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<td><a href="https://misportal.jlab.org/ll/index.jsf?function=view&lessonId=955">FM&L-16-0623- HRSD Notice of Deficiency for Late Submittal</a></td>
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<h2 style="white-space:nowrap">Statement of Lessons Learned</h2>
<pre>Never assume that we will receive a pardon for submitting a late report even if a pardon was granted the previous year. </pre>
<h2 style="white-space:nowrap">Discussion of Activities</h2>
<pre>On June 23, 2016 the annual flow meter report was submitted to HRSD. The report was due to HRSD on June 21, 2016. That same day TJSO received a call from HRSD notifying us that we will receive a "Notice of Deficiency" as a result of the late submittal. </pre>
<h2 style="white-space:nowrap">Analysis</h2>
<pre>Root Cause:
There is no documented procedure for this submittal which leaves room for error. A well-defined procedure would have established roles, responsibilities, processes, schedules and communications that would have minimized the risk of re-occurrence.
Contributing Causes:
Employees were unaware of the importance of the due date of the report. Last year the late submittal was accepted without penalty by HRSD. Those conducting data collection did not view the due date as a hard due date and felt that accurate data was more important than the due date. SME support was also not available upon discovery of the issue (Continued use of the rule with no consequences)
Direct FM supervisor was unaware of this request; the challenges faced by his employee and mixed priorities.
Clear roles, responsibility and communication Less Than Adequate (LTA) amongst all stakeholders and involved employees. During the initial meeting, it should have been made clear who owned ALL parts of this submittal. Data collection, Report submittal, etc. (Cross divisional work planning was LTA)
No internal tracking system was used to track due date and increased management awareness.
Work planning LTA- Process that was used to execute this report did not leave adequate time to address potential flaws and analysis.
Involved Subject Matter Experts had competing priorities, and no back up personnel to aide employee with equation error and that caused an additional delay in the submittal.
Timing of event, coinciding with traditional summer vacations and holidays, exacerbated resource issues.
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<h2 style="white-space:nowrap">Recommended Actions</h2>
<pre>1. Immediately review future HRSD requested validation schedule and compare it to previously planned activities and available staffing. Request HRSD reschedule ¿time¿ for the week long sampling and request additional time following the last meter reading to report submittal. This request will be made officially to TJSO.
2. Write a desktop procedure to establish roles, responsibilities, processes, schedules and communications. This procedure will guide activities starting with receipt of notification from HRSD scheduling the event and ending with report submittal.
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<h2 style="white-space:nowrap">JLab Preventive Measures</h2>
<pre></pre>
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<h2>Comments</h2>
<h5 style="white-space:nowrap">7/14/2016 3:05:43 PM by Johnson, Tina</h5>
<pre>SME has reviewed and approved. Please share this within your work groups.</pre>
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<legend>Summary</legend>
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<td class="label" nowrap>Lesson ID:</td>
<td class="dataval">955</td>
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<td class="label" nowrap>Status:</td>
<td class="dataval">OK</td>
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<td class="label" nowrap>Doc ID:</td>
<td class="dataval">2016-JLAB-955</td>
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<td class="label" nowrap>Priority:</td>
<td class="dataval">Info</td>
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<td class="label" nowrap>Safety Related:</td>
<td class="dataval">NO</td>
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<td class="label" nowrap>Originator:</td>
<td class="dataval">Johnson, Tina</td>
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<td class="label" nowrap>Issued:</td>
<td class="dataval">7/13/2016 8:44:14 AM</td>
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<td class="label" nowrap>Approved By:</td>
<td class="dataval">Johnson, Tina</td>
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<td class="label" nowrap>Approved On:</td>
<td class="dataval">7/14/2016 3:05:43 PM</td>
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<td class="label">Source:</td>
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<a href="https://www.jlab.org/div_dept/dir_off/oa/notable/secure/FML-16-0623%20HRSD%20FINAL%2007142016.pdf" target="_blank">TJNAF NE</a>
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<td class="label" nowrap>Location:</td>
<td class="dataval">TJNAF</td>
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<td class="label" nowrap>Cost Savings:</td>
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<td class="label" nowrap>Contact:</td>
<td class="dataval">Tina Johnson</td>
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<td class="label" nowrap>Queued Emails:</td>
<td class="dataval">0</td>
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<td class="label" nowrap>Sent Emails:</td>
<td class="dataval">0</td>
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<td class="label" nowrap>Viewings:</td>
<td class="dataval">8 times</td>
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<legend>Hazard Issues</legend>
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<li>Environmental</li>
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<li>*Division Safety Officers (DSOs)</li>
<li>*Safety Wardens</li>
<li>*DOE Notification</li>
<li>*ESH&Q Liaisons</li>
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