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.