# Presentation: 484781

## ISM Annual Review and Declaration Lessons LearnedCH2M HILL Hanford Group 

- John McDonald

## Goals of Process 

- Ensure focus on continuous improvement
- Provide resource efficient approach to review ISMS program
- Provide integrated improvement plan
-  Interface with HPI steering committee and assessments
-  Interface with VPP safety improvement plans
-  Interface with safety culture survey recommendations
-  Interface with ISMS assessments and strategy
-  Names, dates, and easy tracking of completed actions
- Improve communication with regulator

## Annual Declaration Flow Chart 

- HPI Steering Committee,
- HPI assessments, and
- actions

- ISMS management
- assessments and
- recommendations

- VPP safety
- improvement
- plans

- ISMS Improvement Plan

- Performance Objectives,
- Measures, and Commitments

- Annual Declaration

- Safety Culture Survey
- Recommendations

**Annual Declaration Flow Chart **

## Performance Objectives, Measures and Commitments Considerations 

- Client issues
- ISMS strengths and weaknesses
- ISMS strategy
- ISMS integration – one safety program
- Safe and efficient mission performance
-  Zero events and injuries
-  HPI, VPP, and safety culture activities

## ISMS Strategic Plan 

- Describes the ISMS vision and strategy for the next year
- Updated at least annually
- Integrates various initiatives under ISMS
- HPI, VPP, SWE
- Includes POMCs
- Includes critical actions to be included in the improvement plan

## HPI Steering Committee, HPI Assessments, and Actions

- The Steering Committee is the governing body for HPI policies and implementation
- Goals of the Steering Committee are:
- Develop the long-term vision and goals for incorporating HPI into overall ISMS
- Ensure HPI requirements support strategy, mission, goals and objectives
- Develop and implement the HPI implementation plan
- The Steering Committee
- Provides broad strategic direction for company-wide HPI priorities and resources,
- Schedules, monitors, and evaluates HPI effectiveness,
- Provides a forum for HPI process improvements and dissemination of HPI information

## VPP Safety Improvement Plans

- VPP fosters employee involvement
- SIPs reflect employee perspective
- Including in ISMS improvement plan ensures ISMS alignment and integration
- Including in ISMS improvement plan provides easy way to include key VPP improvements in the annual declaration

## Safety Culture Survey Recommendations

- Safety culture provides the atmosphere to safely and efficiently perform work within the ISMS
- Surveys should be periodically scheduled and captured in POMCs
- Survey recommendations in the ISMS improvement plan provides easy way to include them in the annual declaration

## ISMS Assessment 

- Team of 8-10 people supports the assessment
- The assessment includes VPP, HPI, and safety culture elements
- The assessment includes interviews, observations and document review
- Assessment results are included in annual ISMS Safety Management Program effectiveness review with Executive Management

- Scheduled as a management assessment in March-April time frame
- Supports declaration in July

## ISMS Improvement Plan 

- Helps coordinate and integrate ISMS initiatives
- Fosters communication
- Formally tracks actions related to strategy
- Provides history log that can be used for reports, presentations, etc.
- Provides evidence of progress and status with regulators such as quarterly reviews

## Performance Improvement Plan

| Action Item  | Owner  | Due Date |
| --- | --- | --- |
| Organizational/Process Strategy |   |   |
|       Conduct of Operations Related Activities  |   |   |
| Revise Procedure AD-C-01 to incorporate HPI tools. | McKennon | 30-Jun |
| Revise Procedure-C-13 to incorporate HPI tools. | McKennon | 30-Jun |
| Revise Procedure-C-01 to incorporate HPI tools. | Jennings | 30-May |
| Change the procedure and work control process to require developing and revising procedures and work instructions using HPI tools. | Jennings | 30-May |
| Incorporate HPI tools into pre-job briefing process. | Jennings | 15-Sep |
| Implement the event prevention framework for critical tasks in company processes. | Pizzuto | 30-Sep |
| Charter and institute a work management change board to review procedure/work instruction changes. | Jennings | 30-Jun |
| Empower managers and supervisors to foster and champion event reduction techniques.  | Pizzuto | 30-Jun |
|      Assessment, Lessons Learned, and Corrective Action Process Related Activities |   |   |
| Provide just-in-time lessons learned.  | Higgins | 30-Jun |
| Incorporate HPI tools into assessments, corrective actions, lessons-learned. | Higgins | 31-Oct |
|      ISMS Expectation Related Activities  |   |   |
| Implement ISMS behavior positive reinforcement process. | Kennedy | 30-Jun |
| Revise procedures to consolidate the ISMS message, as necessary, incorporating HPI concepts for event prevention.  | Kennedy | 30-Sep |

## Performance Improvement Plan

| Training Strategy |   |   |
| --- | --- | --- |
|      One ISMS Message |   |   |
| Use training and emergency management to emphasize one consistent ISMS message and ISMS expectations, integrated with SWE, HPI, HRO, and VPP. | McKennon/Robinson | 15-Sep |
|      HPI Training |   |   |
| Develop an HPI training strategy and provide HPI training for various functions in a graded format. | McKennon | 31-Jul |
|                  include use of alternative techniques such as self checking simulator. |   |   |
|                  training/workshop to senior leadership team |   |   |
|                  HPI fundamentals training class for managers and supervisors. |   |   |
|                  workshop for procedure writers, procedure owners, engineers, and planners. |   |   |
|                  train-the-trainer class (April 10 – April 12). |   |   |
|                  training for field workers  (30 June) |   |   |
|                  training for the HAMTC Safety Representatives, the Stewards, and Leads. |   |   |

## Performance Improvement Plan

| Communication Strategy  |   |   |
| --- | --- | --- |
|       Communication Plan with one ISMS message |   |   |
| Develop a communication plan with definitive objectives for integration of HPI, VPP, HRO, and SWE into one ISMS message with the following elements: | Turner/Kennedy | 24-Jul |
|                 “Enhancing ISMS through Event Prevention” |   |   |
|                 Utilize on-going activities to build on HPI.  |   |   |
|                 Overcome slogan perception – Use “Prevent Events” approach |   |   |
|                 Error reduction, process/system improvements, and open communication of errors |   |   |
|                Communicate the why, what, where, when, who, and how of HPI tools and processes.  |   |   |
|                Develop and communicate HPI mentoring strategy for error prevention techniques in the field. |   |   |
|                Various ISMS behavior elements  |   |   |
|                Communicate ISMS successes through FOCUS, tailgates, tool box meetings. |   |   |
|                Regular communication of anti-retaliation messages. |   |   |
|                Instilling a “safety as the over-riding priority” attitude in managers. |   |   |
|                Management listening, and timely and effective responses to employee concerns. |   |   |
|                Encourages management presence in the field. |   |   |
|                Encourages even handed and reasonable management communication with workforce |   |   |
|                Strengthens safety ownership - ISMS expectations for everyone |   |   |
|                New Handbook which integrates HPI, VPP, HRO, ISMS, and SWE into one message. |   |   |

## Lessons Learned 

- Integrated ISMS annual declaration process has simplified improvement efforts
- The improvement plan provides convenient way to track actions, especially for the annual declaration
- Scheduled assessment provides timely input for declaration and SMP status
- ISMS strategy provides tool to drive ISMS vision and strategy discussion