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HSS Audit What to expect and how to prepare

HSS Audit What to expect and how to prepare. What is the HSS audit?. HSS = H ealth , S afety and S ecurity

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HSS Audit What to expect and how to prepare

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  1. HSS Audit What to expect and how to prepare

  2. What is the HSS audit? • HSS = Health, Safety and Security • DOE Office of Independent Oversight will perform an independent assessment of the effectiveness of policies and programs in safeguards and security; cyber security; emergency management oversight; environment, safety and health (ES&H) • Other National Labs have been reviewed; LBNL is the last • 12-15 people coming January 25 - February 5 • They will measure us against what we say we’re doing • Lab visits, work observation, on-the-spot interviews • HSS team will review institutional programs • LBNL will develop and implement a corrective action plan

  3. Preparation • Programs will hold meetings • Discuss Integrated Safety Management (ISM) and how you apply it to your work • Practice responses to audit-type questions • QUEST teams will do assessments • Organize teams • Conduct Quality and Environmental Safety and health Teamwork (QUEST) assessments November 1-20 • Enter action items in Corrective Action Tracking System (CATS) • Work areas will be prepared • Clean-up; update signs and postings; purchase Personal Protective Equipment (PPE) • Complete corrective actions

  4. We will help you prepare • HSS Feedback Team: • Steve Gourlay (Division Director) • John Corlett (Deputy Director) • Pat Thomas (AFRD ES&H Administrator) • additional Safety Staff: • Tom Scarvie (AFRD ES&H Coordinator) • Stefano De Santis (Deputy ES&H Coordinator) • Ken Barat (EH&S Liaison) • and our other Program Safety Coordinators (Csaba Toth, Daryl Horler, Peter Seidl, Tom McVeigh)

  5. The Five Core Functions of ISM • Plan the work:Define the tasks that are to be accomplished • Assess the Hazards: Analyze and determine the hazards and risks to employees, the public and the environment • Control the Hazards: Establish controls that are sufficient to reduce the risks to acceptable levels • Do the work: Conduct the work in accordance with the plan and the controls • Feedback and Improvement: Review the results of the work and identify any lessons learned

  6. How is the work planned and authorized? • Individual JHA and Procedures • Task-Based JHA • Subcontractor JHA • AHD • Radiation: RWA,SSA

  7. How do we determine what authorizations are required? • PI/Work Lead contacts AFRD safety staff to discuss work plans and potential hazards • We use the 2008 AFRD ISM Plan Appendix 6, Hazards, Equipment and Authorizations Review Form • Includes work authorization requirements from PUB-3000, Chapter 6, and • Hazards Management System (HMS) inventory criteria • On-site review with EH&S Liaison and Subject Matter Experts as needed

  8. JHA – Job Hazard Analysis • All routine work is formally authorized by your supervisor (ISM) through your JHA. • Know the hazards in your JHA and how they’re controlled. • Your JHA defines the boundaries/limits of the work you are authorized to do.

  9. Task-Based JHA • New Line Management authorization for non-routine work that does not require an AHD • Examples: small experiment, test apparatus, test stand construction or tear down, major clean-up • PI/Work Lead analyzes hazards and controls • With safety staff and EH&S assistance • Work team reads, signs, and agrees to follow controls • PI/Work Lead signs authorization • Post or have readily available in work area

  10. Subcontractor JHA • Required for vendors/subcontractors who want to do hands-on work on our equipment • Requires safety plan analyzing hazards and controls • PI/Work Lead meets with safety personnel and subcontractor to discuss • Program will be rolled out in AFRD in November 2008

  11. When do I need an AHD? • Examples of hazards that may require an AHD: • Hazardous chemicals: reactive; pyrophoric; possessing lethal or incapacitating toxicity; • Pressure systems: >75,000 lb-feet stored energy; Non-commercial or modified vessel; >150 psig (gas) or 1500 psig (liquid); • Hazardous gasses: flammable gas >2 cylinders/room; pyrophoric, reactive or health hazard gases; potential oxygen deficiency • Lasers: Class 3b or 4 • Proposed: electrical work at > 50 V and > 5 mA

  12. AHD – Activity Hazard Document • Know and understand your AHD • Know what training is required by the AHD • Ensure current documentation(AHD, LOTO Procedure, Interlock Tests) is posted • Ensure hazard controls are in place

  13. Administrative Controls(Training/Documentation/Posting) • Check your Training Profile (on JHA database) • Know your Work Authorizations and procedures • Check documentation(LOTO and hoist inspection tags, etc.) • Update postings(contacts, hazards, PPE, food storage) • Ensure chemical containers are labeled with hazard and name of substance, and original containers are in Chemical Management System (CMS) inventory • Review hazard inventory in Hazards Management System (HMS)

  14. How do you deal with change? • How do you recognize a change that might be “safety relevant” ? • Is there a new hazard? • Is an old hazard that will be increased? • Is there a hazard control that needs to be changed? • Is there a significant change in personnel or procedures? • Know when you need to get AFRD Safety Staff or EH&S involved.

