Example of Emergency Preparedness Plan-OHSMS

1.0 EMERGENCY

An emergency is a situation, which may lead to or cause large-scale damage or destruction to life or property within or outside the factory. Sometimes the Emergency results in uncontrollable situations and leads to disaster. Such an unexpected severe situation may be too great for the normal workforce in the area within the plant. In any industry, an emergency can arise at any moment and this depends on the type of

• Structure
• Raw Materials
• Machines / Plant
• Nearby Industries etc.

2.0  NATURE OF EMERGENCY

The emergency has been identified and can be specified in one or more of the followings with source and effect:

Sr. No.	Emergency	Source	Effect
1	Fire / Explosion	Electrical Panels, Flammable oil storage tanks, Compressors, coolants,  paints, etc.	Small fires, complete equipment loss, complete Area burn out. Dangers to Human beings
2	Spillage of flammable / Hazardous Oils & coolants etc	Hydraulic oil, Furnace Oil, Coolant etc.	Fire Burns Soil pollution. Injury by slippage
3	Electric Shock	Electrical panels, Power Distribution Board, DG Set, Overhead Crane, Voltage stabilizer, Electric Transformer & Machine Operated by electricity, etc.	Burns, suffocation, Death. Toxic chemical ingestion into the bloodstream
4	Accidents – Factory (Major)	Fall from height & Falling of Heavy Materials, Dies, Bins or other Heavy objects.	Fracture
5	Accidents-Transport	Accident due to the transportation of man & material	Death or Injury to Body
6	Personal confinement	Toilets, offices, Basement	Suffocation
7	Natural calamities such as storm,  earthquakes, etc.	Nature	Structural collapse, Death
8	Structure collapse	Office building, & Any Wall or a part Of Factory building.	Serious injury, Major Fracture, Death
9	Riots, Arson, Sabotation	Anti-Social elements.	Serious injury, major Fracture, Death.
10	LPG leakage	Fire Hazard	Serious injury, Death
11	TANK DYKE Fire	Fire Hazard	Serious injury, Death
12	Electric fire	Fire Hazard	Serious injury, Death
13	Office fire	Fire Hazard	Serious injury, Death
14	Person on flames	Fire Hazard	Serious injury, Death
15	Food/Water Poisoning	Health Hazard	Poisoning, Death
16	Bomb hoax	Bomb Threat	Explosion, Death, fear
17	Burn-Minor	Health Hazard	Burn injury
18	Electric shock casualties	Health Hazard	Injury, Death

3.0 OBJECTIVES:

The objective of the major emergency procedure should be to make maximum use of the combined resources of the works and the outside services to

• Effect the rescue and treatment of casualties;
• Safeguard other people;
• Minimize damage to property and the environment;
• Initially, contain and ultimately bring the incident under control;
• Identify any deed and provide for the needs of relatives;
• Provide authoritative information to news media;
• Secure the safe rehabilitation of affected areas;
• Preserve relevant records of equipment by the subsequent inquiry into the cause and circumstances of emergency;

4.0  EMERGENCY MANAGEMENT & KEY PERSONS                                        

During an emergency situation, it is generally seen that chaos and confusion rules leading to more damage. In Emergency Management, just like in normal operations where there are managers, engineers, supervisors, operators, etc., who are assigned specific tasks to run the business, similarly during an emergency also there are persons with specific duties. These persons are known as ‘Key Personnel’.

Following are the persons who are responsible to face the emergencies.

NAME	DESIGNATION	CONTACT NO

If required external help in case of an Emergency will be sought from appropriate sources. The required assistance from the probable sources has already been informed and consent obtained for the same.

5.0  ROLES & RESPONSIBILITIES:

5.1 Name & Address of the persons furnishing the information:

XXXXXX

XXXXXX

5.2 Any Individuals  

When an emergency occurs, the person who observes it must evaluate the gravity of the emergency and he should alert all the factory personnel by activating the Emergency Siren.  The emergency siren is activated just by pressing the Emergency Siren push button located at the main gate & other different locations. Then he immediately reports to the Emergency Control Centre (Main Security gate) and informs about the Emergency location.

