Lessons Learned in Remediation

Lessons Learned in Remediation Stephen Tomicki and George Hollerbach BSI – Quantum Management Group, Inc.

Copyright © 2017 BSI. All rights reserved 19/12/2017

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Remediation Areas BSI Quantum Work In 1. Remediation Program and Project Management and Remedial Construction Oversight 2. Stranded Asset Management and Divestiture 3. Decommissioning and Demolition Management 4. Environmental Reserve Management

5. Remedial Site Management and O&M


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Learning Objectives 1. Why we conduct a lessons learned session 2. Areas in which we apply lessons learned in remediation 3. When do we apply lessons learned during the project 4. Facilitating lessons learned sessions

5. Typical lessons learned in remediation 6. Project examples – what went right and what went wrong


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Why do We Conduct Lessons Learned • We document lessons learned to share and use knowledge derived from our project experience to: • Promote the recurrence of desirable outcomes • Preclude the recurrence of undesirable outcomes


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Areas in Which We Apply Lessons Learned 1. Safety 2. Interface with community and project stakeholders 3. Project management – scope, schedule, budget, risk 4. Resource management 5. Innovation during project execution 6. Customer Collaboration Copyright © 2017 BSI. All rights reserved 19/12/2017

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When to Apply Lessons Learned in Remediation • Formally conducted lessons learned sessions are traditionally held during project close-out, near the completion of the project.

• However, lessons learned may be identified and documented at any point during the project's life cycle. • Several clients we work with make formal lessons learned sessions part of the scope of work for the Engineer, Construction Manager, Contractor, and Construction Quality Assurance Engineer. • Many clients have an internal database that is shared with PMs


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Facilitating Lessons Learned – Questions to Ask • Lessons learned document the cause of issues and the reasoning behind any corrective action on a project. Ask the questions: •

What was learned about the project in general, project management, communication, budgeting, procurement?

•

What was learned about working with sponsors, customers, stakeholders?

•

What was learned about what went well, what did not go well?

•

What was learned about what needs to change?

•

How will/was this incorporated into the project?

• Lessons learned should draw on both positive experiences – good ideas that improve project efficiency or save money, and negative experiences – lessons learned only after an undesirable outcome has already occurred. Copyright © 2017 BSI. All rights reserved 19/12/2017

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Information We Input to a Lessons Learned Database

• What is the problem or success

• What is the impact • What is the recommendation or solution • Some of our clients maintain an active database


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Lessons Learned in Remediation - Safety Customer

Safety

Innovation and Lessons Learned

Resource Management Copyright © 2017 BSI. All rights reserved 19/12/2017

Safety… Our #1 Priority •

Portfolio-wide safety programs and standards

•

Safety is continuously communicated throughout the project life cyclecelebration, near misses, tool box talks, stand-down meetings

•

Integrated Safety and Environmental Management System - Entropy

•

Employee-based safety initiatives facilitate project ownership, involvement, and continuous improvement

Interface

PM

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Lessons Learned in Remediation – Interface Customer

Safety



Stakeholder Interface •

Engagement through stakeholder working groups

•

Partnering approach engage regulators early and often in the decision-making process

•

Stakeholder collaboration is critical; if not done early and correctly, it is the greatest issue to derail the project.

Interface

PM

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Lessons Learned in Remediation – PM and CM Customer

Safety



Project and Construction Management

Interface

PM

•

Begin with the end in mind

•

Create and implement strategy

•

Develop and manage to a project baseline

•

Institute rigorous project controls and performance measurement system during the project life cycle

•

Identify and mitigate risk during construction

•

Use Integrated Safety Management as the basis of all planning and work execution 11

Lessons Learned in Remediation – Resources Customer

Safety



Resource Management

Interface

PM

•

Carefully evaluate the project team before awarding the project

•

Training and qualification program tailored to unique scope and hazards with shared approaches and lessons learned

•

Rewards and recognition program integrates and rewards productivity, innovation, and through safety

