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Administrative Visiting Committee Administrative Peer Review Aug. 29 – Aug. 31, 2007
FY 2007 Administrative Peer Review The Laboratory Bruce Chrisman Fermilab August 29, 2007 .
FY 2007 Administrative Peer Review ² LABORATORY ² Fermi MISSION National Accelerator Laboratory advances the understanding of the fundamental nature of matter and energy by providing leadership and resources for qualified researchers to conduct basic research at the frontiers of high energy physics and related disciplines. .
FY 2007 Administrative Peer Review LABORATORY ORG CHART .
FY 2007 Administrative Peer Review ² LABORATORY STAFFING & SWF BUDGET (FY 07 Act) ² Staff Exempt v Non-Exempt v v ² 1, 910 SWF Budget v . Total 1, 188 722 SWF $207, 391 k
FY 2007 Administrative Peer Review ² LABORATORY STAFFING & TOTAL BUDGET (FY 07 Act) ²Budget v SWF v Elec. Power v GPP & UIP v Management Fee/OH v Other M&S v Total . $207, 391 k 24, 375 k 8, 600 k 3, 907 k 103, 348 k $347, 621 k
FY 2007 Administrative Peer Review DIRECTORATE - MISSION LEAD FERMILAB INTO THE FUTURE .
FY 2007 Administrative Peer Review ² DIRECTORATE STAFFING & SWF BUDGET (FY 07 Act) ²Staff v Exempt v Non-Exempt v Total ²SWF Budget v SWF . 29 4 37 $4, 477 k
FY 2007 Administrative Peer Review • DIRECTORATE STAFFING & TOTAL BUDGET (FY 07 Act) ²Budget v SWF v Elect. Power v GPP & UIP v Management Fee/OH v Other M&S v Total . $4, 477 k 24, 375 k 8, 600 k 3, 907 k 3, 022 k $44, 381 k
FY 2007 Administrative Peer Review ² DIRECTORATE - OVERVIEW Directors & immediate support staff v ES&H v OQBP v • v v v . EG&G Legal Office Public Affairs Program Planning Project Office - -----------Internal Audit
FY 2007 Administrative Peer Review • FY 06 SELECTED PEER REVIEW RECOMMENDATIONS v EMS • . Continue to embrace and react to emerging security threats relayed to the laboratory by the DOE-Chicago Counterintelligence Office.
FY 2007 Administrative Peer Review ² FY 06 PEER REVIEW RECOMMENDATIONS v Cross-Cut Issues • Readiness to deliver the ILC –Ideas Out of the Box • Cultural Change – People in the Box • Leadership – Hold the Course • Service – A Way of Life .
FY 2007 Administrative Peer Review ² FY 06 PEER REVIEW RECOMMENDATIONS v HIGHEST PRIORITY RECOMMENDATIONS • Finalize the necessary FLSA changes immediately • Complete corrective actions to address weaknesses in procurement file documentation, contract administration, and use of appropriate clauses • Solve the Foreign Travel Problem .
FY 2007 Administrative Peer Review ² Selected Proposal Initiatives (12 of 28) v Implement and Organization and Human Asset Plan (OHAP) v Create FNAL-ANL Laboratory Collaboration Council v Implement Strategic Planning process under leadership of Deputy Director v Design and Implement a process to resource load the Lab’s WBS v Document roles , responsibilities accountabilities and authorities at all levels. .
FY 2007 Administrative Peer Review ² Selected Proposal Initiatives (12 of 28) v Implement a space- utilization and facilities reuse program v Implement a Management and Decision Support Dashboard to allow DOE and managers to monitor performance in near-real time. v Create Office of Quality and Best Practices (OQBP) v Enhance QA program to provide robust program based on DOE O 414. 1 C .
² Selected Proposal Initiatives (12 0 f 28) Establish Director’s Council on Integrated Assurance to include requirements of DOE O 226. 1 and DEAR 970. 5203 -1 • Establish Director’s Council on Diversity • Initiate planning to obtain certification under OHAS 18001(Safety and Health) and ISO 14001(Environmental) • .
FY 2007 Administrative Peer Review CHIEF OPERATING OFFICER .
FY 2007 Administrative Peer Review ² Roles ² Chief & Responsibilities Operating Officer v Integrate all Lab Support Elements v Chair Lab Safety Committee v Emergency Director v Submit ORPS* Reports when Necessary v Accept DOE Orders for Contract Mods * see list of acronyms .
FY 2007 Administrative Peer Review ² Roles ² Chief & Responsibilities (cont) Operating Officer v Counterintelligence v PMA POC v Misc. Directorate Activities • Lab. Cultural Activities • Dir. IT Support .
