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.     Flowchart Diagram imagef

2.0             Scope


This process covers all work performed at Jefferson Lab, with the exclusion of Construction subcontractors. Each division/organization changes its 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 the 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.


Construction subcontractor Work Planning and Control expectations are detailed in the Safety section of the Facilities Management and Logistics (FM&L) Master Specification.


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 to a task qualified Jefferson Lab employee 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 prior to performing work.

·         Read and abide by associated and approved Temporary Operational Safety Procedures (TOSP), Operational Safety Procedures (OSP), Task Hazard Analysis (THA), and Temporary Work Permits.

·         Monitor work during performance. If scope creep is found, re-evaluate the scope and THA to reduce additional hazards as appropriate.

·         Solicit and provide feedback for future reference.

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

3.2              Temporary Operational Safety Procedure (TOSP), Operational Safety Procedure (OSP), Task Hazard Analysis (THA), or Temporary Work Permit Author

·         Select the correct (T)OSP, OSP, THA, or Temporary Work Permit based on Risk Code and Standard Protecting Measures.

·         If the author is the lead worker, ensure all affected workers read, understand and sign associated documents.

3.3              Lead Worker

·         Perform pre-job safety briefing.

·         Work task within controls.

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

3.4              Workers

·         Work task within controls.

·         Read, understand and sign any WCD the THA is attached to before commencing work.

3.5              Subject Matter Expert (SME)

·         SMEs are to review hazards contained in the (T)OSP, OSP, THA, and/or Temporary Work Permit to ensure no hazards are missed and they are appropriately mitigated. It is highly recommended that SMEs walk the jobsite with the THA author or lead worker before approving THAs or associated WCDs.

3.6              Supervisor

·         Understands and authorizes work tasks for direct reports.

·         If RC=2, reviews to validate risk code with employee and resolves any conflicts.


3.7              Construction Technical Representative (TRs)

·         Ensures Construction Subcontractors performing work onsite understand Jefferson Lab Safety expectations, as outlined in the Master Specification and contract



4.0             Process Steps


4.1              Define the Scope of Work               


·                     Identify Task.


Step 1:            If they exist, review applicable (T)OSP, OSP, THA, or Temporary Work Permit  for planned work or subtasks.

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

Step 3:            Identify applicable Standard Protecting Measures.   

Step 4:            Identify training requirements. (See ES&H Manual Chapter 4100 Safety Training)

Step 5:            Involve workers (including students and subcontractors as appropriate) during planning as a resource. 

Step 6:            Review lessons learned from similar tasks. Go to Lessons Learned database or look at previous similar jobs

Step 7:            Determine required qualifications to perform the task: 

·         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).

·         Demonstrated proficiency (e.g., have current and required training; adequate experience performing the same or similar task without incident; and the Supervisor’s confidence).

Step 8:            Allocate sufficient time to perform task.

·                     Identify Scope

·         Define the areas affected, including people and resources, interactions with other workers, and description of facility.  

·                     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

·                     Identify Unmitigated Hazards

·         Perform a preliminary Task Hazard Analysis (THA).

·         List any and all hazards associated with the job or task.

·         Determine the unmitigated risk code for those hazards.

·         Review Table 1 for topical area requirements.

Risk Code:



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: (T)OSP, 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. This is also known as “demonstrated proficiency”. If additional mitigation is needed, a WCD and formal THA is required in accordance with ES&H Manual Chapter 3310 Operational Safety Procedure and demonstrated proficient no longer applies.  A written THA is not always required, but can serve as a tool to encourage workers to think closely about the task and plan work accordingly.


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.

·                     Complete THA form when:

·         Pre-Mitigated Risk Code is >2 and cannot be controlled via the exceptions listed above.

·                                 Requested by management.

·         Mandated by topical area requirements (certain operations have been determined to require formal documentation before the task is carried out):

Table 1: Topical Area Requirements





Lock, Tag, Try

WCD (unless certain criteria met)


Machine Tools

= 3



> 2 (hot work permit)


Active Fall Protection Systems

OSP/TOSP of Fall Protection Permit



Written THA (lift plan) if beyond bounds of tines


Compressed Gas

≥ 2 discussion with supervisor as a minimum


Confined Space

> 2 Confined Space Permit required


A/C Electrical Equipment

Unwritten THA and discussion with supervisor as a minimum


Electronic Equipment

> 2



LOSP if  > Class 3A/3R Lasers



≥ 2 discussion with supervisor as a minimum



= 3 if release is possible



≥ 2 discussion with supervisor as a minimum


Respiratory Protection

Unwritten THA and discussion with supervisor as a minimum


Hazardous Material Transport

≥ 2 discussion with supervisor as a minimum



≥ 2 discussion with supervisor as a minimum



≥ 2 discussion with supervisor as a minimum


Step 1:            Determine if Standard Protective Measures are available.

Step 2:            Determine status of workplace systems

·         This includes utilities, people, and other buildings.

·         If tasks performed will interrupt services, involve those affected.

