MN471011, Explosives Safety Manual
Sponsor: Michael W. Hazen, 4000
Revision Date: July 29, 2009
Replaces Document Dated: November 9, 2007

This document is no longer a CPR. This document implements the requirements of Corporate Procedure ESH100.2.EXP.1, Manage Explosives Safety

IMPORTANT NOTICE: A printed copy of this document may not be the document currently in effect. The official version is the online version located on the Sandia Restricted Network (SRN).

Sandia Explosives Safety Manual

CHAPTER XI – EXPLOSIVES INVENTORY SYSTEM (EIS)

Subject Matter Expert: Danton Humphries; CA Counterpart: Herman Armijo Contributors: Timothy Wallace and Ronald O’Hara
MN471011, Issue H
Revision Date: July 29, 2009; Replaces Document Dated: November 9, 2007
Review Date: July 17, 2006
Administrative Changes: March 4, 2010, and January 23, 2012

11S-1.0 GENERAL

  1. This chapter summarizes the cradle-to-grave philosophy, roles and responsibilities, requirements, and guidelines for acquisition, receiving, storing, inventorying, modifying, transporting, managing, and final disposition of all explosive material/items, munitions, articles, and substances owned or controlled by Sandia National Laboratories using the Explosives Inventory System (EIS), the only approved explosive inventory system at SNL. Referto the EIS Guides for step-by-step instructions for using the system.

11S-2.0 ROLES AND RESPONSIBILITIES

  1. For the purpose of this Manual, the following definitions apply to the EIS:
    2. 1. Manager – A Manager in EIS shall at a minimum be a Level 1 Manager at SNL. A Manager has overall responsibility for organizational material and oversees the TU (Trackable Unit) Owner(s) and the TU Owner Group.
    2. TU Owner – A TU Owner in EIS shall at a minimum be a Project Lead or responsible Member of the Workforce (MOW) at SNL. A TU Owner has responsibility for day-to-day operations, material management, and directing TU Owner Group.
    3. TU Owner Group – A TU Owner Group can be composed of Technicians or Custodians who have responsibility for completing tasks as directed by the TU Owner.
    4. Location Owner – Personnel responsible for managing material stored at a specific location.

11S-2.1 Organization/EIS Manager

  1. Managers of organizations owning material in the EIS shall:
    2. 1. Contact the EIS administrator to schedule one-on-one XPL-400A, Alternate Explosives Inventory System (EIS) Oracle Users, training within 30 business days of assignment.
    2. Maintain overall responsibility for material managed by TU Owners and TU Owner Group personnel.
    3. Ensure TU Owners and TU Owner Group personnel are appointed within their organization in accordance with the requirements in this chapter.
    4. Certify all Explosive Acquisition Requests (EARs). Validate all information (Item, Quantity and Plan of Use) before certifying an EAR.
    5. Ensure expenditure documentation has been completed.
    6. Ensure the TU Owner or a person knowledgeable about the material received conducts the receipt inspection and documents it in the EIS.
    7. Ensure all explosive items found on site (FOS) are entered into the EIS within one business day of discovery.
    8. Ensure transactions, excluding movements, are entered into the EIS database as soon as possible, but no later than five business days.
    9. Ensure explosive movements are entered into the EIS database when movement takes place. Explosive movement within the same facility that will be returned to the original location within a 24 hour period do not require an EIS “Move” transaction. All explosive safety rules and NEW limits (e.g., fire symbols, Storage Compatibility Group rules, personnel limits) still apply.
    10. Remove material from use when notified of a suspension or restriction action by the EIS Administrator or manufacturer.
    11. Ensure excess items are entered into a Resource Recovery and Disposition Account (RRDA) within 30 days of identification.
    12. Ensure current Explosive Storage Review data is maintained in EIS in accordance with this Manual, Section 2-17.3.
    13. Ensure inventories are conducted in accordance with this Manual, Section 10-4.0 of this chapter.
    14. Assign EIS responsibility for material under organizational control to TU Owners and TU Owner Group personnel.
    15. Coordinate transfer of EIS Manager, TU Owner, and TU Owner Group responsibilities prior to reassignment, transfer, etc.

