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new procedure – HSEMS – SRA Roles and Responsabilites – Paper

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Table of Contents

XXX – HSEMS

EFFECTIVE DATE

SRA Roles and Responsibilities

Contents

TOC o “1-3” h z u

Changes History Sheet PAGEREF _Toc530387080 h 41.Purpose PAGEREF _Toc530387081 h 52.Scope PAGEREF _Toc530387082 h 53.Responsibility for Implementation PAGEREF _Toc530387083 h 54.References PAGEREF _Toc530387084 h 55.Terminology PAGEREF _Toc530387085 h 56.Identification and Filing PAGEREF _Toc530387086 h 57.Revision PAGEREF _Toc530387087 h 58.Distribution PAGEREF _Toc530387088 h 59.Procedure PAGEREF _Toc530387089 h 610.Associated Forms PAGEREF _Toc530387090 h 711.Annexes PAGEREF _Toc530387091 h 7

Changes History SheetDoc. Change Request No. & Date Page

No. Summary of Change New Issue Dated

PurposeThe purpose of this document is to describe XXX requirements for the Sector Regulatory Authority (SRA) – XXX and the requirements of energy sector related nominated/ notified entities reporting to XXX to ensure compliance to the XXX SF mechanisms and guidelines.

ScopeThe scope of this procedure covers all the (nominated/ notified) entities under the energy sector (XXX)

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Responsibility for ImplementationThe following are responsible for implementing this procedure:

OSH MSR and Directors are responsible to :

Ensure the effectiveness of this procedure

Ensuring that this procedure, and any revision, is maintained, approved, and communicated.

Head of the Departments

Provide assistance to OSH Management System Representative(MSR) as and when required

ReferencesXXX-SF – Elements v3.1

XXX-SF- Mechanism 2.0 – XXX-SF Administration v3.1

XXX-SF- Mechanism 3.0 – Identification Assessment and Nomination of Entities v3.1

XXX-SF- Mechanism 4.0 -OSH MS Submission Review and Approval v3.1

TerminologyOSH Management System (OSHMS): Documented arrangements covering the management of occupational health and safety matters and procedures.

OSH MSR: OSH Management System Representative (HSE Director).

XXX-SF : Abu Dhabi Occupational Safety and Health System Framework

SRA :Sector Regulating Authority

Identification and FilingThe Master of this document shall be retained by HSE Directorate.

This document along with the relevant forms is accessible in XXX DMS.

XXX consider any printed version of this document as uncontrolled copy.

RevisionAny changes to this document has to be initiated through the Document Change Request Form (XXX-QMS-F-05).

The responsibility for revising this document lies with its author.

DistributionThis document will be distributed to all HSE staff.

Procedure

According to Decree No. 42 of 2009 issued by the Crown Prince; Chairman of the Executive Council, the XXX as a Sector Regulatory Authority is responsible to supervise the implementation of the XXX SF in its concerned sector and is specifically responsible for:

Developing its OHSMS in accordance with the provisions of the Decree No.42 of 2009.

Identifying entities within energy sector that are required to implement an OHSMS.

Review and approval of the OHSMS developed by all entities within its sector, in accordance with the requirements of XXX SF.

Monitoring the implementation of the entities systems based on a risk management approach through periodical inspection and auditing of their systems.

Reporting to the Competent Authority (XXX) on the performance of the entities approved Occupational health and safety management systems according to the reporting mechanism.

XXX appointed as the Sector Regulatory Authority for the energy entities based on the level of risk within the sector; number of entities; current OSH capacity within the sector.

XXX shall issue performance targets on annual basis for XXX to comply with as per the following:

XXX-SF mechanisms

Previous year’s performance

Available resources

Other SRA performance

Feedback from SRA’s

Objective of XXX strategic plans

Requirements set by the executive council of Abu Dhabi

Entities identification /Classification and Registration process

The Department of Energy and through the authority delegated by XXX will identify and nominate any entity within the energy sector if its main operational activities fall under XXX business activities ( regardless of the other activities that may appear on its trade license) ,or any other entities having a similar contribution in the business field of Energy.

For new entities registration, XXX shall conduct site visit and perform risk classification for the entities within the energy sector, the process of entity risk classification shall be approved by XXX and reviewed every 3 years, records of the same shall be maintained.

