Occupational Health and Safety HSE Accidents and Incidents Reporting and Investigation Procedure

This procedure describes the requirements on the notification, classification and reporting of all HSE accidents and incidents in order to ensure that notification and reporting of all accidents, incidents, diseases and dangerous occurrences is conducted in accordance with the requirement of the law and company safety reporting system.

Accident Investigation is a “tool to improve the workplace”. Therefore information that is obtained through this reporting system also helps to identify trends and shows where additional resources are required.

Organization has 2 key objectives in accident elimination and reduction. These are:

To eliminate Class 1 personal damage and Level 1 Environmental harm;

To systematically reduce Class 2 and Class 3 personal damage and Level 2 and 3 Environmental harm.

Definitions and Abbreviations
Accident:
An undesired event giving rise to death, ill health, injury, damage or other loss

Class 1 Personal Damage: Damage which permanently alters the future of an individual e.g. fatality, quadriplegia, paraplegia, amputation, permanent back damage and psychological damage.

Class 2 Personal Damage: Personal damage which temporarily alters a person’s future e.g. a broken arm or muscle strain.

Class 3 Personal Damage: Personal damage which inconveniences a person e.g. first aid treatment for a cut hand, dust in eyes etc.

HSE: Health, Safety and Environmental

Incident: An event that gave rise to an accident or had the potential to lead to an accident

JSEA: Job Safety and Environmental Analysis

Lost Time Injuries (LTI): An injury or disease resulting in a fatality, permanent disability or time lost from work of one or more complete days or shifts.

NII: Non-Injury Incident

PDI: Personal Damage Incident

MSL: Management System Leaders / QHSE Director at the corporate level.

Workplace: Locations where control of the workplace is required

Refer to the tables below for detailed definitions of incidents and accidents

 Appendix A – Personal Damage (PD) Definitions

Appendix B – Non-Injury Incident Definitions

General Incident Investigation Purposes

All incidents and accidents are a learning experience. Accident Investigation thus becomes a “tool to improve the workplace”. Therefore information that is obtained through this reporting system also helps to identify trends and shows where additional resources are. These lessons in safety are an integral part in the hse objective in achieving goal to: 

  1. Eliminate Class 1 personal damage;
  2. Systematically reduce Class 2 and Class 3 personal

The process described in the sections below is an essential part of achieving these goals

Management Responsibilities

The Project Director shall ensure that this procedure is communicated to all supervisory staff and that all relevant staff are trained in its application

The Project Director shall also ensure that the project is prepared to manage all likely emergency situations. Refer to HSE Emergency Management procedure for the guidelines on emergency preparedness.

All Employees: All incidents and accidents shall be reported, no matter how small. This shall include all near misses.

 Other Contractors

Other contractors working on the sites or premises have duties, as employers in their own right to report accidents to the authorities.

Any incidents and accident shall be reported to project management so that an entry can be made in the accident records, and remedial action taken as appropriate.

A copy of any Report submitted by any other contractor shall be also be forwarded to the MSL.

Accident Investigation

When an accident or incident occurs the Project Director shall establish an investigation team immediately, which is appropriate to the type of accident.

Every accident or incident that had the potential to cause Class 1 damage, irrespective of the classification assigned for statistical purposes (PD3 or PD2), shall be investigated and reported as if it had resulted in Class 1 damage.

The accident investigation team should consist of the following (appointed persons can assume more than one role):

Investigation Team Leader (to manage the investigation and assign responsibilities to the team);

  • Guidelines are provided in Appendix E – Procedure for Conducting an Investigation of PD Class 1 & 2 and NII Class1. (These may also be followed or scaled down for other Investigations i.e. PD Class 3, NII Class 2 and NII Class 3).
  • Technical Specialist (to provide knowledge of the activity under investigation).
  •  HSE Manager (to provide guidance and knowledge of HSE procedures and legislation).
  •  Employee Representative from HSE Advisory

Applicable authorities may conduct their own investigations but may also wish to participate in contractor’s team investigation.

