ML20137N661

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Informs That NRC Issued Final Rept on Responsiveness to Public in Jan 1996,NUREG/BR-0199,which Contained Ofc Improvement Plans for Enhancing Responsiveness to Public. Status Rept on Subj Improvement Plans Encl
ML20137N661
Person / Time
Issue date: 12/26/1996
From: Taylor J
NRC OFFICE OF THE EXECUTIVE DIRECTOR FOR OPERATIONS (EDO)
To: Diaz N, Dicus G, Shirley Ann Jackson, Mcgaffigan E, Rogers K, The Chairman
NRC COMMISSION (OCM)
References
RTR-NUREG-BR-0199, RTR-NUREG-BR-199 NUDOCS 9704090016
Download: ML20137N661 (53)
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Text

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,, , Distribution: 4/7/97

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(AITACMIENT 2 ONLY) feuq 8 UNITED STATES f., Central Files g g NUCLEAR REGULATORY COMMISSION office Directors WASHINGTON, D.C. 20555-4001 Regional Administrators

          • December 26,.1996 MEMORANDUM T0: Chairman Jackson Commissioner Rogers Commissioner Dicus Commissioner Diaz Commissioner McGaffigan FROM: James M. Taylor Executive Dire r for 0 erations

SUBJECT:

STATUS REPORT ON IMPLEMENTATION OF RESPONSIVENESS TO THE PUBLIC INITIATIVES The NRC issued its Final Report on Responsiveness to the Public in January 1996, NUREG/BR-0199 (Attachment 1). This NUREG contained office improvement plans for enhancing our responsiveness to the public. The Staff Requirements Memorandum dated December 21, 1995, requested the staff to provide the status of implementation of the improvement plans within a year.

Attachment 2 contains such a status report on the improvement plans, most of which have been fully implemented.

Attachments:

1. NUREG/BR-0199
2. Status Report cc w/ attachments: ,

SECY f OGC /

OPA >

OCA /

Contact:

James L. Blaha, OEDO 415-1703 A' )7 f) y (); gf-]

EC M CENTER COPY L 0{hO O1k^"hyh>40 '

08b058 g40g 961226 BR-0199 C PDR

MEMORANDUM TO THOSE ON THE ATTACHED LIST DATED: April 7,1997

SUBJECT:

MEMORANDUM TO COMMISSION FROM J. M. TAYLOR, EDO DATED 12/26/96 RE: STATUS REPORT ON IMPLEMENTATION OF RESPONSIVENESS TO THE PUBLIC INITIATIVES (ATTACHMENT 2 ONLY) l Mail Stop B. John Garrick, Chairman, Advisory Committee on Nuclear Waste T-2 E26 Robert L. Seale, Chairman, Advisory Committee on Reactor Safeguards T-2 E26 John T. Larkins, Executive Director, Advisory Committee on Reactor Safeguards / Advisory Committee on Nuclear Waste T-2 E26 B. Paul Cotter, Jr., Chief Administrative Judge, T-3 F23

Atomic Safety and Licensing Board Panel i Karen D. Cyr, General Counsel O-15 B18 John F. Cordes, Jr., Acting Director, 0-15 B18 Office of Commission Appellate Adjudication Anthony J. Galante, Chief Information Officer T-6 E2 Jesse L. Funches, Chief Financial Officer T-9 F6 Hubert T. Bell, inspector General T-5 D28 Carlton R. Stoiber, Director, Office of intemational Programs O-17 F2 Dennis K. Rathbun, Director, Office of Congressional Affairs 0-17 A3 William M. Beecher, Director, Office of Public Affairs O-2 A13 John C. Hoyle, Secretary of the Commission O-16 G15 L. Joseph Callan, Executive Director for Operations O-17 G21 Hugh L. Thompson, Jr., Deputy Executive Director O-17 G21 for Regulatory Programs Edward L. Jordan, Deputy Executive Director for Regulatory 0-17 G21 Effectiveness, Program Oversight, investigations and Enforcement Patricia G. Norry, Deputy Executive Director for Management Services 0-17 G21 Gerald F. Cranford, Director, Office of information T-6 F15 Resources Management Edward L. Halman, Director, Office of Administration T-7 DS Denwood F. Ross, Jr., Director, Office for Analysis and T-4 D18 Evaluation of Operational Data Ronald M. Scroggins, Controller, Office of the Controller T-9 F6 James Lieberman, Director, Office of Enforcement 0-7 H5 i

Guy P. Caputo, Director, Office of Investigations O-4 H2 Paul E. Bird, Director, Office of Personnel T-3 A2 frene P. Little, Director, Office of Small Business and Civil Rights T-2 F18 Carl J. Paperiello, Director, Office of Nuclear Material Safety and T-8 A23 Safeguards Samuel J. Collins, Director, Office of Nuclear Reactor Regulation O-12 G18 David L. Morrison, Director, Office of Nuclear Regulatory Research T-10 F12 Richard L. Bangart, Director, Office of State Programs O-4 D7 Hubert J. Miller, Regional Administrator, Region l RGN-l Luis A. Reyes, Regional Administrator, Region 11 RGN-ll A. B. Beach, Regional Administrator, Region 111 RGN-lil James E. Dyer, Acting Regional Administrator, Region IV RGN-IV Public Document Room PDR Central Files 4C entralFiles

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CONTENTS Page Number Staff Orientation and Training .....................................:.. 1

- Electronic Media' ............................................. 3 Public Petitions ............................................. 4 Man agemen t o f Al l egati on s . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Emergency Preparedness .......................................... 9 Electronic Information Exchange . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ... . . . . . .-.

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-Enrichment Facility Licensing and Certification clicensing of Enrichment Facilities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 cAnnual Certification of DOE Enrichment Plants ............................. 14 Business Process Redesign (BPR) - Materials Licensing . . . . . . . . . . . . . . . . . . . . . . . . . . . 15-Decommissioning of Sites and Facilities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16 Improving the Rulemaking Process .........................-............ 21 Peti tions for Rul emaki ng - 10 CFR 2.802 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ;22 R: views of Agreement States Programs ................................... 23 Technical Assistance to Agreement States ................................. 24 Regulatory Review of Agreement State Proposed Regulations . . . . . . . . . . . . . . . . . . . . . . . . . 25 Agreement States Training . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26 License Fee Inquiries cReduce the Need for Incoming Inquires ................................. 27

.Public Interaction Workload ...................................... 30 Commercial Payment Inquiries: Improve the Timeliness of Payments to Commercial Vendors and Contractors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31 Csntracting Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32 NRC Headquarters Security Force . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35 Quality and Timeliness of Correspondence ................................. 36 Fr:edom of Informatior. Act Program ........... ........................ 37 tccal Public Document Room Program .................................... 38 Public Meeting Notice System ....................................... 39 Empl oyme n t Ap pl i ca t i on s . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40 NRC Headquarters Public Document Room . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41 White Flint Activities .......................................... 44 Informing the Public ........................................... 46 Advisory Committee on Reactor Safeguards ................................. 48 R:sponse to Public Inquiries ....................................... 49

RESPONSIVENESS TO THE PUBLIC - IMPLEMENTATION PLAN OFFICE OF PERS0tNEL -;

ISSUE: Staff Orientation and Training IMPLEMENTATION IMPROVEMENTS DATE STATUS

.1. Complete the revisions to the following Completed 6/95 All of the courses listed have been revised ,

materials and/or courses to factor in accordingly.

responsiveness; the video, The NRC' Story; .

-and the courses Conducting and The video, The NRC Story, is presented during Participating in Meetings; Effective Orientation. The revised video will be Briefing Techniques; The Media Training incorporated when received fran OPA.

Workshop; and Supervising Human Resources.

2. Inform the staff about the importance of Completed - All of-the courses listed continue to stress the ,

public responsiveness through such courses importance of public responsiveness. '

, as Effective Communications for NRC Inspectors; Gathering Inspection Information Through Interviews; NRC: What It Is and What It Does; and The Regulatory Process.

! 3. Inform the staff of the availability of Completed Headquarters and Regional training staff were l'

university-sponsored and other courses on informed of courses on effective relations with the effective relations with the public. public.
4. Improve telephone communication and Completed 2/95 OP distributed an All Employees Announcement that
etiquette by providing guidelines to provided guidance on telephone communication.

employees on how to answer and handle j

telephone calls. OP revised its training module on Telephone i Techniques and continues to provide it to new secretaries. i Quarterly, OP publicizes videotapes that are available at the ILC on telephone skills. .

}' 5. Revamp the NRC telephone directories so Completed 5/95 OP worked with IRM to revise the NRC Telephone that employees may quickly locate Directory as well as the on-line directory.

information and c1 rect calls to the correct  ;

office or staff member who can provide the fastest, most accurate response to the I inquiry.

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RESPONSIVENESS TO THE'PUBLIC 1 IMPLEMENTATION PLAN -l OFFICE 0F PERSONNEL d

. y ISSOE:---staff Orientation and Training IMPLEMENTATION-IMPROVEMENTS- DATE STATUS i

6. Ensure that NRC switchboard operators, in OP provided training materials'to IRM'to help the;

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Completed 9/95 1

many. cases the first contact the general operators learn more about the offices, functions, public has with the agency, are and key personnel at NRC. In addition, some of the  !

knowledgeable about NRC offices, functions, operators attended the course NRC: What-It Is and and key personnel so that they aay properly What It Does.

direct callers more quickly and more accurately.

