HSE Manual

ISSUE NO : 4

H S E MANUAL

Rev. No.10

PAGE 1

Doc. Ref. No : HSEM - 01

1. CONTENTS Sl No

Title

Page No

1

Contents

1

2

Revision Record

3

3

Description of the organisation

4

4

HSE Management System

5

General

7

4.1

4.1.1

Scope

7

4.1.2

Abbreviations

7

4.2

HSE Policy

8

4.3

Planning

8

4.3.1

4.4

Hazard identification, risk assessment and determining controls

8

4.3.1.E 4.3.2

Environmental Aspects

8

Legal and other requirements

9

4.3.3

Objectives and Programme(s)

9 10

Implementation and Operation 4.4.1

Resources, roles, responsibility, accountability and authority

10

4.4.2

Competence, training and awareness

24

4.4.3

Communication, participation and consultation

25

4.4.4

Documentation

26

4.4.5

Control of Documents

26

4.4.6

Operational control

26

4.4.7

Emergency preparedness and response

27

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Sl No 4.5

4.6

Title

Page No 27

Checking 4.5.1

Performance measurement and monitoring

27

4.5.2

Evaluation of compliance

28

4.5.3

Incident investigation, Nonconformity, corrective action and preventive action

28

4.5.4

Control of records

29

4.5.

Internal audit

29 30

Management Review

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3. DESCRIPTION OF THE ORGANIZATION EMCO – ENGINEERING MAINTENANCE COMPANY was founded in Abu Dhabi in the year of 1980 realizing the need for specialized maintenance services of industries, commercial and residential complexes. EMCO has since grown into a leading contracting and maintenance company extending its services all over the U.A.E. in the field of electrical, mechanical, air-conditioning and civil engineering. EMCO is a part of ETA-ASCON Group, a conglomerate of companies famous for their execution of major Electro mechanical works, construction of buildings, installation of highspeed elevations, trading and assorted activities. EMCO is thus enjoying the exclusive privilege of tremendous flexibility in terms of mobilizing its expertise and professional support towards assuring satisfaction to its widely varying clientele. EMCO has their Head Office in Abu Dhabi with a Warehouse in Mina Port as well as Mussafah Industrial Area, Accommodation Camps in Mussafah, Al Ain, Ruwais, Habshan,Asab areas. The range of services as offered by EMCO to its various clientele covers integrated facilities management, maintenance and installation of hvac and electrical systems, civil maintenance, civil construction, refurbishment and interior fitout works, maintenance of fire and gas detection system EMCO has got a clear “organization structure” with division of responsibilities in order to serve the various areas of operation. A permanent work force of over 2000 technicians/workers and over 200 staffs, cater to the needs of the growing clientele. These highly skilled engineers and technicians are drawn from the premier engineering and technical institutes and lend their expertise in the field of maintenance, renovation and extension of existing and through the installations of new facilities. Ongoing training programs keep the technicians up to date and well aware of the innovations in the industry and strengthen their commitment towards excellence. The HSE Department operating from the Group HO at Dubai, provides necessary technical expertise on HSE matters to the top management and all the sites of EMCO. HSE personnel have been deputed in major and / or critical sites.

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4. HSE MANAGEMENT SYSTEM (HSEMS) 4.a STRUCTURE OF THE HSE MANAGEMENT SYSTEM The HSEMS is structured as shown below.

•

The HSE Manual provides an overview of the HSE Management System in EMCO. While formulating this manual, extensive involvement of various levels of people was considered. After they were formulated, all employees were informed of these and their feedback was obtained through tool box talks.

•

Different sections are arranged sequentially, in-line with the clause / sub-clause numbers of ISO 14001:2004 and OHSAS: 18001:2007 standards.

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The System Procedures(SP) provide further detail on how the requirements of the respective clauses of the OHSAS 18001 & ISO 14001 standards are fulfilled in the HSEMS of EMCO. The General Procedures(GP) detail the EMCO specific requirements to be implemented to reinforce the implementation of system procedures. The Operational Control Procedures(OCP) describe the implementation requirements, at the work locations, of all the critical activities for which the absence of a procedure may lead to major deviations. The Risk/Aspect Impact assessments are the back bone of our HSEMS, in which the hazards/aspects in all our activities, services have been identified to manage them effectively. These assessments are an ongoing process and are reviewed and revised as per the respective system procedures. The Registers include the Risk register, Aspect/Impact register as well as the Legal registers. All these registers are reviewed and updated as detailed in the respective system procedures. The Permits, Formats and Checklists are prepared to comprehensively implement the requirements stated above, at the work locations. This is an exhaustive list that covers all the applicable equipment, activities, services and locations. The contents in this section are referred against the respective system and general procedures as well as in the applicable risk/aspect/impact assessments and are reviewed/updated appropriately. All controlled copies of manual are issued by the Management Representative and approved by the Divisional head. Signatures appear only in the revision record of each section of the management system, indicated in Figure 1, but not in all pages of the respective documents. The current revision number and revision dates are indicated on each page. Whenever any section is revised, the revision number of that page of the corresponding section is incremented by 1. After at least 11 revisions are made, the whole manual is re-issued by increasing the issue number by 1 and keeping revision number as 0 in all the sections. This HSE-MS Manual is available only in English language.

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4.1 GENERAL This HSEMS document is a sole property of EMCO. No part of this manual shall be copied, reproduced, distributed, circulated in whole or in the part or reduced to any form including machine readability form or otherwise, without written consent from the Management Representative.

