ims handbook

IMS Handbook

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CONCEIVED BY

CORE TEAM

MENTORSHIP

Muhammad Shamail HaiderCE (HSE&QA)

Shoaib AhmedEngineer (HSE&QA)

Abdul MananTrainee Engineer (HSE&QA)

Ali AhmedADGM (HSE&QA)

IMS Handbook

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It is our ultimate commitment to provide healthy and safe working environment to our employees & stakeholders by implementing the best practices of Health, Safety & Environment throughout the SSGC franchise area. The recent development of the Integrated Management System (IMS) is vital to improve HSE performance and will also provide framework to demonstrate commitment towards quality in almost all aspects of our business activity. On behalf of the entire management, I would like to congratulate HSE&QA team in taking this initiative and rolling out SSGC Integrated Management System.

Amin Rajput (Acting Managing Director)

MESSAGES

IMS Handbook

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We at SSGC consider health, safety, environment and quality as integral part of our business and perform our operations in compliance with the requirements of related international standards and national Laws and regulations. In order to achieve our objectives and create opportunities for improvement, all zones of SSGC undergo regular internal and external surveillance audits, following which corrective and preventive measures are implemented wherever required. We have a pool of qualified lead auditors for ISO 9001 QMS, ISO 14001 EMS and OHSAS 18001 to conduct and assist in executing audits in accordance with defined frequency. I strongly suggest SSGC family to browse through the valuable information provided in this IMS handbook to help us build a sustainable HSE culture.

Muhammad Imran Farookhi (ADMD – CS)

The long-lasting business success of SSGC is reliant upon our ability to persistently improve quality of our operations and corporate services while safeguarding people and environment. SSGC is committed to place great emphasis on human health, operational safety, environmental protection and quality of our services. This commitment is in the best interests of our employees, customers, suppliers, contractors, and the society in which we serve and survive. At SSGC, we believe in striving to implement international standards of health, safety, environment and quality by ensuring that as we conduct our businesses, the safety and well-being of our employees and contractors takes priority over all other matters.

Mohammad Wasim (ADMD – OPS)

MESSAGES

IMS Handbook

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I am pleased to share with you our HSE&QA Integrated Management System (IMS) prepared by our dedicated HSE&QA team with full commitment and enthusiasm. This system provides a framework to SSGC’s employees and all interested parties performing their jobs/operations within and outside company’s premises while prioritizing health, safety, environment and quality to achieve desirable results for the company and community as a whole.

Our first HSE Management system was earlier established in 2005 but with the passage of time, several changes have taken place that mandated us to review and revise all earlier documented information in accordance with prevailing practices of SSGC. Furthermore, requirements of Quality Management System (ISO 9001: 2015) have also been integrated with Environmental Management System (ISO 14001:2015) and Occupational Health and Safety Management System (OHSAS 18001:2007).I hope all SSGC employees and stake holders will adhere to the requirements outlined in this Integrated Management System. Please join us in ensuring that these requirements are embedded in every task we perform.

Amir Mumtaz Khan ASGM (GS)

As a head of HSE&QA department, I have been privileged to witness and be a part of SSGC’s ongoing journey towards HSE&QA excellence. During this period, my team has achieved some major milestones such as development of new IMS, Introduction of HSE intranet web portal, active engagement in RLNG II project and finalization of much needed Supplier Pre – Qualification mechanism to ensure only Quality Products are procured. This IMS is developed with an objective to embrace advancement in International standards and benchmarking SSGC with best practice in the field of HSE&QA. I am confident that this new system will serve as a launching pad to strengthen HSE&QA deliverables throughout the organization. Let us continue to toe the line and constantly raise the bar in achieving best HSE practices and assuring quality of our services.

Tariq Aslam DGM-I/C (HSE&QA)

MESSAGES

IMS Handbook

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TABLE OF CONTENTSIMS Manual1.INTRODUCTION .......................................................................................................... 02

2.CORPORATE INFORMATION ......................................................................................... 02

3.TERMS & ACRONYMS .................................................................................................. 06

4.DOCUMENTED INFORMATION ..................................................................................... 08

5.RESPONSIBILITIES ...................................................................................................... 09

6.PLANNING OF INTEGRATED MANAGEMENT SYSTEM .................................................... 10

7.COMMUNICATION & CONSULTATION ............................................................................ 12

8.RESOURCE MANAGEMENT .......................................................................................... 14

9.PERFORMANCE MONITORING & EVALUATION .............................................................. 16

10.INCIDENT MANAGEMENT .......................................................................................... 18

11.EMERGENCY PREPAREDNESS & RESPONSE .............................................................. 19

12.PROCUREMENT & INVENTORY MANAGEMENT ........................................................... 19

13. CONTRACTORS, SUPPLIERS AND VISITORS ............................................................... 19

14. AUDITS & INSPECTIONS ........................................................................................... 20

IMS ProceduresDOCUMENTED INFORMATION MANAGEMENT ................................................................. 25

RISK ASSESSMENT & MANAGEMENT .............................................................................. 39

INCIDENT AND ACCIDENT MANAGEMENT ....................................................................... 63

EMERGENCY RESPONSE PLAN ....................................................................................... 71

PERFORMANCE MONITORING & EVALUATION ................................................................. 83

PROCUREMENT & INVENTORY MANAGEMENT ................................................................ 91

CALIBRATION OF EQUIPMENT ........................................................................................ 95

GUIDELINES FOR SUPPLIERS AND CONTRACTORS .......................................................... 99

LEGAL & OTHER REQUIREMENTS ................................................................................. 105

INTERNAL AUDIT ......................................................................................................... 113

CONSULTATION & COMMUNICATION ............................................................................. 123

TRAINING & DEVELOPMENT ......................................................................................... 127

MAINTENANCE MANAGEMENT ..................................................................................... 133

Sample Forms ....................................................................................................... 139

IMSManual

IMS Handbook

IMS Manual IMS Handbook

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INTEGRATED MANAGEMENT SYSTEM MANUAL

Sui Southern Gas Company SSGC-IMSM-01

Integrated Management System ManualRevision 00

Issue Date: Sep, 2016HSE&QA

Department

IMS Handbook IMS Manual

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1. INTRODUCTION Sui Southern Gas Company’s Integrated Management System (IMS) consolidates the Occupational Health & Safety (OH&S), Environmental and Quality management processes within a single Management System. This manual is compiled with an objective to stimulate awareness and identify responsibilities that are outlined in our process-oriented Integrated Management System procedures. The IMS presented in this Manual has been developed in line with the international standards EN ISO 9001, EN ISO 14001, OHSAS 18001, SSGC’s strategic mission, vision, other corporate guidelines and policies. All business units including Regional Offices and Headquarters, their Zonal HSE team leaders and employees in all hierarchical levels are liable to comply with the IMS presented here within.

The objective of SSGC’s IMS is to provide a responsive framework to reduce work related incidents, exposures to hazards and risks by implementing effective controls, safeguarding Environment and ensuring quality of work and delivered services.

The purpose of this manual is to;

i. Explain the context of the organization.ii. Outline the company policies, procedures and resources for implementation.iii. Describe the structure of organization needed to implement IMS.iv. Provide all employees with a clear understanding of the Integrated Management System and the

importance of adhering to the policies and procedures of the company.

2. CORPORATE INFORMATION

2.1. Company profileSui Southern Gas Company (SSGC) is Pakistan’s leading integrated gas Company. The company is engaged in the business of transmission and distribution of natural gas besides construction of high pressure transmission and low pressure distribution systems. SSGC transmission system extends from Sui in Balochistan to Karachi in Sindh comprising over 3,500 KM of high pressure pipeline ranging from 12 – 42” in diameter. The distribution activities covering over 1200 towns in the Sindh and Balochistan are organized through its regional offices. The Company is managed by an autonomous Board of Directors for policy guidelines and overall control. Managing Director (MD) directs and controls the Company’s operations and also provides strategic guidance and direction to Management team to ensure that the Company achieves its mission and objectives.

2.2. VisionTo be a model utility providing quality service by maintaining a high level of ethical and professional standards and through optimum use of resources.

2.3. MissionTo meet the energy requirements of customers through reliable, environment-friendly and sustainable supply of natural gas, while conducting business professionally, efficiently, ethically and with responsibility to all our stakeholders, community, and the nation.


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2.4. Core values

• Integrity Keeping Company’s interest above oneself. Practicing and promoting

ethical business environment. Taking effective actions if there is a deviation in behavior or situation. Being honest and living within means.

