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H S E MANUAL

ISSUE NO : 4
Rev. No.10 PAGE 1
Doc. Ref. No : HSEM - 01
ISSUED BY APPROVED BY ISSUED DATE

D.CHANDRAMOHAN G.M.ISMAIL 1
st
Nov 2011
1. CONTENTS

Sl No Title Page No
1 Contents
1
2 Revision Record
3
3 Description of the organisation
4
4 HSE Management System
5
4.1 General
7

4.1.1 Scope
7
4.1.2 Abbreviations
7
4.2 HSE Policy
8
4.3 Planning 8
4.3.1
Hazard identification, risk assessment and determining controls
8
4.3.1.E Environmental Aspects
8
4.3.2
Legal and other requirements
9
4.3.3
Objectives and Programme(s)
9
4.4 Implementation and Operation 10
4.4.1
Resources, roles, responsibility, accountability and authority
10
4.4.2
Competence, training and awareness
24
4.4.3
Communication, participation and consultation
25
4.4.4
Documentation
26
4.4.5
Control of Documents
26
4.4.6
Operational control
26
4.4.7
Emergency preparedness and response
27









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Sl No Title Page No
4.5
Checking
27

4.5.1
Performance measurement and monitoring
27
4.5.2
Evaluation of compliance
28
4.5.3
Incident investigation, Nonconformity, corrective action and
preventive action
28
4.5.4
Control of records
29
4.5.
Internal audit
29
4.6
Management Review
30







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3. DESCRIPTION OF THE ORGANIZATION

EMCO ENGINEERING MAINTENANCE COMPANY was founded in Abu Dhabi in the year of
1980 realizing the need for specialized maintenance services of industries, commercial and
residential complexes. EMCO has since grown into a leading contracting and maintenance company
extending its services all over the U.A.E. in the field of electrical, mechanical, air-conditioning and
civil engineering. EMCO is a part of ETA-ASCON Group, a conglomerate of companies famous for
their execution of major Electro mechanical works, construction of buildings, installation of high-
speed elevations, trading and assorted activities.

EMCO is thus enjoying the exclusive privilege of tremendous flexibility in terms of mobilizing its
expertise and professional support towards assuring satisfaction to its widely varying clientele.

EMCO has their Head Office in Abu Dhabi with a Warehouse in Mina Port as well as Mussafah
Industrial Area, Accommodation Camps in Mussafah, Al Ain, Ruwais, Habshan,Asab areas.

The range of services as offered by EMCO to its various clientele covers integrated facilities
management, maintenance and installation of hvac and electrical systems, civil maintenance, civil
construction, refurbishment and interior fitout works, maintenance of fire and gas detection system

EMCO has got a clear organization structure with division of responsibilities in order to serve the
various areas of operation. A permanent work force of over 2000 technicians/workers and over 200
staffs, cater to the needs of the growing clientele. These highly skilled engineers and technicians are
drawn from the premier engineering and technical institutes and lend their expertise in the field of
maintenance, renovation and extension of existing and through the installations of new facilities.
Ongoing training programs keep the technicians up to date and well aware of the innovations in the
industry and strengthen their commitment towards excellence.

The HSE Department operating from the Group HO at Dubai, provides necessary technical expertise
on HSE matters to the top management and all the sites of EMCO. HSE personnel have been
deputed in major and / or critical sites.











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4. HSE MANAGEMENT SYSTEM (HSEMS)

4.a STRUCTURE OF THE HSE MANAGEMENT SYSTEM

The HSEMS is structured as shown below.



The HSE Manual provides an overview of the HSE Management System in EMCO. While
formulating this manual, extensive involvement of various levels of people was considered.
After they were formulated, all employees were informed of these and their feedback was
obtained through tool box talks.

Different sections are arranged sequentially, in-line with the clause / sub-clause numbers of
ISO 14001:2004 and OHSAS: 18001:2007 standards.








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The System Procedures(SP) provide further detail on how the requirements of the
respective clauses of the OHSAS 18001 & ISO 14001 standards are fulfilled in the
HSEMS of EMCO.

The General Procedures(GP) detail the EMCO specific requirements to be implemented to
reinforce the implementation of system procedures.

The Operational Control Procedures(OCP) describe the implementation requirements, at
the work locations, of all the critical activities for which the absence of a procedure may
lead to major deviations.

The Risk/Aspect Impact assessments are the back bone of our HSEMS, in which the
hazards/aspects in all our activities, services have been identified to manage them
effectively. These assessments are an ongoing process and are reviewed and revised as per
the respective system procedures.

The Registers include the Risk register, Aspect/Impact register as well as the Legal
registers. All these registers are reviewed and updated as detailed in the respective system
procedures.

The Permits, Formats and Checklists are prepared to comprehensively implement the
requirements stated above, at the work locations. This is an exhaustive list that covers all
the applicable equipment, activities, services and locations. The contents in this section are
referred against the respective system and general procedures as well as in the applicable
risk/aspect/impact assessments and are reviewed/updated appropriately.
All controlled copies of manual are issued by the Management Representative and
approved by the Divisional head. Signatures appear only in the revision record of each
section of the management system, indicated in Figure 1, but not in all pages of the
respective documents.

The current revision number and revision dates are indicated on each page. Whenever any
section is revised, the revision number of that page of the corresponding section is
incremented by 1. After at least 11 revisions are made, the whole manual is re-issued by
increasing the issue number by 1 and keeping revision number as 0 in all the sections.
This HSE-MS Manual is available only in English language.









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4.1 GENERAL

This HSEMS document is a sole property of EMCO. No part of this manual shall be copied,
reproduced, distributed, circulated in whole or in the part or reduced to any form including
machine readability form or otherwise, without written consent from the Management
Representative.

