Modul Csms

....
Your platform to do SAFETY in the work place
CONTRACTOR SAFETY MANAGEMENT SYSTEM

PART OF PROCESS SAFETY MANAGEMENT
(PSM)
TRAINING DELIVERY
SEMARANG, INDONESIA
@OCTOBER, 2016
HSE Institution Training Academy
MODULE
AGENDA
AGENDA
INTERNAL CONTROLS
1.1 VALIDATION
1.2 EMPLOYEE RESPONSIBILITIES
1.3 APPROVAL
2. PURPOSE
3. SCOPE
4. PROCEDURE - DEFINITIONS
4.1 Company HOST
4.2 CONTRACTOR HOST
4.3 SHORT TERM CONTRACT
4.4 MEDIUM TERM CONTRACT
4.5 LONG TERM CONTRACT
Copyright 2016 BMU. All rights reserved.
AGENDA
4.6 PROCEDURE-OVERVIEW
4.7 PROCEDURE - DETAILED STEPS
4.7.1 Step 1 (Pre-Qualifying the Contractor)
4.7.2 Step 2 (Appointment of Company Host)
4.7.3 Step 3 (Company Host to Supply Additional Information to
Contractor)
4.7.4 Step 4 (Inspection of Contractor Equipment/Facilities)
4.7.5 Step 5 (Contract Supervision by Company Host)
4.7.6 Step 6 (Contract Completion Documentation)
4.7.7 Step 7 (Contractor Safety Performance Reporting)
4.7.8 Step 8 (Archiving Documentation)
4.8 DEVIATION
4.9 TRACKING & MONITORING
AGENDA
5. APPENDIX
5.1 REFERENCES & DEFINITIONS
5.1.1 Company Reference Documents
5.1.2 Definitions
5.2 Company HOST APPOINTMENT LETTER
5.3 LETTER FROM Company HOST TO THE CONTRACTOR
5.4 Company CHECKLISTS
5.5 NOTIFICATION FOR NEW OR REPLACED EQUIPMENT
5.6 NOTIFICATION FOR NEW OR REPLACED PERSONNEL
5.7 ANNUAL SAFETY CHECKLIST SPREADSHEET
5.7.1 Current Health & Safety Worksite Condition Checklists
5.7.2 HSE Risk Assessment Identifying Potential Hazards
5.7.3 Nine High Risk Activity Checklists
5.7.4 Tool Box Talks Notification Form
5.8 CONTRACTOR EXIT INTERVIEW
5.9 CONTRACTOR SAFETY PERFORMANCE & RATING REPORT
MODULE
INTERNAL CONTROL
INTERNAL CONTROL
1.1 VALIDATION
To assure Management's, Shareholders' and External Agencies'
confidence in the Company's policies and practices; Company
Internal Audit may verify without notice, compliance with this
Procedure.
Safety, Environment & Quality Department shall review and revalidate this Procedure at least every 3 years to ensure that it
continues to serve the purpose intended.
1.2 EMPLOYEE RESPONSIBILITIES
All employees and contractors of the Company are required to
observe the Companys applicable policies and procedures. All
applicable Company and Contractor Supervisors shall explain the
contents of this Procedure to their staff, if needed, to implement it.
INTERNAL CONTROL
APPROVAL
This Procedure and its significant amendment/revision require the following approvals:
MODULE
PURPOSE
PURPOSE
The purpose of CSMS (Contractor Safety Management System) is:

To enable Company to effectively manage the safety performance of
its contractors.
To provide a full picture of interface between Company and
contractor from safety angle.
To enable contractor supervisors and their employees to use good
practices and checklists for Equipment, HSE Worksite Condition, HSE
Risk Assessment and High Risk Activities contained in this document.
To encourage Company (Company) employees to benefit from above
checklists in their regular activities even where contractors are not
involved.
10
10
MODULE
SCOPE
SCOPE
Short-term contractors and all consultants