FY 2007 Administrative Peer Review Associate Lab Director Operations Support .
FY 2007 Administrative Peer Review ² Roles ² ALD v & Responsibilities Ops Support Line Responsibility for Business Services, Workforce Development and Services, and Facilities Engineering Services Sections v ORTA .
FY 2007 Administrative Peer Review ² MISSION ² Provide the Laboratory’s technical organizations with required support in a safe, effective, and efficient manner within the FRA/DOE constraints. .
FY 2007 Administrative Peer Review ² DESIRED . OUTCOMES v Operate Support Functions with a target of zero injuries. v Obey the Law v Support scientific research in an effective and economical manner v Communicate regulatory and legal requirements in simple yet effective manner v Where possible relieve technical staff of administrative burdens.
FY 2007 Administrative Peer Review ² RISKS & CHALLENGES ² One Deep in Several Areas v Increase Cross Training ² Budget ² Security Contract ² New DOE Orders v e. g. Conference Man, QA, etc. .
FY 2007 Administrative Peer Review ² RISKS & CHALLENGES ² Unpredictable/Fixed Costs v e. g. Medical, Legal/Phones, Postage, Software Lic ² Visas v Employees, Users, Foreign Travel ² Infrastructure ² Weakness v . ORTA (accepted)
FY 2007 Administrative Peer Review ² CUSTOMER COMMUNICATIONS v Employees v DOE Weekly Program Office Telecom • FSO & Directors Office meet every Tues. • Member Standing DOE & Lab Councils – NLIC (founding chair) – SC COO Group • v Staff . Meetings
FY 2007 Administrative Peer Review ² List of Acronyms FSO - Fermi Site Office v GPP - General Plant Project v NLIC - Nat. Lab. Improvement Council v OH - Overhead v ORPS - Occurrence Reporting and Processing System v ORTA - Office of Research & Tech Asses. v PMA - Presidents Management Agenda v POC - Point of Contact v SC - DOE Office of Science v UIP - Utility Incentive Program v WBS - Work Breakdown Structure v .
FY 2007 Administrative Peer Review Chief Financial Officer Cindy Conger Fermilab August 29, 2007 .
FY 2007 Administrative Peer Review ²FINANCE SECTION OVERVIEW ² Our mission is to provide safe, effective, efficient financial operations in support of the Laboratory’s high energy physics program in accordance with all laws, regulations, and DOE requirements. ² The Finance organization consists of three groups: Accounting v Budget Office v Management Information Systems (MIS) v ² . Finance organization formed April 1, 2006; CFO appointed June 1, 2006.
FY 2007 Administrative Peer Review Organization Chart .
FY 2007 Administrative Peer Review Finance Staffing Overview Breakdown of 4. 6 FTE increase in FY 07: . New positions in Budget Office and MIS 2. 0 Transfer from Directorate – CFO & Admin 2. 0 FRA Accountant - Accounting . 4 Increase part-time employee - Accounting . 2
FY 2007 Administrative Peer Review FY 07 Finance Staffing by Category 3 open positions (1 new, 1 retirement, 1 release) 3 positions reclassified to weekly in FY 07 FLSA review .
FY 2007 Administrative Peer Review Finance Budget Overview .
FY 2007 Administrative Peer Review Finance Budget – FY 07 M&S .
FY 2007 Administrative Peer Review ² Communications v Weekly with DOE meeting with DOE-FSO Site Manager (with COO) v Biweekly meeting with DOE-FSO Business Manager v Weekly Director’s teleconference with DOE Office of HEP v Monthly CFO teleconference with Program/Budget Officers at DOE Office of HEP v CFO represents Lab on FMSIC (DOE CFO/Contractor Financial Management Systems Improvement Council) .
FY 2007 Administrative Peer Review ² Internal v Weekly Lab Communications Lab Scheduling Meeting v Weekly Director’s Senior Management Meeting v Monthly Field Financial Manager Meetings v Biweekly Finance Department Head Meeting v Biweekly meetings with individual department heads v ~Quarterly CFO column in Fermilab Today .
FY 2007 Administrative Peer Review ² Risks and Challenges v Increased DOE requirements / expectations, e. g. OMB Circular A-123 controls documentation, assessment, testing, and remediation requirements (FY 06) • Acceleration of monthly close due date (noon on second work day) increases estimates needed and heightens peak load • Increasing number of funding categories and subcategories • More financial performance measures in contract • .
