ISO 45001:2018 Gap Analysis Tools

1. In Site

OHS Planning
Do you have a current Occupational Health and Safety plan? 
Is a dedicated budget allocated for OHS programs? 
Is OHS awareness promoted by ensuring local standards and practices comply with legislative requirements, University procedures and guidelines? 
Roles and Responsibilities
Is there a Safety Officer appointed for the unit? Please name 
Is there a Health and Safety Representative elected for the designated work group (DWG)? Please name: 
Has a First Aid Coordinator been appointed to your unit?Please name: 
Has the monitoring of Occupational Health and Safety responsibilities, accountabilities and obligations of managers and supervisors, academics and professional been documented? 
Have annual work or development goals been entered into all staff “KPI’s? 
Communication and Consultation
Is OHS a standing agenda item at all work area meetings? 
Are staff in your area notified of local OHS committee meetings? 
Do staff receive requests for agenda items for OHS committee meetings? 
Are minutes of OHS meetings made accessible to all staff? 
Does your work area follow the OHS procedures for consultation? 
Do you have a system to identify OHS training requirements for all staff? 
Have all staff with safety roles (including managers and supervisors) undertaken all required OHS training? 
Do all staff complete a  OHS induction that has been developed in accordance with the Local Induction procedure? 
Do all Contractors and Visitors complete a local OHS induction that has been developed in accordance with the OHS Induction procedure? 
Workplace inspections
Are workplace inspections carried out in all of the work areas each year? 
Have workplace inspection findings been forwarded to the OH&S unit and added to your corrective actions register? 
Is there someone responsible for coordinating wellbeing programs in your unit? 
Does your unit have a wellbeing program/ initiative in place? Please list 
Electrical safety
Has electrical equipment been tested and tagged according to OHS requirements? 
Machinery or Equipment
Does your unit use machinery/equipment (other than personal computers and office equipment)? 
Does your unit have a plant register? 
Are electrical high voltage equipment protected by RCD or lock out mechanisms? 
Is all machinery adequately equipped with guarding and emergency stop capabilities? 
Do certain types of machinery require clearance zones for safe operation? 
If you supply machinery/ equipment to other areas  has this been risk managed? 
Gas cylinders
Are all gas cylinders controlled by your unit ‘in use’? 
Is there a procedure for the storage and handling of gas cylinders? 
Are gas cylinders stored according to Muncipal  guidelines? 
Does your unit use chemicals, e.g. for work procedures, cleaning, teaching, research, preparation of materials? 
Are local procedures in place for unattended chemical reactions? 
Does your unit use any scheduled carcinogens? 
Is there a procedure for storage and handling of scheduled carcinogens? 
Have the appropriate health surveillance measures been identified from a risk assessment? 
Do you supply chemical substances to other areas? 
Do you supply a Safety Data Sheet (SDS) for the chemical substances you supply? 
Are chemicals stored according to Monash University storage limits for dangerous goods? 
Do you have a process for labelling stored (including fridges and freezers) and decanted chemicals? 
Are the dangerous goods storage cabinets functioning according to the manufacturing standards? 
Is there a process for regular testing of safety showers? 
Has your unit appointed a laser safety officer? 
Does your unit have an established system for local training on? 
Does your unit have an established system for authorisation of users of lasers? 
Does your unit have a system to control access to lasers? (door interlocks, emission indicators) 
Does your unit require laser eye exams for students and staff that work with  lasers? 
Have you notified Occupational Health and Safety of all radioactive sources in use? 
Has your unit appointed a radiation safety officer (RSO)? Please name 
Are radioactive sources and apparatus registered as required under the Radiation Act? 
Does your unit have a purchasing procedure for radioactive substances, sources and apparatus to ensure the appropriate licenses are in place before purchasing? 
Does your unit have a system to monitor staff and student exposure to ionising radiation (e.g. personal radiation monitoring badges)? 
Does your unit have a system to control access to radioactive sources and X-ray units, e.g. locked cupboards or laboratory, log books, etc.? 
Does your unit have established procedures for the disposal of radioactive waste that it generates? 
Biologicals and Animals
Have immunisation requirements been identified? 

2. Legal & Regulatory Requirements

Checklist for Legal & Regulatory Requirements OBSERVATIONS
Are they aware of the regulatory requirements the company is subject to? 
Have any conditions been set for these regulatory requirements? 
What consents are applied to the site? Who keeps these? 
Have there been any instances of non-compliance and if so what was the outcome? 
Are there any Industry Sector Codes which you should comply with? 

3. Noise

Checklist for Noise OBSERVATIONS
Do you regularly measure the level of noise throughout your organisation? 
Is it within acceptable limits? 
Do you have a regular monitoring programme? 
Are records maintained? 

4. Odour

Checklist for Odour OBSERVATIONS
Do your processes permit the release of odour? 
Do you have criteria for acceptability? 
What steps are taken if this criterion is exceeded? 
Are records maintained? 

5. Dust

Checklist for Dust OBSERVATIONS
Is there a likelihood of dust emissions? 
If so how is this contained? 

Clause 4: Context of the organization

Clause 4.1 Understanding the organization and its context

Requirements Objective evidence / Remarks
1) Have you determined external and internal issues that are relevant to your purpose and your strategic direction and that affect your ability to achieve the intended outcomes of your Occupational Health and Safety Management System?
2) How do you monitor and review information about these external and internal issues?
Evidence/Action Required
There are many internal and external issues that affect, or have the potential to affect, the OH&S management system. It is imperative these are identified so that there is clear understanding and appreciation of the operating environment.
Ensure that OH&S-related internal and external factors and conditions have been identified that could affect, or be affected by, your organisation’s activities. Ensure that any significant risks and opportunities been identified. What drives the OH&S culture of your organization?
Using the SWOT and PESTLE analysis templates, undertake an analysis of internal and external issues. This provides clear evidence that a comprehensive process has been carried out to understand the context within which your organization operates. This activity will also help to determine the scope of OH&S management system as required under Clause 4.3 and 9.3b.
Examples of external issues suitable for PESTLE analysis include:
1. Pressure groups and worker unions;
2. Insurers and stakeholder views;
3. Economic conditions;
4. Social expectations and political priorities;
5. Legislation and enforcement;
6. National/international agencies.
Examples of internal issues suitable for SWOT analysis include:
1. Structure, accountabilities, competence, commitment and control;
2. New products, contractual issues, cooperation and communication.

Clause 4.2 Understanding the needs and expectations of interested parties

Requirements Objective evidence / Remarks
1) Have you determined the following:
a) the interested parties in addition to workers that arerelevant to the Occupational Health and Safety Management System?
b) the needs and expectations of these interested parties that are relevant to the Occupational Health and Safety Management System?
c) which of these needs and expectations are, or could become legal requirements and other requirements?
2) How do you monitor and review information about these interested parties and their relevant needs and expectations?
Evidence/Action Required
Interested parties are stakeholders – any individual or organization that can affect the OH&S management system, or any individual or organization that the management system can affect. In both cases, the effect can be negative as well as positive.
Who might affect or be affected by your activities and what their relevant and significant interests might be? Have you taken their needs into account within the OH&S management system?
1. Needs and expectations of both managerial, and non-managerial workers, and workers representatives (where they exist);
2. Affect OH&S management system or which perceive themselves to be affected by OH&S system (A.4.2);
3. Worker and appropriate workers’ representatives;
4. Legal and regulatory authorities;
5. Parent organizations;
6. Suppliers, co-contractors and subcontractors;
7. Workers’ organizations (trade unions) and employers’ organizations
8. Owners, shareholders, clients, visitors, local community, neighbours, general public;
9. Occupational health and safety organizations; occupational safety and health-care professionals (e.g., doctors, nurses).
The first task in meeting the requirements of this clause is to identify all the stakeholders and interested parties and undertake a comprehensive stakeholder analysis. The Stakeholder Analysis template will also provide useful information that will further underpin the requirements of Clause 4.3, 6.1 and 9.1.2.

Clause 4.3 Determining the scope of the OH & S management system

Requirements Objective evidence / Remarks
1) Have you determined the boundaries and applicability of the OH&S management system to establish your scope?
2) When determining the scope of the OH&S management system how did you consider:
a) the external and internal issues referred to in 4.1?
b) the requirements of relevant interested parties referred to in 4.2?
c) take into account the planned or performed work related activities?
3) Is the scope available as documented information?
The scope and boundaries of the OH&SManagement Systemmust now be thoroughly examined and defined considering the aforementioned interested parties and their needs, plus resulting compliance obligations. Also requiring consideration are the OH&SManagement Systemfunctions and physical boundaries, and all products, services, and activities, including the organization’s ability to exert control on external factors, with the results of the whole definition included in the OH&SManagement Systemand kept critically as “documented information.”

Clause 4.4 OH & S Management System

Requirements Objective evidence / Remarks
1) Have you implemented and have the system in place to maintain and continually improve your OH&S management system, including the processes needed and their interactions, in accordance with the requirements of ISO 45001? 
There is now a greater focus on the OH&S processes and the associated documentation. The Process Matrix template provides a useful tool for identifying and addressing the requirements of this clause. It provides useful evidence for demonstrating the processes that underpin OH&S activities.
It is also a useful planning tool in terms of providing input into the requirements of other clauses including those associated with risk, planning, resources, and the monitoring and measuring of outputs of the management system. The process matrix can be a useful artefact to present at audit.

Clause 5: Leadership

Clause 5.1 Leadership and commitment

How is it evident that Top Management is committed to OH & S and shows leadership?

Requirements Objective evidence / Remarks
1) How does Top Management demonstrate leadership and commitment with respect to the OH&S management system:
a) taking overall responsibility and accountability for the prevention of work related injury and ill health, as well as the provision of safe and healthy workplaces and activities?
b) ensuring that the OH&S policy and related OH&S objectives are established for the OH&S management system and are compatible with the strategic direction of the organization?
c) ensuring the integration of the OH&S management system requirements into the organization’s business processes?
d) ensuring that the resources needed for the OH&S management system are available?
e) communicating the importance of effective OH&S management and of conforming to the OH&S management system requirements?
f) ensuring that the OH&S management system achieves its intended outcomes?
g) directing and supporting workers to contribute to the effectiveness of the OH&S management system?
h) ensuring and promoting continual improvement?
i) supporting other relevant management roles to demonstrate their leadership as it applies to their areas of responsibility?
j) developing, leading and promoting a culture in the organisation that supports the intended outcomes ofthe OH&S management system?
k) protecting workers from reprisals when reporting incidents, hazards, risks and opportunities?
l) ensuring the organisation establishes and implements a process(es) for consultation and participation of workers?
m) supporting the establishment and functioning of health and safety committee?
Evidence/Action Required
Minor change. Is top management engaged and leading OH&S, rather than delegating to someone further down your organisation. Are workers being involved directly to protect, improve performance, and support the OH&S system.
1. Ensuring that the OHS policy and OHS objectives are established and are compatible with the strategic direction of the organisation;
2. Integrating the OHS management system requirements into the organisation’s business processes;
3. Providing the necessary resources for the OHS management system;
4. Communicating the importance of effective OHS management;
5. Directing and supporting persons to contribute to the effectiveness of the OHS management system;
Assisting other relevant management roles to demonstrate their leadership as it applies to their areas of responsibility.

Clause 5.2 OH & S Policy

Seek objective evidence for top management’s involvement in establishing, implementing and maintaining an environmental policy.

Requirements Objective evidence / Remarks
1) Have top management established, implemented and maintained a OH&S policy that:
a) includes a commitment to provide safe and healthy working conditions for the prevention of work related injury and ill health and is appropriate to the purpose, size and context of the organisation and to the specific nature of its OH&S risks and opportunities?
b) provides a framework for setting OH&S objectives?
c) includes a commitment to fulfil legal requirements and other requirements?
d) Includes a commitment to eliminate hazards and reduce OH&S risks?
e) includes commitment to continual improvement of the OH&S management system?
f) includes a commitment to consultation and participation of workers, and , where they exist workers representative?
2) Is the OH&S policy
•available as documented information
• communicated within the organisation
• available to interested parties
• relevant and appropriate?
Evidence/Action Required
Enhanced requirements from the 2007 version: more attention to be paid to the communication and participation of workers, across the organization.
Organizations must commit to “satisfy” legal and other requirements and must apply the hierarchy of controls to OH&S risks. The policy must be available as documented information.
Update your safety policy statement to emphasise communication and the participation of workers, across the organization; commit to satisfy legal and other requirements; commit to the hierarchy of controls to OH&S risks.

Clause 5.3 Organizational roles, responsibilities and authorities

Requirements Objective evidence / Remarks
1) Does top management ensure that the responsibilities and authorities for relevant roles within the OH&S management system are assigned, available as documented information, communicated and understood at all levels within the organization?
Do workers assume responsibility for those aspects of the OH&S management system for which they have control?
Has top management assigned the responsibility and authority for:
a) ensuring that the OH&S management system conforms to the requirements of ISO 45001?
b) reporting on the performance of the OH&S management system to top management?
Evidence/Action Required
Top management can delegate tasks but not responsibility. ISO 45001 requires personal involvement from top management in the OH&S management system. A traditional organization chart is still an excellent tool for illustrating reporting lines, but it is imperative that it is kept up to date, available as documented information, as both hard and soft copies. Auditors frequently use the organization chart as a starting point for an audit because it should clearly illustrate the scope of the OH&S management system.

Clause 5.4 Consultation and participation of workers

Requirements Objective evidence / Remarks
Has your organisation established, implemented and maintained a processes for consultation and participation of workers at all applicable levels and functions, and where they exist, workers representatives, in the development, performance evaluation and actions for improvement of the OH&S system?
Does the organisation:
a. provide mechanisms, time, training and resources necessary for consultation and participation?
b. provide timely access to clear, understandable and relevant information about the OS&H management system?
c. determine and remove obstacles or barriers to participation and minimise those that cannot be removed?
d. emphasize the consultation of non-managerial workers on the following:
1. determining the needs and expectations of interested parties?
2. establishing the OH&S policy?
3. assigning organisational roles, responsibilities and authorities, as applicable?
4. determining how to fulfil legal and other requirements?
5. establish and plan to achieve OH&S objectives?
6. determining applicable controls for outsourcing, procurement and contractors?
7. determining what needs to be monitored, measured and evaluated?
8. planning, establishing, implementing and maintaining an audit programme?
9. ensuring continual improvement?
e. emphasize participation of non-managerial workers in the following:
1. determining the mechanisms for their consultation and participation?
2. identifying hazards and assessing risks and opportunities?
3. determining actions to eliminate hazards and reduce OH&S risks?
4. determining competence requirements, training needs, training and evaluating training?
5. determining what needs to be communicated and how it is to be done?
6. determining control measures and their effective implementation and use?
Evidence/Action Required
 This clause has been substantially strengthened to capture and promote worker participation, engagement and communications.
Promote the participation of non-managerial roles within the OH&S system requirements, including incident investigations, risk assessments, plus control and monitoring activities including internal auditing.
Demonstrate the participation of non-managerial employees in OH&S management, including incident investigations, risk assessments, control and monitoring activities and internal auditing.

Clause 6: PLANNING

Clause 6.1 Actions to address risks and opportunities

Clause 6.1.1 General

Requirements Objective evidence / Remarks
When planning for the OH&S management system, have you considered the issues referred to in 4.1 and the requirements referred to in 4.2 and 4.3 and determined the risks and opportunities that need to be addressed to:
a) give assurance that the OH&S management system can achieve its intended outcomes?
b) prevent, or reduce, undesired effects?
c) achieve continual improvement?
When determining the risks and opportunities for the OH&S management system and its intended outcome has the organisation taken into account:
• hazards
• OH&S risks and other risks
• OH&S opportunities and other opportunities
• Legal and other requirements?
Has your organization in its planning process determined and assessed the risks and opportunities relevant to the intended outcomes of the OH&S system associated with planned changes permanent or temporary before the change is implemented?
Does your organization maintain documented information on:
• risks and opportunities?
• the process and actions needed to determine and address its risks and opportunities to the extent necessary to have confidence that they are carried out as planned?
Evidence/Action Required
Ensure that the risks and opportunities from 4.1 are documented and that actions have been defined to take advantage of opportunities and mitigate the risks associated with the OH&S management system? Demonstrate that these actions have been effective. This information must be available as documented information.

Clause 6.1.2 Hazard identification and assessment of risks and opportunities. Hazard identification

Requirements Objective evidence / Remarks
Has the organisation established, implemented and maintained a process(s) for hazard identification that is ongoing and proactive? Do the processes take into account, but not be limited to:
a) how work is organised, social factors(including workload, work hours, victimization, harassment and bullying) leadership and the culture of the organisation?
b) routine and non-routine activities and situations, including hazards arising from:
1. infrastructure, equipment, materials, substances and the physical conditions of the workplace?
2. product and service design, research, development, testing, production, assembly, construction, service delivery, maintenance and disposal?
3. human factors?
4. how work is performed?
c) past relevant incidents, internal or external to the organisation, including emergencies, and there causes?
d) potential emergency situations?
e) people, including consideration off:
1. those with access to the workplace and their activities, including workers, contractors, visitors and other persons?
2. those in the vicinity of the workplace who can be affected by the activities of the organisation?
3. workers at a location not under the direct control of the organisation?
f) other issues, including consideration of:
1. the design of work areas, processes, installations, machinery/equipment, operating procedures and work organisation, including their adaptation to
the needs and capabilities of the workers involved?
2. situations occurring in the vicinity of the workplace caused by work-related activities under the control of the organisation?
3. Situations not controlled by the organisation and occurring in the vicinity of the workplace that can cause injury and ill health to persons in the workplace?
g) actual or proposed changes in organisation, operations, processes, activities and the OH&S management system?
Evidence/Action Required
 Ensure your organization’s hazard identification process considers:
1. Routine and non-routine activities and situations;
2. Human factors;
3. New or changed hazards;
4. Potential emergency situations;
5. People;
6. Changes in knowledge of, and information about, hazards.
In 6.1.1, there is a new requirement to identify opportunities, as well as:
1. Consideration of workers at a location not under the direct control of the organization;
2. Consideration of those in the vicinity of the workplace who can be affected by the activities of the organization;
Other issues including situations not controlled by the organization and occurring in the vicinity of the workplace that can cause ‘work-related’ injury or ill health.

