ES&H Executive Board Meeting 2006-2 May 25, 2006

1
ESH Executive Board Meeting 2006-2May 25, 2006

• Safety Forum Breakout Session Report
• Ergonomics (Finley, Gervasi)
• Offsite Research (Gates, Sheneman)
• Workplace Improvements (Raftopoulos, Langella)
• Risky Behaviors (von Halle, Worthy)
• Safety Standards (Camp, Hill)
• Hazard Controls (Lacenere, Meighen)
• Safety Communication (Kalish, Weiser)
• Feedback Improvement (Baumgartner,
  Post-Zwicker)

2
Workplace Improvements

• There were approximately 35-40 participants in
  this session
• Important Issues
• No lighting or low lighting in certain areas.
  The most critical of these would seem to be the
  D-Site FCPC bldg lights are turned off 6pm,
  although there are workers going to this area
  during 2nd shift.
• Roads and Sidewalks. There are various potholes,
  undulations cracks and other flaws that impede
  both pedestrian traffic and heavy machinery (i.e.
  fork trucks with heavy and/or delicate loads)
• Installation of cameras and/or microphones for
  areas where individuals are working alone. This
  opened up to an out of scope discussion
  regarding the rules for working alone. The
  technical staff is under strict guidelines and
  expect (demand) to see these guidelines enforced
  universally at PPPL.
• Windows in doorways. The staff applauded this
  effort, but feels that more is needed.

3
Workplace Improvements

• Potential root cause(s) for concerns within this
  area
• Lack of manpower and/or funding to address issues
  immediately.
• Some people did not know if concerns (work orders
  and the drop box) were being addressed and how to
  find out. Its unclear to the staff if this
  information is posted and how to get to it.
• People were frustrated that items mentioned at
  last years Safety Forum were on this years
  lists.
• Summary of Solution options (in order of relative
  importance or greatest impact)
• Change the timers so that the FCPC lights are on
  until 2nd shift is over
• Find a way to better report or publish the work
  requests and the progress on them.

4
Workplace Improvements

• Closing Comments
• We (the Facilitators) believe that there are few
  safety issues in this area, and that the majority
  of remaining items are minor, understood and
  being addressed, however a percentage of the Lab
  population may not be aware of this. If this
  perception continues we could loose the good
  will that has been established.
• We recommend that a couple items generated from
  the Safety Forum be cherry picked and addressed
  promptly after the conclusion of this (and future
  Forums).

5
Ergonomics

• Facilitators V. Finley W. Gervasi
• Approximately 30 participants in session
• Computer Division
• Theory Computational Plasma Physics Group
• Technicians
• Most important issues to participants
• Computer Work Stations (keyboards, mice, etc)
• Ergonomic Assistance
• Low Back Pain/Eye Strain
• Field/Technical Shop Operations (to a lesser
  extent)

6
Ergonomics

• Computer Work Station Concerns
• Eye strain auto prompts (software) and task
  lighting
• Monitors proper refresh rate, green good color,
  reduce glare, LCD vs. CRT
• Desks steel case not designed for computer use,
  new computer desks
• Chairs not adjustable, padded, etc
• Keyboards Comfort Keyboard and different
  styles for different tastes
• Mouse location right left, wireless, track,
  gel rests

7
Ergonomics

• Potential Root Causes for Ergonomic Concerns
• Insufficient attention to ergonomics as a way to
  keep employees healthy and maintain productivity
• Lack of sufficient funds to purchase new,
  ergonomic furniture and equipment
• Not enough guidance to properly set up an
  ergonomic work station (e.g. chair height,
  keyboard design, mouse locations, etc)

8
Ergonomics

• Summary of Solution Options
• (by relative importance or greatest impact)
• Ergonomic Information on PPPL Homepage
• Create and post a self-assessment form
• Provide useful links to ergonomic information
• Show examples of proper workstation set up
• Ergonomic Assessments by IH or OMO
• Offices/Workstations
• Specific Procedures
• Exercise/Stretching
• To reduce back other body aches/pains
• Take breaks, change positions, stretch
• Group Sessions (before/after work/lunch)
• Furniture Equipment
• Improve quality/selection of computer
  workstations
• More comfortable conference seating
• Anti-fatigue Mats/Task Lighting
• Tools (moving loads vs. carrying)

