Auditing the FPE`s and CSMD

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Contractor Safety Management
Gaurang Baxi
Vice President-Corporate
OH&S
Ambuja Cements Limited
The Changing Environment
 The global outsourcing trend-Risk Transfer ??
 Relative safety standards





Skill levels
Education
Lack of supervision
Capability and Capacity-Quality and Availability of equipments
Behavior and culture
 Overseas Contractors
 Corporate social responsibility
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AMBUJA CEMENTS LIMITED
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Overview.
 Contractor safety management has two parts
- Management of Contractors

- Contract Management
Management of Contractors requires
- Prequalification Process
- Training and communication processes for and with Contractors

- Audit and improvement process for contractors
Contract Management Requires :
- Define scope of works, identify hazards and award contracts
- Appoint personnel to manage the contract from an OHS Perspective
before works start
- Manage OHS during works execution
- Evaluate risks and accept completed works
- Evaluate contractors OHS performance
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AMBUJA CEMENTS LIMITED
Management of Contractors
Management of Contractors
Overarching Contractor Controls
Prequalification
Training & Communication
Approved Contractor

Auditing & Improvement
Company must establish:
Contract Management



A Framework for the prequalification and approval of Contractors
basedPhase1
on the type of
work to bePhase
outsourced.
Phase 4
Phase 5
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Phase2
Contract Definition
Hand Over &
Close Out &
Contract Execution &
Pre Commencement
Provisions
for
consultation
with,
instructing
and
training
Contractors
& Award
Acceptance
Review
Control
in both general and specific OH&S requirements of the Group company.
Regular
programs
of
Key Issuesaudits
Keyand
IssuesreviewKey
Issues
Keyeach
Issues Contractor’s
Key Issues OH&S
performance
to
ensure
ongoing
compliance
improvements
Define Scope of
Confirm
Holcim
Management
of
Inspectionand
and
Evaluate Contractors in OHS.
Works
Contractor Custodian
contracted work:
acceptance of work
Determine Level of
Potential Risk
Designate Holcim
Contractor Supervisor
(if required)
Regular Meetings
Receive all relevant
documents or
information
Identify contractors
capability based on
type of work approval
Contract Definition
Instruction training
Task Analysis
Pre Commencement
Meeting define
Monitoring &
requirements and
Inspection
AMBUJA
CEMENTS
LIMITED
expectations
Confirm no new
hazards are created
OHS Performance
determine if they
would be used again
retain as an
“Approved Contractor”
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Prequalification
 As a minimum the prequalification process will identify, assess and record
the following:

Type of work the Contractor is approved to provide (electrical
maintenance, fabrication, catering etc).

Company assigned category for contracted service i.e. 1, 2, 3 or 4.

Confirmation that the contactor holds appropriate licenses, registrations
and insurances.

Verification that the Contractor has the technical competency and
capability to perform the service safely.

The prequalification for each Contractor will be valid for a set period:
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AMBUJA CEMENTS LIMITED
Category of Contractor
Contracted Service Examples

Office cleaners

Administration staff

Technical Consultants

Office equipment repairs

Catering services

Gardening services

Construction Projects

Quarry & Haulage

Mechanical/ electrical
maintainers

AFR Handling /processing

Road Transport Services

Product Distribution

Transport by rail or vessel
Potential Risk
Exposure
Category of Contractor
Low Moderate
Category 1 - Individuals engaged on temporary contracts to work within
existing operations. These individuals are directly supervised at all
times by Holcim. The work being performed is not hazardous or
performed within a Hazardous Location.
LowModerate
Category 2 - Companies or Individuals engaged to work within existing
operations, where the work is neither hazardous nor in a hazardous
area.
ModerateHigh
Category 3 - Companies or individuals engaged to undertake work
within existing operations, where the work is hazardous or conducted
in a hazardous area.
Moderate High
Category 4 - Companies or individuals engaged to undertake work in
areas separate from the existing operation or outside the geographic
boundaries of the Group company’s leases or permit areas.
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AMBUJA CEMENTS LIMITED
Training & Communication
 Establish appropriate methods for providing information and instruction:

Establishment and maintenance of a safety meeting forum for all
Contractors involved in active contracts, as a minimum these
meetings must be performed quarterly.

Provisions for specific instruction on the practices and procedures
relevant to the type of work being performed.