• Excellence Making positive contribution towards the achievement of SSGC’s vision.

Striving for continuous improvement. Responding effectively to customer needs. Taking timely and corrective decisions.

• Team Work Building strong relationships across functional areas. Working well with all types of people and

co-operating with others. Soliciting advice, sharing ideas and best practices with all stakeholders. Supporting the achievements of Company’s goals. Effectively contributing and using people’s various skills and styles. Arriving at constructive solutions while maintaining positive working relationships. Demonstrating flexibility.

• Transparency Displaying openness and consistency in applying policies and procedures. Following regulations

in all aspects of operations and processes.

• Creativity Coming up with new ideas. Encouraging innovation. Promoting modified approaches. Converting

ideas into actions.

• Responsibility To Stakeholders Staying abreast of changing environment that impacts our business i.e. markets, competitors,

technology, customers, suppliers, employees and regulators. Creating solutions to help colleagues and team members to improve their skills and performance. Ensuring optimum utilization of resources. Balancing short and long term priorities to maximize on results. Ensuring compliance of law.

2.5. ScopeThe scope of this IMS includes all SSGC operations including transmission and distribution of natural gas, construction of high pressure transmission and low pressure distribution systems. All physical locations including office buildings, Distribution offices, Transmission installations, P&C camps and Meter Manufacturing Plant are under the scope of IMS. However Meter Manufacturing plant is separately certified for ISO 9001 standard due to operational requirement of the organization.

Following sections of Integrated Management System standards are not applicable on SSGC due to the nature of services provided by the SSGC.

ISO 9001:2015 Clause – 8.3 Design and Development of Products and Services.ISO 9001:2015 Clause – 8.5.3 Property belonging to customers or external providers.ISO 9001:2015 Clause – 8.5.6 Control of ChangesThese exclusions do not affect SSGC’s ability or responsibility to provide services that meet customer(s) and applicable statutory and regulatory requirements.


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2.6. HSE&QA PolicySSGC is committed to provide a safe and healthy work environment for its employees, contractors and visitors. Every effort is made to ensure the quality of goods and services involved in various operations. In conjunction to this, it also ensures that the environment is protected and conserved where reasonably practicable by ensuring sustainable environmental practices. HSE&QA policy is developed which provides framework for the establishment of HSE&QA Objectives and KPI’s. HSE&QA Policy has also been communicated to all company staff through training and displaying at prominent locations of entire franchise area and at base camps of project sites. HSE&QA policy is reviewed in management review meetings by the senior management for any changes or amendments.

Senior management ensures that responsibilities and authorities are defined and communicated within SSGC to promote effective management of the IMS. Each position within SSGC has specific responsibilities, accountabilities and authorities in relation to the management of IMS in general and HSE Management system in particular. Roles and Responsibilities of various positions are adequately detailed in IMS Procedures.

2.7. HSE&QA Structure

Senior managers play a vital role in the success of HSE&QA programs at SSGC. Without the leadership, commitment and involvement of senior management, all HSE initiatives are unlikely to be successful. Keeping in view SSGC has adopted a unique approach to gain and maintain high levels of commitment of employee at all hierarchical levels. For that entire Franchise area is divided in 21 HSE Zones and geographical heads are assigned with the responsibility of Zonal HSE team leader. Any


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requirement of adding/restructuring of Zones is initiated by HSE&QA and subsequently approved by competent authorities. Details of these HSE Zones are as follows.

Zone Area/Location Zonal HSE team leader1 Head Office Complex Head of GS Division

2 Meter Manufacturing Plant Head of MMP

3 Karachi Terminal Head of Transmission Department

4 Distribution Central (ATC Building) Head of Distribution (Central Region)

5 Distribution East Head of Distribution (East Region)

6 Stores dept. (All locations) Head of Stores Department

7 ALL CFC & ALL Billing offices Head of Billing Department

8 Regional Office Hyderabad Regional Manager

9 Regional Office Nawabshah Regional Manager

10 Regional Office Sukkur Regional Manager

11 Regional Office Larkana Regional Manager

12 Regional Office Quetta Regional Manager

13 Head Quarter Shikarpur HQ In charge

14 Head Quarter Rohri HQ In charge

15 Head Quarter Nawabshah HQ In charge

16 Head Quarter Dadu HQ In charge

17 Head Quarter Hyderabad HQ In charge

18 Head Quarter Sibbi HQ In charge

19 Head Quarter Quetta HQ In charge

20 Projects & Construction (all permanent locations) Head of P&C Department

21 Distribution West -SITE & Dope yard Head of Distribution (West Region)

The successful implementation of the HSE programs depends on the involvement and participation of employees and fulfilling all aspects of business performance demonstrating commitment towards HSE. Therefore, all persons working within SSGC premises or under the authority of providing services to SSGC shall ensure that applicable HSE standards/procedures/policies are followed and implemented where practicable.

HSE&QAPolicy

Manual,SOPs &

Guidelines

Overview of HSE&QA Functions

KPIs, Objectives& Targets

HSE&QAPlans forProjects

Monitoring& Control

Evaluation & Reporting

Inspection& Audits

Awareness &Campaigns

Advisory Role

Trainings,Tool Box Sessions

Oper

atio

nSu

ppor

tGo

vern

ance


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3. TERMS & ACRONYMS

• Audit A systematic examination against defined criteria to determine whether activities conform to planned arrangements and whether these arrangements are effectively implemented to achieve the organization’s objectives. Audits are conducted by IMS personnel and/or external third parties.

• Continual Improvement Process of enhancing the IMS to achieve improvements in overall organizational performances. This Process may be conducted en-masse or systematically in stages.

• Contract A legal agreement between a Contractor or Supplier and SSGC for the delivery of goods and/or services.

• Contractor An organization or individual that provides a service to SSGC. (also referred to as a subcontractor of SSGC).

• Environmental Impact Any change to the Environment, whether adverse or beneficial, wholly or partially resulting from SSGC’s and/or its Contractor’s activities, products or services.

• Hazard A source or a situation with a potential for harm in terms of human injury or ill-health, damage to property, damage to the employee, environment, or a combination of these.

• Hazard Identification The Process of recognizing that a Hazard exists and defining its characteristics.

• Near Miss Any unplanned event that did not result in injury, illness or damage but had the potential to do so.

• Nonconformance A failure to comply with a requirement of SSGC’s IMS or any specific requirement

• Process A set of inter-related resources and activities that transform inputs into outputs.

• Risk Combination of probability of occurrence of a hazardous event or exposure and the resulting consequences.


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• Risk Management ProcessSystematic application of management policies, procedures and practices to the activities of communicating, consulting, establishing the context, and identifying, analyzing, evaluating, treating, monitoring and reviewing risk.

• Risk Assessment The Process of Risk Identification, analysis and evaluation.

ACRONYMS

SSGC Sui Southern Gas Company

IMS Integrated Management System

ISO International Organization for Standardization

OHSAS Occupational Health and Safety Assessment Series

HSE Health Safety & Environment

QA Quality Assurance

KPI Key Performance Indicator

PPE Personal Protective Equipment

CFC Customer Facilitation Centre

ATC Azad Trade Centre

PTW Permit To Work

JSA Job Safety Analysis

MOC Management Of Change

PPRA Public Procurement Regulatory Authority

NC Non-Conformity

GOP Government of Pakistan

CCD Corporate Communication Department

CRD Customer Relation Department

NEQS National Environmental Quality Standards

SEQS Sindh Environmental Quality Standards


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4. DOCUMENTED INFORMATIONThe Integrated Management System is divided into four structural Fragments:

HSE&QA Department

Sui Southern Gas Company

Integrated Management System Manual Revision No. 00

Issue Date Sep , 2016

Page 11 of 29

Integrated Management System Manual Sui Southern Gas Company

NC Non-Conformity GOP Government of Pakistan CCD Corporate Communication Department CRD Customer Relation Department NEQS National Environmental Quality Standards SEQS Sindh Environmental Quality Standards

4. DOCUMENTED INFORMATION The Integrated Management System is divided into four structural Fragments:

INTEGRATED MANAGEMENT SYSTEM STRUCTURE

LEVEL 1

LEVEL 2

LEVEL 4

IMS Manual

IMS Procedures

LEVEL 3

IMS Forms Work Instructions Process Standards Standards

9001:2015

14001:2015 18001:2007

HSE&QA Policy

Level One: HSE&QA PolicyLevel Two: IMS Manual which provides an overview and a road map of the Integrated Management

System.Level Three: IMS Procedures that describe the process flows and the responsibilities associated

with the operation of the IMS.Level Four: Other documentation giving detailed descriptions of tasks and responsibilities. These

include: 1. IMS forms2. Work Instructions3. Process Standards

Documented Information required by the integrated management system is controlled. A documented procedure “Documented Information Management” (SSGC-IMS/DIM-01) is established to define the controls needed i.e.:

a) to approve documents for adequacy prior to issue, b) to review and update as necessary and re-approve documents,c) to ensure that changes and the current revision status of documents are identified, d) to ensure that relevant versions of applicable documents are available at points of use,e) to ensure that documents remain legible and readily identifiable,f) to ensure that documents of external origin determined by the organization to be necessary for the

planning and operation of the integrated management system are identified and their distribution controlled, and

g) to prevent the unintended use of obsolete documents and to apply suitable identification to them if they are retained for any purpose.