FY 2007 Administrative Peer Review ² Risks v . and Challenges Cybersecurity and PII compliance • Increased security threats especially with the growth of web, mobile & wireless based applications. • Increased frequency of vendor provided security patches: – CIAC and US-CERT advisories – Quarterly Oracle Critical Patch Updates (CPUs) – Monthly Microsoft updates – Monthly Linux updates – Others (e. g. , AV, firewall, etc. ) • Need to constantly evaluate business IT risk
FY 2007 Administrative Peer Review ² Risks and Challenges (cont. ) v Continuous • • • new system implementations: Oracle Financials: Project Accounting (’ 03) and Accounts Receivable (’ 04) People. Soft Self-service (’ 04 -’ 06) Deltek Cost & Schedule Control (’ 04 -’ 06) Project Tracking (’ 05) PWC Team. Mate Audit Working Papers (’ 06) Assurance Council Issues Tracking (’ 07) Conference Travel Management (’ 07) Time & Labor in progress Management Dashboard up next Automated Travel system sorely needed v Continuous upgrade of financial system software: Oracle e. BS; People. Soft 8. 9, Deltek, Team. Mate in FY 07 v Application servers increased 5 -fold (from 5 in ’ 04 to 26 in ‘ 07) .
FY 2007 Administrative Peer Review ²Risks and Challenges (cont. ) v Maintain • and improve IT infrastructure Funding limitations slow implementation of needed technology replacements v Increased • • . oversight, FRA & DOE: Extensive Cost Allowability audit every year (FY 05 ->) Expanded external audit procedures post-Enron (KPMG) Federal Grants audit required (OMB A-133) Expanded DOE requirements at 3 rd quarter FISMA, General IT controls audits and reviews Increased risk of findings and need for remediation thereof Active, involved Board of Directors
FY 2007 Administrative Peer Review ² Risks and Challenges (cont. ) v Increasing complexity of financial environment, e. g. DOE’s STARS system implementation (FY 05) • Program Support indirect pools (FY 07) to comply with CAS • Increasing international activity, primarily CERN (cost allowability & tax withholding/reporting risks), also Auger and ILC v Keeping focus on Safety in low-risk office environment v Delayed fiscal year budgets; operating under Continuing Resolutions v One-deep staffing in some key areas v Contract transition was significant strain on Finance in FY 07. • .
FY 2007 Administrative Peer Review ² Status of FY 06 URA Visiting Committee Recommendations - Finance v Recommendation: (MIS) Issues Resolve Management Information Systems • 1) Limited access to software during the year-end close • 2) Software difficulties in tracking spares in AD • 3) A conference management system is needed – Communication will be improved in the future. Access to the system has always been available to the financial managers upon request during the few days that general system access is restricted to make maximum resources available to the close activities. Some FFM's were not aware. – This is a longstanding issue, the resolution of which will be led by Accounting. The Lab's processes in this area need improvement; however, controls are adequate and financial impact is low (less than 1% of cost activity). Accounting and MIS resources are being expended on higher priority activities at this time. – Conference Travel Management was implemented on 12/14/06. .
FY 2007 Administrative Peer Review OQBP Bob Grant Fermilab August 29, 2007 .
FY 2007 Administrative Peer Review ² Office v Part of Quality and Best Practices of Bid Strategy v Funding v Staffing v QA Program .
FY 2007 Administrative Peer Review ² Current v QA Projects Manual & Program v Interim Management Issues Tracking v LHC Triplet Root Cause Analysis v Dashboard v Work Scheduling & Maintenance v Assurance Council .
FY 2007 Administrative Peer Review WD&R Section Kay Van Vreede Fermilab August 29, 2007 .
FY 2007 Administrative Peer Review ² Agenda ² Workforce . Development and Resources Section v Mission v Organization Chart v Staffing Level and Budget v 2006 Peer Review Recommendations and Outcomes v Additional FY 07 Accomplishments v Major FY 08 Initiatives
FY 2007 Administrative Peer Review ² Workforce Development and Resources Section Mission ² Our . mission is to: v provide vital services to Laboratory employees and users in support of the research mission of Fermilab, and v improve national science education through teacher, student, and public programs.
FY 2007 Administrative Peer Review WDRS Org Chart Section Office Kay Van Vreede Benefits Administration Planning HR Services Equal Opportunity Employment/ Employee Relations Education Office Marge Bardeen Mary Todd . Wilma Cardona Borys Jurkiw Dianne Engram Juanita Frazier Office for Professional/ Organization Development Barbara Brooks
FY 2007 Administrative Peer Review Staffing Level & Budget Departments Benefits/Children’s Center Budget 7/12 747, 000* Education 14 1, 619, 000 Employment/Employee Relations 3/3 712, 000 2 530, 000 10 832, 000 Section Office 3 935, 000 Office for Prof/Org Development 2 210, 000 56 5, 585, 000 Equal Opportunity HR Services TOTAL * Children’s Center self funded . Staffing Level
FY 2007 Administrative Peer Review 2006 PEER REVIEW RECOMMENDATIONS .
