HSE Inspection PDO.doc

health, safety and environment guideline hse inspection guideline document id - gu 441 revision- 1.0 date- 15/07/2002 hse guideline recommending best practice gu 441revision 1.0page ii authorised for issue by the hse ic 15/07/2002 document authorisation document authoritydocument custodiandocument author dapo oguntoyinbo ref. ind: csm date: 15/07/02 dapo oguntoyinbo ref. ind: csm date: 15/07/02 ohi aikhoje ref. ind: csm/4 date: 15/07/02 the following is a brief summary of the four most recent revisions to this document. details of all revisions prior to these are held on file by the document custodian. version no.dateauthorscope / remarks version 1.0june 2002ohi aikhoje (csm/4)new guideline incorporating: management hse inspections; joint management hse inspection guidelines; well engineering inspection tool; industrial area inspection tool; permit to work inspection tool; waste management inspection tool; vehicle spot inspection tool; spot inspection tool. user notes: this document is a guideline only. a controlled copy of the current version of this document is on pdos edms. before making reference to this document, it is the users responsibility to ensure that any hard copy, or electronic copy, is current. for assistance, contact the document custodian. this document is the property of petroleum development oman, llc. neither the whole nor any part of this document may be disclosed to others or reproduced, stored in a retrieval system, or transmitted in any form by any means (electronic, mechanical, reprographic recording or otherwise) without prior written consent of the owner. users are encouraged to participate in the ongoing improvement of this document by providing constructive feedback. hse guideline recommending best practice gu 441revision 1.0page iii contents 1.0introduction .1 1.1background.1 1.2purpose.1 1.3scope.1 1.4distribution and target audience.2 1.5review and improvement.2 2.0hse inspections .3 2.1inspection focus.3 2.2inspection process.3 2.2.1inspection programme/plan .3 2.2.2review briefing material.4 2.2.3on-site briefing.4 2.2.4inspection.4 2.2.5interviews.4 2.2.6round-up session .5 appendix 1: management hse inspections.6 appendix 2: joint management hse inspections.24 appendix 3: permit to work (ptw) inspection checklist.28 appendix 4: general spot inspections checklist.30 appendix 5: vehicle spot inspections checklist.32 appendix 6: well engineering inspection tool.35 appendix 7: waste management tool.44 appendix 8: industrial area inspection .46 hse guideline recommending best practice gu 441revision 1.0page 1 1.0introduction 1.1background in pdo, hse inspections form part of the hse management system monitoring programme. a monitoring programme is required to measure hse performance, and the implementation of the hse management system, against established targets. inspections, in the form of workplace inspections and task verifications, supplement the formal hse audit process. an hse inspection is a check to ensure standards are being achieved. any non- compliance is recorded and remedial action instigated. localised improvements may result from an inspection. an hse inspection typically entails the following: a scheduled, structured examination of a work site with specific focus on hse physical conditions and working practices, in addition to normal supervisory duties. it follows a pro-forma checklist and results in the generation of a written report. it does not mean walkabouts, stop audits or any other ad hoc exercise. an inspection captures non-compliances at work site level, which can be rectified on a quick-fix basis. 1.2purpose the tools and processes described in this guideline are not mandatory, but rather, are suggested ways of complying with pdo hse management system monitoring programme, as detailed in cp 122 hse management system manual- part 2, chapters 3 and 7. 1.3scope this guideline is intended for hse inspections of pdo facilities and assets conducted by pdo staff and contractors. this guideline provides background information, and describes a general process for conducting hse inspections of pdo facilities, assets and components of the hse management system (e.g. the permit to work system). the appendices to this guideline contain detailed checklists or tools for the following hse inspections: 1.management hse inspections 2.joint management hse inspections 3.permit to work inspections 4.spot inspections 5.vehicle spot inspections 6.well engineering inspections 7.waste management inspections 8.industrial area inspections. hse guideline recommending best practice gu 441revision 1.0page 2 1.4distribution and target audience this guideline is intended to be used by pdo staff and contractors involved in any hse inspection process. distribution of this guideline is controlled by csm (refer to cp 122 hse management system manual, part 2, chapter 3). 1.5review and improvement any user of this document who encounters a mistake or confusing entry is requested to immediately notify the document custodian using the form provided in cp 122 hse management system manual part 2, chapter 3. this specification shall be reviewed as necessary by the document custodian, but no less frequently than every four years. triggers for full or partial review of this specification are listed in cp 122 hse management system manual part 2, chapter 8. hse guideline recommending best practice gu 441revision 1.0page 3 2.0hse inspections the following section highlights some of the issues to be considered in hse inspections, and outlines a generic process for conducting an hse inspection. 