PR-1000 - Operations Handover Procedure

Petroleum Development Oman L.L.C.
Document Title: Operations Handover
Document ID PR-1000
Document Type Procedure
Security Unrestricted
Discipline Engineering and Operations
Owner Functional Operations Manager - UOP
Issue Date July 2011
Revision 5.0
This document is the property of Petroleum Development Oman, LLC. Neither the whole nor any part of
this document may be disclosed to others or reproduced, stored in a retrieval system, or transmitted in
any form by any means (electronic, mechanical, reprographic recording or otherwise) without prior written
consent of the owner.
Revision: 5.0
Petroleum Development Oman LLC Effective: Jul-11
This page was intentionally left blank
Page 2 PR-1000 - Operations Handover Printed 10/07/11

The controlled version of this CMF Document resides online in Livelink®. Printed copies are UNCONTROLLED.
Revision: 5.0
i Document Authorisation
Authorised For Issue - July 2011

Revision: 5.0
ii Revision History
The following is a brief summary of the 4 most recent revisions to this document. Details of all
revisions prior to these are held on file by the issuing department.
Revision Date Author Scope / Remarks

No.
5.0 Jul-11 Robin Norman (UOP6) Review and Revalidation – Changes detailed
in Addendum 2
Apr-11 Robin Norman (UOP6) Added Section 1.6 ALARP
4.0 Feb-10 Robin Norman (UOP6) Review and Revalidation – Changes detailed
in Addendum 1
3.0 Dec-06 UEV11 New format. Revised Forms. Revised
Sections. General editorial corrections
1.0 Oct,98 UOP/1 UOP/1
iii Related Business Processes

Code Business Process (EPBM 4.0)
EP.71 Produce Hydrocarbons
EP.72 Maintain and Assure Facilities Integrity
iv Related Corporate Management Frame Work (CMF)

Documents
The related CMF Documents can be retrieved from the CMF Business Control Portal.
CP-114 Maintenance and Integrity Management - CoP

CP-115 Operate Surface Product Flow Assets CoP

Revision: 5.0
TABLE OF CONTENTS
1 Introduction........................................................................................................................... 6
1.1 Background..................................................................................................................... 6
1.2 Purpose........................................................................................................................... 6
1.3 Distribution / Target Audience.........................................................................................6
1.4 Review and Improvement...............................................................................................7
1.5 Step-Out and Approval................................................................................................... 7
1.6 ALARP............................................................................................................................ 7
2 Roles and Responsibilities.................................................................................................... 8
3 Handover Forms and Documents.........................................................................................9
3.1 Operations Safety Critical Handover Form.....................................................................9
3.1.1 Safety Systems/HSE/Permit to Work......................................................................9
3.1.2 Planning / Lookahead.............................................................................................9
3.1.3 Equipment / Facilities / Production.......................................................................10
3.1.4 Actions Against Audit Findings..............................................................................10
3.1.5 Additional Items.................................................................................................... 10
3.2 PTW Coordinator Safety Critical Handover Form........................................................10
3.2.1 HSE/Permit to Work.............................................................................................. 10
3.2.2 Isolations in Place................................................................................................. 10
3.2.3 EPI’s in Place and Checked..................................................................................11
3.2.4 PTW / Isolations Audits Carried Out......................................................................11
3.3 Station Handover Checklist........................................................................................... 11
3.4 Central Control Room Handover Sheet........................................................................11
3.5 Operations and PTW Coordinators Handover Information Notes Forms......................11
4 Safety Critical Handover Procedure...................................................................................12
4.1 Procedure Description.................................................................................................. 12
Appendix 1 – Abbreviations....................................................................................................... 14
Appendix 2 – Operations Handover Forms & Checklist............................................................15
Appendix 3 – User Feedback Form........................................................................................... 16
Addendum 1 – Changes at Revision 4.0...................................................................................17
Addendum 2 – Changes at Revision 5.0...................................................................................19

