Dated: 25 th May, 2017 Revision 01 Page 1 of 20 QHSE Objectives and Management Programme 2017

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1 Dated: 25 th May, 2017 Revision 01 Page 1 of 20 COMPANY: IMECO APPLICABLE TO: ALL DEPARTMENTS & DIVISIONS PREPARED BY: QHSE DEPARTMENT REFERENCE TO: (1) QHSE OBJECTIVES & TARGETS 2017 (2) IMECO INTEGRATED MANAGEMENT SYSTEM MANUAL HEALTH AND SAFETY Objectives EHS Accidents Investigation and Reporting Reduction in Injury Incidents Provision of Safe Workplace for IMECO employees and Sub-contractors Management Programme KPI No Description Actions Responsibilities Monitoring Activities Remarks Total Number of accidents to the company employees shall be Zero. All the incident shall be investigated Fatal injuries shall be zero Lost Time Injury Frequency Rate(LTIFR) shall be Less than 0.2 (Zero for the projects) Lost Time Injury Severity Rate (LTISR) shall be decreasing trend Total Recordable incidents rate (TRIR) shall be Not More than 1.00 (zero for projects) Reduction in injury incidents to IMECO employees and Sub-contractors Awareness training to all employee for Incident Reporting All workplace place incident shall be investigated Incident investigations and Conduct Risk Assessment for all activities and job safety analysis for nonroutine activities Management of Risk Procedure And The Risk Register Promote Employee awareness through EHS Meeting & Tool Box Talk Work place EHS Inspections Internal Audit Implementation of HSE Plan and procedures. The IMECO and sub-contractor EHS performance evaluation. Training and induction, monitoring by Regular Inspection and Audits of projects EHS Statistics maintenance Senior management Line Managers / Supervisors Line Managers / Supervisors Contract In charge All incident shall be reported to SRA as per OSHAD SF Mechanism: of 20

2 Dated: 25 th May, 2017 Revision 01 Page 2 of 20 HEALTH AND SAFETY Objectives Provision of Safe Workplace for Other Persons (Visitors, Passengers, etc.) Increase in for IMECO employees and Sub-contractors HSE Compliance Maintaining EHS Resources Management Programme KPI No Description Actions Responsibilities Monitoring Activities Remarks Reduction in injury incidents to Other Persons (Visitors, Passengers, etc.) Reporting of Near Miss by IMECO and subcontractors Monitoring Activities Performed on IMECO and sub-contractors by conducting internal audits Conducting annual Third Party OSHMS Compliance Audit Provision of OSHAD Practitioner course to all HSE Practitioners employed in Municipality Projects. Implementation of HSE Plan and procedures. The IMECO and sub-contractor EHS performance evaluation. Training and induction, monitoring by Regular Inspection and Audits of projects EHS Statistics maintenance Reporting of Near Miss and First Aid Cases by IMECO and Sub-contractors. Conduct internal audit of IMECO projects and the sub-contractors in IMECO project premise. Arrangement of the Quotations from OSHAD approved Third party auditing entity. Conduction of External Third Party OSHMS Compliance Audit. Provision of OSHAD Practitioner course Registration in the Qudorat Programme Contract In charge Contract In charge Contract In charge EHS Officer CEO CEO Yearly Implementation of HSE Plan and procedures. The IMECO and subcontractor EHS performance evaluation. Training and induction, monitoring by Regular Inspection and Audits of projects EHS Statistics maintenance Reporting of Near Miss and First Aid Cases for IMECO and subcontractors to DMA every quarter through Form-E Submission of report to DMA within one month time along with the corrective action plan and Form-F 2 of 20

3 Dated: 25 th May, 2017 Revision 01 Page 3 of 20 HEALTH AND SAFETY Objectives Management Programme KPI No Description Actions Responsibilities Monitoring Activities Remarks 5-01 Implementation of Training Program as per Training Plan Training Needs Analysis Programme development Implementation of (Training and Competency Procedure Monitoring of the Training Program by training evaluation Provision of Mandatory trainings as per project and legal requirements. CEO HR Increasing the HSE Awareness Verify the effectiveness of the HSE Management System and HSE Performance KPI- HSE-6- KPI- HSE-6-02 Conduct HSE Campaign Release HSE Bulletins Conduct HSE Quiz Management Review Meetings HSE Quarterly Committee Meeting Decide the HSE Topic to be taken up for the HSE campaign. Inform the projects to conduct the HSE Campaign through mail. Prepare HSE Bulletins on Monthly basis. Communicate the HSE Bulletins to projects through mail. Display in notice boards Prepare HSE Quiz on quarterly basis. Communicate the Quiz to projects through mail. Display in notice boards Conduct Management Review Meetings (two per Tear) to Verify the effectiveness of the HSE Management System for continual improvement. Conduct HSE Quarterly Committee Meeting to verify the HSE performance HSEM HSEM HSEM, HSEM, HSEM Minute of Meeting Minute of Meeting 3 of 20