SSGC is a progressive organization and with the technological advancement we also continually


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strive for improvement. In this regard, HSE&QA Department in collaboration with IT Department has initiated intranet based HSE applications/forms where data will be more reliable, transparent and readily accessible. Furthermore, HSE&QA applications/forms will be improved/changed taking into account the necessities of online documentation. This might lead to some changes in forms as compared to the forms previously developed during procedures development phase. The changes will be duly approved and communicated as per procedure.

5. RESPONSIBILITIES

All Employees• Are required to take all reasonable steps to ensure

their own safety, as well as the safety of colleagues, customers and community.

• Are required to familiarize and adhere to any legal requirements, HSE practices, standards and procedures developed and implemented.

• Are to adhere to the use of PPE, protective devices or clothing that may be required for their safety.

• Are to report to their line manager or supervisor the absence of any defect in any equipment, safety devices, and or working environment which may endanger him/her and others.

• Shall ensure the quality of goods and services are in accordance with SSGC’s technical specifications and standards.

Zonal HSE Team leader• Zonal HSE team leader is ultimately responsible for ensuring the full implementation of the

required IMS standards and procedures in their zones.• Is responsible to identify risks and hazards associated with the activities in their zones.• Is to timely report any deviations and or risks identified by the concerned departments/functions.• Is responsible to adopt and implement environmental initiatives within his/her processes and

operations so as to work towards a sustainable Environment.• Develops, leads and facilitates zonal HSE teams to carry out tasks in compliance to IMS

procedures.• Liaises with HSE&QA department on related matters.• Ensures that quality of works and activities in their respective zones are in accordance with SSGC

Standards and specifications.• Organizes and participates in HSE training Programs and campaigns.• Submits Quarterly HSE performance form timely.• Must keep all HSE related documentation/records/reports and ensure their access whenever

required.• Ensures that all incidents/near misses are reported as per Incident and Accident Management

Procedure.• In Zones where HSE&QA representatives are not present, Zonal HSE team leader will officiate for

HSE&QA responsibilities.

HSE&QA Department• Develops and Maintains IMS procedures, Policies and guidelines. • Caries out Risk identification with the support of Zonal HSE teams.• Caries out planned / unplanned Inspections and Audits.• Communicates the IMS procedures, policies to all employees.


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• Ensures overall IMS performance and continuous maintenance and improvement of the system.• Plans and Provides HSE&QA trainings to all employees, Contractors and suppliers.• Provides Periodic IMS Performance reports to Senior Management.• Responsible for communicating with regulatory agencies, Government bodies and Certification

bodies.

General Managers• Ensure that IMS Procedures and policies are communicated and understood in their respective

departments / operations.• Analyze work procedures to identify hazards; ensure effective controls are implemented to

eliminate or control those hazards.• Ensure individuals working in their operations have the proper safety equipment/tools and

personal protective equipment (PPE) to perform their work/task safely.• Ensure the implementation and overall effectiveness of SSGC HSE Programme in respective

departments.• Participate in HSE training Programs and campaigns.

Managing Director/Deputy Managing Directors• Are responsible to provide leadership role in development of IMS strategies, objectives and

policies• Monitor progress towards achieving the IMS targets and KPI’s • Ensure provision of adequate budget and resources for HSE program and initiatives

Contractors & Visitors• Contractor or any sub-contractor shall ensure that the projects/services/tasks/activities are carried

out in accordance with SSGC’s IMS procedures, contract terms and best industrial practices. • The Contractor or any sub-contractor shall provide and maintain at all times during the progress

of the project/services, adequate measures to safeguard all persons, equipment, property and the environment.

• All visitors to any of SSGC premises shall ensure that they adhere to the rules and regulations specified within the area/premises. Refer to the procedure “ Guidelines for suppliers & Contractors” (SSGC-IMS/GSC-08).

6. PLANNING OF INTEGRATED MANAGEMENT SYSTEM

6.1. HSE&QA ObjectivesFor the sake of improving and meeting the requirements of the company policies with respect to Health, Safety, Environment and Quality management systems, all departments and Zonal HSE team leaders establish SMART objectives. At SSGC, the objectives are set, shared, monitored and evaluated in the form of;

• Key Performance Indicators (KPIs)• Dash boards • Management Committee Meetings• Any other departmental objectives• Periodic Zonal HSE Meetings

For details refer to IMS procedure of “Performance Monitoring & Evaluation” (SSGC-IMS/PME-05).


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6.2. RISK MANAGEMENT

6.2.1. HSE RiskFor sustainable and efficient operations, relevant HSE standards must be adhered to as a top priority. We strongly believe that safe operational activities help in retaining skilled employees, boost confidence in operational plans and minimize cost related to HSE failures. Our ultimate objective is to minimize risks. Risk assessment methods are used to decide on priorities and to set objectives for eliminating hazards and reducing risks. Wherever possible, risks are eliminated through selection and design of facilities, equipment and processes. If risks cannot be eliminated, they are minimized by the use of physical controls or, as a last resort, through systems of work and personal protective equipment. Performance standards are established and used for measuring achievement. Specific actions to promote a positive health and safety culture are identified. All information about Safety hazards and Environmental aspects and their impacts are properly documented and shared. Zonal HSE teams in collaboration with HSE&QA department carry out Risk assessments and share with concerns for mitigation actions. For details please refer to procedure “Risk Assessment and Management” (SSGC-IMS/RAM-02).

6.2.2. Operational RisksIn recent years, government bodies and lending agencies have expanded regulatory compliance that warrants the development of risk management plans, policies and procedures. In addition various operational risks that can threat the continuity or sustainability of core business activities are also identified and possible controls are implemented. SSGC top management regularly reviews the adequacy of risk management processes. As a result, risk analysis, internal audits and other means of measuring the effectiveness of risk management processes have become major component of our business strategy.

Plan & ApplyAvoidance or

Reduction

Identify Risk Assess Probability & Impact

Define Contingency Plans

Monitors & Manage


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6.3. Operational Planning and ControlSSGC has developed operational procedures for Transmission & Distribution of Gas to meet the customer demands. In planning of efficient and timely distribution of natural gas we ensure that:

a) KPIs, Targets and Objectives are available for each department.b) Process and work instructions are well documented.c) The required verification, validation, monitoring, inspection and

test activities specific to the service and the criteria for service acceptance are provided at each stage.

d) System of Customer feedback and Continual Improvement is present.e) SSGC reviews the requirements related to the provision of Services. This review is conducted

prior to initiating services to the customer or interested party.

Records of the results of the review and actions arising from the review are maintained by concerned departments. (Refer to Transmission, Distribution, CRD operational procedures).

6.4. Legal and Other RequirementsSSGC has established and maintained a procedure to identify legal and other requirements of integrated management system. In this regard procedure “Legal and Other Requirements” (SSGC-IMS/LOR-09) is referred. SSGC Management assesses and adheres to all sorts of legislative, legal and other requirements to which the organization subscribes or may subscribe such as:

• GOP/Provincial Laws & Regulations• Industrial codes and practices• General environmental laws, licenses and permits• Agreements with public authorities • Non-regulatory standards & guidelines

7. COMMUNICATION & CONSULTATION

Open and proactive communications are established and maintained with Employees, Contractors, Regulatory agencies and Communities regarding the HSE&QA Policies, Procedures and Standards. Systems are in place to identify stakeholders and to receive, analyze and respond to community and regulatory bodies concerns and complaints regarding the company’s activities such as construction and maintenance of pipeline projects. Mechanisms are in place to resolve conflicts where they arise, through consultation and participation with stakeholders and their intermediaries. For details please refer to IMS procedure “Consultation and Communication” (SSGC-IMS/CnC-11)

7.1. Internal CommunicationEffective Internal communication is the single most important driver of SSGC team’s commitment towards Integrated Management system. Management is committed for free, fair and timely flow of information across the employees. By doing so SSGC team is more engaged and aware of organizational activities and management decisions that affect their jobs and assignments. Effective


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communication takes into account:

• Compliance to IMS policies and procedures.• Information shall be distributed ONLY to those specific internal audiences to whom the information

is relevant.• Maintaining Confidentiality where required.