Clause Assessment of OH&S risks and other risks to the OH&S management system

Requirements Objective evidence / Remarks
Has the organisation established implemented and maintained a process to:
a) assess OH&S risks from the identified hazards, while taking into account the effectiveness of existing controls?
b) determine and assess the other risks related to the establishment, implementation, operation and maintenance of the OH&S management system?
Has the organisation’s methodologies and criteria for the assessment of OH&S risks been defined with respect to the scope, nature and timing to ensure they are proactive rather than reactive and are used in a systematic way?
Does the organisation maintain and retain documented information on the methodologies and criteria?
Evidence/Action Required
Processes for the assessment of risk to the OH&S management system must be available as documented information and must consider day-to-day operations and decisions (e.g. peaks in work flow, restructuring) as well as external issues (e.g. economic change).
Methodologies can include ongoing consultation of workers affected by day-to-day activities (e.g. changes in work load), monitoring and communication of new legal requirements and other requirements (e.g. regulatory reform, revisions to collective agreements regarding occupational health and safety), and ensuring resources meet existing and changing needs (e.g. training on, or procurement of, new improved equipment or supplies).

Clause Assessment of OH&S opportunities and other opportunities for the OH&S management system

Requirements Objective evidence / Remarks
Have the organisation established, implemented and maintained processes to assess:
a) OH&S opportunities to enhance OH&S performance, while taking into account planned changes to the organisation, its policies, its processes and its activities and:
1. opportunities to adapt work, work organisation and work environment to workers?
2. Opportunities to eliminate hazards and reduce OH&S risks?
b) Other opportunities for improving the OH&S system?
Evidence/Action Required
 Legal requirements can result in risks and opportunities to the organization and may arise from mandatory requirements, applicable laws and regulations, voluntary commitments such as organizational and industry standards, contractual relationships, principles of good governance and community and ethical standards. Maintain documented information on legal, and other requirements.The needs and expectations from interested parties only become obligatory requirements for an organization if it chooses to adopt them.

Clause 6.1.3 Compliance obligations

Requirements Objective evidence / Remarks
Has the organisation established, implemented and maintained processes to:
a) determine and have access to up to date legal requirements and other requirements that are applicable to the hazards, OH&S risks and OH&S management system?
b) determine how these legal requirements and other requirements apply to the organization and what needs to be communicated?
c) take legal and other requirements into account when establishing implementing, maintaining and continually improving its OH&S management system?
Does the organisation maintain and retain information on its legal and other requirements?
How does the organisation ensure its legal requirements are up to date and reflect any changes?
Evidence/Action Required
Legal requirements can result in risks and opportunities to the organization and may arise from mandatory requirements, applicable laws and regulations, voluntary commitments such as organizational and industry standards, contractual relationships, principles of good governance and community and ethical standards. Maintain documented information on legal, and other requirements.
The needs and expectations from interested parties only become obligatory requirements for an organization if it chooses to adopt them.

Clause 6.1.4 Planning action

Requirements Objective evidence / Remarks
Does the organizations plan include:
a) Actions to address these risks and opportunities, address legal and other requirements and prepare for and respond to emergency situations?
b) How to integrate and implement the actions into its OH&S management system processes or other business processes?
Has the organization taken into account the hierarchy of controls and outputs and outputs from OH&S management system when planning to take action?
Does the organization take into account best practice, technological options and financial, operational and business requirements when planning its actions?
Evidence/Action Required
This is a new element of the standard. The essence is that it be clear how the management system addresses the risks, opportunities, compliance obligations and emergency preparedness and response measures arising from 6.1.2, 6.1.3 and 8.2.
This can take the form of control measures in the implementation section (8), or formulating objectives (including for improvement), as seen in 6.2.

Clause 6.2 Environmental objectives and planning to achieve them

Clause 6.2.1 Environmental objectives

Requirements Objective evidence / Remarks
Your organization established OH&S objectives at relevant functions, levels that are needed to maintain and continually improve the OH&S management system?
Are the OH&S objectives:
a) consistent with the OH&S policy?
b) measurable or capable of performance evaluation?
c) take into account applicable requirements, the results of the assessment of risks and opportunities and the results of consultation with worker and workers representatives?
d) monitored?
e) communicated?
f) updated as appropriate?
Do you maintain and retain documented information on the OH&S objectives?
Evidence/Action Required
Are objectives compatible with the policy statement, OH&S risks and opportunities, business context and adequately resourced? Objectives and plans to achieve them must be documented.
There should be a record of who is responsible, agreed timings, measures in place to establish progress and whether they have been achieved.

Clause 6.2.2 Planning actions to achieve environmental objectives

Requirements Objective evidence / Remarks
When planning how to achieve your OH&S objectives, has your organization determined:
a) What will be done?
b) What resources will be required?
c) Who will be responsible?
d) When it will be completed?
e) How the results will be evaluated including indicators for monitoring?
f) How the actions to achieve OH&S objectives will be integrated into the organisations business processes?
Do you maintain and retain documented information on the OH&S plans?
Evidence/Action Required
Objectives must support the policy requirements and have been considered in line with available resources. There should be detail of who is responsible, agreed timings and measures in place to establish progress and whether proposed achievements have been met.
Objectives and plans to achieve them should be maintained and retained as documented information.

Clause 7 Support

Clause 7.1 Resources

Requirements Objective evidence / Remarks
Has your organization determined and provided the resources needed for the establishment, implementation, maintenance and continual improvement of the OH&S management system? 
Evidence/Action Required
Simply put, the standard advises the organization that the resources required to achieve the stated objectives and show continual improvement must be made available.

Clause 7.2 Competence

RequirementsObjective evidence / Remarks
Has your organization:
a) determined the necessary competence of workers that affects the performance and effectiveness of the OH&S management system?
b) ensured that these workers are competent (including the ability to identify hazards)on the basis of appropriate education, training, or experience?
c) where applicable, taken actions to acquire and maintain the necessary competence, and evaluated the effectiveness of the actions taken?
d) retained appropriate documented information as evidence of competence?
Evidence/Action Required
Documented evidence of competence. Documented evidence that the effectiveness of training has been checked.

Clause 7.3 Awareness

Requirements Objective evidence / Remarks
How does the organization ensure that workers are aware of:
a) the OH&S and objectives policy?
b) their contribution to the effectiveness of the OH&S system including the benefits of improved OH&S performance?
c) the implications of not conforming to the OH&S management system requirements?
d) Incidents and the outcomes of investigations that are relevant to them?
e) Hazards, OH&S risks and actions determined that are relevant to them?
f) the ability to remove themselves from work situations that they consider present an imminent and serious danger to their life or health, as well as the arrangements for protecting them from undue consequences for doing so?
Evidence/Action Required
Are workers aware of policy requirements, hazards & risks relevant to them and their part in the OH&S performance, including results of relevant incident investigations?


Clause 7.4.1 General

Requirements Objective evidence / Remarks
How have you determined the internal and external communications relevant to the OH&S management system, including:
a) On what it will communicate?
b) when to communicate?
c) with whom to communicate:
1. Internally among the various levels and functions of the organisation?
2. Among contractors and visitors to the workplace?
3. Among other interested parties?
d) how to communicate?
How does the organisation take into account diversity (Gender, language, culture, literacy, disability) aspects when considering communication needs?
How are the views of interested parties considered in establishing communication processes?
In establishing communication processes has legal and other requirements been taken into account and that the information is consistent with other information generated from the system and reliable?
Who responds to relevant communications on its OH&S management system?
In what form is documented information retained as evidence of communications?
Evidence/Action Required
Participation and consultation are diffused through 45001, but this clause adds a requirement to consider what and why needs to be communicated and whether the communication was successful.
In ISO 45001 there must be a process to document what, when, with whom and how communication took place. Communication with contractors is also required based on 8.1.6.
Another new element is that the organization must ensure that the communicated information is reliable and is consistent with the information arising from the OH&S management system and is retained as documented information.


Requirements Objective evidence / Remarks
Has the organization ensured that:
a) Internally communicated information is relevant to the OH&S management system among various levels and functions of the organisation. Does it include changes
to the OH&S management system?
b) Workers are able to contribute to continual improvement?
Evidence/Action Required
Internally, organizations have to communicate information relevant to the OH&S management system amongst all levels and functions, including information on any change, as appropriate, and have to establish a mechanism to enable all persons performing work under the organization’s control to contribute to continual improvement.


Requirements Objective evidence / Remarks
Has the company got an external communication process?
How does external communication of OH&S information take into account legal and other requirements?
Evidence/Action Required
Externally, organizations have to communicate as required by their compliance obligations. Additionally, organizations may choose to communicate on other issues, as appropriate.


Requirements Objective evidence / Remarks


Does your organization’s OH&S management system include:
a) documented information required by ISO45001?
b) documented information determined by the organization as being necessary for the effectiveness of the OH&S management system?


When creating and updating documented information, how does your organization ensure appropriate:
a) identification and description (e.g. a title, date, author, or reference number)?
b) format (e.g. language, software version, graphics) and media (e.g. paper, electronic)?
c) review and approval for suitability and adequacy?

7.5.3 Control of documented information

1) How do you ensure documented information required by your OH&S management system and by ISO45001 is controlled to ensure:a) it is available and suitable for use, where and when it is needed?b) it is adequately protected (e.g. from loss of confidentiality, improper use, or loss of integrity)?2) For the control of documented information, how does your organization address the following activities, as applicable:a) distribution, access, retrieval and use? b) storage and preservation, including preservation of legibility?c) control of changes (e.g. version control)?d) retention and disposition? How do you ensure documented information of external origin is identified and controlled? 
Evidence/Action Required
Documented information replaces the idea of documents and records, but no significant change is needed. The new standard refers to documented information being held in different file formats and can be whatever suits the organisation and the task at hand, e.g. electronic spreadsheets, notes on smart phones, photographs, traditional log books or work instructions, online instruction videos. For many organisations, a mix of different types of documented information work well.

Clause 8. Operation

Clause 8.1 Operational planning and control.

Clause 8.1.1 General

Requirements Objective evidence / Remarks
Your organization plan, implement and control the processes (see 4.4) needed to meet the requirements of the OH&S management system and to implement the actions determined in Clause 6 by:
a) establishing criteria for the processes?
b) implementing control of the processes in accordance with the criteria?
c) maintaining and keeping documented information to the extent necessary to have confidence that processes are being carried out as planned?
d) adapting to workers?
How does your organization coordinate the relevant parts of OH&S management system with other organisations in multi-employer situations?
How does your organization ensure that outsourced processes are controlled (see 8.4)?
Evidence/Action Required
Have controls for hazards and risk controls been planned and included in operational controls and do these allow for capabilities of the workforce? Are these documented where necessary?Processes needed to meet requirements of the organisation need to be planned, implemented and controlled, as do the actions identified in Clause 6. Requirements relate to the management of change, elimination of hazards and reduction of occupational health and safety risks (hierarchy of control) and the control of procurement.

Clause 8.1.2 Eliminating hazards and reducing OH&S risks

Requirements Objective evidence / Remarks
Has the organisation established, implemented and maintained processes for the elimination of hazards and reduction of OH&S risks using the following hierarchy of controls:
a) eliminate the hazard?
b) substitute with less hazardous process, operations,
materials or equipment?
c) use engineering controls and reorganisation of work?
d) use administration controls, including training?
e) use adequate personal protective equipment?
Evidence/Action Required
Is the hierarchy of OH&S controls correctly applied? Organization shall establish a process & determine controls for achieving reduction in OH&S risks using following hierarchy:
1. Hazard Elimination: avoiding risks, adapting work to workers, (integrate health safety and ergonomics when planning new work places; create physical separation of traffic between pedestrians and vehicles
2. Substitution: replacing the dangerous by non-dangerous or less dangerous (replacing solvent-based paint with water-based paint)
3. Engineering Controls: Implement collective protective measures (isolation; machine guarding; ventilation; noise reduction etc.)
4. Administrative Controls: Giving appropriate instructions to workers (lock out processes; induction; forklift driving licenses, etc.)
Personal Protective Equipment (PPE): Provide PPE and instructions for PPE utilization/maintenance, i.e. safety shoes, safety glasses, hearing protection, chemical & liquid resistant gloves; electrical protection gloves, etc.)

Clause 8.1.3 Management of change

Requirements Objective evidence / Remarks
Has the organization established processes for the implementation and control of planned temporary and permanent changes that impact performance including:
a) new products, services and processes, or changes to existing products, services and processes, including:
• workplace locations and surroundings?
• working organisation?
• working conditions?
• Equipment?
• work force?
b) changes to legal requirements and other requirements?
c) changes to knowledge or information about hazards and OH&S risks?
d) developments in Knowledge and technology?
Does the organisation review the consequences of unintended changes, taking action to mitigate any adverse effects, as necessary?
Evidence/Action Required
When changes to the operation are planned, is the effect on the OH&S management system considered? Documented information needs to be retained relating to planned changes and their potential impact on the OH&S management system.

Clause 8.1.4 Procurement

Clause General

Requirements Objective evidence / Remarks
Has the organisation established, implemented and maintained processes to control the procurement of products and services in order to ensure their conformity to its OH&S management system? 
Evidence/Action Required
OH&S controls are now relevant to the purchase of goods and materials. Establish controls, within your existing procurement process, to ensure that the procurement of goods (for example products, hazardous materials or substances, raw materials, equipment) and services conform to your OH&S management system requirements.
Prior to procuring goods & services, the organization should identify procurement controls that:
1. Identify and evaluate potential OH&S risks associated with products, materials, equipment, service;
2. Requirements for products, materials, equipment, services to conform to OH&S objectives;
3. Need for information, participation and communications
4. Before using verify equipment, installations and materials are adequate before being released for use by workers;
5. Items are delivered to specification and tested to ensure they function as intended;
Usage requirements, precautions or other protective measures are communicated and made available.

Clause Contractors

Requirements Objective evidence / Remarks
Does the organization coordinate its procurement processes with its contractors, in order to identify hazards and assess and control the OH&S risks arising from:
a) the contractors’ activities and operations that impact the organization?
b) the organization’s activities and operations that impact the contractors workers?
c) the contractors’ activities and operations that impact other interested parties in the workplace?
How does the organization ensure that the requirements of its OH&S management system are met by contractors and their workers?
Do the organizations procurement processes define and apply occupational health and safety criteria for the selection of contractors?
Evidence/Action Required
Controls and communication requirements with regard to contractor’s worker activities, the host company’s worker activities, and anyone who may be affected by the activity in the workplace.
The establishment of controls and communication requirements with regard to contractor’s worker activities, the host company’s worker activities, and anyone who may be affected by the activity in the workplace.

Clause Outsourcing

Requirements Objective evidence / Remarks
How does the organization ensure outsourced functions and processes are controlled?
Does the organization ensure that its outsourcing arrangements are consistent with legal requirements and other requirements and with achieving the intended outcomes of the OH&S management system?
Has the type and degree of control to be applied to these functions and processes been defined within the OH&S management system?
Evidence/Action Required
The OH&S implications must be controlled as part of the purchasing process. Your organization must ensure that outsourced processes affecting OH&S management system are controlled.
An outsourced process is one that:
1. Is within scope of your OH&S management system;
2. Is integral to your organization’s functioning;
3. Is needed for your OH&S management system to achieve its intended outcome;
4. Liability for conforming to requirements is retained by the organization;
Organization and external provider have a relationship where the process is perceived by interested parties as being carried out by your organization.

Clause 8.2 Emergency preparedness and response.

Requirements Objective evidence / Remarks
Has the organization established , implemented and maintained the processes needed to prepare for and respond to potential emergency situations identified in and do they include:
a) establishing a planned response to emergency situations including provision of first aid?
b) providing training for the planned response?
c) periodically testing and exercising the planned response capability?
d) evaluating performance and as necessary, revising the planned response, including after testing and in particular after the occurrence of an emergency situation?
e) communicating and providing relevant information to all workers on their duties and responsibilities?
f) communicating relevant information to contractors, visitors, emergency response services, government authorities, and as appropriate local community?
g) taking into account the needs and capabilities of all relevant interested parties and ensuring their involvement, as appropriate, in the development of the planned response?
Has the organization maintained documented information on the process and on the plans for responding to potential emergency situations?
Evidence/Action Required
The revised standard strengthens and expands on the previous requirements and also includes communications. Ensure that emergency plans take the needs of relevant third parties into account and are tested periodically and are maintained and retained as documented information. Emergency drills should be evaluated, learned from and improved.

Clause 9 Performance evaluation.

Clause 9.1 Monitoring, measurement, analysis and evaluation

Clause 9.1.1 General Clause

Requirements Objective evidence / Remarks
The organization shall establish, implement and maintain processes for monitoring, measurement analysis and performance evaluation. How does your organization determine:
a) What needs to be monitored and measured:
1. the extent to which legal requirements and other requirements are met?
2. its activities and operations related to identified hazards, risks, and opportunities?
3. progress towards achieving OH&S objective?
4. effectiveness of operational and other controls?
b) the methods for monitoring, measurement, analysis and performance evaluation needed to ensure valid results?
c) the criteria against which the organization will evaluate its OH&S performance?
d) when the monitoring and measuring shall be performed?
e) when the results from monitoring and measurement shall be analyzed and evaluated and communicated?
How does your organization evaluate the performance and the effectiveness of the OH&S management system?
How does the organization ensure that monitoring and measuring equipment is calibrated or verified as applicable, and used and maintained as appropriate?
In what form does your organization retain appropriate documented information as evidence of the monitoring, measurement, analysis and performance evaluation and maintenance, calibration or verification of measuring equipment?
Evidence/Action Required
Demonstrate that there is a process in place. Monitoring, measurement, analysis and evaluation of OH&S metrics must take into account business context, relevant third parties, policy risks, opportunities and objectives. Ensure that performance monitoring and measurement results are retained as documented information.

9.1.2 Evaluation of compliance

Requirements Objective evidence / Remarks
How does your organization establish implement and maintain processes for evaluating compliance with legal and other requirements?
Does the evaluation include:
a) determining the frequency and method(s) for the evaluation of compliance?
b) evaluate compliance and take action if needed?
c) maintaining knowledge and understanding of its compliance status with legal requirements and other requirements?
d) retaining documented information of the compliance evaluation results?
Evidence/Action Required
he standard recognizes that evaluation requirements will vary from organization to organization based on factors such as size, compliance obligations, sector worked in, past history and performance, and so on, but suggests that regular evaluation is always required. If the result of a compliance evaluation reveals that a legal requirement is unfulfilled, the organization needs to assess what action is appropriate, possibly up to contacting a regulatory body and agreeing on a course of action for repair.This agreement will now see this obligation become a legal requirement. Where a non-compliance is identified by the OH&SManagement Systemand corrected, it does not automatically become a non-conformity.