•

Open and transparent communications with employees and stakeholders

•

Drug and Alcohol Free workplace

•

Background Checks, etc. as mandated by client 12

Lessons Learned in Remediation – Innovation Customer

Safety



Innovation and Lessons Learned •

Shared portfolio-wide innovations to client portfolio and other clients

•

Improving safety and efficiency while reducing costs and accelerating schedules

•

Worker involvement from multiple parties brings out the best solutions

•

Worker-driven efficiencies are delivering cost savings

Interface

PM

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Lessons Learned in Remediation – Customer Collaboration Customer

Safety



Customer Collaboration

Interface

PM

•

Frequent customer interface

•

Partnering to establish alignment on vision, mission, and goals

•

Portfolio-wide scorecard shared with customer on quarterly basis

•

Involvement in customer working groups •

Risk Management

•

Contract management

•

Waste programs

•

Decommissioning 14

Project Examples

Safety


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Safety – What Goes Right EHS Standards from Client Supplier Certification Systems ISNetworld, Browse ,etc

•

Detailed HASPs Job Hazard Analysis before the project starts

Project Kickoff Meetings with Client Executives and Workers Continuous Communications • Daily Metrics • Celebration • Tool Box Talks • Stand – down meetings •

Ongoing lessons learned sessions

• Safety Alerts

Third Party Safety Oversight

What about Offsite? Copyright © 2017 BSI. All rights reserved 19/12/2017

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Remediation Safety – What Can Go Wrong Struck by equipment Slips, trips and falls Excavation collapse Falling debris Trapped between equipment and materials

The Center for Construction Research and Training estimates that the average cost of a fatality is over $4 million with nonfatal accidents averaging over $44,000 per incident.

Machinery clearance with live utilities Transportation incidents


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Lessons Learned Detailed Health and Safety Plans on equipment clearance with utilities Call before you Dig and Independent GPR surveys Call out hand tool and vacuum excavation

Detailed offsite transportation plans


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Project Examples

Stakeholder Interface Copyright © 2017 BSI. All rights reserved 19/12/2017

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Stakeholder Interface – What Goes Right Stakeholder outreach is one of the most important and sometimes overlooked area in remediation.

Start EARLY

Can be a lot of fun.

Step 2: Identify and analyze the stakeholders who are most critical to successful adoption and implementation.

Step 1: Develop one or two key messages.

Cleanup approach aligned to future land use, agreed upon by regulatory agencies Step 3: Build your guiding coalition. and endorsed by stakeholders. Step 4: Establish a process and plan to handle potential challenges.

Step 5: Develop a stakeholder outreach strategy. Copyright © 2017 BSI. All rights reserved 19/12/2017

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Project Examples Boat Ramp Adjacent to Brownfield Site


Walkway to Rails to Trails Using Former Landfill

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Stakeholder Interface – What Can Go Wrong Formation of vocal citizen groups and social media • Re-engineering

• Scope creep • Project delays • Increase project costs • Bad public relations • Law suits • Non-acceptance of the remediation project


High-performing organizations (those completing an average of 80 percent or more of projects on time, on budget and within goals) create formal communications plans for nearly twice as many projects as their lower performing counterparts (which complete fewer than 60 percent of projects on time, on budget, and within goals).” 22

Difficult Projects Lagoon Closure Before


After – Surrounding Communities and Park

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Lessons Learned Start Early Translate Future Vision Alternatives into Concepts to be Shared with Stakeholders (business, recreational, educational, environmental, regulatory & local government) – “Begin with the End in Mind”

Share Vision Concepts via Small Meetings, Fact Sheets, Newspaper Articles, Open Houses, and Websites and demonstrate that the preferred remedy is compatible with future land use


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Project Examples

Project Management Copyright © 2017 BSI. All rights reserved 19/12/2017

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Project Management – What Goes Right Develop an exceptional conceptual site model at the beginning. It is a critical tool that should be used to identify sources, receptors and pathways associated with site. Use project controls such as scheduling tools and earned value. Develop a detailed risk register for construction.