Revision: 5.0
1 Introduction
1.1 Background
The handover from the “outgoing” to “incoming” crew shall be carried in a formal and
consistent manner and include all safety critical and relevant details to assure
operating integrity and the safe, continuous and effective operation of the facility /
station.
Analysis of accidents has repeatedly cited lack of effective communication as a major
contributory factor and particularly where breaks in work continuity occur, as can be the
case where a crew change takes place.
Handover notes that are not supported by clear and concise “verbal” communication
often leads to misunderstanding as to the “true status” being conveyed.
Misinterpretation of the handover documents may result because each individuals
information needs are different. Ultimately these may impact upon asset performance
through missed business opportunities and unplanned deferments.
To address the above all Safety Critical Operations personnel shall conduct a formal
handover with both written and verbal actions, and where possible be of a minimum
two hour duration. Where required the handover will be supplemented by Checklists
and Handover Sheets.
1.2 Purpose
The purpose of this procedure is to provide direction for Operations personnel, in all
areas, who are required to carryout crew changeovers. The requirement of handover
will be verbal communication supplemented by a written handover report. The
responsibility will be on both parties, outgoing and incoming, to ensure that the
handover ensures an accurate transfer of information, with sufficient clarity to avoid
ambiguities.
1.3 Distribution / Target Audience

The following personnel shall have knowledge and / or awareness of this procedure
and its intent:
 Delivery Team Leaders
 Production and Maintenance Coordinators
 Production and Maintenance Supervisors
 Central Control Room Operators
 Area Authorities and Station Operators
 Contractor staff in Safety Critical Positions
 Area HSE Advisors
 Well Supervisors

Revision: 5.0
1.4 Review and Improvement

This document shall be subject to review by the Document Owner / Document
Custodian every 3 years from the last date of issue.
At any time during this period the document ‘Users’ may request the contents to be
reviewed and revised. Requests for review and revision shall be made in writing to the
Document Custodian using the ‘User Feedback Page’ or by sending a ‘Marked Up’ copy
of the document. The decision to review or revise the document shall rest with the
Functional Production Team Leader UOP, the Owner.
1.5 Step-Out and Approval

This Document is Mandatory. Step-Out shall be in accordance with PR-1001e –
Operations Procedure Temporary Variance.
1.6 ALARP
ALARP is the acronym for ‘As Low As Reasonably Practicable’ which simplified means,
‘reducing the risk to a level at which the cost and effort (time and trouble) of further risk
reduction are grossly disproportionate to the risk reduction achieved’. Full Compliance
to PDO Standards and Procedures is a key element in achieving ALARP.
For more details refer to ALARP Definition

Revision: 5.0
2 Roles and Responsibilities

Delivery Team  Have knowledge of the procedure and ensure compliance
Leader with it.
 Identify Safety Critical Positions that require formal crew
change handovers.
Production  Ensure compliance to the procedure.
Coordinator
 Issue / control Form templates.
 Establish and maintain an archiving system on location
and ensure it is accessible to all personnel
 Review processes bi-annually and recommend
improvements where applicable.
Supervisors  Ensure compliance with the procedure and identify
improvements where applicable.
 Ensure that ‘Station Handover Checklist and Production
Facility Handover’ forms are compiled, maintained and
sustained.
 Ensure ‘Face to Face’ interviews are conducted.
 Administer archive of handover documents for a
minimum period of not less than twelve (12) months.
Operations Staff in  Have knowledge of the procedure and ensure compliance
Safety Critical with it.
Positions
 Feedback comments on improvement as required to their
line supervisors
 Inform Line Supervisors when compliance to the
procedure can not be made.

Revision: 5.0
3 Handover Forms and Documents

Adherence to this procedure is mandatory for all personnel who are required to
handover to their opposite numbers (oncoming crew) information that is safety critical
and could affect the safe operation of the facility / station.
The procedure shall cover normal rotational or extended crew changes and additionally
any works being carried out over a prolonged period that involve the working of more
than one complete crew, such as maintenance campaigns, well service works etc,.
Handover notes / instructions shall be entered on to the appropriate Form and archived
for future reference on completion of the handover. This shall ensure that personnel in
key positions shall be able to reference historical as well as current information
regarding work in progress or completed. The archived information shall be accessible
to all personnel. Compliance shall ensure that the records can be audited.
3.1 Operations Safety Critical Handover Form

