Organisation
The organisation and resources shall be adequate for its purpose. Responsibilities at all levels shall be clearly described, communicated and understood. Staff shall be developed following structured competency assessment and training systems.
The organisational structure, roles, responsibilities, authorities, accountabilities and interrelations (e.g. partners, contractors, regulators) necessary to implement the HSE-MS shall be defined, documented, communicated and reviewed at regular intervals.
HS3 LIMITED shall appoint (a) management representative (s) who shall have clearly defined roles, responsibilities, authority and resources for ensuring that HSE-MS requirements are established, implemented and maintained in all locations and spheres of operation within the organisation.
The Management Representative shall be accountable to senior management and should have sufficient knowledge of the company and its activities, and of HSE issues, with sufficient authority to undertake the role effectively. They shall regularly report on the performance of the HSE-MS to the HSC for review and as a basis for improvement. They shall ensure the implementation of the HSE-MS in accordance with this Guideline.
All HSE Critical Activities shall be identified and recorded in the HSE Plan for each applicable project site. Responsibilities shall be assigned to every HSE critical activity and inputs and outputs necessary for its control recorded. Performance standards and mechanisms for verification shall also be in place.
Worker (organisation and contractors) competencies for HSE critical activities shall be defined and responsibilities and requirements associated with the control of the activities understood by the worker.
HSE responsibilities shall be updated and revised in conjunction with workers (organisation and contractor).
Responsibilities – Management Representatives and HSE Advisors
The management representative for HSE (or) HSE Advisor shall have direct access to HS3 Limited.
Management Representatives or HSE advisors shall be HSE competent persons who meet the relevant regulatory and professional requirements to be able to provide professional HSE advice to the HSC.
Management Representatives or HSE advisors can be the custodian of the HSE-MS but shall not be responsible for the management of HSE critical activities. This is the responsibility of the line. Management Representatives or HSE advisors are responsible for the quality and timeliness of HSE advice.
Management Representatives or HSE advisors shall monitor and communicate information on HSE issues (HS3 LIMITED, national and international, legal requirements, stakeholder concerns) and best practice from internal and external sources.
Management Representatives or HSE advisors shall collate HSE performance reports and maintain HSE performance data for internal use – including input to the review HSC and coordinate the preparation and verification of the annual HSE Report.
Management Representatives or HSE advisors shall maintain an independent schedule of HSE audits/inspections and participate in the review of findings from all audits / inspections / incident investigations.
Resources
HS3 LIMITED shall ensure that sufficient resources are available to ensure the effective operation of the HSE-MS and effective management of risks. This shall include resources available for:
- prompt rectification of HSE–related deficiencies identified by the organisation or regulators;
- on-going verification that HSE Critical systems function in accordance with the design intent and objectives;
- ongoing training to maintain and enhance competencies;
- high calibre line staff to be posted in HSE
Staffing HSE Critical Activities as specified.
Current resourcing levels shall be sufficient to meet the requirements for staffing all HSE critical roles and shall be regularly reviewed.
Procedures shall ensure that any changes in resource level do not increase HSE risk e.g. leave rotations shall ensure resourcing does not drop to a level that will compromise HSE Critical Activities.
Standards and Documents
A system shall be in place for the management and control of documents in paper and/or electronic format. This shall include formal administration, custodianship for technical correctness and communication of correct use.
There shall be a manual that describes an HSE-MS compliant with the guidance contained in this document and relevant standards. This information shall be accessible to employees and contractors in the most effective format. The manual shall be updated and upgraded in line with requirements for continuous improvement.
The function of the manual is to describe or reference the processes, documents and standards used to manage HSE and assist employees and contractors in understanding how the company will meet the objectives of the HSE Policy.
The HSE-MS may be described in different ways but typically this is done in a 4-part manual as follows: -.
Part 1: Management System Elements. (as described in this Guideline). A description of the management system under the same headings as this Guideline.
Part 2: HSE Management System Activities Catalogue. A catalogue of HSE Critical Activities and the specification of these activities and their associated tasks.
Part 3: References, Documents, Codes and Standards. A list of all the documents and standards referred to in Parts 1 and 2 with details.
Part 4: HSE Hazards, Risks and Aspects. A register of the significant HSE hazards, Risks and aspects.
Standards Alignment
The HSE Management Standards are aligned with the requirements of:
- the organisations HSE Policy, and
- recognised international and national standards including ISO 9001: 2015 and Worksafe published standards and where applicable
- Consolidated Version – Part 40A – 2016 of the Maritime Rules established by Maritime NZ
- And, support the organisation in its efforts to comply with legal obligations regarding HSE.