FY 2007 Administrative Peer Review ² . FY 2006 Peer Review Recommendations Summary 1. Finalize FLSA changes immediately. 2. Change the name of Laboratory Services Section (LSS). 3. Develop an Organization and Human Asset Plan (OHAP). 4. Drive all hiring processes including scientific hiring. 5. Apply proactive change management principles to every major initiative.
FY 2007 Administrative Peer Review 2006 PEER REVIEW RECOMMENDATION OUTCOMES .
FY 2007 Administrative Peer Review ² 2006 Peer Review Recommendation #1 v Finalize the necessary FLSA changes immediately. • . 146 positions were reclassified as of 12/1/06
FY 2007 Administrative Peer Review ² 2006 Peer Review Recommendation #2 v Change the name of Laboratory Services Section (LSS) to reflect the importance of people and education to the Laboratory. • . On 1/1/07 Laboratory Services Section (LSS) was changed to: Workforce Development and Resources Section (WDRS)
FY 2007 Administrative Peer Review ² 2006 Peer Review Recommendation #3 v Organization and Human Asset Plan (OHAP) tools and processes (which will include succession planning) should be developed by Human Resources. Tools and processes were developed and are owned by the Directorate • Phase 1: Functional skills were identified • Phase 2: Skill requirements were projected through 2012 • .
FY 2007 Administrative Peer Review ² 2006 Peer Review Recommendation #4 v Human Resources should drive all hiring processes, including scientific, as soon as possible. • • • . Director approved change HR completed recommendations for process changes Committee of scientists was formed to collaborate with HR in developing final processes and procedures
FY 2007 Administrative Peer Review ² 2006 Peer Review Recommendation #5 v Proactive change management principles, especially sponsorship and communication, should be applied to every major initiative, whether in this support Section or others • . Implementation of the FY 08 Compensation Salary Review process illustrates how these principles were used. . .
FY 2007 Administrative Peer Review ² 2006 Peer Review Recommendation #5 (cont’d) v . FY 08 Salary Review Process • Director was Sponsor • Senior Management team provided input • Director communicated changes in Fermilab Today
FY 2007 Administrative Peer Review ² 2006 Peer Review Recommendation #5 (cont’d) v . FY 08 Salary Review Process • Training was developed • Feedback from two pilots resulted in the final training design • 284 Supvs/Mgrs completed training • On-line training was developed and town hall meetings were held for all employees
FY 2007 Administrative Peer Review ² In addition. . . v . A customized training program on effective implementation of change and innovation was developed for HR and delivered to all HR managers and professional staff.
FY 2007 Administrative Peer Review ADDITIONAL FY 07 ACCOMPLISHMENTS .
FY 2007 Administrative Peer Review ² Additional FY 07 Accomplishments v Met all FRA Transition Milestones v Completed Benefit Value and Cost studies v Conducted 3 employee focus groups on health and welfare plans. Three areas were identified for in-depth analysis in FY 08: Use of flexible spending debit card A separate vision plan • Increased awareness of legal services via the EAP and availability of employee paid legal plans • • .
FY 2007 Administrative Peer Review ² Additional FY 07 Accomplishments v 280 Supvs/Mgrs completed core leadership development courses via Fermilab Management Practices (FMP) Seminar v Total number of training participants increased from 1, 151 to 1, 867 or 62% v Total number of mgmt/computing/professional/technical courses increased from 74 to 105 or 42% .
FY 2007 Administrative Peer Review ² Additional . FY 07 Accomplishments v Refined Annual Salary Review process and communicated changes to all employees v Completed significant milestones on the Compensation Action Plan required for DOE Compensation Certification v Developed and presented a feasibility study on the operation of the Children’s Center
FY 2007 Administrative Peer Review ² Additional FY 07 Accomplishments v Developed and implemented Vacation Donation Program v Implemented a pilot program for Alternative Work Schedules in FESS and WDRS v Directorate approved Diversity Council proposal. Implementation is in progress v Recognized for HR practices by being selected as one of Chicago’s 101 Best & Brightest Companies to Work For .
