SKC-SOP-20

Standard Operating Procedure

Issue Date: 01-08-2019

Issue:01, Rev:00

Incident / Accident
Report Investigation & Analysis

In Compliance with ISO 9001:2015, 14001:2015, & 45001:2018

Copyright
The copyright of this procedure, together with all confidential information contained herein is
the sole property SKC Engineers & Contractors Pvt Ltd.

It may be copied in full or in parts only by the Management / personnel and only for the
purpose of Company related activities. Disclosure of any information contained within this
procedure to any person (s) outside the employee of company without written permission of
the Chief Executive, Head of Department or the ISO Coordinator is strictly prohibited.

Prepared By Reviewed By Approved By

ISO Coordinator Head of Department Chief Executive

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 SKC-SOP-20
Standard Operating Procedure
Issue Date: 01-08-2019

Issue:01, Rev:00

List of Copy Holders

Manual Procedure Code Issue # Copy # Copy Holder
SKC-SOP-20 01 01 Chief Executiver

SKC-SOP-20 01 02 HOD

SKC-SOP-20 01 03 ISO Coordinator

Revision Sheet
Page # Revision # Date Reason of Change Approval
Signature

1. Purpose
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 SKC-SOP-20
Standard Operating Procedure
Issue Date: 01-08-2019

Issue:01, Rev:00

The objective of incident reporting, investigation & analysis is to conclude the direct and underlying
causes of an OH&S-related incident/accident and to devise the control measures to avoid the re-
occurrence of such incidents in future.

2. Scope
This standard operating procedure is applicable to all production process as well as establishments of
SKC.

3. Responsibilities & Authorities

QHSE Coordinator is responsible for reporting of all the incidents/accidents to in the construction site
premises. Investigation is carried out jointly involving execution team. Reporting and investigation at
office are conducted by QHSE Coordinator and management at SKC premises.

4. OSHA Standard Definitions

4.1. Lost Time Injury (LTI)

A lost time injury is any work–related injury that causes the employee’s absence from
scheduled work for one day (or shift) or more excluding the day of injury.

4.2. Work Loss Day

When an employee missed one full day or more of a scheduled work due to work related
injury
Note: If LTI occurs during a construction, the construction Man-hours will become zero after
LTI and will again start from there on.

4.3. Restricted Work Injury (RWI)

When as a result of a work-related injury, health care professional keeps, or recommends
keeping an employee from doing the routine functions of his or her job or from working the
full workday that the employee would have been scheduled to work before the injury or
illness occurred.

4.4. Medical Treatment (MT)

Significant work related injuries beyond first aid that are diagnosed and / or treated by a
physician or other licensed health care professional. These include any work related case
involving a fracture or cracked bone, or a punctured eardrum etc. Additional criteria that can
result in medical treatment case include:

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 SKC-SOP-20
Standard Operating Procedure
Issue Date: 01-08-2019

Issue:01, Rev:00

i. Any needle-stick injury or cut from a sharp object that is contaminated with another
person's blood or other potentially infectious material.
ii. Any case requiring an employee to be medically removed under the requirements of an
OSHA health standard.

4.5. OSHA Recordable Cases

LTI, RWI and MT are considered as OSHA record able cases.

4.6. First Aid (FA)

First aid means the following treatments for work-related injuries and illnesses.
 Visit(s) to a health care provider limited to observation.
 Diagnostic procedures, including the use of prescription medications solely for
diagnostic purposes (e.g. eye drops to dilate pupils).
 Use of nonprescription medications, including antiseptics.
 Simple administration of oxygen.
 Administration of tetanus or diphtheria shot(s) or booster(s).
 Cleaning, flushing or soaking wounds on skin surface.
 Use of wound coverings such as bandages, gauze pads, etc.
 Use of any hot/cold therapy (e.g. compresses, soaking, whirlpools, nonprescription skin
creams/lotions for local relief, etc.) except for musculoskeletal disorders Use of any
totally non-rigid, non-immobilizing means of support (e.g. elastic bandages).
 Use of eye patches.
 Removal of foreign bodies not embedded in the eye if only irrigation or removal with a
cotton swab is required.
 Removal of splinters or foreign material from areas other than the eyes by irrigation,
tweezers, cotton swabs or other simple means Health care provider is a person
operating within the scope of his or her license, registration or certification in health
care.
 First Aid cases must be reported and analyzed to suggest corrective actions in order to
avoid major injuries.

