Manual

PROCEDURE TITEL: HSE-Manual

REVISION: 3

Distribution
Distributed to: Trans No:
All employees

REVISIONS
Rev No Date Description Prep.by Checked: Approved
1 First Issue MR MR RL
2 01.04.12 Revision RL RL RL
3 10.09.14 Revision RL RL RL

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 Table of content
Description of this HSE Manual...............................................................................................................................3
OHSAS 18001:1999.............................................................................................................................................3
Responsibility for the HSE Manual......................................................................................................................3
HSE policy................................................................................................................................................................4
Planning....................................................................................................................................................................4
Engineering Consultants Norway AS main office and branch offices..................................................................4
Work at customers premises including offshore...................................................................................................5
Rules, Regulations and other requirements...........................................................................................................5
HSE goals..............................................................................................................................................................5
HSE programme....................................................................................................................................................5
Implementation and Operation..................................................................................................................................5
HSE responsibility................................................................................................................................................5
Engineering Consultants Norway AS – Owners and board..................................................................................5
Engineering Consultants Norway AS - Management..........................................................................................5
Engineering Consultants Norway AS - HSE manager..........................................................................................5
Department/Branch office leaders.........................................................................................................................6
All staff i Engineering Consultants Norway AS...................................................................................................6
Safety delegate in Engineering Consultants Norway AS......................................................................................6
Training, awareness and competence....................................................................................................................6
Communication.....................................................................................................................................................6
Documentation......................................................................................................................................................6
Operational control...............................................................................................................................................7
HSE at main office............................................................................................................................................7
Safety committee...............................................................................................................................................7
Fire prevention..................................................................................................................................................7
Evacuation.........................................................................................................................................................7
Emergency preparedness...................................................................................................................................7
HSE in projects or where ECN,s personnel works at the customers premises.................................................7
Safety....................................................................................................................................................................7
Security of confidential information in Engineering Consultants Norway AS.................................................8
Handling of confidentional information................................................................................................................8
Control and corrective actions..................................................................................................................................8
Control and monitoring.........................................................................................................................................8
Accidents, incidents, non-conformances, corrective and preventive actions........................................................8
HSE registrations..................................................................................................................................................8
Audit......................................................................................................................................................................8
Management review..............................................................................................................................................9
Consequence of non-conformance to HSE rules..................................................................................................9
References...............................................................................................................................................................11

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Description of this HSE Manual
This HSE Manual contains description and references to HSE in Engineering Consultants Norway AS and
satisfies the requirements of Internal Control Regulation of 1997 for HSE systems.

OHSAS 18001:1999
The work environment standard OHSAS 18001:1999 is chosen for the underlying structure of the HSE Manual.

The HSE Manual is coordinated with Engineering Consultants Norway AS's Quality System which is developed
an maintained according to NS-EN ISO 9001:2008.
The cooperation has the effect that whenever there are common requirements in both standards, these are united
in a common procedure for the topic in question. Examples are managements review, functional descriptions,
non-conformance reporting, training, internal auditing and methods for work improvements.
In exhibit 1, a matrix is showing the coordinated requirements of ISO 9001:2008/ OHSAS 18001:1999 and
Internal Control Regulation of 1997.

The HSE system will be maintained according to this HSE Manual and Engineering Consultants Norway AS’s
Quality system.

Responsibility for the HSE Manual

HSE manager is responsible for preparation and maintenance of HSE manual.
Top management is responsible for approval of the HSE Manual.
All staff of Engineering Consultants Norway AS is responsible for working in accordance to the HSE Manual.

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 HSE Manual relations to Engineering Consultants Norway AS – Quality
System.

NS-EN ISO
9001:2008
Quality

Quality
Manual

Internkontroll-
Procedure forskriften -97
ss

HSE
Manuals manual

OHSAS
18001
Templates, schems, forms

NS-EN ISO
14001:2015

HSE policy
Engineering Consultants Norway AS’s HSE policy is:

 ECN shall be a safe and secure workplace for all employees

 ECN’s employees shall contribute to the client’s HES policy and requirements being adhered to

 ECN shall contribute towards looking after the external environment

Planning
Engineering Consultants Norway AS main office and branch offices
ECN have identified risk related to operational of main office and branch offices.
This risk analysis will be performed on a yearly basis and will be updated if major changes in business or
organization are implemented.
Actions will be taken to reduce risk to a tolerable level.

