Chapter 32
JOB HAZARDS ANALYSIS

Appendix C. Job Hazards Analysis Process

Contents

Approved by John Seabury
Revised 08/09

C.1 Job Hazards Analysis Process Details

a.     Description of Work Statement

The Description of Work statement is a critical element of the JHA. The Description provides the basis for the further analysis of the tasks, hazards and controls: any Work performed and analyzed must be described in this statement.

When preparing a Description of Work, include at least the following elements, as applicable:

• Work Summary – provide a concise narrative summary of what the work entails, why it is being performed, and what you hope to accomplish with it. This statement defines the context for further analysis.
• Work Locations – where is the work to be performed? Generally this is a building/room listing but can be broader if applicable (e.g., throughout the shop areas of B77; sitewide indoors, outdoors and on roofs).You can also break down the different materials and processes (see bullet below) by location, if that makes sense.
• Materials Used – this description should be sufficiently detailed that the hazards associated with each material can be assessed. If some members of a family of materials have unique hazards, then they should be specified (e.g., specify which types of acids are used, what are the typical compositions of welding rods employed, which hand or power tools are used, etc.).
• Processes Employed – the processes and techniques should be listed with sufficient detail that hazards and potential exposures of the work effort can be determined. For example, “Work with chemicals” is not specific enough, nor is “Climb ladders.” Neither provides enough detail to determine the hazards/exposures. Better would be “Perform solvent-solvent extractions and acid-base titrations” and “Climb stepladders to reach and retrieve items up to 10 feet above the floor.” It may make sense to integrate the “Materials Used” and “Processes Employed” descriptions into one statement (e.g. “Perform inert-gas arc welding on aluminum, mild carbon and stainless steels”).
• Equipment Used – be specific enough that hazards can be determined. Generally this means providing a list of each piece of equipment. Details can be summarized (e.g., “Vertical mill” is probably sufficient, the manufacturer and model names probably do not add much to the description).

The Description of Work must be consistent with the Hazards Profile (the Tasks, Hazards and Controls) that analyzes that work. The Description provides information on what the work encompasses, and the Hazards Profile describes the controls necessary to safely conduct that Work. If the Hazards Profile contains controls for tasks that are not included in the Description, then there is an inconsistency that must be corrected. Similarly, if the Description implies hazards that are not adequately controlled, then that is also an inconsistency.

b.      Tasks, Hazards, and Controls

In analyzing the tasks, hazards, and controls, the following apply:

• Tasks that exceed those commonly performed by the general public must be included in the Job Hazards Analysis. Examples of tasks that generally would NOT need to be included in the JHA process include:
• Walking between buildings.


• Telephone use; however, if this use is a significant part of the job, for example, a telephone operator, then this might be included in the JHA.


• Driving typical passenger vehicles; however, driving a shuttle bus and operating a forklift would be included in the JHA process.


• Incidental use of office machines. (Desktop computer use averaging over 4 hours/day, or laptop computer use averaging over 2 hours/day, is not considered incidental, and should be included in the JHA process.
• Tasks must be described in sufficient detail such that a properly trained individual can assess the hazards. The actual level of detail will depend upon the technical expertise of the Worker and the Work Lead. Table B-1 below provides some examples of inadequate and adequate task descriptions to indicate the proper minimum level of detail:

• Hazards must be described in sufficient detail such that proper controls can be specified. The controls, in turn, must be described in sufficient detail so that an individual can determine exactly what is required. If a hazard has been analyzed in a supplemental document such as a formal authorization (e.g., Radiological Work Authorization, Activity Hazard Document) or an exposure Assessment, then refer to the supplemental document directly rather than restating its contents. If training is a control, then the particulars of the training — course number if applicable, or course content if the training is task-specific (e.g., on-the-job training) – should be stated. Examples are given below, in Tables B-2 and B-3:

c.       JHA Development Work Session

1. During the JHA Development Work Session, the Worker and Work Lead together review the draft Hazards Profile, and make any changes necessary to have it accurately describe the tasks performed and the associated hazards and controls. The Work Lead and Worker should add tasks and associated hazards and controls if they are not described in the Hazards Profile, and delete any that are listed but not applicable.


1. Where required to support the development of controls, request an Exposure Assessment through the Division Safety Coordinator. See Appendix E for a discussion of exposure assessment.


2. A Facilitator (e.g., an EH&S Liaison, Division Safety Coordinator, EH&S Subject Matter Expert, etc.) can be requested to assist in the JHA Development Work Session.


3. If necessary, a draft Hazards Profile may be saved and the process resumed at a later date.


2. Upon agreement that the Hazards Profile accurately reflects the tasks, hazards, and controls for the Work, the Work Lead signs the document. This signature creates the Work Authorization, confirms that the Work Authorization has been discussed with the Worker and that readiness review indicates that work may safely proceed, and authorizes the Work subject to the controls specified. If some portions of the Work require controls that are not in place (for example, training, additional analysis, or formal authorization), the Worker may not perform that portion of the Work until the required controls are in place.