4.1.1 SCOPE The HSE management system encompasses all activities of EMCO including integrated facilities management, maintenance and installation of hvac and electrical systems, civil maintenance, civil construction, refurbishment and interior fitout works, maintenance of fire and gas detection systems

4.1.2 ABBREVIATIONS Abbreviation Expansion AD EHSMS Abu Dhabi Environment Health and AGM AO AIAC CA CB DGM E EMCO DVR FM GM GP HO HR HSE HSEMS HSE O/E IA KPI

Safety Management System Assistant General Manager Administration Officer Aspect Impact Assessment Committee Camp Administrator Camp Boss Deputy General Manager Engineer Engineering Maintenance Company Driver Foreman General Manager General Procedure Head Office Human Resources Health Safety Environment

Abbreviation Expansion MR Management Representative MS MSDS NCR OCP PM PPE PTW RA RAC SC SE SI SP TC

(HSE) Management System Material Safety Data Sheet Non Conformance Report Operational Control Procedure

Project Manager Personal Protective Equipment

Permit To Work Risk Assessment Risk Assessment Sub Contractor Site Engineer Stores In charge System Procedure Transport Coordinator

Health Safety Environment Management System

HSE Officer/Engineer Internal Auditor Key Performance Indicator

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4.2 HSE POLICY • • • • •

The HSE policy is approved by the core committee and authorized by the divisional head. It is reviewed periodically by the core committee in the management review meetings and revised if required. It is communicated to all persons working under the control of the organization in order to make them aware of their individual obligations. The HSE policy is formulated inline with OHSAS 18001:2007 & ISO 14001:2004 as well as the legal & other requirements. It is posted in the website and displayed in the facilities under EMCO’s control, in order to make it available to the interested parties and the public. It is also made available to clients through tender documents and is attached to contract agreement of sub contractors at the time of signing the contract.

Reference :

HSEP – 01

4.3 PLANNING 4.3.1 HAZARD IDENTIFICATION, DETERMINING CONTROLS

RISK

ASSESSMENT

AND

Hazard identification and risk assessment of EMCO’s activities is an ongoing process that determines the past, current and potential hazards, the associated risks as well as the controls required to eliminate or mitigate the same. A system procedure has been established inline with the OHSAS 18001:2007 requirements as well as the AD EHSMS requirements. All routine and non routine activities of the division are covered in the procedure Reference : SP 1 Risk assessment HSERA – 01 HSERAR - 01

4.3.1 (E) ENVIRONMENTAL ASPECTS The identification of Environmental Aspects and the assessment of the related impacts is an ongoing process that determines the past, current and potential aspects and their impacts pertaining to EMCO’s activities and services. A system procedure is established inline with the ISO 14001:2004 requirements as well as the AD EHSMS requirements. The procedure also covers evaluation method to determine those aspects, which have or can have significant impacts on the environment. Reference : SP 2 Aspect Impact Assessment HSEAIA – 01 HSEAIAR - 01 ISSUED BY

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4.3.2 LEGAL AND OTHER REQUIREMENTS Compliance with relevant Health, Safety and Environmental laws, applicable to the company is a commitment in our HSE policy. The identification of the law and its applicability to the organization is the first step towards compliance. A procedure has been established to identify, have access to legal and other requirements directly attributable to the Health, Safety and Environmental aspects of the company. A register of relevant Safety, Health and Environmental legislation is established and maintained according to the procedure defined, and is verified at defined intervals to ensure adherence continuously. Employees working under the control of EMCO shall be communicated with the relevant legal requirements by various means such as tool box talks, group meetings, review meetings, training programs etc., Reference : SP 3 Legal and other requirements. HSELR - 01

4.3.3 OBJECTIVES AND PROGRAMMES A procedure has been established for developing and reviewing of objectives and targets. The objectives and targets are established inline with the HSE Policy after considering the significant aspects, risks, technological options, financial, operational and business requirements and the views of interested parties including legislative requirements. The HSE objectives and targets, at relevant functions/levels of the organisation, are decided by the core committee and approved by the divisional head. HSE programmes are developed to achieve the objective, detailing the means, responsibility and timescale. The HSE Programme(s) shall be reviewed at regular planned interval, where necessary the HSE MS Programme(s) shall be amended to address changes to the activities & services or operating condition of the organization. Reference : SP 4 Objectives, Targets, Programs. HSEO - 01

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4.4

IMPLEMENTATION AND OPERATION

4.4.1 RESOURCES, ROLES, RESPONSIBILITY, ACCOUNTABLITY AND AUTHORITY The top management has the ultimate responsibility for effectiveness of HSE as well as the HSEMS of EMCO. The necessary human resources are allotted to the various functions of the organization as illustrated in the organization chart (Annexure 1 of Quality Manual). The roles, responsibilities, accountability and authority of key personnel who can directly or indirectly influence the implementation and maintenance of this HSEMS are detailed below. a. Role : Divisional head Responsibilities shall include but not limited to the following : 1. The divisional head, personally and through delegation to the Managers or any other appropriate members of the staff, is responsible for the formulation, implementation, and instrumentation of satisfactory accident and fire prevention, environmental safety, and health hazards control programs that execute the basic EMCO HSE Policy. 2. Responsibility for operating safely is delegated to and vested in the respective Managers, while the responsibility for formulating satisfactory management systems, as well as auditing the performance of EMCO operations, is delegated to MR. 3. The divisional head will assure that the necessary expenditures for HSE are authorized and will provide support and direction for the HSE Management System. 4. He shall chair the HSE Management review meetings and review the HSEMS implementation effectively and make HSE as a part of the agenda in relevant functional meetings chaired by him. Accountability : He shall be accountable for the overall Health and Safety of personnel under the control of EMCO and protection of environment, pertaining to the activities & services of EMCO. Authority : The divisional head has the overall authority on all functions of the organization and to take independent decisions on various issues.

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Doc. Ref. No : HSEM - 01 b. Role : Department Head/Deputy General Manager/Asst. General Manager Responsibilities shall include but not limited to the following : He shall 1. be personally responsible to the Divisional head for the health and safety of personnel and property as well as prevention of pollution within their respective areas of operations. 2. take active and aggressive leadership in the implementation and enforcement of the EMCO’s HSE Policy and HSE Management System. 3. insist that all works shall be done in strict accordance with approved procedures (SPs, GPs, OCPs). 4. ensure that the mobilization checklist for new projects, is completed by the respective incharges. 5. conduct kick off meeting with the project team for applicable projects to ensure that the HSE requirements of the project are fulfilled, with specific reference to the mobilisation checklist. 6. hold HSE monitoring-meetings with their engineers and issue instructions and information, as necessary, to assure that all are aware of their responsibility towards controlling the hazards. 7. conduct Sr.Management inspections (if applicable) on a quarterly basis. 8. attend HSE trainings, meetings whenever nominated, as well as nominate his subordinates for such programmes, if relevant. 9. monitor the HSE performance of their subordinates and provide constructive feedback on improving the same. 10. monitor the implementation of HSE objectives and programmes. 11. ensure that internal HSE audits are conducted in their locations at regular intervals and the observations/non conformances are addressed effectively. 12. review and assess subcontractor performance, including it as a major criteria in their selection and make HSE an essential element in the relevant contract documents. 13. ensure compliance to the legal and other requirements pertaining to their locations/functions. 14. counsel the poor HSE performers based on the monthly HSE performance reports (KPIs) generated by the HSE personnel (wherever applicable). 15. ensure that the motivational programmes, BBS inspections and environmental practices are effectively implemented in the respective locations. Accountability : He shall be accountable for the overall Health and Safety of personnel under his control and protection of environment, pertaining to his department/function. Authority : He has to overall authority on his department functions and take independent decisions on various issues under his purview.

