Environmental Health and

Safety Management System

An open house training session
Total Duration : 03 hours

Subroto Ghosh
Client Relations Manager
IL&FS Property Management & Services Limited
The intent
The intent of an ISO 14001 environmental
management system (EMS) is to develop a
systematic management approach to the
environmental concerns of the organization.
The expected outcome of this approach is
continual improvement in environmental
management.
What is EHS
Environment: -
Conserving Air, Water, Soil, Plants, Animals, Wildlife, Our
Community (causing no damage)
Health: - Physical, Mental & Social well being of a
person.
Preserving Human Health both Chronic and Acute
(preventing illness)
Safety: - Protection from unacceptable level of harm.
Preserving Human and Community Safety/ Well Being
(preventing injury)
•What is EHSMS
ISO 14001 (EMS – Environment Management System)
• Published by International Organization for Standardization
• First publication in 1996
• First revision in 2004

OHSAS 18001 Occupational Health & Safety Assessment

Series)
• Published by British Standard Institute
• First publication in 1999
• First revision in 2007
What is EHSMS

System for identification and elimination /

minimization of Environmental impacts /
OHS Risks that arise from our
Activities -- Products -- Services
What is EHSMS
ISO 14001:2004 OHSAS 18001:2007
Environmental Management Occupational Health & Safety Management
System
System (EMS) (OHSMS)

EHSMS
Environmental, Health & Safety Management System
How it works
POLICY
Gap analysis, management commitment, define program

PLANNING
ASPECTS-IMPACTS-REGULATRY ISSUE-MGT PROG

IMPLEMENTATION
Responsibility- staff, physical & capabilities

MEASUREMENT & EVALUATION

Ops Control-Documentation-Performance Indices

Review and Improvement

Management Review- Problem Resolution

ENVIRONMENTAL OPPORTUNITY
Policy Development
Top management shall define the organization’s environmental
policy and ensure that it:

is appropriate to the nature, scale and environmental impacts of its activities,

products or services;
includes a commitment to continual improvement and prevention of
pollution;
includes a commitment to comply with relevant environmental legislation
and regulations, and with other requirements to which the organization
subscribes;
provides the framework for setting and reviewing environmental objectives
and targets;
is documented, implemented and maintained and communicated to all
employees;
is available to the public.”
IPM&SL EHS Policy
IL&FS Property Management & Services Ltd. is committed to
promote pollution free environment; and maintain healthy
surrounding and safe working conditions by constantly guiding all
the services rendered to the Clients within a consciously
recognized and adopted set of standards.

We are committed to comply with applicable legislation and other

requirements related to identified EHS aspects / hazards.

We shall strive to improve the environmental, health and safety

performance continually and emphasize prevention of adverse
impacts in all areas of operations by ensuring active involvement of
employees, service partners and clients.

Date:15.11.2007 Ram Walase

Version: 1.2 Chief Operating Officer
Key Points of Policy
1. Promote pollution free environment;
2. Maintain healthy surrounding
3. Safe working conditions
4. Comply with applicable legislation and other requirements
5. Improve the Environmental, Health and Safety
performance
6. Prevention of adverse impacts
7. Active involvement of employees, Service Partner’s and
clients.
8. Continual improvement
Planning-Aspects/Impacts
ISO 14001 4.3.1 Environmental Aspects
The organization shall establish and maintain
procedures to identify the environmental aspects of
its activities, product, or services that it can control
and over which it can be expected to have an
influence, in order to determine those which have or
can have significant impacts on the environment.
The organization shall ensure that the aspects
related to these significant impacts are considered
in setting its environmental objectives.
Planning-Aspects/Impacts
Environmental aspects are those elements of an
organization’s activities, products, services or physical
resources which may have potentially beneficial or harmful
effects on the environment. These may include discharges and
emissions, raw materials and energy use, waste recycling,
noise, dust, and visual pollution.

