1 FCAP Review Comments and Responses – 05/13/08 Fermilab Contractor Assurance Program Ed Vokoun EG&G Sr. Logistics Manager at Fermilab

2 FCAP Review Comments and Responses – 05/13/08 Agenda Past and Next Steps Comment Resolution Process Comments and Responses

3 FCAP Review – History and Path Forward  Rough draft document written and reviewed 04/01/08  Edits made and draft distributed to AC04/08/08  Comments due 04/15/08  Comments review and presentation to AC04/21/08  Additional comments due by05/27/08  Comments review and resolution response06/03/08  Meet if necessary to resolve comments06/10/08  Distribute final review document06/17/08  Final review comments or sign-off due07/08/08

4 FCAP Review – Comments Review and Resolution Process  Review comments  Determine response/action  Edit, no change or different change  Response with reason  Review proposed responses with Bob Grant And Bruce Chrisman  Respond to person providing comments  If resolution not accepted, meet with Bruce, Bob and commenter  If fundamental issue needing larger group buy-in, meet with AC  If impasse, Bob and Bruce decide

5 FCAP Review Comments – 04/21/08  General comment:  Assurance Representative (AR) role Vs system(s) requirements and QAR  Staffing for the role…  Determining major processes  Response:  AR role is a lot of what you do today.  QAR role description applies to a specific management system, Quality.  AR role applies across all systems in this order.  The FCAP only shows the common AR responsibilities necessary for all management systems.  Resource requirements will be defined in the implementation plans.  Decision on which processes get graded is determined by Graded Approach Procedure and a definition of “major processes”.

6 FCAP Review Comments – 04/21/08  General comment:  Include Finance and other business operations systems now?  Response:  Finance/Business Operations is not required by order 226.1A.  Recommend the approach should be compliance first and then enhanced control.

7 FCAP Review Comments – 04/21/08  General comment:  Should we list our external reporting requirements in an appendix?  Response:  Recommend this is not done.  Creating a separate list outside of the FCAP document would be a useful tool and should be done.

8 FCAP Changes – 04/21/08  Comment: Overview – Introduction, paragraph 5, sentence 1:  Delete word “assurance” in order to place emphasis on all contractor systems not just assurance system.  Comment: Overview – Introduction, paragraph 6, sentence 1:  Add word “system” in order change emphasis from management to management system.  Comment: Overview – Purpose:  Add word “systems” in order change emphasis from management to management system.  Response to above:  Done

9 FCAP Changes – 04/21/08  Comment: Overview – Attributes of an Effective Assurance Program:  Add an introductory sentence to clarify or emphasize why section is included and/or intent.  Response:  Done

10 FCAP Changes – 04/21/08  Comment: Overview – Attributes of an Effective Assurance Program:  Continual Improvement, last sentence: Need to define “significant”.  Response:  Done; changed wording to include definition as part of sentence and replaced the word significant.

11 FCAP Changes – 04/21/08  Comment: Program – Introduction, paragraph 1, sentence 1:  Need to define “highest quality”.  Response:  Done; replaced the word highest and added the perspective in which to view quality, the customer’s.

12 FCAP Changes – 04/21/08  Program – Organizational Structure, Section 1.1, paragraph 5:  Change Internal Audit reporting to show administrative and functional reporting structure.  Response:  Done

13 FCAP Changes – 04/21/08  Comment: Program – Organizational Structure, Section 1.3:  Add “Centers” to title, Division/Section,  Response:  Done  Check remainder of document for consistency. Done – Also, document will be reviewed by the Technical Editor.

14 FCAP Changes – 04/21/08  Comment: Program – Personnel Responsible for Management and Assurance Systems, Section 1.5.3:  Add “Property Management”.  Response:  Done

15 FCAP Changes – 04/21/08  Comment: Planning, Section 5.3, paragraph 1:  Change DOE High Energy Physics Advisory Panel to Directors Physics Advisory Committee.  Response:  Done

16 FCAP Changes – 04/21/08  Comment: Planning, Section 5.3, paragraph 2:  Place emphasis on DOE Business Plan being strategic and PEMP being tactical and note they are done at different points in time  Business Plans are typically done a year in advance.  Response:  Done

17 FCAP Changes – 04/21/08  Issue: Reporting - Responsibilities, Section 6.2  Capitalize “C” in title, …Chair of the AC.  Response:  Done  Check for others in document. Done – Also, document will be reviewed by the Technical Editor.

18 FCAP Changes – 04/21/08  Comment: Reporting - Responsibilities, Section 6.2  Potential issue: Verify Facility Manager role versus reserved definition from DOE orders and Randy’s job title.  What is intended use in the FCAP? Clarify or determine if there is a need to change.  Response:  Decision by Fermilab management was to leave document as is, because Randy reports to COO.

19 FCAP Review Changes – 04/21/08  Comment: Employee Concerns Process, Section 8.3.2:  Should we include internal “Action Line”, x4000?  Response:  Decision by Fermilab management was to include X4000 and have phone message updated to indicate relationship to program.

20 FCAP Review Changes – 04/21/08  Comment: Issue Management - Responsibilities, Section 9.5  Opportunity to elaborate on DOE O 226.1A, Attachment 1, Appendix A, page A-5, points  Response:  No change done at this time.  “To BE” document for corrective action and preventative action procedure will be created per FIQMP.