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Matrixed Employee Work Authorization

    Title:

    Matrixed Employee Work Authorization

    Publication date:

    1/16/2013

    Effective date:

    9/6/2011

    BRIEF

    Policy Summary

    Berkeley Lab's Matrixed Employee Work Authorization Program describes the alignment of responsibility and authority within the matrixed employee management structure. This policy helps to ensure that the work of matrixed employees is appropriately authorized, and describes responsibilities for funding, equipment, infrastructure, space, and training required to perform work safely.

    Who Should Read This Page

    All Berkeley Lab host and home supervisors who assign or oversee work scope for matrixed employees

    To Read the Full Policy, Go To:

    The POLICY tab on this wiki page

    Contact Information

    Safety Compliance Program Manager
    Technical Support Services Group
    EHSS Division

    Title:

    Matrixed Employee Work Authorization

    Publication date:

    1/16/2013

    Effective date:

    9/6/2011

    POLICY

    A. Purpose

    The Matrixed Employee Work Authorization policy at Lawrence Berkeley National Laboratory (Berkeley Lab) describes the alignment of responsibility and authority within the matrixed employee management structure. This policy helps to ensure that the work of matrixed employees is appropriately authorized, and describes responsibilities for funding, equipment, infrastructure, space, and training required to perform work safely.

    B. Persons Affected

    All Berkeley Lab host and home supervisors who assign or oversee work scope for matrixed employees

    C. Exceptions

    None

    D. Policy Statement

    1. An employee is considered matrixed if assigned to an outside division (host division) by his or her home division supervisor. A matrixed employee typically receives daily direction from the host division. The matrixed employee's home division supervisor is responsible for performance assessments; the number, duration, and type of assignments; ensuring required training is completed; and the overall safety of direct reports.
    2. In a matrixed management structure, the host division combines employees from several divisions and disciplines under a specific program, project, or ongoing operation of a user facility. This structure is in contrast to traditional division structures, where home divisions group employees by function within a hierarchical reporting relationship.
      1. In a matrixed structure, the host division:
        1. Has authority and responsibility for achieving the objectives of the program or project
        2. Is responsible for the ongoing operation of the user facility
        3. Is accountable to provide all funding, equipment, infrastructure, personnel, and space that directly benefit the program/project objectives and/or the ongoing operation of the user facility
        4. In some cases (for example, the Engineering Division) may maintain specialized equipment that may be used by their staff to achieve host objectives
      2. In a matrixed structure, the home division:
        1. Has authority and responsibility for providing the disciplinary expertise to achieve the objectives of the program or project and/or to help operate the user facility
        2. Is accountable (in consultation with host division) for talent acquisition, assignment to programs and projects, retention, career development, equity, succession planning, and performance management
        3. Is responsible for the overall safety of all home division staff assigned to other programs, projects, or user facilities
    3. The Roles and Responsibilitiessection below outlines the default configuration of authority assumed by the home and host divisions. The default configuration is considered a best practice, requiring no additional memorandum of understanding (MOU) or other formal document.
      1. If the health and safety objectives of the program/project — or the effectiveness and efficiency of the user facility — cannot be assured without adjusting the default configuration, a formal MOU must be negotiated, documented (typically by the home and host supervisors in consultation with their respective division safety coordinators), and signed by both the home and host division deputies and division directors.
      2. Subject matter experts/stakeholders from other Berkeley Lab divisions (e.g., Environment, Health, Safety, and Security [EHSS]; Facilities; Office of the Chief Financial Officer [OCFO]; Office of Contractor Assurance [OCA], etc.) can be consulted at the discretion of the home and host divisions.
      3. The MOU should document:
        1. Specific responsibilities and authorities to be transferred or assumed by the home or host division
        2. A brief description of why a change from the default configuration is needed
        3. The specific program/project or user facility
        4. The positions(s) affected by the change
        5. The time period
      4. If an employee is assigned to more than one host division, responsibility for employee safety and health remains with the home supervisor and cannot be transferred by an MOU.

    E. Roles and Responsibilities

    Safety Responsibility

    Home Supervisor or Work Lead

    Host Supervisor or Work Lead


    Matrixed Employee

    Job Hazards Analysis (JHA) and JHA-Identified Training

    Ensures the matrixed employee's JHA is accurate and active and all required JHA training is completed in a timely manner

    Provides input to the home supervisor or work lead during the JHA process

    Completes the JHA
    Reviews annually with the home supervisor and updates as needed

    On-the-Job Training

    Clarifies how each (or which) division will bear the cost of a matrixed employee's training and time to attend training

    Provides specific safety training and operating procedures to a matrixed employee for work performed for the host division

    Acquires on-the-job and formal Environment, Safety & Health (ES&H) training before commencing work

    Self-Assessment Program of Matrixed Employee's Work Space

    Negotiable with the host supervisor or work lead

    Negotiable — may assume responsibility

    Keeps work areas safe and uncluttered

    Hazard Correction of Matrixed Employee's Work Space

    Negotiable with the host supervisor or work lead

    Negotiable — may assume responsibility

    Reports unsafe conditions and practices in a timely manner to the supervisor or work lead

    Engineering Controls for Health and Safety

    Negotiable with the host supervisor or work lead

    Negotiable — may assume responsibility

    Uses the installed engineering controls properly
    Notifies the supervisor or work lead in a timely manner of any deficiencies with the engineering control

    Personal Protective Equipment (PPE)

    Negotiable with the host supervisor or work lead
    If supplied by the home division, a matrixed employee may take PPE to the next job assignment

    Negotiable — may assume responsibility
    Costs are typically assigned to the benefiting project/scope
    If supplied by the host division, PPE typically remains with the host when a matrixed employee leaves.

