Hseq Manual Agfs Rev 0

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H S EQ MANUAL Rev. No.0 PAGE 1

Doc. Ref. No : HSEQM - 01
1. CONTENTS
Sl No Title Page No
1 Contents 1
2 Revision Record 4
3 Amendment status record 5
4 Description of the organization 6
5 HSEQ Management System 7
6 General 9
7 Scope 9
7.a Abbreviations & Definitions 9
8 Understanding the organization and its context 11

Understanding the needs and expectations of interested 12
9
parties
10 Leadership and commitment 13
11 Customer focus 13
12 Policy 13
12.a Vision, Mission, Values 14

13 Planning 14
13.a Actions to address risks and opportunities 14
13.b Hazard identification, risk assessment and determining 16

controls
13.c Environmental Aspects 16
13.d Compliance obligations 16
13.e Objectives and Programme(s) 17
PREPARED BY ISSUED BY APPROVED BY ISSUED DATE
AJAY MADATHIL MOHAMED ADIL HANEEF 06/07/2017

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Si no Title Page No
14 Implementation and Operation 18
14.a Resources, roles, responsibility, accountability and 18
authority
15 Competence, training and awareness 32
16 Communication, participation and consultation 33
17 Documentation 34
17.a Documents & data control 34
17.b Control of records 34
18 Operational planning & control 35
19 Customer requirements 36
19.a Customer communication 36
19.b Determining the requirements of services 36
19.c Review the requirements of services 36
19.d Changes to requirements of services 37
20 Design 37
21 Control of suppliers, Sub contractors and external 37
process
21.a Purchasing controls 37
21.b Purchasing information 38
22 Control of service provision 38
23 Identification and traceability 39
24 Property belonging to customers 39
25 Post-delivery activities 39
26 Control of changes 39

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Si no Title Page No
27 Release of services 40
28 Control of non-conforming outputs 40
29 Emergency preparedness and response 40
30 Performance evaluation 41
30.a Customer satisfaction 41
30.b Performance measurement and monitoring 41
30.c Evaluation of compliance 41
31 Incident investigation, Nonconformity, corrective action 42
and preventive action
31.a Incident investigation 42
31.b Nonconformity, corrective action and preventive action 42
32 Internal audit 42
33 Management Review 43
34 Continual Improvement 43
35 Flow chart of HSEQ MS process in a contract of 45
FM/Projects
36 List of procedures 48
37 Organization chart 50

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3. AMENDMENT STATUS RECORD

New revision
Document Ref Amendment details and reasons
No. Date

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4. DESCRIPTION OF THE ORGANIZATION
AG Facilities Solutions (AGFS) was founded at Dubai in the year of 2016, realizing the need for
specialized facility management services & construction of industries, commercial and residential
complexes. AGFS have intention to be a leading contracting and facility management company
extending its services to all over the U.A.E. in the field of electrical, mechanical, air-conditioning and
civil engineering. AGFS is a part of AG Group, a conglomerate of companies famous for their
presence in manufacturing, real estate and investments.
AGFS has their Head Office at Dubai & a branch office at Abu Dhabi with a Warehouse &
Accommodation Camps across UAE.
The range of services offered by AGFS to its various clientele covers Total Facilities Management,
EPC of Civil, mechanical, electrical and HVAC, maintenance and installation of HVAC, electrical &
mechanical systems, civil maintenance, refurbishment and interior fit out works, maintenance of fire
and gas detection system & shut down activities at process plants.
AGFS has got a clear “organization structure” with division of responsibilities in order to serve the
various areas of operation. The highly skilled engineers and technicians are drawn from the premier
engineering & technical institutes and, lend their expertise in the field of maintenance & construction
activities. Ongoing training programs keep the technicians up to date on the technology and
strengthen their commitment towards excellence.
The HSEQ Department operating from the Group HO, provides necessary technical expertise on
relevant subject to the top management and, to all the sites of AGFS. Based on the criticality of the
site with respect to HSEQ, OR based on the client requirement, HSEQ staff shall be deployed at
site for the effective implementation of policies and procedures.

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5. HSEQ MANAGEMENT SYSTEM (HSEQMS)
5.a STRUCTURE OF THE HSEQ MANAGEMENT SYSTEM
The HSEQMS is structured as shown below.
• The HSEQ Manual provides an overview of the HSEQ Management System in AGFS. While
formulating this manual, extensive involvement of various levels of people was considered.
After they were formulated, all employees shall be informed of these and their feedback will
be obtained through tool box talks.
• Different sections are arranged sequentially in a reasonably practical way, in-line with the
clause / sub-clause numbers of ISO 14001:2015, ISO 9001:2015 and OHSAS: 18001:2007
standards.

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The System Procedures(SP) provide further detail on how the requirements of the respective
clauses of the OHSAS 18001, ISO 9001 & ISO 14001 standards are fulfilled in the HSEQMS of
AGFS.
The General Procedures(GP) detail the AGFS specific requirements to be implemented to
reinforce the implementation of system procedures. The Operational Control
Procedures(OCP) & work instructions describe the implementation requirements, at the
work locations, of all the critical activities for which the absence of a procedure may lead
to major deviations.
The Risk/Aspect Impact assessments are the back bone of our HSEQMS, in which the
hazards/aspects in all our activities, services have been identified to manage them
effectively. The business risks and opportunities with respect to operations is also
assessed with appropriate mitigation methods. These assessments are an ongoing
process and are reviewed and revised as per the respective system procedures.
The Registers include the Risk register, Aspect/Impact register as well as the Legal
registers. All these registers are reviewed and updated as detailed in the respective
system procedures.
The Permits, Formats and Checklists are prepared to comprehensively implement the
requirements stated above, at the work locations. This is an exhaustive list that covers all
the applicable equipment, activities, services and locations. The contents in this section
are referred against the respective system and general procedures as well as in the
applicable risk/aspect/impact assessments and are reviewed/updated appropriately.
All controlled copies of manual are issued by the HSE Manager and approved by the
Divisional head. Signatures appear only in the revision record of each section of the
management system, indicated in Figure 1, but not in all pages of the respective
documents.
The current revision number and revision dates are indicated on each page. Whenever
any section is revised, the revision number of that page of the corresponding section is
incremented by 1. After at least 11 revisions are made, the whole manual is re-issued by
increasing the issue number by 1 and keeping revision number as 0 in all the sections.
This HSEQ-MS Manual is available only in English language.

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6. GENERAL
This HSEQMS document is a sole property of AGFS. No part of this manual shall be copied,
reproduced, distributed, circulated in whole or in the part or reduced to any form including
machine readability form or otherwise, without written consent from the Management
Representative.
7. SCOPE
The HSEQ management system encompasses all activities of AGFS including total facilities
management, maintenance and installation of HVAC, mechanical and electrical systems, civil
maintenance, civil & mechanical construction, refurbishment and interior fit out works,
maintenance of fire and gas detection systems & shut down activities at process plants.
7.a. ABBREVIATIONS
Abbreviation Expansion Abbreviatio Expansion

AGFS AG Facilities Solutions MR Management Representative
AO Administration Officer MS Management System
AIAC Aspect Impact Assessment MSDS Material Safety Data Sheet
CA Camp Administrator NCR Non Conformance Report
CB Camp Boss OCP Operational Control Procedure
COO Chief Operating Officer OSHAD Occupational safety and health
Abu Dhabi
E Engineer PM Project Manager
DVR Driver PPE Personal Protective Equipment
FM Foreman PTW Permit To Work
GM General Manager RA Risk Assessment
GP General Procedure RAC Risk Assessment Committee
HO Head Office SC Sub-Contractor
HR Human Resources SE Site Engineer
HSE Health Safety Environment SI Stores In charge
HSEQMS Health Safety Environment & quality SP System Procedure
Management System
HSE O/E HSE Officer/Engineer TC Transport Coordinator
IA Internal Auditor TFM Total Facilities Management
KPI Key Performance Indicator

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7.b.Definitions: -
 Near – Miss: -
A near miss is an unplanned event that did not result in injury, illness, or damage –
but had the potential to do so.
 Lost Time Incident (LTI): -

Lost Time Incident (LTI) is an accident wherein the injured person is unable to report to duty
within 24 hrs of the accident.
 Acceptable risk: -
Risk that has been reduced to a level that can be tolerated by the organization having
regard to its legal obligations and its own
 Audit: -
Systematic, independent and documented process for obtaining audit evidence and
evaluating it objectively to determine the extent to which audit criteria are fulfilled
 Corrective action: -
Action to eliminate the cause of a detected non-conformity or other undesirable situation
 Customer:-
Person or organization that could or does receive a product or a service that is intended for
or required by this person or organization.
Note: A customer can be internal or external to the organization.
 Customer Satisfaction:-
Customer’s perception of the degree to which the customer’s expectations have been
fulfilled.
Note: Customer complaints are a common indicator of low customer satisfaction but their
absence does not necessarily ensure high customer satisfaction.
 Document: -
Information and its supporting medium
 Environmental Aspect:-
Element of an organizational activities or product or services that interacts or can interact
with the environment.
Note: A significant environmental aspect is one that has or can have one or more significant
environmental impact(s).
 Environmental Impact:-
Change to the environment whether adverse or beneficial, wholly or partially resulting from
an organization’s environmental aspects.