11S-2.2 EIS TU Owners

  1. TU Owners assigned to organizations owning material in EIS shall:
    2. 1. Perform the duties of the project lead and be responsible for the management of the assigned material.
    2. Attend required XPL-400P, Primary Explosives Inventory System (EIS) Oracle Users training as soon as scheduling permits
    3. Verify and accept ownership of assigned material.
    4. Maintain day-to-day responsibility for material.
    5. Ensure technical documentation and Material Safety Data Sheets (MSDS) are maintained for all material.
    6. Initiate all EARs. Validate all information (Item, Quantity, and Plan of Use) before submitting the EAR.
    7. Initiate or certify expenditure documentation. Ensure that all information is correct before completing the end disposition process.
    8. Ensure all explosive items found on site (FOS) are entered into the EIS within one business day of discovery.
    9. Ensure transactions, excluding movements, are entered into the EIS database as soon as possible, but no later than five business days.
    10. Ensure explosive movements are entered into the EIS database when movement takes place. An EIS “Move” transaction is not required for explosive movements within the same building when the energetic material will be returned to its original location within a 24 hour period. All explosive safety rules and NEW limits, including fire symbols, storage compatibility group rules, and personnel limits, still apply.
    11. Ensure a knowledgeable person performs the receipt inspection.
    12. Ensure removal of material from use when notified of suspended or restricted item status.
    13. Ensure excess items are entered into a Resource Recovery and Disposition Account (RRDA) within 30 days of identification.
    14. Ensure current Explosive Storage Review data is maintained in EIS in accordance with Section 2-17.3.
    15. Ensure inventories are conducted in accordance with Section 10-4.0 of this chapter.
    16. Coordinate transfer of EIS TU Owner and TU Owner Group responsibilities prior to reassignment, transfer, etc.

11S-2.3 EIS TU Owner Groups

  1. TU Owner Groups assigned by organizations owning material in EIS shall:
    1. Attend required XPL-400P, Primary Explosives Inventory System (EIS) Oracle Users training as soon as scheduling permits.
    2. Perform transactions under the guidance of the material TU Owner.
    3. Ensure all explosive items found on site (FOS) are entered into the EIS within one business day of discovery.
    4. Enter transactions, excluding movements, into the EIS database as soon as possible, but no later than five business days from the date of the transaction.
    5. Enter explosive movements into the EIS database when movement takes place. An EIS “Move” transaction is not required for explosive movement within the same building when the energetic material will be returned to its original location within a 24 hour period. All explosive safety rules and NEW limits, including fire symbols, Storage Compatibility Group rules, and personnel limits, still apply.
    6. Coordinate transfer of EIS POC responsibilities prior to reassignment, transfer, etc
    7. SNL/CA maintains a process whereby Safety Engineering is the Corporate recognized primary EIS User for explosive EIS operations at SNL/CA. In addition, to the requirements listed in 2.1 and 2.2, other responsibilities include the movement, packaging, storage, and inventory of all explosives on-site.

11S-2.4 Location TU Owner

Personnel responsible for managing material stored at a specific location shall:
1. Attend required XPL-400P, Primary Explosive Inventory (EIS) Oracle Users training as soon as scheduling permits.
2. Maintain day-to-day responsibility for material stored at locations under their control.
3. Ensure all explosive items found onsite (FOS) are entered into the EIS within one business day of discovery.
4. Ensure transactions, excluding movements, are entered into the EIS database as soon as possible, but no later than five business days from the date of the transaction.
5. Ensure explosive movements are entered into the EIS database when movement takes place. An EIS “Move” transaction is not required for explosive movement within the same facility when the energetic material will be returned to its original location within a 24 hour period. All explosive safety rules, and NEW limits, including fire symbols, storage compatibility group rules, and personnel limits, still apply.
6. Perform transactions under the guidance of the material TU Owner/TU Owner Group.

