Page 1 of 17 TITLE: QA APPROCAL: DATE: 1. REVISION Significant
Contents
1. 2 Common 6 4 7 5 6 4 7 6 3 Normally Closed Wire Slot Diagram 7 6 5 4 a 2 J 7 Normally Open 6 Common 5 Normally Closed 6 4 7 4 2 On the respective freezer unit label each wire attached to contact points with the wire slot location using electrical tape or other labeling medium and a sharpie 6 4 7 4 2 1 Wrap each piece of tape around the respective wire 6 4 7 4 3 Label the white or blue alarm point wire with the alarm point ID 6 4 7 4 4 Identify the wires on all units Disconnecting the Freezer Alarm 6 4 7 5 1 Prior to disconnecting the alarm ensure that the location of the alarm wires within the alarm plug are documented as described 6 4 7 5 1 1 On the respective freezer unit verify that each wire is labeled legibly with the wire slot location using labels and a sharpie Label any wires that are not already legibly labeled using the black sharpie and labels 6 4 7 5 2 Place a sign on the door of the unit stating FREEZER ALARM DISCONNECTED Do not use for sample storage 6 4 7 5 3 Using a suitable screwdriver loosen the screws holding the alarm wires to the contact points on the freezer unit and remove 6 4 7 5 3 1 If the unit has an adapter usually green unscrew and disconnect prior to removing the wires 6 4 7 5 4 Connect the alarm wires removed from the unit s contact points to close the alarm circuit using a wire nut suitable for 18 gauge w2. 3 1 Unplug the UPS in C158B from the electrical outlet Record time 6 6 3 2 Monitor for Notification Record Time Acceptable if delay is lt 3 minutes 6 6 3 3 Reconnect to main power 6 6 3 4 Acknowledge the alarm in the alarm system 6 6 3 5 Repeat Steps 6 6 3 1 6 6 3 4 for the UPS located in C135 6 6 4 Ultra Low Freezer Alarm for C135 MS B 46 SSF Annex and UH5030 UH5049 CTSL 6 6 4 1 Program the high alarm set point of an empty backup freezer in C135 to 85 C 6 6 4 2 Record time when unit goes into alarm 6 6 4 3 Monitor for Notification Record Time Acceptable if delay is lt 20 minutes 6 6 4 4 Re set high alarm set point to 60 C 6 6 4 5 Acknowledge the alarm in the alarm system 6 6 4 6 Repeat Steps 6 6 4 1 6 6 4 5 for a unit located in MS B 46 and again for a unit located in either UH5030 or UH5049 6 6 5 Emergency LN2 Stop E Stop 6 6 5 1 Activate E stop 6 6 5 2 Record time 6 6 5 3 Monitor for Notification Record Time Acceptable if delay is lt 3 minutes 6 6 5 4 Re activate 6 6 5 5 Acknowledge the alarm in the alarm system 6 6 6 Low Oxygen Alarm 6 6 6 1 Reset alarm set points Al Adj and A2 Adj both to 20 9 on the unit Refer to PointGard II Operating Manual located in the Operations Manager s Office for instructions on how to do this 6 6 6 2 Record time when unit goes into alarm 6 6 6 3 Monitor for Notification Record Time Acceptable if delay is lt 3 minutes 6 6 6 4 R
3. 6 4 5 9 Select OK 6 4 5 10 Right click on the contact s name SF 2 4 04 SOP for Alarm Systems Management and Response Page 10 of 17 6 4 5 11 Set up each device that needs to be utilized as a notification device 6 4 5 12 Select OK once completed 6 4 5 13 Repeat for each additional device cell phone pager email etc 6 4 5 14 To edit a device right click on the device 6 4 5 15 Select properties 6 4 5 16 Make changes and select OK 6 4 5 17 Add new user to any groups that are applicable 6 4 5 17 1 Right click on group name 6 4 5 17 2 Select Add Member 6 4 5 17 3 Enter a in the Name field 6 4 5 17 4 Select Find Now 6 4 5 17 5 Left click on the device name that needs to be added 6 4 5 17 6 Select OK 6 4 5 18 Repeat to add as many devices as needed 6 4 5 19 Restart Reno to activate modifications 6 4 6 Creating a New Escalation List 6 4 6 1 Log in as administrator or user 6 4 6 2 Right click on Escalation List Refer to point 6 4 6 3 Select New Escalation List 6 4 6 4 Enter a name for this escalation list in the name field 6 4 6 5 Complete the Emergency box by selecting the E button 6 4 6 6 Enter a in the Name field 6 4 6 7 Select Find Now 6 4 6 8 Left click on the device name that needs to be added 6 4 6 9 Select OK 6 4 6 10 Select OK 6 4 6 11 Right click on new escalation list name 6 4 6 12 Select insert stage 6 4 6 13 Change field Type to Contact Group 6 4 6 14 Enter
4. SSF Siemens Alarm Response Guide 1 Page APPENDIX G SSF Siemens Alarm Notification Schema Escalation Group Design 1 Page APPENDIX H SSF Siemens Alarm Escalation Schema Settings for Escalation per Alarm Type 1 Page APPENDIX I Siemens Alarm Console Administrators 1 Page SF 2 4 04 SOP for Alarm Systems Management and Response Appendix A Page lof 1 Components of the Insight Alarm System Software Systems 1 1 Insight Advanced Workstation 1 1 1 1 1 3 1 1 4 Graphical approach to manage and control a building from an easy to use interface 1 1 1 1 Collect view analyze trend information 1 1 1 2 Store and retrieve long term information RENO Remote Notification Option 1 1 2 1 Permits user to configure level of detail in the alarm messages sent to each contact person 1 1 2 2 Permits user to define group notifications 1 1 2 3 Permits user to define escalation lists for notification APOGEE GO Remote Acknowledging Option 1 1 3 1 Allows users control and access to Insight information via the internet 1 1 3 2 Permits users to configure who can view notification points High Speed Trunk Interface 1 1 4 1 Interfaces the serial data line to the APOGEE GO Automation System SF 2 4 SOP for Alarm Systems Management and Response Form Version 02 Appendix B Toolbar Icons and Descriptions 5 eae Alarm Issue Management Optional Alarm Issue Management displays point alarm issues d