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Work at customers premises including offshore.
When personnel are working at our customers premises or on work offshore ECN,s personnel will be included in
our customers HSE system and responsibility.
It is the duty to ECN’s personnel to take part in our customers HSE requirement, training and other relations that
are important to a safe and healthy work, including requirement for use of safety equipment.

Rules, Regulations and other requirements

To maintain an overview of rules and regulations from both relevant organizations and authorities – and to
adhere by them, an updated list is made (and maintained) in the Quality system.
It is a task to ensure that all activities are in accordance to current rules and regulations which are relevant to
each area of responsibility.

HSE goals
Engineering Consultants Norway AS has developed target goals on a yearly basis that are valid throughout the
entire company and for project work.
The top level HSE goals are broken down to goals for each branch office. Branch managers report deviations to
the goals in their periodic reporting to the top management.

HSE programme
The HSE program consists of activities that are incorporated in Engineering Consultants Norway AS’s
improvement program.
It is a management responsibility to plan and set up sufficient number of activities to be able to reach the HSE
goals.

Implementation and Operation

HSE responsibility
The HSE responsibility in any Norwegian company is stated in the law “Norwegian law”.
The overall responsibility for HSE is the ”employer” – i.e. company management and board.
The law also puts certain responsibilities t\on the employee – i.e. all staff of Engineering Consultants Norway
AS.
It is Engineering Consultants Norway AS’s management’s task to ensure that the HSE responsibility is clearly
defined within the organisation.

The following HSE responsibilities are incorporated into Engineering Consultants Norway AS’s organisation:

Engineering Consultants Norway AS – Owners and board

Responsibility to ensure that:
 Requirements in the Norwegian regulation regarding HSE is followed throughout the organization.
 Policies and goals regarding HSE are established.

Engineering Consultants Norway AS - Management

Responsibility to ensure that:
 An HSE system is established and followed in the company including all relevant functions and
activities.

Engineering Consultants Norway AS - HSE manager

Responsibility to ensure that:

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  To establish, maintain and implementation of an HSE system that encompass all activities in
Engineering Consultants Norway AS’s business areas and which conforms to “Internal Control
Regulation of 1997” and other relevant governmental requirements.

Department/Branch office leaders

Responsibility to ensure that:
 The department, activities and projects are performed in accordance to company’s HSE system. If
needed, departmental adjustments to the HSE system can bemade.

All staff i Engineering Consultants Norway AS

Responsibilities :
 Work according to HSE policy and HSE system.
 Report unwanted/dangerous situations.
 Always be safety conscious

Safety delegate in Engineering Consultants Norway AS

The safety delegate is an independent function within the company and is elected by the employees.
In the Norwegian law ”Norwegian law” § 25 the responsibilities of the safety delegate is described.

As mentioned previously, all staff in Engineering Consultants Norway AS is responsible for HSE, but the scope
is varied according to the position of each individual.

Training, awareness and competence

All staff shall have the competence needed to perform tasks and activities in Engineering Consultants Norway
AS.
In this context, competence shall mean necessary education, training and/or experience.
Competence development is defined in a separate procedure and is a continuous process of which personal
yearly assessment is included.
Competence development plans shall be established and training shall be directed towards predefined areas
where increased competence is needed.
In projects there may be special needs for training in HSE. This shall be identified in project HSE plans and
project risk analysis and need for training will be a project internal task.

A safety course and a safety leaflet has been developed which is compulsory for all staff and consultants.

Communication
Communication i Engineering Consultants Norway AS consists of :
 Web site
 Internal Management, departmental and information meetings
 Separate Quality/HSE meetings
 Training and competence development program
 Personal Assessment meetings
 Communication with authorities (e.g.work committee board, SFT, etc.)

The communication tasks shall ensure adequate internal and external communications in Engineering
Consultants Norway AS.

Documentation
This HSE manual and related procedures included in the Quality system represents the total HSE system in
Engineering Consultants Norway AS .
HSE manual is prepared, approved, distributed and maintained according to relevant procedure for document
control.

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Operational control
The HSE function in Engineering Consultants Norway AS may be divided into two areas :
 HSE at main office
 HSE in projects:
o Project planning
o Project execution
o Production
o Service

HSE at main office

Project planning and other project functions are performed at the main office. HSE requirements related to these
activities are incorporated in the relevant procedures.
As an example: Safety related to products and personnel shall be incorporated into the product design solutions.
Subcontractors and suppliers must conform to the HSE requirements of current legislation.

Safety committee
Norwegian law ( AML § 25 ) states that a safety delegate shall be elected who will perform the task as described
in the mentioned legislation. The safety delegate is elected by the employees.
The safety delegate shall receive training and competence to perform the tasks which lies under the
responsibilities of this function.

