CDI-T TERMINAL INSPECTION REPORT MANAGEMENT QUESTIONNAIRE
Fifth Edition 1st January 2012
Management Rev. CDI-T 1/12
Cover (C) 2012 Chemical Distribution Institute
CDI-TERMINAL INSPECTION REPORT INTRODUCTION
(C) 2012 Chemical Distribution Institute All rights reserved. Except for normal review purposes no part of this document may be reproduced, utilised, stored in any retrieval system or transmitted in any form or by any means electronic or mechanical, include photocopying, recording or by any information, storage or retrieval system without the written permission of Chemical Distribution Institute (CDI).
ACKNOWLEDGEMENT The contribution made by all members of the CDI-T Technical Committee, the Centre for Maritime and Industrial Safety Technology, the European Chemical Industry Council and the American Chemistry Council in the preparation of this, the Fifth Edition of the Terminal Questionnaire, is gratefully acknowledged.
NOTICE OF TERMS OF USE While this report has been developed using the best information currently available, it is intended to be used entirely at the user’s own risk. No responsibility is accepted by the Chemical Distribution Institute (CDI) or any person, firm, corporation or organisation who or which has been in any way concerned with the furnishing of information or data, the compilation, publication or any translation, supply or sale of this report, for the accuracy of any information given herein or for any omission here from or for any consequences whatsoever resulting directly or indirectly from information contained herein even if caused by a failure to exercise reasonable care.
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Introduction Page 1 (C) 2012 Chemical Distribution Institute
CDI-Terminals Terminal Inspection Report INDEX OF CHAPTERS PART 1, MANAGEMENT QUESTIONNAIRE M0
General Information
M1
Management Responsibility
M2
Training
M3
Quality Management System
M4
The Supplier of Goods and Services
M5
The Customer
M6
Personnel
M7
Operations
M8
Maintenance
M9
Non-Conformity Reporting on Quality and HSE&S
M10
Fall-Back Plans and Emergency Preparedness
M11
Administration
M12
Personnel Safety
M13
Occupational Health
M14
Environmental Protection
M15
Security PART 2, TECHNICAL QUESTIONNAIRE
TA.
SYSTEMS
TA1
Fire Fighting
TA2
Power Distribution
TA3
Vehicle Circulation
TA4
Emergency Response
TA5
Tank Cleaning
TA6
Sewers, Solid and Liquid Waste
TA7
Vapour Emission Control
TA8
Security
TA9
Hoses
TB.
AREAS
TB1
Road & Rail Tank Car Loading & Unloading
TB2
Jetties and Berths
TB3
Tank Farm
TB4
Pumping Stations & Transfer Lines
TB5
Drumming & Blending Area
TB6
Warehouse
TB7
Buildings
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Introduction Page 2 (C) 2012 Chemical Distribution Institute
CDI-Terminals Management Questionnaire INTRODUCTION The Background This CDI-T Questionnaire was originally developed as part of the CEFIC “Safety and Quality Assessment System for Terminal Operations”. The aim of the Questionnaire is to give an accurate assessment of the terminal at the time the inspection is carried out. The Questionnaire is essentially a quality assessment of the terminal, its operations and personnel, which also incorporates essential aspects of safety and environmental protection. The Questionnaire does not attempt to pass or fail the terminal for any particular purpose but rather to give an assessment of performance at the time of the inspection. The Inspector The highest standards of ethical behaviour are expected from CDI Inspectors. The findings presented in the Report are to be regarded as confidential and the property of the terminal owner and on no account shall the Inspector discuss the contents of the Report with any third party. The Inspector will be an observer only and shall not interfere or become involved in the operation of the terminal or be a party in any discussion between the terminal, customer, local authorities, etc. A courteous and considerate approach is expected of the Inspector in all dealings with the terminal's personnel. The Inspector should take care to ensure that his actions do not in any way delay or interfere with the normal operation of the terminal. The Inspector shall not operate any equipment, but he may request equipment to be run or operated under test. The Inspector may relate industry best practice, but he is not permitted to advise on specific operational or constructional matters. The Inspector is expected to set a good example with respect to his own safety procedures during the period of the inspection. The Inspector will wear, as appropriate for the location, protective clothing and equipment including boiler suit, safety helmet, safety shoes, safety gloves, ear protectors and goggles / safety glasses. The terminal's safety procedures and notices displayed at the terminal must be complied with by the Inspector. The Inspector shall not enter restricted areas unless the Manager's permission has been obtained and any relevant permits / checklists have been completed correctly. The Inspector will not enter an enclosed space unless entry procedures are fully complied with.
The Questionnaire There are three categories of questions, these are: TPQ indicates a Terminals Particulars Question. These may be completed by all terminals and principally deal with the capacity and facilities available at the terminal. SI indicates a Self Inspection Question. Terminals having been previously inspected by CDIT, may complete these questions in the days prior to the inspection taking place. These questions principally concern procedures and records, and are subject to audit by the Inspector. Where an Inspector finds that SI questions have not been answered correctly, the Inspector has the right to revert to a full inspection of the Chapter, the Department or the entire Terminal.
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Introduction Page 3 (C) 2012 Chemical Distribution Institute
CDI-Terminals Management Questionnaire INTRODUCTION I indicates an Inspection Question. These questions will be inspected by the Inspector, irrespective of previous inspections. Questions are to be answered ''Yes'' or ''No'', with provision for a ''N/A'' answer when a piece of equipment or facility does not exist. Questions within the Questionnaire which clearly do not apply to the terminal should be marked as N/A. Examples of non applicable questions are where an operational assessment is required of equipment fitted and the terminal does not carry the equipment listed. A "No" answer to a question does not necessarily imply that the terminal is not in compliance. All "No" answers must be supported with an observation explaining the reason and/or circumstance that exists. Prior to the Inspection Prior to an inspection being carried out, the terminal should complete the appropriate questions in the Questionnaire, ready for presenting to the Inspector. This practice will greatly reduce the time for inspection and provide the Inspector with all pertinent information regarding the terminal. An inspection shall not normally be carried out during hours of darkness. The only exception to this is when special arrangements have been made with the Manager prior to the Inspector arriving at the terminal. The Opening Meeting On arriving at the terminal, the Inspector will identify himself to the Manager and outline the objectives and requirements of the inspection. The Inspector and the Manager should agree the sequence for the inspection and construct a timetable, listing key personnel and their availability to assist with the inspection. The inspection should be planned and carried out in a manner which will not conflict with the safe operation of the terminal. During the inspection, it is recommended that the Inspector is accompanied at all times by a responsible and suitably qualified person(s), nominated by the Manager. Proper planning at the Opening Meeting will enable the inspection to be carried out efficiently and with the minimum of disruption to the normal working of the terminal. The Inspection Immediately following the Opening Meeting, the Inspector is required to ‘’go out on site’’ for 4 to 5 hours to observe the actual operating conditions of the terminal. It is a requirement that all questions, statements and information in the Questionnaire are completed. Sampling of questions within the Report, other than pre-completed SI questions, is not permitted. However, sampling within a particular question is permitted. For example, when assessing the question on the operating instructions, the Inspector is not expected to sight every operating instruction at the terminal but only a sufficient number to make a broad judgment that they are displayed or readily available.
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Introduction Page 4 (C) 2012 Chemical Distribution Institute
CDI-Terminals Management Questionnaire INTRODUCTION With the terminal in operation, some areas may not be capable of inspection, e.g. tanks, restricted loading bays. When any question is not addressed due to operational reasons, the N/A check box should be marked and a note made in the relevant Remarks section. With the exception of "familiarity" type questions which by their nature are subjective, answers to all other questions must be based on objective evidence. Objective evidence is defined as qualitative or quantitative information, records or statements of fact which is based on observation, measurement or test and which can be verified. Asking for a procedure, is ‘’implicit’’ that the procedure is implemented, followed and enforced. Inspector’s will employ the methodology of ‘’tell me,’’, ‘’show me’’, ‘’prove to me’’ in establishing the answers to questions. The assurance of the terminal's staff will not be accepted by the Inspector as compliance with a particular question, without objective evidence being produced to support their assertions. Should a request for the demonstration or test of a particular piece of equipment be refused, then the details will be noted in the relevant Remarks section. Requests for a test of equipment shall not be made where this will result in a major disruption to the terminal's normal operations. i.e. stopping operations, blackout, etc. The Closing Meeting On completion of the inspection, the Inspector will hold a Closing Meeting with the Manager. At the Closing Meeting the Inspector will provide the Manager with a copy of the Report Summary containing the inspector’s observations and remarks. The Inspector will discuss with the Manager the answers given in the Report Summary and if requested to do so, explain how the answers have been determined. Should a "No" answer or observation be contested, then the Inspector will give the Manager the opportunity to produce objective evidence to satisfy the requirement. If satisfactory evidence of compliance is produced, then the answer to the question may be amended. Answers to questions, should not be amended after the Inspector leaves the terminal. The Manager must be given the opportunity to comment in writing on the contents of the Questionnaire. Any written comments from the Manager will be entered to the database by the Inspector. The Manager will be requested to sign for the Report Summary. The Manager's signature is for receipt only and does not infer that the Manager agrees with the assessment. However, the Manager must be made aware that release of the Report is bound by agreement between the Terminal Company and CDI-T, in that: the Tank Terminal Company undertakes to distribute copies of the Report only via the services provided by CDI-T. The inspection does not result in a pass or fail. The Report is for consideration by a potential customer(s) only. The Inspector shall not make any recommendations for the correction of any items marked as "No" in the Questionnaire, nor indicate to the Manager, or any other person, the standard of the terminal or the possible eventual outcome of the inspection.
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Introduction Page 5 (C) 2012 Chemical Distribution Institute
CDI-Terminals Management Questionnaire INTRODUCTION Processing the Report During, or on completion of the inspection, the Inspector will enter all the inspection data (together with any comments from the Manager), into his computer terminal and then up-load the Report to the CDI-T database in accordance with the procedures governing control of the database system. Except in exceptional circumstances (or when instructed by CDI), copies of the Report must not be faxed, or transmitted by any other means, to any person or business who is not the terminal owner. Inspection data is privy to the Inspector (which includes persons employed by the Inspector or under the direct control of the Inspector) and the terminal owner. Persons who do not have approved access to the electronic database, are not permitted to sight the inspection data in hand-written or typed hard copy. The use of the electronic database provides a level of security for the inspection data which is severely compromised if information is faxed or mailed to uncontrolled third parties. The Inspector is responsible for the security of the inspection data (hard copy and electronic) between the time of carrying out the inspection and uploading the data to the database. Within the confines of this procedure, the Inspector shall ensure that a back up of the inspection data is available in the event that the original inspection data is lost prior to uploading to the database.
Inspectors are required to ensure that: - All laptops and portable data storage devices are password protected. - All MS Excel and pdf files are deleted from laptops and portable data storage devices after conveyance of the document to the relevant party. - Historic inspection data is only retained on office hard drives in the client.rep file format.
After uploading inspection data to the database, all hard copy inspection data shall be retained by the Inspector for a period of three years. Thereafter, the documents may be disposed of in a safe and secure fashion. After Inspection On receipt of the Report to the database, the database will automatically send the Report Number and Security Code to the e-mail of the person entered in question M0.7. From the date the Report is entered to the database, the terminal has an exclusive 14 day period to review the Report and revoke any access permissions. The terminal has a total period of ninety days from the date the Report is entered to the database to enter initial comments to any negative answers. The terminal may edit Section M0 and enter additional comments at any time within the life of the Report. Entering and updating the comments is an important expectation of the chemical companies accessing the Report. On receipt of the Report to the database, a CDI-T Attestation document will be issued and mailed to the Manager. These authenticated documents are issued by CDI Administration and serve as verification of the terminal having undertaken the CDI-T inspection.
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Introduction Page 6 (C) 2012 Chemical Distribution Institute
CDI-Terminals Management Questionnaire Letter to the Terminal Manager
This page is to be given to the Terminal Manager CHEMICAL DISTRIBUTION INSTITUTE St Martins House Business Centre Ockham Road South East Horsley Surrey KT24 6RX Tel: 44 (0)1483 281268 Fax: 44 (0)1483 285474 e-mail:
[email protected] Website: www.cdi.org.uk
CDI File Reference: TIR-Introduction To:
The Terminal Manager 2012, 5th Edition TIR
Dear Sir, AFTER THE INSPECTION At the Closing Meeting, the Inspector will request that you sign and receive a copy of the Report Summary. You are invited to add any comments that you may have at this stage, and these will be entered to the database. On departing your terminal, the Inspector is obligated to enter the report to the database as quickly as possible, though depending on his work commitment and travel , a 14 day period is permitted. Once your report is accepted on the database, the database will send you an e- mail message advising you of the report number and security code. Via the website at www.cdit.nl, you have an exclusive 14 day period to review the Report and revoke any access permissions. You have a total period of ninety days from the date the Report is entered to the database to enter initial comments to any negative answers. You may edit Section M0 and enter additional comments at any time within the life of the Report. Entering and updating the comments is an important expectation of the chemical companies accessing the Report. CDI will provide you with every help and assistance in navigating through the various menu options. If you encounter difficulty, please do not call the Inspector, please contact CDI or the Pharox Program Manager: Mr. E. Horring:
[email protected]. An Attestation document will be automatically issued and mailed to your desk. Should you require an authenticated hard copy of the report, please contact CDI. You may also display the CDI-T Inspected Logo on your company literature, details are available from CDI. Yours faithfully, CDI-T, Administration
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Introduction Page 7 (C) 2012 Chemical Distribution Institute
CDI-Terminals Management Questionnaire ABBREVIATIONS LIST OF ABBREVIATIONS USED IN THE QUESTIONNAIRE ADNR
Transport of dangerous goods, by navigation of the River Rhine
ACC
American Chemistry Council
B
Indicates OCIMF Base Line Criteria question
BCH
Code for the Construction and Equipment of Ships Carrying Dangerous Chemicals in Bulk (IMO)
BLC
OCIMF - Bas Line Criteria
CDI
Chemical Distribution Institute
CEFIC
European Chemical Industry Council
CFC
Chloro/Fluoro Compound
COF
Certificate of Fitness
DWT
Deadweight
ESD
Emergency Shut-down
FFE
Fire Fighting Equipment
GFCI
Ground Fault Circuit Interrupter
I
Inspection Question
IBC
International Code for the Construction and Equipment of Ships Carrying Dangerous Chemicals in Bulk (IMO)
ICS
International Chamber of Shipping
IFR
Internal Floating Roof
ILO
International Labour Organisation
IMO
International Maritime Organization
IMDG
International Maritime Dangerous Goods Code
ISGOTT
International Safety Guide for Oil Tankers and Terminals
ISGINTT
International Safety Guide for Inland Navigation Tank-barges and Terminals
ISO
International Standards Organisation
ISPS
International Ship and Port Facility Security Code
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Introduction Page 8 (C) 2012 Chemical Distribution Institute
CDI-Terminals Management Questionnaire ABBREVIATIONS LEL
Lower Explosive Limit
LOA
Length Overall
LSA
Life Safety Appliances
MARPOL
International Convention for the Prevention of Pollution from Ships
MOC
Management of Change
MSDS
Material Safety Data Sheet
N/A
Not applicable or not addressed
OCIMF
Oil Companies International Marine Forum
P&A
Procedures and Arrangements Manual
PERC
Pneumatic Emergency Release Coupling
P/V
Pressure/Vacuum
RC
Responsible Care
RCCB
Residual Current Circuit Breaker
Res
IMO Assembly Resolution
ROV
Remote Operating Valve
RTC
Rail Tank Car
RTT
Road Tank Trailer/Truck
SI
Self-Inspection Question
SSSCL
Ship/Shore Safety Checklist for Safe Transport, Handling and Storage of Dangerous Substances in Port Areas
TPQ
Terminals Particulars Question
TSG (C)
Tanker Safety Guide (Chemicals)
TSG (G)
Tanker Safety Guide (Gas)
UEL
Upper Explosive Limit
USCG
United States Coast Guard
VEC
Vapour Emission Control
VOC
Volatile Organic Compound
VTU
Vapour Treatment Unit
WHO
World Health Organisation
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Introduction Page 9 (C) 2012 Chemical Distribution Institute
CDI Terminal Inspection Report Management Questionnaire Management Report Summary
Very Important Notice Clause 8 of the Tank Terminal Company Agreement with CDI-T Tank Terminal Company undertakes to distribute copies of the Report only via the services provided by CDI-T.
