ES&H Manual



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.


By utilizing the Task Hazard Analysis (THA) Worksheet individuals are able to effectively analyze work hazards and develop effective controls.


2.0          Scope   Rounded Rectangle: CLICK
Work Planning, Control, and Authorization Flow Diagram


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.


NOTE:  See ES&H Manual Chapter 2410 Appendix T1 Hazard Issues List for a detailed description of Jefferson Lab’s recognized hazard issues.


3.0          Responsibilities

NOTE:           Management authority may be delegated at the discretion of the responsible manager.


Each work group is responsible for planning, controlling, and authorizing work activities in accordance with this procedure. 


3.1            Everyone at Jefferson Lab

·       Identify work in accordance with standard procedures.

·       Review lessons learned and promote continuous improvement.

·       Perform preliminary planning for assigned tasks in accordance with this procedure.  (Solicit the advice of ES&H professionals and Subject Matter Experts to recognize and mitigate hazards.)

·       Utilize task lists as appropriate.

·       Analyze hazards prior to performing work.

·       Ensure all documentation and approvals are obtained prior to performing work.

·       Ensure adequate and appropriate training in accordance with Jefferson Lab’s requirements.

·       Read and abide by associated, approved Work Control Document (WCD).

·       Monitor work during performance.  Re-evaluate the scope and Task Hazard Analysis (THA) if appropriate.

·       Solicit and provide feedback for future reference.

·       Adequately documents lessons learned per the group’s and/or lab procedures.


3.2            Work Control Document (WCD) Author

·       Select the correct WCD based on Risk Code and Standard Protecting Measures.

·       Ensure all affected workers read, understand and sign associated documents.


3.3            Lead Worker

·       Perform pre-job safety briefing.


4.0          Process Steps


Unless otherwise specified anyone at Jefferson Lab may perform the process steps listed below.


4.1            Define the Scope of Work               


4.1.1       Task Identified and Assigned Use the ES&H Manual Task Hazard Analysis (THA) Worksheet to 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 on the THA as appropriate. 


Step 1:          Review existing, previously approved, similar and/or current applicable Work Control Documents including: Temporary Operational Safety Procedures (TOSP), Operational Safety Procedures (OSP), Laser Operational Safety Procedure (LOSP); and Temporary Work Permits for the planned work or sub-tasks


Step 2:          Identify potential hazard issues associated with the assigned task.


Step 3:          Identify applicable Standard Protecting Measures, and the controls necessary to implement them. 


Step 4:          Review lessons learned from similar tasks.


Step 5:          Identify necessary and appropriate training requirements. (See ES&H Manual Chapter 4100 Safety Training)


Step 6:          Determine required qualifications to perform the task.  Qualifications commensurate with operations and hazards in the area and may require:

·       On-the-job training (e.g., organization’s work planning procedure, work permit development and implementation, informal safety awareness training, etc.)

·       Demonstrated skill level (e.g., identification of hazards associated with planned work, hazard mitigation, activity planning and implementation).

·       Skill of the Craft.


Step 7:          Define and ensure necessary resources are available. 


Step 8:          Involve workers during planning as a resource.  Consider::

·       any special instructions,

·       any special needs, or

·       additional work start authorizations that may be applicable.


Step 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. 


Step 1:          Ensure the assigned work is within the scope of understanding or norm.

·       Verify that skill set and qualifications are defined and appropriate for the assigned task. 

·       Involve SMEs and ESH&Q professionals when outside the scope of understanding or norm.


Step 2:          Verify that specified training is adequate for the work.

·       If additional training is required then:

o   Ensure required training is received before the work is performed.  (See Training and Development Office).


o   Identify an alternate who is adequately trained.


Step 3:          Perform a pre-work walk-down of the area.  

·       Denote any additional hazard issues on the associated THA.

·       Include on the THA any proposed modifications or improvements that could be made to environment, facility, or workplace conditions to reduce or eliminate a hazard, no matter what the Risk Code.

·       Submit the THA to your Supervisor for review.


NOTE: The Supervisor is to enter any proposed modification or improvement recommendations into the Corrective Action Tracking System (CATS).


Step 4:          Complete an informal Evaluation of Risk for the planned work.

·       Assess each task’s Risk Code per ES&H Manual Chapter 3210 Appendix T3 Risk Code Assignment.

·       Involve SME and ESH&Q professionals to appropriately identify the Risk Code.


NOTE:  Subcontractors complete a Task Hazard Analysis and/or a Safety Plan in accordance with the Jefferson Lab’s bid package.


Step 5:          Confirm the Risk Code for the Work: 

The five Risk Codes recognized by Jefferson Lab and how to define them can be found in ES&H Manual Chapter 3210 Appendix T3 Risk Code Assignment. 


If Risk Code is:



Proceed to Section 4.4 – Perform Work within Controls.


Worker and supervisor meet to discuss associated hazards before work begins.  If it is agreed that the task is =2 proceed to Section 4.4 – Perform Work within Controls.


Determine if current WCD(s) adequately addresses the scope of work; if not, a new WCD is written.  Work Control Documents include:

TOSP, OSP, LOSP; and Temporary Work Permit


EXCEPTION: A WCD is not necessary if the Risk Code can be reduced to ≤ 2 through the use of Standard Protecting Measures alone.  If additional mitigation is needed, a WCD and formal THA is required in accordance with ES&H Manual Chapter 3310 Operational Safety Procedure. 


TEMPORARY PERMITTED ACTIVITIES: When a Temporary Work Permit addresses the principal hazard issue (associated with an unmitigated Risk Code >2), the Temporary Work Permit is considered the WCD.  The permit is then attached to any associated Task List(s). (See ES&H Manual Chapter 3320 Temporary Work Permits)


NOTE:  If two or more temporary work permits are associated with the task, consult your Division Safety Officer (DSO), BEFORE proceeding with the task.  The DSO will determine if a (T)OSP is needed for the combined hazards.


4.3            Develop and Implement Hazard Controls


Step 1:          Ensure all affected workers read, understand, and sign (where appropriate) the associated WCD document. 

·       All necessary approvals have been obtained before work is performed.

·       All affected workers read, understand, and sign (where appropriate) any other associated documents prior to commencing work.


Step 2:          Implement hazard mitigation per WCDs.


4.4            Perform Work Within Controls


Step 1:          Perform a pre-job safety briefing(s) 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?


NOTE:  Additional workers, arriving on the job after the original briefing must be briefed before they start work; and complete any appropriate WCD signature page(s) as defined in Section 4.3 Develop and Implement Hazard Controls – Step 1 above.


4.4.1       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


Step 1:          Upon completion of work, provide any environmental, facility or workplace concerns needing review to your Supervisor.  Convey technical process improvements, safety reviews, efficiency issues, etc. anything that has or could improve environment, facility or workplace conditions.


Step 2:          Supervisor is responsible for incorporating suggestions/recommendations into CATS or the Lessons Learned Database.


5.0          Revision Summary


Revision 1.0 – 06/19/12 - Triennial Review.  Update to include Temporary Work Permits as Work Control Documents.

Revision 0.1 – 08/31/11 – Updated to support OHSAS 18001 included clarification of process steps.

Revision 0.0 – 10/05/09 – Written to document current laboratory operational procedure.












ESH&Q Division

Harry Fanning





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 5/2/2013.


[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.