4.1.1 SCOPE

The HSE management system encompasses all activities of EMCO including integrated facilities
management, maintenance and installation of hvac and electrical systems, civil maintenance,
civil construction, refurbishment and interior fitout works, maintenance of fire and gas detection
systems

4.1.2 ABBREVIATIONS

Abbreviation Expansion Abbreviation Expansion
AD EHSMS Abu Dhabi Environment Health and
Safety Management System
MR Management Representative
(HSE)
AGM Assistant General Manager MS Management System
AO Administration Officer MSDS Material Safety Data Sheet
AIAC Aspect Impact Assessment Committee NCR Non Conformance Report
CA Camp Administrator OCP
Operational Control Procedure
CB Camp Boss PM Project Manager
DGM Deputy General Manager PPE
Personal Protective Equipment
E Engineer PTW Permit To Work
EMCO Engineering Maintenance Company RA Risk Assessment
DVR Driver RAC Risk Assessment
FM Foreman SC Sub Contractor
GM General Manager SE Site Engineer
GP General Procedure SI Stores In charge
HO Head Office SP System Procedure
HR Human Resources TC Transport Coordinator
HSE Health Safety Environment
HSEMS
Health Safety Environment Management System

HSE O/E HSE Officer/Engineer
IA Internal Auditor
KPI Key Performance Indicator









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4.2 HSE POLICY

The HSE policy is approved by the core committee and authorized by the divisional head.
It is reviewed periodically by the core committee in the management review meetings and
revised if required.
It is communicated to all persons working under the control of the organization in order to
make them aware of their individual obligations.
The HSE policy is formulated inline with OHSAS 18001:2007 & ISO 14001:2004 as well as
the legal & other requirements.
It is posted in the website and displayed in the facilities under EMCOs control, in order to
make it available to the interested parties and the public. It is also made available to clients
through tender documents and is attached to contract agreement of sub contractors at the time
of signing the contract.

Reference : HSEP 01

4.3 PLANNING

4.3.1 HAZARD IDENTIFICATION, RISK ASSESSMENT AND
DETERMINING CONTROLS

Hazard identification and risk assessment of EMCOs activities is an ongoing process that
determines the past, current and potential hazards, the associated risks as well as the controls
required to eliminate or mitigate the same. A system procedure has been established inline with
the OHSAS 18001:2007 requirements as well as the AD EHSMS requirements. All routine and
non routine activities of the division are covered in the procedure
Reference :
SP 1 Risk assessment
HSERA 01
HSERAR - 01
4.3.1 (E) ENVIRONMENTAL ASPECTS

The identification of Environmental Aspects and the assessment of the related impacts is an on-
going process that determines the past, current and potential aspects and their impacts pertaining
to EMCOs activities and services. A system procedure is established inline with the ISO
14001:2004 requirements as well as the AD EHSMS requirements. The procedure also covers
evaluation method to determine those aspects, which have or can have significant impacts on the
environment.
Reference :
SP 2 Aspect Impact Assessment
HSEAIA 01
HSEAIAR - 01







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4.3.2 LEGAL AND OTHER REQUIREMENTS

Compliance with relevant Health, Safety and Environmental laws, applicable to the company is a
commitment in our HSE policy. The identification of the law and its applicability to the
organization is the first step towards compliance.

A procedure has been established to identify, have access to legal and other requirements directly
attributable to the Health, Safety and Environmental aspects of the company.

A register of relevant Safety, Health and Environmental legislation is established and maintained
according to the procedure defined, and is verified at defined intervals to ensure adherence
continuously.

Employees working under the control of EMCO shall be communicated with the relevant legal
requirements by various means such as tool box talks, group meetings, review meetings, training
programs etc.,

Reference :
SP 3 Legal and other requirements.
HSELR - 01

4.3.3 OBJECTIVES AND PROGRAMMES

A procedure has been established for developing and reviewing of objectives and targets. The
objectives and targets are established inline with the HSE Policy after considering the significant
aspects, risks, technological options, financial, operational and business requirements and the
views of interested parties including legislative requirements.

The HSE objectives and targets, at relevant functions/levels of the organisation, are decided by
the core committee and approved by the divisional head. HSE programmes are developed to
achieve the objective, detailing the means, responsibility and timescale.

The HSE Programme(s) shall be reviewed at regular planned interval, where necessary the HSE
MS Programme(s) shall be amended to address changes to the activities & services or operating
condition of the organization.

Reference :
SP 4 Objectives, Targets, Programs.
HSEO - 01








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4.4 IMPLEMENTATION AND OPERATION

4.4.1 RESOURCES, ROLES, RESPONSIBILITY, ACCOUNTABLITY AND
AUTHORITY

The top management has the ultimate responsibility for effectiveness of HSE as well as the
HSEMS of EMCO. The necessary human resources are allotted to the various functions of the
organization as illustrated in the organization chart (Annexure 1 of Quality Manual). The roles,
responsibilities, accountability and authority of key personnel who can directly or indirectly
influence the implementation and maintenance of this HSEMS are detailed below.

a. Role : Divisional head

Responsibilities shall include but not limited to the following :

1. The divisional head, personally and through delegation to the Managers or any other
appropriate members of the staff, is responsible for the formulation, implementation, and
instrumentation of satisfactory accident and fire prevention, environmental safety, and health
hazards control programs that execute the basic EMCO HSE Policy.

2. Responsibility for operating safely is delegated to and vested in the respective Managers,
while the responsibility for formulating satisfactory management systems, as well as auditing
the performance of EMCO operations, is delegated to MR.

3. The divisional head will assure that the necessary expenditures for HSE are authorized and
will provide support and direction for the HSE Management System.

4. He shall chair the HSE Management review meetings and review the HSEMS
implementation effectively and make HSE as a part of the agenda in relevant functional
meetings chaired by him.

Accountability : He shall be accountable for the overall Health and Safety of personnel under
the control of EMCO and protection of environment, pertaining to the activities & services of
EMCO.

Authority : The divisional head has the overall authority on all functions of the organization
and to take independent decisions on various issues.