Terminal:
Name of Inspector (s): 1. 2. 3.
Inspection Completed Date:
Terminal Manager (Signature & Name) : (For receipt of Report Summary and confirmation of understanding of Clause 8)
Consecutive Number
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Inspectors' Observations / Remarks
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Chapter M0 Question
GENERAL INFORMATION (Terminal Particulars Questions) The Company :
M0.1
Name of Company or Terminal :
M0.2
Parent Company if subsidiary :
M0.3
Address of Terminal :
M0.4
Country of Terminal :
M0.5
Phone Number :
M0.6
Fax Number :
M0.7
E-mail for Report Security Code :
M0.8
E-mail key contact person : Key Contact Personnel :
M0.9
Terminal/General Manager :
M0.10
Commercial Manager :
M0.11
Technical / Engineering Manager :
M0.12
Operations Manager :
M0.13
Quality Assurance Co-ordinator :
M0.14
H & S Compliance Manager :
M0.15
ISPS Port Facility Security Officer :
M0.16
Others (specify) :
Hours and employees : M0.17
Office hours :
M0.18
Operating hours :
M0.19
Number of full time employees :
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Page 1 (C) 2012 Chemical Distribution Institute
Chapter M0 GENERAL INFORMATION (Terminal Particulars Questions)
Question
Quality, HSE Certification : Quality : M0.20
Scope of Operations as stated on certificate :
M0.21
Certificate No :
M0.22
Issued by :
M0.23
Expiry (if applicable) :
B
Environment : M0.24
Certificate No :
M0.25
Issued by :
B
Safety : M0.26
Certificate No :
M0.27
Issued by :
B
Security : M0.28
ISPS Certificate No :
M0.29
Issued by :
M0.30
Others (specify) :
M0.31
Certificate No :
M0.32
Issued by :
M0.33
Others (specify ):
M0.34
Certificate No :
M0.35
Issued by :
Management Rev. CDI-T, 1/12
B
B
B
Page 2 (C) 2012 Chemical Distribution Institute
Chapter M0 GENERAL INFORMATION (Terminal Particulars Questions)
Question
Facilities : M0.36
Storage Tanks : Tank Type
Tank Capacity M3
No. of Tanks
Material of Construction
Coating
Heating
Cooling
Nitrogen
Mixing
Sea Going Vessels : M0.37
Are berths owned by the Terminal, the Port Authority or other third party ?
M0.38
Are berths maintained by: the Terminal, the Port Authority or other third party ?
M0.39 M0.40
Are berths operated by: the Terminal, the Port Authority or other third party personnel ? Number of berths for sea-going vessels :
B
M0.41
Minimum allowable distance between the cargo zones of moored vessel :
B
M0.42
Max. LOA. of vessels :
B
M0.43
Max. Summer DW of vessels :
B
M0.44
Max. Displacement :
B
M0.45
Max. Beam of vessels :
B
M0.46
Max. Water depth alongside berth :
B
M0.47
Max. Draft alongside berth :
B
M0.48
Max. Water depth in Fairway/approach channel :
B
M0.49
Max. Draft in Fairway/approach channel :
B
Barges : M0.50
Number of barge berths :
B
M0.51
Minimum allowable distance between the cargo zones of moored barges :
B
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Chapter M0 Question
GENERAL INFORMATION (Terminal Particulars Questions)
M0.52
Max. LOA. of barges :
B
M0.53
Max. Beam of barges :
B
M0.54
Max. Water depth alongside barge berths :
B
M0.55
Max. Draft alongside barge berths :
B
M0.56
Max. Water depth in Fairway/approach channel :
B
M0.57
Max. Draft in Fairway/approach channel :
B
Road & Rail : M0.58
Number of loading bays for Road Trucks :
M0.59
Number of loading racks for Rail Cars : Container Filling :
M0.60
Drumming facilities :
M0.61
Nitrogen purge/blanketing capability :
M0.62
Other filling facilities : (e.g. IBC filling units)
Other Heating : M0.63
Steam heating application :
M0.64
Hot water heating application :
M0.65
Electrical heating application :
M0.66
Thermal oil application :
M0.67
Other heating systems, specify :
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Chapter M0 Question
GENERAL INFORMATION (Terminal Particulars Questions) Vapour emission control :
M0.68
Vapour treatment systems, specify :
M0.69
Vapour return systems, specify :
M0.70
Types/grades of products handled (mark as appropriate) :
UN Class 1.0, UN Class 2.0, UN Class 3.0, UN Class 4.0, UN Class 5.0, UN Class 6.0, UN Class 7.0, UN Class 8.0, UN Class 9.0,
Explosives Gases Flammable liquids Flammable solids Oxidizing substances Toxic and infectious substances Radioactive substances Corrosives Miscellaneous dangerous substances
Inspection Date : M0.71
Management Rev. CDI-T, 1/12
Date of last day of inspection :
Page 5 (C) 2012 Chemical Distribution Institute
Chapter M1 Question
MANAGEMENT RESPONSIBILITY Quality Management System
M1.1
Is the terminal certified under ISO 9000 series ?
Yes
No
N/A Cat. BLC RC
SI
General Policy Has the company written policy reflecting management's active commitment to : M1.2
- health & safety ?
SI
B
RC
M1.3
- environment ?
SI
B
RC
M1.4
- security ?
SI
B
RC
M1.5
- quality ?
SI
B
RC
SI
B
RC
M1.6
Is the policy statement signed by the Chief Executive Officer ? Does the policy statement include reference to all employees' responsibility for :
M1.7
- health & safety ?
SI
B
RC
M1.8
- environment ?
SI
B
RC
M1.9
- security ?
SI
B
RC
M1.10
- quality ?
SI
B
Does the policy statement encourage employees' involvement in, and commitment to the company's objectives and programmes on: M1.11
- health & safety ?
SI
B
RC
M1.12
- environment ?
SI
B
RC
M1.13
- security ?
SI
B
RC
M1.14
- quality ?
SI
B
RC
Is the policy statement : M1.15
- contained in a quality manual ?
SI
B
RC
M1.16
- effectively communicated within the company ?
SI
B
RC
M1.17
- reviewed at least every 2 years ?
SI
B
RC
M1.18
Are Quality and HSE&S objectives and targets within the context of the Quality/HSE&S policy statement(s) ?
SI
RC
M1.19
Do Quality and HSE&S policy statement objectives include consideration of stakeholder perspectives ?
SI
RC
M1.20
Is the policy statement effectively communicated to stakeholders ?
SI
RC
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Chapter M1 MANAGEMENT RESPONSIBILITY
Question
Yes
No
N/A Cat. BLC RC
M1.21
Does the policy statement promote openness with stakeholders ?
SI
RC
M1.22
Have Quality and HSE&S improvement plans and objectives been communicated to stakeholders ?
SI
RC
M1.23
Is there a system to assess stakeholder perspectives of the operations of the company ?
SI
RC
M1.24
Is there a system in place to evaluate the effectiveness of communication with stakeholders?
SI
RC
M1.25
Has the company a policy statement which clearly reflects a commitment to the Responsible Care® Guiding Principles?
SI
RC
M1.26
Is the Responsible Care® management system performance periodically reported to stakeholders ?
SI
RC
IMPLEMENTATION, OPERATION AND ACCOUNTABILITY M1.27
Does the Quality Management System include a process to seek public opinion and input with regard to products stored and terminal operations ?
SI
RC
M1.28
Is there an exchange of communication concerning HSE&S risks to stakeholders ? Are protective measures pursued concerning HSE&S risks to stakeholders ?
SI
RC
SI
RC
M1.30
Does the company assist in the development of responsible laws, regulations and standards that safeguard the community, workplace and environment ?
SI
RC
M1.31
Does the company encourage others to practice the principles of Responsible Care® ?
SI
RC
M1.29
Have personnel responsible and accountable for managing, performing and verifying work affecting Responsible Care® activity been given sufficient: M1.32
- training for implementation ?
SI
RC
M1.33
- resources for implementation ?
SI
RC
HSE & Security Co-ordinator/Quality Assurance Co-ordinator M1.34
Are individuals formally designated as HSE&S Co-ordinator and Quality Assurance Co-ordinator ?
SI
B
RC
Do the Co-ordinators report directly to senior management for: M1.35
- HSE&S ?
SI
B
M1.36
- Quality Assurance ?
SI
B
Does the senior management set specific objectives for the Co-ordinators for: M1.37
- HSE&S ?
SI
B
RC
M1.38
- Quality Assurance ?
SI
B
RC
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Chapter M1 MANAGEMENT RESPONSIBILITY
Question
Yes
No
N/A Cat. BLC RC
Are the Co-ordinators assessed against these objectives for: M1.39
- HSE&S ?
SI
B
RC
M1.40
- Quality Assurance?
SI
B
RC
SI
B
RC
M1.41
Do the Co-ordinators have clearly defined authority and responsibility? Do the customers and suppliers have access to the company's:
M1.42
- Quality Assurance Co-ordinator on quality matters ?
SI
B
RC
M1.43
- HSE&S Co-ordinator on HSE&S matters ?
SI
B
RC
Do the stakeholders have access to the company's: M1.44
- Quality Assurance Co-ordinator on quality matters ?
SI
B
RC
M1.45
- HSE&S Co-ordinator on HSE&S matters ?
SI
B
RC
SI
B
RC
SI
B
RC
M1.46
M1.47
Is a person formally designated or a source defined to keep the company abreast of legislative developments in the area of Health, Safety, Environment and Security ? Are responsibilities clearly defined for assessing the impact of such legislative developments and for proposing actions to comply with them ? Individuals Responsibility for HSE&S and Quality
M1.48
Is there an organisation chart indicating individual roles?
SI
B
RC
M1.49
Does each employee have a job description which describes their responsibility for HSE&S and Quality ?
SI
B
RC
M1.50
Are the job descriptions in the accepted working language ?
I
B
M1.51
Does the annual appraisal of employees include HSE&S and Quality performance ?
SI
B
M1.52
Does senior management demonstrate visible personal commitment to Quality and HSE&S ?
SI
B
RC
SI
B
RC
SI
B
RC
I
B
RC
Meetings M1.53 M1.54 M1.55
Do senior management review goals and objectives as scheduled ? Are these reviews documented ? Do senior management hold review meetings on quality and HSE&S at least once every 6 months ? Do these review meetings consider updating the HSE&S and Quality system in relation to changes and MOC brought about by :
M1.56
- technology ?
SI
B
RC
M1.57
- operational techniques ?
SI
B
RC
Management Rev. CDI-T, 1/12
Page 8 (C) 2012 Chemical Distribution Institute
Chapter M1 MANAGEMENT RESPONSIBILITY
Question
Yes
No
N/A Cat. BLC RC
M1.58
- products handled ?
SI
B
RC
M1.59
- amended legislation ?
SI
B
RC
M1.60
- accident / root cause analysis ?
SI
B
RC RC
M1.61
Do these review meetings make use of the findings of internal audits ?
SI
B
M1.62
Do these review meetings make use of the findings of external audits ?
SI
B
M1.63
Do these meetings review reports of non-conformance ?
SI
B
M1.64
Are defects, revealed by reports or audits discussed during meetings ?
SI
B
SI
B
M1.65
Are plans established to rectify defects ?
RC
M1.66
Are HSE&S and Quality items discussed at regular meetings between operation managers and supervisors?
SI
B
RC
M1.67
Is there a flow of HSE&S and Quality material from senior management to these meetings with supervisors ?
SI
B
M1.68
Are meetings held between supervisors and operators on matters of HSE&S and Quality?
SI
B
RC
M1.69
Are minutes taken at these meetings ?
SI
B
RC
M1.70
Are the identified actions followed-up ?
SI
B
RC
M1.71
Are measurements of performance related to HSE&S and Quality reviewed at such meetings ?
I
B
RC
M1.72
Do the HSE&S and Quality reviews verify that adequate resources are allocated to meet the objectives and targets ?
SI
B
RC
HSE&S and Quality Promotion Through effective communication means, are positive attitudes promoted towards: M1.73
- HSE&S ?
SI
B
RC
M1.74
- Quality ?
SI
B
RC
Are personal/group awards and recognition schemes in place to encourage such attitudes towards: M1.75
- HSE&S ?
SI
B
RC
M1.76
- Quality ?
SI
B
RC
SI
B
RC
Internal Audit System M1.77
Management Rev. CDI-T, 1/12
Are there written procedures for auditing ?
Page 9 (C) 2012 Chemical Distribution Institute
Chapter M1 MANAGEMENT RESPONSIBILITY
Question
Yes
No
N/A Cat. BLC RC
Is there a documented plan for auditing management systems: M1.78
- for HSE&S?
SI
B
RC
M1.79
- for Quality?
SI
B
RC
M1.80
Is the audit plan completed in the time specified ?
SI
B
RC
M1.81
Is senior management informed about the audit results ?
SI
B
RC
M1.82
Have internal auditors been trained in auditing and evaluation techniques ?
SI
M1.83
Are the persons given the responsibility for auditing independent of the activities to be reported on ?
SI
SI
B
RC
SI
B
RC
M1.84
Are action plans developed and are corrective actions taken as identified by the audit? Risk Assessment
M1.85
Is there a Management Of Change process in place? Does the MOC process address the following key aspects:
M1.86
- products handled ?
SI
B
RC
M1.87
- product throughput ?
SI
B
RC
M1.88
- hazardous area classification ?
SI
B
RC
M1.89
- storage tanks and transfer equipment ?
SI
B
RC
M1.90
- berths and equipment ?
SI
B
RC
M1.91
- road / rail tank facilities and equipment ?
SI
B
RC
M1.92
- parking and staging areas ?
SI
B
RC
M1.93
- location of temporary buildings ?
SI
B
RC
M1.94
- occupancy levels and times ?
SI
B
RC
M1.95
- off-site activity with on-site implications ?
SI
B
RC
SI
B
RC
SI
B
RC
SI
B
RC
SI
B
RC
M1.96
M1.97 M1.98 M1.99
Is a risk assessment methodology used to evaluate the hazards of the different areas of the terminal (e.g. hazop, fault-tree, cause-consequence, what-if analysis) ? Is there a documented system to ensure that all required technical information is distributed to personnel carrying out the risk assessment ? Are managers and employees aware of the system ? Is the outcome of the assessment used to reduce the risk of the hazard ? Is the risk reduction done by :
M1.100
- stopping the activity ?
SI
B
M1.101
- engineering out ?
SI
B
Management Rev. CDI-T, 1/12
Page 10 (C) 2012 Chemical Distribution Institute
Chapter M1 MANAGEMENT RESPONSIBILITY
Question
Yes
No
N/A Cat. BLC RC
I
B
- operating discipline ?
SI
B
- organisational measures ?
SI
B
M1.102
- preventive measures and controls ?
M1.103 M1.104
Does a system exist to evaluate risk associated with: M1.105
- existing products ?
SI
B
RC
M1.106
- existing processes/procedure ?
SI
B
RC
Does a system exist to evaluate risk associated with: M1.107
- changes to existing products, and new ?
SI
B
RC
M1.108
- changes to existing processes/procedure, and new ?
SI
B
RC
SI
B
RC
SI
B
RC
M1.109 M1.110
Is there a documented system/procedure to ensure the effective distribution of the completed risk assessment ? Are managers and employees aware of the system? Does the terminal management review and promote risk reduction measures by:
M1.111
- investment ?
SI
B
RC
M1.112
- training and awareness ?
SI
B
RC
Is a risk reduction plan in place for : M1.113
- safety ?
SI
B
RC
M1.114
- environment ?
SI
B
RC
M1.115
- health ?
SI
B
RC
M1.116
- security ?
SI
B
RC
M1.117
- quality ?
SI
B
RC
Product Quality (contamination) Risk To avoid contamination, is there a thorough risk assessment for the transfer of each client's product(s) : M1.118
- into the terminal ?
SI
RC
M1.119
- within the terminal ?
SI
RC
M1.120
- from the terminal ?
SI
RC
SI
RC
M1.121
Management Rev. CDI-T, 1/12
As a result of the risk assessment, is there an effective control measure to prevent product contamination ?
