HCP-8000-PL-Z-3301 P2 S01 Contractor SMP Template Rev 0

HAIL CREEKCOAL PROJECT

Senior Safety Officer <:'"'

APPROVED G Morgan Construction Manager

~

~

REVISION DESCRIPTION BY

IW

IW

APPDREV

A

O

DATE

18/12/01 I Issued for Review

~14/01/02 I Issued for Approval

HAIL CREEK COAL PROJECT


Safety Management Plan Rev 0 Part 2, Section 1, Contractor Safety Management Plan Template Page i of i HCP-8000-PP-Z-3001

Table of Contents

1 PURPOSE OF THIS TEMPLATE 1

2 THE PURPOSE OF CONTRACT SAFETY MANAGEMENT PLAN 1

3 SCOPE OF CONTRACT SAFETY MANAGEMENT PLAN 1

4 QUALITY APPROACH 3

5 RELATIONSHIP BETWEEN THE PROCESS AND THE PLAN 5

6 RESPONSIBILITIES 5

6.1 MANAGER 5

6.2 COORDINATOR 6

6.3 INDIVIDUAL 6

7 CONTENTS AND STRUCTURE OF CONTRACTOR SAF ETY MANAGEMENT PLAN 6

7.1 BASE PLAN 6

7.2 OBJECTIVES 7

7.3 CONTENT AND STRUCTURE OF THE PLAN – Figure 3 7

8 SAFETY MANAGEMENT PROCESS ROAD MAP 15

9 SAFETY MANAGEMENT PROCESS IMPLEMENTATION OVERVIEW 15 Figures: Figure 1 – Management Process

Figure 2 – Hatch Hail Creek Coal Project Safety Management Process Figure 3 – Contractor Safety Management Plan Contents



Safety Management Plan Rev 0 Part 2, Section 1, Contractor Safety Management Plan Template Page 1 of 15 HCP-8000-PP-Z-3001

1 PURPOSE OF THIS TEMPLATE

The purpose of this template is to assist the Hail Creek Project Contractors with a structured approach to the development of their Project Safety Management Plan. This template is an integral part of the Hail Creek Coal Project Safety Management System. It is designed to be used by all contractors at the various stages of their business processes for the development of the Safety Management Plan.

2 THE PURPOSE OF CONTRACT SAFETY MANAGEMENT PLAN

The Safety Plan is a vital component in the overall management of health and safety within the Hatch Hail Creek Coal Project. It provides the primary means for people within the project to meet the requirements of the safety policies and the strategic safety objectives. The collection of individual tasks that constitutes the safety plan assist the various work groups to reach their desired safety performance and provides the opportunity to demonstrate compliance to their safety obligations. In accordance with Hatch Hail Creek Safety Management Systems (Policy Document), it is required that all Project Contractors will have a Safety Management Plan in place and that each person within that group will have task/s appropriate to their responsibility.

3 SCOPE OF CONTRACT SAFETY MANAGEMENT PLAN

The Contractor Safety Management Plan Scope needs to be aligned with Hatch Hail Creek Project Safety Management Plan in that it is based on activity and organisation. Refer to Safety Management Plan Contents Section 7 and figure 3. The plan must define the actions that the Contractors commit themselves to in order to achieve the objectives stated in the Project Safety Policies. The plan establishes tasks, targets and measures by which these objectives will be met. NOTE:- The Hail Creek Coal Project, Project Procedure HCP-PP-G-033 – SITE RULES must be referenced as an Annexure to this Contractor Safety Management Plan Template.




The Plan will:

§ Focus efforts towards the project common objectives; § Provide systematic identification of hazard and risk management; § Apply individual accountability for safety performance;

§ Instil ownership for safety performance; § Drive continuous improvement by building in performance feedback into the

project quality management. All eleven elements of the Hatch Hail Creek Coal Project Safety Management Process must be addressed in the plan. Key Performance Indicators (KPIs) must be established. The eleven elements of the Safety Management Process are: 1. Leadership and Commitment 2. Performance Measurement and Reporting 3. Involvement, Communication and Motivation

4. Contractor Alignment 5. Training and competency 6. Hazard and Risk Management 7. Occupational Health and Hygiene 8. Safe systems of work

9. Incident, Reporting, Investigations and Management 10. Site Management 11. The Environment

Note: To prevent confusion in this document the Safety Management Process will simply be referred to as the Process. The Safety Management Plan will be referred to as the Plan. An effective Plan provides the following: a. A means to measure performance; b. A means to motivate people to complete tasks; c. A means to reward good safety performance; d. Assistance in communicating responsibility for safety; e. A check that all elements of the process are being addressed at a senior management

level; f. A means to implement improvement.