5.3 Site Controller:

The Site Controller will assume overall responsibility for the factory/storage site and its personnel. His duties are to:

i) Assess the magnitude of the situation and decide if staff needs to be evacuated from their assembly points to identified safer areas

ii) Exercise direct operational control over areas other than those affected.

iii) Undertake a continuous review of possible developments and areas in consultation with key personnel as to whether shutting down of the plant or any section of the plant and evacuation of personnel are required.

iv) Liaise with senior officials of Police, Fire Brigade, Medical, and Factories Inspectorate and provide advice on possible effects on areas outside the factory premises.

v) Look after rehabilitation of affected persons on discontinuation of emergency.

vi) Issue authorized statements to news media and ensures that evidence is preserved for inquiries to be conducted by the statutory authorities.

5.4 Incident Controller:

The Head of the unit will act as an incident controller for that unit. Immediately on knowing about an emergency, he will rush to the incident site and take overall charge and report to the Site Controller. On arrival, he will assess the extent of emergency that exists and inform the Communication Officer accordingly. His duties will be to:

i) Direct all operations to stop within the affected area taking into consideration priorities for the safety of personnel, minimize damage to the plant, property and environment and minimize loss of materials

ii) Provide advice and information to the Fire/Security Officers and local fire service;

iii) Ensure that non-essential workers/staff of the areas affected are evacuated to the appropriate assembly point and the areas are searched for causalities

iv) Set up communication points and establish contact with the Emergency Control Centre in the event of failure of electric supply and internal telephones

v) Report on all significant developments to the communication officer and

vi) Have regard to the need to preserve the evidence so as to facilitate an enquiry into the cause and circumstances which caused or escalated the emergency.

5.5 Communication Officer:

He will also work as Liaison Officer and will be stationed at the main entrance (GateHouse) during the emergency. He will handle police, Press, and other inquiries, receive reports from roll-call leaders from assembly points, and pass on the absentee information to the Incident Controller. He shall maintain regular communication with the Incident Controller. He will:

1. Ensure that casualties receive adequate attention/ to arrange additional help if required and inform relatives;
2. Control traffic movements into the factory and ensure that alternative transport is available when the need arises; and
3. When an emergency is prolonged, arrange for the relief of personnel and organize refreshments/food.
4. Advise the Site controller of the situation, recommending evacuation of staff from assembly points if necessary.
5. Maintain proper agreed inventory in the control room.
6. Maintain a log of the incident on tape
7. In case of a prolonged emergency involving risk to outside areas by wind-blown materials, he shall contact the local meteorological office to receive early notification of changes in weather conditions.

5.6 Security Officer-

Security Officer will be responsible for fire fighting. On hearing the fire alarm, he shall reach the fire station immediately and advise fire and security staff in the factory of the incident zone. He will convey the message to the communication officer, Incident Controller and Site Controller about the incident zone. He will direct emergency services. He shall

1) Announce over the PAS in which zone the incident has occurred and on the advice of the Shift Executive In-charge inform the staff to evacuate the assembly service.

2) Inform the Shift Executive In-charge

3) Call Incident Controller, Engineering/ Production Manager, Personnel and Administrative Manager, Departmental Head in whose plant the incident occurred.

4) Security Supervisor for each unit will act as the Security officer for that unit.

5.7 Receptionist:

On hearing the emergency alarm, the receptionist shall immediately contact the Site Controller and on his advice will call the local Fire-brigade and or Police station and safety committee members. In case the PAS and telephone system becomes inoperative, she shall inform the communication officer through the messenger. In case the fire is detected and the alarm is not in operation, she shall receive information about the location from the person who detected the fire and immediately consults the Incident Controller. On his advice, she shall contact the Security Guard and advised him to make an announcement on PAS about the incident and the location of the incident and to evacuate to their assembly point. She will continue to operate the switchboard advising the callers and pass all calls connected with the incident to the Communication Officer.

5,8 Departmental Heads:

The HODs will report to the Incident Controller and provide assistance as required. They will decide the staff they require at the incident site.