Page 11 (C) 2012 Chemical Distribution Institute
Chapter M2 TRAINING
Question
Yes
No
N/A Cat. BLC RC
Employee Training Need Analysis M2.1 M2.2
Have training needs been identified, based on an inventory of all tasks and responsibilities ? Is the inventory reviewed in line with the MOC process ?
SI
B
SI
B
RC
Does the training inventory identify which training needs : M2.3
- are required for critical job roles and responsibilities ?
SI
B
RC
M2.4
- are required by legislation ?
SI
B
RC
M2.5
- are critical to HSE&S ?
SI
B
RC
M2.6
- are critical to Quality ?
SI
B
RC
Training Program M2.7
Is induction training given to all employees ?
SI
B
M2.8
Is there a documented training program ?
SI
B
M2.9
Is the training program reviewed and updated on an annual basis ?
SI
B
RC
M2.10
Is the training program audited at least every 2 years ?
SI
B
RC
M2.11
Are records maintained of who has been trained and in what subjects ?
SI
B
RC
M2.12
Is refresher training carried out ?
SI
Training for Managers Are managers trained : M2.13
- before starting each assignment ?
SI
M2.14
- during each assignment ?
SI
As a minimum, are the following subjects covered in the training programs : M2.15
- management responsibility ?
SI
M2.16
- quality manual, plan and standards ?
SI
M2.17
- HSE&S policies ?
SI
RC
M2.18
- emergency plans ?
SI
RC
Management Rev. CDI-T, 1/12
Page 12 (C) 2012 Chemical Distribution Institute
RC
Chapter M2 TRAINING
Question
Yes
No
N/A Cat. BLC RC
Training of HSE&S / Quality Assurance Co-ordinator M2.19
Has the HSE&S Co-ordinator completed a training course on safety at work from an outside agency ?
SI
RC
M2.20
Has the Quality Assurance Co-ordinator completed a training course in Quality Management from an outside agency or by equivalent in-house training?
SI
RC
Supervisor & Operator/Technician Training Are the following subjects covered in the training programs : M2.21
- quality manual, plan and standards ?
SI
B
M2.22
- operations ?
SI
B
M2.23
- maintenance ?
SI
B
M2.24
- HSE&S procedures?
SI
B
M2.25
- waste water treatment and handling ?
SI
B
M2.26
- vapour treatment and handling ?
SI
B
M2.27
- fire-fighting and response?
SI
B
M2.28
- emergency plans ?
SI
B
M2.29
- handling hazardous chemical products ?
SI
B
M2.30
Are tests of knowledge and competence carried out and documented ?
SI
M2.31
Is there formal transfer skill training for employees re-assigned to operations/equipment different from those for which they are trained?
SI
Management Rev. CDI-T, 1/12
Page 13 (C) 2012 Chemical Distribution Institute
B
RC
RC
Chapter M3 Question
QUALITY MANAGEMENT SYSTEM Documented Quality Management System (QMS)
M3.1
Is there a documented QMS in line with the ISO9000 series ?
Yes
No
N/A Cat. BLC RC
SI
RC
Does the scope of the QMS include : M3.2
- approval of QMS procedures ?
SI
M3.3
- company QMS policy ?
SI
M3.4
- the organisation structure ?
SI
M3.5
- clearly defined responsibility and authority of employees ?
SI
M3.6
- review of contracts for purchasing of services ?
SI
M3.7
- assessment and selection of suppliers/contractors to the company ?
SI
RC
M3.8
- control of sub-contracting procedure ?
SI
RC
M3.9
- customer contract review?
SI
RC
M3.10
- document issue and modifications ?
SI
RC
M3.11
- method whereby the processing of customer requirement is controlled?
SI
RC
M3.12
- scope of operational activities ?
SI
M3.13
- audit plan ?
SI
M3.14
- establishing training programs ?
SI
M3.15
- training records ?
SI
RC
M3.16
- reporting, investigation and analysis of non conforming service ?
SI
RC
M3.17
- corrective action and follow-up ?
SI
RC
M3.18
- setting of objectives ?
SI
Do written procedures contained within the QMS cover the following terminal operations: M3.19
- product quality preservation ?
SI
RC
M3.20
- product quantity preservation ?
SI
RC
M3.21
- safety and health ?
SI
RC
M3.22
- environment and pollution prevention ?
SI
RC
M3.23
- equipment design ?
SI
RC
M3.24
- maintenance ?
SI
RC
Management Rev. CDI-T, 1/12
Page 14 (C) 2012 Chemical Distribution Institute
Chapter M3 QUALITY MANAGEMENT SYSTEM
Question
Yes
No
N/A Cat. BLC RC
M3.25
- documentation ?
SI
RC
M3.26
- tankage and piping operations ?
SI
RC
M3.27
- bottling/drumming/filling ?
SI
RC
M3.28
- blending operations ?
SI
RC
M3.29
- road tanker operations ?
SI
RC
M3.30
- rail tanker operations ?
SI
RC
M3.31
- pipeline operations, where third parties are involved ?
SI
RC
M3.32
- computer systems and software ?
SI
RC
SI
RC
SI
RC
SI
RC
M3.33 M3.34
Are documents contained within the QMS readily available to all employees of the company ? Is there a document control system in place for all written procedures contained with the QMS ? Quality Improvement Plan
M3.35
Has the company a quality improvement plan ?
M3.36
Has the Quality Assurance Co-ordinator been involved in setting up the plan and its objectives ?
SI
M3.37
Have the quality improvement plans and objectives been communicated to employees ?
SI
RC
M3.38
Has the quality improvement plan been implemented ?
SI
RC
M3.39
Is the quality improvement plan regularly reviewed ?
SI
RC
M3.40
Does the review consider new or unique methods of improving the quality of the product or service ?
SI
RC
M3.41
Is there a system for assessing the success of the complete quality improvement plan ?
SI
RC
Quality Objectives M3.42
Have quality objectives been set for the performance of personnel in the quality plan ?
SI
RC
M3.43
Have written Key Performance Indicators (KPI) been set for achieving a level of service for the company's customers ?
SI
RC
Do the KPI include : M3.44
- product quality preservation ?
SI
M3.45
- product quantity preservation/loss control ?
SI
M3.46
- transport unit turnaround time ?
SI
Management Rev. CDI-T, 1/12
Page 15 (C) 2012 Chemical Distribution Institute
Chapter M3 Question
QUALITY MANAGEMENT SYSTEM
Yes
No
N/A Cat. BLC RC
M3.47
- reliability of hardware ?
SI
M3.48
- correctness of documentation ?
SI
Design & Development For all new product systems and developments, are there plans and control systems in place to ensure: M3.49
- functional and performance requirements ?
SI
M3.50
- applicable statutory and regulatory requirements ?
SI
M3.51
- information derived from previous similar designs ?
SI
M3.52
- the minimisation of risk from external hazards ?
SI
M3.53
- other requirements essential for design and development ?
SI
Management Rev. CDI-T, 1/12
Page 16 (C) 2012 Chemical Distribution Institute
B
Chapter M4 THE SUPPLIER OF GOODS AND SERVICES
Question
Yes
No
N/A Cat. BLC RC
Purchasing M4.1
SI
Is there an approved list of suppliers ?
M4.2
Is there a written procedure for identifying critical equipment and material ?
SI
M4.3
Are suppliers of critical equipment and material vetted ?
SI
M4.4
Are review meetings held between Purchasing, HSE&S and Quality personnel to verify the vetting process for HSE&S and Quality ?
SI
Quality Control M4.5
Are checks carried out on equipment, materials and services supplied, to ensure that they meet the contract quality specifications requirements ?
SI
RC
M4.6
Is the performance of suppliers reviewed?
SI
RC
M4.7
Are suppliers required to maintain documentation to verify their control of quality ?
SI
M4.8
Does corrective action taken for quality failures extend to suppliers ?
SI
Contractors I
RC
Are the terminal's policies, procedures and practices made known to their contractors?
SI
RC
Are all contractors' staff given induction training in the terminal's safety and quality requirements before being allowed to commence work ?
SI
M4.9
Are contractors selected on the basis of their established control of quality ?
M4.10 M4.11
Management Rev. CDI-T, 1/12
Page 17 (C) 2012 Chemical Distribution Institute
Chapter M5 THE CUSTOMER
Question
Yes
No
N/A Cat. BLC RC
The Contract M5.1 M5.2
Are standard written contracts used for all customers ? If yes, are these standard contracts reviewed each year on quality matters with the quality assurance Co-ordinator ?
SI SI
Contract Review M5.3
Are contracts reviewed, before approval, by all personnel responsible for implementation ?
SI
M5.4
Are contracts approved by authorised company personnel ?
SI
M5.5
Are verbal contracts immediately recorded ?
SI
M5.6
Are 'evergreen' contracts subjected to review ?
SI
M5.7
Are deviations from the contract immediately notified to the customer ?
SI
M5.8
Are regularly scheduled meetings held with customers to assess current performance under the contract ?
I
RC
Pre-Planning and Product Information M5.9
Does the terminal solicit from the customer, all relevant information to execute the contract satisfactorily ?
SI
Does the information include : M5.10
- full chemical name and trade name of product ?
SI
M5.11
- Material Safety Data Sheets (MSDS) ?
SI
M5.12
- quality requirements of the product ?
SI
M5.13
- special handling requirements ?
SI
M5.14
- required transport documentation for all methods of transport ?
SI
Do written procedures require that, before the contract is agreed: M5.15
- the MSDS has been reviewed by designated people and if necessary, clarifications have been obtained from the customer ?
SI
M5.16
- licenses are in place or permission is given by (local) authorities to store/handle the product ?
SI
M5.17
- the adequacy of facilities, procedures and personnel qualifications has been assessed and, if necessary, upgraded ?
SI
M5.18
- the product is compatible with all materials with which it will come in contact ?
SI
M5.19
Is there a procedure to ensure that any update of the MSDS is incorporated in the terminals system?
SI
Quality Control M5.20
Does the terminal follow a procedure to handle customer's complaints ?
SI
M5.21
Does this procedure require the Terminal to formally inform the customer about the cause of quality defects ?
SI
Management Rev. CDI-T, 1/12
Page 18 (C) 2012 Chemical Distribution Institute
RC
Chapter M6 PERSONNEL
Question
Yes
No
N/A Cat. BLC RC
Recruitment Is a profile (specification) defined for filling each position of entry into the organisation in terms of : M6.1
- skills, professional qualification ?
SI
M6.2
- promotion potential ?
SI
M6.3
- conduct and reliability ?
SI
Is a process in place for the selection of candidates including : M6.4
- interviews ?
SI
M6.5
- attitude/psychological tests ?
SI
M6.6
- check of references ?
SI
- back ground checks for: M6.7
- employment history?
SI
M6.8
- criminal record?
SI
M6.9
- medical examination ?
SI
If temporary personnel are employed : M6.10
- are they limited to defined jobs/tasks ?
SI
M6.11
- is there a selection system for them ?
SI
M6.12
- is there an induction system for them ?
SI
Performance & Development Are performance standards and goals defined for each position : M6.13
- aligned with company objectives ?
SI
M6.14
- clearly related to that position's contribution to the Company's goals ?
SI
M6.15
Is there a formal system of performance appraisal against such standards and goals?
SI
M6.16
Is good performance rewarded and recognised ?
M6.17
Is there a system of employee development through career planning?
Management Rev. CDI-T, 1/12
Page 19 (C) 2012 Chemical Distribution Institute
I SI
Chapter M6 PERSONNEL
Question
Yes
No
N/A Cat. BLC RC
Rules & Discipline I
M6.18
Are written conditions of employment given to all employees?
M6.19
Has the company a policy prohibiting the use of drugs and alcohol at the terminal ?
SI
M6.20
Has the company a written disciplinary procedure ?
SI
B
Employee Review M6.21 M6.22 M6.23
Are face to face employee reviews completed each year?
SI I
Is there a record of such reviews ? Is feedback from employees on HSE&S and Quality matters actively encouraged?
I
Manning M6.24
Is the terminal manned during non-operational periods ?
I
M6.25
Are manning reviews carried out ?
I
B
M6.26
Do these reviews consider the minimum number of persons to handle emergency situations ?
I
B
M6.27
Do these reviews consider level of automation and address operational, surveillance and emergency situations ?
I
B
M6.28
Do these reviews consider the adequacy of manpower to prevent fatigue ?
I
B
M6.29
Where applicable, do any redundancy initiatives ensure that manning levels remain adequate for all operational and emergency conditions ?
I
B
Is there a documented procedure for the hand-over process to transfer operational responsibilities : M6.30
- shift to shift ?
I
B
M6.31
- vacation ?
I
B
I
B
M6.32
Management Rev. CDI-T, 1/12
Is there a documented procedure to ensure safe operation of the terminal in case of large scale sickness of personnel.
Page 20 (C) 2012 Chemical Distribution Institute
Chapter M7 OPERATIONS
Question
Yes
No
N/A Cat. BLC RC
Operating Instructions SI
B
RC
Are all individual tasks risk assessed ?
I
B
RC
Are the operating instructions readily available ?
I
B
RC
M7.1
Are all operations broken down into their individual tasks and documented ?
M7.2 M7.3
Do these instructions cover : M7.4
- cleaning of equipment ?
SI
RC
M7.5
- loading/unloading trucks ?
SI
RC
M7.6
- loading/unloading railcars ?
SI
RC
M7.7
- loading/unloading ships ?
SI
M7.8
- loading/unloading barges ?
SI
RC
M7.9
- off-site pipe line transfer ?
SI
RC
M7.10
- tank operation ?
SI
RC
M7.11
- pumps ?
SI
RC
M7.12
- compressors ?
SI
RC
M7.13
- vapour treatment (recovery and processing) units ?
SI
RC
M7.14
- filters ?
SI
RC
M7.15
- drum filling ?
SI
RC
M7.16
- tank/tank transfers ?
SI
RC
M7.17
- sampling?
SI
RC
M7.18
- tank gauging ?
SI
RC
M7.19
- opening and entering a tank ?
SI
RC
M7.20
- cleaning the tank ?
SI
RC
M7.21
- calibration of measuring equipment ?
SI
RC
M7.22
- purging of lines ?
SI
RC
M7.23
- pigging of lines ?
SI
RC
M7.24
- inspection and testing of hoses ?
SI
RC
M7.25
- identification and selection of hoses ?
SI
RC
M7.26
Management Rev. CDI-T, 1/12
SI
- the use of ship's hoses ?
Page 21 (C) 2012 Chemical Distribution Institute
B
B
RC
RC
Chapter M7 OPERATIONS
Question
Yes
No
N/A Cat. BLC RC
M7.27
- emission control ?
SI
RC
M7.28
- handling specific products ?
SI
RC
M7.29
- heating ?
SI
RC
M7.30
- nitrogen blanketing ?
SI
RC
M7.31
- handling pre-wash, slops and ballast ?
SI
RC
M7.32
- disposal of slops and pre-washes ?
SI
RC
M7.33
- environmental aspects ?
SI
RC
M7.34
- safety aspects ?
SI
RC
M7.35
- documentation and records ?
SI
RC
M7.36
- emergency response ?
SI
RC
M7.37
- commissioning of equipment ?
SI
RC
M7.38
- emergency shut-down ?
SI
RC
M7.39
- action plans for the case of defective critical equipment ?
SI
RC
SI
RC
I
RC
SI
RC
M7.40
Is there a procedure which requires operating instructions to be kept up to date ?
M7.41
Are major modifications of operating instructions approved by management ?
M7.42
Is there a procedure to communicate changes in these procedures to the appropriate personnel ? Control of Portable Electrical and Electronic Equipment and Devices
M7.43
Are procedures in place to restrict the use of electrical and electronic equipment and devices within the hazardous areas of the terminal ?
I
B
RC
M7.44
Does the procedure require that the equipment and devices be approved intrinsically safe or be certified for use in hazardous areas ?
I
B
RC
M7.45
Is there a system in place to control the admission of such equipment and devices at the access points to the terminal ?
I
B
RC
I
B
RC
Third Party Inspectors and Surveyors M7.46
Management Rev. CDI-T, 1/12
Are all inspectors and surveyors given induction training in the terminal's safety and quality requirements before being allowed to commence work ?