To help increase acceptance of the plan the tasks need to involve all people within the contractor organisation. One way to get everyone involved and to minimise the amount of effort to administer the plan is to include several tasks which require multiple people to action. This may be in the form of participating or running JHA’s, carrying out inspections, etc.

4 QUALITY APPROACH

Experience has shown that the basic quality approach to business control involves six component cycle (Figure 1). These six component cycle shall form the basis for the structure of the contractor plan.

Figure 1 – Management Process

PLAN

ASSESS RISK

SCHEDULE

EXECUTE

ANALYSE

ASSURANCE OF FUTURE

PE

RF

OR

MA

NC

E L

OO

P

CO

MP

LIA

NC

E L

OO

P




Figure 2 – Hatch Hail Creek Coal Project Safety Management Process

PLAN Leadership and Commitment

ASSESS RISK Hazard and Risk Management

SCHEDULE Safety Systems of Work

Site Management

EXECUTE Performance measurement and Reporting

Training and Competency

Occupational Health and Hygiene

Contractor's Alignment

ANALYSE Involvement, Communication and Motivation

ASSURANCE OF FUTURE Incident Reporting

The Environment

CO M PL IA NC E LO OP

PE RF OR M AN CE LO OP




A great focus is required on the up-front (“Plan” and “Assess Risk”) of the cycle.

§ The (“Execute“, “Analyse” and “Assurance of Future”) components of the cycle are expressed through performance monitoring, auditing and incident investigation;

§ Controls to achieve continuous improvement are built in by incorporating each of the six components in the overall structure and within the action plans relating to each element of the plan.

5 RELATIONSHIP BETWEEN THE PROCESS AND THE PLAN

The plan will provide a quality framework within which the eleven elements of the Safety Management process can be carried forward to provide a guarantee of continuous improvement.

6 RESPONSIBILITIES

Safety Plan preparation and implementation relies on three main work designations in any contract organisation – the manager, the plan coordinator and the individual. Their responsibilities are detailed below:

6.1 MANAGER The responsible Manager is the person in charge in the organisation for which the Plan is to be developed. The specific responsibilities for the Manager are to § Provide resources to complete the plan; § Ensure there is involvement and buy-in of all people within the group; § Approve the objectives and targets for the group; § Ensure the group tasks are completed.




6.2 COORDINATOR The appointment of a Coordinator will help ensure development and implementation of the Plan. The responsibilities of the Coordinator are: § Begin the planning process in line with contract deliverables; § Determine the mechanics of the Plan, i.e. how it is structured, the medium on which it

is recorded and how it is communicated; § Develop the objectives ensuring involvement of all relevant parties;

§ Coordinate the participants to get their tasks ready prior the start of the Plan period; § Provide a means of tracking progress.

6.3 INDIVIDUAL The Individuals referred to here are the people that make up a particular group. Safety Plans are not for supervisors and managers only, they must include individuals. As the intent of the Plan is to show performance and compliance, the absence of the Individual would make these objectives impossible. The responsibilities of the Individual are to: § Prepare task(s) to demonstrate their own performance and show compliance;

§ Complete tasks in the Safety Plan; § Report completed tasks to the Plan Coordinator or status recorder.

7 CONTENTS AND STRUCTURE OF CONTRACTOR SAFETY MANAGEMENT PLAN

7.1 BASE PLAN Base plans needs to be structured around the eleven elements of Hatch Hail Creek Coal Project Safety Management Process. Refer to figure 2.




