# Presentation: 605137

## HSS Audit

**HSS Audit**
- What to expect and how to prepare

## What is the HSS audit?

**HSS **= **H**ealth, **S**afety and **S**ecurity
- DOE Office of Independent Oversight will perform an **independent assessment** of the effectiveness of policies and programs in safeguards and security; cyber security; emergency management oversight; **environment, safety and health** (ES&H)
- Other National Labs have been reviewed; LBNL is the last
- 12-15 people coming **January 25 - February 5**
- They will measure us against what we say we’re doing
- Lab visits, work observation, on-the-spot interviews
- HSS team will review institutional programs
- LBNL will develop and implement a corrective action plan

## Preparation

**Preparation**

**Programs will hold meetings**
- Discuss Integrated Safety Management (ISM) and how you apply it to your work
- Practice responses to audit-type questions
**QUEST teams will do assessments**
- Organize teams
- Conduct Quality and Environmental Safety and health Teamwork (QUEST) assessments **November 1-20**
- Enter action items in Corrective Action Tracking System (**CATS)**
**Work areas will be prepared**
- Clean-up; update signs and postings; purchase Personal Protective Equipment (PPE)
- Complete corrective actions

## We will help you prepare

- HSS Feedback Team:
- Steve Gourlay (Division Director)
- John Corlett (Deputy Director)
- Pat Thomas (AFRD ES&H Administrator)
- additional Safety Staff:
- Tom Scarvie (AFRD ES&H Coordinator)
- Stefano De Santis (Deputy ES&H Coordinator)
- Ken Barat (EH&S Liaison)
- and our other Program Safety Coordinators (Csaba Toth, Daryl Horler, Peter Seidl, Tom McVeigh)

## The Five Core Functions of ISM

**The Five Core Functions of ISM**

**Plan the work****:**** **Define the tasks that are to be accomplished
**Assess the Hazards**: Analyze and determine the hazards and risks to employees, the public and the environment
**Control the Hazards**: Establish controls that are sufficient to reduce the risks to acceptable levels
**Do the work**: Conduct the work in accordance with the plan and the controls
**Feedback and Improvement**: Review the results of the work and identify any lessons learned

## How is the work planned and authorized?

**How is the work planned and authorized?**

- Individual JHA and Procedures
- Task-Based JHA
- Subcontractor JHA
- AHD
- Radiation:  RWA,SSA

## How do we determine what authorizations are required?

- PI/Work Lead contacts AFRD safety staff to discuss work plans and potential hazards
- We use the 2008 AFRD ISM Plan Appendix 6, Hazards, Equipment and Authorizations Review Form
- Includes work authorization requirements from PUB-3000, Chapter 6, and
- Hazards Management System (HMS) inventory criteria
- On-site review with EH&S Liaison and Subject Matter Experts as needed

## JHA – Job Hazard Analysis

**JHA – Job Hazard Analysis**

- All **routine work **is formally authorized by your supervisor (ISM) through your **JHA**.
**Know the hazards **in your JHA and how they’re controlled.
- Your JHA defines the **boundaries/limits **of the work you are authorized to do.

## Task-Based JHA

**New Line Management authorization for non-routine work that does not require an AHD**
- Examples:  small experiment, test apparatus, test stand construction or tear down, major clean-up
- PI/Work Lead analyzes hazards and controls
- With safety staff and EH&S assistance
- Work team reads, signs, and agrees to follow controls
- PI/Work Lead signs authorization
- Post or have readily available in work area

## Subcontractor JHA

- Required for vendors/subcontractors who want to do **hands-on work on our equipment**
- Requires **safety plan **analyzing hazards and controls
- PI/Work Lead **meets** with safety personnel and subcontractor to discuss
- Program will be rolled out in AFRD in **November 2008**

## When do I need an AHD?

- Examples of hazards that may require an AHD:
**Hazardous chemicals**:  reactive; pyrophoric;  possessing lethal or incapacitating toxicity;
**Pressure systems**: >75,000 lb-feet stored energy; Non-commercial or modified vessel; >150 psig (gas) or 1500 psig (liquid);
**Hazardous gasses**: flammable gas >2 cylinders/room; pyrophoric, reactive or health hazard gases; potential oxygen deficiency
**Lasers:  **Class 3b or 4
- Proposed:  **electrical work** at _>_ 50 V and _>_ 5 mA