Clause 9.2 Internal Audit

Requirements Objective evidence / Remarks


Does your organization conduct internal audits at planned intervals to provide information on whether the OH&S management system:
a) Conforms to:
1. the organization’s own requirements for its OH&S management system, including policy and objectives?
2. the requirements of this International Standard?
b) Is effectively implemented and maintained?

 9.2.2 Internal audit program

Does your organization:
a) plan, establish, implement and maintain an audit programme(s) including the frequency, methods, responsibilities, planning requirements and reporting,
which shall take into consideration the importance of the processes concerned, and the results of previous audits?
b) define the audit criteria and scope for each audit?
c) select auditors and conduct audits to ensure objectivity and the impartiality of the audit process?
d) ensure that the results of the audits are reported to relevant management; ensure results of internal audits are reported to workers and where they exist, workers representatives, and other relevant interested parties?
e) take action to address nonconformity and continually improve its OH&S audit programme and the audit results?
f) retain documented information as evidence of the implementation of the audit programme and the audit results?
Evidence/Action Required
An internal audit is a systematic method to check organizational processes and requirements, as well as those detailed in the ISO 45001 standard. This will ensure the processes in place are
effective and the procedures are being adhered to. The internal audit programme will aid the organization to achieve the OH&S objectives and targets. It helps:
• Monitor compliance to policy and objectives
• Provide evidence that all necessary checks are carried out
• Ensure all current legislative and other requirements are met
• Assess the effectiveness of risk management
• Worker engagement leading to a positive safety culture
• Identify improvement using ‘fresh eyes’ to review a process
• Aid continual improvement
Internal audits must be conducted by competent staff with a degree of impartiality to the area being audited. A risk-based approach can be applied to areas being audited with an increased focus on higher risk activities. Internal audits must be planned with an expectation of each process being audited in regular intervals. In addition to planned audits, unplanned audits may be conducted in reaction to problematic areas, near miss reports or incident data with focus on accident prevention. It is beneficial to communicate audit results to applicable interested parties including workers and set realistic completion timescales for identified ‘opportunities for improvement’ or ‘nonconformities’. Top Management must be aware of deficiencies within the system to ensure necessary resources can be allocated to mitigate the findings. Audit results will be reviewed as part of the management review process.

Clause 9.3 Management Review

Requirements Objective evidence / Remarks
ISO 45001 requires “Top management shall review the organization’s OH&S management system, at planned intervals, to ensure its continuing suitability, adequacy, effectiveness”. What format does this review(s) take?
Is your organizations management review planned and carried out taking into consideration:
a) The status of actions from previous management reviews?
b) Changes in external and internal issues that are relevant to the OH&S management system including:
1. Needs and expectations of interested parties?
2. Legal requirements and other requirements?
3. Risks and opportunities?
c) The extent to which OH&S policy and objectives have been met?
d) Information on the OH&S performance, including
1. Incidents nonconformities and corrective actions and continual improvement?
2. Monitoring and measurement results?
3. Results of evaluation of compliance with legal requirements other requirements?
4. Audit results?
5. Consultation and participation of workers?
6. Risks and opportunities?
e) Adequacy of resources for maintaining an effective OH&S system?
f) Relevant communication with interested parties?
g) Opportunities for continual improvement?
Do the outputs of the management review include decisions and actions related to:
•The continuing suitability, adequacy, and effectiveness in achieving the intended outcomes?
•Continual improvement opportunities?
•Any need for changes to the OH&S management system?
•Resource needs?
•Actions needed?
•Opportunities to improve integration of the OH&S system with other business processes?
•Any implications for the strategic direction of the organisation?
How are the relevant outputs from management review communicated to workers and where they exist workers representatives?
In what form does your organization retain documented information as evidence of the results of management reviews?
Evidence/Action Required
It should be noted that, contrary to popular belief, the management review does not have tobe done all at once; it can be a series of high-level or board meetings with topics tackled individually, although it should be ona strategic and top management level. Complaints from interested parties should be reviewed by top management,with resultant improvement opportunities identified. It should be remembered that the management review generally is the one function that must be carried out accurately and diligently to ensure that the function of the OH&SManagement Systemand all resulting elementscan follow suit. It goes without saying that all details and data from the management review must be documented and recorded to ensure that the OH&SManagement Systemcan follow the specific requirements and general strategic direction for the organization detailed there.

Clause 10 Improvement

Clause 10.1 General

Requirements Objective evidence / Remarks
How do you determine and select opportunities for improvement and implement any necessary actions to achieve intended outcomes of your OH&S management system? 
Evidence/Action Required
Outputs from management reviews, internal audits, and compliance and performance evaluationsshould all be used to form the basis for improvement actions. Improvementexamples could include corrective action, reorganization, innovation, and continual improvement programs.

Clause 10.2 Incident, Nonconformity and corrective Action

Requirements Objective evidence / Remarks
When an incident or nonconformity occurs, how does your organization:
a) React in a timely manner to the incident or nonconformity and, as applicable:
1) Take action to control and correct it?
2) Deal with the consequences?
b) Evaluate, with the participation of workers and the involvement of other relevant interested parties, the need for corrective action to eliminate the root cause(s)
of the incident or nonconformity, in order that it does not recur or occur elsewhere, by:
1) investigating the incident or reviewing the nonconformity?
2) determining the causes of the incident or nonconformity?
3) determining if similar incidents have occurred, if nonconformities exist, or if could potentially occur?
c) review existing assessments of OH&S risks and other risks, as appropriate?
d) determine and implement any action needed, including corrective action, in accordance with the hierarchy of controls and the management of change?
e) assess OH&S risks and that relate to new or changed hazards, prior to taking action?
f) review the effectiveness of any action taken, including corrective action?
g) make changes to the OH&S management system, if necessary?
Does your organization take corrective actions appropriate to the effects or potential effects of the incidents or nonconformities encountered?
In what form does your organization retain documented information evidence of:
a) the nature of the incidents or nonconformities and any subsequent actions taken?
b) the results of any action and corrective action including their effectiveness?
How is this information communicated to relevant workers and, where applicable, workers representatives, and other interested parties?
Evidence/Action Required
This clause states the requirements for the occurrence of an incident or non-conformity. The requirements also include action to prevent a similar incidents or non-conformities occurring. This must be achieved via review and analysis to determine what caused it, and any actions to prevent it re-occurring in the future.
This clause requires that appropriate action be taken to address the effects of the problem. This may require a simple correction by an Operative or, in a major event, significant levels of resources.
A risk analysis can help to determine the appropriate actions that need to be taken. Any ongoing risks should be recorded in your risk register and taken into account during future planning activities.
Any non-conformities and subsequent actions to prevent the reoccurrence and the effectiveness of the corrective action(s), should be duly documented and retained.

Clause 10.3 Continual improvement

Requirements Objective evidence / Remarks
How does your organization continually improve the suitability, adequacy and effectiveness of the OH&S management system?
How does your organization:
a) enhance OH&S performance?
b) promote a culture that supports the OH&S management system?
c) promote the participation of workers in implementing actions for continual improvement of the OH&S management system?
d) communicating the results of continual improvement workers and if appropriate workers representatives?
e) maintain and retain documented information as evidence of continual improvement?
Evidence/Action Required
 Demonstrate that continual improvement is planned, implemented and maintained. The required and actual outcomes of continual improvement should be communicated to employees. This clause aims to ensure progress is being made to improve the effectiveness of the OH&S management system. Overall, it is important that the processes have identified any issues and that they have been documented and are in the process of being rectified.

Employee HSE Recognition and Reward Procedure

1.    Purpose:

To provide opportunities to recognize and reward Employees for their contribution, commitment, towards Health, Safety and Environment.

2.    Scope:

This procedure encompasses all XXX’s staff, workers and contract workers.

3.    Definitions:

  • Incident

Occurrence arising out of, or in the course of, work that could or does result in injury and ill health

  • Near miss / dangerous occurrence

An incident where no injury, ill health or death occurred, but there is potentiality to occur the accident or ill health in case of not tacking corrective action, (i.e. unnecessary moving of vehicles and equipment in the work space and there is no safety measures applied, unsafe materials handling, improper lifting system & etc.)   

  • Awards

In the context of this Procedure, Awards are defined as formal recognition of achievements by Employees. It typically involves a planned event or presentation where Employees are recognized by the XXX for their HSE achievements.

4.    Process:

A safety award scheme will be implemented to recognize employees who contribute above their normal duties as an employee in keeping the site, themselves and other personnel safe from injury or ill health. Categories of safety award and recognition may include the following:

  • Safety leadership – anyone who shows leadership or takes the initiative to ensure the safety of themselves or others Safety initiatives/improvements/suggestions
  • Near miss reporting
  • Towards enhancing HSE culture and improving human behavior XXX shall initiate campaigns e.g. Work-At-Height, Hand Safety, Beat the Heat etc. throughout the year to raised awareness among workforce.
  • Campaign plan and safety award program will be aligned to the organization’s strategic vision and planning.
  • To acknowledge the contributions that employees make in fostering a culture of health and safety in the workplace a quarterly recognition award will be held on site.
  • All essential criteria shall be met in order to be eligible for an award which include the following
  • Demonstrated commitment to health and safety in the workplace. Commitment goes beyond the requirements of the employee(s) role, it is proactive and preventative. Works towards continuous improvement of health and safety in the workplace. For example activities/actions taken to prevent injuries or illnesses, prevention of unsafe conditions or practices. Promote a work and service environment that is respectful, collegial and supportive

4.1 Formal recognition – Excellence Awards

Formal recognition of Employees’ contribution, commitment, and service is provided through a variety of Excellence Awards, usually presented at a formal event.  Excellence Awards normally consist of a financial grant and a certificate. Excellence Award categories are provided in the Employee Excellence Awards Schedule.

4.2 Application, assessment and approval process

4.2.1 Application

All Employees are eligible to apply for any Excellence Award. Each Excellence Award will be given to the applicant who best meets the selection criteria for each Excellence Award as outlined in the relevant guidelines.

4.2.2 Individual Evaluation Criteria- Annual Awards

Best HSE PerformanceWeight
Participation in HSE Activities30%
 Percentage of HSE observation raised15%
HSE knowledge and skills15%
 Familiar with his HSE roles and responsibilities15%
HSE initiatives and suggestions15%
Participation / conducting related HSE training and toolbox talk10%
Best HSE RepresentativeWeight
HSE Knowledge and skills30%
 Commitment and close-out of actions and tasks in timely manner30%
Communication and consultation20%
Participation in HSE Activities10%
 Participation and conducting related HSE training and toolbox talk10%
Best Fire Warden WeightWeight
HSE Knowledge and skills30%
Commitment to demonstrate his role & responsibility30%
Communication and consultation20%
 Participation in fire inspection/ drill/ training20%
Best HSE SuggestionWeight
Innovative suggestion50%
Scope of the suggestion (organization level, department, area, etc.)20%
Resulting improvement from implementing the suggestion30%
Best HSE AuditorWeight
HSE Knowledge and skills30%
 Communication skills / Timely submission of Audit report15%
 Conduct audit as per Audit Schedule ( in timely manner)15%
 Commitment and close-out of actions and tasks in timely manner20%
Provide support toward closing out the audit findings10%
 Number of Audits Performed10%
Total100 Assessment

All applications will be reviewed by an appropriately constituted assessment panel.

Panels will normally consist of a minimum of three members and will contain an appropriate gender mix.  Any panel member who supervises, has nominated, or acts as a referee for, a candidate for the Excellence Award must declare their Conflict of Interest and not participate in deliberation or voting in relation to that nominee. The assessment panel will evaluate the merits of all Excellence Award nominations against the relevant selection criteria and provide a recommendation to the Health and Safety in charge for approval.

5.    Related Documents/FORMS:

HSE Recognition Certificate

Example of HSE Plan

1 Purpose

This HSE plan is applicable to XXX in connection with the Project ABCDEFGHIJKLMNOPQRSTUVWXYZ” at TUVWXYZ. All the activities related to occupational health and safety and environmental activities conducted will be carried out in accordance with the requirements of this HSE Plan (HSE Plan). This HSE plan shall demonstrate how the project’s HSE requirements shall be managed throughout the project and once the project is awarded this shall be detailed in accordance with the project requirements and HSE requirements. The purpose of this document is not to substitute the Contractual HSE requirements, but to provide clear guidelines to members of the Project Management Team on the HSE criteria to be applied during the Project cycle.

2 Scope

This HSE plan is applicable for all the works of XXX within the scope of tender. This HSE plan outlines the main aspects of Health, Safety and Environmental elements to be adopted by Main Contractor i.e. XXX for all works, as applicable to the scope of work of the project to ensure compliance to contract documents and ISO standards related to HSE (ISO 45001:2018 and ISO 14001:2015).

2.1 Brief Scope of Works

2.2 Brief Details about this project

ABC Sponsor Departmentxxx
Project Number
Contractor DetailsXXX . Phone : Fax : 8       Email :
Site LocationTUVWXYZ
Contract Holder 
ABC Representative 
Contractor Project Manager & Coordinator 
Contractor Safety Representative 
Contract Scope DescriptionCivil Maintenance Works

Introduction to HSE Plan

This HSE Plan of XXX describes the Health, Safety and Environmental systems established in accordance with the Contract requirement ISO 45001:2018 and ISO 14001:2015 standard. This HSE Plan is intended for the company’s employees, for the needs of audits performed by the customer or a third party and for the presentation of company’s Health, Safety and Environmental requirements. This HSE Plan is aimed at the continuous improvement of company’s effectiveness, satisfaction of its employees, customers and other interested parties. The organizational controls include management of health and safety as well as environment. This HSE Plan is valid in XXX and it is binding for all employees of the company. This HSE Plan describes briefly the operation method of Health, Safety and Environmental Management System.

Normative References

This HSE Plan is prepared based on the guidance taken from the following reference documents.

  • ISO 45001:2018 – Occupational Health & Safety Management Systems – Requirements
  • ISO 14001:2015 – Environmental Management Systems – Requirements
  • ABC HSE Regulations – ABC –Reg-S-001

3 Terms and Definition

For the purpose of this document, the following terms and definitions apply:

3.1 Acceptable Risk
Risk that has been reduced to a level that can be tolerated by the organization having regard to its legal obligations and its own

3.2 Audit
Systematic, Independent, Documented Process for obtaining audit evidence and evaluating it objectively to determine the extent to which the audit criteria are fulfilled

3.3 Continual Improvement
Recurring activities to increase the ability to fulfill the requirements

3.4 Corrective Action
Action to eliminate the cause of a detected nonconformity or other undesirable situation Document: Information and its supporting medium

3.5 Hazard
Source, situation or act with a potential for harm in terms of human injury or ill health, or a combination of these

3.6 Hazard identification
Process of recognizing that a hazard exists and defining its characteristics

3.7 Injury and III Health
Identifiable, adverse physical or mental condition arising from and/or made worse by a work activity and/or work-related situation

3.8 Incident
Work related event(s) in which an injury or ill health (regardless of severity) or fatality occurred, or could have occurred. An incident where injury and ill health occurs is sometimes referred to as an “accident”. An incident where no injury and ill health occurs, but has the potential to do so, may be referred to as a “near-miss”, “near-hit” or “close call”.

3.9 Interested party
Person or group, inside or outside the workplace, concerned with or affected by the H&S performance of an organization

3.10 Non-Conformity: non-fulfillment of set requirement
Health and Safety (H&S): conditions and factors that affect, or could affect the health and safety of employees or other workers, visitors and other person in the workplace

3.11 H&S Management System
Part of an organization’s management system used to develop and implement its OH&S policy and manage its OH&S risk

3.12 H&S Objective
H&S goal, in terms of H&S performance, that an organization sets itself to be achieve

3.13 H&S Performance
Measurable performance related to the effectiveness of the prevention of injury and ill health to workers and the provision of safe and healthy workplaces

3.14 H&S Policy
Policy to prevent work-related injury and ill health to workers and to provide safe and healthy workplaces.

3.15 Organization
Company, Corporation, firm enterprise, authority or institution, or part or combination thereof, whether incorporated or not, public or private, that has its own function and administration

3.16 Risk
Combination of the likelihood of an occurrence of a hazardous event or exposure (s) and the severity of injury or ill health that can be caused by the event or exposure

3.17 Risk assessment
Process of evaluating the risk(s) arising from a hazard(s), taking into account the adequacy of any existing controls, and deciding whether the risk(s) is acceptable Workplace: any physical location in which work related activities are performed under the control of the organization

3.18 Audit
Systematic, independent and documented process for obtaining audit evidence and evaluating it objectively to determine the extent to which the audit criteria are fulfilled

3.19 Interested Party
Stakeholder, person or organization that can affect, be affected by, or perceive it to be affected by a decision or activity

3.20 Outsource
Make an arrangement where an external organization performs part of XXX’s function

3.21 Participation
Involvement in decision making

3.22 Worker
Person performing work or work-related activities that are under the control of XXX.

3.23 Consultation
Seeking view before making a decision

3.24 Sub-Contractor
External organization providing services to XXX in accordance with agreed specifications, terms and conditions.

3.25 Legal requirements and other requirements
Legal requirements that XXX has to comply with and client requirements.

3.26 Cross Functional Team
Cross Functional Team comprising of PM & Project Management Team.

3.27 Client Satisfaction
Client’s Opinion or perception of the degree to which a transaction has met the Client’s need and expectation.

3.28 Fires and Explosions
All fires that necessitate the use of a fire extinguisher or other extinguishing means, including fires with no visible flames and all flammable explosions or over pressure explosions, irrespective of the extent of escalation or spread

3.29 First Aid Case (FAC)
Any one-time treatment and subsequent observation of minor scratches, cuts, burns, etc., which do not normally require medical care by a physician. Such treatment is considered first aid, even if provided by a physician or registered medical personnel.

3.30 Lost Time Injury (LTI)
An injury (other than fatal), which renders the injured person unable to perform his duties/attend his duties either fully or partially on any day after the day on which the injury was received. (Note: If in a single incident, 3 people sustain Lost Time Injuries, then it is accounted for corporate reporting purpose as 3 LTI’s).

