Establishing Protocols and Agreements

DOE-HDBK-1148-2002

10.2.1 Establishing Protocols and Agreements

The Convened Group establishes protocols and agreements concerning the following:

Schedules and time limitations. The schedule for completing the N&S Process may

need to be linked to internal or external commitments, or to schedules for related

activities such as ISMS implementation or contract renegotiation.

Resolution of differing opinions within the Convened Group and the team(s). Careful

and thoughtful application of the N&S Process will often result in differing opinions

among team members. Since this is an expected part of the N&S Process dynamic, this

protocol should provide a means for reaching closure on important issues while ensuring

due consideration (and, if necessary, documentation) of differing opinions. Existing site

practices or protocols for conflict resolution or differing professional opinions may prove

helpful. Such a protocol should also address how collective differences of opinion

among various groups (for example, Identification and Confirmation Teams) would be

resolved.

Interactions between the Convened Group and the team(s). These protocols should

address the formality and frequency of interactions between the Convened Group and

the Identification and Confirmation Teams, including how the Convened Group will

provide direction to and address questions from the team(s). In many cases it has been

found helpful to conduct all communications between the Convened Group and the

team(s) via the Process Leader. Consideration should be given to the size of the

team(s) and whether all members are at the same geographic location.

Interactions among the Convened Group and the Stakeholders and Interested Parties.

Appropriate interaction with Stakeholders and Interested Parties is critical to the success

of the Process. The Convened Group provides the primary point of contact for

Stakeholders and Interested Parties relative to the N&S Process. The value of a

carefully thought-out approach for communicating with Stakeholders and Interested

Parties about the Process has been proven even when interactions with these groups