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idMatrixed Employee Work Authorization
Card
defaulttrue
labelBrief
titleBrief

Title:

Matrixed Employee Work Authorization

Publication date:

6/10/2021

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

Subject Matter Expert for WPC
EHS Division

Card
labelPolicy
titlePolicy

Title:

Matrixed Employee Work Authorization

Publication date:

6/10/2021

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 Responsibilities section 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 [EHS]; 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.

Anchor
note1
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E. Roles and Responsibilities

Safety Responsibility

Home Supervisor or Work Lead

Host Supervisor or Work Lead


Matrixed Employee

Work Planning and Control (WPC) and WPC Activity-Identified TrainingEnsures the matrixed employee's work is adequately defined in accurate and active WPC Activities, and all required training is completed in a timely manner. As negotiated with the host division, may host WPC Activities which authorize the work. Provides input to the home supervisor or work lead during the WPC process. Assigns work to the matrixed employee that is within the scope limitations of the assigned WPC Activities. As negotiated with the home division, may host WPC Activities which authorize the work. Reviews and accepts the conditions of assigned WPC Activities. Completes WPC Activity-identified training before commencing work.

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 those in WPC Activities, 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 Reporting of Injuries 

Collaborates with EHS 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 Injury Review 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 Injury Review process

Ergonomics

Ensures ergonomics training required by the WPC Activities 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

Activity Lead

An Activity Lead is anyone who directs, trains, or oversees the work and activities of one or more workers. Activity Leads provide instruction on working safely and the precautions necessary to use equipment and facilities safely and effectively.

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

ES&H Manual Reference

Title

Type

07.02.003.001

Chapter 6

Work Planning and Control

Program

PUB-3140


Integrated Environment, Safety & Health Management Plan

Plan

I. Contact Information

Subject Matter Expert for WPC
EHS 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

12/5/20160.1H. MadisonLanguage alignment with WPCVarious sectionsMinor
6/10/20210.2H. MadisonPeriodic review. Updated contact info and R&RsE, IMinor
Card
labelDocument Information
titleDocument Information

DOCUMENT INFORMATION

Title:

Matrixed Employee Work Authorization

Document number

07.01.008.000

Revision number

0.2

Publication date:

6/10/2021

Effective date:

9/6/2011

Next review date:

6/10/2026

Policy Area:

General ES&H

RPM Section (home)

ESH

RPM Section (cross-reference)

ES&H Manual, Ch. 1

Functional Division

EHS

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

07.02.003.001

Chapter 6

Work Planning and Control

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
buildershow-showif
grouprpm2-admins
Card
labelAdditional Information
titleAdditional Information

ADDITIONAL INFORMATION

Title:

Matrixed Employee Work Authorization

Document number

07.01.008.000

Revision number

0.2

Publication date:

6/10/2021

Effective date:

9/6/2011

Next review date:

6/10/2026

Policy Area:

General ES&H

RPM Section (home)

ESH

RPM Section (cross-reference)


Functional Division

EHS

Author name/contact info

H. Madison



Revision 0 publication date

1/16/2013

Retirement date

n/a

Prior reference information (optional)




Inputs from more than one Functional Area?

No

List additional Functional Areas & contacts




Inputs from more than one Policy Area?

No

List additional Policy Areas & contacts




30-day notification needed?

No

30-day start date

n/a

30-day end date

n/a



LDAP protected?

No



Need TABL reminders?

No

Frequency

n/a

Brief reminder text:

n/a



Approval Sheet for this revision received (date)
[Note: author is responsible}


Key labels/tags:


New terms for addition to Glossary/Acronym list:

  • (list items not found
    Anchor
    _GoBack
    _GoBack
    and context (Policy Area name) – full definition would be included in Policy)

Implementing Documents restricted to department/functional use

(Optional – these will be used for tracing between requirements and associated documents)

Document number

Title