5. expand the tree 6 4 4 5 Left click on Services to view the drop down list 6 4 4 6 Right click on Insight RENOServer 6 4 4 7 Left click on restart 6 4 4 8 Wait until information box is completed 6 4 5 Creating New Staff in RENO 6 4 5 1 Log in as administrator or user 6 4 5 2 Click on the RENO icon 6 4 5 3 Right click on contacts E RERESET Remote Notification CRAE E GIE EE E Corktacts ADS Lreeves DUPUIR610 dFish DUPUIR610 mitchecm Michek celphone Michel Emal Contact x CTSI SSF Gp AS CTSI SSF Gp A4 QD CTSI SSF Gp At E csi SSF Gp A2 Melissa Taylor gP CTSI SSF Escalation At saa 1 CTSI SSF Gp Al 2 CTSI SSF Gp A2 3 CTSI SSF Gp AS e 4 Repeat Service Providers IT Allow this Contact to call into the System Heart Beat gig EUN Events Message Format Concise fedt thes Message Fornat The Poirt Bid Floor LGTO1 is in Alam Pricey 3 Verbose edt this Message Format Nod Ste Name 6 4 5 4 Select New Contact 6 4 5 5 Enter new contact s name and initials 6 4 5 6 If privileges to acknowledge alarms are permitted enter a user ID and password Note that the ID and password MUST contain only numerical values If privileges are not permitted proceed to step 6 4 5 10 6 4 5 7 Check the box next to Allow this Contact to call into the system 6 4 5 8 Select the items that should be heard when the user calls in to the system
6. notify SSF Director ALARN Refer to SOP SF 2 2 ee Report to SSF and determine cause Eley Activation Activated Refer to SOP SF 2 2 Alarm Computer an Activated Report to SSF and determine cause Battery Power UPS BLN Disconnect Disconnected gt 10 minutes have passed without a notification that the BLN has been reconnected Notification per Section 6 3 of this SOP Report to SSF Confirm all equipment is within normal parameters Restart Siemens Alarm Computer If this is ineffective in re establishing a connection contact the Siemens tech on call 1 800 832 6569 Field panel data transmission failure Field Panel Failure gt 10 minutes have passed without a notification that the BLN has been reconnected Notification per Section 6 3 of this SOP Report to SSF Confirm all equipment is within normal parameters Restart Siemens Alarm Computer If this is ineffective in re establishing a connection contact the Siemens tech on call 1 800 832 6569 Reviewed by Not an actual alarm point This is a notification that is sent to the alarm printer and pagers and does not require the halting of RENO nor the acknowledgment of the notification on the Siemens console SF 2 4 SOP for Alarm Systems Management and Response Form Version 04 Appendix G SSF Specific Alarm Settings Escalation Group Group Level 2 Group Level 3 On Call Tech Actions All SSF Investigator pe
7. 4 2 6 5 1 2 Select the graphics icon 6 5 1 3 Double click on the room number in the tree where the point is located 6 5 1 4 Read value on graphics display SF 2 4 04 SOP for Alarm Systems Management and Response Page 15 of 17 R3 SSF ROOM C135 View Insert Dynamic Tools Window Help els x fmf Elala el Bi x Job DEF_IUPUIR3B1I0_ SIEMENS B SSF ROOM MS097 3 SSF EQUIPMENT TEMP 3 SSF ROOM C160B 6 5 2 Daily monitor the alarm system for any alarm activity 6 5 2 1 Tear off the alarm print off from the previous day initial and date it 6 5 2 2 If there were no alarms for that day document on a piece of alarm printer paper that there were no alarms for that day initial and date it Ensure that documentation lists all dates for which there were no alarms i e weekend holiday dates 6 5 2 3 If it is discovered that an alarm printout was missed a certain day an activity report may be ran per Section 6 5 3 to determine if there were alarms during that time 6 5 2 4 File alarm print offs activity reports in the OOS Alarms Deviations binder located in the Operations Manager s office 6 5 3 Running a report for a specific alarm point 6 5 3 1 Select the System Activity Log icon 6 5 3 2 Select Query 6 5 3 3 Select Query again then Add 6 5 3 4 Under the Find Now section in the Type dropdown select object 6 5 3 5 Another screen appears and then select the alarm point s select all point
8. 6 4 3 1 2 Select Account 6 4 3 1 3 Select New 6 4 3 1 4 Select Insight Account and a pop up screen appears 6 4 3 Setting up or deactivating a user 6 4 3 1 Log in as an administrator 6 4 3 1 1 Select the user account icon Add Insight Account Domain usoog v Preference User Name Display System Name Name Full Name Anderson Thomas Language English United States Initials gish Default Graphic H Supervised Settings I User is a Supervisor Access Groups Security Control for CONFIGURE EDIT EDIT Supervised Settings all Objects According to Access Level BACnet Command Priority defined for Access Groups Command Settings Apply Cancel Help 6 4 3 1 5 Enter the following in the pop up screen 6 4 3 1 5 1 User name same as the login for Outlook 6 4 3 1 5 2 Full Name 6 4 3 1 5 3 Initials 6 4 3 1 6 Leave default graphics blank 6 4 3 1 7 Under Access Groups assign the access level for all objects as one of the following SF 2 4 04 SOP for Alarm Systems Management and Response Page 7 of 17 6 4 3 1 7 1 Read Only for non SSF staff who wish to be involved for remote notification purposes only 6 4 3 1 7 2 Command non SSF staff approved by management 6 4 3 1 7 3 Configure Edit for SSF employees 6 4 3 1 8 Under Preference 6 4 3 1 8 1 Select Name 6 4 3 1 8 2 Select the APPLY button 6 4 3 1 9 For new SSF employees only change access lev
9. 955PM 121754PM 12 RM _EQUPALME C135 1 3957PM 121754PM 1217 RW EQUIP ALM OCIS 13957PM 121753PM 12 RW _EQUIPALME C156 BOL44AM 121752PM 12 RW1_EQUIP ALM FCI RORODAM 121752PM 12 RIM _EQUPAMG CIS R0406AM 12 RIN EQUIP ALM HC1I58 RORS7AM 121752 PM 121752 PM RI EQUIP ALMJT158 BOO26AM 121752 PM 121752 PM B Fad Boose BPOSsh BOvdsev W Noms Beep Sert DES TIME 5 58 40 PM 6 2 1 Acknowledge the Alarm as directed by one of the alarm notification methods or as defined below NOTE Acknowledging an Alarm confirms that you are responding per applicable SOPs SF 2 4 04 SOP for Alarm Systems Management and Response Page 4 of 17 6 2 1 1 Acknowledging Alarms APOGEE GO for Insight from the IUPUIR3BIO computer 6 2 1 1 1 Login per 6 4 2 6 2 1 1 2 On the Insight software select the Alarm Status icon 6 2 1 1 3 Look under the A column for no bell 6 2 1 1 4 Absence of the bell icon indicates an alarm point that is not acknowledged 6 2 1 1 5 Left click on the alarm point that has not been acknowledged 6 2 1 1 6 Acknowledge the alarm by selecting the bell icon on the top 6 2 1 1 7 The alarm point resets and the bell reappears under the A column S 6 2 1 2 Call in using a telephone to acknowledge alarms 6 2 1 2 1 Dial 317 274 2741 6 2 1 2 2 Enter user id and password Assigned in section 6 4 5 6 6 2 1 2 3 Follow prompts to listen and stop the Remote Notification escalation RENO 6 2 1 2 4 Once at