7. Increase the number.of-NRC employees who Completed OP now provides four sessions of Clear Writing each 3

'take the in-house' course Clear Writing, year. In addition', OP developed a new course for  :

which teaches students how to write for a managers, Managing Other People's Writing, which is specific audience and purpose, provides also offered four times a year.. Special sessions guidance on how to respond in a logical of-these courses are also provided upon request.

manner, and teaches general correspondence  ;

style, editing, and grammar. OP has also developed, with the assistance of ADM, i the Quality of Correspondence Workshop. .i I

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RESPONSIVENESS TO THE PUBLIC - IMPLEMENTATION PLAN -

0FFICE OF INFORMATION RESOURCES MANAGEMENT OFFICE OF ADMINISTRATION ISSUE: Electronic Media ll IMPLEMENTATION IMPROVEMENTS DATE STATUS

1. Continue to add electronic bulletin boards Continuing NRC currently has 22 electronic bulletin boards at to FedWorld and to explore other methods FedWorld and 5 additional bulletin boards available for facilitating public involvement in the to the public.

rulemaking process through electronic communications.

2. Develop methods of improving electronic Continuing NRC has implemented a World Wide Web site and information exchange between the nuclear Internet List Server.

industry and the NRC.

3. Develop automated systers to improve our TBD Agency work flow now considered through an ability to track and mar. age internal work Enterprise Model for planning and analysis of flow, which will facilitate the agency's application systems, ability to respond to the public in a more timely manner.
4. Develop an electronic review, comment, and TBD Agency system planned to minimize effort required concurrence process to speed up the review to manage agency documents.

and approval process of correspondence.

5. Use new technology and services for the Completed NRC has provided TDD (Telecommunications Devices deaf to allow individuals who are hearing for the Deaf) to hearing-impaired employees and the impaired to communicate more readily with HQ Telecommunications Message Center.

the NRC staff via the public telephone system. These improvements will also allow NRC employees who are hearing impaired to be contacted by members of the public 3

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RESPONSIVENESS TO.THE PUBLIC~- IMPLEMENTATION PLAN 0FFICE OF NUCLEAR REACTOR-REGULATION ISSUE: Public Petitions.

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IMPLEMENTATION i

IMPROVEMENTS -DATE- STATUS

1. Offer the petitioner, under certain 9/23/94 Only two petitions in two years met the criteria-circumstances,-the opportunity for an and the staff offered the. opportunity for informal informal non-adjudicatory public hearing as non-adjudicatory public hearing.

part of petition review. i

. 2. Provide copies of all pertinent 9/23/94 Appropriate correspondence being forwarded to correspondence to all participants involved petitioners.

in the petition. l 3.~ Identify a single NRC contact for each 9/23/94 Full implementation continued..

petition.  ;

4. Contact the petitioner and inform him/her 9/23/94 41%ofpptitionerswhofiledafter10/94were-

+5at the 2.206 process is a public process notified  !

which does not protect the identity of the petitioner ~or.the contents of the' petition from public, and ascertain from the i petitioner whether he/she wishes to proceed with the petition or resubmit it as an allegation.

5. Establish an electronic bulletin board 9/23/94 Monthly reports -being installed on BBS each month system (BBS) to provide public with monthly on time.

updates of all pending petitions.

6. Notify the petitioner of the status of the 9/23/94 All petitioners being notified every 60 days or-petition every 60 days, or more frequently less. i

.if a significant action occurs. ,

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' Petition Managers were reminded that they must notify petitioners of the public nature of the process prior to issuing the acknowledgement letter.

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RESPONSIVENESS TO THE PUBLIC -- IMPLEMENTATION PLAN - -

OFFICE OF NUCLEAR ~ REACTOR REGULATION .

- ISSUE: Public.Petitiens 4

IMPLEMENTATION L IMPROVEMENTS DATE - STATUS -

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7. As' revised on 12/12/95, the goal is to 12/12/95 Of the 12 petitions. received since 12/12/95, 4 have issue Director's Decisions within 120 days exceeded the goal due to extenuating circumstances _

l -- from the date of issuance of and have requested or received OEDC schedular-- i

. acknowledgement letter, unless there ars extension. j

~ extenuating circumstances that require more

~ time. In those cases schedular extension will be obtained from OEDO as outlined in the NRC's Management Directive 8.11.

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RESPONSIVENESS TO THE PUBLIC - IMPLEMENTATION PLAN 0FFICE OF NUCLEAR REACTOR REGULATION ISSUE: Management of Allegations IMPLEMENTATION IMPROVEMENTS DATE STATUS 1.a. Provide the industry workers (and Partially The brochure has been distributed to NRC employees allegers) an NRC brochure that informs Completed and is being sent to allegers with acknowledgment them of NRC's policies and procedures on letters. Resident inspectors have copies to handling allegations. The brochure will provide workers who visit to discuss a concern.

include guidance on reporting concerns to The brochure will be provided to industry as soon' ,

the NRC. as DOL transfers investigative responsibility from .

Wage and Hour to OSHA. -

l.b. Inform allegers by letter and brochure Allegers are being informed by letter of the about the remedies to their employee remedies available through the Department of Labor.

rights through the Department of Labor. The brochure was issued November 18, 1996.

l.c. Solicit feedback from allegers on the 12/31/95 The staff solicited feedback from 145 allegers.

NRC's handling of their allegations. Forty five replies were received. The staff intends to solicit feedback from a sample of r allegers a second time in the third quarter of 1997.

1.d. Establish a toll-free number for allegers 10/1/95 Completed.

to report their safety concerns.

2. Inform allegers by phone, letter, and 11/30/96 As of August 22, 1994, the staff is required to brochure of the NRC's limitations in the inform allegers by phone, letter, or both, as area of protecting alleger identity so that appropriate, of the limitations on the NRC's allegers do not assume that the NRC can ability to protect their identity. The brochure protect their identities under all has been distributed to NRC employees and is being circumstances. sent to allegers with acknowledgrent letters.

3.a. Be aware of the licensee's environment - 10/3/94 Completed. IP 40500 was revised 10/3/1994'to whether it is hostile or conducive to provide guidance in this area.

employees raising safety concerns.

3.b. Consider the licensee's environment 1/27/95 Completed. MD 8.6 was revised 1/27/96 to provide during the NRC's assessment of a guidance in this area.

licensee's performance.

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RESPONSIVENESS TO THE PUBLIC - IMPLEMENTATION PLAN '

0FFICE OF NUCLEAR REACTOR REGULATION

. ISSUE: Management cf Allegations IMPLEMENTATION IMPROVEMENTS DATE STATUS 4.a. Respond to credible reports of reasonable 5/1/96 Completed. MD 8.8 provides guidance in this area.

fears of retaliation against individuals raising safety concerns to their management or the NRC before retaliation has occurred. (In this case the alleger must agree to be identified.) -

4.b. Respond to senior licensee management by 5/1/96 Completed. MD 8.8 provides guidance in this area.

letter or meeting, notifying licensees of potential NRC enforcement action, and monitoring licensee actions towards the alleger.

5. Implement specific criteria and timeframes 5/1/96 Completed. MD 8.8 provides guidance in this area.

for NRC responses to allegers (e.g.,

acknowledging allegation receipt and its specifics within 30 days; advising allegers within 30 days of the completion of NRC action; and informing allegers every six months of the status of their concerns.

6. Implement various revisions to the NRC 11/1/96 The new software was completed on November 1, 1596.

Allegation Management System database, including introducing new fields for tracking and trending allegations and increasing data retrieval functions and database capacity.

7.a. Conduct annual audits of the Allegation 6/1/95 Completed. The first cycle of audits was completed Program in the regions and program 6/9/95.

offices.

7.b. Emphasize periodic training of 5/1/96 Completed. MD 8.8 requires annual refresher appropriate staff. training on handling allegations.

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RESPONSIVENESS TO THE PUBLIC - IMPLEMENTATION PLAN 0FFICE OF NUCLEAR REACTOR REGULATION

. ISSUE: Management of Allegations IMPLEMENTATION IMPROVEMENTS DATE STATUS 7.c. Include performance standards for 10/1/95 Completed.

allegation followup in the appraisals of appropriate NRC-staff and managers.

7.d. Conduct Office Allegation Coordinator 12/31/95 Completed.

counterpart meetings.

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RESPONSIVENESS TO THE PUBLIC - IMPLEMENTATION PLAN -

OFFICE OF NUCLEAR REACTOR REGULATION p ISSUE: ' Emergency Preparedness IMPLEMENTATION IMPROVEMENTS DATE ' STATUS F

1. Encourage public input and participation 6/30/96 Discussions were held with RES EP rulemaking PM through the use of public meetings or and agreement was reached on threshold criteria.

workshops. When revisions to emergency Discussions were also held with PA and OGC  ;

planning rules which significantly (see Note relative to holding effective meetings and .

