Documenting the Review May 2005 Revision Development of the ORR/RA Documentation 7T7L

Upon successful completion of this topic, you should be able to: Describe all ORR/RA onsite administration as it relates to a Team Member including: General time line Notes Records Form 1 Form 2 Categorization (pre or post) Factual Accuracy Executive Summary Lessons Learned Peer Review Recording Dissent Summary 7T7L May 2005 Revision

Typical ORR Timeline SUN MON TUE WED THUR FRI SAT ARRIVE Opening Records Operations Operations LOK Report Meeting Review Interviews Writing Drills Drills Records Mangmt.. Review Interviews Mangmt.. Interviews SUN MON TUE WED THUR FRI SAT Off Finish Finish Closeout Forms Forms Continue Thursday and Friday, as needed; Report is signed and Submitted . . . Catch Up Peer Rev. Peer Rev. Report Report Sections Sections Brief Prep Brief Prep 7T7L May 2005 Revision

Notes and Records Transfer to Forms daily – “Write Every Night”! Your personal permanent record of the review . . . Thorough enough to reconstruct: Names; Titles; Dates, Times; Specific Documents; Equipment identification; Events; Quotations or paraphrasing; Transfer to Forms daily – “Write Every Night”! 7T7L May 2005 Revision

Documentation of the Review Team Leader (TL) will prescribe specifics of format . . . TL should provide examples, as early in the review as possible . . . IP will define content of final report . . . TL will assign report responsibilities . . . 7T7L May 2005 Revision

Documenting Review Methods Use Form 1 to document methods and actions taken by team members in evaluation process. Each Form 1: Covers specific objective; Documents team members review methodology; Complete enough to allow a reviewer of form to follow evaluation logic; Follows approach detailed by CRAD (document differences, if any, and reasons for change); States specifically whether criteria met or not; Lists issues (Form 2) associated with that objective. 7T7L May 2005 Revision

Form 1 Functional Area: Objective: CRA / Rev Criteria Met Yes Date: No Objective: (Core Requirement) Criteria (method of appraisal) Approach: Records Review o Personnel Interviewed o title (no names) Evolutions / Operations / Shift Performance Discussion of Results: Criteria by criteria to show basis for criteria met or not met Conclusion: Criteria met or not met. Paragraph discussion of overall results and criteria. Issues: Form 1 Inspected by: Approved by: Team Leader

Documentation of Deficiencies Form 2 Used to document findings identified during evaluation process . . . Requirement based = clear description of the specific requirement and the condition which is deficient . . . Primary objective = clear communication! 7T7L May 2005 Revision

ORR Deficiency Form 2 ISSUE: the identified finding or observation Functional CRA no. / title Prestart: Issue no.: Area: Observation: Post-start: Date: ISSUE: the identified finding or observation REQUIREMENT: requirement statement(s) from reference REFERENCES: specific as possible, including section and paragraph DISCUSSION: Inspected by: Approved by: Team Leader 7T7L May 2005 Revision

Factual Accuracy Address Facts - Not Judgments . . . Quick turn-around at the working level will speed the process . . . Limit distribution of all draft products and e-mail prior to final approval/submission. 7T7L May 2005 Revision

Review and Approval of Your Forms Completed by Team Member; Approved by Team Leader; Senior Advisor/s involved and assist; Often an iterative process; Team Leader and Senior Advisor sign entire report; Team Member signs for Functional Area only; Dissenting opinion option, if no resolution. 7T7L May 2005 Revision

Final Report Administration Summary: Brief overview of functional area results; Less than one page. Executive Summary: Team Members (TMs) may be asked to help draft it. Lessons Learned, “Required by Order”: TL+TMs review lessons learned on EH web site; All asked to contribute, one TM coordinates for TL. Organization and administrative process flow are critical to success on the defined review timeline. 7T7L May 2005 Revision

If the Outcome is not Successful Two Options: Suspend the Review. Interim Report including what was done and areas not done. Final report for completed Functional Areas (FA); High level discussion and findings for incomplete FAs. Terminate the Review. Report results with basis for repeat of entire ORR/RA. Clear discussion of what was and was not reviewed. What was and was not adequate! 7T7L May 2005 Revision

Out Briefing Recommendations of the Team . . . Summary of key and Pre-Start findings . . . No Surprises or New Information . . . Strengths and Good Practices . . . 7T7L May 2005 Revision