Aspec Engineering Pty Ltd

Transcription

1 Aspec Engineering Pty Ltd Health, Safety and Environment Management System Version 4 Revision Number: 4 Issue Date: 03/08/2015

2 ASPEC Background Aspec Engineering Pty Ltd (ASPEC) was established in 2003, by two key stakeholders Richard Morgan and Frank Gatto. ASPEC currently has over thirty employees, consisting of structural engineers, mechanical engineers, drafters and support personnel. ASPEC has four offices, the central office in Brisbane, and smaller offices in Perth, Newcastle and Wollongong. Several employees operate remotely across the world in a home office environment. ASPEC provides multidisciplinary engineering services to mining companies, ports and heavy manufacturing industries. ASPEC offers three main service lines: engineering projects, materials handling machines and structural integrity of industrial assets. ASPEC employees perform services in an office environment and on various site locations, as show on the map below. ASPEC employees may be required to enter an office workplace and a variety of client site workplaces. APSEC requires a health, safety and environment (HSE) management plan which protects all persons and the environment from harm across all workplaces. The HSE management plan must comply with the legislative requirements, relevant advisory standards, codes of practice and client HSEC Management Standards. Report HSE Aspec Engineering HSW Management System Procedure

3 Contents Policy A Policy B Policy C Policy D Element 1 Element 2 Element 3 Element 4 ASPEC HSE ASPEC Drug and Alcohol Policy ASPEC Environmental Management ASPEC Risk Management ASPEC HSE Commitment Legal and Other Obligations Hazard Identification and Risk Management ASPEC Job Hazard Analysis (JHA) ASPEC Take 5 Purchasing Risk Management HSE Responsibilities and Communication HSE Responsibilities Chart Element 5 Element 6 Element 7 Element 8 Element 9 Training, Competencies and Awareness Contractor Management Operational Controls Confined Spaces Fitness for Work Vehicles and Driving Working at Heights Working with Electricity & other Energy Sources Psychosocial Issues Ergonomic Issues Document Control Emergency Protection Incident & Action Management Employee Rehabilitation Element 10 HSE Review and Revision Internal Audits Plan Environmental Management Report HSE Aspec Engineering HSW Management System Procedure

4 HSE Management System Procedure HSEMS Document Owner: H. Morgan 1. ASPEC HSE Commitment Review due: 01/07/ ASPEC Background ASPEC Engineering Pty Ltd (ASPEC) is a multi-disciplinary engineering firm that provides services to mining companies, ports, and heavy industries from offices in Brisbane, Perth, Newcastle and Wollongong. ASPEC has developed close ties with clients, and is able to provide a comprehensive service in core business areas of engineering projects, materials handling machines, and structural integrity. ASPEC was established in 2003 by Richard Morgan and Frank Gatto following a long history with the BHP Group (now BHP Billiton). ASPEC is now an industry leader for materials handling machines for Australian bulk export ports. In its 10 years of operation, the company has been involved with over 50 materials handling machines. Major clients include: BHP Billiton Mitsubishi Alliance (BMA), BHP Billiton, Port of Gladstone, Pilbara iron, PWCS, Rio Tinto, Dalrymple Bay Coal Terminal, and PKCT. 2 ASPEC Work ASPEC specialises in multi-disciplinary engineering for materials handling systems and retrofit works for mining companies, heavy industries, and ports. With many years of experience in the industry, ASPEC undertakes the majority of design in-house and coordinates input from specialist sub-consultants as required for a complete service. The types of jobs undertaken include: Berth and shiploader configuration Port stockyard configuration Conveyor systems Dolphins and ship fendering and mooring systems Marine structures ROM and rail dump stations Bins, bunkers and silos Bulk materials handling machine retrofits Access structures Foundations for vibrating machinery Cranes and machine runways Reclaim tunnels Mine buildings and workshops 3 ASPEC Significant Projects Significant projects ASPEC has been involved with include: 2011 BHP Billiton Mitsubishi Alliance (BMA) Hay Point Services HPX3 Project Design Verification 2011 RTIO Cape Lambert Port B Expansion Independent Audits of Stackers, Reclaimers and Shiploaders 2011 GEMGO Groote Eylandt Independent Audit of Stacker ST Peabody Energy North Goonyella Eaglefield Expansion Project 1

5 HSE Management System Procedure HSEMS Document Owner: H. Morgan 1. ASPEC HSE Commitment Review due: 01/07/ Gladstone Ports Corporation Stockpile SP Downer EDI Xstrata Mangoola Project ROM System 2008 Waratah Coal China First Project, Galilee Basin Concept Study for new port BMA Hay Point Coal Terminal Shiploaders SL1 & SL2 Upgrades BMA Hay Point Coal Terminal Berth 1 & 2 Fender and Mooring Hooks Replacement 2006 Dalrymple Bay Coal Terminal Conversion of Stacker Reclaimer SR4 to Reclaimer RL Gladstone Ports Corporation Reclaim Conveyors CC4D & CC4E 2005 BMA Peak Downs Mine ROM reconstruction for Cat 797 Trucks 4 ASPEC Resources ASPEC employs over 50 highly qualified, multi-disciplined, professional staff, operating from various office locations around Australia. We are able to respond quickly and efficiently to client requirements, irrespective of the location of the project. The company matches a project team to the specific needs of the client and the assignment, drawing on the resources and experiences essential for the successful delivery of complete projects and assignments. ASPEC maintains a panel of highly regarded industry experts who are referred to regularly for specialist advice. We also have alliance partners to provide additional expertise and resources for projects. 5 ASPEC Insurance Details ASPEC has been covered by Workcover QLD/NSW Allianz WA for the duration of its operations (10 years). ASPEC paid 0.245% in ASPEC has professional indemnity insurance for $5,000, and has an excess of $50, ASPEC has a public liability insurance policy for $20,000,000 with an excess of $2, ASPEC has a product liability insurance policy for $25, with an excess of $2, ASPEC Health, Safety and Environment (HSE) Commitment 6.1 HSE Commitment Statements ASPEC is committed to ensuring that HSE is the top priority at all times: ASPEC will ensure the safety, health and wellbeing of all persons and the environment affected by its operations. 2

6 HSE Management System Procedure HSEMS Document Owner: H. Morgan 1. ASPEC HSE Commitment Review due: 01/07/2016 ASPEC endeavours to provide a safe workplace and job tasks that place minimum risk of harming individuals or the environment. This includes establishing risk management techniques to minimise the risk of hazards in the environment and designing job tasks to suit individual skills and competencies. ASPEC has established policies and procedures designed to further improve safety practices, which all persons undertaking work with ASPEC must adhere to. ASPEC, through training and information provisions, will equip employees with an awareness of safety issues and risk management so they will be better able to make safe and informed decisions at work and at home. 6.2 HSE Overarching Goals ASPEC established the following overarching HSE goals to strive towards continual improvement and excellence in HSE: To maintain zero harm to all persons To maintain zero incidents involving harm to the environment To maintain zero harm to property 6.3 HSE Objectives and Targets ASPEC establishes annual HSE objectives/targets based on the risk assessment. 6.4 HSE Measures ASPEC will measure its progress towards achieving HSE objectives and targets in the monthly safety report. 3

7 HSE Management System Procedure HSEMS Document Owner: H. Morgan 1. ASPEC HSE Commitment 6.5 Scope of HSE Management System Review due: 01/07/ ASPEC HSE Management System consists of policies, procedures, work instructions, guides, forms and registers, designed to ensure ASPEC meets all client and legal obligations ASPEC HSE Management System will apply to all sites and offices of ASPEC All employees and contractors must abide by this plan when undertaking work with ASPEC. 6.6 Review ASPEC will review its HSE Management System on an annual basis, or as required with changes to client requirements or legislation. The HSE Manager will effect the review, which will then be endorsed by the principals. Any changes made to the HSE Management System will be recorded in the review register. 6.7 Document Control ASPEC HSE Management System will be available on the ASPEC company website, accessible to all clients, employees and future employees. ASPEC will also issue controlled hard copies to employees and sub-contractors in ASPEC workplaces. 6.8 Resources ASPEC s HSE commitment and initiatives will be supported by the provision of resources in terms of personnel, time, effort and financial outlay. 4

8 HSE Management System Procedure HSEMS Document Owner H Morgan Revision no.: Legal and Other Obligations Review due: 01/07/ Objective ASPEC are legally required to have a functional HSE Management System that protects all persons and the environment from harm across all ASPEC and client workplaces. ASPEC operates as the employer in the office workplace and as the contractor on client site locations. The HSE Management System must be designed and audited to ensure that it complies with the legal and other requirements for each workplace. Office Work Health and Safety Act (2011) Work Health and Safety Regulation (2011) WA Occupational Safety and Health Act (1984) WA Occupational Safety and Health Regulations (1996) Site Work Health and Safety Act (2011) Work Health and Safety Regulation (2011) NSW Work Health and Safety (Mines) Act (2013) NSW Work Health and Safety (Mines) Regulation (2014) WA Mines Safety Act (1994) WA Mines Safety Regulations (1995) Relevant Australian Standards Relevant Codes of Practice Specific Client HSE Policies and Protocols 2 Definitions Term Workplace Employer Client Contractor Definition Any place where work is, is to be, or is likely to be performed by workers or employer In the business, the person who engages someone else to do work, other than under contract services, for and at the direction of the person Any employer in the public or private sector who uses contractors Anyone brought to work at the client s premise that is not an employee 4

9 HSE Management System Procedure 3 Accountabilities HSEMS Document Owner H Morgan Revision no.: Legal and Other Obligations Review due: 01/07/2016 Role HSE Manager Management Accountability Maintains a register of the legal and other obligations in this document Updates the obligations register based on legislation and client changes Conducts an annual review of the HSE MS compliance Endorses any changes to the HSE MS 4 ASPEC Obligations 4.1 Obligations register A register has been created detailing ASPEC requirements under these guiding documents. This register will be reviewed yearly, with regard to amendments made to the legislation. ASPEC Reference Workplace Health and Safety Act & Regulations obligations Client obligations How ASPEC meets these obligations 1. ASPEC HSE Commitment Provide and maintain a safe and healthy workplace Ensure safe systems of work Ensure presence of a HSE MS to address all relevant aspects of HSE for the scope of the contract Demonstrate commitment to HSE Existence of a HSE Plan HSE plan available to all employees/ contractors and clients on website/server/hard copy 2. Legal and other obligations Identify, review and demonstrate compliance with the legislation relevant to work being undertaken Meet client requirements Yearly audit/review of legal and client obligations notification of any immediate client or legislation changes Changes to HSE MS based on changes 5

10 HSE Management System Procedure HSEMS Document Owner H Morgan Revision no.: Legal and Other Obligations Review due: 01/07/ Hazard identification and risk management Ensure safe use, handling and storage of substances At specified intervals (usually monthly) for the workplace: conduct an assessment at the workplace to identify any hazards and unsafe or unsatisfactory workplace health and safety conditions and practices In conducting the assessment, the workplace health and safety officer must use criteria agreed by the workplace health and safety committee and record the results of the assessment Actions recommended to be taken to rectify hazards and unsafe or unsatisfactory workplace health and safety conditions and practices Presence of a risk register Site-specific risks are identified Health identification and management strategies (procedures and training) are in place Hazardous substances are identified, assessed and addressed PPE is provided and enforced MSDSs are provided JHA procedures, supporting SOPs, risk manage infrequent one-off activities with low probability/high consequences ASPEC risk register Procedures of ASPEC risk activities Hazardous substance register MSDSs obtained JHAs/safety plans performed Take 5s performed Workplace inspections/ assessment Toolbox talks Report any hazard or unsafe or unsatisfactory practices identified during inspections 4. HSE responsibilities and communication The principals must provide resources to allow the HSE Manager to properly exercise the functions under this Act Clearly define and communicate responsibilities of site management team/ responsibilities in job descriptions, inductions Hold regular toolbox talks Conduct pre-shift toolbox talks Hold HSE meetings Inform workplace of workplace hazards through HSE Alerts HSE Alerts circulated Toolbox talks held (every month minutes and actions maintained and tracked) A HSE meeting is held every month to discuss the high level HSE strategies actions are recorded and tracked until completion Ensure HSE meeting minutes are kept and maintained Ensure HSE action items are tracked to completion Recordkeeping process and responsibility defined 6

