Stanford Linear Accelerator Center September group.slac.stanford.edu/esh/isms/tools.htm ISMS/EMS for Individuals

Stanford Linear Accelerator Center ISMS/EMS for individuals.updated Commitment starts at the top. “SLAC has committed itself to achieving (its scientific) mission in the context of a respectful workplace that supports the value of each individual and persistently strives for excellence in health, safety and environmental matters.” Dr. Jonathan Dorfan ES&H Policy Statement ( We have renewed our commitment to safety.

Stanford Linear Accelerator Center ISMS/EMS for individuals.updated Why this training? Why now? Type A Incident Corrective Action Plan 8-6, and 10-2 » DOE implementation review, October 3 – 11 New Environmental Management System requirements » However, the S in ISMS always included environmental considerations

Stanford Linear Accelerator Center ISMS/EMS for individuals.updated The ISMS Implementation review is important to SLAC’s future. DOE re-assessments of a contractor’s ISMS are rare Appreciate how the Office of Science is focused on SLAC safety performance I’m optimistic that each of you will represent our ISMS well.

Stanford Linear Accelerator Center ISMS/EMS for individuals.updated Understand what’s expected of you in the October 3 – 11 review 2.Better understand our ISMS, especially recent changes Goals of Today’s Training

Stanford Linear Accelerator Center ISMS/EMS for individuals.updated What to expect from the upcoming DOE ISMS review. Interviews » You » Staff Facility visits Document and records review Observe work They will want to see if we do what we say we’ll do in our policy and requirements documents.

Stanford Linear Accelerator Center ISMS/EMS for individuals.updated What to expect from the upcoming DOE ISMS review. (cont’d) Documents of interest » Job Descriptions ( ), possibly Performance Evaluations » JHAMs and AHAs (probably the most important) » Work procedures

Stanford Linear Accelerator Center ISMS/EMS for individuals.updated ISMS Changes – Drivers came from reviews of SLAC’s ISMS. Unclear roles and responsibilities » ES&H Division » SOC and CCs Perceptions of poor accountability Need for stronger self-assessment program Documents without recent review Weaknesses in work authorization And, we need to better train our supervisors and managers.

Stanford Linear Accelerator Center ISMS/EMS for individuals.updated What we changed in response to these concerns. ISMS/EMS Description » Describes our ISMS and how Environmental Management System is now integrated ES&H Manual » Chapter 1 – General Policy and Responsibilities » Chapter 2 – Work Authorization » Chapter 31 – Institutional ES&H Committees Directorate ISMS Implementation Plans » New organization » More uniformity

Stanford Linear Accelerator Center ISMS/EMS for individuals.updated ISMS Five Core Functions 1. Define work scope 2. Analyze work for hazards 3. Develop and implement controls - Engineering - Administrative - Personal Protective Equipment (PPE) 4. Perform work within controls 5. Feedback and continuous improvement

Stanford Linear Accelerator Center ISMS/EMS for individuals.updated ISMS Seven Guiding Principles 1. Line Management is responsible for safety 2. Roles and Responsibilities are clearly defined » The line » Every individual too 3. Competence commensurate with responsibility 4. Balanced priorities and integration of ES&H 5. Identification of ES&H standards 6. Tailored controls 7. A system of operations authorization

Stanford Linear Accelerator Center ISMS/EMS for individuals.updated Chapter 1 – General Policy and Responsibilities Line management is responsible and accountable for » Protecting – Workers – The public – The environment – Property » Integrating ES&H into work – Big projects to routine daily tasks » Complying with laws, standards, and SLAC ES&H Policy and requirements » Authorizing work The responsibility and accountability of each individual is no less important.