A system for periodic health examination of employees is established in the company.

Fire prevention
It is the owner of the office(s) who is responsible that fire prevention actions are performed.
Passiv fire prevention includes:
 Fire evacuation call system

Active fire prevention includes:

 Hand operated fire extinguishers

Evacuation
The office landlord has placed an evacuation plan in a strategic place in the building.
All staff shall make themselves informed of fire prevention and evacuation plans.
Office landlord is responsible for carry out fire evacuation drills.

Emergency preparedness
There has been prepared plans which shall be used in case of emergencies. Such plans include emergency
communication/information to main office, service and project work.

HSE in projects or where ECN,s personnel works at the customers premises

In all projects it shall be secured that HSE is maintained. In smaller projects, HSE may be secured by the
methods and procedures already maintained at the main office.
Periodic safety meetings shall be held within the projects.
In larger projects or whenever a special need is discovered, a project specific HSE plan shall be made and
implemented. Normally the above HSE requirements are the customers responsibility, but attention shall be
taken form ECN,s management and personnel to follow up that the above is followed.

Safety
Safety includes both:

 Personal safety is part of all activities in Engineering Consultants Norway AS in order to ensure
performance of safe working. Personal safety is of particular interest during project execution.
 Risk analysis will be performed whenver needed. A separate procedure has been prepared for personal
protection equipment (PPE).
 Company safety includes actions to secure confidential information.

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Security of confidential information in Engineering Consultants Norway AS
It is important that confidential documentation and information within Engineering Consultants Norway AS is
not leaking to the outside world. Such information may be critical to Engineering Consultants Norway AS’s
products and competitiveness.
In addition, confidential information from subcontractors must be handled likewise.

Lockable archives shall be used to ensure correct storage of contracts and price information which are not
allowed to be copied or used without the approval from management.

Handling of confidentional information

In Engineering Consultants Norway AS there will often be information which must be kept internal. It is
therefore important that all staff (and consultants!) is keeping to this rule and maintains a conscious
attitude/culture towards this.
This includes both information about the company, employees and information in connection with projects.
Discussions about internal matters shall never occur in places where outsiders is listening – e.g. on airplanes,
trains, in hotel common areas during seminars etc.
Remember also that usage of mobile phones should be restricted. Everyone around you will hear and often
understand what you are discussing even though they can only hear one your part of the conversation.

In projects where specific requirements are made to handling of confidential information, additional/special
routines shall be made to secure confidentiality.

Control and corrective actions

Control and monitoring
Engineering Consultants Norway AS is monitoring the measurements of HSE as part of the periodic reports in
the company.
The measurements are linked to the HSE program and HSE goals which are defined by the management and
broken down into various departmental level goals.
The HSE measurements are evaluated in the management review.

Accidents, incidents, non-conformances, corrective and preventive actions

Engineering Consultants Norway AS has establised emergency preparedness plans which shall take care of
communications and actions in the event of incidents and accidents.
Emergency preparedness includes both main office and project work. Projects shall use Engineering Consultants
Norway AS’s emergency plans in cooperation with applicable subcontractors plans.
Reporting of dangerous situations, near misses and accidents is coordinated in the main procedures.

HSE registrations
Registrations includes documentation of incidents connected to Health and Safety at main office and within
projects.
Registrations are implemented as a requirement in the procedure for non-conformances and audit activities.
HSE registrations includes:

 Lost time statistics due to illness or accidents

 Report of incidents and accidents
 Audit reports
 Reports from spot checks or safety rounds
 Work environment analysis

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Audit
Audit of the HSE system is performed and reported according to main procedures.
HSE-audit is part of Engineering Consultants Norway AS’s audit plan, but is normally cooperated with internal
and external audits.

Management review
The management review for HSE related information is coordinated with the management review for quality.
Management review includes:
 Goal achievements regarding main HSE issues
 Incidents and accidents
 Audit reports
 Reports from 3rd party audits (e.g. certification or governmental body)
 Evaluation reports from projects (HSE status)

Consequence of non-conformance to HSE rules.

