HEALTH, SAFETY AND ENVIRONMENT SPECIFICATION
STOP™
Specification for PDO and contractors
DOCUMENT ID - SP 1259
REVISION
- 3.0
DATE
- 23/02/10
HSE – SPECIFICATION
STOP™ for PDO and Contractors
Authorised for Issue by the HSE IC
Document Authorisation
Document Custodian
Hamad Khlafeen
Ref. Ind: MSE1
Date: 23/02/10
Document Authority
Namman Al Namany
Ref. Ind: MSEM
Date: 23/02/10
Document Author
Kholoud Ismail
Ref Ind: MSE11
Date: 23/02/10
The following is a summary of the most recent revisions to this document. Details of all revisions prior to these
are held on file by the Document Custodian.
Version No.
Revision 2.0
Date
6/7/2002
Revision 3.0
23/02/10
Author
Scope / Remarks
Ali Al Mahrooqi GN-074 Title: STOP™ Implementation for PDO Contractors (by
CSM/72)
Subtitle: A guide to assist STOP™ Implementation
coordinators and team leaders
Formatted as an implementation guide and developed
in line with the DuPont STOP™ for Supervision
Administrator’s Guide and based on the Cascade
Method of Implementation.
Kholoud Ismail
The document was redrafted in its entirety (using the
new PDO Specification Template) as a result of the PDO
STOP™ Project conducted with DuPont in June to
November 2009.
User Notes:
The requirements of this document are mandatory. Non-compliance shall only be authorised by MSE through
STEP-OUT approval.
A controlled copy of the current version of this document is on PDO's EDMS. Before making reference to this
document, it is the user's responsibility to ensure that any hard copy, or electronic copy, is current. For
assistance, contact the Document Custodian.
This document is the property of Petroleum Development Oman, LLC. Neither the whole nor any part of this
document may be disclosed to others or reproduced, stored in a retrieval system, or transmitted in any form by
any means (electronic, mechanical, reprographic recording or otherwise) without prior written consent of the
owner.
Users are encouraged to participate in the ongoing improvement of this document by providing constructive
feedback.
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Contents
1.
Introduction ...................................................................................................................... 5
2.
Implement a STOP™ Data Capture Sheet for a New Contractor
.......................................................................................................................................... 9
3.
Scheduling of Detailed STOP™ Interventions
........................................................................................................................................ 11
4.
Conducting Detailed STOP™ Interventions
........................................................................................................................................ 13
5.
Conducting Ad Hoc STOP™ Interventions
........................................................................................................................................ 14
6.
Capturing Data in the PDO STOP™ Database
........................................................................................................................................ 15
7.
Capturing Data in an Excel STOP™ Data Capture Sheet
........................................................................................................................................ 18
8.
Capturing Data using STOP™ Cards
........................................................................................................................................ 21
9.
Create Reports and Produce Charts using the PDO STOP™ Database
........................................................................................................................................ 23
10.
Produce Reports and Charts using the Excel Data Capture Sheet
........................................................................................................................................ 26
11.
Uploading Data from the Excel Data Capture Sheet to the PDO Database
........................................................................................................................................ 28
12.
The Implementation and use of STOP™ in the PDO Main Office
........................................................................................................................................ 29
13.
Ensuring that actions from STOP™ are Followed-up and Closed-out
........................................................................................................................................ 29
14.
Maintaining and Updating the PDO STOP™ Database
........................................................................................................................................ 32
14.
Maintaining and Updating the Excel Data Capture Sheets
........................................................................................................................................ 33
15.
Training New Users of the PDO STOP™ Database and the Excel Data Capture Sheet
........................................................................................................................................ 35
12.
Ensuring Compliance to STOP™ with Compliance Audits
........................................................................................................................................ 37
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13.
1
2
3
4
6
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Attachments:
........................................................................................................................................ 39
Definitions
STOP™ Audit System Observation Screen
Excel Data Capture Sheet
STOP™ Card
STOP™ Implementation and Compliance Audit document
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SPECIFICATION: STOP™
1.
Introduction
1.1
Purpose
SP 1259 is intended to provide a simple but detailed guide for all participants in STOP™
according to their roles and responsibilities.
1.2
Scope
This Specification applies to all PDO employees and to all Contractors with contracts tendered by
PDO where the adherence to this specification has been specified as mandatory.
Throughout this document, “shall” means that an activity or requirement is mandatory.
1.3
Distribution/Target Audience
SP 1259 is targeted at all employees in PDO and contractors for whom the adherence to this
specification has been specified as mandatory (refer to ID PR 1171, Revision 4.0 of 01/01/02).
Distribution of this document is controlled by the Document Custodian.
1.4
Definitions
Refer to Attachment 1
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1.5
Description of (STOP™) DuPont Safety Training Observation Program
The basic principle of STOP™ is that all injuries and occupational illnesses can be prevented. The
main objective of the STOP™ program is to train each member of the line organization to
eliminate incidents and injuries by skilfully observing people as they work, talking with them to
correct their unsafe acts, and encouraging them to follow safe work practices.
The responsibility for safety is placed solidly within the line organization, from the top manager on
down to the first-line Leader. Each Leader is accountable for the safety effort and performance of
their area of responsibility.
STOP™ requires Leaders to:
 Carry out Scheduled STOP™ Interventions according to a schedule whereby time should be
set aside to carry out a ½ hour STOP™ audit on a specific area of the worksite.
 Carry out Ad Hoc STOP™ Interventions on a daily basis.
STOP™ requires encouragement of good safety practice.
STOP™ is not just filling out an intervention card. It requires you to follow the intervention cycle,
Decide – Stop – Observe – Act – Report. One of the most important aspects is the
communication with the personnel during the STOP™ intervention. This is when the Leader can
encourage good behaviour/practice and with the individual, identify and discuss unsafe acts and
hazards. Also he must make sure the individual understands the unsafe acts and hazards.
STOP™ does not recommend establishing a quota system for the number of cards filled in as it
can lead to a ‘safety competition’ environment with poor quality of observations and STOP™
cards.
There should be an audit system for STOP™ cards submitted.
Submitted STOP™ cards should be used at the worksite during HSE or toolbox meetings.
To help ascertain whether the Contractor’s interventions conform to those required of STOP™,
there is a Joint Intervention Tour Checklist in Appendix 6 of the STOP™ Administrator’s and
Leaders Guide.
Objective of STOP™
To eliminate incidents and injuries. The key to eliminating incidents and injuries is to modify
behaviour by observing people as they work and intervene by talking with them to encourage safe
working practices and eliminate at-risk behaviour.
Principles
STOP™ is based on a safety philosophy that consists of the following principles:
 All injuries and occupational illnesses can be prevented.
 Safety is everyone’s responsibility.
 Management is directly accountable for preventing injuries and occupational illnesses.
 Safety is a condition of employment.
 Training is an essential element for safe workplaces.
 Safety audits must be conducted.
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




Safe work practices must be reinforced and all unsafe acts and unsafe conditions must be
corrected promptly.
It is essential to investigate injuries and occupational illnesses as well as incidents with the
potential for injury.
Safety off the job is an important element of the overall safety effort.
Preventing injuries and occupational illnesses is good business.
People are the most critical element in the success of a safety and health program.
Main Concepts









Unsafe behaviour causes injuries.
Line management is accountable for safety.
Standards determine performance.
Silence is consent.
Behaviour indicates attitude.
Understanding increases motivation.
Hazards can be minimized.
Safety has the highest priority.
Safety is a daily responsibility.
Techniques
STOP™ follows the Safety Intervention Cycle; Decide –Stop –Observe – Act –Report
Decide that safety auditing is an important priority. Allocate time to audit people’s work practices
and behaviour on the job.
Stop near enough to the person so that you can clearly see what they are doing. Be alert for
unsafe acts in the first 10 to 30 seconds.
Observe everything the person is doing in a careful systematic way as you review the audit
categories in your mind; i.e. reactions of people, personal protective equipment, positions of
people, tools and equipment, specifications and house keeping.
ACT by talking with the person to reinforce safe work practices and address at-risk behaviour.
Report your interventions and actions on a STOP™ safety intervention card.
The PDO STOP™ Database is a repository for capturing interventions and corrective actions
according to the STOP™ checklist and it is a resource for producing statistics and graphic reports
that will assist Leaders to proactively manage behavioural safety in PDO.
The PDO STOP™ Data Capture Sheet is a Microsoft Excel based audit scheduling and data capture
sheet that has been designed to be used by PDO contractor companies and by their
subcontractors in cases where such contractors and subcontractors do not have access to the PDO
STOP™ Data Base.
1.6
STOP™ Training
STOP™ training is integrated into the core HSE Learning Ladders for new PDO and Contractor
staff into the following courses:
o HSE Induction,
o HSE Tools & Skills,
o Dealing with Hazards & Risks and
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o
Safety Leadership courses, all of which form part of the HSE training ladder.
STOP™ training is progressive through the courses for all new staff, so that by the time they finish
the core HSE Learning Ladder, they will be fully familiar with the STOP™ system applicable to
their role.
