HSE-SAF-PRO-00-0020

SAFETY MANUAL Rev. 1

05-Aug-09
Safety Manual Development and Review Process
Page 1 of 10

TABLE OF CONTENTS

1. INTRODUCTION................................................................................................. 2

2. SCOPE ............................................................................................................... 2

3. DEFINITIONS ..................................................................................................... 2

4. PROCEDURE ..................................................................................................... 3

5. RESPONSIBILTIES ............................................................................................ 6

6. REFERENCES.................................................................................................... 6

7. ATTACHMENTS ................................................................................................. 7

8. APPENDICIES .................................................................................................... 7
Appendix 1: GUIDELINES FOR DEVELOPING OR REVIEWING SAFETY
MANUAL DOCUMENT ........................................................................................... 8
Appendix R – Revision History ............................................................................. 10

Rev. Issue Date Amendment Description Prepared By

1.1 05-Aug-09 Refer to Appendix R Hemant

Page 1 of 10
 HSE-SAF-PRO-00-0020
SAFETY MANUAL Rev. 1
05-Aug-09
Safety Manual Development and Review Process
Page 2 of 10

1. INTRODUCTION

Q-Chem develops and maintains a documented Safety Manual (Policies, Programs,

Procedures, and Standards) to provide controls for the significant risks as identified
through risk assessments.

The intent of this procedure is to ensure that Safety Manual is evaluated and reviewed
regularly to ensure its contents are effective (i.e. meeting their intent).

Safety Policies, Procedures, Programs, and Standards are critical levels of protection in
the process of performing tasks within Q-Chem facilities. For this reason, it is important
that Q-Chem maintains a process for keeping the Safety Manual relevant and up to date.

This procedure defines the management process for developing, approving, revising, or
cancelling a safety policy, procedure, program, or standard.

2. SCOPE

This procedure is applicable to the Q-Chem and RLOC Safety Manual, which includes
Safety Policies, Procedures, Programs / Plans, and Standards.

3. DEFINITIONS

Approval is the endorsement of the applicable level of supervision.

CRT “Change Review Team” which is a multi-disciplined team that is called together by
the Safety Section to meet and discuss proposed changes to the Safety Manual
contents.

CRT Facilitator is a designated person charged with the responsibility to facilitate the
review and revision of a Safety Manual document.

Major Revision is a revision that either incorporates changes to requirements or

methods of implementation, or a major amendment to an existing document.

Minor Revision is a revision that adds only minor changes to the content of a
document, or only provides additional information without adding new requirements or
changing the intent of the document. (i.e. word / sentence adjustment, spelling
correction, clarifications, title changes).

Policy is a governing high level directive that establishes an activity or a methodology

that allows the safety system to function.

Procedure is a series of detailed critical steps or tasks that must be explicitly adhered to
in order to achieve safe working practices and to be effective in preventing incident.
Safety procedures require a high level of understanding and compliance and therefore
are always accompanied with structured training modules

Program / Plan is a multi-faceted and comprehensive system that includes awareness,

actions, guidance, and tools that make up a sustainable and ongoing approach to Safety
and Industrial Hygiene.

Page 2 of 10
 HSE-SAF-PRO-00-0020
SAFETY MANUAL Rev. 1
05-Aug-09
Safety Manual Development and Review Process
Page 3 of 10

Safety Manual is a collection of all Q-Chem Safety Policies, Procedures, Programs, and
Standards along with approved training presentations. The Safety Manual can be viewed
and printed from the Safety web page.

Safety Manual Facilitator is a designated person who monitors the review / revision,
acts as a gate keeper, and liaises with Document Control Centre (DCC) for all
documents getting uploaded into EDMS.

Single Point Of Contact (SPOC) – A member of the Safety Section through whom the
final version of Safety Manual document must be vetted before upload into EDMS. Below
are the four SPOCs for different categories of the Safety Manual:
• Safety: Designated Safety Representative
• Industrial Hygiene: Industrial Hygienist
• Operational Excellence: Compliance Coordinator
• Emergency Preparedness: Emergency Team Coordinator

Standard is a set of requirements that must be referenced and followed to achieve safe
working practices and compliance.