Stanford Linear Accelerator Center ISMS/EMS for individuals.updated Remember We All Signed This:

Stanford Linear Accelerator Center ISMS/EMS for individuals.updated Chapter 1 – General Policy and Responsibilities The ES&H Division’s role » Provide you – Services – Counsel – Expertise » With your involvement, select ES&H standards and ensure an even implementation » Provide essential central services, e.g. – Radiation Safety including dosimetry – Environmental monitoring – Waste Management – Medical Services – Emergency Services

Stanford Linear Accelerator Center ISMS/EMS for individuals.updated Chapter 1 – General Policy and Responsibilities A safe work authorization system relying on » JHAMs and AHAs » Approvals by – Subject Matter Experts (SMEs) and Safety Officers – Citizen Committees – Safety Assessment Documents – Jointly approved work While permits and approvals are required, they do not relieve line management of its responsibility for assuring work is safe.

Stanford Linear Accelerator Center ISMS/EMS for individuals.updated Chapter 1 – General Policy and Responsibilities (cont’d) Supervisor responsibilities » Complete JHAMs ( internal.slac.stanford.edu/esh/SLACsafety/jham/JHAM_policy_final.pdf, and internal.slac.stanford.edu/esh/SLACsafety/jham/JHAM_policy_final.pdf – Supervisor and individual do together – In a real sense, it defines a safe operating envelope within which work is authorized – Discuss Area Hazard Analyses that apply – Remember non-routine JHAMs – May include add’l AHAs.

Stanford Linear Accelerator Center ISMS/EMS for individuals.updated Chapter 1 – General Policy and Responsibilities (cont’d) Supervisor responsibilities (cont’d) » Set ISMS goals for employees – Section V, Employee Performance Evaluation form ( group.slac.stanford.edu/hr/forms/2005_employee_perf_eval1.doc ) group.slac.stanford.edu/hr/forms/2005_employee_perf_eval1.doc – SLAC Safety Values and Expectations ( group.slac.stanford.edu/esh/eshvalues.html) group.slac.stanford.edu/esh/eshvalues.html » Specify ES&H training – SLAC Training Assessment (STA) must be updated each May 1 (very important), Job Descriptions too – Job-specific training not administered by ES&H Division

Stanford Linear Accelerator Center ISMS/EMS for individuals.updated Chapter 1 – General Policy and Responsibilities (cont’d) ISMS Requirements for Individuals » Complete the JHAM and STA processes with supervisor » Complete required ES&H and job-specific training » Demonstrate an understanding of ES&H Manual chapters 1 and 2 and other chapters applicable to their work » Understand “stop unsafe activity” responsibility » Understand the Five ISM Core Functions and how they apply to all work » Proceed with work only after line management has authorized it, work within controls

Stanford Linear Accelerator Center ISMS/EMS for individuals.updated Chapter 1 – General Policy and Responsibilities (cont’d) Individuals with important roles and responsibilities » Project Manager * – Responsible and accountable for all ES&H aspects of projects – Oversee UTRs, especially the ES&H aspects – Authorize commencement of project work following Chapter 2, “Work Authorization” – Document and implement technical and safety requirements – Control change processes and ensure ES&H considerations (hazards, hazard controls, and work authorizations) are reassessed when work scope changes – Can stop unsafe activities in which the sub-contractor is engaged * These represent a high-level a summary. Extensive R2A2s are presented in the draft chapter 42, Construction Safety.

Stanford Linear Accelerator Center ISMS/EMS for individuals.updated Chapter 1 – General Policy and Responsibilities (cont’d) Individuals with important roles and responsibilities (cont’d) » UTR (University Technical Representatives)* – Oversees field operations and effects rigorous ES&H oversight – Ensures sub-contractor has required work permits and approvals – Reviews sub-contractors work hazard analyses – Attends sub-contractor safety meetings – Can stop unsafe activities in which the sub-contractor is engaged * These represent a high-level a summary. Extensive R2A2s are presented in the draft chapter 42, Construction Safety.