  15. Emergency Numbers & Contacts Dial Incident Emergency Life-Threatening; Substantial Loss 7911 (On Site) 9-911 (Off Site) 911 (Cell Phone) Non-Emergency Not life-threatening 6999 (On Site) • Environmental releases • Hazardous conditions • Traffic incidents • Near-hit events • Security events BLACKBERRY GATE (Someone will always answer) Provide: Name, Location, Situation Inform: Supervisor, Pat Thomas X6098 or Tom Scarvie x7697 Reference: LBNL Emergency Response Guide

  16. AFRD Accident/Incident History Reminder: Even if an incident happens to a matrixed worker, it still affects AFRD!

  17. AFRD Accident/Incident History Reminder: Even if an incident happens to a matrixed worker, it still affects AFRD!

  18. Feedback and Improvement • What is a safety issue? • A hazard that needs to be addressed • A near hit (something bad almost happened) • Near-hit program • AFRD is developing a new program for this • Report any Near-Hits to your Supervisor, Program Safety Coordinator, Pat Thomas, or Tom Scarvie • CATS – Corrective Action Tracking System • Has new feature for reporting immediately-corrected findings • Report items that need corrective actions

  19. Feedback and Improvement – Lessons Learned • How are lessons learned communicated? • Inside your group/Program • Inside the lab • Across DOE • Standard LBNL-wide mechanisms are: • Division Safety Committee • Work group planning meetings • Division Self Assessment • LBNL Lessons Learned program (and e-mails from EH&S) • Lessons Learned /Best Practices database– contact Ken Barat if you have information to share • Supervisor Walkarounds • Formal authorization (AHD/RWA) renewals

  20. Program Heads: What will the HSS Auditors ask you? • How you communicate your expectations for safety • Who is responsible for the safety of activities • How your organization identifies and analyzes hazards for its work and determines appropriate controls • The roles of the line managers/supervisors, workers, Safety Coordinator, EH&S Liaison • How work is authorized, and who authorizes the work. • How it is assured that the staff understand the hazards and use the controls • How frequently you are in the work area to observe staff performing their work • How changes in work scope or hazards are identified and analyzed • How you evaluate the overall safety performance of your organization • How you balance priorities and assign resources?

  21. Supervisors/Work Leads: What will the HSS Auditors ask you? • Your role • Tasks and activities • The hazards associated with your work, the hazards analysis process and who was involved. • How information regarding hazards and controls is communicated • What hazard controls are in place? How do the controls mitigate or eliminate the hazards? • How are staff trained and qualified to work on the various tasks? • Describe how you satisfy yourself that the staff understand the hazards and use the prescribed controls. • What is done to authorize the start of a task or activity? What role do you play in this authorization? • How you observe work activities • How are changes in work scope or hazards identified and examined to determine if changes in controls are needed? • Who is responsible for the safety of the work? • Are you and your work group aware of adjacent hazards and controls? • What action would you take if you see an unsafe condition or unsafe behavior ?

  22. Workers: What will the HSS Auditors ask you? • Tell me about your work and the types of hazards. • What type of analysis or review was done to identify the hazards? Who was involved? Were you asked for input? • What hazard controls are in place? How do the controls mitigate or eliminate the hazards? • What sort of training or qualification do you have regarding the hazard controls? • Do you use any procedures? Are there any work authorizations in place associated with this work? Where are those procedures/authorizations? Do you review the procedures before starting work? • What do you do when the conditions change or something unexpected is encountered? What happens if the procedure steps don’t make sense while you are conducting the work? • Who is in charge of the work activity and the safety of it? What is your role in the safety of the job? • What actions might you take if you see an unsafe condition or unsafe behavior?

  23. New Requirements Waiting on explicit guidance from management about: • Posting • PPE • Food areas

  24. HSS Audit Schedule 4 - 10 Nov AFRD safety stand down meetings with each Program 4 - 21 Nov  Program Stand Downs and QUEST 24 Nov-23 Jan LBNL Feedback Teams visit areas and practice audit questions 3 - 4 Dec DOE HSS Scoping Visit 3-4 people of the ~15 person total team will be at LBNL 12 - 15 Jan DOE HSS Planning Visit Full HSS team will be present at LBNL 25 Jan-5 Feb DOE HSS Data Collection Full HSS team collecting data and conducting interviews at LBNL 9 - 19 Feb DOE HSS Analysis & Report Writing 24 - 26 Feb DOE HSS Validation & Closeout 27 Apr LBNL Corrective Action Plan must be submitted to DOE

  25. For further information, see . . . • AFRD website: http://www-afrd.lbl.gov/safety.html • Our Safety website: http://oursafety.lbl.gov/ • HSS Review website: http://www.lbl.gov/ehs/ism/2009/

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