FY11 ESH Management Review Environment & Life Sciences Directorate 11/10/11

1. FY11 ESH Management Review Environment & Life Sciences Directorate 11/10/11

2. FY11 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 FY11 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 - Issues from FY10 - FY 11 Performance • Audits/Assessments • Corrective/Preventive Action • Performance - FY11 Objectives & Targets Status - FY12 Objectives & Targets

3. ESSH Policy No suggested changes to policy based on FY11 performance Awareness of policy still a challenge—ongoing communications help

4. Current ELS Directorate Information

5. ELS Research Operations Staff • Directorate Staff: • Bill Gunther • Ann Emrick • Bob Colichio • Staff from other science directorates: • BES- Diane Cabelli (0.2 FTE) for MO PET Imaging • GARS- 2.4 Dept FTEs for EE Support • Matrixed ESHQ Staff: • Cheryl Burns (BO/MO) and Nick Contos (EE)– RCD • 4 FSS Technicians • Nancy Felock (BO/MO/CC) & Mary Chuc (EE) – SHSD • Joy Haskins (ELS) – EPD • Chuck Gortakowski- QMO • Financial Investment: • Total “Direct” Costs of ESSH: ~$1.5m

6. Overview – Aspects and Hazards • FY11 Changes – Isotope Production Facility to CAD (aspects in Red transferred to CAD).

7. FY11 Performance Review of past FY EMS and OSH Performance

8. Before we get into FY11…Follow up from FY10 Management Review

9. System PerformanceWork Planning and Control ESR Profile • Experimental Safety Review (ESR) • Subject Area revised-minor improvements • Electronic ESR system in use for long term bench scale experiments. ELS- ~90% ESR in system (Goal was 100%--some complicated synthesis ESRs not converted.) • System in need of a revision-IT support currently allocated to do it. • Non-Experimental Work Planning • Subject Area Revision requires some implementation • Revised Work Permits • Training Issue: electronic ESR still requires consistent IT support Concern: ITD—needs to maintain programming support for all “ESH Systems” Action: 1) eESRDevelop final end-state agreement, timeline and resource commitment (in process). 2) Prioritization of IT resources.

10. System PerformanceFacility Safety • FY11 Status: • 9.4T MRI – review hazard analysis docs and update- did not do since it’s moving to SBU • 4T MRI- finalize revision of hazard analysis – still in process (90%-needs final SME review) • Laboratory (Room) Hazard Analysis – used Hazard Validation Tool • FY12 Plans: • New “Facility” CERF-Mouse Irradiator needs to be re-approved for NASA & Low Dose programs. • 0.5Ci Cs137 in CERF. Has not been used in >20yrs • Pre-ORE identified minor issues—upgrade to interlocks, lighting, SOP update • ORE Scheduled. • ERE and move of the 9.4T MRI (Pre-ERE conducted) • Planning for Refurbishment of Cyclotron Issue: Several high priority items Action: Overall ESH support needed for FY12 to support these.

11. System PerformanceROCO Status 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    Room/Lab Space   Update Keyplans ~50% CMS Re-inventory Run Hazard ID tool Walk down of all spaces Evaluate PPE (Setup Storage Areas & Distribute) Post revised placard Review Cryo & Comp Gas • Evaluate need for “CSM”: • Hazard footprint • Number of workers • Type of workers • Amount of space   • COMPLETED • 23 Bldgs (4 main res. Bldgs) • 900 “Rooms” • 200,000 sqft space 

12. System PerformanceROCO Enhancements Needed • Improvement Opportunities: • Communication to building occupants inconsistent • Process needed to ensure joint prioritization of safety related Work Orders. • Defined Hazard validation process • CMS- finalize re-inventories and improve system to maintain inventories. Issue: Interfaces between ROCO, ESH & F&O still maturing. Action: Re-visit R2A2s and ensure clear roles and responsibilities. Continue to work together to resolve system issues. Better communication imperative.

13. 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, >97% Completion throughout the year.