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 Hazard: -
Source, situation or act with a potential to cause harm in terms of human injury or ill health
or a combination of these
 Hazard identification: -
Process of recognizing that a hazard exists and defining its characteristics
 Ill health: -
Identifiable, adverse physical or mental condition arising out from and/or made worse by a
work activity and/or work related situation
 Non-conformity: -
Non-fulfillment of a requirement
 Measuring Equipment:-
Measuring instrument, software, measurement, standard, reference material or auxiliary
apparatus or combination thereof necessary to realize a measurement process
 Preventive action: -
Action to eliminate the cause of a potential non-conformity or other undesirable potential
situation
 Risk: -
Combination of the likelihood of an occurrence of a hazardous event or exposure and the
severity of injury or ill health that can be caused by the event or exposure
 Risk Assessment: -
Process of evaluating the risk arising out of a hazard, considering the adequacy of any
existing controls, and deciding whether the risk is acceptable
 Supplier
Organization or person that provides a product or services.
E.g. Producer, distributor, retailer or vendor of a product or a service.
 Traceability:-
Ability to trace the history, application or location of an object.
8. UNDERSTANDING THE ORGANIZATION AND ITS CONTEXT
AGFS identifies, analyses, monitors and reviews factors that may affect our ability to satisfy our
customers and stakeholders, as well as; factors that may adversely affect the stability of our
process, or our management system’s integrity.
To ensure that our HSEQMS is aligned with our strategy, whilst taking account of relevant internal
and external factors; we initially gather and analyze relevant information in order to determine
potential impact on our context and subsequent business strategy.

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AGFS then monitors and reviews this information to ensure that a continual understanding of each
group’s requirements is derived and maintained. To facilitate the understanding of our context, we
regularly consider issues that influence our context during management review meetings and are
conveyed via minutes and circulars. Generally the issues which we consider includes,
Internal Issues External issues

Market share Customers and suppliers
Employees Markets and competition
Performance Regulatory and statutory requirements
Capacity Economic backdrop
Values and culture Technology
Innovation and knowledge Cultural and social
Also, AGFS shall determine external and internal issues that are relevant to its purpose and that
affects its ability to achieve the intended outcomes of its HSEQ management systems through
risk/aspect impact assessments and compliance obligations. A system procedure has been
established intended to meet the requirements of risk/aspect impact assessments and compliance
obligations.
Reference:
SP1 & 2 Risk Assessment, Aspect impact Assessment

SP 3 Compliance Obligations
9. UNDERSTANDING THE NEEDS AND EXPECTATIONS OF INTERESTED PARTIES
AGFS recognizes that we have a unique set of interested parties whose needs and expectations
change and develop over time, and furthermore; that only a limited set of their respective needs and
expectations are applicable to our operations or to our HSEQ management system. Such needs
and expectations broadly include those shown in the table below.
Interested parties Needs and expectations

Owners/Share holders Values, Profitability and growth
Clients/customers Price, reliability, compliance & reporting, value
Society Environment friendly & safe performance
Employees Shared values, security
Suppliers Beneficial relationship
Regulatory/statutory bodies Compliance & reporting
AGFS shall determine the relevant parties interested in its HSEQ management system, their
relevant needs and expectations and, which of those needs and expectations are compliance
obligations. A system procedure has been established to meet this requirement.
Reference:
SP 3 Compliance Obligations

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10. LEADERSHIP AND COMMITMENT
AGFS’s senior management are responsible to demonstrate the leadership and commitment with
respect to HSEQ management system by:
• Taking accountability for the effectiveness of the HSEQ management system

• Ensuring that the HSEQ policy and objectives are established and, are compatible with the
strategic direction and to the context of the organization.
• Ensuring that the integration of the HSEQ management system requirements into the
organization business process.
• Ensuring that the resources required for the HSEQ management system are available.
• Communicating the importance of HSEQ management system and of conforming to the
HSEQ management system requirements.
• Ensuring that the HSEQ management system achieves its intended outcomes.
• Directing and supporting persons to contribute to the effectiveness of the HSEQ
management system.
• Promoting continual improvement.
• Supporting other relevant management roles to demonstrate their leadership as it applies to
their areas of responsibility.
11. CUSTOMER FOCUS
AGFS strives to identify current and future customer needs, to meet their requirements and to
exceed their expectations. Top management ensures that the focus on improving customer
satisfaction is maintained by setting and reviewing objectives related to customer satisfaction at
management review meetings.
Top management also ensures that customer requirements are understood and met. Customer
requirements are understood, converted into internal requirements and communicated to
appropriate personnel within the Organization. Customer complaints and other customer feedback
are continually monitored and measured to identify opportunities for improvement. We continually
look for ways to interact directly with our customers to ensure that we focus on their unique needs
and expectations.
12. POLICY
AGFS top management exhibits their intention towards various factors through their policies. In
general:
 The policies are decided & approved by the core committee and authorized by the COO.
 It is reviewed periodically by the core committee in the management review meetings and
revised if required.
 It is communicated to all persons working under the control of the organization in order to
make them aware of their individual obligations.

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 The HSEQ policy is formulated in line with OHSAS 18001:2007, ISO 9001:2015 & ISO
14001:2015 as well as the legal & other requirements.
 Considering the OSHAD requirement, independent Policies are developed.
Reference: QP – 01, OSHP – 01, EP – 01, SADP -01, ESP - 01
12.a.VISION, MISSION & VALUES
Vision: To be the most preferred Total facilities management, Electro-Mechanical & Civil
Engineering service provider
Mission: We are committed to providing Total Facilities Management Solutions to our Customers
by offering comprehensive services in Maintenance, Repair, Refurbishment and, Civil and Electro-
mechanical construction works.
Values:
 Quality: Quality is our top priority.
 Health, Safety & Environment: Health, Safety & Environment are our prime concern with
Zero Tolerance
 Competitiveness: Provide value added service.
 Customer Focus: Always meet and exceed our customer’s needs and expectations
 Growth: Achieve continual business growth.
 Timely Completion: Complete work on time and every time.
Note: HSEQ Policy & Vision, Mission, Values is posted in the website and displayed in the facilities
under AGFS’s control, in order to make it available to the interested parties and the public. It is also
made available to clients/customers through tender documents and is attached to contract
agreement of sub-contractors at the time of signing the contract. Internally, its communication to all
employees shall be ensured through HSEQ induction and tool box talks.
13. PLANNING
13.A. ACTIONS TO ADDRESS RISKS AND OPPORTUNITIES
AGFS’s procedure to take actions to address risk and opportunities in the planning stage of the
HSEQ management system is also intended to consider the needs and expectations of the
interested parties and its compliance obligations. The management system has established a
procedure to determine the emergency situations which can have a health, safety and environment
impact.
The HSE risks and opportunities that need to be addressed shall be available in the risk/aspect
impact assessment sheets and in legal registers.

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The overall aim of risk and opportunity management within AGFS is to ensure that
organizational capabilities and resources are employed in an efficient and effective manner to
take advantage of opportunities and to mitigate risks. Top management are responsible for
incorporating risk based thinking in to our organization’s culture. This includes the
establishment of risk management policies and targets to ensure effective implementation of
risk
and opportunity management principles and activities by:
1. Providing sufficient resources to carry out risk and opportunity management activities;
2. Assigning responsibilities and authorities for risk and opportunity management activities;
3. Reviewing information and results from audits and risk and opportunity management
activities.
The scope of AGFS risk and opportunity management process includes the assessment of the
internal and external issues identified and the assessment of the needs and expectations of
any interested parties identified. Risk and opportunity management is undertaken as part of
AGFS day-to-day operations and is captured at the following hierarchy:
1. Planning level;
2. Implementation level;
3. Department level;
4. Process level;
Establishing such a hierarchy for capturing risk and opportunity ensures that each is managed
at the most appropriate level within our Organization. Typically, the following categories are
assigned to each level in the hierarchy as shown in the below table.
Business Hierarchy Risk/Opportunity

Planning level Budgets and profitability
Implementation level Performance and efficiency
Department level Resources and targets
Process level Evaluation and assurance
AGFS has classified its ‘risk appetite’ as the amount of risk that we are willing to accept in
pursuit of an opportunity or the avoidance of risk where each pertains to product and/or system
conformity, and which reflect the following considerations:
1. Risk management philosophy per process;

2. Capacity to take on or mitigate risk;
3. Our objectives, business plans and respective stakeholder demands;
4. Evolving industry and market conditions;
5. Tolerance for failures.

