TITLE:	ES&H Manual
DOCUMENT ID:	3210 Appendix T1 Work Planning, Control, and Authorization Procedure

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.

2.0 Scope

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?

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.

ISSUING AUTHORITY	APPENDIX AUTHOR	APPROVAL DATE	EFFECTIVE DATE	EXPIRATION DATE	REV.
ESH&Q Division	Harry Fanning	10/05/09	01/01/09	10/05/12	0

This document is controlled as an on line file. It may be printed but the print copy is not a controlled document. It is the user’s responsibility to ensure that the document is the same revision as the current on line file. This copy was printed on 10/13/2009.

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[1] Task List can be used for all tasks and may be supplemented with WCDs, engineering instructions, and other group procedures depending on the complexity of the work and the assigned Risk Code.