14. Worker Safety & Health Performance • IH Monitoring Highlights: • 490 Ventilation- >300 air/wipe samples for metals. ($3M for remediation!) • Animal Allergens– highest exposure at dumping station reduced 190% by enclosing bottom of station. • As part of Hazard Validation: • Compressed Gas – In process. • BO/MO Reviewed all setups. Common problems-pressure relief and tubing. • Cryogen Safety – BO/MO reviewed all storage and use. • CMS – • Reinventoried and reconciled 80% of Biology inventories (Bldg 463) • Reinventoried PET Tracer and synthesis lab inventories in Bldgs 555 and 901 • Changing requirements continue to be a challenge. Especially those without our input and without implementation plans (e.g. Machine Shop Safety, Readiness Evaluations). Issue: Implementing new systems (e.g. haz validation, RSMs) and at the same time changing requirements has been challenging. Action: Improve rqmts mgmt process?

15. ELS FY11 Injuries • Days since last reported lost work day due to injury: • BO: 2701 • MO: 5080 • EE: 451 • CC: 5423 • No OMC first aid reports for ELS • Focused Training Improvements: • Needle use training • Hands On Animal training

16. Radiation Control Performance- Imaging • Data:  • 5 personal contaminations in 12mo period • PET Rad Stand down in February • Improvements: • Lab Manager assigned • Daily debrief and planning meetings very effective tool • Engineered controls put in place (splash shields, needle parking stations) • Safety Observations: • FSS- 7 in Imaging- All were favorable. • DOE Surveillance of PET-favorable • Corrective Action Plan Effectiveness Review – 1st Qtr FY12 • ALARA • FDA Good Manufacturing Practices result in need for higher activity for certain tracers contributing to an increase in extremity dose. Need to raise extremity ACL to 10 Rem in CY12; still well under BNL limit of 50Rem Overall Status: Corrective Actions in place, effectiveness evaluation scheduled Issue: Increase dose to rad workers Action: Increase ACL (Still well under limits)

17. Radiation Control Performance • EE-1 RAR/SCBNL • A Trace Gas Analyzer was purchased via a third party. This detector had an old tritium source that was not labeled; upon handling some tritium was dispersed. • This event was raised to a Management Concern and a Lessons Learned was submitted on “Third Party Purchases - Buyer Beware.” • Rad Sealed Source Stand Down • Reviewed our sealed source inventories • Reduced BO inventory • Made changes to transportation activities • Animal Transport & Radiotracer Transport 901 to 490 • Concern that BNL wide corrective actions will bring additional programmatic costs; Training, Friskers, FSS

18. Environmental PerformanceRegulated Medical Waste Over 7,000 lbs of Medical Waste was shipped in FY 11 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 in FY12. Issue: Granulator not yet in use. Action: Complete installation/WP for granulator

19. Environmental PerformanceCleanouts Bldg. 901 Vault 490A Rad Lab IN PROGRESS Issue: Still more to do Action: Continue funding housekeeping project- BIG benefit to Space Optimization project • Large projects: • Over 1000lbs of unwanted chemicals disposed of with housekeeping project funds • Bldg. 463 Greenhouses • Bldg 901 Vault • 2000 sqft lab space totally cleaned • EE Surplused 546 barcoded items • Still more to do- key to success D&D techs • Bldg 901 Vault – Still many Rad items • Bldg 490A – Over 700 Chemicals to dispose of, Legacy Rad Materials still in clean up phase • Bldg 463 STEM, retiree labs (10k space) 19

20. Results of Audits

21. FY11MajorAudits/AssessmentsSummary

22. FY11 Clinical/Animal Audits Summary

23. FY11 Tier 1 Program Biology & Medical • Electrical Distribution – Open knockouts, incorrectly terminated wires • Work environment- Department- placards, postings

24. FY11 Tier 1 Program- Environmental Science Issue: Trending is difficult due to “focused” Tier 1s.

25. ELS DirectorateSatellite Accumulation Area Compliance • Compliance for the Directorate has consistently been at or above 90% for the fiscal year.