It is laid down in the Norwegian legislation that non-conformance to Norwegian law may lead to a reaction from
authorities such as fines.
It should be obvious that failure to report potentially dangerous situations or highly risky work methods may
lead to injury or accidents. The person affected can be yourself or a work colleague.
The mentioning of fines and other types of reaction from the authorities is made in order to be informed. It is
hoped that Engineering Consultants Norway AS never will be in this position.
In ”Norwegian law” it is mentioned that it will have consequences to behave deliberate or unnecessary in
breaking the legislation ( ref. AML § 85) .
It is important to be aware that everyone has a responsibility to avoid behaviors which can cause accidents or
injury. Such behaviors will not only cause Engineering Consultants Norway AS to reach but may also include
reaction from the authorities.
Engineering Consultants Norway AS encourages all employees to act in accordance to HSE procedures every
day in all work situations.

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Crossrefernce ISO 9001/OHSAS 18001/Internal Control Regulations and Engineering Consultants Norway AS
HES Guide/Quality system
OHSAS ISO 9001:2008 Internal Control HES Manual/
18001:1999 Regulation 1997 Procedures ISO 9001
4.1 General Requirements 4.1 General §1 Objective HMS gudien
Requirements

4.2 HSE Policy 5.3 Quality Policy §5.4 ”to establish an objective for Management i Engineering Consultants Norway
health, environment and safety ” AS
4.3 Planning 5.4 Planning
4.3.1 Planning of hazard 5.2 Client Focus §5.6 ”to identify hazards and other KP-02-04
identification, risk- problems for later to assess risk ” Template.Riskanalysis
assessment and risk- Template.HES plan
control
4.3.2 Rules and other 7.2.1 Product-related § 5.1 ”..the availability and Engineering Consultants Norway AS ISO 9001
requirements requirement decisions supervision of rules Laws and regulations
and other requirements ”

4.3.3 Objective 5.4.1 Quality Objective § 5.4 ” to establish an objective for Engineering Consultants Norway AS ISO 9001
health, environment and safety ” Quality Manual
HSE Manual
4.4 Implementation and 7 Realization Of The
conducting Product

4.4.1 Structure and 5 Management § 4 Obliged to have an internal Engineering Consultants Norway AS ISO 9001
Responsibility Responsibility audit Quality Manual
§5.4 ” to have supervision over the
company organization....”
4.4.2 Training, Awareness 6.2.2 Training, §5.2 ” to make sure that the Engineering Consultants Norway ASISO 9001
and Competence Awareness and employee has the sufficient KP- 18-01 Competance and Training
Competence expertise..” Safetycourse
4.4.3 Consultation and 5.5.3 Internal § 5.3 ..” to make sure that the HSE Manual
communication communication employee contributes” Engineering Consultants Norway AS ISO 9001

4.4.4 Documentation 4.2 Requirements for § 5 Requirements for Engineering Consultants Norway AS
documentation documentation ISO 9001 Quality System

4.4.5 Documents and data 4.2.3 Control Of Quality Engineering Consultants Norway AS ISO 9001
security Records
KP-16-01 Registrations
4.4.6 Operational Control 7 Realization of the § 6 Resource Management HSE Manual
product
4.4.7 Readiness 8.3 Supervision of §5.6 ” to develop accompanying HSE Manual
products with plans and actions to reduce risks ”
derogation
4.5 Controls og 8 Measurements ,
Corrective Actions Analysis And
Improvement
4.5.1 Effect measuring 8.2 Monitoring and Engineering Consultants Norway AS
and monitoring measuring ISO 9001

4.5.2 Accidents, Events, 8.3 Supervision of §5.7 ”to implement routines for Engineering Consultants Norway AS ISO 9001
Deviations , Corrective products with unveiling, correcting and KP 13-01 Procedure for None-conformance
And Preventive Actions derogation preventing violations of the
8.5.2 Corrective Action requirements ..”
8.5.3 Preventive Action

4.5.3 Registration and 4.2.4 Control of Quality HSE Manual

control of quality records records KP 16-01 Registrations
4.5.4 Revision 8.2.2 Internal Audit §5.8 ” to undertake a systematic Engineering Consultants Norway A SISO 9001
monitoring and walkthrough of..” KP 17-01 Auditing
4.6 Management review 5.6 Management review Engineering Consultants Norway AS ISO 9001
KP 01-03 Management review

References

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  Norwegian law
 Internal Control Regulation av 1997
 OHSAS 18001:1999 Occupational Health and Safety Standard
 NS-EN ISO 9001:2008 Standard for Quality Control
 Engineering Consultants Norway AS Quality System

Revision history
Revision Description
1 First edition
2 Revision
3 Revision
Comments
Translated to English
No significant changes
Changes in page 4 - HSE Manual relations to Engineering Consultants
Norway AS – Quality System.

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