HSE Manual (Rev 1) PDF

HEALTH, SAFETY AND ENVIRONMENT SYSTEM MANUAL -HSEMS SECTION 1: HSE SYSTEM IMPLEMENTATION

This Document is issued for internal use. Reproduction of it or any of its constituent parts is prohibited without the consent of the Company’s CEO & Managing Director.

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HEALTH, SAFETY AND ENVIRONMENT SYSTEM MANUAL -HSEMS SECTION 1: HSE SYSTEM IMPLEMENTATION

FOREWORD....................................................................................................................... 4 COMPANY PROFILE ......................................................................................................... 5 HSE MANAGEMENT SYSTEM ......................................................................................... 6 1.1 General Requirement.............................................................................................. 6 1.2 Scope of HSE Management System...................................................................... 7 1.3 Resources, Roles, Responsibilities and Authority.................................................. 8 a. Management Commitment and Organization ................................................ 8 b. Management Representative........................................................................... 8 c. HSE Officer / Executive .................................................................................... 8 d. Roles and responsibilities of other Personnel.............................................. 9 1.4 HSE Documentation ............................................................................................... 9 1.5 Control of HSE Documents................................................................................... 10 PLANNING ....................................................................................................................... 11 2.1 2.2 2.3 2.4

Hazard Identification, Risk Assessment and Risk Control................................... 11 Environmental Aspects ......................................................................................... 11 Legal and Other Requirements ............................................................................ 12 HSE Objectives, Targets and Programs .............................................................. 12

IMPLEMENTATION AND OPERATION .......................................................................... 13 3.1 3.2 3.3 3.4

Training, Awareness and Competency ................................................................ 13 Consultation and Communication......................................................................... 14 Operational Control............................................................................................... 14 Emergency Preparedness and Response ............................................................ 15

CHECKING AND CORRECTIVE ACTION...................................................................... 15 4.1 4.2 4.3 4.4 4.5 4.6

Monitoring and Measurement............................................................................... 14 Evaluation of Compliance ..................................................................................... 15 Incident Management ........................................................................................... 16 Non-Conformity, Corrective Action and Preventive Action .................................. 16 HSE Records Management.................................................................................. 16 Internal Audit ......................................................................................................... 16

REVIEW............................................................................................................................ 17 5.1 Management Review ............................................................................................ 17 APPENDICES Appendix I - ICP Health, Safety & Environment Policy Appendix II-A - HSE Management Committee Appendix II-B - Factory HSE Committee Appendix III - Departmental HSE Responsibilities Appendix IV - ICP Personnel Roles and Responsibilities Appendix V - HSE Document Matrix Appendix VI - Terms and Definitions

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HEALTH, SAFETY AND ENVIRONMENT SYSTEM MANUAL -HSEMS SECTION 1: HSE SYSTEM IMPLEMENTATION

This HSE Management System Manual is distributed to the following recipients:

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Factory Manager / Head (JWF)

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Factory Manager / Head (LMF 1 &2)

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HEALTH, SAFETY AND ENVIRONMENT SYSTEM MANUAL -HSEMS SECTION 1: HSE SYSTEM IMPLEMENTATION FOREWORD Industrial Concrete Products Sdn Bhd (ICP) recognizes the Health, Safety and Environment (HSE) as one of the key element towards excellence. We shall practice our principal and policy through the establishment and implementation of HSE Management System (HSEMS). ICP HSEMS is established in compliance to the internationally recognized OHSAS 18001:2007 and ISO 14001:2004 standards that specify the requirements for Occupational Health and Safety Management System, and Environmental Management System respectively. The HSE System Manual and HSE Procedures are prepared to serve as guides to the framework and arrangement that have been made to ensure such standards are achieved. The commitment and cooperation from all levels be it individual, or external parties are essential towards environmental preservation and preventing all accidents.