All staff may refer to HSE training specification document SP 1157 which is available on the HSE
Training web page. Contract Holders are to ensure that their contractors are familiar with the
document, which is accessible electronically from the external internet.
1.7
STOP™ and the PDO Life-Saving Rules
The STOP™ program should not be confused with the Life-Saving Rules. The Life-Saving Rules
define minimum requirements that apply to all PDO and contractor staff and set out the
consequences that will be applied when the rules are not adhered to. If a rule violation is
observed the disciplinary procedure will be applied.
The main objective of the STOP™ program is to train each member of the line organization to
eliminate incidents and injuries by skilfully observing people as they work, intervening with them
to correct their unsafe acts, and encouraging them to follow safe work practices. STOP™
promotes safe behaviours and is unrelated to the disciplinary procedure.
1.8
Deliverables of the PDO STOP Database and the Excel Data Capture Sheet
1.8.1
Records and reports as produced by the PDO STOP™ Database as required in the case of PDO
Employees and Contract Company Employees who have access to the PDO STOP™ Database or
who use the Excel Data Capture Sheet. The accumulated data from STOP™ scheduled visits and
observations in a centralized data repository will provide the means to produce reports and
analyse trends in behaviour based safety key performance indicators (KPI’s)
1.8.2.
KPI’s provide safety management information that may be used for decision making and for
corrective action by line management to eliminate unsafe acts and unsafe conditions.
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1.9
Structure, Roles and Responsibilities
The PDO HSE Department provides support to the PDO line organization and to the Contractors of
PDO through the following governance structure (figure 1.1).
C F DH
MS E 1
T raining
B ehav ioural
Department
HL D8
S afety
MS E 11
UWD
S OUT H/ NOR T H
P DO C ontrac t
OT HE R S IT E S
HS E T E AM
HS E T E AM
HS E T E AM
L E ADE R
L E ADE R
L E ADE R
Area HS E
P DO Area HS E
Adv is or
Adv is or
Holder
B S F oc al P oint
B S F oc al P oint
Other S ites C S R
B S F oc al P oint
C ontrac t S ite
Manag er
C ontrac tor B S
F oc al P oint
Figure 1.1: PDO HSE Structure to Support STOP™ Implementation in PDO and for Contractors
However, the responsibility and accountability for Behavioural Safety rests solely with the line
organisation.
The following STOP™ related roles or functions in the HSE Structure are important to this
specification.
BS Corporate Focal Point
This refers to the position or function of the person in the HSE Governance Structure who
has overall responsibility for the implementation, application and administration of STOP™
in PDO.
BS Contractor Focal Point
This refers to the position or function of the person (HSE Advisor or other) in the
Governance Structure who has overall responsibility for the implementation, application
and administration of STOP™ for a Contractor in PDO.
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BS Area Focal Point
This refers to the position or function of the person in the Governance Structure who has
overall responsibility for the implementation, application and administration of STOP™ in
an area or location for a Contractor in PDO. This will be the Area HSE Advisor in the
structure.
These roles and functions may be combined where all of the data administration functions may be
performed by the BS Focal Point for an Area.
The line organisation will have the overall responsibility and accountability for their:
o Compliance to the STOP™ Intervention schedule
o Quality of STOP™ interventions
o Reports produced from the STOP™ intervention data
o Results achieved from STOP™.
The PDO HSE Department will be responsible to provide implementation and administrative
support to the PDO line organisation with:
o Implementation training for BS Focal Points
o STOP™ Compliance Audits
Responsibilities may be delegated to PDO and Contractor personnel as indicated above. However
the accountability would rest with the line or staff personnel charged with “ensuring”, as indicated
below, that requirements are met. The following governance accountabilities may not be
delegated:
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1.9.1
PDO departmental heads and their line managers shall ensure compliance to the
schedule, the quality of scheduled STOP™ Interventions and correct capturing of STOP™
data within their areas of responsibility.
1.9.2
PDO Contract Holders shall ensure that their tendered contractors comply with the
requirements of contractors and subcontractors as set out in this policy and specification.
1.9.3
The corporate Behavioural Safety Champion (MSE11) shall ensure that the PDO STOP™
Database is maintained and updated where maintenance and updating is required.
1.9.4
The Manager of a contract company that has a contract tendered by PDO shall ensure
that there is compliance to the schedule and the quality of STOP™ interventions and
accurate capturing of STOP™ data within their contract company.
1.9.5
The corporate Behavioural Safety Champion (MSE11) shall ensure that there is overall
compliance to the STOP™ requirements.
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2.
Implement a STOP™ Data Capture Sheet in Excel for a Contractor who
does not have access to the PDO Data Base
2.1
Description for Implementing a STOP™ Data Capture Sheet
This is a spreadsheet in Microsoft Excel format. The BS Contractor Focal Point will be required to
prepare a Data Capture Sheet in the Microsoft Excel workbook that is to be obtained from the
PDO BS Corporate Focal Point (MSE11). The BS Contractor Focal Point will only add data or make
changes to the cells that are unprotected in the workbook. The workbook consists of the
following worksheets that the Focal Point needs to be most familiar with as these worksheets
require the observer to add data or to check that information is correct:
o
Contract Details – Contract company name, the contract holder name and the date of last
version update to the sheet.
o
Biographic Detail – The year and month that the sheet commences, the Leader/Observers
details, Department/Function, Area/Location and frequency of scheduled interventions. These
lists will have to be populated with the information for each contract company.
o
Data Capture – All data from STOP™ interventions will be captured from the STOP™ cards
in the appropriate fields in this sheet. This includes the details of the intervention such as the
year, month and week, the observers name, the area where the intervention took place, the
observation type and the categories of the safe or unsafe acts observed. It includes a
checklist for the STOP™ Sub-categories and a section for the observer to add comments.
o
Corrective Action Log – Corrective actions that arise from STOP™ interventions will be
captured to the Corrective Action Log from STOP™ cards. This includes the details of
corrective actions such as the date and area/location where the action was raised, a
description of the deviation or non-conformance observed, the action taken or to be taken,
the person responsible for the action and the status of the action (closed, verified and days till
due or overdue).
o
% Compliance – This is a table that shows the level of compliance to the STOP™
intervention schedule of each Leader in the structure. The name list is automatically updated
when the Focal Point adds names to the biographical detail.
o
STOP™ Schedule and Compliance % Compliance – This table provides a record of the
actual compliance to the required schedule of STOP™ interventions for each leader who
participates in the Programme. The data in the table is automatically updated as Focal Points
update biographical details and when they capture the data from STOP™ cards submitted by
leaders following their scheduled audits.
o
Dashboard Charts – This sheet automatically produces a count of the top 3 main and
subcategory unsafe acts observed and a standard selection of charts from the data in the data
capture sheet.
Note that each cell heading in each of the sheets where the BS Contractor Focal Point is required
to add data, perform editing or change fields contains a comment box with instructions to the
Focal Point. Also note that protected cells have a grey backgoround.
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2.2
Purpose of the STOP™ Data Capture Sheet
The STOP™ Data Capture Sheet is created when a new Contractor is included as a mandatory
user of STOP™ where such a contractor does not have the capability to use the PDO STOP™
Database.
The Sheet is designed to capture all data and produce KPI reports from STOP™ interventions
where these have been captured on the PDO STOP™ Card. STOP™ data may be captured
directly in the Capture Sheet where multiple users of a Contractor have access to the Capture
Sheet in a shared folder via a company network belonging to a Contractor.
2.3
Specification to Implement a STOP™ Data Capture Sheet for a Contractor
o
o
o
o
o
2.4
The Contractor appoints a suitably qualified person as the BS Contractor Focal Point for
STOP™
The PDO BS Area Focal Point provides the Microsoft Excel template and arranges with the
Contractor for the Contractor’s Focal Point to be trained to use the Data Capture Sheet
The BS Contractor Focal Point enters the Contractors biographical data in the Data Capture
Sheet by adding this data to the lists under the biographical data sheet headings (see cell
comments for instructions to the Focal Point in the heading cells of the Biographical Detail
worksheet)
Test that the drop-down list selections include the new (or changed) data from the
biographical data list by testing the drop-down selections in the Data Capture sheet
Update and maintain the biographic information in the above manner as and when changes
occur.
Document Control and Flow of Documentation / Information
The template for the STOP™ Data Capture Sheet is to be given to all for whom STOP™ is
mandatory and where such contractor company’s don’t have access to the PDO STOP™
Database. Access to the Data Capture Sheet is to be given only to BS Contractor Focal Points
who are appointed by the Contractor to administer STOP™
The Data Capture Sheet may be kept in a single user computer or in a shared folder in a
computer network. Only the monthly report tables and dashboard charts produced in the Data
Capture Sheet will be distributed.
2.5
Frequency for Implementing a STOP™ Data Capture Sheet
The biographical data of the Contractor is loaded once initially and is then updated as required
to incorporate changes to the biographical data. The biographical data is to be checked at least
once per month at the beginning of the month.
