HSEQP-4

TRANSPORT SAFETY MANAGEMENT

Confidential
Copy right owner: Management Representative Pakistan Refinery Limited
Neither whole nor any part of this document may be reproduced or distributed in any form or by any means without
the prior consent of copy right owner

Issue: 02 Rev: 01
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Date: 26.10.2020 Date: 24.08.2021
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CHANGE RECORD
S# Section Page Rev Date Description of Change Reviewed By Approved By
Issue
00
1 21 21.12.2015 Contractor’s Vehicle Entry MSA MR
Rev
01

Rev Checklist for Contractor/Material Supplier’s

2 22 21.12.2015 MSA MR
02 vehicle entry

Changes Issue
Multiple in 01
3 28.10.2017 Complete revision MSA MR
sections multiple Rev
pages 00

Rev
4 12, 19 19.07.2019 Weekly Vehicle Checkup Report MSA MR
01

Rev
5 24 26.10.2020 Vans Inspection Checklist MSA HSEQ Advisor
00

Removed- (Rotate Tyres After every 5,000 KM,

11, 12,
6 Rev 24.08.2021 Alignment section, and motor accident report MSA HSEQ Advisor
18
01 form).

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CONTENTS

1. Introduction

2. Purpose

3. Scope

4. Leadership and commitment

5. Driving and other related Policies

6. HSE Considerations

a. Driver competency
b. Speed Limitation
c. Fire Fighting equipment
d. Vehicle Safety-testing & maintenance
e. CNG fitted vehicles
f. Seat Belt
g. Crash Helmet
h. Use of cell phone
i. Use of wedges on wheel
j. Anti substance-Drug abuse
k. Traffic Rules & regulations
l. HSE Audits
m. Reporting of incident/accident
n. Fines and penalties
7. Appendix A
8. Appendix B

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1 INTRODUCTION

The need for Road Safety is a challenge for which there are no easy solutions. Road Transport,
however, can be proactively managed to ensure that the inherent risks are as low as reasonably
practicable (“ALARP” level). This demands commitment from senior managers, competent line
managers, fleet managers and supervisors and, in the case of road contractors, the active
involvement of the designated contract holder.

This Transport Safety Policy will serve as guidelines to all PRL employees for safe and accident free
environment in PRL as well outside the Refinery.

2 PURPOSE

The Purpose of this document is to;

Provide HSE and administrative guidance for all PRL staff and as well as Contractors staff who
are driving vehicles for PRL business.

3 SCOPE

This Transport policy is applicable to:

• PRL employees who drives company vehicles.
• Contractors drivers including staff commuting transport drivers

4 LEADERSHIP & COMMITMENT

Senior management must demonstrate strong, visible and proactive leadership and commitment in order to
attain the required road safety performance. Managers must create and sustain a culture that supports
Transport Safety:

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• Belief in the company’s desire to seek continuous improvement in Road Safety performance.

• Motivation to improve Personal Road Safety performance.

• Acceptance of individual responsibility and accountability.

• Participation and involvement of staff at all levels.

• Commitment to an effective “living” Road Transport Safety.

Whereas meeting mandatory requirements for technical (e.g. vehicle) standards is critically
important, human behavior is the dominant element in Road Safety. Managers and supervisors
must therefore make influencing driver attitudes and performance a prime objective. Driver
behavior is often pre-conditioned by the local road environment standards and local attitudes
towards driving. PRL Standards and culture must be sufficiently strong in order to transcend local
norms and produce improved road safety performance. Supervisors are vital links between
management and drivers and their roles are crucial to road safety program. To be effective,
supervisors must be not only strongly committed to road safety but also familiar with all aspects of
Road Transport Safety and should have strong leadership skills.

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5 Seat Belt Requirement:

• All company-owned vehicles should be fitted with front and rear seat belts.

• All driver and passengers traveling by vehicles on Company business or otherwise, including
those occupying rear seats, should wear seat belts where provided.

• All drivers whilst driving on company business or otherwise should ensure their passengers
use seat belts.

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Mobile Phone Restriction during driving

Purpose

PRL is committed to the goal of “no harm to people”. Mobile phones have become an essential
business tool for most staff. However, the use of a mobile phone, or other communication
equipment, while driving, presents a significant safety hazard.

