www.em.doe.gov 1

EM Recovery Act Lessons Learned

PresenterJohn Lee

EM Recovery Act Program

Presented to: DOE Corporate Operating Experience

Committee Spring Webinar

May 14, 2013

www.em.doe.gov 2

ARRA Program The American Recovery and Reinvestment Act of 2009 (ARRA) was an

economic stimulus package – Feb 2009 by President Barack Obama.

DOE’s Office of Environmental Management (EM) has demonstrated tremendous success in accelerating the environmental cleanup of contaminated facilities and lands across its complex utilizing the nearly $6B in ARRA funds.

The primary objective for ARRA was to save and create jobs almost immediately – EM: Over 11,000 highly-skilled, paid technical jobs in 12 states.

Secondary objectives were to provide temporary relief programs for those most impacted by the recession and invest in infrastructure, education, health, and 'green' energy – EM: Nearly $6 billion dollars in 12 states.

134 specific cleanup projects/activities initiated at 17 sites across 12 states.

Reduced the footprint of its cleanup operations by 74 percent, exceeding original goal of 40 percent footprint reduction.

Exceeded All of EM ARRA’s Key Performance Metrics (Footprint Reduction, Mill Tailings Disposed, Transuranic/Low Level Waste Disposed, etc.)

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ARRA Lessons Learned Background

Partially in response to IG investigations and GAO reports, EM reviewed/recommended expansion of its Project Management Lessons Learned (PMLL) Program to capture Lessons Learned (LL) earlier in project life-cycle rather than only at the end.

Initial documents reviewed included Recovery Act Readiness Evaluation (RARE) checklists, formal Project Reviews, Monthly Reports and Information Exchange briefings.

HSS Database architecture and previous work with NNSA and OECM supported use of the database as a corporate system.

EM approved use of Project Management module in HSS database for the entire EM Portfolio, regardless of funding source.

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In 2010, EM-ARRA Program started collecting LL and using PMLL, which resulted in a EM PMLL Guide for all of EM in May/June 2011.

EM-ARRA Program developed user friendly templates (fillable PDF) for the Sites to enter project LL into the HSS database.

EM-ARRA Program proactively collected project LL during the project life-cycle rather than just at closeout.

EM-ARRA Program shared LL during MPRs and collected them in the HSS Database.

All of these actions fostered better communications of LL across the EM Complex.

Implementing Lessons Learned Program

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Lessons Learned Information Exchange

In March 2012, EM-ARRA Program conducted, EM ARRA Best Practices and Lessons Learned Workshop at the Waste Management Symposium in Phoenix, AR. The Objectives were to:

Share LL among participants.

Review LL that could be incorporated into the EM Base Program.

Develop a path forward to incorporate the LL gathered.

Gather LL to be incorporated into Congressional Report on EM ARRA LL.

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Lessons Learned Information Exchange

66 LL gathered were grouped into the following Categories:

Stakeholders/Regulators (8) Implementation (37) Employees (9) Contracts (12)

EM-ARRA prepared the Report to Congress,Environmental Management Recovery ActProgram Lessons Learned on November 2012based on the 66 LL collected at theInformation Exchange and the HSS PMLLDatabase.

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January 2013 – Formed EM ARRA LL Team composed of EM, NNSA, HSS.

Make it as simple/easy as possible for Sites to met DOE-EM LL reporting requirements.

Eliminate duplication of effort as much as practical – enter data once.

Develop LL models/templates and improve LL process.

Provide draft update to ARRA LL Report to Congress by September 2013.

Answer GAO/IG ARRA recommendations/concerns.

Analyze/Trend/Report Recently Submitted EM LL

Follow-Up EM ARRA Lessons Learned Objectives

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In March 2013, EM-ARRA developed a Comprehensive Questionnaire that was sent to all EM Sites.

The Questionnaire allowed the EM Sites to: Assess their Understanding of the PMLL Requirements and

Process. Evaluate the Overall ARRA Experience. Provide Programmatic Recommendations. Rate Recently Submitted PMLL.

Site Lessons Learned Questionnaire

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Lessons Learned Questionnaire

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Lessons Learned Questionnaire - Analysis

0

2

4

6

8

10

12

YOUR UNDERSTANDING OF THE EM PMLL PROCESS FOR REPORTING ARRA LESSONS LEARNED

12345Average

DRAFTLow

High

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Lessons Learned Questionnaire – Analysis (continued)

DRAFTa.

Failure

of th

e proj

ect/a

ctivit

ies

b. A

dditio

nal ju

stific

ation

or re

view

c. In

creas

ed co

st in

projec

t/con

tract

manag

emen

t reso

urces

d. In

creas

ed pr

oject/

activ

ity co

st02468

1012141618

3. Project ChunkingDid chunking contribute to:

YesNoDo Not Know

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Lessons Learned Questionnaire – Analysis (continued)

DRAFT10 30 4 7 1924 3 13 323941 2 112125 2240 8 12141733 5045 9 182023 43283548 5 2731 6 421644 46 1 26 29341538 493647 37

0

5

10

15

20

25 50 Site-Experienced PM LL’s Rated Highly Importantto Project Success

(Displayed in Order of Rated Importance)

Highly Important to Pr...

Project Management Lessons Learned 2,3

# of Highly

ImportantResponses1

80% response rate

1Received 26 responses from 19 of 19 DOE EM Sites2Data Source: PARS II Databae as of January 20133 Description of each PM LL are on 2nd page

ID Highest Rated (80% or More): Project Management LL Description (PARS II Database)10 Adequate Project Management resources must be available.30 Weekly DOE/Contractor status meetings facilitated timely resolution of potential issues.4 The project must ensure that the vendors and contractors understand the quality-level expectations at the beginning of the work.7 The relationship between the FPD and the Contractor Project Director must be positive. 19 The project must provide adequate field inspectors and adequate oversight staff.24 Conduct daily pre-job briefings with all applicable oversight, subcontractors, and vendors.

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Summary

HSS Database, PM and H&S Modules have successfully enabled sharing of LL across the EM Complex.

LL can and should be captured/shared throughout the project Life Cycle, not just at project conclusion.

EM Base Program has benefited from EM-ARRA LL.

LL is an Interactive Process and Should be Made Easier to Report, Analyze/Trend, and Share/Implement.

Questionnaire format can be used as a method to obtain and validate LL or Lessons-to-be-Learned.