IAEA International Atomic Energy Agency

IAEA Outline Initiating the IRRS Building capacity to host IRRS Resources: Funding; People; Material. The host IRRS Team Leadership; Roles; Organisation; Teamwork Self-assessment Training; Implementing; Gathering documentary evidence; Analysis and Action plan. Preparatory Meeting Building the ARM Developing the schedule Logistics: Facilities; Visits and transport; Security; Media and press; Administration. Basic IRRS Training - Host Country Preparation2

IAEA Learning objectives After finishing this lecture the trainee will: Understand the extent and complexity of the host’s preparation for IRRS. Understand the discipline of the mission schedule. Appreciate the importance of prior review of the ARM. Recognise the peer relationship between host and review teams. Basic IRRS Training - Host Country Preparation3

IAEA Initiating the Mission An IRRS is initiated through a formal governmental request to the IAEA (DDG NS). In some cases, the IAEA may suggest to a Member State that an IRRS be considered, but it remains the State’s decision. Discussions, initially internally, also engaging government and other stakeholders, on the aims, objectives and consequently, the scope of the proposed mission. Discussions with IAEA on the scope of the mission. Identification of Host Country Liaison Officer. Dates and pre-mission action plan. Basic IRRS Training - Host Country Preparation4

IAEA Basic IRRS Training - Host Country Preparation5 Building capacity to host the IRRS Government, RB partner organisations including TSOs and first responders, licensees and RB staff in particular, all have an interest and some will have a role in the IRRS. The host must positively engage all such organisations at an early stage. This demands clearly understood host country aims and objectives for the outcome of the mission. The host must also agree with the IAEA, which of such organisations will have a direct role during the mission itself. Throughout the preparatory period the host will be in regular dialogue with the IAEA (notably the Coordinator and Deputy Coordinator for the mission) to agree the details, advance reference material, logistics, composition of the IRRS Review Team etc.

IAEA Basic IRRS Training - Host Country Preparation6 Building capacity to host the IRRS Board and senior management commitment to the mission. Gaining Regulatory Body staff commitment to the mission through ensuring their understanding of its nature, scope, aims, objectives and benefits. Identifying key personnel, skills and competences needed to implement and sustain host preparation for the mission. Incorporating IRRS preparation into the regulatory body programme in the period until completion of the mission. Ensuring understanding of all IAEA requirements and guidance pertinent to the scope of the mission.

IAEA Resources Basic IRRS Training - Host Country Preparation7 Funding: The majority of host countries will bear the full financial costs of an IRRS mission, including for example:  IAEA and reviewer costs such as travel, hotels and subsistence  Consultancy and other service organisation costs as part of preparation for the mission  RB staff additional hours costs  Preparatory mission costs  Additional hotel, office and administrative facilities required prior to and during the mission In some cases, a considerable component of the early preparation will be negotiating funding support from IAEA (such as TC) and/or third parties (such as government, EC., etc.).

IAEA Resources Basic IRRS Training - Host Country Preparation8 People: Early recognition needed that preparation and conduct of the IRRS will consume many man-hours of:  RB regulatory and other staff  Potentially, consultants and TSO staff  Partner organisations and other stakeholders Early and realistic planning is essential to ensure the necessary man- hours are made available. Preparation for IRRS should be completed without unduly disrupting the daily functions and activities of the regulatory body and its partners. Considerable effort may be required to obtain the full commitment of those who will have additional workloads in this period.

IAEA Resources Basic IRRS Training - Host Country Preparation9 Material Resources: The host cannot underestimate the material resources potentially required including, for example:  Physical office and conference space  IT technologies, especially reliable Internet and local mobile phones  Vehicles  Printed documents, in many cases, also available in English

IAEA The Host IRRS Team Preparation for IRRS demands strong leadership and a clear focus on the aims and objectives of the mission from the host’s perspective. The host team (not formally defined in the IRRS Guidelines) will comprise at least the following:  A senior manager (ideally a member of the Board)  The defined Host Liaison Officer  Counterparts for every IRRS Module  Experts in each topic area, working with the named counterparts  Representatives of other organisations having a direct role in the IRRS mission  Logistical and administrative support officers Basic IRRS Training - Host Country Preparation10

IAEA The Host IRRS Team All members of the host team will require familiarisation and training, in order to be able to prepare for IRRS. Typically topics will include: The scope, modular structure and peer review approach of the IRRS Its aims, objectives and benefits The roles and responsibilities of the host team members (e.g. self- assessment roles The mission preparation action plan and timescales A reporting mechanism may be required to ensure that all preparation tasks have been satisfactorily completed on time Basic IRRS Training - Host Country Preparation11

IAEA Self-Assessment The extent and complexity of pre-IRRS self- assessment using the IAEA Methodology and tools is commonly underestimated. Self-assessment typically requires at least nine months of continuous and occasionally intense activity. The great majority of regulatory staff and where appropriate, some staff of other organisations, will participate in the self-assessment. Basic IRRS Training - Host Country Preparation12