SSGC has following means of internal communication;• Intranet and emails• Internal Memorandums• Use of Notice boards for posting relevant information • Monthly Flame magazine• Forums such as MCM, Board Meetings, Project review meetings etc.

7.2. External CommunicationCorrespondences received by external parties such as customers, suppliers and government agencies/authorities are responded by relevant function/department. Records of those are kept for references. For details IMS procedure “Consultation & Communication” (SSGC-IMS/CnC-11) is referred.

7.3. Corporate CommunicationCCD is involved in managing and orchestrating all internal and external communications aimed at creating favorable point of view among stakeholders on which the company depends. The Department acts through several functional areas including media, advertising, publications, Corporate Social Responsibility, social media, and accounts, with the common objective of combining SSGC’s diverse values and objectives into a cohesive message to the stakeholders including customers, media, government and non-governmental organizations.

Main Functions of CCD includes:• Building and sustaining a professional working relationship with stakeholders including customers,

media and general public.• Acting as an effective bridge between the management and stakeholders that primarily includes

media and customers.• Presenting Company’s version of diverse issues as a spokesperson.• Fulfilling Corporate Social Responsibilities (CSR) objectives of the company by focusing chiefly on

Education, Health and Environment.• Constantly improve corporate image through advertisements and media releases by stressing on

the Company’s energy conservation, anti-gas theft and recovery objectives as well as presenting a correct financial and operational picture.

• Removing negative perceptions in the minds of the stakeholders through constant verbal and non-verbal communication.

• Manage crisis effectively with a proactive approach through effective internal (with management) and external (with media) communications.

7.4. Corporate Social Responsibility (CSR)The functional area of Corporate Social Responsibility (CSR) is managed by SSGC’s Corporate Communication Department with the primary objective of engaging in actions that appear to further some social good and in doing so, making a tangible impact in the lives of communities it serves. The Company meets its CSR goals by investing in education (via scholarships, construction and monetary support), health (monetary support and provision of facilities), environment and community development projects (monetary support and direct involvement) to primarily benefit its stakeholders


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from Sindh and Balochistan. The CSR unit works cheek by jowl with public and private sector organizations subsequent to a proper need assessment of a particular project. Of late the Company has been investing in projects that ensure sustainability of communities and eco-system.

8. RESOURCE MANAGEMENT

Resource planning is carried out in view the SSGC projected business requirements in line with strategic objectives, guidelines and directives provided by GOP/Board of directors. All departments make projections about manpower requirements, infra-structural requirements and process for acquisition of the same. Management ensures to provide adequate resources essential for implementing and maintaining and continually improve the integrated management system. The overall philosophy in determining the resource requirements shall be:

i. Effective implementation and maintenance of IMS and the need for its continual improvement.ii. Continuous enhancement of customer satisfaction level and internal efficiency of the organization.iii. Development of state of the art facilities and infrastructure.iv. Staying current with international trends and best practices and assimilation of state-of-the-art

technologies.

8.1. Human ResourcesSSGC HR plays a strategic role in managing more than 11,000 employee, workplace, culture and environment. It contributes greatly to the overall company direction and the accomplishment of its goals and objectives. Timely provisioning of best required manpower as per requirements is of paramount importance. Departments/functions maintain their manpower as per the sanctioned strengths. Any additional manpower requirements are appropriately approved by competent authorities. HR department has established procedure for recruitment and a designated section of Human Resources is responsible for overseeing the recruitment activities for various positions. It is the policy of SSGC that neither race, religion, sex, disability, nor is political affiliation to be considered during hiring, retention and promotions.

8.2. Organizational KnowledgeAnother important aspect of overall human resource planning is the maintenance and upgradation of knowledge base and competence level of the entire workforce. Regular upgradation of knowledge and skills of the employees is ensured at all levels. HR department has dedicated sections to meet all in-house and external training requirements. A documented IMS procedure “Training and Development” (SSGC-IMS/TND-12) is in place to plan, execute, evaluate and improve the training process in order to sustain required growth and maintain niche in the core business activity.

Contractors and Visitors also attend HSE awareness sessions as required by the procedure “Guidelines for Suppliers & Contractors” (SSGC-IMS/GSC-08). Our contractors and suppliers provide competent and trained workers/staff required for any task or activity.


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We are committed to develop and train our workforce in following areas;a) IMS procedures and policies.b) Core Business operations.c) Job related skill development.d) Improving knowledge base of our employees by introducing

modern concepts and tools (Technical /Managerial) both from internal and external resources.

e) Emerging Leadership Programs for Trainees.

Our Organizational Development and training system ensures that;a) Employees have the required skills and training to competently perform their tasks in a healthy,

safe and environmentally sound manner.b) Qualifications and competency requirements for positions are documented and periodically

reviewed.c) Training needs are identified in consultation with employees.d) Training calendars and programs are developed and include ongoing periodic refresher training.

Training is provided by people with appropriate knowledge, skills and experience. Competency assessments are undertaken and training and assessment records are maintained.

e) Each Safety and Quality Critical Role or task and the personnel who perform these tasks are assessed for necessary competencies and skills before placing them on the job.

Training & Development Process

Motivated & Committed Employees

New Employees

Training & Development

Skilled Employees

Competent Managers

OutputProcessInput

Unskilled Employees

Potential Managers

8.3. InfrastructureWe ensure suitable facilities and work environment to facilitate our workforce in order to perform required operations efficiently. This includes planning, provision and maintenance of HO Building, CFC Buildings, Regional Offices and Headquarters, Vital Installations, Equipment, software and associated services. Top management regularly reviews, determines and updates the requirements for infrastructure on as and when required basis and make necessary arrangements through different departments of organization for timely availability of subject resources.

8.4. Work Environment Management ensures that a healthy, safe and conducive work environment is maintained for all employees. Company has determined and manages the work environment needed to achieve conformity to the standard requirements by providing all the required resources.


SSGC |Page 16

The human and physical factors of the work environment are properly addressed that directly affects the efficiency, safety and ergonomics of workforce. Considerable attention has been paid to ensuring that the work environment is entirely suitable for all employees/customers in order to meet the commitment towards Integrated Management System. Examples of initiatives to enhance the work environment for SSGC family include:

a) Adequate lighting facilityb) Good Housekeepingc) Air-conditioning in officesd) Proper Ventilatione) Parking space where requiredf) Communication (Cellular Phones and Microwave)g) Fire protection and fighting equipmenth) Provision of Food services where possible at subsidize ratesi) Accommodation at head quartersj) Fitness club facility at Head officek) Sports facility at Karachi terminall) Transportation facility for female employeesm) Free Medical Assistance

Management also ensures that accidents of any type are reported, immediate first aid is provided and reported, accidents are thoroughly investigated and required corrective and preventive actions are implemented in all departments.

9. PERFORMANCE MONITORING & EVALUATION

Health, Safety, Environmental and Quality performance data is collected, analyzed and reported to monitor and evaluate ongoing IMS performance and drive continual improvement. It comprises of measuring the actual performance outcomes or results against its intended goals. HSE&QA department maintains IMS reports containing all necessary information that is required to evaluate performance. SSGC plans and implements the monitoring, measurement, analysis and evaluation processes:

a) to demonstrate conformity to Services requirements,b) to ensure conformity of the integrated management system, andc) to continually improve the effectiveness of the integrated management system.

This includes mechanism and responsibilities for monitoring and measurement of IMS performance so as to determine compliance with policy, procedures, legislation and requirements of Integrated Management System. For details please refer to IMS procedure “Performance Monitoring & Evaluation” (SSGC-IMS/PME-05).

9.1. Quality MonitoringAll aspects of product/equipment/processes/operations which directly affect the performance of our core business activities are proactively identified, planned and dealt with utmost diligence. This mechanism of strict quality assurance at each stage are governed by;

• Requirements are determined as per National/International standards/protocols during the Planning and development stage of any project.


