3 SAFETY is Protectio (if oly we follow the rules)
4 ''To live each day ijury ad violatio free, o ad off the job''
5 Foreword Foreword Saudi Aramco has developed this safety maual to help suppliers achieve our atioal safety visio, To live each day ijury ad violatio free, o ad off the job. their drivers ad must uderstad ad follow the traffic rules ad regulatios outlied i the Operatioal Cotrol- safe operatio of vehicles sectio of this maual. Muir M. Rafie Vice Presidet, Materials Supply Saudi Aramco The purpose of this maual is to defie the Suppliers Safety Maagemet System (SSMS) ad help our suppliers to maage the safety of their facilities throughout the kigdom - ad to perform their daily activities with the best safety, health, ad evirometal stadards - while keepig them maitaied to the highest levels. This maual is iteded to help suppliers develop their ow SSMS. The safety maual is fully aliged with the priciples uderpiig the Saudi Aramco Safety Maagemet System, ad is based o iteratioal stadards for health ad safety maagemet. We require our suppliers to coduct their busiess i a maer that prevets icidets which cause loss of life, bodily ijury or illess, or damage to property or the eviromet. We require that our suppliers cosider safety to be part of their busiess strategies, ad it is equally importat to our operatios, maiteace, ad project commissioig activities. The commitmet to safe operatios of our suppliers goes beyod o-the-job safety; for example, they must also address the operatio of motor vehicles, sice traffic accidets cotiue to be the largest percetage of the total occupatioal fatality statistics. Therefore each supplier is accoutable for the behavior of All of Saudi Aramco s suppliers are resposible ad accoutable for their safety behavior. Through applicatio of this SSMS, we ot oly sed the message of our serious commitmet, but provide the framework o which the right behavior ca be promoted ad regulated by our suppliers. By implemetig this SSMS, our suppliers shall move closer to fulfillig their idividual resposibilities for meetig the objectives ad expectatios of Saudi Aramco. Our suppliers must demostrate cotiual improvemet withi their SSMS as its associated objectives are based o that commitmet. The differet sectios i this maual will geerate data that ca be measured ad show whether the goal of a safer workplace has bee achieved. It is importat to remember the importace of this documet. The pai of a workplace ijury is like a wave that ripples across lives from the worker, to his family, to their commuity ad throughout the atio. We are all affected. We all suffer i some way. Therefore, we must work together. By protectig oe worker, we protect each other. 3
7 Table of Cotets 03 Foreword Table of Cotets 07 Itroductio How to Use the Suppliers Safety Maagemet System Maual 18 Health ad Safety Policy 20 Hazard Idetificatio Risk Assessmet ad Risk Cotrol 28 Objectives, Targets ad Plas 30 Resources, Roles, Resposibility, Accoutability ad Authority 36 Competece, Traiig ad Awareess 44 Commuicatio, Participatio ad Cosultatio 48 Operatioal Cotrols 58 Cotrol of Records 60 Emergecy Preparedess ad Respose 66 Moitorig ad Measuremet 70 Icidet Report ad Ivestigatio 76 Nocoformity, Corrective Actio ad Prevetive Actio 80 Iteral Audit 84 Maagemet Review 86 Cotiual Improvemet 88 Appedices 5
9 Itroductio Sectio 4 Itroductio to the Suppliers Safety Maagemet System Executive summary Saudi Aramco recogizes that by helpig their suppliers to improve their health ad safety performace, there will be sigificat beefits to the local ecoomy i the Kigdom, through the prevetio of ijury ad ill health ad their associated eormous huma ad fiacial costs. For these reasos, Saudi Aramco has developed this Suppliers Safety Maagemet System (SSMS) Maual to help suppliers maage safety better ad avoid uecessary losses. The SSMS is based o iteratioally recogized models for health ad safety maagemet, but also icludes ehacemets that provide effective tools to simplify the process. Please follow the steps highlighted to esure that the implemetatio ad operatio of your safety system is made as simple as possible. Read through each of the steps ad re-read them agai, util you uderstad completely what is required. The SSMS maual has bee writte usig templates to help you with each sectio, ad these templates are specifically desiged to comply with the requiremets of iteratioal stadards for health ad safety maagemet. Overview of the Safety Maagemet System I this sectio you will lear how to use the SSMS maual to help you develop a specific safety maual for your ow orgaizatio. The SSMS maual that Saudi Aramco s suppliers ca adopt is desiged to meet or exceed the requiremets of the Iteratioal Maagemet System Stadard for Occupatioal Health ad Safety, OHSAS The followig topics are covered i this maual: 7
10 Sectio 5 Health ad Safety Policy Sectio 6 Idetificatio of Hazards, Assessmet ad Cotrol of risk The Health ad Safety Policy sets the overall directio of the maagemet system. It icludes commitmets to comply with legal requiremets ad cotiual improvemet. The miimum requiremets for such a policy will be highlighted, ad a example has bee provided to demostrate what is required. The SSMS is based o the ability to idetify hazards i the workplace, assess the level of risk associated with the hazard, ad idetify cotrols to maage the hazard. A solid risk assessmet process provides the backboe for a effective safety maagemet system. The SSMS maual provides guidace o what is meat by hazards ad how to idetify them. It also explais what is meat by risk, ad how a risk assessmet should be used to evaluate the risk associated with each hazard idetified. The maual also explais the importace of cotrol measures for maagig risk, givig examples at each stage, ad highlights how required cotrols should be maaged as part of the risk cotrol process. Templates are provided for the whole process, which ca be adopted immediately. Suppliers must be aware of all the legal ad other requiremets that pertai to their operatios ad be able to demostrate compliace to these requiremets. Sectio 7 Objectives, Targets ad Plas The Cotiual Improvemet Program is required to comply with the Health ad Safety Policy. Therefore the SSMS eeds to be documeted ad maaged, ad the SSMS maual explais how maagemet programs must be idetified ad maaged as part of the overall safety system, ad provides a simple method for addressig this requiremet. Sectio 8 Resources, Roles, Resposibility, Accoutability ad Authority The SSMS must be properly resourced ad all employees have to be aware of their safety resposibilities, both to themselves ad others. The SSMS maual helps to idetify the ecessary resources ad resposibilities for persoel withi the orgaizatio to maage safety, ad a simple format for recordig this iformatio is provided to make this task much simpler.