11 HSE Management System Procedure HSEMS Document Owner H Morgan Revision no.: Legal and Other Obligations Review due: 01/07/ Training, competency and awareness Provide information, instruction training and supervision to ensure health and safety Establish appropriate educational programs in workplace health and safety Existence of HSE inductions Foster safety awareness Provide HSE training Maintain training records Ensure competence checks are conducted for new employees ASPEC new employee induction ASPEC training register HSE educational workshops External training providers 6. Contractor management Provide to the HSE Manager information in the employer s or principal contractor s possession about risks to the workplace health and safety of workers and other persons from workplaces, relevant workplace areas, workplace activities or plant or substances for use at a relevant place Conduct contractor safety inductions Ensure appropriate assessment of subcontractor performance Ensure sub-contractors align to HSE MS Implement contractor management strategies Contractor Management System 7. Operational controls Refer to specific working at heights, confined spaces and elevated work platform in the Workplace Health and Safety Regulations Implement standard procedures for high risk work Fitness for work program in place Work instructions for all major hazards 8. Emergency Response Refer to Workplace Health and Safety Regulations Emergency plan for specific site areas Official reporting responsibilities defined for emergency within contractor site operation Suitable first aid facilities provided Emergency Plan in place (Milton Business Centre) Responsibilities assigned ASPEC first aid kit ASPEC first aid officer 7

12 HSE Management System Procedure HSEMS Document Owner H Morgan Revision no.: Legal and Other Obligations Review due: 01/07/ Nonconformance, incident and action management Investigate or assist in the investigation of all workplace incidents Near-miss/incident reporting exists and is encouraged Incident investigations establish root causes of incidents Injuries and rehabilitation are managed for the workforce Incident/near-miss reporting system Rehabilitation Program (work cover) Human error workshop and resources on the server Responsible person for identifying alternative duties for anyone being rehabilitated Rehabilitation coordinators (roles and responsibilities defined) Rehabilitation program encourage early return to work Employees are encouraged to look at unsafe acts 10. HSE audits and review Consult the HSE Manager on any proposed change to the workplace that affects or may affect the HSE Manager at the workplace Safety statistics displayed or communicated to employees HSE systems audits (need schedule) The HSE Plan is reviewed yearly or as required with newly identified hazards, increase in scope of work, or client and legal requirements Monthly HSE Report of HSE activities 4.2 Obligations register audit ASPEC will review the HSE MS annually or as an obligation change occurs, and make any amendments according to the obligations register. 8

13 HSE Management System Procedure HSEMS Hazard Identification and Risk Management Review due: 01/07/ Objective Under common law and client regulations, ASPEC must provide safe workplaces and safe systems of work. ASPEC has established this procedure to ensure hazards encountered in the workplace are identified, and their risks are evaluated and mitigated with implementation of controls. 2 Definitions Term Hazard Risk Take 5 JHA Safety Plan Definition Anything with the potential to cause harm The likelihood that a harmful consequence will result when exposed to a particular hazard A tool used to manage risks and increase hazard awareness in a work setting A Job Hazard Analysis a risk management tool used for non-routine and high risk work, used at the request of the client A detailed risk management tool used to plan and manage risks, prior to performing a specific project on site 3 Accountabilities Role HSE Manager HSE Representatives Principals Group Leaders Accountability Reports to principals any unsafe conditions Ensures all employees have necessary PPE, PPE is maintained in good working order and employees are trained on its correct use Maintains the ASPEC risk register annually Establishes and maintains a system for hazard reporting Perform monthly workplace inspections and assessments Action any new hazards or unsafe conditions in the HSE Action Register Endorse any recommendations of workplace actions Ensure site safety plans are being performed for each project with a site component Encourage participation in risk management activities (Take 5s, JHAs, Safety Plans) 8

14 HSE Management System Procedure HSEMS Hazard Identification and Risk Management Review due: 01/07/2016 All employees Perform the risk management activities as required for the work task (JHAs, Take 5s, Safety Plans, HSE group meetings) Report to supervisors any unsafe conditions Report any hazards encountered in the workplace Wear PPE as instructed, maintain PPE in a good working order, and report if replacements are needed due to damage or expiry 4 Hazard Identification and Risk Management Process 4.1 Introduction to hazard identification and risk management Benefits of hazard identification and risk management Risk management strategies improve ASPEC HSE performance by identifying hazards in the workplace and reducing risks to an acceptable level. This ensures that the opportunities for incidents are decreased. Participation in the risk management process improves employee awareness of hazards, risks and controls in the workplace Hazard identification and risk management process Regardless of the level of risk management, the principles involved in risk management remain the same. Employees must be trained on these principles prior to performing risk management activities. 4.2 Hazard identification and risk management steps Hazard identification Hazards in the workplace can be identified through direct observation, through consulting records or asking knowledgeable employees who are commonly exposed to that workplace. Hazards can be grouped into categories using the classification below. Damaging Energy Example Human Gravitational Vehicular Object Machine Chemical Heavy lifting/pushing/pulling, awkward postures, repetitive movements Fall from heights, slips/trips, objects falling Vehicle-vehicle/vehicle-pedestrian collision, vehicle loss of control An object projectile, or a swinging object Getting caught in/between or struck by a fixed/moving machine Contact with a dangerous chemical (breathing, touching, etc) 9

15 HSE Management System Procedure HSEMS Hazard Identification and Risk Management Review due: 01/07/2016 Electrical Radiation Biological Thermal Electrical shocks or burns Exposure to x-rays or other radiation Infections, animal bites, entering confined spaces Contact with hot materials, fires Assessing risks Each hazard identified in the workplace has an associated risk involved. Risks can then be assessed and compared using the 5 x 5 Qualitative Risk Matrix, using the product of likelihood and severity of to measure overall risk. LIKELIHOOD LOW MINOR MOD MAJOR CRITICAL Happens often Could easily happen Could happen & has occurred here or elsewhere Hasn t happened yet but could Conceivable, but only in extreme circumstances More than 1 event per month More than 1 event per year 1 event 1-10 years 1 event per years 1 event per 100 years ALMOST CERTAIN High High Extreme Extreme Extreme LIKELY Moderate High High Extreme Extreme POSSIBLE Low Moderate High Extreme Extreme UNLIKELY Low Low Moderate High Extreme RARE Low Low Moderate High High Establishing controls to manage risks Once workplace hazards have been identified and associated risks assessed, control measures should be chosen to manage the risks of the hazards. Hadden s typology of controls presents a hierarchy of control effectiveness to aid selection. Control (most effective to least effective) Prevent the marshalling of energy Reduce the amount of energy marshalled Prevent the release of energy Modify the rate of release Example Do not perform the risk Do not enter site Reduce speed of vehicles Reduce height of work Guard rails Wear safety harnesses 10

16 HSE Management System Procedure HSEMS Hazard Identification and Risk Management Review due: 01/07/2016 Separate the energy and the susceptible structure by space or time Modify involved structures Strengthen susceptible structures Detect, evaluate and counteract damage Optimise repair and rehabilitation Wear PPE Install guarding Barriers Avoid sharp objects Fit for use Fire extinguishers and equipment First aid kits/personnel The suitability of each control should be analysed using the following criteria, in addition to the effectiveness in reducing risk of hazards: a. Viable practical implementation b. Achievable within business objectives (budget/business activities) c. Acceptable by the users d. Compatible manages the associated hazard and risk e. Sustainable over time Implementing controls After a control has been selected, an action plan needs to be used for implementing the control. The plan should consider the following: a. Does the control represent good practice according to standards? b. Are there practices and procedures for use of the control? c. Does the control minimise risk? d. Are the controls easy to use and follow? e. Is there training in control use? f. Is the control being supervised? g. Is there adequate maintenance of the control? All information regarding the plan needs to be recorded including information such as: the allocation of resources, responsibilities, timeframe, communication processes, documentation and reviewing procedures Monitoring and reviewing controls Risk management activities must be recorded in the appropriate form (e.g. JSA, Safety Plan, etc) Risk management should be communicated to ASPEC employees, contractors and persons affected by ASPEC operations. 11

17 HSE Management System Procedure HSEMS Hazard Identification and Risk Management Review due: 01/07/2016 The effectiveness of controls in reducing risks must be monitored and reviewed at regular intervals. It may be useful to consider the following: a. Are the controls in place? b. Are the controls being used? c. Are the controls being used correctly? d. Are the chosen controls working? e. Are there any new problems? 4.3 Risk Register Purpose of risk register ASPEC has developed a register of hazards, risks and controls present in ASPEC workplaces. The purpose of the register is to inform employees of hazards in the workplace, their associated risks and controls which have been established to minimise the risk to an acceptable level and create a safe working environment. For many of the hazards in the workplace, there are statutory obligations in the risk management process. The corresponding regulations and relevant codes of practice should therefore be consulted before undergoing any risk assessment. Group leaders should be aware of the risks in their site area and convey these risks to employees and contractors in their work area Review of risk register This register will be reviewed yearly or as a new hazard is identified via observation or through manufacturer s instructions. 4.4 Site Risk Management Job Hazard Analysis/Safety Plan ASPEC requires that a Safety Plan is completed for a project containing a site component. This is a detailed risk assessment of the activities specific to the project, designed to control the risks involved with the activities being performed and to determine individuals are competent to perform each activity. Group Leaders should identify the need to complete a Safety Plan and involve the project group in the risk management process. Principals will ensure this risk management is being completed when reviewing the draft project report. This form of risk assessment is distinct from the dynamic environmental risks present at the time the task is performed, so a Take 5/JHA must be used to manage these additional risks. 12

18 HSE Management System Procedure HSEMS Hazard Identification and Risk Management Review due: 01/07/ Job Hazard Analysis (JHA) A JHA is used in the planning phase of risk assessment and is completed prior to a site visit. Like a Safety Plan it involves planning of the tasks, as well as identification of hazards and risks Take 5s A Take 5 is a basic form of risk assessment used to identify the hazards in a specific environment before a task is performed. The purpose of this form of risk assessment is to improve employee hazard awareness in the work area and ensure the workplace is safe before commencing work. If the workplace is not perceived as safe, an employee should not commence work. In this case, the employee should notify their supervisor. Take 5s should be used for both routine and non-routine tasks, each time a task is performed Personal Protective Equipment (PPE) PPE is a control that acts as a final barrier between the worker and the hazard. ASPEC employees are equipped with PPE to be worn on client sites, including: a. Hard-hat b. Eye protection c. Ear protection d. Gloves e. Steel-cap boots f. High-visibility shirts g. Specific PPE such as safety harnesses that meet legislative requirements. Professional advice should be obtained to identify the most suitable types of PPE. ASPEC employees are obliged to maintain their PPE, use it as instructed, and discard if damaged or expired. If employees require replacement PPE, ASPEC should be notified, and replacements will be issued immediately. 4.5 Office risk management Restricted Access Any unauthorised persons will be unable to enter the ASPEC workplace. 13

19 HSE Management System Procedure HSEMS Hazard Identification and Risk Management Review due: 01/07/2016 All individuals who enter an ASPEC workplace are required to sign in at reception; their signing of the visitor booklet constitutes their agreement to comply with the HSE procedures stated on the Visitors Pass. Visitors will be issued with a visitor s badge, which they must wear throughout the duration of their visit. Upon departure, visitors must sign out and return their badge Workplace location calendar ASPEC employees are required to report their work locations for the following week to the administration officer. This information is then circulated to all employees via and displayed on the notice board. Employees must notify ASPEC if this information changes. If an individual is sick, then they must inform the administration officer, who must then circulate this information to all staff via Workplace inspections It is the duty of the HSE Representatives to conduct a monthly audit of the ASPEC office workplaces. This is performed using a checklist compliant with the Workplace Health and Safety Regulation guidelines. Any actions to improve the workplace are identified. Corrective actions will be actioned out in the HSE action register Hazardous substance register All hazardous substances used in the ASPEC workplace are recorded in a hazardous substance register. This register contains a lists the hazardous substance information, Material Safety Data Sheet (MSDS), any PPE requirements involved with handling of the substance. MSDS are obtained from manufacturers and are displayed beside relevant chemicals in the workplace. ASPEC does not require employees to handle hazardous substances. 4.6 Workplace hazard reporting Identifying new hazards in the workplace Employees are able to record any hazards in the hazard reporting form available in their office. These should then be handed to the HSE Representative to action in the HSE Action Register. 14

