# Presentation: 937737

## Richland FR Oversight Tools

**Steve McDuffie**
**Facility Representative, DOE-RL**
**2006 Facility Representative Workshop**

## Three Categories to Discuss

**Planning tools**
**Work Execution tools**
**Communication tools**

## Planning Tool: Master Oversight Plan (MOP)

**Each Project (PBS) has a MOP**
**MOPs are for planned oversight; routine and reactive oversight is not included**
**FRs write MOPs at the beginning of each fiscal year and update quarterly**
**MOPs discuss performance issues and upcoming major activities that demand oversight**
**After consultation with others, MOPs spell out FR planned oversight**

## Planning Tool: Master Oversight Plan (MOP)

**Planned oversight includes assessments, routine surveillances, **_***core surveillances***_**, and operational awareness topics**
**Assessments and routine surveillance topics are based on forecasted activities or areas of poor performance **
**Quarterly MOP updates record completed oversight and adjust upcoming oversight**
**MOPs feed into the RL Integrated Evaluation Plan, which captures all RL oversight.**

## Execution Tool: Core Surveillances

**Core surveillances are specific topics performed by all RL FRs at their facilities during the same month**
**Core surveillances provide a view of performance across projects**
**All FRs perform using the same surveillance guide (lines of inquiry)**
**Core surveillances are transmitted as a group to each contractor with a summary evaluation for cross-cutting or programmatic issues, including a request for corrective action plan if necessary**

## Execution Tool: Core Surveillances

**Core topics are selected by FR Division Director and Team Lead, with input from FRs**
**One FR is assigned as lead for each core surveillance**
**Lead FR prepares surveillance guide for FRs**
**Lead FR reviews reports from each project, identifies cross-cutting issues for summary report and transmittal letter**

## Execution Tool: Core SurveillancesFiscal Year 2006 topics:

**Independent assessment/management assessment**
**Work planning and control**
**Corrective action management/issue management**
**ISMS/OSHA compliance**
**Procedure content and use**
**Hazardous energy control**
**Past topics include: Verification of AB, rad work practices, transportation activities, waste management, subcontractor ISMS flowdown**

***Red****** ******topics recur annually***

## Execution Tool: Operational Awareness (OA) Database

**Database provides a single location to record all routine oversight and identified issues**
**Designed to allow timely communication of oversight to contractor and RL management, with a minimal impact on FR field time**
**Database allows for easy report generation and trending of issues**

## Execution Tool: OA DatabaseDatabase fundamentals:

**Records FR’s major oversight activities (walkdowns, pre-jobs, etc.)**
**Includes individual concerns, findings, observations, and good practices**
**Major findings in an OA report may be deemed suitable for a surveillance report to ensure adequate contractor attention**
**Used by FRs, SMEs, SSOs, project staff to record all RL oversight**
**Most entries provided directly to contractor for action**

## Communication Tool: Oversight Report

**Twice-weekly, single page summary by project of oversight performed, issues, and events, highlighting those of significance**
**Transmitted to FRs, management chain, project staff, and Headquarters**
**Complete OA reports are attached, so management can quickly get details if desired**
**Team Lead normally compiles, but FRs assist and broaden their knowledge of Site happenings**

## Communication Tool: Monthly Reports

**Each project has a 3-5 page report**
**Describes any significant or developing issues, and summarizes reportable events**
**Summarizes oversight performed, highlighting key events or findings**
**Lists any GFI/S provided**
**Lists upcoming oversight planned**
**Charts safety and contract performance metrics**
**Serves as a starting point for discussion of safety performance in monthly project team meetings**

## Communication Tool: Monthly Reports

**Roll-up report of all projects assembled for senior management summarizes the following:**
**Significant events, including all reportable events**
**Any contract actions taken or in progress (i.e., CPOF)**
**Oversight summary, including numbers of OA entries and issues identified, any notable findings**
**Safety metrics**
**Any additional metrics deemed worthy of management attention, such as comparison of injury rates with other sites.**

## Future Plans

**Finalize and implement web-based OA database (90% complete); will automate follow-up on significant issues**
**Align OA database functional areas to the DOE O 226.1 CRADs**
**Integrate OA database with Integrated Evaluation Plan and action tracking database**
**Increase database use among other RL staff**
**Develop contract-level MOP to perform oversight planning for Assurance System elements and track 226.1 programmatic oversight**

## Conclusion

**A clear basis for FR and other federal staff oversight activities**
**An ability to track completion of planned oversight**
**Performance assessment in key functional areas across facilities and contractors**
**Quick, efficient documentation of FR oversight and communication of issues to contractor and RL management**
**Comprehensive, yet concise reporting to aid RL management decisions**

**Richland’s oversight tools have provided:**