# Presentation: 041842

## HSS ISM Feedback Teams Next Steps

**November 7, 2008**
- Kem Robinson

## Outline

- Brief review of approach to scientific division preparedness
- Feedback and impressions of mock interview training
- Communication
- Schedule going forward
- HSS interview techniques and approaches
- Reviewer Handling
- Additional Details (as time permits)

## The approach for scientific divisions preparedness

**The approach for scientific divisions preparedness**

**Identify basic HSS emphasis areas** *(details to follow)*
**Identify topics / issues needing strengthening within Lab** *(details to follow)*
**Hold divisional and small group stand downs**
**Train and field Feedback Teams** *(details to follow)*
**Train and practice divisions on reviewer approaches and handling** *(details to follow)*
**External red team: ****Dec. 8-12, 2009**
**Continuously identify, communicate, and correct weaknesses**
- 	***While the immediate focus may be on review preparation, this is part of a long term to improving our overall safety performance ******and culture***
***	******“******Doing great science is exactly the same as ISM.’ – Steve Chu***
***	******“******Best in Science – Best in Safety” – Arun Majumder***

## Train and field Feedback Teams

- Responsibilities
- Learn and understand ISM and HSS interview approaches
- Test people and technical area preparedness through mock interviews
- Provide feedback to people, PI/supervisors, divisions to help improve preparedness and overall safety
- Document weaknesses, gaps
- Assist within division
- Visit and *interview* other divisions
- Goal:
- All technical areas covered once
*Identified* areas covered multiple times
- Feedback Team identified
- Division Self identified

## Continuously identify and correct weaknesses 

- Targeted training
- Additional targeted stand downs
- Specific walkthroughs
- If something is identified – fix it
- NB:
- 	Preparing and addressing only items and areas addressed by Craig Rife (DOE-ORO) won’t be sufficient.  Each reviewer will have his/her areas of emphasis and expertise.

## Feedback/Impressions of Mock Interview Training

- Field training context – Craig Rife DOE-ORO
- 12 sessions 90 minutes each
- 10 division visited
- Focus on people, their work and environment
- Your impressions / observations
- Interviewees
- Observers/trainees
*	**“**I think one lesson is that the HSS people are likely to hit us on simple things (lab or shop – chemical or waste or lifting – safety, rather than accelerator safety), and keep digging until they sense hesitation, and then move in for the kill.*
*	**So, the bottom line is that knowing the basics and being able to confidently express them will serve us well.” – Ben Feinberg, ALS*

## Communication: How best to achieve?

**We have very little time (**_**only 44 working days left**_**)**
**The extent and depth of the communication essential**
**The communication must include verification of comprehension**
**What to you recommend?**

## Schedule Going Forward

**HSS Audit Experience at ANL, BNL, JLab, Nov. 13, 2008 10:00 am**
**Feedback Team Deployment**
**Within home division until Nov 23, 2008**
- Assist divisions as needed by division management
**Cross division scheduling Nov 24, 2008 - Jan 23, 2009**
- No deployment during HSS Scoping visit: Dec 3-4, 2008
- No deployment during HSS Planning visit: Jan 12-16, 2009 **Jan 6-8, 2009**
**HSS Scoping Visit: Dec. 3-4, 2008 **
- Involves division directors and potentially safety coordinators
- Will include observing tours
**LBNL Red Team: Dec. 8-12, 2008**
- External eyes to view our preparedness
**HSS Planning Visit: Jan. 12-16, 2009 Jan. 6-8, 2009**
- Will include field visits
**HSS Data Collection Visit: Jan. 26-Feb. 6, 2009**
- Full field deployment

## HSS Approach

**HSS is already looking at all of our data**
- ORPS
- Injuries
- Corrective actions / validation / verification
**HSS is likely to embed in various areas**
- They will watch meetings
- They will watch incident responses
- They will watch work performed
- They will watch management follow up
**At the end of the day they will all compare notes**
- Transition from local finding Institutional finding
**LBNL and BSO are both being audited**
- For every major finding LBNL gets
- BSO will get a finding as well