4 Dated: 25 th May, 2017 Revision 01 Page 4 of 20 HEALTH AND SAFETY Objectives Review HSE Procedures Decrease EHS Compliance Enforcement notices by SRA Power Consumption Water Consumption Management Programme KPI No Description Actions Responsibilities Monitoring Activities Remarks KPI- HSE-7- KPI- HSE Review the Risk Assessments Review the Emergency Response Plan Number of corrective notices and Breach notices (written warning notices, improvement notices)/ breach notices issued by Industrial Sector as a result of noncompliance to EHSMS requirements. To reduce office electricity consumption To reduce office water consumption Review the risk assessments minimum once per year Review the Emergency Response Plan minimum once per year Implementation of Risk Management Procedure and Risk - Register EHSMS implementation and compliance to Legal Register and Legal Compliance Procedure Environment All the employees will be provided training to save the power by switch off electric appliances when not in use All the employees will be provided training how to save water and magnetic water tapes will be installed Project Manager, HSE officers, HSEM Project Manager, HSE officers, HSEM CEO All Employees CEO All Employees CEO All Employees Risk assessment Review record Emergency response Plan Review record Quarterly Quarterly by the Electric Bill. Quarterly by the Electric Bill. All the non-compliance will be rectified on time in every department Signage s for save electricity will be displayed on the area where there are the electric boards and in the canteen and other areas. This will be monitored by the supervisors and HSE personnel s Signage s will be displayed in the area near washing area and canteen Paper Consumption 9-03 Reduce the paper consumption in office Try to reduce hard copy Use both sides of the papers CEO All Employees Quarterly issued paper to the department 4 of 20

5 Dated: 25 th May, 2017 Revision 01 Page 5 of 20 HEALTH AND SAFETY Objectives Fuel Consumption Waste Reduction Management Programme KPI No Description Actions Responsibilities Monitoring Activities Remarks Decrease the fuel consumption of camp generators Decrease in office waste Try to Manage the Transport, if possible use mobile phone for communicating and no visit Proper Maintenance to the vehicle. Arrange the location map in advance and try to use the shortest way to the destination Re-use the Wooden pallets Send the packing metallic materials for recycle as a metallic waste Refill the Printer Cartridge instead of purchasing the new one. CEO All Drivers and employees using the vehicles CEO Purchase manager Store Staff Quarterly petrol bills Quarterly QUALITY Objectives KPI No. Actions Responsibilities Reduce Product Quality Problems KPI-Q-1-01 Vendors and Subcontractors are evaluated before any LPO or purchase is made A Computer based date tracking system is used as a means to evaluate Vendors before their due re-evaluation date NC/RR's are instigated and used to monitor Vendor products and services corrective actions on the Half Yearly Reports COSO Procurement & Logistics Department / QHSE Dept., Project Execution Team, Monitoring Activities Number of NC/RRs raised When Prior to start of the project and during execution stage. 5 of 20

6 Dated: 25 th May, 2017 Revision 01 Page 6 of 20 Vendors & Subcontractor Performance Timely posting of Material Receipt Vouchers KPI-Q-1-02 KPI-Q-1-03 Vendors and Subcontractors are evaluated before any LPO or purchase is made A Computer based date tracking system is used as a means to evaluate Vendors before their due re-evaluation date NC/RR's are instigated and used to monitor Vendor products and services corrective actions on the Half Yearly Reports Using adequate assets, equipment and vehicles for carrying out the work activities COSO Procurement & Logistics Department / QHSE Dept., Project Execution Team, COSO Storekeeper Stores & Fixed Assets Dept., Project Team, Assessment of Supplier Performance criteria Number of Material Receipt Voucher forwarded to Stores & Fixed Assets Dept. Prior to start of the project and during execution stage. During the project execution stage upon receipt of the material on site. 6 of 20

