Publication Date: 6/1/75
    Pages: 21
    Date Entered: 2/23/84
    Title: MANAGEMENT REVIEW OF NUCLEAR MATERIAL CONTROL AND ACCOUNTING SYSTEMS
    June 1975
    U.S. NUCLEAR REGULATORY COMMISSION
    REGULATORY GUIDE
    OFFICE OF STANDARDS DEVELOPMENT
    REGULATORY GUIDE 5.51
    MANAGEMENT REVIEW OF NUCLEAR MATERIAL
    CONTROL AND ACCOUNTING SYSTEMS
A. INTRODUCTION
    Section 70.58, "Fundamental Nuclear Material Controls," of 10 CFR
    Part 70, "Special Nuclear Materials," requires, in paragraph 70.58(c),
    that certain licensees authorized to possess more than one effective
    kilogram of special nuclear material establish a management system to
    provide for the development, revision, implementation, and enforcement
    of nuclear material control and accounting procedures.
    Such a system must provide for a review of the nuclear material
    control system at least every 12 months. The individuals performing
    this review must be independent both of nuclear material control
    management and of personnel who have direct responsibility for the
    receipt, custody, utilization, measurement, measurement quality, and
    shipment of nuclear material. This review must include a review and
    audit of material control and accounting procedures and practices and an
    audit of nuclear material records. The results of the review and audit,
    along with recommendations for improvements, are required to be
    documented, reported to the licensee's corporate and plant management,
    and kept available at the plant for inspection for a period of five
    years.
    This guide describes the purpose and scope, personnel
    qualifications, depth of detail, and procedures that are acceptable to
    the NRC staff for the management review of nuclear material control
    systems required under paragraph 70.58(c) of 10 CFR Part 70.
B. DISCUSSION
1. Purpose and Scope
    The basis of any effective system of control is a program of
    review to ensure that the procedures are effective and appropriate and
    that such procedures are being carried out in practice. The NRC
    conducts compliance inspections to ensure that licensees' nuclear
    material control and accounting systems are in compliance with the
    requirements of the regulations and conditions of licenses. Licensee
    management, however, is responsible for implementing the NRC
    requirements by means of an effective system of nuclear material control
    and accounting.
    Assurance of the adequate discharge of this responsibility is
    obtained by review, evaluation, and modification of the system by the
    licensee management or representatives thereof. It is assumed for such
    a review that a system has been established, documented, and
    implemented. The purposes of the review are to ensure that the system
    is being operated as designed and to determine whether the established
    system is appropriate and effective for the current operations.
    Changes in management relationships, production technology or
    capacity, operating practices, or plant mission could result in the need
    to change the material control and accounting system. The management
    review will provide evaluation of the system to determine whether such
    changes should be made.
2. Personnel
    The people most knowledgeable of the material control and
    accounting system of a plant are those directly responsible for its
    operation. These people, however, would have difficulty in conducting
    an objective evaluation of their own system. Personnel other than those
    directly responsible for the system, but still knowledgeable of its
    basic concepts, can provide an independent viewpoint. Such personnel
    also can view the system from a management standpoint, as well as from a
    purely technical standpoint.
3. Coverage
    Material control and accounting systems can be divided into
    several areas of investigation for purposes of a management review.
    These are:
    a. Internal Control, including storage and internal handling,
    tampersafing, item identification and control, shipping and receiving
    control, scrap and waste control, and establishment of material balance
    and item control areas;
    b. Measurements System, including the measurement and sampling
    procedures and the measurement quality assurance program;
    c. Statistical Control, including the statistical aspects of
    the measurement quality assurance program, shipper-receiver difference
    control and evaluation, and statistical methodology associated with
    measurement and material balance limits of error;
    d. Physical Inventory;
    e. Records and Reports; and
    f. Organization and Management.
    Other divisions or groupings could be used, depending on the
    design and complexity of the system being reviewed and the disciplines
    represented on the review team. For example, the measurement and
    sampling procedures might be considered as a category separate from the
    measurement quality assurance program. The way in which the system is
    divided or assigned for review is not particularly significant. It is
    important, however, that the division and assignment of review tasks is
    such that all aspects are covered.
C. REGULATORY POSITION
    The management review of nuclear material control and accounting
    systems should include the following considerations and coverage.
1. Purpose and Scope
    The purpose of the management review of the nuclear material
    control and accounting system should be to ensure that practices follow
    approved procedures and that practices and procedures are appropriate
    for current operations and are in compliance with NRC- approved material
    control and accounting plans. The scope of the review should include
    evaluation of the effectiveness of the system in maintaining control of
    and accounting for the nuclear materials. Measures of effectiveness
    should be considered in each part of the review.
2. Personnel
    Personnel assigned to the review team should be knowledgeable in
    the basic principles of material control and accounting. They also
    should be selected so that their responsibilities on the review team do
    not cause a conflict of interest with their regular duties. They should
    provide an independent viewpoint and one that is management oriented as
    well as technically oriented.
    Individual members of the team should be knowledgeable in the
    specific disciplines appropriate to their assigned areas of
    investigation. Review team personnel should be sufficiently
    knowledgeable to permit them to evaluate the appropriateness of
    procedures as applied in a given system. In this respect review team
    personnel should keep in mind the question: "Is there a better way of
    doing this and still complying with the system requirements""
    Task assignments for review team personnel should be made in
    writing to ensure complete coverage and minimize duplication of effort.
    One person should be assigned the task of overall review coordination.
    For small facilities the entire review may possibly be done by one
    person if that person is knowledgeable in all aspects of the system.
3. Planning
    Review of the nuclear material control and accounting systems
    should include advanced planning to establish the extent and depth of
    coverage in each part of the system and to ensure that all parts are
    covered.
    a. Review Program
    A program for the review should be prepared to ensure
    complete coverage and development of adequate information on which to
    base review decisions. The review program should include a checklist
    for the review to cover all parts of the material control and accounting
    system. A preprinted program can save considerable time in planning but
    should not be used as an inflexible checklist or as a substitute for
    judgment and initiative in investigation.