1). impact offsite emergency planning are workshops. Current guidance to conduct meetings i proposed. and workshops is available.
2. Respond to public inquiries regarding 6/29/95 An intra-Section procedure has been developed and emergency planning by telephone, when all emergency preparedness staff have been trained ,

appropriate. If a written response is on it. Several public inquiries have been handled  :

needed and cannot be issued within a since the procedure has been developed and no reasonable time, provide the requester a problems have been experienced.

status report by telephone at specified intervals. .,

3. Conduct, as appropriate, public meetings 11/15/96 Inspection procedures (IP 82301 and IP 82701) were following EP-related inspections to discuss revised to require public meetings and are ready i findings: to be issued. A meeting was held with FEMA to discuss holding a joint meeting after the exercise  ;

For exercise-related inspections (IP inspection. We have requested comments from FEMA.  ;

82301) where evidence of a significant Once we receive FEMA's comments, we will issue the  ;

. programmatic breakdown exists (e.g., revised procedures.  !

! three or more exercise weaknesses are identified) ,

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For routine inspections (IP 82701) where i a significant programmatic breakdown is i identified

. 4. Modify, as necessary, the existing 2/28/97 Discussions have been held with FEMA staff. FEMA t

Memorandum of Understanding with FEMA to has put increased emphasis on meeting established establish procedures for working more (At this time schedules in responding to NRC requests. A efficiently with FEMA on State and local it does not procedure is being developed to document the emergency preparedness issues raised by the appear that it working relationship between the NRC and FEMA. -A public (e.g., allegations, 2.206 petitions). will be determination will be made after experience is ,

necessary to gained in using the procedure on the necessity of i modify the revising the M00. i M00).

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RESPONSIVENESS TO THE PUBLIC - IMPLEMENTATION PLAN 0FFICE OF NUCLEAR REACTOR REGULATION.

~ ISSUE:. Emergency Preparedness

. IMPLEMENTATION IMPROVEMENTS DATE STATUS l- (a) NRC. staff to discuss with FEMA staff 8/31/95 Complete. Discussions have been held with FEMA

-methods and means to work more staff. FEMA has put more emphasis on providing efficiently on EP issues raised by the requested information in a timely manner.in public: advance of the development of a procedure.

- Allegations -

- 2.206 Petitions .

- General Correspondence (b) Develop procedures under present MOU to 12/1/96 Draft procedure sent to FEMA for review and i establish schedules and working contacts comment. Procedure will be finalized upon recaipt within the organizations responsible for of FEMA comments.

subject areas.

(c) Brief staff to ensure that NRC and FEMA 12/31/96 Briefing of NRC and FEMA staff will be conducted staff are familiar with procedures for upon completion of NRC/ FEMA procedure.

- working together more efficiently.

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RESPONSIVENESS TO THE PUBLIC - IMPLEMENTATION PLAN - +

OFFICE OF NUCLEAR REACTOR REGULATION ISSUE: Electronic Infcreation Exchangs IMPLEMENTATION IMPROVEMENTS DATE STATUS

1. An EIE strategy'will be developed and Continuing Electranic Information Exchange strategy presented presented to senior agency management. The to the NRC Information Technology Council in April strategy will include findings of the NRC 1996.

Pilot and results of explorations into the issues of electronic signatures, legality

'of electronic' submissions, and electronic records. Conversion of selected business transactions to electronic processes will be based on these considerations and the costs involved (IRM).

2. Electronic transmission of informal Continuing NRR successfully conducted a pilot among a number information between NRC and its licensees of its licensees to exchange various types of will continue via the Internet E-mail at documents using different software packages. This the option of the parties involved. (NRR) pilot successfully demonstrated the capabilities of'

.the various electronic mediums. Electronic transmission of informal information between NRC and its licensees continues via the Internet. This -j information is informal, and record copies are still handled by hardcopy. Guidance has been i l provided to the staff on the appropriate handling of electronic information and docketing of information received. Further detailed '

instructions are being developed for the NRR staff on the handling of informal. communications. - No further action has been taken on this issue due to the lack of resources to pursue this issue further.

l This issue should be further pursued by the new CIO ,

office.

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RESPONSIVENESS TO THE PUBLIC -- IMPLEMENTATION PLAN 0FFICE OF NUCLEAR REACTOR REGULATION ISSUE: Electronic Information Exchange IMPLEMENTATION IMPROVEMENTS DATE STATUS

3. The Licensing Authority File, which Continuing The staffs of NRR and IRM had numerous meetings to contains the technical specifications for discuss developing an electronic License Authority all nuclear power plants, will be File by electronically scanning the documents and considered for placement on an electronic having a digital conversion of the hard copy of the bulletin' board. Factors will include cost documents. The functional requirements were and legality of providing this information developed in draft format and cost estimates were in electronic media. (NRR) developed. A preliminary estimate was developed for the original volume of material to be scanned, based on other projects that had been scanned. The cost estimate to scan the Authority File (estimated to be about 544,000 pages) was between $1.2 and

$1.8 million. Due to the lack of availability of funding from either NRR or IRM, this issue is not being pursued at this time.

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l' RESPONSIVENESS TO THE PUBLIC - IMPLENDITATION PLAN -

0FFICE OF NUCLEAR MATERIAL SAFETY AND SAFEGUARDS ISSUEf ' Enrichment Facility Licensing and Certification- l

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' . Licensing of Enrichment Facilities I

! IMPLEMENTATION '

l1 IMPROVEMENTS DATE' STATUS-

1. Hold public meetings to obtain comments and Upon receipt No new applications received fdisseminate information, as appropriate of new application
2. . Increase.the time allowed for public Upon receipt No DEIS being prepared- .,

comment on Draft' Environmental Impact of new -

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. Statements (DEIS) to balance the application -

i interests of the applicant, the NRC, 'and the general public.

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. RESPONSIVENESS TO THE PUBLIC - IMPLEMENTATION PLAN l- 0FFICE OF NUCLEAR MATERIAL-SAFETY'AND SAFEGUARDS

.' ISSUE:L Enrichment Facility Licensing and Certification Annual Certification of. DOE Enrichment Plants

- i' IMPLEMENTATION' "

IMPROVEMENTS DATE STATUS 1.' Place' copies of the application and the April 1995 Complete. Final Certificates of- Compliance were .

-decision / certification documents in.the signed on November 26,19%, 'and have been placed local public document rooms as soon as they in POR/LPDRs.

are received. -

2. Note the availability of the documents April 1995 Complete in local media so that the public will 'i be made aware of them immediately. '

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3. Evaluate the amount of public interest After first Pending expression of public interest.

expressed to determine if public certification ,

meetings after initial certification are cycle is i appropriate.- complete l ,

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RESPONSIVENESS TO-THE PUBLIC - IMPLEMENTATION PLAN 0FFICE OF NUCLEAR MATERIAL SAFETY AND SAFEGUARDS

'IS$UE: ; Business Process Redesign (BPR) - Materials Licensing

=- IMPLEMENTATION-IMPROVEMENTS- DATE STATUS'  ;

1; Use BPR to develop a new approach to Headquarters On schedule. Prototype is u?ing tested.

processing license amendments'which is an pilot test of .

order of magnitude faster than the current portable. gauge a system. (Nov 15%)

Regional pilot i tests (March 1997)

2. Support new licensing process by clear, December 1997 Draft NUREG-1541 and Draft NUREG-1556 currently out consistent, and timely regulatory for public comment. Comment period ends guidance. December 27, 1996.

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RESPONSIVENESS TO THE PUBLIC - IMPLEMENTATION PLAN 0FFICE OF NUCLEAR MATERIAL SAFETY AND SAFEGUARDS ,

ISSUE: Decommissioning of Sites and Facilities IMPLEMENTATION IMPROVEMENTS DATE STATUS

1. Notify the State Liaison Officer, the State 11/12/96 Manual Chapter 2605 now specif'cally requires agency responsible for radiological notification of the State liai:on Officer, State controls, and the county, city or town radiological control officials, etc. when a site is where the site is located, or affected placed on the SDMP list.

Tribal governments, when a site is placed on the SDMP list or a decommissioning plan Notification requirements for non-Site is submitted for a site not on the SDMP Decommissioning Management Plan (SDMP) sites are list. This will be in addition to the under consideration as part of the proposed current prac?. ice of notifying State rulemaking on radiological criteria for license environment 1 protection agencies and the termination. The MC and Handbook will need to be applicabie U.S. EPA regional office. revised to reflect the outcome of that rulemaking.

The SDMP data base was implemented in September 1995, and includes information about notification and public involvement. Program performance measures have been developed for the decommissioning progran..

2. Make all NRC meetings with contaminated 11/12/96 Manual Chapter 2605 has now been revised to site licensees and responsible parties incorporate meeting procedures.

open to the public for observation (consistent with the policy statement on The SDMP data base was implemented in September staff meetings open to public in 59 FR 1995, and includes information about notification 48340; 9/20/94). Provide advance and public involvement. Program performance notice, to the extent feasible, of these measures have been developed for the meetings to State, Tribal and local decommissioning program.

officials and the public. Conduct a significant portion of such meetings in the vicinity of the site.

