DOE-RL Safety Oversight Planning – Documenting - Reporting Rob Hastings, Director Mat Irwin, Team Lead Operations Oversight Division ISM Best Practices Workshop, Sept. 2006

Safety Oversight Topics Oversight planning process Oversight planning process Oversight documentation tools Oversight documentation tools Oversight reporting methods Oversight reporting methods

Oversight Planning Master Oversight Plans (MOP) Master Oversight Plans (MOP) Facility Representatives (FRs) generate project MOPs at the beginning of the fiscal yearFacility Representatives (FRs) generate project MOPs at the beginning of the fiscal year MOPs cover project performance issues, upcoming major activities, and routine activities that demand oversightMOPs cover project performance issues, upcoming major activities, and routine activities that demand oversight MOPs are coordinated with SME/SSO and Integrated Project Team members and also are shared with the contractorMOPs are coordinated with SME/SSO and Integrated Project Team members and also are shared with the contractor MOPs capture planned oversight; routine and reactive oversight is also conductedMOPs capture planned oversight; routine and reactive oversight is also conducted Quarterly MOP updates record completed oversight and identify upcoming oversightQuarterly MOP updates record completed oversight and identify upcoming oversight

Oversight Planning Planned oversight includes assessments, routine surveillances, core surveillances, and operational awareness topics Planned oversight includes assessments, routine surveillances, core surveillances, and operational awareness topics FR core surveillances provide a panoramic view of functional areas across the Site FR core surveillances provide a panoramic view of functional areas across the Site Specific topical areas chosen for each fiscal yearSpecific topical areas chosen for each fiscal year All FRs perform the surveillance during the same monthAll FRs perform the surveillance during the same month Core surveillances rolled up to identify cross-cutting or programmatic issuesCore surveillances rolled up to identify cross-cutting or programmatic issues Typical core surveillance topics include: Work Planning and Control, Feedback and Improvement/Lessons Learned, Hazardous Energy Control, AB Implementation, Shift Routines, Radiological ControlsTypical core surveillance topics include: Work Planning and Control, Feedback and Improvement/Lessons Learned, Hazardous Energy Control, AB Implementation, Shift Routines, Radiological Controls

Oversight Planning Insert RCP FY07 MOP here Insert RCP FY07 MOP here

Oversight Planning Integrated Evaluation Plan (IEP) Integrated Evaluation Plan (IEP) MOPs feed into the IEP with Integrated Project Team (IPT), SME/SSO, and management inputMOPs feed into the IEP with Integrated Project Team (IPT), SME/SSO, and management input IEP is the annual oversight plan and is updated quarterlyIEP is the annual oversight plan and is updated quarterly IEP is organized by project and also includes cross-cutting, independent, management, and external assessment sectionsIEP is organized by project and also includes cross-cutting, independent, management, and external assessment sections IEP is communicated and integrated with the contractor’s IEP on a quarterly basisIEP is communicated and integrated with the contractor’s IEP on a quarterly basis Reactive oversight is still performed without limitationsReactive oversight is still performed without limitations

Oversight Planning Insert the FY07 RCP portion of the IEP here Insert the FY07 RCP portion of the IEP here

Oversight Documentation Operational Awareness (OA) Database Operational Awareness (OA) Database Database provides a single location to record all oversight and identified issuesDatabase provides a single location to record all oversight and identified issues Designed to allow timely communication of oversight results to RL and contractor management, with minimal impact on federal staff field timeDesigned to allow timely communication of oversight results to RL and contractor management, with minimal impact on federal staff field time Database allows for easy report generation and trending of issuesDatabase allows for easy report generation and trending of issues Assignment of functional areas is in alignment with RL Baseline Oversight Plan to demonstrate overall oversight breadthAssignment of functional areas is in alignment with RL Baseline Oversight Plan to demonstrate overall oversight breadth

Oversight Documentation OA Database (cont) OA Database (cont) Captures RL major and routine oversight activities (IEP, walkdowns, pre-jobs, etc.)Captures RL major and routine oversight activities (IEP, walkdowns, pre-jobs, etc.) Includes individual concerns, findings, observations, and good practices; including a significance ratingIncludes individual concerns, findings, observations, and good practices; including a significance rating Major OA issues or identified trends may be deemed suitable for a surveillance or assessment to ensure adequate contractor attention or adequate depth of reviewMajor OA issues or identified trends may be deemed suitable for a surveillance or assessment to ensure adequate contractor attention or adequate depth of review Used by FRs, SMEs, SSOs, project staff and management to record RL oversightUsed by FRs, SMEs, SSOs, project staff and management to record RL oversight Entries with issues are provided directly to the contractor for actionEntries with issues are provided directly to the contractor for action

Oversight Reporting Operational Awareness Report Operational Awareness Report Twice-weekly, single page summary by project of oversight performed, issues, and events; highlighting significance issuesTwice-weekly, single page summary by project of oversight performed, issues, and events; highlighting significance issues Transmitted to RL management chain, FRs, SME/SSOs, project staff, and HeadquartersTransmitted to RL management chain, FRs, SME/SSOs, project staff, and Headquarters Complete OA reports are attached so management can quickly get details if desiredComplete OA reports are attached so management can quickly get details if desired Complete, unfiltered oversight results communicated Complete, unfiltered oversight results communicated Provides vehicle to provide meaningful photos of field activities/performanceProvides vehicle to provide meaningful photos of field activities/performance Compiled by FR Team LeadsCompiled by FR Team Leads

Oversight Reporting Insert good OA report example here Insert good OA report example here

Oversight Reporting Monthly Reports Monthly Reports Project-specific 3-5 page reports and contractor roll-up reportProject-specific 3-5 page reports and contractor roll-up report Identify significant or developing issues and summarize reportable eventsIdentify significant or developing issues and summarize reportable events Summarize performed and planned oversight and includes OA metricsSummarize performed and planned oversight and includes OA metrics Identify GFI/S providedIdentify GFI/S provided Provide RL generated safety performance metricsProvide RL generated safety performance metrics Serves as a starting point for discussion of safety performance during RL monthly project reviewsServes as a starting point for discussion of safety performance during RL monthly project reviews

Oversight Reporting Inert final July 2006 monthly roll-up report cover page and metrics page Inert final July 2006 monthly roll-up report cover page and metrics page

Future Plans Finalize and implement web-based OA database (95% complete) Finalize and implement web-based OA database (95% complete) Will automate follow-up on significant issuesWill automate follow-up on significant issues Complete alignment/reporting functions of OA database functional areas against DOE O CRADS Complete alignment/reporting functions of OA database functional areas against DOE O CRADS Integrate OA database with IEP and RL Issue Tracking System to streamline oversight completion and effectiveness verification/closure process Integrate OA database with IEP and RL Issue Tracking System to streamline oversight completion and effectiveness verification/closure process Continue to increase OA database use (currently >4100 entries/year) Continue to increase OA database use (currently >4100 entries/year)

Conclusion Richland’s oversight tools have provided: Richland’s oversight tools have provided: A clear basis for FR and other federal staff oversight activitiesA clear basis for FR and other federal staff oversight activities Quick and efficient documentation of oversight and communication of issues to RL and contractor managementQuick and efficient documentation of oversight and communication of issues to RL and contractor management Ability to track completion of planned and routine oversight, trend issues, retrieve routine oversight reports, and track against baseline oversight requirementsAbility to track completion of planned and routine oversight, trend issues, retrieve routine oversight reports, and track against baseline oversight requirements Comprehensive, yet concise, reporting to aid RL management decisionsComprehensive, yet concise, reporting to aid RL management decisions