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COMPANY PROFILE

Industrial Concrete Products Sdn Bhd (ICP) is the first commercial manufacturer of Pretensio ned Spun Concrete Piles (ICP PC Pile) and Pretensioned Spun High Strength Concrete Piles (ICP PHC Piles) in Malaysia. As of today, ICP is the largest manufacturer of pretensioned spun concrete piles in Asia. The company was incorporated in Malaysia on 6 April 1977 with the first factory located at Bukit Tengah, Penang. Today ICP has 8 factories across Peninsular Malaysia and all are certified with MS ISO 9001: 2008. ICP’s head office is located at: Wisma IJM Annexe Jalan Yong Shook Lin P.O.Nox 191 46720 Petaling jaya Selangor ICP’s Factories are: KLANG, KAPAR, NILAI, LUMUT, IPOH, JAWI, KUALA TERENGGANU, SENAI For more details, please visit our website at www.ijm.com

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HEALTH, SAFETY AND ENVIRONMENT SYSTEM MANUAL SECTION 1: HSE SYSTEM IMPLEMENTATION HSE Management System 1.1

General Requirement

ICP Sdn Bhd has established, documented and implemented a Health, Safety and Environment Management System (HSEMS), which the organization is committed to maintain and continuously improve. The HSEMS shall fulfill the requirements of OHSAS 18001:2007 and MS ISO 14001:2004 international standards applicable to all activities of ICP that have effect on the health and safety of employees , contractors, workers, visitors and others who are within the company premises as well as the in teraction with the environment. The establishment of ICP HSEMS is based on the Plan-Do-Check-Act (PDCA) Model, which embodies the concept of continual improvement. The linkage of elements in ICP HSEMS with PDCA is as follows: -

PDCA Cycle

Plan

Do

Check

Act

HSEMS Clauses § HSE Policy § Planning - Hazard Identification, Risk Assessment and Risk Control - Environmental Aspects - Legal and Other requirements - HSE Objectives, Targets and Programs § Implementation and Operation - Resources, Roles, Responsibilities and Authority - Training, Awareness and Competency - Consultation and Communication - HSE Documentation - Control of HSE Documents - Operational Control - Emergency Preparedness and Response § Checking and Corrective Action - Monitoring and Measurement - Evaluation of Compliance - Accident Management - Non-conformity, Corrective Action and Preventive Action - HSE Records Management - Internal Audit § Management Review

The clauses of elements in ICP HSEMS are interlinked and detailed in the HSE Procedures to enable ICP to manage and control its occupational health and safety risks and environmental aspects. The processes involved are planned to ensure continual improvement in its HSE performances. Requirements other than those stipulated in this Manual and Procedures would be addressed in other supporting document(s), which is unique to the activities. To ensure the establishment and implementation of HSEMS at ICP Sdn Bhd is in line with true interpretation and concept of OHSAS 18001: 2007 and MS ISO 14001:2004 standards, the relevant terms and definitions used are as recommended by the standards (Appendix VI-Terms and Definition). *The term ‘Health’ that is used in this system refers to ‘Occupational Health’.

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Scope of HSE Management System

a. ICP HQ and Factories including ICP Klang (KGF), ICP Kapar (KPF), ICP Nilai (NIF), ICP Senai (SNF), ICP Ipoh (IPF), ICP Lumut (LMF1,2 & 3), ICP Jawi (JWF) and ICP Kuala Terengganu (KTF). The scope of registration (for OHSAS 18001 and MS ISO 14001) applies to: HQ

: Provision of Health, Safety and Environmental Management System support services related to manufacture and delivery of pretensioned spun concrete piles

Factories : Manufacture and Delivery of Pretensioned Spun Concrete Piles Manufacture would comprise the following: - Steel fabrication - Cage making - Concrete Feeding - Spinning - Steaming - Demoulding - Delivery and Stockyard - Etc.

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HEALTH, SAFETY AND ENVIRONMENT SYSTEM MANUAL SECTION 1: HSE SYSTEM IMPLEMENTATION 1.3

Resources, Roles, Responsibilities, Accountability and Authority

a.

