HSE Plan

Date Modified – 10th February 2022

 Contract No. NA

Title: HSE Plan

Approval Details

Prepared & Reviewed By: Mohammad Ali

Signature:

Approved & Issued By: Anil

Signature:

Rev: 01

Date of First Issued: 8th February, 2022

Revision Date 10th February, 2022

Revision History

Issue No Rev Date Reasons for Change

New Issued as per (14001:2015 and ISO 45001:2018)
01 00 8th February, 2022
standards requirements
New issued aligning with customer HSE plan
02 01 10thFebruary, 2022
structure

Table of Contents
1. INTRODUCTION.................................................................................................................................7

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2. REFERENCE DOCUMENTS.....................................................................................................................8
3. ABBREVIATIONS AND DEFINITIONS.........................................................................................................9
4. SCOPE OF WORK.............................................................................................................................12
5. CONTEXT OF THE ORGANIZATION.........................................................................................................13
A) DETERMINING THE SCOPE OF THE HEALTH, SAFETY AND ENVIRONMENT MANAGEMENT SYSTEM........................13
B) HSE AND ITS PROCESSES...................................................................................................................14
I. INTERACTION OF PROCESSES...............................................................................................................14
6. LEADERSHIP & GOVERNANCE.............................................................................................................15
A) LEADERSHIP & COMMITMENT.............................................................................................................15
I. GENERAL.......................................................................................................................................15
B) HSE POLICY...................................................................................................................................15
I. ESTABLISHING THE HSE POLICY...........................................................................................................15
II. COMMUNICATING THE HSE POLICY.....................................................................................................16
C) ORGANIZATIONAL ROLES, RESPONSIBILITIES AND AUTHORITIES...................................................................16
I. RESPONSIBILITY AND AUTHORITY.........................................................................................................16
D) CONSULTATION AND PARTICIPATION OF WORKERS...................................................................................25
I. GENERAL.......................................................................................................................................25
II. FORMATION OF CONSULTATION COMMITTEE..........................................................................................25
III. PARTICIPATION AND CONSULTATION FOR HSE SYSTEM............................................................................26
IV. CONSULTATION METHODS.................................................................................................................26
A. INVOLVEMENT OF EMPLOYEES AND RELEVANT STAKEHOLDERS...................................................................27
B. SUGGESTIONS OF EMPLOYEE & RELEVANT STAKEHOLDERS.........................................................................27
C. NEAR MISSES FEEDBACK...................................................................................................................27
D. SAFETY AWARD SCHEME...................................................................................................................27
E. TRAINING......................................................................................................................................27
F. CAMPAIGNS/ COMPETITIONS.............................................................................................................27
G. REGULAR WALKABOUTS / HSE TOURS..................................................................................................27
H. SPECIAL WORKFORCE MEETINGS..........................................................................................................27
I. NOTICE BOARDS AND NEWSLETTERS....................................................................................................27
V. EXTERNAL CONSULTATION.................................................................................................................28
VI. CONSULTATION PROGRAM REQUIREMENTS...........................................................................................28
VII. CONSULTATION DURING RISK ASSESSMENT............................................................................................28
7. RISK MANAGEMENT.........................................................................................................................28
A) ACTIONS TO ADDRESS RISKS AND OPPORTUNITIES....................................................................................28
I. GENERAL.......................................................................................................................................28
II. HAZARD IDENTIFICATION AND ASSESSMENT OF RISKS AND OPPORTUNITIES....................................................29
A. HAZARD IDENTIFICATION...................................................................................................................29
B. ASSESSMENT OF HSE RISKS................................................................................................................29
C. ASSESSMENT OF HSE OPPORTUNITIES AND OTHER OPPORTUNITIES.............................................................31
B) RISK MANAGEMENT.........................................................................................................................32
C) ASPECTS AND IMPACTS.....................................................................................................................32

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I. ENVIRONMENTAL HIERARCHY OF CONTROL............................................................................................33

D) RISK AND IMPACT IMPLEMENTATION AND MONITORIN............................................................................33
E) HSE OBJECTIVES & PLANNING TO ACHIEVE THEM....................................................................................33
F) PLANNING OF CHANGES.....................................................................................................................34
8. PLANNING, STANDARDS AND PROCEDURES............................................................................................34
A) HSE EQUIPMENT INSPECTION & TESTING..............................................................................................34
I. COMPETENCIES RESOURCES OF INSPECTION PROGRAM.............................................................................34
A. PLANNING FOR HSE INSPECTION, TESTING & MONITORING......................................................................34
B. HSE INSPECTION TEAM.....................................................................................................................34
C. INSPECTION PLAN & SCHEDULE...........................................................................................................35
D. PREPARATION & UPDATING OF HSE INSPECTION CHECKLIST......................................................................36
II. PERFORMING THE HSE INSPECTION.....................................................................................................36
III. PLANT AND EQUIPMENT TESTING AND INSPECTION PROGRAM...................................................................37
IV. ENGINEERING CONTROLS ARE REGULARLY INSPECTED AND TESTED TO ENSURE THEIR INTEGRITY..........................37
V. SPECIFIC CATEGORIES OF PLANT AND EQUIPMENT...................................................................................37
A. EMERGENCY AND FIRE EQUIPMENT......................................................................................................37
B. PLANT AND EQUIPMENT....................................................................................................................37
VI. PREVENTIVE MAINTENANCE OF PLANT & EQUIPMENT.............................................................................38
VII. REPAIR OF PLANT & EQUIPMENT........................................................................................................38
VIII. CALIBRATION OF MEASURING EQUIPMENT............................................................................................38
IX. SAFETY CERTIFICATION......................................................................................................................39
X. COLOUR CODING SYSTEM..................................................................................................................39
XI. REPORTING, MONITORING & FOLLOW-UP.............................................................................................39
B) WASTE MANAGEMENT.....................................................................................................................40
I. CLASSIFICATION OF WASTES...............................................................................................................40
A. WASTE CLASSIFICATION, SEGREGATION AND CONTROL.............................................................................40
B. DECOMPOSABLE WASTES..................................................................................................................41
C. INERT WASTES................................................................................................................................41
II. WASTE MANAGEMENT METHODS........................................................................................................41
A. STORAGE.......................................................................................................................................42
B. COLLECTION OF WASTE.....................................................................................................................42
C. DISPOSAL OF WASTES.......................................................................................................................42
C) MANAGING SUB-CONTRACTORS.........................................................................................................42
I. CONTRACTOR HSE MANAGEMENT......................................................................................................42
II. DOCUMENTED HSE REQUIREMENTS.....................................................................................................43
III. INSURANCES, LICENSES, AND REGISTRATIONS & CERTIFICATES:..................................................................43
IV. PRE-WORK HSE INDUCTION:.............................................................................................................43
V. SAFE WORK PROCEDURES:................................................................................................................43
VI. SUPERVISION:.................................................................................................................................43
VII. FEEDBACK:.....................................................................................................................................43
VIII. REPORTING INCIDENTS, INJURIES AND PROPERTY DAMAGE:......................................................................43

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IX. EMERGENCY PROCEDURES:................................................................................................................43

X. ENVIRONMENTAL PROTECTION:..........................................................................................................44
XI. PROPERTY SECURITY:........................................................................................................................44
XII. DRUG AND ALCOHOL POLICY:.............................................................................................................44
XIII. SHORT TERM WORK ON SITE.............................................................................................................44
XIV. LONG TERM CONTRACTORS...............................................................................................................44
A. WRITTEN CONTRACT........................................................................................................................45
B. HSE INDUCTION:.............................................................................................................................45
C. ROUTINE HEALTH SURVEILLANCE:........................................................................................................45
D. HSE COMMITTEE:............................................................................................................................45
E. SAFE WORKING PROCEDURES:............................................................................................................45
F. EMERGENCY PROCEDURES:................................................................................................................45
G. PERSONAL PROTECTIVE EQUIPMENT:....................................................................................................45
H. INCIDENTS, INJURIES AND PROPERTY DAMAGE:......................................................................................45
I. INJURY MANAGEMENT:.....................................................................................................................46
J. HSE TRAINING AND INSTRUCTION:......................................................................................................46
D) EMERGENCY RESPONSE PROCEDURES...................................................................................................46
I. GENERAL REQUIREMENT...................................................................................................................46
II. HAZARDS & RISK ASSESSMENT...........................................................................................................46
III. IDENTIFICATION & PRIORITIZATION OF EMERGENCY SITUATIONS................................................................47
IV. DEVELOPMENT OF EMERGENCY MANAGEMENT PLANS (EMP)...................................................................47
V. IMPLEMENTATION OF EMERGENCY MANAGEMENT PLANS.........................................................................48
VI. COMMUNICATION, TRAINING & REPORTING..........................................................................................48
VII. ERT EQUIPMENT INVENTORY.............................................................................................................48
VIII. EMERGENCY RESPONSE- GENERAL PROCEDURE......................................................................................48
A. PERSON(S) DISCOVERING AN OCCURRENCE............................................................................................48
B. ERT RESPONSE...............................................................................................................................49
C. ERT ASSEMBLY POINT COORDINATORS................................................................................................49
D. PERSONS WITHOUT SPECIFIC DUTIES IN AN EMERGENCY............................................................................49
E. OCCURRENCE REPORTING AND COMMUNICATION...................................................................................50
F. NOTIFICATION OF PUBLIC RELATIONS...................................................................................................50
IX. EMERGENCY NUMBERS.....................................................................................................................50
X. MAJOR EMERGENCY RESPONSE..........................................................................................................51
A. FIRE EMERGENCY RESPONSE..............................................................................................................51
B. ENVIRONMENT EMERGENCY...............................................................................................................57
C. EMERGENCY DRILL...........................................................................................................................58
9. IMPLEMENTATION & MONITORING......................................................................................................59
A) RESOURCES....................................................................................................................................59
I. GENERAL.......................................................................................................................................59
II. PEOPLE.........................................................................................................................................59
III. INFRASTRUCTURE.............................................................................................................................59

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IV. ENVIRONMENT FOR THE OPERATIONAL PROCESSES...................................................................................60

V. MONITORING AND MEASURING RESOURCES..........................................................................................60
VI. ORGANIZATIONAL KNOWLEDGE..........................................................................................................60
B) COMPETENCE..................................................................................................................................62
C) AWARENESS...................................................................................................................................62
D) COMMUNICATIONS..........................................................................................................................62
I. INTERNAL COMMUNICATION..............................................................................................................62
II. EXTERNAL COMMUNICATION..............................................................................................................63
E) DOCUMENTED INFORMATION.............................................................................................................64
I. GENERAL.......................................................................................................................................64
II. CREATING AND UPDATING.................................................................................................................64
III. CONTROL OF DOCUMENT INFORMATION...............................................................................................65
10. OPERATIONS...................................................................................................................................65
A) OPERATIONAL PLANNING AND CONTROL...............................................................................................65
I. GENERAL.......................................................................................................................................65
II. ELIMINATING HAZARDS AND REDUCING HSE RISKS..................................................................................66
III. MANAGEMENT OF CHANGE................................................................................................................66
B) CONTROL OF EMERGENCY SITUATION....................................................................................................66
11. PERFORMANCE EVALUATIONS.............................................................................................................67
A) MONITORING, MEASUREMENT, ANALYSIS & EVALUATION.........................................................................67
I. GENERAL.......................................................................................................................................67
II. ANALYSIS & EVALUATION..................................................................................................................67
III. EVALUATION OF COMPLIANCE............................................................................................................68
IV. INCIDENT INVESTIGATION..................................................................................................................68
B) INTERNAL AUDIT.............................................................................................................................69
C) MANAGEMENT REVIEW....................................................................................................................69
I. GENERAL.......................................................................................................................................69
II. MANAGEMENT REVIEW INPUTS...........................................................................................................70
III. MANAGEMENT REVIEW OUTPUTS........................................................................................................70
12. IMPROVEMENTS..............................................................................................................................71
A) GENERAL.......................................................................................................................................71
B) NON-CONFORMITY, CORRECTIVE ACTION...............................................................................................71
c) Continual Improvement.....................................................................................................................71

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 Contract No. NA

Title: HSE Plan

1. Introduction

In the field of HSE, the Company aims for the continuous improvement of its Health, Safety and
Environment Management System through the full and systematic implementation of the ISO
14001:2015 and ISO 45001:2018 requirements while giving due emphasis to the training needs
of its personnel.

This manual provides guidance to our company's personnel to carry out the tasks in conformity
with their responsibility and authority in their respective areas. HSE Manager is responsible for
adequacy of the contents, distribution and general administration of this manual.

The HSE Manual is the documents of the Health, Safety and Environment Management System
tailor-made to particular operation that describe all the key operations or processes to be
carried out during the job execution. The HSE Manual is prepared by our HSE department,
reviewed and approved by management to ensure that all the works carried by the company
employees as well as our sub-contractors are executed as per the specifications, drawings,
statutory requirements and other contractual agreed requirements. HSE Manual is prepared for
all projects and implemented as per company's Health, Safety and Environment Management
System (HSE) and contract specific requirements.

The aim of this HSE Manual is to facilitate easier implementation of HSE requirements in our
works, by presenting it in a documented form. This HSE Manual is also ensures operation,
technical, procurement, HSE and planning to meet the specific requirements of contracts,
specifications, drawings and statutory.

The HSE Manual also defines the site management functional responsibilities and the
organization, the HSE system procedures and the records to be generated, the relevant
inspections and tests to be conducted for the several activities with respect to Health, Safety
and Environment monitoring, the applicable corporate procedures and additional procedures/
method statements that need to be followed during execution of all the projects, as well as
integrated management programs to achieve identified objectives and targets.

All sub-contractors engaged in carrying out work under the authority must abide with the
procedure herein as a minimum requirement and copies of this Manual are furnished to all
subcontractors as required. Prior to commencement of work, all staff and its subcontractors
working in projects shall review and understand the contents of this HSE Manual.

Every employee on the sites are required to adhere to the procedures and best practices as
defined by this HSE Manual to achieve the project objective of "completing the project in time
with specific emphasis on Safety and Environment aspects of the project".

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2. Reference Documents

The following reference documents have been used in the preparation of HSE Manual.

 ISO 14001:2015, International Standard for Environmental Management Systems

 ISO 45001:2018, International Standard for Occupational Health and Safety
Management Systems
 ISO 19011:2018, Guidelines for Internal Auditing of QMS.
 ISO 31000:2018, Guidelines for risk management
 Ministry of Labour & Social Affairs – Ministerial Order No. 32: 1982
 Federal Environment Law No. 24: 1999
 Pas 99 – Specification of Common Management System Requirements as a framework
for integration
 Project Contract, Specification & Drawings,
 Municipality Regulations
 Health, Safety and Environment Management System
 Decree No. 42 of 2009 Concerning the Environment, Health and Safety Management
System.

