The ESHQ Organization at FNAL Martha Michels Chief

The ESH&Q Organization at FNAL Martha Michels, Chief Safety Officer NLDC ES&H Directors Workshop April 26 th, 2017

ESH&Q at FNAL – what’s included? • The ESH&Q provides subject matter experts, oversight and lab wide programs in several functional areas delivering essential core operational support services. These areas include: Ø Environmental Protection Ø Quality Assurance Ø Hazardous Waste Control Ø Lab wide training for ESH Ø Industrial Hygiene Ø Fire/Electrical Safety Ø Construction Safety Ø ESH&Q Communication Ø Medical Surveillance Ø Support for Projects Ø Fire Department Ø Security Department Ø Communications Center Ø Emergency Planning Ø Support for D/S Ø Radiation Protection/Instrumentation/ Accelerator Operations 2 4/26/2017 Martha Michels | NLDC ESH Director's Workshop

Contractual Requirements 22% belongs to ESH&Q 100 47 ES&H 50 Quality 19 14 61 26 6 14 16 21 21 56 Science Corporate Governance Finance/Procurement Engineering IT Communications Projects Property HR Legal 111 4/26/2017 Performance Planning Partnerships 30 3 Security Martha Michels | NLDC ESH Director's Workshop

ESH&Q has evolved at Fermilab To start, we set goals to help us move forward: • Clear roles and responsibilities (for ESHQ staff) • Consistent implementation of processes and policies • Stop doing things that don’t add value • Efficient use of resources • Look for ways to use technology to reduce work • Sustainable programs that make sense • Depth in qualifications and expertise • Clear succession plans for key roles These goals = lower costs and better programs 4 4/26/2017 Martha Michels | NLDC ESH Director's Workshop

ESH&Q at Fermilab – some history • Started with a small central organization and several field orgs embedded in the divisions • This worked during the Tevatron era but led to inconsistent expectations and inconsistent approaches to program implementation • There was also confusion about who had the authority for ESH at the laboratory • May - July 2015 – Chief Safety Officer position created and we largely centralized but kept some deployed in the divisions • June 2016 we’re moving to complete centralization with matrixed support to the divisions and projects 5 4/26/2017 Martha Michels | NLDC ESH Director's Workshop

The ESH&Q Organization – effective June 1 st Here we have direct support for each division, section and project FFM IT Support D/S/P Direct Support Manager Radiation Physics Engineering Manager Division Safety Officers Radiation Safety Officers Project Safety Support Rad Control Technicians Instrumentation Team Interlocks Assessment arm of the organization Office of the Chief Safety Officer Deputy Chief Safety Officer Associate Head for Direct Support Associate Head for Operations Support Senior Radiation Safety Office Radiation Physics Science Manager Administrative Support Emergency Management/ Fire Protection Quality Assurance/Training Manager Safety and Health Mike Bonkalski, Manager Occupational Safety Radionuclide Analysis Team Industrial Hygiene Shielding Assessment Construction Safety Fire Department Fire Chief Security Communication Center Environmental Protection Bridget Scerini, Manager EPG Hazard Control Technology Occupational Medicine Office Operated by: U. S. Health. Works Protective Force Wellness 6 4/26/2017 Martha Michels | NLDC ESH Director's Workshop

FTEs - how are we allocated Total FTEs (after reorg) = 137 – this includes service contractors • 41% Fire Protection/Security/Emergency Response • 25% Accelerator Operations Safety (rad protection, shielding, instrumentation, interlocks) • 10% Direct support to divisions, sections and projects • 7% Environmental programs/compliance (includes all hazardous waste handling) • 7% Occupational Safety/Construction Safety/IH • 5% Quality Assurance/Training • 3% Management and administration • 2% Occupational Medicine • Extensive crossover between the groups highlighted in blue • Many of us serve as SMEs to address risks – example, tritium at the laboratory 7 4/26/2017 Martha Michels | NLDC ESH Director's Workshop

ESH&Q at Fermilab – why did we evolve to this model? • This was a natural progression. Centralizing created an environment where staff must look at the bigger picture and act with the Lab’s best interest in mind. • The Fermi Site Office was and continues to be very supportive of this change. They are happy with the direction of the ES&H program as demonstrated by recent PEMP scores. • Benefits to the program and people include: – Consistency – Agility – Efficiency – Mobility – Fresh Perspective 8 4/26/2017 Martha Michels | NLDC ESH Director's Workshop

Consistency – In the application of policies/processes/protocols – Development of new policies now as a team with the implementation guided by the Division/Section/Project – Previously, there was not enough of a one lab approach. Each field unit tended to look at what was best for their D/S. This led to inconsistent expectations which affected the implementation of the program. Agility – Able to shift resources quickly to meet the needs of the Projects, both here and off site (i. e. South Dakota) – Leveraging skills to fill gaps in expertise (i. e. ergonomics) – Provides those resources without the issue of “who pays” 9 4/26/2017 Martha Michels | NLDC ESH Director's Workshop

Efficiency – We all focus on the Lab’s highest priorities. – Enables us to leverage tools and knowledge for consistent best practices across the lab. No more “us” vs. “them”. – Reduces duplicative work and aids in communication Mobility (upward, for the ESH staff) – Improves career opportunities – Enhances professional development – Greater exposure to peers across the organization for problem solving and sharing of best practices – Increased opportunities to cross-train to improve skills and abilities – Increased fairness and consistency in performance and salary management – Allows for on-boarding of early career talent with the ability to mentor across the organizations 10 4/26/2017 Martha Michels | NLDC ESH Director's Workshop

Fresh Perspective through horizontal and vertical rotation – Horizontal rotation of staff puts a new set of eyes on the operations o We did this with the movement of DSOs o New challenges have invigorated staff – Exposes potential gaps and encourages best practices o Finding some gaps o Many best practices are being shared lab wide! – Vertical rotation allows earlier career staff an opportunity to lead and learn while their mentors are still here – Helps to build depth in key areas and effectively succession plan 11 4/26/2017 Martha Michels | NLDC ESH Director's Workshop

ESH&Q at Fermilab • Several of the processes have been streamlined and shared lab wide o o o ORC Tech Shop Training Radiation Safety IH Practices Emergency Drills • Depth in division/section experience makes us more efficient as we are better able to cover for one another • ESHQ taking ownership of programs makes the management of those programs more efficient o o 12 AEDs Electrical Gloves Training Costs Oxygen Monitoring 4/26/2017 Martha Michels | NLDC ESH Director's Workshop

How’s it going? • The ESH&Q org is poised for the challenges that our current operations pose and ready for our mega project. • We are effective and working on becoming more efficient by implementing additional processes (moving away from heavy expert based program), cutting duplicative, inconsistent work & leveraging skills across the organization. • This model works for us right now. It affords us the most flexibility in an era of decreasing budgets. 13 4/26/2017 Martha Michels | NLDC ESH Director's Workshop

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