OPEXSHARE
Implementing an Effective Operating Experience
Program
DOE OEC Workshop
October 29, 2015
Las Vegas, NV
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Summary
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Requirements and keys to an effective program
Features and functions
Content management, types and delivery
System administrators-time and cost Saving
Collaboration & system tools
Feedback and metrics –demonstrating Effectiveness
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Program Requirements
• Develop Lessons Learned that focus on preventing adverse events, performance
improvement or cost savings
• Review, screen*and distribute* DOE corporate & external OPEX
• Share OE from positive and negative events, issues, work practices with others in the DOE
complex
• Incorporate OE into activities and processes*
• Assess/report program effectiveness*
• Support managers in implementing management and oversight of the program* (OE
Coordinator)
*Specifically addressed by OPEXShare
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Keys to an Effective Program
• Content Management
–Useable, informative, accurate information
• Sharing Tools
–Effective/efficient sharing to ensure the right people are receiving the right
information
• Feedback System
–Effective user feedback process (content use/application)
• Reporting Process
–Development and sharing of reporting metrics
• Collaboration Tools
–User collaboration and communication to enhance the user experience
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Content Management
• An effective OE program requires useful and actionable information, that can be
easily understood and applied.
• Content quality is maintained by a combination of the following:
–Administrator/Publisher training
–Oversight by OPEXShare Administrators and OE Coordinators
–User collaboration – comments and ratings
• Content that does not meet specified quality standards or is written for local
use only can be published as private (limited distribution/visibility)
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Content Types
• An effective program must have multiple types of operating experience.
OPEXShare has 15 different types including:
–Best Practices
–DOE Corporate Operating Experience
–Just-In-Time Reports
–Lessons Learned
–Occurrence Report Information
–Product Recalls
–Safety Bulletins
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Content Delivery
• The Subscription system ensures that the correct content is reaching the right
users directly and automatically
• Allows users to select the content they receive and encourages continual
engagement in the process
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System Use
• Currently there are over 6000 registered users from 90 different entities
–DOE & DOE Contractors (IG, DNFSB, EM, National Labs)
–Government- State & Fed (BPA, Dept. of Ag, NASA, NRC)
–Education (MIT, National Training Center, Universities)
–Foreign (Atomic Energy Canada, Canadian Nuclear Labs, Nuclear Safety Com, Sellafield
Ltd-UK)
–Private Entities (Dow Chemical, ConocoPhillips, Duke Energy, Exelon, FedEx, Honeywell)
–Associations (National Fire Protection Association, International Safety Equipment
Association)
–Military (Air Force, Army, Marines, Navy)
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System Administrators
• There are currently 14 different system administrators located across the DOE
complex representing
–6 DOE national labs
–8 DOE contractors
• Administrators have the ability to publish content both internally and externally
to targeted user base
• Share globally or privately
• Approve new system users
• Utilize the system's feedback and reporting functions
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Time & Cost Savings
• Content Collection & Storage
–All content types are included in the same database eliminating OE
Coordinator time needed to routinely search multiple sources
–OPEXShare system administrator includes DOE content not published by site
admins
• Content Sharing
– Minutes to load and share document with large user community
–Can share privately or publicly with one click
–Can target sharing to specified user groups
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Collaboration Tools
• A automated Coordinator Directory provides users a way to stay
connected and ask questions.
• Article Comment function allows users to comment or ask questions
specifically about the content that is posted and allows the publisher to
provide a quick response.
• Subscriptions to comments makes it easy to keep in the loop about any
article
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System Tools
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Personalized content management (registration, subscriptions, favorites)
User content submittal
Notifications (comments, news, topics)
Search function (variety)
User feedback
Administrator tools (account approvals, content publishing, reports)
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User Feedback
• Located on the article summary
page, the Feedback Form allows
users to record how they used or
applied the content
• This is done with three easy
clicks
– Is the article applicable
– Select how
– Click “Add My Feedback”
• The form is designed to allow
easy and quick responses,
increasing its use
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Other System Feedback
• System stats are also collected to demonstrate the number
of reads and downloads
• Combined with user feedback, these make up the metrics
needed to determine program performance
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Reports
• Different report types provide program performance information that can be
used to develop specific metrics. They are categorized into three groups:
–Views/downloads
–Internalization feedback
–Registration information
• Since operating experience can be internalized both actively and passively, it is
important to distinguish between the two and report the differences. This is
achieved by running the Active/Passive reports.
• Reports are displayed in HTML, PDF, Excel or Chart format
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Metrics
• System metrics are collected from user responses and from database activity
–Internalization
–Article reads
–Article downloads
• Provide continuous monitoring of OE participation
–Reports demonstrate system use by group or individual
• User application feedback is binned to provide active vs. passive internalization
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Example of Metric Chart
• Example of how metrics can be reported using feedback and other system data
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Conclusion
• OPEXShare provides tools necessary to implement/demonstrate an effective OE
program by streamlining the review/screening and distribution process and by
providing the tools necessary to collect system data that can be used to
demonstrate overall program effectiveness
opexshare.doe.gov
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