4. PROCEDURE

4.1. General

4.1.1. A general guideline for review and update of the safety manual is outlined in
Appendix 1

4.1.2. Safety Section shall maintain a current list of Safety Manual documents
(policies, procedures, program and standards) and an internal matrix to
track the review.

4.1.3. Safety Manual drafting, formatting, numbering, update / revision and approval
will follow the Q-Chem DCC requirements (Refer to Section 6)

4.1.4. Safety Manual will be maintained in EDMS for document control and ease
of use. In addition it will be located on the Safety Webpage.

4.2. Safety Manual Inclusion / Exclusion

Requirement for any inclusion or exclusion of Policy, Procedure, Program or

Standard shall be vetted through Management Team.

4.3. Review Schedule

4.3.1. As per OE System requirement all documents of the Safety Manual will be
reviewed at least every three years.

4.3.2. The review will be more frequent if regulatory requirements dictate more
frequent review. For example, OSHA Standards require some programs to
be reviewed annually (i.e. Lock, Tag, and Try, CSE and Respiratory
Protection).

4.3.3. The maximum review frequency will be as indicated below:

• Policy and Procedure – 2 years
• Program and Standards – 3 years

Page 3 of 10
 HSE-SAF-PRO-00-0020
SAFETY MANUAL Rev. 1
05-Aug-09
Safety Manual Development and Review Process
Page 4 of 10

4.3.4. A review cycle for a document not matching that stipulated in Section 4.3.3
should be specified in that document accordingly.

4.3.5. If a regulation, CPChem or local legal requirement is revised in the time

period after last manual review, the manual will be updated at the time the
change is needed and not during the next scheduled review.

4.3.6. Other opportunities which could trigger a review of the Safety Manual
document include:
• Audit Findings and Observations
• Incident / Nearmiss Investigation
• Changes in regulatory requirement ( e.g. OSHA)
• Changes in CPChem requirements
• Employee Feedback (Section 4.6)

4.3.7. Safety Manager / HSE Superintendent will judge such opportunities and
decide whether a particular Safety Manual document should be reviewed /
revised before the scheduled cycle.

4.3.8. Safety Manual Facilitator will prepare an annual schedule for review
considering 4.3.3 and 4.3.6

4.4. Review Input

As a minimum the items below should be checked during the review:

4.2.1 Do the manual contents meet all current regulatory, CPChem, and Q-
Chem requirements? (If there have been updates in the requirements
since the manual was last reviewed, verify that these requirements have
been addressed.)

4.2.2 Is the manual current? (Change in personnel, equipment etc).Check to

see that manual is accurate.

4.2.3 Opportunities as identified in Section 4.3.6

4.5. Safety Manual Cross Reference

During review / changes of a Safety Manual document, all reference documents

should be checked to ensure alignment with the changes. Such reference should
be stipulated in Section 6 of each document.

4.6. Approval

4.6.1. Major Revision / New Document:

The approval requirement for major revisions / new document of the safety
manual which is common to both QCHEM and RLOC is as follows:
• Policy – Senior Management (GM, DGM and Manufacturing Manager)
• Procedure – Safety Manager / Superintendent, Production Manager,
Maintenance Manager, Operations Manager, Technical Manager /
Superintendent, Deputy Plant Manager(RLOC), Plant Manager (RLOC)
• Program / Plan and Standard – Safety Manager / HSE Superintendent

Page 4 of 10
 HSE-SAF-PRO-00-0020
SAFETY MANUAL Rev. 1
05-Aug-09
Safety Manual Development and Review Process
Page 5 of 10

Notes:
• For QCHEM or RLOC Plant specific documents, approvals are only required
from respective facility Department Heads.
• Safety Manager and Safety Superintendent shall discuss and agree on the
need for separate facility documents when the need arises.