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AGFS uses registers to help record, assess, respond, review, report, monitor and plan for the
risks and opportunities that we perceive to be relevant. The registers allow our organization to
methodically assess each risk and to study each opportunity associated with our Organizational
context, and the needs and expectations of our interested parties. The register records the
controls and treatments of risks and opportunities and preserves this knowledge as
documented information.
Reference :
SP1 & 2 Risk Assessment, Aspect impact Assessment
SP 9 Emergency preparedness and response
13.b.HAZARD IDENTIFICATION, RISK ASSESSMENT AND DETERMINING CONTROLS
Hazard identification and risk assessment of AGFS’s activities is an ongoing process that
determines the past, current and potential hazards, the associated risks as well as the controls
required to eliminate or mitigate the same. A system procedure has been established inline with
the OHSAS 18001:2007 requirements as well as the OSHAD requirements. All routine and non
routine activities of the division are covered in the procedure
Reference :
SP 1 Risk assessment
HSERA – 01
HSERAR - 01
13.c. (E) ENVIRONMENTAL ASPECTS
The identification of Environmental Aspects and the assessment of the related impacts is an on-
going process that determines the past, current and potential aspects and their impacts
pertaining to AGFS’s activities and services. A system procedure is established inline with the
ISO 14001:2015 requirements. The procedure also covers evaluation method to determine
those aspects, which have or can have significant impacts on the environment.
Reference :
SP 2 Aspect Impact Assessment
HSEAIA – 01
HSEAIAR - 01
13.D. COMPLIANCE OBLIGATIONS
Compliance with relevant Health, Safety and Environmental laws, applicable to the company is
a commitment in our HSEQ policy. The identification of the law and its applicability to the
organization is the first step towards compliance.

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A procedure has been established to identify, have access to legal and other requirements
directly attributable to the Health, Safety and Environmental aspects of the company.
A register of relevant Safety, Health and Environmental legislation is established and

maintained according to the procedure defined, and is verified at defined intervals to ensure
adherence continuously.
Employees working under the control of AGFS shall be communicated with the relevant legal
requirements by various means such as tool box talks, group meetings, review meetings,
training programs etc.,
Reference :
SP 3 Compliance Obligations.
HSELR - 01
13.e. OBJECTIVES AND PROGRAMMES
A procedure has been established for developing and reviewing of objectives and targets. The
objectives and targets are established in line with the HSEQ Policy after considering the
significant aspects, risks, technological options, financial, operational and business
requirements and the views of interested parties including legislative requirements.
The HSEQ objectives and targets, at relevant functions/levels of the organisation, are decided
by the core committee and approved by the COO. HSEQ programmes are developed to achieve
the objective, detailing the means, responsibility and timescale.
The HSEQ Programme(s) shall be reviewed at regular planned interval, where necessary the
HSEQ MS Programme(s) shall be amended to address changes to the activities & services or
operating condition of the organization.
Reference :
SP 4 Objectives, Targets, Programs.
HSEO - 01

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14.IMPLEMENTATION AND OPERATION
14.a. RESOURCES, ROLES, RESPONSIBILITY, ACCOUNTABLITY AND AUTHORITY
The top management has the ultimate responsibility for effective implementation of HSEQMS of
AGFS. The necessary human resources are allotted to the various functions of the organization
as illustrated in the organization chart. The roles, responsibilities, accountability and authority of
key personnel who can directly or indirectly influence the implementation and maintenance of
this HSEQMS are detailed below.
a. Role: Chief Operating Officer (COO)
Responsibilities shall include but not limited to the following:
1. The divisional head, personally and through delegation to the Managers or any other
appropriate members of the staff, is responsible for the formulation, implementation, and
instrumentation of satisfactory accident and fire prevention, environmental safety, and health
hazards control programs that execute the basic AGFS HSEQ Policy.
2. Responsibility for operating safely is delegated to and vested in the respective Managers,
while the responsibility for formulating satisfactory management systems, as well as auditing
the performance of AGFS operations, is delegated to HSEQ manager.
3. The COO will assure that the necessary expenditures for HSEQ are authorized and will
provide support and direction for the HSEQ Management System.
4. To ensure that the quality system management extends throughout the organization at all its
functional and operational areas of providing service to the customers and exercising control
over material and equipment procurement and its usage.
5. To make necessary plans for the up gradation of skills and optimum utilization of human
resources.
6. To assess the potential strength and weaknesses of the organization and initiating
appropriate steps.
7. To decide all matters pertaining to the tendering / pricing and signing of quotations and
contractual documents
8. He shall chair the HSEQ Management review meetings and review the HSEQMS
implementation effectively and make HSEQ as a part of the agenda in relevant functional
meetings chaired by him.

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Accountability: He shall be accountable for the overall Health and Safety of personnel under
the control of AGFS, protection of environment and quality of the service, pertaining to the
activities & services of AGFS.
Authority : The divisional head has the overall authority on all functions of the organization and
to take independent decisions on various issues.
b. Role : Head of Projects, Head of Total facilities management/Department Head
Responsibilities shall include but not limited to the following : He shall
1. Be personally responsible to the Divisional head for the health and safety of personnel and
property as well as prevention of pollution within their respective areas of operations.
2. Take active and aggressive leadership in the implementation and enforcement of the
AGFS’s HSEQ Policy and HSEQ Management System.
3. Insist that all works shall be done in strict accordance with approved procedures (SPs, GPs,
OCPs, work instructions).
4. To ensure that customer complaints are acted upon with prime focus and necessary and
appropriate actions are taken to prevent the recurrence of the same.
5. Ensure that the mobilization checklist for new projects, is completed by the respective in-
charges.
6. Conduct kick off meeting with the project team for applicable projects to ensure that the
HSEQ requirements of the project are fulfilled, with specific reference to the mobilization
checklist.
7. To ensure that all concerned personnel are trained to use company specific software and /or
tools and equipment.
8. Hold HSE monitoring-meetings with their engineers and issue instructions and information,
as necessary, to assure that all are aware of their responsibility towards controlling the
hazards.
9. Conduct Sr.Management inspections (if applicable) on a quarterly basis.
10. Attend HSE trainings, meetings whenever nominated, as well as nominate his subordinates
for such programmes, if relevant.
11. Monitor the HSEQ performance of their subordinates and provide constructive feedback on
improving the same.
12. Monitor the implementation of HSE objectives and programmes.
13. Ensure that internal HSEQ audits are conducted in their locations at regular intervals and
the observations/non conformances are addressed effectively.
14. Review and assess subcontractor performance, including it as a major criteria in their
selection and make HSEQ an essential element in the relevant contract documents.
15. Ensure compliance to the legal and other requirements pertaining to their
locations/functions.
16. Counsel the poor HSEQ performers based on the monthly HSEQ performance reports
(KPIs) generated by the HSEQ personnel (wherever applicable).

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17. Ensure that the motivational programmes, BBS inspections and environmental practices are
effectively implemented in the respective locations.
Accountability : He shall be accountable for the overall Health and Safety of personnel under
his control, protection of environment and quality of the service, pertaining to his
department/function.
Authority : He has to overall authority on his department functions and take independent
decisions on various issues under his purview.
c. Role : Project Manager/Site In - charge

1. Ensure that necessary resources are provided at site to prepare and implement the
HSEQMS.
2. Assign equal importance to HSEQ like any other functions of the business.
3. Chair fortnightly HSEQ review meetings to have a detailed review of the site HSEQ
performance
4. Assign responsibilities to site engineers/line staff to close the non conformances & HSEQ
observations raised by the HSEQ personnel and arranging to take appropriate corrective
action.
5. Subject himself to internal HSEQ audits and implement the recommendations
6. Arrange for weekly BBS inspections and periodical inspection of the accessories
(Scaffoldings, Ladders, Power tools etc by approved & trained inspectors) at regular
intervals
7. Arrange for third party inspection of machineries, equipment, lifting/ hoisting equipment /
accessories at regular intervals as prescribed in the local regulations.
8. Identify the need for conducting HSEQ inspection by HSEQ personnel, in sites where critical
activities are likely to be taken up.
9. Arrange HSEQ induction for all the new employees through HSEQ personnel/coordinator.
10. Identify the HSEQ training needs for various levels of employees particularly those involved
in critical activities and ensuring that trainings are conducted as per training plan.
11. Ensure that incidents are reported, investigated and corrective actions are taken as per the
recommendations in the prescribed format.
12. Monitor sub-contractor HSEQ performance and ensure compliance level are met at all
times.
13. Arrange day to day permits according to site specific requirements which including those
required by the client as well as by other authorities for road crossing, night work, special
operations etc and maintain such records at site till end of the project.
14. Ensure that the recommendations in HSEQ inspections, Internal HSEQ audits, HSEQ alerts
are closed and compliance reports are sent to HSEQ manager within the specified duration.
15. Implement and arrange the issue of motivation scheme to deserving employees and
encourage the reporting of incidents, suggestions and take corrective action on the same.
16. Counsel HSEQ violators in order to improve their HSEQ performance.