In order to provide safeguard against such safety hazard and to contribute in the enhancement of
road safety performance, cell phones (including hands-free and blue tooth type) is NOT allowed
whilst a vehicle is in motion. This includes making and / or answering incoming calls as well as
sending and / or reading incoming messages.

Scope

The standard applies to the use of mobile phones whilst driving a company vehicle or own car on
work related activities or company business. It applies to all company drivers and contractor drivers.
It is also recommended that PRL staff adopt this standard when driving on personal business
thereby demonstrating leadership and commitment to the enhancement of road safely.

Standard

With immediate effect the use of mobile phones whilst a vehicle is in motion shall be forbidden
within PRL, even with the use of Hands Free Facility. Any deviation of this standard shall be treated
as a case of serious misconduct.

“Engine ON, mobile phone Down”

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DRIVING HAZARDS

Distractions
• Failing to observe as far ahead as possible and failure to use mirrors.

• Speeding – exceeding the legal speed limit or driving too fast for conditions.

• Tailgating – following too closely

• Right of way violations – not giving way, disregarding a signal or traffic light, not stopping at
a stop sign.

• Overtaking when it’s unsafe or illegal to do so.

• Becoming distracted, e.g. using a GSM. Not concentrating on driving

• Unfamiliar driving task: different vehicle, different area of town, or country, driving faster
than normal.

• Mental distraction: Thinking about stressful problems from work, or home, daydreaming,
feeling anger, fear, love or any of the human emotions.

• Route problems: Using unclear directions, not sure of your route, looking for landmarks,
where is that next turn?

Driver Condition

Fatigue affects your ability to drive

• Delayed hazards recognition

• Slow response time
• Lack of attention
• Periods of semi, and full Unconsciousness

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Fatigue is caused by:

• Lack of sleep
• Boring roads
• Bad weather, heavy traffic
• Driving too long without taking a rest
• Vehicle is too warm, poor ventilation
• Drowsiness due to medicine

Uncontrollable Conditions

• Road conditions
• Light conditions
• Traffic condition
• Weather conditions
• Other vehicle conditions
• Other driver conditions

Weather Hazards

• Reduced visibility
• Reduced vehicle traction
• Reduced braking distance
• Flowing vehicles
• Reduced steering control

Defensive driving solutions in poor weather condition

• Is it necessary to drive at all?

• Use headlights on low beam
• Make sure your windows and lights are clean
• Use windscreen wipers
• Slow down
• Do not drive into flowing wadis

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TYRE BASICS

Tyres are among the most important parts of your car. Yet they remain one of the most neglected.
Tyre care is quick and easy, and regular checks will save you both time and money and help keep
you out of trouble on the road.

DAILY VISUAL CHECK

1. Check that all tyres have the correct inflation pressure.

2. Check the sidewalls of the tyres for cracks or unusual bulges.
3. Check and remove any foreign objects that might puncture your tyre, e.g. stone, nails, etc.

MONTHLY TYRE PRESSURE CHECK

1. Use a proper tyre pressure gauge to measure the tyre pressure.

2. Check pressure and inflate when the tyres are cold. A hot tyre will show inaccurate reading
due to heat expansion.
3. It takes time for a tyre to cool down. It’s a good idea to check tyre pressure first thing in the
morning.
4. Don’t forget to check your spare tyre too!

ROTATE TYRES EVERY 5000 km.

1. Visit a reputable tyre shop for tyre rotation.

2. Check your car owner’s manual for the rotation sequence
3. Have your tyres balanced at the same time

TYRE CHANGE

When tyres are worn to 1.6mm they should be replaced.

There are tread wear indicators on the tyres which tell you when its time to remove the tyres.

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TYRE REPAIR

Do a proper repair. String repairs done from out-side the tyres is only a temporary repair.
Proper repairing is done from inside the tyre using a plug/patch.

ALIGNMENT

Improper alignment can cause pulling and irregular wear on tyres. Alignment should be done
on a periodical basis, please refer to your owner’s manual.