An environmental impact is the change that takes place from

the occurrence of any given aspect. The relationship between
the two is causal: an impact is the pollution that would result
if an environmental aspect were not properly managed or
controlled.
Planning-Aspects/Impacts
OHS Hazard
Source Situation or act with a potential to cause harm in terms of
injury, ill health or combination of these.

OHS Risk
Combination of likelihood and severity of a specified hazardous
event occurring.
ILL Health
Identifiable, adverse physical or mental condition arising from
and / or made worse by a work activity and/or work related
situation.
Planning-Aspects/Impacts
OHS Hazards
Environmental Aspects Exposure to dust
Effluent (wash water) Inhalation of vapors of
generation chemicals
Solid waste / garbage Contact of chemicals with
generation Skin etc
Empty containers with residual Exposure to noise
materials Working at height
Dust generation Slippery floor
Leakage of Chemicals / oil / Manual handling of
fuel garbage / wastes / chemicals
Spillage of chemicals / oil / fuel
Planning-Aspects/Impacts
Aspects can be identified in four easy steps:

1. Activities are first reviewed in process increments small enough to be

examined for impacts, but large enough to get the job done in a reasonable
time.

2. All environmental aspects of the procedures or process are identified.

3. All potential and actual environmental impacts from these aspects: positive
impacts, negative impacts and potential impacts, are identified and
associated with an aspect.
4. The aspects are judged for their significance. A measurement system is
developed to separate those aspects which are Significant (and thus will
require “Targets and Objectives” and “Operational Control” under the ISO
14001 Standard) and those that are not. Since a Registrar auditor must
review the procedures for this step, it is suggested that it be written down
and quantified.
Planning- EAIE MATRIX
EAIE : Environmental Aspect Impact Evaluation Matrix
To identify impact of our Operations / Activities on
Environment & Plan control measures on Significant Aspects
EAIE is done.

Sl Operatio Activity Related Environ Legal Client Impact Potential Critically Signific Mgmt.
. n Envt. mental Requir Requi Neighb For impact ant Prog.
N Aspect Impact ement rement orhood resource environm Envt. OCP
o saving ent Aspect

1 House Disposal Residual Soil/ N N Y N N Y OCP

keeping of empty material water 4
container contamin
ation
Planning-EAIE MATRIX
Preparation of Matrices is first step of starting implementation of
EHS.
Every site (responsible person) has to prepare Matrices of
Operations at the site.
Significant Aspect / Hazard to be identified & control measures to
be planned & executed.
All the personnel working at site should be aware of Significant
aspect / hazard also criteria for significance.
One copy of Matrices to be kept with DMR as Master copy & one
at site as control copy.
Matrices to be reviewed & updated at least once in a year or
earlier in case of any major change in scope of work.
PLANNING- HIRA MATRIX
HIRA : Hazard Identification & Risk Assessment Matrix
To identify Hazards associated with our operations/ activities and to plan
control measures on the Significant Hazard HIRA is done.

Operation Activity OHS OHS Risk Probability Severit Hazar Control

Hazard of y of d Significa measur
occurrence Risk/ rating nt e
(P) Harm ( P* S) Hazard
(S) Y/N
Housekeepin Dispensin Contact Skin 3 2 6 Y OCP 1
g g of with inflammatio
Chemical skin/ n
eyes
PLANNING- HIRA MATRIX
Significance Determination of OHS Hazards / Risks

     

RATIN PROBABILITY (P) SEVERITY OF RISK / HARM (S)

G

Unlikely Safety-No injury and / or

1 Health Problem- No illness

Hazard likely to arise once Safety- Minor injury e.g. minor cuts and bruises, eye irritation from dust
in a year and / or
2 Health Problem- that be recovered on the same
day e.g. nuisnace and irritation (headache etc), illness leading to temporary
discomfort
Hazard likely to arise once Safety -Lost time injury e.g. burns, lacerations, serious sprains, minor
in a month fracture etc and / or Health Problem - Lost time illness
3 without permanent disability e.g. dermatitis, asthma, wotk related upper
limb disorders, temporary deafness

Hazard likely to arise once Safety- Amputation, major fractures, multiple injuries, poisoning, permanent
in a week or more disability and / or Health Problem - irrecoverable health
4 frequently problem e.g. Cancer, permanent neurological disorder, silicosis,
irrecoverable damages of kidney or other vital organs.