9
Ergonomics

• Forms (1st Step - Self Assessment)
• http//www.eh.doe.gov/feosh/checklist.pdf

10
Ergonomics

• Links For more Information
• Department of Energy (DOE)
• http//www.eh.doe.gov/feosh/ (search for
  ergonomics)
• Princeton University (PU)
• http//web.princeton.edu/sites/ehs/workplacesafety
  /ergonomics.htm
• Occupational Safety and Health Administration
  (OSHA)
• http//www.osha.gov/SLTC/etools/computerworkstatio
  ns/

11
Ergonomics

• Photos What is good?
• The following reference postures all provide
  neutral body positioning. It is recommended that
  you change position regularly.
• Note A neutral position is one in which joints
  are naturally aligned. This reduces stress and
  strain on the muscles, tendons, and skeletal
  system.

12
Ergonomics

• Breaks Make the most of Breaks
• Auto-Reminders
• Adequate Breaks
• Change Posture
• STRETCH!

13
Ergonomics

• Closing Comments
• Employees want Ergonomic improvements, because
  they see benefits for the Lab as well as for
  themselves.
• Some groups have insufficient funding to make
  these improvements, and thus they look to
  management for their support.
• Happier healthier employees are better
  employees.

14
Feedback Improvements

• Participants
• Council Shane Bush
• Facilitators Andrew Post-Zwicker, Steve
  Baumgartner
• Summary of most important issues of interest to
  the participants in this session
• Peer Pressure NOT to stop work.
• Fear of Reporting.
• Make Safety Walkthroughs more effective.

15
Feedback Improvements Peer Pressure NOT to
Stop Work

• Potential root cause(s) for concerns
• Emphasis on Budget and Schedule
• May hurt the lab in DOE metrics
• Summary of Solution options
• Regular meetings to focus on latent errors and
  issues.
• Add Behavior Based Safety Training
• Training to approach people in a
  non-threatening way (help not criticize).
• Role-play in Hazard Awareness Training
• Telephone number to report unsafe behavior.

16
Feedback Improvements Fear of Reporting

• Potential root cause(s) for concerns
• Fear repercussions from co-workers or
  management.
• Held up as an example of what NOT to do.
• Summary of Solution options
• Promote identifying latent errors. Incentives.
• Reinforce that issues need to be reported
  regardless of the numbers or impact on safety
  record.
• Institute Anonymous whistle-blower.
• Reinforce training that reporting near misses
  helps identify latent errors and potential
  accidents.

17
Feedback Improvements Make Safety Walkthroughs
More Effective

• Potential root cause(s) for concerns
• Mostly negatives reported.
• Technicians not involved.
• Not taking place during activity.
• Summary of Solution options
• Praise the positive (41 ratio).
• Promote pictures of best practices.
• Make walkthroughs a talking point at Council
  meetings. Highlight safety improvements.
• Change to activity based walkthroughs versus
  geography.

18
Closing comments

• Group displayed a genuine commitment to safety.
• Behavior Based Safety Training is the only way to
  progress to the next level.
• Commitment to emphasize the positive.

19
SAFETY FORUM

• Breakout Session-
• Hazard Controls
• John Lacenere
• Tom Meighan

20
PPPL Safety Forum Breakout Session-Hazard
Controls

• Approximately 15 individuals participated in the
  Hazard Control session
• The following is a summary of most important
  issues of interest to the participants in this
  session as well as suggestions to address them

21
PPPL Safety Forum Breakout Session-Hazard
Controls Key Areas of Concern

• JHA confusion
• Is it needed for every job, is it an official
  document? No two in the group had the same
  interpretation some agreed about some aspects,
  but not all
• Sharp Objects
• Hazards handling of newly fabricated parts with
  sharp edges
• Proper disposal of sharp objects and proper
  handling of containers with sharp objects
• Dangerous elevated access requirements
• The NSTX test cell has dangerous elevated access
  requirements
• Arc Flash Hazards
• After EUT training, the general consensus was
  that only qualified people should be operating
  breakers/disconnects