The Operations Safety Critical Handover Form (PDO PR-1000_1 Rev1) is provided for
use during the handover process. The form ensures that all safety critical information
is captured and documented in a format that is easily understood by the incoming
party. The form is an integral part of the handover process.
The Operations Safety Critical Handover Form is raised by the outgoing party and is
used in conjunction with the formal verbal handover to ensure the incoming party is
made aware of changes or activities which could have an immediate impact upon the
safe operation of processes and equipment within their area of responsibility.
On completion of the handover, including a site inspection if required, both outgoing
and incoming parties shall acknowledge this transfer of information by signing the form
as indicated.
The outgoing party is also required to provide a contact, telephone or email, where
practically possible so that information can be obtained in the event of an emergency.
The Operations Safety Critical Handover Form has five (5) distinct sections which are:
3.1.1 Safety Systems/HSE/Permit to Work

This section is used to enter safety critical information relating to safety systems which
are operationally affected through isolations, breakdowns or unavailability. Included
here should be:
 F&G systems
 ESD systems
 Safety and relief systems
 Personnel / plant / equipment / environmental protection systems
 HSE related issues
 Permit to Work system (work in progress or planned)
3.1.2 Planning / Lookahead

This section is used to highlight key planning issues and forthcoming events / operation
which will / may impact on the short and long term decision making. Operational or
maintenance shutdowns planned or proposed should be included here.

Revision: 5.0
3.1.3 Equipment / Facilities / Production

This section is used to highlight changes in equipment integrity and / or operating
conditions and parameters. Any issue that effects the operating process conditions or
performance requires to be entered here.
3.1.4 Actions Against Audit Findings

This section is used to record actions carried out or in progress to meet and comply
with audit findings. After any audit a list of ‘Action Items’ will be compiled and target
dates as to when these actions shall be addressed and closed out. By recording status /
progress on safety critical items required to be completed work is not repeated of
delayed due to uncertainty.
3.1.5 Additional Items

This section is used to highlight safety critical information that does not necessarily
come under any of the above, but that may or will have a major impact on the area of
authority i.e. service road closures, weather conditions, power interruptions,
communications etc,.
3.2 PTW Coordinator Safety Critical Handover Form

The PTW Coordinator Safety Critical Handover Form (PDO PR-1000_6 Rev0) is similar
to the Operations and is completed by the outgoing PTW Coordinator. The form
ensures that all safety critical information with respect to PTW is captured and
documented in a format that is easily understood by the incoming party. In the same
manner the form is an integral part of the handover process.
On completion of the handover, including a site inspection if required, both outgoing
and incoming parties shall acknowledge this transfer of information by signing the form
as indicated.
Like the Operations Safety Critical Handover, the outgoing party is also required to
provide a contact, telephone or email, where practically possible so that information
can be obtained in the event of an emergency.
The PTW Coordinators Safety Critical Handover Form has five (5) distinct sections
which are:
3.2.1 HSE/Permit to Work

This section is used to enter safety critical information relating to the PTW at the
location.
HSE information should be that which affects the efficient and safe application of the
PTW system on site. Such things covered will be, Job Safety Plans, safe handling of
toxics and chemicals, adherence to TRIC etc.
Safety critical information affecting the PTW can be any work being planned or in
progress that could or may have compliance impact. This could be work that is being
undertaken which does not exactly fit a category listed in Section 3.5 of PR-1172, or
where a concern has been identified and recorded.
3.2.2 Isolations in Place

This section is used to list the work in progress where isolations are still in place and
that require to be audited.

Revision: 5.0
3.2.3 EPI’s in Place and Checked

This section is used to identify any EPI’s in place and reference them to the isolation
wall. Included here will be information on when they ewere last checked and when the
next check is due.
3.2.4 PTW / Isolations Audits Carried Out

This section is used to record compliance audits undertaken during the shift on PTW
certificates issued and / or isolations applied and still being maintained.
3.3 Station Handover Checklist

The Station Handover Checklist (PDO PR-1000_2 Rev1) will be used by operators to
check that records and logs have been completed correctly prior to the handover. It will
also record major activities completed or ongoing and provide a look-a-head. The
attached Checklist can be modified to meet the requirements of the specific Station.
3.4 Central Control Room Handover Sheet

