ES&H Executive Board Meeting 2006-2 May 25, 2006

ES&H Executive Board Meeting 2006-2May 25, 2006 • Safety Forum Breakout Session Report • Ergonomics (Finley, Gervasi) • Offsite Research (Gates, Sheneman) • Workplace Improvements (Raftopoulos, Langella) • Risky Behaviors (von Halle, Worthy) • Safety Standards (Camp, Hill) • Hazard Controls (Lacenere, Meighen) • Safety Communication (Kalish, Weiser) • Feedback & Improvement (Baumgartner, Post-Zwicker)

Workplace Improvements • There were approximately 35-40 participants in this session • Important Issues • No lighting or low lighting in certain areas. The most critical of these would seem to be the D-Site FCPC bldg lights are turned off ~ 6pm, although there are workers going to this area during 2nd shift. • Roads and Sidewalks. There are various potholes, undulations cracks and other flaws that impede both pedestrian traffic and heavy machinery (i.e. fork trucks with heavy and/or delicate loads) • Installation of cameras and/or microphones for areas where individuals are working alone. This opened up to an “out of scope” discussion regarding the rules for working alone. The technical staff is under strict guidelines and expect (demand) to see these guidelines enforced universally at PPPL. • Windows in doorways. The staff applauded this effort, but feels that more is needed.

Workplace Improvements • Potential root cause(s) for concerns within this area • Lack of manpower and/or funding to address issues immediately. • Some people did not know if concerns (work orders and the drop box) were being addressed and how to find out. It’s unclear to the staff if this information is posted and how to get to it. • People were frustrated that items mentioned at last year’s Safety Forum were on this year’s lists. • Summary of Solution options (in order of relative importance or greatest impact) • Change the timers so that the FCPC lights are on until 2nd shift is over • Find a way to better report or publish the work requests and the progress on them.

Workplace Improvements • Closing Comments • We (the Facilitators) believe that there are few safety issues in this area, and that the majority of remaining items are minor, understood and being addressed, however a percentage of the Lab population may not be aware of this. If this perception continues we could loose the “good will” that has been established. • We recommend that a couple items generated from the Safety Forum be “cherry picked” and addressed promptly after the conclusion of this (and future Forums).

Ergonomics • Facilitators: V. Finley & W. Gervasi • Approximately 30 participants in session • Computer Division • Theory – Computational Plasma Physics Group • Technicians • Most important issues to participants • Computer Work Stations (keyboards, mice, etc…) • Ergonomic Assistance • Low Back Pain/Eye Strain • Field/Technical Shop Operations (to a lesser extent)

Ergonomics • Computer Work Station Concerns: • Eye strain – auto prompts (software) and task lighting • Monitors – proper refresh rate, green good color, reduce glare, LCD vs. CRT • Desks – steel case not designed for computer use, new computer desks • Chairs – not adjustable, padded, etc… • Keyboards – “Comfort Keyboard” and different styles for different tastes • Mouse location – right & left, wireless, track, gel rests

Ergonomics • Potential Root Causes for Ergonomic Concerns: • Insufficient attention to ergonomics as a way to keep employees healthy and maintain productivity • Lack of sufficient funds to purchase new, ergonomic furniture and equipment • Not enough guidance to properly set up an ergonomic work station (e.g. chair height, keyboard design, mouse locations, etc…)

Ergonomics • Summary of Solution Options: (by relative importance or greatest impact) • Ergonomic Information on PPPL Homepage • Create and post a self-assessment form • Provide useful links to ergonomic information • Show examples of proper workstation set up • Ergonomic Assessments by IH or OMO • Offices/Workstations • Specific Procedures • Exercise/Stretching • To reduce back & other body aches/pains • Take breaks, change positions, stretch • Group Sessions (before/after work/lunch) • Furniture & Equipment • Improve quality/selection of computer workstations • More comfortable conference seating • Anti-fatigue Mats/Task Lighting • Tools (moving loads vs. carrying)

Ergonomics • Forms (1st Step - Self Assessment) • http://www.eh.doe.gov/feosh/checklist.pdf

Ergonomics • Links: For more Information • Department of Energy (DOE) http://www.eh.doe.gov/feosh/ (search for ergonomics) • Princeton University (PU) http://web.princeton.edu/sites/ehs/workplacesafety/ergonomics.htm • Occupational Safety and Health Administration (OSHA) http://www.osha.gov/SLTC/etools/computerworkstations/

Standing Upright Sitting Declined Sitting Reclined Sitting Ergonomics • Photos: What is good? • The following reference postures all provide neutral body positioning. It is recommended that you change position regularly. Note: A neutral position is one in which joints are naturally aligned. This reduces stress and strain on the muscles, tendons, and skeletal system.