10. C158B and C135 SF 2 4 04 SOP for Alarm Systems Management and Response Page 3 of 17 5 7 Screw Driver 5 8 Sharpie 5 9 Tape electrical 5 10 Labels for alarm lines 5 11 Wire 18 gauge 5 12 Wire Cutters 6 PROCEDURE 6 1 Management of SSF Personnel on call status 6 1 1 SSF Personnel are on call from approximately 5 30 PM to 7 00 AM on work days and 24 hrs on days SSF personnel are not scheduled to work and as needed to provide 24 hour 7 day per week coverage If the on call person is unable to respond it is the responsibility of this person to notify the director or if unable to reach the director notify other SSF staff to arrange for alarm response to be covered 6 1 2 SSF Management manages the on call schedule Conflicts are referred to the SSF Director 6 1 3 On call schedules are maintained on a shared SSF calendar and current contact information is listed in Appendix D template 6 2 SSF Personnel response to an alarm Either in response to a page that is received displaying the call back number of 274 2741 or to an email phone message that is received stating that there is a point in alarm Refer to the figure below as a reference for the screen display for points in alarm Alem Vew Hep amp z 2 4 27 B 8 r TUTTE ra FITI TYPU RIN _EQUIPALMF CI5 942064M 104333AM 104833AM RAIN _EQUIPALM ACIS B88 amM 908244M 908244M RIO1_EQUIPALMI C156 B0343AM 121759PM 12178 AWM _EQUPALM BOIS 1 3
11. Page 1 of 17 See N D A N A E T 5 STANDARD OPERATING PROCEDURE Indiana CTSI Specimen Storage Facility Clinical and Translational Sciences Institute TITLE SOP FOR ALARM SYSTEMS MANAGEMENT AND RESPONSE CHAPTER 2 Facility SOP SF 2 4 04 SUPERSEDES SOP N A Issue Date Effective Date AUTHORED BY DATE Indiana CTSI SSF Director QA APPROCAL DATE 1 Quality Compliance Specialist REVISION Significant changes incorporated in this version include 1 1 Modified Signatory Approval Section 1 2 Updated applicable graphics and icons to reflect new version of Siemens Insight software Updated Appendix B accordingly 1 3 Extensively revised Section 6 2 to clarify the procedure for acknowledging alarms and to incorporate the remote desktop feature as an option for logging into the UPUIR3BIO alarm computer 1 4 Added Section 6 3 to incorporate responses to BLN internet disconnections and field panel transmission failure notifications Updated Appendices C F and H accordingly 1 5 Updated Section 6 4 1 to include the restart of RENO when making system modifications 1 6 Modified Section 6 4 3 1 7 in order to clarify when to use each access level 1 7 Added Section 6 4 3 1 9 for assigning access levels to Insight applications 1 8 Extensively revised Section 6 4 3 2 to reflect procedural modifications for setting up an administrator on the UPUIR3BIO computer 1 9 Added Section 6 4 3 4 for dire
12. SOP is modified prepare a new version of Appendix F indicating any changes in applicable information and noting the new SOP version in Section 1 SF 2 4 04 SOP for Alarm Systems Management and Response Page 5 of 17 6 2 2 4 If unable to access alarm remotely REPORT TO SSF TO INVESTIGATE 6 2 3 Review the Alarm Log automatically printed for each alarm describe response record date time signature for response 6 2 4 Have alarm log reviewed by SSF Management initial date 6 2 5 File in SSF Alarm Log Binder 6 3 SSF Personnel Response to a Building Level Network BLN disconnection or a field panel data transmission failure notification In response to an immediate page that is received displaying the call back number of 666 6 3 1 NOTE A BLN disconnection field panel transmission failure notification WILL NOT trigger an actual alarm it will only send a system message that is included on the alarm printout Thus when personnel are alerted the acknowledgement of an alarm and or the stopping of RENO as described in Section 6 2 1 are not applicable 6 3 2 When notification is received wait approximately 5 to 10 minutes for a possible reconnection A reconnection is apparent if another page is received displaying the call back number of 0 6 3 3 Ifthe there is a reconnection within approximately 10 minutes no action is necessary 6 3 4 If there is no reconnection in approximately 10 minutes REPOR
13. T TO SSF TO INVESTIGATE 6 3 4 1 Refer to Appendix F for necessary actions 6 3 5 Document response on the alarm log per 6 2 3 6 2 5 6 4 Modifying the Alarm System 6 4 1 Complete the Alarm System Change Approval Log Appendix E 6 4 1 1 Enter the date the change request is initiated 6 4 1 2 Enter the type and details of change requested 6 4 1 3 Justify the request 6 4 1 4 Submit for Approval 6 4 1 5 Obtain approval by the SSF Director 6 4 1 6 Complete the change per the applicable section below 6 4 1 7 RESTART RENO per Section 6 4 4 6 4 1 8 Have a different SSF staff member verify that the change was made appropriately 6 4 2 Logging into the system 6 4 2 1 As an administrator 6 4 2 1 1 Enter your IU username defined passphrase established when you were provided administrator privileges and log on to IUPUIR3BI0 6 4 2 1 2 The defined passphrase is neither automatically updated with your standard IU log in credentials nor can it be reset 6 4 2 2 As an user 6 4 2 2 1 Log onto the IU ADS logon domain using your standard IU credentials username and current IU passphrase 6 4 2 2 2 The passphrase updates as your IU login credentials update SF 2 4 04 SOP for Alarm Systems Management and Response Page 6 of 17 6 4 2 3 Select the Insight Icon start E 6 4 2 4 Application opens to display the alarm status screen as the default with the toolbar See Appendix B for toolbar icon definitions
