Lessons Learned & Best Practices

1. Lessons Learned & Best Practices Melanie Gravois, Assurance & Quality Program ManagerKen Barat, Laser Safety OfficerLawrence Berkeley National Laboratory 2008 LSO Workshop, Albuquerque, NM

2. A given fact • I think all here at this meeting realize that the use of lessons learned can contribute in a positive way to any safety program. • It is of extreme use in laser safety • BEST Practice is an off shoot of Lessons Learned • Rather than learning from some ones mistakes, it allows users to share good practices and solutions to laser problems. • At LBNL we have combined these two into one program.

3. What makes this better • The distinguishing features of the LBNL program are: • Users can submit LL or BP • All accepted LL or BP are automatically emailed to all staff who are identified working with the related hazard.

4. Purpose of Lessons Learned –Best Practice • Prevent adverse operating incidents • Prevent the recurrence of significant adverse conditions/trends • Ensure ongoing improvement of safety and reliability • Expand the sharing of good work practices • Determine implementation strategies • Meet the mission and goals set forth by the Department of Energy (DOE)

5. Program Elements • Used by all employees • Briefing development • Feedback • Centrally managed, with support from subject matter based “reviewers” • Communicated through an online database • Subscription-based emails tailored to training profiles or designated by management

6. Process Flow Subject Matter Expert Review Office of Contract Assurance Review Disseminate to Target Audience Feedback from Target Audience Initiate Briefing Assess Program Effectiveness

7. Target Audience • Driven by Subcategory • Pre-selected Defaults • Manual Addition of Recipients • Pre-set Distribution Lists

8. ES&H          Activity Hazard Document          Asbestos          Beryllium          Biological          Biosafety          Chemical Hygiene          Chemical Inventory          Confined Space          Construction Safety          Cranes and Hoists          Cryogenics          Electrical          Emergency Eyewash/Safety Showers          Emergency Preparedness          Environmental          Ergonomics          Fire          Gases          HEPA Filter Testing          Health & Wellness          JHA          Laser Safety          Lead          Noise          Pressure Safety/Cryogenics          Radiological          Respiratory Protection          Roof Access          Seismic          Shop Safety          Slips, Trips and Falls          Traffic Safety          Ventilation Information Technology          Cyber          IT     Waste ManagementFacilities          Bus Services          Cafeteria Services          Custodial Services          Emergency Response          Engineering          Fleet          Garbage Services          Inspection          Maintenance          Pest Management          Planning & Architecture          Preventive Maintenance          Project Management - Planning Design/Construction          Project Management - Scheduled Work          Shipping/Receiving          Transportation          Warehousing/Storage          Work RequestsFinance          Accounting          Financial Management          OMB A-123Human Resources          General HRProcurement          E-Commerce          Sub-ContractingProperty          Excess Process          Inventory          Sensitive Items Driven by Subcategory

9. Email that goes to staff • The following Best Practice briefing posted on 05/07/2008 has been sent to you automatically based on your Job Hazard Analysis responses and/or your Lessons Learned and Best Practices subscription preferences. • Title: IR Super Viewer Event: LBNL Event Best Practice No.: BP08-0001 Best Practice: Description: For viewing of Infrared (IR) laser beams one usually has to choose between an object one holds directly in the beam path, such as an IR card or burn paper or one that is held to the face. The typical IR viewer is held against ones eye, as one scans the optics on the table. A more user-friendly system has been developed and is being used by the LOASIS group of AFRD. The system i ... • Click the link below for the complete briefing: http://isswprod.lbl.gov/lessonslearned/browse/preview.aspx?id=633 • Please contact the following subject matter experts if you have any questions regarding this briefing: Barat,Kenneth L(KBarat@lbl.gov) • Explain JHA

10. Reviewing/Approving Briefings • Standard Reviews • Dictated by the Subcategory selected • One Subcategory Selected: • IF Initiator ≠ SME, THEN SME Review is Required • IF Initiator = SME, THEN SME Review is not Required • > One Subcategory Selected: • IF Initiator ≠ SME, THEN SME Review From Each Subcategory is Required • IF Initiator = SME, THEN SME Review From the Other Subcategories is Required • OCA Review for all Briefings • Adding Reviewers • Initiator or Reviewer can Add Additional Reviewers • Select “Add” Button • Chose Reviewer

11. Completing Feedback Forms • Auto-sent to 10% of Target Audience • ≤ 1/Month • Completed w/in 5 Business Days • Results sent to the Reviewer • Available to any User

12. Searching for Data • Search Database • Search Feedback • Search Library

13. Central Database Accessible to anyone with Lab email account Electronic briefing and feedback forms Automated email service Searchable library of all previous briefings Resources Office of Contract Assurance Melanie Gravois, Assurance & Quality Program Manager 510.486.5916 mcgravois@lbl.gov Program document Database user manual Training Program Support

14. Laser LL/BP list • Presently in the system we have under • Lessons Learned • Best practices • 1. BP07-0001 - Vendor safety class 1 laser product • 2. BP08-0001 - IR Super Viewer

15. For follow up information • Contact • Melanie Gravois, Assurance & Quality Program Manager • 510.486.5916 • mcgravois@lbl.gov • Ken Barat, Laser Safety Officer • 510-495-2544 • Kbarat@lbl.gov