20 CONSIDER THE HAZARDS Work Environment * Falls, Slips and Trips * Stored Pressure * Dust * Noise * Electrical Isolations * Manual handling * Fuels * Fumes * Housekeeping * Chemicals * Hot Work * Confined Space *Change in conditions * Impact of other work in the area has on your job. Work Procedures * Procedures / Work Instructions * Job Step Analysis * MSDS * Waste Management * Procedures Up to Date * Changes Competent People * Trained / Competent * Fit for Work * Authorised * Familiar with task * Fatigue Equipment * Correct /Good condition * Regular Inspections * Fit for Purpose Safe Behaviour * Safe Position * Alert to Hazards * Communication * Off site Impacts * Attitude to work * Physical Capability CONSIDER THE HUMAN FACTORS JOB HAZARD ANALYSIS STEP 1. Area: MINING MAINTENANCE CPP HSEC CONTRACTORS OTHER Title: STEP 2. Mining/Operational Environment: (include significant hazards) STEP3. Mining/Operational Activity: (Define the Task/Equipment Type/Mining/Work Methods) Slip/Lapse Error or failure to perform a step correctly Distraction or lapses of attention Mistake Lack of knowledge to select the appropriate plan of action Lack of Competency not trained or competent to undertake the task Poor Communication Unfit for work Fatigue, impaired or unfit for work. Poor understanding of hazard / risk and/or not familiar with task. Violation Deviation from understood and/or accepted normal practice STEP 4. JSA/Risk Assessment Team members: Name Organisational Role Process Role (Facilitator/Team Member) Process /Task Experience Consensus Yes/No Signature HIERARCHY OF CONTROLS 1 Elimination Complete removal of the HAZARD Most Effective 2 Substitution Replacing the material/process with a less hazardous one 3 Engineer/Re-Design Redesign the equipment or process Separation Isolation of the hazard by guarding / enclosing. 4 Administration - Providing training or procedures. 5 Personal Protective Equipment Use of PPE where other Least Effective controls are not practical STEP 5. Reference Materials: JSA Prepared by: Signature: Date: Authorising Supervisor: Signature: Date: PLEASE RETURN THE COMPLETED AND SIGNED FORM TO YOUR SUPERVISOR PRIOR TO COMMENCING ANY WORK

21 No. Activity/Task/Job Steps Potential Incidents, Hazards or Energies Potential Human Factors Existing or Current Controls Prob Sev Risk Rank Additional New/Recommended Controls Prob Sev Risk Rank No ITEM/ISSUE AGREED ACTION Who Comp/Date Signature

22 ASPEC TAKE 5 Name: Date: / / Job Number: Site: Task: Do you understand all job tasks have they been explained: yes / no Are you fit for work: yes / no Have you completed a JHA/work permit/safety plan: yes / no Have you participated in a toolbox talk: yes / no Required Licences/ Permits: isolation working at heights confined space PPE/ Safety Equipment Glasses Helmet Earplugs Gloves High-vis Sunscreen Water bottle Mobile Isolation tags Gumboots (near water) Life jacket (near water) Radio Harness (heights/confined space) Gas monitor (confined space) Hazards (tick the hazards present in the workplace, list a control(s) to reduce the risk) Falls: From height Slips/trips In water Struck Objects falling Vehicle/object Vehicle/person 2 Vehicles Caught With plant Engulfment Overexertion Fatigue Sun stroke Physical Contact with: Electricity Dust Hazardous substances Radiation Pressure release Oxygen Deficiency Contaminated Atmosphere Noise Vibration Glare Extreme temp Feedback Were controls effective in reducing the risk of hazards in the workplace: yes Please put in WHSO tray or scan and to hmorgan@aspec.com.au / no

23 HSE Management System Work Instruction HSEMS Purchasing Risk Management Review due: 21/07/ Objective The purpose of this document is to summarize the process and checks to be carried out by ASPEC to enable screening of vehicles and office furniture prior to purchase, in relation to any items that may impact on the health and safety of employees and contractors. 2 Accountabilities Role Group Leaders Everyone Accountabilities Potential health and safety risks of new plant, equipment, installations or substances are identified and assessed prior to commissioning or introduction to site in accordance with this procedure and the management of change process. They conduct the assessment of the occupational health approval aspects of substances To use the provided plant and equipment as intended To abide by ergonomics instructions To perform risk assessments before use 3 Purchasing Furniture 3.1 Requirements Where furniture/assets is to be purchased, the group leader should follow the guidelines below for purchasing Vehicles If a site vehicle is required to be purchased, ASPEC will purchase with the following considerations: safety features, costs, reliability of the Brand and the acceptability by clients. A thorough risk assessment is required upon purchase to ensure the necessary features are obtained for the required use. Substances If cleaning substances are required to be purchased, the impacts of the health of all persons and environmental considerations should be risk assessed. Phones Chairs If a telephone is to be in use for prolonged periods while other equipment is also being used (e.g. computer), a hands-free telephone and/or headset are to be available. Edge of seat pan should be smoothed or rounded so as not to catch clothing or equipment; Seat adjustable in height and tilt; Adjustable backrest to offer lumbar support with length/height dependent on user; 1

24 HSE Management System Work Instruction HSEMS Purchasing Risk Management Review due: 21/07/2016 All adjustable features should be easily accessible from the seated position; If armrests are required, they must be height adjustable and if possible able to swing or pivot outwards. The armrest length shall take desk access into consideration; Five star base on castors; Castors should have built in friction if the chair is used on a hard surface; Seat should swivel through 360 ; Long-wearing upholstery. When a chair is to be used by more than one person, the chair shall be of a size that fits within the 90 th percentile of the population, or fits the general user group for that chair. Desks Deep enough to accommodate monitor at least 500 mm from eyes; Large enough surface area for work needs; At a height that is about elbow height when the operator is seated; Preferably of a matte finish to reduce glare; It shall also offer sufficient leg space, and have no sharp edges; A thin desk bench top (< 25mm) is required to allow adequate knee room. Computers A general requirement for computers is that the monitor shall be of appropriate screen size, and adjustable in angle and tilt. A flat screen is to be considered if limited desk space is available. Where the height of a monitor is too low for the operator, consideration should be given to providing a height adjustable monitor raise. A detached keyboard and mouse are to be used for prolonged typing on laptops. Keyboards shall have adjustable feet, and a long enough cord to reach the desired position on the desk. The shape and size of keyboard shall be considered compared with keyboard tray/space on the desk. A mouse shall have sufficient cord length, and the size shall be determined by size of operator s hands. The type (e.g. wireless, trackball) is to be determined by use. The keyboard tray on the desk is to be wide enough to accommodate keyboard and mouse on the same level. 2

25 HSE Management System Procedure HSEMS Document Owner H Morgan Approved By:.0 4. HSE Responsibilities and Communication Review due: 01/07/ Objective The aim of the following procedure is to ensure all HSE accountabilities and responsibilities in ASPEC are defined for site and office workplaces. In addition, this procedure will describe the process ASPEC will employ for internal and external communication of HSE related issues. 2 Definitions Term HSE HSE Communication MSDS Definition Health, Safety and Environment Communications of a HSE nature including those related to HSE policy, performance, compliance, hazards etc Materials Safety Data Sheets 3 Accountabilities Role HSE Manager HSE Representatives Project Leaders Site supervisors Principals Accountability Maintain records of HSE communications Issue all internal HSE communications and release of information Review, consider and discuss all HSE related feedback, suggestions and complaints received by employees/ contractors Provide feedback on progress of HSE improvement activities Disseminate information to local offices Report back to the HSE Manager on HSE issues Ensure employees/ contractors/ external parties are aware of HSE related issues relevant to the project Ensure employees are following procedure and presenting Fit for Work Manages the response to all external communications 1

26 HSE Management System Procedure HSEMS Document Owner H Morgan Approved By:.0 4. HSE Responsibilities and Communication 4 ASPEC HSE roles and communications 4.1 HSE roles ASPEC employee structure Review due: 01/07/2016 ASPEC operates following employee structure below. ASPEC focuses on developing individuals within the company. There is a strong focus on personal and leadership development. It is a highly cooperative organisation, with a high level of inter-dependence. Communication is an open two-way process across groups and levels within the organisation. ASPEC Board of Directors Operations Manager Brisbane Office Leader Business Support Team Newcastle Office Leader Perth Office Leader Wollongong Office Leader ASPEC HSE structure ASPEC has organised a structure to support their HSE commitment, communication and participation in HSE initiatives. Refer to APPENDIX A HSE Manager ASPEC ASPEC has appointed a competent HSE Manager to oversee Health, Safety and Environmental activities in the central office. This individual must ensure qualifications by an accredited training provider remain current and serve the following functions in ASPEC: a. To inform the principals about the overall state of safety in ASPEC b. To conduct workplace inspections/ assessments and identify any hazards and unsafe conditions or practices c. To establish recommendations to reduce hazards in the workplace d. To report in writing any unsafe practices identified in inspections 2

27 HSE Management System Procedure HSEMS Document Owner H Morgan Approved By:.0 4. HSE Responsibilities and Communication Review due: 01/07/2016 e. To investigate, or assist in investigating any workplace or site incidents/ near-misses involving ASPEC employees, workplace or property f. To establish appropriate HSE educational programs to bridge any identified training gaps g. To oversee the booking of any HSE training and the maintenance of the HSE training register To maintain all HSE records h. If any workplace incident or immediate risk to workplace health and safety at the workplace happens to report the incident or risk to the employer i. Issue the monthly safety report Project Leaders Project leaders appointed for each job. These individuals have a responsibility to ensure that legal and client HSE requirements have been met for their assigned job. Some of the major task and duties required for this job are outlined below: a. Encourage participation in pre-site risk management (Toolbox talks, Safety Plans etc) b. Encourage a two-way safety communication medium c. Supervise and encourage safe behaviour in the office d. Ensure employees know how to perform job tasks competently e. Ensure all employees in project team undertake any necessary HSE training/ inductions in the scope of the project f. Involve and communicate with the work team before the job Site Supervisors A non-inclusive list of the task required of this role are outlined below: a. Encourage near-miss and incident reporting b. Enforce participation in risk management (Take 5s, toolbox talks, etc) c. Supervise and encourage safe behaviour on clients sites d. Ensure that employees know how to perform their site job correctly e. Increase HSE related communication to employees/ contractors on site f. Ensure employees are fit for work g. Approve risk management forms h. Involve and communicate with the work team during the job i. Work according to risk management procedures 3

28 HSE Management System Procedure HSEMS Document Owner H Morgan Approved By:.0 4. HSE Responsibilities and Communication Review due: 01/07/2016 Supervisors play a pivotal role in a site environment with greater responsibility for persons, in the high risk environment. Site supervisors are required to obtain their S1, S2, S3 certification which must be kept current, the course objectives are outlined below. To prepare additional supervisors, they must obtain this qualification Principals The company principals are responsible for: a. Providing sufficient resources to allow for the effective implementation of the ASPEC HSE MS b. Providing leadership and governance in all matters related to Health, Safety and the Environment c. Reviewing and directing the implementation of actions specified in the monthly Safety Report d. Providing strategic direction for HSE management and improvements 4.2 HSE communication ASPEC Monthly Safety Report Each month ASPEC issues an internal Safety report to inform employees of the Safety issues relevant to them. The purpose of this report is to: a. Increase employee HSE awareness. b. To inform employees of ASPEC HSE activities which occurred that month c. To demonstrate ASPEC safety continuous improvement d. To inform employees of HSE issues e. To discuss any information on hazards/ risks in the workplace f. To display the ASPEC safety statistics. g. To establish any training/ skill gaps h. To build an action plan for future HSE improvement ASPEC Monthly Group Meeting ASPEC holds a group meeting (toolbox talk) every month to discuss the Safety issues in the internal Safety report. The purpose of the meeting is to establish two-way communication in ASPEC. a. Managers can discuss the Safety issues b. Employees can inform the managers of any training needs 4