11 Sectio 9 Competece, Traiig ad Awareess It is strogly suggested that idividual process owers are assiged owership of differet parts of the SSMS maual. For example, the maagig director could be resposible for the sectios o Safety Policy, Maagemet Review ad Resources, Roles, Resposibilities, Accoutability ad Authority. The Facilities Maager could be assiged the sectio o Moitorig ad Measuremet. The Huma Resource Maager could be assiged the sectio o Competece, Traiig ad Awareess, etc. As the system develops, certai critical processes must be assiged to specific process owers, e.g., Work Permits. This will help to esure sustaiability of the SSMS over time. The safety traiig program must esure coformace with the documeted policies ad procedures ad the requiremets of the SSMS. All employees must be made aware of their specific roles ad resposibilities withi the SSMS, icludig emergecy preparedess ad respose requiremets, as well as the potetial cosequeces of departig from documeted procedures. Suppliers must be able to demostrate that their employees are competet to perform their jobs safely. Traiig eeds must be formally idetified, ad cover such topics as job specificatios, competecy, ad risk assessmets. Objectives should be documeted for each traiig course, records of attedace maitaied, ad evaluatios of the traiig assessed to determie the effectiveess of the traiig. Sectio 10 Commuicatio, Participatio ad Cosultatio Suppliers must establish iteral ad exteral chaels of commuicatio to effectively maage health ad safety, ad for esurig that the safety system ivolves all employees at all levels. Specific templates are provided to demostrate how this ca be achieved. Sectio 11 Operatioal Cotrols Operatioal cotrols are those procedures that are ecessary to cotrol safety across the whole operatio. Examples of such procedures are Chemical Hadlig ad Awareess, Work Permits, Maagemet of Chage, Cotrol of Persoal Protective Equipmet, Cotrol of Liftig Devices, Purchasig, etc. The importace of risk assessmets i idetifyig operatioal cotrol is highlighted. Itroductio 9
12 Sectio 13 Emergecy Preparedess ad Respose Sectio 12 Cotrol of Records Records are required to esure that the SSMS is operatig effectively. Safety procedures (e.g., Operatioal Cotrols) will have associated records to verify that the procedure was followed, etc. The SSMS maual provides a simple method for esurig that all records associated with the SSMS are idetified ad remai legible, idetifiable ad traceable. The importace of risk assessmet i idetifyig safety records is reiforced. Actual ad potetial emergecy situatios must be idetified, ad plas put i place to respod to emergecy situatios. The SSMS maual describes the cotets of a Emergecy Respose Pla, ad the importace of risk assessmet i idetifyig potetial emergecies is reiforced. Sectio 14 Moitorig ad Measuremet Suppliers must record ad maage the moitorig requiremets that form part of the SSMS, e.g., checks o fire equipmet, safety cotrols, etc. The SSMS maual idetifies some of the differet types of moitorig ad measuremet required, ad provides a effective template for maagig this iformatio. The importace of risk assessmet i idetifyig moitorig requiremets is agai reiforced. Sectio 15 Icidet Ivestigatio It is importat to defie what is meat by a icidet, ad to esure that all icidets are reported promptly ad ivestigated thoroughly. The SSMS maual provides effective tools for reportig ad ivestigatig these icidets, ad for esurig that the corrective actio system is egaged to prevet ay recurrece.
13 Sectio 17 Iteral Audit Sectio 16 Nocoformity, Corrective Actio ad Prevetive Actio Ay compliace failures or potetial compliace failures must be recorded, ad actio take - i the form of corrective ad prevetive actios - to prevet a recurrece of the failure. The SSMS maual explais what the termiology meas, ad also provides templates for ocoformace, as well as corrective ad prevetive actios. A iteral audit program must be developed that covers all sectios of the SSMS. The SSMS maual provides a template for plaig, implemetig ad followig up iteral audits, ad explais how they are liked to the ocomformace, corrective ad prevetive actio system. Sectio 18 Maagemet Review Suppliers must review every sectio of the SSMS at least oce per year. The SSMS maual provides a template for maagig the required review process, to esure the system remais suitable ad effective. Sectio 19 Demostratio of Cotiual Improvemet The Health ad Safety Policy ad its associated objectives are based aroud commitmets to cotiual improvemet. The SSMS ca be used to geerate useful data to demostrate cotiual improvemet. Examples of such iformatio are icluded i this sectio, icludig: reports o the reductio of hazards ad risks, moitorig progress of objectives ad plas, corrective actios, audits, ispectios ad reviews. Itroductio 11
14 How to use the SSMS Maual Please follow the steps below to implemet the SSMS withi your orgaizatio. The templates are provided for guidace, ad it is importat to adhere to the followig steps to esure the implemetatio process is kept as simple as possible. 1. Health ad safety policy The Health ad Safety Policy provides the overall directio of the SSMS. Use the template provided i the SSMS Maual to documet a Health ad Safety Policy for your ow orgaizatio. It is importat that the expectatios are fully addressed. This policy eeds to be siged off by the most seior member of the maagemet team o site (Board member). The work required i relatio to the policy is ot yet complete. The policy will eed to be commuicated to the stakeholders, taught, audited ad reviewed. Other sectios of the SSMS will be eeded to meet all of the requiremets required by the SSMS maual. For example, these are: Use the iformatio i Sectio 10 Commuicatio, Participatio ad Cosultatio to esure that the policy is commuicated to relevat persoel. Use Sectio 9 Competece, Traiig ad Awareess to esure that all persoel are traied i relatio to the cotet ad requiremets of the safety policy. Specific projects that will eed to be udertake should be idetified i Sectio 7 Objectives, Targets ad Plas. Esure that the policy is formally audited oce per year (Sectio 17 Iteral audit) ad reviewed for its cotiuig suitability, adequacy ad effective at the maagemet review (Sectio 18) meetig. 