IAEAInternational Atomic Energy Agency

BASIC IRRS TRAININGLecture 3

The Preparatory Phase of an IRRS Mission

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Outline

• LEARNING OBJECTIVES• FIRST THINGS FIRST

• Invitation of a mission• Information meeting• self-assessment training

• PREPARATORY MEETING• Purpose and outcome

• TEAM RECRUTIMENT• Way of Recruitment• Team size

• PREPARATIONS• By the IRRS Team• By the Host Country

• SUMMARY

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Learning objectives

After finishing this lecture the trainee will:

• Know how an IRRS mission is initiated and prepared;

• Know how the Team Members and the Host Country prepare for the mission.

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Preparatory Phase

Initial Steps

Self-Assessment

Preparatory Meeting

Preparations by the Team

Preparations by the Host

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Initial Steps

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Invitation

• Initialisation of the IRRS by a Formal Governmental Request to the IAEA DDG for Nuclear Safety and Security.

• Submission of the Request is 2-3 years prior to allow sufficient time for the host’s preparations.

• The IAEA Coordinator contacts the host regulatory body in order to:• identify the host country Liaison Officer for the mission;• arrange dates for the information and the preparatory

meeting;• discuss the scope and expectations for a regulatory self-

assessment in preparation for the review mission.

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Information Meeting

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Information Meeting

• The purpose of the one-day Information Meeting is to decide on the scope and on the approximate date of the mission. Ideas on the policy discussions should be clarified.

• Schedule: about 18 - 24 months prior to the mission.

• The IAEA will inform on:• General IRRS information;• The services supplied by the IAEA;• Financial issues;• Works related to the self-assessment.

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Self Assessment Training

• Self-assessment is the most important activity of the Preparatory Phase

• The purpose of the Self Assessment Training to the host country project group is to give the host country insight in the use of the SARIS tool (Self-Assessment of Regulatory Infrastructure for Safety).

• It is possible (but not necessary) to have it in connection with the Information Meeting.

• Content of the Self Assessment Training course is: • SARIS software; • IAEA self-assessment methodology.

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Preparatory Meeting

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Preparatory Meeting

• A Preparatory Meeting is held between the IAEA and the host country 6-9 months before the mission date.

• Participants from the Host country:• Liaison officer(s) • Senior staff of the hosting regulator; • Representative(s) of the government

• Participants from the Review Team: • Team Leader and Deputy Team Leader.• IAEA Coordinator and Deputy Coordinator• Representative of the Incident and Emergency Centre

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Preparatory Meeting

• The aim of the Preparatory Meeting is to clarify remaining issues between the IRRS team and the host.

• It should focus on high level issues, such as:• The final scope of the review; • Confirmation of IRRS expertise and the counterparts;• Policy issues; • Mission agenda;• Suggested inspections, visits and logistics;• An update of the status and the conclusions so far of the

self-assessment work.

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Selection of team members

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Selection of team members

• The Coordinator in conjunction with the host country recruits a Team Leader.

• Review Team members are recruited from Member States, IAEA staff, and Consultants by the Coordinator in cooperation with the Team Leader.

• A good team:• Covers the needed knowledge and expertise;• Includes ca. 50% experts that have previous IRRS

experience;• Preferably includes some members that understand the

language of the host country.

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Sizing of the IRRS Team

• For an optimal effectiveness the IRRS Team should be structured into Groups that work on specific modules/facilities.

• The assignment of the modules to the Groups and the selection of the optimal Group-sizes depends on various parameters including:• The size of the host countries nuclear programme;• The complexity of the mission;• Special considerations provided by the host country;• The qualifications and experience of the team

members.

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Typical sizes of IRRS Team-groups

Team activities Small Medium Large Follow-up

Team Lead (TL, DTL, TC) 3 3 3 3

Group A: Modules 1, 2 and 123

2 32

Group B: Modules 3, 4 and 9 2 3

Group C: Modules 5 and 62

2 22

Group D: Modules 7 and 8 2 2

Group E: Facilities/Activities - 2 5

3Group F: Module 102

2 2

Group G: Modules 11 1 1

Fukushima (Temporary) - 1 1 -

Administration 1 1 1 1

Total 11 18 23 11

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Preparation of the Review

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Preparation of the Review

• Good Preparation of the Team Members before the mission is a key factor for effectiveness.

• Individual Preparation of the team members includes: • Review of the ARM background material related to the

assigned responsibilities;• Studying of the modules 1 - 3 in order to become familiar

with the host country’s regulatory system;• Becoming familiar with the templates and the specific

guidance for the mission;• Preparation of a written input describing initial

observations and open questions gained from the review of the ARM.

Basic IRRS Training – Preparatory PhaseFor more on preparations see Lecture 14!

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Logistics

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Preparations by IAEA

• In Preparation for the IRRS mission, the Coordinator will:• Confirm and finalise all resourcing arrangements for

the mission, particularly the source of funding;• Confirm date for the mission with the host country

Liaison Officer;• Confirm that appropriate travel arrangements have

been made by the IRRS Review Team; • Ensure necessary security training and clearance for

the team, if needed.

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Preparations by the Host

• In Preparation for the IRRS mission, the host country Liaison Officer will:• Make the necessary hotel reservations;• Make arrangements for adequate working space for

the team including printers, WiFi etc.;• Make arrangements for communication; • Arrange local transportation;• Make arrangements for translators and technical

escorts;• Make the necessary arrangements for entry to the

facilities, including clearance and any required training.

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Preparations by the Reviewers

• In Preparation for the IRRS mission, each Review Team member will: • Obtain a visa, if required; • Bring a laptop computer with the appropriate

electrical adapter, word processing, presentation and other software;

• Undergo the needed training;• Arrange to receive the required immunizations;• Make her/his own travel arrangements.

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Summary

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Summary

• First an agreement between the IAEA and the host country on the Scope of the IRRS is developed;

• The host country carries out a Self-Assessment and derives an Action Plan;

• A Preparatory Meeting to clarify remaining issues and to agree on the issues of the Policy Discussions is held;

• The IRRS Review Team is selected;• The mission agenda is agreed and the Logistics

for the mission are arranged.

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THANK YOU FOR YOUR ATTENTION

Basic IRRS Training – Preparatory Phase

Photo: V. Friedrich

This activity is conducted by the IAEA, with funding by the European Union. The views expressed in this presentation do not necessarily reflect the views of the European Commission

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Discussion

• What is the best way for the Reviewers to prepare themselves for the mission?

• Which steps are essential?• How will you do it?

Basic IRRS Training – Preparatory Phase