ROUTINE MAINTENANCE CHECK

Weekly maintenance check is done in order to make sure pool vehicles are durable for long run
operations; vehicle maintenance check list is filled to help keep vehicles in optimum operating
performance (Appendix A).

6 HSE CONSIDERATIONS

Vehicle movement in the Refinery and at Keamari Terminal premises is allowed only for inspection,
construction, F&S, HSE and Engineering department (Civil, Rotary, Stationary, Electrical &
instrument Control).

Contractors vehicle involve in maintenances activities are also allowed to enter.

• Heavy vehicle like crane and other trucks, dumpers, loaders will only be allowed
through vehicle entry permit and hot permits for entering in hazardous area (i.e Gate#3)
at Korangi and Keamari Terminal premises. However NLC and other companies bowsers
carrying crude/Products are exempted from Hot work Permit but vehicle integrity and
HSE Checklist should be filled by the concern section/dept.

• Vehicle entering in classified hazardous area must be equipped with Spark arrestor. All
section must ensure that only approved (by HSE section) type spark arrestor is used.

• Vehicle for one time entry for good supplies, without having seat belt will only allowed
only up to the warehouse and before Gate # 3 at Korangi Refinery and same to be
followed for Keamari Terminal.

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• Vehicle’s key must be left in the ignition switch in all Refinery vehicle and as well as
contractors vehicle park inside Gate # 3 &4. This instruction is also applies for Keamari
Terminal.

• All Emergency vehicles (Fire trucks, ambulance etc) shall be equipped with beacon light
and with appropriate siren as required.

Drivers competency

• Driver must be physically and mentally fit for driving. Medical Certificate to be obtained
from Registered Medical Practitioner.
• Drivers must have valid driving license
• Must gone through Defensive Driving Course (DDC)
• For crane and forklift driver special courses is also required.
• Maximum 10-12 hours working per day and rest every 4.5 hours should be ensured.

N.B: The DDC will not be applied for single entry drivers.

Speeding and limitation

Speeding is a conscious choice by the driver. The best way to judge the safest speed is to:

• Know the speed limit

• Assess the driving conditions-slow down if hazards are present
• Constantly watch you speed, use your speedometer

Maximum allowable speed in Refinery premises and at Keamari Terminal is as follows;

• 25 Km/hr. for small vehicles
• 10 Km/hr. for Heavy vehicle including cranes and forklift.

Emergency vehicles like Fire Trucks and Ambulance are exempted but their driver must keep the
vehicle under control in all circumstances.

Fire Fighting arrangement

• Vehicle (including PRL staff shift vans ) moving inside gate 3 should be equipped with Fire
Extinguisher with proper tagging (Refilling and expire dates)
• First Aid boxes shall be provided in vehicles used for employees commuting.

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Drivers Fitness & Medical Examination:

• Driver’s Medical examination and Eye testing to be conducted and record to be maintained
by CMO.
• Visual activity with contact lenses must be carefully assessed.
• Cardio vascular risk must be carefully assessed.
• Screening to be done carefully if evidence of acute alcohol or substance abuse.

Vehicle Safety-Testing and Maintenance

• Daily start up checks (e.g. radiator coolant, engine oil etc) appropriate to the vehicle by
concern section and its recording.
• Emergency Vehicle should be checked at start of the shift.
• Crane and Fork lift shall be inspected on periodically from third party inspection and as
well as on daily basis/as and when required as stated in PTWS.
• Heavy vehicles (HTV) should be equipped with reversing alarm.
• All servicing and maintenance record should be kept for all PRL vehicles.
• No vehicle maintenance is allowed inside PRL premises except Emergency Response
vehicles. Verbal Permission is required from Area authority when replacing flat
tyres/breakdown maintenance in the PRL premises.
• Regular scheduled maintenance must be undertaken for all vehicles.
• You should have a system in place for reporting vehicle faults which ensures that,
where appropriate, the vehicle is assessed for safety before it is operated again.
• An independent competent examiner must undertake this, and the testing and
examination certificates must be retained for safe keeping

CNG fitted Vehicles

It is very common that most of the vehicle are operated on dual fuel system i.e. petrol and CNG.
The following shall be applicable on all CNG fitted vehicles;
• Newly purchase vehicle shall produce the evidence of company fitted CNG cylinder
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• CNG cylinder shall be tested after five years as per CNG Rules 1992.
• The required documents shall be submitted to HSE section for record.
• Only tested vehicles are allowed inside PRL Premises.