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17. Arrange adequate welfare facilities as per the legal requirements and ensure their cleaning
& maintenance by a nominated person.
18. Conduct weekly/monthly A1 inspections of the site & take corrective action on the findings.
19. Arrange and maintaining suitable shelters/stores for chemicals and flammable materials
20. Enforce good housekeeping practices & adopt 4 R’s principle (Refuse, Reduce, Reuse,
Recycle) in waste management and ensure collection, segregation, appropriate disposal of
hazardous and non-hazardous wastes by allocating men, material, logistical resources.
Accountability : He shall be accountable for the overall HSEQ performance of his site/project
Authority : He has the authority to STOP work in case of imminent danger to life or
environment, discipline personnel in case of violations and approve site HSEQ resources. To
decide and/or approve all departmental issues pertaining to customer satisfaction.
d. Role : Frontline Engineers/Supervisors/Foremen

Responsibilities shall include but not limited to the following :
1. Each Engineer/ Supervisor/ Foreman or any other person who immediately directs the
activities of the workmen shall be responsible and accountable for the prevention of injuries
to employees under their jurisdiction.
2. To accomplish this, employees shall be trained to work safely and supervisors shall observe
them closely, correct unsafe acts and mechanical or physical conditions, enforce safety rules
and regulations, assist in investigation of accidents and incidents, and take other actions
necessary to ensure the health and safety of their employees.
3. They shall make it clear to each employee that safety measures are a part of the job
requirements and are not optional suggestions to be disregarded.
4. Daily TBT & Work instructions by the supervisors should include a review of applicable
industry HSEQ procedures and standards, manufacturer’s recommendations, equipment-
specific HSEQ issues, and the identification of hazards/aspects associated with each step as
identified in the Risk/Aspect Impact Assessment Sheets.
5. They shall issue the vouchers related to motivation shceme to their subordinates/workers
according to their eligibility.
6. Plan in advance & arrange necessary resources, signages required for safe execution of the
job
7. Attend HSEQ trainings as per the training matrix & calendar as well as spare employees
working under him for the same.
8. Ensure that all employees working under him have attended HSEQ induction before
assigning work at site.
9. He shall, as applicable, conduct/take active part in the fortnightly HSEQ meetings.
10. Rectify the environmental issues and unsafe conditions pointed out by the HSE engineer.
11. Ensure that the employees use safety appliances related to the type of their job.
12. Report any unsafe acts/conditions, suggestions, incidents related to HSEQ, etc to the HSEQ
engineer/officer for further investigation as well as to the Project Manager/Site in-charge.
13. Encourage their employees to participate in suggestion/near miss scheme.

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14. Issue safety attitude improvement slips to workers, consistently, on noticing any unsafe acts.
15. Monitor subcontractor performance and commitment;
16. Ensure documented procedures are followed, and records kept on site;
17. Ensure any complaints are complied and report passed onto the interested parties who
launches the complaint;
18. Ensure good housekeeping in the work areas and maintaining a clear access at all times.
19. Obtain PTW and implement the requirements for all applicable activities.
20. To respond to all customer complaints in his area of operation.
21. Maintaining identification and traceability at all stages of material receipt and delivery.
22. Ensuring segregation and disposal of non-conforming items among all the received material
from the vendors or the customers.
23. Maintaining proper inspection and test status of all the in-coming material up to the extent
possible.
24. Ensuring proper storage and material handling during effecting execution of the project or the
job at the customer specified location.
Accountability : They shall be accountable to the prevention of injury/ ill-health of personnel

under their control as well as environment protection pertaining to their activities.
Authority : They have the authority to STOP work in case of imminent danger to life or
environment and discipline personnel in case of violations. To implement and follow up and/or
take suggested and agreed corrective actions with regard to internal / external HSEQ audits. To
decide about the material or equipment acceptance or rejection as per procedures

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e. Role : HSEQ Manager/In-charge
1. Be responsible for the development of a HSEQMS.

2. Provide technical expertise to assist in incident investigation as well as preparation of
incident investigation reports.
3. Communicate results of incident investigation to all applicable personnel and appraise the
management on the status of implementation of recommendations.
4. Provide assistance and advise to the divisional head and other department heads in fulfilling
their responsibilities.
5. Develop and maintain a HSEQ awareness and incentive program.
6. Keep abreast of the Legislation and Government regulations pertaining to occupational
safety and health.
7. Monitor and review the performance of his subordinates
8. Co-ordinate with HSEQ personnel, Project managers for daily management of Occupational
health, safety and Environmental issues.
9. Mentor the HSEQ engineers/officers, if required.
10. Monitor the staff HSEQ performance monitoring report on monthly basis and present the
results to the management for further action.
11. Guide Purchase team on purchases that could have an impact on HSEQ.
12. Prepare project specific HSEQ plans for review and approval by the relevant authorities
13. Arranging/conducting HSE campaigns, surveys, verification of compliance to legal & risk
assessment requirements.
14. Plan and organize preparation of risk/impact assessments with the help of risk/impact
assessment committee members
15. Preparing training plan, training matrix & training modules and training the respective
employees on HSEQ requirements
16. Conduct/Organize HSEQ audits/inspections of sites at regular intervals
(scheduled/unscheduled) and appraise the site management/top management on the
findings.
17. Appraising the management on sub-contractor HSEQ performance, at regular intervals.
18. Organizing management review meetings, and maintaining the records for the same.
19. Coordinating with Certifying (Registration) Bodies and the consultants with respect to HSEQ.
Accountability : He shall be accountable for monitoring the establishment and implementation

of HSEQMS effectively and appraising the management on AGFS’s HSEQ performance
Authority : He has the authority to conduct surprise inspections/audits, take samples, records
and have access to all locations, equipment & personnel under the control of AGFS.
f. Role : Administration Officer/HR Manager

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1. Organize HSEQ induction to all the new employees before sending them to the sites.
2. Arrange for necessary HSEQ induction before any employee (including staff members) is
posted to oilfield job sites either through one of the HSEQ personnel or by the concerned
site engineer or by the client.
3. Organizing the HSEQ trainings as per the training matrix and training calendar by
coordinating with the trainer and trainees.
4. Ensure that the documents related to HSEQ matters are properly filed in a manner to ensure
immediate retrieval whenever needed under his area of responsibility.
5. Facilitate the process of upward communication from the technicians working as a vital link
between the technicians and the management.
6. Ensure that continuous improvements are recorded and implemented in their own area of
working with special reference to HSEQ matters.
7. Ensuring that the emergency preparedness and response plans and response teams are
available in offices, stores, camps and mock drills are conducted in all the camps.
8. Arranging the fire fighting and first aid equipment in camps, offices, stores and monitoring
their inspection and maintenance at stipulated intervals.
9. Arranging the electrical inspections by a competent electrician in camps and offices on a
monthly basis and taking corrective action on the findings.
10. Arrange the conduct of surveys and record the results to facilitate detailed analysis.
11. Maintaining and updating the training register & related records, on completion of trainings
and updating the ECFs of the respective employees to include the new skills.
12. Monitoring the pest control in offices and camps and arranging for water potability tests in
camps periodically.
13. Coordinating and arranging the printing and distribution of HSEQ related documents, as and
when required.
14. Monitor the issue of vouchers related to motivational scheme to the employees under his
control.
15. Implement environment friendly practices & 3 R’s principle in locations under his control.
16. Maintain the welfare of employees satisfactorily.
Accountability : He shall be accountable for the effective management of human resources &
human relations and, facilities of AGFS pertaining to HSEQ.
Authority : He has the authority to inspect/audit facilities, have access to all locations,
counsel/interview personnel & take disciplinary action. To recommend and pursue all Issues
concerning employee satisfaction.
g. Role : Camp coordinator/Camp boss
1. Ensure proper maintenance of camps/messes at all times and discipline of its inmates

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2. Conduct periodic camp inspections and generate status reports regarding the living
conditions, hygiene, environmental practices, fire prevention and fighting measures etc.
3. Conduct welfare committee meetings in camps with the key personnel and take action on
the discussions.
4. Ensure that camp specific emergency preparedness and response plans are available in all
the camps and mock drills are conducted in all the camps as per set frequency.
5. Ensure all required legal documents are available in the camps and messes at all times.
6. Monitor food handler certificate of all camp’s catering staffs.
7. Co-ordinate service/maintenance of firefighting system of all camps
8. Monitor implementation of motivational schemes in all camps.
9. Ensure optimal utilization of water and electricity in camps and appraise the administration
officer on the status of the same.
10. Ensure that the work activities carried out for the maintenance of camp are assessed for
their risks/impacts and are carried out by competent persons as per the HSEQ
requirements.
11. Ensure that camp mobilization check list is fulfilled and appraise the status from time to time.
12. Ensure that initial kick off meeting is done before mobilizing a camp
13. Monitor half yearly rotation of mess staff and security in coordination with the concerned.
14. Monitor implementation of suggestions/ nearmisses related to camp
15. Notify the HSEQ department on injury cases in camps with the necessary reports.
16. Ensure that the wastes generated in camp are segregated as hazardous and non-
hazardous and disposed/recycled through authorized agencies.
17. Monitoring the pest control in camps and arranging for water potability tests in camps every
six months.
18. Apply 3 R’s principle in applicable activities and manage camp resources.
Ref : Standard Operating Procedures for AGFS Labour camps.
Accountability : He shall be accountable for the overall implementation, maintenance and

continual improvement of HSEQ management in all AGFS Camps & accommodations.
Authority : He has the authority to access all camp/accommodation facilities including the
rooms of inmates, conduct surprise HSEQ inspections/audits, collect samples and recommend
for disciplinary actions for any HSEQ violations.
h. Role : Purchase Manager/ In-charge
1. Ensure that MSDS is obtained from the supplier, while procuring any type of chemicals and
that the PPE suitable for handling the chemical is available in the stores.
2. Ensure that the relevant lists are updated, whenever any new chemical, machinery, lifting
tackle etc. are introduced in the Company.