/trainers/similar professionals working only in the
office environment are exempted from this jobs
both onshore and offshore.
This job also details the appointment and duties
of the Company Contractor Host.
The full administration and success of this system
relies heavily on the how well the Company host
performs his duties.
12
12
MODULE
DEFINITIONS
DEFINITIONS
COMPANY HOST:
The relevant Department Manager will appoint the
Company Host who is to be the focal point
person and responsible for his allotted
Contractors safety performance and full interfacemanagement while the contractor is on Company
premises, including completion of scope of work.
Company Host is sometimes referred to as
Company Representative in other documents
14
14
DEFINITIONS
CONTRACTOR HOST
The main contact person from contractor side
whom the Management of the contracting
company appoints. He is also referred to as
Contractor Representative in other documents
15
15
DEFINITIONS
SHORT TERM CONTRACT:

Duration of the work: 1 to 5 days.
This Procedure does not apply to short-term
contracts but potentially high-risk jobs involved
should be reviewed with Head of Safety
16
16
DEFINITIONS
MEDIUM TERM CONTRACT:

Duration of the work: 6 days to 3 Months.
17
17
DEFINITIONS
LONG TERM CONTRACT:

Duration of the work: longer than 3 Months.
18
18
MODULE
DETAILED STEPS
PRE-QUALIFYING THE CONTRACTOR
The Company Contracts Section shall request from

the bidding Contractor a Third Party
Certification/Audit Documentation for OHSAS
(Occupational Health & Safety Administration
Standard i.e. ISO 18001) or for a recognized
safety system e.g. Du Pont, NSCA, Safety Map,
NOSA, ISRS and 5*. This will be the contractors
pre-qualification safety documentation
requirement
20
20
Safety Section is responsible for reviewing and authorizing

these submitted audit documents to confirm Contractor's Safety
Pre-Qualification. Safety Section is also responsible for the
database to house all the contractor relevant information,
including but not limited to:
Number assigned to a contractor for his submitted document;
Name of Company Host & Contractor Host
Date of submission of annual audit;
Result of OHSAS System or other recognized Safety System
Audit;
Contractors Classification of Active or Hold
21
21
If qualified, the submitted audit documents of a

contractor are valid only for 12 months from the day it is
received by Company.
The contractor must comply with the requirements of the
certifying authority and retain certification throughout the
duration of the contract.
The contractor must submit the third party (surveillance)
audit-documents for their offsites facilities to Company
annually.
22
22
APPOINTMENT OF COMPANY HOST
Once the contract has been signed by both parties,

1. The Company Host needs to be appointed. The relevant
Department Manager is responsible for this appointment. Any
Company employee can be appointed as Company Host for the
contractor. The person should be a Company employee who has
the expertise in the work to be done and who is directly
involved with the task to be completed.
2. The appointed Company Host has the defined duties to
perform The Company Host or his Assistant Company Host
must, at all times, be on site or contactable when his contractor
is working. This shall necessitate the appointment of an
Assistant Company Host
23
23
3. It is mandatory to formally appoint (Primary) Company

Host by letter.
Pro-forma of this letter is enclosed
Departmental Manager may identify the assistant
Company Host at the beginning itself, otherwise later
during primary Company Hosts absence.
Such later nominations must be recorded through e-mails
/minutes of meeting/handover register or any other
written communication, and known to the Contractor
Host.
24
24
4. The Company Host shall also be documented by Safety

Section through a Smart Number allotted to each CSMS
(Contractor Safety Management System), comprising of
the following fields:
Day, Month,Year / Procedure Distribution Number
(starting from 0001)/ Full Name of the Company Host
with his staff No/ Name of the contracting
company/Contract work to be performed
25
25
COMPANY HOST RESPONSIBILITIES:
It is the Company Hosts responsibility to:

1. Ensure this document (i.e. CSMS) is complied with;
2. Ensure that all updates on the CSMS shared drive are
made monthly
3. Ensure that all checklists and audits are completed on
time and accurately;
4. Represent Company and keep Management informed on
all matters of concern arising within the contractors scope
of work.
26
26
5. Ensure that the contractor takes all reasonably

practicable steps in accordance with the relevant Qatari
Laws to ensure the health and safety of their employees,
their subcontractors, Company employees and third parties
that might come into contact with their operations.
6. Make regular site inspections to monitor his contractors
compliance with this Procedure.
7. Incorporate contractor health & safety performance as
part of all meetings with contractors.
27
27
8. Ensure timely correction of safety hazards that have

been identified.
9. Complete contract close-out documentation.
28
28
ADDITIONAL INFORMATION TO CONTRACTOR
This step is the first operational interaction between the

Company Host and the Contract Host on awarding of the
contract.
The Company Host must send out direct to the Contractor
Host all additional Company information (such as
Checklists, Policies & Procedures for specific Trades/Crafts
and Safety, Environment & Quality, Standing Instructions,
Circulars etc.) so that the contractor is fully prepared to
discharge his contract responsibilities in a safe and
professional manner.
29
29
INSPECTION OF CONTRACTOR EQUIPMENT/FACILITIES
1. The Company Host will conduct/organize a series of

equipment checks with the help of checklists/information
used by the contractor. Special checks are to be done by
Company Maintenance (e.g. vehicles/Internal Combustion
Engine operated equipment, Electrical Equipment or those
equipment or tools which can not be checked directly by
Company Host or his Section). Company Inspection Section
shall be involved with documentation audit/verification for
lifting equipment or other services as per Company
Inspection Policy. Services of other functional sections
should be requested per need.
30
30
2. These checks are a confirmation of the checklists filled in and

returned by the contractor in Step 3. Step 3 & 4 ensure that all
equipment supplied and used by the contractor is in good and
safe working conditions.
3. Company Host will ensure that all contractor vehicles/Internal
Combustion Engine operated equipment have a Company
Garage inspection sticker before permitting the contractor
access into Company Plant. Any equipment that does not meet
Company requirements must be replaced as soon as practicable
and at the cost of the contractor.
31
31
4. A Lay down Area also needs to be allotted to the Contractor.

Once the contactors personnel & equipment has been
permitted on site, the contractor is not permitted to exchange
any of the above without filling out a change of personnel or
equipment Form. The changed personnel and equipment of the
contractor will go through the same inspection/checking phases
before being accepted by Company Host.
5. Contractor Host needs to provide the Company Host with a
full list of completed Company Mandatory Safety training.
Firewatch for Hot/Open Flame work must be audited and
certified by Fire & Rescue Section of Company. Confined Space
Holewatch/ Standby people must attend training through
Company SEQ Training Coordinator
32
32
CONTRACT SUPERVISION BY Company HOST
1. Follow the Annual Safety Checklist Spreadsheet, which will

assist him to effectively supervise his contractors.
2. The above Audit Spreadsheet requires the use of the
following:
Current Health and Safety Site conditions Checklists

HSE Risk Assessment Identifying Potential Hazards
Nine High Risk Activity Checklist
Tool Box Talk Notification Form
33
33
34
34
35
35
36
36
37
37
38
38
39
39
40
40
41
41
42
42
43
43
44
44
45
45
46
46
47
47
48
48
49
49
50
50
51
51
52
52
53
53
54
54
55
55
56
56
57
57
58
58
59
59
HAZARD COMMUNICATION 1 OF 9
60
60
HAZARD COMMUNICATION 1 OF 9
61
61
CONFINED SPACE ENTRY 2 OF 9
62
62
63
63
64
64
RANDOMLY SAMPLING 10% OF THE HAND TOOLS YOU HAVE ON SITE 3 OF 9
65
65
RANDOMLY SAMPLING 10% OF THE HAND TOOLS YOU HAVE ON SITE 3 OF 9
66
66
WORKING AREAS 4 OF 9
67
67
WORKING AREAS 4 OF 9
68
68
POWER TOOLS 5 OF 9
69
69
POWER TOOLS 5 OF 9
70
70
PPE MUST BE CHECKED 6 OF 9
71
71
PPE MUST BE CHECKED 6 OF 9
72
72
HARNESSES 7 OF 9
73
73
HARNESSES 7 OF 9
74
74
SCAFFOLDING TO BE CHECKED 8 OF 9
75
75
SCAFFOLDING TO BE CHECKED 8 OF 9
76
76
WELDING JOBS TO BE CHECKED 9 OF 9
77
77
78
78
79
79
MODULE
TOOL BOX TALK/MEETING
TOOL BOX MEETING/TALK