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b. Role : Department Head/Deputy General Manager/Asst. General Manager

Responsibilities shall include but not limited to the following : He shall

1. be personally responsible to the Divisional head for the health and safety of personnel and
property as well as prevention of pollution within their respective areas of operations.
2. take active and aggressive leadership in the implementation and enforcement of the EMCOs
HSE Policy and HSE Management System.
3. insist that all works shall be done in strict accordance with approved procedures (SPs, GPs,
OCPs).
4. ensure that the mobilization checklist for new projects, is completed by the respective in-
charges.
5. conduct kick off meeting with the project team for applicable projects to ensure that the HSE
requirements of the project are fulfilled, with specific reference to the mobilisation checklist.
6. hold HSE monitoring-meetings with their engineers and issue instructions and information,
as necessary, to assure that all are aware of their responsibility towards controlling the
hazards.
7. conduct Sr.Management inspections (if applicable) on a quarterly basis.
8. attend HSE trainings, meetings whenever nominated, as well as nominate his subordinates
for such programmes, if relevant.
9. monitor the HSE performance of their subordinates and provide constructive feedback on
improving the same.
10. monitor the implementation of HSE objectives and programmes.
11. ensure that internal HSE audits are conducted in their locations at regular intervals and the
observations/non conformances are addressed effectively.
12. review and assess subcontractor performance, including it as a major criteria in their
selection and make HSE an essential element in the relevant contract documents.
13. ensure compliance to the legal and other requirements pertaining to their locations/functions.
14. counsel the poor HSE performers based on the monthly HSE performance reports (KPIs)
generated by the HSE personnel (wherever applicable).
15. ensure that the motivational programmes, BBS inspections and environmental practices are
effectively implemented in the respective locations.

Accountability : He shall be accountable for the overall Health and Safety of personnel under
his control and protection of environment, pertaining to his department/function.

Authority : He has to overall authority on his department functions and take independent
decisions on various issues under his purview.









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c. Role : Project Manager/Site In - charge

Responsibilities shall include but not limited to the following : He shall
1. ensure that necessary resources are provided at site to prepare and implement the HSEMS.
2. assign equal importance to HSE like any other functions of the business.
3. monitor the site HSE performance on a day-to-day basis and spend atleast 10 mins every
Saturday, doing a specific HSE activity and inform the details to his superior.
4. chair fortnightly HSE review meetings to have a detailed review of the site HSE performance
5. assign responsibilities to site engineers/line staff to close the non conformances & HSE
observations raised by the HSE personnel and arranging to take appropriate corrective action.
6. subject himself to internal HSE audits and implement the recommendations
7. arrange for weekly BBS inspections and periodical inspection of the accessories
(Scaffoldings, Ladders, Power tools etc by approved & trained inspectors) at regular intervals
8. arrange for third party inspection of machineries, equipment, lifting/ hoisting equipment /
accessories at regular intervals as prescribed in the local regulations.
9. identify the need for conducting HSE inspection by HSE personnel, in sites where critical
activities are likely to be taken up.
10. arrange HSE induction for all the new employees through HSE personnel/coordinator.
11. identify the HSE training needs for various levels of employees particularly those involved in
critical activities and ensuring that trainings are conducted as per training plan.
12. ensure that incidents are reported, investigated and corrective actions are taken as per the
recommendations in the prescribed format.
13. monitor sub contractor HSE performance and ensure compliance level are met at all times.
14. arrange day to day permits according to site specific requirements which including those
required by the client as well as by other authorities for road crossing, night work, special
operations etc and maintain such records at site till end of the project.
15. ensure that the recommendations in HSE inspections, Internal HSE audits, HSE alerts are
closed and compliance reports are sent to MR (HSE) within the specified duration.
16. Implement and arrange the issue of EMCOINs to deserving employees and encourage the
reporting of incidents, suggestions and take corrective action on the same.
17. counsel HSE violators in order to improve their HSE performance.
18. arrange adequate welfare facilities as per the legal requirements and ensure their cleaning &
maintenance by a nominated person.
19. conduct weekly/monthly A1 inspections of the site & take corrective action on the findings.
20. arrange and maintaining suitable shelters/stores for chemicals and flammable materials
21. enforce good housekeeping practices & adopt 4 Rs principle (Refuse, Reduce, Reuse,
Recycle) in waste management and ensure collection, segregation, appropriate disposal of
hazardous and non-hazardous wastes by allocating men, material, logistical resources.

Accountability : He shall be accountable for the overall HSE performance of his site/project

Authority : He has the authority to STOP work in case of imminent danger to life or
environment, discipline personnel in case of violations and approve site HSE resources.







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d. Role : Frontline Engineers/Supervisors/Foremen

Responsibilities shall include but not limited to the following :

1. Each Engineer/ Supervisor/ Foreman or any other person who immediately directs the
activities of the workmen shall be responsible and accountable for the prevention of injuries to
employees under their jurisdiction.
2. To accomplish this, employees shall be trained to work safely and supervisors shall observe
them closely, correct unsafe acts and mechanical or physical conditions, enforce safety rules
and regulations, assist in investigation of accidents and incidents, and take other actions
necessary to ensure the health and safety of their employees.
3. They shall make it clear to each employee that safety measures are a part of the job
requirements and are not optional suggestions to be disregarded.
4. Daily TBT & Work instructions by the supervisors should include a review of applicable
industry HSE procedures and standards, manufacturers recommendations, equipment-specific
HSE issues, and the identification of hazards/aspects associated with each step as identified in
the Risk/Aspect Impact Assessment Sheets.
5. They shall issue EMCOINs to their subordinates/workers according to their eligibility.
6. Plan in advance & arrange necessary resources, signages required for safe execution of the job
7. Attend HSE trainings as per the training matrix & calendar as well as spare employees
working under him for the same.
8. Ensure that all employees working under him have attended HSE induction before assigning
work at site.
9. He shall, as applicable, conduct/take active part in the fortnightly HSE meetings.
10. Rectify the environmental issues and unsafe conditions pointed out by the HSE engineer.
11. Ensure that the employees use safety appliances related to the type of their job.
12. Report any unsafe acts/conditions, suggestions, incidents related to HSE, etc to the HSE
engineer/officer for further investigation as well as to the Project Manager/Site in-charge.
13. Encourage their employees to participate in suggestion/near miss scheme.
14. Issue safety attitude improvement slips to workers, consistently, on noticing any unsafe acts.
15. Monitor subcontractor performance and commitment;
16. Ensure documented procedures are followed, and records kept on site;
17. Ensure any complaints are complied and report passed onto the interested parties who
launches the complaint;
18. Ensure good housekeeping in the work areas and maintaining a clear access at all times.
19. Obtain PTW and implement the requirements for all applicable activities.