Ergonomics • Breaks: Make the most of Breaks • Auto-Reminders • Adequate Breaks • Change Posture • STRETCH!

Ergonomics • Closing Comments • Employees want Ergonomic improvements, because they see benefits for the Lab as well as for themselves. • Some groups have insufficient funding to make these improvements, and thus they look to management for their support. • Happier & healthier employees are better employees.

Feedback & Improvements • Participants: • Council; Shane Bush • Facilitators: Andrew Post-Zwicker, Steve Baumgartner • Summary of most important issues of interest to the participants in this session • Peer Pressure NOT to stop work. • Fear of Reporting. • Make Safety Walkthroughs more effective.

Feedback & ImprovementsPeer Pressure NOT to Stop Work • Potential root cause(s) for concerns • Emphasis on Budget and Schedule • May hurt the lab in DOE metrics • Summary of Solution options • Regular meetings to focus on latent errors and issues. • Add Behavior Based Safety Training • Training to approach people in a non-threatening way (help not criticize). • Role-play in ‘Hazard Awareness Training’ • Telephone number to report unsafe behavior.

Feedback & ImprovementsFear of Reporting • Potential root cause(s) for concerns • Fear repercussions from co-workers or management. • Held up as an example of “what NOT to do”. • Summary of Solution options • Promote identifying latent errors. Incentives. • Reinforce that issues need to be reported regardless of the numbers or impact on safety record. • Institute Anonymous “whistle-blower”. • Reinforce training that reporting near misses helps identify latent errors and potential accidents.

Feedback & ImprovementsMake Safety Walkthroughs More Effective • Potential root cause(s) for concerns • Mostly negatives reported. • Technicians not involved. • Not taking place during activity. • Summary of Solution options • Praise the positive (4:1 ratio). • Promote pictures of best practices. • Make walkthroughs a talking point at Council meetings. Highlight safety improvements. • Change to activity based walkthroughs versus geography.

Closing comments • Group displayed a genuine commitment to safety. • Behavior Based Safety Training is the only way to progress to the next level. • Commitment to emphasize the positive.

SAFETY FORUM Breakout Session- Hazard Controls John Lacenere Tom Meighan

PPPL Safety Forum Breakout Session-Hazard Controls • Approximately 15 individuals participated in the Hazard Control session • The following is a summary of most important issues of interest to the participants in this session as well as suggestions to address them:

PPPL Safety Forum Breakout Session-Hazard Controls – Key Areas of Concern • JHA confusion • Is it needed for every job, is it an official document? No two in the group had the same interpretation; some agreed about some aspects, but not all • Sharp Objects • Hazards handling of newly fabricated parts with sharp edges • Proper disposal of sharp objects and proper handling of containers with sharp objects • Dangerous elevated access requirements • The NSTX test cell has dangerous elevated access requirements • Arc Flash Hazards • After EUT training, the general consensus was that only qualified people should be operating breakers/disconnects

PPPL Safety Forum Breakout Session-Hazard Controls – Key Areas of Concern • Indoor traffic and blind spots at intersections • Improved lighting, especially after hours • Install mirrors at blind intersections • Uneven flooring in Test Cell (grounding cables) • Problematic when moving equipment daily • Worn tools and their timely replacement or repair • It is the responsibility of the worker to inspect his tools prior to use • Lab should budget for repair/replacement of worn or defective tools

PPPL Safety Forum Breakout Session-Hazard Controls – Key Areas of Concern • Improper use of Fitness Room equipment • Post signs that show proper use of equipment • Provide equipment orientation and training videos either on-line or in library • Perception – “Hazard controls are hap-hazard” • Hazard signs communicate hazards, but often don’t say what to do • We are “DO NOT” driven rather than “DO THIS” • Barrier tape colors should be used to indicate the level of hazard that is present • Re-think human element “defensive” posture per Safety Forum speaker (Shane Bush)

PPPL Safety Forum Breakout Session-Hazard Controls – Closing Comments • Group discussion was positive and affirmed the quality of our safety program and its importance to PPPL • Program improvements focused on: • Proper training for tasks to be performed • How we presently configure temporary hazard barriers and warning signs for projects • Good housekeeping is essential for a good safety program • Proper handling of sharp objects • Proper disposal of sharp and heavy objects in appropriate containers and avoiding overloading those containers

Questions How do we assure that off-site people are working safely? How do off-site workers know the hazards they face? What steps should they take in their work to ensure safety? What safety lessons can we learn from our collaborators? Groupings Collaborations broke into categories with widely differing issues Large domestic collaborations University scale domestic collaborations Foreign collaborations Each group had distinct issues, although some similarities were seen Off-Site Research • ~15 participants from PPPL, GA & MIT

