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Contractor safety management system


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A System to manage Contractor/Sub-Contractor from HSE perspective start from contractor selection until contract end to achieve health and safe working environment

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Contractor safety management system

  1. 1. Contractor Safety Management System
  2. 2. Training Objective 1. Identify the OHS legal requirements for all key parties involved 2. Describe what health and safety information should be evaluated prior to selection of contractors 3. Understand the systems for contractor management and compliance 4. Effective management of contractor OHS risks 5. Identify indicators for evaluating a contractor's OHS performance
  3. 3. Course Agenda 1st Day 2nd Day I. Understanding of CSMS II. Maintaining Contractor 01. Screening & Selection Contractor 01. Support Contractor HSE Management 02. Contractor Orientation 02. Review Contractor HSE Personnel 03. Contractor Compliance 03. Permission to Commence the work 04. Contractor Rating System 04. Monitor and Manage HSE Performance 05. Requirement for Evaluation, Acceptance and re-evaluation by risk 05. Verify Completion (Closing) 06. HSE Information 06. Review HSE Performance 07. Contractor Personnel 07. HSE Roles & Responsible 08. HSE Training 08. Leadership Element Wrapped Out 1-st Day Post-Assesment
  4. 4. 1st Day
  5. 5. Definisi Client : A legal entity or individual companies that appoint legal entity or individual companies to provide employees, equipment, material or services Contractor : A legal entity designated companies and individuals to provide employees, equipment, material or services to clients / her costumer Sub-contractor : A company or private legal entity designated by the contractor to provide employees, equipment, materials or services to the contractor with the consent of the client / customer.
  6. 6. What is CSMS? A System to manage Contractor/Sub- Contractor from HSE perspective start from contractor selection until contract end to achieve health and safe working environment
  7. 7. What is objective of CSMS? Improve the performance of HSE in the workplace by the company / client and contractor HSE management system effective management Contractor assist in program management - HSE program that is consistent with the Client Expectation Facilitating the gap between the HSE MS Contractor, Sub Contractor and Contractor others who work in the area of company / client
  8. 8. Typical of Company Project Management
  9. 9. CSMS Standard HSE Selection & Evaluation Information As a level HSE standards to be achieved by the contractor As a tool for the selection and evaluation of the basic criteria HSE As a means of HSE information to contractors Function of CSMS
  10. 10. CSMS HSE Proc EMP Provide technical support and advice on matters of HSE regarding the selection and management of contractors. Maintain a list of all the approved contractors Assist management in monitoring all contractors in the work area and ensure that requirements are met. This situation should be reported to your supervisor or local managers as soon as possible Responsibility
  11. 11. 1. Screening and selection criteria 2. Contractor Orientation 3. Contractor Compliance 4. Contractor Rating System 5. Requirement for Evaluation, Acceptance and Re-Evaluation by Risk Category 6. HSE Information 7. Contractor Personnel 8. Training Procedure 8 Steps Procedures
  12. 12. • HSE criteria is only part of the selection process. Other considerations include financial issues, quality, reliability, and availability of contractors proposed. It may be necessary to weigh the importance of HSE requirements on other factors, but checks should be done on the ground level so that contractors who do not succeed are not given further consideration. • Each contract HSE requirements imposed by the client will be required on a sub-contractor, should be considered in the selection process. 1. Screening and Selection criteria
  13. 13. • Assessing the risk of the job to be given. All work contracts can be categorized as low, medium or high, this category will then determine the level of involvement of the company's employer • Exposure hazards in the workplace, the nature of the job, and the job's location determines the risk level jobs. Example: working in high areas with potential falls, exposure to noise, heat stress, the danger of tripping, lifting operations, and whether the work is done off-shore / onshore. 1.1.Risk Identification
  14. 14. Tipe Pekerjaan Level Risk Crane Operation High Forklift Operation High Hot Work High Warehouse Service Medium Cathering Service Medium Office Service Low Training Service Low Tipe pekerjaan dengan tingkat resiko
  15. 15. • Methods of screening and pre-qualification based on the nature and hazards of each job. ACL provides a method for screening, identification, and pre-qualification of contractors who have a record of safe work before bidding. ACL is required for all high-risk occupations. Evaluation of the contractor in relation to the history of safe work. 1.2 Approved Contractor List (ACL)
