ES&H 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)

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.

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. It’s unclear to the staff if this information is posted and how to get to it.

People were frustrated that items mentioned at last year’s Safety Forum were on this year’s lists.

Summary of Solution options (in order of relative importance or greatest impact)1) Change the timers so that the FCPC lights are on until 2nd

shift is over2) Find a way to better report or publish the work requests

and the progress on them.

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).

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)

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

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…)

Ergonomics

Summary of Solution Options:(by relative importance or greatest impact)

1) 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

2) Ergonomic Assessments by IH or OMO• Offices/Workstations• Specific Procedures

3) Exercise/Stretching• To reduce back & other body aches/pains• Take breaks, change positions, stretch• Group Sessions (before/after work/lunch)

4) Furniture & Equipment• Improve quality/selection of computer workstations• More comfortable conference seating• Anti-fatigue Mats/Task Lighting• Tools (moving loads vs. carrying)

Ergonomics

Forms (1st Step - Self Assessment)

http://www.eh.doe.gov/feosh/checklist.pdf

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/computerworkstations/

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.

Standing Upright Sitting Declined Sitting Reclined Sitting

Ergonomics

Breaks: Make the most of Breaks

Auto-Reminders

Adequate Breaks

Change Posture

STRETCH!

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.

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.

Feedback & ImprovementsPeer 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.

Feedback & ImprovementsFear 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.

Feedback & ImprovementsMake Safety Walkthroughs More Effective

Potential root cause(s) for concerns Mostly negatives reported. Technicians not involved. Not taking place during activity.

Summary of Solution options1) Praise the positive (4:1 ratio).2) Promote pictures of best practices.3) Make walkthroughs a talking point at Council

meetings. Highlight safety improvements.4) Change to activity based walkthroughs versus

geography.

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.

SAFETY FORUM

Breakout Session-Hazard Controls

John LacenereTom Meighan

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:

1) JHA confusiono 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

2) Sharp Objects o Hazards handling of newly fabricated parts with sharp edgeso Proper disposal of sharp objects and proper handling of

containers with sharp objects

3) Dangerous elevated access requirementso The NSTX test cell has dangerous elevated access requirements

4) Arc Flash Hazardso After EUT training, the general consensus was that only

qualified people should be operating breakers/disconnects

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

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

5) Indoor traffic and blind spots at intersectionso Improved lighting, especially after hourso Install mirrors at blind intersections

6) Uneven flooring in Test Cell (grounding cables)o Problematic when moving equipment daily

7) Worn tools and their timely replacement or repairo It is the responsibility of the worker to inspect his tools

prior to useo Lab should budget for repair/replacement of worn or

defective tools

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

8) Improper use of Fitness Room equipmento Post signs that show proper use of equipmento Provide equipment orientation and training videos either on-

line or in library

9) Perception – “Hazard controls are hap-hazard”o Hazard signs communicate hazards, but often don’t say

what to doo We are “DO NOT” driven rather than “DO THIS”o Barrier tape colors should be used to indicate the level of

hazard that is presento Re-think human element “defensive” posture per Safety

Forum speaker (Shane Bush)

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

Off-Site Research

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

~15 participants from PPPL, GA & MIT

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

Off-Site Research

Issues - Large Domestic (cont’d) 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?

Off-Site Research

Issues (University Collaborations) PPPL may be seen as safety “experts” Different cultures & different rules at universities JHA w/ help of ES&H staff Better involvement by ES&H professionals would

be helpful during development of MOUs and collaboration agreements to help define ES&H expectations for the collaboration

Better planning and coordination w/ assistance of ES&H professionals would be helpful

Suggestion: JHA review by both PPPL and host institution’s research and ES&H representatives

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

ES&H issues should be considered in bilateral agreements whenever possible

What are the liability issues & governing rules for ES&H matters overseas?

How do you “adapt” to local safety standards and ES&H culture?

Is there “regional variation” w/in some countries? These issues will be more prevalent as foreign

collaborations expand

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 doesn’t help project managers

How do we handle recurrent training requirements for off-site employees?

This is a consequence of the revised training policy.

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 ES&H 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 ES&H staff. Better buy-in and a more attentive audience.

PPPL should include basic hand & power tool training in Grad Student ES&H training requirements

MIT has an electronic system to notify employees of upcoming training.

Are there more or better uses for computer-based training?

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.

“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

“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, gov’t, emergency vehicles

Maintaining speed limits Explain the rules (if exit gate must fully cycle for each

vehicle, open 2nd exit lane)

“Risky Behavior”

Housekeeping Post a Safety Bulletin regarding office housekeeping

(paper storage, common hazards, respect for Janitors) Establish a mandatory clean-up day Identify Dep’t storage areas w/responsible person

stored pieces should be labeled/inventoried/reviewed 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

“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.

“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.

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 don’t heed signs, too many/unclear Need clear, concise e-mails, no jargon

Feedback Alerting others of unsafe conditions Emergencies, phones

Patti WieserMike Kalish

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.

Safety Communications

Summary of Solution Options1) Reinforce “Ask the questions”

2) Encourage reporting Publicize — CALL JERRY Publicize SOS box on the web Creation of Safety Spot Award

3) Signs Replace some signs with barriers or tape Produce simple, clear signs and e-mails Remove unnecessary and out-of-date signs

4) New tools Real-time chat room for COE during operations Centralized calendar of events

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.

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.

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

SAFETY STANDARDS Safety Barriers and Tags

Closing the Loop - Removing Tape/Signs/Tags/Barriers when not required

Barrier Selection - When to use DANGER vs CAUTION? IH determination? What about rope or yellow chains?

Stockroom Availability - “When you look, it’s not there.” Trend usage Re-order frequently Multiple sources

SAFETY STANDARDS

Safety Barriers and Tags (cont’d) 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.

SAFETY STANDARDS

o 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.

SAFETY STANDARDS

Space Heaters (cont’d) Solution may be Safety Board

Consideration with Maintenance, ESU, AC Power and Procurement contributing.

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.

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 Avoidance

“If I don’t, will I get spanked?” SOLUTION - Communication of Clear

Expectations (see von Halle memo)

SAFETY STANDARDS

Closing Comments COMMUNICATION! If Things Change - Tell Us About Them!

Don’t Save Them Up. But Be Consistent!

Keep Talking - Reminders about how JHA (for example) works aren’t lost.

Consider Changes Deliberately - Confusion is Unproductive and UNSAFE!