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Managing the interface
between research
organizations and design,
construction, and move
teams.
Presented to
ACS Division of Chemical Health
and Safety


Joseph Pickel, Ph.D



March 28, 2012
The Research Interface Role

Minimize research
program downtime by
     - Having research
       representative embedded
       throughout process
     - Efficient planning and
       communications via
       single point of contact
     - Resolving conflicts and
       concerns in timely
       manner




2   Managed by UT-Battelle
    for the U.S. Department of Energy   Tradeline - Research Facilities
Oak Ridge National Laboratory evolved
from the Manhattan Project

              ORNL in 1943
    The Clinton Pile was the world’s first
    continuously operated nuclear reactor




                                                               In the late 1940s the Laboratory
                                                               built only temporary structures,
                                                                such as these Quonset huts.




3   Managed by UT-Battelle
    for the U.S. Department of Energy   Tradeline - Research Facilities
Post War Years
                                                               • Transitions in Management and
                                                                 Mission lead to period of growth
                                                               • Facilities built (4500 complex) to
                                                                 support expanding research
                                                                 activities
                                                               • Research labs are uniform
                                                                         • Designed for chemistry, biology
                                                                           and radiochemistry
                                                                         • Hood, sink, utilities and fixed
                                                                           casework on side walls
                                                                         • Fixed casework, fixed utilities as
                     ORNL in early 1950s                                   center bench
                 4500-N building in foreground                           • Shared utility chase (3’ wide)
     Graphite Reactor and Quonset huts in the                              between adjacent labs
                upper right corner.
                                                                         • Individual fan units for each hood
4   Managed by UT-Battelle
    for the U.S. Department of Energy       Tradeline - Research Facilities
ORNL’s Strategic Plan recognized need for
modern facilities
                Solution- Modernization of Laboratory Facilities Project:
                ORNL’s strategy to provide facilities for the Next Generation of Science

    Project Plan Includes:                                                       Timeline
                                                                                 2009
    • Design and Build                                                           - (June) Break Ground
    • Move and Hook-up                                                           - (Sept) Confirm Groups
                                                                                 - (Nov) Fit out and Initial Move
    • Existing Lab Cleanout                                                         Planning
    • Transition to Operations                                                   2010
                                                                                 - (Mar) Initial Cleanout Begins
                                                                                 - (May) Casework Planning
                                                                                 2011
                                                                                 - (June) Occupancy, Move Begins
                                                                                 - (Oct) Physical Move Complete
                                                                                 - (Dec) Capital Project Complete
                                                                                 2012
                            (Existing) 4500 Complex                              - (Spring) Hook-ups Complete
5    Managed by UT-Battelle
                                                                                 - (Summer) Cleanout Complete
     for the U.S. Department of Energy         Tradeline - Research Facilities
Design/Project Team
     • Base Building Design Completed Early 2009                                     Role of the Research Interface
             – Distribution of Synthesis, Light and Heavy Instrument                 • Listen
               Labs through out facility- Common Design to                              To what the researchers want
               Maintain Flexibility                                                  • Balance and Pursue
             – High Level Research Organization Involvement                             What the researchers need
     • Fit Out Planning started Fall 2009                                            • Negotiate and Communicate
             – Identify Special Requirements: Power, Laser                              Everything in between
               Interlocks, Chilled Water Needs
             – Involve all research personnel




6   Managed by UT-Battelle
    for the U.S. Department of Energy              Tradeline - Research Facilities
Managing the Interface
               Between the Researchers and Design/Construction teams
                         Quick Facts:
                         ~150,000 s.f. building                    LEED Gold Certified Facility
                         $95M Project


     Opportunities                                                   Challenges
     • Customize laboratories to research                            • Fit out planning required early
       activities                                                      enough to allow on-time/on-
                                                                       budget completion (1.5+ years
     • Include features in order to                                    prior to occupancy)
       facilitate cultural change in
       research:                                                     • Attempt to maintain balance
             – Service corridors                                       between research needs and
             – Chemical Storage Rooms                                  future flexibility
             – Equipment Cooling Water Loops

7   Managed by UT-Battelle
    for the U.S. Department of Energy             Tradeline - Research Facilities
Move Planning
     Develop Plans and Schedules for:                    Role of the Research Interface
     • Office and Laboratory Moves                       • Communicate schedule and move
        – Including disconnect/reconnect                   requirements
        – Office furniture/amenities                     • Promote readiness activities
     • Chemical Moves                                    • Execute chemical move
     • Vendor-supported moves of analytical
       equipment




8   Managed by UT-Battelle
    for the U.S. Department of Energy   Tradeline - Research Facilities
Managing the Interface
               Between the Researchers and Move Team
                         Quick Facts:
                         90 Labs in Existing Facility              57 Labs in new facility
                         15 Research Groups                        ~200 Personnel Moves