2.6
Responsibility for Implementing the STOP™ Data Capture Sheet
The HSE Team Leader is to provide the Contractor with the required template for the Data
Capture Sheet and to ensure that a PDO resource is available to train the Contractor’s BS
Contractor Focal Point in the use of the Sheet.
The Contractor Company is to appoint a suitably qualified person as the BS Contractor Focal
Point.
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The Contractors’ BS Focal Point is to prepare, update and maintain the biographical data in the
Data Capture Sheet.
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3.
Scheduling of Detailed STOP™ Interventions
3.1
Description of the STOP Intervention Schedule
The STOP Intervention Schedule is a requirement whereby all Leaders are scheduled according to
the Leaders’ level to conduct a minimum number of Detailed STOP™ Interventions in a
predetermined period in a specific area of responsibility.
The frequency at which Detailed STOP™ Interventions are required to be done will depend on
how close the Leader is to the worksite:
o
o
o
First Line Supervisor / HSE Advisor
Manager
Executive
-
2 per month
1 per month
1 per 6 months
Leaders are normally required to conduct scheduled Detailed STOP™ Interventions in the
locations where they work. They may be requested to accompany Leaders or managers on
their Interventions at other locations.
3.2
Purpose of the STOP Intervention Schedule
The purpose of the Detailed STOP™ Intervention schedule is to ensure/provide that:
o All areas of safety responsibility are adequately covered by routine Interventions
o All Leaders spend the minimum amount of their scheduled time doing Interventions
o There is a plan against which to measure the Leaders’ compliance
o There is a leading indicator of management commitment to the prevention of injuries
o It is possible to calculate a statistically relevant leading indicator of the number and
category of safe or unsafe acts per audit hour.
3.3
Specification for Scheduling STOP™ Interventions
The following steps are followed in the specification for scheduling Detailed STOP™
Interventions:
o Identify all Leaders in the area, location or contract who will be required to participate in
Detailed STOP™ Interventions
o New Leaders who have access to the PDO STOP™ Database will be included and authorised
to use the Database with a Staff (MU) Number that will serve as their login code. The BS
Focal Point will ensure that the level of the Leader is correctly indicated in the PDO STOP™
Database by selecting the “Area FP” tab and then the “Schedules” tab, and then the “View /
Modify Schedules” tab where the “Level” of the Leader may be verified or changed .
o In the case of contractors who do not have access to the PDO Database, create a STOP™
Data Capture Sheet from a blank template for each Contractor Company (refer to procedure 2
above)
o List the names of all Leaders working for the Contractor in the biographical data sheet of
the Data Capture Sheet (procedure 2 above)
o Indicate the observers level, department and the required frequency of observations in the
biographical data sheet
o All Leaders will required to conduct a 30 minute Detailed STOP™ Intervention for the
intervals as per their level as indicated in 3.1 above.
o Changes to the level of Leaders will be updated on the Database and they will be scheduled
for Detailed STOP™ Interventions at the frequency required for their new level.
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3.4
Document Control and Flow of Documentation / Information
o
o
3.5
Frequency for Scheduling STOP™ Interventions
o
o
o
o
3.6
New Leaders are to be added as users on the PDO STOP™ Database when they are
appointed and have been trained in STOP™.
Once a contractor Leaders’ name has been listed in the biographical data of the Excel
STOP™ Data Capture Sheet, he is deemed to have been scheduled to conduct the
minimum number of Detailed STOP™ Observations according to his level in the
organisation on an ongoing basis and no further scheduling will be required.
Biographical changes such as changes to the status and job title of any Leaders are to
be done at the end of every month to ensure that the intervals required for Detailed
STOP™ Interventions are updated.
The Compliance to Schedule Report is to be produced at the end of every month.
Responsibility for Scheduling STOP™ Interventions
o
o
o
o
o
o
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It is not required to distribute the STOP™ intervention schedule to Leaders provided
that all of the Leaders understand the requirement of them in terms of (1) the intervals
and (2) the locations where the Detailed STOP™ Interventions are to be conducted.
A Monthly Compliance to Schedule Exception Report will be produced showing the level
of compliance to the schedule by all the Leaders in the area. The report will be
submitted to the senior manager of the Division or Area and to the Behavioural Safety
Champion.
The BS Area/ Contractor Focal Point is to assist new users to login to the Database and to
use it according to the requirement for their level.
The BS Area/ Contractor Focal Point is to update the Database once per month with
biographical changes (e.g. transfers and promotions).
The PDO Database Controller (IT) will ensure that the Database has the functionality to
schedule all Leaders for Detailed STOP™ Interventions
The BS Area/ Contractor Focal Point will produce and distribute the Monthly Compliance to
Schedule Exception Report
The Manager of the Contractor will ensure that all of the Leaders employed by the
Contractor understand and comply with the requirements of the STOP™ Schedule and
Specification.
For contractors using the Excel sheet the BS Contractor Focal Point will identify and list the
names of the Leaders that are employed by the Contractor in the biographical data of the
STOP™ Data Capture Sheet. He will update and maintain this list by making changes as
they occur.
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4.
Conducting Scheduled Detailed STOP™ Interventions
4.1
Description of Detailed STOP Interventions
A Detailed STOP™ Intervention is a scheduled intervention by a Leader, preferably accompanied
by a peer, a Leader at a level below him, or an HSE resource, to a predetermined location where
personnel are engaged in work activity. The Leader will conduct Detailed Interventions of
personnel and will intervene with a person / personnel regarding safe and unsafe acts, practices
or conditions.
A measure of an individual Leader’s performance may be tied to the number of his compliance to
the schedule of Detailed STOP™ Interventions and rewards could be tied to quality or the results
of his interventions as opposed to the actual number of Interventions.
4.2
Purpose of Detailed STOP Interventions
The purpose of the Detailed STOP™ Intervention is to systematically eliminate unsafe acts in
the workplace by Leaders regularly identifying unsafe acts, conditions and practices where work
is being performed and by engaging with personnel in such a manner that there will not be
repeat incidents.
This includes applying the STOP™ techniques for observing, for
communicating effectively with personnel, for capturing information about safe and unsafe acts ,
for taking corrective action and for making effective use of information gathered during Detailed
STOP™ Interventions.
In the Detailed STOP™ Intervention each item in each category will be observed in detail e.g.
for PPE 4 items are observed 1)Proper fit 2) Certified by recognised testing Agencies 3) Proper
maintenance 4) Proper use.
4.3
Specification for Conducting Detailed STOP Interventions
The Leader will:
o
o
o
o
o
o
o
SP1259
Prepare for the Detailed STOP™ Intervention by setting aside a predetermined time slot of
30 minutes to conduct the Intervention and by arranging this with the person who will
accompany him on the Intervention
Conduct the Intervention in the area/location for about 30 minutes
Hold a conversation with personnel who have been observed and intervene where unsafe
acts or conditions have been observed using the STOP™ techniques that leaders have been
trained to use
Make mental notes of what he observed, the action that was taken and the follow -up action
that is required
Hold a short debriefing with the person who accompanied the Leader to share or exchange
interventions
Capture the information from the Intervention directly into the PDO STOP™ Database, or
Submit STOP™ cards to the Focal Point, or deposit cards into a STOP™ Deposit Box at the
sites where such facilities are provided. The ideal practice however, will be for all Leaders
to have direct access to the PDO STOP™ Database
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o
4.4
Where Leaders have shared access to the Excel based STOP™ Data Capture Sheet such as
on a company network Leaders will capture their Detailed STOP™ Observation directly in
the capture sheet.
Document Control and Flow of Documentation / Information
o
o
4.5
Data from STOP™ Interventions should be captured directly in the capture screen of the
Database or in the Excel Data Capture Sheet
STOP™ Cards that have been filled in may either to be handed to the BS Contractor Focal
Point, or deposited in a STOP™ Deposit Box.
Frequency for conducting Detailed STOP Interventions
The frequency required for Detailed STOP™ Interventions is:
o Twice per month for Supervisors and HSE Advisors
o Once per month for Managers
o Once every six months for Executives
4.6
Responsibility for conducting Detailed STOP Interventions
o
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All Leaders of PDO and of Contractors are automatically scheduled according to their
level at the above intervals and are responsible for carrying out Detailed STOP™
Interventions.
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5.
Conducting Ad Hoc STOP™ Interventions
5.1
Description of Ad Hoc STOP™ Interventions
With Ad Hoc STOP™ Interventions the emphasis is placed more on the Intervention (i.e. the
verbal interaction) with employees and less on the use of the STOP™ information. Therefore the
use of STOP™ Cards or of capturing the data of the intervention in the Database is discretionary,
depending on whether the observer wishes to communicate or record this information.
5.2
Purpose of Ad Hoc STOP™ Interventions
The purpose of the Ad Hoc STOP™ intervention is:
o To eliminate unsafe acts in the workplace by employees regularly identifying unsafe acts
and practices
o To intervene with personnel in such a manner that there will not be repeat incidents of
the same or similar unsafe acts.
As with the scheduled Detailed STOP™ Intervention, this includes:
o Applying the STOP™ techniques for observing and for communicating effectively with
personnel
o Capturing information about safe and unsafe acts and acting upon such information.