    The basic review program should be supplemented with
    checklists and questionnaires for more detailed coverage of the various
    parts of the review. Appendix A to this guide is an example of a review
    program checklist.
    b. Procedure Manual
    Review of the current procedure manuals and completion of a
    procedure manual checklist should be a part of the review planning.
    Reviewers should use such reviews to familiarize themselves with current
    procedures and to identify changes that may need coverage in more depth.
    Appendix B to this guide is an example of a procedure manual checklist.
    c. Prior Review Workpapers
    Prior review workpapers should be used to acquaint the
    reviewers with past performance and audit procedures and to identify
    control practices that were previously found to be weak or inadequate.
    Such practices should be noted for more thorough investigation, whereas
    areas that were found to be satisfactory and that had been reviewed
    thoroughly on the prior review could be given less emphasis in the
    current review.
    d. Correspondence, Reports, and Discussions
    Correspondence and reports pertaining to material control and
    accounting, as well as preliminary discussions with plant management,
    plant operations personnel, and material control and accounting
    personnel, should be used to identify problem areas and areas that
    require a thorough investigation during the review. Discussion with the
    plant material control staff also should provide information for
    scheduling the nuclear material records audit and the observation of a
    routine physical inventory.
4. Coverage
    All parts of the nuclear material control and accounting system
    should be covered in each review. However, not all parts need be given
    the same depth of coverage each time. Decisions as to depth of coverage
    should be based on considerations such as evidence of problems in
    certain parts, changes in procedures, or coverage in prior reviews.
    Information on which to base such decisions should be obtained before
    the review from sources such as prior review workpapers and reports,
    plant reports that give indications of problem areas, review of
    procedure manuals, and discussions with appropriate plant personnel.
    To ensure complete coverage, review checklists and questionnaires
    should be used. Such checklists and questionnaires are referenced in
    the following sections. These checklists and questionnaires should be
    considered only as guides and should not be used as a substitute for
    judgment and investigative initiative. The subdivision of the review
    into the parts covered in the following six sections should be
    considered flexible. Other arrangements may be used where appropriate
    to the facility and the talents of the review team.
    a. Organization and Management
    This part of the review should include review and evaluation
    of:
    (1) Organizational relationships;
    (2) Functional statements of responsibilities and
    authorities;
    (3) The system for development, revision, implementation,
    and enforcement of procedures; and
    (4) The effectiveness of the system in terms of losses and
    material unaccounted for relative to expected values for these items.
    Appendix C to this guide is an example of an organization
    and management review checklist. Personnel conducting this part of the
    review should be knowledgeable of the basic concepts of management and
    administration. All review team personnel should be made aware of the
    information developed in this part so that they may take into
    consideration any areas that may be pertinent to their specific part of
    the review.
    Information regarding organization and management should be
    contained in the facility organization manuals and charts, job
    descriptions, and instruction manuals.
    b. Internal Control
    This part of the review should include review and evaluation
    of:
    (1) Internal storage and handling;
    (2) Item identification and control;
    (3) Tampersafing;
    (4) Shipping and receiving controls;
    (5) Scrap and waste controls; and
    (6) Material balance area and item control area selection
    and establishment.
    Appendix D is an example of an internal control checklist.
    Personnel conducting this part of the review should be knowledgeable of
    the basic concepts of material control.
    Information regarding internal control should be contained
    in the facility procedure manuals, instruction manuals, and other
    facility management directives.
    c. Measurements System
    This part of the review should include review and evaluation
    of:
    (1) Sampling and measurement points;
    (2) Sampling methods including sample control procedures;
    (3) Weight and volume methods;
    (4) Analytical methods including nondestructive methods;
    (5) Measurement data control procedures; and
    (6) Measurement quality assurance programs.
    Appendix E to this guide is an example of a measurement
    system checklist. Personnel conducting this part of the review should
    be knowledgeable of the chemical and physical properties of the
    materials involved, of the fundamentals of sampling and measurement of
    such materials, and of the basic concepts of measurement quality
    assurance.
    Information regarding measurement systems should be
    contained in the facility procedure manuals, analytical manuals,
    laboratory data records, and measurement quality assurance manuals and
    data logs.
    d. Statistical Controls
    This part of the review should include review and evaluation
    of:
    (1) The determination of measurement bias, random error
    variances, and limits of systematic error;
    (2) The determination of material balance limits of
    uncertainty, i.e., limit of error of material unaccounted for (LEMUF);
    (3) MUF - LEMUF evaluation;
    (4) Shipper-receiver difference evaluation and control;
    and
    (5) Statistical methodology employed in measurement
    quality assurance.
    Appendix F to this guide is an example of a statistical
    control checklist. Personnel conducting this part of the review should
    be knowledgeable of the basic concepts of mathematical statistics and
    their application to nuclear material control. (See Regulatory Guides
    5.18, "Limit of Error Concepts and Principles of Calculation in Nuclear
    Materials Control," 5.28, "Evaluation of Shipper-Receiver Differences in
    the Transfer of Special Nuclear Materials;" and 5.33, "Statistical
    Evaluation of Material Unaccounted For.") Information regarding statistical controls should be
    contained in the facility procedure manuals, analytical manuals,
    laboratory data records, and measurement quality assurance manuals and
    data logs.
    e. Physical Inventory
    This part of the review should include review and evaluation
    of the facility's physical inventory procedures, instructions, and
    practices. The review should include observation of a routine physical
    inventory. The review need not include independent verification of the
    physical inventory by the review team.
    Appendix G is an example of a physical inventory checklist.