29 HSE Management System Procedure HSEMS Document Owner H Morgan Approved By:.0 4. HSE Responsibilities and Communication Review due: 01/07/2016 c. Employees can report any hazards encountered in the workplace d. Employees can report any incidents or near-misses e. Employees can inform the principals of any contractors engaged f. HSE related discussion is stimulated ASPEC Monthly Safety Meeting ASPEC begins each monthly Group Leaders meeting by discussing safety performance and areas for improvement. These meetings are attended by the Principal(s), Group Leaders, and the WHSO. The purpose of the meeting is to assign actions according to the minutes of the group meeting discussions, and plan for continuous improvement strategies in ASPEC. The meeting minutes and action plan are retained HSE Alerts The HSE Manager will receive updates on any updates pertaining to the WHS Act 2011 and other relevant codes and practices and will disseminate any changes affecting persons via . The HSE Representatives receives updates on client HSE issues. Any issue of hazard and risks employees and contractors need to be aware of are circulated via a Safety Alert via . 5

30 HSE Management System Procedure HSEMS Document Owner H Morgan Approved By:.0 4. HSE Responsibilities and Communication Review due: 01/07/2016 APPENDIX A. Responsibilities chart ASPEC HSE Management System Resources Richard Morgan Director Frank Gatto Director External Auditor Hannah Morgan Health, Safety and Environment (HSE) Manager Client Requirements Sandra Cardow HSE Representative Legislation Project Leaders Workforce Contractors 6

31 HSE Management System Procedure Document Owner H Morgan Revision no.: 2 5. Training, Competency and Awareness Review due: 21/07/ Objective The purpose of this procedure is to ensure ASPEC employees and contractors have the competency to perform all job tasks. Training needs must be identified to bridge any gaps between current employee s current HSE knowledge and skills and the HSE knowledge and skills required to perform tasks safely. 2 Definitions Term HSE Competency Training Definition Health, Safety and Environment The knowledge and skills required to perform a task to a specified standard The development of skills, knowledge and behaviours through instruction and practice 3 Accountabilities Role WHSO Group leaders/ Principals Recruitment agencies Accountability To update the training register Develop training courses to address training gaps identified if they do not exist. Organise/ book external training Maintain records of training Deliver ASPEC new employee/ contractor inductions Provide the resources necessary for training development and delivery Ensure only team members who have been assessed as competent in tasks with specific safety risks are assigned these tasks. Ensure the employee selection process involved competency checks to ensure candidates have the necessary qualifications and experience to perform specific roles Deliver new employee inductions Report HSE Aspec Engineering HSE Management System Procedure 21

32 HSE Management System Procedure Document Owner H Morgan Revision no.: 2 5. Training, Competency and Awareness 4 ASPEC Safety, training competency and awareness 4.1 Competency Review due: 21/07/ Recruitment and selection of competent employees/ contractors 4.2 Inductions ASPEC partners with specialised recruitment agencies in attracting new employees. The following selection procedure is followed to ensure the certification of qualifications and accurate experience of candidates for the desired positions are obtained: a) ASPEC issues selected agencies with a detailed job brief for a position (identified using resource scheduling and job analysis measures) b) The job brief is transferred into a position description, with objective key selection criteria essential to perform the tasks and duties of the job, to be used for evaluating candidate job-fit (eg. physical ability to perform job tasks, knowledge, skills and abilities) c) Agencies then actively advertise for the position d) A candidate pool is obtained e) Candidate pool resumes are pre-screened, using the key selection criteria for the specific role, and a short-list of candidates is obtained f) Agencies then pre-interview candidates, check the authenticity of their qualifications, and use additional key selection criteria to further shortlist candidates g) Short-listed candidates are referenced checked to determine the authenticity of prior experience and education h) ASPEC interview remaining candidates using a structured interview criteria i) Suitable candidate(s) may then be offered the job on a contractor basis through the appropriate agency When new employees/ contractors are engaged, they are required to complete a HSE induction for each workplace. The purpose of the induction is to familiarise employees with the HSE procedures, hazards, risks and controls in that specific workplace. The inductions employees may have to complete include: Workscan Induction: this is for any contractors/ employees engaged by Workscan. This induction includes basic HSE. ASPEC Inductions: the purpose of this induction is to ensure that new employees/ contractors comply and contribute to ASPEC s HSE culture, policies and practices. It includes information on how ASPEC works, the general ASPEC HR and IT procedures, ASPEC HSE procedures, Emergency procedures and resources for further information. Report HSE Aspec Engineering HSE Management System Procedure 22

33 HSE Management System Procedure Document Owner H Morgan Revision no.: 2 5. Training, Competency and Awareness Review due: 21/07/2016 Client Inductions: if ASPEC employees/ contractors will enter a client workplace, they are required to complete appropriate competency checks. These include: a) Obtain a coal board medical b) Pass a drug and alcohol test (as part of induction) c) Obtain other relevant passports (eg. MISC) d) Obtain generic inductions e) Obtain site specific inductions (for scope of work) f) Attend the additional training (eg. working at heights, confined spaces) 4.3 HSE training and development ASPEC endeavours to provide their employees with the necessary training to provide employees with the relevant knowledge of the hazards and risks involved in the client site workplace and how to manage the risk effectively. ASPEC employees are required to develop additional awareness of HSE issues through participation in external certified training. All employees are offered the opportunity to receive the following general safety awareness training: Working at Heights course Working in Confined Spaces course Senior First Aid course Defensive driving course In addition, if employees identify a beneficial HSE training course, they may present a case for the training to the principals for review ASPEC employees, as part of their job role may be required to must enter a client mine. They therefore require the following training, following the scope to the tasks/duties of their work: Job Task/Duty General Site Access Specific Site Access Site supervisor function Working at heights above 1.8 M Entering a space with: restricted egress, not designed for work, variable atmospheric pressure/ gas content etc Training Generic Induction Site Specific Induction S1, S2, S3 Client approved Working at Heights Course Client approved Confined Spaces Course Report HSE Aspec Engineering HSE Management System Procedure 23

34 HSE Management System Procedure 4.4 ASPEC training register Document Owner H Morgan Revision no.: 2 5. Training, Competency and Awareness Review due: 21/07/ ASPEC requires that all training records are stored in a training folder and kept for the duration of employee employment All employee/ contractor training and inductions are recorded in a training register, which is issued and updated at the Monthly Group Meeting. Any training gaps are identified, and employees are enrolled in training courses as required. Report HSE Aspec Engineering HSE Management System Procedure 24

35 Contractor Management HSE Procedure HSEMS Document Owner H Morgan Revision no: 4.0 Review due: 21/07/ Contractor Management For general projects 1 Objective This work instruction outlines ASPEC s Sub-contractor Management System. The purpose of the contactor management system is to ensure that sub-contractors align with ASPEC/Clients Health, Safety and Environment (HSE) and quality standards. This work instruction applies to sub-contractors engaged for office based work, or site based work involving one off work involving small crews and one person only from the sub-contractor. These contractors on site must agree to abide by the clients systems. For larger jobs, refer to the Red Dingo Risk Management Standard for Structural Integrity - Part 7 Retrofit EPCM projects for a more detailed contractor management procedure. This work instruction provides people with a guide to their responsibilities, in terms of managing contractors. It is recognised that contracted work varies in the size of the contract, the period/continuity of the presence on site, and whether ASPEC employees or client representatives manage sub-contractor work on site. 2 Definitions Term Contract Client Sub-contractor Definition A binding agreement Organisation or person that receives services/ outputs. The organisation controlling the site where ASPEC employees/ sub-contractors are engaged in any corresponding site work. An organisation which is engaged by ASPEC to provide services/outputs. They are reliant on ASPEC and Client procedures and management systems 3 Accountabilities Role Project Leaders Project Controller Directors Employees/s Accountability To engage sub-contractors To evaluate sub-contractors To supervise/ arrange client supervision of contractors on site To ensure that sub-contractors complete the ASPEC HSE induction To issue a purchase order to sub-contractors To issue invoices to sub-contractors To approve authority to commit funds when sub-contractor work exceeds 30K To abide by ASPEC/ the client s HSE and quality management systems 1

36 Contractor Management HSE Procedure HSEMS Document Owner H Morgan Revision no: 4.0 Review due: 21/07/ Contractor Management For general projects To meet the project timeline and budget as specified in the proposal/ project plan Sub-contractors Complete the ASPEC HSE induction Follow ASPEC and client procedures at all times Take the ASPEC site safety plans to site 4 ASPEC Sub-contractor Workflow Outlined below is the workflow of sub-contractor engagement for ASPEC project-based work. Identify subcontractor Requirements Potential subcontractors evaluated Write and submit proposal to client incorporating sub-contractor details ASPEC Purchase order / Authority to commit funds Kick-off meeting - Project plan, revise schedule Project work Evaluate performance Project improvements Sub-contractor engaged and write proposal Issue purchase order Contractors issue progress reports/ meetings Subcontractor completes ASPEC induction Safety plans Site work supervised by ASPEC Issue deliverables 5 Sub-contractor Selection When ASPEC identifies an opportunity to submit a tender or proposal to a client, whereby the scope of work requires additional resources or skills to complete a job, ASPEC will identify the need to engage a sub-contractor for the duration of a project. 2

37 Contractor Management HSE Procedure HSEMS Document Owner H Morgan Revision no: 4.0 Review due: 21/07/ Contractor Management For general projects 5.1 Sub-Contractor Evaluation Criteria The ASPEC Directors have established an informal list of pre-approved sub-contractors with whom ASPEC has previously worked with, have already agreed upon ASPEC s commercial conditions. The benefits of using these contractors are that: They present a lower risk of product non-conformance as their performance has been previously evaluated on past projects They are familiar with ASPEC/ the clients quality and HSE standards They have already accepted the commercial conditions therefore there is minimal chance of a change in this respect They have already been accepted by the client ASPEC Project Leaders, in consultation with ASPEC Principals/Group Leaders may identify that there is a strategic advantage of using a particular contractor due to the expertise/ reputation/ relationship with the client they possess 5.2 Contractor engagement After a contractor has been identified for use for a project, the ASPEC Project Leader will make telephone contact with the contactor to see their availability to perform the work The Project Leader will then provide ASPEC s commercial conditions, the client s commercial conditions and a scope of work and ask the contractor to submit a proposal The Project Leader will evaluate the proposal using the criteria outlined below. Any comments amendments will then be negotiated with the contractor (cost, scope, methodology). Is the methodology appropriate for the project? Is the scope appropriate for the project? Do the proposed employees contain the necessary knowledge, skills and expertise to perform the project to meet ASPEC/ the clients standards? Does the proposed timeline meet the time requirements for the project? 3

