Document Document Title: Effective Revision

Type Incident/aAccident Date: No.& Date

Procedure Reporting and JANUARY
Investigation 2024
Procedure

Document No: Prepared BY: Approved BY:

KOKE-SHEQ SHEQ OFFICER MD
009

INCIDENT/ACCIDENT REPORTING AND INVESTIGATION PROCEDURE

1.0 Purpose

1.1 To document steps that shall be taken for reporting, recording, investigating and

analyzing incident/accidents, including near misses.

1.2 To ensure effective close-out of incidents through the development and

implementation of appropriate corrective and preventive action.

2.0 Scope This procedure applies to all incidents and accidents that may occur due to the

2.1 operations in all departments at SB, including near miss incidents.

3.0 Responsibility

3.1 The SHEQ Manager has overall responsibility for the development and

implementation of this procedure.

3.2 HODs, HOSs, supervisors and all employees are responsible for the implementation

and adherence of this procedure requirements within their areas of responsibilities.

4.0 Definitions

4.1 SO -SHEQ Officer

4.2 MR -Management Representative.

4.3 HOD -Head of Department.

4.4 HOS -Head of Section.

 Document Document Title: Effective Revision
Type Incident/aAccident Date: No.& Date
Procedure Reporting and JANUARY
Investigation 2024
Procedure

Document No: Prepared BY: Approved BY:

KOKE-SHEQ SHEQ OFFICER MD
009

4.5 SM - Safety, Health, Environment and Quality Manager.

4.6. CAPA -Corrective and Preventive Action.

4.7 ACC -Asset Care Committee.

4.8 FAC -First Aid Case.

4.9 MTC -Medical Treatment Case.

4.10 LTI -Lost Time Injury.

4.11 Corrective Action - An action taken to eliminate the causes of an identified non-
Conformity to prevent its recurrence

4.12 INCIDENT - Undesired event that gives rise to an accident or had the potential to lead
to an accident.

4.14 Accident - Undesired incident giving rise to death, injury, ill health, damage or other
losses.

4.15 Near Miss -An incident/occurrence which under slightly different circumstances would
have resulted in an accident.

4.18 FAC -Any work-related accident with no loss of time but resulting in any cut, strain,
burn, bruise, inhalation irritation or abrasion which is attended by a First Aider.

4.19 MTC -Once off treatment or subsequent observation of minor injuries by a medical
professional.

4.20 Lost Time Injury -A work-related injury resulting in failure of an employee to

report for work and perform his/her assigned duties, the following day/shift after

the day of injury.

 Document Document Title: Effective Revision
Type Incident/aAccident Date: No.& Date
Procedure Reporting and JANUARY
Investigation 2024
Procedure

Document No: Prepared BY: Approved BY:

KOKE-SHEQ SHEQ OFFICER MD
009

4.21 Serious Injury - An injury that results in the loss of fourteen (14) or more weekdays.

4.22 Fatality -An injury that results in loss of life.

4.23 Property Damage - Any incident which involves no injury but results in

Damage to company property (equipment, buildings and other assets).

4.22 Environmental Damage - Any incident which results in the pollution and disturbance

of soil, water, air, biota, ecosystem, flora and fauna.

4.23 Quality Incident -Any incident relating to a product, service, product being

unsatisfactory in not meeting the required standards and expectation.

4.24 In-Transit Injuries - Injuries incurred while travelling are considered work

Injur3ies when the travel is in the course of employment, on a known and authorized

trip.

4.25 Preventive Action -An action taken to eliminate causes of a potential non-
Conformity

in order to prevent its occurrence.

5.0 Special Requirements

5.1 All incidents, including near misses, shall be timeously reported, investigated and closed-

5.2 Any deviation to the procedure shall be notified and authorized in accordance with the

Change Management Procedure requirements.

6.0 Precautionary Requirements

 Document Document Title: Effective Revision
Type Incident/aAccident Date: No.& Date
Procedure Reporting and JANUARY
Investigation 2024
Procedure

Document No: Prepared BY: Approved BY:

KOKE-SHEQ SHEQ OFFICER MD
009

6.1 All accidents and incidents must be reported immediately to the immediate supervisor

and the SHEQ department.