Accountability : They shall be accountable to the prevention of injury/ ill-health of personnel
under their control as well as environment protection pertaining to their activities.

Authority : They have the authority to STOP work in case of imminent danger to life or
environment and discipline personnel in case of violations.







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e. Role : HSE Manager/In-charge

Responsibilities shall include but not limited to the following : He shall

1. be responsible for the development of a HSEMS.
2. Provide technical expertise to assist in incident investigation as well as preparation of
incident investigation reports.
3. Communicate results of incident investigation to all applicable personnel and appraise the
management on the status of implementation of recommendations.
4. Provide assistance and advise to the divisional head and other department heads in fulfilling
their responsibilities.
5. Develop and maintain a HSE awareness and incentive program.
6. Keep abreast of the Legislation and Government regulations pertaining to occupational safety
and health.
7. Monitor and review the performance of his subordinates
8. Co-ordinate with HSE personnel, Project managers for daily management of Occupational
health, safety and Environmental issues.
9. Mentor the HSE engineers/officers, if required.
10. Monitor the staff HSE performance monitoring report on monthly basis and present the
results to the management for further action.
11. Guide Purchase team on purchases that could have an impact on HSE.
12. Prepare project specific HSE plans for review and approval by the relevant authorities
13. Arranging/conducting HSE campaigns, surveys, verification of compliance to legal & risk
assessment requirements.
14. Plan and organize preparation of risk/impact assessments with the help of risk/impact
assessment committee members
15. Preparing training plan, training matrix & training modules and training the respective
employees on HSE requirements
16. Conduct HSE audits/inspections of sites at regular intervals (scheduled/unscheduled) and
appraise the site management/top management on the findings.
17. Appraising the management on sub contractor HSE performance, at regular intervals
Accountability : He shall be accountable for monitoring the establishment and implementation
of HSEMS effectively and appraising the management on EMCOs HSE performance

Authority : He has the authority to conduct surprise inspections/audits, take samples, records
and have access to all locations, equipment & personnel under the control of EMCO.








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f. Role : Management Representative (MR - HSE)

Responsibilities shall include but not limited to the following : MR-HSE shall have the
following responsibilities

1. Monitoring all aspects of the HSEMS to ensure adequacy, relevance, consistency in
performance parameters, non-conformances, preventive and corrective action etc.
2. Review the functioning of the risk/aspect impact assessment committee at regular intervals to
ensure that risk/aspect impact assessment is available for all the ongoing jobs and they are
suitable to the environment in which the said activities are being carried out.
3. Review the adequacy of HSE monitoring and review being carried out by individual
operational managers by investigating the records maintained by them.
4. Monitor the internal audit schedules and the audit results.
5. Ensure any changes to the HSEMS, Legal & other requirements are made known to all staff
and subcontractors.
6. Carry out random checks to the maintenance and inspection records of machinery to ensure
that they are under good working condition.
7. Monitoring the investigation reports of accidents/ incidents/ near misses, non-conformance /
action taken reports to give feed back to the risk/aspect impact assessment team to ensure
preventive actions are taken.
8. Reviewing the lessons learnt from the emergency mock drills conducted at various locations.
9. Conduct random sampling to see if the document control system is fully operational.
10. Circulating agenda for the Management review meeting indicating the specific elements of
the OH&S management system, which requires review.
11. Provide inputs to the Management Review meeting regarding the overall performance of the
OH&S management system, highlighting the areas of concern with suggestions for corrective
measures to be taken.
12. Monitor the EMCOINs scheme and provide feedback to the management.
13. Collate the data of suggestions/nearmisses and follow up with the management for the
implementation of relevant ones.
14. Maintain the data related to various elements of HSEMS.
15. Conduct HSEMS awareness session to all new employees joining the organization.

Accountability : He shall be accountable for monitoring the establishment and implementation
of HSEMS effectively and appraising the management on EMCOs HSE performance

Authority :

1. He will have access to all the sites and records being maintained in the office and sites.
2. He will get a copy of all the management system reports.
3. Employees at all levels will allocate necessary time to him during the normal office hours or
at mutually agreed time to facilitate him to conduct any of the above mentioned functions







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g. Role : Administration Officer/HR Manager

Responsibilities shall include but not limited to the following : He shall

1. Provide HSE induction to all the new employees before sending them to the sites.
2. Arrange for necessary HSE induction before any employee (including staff members) is
posted to oilfield job sites either through one of the HSE personnel or by the concerned site
engineer or by the client.
3. Organizing the HSE trainings as per the training matrix and training calendar by coordinating
with the trainer and trainees.
4. Ensure that the documents related to HSE matters are properly filed in a manner to ensure
immediate retrieval whenever needed.
5. Facilitate the process of upward communication from the technicians working as a vital link
between the technicians and the management.
6. Ensure that continuous improvements are recorded and implemented in your own area of
working with special reference to HSE matters.
7. Ensuring that the emergency preparedness and response plans and response teams are
available in offices, stores, camps and quarterly mock drills are conducted in all the camps.
8. Arranging the fire fighting and first aid equipment in camps, offices, stores and monitoring
their inspection and maintenance at stipulated intervals.
9. Arranging the electrical inspections by a competent electrician in camps and offices on a
monthly basis and taking corrective action on the findings.
10. Arrange the conduct of surveys and record the results to facilitate detailed analysis.
11. Maintaining and updating the training register & related records, on completion of trainings
and updating the ECFs of the respective employees to include the new skills.
12. Monitoring the pest control in offices and camps and arranging for water potability tests in
camps every six months.
13. Coordinating and arranging the printing and distribution of HSE related documents, as and
when required.
14. Monitor the issue of EMCOINs to the employees under his control.
15. Implement environment friendly practices & 3 Rs principle in locations under his control.
16. Maintain the welfare of employees satisfactorily.