Note : If the product P*S, i.e. Hazard Rating is equal to or more than 6, the Hazard is considered ‘Significant’.
However, in case of Fatal risk, the hazard is to be termed as Significant even if the hazard rating is = 4.
EHS Legal Register
 The legal register defines the obligations of organization against
various Acts and Rules that are applicable to the environmental
aspects / OHS hazards of the activities and services that are
offered by organization to the clients.
 EHS requirement, if any specified by the Clients, document
specifying client’s EHS requirement to be maintained at the
concerned site.
 The EHS requirement is reviewed and updated at least once in a
year by taking inputs on the amendments in existing laws.
 Updated EHS legal register is issued to all sites, the Site In-
charge has to screen the EHS legal register to identify the
requirement applicable to their site depending services in scope
of IPM&SL.
EHS Legal Register
Some of the legal obligations applicable to our scope of work:
 Environment protection act
 The Noise pollution rules,2000
 Petroleum Act, 1934 & Petroleum rule, 1976
 Central motor vehicle rule
 The hazardous waste (Management & Handling) rule
 Contract labour (Regulation & Abolition) act
 Workmen compensation act
 Batteries (Management & Handling) rules, 2001
PLANNING- Objectives and Targets

“The organization shall establish and maintain documented environmental

objectives and targets, at each relevant function and level within the
organization.

When establishing and reviewing its objectives, an organization shall consider

the legal and other requirements, its significant environmental aspects, its
technological options and its financial, operational and business
requirements, and the views of interested parties.

The objectives and targets shall be consistent with the environmental policy,
including the commitment to prevention of pollution.”
PLANNING- IPM&SL Objective and Target

Sl.no EHS Objectives UOM Target

.
1 Control incident of injury to personnel Nos Zero
2 Control incident of major leaks/spills of Nos Zero
chemicals/ fuel/ Oils
3 Prevent Fire Hazards due to IPM&SL Nos Zero
Activities
4 Control Noise Exposure to personnel due to Db(A) Max. 85
IPM&SL Activity
5 Improve PPEs usage by the personnel PPE usage Min. 80%
compliance
6 Make provision for secondary containment ------- 100%
for chemicals, fuel and oil compliance
7 Make provision of disposal of spent ------- Dec 2008
lubricating oil to Govt Authorised vendor
PLANNING- IPM&SL Objective and Target

Sl.no EHS Objectives UOM Target

.
8 Reduction in consumption of housekeeping % Min. 2%
chemicals per year
9 Reduction in consumption of electrical % Min. 2%
energy per year
10 Reduction in consumption of refrigerant % Min. 2%
gases per year
11 Impart EHS training to IPMSL personnel Man-hours per Min. 8 hrs
person per half
year
Operation Control Procedures