Page 22 (C) 2012 Chemical Distribution Institute
Chapter M7 OPERATIONS
Question
Yes
No
N/A Cat. BLC RC
M7.47
Are written instructions issued with regard to working safely, and having knowledge of product(s)?
I
B
RC
M7.48
Are there procedures to check that inspectors and surveyors receive specific terminal training as per required by the terminal?
I
B
RC
Product Contamination Avoidance Incoming M7.49
Is there a procedure requiring positive product identification through sampling or COA documentation prior to receiving product ?
I
RC
M7.50
Is there a written work order system in place to ensure that the product is ultimately transferred to the correct destined tank ?
I
RC
Outgoing M7.51
Is there a procedure requiring positive product identification by matching the client request with the written work order ?
I
RC
M7.52
Is there a written work order system in place to ensure that the product is transferred from the correct tank of origin?
I
RC
M7.53
Is there a procedure to identify the transportation unit (ship, truck, rail car, container) is correct as per the client documentation ?
I
RC
Planning Are operations planned for : M7.54
- ships ?
SI
B
RC
M7.55
- barges ?
SI
B
RC
M7.56
- road trucks ?
SI
RC
M7.57
- railcars ?
SI
RC
M7.58
- drumming ?
SI
RC
M7.59
- pipeline transfers ?
SI
RC
Operations - Ships & Barges M7.60
Does the terminal have procedures in place, to inspect the berth and equipment prior to arrival of the vessel ?
SI
B
RC
M7.61
Is comprehensive planning made for vessels loading and/or discharging multiple cargoes ?
SI
B
RC
M7.62
Is this planning discussed prior to arrival of the vessel in order to optimise turnaround times ?
SI
B
RC
Management Rev. CDI-T, 1/12
Page 23 (C) 2012 Chemical Distribution Institute
Chapter M7 OPERATIONS
Question
Yes
No
N/A Cat. BLC RC
M7.63
Does the terminal have available a list of vessel acceptance criteria for each berth within the terminal?
I
B
RC
M7.64
Are the acceptance criteria reviewed with pilots and mooring crews, and checks conducted that incoming vessels and barges meet the terminal's acceptance criteria?
I
B
RC
M7.65
Does the terminal have procedures in place to ensure that vessels accepted to berth meet minimum standards of safe operation ?
SI
B
RC
M7.66
Does the terminal/ships agent send a pre-arrival communication to vessels in line with the guidance given in ISGOTT?
I
B
RC
M7.67
Does the terminal have a procedure in place to ensure that a pre-cargo transfer conference is undertaken, including completion of a Ship/Shore Safety Checklist ? Does the terminal have procedures in place to designate circumstances when transfer must be stopped immediately ?
SI
B
RC
SI
B
RC
M7.69
Does the terminal have clearly defined and documented climatic and tidal operating limits for all types and sizes of vessels visiting the terminal?
SI
B
RC
M7.70
Does the terminal receive and review an updated weather forecast at least every 12 hours ?
I
B
RC
M7.71
Is there a process to obtain up-to-date information and exchange information on navigational marks and lights with the port authority ?
SI
B
RC
M7.68
Berth Drawings and Surveys M7.72
Are original drawings, marking all upgrades and modifications available?
SI
B
RC
M7.73
Are structural inspections above waterline carried-out?
SI
B
RC
SI
B
RC
SI
B
RC
SI
B
RC
SI
B
RC
SI
B
RC
SI
B
RC
M7.74
M7.75 M7.76
M7.77
M7.78
Date of last inspection:
Are underwater structural inspections carried-out? Date of last inspection:
For ship to ship transfers (double banking), are berth structures subjected to a formal engineering study and risk assessment ? Do these studies include mooring fixtures and fendering ? Mooring Management
M7.79
Have mooring plans for each berth been developed and implemented ? If Yes, do the plans address:
M7.80
- mooring lines layout
I
B
RC
M7.81
- number of lines with reference to ship size and weather conditions, tidal changes ?
I
B
RC
Management Rev. CDI-T, 1/12
Page 24 (C) 2012 Chemical Distribution Institute
Chapter M7 OPERATIONS
Question
Yes
No
N/A Cat. BLC RC
Water Depth M7.82
Are responsibilities for water depth surveys defined ?
SI
B
RC
M7.83
Are water depth records available ?
SI
B
RC
M7.84
Are underwater inspections carried out for debris or obstructions ?
SI
B
RC
M7.85
Is there a process to obtain up-to-date information on water depths in the approach channel(s) ?
SI
B
RC
M7.86
If applicable, are procedures in place to plan and manage over-the-tide cargo operations ?
SI
B
RC
SI
B
RC
SI
B
RC
SI
B
RC
Pilotage M7.87 M7.88
Are responsibilities for pilotage clearly defined ? Are pilots available at short notice for emergency situations ? Tugs
M7.89
Are responsibilities for tugs clearly defined ?
M7.90
Are the available tugs of sufficient power to supports vessels berthing at the terminal ?
SI
B
RC
M7.91
Are tugs available at short notice for emergency situations ?
SI
B
RC
SI
B
RC
Transfer between Vessels M7.92
Are the transfer operations authorised by the local authorities ?
M7.93
Is there a procedure requiring a ship/ship checklist to be duly completed and signed by both ships and the terminal before commencing any transfer ?
I
B
RC
M7.94
Is there a procedure requiring a written plan for the transfer ?
I
B
RC
If yes, does the procedure require the plan to cover: M7.95
- product ?
SI
B
RC
M7.96
- quantity ?
SI
B
RC
M7.97
- employed ship's tanks and lines ?
SI
B
RC
M7.98
- handling sequence ?
SI
B
RC
M7.99
- flow rates ?
SI
B
RC
M7.100
- maximum pressures ?
SI
B
RC
SI
B
RC
M7.101
Management Rev. CDI-T, 1/12
Is there a procedure requiring the safety and emergency response be agreed upon with both masters and the terminal before commencing any transfer ?
Page 25 (C) 2012 Chemical Distribution Institute
Chapter M7 OPERATIONS
Question
Yes
No
N/A Cat. BLC RC
M7.102
Is there a procedure requiring the method of communication be agreed upon with both masters and the terminal before commencing any transfer ?
SI
B
RC
M7.103
Is there a procedure requiring the terminal to check compliance with the MARPOL regulations on the pre-washing of ship's tanks ?
SI
B
RC
Operations - Pipeline M7.104
Are product movements pre-planned and reviewed ?
SI
RC
M7.105
Are communications between product receiver/dispatcher established ?
SI
RC
M7.106
Are emergency shut down procedures established with the receiver or dispatcher ?
SI
RC
M7.107
Does the terminal follow a pipeline cargo transfer check list ?
SI
RC
M7.108
Are check lists signed and filed for future reference ?
SI
RC
M7.109
Is there a procedure on quantity control of cargoes transferred ?
SI
RC
M7.110
Is there a procedure on sampling and quality control of cargoes transferred ?
SI
RC
Operations - Drumming M7.111
Are product movements pre-planned and reviewed ?
SI
RC
M7.112
Does the terminal follow a check list on the filling of drums ?
SI
RC
M7.113
Are check lists signed and filed for future reference ?
SI
RC
M7.114
Is there a procedure to check suitability of drums for the intended use ?
SI
RC
M7.115
Is there a procedure to ensure the marking and labelling of the drums comply with the applicable regulations ?
SI
RC
M7.116
Is a system in place to detect leaking drums, before loading on vehicles?
SI
RC
M7.117
Is there a written procedure to prevent incompatible materials being loaded adjacent to each other or on the same vehicle ?
SI
RC
M7.118
Is there a procedure to check that each trailer to be loaded is inspected for raised nails or bolts ?
SI
RC
Operations - Road Tanker M7.119
Do drivers receive formal safety instructions at the site entrance ?
SI
RC
M7.120
Is there a process to check the understanding of the drivers ?
SI
RC
SI
RC
M7.121
Management Rev. CDI-T, 1/12
Are there procedures to check that drivers responsible for loading/unloading the vehicles are properly trained?
Page 26 (C) 2012 Chemical Distribution Institute
Chapter M7 OPERATIONS
Question
Yes
No
N/A Cat. BLC RC
Control of Operations M7.122
Are operation time logs maintained ?
I
RC
M7.123
Are delays documented ?
I
RC
M7.124
Are delays analysed and causes established ?
I
RC
M7.125
Are corrective actions taken as revealed by investigation ?
I
RC
SI
RC
Performance monitoring of Operations M7.126
Is performance monitoring carried out on a regular basis ? Does performance monitoring cover the following:
M7.127
- analysis of reasons for prolonged transfer times ?
SI
RC
M7.128
- analysis of reasons of quality defects ?
SI
RC
M7.129
- analysis of reasons of quantity discrepancies ?
SI
RC
M7.130
- check on follow-up actions ?
SI
RC
Management Rev. CDI-T, 1/12
Page 27 (C) 2012 Chemical Distribution Institute
Chapter M8 MAINTENANCE
Question
Yes
No
N/A Cat. BLC RC
Preventive Maintenance M8.1
Is there a documented and up to date preventive maintenance programme ?
SI
B
Does the programme include the following major items : M8.2
- tankage
SI
M8.3
- pipelines and valves
SI
M8.4
- breakaway couplings
SI
M8.5
- dry-disconnect couplings
SI
M8.6
- pumps and compressors
SI
M8.7
- heat exchangers
SI
M8.8
- PV-valves
SI
M8.9
- loading racks
SI
M8.10
- bottling system
SI
M8.11
- drumming system
SI
M8.12
- sewer/draining system
SI
M8.13
- loading arms
SI
B
M8.14
- hoses
SI
B
M8.15
- fixed equipment on ship/barge berths
SI
B
M8.16
- water treatment
SI
M8.17
- slop handling equipment/disposal equipment
SI
B
M8.18
- safety/emergency equipment
SI
B
M8.19
- utilities
SI
M8.20
- fire extinguishers
SI
B
M8.21
- fire pumps
SI
B
M8.22
- electrical installations, including lighting
SI
B
Management Rev. CDI-T, 1/12
Page 28 (C) 2012 Chemical Distribution Institute
Chapter M8 MAINTENANCE
Question
Yes
No
N/A Cat. BLC RC
Critical Equipment & Instruments M8.23
Are critical equipment and instruments identified ?
I
B
M8.24
Are these identified in the preventive maintenance programs ?
I
B
M8.25
Are these "critical instruments" checked on a regular basis on functionality ?
I
B
M8.26
Are independent instruments installed to alarm and control undesired conditions ?
I
B
Maintenance - Inspections M8.27
Is there a documented system of inspection requirements for terminal equipment ?
SI
M8.28
Is the frequency of inspections also determined by the results of recent inspections ?
SI
RC
Is the following equipment subjected to an inspection by a competent and certified body as required : M8.29
- weigh bridges
SI
M8.30
- quantity meters
SI
M8.31
- lifting/hoisting gear
SI
M8.32
- pressure vessels
SI
M8.33
- safety/emergency equipment
SI
M8.34
- gangways
SI
M8.35
Is there a system for maintaining records of inspections carried out by outside inspectors ?
SI
M8.36
Are records maintained showing details of major items replaced ?
SI
Is there an inspection system, with a specified frequency, for the following equipment: M8.37
- product transfer equipment
SI
M8.38
- tankage and auxiliary equipment
SI
M8.39
- safety installations and emergency equipment
SI
M8.40
- fire extinguishers
SI
M8.41
- fire fighting systems
SI
Management Rev. CDI-T, 1/12
Page 29 (C) 2012 Chemical Distribution Institute
B
B
Chapter M8 MAINTENANCE
Question
Yes
No
N/A Cat. BLC RC
M8.42
Are the inspection frequencies for equipment reviewed at least annually?
I
M8.43
Are sub-standard or hazardous conditions reported in writing ?
I
M8.44
Are hazardous conditions immediately acted upon ?
M8.45
Are inspection reports with follow-up actions available for audits ?
M8.46
Is there a written procedure requiring items to be repaired in order of their priority ?
M8.47
Are performance indicators defined for major equipment ?
I
M8.48
Are performance indicators measured and recorded ?
I
M8.49
On completion of maintenance or repair is the integrity of equipment checked prior to re-commissioning ?
SI
RC
I
RC
SI
RC
I
Testing and Calibration of Safety and Product Quality Measuring Equipment M8.50
Is the measuring equipment tested and if required calibrated at regular intervals by qualified personnel ?
SI
Is the following equipment tested at regular intervals : M8.51 M8.52 M8.53
SI
- pressure gauges/sensors
SI
test frequency:
SI
- gas detectors
M8.54
test frequency:
SI
M8.55
calibrated frequency:
SI
M8.56 M8.57 M8.58 M8.59 M8.60 M8.61 M8.62 M8.63
Management Rev. CDI-T, 1/12
SI
- in-line samplers
SI
test frequency:
SI
- overflow alarm
SI
test frequency:
SI
- insulating, earthing and grounding
SI
test frequency: - associated fail-safe and automatic shut-down systems
SI SI
test frequency:
Page 30 (C) 2012 Chemical Distribution Institute
Chapter M8 MAINTENANCE
Question
Yes
No
N/A Cat. BLC RC
Testing and Calibration of Product Quantity Measuring Equipment M8.64
Is the measuring equipment tested and calibrated at regular intervals by a competent and certified body ?
SI
Is the following equipment tested at regular intervals : M8.65 M8.66 M8.67 M8.68 M8.69 M8.70 M8.71 M8.72 M8.73 M8.74
SI
- weigh bridges
SI
frequency:
SI
- flow meters
SI
frequency:
SI
- fixed density meters
SI
frequency:
SI
- tank level measuring devices
SI
frequency:
SI
- tank temperature measuring devices
SI
frequency: Reviews
M8.75
Is a review carried out at least every 2 years of the preventive maintenance program to determine quality and effectiveness ?
SI
M8.76
Is a review of the inspection programme carried out at least every 2 years ?
SI
Management Rev. CDI-T, 1/12
Page 31 (C) 2012 Chemical Distribution Institute
Chapter M9 Question
NON - CONFORMITY REPORTING ON QUALITY AND HSE&S
Yes
No
N/A Cat. BLC RC
Reporting Does a written procedure define : M9.1
- what is to be reported ?
M9.2 M9.3
- the details to be reported ?
M9.4 M9.5
- when (timing) ?
M9.6 M9.7
- by whom ?
M9.8 M9.9
- to whom (distribution) ?
M9.10
Quality
SI
HSE&S
SI
Quality
SI
HSE&S
SI
Quality
SI
HSE&S
SI
Quality
SI
HSE&S
SI
Quality
SI
HSE&S
SI
Quality
SI
HSE&S
SI
Quality
SI
HSE&S
SI
Quality
SI
HSE&S HSE
SI
Quality
SI
HSE&S
SI
Quality
SI
RC
HSE&S
SI
RC
Quality
SI
HSE&S
SI
Quality
SI
HSE&S
SI
Does the scope include : M9.11
- actual losses ?
M9.12 M9.13
- potential losses ?
M9.14 M9.15
- accidents ?
M9.16 M9.17
- near misses ?
M9.18 Does the detail include : M9.19
- prime causes ?
M9.20 M9.21
- contributory causes ?
M9.22 M9.23
- recommended corrective actions ?
M9.24
Management Rev. CDI-T, 1/12
Page 32 (C) 2012 Chemical Distribution Institute
Chapter M9 Question
NON - CONFORMITY REPORTING ON QUALITY AND HSE&S
Yes
No
N/A Cat. BLC RC
Investigation Does a written procedure define : M9.25
- what is to be investigated (scope)
M9.26 M9.27
- how the investigation is to be conducted ?
M9.28 M9.29
- by whom ?
M9.30
Quality
SI
HSE&S
SI
Quality
SI
HSE&S
SI
Quality
SI
HSE&S
SI
Does the scope of investigation include : M9.31
- recommending corrective actions prevent reoccurrence ?
Quality
M9.32
HSE&S
to
SI SI
Corrective Actions
M9.33
Are immediate actions taken to control/contain the situation pending further investigations ? Quality
M9.34
HSE&S
SI SI
Is there a written procedure for follow-up on report recommendations ? M9.35
Quality
SI
RC
M9.36
HSE&S
SI
RC
Quality
SI
RC
HSE&S
SI
RC
Quality
SI
RC
HSE&S
SI
RC
Does the follow-up procedure indicate : M9.37
- responsibilities ?