SSGC |Page 17

• Documented procedures where the absence of such procedures could affect quality.• The steps of the process will be defined and documented to establish a standard way of performing

the process to ensure quality.• Any relevant standards will be listed in the procedures along with criteria on expected work

standards and acceptance criteria.• SSGC top Management and departmental heads ensure the provision of correct equipment and

manpower for each task.• HSE&QA department periodically aggregate and analyze Quality performance data and provide

feedback to concern departments for initiatives to drive improvement in Quality performance.

9.2. Projects & Premises MonitoringHSE&QA team regularly monitors and verifies the compliance of HSE requirements at office buildings, Project sites, vital installations and canteens and shares the inspection reports with concerned Zonal HSE team leader or department head. HSE&QA team also trains and utilizes the members of the Zonal HSE team to assist in these inspections as part of an ongoing process to ensure that the work place is free from harm to employees and the environment and to ensure the effectiveness of control measures implemented to manage related risks.

9.3. Environmental Aspects MonitoringA procedure ‘Risk Assessment & Management’ (SSGC-IMS/RAM-02) is implemented to identify the environmental aspects of different processes/projects carried out at SSGC and their subsequent effects on environment. We are also committed to abide by all legal and regulatory requirements to minimize and control environmental impacts from its processes. A well-structured mechanism in line with NEQS/SEQS is in place to monitor air emission, effluents and noise pollution generated during various operations. The reports are published and shared with concerns in order to implement controls in case of any Non-Compliance.

9.4. Hazards MonitoringA procedure ‘Risk Assessment & Management’ (SSGC-IMS/RAM-02) is implemented to identify Hazards based on Risk assessment matrix and propose countermeasures across SSGC. In addition risk/hazards are identified in the form of HIRA, PTW, JSA and MOC depending upon the nature of potential risk/hazards. HSE&QA department encourages employees to report hazardous and/or unhealthful/unsafe working conditions and near-miss to concerned Zonal HSE team leader/Departmental head.

9.5. Health MonitoringSSGC has a mature system for monitoring health of employees where there is a risk to the health of an individual as a result of exposure to hazardous substances or any other occupational illness. HSE&QA department also conducts periodic medical examination of Meter Manufacturing Plant employees as mandated by Factory act 1934. In addition to that Medical Services department also provides counseling to employees on maintaining safe and healthy lifestyle. Also from time to time, health awareness campaigns along with tests regarding cholesterol, diabetes etc. are conducted to facilitate employees in maintaining good health.


SSGC |Page 18

9.6. Customer SatisfactionSSGC continually strives to improve its responsiveness towards its customers, anticipate customer requirements in order to meet the objective of un-interrupted natural gas supply. Customer Relation Department (CRD) carries out regular surveys. Customer feedbacks are also acquired as a Continual Improvement process. Data obtained is analyzed to identify gaps and devise improvement initiatives. Our 1199 is available 24/7 to assist customers on their queries. Customer facilitation centres (CFC) are strategically located across entire franchise area of Sindh and Balochistan province. Customer complaints are properly documented and reported for further review by senior managers of respective sections of CRD department.

9.7. Data Analysis And EvaluationSSGC determines, collects and analyzes appropriate data to demonstrate the suitability and effectiveness of the integrated management system and to evaluate where opportunities for improvement of the integrated management system can be made. This includes data generated as a result of monitoring and measurement of various process indicators and from other relevant sources.

The analysis of data provides information related to:a) Customer satisfactionb) Conformity to Services requirementsc) Characteristics and trends of processes and Servicesd) Supplierse) Injuries

9.8. Management ReviewRoutinely reviewing the SSGC Integrated Management system effectiveness to spur continuous improvement is one of the core objectives of Management Review Meetings. Management reviews in the form of Project review meeting and periodic zonal HSE meetings are routine evaluation of whether systems, functions and individual are performing as intended in compliance with Integrated Management system and producing the desired results as efficiently as possible.

The essence of these Management Review meetings are “Decisions”. These decisions are based on qualitative and quantitative analysis of data gathered and presented to Senior Management.

• Conformance To Standards/Policies/ Procedures

• Customer Feedback• Result of Audits / Accidents• Process Performance• Changes/ OGRA /NEQS/SEPA• Management Meetings• Corrective/ Preventive Action

• Improvement of IMS• Process Improvement• Improvement In Customer

Service• Resource Identification &

Provision

INPU

TS

OUTP

UTS

MANAGEMENTREVIEW

10. INCIDENT MANAGEMENT

All HSE incidents, including near miss, are reported, investigated, and analyzed to ensure that preventive actions are taken and learnings are shared throughout the organization. Incident investigations, including identification of root causes and preventative actions are conducted. Zonal


SSGC |Page 19

HSE team leaders and HSE&QA department ensure timely reporting, investigation and appropriate communication of all HSE incidents to meet SSGC incident management requirement as per IMS procedure “Incident and Accident Management” (SSGC-IMS/IAM-03).

11. EMERGENCY PREPAREDNESS & RESPONSE Systems are in place to identify potential emergency situations and their impacts. Plans, procedures and resources are in place to effectively respond to crisis and emergency situations to protect the workforce, Environment, public, customers and SSGC strategic assets. Crisis, emergency and business continuity plans are documented, assessed and clearly communicated. Personnel are trained to understand and implement crisis, emergency and business continuity plans, with respect to their own roles and responsibilities in the event of an emergency. Emergency equipment is made available and maintained in good order. Emergency Drills are periodically conducted including liaison with, and involvement of, relevant external stakeholders. For details please refer to IMS procedure “Emergency Response Plan” (SSGC-IMS/ERP-04)

12. PROCUREMENT & INVENTORY MANAGEMENTProcurement and inventory Management including those relating to the management of contractors and suppliers are integral to ensure the quality of products and services acquired by SSGC. SSGC ensures that purchased products & services conform to specified purchase requirements. We strictly follow Public Procurement Regulatory Authority (PPRA) rules to procure products/services. External providers are selected, assessed and re-evaluated as per PPRA guidelines. SSGC has established a procedure for ‘Procurement & Inventory Management’ (SSGC-IMS/PIM-06) which defines the process to control external providers.

12.1. Identification And TraceabilitySSGC identifies the products and Services by suitable means throughout the service life. Primary identification for contracts is “Contracts numbers”. This number serves the purpose to track the contract/project at all stages. Incoming material is properly identified by means of tags, marks or notes. Nonconforming material is identified and marked properly at all stages.

12.2. PreservationSSGC preserves the services during internal processing and delivery to the intended destination in order to maintain conformity of service requirements. As applicable, preservation includes identification, handling, packaging, storage and protection. Preservation also applies to the constituent parts of related service such as providing Gas connection to customers.

12.3. Post Delivery ActivitiesWe also carry out post-delivery activities by responding to complaints and queries from User Department.

13. CONTRACTORS, SUPPLIERS AND VISITORSBeing a public utility company, SSGC follows the regulatory requirements set forth by PPRA. Contractors and Suppliers are assessed for their capabilities and competencies to provide goods and services to SSGC. During selection, it is ensured that their HSE performance is aligned with SSGC IMS and best practices. Effective arrangements are in place to safeguard the health and safety of Visitors in SSGC premises. Suppliers and Contractors are required to


SSGC |Page 20

provide information on the Risk Assessment performed and the identified hazards associated with their equipment, products and services, prior to their delivery or commencement of work. The past performance of a supplier /contractor is to be considered during tendering, selection and appointment process. Once engaged the supplier’s performance is continuously monitored. For details please refer to IMS procedure “Guidelines for Suppliers and Contractors” (SSGC-IMS/GSC-08)

14. AUDITS & INSPECTIONSIMS performance and SSGC operations are monitored and assessed through periodic inspections and audits to identify trends, measure progress, assess conformance and drive continual improvement. Internal/External audits and inspections are conducted to;

a) Ensure that Integrated Management System has continued to fulfill requirements of ISO 9001, ISO 14001 and OHSAS 18001

b) Ensure system of Internal Audits and Management Reviews are in place.

c) Review actions taken on nonconformities identified during previous Audits

d) Evaluate handling of customer complaints.e) Evaluate the continued effectiveness of the Integrated management

system, with regard to achieving KPIs and Objectives.f) Evaluate legal and statutory compliance are well understood and met.g) Evaluate progress of planned activities aimed at continual improvement.h) Verify the adequacy of Operational Controls.i) Identify any areas for potential Improvement in existing IMS.