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3. Ensure that lifting tackles & appliances are purchased/hired only with necessary test
certificates.
4. Ensure that the hired operators of equipment and machinery possess the necessary license
and third party competency certificate.
5. Ensure that the hired machinery/equipment possess the necessary third party certificates, if
applicable.
6. While forwarding materials to site, copy of the LPO shall be sent to that the receiver can
inspect the materials based on the specifications indicated in the Purchase Order.
7. Maintain the specifications of all materials/equipment having an impact on HSEQ and refer
them processing their order.
8. While ordering any materials, consideration shall be given to its impact on the HSEQ
matters. He shall arrange samples and consult the HSEQ department personnel, on the
same.
9. Shall pursue the policy of “suitability for the purpose” and “value for money” while deciding
between vendors.”Going for the cheapest” without consideration of the above aspect is
against the interest of the organization.
10. Wherever applicable, forward the respective inspection checklist to the supplier, along with
LPO, to ensure that the equipment supplied by them fulfills the requirement.
11. Liaise with hazardous waste disposal agencies and arrange to dispose the hazardous
wastes from the designated collection points.
12. Communicate HSEQ requirements to suppliers/vendors appropriately.
13. Ensuring timely procurement of the requisite and necessary material, spares, consumable
as well as the capital equipment in line with the requirement put forward by the concerned
department against a specific material indent.
14. Reviewing the LPO before formally faxing it to the selected approved vendor or the
subcontractor towards ensuring the completeness of the purchase order in terms of
appropriate purchase data and the applicable terms and conditions.
15. Exercising proper control during receipt of material from all the vendors as well as on stock
level by ensuring proper and correct delivery of the ordered material either to concerned
customer or the site stores at the specified location.
16. Ensuring timely delivery of the ordered material to customer specified location.
Accountability : He shall be accountable for the purchase of equipment/materials as per the

HSEQ specifications and procedures.
Authority : He has the authority to liaise with suppliers/vendors to ensure the quality of
materials and reject them if they do not fulfill the conditions. To release LPO’s and work orders
only on approved vendors /sub-contractors. Verify the performance of vendors / sub-contractors
on a continuous basis to ensure quality.
i. Role : Transport Coordinator

1. Ensure that all vehicles under his control are sent for preventive maintenance and routine
servicing at the designated timings as recommended by the manufacturer.

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2. Ensure that the roadworthiness of all the vehicles (hired/owned) are properly maintained.
3. Follow necessary checklists for new/hired vehicles and provide necessary feedback/advice.
4. Communicate relevant HSEQ information to personnel under his control.
5. Ensure that all vehicles are provided with the necessary emergency supplies as given in the
Journey Management Procedure.
6. Ensure that all vehicles are provided with necessary signage and a history card in which any
major repairs carried out, maintenance/servicing details are recorded and maintained
properly
7. Ensure that all drivers attend the “Defensive Driving” session at least once a year.
8. Ensure that all AGFS drivers are assessed for their driving skills at least once a year and
hired drivers are assessed at the time of hire and every year thereafter.
9. Record & investigate all vehicle incidents/violations and ensure corrective action is taken.
10. Issue the vouchers of motivation scheme to all drivers as per their eligibility.
11. Monitor the mileage of vehicles and adopt environmental friendly practices during vehicle
servicing & maintenance especially handling and disposal of vehicle related wastes.
12. Propagating fuel conservation, avoiding duplication of trips/multiple trips and encouraging
carpooling to conserve fuel.
13. Monitor the health and fitness of drivers at planned intervals.
Accountability : He shall be accountable for safe transportation of personnel and safe

condition of vehicles hired/owned by AGFS.
Authority : He has the authority to inspect & approve vehicles, assess drivers, audit the
applicable procedures, interview/counsel drivers and recommend disciplinary action on
personnel under his control.
j. Role : Welfare officer
1. Development of welfare plan, its communication and ensuring its implementation.

2. Attend welfare committee meetings in all camps with key personnel and take action on the
discussions.
3. Counsel employees on welfare issues & attend to their grievances and appraise the
management on the same.
4. Coordinate the medical examinations pertaining to occupational health of employees and
appraise the management on the same.
5. Organize health campaigns with the health department at planned intervals.
6. Conducting periodical welfare inspection at sites/facilities.Accountability : He shall be
accountable for analyzing and monitoring the welfare issues of personnel under the control
of AGFS.
Authority : He has the authority to interview personnel and inspect/audit facilities of AGFS in
order to assess their suitability in maintaining the welfare of employees.

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k. Role : Health coordinator/male nurse
1. Monitor the occupational and general health of personnel under the control of AGFS.
2. Collate data pertaining to incidents/illnesses and present an analytical report on the same,
to the management.
3. Attend to the injuries and illnesses of employees without fail and recommend for further
medical assistance, wherever appropriate.
4. Ensure the availability of necessary facilities, equipment and items to provide first aid.
5. Organise health campaigns for AGFS personnel at planned intervals.
6. Notify the management on serious illnesses/injuries by the fastest means and provide
further assistance and advice as appropriate.
7. Ensure that employees are examined for their occupational diseases, maintain the related
data/records and appraise the relevant departments & management, on the same.
Accountability : He shall be accountable for monitoring the health of AGFS employees,

providing suitable first aid treatment and appraising the management on the same.
Authority : He has the authority to conduct physical examination of AGFS employees

pertaining to their injury/illnesses, recommend medical treatment and provide health related
information of an individual to the relevant authorities/departments, as appropriate.
l. Role : Tender/Contracts-in-charge
1. Ensure that HSEQ requirements are considered while preparing a tender, contract
agreement.
2. To achieve business growth of the company in terms of securing contracts for his area of
operation.
3. To provide necessary technical support in the form of equipment selection and negotiations
with the Civil, HVAC & Electrical equipment manufacturers for the projects being executed.
4. To envisage plan and upgrade departmental performance and further plans in consultation
with the top management.
5. Consider HSEQ capabilities of contractors and their previous HSEQ performance data while
prequalifying and selecting them.
6. Arrange a pre-job HSEQ meeting with relevant contractors prior to their start of work at site.
7. Communicate AGFS HSEQMS requirements to client/contractors.
Accountability : He shall be accountable for selection of contractors with good HSEQ

performance and their adherence to HSEQ requirements, considering HSEQ requirements
while preparing tenders/bids and communicating client HSEQ requirements to PM/DM and
HSEQ manager.

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Authority : He has the authority to reject contractors who do not meet the HSE criteria and
shall have access to information on contractor’s HSE related data. To check and approve all the
tender pricing and terms for the quotations in his area of operation. To delegate the tender /
quotation estimation to the concerned engineers under his authority.
m. Role : Store/Warehouse-in-charge
1. Ensure that lifting machinery and tackles are sent for testing at regular intervals and records
are maintained to that effect.
2. Maintain updated register for chemicals, machineries, lifting tackles etc.
3. Arrange all the necessary fire prevention and fighting measures in the warehouse.
4. Segregate materials and store them according to their HSE specifications.
5. Segregate wastes as hazardous/non hazardous and dispose them through approved
agencies.
6. Maintain material safety data sheets for all chemicals & issue the same while delivering to
sites.
7. Verify the specification of materials received from supplier against the LPO contents to
ensure that the specified material has been received.
8. Maintain a database of technical data sheets/catalogues/specification of all materials
used/available in the organization.
9. Conduct mock drills for his location at quarterly intervals.
10. Ensure good housekeeping and adopt environment friendly practices.
11. Ensure that the warehouse is audited/inspected, as per schedule and corrective actions are
taken on the observations.
12. Ensure that specific inspections related to electrical, fire fighting/detection, A/C units
pertaining to stores are carried out at regular intervals and corrective action is taken on the
observations.
13. Maintain copy of insurance coverage for the stores (as applicable) and shall not stock more
than the specified limits.
14. Review current stock in his location as well as that of others to avoid duplication and
redundancy of materials.
15. Maintain a register of fire extinguishers, issued to site, to monitor its service due and arrange
for the same after providing suitable replacement.
16. Maintain details of hazardous/non-hazardous scraps/wastes available in his location and
arrange for disposal through authorised agencies.
Accountability: He shall be accountable for the inspection upon receipt, safe storage, handling
and issue of materials from the warehouse, as per the HSE requirements.
Authority : He has the authority to reject materials that do not meet the required specifications.

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n. Role : Site HSEQ Officer/Engineer

1. Monitoring the implementation of the various HSEQMS procedures, by scheduled site visits
2. Provide assistance and advise to the concerned Project Manager/in-charge in fulfilling their
responsibility, including review of risk assessments.
3. Inspect and evaluate all facilities, equipment and the operations in the work place for
compliance with and enforcement of applicable industrial safety codes, standards and
regulations and submit a report on the same.
4. Follow up investigation of accidents/incidents, unusual occurrences, and safety complaints
and provide technical expertise to assist in preparation of incident investigation reports.
5. Review and comment on or approve work orders/ purchase orders/ method statements
related to that site (wherever applicable). The review will evaluate the work, work
environment and their interrelationship with the worker.
6. Review/approve purchase requests (as applicable) to verify/incorporate HSE specifications.
7. Maintain HSE bulletin boards and signs and evaluating site traffic and road signs.
8. Review completed Work Permits and maintain records of all the inspections and surveys in
order to report results and follow up on compliance and corrective actions.
9. Conducting Environmental Aspect Impact and Risk assessment for any new activity/new
machine/facility, (in consultation with project manager/HSE manager), wherever required.
10. Reviewing the RA’s whenever there is an incident or any complaint from anybody about a
particular activity or from the findings of the HSE audit.
11. Maintain the summary of HSEQ performance as well as first aid cases from site first aid
register.
12. Monitoring the HSEQ performance of site engineers/supervisors / foremen & sub-contractors.
13. Maintain Suggestion / Near miss database & communicate them to HSE manager after site
review
14. Maintain the summary of Safety attitude improvement slips, investigate and communicate the
corrective action to all concerned.
15. Identify unsafe acts and counsel respective individuals.
16. Analyze all near miss cases and first aid cases and come out with corrective action to
eliminate future occurrence or seek advice from HSE HO for support.
17. Plan, maintain HSEQ training matrix for all employees working in the project
18. Conduct HSEQ trainings as well as coordinate with HO for any specific training requirement.
Accountability : He shall be accountable for effective monitoring & reporting of the HSEQMS
implementation in areas under his responsibility.
Authority :
1. Access to records, information, property or plans to form work place safety judgments;
2. Physical access to all site areas to do surveys, inspections, or other HSEQ related activities.