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3. Abbreviations and Definitions

S.N Terms Definition & Abbreviations

1. Appropriate Reasonable
2. Documented Written
3. Product End result of a process
4. Process Owner Department head / responsible individuals who carry out entire
activities related to a process / procedure.
5. Suitable Reasonable for intended purpose
6. MRM Management Review Meeting
7. ISO International Organization for Standardization
8. ISO 14001 Environmental Management Systems
9. ISO 45001 Health & Safety Management Systems
10. HSE Manager Health, Safety & Environmental Manager

11. CEO Chief Executive Officer

12. CA Certifying Agency

13. NC Non Conformance

14. HSEM Health Safety Environmental Management System Manual

15. Context of the An organization’s context is its business environment. It includes all
organization of the internal and external factors and conditions that affect its
products and services, have an influence on its HSE, and are relevant
to its purpose and strategic direction.
16. Effectiveness Effectiveness refers to the degree to which a planned effect is
achieved. Planned activities are effective if these activities are
actually carried out and planned results are effective if these results
are actually achieved.
17. HSE Team A team of management staff & key department personnel for
managing and monitoring the best HSE Practices.
18. Prevention of Use of processes, practices, techniques, materials, products, services
Pollution or energy to avoid, reduce or control the source of creation ,
emission or discharge of any type of pollutant waste, in order to
reduce adverse HSE impact
19. Environment Surrounding in which operates including Air, Water, Land, Flora
Fauna , natural resources, human resources and their interrelation.
20. Environmental Element of activities or services that can interact with environment.
Aspect
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21. Environmental Any change to the environment, whether adverse or beneficially,

Impact partially or wholly resulting from environmental aspects.
22. Organization Person or group of people that has its own functions with
responsibilities, authorities and relationships
to achieve its objectives
23. Interested Person or organization that can affect, be affected by, or perceive
party and itself to be affected by a decision or activity
Stakeholder
24. Worker Person performing work or work-related activities that are under the
control of the organization
25. Participation Involvement in decision-making

26. Consultation Seeking views before making a decision

27. Workplace Place under the control of the organization where a person needs to
be or to go for work purposes
28. Contractor External organization providing services to the organization in
accordance with agreed specifications, terms and conditions
29. Requirement Need or expectation that is stated, generally implied or obligatory

30. Legal Legal requirements that an organization has to comply with and
requirements other requirements that an organization has to or chooses to comply
and other with standard.
requirements
31. Management Set of interrelated or interacting elements of an organization to
system establish policies and objectives and processes to achieve those
objectives
32. HSE Management system or part of a management system used to
management achieve the HSE policy.
system
33. Top Person or group of people who directs and controls an organization
Management at the highest level
34. Effectiveness Extent to which planned activities are realized and planned results
achieved
35. Policy Intentions and direction of an organization, as formally expressed by
its top management
36. Occupational Policy to prevent work-related injury and ill health to workers and to
health and provide safe and healthy workplaces
safety policy
37. Objective Result to be achieved

38. Occupational Objective set by the organization to achieve specific results

health and consistent with the HSE policy

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safety
objective
39. Injury and ill Adverse effect on the physical, mental or cognitive condition of a
health person
40. Hazard Source with a potential to cause injury and ill health

41. Risk Effect of uncertainty

42. Occupational Combination of the likelihood of occurrence of a work-related

health and hazardous event(s) or exposure(s) and the severity of injury and ill
safety risk health that can be caused by the event(s) or exposure(s)
43. Occupational Circumstance or set of circumstances that can lead to improvement
health and of HSE performance
safety
opportunity
44. Competence Ability to apply knowledge and skills to achieve intended results

45. Documented Information required to be controlled and maintained by an

information organization and the medium on which it is contained
46. Process Set of interrelated or interacting activities which transforms inputs
into outputs
47. Procedure Specified way to carry out an activity or a process

48. Performance Measurable result

49. Occupational Performance related to the effectiveness of the prevention of injury

health and and ill health to workers and the provision of safe and healthy
safety workplaces
performance
50. Outsource Verb make an arrangement where an external organization performs
part of an organization’s function or process
51. Monitoring determining the status of a system, a process or an activity

52. Measurement Process to determine a value

53. Audit A systematic and documented verification process of objectively

obtaining and evaluating the evidence to determine that the
integrated systems conform to the requirements of ISO 14001 and
ISO 45001:2018.
54. Conformity Fulfilment of a requirement

55. Nonconformity Non-fulfilment of a requirement

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56. Incident Occurrence arising out of, or in the course of, work that could or
does result in injury and ill health
57. Corrective Action to eliminate the cause(s) of a nonconformity or an incident
action and to prevent recurrence
58. Continual Process of enhancing the integrated system to achieve improvements
improvement in the overall performance
59. Health, Safety A Management System that incorporates all the clauses and
and requirements of ISO 14001 and ISO 45001:2018
Environment
Management
System (HSE)

4. Scope of Work

The scope of work includes.,

 Site surveys to be conducted and reports to be prepared to plan installation in case of

high-rise buildings. For 1:1 or 1:2 scenario like villas installation can be done along with
the survey
 Gateway installation at site along with required cabling, meters configuration.
 Gateway configuration with required software tools
 Testing and commissioning of the Gateway
 Documentation including technical survey, acceptance checklist, and site handover
reports
 Handing over of the site

Procuring and installing ancillary equipment for specific meters, consists of material required to
conclude the installation of the Gateways and establish the communication with Gateways, as
follows:

 Cables
 Conduits, PVC Pipes; Outdoor and Indoor PVC Conduits shall be included according to
the deployment scenarios.
 Lugs, Connectors, Terminators.
 Labelling and Tags.
 Survey tools, and installation materials and tools.
 Electric Meter LAN side installation.

List of Installation scenarios considered under this scope of work as listed below.,

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 Electrical Meter in High Rise/Multi Story Buildings – Wherein, single Narrowband

Internet of Things (“NB-IoT”) Gateway will be connected to multiple electrical Meters.
Upto 64 meters can be integrated to one Gateway in some high-rise building scenario.
 Water Meter in High Rise/Multi Story Buildings – Wherein single NB-IoT Gateway be
connected to multiple water Meters in daisy chain over wired/wireless M-Bus/STwill.
 Single Meter points (1:1) in Villa/Shaabia/Shops/Similar location – Depending on the
placement of existing electrical or water Meters at the Site, it is required to install single
NB-IoT Gateway which caters to either of the water or electricity Meter communicating
over protocols.
 Double Meter points (1:2) in Villa/Shaabia/Shops/Similar location – Depending on the
placement of existing electrical and water Meters at the Site, it is required to install
single NB-IoT Gateway which caters to both water and electricity Meters communicating
over protocols.
 Bulk Water Meter wiring –NB-IoT Gateway with pressure transmitter for each bulk or
sector water Meter.
 P2P Meters that communicate with HES directly via communication module shall be
integrated as well.
 RTU’s in Substations – Smart Industrial Router will be installed in the substations to
establish the bi-directional communication between RTU at field to the central SCADA
system.

5. Context of the organization

a) Determining the scope of the Health, Safety and Environment Management

System

It established and implemented the HSE, which is maintained and continually improved
according to the requirements of the international standard including processes needed and
their interactions. It determined the processes needed for the HSE and their application
through the organization.

It determined required inputs and desired outputs of the processes, criteria and methods
needed for effective operation and control of these processes, as well as resources needed and
responsibilities and authorities for processes in the HSE and Plan.
The HSE system defined applies to all types Services executed by the company. This section
describes the structure of the documented Health, Safety and Environment Management
System established and implemented by the organization. The documented HSE system covers
all departments in the organization except financial matters / Accounts.

Also has developed a Health, Safety and Environment Management System, for better
fulfilment of the needs of its clients and to improve the management to achieve efficiencies and
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better Health, Safety and Environment outcomes. This document applies to IT Infrastructure,
Information Technology Consultants and Software House.

The scope of the Health, Safety and Environment system includes:

 To provide necessary guidelines with respect to various permit to work guidelines at site
operations.
 To provide effective and systematic Incident investigation and reporting mechanisms, to
ensure that further risks of workplace incidents are eliminated.
 To mitigate, prepare for, respond to and recover from operational emergencies as May
occur in or near the during execution of work.
 Comply with all legal and other requirements, activities in relation with Health, Safety
and Environment matters.
 To provide and specify the methodology of HSE risk & impacts assessment; and the
development of controls.
 To provide instructions and to assign responsibilities for controlling that activities those
are associated with HSE Risk and Impact.

b) HSE and its Processes

Following activities have been carried out to define and effectively implement the system
needed to accomplish HSE requirements:
 The processes needed for HSE and their application throughout the organization is
identified by Process flow chart and interaction of HSE.
 Criteria of operation and measurement of these processes are defined to ensure
effective control.
 The documented system is established through this HSE System Manual, departmental
procedures and work instructions. These documents ensure that Services conform to
the customers’ requirements.
All HSE processes are monitored and analysed to achieve results as per the strategic business
plan. The continual improvement of these processes is measured and monitored by periodic
Analysis of Data, audits & Management Review. All these activities are planned and
implemented in the framework of HSE.

i. Interaction of Processes

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6. Leadership & Governance

a) Leadership & commitment

i. General

The management is taking accountability for the effectiveness of the HSE and providing
resources to ensure that the HSE Policy and HSE Objectives will be compatible with the strategic
direction and the context of the organization.

The management ensures that HSE requirements are integrated and that the HSE is achieving
the intended results. The management communicates the importance of an effective HSE,
promotes continual improvement, a process approach, and risk-based thinking, and supports
relevant management roles to demonstrate leadership to their areas of responsibility.

The management is committed to deliver the promised services to its valued customers. To
achieve this objective, adequate competent resource is ensured, processes are identified and
responsibilities are delegated to various personnel who add value to processes. The Health,
Safety and Environment Management System established is aimed to add HSE to all activities
which are part of converting customer requirements into the facilities services.

b) HSE Policy

Management ensures that the HSE Policy are established appropriately to the purpose of the
organization, has a commitment to comply with legal and other requirements and continually
improves the effectiveness of the HSE and prevention of pollution, injury and ill health, includes
a commitment to comply with applicable legal requirements and with other requirements to
which the organization subscribes, provides a framework for establishing and reviewing
objectives and targets, is documented, implemented and maintained.

Management will be responsible also for communicating the HSE Policy within the organization
and to all persons working for or on behalf of the organization with the intent that they made
aware of their individual obligations, is available to interested parties and periodically review it
for continuing suitability.

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i. Establishing the HSE Policy

HSE Policy is declared by the management with an objective to achieve customer satisfaction.
These policies are communicated to all level of employees in the organization to ensure their
commitment to HSE. The effectiveness of HSE is evaluated periodically and analyzed whether
the HSE Policy objectives have been achieved. The new goals are set necessary improvements
are made in the system to ensure effective operation. HSE Policy is controlled in the same way
as other documents and it is ensured that all individuals in the organization understand
objectives of the policies.

ii. Communicating the HSE Policy

The process sequence, linkage / interrelation, interactions, method of operation & control and
process criteria of monitoring & measurement are carried out as stated above in clause 4 and
are communicated to all employees through this documentation.

Where the performance of one process affects the other process, concerned Manager & MR
will initiate appropriate actions. Effective internal communication system is established by
combination/ all of the following:

 Notice board
 Verbal communication to Staff
 Internal Memos
 E mail
 Display of HSE Policy and objectives
 Management Reviews / minutes of meetings
 Internal training activities

c) Organizational roles, responsibilities and authorities

i. Responsibility and Authority

General: For the Health, Safety and Environment Management Plan to be effective, it is
essential that the management and supervisory staff is familiar with and implement the
relevant requirements of the plan. All management and supervisory personnel shall therefore
be provided with a controlled copy of the said plan. The Project shall actively seek the support
of all the operatives engaged on the project to look after the safety and health of themselves
and their colleagues by working within the spirit of this Health, Safety and Environment
Management Plan. Any person found to be in violation the requirements should be subject to
disciplinary action, which may result in their dismissal from the project.

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Authorization: Only persons formally inducted by the HSE Department and are qualified to
carry out the works have been instructed to do so in writing, are authorized to participate in
site activities. Those authorized persons must be in possession of a valid UAE Labor Permit and
proof of the site-specific induction by means of a unique induction sticker issued.
Roles and Responsibilities: Each position identified in the Project Management Team has
defined responsibilities for the management of safety and integrity issues. Safety within the
project is a particular responsibility of line managers (Operation Managers, Site Engineers, site
superintendents, area coordinators and supervisors). HSE Co- coordinators are delegated
supporting roles to assist managers and supervisors fulfil their accountabilities. All management
team members shall acknowledge acceptance of their HSE responsibilities in writing. The
Operation Manager shall be responsible for coordinating the HSE responsibilities on the project.
The responsibilities for the key management and supervision roles include (but are not limited
to) the following:

Senior/ Manager:

 Formulate and implement a Health, Safety and Environment Management System.

 Provide a safe work place, Environment, Facilities and Equipment.
 Review safety matters on regular basis with the department Managers.
 Provide budgetary support for all the necessary safety programs initiated.
 Make sure safe behavior of the employees is a condition of employment.
 Review accident reports and respond where necessary.
 Be visibly committed to making health and safety work. Inspire others to make it work.
 Ensure that adequate and suitable planning is done to provide safe and healthy
workplaces.
 Hold employees and subcontractors accountable for the authority and responsibility
delegated to them.

Accountability

 To ensure that the company remains profitable and give good returns to headquarter.
 To keep looking for business opportunities within the region and exploit those with
appropriate planning.
 To ensure all the operations of the company run within the legal framework and
boundaries applied in the region.

Purchase and Warehouse Manager

 Sending enquiries to vendors and compile the quotations from the vendors,
 Preparing purchase order,
 Liaising with the Vendors for delivery schedule and terms and conditions,
 Inspecting the received materials and informs the QA / QC Engineer for further
inspection,
 Receiving Customer supplied product,
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 Product identification and traceability and its proper and safe storage, logistics,
 Issue of material from the stock as per the store requisition form and as per the material
stock released form approved by Operation Manager,
 Preparation of Store receipt voucher (SRV), miscellaneous goods voucher (MGRV). Store
issue record (SIV),
 Ensure records are produced, filed, and stored as per operating procedure.

