# Presentation: 685891

## Department of EnergyFacility RepresentativesAnnual Meeting 

*Robert Poe, *
*Assistant Manager Environment, Safety and Health*
*Oak Ridge Operations Office*
- May 19, 2004

## Outline

- Overview of Oak Ridge Operations
- The ORO Management Approach
- ORO Facility Representatives Program
- Qualification Status
- Safety System Oversight (SSO)
- 	Senior Technical Safety Managers (STSM)

## Key Oak Ridge Missions

- Science and Technology
- Environmental Management
- Assets Utilization
- Uranium Programs
- Support to National Security Programs

## Oak Ridge Reservation   

**12,856 contractor employees**
**$831 million payroll to 20 counties **

## Major Oak Ridge Contractors

## Oak Ridge Operations/National Nuclear Security Administration FY 2004 Budget Authority By Program 

**Other Activities $40M**

**Work for Others**
**$330M**

**Environmental Management $567M**

***Energy Efficiency **
**$139M**

**Science**
**$578M**

**NNSA - $858M**

***Total – ORO ******	******	******$1.8B ******Total – YSO/NNSA           $***_***  .8B ***_***Total                                  $2.6B***

**Nuclear Energy $35M**

- Oak Ridge Operations/National Nuclear Security Administration FY 2004 Budget Authority By Program

## Management Approach

## The MSD is a Management Tool that:

- Identifies requirements and flowdown expectations
- Establishes policies
- Establishes minimum performance requirements
- Provides the flowdown of requirements
- Defines processes and procedures for oversight
- Defines requirements for technical qualification program
- Assists new employees

## Management System Description

**ORO MSD **
**Pictorial Overview **

** **

** **

**Management System Description**

** **

**4.0**

** **

**Contractor Management**

** **

**5.0**

** **

**Strategic Planning**

**                 **

** **

**3.2**

** **

**ORO Processes**

** **

- 3.2.1

- Federal Employee Safet

- y and

- Health

- 3.2.1.1

- ORO FEOSH Program

- 3.2.1.2

- Facility/Site Emergency

- Management Program

- 3.2.1.3

- Federal Building Complex

- Emergency Management

- Program

- 3.2.2

- Quality Assurance Program

- 3.2.3

- DOE Orders and ORO

- Directives

- 3.2.4

- Procedures and Command Media

**4.2**

** **

**Contract(s)**

** **

- 4.2.1

- Budgeting and

- Prioritization

- 4.2.2

- Work Authorization/

- Funds Distribution

- 4.2.3

- Project Authorization

- and Oversight

- 4.2.4

- Authorization

- Agreements

- 4.2.5

- Environmental Permits

- and Management

- Systems

- 4.2.6

- Startup and Restart

- Authority

- 4.2.7

- Integrated Safety

- Management Systems

**4.3**

** **

**Contractor **

**Performance **

**Assurance**

** **

- 4.3.1

** **

- Performance** **

- Evaluation and** **

- Measurement Plan

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- 4.3.2

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- Contract Oversight

** **

- 4.3.2.1

** **

- Performance** **

- Assessments

** **

- 4.3.2.2

** **

- Stop Work** **Authority

** **

- 4.3.2.3

** **

- Deficiency Tracking

** **

- 4.3.2.4

** **

- Diversity** **and

- Employee** **Concerns

** **

- 4.3.2.5

** **

- Feedback

** **

- 4.3.2.6

** **

- Price

**-**

- Anderson

- Amendments** **Act

** **

**3.1 **

** **

** ****Organization**

** **

- 3.1.1

- Roles and Responsibilities

- 3.1.1.1   Office of the Manager

- (a)

- Manager

- (b)

- Chief Operating

- Officer

- (c)

- Deputy for Lab

- Operations

- (d)

- Special Projects

- Manager

- 3.1.1.2   Line Organizations

- 3.1.1.3   Support Organizations

- 3.1.2

- Personnel Management

- 3.1.2.1

- Workforce Analysis and

- Staffing Plan

- 3.1.2.2

- Training and Qualification

- Program(s)

