A Program Users Group Was Formed in July 2009

1. Non-Construction Safety Assurance for Subcontractors, Vendors and Guests Working at LBNL Facilities Program Status Update Mike Ruggieri Division Safety Coordinator Meeting November 13, 2009

2. A Program Users Group Was Formed in July 2009 The Users Group meets once a month to discuss and provide input on existing and planned Program elements. Lee Aleksich (EH&S) Rumi Asano (PBD) Vivi Fissekidou (ESD) Stephen Franaszek (JGI) Gina Goodman (Procurement) Andrew Peterson (LSD) Mike Ruggieri (EH&S) Susan Waters (MSD)

3. Overview of SJHAWAs Generated in FY 2009 • ~ 20 non-construction service requisitions were generated per week and about 50% of those required SJHAWAs. • ~ 15% of the SJHAWAs were for high hazard work. • Five Divisions generated ~76% of the SJHAWAs

4. What were the Technical Assurance Activities? • Program performance data was gathered during Q3 and Q4 of FY 2009. • The safety assurance processes for 48 scopes of work were observed. • 136 SJHAWAs were reviewed • 109 were rated as low hazard • 13 were rated as high hazard • 14 were not rated • Three findings were identified

5. Finding #1: Safety Assurance Process Was Less Than Adequate for a Scope of Work • As part of a Traffic Survey, a powder actuated tool was used in an unsafe manner by a second tier subcontractor. • No SJHAWA was prepared for the scope of work, no pre-job meeting was held, and no work oversight was performed.

6. Finding #2: Completion of Some SJHAWA Forms Was Less Than Adequate. • Some of the 136 SJHAWAs reviewed lacked: • Signatures of Requesters (12%) • Signatures of Subcontractors (13%) • Work hazard ratings (10%) • Responses to all questions (12%) • Most of the SJHAWAs reviewed lacked an adequate description of the work.

7. Finding #3: Safety Performance by Some Subcontractors Was Less Than Adequate • Equipment being repaired was left energized and not locked out. • Work was stopped until the safety deficiency was resolved. • A Safety Deficiency Notice was given to a subcontractor for electrical safety and fall protection issues. • Work was stopped until the subcontractor resolved the safety deficiencies.

8. Pilot Program to Provide Arc Flash Calculations and Electrician Support Issues to be Resolved • Arc flash and shock hazard calculations for subcontracted electrical work are sometimes not timely and possibly overestimate hazards. • Some subcontractors are not qualified to safely perform electrical work at LBNL and require assistance from LBNL Facilities staff to perform the work safely.

9. What Were the Pilot Program Activities? • The pilot Program ran from August 24th to September 30th and included the following two activities: • A second electrical engineer was provided to support arc flash and shock hazard analyses for subcontracted service work. • The Facilities Division provided electrician support services for the safe and timely completion of subcontracted work at no cost to the requester division.

10. Results From the Pilot Program • The demand for arc flash calculations in support of pending subcontractor work authorizations was approximately one request per week. • The arc flash calculations performed at the end- user equipment did not generally indicate lower hazards than those calculated at upstream electrical panels. • The frequency of requests for LBNL electrician support for subcontractor scopes of work was less than one per week.   

11. We are Designing an Online SJHAWA Form that Will be Linked to a Database • Lesson learned and input from the Users Group is being incorporated into the design • The objectives of the online SJHAWA are to: • Increase the usability of the form • Improve the process for routing the form (for reviewing and editing) • Provide an effective system for managing SJHAWAs

12. What Features are Being Designed into the Online SJHAWA Form? Increase Form Usability The form will have drop-downs, pop-ups and hot links Non-applicable questions will be minimized Form spacing will flex for text entries The print version will be << 11 pages Online guidance will be provided for completing the form

13. Online SJHAWA Form Features Form Routing for Reviewing and Editing The database will generate a unique document link for draft SJHAWAs that will enable online reviewing and editing of the document by LBNL staff. Subcontractors will be able to view and edit draft SJHAWAs for their scopes of work.

14. Online SJHAWA Form Features Managing SJHAWAs Final signed SJHAWAs will be scanned and uploaded to the database. Support documents will also be uploaded to the database Cloning will be possible The database will be the repository for completed SJHAWAs and support documents. LBNL users will have access to all SJHAWAs and be able to search on Division name, key words, scope of work, vendor names, etc.

15. Schedule for the SJHAWA System Improvement Coding in November and December 2009 Alpha testing in January 2010 Pilot beta testing in February 2010 Roll-out in March 2010

16. Other Program Improvements • Updated EH&S Orientation for Subcontractors, Vendors and Guests (trifold) • Additional Lab-wide SJHAWAs • FAQ’s have been posted on the Program web page