**Notes:**
The Flip-flops in the Physics Lab:
     -- HSS would follow up on the response to the person

## HSS Interview Approach

**Not confrontational**
- Goal of reviewer is to get evidence
- Confrontation only communicates attitude not evidence
**First seeks to establish rapport**
- Gets people comfortable
- Transition from rapport "chit-chat"
**What do you do here?**
**Observes work/lab area and asks about something**
**If reviewer senses agitation often assigns a task to lower agitation**
**Goal is to extract maximum evidence**
- Will start to "pull the string"
- Reviewer knows where he/she is going
**Wants to know what the person knows and how well he/she knows it**
**Will ask ever more probing questions**
**Generally won't point out deficiencies at the beginning**

## Reviewer Handling -- Context

- Be professional and courteous throughout
- Provide escorts during the entire process
- Laboratory
- Divisional
- When an area identified or targeted,
- Lab escort notifies  division escort immediately
- Division escort notifies supervisor/PI ASAP
- Division escort meets reviewer and Lab escort outside of targeted area
- Try to have the supervisor/PI present when showing up
- Have a set of locations ready
- Don't attempt to limit or channel access
- Insist that reviewer meets all safety control requirements of an area for an escorted visitor

## Reviewer Handling - Interview

**Answer the question**
- Answer only the question
- Be concise – speak in sentences not paragraphs
**Ask for clarification – know what is being asked**
**If you don't know, don't guess**
*“**I'm not sure, let me:*
*Check with my supervisor/PI.”*
*Let me check my JHA.”*
*Let me find out.”*
**Don’t**
**Argue**
**Challenge**
**Attempt to mislead**
**Defend the undefensible**
**Do**
**Remain calm**
**Ask clarifying questions**
**State what you’ve been trained / know**
- If statement doesn’t agree with what you’ve been told
- Refer to *higher authority*  PI/Supervisor, Division, EH&S Subject Matter Expert
**Call in reinforcements as needed**
- PI/Supervisor
- Subject matter experts

## Reviewer Handling – Item Correction

- Thank the reviewer for pointing it out
- If can be fixed immediately -  **FIX IT!**
- If it can't be fixed immediately
- Stop affected activity
- Take anything required out of service
- Let reviewer know it will fixed
- Get the information back to the reviewer that it has been fixed
- Inform the reviewer that it has been entered into CATs
- Don't let anything fixed revert back to the initial condition
- HSS will follow up to verify

## The approach for scientific divisions preparedness

- Additional Details

**Identify basic HSS emphasis areas **
**Identify topics / issues needing strengthening within Lab **
**Hold divisional and small group stand downs **
**Train and field Feedback Teams**
- Train and practice divisions on reviewer approaches and handling
- External red team: Dec. 8-12, 2009
- Continuously identify, communicate, and correct weaknesses

## Identify basic HSS emphasis areas

- ISM demonstration through practice
- Work planning
- Chemical management
- Environmental
- Radiation
- ORPS follow through
- LOTO
- HSS is a dedicated principled organization fully believing in safety.  We need to show them that we, too fully believe in safety as a core ethical value

## Identify topics / communication needing strengthening within Lab

**JHA**
**PI/Supervisor is first line management responsible / accountable**
- Housekeeping
- Food / Beverage
- PPE
- What is required
- How do you use them
- Electrical
- Pressure
- Lifting Fixtures

## Identify topics / communication needing strengthening within Lab (2)

- Chemical Management
- Radiation protection
- LOTO
- When is it required?
- What does authorized mean?
- Transportation / shipment of hazardous materials
- Sharps
- Single blade razor
- scalpels
- knives

## Hold divisional and small group stand downs

- Discussions with every single person
- In depth review / revision of JHA
- Work planning and control
- Careful inspections
- Areas
- Practices
- Equipment
- Chemicals
- Implementing Lab policies
- PPE
- Food / Beverage
- HMS database / Area Safety Lead
- CMS database
- Transportation / shipment hazardous materials