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Doc. Ref. No : HSEM - 01 c. Role : Project Manager/Site In - charge Responsibilities shall include but not limited to the following : He shall 1. ensure that necessary resources are provided at site to prepare and implement the HSEMS. 2. assign equal importance to HSE like any other functions of the business. 3. monitor the site HSE performance on a day-to-day basis and spend atleast 10 mins every Saturday, doing a specific HSE activity and inform the details to his superior. 4. chair fortnightly HSE review meetings to have a detailed review of the site HSE performance 5. assign responsibilities to site engineers/line staff to close the non conformances & HSE observations raised by the HSE personnel and arranging to take appropriate corrective action. 6. subject himself to internal HSE audits and implement the recommendations 7. arrange for weekly BBS inspections and periodical inspection of the accessories (Scaffoldings, Ladders, Power tools etc by approved & trained inspectors) at regular intervals 8. arrange for third party inspection of machineries, equipment, lifting/ hoisting equipment / accessories at regular intervals as prescribed in the local regulations. 9. identify the need for conducting HSE inspection by HSE personnel, in sites where critical activities are likely to be taken up. 10. arrange HSE induction for all the new employees through HSE personnel/coordinator. 11. identify the HSE training needs for various levels of employees particularly those involved in critical activities and ensuring that trainings are conducted as per training plan. 12. ensure that incidents are reported, investigated and corrective actions are taken as per the recommendations in the prescribed format. 13. monitor sub contractor HSE performance and ensure compliance level are met at all times. 14. arrange day to day permits according to site specific requirements which including those required by the client as well as by other authorities for road crossing, night work, special operations etc and maintain such records at site till end of the project. 15. ensure that the recommendations in HSE inspections, Internal HSE audits, HSE alerts are closed and compliance reports are sent to MR (HSE) within the specified duration. 16. Implement and arrange the issue of EMCOINs to deserving employees and encourage the reporting of incidents, suggestions and take corrective action on the same. 17. counsel HSE violators in order to improve their HSE performance. 18. arrange adequate welfare facilities as per the legal requirements and ensure their cleaning & maintenance by a nominated person. 19. conduct weekly/monthly A1 inspections of the site & take corrective action on the findings. 20. arrange and maintaining suitable shelters/stores for chemicals and flammable materials 21. enforce good housekeeping practices & adopt 4 R’s principle (Refuse, Reduce, Reuse, Recycle) in waste management and ensure collection, segregation, appropriate disposal of hazardous and non-hazardous wastes by allocating men, material, logistical resources. Accountability : He shall be accountable for the overall HSE performance of his site/project Authority : He has the authority to STOP work in case of imminent danger to life or environment, discipline personnel in case of violations and approve site HSE resources. ISSUED BY

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Doc. Ref. No : HSEM - 01 d. Role : Frontline Engineers/Supervisors/Foremen Responsibilities shall include but not limited to the following : 1. Each Engineer/ Supervisor/ Foreman or any other person who immediately directs the activities of the workmen shall be responsible and accountable for the prevention of injuries to employees under their jurisdiction. 2. To accomplish this, employees shall be trained to work safely and supervisors shall observe them closely, correct unsafe acts and mechanical or physical conditions, enforce safety rules and regulations, assist in investigation of accidents and incidents, and take other actions necessary to ensure the health and safety of their employees. 3. They shall make it clear to each employee that safety measures are a part of the job requirements and are not optional suggestions to be disregarded. 4. Daily TBT & Work instructions by the supervisors should include a review of applicable industry HSE procedures and standards, manufacturer’s recommendations, equipment-specific HSE issues, and the identification of hazards/aspects associated with each step as identified in the Risk/Aspect Impact Assessment Sheets. 5. They shall issue EMCOINs to their subordinates/workers according to their eligibility. 6. Plan in advance & arrange necessary resources, signages required for safe execution of the job 7. Attend HSE trainings as per the training matrix & calendar as well as spare employees working under him for the same. 8. Ensure that all employees working under him have attended HSE induction before assigning work at site. 9. He shall, as applicable, conduct/take active part in the fortnightly HSE meetings. 10. Rectify the environmental issues and unsafe conditions pointed out by the HSE engineer. 11. Ensure that the employees use safety appliances related to the type of their job. 12. Report any unsafe acts/conditions, suggestions, incidents related to HSE, etc to the HSE engineer/officer for further investigation as well as to the Project Manager/Site in-charge. 13. Encourage their employees to participate in suggestion/near miss scheme. 14. Issue safety attitude improvement slips to workers, consistently, on noticing any unsafe acts. 15. Monitor subcontractor performance and commitment; 16. Ensure documented procedures are followed, and records kept on site; 17. Ensure any complaints are complied and report passed onto the interested parties who launches the complaint; 18. Ensure good housekeeping in the work areas and maintaining a clear access at all times. 19. Obtain PTW and implement the requirements for all applicable activities. Accountability : They shall be accountable to the prevention of injury/ ill-health of personnel under their control as well as environment protection pertaining to their activities. Authority : They have the authority to STOP work in case of imminent danger to life or environment and discipline personnel in case of violations. ISSUED BY

