Activities necessary for the above projects

1. System improvements incidental to enforcement of the Articles of Incorporation

With enforcement of the Articles of Incorporation as a public interest incorporated foundation on April 1, 2012, RERF took the following actions during this fiscal year to improve operational structure.

(1) In conjunction with RERF change of status to a public interest incorporated foundation, the current rules and regulations were reviewed and revised, and new regulations established as necessary.

(Main regulations)

 Regulations on Management Authority of Directors (June 19, 2013)

 Regulations Concerning Handling of Donations (November 1, 2013)

 Accounting Regulations (March 10, 2014)

(2) Upon approval by the Board of Directors and the Board of Councilors of the activities report and settlement of accounts, the documents to be submitted on a periodic basis, including the report of activities, list of property, balance sheet, statement of changes in net assets, audit report, and rosters of Board of Councilors and officers were submitted to the Prime Minister of Japan for fiscal year 2012 in accordance with Article 9-4 of the Articles of Incorporation.

(3) Report of activities, balance sheet, statement of changes in net assets, audit report, documents indicating the outline of the management structure and status of business activities and relevant significant figures and statistics, and other relevant documents for fiscal year 2012 were maintained.

2. Review of Secretariat reorganization necessary due to continued personnel reductions

<Present and budgeted personnel numbers> (see Material 1)

In accordance with the twelfth personnel reduction plan begun in FY2010, the budgeted number of general employees was reduced by five in FY2013, and in FY2014, the final year of the twelfth personnel reduction plan, the budgeted personnel number is scheduled to be further reduced by four. In FY2013, the number of general employees was reduced by 8.2 from 173.8 as of April 1, 2013, to 165.6 as of March 31, 2014. This personnel reduction requires reorganization of the Secretariat enabling to work more efficiently.

<Reorganization of Secretariat>

To cope with personnel reduction, a review has been conducted of the reorganization of the Secretariat, involving the abolition of the current Section/Unit-based system being replaced by the Group-based system. In FY2013, we worked on the expansion of the scope of reorganization, the calculation of appropriate numbers for staff allocations under the new structure, and the revision of related regulations. The RERF Working Group on Secretariat Reorganization submitted their final report on

this issue in December 2013. Related future actions include explaining the reorganization to the RERF Labor Union and employees and carrying out the administrative procedures for the reorganization in accordance with the final report’s recommendations.

3. Organizational improvement of the Biosample Center

The Biosample Center was established on April 1, 2013, and consists of a director, a vice director, two research scientists (one each from Hiroshima and Nagasaki), 10 technical staff members (2 full-time assignments and 3 concurrent assignments in Hiroshima, and 5 concurrent assignments in Nagasaki), and two administrative members (concurrent assignments). To start full operation of the Center in FY2014, RERF in FY2013 obtained information on the biosamples stored in the various research departments, deep freezers, and liquid nitrogen tanks, to prepare for moving these materials to the Center. At the same time, RERF examined the current handling method of the biosamples, the temperature monitoring systems of freezers, and precautionary measures for disasters, taking successive steps to enhance a secure storing system for the biosamples.

4. Update of information processing system

As a result of work to virtualize servers since last fiscal year, 25 virtual servers are currently in operation.

To enhance security, several measures have been implemented: approximately 40% of RERF PCs are now limited to internal access only; a limited number of users now have e-mail privileges; writing to USB devices is now regulated.

The research database, one of the main databases in transition to virtualization, is now operated on a new virtual server.

All network cables installed on the premises have been replaced.

5. Facility upgrades

(1) At the Hiroshima Laboratory, the following major upgrades of the first floor of Building G (i, ii, iii) were conducted to improve the Biosample Center facilities:

i. Rooms G107A and G107B (about 88 m²), which were used by the Secretariat Supply & Property Section, were upgraded at the cost of ¥23,240,500. In accordance with this upgrade, in December, 2013, the Supply & Property Section moved to the space adjacent to the cafeteria on the first floor of Building I.

ii. The Genetics Department’s laboratory was transferred from Room G112 in Building G to Room D104 in Building D, at the cost of ¥742,350.

iii. To remodel Room G107C, a deep freezer room, to serve as a liquid nitrogen tank room, liquid nitrogen piping work was completed in March 2014 at the cost of ¥5,418,000.

In addition, asphalt removal and road resurfacing work around the RERF facilities was completed in March 2014 at the cost of ¥15,750,000.

(2) Since the cubicle (electric switchboard equipment) installed on the roof of the Nagasaki Laboratory already exceeded its service life, upgrading was implemented in four stages. The first and second stages were implemented by February 2010, and the third and fourth stages were completed by February 2014.