Stanford Linear Accelerator Center ISMS/EMS for individuals.updated Chapter 2 – Work Authorization Describes how ISMS is implemented at five different levels of work authorization 1.Work for individuals - JHAM process done by supervisor with employee involvement –It is both ISM implementation and work authorization 2.Hazard-specific permits and approvals, e.g. –Confined space –Burn permits –Electrical Work Plans –Excavation or penetration projects 3. SOC and CC approvals (Chapter 31 of the ES&H Manual)

Stanford Linear Accelerator Center ISMS/EMS for individuals.updated Chapter 2 – Work Authorization (cont’d) Describes how ISMS is implemented at five different levels of work authorization 4.Safety Assessment Documents (DOE Accelerator Facility Safety Order, 420.2B) 5.Joint work approval  Line management appoints facility/area/building managers  When CEF or another SLAC element must enter a facility, area, or building, managers must jointly authorize the work

Stanford Linear Accelerator Center ISMS/EMS for individuals.updated Chapter 2 – Work Authorization (cont’d) “Stop Unsafe Activity” responsibility and authority for individuals, both by SLAC Policy and the Collective Bargaining Agreement » Individuals are empowered to refuse to work on or stop an activity they are involved in if they believe it presents an “imminent hazard” » Imminent hazard – An activity likely to result in – Death – Serious injury – Significant environmental or property damage

Stanford Linear Accelerator Center ISMS/EMS for individuals.updated Chapter 2 – Work Authorization (cont’d) “Stop Unsafe Activity” authority for individuals, both by SLAC Policy and the Collective Bargaining Agreement » An Individual can tell other individuals (including contractors) to stop an activity with an imminent hazard as well – Relies on our respectful workplace policy ( ) – If no response, concerned individual should communicate to – Someone in the management chain of the unsafe individual – Project Manager or UTR if a contractor is involved – Any manager or supervisor – Security, X2551 – ES&H Hotline (x4641) – » Line management must investigate such occurrences and, if warranted, re-authorize such the activity

Stanford Linear Accelerator Center ISMS/EMS for individuals.updated Chapter 2 – Work Authorization (cont’d) “ Broader “stop activity” authority vested in » All managers and supervisors » Safety Officers (only as described in designation letters) » Chairpersons of Citizen’s Committees (as described in Chapter 31) » Project Managers and UTRs (limited to sub-contractor activities) Concerns over hazards not rising to “imminent” » Should attempt to resolve with their line management » ES&H Hotline (x4641) » ES&H Safety Concerns (X4544 and group.slac.stanford.edu/esh/concern.html ) group.slac.stanford.edu/esh/concern.html » ES&H Director at any time

Stanford Linear Accelerator Center ISMS/EMS for individuals.updated Chapter 2 – Work Authorization (cont’d) If a represented employee refuses to work because of an abnormally dangerous condition, and you disagree that the work is unsafe » You must follow the procedures outlined in the Collective Bargaining Agreement and work with the Local Safety Committee to resolve the issue » Contact ER for assistance, X2355

Stanford Linear Accelerator Center ISMS/EMS for individuals.updated What’s new - EMS Environmental Management System: Required to be part of SLAC’s ISMS as a system for achieving environmental goals.

Stanford Linear Accelerator Center ISMS/EMS for individuals.updated What you need to know about SLAC’s EMS Applies ISMS Five Core Functions to evaluate how your job impacts the environment Use JHAM and AHA to identify environmental hazards and mitigations DOE recognizes ISMS has nearly all of the EMS elements in place Make environmental stewardship a priority There will be an EMS Manual » Will serve as a “roadmap” » Fill in the few gaps where EMS requirements not met by ISMS.

