Office of Health, Safety and Security | Departmental Representative to the DNFSB

OFFICE OF HEALTH, SAFETY AND SECURITY

DEPARTMENTAL REPRESENTATIVE TO THE DNFSB

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Interface Manual

Errata Sheet

Contents

I. Overview

II. Rec. and Responses

III. Implementation Planning

IV. Safety Issues Management

V. Correspondence Management

VI. Other Communications

VII. Site Interfaces

VIII. Annual Report

IX. Interface Training

Attachments

1. Contractor Requirements Doc.

2. Response to Rec. Guidelines

3. Format Content Guide for IP's

4. Briefing Request Format

5. Board Information Request Format

6. Information Request
Response Format

Reference Material

Departmental Representative
to the DNFSB

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CONTENTS
I.	OVERVIEW
	1.	INTRODUCTION
	2.	REFERENCES
	3.	RESPONSIBILITIES
		a.	Secretary of Energy
		b.	Deputy Secretary of Energy
		c.	Secretarial Officers
		d.	Operations/Area Office Managers with Responsibility for Defense Nuclear Facilities
		e.	Departmental Representative to the Board
		f.	Responsible Managers
		g.	Issue Lead
		h.	Points of Contact
		i.	Departmental Personnel

II.	RECOMMENDATIONS AND RESPONSES
	1.	BOARD RECOMMENDATIONS
	2.	RESPONDING TO A RECOMMENDATION
	3.	ACCEPTING A RECOMMENDATION
	4.	REQUESTING A RESPONSE EXTENSION
	5.	REJECTING A RECOMMENDATION, IN WHOLE OR IN PART

III.	IMPLEMENTATION PLANNING
	1.	IMPLEMENTATION PLAN DEVELOPMENT
		a.	Team Leadership
		b.	Internal Coordination
		c.	Interaction with the Board and its Staff
		d.	Schedule, Cost, and Funding
	2.	IMPLEMENTATION PLAN FORMAT AND CONTENT
	3.	TRANSMITTAL OF IMPLEMENTATION PLANS
	4.	EXTENSION NOTIFICATION
	5	BOARD ACCEPTANCE
	6.	PLAN IMPLEMENTATION
	7.	REPORTING THAT IMPLEMENTATION IS IMPRACTICABLE
	8.	CHANGES TO IMPLEMENTATION PLANS
	9.	IMPLEMENTATION IN EXCESS OF 1 YEAR OF DURATION
	10.	CLOSURE OF RECOMMENDATIONS

IV.	SAFETY ISSUES MANAGEMENT
	1.	IDENTIFYING SAFETY ISSUES
	2.	MAKING COMMITMENTS
	3.	TRACKING COMMITMENTS
	4.	REVISING COMMITMENTS
	5	CLOSING COMMITMENTS

V.	CORRESPONDENCE MANAGEMENT
	1.	INCOMING CORRESPONDENCE
	2.	OUTGOING CORRESPONDENCE
	3.	DISTRIBUTION AND RETENTION
	4.	INFORMATION ARCHIVE

VI.	OTHER COMMUNICATIONS
	1.	BOARD REQUESTS FOR INFORMATION
		a.	Responses to Information Requests
		b.	On-site Requests for Information by the Board
		c.	Requests for In-process or Draft Documentation.
		d.	Formal Reporting Requirements
		e.	Standing Request for Departmental Evaluations and Assessments
	2.	PUBLIC MEETINGS AND OTHER FORMAL BOARD MEETINGS
		a.	Coordination, Preparation, and Participation
		b.	Internal Notice of Meetings
		c.	Notice to the Board of Expected Meeting Attendees
		d.	Documentation of Meeting Results
		e.	Price Anderson Enforcement Process
	3.	BRIEFINGS, DISCUSSIONS, TELEPHONE COMMUNICATIONS, AND OTHER INFORMAL INTERACTIONS

VII.	SITE INTERFACES
	1.	PREPARATION FOR SITE VISITS
		a.	Schedules and Visit Plans
		b.	Board/Board Staff Requests for Site Visit
		c.	Responsibilities for Site Visit Preparation, Coordination and Conduct
		d.	Internal Notice of Site Visits
		e.	Site Access Coordination.
		f.	Access to Subject Matter Experts
	2.	SITE VISIT PROTOCOL
		a.	Entrance Briefings
		b.	Facility Tours
		c.	Document Reviews
		d.	Site Visit Briefings
		e.	Personnel Interviews
		f.	Potential or Actual Unsafe Conditions
		g.	Exit Briefings
		f.	Visit Summaries
		i.	Extended Site Visits
	3.	INTERFACE AT FACILITIES WITH BOARD SITE REPRESENTATIVES

VIII.

ANNUAL REPORT TO CONGRESS

IX.	INTERFACE TRAINING

ATTACHMENTS
	1.	CONTRACTOR REQUIREMENTS DOCUMENT
	2.	RESPONSE TO RECOMMENDATION GUIDELINES
	3.	FORMAT AND CONTENT GUIDE FOR IMPLEMENTATION PLANS
	4.	BRIEFING REQUEST FORMAT FOR DEFENSE NUCLEAR FACILITIES SAFETY BOARD
	5.	BOARD INFORMATION REQUEST FORMAT
	6.	INFORMATION REQUEST RESPONSE FORMAT

FIGURES:
	Figure 1 Recommendation Process Overview
	Figure 2 Department Response Process Overview
	Figure 3A Implementation Planning Process Overview
	Figure 3B Implementation Planning Process Overview (Part 2)

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