2. Nocomformace, Corrective Actio ad Prevetive Actio As you start to develop your safety maagemet system, you will be lookig at the ways you curretly maage thigs ad comparig that to the requiremets specified i the SSMS Maual. For this reaso, it is importat that you start usig immediately the templates ad process provided for ocomformace, corrective actio ad prevetive actio (Sectio 16 Nocomformace, Corrective Actio ad Prevetive Actio). You will the have a essetial part of the maagemet system i place the ability to idetify problems ad fix them as soo as possible. You must esure that corrective actios are implemeted to rectify ay idetified ocomformaces to prevet a recurrece. 3. Iteral audit Now that the system for recordig ad maagig issues is i place, you will eed to pla out which parts of your safety maagemet system will be reviewed agaist the specified requiremets. The process for iteral audit (Sectio 17) must be i place before this work begis, to provide a structure for a systematic review of the safety system as well as recordig all of the work that you are doig to develop the SSMS from the very begiig. Use the templates
15 provided to pla ad maage the audits, ad activity you will idetify certai hazards associated SSMS Maual for objectives, targets ad plas Itroductio the ocomformace, corrective actio ad with this activity, e.g., fallig from a height, (Sectio 7) should be adopted to esure that all prevetive actios (Sectio 16) to close off ay dermatitis from chemicals etc., ad the risk projects udertake at the site, which have a issues idetified. assessmet ca be saved as a Job Safety Aalysis impact o health ad safety, are recorded, ad 4. Hazard Idetificatio, Risk Assessmet ad Risk Cotrol The corerstoe of the SSMS is the risk assessmet process. The importace of this for the widow cleaig activity. Alteratively, the assessmet ca be saved as a job or a task. 5. Emergecy Preparedess ad Respose persos assiged to these projects are told the timeframe i which the work must be completed. Iitially you should cosider all projects at the site to see if they have some health ad safety beefit, ad these could be recorded as part of sectio of the maagemet system caot It is stated i the risk assessmet sectio the system. be overstated (see Sectio 14 below). Use the (Sectio 6) that all potetial emergecies such templates provided for hazard idetificatio, as fire, spill, explosio, gas leak, road accidets, Specific projects will be derived from the health risk assessmet ad risk cotrol (Sectio 6) to etc., should be easily idetifiable by settig ad safety policy itself (Sectio 5), ad other start the risk assessmet process. Before you the Timig of the hazard to Emergecy. projects will arise from work that is ecessary begi, make a list of all the areas/activities/jobs/ A list eeds to be prepared of all the potetial as part of the risk assessmet process. A tasks that eed to be risk assessed. For each emergecies at the site, ad a Emergecy example of a objective is to improve the of these areas ad activities, use Appedix 1 Respose Pla documeted usig the template safety performace of the orgaizatio. Oe Checklist for Hazard Idetificatio provided to provided i the Suppliers Safety Maagemet of the related targets is to implemet a safety idetify if a hazard is preset or ot. System Maual (Sectio 13 Emergecy Plaig maagemet system. The specific plas to ad Respose). It is critical that a appropriate achieve that target could be all of the steps For each of the hazards idetified i the respose pla is i place to cover all the highlighted i this sectio. It is importat that checklist, complete the iformatio required potetial emergecies. If, for example, there Objectives, Targets ad Plas are kept up to date, i the Hazard Idetificatio, Risk Assessmet are over 100 fire hazards idetified i the risk ad are used to verify the cotiual improvemet ad Risk Cotrol form (Appedix 2). There are assessmets, but oly oe procedure i place of the safety system over a period of time. differet examples provided to help you, but remember that the risk assessmet part is just the prioritizatio mechaism to decide what actios to do first, ad very careful attetio eeds to be placed o the hazard idetificatio for fire cotrol, the it must be verified that the procedure will be suitable i each potetial sceario. May orgaizatios simply fail to lik back their emergecy respose procedures to all the potetial emergecies idetified ad rely 7. Structure, Roles, Resposibilities, Accoutability ad Authority A orgaizatioal chart showig the ad risk cotrol sectios. o a geeric procedure istead. The procedures maagemet structure of the compay eeds eed to be periodically reviewed ad tested, ad to be documeted, ad clearly defied roles Some orgaizatios use Job Safety Aalyses traiig provided as required. specified for all employees. ad these are simply activity based risk assessmets. The methodology ca be used to 6. Objectives, Targets ad Plas develop a detailed Job Safety Aalysis of ay The objectives documeted i the Health ad job. For example, widow cleaig is ot a Safety Policy eed to be actioed to esure that area, it is a activity. If you risk assess this they are achieved. The template provided i the 13
16 Make a list of all the Jobs that are performed withi the orgaizatio, ad iclude all the tasks that are associated with each Job. The template provided i the SSMS Maual should be adopted (Sectio 8 Resources, Roles, Resposibilities, Accoutability ad Authority). Those with specific health ad safety duties will have to be idetified ad their resposibilities clearly defied. It is up to the maager who siged the health ad safety policy to esure that all relevat persos are aware of their ow roles ad resposibilities, ad particularly that they are familiar with the requiremets of the risk assessmets that pertai to them. This objective is achieved through appropriate traiig (Sectio 9 Competece, Traiig ad Awareess) ad commuicatio (Sectio 10 Commuicatio, Participatio ad Cosultatio). The iteral audit system (Sectio 17) will be used to verify that this aspect of the system is workig effectively. 