ESH&Q For Supervisors

Fermilab ’ s ES&H Policy Fermilab employees, subcontractors, and users will only conduct work and operations in a safe and environmentally sound manner.

Supervisor ES&H Responsibility Ensure the people you supervise are able to do their work safely. We work in the tunnel… Got your O2 monitor?

How Can You Ensure Your Employees Are Able to do Their Work Safely? Understand Remember your employees are human and therefore fallible. They will make mistakes. Use tools and resources available to you such as: Work Activities Analysis Forms (WAAF) Individual Training Needs Assessments (ITNA)

Encourage Open communication Work planning and hazard analysis Proper response to incidents Attentiveness How Can You Ensure Your Employees Are Able to do Their Work Safely?

Open Communication Go out and watch people work. Ask questions to help identify opportunities. Discuss why a worker’s actions are safe or unsafe. Prompt feedback is important. Compliment those who are reducing hazards.

Stress that feedback is necessary. Be positive and constructive because people are likely expecting bad news. When Giving Feedback about Safe or Unsafe Actions, Be Sure to:

Seize opportunities for positive feedback. Positive feedback is very reinforcing. Give praise in public. Have good timing. Provide feedback right before the next attempt of the safe or unsafe action.

The Concept of Human Performance Improvement … Just an Introduction

Proactively prevent “Unwanted Outcomes” triggered by human error. Unwanted Outcomes Human Performance Improvement

Blame Cycle Human Error Less communication Management less aware of jobsite conditions Reduced trustLatent organizational weaknesses persist Individual counseled and/or disciplined More flawed defenses & error precursors The Blame Cycle

Why a Human Performance Improvement Approach? 80% Human Error 30% Individual 20% Equipment Failures Human Errors Occurrences 70% Latent Organization Weaknesses

1.People are fallible, and even the best make mistakes. 2.Error-likely situations are predictable, manageable, and preventable. 3.Individual behavior is influenced by organizational processes and values. Principles of HPI

4.People achieve high levels of performance based largely on the encouragement and reinforcement received from leaders, peers, and subordinates. 5.Events can be avoided by understanding the reasons mistakes occur and applying the lessons learned from past events. Principles of HPI

Facts about Human Error It thrives in every industry. It is a major contributor to events and unwanted outcomes. It is costly, adverse to safety and hinders productivity. The greatest cause of human error is weaknesses in the organization, not lack of skill or knowledge. Error rates can never be reduced to zero. Consequences of errors can be eliminated.

Limited short-term memory Personality conflicts Mental shortcuts (biases) Lack of alternative indication Inaccurate risk perception (Pollyanna) Unexpected equipment conditions Mindset (“tuned” to see) Hidden system response Complacency / Overconfidence Workarounds / OOS instruments Assumptions (inaccurate mental picture) Confusing displays or controls Habit patterns Changes / Departures from routine Stress (limits attention) Distractions / Interruptions Human NatureWork Environment Illness / Fatigue Lack of or unclear standards “Hazardous” attitude for critical task Unclear goals, roles, & responsibilities Indistinct problem-solving skills Interpretation requirements Lack of proficiency / Inexperience Irrecoverable acts Imprecise communication habits Repetitive actions, monotonous New technique not used before Simultaneous, multiple tasks Lack of knowledge (mental model) High Workload (memory requirements) Unfamiliarity w/ task / First time Time pressure (in a hurry) Individual CapabilitiesTask Demands Error Precursors short list

Other Tools that Will Help You in Your Role as a Supervisor

Work Activities Analysis Form (WAAF) A WAAF establishes workers in the Lab’s occupational medical surveillance program. Complete a WAAF. Required prior to exam. Review WAAF annually or when job changes. (username & password) (certificate)

Individual Training Needs Analysis (ITNA) Perform an Individual Training Needs Analysis (ITNA) on each employee at start of assignment. Review ITNA annually or when job changes. (username & password) (certificate) See ITNA guidance. Make sure employee receives all required training.

