NMMSS Refresher Training Ron Bonifay Protection Strategies Inc. (PSI)

GENERAL INFORMATION NMMSS OVERVIEW

Sponsoring Organizations Department of Energy Office of Health Safety and Security Nuclear Regulatory Commission Office of Nuclear Security and Incident Response

NMMSS Organizational Overview U.S. DOE Office of Information Management HS-1.22 Other National & International Organizations U.S. Nuclear Regulatory Commission Office of Nuclear Material Safety & Safeguards Operator -PSI (Protection Strategies, Inc)

Fundamental NMMSS Overview Materials Contracts Background Subsystem Projects IMP/EXP Organizations NMMSS Central Database Inventory Transaction Primary Subsystem Material Balance

Background Subsystem Facilities Reporting Identification System (RIS) Name Address Classification Nuclear Materials Reporting unit Material name Element/isotope applicability Import/Export Licenses Date Materials Country Composition Codes Descriptions Material types DOE Project Numbers Name Responsible facility Begin & end dates

Primary Subsystem Consists of three major components Inventory Transaction Material Balance

Document Flow Transactions Inventory Material Balance DOE/NRC Form 741 DOE/NRC Form 740 M Facility Distribution Originates with the shipper or receiver ELECTRONIC D-23 DOE D-24 NRC Inventory DOE/NRC Form 742C Facility Distribution Originates with the facility Material Balance NMMSS USERS DOE/NRC Form 742

Acceptable Electronic Formats XML (Extensible Markup Language) 80 Column File

Purpose of the D-23 &D-24 Provides formatting requirements for the reporting of nuclear material information in electronic file formats in accordance with DOE & NRC regulations and guidelines

Four Major Categories of Information Products Reports Detailed Summary Analytical Directories Information Manuals PC Applications

The Transaction System

The Transaction Data System Began capturing data as an automated system in 1968 The largest and most active component of the NMMSS Contains information on all events that cause a facility’s inventory to increase or decrease Data is stored in the NMMSS files at the level of detail in which it is reported

What is a Transaction ? Physical Movements of Material Between Facilities On-site Gains and Losses Resulting From Remeasurement, Operating Losses, etc. Movement of Material Between Programs Within a Facility

Data Submittal Media to the Transaction System SIMEX

Electronic vs. Source Document Correlation DOE-Ref: D-23 NRC-Ref: D-24 DP 740 (80 Column) DOE/NRC 741 Shipment/Receipt On Site Gains/Losses Effective 10/01/2003 Current Data Processing Source Document Event DP 734 DOE/NRC 740 M Concise Notes * The NMMSS converts 80 column to XML

Electronic Submission D-23 & D-24 Directory provide electronic formatting requirements - 80 Column - XML (Extensible Markup Language) Alternative for submitting electronic data - SAMS (Safeguards Management Software)

Process Codes A Entry of New Data Set C Replacement of Data Set D Deletion of Data Set Z Accepts Shippers/Receivers change (NRC use only)

Action Codes Code Description Ship Recv A Identifies shipper’s original data X B Identifies receiver’s data accepting X weights without measurement C Identifies shipper’s adjustment or X acceptance/acknowledgment of a receiver’s adjustment D Identifies receiver’s adjustment or X acceptance/acknowledgment of a shipper’s E Identifies receiver’s independent X measurement

Transaction System Record Types 1. Header 2. Descriptive (Detail) 3. Import/Export 4. Gross Weight 5. Quantitative (Detail) 6. Concise Notes 7. Obligated Material

Transaction Terminology Shipment - one event Receipt - one event Transaction data set – combined events Process date - year and month Data elements quantitative values special codes Transaction identification

Dates to Remember in NMMSS 2003 CAPTURE DATE ACTION DATE PROCESS DATE

Dates to Remember in NMMSS Action Date - MMDDYYYY, this is the date that the activity (shipment, NOL/MD/AL. Etc.) actually took place Capture Date - MMDDYYYY, this is the date that the 741 was captured by the system, i.e., received into the database Process Date - YYYYMM, date of the process month open during which the transaction was filed

Reference Information NUREG/BR-0006, Rev. 7 DOE Manual 470.4-6 NMMSS Authority Reference Files Reports

In-House Transactions All changes to your inventory (In-Place Activity) must be listed as a gain or loss on the 742 form, Material Balance Report.