8. Competece, Traiig ad Awareess For each of the differet Job Titles ad their associated tasks (Sectio 8 Structure, Roles, Resposibilities, Accoutability ad Authority), use the template provided i the SSMS Maual (Sectio 9 Competece, traiig ad awareess) to prepare versatility (skills) charts for all of the employees. Usig iformatio from the versatility charts, ad from the list of traiig that is idetified i the Traiig Cotrol sectio of the risk assessmets, prepare a traiig pla for all of the traiig required for the site. Ay additioal traiig that may be required, (e.g., as a result of accidets, chage maagemet ad legislatio, etc.) should be added to the traiig pla. Esure that each traiig course is maaged as per the requiremets (Sectio 9) of the SSMS Maual. 9. Commuicatio, Participatio ad Cosultatio There is very little poit i havig a excellet paper-based system if o oe else i the orgaizatio is aware of what is persoally required to perform their jobs safely, etc. I additio, the iformatio that is required to complete the maagemet system requires participatio ad cosultatio, ot just with your ow employees but also other groups, e.g., cotractors ad visitors. The system will fail quickly if people are ot made aware of their ow resposibilities ad the resposibilities of others, if they are ot traied appropriately ad if they do ot participate i the risk assessmet process. The templates provided i Sectio 10 Commuicatio, Participatio ad Cosultatio of the SSMS Maual should be used to help comply with this sectio. 10. Icidet Ivestigatio Occasioally, some part of the safety maagemet system may fail, ad i this case a icidet (i.e., accidet or ear miss evet) may occur. The SSMS requires that all icidets ad ear misses are recorded ad ivestigated thoroughly to prevet a recurrece of the evet. The templates provided i the Sectio 15 Icidet Ivestigatio should be used to comply with the requiremets of the SSMS Maual. It ca be assumed that the icidet or ear miss happeed because the hazard had ot bee idetified i the risk assessmet, or perhaps the hazard had bee idetified, but the cotrol measures were ot adequately documeted or maaged. Ay causal factors idetified i the ivestigatio must be rectified usig the ocomformace, corrective actio ad prevetive actio process (Sectio 16) to prevet a recurrece of the icidet. The ivestigatio must esure that the relevat risk assessmet (Sectio 6) is updated as part of the close out process. 11. Chage Maagemet As the safety maagemet system matures, the risk assessmet process will hopefully esure that the safety system is effective ad that accidets are avoided or miimized. Employees will kow what traiig they eed, what their resposibilities are ad what they eed to do to work safety. The audit process will keep the system up to date, ad the corrective actio process will esure that the focus of the system is proactive that problems are
17 beig idetified by the orgaizatio itself ad rectified i good time. I additio, all cotractors ad visitors will be cotrolled to esure that accidets are avoided or miimized. The biggest risk to the system will the be ucotrolled chages to the orgaizatio s activities, products, processes or people. For example, a ew process will potetially itroduce ew hazards ad risk, ad the cotractors comig o site will eed to coform to the requiremets of the safety system, etc. Uless a detailed procedure is implemeted for maagemet of chage withi the orgaizatio, it is likely that 13. Geeral Note o the Importace of Risk Assessmets For each of the hazards idetified, esure that all of the cotrols that are i place are idetified ad documeted. If the hazard caot be elimiated or substituted from the workplace, the documet all the other cotrols that are, or may be, required. The detail that is captured will be maaged by the other sectios of the maagemet system, but if you have ot paid proper attetio to the risk assessmet process, the the other sectios will be missig crucial iformatio. Admiistratio Make a separate list of all the procedural cotrols that are idetified i this sectio of the risk assessmets. - This list will become Sectio 11 Operatioal Cotrol of the SSMS Maual. Also make a list of all the records that are metioed i this part of the risk assessmet, ad use the template provided i Sectio 12 Records of the Safety Maual to record the iformatio. Ay sigage that is idetified should be part of a ispectio program. Traiig Make a list of all the traiig that is idetified i Itroductio ew hazards ad risks will ot be maaged properly i the existig risk assessmets, ad the kock o effects will mea that risk cotrols will ot be preset ad accidets will happe. A chage maagemet procedure will have to be developed that is appropriate to the orgaizatio s eeds. The basic priciple is that o chage will be itroduced without beig carefully maaged before, durig ad after the chage is made. 12. Maagemet Review The maagemet review process (Sectio 18) will esure that seior maagemet looks at the whole safety maagemet system, at least aually, to esure that it is fuctioig effectively ad meetig their requiremets. The focus of the As the risk assessmet process evolves, the iformatio that is geerated will be maaged by the other sectios of the safety maagemet system. Each hazard will have differet cotrols ecessary to maage it (ot all cotrol boxes eed to be completed for all assessmets), ad it is essetial that the cotrols are maaged as required. That is the purpose of the maagemet system! It is importat to regularly review each of the risk cotrols documeted ad esure that the iformatio idetified as a risk cotrol is beig maaged by the other parts of the safety system as required. Please see the followig examples as to how the risk cotrols ca be used to develop your safety maagemet system: this sectio ad esure that it forms part of the Traiig Pla ad competecy assessmets for the site. Use the templates provided i Sectio 9 Competece, Traiig ad Awareess to help maage this sectio. Moitorig Make a list of all of the moitorig ad measuremet activities that are referred to i this part of the risk assessmets. Use the templates provided i Sectio 14 Moitorig ad Measuremet for this purpose. This sectio will idetify all of the maiteace ad calibratio activities, housekeepig ispectios, audits ad other forms of moitorig, e.g., idustrial hygiee ad occupatioal health, essetial for the review is to esure that good safety performace is ackowledged, ad that corrective actios are put i place to address ay deficiecies. It is a essetial step that esures the safety system is cotiually improvig year to year, ad that the objectives (Sectio 7) laid out for the safety system i the health ad safety policy are beig met. Egieerig Cotrols Make a separate list of all the cotrols that are metioed i the risk assessmet, ad esure that they are refereced i the Moitorig Cotrol sectio below if there is ay related maiteace activities required to maitai them i workig order. effective operatio of the safety system. PPE Make a list of all of the Persoal Protective Equipmet (PPE) idetified i this sectio of the risk assessmets, ad esure that the procedure for maagig metioed i the operatioal 15