14. a in the Name field 6 4 6 15 Select Find Now 6 4 6 16 Left click on the group name that needs to be added 6 4 6 17 Select OK 6 4 6 18 Repeat until escalation list is complete 6 4 6 19 Restart Reno to activate modifications 6 4 7 Installation of alarm wires 6 4 7 1 One Unit for units located in C135 and C156 only Clarification This is the most common example on how to install alarm wires for one unit Not all freezers have been found to be successfully alarmable using this method Refer to freezer user manual or a professional for assistance as needed 6 4 7 1 1 Cut one strip of wire encased in white plastic long enough to reach from the banana clip in the wall to the contact points on the unit 6 4 7 1 2 For both cut ends of wire perform the following 6 4 7 1 2 1 Cut off about an inch in length of the white plastic using wire cutters exposing the inner wires wrapped in foil 6 4 7 1 2 1 1 Do not cut through the inner wires 6 4 7 1 2 2 Remove the foil wrap The four inner wires SF 2 4 04 SOP for Alarm Systems Management and Response Page 11 of 17 wrapped in colored plastic are now visible 6 4 7 1 2 3 GENTLY remove about 1 2 inch in length of both the red and black plastic using wire cutters exposing the bare wires inside 6 4 7 1 2 3 1 Do not cut through the inner wires 6 4 7 1 3 Insert one end of the red wire into the red connector point on the banana clip 6 4 7 1 4 Insert the black wire of the s
15. a computer acknowledge the alarm via accessing the IUPUIR3BIO computer directly Section 6 2 1 1 remotely Section 6 2 1 4 or by accessing the Apogee Go Web Interface Section 6 2 1 3 6 2 1 3 Access the Apogee Go Web Interface to acknowledge alarms 6 2 1 3 1 Log into the VPN for IU using the IU passphrase and login 6 2 1 3 2 Enter the intranet website at http Aupuir3bio insightgo 6 2 1 3 3 Enter the domain name as iupuir3bio 6 2 1 3 4 Follow steps 6 2 1 1 2 thru 6 2 1 1 7 6 2 1 4 Access the UPUIR3BIO computer via Remote Desktop Connection to acknowledge alarms 6 2 1 4 1 Log into the VPN for IU using the IU passphrase and login 6 2 1 4 2 Open the Remote Desktop Connection program located in the START menu 6 2 1 4 3 Enter the complete name of the computer iupuir3bio ads iu edu 6 2 1 4 4 Log in to the computer per 6 4 2 6 2 1 4 5 Acknowledge the alarm per 6 2 1 1 2 thru 6 2 1 1 7 6 2 2 Access the alarm log remotely per the Apogee Go Web interface or the Remote Desktop Connection to the IUPUIR3BIO computer and determine if a condition exists that requires immediate action per the applicable SOP Appendix F 6 2 2 1 Note Appendix F serves as a quick reference guide only Staff should consult applicable facility equipment OOS SOPs for further details on response to individual alarms 6 2 2 2 Appendix F must be re verified minimally each month and when referenced SOPs are modified 6 2 2 3 If a referenced
16. ame end into the black connector point on the banana clip 6 4 7 1 5 Insert the other end of the red wire into the Normally Open NO contact point on the unit 6 4 7 1 5 1 If the unit has an adapter usually green unscrew and disconnect prior to installing the wires 6 4 7 1 6 Insert the other end of the black wire into the Common C contact point of the unit 6 4 7 1 6 1 If the unit has an adapter usually green screw back into unit after installing the wires 6 4 7 2 Multiple Units a k a Daisy Chaining for units located in C135 and C156 only Clarification This is the most common example on how to install alarm wires for multiple units sharing a common alarm point Not all freezers have been found to be successfully alarmable using this method Refer to freezer user manual or a professional for assistance as needed 6 4 7 2 1 Cut one strip of wire encased in white plastic long enough to reach from the banana clip in the wall to the contact points on the first unit 6 4 7 2 2 For both cut ends of wire perform the following 6 4 7 2 2 1 Cut off about an inch in length of the white plastic using wire cutters exposing the inner wires wrapped in foil 6 4 7 2 2 1 1 Do not cut through the inner wires 6 4 7 2 2 2 Remove the foil wrap The four inner wires wrapped in colored plastic are now visible 6 4 7 2 2 3 GENTLY remove about 1 2 inch in length of both the red and black plastic using wire cutters exposing the bare wires i
17. and Response Form Version 02 Appendix E Siemens Alarm System Change Approval Log Page lof 1 Year Page of Request Description of SSF Request Request Request Change Rationale for Initiation Alarm Modification Modification Submitted Approved Completed Verified Date Requested Initials Date _Initials Date _Initials Date Initial Date SF 2 4 SOP for Alarm Systems Management and Response Form Version 03 Appendix F SSF Siemens Alarm Response Guide Page lof 1 SOP Verification do not exceed 1 Month YEAR SF 2 1 Mechanical Refrigeration Unit Storage Room version SF 2 2 LN2 System and Freezer Room Operations version SF 3 1 Mechanical Refrigeration Units version SF 3 2 LN2 Freezers version Verified By initials and date Alarm Point WEL Expected Response Mechanical Freezer ALARM Report to SSF Ultra Low Refer to SOP SF 3 1 and 1 10 Appendix D Mechanical Freezer Report to SSF Standard ALARM Refer to SOP SF 3 1 and 1 10 Appendix D Refrigerator Report to SSF ALARM Refer to SOP SF 3 1 and 1 10 Appendix D Liquid Nitrogen Report to SSF Freezer ALARM Refer to SOP SF 3 2 and 1 10 Appendix D Room Temperature celine ae if not resolved C135 and MS B046 ALARM Refer to SOP SF 2 4 Report to SSF manually close the main LN2 valve or press E Stop Low Oxygen Monitor and
