HSE COMMUNICATION SYSTEM PROCEDURE
Author
Jawad Kadhum
Rev
00331
Page
1 of 6
AL- Yamama Engineering Company
HSE COMMUNICATION SYSTEM PROCEDURE
1
HSE COMMUNICATION SYSTEM PROCEDURE
1.0
Author
Jawad Kadhum
Rev
00311
Page
2 OF 6
PURPOSE
This procedure defines the process for: a) Internal Consultation &Communication / awareness within the Company. b) External Communication between ALYAMAMA ENGINEERINGCOMPANY and external interested parties, such as regulatory authorities and the public / local community groups. 2.0
SCOPE
This procedure shall be applicable to all the departments of the Company. 3.0
RESPONSIBILITY & AUTHORITY
The Management Representative / Contract Managers / Project Managers shall be responsible for implementing this procedure in their respective area.
4.0
REFERENCE
1. OHSAS 18001 : 2007 – 4.4.3 Consultation & Communication 5.0
PROCEDURAL STEPS
5.1
Internal Communications / Awareness:
5.1.1
Internal communications shall be implemented to ensure that those personnel at each relevant level and function are aware of the following: 1) 2) 3) 4) 5)
The HSE Management System. The importance of conformance with the Policy, Procedures and System. The potential consequences of system non-conformances Individual roles and responsibilities in achieving conformance with procedures, including emergency preparedness and response The significant Occupational Health & Safety Risks, Environmental Aspects associated with work activities & the benefits of improved personal performance.
2
HSE COMMUNICATION SYSTEM PROCEDURE 5.1.2
Author
Jawad Kadhum
Rev
00311
Page
3 OF 6
Internal Communications may be accomplished by the use of: 1) Notice boards 2) Awareness training of facility personnel, asappropriate in line with job function 3) Training of relevant job functions, as appropriate 4) 5) 6) 7)
Electronic notes and meeting minutes Team meetings Management reviews and meeting minutes Corrective and Preventive Action Requests
5.1.3
Communication of HSE issues from employees to ALYAMAMA ENGINEERING COMPANY Management Team shall be handled by the Manager representing the affected area; in coordination with the MR.
5.1.4
Communication of changes to legal & other requirements to employees shall be taken care by the MR and Manager (HR).
5.2
Internal Consultation:
5.2.1
Project Managers are responsible to provide arrangements to involve their employees at different levels (including workmen) in the following processes: 1) 2) 3)
4)
5.2.2
Consultation over the development and review of policies Development and review of HSE Objectives Decisions on the implementation of processes and procedures to manage risks, including carrying out of hazard identification, and in reviewing risk assessments and risk controls relevant to their own activities. Consultation over changes affecting workplace HSE e.g.: introduction of new or modified equipments, materials, chemicals, technologies, processes procedures or work patterns.
Records of such involvement are maintained by the Business Unit Head.
INTERNAL COMMUNICATION:
Sl. No.
1
Topic for Communication
Awareness of HSE Management System
Personnel To Be Communicated All Employees
Responsible for Communication
MR/HSE Department/Project Manager
Mode of Communication
Awareness & Induction,& Training Programme
3
HSE COMMUNICATION SYSTEM PROCEDURE
Author
Jawad Kadhum
Rev
00311
Page
4 OF 6
2.
HSE Policy
All Employees
MR/HSE Department/Project Manager
Notice Boards and Training, Display on Notice board, Conducting Training
3.
Roles &
Concerned
Business Unit
Integrated System Manual,
Responsibility
Employees
Head/ Project Manager
Procedures and Work Instruction. Training in HSE plan PQP
4.
Objectives & Targets
All Employees
MR/Business Unit Head/ Project Manager
Inter office memo, Notice Board, Meeting, Management Review Meeting, Circulating IOM Display in N.B. Conducting meetings.
5
HSE Issues
HSE Committee Team
MR/HSE Department/Project Manager
Inter Office Memo, Electronic notes
6.
System Performance
All Employees
MD/MR
Management Review Meeting
5.3. External Consultation & Communications:
5.3.1
External Communication related to HSE aspects of Alyamama are carried out by Project Manager / Business Unit Head. A log of all written and verbal communications may be maintained, if required, by the concerned Project Manager / Business Unit Head in External Communication log
5.3.2
The concerned Project Manager / Business Unit Head shall prepare response, in consultation with the MR, to enquiries / complaints / instructions from the Government bodies, regulatory agencies and interested parties.
5.3.3
The Manager (HR) / MR / Business Unit Head are responsible for responding to media communications, if any
5.3.4
Where community concerns related to a HSE emergency, Procedure for Emergency Preparedness and Response shall be implemented.
5.3.5
The Manager (HR) / MR / Business Unit Head is responsible for determining the need for and preparation of any notification to regulatory agencies on an as needed basis.
4
HSE COMMUNICATION SYSTEM PROCEDURE
Author
Jawad Kadhum
Rev
00311
Page
5 OF 6
EXTERNAL COMMUNICATION:
Responsibility Sl. No
1.
2.
Interested Party
Customer
Local Community
Topic For Communication
Mode of Communic ation
Receiving, Recording Communicating
Any relevant Information as required by the Customer.
Letter
-Any Environmental and occupational concern raised
Letter
MD/MR/ Head of Division/ Manager (HR)/ Project Manager
Business unit Head/ MR/Project Manager
-Significant aspect/risk that may affect.
3.
Social Association
Any Environmental or occupational concerns raised.
Letter
MD/MR/ Manager (HR)/ Head of Division
4.
Supplier / Sub contractor
-Environmental Request for improving Protection
Letter
Head Purchase/ MR
- Any other issues raised. 5.
Share Holders
Initiatives taken by the organization towards Environmental Protection
Quarterly Report
MD
6.
Banks & Insurers
Relevant Information as required
Letter
MD/Senior Manager (Finance)
5
HSE COMMUNICATION SYSTEM PROCEDURE
7.
8.
9.
6.0
Media
Author
Jawad Kadhum
Rev
00311
Page
6 OF 6
Initiatives taken by organization & subsequent
Press release,
MD /
development
Interviews, Seminar
Manager (HR)
Regulators (Govt. Authorities, Ministries)
Response to Show cause Consents
Letter
CEO/MR/ Manager (HR)
Consultants
Any relevant Information as required by the Customer.
Letter
Business Unit Head / Project Manager
DOCUMENTS
NIL
7.0
RECORDS
External Communication Log
6
