ACCIDENT REPORTING POLICY

STANDARD OPERATING PROCEDURE (SOP)

ACCIDENT REPORTING POLICY – OHS/SOP/03/00

1. Purpose

1.1 To establish a proper on the job accident reporting procedure across the Brandix Group.
Brandix is highly committed to enforce occupational health and safety guidelines to
avoid accidents and any such occurrences. Brandix also expects its employees to comply
with the all occupational health and safety guidelines.

1.2 However, accidents are sometimes inevitable and our endeavor is to ensure that all
accidents are reported in order to investigate them in a timely manner to review and
reinforce the preventative measures.

2. Scope

2.1 This accident reporting policy encompasses all employees, independent contractors and
those who work for Brandix within facilities.

3. Policy

3.1 On the job accidents which may cause minor or severe injuries are required to be
reported. Incidents that occur as a result of inadequate safety precautions also need to
be reported. The victims may be employees who were injured whilst performing their
duties or other personnel who were in the company premises or vehicles.

3.2 Accidents must be reported as soon as possible to expedite the investigation process
and to avoid delays in implementing important accident preventive findings. Preventive
measures can be established without delays if the cause or the details of the accident
are identified and rectified immediately.

3.3 The company encourages employees to report all accidents no matter how minor,
including accidents that involve very minor injuries like small cuts, non-extensive bruises
etc. On the other hand, accidents that involve or which could involve more severe
injuries must be dutifully reported to facilitate investigations.

4. Procedure

4.1 When an employee witnesses or is involved in an incident they must report it to their
immediate supervisor, HR department (personally, in writing or by phone if the accident
occurred remotely) or through an online system if applicable, within 12 hours before
leaving the premises.

4.2 If an employee anticipates or perceives inadequate safety, the employee must notify to
the supervisor or HR department as soon as possible so that an accident can be
prevented.

4.3 Depending on the incident, official forms may have to be completed and submitted by
the supervisor. The accident and any injuries sustained must be recorded in an
accident

Applicability All plants across the Group

Purpose To ensure that accidents/incidents are reported and investigated
Document Asanka Change Authority Asanka Designation General Manager
Owner Palamakumbura Name Palamakumbura Group OHS
Distribution All plants across the Group

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STANDARD OPERATING PROCEDURE (SOP)
ACCIDENT REPORTING POLICY – OHS/SOP/03/00
Issue Date 1 Nov 2022 Validity Period 12 Months Next Review Date 31 Oct 2023

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STANDARD OPERATING PROCEDURE (SOP)
ACCIDENT REPORTING POLICY – OHS/SOP/03/00

database or file. The officials responsible must initiate an investigation or request an

investigation from the relevant authorities if appropriate.

4.4 Plant Head, General Manager should nominate an internal accident investigation team
and ensure that the report is submitted as per the timelines agreed. As a general rule,
the employee must provide information in the incident report as accurately as possible.

4.5 The company places great importance in this policy. All employees are obliged to
comply. Any employee that is discovered to have been aware of a serious accident and
failed to report it will face appropriate disciplinary consequences. When employees are
the cause of an accident they must report it immediately to minimize legal
repercussions.

5. RACI Model

Group Compliance
Plant/SBU Compliance

Executive Finance

Director Finance

Director Admin
Immediate Sup

Cluster HRM

SGM Admin
Cluster OHS

Group OHS

Group CEO
Plant HRM
Plant OHS

Plant GM
HOD

CEO

CFO
# Activity

(a) (b) ( c) (d) (e) (f) (g) (h) (j) (k) (l) (m) (n) (o) (p) (q) (r)
Inform the
accident/incident I I
1 R A C I I A I I
immediately to the next
level
Inform all accidents to
2 R C A I
BC3

Circulate the PIR across

3 I I I R I I I A I
the stakeholder
Inform serious incidents
4 or fatal accidents to the I R A I A I C I I I I
management
If property damage
5 I I I I R I A C I I
raises Insurance Claim

Raise the Accident

6 R A C I I I I
Notification Form
Communicate the
7 Accident Notification R I A C I
next Level
Appoint an Accident
8 Investigation Team for R I I A I C
FTC, MTC
Appoint an Accident
9 Investigation Team for C I R C I A I I I
LTI

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STANDARD OPERATING PROCEDURE (SOP)
ACCIDENT REPORTING POLICY – OHS/SOP/03/00
Appoint an Accident
Investigation Team for serious
10 incidents & accidents (fatal or I I I I R A C I
loss of body parts)

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STANDARD OPERATING PROCEDURE (SOP)
ACCIDENT REPORTING POLICY – OHS/SOP/03/00

Train the Investigation

11 R I I A C
Team
Completion of
12 Preliminary A R I I C I I
Investigation
Completion of the Final
13 A R C C I I I
Report

Legal Proceedings (Form

14 R I C A I I I I
10, CIFE etc.)

Follow up on corrective
15 R A C I I
and preventive actions

16 Audit the procedure R A I C I I

Appointing Disciplinary
17 I A I R C I C I I
Committee

Implementation of
18 I R I I A I I
actions proposed

R- Responsible A- Accountable C- Consulted I - Informed

RECORDS
The following records are maintained.
Retention
S/No. Record Title / ID Format Medium Custodian(s)
Period
1 Accident notification form English Electronic Perpetual Plant OHS

2 Training records English Hard copy Plant OHS

3 Investigation Reports English Electronic Perpetual Cluster/Corporate OHS
4 Form 10 English/Sinhala Hard copy Plant HR
5 Preliminary Investigation Report English Electronic Perpetual BC3

Applicability All plants across the Group

Purpose To ensure that accidents/incidents are reported and investigated
Document Asanka Change Authority Asanka Designation General Manager
Owner Palamakumbura Name Palamakumbura Group OHS
Distribution All plants across the Group
Issue Date 1 Nov 2022 Validity Period 12 Months Next Review Date 31 Oct 2023

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STANDARD OPERATING PROCEDURE (SOP)
ACCIDENT REPORTING POLICY – OHS/SOP/03/00

DOCUMENT AMENDMENT HISTORY

Version Summary of changes from previous version of the Changes sought
Remarks
No. document by
V-001 First version released for implementation. N/A Nil

I have read and understood the attached Standard Operating Procedure

S/No. Date Name Signature

Applicability All plants across the Group

Purpose To ensure that accidents/incidents are reported and investigated
Document Asanka Change Authority Asanka Designation General Manager
Owner Palamakumbura Name Palamakumbura Group OHS
Distribution All plants across the Group
Issue Date 1 Nov 2022 Validity Period 12 Months Next Review Date 31 Oct 2023