6.2 The accident scene must not be disturbed or altered by anyone until the scene has
been

attended by the SHEQ department. Accordingly, any further work at the point of accident

must be stopped until attended by the SHEQ department and operations declared safe to
resume after preliminary investigations and/or corrective action recommendations to

prevent recurrence.

6.3 All those involved in an incident shall truthfully document written accounts of such

incidents and submit to the SHEQ department immediately after the incident.

6.4 The withholding of evidence/misrepresentation of facts during incident investigations, in

the process obstructing the course of appropriate corrective action development, shall be

a serious offense requiring disciplinary action.

7.0 Activity Description

INCIDENT/ACCIDENT REPORTING

7.1 Any employee, temporary worker, contractor and visitor who sustains an injury whilst at

work/SB premises, is involved in an incident observes an incident/Non-Conformance

no matter how minor, must report immediately to his/her immediate supervisor.

7.2 Road Traffic Accidents (RTAs)shall be reported in accordance with the SB motor vehicle
 Document Document Title: Effective Revision
Type Incident/aAccident Date: No.& Date
Procedure Reporting and JANUARY
Investigation 2024
Procedure

Document No: Prepared BY: Approved BY:

KOKE-SHEQ SHEQ OFFICER MD
009

policy.

7.3 The person making the report must convey, as a minimum:

7.3.1 A brief description of the incident

7.3.2 His/her name

7.3.3 Location of incident

7.3.4 Time of incident

7.3.5 Nature of injury

7.3.6 Actions taken

7.3.7 Further action required.

7.4 The responsible supervisor to whom the incident has been reported shall immediately

notify the HOD and appointed SHEQ personnel of the incident and ensure that the injured

is attended to immediately by the First Aider. The First Aider shall record, in a register,

details of the actions taken and the first aid equipment used.

HODs and HOSs shall ensure that the injured personnel are transported to the nearest

7.5 medical center immediately after First Aid treatment for technical assessment to prevent

the injury condition from worsening.

7.6 The injured shall be accompanied to the medical center a SHEQ personnel for tracking

and monitoring progress relating to the injuries. All medical documents and accurate

information shall be submitted to the SHEQ department.

 Document Document Title: Effective Revision
Type Incident/aAccident Date: No.& Date
Procedure Reporting and JANUARY
Investigation 2024
Procedure

Document No: Prepared BY: Approved BY:

KOKE-SHEQ SHEQ OFFICER MD
009

7.7 After an accident, the HOD, HOS and supervisor shall ensure the following is observed:

Any work relating to the accident shall be stopped and picture evidence taken to

appropriately inform the investigation.

7.8.1 A preliminary investigation shall be conducted by the project team at the accident

scene.

7.8.2 The accident scene shall not be disturbed or tempered with until preliminary

investigations are done (except where there is immediate danger on human life,

property and environment).

7.8.3 Normal work operations shall resume only after the area has been declared safe

7.7.4 by the SO and after the corrective recommendations from investigation findings

have been implemented.

7.8 The supervisor and SO shall also gather adequate information regarding the occurrence

of the incident to be used for the full investigation including:

7.8.1 Individual statements immediately after the incident from the involved, both

directly and indirectly, which are detailed, accurate and written in isolation of other

affected parties.

7.8.2 Written statements from the immediate supervisor, foreman, SO and all inferred

parties of interest for reconciling the evidence.

7.8.3 Background data comprising, among others:

 Document Document Title: Effective Revision
Type Incident/aAccident Date: No.& Date
Procedure Reporting and JANUARY
Investigation 2024
Procedure

Document No: Prepared BY: Approved BY:

KOKE-SHEQ SHEQ OFFICER MD
009

1. The injured's personal details

2. The injured's work experience

3. Incident description

4. Pre, during and post-incident event timelines

5. General findings

6. Other observations

7. Pictorial evidence

8. Action taken following the incident

7.9 HODs and HOSs shall ensure that a written preliminary incident notification report, which

shall be compiled by the SO, is submitted to the SM within twenty-four (24) hours from

occurrence of the incident.

7.10 If it is not reasonably practical to send the report within the time, a verbal report, while

waiting the sending of the written report, shall be made detailing the basic information.