Management Commitment and Organization

ICP management, being the main driver, shall demonstrate its commitment to the development and continuous improvement of the HSEMS. The guiding principles are transformed into the establishment of HSE Policy and HSE Objectives (and Targets) and are commu nicated to the organization i.e. all employees. These are determined and reviewed during the HSE Management Committee / Review meetings. The General Manager chairs the HSE Management Committee where else CEO & Managing Director is the adviser of the committee. The remaining members consist of Managers and Heads of Department (please refer to Appendix II-A). The structure of Factory HSE Committee is attached as Appendix II-B. Management Representative has been appointed to ensure that the HSE management system is properly implemented and performing to requirements. The HSE O fficer / Executive / Personnel will coordinate and monitor the overall HSE practices at each factory. Roles of other departments within the organization have also been defined in their involvement towards effective HSEMS implementation (Appendix III). b. Management Representative The roles and responsibilities of the Management Representative are outlined as follows: -

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ISO/TQM Manager act as Management Representative of the company is ensure the HSE Management system requirements are established, implemented and maintained in accordance to OHSAS 18001:2007 and MS ISO 14001:2004 specifications at all levels in relevant to ICP. Present the report on the performance of the HSE management system to top management for review and improvement. Promote HSE to all members of the organization, including management, supervisors and workers for their commitment and involvement in the HSE management system. Planning and carrying out Internal HSE Audit. Arranging for periodic management reviews. Liaison with external parties e.g. certification bodies etc. on matters relating to HSE. Carry out HSE audits on the company’s operation to assess conformance to and effectiveness of the company’s HSE policy.

c. HSE Officer / Executive (HQ) Among the duties are: -

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Organizing and coordinating the HSEMS activities at all levels in ICP. Control of data and documents pertaining to HSE e.g. manual and procedures. Promoting HSEMS to the entire staff, including training. Identifying and coordination of training related to the HSE. Monitoring the implementation of HSEMS across the company. Advise the company on all aspects of Health, Safety and Environment requirements and compliances.

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HEALTH, SAFETY AND ENVIRONMENT SYSTEM MANUAL SECTION 1: HSE SYSTEM IMPLEMENTATION -

As the Secretary to the HSE Ma nagement Committee at ICP HQ. He shall coordinate and organize the HSE Committee meetings. The officer shall assist the Management Representative to monitor the implementation, maintenance and performance of HSEMS at all levels within IJM to ensure that the Company’s HSE Policy and Objectives are being met. Carry out HSE inspections on the company’s operation to assess conformance to and effectiveness of the company’s HSE policy. Prepare and execute promotions on HSE to the employees and workers in order to comply with the company’s HSE policy by way of conducting training, campaigns etc. The Officer shall assist the Company in the provision of adequate resources i.e. appointment of the HSE Officer/personnel. Review and make recommendation with regards to the company’s HSE Policy and Procedures on matters arising out of incidents

HSE Officer/Personnel shall be appointed at all factories. They shall ensure the smooth implementation of the company’s documented HSE Manual, Procedures etc. They also shall carry out their general duties of a Safety and Health Officer. d. Roles and responsibilities of other Personnel The details of roles, responsibilities, authority and accountability for ICP personnel who manage, perform and verify HSE tasks are defined in Appendix IV.

1.4 HSE Documentation The HSEMS established at ICP are described and explained in a systematic documentation, which are arranged in four levels: Level 1 - HSE Manual Level 2 - HSE Procedures Level 3 - HSE Guidelines, Safe Operating Procedures Registers; Emergency response Plan (ERP) etc. Level 4 - HSE Records Level 1 - HSE Manual The HSE Manual contains ICP policies and principles on HSE. It also briefly describes the elements set out in the HSEMS established that is in accordance to OHSAS 18001:2007 and MS ISO 14001:2004 standards. It also provides the direction and linkages to other key documentation i.e. IC P HSE Procedures that further explain the establishment and implementation of HSEMS. Level 2 - HSE Procedures T h e ICP HSE Procedures outline the detailed procedures for the system elements establishment and implementation to fulfill the requirements of the standards. This level also translates the HSE Policy into detail actions. The HSE Procedures also provide the linkages and direction to lower levels of documentation.