Step 3:            Determine any other mitigation required for associated hazards.  

Step 4:            Provide the following in accordance with the task information:

·         Author – document owner or designated task owner

·         Date – current date, not the implementation date.

·         Task Number – filled out when appropriate or tied to a specific, identified task (i.e. Job number, Purchase Order, etc.)

·         Task Title – copy from THA to OSP to Cover Page to be consistent.

·         Task Location – where the task will be performed.  Duplicate on the THA, OSP and Cover Pages.

·         Division – division responsible for performing the task

·         Department – responsible department within the division carrying out the task.

·         Frequency of Use – number of times this task will be performed (i.e., once, sporadically, continuously, etc.)

·         Lead Worker – worker responsible for overseeing task performance.

·         Mitigation Already in Place – administrative or physical mitigation that is already deployed in the area which will help reduce recognized hazards.

Step 5:            Sequence of Task Steps

·         Use when Task Steps are to be performed in a particular order

·         Use when Task Steps are associated with specific OSP task steps 

Step 6:            Task Steps/Potential Hazards

·         Explains the hazards which the workers will be exposed to during the course of carrying out the tasks in the OSP. These hazards shall be listed with their associated Consequence and Probability levels and premitigated Risk Code in accordance to ESH Chapter 3210 T3. 

Step 7:            Proposed Mitigation

·         Shall describe the engineered controls which mitigate the identified hazard and protect the worker. This is mandatory for Risk Code >2.

Step 8:            Safety Procedures/Practices/Controls/Training

·         Administrative controls which mitigate the identified hazard and protect the worker.

Step 9:            Risk Code

·         Risk Code is the final risk code taking into account all mitigations to protect the worker. Follow ESH Chapter 3210T3 for guidance.

·                     Finalize the Mitigated Risk Code

Step 1:            Ensure assigned work can be easily understood or is within the norm for the workers.

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

·                     Risk Code Mitigation – Each Risk Code in this section is the highest Risk Code found in the Premitigated and Postmitigated sections. 

Step 1:         Perform a pre-work walk-down of the area close to the time work begins:

·         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, SME, and EHS&Q professional for review. It is highly recommended that reviewers walk the jobsite with the THA author or lead worker before approving THAs or associated WCDs.

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


4.3              Develop and Implement Hazard Controls

Step 1:            Develop an appropriate OSP. This is mandatory for Risk Code >2. Attach completed THA.

·         Involve workers, supervisors, SMEs, and EHS&Q professionals.

Step 2:            Ensure all assigned workers have Demonstrated proficiency.

Step 3:            Utilize area specific Task list

Step 4:            Submit for electronic signature when appropriate if attached to a WCD.


4.4              Perform Work Within Controls    


Step 1:               Read and agree to comply with appropriate mitigation, OSPs, THAs, and Temporary Work Permits. This includes all workers and students as appropriate.

Step 2:               Perform a pre-job safety briefing(s) to review the precautions, pre-requisites, job hazards, and work coordination. Consider the following:

·         Involve all workers in the pre-job safety briefing; include Suspend and Stop Work information.

·         Provide overview of expected work flow and results; review hold points and confirm understanding.  

·         What are the hazards associated with the work?

·         Are they properly controlled?

·         What are the critical steps to complete the work safely; including tools and equipment?

·         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?

Step 3:               Work safely using developed mitigating controls.    


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.


4.5              Feedback and Continuous Improvement


Step 1:            Upon completion of work, review results and write Lessons Learned that would be applicable for similar jobs. Utilize Task List comment section as appropriate.

Step 2:            If post mitigated risk code ≥ 3, Director approval is required before work is performed and an After Action Review must be conducted.


5.0             Revision Summary

Periodic Review – 07/23/21– Per the TPOC, no changes, please update for another cycle.

Revision 2.3 – 04/23/21 – Changed Table 1 to reflect updated process by removing “> 4 ft. THA as a minimum” and added OSP/TOSP or Fall Protection Permit per SME, Chapter TPOC in agreeance per email, updated header and footer, no approval needed, review date unchanged as ePass will be implemented by the review date and may require chapter changes

Periodic Review – 08/29/18 – No changes per TPOC

Revision 2.2 – 11/17/15 – Minor clarification for identifying unmitigated hazards added to this appendix and the embedded WP&C Flow Chart

Revision 2.1 – 08/13/15 – Periodic Review; clarified responsibilities for Workers, SMEs, and Supervisors; updated steps for Develop and Implement Hazard Controls; revised WP&C flowchart

Revision 2.0 – 09/05/14 – Revised WP&C Flow Chart and Process Steps per advisory committee feedback and ESH&Q document review process; replaced ‘Skill of Craft’ with ‘Demonstrated Proficiency’; added THA instructions; added pre-defined Risk Code table. Incorporated JLab Construction Subcontractor expectations as outlined in the FML Master Specification

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








ES&H 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 7/23/2021.


[1] Task List can be used for all tasks and may be supplemented with THAs, OSPs, temporary work permits, and other group procedures as required.