OCP’s are prepared for controlling impacts of

our activities on Environment & Health, also to
provide guideline for safe working.
We have prepared 19 OCP for FMS operations &
17 OCP for PMS operations.
All the personnel at site should be aware of OCP
related to their work.
List of Ops Control Procedurs
OCP No.01: Handling of Fuels, Chemicals & Lubricants
OCP No.02: Employee Training
OCP No.03: Communication of Chemical Hazards
OCP No.04: Management of Wastes (Handling, Storage & Disposal)
OCP No.05: Maintenance of Hygiene In Food Preparation & Service
OCP No.06: Selection and Control of Contracted Services
OCP No.07: EHS Communication With Clients
OCP No.08: Hot Work Guidelines & Work Permit System
OCP no. 09: Work at Height Guidelines
OCP No.10: Electrical Safety Guidelines
OCP No.11: Accident Investigation & Reporting
OCP No.12: Conservation Of Hearing Ability
OCP No.13: Handling & Use Of Cylinders (LPG, Oxygen, Acetylene etc.)
OCP No.14: Management Of Pesticides
OCP No.15: Maintenance Program For Major Equipment
OCP No.16: Statutory Inspection Program For Equipment (Lifts, Pressure Equipment, Fire
Protection System, etc.)
OCP No. 17: Water Conservation & Waste Water Management
OCP No. 18: Site specific STP / WTP Operations
OCP No. 19 : Control of Fatal Risk
OCP 1: Handling of Chemicals, fuels, Oils
Purpose:
 To define procedure for safe handling of fuels, chemicals and
lubricants.

Scope:
 The procedure shall be used while handling chemicals.

Records:

 Incoming material inspection record

 EHS incidence record

 MSDS of all chemicals/ fuels used at site.

OCP 2: Employee Training
Purpose :
To define procedure to ensure that:
EHS related training requirements for employees at different levels /
functions is identified.
Conduct of training is planned and imparted
Post- training evaluation is carried out and records of training and evaluation
are maintained.

Scope :
The procedure is applicable for EHS related training to all IPMSL existing /
new joiners deployed at sites.

Records:
• EHS Training Plan / Schedule (F/03)
• Training attendance & effectiveness evaluation Record (F/04)
OCP 3: Communication of Chemical
Hazards
Purpose:
To provide information to the site personnel of the hazards associated with
different chemicals handled by them & action to be taken for preventing
their exposure / in case of exposure.
Scope:
The potential hazards of handling the chemicals / fuels / Lubricants etc
shall be communicated to the site personnel.
Records:
Chemical Hazard Information Dossier.
Training Attendance Record for Personnel.
OCP 4: Management of Waste

Purpose:
To ensure that different types of waste generated by the sites are handled,
stored & suitably disposed off suitably to control / minimize EHS related
hazards.

Scope:
This procedure is applicable for handling, storage & disposal of wastes
generated from our Facility Management Sites.

Records:
Waste Generation record.
Disposal record for hazardous waste.
EHS incidence record.
OCP 5: Maintenance of Hygiene in food
preparation & service
Purpose:

 To ensure the food material is stored, prepared & served in hygiene

manner.
Scope:

 This procedure shall be applicable wherever we providing such

services.

Records:
OCP 6: Selction and control of
contracted service
Purpose:
To define procedure to ensure that
Contracted Service providers for the sites are communicated on the EHS
requirements of the site and, EHS requirements of IPMSL are met by
contractors working at the sites.

Scope:
The procedure applies to all those contracted services received by the sites
that have potential to cause significant EHS Hazards.

Records:
Contracts / Agreement with Vendors
Training attendance records
OCP 7: EHS Comunication with
Clients
Purpose:
To define procedure to ensure that;
Clients are kept updated on the EHS related legal requirements applicable
to them
Expectations of IPMSL from clients to efficiently implement EHS system is
communicated
EHS related complaints received from clients are addressed suitably.

Scope
The procedure applies to EHS Communication with clients related to the
activities within the scope of IPMSL.

Records:
Compliance Evaluation Report (F/08)
EHS Incident Record (F/02)
Information / Circular to clients
OCP 8: Hot work guidelines and work
permit system
Purpose :
To define procedure to ensure that all Hot Work on site are carried out in a
safe manner.
Scope:
The procedure shall be applicable to all activities collectively termed as
‘Hot work’ including
Electric Arc Welding
Gas Welding / Cutting (Oxy-Acetylene)
Use of Blow torch (Kerosene) for Heating / Annealing / Quenching
/General metal working .
Records:
Hot Work Permit – F/09
EHS Incidence Record
OCP 9: Work at Height
Purpose:
To define the procedure to be followed when working at height and to
ensure implementation of the same.