16

RESPONSIVENESS TO THE PUBLIC - IMPLEMENTATION PLAN - -

0FFICE OF NUCLEAR MATERIAL SAFETY AND SAFEGUARDS ISSUE 9 Decommissioning of Sites and Facilities IMPLEMENTATION IMPROVEMENTS DATE STATUS

3. Develop and distribute a brochure on Pending A draft brochure was developed based on existing NRC's regulatory process for interim criteria and distributed for internal decomissioning, including a description review in June 1995. Finalization of the brochure of radiological criteria that are is on hold pending staff development of the final currently being used to evaluate the rulemaking on radiological criteria for license adequacy of decomissioning actions. termination. Staff consulted with the Comission on the schedule for the rulemaking in SECY 96-82 (April 1996).

In the interim, staff has circulated brochures that have been tailored to specific situations at decomissioning projects with significant public interest including:

Cambridge, Ohio (June and November 1994, December 1995, September 1996)

Parks Township, Pennsylvania (January 1995)

Jefferson Proving Ground, Indiana (April 1995)

Gore, Oklahoma (September 1995)

Staff has also assisted the Office of Public Affairs in developing a more general brochure on NRC's role and responsibilities in decomissioning and the decomissioning process.

17

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RESPONSIVENESS TO THE PUBLIC - IMPLEMENTATION PLAN 0FFICE OF NUCLEAR MATERIAL SAFETY AND SAFEGUARDS ISSUE: Decommiissioning of Sites and Facilities IMPLEMENTATION IMPROVEMENTS DATE STATUS

4. Identify the NRC project manager as the 11/96 The procedures in the MC and Handbook clarify the principal NRC point of contact for each Project Manager's roles and responsibilities for decomissioning site. The project public involvement and information.

manager will work closely with other NRC staff to ensure a coordinated response to public concerns and inquiries.

5. Announce the availability of 11/96 Notification procedures were already in place for decomissioning plans and related SDMP sites in NMSS Policy and Procedures Letter 1-documents in the Federal Reaister and 46 (April 1994). However, some SDMP actions have local media, as appropriate, and offer not been noticed in accordance with the Policy and an opportunity for a hearing on proposed Procedures Letter. The revised MC 2605 corrected license amendments. Generally solicit this situation by clarifying notification and written comments on draft documents coment.

prior to taking licensing actions to approve site decomissioning plans, NMSS consulted with the Office of Public Affairs in except in cases where the contamination May 1995 on NRC's policy on the use of local media is extremely limited or schedules to announce the availability of documents. NRC imposed by outside parties (other than does not routinely notice availability of documents licensees) do not allow sufficient time for public review by purchasing advertisements in for such review prior to approval. local media. However, NRC has purchased ads to announce significant public meetings (e.g., scoping meetings) for high visibility SDMP sites at Parks Township, Shieldalloy-Cambridge, Sequoyah Fuels, and Jefferson Proving Ground. For these sites, NRC has also initiated roundtable meetings and has t provided participants with NRC correspondence to '

the licensee, including decomissioning plan reviews and announcements of public meetings.

18

RESPONSIVENESS TO THE PUBLIC - IMPLEMENTATION PLAN - - e OFFICE OF NUCLEAR MATERIAL SAFETY AND SAFEGUARDS ISSUE: Decomunissioning of Sites and Facilities IMPLEMENTATION IMPROVEMENTS DATE STATUS

6. Hold a public meeting on the intended 11/94 Five EISs are in process for decommissioning scope of the EIS where NRC determines actions and all five have been scoped in accordance that an environmental impact statement with 10 CFR Part 51 and the new decommissioning (EIS) needs to be prepared. This procedures.. >

meeting will be held near the site as part of the scoping process, in As described above, NRC has purchased ads to accordance with 10 CFR Part 51. NRC announce significant decommissioning meetings will solicit oral and written comments (e.g., scoping meetings) for high visibility SDMP on what environmental innpacts and what sites at Parks Township, Shieldalloy-Cambridge, decommissioning alternatives should be Sequoyah Fuels, and Jefferson Proving Ground. For considered as part of the EIS. The NRC these sites, NRC has also initiated roundtable will advertise the meeting in local meetings and has provided participants with NRC media. The NRC will also distribute correspondence to the licensee, including copies of the DEIS to designated decommissioning plan reviews and announcements of  ;

public meetings.

Federal, State, and local representatives and members of the public who attend the scoping meeting or Performance measures and interim milestones for otherwise express interest in the this Improvement need to be revised to reflect decommissioning action. current program commitments, performance measures and resources.

i 19 I l

. _ _ _ _ . _ _ _ _ . _ _ _ _ _ _ _ _ _ _ _ _____._____.____..u____._________ ___ __________._______________m.___

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SESPONSIVENESS TO THE PUBLIC - IMPLEMENTATION PLAN 0FFICE OF NUCLEAR MATERIAL SAFETY AND SAFEGUARDS ISSUE: Decommissioning of Sites and Facilities IMPLEMENTATION l IMPROVEMENTS DATE STATUS

7. Provide additional opportunities for 11/94 The staff assessed public interest and relative public information and involvement in hazard at current decommissioning projects and the decommissioning process on a site- initiated Public Information Roundtable meetings specific basis, considering the level of involving stakeholders at three SDMP sites: Parks hazards involved and the public interest Township (November 1994), Sequoyah Fuels (June expressed. 1995) and Shieldalloy-Cambridge (December 1995).

NRC has been sponsoring Roundtable meetings on a quarterly basis or in response to significant progress on decommissioning. For example, a meeting was conducted in May 1996 for the Sequoyah Fuels facility upon completion of NRC and EPA initial review of the licensee's site characterization reports. In addition, staff has conducted additional public information and involvement activities, such as meetings with local elected officials and seminars at local schools.

Appropriate procedures, that allow sufficient flexibility to tailor NRC public involvement procedures to specific situations, have been incorporated into MC 2850. This MC and its associated Handbook should be issued and implemented in October 1996.

Performance measures and interim milestones for this Improvement need to be revised to reflect current program commitments, performance measures and resources.

20

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RESPONSIVENESS TO THE PUBLIC - IMPLEMENTATION PLAN - -

0FFICE OF NUCLEAR REGULATORY RESEARCH

-ISSUE: ; Improving the Rulemaking Process IMPLEMENTATION IMPROVEMENTS DATE RSTATUS

1. Expand the use of workshops as a means-to February 1996 The rulemaking on radiological criteria was the-elicit early substantive public input on last to utilize workshops. Future applications particularly complex or controversial will be decided on'a case by case basis, rulemakings.
2. Enhance public involvement in the April 1995 Since the bulletin board at Fed World has been rulemaking process by establishing an operational, it has facilitated public review and electronic rulemaking bulletin board to comment on over thirty rulemaking actions. At any facilitate public review of and comment one time there are about six to ten rulemakings, upon all future proposed rulemakings. petitions, etc., posted on the bulletin board.

e 21

. _ _.___ _,_ _ _ . _ . . . . , _ . _ . _ _ _ _ _ _ . _ _ _ _ _ _ _ . . _ _.m _ _ . . _ _ _ _ .m RESPONSIVENESS TO THE PUBLIC - IMPLEMENTATION PLAN 0FFICE OF NUCLEAR REGULATORY RESEARCH ISSUE: Petitions for Rulemaking - 10 CFR 2.802 l

IMPLEMENTATION IMPROVEMENTS DATE STATUS l 1. Identify a single NRC contract for each 3/91 Completed. Revised NRC Regulations Handbook l petition. (Supplement 1, Rev. 2, NUREG/BR-0053)

-t

2. Notify the petitioner of the status of the i 3/91 petition every 90 days.

t

3. Improve openness of the PRM process by 12/96 Public comment period for draft guide ended establishing criteria for prioritizing 9/12/96. Final guide was prepared and sent for .

petitions. offices /0GC/ACRS/CRGR review and concurrence in -

October 1996, and to be published in December.1996

(on schedule).

i 4. Provide incentives for the petitioner to 12/96 A Regulatory Guide is in final preparation which l submit. sufficient information for PRMs identifies information needed for expedited

through more expeditious resolution and processing of the petition by the staff. This .

disposition of PRMs. offer's an alternative to tha regular processing and is voluntary.

i

5. Identify clearly the supporting information 12/96 The supporting information needed to process the-that must be submitted with the petition to petition is specified in the Regulatory Guide.

facilitate more expeditious disposition. -

l

6. Revise NRC Regulatio's Handbook, if 1/97 Handbook will be updated after Regulatory Guide is necessary, to ensure consistency with the published. ,

Regulatory Guide.