7 Dated: 25 th May, 2017 Revision 01 Page 7 of 20 Timely receipt of Delivery Notes Timely calibration of Monitoring & Measuring Equipment KPI-Q-1-04 KPI-Q-1-05 Using adequate assets, equipment and vehicles for carrying out the work activities All M&M Equipment bought must have a valid Calibration Certificate Calibration is monitored through an MS Excel sheet based date tracking system in addition to the calibration record cards. Monitoring equipments in use are sent to a third party for calibration before the scheduled calibration date Third party calibration organizations are approved and included in the AVL Calibration records are continuously checked and monitored during audits Training of the concerned personnel is carried out Nonconformities are instigated and closed accordingly COSO Storekeeper Procurement & Logistics Department. QHSE Dept., Project Execution Team, COSO Storekeeper, Administration Section, Stores & Fixed Assets dept. Procurement & Logistics Department Manager - Project, QHSE Dept., Project Execution Team, Number of Delivery Notes forwarded to Procurement & Logistics Department. Calibration Master list & Calibration record cards During the project execution stage upon receipt of the material on site. Prior to start of the project and during execution stage. 7 of 20

8 Dated: 25 th May, 2017 Revision 01 Page 8 of 20 Timely Project Completion Project Completion within Estimated Cost KPI-Q-1-06 KPI-Q Preparation of Quality Control Plan and Objectives & Targets in the planning stage Allocation of adequate resources needed for the Project Efficient on-time delivery of resources from the Supplier Using adequate assets, equipment and vehicles for carrying out the work Training of the staff Monitoring the progress through Progress Reports and taking action to ensure Project is followed as per schedule Carrying out Management Review Meetings to determine the needs of the Project and ensure project execution is as planned. Preparation of Quality Control Plan, Objectives and Targets in the planning stage Allocation of adequate resources needed for the Project Efficient on-time delivery of resources from the Supplier Using adequate assets, equipment and vehicles for carrying out the work Training of the staff COO, Director - Projects(s), Managers Project(s), HR & Admin. Mngr. Sr. Mngr Operations- Operations Support QA/QC Staff, Manager - Procurement & Logistics Project Team (Site Coordinators, Supervisors, Manager Facility Management, Camp Boss, & HSE Officers) COO, Director - Projects(s), Managers Project(s), HR & Admin. Mngr. Sr. Mngr Operations- Operations Support QA/QC Staff, Progress Reports, Start Completion Form & Half Yearly Reports Start Completion Form & Half Yearly Reports Carrying out the Project as per planned time scheduled Prior to start of the project and during execution stage. 8 of 20

9 Dated: 25 th May, 2017 Revision 01 Page 9 of 20 Timely Inspection KPI-Q-1-08 Monitoring the progress through Progress Reports and taking action to ensure Project is followed as per schedule Carrying out Management Review Meetings to determine the needs of the Project and ensure project execution is as planned Control of expenditure. Preparation of Quality Control Plan, Objectives and Targets in the planning stage Preparation of Inspection Test Plan and obtaining its approval Method statements are prepared on time and approved by the client Allocation of adequate resources needed for the Project Efficient on-time delivery of resources from the Supplier Ensure a proper communication with the client and agree on the deliverables and approvals All documents/ records/ drawings are approved on time before the work is carried out The QA/QC staff is competent to carry out the tasks Regular meetings to be carried out with the clients Using adequate assets, equipment and vehicles for carrying out the work Training of the staff Carry out regular audits and inspection on projects. Manager - Procurement & Logistics Project Team (Site Coordinators, Supervisors, Manager Facility Management, Camp Boss, & HSE Officers) COO, Director - Projects(s), Managers Project(s), Project Engineer)s), HR & Admin. Mngr. Sr. Mngr Operations- Operations Support QA/QC Staff, Procurement & Logistics Mngr., Project Team (Site Coordinators, Supervisors, HSE Officers) Request for Inspection & Project Schedule Prior to start of activity on site 9 of 20

10 Dated: 25 th May, 2017 Revision 01 Page 10 of 20 Increasing Customer Satisfaction KPI-Q-1-09 Projects to be completed within the scheduled time as per Quality Control Plan Proper Planning of the work and efficient and effective execution of the Project Determining of the needs of the Client through continuous communication Using adequate resources which are to be approved by the Client Preparing the Quality Documents and Records as per Client requirement Using calibrated and reliable monitoring equipment to ensure work is carried out effectively Ensure no incident or accident takes place during the project execution Supply of adequate resources through proper evaluation and control of the Vendors and Subcontractors Audits to measure the efficiency of the system and the competence of the people at work Enhance quality awareness among all IMECO staff through induction, quality and operational training.. Carrying out Management Review Meetings to determine the efficiency of the system, resources needed for product realization, amendments to the QHSE Management System Project Management Representative. All IMECO Executive, Management, Officers and staff. Customer Feedback Form (FM 101) During the planning, execution, monitoring and control stages of the Project. (Customer Feedback required at different stages of progress of the Project at least once per year) Reducing Customer Complaints KPI-Q-1-10 Customer Satisfaction being the main objective of the Company requires all objectives to be achieved. The monitoring of Customer Satisfaction is carried out through Customer Feedback. Customer Feedback should all be rated 3 and above (satisfied and fully satisfied). Projects to be completed within the scheduled time as per Quality Control Plan Proper Planning of the work and efficient and effective execution of the Project Determining of the needs of the Client through continuous communication Using adequate resources which are to be approved by the Client Preparing the Quality Documents and Records as per Client requirement Using calibrated and reliable monitoring equipment to ensure work is carried out effectively Ensure no incident or accident takes place during the project execution Supply of adequate resources through proper evaluation and control of the Vendors and Subcontractors Project Management Representative. All IMECO Executive, Management, Officers and staff. Customer Complaint Form (FM 021) During the planning, execution, monitoring and control stages of the Project. (Customer Feedback required at different stages 10 of 20