5.9 Maintenance In-Charge and Electricians: 

They will report the scene of the incident and close down the services as directed by the Incident Controller

  5.10 Shift Executive In-charge:

As soon as he becomes aware of the emergency and its location, he will proceed to the scene. He shall assess the scale of the incident and direct operations within the affected areas with the following priorities:

1. Secure the safety of persons, which may require evacuation to the assembly points in the event of an escape of materials if the wind is from an adverse direction.
2. Minimize damage to plant, property and the environment.
3. Prevent spreading and damage to outside the premises.
4. Minimize loss of materials;
5. Have regard to the need for preserving evidence that may facilitate subsequent enquiry.
6. Inform shift engineer-in-charge as to what services are needed or not needed.
7. Hand over the charge of the operation to the Incident Controller when he arrives at the site.
8. Advice the Security Officer at Gate whether to make an announcement on PAS or not to call the Senior Staff to the factory, if necessary.

5.11 First-Aid Teams:

The Personnel Manager shall keep the roll call lists for the fire and First Aid team on duty. The First Aid team is appointed by each Departmental Head for his shift team. Roll call leaders shall check their roles as a member of the services and report for emergency duty. The name of unaccounted persons or absentees will be informed to the Security Officer. Members of First Aid teams will report to the shift Executive In-Charge or Incident Controller on hearing the alarm and follow his directions.

3.12 Factory Fire Fighting Personnel:

The duty of the Fire Fighting personnel under the command of the Security Officer shall be responsible for fire fighting and rescue. On hearing the alarm they shall proceed to the place of the incident if know, or otherwise, they shall report to the Security Gate. The men at the security Gate shall find the location of the emergency, the equipment and proceed to the site or occurrence. At the site, the team will respond to the directions given by the Incident Controller

6.0  Roles  & Responsibilities for Safety Teams:                                                                         

After confirmation of the emergency location from the Emergency Control Centre, concerned teams will start functioning. The team leaders will coordinate and communicate with the management. The team member fights the emergency under the instructions of the leader. The team will ensure that:

• The emergency does not spread.
• The head count is taken in consultation with Liaison Manager and if necessary search operation for missing person/s. is undertaken.
• Every member of the team uses the required Personal Protective Equipment while the operation is going on.
• First aid is arranged.
• Additional fire fighting equipment for the fire fighting team is arranged.
• The smooth rescue operation is facilitated.
• The emergency will be informed to fire brigade, neighbouring industries.
• Medicines are provided.
• Send injured to the hospital if necessary.
• Records of first aid and hospitalization are maintained.
• The help of other people is taken to control the emergency.
• Remaining part of the plant is safe.
• The area is cordoned off.
• Necessary tools, equipment to handle any repair work are mobilized.
• The main power supply line is cut – off if necessary.
• Maintenance and repair are undertaken.
• Conduct safety committee meetings every 3 months or in case of an emergency.

Team members of the safety committee:

NAME	DESIGNATION	CONTACT NO

7.0 EMERGENCY CONTROL CENTRE                                         

For the purpose of handling the emergency, Emergency Control Centre is very much essential. In the factory, Security Office at the Main Entrance is declared as Emergency Control Centre. All activities pertaining to the emergency will be carried out from this centre. The emergency Control Centre will be equipped with

• Plant Layout indicating storages of hazardous material and fire fighting equipment and first aid box locations.
• Material Safety Data Sheet of all chemicals handled in the premises.
• List of all employees with addresses, tel. No., contact person and if possible blood group.
• List of important telephone numbers such as police, fire brigade, hospitals, Directorate of Industrial Safety and Health, Pollution Control Board, etc.
• A separate list of team members with their addresses and telephone numbers.
• The facility of Direct Telephone Line.
• Equipment such as Torch, Rope, and necessary Personal Protective Equipment, whistle, etc.
• Note pads and pen/pencils to record the messages and record of activities pertaining to emergency
• First aid box with proper medicines.

