Operating Experience Committee
Conference Call Minutes
August 12, 2008
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Time: 11:00 a.m. - 12:00 p.m. EST
Call-In Number: 301-903-9198 Confirmation #: 213709
AGENDA
Welcome and Roll Call / Jeannie BoyleGroup Sharing of Recent Lessons Learned / All
Fall OEC Meeting – Agenda and Attendees
August 26, 2008 in Idaho Falls
2008 ISM Workshop Information
https://secure.inl.gov/ismws08/default.aspx / Jeannie Boyle
Changes to Lessons Learned Database
Security LL Added; Registration Issues; Duplicate Registrations Deleted / Jeannie Boyle
Other Lessons Learned Sources (e.g., DOE O 460.1B and DOE O 460.2A call for implementing a packaging and transportation safety lessons learned system, although 460.2A only requires EM to have one. – Ken Roggenkamp, Kansas City Site Office) – see next page. / All
Task Team Status Updates
1. Metric/Program Effectiveness – Bertha Cassingham
2. Tools/Resources – Gerry Whitney / Jeannie Boyle
3. External Events – Rod Hutto
4. CRADs to Assess Implementation – Steve Chalk
5. Qual Standards for Coordinators – Tom Stanberry
6. Procedures – Sally Sullivan / Jim McVey
“Getting through the Door" - How do we find ALL lessons learned? / Rod Hutto
Lessons Learned from 210 assessments / All
Roundtable / Subjects for Next Call / All
Welcome and Roll Call
# / Name / Site / Org. /1 / Ammonet, Patti / Pacific Northwest Site Office / Battelle Memorial Institute
2 / Book, Jackie / PPPO / LATA/Parallax (LPP)
3 / Boyle, Eugenia / DOE HQ / HSS
4 / Branson, Gary / INL / BEA
5 / Brown, Richard / ORP / Bechtel National Inc (BNI)
6 / Clarke, Debbie / ORP / Bechtel National Inc (BNI)
7 / Cochran, Teresa J. / Oak Ridge - ORNL / UT-Battelle/ ORNL
8 / Drago, Joe / Chicago Office / Chicago Operations Office
9 / Eckert, Christopher / West Valley Demonstration Project / DOE-West Valley
10 / Forshey, Cathy / PPPO / Theta Pro2Serve Mgmt Co
11 / Hames, Judi / RL / Washington Closure Hanford (WCH)
12 / Haynes, Rick / PSO / Pantex Site Office
13 / Heard, Marie / Stanford Site Office (SSO) / SSO
14 / Hicks, Clyde / Kansas City Plant (KCP) / Honeywell
15 / Jeffries, Becky / NV / LLNL.LANL
16 / Keller, Brian / SPR / SPR
17 / LaPointe, Todd / DOE HQ / CNS
18 / Lauterbach, Paul / NETL / Albany, Fairbanks, Morgantown, Pittsburgh, & Tulsa
19 / Levine, Jerry / Princeton Plasma Physics Laboratory / PPPL
20 / Lopez-Cardona, Emma / DOE HQ / EM
21 / Lowry, Dennis / SPR / DynMcDermott
22 / Lowry, William / NETL / Albany, Fairbanks, Morgantown, Pittsburgh, & Tulsa
23 / Martinez, Monica / TocDF (Utah) / Washington Division of URS Corporation
24 / McCallister, Russell / PPPO / Portsmouth/Paducah Project Office - Lexington
25 / McCann, Pamela / YMPO / Yucca Mountain Project Office
26 / Medlock, John / Oak Ridge / ORO
27 / Miller, Ron / INL/ AMWTP / BBWI/AMWTF
28 / Neil, Dave / Idaho Operations Office / ID
29 / Neilson, Steve / Thomas Jefferson Site Office / TJSO
30 / Padilla, Lori / LANL / Los Alamos National Security
31 / Padilla-Vigil, Yolanda / SNL / Sandia National Labs. (SNL)
32 / Parchen, Tracy / ORP / CH2M Hill
33 / Payne, Howard / West Valley / WVES
34 / Pearson, John / Oak Ridge / ORAU
35 / Polanish, Carolyn / Brookhaven Site Office / BHSO
36 / Roggenkamp, Ken / KSO / Kansas City Site Office
37 / Rotella, Tom / DOE HQ / NA PSO
38 / Rozek, Eric / Washington, DC / Defense Nuclear Facilities Safety Board
39 / Schutt Bradley, Joanne / Oak Ridge - ORNL / Bechtel-Jacobs
40 / Sheehan, Kathy / ORP / Bechtel National Inc (BNI)
41 / Shidal, Suzanne / PPPO / Paducah Remediation Services (PRS)
42 / Slater-Chandler, Neysa / Washington, DC / Defense Nuclear Facilities Safety Board
43 / Staffo, Gary / DOE HQ / EE
44 / Sterling, Michael / ORO / Parallax
45 / Strizak, Carolyn / Oak Ridge - ORNL / UT-Battelle/ ORNL
46 / Sullivan, Sally / Yucca Mountain Project / Bechtel/SAIC
47 / Taylor, Karen / Pantex / B&W Pantex
48 / Tripodes, Jim / LLNL / Lawrence Livermore National Security
49 / Whitney, Gerry / RL / Fluor Hanford Inc.