The Central Control Room Handover Sheet (PDO PR-1000_3 Rev1) will be used in a
similar manner to the Station Handover Checklist but will capture information that has
more relevance to the conditions affecting all areas under the surveillance of the CCR.
The Handover Sheet will provide the incoming CCR Operator with a sound overview of
current and proposed operations and work within the areas.
3.5 Operations and PTW Coordinators Handover Information Notes

Forms
The Operations Handover Information Notes Form (PDO PR-1000_4) and the PTW
Coordinators Information Notes Form (PDO PR-1000_5) should contain the remaining
handover information which does not have an immediate impact upon operations or
safety.
The sections included on the Form should in the most part address the needs but extra
“topics” can be included as required. The notes are intended to support the handover
process by providing reference information. On completion the Form shall be attached
to the Operation Safety Critical Handover Form.
The person compiling the Form shall decide the level of detail required taking in to
consideration that the Form is intended to be used in conjunction with a verbal formal
handover. In general bulleted points should be used to stress the items that are
included. Any supporting documents such as diaries, logbooks, subordinate’s handover
reports, copies of permits, etc. should be included if warranted.
If required a site visit should be included to compliment the handover notes.

Revision: 5.0
4 Safety Critical Handover Procedure
Safety Critical Handover Flow Diagram
4.1 Procedure Description

Activity Description
No.
1. Outgoing personnel required to adhere with this procedure should review
the previous Safety Critical Handover Form and documentation relating to
their specific position and identify areas of concern or any major changes
that have occurred since the last crew change.
2. Outgoing Crew Change personnel should access the Safety Critical
Handover Form relating to their specific position and complete the relevant
information.
NOTE: The links to the forms can be found on the UOP Home Page under
UOP6 or within Section 3 of this procedure.

Revision: 5.0
3. Outgoing Crew Change personnel should access the relevant Handover

Information Form and complete the relevant information.
The Operations Handover Information Form will be attached to the
Operations Safety Critical Handover Form when completed.
4. Outgoing Crew Change personnel should obtain all other relevant
documentation such as subordinates handover reports, log sheets,
logbooks, memos, reports etc,. Additionally completion of either or both of
the Station Handover Checklist and Central Control Room Handover Sheet
should be carried out if required.
All information should be collected together and contained as a Safety
Critical Handover Pack.
5. The Incoming Crew Change personnel in safety critical positions will review
the Safety Critical Handover Pack.
6. For all safety critical handovers a “face-to face” verbal transfer of
information should be conducted between outgoing and incoming
personnel. The meeting should last sufficiently long enough for all points on
the Safety Critical Handover Form and Handover Information Form to be
addressed
7. Conduct an onsite visit to supplement the ‘face to face’ meeting.
Where possible the visit will be conducted and time allocated in the
handover to achieve this.
8. On conclusion of the “face-to face” meeting and site vist the Safety Critical
Handover Form will be signed by both parties.
NOTE: If Station Handover Checklist and Central Control Room Handover
Sheet are presented then these must be checked for signature as well.
9. On completion of the site inspection (if required) all necessary
documentation will be transferred from the outgoing to the incoming
personnel and the handover will be concluded.
10. The Handover documentation shall be archived at the location for a
minimum of 12 months. Storage in the archive should be in such a manner
that access can be made to the documents if required by all personnel.

Revision: 5.0
Appendix 1 – Abbreviations
The following abbreviations are used in this Procedure.
CFDH Corporate Functional Discipline Head

CMF Corporate Management Framework
ESD Emergency Shutdown
ESP Electric Submersible Pump
F&G Fire and Gas
HSE Health, Safety and Environment

PDO Petroleum Development Oman

Revision: 5.0
Appendix 2 – Operations Handover Forms & Checklist

Guidance on Completing Forms and Checklists
 The Forms and checklist are prepared electronically in Microsoft Word in “Tabular”
format. The forms and checklist can be completed electronically or hardcopy if
required.
 Because the format is tabular, “fields” can be extended by creating extra rows. This
action may extend the form / checklist in to more than one page. Page numbers will be
automatically updated at the foot of the page.
 In the most part the “field” will duplicate but in some instances, as with the “YES” “NO”
entries, these will have to be inserted.
 Once the Forms / Checklist has been completed it can be printed out.
 When accessing the Forms via the link download the required form using the
‘Download’ option.
The Operation Handover Forms and Checklist are maintained in LiveLink on the UOP
Teampage and can be accessed using the following link;
Operations Handover Forms and Checklist

