ISMS/EMS for Individuals September 2005 http: //wwwgroup. slac. stanford. edu/esh/isms/tools. htm ISMS/EMS for individuals. updated 9 -21 -2005 Stanford Linear Accelerator Center
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 ES&H Policy Statement (http: //www-group. slac. stanford. edu/esh/isms/eshpolicy. html) ISMS/EMS for individuals. updated 9 -21 -2005 Stanford Linear Accelerator Center 2
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 ISMS/EMS for individuals. updated 9 -21 -2005 Stanford Linear Accelerator Center 3
The ISMS Implementation review is important to SLAC’s future. • DOE re-assessments of a contractor’s ISMS are rare • Appreciate how the Office of Science is focused on SLAC safety performance I’m optimistic that each of you will represent our ISMS well. ISMS/EMS for individuals. updated 9 -21 -2005 Stanford Linear Accelerator Center 4
Goals of Today’s Training 1. Understand what’s expected of you in the October 3 – 11 review 2. Better understand our ISMS, especially recent changes ISMS/EMS for individuals. updated 9 -21 -2005 Stanford Linear Accelerator Center 5
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 we’ll do in our policy and requirements documents. ISMS/EMS for individuals. updated 9 -21 -2005 Stanford Linear Accelerator Center 6
What to expect from the upcoming DOE ISMS review. (cont’d) • Documents of interest » Job Descriptions (http: //www-group. slac. stanford. edu/hr/forms. html), possibly Performance Evaluations » JHAMs and AHAs (probably the most important) » Work procedures ISMS/EMS for individuals. updated 9 -21 -2005 Stanford Linear Accelerator Center 7
ISMS Changes – Drivers came from reviews of SLAC’s ISMS. • Unclear roles and responsibilities » ES&H 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. ISMS/EMS for individuals. updated 9 -21 -2005 Stanford Linear Accelerator Center 8
What we changed in response to these concerns. • ISMS/EMS Description » Describes our ISMS and how Environmental Management System is now integrated • ES&H Manual » Chapter 1 – General Policy and Responsibilities » Chapter 2 – Work Authorization » Chapter 31 – Institutional ES&H Committees • Directorate ISMS Implementation Plans » New organization » More uniformity ISMS/EMS for individuals. updated 9 -21 -2005 Stanford Linear Accelerator Center 9
ISMS Five Core Functions Define work scope Analyze work for hazards 3. Develop and implement controls 1. 2. - Engineering - Administrative - Personal Protective Equipment (PPE) 4. Perform work within controls 5. Feedback and continuous improvement ISMS/EMS for individuals. updated 9 -21 -2005 Stanford Linear Accelerator Center 10
ISMS Seven Guiding Principles Line Management is responsible for safety Roles and Responsibilities are clearly defined 1. 2. » » 3. 4. 5. 6. 7. The line Every individual too Competence commensurate with responsibility Balanced priorities and integration of ES&H Identification of ES&H standards Tailored controls A system of operations authorization ISMS/EMS for individuals. updated 9 -21 -2005 Stanford Linear Accelerator Center 11
Chapter 1 – General Policy and Responsibilities • Line management is responsible and accountable for » Protecting – – Workers The public The environment Property – Big projects to routine daily tasks » Integrating ES&H into work » Complying with laws, standards, and SLAC ES&H Policy and requirements Authorizing work » • The responsibility and accountability of each individual is no less important. ISMS/EMS for individuals. updated 9 -21 -2005 Stanford Linear Accelerator Center 12
Remember We All Signed This: ISMS/EMS for individuals. updated 9 -21 -2005 Stanford Linear Accelerator Center 13
Chapter 1 – General Policy and Responsibilities • The ES&H Division’s role » » » Provide you – – – Services Counsel Expertise With your involvement, select ES&H standards and ensure an even implementation Provide essential central services, e. g. – – – Radiation Safety including dosimetry Environmental monitoring Waste Management Medical Services Emergency Services ISMS/EMS for individuals. updated 9 -21 -2005 Stanford Linear Accelerator Center 14
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. ISMS/EMS for individuals. updated 9 -21 -2005 Stanford Linear Accelerator Center 15