    Personnel conducting this part of the review should be knowledgeable of
    the basic concepts of material control and accounting, especially those
    pertaining to the conduct of physical inventories (see Regulatory Guide
    5.13, "Conduct of Nuclear Material Physical Inventories").
    Information regarding physical inventories should be
    contained in the facility procedure manuals and physical inventory
    instruction directives.
    f. Records and Reports
    This part of the review should include a review and
    evaluation of the facility data-handling practices and procedures and an
    audit of nuclear material records. Appendix H is an example of a records
    and reports checklist.
    Appendix I is an example of a nuclear materials records
    audit program. Personnel conducting this part of the review should be
    knowledgeable in the basic concepts of data handling and audit
    techniques and procedures.
    Information regarding records and reports should be
    contained in the facility procedure manuals and in the facility records
    and reports pertaining to nuclear materials.
D. IMPLEMENTATION
    This section provides information to applicants and licensees
    regarding the staff's plans for using this regulatory guide.
    Except in those cases in which the applicant or licensee proposes
    an alternative method, after publication of this guide the commission's
    staff will use the methods described herein for evaluating an
    applicant's or licensee's capability for and performance in complying
    with the specified portions of the Commission's regulations.
    APPENDIX A
    Review Program Checklist
1. Planning the Review
    a. General
    Arrange with plant management and nuclear material control
    and accounting management for the review dates, inventory dates, and
    discussions with appropriate plant personnel. Request information from
    plant personnel on specific areas that they believe should be given
    special attention during the review.
    b. Personnel
    Prepare a schedule of review personnel with specific
    assignments for each review team member. Each review team member should
    be given a copy of the schedule.
    c. Document Review
    Each member of the review team should survey prior review
    workpapers, suspense files, plant reports, and other documents pertinent
    to his assigned part of the review and should prepare a schedule of
    items for special investigation.
    d. Procedure Review
    Each member of the review team should survey plant
    organization and procedure manuals pertinent to his part of the review
    and prepare a schedule of items for special attention. Each member
    should complete a procedure manual checklist or that portion of the
    checklist pertinent to his assigned tasks.
    e. Physical Inventory
    Review the plant procedures and instructions pertaining to
    the conduct of plant inventories. Make personnel inventory assignments
    and prepare specific inventory instructions for the review team.
    f. Measurement System Review
    Review plant procedure manuals, prior workpapers, special
    reports, and other information to prepare or update measurement system
    flowcharts or data sheets as shown in the measurement system checklist.
    Select areas of the measurement system to be given special emphasis
    during the review.
    g. Statistical Controls Review
    Review measurements system reliability data, measurements
    quality assurance procedures, and other documents related to
    measurements reliability and material balance uncertainties to select
    areas for special emphasis during the review.
    h. Records and Reports
    Identify the records that will be subject to the audit and
    special report items that merit special investigation. Complete the
    planning portion of the audit program.
2. Conducting the Review
    a. General
    (1) Discuss with plant management the general aspects of
    the scope of review.
    (2) Discuss details of the review with material control
    and accounting management and arrange meetings with other plant
    personnel as necessary.
    b. Organization and Management
    Complete the organization and management checklist on the
    basis of document reviews, discussions with plant personnel, and
    observations during the review.
    c. Internal Control
    (1) Review notes and findings from reviews of the various
    aspects of internal control to determine adequacy with respect to:
    (a) Procedures reflecting actual practice and
    (b) Appropriateness and effectiveness of the
    procedures.
    (2) Complete the internal control checklist using
    notes and observations collected during the review.
    d. Measurement Systems Review
    (1) Review the measurement system with appropriate plant
    personnel to determine adequacy with respect to:
    (a) Procedures reflecting actual practice and
    (b) Completeness, appropriateness, and effectiveness
    of the procedures.
    (2) Observe those areas selected in planning for emphasis
    during the review. Complete checklists as appropriate for the various
    aspects of the measurement system.
    e. Statistical Controls Review
    (1) Review and evaluate the statistical basis for
    measurement reliability for individual measurements, factors, and
    material balances in the areas selected for emphasis during the review.
    (2) Review and evaluate the statistical methodology and
    controls used in determining and controlling limits of error for
    measurements, factors, and material balances.
    (3) Complete the statistical control checklist and
    evaluate the controls with respect to:
    (a) Procedures reflecting actual practice and
    (b) Appropriateness and effectiveness of the
    procedures.
    f. Physical Inventory
    (1) Review detailed inventory plans with appropriate plant
    personnel.
    (2) Observe inventory-taking as planned. Note changes and
    deviations from the plan. Document observations and complete the
    physical inventory checklist.
    (3) Evaluate inventory practices and procedures with
    respect to:
    (a) Procedures and plans reflecting actual practice
    and
    (b) Appropriateness and effectiveness of the
    procedures.
    g. Records and Reports
    Complete the review of the records and reports and the audit
    of the nuclear material records according to the audit program.
3. Reporting Review Results
    a. The team leader should discuss the review results with the
    review team to:
    (1) Determine the effectiveness and appropriateness of the
    plant material control and accounting system in its entirety and in its
    several parts.
    (2) Determine the accuracy with which procedures reflect
    actual practice.
    (3) Determine areas in which recommendations for
    improvements are to be made.
    (4) Develop points for discussion with plant and material
    control and accounting managements.
    b. Discuss the findings of the review with plant and material
    control and accounting managements.
    c. Prepare and issue the written report.
4. Review Workpapers
    a. Complete and tie-in all workpapers.
    b. Index and cross-reference all workpapers to:
    (1) Other workpapers
    (2) Review report
    (3) Appropriate plant files.