Revision: 5.0
Appendix 3 – User Feedback Form
PR-1000 – Operations Handover Procedure User Feedback Page
Any user who identifies an inaccuracy, error or ambiguity is requested to notify

the custodian so that appropriate action can be taken. The user is requested
to return this page fully completed, indicating precisely the amendment(s)
recommended.
Name:
Ref ID Date:
Page Ref: Brief Description of Change Required and Reasons
UOP7
Custodian of Document Date:

Revision: 5.0
Addendum 1 – Changes at Revision 4.0

Page Description of Change
Added EP.72 to Related business Processes
6. Section 1.1 Background redrafted to read
‘The handover from the “outgoing” to “incoming” crew shall be carried in a formal
and consistent manner and include all safety critical and relevant details to assure
operating integrity and the safe, continuous and effective operation of a facility.
Analysis of accidents has repeatedly cited lack of effective communication as a
major contributory factor and particularly where breaks in work continuity occur, as
can be the case where a crew change takes place.
Handover notes that are not supported by clear and concise “verbal”
communication often leads to misunderstanding as to the “true status” being
conveyed. Misinterpretation of the handover documents may result because each
individuals information needs are different. Ultimately these may impact upon
asset performance through missed business opportunities and unplanned
deferments.
To address the above all Safety Critical Operations personnel shall conduct a
formal handover with both written and verbal actions, and where possible be of a
minimum two hour duration. Where required the handover will be supplemented
by Checklists and Handover Sheets.’
Section 1.2 – Purpose redrafted to read
‘The purpose of this procedure is to provide direction for Operations personnel, at
all areas, who are required to carryout crew changeovers. The requirement of
handover will be verbal communication supplemented by written a handover
report. The responsibility will be on both parties, outgoing and incoming, to ensure
an accurate transfer of information and a process for dealing with ambiguities or
insufficient clarity’.
Removed reference to Forms at this point
6. Section 1.3 changed Control Room operator to Station Operator
6 Removed Section 1.4 – Structure of Document
6 Moved Roles and Responsibilities to Section 2
6 Moved ‘Abbreviations and Definitions’ to Appendix
Simplified the Step-Out Statement
Section 2 – Roles and Responsibilities – Added ‘Operations Staff in Safety Critical
Positions’
9. Section 3 Handover Forms & Documents redrafted initial statement
‘Adherence to this procedure is mandatory for all personnel who are required to
handover to their opposite numbers (oncoming crew) information that is safety
critical and could affect the safe operation of the facility / station.
The procedure shall cover normal rotational or extended crew changes and
additionally any works being carried out over a prolonged period that involve the
working of more than one complete crew, such as maintenance campaigns, well
service works etc,.
Handover notes / instructions shall be entered on to the appropriate Form and
archived for future reference on completion of the handover. This shall ensure that
personnel in key positions shall be able to reference historical as well as current
information regarding work in progress or completed. The archived information
shall be accessible to all personnel. Compliance shall ensure that the records can

Revision: 5.0
be audited.’
10 Added Section 3.1.4 – Actions Against Audit Findings. Renumbered remaining sub-
sections accordingly
10 Section 3.2 Station Handover Checklist redrafted to read
‘The Station Handover Checklist (PDO PR-1000_2) will be used by operators to
check that records and logs have been completed correctly prior to the handover. It
will also record major activities completed or ongoing and provide a look-a-head.
The attached Checklist can be modified to meet the requirements of the specific
Station.’
10 Section 3.3 Production Facilities Handover Form renamed to ‘Central Control
Room Handover Sheet’ and redrafted
‘The Central Control Room Handover Sheet (PDO PR-1000_3) will be used in a
similar manner to the Station Handover Checklist but will capture information that
has more relevance to the conditions affecting all areas under the surveillance of
the CCR. The Handover Sheet will provide the incoming CCR Operator with a
sound overview of current and proposed operations and work within the areas.’
Removed Section 3.5 and placed in Appendix 2
13 Section 4.1 – Production Facilities Handover Form changed to read Central Control
Room Handover Sheet
Multi Dynamic links added to Handover Forms
Section 3.5 Step 2 3rd sentence changed ‘Page numbers will be automatically
updated at the foot of the page.’
Step 5 changed ‘When accessing the Forms via the link download the required
form using the ‘Download’ option’.