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Level 3 - HSE Guidance Documents; Safe Operating Procedures; Emergency response Plan (ERP) etc. The document would address all the necessary information for the HSEMS implementation at the factory. SOP 01/ 02/ 03 outline the guidance for operational control at factory. Emergency response Plan (ERP) is an established document /instructions to address all necessary procedures to handle, manage and mitigate potential emergency situation.

Level 4 - HSE Records Hazard Identification, Risk Assessment and Risk Control (HIRARC) and Aspect and Impact (AI: These document which to be established at all ICP workplaces. HIRARC and AI shall be controlled and updated accordingly by thefactory personnel. Procedures HSEP-01 and HSEP-02 outlines the guidance for establishing HIRARC and AI respectively. The records are generated to demonstrate conformance to the requirements e.g. procedures and legal requirements. These records shall be managed and maintained according to Procedure HSEP-11. 1.5 Control of HSE Documents All these documents and data containing information, which is critical to the implementation of the HSE management system at IC P shall be identified and controlled. This arrangement is made to ensure all documents are up to date and applicable to the purpose for which they are intended. Summaries of all procedures changes are registered in procedure amendment logs. Factories will be issued copies of HSE Manual and Procedures. Holders of controlled copies of HSE Manual and Procedures are required to dispose all superseded section of procedure. The procedure of documents and data control is explained in Procedure HSEP-06.

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HEALTH, SAFETY AND ENVIRONMENT SYSTEM MANUAL SECTION 1: HSE SYSTEM IMPLEMENTATION PLANNING This section describes the clauses under the Planning element. Planning is critical as it provides the fundamental aspects in fulfilling the Company’s HSE Policy and the establishment, and maintenance of HSEMS. The clauses are as follows: § § § §

Hazard Identification, Risk Assessment and Risk Control Environmental Aspects Legal and other requirements HSE Objectives, Targets and Programs

2.1 Policy Methodology HSE policy statement shall be endorsed by CEO and M anaging Director, and will be reviewed annually through management review meeting. This policy statement will be communicated to all persons working for or on behalf of ICP either by (but not limited to):§ § § § § §

Display in the workplace HSE induction training HSE visitor briefing Morning assembly Refreshment training Toolbox briefing

The HSE policy will also make available to the public by display at the workplace entrance, and will be provided to the interested parties upon request.

2.2 Hazard Identification, Risk Assessment and Risk Controls ICP recognizes the importance of identifying the hazards and assessment of safety and health risk. Therefore, all hazards or potential hazards at workplaces would be identified. The level of risk associated with that hazard would be assessed and determined, and suitable measures to prevent and control the risk would be implemented. The methodology for hazard identification, risk assessment and risk control is explained in Procedure HSEP-01.

2.3 Environmental Aspects ICP has established a procedure to identify and determine the significant environmental aspects that are associated with all activities within the scope, that the organization can directly control and those that it can influence. The methodology for the process is detailed in Procedure HSEP-02.

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2.4 Legal and Other Requirements ICP acknowledges the importa nce of complying with the applicable HSE legal and other requirements. Therefore, ICP has established a mechanism to identify, have access, update, and communicate the applicable legislation and other requirements. The HSE Officer / Executive shall be the custodian of information i.e. HS Legal Register (HSED03) and E Legal Register (HSED-04) for all applicable HSE legislation and other requirements. The procedures, scope and responsibility of the requirements are as described in Procedure HSEP-03.

2.5

HSE Objectives, Targets and Programmes

In order for the HSE Policy to be effectively translated, ICP has set the HSE Objectives. ICP shall strive to achieve the Objectives as follows: Objectives •

Prevention of Accident

•

Prevention of Occupational Illnesses

•

Prevention of Environmental Pollution

To achieve the HSE Objectives and Targets, the HSE Management Programs shall be established and documented at various levels. The progress of the programs shall be monitored and reviewed periodically to determine its effectiveness. The mechanism for establishment is explained in Procedure HSEP-04. Annual HSE Targets are defined in Appendix VII.