2.1inspection focus the scope, depth and focus of an hse inspection vary depending on the type of inspection. in general, there are two levels of focus for hse inspections: high level the main focus is to verify the effectiveness of the hse management system, rather than unsafe acts and conditions on site. for example, when inspecting vehicle safety it is more useful to inquire about the system for carrying out vehicle checks, rather than ask if vehicle checks have been carried out that day. management hse inspections and well engineering inspections are examples of high level inspections. low level these involve systematic observation of the work and behaviour of staff and contractors to assess compliance with procedures and work instructions. the main focus is to identify unsafe acts and conditions on site. examples include spot vehicle inspections and permit to work inspections. 2.2inspection process 2.2.1inspection programme/plan prior to conducting an inspection it may be necessary to contact the relevant area manager or supervisor to discuss details of the inspection and make the necessary arrangements. issues to be covered may include: date and time for the inspection briefing material required list of documents and records to be reviewed interviews to be conducted site access and safety requirements/procedures (including personal protective equipment) emergency drills travel/accommodation arrangements. based on this information it may be useful to prepare an inspection plan. this will help ensure that the people you want to interview are available, emergency drills can be conducted and do not disrupt interviews, etc. this is not necessary for spot inspections. hse guideline recommending best practice gu 441revision 1.0page 4 2.2.2review briefing material the following list highlights the briefing material that may be useful in preparing and conducting an inspection: organisation chart for facility, preferably with names. previous visit reports for same facility with list of recommendations. last self-check report made by off-site supervisor in asset holding department. safety milestones achieved by the facility since last visit. site supervisors report on all accidents at facility since last visit. reports of investigations of accidents since last visit. minutes of hse meetings since last visit. list of drills carried out since last visit. asset holders report on status of all outstanding hse actions at the facility. maintenance list of major failures since last visit. drilling list of major delays or problems since last visit. list of equipment modifications reviewed since last visit. list of amendments to general emergency procedures. list of amendments to departmental emergency procedures. list of amendments to operating procedure guide. 2.2.3on-site briefing on arrival at the site, the inspection team should be briefed on the work going on at the facility. the team should also get a safety briefing from the host, highlighting any hse precautions they should take. in turn, the inspection team should brief the staff at the site, on the aims and programme for the visit. 2.2.4inspection conduct the inspection of the facility, asset or the relevant component of the hse management system using the relevant checklist (refer to appendices). the inspection may require completion of the checklist only, or may require more detailed interviews with pdo staff and contractors, along with checks on documentation and records. 2.2.5interviews in general, interviews involve a series of questions. depending on the type of inspection, interviews with pdo staff and contractors may or may not be necessary. for example, interviews are an integral part of management hse inspections, but may not be necessary during a vehicle spot inspection. the best approach when working in a team is for one person to interview the supervisor, another the operator, and a third the maintenance man. asking several levels of supervision the same questions can be revealing, so maintain a certain amount of duplication of key areas by the different interviewers. a variety of answers to questions should be expected because of different shift cycles and differences in perception. if there are conflicts, explore the issue further rather than assuming that something is wrong. hse guideline recommending best practice gu 441revision 1.0page 5 ask them about their knowledge of company hse policy, regulations, and facility- specific rules. how were they briefed initially, when and by whom? did they feel their briefing was adequate? had they found any surprises? conducting operative interviews the following provides some tips for conducting operative interviews. 1.visit the site and watch activities. study one operation in depth, rather than trying to cover them all. 2.first observe from a distance: are the staff properly equipped for the job? are they standing in safe positions? are they using correct equipment? is it in good condition? are they aware of the positions of others? judge for yourself what the potential hazards are. 3.when the operator can safely stop what they are doing, talk to them. 4.if they can identify precautions that they were not taking, find out why not. 5.if there should be a work permit for the job, ask to see it so that you find out if they know where it is. 6.ask them what hazards they were verbally warned of, and whether any of the work permit requirements were explained or discussed. 