The document outlines various documentation requirements for safety management at construction sites, including: 1. Preparing an environmental, health and safety plan to identify hazards and prevent injuries. 2. Developing a fire safety plan detailing equipment, evacuation routes, and fire prevention measures. 3. Creating an emergency response plan covering on-site and off-site emergency procedures, equipment, and response teams. 4. Developing a site security plan to restrict access and protect assets through measures like fences, lighting and guards.

1. 6. Documentation for Safety Management (8 hrs.)
6.1 Preparation of an EHS plan
6.2 Fire safety plan
6.3 Emergency dealing plan
6.4 Site security plan
6.5 Machine inspection records
6.6 Daily observation records
6.7 Meeting minutes
6.8 Test certificates, Manufacturer’s instruction manual
for storage and handling of hazardous substances
6.9 Site activity records.

2. 6.1 Preparation of an EHS plan
• Environmental, health and safety (EHS)
management has primary importance
above all other matters.
• EHS plan embraces managing health and
safety issues to achieve ultimate goal of
“zero injuries and incidents”.

3. 6.1 Preparation of an EHS plan
• Objective of EHS plan is to prevent personal
injury, damage to property and to promote the
health and well being of all persons at
workplace.
• Contractor shall ensure that workers
understand the specific hazards prevalent to
the workplace and the control measures to
mitigate such risks.

4. 6.1 Preparation of an EHS plan
Objectives of EHS plan
a.Identify, analyze and evaluate hazards at
construction workplace.
b.Investigate site incidents and implement
corrective and preventive actions.
c.Create awareness on safety, health and
environment as an integral part of work.

5. 6.1 Preparation of an EHS plan
Objectives of EHS plan
d.Keep a safe workplace for workers.
e.Provide safe work practices for carrying
out normal operations.
f. Prepare for immediate response to
emergency situations by the EHS
responsibilities and authorities.

6. 6.1 Preparation of an EHS plan
EHS plan should address to
• Identify all known hazards and risks and take
appropriate measures to control the risks.
• Familiarize workers to their work places and
health and safety procedures.
• Work in a manner that does not endanger
workers or cause harm to others.
• Keep construction workplace area tidy.

7. 6.1 Preparation of an EHS plan
EHS plan should address to
• Keep records of risk assessments with respect
to all hazardous materials and substances.
• Report all incidents/accidents/occupational ill-
health and near misses.
• Protect fellow workers from injury.
• Report unsafe acts and unsafe conditions.

8. 6.1 Preparation of an EHS plan
• Report any situation that may become
dangerous.
• Manage the separation of all construction
activities from the general public.
• Prohibit unauthorized visitors to any
construction site.
• Take all measures necessary to protect the
general public from any risks arising from the
construction works.

9. 6.2 Fire safety plan
• Every fire results from a chemical reaction
between a fuel and oxygen activated by some
form of energy.
• Fire generates heat and smoke, and emit light
or flames.
• Fuel, oxygen and heat so-called “Triangle of
Fire” are the three elements involved together
in fire.

10. 6.2 Fire safety plan
• Removal or elimination of one of the three
parameters prevents or ceases fire.
• Fire safety plan is a useful tool for fire fighters
that let them know critical information to locate
and avoid potential dangers such as storage of
hazardous material and flammable chemicals.
• Fire safety plans also greatly improve the
safety of fire fighters.

11. 6.2 Fire safety plan
Fire safety plan should include
• Key contact information.
• Shut-off valves of water, gas and electricity.
• Escape routes during fire emergency.
• Storage of dangerous materials i.e. flammable
solids, liquids, and gases.
• Location of people with special needs.

12. 6.2 Fire safety plan
Fire safety plan should include
• Connections to sprinkler system.
• Layout, drawing, and site plan of building.
• Maintenance schedules for life safety systems.
• Personnel training and fire drill procedure.
• Establish assembly point or safe zone.

