Integrating Multiple Operating Experience Programs Presented by Gerald Whitney September 13, 2011 DOE OEC Workshop Kennewick, Washington

Background March 16, 2007, DOE RL directed the development of a web-based system “to promote effective use of lessons learned across the site” and, “the system be available for use by all current and future Hanford contractors”.

Benefits Eliminate unnecessary duplicative effort by multiple contractors such as: –Search and review of applicable OE information –Re-writing/redistributing same information –Managing separate programs/databases

System Deployment May 2008, the Hanford Information and Lessons Learned Sharing (HILLS) web application was deployed on the internal (Hanford Local Area Network). Positives –Met DOE implementation schedule –Easy to establish link to user feedback function (HID) –Minimal cost to maintain Negatives –Did not allow access to contractors outside the Hanford Local Area Network (including some RL contractors)

Direction By March, 2010 all Hanford contractors had been directed to use HILLS web application MSA required to make application available to all contractors

Key Challenges Database: –Software modification required to allow unlimited access to contractors –Current subscriber and feedback information to be maintainedsubscriberfeedback Process: –Multiple contractors with unique OE programs

User Group Established Organized the Hanford OEC, provided first ever OE forum for Hanford contractors –All Hanford prime contractors (7) –DOE Richland –DOE ORP –Pacific Northwest National Lab Provided monthly interface for OE process integration and database improvement

Define Changes Process and system changes –Process: establish a single point evaluation and screening process of external OE –Database: Modify database to allow access to all contractors, and add administrative functions for OE coordinators –Establish single point review/approval process for new registrations

Database Changes Maintain these functions: Search - retrieval and sharingretrieval and sharing Interactive - user commenting, feedback, and article tagginguser commentingfeedback delivery Subscription Add these functions: Reports; feedback, usage, subscriber

Resolving the Access Issue Evaluated different possibilities to resolve the contractor access issue: –determined that modifying the application to run on the internet was the best option. –Several challenges would have to be resolved

Software/Hardware Conversion Convert software from ASP to Cold Fusion Change from Hanford ID to employee address & added access control (registration) Purchase new Google hardware to run on the on the external environment Migrate subscriber informationsubscriber information

Registration/Approval Process Established registration process to review/approve new database registrations –Single point review/approval by database administrator with coordinator interface

Internet deployment September 2010 application moved to the internet –Allowed unlimited access to all Hanford contractors and subcontractors, DOE, and others –Maintained all previous functions –Required user registration/approval and log-in

Issues after deployment Registration –Not all previous users information migrated over correctly Login requirement made system less user friendly than before –Old system required no login, new system required login each session

Issue Resolution Repaired all previous user information in database Added “Remember Me” function to all access to the website without having to login after completing initial login

System Benefits Provides a more efficient and effective process to implement OPEX requirements at Hanford –Improves the quality of products produced (consistency) –Improves sharing and use of lessons learned across the sitesharing –Provides a permanent storage location –Provides tools for quickly searching/finding lessonssearching/finding

How the Process Works OE is reviewed/screened to determine if: –The experience provides significant new information –Has direct relevance to site operations –Has potential to be the basis for significant improvement or cost savings Information meeting the criteria is entered into the HILLS database

Capture and Distribution Articles are captured and placed in topical areas Topics subscribed to are sent directly via Readers are prompted to provide feedback after reading articles they receivefeedback Managers can use feedback reports to track use

Publishing & Distribution OE Coordinators upload and publish information in the HILLS database Articles can be automatically distributed to a specific list or company, or to all subscribers upon publication

Feedback Collection Provides users the ability to record how OE is applied –User Feedback form (popup) displays after each article is read –User can select Applicable or Not Applicable –If Applicable, then they can select from 8 different application methods

Setting-up a subscription Registered Users can select specific topics in the Manage My Subscriptions function eliminating receipt of unwanted information:Manage My Subscriptions ESH & Security TopicsGeneral Management Topics Chemical SafetyComputer Security Electrical SafetyConst./Proj Management Emergency ManagementD&D Environmental ProtectionEngineering Fall ProtectionInformation Technology Fire ProtectionMaintenance

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Reports Function Provides The Reports function provides:Reports –Registration Information –User application information –Database statistics

Report – Registered Users & Subscribers

Reports – Responses, Reads & Applicability

Reports – Application of OE Application reports allow users to determine how articles are specifically being applied

Report - User Application

Report – Hanford Views

Conclusion Hanford’s integrated OE Program approach streamlines the collection, review and distribution of information eliminating redundancy and lowing overall operating costs across the Hanford site The HILLS database provides the tools necessary to assure that safety culture through learning is continually improving.