FY12 ESH Management Review Environment & Life Sciences Directorate 12/6/12

1. FY12 ESH Management Review Environment & Life Sciences Directorate 12/6/12

2. FY12 ESH Management Review Scope & Agenda Scope • Senior Management shall review the Environment and Life Sciences EMS and OSH management systems to ensure their continuing suitability, adequacy and effectiveness. • The scope of this FY12 review includes the Departments (Biology, Medical, Environmental Sciences), the Computational Science Center, facilities, experiments and operations of ELS managed by Brookhaven Science Associates at Brookhaven National Laboratory in accordance with the Environmental and OSH Management Systems. • Based on the presentation content Senior Managers shall comment on the need for change or improvement. Agenda: • Policy/Scope/Investments • System Performance - FY 12 Performance • Audits/Assessments • Corrective/Preventive Action • Performance - FY12 Objectives & Targets Status - FY13 Objectives & Targets

3. ESSH Policy No suggested changes to policy based on FY12 performance Awareness of policy still a challenge—ongoing communications help

4. Current ELS Directorate Information

5. ELS Research Operations Staff • FY13 Changes: • Consolidated Research Support: • Eliminated 2.4 FTEs GARS • 1 FS Group for all ELS • 1 SHSD Rep for all ELS • Direct Charged for SHSR/ECR/QA • Directorate Staff: • Bill Gunther • Ann Emrick • Bob Colichio • Staff from other science directorates: • BES- ESH Coord (0.2 FTE) for MO Imaging • GARS - 2.4 FTEs Research Operations • Matrixed ESHQ Staff: • Cheryl Burns - RCD • 3 FSS Technicians • Nancy Felock– SHSR • Joy Haskins– ECR • Chuck Gortakowski- QA

6. Overview – Aspects and Hazards • FY12 No Changes

7. FY12 Performance Review of past FY EMS and OSH Performance

8. System PerformanceWork Planning and Control ESR Profile • Experimental Safety Review (ESR) • Database still a work in progress • # ESRs is going down with staffing decline but diversity of work is not. • Expanding practice of involving all staff in ESR meetings • Non-Experimental Work Planning • 2011 revisions challenging to implement. • Work in progress Issue: electronic ESR still a work in progress. Status: Slowly improving- eESR CIP, programming ongoing.

9. System PerformanceFacility Safety • FY12: • New “Facility” CERF-Mouse Irradiator approved (for NASA & Low Dose programs). • 0.5Ci Cs137 in CERF. Had not been used in >20yrs • Configuration Management Plan for CERF and Cyclotrons (requested by DCOO) • Barrier Analysis conducted for Toxin program (requested by DCOO) • Planned FY13: • ORE conducted for new greenhouses,463 (10/12, CAP in progress) • ORE scheduled for D-Wing 815. (12/12) • ERE and move of the 9.4T MRI to SBU (Pre-ERE conducted) • Refurbishment of JSW Cyclotron (in progress) • Renovate 463 space for synthetic biology research program Issue: OREs/EREs scope? Suggested Action: Review ORE/ERE scope and resource commitment

10. ROCO Status • Space Management • Buildings: • RSMs reviewing work order status, regular communications with FPMs, participate in ESRs. • Regular meetings with FCMs, FPMs, Dept.Mgmt • Labs: • Hazard Validation for all –needs revision FY13 • PPE re-evaluations in many areas FY13 • Placards posted, all need revision FY13 • ASOC Committee • Monthly meetings – focused on system improvements • Reviewed space management program • Work planning and control- ESR system • PPE requirements • Facility management • Actively soliciting feedback from staff • HVT Data: • 10 Bldgs • 900 “Rooms” • 310 Placards • 180,000 sqft space

11. Worker Safety & Health Performance • IH Highlights: • Conducted Lead, Noise, animal allergens, mercury. • Ergonomic assessments (increasing) • Safety Engineering Highlights: • Machine shop surveys/CAP • Inventoried all pressure systems. • Compressed Gas requirements still a challenge • Assessed all Physical Hazard Chemicals • New glove box in 901 (Fire Protection Eng. Funded) • Ladders: • Red ladders preventing F&O from accessing 901 roof. • Yellow ladders – require work plan so costs/time driven up. Issues: Changing requirements and implementation for them (e.g hazard validation, PPE, machine shop) Action: Participate in ESH’s goal to prioritize subject area revisions.