Accountabilities

 To supervise and coordinate purchases for the company.

 To arrange quotations, make comparison, place purchase order and coordinate with the
suppliers.
 To ensure that all purchased materials are checked quality and quantity wise and
entered properly in the stock register.
 To ensure all the store activities as per company’s policy and procedure.
 To ensure stock count in the stock register is matching with actual stock at all times.

Operation Manager

The Operation Manager has a duty to ensure:

 Promote a culture in which safety is the prime concern that shall never be
compromised.
 Ensure that adequate health, safety and environmental hazard evaluations are made on
project, plant and equipment purchases.
 Implement project specific plans that comply with the HSE Policy and Procedures.
 Provide resources to eliminate hazards and improve safety.
 Incorporate health, safety and environmental targets assisted by direct reports.
 Ensure that safe systems of work are defined and documented, and that hazards
analysis and risk control methods have been incorporated during the preparation.
 Ensure that any Safety Committee is established and functions effectively.
 Ensure thorough investigation of all incidents to avoid recurrence.
 Review HSE audits and ensure review meetings are held.
 Promote the involvement of all employees in improving safety.
 Focus on the elimination of unsafe acts and rectify unsafe conditions.
 Ensure safety responsibility is an integral part of all management systems and
processes.
 Provide resources and ensure that actions to address safety issues are implemented.

Accountability

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 To keep looking for business opportunities within the region and exploit those with
appropriate planning.
 To ensure all the operations of the company run within the legal framework and
boundaries applied in the region.
 Keep up-to-date with project legislation and communicate changes to affected areas.
 Ensure that the project documentation is reviewed and updated following any Changes
to project legislation.
 Ensure that the project responsibilities of contractors are documented in consultation
with top management.
 Ensure the HSE is regularly audited and reports are produced and distributed.
 Produce timely reports on project performance for the Company

HSE Manager:

 Responsible for the Company's HSE implementation.

 Liaise with Department Managers in implementation of Health, Safety and Environment
Management System and issues safety directives accordingly.
 Monitors, reviews and advises the management on HSE Policy implementation and
results of the HSE audits.
 Makes sure HSE roles, responsibilities, policies, plans and objectives are communicated
to all relevant personnel.
 Monitors HSE training requirements of personnel and coordinates in arranging internal
and external training.
 Receives client's latest HSE standards and procedures and advises the management to
revise Company procedures accordingly, if necessary.
 Preventing injury to personnel and damage to plant and equipment.
 Determine the cause of any accident or dangerous occurrence and recommend means
of preventing recurrence.
 Promote awareness of injury prevention and damage control to all levels of employees.
 Supervise the recording and analysis of information on injuries, damage and loss, assess
accident trends and review overall safety performances.
 Keep up-to-date with recommended codes of practices and new safety literature;
circulate information applicable to each level of employees.

Accountabilities

 Keep up-to-date with HSE legislation and communicate changes to affected areas.
 Ensure that the HSE and documentation is reviewed and updated following any Changes
to HSE legislation.
 Ensure the risk management procedure is documented within the HSE.
 Safe handling of hazardous substances and dangerous goods
 Safe handling of materials
 Investigation of incidents.

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 Management of HSE documents and records.

 HSE Auditing
 Manage and Review the HSE training program
 Ensure that the HSE responsibilities of contractors are documented in consultation with
project management team.
 Ensure the HSE is regularly audited and reports are produced and distributed.
 Produce timely reports on HSE performance for the Company

HSE Officer:

 Ensure that all site personnel and visitors adhere to the safety rules.
 Implement safety rules where necessary.
 Carry out work site surveyors on daily and weekly basis and report to Operation
Manager.
 Inspect tools and equipment arriving on site prior to issue, removing defective tools and
replacing them with working items.
 Record the analyze accidents, injuries, damages and report to the safety manager.
 Inspect and report to the manager that the site and office areas are maintained in
suitable condition for work, Health & Safety.
 Ensure that the safety and fire precautions are constantly enforced.
 Authorize to stop activities which are not adhering to the Organization’s Health and
Safety Requirements.
 Ensure that safety requirements are regularly investigated and made available.
 Keep up to date with recommended safety literature and display safety placards.
 Ensure that up dated safety manual is being issued to key personnel and
acknowledgement is noted.
 Conducts on the job training on Health and Safety Procedures and requirements.
 Ensure that healthy work conditions are maintained.
 Advise the safety manager of any enforcement of new safety regulation as per UAE
regulations.
 Prepare safety reports for the safety manager to endorse and issue.
 Ensure Material Safety Data Sheet is supplied for all solvents used on site.
 All site personnel will be indoctrinated into the safety plan. Evidence of this training will
be maintained. Conduct weekly toolbox meeting.
 Completes Monthly Safety Report which is submitted as part of Project’s Monthly
Report.
 The site safety personnel will be directly responsible to the safety manager.

Accountabilities

 To ensure the health, safety and environmental aspects of the work area as well as HSE
requirements.

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 To report the safety statistics and Incident / accident reports of the work area to the
management.
 To ensure all instructions, toolbox discussions, trainings, awareness, emergency
preparedness are fully communicated and properly recorded and confirmed in written
by all employees.

Supervision (Engineers/ Supervisors / Foremen)

The main duties of the appointed Site Engineers are as follows:

 Promote a culture in which safety is the prime concern and shall never be compromised.
 Ensure self and others safety awareness at all times and promote the involvement of all
employees in improving safety.
 Ensuring that safety instructions and procedures are implemented and practices to
eliminate hazards.
 Focus on the elimination of unsafe acts and rectify unsafe condition.
 Facilitate with job specific risk assessments and sign of and approval thereof before
submitting to the site HSE Coordinator.
 Ensure Contractors in your discipline and area comply with these rules and rectify any
deviations immediately.
 Being familiar with any emergency procedures and ensure instructions are followed
when necessary.
 Reporting any defects on plant and equipment to the Manager.
 Ensuring the required job specific risk assessment is completed on a daily basis.
 Participation in accident /incident investigations.
 Ensuring accident reporting procedures are adhered to.

Employees:

 All employees have a responsibility for their own safety and for other colleagues, who
may be affected by their activities.
 Understand the company safety policy and appreciate their individual safety
responsibility for themselves, for their co-workers and company.
 Use the correct tools for the right job. Use properly personal protective equipment
provided by the company.
 Keep tools and equipment in good condition, inspect tools and equipment for defect
before use and report defects immediately to the supervisor.
 Refrain from horseplay, abuse or misuse of safety devices, equipment and welfare
facilities. Vandalism will lead to dismissal.
 Be constantly alert to unsafe conditions and report them to the supervisors for
corrective action.
 Report any accident or injury no matter how small.
 Obey all posted warning signs and safety instructions.

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 Follow instruction from supervisors. If in doubt, ask questions. Never commence work
without ensuring that work can be done safely. strictly observe “permit to work system”
 Know emergency procedures (Siren Codes, Assembly point etc).
 Report hazardous or unsafe conditions to their superintendent.
 Perform the job without endangering him or co-workmen.
 Persons found under influence of alcohol or drugs will be immediately dismissed

Accountabilities

Employees are accountable to their supervisor through:

 Regular one-to-one meetings

 The Performance Development Scheme
 Job descriptions

All workers have the authority to:

 Commence an emergency response

 Raise health and safety issue
 Cease work where there is an immediate and serious threat to the health and safety.

First Aider:

 Provides first aid in case of any injury and safely transports the person for further
medical consultation if required,
 Immediately informs all reportable accident to the HSE Manager,
 Keeps proper follow up for all injuries and illnesses,
 Maintains the first aid facilities on site and attends to all injured Personnel at the
worksite,
 Checks the first aid box to ensure that the contents are replenished regularly,
 Maintains a record for all first aid cases in the accident register and shall be readily
available.

Fire Fighter

 Prevents fire damage by conducting surveys and inspections for hazards; enforcing
codes.
 Prepares citizens to prevent fire damage by developing and conducting educational and
training programs.
 Ensures availability of water at fire scene by testing hydrants; requesting and expediting
repairs; verifying repair.

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 Minimizes fire damage by responding to alarms; driving and operating equipment;

regulating water pressure; combating and extinguishing fires; rescuing and reviving
people.
 Ensures operation of equipment by completing preventive maintenance requirements;
following manufacturer's instructions; troubleshooting malfunctions; notifying
supervisor of needed repairs; evaluating new equipment and techniques.
 Maintains operations by following policies and procedures; reporting needed changes.
 Provides information by completing reports.
 Maintains technical knowledge by attending educational workshops; studying
publications; participating in scheduled drills.
 Maintains fire station building, grounds, and related equipment by completing
maintenance schedules.
 Contributes to team effort by accomplishing related results as needed.
 Provides first aid and firefighting services in case of any injury or fire and safely
transports the person for further medical consultation if required,
 Immediately informs all reportable accident to the HSE Manager,
 Keeps proper follow up for all injuries and illnesses,
 Maintains the first aid facilities on site and attends to all injured Personnel at the
worksite,
 Checks the first aid box to ensure that the contents are replenished regularly

Subcontractor Personnel:

 All subcontractors will adopt the Health & Safety Management System.
 Subcontractors shall appoint a full time HSE Officer to ensure that his personnel are
following the safety program.
 Before commencing work, ensure compliance with health and safety policy and program
and make it clear to employees that failure to do so could result in termination of
contract.
 Coordinate all work activities through the site superintendent.
 Subcontractors personnel brought on site shall have undergone practical training and
their services will be supported by relevant certificates.
 Subcontractors shall be responsible for the safety of their people.
 Subcontractors shall provide adequate safe tools, equipment for the job and necessary
personal protective equipment for his personnel.
 Subcontractors shall inform about any incident/accident to the company and shall
submit accident statistics periodically.
 Notify superintendent of any lost-time injuries, medical aid cases, and reportable
occurrences on the Project.
 Cooperate in accident investigations.

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MANAGEMENT RESPONSIBILITY (Flow Chart)

 Define Organization Structure

 Establish HSE Policies
Establish HSE  Establish HSE Objectives
 Provide Resources
Management System  Assign Management Representative
 Communicate Responsibilities and Authorities
 Establish suitable methods for internal communication

Determine and communicate

customer and statutory
/regulatory requirements to the
process owners
 Audit Reports
 Customer Feedback
 Process performance
 Services conformance
 Status of Corrective actions
 Follow up actions from previous Management Reviews
Review effectiveness  Changes to HSE Management System
 Recommendations for improvement
of HSE
NO

Effective Improvement Action

YES
Improvement of system
Improvement of processes
New Objectives Improvement of services
Improvement of resources
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Reference: Procedure for Roles and Responsibilities

d) Consultation and participation of workers

i. General

Due to the nature of the work in the UAE, prohibition of collective bargaining, and no unions in
the UAE, the Company does not expressly encourage structured employee representation; but
encourages free and mutually beneficial consultation and employee representation when
changes are being introduced which affect employees in general.

These changes are related to: -

 Welfare Facilities
 Family Welfare Funds
 Life / Medical Insurance
 Health & Safety System
 Operational Procedures and System
 Performance Appraisals

ii. Formation of consultation committee

The Management shall ensure that a Consultation Committee is established and maintained to
demonstrate its commitment towards the effective consultation with employees and all
relevant stakeholders.

The appointed members of HSE Management Consultation Committee are as follows:

 Senior Managers
 HR Manager
 min Manager/ In charge
 HSE Manager
 Supervisor

Nonetheless, the Employees voice as deduced from day to day interactions on sites and camps is
reached to Executive Management through proper channels and appropriate actions are taken.
For any queries or suggestions, all employees are free to contact the Executive Management and
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discuss. Any grievances of the workmen shall be communicated to the line Supervisor and they
shall then resolved by the He Office HR Department.

The Executive Management operate an open-door policy; Should the employees feel their
grievances are not resolved, the employees can approach He Office HR Department / Executive
Management directly taking due permission to leave sites.

For start of any system which might require deduction of employee money, (such as welfare
funds, etc), a survey is taken where the Employee is given a chance to either accept or reject the
initiative; however, decision is taken based on the majority results of such surveys.
Consultation is a two-way process, allowing staff to raise concerns and influence decisions on the
management of health, safety and environment. Your staff is often the best people to
understand the risks in the workplace and involving them in making decisions shows them that
you take their health and safety seriously.

Aside from your legal duty to consult, workplaces where staffs are involved in taking decisions
about health, safety and environment are safer and healthier. Your staffs influence HSE through
their own actions. They are often the best people to understand the risks in their workplace.

iii. Participation and Consultation for HSE System

The HSE documentation has been developed by:

 contribution from employees and staff,

 guidelines on HSE by Clients,
 recommendations during second and third-party audits and
 Improvement actions taken during realigning our system to comply with HSEMS

The Company consults with the employees when:

 Risks to health and safety arising from work are assessed or when the assessment of
those risks is reviewed;
 Decisions are me about the measures to be taken to eliminate or control those risks
 Introducing or altering the procedures for monitoring those risks
 Decisions about the adequacy of facilities and welfare of employees is being me and
 Changes are me that may affect the health, safety or welfare of the premises where the
employee’s works, to the system or methods of work or the plant and equipment or
materials and substances used for work.

iv. Consultation Methods

There are a number of different ways to consult with staff, each having different benefits and
disadvantages, each entity should review their consultation needs and decide from this what
the best method.
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The different methods of consulting your staff include:

 face to face, directly with individuals;

 indirectly with staff: and
 With staff representatives.
Use a range of methods to suit the circumstances and use a combination if a single method is
not suitable. There are various ways you can consult with staff face to face:

a. Involvement of Employees and relevant Stakeholders

It is ensured by their involvement in hazard identification, risk assessment and determination of
controls, involvement and contribution during incident investigation and comments on Health
and Safety Policy during induction training and group meetings and during major policy changes.

b. Suggestions of Employee & relevant Stakeholders

All employees and all relevant stakeholders and interested parties are encouraged to express
their views and to contribute in a timely manner to the resolution of occupational health &
safety and Environmental issues / improvements in operational system at the workplace. Best
suggestions are acknowledged with a cash award and participation certificate.

c. Near Misses Feedback

Employees and stakeholders are encouraged to report Near Misses and give their feedback or
suggestions. All the Near Misses and Suggestions given by employees, stakeholders and any
interested parties are collected and summarized from sites. These reports are forwarded to the
Management for selection of best contribution. Best feedbacks are acknowledged with a cash
award and participation certificate.

d. Safety Award Scheme

Best Employee performance with regards to Health and Safety performance are rewarded with
cash prize and certificate on the recommendations of the Safety Officer & operation Manager.

e. Training
Employees demonstrate their involvement with their participation in Company trainings,
practice of emergency drills etc.

f. Campaigns/ Competitions
Employees are encouraged to participate in Campaigns and competitions in order to increase
awareness of HSE Systems.

g. Regular walkabouts / HSE tours

All employees are encouraged to participate in the regular walkthroughs and share the
information pertaining to risk and controls in the area.