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IMPLEMENTATION AND OPERATION This section describes further the clauses that comprise the element of ‘Implementation and Operation’: § § § §

Training, Awareness and Competency Consultation and Communication Operational Control Emergency Preparedness and Response

3.1 Competency, Training and Awareness ICP ensure every employee is provided with the opportunity and means to obtain the knowledge and skill required to perform his/her work effectively. Every employee is encouraged to develop his/her abilities to the fullest in HSE field. In HSE practices, personnel shall be made aware of the HSE risks. Meanwhile, those that may have an impact on HSE at the workplaces, they shall be competent to perform the tasks. All employees are recruited based on the following four requirements determined by the respective departmental managers: • • • •

Education Training Skill Experience

The department shall forward the request by completing the “Staff Requisition Form” and submit to the Administration department. Administration department will then direct the form to respective departmental Managers for approval. Recruitment will then be organized once the approval has been granted. The respective departmental Managers shall be responsible to confirm the requirements with respect to education, training, skill, and experience during interview of candidates. The respective departmental Managers shall be responsible to determine the necessary competence for personnel that may have an impact on HSE at the workplaces. a) Having determined the necessary competence, the respective departmental managers will identify the training needs. b) The departmental Managers shall be responsible to arrange an evaluation to gauge the effectiveness after completion of training or other actions. This evaluation may comprise of one or more of the following : • • •

Training evaluation form Observation of the individual performance Putting the individual to a test

c)

The departmental Managers shall be responsible to ensure that their personnel are aware of the importance of their duties as well as how they could contribute to the achievement of Objectives and Targets.

d)

Records of education, training, skill, and experience are maintained in the personnel file kept by the Administration department. In-House Human Resource Development

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HEALTH, SAFETY AND ENVIRONMENT SYSTEM MANUAL SECTION 1: HSE SYSTEM IMPLEMENTATION Evaluation Form shall be used for evaluation of effectiveness of internal training for workers. Course Evaluation form and Pre Course, Action Plan and Post Course form shall be used for evaluation of effectiveness of staff training by the immediate superior. All training records are maintained and documented by the Human Resource and Administration Department / Section.

3.2 Communication, Participation and Consultation Effective communication, participation and consultation of each relevant function are the keys to a successful HSEMS implementation at all levels within ICP. This includes the handling of complaints from both external and internal parties. Thus, various channels and platforms have been adequately identified whereby the employees as well as external parties can be consulted and informed on the pertinent HSE information. Among those identified are (but not limited to): § § § § § § §

Management Review Meeting HSE Monthly Report Health, Safety and Environment Management Committee Factory Health, Safety and Environment Committee Notice boards and publications Circular, emails and memos etc. Incident Investigation

The procedures on Communication, Participation and Consultation are described in Procedure HSEP-05.

3.3 Operational Control The control measures for any operations and activities associated with identified risks or significant environmental aspects shall be properly planned to ensure that they are carried out according to HSE procedures or Safe Operating Procedures (SOP) or other specified conditions (if any). Such arrangement is to ensure an effective application of control and counter measures where their absence could lead to deviation from the HSE Policy, HSE Objective as well as applicable HSE legal and other requirements. Among the documented procedure to address the operational control are as follows: § § § § § §

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HSED-07 HSED-10 HSED-11 HSE-SOP-01 HSE-SOP-02 HSE-SOP-03

Scheduled Waste Management Guidelines Environmental Pollution Control Guidelines Resource and Energy Conservation Guidelines Permit to Work Safe Operating Specification PPE Issuance

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3.4 Emergency Preparedness and Response ICP has established and maintained guiding plans and procedures for identifying and preparing for any possible emergency situations that can cause illness and/or injury and have (an) impact(s) on the environment, and how to respond to them. This specific site Emergency Response Plan shall be established at all ICP workplaces. The document would address the entire necessary information to handle, manage and terminate potential emergency situation. These plans and procedures shall be periodically tested and, where necessary, be reviewed in particular after the occurrence of accidents or emergency situations. These plans and procedures as explained in Procedure HSEP-07.