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3. If imminent danger exists, the HSEQ Officer/Engineer is authorized, on behalf of line

Management, to stop work activities.
o. Role : Workmen HSE representative
1. Provide inputs, when consulted, for reviewing/preparing risk assessments.

2. Participate in incident investigation, with a “no-blame” attitude and provide unbiased
information that would help in identifying the root causes.
3. Provide feedback, when consulted, on new procedures/processes or their changes, that
could have an impact on the health and safety of workers, in order to ensure that they are
realistic.
4. Actively participate in HSE meetings & represent HSE issues of to workmen in his location.
5. Communicate/consult with workmen on HSE issues as per the requests from site
management
6. Shall not misuse his position or influence workers to satisfy his personal needs.
Accountability : He shall be accountable for ensuring transparency & impartiality in the

information provided by him
Authority : He has the authority to participate in meetings, investigation and consultations

pertaining to HSE issues that have an impact on the occupational health and safety of workers.
p. Role : Employee(s)
1. All employees, as a condition of employment, shall individually familiarize themselves with

and comply with all HSEQ regulations and instructions.
2. They shall use prescribed personal protection apparel and equipment and protective devices
provided for machinery, equipment, tools, and processes.
3. They shall develop intelligent and safe work habits by following procedures, safe practices,
and HSEQ rules and regulations in order to protect themselves and other workers from injury;
and to prevent damage to materials, equipment, and facilities.
4. They shall contribute any suggestions that may assist in the effort to prevent incidents
5. It is the responsibility of all employees to report all incidents related to HSEQ, to their
respective supervisors and they shall report at least one suggestion/nearmiss in a year.
Accountability : They shall be accountable for following the HSEQ instructions and using
the necessary safety appliances, provided for their safety.
Authority : They have the authority to refuse to undertake a job for which they do not
understand the risk, hazards or safety precautions, or a job for which they have not received
proper instructions, training, and authorization.

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

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16.COMMUNICATION, PARTICIPATION AND CONSULTATION
AGFS has established a procedure for internal & external communication within the organization
as well as participation and consultation with their workers. The internal communication includes
providing information to various levels in the organization with regard to its OHS Hazards and
Environmental aspects and HSEQ Management Systems. Various forms of communications are
circulars, posters in internet, intranet, notice boards, e-mails and by internal meetings with
employees such as toolbox talk, group meetings, training and HSEQ review meetings.
The Engineer/supervisor/foreman reviews the non-conformities with the concerned employees to

ensure that the HSEQ compliances requirements are adhered to, problems quickly identified,
corrected and corrective & preventive actions taken wherever required.
All employees of AGFS are free to approach HSEQ manager and in case of absence of the
above people the employee can approach the divisional head in case of major HSEQ breach.
External communications include receiving, documenting and responding to relevant HSEQ

Hazards, Environmental aspects & customer complaints/feedback with the interested parties by
HSEQ Engineer/ project in charge.
Without exception, information or data relating to the company’s HSEQ -Management Systems
can only be communicated externally with authorization from HSEQ manager.
Communication and complaints with regard to any aspect of the HSEQ performance are
recorded in the respective HSEQ records maintained by the HSEQ division In charge/Manager.
Every site shall have a Workers Representative to represent the workers and he shall be a part
of fortnightly/monthly HSEQ review meetings. Project manager/project in charge, HSEQ
Engineer/ Officer, Site Engineers, Supervisors, Worker’s Representative shall meet fortnightly in
all their respective sites for the projects and monthly for TFM sites. The HSEQ Engineer/officer
will facilitate the meeting and project manager/ in charge shall chair the meeting. The discussion
on observations and the solutions shall be minuted and be forwarded to concerned staffs at HO
and HSEQ manager.
All workers, Technician & Supervisor are consulted at end of each Tool Box Talk and feedbacks
are recorded on TBT Format itself and the suggestion boxes are provided in every sites for
placing depositing their completed suggestion /Near miss report formats.
Reference:
SP 6 Communication, Participation and Consultation.

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17.DOCUMENTATION
The basic Structure of HSEQMS documentation is illustrated and explained in section 4.a.
The related documentation include –
1. HSEQ Manual
2. System procedures
3. General procedures
4. Operational control procedures, Work instructions
5. HSEQ objectives
6. Permits
7. Risk assessments & Aspect Impact assessments
8. Checklists & Formats
9. Registers – Risk assessment register, Aspect – Impact assessment registers, Legal registers
Reference:
SP 7 Document management
17.a. DOCUMENT AND DATA CONTROL
AGFS’s document management procedure addresses identification, preparation, approval,

issue, review, revision, re-issues, storage and retrieval of all HSEQMS document. HSE & Q
manager maintains a soft copy of applicable obsolete document for future reference and all
other copies of obsolete documents are destroyed by the respective copyholders.
Reference:
17.b. CONTROL OF RECORDS
A procedure has been established for identification, collection, indexing, access, filing, storage,
maintenance, retention period and disposal of records related to AGFS’s HSEMS. Records
shall be maintained for all the activities described in various sections of this HSEQ manual. It
shall be ensured that the records are legible, identifiable and easily traceable to the activity or
service.
The Project Manager /Site in-charge is responsible for ensuring that the necessary filing and
indexing of records is performed satisfactorily and he maintains a record matrix for the records
being maintained in his process.

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These records are maintained to demonstrate conformance to the requirements of ISO

14001:2015, ISO 9001:2015 and OHSAS 18001: 2007 standards for a minimum period of 5
years from the completion of the project.
Reference :
18.OPERATIONAL PLANNING & CONTROL
AGFS has established operational control procedures with relevant operational criteria for
operations and activities that are associated with significant OHS risk/environmental impacts, to
cover situations where their absence could lead to deviation from the HSEQ policy, objectives
and targets. Operational control relates to the maintenance of these procedures and
requirements at specific areas within the organization.
General procedures are also established for Environment & waste management, inspections,
PTWs, change management, sub-contractor management, PPE etc., to control the critical areas
of HSEQ implementation.
Reference :
SP 8 Operational control
HSEOCP – 01
AGFS establishes and implements documented plans and procedures that describe the
processes and the controls required for the provision of services in awareness to the objectives,
the potential for planned or unintended change, and the risks and opportunities identified.
During this planning phase, management or other responsible personnel identify the following
parameters:
• Objectives and requirements for the service;

• Verification, validation, monitoring, inspection and test requirements;
• Documented information to demonstrate conformity;
• Document information to demonstrate process effectiveness;
• Necessary resources; or outsourced processes and their controls;
• Criteria for process performance and product/service acceptance;
• Potential consequences and mitigation to change affecting input requirements;
• Resources necessary to support the ongoing operation of the service.
The output of planning activity includes documented plans, resource schedules, process,
requirements and procedures.

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19.CUSTOMER REQUIREMENTS
19.a. CUSTOMER COMMUNICATION
In accordance with our commitment to exceed our customer’s expectations, AGFS highlights
effective customer communication as an essential element of delivering customer satisfaction.
Appropriate handling of customer communication helps to reduce customer dissatisfaction and
in many cases turn a dissatisfying scenario into a satisfying experience.
Customer communication occurs through the following formats, events and processes:
1. Brochures, specifications or technical data sheets relating to our products and services;
2. Enquiries, quotations and order forms, invoices and credit notes;
3. Confirmation of authorized orders and amended orders;
4. E-mails, letters and general correspondence;
5. Customer feedback and complaints management process;
The department Manager is responsible for establishing methods of communication with our
customers to ensure enquiries, contracts or order handling; including amendments, customer
feedback and complaints are handled expeditiously and professionally.
19.b. DETERMINING REQUIREMENTS OF SERVICES
AGFS develops appropriate requirements to ensure that we satisfy the needs and expectations
of our customers or relevant interested parties. AGFS ensures that customer requirements are
clearly articulated and that their requirements are captured and understood before the
acceptance of an order. Customer requirements include the following:
1. Previous customer requirements
2. Statutory and regulatory requirements related to the product;
3. Other non-customer specified performance requirements;
4. Any additional requirements determined by AGFS;
5. Tender documents;
19.c. REVIEW THE REQUIREMENTS OF SERVICES

Prior to committing to the customer, AGFS ensures and confirms our capacity to supply the
required product or service. Pre-acceptance reviews are conducted to ensure that:
1. Product requirements are defined and are appropriate;

2. Any additional requirements determined by AGFS are appropriate;
3. Contract or order requirements differing from those previously expressed are resolved;
4. AGFS has the ability to meet the defined requirements;
5. Documented information is retained and maintained showing the results of the review.
Customer requirements are confirmed before acceptance by the exchange of contracts,
purchase orders via appropriate electronic or hard copy formats.