5.3
Specification for conducting Ad Hoc STOP™ Interventions
Employees will:
o
o
o
o
o
5.4
Intervene with personnel when observing unsafe acts or conditions
Make mental notes of what he observed, the action that was taken and the follow -up action
that is required
Decide if the unsafe act has significance to inform the responsible person
Hold a conversation with personnel who have been observed and intervene where unsafe
acts or conditions have been observed using the STOP™ techniques that he or she have
been trained to use
Capture the intervention in the PDO Database or in the Data Capture sheet, or complete
and submit/deposit a STOP™ Card (optional for Ad Hoc Interventions).
Document Control and Flow of Documentation / Information
Refer to Document Control and Flow of Documentation under Scheduled STOP™ interventions
above. The capturing of data for Ad Hoc STOP™ Observations is optional.
5.5
Frequency for conducting Ad Hoc STOP™ Interventions
o
o
o
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Ad Hoc STOP™ Interventions have no set frequency.
Completed STOP™ cards are to be submitted not later than the close of the last working
day of each week.
Where data is entered directly into the PDO STOP™ Database or Excel Data Capture
Sheet, this should be done as soon as possible after the intervention has been made and
not later than the end of the week and the last day of the month.
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5.6
Responsibility for conducting Ad Hoc STOP™ Interventions
o
o
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All employees have a duty and a responsibility to conduct Ad Hoc STOP™ interventions
to address unsafe acts irrespective of the location
All Leaders are required to ensure that their direct reports conduct Ad Hoc STOP™
Interventions as the need or opportunity arises.
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6.
Capturing Data from STOP™ Interventions directly in the PDO STOP™
Database
6.1
Description for capturing data in the Database
PDO Leaders and Contractors will have a MU”, “MUC” or “MUE” Number that will enable them to
capture data from their Detailed STOP™ Interventions directly into the PDO STOP™ Database.
Capturing data from Ad Hoc STOP™ interventions is optional.
6.2
Purpose for capturing data in the Database
The PDO STOP™ Database provides a centralised repository for all STOP™ data captured
throughout PDO. The purpose is to enable large amounts of data to be stored and processed in
the Database which has a wide range of data analysis options and capabilities. The Database is
able to produce leading and current safety indicators, based upon which Leaders can make
important and proactive decisions that will improve safety in PDO.
6.3
Specification for capturing data in the Database
The Leader capturing his data will:
o Gain access to the database with the web link http//swww.pdo.shell.om through
MSE11.PDO staff and Contractors log in with their own unique staff number e.g. (MUxxxxx)
and click the “log in” tab
o Contractors may use the alternate “click here” tab
o After successful logon, the Leaders Name and Staff/Contractor Number will be displayed on
the screen. If the information that is displayed is not correct, log off windows and login
again with login name and password.
o The user will then have four options to select: Observation; Reports; Charts; Logout.
Click the “Observation” option and then select “Record New Observation”. This will
open the STOP™ Audit System Observation Screen (refer to the sample in Attachment 2).
o Click the drop-down arrow in the “Observation Type” tab and select “Normal” for Ad Hoc
Interventions, “Vehicle related” where the intervention involved vehicle usage,
“Scheduled visit” where a Detailed STOP™ Intervention was conducted. The company
number, name of the observer and date are automatically displayed.
o Click the drop-down arrow in the “Directorate” tab and select the directorate under which
the area resides where the Leader (observer) conducted the observation. Do the same for
the “Dept- Function”, “Area” and “Location” tabs.
o If no unsafe acts were observed click the “All Safe” tab and then type a description in the
“Safe Acts Observed” window and type a description of actions in the “Actions taken to
encourage continued safe performance” window
o If unsafe acts were observed complete the “STOP™ CARD OBSERVATION CHECKLIST” by
activating a tick in the selection options under the five Main STOP Categories
o Type a description of the unsafe acts in the “Unsafe Acts Observed” window, and then
type a description actions in the “Immediate corrective action” and “Actions to
prevent recurrence” windows
o When all entries have been made in the STOP™ Audit System (Observation Screen) click the
“Save Observation” tab, and the click the “Exit Window” tab
o Repeat the above specification and use the “Record New Observation” for each and
every intervention. Separate observations must not be combined in one (Intervention
Screen)
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o
Modify or edit an observation by selecting the “Modify Observation” tab which can be
found directly below the “Record New Observation” tab.
Database users may refer to the on-line STOP Audit System User Manual if they are uncertain of
any of the specifications referred to above, or they may request assistance from the BS Focal
Point in their Area. The User Manual selection tab may be found in the Login window for
Contractors. By clicking on this tab the User Manual index sheet will open where the user will
be able to select the required help option.
6.4
Document Control and Flow of Documentation / Information
The users of the PDO STOP™ Database are required to work online. Reports of interventions
may be defined and accessed directly by all authorised users, i.e. all PDO personnel and
contractors who have access via a staff or “MU” Number. Authorised users may copy, print and
distribute information to the personnel requiring this information.
6.5
Frequency for capturing data in the Database
The standard specification is to complete the data entry immediately after the STOP™
intervention or at the earliest possible opportunity, but not later than the end of the week in
which the intervention was made so that the data reflects in the period that it occurred.
6.6
Responsibility for capturing data in the Database
o
o
o
Each Leader will capture his own interventions in the Database.
A Leader may capture interventions in the Database on their behalf of subordinate Leaders.
A BS Focal Point may capture interventions on behalf of Leaders.
In all cases the person capturing data on behalf of another will use the staff “MU” number of
the Leader who made the intervention.
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7.
Capturing Data from STOP™ intervention directly in the STOP™ Excel
Data Capture Sheet
7.1
Description for capturing Data in the Data Capture Sheet
This Microsoft Excel based data capture and data analysis tool has been developed specifically for
Contractors of PDO:
o
o
o
To schedule STOP™ interventions for Leaders
To capture data from STOP™ cards
To produce reports (tables and charts) that will provide Leaders with useful behaviour
based safety indicators.
There may be three types of users who will capture data in this capture sheet:
o
o
7.2
BS Contractor Focal Points who may capture data from STOP™ cards into the Capture
Sheet, make changes to unprotected cells of the spreadsheet, perform data analysis and
produce reports or graphs.
Network users who may have access to the Data Capture Sheet through a shared folder
on a network may capture their STOP™ interventions directly in the Capture Sheet and
will not do data analysis or produce reports and graphs. All users will be required to be
familiar with STOP™ in order to understand the categories and subcategories in the
STOP™ cards.
Purpose for Capturing Data in the Data Capture Sheet
The STOP™ Data Capture Sheet provides a centralised repository for all STOP™ data captured
for a Contractor. The purpose is to enable data to be stored and processed in the spreadsheet.
Sort options may be used to produce meaningful leading and current safety indicators, based
upon which Leaders can make important and proactive decisions that will improve safety in PDO
and in the Contractors’ area of responsibility.
7.3
Procedure for Capturing Data in the Data Capture Sheet (refer to Attachment 3)
o
o
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Open the Excel spreadsheet in the designated folder in your explorer, or in the shared
folder in the case of a network
Select the “Data Capture” worksheet, then for each STOP™ intervention:
•
Select the first blank row below the last entry in the “Card Number” column and
enter the “Year”, and “Month”.
•
Select the “Week” of the month when the STOP™ card was completed and enter
the number “1” in that cell.
•
Enter the “Observer Name” using the drop-down arrow.
•
Select the “Area” where the STOP™ intervention was made, using the drop-down
arrow.
•
If there were no unsafe acts observed enter a number “1” in the “All Safe”
column.
•
Choose the “Subcategory” using the drop-down arrow where the STOP™ card
shows an unsafe intervention under any of the five “Main Categories”.
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•
o
o
7.4
Type a short description of the safe or unsafe intervention or add a comment under
“STOP™ Intervention Description/Comment”.
More than one STOP™ Subcategory may be marked as unsafe in the same row.
Click the “REFRESH DATA” tab in the DataInput worksheet and then save the Workbook
after all new entries have been captured. Carry out a regular back-up of the workbook.
Document Control and Flow of Documentation / Information
The Data Capture Sheet will be under the control of the BS Contractor Focal Point, who will
allow other personnel limited access to the sheet in cases such as where it is kept in a shared
folder on a network or on an intranet. Only unprotected cells will be populated with captured
data. There will be no distribution of the completed STOP™ Cards or of Intervention data that
is entered in the Data Capture Sheet. Tables and graphs will be produced from the data and
these may be distributed to Leaders for use in their safety meetings.
7.5
Frequency for Capturing Data in the Data Capture Sheet
STOP™ Deposit Boxes at Contractor facilities are to be cleared of completed STOP™ Cards and
are to be re-supplied with blank STOP™ Cards by the BS Contractor Focal Point at least once
per week at the close of the week.
The cycle for producing reports from the STOP™ data is weekly, monthly and yearly. It is
therefore required that users must capture intervention data before the close of the week and
before the close of the month. To avoid a situation where there is an accumulation of STOP™
cards to be captured at the end of a reporting period, the best practice would be to capture
data from STOP™ interventions on a daily basis.