8.0 ASSEMBLY POINT      

Assembly point is displayed in front of the main gate and known to everyone which is ensured at the time of safety audit. The area of the assembly point has been set farther from the location of likely hazardous events, where employees, contractors, and visitors must assemble in case of emergency. Up- to date list of pre-designated employees must be available with the Site in charge at the assembly point in case of assembly of the employees.  The site in charge shall then do the roll call of the people present so that their presence can be marked.

9.0 ALARM RAISING SYSTEM

The factory Main “Emergency Siren” is located at the main gate. This will be used for raising the alarm and also for “All Clear” signals in case of emergency.

10.0 EMERGENCY RESPONDING PROCEDURE

In case of Fire / Explosion / natural calamity etc., any person noticing it must evaluate the severity of the emergency and he should alert all the factory personnel by activating the Emergency Siren.  The emergency siren is activated just by pressing the Emergency Siren push button located at the main gate. Then he immediately reports to the Emergency Control Centre and informs about the Emergency location. As soon as the alarm is heard, the safety team members will contact the Security office at the Main Entrance and the safety team will rush to the Emergency location. The safety Team & other team members will assemble at the assembly point.

11.0 Communication System:

Alarms should be followed by an announcement over the Public Address System or verbally by shouting. In case of failure of alarm system communication should be by the security guard who will make an announcement through the Public Address system. Mobile Phones, landlines, etc could be used as a mode of communication for an emergency. If everything fails a messenger could be used for sending the information.

12.0 Action Plan For Various Emergencies.

A) Fire

Actions to mitigate the emergency	Responsibility to Respond
Raising emergency alarm	One who observes Fire  or explosion
Shut down machines and Main power supply	One who observes Fire  or explosion / Prod incharge
Evacuation, Assembly at Assembly Point.	All employees
Fire fighting	All employees
Rescue Operation	All employees
First aid or Hospitalization	All employees
Final Declaration of  “All Clear” Situation	MR / CEO

B) Major Spillage of flammable/ hazardous oils

Actions to mitigate the emergency	Responsibility to Respond
Raising emergency alarm	One who observes the major spill
Switch Off Power Supply of the equipment	Concerned supervisor, Maintenance engineers
Evacuation, Assembly at Assembly Point.	All employees
Isolate & Barricade the area of spill	Security
Control the spillage to avoid spread	DH
Stop all the work of welding, electrical etc	DH
Fire fighting	Fire fighting team
Final Declaration of  “All Clear” Situation	MR

C) Electric Shock

Actions to mitigate the emergency	Responsibility to Respond
Switch Off Power Supply of the equipment	Concerned supervisor, Maintenance engineers
Rescue the person.	Concerned supervisor, Maintenance engineers
Call the ambulance, provide first aid	Departmental Head

D) Accidents – Factory (Major)

Actions to mitigate the emergency	Responsibility to Respond
Contact company doctor/hospital	Departmental Head
Rescue Operation	Safety  team

E) Accidents-Transport

Actions to mitigate the emergency	Responsibility to Respond
Contact Ambulance/ Hospital, provide first aid Inform HR Dept Inform Police	Concerned Person     HR dept

F) Personal confinement

Actions to mitigate the emergency	Responsibility to Respond
Call fire brigade	Departmental Head
Raising emergency alarm	One who observes the calamity such as storm, earthquake

G) Natural calamities Such as storm, earthquakes, etc.

Actions to mitigate the emergency	Responsibility to Respond
Evacuation, Assembly at Assembly Point.	All employees
Raising emergency alarm	One who observes the sabotage, terrorism or civil commotion
Isolate & Barricade if necessary	Security
Fire fighting	All Employees
Rescue Operation	All Employees
Hospitalization	All Employees
Evacuation, Assembly at Assembly Point.	All Employees
Final Declaration of  “All Clear” Situation	Chief controller

H) Structure collapse

Actions to mitigate the emergency	Responsibility to Respond
Raising emergency alarm	One who observes the calamity such as storm, earthquake
Evacuation, Assembly at Assembly Point.	All employees
Isolate & Barricade if necessary,	Security
Rescue Operation,	Rescue team
Hospitalization,	First aid team
Final Declaration of  “All Clear” Situation	Chief controller

I) Riots, Arson, Sabotaging (Inside the premises of the organization)

Actions to mitigate the emergency	Responsibility to Respond
Inform HR Head, Plant Head, MD, Security, Immediately.	Concern Person.
Inform the Police immediately.	HR Head
The Security shall isolate the area of Rioting with its total force.	Security In charge
All work should stop immediately. The employees from rest of the premises shall be evacuated  immediately. The ambulance should be kept in Stand by to meet any eventually. Inform Hospital immediately to prepare for any emergencies. As soon as police arrives the area of rioting should be handed over to police.	Admin In charge.