The complete process of identification – nomination and registration mentioned in XXX SF Mechanism 3.0.

The entity classification process shall take into consideration the following:

Complexity/ nature and frequency of operation and activities performed

Number of employees

Contractors management

Use, storage and/or emission of hazardous materials

Proximity to residential or sensitive communities (Schools, hospitals, etc.)

Energy Sector Entities Risk Classification Criterion:

1. Complexity/ nature and frequency of operation and activities performed

Sr Criterion Description Rank

1 Complexity / nature and frequency of operation activities performed. Fully office / administrative / paper work / IT / Training Services / Management System Consultancy works with no interaction with customer or general public … Routine tasks. 1

Office / administration /IT/Communication/ academic work including some risky operations (e.g. field work-site visit / transportation / technology; dealing with customer … Frequent tasks. 2

Daily routine operation and maintenance activities based on single site works / manufacturing / automation / machinery / vehicles / transportation / dealing with customer or risky environment. 3

Daily construction and routine operation and maintenance ( field works ) dealing with civil, Electrical; Mechanical; Electromechanical activities; dealing with high risk customer or risky environment / vehicles / transportation 4

24/7 operation / 3 shift operation / work unavoidably involves some kind of high risk operation most of the time. 5

2. Number of Employees

2 Number of Employees Entity with number of employees less than 5 (not included contractors / sub-contractors) 1

Entity with number of employees between 5 to 50 employees (not included contractors / sub-contractors) 2

Entity with number of employees between 51 to 99 employees (not included contractors / sub-contractors) 3

Entity with number of employees between 100 to 499 employees (not included contractors / sub-contractors) 4

Entity with number of employees 500 or more (not included contractors / sub-contractors) 5

3. Use storage and/or emission of hazardous material

3 Use storage and/or emission of hazardous material Minimal use of regular office and printing materials / general cleaning-household chemical; generation of regular office non hazard waste. 1

Use/storage / handle regular office and printing materials / general cleaning-household chemical; generation of regular office non hazard waste. 2

Use / storage / handle Hazmat up to 20 kg. (other than radiation sources) 3

Use/storage / handle hazmat with more than 20Kg and less than 100 kg. ( other than radioactive sources) 4

Use / storage hazardous material more than 100 Kg including radiation sources 5

4. Proximity to residential or sensitive communities

4 Proximity to residential or sensitive communities Have no impact on community / public ; no impact on environment 1

Have no impact on community / public; still have minor impact on environment. 2

Have less impact on community , but still have impact (direct/ indirect) to environment 3

Far of residential area , and have direct / sensitive impact on surrounding environment (e.g. industrial-commercial area / ecosystem/ flora-fauna) 4

Nearby residential area and have direct impact on community / public 5

5. Type of activity

5 Type of activity Entities  perform office work/ paper work  dealing with  customer, IT work, Training Services, Management Systems consultancies 1

Entities provide consultancy services work including design of generation / desalination plants, transmission and distribution substations, cables and overhead lines, field visits site surveys, IT cabling work, Communication Systems, SCADA systems work, DCS system works, work involving tools / machinery / automation / renewable technology / dealing with high risk customers / general public  , or risky environment or vehicles / transportation 2

Entities with multiple operation and maintenance activities associated with Energy sector (Electrical; Mechanical; Electromechanical) activities that includes Maintenance and operation of plants, substations, pumps, overhead lines, cable works and water pipelines. 3

Entities working in construction of power and desalination plants, substations, overhead power lines, pumping stations (that includes civil, mechanical, electrical and / or electromechanical works) ,  underground cables and water pipelines. 4

Power Generation and Water desalination Plant, direct/ indirect connected to XXX electrical network , or water network

Distribution of Water and electricity operation and maintenance including customer services.