18 cotrol (Sectio 11) sectio describes how to adequately maage all of the PPE required by the orgaizatio. Ay cotrols that are ot yet i place, but eed to be put i place, should be idetified ad maaged by the ocomformace, corrective actio ad prevetive actio process (Sectio 16). 14. Overlap of the elemets i the Saudi Aramco Loss Prevetio s SMS Maual ad the Supplier Safety Maagemet System Maual. The geeral structure of the SSMS Maual has bee aliged with the OHSAS18001 iteratioal maagemet system stadard for health ad safety. The followig table shows how the sectios covered i this maual overlap with the elemets covered i the Saudi Aramco Loss Prevetio s Safety Maagemet System maual. Saudi Aramco Loss Prevetio s Safety Maagemet System Elemets 1. Leadership & Accoutability Goals ad objectives set Roles/resposibilities clear Resources provided Employee ivolvemet Total performace measured 2. Risk Assessmet & Maagemet Hazard idetificatio process Risk evaluatio ad cotrols Risk maagemet documetatio Risk commuicatio Risk maagemet reviews 3. Commuicatios Commuicatios pla icl. exteral Commuicatio of safety iformatio Theme campaigs Safety meetigs Safety committees 4. Competecy & Traiig Competecies idetified for all Cost-effective safety traiig provided Cosistet safety traiig attedace Refresher traiig provided Traiig records up to date 5. Asset Itegrity Project maagemet applied Desig stadards followed MCC/start-up ispectio processes Facility ispectios Maagemet of chage Supplier Safety Maagemet System Sectios 5. Health ad Safety Policy 7. Objectives, Targets ad Plas 8. Resources, Roles, Resposibility, Accoutability ad Authority 18. Maagemet Review 19. Demostratio of Cotiual Improvemet 6. Hazard Idetificatio, Risk Assessmet ad Risk Cotrol 10. Commuicatio, Participatio ad Cosultatio 18. Maagemet Review 10. Commuicatio, Participatio ad Cosultatio 9. Competece, Traiig ad Awareess 11. Operatioal Cotrols 17. Iteral Audit 6. Hazard Idetificatio, Risk Assessmet ad Risk Cotrol 6. Safe Operatios Behavioral stadards established Behavioral stadards uderstood Behavioral stadards maitaied Comprehesive vehicle safety program Evirometal ad idustrial hygiee programs 11. Operatioal Cotrols
19 7. Cotractors, Suppliers & Others Overall cotractor safety program Safety evaluatio process i place Moitorig of cotractor performace Materials procuremet review Iitial, later audits of joit vetures 11. Operatioal Cotrols 17. Iteral Audit Itroductio 8. Emergecy Preparedess Emergecy risk assessmet up to date Emergecy pla (s) i place Emergecy respose orgaizatio Documeted drills ad exercises Aual review of etire pla (s) 13. Emergecy Preparedess ad Respose 9. Icidet Reportig & Aalysis Ope reportig of all icidets Timely quality ivestigatios Specific corrective actios Aalysis of data for improvemet Periodic review 15. Icidet Ivestigatio 10. Com. Awareess & OTJ Safety Active participatio locally Local cocers idetified Public safety campaigs Off-the-job safety program Off-the-job safety perf. review 6. Hazard Idetificatio, Risk Assessmet ad Risk Cotrol 10. Commuicatio, Participatio ad Cosultatio 11. Cotiuous Improvemet Log term measuremet Recogitio programs Iteral reviews, assessmet Exteral reviews (audits) 19. Demostratio of Cotiual Improvemet 17. Iteral Audit 12. Cotrol of Records 14. Moitorig ad Measuremet 16. Nocoformity, Corrective Actio ad Prevetive Actio 17
20 Sectio 5 Health ad Safety Policy Objective Suppliers shall develop a comprehesive health ad safety policy to demostrate the ecessary leadership ad commitmet required for the success ad cotiual improvemet of the maagemet system. Expectatios Scope The health ad safety policy must be defied ad authorized by seior maagemet ad be appropriate to the ature ad scale of the orgaizatio s safety risks. Objectives Commitmets to be icluded must be related to the prevetio of ijury ad ill health, cotiual improvemet i safety maagemet performace, compliace with applicable legal ad other requiremets that relate to its safety hazards. It must also act as a framework for settig ad reviewig safety objectives. Implemetatio ad review The documeted policy must be implemeted, maitaied ad reviewed periodically to esure that it remais relevat ad appropriate to the orgaizatio. Commuicatio All persos workig uder the cotrol of the orgaizatio must be made aware of this policy ad their ow idividual safety obligatios. It must also be made available to other iterested parties. Itroductio The health ad safety policy sets the overall directio of the safety maagemet system. While may of the commitmets i the health ad safety policy may seem like aspiratios, the other sectios of the maagemet system must demostrate how each of those aspiratios will be achieved. I particular, the sectio of the safety maual o Objectives, Targets ad Plas must be able to demostrate clearly how the objectives defied i the policy are beig met. The policy should give some iformatio about the ature of the compay, ad it is possible to iclude additioal iformatio i the sample policy if ecessary. It is importat though that the specific expectatios above are met. The policy must be commuicated to all employees ad cotractors, ad to members of the public upo request. Commuicatios may occur through differet chaels, such as iductio traiig, awareess campaigs or iclusio as a ageda item i site meetigs. It is ecessary to review the policy at least aually, but that does ot mea that the revisio umber of the policy eeds to be ameded. Rather, it just eeds to be demostrated that the policy was audited, ad that it was also reviewed as part of the maagemet review process. The policy must be siged ad dated by the most seior maager o site (a Board member), ad that it is promietly displayed i suitable areas aroud the site (e.g., security, receptio, catee, etc.).