7.6
Responsibility for Capturing Data in the Data Capture Sheet
The BS Contractor Focal Point will be responsible for capturing the data from the STOP™ Cards
Leaders who have been trained and authorised to do so may enter their own STOP™
interventions directly into the Data Capture Sheet for Contractors.
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8.
Capturing Data from STOP Interventions using STOP™ Cards
8.1
Description and purpose for capturing data in the Database using STOP™ cards
PDO Leaders and Contractors “MU/ MUC” numbers will enable them to enter their data from their
Detailed STOP™ interventions in the PDO STOP™ Database. However those who don’t have
access to the Database, they would capture their interventions on STOP™ cards.
Data would later have to be transferred from the STOP™ cards to the Database where it may be
included in the total data pool thus ensuring that the information from the Database is
representative of all areas in PDO.
STOP™ cards may either be deposited in a STOP™ Deposit Box or given to a BS Focal Point.
There will be a STOP™ Card Deposit Box situated at each site in each area where PDO
Contractors work, as well as in each building at the PDO Main Offices.
Capturing data on STOP™ cards for Ad Hoc STOP™ interventions is optional.
8.2
Specification for capturing data in the Database using STOP™ Cards
8.2.1
Capture an intervention using a STOP™ card (refer to Attachment 4):
o Complete the STOP™ intervention
o Use one STOP™ card for each person, group or condition (safe or unsafe act) observed
o If no unsafe acts were observed only the “All was Safe” box must be ticked on the front
of the card
o If unsafe acts or conditions were observed mark the tick box that describes the unsafe act
under the six main categories on the front of the card
o Describe the “Safe Acts Observed” and the “Action Taken to Encourage Continued Safe
Performance” in the green section on the reverse side of the card.
o Describe the “Unsafe Acts Observed”, the “Immediate Corrective Action Taken” and the
“Action to Prevent Recurrence” in the red section on the reverse side of the card
o Enter “Observation Date”, mark “YES/NO” for “Action Closed Out”, and enter “Observer Co.
No.”
o Enter “Team”, Function/Resp. Section” and “Area/Location” of the intervention.
8.2.2
Submit STOP™ cards for data to be transferred to the Database
o Submit cards to BS Area/ Contractor Focal Point, or
o Deposit cards in a STOP™ Card Deposit Box
8.2.3
Collect cards from STOP™ Card Deposit Boxes and replenish with blank cards
o Unlock boxes, remove all completed cards and place a supply of blank car ds for users in the
unlocked section of the STOP™ Card Deposit Boxes
o Sort STOP™ cards by observer before capturing data from the cards in the Database
8.2.4
Capture data from STOP™ cards to the Database
o Follow specifications 4.3 and 5.3 above to capture data from STOP™ cards to the Database.
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8.3
Document/Information Flow when using STOP™ Cards
Observers:
o Collect blank STOP™ cards from the STOP™ Card Deposit Box
o Deposit completed STOP™ cards in the locked STOP™ Card Deposit Box
BS Focal Points:
o Collect completed STOP™ cards from the STOP™ Card Deposit Box and replenish with blank
STOP™ cards
8.4
Frequency for capturing data from STOP™ Cards to the Database
o
o
8.5
Collect completed STOP™ cards from the STOP™ Card Deposit Box at least once per week at
the end of the week
Capture data from STOP™ cards into the Database at least once per week and not later than
the month end.
Responsibility for capturing data from STOP™ Cards to the PDO Database
o
o
o
o
It shall be the responsibility of the BS Contractor Focal Point and the BS Area Focal Point to
collect STOP™ cards from the STOP™ Card Deposit Boxes and to capture data from the
cards to the Database.
A Leader may capture interventions from STOP™ cards on their behalf of subordinate
Leaders.
A BS Focal Point may also record interventions on behalf of Leaders.
Where a contractor does not have access to the PDO Database it shall be the responsibility
of the BS Contractor Focal Point to collect STOP™ cards from the STOP™ Card Deposit
Boxes and to capture data from the cards to the Excel Data Capture Sheet.
In cases of data capturing using the PDO Database the person capturing data on behalf of
another will use the staff “MU” number of the Leader who made the intervention on the STOP™
Card.
Where a contractor uses the Excel Data Capture Sheet the BS Contractor Focal Point capturing
data on behalf of another will use the name of the Leader who made the observation as shown
on the STOP™ Card.
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9.
Create Reports and Produce Charts using the PDO STOP™ Database
9.1
Description for Producing Reports and Charts in the PDO STOP™ Database
The PDO STOP™ Database is able to store vast amounts of STOP™ data captured over a long
period of time. The options in the Database make it possible to produce a large selection of
report tables and graphs of the data for weekly, monthly, yearly or custom intervals with sort
options by directorate, department/function, area and location.
9.2
Purpose for Producing Reports and Charts in the PDO STOP™ Database
Reports and charts are produced to provide PDO Leaders with useful and relevant leading and
current indicators of behavioural safety in the organisation as a whole and in specific areas and
locations. When behavioural safety information from the Database is communicated and used
effectively in toolbox and in safety meetings, corrective and preventive action can have a lasting
impact on reduced unsafe acts and thereby, reduced injuries.
9.3
Specification for Producing Reports and Charts in the PDO STOP™ Database
The specifications below focus on examples drawn for an Area and/or Location. Higher level sort
options may be used by following the same specifications and selecting a particular Directorate,
Department or Function. The screen in the Database is scalable and the user may select the
required level of detail.
9.3.1
An Individual Leader’s Observations:
o
o
o
o
o
9.3.2
All Leaders’ Report or Chart of Compliance to the Schedule:
o
o
o
o
o
9.3.3
Select the “Reports” tab and select “Observation Type Wise”
In the “Observation Type Wise” window, select “All” in the Observer dropdown arrow, select
a date range, select the date range and then select the “Directorate” and “Scheduled visit”
in the “observation Type” tab. Select “ALL” in the”Observation Status” tab.
Select to “View Report”, or “Download”. This will list the observations in a table made by all
of the Leaders in an area and/or a location as the Percentage STOP Compliance.
To produce a compliance chart select “Directorate Report” under the “Area FP” tab. Select
the “Year” then choose either the “Percentage Compliance” or the “Based on No of visits”
tab to preview a chart of the percentage compliance by Directorate or a chart showing the
ACTUAL against the SCHEDULED visits.
Produce Reports in the Database:
o
o
o
o
SP1259
Select the “Intervention” tab, then “Search”
Select a period or data range using the drop-down arrows for “From Date” and “To Date”
Choose to access the STOP™ observations recorded by a Leader either by selecting “By
Card I”, “By Observer No” or by “Observer Name”
Read output from the “Observation List”
Produce tables and charts.
Select the “Reports” tab and select the type of reports from the drop-down options
Select “Analysis” and choose the required sort from the drop-down options
Within each of the options, select the date range (week back, month back, year back, or
based on dates)
Select “All Safe” in the Category List
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o
o
9.3.4
Produce Charts in the Database:
o
o
o
o
o
o
o
o
9.3.5
Select the “Charts” tab and select from “Charts All”, “Safe vs Unsafe” or “Observation Type
Charts”
In the Grouping Options, select the date range or week back, month back, year back, or
based on dates
Select “Category”, the “Directorate, Department, Function, Area and Location” using the
drop-down selection of these tabs.
Where data is required for a specific Area or Location, select “ALL” in the Directorate,
Department and Function tabs.
Where high level sort data is required select a specific Directorate, or Department or
Function and select “ALL” in the rest of the selection options.
Select to “Bar Chart” or “Pie Chart” from the View tab.
Click the “View Chart” tab.
To go back, select “Reset”
Produce STOP™ Main Category and Sub Category Charts in the Database (Example):
o
o
o
o
o
o
o
9.4
Select “Detailed Analysis” to sort by “Area/Location”, “Directorate/Dept/Function” or by
“Category/Subcategory”
To go back, select “Reset”
Select the “Charts” tab and select either “Charts All” or “Observation Type Charts”
In the Grouping Options, select the date range (week back, month back, year back, based
on dates)
Find the required graph data in the Category List tab and select either “ALL” or one of the
main STOP™ categories in the Category List drop-down options
Select “ALL”, or the required selection in Directorate, Department, Function, Area and
Location tabs using the drop-down selection of these tabs
Where high level sort data is required select a specific Directorate, or Department or
Function and select “ALL” in the rest of the selection options.
Select to “Bar Chart” or “Pie Chart” from the View tab.
Click the “View Chart” tab. This will set a graph for the split between Safe and Unsafe acts
in a bar or a pie chart for an area and/or a location.
Document Control and Flow of Documentation / Information
Reports and charts of the above indicators are available to all Leaders of PDO and Contractors
when they access them within the Database. The may also be distributed electronically to
Leaders according to their areas of responsibility for reference in Toolbox Meetings and Safety
Meetings.
9.5
Frequency for Producing Reports and Charts in the PDO STOP™ Database
Reports and graphs should be accessed by Leaders, or distributed to them by email at the
required intervals that will enable them to review their STOP™ indicators for a period that
corresponds with the frequency of their toolbox and/or safety meetings.