     Opportunities                                                   Challenges
     • Dedicated Resources (Riggers,                                 • Aggressive schedule requires
       Laborers, Pipefitters, Electricians)                            significant research cooperation
       to safely disconnect, move, and
       reconnect equipment                                           • Research Programs down 1-3
                                                                       months
     • Make it Right attitude




9   Managed by UT-Battelle
    for the U.S. Department of Energy             Tradeline - Research Facilities
Laboratory Cleanout Team
Responsible for                                           Role of the Research Interface
• Survey and Release Plans                                • Promote readiness activities
• Equipment Salvage or Disposal                           • Communicate cleanout goals and rules
• Chemical Reuse or disposal                              • Coordinate initial and final walkthroughs
• Legacy Sample and Waste removal                           and space hand-overs




10   Managed by UT-Battelle
     for the U.S. Department of Energy   Tradeline - Research Facilities
Managing the Interface
                Between the Researchers and Cleanout Team
                          Pre-Move numbers
                          1800 Chemicals                      1091 items salvaged
                          30,000 Samples                      38 tons metal/glass removed


      Opportunities                                             Challenges
      • Remove decades of legacy                                • Initial assignment of
        materials that researchers forgot                         responsibilities
        was in lab or was difficult to
        dispose                                                 • Procrastination

      • Develop team and strategy for                           • Surprise finds
        addressing legacy issues beyond
        this project


11   Managed by UT-Battelle
     for the U.S. Department of Energy       Tradeline - Research Facilities
Transition to Operations Team
Responsible for                                           Role of the Research Interface
• Development of occupancy plans                          • Establish protocols for working in new
  including Facility Use Agreement and                      facility
  initial Fire Zone Configuration                         • Develop orientation programs
• Environmental permits                                   • Coordinate transition from Move to
• Establishment of chemical storage and                     Research activities
  waste collection area




12   Managed by UT-Battelle
     for the U.S. Department of Energy   Tradeline - Research Facilities
Managing the Interface
                Between the Researchers and Transition to Operations Team
                          5 Local Exhaust Fans (2 HEPA) Internal LN2 fill station
                          Waste hoods in Synth Labs               Shared cylinder storage area
                          Combination sashes on hoods Local access control system


      Opportunities                                                 Challenges
      • Utilize Transition to implement                             • Renew, Transition or modify all
        changes in policy and culture                                 safety documents, procedures and
              – Inventory Control (RFID)                              systems
              – Alignment of Systems (waste and                     • More opportunities for change
                inventory)
                                                                      than time to implement
              – Waste collection, labeling and
                disposition procedures                                     – Sample management
                                                                           – Full review of equipment configuration
      • Implement changes in Operations
        Structure
13   Managed by UT-Battelle
     for the U.S. Department of Energy           Tradeline - Research Facilities
Questions




14   Managed by UT-Battelle
     for the U.S. Department of Energy               Tradeline - Research Facilities

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Managing the research interface

