id sms manual
TRANSCRIPT
IDSMS Manual Inspection Department 9 August 2010
Safety Management System Manual IDSMS-01
Document Responsibility: Manager, Inspection Department
Previous Issue: 8 April 2007
Revised Date: 9 August 2010
Document Responsibility: Manager, Inspection Department IDSMS-01
Issue Date: 9 August 2010 Inspection Department
Next Planned Update: 5 August 2013 Safety Management System Manual
Page 2 of 24
Printed copies of this document are uncontrolled.
TABLE OF CONTENTS
Page
INTRODUCTION 4
Priority of Safety and Loss Prevention 4
Fig 1. Saudi Aramco Loss Prevention Policy 5
Our Safety Management System 5
The Eleven Elements of the Saudi Aramco Safety Management System 5
1. Leadership and Accountability 5
Safety Responsibilities 6
Fig 2. Safety Responsibilities of Managers, Employees and Contractors 6
Accountability for Safe Operation of Vehicles 7
Fig 3. Inspection Department Safe Driving Contract 7
Performance Planning Process 7
Resources 8
Performance Measurement 8
Organizational Safety Performance 8
Individual Safety Performance 8
Employee Involvement 9
Reward and Recognition Programs 9
Discipline Process 9
2. Risk Assessment and Management 10
Fig 4. Inspection Department Risk Assessment Process. 10
3. Communications 11
Safe Operations Committee 11
Fig 5. Inspection Department Safe Operations Committee Charter. 12
Safety Communications Meetings 12
Safety Films and Slogans 13
Safety Suggestions 13
Education Campaigns 13
4. Competency and Training 13
Safety Training 13
Fig 6. Inspection Department Safety Training Matrix 14
New Employee Orientation Process 14
Fig 7. Inspection Department New Employee Orientation Checklist 15
5. Asset Integrity 15
Quarterly Safety inspections (QSI) 15
6. Safe Operations 16
7. Contractors, Suppliers and Others 16
8. Emergency Preparedness 16
Environmental Impact 16
9. Incident Reporting and Analysis 17
Measurement and Analysis 17
Document Responsibility: Manager, Inspection Department IDSMS-01
Issue Date: 9 August 2010 Inspection Department
Next Planned Update: 5 August 2013 Safety Management System Manual
Page 3 of 24
Printed copies of this document are uncontrolled.
10. Community Awareness and Off The Job Safety 17
Community Safety Involvement 17
Off the Job Safety 17
11. Continuous Improvement 18
Self Assessment 18
Benchmarking 18
External Safety Management Reviews 18
Overall Review of Program 19
Appendix I 20
Terms and Definitions 20
Appendix II 23
Procedural References 23
Document Responsibility: Manager, Inspection Department IDSMS-01
Issue Date: 9 August 2010 Inspection Department
Next Planned Update: 5 August 2013 Safety Management System Manual
Page 4 of 24
Printed copies of this document are uncontrolled.
INTRODUCTION
Inspection Department has developed the following written safety management system manual to
help us to achieve our safety vision: “Believe in safety to finish each day incident free for the
well being of ourselves, families, company and society” (on and off-the-job). This written
program also serves to define our safety management system, aligned with the principles of the
Saudi Aramco Safety Management System Manual.
Priority of Safety and Loss Prevention
Inspection Department is committed to active safety and loss prevention as we recognize it is
integral to our business activities and goals. Therefore, we will work to ensure safety is equally
integrated into our management activities and given priority when in competition with other
business factors. We will work to involve employees in the overall safety process, recognizing
their full participation is essential to our safety success. We fully support the expectations set forth
in the Saudi Aramco Loss Prevention Policy in Fig 1 below and will actively implement its
provisions through our safety management system.
Fig 1 Saudi Aramco Loss Prevention Policy, 2009
Saudi Aramco Loss Prevention Policy
Saudi Aramco will conduct its business in a manner which prevents incidents or accidents which cause loss of life, bodily injury or illness, or damage to property, assets or the environment. As reflected in Saudi Aramco’s Corporate Values, the Company will continuously maintain the highest standards of safety, security, health and environmental protection. Accordingly the Company will:
Advise all employees and contractors of their loss prevention responsibilities and regularly measure their performance;
Evaluate, identify and eliminate or manage safety risks prior to beginning any new operation or activity and continue to review such risks, complying with all applicable laws and regulations;
Communicate loss prevention objectives and procedures regularly to employees and all affected parties;
Train employees and provide resources to maintain job competencies, including loss prevention responsibility and accountability;
Design and construct Company facilities utilizing recognized best technology and practices to safeguard property and people;
Operate and maintain our facilities to assure safe operations;
Require that contractors, suppliers, and others adhere to the Company’s loss prevention policies, procedures and goals;
Prepare for emergencies and other contingencies and respond promptly and effectively to any incidents or accidents resulting from operations;
Report all incidents, review performance, and communicate progress;
Promote off-the-job safety and community awareness and community awareness; and
Review the Company’s loss prevention program and performance continuously.