13. 6.2 Fire safety plan
• Fire extinguishing is the elimination of one of
the three parameters fuel, oxygen, and heat
source which will stop the reaction.
• Threats to fire safety are commonly referred to
as fire hazards.
• Fire safety is the set of practices intended to
make safety by reducing the destruction
caused by fire.

14. 6.2 Fire safety plan
Fire safety
• Provide portable fire extinguishers in the site,
so that fire extinguisher should available and
ready for emergency.
• Portable extinguishers can often cope with fires
in the early stages, thereby preventing their
spread.

15. 6.2 Fire safety plan
Rules to make portable extinguisher effective
1. Reliable extinguishers must be available.
2. Right type of extinguishers must be provided
for each class of fire which may occur in site.
3. Extinguishers must be located where they are
readily accessible for immediate use.

16. 6.2 Fire safety plan
Rules to make portable extinguisher effective
4. Extinguishers must be maintained in perfect
condition, inspected frequently, and recharged as
required.
5. Personnel must know the location of extinguishers
and be trained to use them effectively and promptly.
6. Provide instruction in the proper use of fire
extinguishers and other fire-fighting equipment.

17. 6.2 Fire safety plan
Rules to make portable extinguisher effective
7. Store flammable liquids in approved safety
containers.
8. Post instructions for evacuating the site in a visible
place where all can see and read.
9. Provide periodic instruction and practice in the
proper procedure for evacuating the site in case of
fire or other emergency.

18. 6.2 Fire safety plan
Control of Fire
• Each operating equipment should be
turned off and disconnected at the main
switch.
• Gas valves, torches, portable heating
equipment should be turned off.

19. 6.2 Fire safety plan
Fire safety plan should include
• Key contact information.
• Shut-off valves of water, gas and electricity.
• Access route during fire emergency.
• Storage of dangerous materials i.e.
flammable solids, liquids, and gases.
• Location of people with special needs.

20. 6.2 Fire safety plan
Fire safety plan should include
• Connections to sprinkler system.
• Layout, drawing, and site plan of building.
• Maintenance schedules for life safety
systems.
• Personnel training and fire drill procedure.
• Establish assembly point or safe zone.

21. 6.3 Emergency dealing plan
• Emergency plan is an important procedural
document for dealing with emergencies.
• Emergency dealing plan describes the actions to
be taken to ensure worker’s safety in case of an
emergency.
Elements of emergency plan
• Evacuation procedures.
• Emergency escape route assignments.

22. 6.3 Emergency dealing plan
Procedures to be followed by employees
• Operating critical plant before and after
emergency evacuation.
• Rescue and medical duties.
• Reporting fire and other emergencies.
• Name of person who can be contacted for
further information.

23. 6.3 Emergency dealing plan
• On-site emergency plan deals explicitly
what action should be taken in the event
of major accident occurring at
construction site.
• Off-site emergency plan provides details
to tackle an emergency.

24. 6.3 Emergency dealing plan
• Off-site emergency plan is prepared by the
Government authority that deals with incidents
identified in the on-site emergency plan which has the
potential to harm persons or the environment outside
the site.
• Emergency response teams are the first line of
defense in emergencies, they should be physically
capable and mentally alert to perform the assigned
duties.

25. 6.3 Emergency dealing plan
On-site emergency response plan include
• Use of fire extinguisher.
• First aid, including cardiopulmonary
resuscitators.
• Shutdown procedures.
• Evacuation procedures.

26. 6.3 Emergency dealing plan
On-site emergency response plan include
• Chemical spill control measures.
• Use of self contained breathing apparatus.
• Search and emergency rescue
procedures.
• Trauma counseling.

27. 6.3 Emergency dealing plan
Off-site emergency response plan include
• Fire brigade.
• Ambulance service.
• Poison centers.
• Mutual aid.
• Local administration.

28. 6.3 Emergency dealing plan
Off-site emergency response plan include
• Police.
• District authority.
• Occupational health services.
• Non-governmental organizations.
• Community.