  16. 16. a. Check ACL exist for companies that are able to provide the necessary services. b. If the prospective contractor does not exist in the ACL, then get approval from management to transmit information from the contractor HSE c. Question - the question of the HSE management system, will be sent to prospective contractors and equipped and then sent back, all the requested information should be provided. No work will begin until the contractor has completed the approval process. 1.2 Approved Contractor List (ACL) HSE Quostionaire
  17. 17. d. After receiving the return of the contractor, HSE will review the answers of contractors and decide whether the contractor should be added to the ACL or not, and if necessary will be done on direct observation. e. If the contractor is not approved, the HSE will inform the person requesting the addition of a contractor, so that the problem of the HSE can already be identified f. If the contractor is approved, HSE will sign the necessary documents and save them 1.2 Approved Contractor List (ACL)
  18. 18. g. Make sure that the contractor has valid insurance coverage and negotiate agreements hold harmless (A provision in the agreement in which one or both parties agree not to hold the other party responsible for any loss, damage, or liability) h. Department authorities will store files of approved contractors. Each contractor on the ACL must be able to maintain the standard of the pre- qualification or if it is not possible to be removed from the list. To achieve this goal, all contractors must annually update the information required and allow for periodic review of their HSE management system 1.2 Approved Contractor List (ACL)
  19. 19. 2. Contractor Orientation In doing Contractor orientation needs to be known and in the identification of typical jobs based on the results of the risk analysis Risk Analysis High Risk Medium Risk Low Risk
  20. 20. • When a project requires a high-risk activities, meetings will be held to review the scope of work and potential hazards. In this meeting the contractor HSE strategy will be developed to determine how the contractor will manage HSE. 2.1. Contractor Orientation – Resiko Tinggi
  21. 21. • Kontraktor menyediakan orang dan alat untuk pelaksanaan pekerjaan di bawah pengawasan klien, instruksi dan sistem manajemen HSE Klien. Kontraktor memiliki sistem manajemen untuk memberikan jaminan bahwa personil mereka bertanggung jawab untuk memenuhi syarat untuk pekerjaan tersebut Metodologi Pekerjaan • Kontraktor menjalankan semua aspek pekerjaan di bawah sistem manajemen HSE sendiri, memberikan instruksi dan pengawasan yang diperlukan, dan memverifikasi berfungsinya sistem manajemen HSE nya.
  22. 22. • Untuk proyek Resiko Sedang, kontraktor akan diminta untuk mengisi pertanyaan kualifikasi dan mengembangkan rencana spesifik berdasarkan lingkup pekerjaan dan terkait bahaya. 2.2. Contractor Orientation – Resiko Sedang
  23. 23. Untuk proyek berisiko rendah, kontraktor akan meninjau informasi HSE yang berlaku untuk bahaya lingkup kerja mereka. 2.3. Contractor Orientation – Resiko Rendah
  24. 24. • Review tahunan dan memperbarui file kontraktor, audit lapangan secara berkala, laporan proyek dan data kinerja lapangan , dan statistik bulanan yang disediakan oleh kontraktor akan digunakan untuk proses verifikasi. Audit sederhana mungkin termasuk pengecekan langsung pelatihan / orientasi atau sertifikat oleh pengawas Implementasi Catatan Internal Audit Client Audit 3. Contractor Compliance
  25. 25. • Kontraktor akan dinilai berdasarkan pada efektivitas program HSE mereka dan dokumen HSE mereka baik sebagai Level 1, Level 2, Level 3 Level 3 Level 2 Level 1 Catatan HSE yang baik Diijinkan bekerja di wilayah client/customer Minimum Supervision Catatan HSE dapat diterima namun tidak memliki HSE program ataupun dalam development Catatan HSE tidak ada dan tidak memliki HSE program ataupun dalam development 4. Contractor Rating System
  26. 26. REARR High Risk / Critical Parts and Service 1. Financially Acceptable by procurement 2. Agreement commercial terms 3. Conducted Audit QMS, Capability, Capacity,Specific required scope 4. Re-Evaluation – Site visit 2 year Medium Risk / Preferred Parts and Service 1. Financially Acceptable by procurement 2. Agreement commercial terms 3. Facility Audit to the specific required scope 4. Re-Evaluation – Site visit as needed Low Risk / General Parts and Service 1. Financially Acceptable by procurement 2. Agreement commercial terms 3. Normally no Site visit 5.Requirement for Evaluation, Acceptance and Re- Evaluation by Risk Category - REARR
  27. 27. Informasi umum tentang ekspektasi HSE dapat dilakukan dalam bentuk meeting atau distribusi prosedur ataupun keduanya. Namun umunya kesemuanya digabungkan dalam bentuk Project HSE Plan 6. HSE Information Project HSE Plan Project HSE Plan adalah sebuah dokumen yang disepakati oleh kedua belah pihak ( Client dan Sub Contractor) yang didasarkan oleh “In Line” antara HSE prosedur Client dan Sub Contractor Persyaratan persyaratan yang terdapat didalam Project HSE Plan adalah sebagai berikut, namun tidak terbatas:
  28. 28. Project HSE Plan Content Detail will be explained at ‘how to create Project HSE plan? Ask your administrator
  29. 29. Kick of Meeting dilakukan guna menyampaikan informasi – informasi yang berhubungan dengan HSE yang terkait dengan proyek yang akan dilaksanakan. Kick of Meeting harus dihadiri oleh Pimpinan kontraktor dan dapat didampingi oleh Project Manager, HSE Manager dan pihak lainnya. Project HSE Kick of Meeting Project HSE Kick Off Meeting check list
  30. 30. Pengarahan karyawan dari kontraktor harus melingkupi sebagai berikut: • Kontraktor harus memahami persyaratan HSE Policy dan standar HSE yang berlaku pada saat melakukan pekerjaan dilokasi. • Setiap karyawan dari kontraktor harus menyetujui bahwa mereka telah diinformasikan dan mengerti semua hal yang berkaitan tentang HSE sebeum bekerja dilokasi. • Informasi tentag evakuasi untuk merespon situasi emergensi. • Informasi tentang pertolongan pertama pada kecelakaan dan pelaporan dari kecelakaan dan penyakit akibat kerja. • Pengaturan supervisi dan hal yang berkaitan tentang tugas dan tanggung jawab. • Semua persyaratan yang ditetapkan perusahaan dan peraturan perundangan 7. Contractor Personnel
  31. 31. 1. Karyawan ditempat kerja harus menerima pelatihan tentang aktifitas kontraktor secara berkala 2. Pihak Klien berkewajiban memberikan pelatihan – pelatihan ataupun program refreshing yang berkaitan dengan HSE kepada karyawan kontraktor 3. Pihak kontraktor berkewajiban untuk memberikan pelatihan – pelatihan tentang HSE kepada karyawannya baik secara internal ataupun eksternal HSE Induction 8. Training
  32. 32. 2nd Day
  33. 33. Sebelum memulai pekerjaan, HSE Representative Client membantu kontraktor untuk pemenuhan HSE requirements Hal ini termasuk, namun tidak terbatas pada:  Meninjau dan menyetujui persyaratan HSE yang final, termasuk keamanan dan / atau rencana pengelolaan lingkungan, laporan metode kerja dan desain produk atau spesifikasi;  Memberikan saran HSE dan informasi, termasuk menghubungi pakar yang relevan dan penasehat HSE; dan / atau  Mengatur pelatihan pelatihan yang diperlukan Perusahaan atau HSE Induction 1. Support contractor HSE management
  34. 34. The Company HSE Representative checks that the HSE requirements have been met, including comparing the implemented controls against the requirements listed . The Contractor representative reviews and signs to confirm that the agreed controls have been implemented. The Company HSE Representative signs to confirm that the controls are adequate and that Company HSE requirements have been met. Where relevant , the Company HSE Representative consults with the work site Area Scheduler / Production Manager to confirm that the risks have been accurately identified and the controls are satisfactory before permits are issued and permission is granted to commence work. 2. Review contractor HSE controls
  35. 35. Any remaining job tickets or required work permits are issued and permission to commence work is granted. 3. Permission to commence work
  36. 36. The Company HSE Representative and the contractor representative monitor and manage HSE performance throughout the duration of the contracted / supplied works. Monitoring may include visits to supplier sites, auditing of contractor activities or other formal checks as well as more informal assessments. The Company HSE Representative’s responsibilities include  Monitoring contractor HSE performance and providing relevant and timely feedback;  Providing access to HSE information and advice;  Ensuring adequate communication and consultation of HSE issues and requirements; and  Coordinating the site emergency response. 4. Monitor and manage HSE performance
  37. 37. The contractor representative’s responsibilities include:  Continual monitoring of effectiveness of contractor’s HSE controls;  Ensuring adequate supervision of contractor / supplier work;  Complying with Company HSE policies and procedures; and  Reporting any HSE incidents, hazards or near-misses. 4. Monitor and manage HSE performance
  38. 38. At the conclusion of contracted works, or the delivery of supplied goods / services, the Company HSE Representative verifies that the works / goods have been provided as specified in the contract and that all agreed HSE requirements were met. This may include:  Verifying completion of works and/or receipt of goods as ordered;  Decommmissioning of HSE controls and restoration of the site;  Provision of Safety in Design and/or Hazard Studies documentation for design work; 5. Verify completion
  39. 39. As part of the major work close-out process, the Company HSE Representative formally assesses the HSE performance of the contractor following the Procurement process. This information is then used to update the ‘Contractor and Supplier’database. Contractors are also given an opportunity to provide feedback on Company HSE management. This feedback is reviewed by the Company Representative, who provides a copy to the Safety and Sustainability Team, Corporate Services. 6. Review HSE performance