4.6.2. Minor Revision:

• Review / Approval form need not be filled for releasing the minor
versions of a document. The initials of the originator and his / her
supervisor are required to be present in the hard copy document and
the same shall be sent to Plant DCC replacing the previous hard copy
version of the document. An email notification has to be sent to DCC
stating the reason for the revision. DCC shall print and attach the
email notification with the existing review approval form for record
purposes.

4.7. Safety Manual Feedback

In an effort to continuously improve the Safety Manual, a link will be established

and maintained on the Safety Manual webpage to receive individual comment /
feedback. The categories of issue which an individual may choose to report are:

• Not compliant with regulation (specify regulation)

• Missing requirements
• Grammatical / typo error
• Sentence / paragraph not clear
• Contradictions within or with other document
• Improper formatting
• Improvement suggestion
• Other

4.8. Change Review Team (CRT)

4.8.1. A Change Review Team (CRT) concept is used to review / revise the Safety
Manual content.

4.8.2. The CRT is a multi-disciplinary team that is pulled together to review the
effectiveness of Safety Policy, Procedures, Programs and Standards.

• Safety Manager or his designee facilitates the CRT.

• The CRT meets as and when required

4.9. Training Material

4.9.1. The Safety Training Coach is responsible to develop the training modules
for all Safety Policy, Programs, Procedures and Standards.

4.9.2. All Training Modules must include at a minimum:

• PowerPoint Training Presentation(s) or other media
• Competency Exam
• Training Records

Page 5 of 10
 HSE-SAF-PRO-00-0020
SAFETY MANUAL Rev. 1
05-Aug-09
Safety Manual Development and Review Process
Page 6 of 10

4.9.3. Safety Section must approve all Safety Training Modules prior to
implementation
• Once approved, no changes can be made to training modules without
the consent of the Safety Section.

4.10. Recordkeeping

CRT minutes of meeting, attendance sheet and any other relevant documents (as
deemed necessary by CRT Facilitator) will be filed in hard copy folder created for
each Safety Manual document

5. RESPONSIBILTIES

5.1. All Employees

5.1.1. Communicate any concern / suggestion regarding the Safety Manual
through Safety Manual Feedback link.

5.1.2. Act as member of Change Review Team (CRT), if nominated.

5.2. Management Team

5.2.1. Approves the need for a Safety Manual document ( i.e. Policy, Procedure,
Program, Standard)

5.2.2. Nominates member for CRT to represent their respective area.

5.2.3. Reviews and approves a Safety Manual document ( new / revision)- Refer
Section 4.6

5.3. Safety Training Coach

5.3.1. Develops the training modules for all Safety Policy, Programs, Procedures
and Standard

5.3.2. Act as member of Change Review Team (CRT)

5.4. Safety Manager / HSE Superintendent

5.4.1 Ensures this procedure is implemented and the Safety Manual content
remains current and updated.

5.4.2 Implements and maintains an internal matrix to track the review

6. REFERENCES

QC-IMT-PCY-00-0001 Information Management Policy

TE-DES-PRO-00-0001 Author’s Procedure to Drafting Documents
TE-DES-PRO-00-0002 Author’s Procedure to Formatting Documents
QC-IMT-PCY-00-0003 Document Identification and Signing Authority
TE-DCC-PRO-00-0003 Document Numbering
QC-IMT-PRO-00-0001 Document Update, Revision and Tracking

Page 6 of 10
 HSE-SAF-PRO-00-0020
SAFETY MANUAL Rev. 1
05-Aug-09
Safety Manual Development and Review Process
Page 7 of 10

QC-IMT-PCY-00-0002 Records and Document Management

QC-IMT-PCY-00-0004 Records and Document Retention Policy
QC-IMT-PRO-00-0002 Long Term Record Storage

7. ATTACHMENTS

None

8. APPENDICIES

Appendix 1: Process for Developing or Reviewing Safety Manual Document

Appendix R: Revision History

Page 7 of 10
 HSE-SAF-PRO-00-0020
SAFETY MANUAL Rev. 1
05-Aug-09
Safety Manual Development and Review Process
Page 8 of 10