3.31 Lost Workdays (man-days)
The total number of calendar days on which the injured person was unable to work as a result of a lost time injury (LTI). In the case of a fatality, no lost workdays are recorded.

3.32 Medical Treatment Case (MTC)
An injury that involves neither Lost Workdays nor Restricted Workdays but in which the injured person requires medical treatment / is under medical attention, for some period of time by a qualified medical professional and return to his normal duties on the same day or next day.

3.33 Near Miss
An event that had potentiality to cause illness, injury or damage to assets, environment or company reputation, but did not. Its actual severity rating is ‘0’ but can have any potential severity rating except ‘0’

3.34 Non- Accident Death
Any case of death of a person either when there is no identifiable incident or trauma involved, or result of an apparent suicide.

3.35 Restricted Work Case (RWC):
Duties and which results in a work assignment on any day after the day the incident occurred that does not include all the normal duties of the person’s regular job.

3.36 Requirement
Need or expectation that is stated, generally implied or obligatory

4 Context for health, safety and environment for Project

4.1 Internal and external issues of XXX

XXX shall identify a team under the General Manager to determine the internal and external issues that are relevant to the purpose and strategic direction and that can affect its ability to achieve the intended results of its Health, safety and environmental requirements of the project. For this, XXX shall understand the core services and scope of its Health, safety and environmental management system related to the project and identify the “External” and “Internal” issues with the methods and responsible persons for monitoring and maintaining them.

4.2 Needs and expectations of workers and other interested parties

Needs and expectations of workers, XXX, Sub contractors, ABC and other interested parties are of key concern XXX and have ensured through regular meeting with relevant Process Owners to clearly understand who they are and how they can affect the organizational ability to consistently perform. For this, XXX has determined who are the relevant the workers and other interested parties, their requirements related to H&S and are monitored and reviewed during every management review meeting. Needs and expectations of the interested parties are updated regularly so that they are clearly understood and met. Where applicable to be added as legal and other requirements the respective process owners shall inform the management and update it.

4.3 Scope of the H&S management system

XXX has defined its scope for H&S in section 1 of this HSE Plan. Scope has been defined based on external and internal issues specified in clause 4.1 of this HSE Plan. The requirements of all interested parties including customers, suppliers, subcontractors, Government and regulatory bodies, certification bodies, technical communities, planned or performed work-related activities, authority and ability to exercise control and influence, Etc. have been taken into consideration while defining the scope of XXX.

4.4 HSE management system

XXX shall establish, implement, maintain and continually improve the HSE management system, including the procedures, work instructions needed and their interactions, in accordance with the requirements of this HSE Plan.

5 Leadership and worker participation

5.1 Top Management commitment

Top management of XXX demonstrates its leadership and commitment for HSE by:

  • Taking accountability for the effectiveness of health, safety and environment management system.
  • Taking overall responsibility and accountability for the prevention of work-related injury and ill health.
  • Ensuring that the HSE policies and objectives are established and are compatible with the context and strategic direction of XXX.
  • Promoting the use of the process approach and risk based thinking.
  • Ensuring that the resources needed for health, safety and environment system requirements are met.
  • Communicating the importance of effective health, safety and environment.
  • Ensuring health, safety and environment system achieves its intended results.
  • Engaging, directing and supporting persons to contribute to the effectiveness of health, safety and environment.
  • Supporting other relevant management roles to demonstrate their leadership as it applies to their areas of responsibility.
  • Provide safe and healthy workplaces and activities.
  • Developing, leading and promoting a culture in the company that supports the intended outcomes of health, safety and environment system.
  • Protecting workers from reprisals when reporting incidents, hazard, risks and opportunities.
  • Ensuring the establishment and implementation of process for workers consultation and participation.
  • Supporting the establishment and functioning of health and safety committees

5.1.1 Management Representatives

XXX’S senior management shall, if warranted due to company workforce size, designate one or more representatives of management who, irrespective of other responsibilities, shall have defined roles, responsibilities and authority for ensuring that this HSEMS is established, maintained and reviewed to support:

  • Effective processes to identify and eliminate or control work-related hazards and risks;
  • Reporting on the performance of the HSEMS to senior management, employees, and employee representatives (if present) as appropriate for review and as the basis for improvement.


Employee participation is an essential aspect of the HSEMS. XXX shall provide employees and employee representatives, if warranted due to company workforce size, with time and resources to participate effectively in the development of the Health, Safety, and Environment policy and in the process of HSEMS planning, implementation, training, evaluation, and corrective action; and encourage employee participation by providing mechanisms that:

  • Support employee participation, such as identifying and removing barriers to participation;
  • Establish workplace health and safety committees or employee representatives where required by legislation and, where applicable, collective agreements or other requirements; and
  • Ensure that employees and employee representatives are trained in and consulted on, all aspects of HSEMS associated with their work.

5.2 HSE Policy of XXX

Top management shall establish, implement and maintain policies regarding health and safety and environment which

  • Are appropriate to the purpose and context of the organization including the nature, scale, and environmental impacts of its activities, products and services.
  • Provides a framework for setting health & safety and environment objectives.
  • Includes a commitment to satisfy applicable requirements.
  • Includes a commitment to continual improvement of health & safety and environmental management systems.
  • Established policies shall be made available and maintained, they shall be communicated understood and applied within XXX. They shall be made available to relevant interested parties as appropriate.
  • Meeting and exceed our client’s requirements the first time and every time
  • Preventing injury and ill health to all those who have access to our workplace by effectively controlling hazards and risk posed by our activities and operations
  • Protecting environment and prevent pollution that may cause any adverse impact to the environment
  • Complying with all applicable requirements, statutory or regulatory related to the scope of work The HSE Policy shall be signed by the General Manager or equivalent senior managers declaring safety shall be the number one priority.
  • The HSE Policy shall be displayed in all key areas such as Site Offices, Workshop, Canteens, Notice Boards, etc. to gain maximum visibility to personnel. The Policy will be available in English as a minimum and translated into other relevant languages where necessary.

XXX continually review the suitability of the HSE Policy and improve the effectiveness of Management Systems (HSE) in accordance with the requirements of ISO 45001:2018 and ISO 14001:2015.

5.3 Organizational roles, responsibilities and authorities

Top management shall ensure that the responsibilities and authorities for relevant roles are assigned, communicated and understood within XXX. While assigning the responsibilities and authorities the following shall be considered:

  • Conformity to ISO 45001:2018, ISO 14001:2015 and other relevant international standards.
  • Processes are delivering their intended outputs.
  • Reporting on the performance of HSE management system and on opportunities for improvement.
  • Emphasis on customer focus for improving safety.

XXX’s maintained documented information for roles, responsibilities. Workers at each level of the company are made responsible for those aspects of the HSE management system over which they have control as per their job description.

1. General Manager

The General Manager has the overall responsibility to ensure the Health, Safety and welfare of all employees and non-employees who may be affected from the works being carried out. In particular:

  • Ensure the safety and welfare of the workforce via the provision of suitable and sufficient environment, plant, equipment and resources to carry out the works
  • Coordinate for effective control & execution of projects with all Heads of Departments for their functional backup and ensure that company’s policies & objectives are achieved
  • Promote HSE within the company and ensure at all time the safety system procedures are followed and continue improvement until effectiveness of the HSE Management System is achieved
  • Implement KPI’s and Monitor progress of Health and Safety Objectives and Targets
  • Carry out regular inspections of the construction areas

2. Project Manager

The Project Manager is responsible to the General Manager and safety responsibilities include;

  • Ensure safety rules, regulations and standards as per the safety plan and Client requirements are implemented at all times
  • Ensure that employees are suitably trained prior to commencing work
  • Participate in accident investigation and reporting and ensure that the necessary corrective actions are taken
  • Deploy sufficient resources in line with work requirements
  • Ensure suitable and sufficient tools and equipment is provided
  • Make regular inspections of the construction area
  • Monitor activities of all engineers and supervisors to ensure safety procedures and standards are being followed at all times
  • Cooperate with the Project Safety team and implement any additional safety requirements identified

3. Supervisors

  • The Supervisor are responsible for all activities on his job including the prime responsibility for HSE.
  • HSE rules, regulations and standards noted in this program, and the laws and regulations of various statutory bodies are complied with and enforced.
  • It is his to responsibility to ensure safe working conditions for his workmen.
  • To give the adequate training and instructions to the employees.
  • Safety inspection of job and equipment as required are carried out.
  • Reporting of accidents / incidents and near misses to the project safety engineer/officer & to the HSE Manager
  • Accidents receive prompt investigation and reporting and that the necessary corrective action is taken.
  • Monthly HSE meetings are instituted.
  • Work in close co-operation with the HSE Officer to eliminate and correct all practices and Conditions that are deemed to be unsafe.
  • Delegate safe work procedure that will ensure safe Operation.
  • Ensure that assigned tools and equipment are in sound condition and fit for purpose.
  • Inspect Work area to implement a safe system of work.
  • Observe activities of employees to evaluate they are following correct procedure.
  • Accompany HSE Representative on site audits.

4. HSE Supervisor/Officer

The HSE Supervisor/Officer shall be responsible for the inspection and monitoring of the project site, workers accommodation and the project office to ensure Safe System of Works are maintained and all health and safety requirements to specific tasks or situations are adhered to.

  • They shall be present on site during all working hours each day.
  • Shall diligently identify all unsafe practices or non-conformity and unsafe work conditions through Risk Assessments and take immediate corrective measures in coordination with line supervisors. Liaise with the construction team in the event of an unlikely major oversight or non-conformance that will lead to immediate Work stoppage and subsequently make the necessary reports and follow up. Shall carry out daily and routine inspection of safety provisions of the ongoing site activities (excavations, scaffoldings, plant & equipment, Lifting & rigging gear, Fire extinguishers, Electrical connections, etc.) prior to start of each working day.
  • Ensure that daily toolbox talks are carried out and pre task briefing done prior to commencement of work crew activities at the site. Ensure compliance of all operatives of the required PPE. Designing appropriate escape, assembly areas and methods to implement the Emergency Response
  • Plan.
  • Specify and determine appropriate Personal Protective Equipment.(PPE)
  • Perform safety audits and inspections focusing on corrective action closure.
  • Advise Supervisors on safe work practices.
  • Traffic control and management
  • Performing risk assessments focusing on site hazard identification. Inspecting and evaluating hazardous work areas for issuance of work permits (Hot work, Confined space, Excavations, Work at Heights etc.) Implementing the scaffolding permit program by inspecting and properly making scaffolds prior to their use. Implementing the Lockout /Tag out program to ensure that electrical, pressure and hazardous material lines are properly isolated and cannot be activated during the installation or repair process.
  • Implementing an inspection program for safety related equipment.
  • Note: All HSE Staff are only permitted to carry out HSE related work.

5. Employees

  • To observe and comply with all the safety rules, regulations and standards as per Qatar Law and the safety plan and Client requirements so to protect themselves and their fellow workmen.
  • To maintain and properly utilize all personal protective equipment (PPE) provided by the company.
  • To seek appropriate first aid treatment for all injuries.
  • To report all incident or accidents to their supervisor immediately. To seek advice from their supervisor:
    • When an unusual situation develops which might be appear dangerous to them.
    • When they do not understand the instructions;
    • When they do not know how to do the job.
  • To maintain good housekeeping in their work sites
  • To proper use of tools and equipment.
  • To render their full co-operation and assistance in the event of an emergency.
  • To avoid anything that may injure themselves or their fellow workmen

6. Subcontractors

  • Subcontractor will be employed in the event where any work falls outside the skills or XXX’s scope of works. Prior to the appointment of any subcontractor the XXX will:
  • Assess and evaluate the subcontractor/s safety standards and competence for the proposed work to be undertaken
  • Ensure that the terms and conditions of any subcontract for which subcontractors personnel will be employed on the works, include the requirement for the subcontractor to comply with all the XXX’s HSE requirements. Notify the ABC Representative (For Information only) of the nature and extent of any subcontracts.

5.4 Consultation and participation of workers

XXX has established, implemented and maintains a Process for consultation and participation of workers down the non-managerial positions and functions. The worker’s representatives are involved in development, planning, implementing, performance evaluation and actions to be taken for improvement of the HSE managements system. XXX shall create as safety committee involving the workers for consultation and participation, provided resources, access to clear, understandable and relevant information about the HSE management system and removes barriers to participation and minimize those that cannot be removed.
The Top Management has ensured that the employees are involved and consulted in the development and review of policies and procedures to manage OH&S risk, environmental aspects/impacts, any changes that affect the workplace, other health and safety matters, the HSE personals are assigned for all the processes and the same is communicated to all the employees. Feedbacks from the employees/workers will be received by the HSE personnel/ Manager/worker representative and these would be discussed in the quarterly HSE meeting.


Methods used to involve employees in hazard identification, risk assessment and risk control and to encourage employee involvement in the Health, Safety, and Environment process include:

1. Open Door Policy
It is preferred that the immediate supervisor and/or project management be consulted for resolution of the concern; however, XXX maintains a strong open door policy to report problems or concerns to any level of management without fear of reprisal of any employee.

2. Behavior Based Safety Program (BBS)

  • Employees may report any suggestions, unsafe act, unsafe condition or recognition, even anonymously, via XXX’s Safety Observation Card. . The Card is to be immediately forwarded to XXXHSE coordinator. Employees may use other observation forms if another safety observation program is present. Observations by fellow employees are to be performed in a positive, non-judgmental manner and the observing employee must give permission prior to the observation.
  • No disciplinary action may result from safety observations by fellow employees. Supervisors will always allow time for safety observations to be made based on operational scheduling. Supervisors do not conduct observations.


  1. DAILY
    • Toolbox talk
    • Checking / inspection of vehicles and equipment and documentation.
    • Coordination meeting with supervisors and engineers.
    • Issue of appropriate PPE.
    • Training
    • House keeping
    • Maintenance of heavy equipment
    • Safety statistics reports to head office and clients.
    • Safety site audit internal.
    • Safety review meeting
    • Inspection of safety harness (when taken from stores daily).
    • Safety committee meeting
    • Safety audit head office.
    • Annual maintenance for equipment.
    • Internal Audit for ISO 14001 and ISO 45001
    • Certification Audit for ISO 14001 and ISO 45001
    • Refilling of fire extinguisher when required.

6 Planning

6.1 Actions to address risk and opportunities

6.1.1 General

During the planning phase of addressing the risks and opportunities following points to be considered:

  • Able to give assurance that health, safety and environment can achieve its intended results.
  • The needs and expectations of the external interested parties which affect environment and safety are incorporated.
  • Enhance desirable effects for HSE Management system.
  • Prevent or reduce undesired effects, hazards and risks.
  • Achieve improvement in HSE Management system.
  • HSE management system achieves continual improvement.

HSE risks and opportunities are defined by respective department heads and reviewed by the General Manager and Project Manager. These HSE risks & opportunities are reviewed during every management review meeting and updated. In the case of planned changes, permanent or temporary an assessment of risks and opportunities is carried out before the change is implemented.

6.1.2 Hazard and environmental aspects, risks and opportunities

a) Hazard Identification and Environmental Aspects

A complete inspection of all work site tasks will be carried out by the HSE Manager in conjunction with employees. This will develop an inventory of all of the tasks conducted throughout the work site. Additional areas for Hazard/Aspect identification include:

  • Activities of all persons having access to the workplace including contractors and visitors.
  • Infrastructure, equipment and materials at the workplace
  • Changes or proposed changes in XXX, its activities or materials
  • Modifications to the HSEMS including temporary changes and their impacts on operations, processes & activities.
  • The design of work areas, processes, installations, machinery, operating procedures including their adaption to staff capabilities.

At existing locations employees shall be continually involved in the identification of hazards. Unidentified hazards are to be reported immediately and assessed for risk. Additional sources for ongoing hazard identification shall include:

  1. Routine Activities
    • Job Hazard Analyses
    • Field Level Risk Assessments
    • Monitoring of HSE parameters
    • Ergonomic assessments
    • Industrial hygiene surveys
    • Workplace Inspections
    • Purchasing and procuring
    • Job observations
    • Audits
    • Document review
  2. Non-routine Activities
    • Accident/incident investigations
    • Emergency situations

It is also necessary to consider future tasks or situations that involve a change to the existing premises or process, or those which are non-routine.

b) Recording Health and Safety Hazard/ Environmental Aspect Identification Data
Once gathered, the hazard identification data will be recorded by the HSE Coordinator on the HSE Risk Assessment register. It shall be dated and signed.
c) Review of HSE Risk Assessment
Hazard Identification Risk Assessment are formally reviewed annually.
d) Risk Assessment Procedure
Each identified hazard is assessed for risk based on potential consequences of effecting injury to people, damage to assets, the environment or reputation of XXX. The frequency of risk Rating is then considered. Following risk assessment steps each risk assessed becomes classified as low, medium or high in accordance with XXX’s Risk Assessment Matrix shown below.

S/NPeopleRatingEnvironmentRatingAssetsRatingReputationRatingRisk RatingRating to be reduced by
1Slight injury or health effect1Slight effect11 Slight damage1Slight impact1Never occurred in industryA
2Minor injury or health effect2Minor effect22 Minor damage2Limited impact2Probability unlikelyB
3Major injury or health effect3Local effect33 Local damage3National impact.3Probability occasionalC
4Single Fatality or permanent total disability4Major effect44 Major damage4Regional impact4Probability likelyD
5Multiple fatalities5Massive effect55 Extensive damage5International impact5Frequently occursE
RISK EVALUATION: LOW (L)=  )=  Ax1, AX2,Ax3,Ax4,BX1,BX2,CX1,DX1,Ex1MODERATE (M)=  AX5,BX3,BX4,BX5,CX2,CX3,CX4,DX2,DX3,EX2,HIGH (H)=   CX5,DX4,DX5,EX3,EX4,EX5

E) Job Hazard Analysis

It is a procedure used to review job methods and find hazards. The person best suited to develop the analysis is the supervisor. Once the analysis rough draft is done, it shall be reviewed by a safety person. The safety person should review the analysis on a technical level, check to see that no hazards were overlooked, and examine the control measures to see that the most effective measures were used. A safety person is intended to mean any person within the organization that has safety responsibilities within their job duties. Steps in the JHA process

  1. The first step in process hazard analysis is to break the process down into all the simple, discrete tasks that make up the process. This allows to look at all the hazards involved in performing the process-including hidden hazards and risks.
  2. Step two is to identify the hazards involved in each task that must be performed to complete the process. Depending on the process, you could end up with a long or short list. Some hazards and risks may be repeated in several or all the tasks that make up the process.
  3. Step three involves evaluating each hazard so that you can determine what to do about it and how to prevent injuries or work-related illness.
  4. Step four is to determine safe procedures and protective measures to prevent accidents, injuries, and illness as a result of each hazard or risk.
  5. And finally, step five has to be done if the current JHA has become outdated because of changes in the process. A JHA might also have to be revised if hazards are eliminated, reduced, or controlled thanks to the previous hazard analysis.