When the investigation has been conducted, underlying causes established and all relevant facts gathered, the Investigation Team Leader ensures that an accurate report is prepared using Accident/Incident Investigation Report. The report shall include all necessary supplementary information in the Appendices, prior to authorization and issue by the Project head.

In the event of a fatal accident, a Management Board member, MSL and a nominated Senior HSE Representative should also be included in the team.

Incident Notification

In the event of an accident/incident the following standard actions must be followed.

Class 1 & Class 2 Personal Damage and Level 1 and Level 2 Environmental Harm:

  • Notify the emergency services if appropriate;
  • Summon medical assistance;
  • Notify the relevant staff according to Appendix D – Incident Reporting Table, followed up with completed HSE Incident Notification Form;
  • Notify the enforcement authority including Police where appropriate by the quickest practical means normally by telephone;
  • Notify the owner/occupier of the premises if appropriate;
  • Receive reports from third parties i.e. Sub-contractors;
  • Ensure nothing is moved within the area of the occurrence other than to facilitate the removal of any casualty or to render the area safe;
  • Carry out an investigation;
  • Obtain names and addresses of any witnesses and take statements;
  • Take photographs if possible;
  • Notify insurance brokers under the appropriate policy;
  • Complete Accident/Incident Investigation Report and submit draft within 48 hours of the occurrence and final within one week. Refer to Appendix D – Incident Reporting Table;
  • Enter details in the accident record file;
  • Review and amend the Job Safety and Environmental Analysis as appropriate;
  • Ensure staff and workers are advised of the changes to the JSEA via toolboxes, training etc.

Class 1 Non-Injury Incident

  • Notify the relevant staff according to Appendix D – Incident Reporting Table, followed up with completed HSE Incident Notification Form.
  • Notify the owner/occupier of the premises if appropriate.
  • Receive reports from third parties i.e. Sub-contractors.
  • Ensure nothing is moved within the area of the occurrence other than to render the area safe.
  • Carry out an investigation.
  • Obtain names and addresses of any witnesses and take statements.
  • Take photographs if possible.
  • Notify insurance brokers under the appropriate policy;
  • Complete Accident/Incident Investigation Report within one week. Refer to Appendix D – Incident Reporting Table.
  • Enter details in the accident records file.
  • Review and amend the Job Safety and Environmental Analysis as appropriate.
  • Ensure staff and workers are advised of the changes to the JSEA via toolboxes, hse training etc.

Class 3 Personal Damage, Class 2 & Class 3 Non-Injury Incidents, Level 3 Environmental Harm

  1. Notify the MSL by the quickest practicable means, followed up with completed HSE Incident Notification form.
  2. Complete Accident/Incident Investigation Report within two weeks. Refer to Appendix D – Incident Reporting Table.
  3. Enter details in the accident records file.
  4. Investigate if deemed appropriate.
  5. Notify insurance broker if any time lost above the shift in which the person is injured.

Necessary Records

Accident/Incident Investigation Report

Incident Notification Report

Appendices

Appendix A – Personal Damage Classifications

Appendix B – Non Injury Incident (NII)

Appendix C – Environmental Classifications

Appendix D – Incident Reporting Table

Appendix E – Procedure for Conducting an Investigation of PD Class 1 & 2 and NII Class1

 Appendix A – Personal Damage Classifications

 

 

A.

 

CLASS 1

Damage which permanently alters the future of the individual e.g. fatality, quadriplegia, paraplegia, amputee, disabled back or psychological disturbance.

   

Examples include but are not limited to:

(i) Fatal
(ii) Amputation of – hand, foot, finger, thumb or toe or any part thereof if the joint is severed.
(iii) Loss of sight – penetration injury to an eye, or a chemical or a hot metal burn to the eye.
(iv) Psychological damage
 

B.

 

CLASS 2

Personal damage which temporarily alters a person’s future e.g. a broken arm or muscle strain.