26. FY11 Manager Work Observations ELS Total: 186 Required—187 completed • All managers met their annual goal • Most common issue remains housekeeping. • PPE –still a work in progress in field—behavior not yet learned. • 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. Goal: Same as last year (12 per mgr/yr)

27. Corrective and Preventative Actions

28. FY11 Events/Issues Management • 4 New ORPS/1NTS • Personal Clothing Contamination during radiopharmacy production • Personal radiological contamination during benchtop work • Recurring contamination events during research with radiotracers (NTS) • Trace Gas Analyzer with unlabeled tritium source • 2 Closed ORPS with open Corrective Actions: • Recurring Contamination Events During Research w/Radiotracers • Effectiveness Evaluation (scheduled) • Renovate Green Hood (due 12/31) • Lessons Learned (in process) • Legacy Source discovered during decommissioning • Lessons Learned (in process) • ELS Categorized events: 21 events categorized of 279 for site. Issue: Events Mgmt- Time consuming for already stretched staff Action: Gradedapproach to investigations important. Will use new QA Rep

29. Outreach Changing Circumstances

30. Communication & Stakeholder Concerns Stakeholders: • 0 Spills caused by MO/BO personnel • New animal use policy discussions Outreach: • ~40 summer students plus 3 summer schools/workshops • Safety review discussions, newsletter, meetings. Issue: Onboarding of students still worrysome Action: Meeting to streamline process and ensure proper training/mentoring

31. Changing Circumstances Same as FY10! • Less assessments but still a lot..Quick count– 18 Major Assessments in FY11 • PPE Requirements, hazard ID, placards – in place but still not fully learned and need a documented program in place • Many Subject Areas changed– difficult to keep up • Blue Print Projects- ROCO, ESH, IFM, etc. • General sense of uneasiness leads to distraction when working. Challenge—many changes. Difficult to focus on ELS-specific priorities because we are responding to Institutional changes (e.g space optimization project)

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

33. Performance on FY11 Objectives & Targets

34. Performance on FY11 Objectives & Targets

35. Proposed ELS FY12 Objectives & Targets • Facility Safety • Cyclotron Refurbishment • microMRI move • “Mouse Irradiator” restart • Pressure Vessels-SHSD goal to inventory pressure vessels. • Chemical Safety • Chemicals with physical hazards (e.g. Pyrophorics, Highly Reactives, etc) • Finish CMS reinventory and retraining- need better system to maintain • Electrical Safety- Targeted training for WCCs, Res Ops. • Space Optimization-Cleanup- Disposition of excess materials • Large areas of Bldg 463 could be emptied. • Complete 901 Vault cleanout • Complete 490D Rad lab

36. Proposed Institutional Improvement OpportunitiesRequirements and Corrective Action Management • Requirements are changing, often times as a result of corrective actions, without input from Line Orgs. and with inadequate Implementation Plans Some examples: • Radioactive Waste Management – surveying inside waste bags • Machine Shop Safety – Employees/Users only; additional responsibilities • Readiness Evaluations – Shift in interpretation of scope • Compressed Gas safety – No smoking postings Action: Need a peer review of corrective actions; cost/benefit analysis and Implementation Plan as part of proposed change & review to help ensure . full impact is understood and changes are workable/sustainable.

37. Proposed Institutional Improvement OpportunitiesLab IT Systems & Prioritization of Support • ESH IT Systems • Hazard Validation Tool – overall program required (HIP, review and approval & communication, etc.) • Electronic ESR – Lack of consistent IT support. • Tier 1 Database – FY10/11 eESR Support diverted to this as priority • Work Observation Database - tracking/trending/followup • CMS Database - difficult to keep inventories current • Overall need to connect data between system for efficiencies and to remove error. Overall need to connect data between system for efficiencies and to remove error (HR, HVT, eESR, Space), and to prioritize ESH IT needs. Action: Request Laboratory Level IT System Architecture and Prioritization of IT priorities addressing Lab Organizational needs

38. Summary • 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. 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?

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

41. ELS Traffic Violations – bruce update • - Majority moving violations • 271 total for site (8%) Issue: Traffic safety continues to be a management concern. Action: Participate in site wide program

42. SAA Compliance ELS

43. Environmental Sciences Department Total Waste Generation = 3250 lbs.

44. Biology Department Total Waste Generation = 2739 lbs. • Biology Department disposed of 200lbs of chemicals with Housekeeping Project funds

45. Medical Department Total Waste Generation = 4136 lbs. • Medical Department disposed of 854lbs of chemicals with Housekeeping Project funds

46. ELS Directorate Waste Generation

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

48. ELS Financial Investments – ~ 1.3 FTE Safety & Health Rep and 0.8 FTE Environmental Rep not included (in G&A) FY10 & FY11 Total Costs FY10 Direct Department Costs

49. ESH Compliance Summary– ELS Status 49