- 3.1.2.3

- Technical Qualification

- Program

- 3.1.2.4

- Recruitment

**3.0**

** **

**Federal Management**

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**3.3  **

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**Performance Assurance (ORO)**

** **

- 3.3.1

- Performance Assessments

- 3.3.1.1     Assessments

- 3.3.1.2     Performance Indicators

- 3.3.1.3     Employee Performance Plans

- and Appraisals

- 3.3.1.4     ORO Status and Feedback

- 3.3.2

- Assessment Tracking Systems

**4.1**

** **

**Types of Contracts**

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**1.0**

** **

**Purpose**

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**2.0**

** **

**Document Layout**

** **

## Management Approach to Facility Representatives

- Oak Ridge Operations
- Facility Representatives Manual

- ORO-EM
- Facility Representatives Manual

**Notes:**
Follows the MSD model.  There is an ORO Manual with individual EM/Science Manuals.

Note:  BIG ORANGE COLOR ON CHART

## ORO FR Statistics 

- Number of Facility Representatives
- Environmental Management – 14
- Science – 6 (4 on-board)
- Number of facilities or areas covered
- 75 Nuclear ( 1-Category 1; 26-Category 2; 6-Category 3; 42-Radiological)
- 7 Non-nuclear/Balance of Plant

## FR Interfaces with Manager

- Monthly Meetings
- Semi-Annual FR Meetings

**Notes:**
Monthly meetings held over last year.
Semi-annual meetings since 1995.  They have proven to be effective in maintaining communications among the FRs.

## Strong Points of the OR Program

- Joint FR/SME Facility Reviews
- The FRs are an outstanding Technical Resource for ORO
- Monthly Meetings as communications channel
- Use of Information Tracking System

**Notes:**
Example of Accomplishments/Support in BNFL Project
FRs have directly contributed to the low incident/injury rates exhibited by BNFL in cleanup activities
FRs have provided fine support in compliance areas such as
Criticality safety reviews
RAD protection reviews
Industrial Hygiene/Industrial safety areas
Provided beneficial input into Accident Investigation initiatives 
Reviewing/commenting on contractor work procedures for major activities prior to start of work.

## Considerations

- Maintaining the objectiveness of the Facility Representatives
- FR Rotation
- Joint FR/SME Reviews
- Management Walk-Around
-  Level of FR Staffing
- EM  - DOE Facility Representative Manual
- SC  - Special Independent Review

**Notes:**
Slide addresses items of consideration in maintaining an effective FR program and actions that have been taken to address them.

## Safety System Oversight (SSO)

- 1.3 FTEs involving 5 SSOs
- 27 Total Safety Systems credited in Documented Safety Analyses
- The ORO SSO Program Manual planned for July 2004
- Formal Qual Cards to be established shortly after Manual is finalized

**Notes:**
OROs need for SSOs, in most cases, is a small fraction of an SMEs time  for our designated systems.  Exceptions maybe fire protection, and Instrumentation & Controls.  (Systems with # SSOs are: Ventilation - 2, Fire Protection -1, Criticality Alarm-1, Instrumentation & Controls- 1 (position to be filled) 
Based on the 10 CFR 830 compliant documents, there are # systems requiring SSO coverage.
Given the rigor involved in qualifying personnel for the SSO positions, some of the work may be coming to an end shortly after they are qualified.  In, those cases, we may want to consider other alternatives for covering SSO functions, e.g., use of consultants federal or private.
Our plan for completing our SSO Manual is July.
We will have a centralized program, versus one that follows the MSD approach. 
The FTP has planned to review all SSO programs in THE Complex by the end of the year, we are planning to be ready for that review.

## ORO Senior Technical Safety Managers

- 21 Positions in Technical Qualifications Program
- 18 Individuals have completed Qualifications
- 3 In-Process

**Notes:**
Oak Ridge has about 180 employees in the TQP
About 90% have completed their qualifications. Of those in the qualification process, most are qualifying on a different standard versus attempting qualification for the first time.
The STSM, as a subset of the TQP, is a very important group.  So important that I personally give each of the manager a plaque for this accomplishment. 
ORO has had a significant increase in the number of TQP qualified staff over the past year.  We have moved from about 60% qualified to about 90%.

## 

Questions

- Questions