Ppea-wi-012_b Consultation And Communication At Site

Doc - No.

ALSTOM Power Turbo-Systems Responsible department:

Take over department:

PPEA

Revision:

Doc.-type:

Rev B, 2004-08-25

WI

PPEA-WI-012 File No.:

Prepared:

Checked:

Approved:

Language:

Glynn Carty, PPEA

Hatice Doerflinger, PPEA

Mark Chilcote, PPE Peter Oldroyd, PPC

en

Valid for:

Derived from:

Replaces:

Priority

Rev A ,17.09.2003

1

Site Construction & Commissioning Function

Page:

1/6

Work Instruction Consultation and Communication at Site

Contents:

1

Aim

2

Area of Application

3

Responsibilities

4

Reference Documents

5

Terminology, Definitions, Abbreviations

6

Procedure

7

Attachments

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1. Aim To ensure a consultation and communication process that: • •

encourages participation in good EHS practices and support for our EHS Policy and Objectives, and; allows for the effective dissemination of EHS related information, both internally and externally.

2. Area of Application ALSTOM Power Turbo-Systems (ALSTOM PT), Plant Business, Site Construction & Commissioning Function. 3. Responsibilities •

ALSTOM PT Site EHS Manager will ensure that:

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this procedure is brought to the attention of the appropriate ALSTOM PT Site Management, ALSTOM PT Partners and Subcontractors where local requirements are not met by this guideline, the document is amended to suit or other suitable provisions are made this guideline is audited at appropriate intervals

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ALSTOM PT line management and line managers of ALSTOM Partners will ensure that the workers, over whom they have direct control, comply with this procedure and that subcontractors are managed accordingly

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All Site EHS and Supervisory Personnel will: - monitor compliance and report any breach of procedure to the appropriate manager

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ALSTOM PT Unit Head of EHS will continually review the adequacy of this procedure and revise as appropriate.

4. Reference Documents Project Specific EHS Plan PPEA-WI-007 Identification of Significant Environmental Aspects at the Site PPEA-WI-003 EHS Risk Assessment PPEA-GL-015 EHS Method Statements PPE-WI-005 Objectives and Targets 5. Terminology, Definitions, Abbreviations N/A

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6. Procedure 6.1 Internal Communication and Consultation Employees at each level of the organisation shall be involved in the development and review of the following at that particular level: • • • • • •

EHS Policy and EHS Objectives and Targets Process documentation such as EHS Plans, Work Instructions, etc. Hazard Identification, Risk Assessment and Risk Control Procedures Identification of Environmental Aspects and Impacts Training Programmes Changes that may affect EHS in the workplace

Communication and consultation shall generally be done using the following methods: • • • • • • •

E-mails Meetings, (i.e. Site EHS Committee or Site Morning Meeting) Site EHS Statistics Notice Board EHS Bulletins Tool–box Talks Audits Reports

Where necessary communication shall be controlled using the appropriate documentation control system. 6.1.1 Workers EHS Representative (When required) ALSTOM or Contractor EHS Representatives may be appointed. Each Contractor may establish an EHS committee, if requested by their EHS representative. Copies of the minutes of these meetings shall be distributed as appropriate, displayed on the Contractors own notice board(s) and tabled for discussion at the EHS committee meeting.

6.1.2 Site Environmental, Health & Safety Committee The membership is as follows: • • • • • • •

Owners Site Representative ALSTOM PT Site Manager ALSTOM PT Commissioning Manager ALSTOM PT Construction Managers (Civil / Mechanical / Electrical) ALSTOM PT Site EHS Manager Main Contractors Site Managers Main Contractors Site EHS Representatives

The Project EHS Committee shall provide a forum by which the overall Project can be considered, monitored and actions agreed for the effective planning and management of EHS issues. Any actions shall be binding upon those parties represented on the Committee. Any disagreement shall be reported to the Committee Chairman within seven calendar days.