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Doc. Ref. No : HSEM - 01 e. Role : HSE Manager/In-charge Responsibilities shall include but not limited to the following : He shall 1. be responsible for the development of a HSEMS. 2. Provide technical expertise to assist in incident investigation as well as preparation of incident investigation reports. 3. Communicate results of incident investigation to all applicable personnel and appraise the management on the status of implementation of recommendations. 4. Provide assistance and advise to the divisional head and other department heads in fulfilling their responsibilities. 5. Develop and maintain a HSE awareness and incentive program. 6. Keep abreast of the Legislation and Government regulations pertaining to occupational safety and health. 7. Monitor and review the performance of his subordinates 8. Co-ordinate with HSE personnel, Project managers for daily management of Occupational health, safety and Environmental issues. 9. Mentor the HSE engineers/officers, if required. 10. Monitor the staff HSE performance monitoring report on monthly basis and present the results to the management for further action. 11. Guide Purchase team on purchases that could have an impact on HSE. 12. Prepare project specific HSE plans for review and approval by the relevant authorities 13. Arranging/conducting HSE campaigns, surveys, verification of compliance to legal & risk assessment requirements. 14. Plan and organize preparation of risk/impact assessments with the help of risk/impact assessment committee members 15. Preparing training plan, training matrix & training modules and training the respective employees on HSE requirements 16. Conduct HSE audits/inspections of sites at regular intervals (scheduled/unscheduled) and appraise the site management/top management on the findings. 17. Appraising the management on sub contractor HSE performance, at regular intervals Accountability : He shall be accountable for monitoring the establishment and implementation of HSEMS effectively and appraising the management on EMCO’s HSE performance Authority : He has the authority to conduct surprise inspections/audits, take samples, records and have access to all locations, equipment & personnel under the control of EMCO.

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Doc. Ref. No : HSEM - 01 f. Role : Management Representative (MR - HSE) Responsibilities shall include but not limited to the following : MR-HSE shall have the following responsibilities 1. Monitoring all aspects of the HSEMS to ensure adequacy, relevance, consistency in performance parameters, non-conformances, preventive and corrective action etc. 2. Review the functioning of the risk/aspect impact assessment committee at regular intervals to ensure that risk/aspect impact assessment is available for all the ongoing jobs and they are suitable to the environment in which the said activities are being carried out. 3. Review the adequacy of HSE monitoring and review being carried out by individual operational managers by investigating the records maintained by them. 4. Monitor the internal audit schedules and the audit results. 5. Ensure any changes to the HSEMS, Legal & other requirements are made known to all staff and subcontractors. 6. Carry out random checks to the maintenance and inspection records of machinery to ensure that they are under good working condition. 7. Monitoring the investigation reports of accidents/ incidents/ near misses, non-conformance / action taken reports to give feed back to the risk/aspect impact assessment team to ensure preventive actions are taken. 8. Reviewing the lessons learnt from the emergency mock drills conducted at various locations. 9. Conduct random sampling to see if the document control system is fully operational. 10. Circulating agenda for the Management review meeting indicating the specific elements of the OH&S management system, which requires review. 11. Provide inputs to the Management Review meeting regarding the overall performance of the OH&S management system, highlighting the areas of concern with suggestions for corrective measures to be taken. 12. Monitor the EMCOINs scheme and provide feedback to the management. 13. Collate the data of suggestions/nearmisses and follow up with the management for the implementation of relevant ones. 14. Maintain the data related to various elements of HSEMS. 15. Conduct HSEMS awareness session to all new employees joining the organization. Accountability : He shall be accountable for monitoring the establishment and implementation of HSEMS effectively and appraising the management on EMCO’s HSE performance Authority : 1. He will have access to all the sites and records being maintained in the office and sites. 2. He will get a copy of all the management system reports. 3. Employees at all levels will allocate necessary time to him during the normal office hours or at mutually agreed time to facilitate him to conduct any of the above mentioned functions ISSUED BY

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Doc. Ref. No : HSEM - 01 g. Role : Administration Officer/HR Manager Responsibilities shall include but not limited to the following : He shall 1. Provide HSE induction to all the new employees before sending them to the sites. 2. Arrange for necessary HSE induction before any employee (including staff members) is posted to oilfield job sites either through one of the HSE personnel or by the concerned site engineer or by the client. 3. Organizing the HSE trainings as per the training matrix and training calendar by coordinating with the trainer and trainees. 4. Ensure that the documents related to HSE matters are properly filed in a manner to ensure immediate retrieval whenever needed. 5. Facilitate the process of upward communication from the technicians working as a vital link between the technicians and the management. 6. Ensure that continuous improvements are recorded and implemented in your own area of working with special reference to HSE matters. 7. Ensuring that the emergency preparedness and response plans and response teams are available in offices, stores, camps and quarterly mock drills are conducted in all the camps. 8. Arranging the fire fighting and first aid equipment in camps, offices, stores and monitoring their inspection and maintenance at stipulated intervals. 9. Arranging the electrical inspections by a competent electrician in camps and offices on a monthly basis and taking corrective action on the findings. 10. Arrange the conduct of surveys and record the results to facilitate detailed analysis. 11. Maintaining and updating the training register & related records, on completion of trainings and updating the ECFs of the respective employees to include the new skills. 12. Monitoring the pest control in offices and camps and arranging for water potability tests in camps every six months. 13. Coordinating and arranging the printing and distribution of HSE related documents, as and when required. 14. Monitor the issue of EMCOINs to the employee’s under his control. 15. Implement environment friendly practices & 3 R’s principle in locations under his control. 16. Maintain the welfare of employees satisfactorily. Accountability : He shall be accountable for the effective management of human resources and facilities of EMCO pertaining to HSE. Authority : He has the authority to inspect/audit facilities, have access to all locations, counsel/interview personnel & take disciplinary action.