11S-3.0 ACQUISITION

  1. For the purpose of thisManual, acquisition is defined as the obtaining of explosive material through any means, including purchasing (buy items), zero dollar purchasing (no cost buy items), internal development (make items), and receipt.

11S-3.1 Acquisition System

  1. An Explosive Acquisition Request (EAR) shall be approved prior to the acquisition of any and all explosive material in EIS, including Hazard Class 1 or ORM-D items that contain explosive material. This includes anyone representing an organization (e.g., a buyer) who purchases material.
  2. The TU Owner and Manager from the owning organization shall initiate and certify all acquisitions.
    3. 1. TU Owner: Submits a request for an acquisition
    2. Manager: Review, modify and certify or reject the request.
    3. EIS Administrator: Review, modify and approve or reject the request.

11S-3.2 Submit an Acquisition

  1. Ensure technical data and MSDS are available prior to acquisition.
  2. Enter all mandatory information fields in EIS based on technical data and/or MSDS.
  3. TU Owner shall provide technical data and the CIS document key # for the MSDS to the EIS Administrator when submitting a new material type.

11S-3.3 Receiving

  1. TU Owners shall ensure a receipt inspection (RI) is performed within 10 business days of material arrival at SNL corporate storage to validate the material information in accordance with the Oracle EIS.
    2. 1. . SNL/CA performs a Quality Assurance Material Packet for all inbound and outbound explosives.
    2. If the RI is not performed within the 10 days, the next level of management will be notified for resolution. This process of notification will continue every 10 days until the RI is accomplished.
  2. The TU Owner/Owner Group shall provide technical information/documentation to correct errors or inconsistencies.

11S-4.0 INVENTORIES

  1. Inventories are required to verify on-hand quantities (including off-site storage) match EIS records. Reconcile tracking unit (TU) numbers, material names, quantities, lot/serial numbers, locations, Hazard Classification, compatibility group, security classification, and TU Owners. Inventories shall be performed:
    2. 1. Annually (refer to Annual Inventory, Figure XI-1, and to Off-Site Inventory, Figure XI-2).
    2. When transferring ownership (refer to Change of TU Ownership Inventory, Figure XI-3).
    3. In addition, a special inventory of selected items may be directed by the responsible manager or higher authority at any time based upon specific concerns.
  2. Service magazine inventories should be reviewed at least every 90 days, but shall be inventoried at a minimum of every 180 days.

Figure XI-1. Flow Diagram for Annual Inventory of Explosives

Figure XI-2. Flow Diagram for Off-Site Inventory of Explosives

Figure XI-3. Flow Diagram for Change of TU Ownership Inventory

11S-4.1 Inventory Procedures

  1. Use EIS-generated or manual inventory worksheets to perform inventory counts. Managers, TU Owners, and EIS Administrators may stop EIS transactions (all movement) until reconciliation is complete.
    2. 1. Inventories will be counted, reconciled, and results documented within 30 business days of inventory start date.
    2. Properly sealed containers do not need to be opened unless:
    a. Identification data on the container is either illegible or does not match records.
    b. Evidence of tampering exists, container has been opened in the last 12 months, or container is otherwise suspect.

11S-4.2 Annual Inventories

  1. The EIS Manager and/or TU Owner and/or SNL/CA Safety Engineering shall ensure a 100 percent wall-to-wall inventory is conducted every 12 months of all munitions and explosives owned, regardless of location, including waste assets and off-site locations. All pending EIS actions will be reconciled during these inventories.
    2. 1. Center Directors must authorize in writing all quantity adjustments to EIS inventory records.
  2. Manager or the SNL/CA Safety Engineering shall sign a memorandum documenting inventory results with findings and corrective actions, which shall be maintained for five years.
    3. 1. Provide a copy to the EIS Administrator for data entry into the EIS

11S-4.3 Transfer of TU Owner's Inventory

  1. Prior to a TU Owner change, Managers shall ensure the transfer of explosives and material accountability to a new TU Owner.
  2. Once identified, the new TU Owner and the current TU Owner shall perform a joint inventory of all the explosive material being transferred. The results will be documented and both the incoming and outgoing TU Owners will sign and date the inventory report.
    3. 1. Center Directors must authorize in writing all quantity adjustments to EIS inventory records.
  3. The current TU Owner, future TU Owner and new TU Owner’s manager must authorize in writing that a transfer of ownership inventory was performed before the EIS Administrator completed a full “mass” ownership transfer for a TU Owner.
    4. 1. After receipt of the memorandum, EIS administrators will transfer all items to the new TU Owner.
  4. TU Owners perform single TU transfers using the EIS transfer ownership function.

