The ORR/RA Pre-Visit and Other Prior Planning Items May 2005 Revision Preparing for the Review 4T4L 1 May 2005 Revision

Upon successful completion of this topic, you should be able to: Describe the purpose of ORR/RA preparation Describe the activities, products, and responsibilities during a pre-visit including: Preparation/ Planning Acquiring unescorted facility access Interview requests Document requests Evolution requests Implementation Plan finalization Biography/ Credentials submittal 4T4L 2 May 2005 Revision

Development of Implementation Plan, ORR Time Line POA Approval Initial Pre- review visit Site Introduction meeting Conduct Review Close-out meeting Follow-up Review Team meeting 1 2 3 4 5 6 7 8 9 10 11 12 13 ORR Report Development of Implementation Plan, Generation & CRADs, & Checklists Review 4T4L 3 May 2005 Revision

Pre-review Facility Visit Entire team participation . . . Include Team “Site Residents” in visit activities! Team Leader arranges for: Briefings/tours by facility management; Access training; Security and Computer Access; Work area . . . 4T4L 4 May 2005 Revision

Pre-review Facility Visit (continued) Introduce team members to counterparts; Identify site access, control, security and required Team equipment and computer issues; Plan for the actual on-site review: Identify documents to be reviewed; Identify documents for pre review; Identify potential personnel to be interviewed; Identify potential system to be reviewed; Identify potential Operations to be Observed; Develop proposed Schedule for the review. 4T4L 5 May 2005 Revision

An Effective ORR/RA Requires Effective Coordination Avoid unnecessary duplication of: Interviews, procedure reviews; Drills, exercise observations . . . Know the “time line” of the review: Schedule driven; Defined sequences; Meet the review schedule. 4T4L 6 May 2005 Revision

An Effective ORR/RA (continued) Evaluate team requirements: Issues beyond team expertise . . . Conflicts of interest? Communicate generic problems that could affect or impact other review areas . . . 4T4L 7 May 2005 Revision

Team Communications Initial Team Meeting Encourage team members to review the Implementation Plan beyond their own review areas: Be aware of what other team members & sub-teams are reviewing; Identify and avoid areas of duplication; Consolidate review areas where possible; Identify omissions and oversights. Ensure Implementation Plan can be executed with defined time period . . . 4T4L 8 May 2005 Revision

Advance Planning (4-5 Weeks) adjusted according to size of ORR/RA and logistics 4-5 Weeks: Notify team members of requirements and site visits; * Security clearances; * Medical physicals; * Site specific training; * E-mail/Conference calls . . . 4T4L 9 May 2005 Revision

Documenting Qualifications DOE and contractor team leaders will determine and document qualifications of ORR/RA team members. Team leader must ensure ORR/RA records contain the information to certify the qualification of team members: Resumes; Required reading; Training records . . . 4T4L 10 May 2005 Revision

Qualification Summary (example) Name: Objectives Assigned: Employer / Normal Work Assignment: Summary of Technical Qualifications: (Bullet format please, no narrative) Summary of Assessment / ORR / Inspection Qualifications (bullets) Basis for Acceptable Independence Summary of Facility Familiarization: Required Reading Initials Liquid Stabilization Program Plan Interim Safety Analysis, Bldg. 371 and CWTS DOE Plan of Action DOE Implementation Plan ORR Standard: Writer’s Guide (Appendix 4) BLDG 371 OSRs (applicable to assigned FA) Training Date General Employee Radiological Training General Employee Training RADWORKER II Qualification Alarms, Sounds, and Response Training Nuclear Materials Safeguards Training Nuclear Criticality Safety Training Tour, Bldg 371, CWTS Areas Team Leader Signature:

Required Reading Team members should be provided materials that may affect their review area: Obtain/review index of all relevant site/facility documents . . . Utilize pre-review visit to determine appropriate site documents . . . Early and electronic is helpful; Web Site Access; Delivery via CD; Minimize review of Draft Documents . . . 4T4L 12 May 2005 Revision

Required Reading (continued) Determine what other documents might be relevant to the review: Accident/Occurrence reports; Shutdown documentation; Other appraisals/audits/investigation reports; Safety Analysis Report/Environmental Documentation -- Use someone familiar with these processes to determine what areas are useful to which reviewers . . . 4T4L 13 May 2005 Revision

Opening Meeting at Site Part of Pre-visit Introduction of Team to the Site and Site Personnel . . . Briefing of ORR/RA Process: discussion of review objectives; discussion of review methods; discussion of needs of team; discussion of the review schedule . . . 4T4L 14 May 2005 Revision

Opening Meeting at Site (continued) Presentations by site/project management: Site/activity management & organization; Operations and interfaces; Status of achieving readiness; projected schedule; Any unique aspects of activity or project . . . Scheduling of Team Member and Facility/Site Counterpart meetings and coordination . . . 4T4L 15 May 2005 Revision

Document Request Usually only two days, and generally the first two days, during the ORR/RA dedicated to document review - some arrange to get documents early . . . Consider what you really need and the burden on the site and eliminate duplication, etc. . . . Control your samples in order to ensure you are getting representative work and not just the best . . . Be as specific as possible. 4T4L 16 May 2005 Revision

Interview Requests (two kinds) Level of Knowledge Usually operating staff You know the answers Expect union or supervisor attendance 30 minutes per session often adequate Usually scheduled following operations Can be done in “seminar” style if managed well Management Your opportunity to learn the details Let them explain the way they do business then pursue any holes or inconsistencies Usually at least 45 minutes needed Scheduled early in the first week to accelerate your understanding of the facility 4T4L 17 May 2005 Revision

Evolution Requests Maximize actual operations Team Leader Coordinate with Team to gain maximum benefit from evolutions Team Leader will consider burden on site Usually two days of evolutions (typically the 3rd and 4th day of the review) Exercise different shifts when possible and see a representative sample Exercise representative samples of staff / avoid dream teams Keep requests reasonable and be flexible Ensure you know how to evaluate what you asked for 4T4L 18 May 2005 Revision

Self Study Complete prior to start of the ORR/RA . . . Re-familiarize yourself with the standards and directives you will be referencing . . . If too much during visit - obtain site documents to read prior to arrival . . . 4T4L 19 May 2005 Revision

Summary ORR/RA preparation begins well before the on-site review . . . Utilize a pre-review site visit, “Pre-Visit,” to acquaint team with facility, counterparts, management system and coordinate . . . Don't overlook administrative considerations . . . 4T4L 20 May 2005 Revision