The indicators should be reviewed at meetings where the intervals should be at least:
o Quarterly for Corporate level
o Monthly at Contractor Level
o More frequently at site level.
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9.6
Responsibility for Producing Reports and Charts in the PDO STOP™ Database
o
o
o
SP1259
All Database users who have an “MU” Number are able to produce their own reports
and graphs in the Database.
The BS Area/ Contractor Focal Point for PDO and for Contractors will produce and
distribute the reports and graphs for safety meetings at the required intervals.
The BS Area/ Contractor Focal Point will carry out the analysis of the information in the
Database and prepare recommendations for the Leaders for their areas of responsibility.
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10.
Produce Reports using the Excel STOP™ Data Capture Sheet
10.1
Description for Producing Reports with the Data Capture Sheet
The Data Capture Sheet has been developed to produce tables and charts (a dashboard).
A Contractor and/or each area will have a standalone spreadsheet where the STOP™ card data is
captured only for the Leaders of the Contractor and/or the area and will enable the Contractor to
produce a selection of tables and charts.
10.2
Purpose for Producing Reports with the Data Capture Sheet
Reports and charts are produced to provide the Leaders and managers of Contractors with
useful and relevant leading, current and lagging indicators of behavioural safety in their
operations. When behavioural safety information from the STOP™ interve ntion data is
communicated and used effectively in safety meetings, corrective and preventive action can
have a lasting impact on reduced unsafe acts and thereby, reduced injuries.
10.3
Procedure for Producing Reports with the Data Capture Sheet
The following procedure is followed to prepare and update a selection of tables and charts in the
Data Capture Sheet.
Table showing % Compliance to the STOP™ Schedule:
o
o
o
o
o
Select the “% Compliance” sheet.
The sheet will be automatically updated when the BS Contractor Focal Point makes
changes to the biographical data for Leaders.
The sheet will automatically be updated if any STOP™ cards were received for the
manager or supervisor for the month when the Focal Point captures the interventions
from STOP™ cards. This will automatically indicate the percentage compliance of each
Leader to the schedule of audits for each month for of the year.
The “% Compliance” table will be automatically updated when the BS Focal Point
activates the “REFRESH DATA” cell in the “Data Input” sheet.
The “% Compliance” table may be distributed as a report.
Table showing Actual and Cumulative Weekly and Monthly % Compliance to the
STOP™ Schedule:
Select the “Schedule & Compliance” sheet.
o The sheet will be automatically updated when the BS Contractor Focal Point makes
changes to the biographical data for Leaders.
o The table will automatically be updated if any STOP™ cards were received for the
manager or supervisor for the month when the Focal Point captures the interventions
from STOP™ cards. This will automatically indicate the percentage compliance of each
Leader to the schedule of audits cumulatively and for each week and month for of the
year.
o The “reds and greens” table will show a “zero” in a red background for each week
where a leader did not conduct any scheduled interventions and a “one” in a green
background for each week where a Leader conducted a scheduled intervention.
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o
o
The “reds and greens” table will be automatically updated when the BS Focal Point
activates the “REFRESH DATA” cell in the “Data Input” sheet.
The “Schedule & Compliance” table may be distributed as a report.
Table showing Leading, Current and Lagging Indicator Data
o
o
Select the “DataInput” sheet.
The BS Contractor Focal Point will enter the “REFRESH DATA” tab after new data has
been captured in the “Data Capture” sheet. This will automatically update the following
monthly performance tracking data in the table:
 Unsafe Act Index
 % STOP™ Visits Completed
 Corrective Actions Open
 Corrective Actions Overdue
Corrective Action Status (shown in a table)
o
o
Select the “Corrective Action Log” worksheet.
When the BS Contractor Focal Point captures corrective actions from the STOP ™ cards
the Corrective Action Log this sheet will automatically update the current status of
corrective action in the table which may be distributed as a report.
The Dashboard
o
o
o
10.4
Select the “Dashboard” worksheet.
The charts in the Dashboard are automatically updated when the BS Contractor Focal
Point enters the “REFRESH DATA” tab in the “Data Input” sheet after new data has
been captured in the “Data Capture” sheet. .
Save the Workbook.
Distribution of Reports from the Data Capture Sheet
The BS Contractor Focal Point will distribute copies of the tables and charts to the Contract
Holder, to the Manager of the Contractor and to each Leader according to his area of
responsibility.
10.5
Frequency for Producing Reports from the Data Capture Sheet
The tables and charts must be updated, refreshed and reports are to be distributed at least
once per month after the close of the month once the data of all from the STOP™ cards for the
month has been captured in the Data Capture Sheet.
10.6
Responsibility for Producing Reports from the Data Capture Sheet
The BS Contractor Focal Point for each Contractor and/or Area will:
o Prepare the initial Data Capture Sheet and format the tables and charts
o Update, refresh and distribute the tables and charts at the required frequencies.
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11.
Uploading Data from the STOP™ Excel Data Capture Sheet for
Contractors to the PDO STOP™ Database
11.1
Description of uploading data from the Excel Capture Sheet to the PDO Database
Contractors who do not have access to the PDO Database are required to make use of the Excel
Data Capture Sheet. The STOP™ Intervention Data that is to be captured from STOP™ cards to
the Excel sheet may be uploaded manually to the PDO Database in order that the data from
contractors may eventually be included in the PDO Database. The Contract Holder will determine
the requirement for uploading data to the PDO Database for each contractor depending upon the
facilities available to do so. In the event of the Contract Holder requiring a contractor to manually
upload STOP™ data from Excel sheets into the PDO Database the Contract Site Manager will be
required to ensure that:
o
o
11.2
A Staff member with MU number is granted access to PDO Database for all the Leaders of
the contractor
A resource is identified for the data administration task of manually uploading the
observation data from the Excel sheet to the PDO Database
Purpose for uploading data from the Excel Capture Sheet to the PDO Database
It is expected that STOP™ Intervention data must be representative of all PDO operations and
therefore it is necessary to include this data in the centralized PDO Database which will be the
repository for all STOP™ data and from which a common set of reports, charts and graphs may
be produced.
11.3
Specification for uploading data from the Excel Capture Sheet to the PDO Database
o
o
o
11.4
Frequency for uploading data from the Excel Capture Sheet to the PDO Database
o
11.5
Monthly, at the end of each month.
Responsibility for uploading data from the Excel Capture Sheet to the PDO Database
o
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The BS Contractor Focal Point will close off the Excel Data Capture Sheet at the end of each
month once all STOP™ data has been captured for the month
The “REFRESH” function will be activated and a back-up copy will be forwarded to the
Contract Holder, Contract Site Manager and to the BS Area Focal Point
The data summary sheet may then be used to manually capture each observation entry for
the month into the PDO Database against the name of the observer.
The Contract Site Manager will appoint a person who will be responsible for manually
uploading data from the Excel sheets to the PDO Database.
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12.
The Implementation and use of STOP™ in the PDO Main Offices
12.1
Description of the Specification for the Main Offices
The PDO and Contractor leaders based at the PDO Main Offices are required to participate fully in
the programme by conducting Scheduled Detailed STOP™ Interventions in their office areas as
well as Ad Hoc Interventions in any parts of the Main Offices.
12.2
Purpose for the implementation of STOP™ in the PDO Main Offices
The purpose for conducting STOP™ Interventions in the PDO Main Office Areas is to raise and
maintain the awareness of the need to systematically eliminate unsafe acts in all areas and
locations where people work. This is to be achieved by Leaders regularly identifying unsafe
acts, conditions and practices and by engaging with personnel in such a manner that there will
not be repeat incidents. This includes applying the STOP™ techniques for observing, for
communicating effectively with personnel, for capturing information about safe and unsafe acts,
for taking corrective action and for making effective use of information gathered during Detailed
STOP™ Interventions.
12.3
Specification for implementing and using STOP™ in the PDO Main Offices
o
o
o
o
o
o
o
12.4
Leaders in the Main Office will be automatically scheduled to conduct Detailed STOP™
Interventions.
Conduct Detailed STOP™ Interventions as per the schedule
Conduct a STOP™ focus hour within departmental safety meetings in order to encourage
Leaders to talk about and support STOP™ implementation and feedback on other
departments or contractors best practices
Conduct Ad Hoc STOP™ Interventions when Leaders observe safe acts, unsafe acts or unsafe
conditions
Capture data from interventions directly in the Database as indicated in specification number
6 above
Capture interventions in the Database using STOP™ cards as indicated in specification number
8 above
Create reports and produce charts using the STOP™ Database as indicated in specification
number 9 above
Responsibility for implementing and using STOP™ in the PDO Main Offices
It will be the responsibility of the HSE Team Leader to ensure that:
o Leaders in his/her directorate are identified and scheduled to carry out STOP™ visits for
their Offices once a month.
o HSE team leaders should accompany a leader while conducting his/ her STOP visit.
o Ensure that all corrective actions are captured on STOP card and then entered into the
database.
o
BS Corporate Focal Points give support to HSE team leaders in the follow up
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13.
