At Berkeley Lab, all work must be authorized before it is performed - the work must be carefully planned, reviewed, and approved before it can begin. Additionally, personnel carrying out the work must be properly trained and authorized before they can proceed with their assigned work tasks.  Berkeley Lab accomplishes this two-part process – authorization of both work and workers – through the Work Planning and Control (WPC) process.  Tools such as Activity Manager and other equivalent work authorization systems implement WPC at Berkeley Lab.

Why is WPC important, and why do we use it at Berkeley Lab?

WPC is a key principle of Berkeley Lab’s safety policy - a review and management approval process designed to ensure that procedures, controls, and required resources are in place before work begins.  Berkeley Lab uses WPC processes to:

• Define the scope of work that will be performed

• Identify the hazards associated with the work

• Specify the controls to mitigate the hazards

• Authorize work

• Assign and authorize workers to perform work activities

All work at the Lab must be authorized - including unpredictable, short-term, or unusual work, all of which must be reviewed and approved. In addition, if work changes or scope grows to the extent that it is no longer covered under existing authorizations, the work must be reevaluated and reauthorized using the WPC process.  Without WPC and the evaluation process it entails, a real potential exists for incomplete characterization and control of work hazards, leaving workers at risk of injury.    

Ensuring worker authorization - roles and responsibilities

 The Activity Manager application implements WPC processes for the majority of work taking place at Berkeley Lab.  For work covered under Activity Manager, all personnel must be assigned to an approved Work Activity.  Workers, their supervisors, and Activity Leads all play roles in verifying that workers are authorized to safely perform their job tasks.

Key responsibilities of workers in respect to WPC authorization include:

• Review and accept conditions of the work authorization in Activity Manager

• Perform work only for which they are authorized and qualified

• Do not proceed with work when the tasks, hazards, and/or required controls differ from those authorized in the Activity. Bring this to the appropriate supervisor or Activity Lead’s attention. Do not begin work until the Activity accurately describes the work and has been reauthorized.

• Continually review work and assure that the Activity has been analyzed and authorized appropriately. Engage the Activity Lead to modify the Activity as appropriate.

All workers should periodically review their WPC Activities and authorization status.  For instructions on how to check authorization status, please refer to this 1 Minute 4 Safety slide on Worker’s ISM Responsibilities.

Key responsibilities of supervisors in respect to WPC authorization include:

• Ensure that all work performed by staff under their supervision is analyzed in Activity Manager and that the proper authorization is obtained before work begins

• Ensure that employees under their supervision are assigned to appropriate Activities and authorized to work on those Activities (i.e., verify that all workers have accepted the conditions of the Activity)

Key responsibilities of Activity Leads in respect to WPC authorization include:

• Determine the appropriate level of authorization (i.e., Authorized To Work or Authorized To Work Under Direct Supervision) for each worker based on their competency and the hazards of the work)

• Stop authorized work when hazards and controls change, and do not reinitiate work until the appropriate Activity has been updated and reauthorized, and the required controls are in place

• Do not allow workers to work on an Activity until they are authorized to work through Activity Manager (i.e., verify that workers have accepted the conditions of the Activity)

For a broader description of an Activity Lead’s ISM responsibilities, please refer to this 1 Minute 4 Safety slide on Activity Lead’s ISM Responsibilities.

Getting answers to questions on work authorizations and the WPC process

Workers should confer directly with their supervisors and Activity Leads to address questions on their work authorizations, and whether their current authorizations cover the work they do.

For assistance with Activity Manager, there are several options available:

• Review Activity Manager troubleshooting tips 

• Contact your Division Safety Coordinator or EHS Liaison 

• Report WPC/Activity Manager-related problems, concerns or suggestions using Activity Manager's issues reporting function

• Contact WPC lead John Heim at jheim@LBL.gov

WPC/work authorization resources

As mentioned earlier, guidance for workers and Activity Leads on work authorizations and ISM roles are summarized in the following 1 Minute for Safety slides:

• 1 Minute for Safety - ISM Responsibilities of Activity Leads

• 1 Minute for Safety - ISM Responsibilities of Workers 

In addition, the Work Planning and Control website offers FAQs and guidance on documenting activities:

• Work Planning and Control website