Week Four/Report Writing and Briefings

DOE-HDBK-3027-99

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. The requests for

documents for this review were based upon an understanding that there would be

on-line access to the library of directives and manuals of practice. This did not

happen. The team requires ready access to the policies and procedures that are

pertinent to the operation of the site. At a site administered by an integrating

contractor, this would include subcontractors as well as the prime contractor.

Team meetings are particularly important during this phase.

A daily wrap up meeting should be held. The purpose of the meeting is to identify

issues and to ensure good coordination among sub-teams. Contractor

representatives should attend to gain first hand the status of issue development.

Feedback from the contractor should be encouraged.

d. 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.

This period is considered essential to ensure a quality report is prepared on site before the

team is released. For a site-wide verification, one week is considered necessary. The

following lessons learned are applicable to the report writing phase:

Clear and consistent expectations for the form and content of the Assessment

Forms needs to be provided to the team at the start of the review. This is

especially true for those team members who have not had experience in writing

assessment forms such as used in an ISMS verification.

Some suggested scale to grade potential issues should be established prior to the

final report writing phase. Categorization of issues should be clearly defined for

the team members.

5. Report. A report similar in form to an ORR Report was drafted to document the team

findings. Assessment Forms (Form 1s) were utilized to provide results form the record reviews,

interviews, and observations. For this report, no Deficiency Forms (Form 2s) were used. Issues,

where identified, were identified as "Findings." Noteworthy practices were also highlighted.

Groupings of findings were binned as "Opportunities for Improvements." If a Phase I and Phase

II review are completed simultaneously, as in this case, the results should be compiled in a single

report. Attempting to address the Phase I and Phase II discussions separately in the final report

hampered the conduct of this review as the issues were deeply interrelated. If this approach is

considered appropriate at a given site, a verification of the documentation which comprises the

ISMS should be reviewed followed by an implementation verification at an appropriate number of

facilities.

6. General Recommendations

a. The establishment of a site-wide ISMS Description provides the optimum opportunity

for an ISMS verification team to fully evaluate an ISMS baseline. Where it is possible to

conduct ISMS reviews on a site-wide basis, this option should be exercised. Other

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