M9.38 M9.39
- due dates ?
M9.40
Management Rev. CDI-T, 1/12
Page 33 (C) 2012 Chemical Distribution Institute
Chapter M9 Question
NON - CONFORMITY REPORTING ON QUALITY AND HSE&S
Yes
No
N/A Cat. BLC RC
Analysis of Reports on Record Are reports kept on record : M9.41
- from internal sources ?
M9.42 M9.43
- from external sources ?
M9.44 M9.45
M9.46
Quality
SI
HSE&S
SI
Quality
SI
HSE&S
SI SI
RC
SI
RC
HSE&S
SI
RC
Quality
SI
RC
HSE&S
SI
RC
Quality
SI
RC
HSE&S
SI
RC
Quality
SI
RC
HSE&S
SI
RC
Is trend analysis used to improve Quality and HSE&S performance and programs ? Are reports on records analysed for commonalties, systematic problems and trends at least once a year ? Quality
M9.47 Are lessons learned shared : M9.48
- inside the company ?
M9.49 M9.50
- with involved customers ?
M9.51 M9.52
- with stakeholders ?
M9.53
Management Rev. CDI-T, 1/12
Page 34 (C) 2012 Chemical Distribution Institute
Chapter M10 Question
FALLBACK PLANS & EMERGENCY PREPAREDNESS
Yes
No
N/A Cat. BLC RC
Catastrophic Events M10.1
In regions prone to catastrophic events, such as: hurricane, seismic activity, tsunami or flooding, do fall back and emergency plans make clear reference in addressing the associated issues that may arise?
SI
Interface Management Have contacts been established for fallback response regarding : M10.2
- cargo transfer system and tank availability ?
SI
RC
M10.3
- product quality and quantity problem ?
SI
RC
M10.4
- service problems ?
SI
RC
Alternative Supplies M10.5
In the event of equipment failure is there a plan to provide an alternative supply/service ?
SI
M10.6
Have procedures been established with the customer for communication after office hours ?
SI
Have procedures been agreed with the customer to establish fallback plans in relation to : M10.7
- quality of product ?
SI
M10.8
- berth availability ?
SI
M10.9
- short shipping/quantity of product ?
SI
M10.10
- equipment failure ?
SI
Mutual Arrangements M10.11
Has the terminal mutual arrangements with neighbours, other operators and services to provide help in an emergency ?
SI
RC
Emergency Response Plan Are systems in place to ensure that the ER plan is : I
B
RC
- accessible/clearly communicated ?
SI
B
RC
M10.14
- fully integrated with community plan ?
SI
B
RC
M10.15
- tested by exercises at least once per year?
I
B
RC
SI
B
RC
M10.12
- up-to-date ?
M10.13
M10.16
Management Rev. CDI-T, 1/12
Does the company Emergency Plan clearly reference the different types of incident that the company may suffer?
Page 35 (C) 2012 Chemical Distribution Institute
Chapter M10 Question
FALLBACK PLANS & EMERGENCY PREPAREDNESS
Yes
No
N/A Cat. BLC RC
Does the plan specifically address : M10.17
- the organisation, responsibilities and authorities to report to in various type of emergencies ?
SI
B
RC
M10.18
- security requirements ?
SI
M10.19
- response strategies for handling emergencies ?
SI
B
RC
M10.20
- response equipment?
SI
B
RC
M10.21
- product incidents?
SI
B
RC
M10.22
- waste incidents?
SI
B
RC
M10.23
- transport incidents?
SI
RC
M10.24
- medical assistance and follow-up ?
SI
RC
M10.25
- confidentiality of the names of casualties ?
SI
RC
Does the plan require evaluations are made after : M10.26
- an emergency ?
SI
RC
M10.27
- each exercise ?
SI
RC
M10.28
Does the terminal participate in local and/or national response exercises ?
SI
B
M10.29
Where used, do the local fire brigade participate in training exercises on site ?
SI
B
RC
Communications M10.30
SI
Is there an emergency communication plan ?
RC
Does the plan include communication to: M10.31
- managers and employees ?
SI
M10.32
- ER groups ?
SI
M10.33
- customers ?
SI
M10.34
- public and media ?
SI
RC
M10.35
- stakeholders ?
SI
RC
Resources M10.36
Is a manager responsible for ensuring that ER plan, programs and procedures are in place ?
SI
M10.37
Are ER groups established and trained ?
SI
Management Rev. CDI-T, 1/12
Page 36 (C) 2012 Chemical Distribution Institute
Chapter M10 Question
FALLBACK PLANS & EMERGENCY PREPAREDNESS
Yes
No
N/A Cat. BLC RC
M10.38
Are reliable equipment / facilities provided ?
SI
B
RC
M10.39
Are equipment / facilities compatible with outside resources ?
SI
B
RC
Community M10.40
Does the company actively participate in the development, implementation and maintenance of community emergency preparedness plans?
SI
RC
M10.41
Does the company Emergency Plan make consideration for community recovery needs?
SI
RC
SI
RC
M10.42
Management Rev. CDI-T, 1/12
Is there evidence to show that community recovery needs are periodically reviewed, particularly for new products being stored?
Page 37 (C) 2012 Chemical Distribution Institute
Chapter M11 ADMINISTRATION
Question
Yes
No
N/A Cat. BLC RC
Records Are records kept of all product transfers which include : M11.1
- quantity moved by road and rail ?
SI
M11.2
- quantity moved by vessels ?
SI
M11.3
- quantity moved by pipeline ?
SI
M11.4
- quantity moved by drums ?
SI
M11.5
- record of previous cargoes in Terminal tankage ?
SI
M11.6
- record of previous product in common pipeline ?
SI
M11.7
- methods of line cleaning ?
SI
M11.8
- inspections prior to transfer ?
SI
M11.9
- tank cleaning certificates ?
SI
M11.10
Is there a signature and date on each activity report, verifying that the operation was carried out according to the procedures ?
M11.11
Is there a procedure for checking the completeness and accuracy of records ?
M11.12
Is there a satisfactory arrangement for record filing ?
M11.13
Are time periods established for record retention ?
I
SI I SI
Insurance M11.14
Does the Terminal carry insurance cover for third party liability?
I
Accounting System M11.15
Do the invoices accurately describe the services rendered ?
SI
M11.16
Have standards for payments of accounts been agreed with the customers ?
SI
M11.17
Is there a system in place to check whether all accounts are settled within agreed periods ?
SI
M11.18
Is a procedure in place for settling accounting discrepancies?
SI
Order Processing M11.19
Is there a written procedure on order processing ?
SI
Does this procedure include : M11.20
Management Rev. CDI-T, 1/12
SI
- order acceptance ?
Page 38 (C) 2012 Chemical Distribution Institute
Chapter M11 Question
ADMINISTRATION
Yes
No
N/A Cat. BLC RC
M11.21
- checks that accepted orders comply with current contract ?
SI
M11.22
- responsibilities for dispatch documentation ?
SI
M11.23
- information to customer on status of order ?
SI
M11.24
- establishing key contacts ?
SI
M11.25
Is the terminal capable of electronic data interchange with customers?
I
Audit of the Administrative System M11.26 M11.27
Management Rev. CDI-T, 1/12
Are audits of the administrative system carried out on a regular basis ? Is there an effective action plan to follow-up the recommendations of the audits of the administrative system ?
Page 39 (C) 2012 Chemical Distribution Institute
SI SI
Chapter M12 PERSONNEL SAFETY
Question
Yes
No
N/A Cat. BLC RC
Workplace Conditions and Personnel Behaviour Monitoring M12.1
Are safety inspections carried out ?
I
M12.2
Are safety inspections carried out by management and employees together ?
I
M12.3
Are personnel trained to carry out safety inspections ?
I
M12.4
Following safety inspections, are required corrective actions determined ?
I
M12.5
Is the implementation of corrective action followed-up and stewarded to completion ?
I
RC
Preventive Approach M12.6
Have hazardous activities associated with the job been identified (job safety analysis) ?
I
RC
M12.7
Are risks related to such activities evaluated (risk assessment) ?
I
RC
M12.8
Are critical job skills required to carry out such activities defined, provided and supported ?
I
M12.9
Is a process in place to continuously reduce the level of risk ?
I
M12.10
Is safe behaviour supported by networks and interactive work teams ?
I
M12.11
Are specific techniques employed to reinforce safe behaviour, improve awareness and reduce mistakes ?
I
RC
Rules and Procedures M12.12
SI
Are rules and procedures documented ? Do they provide thorough information of :
M12.13
- hazards in the workplace ?
SI
M12.14
- how to control them ?
SI SI
M12.15
Are rules and procedures updated to incorporate new technologies ?
M12.16
Are rules and procedures known to employees ?
I
M12.17
Are rules and procedures communicated before beginning the assigned job ?
I
M12.18
Do rules and procedures cover emergency situations as well as regular operations ?
M12.19
Are deviations carefully considered, authorised and documented before taking place ?
I
M12.20
Is knowledge of rules and procedures and compliance with them regularly verified ?
I
M12.21
Do operating procedures/instructions stress the need for the correct safety procedures and attitudes to be adopted at all times?
SI
Management Rev. CDI-T, 1/12
Page 40 (C) 2012 Chemical Distribution Institute
SI
RC
Chapter M12 Question
PERSONNEL SAFETY
M12.22
Is there a requirement for the supervisor to brief operators before the intended operation is carried out?
Yes
No
N/A Cat. BLC RC I
Are there up-to-date written procedures for: M12.23
- reviewing, updating and approval of operating procedures?
SI
M12.24
- reporting equipment defects?
SI
M12.25
- rectifying equipment defects?
SI
M12.26
- programmed equipment tests?
SI
M12.27
- planned maintenance programme?
SI
M12.28
- inspection, testing and certification of tanks and related pipe work?
SI
M12.29
- programmed testing of hoses?
SI
M12.30
- compliance of facilities with statutory requirements at all times?
SI
M12.31
- emergency response?
SI
M12.32
- evacuation plans and drills?
SI
B
Are there comprehensive procedures at the terminal covering work permit requirements, to ensure the safety of: M12.33
- hot work?
SI
M12.34
- cold work?
SI
M12.35
- work on electrical equipment?
SI
M12.36
- entry into enclosed spaces?
SI
M12.37
- scaffolding?
SI
M12.38
- digging?
SI
M12.39
- intentional breaking of containment ?
SI
M12.40
- working in the vicinity of inerted tanks, with open tank appendages ?
SI
M12.41
- work on pressure vessels ?
SI
M12.42 M12.43
Are the above listed operations only carried out after a specific permit has been issued? Is the permit issued by an authorised person?
I
I
Does the permit clearly specify: M12.44
Management Rev. CDI-T, 1/12
- the particular item of equipment or area involved?
Page 41 (C) 2012 Chemical Distribution Institute
I
B
Chapter M12 PERSONNEL SAFETY
Question
Yes
No
N/A Cat. BLC RC
M12.45
- the scope of the permitted work?
I
M12.46
- the equipment required to do the job properly?
I
M12.47
- the foreseeable hazards and the precautions to be adopted in order to execute the work safely?
I
M12.48
- the Personal Protection Equipment to be used?
I
M12.49
- the necessary steps to prepare the equipment or area for the intended work?
I
M12.50
- its period of validity?
I
M12.51
Are at least 2 signed copies made of each permit, one for the issuer and one available at the location ?
I
M12.52
Is a copy of all work permits retained for inspection?
I
M12.53
Does the layout of the permit include a check list of all the conditions to be met before the permit can be used?
I
Does either the terminal manager or his deputy: M12.54
- ensure that the job in progress is periodically inspected?
I
M12.55
- accept the job when finished and endorse the permit accordingly?
I
Entry into Confined Spaces M12.56
Does the permit clearly show whether entry into the enclosed space can be made with or without breathing apparatus?
I
M12.57
If breathing apparatus is not required, does the permit indicate how an adequate supply of air is to be maintained?
I
Before issuing the permit, does the issuer: M12.58
- ensure that the piece of equipment to be entered is withdrawn from service and isolated by positive disconnection or blanks?
I
M12.59
- set down the requirements for cleaning and purging and check that they are properly satisfied?
I
M12.60
- make sure that relevant tests are conducted of the atmosphere inside?
I
M12.61
- ensure that an adequate supply of breathing air is available to testers and workers charged with preparing the equipment for entry?
I
M12.62
- carry out a physical check of the work site to ensure that specific precautions have been taken ?
I
Hot Work Permit M12.63
Management Rev. CDI-T, 1/12
Is a hot work permit issued to perform work involving flames or high enough temperatures to ignite flammable or combustible material?
Page 42 (C) 2012 Chemical Distribution Institute
I
Chapter M12 PERSONNEL SAFETY
Question
Yes
No
N/A Cat. BLC RC
Before issuing the permit, does the issuer satisfy himself that: M12.64
- the work location is gas free?
I
M12.65
- piping is isolated by positive disconnection with blinds?
I
M12.66
- adequate precautions are taken to prevent ignition of flammable and combustible material?
I
M12.67
- adequate precautions are taken to contain all sparks from welding and cutting to prevent ignition of any ground contamination ?
I
M12.68
- all sewers, manholes or catch basins in the vicinity of the work area are covered?
I
M12.69
- catch basins with traps are continuously flushed with water?
I
M12.70
Are tests for possible flammable vapour concentrations made by a trained person using a combustible gas indicator before hot work is started on any equipment or container, even though such equipment has been steamed, flushed or otherwise cleaned?
I
M12.71
Are periodic tests made to make sure that the work area remains safe during hot work?
I
Smoking M12.72
Are there dedicated areas where smoking is allowed?
I
M12.73
Are no-smoking areas clearly signposted?
I
M12.74
Are checks conducted to make sure that smoking material is not introduced in no-smoking areas?
SI
Personal Protection Equipment (PPE) M12.75 M12.76
Is there a procedure defining what safety equipment and protective clothing has to be used and under what circumstances? Does the procedure specifically designate where and when lifejackets should be worn ?
SI
SI
SI
M12.77
Is the procedure consistent with the protection required in the Safety Data Sheet for the products involved?
M12.78
Is all identified PPE in sufficient supply ?
I
M12.79
Are warning signs posted in areas where PPE has to be worn, indicating what PPE is required?
I
Are the following items of PPE specified for use throughout the terminal: M12.80
- hard hat?
I
M12.81
- safety shoes?
I
Management Rev. CDI-T, 1/12
Page 43 (C) 2012 Chemical Distribution Institute
B
Chapter M12 PERSONNEL SAFETY
Question
M12.82 M12.83 M12.84
Yes
No
N/A Cat. BLC RC
I
- overall clothing with long sleeves? - overall clothing is both fire retardant and anti-static ? - safety spectacles (with side protection) or goggles?
I I
Is special PPE provided for critical products and operations: M12.85
- self contained breathing apparatus ?
I
M12.86
- filter mask ?
I
M12.87
- boots ?
I
M12.88
- full face protection shield ?
I
M12.89
- chemical suit ?
I
M12.90
- protective gloves?
I
Are employee responsibilities assigned for: M12.91 M12.92
SI
- specifying the PPE required? - are the persons trained in Occupational (Industrial) Safety ?
SI
M12.93
- procurement of PPE ?
SI
M12.94
- maintenance checks of PPE ?
SI
M12.95
- training persons in the use and storage of PPE ?
SI
Is there evidence to support: M12.96
- employees are trained in the use, limitations and care of PPE ?
SI
B
M12.97
- regular maintenance checks on PPE are completed to ensure it is maintained in good order ?
SI
B
M12.98
Is there a procedure in place to ensure that visitors are made aware of health and safety hazards?
SI
B
M12.99
Does the procedure require that visitors wear the appropriate PPE for the work site ?
SI
B
M12.100 Are caution signs used to warn against potential immediate hazards, where they exist?
I
B
M12.101
Are caution signs visible, free from obstruction and legible ?
I
B
M12.102
Are cautions signs in the local language and English, or of the pictorial type ?
I
B
I
B
Warning Signs
M12.103 Are emergency procedures posted in each work area for raising alarm and summoning assistance ?