    APPENDIX B
    Procedure Manual Checklist
    When using a checklist to review a facility procedure manual,
    referenced supplementary documents and appendixes should be considered a
    part of the manual. With this taken into consideration, determine
    whether the facility procedure manuals contain the following information
    and whether that information is in agreement with current practices:
1. Facility Organization
    a. Organization charts of:
    (1) The facility organization
    (2) The nuclear materials control and accounting unit
    b. Charts and descriptions of all MBAs and ICAs
    c. Basis for establishing MBAs and ICAs
    d. Statements of responsibility and authority for:
    (1) The central material control and accounting unit
    (2) MBA or ICA custodians
    (3) Others concerned with material control and accounting
2. Facility Operations
    a. Functional statement of the facility operations and
    processes
    b. Material flow description
    (1) By charts
    (2) By narrative
    (3) Including material composition and type at significant
    points
    (4) Including usual or normal material quantities
3. Receiving, Shipping, and Other Receipts and Removals
    a. Description of shipping and receiving points
    (1) Notation of these points and material flowchart
    (2) Description of the receiving and shipping procedures
    at each point
    b. Procedures for review, evaluation, and resolution of
    shipper-receiver differences
    c. Description of and procedures for determining, reporting,
    and recording other additions to or removals from inventory
    d. Procedures for evaluation and control of removals from
    inventory, such as MUF and measured discards
    e. Statements of receiving and shipping responsibilities
4. Inventory
    a. Procedures by MBA or ICA
    b. Statements of inventory timing and frequency
    c. Cutoff and plant shutdown procedures
    d. Inventory measurement procedures
    e. Description of general inventory techniques
    f. Supplemental inventory instructions
    g. Statement of inventory responsibilities
5. Storage and Internal Transfers
    a. Description of procedures and mechanisms for segregating
    nuclear materials by material type and enrichment
    b. Specific nuclear material identification and labeling
    procedures
    c. Description of tampersafing procedures and devices
    d. Description of storage facilities
    e. Description of burial grounds, including location records
    f. Description of procedures, documents, and document flows for
    internal transfers of nuclear material
    g. Methods of determining nuclear material quantities
    transferred or stored
    h. Statement of storage and internal transfer responsibilities
6. Scrap Control
    a. Description of procedures for segregating, packaging, and
    identifying scrap
    b. Methods for determining the nuclear material content of
    scrap
    c. Description of procedures for recovering nuclear material
    from scrap, including offsite recovery if appropriate
7. Measurements and Statistical Controls
    a. Description of nuclear material sampling and measurement
    points
    (1) By process or material flowchart
    (2) By narrative description
    (3) For all material streams
    b. Description of methods and techniques used at each sampling
    and measurement point, including:
    (1) Weight or volume measurements
    (2) Sampling procedures
    (3) Special equipment for sampling or measurements
    (4) Analytical procedures
    (5) Measurements for calculation of quantities related to
    nuclear loss or production or factors
    c. Description of supporting programs:
    (1) Scale and balance program
    (2) Calibration programs
    (3) Quality control programs
    (4) Analytical control programs
    d. Description of the techniques and programs used to determine
    and control the measurements system biases, random error variances, and
    limits of systematic error
    e. Description of the flow and use of measurement data
    f. Procedures and techniques for statistical evaluation of:
    (1) Shipper-receiver differences
    (2) Material unaccounted for
    (3) Individual measurement and shipment limits of error
    (4) Calibration uncertainty
    (5) Other
    g. Statements of responsibility for measurements and
    statistical controls
8. Records and Reports
    a. Chart of accounts
    (1) General ledger accounts
    (2) Control accounts
    (3) Subsidiary accounts
    (4) Plant and MBA or ICA accounts
    b. Document flowchart
    (1) Physical flow of documents
    (2) Posting points
    (3) Retention points
    (4) Data elements
    c. Description of the system
    (1) Posting procedures
    (2) Sample forms, including instructions
    (3) Description and basis of reports
    (4) Method of compiling reports from records
    APPENDIX C
    Organization and Management Checklist
1. Organization
    a. Does the facility maintain current written procedures that
    contain organization charts or descriptions of the plant management
    structure, identifying all positions having responsibilities for or
    control over special nuclear material? Is the nuclear material control
    structure described, including the relationship of the material control
    functions and responsibilities to those of other organizational
    functions and responsibilities? b. Have appropriate separations of functions been identified in
    the procedures to provide a system of control checks and balances? (1) Are the nuclear materials control and accounting
    functions organizationally independent of the operating departments? (2) Does the unit include (or have available) personnel
    qualified in:
    (a) Accounting
    (b) Analytical chemistry
    (c) Physics or nondestructive assay
    (d) Quality control
    (e) Statistics
    (3) Can the material control and accounting unit cross
    organizational lines to enforce policy? (4) Are the analytical and assay measurement laboratories
    organizationally independent of the operating departments? c. Are statements of responsibility and authority included for
    those positions having responsibility for receiving and shipping,
    inventory, storage and internal transfers, measurements, statistics, and
    the records and reports system? d. Are statements of responsibilities and authority provided
    for other positions concerned with input to the material control system,
    such as production quality control, analytical laboratory, measurement
    system quality control, accounting, and auditing? e. Do the procedures contain the job titles of the key
    positions in the safeguards program and describe the required
    qualifications for these positions?2. Management
    a. Are nuclear material control procedures and revisions
    reviewed and approved in writing by appropriate management? b. Are delegations of material control and accounting
    responsibilities made in writing? c. Are nuclear material control procedures contained in
    standard operating procedures, process specifications, manufacturing
    instructions, etc., so that the worker is informed of the accountability
    requirements of his job? d. Is there evidence that appropriate management action has
    been taken to ensure that practices comply with procedures? e. Is there evidence that appropriate management action has
    been taken to ensure that written procedures are revised to reflect
    approved changes in material control and accounting practices? f. Were there any losses of discrete items or containers of
    special nuclear material? If so, was appropriate management action
    taken? g. Did MUF for any material balance exceed the associated LEMUF
    for that balance? If so, was appropriate management action taken?APPENDIX D
    Internal Control Checklist
1. Internal Storage and Handling
    a. Are containers and items containing special nuclear material
    properly labeled and uniquely identified? b. Are records maintained for containers and items in storage?