Accountability : He shall be accountable for the effective management of human resources and
facilities of EMCO pertaining to HSE.

Authority : He has the authority to inspect/audit facilities, have access to all locations,
counsel/interview personnel & take disciplinary action.









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h. Role : Camp coordinator/Camp boss

Responsibilities shall include but not limited to the following : He shall

1. Ensure proper maintenance of camps/messes at all times and discipline of its inmates
2. Conduct periodic camp inspections and generate status reports regarding the living
conditions, hygiene, environmental practices, fire prevention and fighting measures etc.
3. Conduct welfare committee meetings in camps with the key personnel and take action on the
discussions.
4. Ensure that camp specific emergency preparedness and response plans are available in all the
camps and mock drills are conducted in all the camps every three months.
5. Ensure all required legal documents are available in the camps and messes at all times.
6. Monitor food handler certificate of all camps
7. Co-ordinate service/maintenance of fire fighting system of all camps
8. Monitor implementation of EMCOINS in all camps.
9. Ensure optimal utilization of water and electricity in camps and appraise the administration
officer on the status of the same.
10. Ensure that the work activities carried out for the maintenance of camp are assessed for their
risks/impacts and are carried out by competent persons as per the HSE requirements.
11. Ensure that camp mobilization check list is fulfilled and appraise the status from time to time.
12. Ensure that initial kick off meeting is done before mobilizing a camp
13. Monitor half yearly rotation of mess staff and security in coordination with the concerned.
14. Monitor implementation of suggestions/ nearmisses related to camp
15. Notify the HSE department on injury cases in camps with the necessary reports.
16. Ensure that the wastes generated in camp are segregated as hazardous and non-hazardous and
disposed/recycled through authorized agencies.
17. Monitoring the pest control in camps and arranging for water potability tests in camps every
six months.
18. Apply 3 Rs principle in applicable activities and manage camp resources.
Ref : Standard Operating Procedures for EMCO Labour camps.

Accountability : He shall be accountable for the overall implementation, maintenance and
continual improvement of HSE management in all EMCO Camps & accommodations.

Authority : He has the authority to access all camp/accommodation facilities including the
rooms of inmates, conduct surprise HSE inspections/audits, collect samples and recommend for
disciplinary actions for any HSE violations.









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i. Role : Purchase Manager/ In-charge

Responsibilities shall include but not limited to the following : He shall

1. Ensure that MSDS is obtained from the supplier, while procuring any type of chemicals and
that the PPE suitable for handling the chemical is available in the stores.
2. Ensure that the relevant lists (LIs) are updated, whenever any new chemical, machinery,
lifting tackle etc. are introduced in the Company.
3. Ensure that lifting tackles & appliances are purchased/hired only with necessary test
certificates.
4. Ensure that the hired operators of equipment and machinery possess the necessary license
and third party competency certificate.
5. Ensure that the hired machinery/equipment possess the necessary third party certificates, if
applicable.
6. While forwarding materials to site, copy of the LPO shall be sent to that the receiver can
inspect the materials based on the specifications indicated in the Purchase Order.
7. Maintain the specifications of all materials/equipment having an impact on HSE and refer
them processing their order.
8. While ordering any materials, consideration shall be given to its impact on the HSE matters.
He shall arrange samples and consult the HSE department personnel, on the same.
9. Shall pursue the policy of suitability for the purpose and value for money while deciding
between vendors.Going for the cheapest without consideration of the above aspect is
against the interest of the organization.
10. Wherever applicable, forward the respective inspection checklist to the supplier, alongwith
LPO, to ensure that the equipment supplied by them fulfills the requirement.
11. Liaise with hazardous waste disposal agencies and arrange to dispose the hazardous wastes
from the designated collection points.
12. Communicate HSE requirements to suppliers/vendors appropriately.

Accountability : He shall be accountable for the purchase of equipment/materials as per the
HSE specifications and procedures.

Authority : He has the authority to liaise with suppliers/vendors to ensure the quality of
materials and reject them if they do not fulfill the conditions.









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j. Role : Transport Coordinator

Responsibilities shall include but not limited to the following : He shall

1. Ensure that all vehicles under his control are sent for preventive maintenance and routine
servicing at the designated timings as recommended by the manufacturer.
2. Ensure that the roadworthiness of all the vehicles (hired/owned) are properly maintained.
3. Follow necessary checklists for new/hired vehicles and provide necessary feedback/advice.
4. Communicate relevant HSE information to personnel under his control.
5. Ensure that all vehicles are provided with the necessary emergency supplies as given in the
J ourney Management Procedure.
6. Ensure that all vehicles are provided with necessary signage and a history card in which any
major repairs carried out, maintenance/servicing details are recorded and maintained properly
7. Ensure that all drivers attend the Defensive Driving session atleast once a year.
8. Ensure that all EMCO drivers are assessed for their driving skills alteast once a year and
hired drivers are assessed at the time of hire and every year thereafter.
9. Record & Investigate all vehicle incidents/violations and ensure corrective action is taken.
10. Issue EMCOINs to all drivers as per their eligibility.
11. Monitor the mileage of vehicles and adopt environmental friendly practices during vehicle
servicing & maintenance especially handling and disposal of vehicle related wastes.
12. Propagating fuel conservation, avoiding duplication of trips/multiple trips and encouraging
car pooling to conserve fuel.
13. Monitor the health and fitness of drivers at planned intervals.

Accountability : He shall be accountable for safe transportation of personnel and safe condition
of vehicles hired/owned by EMCO.