FY 2007 Administrative Peer Review ² Additional v The FY 07 Accomplishments Quark. Net cosmic ray study reached several milestones: over 300 teacher accounts on the e-Lab • over 600 student group accounts • over 12, 000 days of data uploaded • over 250 detectors at schools across the U. S. and in 5 other countries. • v Completed the first summer of the DOE ACTS Program for Middle School Teachers .
FY 2007 Administrative Peer Review MAJOR FY 08 INITIATIVES .
FY 2007 Administrative Peer Review ² Major . FY 08 Initiatives v In collaboration with the Directorate, implement the Diversity Council Committees v Identify and implement processes that incorporate scientific hiring into HR practices v Request DOE Compensation Certification
FY 2007 Administrative Peer Review ² Major FY 08 Initiatives v Analyze data from the current Pharmaceutical Benefit Program and determine if there is a more cost effective vendor v Research and make recommendations regarding the following Benefits Plan initiatives: Use of flexible spending debit card A separate vision plan • Increased awareness of legal services via the EAP and availability of employee paid legal plans • • .
FY 2007 Administrative Peer Review ² Major . FY 08 Initiatives v Develop and implement expatriate policies v Implement the University of Chicago Strategic Laboratory Leadership Program v Continue to develop core competency leadership skills of new and experienced Supervisors/Managers via FMP
FY 2007 Administrative Peer Review ² Major FY 08 Initiatives v Prepare Quark. Net teachers and students for turn-on of LHC: On the Horizon of Discovery v Plan the move of the Education Office Professional Development Programs to a permanent location in the Training Center .
FY 2007 Administrative Peer Review ²Summary v WDRS continues to maintain efficient and effective service levels with a limited number of personnel. v We have made significant progress with a number of initiatives and once again anticipate a very challenging agenda in FY 08. .
FY 2007 Administrative Peer Review Business Services Section Dave Carlson Fermilab August 29, 2007 .
FY 2007 Administrative Peer Review BUSINESS SERVICES SECTION MISSION Deliver Efficient, Effective, and Responsive Business Systems, Services and Resources that Enable the Successful Achievement of the Laboratory Mission(s). .
FY 2007 Administrative Peer Review ² BUSINESS SERVICES SECTION MISSION – OPERATIONAL OBJECTIVES v Internal – Use business practices that are safe, efficient, costeffective, timely and accurate. v Lab-wide – Provide business systems, services and resources that allow staff and users to accomplish their work with administrative ease. v External – Conduct business operations in compliance with the prime contract and applicable laws, rules and regulations. .
FY 2007 Administrative Peer Review ² BUSINESS SERVICES SECTION HEAD – ROLES AND RESPONSIBILITIES v Line Responsibility for Business Services Elements v Delegated Authority to Commit the Laboratory v DOE National Laboratories Improvement Council v Liaison to Du. Page National Technology Park .
FY 2007 Administrative Peer Review BUSINESS SERVICES SECTION SSO  Greg Mitchell n = 143. 15 FTE’s .
FY 2007 Administrative Peer Review BUSINESS SERVICES SECTION Transportation Information Resources Property & Inventory Control. Procurement SSO Telecommunications Visual Media Services Travel Security Fire Department Shipping & Receiving Library Food Services Property Mgmt. Construct. , Fabrication, Services Photography/ Duplicating Site Security Traffic Archives Housing Supply Computing & Services Video/ Streaming/ AV/Comp Comm. Center Vehicle Maint. & Fleet Mgmt. Records Mgmt. Users Center & Chez Leon Stockroom Electronics & MRO Graphics Key & ID Mailroom Web Support Distribution & Taxi . Accommodations Section Office n = 143. 15 FTE’s
FY 2007 Administrative Peer Review BUSINESS SERVICES SECTION – BUDGET High Energy Physics SWF M&S Total Safeguards & Security SWF M&S Total . $10, 220 K 1, 976 $12, 196 K (includes funds transferred to DOE) $ 562 K 1, 788 $ 2, 350 K
FY 2007 Administrative Peer Review BUSINESS SERVICES SECTION .
FY 2007 Administrative Peer Review ² BUSINESS SERVICES SECTION HIGHEST PRIORITY RECOMMENDATIONS v Complete corrective actions to address weaknesses in procurement file documentation, contract administration, and use of appropriate clauses v Solve . the Foreign Travel Problem
FY 2007 Administrative Peer Review ² BUSINESS SERVICES SECTION HIGHEST PRIORITY RECOMMENDATIONS v Complete corrective actions to address weaknesses in procurement file documentation, contract administration, and use of appropriate clauses. • Balanced Scorecard FY 2007 expected result = 97% +1% -5%, vs. FY 2006 score of 89%. Improvement is attributable to training and surveillance of staff; emphasis on active administration of service subcontracts; increased effort on file documentation, organization and presentation; and customer satisfaction survey results. • Hired one admin. support assistant (ASA); promoted an ASA to buying responsibility; hired construction administrator. .