50 / Wightman, Jeanne / NTS / Stoller-Navarro Joint Venture (SNJV)
Group Sharing of Recent Lessons Learned
Gerry Whitney: Response to unknown spill – pushed out to employees. Had similar problem beginning of August with crews performing retrieval work and found a spill of unknown chemical. The crew took action to clean up without contacting emergency response. Reemphasizing correct procedure by disseminating a lesson learned. This Lesson might be submitted to HSS Corporate database.
Jeanne Wightman: Feedback on Lesson regarding moving offices. The Lesson contained description of some possible problems and suggestions to make safer. An AHA based on the Lesson was written and disseminated to all employees.
Ron Miller (ID): Project facility situation was caused by people moving empty drums after extra people came in to help out. A manual lift by a person caused an injury. Crews towards the end of the day should consider being more cautious. When new people are added, pause work so people won’t get hurt while trying to hurry to get work finished.
Karen Taylor: What is the best way to redistribute the Lesson with new info for a different situation? How do you improve the retention of the lesson? Hansen: He redistributed a lesson after an assessment found that people did not understand the content. This establishes evidence of information being received.
Fall OEC Meeting – Agenda and Attendees
August 26, 2008 in Idaho Falls
2008 ISM Workshop Information
https://secure.inl.gov/ismws08/default.aspx
Joe Drago and Bertha Cassingham will replace Ron Hutto on the meeting agenda. Their presentation is entitled Determining the Effectiveness of an Operating Experience Program-- Key to ISM Feedback and Improvement. Joe will talk about the benchmarking work he has completed.
Action: Joe Drago email title of presentation to Jeannie.
Rich Higgins will be replaced by someone else to present on Lessons Learned from Human Performance Root Cause Analysis Trending (HPRCT) Meeting.
Action: Rich Higgins notify Jeannie on who the speaker will be.
42 attendees are currently registered.
Contact Jeannie for registration and anything else concerning the meeting.
Changes to Lessons Learned Database
Recent changes:
Security Lessons Learned
Security LLs have been added to the LL database, and have been distinguished from other LLs; anyone with a “.gov” ending email have been given access to the Security LLS.
Registration Issue:
Approval form is no longer automated. LL database has been moved to another, more secure server. Approval of Lessons Learned submittals have been slowed due to this. A possible solution has been started.
NOTE: The registration process has now been automated.
Cleaning up User IDs
About 215 emails have been sent out to users to delete duplicate user-ids. More than 180 user-ids have been deleted as a result.
Log-on
A temporary password was emailed to users on July 21. Once the LL database was updated to include Security LL, users had to use the temporary password to logon and then were required to create a new password. All users should do this now so that Jeannie can see who is using the system.
Action: Have your people logon to the new Lessons Learned database so that they do not get identified as inactive and thus deleted from the LL database
Action: Resend login email with temporary password and instructions to logon so that their access is not considered inactive.
The Forward feature in the database is still not working.
The LL Originator field should be your site/company not your name.
The LL Contact field should have the name and phone number so that others may contact you with questions.