CHECKING AND CORRECTIVE ACTION The section elaborates the mechanism for examining the efficiency, consistency as well as assessing the status of compliance in implementing the HSEMS. This is achieved through the following clauses: § § § § § 4.1

Monitoring and Measurement Evaluation of compliance Non-conformity, corrective action an preventive action Records Management Internal Audit Performance measurement and monitoring

In order to measure the HSE performance, ICP has identified the key performance indicators and its monitoring programs. ICP has categorized these into two i.e. reactive and proactive monitoring. This monitoring system would allow ICP to determine, but not limited to, the HSE Policy and HSE Objectives (and Targets) are being achieved; safety and health risks, and environmental controls have been effectively imple mented. Reactive monitoring would involve the monitoring of accidents, near misses, incidents, property damage, complaints and other historical evidence of deficient HSE performance. Proactive monitoring would focus on the compliance to relevant HSE legislation and other requirements, e.g. by workplace and machinery inspections, regulatory periodical inspection (if applicable), findings from planned HSEMS audits etc. The detail actions on Measurement and Monitoring are as described in Procedure HSEP-08.

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4.2

Evaluation of Compliance

In order to meet the company’s commitment to compliance, ICP shall regularly monitor and evaluate the compliance status of the applicable HSE legal requirements. The details for the implementation are described in Procedure HSEP-08. 4.3

Incident Management

ICP has established the procedure for handling and investigation of accidents and incidents. The procedure also describes the arrangement for actions to be taken to mitigate any consequences arising from accidents and incidents. The main purpose of the procedures is to identify the root or primary cause(s) rather than immediate causes and eliminate it to prevent further occurrences of the event. The details of implementation of this element are as described in Procedure HSEP-09.

4.4

Non-Conformity, Corrective Action and Preventive Action

ICP has established and maintain a procedure for dealing with actual and potential nonconformities and for taking corrective and preventive action. Relevant personnel involved shall conduct the follow up to ensure effective action is carried out. The details of implementation of this element are as described in Procedure HSEP-10.

4.5

HSE Records Management

In order to demonstrate conformity and effective implementation to the HSEMS established, all HSE records including evaluation of compliance with relevant HSE legal requirements shall be kept and appropriately managed. Realizing this, ICP has established a procedure to ensure that HSE records are adequately identified, maintain ed, protected, easily retrieved, setting of retention and disposal of records. These are further explained in Procedure HSEP-11.

4.6

Internal Audit

In addition to the routine monitoring of HSE performance, a systematic periodical internal audit program has been established to enable a deeper and critical appraisal of all elements of the HSEMS i.e. according to OHSAS 18001:2007 and MS ISO 14001:2004 standards. A procedure has been established to detail the responsibilities, necessary planning and conducting of internal audit. This includes audit frequency, pre audit and post audit arrangements, selection of auditors, and reporting of results etc. These are further explained in Procedure HSEP-12.

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REVIEW 5.1 Management Review The HSEMS shall be reviewed, at least once a year to ensure the continuity, suitability, adequacy, and effectiveness. ISO/TQM Manager shall coordinate the Management Review. The CEO & Managing Director shall chair the Review and to be attended by the HSE Management Review Panel. In his absence , the CEO & Managing Director may assign his Deputy or General Manager to chair the review. Management Review shall address among others the following: a. Follow-up actions from previous management reviews b. Suitability of the HSE Policy c. Results of internal audits and evaluation of compliance with applicable legal and others requirements. Changing circumstances, including developments in legal and other requirements related to HSE d. Review the current HSE System Manual and Procedures to ensure it is applicable with its intent i.e. continue meeting the requirements of the OHSAS 18001:2007 and MS ISO 14001:2004 standards e. The result of participation and consultation and relevant communication(s) from external interested parties, including complaints. f. The extent to which objectives and targets have been met for continual improvement. g. HSE performance data or statistic i.e. accident, incident and near miss, status of incident investigations, corrective actions and preventive actions. h. Adequacy of resources, i.e. finance, personnel, and material. i. Recommendations for improvement. j. Others

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