TITLE:	ES&H Manual
DOCUMENT ID:	3310 Appendix T1 Operational Safety Procedure (OSP) and Temporary OSP Procedure

1.0 Purpose

The purpose of this appendix is to outline the procedure for completing an Operational Safety Procedure (OSP) or Temporary Operational Safety Procedure (TOSP) Form.

2.0 Scope

Work that has an unmitigated Risk Code (RC) of 3 or 4 (as determined by a Task Hazard Analysis (THA)), or is considered unique or complex, requires a formal, documented OSP.

The single exception to the above is when Standard Protecting Measures are used to reduce the hazards to below a RC of 3. When Standard Protecting Measures are utilized to reduce the risk to an acceptable level, an OSP is not required.

OSPs are utilized by all organizations at Jefferson Lab in order to mitigate hazards and communicate work procedures. They are valid for a maximum time period of three years.

TOSPs are used to document safety procedures, address the control of unusual hazards, and establish work procedures. They are valid for three months or less.

3.0 Process Steps

3.1 Development

· Obtain a division serial number from ESH&Q Document Control (x 7277).

· Define the scope of the work to which the OSP will apply.

· Use relevant documents, guidance and resources to:

o help assess the hazards and risks.

o identify ways to mitigate hazards.

· Develop a process to execute the work. Take into account:

o relevant conditions

o hazards

o level of expertise

o resources to be assigned.

· Determine level of interaction with the environment. An EMP-04A Jefferson Lab Activity Environmental Review Form with the Hazard Identification Checklist may be required. (For assistance contact the Jefferson Lab Environmental Engineer.)

· Identify other work groups that may be affected by the work or whose support is needed to complete the work. Get their input when developing the procedure.

· Ensure that any special requirements for reviews or permits have been met.

· Review lessons learned/problems (link) from similar jobs.

· Attached the THA to document that hazards identified have been mitigated.

3.2 Format

An OSP identifies all mitigation measures of identified hazards. It may follow, but not be limited to, the outline below:

· Purpose of the Procedure

· Scope – include operations, people, and/or areas where procedure applies

· Description of the facility, including floor plans and layout of a typical experiment or operation

· Authority and responsibility:

o Who has authority to implement/terminate

o Who is responsible for key tasks

o Who analyzes the special or unusual hazards (see ES&H Manual 3210 Work Planning, Control, and Authorization Process).

· Personal and environmental hazard controls including:

o Lock-out/Tag-out or Lock, Tag, Try

o Shielding

o Interlocks

o Monitoring systems

o Ventilation

· List of safety equipment (i.e.: personal protective equipment or special tools)

· Associated administrative procedures

· Operating guidelines

· Notification of Affected Personnel (How and Who)

· List of steps required to execute the procedure from start to finish.

· Back out procedures, i.e., steps necessary to restore the equipment/area to a safe level.

· Special environmental control requirements:

o Environmental Impacts (See EMP-04 Project/Activity/Experiment Environmental Review

o Abatement Steps – Secondary Containment, or Special Packaging requirements

· Training requirements

· Unusual/Emergency procedures i.e.:

o Injury

o Fire

o Loss of power

o Spills or other release of chemicals

· Instrument calibration requirements, i.e.:

o safety system/device recertification

o RF probe calibration

· Inspection schedules

· References/Associated Documentation

3.3 Validation and Approval

The Document Author obtains approvals as required from knowledgeable technical staff confirming that identified hazards have been addressed appropriately. Approval by all reviewers is indicated by printed name, original signature, and date on the Operational Safety Procedure Form.

All OSPs are signed by the Safety Warden of the affected area as acknowledgement that a task will be occurring in his/her area.

Other approvals which may be required when a task/activity is covered by an OSP include:

· Work Coordinators - when activity includes multiple work groups.

· Area Managers - when activities affect an area or equipment not directly addressed in the OSP.

· Support services or equipment owned by staff external to the author’s work group.

3.4 Recordkeeping

A signed copy of the OSP, including cover sheet is submitted to ESH&Q Document Control to be posted on the web as the official record of the OSP.

3.5 Implementation

The Document Author ensures that key individuals involved in the work covered by the OSP are trained and follow the procedure appropriately.

The Document Author maintains the list of qualified individuals: each trained person (staff, user or subcontractor) signs and dates a log sheet attesting to his/her familiarity with the OSP.

Active OSPs together with the names of those individuals who have been trained are posted in the area of the defined activity.

Refresher training is scheduled at regular intervals if the procedure is used infrequently.

3.6 Close Out

Any Lessons Learned from use of the OSP are submitted to the Lessons Learned Coordinator.

3.7 Renewals/Revisions

Renewal of an existing OSP or TOSP within its three year or month duration is handled in the same manner as the creation of a new one. If the current document expires during the renewal process, work under the document terminates until a current version is approved.

If an expired OSP/TOSP’s content is reviewed by affected parties and found to be current and appropriate, the document need not be re-written, however a new cover sheet is initiated. The same rigor of review and approval applies, as described within this procedure, as if the document had been written as new.

ISSUING AUTHORITY	APPENDIX AUTHOR	APPROVAL DATE	EFFECTIVE DATE	EXPIRATION DATE	REV.
ESH&Q Division	Harry Fanning	10/05/09	01/01/10	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 10/6/2009.