ES&H for Supervisors (part of Fermilab Functions)

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 I do that? 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

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

How to Give Feedback Stress feedback is necessary Be positive and constructive – People expect bad news Seize opportunities for positive feedback – Very reinforcing – Give praise in public 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. Human Performance Improvement Unwanted Outcomes

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

Principles of HPI 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. 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.

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

WAAF Establish workers in the Lab’s occupational medical surveillance program Complete a WAAF Required prior to exam Review WAAF annually or when job changes –

ITNA Perform an Individual Training Needs Analysis (ITNA) on each employee at start of assignment Review ITNA annually or when job changes – See ITNA guidance – bin/RetrieveFile?docid=838 bin/RetrieveFile?docid=838 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.

Incident response Dial 3131 or send employee to Medical Department Notify management and Senior Safety Officer Review Form-5 with employee – docdb.fnal.gov/cgi- bin/ShowDocument?docid= docdb.fnal.gov/cgi- bin/ShowDocument?docid= 1626

Be sure to investigate all incidents and near misses immediately Complete Supervisory Incident Investigation Report – bin/ShowDocument?docid= bin/ShowDocument?docid=1471 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 #3 describes EMS onment_safety_health.shtml onment_safety_health.shtml

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 CFR

Air Pollution Air emissions – Regulatory requirements Process – some industrial equipment requires a modification to Fermilab’s air pollution control permit from the IEPA – CUB boilers, FCC generator, Rad stacks, ICPA, etc. – Reduction efforts Maintain equipment to minimize leaks or exhaust Efforts to reduce Fermilab’s greenhouse gases are becoming a priority - House-Gaseshttp://esh.fnal.gov/xms/Resources/Green- House-Gases – 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 – Surface (ponds & ditches) SWPPP needed for construction activities over an acre SPCC training for oil handling Industrial discharges are not allowed to surface water unless covered by our IEPA NPDES permit; ES&H 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 – 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 5011 – Excess Chemical List – Energy use: turn off lights, computer monitors, etc. 2.REUSE – Take a second look at your activities Example: oil reuse in machine shop – Business Services Property Office has access to excess material that can be re-used 3.RECYCLE – Encourage your employees to recycle Contact your Waste Coordinator or Environmental Officer for assistance Encourage sharing information with ESHS. 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 – DOE FSO approves the NEPA reviews – See FESHM 8060 for more information

Resources for you Safety Officers (includes “S”, “E”, “R”) ES&H Section Fermilab ES&H Manual (FESHM) – ES&H Web Page –