   

Examples include but are not limited to:

(i) Fracture of any bone.
(ii) Electric shock – requiring immediate medical treatment or loss of consciousness.
(iii) Loss of consciousness – resulting from lack of Oxygen.
(iv) Decompression sickness – requiring immediate medical treatment.
(v) Acute illness – requiring medical treatment or loss of consciousness resulting from the absorption of any substance by inhalation, ingestion or through skin.
(vi) Acute illness – requiring medical treatment where it resulted from exposure to a pathogen or infected material.
(vii) Any other injury – resulting in a person being unable to carry on with his/ her regular employment form more than 24 hours.
 

C.

CLASS 3

Personal damage which inconveniences a person e.g. first aid treatment for a cut hand, dust in eyes etc.

  Examples include but are not limited to:
(i) Minor scratches, cuts, burns, splinters
(ii) Dust in eyes etc.

Appendix B – Non Injury Incident (NII)

   

CLASS 1 – Incident that could have resulted in Class 1 Damage. CLASS 2 – Incident that could have resulted in Class 2 Damage.

CLASS 3 -Incident that could have resulted in Class 3 Damage

  Examples of Non Injury Incidents include but are not limited to:
(i) Collapse or overturning – of any lift, hoist, crane, excavator, truck, light vehicle, mobile powered access platform, pile driving frame, etc.
(ii) Explosion, collapse or bursting – of any closed vessel, boiler or boiler tube in which any gas, air or vapour has been above or below atmospheric pressure.
(iii) Electrical – short circuit or overload attended by fire or explosion.
(iv) Explosion or fire – of any materials, their waste or by-products, causing work to be suspended for more than 24 hours.
(v) Uncontrolled release – of any flammable liquid or gas from any system, plant or pipeline.
(vi) Collapse, partial collapse or overturning – of any scaffold over 5 metres high, or a slung or suspended scaffold falling over 5 metres.
(vii) Breathing apparatus – that malfunctions and exposes wearer to hazardous atmosphere.
(viii) Vehicle or equipment collisions

Appendix C – Environmental Classifications

A Level 1

A high impact (Actual or Potential) Environmental Incident

B Level 2

A Medium Impact (Actual or Potential) Environmental Incident

C Level 3

A low impact (Actual or Potential) Environmental Incident

 Appendix D – Incident Reporting Table

Report PD Class 1 & 2 and NII Class 1 PD Class 3 and NII Class 2 & 3 Procedures

(For PD Class 1 & 2 and NII Class 1)

Draft Report Full Report Normal Report
Preparation < 2 days of accident < 7 days of accident <14 days of accident IMMEDIATE NOTIFICATION as defined below and:

·         Safety in-charge prepares draft report

·         Discussion with Project Director/Manager

·         Finalise report

·         Comments

·         Distribution

Note:       Statutory notifications to be made by Project Director/Manager in accordance with local legislation.

 

 

Compiled by

 

Project Director &

Project       Safety                   In- charge

 

Project Director &

Project       Safety                    In- charge

 

Project Manager &

Project      Safety       In- charge

Distribution       IMMEDIATE NOTIFICATION REQUIRED TO:-
MD   X   X
DMD   X X X
COO X X X X
CCD X X   X
MSL X X   X
PD/M X X X X
Further requests for controlled copies should be directed to Project Director/Manager
Report Contents Full Report Normal Report
1.     Particulars of person(s) X X
2.     Supervisory chain of command X X
3.     Background information X  
4.     Witness statement(s) X  
5.     Accident details X X
6.     Factual findings X  
7.     Root cause of accident X X
8.     Cost of any damage arising directly from incident X X
9.     Corrective action/conclusion X X
Key:      

MD – Managing Director

DMD – Deputy Managing Director

COO – Chief Operating Officer

CCD – Corporate Commercial Director

MSL – Management System Leader

PD/M – Project Director/Manager

  Appendix E – Procedure for Conducting an Investigation of PD Class 1 & 2 and NII Class 1

Appendix E – Procedure for Conducting an Investigation of PD Class 1 & 2 and NII Class 1

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