Off-Site Research • Issues - Large Domestic • In general, large domestic collaborators (GA, MIT) have well established safety systems • Conflicts sometimes arise between PPPL safety rules/procedures and those set by collaborators • e.g. JHA at PPPL vs. HWA at GA • We need mechanisms for reconciling differences that do not insult our collaborators safety programs & culture

Off-Site Research • Issues - Large Domestic (cont’d) • It is sometimes difficult for off-site managers to monitor the training status of collaborating PPPL employees • Need a better mechanism for informing off-site supervisors of PPPL training status (who are often not the primary supervisor of the employee doing the work) – see “Training” comments • Training is often duplicated at between PPPL and GA/MIT • Is it possible to coordinate (at least some) training requirements with large domestic collaborators to reduce or eliminate duplicate training requirements?

Off-Site Research • Issues (University Collaborations) • PPPL may be seen as safety “experts” • Different cultures & different rules at universities • JHA w/ help of ES&H staff • Better involvement by ES&H professionals would be helpful during development of MOUs and collaboration agreements to help define ES&H expectations for the collaboration • Better planning and coordination w/ assistance of ES&H professionals would be helpful • Suggestion:JHA review by both PPPL and host institution’s research and ES&H representatives

Off-Site Research • Issues (Foreign Facilities) • Signage often not comprehensible at foreign facilities • Many foreign facilities have very different safety cultures than the US, and this varies from country to country • ES&H issues should be considered in bilateral agreements whenever possible • What are the liability issues & governing rules for ES&H matters overseas? • How do you “adapt” to local safety standards and ES&H culture? • Is there “regional variation” w/in some countries? • These issues will be more prevalent as foreign collaborations expand

Off-Site Research • TRAINING: • Dual training programs are often required for off-site collaboration • It would be helpful if PPPL and collaborating institutions could develop some agreements on “reciprocal” training among collaborators. • There are often lapses in notification for expiring training • Is it possible to make training status available on the web? • Only direct supervisors/managers get training status reports – this doesn’t help project managers • How do we handle recurrent training requirements for off-site employees? • This is a consequence of the revised training policy.

Off-Site Research • What Can We Learn from Collaborators? • GA seems to be more flexible in offering training for collaborators – more flexible scheduling for some classes (e.g. confined space, electrical, etc.) • Smaller classes at different dates/times • GA Safety Board • Composed of workers and chaired by ES&H Manager • Members serve 2 year terms. • Board reviews all Hazardous Work Authorizations • Board encourages worker participation and buy-in. • Peer Training: • GA offers training on the shop floor, lead by peers (e.g. Power Tool Training) and facilitated by ES&H staff. • Better buy-in and a more attentive audience. • PPPL should include basic hand & power tool training in Grad Student ES&H training requirements • MIT has an electronic system to notify employees of upcoming training. • Are there more or better uses for computer-based training?

Off-Site Research • Closing Comments • Follow-up is the key to demonstrating management commitment! • Do a better job of communicating the safety improvements – not just posted on the web somewhere.

“Risky Behavior” • Approx. 30 people (SRO) discussed concerns centered around the small group safety meeting topics • Motor vehicles/ roadways • Housekeeping • Work Practices • Spills/ slip hazards • The concerns addressed can be boiled down to the following: • Complacency/behavior (Culture) • Knowledge of Rules (or lack of) • Conditions of Facilities/Roadways • PPPL Policies/Procedures

“Risky Behavior” • Motor Vehicles/Roadways • On-site traffic patterns and road postings are not adequate • Add one-way routes, stop, yield and pedestrian signs • Roadway obstructions (trailers, dumpsters) • Provide reflectors/mirrors/signage at obstructions for visibility • Provide parking for “delivery” vehicles at Security Gate and at lower lot building entrance • Establish rules for employee, gov’t, emergency vehicles • Maintaining speed limits • Explain the rules (if exit gate must fully cycle for each vehicle, open 2nd exit lane)

“Risky Behavior” • Housekeeping • Post a Safety Bulletin regarding office housekeeping (paper storage, common hazards, respect for Janitors) • Establish a mandatory clean-up day • Identify Dep’t storage areas w/responsible person • stored pieces should be labeled/inventoried/reviewed • Need to streamline procedures for “excessing” equipment • Schedule area “clean-up” at completion of a job • Employees need to be aware of what goes in the trash. • Metal shavings should go into recyclables. • Consider dedicated receptacles for “sharp” trash

“Risky Behavior” • Work Practices • Establish more effective use of lab and shop space. • Consider restoring shops not being used to their full potential. • Update the JHA procedure to ensure proper use of barriers/cones • Tools/training better than in the past. • Users should have more input in specifying guards/prescribed PPE • Ladders around the site are often under lock and key. Consider going to combination locks or have additional keys for those who have completed training • Stools/step ladders always seem to be in short supply. • Make available in work areas.