F) Assessment of HSE risks and other risks to the HSE Management system

XXX has established as procedure to assess HSE risks from the identified significant hazards considering the effectiveness of existing controls. The company determines and assess the other risk related to the establishment implementation, operation and maintenance of the HSE management system.

G) Assessment of HSE opportunities and other opportunities for HSE management system.

XXX has established as procedure to assess HSE opportunities to enhance HSE performance while taking into account planned changes to the organization, policy processes and activities. XXX considers opportunities to adapt work, work organization and work environment to workers, opportunities to eliminate hazards and reduce HSE risks while identifying HSE opportunity for improvement.

H) Compliance obligations

The applicable legal and other requirements for Organization level, environmental, health and safety aspects have been identified and shall be updated periodically. The applicable legal and other requirements to which XXX subscribes have been taken into account while establishing, implementing and maintaining the HSE Management System in the project. Relevant information on legal and other requirements shall be communicated to its employees during appointment of the employees and if necessary will be updated during meetings and on notice boards. Relevant legal and other requirements for environmental, health and safety information shall be communicated to customers and interested parties through company profile, HSE Plan, company policy. Records of assessment and program are also provided upon request. All work is to be undertaken in compliance with the requirements of Qatar Law. Particular regard shall be paid to:

  1. ABC HSE Regulations for contractors
  2. ABC specifications for waste management
  3. ABC Specification for Environmental site selection Abandonment and Restoration of Facilities    
  4. ABC procedure for HSE Incident Reporting Investigation Learning
  5. State of Qatar Labour Law N0. 14 of 2004
  6. State of Qatar Traffic Law No. 19 of 2007
  7. Executive By – Law for the Environment Protection Law Issued by the Decree Law No. 30
  8. ABC Permit to Work procedure
  9. ABC Standard for Lifting Equipment and Operations
  10. ABC VI Heat Stress Management Guidelines
  11. ABC Standard for Road Safety
  12. ABC Life Saving Rules-Code of Practices
  13. ABC Standard of HSE Risk Management
  14. ABC Standard for Job Hazard Analysis
  15. ABC Procedure for Conducting Tool Box Talks
  16. ABC Standard for Worksite Safety

All records will be maintained and available for inspection at the relevant work locations by any authorized person. Further information on legislation, standards and specifications be maintained and will be submitted, where applicable.

6.2 Objectives and planning to achieve them

Objectives for HSE shall be established at relevant functions, levels, and processes. Objectives shall be consistent with the policies, be measurable, conforming to applicable requirements. All objectives shall be monitored, communicated and updated as appropriate. All objectives shall be set, communicated and monitored during the management review meeting. The results of consultation and participation of workers are taken into account while identifying the HSE objectives and targets. XXX’s goal is for ZERO HARM by preventing injury and ill health to their employees or anyone who may be affected as a result of their operations and work. Zero Harm is defined as:

  • Zero fatalities
  • Zero permanent disabling injuries
  • Zero injuries to members of the public
    • Zero long term harm to health

XXX is committed to a Zero Harm philosophy and follows the principles that:

  • All accidents are preventable Health and Safety is a Top Down process Management must lead by example
  • Positive behaviors are to be reinforced and negative behaviors are to be challenged

Everyone has the right to stop work if what they are being asked to do is unsafe, without fear of any action taken against that person A high standard of health and safety on the site shall be promoted and encouraged at all times. In addition XXX shall implement health and safety incentives and award schemes at all levels of management, supervisors, foremen and workers. XXX’s KPI’s will measure health and safety performance, progress of objectives and targets. The KPI’s both lagging (e.g. Incident Reporting, Inspection close out, Audit report, NCR Closeout, Enforcement Closeout Report) and leading indicators (e.g. Emergency Drill, Inspection and Tour, HSE Audits, Induction, Toolbox Talk, Training, Meetings) shall be developed and established including the list of identified by the Consultants and quarterly report will be submitted.

6.3 Planning of changes

When XXX determines need for changes for HSE management system, the changes shall be carried out in a planned manner. XXX will consider the purpose of the changes and their potential consequences, the integrity of the HSE management system, availability of resources and the allocation or reallocation of responsibilities and authorities. Similarly, XXX shall consider the impact of any changes for the HSE Management System.

7 Support

7.1 Resources

XXX shall determine and provide the resources needed for the establishment, implementation, maintenance and continual improvement of health and safety management system.

7.2 Competence

7.2.1 HSE Competency Assurance Process

Competence is a combination of knowledge, understanding and skill, and the appropriate level of competence cannot be acquired simply by attending a training session. The understanding and skill are acquired by experience. For individuals managing HSE hazards and risks experience and training are essential. The following components are to be considered for each worksite’s delivery team for competency assurance:

  • Experience
  • Level of Knowledge
  • Capability to Perform

Upon hire with XXX, every employee will participate in the Competency Assurance Process. This process begins with the selection of personnel and enters a continuous improvement loop that will stay with the employee during his career with XXX. At XXX view of competency assurance involves the continuous assessment of training and development needs against a person’s responsibilities, abilities and critical activities. Not only will employees gather evidence of competence, they will also participate in an annual appraisal to assess their performance, behaviors and personal development. This process enables the continuous improvement loop that feeds back into training and development activities that ensure competency assurance is an ongoing career cycle process.

  • Job Description Identified → Candidate Selection and Hiring Process (Reference and Background Check, Drug Screen, Physical Assessment) → Person Assessed and Hired for Open Position
  • Experience, Qualifications Assessed for Initial Training ↔ Initial Induction Training Completion
  • Further Training Required? If no → Ready for Work → On the Job Training → Competency Continually Assessed

Additional competency regarding Health, Safety, and Environment is demonstrated during inspections employees are interviewed for knowledge to determine competency to work safely and be knowledgeable of their responsibilities within XXX’s Health, Safety, and Environment Management System. For individual directly managing risk the specific requirements will be matrixed with training for areas such as legislative requirements, client HSE requirements and recognized certification and licensing.

7.2.2 Identification of Training and Competency Needs
Training is identified in our training matrix which specifies Health, Safety, and Environment training needs by job title. Our training matrix is updated based on changing risks.

7.2.3 Training Records
All training records are maintained on site either by XXX’s HSE Manager or senior representative of management or their designee.

7.2.4 Delivery of Induction, Transfer & Refresher Training
Employees receive initial induction training. No work by any employee is allowed to begin until the orientation is completed. Training requirements are tracked by XXX’s HSE Manager and formal training sessions are conducted either on or off site by the HSE Manager or competent/qualified instructor for the required subject matter.

7.2.5 Training Documentation
All training must be documented with: date; employee name, employee signature; instructor name; instructor signature and title of course. Each new employee shall receive an orientation prior to beginning any work.

7.2.6 Supervisor Safety Management Training
Supervisors and managers receive annual, documented safety management system training.

7.2.7 Employees
Attend and follow requirements of Health, Safety, and Environment management training.

7.2.8 Safety Induction Program
• Daily activity talks shall be given at site office before going to the site. All employees shall attend this meeting. The Induction talks are conducted by Safety personal. Subject of the talk shall be about HSE rules and procedures applicable to the hazards of current work. The following are the general safety Induction discussion topics

  • Scope of work
  • Introduction of key personals
  • Description of work area and the client’s safety standards (about cell phone, smoking, etc.).
  • Gate pass and other pass requirement.
  • Defensive driving and requirements of permissions inside hazardous area.
  • Personnel protective equipment.
  • Work permit system (Hot work, Cold work etc.)
  • Availability of first aid boxes and clinic and introduction of first aiders
  • Accident reporting procedures
  • Emergency response plan
Duration (Hours)214211111111111111
Refresher Frequency (Years)NA1NANA12112212222111
Training TopicP01-Auditing & Closure of NCR’sH01-Office SafetyH02-First Aid-HSE Induction-HSE Fundamentals-Line of Fire (Hazard Identification & Control) Permit to WorkJob Safety Analysis (JSA)S06-Lock Out/Tag Out (LOTO)-Safe Equipment Operations-Confined Space Entry Safety-Hotwork SafetyWelding & Gas cylinder SafetySafe Lifting Operations-Working at Height Safetyl Hygiene-Fire WardenE01-Environmental Management
1Project ManagementOnly persons nominated will be required to attend Internal Auditor trainingXOnly persons nominated will be required to attend First Aid trainingXXX          Only persons nominated will be required to attend Fire Warden trainingOnly persons nominated will be required to attend Environmental Officer Training
3Civil EngineerXXXXXüXX X   X
4Civil Foreman XXXXXXXXXX XX
5General Technicians, XXXX  XXXXXXX
6Painting Inspector XXXX   X   XX
7Plumbers, XXXX   XXXXXX
8Carpenters XXXX   XX XXX
9Decorative Painters XXXX X XX XXX
10Blasters/Painters XXXX   XX XX 
11Laborers XXXX      XXX

7.3 Awareness

XXX shall ensure that persons working under the organization’s control are aware about health & safety and environmental policies, relevant objectives, each person’s contribution to the effectiveness of health and safety and environmental management systems and meeting customer requirements. They should also be aware of the implications of not conforming with the health & safety and environmental management system requirements.

7.4 Communication & Consultation

7.4.1 Internal Communication
XXX shall determine on what it will communicate, when to communicate, with whom to communicate, how to communicate and who communicates. The process sequence, linkage/interrelation, interactions, method of operation and control and process criteria of monitoring and measurement are carried out as stated in general requirement and are communicated across all levels of the organization through the HSE Management System. As a part of this HSE Plan, effective communication is established throughout organization via:

  • Internal Memo
  • Intranet
  • Verbal instructions
  • Display of HSE policy statements and objectives
  • Circulars
  • Monitoring and Measurement Reports

7.4.2 Health and Safety Meetings
Health and safety meetings will be established to review Health and Safety performance, arrangements and the implementation of the Health and Safety Plan (HSE Plan). Project Manager will chair health and safety meetings. Minutes of all health and safety meetings shall be minuted and retained. The frequency of meetings, minimum attendees shall be finalized as per the project requirement. All subcontractors employed must have a representative in attendance at all health and safety meetings.

  • Monthly safety meeting shall be conducted in the site along with supervisor and engineers.
  • Project Safety representative shall preside such meeting and can review the patrol observations.
  • Discussion regarding accidents, new employee Induction training requirement shall be carried out
  • Latest information related to site inspection shall be discussed.
  • Plan for the next month work related to execution and its necessary precautions shall be discussed.
  • The minutes of such meeting shall be recorded.

7.4.3 External Communication
Method for receiving, documenting and response to relevant communication from external interested parties of has been defined in the Procedure for Communication. The Top Management of XXX has decided to communicate externally about its significant environmental aspects and OH&S hazards to interested parties if they ask or enquire about it. It will be the responsibility of the Safety team on how to give a report to the interested parties on HSE matters. Change of decision to communicate would be discussed during MRM and method for the same will be finalized. Responsibilities and mode in different communication requirements are provided.

7.4.4 Toolbox talk
Daily toolbox talks shall be given at work location before starting work. Before toolbox talks, general discussion shall be made with site in-charge, HSE coordinator for all discipline about the days plan and type of work to be executed. For execution, types of permit required for the work, method of statement to execute safe work, Health and Safety hazard / Environmental aspect analysis and risk assessment to be discussed. After the discussion for particular work to be executed safely, for each location as on the type of work permit, tool box to be prepared by Site safety Officer and explain to the Project Engineer, line supervisor and foremen regarding safe work, hazard/Aspect identification, proper execution without violation. Line supervisor or foremen shall give the tool box talks to their workforce. Site safety officer shall attend the toolbox talks conducted by the Line supervisor/ foremen to the subcontractor and workers to check the knowledge of the employees at site regarding safety. Duration of the toolbox talks should be for 10 minutes, but particularly for hazardous operations it may require extended team talks. The evacuation assembly points shall be indicated in case of emergency such as fire, or toxic gas release etc. Emergency contact numbers shall be explained to all employees, so that in case of emergency safe actions can be taken without delay. All toolbox talks shall be signed and recorded. According to the hazards, the tool box talks shall be given for the following activities to the workforce,

  • Electrical safety
  • LOTO
  • Manual handling
  • Working at height
  • Interface with other contractors
  • Fuel filling
  • Defensive driving technique
  • Emergency Response plan
  • Confine space awareness
  • Use of breathing mask
  • Lifting of heavy materials etc.
  • Painting
  • Sandblasting
  • Carpentry
  • Maison work

8 Operation

8.1 Operational planning and control

XXX ensures that operations and activities associated with identified hazards and risks and Significant Environmental aspects are controlled and related responsibilities and accountability are determined and defined. Hazardous activities and operations & Significant Environmental Aspects are identified, resultant risks and impacts are rated and adequacy of controls is determined. Controls include:
• Operational controls in the form of method statements, work instructions, safe systems of work and effective supervision;
• Controls related to purchased goods, equipment and services (i.e. obtaining material samples and approval prior to purchase, supplier evaluation, availability of product information, documents for safe transportation, etc.).
• Controls pertaining to contractors and other visitors to the workplace (i.e. access control procedure, safety induction, operating procedures, work supervision and monitoring).

1. Alcohol and Drugs
The effects of alcohol or drugs at work can create serious health and safety risks. Therefore, the following rules must be adhered to:

  • Do not come to work under the influence of alcohol or drugs.
  • Do not bring alcohol or non-prescribed drugs on to the company’s premises or work areas.
  • Check with your doctor or pharmacist about the side effects of prescribed medications. Never drive or operate machinery, as alcohol and drugs will affect your responses.
  • Ask your general practitioner for guidance and advice on sensible limits of alcohol consumption
  • Notify your manager if you suspect alcohol or drug abuse: do not “protect” abusers by keeping silent
  • Notify the Project Manager of any conditions, which necessitate medication, e.g. diabetes, med pens etc. Searches may be conducted of project premises and personal effects of employees when management considers such searches appropriate. Searches will be conducted by the site security and/or in cooperation with local law enforcement.
  • Anyone found under the influence or in possession of alcohol or non-prescribed drugs or under the influence of any declared none prescribed substance, which may impair judgement, will be immediately removed from the site and shall not be employed again in connection with the work under the Contract.

2. Health and Safety Enforcement
Failure to manage health, safety matters effectively will result in enforcement action being taken against offenders and will include verbal and formal warnings and the issuances of Improvement and Prohibition Notices and may be subject to disciplinary action by XXX in line with Ministry authorized penalties. An Improvement Notice will require the receiving organization or individual to take the necessary action to remedy the contravention within the specified time period. Failure to address the requirements of an improvement Notice will result in the issuing of a Prohibition Notice, however Prohibition Notices will be issued where immediate or imminent risk to the health and safety of personnel is identified. On receipt of a Prohibition Notice the receiving organization or individual must stop work immediately. Work may not commence until remedial actions have been taken to prevent a recurrence and these have been signed off by the issuer. Serious or repeated breaches of the health and safety responsibilities or requirements, or other disregard for the health and safety of any person will be subject to disciplinary action by XXX in line with Ministry authorized penalties, however are not reasons for the removal from the site of any person employed by XXX.

3. Method Statements
Method statements are logical construction guides designed for use on site and will contain a detailed risk assessment covering the task or operation; a hazard analysis and methods for preventing injury, including engineering controls and personal protective equipment. Development of work methodology will also be considered at the planning stage of the construction of all the identified list of activities. The contractor shall submit a Method of Statement schedule no later than the start of construction. Work will not commence without an approved method statement where applicable. The contents of method statements are to be briefed out to those personnel responsible for the works and a copy kept on site at all times. Where subcontractors are involved in the works they are to submit method statements and include risk assessment in accordance with the above requirements.

4. Task Briefings
Task briefings are to be used to support method statements and be briefed by the work supervisor to the workforce before the start of any new task and must be given in the native language of the workers. Supervisors will ensure all the workers under his responsibility are made aware of the hazards and controls measures associated with the task or activity. All briefings must be recorded and signed by all attendees stating they understood the briefing and kept by the site supervisor until the task is complete. On completion of the task the task briefing record must be attached to the method statement. Supervisors will stop the activity and re-brief workers if safety controls are not being correctly implemented, there is a change in the work methodology or where new hazards have been identified. Task briefings will be regularly attended to carry out checks of the documentation and ensure the process is being correctly implemented.

5. First Aid Provisions
First Aid provisions and First Aiders must be provided as required under the current Labour Law No. (14) 2004 and QCS 2014, to a ratio of 1/25 up to 100 personnel on site. A minimum of one trained first aider and first aid box is to be provided for every 5 – 25 workers and be available at all work locations. Where the workforce exceeds 100 personnel a full-time Ministry of Public Health, registered male nurse must be appointed and a First Aid Centre must be constructed to the specifications, equipped, inspected and registered by the prior to use. First aiders are to be recognizable by displaying a first aid sticker on their safety helmet or have ‘first aider’ written on the rear of their hi-visibility vest. Eye wash stations will be provided in work, welfare and high-risk areas such as workshops, battery charging etc. A register of all persons receiving first aid treatment will be maintained and any treatment as a result of a work injury will be notified to the HSE Officer.