PURPOSE
To ensure that an effective and consistent message is delivered to all
Company employees and contractors covering all possible risks which
personnel might encounter in a particular task or tasks.
To ensure that (i) high risks are adequately addressed, historical lessons are
learned and conveyed, (ii) the present working environment is systematically
assessed for risk and (iii) all these aspects are effectively and adequately
covered with all concerned before work is permitted by the task supervisor to
commence.
SCOPE
This procedure is valid to all Company employees, contractors, sub contractors
and visitors at all Company facilities both on and off shore at all times. Though
it is primarily meant for personnel doing industrial or potentially hazardous
work, those working in office environment can also benefit from it.
81
81
TOOL BOX MEETING/TALK
What Is Tool Box Talk?

Tool Box Talk (TBT) is a set of instructions given by a task supervisor
to his team to achieve the purpose as above. TBT is also sometimes
termed as Job Briefing, Safety Briefing, and Field Work Instructions
etc. TBT is work-oriented and should not be confused with SEQ
training provided in the training center.
Who conducts tool box talk?
Any person who leads/supervises his team on a task/job. For example,
a Permit Receiver under Permit-to-Work System conducts TBT to
prepare his team mentally and physically to do the work. Even higherlevel personnel such as Section Heads and Managers may conduct or
coordinate Tool Box Talks for their teams during the regular
departmental gatherings for educational purposes to improve the
work-performance of their teams.
82
82
WHEN TO CONDUCT TOOL BOX TALK?

Pre-job Schedules
TBT must be conducted before a job is to begin so that the performing party is
mentally and physically prepared to do the job and is aware of all EHS
(Environmental, Health and Safety) and technical aspects. This is mandatory
for all jobs involving EHS risks, whether under Permit to Work (PTW) System
or not. Job performers must follow the specific instructions on PTW / Job
Safety Analysis while conducting TBT. TBT may be either brief or
comprehensive depending upon nature of job. This may cover both routine
and non-routine jobs.
Departmental schedules
This is optional. Some of the Departmental /Sectional meetings can be used
for imparting general knowledge on EHS and technical matters. This may
normally cover routine jobs but may include some special expert talks.
83
83
ESSENTIAL CONTENTS OF THE TALK
Identify working environment hazards (EHS aspects) and

ways to minimize/eliminate them.
Correlate technical aspects of the job with these EHS
hazards
Check accessibility and emergency egress. Need to
eliminate/minimize obstructions.
Ensure that the team understands the technical aspects
of job well.
Assign Responsibilities.
Allocate Manpower.
Source Tools/Equipment/Material.
84
84
How to respond during an emergency.

How to render your working equipment safe during
emergency.
Refer to the related Safety and Trade (discipline)
Procedures.
Check that crew-members/team members have attended
all mandatory SEQ courses.
Check that crew-members/team members are technically
qualified and experienced to do the job.
85
85
How to respond during an emergency.

How to render your working equipment safe during
emergency.
Refer to the related Safety and Trade (discipline)
Procedures.
Check that crew-members/team members have attended
all mandatory SEQ courses.
Check that crew-members/team members are technically
qualified and experienced to do the job.
86
86
MODULE
CONTRACT COMPLETION DOCUMENTATION
UPON COMPLETION OF THE CONTRACT
1. The Host will carry out an exit interview which

includes a number of checks. This will ensure that
the contractor departs Company having fulfilled all
his contractual obligations and returned all
Company property.
2. The checklists to be used for this final check is
the checklists the contractor supplied the
Company Host at the beginning of the contract
including any modifications, exchange & additional
equipment
88
88
UPON COMPLETION OF THE CONTRACT
Contractor Safety Performance Reporting