An audit program is planned taking into consideration the status and importance of the processes and areas to be audited as well as the results of previous audits. The audit criteria, scope, frequency and methods are defined. The selection of auditors and conduct of audits ensure objectivity and impartiality of the audit process. The responsibilities and requirements for planning and conducting audits, and for reporting results and maintaining records are defined in an IMS documented procedure “Internal audit” (SSGC-IMS/IA-10). Zonal HSE team leader ensures that any necessary corrective and preventive actions are taken without undue delay to eliminate detected nonconformities and their causes. Follow-up activities include the verification of the actions taken and the reporting of verification results.

A typical audit cycle includes the following steps:

AuditCycle

Standards / SOPs / Work Instructions

Report theidentified gaps

Comparisonwith standards

DataCollection /

Measurement

Follow-up ofCorrectiveActions


SSGC |Page 21

14.1 Non-Conformance & Corrective ActionsNon-conformances and potential non-conformances are managed systematically to promote the continuous improvement of SSGC Integrated Management system. Corrective Actions (including preventative actions) are implemented as a means of addressing identified non-conformances and causal factors. Corrective Actions may also be implemented proactively to address circumstances that have the potential to cause injury, environmental harm or non-conformances. All Non conformances during audits/inspections are identified and reported using form “SSGC-IMS/IA-F-03”.

IMSProcedures

IMS Handbook

IMS Procedure IMS Handbook

SSGC |Page 25

DOCUMENTED INFORMATION MANAGEMENT

IMS PROCEDURE SSGC-IMS/DIM-F-01

Documented Information ManagementRevision 00

Issue Date: June, 2016HSE&QA

Department

IMS Handbook IMS Procedure

SSGC |Page 26

1. PURPOSE:To ensure that: a. All SSGC’s IMS documented information is properly reviewed

and approved prior to issue, available at appropriate locations and changes to documented information are properly authorized and indicated.

b. All documented information related to SSGC’s IMS are properly filed, indexed, stored, retained and disposed after retention period.

2. SCOPE:This procedure applies to all documented information related to SSGC’s Integrated Management System.

3. RESPONSIBILITIES:a. In-charge HSE&QA is responsible for controlling and managing SSGC’s Integrated Management

System’s documented information.b. In-charge HSE&QA maintains the Master list of documented information indicating the revision

status and distribution of all documented information under the document control system.c. Concerned Departmental Heads are responsible for controlling of documented information related

to their departments/locations.d. Concerned Departmental Heads are also responsible for maintaining the master list of documented

information used in their departments.

4. PROCEDURE:

4.1 Identification of Documented informationThe documented information is identified by title or document number or both. The hierarchy of IMS documented information is given below:

4.2 Documented Information Approval and IssueAfter the preparation and numbering of documented information, it is reviewed and approved as per approval hierarchy. All documented information related to SSGC’s Integrated Management System is properly controlled, updated and authorized. Master list of documented information is maintained. The list includes all documented information related to SSGC’s IMS with their current issue/revision status. Prior to issue and release, documented information is reviewed for adequacy and correctness.

Importance of documentation

• A written account of activities as they happened.

• Written proof that something was done or said.

• Record for future reference.

Level IPolicy

Level IIIMS Manual

Level IIIIMS Procedures

Level IVIMS Forms/Formats/work Instructions



SSGC |Page 27

Documented Information Approval Flow Chart

HSE&QA is responsible to distribute hard copies of all documented information to departmental and zonal heads or any other relevant authority. However, soft copies are also uploaded as ‘Read Only’ on local intranet server of SSGC. Document distribution sheet accompanies the distribution of SSGC IMS Manual, SSGC IMS Procedures and other IMS related documented information and is also signed by receiver. The documented information distribution sheet is maintained by HSE&QA department.

4.3 Documented Information ControlThe following documented information is under the document control system:

a. HSE&QA Policyb. SSGC IMS Manualc. SSGC IMS Procedures and relevant forms/formatsd. Project based HSE&QA Plan

Identify the need for new document

Document title and number

Draft document

Document under approval

Document ready for release

Approval

Chan

ge

requ

ired

Chan

ge re

quire

d

Review as per approval hierarchy

If it’s not in writing, it didn’t

happen.



SSGC |Page 28

4.3.1 Control of documented informationA controlled documented information must meet the following conditions:

a. It must be numbered or coded according to the defined numbering scheme.b. It must be reviewed and approved before issue.c. Changes in documented information must be authorized and controlled.

All controlled copies are authorized/signed by In-charge HSE&QA before issuance to concerned receivers.

4.3.2 Control of documented information of external originFollowing documented information used in the company are of external origin:

a. Legislation and Regulations;b. IMS Standards (ISO 9001, ISO 14001, BS OHSAS 18001)

These external origin documented information needs not to be numbered nor approved by the concerned authority. All external documented information is maintained in List of documented information of external origin.

4.3.3 Obsolete CopiesIn-charge HSE&QA through Zonal HSE Team Leaders ensures that obsolete documented information is promptly removed from all points of use.

4.4 Changes in the documented informationRevisions/changes in the documented information are necessitated under the following circumstances:a. Changes proposed by any SSGC executive to improve the processes.b. Changes necessitated by the induction of new processes/equipment.c. Revisions required due to change in national/international standard.

Any Executive of SSGC can initiate the change duly authorized by their departmental/sectional head. The change/revision is routed through Documented Information Change Request Form, which is submitted to In-charge HSE&QA. The proposed changes in the documented information are reviewed and approved by In-charge HSE&QA and his team. In case of any major changes approval may be sought from higher management/same authority who reviewed and approved the original document.

Changes are identified in the IMS Manual/Procedures by making entry on ‘Change and Approval Record’ page. Changes in other documented information are indicated by revision number. The revision / issue status of the changed documented information is updated and maintained in the Master List of documented information.

Furthermore, grammatical mistakes & typographical errors are not considered even as minor changes and are not likely to be recorded on the documented information change request form. Revision number is not incremented in this type of change.

4.5 Documented Information Numbering SystemThe company has defined a numbering scheme for unique identification of documented information pertaining to IMS. Following is the numbering scheme used to identify documented information:

a. SSGC IMS Manual SSGC-IMSM-YYb. SSGC IMS Procedures SSGC-IMS/XXX-YY



SSGC |Page 29

Where: SSGC represents the company i.e. SSGC (Sui Southern Gas Company)IMS represents Integrated Management SystemXXX represents the Procedure abbreviation YY represents unique sequential number of documented information

Example: SSGC-IMS/DIM-01

Furthermore, for other documents like Policy, HSE&QA Plan etc. following numbering scheme can be used:

SSGC - Document Name or Document Abbreviation – Unique 2 Digits.

4.6 Documented Information (Forms) identificationDocumented information (Forms) mentioned in IMS Procedures are identified according to the numbering scheme defined in this manner:

SSGC-IMS/XXX-F-ZZ

Where: SSGC represents the company i.e. SSGC (Sui Southern Gas Company)IMS represents Integrated Management SystemXXX represents the Procedure abbreviationF represents Form ZZ represents sequential Form/Format NumberExample: Master List of documented information “SSGC-IMS/DIM-F-01”.

4.6.1 Documented Information Filing and StorageHard copies of documented information to be filed and stored in proper manner. All efforts to be made to make these forms IT enabled and where possible, soft copies to be made available.

Documented information is normally stored by the same department that initially established the documented information. Care is taken to store the documented information in a clean and dry place. Special instructions (if any) are followed in case of any particular storage requirements.

4.6.2 Documented Information MaintenanceDocumented information is maintained at all departments/sections/HSE Zones by their relevant departmental heads/sectional In-charges. Zonal HSE Team Leaders are responsible for keeping documented information in a manner that ensures their safety, accessibility and protection from deterioration. Master List of documented information is maintained by In-charge HSE&QA and concerned departmental heads.

4.7 Retention PeriodThe retention period of documented information is established for certain periods during which the record may be required for study or verification. Retention period is defined based on the following factors:

a. Frequency of record generationb. Contractual, legal or GOP obligations

Retention periods are provided in the Master list of documented information. After the end of retention period, the file(s)/document/documented information may be destroyed/shredded.DOCUMENTED INFORMATION MANAGEMENT


SSGC |Page 30

5. REVIEW & APPROVAL OF DOCUMENTED INFORMATIONThe review/approval of all documented information system is based on the following hierarchy. However In-charge HSE&QA may request other functions to review or approve the documents if needed.

