1

FCAP Review Comments and Responses – 05/13/08

Fermilab Contractor Assurance Program

Ed VokounEG&G Sr. Logistics Manager at

Fermilab

2

FCAP Review Comments and Responses – 05/13/08

Agenda

Past and Next StepsComment Resolution Process

Comments and Responses

3

FCAP Review – History and Path Forward

Rough draft document written and reviewed 04/01/08

Edits made and draft distributed to AC 04/08/08

Comments due 04/15/08

Comments review and presentation to AC04/21/08 Additional comments due by 05/27/08

Comments review and resolution response 06/03/08

Meet if necessary to resolve comments 06/10/08

Distribute final review document06/17/08

Final review comments or sign-off due 07/08/08

4

FCAP Review – Comments Review and Resolution Process

Review comments

Determine response/action Edit, no change or different change Response with reason

Review proposed responses with Bob Grant And Bruce Chrisman

Respond to person providing comments If resolution not accepted, meet with Bruce, Bob and

commenter If fundamental issue needing larger group buy-in, meet

with AC If impasse, Bob and Bruce decide

5

FCAP Review Comments – 04/21/08

General comment: Assurance Representative (AR) role Vs system(s) requirements and

QAR Staffing for the role… Determining major processes

Response: AR role is a lot of what you do today.

QAR role description applies to a specific management system, Quality.

AR role applies across all systems in this order. The FCAP only shows the common AR responsibilities necessary for all

management systems. Resource requirements will be defined in the implementation

plans. Decision on which processes get graded is determined by Graded

Approach Procedure and a definition of “major processes”.

6

FCAP Review Comments – 04/21/08

General comment: Include Finance and other business operations systems

now?

Response: Finance/Business Operations is not required by order

226.1A. Recommend the approach should be compliance first and

then enhanced control.

7

FCAP Review Comments – 04/21/08

General comment: Should we list our external reporting requirements in an

appendix?

Response: Recommend this is not done.

Creating a separate list outside of the FCAP document would be a useful tool and should be done.

8

FCAP Changes – 04/21/08

Comment: Overview – Introduction, paragraph 5, sentence 1: Delete word “assurance” in order to place emphasis on

all contractor systems not just assurance system.

Comment: Overview – Introduction, paragraph 6, sentence 1: Add word “system” in order change emphasis from

management to management system.

Comment: Overview – Purpose: Add word “systems” in order change emphasis from

management to management system.

Response to above: Done

9

FCAP Changes – 04/21/08

Comment: Overview – Attributes of an Effective Assurance Program: Add an introductory sentence to clarify or emphasize why

section is included and/or intent.

Response: Done

10

FCAP Changes – 04/21/08

Comment: Overview – Attributes of an Effective Assurance Program: Continual Improvement, last sentence: Need to define

“significant”.

Response: Done; changed wording to include definition as part of

sentence and replaced the word significant.

11

FCAP Changes – 04/21/08

Comment: Program – Introduction, paragraph 1, sentence 1: Need to define “highest quality”.

Response: Done; replaced the word highest and added the

perspective in which to view quality, the customer’s.

12

FCAP Changes – 04/21/08

Program – Organizational Structure, Section 1.1, paragraph 5: Change Internal Audit reporting to show administrative

and functional reporting structure.

Response: Done

13

FCAP Changes – 04/21/08

Comment: Program – Organizational Structure, Section 1.3: Add “Centers” to title, Division/Section,

Response: Done

Check remainder of document for consistency. Done

– Also, document will be reviewed by the Technical Editor.

14

FCAP Changes – 04/21/08

Comment: Program – Personnel Responsible for Management and Assurance Systems, Section 1.5.3: Add “Property Management”.

Response: Done

15

FCAP Changes – 04/21/08

Comment: Planning, Section 5.3, paragraph 1:

Change DOE High Energy Physics Advisory Panel to Directors Physics Advisory Committee.

Response: Done

16

FCAP Changes – 04/21/08

Comment: Planning, Section 5.3, paragraph 2: Place emphasis on DOE Business Plan being strategic and

PEMP being tactical and note they are done at different points in time

Business Plans are typically done a year in advance.

Response: Done

17

FCAP Changes – 04/21/08

Issue: Reporting - Responsibilities, Section 6.2 Capitalize “C” in title, …Chair of the AC.

Response: Done

Check for others in document. Done

– Also, document will be reviewed by the Technical Editor.

18

FCAP Changes – 04/21/08

Comment: Reporting - Responsibilities, Section 6.2 Potential issue: Verify Facility Manager role versus

reserved definition from DOE orders and Randy’s job title.

What is intended use in the FCAP? Clarify or determine if there is a need to change.

Response: Decision by Fermilab management was to leave

document as is, because Randy reports to COO.

19

FCAP Review Changes – 04/21/08

Comment: Employee Concerns Process, Section 8.3.2: Should we include internal “Action Line”, x4000?

Response: Decision by Fermilab management was to include X4000

and have phone message updated to indicate relationship to program.

20

FCAP Review Changes – 04/21/08

Comment: Issue Management - Responsibilities, Section 9.5 Opportunity to elaborate on DOE O 226.1A, Attachment

1, Appendix A, page A-5, points 7-10.

Response: No change done at this time.

“To BE” document for corrective action and preventative action procedure will be created per FIQMP.