Chapter 1 – General Policy and Responsibilities (cont’d) • Supervisor responsibilities » Complete JHAMs (https: //wwwinternal. slac. stanford. edu/esh/SLACsafety/jham/JHAM_policy_final. pdf, and https: //www-internal. slac. stanford. edu/esh/SLACsafety/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 add’l AHAs. ISMS/EMS for individuals. updated 9 -21 -2005 Stanford Linear Accelerator Center 16
Chapter 1 – General Policy and Responsibilities (cont’d) • Supervisor responsibilities (cont’d) » Set ISMS goals for employees – Section V, Employee Performance Evaluation form (http: //www- – group. slac. stanford. edu/hr/forms/2005_employee_perf_eval 1. doc) SLAC Safety Values and Expectations (http: //wwwgroup. slac. stanford. edu/eshvalues. html) » Specify ES&H training – – SLAC Training Assessment (STA) must be updated each May 1 (very important), Job Descriptions too Job-specific training not administered by ES&H Division ISMS/EMS for individuals. updated 9 -21 -2005 Stanford Linear Accelerator Center 17
Chapter 1 – General Policy and Responsibilities (cont’d) • ISMS Requirements for Individuals » Complete the JHAM and STA processes with » » » supervisor Complete required ES&H and job-specific training Demonstrate an understanding of ES&H 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 ISMS/EMS for individuals. updated 9 -21 -2005 Stanford Linear Accelerator Center 18
Chapter 1 – General Policy and Responsibilities (cont’d) • Individuals with important roles and responsibilities » Project Manager* – – – Responsible and accountable for all ES&H aspects of projects Oversee UTRs, especially the ES&H aspects Authorize commencement of project work following Chapter 2, “Work Authorization” Document and implement technical and safety requirements Control change processes and ensure ES&H 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 R 2 A 2 s are presented in the draft chapter 42, Construction Safety. ISMS/EMS for individuals. updated 9 -21 -2005 Stanford Linear Accelerator Center 19
Chapter 1 – General Policy and Responsibilities (cont’d) • Individuals with important roles and responsibilities (cont’d) » UTR (University Technical Representatives)* – Oversees field operations and effects rigorous ES&H 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 R 2 A 2 s are presented in the draft chapter 42, Construction Safety. ISMS/EMS for individuals. updated 9 -21 -2005 Stanford Linear Accelerator Center 20
Chapter 2 – Work Authorization • Describes how ISMS is implemented at five different levels of work authorization 1. Work for individuals - JHAM process done by supervisor with employee involvement – It is both ISM implementation and work authorization 2. 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 ES&H Manual) ISMS/EMS for individuals. updated 9 -21 -2005 Stanford Linear Accelerator Center 21
Chapter 2 – Work Authorization (cont’d) • Describes how ISMS is implemented at five different levels of work authorization 4. Safety Assessment Documents (DOE Accelerator Facility Safety Order, 420. 2 B) 5. Joint work approval Ø Line management appoints facility/area/building managers Ø When CEF or another SLAC element must enter a facility, area, or building, managers must jointly authorize the work ISMS/EMS for individuals. updated 9 -21 -2005 Stanford Linear Accelerator Center 22
Chapter 2 – Work Authorization (cont’d) • “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 ISMS/EMS for individuals. updated 9 -21 -2005 Stanford Linear Accelerator Center 23
Chapter 2 – Work Authorization (cont’d) • “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, X 2551 ES&H Hotline (x 4641) – http: //www-group. slac. stanford. edu/esh/concern. html » Line management must investigate such occurrences and, if warranted, re-authorize such the activity ISMS/EMS for individuals. updated 9 -21 -2005 Stanford Linear Accelerator Center 24
Chapter 2 – Work Authorization (cont’d) • “Broader “stop activity” authority vested in » All managers and supervisors » Safety Officers (only as described in designation letters) » Chairpersons of Citizen’s 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 ES&H Hotline (x 4641) ES&H Safety Concerns (X 4544 and http: //www- » ES&H Director at any time group. slac. stanford. edu/esh/concern. html) ISMS/EMS for individuals. updated 9 -21 -2005 Stanford Linear Accelerator Center 25
