Review Coordinator Responsibilites

DOE-HDBK-3012-2003

Deficiency Forms (Form 2s) are used to document the findings identified during the criteria evaluation

process. When issues are unclear, they still need to be identified so that others may consider them at a

later date. If you begin to have suspicions about something, report the concern and let the site follow it

up. Avoid delaying the drafting of a Form 2 until there is overwhelming evidence as this may excessively

delay the validation and correction processes. Additional guidance is provided in Appendix 4 of the ORR

Standard and Appendix 10 of this document.

The final ORR Report is required to contain sections concerning ISM System status, Lessons Learned,

and adequacy of contract requirements in addition to the summary of results. The Team Leader may task

individual team members with responsibility for collection of material from other team members and

development of these sections. Team members may also be tasked with development of the draft

presentation materials for the closeout meeting.

4.1.3 REVIEW COORDINATOR RESPONSIBILITIES

During the ORR, the Review Coordinator works closely with the Team Leader providing administrative

and logistical support. Specifically:

Hand out latest team member assignments and agendas/schedules and any guidance on writing

Forms and summaries (see Appendix 10).

Provide administrative and logistical support to team members.

Get to know the site, i.e., locations of library, copy center, fax machine, supplies.

Establish access and gain familiarity with site electronic document processes including intranet

access when appropriate.

Find out about site-specific security procedures, i.e., do team member notes need to be reviewed for

classification? If so, where?

Check all computers and printers to make sure they are working properly. Arrange for repairs or

replacement if necessary.

Load Form 1 and 2 files onto all computers or provide on disk if team members will be using lap top

computers.

Provide sample Functional Area Summaries to each functional area leader. This helps ensure the

inputs for the final report are consistent in content and format.

Attend team meetings and manage the Form 1 and Form 2 tracking system(s). A suggested

procedure to manage the Forms is as follows:

- Get a hard copy with diskette from each inspector or subgroup team leader. To maintain

configuration control of the report, the Review Coordinator and technical editor make all

electronic changes after the diskette has been provided to the Review Coordinator.

- Log in the Form(s).

- Give a copy to the Team Leader as soon as possible and place a copy in the logbook.

- After the Team Leader reviews and comments on the Form and it has been edited by the

technical editor, return the Form to the inspector for revision or signature. Revisions and

editing are then accomplished between the inspector and the technical editor with the Team

Leader reviewing only the final edited and signed version submitted by the inspector.

4.2 MANAGING THE OUTCOME OF THE ORR OR READINESS ASSESSMENT

The task of the ORR team is to confirm that readiness to commence operations has been achieved. A

critical task of the Team Leader is to assist and facilitate the team in making the correct determination.

Every ORR team will identify findings, some of which will be judged as requiring resolution prior to start

of operations. A critical question for the team is whether the number or the significance of the findings

leads to a conclusion that the ORR Team should not recommend that operations be commenced when the