12. Worker Safety and Health PerformanceELS FY12 Injuries • Total Injuries: 4 – • DOE Recordable / DART – (MO employee) Fell and dislocated his shoulder. • DOE Recordable – (BO employee) Injured while unloading truck. • First Aid: (MO Employee) Hit on head by a biosafety hood sash. • First Aid: (NASA Researcher) Fall to floor from displaced chair. Overall Status: Still having slips, trips, falls Action: Some housekeeping issues being addressed, heighten awareness.

13. Radiation Control Performance • Data:  • 1 personnel contamination event • All sealed source methodologies approved • Surveillances- No findings or concerns: • RCD Radiological Work Controls • RCD Sealed Source • RCD Radiological Survey Program • DOE Surveillances • Safety Observations: • FSS- 18 - All were favorable. • Noteworthy: • 1 Positive RAR • Regular informal meetings with FS and Imaging Mgmt • RCT was a member of the Radiological Waste Improvement Committee. Knowledge gained from the meetings and disseminated to the Researchers lowered RWCF rejections by > 95%! • FS Rep “Technical Basis for Dose Rate Conversion Factors for External Exposure for the Imaging Group within ELS Directorate” Overall Status: No findings or concerns

14. Environmental Performance Issue: 1- Still more cleanouts to do. 2 Sustainability- communication? Action: Continue funding housekeeping project- BIG benefit to Space Optimization project • Sustainability • Walkthrough of 463 • Lighting, faucets, toilets, recycling, hoods. • Communication to employees regarding site sustainability plan? • Cleanouts • Large projects: • Bldg 490A non-rad area completely cleaned out & space turned back • EE disposed of over 2400 lbs of chemical waste from 490A, 815 & 830 • Bldg 901 Housekeeping – Disposal of legacy cylinders & over 100 other barcoded items • Bldg 463 4-PI Chemical inventories • Still more to do.. • Bldg 463 >12,000 sqft lab space • Bldg 490/487 – Wielopolski • Bldg 490A –Legacy Rad Materials still in clean up phase • Bldg 901 Vault – Still many Rad items 14

15. Progress has been made in 490A, however, there is still work to be done All Gone It’s getting there

16. FY10 - FY12 Waste Profile Routine vs Cleanout • FY12 Total Waste Volume • BO/MO: 9861lbs • EE: 2839 lbs • Note: Does not include 5000lbs RMW (not WMD)

17. Cost of waste disposal is increasing due to changes in lab’s overall waste generation Active programs paying for legacy cleanouts. Potential to reduce waste costs by Bulking small containers of hazardous material Solidifying liquid Radioactive waste prior sending to Waste Management. Bulking/Solidifying waste will require work planning, space and man power (Waste Management Rep) Increasing Costs of Waste Disposal Overall Status: Active programs paying for terminated program waste (>50%). Action: Discuss allocation system with WMD to accommodate program changes.

18. Results of Audits

19. FY12MajorAudits/AssessmentsSummary Complete? Need to see final draft of Assessments for factual accuracy.

20. FY12 Tier 1 Inspection Program Biology & Medical “Top 5” Categories • Electrical Safety (ESD, ESE & ESP) (76 Findings) • WED - Working Environment:  Department (50 Findings) • HK – Housekeeping (29 Findings) • CG – Compressed Gas & Cryogenics (20 Findings) • CSL – Chemical Safety: Labeling (18 Findings)

21. FY12 Tier 1 Inspection Program Environmental Sciences

22. ELS DirectorateSatellite Accumulation Area Compliance • Compliance for the Directorate has consistently been at or above 87% for the fiscal year, slightly lower than FY11. Number of SAAs has decreased in all three departments.

23. FY12 Manager Work Observations ELS Total: 193 Required—195 completed • All ELS managers met their annual goal • PPE –still a work in progress – Subject Area revised recently • Feedback—valuable for ALD and Chairs and well-received by staff, but not the Level 3s as they are in their labs usually working with their staff. • Using these opportunities to solicit feedback from staff regarding issues/concerns. Goal: Same as last year (12 per mgr/yr)

24. Corrective and Preventative Actions

25. FY12 Events/Issues Management • FY12 - One SCBNL • Contamination detected on multiple workers' shoe, SCBNL - ATS # 6595 • Categorized events: 8 events • Five injuries • One SCBNL (listed above) • Door Glass Inadvertently Broken While Delivering Materials to Building 463 • Mixed Chemical Spill in Hallway at Bldg 901

26. OutreachCommunication Changing Circumstances

27. Communication & Stakeholder Concerns Stakeholders: • 0 Spills to environment caused by ELS personnel • New animal use policy • DOE Fac Rep participates on IACUC, ESRs, Tier 1s, IBC Outreach: • ~50 summer students plus 3 summer schools/workshops • Safety review discussions, newsletter, meetings. Results of Participation and Consultation: • Meetings, workshops, and emails. This year’s Summer Visitor Orientation included YouTube videos on the Texas Tech accident and Myth Busters Cylinder Handling Issue: Onboarding of students still worrysome Action: Key is the mentor.

28. Changing Circumstances • Starting FY13 with merged Biology and Medical (Biosciences) • FY12 had reduction in funding/programs and 20k sqft space reduction: • Waste from legacy cleanouts resulting in significant increase to allocation to active programs. • Urgency to clean out underutilized space • General sense of uncertainty leads to distraction when working.

29. Objectives and TargetsHow did we do? What will we do next?

30. Performance on FY12 Objectives & Targets

31. New and Recurring Issues

32. Proposed ELS FY13 Objectives & Targets ELS GOAL: • Focus on Space optimization to reduce ESH risk and costs – Top priority—Resource intensive! • Ensure seamless transition of EE into ELS research operations program • Discuss waste allocation with WMD From ESH Business Plan: • Work with ESH to prioritize Subject Area revision process. • Implement machine shop safety improvement plan • Reconcile CMS and property inventories of terminating staff • RSMs to work with F&O to identify high risk slip hazards and mark after storms • Develop enhanced office inspection process • Document sealed source evaluations “Large Projects”: • Re-evaluate PPE against revised Subject Area • Re-visit revised Hazard Validation tool • Re-post revised Placards • Transportation CAP changes

33. THANKS TO ALL ESH&Q STAFF! • Collaborative efforts to solve challenging compliance issues (PPE, Pyrophorics, Rad controls, waste controls) • Waste support – RMW, cleanouts, routine issues • D&D Techs – general junk

34. Management Feedback Are the Systems Effective and Adequate in terms of: • Policy commitments? • Achieving objectives & performance measures? • Identifying aspects, impacts & Risks? • Resource allocation, information systems & organizational issues? Are Objectives & Targets Suitable in terms of: • Environmental impacts & injury/illnesses? • Meeting regulatory requirements? • Should additional objectives/targets be established? • Recommendations for Improvements?

35. Following slides provide additional status info on goals/objectives • END

36. System PerformanceTraining and Qualifications • Training system is functioning well • Staff are ON SITE fairly good at taking ESH training. Timely termination of guests resolved (Host Central). • Total # Rqmts: 6700, >98% Completion throughout the year.

37. SAA Compliance ELS

38. LAST YEARSummary • What went well • Majority of FY11 Goals/Objectives met including ROCO implementation (Hazard Validation, RSMs, etc) • Improved Cryo, Chemical, Comp Gas Safety • Great P2/S2 Success! • Maintained better RCRA compliance • Continued progress toward meeting housekeeping std • Where do we need help • Continued housekeeping support • Continue to mature ROCO,IFM and ESH Interface • Input in requirements management process and implementation plans. • IT system architecture and continued support/development

39. Environmental PerformanceRegulated Medical Waste Over 5,000 lbs of Medical Waste was shipped in FY 12, number is steadily declining Medical Waste disposal is paid for by the Medical department, managed collaboratively with WMD P2 Proposal to reduce cost by using granulator was funded in FY11… should see 75% decline when granulator becomes operational. Issue: Granulator not yet in use. Pending IFM approval. Action: Continue to pursue granulator installation

40. FY12 TOTAL Waste Generation

41. FY12 Cleanout vs Routine Totals

42. Bottom line GREEN TURNED TO YELLOW due Requirements changing System Performance ROCO Status(end of FY12/Start FY13) Building • Research Space Managers in place: • Local Emergency Coordinator • Responsible for shared spaces • Waste Area Mgr • Security • Work control for program. eqpt • POC for FPM RSM/FPM still a work in progress. Added regular meetings w/IFM Still finding issues Room/Lab Space Ongoing challenge Revised Subject Area-revisit reqmts in some areas. Update Keyplans ~50% CMS Re-inventory Revised-need to repost all areas Run Hazard ID tool Walk down of all spaces Evaluate PPE (Setup Storage Areas & Distribute) Post revised placard Review Cryo & Comp Gas Still working on some issues • Evaluate need for “CSM”: • Hazard footprint • Number of workers • Type of workers • Amount of space Revised database-ALL spaces need to be reviewed. • 23 Bldgs (4 main res. Bldgs) • 900 “Rooms” • 180,000 sqft space Equivalent program in place