Y-12 Lessons Learned Program Methods & Strategies

1. Y-12 Lessons Learned ProgramMethods & Strategies DOE 2010 ISM Champions Workshop Operating Experience Program September 14, 2010 Susan Gilliam

2. Program Health Evaluation • Are resources available for use to promote the Lessons Learned Program? • What methods can be employed to improve the appeal and identify benefits of Lessons Learned? • Can we successfully encourage the development of positive Lessons Learned? • Does the program provide adequate “user friendly” tools for developing and storing Lessons Learned? • How are Lessons Learned being utilized to promote continuous improvement? • What methods and mechanisms can be employed to solicit and obtain feedback? • Are the strategies to increase sharing Lessons Learned effective? • What tools can be developed to measure effectiveness of the program? • Does the program comply with the Order & satisfy our customer(s)?

3. Organizational Coordinators • Coordinator Designation • 88 Organizational Units • 42 Coordinators • Roles & Responsibilities Defined • Coordinator Validation • 6 months • Communication • Email • Quarterly POC Meetings • YSource

4. YSource Announcements • Define program • Promote program • Creating Lessons Learned • Announcements • Procedure Revision • Template Revision • Training • Promote Green Lessons Learned • Enhancements to B&W Y-12 Lessons Learned System (attachments, photos, videos)

5. YSource Feature Articles • Readiness • “Lessons Learned Driving Readiness” • Construction • “Watch your step ! On the Job You Are Only as Safe as Your Co-workers” • Lessons Learned • “Now See This” • Red Alert • “Contact with Overhead Lines and Ground Step Potential”

6. Lessons Learned Brochure

7. Evaluation of Lessons Learned for Further Distribution • Lesson Evaluation • “Decision Point Questions” • SME Evaluation • Coordinator Evaluation • “Decision Point Questions” • Coordinator Distribution

8. Distribution of Lessons Learned • Series of bulleted lessons-hyperlinked to System/Database • Standard Message • Share • Contact Person • Review • Application • Incorporation • Feedback via link • Lessons Learned System link • Caution for use • Recommended Actions Or Resolution From an Outside Source May Not be Appropriate Actions or Resolutions at B&W Y-12. Review and Approval by Functional Area Manager and/or Subject Matter Expert May be Required Prior to Adopting New Actions”.

9. Lessons Learned Template • Template • Instructions • Hyperlinks • Priority Descriptors • Category Codes • HELP/Tools • Reminders/TIO • USER ID (WebWhos) • Basis of Lessons Learned • Includes OPEX submission criteria

10. Submission Criteria Category 1 Occurrence* Category R Occurrence* Type A Investigation* Directly related to other sites/programs/ facilities* Potential improvement/cost savings* Provides significant new information* Lessons Learned Template

11. Sharing Lessons Learned Externally • Identifying Basis of Lessons Learned • Utilizing User Id • Notification System • 30, 60, 90, 120, etc. • Record Maintenance

12. Management Accountability • Denial of Review for External Release • States purpose of sharing • Provides DOE O 210.2 criteria for sharing/OPEX • Acknowledges requirement • Encourages modification • Transfers accountability to managers

13. Meeting Customer Needs • Friendly Reminder • Dedicated Program E-mail Address • Backup Support • “Out of Office” Reply • Follow the procedure • Seek Coordinator Guidance • Use Current Template • Use System Tools • Fact Sheets • Attributes • Submission Checklist • Obtain Classification Review

14. User Submit a Lesson (e-mails Template) Search Priority Descriptor Codes Identifier Key Words Chronological Help Related Links/References Contacts Comments B&W Y-12 Lessons Learned System

16. Search results with hyperlink examples

17. B&W Y-12 Lessons Learned System

18. Administrator Lesson entry Spell check Edit Preview Publish Attachments Photos Videos Notification System Amend B&W Y-12 Lessons Learned System

19. Administrator Tools • Submission Status • Denials • Metric Data

20. Lessons Learned Metrics • Lessons Learned Origin • Priority Descriptors • Feedback • HSS OE Interactions • Basis for Lessons Learned • Periodic Survey Results (under development)

21. Lessons Learned Metrics

22. Lessons Learned Training: • Web-based training: Lessons Learned Fundamentals • Procedure requires completion by Lessons Learned Coordinators

23. Lessons Learned in Training: • Lessons Learned distributed to TWG by organizational coordinators • Lessons Learned evaluated by TWG for applicability & incorporation to reinforce training objectives • TWG submits evaluation results • Quarterly report prepared by Training Manager

24. Organization Reviewing Total number reviewed by each organization training staff Total number applicable Identifies Lessons Learned by Identifier Applicable Training Q# or qualification number associated Organization incorporating 3rd Quarter Reviews 2,523 Incorporated: 87 Quarterly Training Report Contents

25. Hazard Communication Basic Hoisting & Lifting Fire Watch Rad Worker II General Employee Training Proper Use of Torque Wrench Applied Engineering Fundamentals Firefighting Near High Voltage -Electric Transmission Lines Live Fire Drill Radiological Control Technician (RCT) Waste Generator Awareness Basic Lift Truck Pre/Post Vehicle Inspection Training Rad Shipper: DOT New Employee Orientation Hearing Conservation Seasonal Facility Planning OPI Focus Groups Federal Motor Carrier Safety Regulations: DOT DOT Load Securement Aerial Lift Nuclear Criticality Safety High Energy Activity Training Hazard Recognition Training Fall Protection and Prevention Safety USQD Welding & Burning Quarterly Training Report

26. Lessons Learned Use & Application • Are LL being used? • Applied? • Incorporated? • Improvements? • Documented? • How do we know?

27. Lessons Learned Use & Application • White Paper communicates: • Intentions to meet customers goals & expectations • Promote customer confidence • Demonstrate effective company contractor assurance by: • Applying Lessons Learned • Documenting Lessons Learned use • Sharing Lessons Learned • Feedback Form Revised • Document use • Making a difference?

28. Lessons Learned Application Work process Cost Savings

29. Self-Assessment • Comprehensive Flow-down of DOE O 210.2 • No findings • Contractor Assurance Self-Evaluation • One observation

30. B&W Corporate CAS Assessment “B&W Y-12 has a strong Lessons Learned culture that is evident throughout the organization, and it is implemented in a way that promotes continuous improvement and transparency across the site and with the customer. Lessons Learned element of CAS is performing at a Managed Level of effectiveness. “ No findings, 3 observations, and one noteworthy were noted.