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h. Special workforce meetings

The whole workforce will be called together in this process for their views and opinions. This is in
addition to regular team meetings. At large meetings, the exchange of views and ideas might not
be as effective as in smaller gatherings where people may feel more comfortable sharing their
views;

i. Notice Boards and Newsletters

Useful information will be shared as part of the consultation process, particularly if used
together with other methods as this increases the chance of getting the messages across.

v. External Consultation
The Company ensures where appropriate, consultation with external parties such as specialist
consultants, environment service providers, legal counsel, and government agencies about
pertinent HSE matters and environment matters.

vi. Consultation Program Requirements

The consultation process shall ensure at a minimum:

 effective consultation and participation of staff in HSE matters;

 appropriate involvement in risk management activities;
 appropriate involvement in HSE incident investigation;
 involvement in the development and review of HSE Policy and objectives;
 structure of consultation committees and meetings; and
 Consultation with contractors and other external stakeholders.

vii. Consultation during Risk Assessment

Consultation shall be taken place among employees, workers, subcontractors, stakeholders and
all relevant interested parties and staff during the risk assessment processes. The consultation
shall be done at every stage like:

 new work processes, equipment or tools are being designed, purchased or modified
(consult early to allow changes to be incorporated);
 identifying hazardous activities which require assessment;
 establishing priorities for the assessment of hazardous activities and during the risk
assessment process;
 deciding on control measures to manage risk;
 reviewing the effectiveness of implemented control measures and identifying whether
further hazards and risks are created by the chosen controls;
 Deciding the contents of HSE procedural documents.

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7. Risk Management

a) Actions to address risks and opportunities

i. General
While planning the HSE, Management considers the context of the organization, needs and
expectations of interested parties, and the scope of the HSE.

Management with the coordination of HSE Manager Representative will determine risks and
opportunities related to the ability to give assurance that the HSE can achieve intended results,
enhance desirable results, prevent or reduce undesired effects, department is compatible with
the context of the organization, and can achieve continual improvement. Risks and
opportunities related to the HSE are addressed according to the Procedure of Hazard Analysis
and Risk Assessment for addressing Risks and Opportunities.

ii. Hazard identification and assessment of risks and opportunities

a. Hazard identification

Identify who is going to be harmed when work in a place every day it is easy to overlook some
hazards, identify the ones that matter:

 Walk around the workplace and look at what could reasonably be expected to cause
harm.
 Consult employees or the representatives what they think. They may have noticed
things that are not immediately obvious.
 Visit the H&S website. H&S publishes practical guidance on where hazards occur and
how to control them.
 Check manufacturers’ instructions or data sheets for equipment as they can be very
helpful in spelling out the hazards and putting them in their true perspective.
 Analyze accident and ill-health records – these often help to identify the less obvious
hazards.
 Remember to think about long-term hazards to health (e.g. high levels of noise or
exposure to harmful substances) as well as safety hazards.

b. Assessment of HSE risks

Decide who might be harmed and how

It is to be clear about who might be harmed for each hazard identified; it will help to identify
the best way of managing the risk. That doesn’t mean listing everyone by name, but rather
identifying groups of people (e.g. people working in the storeroom’ or ‘passers-by’):

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 Some workers have particular requirements, e.g. new and young workers, migrant
workers, new or expectant mothers and people with disabilities may be at particular
risk. Extra thought will be needed for some hazards;
 Members of the public, if they could be hurt by your activities;
 Consult staff if they can think of anyone that has been missed.

Evaluate the risks and decide on precautions

After the identification of hazards then decide what to do about them. The law requires doing
everything ‘reasonably practicable’ to protect people from harm.

First, look at what are already in practice; think how the work is organized. Then compare this
with the good practice and see if there are more controls required to bring the risk assessment
up to standard. Consider:
 How to get rid of the hazard altogether?
 If not, how to control the risks so that harm is unlikely?
 When controlling risks, apply the principles below, if possible in the following order:
 Try a less risky option (e.g. switch to using a less hazardous chemical);
 Prevent access to the hazard (e.g. by guarding);
 Organize work to reduce exposure to the hazard (e.g. put barriers between pedestrians
and traffic);
 Issue personal protective equipment (e.g. clothing, footwear, goggles etc); and
 Provide welfare facilities (e.g. first aid and washing facilities for removal of
contamination).

Improving health and safety need not cost a lot. For instance, placing a mirror on a dangerous
blind corner to help prevent vehicle accidents is a low-cost precaution considering the risks.
Failure to take simple precautions can cost you a lot more if an accident does happen.

The level of risk is calculated by multiplying the Consequence Score and Probability of
Occurrence together:

Risk = Consequence Score x Likelihood of Occurrence

Involve staff, so that you can be sure that what you propose to do will work in practice and
won’t introduce any new hazards.

The most pertinent information sources and techniques shall be used when analysing
consequences and likelihood. Sources of information may include the following:
 Past records;
 Practice and relevant experience;
 Relevant published literature;
 Economic, engineering or other models; and
 Specialist and expert judgments.

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Techniques include:
 Structured interviews with experts in the area of interest;
 Use of multi-disciplinary groups of experts;
 Individual evaluations using questionnaires; and
 Use of models and simulations.
 Where appropriate, the confidence placed on estimates of levels of risk shall be
included. Assumptions made in the analysis shall be clearly stated.

For the discharge or emission of a pollutant, evaluating factors such as those listed below
should help in the assessment of relative consequence:
 Persistence;
 Toxicity;
 Health effects;
 Proximity to water-bodies;
 Potential dilution;
 Taking into account secondary consequences and existing mitigation measures.
 Regarding occupational health and safety, evaluating factors such as those listed below
will help in the assessment of relative consequence:
 Health effect (e.g. long / short term effects, fatality, degree of injury / illness, disability);
Damage to assets (e.g. plant, premises).
 The potential consequences shall be judged using all available information this
information may include, but not be limited to:
 Control measures in place;
 Written systems of work, permit-to-work procedures for the tasks;
 Monitoring data from within and outside the entity;
 Tasks being carried out, their duration and frequency and locations;
 Machinery, powered hand tools to be used;
 Size, shape, surface character and weight of materials that may be handled; distances
and heights to which materials have to be moved;
 Service used (e.g. Compressed gas), substances used or encountered during the work;
 Parties carrying out the tasks (training received); and
 Legal requirements.

Five levels of severity of consequences have been used as follows;

 Insignificant
 Minor
 Moderate
 Major
 Catastrophic

Analysis of Risk
Every reported hazard is analysed to decide how serious it is, and this is done by using the risk
matrix, based on the knowledge and experience of the person(s) conducting the analysis.

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The risk matrix is used to analyse the probability of occurrence (frequency) and severity of
consequence or potential consequence, producing a rating as a code. The code is then classified
into four (4) risk groups: low, moderate, high, and extreme risk. The level of risk is indicative of
how much effort and urgency must be put in to controlling the problem

c. Assessment of HSE opportunities and other opportunities

Established, implemented and maintained a procedure to assess:

 HSE opportunities to enhance HSE performance, while taking into account planned
changes to the organization, its policies, its processes or its activities and:
 opportunities to adapt work, work organization and work environment to workers;
 opportunities to eliminate hazards and reduce HSE risks;
 Other opportunities for improving the HSE management system.

b) Risk Management
Commitment to HSE is reflected through HSE risk management process, which is an integral
part of business planning and execution. HSE Risks are assessed for each and every activity
while assessing risk; it is ensuring that relevant factors are taken into consideration.
Management along with department managers conducts regular reviews of business process,
activities to identify and prioritize the HSE risks and impact.
Reviews are also initiated as a result of significant change to corporate structure, infrastructure,
business plan or any changes due to legislation.
The Management, in consultation of Department Heads, staffs, employees, contractors and
stake holders, shall identify those hazards that are present in the buildings, facilities, sites,
events and activities; and shall assess the risk of each identified hazards and control measure
are taken in accordance with the hierarchy of control:
Health & Safety Hierarchy of Control Measure is as follow:

 Eliminate
 Reduce
 Isolate
 Control
 Personnel Protective Equipment
 Discipline

c) Aspects and impacts

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Its commitment to demonstrate through the implementation of HSE Policy, adopting and
promoting practices that are focused on the continual improvement of the environmental
performance and is consistent with the applicable environmental regulations. The desired
results are achieved through planned, Environment, and consistent efforts involving every
element of the activities.

Based on the environmental concern and applicable regulatory requirements, significant

aspects Management is determined with the concern department and appropriate control
measures are applied.

The Management is responsible for keeping the information concerning identification and
evaluation of aspects up-to-date. Process for identification & evaluation of aspects and impacts,
including the application of appropriate control measure is defined and documented.

i. Environmental Hierarchy of Control

Environmental Hierarchy of Control Measure is as follow:

 Avoidance
 Source Reduction
 Reuse
 Recycle
 Recovery of Energy
 Treatment/ Containment/ Disposal

d) Risk and Impact Implementation and Monitorin

The Management shall record any action that has been taken to remove or mitigate the risk on
the related hazard identified.

Its all employees are responsible to implement all control measure related to their work place
hazard. The Management shall ensure that all controls are implemented and that the
effectiveness is reviewed and monitored.

The Management shall ensure that all records of the identification, assessment and control
process of HSE risks are maintained in the organization. Depending upon the magnitude of risks
and the potential consequences of hazards, the risk assessment shall be periodically reviewed
by along with staff.

This review shall verify whether changes have occurred as per the implementation of control
measure.

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e) HSE objectives & planning to achieve them

HSE Objectives and targets shall be developed by Management with the coordination of
department. In developing the HSE objectives, targets and KPIs, the Management shall ensure
that these are SMART (Specific, Measurable, Attainable, Realistic and Time-bounded).

Once the HSE objectives, targets & KPI’s has been developed, Management shall ensure that
HSE objective targets and KPI’s are effectively communicating to all relevant employees.

We shall ensure that appropriate HSE Programs are established and implemented in such way
as to achieve the set objectives, targets and KPIs. Resources, responsible persons, due dates &
time frames are clearly defined for every program to be implemented.

Measurable Project specific objective will be established which is consistence with the HSE and
Legal requirements. Consultant and contractor are responsible to compliance all the
requirement on the Site. During the progress meeting the entire objective will be review and
monitored.

The Management along with HSE Manager are responsible for monitoring the progress and
status of achieving the HSE Objectives, Targets & KPIs on a quarterly basis through updated
information and reports submitted regularly by each person responsible for achieving it.

Results of achieving the HSE objectives, targets & KPIs shall be discussed during the
Management Review Meeting on an annual basis. Inputs related to the status of achieving the
HSE objectives, targets & KPIs are presented to the Top Management and appropriate actions
plans are established and carried out in case a specific objectives and targets has not been met.

f) Planning of changes
When the Management determines a need for changes to the HSE, Management takes
responsibility to carry them out in a planned manner. Management of change is applicable
whenever there are changes in the process, activities, new equipment, new software, man
power, services and new regulations as a result of assessment, analysis and monitoring.

HSE Manager determines a need for changes in the HSE they will forward the request to
Management after the approval from department.

These changes are communicated to employees by way of sending Emails, memorandum and
circulars highlighting the changes made that affect the suitability of overall process.

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8. Planning, Standards and Procedures

a) HSE Equipment Inspection & Testing

i. Competencies Resources of Inspection program

a. Planning for HSE inspection, Testing & Monitoring

Inspection program planning and implementation processes, including

 Criteria
 Frequency and schedules
 Methods of collecting and verifying information
 Reporting inspection results
 Non-conformance and corrective action process
 Inspection program record keeping

b. HSE inspection Team

a) The HSE Manager/ Management Representative and/or HSE Officer shall form and
maintain a HSE inspection Team who will be responsible for conducting inspection,
testing and monitoring for the purpose of establishing and maintaining safe working
conditions and discovering unsafe practices in the workplace.

b) It shall be the responsibility of the HSE Officer to train all members of the HSE inspection
Team in matters related to Health, Safety and Environmental workplace inspection.

c) The HSE inspection Team shall be composed of first-line supervisors and department
heads, who shall conduct 2 different types of inspections:

Supervisory Inspection

HSE inspections in supervisory level shall be conducted on a monthly basis by first line
supervisors and to be facilitated by the HSE Officer.

Management Inspection

HSE inspections in management level shall be conducted on a quarterly basis by department

heads, and shall be facilitated by the HSE Manager/ Management Representative and/or HSE
Officer.

c. Inspection Plan & Schedule

1. HSE Officer shall prepare “Annual Inspection Plan” of HSE inspections every start of
the year and shall be approved and signed by the HSE Manager/ Management
Representative.

2. The approved “Annual Inspection Plan” shall be posted in HSE-related bulletin board
and shall serve as a monitoring sheet for the actual performance of inspection.
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3. HSE Officer shall be responsible to monitor the actual performance of inspection and
shall update the “Annual Inspection Plan” on a regular basis.

4. The HSE Officer shall prepare the “Detailed inspection Plan” which will include the
following information:
o Objectives of the inspection;
o inspection Scope;
o Assigned inspector;
o Date & Time of inspection;
o Itinerary.

5. Internal inspection shall be based on the activities related to HSE, which include the
work instructions, compliances to Health, Safety and Environmental legal requirements,
and other requirements from interested parties (e.g. Competent Authority, Sector
Regulatory Authority, etc.).

6. HSE Manager shall prepare the monthly inspection report of total station as per
inspection plan.

7. HSE Manager shall prepare the weekly inspection report of auto level as per
inspection plan.

8. Work and material inspection should be done before 24 hours on project specification
form.

d. Preparation & Updating of HSE inspection Checklist

1. It shall be the responsibility of the HSE Officer to prepare and update an inspection
checklist using the “Workplace Inspection Checklist”.

2. The inspection items in the checklist may vary depending on the location of the area,
activities or processes being inspected.

ii. Performing the HSE inspection

The HSE inspection Team, headed by the HSE Officer, shall conduct workplace inspection
using “Workplace Inspection Checklist”.

Areas to inspect shall be as follows:

1. Process: Walk through the inspection area and examine the work processes taking
place. Does the workplace layout limit awkward body positioning? Is the need for
repetitive motion and forceful exertion limited?

