Engineering All-Hands Meeting Introduction W. Oren November 7, 2013

Agenda Introduction – Will ES&H Perspectives on Work Planning and Control with Discussion– Mary Logue Conclusion & Assignment - Will

Why Are We Here?? – We just did this You cant talk too much about safety –It increases awareness –We always learn something new –The information exchange between those in the line of fire and those overseeing programs improves processes and their application to the work. A decision to shift the accelerator commissioning schedule per Monts to ensure adequate time for preparation and relieve some pressure points in the schedule and provide a safer work environment. So how do we use this relief?

Work Planning & Control – sound familiar? Why do we do work planning? Its not the paperwork, its the thought put into the planning and communicating that plan that were after. The paperwork facilitates that process.

Work Planning & Control The schedule shift gives us more time to execute the WPC processes we discussed 4 weeks ago. Since that meeting more data has been gathered about our processes: –Lab wide safety surveys –Supervisor focus groups –Incident investigations (U-tube incident) –Personal observations

Work Planning & Control Today we want to share what is being learned through these efforts. (Mary Logue) Mary will also offer some Work Planning Cliff Notes that we think will be helpful when evaluating your work and when using the various planning tools like ATLis, THAs, OSPs, TOSPs, etc.

Work Planning Cliff Notes November 7, 2013

Feedback from WP&C Meetings Risk Codes are not well understood, especially the difference between RC 2 & 3 – tendency to declare Skill of Craft Confusion over Standard Protective Measures Confusion over Engineered vs. Administrative Controls Unclear guidance on reviewing work plans for tasks that are intermittent/long-term/written by others/involving multiple locations/multiple tasks each day Cross divisional/work group coordination needs improvement

Assigning Risk Code ES&H Manual Chapter 3210 Perform a pre-work walk down of the area and a mental hazard analysis Involve SMEs as appropriate RC<2: Unwritten hazard analysis and proceed to work within those controls RC=2: Written HA not required, may be helpful, discussion with supervisor required RC 3/4: Written Work Control Document is required – OSP/TOSP and Task Hazard Analysis –If Standard Protective Measures is all that is needed to bring RC to < 2, then written WCD not needed

Some Pre-Defined Risk Codes in ES&H Manual Manual Chapter/Topical AreaRisk Code 6110 T1/ Lock, Tag, TryOSP unless certain criteria are met 6122/ Welding> 2 (hot work permit) 6131/ Fall protectionWritten THA as a minimum when working at > T4/ ForkliftsWritten THA (lift plan) if beyond bounds of tines 6150/ Compressed Gasses>2 (requires as minimum) discussion with supervisor 6160/ Confined SpacePermit Required Confined Space RC> / A/C Electrical Equipment Safe WorkMinimum - unwritten THA and discussion with supervisor 6121/ Machine ToolsRC = / Lasers> Class 2 lasers require LOSP 6420/ RadiofrequencyRC > 2 (requires as minimum) discussion with supervisor 6550/ CryogenicsRC = 3 if release is possible 6610/ ChemicalsRC > 2 (requires as minimum) discussion with supervisor 6630/ Respiratory ProtectionMinimum - unwritten THA and discussion with supervisor 6640/ Hazardous Material TransportationRC > 2 (requires as minimum) discussion with supervisor 6680/ LeadRC > 2 (requires as minimum) discussion with supervisor 6683/ Silica>2 (requires as minimum) discussion with supervisor

Standard Protective Measures Includes non-specialized personnel protective equipment; engineered controls currently in place, reviewed, and routinely used to reduce a tasks Risk Code to an acceptable level;personnel protective equipmentengineered controls –Hard hat –Safety shoes –Safety glasses w/side shields (as needed) –Hearing protection –Face shield –Gloves –Knee pads –Proper work clothes Includes permitted activities authorized by EH&S Manual Chapter 3320 Temporary Work Permits, where the work permit addresses the principal hazardEH&S Manual Chapter 3320 Temporary Work Permits

Engineering Out the Hazard is First in the Hierarchy of Controls Engineered Mitigations Locks and Interlocks Relief valves & venting stacks Restraints VVU Guards and limit switches on equipment designed to help prevent misuse Guardrails on a work platform Administrative Mitigations Policies and programs Training Formal WCDs - OSPs/THAs PPE Tasklist tools Informal documents - desk procedures, written instructions, checklists

Other Tips Design out future safety problems - design safety in –Think about the end-user: how will the as-built hardware cause people to be positioned with respect to potential hazards. Scope creep –Stop and consider whether the hazards encountered on the job today were considered when the work was planned –Sequence change – does your plan need to change? –Keep the THA posted at the jobsite Overarching OSPs can be useful –Use task list to define the mitigations specific to the task at hand Make sure to communicate/coordinate with all affected work groups –Overarching task lists

Other Tips Intermittent tasks - Each time the task needs to be performed review the task to refresh the worker's memory for task hazards and potential issues which may have crept up since the last visit Long-term tasks - Same as above Tasks written by others - Review the task procedure before and during the task Tasks involving multiple locations – Look to see if local conditions differ from any other location where tasks are being performed and properly mitigate Multiple tasks each day - Make sure to understand the tasks being performed. Pre-job briefs are essential to communicate task hazards and special circumstances. Refresh your memory on tasks which have not been performed in a while or not on a routine basis. Ask Questions and stop work if there is a change or concern Ask Questions and stop work if there is a change or concern

Conclusion

Work the Plan Now that you have your plan you must communicate it to the team and execute. Remember the plan is worth nothing if you dont follow it. Consider what Mary said about Scope Creep or Morphed work plans –Think about whether the hazards encountered on the job today were considered when the work was planned –Sequence change – does your plan need to change? –Keep the THA posted at the jobsite as a reference.

Plans for Tomorrow Take Friday morning (or the time necessary) to do the following : 1.Supervisors and work teams, review your open Tasklist entries, OSPs, TOSPs, etc. for the following: –Is the entry/document still relevant? –Is it thorough and cover what Im doing? –Is the risk code determination accurate? –Has there been scope creep or has it morphed enough that the THA is no longer valid? –Is the document too broad and not detailed enough to properly address the hazards? If so break it into more detailed ones. –Have all the effected groups been notified?

Plans for Tomorrow – Cont. 2.If the Tasklist entry is complete add comments and close it. 3.If the Tasklist entry is current, complete and accurate then make an entry that it has been reviewed and should remain open. 4.Review your ongoing work – do you have the proper WPC documents and entries?? If not then create them.

Plans for Tomorrow – Cont. 5.Finally, all group leaders report through to Will, Henry Robertson and Gayle Sundeen-Coleman what you found, If the Cliff Notes were helpful, What longer term issues will need more time (you discovered the need for an OSP and must get it written) If you need help from EHS&Q to help with evaluations/interpretations or help with the paperwork And any suggestions for improvement! Thanks!