    Transferred to or from storage? c. Is there control of material removal from storage? d. Is there segregation in storage of dissimilar materials,
    e.g., material types, enrichments, scrap, raw material, in-process
    material and product? e. Are records maintained showing the identity, location,
    source, disposition, and special nuclear material content of all
    containers and items? f. Are there records showing the quantities of special nuclear
    material added to, removed from, and currently in process? g. Are all transfers of special nuclear material between MBAs
    or ICAs documented by means of transfer documents signed by appropriate
    authorized individuals? h. Are transfer documents prenumbered, controlled, and
    accounted for? i. Are tampersafing procedures used for effective control of
    and accounting for special nuclear material? j. Is access to tampersafing devices and records controlled? k. Do the tampersafing procedures include installation of the
    devices by authorized personnel and the recording of the date and time
    of installation, along with the identity of the device and the
    authorized installer?2. Shipping and Receiving Controls
    a. Receipts
    (1) Is receiving of special nuclear material centralized
    at the facility? (2) Is receiving performed by employees other than those
    who keep material accounting records? (3) Is receipt of material acknowledged in writing by
    authorized employees? (4) Is a lot or item number assigned upon receipt? (5) Is the material identified by its assigned number on
    the various materials accounting and production forms? (6) Are copies of receiving reports sent to the materials
    accounting office:
    (a) Immediately
    (b) Directly
    (7) Is information from the receiving department compared
    with the quantities and description on the shipping form? (8) Is the checking completed prior to signing the
    shipping form that is returned to the shipper? (9) Are the shipping forms completed by the receiver
    within the required time? (10) Is an item count made and the gross weight of material
    determined on receipt? (11) Are tare and net weights determined? (12) Is material sampled and analyzed upon receipt? (13) Does the receiver take an independent sample (or
    participate in the shipper's sampling)? b. Shipments
    (1) Are written instructions as to lots or items to be
    shipped issued to the shipping departments? (2) Is notice of shipment sent directly to the materials
    accounting office? (3) Is the shipping form, NRC-741, prepared from loading
    sheets or other data received from the shipping department? (4) After preparation, is the NRC-741 checked by other
    than the typist, prior to signature? (5) Are the NRC-741's dispatched on time? (6) Are there defined procedures for processing receipted
    shipping forms returned by the receiver, including:
    (a) Review for authorized signatures and
    completeness of information
    (b) Evidence on the shipping form (e.g., by
    employee's initials) that the required work has been done
    (7) Is the gross weight of material determined prior to
    shipment? (8) Is the tare weight of each individual shipping
    container determined? (9) Are there procedures in use to ensure that the special
    nuclear material content of each container is valid? c. Shipper-Receiver Differences
    (1) Are there established procedures for detecting and
    evaluating statistically significant shipper-receiver differences? (2) Do the plant records indicate any shipper-receiver
    differences during the period covered by the review? (3) Were the shipper-receiver differences brought to the
    attention of the appropriate management personnel for evaluation? (4) Are written reports prepared regarding the resolution
    of shipper-receiver differences?3. Scrap and Waste Control
    a. Scrap
    (1) Is scrap classified and identified for purposes of:
    (a) Measurement
    (b) Recovery
    (2) Is scrap packaged to facilitate accurate measurement? (3) What portion of material balance uncertainty for each
    material type is due to scrap? (4) What percent of inventory is in scrap? (5) Are there plans and schedules for timely recovery of
    scrap? (6) Is there evidence of scrap on inventory longer than:
    (a) 6 months
    (b) 12 months
    (7) What basis is used for establishing the special
    nuclear material content of scrap? (8) Is there a program to evaluate and reduce scrap
    generation? (9) Is there a program to evaluate and improve scrap
    measurements? b. Waste
    (1) Are there procedures to ensure that wastes containing
    special nuclear material are measured before discard? (2) What basis is used to determine the special nuclear
    material content of wastes? (3) Are there recording and reporting procedures to ensure
    that the special nuclear material content of wastes is properly
    accounted for by:
    (a) MBA
    (b) Process
    (c) Material type
    (d) Type of discard
    (4) Are there fail-safe procedures or devices in use to
    ensure that significant quantities of special nuclear material cannot be
    inadvertently discarded? (5) Are there procedures for action in case of an
    inadvertent discard of a significant quantity of special nuclear
    material? (6) Are there procedures or devices to monitor waste
    streams that normally should not contain special nuclear material? (7) Are there continuing studies with respect to process
    discard residues to:
    (a) Establish normal levels
    (b) Improve measurements
    (c) Reduce losses
    (8) Are control charts or other series evaluation
    mechanisms used for routine discard streams?4. Material Balance Areas and Item Control Areas
    a. Does each MBA or ICA have identifiable physical boundaries
    sufficient to segregate the material in it from that in all other areas? b. Are the number of MBAs and ICAs appropriate to isolate
    losses and facilitate investigation? c. Are there procedures for providing valid measurement values
    for special nuclear material being transferred between MBAs and ICAs? d. Is MBA and ICA structure compatible with management
    structure? e. Are different individuals assigned custodianship for MBAs or
    ICAs that have transactions with each other? f. Are custodians informed in writing of their responsibilities
    and duties? g. Is there evidence that all items in ICAs are properly
    tampersafed or are sealed sources? h. Are items in ICAs properly identified? i. Is there evidence that model material balances were used in
    establishment of MBAs? j. Are material balances prepared for individual MBAs? k. Are MBA material balances used in evaluation of total plant
    MUF and LEMUF? l. Are there MBAs in which internal material balances are
    prepared? m. Are MBAs and ICAs structured so that no material is in more
    than one at any one time and all materials are located in a control
    area? n. Should consideration be given to dividing MBAs identified in
    question 1 into separate MBAs? o. Are there other MBAs or ICAs that should be:
    (1) Combined
    (2) Divided
    APPENDIX E
    Measurement System Checklist
1. Measurements Review
    a. Based on planning review of plant procedure manuals and
    other documents, select those measurement points in the system to be
    reviewed in more detail. For each such point prepare a Measurement
    Point Data Sheet such as the one shown in Annex 1 to this appendix.
    b. For each measurement point selected, review and discuss with
    the personnel responsible for the measurements the procedures actually
    used.