What is an In-House Transaction? An In-House Transaction is a (741) transaction used to report the on-site gains or losses of reportable nuclear materials to the NMMSS, which are not typically part of a shipment or receipt associated with another facility.

In-House Transaction Use Used to report gains and losses of your inventory. Report Stand-alone Concise Notes (IAEA). In some cases it is used to correct previously reported data.

How To Report In-House Transactions The same as shipment or receipt transactions, except: Same RIS for both shipper and receiver. Action Code is “M”. Must use an Inventory Change Type (ICT) No Gross Weight reported No Number of Items reported Special edit checks apply to some ICT codes used on an In-House transaction. (slide 9).

Action Code M ON-SITE GAINS AND LOSSES DOE RECEIPTS: (GAINS) 11 13 21 Inventory Change Type (Use Code) Type of Inventory Change 11 13 21 22 34 37 38 39 Procurement from DOE Procurement - for the Account of DOE Production From Other Materials Receipts - Miscellaneous Procurement by Others Donated Material - From DOE to Others Donated Material - From Others to DOE 4C/D-6

ON-SITE GAINS AND LOSSES Action Code M DOE REMOVALS: (LOSSES) Inventory Change Type (Use Code) Inventory Change Type (Use Code) Type of Inventory Change Type of Inventory Change Rounding Bias Degradation to Other Materials Decay Fission and Transmutation Normal Operational Losses and/or Measured Discards Accidental Losses Approved Write-Offs Inventory Differences 41 42 43 47 48 54 58 59 Expended in Space Programs Sales to DOE Sales to Others for the Account of DOE Expended in DOE Tests Routine Tests Shipments - Misc. Donated Material - to DOE by Others Donated Material - to Others by DOE 65 71 72 73 74 75 76 77 4C/D-7

ON-SITE GAINS (NRC) These are receipts on your inventory Change Type (Use Code) Type of Inventory Change NP EN* 34 Production From Other Materials (ED,NE,ND,DE,DN,EE) Receipts - Miscellaneous For Blending – Line Pairing is required. One line denotes the original material and the other denoting the resulting material. Inventory Change Type (ICT) Codes are listed in Appendix B of the NUREG/BR-0006, Rev. 6. The corresponding Material Balance Code is listed in parentheses next to the alpha codes. * Use the correct change code when performing blending operations

ON-SITE LOSSES (NRC) These are removals on your inventory Change Type (Use Code) Type of Inventory Change* TN EN** 54 LN LD MF Decay To Other Materials (ED,NE,ND,DE,DN,EE) Shipments – Miscellaneous Fission and Transmutation Normal Operational Losses and/or Measured Discards Inventory Difference * Please refer to NUREG/BR-0006 for a list of all ICT Codes ** Use the correct change code when performing blending operations

Example ICT Code comparison for Gains 742 Form

Example ICT Code comparison for Losses 742 Form

Other Instances to Complete an In-House Transaction NMMSS may ask you to correct previously reported data in your NMMSS account. Sometimes using the In-House transaction is the best way to make certain changes. A NMMSS Analyst will assist you in these instances. These are definitions of where an In-Place Activity transaction might be used.

ADJUSTMENTS (Also referred to as corrections) Has Anyone in here ever made a mistake? Surely not! If you realize you have made a mistake or just need to correct something on your previously submitted transactions, then adjustment transactions or process change codes are what you will need to use.

When is a Adjustment transaction required? An Adjustment is required when correcting a previously reported transaction that has been processed and moved to the Historical section of the NMMSS Database. The month in which it was processed is closed.

When do you use a Process Code to make an Adjustment? You can change or delete data on previously submitted transactions that are in an Open month, using a specific Process Code.

Process Codes A – Initial transaction C – Replacement transaction D – Delete a transaction Z – Receiver’s acceptance of correction Only used in an open month. The four process codes for reporting NRC data to NMMSS are: A, C, D, and Z. Z process code is used with action code D only. Note the page reference at the bottom right of the slide.

What is an Open process month? NMMSS normally closes the database processing around the 22nd of each month for the previous months data received. Example: April processing month will close approximately May 22. Transactions with an Action Date of April or earlier will move to the Historical section of the database. May Action Dates will stay in the Compatibility section of the database. Now May is the “Open” month.

Action Code C Used by the Shipper to make corrections Adjusting previously reported shipments Acknowledging receiver adjustments Accepting receiver adjustments Must be compatible with the receivers side of the transaction.