Document Responsibility: Manager, Inspection Department IDSMS-01
Issue Date: 9 August 2010 Inspection Department
Next Planned Update: 5 August 2013 Safety Management System Manual
Page 5 of 24
Printed copies of this document are uncontrolled.
Our Safety Management System
The Saudi Aramco Safety Management System (SMS) Manual sets forth safety and loss prevention
expectations for individual departments and managers throughout Saudi Aramco. The Inspection
Department SMS Manual was developed to define Inspection Department safety management
system, including key processes. This written program addresses the assessed safety risks of this
department and is aligned with the eleven elements of the Saudi Aramco Safety Management
System.
The Eleven Elements of the Saudi Aramco Safety Management System
1. Leadership & Accountability:
2. Risk Assessment and Management:
3. Communications:
4. Competency and Training:
5. Asset Integrity:
6. Safe Operation:
7. Contractors, Suppliers, and Others:
8. Emergency Preparedness:
9. Incident Reporting and Analysis:
10. Community Awareness and Off-the-Job Safety:
11. Continuous Improvement:
1. Leadership & Accountability:
Inspection Department Manager has overall accountability for implementing the safety
management system and in turn, overall safety performance. In providing visible leadership of the
safety effort, the manager establishes forums to manage safety such as the Safe Operations
Committee (SOC) and provides training and resources necessary to achieve the safety vision of the
department. The Dhahran Area Loss Prevention Division (DHALPD) staff is available as a
resource to the manager and others to assist in implementation of the safety management system
and other safety goals.
Document Responsibility: Manager, Inspection Department IDSMS-01
Issue Date: 9 August 2010 Inspection Department
Next Planned Update: 5 August 2013 Safety Management System Manual
Page 6 of 24
Printed copies of this document are uncontrolled.
Safety Responsibilities
We recognize that safety is an individual responsibility as success in safety requires all personnel
to fulfill their expected safety responsibilities. Fulfilling safety responsibilities is a condition of
employment for company managers, supervisors and employees and a contractual obligation for
contractors. Fig 2 below clearly communicates our expected and foundational safety
responsibilities.
Manager/Supervisor Safety Responsibilities:
Communicate safety rules and standards to all personnel;
Provide appropriate resources, tools and training for employees;
Award contracts using safety, health and environmental criteria;
Conduct documented safety meetings;
Correct unsafe conditions and acts promptly;
Conduct routine safety and environmental inspections and tours;
Maintain facility emergency plans and conduct regular emergency drills;
Investigate injuries, spills and other incidents;
Periodically review facility and employee safety performance.
Employee Safety Responsibilities:
Maintain knowledge of safety requirements including emergency response actions;
Comply with rules and standards in performance of their job;
Communicate safety rules and standards to contractor personnel;
Participate in safety meetings;
Inspect and maintain facilities in environmentally sound and safe condition;
Report injuries spills, unsafe conditions and incidents immediately;
Assist in incident investigations as necessary.
Contractor Responsibilities:
Ensure that their employees and their contractors are trained in SA safety rules
and competent in their craft or skill;
Comply with all SA rules, policies and procedures;
Report injuries, spills and incidents immediately to S person-in-charge;
Report unsafe conditions promptly to SA person-in-charge;
Operate SA equipment only with SA approval;
Hold pre-job meetings and other safety meetings during the job.
Fig 2 Safety Responsibilities of Managers, Employees and Contractors
Document Responsibility: Manager, Inspection Department IDSMS-01
Issue Date: 9 August 2010 Inspection Department
Next Planned Update: 5 August 2013 Safety Management System Manual
Page 7 of 24
Printed copies of this document are uncontrolled.
Accountability for Safe Operation of Vehicles
Inspection Department places accountability for safe operations of company vehicles solely on the
employee whose job requires operation of a Saudi Aramco vehicle or rental car while on company
business. Inspection Department utilizes a “Safe Driving Contract” to establish this form of
accountability. As the company vehicle is not the property of the employee, it is fair to remind him
that certain safety responsibilities and adherence to rules are reasonably expected. This Safe
Driving Contract, shown below in Fig 3, helps to establish accountability for safe operations of
vehicles. This form is reviewed and signed by new or transferred employees to Inspection
Department who are required to operate vehicles. This contract is part of the New Employee
Orientation Process described below. Other communication tools and processes to influence off-
the-job vehicle safety and traffic safety in general are described later in this program.
Fig 3 Inspection Department Safe Driving Contract
Performance Planning Process
Each year, Inspection Department management will set clear loss prevention goals and objectives.