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RESPONSIVENESS-TO THE PUBLIC - IMPLEMENTATION PLAN 0FFICE OF STATE PROGRAMS ISSUEi Reviews of Agreement States Programs ,

IMPLEMENTATION IMPROVEMENTS DATE STATUS

1. Issue draft.IMPEP report within 30 days of 10/01/95 Six Agreement State programs.were reviewed between program review completion. . 10/1/95 and 9/1/96. Five draft review reports,were issued within the range of 3 days to 30 days beyond .

the 30 day performance measure.-

4

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2. Develop and use an internal ' procedure for 10/01/95 A ' draft internal procedure was developed.11/21/95 '

preparing, reviewing and issuing IMPEP for use in the interim implementation of IMPEP.'. A -

reports. . training course for reviewers-was held 11/29/95, which included training on the procedure. Based on the experience gained.this past year, staff plans.

to revise and issue a final procedure by 3/1/97.

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.. . .- .. , ..~. - .- - .. . . - . - -. , ., . . .. - . . . . . - . .-

_ s . _ _ . . . .. . .. . .. . . . . _ . _ . . . _. _ , . . .. . . .

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RESPONSIVENESS TO THE PUBLIC - IMPLEMENTATION PLAN. f 0FFICE OF STATE PROGRAMS ISSUE: Technical Assistance to Agreement States IMPLEMENTATION .

IMPROVEMENTS- DATE ' STATUS'

'l. Contact A/S to establish a completion date 10/01/95 Twenty-seven out of 72 technical assistance ..

-and identify the NRC staff member assigned requests, or 37 percent, were completed within the to~ provide. assistance,-once NRC has originally negotiated due date.'

received a request for assistance and agreed to provide such assistance.

2. Negotiate new completion date with A/S if 10/01/95 Thirty-five out _of 72 technical assistance -

task complexity, resource limitations or requests, or 49 percent,'were completed in competing. priorities preclude completion by accordance with the original or . extended completion -

originally scheduled date. date.

1 r

4 24.

RESPONSIVENES$ T0 THE PUBLIC - IMPLEMENTATION PLAN

~-' '>

  • 0FFICE OF STATE PROGRAMS-l . ISSUE: Regulatory Review of Agreement State Proposed Regulations.

IMPLEMENTATION IMPROVEMENTS' DATE STATUS

.- ~1. Provide verbal notification to State on 10/01/95 Documentation of the verbal notification in the .

draft regulation received and assigned for comment letter occurred in 16 out of 24 cases, or >

. review, or when NRC.has to defer a review.

. 66 percent of the time.

2. Streamline review of draft regulations and - 10/01/95 Ten out of 24 draft regulation reviews, or:42 .

process'of providing cosucents so that percent, were completed either within 60 days of -

. coments will normally be provided to the receipt or by the date requested by the State.. -

+

. State within 60 days after the draft regulation is received. A/S will be -

requested to submit copies of draft ,

regulations at least 60 days before the end of the public comment period for

rulemaking.  ;
3. Place copies of draft regulations and 10/01/95 All 24 draft regulations and written comments.were written comments resulting from review in provided to the PDR.

PDR. .

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_ _ _ _ _ _ _ _ ._. . .._,.._____m._. _._ , ..___,_ . . . _ .

' RESPONSIVENESS TO THE PUBLIC - IMPLEMENTATION PLAN 0FFICE.0F STATE PROGRAMS' .  ;. -

IS$UE: Agreement States Training l

IMPLEMENTATION IMPROVEMENTS- -DATE STATUS 1.: Ensure training availability notices to A/S 10/01/96 Of the regularly scheduled training courses,18 of; are received no later than 60 days before 19 were noticed at least 60 days prior.to the course begins~.. beginning of the course. The notices were from 40'  ;

days to 9 months in' advance of the course.

2.-Ensure confirmation notices of acceptance 10/01/96 The notice of acceptance was sent 17 of-19 times' into.a training course are sent to A/S no with at least 30 days notice. The notices were from-later than 30 days before-the course 18 to 56 days in advance'of the course.

begins.

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. - . - . . . .. . . . - - - - . . . - ~ . - . - . . - . . . -. . . .- .- . . . - . -

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t . RESPONSIVENESS TO THE PUBLIC - IMPLEMENTATION PLAN - '.- -

0FFICE.0F THE CONTROLLER- _

ISSUE: License Fee Inquiries; . Reduce the Need for Incoming' Inquires. .,..

IMPLEMENTATION IMPROVEMENTS -DATE- STATUS 4

1.. Improve the' timeliness of bills .so that - The 30-day Goal achieved. Full cost licensing and inspection -

licensing and inspection bills are issued billing .

billings are issued within.30 days after the end of;

,within 30 days after the end of the billing process' began the billing ' cycle.

cycle in order to reduce incoming questions _ in the~last -

s sabout the purpose of the bills. quarter of This is difficult to measure accurately,-as billing.

. FY 1994 standards change when fee' rules' change. ;The number-(June 26, 1994 of telephone calls and letters inquiring about-- y quarterly bills has t'aen the basis; for measuring '

~

September 17, performance, and thre has not been an increase in 1994) and. calls and lettersbased on routine quarterly bills, s adherence to t

, the schedule .

has been maintaincd. _

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_ _ . - . ._..-_._u-. ..-_.-.._,,,.-a.-.

RESPONSIVENESS TO THE PUBLIC - IMPLEMENTATION PLAN 0FFICE OF THE CONTROLLER .

ISSUE: License Fee Inquiries: Reduce the Need for Incoming Inquires IMPLEMENTATION IMPROVEMENTS DATE STATUS

2. Improve the format of the invoices to make Annual fee Much of the ambiguity regarding billings was them more understandable so as to eliminate invoices for eliminated by adding the billing period to the some of the questions that we have received FY 1996 cited annual fee invoices for materials licensees and by in the past, the billing sending bills on the anniversary month. A new, period and the revised invoice is under development. In order to anniversary standardize and enhance the invoice, certain system date, where modifications are required. These changes are in applicable; the development stage and are expected to be when requested implemented by early FY 1997.

by the licensee, specific supplementary data were attached to the invoice in further support of the amounts billed (e.g.,

tanpower and contractual support costs for full cost billings).

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28 1 - .-

RESPONSIVENESS TO THE PUBLIC - IMPLEMENTATION PLAN ^

0FFICE OF THE CONTROLLER ISSUE: License Fee Inquiries: Reduce the Need for Incoming Inquires IMPLEMENTATION IMPROVEMENTS DATE STATUS

3. Develop a slaple pamphlet, containing October 1996 A one-page Q&A enclosure to the invoice was-test- ,

typical questiens and answers, that could marketed with the materials annual fee invoices be included with bills. issued in June 1996, and monthly thereafter. A draft brochure was then developed using the same Q&As, as well as the invoice " Terms and Conditions," payment information, and a chart listing key staff contacts and their telephone numbers. The brochure was included in bills issued in October 1995, targeted to materials annual fee recipients. After a 90-day trial period, changes, if needed, will be made to the pamphlet.

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  • P 29

RESPONSIVENESS TO THE PUBLIC - IMPLEMENTATION PLAN 0FFICE OF THE CONTROLLER ISSUE: License Fee Inquiries: Public Interaction Workload IMPLEMENTATION IMPROVEMENTS DATE STATUS

1. Provide interim responses acknowledging Postcard Upon receipt of an inquiry from a licensee, a receipt of the licensees' letters that acknowledge- correspondence tracking number is assigned to the involve more complex questions. ments were inquiry, an acknowledgment postcard is completed implemented in referencing the tracking number, and the postcard February 1995. is mailed to the licensee. To date, hundreds of acknowledgment postcards have been sent.
2. Use contractors in performing research and - March 1995 Contractors now perform database searches, and in drafting correspondence during peak staff, therefore, are able to spend more time in periods. direct contact with licensees. This arrangement has allowed staff to gather information before returning telephone calls and preparing replies; thus, the number of returned calls has been reduced, and efficiency in preparing replies has been realized.

The data entry contract was expanded on October 1, 1996, to include administrative services, such as performing research and preparing skeletal files on fee invoices that are 90-days delinquent.

3. Use more standard letters to respond to July 1995 A form letter has been used since July 1995 to frequently asked questions. respond to frequently asked questions from small entities.

30

--. -.- .-. - . . ~ . . . . . . .. - ..-. .~ - . . - .

RESPONSIVENESS TO THE.PUBLIC - IMPLEMENTATION PLAN I: OFFICE OF THE CONTROLLER 1 . ISSUE: - Commercial Payment Inquiries:' Improve the Timeliness of. Payments L .to. Commercial Vendors and Contractors L

i IMPLEMENTATION

! IMPROVEMENTS DATE- STATUS

1. -Increase .the percentage of on-time payments Throughout The agency exceeded its' goal of 84% for FY.1995 by -

in FY 95 to 84% percent. FY 1995- recording 89% of on-time payments. The goal for -

FY 1996 has been established at 91%. -

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__. . ._. . _ _. - .. - .. .~._ . . _ . . __ .._. . . . . . , _ .

____...__.-..-,7 RESPONSIVENESS-TO THE PUBLIC - IMPLEMENTATION PLAN ' ' 'l OFFICE OF ADMINISTRATION ,

ISSUE: Contracting Process  !