7.11 Preliminary investigations shall determine the basic causes and actions to be taken to

address them.

7.12 The implementation of the agreed corrective measures shall be communicated to

relevant teams before commencement of a similar task.

7.13 For all LTI accidents, the SM shall complete a NSSA W.C.I.F.14 claim and submit to the
 Document Document Title: Effective Revision
Type Incident/aAccident Date: No.& Date
Procedure Reporting and JANUARY
Investigation 2024
Procedure

Document No: Prepared BY: Approved BY:

KOKE-SHEQ SHEQ OFFICER MD
009

local NSSA Workers Compensation offices within fourteen (14) days of accident

occurrence.

7.14 The SM shall notify NSSA on any occupational health incidents.

7.15 The SM shall immediately notify the MD of the Lost Time Injury level incidents going

upwards, including major ED, PD and Quality incidents.

INCIDENT/ACCIDENT INVESTIGATION

7.16 Full accident and incident investigations shall be conducted within 3 days from the day

of incident occurrence.

7.17 Investigation teams shall be headed by the SM, HODs and HOSs who shall be

responsible for the final accident investigation report.

7.18 The incident classification or severity shall determine the investigation level of the

incident or composition of the investigation team.

7.19 Investigation teams for the different incident classes shall comprise of, as a minimum:

9.1 Near miss: HOS, Supervisor, SO and SHEQ Reps.

7.19.2 FAC, MTC, ED, PD: HOD, supervisory and technical personnel, SO, SHEQ

Reps, Worker's committee member.

7.19.3 LTI,SI:HOD,SM, supervisory and technical personnel, SO,SHEQ Reps,

Worker's committee member.

7.19.4 Fatality: MD, General, SM, regulatory authorities; Production manager and SO.
 Document Document Title: Effective Revision
Type Incident/aAccident Date: No.& Date
Procedure Reporting and JANUARY
Investigation 2024
Procedure

Document No: Prepared BY: Approved BY:

KOKE-SHEQ SHEQ OFFICER MD
009

7.20 During the investigations the team shall identify among other things:

7.20.1 The main cause of the injury or accident

7.20.2 Any underlying causes not immediately apparent

7.20.3 Other contributory causes/factors

7.21 Accident investigation processes shall be thorough and determine the root causes of the

incident to enable appropriate and effective corrective actions to prevent incident

recurrence.

7.22 Investigation teams shall also recommend relevant preventive measures, including the

necessary policy changes and adjustments in operational procedures. In all cases the

implementation of recommendations shall be short term to long term with clearly set dates

and names of people accountable.

7.23 HODs and HOSs shall ensure that all recommendations in the investigation reports are

implemented within the agreed time frames and shall review the implementation progress

at least on a monthly basis.

7.24 All incident/accident reports for the LTI level going upwards, including major ED, PD and

Quality incidents, shall reach the MD's office for review.

7.25 All incidents shall be analyzed at least on a monthly basis where lagging indicators and

repeat incident shall be identified through trend analysis and communicated to

employees for corrective actions.

 Document Document Title: Effective Revision
Type Incident/aAccident Date: No.& Date
Procedure Reporting and JANUARY
Investigation 2024
Procedure

Document No: Prepared BY: Approved BY:

KOKE-SHEQ SHEQ OFFICER MD
009

INCIDENT/ACCIDENT CLASSIFICATION

7.26 Incidents shall be classified accordingly under the following categories which may be re-

classified following a medical practitioner's report:

7.26.1 Near Miss

7.26.2 First Aid Case

7.26.3 Medical Treatment Case

7.26.4 Restricted Work Case

7.26.5 Medical Treatment Case

7.26.6 Lost Time Injury

7.26.7 Serious Injury

7.26.8 Fatality

7.26.9 Environmental Damage

7.26.10 Property Damage

7.26.11 Quality incident

NEAR MISS REPORTING AND INVESTIGATION

7.27 All near miss incidents shall be reported to the supervisor and SO and recorded with full

details of cause and probable consequences.

7.28 Near misses shall be recorded using the preliminary notification template and

investigated using the CAPA form.