18. changed to Configure Edit 6 4 3 1 9 4 Click edit in the toolbar at the top of the screen and select access levels Change privilege to Configure Edit and then click OK 6 4 3 1 9 5 Alternately each application privilege can be changed individually by double clicking on the SF 2 4 04 SOP for Alarm Systems Management and Response Page 8 of 17 application and changing the privilege 6 4 3 2 To Set up an administrator on the UPUIR3BIO computer 6 4 3 2 1 Current administrators may perform this function by logging in using administrator credentials Current administrators are listed on Appendix I 6 4 3 2 2 From the start button select control panel system advanced user profiles and settings 6 4 3 2 3 Select the click here hyperlink 6 4 3 2 4 Select the Users folder 6 4 3 2 5 Click on Action in the toolbar at the top of the screen then select New User 6 4 3 2 6 Fill out username full name and leave description blank 6 4 3 2 7 Assign password and confirm 6 4 3 2 8 Uncheck the box User must change password at next login and check the box Password never expires 6 4 3 2 9 Click Create 6 4 3 2 10 Double click on the newly created member s name and select the Member of tab 6 4 3 2 11 Select Add Add the following profiles Administrators Apogee Users Distributed COM Users Remote Desktop Users and Users 6 4 3 2 11 1 To sele
19. ct these profiles select advanced and then find now 6 4 3 2 12 Select OK and then apply 6 4 3 2 13 Remove password protect setting from account 6 4 3 2 13 1 From the start button select control panel display screen saver 6 4 3 2 13 2 Uncheck the box that states On resume password protect 6 4 3 2 13 3 Click Apply and then OK 6 4 3 3 Deactivating a User 6 4 3 3 1 Log in as an administrator or user 6 4 3 3 2 Right click on user account name 6 4 3 3 3 Select delete account 6 4 3 3 4 Select OK 6 4 3 4 To Remove an administrator from the UPUIR3BIO computer 6 4 3 4 1 Current administrators may perform this function by logging in using administrator credentials Current administrators are listed on Appendix I 6 4 3 4 2 From the start button select control panel system advanced user profiles and settings 6 4 3 4 3 Select the click here hyperlink 6 4 3 4 4 Select the Users folder 6 4 3 4 5 Right click on the user that is to be removed 6 4 3 4 6 Click on delete and confirm deletion 6 4 4 Restart RENO 6 4 4 1 This section must be performed by a user logged in with administrator privileges SF 2 4 04 SOP for Alarm Systems Management and Response Page 9 of 17 6 4 4 2 On the Siemens Alarm Console right click on My Computer 6 4 4 3 From the options that appear select Manage 6 4 4 4 Select the next to Services and Applications to
20. ctives on how to remove an administrator from the IUPUIR3BIO computer 1 10 Modified Sections 6 4 7 1 and 6 4 7 2 to include a disclaimer on wiring units and to specify locations where the referred directives are applicable 1 11 Added Section 6 4 7 3 to incorporate freezer wiring directives in the additional locations of the SSF Annex and the CTSL labs 1 12 Modified Section 6 4 7 5 to incorporate the use of signage when a unit has been unalarmed to remove Section 6 4 7 5 4 and to add verification directives for the dis alarming of a unit 13 Updated Section 6 4 7 6 for the addition of verification directives when re alarming a unit 14 Added Section 6 4 7 7 to provide directives for alarm function verification if a unit has been repaired defrosted or moved to a new location 15 Clarify Section 6 4 8 to describe that this service is provided by a skilled Siemens technician 16 Modified Section 6 5 2 to add that alternately a system report may be ran to confirm the presence or absence of alarms for any given day 1 17 Updated Section 6 6 to add annual verifications for receiving a notification if internet connectivity is lost and if field panel transmission is interrupted Also updated to add testing SF 2 4 04 SOP for Alarm Systems Management and Response 1 18 1 19 1 20 Page 2 of 17 a unit in the annex MS B 46 and the CTSL UH5030 or UH5049 Original directives were modified for clarity Appendix C updated accord
21. e set alarm points Al Adj and A2 Adj to 19 5 and 19 0 respectively 6 6 6 5 Acknowledge the alarm in the alarm system SF 2 4 04 SOP for Alarm Systems Management and Response Page 17 of 17 6 6 7 LN2 Freezer Alarm 6 6 7 1 Activate the alarm test feature on an SSF LN2 unit 6 6 7 2 Record time when unit goes into alarm 6 6 7 3 Monitor for Notification Record Time Acceptable if delay is lt 20 minutes 6 6 7 4 Reset the alarm on the freezer 6 6 7 5 Acknowledge the alarm in the alarm system 6 6 8 Refrigerator and standard mechanical freezer Not Applicable 6 6 9 Room C135 Temperature Not Applicable 6 6 10 Room MS B 46 Temperature Not Applicable 6 6 11 Record all actions and results for Alarm testing on Appendix C and attach alarm log printout 7 REFERENCES 7 1 ISBER Best Practices current version 7 2 Siemens Insight Rev 3 1 1 DVD 8 DOCUMENTATION 8 1 Records are maintained per SF 1 6 Controlled Document Management SOP 8 2 All Deviations are managed per the SF 1 9 Deviation Management SOP 9 APPENDICES The current version of each of the following appendices is used to guide and or implement this SOP APPENDIX A Components of the Insight Alarm System 1 Page APPENDIX B Toolbar icons and descriptions 1 Page APPENDIX C Maintenance and Function Verification Log 1 Page APPENDIX D SSF Alarm Call Personnel Log Template 1 Page APPENDIX E Siemens Alarm System Change Approval Log 1 Page APPENDIX F
22. els for all Insight applications to Configure Edit 6 4 3 1 9 1 Single click on the new username just created from the username list The access levels for the Insight applications are viewable on the bottom right portion of the screen Inet Account BUN Accourt Access Groups Scere Otse ADS mamaca MI Name rah Unites States aSa t MI Nome Erh Unies Stites ADSNGVG F so ty Cet G Fac i Ergo United Sier ADS NGVE F ochy Pager 5 ADSNGVE Lab Coordinates Pag NGIVE Lab Coordinate Pa NGCP Nase ADSNGVE Lab Coordinate Pho NGB Lab Coordinate Ph NP Name ADSense Corel CTS SSF Lab Phone Owe Geta Somme DPURIEIOHGH WUPUIR EO honoch LPR E10 vahroby APUR Ob amen Jamra Kamen PUR O LOW Low level user account Low LPIA 20 marmacce Mayk Cox MLC DPURIKIOMEDLUM Modum ievel user sccourt MED Name E 4 n Coleen Michel OSO Nowe hy NORAD Lab Prone MP Nome Sener Bldg Tech SBT Name Semenn indst Ire s Nane LAUR E0 mahr Tasi Run TAA Name uw 100 Name JOIN GURL A D CONFIGURE ADIT CONFIGURE EDIT CONFIGURE EDIT CONFIGURE ADIT CONNGURE ADIT CONFIGURE ADIT CONFIGURE EDIT CONFIGURE EDIT CONFIGURE ADIT CONPIGURE ADIT CONFIGURE ADIT Custom Butter 01 Custom Bute NO ACCESS For Heip press Fi 6 4 3 1 9 2 By default the access levels for the Insight applications are set to No Access 6 4 3 1 9 3 Select all applications CTRL left mouse click having privileges that are to be