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Doc. Ref. No : HSEM - 01 h. Role : Camp coordinator/Camp boss Responsibilities shall include but not limited to the following : He shall 1. Ensure proper maintenance of camps/messes at all times and discipline of its inmates 2. Conduct periodic camp inspections and generate status reports regarding the living conditions, hygiene, environmental practices, fire prevention and fighting measures etc. 3. Conduct welfare committee meetings in camps with the key personnel and take action on the discussions. 4. Ensure that camp specific emergency preparedness and response plans are available in all the camps and mock drills are conducted in all the camps every three months. 5. Ensure all required legal documents are available in the camps and messes at all times. 6. Monitor food handler certificate of all camps 7. Co-ordinate service/maintenance of fire fighting system of all camps 8. Monitor implementation of EMCOINS in all camps. 9. Ensure optimal utilization of water and electricity in camps and appraise the administration officer on the status of the same. 10. Ensure that the work activities carried out for the maintenance of camp are assessed for their risks/impacts and are carried out by competent persons as per the HSE requirements. 11. Ensure that camp mobilization check list is fulfilled and appraise the status from time to time. 12. Ensure that initial kick off meeting is done before mobilizing a camp 13. Monitor half yearly rotation of mess staff and security in coordination with the concerned. 14. Monitor implementation of suggestions/ nearmisses related to camp 15. Notify the HSE department on injury cases in camps with the necessary reports. 16. Ensure that the wastes generated in camp are segregated as hazardous and non-hazardous and disposed/recycled through authorized agencies. 17. Monitoring the pest control in camps and arranging for water potability tests in camps every six months. 18. Apply 3 R’s principle in applicable activities and manage camp resources. Ref : Standard Operating Procedures for EMCO Labour camps.

Accountability : He shall be accountable for the overall implementation, maintenance and continual improvement of HSE management in all EMCO Camps & accommodations. Authority : He has the authority to access all camp/accommodation facilities including the rooms of inmates, conduct surprise HSE inspections/audits, collect samples and recommend for disciplinary actions for any HSE violations.

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Doc. Ref. No : HSEM - 01 i. Role : Purchase Manager/ In-charge Responsibilities shall include but not limited to the following : He shall 1. Ensure that MSDS is obtained from the supplier, while procuring any type of chemicals and that the PPE suitable for handling the chemical is available in the stores. 2. Ensure that the relevant lists (LI’s) are updated, whenever any new chemical, machinery, lifting tackle etc. are introduced in the Company. 3. Ensure that lifting tackles & appliances are purchased/hired only with necessary test certificates. 4. Ensure that the hired operators of equipment and machinery possess the necessary license and third party competency certificate. 5. Ensure that the hired machinery/equipment possess the necessary third party certificates, if applicable. 6. While forwarding materials to site, copy of the LPO shall be sent to that the receiver can inspect the materials based on the specifications indicated in the Purchase Order. 7. Maintain the specifications of all materials/equipment having an impact on HSE and refer them processing their order. 8. While ordering any materials, consideration shall be given to its impact on the HSE matters. He shall arrange samples and consult the HSE department personnel, on the same. 9. Shall pursue the policy of “suitability for the purpose” and “value for money” while deciding between vendors.”Going for the cheapest” without consideration of the above aspect is against the interest of the organization. 10. Wherever applicable, forward the respective inspection checklist to the supplier, alongwith LPO, to ensure that the equipment supplied by them fulfills the requirement. 11. Liaise with hazardous waste disposal agencies and arrange to dispose the hazardous wastes from the designated collection points. 12. Communicate HSE requirements to suppliers/vendors appropriately. Accountability : He shall be accountable for the purchase of equipment/materials as per the HSE specifications and procedures. Authority : He has the authority to liaise with suppliers/vendors to ensure the quality of materials and reject them if they do not fulfill the conditions.

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D.CHANDRAMOHAN

G.M.ISMAIL

1st Nov 2011

ISSUE NO : 4

H S E MANUAL

Rev. No.10

PAGE 19

Doc. Ref. No : HSEM - 01 j. Role : Transport Coordinator Responsibilities shall include but not limited to the following : He shall 1. Ensure that all vehicles under his control are sent for preventive maintenance and routine servicing at the designated timings as recommended by the manufacturer. 2. Ensure that the roadworthiness of all the vehicles (hired/owned) are properly maintained. 3. Follow necessary checklists for new/hired vehicles and provide necessary feedback/advice. 4. Communicate relevant HSE information to personnel under his control. 5. Ensure that all vehicles are provided with the necessary emergency supplies as given in the Journey Management Procedure. 6. Ensure that all vehicles are provided with necessary signage and a history card in which any major repairs carried out, maintenance/servicing details are recorded and maintained properly 7. Ensure that all drivers attend the “Defensive Driving” session atleast once a year. 8. Ensure that all EMCO drivers are assessed for their driving skills alteast once a year and hired drivers are assessed at the time of hire and every year thereafter. 9. Record & Investigate all vehicle incidents/violations and ensure corrective action is taken. 10. Issue EMCOIN’s to all drivers as per their eligibility. 11. Monitor the mileage of vehicles and adopt environmental friendly practices during vehicle servicing & maintenance especially handling and disposal of vehicle related wastes. 12. Propagating fuel conservation, avoiding duplication of trips/multiple trips and encouraging car pooling to conserve fuel. 13. Monitor the health and fitness of drivers at planned intervals. Accountability : He shall be accountable for safe transportation of personnel and safe condition of vehicles hired/owned by EMCO. Authority : He has the authority to inspect & approve vehicles, assess drivers, audit the applicable procedures, interview/counsel drivers and recommend disciplinary action on personnel under his control. k. Role : Welfare officer Responsibilities shall include but not limited to the following : He shall 1. Attend welfare committee meetings in all camps with key personnel and take action on the discussions. 2. Counsel employees on welfare issues & attend to their grievances and appraise the management on the same. 3. Co ordinate the medical examinations pertaining to occupational health of employees and appraise the management on the same. 4. Organise health campaigns with the health department at planned intervals. ISSUED BY