Provide each Contractor employee an OH&S induction.
REMEMBER: You may have to build the OHS capacity of your selected contractor
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AMBUJA CEMENTS LIMITED
Auditing & Improvement
 Establish a formal auditing program to ensure each Pre-qualified
Contractor company complies with the OH&S obligations detailed in the
contract and the level of risk associated with the work.

Initial OH&S audits performed on Contractors within 3 months of award
of the contract.

Approved Contractors in Category 2 must be audited every 2 years.
Approved Contractors in Categories 3&4 must be audited at least
annually.

 Where the audit finds deficiencies in the management of OH&S by the
Contractor, an OHS improvement plan must be developed and
implemented by the Contractor.
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AMBUJA CEMENTS LIMITED
Contractor Safety Management
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AMBUJA CEMENTS LIMITED
Phase 1: Contract Definition & Award
 A formal process must be established for each service being outsourced
which requires, prior to tendering, that a formal analysis be conducted and
documented on the type of work to be performed and the potential risks
associated with that work.

Expected duration of the contract.

Risk assessment to be conducted on all activities associated with the
scope of works.

The range of technical skills and equipment required.

Category of Contractor required i.e. 1, 2, 3 or 4.
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AMBUJA CEMENTS LIMITED
Phase 1 OHS Requirements 1/2
 As a minimum, the contract tender package must address the following
OH&S requirements:

Only company approved Contractors can tender for a contract.

Detailed description of the scope of works and the site conditions in
which the work will be performed.

Applicable OH&S laws and company OH&S requirements

A copy of the risk assessment and the specific OH&S requirements
which will need to be applied to manage each identified risk.

The range of skills, licences, certification, expertise which will be
required.

Specific requirements for the provision of equipment and materials with
respect to OH&S
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AMBUJA CEMENTS LIMITED
Phase 2: Pre Commencement
 Prior to the commencement of any contract the company will ensure that
appropriate arrangements are established to ensure the Contractor is fully
prepared in complying with the OH&S requirements stipulated in the
contract.
 Contract Custodian – Designate personnel from company responsible for
overseeing the application and compliance to OHS requirements.
 Pre commencement – verify risk controls, this will require all tools and
equipment to be checked prior to being mobilized and appropriate skills
and experience of personnel required to perform the task.
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AMBUJA CEMENTS LIMITED
Phase 3: Execution and Control
 Ensuring appropriate supervision is available for the types of tasks being
performed
 Establishing the means for informing Contractor employees of the
hazards, their risks and methods of control
 Conducting regular safety observations and inspections
 Provision of additional resources or specialist equipment for conducting
hazardous tasks; this includes the application of the requirements set out
in the permit to work system.
 The reporting of hazards and incidents as and when they arise during the
work.
 Regular communication and reporting on OH&S performance.
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AMBUJA CEMENTS LIMITED
Phase 4: Handover Checking and Acceptance
Handover Checking and Acceptance
 Inspections of the work area to ensure all redundant material and
equipment have been removed and the area is safe for use.
 All relevant documentation, records and information relating to OH&S have
been received by the company.
 The Contract Custodian and the Contractor must sign a record of
acceptance that they are satisfied the area is safe, including equipment
and materials, and that they approve the closure of the contract to
commence.
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AMBUJA CEMENTS LIMITED
Phase 5: Close Out & Review
 Formal review must be undertaken at the completion of each contract, to
evaluate the overall OH&S performance of the Contractor.
 OH&S incidents -Injury / illness experience.
 Audit observations and corrective actions.
 Quality and experience of the Contractor’s supervision.
 Compliance of the Contractor’s equipment, tools and materials with the
Group companies OH&S requirements.
 Situations which required the work to be stopped based on OH&S
concerns.
 Based on the review of the above, the evaluation needs to record if the
Contractor is to be retained.
 Specific comments related to the overall performance of the Contractor’s
OH&S performance.
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AMBUJA CEMENTS LIMITED
Risk Focused
Set standards which contractor
must meet before being
considered
Defines requirements for training,
competency and authorization to
undertake work
Pre-qualification
Training &
Communication
Stipulates requirements for
monitoring OHS compliance of
contractor against set standards
Auditing &
Improvement
Sets requirements for analysis
of contractors capacity and
capability to do work to set
standard
Contract Definition
and Award Phase
Stipulates requirements validation
and integration of contractor into
operation
Pre-commencement
Phase
Stipules requirements for
monitoring performance of
contractor against set standards
Contract Execution
and Control Phase
Validates that acceptance
standards have been met
Handover and
Acceptance Phase
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AMBUJA CEMENTS LIMITED
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