6. Medical Requirements
The recruitment process under current legislation requires a number of medical examinations pre and post arrivals, prior to being issued a work permit such as: (Listed in the Labor Diseases Risks, 2005) – The Periodic medical examination by Medical Association (Post arrival) The Medical Association registered Male Nurse will carry out ongoing Health Screening, the day to day medical requirement within his competency and the referral of patients to relevant medical authority such as the Company designated Medical Practitioner or Hospital. . In addition the Male Nurse is responsible under Article (105) Labour Law No. (14) Of the Year 2004 for:

  • Carrying out Periodical Medical check-ups as stipulated in Resolution 19 (2005) – The Periodic Medical Examination for Workers Exposed to Occupational Diseases Risks, for all workers exposed to the dangers of the vocational diseases listed in the Labour Law No. (14) of The Year 2004, Table No (1), Occupational Diseases
  • Refer all patients suspected of being afflicted of any vocational disease to the Company designated Medical Practitioner for professional assessment Notify the Human Resource Manager and Senior HSE Manager immediately of any positive results of occupational disease Maintain the First Aid Centre and provisions as per Hamad Medical Association requirements for site facilities Maintain medical records (‘Confidential but may be viewed by the individual upon request, forwarded to Head Office on completion of the project. Workers must not return to work before date indicated on a medical certificate

7. Temporary Works (Construction Phase)
Temporary works is an “engineered solution” used to support or protect either:

  • An existing structure
  • The permanent works during construction
  • Support an item or plant or equipment
  • The vertical sides or side-slopes of an excavation during construction, or
  • To provide access

A design brief is to be prepared to serve as the starting point for subsequent decisions, design work, calculations and drawings. The brief is to include all data relevant to the design of temporary works. Any person involved in the design or coordination of temporary works is to have relevant up to date training and both the qualifications and experience appropriate to the complexity works. The Site Engineer is responsible for the implementation of the design in accordance with drawings and specifications and for the day to day progress. A method statement and risk assessment is required for support temporary works. Where a permit is required in accordance with the design no work must commence until the permit has been issued by the Site Engineer in charge. Temporary works must not be altered or dismantled without the permission of the Site Engineer in charge and work will only commence after review of the method statement and risk assessment.

8. Formwork (Construction Phase)
Formwork will be designed, erected, supported, braced and maintained so as to safely support any and all vertical and lateral loads that may be imposed upon it during placement of concrete. Designed detailed drawings showing the jack supports layout, formwork, shoring, working decks and scaffolding will be available onsite. A competent person shall design the form work and shoring system where applicable.

9. Fire
A Fire risk assessment will be undertaken and all necessary precautions against fire as required by local legislation and relevant standards. Emergency plans will provide the arrangements and action to take in the event of a fire. Adequate firefighting equipment shall be provided and regularly checked and maintained. Fire escape routes, exits and assembly areas will be provided and all such areas will be kept free from obstructions at all times. Wherever possible in permanent structures under construction the fire escape routes, exits and assembly areas used will be those designed for use in the occupied structure

10. Electricity
All permanent and temporary electrical installations are to be designed, installed, modified, maintained and repaired by a competent electrical person. Any electrical systems, circuits, installation equipment is to be safe for its intended purpose and suitable inspected and tested before it is put into service and thereafter every 12 months by a competent electrical person. Users of electrical equipment are to inspect them before and where a fault or damaged is found the equipment is not to be used but tagged and removed from service. All electrical equipment including portable equipment and installations should be maintained so as to prevent danger and include a portable appliance test (PAT) by someone with the necessary knowledge and experience to interpret the tests.

11. Confined Spaces
A confined space will:
Have poor access and egress and not meant for continuous human occupancy. Have unsuitable atmosphere for human respiration – lack or excess of oxygen, presence of toxic gases and vapours (these can be created by activities within an otherwise safe environment)

12. Working at Height
Working at height is to be avoided whenever possible. Where working at height cannot be avoided:

  • Work at height must be properly planned, organized and supervised by a competent person
  • Weather conditions are taken into account
  • Those involved in the work are trained and competent
  • The place where work at height is carried out is safe
  • Equipment is appropriately inspected
  • The risk from falling objects are adequately controlled The type of work and duration will determine what equipment is to be use when working at height. The following hierarchy is to be used when providing a safe place of work:
    • Edge protection with guard rails and toe boards General access scaffold Mobile scaffold towers
    • Mobile Elevating Work Platform (MEWP)
    • Man basket Fall protection systems
    • Ladders or step ladders

13. Ladders and Step Ladders
Wherever possible a work platform or other mean should be provided before ladder and stepladders are used. In general, ladders and stepladders should only be used:

  • In one position for a maximum of 30 minutes. For light duty work
  • Where three points of contact can be maintained
  • Where the work does not require the person to overreach Ladders and stepladders are to meet a recognized international standard such as BS EN 131 Ladders. The use of site-made ladders is prohibited. Where there is a risk of electrocution the use of aluminium ladders are prohibited, only timber or glass reinforced ladders are to be used. Ladders are to be tied or footed at all times and extend 1m above any access or egress point. Ladders and stepladders are to be inspected before use and have an identification plate showing the asset number and date of last monthly inspection.

14. Floor and Wall Openings
All openings in floors, wall, platforms, walkways etc. are to be protected against a person or vehicle from falling. Floor and wall openings are to be protected using covers of adequate strength to withstand the expected load that will be imposed and securely fixed. A suitable sign is to be displayed to warn personnel of the dangers and the requirement not to remove covers unless other arrangements have been put in place to protect the opening. Penetrations in walls such as those provided for lift shafts, door openings etc. are to have fixed protective barriers around the penetration with a sign warning personnel of the danger of falling. Where personnel need to work adjacent to unprotected openings and penetrations they are to be protected from falling by other means (i.e. fall restraint system). Tools and equipment are to be kept clear and the work area directly beneath the activity is to be cordoned off. Openings and penetrations are to be inspected daily to ensure they remain protected.

15. Machinery and Equipment
Machinery such circular saws, drills, lathes, bench grinders etc. are only to be operated by trained competent personnel. All plant and equipment or machinery will be submitted once new machinery arrive at site. It is to be installed by a competent person and inspected before use by the operator. They are to be fitted with suitable guards and interlocks to prevent body parts from coming into contact with moving parts. Hand and Power Tools.

16. Hand Tools
Hand tools are to be used for their intended purpose; be the correct tool, size and type for the job and be inspected for damage and wear before use. Any damaged tools are not to be used and removed from use until repaired. Hand held tools such as chisels and saws are to be kept sharp, free from mushroom heads and placed in a safe place when not in use. The manufacture and use of site-made tools is prohibited.

17. Power Tools
Personnel using power tools are to be trained in their use. All power tools are to be inspected before use and every 3 months by a competent person. Any power tool found damaged is to be removed from service and returned to the store for repair. Power tools are to be suitable stored in a dry well-ventilated area when not in use.

18. Pneumatic Tools
Compressed air used for cleaning purposes is to have a reduced pressure not exceeding 30psi. The use of compressed air from cleaning or blowing dust from any part of the body is prohibited. Air lines are to have ‘whip checks’ fitted at all tool and hose connections to protect the user and those in the immediate vicinity if connections become separated. Air hoses with an internal diameter greater than 12.5mm (1/2 inch) a safety excess flow valve must be installed at the source of the air supply to reduce pressure in case of failure. Adequate arrangements must be in place to protect personnel from the risk from noise and vibration when using pneumatic tools.

19. Traffic Management – Safe Movement of Plant and Vehicles on Site
Man/machine interface is a key issue on construction sites. The main hazards associated with man/machine interface are:

  • Personnel being struck by plant and vehicles
  • Personnel being crushed by plant and vehicles

Collision between plant and vehicles Sites are to properly design the layout and traffic routes in order to manage the separation of personnel and plant and vehicles. Where possible one-way-systems, and drive through loading and unloading areas are to be provided. Movement of plant and vehicles are to be minimised through appropriate measures including:

  • Controlling entry into sites by barriers and gates providing parking spaces clear of work areas
  • Locating main loading and unloading areas away from construction areas
  • Providing pedestrian only areas from which vehicles are completely excluded
  • Installing safe designated pedestrian routes to work locations providing safe vehicle routes around site
  • Install barriers and signs to warn and prevent personnel entering restricted zones
  • Position banksmen or spotters in safe areas to warn other personnel not to enter into restricted zones
  • Approach plant and vehicles from the front when there is a need, speak with a driver
  • Speed restriction must be introduced and imposed and traffic calming measures such as speed bumps are to be used to control speed on site.
  • Plant and vehicles are not to position themselves creating crush zone (i.e. when an excavator or a crane slews close to a fixed structure).
  • A minimum safe clearance of 600mm is to be provided at all times.
  • Designated bus stops in safe areas are to be provided to ensure the safety of personnel when they are getting on/off buses.
  • Where reversing of plant and vehicles is unavoidable the following controls are to be implemented as a minimum:
    • Reversing alarms and lights are to be working at all times Mirrors are to be fitted and kept clean Operators and drivers are to have an unrestricted view when reversing Operators and drivers are to look in the direction of travel where possible (i.e. when reversing a pickup look out the rear window when reversing) When reversing up to excavations or loading areas use stop blocks/logs As a last resort use banksmen to control reversing vehicles

20 Permit to Work
Permit-to-work (PTW) is a formal recorded process and is used to control work that is identified as potentially high risk. A PTW will be issued but not limited to the following activities:

  • Working at height
    Working in confined spaces Hot works (welding, flame cutting, grinding etc.) Work on high voltage electrical equipment or other works on electrical equipment that may give rise to danger such as working under live overhead power lines
  • Work involving the use of hazardous substances
  • Work involving ionising radiation
    Demolition work, Pressure testing of pipelines or systems During any excavation or breaking ground Removal of passive guardrails system Formworks Shuttering and De-shuttering works Loading and Unloading of Materials Concrete Pouring works
    A competent person is to be assigned responsibility and ensure an appropriate PTW system is introduced and suitable procedures are to be established and maintained

21. Noise and Vibration
Exposure to high noise and vibration levels whilst at work can cause harm to personnel. Where noise and vibration levels exceed a certain degree, controls must be introduced to mitigate the potential damage. The table below shows the exposure action level and exposure limit values for both noise and vibration.

22. Housekeeping
Sites are to be kept clean and tidy and free from slip, trip and fall hazards. All personnel are to be trained in the importance of good housekeeping and managers and supervisors must undertake regular monitoring and inspection of the workplace. Workplace are to be left clean and tidy at the end of each shift and where there is an accumulation of materials throughout the shift, at regular intervals as required to maintain a clean and safe site. Buildings under construction and nearing completion must ensure that all combustible and flammable materials are removed at the end of each shift.

23. Night Work
Before any work at night commences authority is to be sought from the Engineers Representative and suitable arrangements are to be in place. HSE coverage will be provided for night shift activities. Area and task lighting is to be provided for all work areas and activities and the minimum. Designated walking routes and work areas are to be adequately lit and personnel are to be excluded from work areas or be protected against being struck by plant or vehicles. All trenches and excavations barricaded to be provided with blinkers and reflective lightings especially those located along vehicle and pedestrian access routes.

24 Climatic Conditions Extremes of weather will include as a minimum:
• High temperatures and humidity
• High winds
• Dust storms

25 Personal Protective Equipment (PPE) and Work Clothing
Personal Protective Equipment

• Suitable and sufficient PPE will be provided to all employees in line with current legislation. PPE that is provided is to meet recognised international standards as outlined in QCS 2014, such as BS EN or ANSI. The following PPE is mandatory and is to be worn at all times on site (including visitors):
• Safety helmet Safety boots Hi-visibility vest
Work Clothing
All personnel are to wear clothing appropriate for the work being performed. The wearing of shorts or sleeveless shirts by the workforce is prohibited. Clothing contaminated with grease, oils, fuels and other hazardous substances is not to be worn.

26 Safety Signs and Signals
Safety signs are to be displayed where the risks to health and safety cannot be avoided by other means. Safety signs are to be pictorial wherever possible and where lettering is used it must be in English, Arabic and the native language of the workers on site. The colours and shapes of safety signs are to be consistent with BS 5499:2006 Code of Practice for Safety Signs including Fire Safety Signs,

27. Welfare Facilities
Suitable and sufficient site welfare facilities must be provided and available when work on site commences (i.e. mobilisation phase) and throughout the work. Everyone on site must have access to adequate toilet and washing facilities, a place for preparing and consuming refreshments and somewhere for storing and drying clothing and personal protective equipment. Welfare facilities are to be easily available to people working on the site. Toilets need to be easily accessible from where the work is being done. Washing facilities should be as close as possible to the toilets. Washing facilities also need to be close to canteens and rest rooms so that people can wash before eating.

28. Toilets
The numbers of toilets required will depend on the number of people working on the site and the different locations where work is taking place, (The ratio of 1:25 as a minimum). Wherever possible toilets should be flushed by water and connected to a mains drainage system. If this is not possible, toilets with a built-in water supply and drainage tank may be provided. If neither option is possible chemical toilets may be used as a last resort.

29. Washing Facilities
Washing facilities are to be provided next to toilets, changing rooms and rest areas, they are to include:

  • A supply of hot and cold running water
  • Soap or other means of cleaning
  • Towels or other means of drying
  • Sufficient ventilation and lighting
  • Sinks large enough to wash face, hands and forearms
  • Specialized facilities will be provided for certain activities when necessary.

30. Drinking Water
A suitable supply of cool drinking water is to be readily available. During the high summer season the necessary additives to replace lost minerals and salts will be provided. Where additives are provided the container must be clearly marked. Water is to be protected from contamination and its quality is to be tested on a half-year basis conducted by external independent laboratory samples will be taken in presence of Client or consultants representatives.
Filters on coolers are to be checked and changed as required. Drinking water tankers are only to be used for their intended purpose, they are not to be used to for dust suppression by filling them with other than drinking water. Employees are to be provided with cups or a personal water bottle, the use of empty drinks bottles is prohibited.

31. Rest Facilities
Rest facilities are to be clean and tidy and be adequately maintained. They are to have sufficient tables and chairs and provide cover from the elements (wind, dust, rain, heat). Rest areas are to be well lit and suitably ventilated by a sufficient quantity of fresh or purified air.

32. Smoking Areas
Smoking is prohibited in all areas, including but not limited to:

  • Eating and rest areas
  • Accommodation and kitchens
  • Stores and storage areas
  • Refuelling areas

At all work sites, Designated smoking areas are to be set up in a safe area clear of any flammable or combustible materials. Smoking areas will be cleaned on a daily basis and a suitable means of extinguishing cigarettes is to be provided.

33. Slips Trips and Fall
An injury resulting from a slip, trip or fall is the most common type of injury on construction sites. Procedures for managing slips, trips and falls that consider the ever-changing and dynamic nature of the worksite must be developed. The risks from slips trips and falls must be assessed and suitable controls implemented across all work areas and workplaces. Regular monitoring and inspection of the work areas (including offices and walking routes) is to be scheduled and carried out. All personnel are to be trained in the dangers of slips, trips and falls and instructed on the controls to be implemented and maintained.

34. Manual Handling
Wherever possible, manual handling is to be avoided by using mechanical means (i.e. crane, forklift, trolley etc.). Additionally lifting aids such as kerb lifters, manhole lifters, suction pads used for carrying and fitting glazing etc. must be provided as appropriate. Where manual handling cannot be avoided the risk of injury must be reduced as far as possible by undertaking an assessment and identifying suitable controls.

35 Lifting & Shifting Equipment

  • Only authorized operators with valid driving licenses shall be permitted to operate lifting & shifting equipment
  • Do not allow any person other than the operator to travel on the equipment
  • All equipment shall carry the name plate showing the weight of the equipment along with its rated capacity.
  • Operate the equipment at the most minimum speed depending on areas and load conditions.
  • Avoid making quick starts, jerky stops or quick turns.
  • Never use the reverse control for braking
  • The operator shall keep feet and legs inside the operating station
  • The operator shall not leave the equipment in running condition.
  • A load backrest extension shall always be used to prevent danger to operate from the load.
  • Tie around the objects like pipe to prevent rolling
  • Operators shall regularly inspect their machines
  • All drivers shall attend the Defensive Driving training program. It is mandatory.
  • All Contractors Vehicles that require operation in Company Hazardous areas will be subjected to inspection by the permit issuer as per Company Fire & Safety Check list before entering the area.
  • Drivers working hours are strictly defined with suitable rest periods.

36. Material Handling
The safety aspects during the material handling operations such as loading, unloading, transportation, stacking and stores arrangement must be duly considered. The material, which is greasy, wet, and slippery or dirty, shall be wiped dry before handling. While using lifting appliances, the workers must not stand directly under a suspended load and must keep away from wires or ropes under strain. Workers must have conversant with the safety in lifting & rigging operations as well as have trained banks man signals for such operations.

37. Planning
The storage and movement of materials shall be carefully planned and arranged to make optimum use of the machines so that efficient service can be provided. Selection and storage shall be made taking into consideration of drainage and protection requirements against the elements. Storage areas shall be planned to minimize maneuvering of trucks into or out confined areas. Access ways shall be of sufficient width to accommodate over width loads. Materials such as cement and other bulk items shall be stored on racks or pallets to ensure that material is not in contact with the ground surface.

38. Mechanical Handling
Appropriate lifting devices shall be utilized for lifting heavy items and bulk handling of materials. Drums shall be stacked on a pallet and similarly loose items should be secured inside a container before lifting or shifting with mechanical device. The materials inside a fragile container shall be protected with a substantially strong outer covering. Extreme precaution shall be applied while handling hazardous, explosive, toxic or flammable materials. The weight shall be verified prior to lifting the materials. The ground realities such as any spillage, prevalent danger or obstruction in the material handling area should be properly assessed. The load must be properly secured prior to raising or lowering it to prevent any accidental fall. The materials must not be stacked loosed on a platform, grating or pallet being hoisted.

39. Waste management
A detailed waste management plan shall be made based on the different phases of the project and the nature of the waste generated at each phases. The waste management shall be documented, reviewed and approved for use, in case of use of third party for collection and disposal, they shall have legal license and method of collection, transportation and disposal shall be approved prior to use.

40. Leakage / Spillage

  • Make every effort to contain the spill immediately.
  • Avoid contact and instruct others to avoid contact with spilled materials as well as inhalation of vapor, fumes, smoke and dust.
  • Secure the spill area to prevent access until a spill response team can complete cleanup activities.
  • Exposed personnel shall obtain medical treatment for any resulting injury.
  • To remove contaminated clothing and flush / wash the affected the parts of an exposed person’s body to remove the chemicals and minimize the injury.
  • Wear all necessary PPE and immediately begin clean up, using any means of available to perform the cleanup.
  • Report the spill or leak immediately to the supervisor, plant manager and company HSE representative.
  • Review the SDS and determine the appropriate clean up procedure.
  • Before cleaning the spill the following terms to be considered,
  • Appropriate spill control material and cleanup material are available.
  • Appropriate PPE’s are available
  • Personnel familiar with equipment and clean up procedures

In addition to the usual hazards associated with work activities, labor engaged in surface preparation and paint application can be exposed to the dangers of fire, explosion, toxic fumes, dust and insufficient air.
41.1 Spray Painting Safety

  • Do not point the spray gun toward any part of your body or at anyone else.
  • Store rags that have paint on them in closed metal containers labeled “oily rags.”
  • Press the pressure relief valve on painting canisters and painting guns prior to disconnecting them.
  • Do not store food or eat where spray painting is being performed.
  • Close the lids of containers of paint and thinner tightly after each use or when not being used.
  • Return containers of thinners, mineral spirits and other liquids labeled “Flammable” to the storage cabinet labeled “Flammable Storage,” when painting is finished.
  • Always wash your hands with soap and water after using paints or other toxic solvents to remove paint from your skin.