Appendix 1: GUIDELINES FOR DEVELOPING OR REVIEWING SAFETY MANUAL DOCUMENT

STEP ACTION COMMENTS

Identify need for

review process
development /

Triggers: review schedule, risk assessments, change in legislation / regulation, audit finding,
review /
event corrective action, change in CPChem / industry standard.
Initiate

development
1
Safety Manager prioritises review schedule and designates a Safety Representative or other
Assign responsibility
person to develop or revise the document

Accordingly contact the Unit / Department Heads for

Evaluate the area
Identify CRT nominations. Also include training coach and any in-house
effected by the document
specialist.
Timelines identifies the various milestones in the review
Internal
Research and prepare review

Set timeline
process
Review / discuss /
Set deadline Usually 3-4 weeks
solicit input from
CRT (through Identify / document issues related to the document. Request
meeting and e-mail) CRT to solicit input from their respective areas. Get the
Identify issues
2 feedback submitted through 'Safety Manual Improvement
Suggestion' link on Webpage.

Check corporate / other

CPChem location
CPChem Identifies best practices
Standards (e.g. Cedar
External

Bayou)
International
Provides international standards (OSHA, ANSI, API, NFPA)
standards
Qatar legislation Provides local laws

Draft revised or new

3 Assemble
standard
Refer to Section 6.0 Ensures alignment to DCC requirement.

Page 8 of 10
 HSE-SAF-PRO-00-0020
SAFETY MANUAL Rev. 1
05-Aug-09
Safety Manual Development and Review Process
Page 9 of 10

Safety
Second
review
Send the draft including a summary of changes to CRT,
Review draft
CRT Safety Group and Affected Unit Superintendents with request
rewrites
for feedback within one week.
Line Supervision

Develop, review/revise the training expectation with Training

Prepare implementation plan

Training Expectation
Dept.
Identify changes, required actions, etc. Update the existing
4 Presentation training slides. If no training package available, then evaluate
the need for it.
Develop roll-out Identify any other necessary training resource e.g. video,
Training Resources
package handout, practical exercise, test quiz
Identify / source Identify / source any hardware needed for implementation
hardware (e.g. new PPE, signage, printing job etc.)
Prepare Safety Alert summarizing the changes in a clear /
Safety Alert
concise manner to be circulated to all personnel

Designated Person / Check for typos, consistency of language, layout, format,

Final Admin numbering system, etc. Run it through concerned SPOC.
5 review /
Approval Confirm consensus on final version with Safety Manager. Fill
Management Team Document Review / Approval form to obtain required
signatures
Mnagement

EDMS Posting Get help from authorised personnel within Safety or DCC
Document

System

Publish and Webpage Posting Safety Admin. Links it to webpage.

6 distribute
Safety Admin to send it through E-mail to all effected
Safety Alert
workgroup.

Page 9 of 10
 HSE-SAF-PRO-00-0020
SAFETY MANUAL Rev. 1
05-Aug-09
Safety Manual Development and Review Process
Page 10 of 10

Appendix R – Revision History

Rev
Issue Date Amendment Description Prepared By:
.
Minor Change: Included steps for minor revisions and note on Hemant
1.1 31-Aug-09
approval of plant specific documents Kumar
Note: Changed from Policy document ( HSE-HGN-PCY-00-
0003) Rev. 0 to Procedure (HSE-SAF-PRO-00-0020) Rev.1

i) Below items included:

a. Safety Manual Review Process (Appendix 1)

1 28-Feb-09 b. Definition of ‘‘Major’ and ‘Minor’ revision Faiz Ahmed
c. Roles of ‘Safety Manual Facilitator’ and ‘Single Point of
Contact (SOPC)’
d. Triggers for Safety Manual Review (Section 4.3.6)
e. Safety Manual Feedback ( Section 4.7)

ii) Other quality and administrative changes

0 01-Jan-06 Initial Release Jarvis Olsen

Page 10 of 10