Facility Representative Program Assessment

FUNCTIONAL AREA GOAL: TBD

REFERENCES

• DOE O 5480.19, Conduct of Operations Requirements for DOE Facilities
• DOE O 231.1A Chg 1, Environment, Safety and Health Reporting
• DOE M 231.1-2, Occurrence Reporting and Processing of Operations Information
• DOE M 426.1-1A, Federal Technical Capability Manual
• DOE-STD-1063-2000, Facility Representatives
• DOE-STD-1151-2002, Facility Representative Functional Area Qualification Standard
• DOE-STD-1146-2001, General Technical Base Qualification Standard
• Memorandum from Jerald S. Paul, Principal Deputy Administrator, NNSA, to NNSA Site Office Managers, subject: "Promulgation of Headquarters Guidance on Facility Representative Training and Facility Representative Staffing Analysis," dated October 13, 2004

Performance Objective 1 - A Facility Representative training and qualification program is established and results in well-trained, qualified Facility Representatives.

Criteria

1. Formal training and qualification requirements have been developed for the Facility Representatives.
    
2. Management provides the resources necessary to qualify Facility Representatives within a defined schedule.
    
3. Training records show that Facility Representatives, who are listed as qualified, have the proper education and experience, and that they have completed all qualification requirements as specified in General Technical Base Qualification Standard (DOE-STD-1146-2001), Facility Representative Functional Area Qualification Standard (DOE-STD-1151-2002), and local directives.
    
4. The examination process challenges the candidate sufficiently to verify the proper level of knowledge of all qualification areas and facilities and it tests the Facility Representative's technical understanding of facility processes, judgment and decision-making abilities, and ability to communicate expectations to the contractor. Responsible personnel have sufficient applicable experience and/or training to adequately understand the facility's operations and the safety systems under their cognizance.
    
5. The Field Element Manager designates qualifying officials who are authorized to sign the qualification cards after verifying the candidate possesses the appropriate level of knowledge.
    
6. Qualification is granted by the Field Element Manager or designee.
    
7. Training records show that Facility Representatives complete all requalification requirements at the periodicity specified in the program directive.
    
8. An adequate continuing training program has been established and followed.

Performance Objective 2 - The Facility Representative Program provides adequate coverage for DOE facilities.

Criteria

1. A current Facility Representative staffing and coverage analysis has been developed in accordance with DOE-STD-1063-2000 or using the guidance provided in a memorandum from Jerald S. Paul, Principal Deputy Administrator, NNSA, to NNSA Site Office Managers, dated October 13, 2004. Facility Representatives are staffed to the level indicated in the analysis.
    
2. Methods are developed and documented to ensure that adequate facility coverage is maintained by qualified Facility Representatives during periods of leave, attrition, or downsizing.
    
3. Management attention is given to address Facility Representative vacancies in a timely manner.
    
4. Facility Representatives spend 40% of their time in the field and 60% of their time conducting oversight activities.

Performance Objective 3 - Facility Representatives provide effective oversight to determine that the contractor is operating facilities in a safe manner.

Criteria

1. Facility Representatives have unencumbered access to their assigned facilities and stop work authority.
    
2. Facility Representatives accomplish facility assessments, surveillances, and audits as scheduled, and they adequately document findings that are meaningful and consistent with the facility's performance.
    
3. Facility Representatives reviews of occurrence reports are accomplished in a timely manner while ensuring that the root cause has been determined and effective action proposed.
    
4. Based on a sample of deficiencies identified by Facility Representatives during reviews, Facility Representatives have evaluated the overall effectiveness of the operating contractor in implementing corrective actions.
    
5. Facility Representatives report findings, trends, or areas of concern (formally and informally) to the contractor.
    
6. The Field Element Manager has implemented a process to track identified issues or discrepancies to satisfactory closure.
    
7. Facility Representatives track, follow-up and close findings from assessments, surveillances, and walkthroughs.
    
8. Facility Representatives have established mechanisms for communications between DOE and the facility operating contractor and communication is effective.
    
9. Facility Representatives adhere to proper protocol/rules of conduct while performing their assigned duties.

Performance Objective 4 -Management provides adequate functional support for Facility Representatives.

Criteria

1. Management takes steps to ensure that the Facility Representatives' positions are career enhancing and that the reasons for Facility Representatives' attrition are analyzed for improvements where necessary.
    
2. Continuing training, professional certifications, graduate studies, or similar development activities are actively supported.
    
3. Line management supports the actions taken by the Facility Representatives at the respective facilities and meets with Facility Representatives periodically through meetings and facility walk downs to share information related to the assigned facilities.
    
4. Local processes exist to allow Facility Representatives access to Field Element technical expertise regarding contractor issues.
    
5. Performance indicator data is used to provide indication of the FR program status. Trending and analysis is done on Performance Indicator data.
    
6. Incentive programs are in place and used effectively for the Facility Representative position.

Performance Objective 5 - An adequate performance assessment and feedback program is in place to assess the effective implementation of the Facility Representative Program.

Criteria

1. Line management conducts self-assessments periodically of the Facility Representative program to ensure that the program is continuing to be effective.
    
2. Findings from the self-assessments are adequately documented and addressed by management with corrective actions developed, implemented, and verified closed.
    
3. Facility Representatives are informed of changes to their facilities and their operating practices. Lessons learned from local facility events and other DOE facilities are sought and disseminated to Facility Representatives.

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