38 Contractor Management HSE Procedure HSEMS Document Owner H Morgan Revision no: 4.0 Review due: 21/07/ Contractor Management For general projects The project leader will then incorporate the contractor scope of work, resources and cost into the ASPEC proposal submitted to the client If the ASPEC proposal is successful the contractor will be contacted and awarded the job. If the project is unsuccessful the contractor is contacted by telephone/ and informed of the result ASPEC s Project Controller will issue the sub-contractor a purchase order for the project after the purchase order is received from the client The Project Leader will then issue the contractor with the link to the ASPEC Health, Safety and Environment (HSE) induction. This is used as a safeguard to ensure that sub-contractors abide by ASPEC protocols If there is a tight deadline for the project, or the project leader identifies that it is necessary that the sub-contractors/ ASPEC personnel commence work before the purchase order is received from the client, than an approval to commit funds must be sought. The project leader can approve funds for projects under 30K The principals must approve funds for projects over 30K 5.3 Post award of contract At the beginning of the project, the Project Leader will schedule a kick-off meeting with the relevant contractor representatives preferably using a face-to-face medium. The project leader will then assign responsibilities to the project team members The project leader will then facilitate project planning: revision of the timeline, assigning tasks, scheduling meetings, scheduling milestones The minutes of the meeting will be issued to the project team The sub-contractor will produce interim progress reports and meetings as detailed in the contractor scope/proposal. 5.4 Site-based contractor work The project team will complete a Site Safety Plan comprising a comprehensive risk assessment and site project plan for the project (refer to Work Instruction: Site Safety Plan). It is ensured that all ASPEC and contractor work, procedures, equipment, qualifications meet ASPEC and the client s safety requirements. The ASPEC supervisor will ensure that the contractor completes the JSA/ JHA as required using the ASPEC/ client form meeting the ASPEC HSE criteria (Refer to ASPEC HSE Manual Element 3- Hazard Identification and Risk Management). 4

39 Contractor Management HSE Procedure HSEMS Document Owner H Morgan Revision no: 4.0 Review due: 21/07/ Contractor Management For general projects Whilst on site, the contractors must agree to conform to the clients site procedures. Any non-conformances/ incidents which occur however must be additionally reported in the ASPEC incident/ non-conformance systems The ASPEC project leader will then supervise the sub-contractor on site. However, if a long site visit is required, the project leader may arrange an appropriate client representative to supervise the contractor on site. It is essential that responsibility is clearly specified. Sub-contractors are required to take the completed and signed Site Safety Plan to site. Sub-contractors are required to inform both ASPEC and client representatives what dates/times they will be going on site and the specific activities they will be undertaking under supervision. 5.5 Sub-contractor evaluation The project leader will evaluate the performance of the sub-contractor (the report and site work undertaken) against the following criteria: Meeting deadlines The quality of the work The cost-effectiveness Client satisfaction If the project leader deems the sub-contractor as not conforming to ASPEC s quality standards than a non-conformance will be lodged and an investigation will be undertaken (Refer to ASPEC quality procedure 3 Getting better). 5

40 HSE Management System Procedure HSEMS Revision no.: 2 7. Operational Controls Review due: 21/07/ Objective The purpose of this document is to implement procedures to address and manage activities evaluated as having significant associated risks, as identified by the ASPEC Risk Register. 2 Definitions Term HSE Organisational Control Significant Risk Definition Health, Safety and Environment A documented procedure or engineered control that is implemented to reduce the risk of an activity, product or service adversely impacting on HSE An aspect that has or can have a significant HSE impact 3 Accountabilities Role Principals HSE Manager Employees Accountability Endorse changes to operational control documents Ensure that all employees undertake job activities in accordance with relevant operational standards and procedures Review operational control documents and make amendments as required Communicate operational control documents to all employees and contractors Suggest any amendments to procedures and controls managing significant HSE risks to the HSE Manager 4 Operational Control Procedure 4.1 Implementation of operational control documents Development of operational control documents ASPEC will develop operational control documents (work instructions, forms and registers) for activities that are rated as high risk on the ASPEC Risk Register. These documents will govern safe work practices to reduce the risk of performing these high-risk activities to as low as reasonably practical, while abiding by all client and legislative requirements. 1

41 HSE Management System Procedure HSEMS Revision no.: 2 7. Operational Controls Review due: 21/07/ Enforcing use of operational control documents ASPEC will train all employees on the work practices specified in each operational control document. Supervisors and on-site Project Leaders should ensure that employees are following the work practices specified in the operational control documents Review of operational control documents ASPEC operational control documents will be reviewed annually or as required by client and legislative changes. Amendments will then be made and endorsed. Operational control documents will be reviewed and revised if activities, operations, and/or the list of significant HSE aspects are subject to change. Operational controls may be reviewed with the aid of personnel carrying out the activities in question, thereby ensuring the most appropriate procedures are selected. 2

42 HSE Management System Procedure HSEMS Confined Spaces Review due: 21/07/ Objective ASPEC has designed policies to govern safe working in confined spaces. These abide by the WHS Regulations (2011) and AS/NZ 2865 Safe working in a confined space. Policies have been developed around Hadden s typology for risk management, (refer to Element 3.2 of the HSE MS for more information). 2 Accountabilities Role HSE Manager Employees Accountability Maintain all confined space records Schedule confined space training Follow the guidelines specified in this procedure if entering a confined space 3 Working in confined spaces work instruction 3.1 What is a confined space? The definition of a confined space workplace: an enclosed or partially enclosed space that: Is at atmospheric pressure when anyone is in the space Is not intended or designed primarily as a workplace Could have restricted entry to, or exit from the place and Is, or is likely to be entered by a person to work At any time, contains or is likely to contain a. An atmosphere that has potentially harmful levels of a contaminant b. An atmosphere that does not have a safe oxygen level c. Anything that could cause engulfment ASPEC employees may be required to enter (at least the upper body and head within) a confined space while visiting a client mine site. Some examples include: Storage tanks Pits Pipes Shafts Holes 1

43 HSE Management System Procedure HSEMS Confined Spaces Review due: 21/07/ Entering a confined space is considered a high risk activity (as defined by AS2865:2001 section 5.6) as it has the potential for fatal or serious injuries Individuals must adopt risk management protocols in accordance with the legislation, and site regulations to reduce the risks associated with confined spaces. 3.2 Confined space risk management Prevent the marshalling of energy The confined space shall be designed manufactured and supplied so as to minimise the risks associated with work in a confined space, and to minimise the need to enter the confined space Reduce the amount of risk marshalled Use an alternate method instead of a human entering the confined space, e.g. use a machine Where possible, the confined space shall be cleared of contaminants by use of a suitable purging agent. The purging agent of any gas used for ventilation purposes should never be pure oxygen or gas mixtures with oxygen in a concentration greater than 21% Prevent the release of energy The confined space shall be designed manufactured and supplied so as to minimise the risks associated with work in a confined space Openings for entry to and exit from a confined space shall be of adequate size, so that all persons can comfortably enter, and a confined space rescue is possible Any modification to a confined space shall not detrimentally affect the safe means of entry to, exit from, or work within the confined space Preventative barriers should be implemented where appropriate to prevent unauthorised access. Prior to an individual entering a confined space, all potentially hazardous services, including all process services, normally connected to that space shall, where it is possible to do so, be isolated in order to prevent a. The introduction of any materials, contaminants, agents or conditions harmful to persons occupying the confined space. b. The activation or energising in any way of equipment or services, which may pose a risk to the health, or safety of persons within, or near to, the confined space. 2

44 HSE Management System Procedure HSEMS Confined Spaces Review due: 21/07/2016 Where is it not possible to isolate potentially hazardous services, ASPEC employees are required to seek advice from the site supervisor or on-site Project Leader before proceeding Separate energy release from susceptible structure by a barrier All individuals working in a confined space must be fitted with a confined space fall restraint system. Safety harnesses must be regularly inspected by a competent person and recorded on a register Safety harnesses must be checked by the individual wearing it prior to use. If frayed, cut or damaged webbing or deformation/stretching of metal components are noticed the harness must not be used; it must be removed from service and another harness procured. If it is not practical to comply with the gas mixture requirements, an air respirator must be used and a full risk assessment performed. Individuals must be properly trained on the correct use of the safety harness (in the working at heights training session) The safety harness must be properly fitted All individuals must also wear appropriate additional PPE (helmet, eye protection, ear protection, long sleeved high-vis work wear, steel cap boots, gloves etc Separate energy release from susceptible structure by a barrier Training a. All individuals entering the confined space must have confined space training b. An external certified training provider trains all ASPEC employees and sub-contractors in working in confined spaces to increase safety awareness when working in confined spaces. This training must be kept current Risk Assessment A risk assessment should be conducted No person should enter a confined space unless: a. A review of risk assessment has been completed: A Job Safety Analysis must be completed and signed and retained by all relevant parties prior to commencing work, a toolbox talk with the client site representative must occur prior to commencing work and a Take 5 must be completed prior to commencing work b. The person with direct control for the work in the confined space must complete all written authority documentation. The written 3

45 HSE Management System Procedure HSEMS Confined Spaces Review due: 21/07/2016 authority documents will include any control measures or precautions necessary for safe entry and execution of work c. They are advised of, understand and comply with the requirements of the written authority d. A record of their presence in the confined space is maintained e. A standby person(s) is outside the confined space f. Appropriate signage is displayed Atmospheric testing and monitoring shall be carried out consistent with the hazards identified by the risk assessment. The atmosphere of the space must have a safe oxygen level with no greater than 21% mixtures of oxygen. There must also be safe levels of any other contaminant in the space (below that required by the standards) Detect, evaluate and counteract damage Individuals must be equipped with a rescue kit nearby. 3.3 Procedure for entering a confined space Hazard identification The employer must identify any hazards associated with the confined space Risk assessment Before carrying out work in a confined space, an employer must ensure a competent person has completed a risk assessment of the area Job safety analysis The method of work and an effective risk control system must be recorded before commencing work Rescue The employer must ensure that the appropriate rescue operation, first aid procedures and provisions are established, current, planned, and practice Isolation and lockout Before any personnel enter a confined pace, the employer must ensure that all potentially hazardous process services connected to the space are isolated. Introduction of harmful contaminants and activation of hazardous equipment must be prevented while there are persons within the confined space 4

46 HSE Management System Procedure HSEMS Confined Spaces Review due: 21/07/ Ventilation Before commencement of work in a confined space, the employer must ensure that contaminants are cleared with suitable purge gas/ agent Entry permits Upon review of the risk assessment, the employer must provide written approval of confined space access in the form of an entry permit. 3.4 Confined space training Certified external training All ASPEC staff have the opportunity to participate in confined space training. This will increase knowledge about confined spaces but also alert staff of some of the safety issues involved when entering a confined space. 3.5 Confined space records The HSE Manager must keep and maintain the following confined space entry records: Entry permits for one month The current recorded risk assessment reports for work in a confined space for five years from the time of their validity Training records for the term of the employee s employment 5

47 HSE Management System Procedure 7.2 Fitness for Work HSEMS Review due: 21/07/ Objective ASPEC has designed policies to govern fitness for work. Policies have been developed around Hadden s typology for risk management, (refer to Element 3.2 of the HSE MS for more information). 2 Accountabilities Role HSE Manager Principals Employees Accountability Maintain fatigue management strategies Monitor fatigue intervention successes Negotiate workload with individuals suffering form fatigue Provide resources to manage fatigue where appropriate Report when not fit for work Do not engage in work when not fit Do not come to work when you are sick 3 Fitness for work, work instruction 3.1 What is a fitness for work Employees have a responsibility to arrive at work in a fit state for work. This includes: being well, not fatigued, physically fit for site work and not under the influence of alcohol/ or any drugs, prescribed or otherwise, which may impair their performance ASPEC employs a just culture approach, where employees are encouraged to be open and honest and report if they are unable to arrive in a fit state to work. However, the boundaries of unacceptable behaviour are defined by company policy Before commencing site work, employees must indicate on their Take 5 that they are fit for work, and sign the form. In the office environment, if individuals are not fit for work, they should contact their manager or HSE Manager as soon as possible with details of why they are not able to arrive to work in a fit state. 3.2 Illness ASPEC employees should not come to work if they are ill. They should notify the HSE Manager, and their Group Leader, of their illness, and work from home (if possible) until well enough to return to work. Permanent 1