Scope:
The procedure shall be followed while working at height, the potential drop
being 3 mtrs & above (such as terraces, scaffolding, roofs, façade, etc.),
where there is a risk of injury due to personnel / material falling from a
height.

Records:
Work At Height Permit F/10
EHS Incidence Record – for recording incidents of accidental falls of
personnel / material leading to damage to property / injury or loss of life.
(Format: F/02)
OCP 10:Electrical Safety Guidelines

Purpose:
To define the guidelines to be followed for working on electrical equipment
safely and ensure implementation of the same.

Scope:
The procedure shall be applicable to all electrical repair, maintenance and
new installation work which is to be carried out at the client’s premises
either by IPM&SL personnel or by any other person contracted or deputed
by the IPM&SL.

Records:
Checklist – Monitoring Electrical Work

EHS Incident Record

OCP 11: Accident Investigation and reporting
Purpose:
To define procedure for investigation of accidents in order to analyze root
cause / Assess the extent of damage to life & property / Prevent
reoccurrence by taking adequate actions and Reporting and circulation to
the management and sites.
Scope:
This requirements is applicable to all accidents involving IPM&SL
employees, temporary agency employees, on-site vendors, contractor
employees and /or visitors with a potential to cause personal injury and
/or visitors with a potential to cause personal injury and /or property
damage.
Records:
Accident Investigation Report. (Format: 12)
Monthly Accident/Incident (near miss) Statistics Report. (Format: F/13)
OCP 12: Conservation of Hearing ability

Purpose:
To identify high noise areas, control of noise generation from such areas
and also control of exposure to personnel working in high noise areas.

Scope:
The procedure applies to exposure of noise to employees and contract
workers working on our behalf at all the facility management sites of
IPMSL.

Records:
Noise Survey Reports (Format: F/14)
Surprise Inspection Record For Usage Of PPEs. (Format: F/16)
OCP 13: Handling and Use of Cylinder

Purpose:
To define guidelines to be followed for safe handling, storage and use of
Gas Cylinders and ensure implementation of the same

Scope:
The procedure shall be applicable for handling, storage and use of LPG,
Nitrogen, Oxygen, Acetylene or any other flammable or pressurised gas
cylinders.

Records:
Records of Training programs (F/04)
Inspection Record of Cylinders (F/17)
EHS Incident Record (F/02)
OCP 14:Management of Pesticides

Purpose:

To ensure the activity is carried out in safe, healthy and environmentally

acceptable manner.

Scope:

This procedure shall be used wherever we providing such services.

Records:
Government authorization letter.
Activity report.
MSDS of chemicals
OCP 15: Maintenance program for
major equipments
Purpose:
To define maintenance systems for equipment that are critical from EHS point
of view and to ensure compliance to the same.

Scope:
This procedure shall apply to all major / critical equipment including (but not
restricted to) Lifts, Chillers, AHUs, DG Sets, Sewage / Water treatment plants
etc.

Records:
OCP 16: Statutory Inspection Program
for Equipments
Purpose:
To define inspection / testing requirements of various equipment (along
with their frequency) as required by Indian legislations and ensure
compliance to the same.

Scope:
This procedure shall apply to all important equipment such as Lifts,
Pressure vessels, Fire protection system etc. for which regular Statutory
Inspection and Licensing (a) is mandatory vide Government policy and (b)
falls within the scope of IPMSL services at site.