  40. 40. 7. 1 Company HSE representative(s) – Page 14 The responsibilities of the Company HSE Representative(s) include: 1.Developing the scope of contracted works/supply and the associated specifications (including HSE requirements) in consultation with subject matter experts; 2.Identifying the technical requirements and competencies needed to perform the contracted work/supply, in consultation with the contractors, including arranging for pre-award site inspections where necessary; 7. Role and Responsible (HSE)
  41. 41. 7. 1 Company HSE representative(s) – Page 24 The responsibilities of the Company HSE Representative(s) include: 3.Identifying the HSE hazards and risk management requirements for the job, in consultation with the contractor and other relevant parties (e.g. site manager, HSE advisors); 4.Notifying the contractor of the scope of work, the associated HSE risks and controls required and the level of safety management documentation required by Company, using form to record them in the contract documents; 5.Providing relevant procedures and HSE documents, including risk assessments of known work site hazards, and assisting in accessing and addressing any queries in relation to Company HSE requirements and procedures; 7. Role and Responsible (HSE)
  42. 42. 7. 1 Company HSE representative(s) – Page 34 6.Validating contractor safety records, checking contractor training and competency records (licences, etc.), reviewing and approving HSE risk management plans and controls and arranging any required Company training and inductions, 7.Arranging delivery of the site-specific induction (this may be done by a suitably qualified person nominated by the manager responsible for the work site); 8.Approving work to commence, including ensuring any required permits are issued, that the Authorised Issuing Officer has approved appointment of Persons In Charge (PIC), and ensuring that all work permit conditions are met; 7. Role and Responsible (HSE)
  43. 43. 7. 1 Company HSE representative(s) – Page 44 9.Coordinating all site works, identifying the worksite boundaries, communicating site hazards and environmental aspects and resolving conflicting simultaneous operations; 10.Ensuring adequate site consultation and communication takes place, like the daily pre-start toolbox meeting. These meetings may well be led by the contractors Site Manager / supervisor after initial handover and commencement of works; 11.Ensuring that the site emergency response is adequate, organised and has been communicated to all parties 7. Role and Responsible (HSE)
  44. 44. 7.2 Contractor representative(s) – Page 1 These responsibilities include: 1.Consulting with Company to identify the HSE hazards and risks arising from the contractor’s part of the job and to understand Company HSE management requirements; 2.Ensuring Company HSE management actions, training and competency requirements are met; 3.Providing relevant HSE management documentation required by Company (as listed in the contract), including contractor training and competency records (licences, etc.); 4.Preparing HSE risk management plans and controls in consultation with relevant contractor personnel and Company, including developing and applying appropriate safe work methods and performing job hazard analyses (JHAs) that comply with Company HSE system; 5.Ensuring that all relevant contractor personnel hold the required qualifications, certificates and inductions and are equipped with the correct personal protective equipment (PPE) and other safety equipment (e.g. personal isolation locks), as required under law and by Company, prior to the commencement of work; 7. Role and Responsible (HSE)
  45. 45. 7.2 Contractor representative(s) – Page 2 These responsibilities include: 6.Supervising works directly, with a supervisor present on site and contactable at all times whilst the contractor has personnel on site, continuously monitoring for HSE hazards and conflicting simultaneous operations and informing Company of any conflicts; 7.Coordinating and communicating with Company to ensure the accuracy and completeness of on-site HSE risk management activities, including monitoring the implementation and effectiveness of the agreed risk controls; and 8.Reporting any injuries, safety and environmental hazards, near misses and incidents to the Company HSE Representative(s) and, in the event of a reportable incident occurring, preserving the incident scene for investigation and assisting with the investigation of incidents. 7. Role and Responsible (HSE)
  46. 46. HSE Leader mush have followings element as minimum skills and competences; • Demonstrated management commitment • Policies and principles • Goals, objectives and plans • Procedures and performance standards 8. Leadership Elements
  47. 47. • Line management accountability and responsibility • Safety personnel • Integrated organization structure • Motivation and awareness • Effective communication • Training and development • Incident investigation • Audits and observations 8. Leadership Elements