FY 2007 Administrative Peer Review ² BUSINESS SERVICES SECTION HIGHEST PRIORITY RECOMMENDATIONS v Solve the Foreign Travel Problem • July, 2006 – Hired Travel Manager (20+ years experience, most recently at Argonne National Laboratory). • August, 2006 – Summer student retained as part-time, On-Call employee. • December, 2006 – Implemented Domestic Conference Management System. – Replaced multiple e-mails and paper system with a centralized database (thanks, FI/MIS). – Everyone can see what’s going on. • Process Improvements: – – Early processing of trips. Process trips early and quickly, then hold. Reduced copying of paperwork. Reduced “send-backs” – centralized fixing in Travel Office. (continued) .
FY 2007 Administrative Peer Review ² BUSINESS SERVICES SECTION HIGHEST PRIORITY RECOMMENDATIONS v Solve the Foreign Travel Problem (continued) • Trained and advised division/section travel coordinators. – December, 2006 – Trained administrators and travel coordinators in FTMS. – Subsequently held series of smaller meetings with admins & TC’s. – August, 2007 – Focused Directorate training. • Customer Survey (results follow). • August, 2007 – Hired experienced travel administrator. • August, 2007 – Foreign conferences being tested in Conference Management System. .
FY 2007 Administrative Peer Review .
FY 2007 Administrative Peer Review Travel Survey Comments: ² Improved dramatically in the last few months. Closeouts of foreign travel better managed. ² Accommodate trip request submitted late, especially for conference ² Travel office handles request efficiently. ² Travel office is easier to work with. Understanding with problems. ² ² ² Paper work is processed faster. Very happy with service provided. Never had a problem with travel. Finds it difficult to deal with staff on FT trip revisions. (1) Travel office does not respond to emails in a timely manner. (1) Conference requests are required too far in advance. Sometimes website does not have information. (1) Difficult survey. Some services are good. Problems with conference processing , delay in checking trips that are sent to the foreign travel office. Requirements change just before submission deadlines. Very poor communication of changes ² Hard to understand when contacted by phone. (1) ² .
FY 2007 Administrative Peer Review ² BUSINESS SERVICES SECTION RISKS & CHALLENGES v Security Subcontract Transition to DOE. v NOn. A and ILC Procurement Planning and Execution. v Recertify Property System under new DOE Order (due for Property Evaluation Review Team evaluation). v Recertify Procurement System (due for Procurement Evaluation Review Team evaluation). v Records Management (New plans to be coordinated with OQBP and QA program implementation). .
FY 2007 Administrative Peer Review ES&H Section Bill “Griff” Griffing Fermilab August 30, 2007 .
FY 2007 Administrative Peer Review ² ES&H MISSION ² Primarily: v To provide leadership and technical support in the development and implementation of an integrated ES&H management system that achieves continuous improvement in ES&H performance. ² Secondarily: v To provide assurance to the Director that ES&H compliance is being achieved & that line organizations are carrying out their ES&H duties responsively. .
ES&H SECTION ORGANIZATION CHART Bill Griffing ES&H Director 42 Employees (42. 2 FTEs) . Mary Logue Don Cossairt Tim Miller Safety & Environmental Protection Radiation Protection Medical & Admin Support 17 Employees (17 FTEs) 14 Employees (14 FTEs) 10 Employees (10. 2 FTEs)
FY 2007 Administrative Peer Review ES&H ORG CHART ES&H Director Sr. Safety Officers • Environmental Officers • Radiation Safety Officers Safety & Environmental Protection Radiation Protection Medical & Admin Support Key to our success in implementing an effective integrated ES&H Management System are the ES&H professionals embedded within the line organizations. The Senior Safety Officer employed by each line organization has a dotted line reporting relationship to the Safety Director. .