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19.d. CHANGES TO REQUIREMENTS OF SERVICES
AGFS ensures that all relevant documented information; relating to changes in product or
service requirements, is authorized and amended where necessary, and that all relevant
personnel are made aware of the documented requirement changes.
20.DESIGN
The design part of AGFS projects are outsourced. However, AGFS shall ensure, the process of
design is through appropriate planning, necessary regulatory & customer requirements are met,
potential consequences of failures are considered, periodic verification to ensure that design out
puts meet the input requirements, changes in the design are through proper authorization and,
documented information are retained for all design related activities.
21.CONTROL OF SUPPLIERS, SUB-CONTRACTORS & EXTERNAL PROCESSES
General
The purchasing process & out sourcing of activities is essential to our organization’s ability to
provide our customers with services that meet their requirements. AGFS ensures that all
purchased products or services that are incorporated in to our final products; conform to our
specified requirements.
AGFS accomplishes this by closely working with a network of external clients. Performance and
capability are continually assessed through periodic, 2nd party audits, performance data
analysis and inspection or verification of the supplied services.
The type and extent of control applied to our suppliers, sub-contractors and the purchased
service is dependent upon the effect that the outsourced service may have on our final service.
The following considerations are taken in to account by:

1. Ensuring that we understand the capabilities and competencies;
2. Ensuring that we clearly communicate the roles and responsibilities;
3. Defining the HSEQ requirements for the outsourced activity;
4. Selecting and qualifying appropriate suppliers.
It is the responsibility of the department manager & procurement manager to evaluate and
select suppliers based on their ability to supply services in accordance with specified
requirements. Additionally, other internal resources may be called on to assist as required. The
criteria for the selection, evaluation and reevaluation are defined in the Purchasing &
Procurement Procedure, while records of the results of evaluations and any necessary actions
arising from the evaluation are maintained.
21.a. PURCHASING CONTROLS
Purchased items are checked against the purchase order to confirm identity and quantity. In the
event that items are rejected on receipt, a non-conformance report is raised and the supplier

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contacted to arrange replacement or credit. AGFS has established and implemented a process
of inspection to ensure that purchased products conform to:
1. Purchase orders and delivery notes;

2. Product specifications;
3. National or international standards.
Where appropriate, risk control measures are applied to outsourced processes, risk control
measures, and their importance, are documented within the purchasing data and clearly
communicated to the supplier.
Ref: GP 15 Purchasing
21.b. PURCHASING INFORMATION
AGFS uses purchase orders to describe the service to be purchased.

Designated individuals within the company create purchase orders using the company system.
They also ensure the adequacy of the requirements that are specified by the purchase order
prior to release. Each purchase order includes where appropriate:
• Identification of product or service to be delivered, quantity, delivery date, and cost;

• Requirements for approval or qualification of product, procedures, processes or equipment;
• Requirements of the quality management system and the qualification of personnel.
Supporting documentation:
Purchasing & Procurement Procedure
22.CONTROL OF SERVICE PROVISION
In order to control the planning, administrative support and implementation of work, our
Organization’s policy is to describe the work methods, the controls applied and the records
required.
The process control activities are quality with many aspects that also relate to quality control.
The following controlled conditions are applied where applicable:
• Quality control checks are performed;
• Evidence of completed inspections;
• Detailed process work instructions and specifications for all services/products;
• Criteria for workmanship and competence.
In cases where special processes are employed where the results of which cannot be easily
checked, including any processes where deficiencies become apparent only after the service is
in use, Validation demonstrates the ability of these processes to achieve planned results by:
• Defining qualification criteria and approval of special processes prior to use;

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• Defining criteria for review and approval of the processes;

• Approval of equipment and qualification of personnel;
• Requirements for records;
• Revalidation.
23.IDENTIFICATION & TRACEABILITY
In order to preserve the conformance of service provided to customer requirements during

internal processing and delivery, AGFS identifies the product throughout the product realization
process in accordance with the scope of work.
• Stored data and materials are identified as to job, description and compliance status;
• All enquiries are noted on the company database;
• Subsequent orders are identified by contract number.
24.PROPERTY BELONGING TO CUSTOMERS
We identify, verify, protect and maintain customer property provided for use. The department
Manager ensures that lost, damaged or unsuitable customer property is recorded and
immediately reported to the customer. Customer property can also include customer-owned
materials, tools, and intellectual property.
25.POST-DELIVERY ACTIVITIES
AGFS determines customer requirements before acceptance of an order.

Customer requirements include the following:
• Previous customer requirements/ specifications
• Statutory and regulatory requirements related to the product;
• Any additional requirements determined by AGFS.
26.CONTROL OF CHANGES
Changes to the design, procedure, process, method, material and requirements are identified
and recorded. Any changes are reviewed, verified, validated and approved. The review of
changes includes evaluating the effects of those changes upon constituent services/products
already delivered. All results relating to the review of changes are retained as documented
information.
Ref: GP 9 Management of Change

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27.RELEASE OF SERVICES
The HSEQ Manager has overall responsibility for planning and implementing the inspection and
test activities needed to verify that product requirements are met at appropriate stages of the
product realization process.
Services are not used until verified as fully compliant. Documented information is retained to
indicate the person authorizing the release of the service. Service delivery does not proceed
until all compliance have been satisfactorily completed, unless otherwise approved by a relevant
authority, and where applicable by the customer.
Measurement and acceptance criteria that are necessary for service acceptance are retained as
documented information.
28.CONTROL OF NON-CONFORMING OUTPUTS
It is our organization’s policy to detect, control and rectify any aspect of an output that does not
conform as quickly and efficiently as possible. Where necessary, any service output that does
not conform to requirements is properly identified and controlled to prevent unintended use. The
nonconformity is analyzed and the cause(s) are investigated.
Improvement actions are implemented to ensure the non-conformance does not reoccur. Once
the non-conforming outputs are corrected, the outputs are then verified for conformity against
requirements. Documented information concerning the nature of any non-conformances, the
resolving authority, and the resulting corrective actions is retained. Where necessary, details
concerning any authorized concessions are documented as evidence of acceptance.
Reference :
SP 13 – Control of non-conformity, Corrective Action & preventive action
29.EMERGENCY PREPAREDNESS & RESPONSE
AGFS has established Emergency Preparedness Plan & Business continuity plan to ensure
appropriate responses to unexpected or accidental incidents relating to HSE & operations. A
procedure has been established for preventing and mitigating the impacts of such emergency
situations. The organization reviews and revises, if necessary, its emergency preparedness
plan/business continuity plan and response procedures after a mock drill, occurrence of
incidents or emergency situations where necessary.
The procedure also covers the requirement of periodical mock drills for testing/verification of
implementation of such procedures where practicable.
Reference:
SP 9 Emergency preparedness and response

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30.PERFORMANCE EVALUATION
30.a. CUSTOMER SATISFACTION
The HSEQ Manager monitors information and trends relating to customer perception as to whether
the organization has fulfilled the customer’s requirements. Customer complaints/feedback, whether
received in writing, verbally or electronically are immediately forwarded to appropriate Customer
Service personnel for action. If Sr.management support is required, the complaint is escalated to
the department manager / functional head to determine suitable mitigation methods. If the complaint
is out of scope, proper regret communication is done with the customer.
For performance measurement, survey is one of the method to assess the customer satisfaction.
HSEQ manager organizes the survey using specific format through the department managers from
the customers on annual basis OR after completion of the service. The survey data shall be
summarized and shall present it in the management review meeting with trend analysis. Root cause
analysis shall be carried out for low scored areas/the area identified by the management committee
members to determine the corrective actions.
30.b. PERFORMANCE MEASUREMENT AND MONITORING
AGFS has established a system for monitoring and measuring the actual performance in terms
of key characteristics against the HSEQ objectives and targets in the areas of HSEQ
Management Systems and operational controls on regular basis. This includes evaluation of
compliance with relevant Safety, Health and Environmental legislation and regulations.
The results are analyzed to determine the areas of success and to identify areas requiring
corrective action and improvement on the basis of performance indicators, which have been
laid down in the relevant HSEQ procedures. HSEQ Performance of line staff is measured and
monitored on a monthly basis.
The instruments used for measurements are calibrated to ensure accuracy of the
measurements and the relevant records of such calibration are retained for a specific period as
laid down in the procedure.
Reference:
SP 10 Performance Measurement & Monitoring

GP 20 Calibration procedure
30.c. EVALUATION OF COMPLIANCE
AGFS has established a system for monitoring all the applicable legal requirements and
compliance level to legal requirements shall be verified in sites at planned intervals as stated in
the procedure. The results of such evaluations including non-conformances, shall be circulated

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to HSEQ Manager who in turn shall highlight them in Management review meetings to consider
them as input for management program, to permanently eliminate the non-conformance.
Reference :
SP 11 Evaluation of Compliance
31. INCIDENT INVESTIGATION,NON-CONFORMITY,CORRECTIVE ACTION AND PREVENTIVE

ACTION
31.a. INCIDENT INVESTIGATION
AGFS has established a procedure to investigate incidents to identify root causes and
underlying potential deficiencies in the management system. The results of the investigations
shall be shared to all sites by HSEQ representative at HO.
Reference :
SP 12 Incident Reporting and Investigation
31.b. NON CONFORMITY, CORRECTIVE ACTION AND PREVENTIVE ACTION
The detection of an obvious non-conformance is considered as an opportunity for continual

improvements and they are considered as inputs for new HSEQ objectives and programmes.
AGFS has established a procedure for handling and investigating the causes for actual non-
conformances and potential non-conformances and taking corrective and preventive actions
respectively as appropriate to the magnitude of problems to mitigate any impact caused, along
with defined responsibilities and authority.
The procedure also covers the record keeping of causes identified, corrective and preventive
actions taken and changes, if any, incorporated in the respective procedure as a part of
standardization.
Reference :
SP 13 Control of Non-conformity, Corrective action and Preventive action
32. INTERNAL AUDIT
AGFS has established a procedure for HSEQMS audit to be carried out at planned
intervals to determine if the HSEQMS conforms to planned arrangement as required by
ISO 14001:2015, ISO 9001:2015 & OHSAS 18001:2007 standards and shall be properly
implemented and maintained.