7.2 OBJECTIVES Since the plan is the primary means of communicating safety objectives, these objectives need to be clearly stated at the beginning of the plan. It should also be remembered that the Hatch Hail Creek Coal Project objectives will only be achieved through the effective implementation of the Contractor plans. Therefore objectives at the Contractor plans level must reflect those held by the project as a whole. The objectives should incorporate as many positive indicators as possible – i.e. inputs such as plan compliance rather than output, such as injury rates. The format of the plan needs to be such that it allows readers to quickly identify what the plan is trying to achieve and to clearly show individuals how their contributions through tasks fit into the overall process.

7.3 CONTENT AND STRUCTURE OF THE PLAN – Figure 3 Executive Summary A high level summary of the Plan (one page maximum). Mission Statement Provides a sense of ownership and relevance to the plan. Objectives § A Statement of long term ideals of safety management by the Contractor;

§ Specific project objectives; § Statistical targets that shall be included and must support the long-term targets.

Planned Activities § Activities relevant to safety risks which will be carried out during the contract period. If

contract period more than one year then planned activities need to be structured annually;

§ Risk management for safety risks must be established and covered in the activity list; § A specific management plan shall be established and implemented for each “ Principal

Hazard “ identified. Refer to “Principal hazard” definition in Coal Mining Safety and Health Act. These Principal Hazard Management Plans shall include a monitoring program to ensure that controls identified for ensuring the associated risk remains at an acceptable level are implemented and maintained;




§ All eleven elements for Safety Management process must be covered.

Action Plan § The heart of the plan; § Objective(s) for each element; § Define the specific actions that will be performed (Clear Task(s)/ Clear Target for each

objective); § Each action statement must unambiguously define the action, the target completion,

then person(s) responsible for carrying out the action, measures and verifications (refer to figure 4 - Safety plan action items summary table).

Resources Summary A summary of the personnel, budget, software, and hardware required to fully and effectively implement and review the plan through the planning period. Progress Monitoring § Indicate the method where by implementation and progress will be monitored; § A summary of the performance indicators that will be used to judge whether the plan is

effective; § Both input indicators and output indicators must be identified; § The aim is to provide assurance that improvements relative to each element are

sustainable; § The performance indicators should therefore provide a self-assessment capability and

should preferably allow a rating (which should be trended) relative to an “ideal” performance.




Figure 3 – Contractor Safety Management Plan Contents

Introduction: § Executive Summary (one page maximum) § Mission Statement

- Relevant corporate objectives - Specific Project objectives - Statistical targets

Planned Activities: § Planned Activities and their Health & Safety risks § Risk Management for Health & Safety Risks § Management Plans for Principal Hazards § All eleven elements of Safety Management process must be covered

Action Plan: § Strategies for meeting the objectives § Clear tasks

- Defined targets and action(s) for each task

Resource Summary, § specify personnel, software/hardware etc, required to fully implement the plan

Progress Monitoring: § Indicate the method(s) whereby implementation and progress will be monitored including the forum

§ Key performance indicators (KPI’s)

Feedback to Improve: § Strategy for identifying and incorporating improvement into the plan § Forum and frequency for improvement review sessions must be included.



FIGURE 4 SAFETY MANAGEMENT PLAN ACTION ITEMS SUMMARY TABLE


Task Ref. No.

SMP Element/Sub Element Project Manager

Construction Manager

Line Manager

Supervisor Workgroup Member

Measure Quality

1 Leadership and Commitment 1.1 Visible and Proactive Leadership 1.2 Team Building 1.3 Demonstrated Commitment 1.4 Management Review 1.5 Legislative Compliance 1.6 Roles, Responsibilities and Accountability

2. Performance Measurement and Reporting 2.1 Proactive and Reactive Performance

Indicators

2.2 Workplace Observations and Audits 2.2.1 Safety observations 2.2.2 Standard Operating Procedures Audit

2.2.3 Principal Hazard Management Plans Audit

2.2.4 Safety Management Plan Audit and Review

2.3 Reporting

Note: Additional tasks can be created during the course of the contract which are either additional to or substitution for original tasks.





Task Ref. No.



