DOE Accelerator Safety Workshop August 12-14, 2008 HSS Review Panel Discussion

1. DOE Accelerator Safety WorkshopAugust 12-14, 2008HSS Review Panel Discussion Ed Lessard, BNL Bob May, TJNAF

2. Panel Discussion HSS Review Lessons Learned • Topics • Review Preparation • Execution • Follow up

3. Review Preparation • Simultaneous Efforts • 5 teams each evaluating a ISM Core Function and its application across the lab • Workers who understood both work process and execution across the lab • Workers who were not afraid to “call it as they saw it” • 1 team who focused on workplace organization, appearance – helped identify and reduce clutter by cutting through “red tape” • Cross divisional review of HSS CRADS and LOIs • Development of ISM educational tools

4. Review Preparation, cont’d. • Core Function Teams • Identified gaps in work functions • These gaps were eventually assigned to other teams to close • Served to educate workers as well as evaluate work processes • Peer on peer information transfer very effective • Differentiated a group of workers that were effective communicators and problem solvers • Credibility with their peers • Ability to communicate ISM concepts at a meaningful level

5. Review Preparation, cont’d. • “Effective communicators and problem solvers” recombined into three work groups • Cross Divisional Gap Repair • Work Process and Controls • Lessons Learned Implementation • Documentation • CRAD and LOI Review • Management Team from each division (Associate Director through Line Supervisors) met to review HSS CRADS and associated LOIs • Each review facilitated same group for continuity and identification of cross-divisional issues

6. Review Preparation, cont’d. • ISM educational tools • ISM web site with glossary, explanation of efforts, progress report against a schedule • Materials provided by HSS, Site Office on preparations • Safety Toolbox pocket guide describing • ISM related systems and their function • Common lab ISM practices • Brief examples of lab practices that addressed each core function

7. Review Preparation, cont’d. • Placed all HSS requested documentation on a centralized web site and gave HSS access • Single point of contact for information management • Assignment of HSS reviewer counterparts • Single point of contact for logistics • Delivery and initial storage of computers and printers • Identifying network connections and dedicated rooms • Interview rooms, interview schedules, ad hoc meetings • Logistics contact located adjacent to HSS offices

8. Review Preparation, cont’d. • Review Preparations Key Lessons Learned • We started more “top down” than “bottom up” • Some angst among workers because initial preparations were more “management level” • Core Function Teams were effective ISM evangelists and got worker questions answered quickly and more effectively than educational tools • Educational tools (web site and Tool Box) were later in coming than they should have been • Providing good logistics (interview coordination, rooms, data processing resources) is key to keeping HSS reviewer frustration low

9. Review Preparation, cont’d. • Review Preparations Key Lessons Learned, cont’d. • The most effective discussions with HSS reviewers involved lab staff explaining work control processes • Effective logistics coordination was repeatedly called out as a plus • Minimizing administrative headaches makes every one’s life easier

10. Review Execution • HSS will come on site and head straight for the field • HSS reviewer counterparts are key to accurate and timely information • Stay flexible and help interpret for the HSS reviewer and lab staff • Be prepared to assemble groups of individuals to get reviewer questions answered expeditiously and accurately • Be prepared to provide follow on information beyond what was initially requested – HSS reviewers dig deep

11. Review Execution • Review Execution Key Lessons Learned • Be prepared for discussions on implementation of ISM Core Functions with multiple reviewers • HSS Reviewers won’t hesitate to gather a room full of people to talk about a process or procedure they don’t understand • They will take as much time as it needs • Be forthcoming • They are very good and will find out the details anyway • Don’t hesitate to describe changes to ISM that are already in process but not complete

12. Follow Up • During the HSS review • There are daily briefs on what HSS reviewers did and what they found on the previous day • Anything you fix promptly is to your credit but will most likely not be excluded from documentation • Follow up promptly on any requests for information by HSS (whether they are on-site or back in D.C.) • After the HSS Review • You’ll have several chances for factual accuracy revisions • HSS will correct factual errors, will likely not result in changes to their conclusions

13. Summary • Inspection Preparation, what went right? • Preparation was made a priority by the most senior staff, communicated as such to senior and mid level staff consistently • Worker involvement - workers were involved in all phases of inspection prep including self-assessment and gap closure. This provided • a cadre of ISM ambassadors, • irreplaceable insight and 180 degree feedback, • sheer horsepower for covering a lot of ground quickly • staying focused on the 5 core functions reduced anxiety

14. Summary, cont’d. • Inspection Preparation, what could have gone better? • Communication effort with floor workers should have started earlier. • Getting the initial education on the ISM basics would have aided other activities and reduced anxiety

15. Summary, cont’d. • Inspection Execution, what went right? • Logistics went smoothly - we exceeded the HSS Team's expectations in terms of workspace, ease of access to documents and resources, welcome to the area and the Lab • this set a positive tone and implied good organization on more important matters. • HSS team exposure to daily planning meetings, accelerator shut down meeting, worker safety committee, Director's safety council, etc. showed a cultural and operational focus on areas important to them • our communication efforts, resulted in very positive HSS/JSA staff interaction

16. Summary, cont’d. • Inspection Execution, what could have gone better? • We should have reviewed major work evolutions off-line to make sure we had dotted our I's and crossed our T's. This may or may not have eliminated one of the findings. • Keys to success • Worker involvement and ownership by all • Broad communication using multimedia approach • Effective preparation • Take it to the worker level quickly • Look carefully at work processes vs ISM