22
PPPL Safety Forum Breakout Session-Hazard
Controls Key Areas of Concern

• Indoor traffic and blind spots at intersections
• Improved lighting, especially after hours
• Install mirrors at blind intersections
• Uneven flooring in Test Cell (grounding cables)
• Problematic when moving equipment daily
• Worn tools and their timely replacement or repair
• It is the responsibility of the worker to inspect
  his tools prior to use
• Lab should budget for repair/replacement of worn
  or defective tools

23
PPPL Safety Forum Breakout Session-Hazard
Controls Key Areas of Concern

• Improper use of Fitness Room equipment
• Post signs that show proper use of equipment
• Provide equipment orientation and training videos
  either on-line or in library
• Perception Hazard controls are hap-hazard
• Hazard signs communicate hazards, but often dont
  say what to do
• We are DO NOT driven rather than DO THIS
• Barrier tape colors should be used to indicate
  the level of hazard that is present
• Re-think human element defensive posture per
  Safety Forum speaker (Shane Bush)

24
PPPL Safety Forum Breakout Session-Hazard
Controls Closing Comments

• Group discussion was positive and affirmed the
  quality of our safety program and its importance
  to PPPL
• Program improvements focused on
• Proper training for tasks to be performed
• How we presently configure temporary hazard
  barriers and warning signs for projects
• Good housekeeping is essential for a good safety
  program
• Proper handling of sharp objects
• Proper disposal of sharp and heavy objects in
  appropriate containers and avoiding overloading
  those containers

25
Off-Site Research

• 15 participants from PPPL, GA MIT

• Questions
• How do we assure that off-site people are working
  safely?
• How do off-site workers know the hazards they
  face?
• What steps should they take in their work to
  ensure safety?
• What safety lessons can we learn from our
  collaborators?

• Groupings
• Collaborations broke into categories with widely
  differing issues
• Large domestic collaborations
• University scale domestic collaborations
• Foreign collaborations
• Each group had distinct issues, although some
  similarities were seen

26
Off-Site Research

• Issues - Large Domestic
• In general, large domestic collaborators (GA,
  MIT) have well established safety systems
• Conflicts sometimes arise between PPPL safety
  rules/procedures and those set by collaborators
• e.g. JHA at PPPL vs. HWA at GA
• We need mechanisms for reconciling differences
  that do not insult our collaborators safety
  programs culture

27
Off-Site Research

• Issues - Large Domestic (contd)
• It is sometimes difficult for off-site managers
  to monitor the training status of collaborating
  PPPL employees
• Need a better mechanism for informing off-site
  supervisors of PPPL training status (who are
  often not the primary supervisor of the employee
  doing the work) see Training comments
• Training is often duplicated at between PPPL and
  GA/MIT
• Is it possible to coordinate (at least some)
  training requirements with large domestic
  collaborators to reduce or eliminate duplicate
  training requirements?

28
Off-Site Research

• Issues (University Collaborations)
• PPPL may be seen as safety experts
• Different cultures different rules at
  universities
• JHA w/ help of ESH staff
• Better involvement by ESH professionals would be
  helpful during development of MOUs and
  collaboration agreements to help define ESH
  expectations for the collaboration
• Better planning and coordination w/ assistance of
  ESH professionals would be helpful
• Suggestion JHA review by both PPPL and host
  institutions research and ESH representatives

29
Off-Site Research

• Issues (Foreign Facilities)
• Signage often not comprehensible at foreign
  facilities
• Many foreign facilities have very different
  safety cultures than the US, and this varies from
  country to country
• ESH issues should be considered in bilateral
  agreements whenever possible
• What are the liability issues governing rules
  for ESH matters overseas?
• How do you adapt to local safety standards and
  ESH culture?
• Is there regional variation w/in some
  countries?
• These issues will be more prevalent as foreign
  collaborations expand

30
Off-Site Research

• TRAINING
• Dual training programs are often required for
  off-site collaboration
• It would be helpful if PPPL and collaborating
  institutions could develop some agreements on
  reciprocal training among collaborators.
• There are often lapses in notification for
  expiring training
• Is it possible to make training status available
  on the web?
• Only direct supervisors/managers get training
  status reports this doesnt help project
  managers
• How do we handle recurrent training requirements
  for off-site employees?
• This is a consequence of the revised training
  policy.