IMPLEMENTATION -i i

IMPROVEMENTS DATE STATUS

1. Acknowledge requests from individuals & 2/I/95 The Contract Policy Assistant (CPA) mailed all t firms wishing to be added to the NRC application packages out within_two working days of bidders mailing-list & mail required
receipt of the call or correspondence. The CPA  !

application package to requestor within two maintains a log containing the date completed days of receipt of request. package was received in DC & the date the firm's

. name was entered into the automated bidders mailing i list system. In FY 1996, 101 firms were added to ,

the bidders mailing list.

2. Establish a central point for receipt & 12/7/94 A central point (M/S T-7-I-2) receives all incoming  ;

, tracking of all correspondence received by~ mail. One valid complaint has been recorded, where o t

the contracting office. the contractor performing contract close-outs did not respond in a timely manner. Corrective action was taken. ,

3. Ensure notices placed in Commerce Business Continuing DC-Instruction 95-02, Responsiveness to the Public Daily (CBD) clearly describe NRC (5/9/95) reminds contracting staff to ensure that contracting opportunity, the RFP issue all CBD notices clearly reflect the substantive date, & point.of contact for obtaining a aspects of the contracting opportunity being i i copy of RFP. advertised & requires that each notice contain a
  • specific date for issuance of the RFP. The

, milestone schedule has been modified to prompt Contract Specialists to include this date in the text of the CBD notice. CBD notices consistently -

reflect the central mail stop (T-7-I-2) as the .

j place to send requests for'a copy of the RFP & J includes the central phone number for that mail station so that people may call to check on the status of their request. For more substantive ,

questions, the notices consistently include the cognizant Contract Specialist's name & phone number. No complaints have been received.

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, _ . . - . , __ __ ,, - - _ . , . . . , e-- , .. . - - , . - - -

RESPONSIVENESS TO THE PUBLIC - IMPLEMENTATION PLAN 9 0FFICE OF ADMINISTRATION ISSUE: Contracting Process IMPLEMENTATION IMPROVEMENTS DATE STATUS

4. Issue RFP within one day of issue date 4/28/95 DC Instruction 95-02 requires that procurement stated in CBD notice, if possible. milestone schedules reflect realistic and achievable dates. We found several instances where the one day standard was not met; however, in each case a reasonable basis for the delay was provided to and approved by the Branch Chief.
5. Provide written response to questions from 4/28/95 DC Instruction 95-02 requires that any delay in potential offerors regarding RFP within 10 responding beyond the 10-day time frame be noted on days of receipt. (If interim response is the milestone schedule. A review of the records necessary, response will give date when indicates only one instance of questions being final will be provided.) responded to after the 10-day time frame. However, the firm was verbally told that the responses would be included in a solicitation amendment which was issued 17 days after the questions were posed.
6. Notify competing firms whether they are 4/28/95 DC Instruction 95-02 requires that competing firms in/out of the competitive range within five be notified orally if a written notification will days of determination by Contracting not be timely. With 2 exceptions, firms have been Officer. notified orally well within the five days. Written confirmation followed within 2 weeks in all but one case. No complaints have been received.
7. Notify winning / losing firms of award 4/28/95 DC Instruction 95-02 requires that winning / losing decision within three days of award. firms be notified within 3 calendar days of award.

Firms have been notified of award orally within the 3 days and written notice has followed. We identified several cases where the notification to losing firms was not provided within 3 days. In one case, notif. cation was not provided within 3 days on the advice of OGC, due to a pending protest. In all but two cases, written notification was made within two and a half weeks.

Staff have been sensitized to the need to make all notifications within 3 calendar days.

33

RESPONSIVENESS TO THE PUBLIC - IMPLEMENTATION PLAN 0FFICE OF ADMINISTRATION ,

ISSUE: Contracting Process IMPLEMENTATION IMPROVEMENTS DATE STATUS

8. Provide debriefing within 10 days of 4/28/95 DC Instruction 95-02 requires that debriefings be receipt of request. held within 10 calendar days after receipt of a request. In all instances, responses were provided within 10 days.
9. Hold kick-off meeting with winning 4/28/95 DC Instruction 95-02 requires that kick-off contractor within five working days of meetings be held within 5 working days after the award. effective date of the contract, where appropriate.

Telephone contacts following award are also acceptable, where appropriate. In all cases, discussions were held with the winning contractor within 5 days of award.

10. Streamline & automate invoice processing 11/8/94 DC and the Office of the Controller have monitored procedures to ensure contractors receive enhancements to the invoice tracking system which timely payments, provide for an automated follow-up process &

implemented procedures which enable more efficient processing of invoices. Management Directive 11.1 reemphasizes the invoice approval process, for project managers. In FY 1996, 92.9% of invoices were forwarded to OC within 20 days.

11. Request Final audit of contract costs 4/28/95 The close out contractor has been required to within 75 days of the date that the ensure compliance with this standard and to report contract is assigned for closecut. status of this activity to the DC Project Officer on a regular basis. All requests for audit were timely.

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= . _ - .. _ . . _ _ . . . __. _ _ , .. . _ _ . . . . .

~ ' RESPONSIVENESS T0 TME PUBLIC -- IMPLEMENTATION PLAN

^~

- - N OFFICE:0F ADMINISTRATION- -

ISSUE: NRC Headquarters Security Force b

I IMPLEMENTATION' IMPROVEMENTS DATE. STATUS 1

l 1.'Make improvements in security program based Initial survey Completed. Significant improvement.in surveyed i' on results from survey on level of security - completed June areas.

l. ' guard force- service and responsiveness. 1995.

2.. Develop'a LAN-based visitor identification Tested in TWFN Fully implemented in TWFN.- Implementation in.0WFN. i system. March 1996.- became effective on October 17, 1996. .;

3._ Enhance the public relations and Initial Completed. -Significant improvementiin surveyed.

interpersonal skills of security officers training areas.

. through video training and Customer Service November 1995,

Training. and refresher L training April 1996.

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. _ _ . . . _ . .- _ _ . _ _ , . , , . . _ __ .. _ __ .- . . . ~ . . , - - . . ~ . - .

_ . . _ , _ .. . - . - . ~ . _ _ _ ,_.- _ , _ . _ . _ . . _ _ _ , .

RESPONSIVENESS TO THE PUBLIC - IMPLEMENTATION PLAN OFFICE OF ADMINISTRATION ,

ISSUE: Quality and Timeliness of Correspondence IMPLEMENTATION IMPROVEMENTS DATE STATUS

1. Answer all correspondence within 15 working Ongoing since Ongoing days or if a complete response cannot be March, 1995 developed within that time, prepare an interim reply.
2. Include in the response the name and March 1995 Ongoing telephone number of the responsible NRC person who can be contacted for additional information.
3. Update internal procedures to ensure proper Tracking systems are in place.

tracking and timeliness.

4. Develop a Quality of Correspondence November 25- The first workshop was held on November 25-26, Werkshop for NRC employees stressing how to 26, 1996 1996.

write for a specific audience and purpose, how to respond to a logical manner, and how The workshop will be taught upon request to agency to conform to general correspondence style employees who work together in teams, sections, and rules and the rules of editing and grammar. branches -- as well as to individuals -- in two half-day sessions at the Professional Development Center. The course will be scheduled at the regions on a quarterly basis as needed.

5. Publish a Quick Reference Guide to Quality October 7, "The ABCs of Better Correspondence" (NUREG/BR-0210)

Correspondence for use by the staff. 1996 was distributed the week of October 7,1996.

6. Publish a column on a continuing basis, in December 10, The first column in the Weekly Announcements will internal agency publications to highlight 1996 follow the Quality of Correspondence Workshop the importance of clear, well written scheduled for November 25-26, 1996.

responses to the public.

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. . ._ _ . _ . _ . _ _ . _ _ _ . - ~ _ _ _ _ _ _ . . . _ _ . _ _ . ._ .

RESPONSIVENESS TO THE PUBLIC - IMPLEMENTATION PLAN i 0FFICE OF ADMINISTRATION ISSUE: Freedom of Information Act Program-

! IMPLEMENTATION l' IMPROVEMENTS DATE STATUS

1. Reduce average time to respond to FOIA 4/1/96 The Average Response Time to complete FOIA requests
requests by 20%. in FY 94 was 51 calendar days. The Average Response .

4

" Time at the end of FY 96 has been reduced by 24% to 39 days.

, 2. Survey FOIA users to determine the level of 5/1/95 Initial survey of FOIA users conducted May 1.- July i

satisfaction with the current NRC FOIA 30, 1995. Re-survey was conducted Feb 1 - April.31,  ;

program. 1996. There was a 30% response to the first survey "

and 27% response to the re-survey.

Generally, FOIA users were satisfied. Results of-both surveys indicated improvements can be made to

~

, explain better NRC actions when processing FOIA and l ,

to complete more timely. Re-survey reflected slight 2

improvement in some areas.

3. Hold an F0IA Users Conference to obtain 3/23/95 Conference was held 3/23/95 and suggestions led to

. input from the public on how to improve the mailing a- copy. of NRC Citizens Guide to NRC FOIA process. Information to all new FOIA requesters and weekly submission of a list of all FOIA requests by number and subject that is made available to PDR users and.

on-line via FedWorld. There has been an average of a 5% decrease in FOIA requests received each year-since FY 1994, which may be due to increased public awareness of means other than FOIA to obtain NRC information.