3. The Baseline JHA document is prepared by the JHA software.

C.2 The Individual Baseline Job Hazards Analysis

All workers must have a Work Authorization that contains the elements defined in Section 32.2.

A Hazards Profile is created by answering questions about one’s work, with the answers supplemented by one or more pre-defined Work Group Hazards Profiles. The process is illustrated in Appendix B: JHA Process Flowchart, Path 2. Work Group Hazards Profiles are not required but are suggested to provide consistency of analysis within a set of Workers conducting similar Work.

a.      Creating a Draft Individual Baseline JHA

Responses to questions posed by the JHA system generate preliminary information regarding tasks and hazards to which the Worker may be exposed. This information is then used during a JHA Development Work Session as a draft Hazards Profile.

b.      Using a Work Group JHA to Create a Draft Hazards Profile

In many Work situations, it is appropriate to have a pre-defined set of tasks, hazards, and controls that are common to a group of Workers. This pre-defined Work Group Baseline JHA can be used as a template for a Hazards Profile during the JHA process. Using the Work Group JHA approach assures that:

• A new member of the group who is uncertain of his/her assigned tasks and locations will have a starting point of reference.


• All members of the group are properly authorized for tasks that they will be conducting.


• The Work Group Owner performs the bulk of the analysis for Work under his/her control, and assures that hazards are identified and controls applied consistently.

To create a Hazards Profile, the owner of that Work Group JHA (who may be the Work Lead) proceeds as follows:

1. Determine the members of the Work Group. A Work Group is a set of individuals having common administrative structure that performs similar tasks with common hazards and controls.
2. Contact the Division Safety Coordinator to initiate the Work Group JHA creation process. The Work Group Owner will be given access to create Work Group JHAs by JHA System Administrators at the request of the Division Safety Coordinator.
3. The Division Safety Coordinator (and any additional personnel requested, such as Subject Matter Experts) assists the Work Group Owner in defining the parameters that constitute the group, including members, scope of the Work, tasks included and excluded, hazards, and controls. Work Group JHAs are generated by the Work Group Owner responses to the JHA questions as they apply to the Work Group. The end product is a Work Group Baseline JHA rather than a draft Individual Baseline JHA.
4. The Work Group Owner stores the completed Work Group Baseline JHA, which makes it available for use by members of the group

The group should be created at as high an organizational level as is consistent with clearly defined administrative structure, tasks, hazards, and controls. The precise level depends upon each division’s management structure. In some divisions, it may be appropriate to define the group at the department level, while in other divisions, it may be more appropriate to define the group at the level of each research unit (or possibly lower, if the size and diversity of the research unit call for it).

The Work Group Owner may make changes to the Work Group JHA at any time. These changes affect future users of that template, but do not affect previous users.

C.3 The Task-based Job Hazards Analysis

Some tasks that a Worker may need to perform are unpredictable, short-term, or unusual in nature, such that including them in the Individual Baseline JHA is not efficient. In this case, a Task-based JHA may be developed for these activities. Task-based JHAs are addenda to a Worker’s Individual Baseline JHA, and exist only for the duration of the task. Examples of situations that might be appropriate for a Task-based JHA include:

• Work requests through the Facilities Division.


• Research field Work.


• Non-recurring laboratory tasks, e.g., cleaning reactors, etc.

Task-based JHAs can be created through a variety of methods. The process is illustrated in Appendix B: JHA Process Flowchart, Path 1.

1. The Individual Baseline JHA process can be used with the following modifications:


1. The Task-based JHA process is not automated. Rather, it utilizes a paper process to create the Task-based JHA from a form that must be manually completed.


2. Initial information regarding tasks and hazards is not obtained through answering a pre-defined list of questions. Rather, it is obtained through review of the Work assignment, job walk, discussion with vendors or suppliers, and/or discussion between the Worker and Work Lead. This information is then used during the JHA Development Work Session as a draft scope, task, hazard, and control list for the Task-based Hazards Profile.


3. Upon agreement that the Task-based Hazards Profile accurately reflects the tasks, hazards, and controls for the Work, the Work Lead signs the document. This signature creates the Task-based Work Authorization, confirms that the Work Authorization has been discussed with the Worker and that readiness review indicates that work may safely proceed,, and authorizes the Work subject to the controls. If some portions of the Work require controls that are not in place (for example, training, additional analysis, or formal authorization), the Worker may not perform that portion of the Work until the required controls are in place.
   

   A sample template for the Task-based Job Hazards Analysis is shown in Appendix D.

2. Divisions may use a Task-based Job Hazards Analysis process developed internally that satisfies their business needs. Any alternative Task-based JHA processes must be described in the Division’s ISM Plan, and must be reviewed and approved by the EH&S Division Director.



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