September 2005

1
ISMS/EMS for Individuals

• September 2005
• http//www-group.slac.stanford.edu/esh/isms/tools.
  htm

2
We have renewed our commitment to safety.

• Commitment starts at the top.
• SLAC has committed itself to achieving (its
  scientific)
• mission in the context of a respectful workplace
  that
• supports the value of each individual and
  persistently strives
• for excellence in health, safety and
  environmental matters.
• Dr. Jonathan Dorfan
• ESH Policy Statement
• (http//www-group.slac.stanford.edu/esh/isms/eshpo
  licy.html)

3
Why this training? Why now?

• Type A Incident Corrective Action Plan 8-6, and
  10-2
• DOE implementation review, October 3 11
• New Environmental Management System requirements
• However, the S in ISMS always included
  environmental considerations

4
The ISMS Implementation review is important to
SLACs future.

• DOE re-assessments of a contractors ISMS are
  rare
• Appreciate how the Office of Science is focused
  on SLAC safety performance
• Im optimistic that each of
• you will represent our ISMS well.

5
Goals of Todays Training

• Understand whats expected of you in the October
  3 11 review
• Better understand our ISMS, especially recent
  changes

6
What to expect from the upcoming DOE ISMS review.

• Interviews
• You
• Staff
• Facility visits
• Document and records review
• Observe work
• They will want to see if we do
• what we say well do in our policy
• and requirements documents.

7
What to expect from the upcoming DOE ISMS review.
(contd)

• Documents of interest
• Job Descriptions (http//www-group.slac.stanford.e
  du/hr/forms.html), possibly Performance
  Evaluations
• JHAMs and AHAs (probably the most important)
• Work procedures

8
ISMS Changes Drivers came from reviews of
SLACs ISMS.

• Unclear roles and responsibilities
• ESH Division
• SOC and CCs
• Perceptions of poor accountability
• Need for stronger self-assessment program
• Documents without recent review
• Weaknesses in work authorization
• And, we need to better train
• our supervisors and managers.

9
What we changed in response to these concerns.

• ISMS/EMS Description
• Describes our ISMS and how Environmental
  Management System is now integrated
• ESH Manual
• Chapter 1 General Policy and Responsibilities
• Chapter 2 Work Authorization
• Chapter 31 Institutional ESH Committees
• Directorate ISMS Implementation Plans
• New organization
• More uniformity

10
ISMS Five Core Functions

• Define work scope
• Analyze work for hazards
• Develop and implement controls
• - Engineering
• - Administrative
• - Personal Protective
• Equipment (PPE)
• 4. Perform work within controls
• 5. Feedback and continuous improvement

11
ISMS Seven Guiding Principles

• Line Management is responsible for safety
• Roles and Responsibilities are clearly defined
• The line
• Every individual too
• Competence commensurate with responsibility
• Balanced priorities and integration of ESH
• Identification of ESH standards
• Tailored controls
• A system of operations authorization

12
Chapter 1 General Policy and Responsibilities

• Line management is responsible and accountable
  for
• Protecting
• Workers
• The public
• The environment
• Property
• Integrating ESH into work
• Big projects to routine daily tasks
• Complying with laws, standards, and SLAC ESH
  Policy and requirements
• Authorizing work
• The responsibility and accountability of each
  individual is no less important.

13
Remember We All Signed This
14
Chapter 1 General Policy and Responsibilities

• The ESH Divisions role
• Provide you
• Services
• Counsel
• Expertise
• With your involvement, select ESH standards and
  ensure an even implementation
• Provide essential central services, e.g.
• Radiation Safety including dosimetry
• Environmental monitoring
• Waste Management
• Medical Services
• Emergency Services

15
Chapter 1 General Policy and Responsibilities

• A safe work authorization system relying on
• JHAMs and AHAs
• Approvals by
• Subject Matter Experts (SMEs) and Safety Officers
• Citizen Committees
• Safety Assessment Documents
• Jointly approved work
• While permits and approvals are required,
• they do not relieve line management of its
• responsibility for assuring work is safe.

16
Chapter 1 General Policy and Responsibilities
(contd)

• Supervisor responsibilities
• Complete JHAMs (https//www-internal.slac.stanford
  .edu/esh/SLACsafety/jham/JHAM_policy_final.pdf,
  and https//www-internal.slac.stanford.edu/esh/SLA
  Csafety/jham/)
• Supervisor and individual do together
• In a real sense, it defines a safe operating
  envelope within which work is authorized
• Discuss Area Hazard Analyses that apply
• Remember non-routine JHAMs
• May include addl AHAs.

