PRE-SAD SAFETY MEETING

1. PRE-SAD SAFETY MEETING

2. Pre-SAD Safety Meeting Monday, June 15, 2009 CEBAF Center Auditorium 2:00 to 3:00 p.m.

3. Welcome • Meeting History • This is the tenth pre-shutdown safety briefing • Engineering has been hosting these meetings but participation has been broad (see agenda) • We’ve had one meeting per year except for 2003 and 2006 when the workload called for two • We added a post-shutdown lessons learned meeting last year • Physics is hosting this year’s post-shutdown lessons learned meeting

4. Agenda

5. Introduction • Jefferson Lab is developing/has developed a good reputation for safety performance over the past few years. • An important component of this is the confidence that we develop that • Our coworkers will look out for each other • Our work locations are largely free from overt hazards

6. Introduction, cont’d. • The important result then is that we share a workplace that is routinely free from serious accidents and injuries • It’s taken us a number of years to get to this enviable spot: • Perhaps the major risk we face is complacency • We got here by vigilance – • By awareness of our surroundings and work hazards • By engineering out hazards, and • By pausing to reevaluate when we are unsure • Let’s stay alert and keep up the good work!

7. Work Planning and Documentation Harry Fanning

8. Review How we do business here at JLab: • Plan our work • Analyze the hazards associated with that work • Develop and then implement controls for those hazards • Work within the plan • Provide feedback after the work is complete • Gives invaluable information to you for the next time you perform the work as well as to your coworkers who might perform similar work elsewhere at the lab • Helps provide information for continuous improvement ISMS

9. Review (continued) • Work Planning, Control and Authorization Flow Diagram. • Was implemented last year in accordance with ISMS prior to the lab’s HSS Review. • Can be found on your JLAB “Insight” Page • It is designed with your safety in mind.

10. Documentation What we use to document this process: • ES&H Manual (Section 3000 – Planning for Safe Operations) • Work Control Documents (WCDs) • Task Lists: Facilities Management Work Request, ATLis, (and clones), verbal instructions, etc. • The ATLis Hazard Analysis is from ES&H Manual Section 3000 • Log Books: Accelerator E-Log (and clones), Pansophy, paper logs, etc. • Scheduling tools: Microsoft Project, S.A.D. tools, Shift Plans, Whiteboard, etc. • Lessons Learned

11. Using Task Lists • JLab Work Control Policy: • Utilize area specific TaskList as directed by affected work group, or when an activity: • Involves cross – divisional work • Involves many sub-tasks and/or many people • Affects other staff’s safety or work space environment • Affects the operational status of workplace system (power, water, interlocks, etc.)

12. Using Task Lists (continued) What do I need to do if I have a job to perform? • Utilize the appropriate Task List. • Example: If you are going to be working in: • Accelerator = ATLis • Where can I find the appropriate Task List system? • All the Task Lists are in one place: http://www.jlab.org/listsites/

13. How much is Enough? How much information do I need to put in a Task List? • Enough information to satisfy the Work Coordinator • Accelerator = Steve Suhring • Generally: • Think about who will be affected by your work. Your description should tell them how they will be affected. • A brief description of the work is enough. • Since there is a section for the affected groups to post questions – the Task List writer will eventually adjust the level of detail to address the feedback. • Your Task Hazard Analysis should address all concerns and feedback as well.

14. How much is Enough? (continued) When to use a“blanket” entry in a Task List • If the task is repetitive. • If the affected work groups don’t change from task to task and only one ‘notification’ for affected groups is needed. • If all the hazards are addressed in the THA or the hazards do not change each time the task is performed. If ANY of the above conditions change: Make an individual Task List entry!

15. ESH&Q Manual Changes • FYI: Overall, the ES&H Manual is undergoing a substantial revision process • On the documentation side, Chapters 3210, 3310 and 3330 are currently being changed to reflect the streamlined process of the Work Planning, Control and Authorization. • NO CHANGES WILL OCCUR DURING THIS SAD! • THERE WILL BE TRAINING BEFORE ANY CHANGES ARE IMPLEMENTED!

16. Questions? Harry Fanning (ex.7619)

17. Pre-SAD Safety Data Briefing Stephen Smith ESH&Q/QACI

18. Comparison of Notable Events and First Aid Cases • Significant increase in reporting year over year. Site feedback is that this is due to reporting emphasis. • Increased reporting helps to address problems before escalation. Examples are the new USI process & training, as well as the site wide survey for non-skid application.