4.7. Near miss (NM)

A Near miss is a potential hazard or incident that has not resulted in any personal injury.
Modern way of HSE management is to encourage reporting of near misses. These must be
reported and analyzed to reach to the root cause to avoid recurrence. Note that casual
attitude in handling the near miss cases may lead to serious incidents.

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Standard Operating Procedure
Issue Date: 01-08-2019

Issue:01, Rev:00

4.8. Incidents
This includes fire, property loss, environment impact, and community related incidents that
are not covered in incident reporting otherwise.

4.9. OSHA Standard Formula

4.9.1. Incident Rate/ Frequency Rate - is the number of injuries and/or illnesses per 100 full-
time workers in one year and calculated as:

N X 200,000
EH
 N = number of injuries and/or illnesses
 EH = total hours worked by all employees during the calendar year
 200,000 = For 100 full-time equivalent workers working 40 hours per week and
50 weeks per year
4.9.2. Severity rate- is the total lost workdays due to injury or illnesses per 100 full-time
workers per year and calculated as:

L X 200,000
EH
 L = number of lost work days due to injuries or illnesses
 EH = total hours worked by all employees during the calendar year
 200,000 = For 100 full-time equivalent workers working 40 hours per week and
50 weeks per year
Note: For month and week analysis of data the constant figure of 200,000 has
been reduced to 16667 for month and 4167 for week. Man-hours and incidents
or lost work days of that particular period must be fed for rational analysis.

5. Procedure

5.1. Incident / Accident Reporting

 As soon as an incident occurs, the supervisor immediately informs QHSE Coordinator. At
SKC premises, incidents may be communicated by any employee and/or associate and HSE
Personnel(s) to CEO.
 If an incident results into an injury or causes damage to the company/Customers
assets/property, QHSE Coordinator classifies the type of injury and resultant damage
(Accident Report and Final Accident Report). At SKC premises, classification is done by
QHSE Coordinator by using same records.

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Standard Operating Procedure
Issue Date: 01-08-2019

Issue:01, Rev:00

 If the injury is more than a first aid case, QHSE Coordinator initiates the Near Miss /
Incident Report and brings it in the notice of Management.
 For a serious incident or any lost time injury/fatality case, the QHSE Coordinator sends
Initial Accident/Accident Report to CEO & management within 24 hours of the accident
through reliable and instant modes of communication. At SKC premises, QHSE Coordinator
ensures prompt communication to Management about the situation.
 QHSE Coordinator drafts HSE Flyer, highlighting the immediate cause of the
incident/accident, gets it reviewed from Management and displays it at different locations
within the factory premises and dispatches its copies to appropriate levels within 24 hrs of
the happening of incident.
 QHSE Coordinator briefs the management about lost time injury/ fatality cases, serious
incidents, first aid cases and near misses.
 Final Accident Report is prepared by QHSE Coordinator within 72 hours of the accident. At
SKC premises.
QHSE Coordinator maintains Injury Record Sheet, First Aid Record Sheet and Near Miss Record
sheet for analysis purpose At SKC premises.

5.2. Incident / Accident Investigation

 As soon as a serious incident occurs, the related In-charge rush to that specific location and
would gather information about the initial facts, which contributed to the incident.
 Related In-charge takes immediate corrective actions, by involving the QHSE Coordinator if
required.
 Related In-charge and QHSE Coordinator further investigate the incident by getting
statements from the people involved and eyewitnesses. Root cause investigation or
incident investigation committee to be formed comprising of the concerned In-charge,
Supervisor and QHSE coordinator visit the site immediately but not later than the following
day and the investigation gets started as soon as possible as:
 Quality of evidence may rapidly deteriorate with time.
 Delayed investigation is usually not as conclusive as those performed immediately.
 Prompt investigation is a good demonstration of Management concern on safety.
 To identify the causes of accidents so that action can be taken to prevent recurrence.
 To establish the facts surrounding the accident so that the direct and indirect cost
can be established. It may help to motivate for prevention of accident.
 For use in relation to potential Insurance Claims or litigation.
 To meet the relevant statutory requirements on injury and accident reporting.