Management Rev. CDI-T, 1/12
Page 44 (C) 2012 Chemical Distribution Institute
Chapter M13 OCCUPATIONAL HEALTH
Question
Yes
No
N/A Cat. BLC RC
Health Hazard Identification M13.1
Have all tasks been examined to identify and evaluate all occupational health hazards ?
SI
B
RC
I
B
RC
Hazardous Products Information M13.2
Does the terminal have all the necessary product data and reference codes for products transported and/or handled ? Does this data include :
M13.3
- product incompatibility with other products or materials ?
I
M13.4
- personal protection equipment ?
I
M13.5
- emergency procedures on over-exposure ?
I
Control of Health Hazards Are potential adverse effects on health prevented by (in order of precedence): M13.6
- engineering the risk out ?
I
B
M13.7
- enforcing effective procedures ?
I
B
M13.8
- enforcing the use of PPE ?
I
B
M13.9
Is a review of the health hazard carried out before the first receipt of any new chemical ?
SI
B
M13.10
Is this review carried out by the safety coordinator or other competent person?
SI
B
M13.11
Are there written procedures for the handling of all products ?
SI
B
M13.12
Are there written procedures for the safe handling and disposal of waste resulting from interfaces, line cleaning operations, tank cleaning and spills?
SI
B
Are the following items in place to respond to product releases : M13.13
- emergency alarms ?
SI
M13.14
- emergency procedures ?
SI
M13.15
- clean-up materials ?
SI
M13.16
Are records maintained of chemical substances stored and used for the company's operations ?
I
Medical Examination and Monitoring M13.17
Are pre-placement medical examinations carried out ?
SI
M13.18
Are medical examinations on personnel carried out to check on exposure to critical products ?
SI
Management Rev. CDI-T, 1/12
Page 45 (C) 2012 Chemical Distribution Institute
Chapter M13 Question
OCCUPATIONAL HEALTH
M13.19
Is there a regular monitoring programme for areas where health hazards do exist, especially during transfer operations, to measure the exposures and verify that the hazards are being controlled at a safe level ?
SI
M13.20
Is there a program in place to monitor operator exposure to products ?
SI
M13.21
Are records maintained of each employee's exposure to identified chemical, biological or physical agents ?
SI
M13.22
Are records reviewed and actions taken to modify examination and monitoring programs as found necessary?
SI
Yes
No
N/A Cat. BLC RC
B
Health Care Programme M13.23 M13.24 M13.25
Is there a procedure for obtaining medical attention ? Is it reviewed with the medical adviser at least every year ? Is there a dedicated first aid treatment room at the terminal ?
SI
B
SI
B
I
B
M13.26
Is it clearly signposted ?
I
B
M13.27
Is it in a safe location ?
I
B
I
B
I
B
I
B
SI
B
SI
B
I
B
M13.28 M13.29 M13.30 M13.31
Are there sufficient first aid kits at critical locations at the terminal? Are they also clearly signposted ? Are showers and eye-washers located in the vicinity of cargo handling interface areas and clearly signposted ? Do they trigger an alarm ?
M13.32
Do at least two persons per shift hold a current first aid certificate, including resuscitation (MTM) ?
M13.33
Has the advice of a medical authority been obtained to ensure that equipment and materials in the first aid unit contain additional items required for specific hazards ?
Management Rev. CDI-T, 1/12
Page 46 (C) 2012 Chemical Distribution Institute
Chapter M14 ENVIRONMENTAL PROTECTION
Question
Yes
No
N/A Cat. BLC RC
Policy and Standards M14.1
Are annual objectives for performance in the environmental protection programme established for the Terminal ?
I
RC
M14.2
Does the staff include persons technically competent and appropriately licensed and/or certified in environmental protection ?
I
M14.3
Is there an employee awareness programme ?
I
M14.4
Is there a community awareness programme ?
I
RC
General Procedures M14.5
Are environmental reviews made prior to the introduction of new products to stored at the Terminal ?
I
RC
M14.6
Are environmental reviews made for new facility design and process, and for design changes in existing facilities ?
I
RC
M14.7
Do routine and emergency shut-down procedures define specific steps to be taken to ensure proper environmental safeguards ?
SI
M14.8
Do incident investigations include environmental impact ?
I
M14.9
Do these also include financial liability assessments ?
I
RC
Waste Management M14.10
Are there agreed arrangements with the local statutory authorities for the disposal of waste (liquid and solid) ?
I
B
RC
M14.11
Are waste disposal records maintained as required by legislation ?
I
B
RC
M14.12
Are waste treatment activities and quantities treated documented ?
I
B
RC
M14.13
Are wastes disposed of off-site, covered by contract or letter of agreement which specifies the mode of disposal, liabilities and responsibilities ?
I
B
RC
SI
B
RC
I
B
RC
SI
B
RC
M14.14
Are these contracts regularly reviewed for products handled ?
M14.15
Is a waste reduction programme in place which specifies goals and objectives ?
M14.16
Is a hazard review conducted for the sewer system which may contain flammable, reactive or toxic materials ? Spill Prevention and Response
M14.17
Has a survey been made within the past two years to identify the need for spill prevention and response methods and equipment ?
I
B
M14.18
Have response systems been put in place for on-site spills (storage, loading, unloading, drumming) ?
I
B
M14.19
Have response systems been put in place for off-site spills ?
I
B
M14.20
Are fire water retention needs calculated and considered in the spill response plan ?
SI
B
Management Rev. CDI-T, 1/12
Page 47 (C) 2012 Chemical Distribution Institute
Chapter M14 Question
ENVIRONMENTAL PROTECTION
Yes
No
N/A Cat. BLC RC
Air Quality Management M14.21
Are all emission points defined and evaluated on quantity ?
I
M14.22
Are emissions to the atmosphere above regulated levels documented and investigated ?
I
M14.23
Are plans defined to reduce the emission to atmosphere ?
SI
M14.24
Are there written procedures to investigate/respond to complaints by employees or the public of odours and other emissions ?
SI
M14.25
Is there an emission control strategy for the facility, including an emission target ?
SI
M14.26
Is the emission control target set voluntarily ?
SI
M14.27
Is the emission control target included in the terminal operating permit ?
SI
M14.28
Are the emission control targets based on national law/agreements ?
SI
M14.29
Have air-inventories been done for governmental agencies ?
SI
M14.30
Are non-regulatory emission checks carried out?
I
Water Quality and Quantity Management M14.31 M14.32
Are piping and sewer plans available for the Terminal water and effluent lines ?
I I
Are piping and sewer plans up-to-date ?
SI
M14.33
Are drain valves only allowed to be opened by authorised personnel ?
M14.34
Are water discharges monitored for pollutants ?
I
M14.35
Are water discharges and pollution measurements documented as required by applicable legislation ?
I
M14.36
Is there an ongoing effort to improve the control of pollutant discharges ?
I
M14.37
Are regular controls implemented to measure ground water contamination and migration ?
I
Management Rev. CDI-T, 1/12
Page 48 (C) 2012 Chemical Distribution Institute
RC
Chapter M15 SECURITY
Question
Yes
No
N/A Cat. BLC RC
Security Standards and Procedures M15.1
Does the terminal, as a Port Facility, have an approved ISPS Security Plan ?
I
B
RC
M15.2
Does the terminal have a designated Facility Security Officer (FSO) ?
I
B
RC
M15.3
Does the company security policy emphasise to their staff the importance of protecting people, property, and operational practices against loss by intentional destruction or theft ?
I
B
RC
M15.4
Are analysis of threats, vulnerabilities and consequences conducted ?
SI
B
RC
M15.5
Is the terminal manned 24 hours or is equivalent security achieved by other means ?
SI
M15.6
Are security personnel direct employees of the company ?
SI
B
Security Organisation/Administration I
M15.7
Is there a direct access to senior management on security matters?
M15.8
Is there regular contact with the relevant authorities to plan for assistance on security matters?
SI
M15.9
Is there an exchange of communication and dialogue on appropriate security issues with employees, customers, suppliers, communities and mutual aid partners?
SI
RC B
RC
Access Control M15.10
Is there a system to monitor entry and movement of: people and vehicles to the Terminal as a security measure ?
I
M15.11
Is the allotment and duplication of keys to buildings, vehicles and areas controlled ?
I
M15.12
Is the Terminal fenced with gates which are closed and locked when not required to be open ?
I
Data Security M15.13
Is there a system to protect against illegal access to computer data and systems ?
SI
M15.14
Is there a system to prevent the loss of computer data ?
SI
M15.15
Is there a virus protection system installed ?
SI
M15.16
Are back-up’s of computer data stored in a safe place remote from the location where such data is processed ?
SI
M15.17
Is there a system in place to protect computer information on customers and products?
SI
Security Inspections M15.18
Are inspections of facilities and operations made to verify compliance with security standards at least every 6 months ?
SI
B
M15.19
Are checklists used to guide security inspections ?
SI
B
Management Rev. CDI-T, 1/12
Page 49 (C) 2012 Chemical Distribution Institute
Question
Guidance Notes Chapter M0 GENERAL INFORMATION
This section should be completed before the inspection takes place and the pages presented to the inspector on arrival. Once entered to the database, this section remains open and can be updated at any time by the terminal management. M0.7
This is the e-mail of the person who will receive notification of the report being available on the database, the report number and security code.
M0.9
Terminal/General Manager refers to the person with overall responsibility for the terminal.
Management Rev. CDI-T, 1/12
GN Page 1 (C) 2012 Chemical Distribution Institute
Question
Guidance Notes Chapter M0 GENERAL INFORMATION
This section should be completed before the inspection takes place and the pages presented to the inspector on arrival. Once entered to the database, this section remains open and can be updated at any time by the terminal management.
Management Rev. CDI-T, 1/12
GN Page 2 (C) 2012 Chemical Distribution Institute
Question
Guidance Notes Chapter M0 GENERAL INFORMATION
This section should be completed before the inspection takes place and the pages presented to the inspector on arrival. Once entered to the database, this section remains open and can be updated at any time by the terminal management.
Management Rev. CDI-T, 1/12
GN Page 3 (C) 2012 Chemical Distribution Institute
Question
Guidance Notes Chapter M0 GENERAL INFORMATION
This section should be completed before the inspection takes place and the pages presented to the inspector on arrival. Once entered to the database, this section remains open and can be updated at any time by the terminal management.
Management Rev. CDI-T, 1/12
GN Page 4 (C) 2012 Chemical Distribution Institute
Question
Guidance Notes Chapter M0 GENERAL INFORMATION
This section should be completed before the inspection takes place and the pages presented to the inspector on arrival. Once entered to the database, this section remains open and can be updated at any time by the terminal management.
Management Rev. CDI-T, 1/12
GN Page 5 (C) 2012 Chemical Distribution Institute
Guidance Notes Chapter M1 MANAGEMENT RESPONSIBILITY
Question
© RCMS Definition: Stakeholders Person or persons impacted or potentially impacted by the organization's operations. These may include employees, stockholders, neighbours, emergency responders, other industries, competitors, commercial partners, public at large, NGOs, regulators, and anyone else with a personal stake in the organization's operations. M1.1
The Quality Assurance System, adopted by the Terminal must be documented. The Inspector should satisfy himself that the scope of the certification covers all relevant processes and that the depth of the system is adequate. The QAS should, as a minimum, comply with the requirements of the ISO 9000 series.
M1.2-17
Policy statements maybe separate or combined into a single document. The policy statement must be clear and unambiguous concerning management's commitment to the quality of the operations and services, the safety of all operations, the health of the employees, the protection of the environment, and the security of the terminal, thereby meeting the customer's requirements at all times.
The policy statement should be signed by the CEO on the site or by the managing director of the company. The overall responsibility for quality and HSE&S rests at the top of the company and has to remain there. The policy should refer to all employee's responsibility for quality and HSE&S and ensure that customers' requirement's are met The policy should refer to customers' requirements. There should be a clear statement that management seeks and encourages involvement and commitment to the company's quality and HSE&S programmes and objectives. The policy should be used by management in a positive manner. It should be contained in the appropriate manuals, displayed in appropriate places and be seen clearly as a directive to all employees. Inspectors should verify its presence in different places. Check the name and date to determine that the policy has been signed by the acting CEO. within the last 2 years. Inspectors are not required to examine the contents of the security plan. M1.16
Reference Question M3.37
M1.17
It is not a requirement for the policy statement to be renewed every two years, but evidence should be sought that the statement has been reviewed.
M1.18
The inspector should assess the documented objectives and targets against the RC/HSE&S policy statement(s) ?
M1.19
Evidence should be sought of systems in place to assess stakeholder perspectives of the operations taking place.
Management Rev. CDI-T, 1/12
GN Page 6 (C) 2012 Chemical Distribution Institute
Question
Guidance Notes Chapter M1 MANAGEMENT RESPONSIBILITY
M1.24
Evidence should be sought from correspondence files and response to circulars, satisfaction surveys and polls with stakeholders.
M1.25, 26, 31, 32, 33
These questions only applicable to terminals applying Responsible Care principles.
M1.26
Evidence should be sought from RC/HSE circulars and annual reports.
M1.27-29
Evidence may be sought in public awareness programs, M14.4 and M15.9
M1.30
Evidence should be sought from the minutes of working groups of industry, regulatory and community bodies.
M1.31
Evidence should be sought from promotional events and literature, and correspondence with service providers.
M1.32-33
Reference questions seek evidence from training courses and resource allocations.
M1.34-47
This section combines two different responsibilities. A separate answer should be given for each. The company should have a Quality and HSE&S Assurance co-ordinator. In a large company these are full time jobs but in a smaller company these jobs may be part of another job. The function may not have these particular titles. Others are : Safety Manager, Quality Manager etc. The co-ordinator(s) must report directly to a senior manager on quality and HSE&S, although they may report to a lower level on other duties. The proportion of time spent on quality HSE&S matters will vary with the size of the company and its variety in operations. Inspectors should consider this, at the end of the audit.
Management Rev. CDI-T, 1/12
GN Page 7 (C) 2012 Chemical Distribution Institute
Guidance Notes Chapter M1 MANAGEMENT RESPONSIBILITY
Question
M1.34-47
This section combines two different responsibilities. A separate answer should be given for each. The company should have a Quality and HSE&S Assurance co-ordinator. In a large company these are full time jobs but in a smaller company these jobs may be part of another job. The function may not have these particular titles. Others are : Safety Manager, Quality Manager etc. The co-ordinator(s) must report directly to a senior manager on quality and HSE&S, although they may report to a lower level on other duties. The proportion of time spent on quality HSE&S matters will vary with the size of the company and its variety in operations. Inspectors should consider this, at the end of the audit.
M1.41
By reading the job descriptions or quality and HSE&S manuals the Inspector should establish answers to this question. Inspectors are not required to examine the contents of the security plan.
M1.42-43
Evidence of these contacts should be established by sighting correspondence.
M1.44
Reference questions M1.19 - 22
M1.45
Reference questions M1.19 - 22
M1.48
There should be an organisation chart for the terminal showing individual's job titles and to whom they are responsible. These titles should be generally descriptive of the work carried out.
M1.49
Additionally each individual should have his responsibilities for quality and HSE&S clearly defined in a document which can be audited.
M1.51
Look for documentary evidence that assessments are carried out annually.
M1.52
Evidence should be sought the verify the involvement of senior management with day to day RC/HSE&S initiatives i.e. participation in meetings, training, promotion, signatures.
M1.53 - 54
Evidence should be sought from the minutes of management reviews.
M1.55
Inspectors should ask to see agenda's and minutes of these meetings or meetings where these items are covered to verify the answers to these questions. It should be accepted that parts of these minutes may be confidential and hence covered up but it should be possible to see if the item was discussed at length.
M1.56 - 60
Inspectors should seek documented evidence.
Management Rev. CDI-T, 1/12
GN Page 8 (C) 2012 Chemical Distribution Institute
Question
Guidance Notes Chapter M1 MANAGEMENT RESPONSIBILITY
M1.56 - 60
Inspectors should seek documented evidence.
M1.62
These external audits refer to 3rd party audits (customer audits, CDI-T Inspections, Government, etc) with corrective actions, responsible persons, improvement plans, etc.
M1.65
Ask to see established plans to rectify deficiencies.
M1.66
Inspectors should ask to see documented evidence of these meetings (minutes / actions).