29. 6.3 Emergency dealing plan
Tips during emergency
• Be calm, do not get panic.
• Communicate to everybody about the emergency.
• Do not run, walk quickly.
• Extend full cooperation to those who come forward
to help and rescue.
• Try to save lives, do not bother about properties.

30. 6.4 Site security plan
• Construction sites are subject to a number of
threats, against which security should be applied
for theft, vandalism and intentional damage and
terrorism.
• Construction site security plan is crucial so that
site security should be a priority to prevent theft.
• Theft is common at construction site due to high
value of construction plant and materials, and
the nature of a construction site.

31. 6.4 Site security plan
• Vandalism is also common and may occur
as a result of political or commercial
concerns for damage and destruction.
• As every construction site will differ in
terms of scale, location, duration of work
and the security risks.

32. 6.4 Site security plan
• Objective of the site security plan is to create a
safe work environment, minimize unauthorized
access to the project, protect the equipment and
components from vandalism, theft, and damage.
• Construction sites are easy targets for the
opportunist thief as the high value of plant and
equipment can lead to quick and easy profit for the
successful thief.

33. 6.4 Site security plan
• Probably one of the best ways to totally secure
the site is to hire guards and use CCTV.
• It is easier for security guards to watch the
perimeter in controlling the entry onto the site.
• Site security should protect the perimeter and
have a few clear entrances so people can’t just
walk onto the site from anywhere.

34. 6.4 Site security plan
• Lighting is important to prevent people from
trying to vandalize or steal from construction site.
• Signage like ‘trespassing is not allowed”, “you
are under the surveillance of CCTV camera” help
in warning the public and increasing site security.

35. 6.4 Site security plan
Site security principles
a.Restriction of access to site.
b.Surveillance of persons on site.
c.Protection of site assets.
d.Site safety provisions.

36. 6.4 Site security plan
Site security principles
e.Light up the site to discourage theft and
vandalism.
f. Use security guards and have them patrol the
site.
g.Liaison with police, local authorities and other
stakeholders.

37. 6.4 Site security plan
Construction site security plan need to include
a. Location and site area map.
b. List of the security measures such as lights,
cameras and guards.
c. Fences around the perimeter of a construction
site.
d. Traditional physical locks can deter (prevent)
access for criminals.

38. 6.5 Machine inspection records
• Health and safety committees can help plan,
conduct, report and monitor inspections.
• Regular workplace inspections are important
part of the overall occupational health and safety
program.
• Machine inspection identify hazardous
conditions of machine that need need to be
reported immediately for corrective action.

39. 6.5 Machine inspection records
• Machine inspection team need inspection
visit in a team of project manager, site
engineer, site supervisor, safety personnel,
and machine operators.
• Machine inspection is carried out to find out
the failures in operating safe work
procedures and measures to be taken
against failures.

40. 6.5 Machine inspection records
• Regular workplace inspections are important
part of the overall occupational health and
safety program.
• Inspection of the workplace help to identify
and record hazards for corrective action.
• It also help prevent incidents, injuries and
illnesses.

41. 6.5 Machine inspection records
Inspections are important to:
• Listen to the concerns of workers and supervisors.
• Gain further understanding of jobs and tasks.
• Identify existing and potential hazards.
• Determine underlying causes of hazards.
• Recommend corrective action.
• Monitor steps taken to eliminate hazards.

42. 6.5 Machine inspection records
• Keeping inspection records is important.
• Past inspection records show what has
been previously identified.
• Old/past inspection records also show what
an earlier inspection team concentrated on
and what areas it did not inspect.

43. 6.5 Machine inspection records
• Use the older inspection reports to help look for
issues, and then determine whether
recommendations were implemented.
• Machine inspections are often part of preventive
maintenance procedures or hazard control
program.
• Machine inspection identify hazardous condition of
machine that need to be reported for immediate
correction.

44. 6.6 Daily observation records
• One of the problems at construction sites is that
working conditions and hazards change every
day.
• Experience has shown that it is difficult to
identify all job hazards in task planning.
• Some hazards arise only after the work has
started; perhaps because of deficiencies in
planning, changing weather conditions, hazards
caused by other groups of workers, etc.