Records:
OCP 17: Water conservation &
Waste Water management
Purpose:
To ensure water wastage is prevented for activities within the scope
of IPM&SL.
• Waste water generated at the site doesn’t lead to water/ soil pollution

Scope:
The procedure is applicable for all those activities, within the scope of
IPM&SL, where water is consumed foe carrying out the activity..
Records:
Record of inspection for leakage of water.
Record of inspection for leakage of effluent.
OCP 18: Site Specific STP/WTP
Operations
OCP 19: Control of Fatal Risk
Purpose:
To define controls for OHS hazards related to FMS services having severity
rating of 4 and probability rating of 1 to prevent their recurrence

Responsibility:
The FM is overall responsible to ensure implementation of the procedure

Records:
EHS Incidence report
Confined Space entry permit
Documents and formats
Formats provides necessary check points / precautions for
controlling impacts.
Formats are helpful for maintaining records, that necessary
precaution has been taken to avoid impact on Environment and
Health.
Formats should be filled by responsible person.
We have F/01 to F/21 for daily / activity based use formats
F/51 to F/59 are for Quarterly reports, also known as Monitoring
& Measurement Formats
Activity Based Formats
F/01: Incoming material inspection record
F/02: EHS Incident Records
F/03: Training Calender
F/04: Training attendance and effectiveness evaluation record
F/05: Pest Control Record
F/06: Waste Generation Record
F/07: Daily Pantry/Cafeteria checklist
F/08: Compliance evaluation record
F/09: Hot work permit
F/10: Work at Height permit
Activity Based Formats
F/11: Monitoring electrical work
F/12: Accident Investigation report
F/13: Monthly Health and Safety Statistics
F/14: Noise Survey report
F/15: Record of consultation or communication with employee
F/16: Monthly Surprise inspection record of uses of PPEs
F/17: Cylinder Inspection Checklist
F/18: Preventive maintenance plan for critical machineries
F/19: Schedule of Statutory inspection and tastings
F/20: Record of inspection of leakage of water, sewage/effulent
etc.
F/21:Confined Space entry permit
F/01: Incoming material inspection record

Format Filling guideline:

 Date : Date of receipt of material

 Supplier name : Name of the supplier of the material
 Material : Name of material received e.g. R1
 Mode of Transport :write down by taxi, truck or by hand.
 Remark : If leaky container, write down action taken ( i.e. sent back/
shifted to another container )
 Signature : sig. of person inspecting material is most important if any
problem arises with material later on.
F/02: EHS Incidence record
 Fill the content only if any incident occurs .
 Signature is important in this form.
 Any Health related incident also to be mentioned in the same
format
 Incident observed to be recorded.
 Root cause analysis of Incident is to be done to find out the
Reson for occurrence.
 Corrective measure taken to avoid the recurrence is to be
mentioned.
F/03: Training Calender
 Training calender is to be prepared for a year with
tentative time frame for the same.
 Topics to be covered during training is given in EHS
Manual
 While deciding duration of training, Objective related
to Training must be taken in consideration
 Trainer can be Internal / External, IPMSL employee or
Vendor Supervisor.
F/04: Training attendance
 Training title : In short title of training . e.g. Job Related OCP
 Contents (in brief): e.g. No.10 OCP, Electrical Safety Guidelines
 Signature : Participant’s Sig. provides evidence that he had
attended the training.
 Method of evaluation : Tick the method applied for evaluation
e.g. On the job training, Interview
 Rating : Give rating from 1 – 4 , if rating is below 2 mention
recommended action e.g. retraining required
 Date & evaluators signature : Important for evidence
F/05: Pest Control Record
 Frequency : e.g. Monthly, Quarterly,
 Planned Date/Month: Planned date as per the frequency.
 Carried out : Agency name who has done the Pest control
treatment and date of execution.
 Check : certificate – Government authorized vendor
PPE : Mask, Hand gloves available or not
Protective clothing : Obligatory requirement, protective clothing
should be used during operation.
 Signatures: Person carrying out the activity and person verifying
it should sign the record.
F/06: Waste generation record