The SOC will be utilized for proposal and approval of such annual performance objectives, e.g.,
implementation of new orientation process. Additionally, a proper mix of leading (reflects
SAFE DRIVING CONTRACT
Inspection Department
As an operator of company vehicles, I hereby agree to abide fully with the safety responsibilities
associated with safe vehicle operation. I also agree to fully comply with established Saudi
Aramco safety rules for vehicle operation and all posted traffic rules on highways and roads.
Employee Name: ____________________________________
Employee Signature: _________________________________ Date: ________________
Supervisor Signature: _________________________________ Date: ________________
Safe Driving Contact to be maintained in employee personnel file.
Document Responsibility: Manager, Inspection Department IDSMS-01
Issue Date: 9 August 2010 Inspection Department
Next Planned Update: 5 August 2013 Safety Management System Manual
Page 8 of 24
Printed copies of this document are uncontrolled.
activities) and lagging safety performance (reflects lagging failure data) indicators will be utilized
to gauge organizational safety performance as discussed below.
Resources
As listed above in the “safety responsibilities” of manager, supervisor, employee, contractor, they
will ensure that appropriate training, materials, and personal protective equipment is available for
all employees. Additional technical resources will be requested as necessary from such groups as
Area LPD staff or from other technical units.
Performance Measurement
Inspection Department has established processes to ensure safety performance measurement is
properly applied for the organization. Additionally, proper appraisal of individual safety
performance will be conducted as part of the Saudi Aramco Performance Management Process
(PMP).
Organizational Safety Performance
A typical mix of leading and lagging indicators will be proposed and adopted annually through the
SOC. Potential leading or proactive safety performance indicators are:
% training completed
% safety meetings completed
Number of inspections (QSI) completed
Ratio minor/major injuries reported
Potential lagging or reactive safety performance indicators are:
Industrial disabling injury (IDI) rate
Number of Motor Vehicle Accidents (MVA)
Property damage (Dollar value)
Individual Safety Performance - PMP
All employees within Inspection Department receive annual performance appraisals via the Saudi
Aramco Performance Management Process (PMP), including safety performance. Safety
performance should be measured against total safety performance reflected by the safety
responsibilities listed above in section 1, not just number of injuries/incidents. As these
responsibilities reflect primarily proactive safety actions on the part of supervisors and employees,
the following factors should be considered for individual safety performance, in order of
importance:
Document Responsibility: Manager, Inspection Department IDSMS-01
Issue Date: 9 August 2010 Inspection Department
Next Planned Update: 5 August 2013 Safety Management System Manual
Page 9 of 24
Printed copies of this document are uncontrolled.
1. Proactive attitude – accepts safety responsibilities for self, upholds policy, % training, %
meetings attended/led
2. Compliance in area – observed behavioral compliance to safety rules, uphold rules in area to
others
3. Correction/follow-up – corrects safety items and open review items promptly
4. Housekeeping – reflects safety standards maintained in area
5. Injury data – rate, severity, trends, repeat injuries, ratio minor/major injuries
Employee Involvement
Inspection Department recognizes the importance of employee involvement in achieving safety
success. Involvement may come in many forms. Examples include: suggestions; participation in
safety meetings; participation in investigations; process improvements; and education campaigns.
Supervisors will strive to involve employees and utilize them as an important resource, yet not
delegate direct safety responsibilities.
Reward and Recognition Programs
In accordance with the principles of employee reward and recognition in the SMS Manual and
existing GI, Inspection Department has established a safety recognition program. This activity is
also a part of continuous safety improvement discussed in section 11. The intent of the program is
to recognize primarily team safety achievement and celebrate safety success. Its purpose is not to
displace the other important elements of the safety program as working safely is a condition of
employment within Saudi Aramco. Therefore, the annual award is an award to be earned by the
entire department in recognition of an injury-free year, not a prize. The SOC will review progress
and approve selection of awards for all department employees, contingent on achieving no injuries
resulting in days away from work.
Employees are encouraged to submit safety-related suggestions as part of the existing company
innovation process. Additionally, exceptional safety initiatives by individuals or groups of
employees may be selected and recognized by the SOC and Department Manager. Such initiatives
must be self-initiated, contribute to significant safety gains and be verifiable in producing results.
Discipline Process
In Inspection Department, working safely is a condition of employment and individual safety
responsibilities are well defined. Therefore, discipline as a safety training tool available to the
supervisor should be rarely applied. When applied, its purpose is to achieve a desired behavior
with a positive outcome, not to punish an employee for having an injury as it is too late at that
point. Potential examples of where discipline may be applied include repeated failure to comply
with established safety rules, failure to report injuries or incidents immediately, repeated injuries or
incidents of the same kind, or horseplay. The level of disciplinary action taken will be determined
Document Responsibility: Manager, Inspection Department IDSMS-01
Issue Date: 9 August 2010 Inspection Department
Next Planned Update: 5 August 2013 Safety Management System Manual
Page 10 of 24
Printed copies of this document are uncontrolled.
by supervision in accordance with the severity of the offense and existing Saudi Aramco policy,
e.g., verbal warning, written warning, suspension, and termination.
