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FANR INTEGRATED MANAGEMENT SYSTEM

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IAEA Requirements and Guidance Documents

Requirements for a Management System

Requirement 19:

The regulatory body shall establish, implement, and assess and improve amanagement system that is aligned with its safety goals and contributes totheir achievement.

Paragraph 4.3:

The regulatory process shall provide a high degree of confidence that operations are carried out safely under a proper management system

(1) The first purpose is to ensure that the responsibilities assigned to the regulatory body are properly discharged.

(2) The second purpose is to maintain and improve the performance of the regulatory body by means of the planning, control and supervision of its safety related activities.

(3) The third purpose is to foster and support a safety culture in the regulatory body through the development and reinforcement of leadership, as well as good attitudes and behaviour in relation to safety on the part of individuals and teams.


The management system of the regulatory body has three purposes:


IAEA documents providing guidance on the establishment of management systems

2.1. An integrated management system should provide a single framework for the arrangements and processes necessary to address all the goals of the organization. These goals include safety, health, environmental, security, quality and economic elements and other considerations such as social responsibility.

FANR Integrated Management System

FANR IMS Model

• A single integrated management system in which all

activities of FANR are identified and described

� This approach is based on managing how work flows and integrates across the organisation

� Process is a set of activities that are inter-related or that interact with one another

Process Approach

• Core Processes

• Management Processes

• Support Processes

Support Procedures and Instructions

Process

Procedure

Describes the activity in broad terms with emphasis on what needs to be done

Provide details on the process implementation and which organizational unit carry them out

Work Instruction

Complements procedures and includes templates, forms, instructions and job descriptions

FANR Process Map

Emergency Response Process

1. Emergency Response Procedure This procedure establishes the organisation and arrangements for FANR to manage its responsibilities for Emergency Response

2. FANR Emergency Contact ProcedureThe purpose of this procedure is to define the responsibilities and steps taken by FANR persons receiving notification/reports of radiological or nuclear emergency

3. FANR Emergency Communication procedureThis procedure describes the FANR responsibilities and steps to communicate and exchange official information with the licensee, coordinating authority, response organizations, other government agencies, the media, the public, nearby States, IAEA and other international organization when FANR is involved in events with suspected or potential radiological consequences that necessitate short-term response actions

Emergency Response Support Procedures

Each of the processes in the IMS has a single Process Owner (PO) appointed by the Director General

• The Process Owner is responsible and accountable for the following:� developing and documenting the process and supporting

documentation (procedures, work instructions, records, formats, etc) in accordance with the process

� monitoring the performance of the process to ensure the process remains effective

� ensuring that staff members who are required to use the process in their work are trained and familiar with the process and process documents

� co-operating with the process owners of interfacing processes� conducting or arranging the assessment of the process to identify

opportunities for improvement and addressing the related findings

Process Owner

IMS

MANUAL

PROCESS

DESCRIPTIONS

SUPPORT PROCEDURES

&

CONTROLLED WORK INSTRUCTIONS

Level 1

•Management Processes

•Core Processes

•Support Processes

•Support Procedures

•Specific Standards

•Templates & Forms

•Instructions & Guides

•Vision, Mission

•Org. policy

• MS Description

•Process map

Level 3

Level 2

Documentation Structure of FANR IMS

• The Director General has the ultimate responsibility for ensuring that the IMS is established, implemented, assessed and improved

• The IMS Committee (deputy directors general and department directors) are responsible for: � providing active and visible support and leadership to the

employees in accordance with the Vision, Mission and Core Values defined in the IMS Manual

� communicating roles and responsibilities to the staff and setting out how these roles will be accomplished within the framework of the IMS

� implementing, maintaining, assessing and continually improving the IMS

IMS Implementation / Operation

• The IMS Chairperson alternates between DDG-O and DDG-A and he/she is responsible for:� Defining the agenda and conduct the meetings� Moderate the discussions� Establish working groups for specific tasks

• The Management System Coordinator (MS-C) is responsible for:� Support the Chairperson in all IMS related issues� Prepares the minutes of meetings� Maintain and control all IMS related documents� Maintain the IMS intranet� Develop IMS internal documents


• The IMS Support Team provides support to the IMS Chairperson and the IMSC to ensure an integrated approach to implementing day to day activities:

� Proposing topics for discussion� Developing IMS internal documents� Previewing routine documents before presentation to the

IMSC� Collecting feedback from the Departments on IMS related

issues� Guiding employees in the development and review of

Processes and Procedures � Any other matter as requested by the chairperson


Meetings

� Twice a month

� IMS Committee + Coordinator+ Support Team+ Process Owners

� Duration: 1 to 1.5 h


Integrated Regulatory Review Service (IRRS)

• Mission conducted from 5 to 14 December 2011

IRRS REVIEW TEAM Carl-Magnus LARSSON Team Leader (Australia)

Andrej STRITAR Deputy Team Leader (Slovenia)

Claudio ALMEIDA Reviewer (Brazil)

Bradley CASSELS Reviewer (Australia)

Pascal DEBOODT Reviewer (Belgium) ) Kyu-Sik DO

Reviewer (Korea, Republic of)

Luis JOVA SED Reviewer (Cuba) ) Michael MAYFIELD Reviewer (USA)

Elisabeth OEHLÉN Reviewer (Sweden) ) Zia Hussain SHAH Reviewer (Pakistan)

Itimad SOUFI Reviewer (Morocco) )

Madalina TRONEA Reviewer (Romania)

Ronald WHEELTON Reviewer (United Kingdom) ) Ahmad AL KHATIBEH IRRS Coordinator (IAEA)

Stephen Scott KOENICK IRRS Deputy Coordinator (IAEA)

Peter ZOMBORI IRRS Review Team Coordinator (IAEA)

Anne MUETZELBURG IRRS Administrative Secretary (IAEA)


• Good Practices:1. FANR has, at an early stage, developed an integrated management

system providing an important support function for the activities of the Authority

2. FANR has a good electronic project management (EPM) system for planning, maintaining, retrieving and record-keeping all documents produced in the process of review and assessment

• Suggestions: 1. FANR should consider further improving descriptions of the graded

approach to be used in different areas of its activities2. FANR should consider having all policies of FANR (approved by the

Board of Management) integrated in the IMS and available to all staff via the Local Area Network and that clarifying text is inserted in the IMS Manual

3. FANR should consider preparing and implementing a detailed continuing programme for independent assessment (internal audits)

4. FANR should consider taking a systematic approach to monitoring the completion of improvements, including actions taken regarding non-conformances, and how to check for the effectiveness of the improvements


• Recommendations:

1. FANR should take steps to specify retention times for various records and associated materials

2. FANR should prioritise development of the EDMS to ensure those products i.e. documents (reports, licences etc.) addressing the same subject matter can be compiled in one dossier having a unique identification number and that record-keeping follows the same structure.

Thank you