FY 2007 Administrative Peer Review ² ES&H SECTION STAFFING & SWF BUDGET (FY 07 Act) ² Staffing Exempt v Non-Exempt v v ² 42 SWF Budget v . Total 26 16 SWF $4, 366 k
FY 2007 Administrative Peer Review ² LABORATORY STAFFING & TOTAL BUDGET (FY 07 Actual) ²Budget v SWF v M&S v Total . 4, 366 k (~85%) 766 k (~15%) $5, 132 k
FY 2007 Administrative Peer Review ² ES&H v v v v v . SECTION - OVERVIEW Report directly to Lab Director Security & Fire Fighting responsibilities transferred to BSS Retain Emergency Planning & Fire Protection Engineering All S&H Traditional Program Responsibilities Environmental Surveillance/Monitoring & Permitting NEPA Coordination with DOE Radiation Protection Program Responsibilities Maintain FESHM & Work Smart Set Facilitate & track ES&H Self Assessment activities ES&H (Lab-wide) Training Analytical laboratory Instrument laboratory Centralized Dosimetry Manage Workers’ Compensation Program & EEOICPA Principal contact for all ES&H compliance activities (with DOE & Reg. Agencies) Coordinate work of various ES&H Subcommittees & facilitate LSC operations Assist with oversight issues at labs in Argentina, New Mexico, Minnesota, Europe ES&H Communication (in various forms)
FY 2007 Administrative Peer Review ² FY 06 ² PEER REVIEW RECOMMENDATIONS ES&H Recommendations Implement all action items in the report of the Director’s Panel on Injury Reduction as soon as possible. • 11 recommendations accepted by Director; All closed but two. v Devote continued attention to subcontractor & user safety initiatives • Ongoing process; training/supervision v Ensure that the Annual Safety Plan is embraced uniformly in all Divisions & Sections • Good progress; each year getting better; 92 actions this year v Seize opportunities for more comprehensive reporting, analyzing, & disseminating findings v • . Lots of evidence; lessons learned, discussion of injuries & near misses, Introduction of HPI, frequent communications
FY 2007 Administrative Peer Review ² FY 06 PEER REVIEW RECOMMENDATIONS ² EMS Recommendations v Explore opportunities to schedule emergency drills that involve local police, fire departments, and other authorities to exercise response scenarios requiring outside intervention. • Considered doing a drill; overcome by real events; two instances in the last year where we had incidents requiring police to search our site for personnel thought to be carrying weapons. These events gave us an opportunity to test our emergency readiness. • Each year offsite responders go through familiarization tours of Site 55 and training in mine rescue. Our FD participates in off-site drills. Our emergency planner is a member of 2 LEPC’s and works with county EMA. .
FY 2007 Administrative Peer Review ² Contract Proposal Initiatives v . Initiate planning to obtain certification under OHSAS 18001(Safety and Health) and ISO 14001(Environmental) • Achieved ISO 14001 Certification in late July 2007 • On target to achieve OHSAS Certification by July 2008, as scheduled in our contract proposal
FY 2007 Administrative Peer Review ² RISKS v One Deep in Several Areas • • v Impacts us in various ways: – Getting tasks done without injury to ourselves – Several people retiring in next few years – Costs to our medical department rising Reduction in Electrical Safety Expertise • . Ever increasing percentage of budget is consumed by SWF Will require a bump in M&S this year to avoid reduction in services Aging Workforce • v For several years have been cross training personnel in our Section Across the lab, insufficient funds to bring in young professionals & mentor them; will likely lead to accidents eventually Budget • • v & CHALLENGES In past six months; 2 retired, one passed away, another facing personal medical issues
FY 2007 Administrative Peer Review ² Major Accomplishments in past year Fire Protection Review v Hoisting & Rigging Review v ISO 14001 Review v Triennial Assessment of Radiation Protection Program v Introduction of Human Performance Initiative (HPI) v Recycling Initiative v FESHM Updates v Lab Director’s Panel to Reduce Injuries – actions taken v 851 Worker Safety Plan Submission v Contract Transition v Met almost all of PEMP goals for ES&H & EMS v .
FY 2007 Administrative Peer Review ² CUSTOMER COMMUNICATIONS Employees (directly or anonymously) v Line Organizations (D/S Head via SSO or direct) v DOE v Weekly Program Office Telecom • FSO & Directors Office meet every Tues. • ES&H leadership meets each month over lunch • v . Staff Meetings
FY 2007 Administrative Peer Review FESS Section Randy Ortgiesen Fermilab August 30, 2007 .
FY 2007 Administrative Peer Review ² FESS v To Mission Statement Establish and Maintain a Dependable Base from which Particle Physics and other Fermilab Programs can be Safely Accomplished without Interruption .
FY 2007 Administrative Peer Review ² Infrastructure v v 6800 acres 354 buildings • v 89 thousand square feet Infrastructure • • . 2. 4 million square feet 78 trailers • v Inventory Electric system – power received at 345 k. V from utility grid at 2 primary substations, 241 secondary substations, 115 miles of cable (80 miles underground) Industrial cooling water – 21 miles of piping Domestic water system – 19 miles of distribution piping Sanitary system – 12 miles of sewer collection piping Pond water system – 16 ponds with return and supply channels Natural gas system – 14 miles of underground piping Roads & Lots – 36 miles & 42 acres
FY 2007 Administrative Peer Review FESS Organization Chart .