Stanford Linear Accelerator Center ISMS/EMS for individuals.updated Aspects of EMS. Well reflected in our ES&H Policy Statement ( group.slac.stanford.edu/esh/isms/eshpolicy.html) group.slac.stanford.edu/esh/isms/eshpolicy.html

Stanford Linear Accelerator Center ISMS/EMS for individuals.updated Aspects of EMS. Well reflected in our ES&H Policy Statement ( group.slac.stanford.edu/esh/isms/eshpolicy.html) group.slac.stanford.edu/esh/isms/eshpolicy.html New expectations »Common sense – Recycling and waste sorting

Stanford Linear Accelerator Center ISMS/EMS for individuals.updated Aspects of EMS. Well reflected in our ES&H Policy Statement ( group.slac.stanford.edu/esh/isms/eshpolicy.html) group.slac.stanford.edu/esh/isms/eshpolicy.html New expectations »Common sense – Recycling and waste sorting – Conserve resources/energy - turn off lights

Stanford Linear Accelerator Center ISMS/EMS for individuals.updated Aspects of EMS. Well reflected in our ES&H Policy Statement ( group.slac.stanford.edu/esh/isms/eshpolicy.html) group.slac.stanford.edu/esh/isms/eshpolicy.html New expectations »Common sense – Recycling and waste sorting – Conserve resources/energy - turn off lights – Buy items with recycled content, energy efficient equipment

Stanford Linear Accelerator Center ISMS/EMS for individuals.updated Aspects of EMS. Well reflected in our ES&H Policy Statement ( group.slac.stanford.edu/esh/isms/eshpolicy.html ) group.slac.stanford.edu/esh/isms/eshpolicy.html New expectations »Common sense – Recycling and waste sorting – Conserve resources/energy - turn off lights – Buy items with recycled content, energy efficient equipment – Print double-sided, use scrap paper »Hazard controls to protect the environment – Chemical storage/handling to prevent release – Materials substitution – Mini/micro scale experiments where possible

Stanford Linear Accelerator Center ISMS/EMS for individuals.updated A lot to absorb, we understand that. Your “tri-fold” is a hard-hitting summary of our ISMS – keep it handy Remember you are not in this alone – rely on your supervisor and your ES&H Coordinator » PSD – Ian Evans » PPA – Frank O’Neill » Operations – Janice Dabney » LCLS – Mike Scharfenstein Rely too on the ES&H Division

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Stanford Linear Accelerator Center ISMS/EMS for individuals.updated Terms I’ll use today. AHA = Area Hazard Analysis, a document describing the hazards and hazard controls in a given area. The AHA is reviewed annually or when the level or type of hazards changes. EMS = Environmental Management System, a new requirement of Executive Order and DOE ES&H = Environment, Safety and Health » Coupled with a “D” it denotes the SLAC ES&H Division

Stanford Linear Accelerator Center ISMS/EMS for individuals.updated Terms I’ll use today (cont’d). ES&H Coordinator = A person within your directorate, division, department, or group that serves as your first point-of-contact on ES&H matters Hazard = A threat to human health (workers or the public), the environment, or property. Individuals = Employees and all classes of non- employees ISMS = Integrated Safety Management System, a DOE-required safety system that demonstrates ES&H is integrated into science and support programs

Stanford Linear Accelerator Center ISMS/EMS for individuals.updated Terms I’ll use today (cont’d). Institutional Safety Officer (SO) = A person designated by the SLAC Director having “special” ES&H authorities. JHAM = Job Hazard Analysis and Mitigation, a process by which supervisors assure individuals are aware of job hazards and how those hazards are eliminated or mitigated through controls and training. Line Management = Managers and supervisors who manage and oversee programs, facilities and people and have a concurrent responsibility for safety of all three.

Stanford Linear Accelerator Center ISMS/EMS for individuals.updated Terms I’ll use today (cont’d). OSHA Recordable Accident – An accident rising to a defined level of severity that must be recorded on SLAC’s OSHA log » TRC – Total recordable accident rate defined as the number of cases per 200,000 person-hours worked per year » DART – A subset of the TRC including only the recordable accidents that resulted in an employee having Days Away from work or in which the employee was Restricted from normal duties or was Transferred SME = Subject Matter Expert, a designated person in the ES&H Division or elsewhere at SLAC with certain ES&H expertise and authority ( SOC = Safety Overview Committee, an important part of the SLAC system of Citizen Committees that coordinates the efforts of other Citizen Committees