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2. People: Observe workers performing their jobs. Pay particular attention to worker
interaction with materials, equipment and co-workers. Are safe work procedures being
followed? Are tools, equipment and PPE being used appropriately? Are workers aware
of the hazards of their jobs? Are people using safe working postures?

3. Equipment: Inspect the condition of the equipment. Look for signs of wear (rust,
cracks, and leaks). Ensure that guards and safety devices are in place and that the
equipment has been regularly maintained. Consider ergonomic issues arising out of the
design and use of the equipment.

4. Materials: Consider the hazards of the materials such as toxicity, flammability, etc.
Are materials labeled and stored properly? Are MSDS available and up-to-date? Have
workers been trained is safe use and emergency procedures?

5. Work Environment: Environmental factors to inspect include such things as

housekeeping, lighting, ventilation, noise and vibration.

The workplace supervisor should be consulted before leaving the area to discuss
findings and recommendations. Report even minor items which the supervisor can
immediately correct. Record this in the report as corrected. This keeps the report up-
to-date and serves as a reminder to check the condition during the next inspection.

iii. Plant and Equipment Testing and Inspection Program

Company has a quality, health and safety Inspection, Testing and Monitoring (ITM) program
that is made up of the following components:

o Legislative requirements
o Inspection, Testing and Monitoring Schedules
o Maintenance and service records
o Workplace Inspections Checklists
o Corrective Action procedure

iv. Engineering controls are regularly inspected and tested to ensure their
integrity.
Engineering controls, including safety devices need to be regularly inspected and tested to
ensure their integrity, effectiveness and correct operation. Examples of these types of
engineering controls may include the following (not exhaustive):

o Gas detection systems,

o Machinery guards,
o Emergency stop buttons,
o Pressure relief devices

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v. Specific Categories of Plant and Equipment

a. Emergency and Fire Equipment

o Exit signs
o Alarm systems must be inspected, tested and maintained as per legislative
requirements.
o Smoke Detectors,
o Fire Extinguishers,
o Sprinklers,
o Fire Hoses,
o Emergency Lighting,
o Evacuation Warning Devices,
o Spillage Containment Materials,
o Duress Alarms
o Safety Showers
o Eye Washes
o First Aid Kits

b. Plant and Equipment

o Pressure vessels
o Compressors
o Pumps
o Office Appliances (like Computers, photocopiers etc.)
o Fork Lifts
o Shovels
o Scaffolding
o Rigging
o Cranes and Hoists
o Others as necessary

vi. Preventive Maintenance of Plant & Equipment

The Project Manager is responsible to maintain a comprehensive list of all plant and equipment
either owned or rented by company.

Maintenance In-charge to prepare Checklists for preventive maintenance for each plant and
equipment in the light of operations and maintenance manuals provided with the plant and
equipment and applicable laws, if any. And conduct preventive maintenance on regular interval
in accordance with the manufacturer's recommendations & applicable laws.

Likewise, for rented machinery, it is responsibility of the supplier of such plant and machinery
to maintain a maintenance register and submit maintenance records monthly basis and keep
records of maintenance as per the manufacturer’s recommendations and applicable laws.

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vii. Repair of Plant & Equipment

In case, repair of equipment and plant Maintenance In-charge/Supplier should prepare a
Method statement and submit the same for Lead QA/QC Engineer’s review.

Lead QA/QC Engineer upon receipt of such a Method Statement will review the method
statement& risk assessments and may submit the same for client/client representative’s
approval, as per the requirements of the project.

viii. Calibration of Measuring Equipment

Material Engineer maintains a register of all plant & equipment, wherein the status of
calibration is also recorded.

Material Engineer submits the list of equipment, which requires calibrations to the PM, PM will
arrange the calibrations either in house or by a Third Party Testing Agency.

Records of calibration are maintained on site and original Certificates are maintained in the
Head Office.

ix. Safety Certification

All plant & equipment including vehicles should have Test Certificates from an approved Third
Party Testing Agency as per the legal and applicable regulatory requirements.

Project Manager maintains an updated list of Plant & Equipment for the purposes of
verification of Safety Certifications.

Where applicable, records of Safety Certifications are submitted for client/client

representative’s verification according to each project's requirements.
As per the requirements of International Standards and applicable laws, all operators of
vehicles, and Plant and equipment shall possess a valid license and or training certificate from a
competent third party testing agency. Project Manager will maintain the register of operators.

Where any plant & equipment, it shall be responsibility of the supplier to provide the plant &
equipment with all the necessary calibration, safety certifications as per the above
requirements.

Records of supplied plant & equipment will be maintained by the Project Manager in
accordance with applicable formats as referred to in this procedure.

x. Colour Coding System

A system of colour coding will be used for identification of Plant & Equipment maintenance and
testing status. A colour plate will be fixed on the Plant & Equipment as an evidence of
inspection. The Colour code is chosen for 3 months.

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xi. Reporting, Monitoring & Follow-up

 The HSE inspection Team shall prepare the “HSE inspection Summary Report”.
 The inspection report shall include the completed checklist, a description and location of
all identified hazards, and recommendations for eliminating or controlling the hazards.
 The report shall be communicated to all appropriate people who have the authority to
implement the recommendations. This may include the Deputy Manager, HSE
Manager/ Management Representative, and relevant Department Heads. Once the
appropriate people are involved, the report should name the persons responsible for
corrective actions, and the expected completion dates.
 The HSE Committee shall monitor and review the progress of the recommendations and
follow-up in the inspection plan and shall be carried out to ensure corrective actions
have been implemented and are effective.

b) Waste Management

i. Classification of Wastes

The HSE Representative/delegate in coordination with the Department Managers / Supervisors

shall ensure that all personnel are aware of their responsibilities with regards to waste
management.

The HSE Representative/delegate in coordination with Department Managers shall keep the
records of Waste Management Record, Transfer Note and any supporting documents and its
retention period shall be according to Control of Record procedure. The inputs and outputs of
all the current and relevant past activities, products and / or services shall be reviewed to
identify the environmental aspects / impacts.

HSE Representative shall ensure that the approved & Registered Service Provider (RSP) is
disposing the waste as per Operating Environmental Regulation and Industrial Sector EHS
Requirements. Appropriate training shall be provided to all personnel on waste disposal
procedures, legislative requirements and effects of waste management or environment.

All employees shall ensure control on solids and liquid waste discharges to ensure they are not
polluting the land and ground water aquifers. Waste management factor will be one of the HSE
objectives and management program will be set for accomplishing stated objectives and it shall
be reviewed through management review meeting. All the spills or discharge shall be recorded
and will be reported to all effected parties as per HSE Incident Investigation procedure.

a. Waste Classification, Segregation and Control

Waste under the scope of company is classified into three categories

Type of Waste Definition of Waste Nature of Waste

Nonhazardous Food tiffs, household type materials, wood, Solid / Liquid

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Recyclable waste paper, metal can , glass, bottle etc

Hazardous Waste Waste oil, paints, aerosols, solvents, greases, Solid / Liquid
oil rags, oil filters, coating powder, batteries,
etc.
Scrap / Recycling Metal, , Pipes etc. Solid
(nonhazardous)

 Any material whether solid, liquid or gas which is no longer of commercial use to the
producer of the material and which is discarded or require to be discarded, shall be
classified as “waste”.
 Waste may be defined as hazardous on the basis of waste characteristics (Flammable,
Ignitable, Toxic, Mutagenic, Carcinogenic, Reactive, Corrosive etc.) or on the basis of the
list published by Operating UAE standard.

The classified wastes are to be collected in a color designated containers/bins.

 Non-hazardous waste: Blue

 Hazardous waste: Red
 Recyclable: Green

The operating area colour code practice can also be followed.

The waste control shall be applied as following:

Type of waste Collection Disposal

Compostable Waste, i.e. Separate containers Through approved contractor.
prepared food, vegetables and identified in blue colour.
normal cleaning stuff
Chemicals oils, cleaning rags, Separate containers Through approved contractor &
solid with oil, grease, paint identified in red colour disposition records needed.
etc.
Scrap metal, wood, paper Separate containers Through approved contractor or
identified in green colour to be recycled or sold to scrap
dealer

b. Decomposable Wastes
These are non-hazardous solids and sludge, which are biological or chemically reactive in the
natural environment including papers, wood, household garbage, some metal and digested
sewage sludge.

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c. Inert Wastes
These are the wastes which are not biologically and chemically reacting in the natural
environment examples include broken glass, and such materials, broken clay and chinaware,
most plastics and manufactured rubber products.

ii. Waste management Methods

Waste Management Methods shall be selected based on Hierarchy principle of source
reduction, reuse, recycling, recovery, treatment and disposal. Individual elements shall follow
HSE requirements, Operating UAE HSE codes of practice. Waste Management activities such as
handling, storage, reuse, recycle, treatment and disposal shall be done with an objective of
preventing pollution to the environment.

The following Pollution Prevention technique may be adopted for effective waste management:

 Operation Planning and Sequencing

 Process or Equipment Modification
 Raw Material Substitution or Elimination
 Loss prevention and Housekeeping
 Waste Segregation and Disposal
 Training and Supervision

Details of waste Management shall be reported to other parties as applicable as per waste
Inventory form. Training shall be provided to employees for the storage, segregation & disposal
of waste.

a. Storage
All waste shall be segregated. The storage areas shall be easily accessible for collection
vehicles. The waste material shall be removed to the disposal site as soon as possible after
the waste generated.

All solid waste materials will generally be kept in skips / containers. Each container will be
labelled and/or code to sate the particular type of waste that is permitted to be disposed
therein. The use of light weight plastic bags or paper bags shall not be allowed.

The location for the containers of waste materials shall be selected at proper locations to
prevent a general nuisance, the accumulation of refuse and the creation of health and fire
hazards. Containers for hazardous materials shall contain tight fitting lids.

b. Collection of Waste
All waste generated and stored shall be collected, transported and disposed of on daily
basis, shall the condition warrant that a permanent housekeeping crew is selected to
conduct collection, transportation and disposal of this trash necessitated; It shall oblige its
subcontractors. It may be necessary that a separate approval be sought each toxic or
hazardous waste is to be disposed.
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c. Disposal of Wastes
A log register shall be maintained in order to record the disposal of different types of wastes
from the site or camp:

Solid Wastes: Theses solid wastes consist mainly of paper, household garbage, food, plastic
and packing materials. These materials will be contained in steel skips which will cover and
labelled. The skips will be loaded on a vehicle, transported and discharged into a designated
landfill site approved by the Project Management.

c) Managing Sub-Contractors
The following procedures must be followed when engaging a contractor or subcontractor.

i. Contractor HSE Management

Contractors must provide details of their HSE management structure, HSE record and their
technical and commercial ability, for consideration when their suitability for the work is
assessed.

ii. Documented HSE Requirements

The written contract, or in short term cases, in a letter of engagement to carry out the specific
task, both must include commitment to meet contactor’s own HSE management standards and
a reference to meeting HSE standards. In the case of a contractor not having their own HSE
standards, a commitment to apply and meet HSE standards is satisfactory.

iii. Insurances, Licenses, and Registrations & Certificates:

The manager or supervisor must ensure that contractor’s or subcontractor’s employees possess
the insurances, licenses, registrations and certificates required by Federal, State or local
legislation.

iv. Pre-Work HSE Induction:

Before work is commenced, the manager or supervisor will organize for the MCOHS induction
training to be completed. Contractors and sub-contractors are not permitted to start work until
the MCOHS Induction is successfully completed.

v. Safe Work Procedures:

Where applicable, copies of written safe work procedures must be given to the contractors.
Particular attention must be paid to lockout or procedures. Copies of the contractor’s written
safe work procedures must be provided prior to any work being undertaken. If contractors are
undertaking standard work tasks, procedures can be utilized by the contractor.

vi. Supervision:
The manager must arrange for the work of the contractor or subcontractor to be monitored to
ensure their compliance with contractor’s documentations, safe work procedures, standards
and procedures, maintenance and correct use of tools or equipment and observance of good
housekeeping.
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vii. Feedback:
If the contractor or subcontractor is not working to expected HSE standards, the manager or
supervisor must discuss the deficiencies with the persons concerned and work with the
contractor to resolve the problems. After the completion of works or contract, where
appropriate feedback is to be provided to the contractor on their HSE performance.

viii. Reporting Incidents, Injuries and Property Damage:

Contractors, subcontractors, or any other persons must be advised during HSE Induction that all
incidents, injuries or damage to property must be reported to the relevant person on site, e.g.
manager or supervisor. Contractors who fail to meet the reporting standard will be subjected to
disciplinary processes.

ix. Emergency Procedures:

Emergency procedures must be explained to contractors and subcontractors during HSE
Induction. Contractors and subcontractors will be required to take part in practice drills should
they occur when the contractor or subcontractor is on site. If the contractor is undertaking any
tasks or brings onto site any tools/equipment or product that may affect the site’s emergency
management, Company is to be notified prior to works to allow for a risk management strategy
to be developed.

x. Environmental Protection:
Company environmental standards must be clearly outlined prior to contractor engagement
with the contractor or subcontractor having a understanding that strict adherence to these
standards is required. This applies to, but not limited to: noise, dust, gas or fume emissions,
water management, spillages and preservation of the local ecology.

xi. Property Security:

Contractors, subcontractors or other persons must be made aware that they will be responsible
for the security of their own property while on site.

xii. Drug and Alcohol Policy:

Contractors and subcontractors will be made aware of the details and the requirement to meet
Drug and Alcohol Standard during HSE Induction. Any person found to be not conforming to
the Drug and Alcohol Standard will be immediately removed for the workplace and will be
subjected to the disciplinary processes.

xiii. Short Term Work on Site

In addition to the points detailed above, consideration must be given to the following standard
work procedures that may be relevant to the contractor and their employees:
 required permits, e.g. hot work, entry into confined spaces
 electrical isolation
 lockout
 chemical handling

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 manual handling
 housekeeping
 use of personal protective equipment
 use of tools
 use of scaffolds and elevated platforms
 working at elevated levels, e.g. Roofs
 industrial gases
 disposal of waste and spills
 Compliance with emergency procedures and Site Emergency Management Plans.
 Copies of these, if deemed relevant, can be given to the contractor or subcontractor

xiv. Long Term Contractors

Long term contractors are an integral part of business. Long term contractors are to have their
own HSE Management System and standards that are equal to or greater than standards, or in
the case of a long-term contactor not having such standards, the agreement and application of
HSE Standards is satisfactory.
As well as the general HSE requirements outlined above, the following procedures are to be
observed.