Seat Belt

Safety of our employees, contractors and assets is the principal element of Road Transport Safety
process. It is mandatory to use seat belts for the driver and passengers whenever a vehicle is in
motion with a view to prevent / mitigate injuries and ensure incident free driving.

The type of seat belt should be lap and shoulder (three points) inertial reel type (retractable)
because it is easy to operate and withholds maximum jerk in case of any impact. It should be duly
approved by HSE section.

This applies to all company owned vehicles (including trucks, bowsers, vans, pick-ups, jeeps, cars)
and personal cars. The same is equally applicable to all contractor trucks and other vehicles
performing deliveries for PRL.

The front seat normally has two seat belts, so drivers are advisable to take care and do not give
ride to third one.

Seat belt shall be inspected and replace faulty one as and when required.

All Rent A Car (for company business) shall be equipped with seat belts.

Crash Helmets

It is mandatory for each pillion rider who is entering or leaving Refinery Premises to wear Crash
helmet.

Use of Cell Phone

To prevent motor vehicle crashes and ensure incident free driving, use of cell phones is NOT
allowed whilst a vehicle is in motion. This includes making and / or answering incoming calls as
well as sending and / or reading incoming messages.

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Use of wedges on Wheels

Use of wheel chocks/wedges provides an additional safety measure to trucks / bowsers against
accidental rolling and any ensuing accident. This practice also encourages drivers to walk around
the vehicle for any inappropriate conditions and warm-up before commencing operation.

It is necessary that all bowsers shall carry at least four wedge shaped wheel chocks which should
be in place whenever trucks / bowsers are parked, especially during parking outside Refinery and
as well as during decanting or Gantry filling operation. While parking outside PRL, two wedges
should by place on front tyres and two at rear wheels but inside. At the time of decanting at
Decanting bay an appropriate way is to apply wheel chocks on both sides of rear wheels to avoid
any accidental rolling and at a distance of 1 inch from wheels to facilitate their easy removal when
tyres flatten during tank truck filling by product load. This is in addition to engaging the parking
brake and putting the vehicle in gear whenever it is parked.

Static Charge dispersion

Static charge is accumulated during the movement of hydrocarbon products including crude oil and
will contribute to ignite the flammable. It is mandatory to provide earthing strips (without paint) on
the bowsers and operator will first connect this point with installed earthing system’s alligator used
for the discharging of Static charge.

Anti–Substance / Drugs Abuse

Drugs are highly addictive and very dangerous. The use of drugs has chronic effects on health,
leading to irrational behavior and serious mental and physical illnesses. At work, drugs and alcohol
abuse invariably leads to deterioration in morale, disciplinary issues, occupational accidents and
impaired job performance.

It is completely ban for all including drivers to use any anti-substance/drugs, when engaged in
company business.

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Traffic Rules & Regulations

• Vehicles should only be parked at designated parking area inside PRL Refinery and
Keamari Terminal.
• Visitor’s vehicle will not be allowed beyond Gate no. 2.
• Apart from PRL employees third party vendors will not be allowed to park their vehicles
inside PRL.
• Vehicles shall only be parked without causing obstruction to already parked vehicles.
• Overloading including crowded manpower transportation is not allowed in vehicles
including contractor’s vehicles.
• All vehicle entering in Danger Area must be equipped with Spark arrestor approved by
HSE
• Driver of vehicles shall not permit the passenger to ride on fenders, running boards,
tops or bumpers of vehicles. Passenger shall not get or off a vehicle while it is in motion.
• Vehicle shall not be parked near or in front of Fire hydrants and any emergency
response equipments/facilities.

HSE Audits

All concern sections will conduct self audits in consultation with HSEQ section for the proper
implementation of this policy at least once per year.
HSE will also arrange surprise audits and issue the report to MD and RLT.