 Document Document Title: Effective Revision
Type Incident/aAccident Date: No.& Date
Procedure Reporting and JANUARY
Investigation 2024
Procedure

Document No: Prepared BY: Approved BY:

KOKE-SHEQ SHEQ OFFICER MD
009

7.29 All significant near misses deemed as dangerous shall be investigated as required by

this procedure.

SERIOUS AND FATAL ACCIDENT REPORTING

7.30 All LTI, Serious and Fatal accidents shall be reported to the MD and MR, by the SM,

and immediately notify the NSSA Inspectorate before any paper work is done.

7.31 Immediately after a serious or fatal accident, the responsible HOD and HOS shall

preserve the accident scene from tampering and ensure that all operations are stopped

until investigations are completed and written permission has been granted by NSSA

Inspectorate.

INCIDENT/ACCIDENT COMMUNICATION

7.32 The SM shall circulate incidents to all departments for learning and the prevention of

repeat incidents from similar identified causative factors, through the implementation of

determined corrective measure by all.

7.33 HODs and HOSs are responsible for the communication of incidents to all employees,

the publication of incident news flash on notice boards for awareness and the

enforcement of adherence to SHEQ procedures for the elimination of repeat incidents.

7.34 HODs and HOSs shall also maintain incident communication and close-out records

which shall be auditable, including all departments from where the incident did not

originate.
 Document Document Title: Effective Revision
Type Incident/aAccident Date: No.& Date
Procedure Reporting and JANUARY
Investigation 2024
Procedure

Document No: Prepared BY: Approved BY:

KOKE-SHEQ SHEQ OFFICER MD
009

7.35 The Human Capital department is responsible for communicating with the affected

family members and makes the necessary arrangements for all injury and fatal incidents.

ACCIDENT COSTING

7.36 HODs and HOSs shall account for all the direct and indirect costs incurred due to

an accident, from the point of incident occurrence though to the final investigation and

incident close-out stages.

7.37 HODs, HOSs and SHE personnel shall record associated costs on a standard incident

cost sheet comprising of the following cost elements among others:

7.37.1 Medical treatment costs

7.37.2 Transportation costs

7.37.3 Lost time/days

7.37.4 Incident investigation manhours

7.37.5 Work stoppage time

7.37.6Legal/contractual fines

7.37.7 Staff re-training costs

7.37.8 Compensation costs

7.37.9 Standing time

7.37.10 Welfare and communication

7.38 The incident cost sheet shall be filled at all the stages and total cumulative accident costs
 Document Document Title: Effective Revision
Type Incident/aAccident Date: No.& Date
Procedure Reporting and JANUARY
Investigation 2024
Procedure

Document No: Prepared BY: Approved BY:

KOKE-SHEQ SHEQ OFFICER MD
009

summed up at the accident close-out stage.

References

8.1 SHE Policy Manual, SB-SHE-01

8.2 SAZ ISO 45001

8.3 SAZ ISO 14001:2015

8.4 Non-Conformity and Corrective Action Procedure, SB-SHEQ-03

9 Records
 Document Document Title: Effective Revision
Type Incident/aAccident Date: No.& Date
Procedure Reporting and JANUARY
Investigation 2024
Procedure

Document No: Prepared BY: Approved BY:

KOKE-SHEQ SHEQ OFFICER MD
009

1. Record Title

2. Accident notification and investigation reports

3. MCZ motor vehicle policy

4. First aid dressing register

5. Communication and training records

6. NSSA WCIF 14 and medical reports

10.0

Record Tittle Where kept Retention Period Disposal Method

Accident notification and SHEQ office 5 years Shredding
investigation reports
First aid dressing register SHEQ office 5 years Shredding
Communication and SHEQ office 5 years Shredding
training records
NSSA WCIF 14 and SHEQ office 5 years Shredding
medical reports
Meeting minute SHEQ office 5 years Shredding
SHEQ statistics and trend SHEQ office 5 years Shredding
analyses reports
CAPA SHEQ office 5 years Shredding

11.0 Amendment History

Amendment Amendment Amendment Amendment Amendment
Number Date Details Originator Authoriser
Document Document Title: Effective Revision
Type Incident/aAccident Date: No.& Date
Procedure Reporting and JANUARY
Investigation 2024
Procedure

Document No: Prepared BY: Approved BY:

KOKE-SHEQ SHEQ OFFICER MD
009