2. Risk Assessment and Management:
There are inherent risks faced by employees and contractors in Inspection Department, even in
office settings. The process of ongoing risk assessment is an integral part of our safety
management system and is summarized below in Fig 4. As seen in the “Standards” section of the
process template below, risks and management approaches will be reviewed at least annually
concurrent with the review of the overall written program.
Process Name: Inspection Dept. Risk Assessment Process Number: RA-001
Process Owner: Nabil Al Dabal. ( Manager, Inspection Department) Date: Mar 08 2010
Process Scope: All department activities and locations.
Process Purpose: To ensure ongoing assessment of safety risks in the department and apply
sound management principles contained in Element 2 of the SMS
Responsibilities:
Dept. Manager appoints Safe Operations Committee (SOC) members to review team
Review Team presents Annual Risk Assessment Report to full SOC for review/approval
SOC makes necessary adjustments to program/safety management system
LPD provides basic training in risk assessment techniques
Standards:
Annual review at minimum or as determined by need
Revised risks and program published by January 31 of new year
Training:
Safe Operations Committee trained in basic risk assessment and management
Documentation:
Annual Risk Assessment Report maintained in SOC files
Fig 4 Inspection Department Risk Assessment Process
The identified safety risks for the department and personnel are associated with injury prevention
and the principles of behavioral safety. In summary, they are:
1. Vehicle Safety (data indicates highest % of occupational fatalities in company)
2. Office Safety (electrocution, falls, workstation ergonomic risks identified)
3. Fall Protection (data indicates highest % of disabling injuries in company)
Document Responsibility: Manager, Inspection Department IDSMS-01
Issue Date: 9 August 2010 Inspection Department
Next Planned Update: 5 August 2013 Safety Management System Manual
Page 11 of 24
Printed copies of this document are uncontrolled.
4. Contractor Safety (subject to similar risks as employees)
5. Operational risk (for limited personnel who visit plant sites, emergency actions)
6. Off-the-job Safety (numerous risks including vehicle safety)
7. Radiation Safety
8. Environmental and Materials Safety
3. Communications:
Communicating our Safety Standards
There are a variety of communication tools and processes in Inspection Department to ensure our
safety standards are clearly communicated to employees and contractors in our work areas. These
are further described below.
Safe Operations Committee (SOC)
The Inspection Department SOC is the primary communication forum for safety management
direction and performance. The SOC also serves as a forum to review and decision process
improvements, later to be properly communicated to all employees. The SOC meets on a regular
basis and is chaired by the Department Manager. The intent of Inspection Department SOC is to be
proactive in applying modern safety management principles versus a traditional reactive approach,
e.g., review of incident reports. To ensure this approach, a charter is utilized for the SOC, shown in
Fig 5.
Document Responsibility: Manager, Inspection Department IDSMS-01
Issue Date: 9 August 2010 Inspection Department
Next Planned Update: 5 August 2013 Safety Management System Manual
Page 12 of 24
Printed copies of this document are uncontrolled.
CHARTER
SAFE OPERATIONS COMMITTEE
INSPECTION DEPARTMENT
Date: ________________
Purpose: To provide a forum to ensure safety and loss prevention matters are equally managed and
communicated in Inspection Department.
Scope: Applicable to all personnel and affected facilities of Inspection Department.
Frequency: Quarterly meetings at a minimum or as requested by management.
Length: Typically less than three (3) hours.
Agenda
(typical):
1. Opening by Chairman
2. Safety Performance Review – mix of leading and lagging indicators (15 minutes)
3. Employee Recognition – recognition of achievement by individuals or groups (15 min)
4. Review of Old Business – open items including review of minutes (30 min)
5. New Business - identified risks or issues; proposals for new or upgraded processes (60 minutes)
6. Education – presentation on emerging risks, company-wide initiatives (30 min)
Members: Manager (Chairman)
Superintendents
Health and Safety Coordinators
Contractor Representatives
LPD Representatives
Fig 5 Inspection Department Safe Operations Committee Charter.
Safety Communications Meetings
Safety meetings are a formal communication process in the Inspection Department, resulting in
documented quality communication between supervisors and employees. Each unit will conduct a
safety meeting on a monthly basis, with minutes of the meeting and attendees documented.
Normally these meetings will be led by the unit supervisor and employee involvement will be
encouraged.
Typical topics will include brief review of past injuries and incidents (no names), identified risks,
correction of inspection items, off-the-job safety issues, and special topics or new initiatives.
Topics, materials, and media may be supplied, developed, or suggested by the Manager, the
Division Heads, the Unit Heads, Loss Prevention Department (LPD), the Safety Coordinators, and
individual employees.
Document Responsibility: Manager, Inspection Department IDSMS-01
Issue Date: 9 August 2010 Inspection Department
Next Planned Update: 5 August 2013 Safety Management System Manual
Page 13 of 24
Printed copies of this document are uncontrolled.
