presented to ISM Workshop, Aurora, Colorado September 12, 2006 Bob Brandhuber Senior Manager, ES&H Sandia is a multiprogram laboratory operated by Sandia Corporation, a Lockheed Martin Company, for the United States Department of Energy’s National Nuclear Security Administration under contract DE-AC04-94AL Preparation and Execution for a Chief of Defense Nuclear Safety (CDNS) Review

2 Keys to Success Early review of CDNS instructions and other site reports Team –Site Office and Contractor –Maintained separation of responsibilities and authority –Clearly identified responsible individuals Accountability and empowerment –SSO Site Manager appointed a project leader –SNL President appointed a project leader

3 Keys to Success (continued) Technical expertise –Team of functional area experts analyzed CDNS Criteria Review and Approach Documents (CRADS) and led self-assessments –50+ SSO, SNL corporate, and SNL line staff –50+ functional area experts tapped Organization –Project planner –Focus –Meetings Verify flowdown of requirements –Code of Federal Regulations, DOE Orders, corporate practices to Members of the Work Force (MOW)

4 Eight Months of Preparation Weekly SSO and SNL meetings –Held teams accountable –Tracked action items –Maintained momentum –Exchanged ideas 33 self-assessments identified deficiencies before review began –Corrected some –Corrective action plans in place for remaining deficiencies

5 Preparation: Key to Success Self-assessment reports Stoplight charts Binders –Complete –Tailored 1 GB thumb drives with information Dedicated and thoroughly equipped conference room Preparation team available and involved in review

6 Self-Assessment Reports Measured SSO and SNL compliance with requirements Documented deficiencies and disposition Provided to CDNS review team before arrival SSO received credit for self-identified issues Self-assessments were critical to success!

7 Stoplight Charts 1. SNL nuclear fire protection program meets DOE expectations 2. Nuclear facility fire hazard analysis are complete & integrated into safety assessments, documented safety analyses, & technical safety requirements 3. SNL fire protection staffing is adequate 4. Baseline needs assessment completed 5. Fire protection systems are designed, installed & maintained 6. Equivalencies & exemptions process CRAD Element Status Risk Evaluation Meets CRADNeeds ImprovementFails to Meet CRAD Risk Handling Strategy Short Term Inadequate staffing Mix of staff, contract and staff augmentation (6/30/06) Unclear fire protection program accountability Update corporate fire protection program document with structure defining fire protection accountabilities for remote sites (6/30/06) Inadequate documentation Update key program documents, plans, & processes (6/30/06) Inadequate fire department response times Perform risk analysis to determine mitigating strategy (6/30/06) Long Term Poor emergency response coordination Establish standing working group among FD, FP, EM, SSO Complacency Focus on continuous improvement: self- assessments, benchmarking, lessons learned, best practices, performance metrics, deficiency tracking system, technology infusion, assurance model Risk redgreenyellow

8 Binders Agenda SSO oversight responsibilities, SNL nuclear operation description, safety briefing information Organization charts, Sandia maps, local eateries Functional area/CRAD points of contact matrix (handout) Relevant audits and self-assessment findings and corrective action plans 25, four-inch binders Planning and resources

9 Thumb Drives Held review documents, e.g., SSO and SNL documentation, ES&H manual excerpts, radiological protection procedures manual, etc., Facilitated updating information Eliminated reams of paper Required special handling because UCNI and OUO were included 25, 1 GB drives were provided, tracked, and returned

10 Review Team Conference Room Outfitted with tables, chairs, computers, printers, phones, copier, shredder, microphone, projector, electronic white board, office supplies Staffed with SSO and SNL personnel to answer questions, provide information, resolve problems, address issues, etc. Working area for review team Location of daily debriefs

11 SSO and SNL Responsibilities SSO –Interfaced with CDNS and SNL counterparts –Gathered information requested by CDNS team –Scheduled interviews requested by CDNS team –Participated in daily outbriefs SNL –Interfaced with SSO counterparts –Gathered information requested by SSO –Scheduled interviews requested by SSO –Attended daily outbriefs As a team, SSO and SNL –Assessed performance against each CRAD –Identified areas for improvement –Took appropriate actions during inspection Team!

12 Results 3 areas received Noteworthy Practices 13 areas received Meets Expectations 5 areas received Needs Improvement Comments attributed to CDNS review team members –Sandia had thorough self-assessments –Stoplight charts provided a good overview –Sandia was the most prepared site “setting a new standard” –Logistics were commendable –Transparency and assistance were much appreciated Letter of appreciation from Patty Wagner, SSO Manager to Tom Hunter, SNL President, listing over 50 SNL personnel who contributed to the effort

13 Start early! Encourage and maintain communication between Site Office and Contractor –Identify points of contact for each functional area Continue and standardize functional areas self-assessments Commit resources for adequate logistics; it is worth the investment Demonstrate effective flowdown of contract requirements Develop and implement methodology to correct findings, weaknesses, deficiencies, observations, and opportunities for improvement Lessons Learned & Recommendations

14 Measures of Success The leader of the 19 member CDNS Review team told us during pre-visit out-briefing that Sandia Site Office was the most prepared of all the sites they have visited to date setting a new standard. Patty Wagner SSO Site Manager May 1, 2006 This review included 18 functional areas for nuclear facilities across the SNL/NM complex. Thirteen of the areas were rated as Meets Expectations... Patty Wagner SSO Site Manager July 10, 2006

15 Questions

16 SSO Project Leader – Kim Davis –(505) SSO Project Planner – Jeff Petraglia –(505) SNL Project Leader – Bob Brandhuber –(505) SNL Project Planner – Glenn Buchfeller –(505) Points of Contact