41.2 Fire and Explosion Hazards from Solvents

  • In paint systems normally the solvent vapor are flammable. In general other components are less dangerous. The danger of fire exists when solvents are in use.
  • The lower and upper flammable (explosive) limits define the range of vapor/air concentrations that are potentially explosive. The lower explosive limit (LEL) is readily obtained in the area near open solvent containers and near the nozzle of a spray.
  • Ventilation is required because all solvent vapors are heavier than air and tend to settle to the lower level in confined areas. Natural ventilation is rarely adequate. In general forced ventilation shall be applied, especially in small enclosures and always during spray painting.
  • Even with forced ventilation vapor concentrations during spray painting will be high. All labor shall wear adequate personnel protective equipment as appropriate.
  • Fire precautions shall be maintained. Smoking or the use of open flames is permitted only at designated areas.

41.3 Hazards Involved During Painting
41.3.1 Toxicity
Most of the solvent contained in paints or used for cleaning are toxic in varying degrees. The dangers can arise from inhalation, ingestion or skin adsorption. Examples are turpentine, toluene, thinner, naphtha and enamel. Turpentine is very irritating and mineral spirits are mildly irritating. Extremely toxic solvents include benzene and all chlorinated solvents and the like. These solvents should not be used unless specifically necessary.
41.3.2 Skin Irritations
Vapors from many solvents can cause mild to quite severe allergic skin irritations. Strong degreasing solvents remove natural skin oils and promote skin cracking. Adequate and readily available washing facilities shall be provided. Barrier creams may protect the skin against paint and solvents. The use of personnel protective equipment will help to prevent health problems.
41.3.3 Hazards from Flame Cleaning
Major danger of explosion and fire exists when flame cleaning is done in the presence of flammable materials such as paint solvents. Flammable materials shall be removed prior to start of flame cleaning operations. Flame cleaning in confined spaces shall only be done when adequate ventilation is provided to remove fumes.
41.3.4 Hazards from Solvent Cleaning
Solvents for wiping include mineral spirits, petroleum naphtha, turpentine and other products. Benzene, gasoline and carbon tetrachloride are dangerous and shall be selective used. Adequate ventilation shall be provided while solvent cleaning.
41.3.5 Hazards from Paint Preparation and Equipment Cleaning
The solvents for the majority of paint systems used are toxic and flammable. Paints based on water solvents are used in limited locations. Paints shall be mixed in areas with adequate ventilation and washing facilities shall be available so that paints and solvents splashed on the body or in the eyes can be washed immediately.

8.2 Management of change

Management programs, identified risk control measures and Action Plans are amended, if required. If necessary, planning is also carried out through Management review meetings. Regarding management of change (MOC) the organization shall identify the OH & S hazards and OH & S Risks associated with changes in the organization, HSE management system, or its activities, prior to the introduction of the changes. XXX also ensures that the results of these assessments are considered for determining the appropriate controls.

8.3 Procurement requirement for OHSMS

XXX takes into consideration the HSE management system to control the ‘procurement of products & services’ to control the HSE risks arising from
a) The contractors’ activities and operations that impact the organization;
b) The organizations’ activities and operations that impact the contractors’ workers;
c) The contractors’ activities and operations that impact other interested parties in the workplace.

8.3.1 General procurement

XXX has established, implemented and maintained a process to control the procurement of products and services in order to ensure their conformity to its HSE management system.

8.3.2 Contractors OHSMS requirements

XXX coordinates its procurement requirements with its contractors, in order to identify hazards and to assess and control the OH&S risks arising from the contractors’ activities and operations, XXX’s activities and operations that impact the contractors’ workers, contractors’ activities and operations that impact other interested parties in the workplace. XXX ensures that the requirements of its HSE management system are met by contractors and their workers. Procurement department includes occupational health and safety as a criteria during the selection of contractors.

8.3.3 Outsourcing OHSMS requirements

XXX controls outsourced functions and processes by ensuring that outsourced processes are consistent with legal requirements and other requirements and with achieving the intended outcomes of the HSE management system. The type and degree of HSE control are applied to these functions and processes are defined in the contract agreement.

8.4 Emergency preparedness

8.4.1 Mock Drills:

Are practical drills designed to test the capability of personnel or organization to perform a specific function (i.e., Fire, Spill response, communications, First Aid and Rescue). The HSE Coordinator, in co-ordination with other departments, shall identify all potential emergency situations or scenarios arising from the risk assessment associated with the company’s activities, operations and processes, including the means to eliminate, control and minimize the hazards and risk associated with it.

8.4.2 Emergency Drills

  • The Safety Officer, in coordination with the MR and Project Manager, shall plan and emergency drills at least once every Year.
  • Emergency drills shall cover all but not limited to different types of emergencies as follows:
    • Evacuation
    • Fire fighting
    • First aid.
  • Designated fire exits and evacuation areas (or “assembly points”) within or near the company premises shall be clearly marked and made clear to all personnel. Selected and assigned personnel shall supervise the evacuation, including headcount.
  • If planned results are not achieved, appropriate corrective actions shall be planned and carried out in accordance with “Non-conformance, Corrective & Preventive Action Procedure”.
  • The Safety Officer shall prepare and maintain records of “Emergency Drill Report” duly signed by the MR.

8.4.3 Emergency Equipment Monitoring & Inspection

The MR shall ensure that appropriate emergency equipment is provided, deployed and easily accessible in strategic areas of the company premises, where a potential environmental emergency and associated risk could potentially occur.
Emergency equipment shall cover all but not limited to the following:

  • Fire Extinguishers
  • Fire Alarms
  • Fire Hose
  • Emergency Lights
  • Spill kits (in the event of chemical/oil spills)
  • First Aid Kit

The MR/HSE Officer and/or its assigned staff shall periodically check and monitor all emergency equipment. Frequency of inspection and maintenance shall be specified in the list. It shall be the responsibility of the HSE Officer and his designated staff to ensure that all emergency equipment are in good operational condition and easily accessible in the event of an incident and other emergency situation.

8.4.4 Emergency Situations
Emergency situation can arise due to:

1. Fire

ActivitiesMitigationResponsibility form Mitigation
Vulnerable areas for fire are identified1.Conduct Fire mock drill once a year
2.Used Fire Extinguisher with low pressure / invalid ones are to be refilled.
3.Display Emergency contact information
Adequate first aid, firefighting equipment is made available during emergency 
Fire alarm provided at security and relevant locationsSecurity
On information fire core group acts immediatelyEmergency Response team  
Emergency escape routes are earmarked and Emergency Plans displayedMR
Emergency power supplies cut-off system availableMaintenance personnel
Employees are imparted awareness on emergency preparednessMR ,Core Team
Assess the loss/damage and submit report to the managementSupervisor
Train existing and new employees on emergency response/evacuation as part of their induction programCore Team

Handling Fire Emergency:
The person who discovered the fire shall promptly report the matter to any ERT member and/or the Safety Officer through telephone, mobile phone or any other means of communication. In the event of fire, the following guidelines shall be as follows:

  1. Call the ERT and report the location of fire.
  2. Use the nearest fire extinguisher.
  3. Wait for announcement.
  4. Move out of the affected area.
  5. Press the fire alarm.
  6. Or shout “fire, fire, fire!”

Upon receipt of emergency call, the ERT shall respond immediately and shall act according to the following:

  1. Use firefighting techniques.
  2. Responds to emergencies as required.
  3. Initiate orders and command activity with firefighting.
  4. Call external Fire Department if the situation is out of control.
  5. If situation is getting worse, evacuation shall be planned upon HSE’s recommendation and approval of the PLANT MANAGER.

The ERT and/or designated personnel (referred to as “fire fighters”) shall direct and lead all personnel/workers towards the designated evacuation area (or “assembly point”). Employees and visitors shall follow the following evacuation guidelines:

  1. Proceed to the nearest exits or stairs.
  2. Walk fast. Do not run.
  3. Proceed to the designated evacuation area.
  4. Do not go back to get personal items.
  5. Wait for a further announcement.

The Safety Officer, in consultation with the Plant Manager shall make a recommendation if there is to be suspension of work, and shall take any necessary action if suspension is announced.

2 Handling Injury/illness of Personnel

a) In case of serious injured:

  1. Shout for help.
  2. Recover the injured person and administer first Aid as per injury treatment.
  3. Do not attempt to move the injured person if you are not aware of handling back or neck injuries.
  4. Call the ambulance and report the accident to the management as well as to control room.
  5. If the injured person conscious ask if can walk, transport him to the nearest hospital.
  6. If injured person is unconscious wait for the arrival of the rescue team

b) In case of illness:

  1. Inform the supervisor.
  2. The Supervisor or first aid nominated person must transfer the sick person to the hospital for proper medical treatment.
  3. If vehicle not available call : AMBULANCE

3 Reporting & Meeting:

  1. The Safety Officer, MR and other relevant personnel shall review and discuss any reported incident and shall plan corrective measures to avoid recurrence of the same environmental and OH&S emergency situation and incident.
  2. Emergency procedures shall be reviewed and revised as necessary to reflect continual improvement on the company’s emergency preparedness and response plan
  3. All matters discussed shall be communicated to all employees, contractors and other person working for or on behalf of the company through meetings and bulletin boards for general awareness.

4 Handling Chemical/Oil Spills
The guidelines below shall be used in HSE emergencies such as oil or chemical spills and leaks resulting from handling, accidents and explosions that pose immediate danger to employees and environment:

  1. For minor spills, clean the spills or leaks with absorbent materials and put the contaminated materials in a hazardous waste bin.
  2. For major spills, call the ERT and report immediately the matter to HSE Officer and the HSE manager.
  3. Then identify the type of chemical or oil spilled in the area and determine the source of all spills or leaks.
  4. Use appropriate protections in handling spilled chemicals or oils.
  5. Stop the source of leaks or spills.
  6. Contain the spill or leaks using the techniques that best fit the situation.
  7. For oil leaks, place an empty container under the source of the leak.
  8. Tie-up the pipe or hose where a chemical comes out.
  9. Replaced the defective pipe or hose.
  10. Put the leaking container in a recovery or inside another container.
  11. Rotate or shift the container to a position that stops the leak.
  12. Use appropriate absorbent materials to remove the spills or leaks.
  13. Limit the spill or leak to as small an area as possible.
  14. Contain the spill chemicals within a salvage drum.
  15. Remove the contaminated clothing & dispose them accordingly, then shower.
  16. Decontaminate any tools used in the removal and clear-up of hazardous materials.
  17. ERT shall ensure that appropriate PPE (Personal Protective Equipment) is used when handling chemical or oil spills.

5 Preparedness

  1. Test the plans and procedures for adequacy at least once in 6 months.
  2. Ensure the effectiveness of the emergency training through exercises and Mock drills.
  3. Regularly inspect the existing emergency facilities, supplies and equipment and rectify any deficiencies.
  4. Ensure provisions for notification, initial assessment and communication during an emergency situation.
  5. Response
    o Ensure a safe and efficient evacuation during emergencies.
    o Ensure to maintain right level of security during any emergencies.
    o Communicate to news media and general public in the event of any emergency, accident or other incident, only after seeking concurrence from Chairman.
    o The steps taken in response to a fire, hazardous material incident, and situations requiring medical and/or rescue response shall be documented in detail.

6 Duties and responsibilities

  1. HSE Officer
    • He will be in-charge of handling any emergency under the overall guidance of the Project Manager.
    • Guiding the various controllers end and co-ordinates in carrying out their function effectively.
    • Depending on the seriousness of the emergency ensure outside help.
  2. Project manager
    • Immediately on knowing about the emergency he will proceed to the scene.
    • Quickly assess the scale of emergency.
    • To give instructions to managers for control of operations in other sections/shutdown
    • Ensure safety of personnel at site. Evacuate all unwanted persons from the site through operators or supervisors

9 Performance evaluation

9.1 Monitoring, measurement, analysis and evaluation

9.1.1 General
Processes are monitored to verify such process parameters that have influence on the environment or personal safety and health. Monitoring and measuring are performed at appropriate stages of the Project implementation process. If required by customer, XXX follows the process monitoring and measuring procedures stated in relevant technological procedures, method statements or working directions. As the evidence of process conformity with the specified HSE requirements, the documented information with clear identification of a person responsible for product release are kept and maintained. The results of monitoring and measurement shall be analyzed and evaluated.

9.1.2 Customer Satisfaction and Legal Compliance Evaluation Customer Satisfaction
XXX shall collects information on customer perception to see whether or not the customer’s expectations were met by assessing the customer satisfaction related to the project and the performance of the HSE requirements. Any method can be used to collect this information like customer surveys, customer feedback on delivered products and services, meetings with customers, compliments or letters received from customers etc. Evaluation of compliance
XXXhas committed to compliance of applicable legal and other requirements it subscribes related to its environmental aspects and OH&S issues. XXXevaluates its compliance with its applicable legal and other requirements during MRM. Analysis and Evaluation
Data analysis represents a process of the transformation of inputs (data and information) into outputs (analysis result, proposed actions) in terms of detecting the rate of conformance, development trends, objective implementation, action effectiveness, degree of customer satisfaction, performance and effectiveness of management systems, actions taken to address risks and opportunities, performance of external providers etc. The evaluation of compliance to HSE requirements on regular basis and being discussed during the management review meeting and is monitored as stated in procedure for Legal and other requirements. XXXshall ensure that the

  • Frequency of the evaluation is determined
  • Evaluation of compliance is done as per determined frequency and take action If needed
  • Knowledge and understanding of its compliance status is maintained.

9.2 Internal audit

XXX shall conduct internal Audits at planned intervals to determine whether the HSE management system:

  • Conforms to the planned arrangements to the requirements of ISO 45001:2018, ISO 14004:2015 and to the HSE management system requirements established by XXX as per this HSE Plan for the project.
  • Whether or not the system has been effectively implemented and maintained.

An 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 the previous audits. The audit criteria, scope, frequency and methods shall be defined. The selection of auditors and conduct of audits shall ensure objectivity and impartiality of the audit process. Auditor shall not audit their own work. XXX have established a documented procedure for Internal Audit, and to define the responsibilities and requirements for planning and conducting audits, establishing records and reporting results. It is ensured that relevant audit results are reported to workers, and, where they exist, workers’ representatives, and other relevant interested parties. The management responsible for the area being audited shall ensure that any necessary corrections and corrective actions are taken without undue delay to eliminate detected non conformities and their causes. Follow-up activities shall include the verification of the actions taken and the reporting of the verification results. The response time for submission of an action plan to address detected non conformities shall be identified.

9.3 Inspections and Audits

Statutory Inspections
Statutory inspections. will be in accordance with the requirements as per ABC guideline’s and requirements. A record of inspection checklists and inventory details will be maintained by MR. Any of the above equipment lifting gear that is found to be defective will be removed from service and marked or sprayed with Red tag to indicate that it is not to be used. All defective equipment will be removed from the worksite.

Management, supervisors, engineers and health and safety staff are to carry out regular monitoring of the workplace as they pass through. Supervisors have a key responsibility for the safety of workers under their control and are to continually assess and be constantly on the lookout for any hazard that might arise in the work areas. Supervisors should ensure that workers are carrying out pre-operational checks and are alert for any unsafe conditions and actions. All monitoring and measurement HSE equipment used for verification shall be controlled and calibrated to ensure that such devices are available to guarantee continuity of in-process measurement capabilities. Monitoring and measuring equipment must be:

  • Calibrated or verified at specified intervals or prior to use, based on recognized standards.
  • Adjusted or re-adjusted as necessary in accordance with manufacturer’s instructions.
  • Identified to enable calibration status to be determined.
  • Safeguarded from adjustment, which would invalidate measurement results.
  • Protected from damage or deterioration during handling, maintenance or storage.

Inspections and Audits
Inspections, tours and audits will be carried out by all levels of management and supervision. An inspection and audit programme will be established by XXX in accordance with the final HSE Plan. Results of health and safety inspections, tours and compliance audits must be recorded in an agreed format and will be analyzed on a regular basis to identify any negative trends. Inspection verification shall be done by XXX’s HSE Co coordinator and team before equipment or power tools are used. HSE audit will be carried out internally (Site quality audit team) on a monthly basis, 6 monthly (XXX’s quality audit team). Copies of inspections and audits are to be issued to the Engineers Representative, where applicable.

9.4 Management review

The management review meetings take place in order to evaluate the business activities and HSE Management System as a whole. It shall be at planned intervals to ensure its continuing suitability, adequacy and effectiveness. During these meetings the effectiveness of the HSE management system is reviewed. The review shall include assessing opportunities for improvement and the need for changes to the HSE management system, including the policies and objectives. Data will be studied to see if objectives and plans are being achieved, and areas where action is needed will be identified and action taken accordingly.
Customer and interested parties feedbacks is studied and suggestions are made for improvements and guidance to maintain good relationships with them.
We at XXX, ensure that the frequency of the management review meeting is enough to ensure the effectiveness of the system. These meetings will be held on a six monthly basis.

The following are the inputs identified for the management review:

  1. Status of actions from previous management reviews
  2. Changes in external and internal issues that are relevant to management systems
  3. Information on the performance and effectiveness of the HSE management systems including trends in :
  4. feedback from relevant interested parties
  5. The extent to which all the HSES objectives have been met
  6. Non-conformities and corrective action
  7. Monitoring and measurement results
  8. Audit result
  9. Performance of external providers
  10. Results of workers participation and consultation
  11. Legal changes
  12. HSE performance
  13. Serious incidents/accidents
  14. Legal compliance
  15. The adequacy of resources
  16. The effectiveness of actions taken to address risks and opportunities
  17. Opportunities for improvement

The outputs of the management review shall include decisions and actions related to:

  1. Opportunities for improvement
  2. Any need for changes to HSE management system
  3. Resource needs
  4. Reviewed and revised HSE policy and objectives
  5. opportunities to improve integration of the HSE management system with other business processes;
  6. Any implications for the strategic direction of the organization.