Safety Films and Slogans
Safety films are available from;
The Audiovisual Film Library
Room A-116
LIP Bldg 3150, Dhahran
Phone: 872-9051 / 872-9067
Fax: 872-9073
Hours: 8:00-11:30am and 12:00-3:00pm, Saturday to Wednesday
Safety Suggestions
Employees are encouraged to make suggestions which they feel might enhance safety, productivity
or efficiency. Suggestion forms are available for this purpose. If a suggestion is implemented, the
employee will be recognized by management. Employees will receive feedback on all suggestions
submitted.
Education Campaigns
Occasionally the company or the department individually will promote a safety education
campaign for a particular risk, e.g., fire safety or fall protection safety. These are designed to cost-
effectively concentrate on a particular safety issue on a large scale for maximum impact as
endorsed by management. Therefore, Inspection Department will participate in such education
campaign as a visible supporter of such campaigns and will contribute resources as necessary.
4. Competency and Training:
Safety Training
Inspection Department has established a Safety Training Matrix for “required” (R) and “optional”
(O) or recommended safety training of employees, shown below in Fig 6. The SOC has developed
this curriculum based on a training needs analysis with the assistance of the LPD and will review
the matrix annually. As outlined above in “Safety Responsibilities”, it is the responsibility of each
supervisor in Inspection Department to ensure his employees are properly trained in safety. It is
likewise, the responsibility of each employee to apply himself to knowledge of safety issues,
integral to the job. In addition to communicating the basic safety rules and information, the
supervisor will review any additional required or recommended safety training an employee may
need, e.g. First Aid/CPR. One specific example is Driver Improvement Training, required of any
employee who operates a company vehicle. Assistance on a training curriculum or a particular
course should be requested from the LPD or T&CD.
Document Responsibility: Manager, Inspection Department IDSMS-01
Issue Date: 9 August 2010 Inspection Department
Next Planned Update: 5 August 2013 Safety Management System Manual
Page 14 of 24
Printed copies of this document are uncontrolled.
Inspection Department Safety Training Matrix
Employee Group Course Number
1 2 3 4 5 6 7
I. New/transferred employees R
II. Employees to drive SA vehicles R
III. All employees R
IV. Supervisors R
V. Supervisors R
VI. Supervisors O
VII. All employees O
Course descriptions:
1: New employee orientation for new/transferred employees
2: Driver Improvement Program, one-day plus observed driving by supervisor. Frequency: 3 years
3: Safety training in general safety responsibilities and rules. Frequency: Annual
4: Supervisor Injury Investigation Workshop (LPD). Frequency: 3 years
5: Safety Leadership Workshop (LPD): Frequency: Once
6: Fire Extinguisher Training:
7: First Aid/CPR. Frequency: 3 years and annual refresher
Fig 6 Inspection Department Safety Training Matrix
New Employee Orientation Process
A very important starting point is the new Employee Orientation Process that not only properly
communicates our safety rules but also tells employees on Day 1 of employment that personal
safety is an equal value in Inspection Department. The employee supervisor is responsible for
ensuring safety orientation is completed.
The New Employee Orientation Checklist below in Fig 7 reflects the orientation process.
Document Responsibility: Manager, Inspection Department IDSMS-01
Issue Date: 9 August 2010 Inspection Department
Next Planned Update: 5 August 2013 Safety Management System Manual
Page 15 of 24
Printed copies of this document are uncontrolled.
Inspection Department
New Employee Orientation Safety Checklist
Action Responsible
Person
Complete/
Date
1. Safety responsibilities
2. Department office layout and exits
3. Emergency response instructions, alarms
4. Assembly points
5. General safety rules
6. Office safety rules and housekeeping
7. Vehicle safety rules
8. Safe Driving Contract
9. Driver Improvement Program
10. Reporting of unsafe conditions
11. Reporting of injuries, incidents
12. Environmental issues – recycling, etc.
13. Off-the-Job Safety
____________________________ ______________
Employee Signature Date
Completed Checklist maintained in employee personnel file.
Fig 7 Inspection Department New Employee Orientation Checklist
5. Asset Integrity:
The Inspection Department shall maintain asset integrity through its life cycle to protect people,
property, and the environment. All assets shall be suitable for the intended service and support
safe, reliable operations. Design, construction, operation, maintenance, and decommissioning shall
be managed through the asset’s life cycle consistent with industry practice and based on sound
business management principles.
Quarterly Safety Inspection (QSI)
One purpose of the QSI is to maintain asset integrity through scheduled physical inspections of all
facilities, to track and correct safety findings, and to document the closure of a finding. Quarterly
Safety Inspection shall include all the requirements listed in Saudi Aramco general instruction #
6.011 “Quarterly Safety Inspection”
Document Responsibility: Manager, Inspection Department IDSMS-01
Issue Date: 9 August 2010 Inspection Department
Next Planned Update: 5 August 2013 Safety Management System Manual
Page 16 of 24
Printed copies of this document are uncontrolled.