    (1) Note any deviations from specified procedures or from
    good practice, along with any reasons for such deviations.
    (2) Review available data supporting the precision and
    accuracy statements associated with each measurement point.
    c. Observe analytical laboratory operations and procedures,
    including contract laboratories, if appropriate, and discuss them with
    laboratory personnel, as appropriate. An Analytical Laboratory
    Checklist such as the one shown in Annex 2 to this appendix should be
    used.
    d. Check scales and balances using standard weights and observe
    their use. A Scale and Balance Checklist such as the one shown in Annex
    3 to this appendix should be used.
2. Measurement Quality Control
    a. Review and discuss with the personnel responsible the
    program of standardization and calibration of measurement equipment and
    analytical procedures.
    b. Determine the extent of analytical control programs,
    participation in analytical exchange programs, validity and care of
    standards, and frequency of calibration of measurement equipment.
    c. Does the measurement control program include:
    (1) Sampling
    (2) Bulk measurement
    (3) Nondestructive measurements
    (4) Analytical methods
    (5) Use of control charts
    d. Review Measurement Point Data Sheets, Analytical Laboratory
    Checklists, and Scale and Balance Checklist for data pertinent to
    measurement control.
    e. Are the performance trends shown by the control program
    acceptable? f. Are the frequencies of calibration, standardization, and
    precision checks acceptable? g. Are quality control checks made in a representative fashion
    over time to include different equipment, shifts, and operators? h. Are personnel training and qualification programs carried
    out? i. Are there records and procedures to ensure that only trained
    and qualified personnel carry out material accounting measurements?APPENDIX E -- ANNEX 1
    Measurement Point Data Sheet
    This data sheet should be used to record observations and
    information regarding the actual functioning of the plant's material
    accounting measurement system. The reviewer should be familiar with the
    plant's written procedures before observing the actual functioning of
    the system.
1. Identify the measurement point by location, MBA, process,
    flowchart reference, etc.
2. Identify material by type, form, composition, normal quantities,
    source, use, and disposition.
3. Review bulk measurements:
    a. Scale, tank volume, or pipeline data
    b. Capacity
    c. Measurement increment
    d. Measurement control data
    e. Calibration procedure and frequency
    f. Calculation parameters and formulae
    g. Factor data, including:
    (1) Basis
    (2) Measured parameters
    (3) Measurement control data
    (4) Frequency of verification
4. Review sampling procedures, including:
    a. Portion sampled
    b. Basis for sampling, e.g., statistical plan, economic
    criteria, judgment, etc.
    c. Type and size of sample
    d. Sampling equipment
    e. Special or unique techniques
    f. Compositing
    g. Measurement control data
5. Review analytical procedures, including:
    a. Element concentration
    b. Isotopic composition
    c. Nondestructive assay
    d. Measurement control data
    e. Laboratory, including:
    (1) Process lab
    (2) Plant lab
    (3) Contract lab
6. Are the measurement methods at this measurement point appropriate?APPENDIX E -- ANNEX 2
    Analytical Laboratory Checklist
    This data sheet should be used to record observations and information
    regarding the actual functioning of the plant analytical laboratory.
    The reviewer should be familiar with the written procedures pertinent to
    the laboratory before observing the actual laboratory operation.
1. Is the laboratory that performs material accounting analyses
    independent of the production organization?2. Are written requests for analyses submitted to the laboratory with
    the samples?3. Are special prenumbered forms used for analytical requests?4. Do the analytical requests include:
    a. Analyses required
    b. Date of request
    c. Identify of requesting unit
    d. Identify of material sampled
    e. Identify, description, and quantity of sample
    f. Disposition instructions for sample
    g. Reporting instructions for results
5. What record is made of incoming samples:
    a. Card file
    b. Log book
    c. Analyst assigned
    d. Other
6. Are samples permanently and adequately identified?7. Are current written analytical procedures available to all
    appropriate analysts?8. Are there written approved procedures to provide for changes in
    analytical procedures?9. Is there evidence that the analysts follow:
    a. The written analytical procedures
    b. The approved change procedures
10. Is there a standard form for reporting analytical results that
    includes:
    a. Date of analysis
    b. Analytical results
    c. Identify of:
    (1) Analytical request
    (2) Sample
    (3) Analytical method
    (4) Analyst
    d. Disposition of sample
    11. Are analytical results retained in the laboratory:
    a. Files
    b. Log books
    c. For 5 years
    12. Does the laboratory control program include:
    a. Disguised samples when appropriate
    b. Adequately disguised samples
    c. Internal standards
    d. Reference standards traceable to national standards
    e. Analyst certification
    f. Independent evaluation such as participation in the SALE
    program
    13. Are analytical services obtained from laboratories outside the
    plants?14. Are the controls on any such outside analytical services adequate
    to ensure analytical results acceptable to the criteria of the in-plant
    analytical program?APPENDIX E -- ANNEX 3
    Scale and Balance Checklist
    This data sheet should be used to record observations and
    information regarding the actual use, maintenance, and calibration of
    scales and balances used for material accounting purposes. The reviewer
    should be familiar with the written procedures pertinent to the scales
    and balances used for material accounting before observing the actual
    use.