 Format is for entry of waste generated within a

month.
 Daily generated & disposed waste quantity is to be
entered in a format, so that cumulative quantity can be
calculated in a single form for the whole month.
 Type of waste generated at site with quantity is to be
entered in the format.
 Types of waste is listed at the end of the format.
F/07: Daily Pantry Checklist
 This checklist is applicable only for the sites where pantry /
cafeteria operation under scope.
 Grooming of staff, Food preparation area, Serving area to be
checked daily.
 If status of any check point is not satisfactory ,mention in
remarks column.
 Signature of supervisor is important to know who has carried
out the check.
F/08: Compliance evaluation record

 Applicable Act/Rule : Act/rule applicable to the site

(Refer EHS legal register )
 Obligations under act : Refer EHS legal register for
obligation , put applicable to the site only.
 Current compliance : Status of compliance against
the obligation.
 Compliance Details: certificate/Permission taken from
authorized body for complying the rule, Date of issue of the
certificate and renewal date is to be entered.
 Remark : If any non – compliance, mention in remarks column.
F/09: Hot Work Permit
 Location & description of work : Important for reference
 Validity of permit is to be mentioned and if extends to more
than a day all checks to be carried out every day.
 Precautionary checks : should be carried out by responsible
person ,without overlooking any point. Mark the status of check
i.e. Y or N in the column.
 Fire sentry : Important for safety ,should be available all the
time during work.
 All required PPEs should be used all the time during work
 All required equipments for Fire safety should be available
during the work.
 After completion of job permit should be signed & closed
by authorized person only e.g. Site In-Charge, FM Supervisor
F/10: Work at Height Permit
 Work which is carried out above three meters height is termed
as work at height.
 Location and description of work is important for reference.
 Validity of Permit is to mentioned & if it extends more than a
day all checks to be carried out every day.
 Responsible person should carry out checks & mark status as ‘Y’
or ‘N’
 Preparation checks to be carried out before starting the work
and monitoring checks to be carried out during the work.
 PPE s ,sign boards , safety net ,first – aid box are the prime
important things during work at height.
F/11: Monitoring Electrical
Work
 Description of work: Detail description of work to be carried out
with equipment name and specifications.
 All the checks to be carried out and status to be marked/ticked
in the next column.
 LOTO is prime important before starting any electrical work.
 Earthling should be provided to portable equipment.
 Safety signage , first – aid kit , PPE are prime important.
 Agency: If work is being carried out by external agency, name of
the Agency is to be mentioned.
 All the checks should be carried out by responsible person,
should sign the permit.
F/12: Accident Investigation Report

 This form is to be filled only if any accident occurs.

 Details of Accident: Date, time (24hr clock), location, type of
work during the which the Accident was occurred is to be
mentioned.
 Description: Detailed description of Accident is to be mentioned
for proper investigation of Accident.
 Details of witness: Important for investigating the root cause of
Accident.
 Details of injured person: Person’s details who is injured in the
Accident is important with details of injury.
 Root cause and corrective action of the Accident to be analyzed
 Signatures: Person filling the report or FM is to signed the
report.
F/13: Monthly Health and Safety Statistics

 This report shows clear picture of EHS statistics in the month.

 Accident , incident with who is affected is to be recorded in this
report.
 Causes of accident are important for planning necessary action
for recurrence.
 If no Incident/Accident occurred in the month, mention NIL in
column in Statistics Section.
 In case of Nil Incident causes of incident column need not be
filled.
 If Incident is occurred in the month enter no. and cause of that
incident also respective incident report should be filled.
 Signature of the person entering and checking the statistics is
important
F/14: Noise survey report
 Noise survey should be carried out at least twice in a year.
 Noise level checks should be carried out at all high noise area.
 If noise level is above 90 db(A) necessary precaution should be
taken for reducing the exposure to high noise.
 Warning signs should be posted at entry points of high noise
areas as well as mobile high noise generating equipment like
vacuum cleaners.
 Sound level meter should be available with RO and survey will
be carried by Internal Auditor/ DMR.
F/15:Record of Communication