6. Safe Operation:
The Inspection Department will define the measures needed to establish and maintain operational
control procedures to ensure monitoring and operating instructions are properly identified, issued
and controlled. The objective is to ensure that all relevant documents necessary for proper task
performance and facilities management are created and available in order to mitigate and control,
to the extent possible, the Inspection Department’s significant health, safety and environmental
aspects.
7. Contractors, Suppliers, and Others:
Inspection Department utilizes contract employees directly in accomplishing our work activities
and has other contractors typically in our work areas. Our commitment to prevention of injury
among contract employees is the same as for our employees. Where we have direct influence over
the selection of qualified, safe contractors, we will consider safety of a contractor company equally
in the evaluation and contract award process. We will communicate our rules and standards and
other safety expectations to contractors who are under our direction, including the reporting of
incidents and unsafe conditions to our supervisors immediately. Each Contractor company must
have a documented Safety Program.
8. Emergency Preparedness:
Inspection Department will communicate the basic emergency response plans for buildings where
it is not the proponent owner, e.g., Community Services, of the building and organize (floor
wardens) to execute the plan properly. Additionally, employees will participate in the emergency
drills scheduled by the proponent owner.
In buildings where Inspection Department is the sole proprietor of the building, an emergency plan
will be developed with the assistance of FPD and Community Services including organization,
resources, training and communications. A minimum of one fire and/or other type emergency drills
per year will be scheduled for these structures as approved by the unit supervisor. The SOC will
review the adequacy of such plans annually.
Environmental Impact
In accordance with the Loss Prevention Policy and related environmental policies, we are
committed to minimizing environmental impact in our work activities. Environmental impact is
often directly linked to a safety failure, e.g., spills or housekeeping clutter and paper, and can
therefore be minimized. There are many safety issues associated with proper waste management
and handling practices of the materials we utilize in our work areas such as printer cartridges or
certain chemicals. In general, Inspection Department will promote a “Reduce, Reuse and Recycle”
philosophy to minimize overall impact and waste in our work areas.
Document Responsibility: Manager, Inspection Department IDSMS-01
Issue Date: 9 August 2010 Inspection Department
Next Planned Update: 5 August 2013 Safety Management System Manual
Page 17 of 24
Printed copies of this document are uncontrolled.
9. Incident Reporting and Analysis:
Measurement and Analysis
While we will plan for safety performance as with a mix of leading and lagging performance
indicators, we also need the proper reporting processes to allow analysis and improvement. Open
reporting of injuries and incidents must be encouraged. The following summarizes the key Saudi
Aramco processes necessary to know where we are in safety and track progress.
Injury Reporting and Investigation Process – reporting of all injuries, no matter how slight,
followed by Supervisor investigation and corrective actions to prevent recurrence. These are
reviewed for quality by next-level supervisor. Overall, the Department Manager and SOC will
monitor the process for severity, trends and ratio of reported minor/major injuries as indicative
of severity and open reporting
Vehicle Collision Reporting and Investigation Process – similar to above for all vehicle
collisions, no matter how slight
Near Miss Reporting and Investigation Process – similar to above but with investigation by a
team formed by unit supervisor and including no names of involved personnel on the form
Fire Reporting Process – same
Report of Property Damage – form required by Risk Management Division for insurance
purposes for damage above $10,000
The SOC will review measured performance against input from these processes and other leading
indicators to make adjustment in program direction as necessary. The LPD is available to assist
with analysis and recommendations as necessary.
10. Community Awareness and Off-the-Job Safety:
Community Safety Involvement
Inspection Department recognizes the importance of being a good neighbor in the communities
where Saudi Aramco operates and supports campaigns to promote safety awareness in
communities. Unit supervisors and employees alike are encouraged to support and participate in
such campaigns, e.g. Traffic Safety. Additionally, the SOC will review proposals for more formal
involvement in selected campaigns where appropriate.
Off-the-Job Safety
Inspection Department safety vision is to have all employees finish the day injury free. By that, we
mean the 24-hour day, not just the work day. Therefore, we are committed to influencing safe
behaviors of our employees and their families at home and away from work. We recognize we
cannot direct an employee’s activities away from work, but we can consistently influence such
activities in a positive manner. Often, the risks at home are very similar to those communicated at
Document Responsibility: Manager, Inspection Department IDSMS-01
Issue Date: 9 August 2010 Inspection Department
Next Planned Update: 5 August 2013 Safety Management System Manual
Page 18 of 24
Printed copies of this document are uncontrolled.
work and naturally influence will occur, e.g., fall protection, electrical safety. Supervisors will
work to influence unsafe activities and educate employees through safety meeting topics and
education campaigns. Off-the-job safety materials will be acquired from LPD, FPD and other
organizations to help educate employees and their families on risks and proper precautions.