FY 2007 Administrative Peer Review ² FESS Resources v Operating budget $17. 1 M • SWF $9. 5 M • M&S $7. 6 M v Contract support • Time and Materials labor contracts • Specialty contracts • Janitorial .
FY 2007 Administrative Peer Review ² FESS Operations Department v Preventive, corrective and predictive maintenance and repair support for site facilities, equipment and infrastructure v Provides engineering support for maintenance and operational activities v Manages several service contracts to support in-house maintenance services including specialized mechanical equipment, cranes and high voltage electrical support v Operations of the Central Utility Building v Pond water management .
FY 2007 Administrative Peer Review ² FESS Engineering Department v Design and construction of all on-site and limited off-site facilities v Pre-conceptual design services for proposed future laboratory projects v Manages several A/E service contracts to supplement in-house design services v Construction coordination and task management services as requested v Develop and administer Geographical Information System (GIS) .
FY 2007 Administrative Peer Review ² FESS Site Services Department v In-House services Include Wilson Hall Building Management, Roads and Grounds maintenance, and FESS IT system management v Subcontracted services include Time & Material services for construction trades, elevator maintenance, custodial services, trash pickup and recycling, and pest control v Management of site infrastructure systems and condition assessments for buildings and infrastructure systems v DOE Real Property interface .
FY 2007 Administrative Peer Review ² FESS CY 07 ES&H Performance 4 -Recordable; 2 -DART; 13 -First-Aid v Management & Union Committee established and active for improved safety performance and HVAC best practices v FY 07 ES&H plan • Demonstrate Management Commitment • Provide safe work environment that promotes ES&H • Improve Communication • Waste Management and Pollution prevention v .
FY 2007 Administrative Peer Review ² Energy and Utility Management v Executive Order 13423 v DOE Transitional Energy Action Management (TEAM) initiative • Aggressive goals • Plan to implement by end of FY 2008 v National Laboratory Improvement Council (NLIC) • Working group to propose a corporate portfolio approach v Electricity procurement using Dollar Cost Averaging • Manage volatile market risk • DESC and DOE procurement; lab support .
FY 2007 Administrative Peer Review ² DOE . Initiatives v Science Laboratory Infrastructure (SLI) initiative • Fermilab project nominations included – Industrial Cooling Water Upgrades ($20. 8 M) FY 11 -13 – High Voltage Electrical Upgrades ($14. 1 M) FY 11 -13 – Industrial Facilities Consolidation ($33. 8 M) FY 14 -17 v Real Property Asset Management • FIMS validation • Maintenance Investment levels – Tunnels and Accelerators • Deferred Maintenance Reduction
FY 2007 Administrative Peer Review Fermilab’s Commitment to General Infrastructure, 2000+ UESC 2000 -2011 = $57 M or $5. 7 M per year Warrenville Water $1 M Batavia Electrical $5 M & annual maintenance SLI $34. 9 M ICW & Electrical 2000 $3 M $1 M $2 M $4 M $5 M $8 M $3 M $6 M $6 M $6 M General Plant Projects . SLI $33. 8 M Industrial Facilities 2020
FY 2007 Administrative Peer Review ² Batavia Initiative Pi-pole replacement v Scope: Replace 19 wooden 345 k. V Pi-pole structures • Circuit switchers to improve 345 k. V outage coordination • Maintenance of DOE 345 k. V lines by Batavia v Cost avoidance of $5 M in project cost v Reduction of $5 M in deferred maintenance v Underway and scheduled for completion 9/30/07 v Eliminate lab’s biggest infrastructure vulnerability • .
FY 2007 Administrative Peer Review ² FY 2006 Recommendations Measure 7. 0 v Develop GPP plans consistent with TYSP • Programmatic vs. Conventional scopes • Changing Dynamics v Institute formal process for customer communications • Daily work activities to building managers • Discussions with D/S facility managers • Section head briefings on FESS direction • Weekly scheduling meetings • Monthly coordination meetings with accelerator ops .
FY 2007 Administrative Peer Review ² Contract Initiative v Implement a space-utilization and facilities reuse program • Directors Policy 36 • Dependent on future mission decisions • Building use matrix vs. mission projection – Space Planning integrated with Strategic Planning .
FY 2007 Administrative Peer Review Closeout Slides The Committee August 31, 2007 .