Y-12 Lessons Learned ProgramMethods & Strategies

DOE 2010 ISM Champions WorkshopOperating Experience Program

September 14, 2010Susan Gilliam

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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)?

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Organizational Coordinators• Coordinator Designation

– 88 Organizational Units– 42 Coordinators

• Roles & Responsibilities Defined

• Coordinator Validation– 6 months

• Communication– Email – Quarterly POC Meetings– YSource

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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)

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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”

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Lessons Learned Brochure

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Evaluation of Lessons Learned for Further Distribution• Lesson Evaluation

– “Decision Point Questions”

• SME Evaluation

• Coordinator Evaluation– “Decision Point

Questions”

• Coordinator Distribution

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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”.

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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

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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*

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Sharing Lessons Learned Externally • Identifying Basis of Lessons Learned

• Utilizing User Id

• Notification System– 30, 60, 90, 120, etc.

• Record Maintenance

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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

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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

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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

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Search results with hyperlink examples

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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

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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

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Lessons Learned Training: – Web-based training:

Lessons Learned Fundamentals• Procedure requires completion by Lessons

Learned Coordinators

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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

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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

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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

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Lessons Learned Use & Application • Are LL being used?• Applied? • Incorporated?• Improvements?• Documented?• How do we know?

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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

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Cost Savings

Work process

Self-Assessment • Comprehensive Flow-down of DOE O 210.2

– No findings

• Contractor Assurance Self-Evaluation– One observation

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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.