11 Dated: 25 th May, 2017 Revision 01 Page 11 of 20 Audits to measure the efficiency of the system and the competence of the people at work Enhance quality awareness among all IMECO staff through induction, quality and operational training. Carrying out Management Review Meetings to determine the efficiency of the system, resources needed for product realization, amendments to the QHSE Management System of progress of the Project at least once per year) Timely Reply to Corrective Action Timely implementation of Corrective Action KPI-Q-1-11 KPI-Q-1-12 Customer Satisfaction being the main objective of the Company requires all objectives to be achieved. The monitoring of Customer Satisfaction is carried out through Complaints. It is preferable to have no more than one Customer Complaint per Project. Continuous training Internal Pre-Audits/Inspections to be conducted on a frequent basis Management Review Meetings Additional meetings related to the QHSE Management System to be conducted on a regular basis Proper understanding of the terms and concept of the root cause, correction and corrective action. Continuous communication to be maintained with Vendors/Sub-Contractors/Client- Consultant/External Organizations-Bodies-Agencies-Authorities. Continuous training Internal Pre-Audits/Inspections to be conducted on a frequent basis. Management Review Meetings Additional meetings related to the QHSE Management System to be conducted on a regular basis Proper understanding of the terms and concept of the root cause, correction and corrective action. Continuous communication to be maintained with Vendors/Sub-Contractors/Client- All IMECO Department, Divisions & Sections. All IMECO Department, Divisions & Sections Submittal time of nonconformities (NCCA, CAR) Implementation of corrective action (NCCA & CAR) Within a period of One Week from the date of raising the NCR. Within the agreed date as stated in the NCR. 11 of 20

12 Dated: 25 th May, 2017 Revision 01 Page 12 of 20 Communication of QHSE requirements KPI-Q-1-13 Consultant/External Organizations-Bodies-Agencies-Authorities. Whenever CAR, NC/CA or PAR is raised, consider the project risk assessment & environmental Impact are revised and amended whenever applicable. All potential incidents that may occur are to be actioned through the corrective action procedure within the agreed time period. Provide Quality Awareness trainings to employees Induction training Operational training Additional meetings, related to the QHSE Management System, to be conducted on a continual basis and as and when required Performance Evaluation to be carried for all staff in order to identify strength and weaknesses Carrying out evaluations for determining the efficiency of the Trainings as part of the Internal Audits. Provide HSE awareness trainings to employees and involve them in the corrective action root cause analysis. Communicate hazards and significant Environmental aspects, management review meeting results or any other information through Tool Box talk. Promote Near Miss reporting Recognition Programmes/Awards. Sr. Manager - QHSE, Manager- HSE, All Heads of Departments, External third party training (BV), Officer(s) - HSE Supervisors Yearly training matrix & QHSE Training records Regular basis Following the Training Matrix 12 of 20