11. Continuous Improvement:
Inspection Department should never be satisfied with safety performance until injuries are totally
eliminated in the workplace and off-the-job as well. This requires a commitment to continuous
improvement and several tools and processes are available to the department to drive such
improvement. Reward and recognition programs described earlier are one example. Other
examples include, but are not limited to: safety self assessment, benchmarking of other similar
organization safety programs, external safety management reviews and overall review of the
existing program (safety management system).
Self Assessment
Inspection Department utilizes a Basic Self Assessment and/or Detailed Self Assessment checklists
to review it safety programs and processes. Unit supervisors are encouraged to review these same
expectations for managers to determine if improvements in individual processes or programs are
necessary. Recommendations for such improvements will be forwarded to the SOC for review and
approval.
Benchmarking
Benchmarking is the practice of comparing an existing product or performance against one of
similar intent to further improvement – a benchmark. Within Saudi Aramco, there are similar non-
operational organizations who can provide materials for benchmarking of their overall safety
management system or certain elements or individual processes, e.g., vehicle safety. The SOC will
approve and direct official benchmarking efforts but informal benchmarking and comparison by
employees and supervisors is openly encouraged.
External Safety Management Reviews
External reviews of our existing safety management system (program) can provide a valuable
“outside look” at Inspection Department. Saudi Aramco “Executive Management Safety Reviews”
produce visits to facilities to gauge safety progress and may include some of our employees.
Additionally, other safety management reviews typically administered by LPD are organized to
examine the safety management system in place for organizations such as our department. If
examined by any of these type reviews, Inspection Department will support this effort fully with
prompt responses to recommended actions, approved by the SOC.
Document Responsibility: Manager, Inspection Department IDSMS-01
Issue Date: 9 August 2010 Inspection Department
Next Planned Update: 5 August 2013 Safety Management System Manual
Page 19 of 24
Printed copies of this document are uncontrolled.
Overall Review of Program
Finally, a structured examination of the entire safety program or system and this document helps to
promote improvement. Therefore, Inspection Department is committed to review and revision of
this document annually by the SOC with a complete revision required every three years.
Document Responsibility: Manager, Inspection Department IDSMS-01
Issue Date: 9 August 2010 Inspection Department
Next Planned Update: 5 August 2013 Safety Management System Manual
Page 20 of 24
Printed copies of this document are uncontrolled.
Appendix I
Terms and Definitions
These are the standard terms and definitions used in the IDHSE manual, procedures and other
associated documents used in conjunction with the IDHSE system.
Accident - undesired event giving rise to death, ill health, injury, damage or other loss
Audit - systematic process examination for obtaining evidence and evaluating it objectively to
determine whether activities and related results conform to planned arrangements and whether
these arrangements are implemented effectively and are suitable for achieving the organization’s
policy and objectives (see 3.9)
Auditor – Person with the competence to conduct an audit
Competent person - person with the appropriate combination of skill, knowledge qualifications
and experience
Continuous improvement – a recurring process of enhancing the IDHSE management system in
order to achieve improvements in overall occupational health and safety performance consistent
with the SASMS and Inspection Department policies.
NOTE: the process need not take place in all areas of activity simultaneously.
Corrective Action – action taken to eliminate the cause of a detected nonconformity.
Document – information and its supporting medium
NOTE: the medium can be in either paper or electronic format.
Hazard - source or situation with a potential for harm in terms of death, ill health or human injury,
damage to property, damage to the environment or a combination of these
Hazard Identification - process of recognizing that a hazard exists and defining its characteristics
Hazardous Event - occurrence that results in, or has the potential to result in, an accident
NOTE: this could include long-term exposure.
Document Responsibility: Manager, Inspection Department IDSMS-01
Issue Date: 9 August 2010 Inspection Department
Next Planned Update: 5 August 2013 Safety Management System Manual
Page 21 of 24
Printed copies of this document are uncontrolled.
Health Safety and Environment (HSE) - conditions and factors that affect the well-being of
employees, temporary workers, contractor personnel, visitors and any other person in the
workplace, or on the environment.
HSE aspect – describes any element of the Inspection Department’s activities or services that can
have an impact on OHSE conditions or factors.
HSE Management System - part of the overall management system that facilitates the
management of the HSE risks associated with the business of the organization. This includes the
organizational structure, planning activities, responsibilities, practices, procedures, processes and
resources for developing, implementing, achieving, reviewing and maintaining the organization’s
HSE policy
Health Surveillance - monitoring health of employees to detect signs or symptoms of work
related ill health so that steps can be taken to eliminate, or reduce the probability of, further harm
Ill Health - identifiable disease or adverse health condition that is judged to have been caused by
or made worse by a person’s work activity or environment
NOTE: this is sometimes referred to as occupational work-related ill health.
ID Community – Inspection department employees, contractors, general public, company assets,
or any other affected or interested party.