1. Are written calibration and use procedures available?2. Is calibration performed properly and at satisfactory intervals?3. Are calibrations traceable to national standards?4. Are regular inspections, testing, and service performed?5. Are inspection stickers on equipment?6. Is there a training or qualification program for operators and
    supervisors?7. Are working standards available and satisfactory?8. Are working standards checked? How often?9. Are standards accurate, handled with lifters or gloved hands, and
    kept under cover when not used?10. Is the equipment sufficiently accurate for the intended use?11. Is the equipment being used within the manufacturer's recommended
    capacity?12. Are control charts or other statistical media maintained for scale
    and balance precision and accuracy?13. Is statistical determination of precision and accuracy (weighing
    limits of error) performed?14. Are buoyancy corrections made when appropriate?15. Are weights handled carefully -- not slid in place, etc.?16. Are temperature and air current effects taken into consideration
    in the procedures and in practice?17. Is proper action taken to correct weighing errors?18. Are only approved scales used for material accounting?19. Are scales checked before each use?20. Are scales permanently identified?21. Are tags applied to scales which are out of order? Do these tags
    show the reason why they are not used and that calibration is required
    after repair?22. Are weights verified by more than one person (or printed tape) for
    shipments, receipts, scrap, etc.?23. Is responsibility for scale and balance use, maintenance, and
    calibration assigned in writing?APPENDIX F
    Statistical Controls Checklist
1. Review any information recorded by the measurement system reviewer
    that is pertinent to the statistical controls of that system, including:
    a. Scale and balance calibration and measurement control data
    b. Sampling control data
    c. Analytical or NDA measurement control data
2. Are the data used for estimating bias and for determining error
    variances and limits of systematic errors of measurement:
    a. Generated by statistically valid procedures
    b. Sufficient in quality and quantity
    c. Collected by procedures to ensure accuracy and completeness
3. Are the data-handling and calculational procedures used to
    determine measurement precision and accuracy statistically valid and
    appropriate?4. Are calibration data used appropriately in estimating measurement
    bias and limits of systematic errors?5. Are sampling precision and accuracy based on statistically valid
    sampling plans and studies?6. Are replication program data used appropriately for determination
    of random errors?7. Are the data-handling and calculational procedures used to
    determine material unaccounted for (MUF) and the limit of MUF
    statistically valid and appropriate?8. Are the data-handling and calculational procedures used to
    determine the limits of error of the physical inventory statistically
    valid and appropriate?9. Is MUF localized by material balance area? By process within a
    material balance area?10. Are there routine procedures for investigating excessive MUF?11. What evidence is there that such procedures have been used?12. Are valid statistical techniques employed to evaluate MUF on a
    series, as well as on an individual, basis?13. Do such techniques include the use of control charts?14. Are there routine procedures for evaluating shipper-receiver
    differences:
    15. Do these procedures include valid statistical techniques for
    evaluating shipper-receiver differences by:
    a. Individual shipment
    b. Shipment series
    c. Individual lot or container
    16. Do these procedures include the use of control charts?17. Is there evidence that these procedures have been used?18. Is there evidence that significant shipper-receiver differences
    have been investigated and reconciled?19. Are the results from statistical evaluations made available to
    management and operating personnel for control purposes?20. Are data retained for five years?APPENDIX G
    Physical Inventory Checklist
    This checklist should be completed on the basis of observations of
    a physical inventory being conducted at the plant under review. The
    observer should have reviewed the general inventory procedures for the
    plant and the specific inventory instructions for those areas to be
    observed during the inventory.
1. Was the inventory based on measured quantities?2. Was the inventory a shutdown, cleanout type; a dynamic type; or a
    combination thereof?3. Was measurement information based on:
    a. Prior measurements ensured through item identification and
    tampersafing
    b. Uniquely identified sealed sources
    c. Prior measurements verified by remeasurement
    d. Measurements made during the inventory
    e. Factors or calculated values. If factors were used, were
    the factors determined on the basis of measurements, their continued
    validity monitored through a measurement control program, and the limits
    of error of the factors determined from the measurement control program
    data? If calculated values were used, were they based on completely
    known and measured components?4. Were sufficient data available to determine the limits of error
    for the inventory?5. Were the measurements and measurement controls adequate to
    establish the quantity of material on inventory within valid limits of
    uncertainty?6. Were proper cutoff procedures used for:
    a. Internal transfers
    b. Shipments and receipts
    c. Records
    d. Processing
7. Was one person assigned overall responsibility for the inventory?8. Were written inventory instructions issued to:
    a. The inventory teams
    b. The MBA and ICA custodians
    c. Other appropriate operating personnel
9. Did inventory orientation include:
    a. Review of instructions by inventory personnel
    b. Tour of areas by teams
    c. Preliminary inspection by inventory supervisor
10. Were there any deviations from the written instructions?11. Were such deviations approved by the inventory supervisor?12. Were MBAs and ICAs inventoried separately so that the inventory
    could be compared with the book inventory for each area?13. Were the various areas prepared for the inventory in that:
    a. Material was arranged to expedite inventory
    b. Process conditions were arranged so that quantities in
    difficult-to-measure locations were at a minimum
    c. Items were properly labeled and identified
    14. Was the inventory taken in a systematic and accurate manner?15. Were inventory lists prepared from listing items from the floor or
    were prelisted items checked off as items were located?16. Were there procedures to ensure that all items and material were
    listed once and only once?17. Was the physical inventory in agreement with the custodian's
    record inventory?18. If there were differences, were appropriate actions taken to
    explain, investigate, and reconcile them?19. Were the results of the physical inventory reflected in the
    material accounting records?20. Was the inventory conducted within the required frequency
    interval?APPENDIX H
    Records and Reports Checklist
1. Is the plant material accounting system designed so that it will
    clearly delineate the responsibility for the materials?2. Are double entry records maintained?3. Are subsidiary accounts maintained for each MBA and ICA?4. Are subsidiary accounts periodically reconciled to control
    accounts?5. Are records maintained of:
    a. Material added to, and removed from, the process
    b. The quantity of material in-process at any given time
    c. Identity and location of items and containers containing
    special nuclear material
    d. Source and disposition of items containing special nuclear
    material
6. Are control and subsidiary accounts periodically reconciled and
    adjusted to the results of physical inventories?7. Is there written approval by authorized individuals for all
    adjustments to:
    a. Control accounts
    b. Subsidiary accounts
    c. Perpetual inventory records
8. Are standard approved forms used to record adjustments to the
    records, including the reason for the adjustment?9. Is there a system for controlling and accounting for all such
    forms?10. Are all special nuclear material accounting measurement data
    routinely reported to the material accounting office?11. Are such measurement data reported on standard approved forms that
    adequately identify the material to which the measurement data apply?12. Are such measurement data used appropriately in preparation of
    material accounting records and reports?13. Have the required Material Status Reports (Form NRC-742) and
    Material Transaction Reports (Form NRC-741) been:
    a. Prepared and submitted in the required time
    b. Prepared accurately and according to approved plant
    procedures
    c. Verified as to accuracy by a member of the material
    accounting staff other than the original preparer
    d. Signed by the appropriate authorized individual
    14. Are standard approved forms used to report internal material
    transfers between MBAs or ICAs?15. Is there a system for controlling and accounting for all such
    forms?APPENDIX I
    Audit Program
    Part I - Planning the Audit
1. Document Review
    a. Review documents and contracts as indicated in the Review
    Program Checklist. Note items pertinent to records and reports
    examination.