48 HSE Management System Procedure 7.2 Fitness for Work HSEMS Review due: 21/07/2016 employees are allocated a number of sick days, to compensate for pay when unable to work. 3.3 Physical fitness Employees who are required to enter a coal mine site to perform job duties must pass a Coal Board Medical. This includes an examination to determine whether the individual is fit to undertake the current occupational task duties on a surface coalmine site. For an engineer, this includes passing tests such as hearing, vision, BMI, lung capacity and joint flexibility. If an employee is unable to pass a coal board medical, they should notify the HSE Manager as soon as possible. Individuals not fit to undertake the site component can negotiate a suitable arrangement with the HSE Manager and management. 3.4 Alcohol and drugs ASPEC has implemented an Alcohol and Drug Policy to pro-actively deal with the potential negative effects of alcohol and drugs on performance. Alcohol and drugs have been found to increase the number of errors in work and increase the likelihood of accident or injury in the workplace. Individuals who suffer from alcohol or drug abuse are also more likely to have lower productivity, increased absenteeism, and a higher rate of turnover ASPEC has implemented drug and alcohol testing, where individuals must be tested prior to the client generic induction training to gain site access. It uses the testing procedures as stated below. Test alcohol (breath test) Drugs Cannabis, opiates, benzodiazepines, cocaine, methamphetamine (pin prick test) AS/NZ 4308: 2001 cut off levels for a positive test 2

49 HSE Management System Procedure 7.2 Fitness for Work HSEMS Review due: 21/07/ Individuals are also randomly tested on client mine and wharf sites using the same procedures. At ASPEC s discretion, if an individual is suspected to be under the influence the following process will be used: A certified drug and alcohol testing company will be called to test the individual If the test result is positive a second sample will be sent for lab re-testing, and the individual will be escorted out of the office for the day. If laboratory re-testing returns a positive result, ASPEC will encourage the individual to access drug and alcohol support services and allow them to return to work once a subsequent test produces a negative result. If the re-test result is negative the individual will be paid their usual wages for the periods of time there were not permitted in the office. If the same individual tests positive again, disciplinary action will result. Employees who refuse to provide a sample for drug and alcohol testing will be deemed to have failed the test and dealt with accordingly. 3.5 Fatigue management plan Scope The purpose of the fatigue management policy is to create a safe and comfortable workplace through the management of fatigue, a factor known to increase the likelihood of accidents and injury in the workplace. ASPEC is committed to achieving and maintaining a fatigue risk management strategy as required by the Workplace Health and Safety Regulations (2011) and client requirements. ASPEC strives to create a culture that supports the management of workplace fatigue What is fatigue? Fatigue is an increased level of sleepiness associated with impaired cognitive and/or physical functioning and as a consequence, an elevated risk of error or accident. Fatigue is caused by a long duration of wakefulness and/or reduced duration of sleep. Factors which can exacerbate fatigue include: taxing mental or physical work, health and psychological factors that may be work/ non-work related Fatigue facts Fatigue is underreported by individuals Fatigue increases the risk of making a slip, lapse or mistake Individuals require approximately 7 hours of sleep per night 3

50 HSE Management System Procedure 7.2 Fitness for Work HSEMS Review due: 21/07/2016 Fatigue cannot be combated by attaining sleep credit There is no such thing as more effective sleep Fatigue related risk in ASPEC Errors in the office: If an individual suffers from fatigue and attempts to work in an office environment, they are more likely to make a slip, lapse or mistake such as miscalculating expenses, forgetting an important step in a calculation etc. If undetected, these errors can lead to serious business consequences such as loosing large sums of money. It is therefore important that individuals do not come to work fatigued. Travel: Travel can cause fatigue as it induces odd sleeping hours and potentially a lack of sleep. Long car journeys: Fatigue is a major contributor to 40% of all automobile accidents. As a single individual is in control of a complex system, the outcomes of making an error often result in an accident. Site: In a site environment there is a presence of dangerous environments and equipment. Therefore the results of fatigue can result in not only an increase in errors when using equipment, but also a reduction in safety awareness of the surroundings. The results of fatigue can therefore be fatal Fatigue Management Strategies Fatigue management strategies should be proactive to prevent foreseeable fatigue related accidents or incidents and reactive to reduce the negative impacts of fatigue. The effectiveness of fatigue management strategies is dependent on consultation and communication between management and employees Education and training Fatigue will be communicated throughout ASPEC in toolbox talks. Additional fatigue related information can be found following the link below: Work breaks Employees are encouraged to take a fifteen-minute break every two hours and a half hour break for lunch each day. Employees should not work longer than twelve hours per day in the office. Employees should not work more than six days consecutively without one day off. 4

51 HSE Management System Procedure 7.2 Fitness for Work HSEMS Review due: 21/07/2016 Employees should aim to obtain approximately seven hours of sleep per night. Employees should be scheduled to work allowing for a suitable amount of rest in-between shifts Identify Signs and Symptoms of Fatigue in the Workplace If an individual is fatigued they must either report their fatigue to the principals. Individuals should also make a conscious effort to report any fatigued workmates. Signs indicating an individual may be suffering from fatigue include but are not limited to: a. General weariness b. Lack of emotion c. Poor concentration d. Slowed reflexes and responses e. Blurry vision f. Muscle weakness g. Moodiness, such as irritability If an individual becomes aware they are fatigued, they should be sent home to sleep if possible. If this is not possible, alertness strategies should be adopted. This is to prevent an accident from the fatigue occurring Alertness strategies Employees may be able to adopt one or a combination of the following short-term fatigue countermeasure strategies in a situation where sleep is not obtainable. a. Snacking b. Talking c. Powernap d. Short break e. Task rotation 5

52 HSE Management System Procedure HSEMS Vehicles and Driving Review due: 01/07/ Objective The purpose of this work instruction is to conduct a risk analysis of vehicles and driving to identify high risk conditions. The work instruction will then specify procedures to follow to reduce the risk in these conditions. This work instruction applies to all vehicles owned and operated by ASPEC or its contractors, which are used on ASPEC sites, or off-site for business purposes to: Travel to and from work Travel from the airport to the hotel/site (hire-car) Travel on site in company light vehicle 2 Hazard Identification and Risk Management Process 2.1 Driving risk analysis Identify conditional and behavioural factors that impact vehicles and driving safely: Journey: environmental conditions, unfamiliarity, poor road conditions Vehicle: type of vehicle, traffic Driver: fatigue, inexperience, alone, etc 2.2 ASPEC site vehicle Pre-start checks Before an ASPEC individual enters a site vehicle, they are required to complete the pre-start check checklist that is stored in a folder in the vehicle. If an individual finds a fault that cannot be fixed, park the vehicle/mobile equipment item and tag it out-of-service while arrangements are made to conduct repairs Annual client inspections Every year ASPEC site vehicles are required to be checked to ensure they meet all competencies Servicing Servicing is an important part of vehicle and mobile equipment operations. Maintenance personnel generally conduct major servicing. However, drivers/operators are often responsible for aspects of servicing such as checking fluid levels. 1

53 HSE Management System Procedure HSEMS Vehicles and Driving Review due: 01/07/2016 Light vehicles and items of heavy mobile equipment are all fitted with dipsticks, sight glasses and level plugs to provide quick access to fluid level readings. It is important to maintain the correct type and level of fluid in the appropriate compartment. Incorrect fluid levels, or the addition of incorrect fluids, can cause engine mechanical problems including sludging, overheating, bearing failure and corrosion. Care should be taken when checking fluid compartments filled with hot and or pressurised fluids Vehicle/mobile equipment defects Ensure that defects are either repaired or reported through the appropriate channels. If the problem is such that the equipment is unsafe to operate, you should attach an out-of-service tag to the appropriate isolation point to ensure that the vehicle is not operated. 2.3 ASPEC driving competency and training Competency checks ASPEC employees must have the relevant driver s licence for the state that the employees are employed in. ASPEC will keep a copy of employees drivers licence Defensive driving course Every ASPEC employee/contractor is able to complete a defensive driving course funded by ASPEC. Defensive driving courses provide a combination of practical and interactive class sessions in actual on-road safety skills. They are specially designed to educate drivers of the risks associated with driving, and the skills needed to avoid accidents. The courses encourage proactive driving behaviour aimed at improving community road safety. Content includes: a. Basic vehicle dynamics b. The correct systems of car control: seating, vision and steering c. Correct braking techniques for both ABS and non-abs vehicles d. Skid causation, basic skid control and skid prevention e. Raising driver s level of awareness in relation to speed, reaction times and stopping distances f. Learning how vehicles react in emergency situations g. A variety of on-road exercises including emergency braking, swerving and multiple direction changes 2

54 HSE Management System Procedure HSEMS Vehicles and Driving 2.4 ASPEC journey management Review due: 01/07/ Journey management requires that before departing on any trip, the driver and passengers plan the journey and assess risks associated with the trip. The risk assessment should consider: Schedule and fatigue Inclement weather or night driving Wildlife and stock on the road Need for water/food in case of breakdown Communication in case of emergency (mobile phone coverage) Notification to another person of the route and expected arrival time Drivers and their project leaders should plan realistic trip schedules, be rested before departure, stop for appropriate rest breaks (every two hours, even if not feeling tired) and avoid driving during normal sleeping hours. Driving back from the airport after a day trip interstate is discouraged. Employees should avoid driving when tired or jetlagged. In this case, employees should consider alternatives such as a taxi, being picked up, or staying overnight. Scenario Contingency Procedure Need to catch a flight to Brisbane to attend an early morning site meeting (EG. Newcastle) Need to catch a flight to Wollongong to attend an early morning site meeting (EG. Brisbane) Need to catch a flight to Newcastle to attend an early morning site meeting (EG. Brisbane) Need to drive to Wollongong to attend an early morning site meeting (EG. Newcastle) Availability of hotels Availability of ASPEC personnel Time/availability of cabs Availability of ASPEC personnel, budget and scope of work associated with travel Arrive the night/day before Catch a cab to the ASPEC office and arrange for ASPEC personnel to drop you to site/pick you up Catch a cab to site Travel with a partner 3

55 HSE Management System Procedure HSEMS Vehicles and Driving Review due: 01/07/ The use of mobile phone handsets whilst driving is forbidden, and the use of hands-free kits is discouraged. Drivers should pull over and stop before answering or making calls on mobile phones. Local regulations regarding mobile phone use whilst driving must be followed. Drivers should also avoid any other behaviour which may distract them from the task of driving, such as smoking, eating or adjusting the stereo It is important to comply with road traffic laws and not exceed posted speed limits. Posted speed limits represent the maximum allowable travel speed in ideal conditions. This posted speed limit should be reduced in adverse conditions, such as fog, rain or night driving. While driving, always be alert for pedestrians or cyclists, and adjust speed accordingly. The risk of night driving should be considered and avoided when possible Employees driving on public roads must have a valid driver s license where required by law. They must notify their supervisor in case of restriction to, or loss of, this license. Employees should make arrangements to avoid driving after consuming alcoholic beverages, such as use of designated drivers or taxi. Some medications may also affect alertness and could impair driving, so employees should understand side affects of prescription or over the counter medications. 2.5 Rental cars Rental cars present a hazard because they may not be similar to the car people are used to driving. When driving a rental car, or in an unfamiliar area, these are some tips to consider: Before accepting the rental car, do a brief pre-start check of the vehicle. Familiarise yourself with the vehicle: seatbelts, mirrors, light switch, location of wiper switch and park-brake. 2.6 Driving in unfamiliar areas When driving in an unfamiliar area, the following should be considered: Have a map and directions to your destination. Consider keeping doors locked and windows closed for your security. If you need directions, stop at the nearest police or fire station, service station, or restaurant. Do not ask for directions at rest areas or from strangers on the street. Report accidents to the police, but be aware of the situation before stopping. In some developing countries it would be extremely unwise to stop at the scene and in such cases you should immediately report to the nearest police station. 4

56 HSE Management System Procedure HSEMS Vehicles and Driving Review due: 01/07/ Accidents involving ASPEC personnel or vehicles Responsibility for ensuring that the following actions are carried out usually rests with the driver, if he/she is capable of doing so. Do not admit any liability (even if the driver believes it was his/her fault). Do not make any statements to other parties or witnesses other than the police. If any person is injured, provide the following information to the police: a. Location, time and nature of the accident b. Names of driver/s of vehicle/s involved c. Names of persons injured and the nature of their injuries If vehicle and/or property damage only: d. Do not admit any liability e. Exchange names, addresses and insurance details with third parties involved f. Obtain names and addresses of witnesses g. Record details of any other vehicle/s involved h. Record details of location, time and nature of the accident After an accident The driver or any other employee involved in accident must inform ASPEC principals and the HSE Manager as soon as possible after the accident and complete an incident report form. All vehicle accidents must be investigated in accordance with the Incident Reporting and Analysis Procedure. 5