APPROVED BY

ISSUED DATE

D.CHANDRAMOHAN

G.M.ISMAIL

1st Nov 2011

ISSUE NO : 4

H S E MANUAL

Rev. No.10

PAGE 20

Doc. Ref. No : HSEM - 01 Accountability : He shall be accountable for analyzing and monitoring the welfare issues of personnel under the control of EMCO. Authority : He has the authority to interview personnel and inspect/audit facilities of EMCO in order to assess their suitability in maintaining the welfare of employees. l. Role : Health coordinator/male nurse Responsibilities shall include but not limited to the following : He shall 1. Monitor the occupational and general health of personnel under the control of EMCO. 2. Collate data pertaining to incidents/illnesses and present an analytical report on the same, to the management. 3. Attend to the injuries and illnesses of employees without fail and recommend for further medical assistance, wherever appropriate. 4. Ensure the availability of necessary facilities, equipment and items to provide first aid. 5. Organise health campaigns for EMCO personnel at planned intervals. 6. Notify the management on serious illnesses/injuries by the fastest means and provide further assistance and advice as appropriate. 7. Ensure that employees are examined for their occupational diseases, maintain the related data/records and appraise the relevant departments & management, on the same. Accountability : He shall be accountable for monitoring the health of EMCO employees, providing suitable first aid treatment and appraising the management on the same. Authority : He has the authority to conduct physical examination of EMCO employees pertaining to their injury/illnesses, recommend medical treatment and provide health related information of an individual to the relevant authorities/departments, as appropriate. m. Role : Tender/Contracts-in-charge Responsibilities shall include but not limited to the following : He shall 1. Ensure that HSE requirements are considered while preparing a tender, contract agreement. 2. Consider HSE capabilities of contractors and their previous HSE performance data while prequalifying and selecting them. 3. Arrange a pre-job HSE meeting with relevant contractors prior to their start of work at site. 4. Communicate EMCO HSEMS requirements to client/contractors. Accountability : He shall be accountable for selection of contractors with good HSE performance and their adherence to HSE requirements, considering HSE requirements while preparing tenders/bids and communicating client HSE requirements to PM/DM and MR – HSE. Authority : He has the authority to reject contractors who do not meet the HSE criteria and shall have access to information on contractor’s HSE related data. ISSUED BY

APPROVED BY

ISSUED DATE

D.CHANDRAMOHAN

G.M.ISMAIL

1st Nov 2011

ISSUE NO : 4

H S E MANUAL

Rev. No.10

PAGE 21

Doc. Ref. No : HSEM - 01 n. Role : Warehouse-in-charge Responsibilities shall include but not limited to the following : He shall 1. Ensure that lifting machinery and tackles are sent for testing at regular intervals and records are maintained to that effect. 2. Maintain updated register for chemicals, machineries, lifting tackles etc. 3. Arrange all the necessary fire prevention and fighting measures in the warehouse. 4. Segregate materials and store them according to their HSE specifications. 5. Segregate wastes as hazardous/non hazardous and dispose them through approved agencies. 6. Maintain material safety data sheets for all chemicals & issue the same while delivering to sites. 7. Verify the specification of materials received from supplier against the LPO contents to ensure that the specified material has been received. 8. Maintain a database of technical data sheets/catalogues/specification of all materials used/available in the organization. 9. Conduct mock drills for his location at quarterly intervals. 10. Ensure good housekeeping and adopt environment friendly practices. 11. Ensure that the warehouse is audited/inspected, as per schedule and corrective actions are taken on the observations. 12. Ensure that specific inspections related to electrical, fire fighting/detection, A/C units pertaining to stores are carried out at regular intervals and corrective action is taken on the observations. 13. Maintain copy of insurance coverage for the stores (as applicable) and shall not stock more than the specified limits. 14. Review current stock in his location as well as that of others to avoid duplication and redundancy of materials. 15. Maintain a register of fire extinguishers, issued to site, to monitor its service due and arrange for the same after providing suitable replacement. 16. Maintain details of hazardous/non-hazardous scraps/wastes available in his location and arrange for disposal through authorised agencies. Accountability: He shall be accountable for the inspection upon receipt, safe storage, handling and issue of materials from the warehouse, as per the HSE requirements. Authority : He has the authority to reject materials that do not meet the required specifications.

ISSUED BY

APPROVED BY

ISSUED DATE

D.CHANDRAMOHAN

G.M.ISMAIL

1st Nov 2011

ISSUE NO : 4

H S E MANUAL

Rev. No.10

PAGE 22

Doc. Ref. No : HSEM - 01 o. Role : Site HSE Officer/Engineer Responsibilities shall include but not limited to the following : 1. Monitoring the implementation of the various HSEMS procedures, by scheduled site visits 2. Provide assistance and advise to the concerned Project Manager/in-charge in fulfilling their responsibility, including review of risk assessments. 3. Inspect and evaluate all facilities, equipment and the operations in the work place for compliance with and enforcement of applicable industrial safety codes, standards and regulations and submit a report on the same. 4. Follow up investigation of accidents/incidents, unusual occurrences, and safety complaints and provide technical expertise to assist in preparation of incident investigation reports. 5. Review and comment on or approve work orders/ purchase orders/ method statements related to that site (wherever applicable). The review will evaluate the work, work environment and their interrelationship with the worker. 6. Review/approve purchase requests (as applicable) to verify/incorporate HSE specifications. 7. Maintain HSE bulletin boards and signs and evaluating site traffic and road signs. 8. Review completed Work Permits and maintain records of all the inspections and surveys in order to report results and follow up on compliance and corrective actions. 9. Conducting Environmental Aspect Impact and Risk assessment for any new activity/new machine/facility, (in consultation with project manager/HSE manager), wherever required. 10. Reviewing the RA’s whenever there is an incident or any complaint from anybody about a particular activity or from the findings of the HSE audit. 11. Maintain the summary of HSE performance as well as firstaid cases from site firstaid register. 12. Monitoring the HSE performance of site engineers/supervisors / foremen & sub contractors. 13. Maintain Suggestion / Near miss database & communicate them to MR(HSE) after site review 14. Maintain the summary of Safety attitude improvement slips, investigate and communicate the corrective action to all concerned. 15. Identify unsafe acts and counsel respective individuals. 16. Analyze all near miss cases and first aid cases and come out with corrective action to eliminate future occurrence or seek advice from HSE HO for support. 17. Plan, maintain HSE training matrix for all employees working in the project 18. Conduct HSE trainings as well as coordinate with HO for any specific training requirement. Accountability : He shall be accountable for effective monitoring & reporting of the HSEMS implementation in areas under his responsibility. Authority : 1. Access to records, information, property or plans to form work place safety judgments; 2. Physical access to all site areas to do surveys, inspections, or other HSE related activities. 3. If imminent danger exists, the HSE Officer/Engineer is authorized, on behalf of line Management, to stop work activities.