Transmission and dispatch of water and electricity and Operation and Maintenance of the associated networks. 5

6. Contractor Management

6 Contractor Management No Contractors 1

Manages Low risk contractors utilized for routine office work and building Maintenance  Services 2

Manages contractors on a multiple operation and maintenance activities associated with Energy sector 3

Manages numerous contractors working on construction of power and desalination plants, substations, overhead power lines, pumping stations (that includes civil, mechanical, electrical and / or electromechanical works) underground cables and water pipelines. 4

Manages contractors undertake high risk activities  like Power Generation and Water desalination Plant,  distribution of Water and electricity operation and maintenance including customer services , Transmission and dispatch of water and electricity and Operation and Maintenance of the associated networks. 5

Risk classification matrix:

Risk Level Assessment Level OSH Requirements / Energy SRA

Low Risk 0 to 1.25 Low Risk Requirements (refer to XXX Requirements)

Medium Risk 1.25 to 3.75 Comply with XXX SF Mechanism 5.0

High Risk 3.75 to 5 Develop full OSH Management System in compliance to XXX SF and XXX Requirements

Example on how to assess an entity:

Criterion Assessor Rank

Type of activity 5

Complexity / nature and frequency of operation activities performed. 3

Number of Employees 4

Use storage and/or emission of hazardous material 1

Proximity to residential or sensitive communities 2

Sum 15

Risk = sum (criterion 1 to 5) / 5

Risk = 5+3+4+1+2 = 15 /5 = 3

So, entity risk level will be within the range of Medium Risk entities

Medium Risk 2.5 to 3.75 Comply with XXX SF Mechanism 5.0

Entities Classification & commitments:

Nominated High risk entities:

If an entity is classified as high risk entity, it shall develop a full OSH MS in compliance with the requirements of the XXX SF and submit it to XXX for approval.

Notified Medium risk entities:

If an entity is classified, as a medium risk entity shall implement the requirements of XXX SF mechanism 5.0 – OSH requirement for Medium risk entity, and XXX shall inspect them within 6 months from the day of notification.

Notified Low risk entities:

If an entity is classified as a low risk entity, it will be monitored by the XXX to ensure that it is in line with XXX SF requirements.

All entities regardless of the risk classification assigned shall comply with the mandatory technical requirements specified within the XXX SF – Codes of practice that are applicable to their activities/ business undertaking.

XXX shall review the risk classification assigned to its entities at least every 3 years.

XXX shall develop, document, implement and maintain a register of all identified entities.(ref.sector log sheet “draft attached”).

Performance monitoring of XXX

XXX shall monitor the performance of XXX through conducting Audits and OSH performance reports and performance review meetings.

XXX shall invite XXX for a meeting to discuss the Annual OSH performance report, current status of XXX, issues leading to the current performance, corrective action plan.

The action plan for the non-conformances (if any) raised shall be closed within 3 calendar months.

An update/ change on the process of the implementation shall be sent on monthly basis though formal meetings, minuets of meeting for the same shall be maintained.

Withdrawal of Appointment

Withdrawal of appointment as an SRA shall be based on the following:

Performance issues

Changes in policies, laws, direction of Abu Dhabi government

Change of XXX policy/ direction

Prior to withdrawal of appointment of XXX as SRA, XXX shall conduct a meeting to review and agree to the following:

Deployment of XXX OSH resources

OSH budget

Handover plan

On-going issues

Entity Registration and OSHMS submission process

Nominated High risk entities shall register with XXX by filling and submitting Form A through ALADAA within 30 calendar days. XXX shall provide the nominated entities a USER NAME and PASSWORD to access Al DAA.

In case of update of modification of nominated entity’s information, including proposed changes to OSHMS development and implementation the entity shall submit form B.

Form C shall be submitted with the developed OSHMS documentation, XXX shall review and evaluate the OSHMS for the approval of the entity OSHMS.

When a consultant is utilized to develop the OSHMS ; Form I shall be submitted to XXX.

………………………………………………………………….. Demonstrated in Process flow 1

Maintenance of OSH certification approval.

Existing entities shall maintain the approval through complying with the relevant federal, local laws and XXX- SF requirements, submitting the performance reports on quarter basis and submitting form F with the annual external 3rd party audit report (which shall be conducted by a company registered with XXX) within 30 calendar day from the date of audit.

XXX shall conduct 1 inspection every 3 years for the notified medium and low risk entities to ensure their compliance.

Approved OSHMS Certificate shall be issued by XXX to the complying entities for 3 year timescale and reissued after that accordingly.