Reporting of incident/accident

At PRL we strongly believe that all incidents are preventable but mostly result from inappropriate
human behavior or equipment failure. Incidents, if properly investigated, reveals actual root causes
which make them happen. Lessons learned from one incident can be shared across the Refinery
can reduce similar accident in future.

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Therefore, it is mandatory that all incidents / losses as well as near misses (whether major or
minor) should be reported to the HSEQ section and Manager Security & Administration by the
fastest available medium such as phone, email, or in-person. Upon verification of that information,
concerned Manager/GM with consultation of Manager Security & Administration and HSEQ would
then decide about the extent and scope of investigation process and follow up on implementation
of corrective actions.
The incident should be reported on prescribed forms (see Appendix B) and on HSEQ form
HSEQ-F-18.
The investigation team will be set up and report will be circulated to RLT.
Drivers found guilty of reckless driving or any other discrepancies will be advised for DDC
Refresher.

• PRL employee will get up to two warnings and his/her appraisal will affect on third
violation.
• Contractors driver will get only one warning and will not be allowed to drive for PRL

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Appendix- A

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Appendix-B
MOTOR ACCIDENT REPORT FORM
Please return to: HR/ ADMIN Pakistan Refinery Ltd

DEPARTMENT/SECTION
Name of Department/SECTION

VEHICLE
Make & Model
Registration Number

Details of Damage

Please indicate damage location

DRIVER
Name & Address

Tel Number Home Work

Mobile

Age Valid License Yes/No

ACCIDENT
Day/Date Time
Accident Location
Weather conditions?
Speed of your vehicle?

Full description of accident

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Sketch of accident (if relevant)

(continue on separate sheet if necessary)

Were photos taken at the time of the accident? *Yes/No If yes, please enclose
WITNESSES (if relevant)

Name & Address State if witness is Independent

1.
2.
POLICE
Were the Police informed? Yes/No Did they attend? Yes/No
Concerned Police Station
Police FIR Number (if relevant)
OTHER VEHCILE/PROPERTY (if relevant)
Name
Address of Owner/Driver

Tel Number Home Mobile

Make & Model Registration Number
Insurance details

Details of Damage to vehicle/Property

INJURED PERSONS (if relevant)

Name & Address Passenger? Wearing seat belt? Injuries?

1.
2.

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ENTRY PASS FOR VEHICLES

PD-F-07 Rev: 03, Date: 10.01.2019

Please allow to enter Contractor’s Vehicles in PRL Korangi/PRL Keamari Terminal for shifting of

__________________________.

Department: _______________________________________________________________________
Permit No: _______________________________________________________________________
Contractor: _______________________________________________________________________
Vehicle No: _______________________________________________________________________
Loaded with: _______________________________________________________________________
Location: _______________________________________________________________________
Gate No: _______________________________________________________________________
Date from: ______________________________ to _____________________________________

______________ ________________________ _____________

Dept. Manager/Shift Engineer Manager Security & Admin/Security Officer Concern GM/Shift In-charge
CR

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GENERAL SHIFT VANS / ROTATIONAL SHIFT VANS INSPECTION CHECK LIST (MONTHLY)
MANAGEMENT / NON MANAGEMENT STAFF

Vehicle No: ___________________ Dated: __________________

Route: _______________________ Driver: __________________

Description Normal Average Good Excellent

Look Under the Hood

Check fluid levels:

• Engine Oil • Coolant
• Brakes • Transmission
• Power Steering
Any Leaks?

Walk Around the Vehicle

Check Tires (tread, pressure, spare)

Emergency Door Operation

Exhaust System

Check mirrors & glass

Any Leaks or damage?

Check the Interior

First Aid Kit stocked & complete

Fire Extinguisher

Seat Belts & Seat Condition

Mirror & Seat adjustment

Start the Engine

Check lights: • Breaks Lights

• Headlights • Turn Lights
• Tail Lights • Hazard Lights
• Dash Lights • Horn
• Overhead Red & Amber Lights • Check Wipers
Check gauges:
• Oil Pressure
• Fuel
• Temperature
Check heater/ defroster

Brakes & Parking Brakes (twice)

Inspection By: ________________________

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