7.if you feel they should have been doing more than they were, say so. your silence will otherwise be taken as acquiescence. 8.if there has been a flagrant disregard of procedures, then those concerned must be clearly told that this is unacceptable. if they have just not thought deeply enough about hse, make the points less forcefully. 9.ask if the job couldnt be done more safely. check the information from the interviews with the supervisor. when was the last drill they took part in? what did it consist of? did they discuss it afterwards? 2.2.6round-up session as well as highlighting good points, the round-up session should emphasise those deficiencies that can be rectified immediately by the facility staff themselves. deficiencies which require higher level action should be noted in general terms stating that they will be taken up with the higher level or asset managers. avoid too much detail, and discuss deficiencies in the system, rather than individual failings (except as examples). finally thank the site staff for their help and ask them to keep hse in the forefront of their minds when working. hse guideline recommending best practice gu 441revision 1.0page 6 appendix 1: management hse inspections 1.0introduction this checklist is intended for use by managers conducting hse inspections or visits in the field. it contains a series of questions and checks that enable the effectiveness of the hse management system to be demonstrated. the involvement of high level of management in hse inspections and field visits demonstrates to pdo staff and contractors the leadership and commitment to hse from high level management. 2.0visit organisation annual schedule the visits are part of the annual pdo hse plan. travel arrangements individuals are requested to book land transport and air flights well in advance. visit programme it is the responsibility of the host asset manager and area coordinator to prepare a detailed inspection programme, which should be agreed with the director one week before the visit. the programme should include a visit to at least one active site. visit team the visit team should comprise: pdo director contractor ceo host asset manager csm focal point. senior asset rep (coast) host asset rep (interior) in order to cover as much ground as possible, it is recommended that the visit team be split into two groups, each looking at different aspects of the hse management system on site. visit report the host asset manager shall note the key points raised by the inspection team and compile a report with actions to be implemented. the contents of the report should be agreed with the director, and copy issued to all visit team members. hse guideline recommending best practice gu 441revision 1.0page 7 3.0the visit pre-visit meeting it is suggested that a pre-inspection meeting be held a few days before the visit to agree roles, responsibilities and scope of the visit. the timing for each item on the programme should also be discussed. the inspection upon arrival at site, conduct a brief review in the office of selected hse ms elements to identify areas to focus on. the host asset team should also brief the team on their key areas of exposure. the site visit check on site that actual practice match with what is written down in documents. after the site visit, debrief personnel highlighting good practices and deviations noted. preparation checklists before you leave home: flight arranged? own vehicle checks? journey management? accommodation arranged? preparation file? personal protective equipment? before you go to site: ensure you get safety briefing give a briefing to the site team on objectives of the visit discuss the previous inspection results 4.0management hse inspection checklist 4.1hse program 4.1.1supervisors and records responsibilities does he have a job description? does it include: his safety responsibilities his safety activities? programmes how does he manage facility integrity and hse? is there a department hse program and integrity program? does he have a copy? how does the programme get changed? have there been any changes during the year? what part did he play in developing: the overall programme? the facility programme? his individual programme? hse guideline recommending best practice gu 441revision 1.0page 8 how does he pass on information on facility programme and objectives to: his subordinates? contractors? how does he check that they have understood? what activities by others has he seen as evidence of the departments technical integrity and hse programme? objectives what specific hse objectives has he been given for staff reporting? what hse objectives have been given to the whole facility team? progress does he know the departments progress towards their hse objectives? how does he report safety progress to the department? how often? what progress have they made? what feedback has he had from the department on his progress? how does he evaluate contractors progress? team who is the man on his team, beside himself, with the best attitude to hse? has this been recognised in any w