45. 6.6 Daily observation records
• Continuous care should be taken in hazard
identification in construction sites.
• Large projects usually face the problem of
delivering information on job hazards to site
management.
• Workplace observations are the key to success
in any safety process to give feedback and
rectify any problematic safety issues.

46. 6.6 Daily observation records
• Aim of daily observation records is to prevent
construction accidents at worksites, by
promoting workers safety awareness, corrective
action, communications whenever hazards or
near-miss incidents are identified.
• Safety could be communicated in a positive way
to all parties at the construction site.
• Use of safety observation cards can help to
overcome this problem.

47. 6.6 Daily observation records
• The 10 page pocket size safety observation card
is easy to use as there is a fixed list of most
common hazards on building and civil
construction sites.
• The identified hazard could be selected with just
a tick, and the user could also add other hazards
if necessary.
• After identifying the hazard, the worker is
advised to tick a suggestion for improvement.

48. 6.6 Daily observation records
English version of Safety Observation Card include:
Hazards – one to be picked
Corrective actions – one to be
picked
• Walkways, traffic lanes, ladders • Planning
• Machines, tools, scaffoldings • Maintenance
• Railings, openings, excavations • Work methods, procedures
• Electricity, lighting • Unambiguous goals
• Housekeeping, waste
management
• Communications
48

49. 6.6 Daily observation records
English version of Safety Observation Card include:
Hazards – one to be picked Corrective actions – one to
be picked
• Working techniques,
ergonomics
• Responsibility, authority
• Lifting, lifting devices • Training, induction
• Risk takings, personal
protective equipment
• Others specify
• Civil construction, tunneling
• Others specify
49

50. 6.6 Daily observation records
• On the backside of the safety observation card
there is a free-text field for any notes the worker
would like to make.
• Following information was advised to be filled in:
1. What?
2. Where?
3. How and why?
4. Who/to whom?
5. Consequences?
6. Suggested action?

51. 6.6 Daily observation records
• The card will then forwarded to supervisor
who would go through the observation and
give immediate feedback to the worker.
• Finally, the supervisor records the
observation in an intranet-based safety
information system, determined the risk
factor of the observation and reported
actions that were taken.

52. 6.6 Daily observation records
• Usually, small or medium risks were
managed in construction site itself,
whereas severe risks or near miss
incidents will be handled in construction
site.
• Safety information system will be generated
by an automatic e-mail notification to site
manager and safety personnel.

53. 6.6 Daily observation records
• The e-mail could be easily forwarded to
sub-contractors or other parties involved.
• The database provides opportunities to
analyze company-wide safety problems,
provided that the number of observations
reported was significant.

54. 6.7 Meeting Minutes
Conduct ‘safety committee’ meetings to:
a.Discuss and clear past defects happened
in their work premises.
b.Discuss, plan and make decisions, and
implement the decided decisions for the
future site work, safety and welfare
activities.

55. 6.7 Meeting Minutes
In general safety committee members include:
1. Chairperson.
2. Safety officers.
3. Project manager.
4. Engineers.
5. Junior engineers.

56. 6.7 Meeting Minutes
In general safety committee members include:
6. Supervisors.
7. General foreman.
8. Contractors.
9. Consultant’s representatives.
10.Subcontractors.

57. 6.7 Meeting Minutes
Safety committee meeting minutes include:
i. Open talk about aim.
ii. Policy and planning of company.
iii.Legal requirements.
iv.Implementation and operation.

58. 6.7 Meeting Minutes
Safety committee meeting minutes include:
v. Checking And Corrective Actions.
vi. Past And Next Week Activity Discussion.
vii. Division Of Responsibilities.
viii.Next Week Safety Committee Meeting
Date Announcement.

59. 6.7 Meeting Minutes
• Copies meeting minutes should be
documented and officially circulated to all
committee members.
• The main contents of meeting minutes
document are attendance register, points to
discuss in meeting, action by whom, date when
the actions to be completed, and who’s
responsibility to complete that action.