a. Written Contract
A long-term contractor’s contract must include more than a directive to ‘work safely’. The
contract must detail all the requirements of HSE compliance, methodology of work (subject to
changes) and include the points (b) to (j) detailed below.

b. HSE Induction:
A long-term contractor must be given a full site specific HSE Induction training program as
would be provided for a employee.

c. Routine Health Surveillance:

If a specific hazard is identified where risk of illness or injury to a person may be a consequence
due to exposure, a risk assessment must be undertaken. The risk assessment is to determine
the requirements to schedule health surveillance. If there is any doubt, Management is to be
consulted to reach solution.

d. HSE Committee:
It is essential that contractor’s input and involvement with health and safety issues is sought
and are invited were appropriate to be represented on State HSE committees.

e. Safe Working Procedures:

As well as ensuring that long term contractors are conversant with all relevant safe work
procedures. It is essential that contractor’s input is sought when procedures that relate to their

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work are to be changed or developed. Particular emphasis must be given to lockout and out
procedures or workplaces of high risk i.e. freezer and chiller locations.

f. Emergency Procedures:
Long term contractors must be fully conversant with emergency procedures and take part in
any practice drills. If the contractor is undertaking any tasks or brings onto site any
tools/equipment or product that may affect the site’s emergency management, Company is to
be notified prior to works to allow for a risk management strategy to be developed.

g. Personal Protective Equipment:

All contractors are required to wear the mandatory personal protective equipment. Contractors
are to further wear any PPE as detailed in their own safe work practices or risk assessments.

h. Incidents, Injuries and Property Damage:

As well as the requirement to report incidents, injuries and property damage as outlined in the
General Requirements above, such incidents involving contractors must be the subject of a full
investigation. Company Incident Investigation Standard is to be applied.
The investigation team may involve a representative, this is to be decided on case by case basis,
and otherwise it is the responsibility of the contractor to complete the investigation (it is
assumed that a representative will be involved in most incident investigations). The root cause
of the incident is to the aim of the investigation. On identification of the incident root cause and
any other gaps, risk controls are to be determined and implemented to prevent a recurrence.
Any reported incident must be included in HSE committee agenda for review.

i. Injury Management:
Despite the fact contractors have their own workplace injury insurances, Company can assist
with the management of injuries and return to work. Support and counseling can be provided
by following serious incidents, and assistance to managers if impaired performance becomes a
problem.

j. HSE Training and Instruction:

When undertaking a training needs analysis, contractors are considered and will be included
was assessed as necessary. Contractors will be included in any training that is required to meet
legislative requirements. Records of contractors training provided by Company will be
maintained. If a contractor has completed the required training external, training records will
be requested.

d) Emergency Response Procedures

i. General Requirement
The HSE Manager of the shall ensure that appropriate emergency management and response
plans are established and maintained in conformance to the HSEMS requirements with regards
to ‘emergency management’.

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ii. Hazards & Risk Assessment

The HSE Manager shall facilitate the development and documentation of hazards & risk
assessments associated to all activities, processes and operations of the organization, in
coordination with the HSE Management Committee, Security Department and other relevant
department. This shall be carried out in accordance with the methodology specified in
procedure – Risk Assessment.

If there are hazards and risks, which may be to an emergency situation, such shall be identified
and prioritized depending on the level of seriousness of the emergency situation.

The emergency situations considered shall be as follows:

 Natural hazards (e.g. earthquake, flood, storm, Severe Weather);

 Transport/ Ro Traffic accidents Incidents;
 Bomb Threat;
 Environmental Incident;
 Fires or explosions
 Medical (HSE Incidents involving serious or fatal)

iii. Identification & Prioritization of Emergency Situations

The HSE Manager shall, in consultation with the HSE Management Committee and Security
Department shall identify emergency situations that may arise in all activities, processes and
operations.

The HSE Manager shall develop a list (or register) of emergency hazards and situations, with
emergencies ranked and prioritized in order of significance, and as agreed with the HSE
Management Committee, Security Department and relevant Department.

The HSE Manager shall agree with the HSE Management Committee, Security Department and
relevant Department the emergency situations, which shall require the development of specific
Emergency Control Plans (EMP).

iv. Development of Emergency Management Plans (EMP)

The HSE Manager shall, with the assistance of the Security Department shall develop an
Emergency Management Plans (EMP) for all emergency situations identified as being of
significant risk by the HSE Management Committee.

The EMP shall, as a minimum:

 Ensure the necessary information, communication and coordination are provided to

protect all employees, contractors and visitors working for or in behalf in the event of an
emergency situation;
 dress first aid and medical assistance, fire protection, and evacuation of all occupants of
the workplace;

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 Provide relevant information and training to all occupants of the office and / or workplace,
at an appropriate interval, including regular exercises and drills of emergency procedures;
and
 Provide information to and communication with the emergency response services to be
utilized on the nature and procedures of the Plan.

The HSE Manager and the Security Department shall consult with all relevant employees,
contractors, authorities & stakeholders when developing the content of the Emergency
Management Plan.

The HSE Manager shall, at a minimum, ensure that the following provisions have been me, in all
the premises in respect to common emergencies:

 Provision of Emergency Control Managers / Control Room;

 Fire Detection and Fire Fighting Systems;
 First Aid and Medical Services; and
 Provision of emergency contact information, including the Civil Defense & Local Fire
Service, Ambulance Services, Police Services, Ministry of Health, Environment Agency,
Municipality, Media, and Army.
 The HSE Manager shall ensure that the documented Emergency Management Plan (EMP)
are reviewed and approved annually by the HSE Management Committee.

v. Implementation of Emergency Management Plans

The HSE Manager shall consult with all employees, contractors and supervisors on potential
emergency hazards that may affect them and the actions required to enable effective delivery
& implementation of an Emergency Management Plan.

Employees and contractors shall be briefed on their respective roles and responsibilities with
respect to the Emergency Management Plan.

The Department shall authorize their respective employees to participate and act to assume
designated roles and responsibilities in the event of an emergency situation. The Department
shall ensure their employees have received equate training in respect to identified emergencies
and Emergency Management Plan.

vi. Communication, Training & Reporting

The HSE Manager, in coordination with the Security Department and Training Department, shall
communicate the content of the Emergency Management Plan to all employees and
contractors (who may be subject to the particular emergency situation) by means of trainings
and periodic meetings. The HSE Manager shall coordinate training in the procedures required
for effective implementation of each of the Emergency Management Plan. Emergency
management training shall be provided as per the HSE Training Program prepared by the
Training Department.

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The HSE Manager shall report to the Top Management and the HSE Management Committee
on the progress in communicating and training for the Emergency Management Plan, and on
the implementation and performance of Emergency Management Plan following any
emergencies.

vii. ERT Equipment Inventory

First Responder Kit Drinking Water 4x4 Emergency Pickup

Warning Tape Safety Cones DCP & CO2fire Extinguisher

viii. Emergency Response- General Procedure

a. Person(s) Discovering an Occurrence

 Contact a member of ERT, using Emergency duty phone/ cell
 Give clear and concise information on the nature and location of the emergency and other
relevant details.
 Attempt to deal with the emergency (e.g. first aid/ fire) only if it is safe to do so and you
are competent to do so and after contacting the ERT.
 Report to assembly point for a roll call if a site evacuation is decided upon.

EMERGENCY RESPONSE PROCEDURE

Ac c id e nt/ Inc id e nt/ Fire / Che m ic a l sp ill

1 • CALL 0508115433
ERT Leader
• Inform the Exact Location
2

• INCIDENT Details & Nature of injury

3

• Initiator must confirm the informations

4 given to duty phone holder

• Wait until ERT arrive

5

b. ERT Response
 ERT Leader is summoned by telephone
 ERT member responds to call and confirms details from caller
 ERT Leader alerts other ERT members to the scene
 ERT Leader or other ERT member carries out an assessment and takes appropriate action
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 ERT Leader calls ambulance if necessary

 The ERT Leader may also decide to call external emergency services such as fire brigade or
civil defense and Police
 ERT Leader instructs members to bring appropriate equipment i.e. first aid bag, rescue
equipment, chemical spill kits etc.
 ERT Leader arranges crowd control /security/ access egress issues
 ERT Leader announces end of emergency and informs ERT Leader and senior management
of the emergency

c. ERT Assembly Point Coordinators

 Perform a roll call and tick off names.
 When the roll call is complete and any personnel are accounted for, the Supervisor will
inform the ERT member when complete.
 Ensure all persons stay at the assembly point until the order to stand down has been given.

d. Persons without specific duties in an Emergency

 Make their job safe
 Proceed to the Evacuation point for roll call in an orderly manner.
 Remain at the assembly point until the order to stand down has been given.
 Do not leave the muster point until unless the clear signal sounded or verbally instructed
by ERT Leader.

e. Occurrence Reporting and communication

 Immediately informed the foreman and ERT Leader
 Foreman shall inform the Site Manager and safety Officer
 Site Manager shall inform the Senior Management.
 Site Manger inform to relevant interested parties and all stakeholders
 Site Manager shall inform to Legal and Regulatory Authorities, in case of major
emergencies e.g. Civil Defense, Municipality etc.

f. Notification of Public Relations

Staff shall not talk to the media following any incident on site. The Senior Management shall
manage any media arrangements in conjunction with the employer and Legal and Regulatory
Requirements.

ix. Emergency Numbers

Emergency Team Members:

# Role Position Responsibility

1 Discovering the fire and alerting Will be shared

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others by using the fire bill. upon confirmation

Isolating fire location from

Will be shared
2 flammable objects and start
upon confirmation
firefighting procedure.

Guiding evacuation to the Will be shared

3
outside building yard. upon confirmation

Counting employees and report Will be shared

4
missing persons. upon confirmation

Will be shared
5 Contacting related authorities.
upon confirmation

The times for each activity are to be measured and then compared to the estimated time as
follows:

Estimated Time/Duration
# Activity
(seconds)

1 Time between discovering the fire and alerting others. 30

2 Initiating firefighting activities after alerting. 30

3 Evacuating employees to the outside building yard. 120-150

4 Counting employees and reporting the missing ones. 70-120

5 Contacting related authorities during firefighting In parallel with point # 2

activities.

x. Major Emergency Response

a. Fire Emergency Response

Fire Emergency can be classified into two scenarios:

1. Minor Situation
1. Major Situation

Minor Situation: Small and restricted controlled fire

 First person who witness a fire will assess the situation.

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 If the volume is small and can be contained, then extinguish the fire by using appropriate
fire extinguisher, if you are trained and confident.
 If you are not trained or don’t know how to extinguish the fire then call for emergency
team leer or nearest fire marshal to assess the situation.
 ERT Leader will take necessary steps to have the area cleaned or repaired and extinguish
the fire if still in progress. ERT Leader will also inform the senior management of the
situation. ERT Leader will also ensure that the used fire extinguisher is replaced as soon as
possible.
 In case the fire can’t be contained and/ or extinguished, the situation will be called out as
major fire.

Major Situation: Large and uncontrolled fire

 First person who witness a fire will assess the situation.

 If the volume of fire is severe or uncontrollable that the fire/ situation can’t be handled, he
shall inform to ERT Leader or nearest Fire Marshal or supervisor or shout for fire.
 ERT Leader will assess the situation and alert his ERT members. If the situation is
uncontrollable, ERT Leader shall declare the evacuation from offices and workplaces.
 All employees must exit the workplaces by the closest exit immediately and approach to
nearest Muster points i.e. Parking Area and Main Site Gate.
 The ERT shall also inform the senior management about the situation and make contact to
Civil defense, police and ambulatory service (if required) for assistance.
 Emergency marshals or min manager will do the roll call to verify that all employees have
been evacuated safely to assembly point.
 Muster point coordinator/ min Manager/ marshal shall inform the ERT Leader for the
counted.
 If any person is missing or injured at any muster point then the muster point coordinator
will immediately inform to ERT Leader so that ERT Leader shall send in a team in search of
missing person or first aider for injuries person.
 ERT Leader shall wait for the arrival of the emergency services and direct them to
appropriate location. Emergency services upon approaching in the site shall take over the
charge of the situation whereas ERT Leader shall coordinate with them for any further info
and help/assistance if required.
 Emergency marshals will wait for supervise the employees at the meeting point while
waiting for the directions from the Leer.
 The ERT Leader shall inform the emergency marshals either the situation is controlled and
employees can re-access the workplace or whole site evacuation is required by sending
employees return home.
 After the emergency ERT Leader and safety officer shall conduct the investigation of the
incident to identify the root cause and further corrective actions will be taken to prevent
reoccurrence.

Explosion Response (explosion of gas cylinders or pressure vessels)

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Minor Situation: Small and Restricted Explosion

 The first employee(s) to witness or hear the explosion will assess the situation whether
explosion is small and localized with no resulting fire and contact the ERT Leader to inform
him about the details such as Name, Place of Explosion and current situation etc.
 The Leer will assess the area and evaluate for any possible damage to equipment or minor,
major injury/ fatality.
 If there is no or small resulting fire, ERT Leader shall ensure that area is cleaned and
necessary repairs are done.
 The leer shall then inform to senior management and declare the clear signal with no
evacuation and the first aid shall be provided for any injured person.
 The incident shall be investigated to find the root cause and prevent reoccurrence.

Major Situation: Large explosion causing fire, damage to property and serious injuries or
fatality(s)

 Refer to Emergency response for Major Fire Situation directives for evacuation and
medical emergency response directives

Medical Emergency (Minor, Major or Serious Injury)

Frist aiders and medical staff:

First aiders/ Medical Staff are required to:

 Limit their first aid treatment at that within the scope of their license and training level
 Ensure that their training is certified and current in accordance with the requirement of
HSEMS RF COP 4.0-First aid and medical treatment;
 Keep documentation of cases treated in accordance with the requirements and HSEMS RF-
Element 09 – Compliance and management review, Document Control Procedure and
another relevant requirement.
 Be knowledgeable about the nature and the type of hazards that they are reasonably
practicable to encounter and the types of injuries and specific health conditions that are
reasonably practicable to require first aid treatment; and
 HSE Manager or Project manager shall ensure that emergency support services are
pursued to ensure timely intervention by specialist services such as ambulance services or
physician support for a chronic condition.

First Aid/Medical Treatment Requirements

Staffing
 The number of first aiders and medical staff to number of employees or other persons
shall be in line with the identified risks and hazards of the workplace environment, the
needs and the employees including the requirements of other relevant HSE but shall
conform to the minimum requirements as set in attach Appendix 3.

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 First aiders and medical staff working hours shall not exceed 12 hours in any 24-hour
period.