57 HSE Management System Procedure HSEMS Accountable Role: HSE Manager 7.4 Working at Heights Review due: 01/07/ Objective ASPEC has designed policies to govern safe working at heights. Policies have been developed around Hadden s typology for risk management (refer to Element 3.2 of the HSE MS for more information). 2 Accountabilities Role HSE Manager Employees Accountability Maintains all working at heights records Schedules working at heights training Follow the guidelines specified in this procedure if working at heights 3 Working at heights instruction 3.1 What is a working at heights The definition of working at heights is: Any work in which there is the potential to fall greater than 2M in the office or on a construction site and greater than 1.8M on a mine site. Working at heights is considered a high-risk workplace activity. 3.2 Risk management When an individual commences work at heights, procedures must be followed to ensure safe work. Controls must commence at the top of Hadden s typology for risk management ensuring risk is minimised to the greatest extent Prevent the marshalling of energy If working at heights can be avoided, it should be Reduce the amount of risk marshalled If working at heights is necessary, the person should work in an environment posing the least risk, e.g., use an elevated work platform instead of a ladder, etc Prevent the release of energy When working at heights ensure that there are sufficient barricades, scaffolding and hand rails to prevent or restrain the fall. 1

58 HSE Management System Procedure HSEMS Accountable Role: HSE Manager 7.4 Working at Heights Review due: 01/07/ Separate energy release from susceptible structures by a barrier All individuals working at heights must use a fall restraint system which complies with the current legislative requirements. Safety harnesses must be regularly inspected by a competent person and recorded on a register. Safety harnesses must be pre-checked by the individual wearing it prior to use. Individuals must be properly trained on the correct use of the safety harness (in the working at heights training session). The safety harness must be properly fitted. All individuals must also wear the appropriate additional PPE (helmet, eye protection, ear protection, long-sleeved high-visibility work wear, steel cap boots, gloves, etc.). Individuals must be equipped with a rescue kit nearby when working at heights, which complies with the current legislative requirements Strengthen susceptible structures/systems All individuals working at heights must have a working at heights permit. An external certified training provider trains all ASPEC employees and sub-contractors in working at heights to increase safety awareness when working at heights. This training must be kept current. A Job Safety Analysis must be completed and signed and retained by all relevant parties prior to commencing work. A toolbox talk with the client representative must occur prior to commencing work. A Take 5 must be completed prior to commencing work. 3.3 Working at heights training External certified training All ASPEC staff members have the opportunity to participate in working at heights training. This training increases awareness of the risks associated with working at heights and informs employees of the correct procedures for working at heights. 2

59 HSE Management System Procedure 3.4 Working at heights records HSEMS Accountable Role: HSE Manager 7.4 Working at Heights Review due: 01/07/ The HSE Manager must keep and maintain all working at heights records including: The current recorded risk assessment reports for work at heights for five years from the time of their validity Training records for the term of the employee s employment 3

60 HSE Management System Procedure HSEMS Review due: 01/07/ Working with Electricity and other Energy Sources 1 Objective Under client and legal specifications, any powered equipment must be isolated before any maintenance or inspection work can be undertaken. This work instruction provides information on how ASPEC performs isolations. This instruction must be followed by all ASPEC employees or contractors working with ASPEC. 2 Working with electricity and other energy sources instruction 2.1 Testing and tagging What is testing and tagging? Testing and tagging refers to the process whereby a licensed person inspects an electrical appliance to identify wear or damage which may render it unsafe for use. A tag is attached to appliances deemed free from defects; such appliances are then considered safe for use. The licensed person notes on the tag the date the appliance was tested and the date it is due for re-testing. The licensed person responsible for testing appliances maintains a log of appliances tested. The WHSO is responsible for work scheduling inspections. 2.2 Isolation work instruction What does isolation entail? Any powered equipment must be isolated before any maintenance or inspection work can be undertaken. The only exception to this is when written exemption is obtained in cases where equipment must be energised for fault finding or other safety requirements where a competent person must supervise this activity. In the case of isolation, ASPEC employees or persons working with ASPEC are required to book an isolation with their client representative to ensure that the equipment is positively isolated and tested for dead. All employees or persons working with ASPEC must comply with the specific site guidelines. 2.3 Danger Tags and Out of Service Tags All employees must adhere to the safe work practices for Danger Tags (SWP Number ) and Out-of-Service Tags (SWP Number ). This applies to all plant, equipment and locations where employees of ASPEC are located. 1

61 HSE Management System Procedure HSEMS Review due: 01/07/ Working with Electricity and other Energy Sources Danger tags and safety locks Designed to give personal protection to an individual working on a particular task or in a particular area. A danger tag must always be used in conjunction with a safety lock. Safety locks are issued to an individual and only that individual is to have a key for that lock. A danger tag and safety lock should be attached to the main isolating switch, valve or other positive isolating device on the unit when danger is posed to the individual from the operation of the machine, equipment or the flow of the energy source. It is the responsibility of the individual to identify any situation, with the potential for danger and to ensure danger tags and safety locks are used. Supplies of danger tags should be readily available in the work area. Switches such as push buttons, emergency stops, and control switches are not considered sufficient for positive isolation and should never be used as isolation points. Each individual should place their own danger tag on the main isolating apparatus, before commencing any work. Where there is a need for multiple switches, valves or positive isolators to be isolated, a danger tag and safety lock should be placed on each one, by each individual working on the task. On larger jobs where a considerable number of isolations are required, the client will arrange for a lock-box system. ASPEC employees and contractors are required to comply with site requirements related to lockbox procedures. A danger tag must have the name of the person placing the tag, what has been isolated, and the date recorded on it. An individual can only remove their danger tag and safety lock. It is not permitted to remove another person s danger tag and safety lock even if requested to do so. At the completion of the task or at the end of the shift, the individual must remove their danger tag and safety lock. If the plant or equipment is still unsafe to operate, due to its condition, an out-of-service tag should be completed and placed on the switch, value or positive isolator, before removal of their danger tag and safety lock. In circumstances where a person leaves the site without removing their danger tag and safety lock, they will be contacted by the supervisor and must return to the site to remove their tag and lock at their expense. In the event that the individual who placed the danger tag and safety lock is not able to be contacted, the supervisor or manager on site can remove it after an extensive investigation. 2

62 HSE Management System Procedure HSEMS Review due: 01/07/ Working with Electricity and other Energy Sources All individuals placing a danger tag and safety lock must ensure they are doing so on the correct switch, valve or positive isolator. If any uncertainty exists, consult with your supervisor before proceeding. In situations where intermittent operation of equipment or plant is needed during maintenance work, a written variation to this procedure must be obtained from the relevant manager. If there is any misconduct in danger tag and safety lock procedure, disciplinary action will result Out-of-service tag Designed to place faulty or unsafe plant or equipment out of use in order to prevent damage to the plant or equipment. An out-of-service tag should be placed on any equipment where it is foreseen that to operate the equipment will cause injury to a person or damage to the equipment/plant. No individual should operate any plant or equipment when an out-ofservice tag is attached. Out-of-service tags should be readily available in the work area. An out-of-service tag must contain the name of the person placing the tag, the reason for its placement and the date. Any plan or equipment with an out-of-service tag should be removed to a designated area for repair where practicable. An out-of-service tag may only be removed after the item has been deemed fit for use by a qualified person. 3

63 HSE Management System Work Instruction HSEMS Psychosocial Issues Review due: 01/07/ Objective Under the Workplace Health and Safety Act (2011), ASPEC is required to ensure that persons are free from injury, extending to psychosocial injury according to the Prevention of Workplace Harassment Code of Practice (2004). ASPEC is committed to providing a workplace which is free from harassment and managing employee stress, in order to create a harmonised workplace. As such ASPEC has systems in place to ensure psychosocial risks are identified and managed. 2 Definitions Term Occupational Stress Employee Assistance Programs (EAP) Workplace harassment Definition The physical, mental and emotional reactions of employees who perceive that their work demands exceed their abilities and or resources (time, help, and support) to do the work. It occurs when an individual perceives they are not coping well in situations where it is important to them that they cope An EAP is a program adopted by employers when an employee is experiencing stress, affecting their work performance. It involves the engagement of an external psychologist for several counselling session with a goal of developing strategies to enhance their wellbeing and work performance. Problems suitable for EAP include: family breakdowns, trauma, anxiety, depression, legal problems, change and other psychological or physical disorders/issues Repeated behaviour by a person that is: Unwelcome or unsolicited Offensive, intimidating, humiliating or threatening 3 Accountabilities Role HSE Manager Principals Group leaders Accountability Ensures records of workplace harassment/stress are maintained and kept private and confidential Provide resources to manage workplace harassment and stress issues Provide disciplinary action for workplace harassment cases where required (following this procedure) Suggest employees access EAP if required Suggest employees in conflict situations seek mediation Perform risk management for stress/workplace harassment 1

64 HSE Management System Work Instruction HSEMS Psychosocial Issues Review due: 01/07/2016 All employees and contractors Report to group leader if experiencing workplace harassment or stressrelated issues Comply with all ASPEC procedures Do not endanger or harass oneself or others in the workplace 4 WORKPLACE STRESS 4.1 Introduction to workplace stress Employers are not able to control workers personal lives and the stressors they may encounter there, however they do have a legal obligation to minimise their exposure to work-related factors that can increase the risk of occupational stress Stress risk factors place undue tension on an individual. These include but are not limited to a dynamic interplay of some of the following occupational factors: High work demands Low levels of control Low levels of support from others Poor role clarity High responsibility for others Lack of job security Poor working conditions The majority of the time individuals are able to cope with stressors in the workplace, however, if the stress exceeds their capacity (coping mechanisms) then this can influence their occupational and individual functioning, and lead to one or more of the following outcomes. Lower job satisfaction, lower job motivation, lower productivity, increased turnover, increased absenteeism, increased risk of physical injury, poorer working relationships and lower employee morale Headaches, tiredness, irritability, excess worrying, anxiety, mood swings and increased in alcohol consumption Longer term health issues: cardiovascular disease (CVD), immune deficiency disorders, gastrointestinal disorders, psychiatric/ psychological illness and musculoskeletal disorders 2

65 HSE Management System Work Instruction 4.2 Identifying stress HSEMS Psychosocial Issues Review due: 01/07/ ASPEC group leaders are responsibility for identifying any individuals who are experiencing stress or group-wide stress problems. Some indicators of stress include: Lower productivity High absenteeism Lowered morale Employee feedback If stress problems are occurring in the organisation, the group leader, in conjunction with the principals will devise risk management strategies to reduce the stress for that individual(s) in a confidential manner. This will usually involve one or more of the following controls being implemented: Schedule a holiday Reduce workload Enhance resources in that area to reduce the workload of that individual Reposition that individual within the company Suggest that individual contact EAP or task management training (see section 4.4.1) The implementation of stress management controls will be discussed between the group leader and the affected employee(s). The group leader will then monitor the effectiveness of controls and the stress of the individual through regular consultation until the issue has been resolved. 4.3 Organisational risk management strategies There are various ways organisations can reduce the likelihood of stress problems occurring. ASPEC has committed to the following: ASPEC implements a job design which employs only individuals who possess the necessary knowledge, skills and abilities to suit the specific job type. Also ASPEC has clear job descriptions and performance goals to enhance the job clarity. To enhance clarity of various job tasks, ASPEC also has clear procedures for all work and organisational functions. ASPEC allows individuals to work autonomously, whilst being provided with a supervisor and work team to assist with handling technical complexities and provide employees with feedback. This job design provides individuals with a high job control and ensures that individuals are not being stressed by performing work which is too technically demanding or complex for their individual knowledge and skills. 3