21 Iformatio to help comply with this requiremet Suppliers should use this sectio of the safety maual to esure that their health ad safety policy is compliat with the requiremets of the safety maual. HEALTH & SAFETY POLICY Our compay provides comprehesive, high quality products ad services to a wide Idetifyig hazards ad evaluatig risks associated with the compay s activities o a regular basis, ad documetig a programme to elimiate or reduce, as far as reasoably practicable, ay risks idetified so as to prevet ijury ad ill health; Meetig its obligatios to employees, cotractors ad members of the public who may be affected by its operatios; Cosultig ad commuicatig with its employees ad other iterested parties o health ad safety matters, ad ecouragig resposibility of each employee to observe all health ad safety rules ad procedures ad co-operate with the compay i complyig with its statutory obligatios. Employees must be aware at all times of the resposibility that they have for both their ow safety ad the safety of others; Resposibility for implemetatio of the safety policy lies with the Maagig Director, who esures through the Geeral Maager ad lie maagemet that the objectives of the health ad safety policy are met. A safety maagemet system based o the requiremets of OHSAS18001 is beig prepared for the site; Health ad Safety policy rage of idustries. The Board of Directors regards the promotio of occupatioal health, safety ad welfare as a priority at all levels withi the orgaizatio. Our compay is therefore committed to: Improvig site maagemet ad best practices, so as to provide a safe ad healthy work eviromet i compliace with relevat regulatory, legislative ad corporate requiremets, icludig the OHSAS18001 iteratioal maagemet system stadard for health ad safety; employees to participate i the health ad safety maagemet system; Cotiual improvemet ad performace measuremet, by settig ad reviewig o a regular basis health ad safety objectives, targets ad maagemet programmes at all levels withi the compay; Esurig, through appropriate traiig, plaig ad commuicatio, that all persoel o-site are aware of their resposibilities regardig health ad safety ad competet to perform their jobs; The success of this policy requires commitmet from all employees ad cotractors. It is the This health ad safety policy is commuicated, implemeted ad maitaied at all levels throughout the orgaizatio. It is periodically reviewed ad revised to esure its cotiuig suitability ad adequacy, ad is available to exteral iterested parties upo request. Name: Title: (Board member or equivalet Seior Maagemet perso) Date: 19
22 Sectio 6 Hazard Idetificatio Risk Assessmet ad Risk Cotrol Objective Suppliers shall use a risk maagemet approach to idetifyig hazards, assessig the level of risk associated with each hazard ad implemetig effective cotrols measures to esure that risk is either elimiated or reduced to a acceptable level for the orgaizatio. Expectatios Hazard idetificatio Esure that hazards are idetified i a cosistet ad comprehesive maer. Risk assessmet Esure that the likelihood of a hazard causig harm ad the severity of that harm if it did occur, are assessed to calculate a overall risk ratig for that hazard. Risk cotrol Implemet the iteratioally recogized hierarchy of risk cotrol measures to elimiate or reduce the level of risk associated with each hazard. Corrective actios shall be used to implemet ay additioal cotrol measures that are ecessary to maage the hazard but ot yet i place. Objectives The objectives of the risk assessmets process must be reviewed to esure that the risk reductio targets established withi the safety system are beig met. Periodic review The risk maagemet process must be regularly reviewed, particularly after chages to processes, products, materials, people or after a accidet, to esure that it cotiues to be effective ad results i cotiual improvemet withi the system. Itroductio The supplier must recogize that the ability to idetify hazards, assess risk ad determie risk cotrols is the corerstoe of the whole health ad safety maagemet system. There is a certai laguage used as part of this process, ad like the learig ay ew laguage, it is essetial that people are traied i the laguage so that they kow what to look for ad what to do at each step i the process. Hazard idetificatio A hazard, simply put, is somethig that ca cause harm. There are may hazards that ca cause harm i the workplace, ad uless a cosistet ad comprehesive approach is used to idetify hazards the it will ot be Commuicatio Risk assessmets must be cosultative i ature, ad the results of risk assessmets commuicated to all affected persoel.
