DOE-RL Safety Oversight Planning – Documenting - Reporting Rob Hastings, Director Mat Irwin, Team...

DOE-RL Safety OversightDOE-RL Safety OversightPlanning – Documenting - ReportingPlanning – Documenting - Reporting

Rob Hastings, DirectorRob Hastings, DirectorMat Irwin, Team LeadMat Irwin, Team Lead

Operations Oversight DivisionOperations Oversight Division

ISM Best Practices Workshop, Sept. 2006ISM Best Practices Workshop, Sept. 2006

Safety Oversight TopicsSafety Oversight Topics

Oversight planning processOversight planning process Oversight documentation toolsOversight documentation tools Oversight reporting methodsOversight reporting methods

Oversight PlanningOversight Planning

Master Oversight Plans (MOP)Master Oversight Plans (MOP)• Facility Representatives (FRs) generate project MOPs at Facility Representatives (FRs) generate project MOPs at

the beginning of the fiscal yearthe beginning of the fiscal year• MOPs cover project performance issues, upcoming major MOPs cover project performance issues, upcoming major

activities, and routine activities that demand oversightactivities, and routine activities that demand oversight• MOPs are coordinated with SME/SSO and Integrated MOPs are coordinated with SME/SSO and Integrated

Project Team members and also are shared with the Project Team members and also are shared with the contractorcontractor

• MOPs capture planned oversight; routine and reactive MOPs capture planned oversight; routine and reactive oversight is also conductedoversight is also conducted

• Quarterly MOP updates record completed oversight and Quarterly MOP updates record completed oversight and identify upcoming oversightidentify upcoming oversight

Oversight PlanningOversight Planning Planned oversight includes assessments, routine Planned oversight includes assessments, routine

surveillances, core surveillances, and operational surveillances, core surveillances, and operational awareness topicsawareness topics

FR core surveillances provide a panoramic view of FR core surveillances provide a panoramic view of functional areas across the Sitefunctional 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 Core surveillances rolled up to identify cross-cutting or

programmatic issuesprogrammatic issues• Typical core surveillance topics include: Work Planning Typical core surveillance topics include: Work Planning

and Control, Feedback and Improvement/Lessons and Control, Feedback and Improvement/Lessons Learned, Hazardous Energy Control, AB Implementation, Learned, Hazardous Energy Control, AB Implementation, Shift Routines, Radiological ControlsShift Routines, Radiological Controls

Oversight PlanningOversight Planning Insert RCP FY07 MOP hereInsert RCP FY07 MOP here


Integrated Evaluation Plan (IEP)Integrated Evaluation Plan (IEP)• MOPs feed into the IEP with Integrated Project MOPs feed into the IEP with Integrated Project

Team (IPT), SME/SSO, and management inputTeam (IPT), SME/SSO, and management input• IEP is the annual oversight plan and is updated IEP is the annual oversight plan and is updated

quarterlyquarterly• IEP is organized by project and also includes IEP is organized by project and also includes

cross-cutting, independent, management, and cross-cutting, independent, management, and external assessment sectionsexternal assessment sections

• IEP is communicated and integrated with the IEP is communicated and integrated with the contractor’s IEP on a quarterly basis contractor’s IEP on a quarterly basis

• Reactive oversight is still performed without Reactive oversight is still performed without limitationslimitations


Insert the FY07 RCP portion of the IEP hereInsert the FY07 RCP portion of the IEP here

Oversight DocumentationOversight Documentation Operational Awareness (OA) DatabaseOperational Awareness (OA) Database

• Database provides a single location to record Database provides a single location to record all oversight and identified issuesall oversight and identified issues

• Designed to allow timely communication of Designed to allow timely communication of oversight results to RL and contractor oversight results to RL and contractor management, with minimal impact on federal management, with minimal impact on federal staff field timestaff field time

• Database allows for easy report generation and Database allows for easy report generation and trending of issuestrending of issues

• Assignment of functional areas is in alignment Assignment of functional areas is in alignment with RL Baseline Oversight Plan to demonstrate with RL Baseline Oversight Plan to demonstrate overall oversight breadthoverall oversight breadth

Oversight DocumentationOversight Documentation OA Database (cont)OA Database (cont)

• Captures RL major and routine oversight activities Captures RL major and routine oversight activities (IEP, walkdowns, pre-jobs, etc.)(IEP, walkdowns, pre-jobs, etc.)