  • 1. Managing the interface between research organizations and design, construction, and move teams. Presented to ACS Division of Chemical Health and Safety Joseph Pickel, Ph.D March 28, 2012
  • 2. The Research Interface Role Minimize research program downtime by - Having research representative embedded throughout process - Efficient planning and communications via single point of contact - Resolving conflicts and concerns in timely manner 2 Managed by UT-Battelle for the U.S. Department of Energy Tradeline - Research Facilities
  • 3. Oak Ridge National Laboratory evolved from the Manhattan Project ORNL in 1943 The Clinton Pile was the world’s first continuously operated nuclear reactor In the late 1940s the Laboratory built only temporary structures, such as these Quonset huts. 3 Managed by UT-Battelle for the U.S. Department of Energy Tradeline - Research Facilities
  • 4. Post War Years • Transitions in Management and Mission lead to period of growth • Facilities built (4500 complex) to support expanding research activities • Research labs are uniform • Designed for chemistry, biology and radiochemistry • Hood, sink, utilities and fixed casework on side walls • Fixed casework, fixed utilities as ORNL in early 1950s center bench 4500-N building in foreground • Shared utility chase (3’ wide) Graphite Reactor and Quonset huts in the between adjacent labs upper right corner. • Individual fan units for each hood 4 Managed by UT-Battelle for the U.S. Department of Energy Tradeline - Research Facilities
  • 5. ORNL’s Strategic Plan recognized need for modern facilities Solution- Modernization of Laboratory Facilities Project: ORNL’s strategy to provide facilities for the Next Generation of Science Project Plan Includes: Timeline 2009 • Design and Build - (June) Break Ground • Move and Hook-up - (Sept) Confirm Groups - (Nov) Fit out and Initial Move • Existing Lab Cleanout Planning • Transition to Operations 2010 - (Mar) Initial Cleanout Begins - (May) Casework Planning 2011 - (June) Occupancy, Move Begins - (Oct) Physical Move Complete - (Dec) Capital Project Complete 2012 (Existing) 4500 Complex - (Spring) Hook-ups Complete 5 Managed by UT-Battelle - (Summer) Cleanout Complete for the U.S. Department of Energy Tradeline - Research Facilities
  • 6. Design/Project Team • Base Building Design Completed Early 2009 Role of the Research Interface – Distribution of Synthesis, Light and Heavy Instrument • Listen Labs through out facility- Common Design to To what the researchers want Maintain Flexibility • Balance and Pursue – High Level Research Organization Involvement What the researchers need • Fit Out Planning started Fall 2009 • Negotiate and Communicate – Identify Special Requirements: Power, Laser Everything in between Interlocks, Chilled Water Needs – Involve all research personnel 6 Managed by UT-Battelle for the U.S. Department of Energy Tradeline - Research Facilities
  • 7. Managing the Interface Between the Researchers and Design/Construction teams Quick Facts: ~150,000 s.f. building LEED Gold Certified Facility $95M Project Opportunities Challenges • Customize laboratories to research • Fit out planning required early activities enough to allow on-time/on- budget completion (1.5+ years • Include features in order to prior to occupancy) facilitate cultural change in research: • Attempt to maintain balance – Service corridors between research needs and – Chemical Storage Rooms future flexibility – Equipment Cooling Water Loops 7 Managed by UT-Battelle for the U.S. Department of Energy Tradeline - Research Facilities
  • 8. Move Planning Develop Plans and Schedules for: Role of the Research Interface • Office and Laboratory Moves • Communicate schedule and move – Including disconnect/reconnect requirements – Office furniture/amenities • Promote readiness activities • Chemical Moves • Execute chemical move • Vendor-supported moves of analytical equipment 8 Managed by UT-Battelle for the U.S. Department of Energy Tradeline - Research Facilities
  • 9. Managing the Interface Between the Researchers and Move Team Quick Facts: 90 Labs in Existing Facility 57 Labs in new facility 15 Research Groups ~200 Personnel Moves Opportunities Challenges • Dedicated Resources (Riggers, • Aggressive schedule requires Laborers, Pipefitters, Electricians) significant research cooperation to safely disconnect, move, and reconnect equipment • Research Programs down 1-3 months • Make it Right attitude 9 Managed by UT-Battelle for the U.S. Department of Energy Tradeline - Research Facilities
  • 10. Laboratory Cleanout Team Responsible for Role of the Research Interface • Survey and Release Plans • Promote readiness activities • Equipment Salvage or Disposal • Communicate cleanout goals and rules • Chemical Reuse or disposal • Coordinate initial and final walkthroughs • Legacy Sample and Waste removal and space hand-overs 10 Managed by UT-Battelle for the U.S. Department of Energy Tradeline - Research Facilities
  • 11. Managing the Interface Between the Researchers and Cleanout Team Pre-Move numbers 1800 Chemicals 1091 items salvaged 30,000 Samples 38 tons metal/glass removed Opportunities Challenges • Remove decades of legacy • Initial assignment of materials that researchers forgot responsibilities was in lab or was difficult to dispose • Procrastination • Develop team and strategy for • Surprise finds addressing legacy issues beyond this project 11 Managed by UT-Battelle for the U.S. Department of Energy Tradeline - Research Facilities
  • 12. Transition to Operations Team Responsible for Role of the Research Interface • Development of occupancy plans • Establish protocols for working in new including Facility Use Agreement and facility initial Fire Zone Configuration • Develop orientation programs • Environmental permits • Coordinate transition from Move to • Establishment of chemical storage and Research activities waste collection area 12 Managed by UT-Battelle for the U.S. Department of Energy Tradeline - Research Facilities
  • 13. Managing the Interface Between the Researchers and Transition to Operations Team 5 Local Exhaust Fans (2 HEPA) Internal LN2 fill station Waste hoods in Synth Labs Shared cylinder storage area Combination sashes on hoods Local access control system Opportunities Challenges • Utilize Transition to implement • Renew, Transition or modify all changes in policy and culture safety documents, procedures and – Inventory Control (RFID) systems – Alignment of Systems (waste and • More opportunities for change inventory) than time to implement – Waste collection, labeling and disposition procedures – Sample management – Full review of equipment configuration • Implement changes in Operations Structure 13 Managed by UT-Battelle for the U.S. Department of Energy Tradeline - Research Facilities
  • 14. Questions 14 Managed by UT-Battelle for the U.S. Department of Energy Tradeline - Research Facilities