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The audit procedure covers the planning, scheduling, methodology, responsibility and a
formal review of its results by the core committee in management review meeting. The
frequency of audits is based on the HSEQ risks, criticality of the concerned activity and the
results of the previous audits.
The HSEQ Manager keeps a record of qualified internal auditors and organizes audits and
reports the results to COO and follows up with the concerned functional head and project
manager for corrective and preventive actions.
Reference :
SP 14 HSE Audit.
33. MANAGEMENT REVIEW
Management review meeting shall be held once in 3 months to discuss the overall
performance of AGFS, chaired by the COO. All members of core committee participate in
this meeting.
The review covers the mandatory items specified in the standards of OHSAS 18001:2007,
ISO 9001:2015 and ISO 14001:2015 and also AGFS specific requirements.
The minutes of meeting is circulated to all the members by HSEQ Manager. The HSEQ
Department maintains record of Minutes of meeting for 3 years.
Reference:
SP 15 Management Review
34. CONTINUAL IMPROVEMENT
To emphasize more on continual improvement, AGFS‘s HSEQ policy statement is included

with a goal of improving HSEQ performance on continual basis. The objectives and targets set
to meet specific requirements of HSEQ, supports continual improvement and is being
reviewed periodically to verify its progress and effectiveness.
In order to determine and select opportunities for improvement or to implement any necessary
actions to meet the requirements of customers and relevant interested parties, or to enhance
customer satisfaction, AGFS drives improvement via the analysis of relevant data. The data
inputs for the improvement process include:
1. Risk and opportunity evaluations;
2. Assessment of the changing needs and expectations of interested parties;

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3. The conformity of existing products and services;

4. The effectiveness of our HSEQMS;
5. Supplier performance;
6. Levels of customer satisfaction, including complaints and feedback;
7. Internal and external audit results;
8. Corrective action and non-conformance rates;
AGFS also ensures that opportunities for improvement from daily feedback on operational
performance are evaluated by the HSEQ Manager which are typically implemented through
the corrective action system. Opportunities for improvement from analysis of longer-term data
and trends are evaluated and implemented through the management review process and are
prioritized with respect to their relevance for achieving our HSEQ objectives.
The overall effectiveness of continual improvement program (including corrective actions
taken as well as the overall progress towards achieving corporate level improvement
objectives) is assessed through our management review process.
**********************************

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35. FLOW CHART OF HSEQ MS PROCESS IN A CONTRACT OF FM/PROJECTS
Description & Interaction of HSEQ Management System Processes
Start
Execution Execution
of TFM of EPC
Contracts Projects
35.1
Nature of
AGFS’s
Business Tendering & Winning of Contracts are
planned and done vide procedure GP
22.
35.2 35.2
Execution of EPC Contracts for Civil,
Mechanical, Electrical & HVAC
projects are done vide procedure GP
17.
35.3 35.4 Execution of TFM Contracts/

Maintenance contracts are carried out
vide procedure GP 18.

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Purchasing material & Spares are planned

& done vide procedure GP 15.
35.5
AGFS’s vendors and sub-contractors are

evaluated and approved and continuously
35.6 monitored vide procedure of AG Corporate.
AGFS’s construction equipment and

vehicles are maintained vide procedure GP
35.7 19.
AGFS’s measuring and test instruments are

35.8 calibrated / verified as per procedure GP 20.
Handling, storage & Preservation of

Materials are done vide Procedure GP 23.
35.9
AGFS’s HSEQ Management System

35.10
documents & data are controlled vide
procedures GP 7.

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AGFS’s HSEQ Management System

records are identified and controlled vide
35.11 procedure GP 7.
Non-conforming product is identified and

35.12 handled vide procedure GP 13.
AGFS plans appropriate corrective /

preventive actions to maintain continual
35.13 improvement of its process vide procedure
GP 13.
AGFS’s human resources development is

35.14 done vide procedure of AG Corporate HR.
AGFS establishes HSEQ Policy &

Objectives and monitors their deployment
35.15
vide procedure SP 4.
AGFS verifies periodically the

35.16
implementation status and effectiveness of
the Company’s HSEQ Management System
vide procedure SP 14.
AGFS’s top management review’s the

effectiveness of the company’s HSEQ
35.17 management system and plans necessary
corrective actions vide procedure SP 15.
End

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36. LIST OF PROCEDURES
Nos Operational control

System procedures General procedures procedures & work
instructions
1 Risk assessment Environment and Waste Working in remote areas
management
2 Aspect Impact Assessment HSE Inspections Working in oil & gas
sector
3 Legal and other Personal protective equipment Working at height
requirements
4 Objectives, Targets, Pest Control and Hygiene Usage of static tools
Programs Management
5 Competence, Training and M-COINS Power industrial trucks
Awareness and equipment
6 Communication, Housekeeping and Signage Pressure testing
participation and
consultation
7 Document management Journey management Lifting activities
8 Operational control Tool box talks / Group meetings Chemical handling
9 Emergency preparedness Management of change Powder actuated tool

and response
10 Performance measurement Dealing with Safety violation Fire prevention &
and monitoring protection
11 Evaluation of compliance HSE meeting Confined space entry
12 Incident reporting and Vendor/Subcontractor LOTO(Lock Out Tag Out)
investigation management
13 Control of non-conformity, PTW System Excavation
corrective action and
preventive action
14 HSE audit Behavior Based Safety Food safety at employee
accommodation
15 Management Review Purchasing Work instructions –
Control procedure for
computer data

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Nos Operational control

System procedures General procedures procedures & work
instructions
16 Drawing & document control Work instructions – HVAC,
********* mechanical & electrical
project
17 Construction contracts Work instructions – HVAC
********* maintenance
18 Facility management contracts Work instructions –
********* Calibration of measuring
and testing instruments
19 Equipment & Vehicle Work instructions – Civil
********* maintenance projects
20 Calibration and verification Work instructions – Non
********* conforming product
21 Design control Work instructions –
********* Electrical maintenance
22 Tender Work instructions –

********* General maintenance
23 Ware house Work instructions – Shut
********* down maintenance

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37. ORGANIZATION CHART
Refer Attachment 1 – AGFS Organization chart

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ISSUE NO : 1

H S EQ MANUAL Rev. No.0 PAGE 1

7.a Abbreviations & Definitions 9

8 Understanding the organization and its context 11

12.a Vision, Mission, Values 14

13.b Hazard identification, risk assessment and determining 16

13.e Objectives and Programme(s) 17

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3. AMENDMENT STATUS RECORD

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4. DESCRIPTION OF THE ORGANIZATION

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5. HSEQ MANAGEMENT SYSTEM (HSEQMS)

5.a STRUCTURE OF THE HSEQ MANAGEMENT SYSTEM

The HSEQMS is structured as shown below.

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This HSEQ-MS Manual is available only in English language.

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Abbreviation Expansion Abbreviatio Expansion

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 Lost Time Incident (LTI): -

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8. UNDERSTANDING THE ORGANIZATION AND ITS CONTEXT

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Internal Issues External issues

SP1 & 2 Risk Assessment, Aspect impact Assessment

9. UNDERSTANDING THE NEEDS AND EXPECTATIONS OF INTERESTED PARTIES

Interested parties Needs and expectations

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10. LEADERSHIP AND COMMITMENT

• Taking accountability for the effectiveness of the HSEQ management system

11. CUSTOMER FOCUS

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Reference: QP – 01, OSHP – 01, EP – 01, SADP -01, ESP - 01

12.a.VISION, MISSION & VALUES

13.A. ACTIONS TO ADDRESS RISKS AND OPPORTUNITIES

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Business Hierarchy Risk/Opportunity

1. Risk management philosophy per process;

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SP1 & 2 Risk Assessment, Aspect impact Assessment

SP 9 Emergency preparedness and response

13.b.HAZARD IDENTIFICATION, RISK ASSESSMENT AND DETERMINING CONTROLS

13.c. (E) ENVIRONMENTAL ASPECTS

13.D. COMPLIANCE OBLIGATIONS

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A register of relevant Safety, Health and Environmental legislation is established and

13.e. OBJECTIVES AND PROGRAMMES