17
Chapter 1 General Policy and Responsibilities
(contd)

• Supervisor responsibilities (contd)
• Set ISMS goals for employees
• Section V, Employee Performance Evaluation form
  (http//www-group.slac.stanford.edu/hr/forms/2005_
  employee_perf_eval1.doc)
• SLAC Safety Values and Expectations
  (http//www-group.slac.stanford.edu/esh/eshvalues.
  html)
• Specify ESH training
• SLAC Training Assessment (STA) must be updated
  each May 1 (very important), Job Descriptions too
• Job-specific training not administered by ESH
  Division

18
Chapter 1 General Policy and Responsibilities
(contd)

• ISMS Requirements for Individuals
• Complete the JHAM and STA processes with
  supervisor
• Complete required ESH and job-specific training
• Demonstrate an understanding of ESH Manual
  chapters 1 and 2 and other chapters applicable to
  their work
• Understand stop unsafe activity responsibility
• Understand the Five ISM Core Functions and how
  they apply to all work
• Proceed with work only after line management has
  authorized it, work within controls

19
Chapter 1 General Policy and Responsibilities
(contd)

• Individuals with important roles and
  responsibilities
• Project Manager
• Responsible and accountable for all ESH aspects
  of projects
• Oversee UTRs, especially the ESH aspects
• Authorize commencement of project work following
  Chapter 2, Work Authorization
• Document and implement technical and safety
  requirements
• Control change processes and ensure ESH
  considerations (hazards, hazard controls, and
  work authorizations) are reassessed when work
  scope changes
• Can stop unsafe activities in which the
  sub-contractor is engaged
• These represent a high-level a summary.
  Extensive R2A2s are presented in the draft
  chapter 42, Construction Safety.

20
Chapter 1 General Policy and Responsibilities
(contd)

• Individuals with important roles and
  responsibilities (contd)
• UTR (University Technical Representatives)
• Oversees field operations and effects rigorous
  ESH oversight
• Ensures sub-contractor has required work permits
  and approvals
• Reviews sub-contractors work hazard analyses
• Attends sub-contractor safety meetings
• Can stop unsafe activities in which the
  sub-contractor is engaged
• These represent a high-level a summary.
  Extensive R2A2s are presented in the draft
  chapter 42, Construction Safety.

21
Chapter 2 Work Authorization

• Describes how ISMS is implemented at five
  different levels of work authorization
• Work for individuals - JHAM process done by
  supervisor with employee involvement
• It is both ISM implementation and work
  authorization
• Hazard-specific permits and approvals, e.g.
• Confined space
• Burn permits
• Electrical Work Plans
• Excavation or penetration projects
• 3. SOC and CC approvals (Chapter 31 of the ESH
  Manual)

22
Chapter 2 Work Authorization (contd)

• Describes how ISMS is implemented at five
  different levels of work authorization
• 4. Safety Assessment Documents (DOE Accelerator
  Facility Safety Order, 420.2B)
• 5. Joint work approval
• Line management appoints facility/area/building
  managers
• When CEF or another SLAC element must enter a
  facility, area, or building, managers must
  jointly authorize the work

23
Chapter 2 Work Authorization (contd)

• Stop Unsafe Activity responsibility and
  authority for individuals, both by SLAC Policy
  and the Collective Bargaining Agreement
• Individuals are empowered to refuse to work on or
  stop an activity they are involved in if they
  believe it presents an imminent hazard
• Imminent hazard An activity likely to result in
• Death
• Serious injury
• Significant environmental or property damage

24
Chapter 2 Work Authorization (contd)

• Stop Unsafe Activity authority for individuals,
  both by SLAC Policy and the Collective Bargaining
  Agreement
• An Individual can tell other individuals
  (including contractors) to stop an activity with
  an imminent hazard as well
• Relies on our respectful workplace policy
  (http//home.slac.stanford.edu/welcome/respectful.
  html)
• If no response, concerned individual should
  communicate to
• Someone in the management chain of the unsafe
  individual
• Project Manager or UTR if a contractor is
  involved
• Any manager or supervisor
• Security, X2551
• ESH Hotline (x4641)
• http//www-group.slac.stanford.edu/esh/concern.htm
  l
• Line management must investigate such occurrences
  and, if warranted, re-authorize such the activity

25
Chapter 2 Work Authorization (contd)

• Broader stop activity authority vested in
• All managers and supervisors
• Safety Officers (only as described in designation
  letters)
• Chairpersons of Citizens Committees (as
  described in Chapter 31)
• Project Managers and UTRs (limited to
  sub-contractor activities)
• Concerns over hazards not rising to imminent
• Should attempt to resolve with their line
  management
• ESH Hotline (x4641)
• ESH Safety Concerns (X4544 and
  http//www-group.slac.stanford.edu/esh/concern.htm
  l)
• ESH Director at any time

26
Chapter 2 Work Authorization (contd)

• If a represented employee refuses to work because
  of an abnormally dangerous condition, and you
  disagree that the work is unsafe         
• You must follow the procedures outlined in the
  Collective Bargaining Agreement and work with the
  Local Safety Committee to resolve the issue
• Contact ER for assistance, X2355

27
Whats new - EMS

• Environmental Management System
• Required to be part of SLACs ISMS as a system
  for achieving environmental goals.

