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

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

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 Version: 1.2 Ram Walase Chief Operating Officer

Key Points of Policy
Promote pollution free environment; Maintain healthy surrounding Safe working conditions Comply with applicable legislation and other requirements 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 1. 2. 3. 4. 5.

PlanningPlanning-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.

PlanningPlanning-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.

PlanningPlanning-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.

PlanningPlanning-Aspects/Impacts
Environmental Aspects Effluent (wash water) generation Solid waste / garbage generation Empty containers with residual materials Dust generation Leakage of Chemicals / oil / fuel Spillage of chemicals / oil / fuel OHS Hazards Exposure to dust Inhalation of vapors of chemicals Contact of chemicals with Skin etc Exposure to noise Working at height Slippery floor Manual handling of garbage / wastes / chemicals

PlanningPlanning-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.

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

1

House keeping

Disposal of empty container

Residual material

Soil/ water contamin ation

N

N

Y

N

Y

OCP 4

PlanningPlanning-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.

PLANNINGPLANNING- 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 Hazard

OHS Risk

Probability of occurrence (P) 3

Severit y of Risk/ Harm (S) 2

Hazar d rating ( P* S) 6

Control Significan measur t Hazard e Y/N Y OCP 1

Housekeepin g

Dispensing Contact Skin of with inflammatio Chemical skin/ n eyes

PLANNINGPLANNING- HIRA MATRIX
Significance Determination of OHS Hazards / Risks
RATIN G 1 Hazard likely to arise once in a year PROBABILITY (P) Unlikely SEVERITY OF RISK / HARM (S) Safety-No injury and / or Health Problem- No illness Safety- Minor injury e.g. minor cuts and bruises, eye irritation from dust and / or Health Problem- that be recovered on the same day e.g. nuisnace and irritation (headache etc), illness leading to temporary discomfort Safety -Lost time injury e.g. burns, lacerations, serious sprains, minor fracture etc and / or Health Problem - Lost time illness without permanent disability e.g. dermatitis, asthma, wotk related upper limb disorders, temporary deafness Safety- Amputation, major fractures, multiple injuries, poisoning, permanent disability and / or Health Problem - irrecoverable health problem e.g. Cancer, permanent neurological disorder, silicosis, irrecoverable damages of kidney or other vital organs.

2

Hazard likely to arise once in a month 3

4

Hazard likely to arise once in a week or more frequently

Note : If the product P*S, i.e. Hazard Rating is equal to or more than 6, the Hazard is considered µSignificant¶. However, in case of Fatal risk, the hazard is to be termed as Significant even if the hazard rating is = 4.

EHS Legal Register
D 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. D EHS requirement, if any specified by the Clients, document specifying client s EHS requirement to be maintained at the concerned site. D The EHS requirement is reviewed and updated at least once in a year by taking inputs on the amendments in existing laws. D Updated EHS legal register is issued to all sites, the Site Incharge 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

PLANNINGPLANNING- 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.

PLANNINGPLANNING- IPM&SL Objective and Target
Sl.no. EHS Objectives 1 2 3 4 5 6 7 Control incident of injury to personnel Control incident of major leaks/spills of chemicals/ fuel/ Oils Prevent Fire Hazards due to IPM&SL Activities Control Noise Exposure to personnel due to IPM&SL Activity Improve PPEs usage by the personnel Make provision for secondary containment for chemicals, fuel and oil Make provision of disposal of spent lubricating oil to Govt Authorised vendor UOM Nos Nos Nos Db(A) PPE usage compliance ------------Target Zero Zero Zero Max. 85 Min. 80% 100% compliance Dec 2008

PLANNINGPLANNING- IPM&SL Objective and Target
Sl.no. EHS Objectives 8 9 10 11 Reduction in consumption of housekeeping chemicals Reduction in consumption of electrical energy Reduction in consumption of refrigerant gases Impart EHS training to IPMSL personnel UOM % % % Man-hours per person per half year Target Min. 2% per year Min. 2% per year Min. 2% per year Min. 8 hrs

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 Ha
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
Pur s : To define roced re to ens re t at Contracted Service roviders for t e sites are co nicated on t e E S re ire ents of t e site and, E S re ire ents of IP SL are et y contractors orking at t e sites. Sc : T e roced re a lies to all t ose contracted services received y t e sites t at ave otential to ca se significant E S azards.
c r s: Contracts / gree ent it endors 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 Ba
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 Ba
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 Pe 
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 Pa 
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 Pe 
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 InCharge 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 Re 
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.

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