    Understand the capabilities and limitations of PPE issued pre-inspection and wear appropriate PPE when performing tasks

    Administrative Controls for ES&H, including Activity Hazard Documents (AHDs), Radiological Work Authorizations (RWAs), Radiological Work Permit (RWP), etc.

    Negotiable with the host supervisor or work lead

    Negotiable — may assume responsibility

    Follows prescribed administrative controls when performing work
    If administrative controls are unclear, asks the supervisor or work lead for clarification before starting work

    Accident Investigation and Supervisor Accident Analysis Report (SAAR) Reporting

    Collaborates with EHSS to investigate incident(s) to determine root cause(s) and complete necessary reports in a timely manner
    Ensures that corrective actions are completed to prevent recurrence

    When requested, fully cooperates with the accident investigation and SAAR process

    Reports all work injuries/illnesses, accidents, and discomfort symptoms to either supervisors or work leads; seeks medical assistance from Berkeley Lab Health Services
    Provides input during the SAAR fact-finding process

    Ergonomics

    Ensures required Worksmart Ergonomics training (EHS0062) and Ergo Self-assessment for Computer Users (EHS0059) are completed prior to performing work assignments for host division

    Provides the appropriate ergonomic tools and equipment, including furniture and accessories that enable matrixed employees to safely perform their tasks

    Performs work with proper ergonomic practices. Adjusts and uses ergo equipment properly.
    Reports ergonomic discomfort immediately to both supervisors and work leads
    Requests an ergonomic evaluation as needed

    F. Definitions/Acronyms

    Terms

    Definitions

    Home division

    Division that provides the professional and technical specialty personnel to support program activities. Assigns matrixed personnel to support the activities of other divisions. Responsible for the technical and specialty qualifications and basic job training.

    Host division

    Division responsible for providing day-to-day technical direction and oversight, including responsibilities for proper execution of ES&H activities of employees, visitors, and affiliates in the work area of the division

    Matrixed employee

    An employee assigned to another division outside his or her home division (i.e., a host division)

    Matrix and home supervisor

    A matrix supervisor provides day-to-day technical direction and oversight and is responsible for the proper execution of ES&H activities by employees and affiliates within the supervisor's purview. Must be a Higher Education Employer-Employee Relations Act (HEERA)-designated supervisor. The home supervisor is the HEERA-designated and accountable supervisor for all aspects of employee performance, including safety. A matrix or host supervisor partners with the home supervisor on matters of staffing, performance review, work direction, and/or evaluation.

    G. Recordkeeping Requirements

    Memorandum of Understanding (MOU), if necessary

    H. Implementing Documents

    Document number

    PUB-3000 Reference

    Title

    Type

    07.02.001.001

    Chapter 32

    Job Hazards Analysis

    Program

    07.02.003.001

    Chapter 6

    Safe Work Authorizations

    Program

    PUB-3140

     

    Integrated Environment, Safety & Health Management Plan

    Plan

    I. Contact Information

    Safety Compliance Program Manager
    Technical Support Services Group
    EHSS Division

    J. Revision History

    Date

    Revision

    By whom

    Revision Description

    Section(s) affected

    Change Type

    1/16/2013

    0

    W. Wells

    Rewrite for wiki

    All

    Minor

    DOCUMENT INFORMATION

    Title:

    Matrixed Employee Work Authorization

    Document number

    07.01.008.000

    Revision number

    0

    Publication date:

    1/16/2013

    Effective date:

    9/6/2011

    Next review date:

    1/16/2016

    Policy Area:

    General ES&H

    RPM Section (home)

    ESH

    RPM Section (cross-reference)

    PUB-3000 Chapter 1

    Functional Division

    EHSS

    Prior reference information (optional)

     

    Source Requirements

    • 10 CFR 851.21, Hazard Identification and Assessment
    • 10 CFR 851.22, Hazard Prevention and Abatement

    Implementing Documents

    Document number

    PUB-3000 Reference

    Title

    Type

    07.02.001.001

    Chapter 32

    Job Hazards Analysis

    Program

    07.02.003.001

    Chapter 6

    Safe Work Authorizations

    Program

    PUB-3140

     

    Integrated Environment, Safety & Health Management Plan

    Plan

    Other References

    • DOE P 450.4, Safety Management System Policy
    • DOE M 450.4-1, Integrated Safety Management System Manual

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