4. Conduct regular F0IA training to improve 9/31/95 Training for all FOIA Coordinators and the staff at
quality and timeliness of disclosure all regions has been conducted by the NRC FOIA decisions.

staff and OGC. Future training schedules for

headquarters and regions FOIA training continues.

FOIA Branch staff, FOIA Coordinators and Senior FOIA Management Officials are regularly being informed of various F0IA. training opportunities available from D0J, OPM and ASAP each year.

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- , . - ,, . . _ ._ . . - _ ~ . - . - , . _ . _ _ - . _ . _ _ . . _, -

' RESPONSIVENESS TO THE PUBLIC - IMPLEMENTATION PLAN

OFFICE OF ADMINISTRATION ,

~

ISSUE: Local Public Document Room Program i

-IMPLEMENTATION IMPROVEMENTS DATE STATUS

, 1. Visit at least 22 LPDRs in' FY95 to ensure. Ongoing 23 LPDRs were visited in FY95 and-13 in FY96. .:

that collections are complete and that program Collections were found to be complete and librarians are trained in how to locate contingent on up-to-date. -Individual and group training sessions. -

records for patrons. continued were held for library staffs and interested public, availability including media, utility, and public interest group t of travel representatives. .:

funds.

2. Connect more LPDRs to the NUDOCS database Ongoing 47_LPDRs are. connected to NUDOCS as of 10/1/96. It and provide appropriate training. program is doubtful that many additional LPDRs will connect contingent on_ to NUDOCS since it is only accessible via a modem telecommunicat and many LPDRs either do not have or no longer use '

ions and modems. For this reason, a number of LPDRs are

- computer accessing the PDR Bibliographic Retrieval System i

capabilities- (BRS) database via the Internet (NRC at FedWorld) at remaining rather than NUDOCS. NRC LPDR staff provide LPDR-  ;

LPDRs and LPDR' patrons with information so they can obtain -

staff personal passwords to access NUDOCS and the BRS interest. toll-free directly from their home or office i computers.

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RESPONSIVENESS TO THE PUBLIC - IMPLEMENTATION PLAN 0FFICE OF ADMINISTRATION ISSUE: Public Meeting Notice System IMPLEMENTATION IMPROVEMENTS DATE STATUS Encourage LPDRs with computer capabilities to Ongoing All LPDRs have been notified of the toll-free BBS provide public access to the toll-free BBS at and provided with instructions to connect directly ,

the LPDR. or through FedWorld. Toll-free assistance is -

available from the NRC LPDR staff. Weekly printouts of upcoming public meetings are sent to each LPDR for posting in NRC-supplied notebooks.

The phone numbers for the toll-free telephone recording announcing meetings and the BBS are printed on the weekly reports. An article on NRC at FedMorld, including a section on the Public Meeting Notice System, appeared in the June 1995 newsletter, LPDR UPDATE, on file at all LPDRs. The Citizen's Guide to NRC Information provides guidance on accessing the meeting system BBS and is available at all LPDRs. Individuals who call the NRC LPDR program staff on the toll-free HOTLINE are provided with instructions to access the BBS from their home and business computers.

Review and evaluate public comments and Ongoing As problems are identified by the public or the NRC initiate changes as needed within 5 days. staff, they are reviewed and evaluated by the program manager and the technical staff. System modifications based on these comments are implemented in a timely manner where deemed appropriate. Recent modifications enable Commission and Advisory Committee meetings, ASLB hearings, and Strategic Assessment and Rebaselining meetings to be reported on the PMNS BBS and the recorded announcements, both of which are updated several times a day when new meetings are added or existing meetings are revised or cancelled.

NOTE: Approximately 25 new meetings are entered into the Public Meeting Notice System each week.

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RESPONSIVENESS TO THE PUBLIC IMPLEMENTATION PLAN-

< _ . OFFICE OF PERSONNEL i 155UE:E. Employment Applications"

[ IMPLEMENTATION IMPROVEMENTS DATE STATUS

1. Send an acknowledgement letter to all Acknowledgement letters sent to applicants within-

^

Ongoing Lapplicants within'7-10 working days of 10 working daysiof receipt of application.:

receipt'of application. .. ;

2. Send 'a letter informing all applicants of. Ongoing Final outcome letters'sent to' applicants within:10 ' h the final outcome of their applications working. days -of final disposition. j within 10 working days of final - :i

~ disposition.

3. Answer, questions from applicants quickly Ongoing Telephone inquiries responded to within 2' working  ;

. throughout the process. days.

'4. Provide consistency in the process for. Ongoing Personnel management evaluations periodically responding to all.-applicants among the four- conducted in Headquarters and the Regions.  :

regions and headquarters. .

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_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ . ___ -_ - . .. ~ . _ ._ , . _ . _ _ . .

' ~*

RESPONSIVENESS TO THE PUBLIC - IMPLEMENTATION PLAN ,, [

OFFICE OF THE SECRETARY r ISSUE: NRC Headquarters Public Document Room '

j IMPLEMENTATION '

IMPROVEMENTS DATE STATUS +

1. Upgrade search and retrieval functions of Documents added: SRMs for 1994 (selected), 1995,  ;

the Bibliographic Retrieval System (BRS). and 1996, totalling 302; 17 SECYs, 9 SALPs, and 2 COMSECYs for 1996. Commission Meeting Transcripts

- Addition of more types of documents in and Federal Reaister Notiqgi for 1996 are pending.

electronic format 2/96 ~!

4 During the first 9 months of the calendar year, i total user sessions increased 20% in 1996 over . i 1995, equalling 24,711; and hours of usage increased 25%, totalling 14,777. i

- Selective Dissemination of Information 10/96 Selective Dissemination Information handout is feature to improve the user's awareness being provided to users.  !

of new documents of interest.

f

- Sort function to enable members of the 4/96 Operational

public to arrange their lists of retrieved citations by several different Du-ing the first 9 months of the calendar year, parameters. total user sessions increased 20% in 1996 over 1995, equalling 24,711; and hours of usage -

p increased 25%, totalling 14,777.

- Increase in ceiling for size of lists of 8/95 Operational  !

retrieved citations.

During the first 9 months of the calendar year, i

total user sessions increased 20% in 1996 over i 1995, equalling 24,711; and hours of usage 1 increased 25%, totalling 14,777.  !

- Group of upgrades to search and 7/96 - 9/96 Operational r retrieval of full text - menu assisted searching, use of sets, toggling, During the first 9 months of the calendar year, l expanded help facility. total user sessions' increased 20% in 1996 over  ;

1995, equalling 24,711;.and hours of usage j increased 25%, totalling 14,777.  ;

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, _ _ _ _ _ _ _ _ _ _ _ _ _ . _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _______________________m__ -

RESPONSIVENESS TO THE PUBLIC - IMPLEMENTATION PLAN 0FFICE OF THE SECRETARY ISSUE: NRC Headquarters Public Document Room O

IMPLEMENTATION IMPROVEMENTS DATE STATUS

- Connection to system via FedWorld 9/95 Operational gateway, hence from Internet.

During the first 9 months of the calendar year, total user sessions increased 20% in 1996 over 3995, equalling 24,711; and hours of usage increased 25%, totalling 14,777.

- Connection to system directly from Late 12/96 Hardware and software scheduled for delivery in Internet early to mid-December; contractor ready to install upon receipt.

2. Develop comprehensive bibliographic The listing of Administrative Letters has been compilations of Administrative and Generic completed from 1993 to the present; Generic Letters. Letters, from 1980 to the present. One additional Generic letter has been made publicly available, Assure availability in the hard copy and 15 have been located on fiche and added to the collection. Ongoing since paper collection.

1/95

3. Expand media to include documents on CDROM. Operational: One document has been received in CDROM, NUREG-0800. CDROM reading equipment is in Offer the public the capabilities to obtain place, and a guide for the public in using it was NRC documents in CDROM from the PDR and to 8/96 made available September 6.

use them on site.

- Revision of the BRS users' manual. 6/96 for Since June 1996, the manual has been downloaded release of from FedWorld 153 times, and 73 paper copies have draft to the been disseminated in response to requests. BRS public, in users manual issued 9/96 as NUREG/BR-0231.

paper and electronically During the first 9 months of the calendar year, (FedWorld); total user sessions increased 20% in 1996 over 10/96 for 1995, equalling 24,711; and hours of usage publication as increased 25%, totalling 14,777.

a NUREG/BR.

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RESPONSIVENESS TO HE PUBLIC - IMPLEMENTATION PLAN 0FFICE OF THE SECRETARY ISSUE: NRC Headquarters Public Document Room IMPLEMENTATION IMPROVEMENTS DATE STATUS

4. Continue to work with the NRC staff to seek Will be periodically updated.

ways to shorten the time required for newiv released documents to reach the PDR. Number distributed in answet to inquiries: 23 in CY1995 and 8 in the first 3 quarters of CY1996.

- Update the PDR " Guidelines for Distribution of Publicly Available Paper 8/96 and Electronic Documents to the Public Document Room" (3 pages).