M1.67
Ask what topics have recently been provided for meetings.
M1.68
Inspectors should ask for documented evidence of these meetings.
M1.69 & 70
Inspect minutes and look for reference to earlier minutes and action items. Actions may be addressed in writing between meetings.
M1.71
Determine from minutes whether this subject is adequately reviewed on both quality and HSE&S.
M1.72
RC/HSE reviews should be examined for evidence to verify that resources allocated are sufficient to meet to objectives and targets.
M1.73-76
Employees should be made aware of the consequences of poor job performance, at all levels, on other employees, on customer satisfaction, costs and economic well-being of the organisation. Bulletin boards, meetings, training, publications and awards are effective ways of promoting quality and HSE&S attitudes and should be given due prominence.
M1.73 & 74
Consider quality and HSE&S separately.
M1.75 & 76
Consider quality and HSE&S separately.
Management Rev. CDI-T, 1/12
GN Page 9 (C) 2012 Chemical Distribution Institute
Question
Guidance Notes Chapter M1 MANAGEMENT RESPONSIBILITY
M1.78 & 79
Consider quality and HSE&S separately.
M1.78-84
For effective control of quality and HSE&S it is necessary to audit each stage of the management system. The internal company audits can be carried out by members of the staff not directly involved in the operation. Inspectors should look for a written audit plan which may be included in the quality HSE&S manuals. A detailed audit system is required. A document, detailing the scope, frequency and responsibility for such audits must be available for inspection by the Inspector. Inspectors are not required to examine the contents of the security plan.
M1.85
There should be a written procedure defining the Management Of Change process. The process should be inclusive of procedural, management, product, technical and legislation changes.
M1.96
Evidence should be sought from written risk assessment exercises for each area.
M1.96 - 121 The organization shall have a system to identify and evaluate potential HSE&S hazards and to assess and prioritise the associated risks. Products and processes encompasses equipment, products stored and operations.
Management Rev. CDI-T, 1/12
GN Page 10 (C) 2012 Chemical Distribution Institute
Question
Guidance Notes Chapter M1 MANAGEMENT RESPONSIBILITY
M1.96 - 121 The organization shall have a system to identify and evaluate potential HSE&S hazards and to assess and prioritise the associated risks. Products and processes encompasses equipment, products stored and operations. M1.97
Technical information as applicable to plant, equipment and products stored.
M1.111 & 112
Evidence should be sought from the Management Review documentation.
M1.113 117
Each should be considered separately.
Management Rev. CDI-T, 1/12
GN Page 11 (C) 2012 Chemical Distribution Institute
Question
Guidance Notes Chapter M2 TRAINING
All employees, trainees and interns should receive induction training to orientate them to the Company policies and basic quality and HSE&S procedures. All employees are expected to have formal training in subjects related to their job. It is expected that employees attend regular refresher courses as defined in the training program.. Training is required whenever enhanced or additional skills are needed to support a new or changed work activity. M2.1-2
To identify training needs, a list of the tasks and/or job description carried out by the individual is necessary. The inventory of tasks, also required in establishing safe working practices, is an important part of defining the needs of all operators.
M2.1
Inspectors should examine the inventory to establish its completeness and that it is being used to identify the training requirements.
M2.2
Look for documentary evidence of these reviews.
M2.4 - 6
Check against national training legislation. From the inventory tasks critical to HSE&S and quality can be identified and training concentrated on these areas. Check that critical tasks are identified.
M2.9
The audit must be in a written form and available for the Inspector to read. The audit should be carried out at least every two years.
M2.10
The audit must be in a written form and available for the Inspector to read. The audit should be carried out at least every two years.
M2.11
Check personnel or training records and attendance lists for completeness.
M2.12
Refresher training should be repeated at least every two years. Look for documented evidence. Criteria for refresher training should be documented.
M2.14
Evidence should be sought that managers undertake regular knowledge and skills updating.
M2.15-18
The Inspector should review lesson plans and hand-outs in order to satisfy him/herself that each individual subject is covered.
Management Rev. CDI-T, 1/12
GN Page 12 (C) 2012 Chemical Distribution Institute
Question
Guidance Notes Chapter M2 TRAINING
M2.19-20
It is important that these individuals are trained by a recognised (outside) organisation. The Inspector should verify this by looking at the syllabus for the courses to determine that these courses are of an acceptable level/contents.
M2.21-29
This includes all persons involved in operations and maintenance functions.
M2.21-29
Operations training should be reflective of the operational facilities of the terminal, e.g. loading/unloading of ships, trucks, rail cars, etc. The inspector should verify that each operational activity is addressed.
M2.29
Check from training material and training records.
M2.30
Tests of knowledge are the best way of establishing the effectiveness of the training. The tests may be of a practical nature and assessed by a person other than the trainer.
Management Rev. CDI-T, 1/12
GN Page 13 (C) 2012 Chemical Distribution Institute
Question
Guidance Notes Chapter M3 QUALITY MANAGEMENT SYSTEM
Companies holding a valid ISO9000 series or equivalent quality certificate will be in compliance with Chapter M3. However evidence should be sought for compliance with questions M3.21, M3.22, M3.23, M3.24 and M3.32.
Management Rev. CDI-T, 1/12
GN Page 14 (C) 2012 Chemical Distribution Institute
Question
Guidance Notes Chapter M3 QUALITY MANAGEMENT SYSTEM
Companies holding a valid ISO9000 series or equivalent quality certificate will be in compliance with Chapter M3. However evidence should be sought for compliance with questions M3.21, M3.22, M3.23, M3.24 and M3.32.
Management Rev. CDI-T, 1/12
GN Page 15 (C) 2012 Chemical Distribution Institute
Question
Guidance Notes Chapter M3 QUALITY MANAGEMENT SYSTEM
Companies holding a valid ISO9000 series or equivalent quality certificate will be in compliance with Chapter M3. However evidence should be sought for compliance with questions M3.21, M3.22, M3.23, M3.24 and M3.32.
Management Rev. CDI-T, 1/12
GN Page 16 (C) 2012 Chemical Distribution Institute
Question
Guidance Notes Chapter M4 THE SUPPLIER OF GOODS AND SERVICES
The procurement of products or services should be given the same level of planning and control as internal activities as they may be vital elements in the delivery of the proper tank storage service. M4.1
Survey and criteria should be documented.
M4.3
Look for documented evidence and signatures within a supllier's file.
M4.4
Meeting should take place at least every six months and be supported by documented evidence.
M4.5
Examples should be taken at random and checked. Look for evidence that checks are carried out.
M4.6
Check relevant review documentation for a supplier chosen at random.
M4.7
Ask the Quality Assurance Co-ordinator if suppliers records have been examined and look for external audit reports of suppliers.
M4.8
Ask the Quality Assurance Co-ordinator. Verify from an example.
M4.9 - 11
Contracting activities might include specialist activities like tank cleaning and maintenance, waste treatment, the loading and securing of drums in containers etc.
M4.9
The system for controlling contractors must be as detailed as is required for own staff or refer to requirements for own staff.
M4.10
Standards for contracting should be documented and form part of the service contract. Verify by inspecting current service contracts.
Management Rev. CDI-T, 1/12
GN Page 17 (C) 2012 Chemical Distribution Institute
Guidance Notes Chapter M5 THE CUSTOMER
Question
A quality service meets agreed customer (purchaser) requirements at all times. Ideally such requirements should be explicitly defined in the contract. In practice some of them are implicit or only generally defined. M5.1
Standard contracts should be in writing. Inspectors should check copy only without examining details.
M5.3 - 8
Look for evidence of reviews taking place.
M5.3
Check if review procedure is in place and that signs of approval are given by each individual function.
M5.4
Check for approval signatures.
M5.5
Look for appropriate faxes or telexes.
M5.6
Procedure should require all contracts to be reviewed regularly.
M5.7
Look for procedure and related correspondence and verify on a recent deviation from a contract.
M5.8
Verify from meeting schedule or visit reports.
M5.9
Ask to see the procedure for obtaining all required info.
M5.10 - 14
These must be specific to the product of the customer or manufacturer. Generic documents are not to be accepted. Verify each point from available documents.
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Guidance Notes Chapter M6 PERSONNEL
Question
The most important resource in any organisation is that of the individual people involved. Management should provide a work environment that fosters excellence and a stable and secure work relationship. See also Training and Promotion of Quality Attitudes. The confidential nature of individual records must be respected and therefore the Inspector may have to rely on the personal assurance of the Personnel Manager that such documents exist in the files of individuals. M6.2, M6.13, M6.14, M6.15 and M6.16 may only apply to the level of site foremen and above. M6.1-3
Profile should be documented. In respect of 'conduct and reliability', there should have been contact with previous employers a check on the individual's employment history.
M6.4-9
Look for documented evidence.
M6.10-12
There should be a written selection policy for temporary personnel as well.
M6.13-15
Personal objectives and goals should be agreed with the supervisor and recorded once a year. The employee should have a thorough understanding of his goals and be empowered to substantially contribute to their achievement. Performance against these goals should be reviewed with the supervisor on a yearly basis.
M6.16
The Inspector should review the company system to administer salaries and other forms of recognition and check that it is tied to an element of merit.
M6.17
Career planning is a necessary component of an overall approach to quality. Each employee should be viewed as having a career within the organisation; people are more likely to take an innovative approach when they know that they have a long-term relationship with the organisation. Career planning documents should be available.
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Guidance Notes Chapter M6 PERSONNEL
Question
M6.18
The conditions of employment should be given in writing to all employees.
M6.19
The company policy on prohibiting the use of drugs and alcohol should be communicated in writing.
M6.20
The disciplinary procedure should be a written one and communicated to all employees. Verify by asking a sample of employees the content of this policy.
M6.25
Manning reviews should consider both operational and non-operational periods.
M6.21 & 22
Regular communication should be a feature of all levels of the management. As well as frequent informal contacts between senior management and other personnel there should also be more formal briefings from time to time on personal performance and the working together with direct manager or supervisor.
M6.21
Ask supervisors and employees.
M6.22
Planned personal contacts will be more effective when records are made and follow-up actions agreed upon can be checked on progress.
M6.23
Procedure and suggestions/proposals should be documented.
M6.25-28
These reviews must include manning of the jetties and berths.
M6.30
The N/A option on this question can only be applied on terminals operating a one shift system e.g. 9am to 5pm operation.
M6.30 & 31
The hand-over of information of ongoing operations should be adequately documented to facilitate this process. It should be clear for the organisation how and when responsibilities are handed over. Look for documented evidence that this process is carried out in a structured way.
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Question
Guidance Notes Chapter M7 OPERATIONS
M7.1
It should be expected that tasks for all operators' jobs would be defined and those critical to HSE&S and quality identified. This job description would be the same as the one required in M2.1
M7.3
Operating instructions should be readily available during all hours that the Terminal is operating. Check for location.
M7.4 - 39
Terminals and Inspectors should be aware that these functions may be performed by third parties and instructions/documentary evidence should support this. These functions may include the use of portable equipment.
M7.10
Tank operation refers to non-transfer functions such as: heating, circulation, mixing, etc.
M7.24
Be aware testing and inspection may be carried out by third parties, this should be specified in the procedures.
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Question
Guidance Notes Chapter M7 OPERATIONS
M7.31 & 32
These questions refer to both ship and terminal operations.
M7.38
These instructions should also identify the circumstances when cargo operations should be shut down immediately, (Ref: TB2.24).
M7.40-43
Procedure or system should be documented.
M7.41
Check procedure and how it is implemented in practice for a recent change in operating instructions.
M7.42
Changes in procedures should be effectively communicated to all levels in the Operations Department. Check how this is implemented for a recent change in operating instructions.
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Question
Guidance Notes Chapter M7 OPERATIONS
M7.54 - 59
Planning is a key element in the reduction of turnaround times. Proper planning means that ETA's are checked with the customer and that operations are geared according to ETA's. Make random check that each activity is planned accordingly.
M7.61
Vessels handling multiple cargoes require more detailed planning. Check planning documents for evidence that both line-ups and handling sequences are systematically planned before arrival of these vessels.
M7.62
Comprehensive planning can only be when vessel (or their representative) and terminal have jointly agreed loading/discharging arrangements prior to arrival. Select a vessel at random and look for documented evidence (fax- or telex messages with vessel or agent).
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Question
M7.67
Management Rev. CDI-T, 1/12
Guidance Notes Chapter M7 OPERATIONS
Reference ISGOTT Ship/shore safety check list.
GN Page 24 (C) 2012 Chemical Distribution Institute
Question
Guidance Notes Chapter M7 OPERATIONS
M7.82
These responsibilities should extend to port and approach channels which may limit the operation of the terminal.
M7.83
The inspector should examine recent records.
M7.87
The inspector should establish if a process is in place to ensure that, where required, pilotage services are available to the vessels.
M7.89
The inspector should establish if a process is in place to ensure that, where required, adequate tug services are available to the vessels.
M7.92 - 103 In this section, N/A answer types can only be used when no board to board transfers take place at the terminal.
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Guidance Notes Chapter M7 OPERATIONS
Question
M7.92 - 103 In this section, N/A answer types can only be used when no board to board transfers take place at the terminal. M7.92
Check in permits if operation is allowed for specific product. Inspectors should be aware that some authorities simply require transfer operations be reported and do not issue an authorisation. In these cases the question is to be answered as a YES.
M7.93
The applicable transfer checklist (e.g. IMO/ADNR/OCIMF) should be completed and signed by a loading master or his replacement and a responsible ship's officer. Terminal should also sign, as any operation alongside a berth is also the responsibility of that terminal.
M7.94
Verify if written agreement is available for each vessel handled and signed by both terminal's and vessel's representatives.
M7.101-102 Look for a written procedure on board each vessel signed by ship's and shore's representatives. M7.103
Verify by checking procedure on vessel requiring pre-washing.
M7.104-110 This section refers to cross-fence pipeline transfer. M7.104
Check planning documents.
M7.105
Communications should follow fixed patterns, with calls at regular intervals. Check communication protocol or procedure.
M7.106
Emergency shut-down procedures should be well known; readily available and systems/equipment checked prior to operations. Check by asking appropriate personnel.
M7.107
Look for a written evidence.
M7.108
Ask for available records/retention files.
M7.109-110 Look for appropriate procedures M7.111-118 In this section, N/A answer types can only be used when no drumming takes place at the terminal. M7.111
Check planning documents or procedures.
M7.112
Ask for available checklist at drumming plant.
M7.113
Look for records/retention files.
M7.114
Verify from procedures how this is carried out with respect to product, customer requirements, national and international regulations.
M7.119
These safety instructions shall define responsibilities, safety clothing, maximum speed, emergency procedure and response. This may be in written form or other formal method of instruction.
M7.121
The question refers to driver self loading only.
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Guidance Notes Chapter M7 OPERATIONS
Question
M7.122
Check procedure and records. ''Operations'', refer to all modes of transportation.
M7.123
Check procedure and records.
M7.124-125 Turnaround times should be regularly monitored; delay causes analysed and appropriate actions taken to prevent recurrence. Look for documented evidence. M7.126
Management Rev. CDI-T, 1/12
Regular Performance Monitoring may take the form of internal audits and/or customer surveys.
GN Page 27 (C) 2012 Chemical Distribution Institute
Guidance Notes Chapter M8 MAINTENANCE
Question
A quality tank storage service can be provided only by reliable equipment. This section seeks to ensure that effective routine inspection and maintenance programmes are in place which require that equipment is adequately serviced, lubricated and adjusted and otherwise maintained to manufactures' recommendations to prevent abnormal wear (and tear) and to detect defects before they cause accidents or breakdowns. Abnormal wear, accidental damage and abuse detected through preventive maintenance inspections will be investigated. Repair and replacement costs will be recorded and analysed as loss data. Remedial and follow up actions will be taken as is done with other accidental loss. M8.1
Preventive maintenance should be carried out on all moving equipment. This must be separate from any regulatory inspections.
M8.2-21
Check the maintenance programme for inclusion of each item and verify that the item is serviced in accordance with the programme.
M8.10 & 11
The questions refer to the entire systems.
M8.10
The question refers to the actual bottling machinery and not the cleaning or packing processes.
M8.11
The question refers to the actual drumming machinery inclusive of the belt system.