66 HSE Management System Work Instruction HSEMS Psychosocial Issues Review due: 01/07/2016 ASPEC is structured with a flat hierarchy therefore each employee receives a high amount of support from colleagues, both socially and technically. This structure also allows for good communication flows throughout the organisation. Therefore individuals have a high control in the decision-making of various organisational initiations being implemented e.g. change. ASPEC ensures that fatigue is managed appropriately by controlling the work hours and by setting appropriate workloads to suit employee capacities. ASPEC employees have the option of receiving mentoring as part of the graduate program as well as the Chartered Engineering Program to gain additional support. 4.4 Individual risk management strategies There are various ways individuals can obtain support to help cope with stress, which can be used ether as stand alone strategies, or in combination. It is important to identify and provide remediation for workplace stress in the early stages to prevent a large cost for the organisation and to minimise harm to individuals. Therefore the group leader or individuals may deem the below as appropriate for an individual: Employee Assistance Providers (EAP) can teach staff members how to be better prepared for stressors through counselling. These sessions are usually sub-contracted to an external organisation that will hold around five confidential sessions. ASPEC has contracted the Centre for Human Potential to service ASPEC employees on an as needs basis for EAP. The process for accessing these services is as follows: a. Obtain approval from your group leader/safety officer - psychologist for the provision of EAP services. b. Contact Paul Martin at the Centre for Human Potential and mention you are an ASPEC employee wishing to use ASPEC EAP services and arrange sessions at a suitable time. i. P: ii. Address: Level 9/243 Edward St, BRISBANE QLD 4000 iii. Postal Address: PO Box 1492, BRISBANE QLD 4001 iv. info@cfhp.com.au Task and time management strategies can also assist individuals in reducing stress. Various training providers can assist in developing various aspects of task management. However, some general tips include: schedule tasks which require the greatest brain power when you are at your energy peak, invest time in planning, include only as much on your to-do list as you can actually accomplish in a day, examine your work processes, and delegate. For projects which require concentration, design the environment to do this (turn off your phone, do not answer s or 4

67 HSE Management System Work Instruction HSEMS Psychosocial Issues Review due: 01/07/2016 go to a quiet place). Each day make sure you do something which is fun or that inspires you as a break from work. Designate specific times in the day to respond to and phone calls, practice detachment from work and focus only the issues for that day. 5 WORKPLACE HARASSMENT 5.1 Introduction to workplace harassment What is workplace harassment? Workplace harassment is unsolicited behaviour which intentionally offends, intimidates, humiliates or threatens another person in the workplace. It can range from subtle intimidation to obvious acts of violence. It does not include, however, management actions taken as a direct result of work performance (e.g. firing someone who is performing very poorly). Some examples of workplace harassment include: abusing a person loudly, repeated threats of punishment for no reason, ridicule or being put down, leaving offensive message on or the telephone, sabotaging a person s work, isolating a person from workplace activities, repetitive criticisms, humiliating a person in front of others and spreading gossip. Workplace harassment can occur in lateral, upwards or downwards directions in an organisation. Harassment can lead to the victim distress including but not limited to: impaired ability to make decisions, poor concentration, poor performance, psychological disorders (anxiety, depression), physiological responses (panic attacks, loss of sleep) and deteriorating relationships. 5.2 Risk managing harassment ASPEC has a zero tolerance to workplace harassment ASPEC will train all employees on workplace harassment issues in their ASPEC new employee induction. This inclusion will aim to enhance employee awareness of workplace harassment issues, enhance employee knowledge of ASPEC s policies and procedures on workplace harassment and educate them on the support services available if they encounter a workplace harassment issue Handling workplace harassment If workplace harassment occurs, the affected parties are to contact their group leader immediately (or principal if harassment involves a group leader). The group leader/principal will then arrange an investigation from an external party to manage and resolve the complaint. Employees also have the option of speaking with the Corporate Services Manager if they do not feel comfortable approaching their group leader/principal. 5

68 HSE Management System Work Instruction HSEMS Psychosocial Issues Review due: 01/07/2016 ASPEC s disciplinary procedure states that anyone who is found guilty of harassing a worker, victimising someone or making malicious, frivolous or vexatious complaints will face immediate dismissal. 6 WORKPLACE CONFLICT 6.1 Introduction to workplace conflict What is workplace conflict? Workplace conflict involves a perceived threat to an individual s goals, needs, concerns or values; there is an ongoing impact; and is generally experienced at both the interpersonal and intrapersonal levels (thoughts, feelings and inner conflict). 6.2 Reporting a conflict If anyone in the workplace notices a conflict between members of the organisation, (or one internal member with external members) they are to notify their group leaders (or principal if the conflict involves a group leader) immediately, who will then perform adequate risk management to diffuse the situation. Employees also have the option of speaking with the Corporate Services Manager if they do not feel comfortable approaching their group Leader/principal. 6.3 Risk managing conflict situations ASPEC will provide services to manage conflict situations to ensure the matter is handled justly, whereby positive outcomes are reached for all parties involved. Mediation is an effective means of diffusing a conflict before it escalates into a potentially damaging situation for individuals involved and the organisation. ASPEC has contracted Fighting Fair to service ASPEC employees on an as needs basis for mediation. The process for accessing these services is as follows: a. Obtain approval from your group leader for the provision of mediation b. Contact Scott Dutton at Fighting Fair and arrange sessions at a suitable time. i. P: ii. Address: PO Box 471, Banaglow, NSW, 2479 iii. Postal Address: PO Box 1492, BRISBANE QLD 4001 iv. Web: v. contact@fightingfair.com.au 6

69 HSE Management System Work Instruction HSEMS Psychosocial Issues Review due: 01/07/2016 REFERENCES Prevention of workplace harassment Code of Practice 2004 Risk Management Code of Practice 2007 WHS Infoline:

70 HSE Management System Work Instruction HSEMS Revision no.: Ergonomic Issues Review due: 21/07/ Objective Under the Workplace Health and Safety Act (2011), ASPEC is required to take all reasonable steps to prevent a person from injury. This objective is achieved by minimising a person s exposure to the risk of injury, and managing safety through the identification of hazards, risk assessment, establishment of control measures to minimise the level of risks, and the continual monitoring of their effectiveness. ASPEC employees spend approximately 95% of their working hours seated at a computer workstation, as such, ergonomic risk is their largest exposure. ASPEC is therefore obligated under the Workplace Health and Safety ACT 2011, to perform adequate risk management for ergonomic risks and establish controls to manage the risks to the lowest acceptable level. 2 Definitions Term Risk factors Definition Factors associated with the demands of a task which contribute to or aggravate musculoskeletal disorders. 3 Accountabilities Role HSE Manager Group Leaders All employees Accountability Purchase any workstation equipment/furniture as required to meet ergonomic requirements Contact an ergonomic consultant for any ergonomic-related workplace injuries Assess the presence of ergonomic risk in ASPEC and perform continual monitoring of ergonomic controls (in workplace inspections) Encourage employees to report discomfort at work at any time. Report to the HSE Manager and Group Leader any problems with the performance of a task, any problems with equipment/furniture and any discomfort or symptoms which may indicate there may be a problem with a task Follow ASPEC HSE Procedures and Work Instructions Use equipment/ furniture as provided Take part in activities to identify, assess and control the risks of musculoskeletal disorders 1

71 HSE Management System Work Instruction HSEMS Revision no.: Ergonomic Issues 4 OFFICE ERGONOMIC RISK MANAGEMENT Review due: 21/07/2016 Typically ASPEC employees spend up to nine hours a day in a seated position, (as pictured). An incorrectly positioned workstation can lead to a range of musculoskeletal injuries as listed below. This work instruction will provide some guidance on how to manage these risks. 4.1 Hazards and risks Sitting with an awkward posture for a sustained period of time Back, neck and shoulder pain Sitting for a sustained period of time Deep Vein Thrombosis (DVT) is a real risk for individuals who sit for several hours without getting up. It can feel like a pulled muscle, the feeling intensifies over several days and can be accompanied by redness and swelling. Certain individuals are at a greater risk of developing DVT, for example those who; frequently take long trips (8 hours or more), are advanced in age, are overweight, have clotting disorders or cancer Looking at the computer screen for a long period of time Eye strain 4.2 General risk management To account for individual differences in predisposition to injury and anthropometric properties (body shape/size), ASPEC will provide all employees with workstation chairs which have adjustable backrests, armrests and recline functions Monthly workplace inspections The Safety Officer for each ASPEC office will perform monthly office inspections. This involves conducting an office work-through examining office hazards and ergonomic risks. 2

72 HSE Management System Work Instruction HSEMS Revision no.: Ergonomic Issues Review due: 21/07/2016 Look out for: employees who are obviously uncomfortable, for example: workers stretching their backs as if to relieve tension, guarding or protecting low backs, necks, shoulders, elbows or wrists. 5 WORKSTATION ERGONOMICS 5.1 Sitting in your chair Ensure your torso and neck are approximately vertical and in-line, the thighs are approximately horizontal and the lower legs are vertical Push your hips as far back as they can go in the chair Adjust the seat height so your feet are flat on the floor and your knees equal to, or slightly than, your hips Adjust the armrests (if fitted) so that your shoulders are relaxed. If your armrests are in the way, remove them If you are in a non-reclining chair, adopt the normal position below. If you have a reclining chair, adopt the following position: 5.2 Positioning your keyboard An articulating keyboard tray can provide optimal position of input devices. However, it should accommodate the mouse, enable leg clearance, and have an adjustable height and tilt mechanism. They tray should not push you too far away from other work materials, such as your telephone. Pull up close to your keyboard Position the keyboard directly in front of your body 3

73 HSE Management System Work Instruction HSEMS Revision no.: Ergonomic Issues Review due: 21/07/2016 Determine what section of the keyboard you use most frequently, and readjust the keyboard so that sectioned is centered with your body. Adjust the keyboard height so that your shoulders are relaxed, your elbows are in a slightly open position and your wrists and hands are straight The tilt of your keyboard is dependent upon your sitting position. Use the keyboard tray mechanism or keyboard feet to adjust the tilt. If you sit in a forward or upright position try tilting your keyboard away from you at a negative angle. If you are reclined, a slight positive told will help maintain a straight wrist position Wrist-rests can help to maintain neutral postures and pad hard surface. However the wrist-rest should only be used to rest the palms of the hands between keystrokes. Resting on the wrist-rest while typing is not recommended. Avoid using excessively wide wrist-rests or wrist-rests that are higher than the space bar of your keyboard. 5.3 Positioning your screen, document and telephone Monitors placed too close or too far away may cause you to assume awkward body positions that may in turn lead to eyestrain. Viewing distances that are too long cause you to lean forward and strain to see the small text (this in turn fatigues the eyes and places stress on the torso as the backrest is no longer providing support). Viewing distances which are too short may cause eyes to work harder to focus (convergence problems) and evoke awkward postures. Sit at least an arm s length away from the screen and then adjust the distance for your vision Consider using the zoom function/ a larger monitor to reduce visual strain Reduce glare by careful positioning of the screen a. Place screen at right angles to windows b. Adjust curtains or blinds as needed c. Adjust vertical screen angle and screen controls to minimize glare from overhead lights 4

74 HSE Management System Work Instruction HSEMS Revision no.: Ergonomic Issues Review due: 21/07/2016 d. Other techniques to reduce glare include use of optical glare filters, light filters or secondary task lights Adjust the screen and source documents so that they are positioned directly in front of you, causing your neck to rest in a neutral, relaxed position. Monitors should not be further than 35 degrees to the left of the right and position the top level of the screen approximately 15 to 20 degrees below seated eye level (lower if you wear bifocals if necessary). Remove some or all of the equipment (computer case, surge protector, etc.) on which the monitor may be placed. Generally, placing the monitor on top of the computer case will raise it too high for all but the tallest users. Elevate your line of sight by raising your chair. Be sure that you have adequate space for your thighs under the desk and that your feet are supported. If you work primarily through printed material, place the monitor slightly to one side and keep the printed material directly in front. Keep the monitors and printed materials as close as possible to each other. Position source documents directly in front of you, between the screen and the keyboard, using an in-line copy stand. If there is insufficient space place source documents on a document holder placed adjacent to the screen 5