Ensuring that Actions from STOP™ are Followed-up and are Closed-out
13.1
Description of Action Follow-up and Action Close-out
Actions are created in the Database when they are captured in the Database Observation Screen.
These actions remain in the Database Observation Report as “Open” until they are followed up
and “Closed” by the observer.
Actions are created in the Excel Data Capture Sheet when they are captured in the Corrective
Action Log. These actions remain “Open” in the Corrective Action Log until they are “Closed-Out”
by the BS Focal Point at the instruction of the Line Manager or the safety meeting leader.
13.2
Purpose of Following-up and Closing-out Actions in the Database
To ensure that:
o Actions are taken to address the Unsafe Acts and Unsafe Conditions and to prevent their
recurrence
o The Database is updated and Observation Reports reflect the current status of actions.
13.3
Specification for Following-up and Closing-out Actions in the Database
o
o
o
o
13.4
Specification for Creating Actions, Following-up and Closing-out Actions in the Excel
Data Capture Sheet
o
o
o
o
o
o
13.5
Follow-up on actions that are still open by addressing the shortcoming or the exception that
was believed to have been the root cause or that contributed to the unsafe act or unsafe
condition when the intervention was made
Address the shortcoming or exception by taking the required action
Open the STOP Observation (Modify) screen in the Database
Use the “View-Edit” function and change the “Status” cell from “Open” to “Closed”
The BS Contractor Focal Point captures “Actions to Prevent Recurrence” from STOP™ cards to
the “Corrective Action Log” may use his discretion and assign responsibility for the action and
set a close-out date for the action
The BS Contractor Focal Point sends the Corrective Action Log to the manager who leads the
safety meeting prior to the next meeting
The manager who leads the safety meeting assigns a name for the “Responsible Person” and
sets a close-out date for each action and communicates this in his safety meeting
The BS Contractor Focal Point updates the “Corrective Action Log” with this information and
distributes the updated “Corrective Action Log” to all personnel who have actions that are not
closed-out to serve as a reminder
At each safety meeting all “open” actions are reviewed and they are closed-out by assigning a
date of close-out in the “Closed Out” column
In certain instances Leaders will verify that actions have been addressed and a “Date Verified”
will be entered in the Corrective Action Log.
Responsibility for Following-up and Closing-out Actions in the PDO Database
It will be the responsibility of each observer to:
o Take the required action
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o
o
Follow-up to ensure that the action has been effective in addressing the issues in the
intervention
Close the action in the Database
It will be the responsibility of the Line Manager to ensure that observers in their areas of
responsibility:
o Take action to address issues identified in their interventions
o Close-out outstanding actions in their intervention reports
It will be the responsibility of the BS Corporate Focal Point to ensure that:
o There is a periodic audit to determine the level of compliance by observers to closing
actions
o Observers and their line managers receive a report of compliance to closing -out actions.
13.6
Responsibility for Creating Actions, Following-up and Closing-out Actions in the Excel
Data Capture Sheet
It will be the responsibility of each observer to:
o Record actions on their STOP™ cards
o Follow-up to ensure that the actions have been closed out and have been effective in
addressing the deviations / non-conformances
o Report at safety meetings when their actions have been closed-out
It will be the responsibility of the Line Manager to:
o Ensure that observers in their areas of responsibility take action to address issues
identified in their interventions
o Review the Corrective Action Log in safety meetings, assign actions and close -out
actions
It will be the responsibility of the BS Contractor Focal Point to administer the Corrective Action
Log by:
o Capturing actions from STOP™ cards
o Distributing the Corrective Action Log
o Updating the Corrective Action Log before and after safety meetings
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14.
Maintaining and Updating the PDO STOP™ Database
14.1
Description of Maintaining and Updating the Database
This part of the specification deals with the maintenance of the Database and with changes that
will require programming such as changes to the structure or functionality of the Database.
14.2
Purpose for Maintaining and Updating the Database
To define the authority levels for doing maintenance work and for changing the Database.
14.3
Specification for Maintaining and Updating the Database
o
o
o
o
14.4
Proposals or requests for changes to the Database must be submitted to the BS Corporate
Focal Point.
The proposed changes will be investigated in detail by the BS Corporate Focal Point
The final proposal will be drafted in consultation with the PDO Database Controller (IT) where
detailed specifications and cost proposals will be given
The final proposal will be submitted by the STOP™ Champion to the Executive for approval
Responsibility for Maintaining and Updating the Database
It will be the responsibility of the BS Corporate Focal Point to:
o Receive requests for maintenance or changes to the Database
o Investigate these requests
o Prepare the detailed specifications assisted by the PDO Database Controller
o Submit requests for approval
It will be the responsibility of the PDO Database Controller to:
o Perform routine maintenance on the Database
o Evaluate requests for changes and make recommendations as to their practicality
o To do the cost estimates for budgeting and approvals
o Make changes or upgrades to the Database.
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15.
Maintaining and Updating the STOP™ Excel Data Capture Sheet
15.1
Description for Maintaining and Updating the Data Capture Sheet
This section deals with the maintenance of, or changes to the structure, layout or functionality of
the Data Capture Sheet.
15.2
Purpose of the Procedure for Maintaining and Updating the Data Capture Sheet
To define the authority levels for doing maintenance work and for changing the Data Capture
Sheet.
15.3
Procedure for Maintaining and Updating the Data Capture Sheet
o
o
o
o
15.4
Proposals or requests for changes to the Data Capture Sheet must be submitted to the BS
Corporate Focal Point.
The proposed changes will be investigated in detail by the BS Corporate Focal Point (MSE11)
The final proposal will be drafted in consultation with the PDO Database Controller (IT) where
detailed specifications and cost proposals will be given
The final proposal will be submitted by the BS Corporate Focal Point to the PDO Executive for
approval
Responsibility for Maintaining and Updating the Data Capture Sheet
It will be the responsibility of the BS Contractor Focal Point to:
o Make requests for maintenance or changes to the Data Capture Sheet
It will be the responsibility of the BS Corporate Focal Point (MSE11) to:
o Receive requests for maintenance or changes to the Data Capture Sheet
o Investigate these requests
o Prepare the detailed specifications assisted by the PDO Database Controller
o Submit requests for approval
It will be the responsibility of the PDO Database Controller to:
o Perform routine maintenance on the Data Capture Sheet
o Evaluate requests for changes and make recommendations
o Make cost estimates for budgeting and approvals.
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16.
Training New Users of the PDO STOP™ Database
16.1
Description and Purpose for Training New Users of the Database
New Leaders of PDO and Contractors must be able to:
o
o
o
16.2
Specification for Training New Users of the Database
o
o
o
o
16.3
Gain access to the Database
Enter their STOP™ Intervention Data in the capture screen
Prepare reports and graphs
Gain first-time access to the Database when issued with and using the “MU” Number
Open the Users Manual by clicking the Icon in the first screen
Work through the instructions and examples in the Users Manual
Obtain further assistance from the BS Focal Point for the area if required.
Responsibility for Training New Users of the Database
It will be the responsibility of the BS Focal Point to ensure that all new Leaders are competent
to use the Database.
17.
Training New Users of the STOP™ Data Capture Sheet
17.1
Description and Purpose for Training New Users
New users (Focal Points) will be required to attend a half day training programme at the
commencement of the contract for a new PDO Contractor or when a new Data Administrator is
appointed by a PDO Contractor.
The Focal Point of new Contractors are required to be competent to:
o
o
o
o
17.2
Create a Data Capture Sheet for the Contract from a blank template
Enter the STOP™ Intervention Data from STOP™ Cards into the capture sheet
Prepare reports and graphs
Update or make changes to the biographical data for a Contractor in the Data Capture Sheet.
Procedure for Training New Users
When a new Contract is awarded by PDO:
o The Manager of the Contractor will appoint an HSE Advisor who will be the BS Focal Point
who will make a request to the PDO BS Area Focal to train the new BS Contractor Focal
Point
o The BS Contractor Focal Point sets up and populates a Data Capture Sheet for the Contract
/ Area as part of the practical training
o PDO BS Area Focal Point ensures that the BS Contractor Focal Point is competent for the
role and function and that the Data Capture Sheet is correct.
17.3
Responsibility
It will be the responsibility of the PDO BS Area Focal point to:
o Provide a template of the Data Capture Sheet
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o
o
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Provide training for the personnel of the Contractor
Assess the competence of the Contractor’s personnel to administer the Data Capture Sheet
and to ensure that the Sheet has been correctly set up.
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18.
Ensuring Compliance to the STOP™ Specification with Compliance
Audits
18.1
Description of STOP™ Compliance Audits
A corporate STOP™ Compliance Audit is a formal and structured audit conducted to assess or
evaluate the level of compliance by the PDO community and by contractors to the PDO
requirements for STOP™ as it has been set out in this specification and as set out in the training
given to Leaders and their personnel.