• Includes individual concerns, findings, observations, Includes individual concerns, findings, observations, and good practices; including a significance ratingand good practices; including a significance rating

• Major OA issues or identified trends may be Major OA issues or identified trends may be deemed suitable for a surveillance or assessment to deemed suitable for a surveillance or assessment to ensure adequate contractor attention or adequate ensure adequate contractor attention or adequate depth of reviewdepth of review

• Used by FRs, SMEs, SSOs, project staff and Used by FRs, SMEs, SSOs, project staff and management to record RL oversightmanagement to record RL oversight

• Entries with issues are provided directly to the Entries with issues are provided directly to the contractor for actioncontractor for action

Oversight ReportingOversight Reporting

Operational Awareness ReportOperational Awareness Report• Twice-weekly, single page summary by project Twice-weekly, single page summary by project

of oversight performed, issues, and events; of oversight performed, issues, and events; highlighting significance issueshighlighting significance issues

• Transmitted to RL management chain, FRs, Transmitted to RL management chain, FRs, SME/SSOs, project staff, and HeadquartersSME/SSOs, project staff, and Headquarters

• Complete OA reports are attached so Complete OA reports are attached so management can quickly get details if desiredmanagement can quickly get details if desired

Complete, unfiltered oversight results communicatedComplete, unfiltered oversight results communicated

• Provides vehicle to provide meaningful photos Provides vehicle to provide meaningful photos of field activities/performanceof field activities/performance

• Compiled by FR Team LeadsCompiled by FR Team Leads


Insert good OA report example hereInsert good OA report example here

Oversight ReportingOversight Reporting Monthly ReportsMonthly Reports

• Project-specific 3-5 page reports and Project-specific 3-5 page reports and contractor roll-up reportcontractor roll-up report

• Identify significant or developing issues and Identify significant or developing issues and summarize reportable eventssummarize reportable events

• Summarize performed and planned oversight Summarize performed and planned oversight and includes OA metricsand includes OA metrics

• Identify GFI/S providedIdentify GFI/S provided• Provide RL generated safety performance Provide RL generated safety performance

metricsmetrics• Serves as a starting point for discussion of Serves as a starting point for discussion of

safety performance during RL monthly project safety performance during RL monthly project reviews reviews


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

Future PlansFuture Plans Finalize and implement web-based OA Finalize and implement web-based OA

database (95% complete)database (95% complete)• Will automate follow-up on significant issuesWill automate follow-up on significant issues

Complete alignment/reporting functions of Complete alignment/reporting functions of OA database functional areas against DOE OA database functional areas against DOE O 226.1 CRADSO 226.1 CRADS

Integrate OA database with IEP and RL Integrate OA database with IEP and RL Issue Tracking System to streamline Issue Tracking System to streamline oversight completion and effectiveness oversight completion and effectiveness verification/closure processverification/closure process

Continue to increase OA database use Continue to increase OA database use (currently >4100 entries/year)(currently >4100 entries/year)

ConclusionConclusion

Richland’s oversight tools have provided:Richland’s oversight tools have provided:• A clear basis for FR and other federal staff A clear basis for FR and other federal staff

oversight activitiesoversight activities• Quick and efficient documentation of oversight Quick and efficient documentation of oversight

and communication of issues to RL and and communication of issues to RL and contractor managementcontractor management

• Ability to track completion of planned and Ability to track completion of planned and routine oversight, trend issues, retrieve routine routine oversight, trend issues, retrieve routine oversight reports, and track against baseline oversight reports, and track against baseline oversight requirementsoversight requirements

• Comprehensive, yet concise, reporting to aid Comprehensive, yet concise, reporting to aid RL management decisionsRL management decisions

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