Hazard Analysis All work activities are subject to work planning and hazard analysis (HA). Depending on the complexity of the task and the hazards involved, the HA process may be a mental exercise and verbal discussion, or it may be more formal with a written hazard analysis and pre-job briefing. Supervisors and employees are responsible for planning the work and identifying those activities that require a written HA. Consult FESHM 2060 for hazard analysis guidance.FESHM 2060

Hazard Analysis Before performing a task Ensure that workers know how to do the job safely. Identify waste reduction and pollution prevention opportunities.

Hazard Analysis Steps Job site walk down Hazard analysis process Pre-job briefing Performance of work Post job review

Think Things Through… Can I stay focused? Can something go wrong? Are these the best tools? Am I (still) able to do this?

Watch Out For “System Creep” Processes are allowed to change through a series of small steps without review. Non-compliant practices and/or un-reviewed workarounds are accepted.

Incident Response Respond to all incidents and “near misses” immediately. Dial x3131 or send employee to the Occupational Medical Office. Notify management and Senior Safety Officer. Review Form-5 with employee. bin/ShowDocument?docid=1626

Investigate All Incidents and Near Misses immediately Complete Supervisory Incident Investigation Report. Get employee input on how to avoid recurrence. Implement corrective actions promptly.

Investigation Questions to ask: What do I know? How do I know it? So what? What more do I need to know? What is the individual’s perspective? What management system weaknesses drove the actions? What lesson did I learn?

A Supervisor’s Role in Protecting the Environment

Fermilab’s Environmental Impacts & Efforts Fermilab’s Environmental Management System (EMS) is the framework for regulatory compliance and sustainability efforts. Plan, implement, evaluate and improve activities in regards to the environment. DOE requires Fermilab to have this set of practices and processes that monitor environmental impacts under ISO Director’s Policy on the Environment describes EMS.

Regulatory Requirements Fermilab holds IEPA/ EPA environmental permits for releases. Air, water, waste Industrial processes release pollutants in order to complete our scientific mission. Only releases covered in a permit are allowed!!! Limits are not to be exceeded. Legally binding according to the Code of Federal Regulations.

Air Pollution Air emissions Regulatory requirements Process – Some industrial equipment requires a modification to Fermilab’s air pollution control permit from the Illinois Environmental Protection Agency. CUB boilers, FCC generator, Rad stacks, Integrated Cavity Processing Apparatus (ICPA), etc.

Air Pollution Reduction efforts Maintain equipment to minimize leaks or exhaust. Efforts to reduce Fermilab’s greenhouse gases are becoming a priority. See FESHM 8080 for Air Emissions Control Program.

Water Pollution Water discharges Sanitary Sewers – Fermilab holds permits for certain industrial discharges. TD, FESS have these permits see FESHM 8025

Water Pollution Surface (ponds & ditches) A storm water pollution prevention plan (SWPPP) is needed for construction activities over an acre. Spill prevention control and counter measures plan (SPCC) training is required for oil handling. Industrial discharges are not allowed to surface water unless covered by our Illinois Environmental Protection Agency (IEPA) National Pollutant Discharge Elimination System (NPDES) permit. The ESH&Q Section holds this permit.

Land Pollution Waste Regulated Materials must be handled, stored and disposed of properly. Chemical (hazardous and special) Minimize by using less toxic alternatives Contact your waste generator/coordinator for information Isopropyl alcohol, lithium batteries, paint, oils Radioactive Minimize activation of materials Contact your RSO for information

Land Pollution Landfill Minimize through recycling Recyclable Paper, cardboard, plastic, glass, aluminum cans, alkaline batteries, metal, polystyrene (WH, FCC, & Cross Gallery) Other batteries, oil, construction materials, electronics, bulbs, toner cartridges, etc.