11S-4.4 Explosives Stock Level Management

  1. All line organizations owning energetic materials shall evaluate their inventory on an annual basis to validate the type and quantity of energetic materials needed to support programmatic needs.
  2. Energetic material identified as excess shall have its status changed to a Resource Recovery and Disposition Account (RRDA) or Waste.
  3. For the Corporate flow down for managing explosives material, refer to Figure XI-4.

Figure XI-4: Corporate Flow Down for Managing Explosive Inventory

11S-4.4.1 Annual Evaluation of Energetic Materials

  1. All energetic material in the EIS shall be evaluated annually by the line organization to determine if there is a continuing need to maintain the material in inventory. The basis and programmatic need for maintaining the material in inventory shall be documented in the EIS plan of use and selected from the appropriate drop-down menu. The following factors should be considered by the responsible Manager during annual evaluation review/approval:
    2. 1. Projected usage of the material (i.e., at the projected rate, how long will it take to use the current supply of material),
    2. Replacement cost (i.e., if material were disposed of and then reacquired at a later date),
    3. Ability to replace (i.e., some materials are easily replaced, while others are impossible to replace),
    4. Schedule to replace (i.e., some items may take weeks, while others could take years),
    5. Annual cost to verify material is stable and safe to store and handle.
    6. Storage or handling concerns related to stability or other safety issues (i.e., need an adequate safety plan to ensure material is disposed of before stability reaches levels of concern).

11S-4.4.2 Inventory Reduction of Excess Material

  1. All energetic material determined by the line organization to be excess shall be processed as directed in Section 11S-6.0 of this chapter. If reduction of excess inventory takes longer than one year, then a documented plan must be compiled in the course of performing the subsequent annual inventory review. This plan should be approved by the responsible Manager and must include a schedule showing the expected reduction in inventory. The following factors should be considered when prioritizing the order of disposal of materials:
    2. 1. Safety concerns (i.e., materials nearing stability limits, or with other safety issues, should receive the highest priority). Materials that have safety concerns should be documented as such.
    2. Prioritize safe, stable energetic materials as directed in Chapter II, Section 2-17.3 and Attachments 2-1 through 2-4 of this Manual.
    3. Programmatic reasons.

11S-5.0 EXPENDITURES

  1. An end disposition shall be performed after material is expended or an external transfer of ownership to an SNL agency has occurred.
  2. The TU Owner Group is notified upon submittal. A second person in the TU Owner Group must certify the end disposal.

11S-6.0 RESOURCE RECOVERY AND DISPOSITION ACCOUNT (RRDA)

  1. Material Owners are responsible for material in the RRDA and the waste process until final disposition is complete. For the Corporate flow down for managing explosives material, refer to Figure XI-4.
  2. Excess material and components with NEW greater than 2 grams, identified as serviceable, economically repairable, or recoverable will be retained and placed in the RRDA inventory for a minimum of 90 days. The RRDA Manager will determine on a case-by-case basis when unserviceable, damaged, scrap, or other items are not required to be placed into the RRDA inventory.
    3. 1. Once an item is electronically placed in RRDA, it shall be shipped to SNL/NM or other location as appropriate for consolidation and evaluation.
  3. After approximately 90 days, Oracle EIS will notify the TU Owner of the required final disposition transaction.
  4. Materials should remain in RRDA until a new TU Owner is found or the SNL Authorized Military Official directs the owner to declare the items waste.

Roger Smith, rogsmit@sandia.gov
Al Bendure, aobendu@sandia.gov

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