Documents Reviewing Authority Approving AuthorityHSE&QA Policy Div. Head & In-charge HSE&QA Managing Director

IMS Manual Div. Head & In-charge HSE&QA Managing Director/DMD (CS)

IMS ProceduresIn-charge HSE&QA and Concerned

Departmental Head (if required)Div. Head/DMD (CS)

6. DOCUMENTED INFORMATION

Record No Record Name Maintained by Retention Period

SSGC-IMS/DIM-F-01Master List of Documented

InformationHSE&QA Department 3 Years

SSGC-IMS/DIM-F-02Documented Information

Distribution SheetHSE&QA Department 3 Years

SSGC-IMS/DIM-F-03Documented Information

Change Request FormHSE&QA Department 3 Years

SSGC-IMS/DIM-F-04Master List of Documented

Information of external originHSE&QA Department 3 Years


IMS Handbook

SSGC |Page 31

IMS FORM SSGC-IMS/DIM-F-01

Master List of Documented Information Revision 00

Issue Date: June, 2016

Document No. Document Title Approved By Latest Revision Date

01 02 03 04

HSE&QADepartment

IMS Handbook

SSGC |Page 33

S. No. Doc. No. Document Name

Issue Date Department Recipient name & sign


Documented Information Distribution SheetRevision 00


Department

IMS Handbook

SSGC |Page 35


Documented Information Change Request FormRevision 00


Initiator: Department:

Document Name:

Document Number: Date:

Initiator’s Departmental Head Name & Signature:

REASON FOR CHANGE:

REQUESTED CHANGE:

Reviewed By: Date:

Approved by: Date:

*Updated document(s) to be attached.

HSE&QADepartment

IMS Handbook

SSGC |Page 37

DOCUMENT TITLE

PROVIDED BY KEPT BY DATE RECEIVED REMARKS


Master List of Documented Information of External Origin

Revision 00


Department


SSGC |Page 39

RISK ASSESSMENT & MANAGEMENT

IMS PROCEDURE SSGC-IMS/RAM-02

Risk Assessment & ManagementRevision 00


Department



SSGC |Page 40

1. PURPOSEThe purpose of this procedure is to define mechanism and responsibilities for:

a. Identification, control, monitoring and management of occupational health and safety hazards and its associated risks for:

i. SSGC existing facilities/installations ii. Any routine/non-routine activity, performed within permanent locations

or outside permanent locations of SSGC, that requires prior permit/safety analysis to identify and mitigate safety risks

iii. Any new projectb. Providing guidance to employees in relation to hazard identification, risk

assessment and risk control in respective areas.c. Identification, control, monitoring and management of environmental aspects and assessment of

its impacts.

2. SCOPEThis procedure is applicable to the identification of occupational health and safety hazards and associated risks, environmental aspects and impacts associated with activities, processes and equipment related to SSGC existing facilities/installations, any new project or any routine/non-routine activity, performed within permanent locations or outside permanent locations of SSGC, that requires prior permit/safety analysis to identify and mitigate occupational health and safety risk.

3. DEFINITIONS & ACRONYMSa. HAZARD: Source or situation with a potential for harm in terms of injury or ill health, damage to

property, damage to workplace environment, or a combination of these.b. RISK: Combination of probability of occurrence of a hazardous event or exposure and the resulting

consequences.c. RISK MANAGEMENT: The set of control measures used to reduce or eliminate specific risk.d. RISK ASSESSMENT: Risk Assessment is a systematic approach to hazard identification. This is

the overall process of estimating the priority of risk and deciding significance of risk.e. RISK ASSESSMENT METHODOLOGY: Risk priority shall be defined by the risk assessment

matrix. Hazards related to applicable legal requirements will fall in the high risk category.f. HIRA: Hazard Identification and risk assessment.g. EAIA: Environmental Aspect and Impact Assessment.h. IEE: Initial Environment Examination.i. EIA: Environment Impact Assessmentj. ILL HEALTH: Identifiable, adverse physical or mental condition arising from and/or made worse

by a work activity and /or work related situation.k. OHS&E: Occupational Health, Safety & Environment.l. PTW: Permit to Work.m. MOC: Management of Change.n. MOC Owner: The employee who initiates the MOC.o. JSA: Job Safety Analysis.p. EXECUTING DEPARTMENT: It refers to the department performing the work or is responsible to

get the work done through contractor.

4. RESPONSIBILITIES

4.1 Corporate HSE&QA In-charge a. Managing OHS&E risks and their controls.b. Reporting to Senior Management on OHS&E related issues.

Risk management is the integral part of all activities and is the responsibility of all employees at all levels.



SSGC |Page 41

c. Providing support to corporate HSE&QA team and zonal representatives.d. Liaise with zonal HSE team leaders/HSE&QA representatives for implementation of this procedure.

4.2 Zonal HSE team leaders a. Carrying out HIRA, providing and utilizing resources to identify and review OHS&E risks and

implementing their controls in consultation with corporate HSE&QA team.b. Ensuring that employees, contractors and visitors have sufficient knowledge related to OHS&E.c. Maintaining records of the OHS&E with the help of local HSE&QA team.d. Implementing this procedure. Liaise with corporate HSE&QA team if required.

4.3 Zonal HSE&QA representativea. Coordinating with Zonal HSE team leader for carrying out HIRA and EAIA in their zones.b. Liaise with corporate HSE&QA team and zonal HSE team leader for OHS&E.c. Reviewing/monitoring HIRA and EAIA in their zones and providing input on any changes.

4.4 Departmental Head of Executing DepartmentAcquiring PTW for any activity that requires prior permit to identify and mitigate safety risks. Ensure implementation of JSA for job/activity performed outside SSGC permanent locations.

4.5 EmployeesParticipating in the identification and assessment of OHS&E risks when required by either Zonal HSE team leader or HSE&QA representative.

4.6 Visitors & ContractorsIdentifying and reporting any risk or hazard at any location of SSGC. This also includes the worksites and SSGC temporary locations during project executions.

5. DECISION MATRIX

Type of Risk/Hazard

AssessmentMethodology Responsibility

HIRAPeriodic risk assessment of SSGC’s existing facilities/installations such as Head office, Headquarters, Regional offices etc.

Zonal HSE team leader

PTWOn-site Risk assessment (for Permanent Locations) for any routine/non-routine activity that requires prior permit to identify and mitigate safety risks

Departmental head/Contractor executing the task/activity requiring PTW

JSAOn-site Risk assessment (for Field Locations) for any routine/non-routine activity

Departmental head/Contractor executing the field activity

MOCRisk assessments for new Projects, major changes or modifications in existing designs and infrastructure

MOC owner

6. PROCEDURERisk Assessment and Management Procedure is divided into four sections, based on the type of risk assessment needed.

a. Section 1 : Hazard Identification and Risk Assessment b. Section 2 : Permit to Workc. Section 3 : Job Safety Analysisd. Section 4 : Management of Change

Always be proactive about safety!

Report Hazard before it results in an Accident



SSGC |Page 42

6.1 Hazard Identification and Risk AssessmentThe Zonal HSE team leader in consultation with local HSE&QA representatives plan and initiate the HIRA and EAIA process. The assigned team must be competent and have enough knowledge of the entire process. Cross functional teams are recommended for such activity to cover all aspects during assessment. The record of OH&S risk assessment is maintained in Hazard Identification & Risk Assessment Form (SSGC-IMS/RAM-F-01). The identification/assessment process shall take into account:

a. Routine & non routine activities, any emergency situations.b. Activities of all persons having access to the SSGC permanent and temporary locations.c. Human behaviors, capabilities and other human factors.d. Designing of work processes.e. Material in use.f. Infrastructure, equipment and materials at the workplace or project site, whether provided by

organization or others.g. Changes or proposed changes in the organization, its activities or materials. h. Fabrication, installation & commissioning.i. Handling & disposal of waste material.j. Purchase of goods & services.k. Any applicable legal obligations relating to risk assessment and implementation of necessary

controls.l. Before commencement of any new operation / activity. m. Periodic Review for updating the existing hazard identification and risk assessment information

Risk/Impact assessment process normally has following steps:

1.Identify the Risk/Impact

4.Review /

Monitor the efficacy of

Control

3.Implement

Control

2.Assess the Risk/Impact

Section

1Hazard Identification and Risk

Assessment



SSGC |Page 43

6.1.1 Risk Assessment MatrixRisk assessment should be carried out as per assessment matrix below.

Probability

Very Likely Likely Unlikely Very Unlikely

Cons

eque

nces

Catastrophic High High High Medium

Significant High High Medium Medium

Harmful High Medium Medium Low

Negligible Medium Medium Low Low

HAZARD CONSEQUENCE RATING TABLE

Catastrophic Hazard may cause death or total loss of one or more bodily functions. In case of failure a huge financial loss will occur.