 Any communication or consultation with persons at

site related to EHS is to be mentioned on the format.
 Date, Name of person and nature of communication to
be noted.
 Details of communication/consultation is to be
mentioned e.g. Suggestion regarding handling of
chemical while diluting the chemicals.
 Remarks: Enter the action taken on the
communication. E.g. Handling of chemicals procedure
modified.
F/16: Monthly Surprise Inspection record

 Activity inspected : Any activity in high noise area

 PPEs expected to be used : PPEs to be used during performing
the activity, Can be one or more .(Refer F/59,PPE Usage Matrix)
 Deficiencies :
 No of persons : no. of person not using PPE
 PPE found not being used : No. of PPE not used by the inspected
person out of the PPE he supposed to be used.
 % Compliance : Calculate % of compliance of PPE. Compliance
should be more than 80% as our EHS objective is uses of ppe
(more than 80%)
 Within a month more than one surprise checks can be done.
F/17: Cylinder Inspection Checklist

 Applicable if Cylinders are stored at site and in our

scope.
 Storage area is to be checked once in a month.
 All checks to be carried out by responsible person.
 Mark the status of checks in the next column in the
check points as Yes, No or not Applicable.
 Signature of person carrying out checks and Site In-
Charge’s signature is important.
F/18: Preventive Maintenance Plan

 Machinery name : Name of machinery under inspection

 Task to be performed : Maintenance to be performed on
the machinery.
 Maintenance frequency : Frequency of maintenance to be
done e.g. monthly quarterly etc.
 Maintenance to be done by : Name of agency carrying out
maintenance
 Maintenance activity planned/ Conducted : Month of Activity
planned and status of Activity conducted is to be mentioned.
F/19: Schedule of Statutory Inspection

 The machinery requiring statutory inspection, e.g. lifts,

transformers etc.
 Machinery name : Name of machinery which inspection is to be
carried out. First identify equipment requiring statutory
inspection.
 Inspection to be performed : Mention inspection to be
performed on the machinery e.g calibration , load testing.
 Frequency : Frequency of inspection e.g. six monthly,annualy.
 Agency carrying out inspection.
 Schedule : Tick the month in which inspection is schedule and
carried out.
 Plan period & month of inspection are important to mention in
this schedule.
F/20: Record of Inspection of Leakage

 Date : Inspection date & date of completion are

important as to indicate leak is arrested within what
period.
 Observation & action taken should be mentioned to
indicate proper action has been taken to arrest leak.
 Date of review and Signature of reviewing person is
important to indicate the activity is completed.
F/21: Confined Spae entry
 Confined space : A space sufficiently surrounded by confining
surface that may trap hazardous gases , vapours or dust where
oxygen deficiency exits.
 A confined space with physical configuration such that entry/exit
is restricted to point that emergency assistance or self egress by
a person in distress will be difficult.
 Description of job: is important for precaution to be taken
during the job.
 Check points in the permit are important & should be carried
out by responsible person only.
 All the precautions should be followed without any failure, as
lack of any safety precaution can cause incident/accident.
 Signatures are important to know who has checked & who has
permitted to work.
Monitoring Formats
F/51: Quarterly performance review against objectives and
targets
F/52: Quarterly review report on communication from
interested parties including complaints
F/53: Attendance of EHS MRM
F/54: Quarterly Minutes of EHS MRM
F/55: Monitoring and measurement matrix against legal and
other requirements
F/56: MP Closer report
F/57: Corrective Action report
F/58: PPE usage matrix
F/59: EHS Objective and Targets
The Benefits
 Better conformance to environmental regulations,
 Greater marketability,
 Better use of resources,
 Higher quality goods and services,
 Increased levels of safety,
 Improved image and
 Increased profits.
 Save Environment
Save our future
Let’s Practice todays learning

THANKS