On-Site ORR Responsibilities

DOE-HDBK-3012-2003

Make arrangements to mail data packets to team members. Packages should be delivered to team

members at least two weeks before the beginning of the ORR. If possible, arrange for electronic or

computer disk distribution of current site and facility documents.

Keep the site point-of-contact informed of any team member/schedule changes by updating and faxing the

team member assignment chart. Make sure latest date is on the chart.

Keep all team members informed of the status of progress and potential or actual changes in ORR start

dates.

Prepare a package to mail to hotel and to have available at the initial team meeting. The package should

include any information and/or documents the Team Leader and DOE-HQ team members need for the

ORR, such as the standard format used and examples from previous reviews; latest agendas and

schedules; computer disks with all ORR information; blank Forms 1 and 2; previous ORR closeout

summary examples; and the template for the word processing software to be used. The package must be

provided to each team member no later than the first team meeting at the beginning of the ORR.

Encourage the site to provide electronic access to information required by the team members. As an

alternative, many sites can provide documentation on a computer disk. Getting the information on

computer disk has worked well in several recent reviews.

4.0 THE ORR

The ORR will not start until the Team Leader has received the formal direction to start the ORR from the

Authorization Authority or senior contractor manager. This formal direction means that all prerequisites

for starting the ORR have been met and that readiness to commence operations has been achieved.

4.1 ON-SITE ORR RESPONSIBILITIES

4.1.1. TEAM LEADER RESPONSIBILITIES

Ensure all team members have completed all access requirements of the site.

Hold daily team meetings (usually held in the afternoon) to discuss emerging issues. Functional Area

Leaders, if assigned, or team members brief the Team Leader on the issues uncovered during the day

(this is not intended to be a travelogue of the day's events). Issues deemed sufficiently substantive by

the Team Leader will be identified as potential findings and may be drafted onto Form 2s. Some

duplication of effort is to be expected and it can often lead to beneficial cross-talk and fuller

understanding of the issues. Issues raised may be assigned to a different functional area or sub-team

if it is felt that better coverage will result. The Team Leader resolves any disputes between functional

areas or sub-teams that occur. Additional guidance for the conduct of the ORR can be found in

section 5.4.6 of the ORR Standard.

Invite the site to have observers (not a participant) at the team meeting to hear first hand the team

issues and concerns. Remind team members that their counterparts should be kept aware of the

emerging issues.

Meet frequently (daily is recommended) with site managers to brief them on the issues raised by the

previous day's review activities. The Team Leader discusses potential findings and other issues

uncovered during the previous day's activities. This greatly enhances site/team communication and

allows the site to better facilitate the validation process.

Conduct the opening meeting at site. This meeting is the "kickoff" meeting for the commencement of

the ORR. Items to consider for completion during this meeting include: