Meinhardt HSSE Management System (MY) REV D
Meinhardt HSSE Management System (MY) REV D
Meinhardt HSSE Management System (MY) REV D
MANAGEMENT SYSTEM
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AMENDED DCP /
ISSUE SECTION NO. / APPROVED
DATE PAGE NO. DETAILS OF CHANGE DCR NO. BY
12/02/2016 All Final Approved Copy Ian Bell
02/11/2016 Appendix 8 Shell Retail Contractor Incident Reporting & Sharing Procedure REV C Darvin. R
10.1.4 Pre-Start Meeting – KPI for TBT Participation for Field Supervision
DISTRIBUTION : Intranet
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Contents
1.0 HSSE COMMITMENT & POLICY .......................................................................................... 7
1.1 HSSE Expectations ............................................................................................................ 7
1.2 Policy Documents............................................................................................................... 8
1.3 Purpose.............................................................................................................................. 8
1.4 Project Scope ..................................................................................................................... 8
1.5 Project Exclusions .............................................................................................................. 8
2.0 ORGANISATION ................................................................................................................... 9
2.1 Responsibilities & Accountabilities - Senior Management................................................... 9
2.2 Meinhardt Chief Executive Officer ...................................................................................... 9
2.3 Meinhardt Country Managing Directors ............................................................................ 10
2.4 Meinhardt Country Program Manager .............................................................................. 10
2.5 Responsibilities & Accountabilities – Supporting Roles..................................................... 11
2.5.1 Meinhardt Project Managers ................................................................................. 11
2.6 Meinhardt HSSE Manager ................................................................................................ 12
2.7 Meinhardt HSSE Supervisor ............................................................................................. 13
2.8 Meinhardt Field Supervisory Staff ..................................................................................... 13
2.9 Principal Contractor & Fuel System Contractors ............................................................... 14
2.10 Facilities Maintenance Contractors ................................................................................... 15
2.11 All Employees .................................................................................................................. 16
2.12 Program Contacts ............................................................................................................ 17
2.13 Meinhardt Project Organigram.......................................................................................... 17
2.14 HSSE Project & Activity Planning ..................................................................................... 17
2.15 Contractor Management ................................................................................................... 17
2.16 Subcontractor Management ............................................................................................. 18
2.17 Sub-contractor Compliance .............................................................................................. 19
2.18 Site Kick-Off Meetings ...................................................................................................... 19
2.19 Tender Phase (Pre-Construction) ..................................................................................... 20
2.20 Construction Implementation Phase ................................................................................. 20
2.21 Post Construction Phase .................................................................................................. 20
2.22 HSSE Non-Conformance ................................................................................................. 20
2.23 HSSE Purchasing............................................................................................................. 21
2.24 Stakeholder Engagement ................................................................................................. 21
2.25 Engineering ...................................................................................................................... 21
2.26 Safety in Design / Construction ........................................................................................ 21
2.27 Work Health & Safety ....................................................................................................... 22
2.28 Design Risk Management ................................................................................................ 22
2.29 HSSE Legal Requirements ............................................................................................... 22
2.30 Selection & Competency .................................................................................................. 22
2.31 Pre-Placement Medical, Health Assessment and Surveillance ......................................... 22
2.32 Training and Competence ................................................................................................ 23
2.32.1 Meinhardt Induction ............................................................................................... 23
2.32.1 Project Environments ............................................................................................ 23
2.33 Management of Change ................................................................................................... 24
2.34 Monitor, Review & Improvement ....................................................................................... 24
2.35 Improvement Plans .......................................................................................................... 24
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SYSTEM
This HSSE Management System covers the provisions of services and work activities identified within the
organisation’s scope of activities. This Management System outlines the HSSE related activities that must occur
during the project, as directed by:
• Health and Safety legislation and regulations of each jurisdiction
• Country Standards and any Codes of Practice
• International Standards and any Codes of Practice (as applicable)
• Meinhardt Procedures and related Safe Work Practices
• Client Health, Safety, Security and Environment Policies, related corporate procedures, instructions and
guidelines.
The HSSE Management System is designed to provide guidance to all employees, contractors and sub-
contractors with regards to the structured approach of the HSSE arrangements and systems or processes in
order to deliver a robust HSSE performance for the Group and the client companies.
Meinhardt has a comprehensive and detailed requirements and standards that must be met on a daily and
ongoing basis.
Implementation of the HSSE Management System and associated documentation shall be verified by periodic
audits performed as part of the Project audit program. All employees (supervisors and employee work groups)
will be informed of their responsibilities and accountabilities that contribute to the prevention of injury and the
reduction of potential hazards and incidents within the workplace.
Any updated HSSE Management System will be available to all employees and contractors working on Meinhardt
activities, as appropriate. A proactive focus from all sectors of the business, including senior management will
ensure timely implementation and review of this HSSE Management System to ensure the systems continuing
effectiveness.
Hard copies will be considered “Uncontrolled Copies”. The electronic version held within the Meinhardt online
HSSE platform is the Master Copy and approved version.
• Safety will be lead at all levels of the organisation and by Meinhardt’s contractors. It will be
managed proactively and risks will be managed to As Low As Reasonably Practicable (ALARP).
• Safety will be the first consideration in project plans and will be promoted throughout all project
works.
• Only personnel and companies with excellent safety performance will be engaged by Meinhardt for
project works.
• Daily site safety discussions will engage all site personnel at the start of every day to ensure the
HSSE requirements for the applicable works and all hazards are identified and controls are
understood.
• Senior Managers will visit project works when higher risk activities are being undertaken.
• All personnel will be held to account for their safety leadership.
• All breaches of safety rules and risk controls will be fully investigated with discipline proportionate
with the findings.
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1.3 Purpose
The purpose of the HSSE Management System is to assist Meinhardt to comply with legislative requirements,
Client requirements and Meinhardt’s own HSSE aspirations.
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2.0 ORGANISATION
The Meinhardt HSSE Management System operates as an integrated system of elements critical to the delivery of
effective and efficient HSSE performance. This can be diagrammatically represented as shown here:
Visible leadership, teamwork and accountability and the active involvement of all our people is essential to
deliver HSSE excellence.
We will provide the tools, knowledge and support to develop a HSSE culture where our people demonstrate
leadership and are motivated to proactively contribute to continuous improvement of HSSE performance within the
company and industry.
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The Project Manager (PM) is responsible, in accordance with “one point of responsibility” ethos, for HSSE on
project/s they are managing during the planning & preparation, coordination, execution and hand over phases.
The PM has an obligation to ensure exemplary HSSE leadership within all aspects of the projects under their
management at all times. This includes showing HSSE leadership, ensuring the proactive identification and
management of hazards applicable to the project and site/s and ensuring compliance with all legislative, client
and Meinhardt HSSE requirements.
The PM shall have the responsibility for the development, delivery and management of HSSE strategies and
HSSE Management Systems and for ensuring operations are within statutory safety, environmental and
accounting standards.
The PM shall, for the purposes of their projects, be the Contractor Representative for HSSE, matters. The PM
may call upon the assistance of the Meinhardt HSSE Manager and Field HSSE Co-Ordinator respectively from
time to time for assistance and advice to matters pertaining to HSSE.
Specifically the PM shall have the following responsibilities:
• Participate in project concept reviews for their allocated projects to identify the specific HSSE matters
required to be addressed in each project’s HSSE Management System.
• Ensure Design for Safety & Design for Construction processes are undertaken to identify the HSSE
hazards to be proactively eliminated or managed to ALARP in the asset design.
• Ensure an HSSE risk assessment for the project is conducted to identify the hazards and ensure
controls are agreed, are written, understood by the personnel on site and are complied with.
• Ensure all site hazards are identified and are proactively managed and that each contractor present
a suitable site-specific HSSE Plan with associated risk management documents that adequately
identifies and manages the hazards for their activities at the site;
• Ensure each project site has a suitably competent person who establishes and maintains a proactive
HSSE culture:
o Ensures HSSE leadership across all site activities;
o Ensures compliance with all relevant HSSE requirements;
o Actively engages with contractors to ensure a proactive and co-operative approach to HSSE
at the site;
o Intervenes in unsafe or non-compliant behaviours; and
o Reviews the HSSE performance of contractors.
• Ensure all required HSSE controls (including permits) are in place at site and complied with.
• Ensures the qualifications of contractor personnel to perform the tasks required;
• Ensures an accredited Permit Holder and Permit Issuer is in place for the activities required (or
accesses appropriately qualified personnel for this function where the permit requirement is beyond
his/her qualifications).
• Is competent in the project management of construction and fuel systems allocated.
• Is accredited to the required level in relevant client and industry safety induction, permit to work and
work clearance systems.
• Prepare tender documentation for contractors ensuring the inclusion of HSSE compliance
requirements.
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• Arrange and conduct initial contractor “kick-off” meeting including thorough review of all HSSE
documents (including project specific HSSE Management Systems)
• Undertake formal HSSE on-site audits of contractors during construction phase of works.
• Undertake regular site visits to review site works, plan progression, HSSE procedures including Safe
Work Method Statements (SWSM) of Job Safety Analysis and observe works in progress. The site
visit will ensure adequate representation during activities of higher risk.
• Resolve day-to-day HSSE issues brought to the PM’s attention and seek guidance from Meinhardt
HSSE staff.
• Perform or delegate to the HSSE Manager the initial investigation for incidents, significant near
misses and potential incidents identified by the work crews to determine the root cause, contributing
factors and gather statements from all involved to present to the Meinhardt HSSE Manager for review.
• Provide the HSSE Manager with client- and Meinhardt-required HSSE performance data.
• Complete client Incident Reporting as required.
• Issue corrective actions to address gaps or non-conformances at sites following through to ensure
these are appropriately acted on.
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• Participate in site ‘Kick-off’ meetings to set expectations of HSSE performance and individual
behavioural expectations.
• Participate in a selection of site HSSE Toolbox meetings and promote and develop the HSSE
proactive cultures as required.
• Coach Project Managers in HSSE matters and HSSE leadership attributes to develop industry-
leading HSSE cultures within the Project Management Team.
• Advise and assist all PM’s on matters of HSSE.
• Assist the HSSE Manager with all areas of HSSE.
• Undertake routine HSSE on-site reviews/audits of contractors during construction phase to ensure
SWMSs and other HSSE documentation has been modified to account for site-specific conditions.
• Coach contractor staff on Client and Meinhardt HSSE expectations via site visits and set the
expectations within contractor organisations for their coaching of their staff and sub-contractors.
• Review tender response documentation with regard to HSSE issues including site-specific HSSE
Plans, risk management, permit/licence requirements and contractor suitability.
• Manage other client related HSSE Projects (i.e. marketing signage, maintenance and AI).
• Oversee HSSE complex issues and assist PMs with the execution of NCRs for non-compliant site(s).
• Conduct HSSE monitoring and review on active projects and data collation to meet client, industry
and Meinhardt reporting requirements
• Support the HSSE Manager in HSSE activities designed to meet client and industry requirements or
develop Meinhardt into an HSSE industry leader.
Field supervisory staff are to provide support and direction to all employees and contractors, ensure adherence
to this document and to communicate HSSE expectations and job requirements to the employees and
contractors.
Field supervisory staff are accountable to the Project Manager for the safe conduct of all work activities under
their control.
As key HSSE resources within the relevant projects, each Supervisor must:
• Commit to and lead the proactive safety culture on site.
• Understand the fundamental requirements around the applicable Work Health and Safety Legislation.
• Assist Project Managers to ensure all appropriate HSSE risk management processes are in place for
each project. This should include robust project HSSE requirements for each stage of the project, a
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Meinhardt HSSE Plan for the site works, respective contractor site-specific HSSE Plans, risk
management processes, effective site HSSE communications, proactive HSSE cultures are in place,
required performance reviews and data collation.
• Instruct and coach site personnel to establish and maintain proactive site HSSE cultures and
behaviours;
• Perform site reviews to ensure:
o Compliance with all HSSE compliance requirements,
o Identification of HSSE improvement opportunities,
o Incident, near miss and hazards are reported,
o Undertake an initial investigations of all incidents and significant near miss events to provide
the initial information to the Meinhardt HSSE Manager
o Implementation of incident / near miss / potential incident learnings,
o Robust HSSE leadership at site,
o Effective risk management processes, and
o Where required, action plans are developed to address any identified improvements.
• Ensure that accurate records are taken of all HSSE concerns and forwarded to the HSSE Manager
for documentation and follow up through line management.
• Ensure that all employees in the workforce (including those of Subcontractors) comply with all HSSE
requirements and take immediate fair and just action against those who fail to adhere to these
standards.
• Participate in scheduled and informal on-site HSSE audits / inspections.
• Ensure health related standards are followed in particular fatigue management processes adhered
to.
Report all injury and incidents and dangerous occurrences in accordance with the Meinhardt Incident
Management Procedure.
Principal Contractors are to conduct all activities on the project in a safe, effective and efficient manner and
discharge all duties applicable to them by law as well as:
• Attain client and Meinhardt contractor accreditation and successfully complete all necessary
inductions (on a three yearly basis)
• Attend the site to understand the project requirements then submit site-specific HSSE plan (including
environmental management), for review after awarded the tender.
• Attend the contractor HSSE ‘kick off’ meeting and ensure all requirements are met and adhered to.
• Nominate an on-site HSSE Representative competent in managing all aspects of HSSE on site
including;
o Being competent in establishing and maintaining a proactive HSSE culture amongst all
contractors attending the site,
o Facilitating Job Start/Toolbox meetings each day with all contractors to discuss the activities
planned for the day, the hazards associated with these activities and scheduling of any
activities likely to conflict from an HSSE risk management perspective to ensure robust and
proactive risk management;
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Facilities Maintenance Contractors are to conduct all activities on the project in a safe, effective and efficient
manner and discharge all duties applicable to them by law as well as:
• Attain client and Meinhardt contractor accreditation and successfully complete all necessary
inductions.
• Submit SWMS and Environment Management Systems for review in any tender return.
• Attend the contractor HSSE ‘kick off’ meeting, ensure HSSE requirements are identified, and any
safety gaps identified and action plans agreed to close these before work commences.
• Nominate an on-site HSSE Representative competent in managing all aspects of HSSE on site
including;
o Being competent in establishing and maintaining a proactive HSSE culture amongst all
contractors attending the site;
o Contractor HSSE Representative is responsible for ensuring SWMSs are relevant for the
specific task and site prior to commencing works on-site;
o Facilitation of Job Start/Toolbox meetings each day with all contractors to discuss the
activities planned for the day, the hazards associated with these activities and scheduling of
any activities likely to conflict from an HSSE risk management perspective to ensure robust
and proactive risk management;
o Effective at onsite communications and interventions in unsafe behaviours;
o Competent and qualified to be a Permit Holder and a Permit Issuer for all relevant activities
o Compliance with all Permit, Work Clearance and SWMS conditions; and
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Employees are to conduct all activities in a safe, effective and efficient manner. All employees must:
• Follow all reasonable instructions and work in compliance with the clients’ and Meinhardt’s HSSE
Management Systems and Environmental Management Systems and procedures.
• Rigorously apply the Take 5 process for all activities.
• Report all incidents, near misses and hazardous situations during works to Meinhardt PM or Site
Supervisor and immediately participate in investigations where required
• Present for duties observing the Meinhardt Fitness to Work requirements
• Ensure all plant and equipment is tagged correctly, fit for purpose and in good working condition
• Take responsibility for the safe working practices of others, intervene respectively where required
• Actively participate in Toolbox Talks, Task Observations and Workplace Inspections and other Safety
Consultation process, where required
• Only operate equipment for which you have been fully trained, certified and deemed competent to
operate.
• Quarantine defective tools and equipment that require repairs and advise the immediate line manager
or other appropriate personnel who will arrange repairs or removal and replacement.
• Adhere to all other instructions or directions made by line management in the interests of their health,
safety and wellbeing.
• Have the courage to intervene in all situations where you believe the situation may be unsafe or
hazardous and where someone undertakes an intervention in relation to an activity or behaviour
relating to you listen to the concern and have the character to accept the intervention in the spirit it is
intended – to protect you and other from harm.
• Confront and escalate all HSSE concerns through the Meinhardt Issue Resolution procedure /
flowchart.
• Where an immediate risk to HSSE is identified take the necessary action to stop the work / make the
area safe if safe to do so / escalate to relevant personnel who have the ability to address that risk.
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Contact details for key personnel during and after work hours will be specific to each country and will be held
in the Company’s Emergency Response Manual.
The chart below depicts the key relationships and inter-relationships that directly and indirectly manage the various
elements of this HSSE Management System.
Program Operations
Director Manager
Corporate HSSE
Manager
Program Contract
Manager Manager
LEGEND
Meinhardt
Contractors Contractors Client
HSSE Manager Contractors
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Contractor review systems are in place. Examples of such systems are iPro-Live, IS Networld or similar. Where
the client does have a contractor accreditation system, Meinhardt will use their own system to review and
monitor contractor HSSE performance to ensure they have the necessary competence, experience and
capability to undertake the required activities in accordance with Meinhardt’ expectations. In addition, the review
will determine whether the contractor has an HSSE culture aligned with Meinhardt’s and can demonstrate a
proactive management of risks and engagement of personnel. Systems and processes between Meinhardt and
subcontractors must be aligned to ensure all health, safety and environmental requirements are met.
All subcontractors will be made aware of the requirements of the Meinhardt HSSE Management Systems and
any client Contractor Management System, prior to commencing work.
Through the application of processes such as audits, workplace inspections, toolbox meetings, HSSE
Committee meetings, etc., Meinhardt shall ensure that all contractual, legislative and site-specific safety
management requirements are met.
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• All required staff have been trained as Permit Holders, WPCG Work Clearance Issuers and have
completed all necessary inductions;
• A suitably competent site specific contractor HSSE representative has been nominated;
• All hazards relating to the project works and the integration of these to the specific site will be identified
so that the respective site-specific HSSE Plans can determine suitable controls for these hazards.
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When evaluating new contractors to award tenders the Meinhardt PMC must complete the process outlined in
the Meinhardt IMS relating to sub-contractor / sub-consultant engagement procedure and communicate any
findings and any areas of concern to the client and the contractor as part of the consultation, communication
and reporting function of this document.
The tender award will require a satisfactory HSSE review along with other Project award criteria. Other factors
of the tendering phase include evaluation of prior works, incident rates and HSSE reporting performance.
During the construction phase of the project, Meinhardt will also ensure compliance with any required client
and legislative standards required for the scope of works
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2.25 Engineering
Incorporating HSSE requirements into design and planning will assist in minimising the risk to our people,
customers, environment and assets. All engineering and projects will meet operational needs as well as the
requirements of company and customer specifications and all relevant legislation and specified additional
standards.
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As a minimum, site HSSE improvement initiatives shall be determined through analysis of site HSSE
performance and trends. All proposed changes into Improvement Plans should include engagement with
Project Managers and Contractors prior to final review and authorisation through Senior Management. Where
possible, these initiatives should be linked to specific site activities.
Improvement plan should:
• Identify targets and the actions required to reach these targets. Performance measures and
responsibilities for these actions must also be set.
• Reflect the company and site HSSE objectives and actions
• Reflect the activities in the HSSE Hazards Register.
• Take into account the level of risk when prioritising activities.
• Reflect any emerging changes to activities, processes or services.
• Reflect Legislation, standards and codes specific to the geographical region which the site resides
• The improvement plan shall be reviewed monthly on a by-exception basis in conjunction with the
HSSE Hazards register. These shall be updated in line with:
o Legislative changes
o Industry updates or alerts
o Priority actions on projects
o Changes to the contract activities or scope of works
o Outcomes of Internal and external audits.
• This review shall be conducted at an appropriate forum such as the monthly site HSSE Committee
meetings or the monthly management meetings.
• A full review of improvement plans shall be conducted annually
• The HSSE-MS shall be reviewed at least annually, with approved improvement planning items
included within the annual review
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activities and the results of previous audits. Such audits will be conducted by suitably qualified personnel
independent of the business being audited or, in the event that the audit is of the Meinhardt Group HSSE
systems, this will be performed by the Corporate HSSE Manager with assistance from others as required.
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• Identification of controls based on the hierarchy of controls that are compliant with legislative, client
and Meinhardt requirements, and
• Determining when the requirement for a Safe Work Method Statement should be applied to each
activity.
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3.3.3 Competencies
All persons with work activities related to plant & equipment shall be provided with appropriate information
and be trained and assessed as competent to perform those activities. Contractors shall have a system to
ensure the competence of their workers who use this equipment. This system will take into consideration their
skills, knowledge and time in the role, practical assessment and any recognised certification or licence
requirements. Where persons are not deemed competent a suitable supervised program shall be created,
implemented and monitored until the individual has been deemed competent. Meinhardt reserves the right to
require further competence assessment for certain individuals.
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3.4.4 Labelling
Labelling on all storage vessels, containers and tanks of hazardous substances or dangerous goods shall be
in accordance with national and state placarding and labelling requirements. This labelling shall clearly identify
the carried or stored material. Supporting safety data sheets shall also be readily available at the point of use
and storage to identify appropriate first aid procedures.
Labelling requirements are stipulated in the (Relevant State or Countries) Dangerous Goods Code. Labels
must be printed on the container for any registered substance.
3.5 Environment
All Meinhardt operations are expected to identify the aspects and impacts of their operations to the
environment including the wider environment and community. Identified impacts shall be documented on the
HSSE Hazards Register.
Appropriate risk mitigation measures shall be implemented for identified aspects and impacts. If necessary,
the implementation of these measures shall be documented and monitored through the business planning
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process or the objectives and actions register. These control measures shall be applied and incorporated as
appropriate into the Pre-Start and Job Safety Analysis/Safe Work Method Statement processes.
The effectiveness of the control measures shall also be subject to review through the audit and review
process. The HSSE Hazards Register shall also be subject to ongoing and scheduled reviews to ensure that
any new or introduced environmental impacts are progressively identified and controlled.
Where there is often the presence of contaminated soils and liquids on site for which Meinhardt is
responsible for the disposal. These substances must be controlled in a suitable and secure manner to
minimise environmental harm. Specialist contractors shall be commissioned to facilitate legal, client and
Meinhardt requirement. Environmental specialists will be used where required to develop a plan for the
most effective disposal and management of these substances.
To manage risk associated with the exposure to asbestos in compliance with the relevant Factories &
Machinery Act 1967 and Occupational Safety & Health Act 1994 Regulations to ensure no person at the
workplace is knowingly exposed to air-borne asbestos fibres.
Anyone undertaking works on a site must consult the site asbestos register prior to any works commencing.
If asbestos is found at sites at which there is no asbestos register, works will cease, the client contacted and
an accredited asbestos specialist can inspect the premises, develop an asbestos register and management
plan.
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A certified and approved asbestos removalist shall be utilised in the event that any asbestos work (excluding
of all CAF gasket removal) is undertaken over the course of any project.
The asbestos removalist will prepare an asbestos removal control plan, specific to the job, before
commencing any removal work. The asbestos removalist shall submit an Asbestos Management System and
related procedures for checking and approval by the Project Field Supervisor, Project Manager and HSSE
Manager / Supervisor prior to work commencing.
The control plan shall also assess the presence or likelihood of other hazards associated with the asbestos
removal work (e.g. work at heights, work in confined spaces, electrical safety and heat stress).
The asbestos removalist must ensure the removal is adequately supervised and is carried out in a safe
manner.
The asbestos removalist shall ensure all supervisory personnel have a detailed knowledge of the precautions
and procedures outlined in this code of practice.
All asbestos associated incidents must be immediately reported to the Project Manager, Project Supervisor
and HSSE Manager / Advisor and nominated client representatives for advice and immediate action. Incidents
of concern, risk of exposure or contamination must be reported to the Client immediately.
• Disposal Certificate
Any employee exposed to asbestos shall be issued a letter confirming the date of exposure and the work
being conducted.
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3.7 UV Radiation
All work areas and tasks, which involve UV radiation exposure, shall be assessed to determine the level of
risk presented to employees. With reference to the ‘Hierarchy of Controls’, control measures shall be
implemented to eliminate or minimise risk wherever practicable.
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3.9.1 Training
It is important that risk controls are regularly reviewed and monitored to ensure they have been implemented
correctly and continue to be effective. It is also important to ensure that controls implemented do not result in
new manual handling hazards.
All persons with work activities that involve manual handling shall receive training relevant to the tasks they
will be undertaking. Training should cover items such as:
• How the body can be affected by risks arising from manual tasks
• What sort of manual tasks have the potential to give rise to muscular-skeletal disorders
• What risk factors give rise to muscular-skeletal disorders and what can cause these risks
• How to prevent muscular-skeletal disorders
• How to use risk controls
• How to select and use suitable techniques or methods and equipment
• The importance of early reporting of muscular-skeletal disorders hazards
Meinhardt is committed to the health and safety of all its employees and contractors. This includes ensuring
that no person commences or continues to work if it is known that they are not fit for work.
We recognise that health and a range of factors, including fatigue, psychological stress, illness and the use
of medication, illicit drugs and alcohol or other situations that may influence an individual’s ability to conduct
activities safely.
“Fit for work” means that an individual is in a state (physical, mental and emotional) which enables the
individual to perform assigned tasks competently and in a manner which does not compromise or threaten
the safety or health of themselves and/or others.
3.11 Fatigue
Physical or mental weariness (Fatigue) may be caused by any, or a combination, of roster design (including
the predictability of hours), the sleep duration and quality that a person has been able to obtain, the physical
and mental demands of the work, the ability to balance childcare, family and other responsibilities, the
physiological and psychological effects of disrupted circadian rhythms.
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SHIFT
SHIFT//ROSTER
ROSTER COMMUTING
COMMUTING INDIVIDUAL
INDIVIDUALCHARACTERISTICS
CHARACTERISTICS
••Time
Timeofofday
day
••Hours
Hoursof ofwork
work ••Daily
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hometotowork
work ••Suitability
Suitabilityfor
forshift
shiftwork
work
••Rotation
Rotationdirection
direction ••Long
Longdistances
distancescommute
commuteto
tosite
site ••Age
Age
••Cycle
Cyclelength
length ••Aerobic
Aerobicfitness
fitness
••Breaks
Breaks ••Chronic
Chronicillness
illness
WORKPLACE
WORKPLACECULTURE
CULTURE
••Support
Supportfor
forself
selfmanagement
management
••Work
WorkPractises
Practises(Rotation,
(Rotation,naps
napsetc)
etc)
OUTSIDE
OUTSIDEDEMANDS
DEMANDS
FATIGUE ••Family
Familydemands
••Social
demands
Socialactivities
activities
LEVELS
••Other
Otherjobs/study/hobby
jobs/study/hobbyfarms
farmsetc
etc
••Hours
Hourscontinuously
continuouslyawake
awake
NATURE
NATUREOF
OFWORK
WORK
••Mental
Mentalload
load
••Physical
Physicalload
load(vs
(vscapacity)
capacity)
SHIFT
SHIFTMANAGEMENT
MANAGEMENTSKILLS
SKILLS&&
PRACTICES
PRACTICES
WORK
WORKENVIRONMENT
ENVIRONMENT ONSITE
ONSITESLEEPING
SLEEPINGENVIRONMENT
ENVIRONMENT ••Knowledge
Knowledgere: re:shift
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work//fatigue
fatigue
••Temperature
Temperature ••Sleep
Sleephygiene
hygiene
••Noise
Noise ••Air
Airconditioning
conditioning ••Ability
Abilitytotonap
nap
••Light
Lightlevels
levels ••Control
Controlofofnoise
noise ••AOD
AODuse use
••Vibration
Vibration ••Inside
Insidetoilets
toilets ••Nutrition
Nutrition
••Humidity
Humidity ••Light
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control ••Management
Management of ofstress
stress
GWF_V5_576_1
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ensuring employees, supervisors and managers are informed of ‘elements contributing to fatigue’ so as to
prevent accidents, incidents and illness in the workplace.
• Managing fatigue is only one of the components of our overall approach to fitness for work and
employee wellbeing.
The following are extracts from a procedure which outlines some of Meinhardt implemented / developments
for Fatigue Management such as:
Work Hours and Rosters:
• It is envisaged that hours of work will be 6 days by 12 hours.
• A maximum of 12 hours is to be worked in any 24 hour period.
• A new work crew to be mobilized should the work likely to exceed the 12 hours in any single day.
There are exceptions to these general rules allowed but where this is necessary; the matter should be
referred to the HSSE Manager.
Meinhardt has a driver fatigue management procedure which is applicable to all Meinhardt sites, which outline
the minimum requirements of employees, supervisors and managers for managing driver fatigue so as to
prevent accidents, incidents and illness either, in the workplace or travelling distances in the course of your
job.
This procedure applies to all Meinhardt employees and contractors that operate light and heavy motor
vehicles.
The following is an extract from procedure which outline some of Meinhardt Driver Fatigue measures such
as:-
• Regulating rosters (work/rest time) to comply within standard work hours.
• Ensure light and heavy vehicle operators take rest periods throughout work day
• Plan work tasks to allow for rest breaks
• Promote health and well-being to its operators / drivers
Fatigue Warning signs such as:-
• Feeling of tired/sleepy/drowsy
• Head nodding / Excessive yawning
• Difficulty keeping eyes open / Blurred vision
• Repeatedly drifting in and out of traffic lanes
• Increased errors and loss of concentration at work
Control & Monitor Driver Fatigue Risk shall include:-
• Training to identify signs and symptoms of fatigue
• Drivers have authority to stop if any warning signs of fatigue.
• Operators and schedulers to plan when drivers rest
• Contingency plans to be implemented were operational issues impact work-rest times
• Regular auditing of work environment to ensure compliance regarding procedures.
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Additionally, other requirements are relevant when driving light or heavy vehicles, such as:
• Possess a current driving license that is valid for the type of vehicle being driven
• Be physically and mentally capable of operating the vehicle
• Be rested and alert to maintain attention throughout the journey
• Stop the vehicle and take a rest break when required
• Do not operate a vehicle while impaired by alcohol, drugs or medication
• Always use three point contact seatbelts whenever a vehicle is moving
• Do not make or receive a call on a mobile phone whilst a vehicle is moving
• Do not allow unauthorised passengers in the vehicle
• Visually inspect the vehicle for roadworthiness prior to departure
If you work for our client, Shell downstream retail business, you shall also be required to follow Shell Journey
Management Plan (JMP). Anyone driving a company vehicle or driving on company business is responsible
for meeting the requirements of a JMP when needed. A JMP, which includes driving and rest schedule, is
required if the total driving time is more than 4.5 hours in a single day. You are required to discuss the JMP
requirements prior to and for any trip exceeding 4.5 hour duration. Supervisors responsible for individuals
driving on company business are accountable for ensuring a Journey Management System (JMP) is prepared
when required and all drivers to undertake Defensive Driving course where required/approved.
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Please refer to Appendix 8 - Shell Retail Contractor Incident Reporting and sharing Procedure
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4.5.1 Injuries
First aid is any one time treatment and subsequent observation of minor scratches, cuts, burns, and splinters
etc., which do not ordinarily require medical care by a physician. A local First Aider may treat these cases
The First Aid Attendant shall provide emergency first aid to an injured person until medical assistance arrives
or assistance is completed or refused by the injured person. The First Aid Attendant shall only provide First
Aid within their level of competence. If additional treatment is required the employee will be referred to an
external provider as nominated by Meinhardt.
4.7 Rehabilitation
Meinhardt are committed to ensuring employees suffering workplace related injury or illness are assisted in
the return to their pre-injury physical, psychological, social, vocational and economic capacity through a
defined and systematic rehabilitation process.
The purpose of the rehabilitation procedure is to assist in the safe and early return to work of employees
through the provision of optimal Rehabilitation Programs and details the management process for injury /
illness claims and rehabilitation. The Rehabilitation Plan offers a graded return to previous work level of
normal duties and is not to be considered as a permanent job change.
A Rehabilitation Plan is to include suitable duties that are meaningful, contribute to the work effort and include
task variety. Management, including Supervisors are actively involved in the rehabilitation process whereby
the injured person’s case manager, the employer and treating Doctor develop a suitable duties program.
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Meinhardt has developed a performance management model that recognizes good performance and
manages improvements in those individuals and organisations that show gaps by communicating an
expectation of improvement of both personal and organisational performance in a personal, non-threatening
way while maintaining concern for the seriousness of a given situation.
This starts with communicating to Meinhardt employees and Contractors, Meinhardt’s specific HSSE and
performance standards along with all specific rules and requirements for the works to be performed at the
required HSSE standard. Understanding of these is assured through competence assessments and audits
and inspections are conducted during the project to confirm that these expectations are being adhered to in
all aspects of the projects. Where organisational and/or personal performance gaps are identified, these are
brought to the attention of the relevant individuals within the Meinhardt and Contractor organisations and an
agreed remediation plan is developed and implemented. Should the required improvement not be possible,
the individual and/or organisation will not be further engaged in the project or programm until Meinhardt can
be satisfied that the required performance can be assured.e.
Action under the Company Disciplinary Policy will be considered for all individuals that demonstrate unsafe
behaviors.Upon identification of an unsafe behaviour, work is immediately stopped and the behaviour
discussed and corrected. In addition, there is an onsite 3-strike rule for individuals who display unsafe
behaviors or non- compliance with HSSE requirements. Individuals will, generally, be given 2 warnings before
being removed from site unless displaying gross and willing negligence or actively placing themselves or
another person at harm. All incidents shall be recorded and where an investigation is required, the individual/s
shall be removed from Meinhardt works until the investigation is complete and resulting actions agreed. These
may include measures up to and including termination of the individual/s and/or organisation/s.
A framework developed to measure Meinhardt Contractor HSSE Performance and Meinhardt have the
performance measured for all Contractor periodically . The review is carried out based on scorecard system
and this will determine the award of future works with Meinhardt. Contractor job awarding will be
determined based on their performance.
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JSA/SWMS, which form part of the control measures for almost all hazards, along with the key controls for
all of the other hazards identified in the HSSE Hazards Register.
Meinhardt has implemented JSA/SWMS and Take 5 processes that are used before commencement of a
task and whenever there is a significant change in the task or work environment during the conduct of that
task.
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Specific local legal requirements could extend the hazardous areas and shall prevail. The extent of the
hazardous areas may increase under your assessment but must not be less than the distances shown.
Any product transfer, pipeline modifications or repairs, excavations could extend hazardous areas. Inside the
Sales Building is an excluded area.
The entire retail site is a restricted area with a tanker anywhere on site. A hazardous zone map is presented
as Figure 10.2 below:
1 Other work scopes have different legislative and Standards requirements. This is an example only.
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Prior to commencing works on any site; contractors must complete an WPCG work clearance form. The
general requirements are as follows:
• Form must be completed daily on site by the Contractor for all work
• Form must be used to ensure all activities are undertaken with the consent of the Site Representative
• Site Representative advises the Contractor if there are any operational or site conditions that may
impact the Contractor safely performing the work (e.g. product delivery)
• Form is designed to stop the work or trigger the need for a PTW if certain conditions are not met
• Form is used by the permit holder to renew permits that exceed beyond one day on a daily basis (up
to the maximum allowed by the respective permit system)
4.16 Job Safety Analysis (JSA) / Safe Work Method Statements (SWMS)
A JSA/SWMS is intended to analyse the individual steps or activities that together create a job or specific
work duty, and to detect any actual or potential hazards that may be present. A JSA must be undertaken for:
• All project work activities, whether it be non-routine work or work that does not have
documented procedures, and for activities rated high risk as per the project Hazard
Register. Due to its in-depth and detailed nature, the JSA can identify less obvious hazards
that may go undetected during routine management observations or audits.
All JSA’s undertaken during the project shall be documented on the standard JSA template, and are to be
reviewed and signed by the Project Supervisor prior to work commencing. The JSA is to be kept with the work
group, with attached permits and sign on sheets
As identified earlier, safety and health considerations shall be reviewed and clearly documented for each
work activity through the Hazard register. The responsible supervisor will review the HSSE Hazard register,
where required, or if the supervisor decides as an addition, organise for any additional JSA’s to be developed.
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All JSA’s shall be developed in accordance with Job Safety Analysis/Safe Work Method Statement procedure
and recognised principles of hazard and risk management.
If the JSA is not completed at the time and place where the work is to be carried out then a Take 5 should be
completed immediately prior to work commencing to identify any hazards not included in the JA. A Take 5 is
also required to be completed for all activities rated as Low risk as per the project HSSE Hazard Register.
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The Mandatory Life-Saving Rules focus on high risk activities that are routinely performed across Meinhardt
operations, and are designed to protect employees from serious injury or death. The Life-Saving Rules
must be understood and observed by all employees.
The Mandatory Safety Rules must be applied in conjunction with all relevant laws, company policies, the
Code of Business Conduct, Industrial Instruments, and any other processes, procedures and work
instructions that are applicable to the workplace.
All employees shall receive formal training on the Mandatory 12 Life-Saving Rules.
All agreements with contractors, including any subcontract agreements, will highlight the Mandatory 12 Life-
Saving Rules and will include a contractual condition that demands compliance with these rules while
working for Meinhardt. This contractual condition must also highlight that, subject to the findings of an
investigation, any breach of the Mandatory 12 Life-Saving Rules may result in the termination of the
contract.
In addition to this:
• Double eye protection (glasses or goggles and face shield) shall be worn for all cutting, welding,
grinding or gouging activities.
• Appropriate protective clothing or equipment shall be worn by persons who intend to work on or in
close proximity to any high voltage or low voltage electrical systems
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There may be tasks to be undertaken which may expose a higher risk when undertaking these activities,
which may also exceed the ‘minimum standard’ of PPE identified within this document. Appropriate measures
must be undertaken to ensure the PPE requirement specified within the SWMS, JHA and Permit meet/exceed
requirement.
It is also necessary that contractor and staff PPE requirements are reviewed on a frequent basis.
All visitors (including Client personnel) to site shall comply with the site PPE requirements.
4.21 Housekeeping
In relation to housekeeping on the Project, the following housekeeping requirements shall be upheld and
enforced:
• All employees shall maintain their workplace in a clean, tidy and safe condition.
• All equipment (hoses, leads, etc.) are to be removed when not in use.
• Areas shall only be used for purposes for which they were intended and signposted.
• Vehicles shall only be parked in demarcated parking places/areas.
• Material stored in open areas shall be stored in a tidy manner, in appropriate containers and in
accordance with any relevant legislation.Good stacking and storage practices shall be used.
• Aisles, walkways, staircases scaffolds etc. shall be unobstructed, free from tripping and slipping
hazards and free of the accumulation of combustible materials.
• Spills shall be addressed by immediate action and reporting.
• Access to safety and firefighting equipment shall be unobstructed.
• A schedule shall be in place for cleaning and tidying of all amenities.
• Removal of rubbish, scrap or unwanted material to a designated place shall be an integrated part of
all tasks. Equipment for cleaning, collection and disposal of unwanted material shall be provided.
• Compressed air shall not be used for housekeeping activities or for dusting down clothing.
Some clients require specific HSSE hazards to be controlled according to their requirements. Where these
controls and procedures are equivalent to or of a higher standard than Meinhardt’s own standards, the
Client’s requirements will be adopted.
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4.25 Barricading
A barricade is a physical obstruction established to define a work area, unsafe condition, or uncontrolled
hazards. When planning the erection of a barricade areas both below and above the worksite must be taken
into consideration and additional barricades put in place where required.
A barricade is designed to prevent unauthorised access and provide safety to both the person inside the area
and those outside.
No person shall enter a barricade area unless authority is obtained from the barricade owner as listed on the
information tag.
A barricade aims to:
• Restrict ANY access (pedestrian, vehicular) to a defined work area containing identified hazards and
risks e.g. overhead work where there is the potential of falling objects, the use of mobile plant (cranes)
• Provide protection to personnel working within the defined area from unauthorised access by any
other person or activity
• Define work areas between separate work groups
The types of barricades which may be used on the project include:
• Parawebbing: may not be used to physically barricade access to hazardous areas or excavations
• Concrete jersey barriers / water filled barriers: may be used to permanently segregate pedestrian
walkways from mobile plant and vehicular traffic over the project.
• Danger Flag – tape: used to prohibit access to authorised personnel only.
• Caution Flag – tape: used to delineate a hazard and raise awareness of any person working or
intending to pass through the area.
Other requirements around barricading include:
• If a barricade has a number of recognised entry points then each entry point flag shall have an
information tag attached so the owner can be contacted
• No person shall enter the barricaded area unless authorised to do so
• Authority to enter shall be obtained from the barricade owner
• The barricade and the attached danger flag and information tags are to be maintained in good
condition during the life of the barricade
Barricades and information tags may only be removed by the barricade owner. The barricade owner shall:
• Ensure that the hazards and/or the reason for the barricade has been eliminated – safety inspection
of the work area required
• Remove any tags and flags
• Remove the barricade
• Advise the area supervisor / operations that the barricade has been removed.
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Maintenance inspections and repairs shall be conducted at least in accordance with the country-specific
Standards.
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As part of this plan all required emergency equipment shall be properly located, installed, available and
consistently maintained in good working order. Emergency plans will be displayed prominently and
communicated to all site personnel as part of their site induction.
Each site shall prepare a controlled Emergency Response Plan. This will be made available to all site
personnel and will be reviewed under the following circumstances before being modified if required and
communicated again to all site personnel:
• Changes in site conditions;
• Significantly increase personnel numbers at site.
A copy of the Emergency Response Plan is made available at the Project Office for reference.
The plan shall include, but not be limited to, the following essential topics, elements and issues:
• Up-to-date site location and layout.
• Emergency phone numbers (internal and external).
• Hazardous materials on site (location, quantity, types, method of storage, handling, fire-fighting
methods to be used, etc.)
• Specific arrangements and means for the appropriate response to each of the foreseeable incident
scenarios.
• Roles and responsibilities of emergency personnel (eg. wardens, communication officers, first aiders
etc.
• The arrangements for alert or alarm situation (who should be notified, how, etc.
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4.33 Training
Training in accordance with country-specific requirements shall be conducted for personnel who have
responsibilities in an emergency situation and mail room personnel (eg. Firefighters, evacuation wardens,
etc.).
Evacuation drills shall be conducted for all personnel, on a minimum annual basis, in accordance with country-
specific requirements.
For project sites, emergency preparedness drill exercise shall be carried out with a frequency of every 3
months and learnings should be recorded for further improvement.
All personnel shall be trained in the location and use of all emergency equipment within their specified working
environment.
Induction training must include a briefing on Emergency Response requirements including:
• evacuation arrangements,
• location and use of equipment
• potential emergency scenarios
• immediate response requirements to make-safe operations.
The extent of emergency response briefings in inductions must be commensurate with the level of risk
associated with potential emergency scenarios and the degree of control and supervision to which inductees
will be subject.
Inductions must be provided to all site personnel, contractors and visitors.
6.0 REPORTING
The Meinhardt HSSE Manager will submit a monthly HSSE report to the Meinhardt Program Manager on the
5th working day of each month. The monthly HSSE report will contain the following as a minimum:
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Contractors shall provide a weekly project HSSE summary and status update report to the Meinhardt Project
Manager and HSSE Manager that includes the following:
The talk not tick program is about engaging with work crews and speaking with them about specific tasks to
ensure they truly understand the hazards that they face and the controls they must have in place. The talk
not tick is not about completing and audit form. The program is designed to empower workers to recognise
the hazards they face and what actions they have done or need to do to protect themselves and their
colleagues; it’s about keeping people safe. The objective of the program is to encourage better HSSE
discussion and coaching of various work groups. The key do’s and don’ts of the program are below:
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Do’s-
• Always introduce yourself and what you are there to discuss
• Be friendly and respectful
• Ask open questions and listen to their responses
• Ask the work crew “what is the worst thing that could happen?”
• Ask the work crew “is there anything stopping them from working safely?”
• Encourage the work crew to suggest safer ways of working
• Correct unsafe acts or conditions immediately if possible- inform a supervisor if not and suspend
works as required
• Commend good work practices
• Agree actions and obtain commitment to act
• Thank the work crew for their participation
Do Not’s - Never
• Rush
• Walk on by
• Endanger yourself
• Distract – you could cause an accident
• Ask closed questions
• Talk down to anyone or lecture
• Get angry
• Act negatively or unsafely
Meinhardt Project Management team required to carry out TNT exercise for all program under their care and
following below are the KPI for TNT for each field role;
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9.0 AUDIT
HSSE auditing within the Meinhardt Group is conducted in accordance with the requirements of the Audit
Policy and plan and any regulatory requirements. Should the Board or Senior Management Team require any
additional assurance of satisfactory HSSE performance and processes, they may direct an additional scope
of assurance be performed and resource this appropriately. The actions of audit outcomes can be found in
HSSE IT database to monitor these actions to closure. The adequacy of addressing these actions would be
expected to be part of the scope of following audits.
The HSSE auditing system of consists of:
9.1 Independent HSSE-MS Audit
The independent Global Audit of the Meinhardt EPCM HSSE-MS is carried out at least once every 5 years
by external accredited auditors familiar with HSSE systems.
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10.0 COMMUNICATION
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Site Supervisors and HSSE staff to present and discuss all relevant meeting Minutes criteria at Tool-Box,
Pre-Start and Project ‘Kick’off’ meetings.
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• Toolbox meeting topics should be made relevant to specific works undertaken on projects or specific
to learning’s identified across the Meinhardt PMC group. Meinhardt will consult with contractors and
provide learning’s from the wider fuels industry.
The abovementioned HSSE Performance Review event data is to be uploaded into the HSSE (IT) database
with live access to personnel Dashboards for review and awareness
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APPENDIX 1
HSSE DEFINITIONS
10.1.10 Near Misses (NM)
Near Misses are incidents that under slightly different circumstances could have caused illness, injury,
or damage to assets, the environment or company reputation, but did not (incident has occurred).
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SYSTEM
Relevant Legislation
All parties are to comply with all legislation pursuant to Malaysian OSH 1994, FMA 1967 and other applicable legal
legislation. Legislation that may be relevant is included below. Parties to the contract are to carry out their own
checks to identify and comply with all the appropriate legislation. The following is intended as a guide only.
a Occupational Safety and Health (Safety and Health Committee) Regulations 1996
b Occupational Safety and Health (Classification, Labeling & Safety Data Sheet of Hazardous
Chemicals) Regulations 2013
c Occupational Safety and Health (Safety and Health Officer) Regulations 1997
d Occupational Safety and Health (Safety and Health Officer) Order 1997
e Occupational Safety and Health (Prohibition of Use of Substance) Order 1999
f Occupational Safety and Health (Use and Standards of Exposure of Chemicals Hazardous to Health)
Regulations 2000
g Occupational Safety And Health (Notification of Accident, Dangerous Occurrence, Occupational
Poisoning and Occupational Disease) Regulations 2004
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Category: Environment
Item Acts and Regulations of Malaysia
9 Environmental Quality Act 1974 (Act 127)
An Act relating to the prevention, abatement, control of pollution and enhancement of the environmental,
and for purposes connected therewith
Scope: Apply throughout Malaysia
Enforcement Agency: Department of Environment (DOE)
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1 Safety in Design ➢ Design Head (Lead) Only for projects that have
major changes in layout & risk
➢ PM (Support)
3 Onsite 'Kick-off' meeting ➢ PM (Lead) For each HSSE attend where possible
project
➢ Field Supervisor (Support)
5 Random site inspection ➢ HSSE Supervisor (Lead) Weekly Suggest between each audit
➢ PM & Field Supervisor (Support)
10 TBT Participation - LFI ➢ HSSE Supervisor (Lead) Monthly Min 2 monthly for Field
sharing Supervision role
➢ PM & Field Supervisor (Support)
Note: For project below 4 weeks, PCG meeting can be adjusted weekly
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