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Y-12 Lessons Learned Program Methods & Strategies. DOE 2010 ISM Champions Workshop Operating Experience Program September 14, 2010 Susan Gilliam. Program Health Evaluation. Are resources available for use to promote the Lessons Learned Program? - PowerPoint PPT Presentation
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Y-12 Lessons Learned ProgramMethods & Strategies
DOE 2010 ISM Champions WorkshopOperating Experience Program
September 14, 2010Susan Gilliam
2
Program Health Evaluation
• Are resources available for use to promote the Lessons Learned Program?
• What methods can be employed to improve the appeal and identify benefits of Lessons Learned?
• Can we successfully encourage the development of positive Lessons Learned?
• Does the program provide adequate “user friendly” tools for developing and storing Lessons Learned?
• How are Lessons Learned being utilized to promote continuous improvement?
• What methods and mechanisms can be employed to solicit and obtain feedback?
• Are the strategies to increase sharing Lessons Learned effective?
• What tools can be developed to measure effectiveness of the program?
• Does the program comply with the Order & satisfy our customer(s)?
3
Organizational Coordinators
• Coordinator Designation– 88 Organizational Units– 42 Coordinators
• Roles & Responsibilities Defined
• Coordinator Validation– 6 months
• Communication– Email – Quarterly POC Meetings– YSource
4
YSource Announcements
– Define program– Promote program– Creating Lessons
Learned– Announcements
• Procedure Revision• Template Revision• Training• Promote Green
Lessons Learned• Enhancements to B&W
Y-12 Lessons Learned System (attachments, photos, videos)
5
YSource Feature Articles• Readiness
– “Lessons Learned Driving Readiness”
• Construction– “Watch your step ! On the Job You Are Only as
Safe as Your Co-workers”
• Lessons Learned– “Now See This”
• Red Alert– “Contact with Overhead Lines and Ground
Step Potential”
6
Lessons Learned Brochure
7
Evaluation of Lessons Learned for Further Distribution
• Lesson Evaluation– “Decision Point
Questions”
• SME Evaluation
• Coordinator Evaluation– “Decision Point
Questions”
• Coordinator Distribution
8
Distribution of Lessons Learned • Series of bulleted lessons-hyperlinked to
System/Database• Standard Message
• Share• Contact Person• Review • Application• Incorporation• Feedback via link• Lessons Learned System link• Caution for use
– Recommended Actions Or Resolution From an Outside Source May Not be Appropriate Actions or Resolutions at B&W Y-12. Review and Approval by Functional Area Manager and/or Subject Matter Expert May be Required Prior to Adopting New Actions”.
9
Lessons Learned Template • Template
– Instructions– Hyperlinks
• Priority Descriptors• Category Codes• HELP/Tools
– Reminders/TIO– USER ID (WebWhos)– Basis of Lessons
Learned• Includes OPEX
submission criteria
10
Lessons Learned Template • Submission
Criteria– Category 1 Occurrence*– Category R
Occurrence*– Type A Investigation*– Directly related to other
sites/programs/ facilities*
– Potential improvement/cost savings*
– Provides significant new information*
11
Sharing Lessons Learned Externally
• Identifying Basis of Lessons Learned
• Utilizing User Id
• Notification System– 30, 60, 90, 120, etc.