19. June 1 ‘08 – Present Medical Events

20. Significant Notable Events and Categories • Configuration Control is the largest category, whether the issue is updated prints, understanding machine configuration prior to entry, or understanding how test equipment has been modified. • Some high profile examples are: • PHY-08-0618-NEW– Lifting Incident/ Hall B Issue: Detector damaged; work planning and print updates not adequate • Date: 06/11/08 • COO-08-0903-NEW– Unauthorized Access to a Controlled AreaIssue: Software did not match personnel training, allowing unauthorized entry Date: 09/03/08 • ENG-08-0908-NEW – Unexpected Discovery of Hazardous Energy While Conducting DiagnosticsIssue: Test equipment modified with no optest, resulting in unsafe condition • Date: 09/08/08

21. Significant Notable Events and Categories • Configuration Control, continued: • ENG-08-0924-NEW – CHL valve & pipe separationIssue: As-built configuration did not match the engineering printDate: 09/24/08 • ACC-08-1006-NEW – NL11 Waveguide Jumper EventIssue: Work Controls did not allow for proper configuration after maintenance • Date: 10/06/08 • FML-09-0401-NEW – Previously Unknown Electrical Line BreachIssue: Live electrical line was not known of, nor found, during a utility survey • Date: 03/30/09

22. Significant Notable Events and Categories Personnel Injuries were also a significant category. Some examples are below. PHY-08-0910-NEW – Finger Injury During Block Movement – DOE ReportableIssue: Crane operator was helping with rigging, and too close to the load Date: 09/10/08 FEL-08-1008-NEW – Residual Charge in HV CableIssue: Unplugged cable retained a charge; worker brushed his thumb against lead Date: 10/08/08 FML-09-0202-NEW – Ladder Fall - CEBAF Center Computer CenterIssue: Using a ladder on a sloped surface Date: 02/02/09 ENG-09-0213 NEW – Medical condition, unknown to new Supervisor, results in Issue after Transfer of Employee Issue: Communication of individual medical conditions to supervisors Date: 02/13/09

23. Safety Observations Unsafe Acts Since 1 June 2008 All Safes: Jan 1 - Jun 11 ‘09 = 277 Oct 1 – Dec 31 ‘08 = 431 • Decrease in Procedures, with corresponding increase in PPE and Tools/Eqpt. • Matches time frame of HSS Assessment prep & recovery • This effect was much more dramatic in Q209 (Jan 1 – Mar 31) • Conclusion is that the site has shifted back to more “field oriented” work

24. CATS Primary Cause Codes Jun 1 – Dec 31 ‘08 Jan 1 ‘09 - present • Procedures (Orange) and Personnel (Blue) Issues remain the drivers • Procedures main category is “Not adequate” • Personnel main category is “Inattention to Detail” • Entries decreased by about 60% over the same period • Matches time frame of HSS Assessment prep & recovery

25. New Trending Capability – Safety Warden Findings • Categories devised and implemented Feb 15 • Previously a subjective system that could not easily be trended

26. Summary • Ensure work planning includes configuration controls aspects of the job • Equipment lineup before and after • Any print changes that will need to occur after the work is complete • When planning work, review the Lessons Learned database for similar hazards • http://coe.jlab.org • Accessible from the Insight front page

27. Compressed Gas Initiative NED WALKER

28. Compressed Gas Initiative • We have a number of compressed gas bottles storage sites around the lab • Maintenance at the storage location includes • Cleaning debris out of the racks to avoid corrosion • Ensuing that retaining chains are functional • Covers are present on gas bottle caps and have socks • During the SAD please review (or ask Safety Warden to review) your compressed gas bottles storage locations for • Caps with socks on unused bottles, clean, secure staging/storage • Presence of legacy bottles - not current vendor (GTS/Praxair) or absence of pedigree • Status Tags {Full, In Use or Empty} please verify correct

29. Compressed Gas Initiative, cont’d. • Remember: when handling, treat all bottles as FULL, all the time! • Vendors warrantee compressed gas quality for a limited time • We have bottles on-site that exceed the warrantee period for some gasses • Do you really know the pedigree of the gas you’re using for your application? • We have bottles that belong to past vendors • These bottles should be returned to the original vendor • These bottles may be past their hydro date • The contents may be of limited use due their age • If you need support or if you have questions regarding compressed gas bottles at your storage location(s)contact Ned Walker, GTS/Praxair SOTR