The certificate can be revoked in the case of non-compliance with the requirement.

XXX shall submit a list of the approved entities including the approval certificate details to XXX on quarterly basis.

Cancellation or suspension of an approved certificate

The criteria for the cancellation or suspension of an approved certificate includes, but not limited to, the following:

Non-compliance to the OSH performance reporting requirements

Non-compliance to serious incident reporting requirements

Non-compliance to annual external third party audit requirements

Non-compliance to XXX SF requirements

Failure to implement or comply with agreed timescales for submitted corrective action plans

Non-operating/ trading entity

Change of legal name of the entity as identified on the trade license.

XXX shall set timescale no longer than 2 weeks for the entity to submit the corrective action plan to rectify the non-compliance.

XXX shall notify the entity 3 days about the cancellation/ suspension and its justification.

The entity may file for an appeal with the appropriate justification to XXX within 20 working days from the date of the cancellation/ suspension notification.

…………………………………………………………………………….Demonstrated in Process flow 2

Associated FormsSector log sheet .(draft)

AnnexesGuideline for licensees Audit (Firas Al Yousif)

Registration and OSHMS submission process:

1625601059815XXX approval for the categorizing of the entities

XXX – SRA

Notified Low Risk Entity

Entity Site Visit

Yes

No

Yes

Amendment shall be submitted through Form B

No

If time extension is required

SRA shall conduct an inspection within 6 months of notification

Develop OSHMS as per the requirement of XXX within 1 year and submit it using Form C

Fill & submit Form I to XXX if a consultant has developed the OSHMS

Entity Risk Assessment

New Entity

Notified Medium Risk Entity

Notified High Risk Entity

Implementation within 1 month from the approval date

Register for

Approval by filling and

Submitting Form A within 30 calendar days

00XXX approval for the categorizing of the entities

XXX – SRA

Notified Low Risk Entity

Entity Site Visit

Yes

No

Yes

Amendment shall be submitted through Form B

No

If time extension is required

SRA shall conduct an inspection within 6 months of notification

Develop OSHMS as per the requirement of XXX within 1 year and submit it using Form C

Fill & submit Form I to XXX if a consultant has developed the OSHMS

Entity Risk Assessment

New Entity

Notified Medium Risk Entity

Notified High Risk Entity

Implementation within 1 month from the approval date

Register for

Approval by filling and

Submitting Form A within 30 calendar days

Flow chart 1.0

left514792XXX SF

XXX-SRA

Notified Low Risk Entity

Notified Medium

Risk Entity

Existing Entity

Corrective action shall be submitted to XXX for review, for repetitive non-conformance XXX shall meet with the entity to discuss the appropriate corrective action, the action plan shall be submitted to SRA within 2 weeks

Certificate will be suspended till the implementation is completed

Yes

No

Entity can appeal within 20 working days from the day that the cancelation was notified

If the Appeal is approved

1 inspection every 3 years

Change in XXX requirement

Submit entity quarterly performance report

Appoint 3ed party Auditor to conduct annual audit

Implement within the time frame set by XXX

XXX shall conduct Audit on the entity every 3 years

Fill & Submit Form F within 30 calendar days from the day of Audit

Notified High Risk Entity

Corrective action Approved

Cancelation of the certificate

1 inspection every 3 years

00XXX SF

XXX-SRA

Notified Low Risk Entity

Notified Medium

Risk Entity

Existing Entity

Corrective action shall be submitted to XXX for review, for repetitive non-conformance XXX shall meet with the entity to discuss the appropriate corrective action, the action plan shall be submitted to SRA within 2 weeks

Certificate will be suspended till the implementation is completed

Yes

No

Entity can appeal within 20 working days from the day that the cancelation was notified

If the Appeal is approved

1 inspection every 3 years

Change in XXX requirement

Submit entity quarterly performance report

Appoint 3ed party Auditor to conduct annual audit

Implement within the time frame set by XXX

XXX shall conduct Audit on the entity every 3 years

Fill & Submit Form F within 30 calendar days from the day of Audit

Notified High Risk Entity

Corrective action Approved

Cancelation of the certificate

1 inspection every 3 years

Cancellation or suspension of an approved certificate process:

Flow chart 2.0

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