• Record Maintenance
12
Management Accountability• Denial of Review for
External Release
– States purpose of sharing
– Provides DOE O 210.2 criteria for sharing/OPEX
– Acknowledges requirement
– Encourages modification
– Transfers accountability to managers
13
Meeting Customer Needs
• Friendly Reminder• Dedicated Program E-mail Address • Backup Support• “Out of Office” Reply
– Follow the procedure– Seek Coordinator Guidance– Use Current Template– Use System Tools
• Fact Sheets• Attributes• Submission Checklist
– Obtain Classification Review
14
B&W Y-12 Lessons Learned System• User
– Submit a Lesson (e-mails Template)
– Search• Priority Descriptor• Codes• Identifier• Key Words• Chronological
– Help– Related
Links/References– Contacts– Comments
15
Search results with hyperlink examples
17
B&W Y-12 Lessons Learned System
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B&W Y-12 Lessons Learned System
• Administrator– Lesson entry– Spell check– Edit– Preview– Publish– Attachments– Photos– Videos– Notification
System– Amend
Administrator Tools
• Submission Status
• Denials• Metric Data
Lessons Learned Metrics• Lessons Learned
Origin• Priority
Descriptors• Feedback• HSS OE
Interactions• Basis for Lessons
Learned• Periodic Survey
Results (under development)
0
5
10
15
20
25
30
35
Oct Nov Dec Jan Feb Mar Apr May June July Aug Sept
Lessons Learned Origin
FY10 External Lessons
FY10 Internal Lessons
Lessons Learned Metrics
21
0 2 4 6 8 10 12
Assessment
Type A investigation (*)
Type B Investigation(*)
Category OE Occurrence
Category 1 Occurrence (*)
Category R Occurrences (*)
Category 2 Occurrence
Category 3 Occurrence
Category 4 Occurrence
PAAA NTS
Non-Reportable Event
Directly Relevant to Other …
Significant New Information
Projects
Potential Improvement/Cost Savings
Basis of Lessons Learned
Qtr 2 and Qtr 3
22
Lessons Learned Training:
– Web-based training: Lessons Learned Fundamentals• Procedure requires completion by Lessons
Learned Coordinators
23
Lessons Learned in Training: • Lessons Learned distributed to TWG by
organizational coordinators
• Lessons Learned evaluated by TWG for applicability & incorporation to reinforce training objectives
• TWG submits evaluation results
• Quarterly report prepared by Training Manager
24
Quarterly Training Report Contents
• Organization Reviewing• Total number reviewed by
each organization training staff
• Total number applicable• Identifies Lessons Learned
by Identifier• Applicable Training • Q# or qualification number
associated• Organization incorporating• 3rd Quarter Reviews 2,523• Incorporated: 87
25
Quarterly Training Report
• Hazard Communication
• Basic Hoisting & Lifting
• Fire Watch
• Rad Worker II
• General Employee Training
• Proper Use of Torque Wrench
• Applied Engineering Fundamentals
• Firefighting Near High Voltage -Electric
Transmission Lines
• Live Fire Drill
• Radiological Control Technician (RCT)
• Waste Generator Awareness
• Basic Lift Truck Pre/Post Vehicle
Inspection Training
• Rad Shipper: DOT
• New Employee Orientation
• Hearing Conservation
• Seasonal Facility Planning
• OPI Focus Groups
• Federal Motor Carrier Safety
Regulations: DOT
• DOT Load Securement
• Aerial Lift
• Nuclear Criticality Safety
• High Energy Activity Training
• Hazard Recognition Training
• Fall Protection and Prevention Safety
• USQD
• Welding & Burning
26
Lessons Learned Use & Application
• Are LL being used?• Applied? • Incorporated?• Improvements?• Documented?• How do we know?
27
Lessons Learned Use & Application
• White Paper communicates: – Intentions to meet customers goals &
expectations– Promote customer confidence– Demonstrate effective company contractor
assurance by:• Applying Lessons Learned • Documenting Lessons Learned use• Sharing Lessons Learned
• Feedback Form Revised– Document use– Making a difference?
Lessons Learned Application
28
Cost Savings
Work process
Self-Assessment
• Comprehensive Flow-down of DOE O 210.2– No findings
• Contractor Assurance Self-Evaluation– One observation
30
B&W Corporate CAS Assessment
“B&W Y-12 has a strong Lessons Learned culture that is evident throughout the organization, and it is implemented in a way that promotes continuous improvement and transparency across the site and with the customer. Lessons Learned element of CAS is performing at a Managed Level of effectiveness. “
No findings, 3 observations, and one noteworthy were noted.