13 Dated: 25 th May, 2017 Revision 01 Page 13 of 20 Verify Effectiveness of the QHSE Training KPI-Q-1-14 Management commitment Adequate resources Audits & Inspections to be carried out as per the yearly audit schedule & as per the raised nonconformities. Management Review Meeting Objectives & Targets, Programmes and Half Yearly Reports Carrying out evaluations for determining the efficiency of the Trainings as part of the Internal Audits. Performance Evaluation to be carried for all staff in order to identify strength and weaknesses Sr. Manager - QHSE, Manager - HSE, All Heads of Departments & Divisions, Officers- HSE, Supervisors Training effectiveness forms As per plan Verify implementation of the QHSE Procedures KPI-Q-1-15 Conduct training as per training matrix, ensure trainer is qualified. Ensure content of the training is complete and as per the latest revision. Evaluate the knowledge of the staff through open ended question for a sample of the trained people. Conduct the Management Review Meeting and discuss the toolbox and communication issues Ensure the Objectives & Targets are achieved through following the Programmes by checking the Half Yearly Reports. Carrying out evaluations for determining the efficiency of the Trainings as part of the Internal Audits. Sr. Manager - QHSE, Manager - HSE, QHSE Team Yearly Audit Schedule & Audit checklist Based on the audit schedule Verify the effectiveness of the QHSE Management System KPI-Q-1-16 Determining of the needs of the client through continuous communications Prepare the quality documents & records as per client requirement Allocation of adequate resources needed for the project Use of competent staff to carry out the work efficiently and effectively Training of staff Use of organized methods of work with adequate methods of control Proper communication among the different department involved COO, COSO All Divisions & Department QHSE Department Minutes of Management Review Meeting On a six monthly period 13 of 20

14 Dated: 25 th May, 2017 Revision 01 Page 14 of 20 Timely tender submission Attain a minimum yearly monetary value from total awarded project KPI-Q-1-17 KPI-Q-1-18 Carrying out evaluations for determining the efficiency of the Trainings as part of the Internal Audits. Obtain all actual data from the projects at regular intervals from daily, weekly & monthly reports as applicable Compare tender calculations with actual figures obtained from the progress reports Document the differences between the different results Update the standard prices and productivity figures Obtain all actual data from the projects at regular intervals from daily, weekly & monthly reports as applicable Compare tender calculations with actual figures obtained from the progress reports Document the differences between the different results Update the standard prices and productivity figures COO, Tendering Division Project Support Division, Procurement & Logistics Department COO, Tendering Division Project Support Division, Procurement & Logistics Department Tender Log sheet Tender Log sheet At regular intervals during the year (to be set by tendering) At regular intervals during the year (to be set by tendering) 14 of 20

15 Dated: 25 th May, 2017 Revision 01 Page 15 of 20 Timely preventive maintenance KPI-Q-1-19 Preventive maintenance plan to be prepared for all vehicles and equipment in IMECO Using adequate assets, equipment and vehicles for carrying out the work activities. Using calibrated monitoring equipment & third party certified equipment. Operations Support Department Workshop Preventive Maintenance Plan & related Preventive Maintenance Records As per the approved preventive maintenance plan 15 of 20

16 Dated: 25 th May, 2017 Revision 01 Page 16 of 20 Timely account closure Timely Insurance Card processing KPI-Q-1-20 KPI-Q CFO All other Departments & Divisions Mngr. - HR & Admin. Manager - Personnel Senior Officers - Insurance HR Section PR Section Accounting Reports Insurance Card Log sheet At regular intervals every month of the year Upon receipt of the full documentation concerning the employees 16 of 20

17 Dated: 25 th May, 2017 Revision 01 Page 17 of 20 Timely Ratibi Card processing Timely salary processing KPI-Q-1-22 KPI-Q-1-23 Forwarding the site facilities & offices timesheets on time to the Head Office. Mngr. - HR & Admin. Manager - Personnel HR Section PR Section Mngr. - HR & Admin. Manager - Personnel HR Section PR Section Manager - Payroll Officers - Payroll Site Coordinators Time keepers Ratibi Card Log sheet Salary Payments Upon receipt of the full documentation concerning the employees Upon receipt of the timesheets for the different employees 17 of 20

18 Dated: 25 th May, 2017 Revision 01 Page 18 of 20 Timely Work Permit processing Timely Security Pass processing KPI-Q-1-24 KPI-Q Mngr. - HR & Admin. Manager - Personnel HR Section PR Section Mngr. - HR & Admin. Manager - Personnel HR Section PR Section Security Pass Officer Manager - Project Site Coordinators Site Project Team Number of Work Permits Issued Security Passes Upon receipt of the full documentation concerning the employees Upon receipt of the full documentation concerning the employees 18 of 20

19 Dated: 25 th May, 2017 Revision 01 Page 19 of 20 Timely submission of CV Timely electronic data backup KPI-Q-1-26 KPI-Q-1-27 Efficient on time delivery of documents and resources from the recruitment agents Determining of the needs of the company through continuous communication Use competent staff to carry out effective interview process Mngr. - HR & Admin. Manager - Personnel Recruitment Section, Requesting department Sr. Manager IT Sr. Officer IT Officer IT Number of approved CVs Data backup Log Sheet During the tendering, & contract stage of manpower supply projects On continuous basis 19 of 20

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