23 possible to maage or cotrol them properly. Other iformatio is also required to be recorded as part of the hazard idetificatio process ad this is discussed below. Risk assessmet Risk is a factor of how likely a hazard is to cause harm, ad the severity of that hazard if it did occur. There are may differet methods for assessig risk. I the example cotaied i this maual, a simple but effective method of risk assessmet is show. Whichever method is chose, it is importat that it ca be easily uderstood by those whom are exposed to the hazards For certai types of risk assessmet, a more detailed questio ad aswer approach may be ecessary (e.g., fire ad explosio, ergoomics, chemicals, maual hadlig, etc.) but the outcome of these assessmets will still be a overall risk level, such as high, medium or as possible, as the methods used i their ow risk assessmet process -- this is to esure that the results of the assessmets ca be easily itegrated ito the existig maagemet system ad the results compared directly. Risk cotrol The risk cotrol process is a crucial step for maagig all hazards ad risks. A simple method of lookig at risk cotrol uder seve differet headigs is demostrated. It is essetial that all cotrol measures are idetified i detail ad documeted i the relevat risk assessmet. A full aalysis of risk cotrols may require iput from Egieerig/Facilities, from HR (traiig), from Quality (procedures, etc.), Idustrial Hygiee ad Occupatioal Health (moitorig) as well as health ad safety. Remember, a safety regulator will assume that if a cotrol is ot documeted i will ot be sustaiable. Required cotrols eed to be maaged i a similar maer to Corrective Actios ad Prevetive Actios. It is importat to recogize that risk assessmet is simply a prioritizatio step for maagig hazards. Because a hazard is a low risk, it does ot mea it is ay less importat tha a high risk. It just meas that, beig reasoably practicable (most orgaizatios do ot have ulimited resources to maage hazards), the likelihood of beig badly ijured is much lower tha a high risk hazard. Therefore, extra focus must be maitaied o beig able to idetify hazards ad esure cotrols are i place. The goal of the risk assessmet process is to elimiate all hazards ad risks from the orgaizatio. Those that caot be elimiated eed to be maaged to reduce the level of risk Hazard Idetificatio Risk Assessmet ad Risk Cotrol low risk. The Supplier must make every effort the risk assessmet the it does ot exist. I to a acceptable level. Regular reports should be to esure that if ay third party orgaizatio is additio, it is very difficult to trai people o geerated to show the progress made elimiatig coductig risk assessmets for their operatio what cotrols they eed to adhere to if the ad reducig hazards ad risks across the whole that the method adopted is the same, as far cotrols are ot documeted, ad the process orgaizatio. 21
24 Iformatio to help comply with this requiremet Suppliers should use this sectio of the safety maual to esure that their process for idetifyig hazards, assessig risk ad determiig cotrols is compliat with the requiremets of the safety maual. Before you begi, it is ecessary to decide what areas/activities/jobs/tasks are goig to be risk assessed i the orgaizatio. A list of all the areas ad activities that exist withi the orgaizatio must be prepared. Some orgaizatios use detailed procedures for Job Safety/Hazard Aalysis tasks i place of the specific hazard idetificatio/risk assessmet/risk cotrol process, ad the hazards ad risks described i these documets should be etered as a activity for that particular job i the risk assessmets. For example, widow cleaig is a activity that ca occur i may areas of the site. The risk assessmet will idetify hazards such as falls from a height, dermatitis from chemicals, etc. The risk assessmet ca be saved as a assessmet of the widow cleaig activity, or a Job Safety Aalysis for widow cleaig, whichever is preferable. It is importat though that the cotrol measures for all hazards idetified are documeted. Part 1: Hazard Idetificatio Please use the Checklist for Hazard Idetificatio (Appedix 1) to idetify all hazards that are preset i the selected area. 1. The Supplier must determie what health ad safety legislatio ad best practice guidelies are applicable to their orgaizatio. Legislatio ca be both geeral (idetify ad maage all hazards i the orgaizatio) ad specific (specific regulatios to comply with for fire ad explosio, maual hadlig, etc.) 2. Locatio Record the locatio where the hazards are beig idetified.
25 3. Processes Give a summary of the key processes i the area. 4. Hazard Categories Review the differet hazard categories for each area/activity ad use the commets sectio to record additioal iformatio as required. 5. Assessors Name, Sigature ad Date Please eter the iformatio required. Part 2: Risk Assessmet ad Risk Cotrol Oce the hazards have bee idetified, the risk associated with each hazard must the be assessed ad the respective cotrol measures put i place. Please refer to the Hazard Idetificatio, Risk Assessmet ad Risk Cotrol Form (Appedix 2). 7. Resposible Perso Eter the ame of the perso resposible for the area/activity where the risk assessmets are beig coducted. Note: the risk assessor ca help to idetify hazards i a particular area, but it is essetial that the resposibility for maagig hazards i the area/ activity rests solely with the maager of the area. The maager eeds to esure that all hazards are idetified, risk levels assessed ad cotrols put i place as required. The maager must also esure hazards ad adhere to the cotrol measures, etc. 8. Assessmet Completed By/Job Title Idetify the ame(s) of the perso who is completig the Risk Assessmet ad their positio withi the orgaizatio. 9. Assessmet Date Eter the date o which the assessmet was completed. Note: from the Checklist for Hazard Idetificatio, idetify the hazard that is preset ad describe it so that a perso who is ot familiar with the area or task would uderstad clearly what the hazard is. 13. Cosequece Eter a descriptio of the cosequece (i.e., potetial harm) that the hazard could cause. Note: the potetial harm ca be simply described as persoal ijury, illess or death. Some orgaizatios iclude more additioal descriptors, such as sigificat equipmet damage, etc. 14. Hazard Timig Please idetify the timig of the hazard. It is importat that you do ot cosider just the hazards that you see before you o the day that you are completig the assessmets, but also iclude the hazards that may be preset uder o-routie coditios, such as start up, shut dow or maiteace activities. Hazard Idetificatio Risk Assessmet ad Risk Cotrol Please record iformatio about the hazard o the first pael. 6. Area/Activity/Job/Task Select the area, departmet or activity where the hazard is preset. A activity could be a specific job, i which case the hazards associated with that job must be clearly idetified ad assessed, sometimes referred to as a Job Safety Aalysis. 10. Notes Eter ay additioal otes to support the hazard idetificatio process. 11. Hazard Number Eter a uique idetificatio umber for the hazard. 12. Hazard Descriptio Note: the Hazard Timigs typically iclude Routie, No-Routie ad Emergecy. Routie would idicate that the hazard is preset o a day to day basis, while o-routie meas that the hazard is preset oly durig operatios such as start up, shut dow or maiteace. If the Hazard selected is a potetial emergecy, e.g., Fire, Spill, Explosio, Gas Leak, etc., the the timig of Eter a descriptio of the Hazard the hazard should be set to Emergecy. The beefit of this actio is that it will be possible to aalyze all the risk assessmets by the emergecy timig, to see all of the potetial emergecy situatios across the site, ad esure that each of these situatios ca be related back to the appropriate emergecy respose procedures. 23
26 15. Persoel at Risk from the Hazard Idetify the perso(s) at risk of harm from the hazard. Note: the Persoel at Risk should be idetified by employee type rather tha ame, e.g., use terms such as Employees, Visitors, Cotractors, Members of the Public, etc. 16. Curret Cotrol Measures Idetify all of the curret cotrol measures that are curretly i place to maage the particular hazard beig assessed. The followig hierarchy of cotrol measures must be cosidered to esure that all cotrols are idetified: Egieerig Cotrols - idetify all egieerig cotrols that are preset which ca reduce the level of risk. These iclude usig machie guards, isolatio or eclosure of hazards, local exhaust vetilatio, mechaical hadlig methods, protective barriers, etc. Note: ay prevetative maiteace applied to these egieerig cotrols should be idetified i the Moitorig sectio below. Admiistrative Cotrols - idetify all admiistrative cotrols that are i place to cotrol the hazard. These iclude related procedures, records ad sigage. Elimiate - is it possible to elimiate the hazard altogether? For example, lead has bee removed from most forms of petrol ad pait, reducig the hazardous impact of lead o huma health. Substitute - is it possible to substitute the hazard with somethig less hazardous? For example, may solvet based paits have bee substituted by less hazardous water based (emulsio) paits. Traiig - idetify all traiig that is provided i relatio to the hazard, e.g., if the hazard is maual hadlig, metio that maual hadlig traiig is provided, etc. Moitorig ad Measuremet - idetify all related moitorig ad measuremet tasks that are udertake to cotrol the hazard such as audits, housekeepig ispectios, calibratio ad maiteace activities.
