1. 1 OPEXSHARE Implementing and Effective Operating Experience Program DOE OEC Workshop October 29, 2015 Las Vegas, NV

2. 2 Summary Requirements and Keys to an Effective Program Features and Functions Content Management, Types and Delivery System Administrators-Time and Cost Saving Collaboration & System Tools Feedback and Metrics –Demonstrating Effectiveness

3. Program Requirements Develop Lessons Learned that focus on preventing adverse events, performance improvement or cost savings Review, Screen*and Distribute* DOE Corporate & External OPEX Share OE from positive and negative events, issues, work practices with others in the DOE complex Incorporate OE into activities and processes* Assess/Report program effectiveness* Support managers in implementing management and oversight of the program* (OE Coordinator) 3

4. Keys to an Effective Program Content Management –Useable, informative, accurate information Sharing Tools –Effective/efficient sharing to ensure the right people are receiving the right information Feedback System –Effective user feedback process (content use/application) Reporting Process –Development and sharing of reporting metrics Collaboration Tools –User collaboration and communication to enhance the user experience 4

5. Content Management An effective OE program requires useful and actionable information, that can be easily understood and applied. Content Quality is maintained by a combination of the following: –Administrator/Publisher training –Oversight by OPEXShare Administrators and OE Coordinators –User collaboration – comments and ratings Content that does not meet specified quality standards or is written for local use only can be published as private (limited distribution/visibility) 5

6. Content Types An effective program must have multiple types of operating experience. OPEXShare has 15 different types including: –Best Practices –DOE Corporate Operating Experience –Just-In-Time Reports –Lessons Learned –ORPS Information –Product Recalls –Safety Bulletins 6

7. Content Delivery The Subscription system ensures that the correct content is reaching the right users directly and automatically Allowing users to select the content they receive empowers them and encourages continual engagement in the process 7

8. System Use Currently there are over 6000 registered users from 90 different entities –DOE & DOE Contractors (IG, DNFSB, EM, National Labs) –Government- State & Fed (BPA, Dept of Ag, NASA, NRC) –Education (MIT, National Training Center, Universities ) –Foreign (Atomic Energy Canada, Canadian Nuclear Labs, Nuclear Safety Com, Sellafield Ltd-UK) –Private Entities (Dow Chemical, ConocoPhillips, Duke Energy, Exelon, FedEx, Honeywell) –Associations (National Fire Protection Association, International Safety Equipment Association) –Military (Air Force, Army, Marines, Navy) 8

9. System Administrators There are currently 14 different system administrators located across the DOE complex representing –6 DOE National Labs –8 DOE Contractors Administrators have the ability to publish content both internally and externally to targeted user base Share globally or privately Approve new system users Utilize the system's feedback and reporting functions 9

10. Time & Cost Savings Content Collection & Storage –All content types are included in the same database eliminating OE Coordinator time needed to routinely search multiple sources –OPEXShare system administrator includes DOE content not published by site admins Content sharing –About 5 minutes to load and share document with large user community –Can share privately or publicly with one click –Can target sharing to specified user groups 10

11. Collaboration Tools A automated Coordinator Directory provides users a way to stay connected and ask questions. Article Comment function allows users to comment or ask questions specifically about the content that is posted and allows the publisher to provide a quick response. Subscriptions to comments makes it easy to keep in the loop about any article that a comment has been posted 11

12. System Tools Personalized content management (registration, subscriptions, favorites) User content submittal Notifications (comments, news, topics) Search function (variety) User feedback Administrator tools (account approvals, content publishing, reports) 12

13. User Feedback Located on the article summary page, the Feedback Form allows users to record how they used or applied the content This is done with 3 easy clicks –Is the article applicable –Select how –Click Add My Feedback The form is designed to allow easy and quick responses, increasing it’s use 13

14. Other System Feedback System stats are also collected to demonstrate the number of reads and downloads Combined with user feedback, these makes up the metrics needed to determine program performance 14

15. Reports Different report types provide program performance information that can be used to develop specific metrics. They are categorized into three groups: –Views/downloads –Internalization feedback –Registration information Since operating experience can be internalized both actively and passively, it is important to distinguish between the two and report the differences. This is achieved by running the Active/Passive reports. Reports are displayed in HTML, PDF or Excel or Chart format 15

16. Metrics System metrics are collected from user responses and from database activity –Internalization –Article reads –Article downloads Provide continuous monitoring of OE participation –Reports demonstrate system use by group or individual User application feedback is binned to provide Active vs. Passive internalization 16

17. Example of Metric Chart 17 Example of how metrics can be reported using feedback and other system data

18. Conclusion OPEXShare provides tools necessary to implement/demonstrate an effective OE program by streamlining the review/screening and distribution process and by providing the tools necessary to collect system data that can be used to demonstrate overall program effectiveness opexshare.doe.gov 18