SELLS Conference Call s1

Operating Experience Committee Conference Call Minutes August 12, 2008 ______

Time: 11:00 a.m. - 12:00 p.m. EST Call-In Number: 301-903-9198 Confirmation #: 213709

AGENDA Welcome and Roll Call Jeannie Boyle Group Sharing of Recent Lessons Learned All Fall OEC Meeting – Agenda and Attendees Jeannie Boyle August 26, 2008 in Idaho Falls 2008 ISM Workshop Information https://secure.inl.gov/ismws08/default.aspx Changes to Lessons Learned Database Jeannie Boyle Security LL Added; Registration Issues; Duplicate Registrations Deleted

Other Lessons Learned Sources (e.g., DOE O 460.1B and DOE O 460.2A call for All 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. Task Team Status Updates Jim McVey 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 “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 Operating Experience Committee Conference Call Minutes August 12, 2008 ______

# Name Site Org. 8 Drago, Joe Chicago Office Chicago Operations Office West Valley Demonstration 9 Eckert, Christopher DOE-West Valley Project 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 Albany, Fairbanks, Morgantown, 18 Lauterbach, Paul NETL Pittsburgh, & Tulsa Princeton Plasma Physics 19 Levine, Jerry PPPL Laboratory 20 Lopez-Cardona, Emma DOE HQ EM 21 Lowry, Dennis SPR DynMcDermott Albany, Fairbanks, Morgantown, 22 Lowry, William NETL Pittsburgh, & Tulsa Washington Division of URS 23 Martinez, Monica TocDF (Utah) Corporation Portsmouth/Paducah Project Office - 24 McCallister, Russell PPPO 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) Operating Experience Committee Conference Call Minutes August 12, 2008 ______

# Name Site Org.

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. Operating Experience Committee Conference Call Minutes August 12, 2008 ______

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. Operating Experience Committee Conference Call Minutes August 12, 2008 ______

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 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 Operating Experience Committee Conference Call Minutes August 12, 2008 ______

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 Notify Jeannie concerning who the speaker Rich Higgins OEC Meeting Agenda will be. OPEX Members Have your people log-on to the new Lessons Changes to Lessons Learned Operating Experience Committee Conference Call Minutes August 12, 2008 ______

Assigned to: Action Regarding Learned database so that they can gauge Database who is using the system. Changes to Lessons Learned Jeannie Boyle Resend login email. Database Other Lessons Learned Ask your site if P&T Lessons are being OPEX Members Sources submitted to the Corporate LL database Keep an awareness on what you think we should be focusing on for external lessons OPEX Members learned that may apply to us. What do you External Events Task Team see that is happening around the country that may be used as Lessons Learned for DOE? Requested 36 procedures and received 12. OPEX Members Please send Sally Sullivan your Lessons Procedures Task Team Learned procedures. Look for lessons learned within DOE that How do we find ALL OPEX Members are not being submitted to the LL database. lessons learned? Please send information regarding Lessons Lessons Learned from 210 OPEX Members Learned assessments of your program to assessments Teresa Cochran. Group Sharing of Recent Consider recent LL that you might share at All Lessons Learned the start of each conference call.

Email to Jeannie topics for next month’s All Agenda conference call

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.

Next Conference Call is September 9, 2008. Call-In Number: 301-903-9192 Confirmation # 213710 (60 lines) Note: To save time, attendees are asked to e-mail their name, company name or government organization, and phone number to Jeannie Boyle prior to the beginning of the conference call to make the roll call and welcome process less time consuming. Eugenia Boyle, DOE HS-32, E-Mail: [email protected]. Phone number: (301) 903-3393.