Action Code D Used by the Receiver to make corrections Adjusting previously reported receipts Acknowledging shipper adjustments Accepting shipper adjustments Same as shippers correction.

Action Code M Used for One Party transactions The Correction Identifier (either alpha or numeric) distinguishes it as an Adjustment. Action code M may or may not be reporting a correction. The correction digit is what signifies a correction. Look out! Brian Horn is driving the truck. In this case Action Code “M” does not always indicate an adjustment. Action Code “M” is used for in-place activity (or in-house) transactions, which is discussed in another class session.

Five Numeric Fields to be Negated when Correcting Transactions Negated Fields Number of items Element weight Element Limit of Error Isotope Weight Isotope Limit of Error When “backing out” a previously submitted detail line, these five fields must be negated if used.

Back Reference Components Correction Identifier * (First character) Was = document being corrected Should be = document now being completed Line Number (Second and Third Digit) Was = line number being corrected Should be = corresponding “was” line number on document now being completed Change digit = correction digit A blank entry for change digit = a zero for your back reference number. *May be Alpha or Numeric

Back Reference Illustration Original Shipment ABC – XYZ Transfer # A A Back Ref. # Line # Comp. Code Ele. Wt. Iso. Wt. 01 771 60 02 771 40 03 771 55 04 771 33 This is our example of the original transaction. (Place on the overhead).

Back Reference Illustration Correction number 1 ABC – XYZ Transfer # 1 A C Back Ref. # Line # Comp. Code Ele. Wt. Iso. Wt. It was 002 01 771 -40 101 02 771 22 003 03 771 -55 103 04 771 10 It should be Shippers correction Numeric correction number means the receiver must answer. Correcting lines 2 & 3 of the original.

Back Reference Illustration Correction number 2 ABC – XYZ Transfer # 2 A C Back Ref. # Line # Comp. Code Ele. Wt. Iso. Wt. 001 01 771 -60 201 02 771 40 000 03 771 99 New line Correction number 2. Correcting line 1 of the original. Special circumstances are: correcting a previous correction and correcting header information I.e. the date. Adding a new line.

Things To Remember The Action Date on a correction can be: The same as your original transaction, or it can be the current date. In either case, be sure to report the difference on your next annual Material Balance Report after. The C and D Process Code can only be used in an Open Month. Call NMMSS to see if the month is open and for how long. We try to close on the 22nd of each month. Numeric corrections* = Two Party + NMMSS Alpha corrections = One Party + NMMSS The Action Date for the correction will depend on what report period the

The Material Balance System Will be discussing the Material Balance report 60

How is the MBR like a Bank Statement? Beginning Balance Plus Deposits Less Withdrawals Equals Ending Balance Last periods Ending Inventory Receipts, production, blending Shipments, burn-up, decay, F&T Ending balance…. Beginning balance for next period 61

Role of Transaction System Facility transaction data is used to create the facility book inventory in the NMMSS, which is compared to the reported MBR. Point out past slide with graphics How deposits enter the NMMSS system How Withdrawals enter the NMMSS system Generated book inventory 62

MBR Example 63

25 25 MBR Example 64

Inventory Defined The of a given material in the of a at a specified point in . CAN ANYONE DEFINE INVENTORY BASED ON THIS WORD PICTURE? INVENTORY IS THE BALANCE OR AMOUNT OF A GIVEN NUCLEAR MATERIAL IN THE POSSESSION OF A FACILITY AT A SPECIFIED POINT IN TIME. IN OTHER WORDS IT IS A “ SNAPSHOT “ 65

Complete a DOE/NRC Form 742C to reflect the scenario below. INVENTORY EXERCISE Complete a DOE/NRC Form 742C to reflect the scenario below. Coyote Energy is preparing their physical inventory reports for the annual period ending 7/31/2005. The facility has privately owned material only. Coyote Energy has fuel rods in the reactor that total 120678638 grams of element weight and 3021428 grams isotope weight, enriched at 3 percent. There is 0.8 percent enriched uranium in cooling with an element weight of 136045239 grams and an isotope weight of 1102837 grams. In addition, the facility has enriched uranium using a composition code of 864 in the amounts of 12 grams element weight and 12 grams isotope weight. 66

PIL Example 67

PIL Example 68

Please have a safe trip back home Thank You for participating and helping us to improve communication and reporting to the NMMSS. Please have a safe trip back home