Chapter 2 – Work Authorization (cont’d) • 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, X 2355 ISMS/EMS for individuals. updated 9 -21 -2005 Stanford Linear Accelerator Center 26
What’s new - EMS Environmental Management System: • Required to be part of SLAC’s ISMS as a system for achieving environmental goals. ISMS/EMS for individuals. updated 9 -21 -2005 Stanford Linear Accelerator Center 27
What you need to know about SLAC’s 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/EMS for individuals. updated 9 -21 -2005 Stanford Linear Accelerator Center 28
Aspects of EMS. • Well reflected in our ES&H Policy Statement (http: //wwwgroup. slac. stanford. edu/esh/isms/eshpolicy. html) ISMS/EMS for individuals. updated 9 -21 -2005 Stanford Linear Accelerator Center 29
Aspects of EMS. • Well reflected in our ES&H Policy Statement (http: //wwwgroup. slac. stanford. edu/esh/isms/eshpolicy. html) • New expectations » Common sense – Recycling and waste sorting ISMS/EMS for individuals. updated 9 -21 -2005 Stanford Linear Accelerator Center 30
Aspects of EMS. • Well reflected in our ES&H Policy Statement (http: //wwwgroup. slac. stanford. edu/esh/isms/eshpolicy. html) • New expectations » Common sense – Recycling and waste sorting – Conserve resources/energy - turn off lights ISMS/EMS for individuals. updated 9 -21 -2005 Stanford Linear Accelerator Center 31
Aspects of EMS. • Well reflected in our ES&H Policy Statement (http: //wwwgroup. slac. stanford. edu/esh/isms/eshpolicy. html) • New expectations » Common sense – – – Recycling and waste sorting Conserve resources/energy - turn off lights Buy items with recycled content, energy efficient equipment ISMS/EMS for individuals. updated 9 -21 -2005 Stanford Linear Accelerator Center 32
Aspects of EMS. • Well reflected in our ES&H Policy Statement (http: //www- group. slac. stanford. edu/esh/isms/eshpolicy. 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 ISMS/EMS for individuals. updated 9 -21 -2005 Stanford Linear Accelerator Center 33
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 ES&H Coordinator » PSD – Ian Evans » PPA – Frank O’Neill » Operations – Janice Dabney » LCLS – Mike Scharfenstein • Rely too on the ES&H Division ISMS/EMS for individuals. updated 9 -21 -2005 Stanford Linear Accelerator Center 34
BACKUP SLIDES ISMS/EMS for individuals. updated 9 -21 -2005 Stanford Linear Accelerator Center
Terms I’ll 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 • ES&H = Environment, Safety and Health » Coupled with a “D” it denotes the SLAC ES&H Division ISMS/EMS for individuals. updated 9 -21 -2005 Stanford Linear Accelerator Center 36
Terms I’ll use today (cont’d). • ES&H Coordinator = A person within your directorate, division, department, or group that serves as your first point-of-contact on ES&H matters • Hazard = A threat to human health (workers or the public), the environment, or property. • Individuals = Employees and all classes of nonemployees • ISMS = Integrated Safety Management System, a DOE-required safety system that demonstrates ES&H is integrated into science and support programs ISMS/EMS for individuals. updated 9 -21 -2005 Stanford Linear Accelerator Center 37
Terms I’ll use today (cont’d). • Institutional Safety Officer (SO) = A person designated by the SLAC Director having “special” ES&H 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. ISMS/EMS for individuals. updated 9 -21 -2005 Stanford Linear Accelerator Center 38
Terms I’ll use today (cont’d). • OSHA Recordable Accident – An accident rising to a defined level of severity that must be recorded on SLAC’s 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 ES&H Division or elsewhere at SLAC with certain ES&H expertise and authority (http: //www-group. slac. stanford. edu/esh/resource. pdf) SOC = Safety Overview Committee, an important part of the SLAC system of Citizen Committees that coordinates the efforts of other Citizen Committees ISMS/EMS for individuals. updated 9 -21 -2005 Stanford Linear Accelerator Center 39
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