FCAP Review Comments and Responses

1
FCAP Review Comments and Responses 05/13/08

• Fermilab Contractor Assurance Program

Ed Vokoun EGG Sr. Logistics Manager at Fermilab
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FCAP Review Comments and Responses 05/13/08

• Agenda
• Past and Next Steps
• Comment Resolution Process
• Comments and Responses

3
FCAP Review History and Path Forward

• Rough draft document written and reviewed
  04/01/08
• Edits made and draft distributed to AC 04/08/08
• Comments due 04/15/08
• Comments review and presentation to AC 04/21/08
• Additional comments due by 05/27/08
• Comments review and resolution response 06/03/08
• Meet if necessary to resolve comments 06/10/08
• Distribute final review document 06/17/08
• Final review comments or sign-off due 07/08/08

4
FCAP Review Comments Review and Resolution
Process

• Review comments
• Determine response/action
• Edit, no change or different change
• Response with reason
• Review proposed responses with Bob Grant And
  Bruce Chrisman
• Respond to person providing comments
• If resolution not accepted, meet with Bruce, Bob
  and commenter
• If fundamental issue needing larger group buy-in,
  meet with AC
• If impasse, Bob and Bruce decide

5
FCAP Review Comments 04/21/08

• General comment
• Assurance Representative (AR) role Vs system(s)
  requirements and QAR
• Staffing for the role
• Determining major processes
• Response
• AR role is a lot of what you do today.
• QAR role description applies to a specific
  management system, Quality.
• AR role applies across all systems in this order.
  
• The FCAP only shows the common AR
  responsibilities necessary for all management
  systems.
• Resource requirements will be defined in the
  implementation plans.
• Decision on which processes get graded is
  determined by Graded Approach Procedure and a
  definition of major processes.

6
FCAP Review Comments 04/21/08

• General comment
• Include Finance and other business operations
  systems now?
• Response
• Finance/Business Operations is not required by
  order 226.1A.
• Recommend the approach should be compliance first
  and then enhanced control.

7
FCAP Review Comments 04/21/08

• General comment
• Should we list our external reporting
  requirements in an appendix?
• Response
• Recommend this is not done.
• Creating a separate list outside of the FCAP
  document would be a useful tool and should be
  done.

8
FCAP Changes 04/21/08

• Comment Overview Introduction, paragraph 5,
  sentence 1
• Delete word assurance in order to place
  emphasis on all contractor systems not just
  assurance system.
• Comment Overview Introduction, paragraph 6,
  sentence 1
• Add word system in order change emphasis from
  management to management system.
• Comment Overview Purpose
• Add word systems in order change emphasis from
  management to management system.
• Response to above
• Done

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FCAP Changes 04/21/08

• Comment Overview Attributes of an Effective
  Assurance Program
• Add an introductory sentence to clarify or
  emphasize why section is included and/or intent.
• Response
• Done

10
FCAP Changes 04/21/08

• Comment Overview Attributes of an Effective
  Assurance Program
• Continual Improvement, last sentence Need to
  define significant.
• Response
• Done changed wording to include definition as
  part of sentence and replaced the word
  significant.

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FCAP Changes 04/21/08

• Comment Program Introduction, paragraph 1,
  sentence 1
• Need to define highest quality.
• Response
• Done replaced the word highest and added the
  perspective in which to view quality, the
  customers.

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FCAP Changes 04/21/08

• Program Organizational Structure, Section 1.1,
  paragraph 5
• Change Internal Audit reporting to show
  administrative and functional reporting
  structure.
• Response
• Done

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FCAP Changes 04/21/08

• Comment Program Organizational Structure,
  Section 1.3
• Add Centers to title, Division/Section,
• Response
• Done
• Check remainder of document for consistency. Done
  
• Also, document will be reviewed by the Technical
  Editor.

14
FCAP Changes 04/21/08

• Comment Program Personnel Responsible for
  Management and Assurance Systems, Section 1.5.3
• Add Property Management.
• Response
• Done

15
FCAP Changes 04/21/08

• Comment Planning, Section 5.3, paragraph 1
• Change DOE High Energy Physics Advisory Panel to
  Directors Physics Advisory Committee.
• Response
• Done

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FCAP Changes 04/21/08

• Comment Planning, Section 5.3, paragraph 2
• Place emphasis on DOE Business Plan being
  strategic and PEMP being tactical and note they
  are done at different points in time
• Business Plans are typically done a year in
  advance.
• Response
• Done

17
FCAP Changes 04/21/08

• Issue Reporting - Responsibilities, Section 6.2
• Capitalize C in title, Chair of the AC.
• Response
• Done
• Check for others in document. Done
• Also, document will be reviewed by the Technical
  Editor.

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FCAP Changes 04/21/08

• Comment Reporting - Responsibilities, Section
  6.2
• Potential issue Verify Facility Manager role
  versus reserved definition from DOE orders and
  Randys job title.
• What is intended use in the FCAP? Clarify or
  determine if there is a need to change.
• Response
• Decision by Fermilab management was to leave
  document as is, because Randy reports to COO.

19
FCAP Review Changes 04/21/08

• Comment Employee Concerns Process, Section
  8.3.2
• Should we include internal Action Line, x4000?
• Response
• Decision by Fermilab management was to include
  X4000 and have phone message updated to indicate
  relationship to program.

20
FCAP Review Changes 04/21/08

• Comment Issue Management - Responsibilities,
  Section 9.5
• Opportunity to elaborate on DOE O 226.1A,
  Attachment 1, Appendix A, page A-5, points 7-10.
• Response
• No change done at this time.
• To BE document for corrective action and
  preventative action procedure will be created per
  FIQMP.