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

2. 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

3. 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
ORR Report
Development of Implementation Plan,
Generation &
CRADs, & Checklists
Review
4T4L 3
May 2005 Revision

4. 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

5. 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

6. 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

7. 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

8. 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

9. 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;
* /Conference calls . . .
4T4L 9
May 2005 Revision

10. 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

11. 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 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:

12. 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

13. 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

14. 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

15. 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

16. 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

17. 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

18. 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

19. 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

20. 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