The objectives of the standards are to:
- set and formalise expectations for the progressive development and implementation of more specific requirements for the organisation
- provide auditable criteria against which the HSE Management System can be measured
- provide a basis from which to drive continual improvement
The HSE Management Standards mandate what must be achieved rather than how to achieve it. Therefore HS3 LIMITED has the flexibility to meet the requirements of the standards in a way which best suits the idiosyncrasies of the business undertaking while maintaining consistency of approach across the organisation.
The system also provides mechanisms for assurance of diligence, so that in the event of a failure, it can be demonstrated that all reasonable and foreseeable steps have been taken to avoid the failure.
Health and Safety
The HSE Management Standards outline requirements in the areas of HSE and Community with the aim to:
- Protect, promote and improve the health and wellbeing of HS3 LIMITED employees
- Minimise and manage occupational exposures to all personnel
- Minimise adverse impacts of operations to host communities
- Provide a work environment where people are able to work safely and understand their rights and obligations towards a safe workplace
- Promote a rewarding workplace for Employees by encouraging personal development, recognising good performance, valuing teamwork and fostering equality of opportunity
Environment and Community
- Promote the reduction and prevention of pollution, efficient use of resources and energy and biodiversity protection
- Promote a culture of benefiting and respecting the rights and interest of the Communities in which HS3 LIMITED operates, consideration of the environmental and social impact of the resources, products and services HS3 LIMITED uses or provides to others and caring about their impact on customers, colleagues, the Community, Environment and other stakeholders
Competency
All HSE critical activities shall have defined competency levels recorded in the HSE-MS.
- All personnel who perform HSE critical activities are HSE critical staff and require appropriate experience, qualifications and training to ensure their competence to undertake these important risk control measures
- An HSE competency assurance process should be in place for all HSE critical employees (organisation and contractor). This shall document the required and actual HSE competence of employees
- The competency requirements of all HSE critical activities shall be periodically reviewed and improved where possible. The competence of employees shall be reassessed and shortfalls addressed
HSE Plan
HS3 LIMITED shall identify and document those critical operations and installations, which require a fully documented demonstration that risks have been reduced to a level as low as reasonably practicable (ALARP) (Refer to Part 5 Hazard and Effect register & section 4 General risk and workplace management). HSE Plans compliant with regulatory requirements and Environmental Protection (EP) guidelines shall be available for these operations and installations defined as critical. The HSE Plan shall be endorsed by the Asset or Process Owner and by those managing the asset or operation.
- The HSE Plan should also accurately reflect current practice at the location or site and be reviewed as per described plan review cycles.
- Contractors managing HSE critical activities shall have HSE Plan or equivalent documented demonstration in place.
- The HSE Plan should demonstrate that controls in place reduce risks to ALARP.
The HSE Plan shall detail activities that must be discontinued or restricted in given circumstances. These circumstances might be when HSE critical equipment is not available, during adverse weather or when particular non-routine hazardous activities are being carried out.
The HSE Plan is typically described in a 7-part document as follows: -.
Part 1 Management Summary and Introduction
This includes summary of the Case objectives, the main findings and risks, and a brief introduction to the main document. Sometimes the management summary is extracted as an executive document for easy distribution, leaving Part 1 as the Introduction.
Part 2 HSE-MS for facility or operation
A description of those elements of the HSE Management System that are directly applicable to the operation or facility.
Part 3 Activities Catalogue
A description of those HSE-critical activities applicable to the operation or facility. This is recorded at a level, which shows that the controls are in place, and that these are suitable and sufficient for the risks addressed.
Part 4 Description of operation or asset
A description of the operation or facility, adequate to provide background information to the hazards and risk analysis, to enable a clear understanding of HSE-critical aspects. This will include, for example, safeguarding systems and emergency response capabilities.
Part 5 Hazard and Risks Register
This contains a demonstration that all hazards and risks have been identified, and the necessary risk evaluation has been carried out and that necessary controls to manage the causes and consequences are in place for those risks identified as significant through a process of ranking.
Significant environmental risks* will be included if the case is to be used for compliance with ISO-14001, (*) For ISO 14001, this will include a description of those ‘aspects’ which result in environmental effects.
Typically, the controls and procedures in place to manage environmental, occupational health and workplace hazards and risks (aspects) which occur across the organisation are described in one place and referred to from the Plan. Those responsible on the specific site for ensuring that the procedures are followed are identified in the management system in Parts 2 & 3 of the Plan.
Part 6 Shortfalls
This summarises any shortfalls identified, with a plan to resolve the findings and thereby improve the operation.
Part 7 Statement of Fitness
The Statement of Fitness explains that the hazards and risks associated with the installation or operation have been evaluated and measures have been taken to reduce the risks to the lowest level that is reasonably practicable. The Statement of Fitness must affirm that conditions are satisfactory to continue the operation.