J) Riots, Arson, Sabotaging(Outside the premise)

Actions to mitigate the emergency	Responsibility to Respond
Inform HR Head, Plant Head, MD, Security, Immediately.	Concerned person
Inform the Police immediately.	HR Head
The ambulance should be kept in Stand by to meet any eventually. Inform Hospital immediately to prepare for any emergencies.	HR dept
The gates should be closed and no person and vehicle should be allowed to leave the company premises. Security should man the gates with full force and should prevent entry of any unauthorized person in side the company premises.	Security In charge
In case of more than 8 hours of riot situation the Admin should ensure adequate food and water is available for the employees.	Admin In charge
Once all clear signal is received from the police, normal operation shall resume in the organization	Dept HOD

K) LPG leakage

Actions to mitigate the emergency

Responsibility to Respond

1. Take immediate steps to stop LPG leakage 2. Stop all operations 3. All out effort should be made to contain the spread of leakage/fire 4. Saving the human shall get priority in comparison to stock/assets. 5. Plant personnel without specific duties should assemble at the nominated place. 6. All vehicles except those required for emergency use should be moved away from the operating area, in orderly manner at pressure –nominated route 7. Depending upon severity, electrical system except for control supplies, utilities, lighting and fire fighting system, should be isolated 8. If the feed to the fire cannot be cut off, the fire must be controlled and not extinguished. 9. Start water at areas involved in or exposed to fire risks. 10. In case of leakage of LPG without fire and inability to stop the flow, take all precautions to avoid source of ignition. 11. Block all roads in the adjacent area and render internal/external support for the purpose if warranted.

Fire Fighting Team

L) Tank Dyke Fire

Actions to mitigate the emergency

Responsibility to Respond

1. In case fire occurs in the dyke area due to flange leak in manifold area, the fire is to be extinguished with the help of foam. 2. Use of DCP if the fire is small, otherwise use water spray or foam. 3. Cooling of lines /flanges is to continued till incident/site controller gives the instructions to stop. 4. If tank collapses and product is spread in the dyke area with fire. 5. Withdraw manpower in and around the tank dyke area. 6. Use foam monitors of vehicles to spray and spread foam in the affected dyke area If tank dyke area is on fire and full product is in the dyke then water to be used judiciously otherwise flooding of dyke area may cause overflow of oil from the dyke area to open drains.

Fire fighting team

M) Electrical Fire

Actions to mitigate the emergency	Responsibility to Respond
Disconnection of the electric supply of the affected area.Attempt to extinguish the fire with the help of DCP/CO2 fire extinguishersIf the fire still persists, ensure complete isolation of electric supply of that area and use of water.	Maintenance and fire fighting team

N) Office Fire

Actions to mitigate the emergency	Responsibility to Respond
Disconnection the electric supply of the affected area.Attempt to extinguish the fire with the help of DCP/CO2 fire extinguishersSave all records from fire.	Office staff and fire fighting team

O) Person on Flames

Actions to mitigate the emergency	Responsibility to Respond
1) Bring the water gel blanket 2) Open the bag inside the container to remove blanket. If the bag is already open such blanket should not be used for burn victims 3) The blanket can be held as a screen between the victim and the fire 4) If possible lay down the victim and wrap the blanket around the victim. Leave the victim wrapped in blanket and seek medical help	Fire fighting team

P) Food/Water Poisoning

Actions to mitigate the emergency

Responsibility to Respond

1) Persons observing the symptom should inform the location in charge for assessing the situation 2) Shift in charge should call the doctor and ambulances and also alert all hospitals to meet any exigencies 3) To render first aid and induce vomiting to the affected persons 4) The ambulances and vehicles available should be mobilized to be in readiness to transport large number of people if required Assistant Manager-SHE to report to location in charge for required sanitation and medical assistance.