Authority : He has the authority to inspect & approve vehicles, assess drivers, audit the
applicable procedures, interview/counsel drivers and recommend disciplinary action on
personnel under his control.

k. Role : Welfare officer

Responsibilities shall include but not limited to the following : He shall

1. Attend welfare committee meetings in all camps with key personnel and take action on the
discussions.
2. Counsel employees on welfare issues & attend to their grievances and appraise the
management on the same.
3. Co ordinate the medical examinations pertaining to occupational health of employees and
appraise the management on the same.
4. Organise health campaigns with the health department at planned intervals.








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Accountability : He shall be accountable for analyzing and monitoring the welfare issues of
personnel under the control of EMCO.

Authority : He has the authority to interview personnel and inspect/audit facilities of EMCO in
order to assess their suitability in maintaining the welfare of employees.

l. Role : Health coordinator/male nurse

Responsibilities shall include but not limited to the following : He shall

1. Monitor the occupational and general health of personnel under the control of EMCO.
2. Collate data pertaining to incidents/illnesses and present an analytical report on the same, to
the management.
3. Attend to the injuries and illnesses of employees without fail and recommend for further
medical assistance, wherever appropriate.
4. Ensure the availability of necessary facilities, equipment and items to provide first aid.
5. Organise health campaigns for EMCO personnel at planned intervals.
6. Notify the management on serious illnesses/injuries by the fastest means and provide further
assistance and advice as appropriate.
7. Ensure that employees are examined for their occupational diseases, maintain the related
data/records and appraise the relevant departments & management, on the same.

Accountability : He shall be accountable for monitoring the health of EMCO employees,
providing suitable first aid treatment and appraising the management on the same.

Authority : He has the authority to conduct physical examination of EMCO employees
pertaining to their injury/illnesses, recommend medical treatment and provide health related
information of an individual to the relevant authorities/departments, as appropriate.

m. Role : Tender/Contracts-in-charge

Responsibilities shall include but not limited to the following : He shall

1. Ensure that HSE requirements are considered while preparing a tender, contract agreement.
2. Consider HSE capabilities of contractors and their previous HSE performance data while
prequalifying and selecting them.
3. Arrange a pre-job HSE meeting with relevant contractors prior to their start of work at site.
4. Communicate EMCO HSEMS requirements to client/contractors.

Accountability : He shall be accountable for selection of contractors with good HSE
performance and their adherence to HSE requirements, considering HSE requirements while
preparing tenders/bids and communicating client HSE requirements to PM/DM and MR HSE.

Authority : He has the authority to reject contractors who do not meet the HSE criteria and shall
have access to information on contractors HSE related data.







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n. Role : Warehouse-in-charge

Responsibilities shall include but not limited to the following : He shall

1. Ensure that lifting machinery and tackles are sent for testing at regular intervals and records
are maintained to that effect.
2. Maintain updated register for chemicals, machineries, lifting tackles etc.
3. Arrange all the necessary fire prevention and fighting measures in the warehouse.
4. Segregate materials and store them according to their HSE specifications.
5. Segregate wastes as hazardous/non hazardous and dispose them through approved agencies.
6. Maintain material safety data sheets for all chemicals & issue the same while delivering to
sites.
7. Verify the specification of materials received from supplier against the LPO contents to
ensure that the specified material has been received.
8. Maintain a database of technical data sheets/catalogues/specification of all materials
used/available in the organization.
9. Conduct mock drills for his location at quarterly intervals.
10. Ensure good housekeeping and adopt environment friendly practices.
11. Ensure that the warehouse is audited/inspected, as per schedule and corrective actions are
taken on the observations.
12. Ensure that specific inspections related to electrical, fire fighting/detection, A/C units
pertaining to stores are carried out at regular intervals and corrective action is taken on the
observations.
13. Maintain copy of insurance coverage for the stores (as applicable) and shall not stock more
than the specified limits.
14. Review current stock in his location as well as that of others to avoid duplication and
redundancy of materials.
15. Maintain a register of fire extinguishers, issued to site, to monitor its service due and arrange
for the same after providing suitable replacement.
16. Maintain details of hazardous/non-hazardous scraps/wastes available in his location and
arrange for disposal through authorised agencies.

Accountability: He shall be accountable for the inspection upon receipt, safe storage, handling
and issue of materials from the warehouse, as per the HSE requirements.

Authority : He has the authority to reject materials that do not meet the required specifications.









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o. Role : Site HSE Officer/Engineer
Responsibilities shall include but not limited to the following :
1. Monitoring the implementation of the various HSEMS procedures, by scheduled site visits
2. Provide assistance and advise to the concerned Project Manager/in-charge in fulfilling their
responsibility, including review of risk assessments.
3. Inspect and evaluate all facilities, equipment and the operations in the work place for
compliance with and enforcement of applicable industrial safety codes, standards and
regulations and submit a report on the same.
4. Follow up investigation of accidents/incidents, unusual occurrences, and safety complaints
and provide technical expertise to assist in preparation of incident investigation reports.
5. Review and comment on or approve work orders/ purchase orders/ method statements related
to that site (wherever applicable). The review will evaluate the work, work environment and
their interrelationship with the worker.
6. Review/approve purchase requests (as applicable) to verify/incorporate HSE specifications.
7. Maintain HSE bulletin boards and signs and evaluating site traffic and road signs.
8. Review completed Work Permits and maintain records of all the inspections and surveys in
order to report results and follow up on compliance and corrective actions.
9. Conducting Environmental Aspect Impact and Risk assessment for any new activity/new
machine/facility, (in consultation with project manager/HSE manager), wherever required.
10. Reviewing the RAs whenever there is an incident or any complaint from anybody about a
particular activity or from the findings of the HSE audit.
11. Maintain the summary of HSE performance as well as firstaid cases from site firstaid register.
12. Monitoring the HSE performance of site engineers/supervisors / foremen & sub contractors.
13. Maintain Suggestion / Near miss database & communicate them to MR(HSE) after site review
14. Maintain the summary of Safety attitude improvement slips, investigate and communicate the
corrective action to all concerned.
15. Identify unsafe acts and counsel respective individuals.
16. Analyze all near miss cases and first aid cases and come out with corrective action to
eliminate future occurrence or seek advice from HSE HO for support.
17. Plan, maintain HSE training matrix for all employees working in the project
18. Conduct HSE trainings as well as coordinate with HO for any specific training requirement.
Accountability : He shall be accountable for effective monitoring & reporting of the HSEMS
implementation in areas under his responsibility.
Authority :