M8.13
This refers to marine loading arms and must extend to include, emergency release systems.
M8.15
This includes mooring facilities, fendering, cranes, hose hoists, cathodic protection system, etc.
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Guidance Notes Chapter M8 MAINTENANCE
Question
M8.23
Critical instruments may be considered as those instruments used to monitor and to prevent dangerous conditions developing, such as high level, high temperature, pressure build-up, vapour product release, etc.
M8.27
Verify guide manual or requirements.
M8.28
Seek evidence from reports. This is intended as going further than the basic statutory requirements.
M8.29 - 34
Verify from records.
M8.35
Verify system and records kept.
M8.36
Check that replaced parts are noted in the records.
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Question
Guidance Notes Chapter M8 MAINTENANCE
M8.43
Check records. It must be clear from these records that the reported conditions do not conform with standards.
M8.44
Directive must be in writing by the highest responsible manager.
M8.45
Look for evidence from memos, reports etc. to the responsible management.
M8.46
Verify from procedure. Priorities must be clear.
M8.47
Service records are an effective means to establish the reliability of equipment. Inspect records and see if they are established at regular intervals. Examples of major equipment may include: loading arms, product pumps, compressors, boilers, etc.
M8.49
The word equipment may relate to pumps, tanks, pipelines, etc.
M8.51
This question refers to safety critical gauges.
M8.51 - 63
The frequency of testing should be stated in procedures and verified from test records. Frequency may be dictated by manufactures or may be mandated by local authorities.
M8.53
This question refers to both fixed and portable detectors.
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Question
Guidance Notes Chapter M8 MAINTENANCE
M8.64
This question refers to measuring equipment used for product transfer invoicing. Look for documented evidence.
M8.65 - 74
This series of questions are applicable to critical safety and quantity measurement and shall include both fixed and portable equipment. The frequency of testing should be stated in procedures and verified from test records.
M8.69 & 70
The question refers to permanent / fixed equipment and not portable hydrometers.
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Question
Guidance Notes Chapter M9 NON - CONFORMITY REPORTING ON QUALITY AND HSE&S
The quality of the service provided depend for a large part on how a company handles nonconformances and customers' complaints. Therefore data should be available at every phase of the service quality loop from soliciting business through customer reaction and feedback. The collection and analysis of this data indicate a means of improving the service before it becomes a major issue.
This chapter combines the reporting on both Quality and HSE&S. Some terminals may operate under a combined Quality/HSE&S systems, providing a single procedure to satisfy the requirements of both. M9.1-10
Inspect reporting procedure and verify on reporting forms.
M9.5
For example: immediately, within 24 hours, within one week.
M9.11-18
Look at reporting procedure. Verify each category on recent reporting forms.
M9.19-24
Look at reporting procedure and verify on reporting forms.
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Question
Guidance Notes Chapter M9 NON - CONFORMITY REPORTING ON QUALITY AND HSE&S
M9.25 - 30
The procedure should detail the collecting of evidence to enable root cause analysis.
M9.31 & 32
Look at procedure and verify with report forms.
M9.33 & 34
Look at procedure and verify from reports on recent emergency.
M9.35 & 36
Look at procedure and verify on reports. Names and dates should be assigned for effective follow-up actions.
M9.37 - 40
Inspect procedure and verify on reports.
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Question
Guidance Notes Chapter M9 NON - CONFORMITY REPORTING ON QUALITY AND HSE&S
M9.41 - 44
Inspect record files.
M9.45
Reference Section M1, Risk Assessment.
M9.46 & 47
Look at records of meetings on records analysing.
M9.48 - 53
Inspect procedure and look for appropriate correspondence.
M9.53
Evidence should be sought from incident and accident investigation files and RC/HSE&S circulars.
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Question
Guidance Notes Chapter M10 FALLBACK PLANS & EMERGENCY PREPAREDNESS
Even in the best controlled operation the unforeseen occurs from time to time. To cope with such situations the terminal needs to have an effective fallback plan to cover failure of equipment or nonconforming products or service. Note this is not necessarily the same as an Emergency Plan . M10.2 - 4
The liaison between the two companies should be close and regular. Effective quality planning should be a reality. Look for evidence of this close contact for the situations indicated.
M10.5
Inspect to see if alternative delivery plans or fallback procedures are documented.
M10.6-9
Procedure should require names and after office phone numbers of both terminal's and customer's key-contacts.
M10.7 - 10
Verify if procedures are in place for each of the four items mentioned; verify from documents or by interviewing attendees.
M10.12 - 15 Each Terminal should have an Emergency Response Plan. This plan must be in writing and available at all key locations. The plan should describe the various tasks for designated persons and their replacements in all possible emergencies. Drills should be carried out regularly to check the plan and adjustments should be made when required. M10.14
Management Rev. CDI-T, 1/12
Compare with community plan.
GN Page 35 (C) 2012 Chemical Distribution Institute
Question
Guidance Notes Chapter M10 FALLBACK PLANS & EMERGENCY PREPAREDNESS
M10.17 - 25 Each required item should be clearly defined. M10.18
Verify from response plans.
M10.26 & 27 Each emergency/drill should reports/recommendations.
be
subject
M10.36
Check procedure and verify the job description.
M10.37
Verify from documentation and training records.
Management Rev. CDI-T, 1/12
to
an
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evaluation.
Check
from
evaluation
Question
Guidance Notes Chapter M10 FALLBACK PLANS & EMERGENCY PREPAREDNESS
M10.38
Equipment is only reliable when regularly tested and inspected. Verify from reports/inspection tags.
M10.39
Verify by asking responsible person.
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GN Page 37 (C) 2012 Chemical Distribution Institute
Guidance Notes Chapter M11 ADMINISTRATION
Question
M11.1-9
All nine items should be recorded and kept together for subsequent examination.
M11.8
These may be carried out by third party Inspectors.
M11.9
These may be issued by third party Inspectors.
M11.10
Verify from records.
M11.11
Look for procedure and verify from records on file.
M11.12
Inspect location of record storage and protection system.
M11.13
Verify from policy or standard.
M11.14
Insurance details may be included in the terminal company's General Conditions or may form part of the contracts with individual customers.
M11.15-18
If not on the premises, these may be performed at the terminal company's centralised office and may require copies to be provided for verification purposes.
M11.15
Check from sample taken at random.
M11.16
Verify from correspondence, minutes or contracts.
M11.17
An automatic or manual system that regularly checks payments on agreed periods must be in place.
M11.18
Evaluate procedure on recent settlement of discrepancy.
M11.19
Verify if written procedure exists.
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Guidance Notes Chapter M11 ADMINISTRATION
Question
M11.26
These maybe specific audits or as a part of the QMS audit plan or reports and should take place at intervals not exceding 12 months.
M11.27
Action plan should be in written form.
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Guidance Notes Chapter M12 PERSONNEL SAFETY
Question
Prevention of injuries through focus on the human element and the people/work environment. M12.1-5
The interrelation between the condition of the workplace and the personal behaviour at this workplace is a key element in the prevention of injuries. A system should therefore be in place to optimise safety at the workplace. Each of the five elements should be adequately documented in procedures.
M12.6
A documented safety analysis on the job description (see chapter M2) or operational procedures should be provided.
M12.7
The risk analysis should be documented.
M12.8
Persons carrying out critical jobs should be thoroughly informed, trained and supported to minimise the risks related to these jobs. Look for documented evidence and interview personnel.
M12.9
Look for documented evidence that a clear process is in place.
M12.10
Verify from meeting reports.
M12.11
Look for training programs, videos, etc, specific to terminal operations and verify by asking persons involved.
M12.12
Look for documented evidence.
M12.13-14
Verify from documents
M12.15
Verify from recent updates.
M12.16
Look for distribution scheme and verify by asking employees involved.
M12.17
Look for safeguards in distribution scheme or on checklists that such material is communicated before beginning the assigned job.
M12.18
Verify from documents.
M12.19
Look for documented procedures (Management of Change) on deviations. Be aware that procedures at certain terminals may not allow deviations, in this case comment must be made and the question answered NO.
M12.20
Verify from document review.
M12.21
The Inspector should select an operating procedure at random and check whether appropriate emphasis is placed on the need to observe correct safety requirements and attitudes.
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Question
Guidance Notes Chapter M12 PERSONNEL SAFETY
M12.22
Check if such requirement is endorsed in operating procedures.
M12.23-32
Procedures should be written in detail and describe who has particular responsibilities and the standard of performance expected. Be aware for M12.28 and M12.29 testing and inspection may be carried out by third parties, this should be specified in the procedures.
M12.33 - 41 The minimum requirements of each procedure should be listed to demonstrate justification of the term 'comprehensive'. M12.39
The question refers to primary and secondary containment. E.g. tank, line, bund, etc.
M12.42
Check a procedure and recent case at random to verify compliance.
M12.43
Normally the terminal manager or his assistant.
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Guidance Notes Chapter M12 PERSONNEL SAFETY
Question
M12.49
For example: isolating the tank, purging the line, disconnecting valves, etc.
M12.50
No working permit should be issued for longer than one working day
M12.51
A copy of the WP should be either displayed at or carried by the responsible person at the location.
M12.53
The layout should be similar to those shown in Appendices F and G to ISGOTT.
M12.54
This is relevant to jobs of short duration; in the case of longer jobs, signs of updating should be evident on the permit.
M12.55
Check work permit for evidence of endorsement.
M12.56
Check a filled-in permit at random
M12.57
Acceptable alternatives include controlled compressed air, blower fan and trunking, exhaust or ejector fan and trunking, extending to the bottom of the vessel.
M12.60
Relevant tests may be: Oxygen, Flammable and Toxic
M12.62
Specific precautions, may include the use of standby man, life lines, safety harness, etc.
M12.63
Hot work includes: burning, welding and soldering; operating gasoline, diesel or LPG driven equipment; grinding, drilling, grit blasting or wire buffing; incendiary electrical work.
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Question
Guidance Notes Chapter M12 PERSONNEL SAFETY
M12.65
A closed valve is not an acceptable isolation.
12.72 - 73
These questions can be answered as N/A in cases where smoking is not permitted on site as a condition of employment.
12.74
The checks should include the possible scenario of personnel leaving the site to smoke outside the gate and carrying their smoking material with them.
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Guidance Notes Chapter M12 PERSONNEL SAFETY
Question
M12.85 - 90 Basis information contained in the MSDS. Check written procedures on 'critical' products and operations. The necessary equipment should be specified and its use enforced by rules and regulations. M12.91 - 95 Check organisation chart and procedure. M12.91 - 95 Check organisation chart and procedure. M12.92
Occupational (Industrial) Safety is a requirement for the terminal to protect employees from all recognized hazards.
M12.94
Testing of PPE shall include, but is not limited to: the regular pressure testing of breathing air bottles, leak proof testing of gas suits and the calibration of personal exposure measuring devices.
M12.96
Check by asking relevent operators.
M12.97
Check who has the responsibility for checking, before answering positively.
Management Rev. CDI-T, 1/12
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Guidance Notes Chapter M13 OCCUPATIONAL HEALTH
Question
Occupational health control is concerned with the protection of employees from occupational illness and giving necessary emergency care following an injury or illness. Supervisors should educate employees about the health hazards or products they handle or could be exposed to in their work. In addition supervisors should conduct programmes to ensure that all hazardous substances are controlled and that prompt emergency treatment is available if needed. M13.1
As in M7.1, it should be expected that tasks for all operators' jobs are defined, analysed and those critical to health identified. This job inventory would be the same as the one required in M2.1
M13.2
Inspect reference material, hard copy/electronic database. This should be up to date and there must be evidence of it being used. TLV = Threshold Limit Value
M13.6 - 8
For each identified occupational health hazard controls should be established such as engineering methods, appropriate procedures and personal protective equipment.
M13.9
Review should be documented and may involve supplier/manufacturer.
M13.11
Check procedures
M13.12
Procedures must be written and comprehensive.
M13.15
Inspect procedures and stocks of materials.
M13.16
This question does not include ''non-industrial'' cleaning products. Verify from records/stock reports.
M13.17
Check for documentation. Pre-placement medical examinations will usually comprise tests on oversensitivity to particular substances or similar situations.
M13.18
Work areas with potential health hazards should be monitored for hazardous substances and levels of exposure to ensure that employees are using controls and are instructed. As a further check periodical tests should be carried out to check exposure to critical chemicals. Check medical procedure to see that this is done.
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Guidance Notes Chapter M13 OCCUPATIONAL HEALTH
Question
M13.19
Verify from safety co-ordinator or medical advisor. Frequency of monitoring should be established.
M13.21
Verify from records or exposure testing program.
M13.23
Verify with medical advisor or review papers.
M13.24
Larger Terminals should have a separate treatment room; for small terminals a simpler solution is acceptable.
M13.25
Inspect locally
M13.26
Verify by inspection.
M13.28
Verify by inspection.
M13.29
Inspect locally.
M13.32
Check by asking certificates from shift at random. MTM = mouth-to-mouth
M13.33
Must be documented.
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Question
Guidance Notes Chapter M14 ENVIRONMENTAL PROTECTION
OTHER THAN IN QUESTION TA6.13, the CDI-T inspection does not consider effluent and sewage from sanitary sources. M14.1
Verify objectives are documented in a plan.
M14.2
Verify from qualifications. Be aware this could be met by off-site personnel.
M14.3
Programme should be documented.
M14.5
Check procedure and review documents.
M14.6
Verify from review documents in a recent project.
M14.7
Procedure should be documented and the environmental safeguards clearly identified.
M14.8 & 9
In the case that no incidents have occurred, this should be entered as N/A and appropriate comment made.
M14.10
Methods for disposing of tank and line washing may include treatment, collection by registered disposal company or incineration. Whatever arrangements have been agreed should be evidenced from letters etc.
M14.11
Verify against national regulations.
M14.12
Verify from records. Activities and individual quantities must be specified.
M14.13
Verify contract. Check that mode, liabilities and responsibilities are all included in the agreement.
M14.15
Programme should be documented and specific goals set.
M.14.16
This question refers to sewers for process water from the terminal.
M14.17
Look for documented evidence within period specified.
M14.18
Systems/plans should be documented.
M14.19
Verify from Emergency Response Plan or equivalent document.
M14.20
Verify from spill control plan on design document.
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Guidance Notes Chapter M14 ENVIRONMENTAL PROTECTION
Question
M14.21-30
Air quality management is a system of measures and procedures to minimise the adverse effect of tank storage activities on air quality.
M14.21
Examples of emission points on a tank terminal are : PV-valves on fixed roof tanks seals and walls of floating roof tanks pump glands and seals valve stems leak/drip trays exhaust emissions from boiler houses. A recent document defining and qualifying all major air emission points should be available for inspection.
M14.22
Levels must be specified/set and monitoring carried out.
M14.21-30
Air quality management is a system of measures and procedures to minimise the adverse effect of tank storage activities on air quality.
M14.23
Plan should be documented and goals defined.
M14.24
A procedure which requires to investigate and report on internal/external complaints of odours/emissions should be available.
M14.31
Plans should be specific on both sewer and process water systems.
M14.34
Verify monitoring system or monitoring reports.
M14.35
Verify documentation against legislation.
M14.36
Check for evidence of effort, e.g. close monitoring, procedural changes, investments etc.
M14.37
Check files and measurement reports.
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Guidance Notes Chapter M15 SECURITY
Question
M15.1
Note: An ISPS Plan may not be required at certain terminals not handling sea-going vessels.
M15.5
Equivalent security may comprise supervision/assistance agreements with neighbouring company. Check agreement.
M15.7
Verify by asking personnel.
M15.8
For review, exercise, or drill purpose, at least a recorded contact within the last two years.
M15.10
The object of this question is to verify that at any moment in time, the terminal is fully aware of who and what vehicles are on site.
M15.11
Spare key boxes should be kept locked and under control of a responsible person. Check for a key control system.
M15.12
Verify by observation during audit, fences and gates should be full height sufficient to deter intruders.
M15.14
A system of regular back-ups and virus scanning should be in place.
M15.15
A computer data safe or another building is considered a safe place.
M15.17
Computer data should be protected by passwords or equivalent.
Management Rev. CDI-T, 1/12
GN Page 49 (C) 2012 Chemical Distribution Institute
4th Edt.
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