## AHD – Activity Hazard Document

**AHD – Activity Hazard Document**

- Know and understand your **AHD**
- Know what **training** is required by the AHD
- Ensure current **documentation** (AHD, LOTO Procedure, Interlock Tests) is posted
- Ensure **hazard controls **are in place

## Administrative Controls(Training/Documentation/Posting) 

**Administrative Controls**(Training/Documentation/Posting)** **

- Check your **Training Profile **(on JHA database)
- Know your **Work Authorizations **and **procedures**
- Check **documentation** (LOTO and hoist inspection tags, etc.)
- Update **postings** (contacts, hazards, PPE, food storage)
- Ensure **chemical containers are labeled **with hazard and name of substance, and original containers are in Chemical Management System (**CMS**) **inventory**
- Review **hazard inventory **in Hazards Management System (**HMS**)

## How do you deal with change?

**How do you deal with change?**

- How do you recognize a change that might be “safety relevant” ?
- Is there a ***new***** hazard**?
- Is an **old hazard **that will be **increased**?
- Is there a **hazard control **that needs to be **changed**?
- Is there a significant change in **personnel** or **procedures**?
- Know when you need to get AFRD Safety Staff or EH&S involved.

## Emergency           Life-Threatening; Substantial Loss

**Emergency Numbers & Contacts**

- Incident

- Non-Emergency    Not life-threatening

- Emergency           Life-Threatening; Substantial Loss

** ****7911    (On Site)**
**9-911    (Off Site)**
**   ****911    (Cell Phone)**

**6999    (On Site)**

**Dial**

*Provide:*

- Name, Location, Situation

*Inform:*

**Supervisor**, Pat Thomas X6098 or Tom Scarvie x7697

*Reference:*

- LBNL Emergency Response Guide

**Environmental releases**
**Hazardous conditions**
**Traffic incidents**
**Near-hit events**
**Security events**

**BLACKBERRY GATE (****Someone will always answer)**

## AFRD Accident/Incident History

| Year | AFRD  | Matrixed staff |
| --- | --- | --- |
| 2008 | Spider bite | Head bump; hand injury |
| 2007 | Ergo (3) | Wasp sting; ground penetration; blood clot; thumb injury |
| 2006 | Ergo (3); back strain; mercury in sump | Electrical shock; finger pinch; electrical short; fall |
| 2005 | Ergo (3); hand injury; offsite toe and arm injuries; lab fire; PCB spill | Broken ankle; foot injury; back injury; electrical near-hit |
| 2004 | Insect bite; slip and fall | Tripping injury; back spasm; 
ergos (2); fume inhalation |

- Reminder: Even if an incident happens to a matrixed worker, it still affects AFRD!

## AFRD Accident/Incident History

| Year | AFRD | Matrixed staff |
| --- | --- | --- |
| 2003 | Acetone container found off-site | Ergo; unauthorized vehicle use; finger injury; foot injury |
| 2002 | Lab fire; trip and fall; oil spills | Missing vehicle; arm injury; eye irritation; ear pain; eye injury; back pain; trip and fall |
| 2001 | Gas cabinet alarm turned off; rad materials in warehouse | Hand injuries (4); ankle injuries (3); head bump; back strain; ergo; wasp sting |
| 2000 | Off-site traffic fatality | Hand injuries (3); trip and fall (2); ergo; insect bite; foot injury; back injury; eye injury |

- Reminder: Even if an incident happens to a matrixed worker, it still affects AFRD!

