Transition to ISMS Verification at the Idaho Cleanup Project

1. Transition to ISMS Verification at the Idaho Cleanup Project Integrated Safety Management Champions Workshop Brookhaven National Laboratory November 29, 2007 William W. Gay III ICP Operations Technical Support Director

2. Idaho National Laboratory Safety Landscape

3. Idaho National Laboratory Transition History

4. Strategic Plan (PLN-1993): ISMS vision • ISMS Project Office • Expert Technical Lead with continuity • Experienced team members • Span and overlap Phases I and II to build theISMS infrastructure — Requirements — Processes — Knowledge • Functional support managers team with line management • Subject-matter experts embedded in line organizations • Total commitment from the ChiefExecutive Officer and Chief Operating Officer Active involvement by the CEO enables ISMS verification. ISMS AXIOM Active involvement by the CWI President enables Phase I ISMS. Safety Axiom ISMS Implementation

5. ISMS Phase I Implements Guiding Principles • Comprehensive, integrated strategy • Identify functional support managers andsubject-matter experts • Requirements rolldown (Critical Assessment Institutional Verification Tool) — Everyone uses the tool — Consistent approach • Learn requirements and ISMS, butverifying not “training” • Review processes for gaps • Scrub the processes to remove nonrequirements and redundancy • Contractor External Assist Visit — Identified deficiency: Had not trained middle line management on Phase I ISMS “Interview line managers who are or will be responsible for administering the mechanisms of the ISMS” (DOE-HDBK-3027-99) ISMS Implementation

6. ISMS ISMS Implementation

7. Capture VPP Handbook requirements with tools ISMS Phase II Equals VPP Readiness • Apply feedback from Phase I • Capture VPP Handbook with workforce tools • ICP Toolbox —Creative way of presenting technical information —Pocket guide —Relevant — Workersupported —Targeted to verification readiness (ISMS, VPP, OA) • ICP Desktop Guide —Addressed Phase I deficiency —Line management teams with workers ISMS Implementation

8. WATCH WORK (this is the key) • Are processes being used? • Are the processes effective? • Technical experts have 1 on 1with key personnel • Multiple data points forexternal review • Managementinvolvement ISMS <=> Rubik’s cube Safety Axiom ISMS <=> Rubik’s cube ISMS AXIOM ISMS Implementation

9. ICP ISMS Phase II Verification Flow Chart ISMS Implementation ISMS Implementation

10. Key ISMS Implementation Lessons Learned • Use “verification”—a “reverification mindset” will miss the mark with new management • Don’t be fooled by great metrics—the longer since the previous ISMS verification, the more underlying weaknesses and gaps there will be; transition adds more • New management needs to adopt and adapt current practices to support workers, not management • Key personnel from the previous verification can provide continuity, direction, and invaluable lessons learned for the (re)verification process • Implement a formal plan identifying vision, strategy, and tasks • Ask the DNFSB for help and it will be given Lessons Learned: “Don’t change for the sake of change.” Management, not workers, needs to adjust if possible. ISMS AXIOM Lessons Learned: “Don’t change for the sake of change.” Management, not workers, needs to adjust if possible. Safety AXIOM

11. Key ISMS Implementation Lessons Learned • New management needs to understand that verification is a rigorous, structured assessment —GET READY —Involve the DOE Operations Office —Have external verification beforehand (CEAV) (DOE dress rehearsal) —Schedule work, interviews, and document reviews to support the DOE Verification Team’s objectives —Match each CEAV and DOE team member with a “shadow” —Distribute lessons learned from each day’s outbrief (“War Room”) • With active support of the CEO and COO — Phase I: 6 months — Phase II: 12 months — VPP: 14 months • WALK DON’T RUN (“Leave No Worker Behind”) — Implement ISMS prior to high-risk activities — Multiple data points to observe and verify not “train”

13. Result of ISMS Verification