IDHSE objectives - goals, in terms of OHSE performance, as determined by the Inspection
Department in support of Saudi Aramco Loss Prevention objectives.
Incident - event that gave rise to an accident or had the potential to lead to an accident.
NOTE: an incident where no ill health, injury, damage, or other loss occurs is also referred to as a
“near-miss”. The term “incident” includes “near-misses”.
Interested Party - individual or group concerned with or affected by the OHSE performance of an
organization
Management System - series of elements for establishing policy, objectives and arrangements for
implementation and continual improvement
Non-conformance - any deviation from work standards, practices, procedures, regulations,
management system performance etc. that could either directly or indirectly lead to injury or
illness, property damage, damage to the workplace environment, or a combination of these
Document Responsibility: Manager, Inspection Department IDSMS-01
Issue Date: 9 August 2010 Inspection Department
Next Planned Update: 5 August 2013 Safety Management System Manual
Page 22 of 24
Printed copies of this document are uncontrolled.
Organization – The Inspection Department. This shall include all sub-tiers operating under the
auspices of the Inspection Department Manager
Performance - measurable results of the OHSE management system, related to the organization’s
control of health and safety risks, based on its OHSE policy and objectives
NOTE: performance measurement includes measurement of OHSE management activities and
results.
Record – document stating results achieved or providing evidence of activities performed.
Risk - combination of the likelihood and consequence(s) of a specified hazardous event
Risk assessment - process of identifying hazards and evaluating the risks to health and safety
arising from these hazards taking account of the existing risk controls (or, in the case of a new
activity, the proposed risk controls), estimating the magnitude of risk and deciding whether or not
the risk is tolerable
Risk control - selection and application of suitable measures to reduce risk
Safety - freedom from unacceptable risk of harm
Status review - formal evaluation of the IDHSE management system
Safety Culture - product of individual and group values, attitudes, competencies and patterns of
behavior that determine the commitment to, and the style and proficiency of, an organization’s
approach to health and safety
Tolerable Risk - risk that has been reduced to a level that can be endured by the organization
having regard to its legal obligations and its own OH&S policy
Worker Representative - safety and health representative and or representative of employee
safety and health
Document Responsibility: Manager, Inspection Department IDSMS-01
Issue Date: 9 August 2010 Inspection Department
Next Planned Update: 5 August 2013 Safety Management System Manual
Page 23 of 24
Printed copies of this document are uncontrolled.
Appendix II
Procedural References:
1. Leadership & Accountability:
HSEP 01-3.1-01 Department Organization and Structure
HSEP 01-5.0-01 Management Review
2. Risk Assessment and Management:
HSEP 01-2.1-01 Hazard Identification and Risk Assessment
HSEP 01-2.2-01 Legal and Other Requirements
HSEP 01-2.3-01 Objective Setting
3. Communications:
HSEP 01-3.3-01 Internal and External Communication
4. Competency and Training:
HSEP 01-3.2-01 Training, Awareness and Competence
5. Asset Integrity:
HSEP 01-2.1-01 Hazard Identification and Risk Assessment
HSEP 01-3.5-02 Procedure Preparation
HSEP 01-3.6-01 Operational Controls
6. Safe Operation:
HSEP 01-3.4-01 Employee Involvement
HSEP 01-3.6-01 Operational Controls
7. Contractors, Suppliers, and Others:
HSEP 01-2.2-01 Legal and Other Requirements
HSEP 01-3.3-01 Internal and External Communication
HSEP 01-3.4-01 Employee Involvement
HSEP 01-4.3-01 Contractors, Suppliers and ID Community
8. Emergency Preparedness:
HSEP 01-3.7-01 Emergency Preparedness and Response
9. Incident Reporting and Analysis:
HSEP 01-4.2-01 Nonconformance Reporting
Document Responsibility: Manager, Inspection Department IDSMS-01
Issue Date: 9 August 2010 Inspection Department
Next Planned Update: 5 August 2013 Safety Management System Manual
Page 24 of 24
Printed copies of this document are uncontrolled.
HSEP 01-4.2-02 Accident, Incident Reporting and Investigation
10. Community Awareness and Off-the-Job Safety:
HSEP 01-2.2-01 Legal and Other Requirements
HSEP 01-3.2-01 Training, Awareness and Competence
HSEP 01-3.3-01 Internal and External Communication
HSEP 01-4.3-01 Contractors, Suppliers and ID Community
11. Continuous Improvement:
HSEP 01-4.1-01 Monitoring and Measurement
HSEP 01-4.2-01 Nonconformance Reporting
HSEP 01-4.2-02 Accident, Incident Reporting and Investigation
HSEP 01-4.3-01 Contractors, Suppliers and ID Community
HSEP 01-4.4-01 Records and Records Management
HSEP 01-4.5-01 Audits
HSEP 01-5.0-01 Management Review
.