FY13 ESH Management Review Environmental, Biological & Computational Sciences Directorate 12/5/13

1. FY13 ESH Management Review Environmental, Biological & Computational Sciences Directorate 12/5/13

2. FY13 ESH Management Review Scope & Agenda Scope • Senior Management shall review the Environmental, Biological & Computational Sciences Directorate EMS and OSH management systems to ensure their continuing suitability, adequacy and effectiveness. • The scope of this FY13 review includes the Departments (Biosciences & Environmental Sciences), the Computational Science Center, facilities, experiments and operations of EBC 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 - FY 13 Performance • Audits/Assessments • Corrective/Preventive Action • Performance - FY13 Objectives & Targets Status - FY14 Objectives & Targets

3. ESSH Policy No suggested changes to policy based on FY13 performance

4. Current EBC Directorate Information

5. Changing Circumstances • Renamed Directorate from ELS to EBC • First year of combined Biology and Medical Depts into Biosciences • New Chairman, David Schlyer • Eliminated clinical work and all primate work • Reduced rodent work by ~80% • Eliminated Radioactive Regulated Medical Waste Stream (except Sharps) • Shutdown 4T MRI Bldg 560 • Reduced space footprint by 60,000 sqft • Reduced # Active PI programs from 25 to 12 • Environmental Sciences • New Chairman, Martin Schoonen • Computational Sciences • New Director, Robert Harrison • Spread staff into Bldg 421 Reductions (yellow) from FY13 to FY14

6. EBC Research Operations Staff • Directorate Staff: • Bill Gunther • Ann Emrick • Bob Colichio • Research Space Mgrs (RSMs): R. Sautkulis, S. Sclafani, D. Alexoff • Staff from other science directorates: • BES- ESH Coord (0.2 FTE) for MO Imaging in Bldg 555 • GARS – 0.15 FTEs RSM, Bldg 815 • Matrixed ESHQ Staff: • Cheryl Burns - RCD • FSS Technicians • Nancy Felock– SHSR • Joy Haskins– ECR • Chuck Gortakowski- QA • FY13- Already Reduced FS Tech support by 1 FTE. • Will reduce more in FY14. SLA discussions in progress

7. Overview – Aspects and Hazards • FY13 – Hazard reductions include clinical, primate, nanomaterials, LOTO, Rad RMW. • *New Aspects added from Subject Area Rev.

8. FY13 Performance Review of past FY EMS and OSH Performance

9. System PerformanceWork Planning and Control ESR Profile • Experimental Safety Review (ESR) • Database still a work in progress • # ESRs is going down with staff/program reductions • ESRs are static—work is consistent year after year. • Non-Experimental Work Planning • Working on revisions to process • Work in progress Issue: Need to incorporate lessons learned-sample mgmt, maintenance & repair Status: Incorporate into ESR discussions

10. System PerformanceFacility Safety • FY13: • EE - ORE Completed D wing Bldg 815 • BO - Moved into new greenhouses, returned old houses • BO - Renovate 463 space in process • CC - Renovate Bldg 421 • Cleanouts: • 463 “phase II” upstairs – 3 EREs completed • 487 – Wielopolski- ERE Completed • 490 BLAF reduction – ERE TBD • 560 MRI • FY14 • Complete renovation of lab space 463 (B239) • Cleanouts/OREs: • 463 Phase II downstairs, other consolidation efforts • 490 Remaining BO & EE Consolidation/Reduction opportunities • 815 Fitts Lab C wing Working with F&O for “Smart Consolidation” to tie into Site Sustainability Goals where practical.