30. Questions, Support? Ned Walker (ex.6638) Pager 584-6638 nwalker@jlab.org

31. SUMMER “SAD” Radiological ConcernsHighlights David Hamlette RADCON Field OPS Coordinator

32. TAKE A BOW!!! Since the 2008 Safety SAD meeting, the Laboratory has made marked improvements with respect to Radiological controls: • Communication between work groups and RadCon • Pre-planning(ATLis, and all the Lists….) • Keeping co-workers accountable • Asking questions when met with unusual circumstances

33. Refresher quiz!!! • Who knows the RadCon cell #? 876-1743 2. T/F Only the GARWP requires annual signing? False; there are several SRWP w/ similar requirements 3. Radiological conditions frequently change; what are the current entry postings of the FEL during rest. access? RCA/RMA 4. For unescorted access into the accelerator enclosures, what is required? RW-I, Dosimeter, ODH, and area specific training

34. “UPGRADES” • ATLis (and all the lists) – to include more descriptive radiological planning (thanks Theo Larrieu) • Signage modifications – “Flip-signs” for temporary radiological/radioactive materials areas. • Tracking potentially–contaminated rack status. • Relocated RAM staging in a few areas (i.e. Hall C)

35. Things to remember…. Release of Materials • All items coming out of accelerator enclosures require RadCon survey PRIOR to removal • RCT’s perform site rounds at least twice daily to support work efforts • RadCon is responsible for surveying and bringing up items from N&S Linacs, BSY.

36. Things to remember…. Hardware removal Working in Radiation Areas Removal of beamline components require RadCon notification Working in radiation areas can require more than just notification!

37. Workingin Hall A&CEquipment Racks Moving “Radioactive Materials” Disassembly of “RAM” Coordinate work with RadCon!!

38. Disposing of Metals “Moratorium- Madness” • Accelerator Enclosure Metals Cleared by RadCon (IndistinguishableFrom Background) Can Be throw in the regular trash • They should have a “Do Not Recycle” sticker affixed to them • No recycling of metals that have been in any accelerator enclosure • SOSA area is setup to store “Moratorium” metals “In hopes of….”

39. RAD WORKER “GOOD PRACTICE” • Review GRWP, SRWP, and RCOP’s from time to time… • Be familiar (YOU!!) with CURRENT radiological work conditions. • ATLis/Clist/Alist… are all great planning tools, but a phone call allows better coordination and support! • When in doubt call the RadCon cell phone 876-1743

40. CEBAF Summer SAD Briefing JACK LUDWIG

41. Major Tasks • Archiver Upgrade – 17-27 June • Temporary Archiver available • Temporary data to be discarded after upgrade • Injector • Replace LL2 Gun • Girder replacement for 2nd Wien Filter • Big Jobs involving • Alignment • Diagnostics • Magnets • Vacuum

42. Major Tasks – Facilities • CHL Addition Construction • Crane inspections and PM • Sump pump repairs • Transformer inspection and repair • Cooling tower maintenance • Hurricane power test – 9 July

43. CHL Building Addition

44. Transformer PM July 8-10

45. Major Tasks – Tunnel • Alignment work • Cryomodule leak checks, repairs, cryo-cycles, testing • Stone drop – SE corner • Cryomodule installation (C50-9 at 1L04)? • Repairs, modifications, and PMs on various systems • PSS certification

46. Cryomodule C50-9 to 1L04 Installation?

47. PSS Certification August 3-7

48. http://opsntsrv.acc.jlab.org/ops/Operability_Files/SAD_calendar/SAD_calendar.htmhttp://opsntsrv.acc.jlab.org/ops/Operability_Files/SAD_calendar/SAD_calendar.htm

49. http://opsntsrv.acc.jlab.org/ops/Operability_Files/SAD_calendar/SAD_calendar.htmhttp://opsntsrv.acc.jlab.org/ops/Operability_Files/SAD_calendar/SAD_calendar.htm

50. Lessons We Have Learned • Walk the job with your work crew before starting. • Initial conditions may require reworking the plan • Beware of Scope Creep – stop and reassess • Report suspected or known damages to equipment • Housekeeping? Clean up daily • Use ATLis.