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The first meeting will take place within 1 month of the start-up of the project and further meetings will take place at monthly intervals. The agenda for the meeting is to be agreed by the Committee but as a minimum must include: • • • • • • • • • •

Initial identification of any specific health & safety issues (Risks) Initial identification of any specific environmental issues (Aspects) Setting and subsequent monitoring of site Objectives and Targets Review of any accidents and incidents that have occurred during the period Review and discussion over any changes to the EHS Plan Review of any Audits and Inspection including any outstanding corrective actions Highlighting any necessary training Discussion over any changes to legislation, international standards or ALSTOM PT Work Instructions and Guidelines Status of any disciplinary actions taken Implementation of the Site EHS Merit (Award) and Demerit Scheme

The Committee shall meet on an agreed regular basis, with extraordinary meeting being called at the discretion of the Chairman. The ALSTOM PT person responsible for EHS shall also hold weekly meetings with all direct Contractor EHS representatives to discuss and resolve any pressing items and review forthcoming activities.

6.1.3 Site EHS Statistics Notice Board The Site EHS Notice board will be updated periodically and will be located at the site main entrance. The Site EHS Notice board will display the following Key Performance Indicators: • • • • • • • •

Project has been running for [number] of days; Fatalities to date; Lost Time Injury Frequency Rate [number]; Lost Time Injuries to Date [number]; Environmental Incidents to Date; Lost Work Days to Date; All injury Frequency Rate; Total Project Hours to Date.

6.1.4 EHS Bulletins The ALSTOM Site Manager or Site EHS Manager shall use EHS Bulletins to disseminate any EHS related information deemed necessary to ensure all Projects personnel are adequately informed about workplace related hazards, activities, and changes that may affect the worksite as a whole. The type of subjects covered by these notices includes but is not limited to: • ALSTOM PT and Site EHS Policies • Posters sent by Head Office • EHS related advices and decisions (Management, Site EHS Committee etc)

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• Information necessary to ensure the ongoing improvement of safety activities or initiatives on Site • Good practices • Notifications of changes to safety documentation, procedures or systems • Significant workplace incidents, events or activities • Newly introduced hazards and associated control measures • Road closures. 6.1.5 Tool Box Talks Tool Box Talks are a means of providing structured interaction between Employees and their supervisors/ managers on EHS related issues. The Supervisor should explain and discuss EHSrelated subjects and problems in a clear and concise manner so as to ensure understanding by all participants. The short duration training topics are based on material supplied in support of particular EHS topics, or alternatively may centre on a particular Accident /Incident. The talks are intended to discuss EHS in a constructive fashion and not to conduct a fault finding or complaining exercise. Suggestions by all participants are actively encouraged. Meetings shall be conducted weekly and attendance at these meetings is compulsory. Contractors shall be expected to maintain records. Meeting Structure Tool Box Talk Chairman: Membership: Agenda: Frequency: Duration:

Supervisor Reporting employees Incident /Accident or Hazard Reports; EHS Training Topic, EHS issues Weekly Usually 10 to 30 minutes

6.2 External Communication and Consultation 6.2.1 Contractors On site personnel from each direct contractor will form part of the EHS Committee. Each contractor will be included on the distribution list for the Project Specific EHS Plan, an initial copy of which shall be provided with the contract. Contractor Line Managers and Supervisors are responsible to establish practical and effective communications programmes regarding health & safety within their work environments. Contractors are responsible to ensure the records of communications are maintained for the duration of project and five (5) years beyond to assist in possible litigation claims. 6.2.2 Other Stakeholders This concerns contacts with the companies’ stakeholders as follows: • • • •

Regulatory authorities Customers Trade Organisations General Public

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Environmental Pressure Groups

These communications will generally be made at site; therefore communication shall be by the Site Manager or his designated nominee. In the case of the regulatory Authorities and Environmental Pressure Groups this shall be done in co-ordination with the Head of EHS for the Construction and Commissioning Department. Communication may be by telephone, fax, letter, e-mail but a record of the communication must be made and any communication must be distributed internally as appropriate. Where necessary at a particular site other consultation and communication may be necessary; this will be detailed in the Project Specific EHS Plan. 7. Attachments None -End of Document-

We reserve all rights in this document and in the information contained therein. Reproduction, use or disclosure to third parties without express authority is strictly forbidden. © ALSTOM Switzerland Ltd 2013