1. Access to records, information, property or plans to form work place safety judgments;
2. Physical access to all site areas to do surveys, inspections, or other HSE related activities.
3. If imminent danger exists, the HSE Officer/Engineer is authorized, on behalf of line
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p. Role : Workmen representative

Responsibilities shall include but not limited to the following : He shall

1. Provide inputs, when consulted, for reviewing/preparing risk assessments.
2. Participate in incident investigation, with a no-blame attitude and provide unbiased
information that would help in identifying the root causes.
3. Provide feedback, when consulted, on new procedures/processes or their changes, that could
have an impact on the health and safety of workers, in order to ensure that they are realistic.
4. Actively participate in HSE meetings & represent HSE issues of to workmen in his location.
5. Communicate/consult with workmen on HSE issues as per the requests from site management
6. Shall not misuse his position or influence workers to satisfy his personal needs.

Accountability : He shall be accountable for ensuring transparency & impartiality in the
information provided by him

Authority : He has the authority to participate in meetings, investigation and consultations
pertaining to HSE issues that have an impact on the occupational health and safety of workers.

q. Role : Employee(s)

Responsibilities shall include but not limited to the following :

1. All employees, as a condition of employment, shall individually familiarize themselves with
and comply with all HSE regulations and instructions.
2. They shall use prescribed personal protection apparel and equipment and protective devices
provided for machinery, equipment, tools, and processes.
3. They shall develop intelligent and safe work habits by following procedures, safe practices,
and HSE rules and regulations in order to protect themselves and other workers from injury;
and to prevent damage to materials, equipment, and facilities.
4. They shall contribute any suggestions that may assist in the effort to prevent incidents
5. It is the responsibility of all employees to report all incidents related to HSE, to their
respective supervisors and they shall report atleast one suggestion/nearmiss in a year.

Accountability : They shall be accountable for following the HSE instructions and using the
necessary safety appliances, provided for their safety.

Authority : They have the authority to refuse to undertake a job for which they do not
understand the risk, hazards or safety precautions, or a job for which they have not received
proper instructions, training, and authorization.











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4.4.2 COMPETENCE, TRAINING AND AWARENESS

The organization has established a procedure for identify training needs and for providing
appropriate training to all personnel whose work has significant risk upon the health, safety and
environment.

The training procedure incorporates the need to make the employees, at each relevant activity,
well aware of

1. Their roles and responsibilities in achieving conformance with the HSE policy and procedures
as per the requirements of HSE-Management Systems including emergency preparedness and
response requirements.
2. the significant OHS hazards & Environmental Aspects, - actual or potential of their
activities and their benefits of improved performance
3. The potential consequences of deviating from the requirements specified in the respective
procedures.

All employees shall receive basic training in HSE awareness and understanding of the HSE-
Management Systems.

A training matrix has been developed detailing the training needs of the respective roles and
training modules are developed against the same. The customized HSE training programs ensure
that employees are able to undertake functions and support personnel in fulfilling the various key
tasks required of them within the HSE- Management Systems.

The training and continuous HSE education of personnel is aimed at helping the individual
appreciate the direct and indirect effects of their decisions and actions on the safety, health and
environment.

The records of all HSE training programs and associated training are documented and maintained
by administration department.

Reference:

SP 5 Competence, Training & Awareness








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4.4.3 COMMUNICATION, PARTICIPATION AND CONSULTATION

EMCO has established a procedure for internal & external communication within the organisation
as well as participation and consultation with their workers. The internal communication includes
providing information to various levels in the organization with regard to its OHS Hazards and
Environmental aspects and HSE Management Systems. Various forms of communications are
circulars, posters in internet, intranet, notice boards, e-mails and by internal meetings with
employees such as toolbox talk, group meetings, training and HSE review meetings.

The Engineer/supervisor/foreman reviews the non-conformities with the concerned employees to
ensure that the HSE compliances requirements are adhered to, problems quickly identified,
corrected and corrective & preventive actions taken wherever required.

All employees of EMCO are free to approach Management representative or HSE Incharge and in
case of absence of the above people the employee can approach the divisional head in case of
major HSE breach.

External communications include receiving, documenting and responding to relevant OHS
Hazards and Environmental aspects with the interested parties by HSE Engineer/ project in
charge.

Without exception, information or data relating to the companys HSE -Management Systems can
only be communicated externally with authorization from Management Representative (HSE).

Communication and complaints with regard to any aspect of the HSE performance are recorded in
the respective HSE records maintained by the Management Representative (HSE).

Every site shall have a Workers Representative to represent the workers and he shall be a part of
fortnightly HSE review meetings. Project manager/project in charge, HSE Engineer/ Officer, Site
Engineers, Supervisors, Workers Representative shall meet fortnightly in all their respective
sites. The HSE Engineer/officer will facilitate the meeting and project manager/ in charge shall
chair the meeting. The discussion on observations and the solutions shall be minuted and be
forwarded to HO and MR-HSE MS.

All workers, Technician & Supervisor are consulted at end of each Tool Box Talk and feedbacks
are recorded on TBT Format itself and the suggestion boxes are provided in every sites for
placing depositing their completed suggestion /Near miss report formats.

Reference:

SP 6 Communication, Participation and Consultation.