11. ROCO Status • Space Management • Buildings: • RSMs reviewing work order status, regular communications with FPMs, participate in ESRs. • Regular meetings with FCMs, FPMs, Dept.Mgmt • Working with F&O for “smart” consolidation to reduce costs and save energy. • Labs: • Hazard Validation for all • PPE re-evaluations still pending in many areas • ASOC Committee • Monthly meetings • System improvements • Safety surveys • Feedback from staff • HVT Data: • 22 Bldgs • 968 “Rooms” • 685 Placards • Issue: RSM function in shared bldgs (e.g 490) – security, emergency response, etc

12. Worker Safety & Health Performance • Highlights: • Ergonomic assessments (increasing) • IH Monitoring for decommissioned spaces– lead, cadmium, general PHS use • Hoods – still investigating 463 hood issue • SOP for pyrophoric hood in 901 completed • Many surveillances Issues: Very reactive– ladders, crane inspections, material handling. Many surveillances Action: Work with ESH to develop a common set of goals for reps?

13. Worker Safety and Health PerformanceEBC FY13 Injuries • Total Injuries: 7 – • 1 DOE Recordable / DART – (BO employee) Fell and suffered a slight concussion 7 for EBC

14. EBC Summary of Injuries- FY13

15. Radiation Control Performance • Data:  • In FY13 there were no unplanned radiation exposures, loss of control of radioactive material or contamination events for assigned areas. • All sealed source methodologies approved • Surveillances- No findings or concerns: • RCD Bioassay • RCD RGD Surveillance • RCD Cyclotron Surveillance • DOE Surveillances • Safety Observations: • By FS Rep: 15 safety observations from FS Rep for this Directorate were made with no unsafe work practices noted. • Noteworthy: • Regular informal meetings with FS and Imaging Mgmt • SOP for packaging, labeling and transporting autoradiographic plates between 901 and 906. It was approved by RCD management and staff was trained on its implementation. • RCD Support of Space Decommissioning/Transfers: • Survey of eqpt and space • Decontamination assistance Overall Status: No findings or concerns. Rad work dramatically reduced however still need rad support for remaining cleanout activities

16. Environmental Performance Issue: 1- Still more cleanouts to do. 2 Sustainability- communication? Action: Continue funding housekeeping project- BIG benefit to Space Optimization project • Sustainability • Shutting down power and other devices during shutdown and decommissioning. F&O involved in system shutdowns(e.g. HVAC) • Sustainability communication to all staff? • Cleanouts • Large projects: • Bldg 490A cleaned out & space turned back • Bldg 463 4-PI Entire wing of 463 cleaned out and returned • Bldg 490/487 – Wielopolski • Still more to do.. • BO >10,000 sqft space • Bldg 490A – Some remaining Legacy Rad Materials • Bldg 815 – C-5 cleanout 16

17. FY13 Cleanouts Before After

18. Environmental PerformanceRegulated Medical Waste Over 4,000 lbs of Medical Waste was shipped in FY 13, number is steadily declining Over 550 lbs of Radioactive- Regulated Medical Waste shipped in FY13. No further generation expected. P2 Proposal to reduce cost by using granulator was funded in FY11… should see 75% decline when granulator becomes operational. Many hurdles Issue: Granulator not yet in use. Pending IFM approval. Action: Continue to pursue granulator installation

19. Estimated FY14 RMW Profile by Generator • Clinical and most animal work ended FY13 • BO still major RMW generator (72%) • BO administers & pays entire contract & space (~$50k/yr) • WMD supplies the SME & labor (G&A) BO BO contribution will decrease significantly with granulator Issue: BO pays contract Action: Develop rate and charge Depts?

20. FY11 - FY13 Waste Profile Routine vs Cleanout FY13 Total Waste Volume • BO: 5882lbs • EE: 2381 lbs Does not include RMW waste Cleanout Waste is increasing, Program Waste is decreasing

21. Waste profile for BO has changed significantly due to termination of programs. Active programs paying for waste generated by groups who have left. Increasing Costs of Waste Disposal In “MO” >$200k from now inactive programs Overall Status: Active programs paying for terminated program waste. Action: Discuss allocation system with WMD to accommodate program changes.