“Risky Behavior” • Spills/ Slip Hazards • Safety Bulletin reminding staff to obey Rest Room closure signs and to clean up after themselves (small spills can create slip hazards) • Low spots on some sidewalks puddle easily • Repair to prevent risk of injury • Trails outside of D-Site fence require some filling/grading • Closing Comments • Do our rules address the hazards at hand? • PPPL must remain aware of how safety rules evolve. Review our current policies on hard hat requirements, the need for safety glasses, safety shoes, etc.

Safety Communications • Fifty Participants in Our Session • Summary of Important Issues • Intra-group and Inter-group Communications • Work which may require support from 2nd Group • Shift-to-shift work • One-Way Communications • People don’t heed signs, too many/unclear • Need clear, concise e-mails, no jargon • Feedback • Alerting others of unsafe conditions • Emergencies, phones Patti Wieser Mike Kalish

Safety Communications • Potential Root Causes for Concerns • Communication within and among groups needs improvement. • Ineffective signs, e-mails, newsletters. • Trepidation communicating concerns to fellow workers and ease of reporting to management.

Safety Communications • Summary of Solution Options • Reinforce “Ask the questions” • Encourage reporting • Publicize — CALL JERRY • Publicize SOS box on the web • Creation of Safety Spot Award • Signs • Replace some signs with barriers or tape • Produce simple, clear signs and e-mails • Remove unnecessary and out-of-date signs • New tools • Real-time chat room for COE during operations • Centralized calendar of events

Safety Communications • Closing Comments • Make it easy to report safety issues. • Use new tools to facilitate information between groups and shifts. • Improve signage. • People care about safety.

Safety Communications Other Comments • More phones in remote locations • Publicizing rule changes, i.e., if new signs note new rules about wearing hard hats or safety glasses, send an e-mail to all staff.

SAFETY STANDARDS • We had approximately 18 people from a broad spectrum of Laboratory personnel • Our Most Important Issues: • Safety Barriers and Tags - Usage, Acquisition, Availability, Notifications • Space Heaters - Policy, Acquisition, Usage, Type • Changing NFPA 70E Training Requirements - Consistency • JHA - Laboratory Expectations Unclear

SAFETY STANDARDS • Safety Barriers and Tags • Closing the Loop - Removing Tape/Signs/Tags/Barriers when not required • Barrier Selection - When to use DANGER vs CAUTION? IH determination? What about rope or yellow chains? • Stockroom Availability - “When you look, it’s not there.” • Trend usage • Re-order frequently • Multiple sources

SAFETY STANDARDS • Safety Barriers and Tags (cont’d) • LOTO DANGER Tag • Unannounced Changes • Poor Quality • Nobody Owns This! • Safety and Environmental Changes • SOLUTION - More Communication - email, bulletin boards, Safety Bulletins, Hot Line, etc.

SAFETY STANDARDS • Space Heaters • People are Cold! • Can We fix the Problem w/o Space Heaters? • Policy - Are space heaters allowed?Should we have a policy? • What should we buy? (coil/fan or oil/radiant?) Who can approve? • Consensus is we should allow them, just need to describe the constraints.

SAFETY STANDARDS • Space Heaters (cont’d) • Solution may be Safety Board Consideration with Maintenance, ESU, AC Power and Procurement contributing.

SAFETY STANDARDS • Changing 70E Requirements • BES/EUT “rules” confusion • Reference cards need updating • “qualification” confusion • EUT Testing overkill for some jobs • Solution may be Electrical Safety Review Board recommendation.

SAFETY STANDARDS • JHA - A Question of Rigor • When does IH have to sign off? • When do I have to send it to IH? • Bottom Line - Risk Avoidance“If I don’t, will I get spanked?” • SOLUTION - Communication of Clear Expectations (see von Halle memo)

SAFETY STANDARDS • Closing Comments • COMMUNICATION! • If Things Change - Tell Us About Them! Don’t Save Them Up. But Be Consistent! • Keep Talking - Reminders about how JHA (for example) works aren’t lost. • Consider Changes Deliberately - Confusion is Unproductive and UNSAFE!

ES&H Executive Board Meeting 2006-2 May 25, 2006