27 If occupatioal health or idustrial hygiee moitorig work is udertake, e.g., chemical exposure moitorig, hearig tests etc, the this iformatio should be documeted here. Persoal Protective Equipmet (PPE) idetify all appropriate PPE that is required to cotrol the hazard, e.g., safety bots, safety eyewear, etc. These cotrols are cotrol measures that already exist i the workplace. Please ote, it is NOT ecessary to add iformatio ito every cotrol box for every risk assessmet. A blak aswer box ca simply mea that the cotrol was cosidered but o actio was possible, etc. 17. Risk Assessmet Havig described the hazard i detail, ad idetified the cotrol measures that are curretly i place, it is ow ecessary to idetify Risk, quite simply, is a combiatio of how likely somethig is to cause harm, ad how severe that harm would be if the evet happeed. A simple risk assessmet is preseted here, but it is up to the idividual supplier to adopt a method that is most suitable for their ow requiremets. a) Likelihood Categories - the followig qualitative likelihood categories could be used: Category Defiitio High (H) Evet has occurred or is expected to occur. Itermediate (I) Evet may occur oce durig lifetime of site. Low (L) Evet is ot expected / ulikely to occur. Site experiece of relevat process owers ad employees should be used whe allocatig the frequecy categories. b) Severity Categories - the followig qualitative severity categories could be used: Sigificat (S) Potetial fatality or sigificat equipmet damage. Major (M) Serious persoal ijury or equipmet damage. Mior (N) Mior persoal ijury or equipmet damage. c) Risk Categories - the likelihood ad severity categories are combied to predict the qualitative risk category associated with each hazard, usig the followig matrix. Where: 1 Idicates a HIGH occupatioal risk category, where remedial work may be required as soo as possible. Hazard Idetificatio Risk Assessmet ad Risk Cotrol the risk level associated with each hazard. 25
28 Severity Sigificat (S) Major (M) Negligible (N) Likelihood High (H) Itermediate (I) Low (L) Idicates a MEDIUM occupatioal risk category, where remedial work may be required i the medium term. 3. Idicates a LOW occupatioal risk category, where remedial work may be required i the log term. Note 1: there are may differet methods of coductig a risk assessmet. This simple matrix model is used to illustrate a simple method that should be easily uderstood by ay perso i the orgaizatio. The risk assessmet step should be just viewed as a prioritizatio step withi the process of cotrollig risk. It does ot mea that a low risk hazard is ay less importat tha a high risk hazard. It simply recogizes the fact that a high risk hazard is more likely to cause more serious harm sooer tha a low risk hazard. It is ot practicable to try to reduce or elimiate all ad risks at the same time. The orgaizatio which applies the risk assessmet approach will be able to clearly demostrate that it is doig all that is reasoable practicable to cotrol the hazard, give the geerally limited availability of resources i most orgaizatios, be they fiacial, huma, techical, etc.
29 Note 2: for some hazards, a more detailed risk assessmet ca be carried out usig a questio ad aswer based template approach. These questios ad aswers are usually determied by specific legislative requiremets, ad examples of hazards usig this more detailed risk assessmet approach are ergoomics, maual hadlig, fire ad explosio, pregacy, electricity, chemical ad biological agets. The output from the questio ad aswer approach will still be a overall risk classificatio such as high, medium ad low, depedig o the iformatio provided durig the assessmet. 18. Acceptable risk I certai situatios it may be determied by maagemet that the risk level has bee reduced as far as possible. I this case, the Acceptable box ca be ticked to idicate that o further work will be udertake to reduce the risk level for the particular hazard. 19. Additioal Cotrol Measures Required (if ay) Ay additioal cotrol measures that eed to be put i place to reduce the risk should be idetified i this sectio. The Corrective ad Prevetive Actio form could be used to maage these actios, or a simple task maagemet system that records the task, ad assigs it to someoe alog with a timeframe for completio will also suffice. Note: I some cases the cotrol measures may refer to a ogoig or plaed project which is already idetified i the Safety Objectives, Targets ad Plas, ad a simple referece should the be icluded from the required cotrols sectio to the related pla for traceability purposes. 20. Resposible Perso/Date Eter the ame of the perso resposible for completig the required cotrol measure ad the system stadard. There are may differet risk assessmet techiques available, ad the supplier has to choose a methodology that best suits their ow requiremets. It is recommeded that whatever process is adopted, the risk cotrol sectio follows the hierarchy outlied i this safety maual. Hazard Idetificatio Risk Assessmet ad Risk Cotrol expected completio date for the task. Note: it is suggested that i the early phases of developig a maagemet system that this 21. The methodology outlied i this sectio is optio is ot exercised. desiged to be compliat with the OHSAS18001 iteratioal health ad safety maagemet 27
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