Week Four/Report writing and Briefings

DOE-HDBK-3027-99

C Some interviews were scheduled with multiple team members attending. This

sometimes intimidates the interviewee, but time constraints may make this

unavoidable. When possible, this practice should be avoided. The Team Leader

should insist that one team member be the interviewer. That person can collect data

for other team members as required.

C Should it be necessary for more than one team member to be involved in an interview,

team members should agree on an approach to follow prior to starting the interview.

C In the team preparation phase, team members should be briefed on proper interview

technique. For ISMS verification efforts it is important to identify the purpose of the

interview at the beginning of the interview session.

C Do not plan interviews for the first day of the review. It is better to start the first day

of the review with the team dedicated to reviewing records. This permitted the

interview schedule to be reviewed by the team and adjusted if necessary. The team

can be more focused after reviewing the records.

C Consider assigning pagers to team members so that they may be notified promptly of

interview schedule changes.

C The contractor should provide advance information to their employees on the purpose

and expectations of ISMS. This will assist them in preparing for the interview and

review process.

C The records of program implementation should be collected and available to the team

in a central or designated location at the start of the review.

d. Facility Reviews in support of Providing a Phase II Recommendation . The Approval

Authority (Field Office Manager at SRS) directed that the Phase I activities include a review of

eleven priority facilities to provide a recommendation for an approach to be used to conduct

Phase II verifications. During a two week period outside of the Phase I review schedule,

personnel from the team conducted a two-day review of each of the eleven priority facilities. The

review included a table top presentation of the status of ISMS programs given by facility

management, a review of records (e.g., Operational Readiness Reviews, Facility Evaluation

Board Reports, EH Oversight Reports, Occurrences and pertinent facility documentation), and a

facility walkdown. The facility walkdown was conducted to provide an assessment of facility

operating and material conditions. The results of these reviews were presented to the team

during the review and formed the basis for recommended actions in Phase II. Where facilities had

recently undergone ORRs and extensive oversight, and had demonstrated safe operations,

recommendations were appropriately tailored and credit for these evaluations was given as

meeting Phase II goals. This process is considered to be effective in providing a tailored

approach to assessing actions required to meet ISMS criteria for Phase II.

(4) Week Four/Report writing and Briefings. A one week period was used to prepare the

report and to brief contractor and DOE management on the results of the review. For a site-wide

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