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4.4.4 DOCUMENTATION

The basic Structure of HSEMS documentation is illustrated and explained in section 4.a.
The related documentation include

1. HSE Manual
2. System procedures
3. General procedures
4. Operational control procedures
5. HSE objectives
6. Permits
7. Risk assessments & Aspect Impact assessments
8. Checklists & Formats
9. Registers Risk assessment register, Aspect Impact assessment registers, Legal registers

Reference:

SP 7 Document management

4.4.5 DOCUMENT AND DATA CONTROL

EMCOs document management procedure addresses identification, preparation, approval, issue,
review, revision, re-issues, storage and retrieval of all HSEMS document.MR - HSE maintains a
soft copy of applicable obsolete document for future reference and all other copies of obsolete
documents are destroyed by the respective copyholders.

Reference:

SP 7 Document management

4.4.6 OPERATIONAL CONTROL

EMCO has established operational control procedures with relevant operational criteria for
operations and activities that are associated with significant OHS risk/environmental impacts, to
cover situations where their absence could lead to deviation from the HSE policy, objectives and
targets. Operational control relates to the maintenance of these procedures and requirements at
specific areas within the organization.

General procedures are also established for inspections, PTWs, change management, sub
contractor management, PPE etc., to control the critical areas of HSEMS implementation.
Reference :

SP 8 Operational control
HSEOCP - 01








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4.4.7 EMERGENCY PREPAREDNESS & RESPONSE

EMCO has established Emergency Preparedness Plan to ensure appropriate responses to
unexpected or accidental incidents relating to HSE. A procedure has been established for
preventing and mitigating the impacts of such emergency situations. The organization reviews
and revises, if necessary, its emergency preparedness plan and response procedures after a mock
drill, occurrence of incidents or emergency situations where necessary.

The procedure also covers the requirement of periodical mock drills for testing/verification of
implementation of such procedures where practicable.

Reference :

SP 9 Emergency preparedness and response

4.5 CHECKING

4.5.1 PERFORMANCE MEASUREMENT AND MONITORING

EMCO has established a system for monitoring and measuring the actual performance in terms
of key characteristics against the OHS & E objectives and targets in the areas of HSE
Management Systems and operational controls on regular basis. This includes evaluation of
compliance with relevant Safety, Health and Environmental legislation and regulations.

The results are analyzed to determine the areas of success and to identify areas requiring
corrective action and improvement on the basis of performance indicators, which have been laid
down in the relevant HSE procedures. HSE Performance of line staff is measured and monitored
on a monthly basis.

The instruments used for measurements are calibrated to ensure accuracy of the measurements
and the relevant records of such calibration are retained for a specific period as laid down in the
procedure.

PROCEDURES REF:

SP 10 Performance Measurement & Monitoring








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4.5.2 EVALUATION OF COMPLIANCE

EMCO has established a system for monitoring all the applicable legal requirements and
compliance level to legal requirements shall be verified in sites at planned intervals as stated in
the procedure. The results of such evaluations including non-conformances, shall be circulated
to MR-HSE who in turn shall highlight them in Management review meetings to consider them
as input for management program, to permanently eliminate the non conformance.

Reference :

SP 11 Evaluation of Compliance

4.5.3 INCIDENT INVESTIGATION,NON-CONFORMITY,CORRECTIVE
ACTION AND PREVENTIVE ACTION

4.5.3.1 INCIDENT INVESTIGATION

EMCO has established a procedure to investigate incidents to identify root causes and
underlying potential deficiencies in the management system. The results of the investigations
shall be shared to all sites by HSE representative at HO.

Reference :

SP 12 Incident Reporting and Investigation

4.5.3.2 NON CONFORMITY, CORRECTIVE ACTION AND PREVENTIVE ACTION

The detection of an obvious non-conformance is considered as an opportunity for continual
improvements and they are considered as inputs for new HSE objectives and programmes.
EMCO has established a procedure for handling and investigating the causes for actual non-
conformances and potential non-conformances and taking corrective and preventive actions
respectively as appropriate to the magnitude of problems to mitigate any impact caused, along
with defined responsibilities and authority.

The procedure also covers the record keeping of causes identified, corrective and preventive
actions taken and changes, if any, incorporated in the respective procedure as a part of
standardization.

Reference :

SP 13 Control of Non-conformity, Corrective action and Preventive action








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4.5.4 CONTROL OF RECORDS

A procedure has been established for identification, collection, indexing, access, filing,
storage, maintenance, retention period and disposal of records related to EMCOs HSEMS.
Records shall be maintained for all the activities described in various sections of this HSE
manual. It shall be ensured that the records are legible, identifiable and easily traceable to
the activity or service.

The Project Manager /Site in-charge is responsible for ensuring that the necessary filing and
indexing of records is performed satisfactorily and he maintains a record matrix for the
records being maintained in his process.

These records are maintained to demonstrate conformance to the requirements of ISO
14001:2004 and OHSAS 18001: 2007 standards for a minimum period of 2 years from the
completion of the project.

Reference :

SP 7 Document management

4.5.5 INTERNAL AUDIT

EMCO has established a procedure for HSEMS audit to be carried out at planned intervals
to determine if the HSEMS conforms to planned arrangement as required by ISO
14001:2004 & OHSAS 18001:2007 standards and has been properly implemented and
maintained.

The audit procedure covers the planning, scheduling, methodology, responsibility and a
formal review of its results by the core committee in management review meeting. The
frequency of audits is based on the HSE risks, criticality of the concerned activity and the
results of the previous audits.

The MR (HSE) keeps a record of qualified internal auditors and organizes audits and
reports the results to Divisional head and follows up with the concerned functional head and
project manager for corrective and preventive actions.

Reference :

SP 14 HSE Audit.








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4.6 MANAGEMENT REVIEW

Management review meeting shall be held once in 3 months to discuss the overall
performance of EMCO, chaired by the Divisional head. All members of core committee
participate in this meeting.

The review covers the mandatory items specified in the standards of OHSAS 18001:2007
and ISO 14001:2004 and also EMCO specific requirements.

The minutes of meeting is circulated to all the members by MR-HSE. The HSE
Department maintains record of Minutes of meeting for 3 years.

PROCEDURES REF:

SP 15 Management Review