Facility Compliance Management and Tracking of Compliance Assessment

UNITED STATES DEPARTMENT OF THE INTERIORBUREAU OF LAND MANAGEMENTWASHINGTON, D.C. 20240-0036http://www.blm.govMay 9, 2016 In Reply Refer To:1112, 1703 (850) P EMS TRANSMISSION 05/17/2016Instruction Memorandum No. 2016-094Expires:  09/30/2019 To:                          Assistant Directors, State Directors, and Center Directors From:                      Assistant Director, Business, Fiscal and Information Resources Management           Subject:                  Facility Compliance Management and Tracking of Compliance Assessment – Safety, Health and the Environment (CASHE) Findings      DD: 07/29/2016 Program Area:  Facility Compliance and Safety Purpose:  The purpose of this Instruction Memorandum (IM) is to request status updates from the Washington Office, State Offices, and National Centers on the implementation status of recommendations and corrective actions resulting from their CASHE audits.  This information will be used to identify projects for Deferred Maintenance CASHE Corrective Action funding in Fiscal Year (FY) 2018.  The Bureau of Land Management (BLM) will make use of this data to: measure facility compliance, evaluate risk related to facility compliance, and make decisions related to future funding, policy, and training needs.  Policy/Action:  Updating Status of CASHE Recommendations/Corrective Actions Organizational units that have had a traditional or Radio Infrastructure (RI) CASHE audit between October 1993 and March 2016 are asked to update the status of those recommendations/corrective actions on the spreadsheets that will be emailed separately by the State Office Safety Manager, Hazardous Material (HAZMAT) Program Lead, or Radio Program Lead.  Each organizational unit is to submit the completed CASHE status update spreadsheet to the CASHE contractor with a copy to their State Office Safety Manager, HAZMAT Program Lead, and Radio Program Lead.  The status of recommendations/corrective actions for traditional CASHE audits completed during the period April 2016, through June 2016 will be the field’s response from the reports prepared for those audits. Please note that the instructions for completion of the FY 2016 CASHE status update clarify that, in addition to addressing the recommendations, a CASHE Corrective Action may be considered complete under one of the following conditions:  (1) If a properly completed Hazard Abatement Plan is prepared and approved in accordance with BLM Handbook 1112-1, Safety and Health Management, and appropriate interim hazard mitigation measures have been implemented.  (Note:  If an office or center indicates a finding is completed because a Hazard Abatement Plan has been prepared, a copy of the Plan must be submitted with the completed CASHE status update spreadsheet.  Failure to provide a properly completed Plan will result in those findings being listed as incomplete.  The instructions for completion of the CASHE status update spreadsheet provide additional details.); or          (2)  If the corrective action is under design or is programmed for construction during the current or next FY. Implementation of CASHE Recommendations/Corrective Actions Consistent with available budget resources and other programmatic concerns, organizational units are to implement CASHE recommendations/corrective actions and/or request funding for implementation within 1 year of their audit.  Timeframe:  Please return the updated spreadsheets to the CASHE contractor by July 29, 2016.  Please note that organizational units that do not respond by July 31, 2016, will:  have their corrective actions shown as incomplete; negatively affect the FY 2015 CASHE facility compliance performance measure; and be ineligible for deferred maintenance funding for CASHE Corrective Actions. Background:  In FY 2015, 94 percent of the BLM’s organizational units were rated in good safety, health, and environmental condition.  This performance was based on information received in response to IM No. 2015-105, which asked the Field to update the status of incomplete CASHE findings.  Criteria for Annual CASHE Performance Rating:  FY 2016 is the seventh year findings RI CASHE audits are included in the determination of whether or not an organizational unit is rated in good safety, health, and environmental condition.  The BLM’s National Radio Operations Branch (FA-350) and the Business Resources Division (WO-850) have been performing RI CASHE audits since the beginning of FY 2008.  An organizational unit is rated in “good safety, health, and environmental condition” if it has zero incomplete high priority CASHE or RI CASHE findings. The performance goal for FY 2016 is 95 percent of the BLM organizational units be rated in good safety, health, and environmental condition.  Budget Impact:  None. Manual/Handbook Sections Affected:  None. Coordination:  The BLM Safety Office (WO-740), the Division of Business Resources (WO 850), and the Office Fire and Aviation Policy (WO-400). Contact:  Ken Morin, Branch of Architecture and Engineering Services (OC-670), National Operations Center, at (303) 236-6418.  Signed by:                                                                                Authenticated by:Janine Velasco                                                                          Robert M. WilliamsAssistant Director                                                                    Division of IT Policy and Planning,WO-870Business, Fiscal and Information   Resources Management