Archiving Documentation
DEVIATION
TRACKING & MONITORING
a. QG and Contractor Host information
b. CSMS status sheet
c. Incident and lessons learnt log
d. Contractor Safety Metrics Sheet
89
89
MODULE
CONTRACTOR SAFETY PERFORMANCE & RATING
REPORT
SAFETY PERFORMANCE & RATING
The intent of this form is to fairly rate the contractor on his safety
performance throughout his time with Company. This rating needs
great consideration because it will determine the amount of work
Company will offer this contractor in the future if any.
91
91
92
92
93
93

Modul Csms

Uploaded by

Document Information

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Modul Csms

Uploaded by

Copyright:

Available Formats

....

Your platform to do SAFETY in the work place

CONTRACTOR SAFETY MANAGEMENT SYSTEM

HSE Institution Training Academy

Copyright 2016 BMU. All rights reserved.

Copyright 2016 BMU. All rights reserved.

The purpose of CSMS (Contractor Safety Management System) is:

Copyright 2016 BMU. All rights reserved.

Short-term contractors and all consultants

Copyright 2016 BMU. All rights reserved.

SHORT TERM CONTRACT:

Copyright 2016 BMU. All rights reserved.

MEDIUM TERM CONTRACT:

Copyright 2016 BMU. All rights reserved.

LONG TERM CONTRACT:

Copyright 2016 BMU. All rights reserved.

PRE-QUALIFYING THE CONTRACTOR

The Company Contracts Section shall request from

PRE-QUALIFYING THE CONTRACTOR

Safety Section is responsible for reviewing and authorizing

PRE-QUALIFYING THE CONTRACTOR

If qualified, the submitted audit documents of a

Copyright 2016 BMU. All rights reserved.

APPOINTMENT OF COMPANY HOST

Once the contract has been signed by both parties,

APPOINTMENT OF COMPANY HOST

3. It is mandatory to formally appoint (Primary) Company

APPOINTMENT OF COMPANY HOST

4. The Company Host shall also be documented by Safety

Copyright 2016 BMU. All rights reserved.

COMPANY HOST RESPONSIBILITIES:

It is the Company Hosts responsibility to:

Copyright 2016 BMU. All rights reserved.

COMPANY HOST RESPONSIBILITIES:

5. Ensure that the contractor takes all reasonably

Copyright 2016 BMU. All rights reserved.

COMPANY HOST RESPONSIBILITIES:

8. Ensure timely correction of safety hazards that have

Copyright 2016 BMU. All rights reserved.

ADDITIONAL INFORMATION TO CONTRACTOR

This step is the first operational interaction between the

INSPECTION OF CONTRACTOR EQUIPMENT/FACILITIES

1. The Company Host will conduct/organize a series of

INSPECTION OF CONTRACTOR EQUIPMENT/FACILITIES

2. These checks are a confirmation of the checklists filled in and

INSPECTION OF CONTRACTOR EQUIPMENT/FACILITIES

4. A Lay down Area also needs to be allotted to the Contractor.

CONTRACT SUPERVISION BY Company HOST

1. Follow the Annual Safety Checklist Spreadsheet, which will

Current Health and Safety Site conditions Checklists

Copyright 2016 BMU. All rights reserved.

Copyright 2016 BMU. All rights reserved.

CONTRACT SUPERVISION BY Company HOST

Copyright 2016 BMU. All rights reserved.

CONTRACT SUPERVISION BY Company HOST

Copyright 2016 BMU. All rights reserved.

CONTRACT SUPERVISION BY Company HOST

Copyright 2016 BMU. All rights reserved.

CONTRACT SUPERVISION BY Company HOST

Copyright 2016 BMU. All rights reserved.

CONTRACT SUPERVISION BY Company HOST

Copyright 2016 BMU. All rights reserved.

CONTRACT SUPERVISION BY Company HOST

Copyright 2016 BMU. All rights reserved.