- Public Document Branch staff heightened 1995 Ongoing monitoring of Federal Reaister Notices and NRC Press Release for references to public release of documents and followed up as needed with appropriate agency staff to assure prompt receipt of copies in advance of the copy moving through NUDOCS.

- Collaborate with other NRC staff in 1975 - Ongoing determining availability of establishment documents /information to the public. of the POR 43

- - - - ,- -- - . - - . - . . . , . - . . . - - . . = -- . ~ . ~ . . ~ - .

RESPONSIVENESS TO THE PUBLIC - IMPLEMENTATION PLAN 4

0FFICE OF THE SECRETARY ISSUE:. White Flint Activities- "

IMPLEMENTATION IMPROVEMENTS DATE STATUS l (1) ' SECY- HOME PAGE 2/96 Operational Development of a SECY "Home Page" for

. inclusion in the NRC "Home Pag ( on the World Wide Web via Internet, which will feature information on open Commission meetings, NRC -

History, the Public Document Room, and the submission of filings and comments on NRC rulemakings.

(2): ACKNOWLEDGEMENT OF RULEMAKING C0teiENTS The Office of the Secretary Docketing and Service t Branch operational databases and programs have been j Developed labels for acknowledgement of changed to produce the new acknowledgement labels.

rulemaking comments and other correspondence 6/96 The new labels have.been in current use since July }

received in the Office of the Secretary. The 1996.  !

acknowledgement labels inform the comment provider of the name of the rule,- the Federal ~

Register cite for the rulemaking, the 10

  • C.F.R. Part Number, the number of the comment, the date of the comment, and the date the j

comment was placed on the official rulemaking docket or received. Postcards were printed to .

accommodate rulemaking comment acknowledgement

labels placed on the front and back of the ,

postcard. An all purpose postcard for non- i rulemaking acknowledgement of correspondence was also developed.

Mailing labels containing information similar to that provided to a rulemaking comment  ;

' provider have also been developed to  ;

acknowledge comments submitted to the Office >

' of the Secretary as part of the Strategic Assessment and Rebaselining Initiative. 6/96 i
1

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RESPONSIVENESS TO THE PUBLIC - IMPLENDITATION PLAN ' '

0FFICE 0F THE SECRETARY' ISSUE: White Flint Activities IMPLEMENTATION IMPROVEMENTS DATE - STATUS' c

e '(3) ELECTRONIC DISTRIBUTION OF C0f911SSION'S Implemented. Commission meeting notices-are sent MEETING SCHEDULE out by internet'e-mail-to all who have requested the service, allowing recipients to'get the Distribute the Commission's Meeting Schedule 2/95 schedule 5 to 7 days faster. As the e-mail ~ list via the Internet to interested individuals. has grown, a postal mail list:has been reduced. '

1 (4) .. RECEIPT 0F NRC RULEMAKINGS VIA E-MAIL Fall 1995 Receiving comments by E-Mail'has been in use since

the Fall of 1995. SECY/DSB possesses the The Office of the Secretary has established an capability through Faxworks software-to send .

E-Mail Address to accommodate the receipt of documents via a modem. We are working on-the next' comments on NRC Rulemakings. The address is step of receiving faxes and plan to have that  !

SECY9NRC. GOV. This address is referenced in. implemented early in =1997.

some rulemakings as well as the public notices .

en sending comments on the Strategic Assessment and Rebaselining initiative of the Commission.

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RESPONSIVEMESS TO THE PUBLIC - IMPLEMENTATION PLAN 0FFICE OF PUBLIC AFFAIRS ISSUE: Informing the Public IMPLEMENTATION IMPROVEMENTS DATE STATUS

1. Make available press releases for the past Ongoing News releases are available at SECY's electronic 30 days at FedWorld through the Internet. bulletin board at FedWorld. They are also available on NRC's Home Page on the WWW.
2. Provide full text of press releases on an Ongoing Full text of news releases are provided daily (free electronic bulletin board available to the of charge) through electronic mail to about 800 public. Explore transmittal of press members of the public. All 1996 news releases are releases to news organizations through available on NRC's Home Page on the World Wide Web Internet. and allow instant access directly to major documents identified in each news release. For those news organizations that prefer, releases are transmitted via Inernet e-mail rather than by facsimile.
3. Announce to the public available listings Ongoing In June, announced expansion of Internet Web Site of NRC public meetings, toll-free telephone with additional information and features. Each numbers, electronic Bulletin boards, etc. weekly compilation of news releases and some when they become available. regional news releases provide a notice about obtaining news releases by fax, e-mail, list server, and web site.
4. Develop pamphlets for the generai public Ongoing Three pamphlets have been completed and made covering basic nuclear facts and NRC. available to the public on waste, uses of Complete pamphlet on resolving allegations. radioisotopes, and public involvement in the Display pamphlets in Exhibit Center at NRC regulatory process. A fact sheet on plant Headquarters. evaluation was completed in early July. A decommissioning pamphlet is being developed over the next few months. Display of pamphlets continually maintained at Headquarters.
5. Produce a new video about the NRC that July 1996 Reviewing rough cut of first part of video and appeals to a broad audience and better editing down to 15 minutes run time. Anticipate reflects our philosophy and practice of completion by 1/31/97.

openness and responsiveness to the public.

46

'i RESPONSIVENESS TO THE PUBLIC - IMPLEMENTATION PLAN 0FFICE OF PUBLIC AFFAIRS ISSUE: Informing the Public IMPLEMENTATION l IMPROVEMENTS DATE STATUS

6. Develop guidelines for the staff to be more March 1995 Guidelines for dealing w/ media completed and responsive to media inquiries. February 1996 distributed to NRC staff as a pamphlet 3/95.

Guidelines for conducting public meetings completed 2/96. Spoke to 3 groups of NRC technical staff to provide guidance in dealing with reporters.

7. Work with other offices to update Provided comments on Citizen's Guide; additional Citizen's Guide to U.S. NRC Information to improvements needed. Announced availability of ensure user friendliness. Develop electronic information at NRC in June news release.

supplemental guidance for accessing electronic information at NRC.

8. Update pamphlets and fact sheets on the Ongoing Will work with staff to update and develop these licensing process, low-level waste, and pamphlets as time permits.

transportation of spent fuel.

9. Seek out opportunities throughout the Ongoing Have added SALP reports and Watch List information agency to make information easily available to NRC's Home Page on the WWW and keep up-to-date, to the public through press releases, Make recent SALP reports availablE. to about 200 radio /TV announcements, pamphlets, and recipients by free E-mail listserver. Worked with speaking engagements. program offices to update media briefing papers and posted them on Home Page. Placed a number of notices in local papers fo 2etings having high public interest; assisted in setting up meetings and handling of reporter question at meetings.

Responded to increasing number of E-Mail inquiries from the public. Tested posting of public information on the WWW immediately following 2 emergency drills.

  • No implementation dates or performance measures identified in the Final Report on Responsiveness to the Public, January 1996.

47

ADVISORY COPMITTEE ON REACTOR SAFEGUARDS ADVISORY COMMITTEE ON NUCLEAR WASTE- ,_

~ ISSUE: Advisory Committee on Reactor Safeguards IMPLEMENTATION IMPROVEMENTS DATE STATUS

1. Respond jn a timely manner to all public Action Implemented requests. for ACRS or ACW reviews of requested:

. technical issues 3/96; Record keeping: 9/96

2. Request a declassification review of all A letter has Awaiting response from Division of Security

. classified committee records and make the been sent to resultant declassified records publicly the Division available of Security, requesting this review

3. Respond timely.and affirmatively to all Action Implemented public requests to participate in ACRS or requested:

AC W meetings 3/96; Record keeping: 9/96

4. Ensure ACRS and AC W meeting information is Has always provided to the POR pursuant to the FACA been done L 5. Provide more efficient and expeditious July 1996 Implemented l responses to public inquiries and quicker transmission of the documents to the PDR L through use..of the new text management system of automated storage and retrieval of incoming and outgoing documents, including key reference documents
6. Develop the ACRS/AC W Home Page July 1996 Implemented
7. Initiate integrated videoconferencing July 1996 ' Equipment is installed and operational l

48

RESPONSIVENESS TO THE PUBLIC - IMPLEMENTATION PLAN

,' 0FFICE OF THE GENERAL COUNSEL l ISSUE:. Response to Public Inquiries IMPLEMENTATION IMPROVEMENTS DATE STATUS

1. Develop 'a set of formal procedures to 12/30/96 Procedures have been finalized.-

provide guidance to OGC staff in responding to telephone. inquiries from the public.

These procedures will assure that inquiries-will' be handled in a timely, courteous, and

responsive manner; they will assure that

-all inquiries are directed to the OGC or technical staff most likely to be able to address =the matter; and they will assure that the responsive staff will endeavor to provide a clear and complete response to each telephone inquiry.

2. Add a new subsection to the Office of the 12/30/96 Memorandum from the General Counsel will be General Counsel Operating Manual to distributed to OGC staff by 12/30/96.

incorporate the procedures developed .

regarding telephone inquiries from the public. This subsection will be distributed to all-OGC employees with a memorandum.from the General Counsel that will emphasize the importance of adhering to these procedures.

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