Y-12 Lessons Learned Program Methods & Strategies DOE 2010 ISM Champions Workshop Operating Experience Program September 14, 2010 Susan Gilliam

2 Program Health Evaluation Are resources available for use to promote the Lessons Learned Program? What methods can be employed to improve the appeal and identify benefits of Lessons Learned? Can we successfully encourage the development of positive Lessons Learned? Does the program provide adequate “user friendly” tools for developing and storing Lessons Learned? How are Lessons Learned being utilized to promote continuous improvement? What methods and mechanisms can be employed to solicit and obtain feedback? Are the strategies to increase sharing Lessons Learned effective? What tools can be developed to measure effectiveness of the program? Does the program comply with the Order & satisfy our customer(s)?

3 Organizational Coordinators Coordinator Designation –88 Organizational Units –42 Coordinators Roles & Responsibilities Defined Coordinator Validation –6 months Communication – –Quarterly POC Meetings –YSource

4 YSource Announcements –Define program –Promote program –Creating Lessons Learned –Announcements Procedure Revision Template Revision Training Promote Green Lessons Learned Enhancements to B&W Y-12 Lessons Learned System (attachments, photos, videos)

5 YSource Feature Articles Readiness –“Lessons Learned Driving Readiness” Construction –“Watch your step ! On the Job You Are Only as Safe as Your Co-workers” Lessons Learned –“Now See This” Red Alert –“Contact with Overhead Lines and Ground Step Potential ”

6 Lessons Learned Brochure

7 Evaluation of Lessons Learned for Further Distribution Lesson Evaluation –“Decision Point Questions” SME Evaluation Coordinator Evaluation –“Decision Point Questions” Coordinator Distribution

8 Distribution of Lessons Learned Series of bulleted lessons-hyperlinked to System/Database Standard Message Share Contact Person Review Application Incorporation Feedback via link Lessons Learned System link Caution for use –Recommended Actions Or Resolution From an Outside Source May Not be Appropriate Actions or Resolutions at B&W Y-12. Review and Approval by Functional Area Manager and/or Subject Matter Expert May be Required Prior to Adopting New Actions”.

9 Lessons Learned Template Template –Instructions –Hyperlinks Priority Descriptors Category Codes HELP/Tools –Reminders/TIO –USER ID (WebWhos) –Basis of Lessons Learned Includes OPEX submission criteria

10 Lessons Learned Template Submission Criteria –Category 1 Occurrence* –Category R Occurrence* –Type A Investigation* –Directly related to other sites/programs/ facilities* –Potential improvement/cost savings* –Provides significant new information*

11 Sharing Lessons Learned Externally Identifying Basis of Lessons Learned Utilizing User Id Notification System –30, 60, 90, 120, etc. Record Maintenance

12 Management Accountability Denial of Review for External Release –States purpose of sharing –Provides DOE O criteria for sharing/OPEX –Acknowledges requirement –Encourages modification –Transfers accountability to managers

13 Meeting Customer Needs Friendly Reminder Dedicated Program Address Backup Support “Out of Office” Reply –Follow the procedure –Seek Coordinator Guidance –Use Current Template –Use System Tools Fact Sheets Attributes Submission Checklist –Obtain Classification Review

14 B&W Y-12 Lessons Learned System User –Submit a Lesson ( s Template) –Search Priority Descriptor Codes Identifier Key Words Chronological –Help –Related Links/References –Contacts –Comments

15

Search results with hyperlink examples

17 B&W Y-12 Lessons Learned System

18 B&W Y-12 Lessons Learned System Administrator –Lesson entry –Spell check –Edit –Preview –Publish –Attachments –Photos –Videos –Notification System – Amend

Administrator Tools Submission Status Denials Metric Data

Lessons Learned Metrics Lessons Learned Origin Priority Descriptors Feedback HSS OE Interactions Basis for Lessons Learned Periodic Survey Results (under development)

Lessons Learned Metrics 21

22 Lessons Learned Training: –Web-based training: Lessons Learned Fundamentals Procedure requires completion by Lessons Learned Coordinators

23 Lessons Learned in Training: Lessons Learned distributed to TWG by organizational coordinators Lessons Learned evaluated by TWG for applicability & incorporation to reinforce training objectives TWG submits evaluation results Quarterly report prepared by Training Manager

24 Quarterly Training Report Contents Organization Reviewing Total number reviewed by each organization training staff Total number applicable Identifies Lessons Learned by Identifier Applicable Training Q# or qualification number associated Organization incorporating 3 rd Quarter Reviews 2,523 Incorporated: 87

25 Quarterly Training Report Hazard Communication Basic Hoisting & Lifting Fire Watch Rad Worker II General Employee Training Proper Use of Torque Wrench Applied Engineering Fundamentals Firefighting Near High Voltage -Electric Transmission Lines Live Fire Drill Radiological Control Technician (RCT) Waste Generator Awareness Basic Lift Truck Pre/Post Vehicle Inspection Training Rad Shipper: DOT New Employee Orientation Hearing Conservation Seasonal Facility Planning OPI Focus Groups Federal Motor Carrier Safety Regulations: DOT DOT Load Securement Aerial Lift Nuclear Criticality Safety High Energy Activity Training Hazard Recognition Training Fall Protection and Prevention Safety USQD Welding & Burning

26 Lessons Learned Use & Application Are LL being used? Applied? Incorporated? Improvements? Documented? How do we know?

27 Lessons Learned Use & Application White Paper communicates: –Intentions to meet customers goals & expectations –Promote customer confidence –Demonstrate effective company contractor assurance by: Applying Lessons Learned Documenting Lessons Learned use Sharing Lessons Learned Feedback Form Revised –Document use –Making a difference?

Lessons Learned Application 28 Cost Savings Work process

Self-Assessment Comprehensive Flow-down of DOE O –No findings Contractor Assurance Self-Evaluation –One observation

30 B&W Corporate CAS Assessment “B&W Y-12 has a strong Lessons Learned culture that is evident throughout the organization, and it is implemented in a way that promotes continuous improvement and transparency across the site and with the customer. Lessons Learned element of CAS is performing at a Managed Level of effectiveness. “ No findings, 3 observations, and one noteworthy were noted.