First Aid team

Q) Bomb Hoax

Actions to mitigate the emergency	Responsibility to Respond
1) Person noticing on object like bomb, should bring it to the notice of the nearest available officer. 2) The officer should carefully observe the same from a distance and raise alarm 3) The area should cordon off. 4) Police control and fire control to be informed for their arrival and inspection of the area. After the bomb is diffused, all clear siren should be sounded by the watchmen.	Concerned person/ Admin dept

R) Burn –Minor

Actions to mitigate the emergency	Responsibility to Respond
Pour cool water on the burn area till the burning sensation is reduced.Cover it lightly with a clean cotton cloth.Do not apply butter, oil, ointments or any home remediesGet Medical help	First aid team

S) For Electric shock casualties

Actions to mitigate the emergency

Responsibility to Respond

Electric shock results in irreversible damage to brain cells followed by deterioration of the other organsRescue and first aidDo first thing first, quickly and without fuss or panic. Switch off the supply if this can be done at once. If not possible, use a dry stick, dry cloth or other non conductor to separate the victim of electrical contact. The rescuer must avoid receiving shock himself be wearing gloves or using a jacket to pull the victim.

First aid team

12.0 DO’S AND DON’T’S

12.1 All Company Employees

Do’s	Don’t’s
 Stop work on getting information or hearing the alarm.  Switch off the machines and main power supply.  Gather at assembly point.  Contact Management  Take visitors to safer place.	 Do not panic & cause stampede.  Do not run and prevent others from doing so.  Do not go anywhere else.  Do not wait to collect personal belongings.

12.2 VISITORS & CONTRACTORS

After hearing the alarm they will follow the following steps:

1. Give attention to all instructions.
2. Stop work. Do not panic.
3. Do not wait for personal belongings.
4. Assemble at the assembly point.
5. Do not go to the emergency site.
6. Do not spread rumours.
7. Do not engage in communication systems.

13.0 TRAINING

The employees will be informed about the ‘On–Site Emergency Plan’ in detail, with the help of training programs. For the success of this plan not only training will be organized but mock drills also will be organized a minimum of once a year. Mock drills will help to understand the role to be played by everyone during the emergency. The Core members of the Disaster / Emergency control will be given refresher training at the interval of every One Year.

14.0 MOCK DRILL PROCEDURE

The success of the “On-site emergency plan” is very much dependent on planned and unplanned mock drills. Mock drills help employees to be familiar with their roles and ensure accuracy of the onsite Emergency Plan. Following is the procedure for conducting a Mock drill.

• Inform all the employees about mock drill procedures.
• Fix the date and time for mock drill.
• The mock drill will be monitored by the observer/s not involved in the exercise.
• The emergency alarm will be raised.
• After hearing the alarm, the Emergency Procedure will be followed. All clear signals will be given after the emergency is over.
• Observer/s will note down the activities with respect to the time.
• Lacunae observed in the system will be studied carefully.
• Records of drills will be maintained.

After each drill, the plan will be thoroughly reviewed to take into account the omissions or shortcomings for improvement.

15.0 Details of liaison arrangement between the Organization:

All the organizations involved in assisting during the emergency were contacted and apprised of the details of the plant, like process; hazardous material handled; likely emergency incidents; steps taken to avoid/reduce risk mitigation methods, resource availability, etc. The details are as follows:

 15.1 POLICE

Sr.No	Name of Police Station	Tel.No

15.2  FIRE BRIGADE STATION

SR. no	Fire Station	Tel no

15.3 HOSPITALS AND DOCTORS

Sr.No	Name of Hospital	Tel No

16.0  UPDATING THE PLAN

As and when required, this ‘On–Site Emergency Plan’ will be updated and informed to all. If necessary, after each drill the plan will be thoroughly reviewed to take account of shortcomings.