Revision: 5.0
Addendum 2 – Changes at Revision 5.0

Page Description of Change
New Cover Sheet
6 Section 1.1 Background – 1st para changed to read “the facility / station”
Section 1.2 Purpose – last sentence changed to read “The responsibility will be on
both parties, outgoing and incoming, to ensure that the handover ensures an
accurate transfer of information, with sufficient clarity to avoid ambiguities.”
10 Added Section 3.2 (renumber all subsequent sections) PTW Coordinator Safety
Critical Handover Form
11 Amended Section 3.5 to include PTW Coordinator Handover Information Notes.
12. Added ‘Flow Diagram’ in place of ‘swim lane’
Amended procedure


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Petroleum Development Oman L.L.C.

Document Title: Operations Handover

Document Type Procedure

Discipline Engineering and Operations

Owner Functional Operations Manager - UOP

Issue Date July 2011

This page was intentionally left blank

Page 2 PR-1000 - Operations Handover Printed 10/07/11

Page 3 PR-1000 - Operations Handover Printed 10/07/11

Revision Date Author Scope / Remarks

iii Related Business Processes

iv Related Corporate Management Frame Work (CMF)

CP-114 Maintenance and Integrity Management - CoP

Page 4 PR-1000 - Operations Handover Printed 10/07/11

Page 5 PR-1000 - Operations Handover Printed 10/07/11

1.3 Distribution / Target Audience

Page 6 PR-1000 - Operations Handover Printed 10/07/11

1.4 Review and Improvement

1.5 Step-Out and Approval

Page 7 PR-1000 - Operations Handover Printed 10/07/11

2 Roles and Responsibilities

Page 8 PR-1000 - Operations Handover Printed 10/07/11

3 Handover Forms and Documents

3.1 Operations Safety Critical Handover Form

3.1.1 Safety Systems/HSE/Permit to Work

3.1.2 Planning / Lookahead

Page 9 PR-1000 - Operations Handover Printed 10/07/11

3.1.3 Equipment / Facilities / Production

3.1.4 Actions Against Audit Findings

3.1.5 Additional Items

3.2 PTW Coordinator Safety Critical Handover Form

3.2.1 HSE/Permit to Work

3.2.2 Isolations in Place

Page 10 PR-1000 - Operations Handover Printed 10/07/11

3.2.3 EPI’s in Place and Checked

3.2.4 PTW / Isolations Audits Carried Out

3.3 Station Handover Checklist

3.4 Central Control Room Handover Sheet

3.5 Operations and PTW Coordinators Handover Information Notes

Page 11 PR-1000 - Operations Handover Printed 10/07/11

4 Safety Critical Handover Procedure

Safety Critical Handover Flow Diagram

4.1 Procedure Description

Page 12 PR-1000 - Operations Handover Printed 10/07/11

3. Outgoing Crew Change personnel should access the relevant Handover

Page 13 PR-1000 - Operations Handover Printed 10/07/11

CFDH Corporate Functional Discipline Head

HSE Health, Safety and Environment

Page 14 PR-1000 - Operations Handover Printed 10/07/11

Appendix 2 – Operations Handover Forms & Checklist

Page 15 PR-1000 - Operations Handover Printed 10/07/11

Appendix 3 – User Feedback Form

PR-1000 – Operations Handover Procedure User Feedback Page

Any user who identifies an inaccuracy, error or ambiguity is requested to notify

Page Ref: Brief Description of Change Required and Reasons

Page 16 PR-1000 - Operations Handover Printed 10/07/11

Addendum 1 – Changes at Revision 4.0

Page 17 PR-1000 - Operations Handover Printed 10/07/11

Page 18 PR-1000 - Operations Handover Printed 10/07/11

Addendum 2 – Changes at Revision 5.0

Page 19 PR-1000 - Operations Handover Printed 10/07/11

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