23. etected in your building system a Alarm Issue Management Editor AIM Optional Alarm Issue Management Editor allows you to define contacts and equipment information that is used when assigning a contact to an alarm issue A Alarm Status Alarm Status displays point alarms and Building Level Network BLN or Automation Level Network ALN messages detected in your building system Y Attribute Duplicator Attribute Duplicator allows you to copy the properties of a point to another point or a group of points For example a list of analog points will have all their enhanced alarm definitions modified a Commander Commander lets you take manual control of a point and override any pre established automatic controls for the point g Database Transfer Database Transfer provides a way for you to manually upload and download the Insight system databases between the workstation and the field panels NJ Point Editor The Point Editor is used to enter point information into the Insight system so that the Insight software can monitor and control the equipment connected to the point ke Point Group Editor The Point Group Editor is used to organize the points in your system Grouping points allows you create relationships and hierarchies among the points E Point Summary Report The Point Summary Report application allows you to create three types of printed reports containing information about the points with
24. ification Log Page 1l of 1 Complete annually and as otherwise indicated Year Difference Comments Corrective Type of Alarm or Time Time Minutes posers Initials Actions Notification Activated Notified our Limit P Date must be completed if not ia ce acceptable BLN internet connectivity lt 1 Yes O No disconnection Field Panel 2 data transmission lt 1 Yes O No failure Field Panel 3 data transmission lt 1 Yes O No failure ae oe lt 3 0 Yes O No a 5 Room lt 3 Yes O No Ultra Low Freezer C135 eo Mes UNS Ultra Low Freezer MS B lt 20 Yes O No 46 Ultra Low Freezer UH5030 lt 20 Yes O No OR UH5049 E Stop lt 3 Yes O No eee lt 3 Yes O No LN2 Freezer lt 20 Yes O No Reviewed By Date Not an actual alarm point This is a notification that is sent to the alarm printer and pagers and does not require the halting of RENO nor the acknowledgment of the notification on the Siemens console SF 2 4 SOP for Alarm Systems Management and Response Form Version 04 Appendix D Alarm Call Personnel Log Template Page of 1 Name Email Page Cell Number Other Effective Date Obsolete Date SF 2 4 SOP for Alarm Systems Management
25. in the field panels and devices of your Building Automation System el Program Editor Optional The Program Editor is used to create control programs with the Powers Process Control Language PPCL Page 1 of 1 Dynamic Plotter Optional Dynamic Plotter is used to plot point values in a continuous graph Historical trend point values dynamic point value changes or a combination of historical and dynamic values can be used to analyze and report on point activity 8 Event Builder The Event Builder provides a mechanism to define Zones and Events for your building system A Global Commander The Global Commander allows you to issue a single command to be applied to a selected group of points in the building system Bi Graphics Graphics allows you to create and display color graphics of your facility and equipment for point monitoring and commanding E Online Documentation Screen The Online Documentation screen allows you navigation capabilities global searches to the Insight Main Help files Insight manuals PDF Technical Editor e mail address and the Siemens Web site E Panel Point Log Report The Point Log Report allows you to quickly create a Point Log Report without creating a report definition in Report Builder E Point Detail Point Details is used to view information about a logical point defined in your building system al Remote Notification Optional Remote Notification allows the In
26. ingly Added Section 6 6 10 to incorporate the SSF Annex room temperature as an alarm point which is not applicable to the annual verification procedure Replaced 2008 ISBER reference with that of current version to eliminate the need for SOP revision when ISBER Best Practices are updated Appendix E modified to include year and pagination 2 PURPOSE 2l This Standard Operating Procedure SOP defines the procedures used in the Indiana CTSI Sample Storage Facility SSF to set the alarming and notification parameters for notifying personnel in response to out of specification conditions detected by the Siemens alarm system and to define the procedure to be followed by SSF personnel when an alarm notification is received This procedure satisfies guidance set forth in ISBER 3 PRINCIPLE 3 1 Specimen storage facilities must provide continuous monitoring of critical systems in order to safeguard the specimens and to remain in compliance with Best Practice guidances This is accomplished in the SSF via an electronic monitoring and alarm system designed and installed by Siemens Building Technologies The SSF alarm system utilizes Siemens Insight software with a Remote Notification Option RENO system and an acknowledging system called APOGEE Go All active alarms are identified according to parameters set by SSF in the RENO alarm management console The RENO Alarm transmits alarm notifications for each individual alarm tag t