28
What you need to know about SLACs EMS

• Applies ISMS Five Core Functions to evaluate how
  your job impacts the environment
• Use JHAM and AHA to identify environmental
  hazards and mitigations
• DOE recognizes ISMS has nearly all of the EMS
  elements in place
• Make environmental stewardship a priority
• There will be an EMS Manual
• Will serve as a roadmap
• Fill in the few gaps where EMS requirements not
  met by ISMS.

29
Aspects of EMS.

• Well reflected in our ESH Policy Statement
  (http//www-group.slac.stanford.edu/esh/isms/eshpo
  licy.html)

30
Aspects of EMS.

• Well reflected in our ESH Policy Statement
  (http//www-group.slac.stanford.edu/esh/isms/eshpo
  licy.html)
• New expectations
• Common sense
• Recycling and waste sorting

31
Aspects of EMS.

• Well reflected in our ESH Policy Statement
  (http//www-group.slac.stanford.edu/esh/isms/eshpo
  licy.html)
• New expectations
• Common sense
• Recycling and waste sorting
• Conserve resources/energy - turn off lights

32
Aspects of EMS.

• Well reflected in our ESH Policy Statement
  (http//www-group.slac.stanford.edu/esh/isms/eshpo
  licy.html)
• New expectations
• Common sense
• Recycling and waste sorting
• Conserve resources/energy - turn off lights
• Buy items with recycled content, energy
  efficient equipment

33
Aspects of EMS.

• Well reflected in our ESH Policy Statement
  (http//www-group.slac.stanford.edu/esh/isms/eshpo
  licy.html)
• New expectations
• Common sense
• Recycling and waste sorting
• Conserve resources/energy - turn off lights
• Buy items with recycled content, energy efficient
  equipment
• Print double-sided, use scrap paper
• Hazard controls to protect the environment
• Chemical storage/handling to prevent release
• Materials substitution
• Mini/micro scale experiments where possible

34
A lot to absorb, we understand that.

• Your tri-fold is a hard-hitting summary of our
  ISMS keep it handy
• Remember you are not in this alone rely on your
  supervisor and your ESH Coordinator
• PSD Ian Evans
• PPA Frank ONeill
• Operations Janice Dabney
• LCLS Mike Scharfenstein
• Rely too on the ESH Division

35
BACKUP SLIDES
36
Terms Ill use today.

• AHA Area Hazard Analysis, a document describing
  the hazards and hazard controls in a given area.
  The AHA is reviewed annually or when the level or
  type of hazards changes.
• EMS Environmental Management System, a new
  requirement of Executive Order and DOE
• ESH Environment, Safety and Health
• Coupled with a D it denotes the SLAC ESH
  Division

37
Terms Ill use today (contd).

• ESH Coordinator A person within your
  directorate, division, department, or group that
  serves as your first point-of-contact on ESH
  matters
• Hazard A threat to human health (workers or the
  public), the environment, or property.
• Individuals Employees and all classes of
  non-employees
• ISMS Integrated Safety Management System, a
  DOE-required safety system that demonstrates ESH
  is integrated into science and support programs

38
Terms Ill use today (contd).

• Institutional Safety Officer (SO) A person
  designated by the SLAC Director having special
  ESH authorities.
• JHAM Job Hazard Analysis and Mitigation, a
  process by which supervisors assure individuals
  are aware of job hazards and how those hazards
  are eliminated or mitigated through controls and
  training.
• Line Management Managers and supervisors who
  manage and oversee programs, facilities and
  people and have a concurrent responsibility for
  safety of all three.

39
Terms Ill use today (contd).

• OSHA Recordable Accident An accident rising to
  a defined level of severity that must be recorded
  on SLACs OSHA log
• TRC Total recordable accident rate defined as
  the number of cases per 200,000 person-hours
  worked per year
• DART A subset of the TRC including only the
  recordable accidents that resulted in an employee
  having Days Away from work or in which the
  employee was Restricted from normal duties or was
  Transferred
• SME Subject Matter Expert, a designated person
  in the ESH Division or elsewhere at SLAC with
  certain ESH expertise and authority
  (http//www-group.slac.stanford.edu/esh/resource.p
  df)
• SOC Safety Overview Committee, an important
  part of the SLAC system of Citizen Committees
  that coordinates the efforts of other Citizen
  Committees