18.2
Purpose of STOP™ Compliance Audits
The Compliance Audit will:
o
o
o
o
o
o
o
o
18.3
Review the status of implementation of STOP™
Evaluate the competence of personnel to use and administer STOP™
Review the quality of the STOP™ interventions conducted
Review the quality of the STOP™ cards and data captured
Review the quality and effectiveness of corrective action management
Review the Contractors’ Data Capture Sheets and the reports produced from the Data Capture
Sheets.
Review the Department or Area data and the reports produced from the data
Produce an audit report with recommendations.
Specification for STOP™ Compliance Audits
For audits in the PDO Community the PDO BS Corporate Focal Point will:
o Arrange the audit team members and advise the date and time for the audit
o Conduct the audit or assign the responsibility for conducting the audit to a member of the
PDO HSE structure
o Produce a report following the audit using the STOP™ audit template (see attachment).
For audits at contractor sites the PDO HSE Team Leader will:
o Advise the Contract Holder and the Manager of the Contractor of the date and time for the
audit
o Arrange the audit team members
o Conduct the audit or assign the responsibility for conducting the audit to a member of the
PDO HSE structure
o Produce a report following the audit using the required audit template (refer to Attachment
6).
18.4
Distribution of Reports from STOP™ Compliance Audits
The PDO Corporate Focal Point will submit the audit report to the Senior Manager of the
Department or Area and to the PDO Behavioural Safety Champion.
For contractor audits The PDO HSE team leader will submit the audit report to the Contract
Holder, the Manager of the Contractor and to the PDO Behavioural Safety Champion.
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18.5
Frequency for STOP™ Compliance Audits
The frequency for corporate STOP™ Compliance Audits should be every three years.
18.6
Responsibility for STOP™ Compliance Audits
The BS Corporate Focal Point will have the overall responsibility to:
o Evaluate the competence of personnel to use and administer STOP™
o Review the quality of the STOP™ interventions conducted by personnel
o Review the quality of the STOP™ cards and data captured by personnel
o Review the Data and reports in the Database
o Produce an audit report with recommendations
For audits at contractor sites the BS Area Focal Point will have the overall responsibility to
conduct STOP™ Compliance Audits and / or to appoint HSE personnel to conduct the audits.
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19.
Attachments
Attachment 1: Definitions
Ad Hoc STOP™ Intervention
An Ad Hoc STOP™ Intervention that may be made at any time when any Leader observes
an unsafe act or a condition that may cause injury in any area or location.
BS Corporate Focal Point
This refers to the position or function of the person in the HSE Governance Structure who
has overall responsibility for the implementation, application and administration of STOP™
in PDO.
BS Contractor Focal Point
This refers to the position or function of the person (HSE Advisor or other) in the
Governance Structure who has overall responsibility for the implementation, application
and administration of STOP™ for aContractor in PDO.
BS Area Focal Point
This refers to the position or function of the person in the Governance Structure who has
overall responsibility for the implementation, application and administration of STOP™ in
an area or location for aContractor in PDO. This will be the Area HSE Advisor in the
structure.
CFDH
This refers to the position or function of the person in the HSE Governance Structure who
has overall responsibility for STOP™ in PDO.
Contractor
Any person who is not an employee of PDO or a company that has been intervened by
PDO to perform certain activities as determined in a contract.
Database Administrator
This is the person appointed to update, maintain or administer the PDO STOP™ Database.
Detailed STOP™ Intervention
Refers to a scheduled STOP™ Audit where Interventions are detailed for each category
e.g. for a PPE 4 items are observed 1) Proper fit 2) Certified by recognised testing
Agencies 3) proper maintenance 4) Proper use. Detailed Intervention is preferred to the
term Audit (to avoid confusion with second and third party audits of the STOP™
specifications and practices).
Executive
A strategic level leader who leads by example, is usually a member of the organisation’s
most senior management team, is responsible for strategic planning, and accountable for
implementing strategy by obtaining and controlling resources and achieving safe,
productive work, both at site and remotely.
Contractor
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For the purposes of this Specification, this is a Contractor of PDO that may or may not
have employees who are registered with an “MU” Number on the PDO STOP™ Database.
Leader
Refers to both managers and supervisors and the title Leader may be used in this
specification instead of the titles of Manager or Supervisor.
Manager / Senior Manager
A leader who leads by example, carries out the planning and direction of work through
interfacing with, and supporting Leaders and/or managers and their teams to achieve
safe, productive work, both at site and remotely.
PDO Database Controller (IT)
This is a person who is employed by PDO to develop and maintain the PDO STOP™
Database.
PDO STOP™ Database
This is referred to as “STOP™ Audit System” in PDO. A database developed within PDO
to capture all STOP™ intervention data and to produce reports and graphs.
PDO STOP™ Data Capture Sheet
An Excel based data capture and report writing application for the use of Contractors who
do not have access to the PDO Database.
STOP™ Audit System Observation Screen
This is the data capture screen in the PDO STOP™ Database that is used by observers to
capture interventions and corrective actions taken directly in the Database instead of
using a STOP™ card. (Refer to Attachment 3).
STOP™ Card
This is the card that is used in PDO by observers to capture interventions and corrective
actions instead of capturing this information directly in the Database. The intervention
data is transferred from the STOP™ card to the Database at a later stage. (Refer to
Attachment 4).
STOP™ Compliance Audit
A STOP™ Compliance Audit shall refer to a formal and structured audit to assess the
compliance to STOP™ best practice and to the STOP™ specification as it has been
developed and customised for PDO.
STOP™ Deposit Box
This is a deposit box for completed STOP™ Cards to be submitted. It may also be used
as a point for the collection of blank STOP™ Cards.
Supervisor (First Line Supervisor)
Any person who will at any time will oversee the work or work related activity of others
e.g. a Permit Holder. A first line Supervisor is a leader who leads by example, supervises,
coaches, directs and is responsible for ensuring that work being carried out by his/her
team is safe, productive, allocating individual tasks as necessary and solving problems as
they occur.
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Attachment 2: PDO STOP™ Audit System Observation Capture Screen
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Attachment 3: Sample STOP™ Data Capture Sheet in Excel
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Attachment 4: STOP™ Card
Front of the STOP™ Card
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Attachment 6: STOP™ Implementation and Compliance Audit document
STOP™ IMPLEMENTATION AND
COMPLIANCE AUDIT
Audit conducted with all External Contractors to PDO by PDO HSE
Department
1. STOP™ IMPLEMENTATION STATUS
No. Requirement
Yes
1.1
1.2
1.3
1.4
1.5
1.6
1.7
2. SCHEDULING OF LEADERS FOR STOP™
OBSERVATIONS AND COMPLIANCE TO SCHEDULES
No. Requirement
2.1
2.2
2.3
2.4
Comment
Yes
No
Comment
Yes
No
Comment
Yes
No
Comment
Yes
No
Comment
Compliance by Leaders to the STOP™ schedule is available & correct
The dashboard indicators are up to date and are correct
Reports are produced timeously
Reports are submitted to the Leaders according to their level
Up to date reports are displayed on notice boards
6. THE MANAGEMENT OF CORRECTIVE ACTIONS FROM
STOP™
No. Requirement
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No
The Biographical data in the Capture Sheet is up to date
The Capture Sheet is properly maintained & is functioning correctly
The Focal Point collects / receives STOP™ cards timeously
STOP™ data is captured to the Capture Sheet timeously
STOP™ data is captured accurately from STOP™ cards
5. PRODUCING REPORTS USING THE STOP™ DATA
CAPTURE SHEET
No. Requirement
5.1
5.2
5.3
5.4
5.5
Yes
Detailed STOP™ observations are conducted according to standard
STOP™ cards are completed for all Detailed observations
STOP™ cards are deposited / submitted timeously
STOP™ cards are completed correctly and accurately
Leaders conduct Ad Hoc STOP™ observations according to standard
4. CAPTURING DATA IN THE STOP™ DATA CAPTURE
SHEET
No. Requirement
4.1
4.2
4.3
4.4
4.5
Comment
All Leaders have been scheduled according to their level
Leaders know and understand the scheduled requirement
The schedule and actual compliance to schedule is up to date
Leaders comply to the schedule
3. CONDUCTING STOP™ OBSERVATIONS
No. Requirement
3.1
3.2
3.3
3.4
3.5
3.6
No
A Focal Point has been appointed and has been trained
All Leaders who have been employed for 1 month or more are trained
The STOP™ Procedure is available as required
The STOP™ Data Capture Sheet is has been implemented
STOP Deposit Boxes are installed as required
STOP™ Deposit Boxes are installed as required
The STOP™ Procedure is available as required
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6.1
6.2
6.3
6.4
Leaders record corrective action (CA) in STOP™ cards
CA's are captured from STOP™ cards to the Data Capture Sheet
CA's are reviewed by Leaders in safety meetings
The CA Log is maintained and is up to date
7. THE REVIEWING OF STOP™ DATA IN SAFETY
MEETINGS
7.1
7.2
7.3
7.4
7.5
7.6
Compliance by Leaders to the STOP™ schedule is reviewed
The STOP™ dashboard is reviewed
The CA Log is reviewed
New corrective actions are recorded in safety meetings
New corrective actions are captured in the Data Capture Sheet
No.
Requirement
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Yes
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No