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APPROVED BY

ISSUED DATE

D.CHANDRAMOHAN

G.M.ISMAIL

1st Nov 2011

ISSUE NO : 4

H S E MANUAL

Rev. No.10

PAGE 23

Doc. Ref. No : HSEM - 01 p. Role : Workmen representative Responsibilities shall include but not limited to the following : He shall 1. Provide inputs, when consulted, for reviewing/preparing risk assessments. 2. Participate in incident investigation, with a “no-blame” attitude and provide unbiased information that would help in identifying the root causes. 3. Provide feedback, when consulted, on new procedures/processes or their changes, that could have an impact on the health and safety of workers, in order to ensure that they are realistic. 4. Actively participate in HSE meetings & represent HSE issues of to workmen in his location. 5. Communicate/consult with workmen on HSE issues as per the requests from site management 6. Shall not misuse his position or influence workers to satisfy his personal needs. Accountability : He shall be accountable for ensuring transparency & impartiality in the information provided by him Authority : He has the authority to participate in meetings, investigation and consultations pertaining to HSE issues that have an impact on the occupational health and safety of workers. q. Role : Employee(s) Responsibilities shall include but not limited to the following : 1. All employees, as a condition of employment, shall individually familiarize themselves with and comply with all HSE regulations and instructions. 2. They shall use prescribed personal protection apparel and equipment and protective devices provided for machinery, equipment, tools, and processes. 3. They shall develop intelligent and safe work habits by following procedures, safe practices, and HSE rules and regulations in order to protect themselves and other workers from injury; and to prevent damage to materials, equipment, and facilities. 4. They shall contribute any suggestions that may assist in the effort to prevent incidents 5. It is the responsibility of all employees to report all incidents related to HSE, to their respective supervisors and they shall report atleast one suggestion/nearmiss in a year. Accountability : They shall be accountable for following the HSE instructions and using the necessary safety appliances, provided for their safety. Authority : They have the authority to refuse to undertake a job for which they do not understand the risk, hazards or safety precautions, or a job for which they have not received proper instructions, training, and authorization.

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APPROVED BY

ISSUED DATE

D.CHANDRAMOHAN

G.M.ISMAIL

1st Nov 2011

ISSUE NO : 4

H S E MANUAL

Rev. No.10

PAGE 24


4.4.2 COMPETENCE, TRAINING AND AWARENESS The organization has established a procedure for identify training needs and for providing appropriate training to all personnel whose work has significant risk upon the health, safety and environment. The training procedure incorporates the need to make the employees, at each relevant activity, well aware of 1. Their roles and responsibilities in achieving conformance with the HSE policy and procedures as per the requirements of HSE-Management Systems including emergency preparedness and response requirements. 2. the significant OHS hazards & Environmental Aspects, - actual or potential – of their activities and their benefits of improved performance 3. The potential consequences of deviating from the requirements specified in the respective procedures. All employees shall receive basic training in HSE awareness and understanding of the HSEManagement Systems. A training matrix has been developed detailing the training needs of the respective roles and training modules are developed against the same. The customized HSE training programs ensure that employees are able to undertake functions and support personnel in fulfilling the various key tasks required of them within the HSE- Management Systems. The training and continuous HSE education of personnel is aimed at helping the individual appreciate the direct and indirect effects of their decisions and actions on the safety, health and environment. The records of all HSE training programs and associated training are documented and maintained by administration department. Reference: SP 5 Competence, Training & Awareness

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APPROVED BY

ISSUED DATE

D.CHANDRAMOHAN

G.M.ISMAIL

1st Nov 2011

ISSUE NO : 4

H S E MANUAL

Rev. No.10

PAGE 25


4.4.3 COMMUNICATION, PARTICIPATION AND CONSULTATION EMCO has established a procedure for internal & external communication within the organisation as well as participation and consultation with their workers. The internal communication includes providing information to various levels in the organization with regard to its OHS Hazards and Environmental aspects and HSE Management Systems. Various forms of communications are circulars, posters in internet, intranet, notice boards, e-mails and by internal meetings with employees such as toolbox talk, group meetings, training and HSE review meetings. The Engineer/supervisor/foreman reviews the non-conformities with the concerned employees to ensure that the HSE compliances requirements are adhered to, problems quickly identified, corrected and corrective & preventive actions taken wherever required. All employees of EMCO are free to approach Management representative or HSE Incharge and in case of absence of the above people the employee can approach the divisional head in case of major HSE breach. External communications include receiving, documenting and responding to relevant OHS Hazards and Environmental aspects with the interested parties by HSE Engineer/ project in charge. Without exception, information or data relating to the company’s HSE -Management Systems can only be communicated externally with authorization from Management Representative (HSE). Communication and complaints with regard to any aspect of the HSE performance are recorded in the respective HSE records maintained by the Management Representative (HSE). Every site shall have a Workers Representative to represent the workers and he shall be a part of fortnightly HSE review meetings. Project manager/project in charge, HSE Engineer/ Officer, Site Engineers, Supervisors, Worker’s Representative shall meet fortnightly in all their respective sites. The HSE Engineer/officer will facilitate the meeting and project manager/ in charge shall chair the meeting. The discussion on observations and the solutions shall be minuted and be forwarded to HO and MR-HSE MS. All workers, Technician & Supervisor are consulted at end of each Tool Box Talk and feedbacks are recorded on TBT Format itself and the suggestion boxes are provided in every sites for placing depositing their completed suggestion /Near miss report formats. Reference: SP 6 Communication, Participation and Consultation. ISSUED BY

APPROVED BY

ISSUED DATE

D.CHANDRAMOHAN

G.M.ISMAIL

1st Nov 2011

ISSUE NO : 4

H S E MANUAL

Rev. No.10

PAGE 26


4.4.4 DOCUMENTATION The basic Structure of HSEMS documentation is illustrated and explained in section 4.a. The related documentation include – 1. 2. 3. 4. 5. 6. 7. 8. 9.