27. ire 6 4 7 5 5 Confirm that the alarm wires have been removed from the unit and connected together correctly by viewing the alarm point on the graphics of the Siemens Alarm Console per Section 6 5 1 6 4 7 5 5 1 The value of the alarm point should read NORMAL 6 4 7 5 6 Document that freezer was disconnected on freezer maintenance log and or Out of Specification Form as applicable Reconnect to Freezer Alarm 6 4 7 6 1 Remove wire nut separate wires and straighten each wire 6 4 7 6 2 Reinsert the numbered wires to corresponding wire slots and tighten the screw to secure the wires SF 2 4 04 SOP for Alarm Systems Management and Response Page 14 of 17 6 4 7 6 3 Reinsert alarm adapter if applicable and tighten the screws to secure 6 4 7 6 4 Confirm that the alarm wires have been hooked up to the unit correctly by viewing the alarm point on the graphics of the Siemens Console per Section 6 5 1 6 4 7 6 4 1 The value of the alarm point should read NORMAL 6 4 7 6 5 Document that freezer was reconnected on freezer maintenance log and or Out of Specification Form as applicable 6 4 7 7 Test Freezer Alarm Functionality applicable if the unit has been defrosted repaired or moved to another location 6 4 7 7 1 Place unit in alarm by using the alarm test function on the unit If the alarm test function is not available force unit in alarm by changing unit temperature parameters 6 4 7 7 2 _ Verify that the unit wi
28. ll send an alarm to the Siemens system by viewing the corresponding alarm point on the graphics of the Siemens Console per Section 6 5 1 6 4 7 7 2 1 The value should read ALARM Record actions on the freezer log or the OOS form if applicable to document that alarm is activated when the unit exceeds the assigned temperature set point If alarm does not function as intended report to SSF Management 6 4 7 7 2 2 If unit parameters were altered return them to their previous settings 6 4 7 7 2 3 Verify that the alarm point has returned to NORMAL status by again viewing the graphics on the Siemens Console 6 4 7 7 3 Remove the FREEZER ALARM DISCONNECTED signage from the unit s door once alarm wires have been successfully connected and unit has been verified to send an alarm 6 4 7 7 4 Document that freezer alarm was tested and functions within normal parameters on the freezer maintenance log and or Out of Specification Form as applicable 6 4 8 Activating an alarm point 6 4 8 1 Notify Seimens representative for new alarm point activation 6 4 9 SSF Siemens Alarm Notification Schema Escalation Groups are defined in Appendix G 6 4 10 SSF Siemens Alarm Escalation Schema Settings for escalation per alarm type are defined in Appendix H Note alarm parameters are per applicable equipment or facility SOP 6 5 Monitoring 6 5 1 To view alarm points for monitoring 6 5 1 1 Log in as an administrator or a user per 6
29. nside 6 4 7 2 2 3 1 Do not cut through the inner wires 6 4 7 2 3 Insert the end of the red wire into the red connector point on the banana clip 6 4 7 2 4 Insert the other end of the red wire into the Normally Open NO contact point of unit 1 6 4 7 2 4 1 If the unit has an adapter usually green unscrew and disconnect prior to installing the wires 6 4 7 2 5 For attaching another unit cut another strip of wire encased in white plastic long enough to reach between the contact points of the previous unit and the one that is being added stripping the plastic as mentioned before this time only stripping the black wires on each end 6 4 7 2 6 Insert the end of the black wire into the Common C contact point of the previous unit 6 4 7 2 6 1 If the unit has an adapter usually green screw back into unit after installing the wires SF 2 4 04 SOP for Alarm Systems Management and Response Page 12 of 17 6 4 7 2 7 Insert the other end of the black wire into the Normally Open NO contact point of the next unit 6 4 7 2 7 1 If the unit has an adapter usually green screw back into unit after installing the wires 6 4 7 2 8 Repeat steps 6 4 7 2 5 thru 6 4 7 2 7 using additional white wires as necessary until all units are alarmed Then proceed to next step 6 4 7 2 9 When there are no more units to add to the daisy chain cut a final strip of wire encased in white plastic long enough to reach in between the contact points
30. o specific destinations defined by the SSF Methods for alarm notification include electronic messaging pagers and phones Effective systems for maintaining specimen integrity also require that changes are incorporated by a thoughtful defined and recorded procedure and alarms are responded to appropriately and thus these must also be defined 4 SCOPE 4 1 The SOP applies to SSF personnel assigned to install wiring acknowledge and respond to the SSF alarm system notifications and as directly communicated to via SSF Personnel applicable investigator personnel The alarm set point parameters are defined in the applicable equipment or facility SOP Response to Out of Specification Conditions is managed through SF 1 10 SOP for Out of Specification Response and Notification Management Applicable alarm points for equipment monitored by the SSF alarm and monitoring system located within or outside of the SSF Facility include Mechanical Refrigeration Units Liquid Nitrogen Freezers Low Oxygen Alarm Room C135 and MS B046 temperature Electronic LN2 Stop Activation Uninterrupted Power Supplies BLN Network Connections Field Panel Transmission Error 5 MATERIALS Components of the system are further described in Appendix A 5 1 Insight Advanced Workstation Alarm System 5 2 RENO Software System 5 3 APOGEE Go Software System 5 4 High Speed Trunk Interface 5 5 Computer and related equipment 5 6 UPS in rooms