In fiscal 2013, the Nagasaki Laboratory was equipped with three emergency power generators. Of these three, two generators (95 KVA and 38 KVA) were used as backups, and we replaced the 38-KVA generator, which was aged with the lowest generation capacity, with a new 95-KVA model. The installation work was completed in March 2014.

6. Introduction of comprehensive software package

Based on the review initiated in FY2012 on the introduction of a comprehensive software package (Enterprise Resource Planning, ERP) covering tasks of the Accounting, Personnel and Supply &

Property Sections, RERF concluded a contract with the selected vendor, OBIC, and began the software implementation and training in September 2013. Initially, eight potential vendors were reviewed, four companies gave software presentations to RERF, and one (OBIC) was ultimately chosen based on the ability of its software to best meet the needs of RERF.

The Personnel software package allows centralized salary calculations (previously handled using spreadsheets), management of employee information, and easier coordination of salary calculation results between the Payroll Unit and the Accounting Section, all promoting automation and increased functionality. The elimination of numerous previously-used paper documents can already been seen.

The new Accounting software allows complete automation of data transfer of purchasing and asset information between the Accounting and Supply & Property Sections, data transfer regarding travel expenses and information, and analysis of budget flow. Due to particular requirements of PIIF (Public Interest Incorporated Foundation) accounting standards and certain government financial reports that are also particular to RERF, some manual documentation will still be necessary but can be handled through data export.

Payroll and accounting functions are basically fully operational at this point, but the previous and new software programs will be run in tandem until complete reliability of the new system is assured.

Finally, various standard forms of the new ERP software were not sufficient for RERF’s needs, and therefore customization of these forms became necessary. Specifically, forms for travel authority requests, travel expense vouchers, and purchase request authorizations underwent customization.

7. Establishment and revision of rules and regulations.

(1) Regulations Concerning Management of Poisonous and Deleterious Substances (Effective date:

December 1, 2013)

Regarding sale/purchase, transport, management, and disposal of poisonous and deleterious substances, the Japanese Poisonous and Deleterious Substances Control Act prescribes strict procedures to be followed by business operators to ensure safe handling of poisonous and deleterious substances. To improve the system for proper storage and control of poisonous and deleterious substances, the Regulations Concerning Management of Poisonous and Deleterious Substances were established because RERF research requires use of poisonous and deleterious substances stipulated in the said act.

(2) Guidelines for Volume of Blood Collected from Study Participants (Effective date: February 26, 2014).

In the Adult Health Study and F₁ Study, blood is drawn in accordance with the Guidelines for Volume of Blood to be Collected at the time of health examinations of A-bomb survivors and their children. As a result of review by the department in charge of the health examinations, the maximum amount of blood to be collected has been changed and the Guidelines have been revised to be consistent with the actual situation.

(3) Supplementary Regulations Concerning Organization of the Laboratory (Effective date: April 1, 2014)

The Supplementary Regulations Concerning Organization of the Laboratory were revised to establish identical organization of the Department of Clinical Studies in both Hiroshima and Nagasaki; identical organization at both sites supports closer ties between the departments, enabling more efficient operations and consistently optimal quality of health examinations.

(4) Regulations Concerning Management of Medical Waste, and Detailed Regulations for Disposal of Infectious Waste (Effective date: March 25, 2014)

As a result of review and discussion by the sections and departments in charge of medical waste disposal at RERF, the regulations have been revised based on changes made to the relevant laws and consistency with the actual situation.

(5) Guidelines for Purchase of Goods (Effective date: April 8, 2014; applicable date: February 1, 2014) For promoting purchase of goods on a fair and equitable basis, the Guidelines for Purchase of Goods were partially revised to establish a system for entering into a contract via an open competitive tender.

人 員 構 成 表 PERSONNEL COMPOSITION 2014年 4月 1日現在

名 DEPARTMENT

MANUAL AND GE

N.TECH.LABORATORY TECHNOLOGISTSNURSES AND OTHERSVISITING RES.FELLOWSTOTALTEMPORARY EMPLOYEEENTRUST FUND TEMP.EMPL.

HIR OS HIM A

NAG AS AKI

440.8117040.615.629 計GRAND TOTAL218310(4)(8)(1.8)(0.6)(1.6) /1 の合計Total in 2013/4/1439.2118.42.238.614.62821747(2.4)(6)(1.2)(1.2)(0.6)(0.6) /1 との差Difference compared with 2014/4/101.6-1.4-2.22111-13(1.6)(2)(0.6)(-1.2)(1)

資料　1