HSE Manual System procedures General procedures Operational control procedures HSE objectives Permits Risk assessments & Aspect Impact assessments Checklists & Formats Registers – Risk assessment register, Aspect – Impact assessment registers, Legal registers

Reference: SP 7 Document management

4.4.5 DOCUMENT AND DATA CONTROL EMCO’s document management procedure addresses identification, preparation, approval, issue, review, revision, re-issues, storage and retrieval of all HSEMS document.MR - HSE maintains a soft copy of applicable obsolete document for future reference and all other copies of obsolete documents are destroyed by the respective copyholders. Reference: SP 7 Document management

4.4.6 OPERATIONAL CONTROL EMCO has established operational control procedures with relevant operational criteria for operations and activities that are associated with significant OHS risk/environmental impacts, to cover situations where their absence could lead to deviation from the HSE policy, objectives and targets. Operational control relates to the maintenance of these procedures and requirements at specific areas within the organization. General procedures are also established for inspections, PTWs, change management, sub contractor management, PPE etc., to control the critical areas of HSEMS implementation. Reference : SP 8 Operational control HSEOCP - 01 ISSUED BY

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ISSUED DATE

D.CHANDRAMOHAN

G.M.ISMAIL

1st Nov 2011

ISSUE NO : 4

H S E MANUAL

Rev. No.10

PAGE 27


4.4.7 EMERGENCY PREPAREDNESS & RESPONSE EMCO has established Emergency Preparedness Plan to ensure appropriate responses to unexpected or accidental incidents relating to HSE. A procedure has been established for preventing and mitigating the impacts of such emergency situations. The organization reviews and revises, if necessary, its emergency preparedness plan and response procedures after a mock drill, occurrence of incidents or emergency situations where necessary. The procedure also covers the requirement of periodical mock drills for testing/verification of implementation of such procedures where practicable. Reference : SP 9 Emergency preparedness and response

4.5

CHECKING

4.5.1 PERFORMANCE MEASUREMENT AND MONITORING EMCO has established a system for monitoring and measuring the actual performance in terms of key characteristics against the OHS & E objectives and targets in the areas of HSE Management Systems and operational controls on regular basis. This includes evaluation of compliance with relevant Safety, Health and Environmental legislation and regulations. The results are analyzed to determine the areas of success and to identify areas requiring corrective action and improvement on the basis of performance indicators, which have been laid down in the relevant HSE procedures. HSE Performance of line staff is measured and monitored on a monthly basis. The instruments used for measurements are calibrated to ensure accuracy of the measurements and the relevant records of such calibration are retained for a specific period as laid down in the procedure. PROCEDURES REF: SP 10 Performance Measurement & Monitoring

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APPROVED BY

ISSUED DATE

D.CHANDRAMOHAN

G.M.ISMAIL

1st Nov 2011

ISSUE NO : 4

H S E MANUAL

Rev. No.10

PAGE 28


4.5.2 EVALUATION OF COMPLIANCE EMCO has established a system for monitoring all the applicable legal requirements and compliance level to legal requirements shall be verified in sites at planned intervals as stated in the procedure. The results of such evaluations including non-conformances, shall be circulated to MR-HSE who in turn shall highlight them in Management review meetings to consider them as input for management program, to permanently eliminate the non conformance. Reference : SP 11 Evaluation of Compliance

4.5.3 INCIDENT INVESTIGATION,NON-CONFORMITY,CORRECTIVE ACTION AND PREVENTIVE ACTION 4.5.3.1 INCIDENT INVESTIGATION EMCO has established a procedure to investigate incidents to identify root causes and underlying potential deficiencies in the management system. The results of the investigations shall be shared to all sites by HSE representative at HO. Reference : SP 12 Incident Reporting and Investigation 4.5.3.2 NON CONFORMITY, CORRECTIVE ACTION AND PREVENTIVE ACTION The detection of an obvious non-conformance is considered as an opportunity for continual improvements and they are considered as inputs for new HSE objectives and programmes. EMCO has established a procedure for handling and investigating the causes for actual nonconformances and potential non-conformances and taking corrective and preventive actions respectively as appropriate to the magnitude of problems to mitigate any impact caused, along with defined responsibilities and authority. The procedure also covers the record keeping of causes identified, corrective and preventive actions taken and changes, if any, incorporated in the respective procedure as a part of standardization. Reference : SP 13 Control of Non-conformity, Corrective action and Preventive action

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APPROVED BY

ISSUED DATE

D.CHANDRAMOHAN

G.M.ISMAIL

1st Nov 2011

ISSUE NO : 4

H S E MANUAL

Rev. No.10

PAGE 29


4.5.4 CONTROL OF RECORDS A procedure has been established for identification, collection, indexing, access, filing, storage, maintenance, retention period and disposal of records related to EMCO’s HSEMS. Records shall be maintained for all the activities described in various sections of this HSE manual. It shall be ensured that the records are legible, identifiable and easily traceable to the activity or service. The Project Manager /Site in-charge is responsible for ensuring that the necessary filing and indexing of records is performed satisfactorily and he maintains a record matrix for the records being maintained in his process. These records are maintained to demonstrate conformance to the requirements of ISO 14001:2004 and OHSAS 18001: 2007 standards for a minimum period of 2 years from the completion of the project. Reference : SP 7 Document management

4.5.5 INTERNAL AUDIT EMCO has established a procedure for HSEMS audit to be carried out at planned intervals to determine if the HSEMS conforms to planned arrangement as required by ISO 14001:2004 & OHSAS 18001:2007 standards and has been properly implemented and maintained. The audit procedure covers the planning, scheduling, methodology, responsibility and a formal review of its results by the core committee in management review meeting. The frequency of audits is based on the HSE risks, criticality of the concerned activity and the results of the previous audits. The MR (HSE) keeps a record of qualified internal auditors and organizes audits and reports the results to Divisional head and follows up with the concerned functional head and project manager for corrective and preventive actions. Reference : SP 14 HSE Audit.

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APPROVED BY

ISSUED DATE

D.CHANDRAMOHAN

G.M.ISMAIL

1st Nov 2011

ISSUE NO : 4

H S E MANUAL

Rev. No.10

PAGE 30


4.6 MANAGEMENT REVIEW Management review meeting shall be held once in 3 months to discuss the overall performance of EMCO, chaired by the Divisional head. All members of core committee participate in this meeting. The review covers the mandatory items specified in the standards of OHSAS 18001:2007 and ISO 14001:2004 and also EMCO specific requirements. The minutes of meeting is circulated to all the members by MR-HSE. The HSE Department maintains record of Minutes of meeting for 3 years. PROCEDURES REF: SP 15 Management Review

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ISSUED DATE

D.CHANDRAMOHAN

G.M.ISMAIL

1st Nov 2011

HSE Manual

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