XXXshall maintain documented information as evidence for the management review process.

10 Improvement

10.1 General

XXX shall determine and select opportunities for improvement enabling it to achieve enhanced customer satisfaction or to meet any customer requirements.

10.2 Incident investigation, non-conformity and corrective action

All Incidents with OHS and environmental concerns are reported to HSE Officer by the section in charge immediately after the incident. HSE Officer, upon receiving the information, immediately visits the site of incident to collect all possible available information from incident site. After assessing the potential/actual severity of the incident, HSE Officer reports the same to Project Manager who constitutes an investigation team to investigate & analyze the incident as per the Procedure for Incident Reporting & Investigation. Incidents, investigation and actions taken are communicated to relevant workers and other relevant interested parties. The incident management procedure of ABC shall be incorporated into the final HSE plan for the project and ensure that the requirements are understood and implemented. The investigation team submits a report by including underlying OHS and environmental deficiencies & factors causing & contributing to the incidents need for corrective action, opportunities for preventive action and for continual improvement. Concerned section heads/process owners have to initiate corrective action as per the investigation report. XXX shall ensure that product which does not conform to customer or statutory requirements is identified and controlled to prevent its unintended use or delivery. The need for corrective action is determined on the basis of identified actual non-conformities. Corrective action requests are typically triggered by such events as a failed inspection, customer complaint and/or product return on quality issues, non-conforming delivery from a supplier, or a system audit finding. The corrective action Program in the XXX typically encompasses a Plan-Do-Check-Act cycle and involves the following activities.

  • Investigating the Non conformity to determine the root cause
  • Assessing the magnitude and impact of the problem
  • Initiating measures for correction of the Non conformity
  • Identifying and recording actions taken to prevent recurrence of the Non conformity
  • Update risks and opportunities determined during planning, if necessary;
  • Follow up action to review the effectiveness of any corrective action taken.

10.3 Continual improvement

XXXshall continually improve the suitability, adequacy and effectiveness of its management systems. Continual improvement is demonstrated by the effectiveness of its management systems through the use of its policies, objectives, and audit results, analysis of data, corrective actions and management review. Continual Improvements shall be identified in all areas of operation and every effort shall be taken to ensure that the improvements initiated are carried out on continual basis. Training shall be imparted to all concerned on the concept of continual improvement and the tools to be used to achieve the improvement where required. The effectiveness of Continual Improvement Plans shall be monitored and reviewed periodically and the same shall be discussed in MRM.

10.4 Safety Culture and Awards
A safety award scheme will be implemented to recognize employees who contribute above their normal duties as an employee in keeping the site, themselves and other personnel safe from injury or ill health. Categories of safety award and recognition may include the following:

  • Safety leadership – anyone who shows leadership or takes the initiative to ensure the safety of themselves or others Safety initiatives/improvements/suggestions
  • Near miss reporting
    Towards enhancing HSE culture and improving human behaviour XXXshall initiate campaigns e.g. Work-At-Height, Hand Safety, Beat the Heat etc. throughout the year to raised awareness among workforce.
    Campaign plan and safety award program will be aligned to the organisation’s strategic vision and planning.
    To acknowledge the contributions that employees make in fostering a culture of health and safety in the workplace a quarterly recognition award will be held on site.
    All essential criteria shall be met in order to be eligible for an award which include the following
  • Demonstrated commitment to health and safety in the workplace. Commitment goes beyond the requirements of the employee(s) role, it is proactive and preventative. Works towards continuous improvement of health and safety in the workplace. For example activities/actions taken to prevent injuries or illnesses, prevention of unsafe conditions or practices. Promote a work and service environment that is respectful, collegial and supportive



This procedure ensures that all personnel working at sites are equipped with proper protection for eyes, face, head, extremities, hearing, and respiratory system, as well as guidelines for the use and maintenance of PPE and to implement the same to protect the personnel. This is applicable to all personnel working in the XXX premises.

2.0 SCOPE:

 All location


  • Operators should wear appropriate as required for the process.
  • Supervisors are responsible to verify the effectiveness of the usage, corrective action plan and monitoring.
  • Plant Manager is overall responsible for verifying the schedules are followed as per the SOPs.
  • The Management to provide proper PPE’s
  • Stores In charge to maintain the appropriate stock of PPE’s and issue the same in concurrence with Supervisors.
  • Purchase to procure quality and reliable PPEs. To ensure timely availability of PPE


4.1 The PPE’s used is appropriate as per the required national / international standards.
4.2 Where PPE’s have to be cleaned by the respective operator, they are trained and accountable for cleaning in accordance with the manufacturer’s recommendations.
4.3 XXX ensures that employees are properly trained for the use and fitting of the appropriate PPE.
4.4 Improper fitting or defective / damaged PPE are not used and if found, is reported to the managers / supervisors promptly.
4.5 PPE exposed to chemicals are decontaminated after use. Any PPEs that cannot be decontaminated are removed from service and disposed of in accordance with the plant waste disposal requirements.
4.6 Managers / supervisors ensure that all the employees are equipped with appropriate PPE prior to the commencement of any task for which PPE is required.
4.7 Office employees and visitors adhere to the PPE requirements as per the list of PPE.
4.8 PPEs to be worn are decided according to the Risk assessment – EMS and OHSMS carried out for all the activities.
4.9 While implementing the control measurements for the identified risks, PPE is taken as the last resort of control where risks cannot be eliminated, reduce, substituted by design.
4.10 There would be continual improvement on site to eliminate, substitute, reduce or risks taking place even whilst PPE would be adhered to on site.
4.11 Risk assessment is done on a regular basis.
4.12 Results of hazard assessments are communicated to all affected employees, including employees’ representatives where appropriate.
4.13 Work areas and / or tasks are reassessed as necessary to include any new equipment and/or processes introduced to the facility or any new work tasks assigned to employees.

Eye and Face Protection

Employees wear appropriate eye and face protection for work areas or tasks presenting a potential for injury from:

  • flying particles, including powders and dusts;
  • liquid chemicals;
  • vapours;
  • injurious light radiation; and
  • Any other hazards identified by work area or task assessments.

Employees wearing prescription eyeglasses wear one of the following when safety glasses are required:

  • Approved safety glasses with corrective lenses.
  • Over the frame safety glasses covering the prescription glasses.
  • Goggles covering the prescription glasses.
  • Prescription eyeglass inserts are provided to employees who require corrective lenses and wear full-face piece respiratory protection for their job duties.
  • Employees, who perform welding, cutting, and other tasks with the potential for injury from light radiation, use PPE equipped with filter lenses that have a shade number appropriate for the work being performed.

Hand Protection

Gloves are used when performing tasks with the potential for:

  • Cuts and abrasions
  • Chemical exposure
  • Temperature extremes (hot or cold)

When more than one glove type is required for a work area or task, the appropriate type are used for protection against the specific hazard for which it was designed and specified. One glove type cannot provide protection against all types of hazards

Head Protection

Employees wear appropriate head protection whenever there is potential for head injury from falling objects, exposure to unprotected electrical conductors, or inadvertent contact with low hanging structures.

Hearing Protection

The section with high noise area should be provided with earmuffs to all employees / visitors.

Foot Protection

Employees wear appropriate safety shoes when working in areas, or performing tasks, that present a potential for foot injuries due to:

  • Falling or rolling objects.
  • Objects piercing the sole of the shoe.
  • Exposure to electrical hazards.
  • Employees who are required, as a primary part of their job, to lift or handle materials that pose a potential for foot injury must wear safety shoes.

Office employees and visitors entering areas of the facility where safety shoes are required must as minimum wear strong sensible footwear and the appropriate equipment.

Employees who are provided protective or safety shoes leave these shoes at the facility in order to ensure that the shoes are available for use at the facility each day.

Respiratory Protection

Where source control and other engineering controls are not feasible, employees are equipped with appropriate respiratory protection (e.g., dust masks).


List of Personnel Protective EquipmentsHS-F 058Plant Manager
PPE Issue RecordHS-F 059Plant Manager

OCP for Waste Management


This procedure is to ensure legislative compliance and improved environmental performance & establish required waste management practices for waste arising at the XXX.

    • Certification Engineer is responsible for monitoring the overall amount of waste generated and the amount of waste disposed on a monthly basis.
    • The respective area owners are responsible for training employees and keeping track of waste generated in their area of work .
    • MR and Certification Engineer are responsible to establish goals and objectives for the continual improvement of waste minimization and management.
    • WASTE: A substance (liquid or solid), which is identified as to be discarded. This includes all materials that are classified as waste by EPA.
    • BY-PRODUCT:  A material generated by our activities that can be recycled or reused at no cost to XXX.  This includes materials sent off site for recycling or reuse (e.g. scrap metal).
    • WASTE CARRIER: Person or company authorized by regulatory authority to transport waste.
    • WASTE MANAGEMENT FACILITY:  Facility authorized by regulatory authority for the storage, treatment or final disposal of waste.
    • HAZARDOUS / SPECIAL WASTE: Waste which may cause harm or as defined by EPA.

4.1. Waste Assessment

  • Perform an assessment, with periodic review of site waste generation (identify,          quantify and characterize all waste streams) and the potential impact of wastes on the environment to establish appropriate waste management procedures and waste minimization activities.
  • Establish goals and objectives for the continual improvement of waste minimization and management.
  • Periodic review of registers of waste carriers and waste management facilities to ensure that it is up-to-date and no changes.

4.2 Segregation and Storage of Different Types of Waste

  • Segregation of wastes according to types of waste like Paper, Oil, Plastic shall be done.
  • Provide good condition and integrity of storage facilities suitable for the type of waste material to be stored in it.
  • Storage facilities to be adequately labeled detailing description of waste, and hazard / compatibility warnings, and contact details for further information.
  • Secondary containment (e.g., bunding) in the case of liquid storage.
  • Refer to the ‘list of wastes generated’ & update the list if the waste generated is not mentioned.
  • Maintain details of disposed waste in “Waste Monitoring Record”.

4.3 Minimization of Waste Production

  • Control production processes to minimize waste production.
  • Segregate recyclable waste from other waste where practicable, cost effective or mandatory.
  • Progress schemes aimed at reducing disposal costs and increasing recycling. 

4.4 Transport Arrangements for the Wastes

Arrangements in place should fulfill EPA requirements.

4.5 Administration

Retain waste disposal documentation as required to comply with EPA requirements or for 3 years, whichever is longer.

4.6 Waste Management Training

  • Induction program on site waste management procedures has to be carried out for all new employees.The relevant waste management procedures training has to be planned  periodically (e.g. annual) for the employees as per their area of responsibility.
  • Persons responsible for site waste management should possess sufficient knowledge of the subject and know where to obtain additional professional support.


  • List of Wastes Generated
  • Waste Monitoring Record

OCP for Grinding Operation

Purpose: This procedure is to be used as Operational controls during grinding operations

Scope:  Grinding Opeartion

Responsibilities:       Operational: Operators

                                  Supervisory: Shift supervisor

                                  Overall:  Production In-charge


 Points of Operation:

  1. Wear face shield, Hand Gloves, Respiratory Masks, safety shoes and Earplugs before starting of operation.
  2. Keep the work pieces properly on the table.
  3. Switch on Exhaust Fan.
  4. Carryout grinding wherever required.
  5. Ensure that there are no open electrical panels or wires, flammable materials near the working area.
  6. Ensure that the sparks (if any) does not affect the neighboring process or personnel. 
  7. Ensure that machine guards are used wherever possible.

Points of Checking

  1. Carry out Dust level monitoring once in a year.
  2. Conduct Noise level monitoring near grinding area once in a year.

Actions in case of deviations:

  1. If any problems observed inform shift supervisor immediately.


  1. Health checkup Records
  2. Noise and Dust level Monitoring Records

    OCP for Sand Blasting

    Purpose: This procedure is to be used for Sand Blasting

    Scope:  Sand Blasting

    Responsibilities:     Operational: Operators

                                     Supervisory: Shift supervisor

                                     Overall:  Production in-charge


    Points of Operation:

    1. Wear Hard Hat, Goggles, Gloves, shoes and Ear-muffs before starting of operation
    2. Hang the work pieces properly on the hook.
    3. Operate the switches in proper sequence.
    4. Sandblast the jobs for specified duration.
    5. Follow work – rest cycles to keep body cool
    6. Do not run around in the sand blasting area.
    7. Drink cool water frequently and intake minimum of 8 glasses / day
    8. Keep the cables, hose pipes in designated areas after sand blast.

    Points of Checking

    1. Carry out the Maintenance as per Preventive Maintenance Checklist
    2. Carry out Audiometric test for operators once in a year.
    3. Conduct Noise level monitoring around sand blasting area once in a year
    4. In case of sand storm, rain or high temperatures (50 degrees and above), the sand blasting is suspended.

    Actions in case of deviations:

    1. Inform supervisor in case of deviations
    2. In case of Heat stroke or Exhaustion
    • Move victim under a shade and allow fresh air.
    • Apply Ice over body
    • Call for ambulance


    1. Preventive Maintenance
    2. Health checkup Records
    3. Noise Monitoring Records

    OCP for Shearing

    Purpose: This procedure is to be used as guidelines for operating shearing machine.

    Scope:  Shearing machine.

    Responsibilities:       Operational: Operators

                                        Supervisory: Shift supervisor

                                        Overall:  Production in-charge

    Operating Criteria: Physical Safety and Noise Level


    Points of Operation:

    1. Wear Hard Hat, Gloves and safety shoes before starting of operation
    2. Always use cranes for lifting & placing of sheets from racks or stored location onto shearing machines.
    3. Make sure that materials used for shearing are free from any fatty or organic substances on their surface to avoid work accidents and prevent gas pollutants diffusion.
    4. Set stopper to the required length.
    5. Ensure that hands are away from cutting blade before operating foot switch. 
    6. Restrict the movement in the marked area during cutting operation.
    7. Always wear gloves for material handling.

    Points of Checking

    1. Carry out the Maintenance as per Preventive Maintenance Checklist
    2. Conduct Noise level monitoring around shearing area once in a year.

    Actions in case of deviations:

    1. If any problems observed inform shift supervisor immediately.


    1. Preventive Maintenance
    2. Noise Monitoring Records

    OCP for Storage of Inflammable

    Purpose: This procedure is to be used as guidelines for storing of all inflammable materials like paint, thinner, diesel, hardener.

    Scope:  Storage of paint & thinner

    Responsibilities:       Operational: Store keeper

                                        Supervisory: Shift supervisor, Stores In charge

                                        Overall:  Production Superintendant

    Operating Criteria: Handling and Storage of Inflammables


    1. Hazardous (Flammable materials) like Oils, Paints & Thinners to be stored in designated locations only.
    2. Locations should be properly labeled.
    3. Fire-fighting equipment shall be placed near the location and store personnel must be aware of fire Risks and fire fighting.
    4. Other Flammable stock should not be available near the Location (Minimum of 3 m away from boundary)
    5. Location should be away from Electrical panels & Hot work areas
    6. Location should not be on edge of narrow Fork Lift paths.
    7. Boundary should be marked in Red paint.
    8. Drums should not be stacked more than 2 nos vertically.
    9. Store in well-ventilated, dry place away from sources of heat & direct sunlight.
    10. MSDS to be displayed at points of Storage.
    11. All the storage areas should be identified using signage.
    12. Do not use Benzene / Diesel / thinner for cleaning hands.

    Points of Checking:

    1. Container should be tightly closed.
    2. Do not use pressure to empty containers.
    3. All sources of ignition should be excluded from the areas of preparation and application.
    4. Smoking, Eating & drinking is prohibited in the storage and application areas of these flammables.
    5. Container should be closed & kept in upright condition.

       Actions in case of deviations:

    1. In case of inhalation, move to fresh air, keep patient warm & at rest. If breathing is irregular & stopped give artificial respiration.
    2. In case of eye contact irrigate copiously with clean fresh water for at-least 10 minutes, holding the eyelids apart & seek medical attention.
    3. In case of skin contact remove contaminated clothing. Wash skin thoroughly with soap and water or use a recognized skin cleanser. DO NOT USE SOLVENTS / THINNERS.
    4. If accidentally swallowed obtain immediate medical attention. Keep at rest. DO NOT INDUCE VOMITTING.
    5. If any problems observed inform shift supervisor immediately.


    1. List of Chemicals
    2. Material Safety Data Sheet (MSDS)
    3. Accident/Incident Reports
    4. Correction and corrective actions

    OCP for Working at Height

    Purpose: This procedure is to be used as guidelines for working at heights.

    Responsibilities:       Operational: Person working at height

                                        Supervisory: Shift supervisor

                                        Overall:  Production Superintendent

    Scope:  Working at heights (above 2 meters from solid ground) like Repair / Maintenance of Electrical fittings, overhead crane and storage / Retrieving of items from racks and store.


    Points of Operation:

    1. Only trained persons to carry out the work at heights.
    2. Wear Safety Shoes, Hand Gloves & safety belt.
    3. Barricade the area below.
    4. Always hook lanyard above the shoulder level.
    5. Do not work at heights alone. Always have personnel at the bottom to communicate and supervise the activity.
    6. Take work permit before working at height from authorized person
    7. The authorized person
      • Conduct a survey of their workplace to determine to determine the presence of various hazards and risks.
      • Communicate to the personnel regarding all the hazards and risks involved and required precautions to be taken while carrying out the assigned job in the job that he would be taking up prior to assigning him the job.
      • Conduct Inspection of the worksite as per the check points to confirm its safe condition.
      • Fix up the anticipated time or Validity of the Permit, Entry personnel and Attendants list.
    8. After the completion of the task the person working ensures that Plant / Equipment are left in safe condition.
    9. Any isolation pertaining to the work / Equipment has to be removed / cancelled.
    10. Obtain the formal acknowledgement from the operator incharge or Issuer  for acceptance.
    11. Always store the ladders and scaffolds in designated place.
    12. Identify all the ladders and scaffolds with unique identification number.
    13. Do not carry tools while climbing.

    Points of Checking

    1. Check as per points mentioned in Work Permit

       Actions in case of deviations:

    1. If ladder condition is not satisfactory do not use the ladder.
    2. If any problems observed inform shift supervisor immediately.
    3. Record any incidents in incident / Unsafe condition board


    1. List of authorized persons.
    2. Work permit for Working at Heights
    3. List of Ladders and scaffold
    4. Incident reports