31
Off-Site Research

• What Can We Learn from Collaborators?
• GA seems to be more flexible in offering training
  for collaborators more flexible scheduling for
  some classes (e.g. confined space, electrical,
  etc.)
• Smaller classes at different dates/times
• GA Safety Board
• Composed of workers and chaired by ESH Manager
• Members serve 2 year terms.
• Board reviews all Hazardous Work Authorizations
• Board encourages worker participation and buy-in.
• Peer Training
• GA offers training on the shop floor, lead by
  peers (e.g. Power Tool Training) and facilitated
  by ESH staff.
• Better buy-in and a more attentive audience.
• PPPL should include basic hand power tool
  training in Grad Student ESH training
  requirements
• MIT has an electronic system to notify employees
  of upcoming training.
• Are there more or better uses for computer-based
  training?

32
Off-Site Research

• Closing Comments
• Follow-up is the key to demonstrating management
  commitment!
• Do a better job of communicating the safety
  improvements not just posted on the web
  somewhere.

33
Risky Behavior

• Approx. 30 people (SRO) discussed concerns
  centered around the small group safety meeting
  topics
• Motor vehicles/ roadways
• Housekeeping
• Work Practices
• Spills/ slip hazards
• The concerns addressed can be boiled down to the
  following
• Complacency/behavior (Culture)
• Knowledge of Rules (or lack of)
• Conditions of Facilities/Roadways
• PPPL Policies/Procedures

34
Risky Behavior

• Motor Vehicles/Roadways
• On-site traffic patterns and road postings are
  not adequate
• Add one-way routes, stop, yield and pedestrian
  signs
• Roadway obstructions (trailers, dumpsters)
• Provide reflectors/mirrors/signage at
  obstructions for visibility
• Provide parking for delivery vehicles at
  Security Gate and at lower lot building entrance
• Establish rules for employee, govt, emergency
  vehicles
• Maintaining speed limits
• Explain the rules (if exit gate must fully cycle
  for each vehicle, open 2nd exit lane)

35
Risky Behavior

• Housekeeping
• Post a Safety Bulletin regarding office
  housekeeping (paper storage, common hazards,
  respect for Janitors)
• Establish a mandatory clean-up day
• Identify Dept storage areas w/responsible person
• stored pieces should be labeled/inventoried/review
  ed
• Need to streamline procedures for excessing
  equipment
• Schedule area clean-up at completion of a job
• Employees need to be aware of what goes in the
  trash.
• Metal shavings should go into recyclables.
• Consider dedicated receptacles for sharp trash

36
Risky Behavior

• Work Practices
• Establish more effective use of lab and shop
  space.
• Consider restoring shops not being used to their
  full potential.
• Update the JHA procedure to ensure proper use of
  barriers/cones
• Tools/training better than in the past.
• Users should have more input in specifying
  guards/prescribed PPE
• Ladders around the site are often under lock and
  key. Consider going to combination locks or have
  additional keys for those who have completed
  training
• Stools/step ladders always seem to be in short
  supply.
• Make available in work areas.

37
Risky Behavior

• Spills/ Slip Hazards
• Safety Bulletin reminding staff to obey Rest Room
  closure signs and to clean up after themselves
  (small spills can create slip hazards)
• Low spots on some sidewalks puddle easily
• Repair to prevent risk of injury
• Trails outside of D-Site fence require some
  filling/grading
• Closing Comments
• Do our rules address the hazards at hand?
• PPPL must remain aware of how safety rules
  evolve. Review our current policies on hard hat
  requirements, the need for safety glasses, safety
  shoes, etc.

