Engineering “All-Hands” Meeting Introduction

1. Engineering “All-Hands” Meeting Introduction W. Oren November 7, 2013

2. Agenda • Introduction – Will • ES&H Perspectives on Work Planning and Control with Discussion– Mary Logue • Conclusion & Assignment - Will

3. Why Are We Here?? – “We just did this” • You can’t talk too much about safety • It increases awareness • We always learn something new • The information exchange between those in the line of fire and those overseeing programs improves processes and their application to the work. • A decision to shift the accelerator commissioning schedule per Mont’s e-mail to “ensure adequate time for preparation” and “relieve some pressure points in the schedule and provide a safer work environment”. • So how do we use this “relief”?

4. Work Planning & Control – sound familiar? Why do we do work planning? It’s not the paperwork, it’s the thought put into the planning and communicating that plan that we’re after. The paperwork facilitates that process.

5. Work Planning & Control • The schedule shift gives us more time to execute the WPC processes we discussed 4 weeks ago. • Since that meeting more data has been gathered about our processes: • Lab wide safety surveys • Supervisor focus groups • Incident investigations (U-tube incident) • Personal observations

6. Work Planning & Control • Today we want to share what is being learned through these efforts. (Mary Logue) • Mary will also offer some Work Planning “Cliff Notes” that we think will be helpful when evaluating your work and when using the various planning tools like ATLis, THA’s, OSP’s, TOSP’s, etc.

7. Work Planning Cliff Notes November 7, 2013

8. Feedback from WP&C Meetings • Risk Codes are not well understood, especially the difference between RC 2 & 3 – tendency to declare “Skill of Craft” • Confusion over Standard Protective Measures • Confusion over Engineered vs. Administrative Controls • Unclear guidance on reviewing work plans for tasks that are intermittent/long-term/written by others/involving multiple locations/multiple tasks each day • Cross divisional/work group coordination needs improvement

9. Assigning Risk Code • ES&H Manual Chapter 3210 • Perform a pre-work walk down of the area and a mental hazard analysis • Involve SMEs as appropriate • RC<2: Unwritten hazard analysis and proceed to work within those controls • RC=2: Written HA not required, may be helpful, discussion with supervisor required • RC 3/4: Written Work Control Document is required – OSP/TOSP and Task Hazard Analysis • If Standard Protective Measures is all that is needed to bring RC to < 2, then written WCD not needed

10. Some Pre-Defined Risk Codes in ES&H Manual

11. Standard Protective Measures • Includes non-specialized personnel protective equipment; engineered controls currently in place, reviewed, and routinely used to reduce a task’s Risk Code to an acceptable level; • Hard hat • Safety shoes • Safety glasses w/side shields (as needed) • Hearing protection • Face shield • Gloves • Knee pads • Proper work clothes • Includes permitted activities authorized by EH&S Manual Chapter 3320 Temporary Work Permits, where the work permit addresses the principal hazard

12. Engineering Out the Hazard is First in the Hierarchy of Controls Engineered Mitigations Administrative Mitigations Policies and programs Training Formal WCDs - OSPs/THAs PPE Tasklist tools Informal documents - desk procedures, written instructions, checklists • Locks and Interlocks • Relief valves & venting stacks • Restraints • VVU • Guards and limit switches on equipment designed to help prevent misuse • Guardrails on a work platform

13. Other Tips • Design out future safety problems - design safety in • Think about the end-user: how will the as-built hardware cause people to be positioned with respect to potential hazards. • Scope creep • Stop and consider whether the hazards encountered on the job today were considered when the work was planned • Sequence change – does your plan need to change? • Keep the THA posted at the jobsite • Overarching OSPs can be useful • Use task list to define the mitigations specific to the task at hand • Make sure to communicate/coordinate with all affected work groups • Overarching task lists

14. Other Tips Ask Questions and stop work if there is a change or concern • Intermittent tasks - Each time the task needs to be performed review the task to refresh the worker's memory for task hazards and potential issues which may have crept up since the last visit • Long-term tasks - Same as above • Tasks written by others - Review the task procedure before and during the task • Tasks involving multiple locations – Look to see if local conditions differ from any other location where tasks are being performed and properly mitigate • Multiple tasks each day - Make sure to understand the tasks being performed.  Pre-job briefs are essential to communicate task hazards and special circumstances.  Refresh your memory on tasks which have not been performed in a while or not on a routine basis.

15. Conclusion

16. Work the Plan • Now that you have your plan you must communicate it to the team and execute. • Remember the plan is worth nothing if you don’t follow it. • Consider what Mary said about Scope Creep or “Morphed” work plans” • Think about whether the hazards encountered on the job today were considered when the work was planned • Sequence change – does your plan need to change? • Keep the THA posted at the jobsite as a reference.

17. Plans for Tomorrow Take Friday morning (or the time necessary) to do the following: • Supervisors and work teams, review your open Tasklist entries, OSPs, TOSPs, etc. for the following: • Is the entry/document still relevant? • Is it thorough and cover what I’m doing? • Is the risk code determination accurate? • Has there been scope creep or has it morphed enough that the THA is no longer valid? • Is the document too broad and not detailed enough to properly address the hazards? If so break it into more detailed ones. • Have all the effected groups been notified?

18. Plans for Tomorrow – Cont. • If the Tasklist entry is complete add comments and close it. • If the Tasklist entry is current, complete and accurate then make an entry that it has been reviewed and should remain open. • Review your ongoing work – do you have the proper WPC documents and entries?? If not then create them.

19. Plans for Tomorrow – Cont. • Finally, all group leaders report through e-mail to Will, Henry Robertson and Gayle Sundeen-Coleman what you found, • If the “Cliff Notes” were helpful, • What longer term “issues” will need more time (you discovered the need for an OSP and must get it written) • If you need help from EHS&Q to help with evaluations/interpretations or help with the paperwork • And any suggestions for improvement! Thanks!