Other Lessons Learned Sources
(e.g., DOE O 460.1B and DOE O 460.2A call for implementing a packaging and transportation safety lessons learned system, although 460.2A only requires EM to have one. – Ken Roggenkamp, Kansas City Site Office) – see next page.
Jeannie,
There may be a source of Lessons Learned that I haven't heard mentioned in the conference calls. Both DOE O 460.1B and DOE O 460.2A call for implementing a packaging and transportation safety lessons learned system, although 460.2A only requires EM to have one.
Here at Kansas City, we have tried to integrate the packaging and transportation lessons learned into the database that ES&H/Operating Experience maintain, but I don't know if that is the case at other sites. I can't find a link to a lessons learned database on EM's webpage, so I don't know if they are using the DOE LL system or if I'm just missing something.
Any thoughts?
Ken
Ken Roggenkamp
Office of Operations
Kansas City Site Office
National Nuclear Security Administration
(816) 997-5370
Discussion:
How do we get the Lessons into the HSS LL database?
Website: The RAMPAC (Radioactive Material Packaging) website is an all-in-one source for information on shipping containers for radioactive materials.
http://rampac.energy.gov
Action: Ask your site if P&T Lessons are being submitted to the HSS LL database. If not, offer to submit them for them.
Task Team Status Updates
1. Metric/Program Effectiveness – Bertha Cassingham
Bertha Cassingham and Joe Drago’s paper has been accepted for presentation at the ISM Workshop. They will present the same paper at the OEC Meeting..
2. Tools/Resources – Gerry Whitney / Jeannie Boyle
Emails with suggested Task Team actions and ideas for improvement have been received and pulled together in a spreadsheet. The team has received this information and is reviewing it.
3. External Events – Rod Hutto
Nothing to report
Action: Keep an awareness on what you think we should be focusing on for external lessons learned that may apply to us. What do you see that is happening around the country that may be used as Lessons Learned for DOE.
4. CRADs to Assess Implementation – Steve Chalk
CRAD sent out for review by the CRAD team
5. Qualification Standard for Coordinators – Tom Stanberry
The proposed Qualification Standard is going to be reviewed by the steering committee.
6. Procedures – Sally Sullivan
Requested 36 procedures and received 12. Please send procedures.
“Getting through the Door" - How do we find ALL lessons learned?
Look for lessons learned out there under various platforms. This will be discussed on the next conference call
Lessons Learned from 210 assessments
Action: Teresa Cochran: asked to send assessments of lessons learned program. Please send information regarding the Lessons Learned assessment of your program.
Roundtable / Subjects for Next Call
The steering committee has developed bylaws that are being reviewed.
Actions:
Assigned to: / Action / Regarding /Joe Drago / Email title of presentation to Jeannie. / OEC Meeting Agenda
Rich Higgins / Notify Jeannie concerning who the speaker will be. / OEC Meeting Agenda
OPEX Members / Have your people log-on to the new Lessons Learned database so that they can gauge who is using the system. / Changes to Lessons Learned Database
Jeannie Boyle / Resend login email. / Changes to Lessons Learned Database
OPEX Members / Ask your site if P&T Lessons are being submitted to the Corporate LL database / Other Lessons Learned Sources
OPEX Members / Keep an awareness on what you think we should be focusing on for external lessons learned that may apply to us. What do you see that is happening around the country that may be used as Lessons Learned for DOE? / External Events Task Team
OPEX Members / Requested 36 procedures and received 12. Please send Sally Sullivan your Lessons Learned procedures. / Procedures Task Team
OPEX Members / Look for lessons learned within DOE that are not being submitted to the LL database. / How do we find ALL lessons learned?
OPEX Members / Please send information regarding Lessons Learned assessments of your program to Teresa Cochran. / Lessons Learned from 210 assessments
All / Consider recent LL that you might share at the start of each conference call. / Group Sharing of Recent Lessons Learned
All / Email to Jeannie topics for next month’s conference call / Agenda
THANK YOU
Thanks to Mike Sterling, Parallax support to the Oak Ridge Operations Office, for taking the minutes during the conference call and for the very timely and comprehensive reporting of them.