38
Safety Communications

• Fifty Participants in Our Session
• Summary of Important Issues
• Intra-group and Inter-group Communications
• Work which may require support from 2nd Group
• Shift-to-shift work
• One-Way Communications
• People dont heed signs, too many/unclear
• Need clear, concise e-mails, no jargon
• Feedback
• Alerting others of unsafe conditions
• Emergencies, phones

Patti Wieser Mike Kalish
39
Safety Communications

• Potential Root Causes for Concerns
• Communication within and among groups needs
  improvement.
• Ineffective signs, e-mails, newsletters.
• Trepidation communicating concerns to fellow
  workers and ease of reporting to management.

40
Safety Communications

• Summary of Solution Options
• Reinforce Ask the questions
• Encourage reporting
• Publicize CALL JERRY
• Publicize SOS box on the web
• Creation of Safety Spot Award
• Signs
• Replace some signs with barriers or tape
• Produce simple, clear signs and e-mails
• Remove unnecessary and out-of-date signs
• New tools
• Real-time chat room for COE during operations
• Centralized calendar of events

41
Safety Communications

• Closing Comments
• Make it easy to report safety issues.
• Use new tools to facilitate information between
  groups and shifts.
• Improve signage.
• People care about safety.

42
Safety Communications

• Other Comments
• More phones in remote locations
• Publicizing rule changes, i.e., if new signs note
  new rules about wearing hard hats or safety
  glasses, send an e-mail to all staff.

43
SAFETY STANDARDS

• We had approximately 18 people from a broad
  spectrum of Laboratory personnel
• Our Most Important Issues
• Safety Barriers and Tags - Usage, Acquisition,
  Availability, Notifications
• Space Heaters - Policy, Acquisition, Usage, Type
• Changing NFPA 70E Training Requirements -
  Consistency
• JHA - Laboratory Expectations Unclear

44
SAFETY STANDARDS

• Safety Barriers and Tags
• Closing the Loop - Removing Tape/Signs/Tags/Barri
  ers when not required
• Barrier Selection - When to use DANGER vs
  CAUTION? IH determination? What about rope or
  yellow chains?
• Stockroom Availability - When you look, its not
  there.
• Trend usage
• Re-order frequently
• Multiple sources

45
SAFETY STANDARDS

• Safety Barriers and Tags (contd)
• LOTO DANGER Tag
• Unannounced Changes
• Poor Quality
• Nobody Owns This!
• Safety and Environmental Changes
• SOLUTION - More Communication - email, bulletin
  boards, Safety Bulletins, Hot Line, etc.

46
SAFETY STANDARDS

• Space Heaters
• People are Cold!
• Can We fix the Problem w/o Space Heaters?
• Policy - Are space heaters allowed?Should we
  have a policy?
• What should we buy? (coil/fan or oil/radiant?)
  Who can approve?
• Consensus is we should allow them, just need to
  describe the constraints.

47
SAFETY STANDARDS

• Space Heaters (contd)
• Solution may be Safety Board Consideration with
  Maintenance, ESU, AC Power and Procurement
  contributing.

48
SAFETY STANDARDS

• Changing 70E Requirements
• BES/EUT rules confusion
• Reference cards need updating
• qualification confusion
• EUT Testing overkill for some jobs
• Solution may be Electrical Safety Review Board
  recommendation.

49
SAFETY STANDARDS

• JHA - A Question of Rigor
• When does IH have to sign off?
• When do I have to send it to IH?
• Bottom Line - Risk AvoidanceIf I dont, will I
  get spanked?
• SOLUTION - Communication of Clear Expectations
• (see von Halle memo)

50
SAFETY STANDARDS

• Closing Comments
• COMMUNICATION!
• If Things Change - Tell Us About Them! Dont
  Save Them Up. But Be Consistent!
• Keep Talking - Reminders about how JHA (for
  example) works arent lost.
• Consider Changes Deliberately - Confusion is
  Unproductive and UNSAFE!