Treatment of Patients

Minor Injury:
 Any employee(s) receive injury at the workplace shall report to supervisor immediately or
contact safety officer or first aider to acquire treatment.
 First Aider shall inform the safety officer and ERT Leader who in terms inform the site
manager and senior management.
 Safety officer shall investigate the root cause of the injury to define the corrective actions.
 First aider shall provide the treatment to injured employee(s) at site and recommend for
medical check-up from certified medical practitioner if deemed necessary.

Major Injury:
 Any employee(s) receive serious or major injury/ fatality, ERT Leader and first aider shall
be contacted immediately.
 ERT Leader shall inform the safety officer and senior management with immediate effect
and evacuate the employees in the affected area to assembly point.
 ERT Leader will take over the charge of the area and instruct his ERT members to isolate
the area and preserve the incident scene.
 ERT Leader will inform the relevant legal and regulatory services such as ambulatory
services, police, HA and Sector Regulatory Authority etc about the incident.
 First aider shall wait for the arrival of medical services and keep the injured employee in
recovery position.
 ERT shall access the situation to transfer the employee(s) to nearest hospital ASAP thru
standby emergency vehicle at site.
 Emergency marshals will wait for supervise the employees at the meeting point while
waiting for the directions from the Leer.
 The ERT Leader shall inform the emergency marshals either the situation is controlled and
employees can re-access the workplace or whole site evacuation is required by sending
employees back to home.

Medical Emergency requirements such as minimum staff, competency, first aid supplies, should
be reviewed periodically

First Aid Kits

 Employers shall perform a health risk assessment to determine the contents of the first aid
kits.
 First aid kits shall be placed in all worksite vehicles.
 First aid kits shall be placed in all office buildings (minimum one on each floor) and
throughout the worksite as needed and not stored in a locked container I cupboard I
facility.

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 Contents of the first aid kits shall be based on the health risk assessment, but at a
minimum shall have the contents listed in attach form. If more stringent regulations exist,
those regulations shall take precedence.
 HSE Manager of project manager shall ensure that first aid kits/medical supplies are
inspected by a competent person at least once per month to ensure the required contents
are available, including replenishing necessary items and replacing expired items.
 A first aid registry shall be provided with the first aid kit to be completed by the first aider
and be provided to the HSE responsible person after ministering any form of first aid.

Road/ Transport Emergency Procedures

Irrespective of the location of the road traffic accident, the employees or drivers must comply
with the following rules and regulations:

 Inform to police and HSE Manager/ min Officer

 Don’t move vehicle from the scene of accident until a clearance is obtained from the police
traffic department.
 HSE Manager will report the incident internal if minor whereas if accident is major then
Top Management is also to be informed by completing and submitting an Incident Report
Form.
 Investigate the incident for corrective actions to be implemented.

Earthquake
Following steps to be taken:

If inside the area:

 Drop under the tables and desks and hold onto them and keep the entire body
underneath.
 Keep your back to the windows.
 You may also hide under doorways.
 If outside the area:
 Stay away from the areas
 Walls
 Poles and power lines
 Any object that may fall

Sever Weather
 In case of heavy rain, dust storm, etc no one will leave the office until the weather
condition becomes favorable.
 PRO will update ERT Leader about latest weather forecast by coordinating with the local
weather department.

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Electrocution
Electrocution can originate from several sources, including contact with overhead power lines,
downed electrical wires, defective appliances or lightning.

Victims of electric shock may exhibit the following symptoms:

 Muscle spasms
 Seizures
 Interrupted breathing
 Irregular heartbeats or cardiac arrest
 Third degree burns
 Unconsciousness

The longer that a victim is in contact with an electrical current, the less likely are the chances of
survival.

As a result, rescue operations or first aid must be initiated quickly. However, it is extremely
important that certain precautions are taken before attempting to rescue or offer aid to an
electrocution victim; otherwise the rescuer himself may become electrocuted.

Contact with high-voltage electricity such as that carried by power lines is usually
instantaneously fatal. Do not attempt to remove a victim from a high voltage wire and stay at
least 20 feet away since the electricity can arc through the air. Instead, immediately contact
local emergency services.

Victims of less intense electric shocks, however, can recover if rescue operations and first aid
are initiated quickly. The steps below should be followed in attempting to aid a victim of
electrocution:

 NEVER touch a victim until the power is off.

 First, shut off the current at the fuse box or unplug the electrical equipment/appliance in
use. Simply turning off the equipment is in equated.
 If it is not possible to shut off the power, stand on a dry insulated surface (for example, a
rubber mat, a stack of newspapers, a board, or pile of clothes) and use a NON-METAL
object such as wood or rubber to separate the victim from the wires.
 Take caution to avoid contact with anything damp or wet. Make sure your hands and feet
are dry.

Note: Victims of lightning strikes can be assisted immediately since the lightning current passes
through the body and disappears. Rescuers do not need to worry about sustaining a shock
from the victim.

Once a victim has been separated from the source of the shock, immediately check for
breathing and a pulse. If the victim is not breathing – and if trained in the technique -- begin
mouth-to-mouth resuscitation. If the victim has no pulse, begin CPR. Cover the victim with a
blanket. In any event, get emergency medical attention as soon as possible.
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If the victim has sustained burns due to electrical shock, cover the burns with dry, sterile
dressing. Do not cool the burns or apply grease or oil to them.

Throughout the rescue and first-aid process, guests and associates should be kept well away
from the victim and the source of the electrical shock.

ERT Leader

 If notified about an electrocution incident, immediately contact local emergency services.

Give the location of the victim, as well as their condition if known, and the source of the
electrical shock.
 Contact Engineering to shut off power to the affected area, if applicable.
 Cordon off the scene and do not allow anyone to enter the area or touch any objects.

Electrician

 Shut off power to the affected area, if applicable, and assist Security in keeping onlookers
away from the scene.
 If appropriate, inspect and repair any electrical components suspected of causing the
electrocution.
 Inform Security and the ERT Leader when the area has been declared safe.

b. Environment Emergency
 Evacuate the people and cordon off area as necessary.
 Immediately stop the operations of related equipment’s and plants
 Confirm identification of spilled material and check the Material Safety Data Sheets (MSDS)
emergency procedure.
 Confirm that personnel have been assigned to stop the flow of spilling product and secure
leaks if it can be done safely.
 For the dusts spills control use water suppression system to prevent the Air pollution.
 Assess the spill threat, site safety, and parameters such as spill volume, extent and
direction of movement.
 Use absorbents or sand beams to contain spread of spill.
 Collect and wipe up residue with absorbents and clean sweep.
 If the spills of chemicals are uncontrollable then proceed to request the assistance of
zones corps approved Environment service provider & notify government agencies (Zones
corps) on phone as an immediate action.
 Establish Exclusion Zone and Safe Work Areas.

Spill Emergency response

 Stop Operations & shut off equipment If safe, remove any sources of spark or flame
 Ensure supervisor & fellow workers are notified
 Stop the source of the spill where possible

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Blocking flow (use spill ps, buckets, booms, absorbents, snow, or soil to make a berm) Use
resources at hand to minimize spread and impact of the spill until additional resources &
expertise arrive. Use available equipment to create a barrier or beam

Soak up all free products with available materials. Mix stained soil with loose absorbents or
commercial bioremediation agents < 25 liters – low risk: Mop up excess fluids with spill ps/
booms and place in container/plastic bag for disposal > 25 liters – high‐risk: Do initial mop up
with available materials. Contact Spill specialist for further instructions.

Landslide/Erosion Emergency Response

Evaluate the size and impact of the erosion event. Warn others in the immediate area of any
safety hazards and secure the zone from further entry if possible

If required the Supervisor ill devise a plan to evacuate the crew in a safe manner. If require;
workers to be mustered into a safe zone while awaiting evacuation

Notify your immediate supervisor Notify your HSE Manager for further instruction

Take steps to control further environmental impacts. Use heavy equipment to remove the slide
or to make an emergency access

c. Emergency Drill
HSE Manager is responsible to conduct Emergency drill minimum 1 times in a year. Emergency
drill should cover all emergencies. Emergency dill will be conduct to cover following;

First Aid Emergency Drill

A First Aid Emergency Drill includes a simulated, medical emergency at your workplace and test
more than just your responder's performance, but also the businesses’ end-to-end ability to
respond to a medical emergency, which includes first aid training, communication systems and
equipment access. Additionally, a First Aid Emergency Drill allows you to derive the full value of
your investment in First Aid/CPR training.

 Complete this brief form and your local American Red Cross representative will contact
you with next steps.
 Choose from a library of medical emergency scenarios.
 On selected date, a certified Red Cross team, including a drill administrator, observers and
victim, arrive on site, sets up the drill and the client activates the site’s emergency
notification system.
 The Red Cross drill team records responder times, locations and actions. Responders are
notified that this is a drill and instructed to continue as they would in a real situation.
 The drill administrator provides prompt-only instructions (no coaching) and verbalizes
feedback on patient and scene conditions, as responders provide appropriate care.

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 At the conclusion, the Red Cross conducts an after-action review with the responders. The
review begins with self-assessment, and can include skill practice, coaching or feedback, if
needed.
 The Red Cross also delivers a detailed written report with the performance data, and
evaluation of the individual and collective team performance.

Fire emergency drill

Fire drill must be conducted at least once a year for Cost Center buildings, and at least twice in
a year for operation.

The main objectives of this Fire Drill and Emergency Evacuation procedure are as below:

 To provide an orderly emergency response plan for all occupants.

 To ensure all exit routes, emergency staircases are not obstructed and can be used in an
orderly fashion during emergencies.
 To ensure fast, organized and smooth evacuation of buildings during emergencies.
 To train fire drill and emergency evacuation officers to conduct their duties successfully.
 To test the working conditions and effectiveness of all fire and emergency equipment’s for
all buildings.

Environmental Emergency drill

A due diligence exercise to ensure that onsite personal have equated levels of comprehension
and awareness of environmental emergency preparedness and response procedures. This
involves a demonstration of workers level of knowledge and training, this may include:

 Review of ERP procedures,

 Employee interview,
 Equipment testing,
 Review of onsite ER equipment.

9. Implementation & Monitoring

a) Resources
Management determine and provide resources needed for establishment, implementation,
maintenance, and continual improvement of the HSE.

i. General
As part of strategy, current levels of resources will be reviewed in line with company objectives
and forth-coming business levels. The concept of this process is to continually improve and
meet or exceed our customers’ expectations and continual improvement of HSE.

To ensure that all personnel are adequately qualified, job-related training will be given.
Appropriate records of all such training will be maintained in accordance with the requirement
of HSE. The company will provide training for all employees in the skills and knowledge,

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Customer requirement and legal requirement required to carry out their duties safely,
efficiently and to the desired standard.

ii. People
Personnel performing work affecting conformity to requirements shall be competent on the
basis of appropriate education, training, skills and experience.

iii. Infrastructure
Departmental managers are responsible for identifying the needs and requirements for new,
and/or modification of existing infrastructure and facilities in their departments. This
infrastructure includes the building, workshop, machineries and other supporting services.

The Management will ensure that the staff supports the requirements to maintain a safe
working environment supported with a good standard of housekeeping within the facility.

iv. Environment for the operational processes

Employees are the most valuable assets for our organization. We believe any employee can
contribute to HSE only when he is comfortable and satisfied in his job and with their work
environment. The Management reviews the suitability of the work environment needed to
achieve the conformity and to enhance the organizational capability in achieving the HSE Policy,
HSE Objectives and the Customer Satisfaction, through planned periodic Management reviews.

This will provide a clean, safe and adequately lit working environment to achieve the desired
working environment for all employees.

v. Monitoring and Measuring Resources

Management actively seeks the valued opinions of its customers through customer feedback,
assessment and reporting during the management review. This information is collated. The
survey obtains the customer’s perspective and expectations. Based on the outcome of the
review, necessary corrective action is planned and implemented to enhance customer
satisfaction level and to achieve continual improvement of the services offered by the
organization.

vi. Organizational Knowledge

Fulfil requirements for the handling of organizational knowledge in the following four phases,
which are analogous to the PDCA cycle:

 Determine the knowledge necessary for the processes and for achieving conformity of
services
 Maintain knowledge and make it available to the extent necessary
 Consider the current organizational knowledge and compare it to changing needs and
trends
 Acquire the necessary additional knowledge.
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 Consider always Organizational knowledge gained from:

Internal sources (e.g. intellectual property; knowledge gained from experience; lessons learned
from failures and successful projects; capturing and sharing undocumented knowledge and
experience; the results of improvements in processes, and services);

External sources (e.g. s standards; academia; conferences; gathering knowledge from

customers or external providers

RESOURCES (Flow Chart)

MANAGEMENTT
 To implement and maintain HSE Management
System and continually improve its effectiveness.
Provide resources  To enhance customer satisfaction by meeting
customer requirements

 Determine necessary competence

 Provide training or take other
Human Resources appropriate actions
 Evaluate effectiveness of action
taken
 Define job descriptions

 workspace, associated utilities

 Process equipment (hardware and
Infrastructure software)
 Maintenance facilities for switch
gear, equipment and vehicles
 Supporting services (such as
transport and communication)
 Computer networks and application
program

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Work environment To achieve service conformity

b) Competence
Competence of employees will be conducted in accordance with the requirements of the
standard. This is based on four principles; commitment, planning, action, evaluation, further
defined as follows:

 Dispose the necessary staff with the needed knowledge and skills, organizational
infrastructure, and financial resources for establishing, implementation, and
improvement of the HSE.
 In cases where it is deemed necessary and justified, We will hire competent external
personnel and organizations from relevant fields for realization of activities for which
the organization does not have adequate resources.
 Department Managers are responsible for identifying the needs and conducting
professional training of employees who carry out activities that may have a significant
impact on the HSE of service and customer satisfaction.
 Each organizational part manager / process owner is responsible for the suitable
competency of his workers, on the basis of education, training, and / or work
experience, in accordance with the requirements of their work.
 The method of ensuring the necessary competencies for roles, responsibilities, and
authorities for implementation and control activities within the HSE was established in
accordance with the Training and Awareness Procedure. Records of completed training
and effectiveness are kept by the management representative.

c) Awareness
Will ensure that persons doing work under the organization’s control are aware of:

 The HSE Policy;

 Relevant HSE objectives;
 Their contribution to the effectiveness of the HSE, including the benefits of Improved
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performance;
 The implications of not conforming to the HSE requirements

d) Communications

i. Internal Communication
Established mechanism for internal communication throughout various levels of the company.
All HSE related communication is recorded by concerned department to all employees in
coordination with MR. The medium of communication can be memos, facsimile, e-mails notice
boards, meetings and trainings etc.