IAEA Self-Assessment Once the mission scope has been agreed, the next action is to arrange at the earliest opportunity, a self-assessment training event for all regulatory (and other relevant) personnel. The training requires typically three or four days, during which time, much of the RB’s routine work may be postponed. Senior management should participate in the training. They will have an important role in ensuring its effective completion. Continued: Basic IRRS Training - Host Country Preparation13

IAEA Self-Assessment The host counterparts for each IRRS Module take responsibility for leading self-assessment ‘respondent’ teams comprising the appropriate expert staff (regulatory and support as appropriate). As the respondent phase is completed for each module, senior staff not previously involved in the response phase, assume the role of ‘analysts’. Their role is initially to ‘quality check’ the responses and appended evidence and, working with the respondent team(s), bring the responses to consensus completion. Continued: Basic IRRS Training - Host Country Preparation14

IAEA Self-Assessment Analysts now review the responses, relative to IAEA and other applicable requirements, in terms of the implications for the regulatory infrastructure of the country. Once the analysis phase is complete it is shared with senior management and the counterparts for each module. This small senior team now have the task of turning the responses (factual evidence) and the analysis (considered opinions) into an initial (pre-IRRS) action plan for improvement. This action-planning process is crucial and may be complex and contentious. Basic IRRS Training - Host Country Preparation15

IAEA Regulatory Policy Issues Generally emerge from the analysis of the self-assessment and initial action-planning. Further developed in discussion with IAEA. Refined at the preparatory meeting. Basic IRRS Training - Host Country Preparation16

IAEA Preparatory Meeting No later than six months before the mission, occasionally earlier. Held in the host country, this meeting provides the opportunity to review progress with the self-assessment and preparation generally. The mission programme and logistics are refined and issues for policy discussions etc. can be reviewed or finalised. The scope of the mission is confirmed and the host is able to finalise its team and in the weeks that follow, agree the IRRS Review Team also. The host must prepare well for this meeting, bringing to it, the status of the self-assessment (which by this date, should be well advanced) and highlighting areas which may require emphasis during the review. A detailed draft programme for the mission would be expected to follow the preparatory meeting. Basic IRRS Training - Host Country Preparation17

IAEA Building the ARM The Advance Reference Material (ARM) largely emerges from a thoroughly completed self-assessment using the IAEA methodology and SARIS software. Self-assessment generates a body of evidence in the form of appended documentation and analysis, structured according to the IAEA Modules with respect to IAEA requirements and guidance. An action plan indicates the host’s understanding of potential gaps or other issues relative to the applicable international requirements However, this material (and other relevant documents not otherwise cited as ‘evidence’ during the self-assessment) must now be compiled and an executive summary provided module by module. Drafting the executive summary may require several weeks, including high level discussions in the country. Basic IRRS Training - Host Country Preparation18

IAEA ARM Summary Report Template Objectives To assist the host countries in preparing the summary report of the Advance Reference Material (with emphasis on the results of Self- Assessment) To assist the reviewers in obtaining focused relevant information on the SA and on the regulatory regime To assist the team in the compilation of the mission report with the necessary contents Basic IRRS Training - Host Country Preparation 19

IAEA ARM Summary Report Template The objectives are expressed by the Basic Guidelines: It should follow the structure of the Standardized IRRS Mission Report Template It should summarize the results of the self-assessment It should describe the conclusions drawn and the actions foreseen from the self-assessment It should refer with explicit links to all documents that are needed for full understanding of the report Basic IRRS Training - Host Country Preparation 20

IAEA ARM Summary Report Template Contents General Guidance - Basic Guidelines Guidance on the contents of the Summary Report – see below Guidance on Action Plan – brief description of the purpose, contents and form of the Action Plan The Summary Report should be brief, clear and comprehensive Basic IRRS Training - Host Country Preparation 21

IAEA ARM Summary Report Template Guidance on the Contents of the ARM Summary Background General host country information Nuclear programme Regulatory Body Mission Organization For each Chapter and Section Follows the structure of the Mission Report Refers to the IAEA safety requirements to be covered Lists those issues, topics, questions that need to be discussed in brief Follows the logics of SARIS question sets, yet suggests to deduce the main messages Asks to describe what is planned if a Requirement is not met Basic IRRS Training - Host Country Preparation 22

IAEA ARM Summary Report Template Example: Basic IRRS Training - Host Country Preparation 23

IAEA Developing the Mission Schedule Logistically, this is a difficult task that falls primarily upon the Host Liaison Officer (HLO). Working with the IRRS Coordinators, the HLO develops a comprehensive daily programme based on the IAEA template. Finalising the programme involves reaching agreement with host counterparts and other RB staff, stakeholders, facilities to be visited, the IAEA and others. Basic IRRS Training - Host Country Preparation24

IAEA Mission Logistics Hotels and other similar facilities Transport Local communications (e.g. mobile phones) Internet Security (e.g. for site visits) Facilities to be visited Radiation safety requirements General administration Social programme. Basic IRRS Training - Host Country Preparation 25

IAEA THANK YOU FOR YOUR ATTENTION 26 Photo: V. Friedrich Basic IRRS Training - Host Country Preparation Photo: V. Friedrich This activity is conducted by the IAEA, with funding by the European Union. The views expressed in this presentation do not necessarily reflect the views of the European Commission