Line Manager


Measure Quality

3. Involvement, Communication and Motivation 3.1 Safety Meetings/Committee 3.1.1 Toolbox Meetings 3.1.2 Shift/job Start Meetings (Safety Huddles) 3.1.3 Safety Action Meetings 3.2 Behaviour – Focussed 3.2.1 Safety observation and coaching 3.2.2 Behaviour improvement and discipline 3.3 Information and Learning 3.3.1 Site Rules 3.3.2 Safety Alerts

4. Contractor Alignment1 4.1 Pre-Qualification of Contractors 4.2 Pre-Contract Considerations 4.3 Tender 4.4 Mobilisation 4.5 On Site Management 4.6 Review and Close Out

5. Training and Competancy1 5.1 Inductions 5.2 Training Program to meet training

needs

5.3 Hazard Identification and Risk Management

1 For major Contractors only





Task Ref. No.



Line Manager


Measure Quality

5.4 Black Coal Competency assessed, identified and provided for Contractor Personnel as required in the Coal Mining Health and Safety Act

6. Hazard and Risk Management 6.1 Hazard Register Update 6.2 Job Hazard Analysis 6.3 Hazard Reporting 6.3.1 Remedial Action Items 6.3.2 Communication of Reported Hazards

7. Occupational Health and Hygiene 7.1 Monitoring of the working environment for

health hazards

7.2 Injury Management 7.3 Health Promotion Program 7.4 Fitness for Work

8. Safe Systems of Work Note: The Contractor Safety Management Plan

must include the required Project Standard Operating Procedures for all performed activities

8.1 Designing for Safety 8.1.1 Provide vibrations test results as part of

Commissioning to client

8.1.2 Provide noise assessment results for plant and equipment after Commissioning to client

8.1.3 Provide record of Confined spaces to Client





Task Ref. No.



Line Manager


Measure Quality

Client 8.1.4 Provide client with results of the lighting

surveys

8.1.5 Provide standard operating procedures that include requirements for all static and mobile plant construction as part of the Contractors Scope of Work

8.2 Implementation of Project SOP’s 8.3 Implementation of Project Safety and

Health Standards

8.4 Project Safety Programs 8.4.1 Hazard Identification 8.4.2 Fitness for Duty Program 8.4.3 Safety Observation Program 8.5 Emergency Response 8.5.1 Potential site emergencies identified 8.5.2 Capabilities to manage potential

emergencies assessed and available

9. Incident Reporting, Investigation and Management

9.1 Incident Reporting 9.2 Incident Investigation 9.3 Incident Review 9.4 Feedback to Improve 9.5 Rehabilitation Program





10. Site Management 10.1 Procurement 10.2 Traffic Management 10.3 Emergency Preparedness and

Response

11. The Environment 11.1 Site Waste Management 11.2 Dust Management 11.3 Hearing Conservation




Safety Management Systems Manual Rev 0 Part 2, Section 1, Contractor Safety Management Plan Template Page 15 of 15 HCP-8000-PP-Z-3001 Annexure 1, Health & Safety Site Rules

8 SAFETY MANAGEMENT PROCESS ROAD MAP

Specifying how each element is to be implemented, by whom and when is essential for the reliable application of the Safety Management process. The purpose of the Road Map is to describe the supporting Contractor documentation to enable personnel to identify which procedures and work practices are available in their work groups.

Safety Management Process Element Guideline Checklist No. Element/Sub-Element Process

Reference Custodian

1 Leadership and Commitment 2 Performance Measurement and Reporting 3 Involvement, Communication and

Motivation

4 Contract Alignment 5 Training and Competency 6 Hazard and Risk Management 7 Occupational Health and Hygiene 8 Safe Systems of Work 9 Incident Reporting, Investigation and

Management

10 Site Management 11 The Environment

9 SAFETY MANAGEMENT PROCESS IMPLEMENTATION OVERVIEW No. Element/Sub-Element What We Do 1 Leadership and Commitment 2 Performance Measurement and Reporting 3 Involvement, Communication and

Motivation

4 Contract Alignment 5 Training and Competency 6 Hazard and Risk Management 7 Occupational Health and Hygiene 8 Safe Systems of Work 9 Incident Reporting, Investigation and

Management

10 Site Management 11 The Environment

Documents

HCP-8000-PL-Z-3301 P2 S01 Contractor SMP Template Rev 0