22. Results of Audits

23. FY13Major Audits/AssessmentsSummary Action: More focus on chemical labelling, storage. Many “old” facility related findings—working with F&O to address

24. ComplianceFY13 EBC External Regulatory Status In addition to Institutional ESH Assessments, EBC has external regulatory reqmts which are all in compliance:

25. EB&C Directorate FY13 Tier 1 Inspection Program “Top 5” Categories • WED - Working Environment:  Department (114Findings) • ESD - Electrical Safety (Distribution) (82 Findings) • CG – Compressed Gas & Cryogenics (55 Findings) • CSL – Chemical Safety: Labeling (55 Findings) • ESE - Electrical Safety (Equipment) (50 Findings)

26. EBC DirectorateSatellite Accumulation Area Compliance • Compliance for the Directorate has consistently been at or above 80% for the fiscal year, slightly lower than FY12. • Number of SAAs continues to decrease in both departments. • Open Waste Containers was leading issue for FY 13 Issue: Need full compliance Action: Educate researchers and have them focus

27. FY13 Manager Work Observations EBC Total: 193 Required—195 completed • All EBC managers met their annual goal • Good opportunity to solicit feedback from staff regarding issues/concerns. • Database reports not compatible with IE10. Goal: Same as last year (12 per mgr/yr)

28. Corrective and Preventative Actions

29. EBC Summary of Events- FY13

30. OutreachCommunication

31. Communication & Stakeholder Concerns Stakeholders: • 0 Spills to environment caused by EBC personnel • DOE Fac Rep participates on IACUC, ESRs, Tier 1s, IBC Outreach: • ~50 summer students plus 3 summer schools/workshops • Safety review discussions, newsletter, meetings. Results of Participation and Consultation: • Meetings, workshops, and emails. • EBC Newsletter NYPD Subway study Issue: Onboarding of students still worrysome Action: Key is the mentor.

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

33. Performance on FY13 Objectives & Targets

34. New and Recurring Issues

35. Proposed EBC FY14 Objectives & Targets • Focus on Space optimization to reduce ESH risk and costs – Top priority—Resource intensive, incorporates many ESH goals: • Waste Minimization • Sustainability (work with F&O to shut down utilities) • Include lessons learned from FY13 injuries– material handling, ergonomics, lacerations, sharps. • Work Planning- ESRs • Repair and Maintenance Activities • Sample Management • Ergonomics • Focus evaluations on groups starting with “office” workers (e.g EE climate) • Discuss waste allocation with WMD • WMD relief in FY13 but inactive wastes in allocation will continue through ~FY16.

36. THANKS TO ALL ESH&Q STAFF! • Collaborative efforts to solve challenging compliance issues (PPE, Pyrophorics, Rad controls, waste controls) • Waste support – RMW, cleanouts, routine issues • D&D Techs – general junk

37. 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?

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

39. System PerformanceTraining and Qualifications – update or delete • 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, >98% Completion throughout the year.

40. Bottom line GREEN TURNED TO YELLOW due Requirements changing System Performance ROCO Status(end of FY12/Start FY13) 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 RSM/FPM still a work in progress. Added regular meetings w/IFM Still finding issues Room/Lab Space Ongoing challenge Revised Subject Area-revisit reqmts in some areas. Update Keyplans ~50% CMS Re-inventory Revised-need to repost all areas Run Hazard ID tool Walk down of all spaces Evaluate PPE (Setup Storage Areas & Distribute) Post revised placard Review Cryo & Comp Gas Still working on some issues Evaluate need for “CSM”: • Hazard footprint • Number of workers • Type of workers • Amount of space Revised database-ALL spaces need to be reviewed. • 23 Bldgs (4 main res. Bldgs) • 900 “Rooms” • 180,000 sqft space Equivalent program in place

41. SAA Compliance EBC

43. FY13 TOTAL Waste Generation

44. FY13 Cleanout vs Routine Totals