EHS Incident Reporting Manual

REVISION NO.: 00
Approved by Sumant Srivastava VP & Head : EAP & CIS

Reviewed by Girish Pandey VP-Quality & EHS

Swaraj Kumar Manager EHS

Prepared by
Name Function

This document and any information therein contained are proprietary and confidential and must not be distributed,
published, or more generally disclosed for any purpose whatsoever. Effectively of paper copy should be checked prior to
use.
 Document No. KEC/IMS/EAP/EHS/M/01
EHS Incident Reporting Manual Rev. No. 00
Rev. Date 01-06-2017
Page No. 2

Table of Contents

1. Objective page-2
2. Scope page-3
3. Reference page-3
4. Definition page-3
5. Responsibilities page-4
6. Incident Reporting Procedure page-5
7. Incident Investigation page-6
8. Incident Tracking & Close-out page-7
9. Attachment:
Annexure 1 – “Incident reporting Procedure & Emergency Plan with Roadmap”
Annexure 2 - “Four Block Reporting Template”

1. Objective

Analysis and Reporting of incident are a proven tool for the loss prevention in human and material
terms & to help to protect the environment. The purpose is to take preventive and corrective
measures for the benefits of all concerned.
Reporting must be quick and accurate to.
• Take remedial action immediately,
• Prevent hazardous situations that can lead to accidents or disasters,
• Make site investigation,
• Analyze the root causes,
• Prevent recurrence of similar incidents or accidents.

This manual helps to understand the process to be followed in case of any EHS event.

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This document and any information therein contained are proprietary and confidential and must not be distributed,
published, or more generally disclosed for any purpose whatsoever. Effectively of paper copy should be checked prior to
use.
 Document No. KEC/IMS/EAP/EHS/M/01
EHS Incident Reporting Manual Rev. No. 00
Rev. Date 01-06-2017
Page No. 3

2. Scope
This reporting instruction must be followed by all Projects and Offices under T&D-International’s EAP &
CIS region.

3. Reference
OHSAS 18001:2007, KEC EHS policy, IS 3786-1983 (in-line with Corporate EHS guideline)

4. Definitions
Terminology Definitions
EHS incident Work related event(s) in which an injury, ill-health, fatality, environmental incident
or material damages occurred, or could have occurred.
Accident An incident which has given rise to bodily injury, ill health, fatality or damages
(property/environment)
Fatality A work-related death arising from injuries or occupational illness. Deaths from
natural causes or suicide while at work would not normally be recorded.
Lost Time Injury Any work-related injury or illness causing disablement extending beyond the day
of the shift on which the accident occurred.
Reportable Lost Time Injury An injury causing death or disablement to an extent as prescribed by relevant
statute.
LTIFR (Lost Time Injury Frequency rate shall be calculated For both LTI and reportable LTI. For a specified
Frequency Rate) period the LTIFR = number of LTI x 1000000 / Man-hours worked.
Since LTIFR for “reportable lost time injuries” are calculated to report statutory
authority, It may be used for official purpose only.
SR (Severity Rate) Man days lost due to lost time injury x 1000000/ Man-hours worked
IR (Incident Rate) No. of lost time injuries x1000/Average no. of person employed
TCIR (Total Case Injury (No. of minor injuries + No. of major injuries + No. of fatality)x1000000/Man-hours
Rate) worked
Medical Treatment Injury An injury which requires medical treatment only, without causing any disablement
(MTI) weather of temporary or permanent nature. If a work-related injury or illness
results in medical treatment beyond first aid but does not involve death, one or
more days away from work, one or more days of restricted work, or one or more
days of job transfer, it is considered Medical Treatment

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This document and any information therein contained are proprietary and confidential and must not be distributed,
published, or more generally disclosed for any purpose whatsoever. Effectively of paper copy should be checked prior to
use.
 Document No. KEC/IMS/EAP/EHS/M/01
EHS Incident Reporting Manual Rev. No. 00
Rev. Date 01-06-2017
Page No. 4

Near Miss An event which could, in slightly different circumstances, have led to bodily injury,
ill health, fatality or damage (environmental, human, property).
First Aid Any single treatment and subsequent observation of minor scratches, cuts, burns,
splinters etc. which does not ordinarily require medical care.
Severe accidents Fatal, permanent disability, or impairment requiring surgery, environmental
damage over wide area, huge loss of production or site interruptions for very long
time
Preventive actions Actions to eliminate the cause of undesired potential situations.
Corrective actions These are the actions taken to prevent the recurrences of potential non-
conformity.

5. Responsibilities
Project Manager/ Project Head / Site Manager / Admin Head
Ensure EHS incidents are being reported
Ensure transparency in case of EHS incident (near-miss or accident)
Follow investigations following EHS incident.
Ensure corrective/preventive actions are taken.
Assisting EHS for accident investigation
Present severe accidents to PCH / top management.

