Integrating Multiple Operating Experience Programs

Presented by Gerald WhitneySeptember 13, 2011 DOE OEC Workshop Kennewick, Washington

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”.

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

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)

Direction

• By March, 2010 all Hanford contractors had been directed to use HILLS web application

• MSA required to make application available to all contractors

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

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

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

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

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

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

Registration/Approval Process

• Established registration process to review/approve new database registrations– Single point review/approval by

database administrator with coordinator interface

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

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

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

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

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

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

Publishing & Distribution

• OE Coordinators upload and publish information in the HILLS database

• Articles can be automatically distributed to a specific list or company, or to all subscribers upon publication

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

Setting-up a subscription

• Registered Users can select specific topics in the Manage My Subscriptions function eliminating receipt of unwanted information:ESH & Security Topics General Management Topics

Chemical Safety Computer Security

Electrical Safety Const./Proj Management

Emergency Management D&D

Environmental Protection Engineering

Fall Protection Information Technology

Fire Protection Maintenance

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Reports Function Provides

• The Reports function provides:– Registration Information– User application information– Database statistics

 

Report – Registered Users & Subscribers

Reports – Responses, Reads & Applicability

Reports – Application of OE

• Application reports allow users to determine how articles are specifically being applied

Report - User Application

Report – Hanford Views

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.