A authorization matrix allows map and monitor regulatory authorizations for operators to work in specific positions. It serves as a reference document to secure production and guarantee compliance with regulatory requirements.
What is an enablement matrix?
Visit authorization matrix lists all the official and validated authorizations held by each operator to work on equipment or carry out specific tasks. For example, in the pharmaceutical industry or agri-foodIt ensures that only operators with the requisite authorizations work on production lines.
Today, this matrix plays a central role in modern industry, where safety and quality requirements are increasingly stringent. It enables production managers to :
- Quickly see who is authorized to work on which workstation
- Anticipating training and certification renewal needs
- Meeting quality audit requirements
- Optimize the assignment of operators according to their skills
Key components of an enablement matrix
Differentiating between empowerment and competence
Authorization differs from competence in that it is both regulatory and compulsory. Whereas competence reflects technical know-how acquired through experience, authorization officially certifies that an operator is authorized to carry out a specific activity.
For example, in the pharmaceutical industry, an operator must have specific authorizations to handle certain products, even if he or she is technically proficient in the manufacturing process. The clearance matrix focuses on these official authorizations, as distinct from technical skills.
Elements to integrate
An effective authorization matrix must include several types of authorization:
- Regulatory approvals (electrical, working at height, etc.)
- Safety-related authorizations (handling dangerous products, etc.)
- Sector-specific quality approvals
- Workstation-specific certifications
Tracking expiration dates
Authorizations generally have a limited validity period, varying from 12 to 18 months depending on their nature. The matrix must therefore make it possible to :
- Clearly display expiration dates
- Anticipating renewal needs
- Alert on expiring authorizations
Date management is particularly critical in sectors such as aeronautics and pharmaceuticals, where working without valid authorization can have serious consequences for production quality and conformity.
Experience has shown that a well-structured empowerment matrix constitutes a strategic tool for industrial sites. Not only does it meet regulatory requirements, it also optimizes human resources management in production.
The challenges of good authorization management
Regulatory compliance and audits
Visit rigorous management of authorizations meets strict regulatory requirements. Industrial sites must be able to demonstrate auditsThis ensures that each operator has the necessary authorizations for his or her position. In the aeronautics sector For example, quality audits require full traceability of authorizations over several years.
For ISO-certified sites, or those subject to specific standards such as EN9100 in the aeronautics industry, the authorization matrix is a reference document that must be easily accessible and up-to-date.
Operator safety
Beyond compliance, authorizations play a major role in workplace safety. They ensure that only trained and authorized operators work on high-risk equipment or processes. A well-maintained matrix makes it possible to :
- Prevent accidents caused by unauthorized interventions
- Ensure that operators master safety procedures
- Maintain constant vigilance over sensitive positions
Production optimization
Effective authorization management has a direct impact on industrial performance. It enables :
- Quickly assign the right people to the right jobs
- Reduce downtime due to missing authorizations
- Anticipate training needs to maintain production
- Gain agility during peak periods
Team development
The empowerment matrix is also an important HR development tool. It identifies training needs and build career paths for operators. Production managers can thus :
- Identify operators for priority training
- Plan regulatory training
- Supporting team skills development
From Excel to digitalization: modernizing your authorization matrix
The limits of traditional tools
Many industrial sites still manage their authorizations in Excel or on paper. This approach has several drawbacks:
- Risk of errors during manual updates
- Difficulty sharing information between departments
- No automatic alerts for renewals
- Time wasted searching for and compiling data
As illustrated by SEW Usocome experienceIn the past, Excel-based management mobilized some 50 different files, making tracking complex and time-consuming.
The advantages of a digital solution
Digitizing the authorization matrix brings tangible benefits:
- Real-time visibility of authorizations
- Simplified access for all stakeholders
- Easier updating of information
- Complete traceability of modifications
Automated monitoring and alerts
Digital solutions automate time-consuming tasks:
- Send alerts before authorizations expire
- Automatic report generation for audits
- Rapid identification of training needs
- Connection to production planning
For example, Unither Pharmaceuticals was able to reduce audit preparation time by a factor of three, thanks to the digitization of its authorization matrix.
This modernization represents an investment that quickly pays for itself in time savings and reduced risks of non-compliance.
Best practices for setting up an empowerment matrix
The importance of a clear structure
Setting up an empowerment matrix requires rigorous organization from the outset. Experience shows that a clear structure enables :
- Precisely define the authorizations required for each position
- Establish consistent clearance levels
- Make information easier to read and use
- Ensuring consistent use by all departments
Involvement of field teams
The success of an empowerment matrix depends on the support of operational teams. Feedback from manufacturers shows that :
- Train local managers to use the tool
- Involve operators in defining needs
- Communicate regularly about updates
- Enhancing the value of progress in terms of qualifications
Monitoring and regular updates
An empowerment matrix is only effective if it remains up to date. Best practices include :
- Appointing a person responsible for monitoring authorizations
- Regular updates on renewal needs
- Systematic validation of new authorizations
- Documentation of changes made
Connection to production planning
To optimize its use, the authorization matrix must be connected to the production planning. This makes it possible to :
- Automatically check authorizations when making assignments
- Anticipating the need for qualified personnel
- Adapting training to production requirements
- React quickly in case of absence
Feedback and concrete results
Feedback from manufacturers who have digitized their authorization matrix speaks for itself. At LISI AerospaceDigitization has enabled us to eliminate 23 Excel files for 100 people. Audit preparation time has been considerably reduced.
Shiseido has saved half a day a week on authorization management, while Groupe SEB observed:
- 30% time savings on scheduling management
- 35 Excel and Word files deleted
- A digitized matrix covering 569 skills for 166 employees
Key success factors
An analysis of the success stories highlights several determining factors:
- Management's commitment to the project
- A test phase on a pilot perimeter
- In-depth user training
- Local support during deployment
Conclusion
Today, the authorization matrix is a strategic tool for industrial sites. Digitizing it, while representing a major change, brings tangible benefits in terms of productivity, compliance and team development.
The outlook for the future is for ever closer integration with production management systems, enabling us to further optimize the use of skills on site, while guaranteeing safety and quality.
