Integrating Multiple Operating Experience Programs

1. Integrating Multiple Operating Experience Programs Presented by Gerald Whitney September 13, 2011 DOE OEC Workshop Kennewick, Washington

2. Background • March 16, 2007, DOE RL directed the development of a web-based system “to promote effective use of lessons learned across the site” and, “the system be available for use by all current and future Hanford contractors”.

3. Benefits • Eliminate unnecessary duplicative effort by multiple contractors such as: • Search and review of applicable OE information • Re-writing/redistributing same information • Managing separate programs/databases

4. System Deployment • May 2008, the Hanford Information and Lessons Learned Sharing (HILLS) web application was deployed on the internal (Hanford Local Area Network). • Positives • Met DOE implementation schedule • Easy to establish link to user feedback function (HID) • Minimal cost to maintain • Negatives • Did not allow access to contractors outside the Hanford Local Area Network (including some RL contractors)

5. Direction • By March, 2010 all Hanford contractors had been directed to use HILLS web application • MSA required to make application available to all contractors

6. Key Challenges • Database: • Software modification required to allow unlimited access to contractors • Current subscriber and feedback information to be maintained • Process: • Multiple contractors with unique OE programs

7. User Group Established • Organized the Hanford OEC, provided first ever OE forum for Hanford contractors • All Hanford prime contractors (7) • DOE Richland • DOE ORP • Pacific Northwest National Lab • Provided monthly interface for OE process integration and database improvement

8. Define Changes • Process and system changes • Process: establish a single point evaluation and screening process of external OE • Database: Modify database to allow access to all contractors, and add administrative functions for OE coordinators • Establish single point review/approval process for new registrations

9. Database Changes • Maintain these functions: • Search - retrieval and sharing • Interactive - user commenting, feedback, and article tagging • Email delivery • Subscription • Add these functions: • Reports; feedback, usage, subscriber

10. Resolving the Access Issue • Evaluated different possibilities to resolve the contractor access issue: • determined that modifying the application to run on the internet was the best option. • Several challenges would have to be resolved

11. Software/Hardware Conversion • Convert software from ASP to Cold Fusion • Change from Hanford ID to employee email address & added access control (registration) • Purchase new Google hardware to run on the on the external environment • Migrate subscriber information

12. Registration/Approval Process • Established registration process to review/approve new database registrations • Single point review/approval by database administrator with coordinator interface

13. Internet deployment • September 2010 application moved to the internet http://msa.hanford.gov/hills • Allowed unlimited access to all Hanford contractors and subcontractors, DOE, and others • Maintained all previous functions • Required user registration/approval and log-in

14. Issues after deployment • Registration • Not all previous users information migrated over correctly • Login requirement made system less user friendly than before • Old system required no login, new system required login each session

15. Issue Resolution • Repaired all previous user information in database • Added “Remember Me” function to all access to the website without having to login after completing initial login

16. System Benefits • Provides a more efficient and effective process to implement OPEX requirements at Hanford • Improves the quality of products produced (consistency) • Improves sharing and use of lessons learned across the site • Provides a permanent storage location • Provides tools for quickly searching/finding lessons

17. How the Process Works OE is reviewed/screened to determine if: • The experience provides significant new information • Has direct relevance to site operations • Has potential to be the basis for significant improvement or cost savings • Information meeting the criteria is entered into the HILLS database

18. Capture and Distribution • Articles are captured and placed in topical areas • Topics subscribed to are sent directly via email • Readers are prompted to provide feedback after reading articles they receive • Managers can use feedback reports to track use

19. Publishing & Distribution • OE Coordinators upload and publish information in the HILLS database • Articles can beautomatically distributed to a specific list or company, or to all subscribers upon publication

20. Feedback Collection • Provides users the ability to record how OE is applied • User Feedback form (popup) displays after each article is read • User can select Applicable or Not Applicable • If Applicable, then they can select from 8 different application methods

21. Setting-up a subscription • Registered Users can select specific topics in the Manage My Subscriptions function eliminating receipt of unwanted information:

23. Reports Function Provides • The Reports function provides: • Registration Information • User application information • Database statistics

24. Report – Registered Users & Subscribers

25. Reports – Responses, Reads & Applicability

26. Reports – Application of OE • Application reports allow users to determine how articles are specifically being applied

27. Report - User Application

28. Report – Hanford Views

29. Conclusion • Hanford’s integrated OE Program approach streamlines the collection, review and distribution of information eliminating redundancy and lowing overall operating costs across the Hanford site • The HILLS database provides the tools necessary to assure that safety culture through learning is continually improving.