Implementation of the EHS policy.

1. Generic Outline EHS Implementation Action Plan for Commercial
Spaces
The table below outlines an overall plan of actions and activities required to
be completed in order to demonstrate implementation of the office safety
standard prior to a level II Corporate EH&S Audit. The actions/activities
should be led by the Site Leader, overseen by an EHS Committee and driven
by the EHS Coordinator with support from the EHS team.
EHS Coordinators for Riyadh will be XYZ locally supported by colleague
Rahul.
Local EHS Committee Members: -
To be agreed................................................
To be agreed................................................
To be agreed................................................
To be agreed................................................
To be agreed................................................
Area Required Actions/Activities Status
S1. General Documentation • Ensure an approved EHS policy is in place and displayed
Consider providing a summary Safety Arrangements
document (i.e. a document describing the EHS control
arrangements
• Ensure a high level general facility risk assessment has been completed
and available.
• List the major hazard areas and then list the controls referencing other
specific risk assessments as required. See template in Office safety
manual
• Summary training matrix showing the level of awareness and training
required for each role in the building(s)
• Induction, facility orientation and basic safety awareness records including,
general hazard awareness, actions to take in the event of an emergency,
etc
• Regular (monthly) workplace inspections should be performed and
documented.
Example provided by Rahul.
Action: XYZ to review and
adjust for Unified office
Initial assessment completed
Included in risk assessment
above
Action: Rahul to provide
example template
Unified Riyadh offc, induction
slide deck already provided as
an example. Action: XYZ to
review and amend to suit local
environment and culture
Action Rahul/XYZ to confirm
that regular workplace
inspections are being performed
and recorded.
S2. Safety Committee/ Fire
Marshals
/ Fire Drill
• Ensure an EHS committee is in place. Ideally establish it soon so that it
can review progress against this plan
• Ensure Fire Marshalls are established and trained
Action: Rahul to agree with
local leadership format and
composition of EHS Committee.
Recommend that this should
initially be part of the Admin
forum.
XYZ confirmed that fire
marshals are in place through

2. • Ensure fire drill is not overdue
• Emergency action notices and fire escape signage in place
• First aid training records and management of first aid boxes
• Emergency plan needs to be in a written form for ease of understanding
and access to colleagues. Documented evidence of training, awareness
and drills.
• Local authority Fire risk assessment or equivalent
• Confirm that the building fire alarms are tested regularly (at least monthly)
• Check that the building fire alarm panel is supported with a maintenance
schedule
UHC. Marshalls to check that all
colleagues have left the building
during evacuation and report
status to the EHS coordinator -
Action Discuss at EHS
Committee
Action: XYZ to talk to HRAD
and check date for the first
building fire drill
XYZ confirmed that suitable
action notices are in place
Rahul confirmed that we can
use the existing medially
quailed colleagues as First aid
responders. We need to
formalise a list of names
Action: Discuss at EHS
Committee
Action: Rahul to provide
example
Action: XYZ to check that UHC
has certificate for the building
enabling it to be used for
commercial purposes
XYZ confirmed that there is a
fire alarm maintenance program
S3. Business Resilience
and security
• Ensure a Business Continuity Plan or development programme is in place
• Ensure building is compliant re clean desk policy
•
Refer to FM program
S4. Illness Records • Maintained and available if required Action: XYZ to contact local HR
colleagues
S5. Office Safety / DSE /
Ergonomics / Manual
Handling
• Self assessment of workstation arrangements completed
• Manual handling awareness and training completed for any colleagues
impacted by such activities
• Other applicable training
Action: Rahul to arrange for
iMitigate self-assessment to be
rolled out. Suggest we discuss
at the first EHS Committee and
rollout afterwards
S6. Waste Management • General & hazardous products if applicable. FM confirmed that the storage
and handling of stuff is tightly
controlled and regulated
S7. Contractor
management
• Be able to describe how maintenance activities are managed and how we
control the activities of contractors
• Safe system of work and permits to work for maintenance.
• Legionella sanitisation records available
Rahul confirmed that contractor
maintenance activities are
controlled via risk assessment.
Need to verify suitability and
recording if such risk
assessment during next visit
Action FM to check that the
UHC performs an annual
sanitisation of the building water
systems and any air
conditioning water systems
S8. Audit logistics • Prepare an audit programme based on auditor requests.
• Send opening meeting invitations to managers including the
overall UHC Responsible Person, other appropriate
colleagues, Tenants etc.
• Managers need to be briefed on H&S responsibilities and able to talk about
key elements e.g. Emergency plan, inspections, reporting procedure,
Only applicable if preparing for
EHS audit

3. general workplace safety including ergonomics, Hazard profile.
• Colleague EHS awareness and induction process
S9. Driver Safety • As per global fleet safety programme XYZ explained that there is a
sizeable fleet of Eng’r who use
their own vehicles. UHC
provides an allowance so that
reps can purchase a suitable
car. Saudi has the highest road
accident death toll in the world.
XYZ to discuss at first EHS
Committee
S10. Change control
process
• How are people, equipment and facility changes assessed for potential
H&S impact.
S11. Communications and
reporting
• With managers and Regional EHS colleagues in order to ensure leadership
and to drive a sustainable safety culture. Deliver this through the
establishment of an EHS committee see S2 above
• Demonstrate cascade of safety information to colleagues
• Ensure monthly reporting of all accident and incidents
This is the role of the EHS
Committee. We need to use a
Sharepoint site for posting EHS
updates from the Committee
XYZ will demonstrate this during
our next call
S12. Safety of office
equipment
• Check if specific training is required for any items of office equipment e.g.
chemical exposure risk when changing toner on photocopiers, is there a
risk assessment and procedure available.
No hazardous office equipment
has been identified
• Fire risk from electrical items. Office electrical equipment should be
checked and a record kept. The condition of portable appliances e.g. lamps
kettles, coffee makers, fans etc should be checked for damage which could
give rise to an elevated risk of fire or electrical shock to colleagues
To be discussed.
S13. Hazardous Materials • If hazardous materials are used, they must be stored and handled
appropriately.
• Any oils must be stored on a catch tray capable of collecting the contents
of the container.
• Fuel delivery for building heating arrangements or for emergency power
generators must be controlled and proceduralised
Not applicable, under the
control of the UHC
S14. Management System
Review
• Annually the performance effectiveness of the local EHS arrangements
should be summarised and reviewed by senior management, this can be
achieved during the final EHS committee meeting of the year.
Not applicable until 12 months
after establishing this
management system