3 Steps to Pollution Prevention & Waste Minimization 1. REDUCE Sustainable Acquisition Purchase only what you need. Choose environmentally friendly options. FESHM 1100 Excess Chemical List (username & password) (certificate) Energy use: turn off lights, computer monitors, etc. Encourage sharing information with ESH&Q. Usually requested to support DOE mandates.

3 Steps to Pollution Prevention & Waste Minimization 2. REUSE Take a second look at your activities. Example: oil reuse in machine shop The Property Office has access to excess material that can be re-used. Encourage sharing information with ESH&Q. Usually requested to support DOE mandates.

3 Steps to Pollution Prevention & Waste Minimization 3. RECYCLE Encourage your employees to recycle Contact your Waste Coordinator or Environmental Officer for assistance Encourage sharing information with ESH&Q. Usually requested to support DOE mandates.

NEPA National Environmental Policy Act Prior to the start of all projects, a review of environmental impacts is required. Project managers and/or Environmental Officers initiate the NEPA review process. The DOE Fermi Site Office approves the NEPA reviews. See the NEPA website for more information.

Industrial Hygiene The science and art devoted to the anticipation, recognition, evaluation and control (AREC) of physical, chemical and biological agents in the workplace. Examples of Agents in the workplace include: PhysicalChemicalBiological NoiseLeadBloodborne Pathogens LaserBerylliumInsects Magnetic FieldsHydrofluoric AcidAnimals Confined SpacesAsbestosPlants ErgonomicsRespirator ProtectionIndoor Air Quality

Industrial Hygiene Examples of the AREC process include: AnticipationRecognitionEvaluationControl Education, Training and Reference Materials Industrial Hygiene Assessments Industrial Hygiene Sampling Engineering Job Hazard Analysis Labels and Safety Data Sheets (SDS) Ventilation Surveys Administrative Work Activity Analysis Form (WAAF) Occupational Medical Surveillance Laser Evaluations Personal Protective Equipment Lessons Learned Employee Concerns Health & Safety Walkthroughs Program Reports

Radiation Protection Ionizing radiation is everywhere in the world with all people receiving some exposure. Most people also are exposed to ionizing radiation from medical sources. The operation of the particle accelerators and experiments at Fermilab unavoidably produce radiation and radioactive materials.

Radiation Protection The Department of Energy has established stringent, protective standards that are well implemented at Fermilab. All employees receive General Employee Radiological Training (GERT). This includes non-radiological workers and those who do not receive exposure from work performed at Fermilab. They learn what radiation is. They learn how to recognize postings, etc.

Radiation Protection Personnel who perform radiological work receive additional specialized training such as: Radiological Worker (RW) Training, and for some people; Controlled Access Training Sealed Source User Training

Radiation Protection All Divisions/Sections/Centers have an assigned Radiation Safety Officer (RSO) who can explain in detail the protective measures and program requirements.

Radiation Protection Important principles: Consult with D/S/C RSO when planning work that might involve ionizing radiation. Include radiological hazards in Hazard Analysis or in Radiological Work Permits (RWPs)

Radiation Protection Important principles cont: Keep radiation doses As Low As Reasonably Achievable (ALARA). Follow instructions on all postings and work planning documents provided or those provided verbally by Radiological Control Technicians (RCTs).

A Supervisor’s Role in Quality Assurance

Quality Assurance Follow the Integrated Quality Assurance program. Use resources efficiently. Identify continuous improvement opportunities. Identify Suspect/Counterfeit Items (S/CI).

Quality Assurance Manage and track issues with iTrack. Work with your organization’s Quality Assurance Representative.

Resources For You ESH&Q Web Page Fermilab ES&H Manual (FESHM) Fermilab Radiological Control Manual (FRCM) Quality Assurance Manual (QAM)

Resources For You Safety, Environmental, Radiation, Industrial Hygiene and Quality Points-of-Contact Safety Officers Environmental Officers Radiation Safety Officers Industrial Hygiene Representatives Quality Assurance Representatives