Responsibilities - doe-hdbk-3012-20030020

DOE-HDBK-3012-2003

4.3.1 RESPONSIBILITIES

4.3.1.1 Team Leader Responsibilities

In preparation for the closeout Meeting announce and discuss the following items:

The closeout meeting will be kept short. There will be no surprises at the closeout. Facility

management and specific counterparts should clearly understand all items discussed at the closeout.

The site management will specify attendance at the final closeout.

All findings are subject to the approval of the Team Leader and the Senior Advisers, if applicable.

Approval of all findings must be complete prior to the final closeout meeting with the site.

Discuss the final report schedule and deliverables. All findings should be discussed at this meeting. A

consensus must be reached by the team on the categorization of each finding as pre-start, post start,

observation, or, if appropriate, deleted. Discussing all findings at this meeting will help bring the team

to a unified position on the general status of the facility or process being reviewed. The final

conclusion, major issues, and overall themes resulting from the ORR will be discussed and agreed

upon at this final meeting.

4.3.1.2 Team Member Responsibilities

Be prepared to discuss and justify all findings. Be prepared to participate in the discussion of the final

conclusion, major issues and overall themes resulting from the ORR.

In addition, prior to the closeout meeting with the site, all Forms 1 and 2 should have been completed,

signed, and submitted to the Team Leader. The completion of the forms means that factual accuracy of

the individual forms has been confirmed with the counterparts. All inputs to the final report must be

submitted by each team member and accepted by the Team Leader before the closeout meeting and before

the team member leaves the site. Summary evaluations should also have been completed and submitted

to and signed-off by Team Leader prior to the closeout meeting.

4.4 CLOSEOUT MEETING

The closeout meeting, or exit briefing, is the forum by which the Team Leader informs the site

management of the major issues identified during the ORR. There should be no surprises at this meeting

as counterparts and site staff should have been kept well apprized of all issues during the conduct of the

ORR.

4.4.1 RESPONSIBILITIES

4.4.1.1 Team Leader Responsibilities

Prepare the exit briefing based on the Forms 1, Forms 2, and conclusions drawn by the ORR team. As a

goal, provide a draft copy of the final report to the senior managers. At a minimum, prepare the executive

summary of the draft report as a handout to everyone attending the briefing. Factual accuracy reviews of

the final, completed report may delay delivery of the final, signed report for a week.

In some cases, it is appropriate to request selected team members to participate in the closeout briefings.

If the team leader chooses this option, it is important to ensure the briefing retains a consistent theme and

conclusion.