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Standard Operating Procedure
Issue Date: 01-08-2019

Issue:01, Rev:00

5.3. Incident / Accident Investigation

 The following approach is to be used by the Investigation Team at the scene of the incident
as soon as possible after the incident:
 At the initial stage the team gathers and records all the facts, which may be of interest in
determining causes. They should avoid reaching conclusions too early; it is a trap to be
avoided. Checklists may be useful but limitations should also be understood.
 The Investigation team evaluates:
 Probable frequency of recurrence.
 Whether the act of negligence causing the accident was recognized and tolerated or
was not recognized at all until the time of accident.
 Evaluation for conditions of supervision, inspection and audit.

 Based upon the basic root causes, area In-charge prepares recommendations / corrective
actions, with the co-ordination of In-charge site HSE, with fixed responsibilities & target
dates and put best efforts for closeout within the targets dates agreed upon.
 A follow up for recommendations/corrective actions are carried out by QHSE Coordinator
from time to time. He informs the Management for non-compliance. Area In-charge,
Supervisors are accountable for the HSE management in their specific areas for eliminating
the causes of accident in a preventive manner.

5.4. Incident / Accident Analysis

 In order to identify the underlying causes of an incident or accident, Root Cause Analysis is
performed by QHSE Coordinator, based on the information gathered from incident reports
& investigation and compiled in the form of a report.
 After analysis and identification of problem, QHSE Coordinator forwards the complete
analysis report to the management which is used for the risk control and record purposes.
 Root Cause Analysis Report is shared among the Management, HOD’s by QHSE
Coordinator and discussed with top management in the management review meeting for
supporting the decision making process:
 After analysis and identification of weak areas, QHSE Coordinator shares his
recommendations with Management, concerned HOD’s. Based on the historic trends and
projections a periodical feedback is shared with the top management, HOD’s to focus on
areas need improvement.

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Standard Operating Procedure
Issue Date: 01-08-2019

Issue:01, Rev:00

5.5. Data Collection, Analysis and Reporting

HSE data will be collected from daily inspection, monthly audit and incident reports, first aid
and near miss record sheets. OSHA definitions will be referred for better understanding of
types of incidents. Calculations will be made according to formula defined by OSHA.
HSE Data analysis sheets have been provided for weekly, monthly and to date analysis with
required calculation formula in various cells of the sheets. Man-hours for that specific period
need to be fed in the sheet to have a rational analysis. Data will be entered in the spreadsheet
and results will appear in various colors automatically.
A color-coding scheme is assigned for classification of incidents in the analysis spreadsheet.
Severity Matrix will show values in three colors that are green, orange & yellow for low,
medium & high severity levels. Frequency rates will show values in two colors, green for
acceptable performance and red for poor performance that needs corrective actions. Band
limit values for color change have also been taken from OSHA and construction industry
statistics as benchmark.
For example Near miss record sheet showing less than minimum band value will reveal that
production team is not concerned about recording and analyzing the near miss cases. More
than maximum band value will reflect that site team not taking matter seriously to control
potential incidents.
A graphic profile for LTI, RWI, MT, FA, Near miss and other incidents will be generated
automatically at the bottom of each analysis sheet.
Analysis results will be communicated to the management for immediate corrective actions.
Appropriate corrective actions will be taken to control situation if analysis show results
beyond defined limits. Advice from head office can be requested if needed.
Analysis of various projects will be carried out at head office on basis of data provided through
weekly HSE reports. Weekly HSE report format asks for the HSE data as well as findings of data
analysis carried out at project.
Weekly HSE report must be communicated to QHSE Coordinator latest by every day for data
analysis and for presenting in weekly management meeting.

6. Related Documented Information

Near Miss / Incident & Accident Report & Investigation SKC-IR-01
Injury Record Sheet SKC-FAL-01

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