31. of the final unit and the banana clip in the wall stripping only the black wires on both ends 6 4 7 2 10 Insert an end of the black wire into the Normally Open NO contact point of the final unit 6 4 7 2 11 Insert the other end of the black wire into the black connector point on the banana clip See Figure 1 Freezer 2 6 4 7 3 One unit for units located in MS B 46 UH5030 and UH5049 6 4 7 3 1 Alarm point wires having a blue plastic casing have been pre installed in the wall by Campus Facility Services 6 4 7 3 2 Each blue wire contains only 2 wires encased in white and black plastic 6 4 7 3 2 1 Strip off the blue white and black colored casings of the end of the wire per 6 4 7 1 2 6 4 7 3 2 2 Attach one wire to the Normally Open NO and the other to the Common C contact points on the unit 6 4 7 3 3 The method of Daisy Chaining units is not necessary in these locations due to the fact that there were enough alarm points wires installed for the maximum number of units that the room can hold 6 4 7 4 Labeling the wires 6 4 7 4 1 On the back of the respective unit a diagram indicates each of the numbered wire slots available for connections See Figure 2 and 3 for the most common diagrams SF 2 4 04 SOP for Alarm Systems Management and Response Page 13 of 17 Wire Slot Diagram 1 2 3 4 5 6 Indicates slots with no specification 1 Normally Open
32. rsonnel Personnel per Phone pager Notification On Call Tech amp Back up Submission E mail Form Investigator Personnel per Submission Phone pager Notification All SSF Personnel Form Investigator Personnel per Phone pager Notification Submission Form Intervals for duplicate group notification 15 minutes 10 minutes 30 minutes Loop back to Group 1 and Repeat until acknowledged Escalation total of duplicate groups Page lof 1 Elapsed Time between Escalation Groups 30 minutes 2 hours SF 2 4 SOP for Alarm Systems Management and Response Form Version 02 Appendix H SSF Siemens Alarm Escalation Schema Settings for Escalation Per Alarm Type Page lof 1 Alarm Point Alarm Delay Notification Mecnanitapreezer 15 minutes Per Current Version of Appendix G of this SOP Ultra Low a Pree 15 minutes Per Current Version of Appendix G of this SOP Refrigerator 15 minutes Per Current Version of Appendix G of this SOP Liquid Nitrogen Freezer 15 minutes Per Current Version of Appendix G of this SOP Room Temperature C 135 and MS B 46 1 hour Per Current Version of Appendix G of this SOP Low Oxygen Monitor 1 minute Per Current Version of Appendix G of this SOP E Stop Activation 1 minute Per Current Version of Appendix G of this SOP Sinton pice FOWer 1 minute Per Current Version of Appendix G of this SOP Supplies No escala
33. s if in response to running a report for a missed daily alarm printout 6 5 3 6 Enter the date range maximum range is 30 days 6 5 3 7 Run report 6 6 Verification Annual or as otherwise indicated 6 6 1 BLN internet connectivity disconnection notification 6 6 1 1 Unplug the internet cable from the back of the alarm computer located in C158B SF 2 4 04 SOP for Alarm Systems Management and Response Page 16 of 17 6 6 1 2 Record time 6 6 1 3 Monitor for Notification Record time Acceptable if delay is lt 10 minutes 6 6 1 4 Plug the internet cable back into the alarm computer 6 6 1 5 Acknowledging the alarm is not applicable 6 6 2 Field panel data transmission failure notification for both the SSF Annex Field Panel 2 and the CTSL Field Panel 3 6 6 2 1 Disconnect the cable labeled Network Cable Field Panel 2 from the field panel located in the SSF Annex MS B 46 6 6 2 2 Record time 6 6 2 3 Monitor for Notification Record time Acceptable if delay is lt 10 minutes 6 6 2 4 Reconnect the cable to the field panel 6 6 2 5 Acknowledging the alarm is not applicable 6 6 2 6 Repeat Steps 6 6 2 2 6 6 2 5 for the field panel of the CTSL disconnecting the cable labeled Network Cable Field Panel 3 located in the AOC of University Hospital UH5033 6 6 2 6 1 Contact IU Health Security at 317 944 8000 for access to UH5033 6 6 3 UPS Test UPS Alarm for both C158B and C135 6 6
34. sight system to send alarm and event information to external devices These devices are alphanumeric pagers numeric pagers phones or e mail addresses El Report Builder The Report Builder is used to configure report definitions When you select a report type Report Builder opens the report definition for the report you want to create 2 Report Viewer The Report Viewer is used to display reports on the screen to the printer or to file m Scheduler Report Scheduling Optional Scheduler provides a way for you to schedule events reports and trend collection on the Insight calendar m System Activity Log Optional The System Activity Log allows you to view the activities which are logged in your system al System Profile System Profile gives you graphical system wide control for defining configuring and maintaining your entire building control network Time of Day TOD Time of Day TOD is used to automatically command points based on a daily schedule or yearly calendar Trend Definition Editor The Trend Definition Editor allows you to define trend points that will show how your building control equipment is operating over a specified time period User Accounts User Accounts is used to manage access and security for the Insight software and field panels on a specified BLN or ALN SF 2 4 SOP for Alarm Systems Management and Response Form Version 03 Appendix C Maintenance and Function Ver
35. tion Notification sent to alarm printer and BLN Disconnection No delay on call pagers only Notification of reconnection is sent when connection is re established No escalation Notification sent to alarm printer and No delay on call pagers only Notification of reconnection is sent when connection is re established Field panel data transmission failure Not an actual alarm point This is a notification sent to the alarm printer and pagers and does not require the halting of RENO since there is no escalation schema nor the acknowledgement of the notification on the Siemens console SF 2 4 SOP for Alarm Systems Management and Response Form Version 04 Appendix I Siemens Alarm Console Administrators Page lof 1 Current Administrators for the Siemens Alarm Console Name Position Effective Date Obsolete Date SF 2 4 SOP for Alarm Systems Management and Response Form Version 02
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