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3210
Appendix T1 Work Planning, Control, and Authorization Procedure |
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1.0
Purpose
This procedure
defines work processes and controls and outlines how Jefferson Lab implements
its Integrated Safety Management System (ISMS) into the planning and execution
of work. These steps include:
·
Defining
the Scope of Work
·
Analyzing
the Hazards
·
Developing
and Implementing Hazard Controls
·
Performing
Work Within Controls
·
Providing
Feedback and Continuous Improvement.
This process covers
all work performed at Jefferson Lab.
Each division/organization tailors their work controls and processes to
their activities; however, all follow the same guidance as outlined in this
procedure. The Work Planning,
Control and Authorization Flow Diagram provides a representation of this
Work Planning, Control and Authorization process.
All tasks at Jefferson Lab are evaluated for hazards prior to
performance. A determination of risk is then
assigned which dictates the relevant mitigating functions. A graded
approach, commensurate with the risk code
assigned, programmatic impact, and quality assurance, is used to determine the
level of rigor allotted for each activity.

3.0
Responsibilities
Each work group is responsible for planning, controlling, and
authorizing work activities in accordance with this procedure.
3.1
Everyone at Jefferson Lab
·
Identifies
their work in accordance with standard procedures.
·
Performs
preliminary planning for their assigned tasks.
·
Utilizes
task lists as appropriate.
·
Analyzes
hazards prior to performing their work.
·
Ensures
all documentation and approvals are obtained prior to performing their work.
·
Ensures
they are adequate and appropriately trained according to Jefferson Lab’s
standards of training.
·
Ensures
they have an approved Work Control Document
(WCD) if required.
·
Monitors
their work during performance and re-evaluates the scope of work and Task Hazard Analysis
(THA) if appropriate.
·
Solicits
and provides feedback for future reference.
·
Reviews
lessons learned and promotes continuous improvement.
·
Adequately
documents lessons learned per their group’s and/or the lab’s procedures.
3.2
Work Control Document
(WCD) Author
·
Ensures
all affected workers read, understand and sign associated documents.
3.3
Lead Worker
·
Performs
pre-job safety briefing.
4.0
Process
Steps
4.1
Define the Scope of Work
4.1.1
Task Identified and Assigned – Using ES&H Manual Chapter
3210 Appendix T2 Task Hazard Analysis (THA) Worksheet provide an accurate detailed
description of the work task steps or services required include potential
hazards, observed symptoms, conditions, suspected causes, and environmental
concerns.
4.1.2
Perform Preliminary Planning – consider administrative,
physical requirements, and include any precautions that should be
followed. Steps are documented as
appropriate.
4.1.2.1 Review existing, previously
approved, similar and/or current applicable TOSP, OSP, SOP (WCD), and
Temporary Work Permits for the planned work or sub-tasks
4.1.2.2 Identify potential hazards
associated within the assigned task.
4.1.2.3 Identify applicable Standard Protecting
Measures, and the controls necessary to implement them.
4.1.2.4 Review lessons learned from
similar tasks.
4.1.2.5 Identify necessary and
appropriate training requirements.
4.1.2.6 Determine required qualifications
to perform the task (qualifications commensurate with operations and hazards in
the area) which may require:
4.1.2.6.1
On-the-job
training (e.g., organization’s work planning procedure, work permit development
and implementation, pre-job briefings, etc.)
4.1.2.6.2
Demonstrated
skill level (e.g., identification of hazards associated with planned work,
hazard mitigation, activity planning and implementation).
4.1.2.6.3
Skill of
the Craft.
4.1.2.7 Define and ensure necessary
resources are available.
4.1.2.8 Involve workers during planning
as a resource. Consider::
·
any
special instructions,
·
any
special needs, or
·
additional
work start authorizations that may be applicable.
4.1.2.9 Allocate sufficient time to
perform task.
4.1.3
Utilize
Task List[1]: as
directed by affected group or when the task involves:
·
Cross-divisional
work.
·
Multiple
sub-tasks and/or many people.
·
Affects
other staff’s safety or work space environment.
·
Affects
the operational status of work place systems (power, water, interlocks, alarms,
etc.)
4.2
Analyze the Hazards – determine the associated Risk Code for
work.
4.2.1
Perform
a pre-work walk-down of the area to identify possible hazards in addition to those
previously identified.
4.2.2
Ensure
the work is within the scope of understanding or norm.
4.2.2.1 Verify that skill set and
qualifications are defined and appropriate for the assigned task.
4.2.2.1.1
Involve
SMEs and ESH&Q professionals when outside the scope of understanding or
norm.
4.2.3
Verify
that specified training is adequate for the work.
4.2.3.1 If additional training is
required then either:
·
Ensure
required training is received before the work is performed. (See Training and Development Office),
or
·
Identify
an alternate who is adequately trained.
4.2.4
Complete
an informal Evaluation of Risk for the planned work.
4.2.4.1 Assess each task Risk Code per ES&H Manual Chapter
3210 Appendix T3 Risk Code Assignment.
4.2.4.2 Involve SME and ESH&Q
professionals to appropriately identify the Risk Code.