## Feedback and Improvement

**Feedback and Improvement**

- What is a **safety issue**?
- A **hazard** that needs to be addressed
- A **near hit **(something bad almost happened)
**Near-hit program**
- AFRD is developing a new program for this
**Report any Near-Hits **to your Supervisor, Program Safety Coordinator, Pat Thomas, or Tom Scarvie
**CATS** – Corrective Action Tracking System
- Has **new feature **for reporting **immediately-corrected **findings
- Report items that **need corrective actions**

## Feedback and Improvement – Lessons Learned

**Feedback and Improvement – Lessons Learned**

**How are lessons learned communicated?**
- Inside your group/Program
- Inside the lab
- Across DOE
- Standard LBNL-wide mechanisms are:
- Division Safety Committee
- Work group planning meetings
- Division Self Assessment
- LBNL Lessons Learned program (and e-mails from EH&S)
**Lessons Learned /Best Practices database**– **contact Ken Barat if you have information to share**
- Supervisor Walkarounds
- Formal authorization (AHD/RWA) renewals

## Program Heads: What will the HSS Auditors ask you?

**Program Heads: What will the HSS Auditors ask you?**

- How you **communicate** your expectations for safety
- Who is **responsible** for the safety of  activities
- How your organization **identifies and analyzes hazards **for its work and **determines appropriate controls**
- The **roles** of the line managers/supervisors, workers, Safety Coordinator, EH&S Liaison
- How work is **authorized**, and who authorizes the work.
- How it is **assured that the staff understand the hazards **and **use the controls**
- How frequently you are in the work area to **observe staff performing their work**
- How  **changes in work scope or hazards **are identified and analyzed
- How you **evaluate the overall safety performance **of your organization
- How you **balance priorities and assign resources**?

## Supervisors/Work Leads: What will the HSS Auditors ask you?

**Supervisors/Work Leads: What will the HSS Auditors ask you?**

- Your **role**
**Tasks and activities**
- The **hazards** associated with your work, **the hazards analysis process **and who was involved.
- How information regarding hazards and controls is **communicated**
- What **hazard controls **are in place?  How do the controls mitigate or eliminate the hazards?
**How are staff trained and qualified **to work on the various tasks?
- Describe how you satisfy yourself that the **staff understand the hazards and use the prescribed controls.**
- What is done to **authorize** the start of a task or activity?  What role do you play in this authorization?
- How you **observe work activities**
- How are **changes in work scope or hazards **identified and examined to determine if changes in controls are needed?
- Who is **responsible **for the safety of the work?
- Are you and your work group **aware of adjacent hazards and controls**?
- What action would you take if you see an **unsafe condition **or **unsafe behavior **?

## Workers: What will the HSS Auditors ask you?

**Workers: What will the HSS Auditors ask you?**

- Tell me about **your work **and the types of **hazards**.
- What type of **analysis or review was done to identify the hazards**?  Who was involved?  Were you asked for input?
- What **hazard controls **are in place?  How do the controls mitigate or eliminate the hazards?
- What sort of **training or qualification **do you have regarding the hazard controls?
- Do you use any **procedures**?  Are there any **work authorizations **in place associated with this work?  Where are those procedures/authorizations?  Do you review the procedures before starting work?
**What do you do when the conditions change **or **something unexpected is encountered? ** What happens if the procedure steps **don’t make sense **while you are conducting the work?
**Who is in charge **of the work activity and the safety of it?  **What is your role **in the safety of the job?
- What actions might you take if you see an **unsafe condition **or **unsafe behavior**?

## New Requirements

- Waiting on explicit guidance from management about:
- Posting
- PPE
- Food areas

## HSS Audit Schedule

**HSS Audit Schedule**

- 4 - 10 Nov	AFRD safety stand down meetings with each Program
- 4 - 21 Nov 	Program Stand Downs and QUEST
- 24 Nov-23 Jan	LBNL Feedback Teams visit areas and practice audit questions
- 3 - 4 Dec	DOE HSS Scoping Visit
- 			3-4 people of the ~15 person total team will be at LBNL
- 12 - 15 Jan	DOE HSS Planning Visit
- 			Full HSS team will be present at LBNL
**25 Jan-5 Feb****	****DOE HSS Data Collection**
**	****	****	****Full HSS team collecting data and conducting interviews at LBNL**
- 9 - 19 Feb	DOE HSS Analysis & Report Writing
- 24 - 26 Feb	DOE HSS Validation & Closeout
- 27 Apr	LBNL Corrective Action Plan must be submitted to DOE

## For further information, see . . .

- AFRD website:  _http://www-afrd.lbl.gov/safety.html_
- Our Safety website:  _http://oursafety.lbl.gov/_
- HSS Review website: _[http://www.lbl.gov/ehs/ism/2009/](http://www.lbl.gov/ehs/ism/2009/)_