HSS ISM Feedback Teams Next Steps

1. HSS ISM Feedback Teams Next Steps November 7, 2008 Kem Robinson

2. Outline • Brief review of approach to scientific division preparedness • Feedback and impressions of mock interview training • Communication • Schedule going forward • HSS interview techniques and approaches • Reviewer Handling • Additional Details (as time permits)

3. The approach for scientific divisions preparedness • Identify basic HSS emphasis areas(details to follow) • Identify topics / issues needing strengthening within Lab(details to follow) • Hold divisional and small group stand downs • Train and field Feedback Teams(details to follow) • Train and practice divisions on reviewer approaches and handling(details to follow) • External red team: Dec. 8-12, 2009 • Continuously identify, communicate, and correct weaknesses While the immediate focus may be on review preparation, this is part of a long term to improving our overall safety performance and culture “Doing great science is exactly the same as ISM.’ – Steve Chu “Best in Science – Best in Safety” – Arun Majumder

4. Train and field Feedback Teams • Responsibilities • Learn and understand ISM and HSS interview approaches • Test people and technical area preparedness through mock interviews • Provide feedback to people, PI/supervisors, divisions to help improve preparedness and overall safety • Document weaknesses, gaps • Assist within division • Visit and interview other divisions Goal: • All technical areas covered once • Identified areas covered multiple times • Feedback Team identified • Division Self identified

5. Continuously identify and correct weaknesses • Targeted training • Additional targeted stand downs • Specific walkthroughs • If something is identified – fix it NB: Preparing and addressing only items and areas addressed by Craig Rife (DOE-ORO) won’t be sufficient. Each reviewer will have his/her areas of emphasis and expertise.

6. Feedback/Impressions of Mock Interview Training • Field training context – Craig Rife DOE-ORO • 12 sessions 90 minutes each • 10 division visited • Focus on people, their work and environment • Your impressions / observations • Interviewees • Observers/trainees “I think one lesson is that the HSS people are likely to hit us on simple things (lab or shop – chemical or waste or lifting – safety, rather than accelerator safety), and keep digging until they sense hesitation, and then move in for the kill. So, the bottom line is that knowing the basics and being able to confidently express them will serve us well.” – Ben Feinberg, ALS

7. Communication: How best to achieve? • We have very little time (only 44 working days left) • The extent and depth of the communication essential • The communication must include verification of comprehension • What to you recommend?

8. Schedule Going Forward • HSS Audit Experience at ANL, BNL, JLab, Nov. 13, 2008 10:00 am • Feedback Team Deployment • Within home division until Nov 23, 2008 • Assist divisions as needed by division management • Cross division scheduling Nov 24, 2008 - Jan 23, 2009 • No deployment during HSS Scoping visit: Dec 3-4, 2008 • No deployment during HSS Planning visit: Jan 12-16, 2009 Jan 6-8, 2009 • HSS Scoping Visit: Dec. 3-4, 2008 • Involves division directors and potentially safety coordinators • Will include observing tours • LBNL Red Team: Dec. 8-12, 2008 • External eyes to view our preparedness • HSS Planning Visit: Jan. 12-16, 2009 Jan. 6-8, 2009 • Will include field visits • HSS Data Collection Visit: Jan. 26-Feb. 6, 2009 • Full field deployment

9. HSS Approach • HSS is already looking at all of our data • ORPS • Injuries • Corrective actions / validation / verification • HSS is likely to embed in various areas • They will watch meetings • They will watch incident responses • They will watch work performed • They will watch management follow up • At the end of the day they will all compare notes • Transition from local finding Institutional finding • LBNL and BSO are both being audited • For every major finding LBNL gets • BSO will get a finding as well

10. HSS Interview Approach • Not confrontational • Goal of reviewer is to get evidence • Confrontation only communicates attitude not evidence • First seeks to establish rapport • Gets people comfortable • Transition from rapport "chit-chat" • What do you do here? • Observes work/lab area and asks about something • If reviewer senses agitation often assigns a task to lower agitation • Goal is to extract maximum evidence • Will start to "pull the string" • Reviewer knows where he/she is going • Wants to know what the person knows and how well he/she knows it • Will ask ever more probing questions • Generally won't point out deficiencies at the beginning

11. Reviewer Handling -- Context • Be professional and courteous throughout • Provide escorts during the entire process • Laboratory • Divisional • When an area identified or targeted, • Lab escort notifies division escort immediately • Division escort notifies supervisor/PI ASAP • Division escort meets reviewer and Lab escort outside of targeted area • Try to have the supervisor/PI present when showing up • Have a set of locations ready • Don't attempt to limit or channel access • Insist that reviewer meets all safety control requirements of an area for an escorted visitor

12. Reviewer Handling - Interview • Answer the question • Answer only the question • Be concise – speak in sentences not paragraphs • Ask for clarification – know what is being asked • If you don't know, don't guess • “I'm not sure, let me: • Check with my supervisor/PI.” • Let me check my JHA.” • Let me find out.” • Don’t • Argue • Challenge • Attempt to mislead • Defend the undefensible • Do • Remain calm • Ask clarifying questions • State what you’ve been trained / know • If statement doesn’t agree with what you’ve been told • Refer to higher authority PI/Supervisor, Division, EH&S Subject Matter Expert • Call in reinforcements as needed • PI/Supervisor • Subject matter experts

13. Reviewer Handling – Item Correction • Thank the reviewer for pointing it out • If can be fixed immediately - FIX IT! • If it can't be fixed immediately • Stop affected activity • Take anything required out of service • Let reviewer know it will fixed • Get the information back to the reviewer that it has been fixed • Inform the reviewer that it has been entered into CATs • Don't let anything fixed revert back to the initial condition • HSS will follow up to verify

14. The approach for scientific divisions preparedness • Identify basic HSS emphasis areas • Identify topics / issues needing strengthening within Lab • Hold divisional and small group stand downs • Train and field Feedback Teams • Train and practice divisions on reviewer approaches and handling • External red team: Dec. 8-12, 2009 • Continuously identify, communicate, and correct weaknesses Additional Details

15. Identify basic HSS emphasis areas • ISM demonstration through practice • Work planning • Chemical management • Environmental • Radiation • ORPS follow through • LOTO • HSS is a dedicated principled organization fully believing in safety. We need to show them that we, too fully believe in safety as a core ethical value

16. Identify topics / communication needing strengthening within Lab • JHA • PI/Supervisor is first line management responsible / accountable • Housekeeping • Food / Beverage • PPE • What is required • How do you use them • Electrical • Pressure • Lifting Fixtures

17. Identify topics / communication needing strengthening within Lab (2) • Chemical Management • Radiation protection • LOTO • When is it required? • What does authorized mean? • Transportation / shipment of hazardous materials • Sharps • Single blade razor • scalpels • knives

18. Hold divisional and small group stand downs • Discussions with every single person • In depth review / revision of JHA • Work planning and control • Careful inspections • Areas • Practices • Equipment • Chemicals • Implementing Lab policies • PPE • Food / Beverage • HMS database / Area Safety Lead • CMS database • Transportation / shipment hazardous materials