60. 6.7 Meeting Minutes
• Copies meeting minutes should be
documented and officially circulated to all
committee members.
• The main contents of meeting minutes
document are attendance register, points to
discuss in meeting, action by whom, date when
the actions to be completed, and who’s
responsibility to complete that action.

61. 6.8 Test certificates, Manufacturer’s instruction
manual for storage and handling of hazardous
substances
Test certificates of materials
• Manufacturers need to ensure that their
products comply with the national and
international quality standards.
• Test certificate states the quality of
particular construction materials such as
cement, iron bar, structural steel etc.

62. 6.8 Test certificates of materials
Benefit of test certificates
• Protect brand image of materials.
• Minimize the risk of non-compliance and legal
liabilities.
• Ensures product quality and increases buyer’s
confidence.
• Support from experts who are familiar with local
requirements.

63. 6.8 Manual for storage and handling
hazardous substances
• Manager must have adequate knowledge of
storage and safe handling of hazardous materials.
• Manual for storage of hazardous substances
provide the knowledge and understanding of the
storage and handling of hazardous substances
safely.
• Hazardous substances are being stored in
packages and containers.

64. 6.8 Manual for storage and handling
hazardous substances
• Handling and storing materials involve diverse
operations such as hoisting tons of steel with a
crane; driving a truck loaded with concrete blocks;
carrying bags or materials manually; and stacking
bricks or other materials such as drums, barrels, and
timber etc.
• Proper training and education in handling and storing
hazardous materials aware workers in taking safety
measures that help to prevent workers from accident
at construction site.

65. 6.8 Storage and handling of hazardous
substances
• In addition to training and education, applying
proper work practices can help reduce
workplace accidents involving the storing and
handling of hazardous materials.
• Workers should also be aware of accidents from
the unsafe or improper handling of hazardous
materials and equipment as well as from
improper work practices.

66. 6.8 Storage and handling of hazardous
substances
• Employers and workers should examine
workplaces to detect any unsafe conditions,
practices to take corrective action.
• When handling bulky materials manually,
workers should always wear appropriate
personal protective equipment and use proper
lifting techniques.

67. 6.8 Storage and handling of hazardous
substances
• Stored materials must not create a hazard
for employees.
• While storing and handling of hazardous
materials, falling materials and collapsing
loads can crush or pin workers, causing
injuries or death.
• Stacking materials can be dangerous if
workers do not follow safety guidelines.

68. 6.8 Storage and handling of hazardous
substances
Some guidelines to prevent hazards when
storing materials
• Keep storage areas free from materials that
cause tripping, fires, or explosions.
• Separate noncompatible material.
• Place bound material on racks, and secure it by
stacking, blocking, or interlocking to prevent it from
sliding, falling, or collapsing.

69. 6.8 Storage and handling of hazardous
substances
Some guidelines to prevent hazards when
storing materials
• Observe height limitations when stacking materials.
• Handle only stable or safely arranged loads.
• Exercise caution when handling tools.
• Use safe-postures for lifting and timing for smooth,
easy lifting.

70. 6.9 Site activity records.
• Site activity records creates a history of
what happened at what point during the
course of the project that can be referred to
if necessary.
• Reasons for record keeping are legal
requirements, contractual requirements, to
control work, and to provide data for future
work.

71. 6.9 Site activity records.
• Records should be dated and where
appropriate, signed, and a document
management system should be in place for
efficient storage and recovery.
• Supervisor must report any accident, incident,
near-miss and diseases which happen to
workers for arranged/scheduled follow-up
actions.

72. 6.9 Site activity records.
• Site activity records should be maintained
throughout the duration of
construction projects.
• Investigating accident and near-misses can
help identify circumstances where more
precautions are required or where
procedures are not being followed.

73. 6.9 Site activity records.
• Details of requirement for accident or
incident reporting are to investigate it and to
find direct, indirect and root causes of event
happen and to take remedial action to
prevent the recurrence.

74. 6. Documentation for Safety Management
End of Chapter 6