Engineer / Section in charge / Supervisor /Team leader / Each Employee

Report any near-miss or accident in full transparency.
Ensure the safety of the victim and the workplace after an accident.

Site EHS personnel / Regional EHS Manager

Set up and run the investigation regarding an EHS incident.
Ensure that the EHS incident reporting procedure is strictly followed.
Ensure corrective /preventive are taken and report being shared to all EHS team for non –severe accidents.

Corporate EHS
Support the SBU EHS / Regional EHS for investigation regarding an EHS incident.
Ensure corrective /preventive are taken and report being shared to all EHS team for severe accidents.

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This document and any information therein contained are proprietary and confidential and must not be distributed,
published, or more generally disclosed for any purpose whatsoever. Effectively of paper copy should be checked prior to
use.
 Document No. KEC/IMS/EAP/EHS/M/01
EHS Incident Reporting Manual Rev. No. 00
Rev. Date 01-06-2017
Page No. 5

PCH / Country Manager

Ensure the corrective /preventive action are taken and being implemented.
Ensure the action against the person responsible for critical violation.
To ensure the support for operational / safety team during investigation.

SBU Head / Leadership

Ensure the action against the person responsible for critical violation.

6. Incident reporting procedure

To avoid the re-occurrence of the accidents and to improve the work safety, each type of event should
be reported, investigated (based on severity), analyzed and the corrective & preventive actions should
be implemented.
Following process to be followed:

• Each incident to be reported in prescribed format and

Reporting with in deadline.

• Based on the severity the incident to be analyzed and

Analyzing causes to be identified

• Correctvie and preventive action to be taken and reprot

to be communcated to all concerns for further actions
Closing and learnings

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This document and any information therein contained are proprietary and confidential and must not be distributed,
published, or more generally disclosed for any purpose whatsoever. Effectively of paper copy should be checked prior to
use.
 Document No. KEC/IMS/EAP/EHS/M/01
EHS Incident Reporting Manual Rev. No. 00
Rev. Date 01-06-2017
Page No. 6

 For the Incident reporting the Corporate EHS’s “Incident reporting flowchart”(Annexure-1) shall
be followed which is supplemented with “Emergency Response Plan with Roadmap”.
 Also the initial and summary report shall be submitted in the “4 block template” (Annexure-2).

In case of any LTI / Severe accidents the reporting shall be as follow:

S.No. Action Reporting to Reported / Time frame

prepared by
1. Immediate reporting PCH/Corporate EHS/ Anyone reporting With-in 2 Hrs.
by Call / SMS Country Manger/ accident
Regional EHS
2. Initial Reporting by 4 President T&D- Site EHS / Regional With-in 24 Hrs.
Block Report International. / EHS looping
PCH/Corporate EHS/ Project Manager &
Country Manager
3. Detailed President T&D- Site EHS / Regional With-in 7 days.
Investigation International. / EHS looping
PCH/Corporate EHS/ Project Manager &
PCH/Corporate EHS Country Manager

7. Incident Investigation

7.1 Formal Investigation Report

A formal incident investigation team to be formed and this to be organized by EHS manager /
personal when any one of the following incident took place.
 All fatalities and LTI cases
 All disable injuries
 Major fire/explosions and property damages
 Significance discharge of any hazardous substances
 Near misses with the potential for a major incidents
 Any other incident on the request of Company

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This document and any information therein contained are proprietary and confidential and must not be distributed,
published, or more generally disclosed for any purpose whatsoever. Effectively of paper copy should be checked prior to
use.
 Document No. KEC/IMS/EAP/EHS/M/01
EHS Incident Reporting Manual Rev. No. 00
Rev. Date 01-06-2017
Page No. 7

The team shall lead by, depending on the nature of the incident, by a senior operational/line
manager who is competent to lead incident investigations.

In principal the incident investigation team shall consist of personnel who are not
immediately involved or responsible for the area of incident under investigation.

The purpose of all investigations is to identify the root cause of the incident in order to
prevent re-occurrence. The investigation is not to determine or lay blame to any individual or
group. The “incident investigation report” will be accompanied by the Incident final report.

7.2 Follow-up
The Responsible person (for corrective / Preventive action), as identified during the
investigation should organize the follow-up inspection and monitor the progress in
implementation of recommendations until all items are completed.

8. Incident tracking and close out

A database shall be used to register actions from incident final report and full incident investigations
report by Site EHS to be shared to Corporate EHS. The data shall be used for track the system of actions
items.

When closing out a recommendations details shall be provided on exactly what shall be taken. If the
actions were different from those shown in the recommendations then a justification of this will be
provided along with the details on alternative protection provided.

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This document and any information therein contained are proprietary and confidential and must not be distributed,
published, or more generally disclosed for any purpose whatsoever. Effectively of paper copy should be checked prior to
use.