Use Successful Standards of Project Management •

Integrate technical, legal or regulatory, community relations, and financial management into the project team

•

Develop a project execution plan

•

Begin with the end in mind

•

Create and implement strategy

•

Use rigorous project controls and measure performance during the project life cycle

•

Identify and mitigate risk during construction

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Project Examples Construction Risk Registers

Risk Impacts 10

High Priority 9 8

Probability

7 6

2

Moderate Priority 5

1

4

1

3 2

2

2

1

1

2

2

1 1

Low Priority 1

4

1

2

3

1

4

5

6

Risk Impact

7

8

9

10

Click on "Enable Content" if it appears above, then click on a Blue Probability/Impact Cell in the chart to highlight its Risk Description in the table on the left. (The number in the blue cell above indicates the number of risks that share the same P-I rating.)


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Project Management – What Can Go Wrong Incorrect conceptual site model • Unforeseen conditions • Impacted area greater than expected • Selecting the wrong technology

Not identifying construction risks • Catastrophic events • Delays and increase in project costs Copyright © 2017 BSI. All rights reserved 19/12/2017

Mistakes are made when you lose focus of the big picture. Sometimes there are too many opinions (superfund sites, multiple PRPs, multi-party sites), sometimes there is too much focus on how to respond. Leaders need to step back and analyze projects with an open mind.

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Project Examples – Disposal Estimate Doubled Impacted Area


Closure After

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Lessons Learned Develop an accurate conceptual site model – spend money upfront and determine antidotal history of operation.

Accurately evaluate proposals from consultants and contractors. Use the right technologies and do not accept the magic solution. Use rigorous project controls during the project to determine when the project is off track such as earned value. Develop a risk register during construction to avoid the worst case scenario.


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Project Examples

Innovation


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Innovation Creation from Lessons Learned . Conduct independent project reviews (IPRs) to obtain an impartial assessment in areas such as: • • • • •

Strategic Site Planning and Management Property End Use Options Remedial Technology Options Remedial System Evaluations Constructability

Use innovative and new technologies from lessons learned to expedite clean up of common sites. Use modelling to demonstrate the progress and end of the cleanup. Copyright © 2017 BSI. All rights reserved 19/12/2017

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Project Example - Trenton Problem Definition

Solution

Wastewaters received in two unlined impoundments from 1947 to 1979

Conduct an Independent Project Review with Several Consultants

Acetic anhydride, phenol, caustic, and salicylic acid used as raw materials. Benzene used as solvent.

Develop an accurate conceptual site model

Plant decommissioned / demolished

Perform treatment alternatives evaluation • Discharge to POTW, Groundwater, Surface Water

Organic contamination in bedrock aquifer – • Technology Evaluation, thermophilic, offsite disposal, chemical oxidation, engineered Chemical Oxygen Demand – 200,000 mg/L

How do you remediate and treat bedrock groundwater Copyright © 2017 BSI. All rights reserved 19/12/2017

wetlands

• Conduct pilot work for favored alternative 33

Results 12 full years of GWTS operation

Before

> 13 million gallons of bedrock groundwater extracted > 17 volumes of bedrock groundwater extracted from Site based on aquifer porosity

> 2.3 millions pounds of COD removed from the bedrock aquifer > 97 % of original COD mass removed from bedrock aquifer Copyright © 2017 BSI. All rights reserved 19/12/2017

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COD Remaining in Bedrock


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Remediation Lessons Learned Summary Safety starts with culture. Our remediation projects provide its employees, the immediate public, clients, contractors and consultants with a safe and healthful working environment through our policies and practices. Don’t neglect community outreach – if you do, you’re in a world of hurt. As a project manager, develop the best possible conceptual site model and use project controls and develop a risk register. Carefully evaluate the project team and available resources and don’t except any substitutes. No one is that smart that an independent project review is not required for a complex site. Use innovative technologies and learn how to communicate results to demonstrate progress. Collaborate with the client at all stages of the project, keep them informed of risks and use the experience of lessons learned to direct your client to a successful project. Don’t forget, be sure to document your impact. Copyright © 2017 BSI. All rights reserved 19/12/2017

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Questions for review of material presented

What percentage of project sites (no matter the size) need to have a “call before you dig” performed?


Can someone give me an example of a lesson learned from one of their projects?


When should you have a lesson learned discussion and why?

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Thank you for your time! Stephen G. Tomicki, EIT, MBA Quantum Management Group, Inc.

Direct: 609.532.2682 Email: stomicki@qmg‐inc.com Copyright © 2016 BSI. All rights reserved.

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