4.2.5
Identify
the Risk Code
for the Work: The five Risk Codes
associated with Jefferson Lab and how to define them can be found in ES&H Manual Chapter
3210 Appendix T3 Risk Code Assignment.
4.2.5.1 Risk Code <
2 (less than or equal to) are considered Skill of the
Craft. Documented THA is not
necessary:
4.2.5.1.1
For
Risk Code =2
Jefferson Lab worker and supervisor meet to discuss associated hazards before work
begins. If, after discussion it is
agreed that the task is =2 proceed to Section 4.4 – Perform Work within
Controls.
4.2.5.1.2
For
Risk Code
<2 proceed to Section 4.4 – Perform Work within Controls.
4.2.5.2 Risk Code >
2:
4.2.5.2.1
A
formal documented THA and WCD are
required.
4.2.5.2.2
Determine
if current WCDs
adequately addresses the scope of work; if not a new WCD is
written.

4.3
Develop and Implement Hazard
Controls
4.3.1
Determine
if an approved WCD
exists for the planned work and all affected workers have read, understand, and
signed (where appropriate) the associated document.
4.3.2
If
a WCD is
needed a formal THA
is required in accordance with ES&H Manual Chapter 3310 Operational
Safety Procedure, and 3320
Temporary Work Permits; and becomes a part thereof. These documents are then attached to any
associated Task Lists.
4.3.2.1 All necessary approvals are
obtained before work is performed.
4.3.2.2 All affected workers read,
understand, and sign (where appropriate) associated documents prior to
commencing work.
4.4
Perform Work Within Controls.
4.4.1
All
documents and approvals are obtained prior to performing the work.
4.4.2
A
pre-job safety briefing(s) is held to review the precautions, pre-requisites,
job hazards, and work coordination.
Consider the following:
·
What
are the hazards associated with the work?
·
Are
they properly controlled?
·
What
are the critical steps to complete the work safely?
·
What
is the worst thing that can go wrong? And what to do about it.
·
What
actions are taken if new hazards are identified?
·
Are
there any lessons learned issues?
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4.4.3
If
the authorized work is not progressing as planned or unforeseen hazards are
identified, suspend work (see ES&H Manual Chapter
3330 Appendix T1 Suspend Work for Safety).
Re-evaluate the scope of work and the THA and rectify
the situation. Agreement is required
before work is resumed (see ES&H Manual Chapter
3330 Appendix T2 Stop Work for Safety)
.
4.5
Feedback and Continuous
Improvement
4.5.1
Upon
completion of the work, feedback is communicated in accordance with group
procedures to convey any technical process information, safety reviews,
efficiency issues, etc.
4.5.2
Areas
or work practices are evaluated to determine if the feedback should be
incorporated.
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ISSUING
AUTHORITY |
APPENDIX
AUTHOR |
APPROVAL
DATE |
EFFECTIVE
DATE |
EXPIRATION
DATE |
REV. |
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ESH&Q Division |
10/05/09 |
01/01/09 |
10/05/12 |
0 |
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