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ORGANIZATION Policy Berkeley Lab organizations must:
- Describe their organizational structure, functional responsibilities, levels of authority, and interfaces.
- Plan for their functions and activities to deliver safe, reliable, and quality products and services.
- Hire and retain staff proficient to perform their functions and activities.
An appropriate management structure, a proficient staff, and a systematic approach in planning work are key elements in sustaining both a safe and high level of performance. This section describes the steps for
implementing these concepts through Berkeley Lab organizations. Organizational Structure The Laboratory is, in general, organized hierarchically by divisions,
departments, groups, and offices. A description of the organization must be maintained for each of these levels. This information is the basis for identifying the functional responsibilities, levels of
authority, and interfaces both within and between organizations. Organizational information must be clearly communicated to all Lab personnel and other affected individuals. The description of the organization
shall include the following information:
- The organization name
- The primary function(s) or mission of the organization
- The roles, responsibilities, and authorities of manager(s) and staff, including clear and concise safety responsibilities
The recommended and official vehicle to describe Laboratory organizations is through the
Berkeley Lab intranet web site. Each division is responsible for maintaining the currency of its organization chart
in both printed and electronic versions. Roles, responsibilities, and authorities of managers and staff must be clearly defined in position descriptions and/or job expectations. Environment, safety, and health
responsibilities and duties shall be part of the description and expectation. Such information should be reviewed and updated at least annually. Planning Planning is a
systematic approach used to identify in advance the parameters and actions necessary to execute or arrange an activity, function, or project. It is an ongoing process that begins as early as practical to allow
sufficient time to address such issues as the following:
- Funding
- Organizational interfaces and authorities
- Resource allocation
- Requirements for written procedures and drawings
- Identification of safety standards and requirements
- Identification of security requirements and controls
- Training needs for staff
Good planning generally results in higher efficiency, effectiveness, safety, and quality in products and services. Evidence of planning by Berkeley Lab organizations is required. Examples of planning include:
- Operation and planning meetings (e.g., staff meetings, project meetings, program reviews)
- Research and program proposals that describe the work objectives and the proposed actions/steps
- Division ES&H plans that describe each division's integrated safety management system
- Work plans or work authorizations that address work objectives, resource requirements, work hazards, and the implementation of safety controls
- Work or project schedule
- Operational policies and procedures
- Performance measures and results
Staff Proficiency Staff proficiency involves hiring and retaining staff who have the appropriate skills, experience, and qualifications to carry out their work
assignments successfully and safely. To ensure consistent hiring practices, the Berkeley Lab Human Resources Department provides the institutional policies and procedures for personnel qualification, selection,
and training. [See the Berkeley Lab Regulations and Procedures Manual (RPM), Section 2.00,
Personnel.] Berkeley Lab supervisors and managers must follow these requirements in hiring new staff.Supervisors and managers must also
ensure that the following activities related to staff proficiency are accomplished and documented for each individual in their organization:
- Position requirements
must be established at the time of recruitment and selection. The requirements define the minimum education, experience, and skills necessary to fill the position. Requirements for certification and licenses are also identified at this time. Candidates' qualifications must also be verified during the hiring process (see
RPM 2.01).
Training needs for each position must be determined and documented based on the scope, hazards, and complexity of the job and on any institutional and regulatory training requirements (see RPM 2.04).
Job orientation, ES&H training, required reading, and on-the-job training must be completed as early as possible after the job assignment. Some training is required prior to the actual performance
of work. On-the-job training must be administratively controlled to ensure that such training is not allowed to affect workplace or operational safety (see RPM 2.01, 2.04).
Guest/visitor training or orientation may be required based on the scope, length, hazards, and complexity of the job assignment. Training for guests and visitors must be documented (see RPM 1.06).
Periodic training and retraining must be provided to ensure continued job proficiency and to improve overall performance and safety (see RPM 2.04).
Performance evaluations must be conducted at least annually for every position to ensure that job proficiency is being maintained and improved. (See RPM 2.03, and the annual Human Resource Guidance on
Performance Evaluations.)
Where appropriate, professional development plans
are developed to encourage staff to improve their knowledge, abilities, and skills. These plans are normally discussed during the individual's performance evaluation (P2R). (See RPM 2.03, 2.04F; and the annual Human Resource
Guidance on Performance Evaluations.)
Standards and Requirements The Objectives and Applicability and Section 1 of the OAP conform with the following quality assurance criteria described in 10 CFR
830.120, Quality Assurance Requirements, and DOE O 414.1, Quality Assurance:
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Criterion 1, Program
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Criterion 2, Personnel Training and Qualification
Section 1 also complies with requirements described in paragraph 4 of DOE O 5480.19, Chg. 1, Conduct of Operations Requirements for DOE Facilities, and DOE P 450.4, Safety Management System Policy
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