Internal Communication

Mode of
From To Agenda
Communication
Operation Supervisors  Personal discussion  Matters related to
Manager  Telephone Business
 Written  Staff welfare &
documents / deployment
memos  Work progress and
decision
 ISO-14001 Env.
 ISO 45001:2018 H & S
Operation Departmental  Official Meetings  Department related
Manager Manager-HO  By personal briefing progress, difficulties,
 Telephone Media solutions to problems
 Written Documents etc.
 Displays  ISO-14001 Env.
 ISO 45001:2018 H & S
Operation Site Staff  Personal meeting  Work/site progress
Manager  Group briefing  Site problems & their
 Telephone media solutions
 Written  Employee Welfare
Communication  Work environment
 ISO-14001 Env.
 ISO 45001:2018 H & S

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ii. External Communication

The external communicate with external parties with regards to HSE shall be recorded on
external communication register. The external parties can be the following:

 Government authorities
 Client and contractors
 Members of the public

The medium of communication can be memos, facsimile, e-mails, meetings etc. Communication
with top management includes the following, but not limited to:
 Quarterly HSE Performance Reports
 External Audit Reports and details of actions taken
 Incident Investigation Reports
 Customer feed Back and complain

This will be done through Manager with the assistance of HSE Manager. The HSE Manager shall
ensure the communication is done in timely manner.

Communication with suppliers / visitors and contractors shall be done by HSE Officer in
coordination with MR. Medium of information can be memos, trainings, meeting, notice boards
and verbal instructions. Information shall include but not limited to:
 HSE Policy
 HSE risk associated with activities and control measure
 HSE Requirements
 Legal and other requirements
 Emergency arrangements
 Change to the HSE or legal requirements etc.

e) Documented Information

i. General
Documented information of the HSE is carried out through the following documents:

 HSE Policy, HSE Objectives

 HSE Manual
 Procedure for Document and Record Control
 Documents, including records, required by ISO 14001 and ISO 45001:2018
 Documents, including records, which have determined to be necessary.

ii. Creating and Updating

All HSE system documents and data maintained by the organization on its computer systems
are regularly backed up with secure copies. Important documents and data will be reviewed
and approved for adequacy prior to issue. A master set of documents is established. This
control will ensure that:
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 The correct issues of appropriate documents are available at all locations where
activities essential to the effective functioning of the HSE are performed;
 Obsolete documents are promptly removed from all points of issue or use, or otherwise
assured against unintended use;
 Any obsolete documents retained for legal and/or knowledge-preservation purpose is
suitably identified.
 External documents are recorded and expiry dates noted, it is the responsibility of the
Management Representative to ensure that external documents are kept current.
Changes to controlled documents and data will be reviewed and approved by the same person
that performed the original review and approval, unless specifically designated otherwise. The
designated person will have access to pertinent background information upon which to base
their review and approval. Where practicable, the nature of the change will be identified in the
appropriate document attachments.

iii. Control of document information

A documented procedure is established and implemented throughout the organization for
control of documents in line with ISO 14001 and ISO 45001:2018 sub clause 7.5.3 Control of
Documents, to ensure that:

 The documents are established and the authority / responsibility for preparation,
identification, and review for adequacy, approval, re-approval and issue are defined.
 Legibility and clarity of HSE documents are ensured.
 External originated documents are identified. The circulation and usage are controlled
according to their importance and applicability
 Invalid and obsolete documents are withdrawn from all points of issue or use to prevent
unintended use.
 Any obsolete documents retained for legal/ knowledge / historical purpose /
preservation purposes, are suitably identified.
 The HSE Manager will maintain a Master list of Procedures, Work instructions, forms
etc. A record is maintained for documents issues mentioning the issue date, and the
name of the person holding the document.
 All approved and amended documents will be issued to the respective persons. The
superseded pages shall be destroyed by the copy holder.
 Amendment records are maintained suitably on the documents.

Established a procedure that describes how HSE records are identified, filed, safeguarded and
maintained, either as hard or soft copies. This is to ensure their safekeeping and subsequent
ease of retrieval. HSE records are retained for a minimum period of three years, after which
they may be archived or destroyed. HSE Records stored on computer file are backed up
periodically.

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10. Operations

a) Operational planning and control

Identified and planned all work that are associated with the identified significant environmental
aspects and hazards consistent with its HSE Policy, HSE objectives and targets, in order to
ensure that they are carried out under specified conditions, by establishing, implementing and
maintaining a documented procedure to control situations where their absence could lead to
deviation from the HSE Policy, HSE objectives and targets, and stipulating the work criteria in
the procedure, and establishing, implementing and maintaining procedures related to the
identified significant environmental aspects and hazards of goods and services used by the
organization and communicating applicable procedures and requirements to suppliers,
including contractors and other visitors in the workplace.

i. General
The organization planed, implemented, control and maintained the processes needed to meet
requirements of the HSE Management System, and to implement the actions determined in:

 establishing criteria for the processes;

 implementing control of the processes in accordance with the criteria;
 maintaining and retaining documented information to the extent necessary to have
confidence
 that the processes have been carried out as planned;
 Adapting work to workers.
 At multi-employer workplaces, the organization shall coordinate the relevant parts of
the HSE management system with the other organizations.

ii. Eliminating hazards and reducing HSE risks

The organization established, implemented and maintained a process for the elimination of
hazards and reduction of HSE risks using the following hierarchy of controls:

 Eliminate the hazard;

 Substitute with less hazardous processes, operations, materials or equipment;
 Use engineering controls and reorganization of work;
 Use administrative controls, including training;
 Use adequate personal protective equipment.

iii. Management of change

When the Management determines a need for changes to the HSE, Management takes
responsibility to carry them out in a planned manner. Management of change is applicable
whenever there are changes in the process, activities, new equipment, new software, man
power, services and new regulations as a result of assessment, analysis and monitoring.

HSE Manager determines a need for changes in the HSE they will forward the request to
Management after the approval from department.
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These changes are communicated to employees by way of sending Emails, memorandum and
circulars highlighting the changes made that affect the suitability of overall process.

b) Control of emergency situation.

HSE Manager along with Management is responsible for identifying the potential emergency
situations. The potential emergency situations that are identified are follows:
 Natural hazards (e.g. earthquake, flood, storm, Severe Weather);
 Transport/ Road Traffic Accidents Incidents;
 Bomb Threat;
 Environment;
 Fires or explosions
 Biological agents release, public health hazards
 HSE Incidents involving serious or fatal
 Robbery/ Assault/ Terrorism

The emergency preparedness and response plan are reviewed and tested at least once in a year
with third party. Additionally, this shall be reviewed immediately after occurrence of an
accident/incident. The responsibility of preparation and implementation lies with the HSE
Manager in consultation and coordination with the third party.

The company’s emergency preparedness and response plan are communicated to all
employees by displaying it at identified locations.

A documented procedure is established, implemented, and maintained to ensure effective

implementation of this requirement.

11. Performance Evaluations

a) Monitoring, measurement, analysis & evaluation

i. General
The effectiveness of the Integrated System is monitored by internal audits and by measuring
HSE performance and customer satisfaction. Results of these activities are reported to the top
management and are used to identify opportunities for improvement. Activities related to
internal audits and to measuring customer satisfaction and HSE performance are further
defined in this manual.
Statistical techniques may be applied to:
 Evaluation of measurement systems; and
 Analysis of HSE performance and other company-level data.

Departmental managers are responsible for identifying the need for using statistical techniques
in their departments and in other activities for which they are responsible.

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ii. Analysis & evaluation

Data and information recorded in records are compiled and analyzed periodically to determine
trends in the performance and effectiveness of the Health, Safety and Environment
Management System and to identify opportunities for improvement.

The following categories of information and data are recorded, compiled, and analyzed:

 Conformance to customer requirements

 Suppliers Performance
 Customer satisfaction and dissatisfaction
 Integrated System:
 Effectiveness of training
 Effectiveness of Integrated system

iii. Evaluation of Compliance

A detailed register of legal & regulatory and other requirements is maintained to demonstrate
commitment to comply with all applicable legal & regulatory requirements and other
requirements to which subscribes. The compliance to the same is verified through the internal
audit.

Reports pertaining to evaluation of compliance shall be submitted to leadership. Wherever

deviations are observed, a Corrective Action Request is raised. Appropriate corrective action
shall be planned by the respective Functional Head/ Manager and the nonconformities shall be
closed. The effectiveness of the corrective action is verified by the HSE Manager.
The compliance report is discussed in the management review meeting.

iv. Incident Investigation

Ensures that all incidents and deviations occurring within the workplace under its control are
recorded, investigated and analyzed in order to determine deficiencies related to occupational
health & safety practice. This includes other factors that is causing or might be contributing to
the occurrence of incidents. A documented procedure is established, maintained, and
implemented for handling incidents and potential nonconformity related to occupational health
& safety.

An incident investigation team may be constituted having considered the competency levels of
the investigators for the investigation and analysis of incidents by the HSE Manager, depending
upon the nature and magnitude of the incident. The investigation is carried out to determine
the underlying causes of incidents. Based on the findings, HSE Manager shall implement the
actions to prevent similar events from occurring. The focus of investigation will be to obtain the
facts and not to put the blame anyone. The team and the investigative process shall clearly deal
with all the involved individuals in a fair, open and consistent manner.

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All investigations shall be carried out in a timely manner. Incident investigation is carried out
through interview of individuals who were present at the location during the time of incident,
by analyzing the scene of incident, by taking photograph wherever appropriate or through any
other means.

Results of the detailed incident investigation is recorded in a documented report and submitted
to the Top management for review. The purpose of this is to:
 Identify the need for corrective action,
 Sharing the outcome with staff to create awareness;
 Identify opportunities for continual improvement;

Investigation report is maintained by the HSE Manager as part of health & safety records.
Results of the investigations are communicated to all employees with the intention.

b) Internal Audit

Team conducts internal audits at planned intervals to determine whether the HSE conforms to
the planned arrangements for service provision, to the requirements of the ISO 14001:2015 and
ISO 45001:2018 standards, to HSE requirements and to determine if the Health, Safety and
Environment Management System is effectively implemented and maintained.

The Internal Audit Process details the requirements for the audit program including
requirements that the audit program shall be planned, taking into consideration the status and
importance of the processes and areas to be audited, as well as the results of previous audits.

The audit criteria, scope, frequency and methods shall be defined. Selection of auditors and
conduct of audits shall ensure objectivity and impartiality of the audit process. Auditors shall
not audit their own work.

The HSE Manager/Management Representative is responsible for the Internal Audit Program
and minimum once in a year organizations have conduct an audit. The responsibilities and
requirements for planning, conducting audits, reporting results and maintaining records are
further detailed in the Internal Audit Procedure.

The manager responsible for the area being audited shall ensure that actions are taken without
undue delay to eliminate detected nonconformities and their causes. Follow-up activities shall
include the verification of the actions taken and the reporting of verification results as indicated
in the Corrective Action Procedure.

The management will evaluate any necessary correction in processes/procedures to avoid

recurrence of nonconformities.

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c) Management Review

i. General
The Management review is carried once in a year, following the internal audit carried out by
qualified internal auditors.

This demonstrates the commitment and method for:

 Review of the implemented system
 Review of continuing suitability and effectiveness
 Determining the frequency of review and audit
 Review Inputs and Outputs
 Records of evidences

Participants of the Management Review will consist of respective department heads

ii. Management review inputs

The efficiency and effectiveness of HSE is evaluated by considering the customer needs and
organizational expectations.

The inputs considered for Management Review are as follows:

a) The status of actions from previous management reviews;

b) Changes in external and internal issues that are relevant to the Health, Safety and
Environment Management System;
c) Information on the performance and effectiveness of the Health, Safety and Environment
Management System, including trends in:

 The needs and expectations of interested parties;

 The extent to which HSE objectives have been met;
 Information on the HSE performance, Process performance and conformity of products
and services;
 Nonconformities and corrective actions;
 Monitoring and measurement results;
 Results of evaluation of compliance with legal requirements and other requirements;
 Audit results;
 The performance of external providers;
 Significant environment aspects, hazard and risk assessment
 HSE Objective and target.
 Legal and other requirement.
 Incident status
 Consultation and participation of workers
 Communication(s) with interested parties;

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d) The adequacy of resources for maintaining an effective HSE;

e) The effectiveness of actions taken to address risks and opportunities;
f) Opportunities for continual improvement

iii. Management review outputs

Management review outputs as a minimum will consist of the following:

 Improvements of the effectiveness of the HSE and the processes

 Service improvements related to customer requirements
 Resource needs and their management

The copy of the minutes will be circulated to all participants / concerned.

12.Improvements

a) General
The defined HSE is aimed at continuous improvement in all processes, achievement of
customer satisfaction and growth of the organization, environment and health & safety issues.
Various control mechanisms used for measuring the performance are aimed to identify the
weakness in the system and hence for improvements. Procedures are established for
corrective actions (improvement actions), which are communicated throughout the
organization.

b) Non-conformity, corrective action

Team will handle nonconformities in order to control and correct them and deal with the
consequences. Team will establish a corrective action system to investigate and document the
root cause and actions to correct supplier, internal, customer, Incident, environment reported
nonconformities.

Corrective actions will be assigned to a responsible individual and tracked by number and
completion date.

Corrective action is used as a tool for improvement. The significance of the problem is
evaluated and the root cause is determined. Suitable corrective actions are planned and
implemented. A documented procedure is established and implemented detailing the
following:
 Review of non-conformities arising from all areas of HSE.
 Determining the cause of non-conformities and suitable corrective action.
 Evaluation of the proposed action to ensure that the non-conformance will not reoccur.
 Implementation strategies
 Review and verification of action initiated

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When any non-conformance within the HSE, including customer complaints and incident, is
identified, the cause is determined and eliminated with appropriate corrective action as per
defined procedure. Corrective actions are reviewed to monitor their effectiveness and are
subject of regular management reviews. All corrective actions are recorded and periodically
analyzed to establish the need for any preventative actions.

c) Continual Improvement
Management seeks continual improvement of the organization’s processes and of its overall
performance. Management considers the HSE as an effective tool for the staff to identify and
manage improvement activities, which include:

 Planning improvements with use of the objectives,

 Use of HSE Policy
 Evaluation of audit results and performance data,
 Resolutions of identified problems through corrective actions,
 Driving strategic improvements through management reviews.

Management is committed to the concept of continual improvement through constant

refinement and improvement of this HSE.

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