    b. Review plant reports (or suspense file notes) for:
    (1) Date and proper signature
    (2) Proper form, including subschedules
    (3) Basis for inventory
    (4) Explanation of MUF
    (5) Timely receipt
    c. Review receiving and shipping documents (or suspense file
    notes) for preparation and issuance in accordance with requirements and
    regulations.
    d. Review backup documents and authorizations for measured
    discards.
    e. Prepare notes in workpapers on specific items to
    investigate.
2. Procedure Manuals and Internal Control
    a. Review procedure manuals, Internal Control Checklist, and
    associated documents to become reacquainted with facility records and
    reports.
    b. Prepare notes on specific items to be investigated.
3. Trial Balances
    a. Using the plant material balance reports, schedule external
    receipts and shipments and inventory adjustments (losses, measured
    discards, and material unaccounted for) by reporting identification
    symbol (RIS), contract number, material type, and date.
    b. Using the schedules prepared in 3a, set up proforma trial
    balances for each material and material type, showing total facility
    balances in all cases.
4. Sampling Plans
    Prepare master data sheet and sampling plans for audit tests to be
    performed on statistical sampling basis. Preliminary plans and sampling
    plan criteria can be established before the review by using data from
    prior reviews and reports and general knowledge of the plant.
    Part II - Conducting the Audit
1. Initial Meetings
    At initial meetings with plant personnel:
    a. Discuss information developed in audit planning
    b. Review audit plans where necessary
    c. Discuss any changes in plant procedures that affect records
    and reports
    d. Arrange for necessary assistance and availability of records
    and reports
2. Review of Ledgers
    Review general and subsidiary ledgers and list and investigate any
    unusual items occurring in journal vouchers or posting media.
3. Receipts
    a. Procurement
    (1) Using invoices as bases, trace quantities to permanent
    records.
    (2) Test internal data supporting receipts (e.g., by use
    of receiving reports and measurement results), using statistical samples
    where appropriate.
    (3) Review purchase orders and payment vouchers to
    determine if quantities of material purchased agree with invoices.
    (4) Test-check extensions, footings, and postings of
    invoices and/or other documents supporting quantities procured. Use
    statistical sampling plans where appropriate.
    b. Other Source and Special Nuclear Material Categories
    Check the bases of transfer and reconcile with the corollary
    account under "Removals" (see 4d below).
    c. NRC Transfer Documents
    Test-check postings of Form NRC-741 to the records. Use
    statistical sampling plans where appropriate.
4. Removals
    a. Measured Discards, Losses, and Material Unaccounted For
    (1) From material balance reports, prepare schedules of
    each account for the survey period.
    (2) Trace schedule to ledgers.
    (3) Examine supporting evidence for posting documents.
    (4) Test-check postings of source documents to ledgers,
    using statistical sampling plans where appropriate.
    (5) Check footings, extensions, and descriptions of data
    on source documents to ascertain correctness and propriety of data.
    b. Sales
    (1) Check sales authorizations.
    (2) Check sales slips and/or invoice quantities to
    ledgers.
    (3) Check footings, extensions, etc., of posting
    documents.
    (4) Trace postings to ledgers.
    c. Decay
    Check calculations on the basic posting documents and trace
    postings to records.
    d. Other Source and Special Nuclear Material Categories
    Check bases of transfer and reconcile with corollary account under
    "Receipts" (see 3b above).
    e. NRC Transfer Documents
    Test-check postings of Form NRC-741 to the records, using
    statistical sampling plans where appropriate.
5. Internal Transfers
    a. Trace documents supporting internal transfers (e.g.,
    production notices, laboratory reports, weight tallies, transfer forms)
    to records.
    b. Check footings, postings, and extensions of intra-area
    supporting documents.
    c. Review internal transfer documents for propriety and
    numerical sequence of intra-area transfer forms.
    d. Reconcile records of internal transfers to books of final
    entry.
6. Measurement Records
    Trace on a selected basis, using statistical sampling plans when
    appropriate:
    a. Quantities from records to laboratory workbooks
    b. Results in laboratory workbooks to quantities in records
    c. Extensions, footings, and descriptions, as applicable
7. Findings
    Summarize findings to be discussed with other team members,
    facility personnel, and management and included in report.
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