Significant

Hazard may cause severe injury, illness or permanent or partial loss of one or more bodily functions (e.g. prolong exposure to asbestos resulting in Asbestosis or prolong exposure to paint fumes resulting in Chronic Lung Disorder), or serious property damage, loss that may result in disruption of SSGC core activities.

HarmfulHazard may cause a reportable incident i.e. an incident that results in the employee being unable to undertake their normal duties and may need medical treatment, or property damage, loss that result in partial disruption of SSGC core activities.

Negligible Hazard may cause minor injury, illness or property damage, first aid treatment is required only, very low financial loss.

PROBABILITY RATING TABLE

Very Likely Exposure to hazard likely to occur frequently. Similar incidents reported more than once in SSGC during last 2 years

Likely Exposure to hazard likely to occur but not frequently. Similar incidents reported once in last 2 years in SSGC

Unlikely Exposure to hazard unlikely to occur.

Highly Unlikely Exposure to hazard so unlikely that it can be assumed that it will not happen.

RISK PRIORITY TABLERisk Priority Definitions of Priority

High Situation is considered critical, stop work immediately or consider cessation of this operation/task.Must be fixed ASAP, Zonal HSE team leader should take immediate actions

Medium Is very important, must be fixed within two weeks, Zonal HSE team leader considers short term and/or long term actions.

LowIs still important but can be dealt with through scheduled maintenance or similar type of action However, if solution is quick and easy then fix it immediately.Review and/or manage by routine procedures.

Risk Priority



SSGC |Page 44

6.1.2 Risk Control

The hazards and risks are controlled through ‘operational controls’ by considering the following hierarchy

a. Elimination: The best way to control a hazard is to eliminate it. This can be achieved by making changes to the work process so that the task is no longer carried out, or by physically removing the hazard altogether. Elimination is the most effective way to control hazards and should be used whenever possible.

b. Substitution: Substitution is the second most effective method for controlling hazards and risks. It is similar to elimination but involves the substitution of one higher priority risk by another lower priority risk.

c. Engineering: Engineering controls are implemented by making changes to the design of an equipment or process to minimize its hazard. Engineering controls are based on the concept of “Doing it right the first time”. Departments shall incorporate this concept during planning phase of any project/process and must seek out for best possible solution in terms of OHS&E.

d. Administrative: Administrative controls involve making changes to the way in which people work and promoting safe work practices via education and training. Administrative controls may involve training employees in operating procedures, good housekeeping practices, emergency response in the event of incidents such as fire or employee injury, and personal hygiene practices.

e. Personal Protective Equipment (PPE): Use of PPE will kick-off where no other controls stated above are possible. PPE should be properly identified for specific process/job.

6.1.3 Environmental Aspect Identification & Impact Assessment

6.1.3.1 Environmental AspectsAn Environmental aspect is any element of SSGC business operation that negatively affect the Environment. While conducting environmental assessment, following aspects are usually considered.

Emissions to air Water Discharges

Solid non-hazardous waste Solid Hazardous Waste

Consumption of natural resources/ Energy

Noise

Heat Odor

Dust Vibration

Effect on visual/ aesthetics Use of Ozone depleting substances

Use of radioactive/ nuclear material Spillage of chemicals

Elimination

Substitution

Engineering

Administrative

PPE



SSGC |Page 45

For identification of environmental aspects and impact, each process/activity/equipment is assessed for its inputs and outputs. The inputs can be raw materials, utilities, energy etc. The output can be atmospheric emissions, liquid effluents, noise, hazardous/non-hazardous wastes, vibration etc.The inputs, outputs, environmental aspects, their associated impact and controls are recorded on Environmental Aspect & Impact Assessment Form (SSGC-IMS/RAM-F-02).

6.1.3.2 Control of Aspects having Significant Environmental Impact

The significant environmental risks require control measures to eliminate or reduce the impact to a tolerable level either by establishing objective or through application of controls by considering the 4R methodology i.e.; Reduce, Reuse, Recover and Recycle. Some of the suggested operational controls are listed below:

a. Design of environmental friendly processes/operations. b. Isolation or enclosure of hazardous material storage, process or

noisy equipment. c. Mechanical exhaust systems / booths for controlling toxic materials. d. Replacement of potentially unsafe equipment or machinery with

new equipment/machines that meet environmental standards e. Electrical or mechanical safety interlock, guards, indicators. f. Safety devices (Relieve valves, NRVs, indicators etc.), measuring or monitoring devices /

gauges, computerized feedback monitoring and control systems. g. Environmental friendly disposal or treatment systems etc. h. Fire prevention / suppression systems. i. Containment walls. j. Scrubbers. k. Dust Collectors. l. Other controls: Training, SOP

How we can help: Turn off lights, fans

and computers when they are not in use.

Set printers to use both sides of the page by default.

Carefully close the water tap after use.

REDUCE CARBON FOOTPRINT

What we can do:• Recycle: what you can• Reduce: avoid unnecessary

consumption of resources• Reuse: Buy items that are

reusable and reuse them • Unplug electrical devices that

are not in use• Avoid unnecessary driving• Use LED bulbs• Plant a tree



SSGC |Page 46

The record of operational controls on significant environmental risks is maintained on ‘Environmental Aspect & Impact Assessment Form (SSGC-IMS/RAM-F-02).

After identification of aspects and assessment of impacts, it is sent to HSE&QA Department for reviewing adequacy and correctness. Where required, Incharge HSE&QA suggests necessary changes or improvement in risk assessment to concerned Zonal HSE Team Leader.

6.1.3.3 Aspect & Impact Assessment Review & MonitoringZonal HSE Team Leader ensures that environmental aspects and impacts related to the activities/processes/equipment are kept current by conducting the same assessment:

a. Once every six months to update the information and identify new environmental aspects. (Use SSGC-IMS/RAM-F-02 for recording new impacts and aspects.)

b. Also carry out assessment for new or changes in activities / processes / equipment.

c. When there is a change in laws & regulations.

6.1.3.4 IEE (Initial Environment Examination) / EIA (Environment Impact Assessment)In addition to all of above assessments, SSGC will carry out IEE / EIA as required by regulatory requirements for new projects. It is the responsibility of corporate HSE&QA head/ADMD (CS) to ensure the compliance for all new projects.

Section

2 Permit to Work

6.2 Permit to Work (PTW)A Permit to Work (SSGC-IMS/RAM-F-03) is needed for any routine/non routine activity (Conducted within permanent locations of SSGC) where the work could expose persons to specific hazards. PTW should be acquired and maintained in the zones where job/activity is carried out. Normally following activities require PTW:

a. Task based Hot Work operation (Welding, Brazing, Cutting, Grinding)b. Confined space working (tank cleaning etc.)c. Maintenance Work on High Voltage electrical equipmentd. Any janitorial service involving Safety Riskse. Any Maintenance activity by any department/contractor which compromises critical safety system f. Work involving interaction with asbestosg. Work in areas where there is a risk of exposure to hazardous chemicals or microorganismsh. Any job/task/activity that requires additional precautions.i. Any specific activity performed during development, modification and up gradation of SSGC’s

Vital Installations including (SMS/Valve Assembly/TBS/PRS etc.)

6.2.1 ExclusionFollowing activities are not under the scope of PTW management:

a. Providing Gas connections to new customersb. Emergency Response to Consumer calls (1199)

When combusted• One liter of Diesel

produces 2.68 kg of CO2

• One liter of Petrol produces 2.31 kg of CO2

• One MMBTU of Natural Gas produces 53.07 kg of CO2



SSGC |Page 47

c. Planned enhancement of Distribution networkd. Work on live pipelines like hot tapping, installing Service Tee etc.e. Any major/minor rehabilitation/reinforcement work.

6.2.2 ResponsibilitiesS.No Functions Details Responsibility

1 Executing Authority

The department intends to carry out the task/activity that requires PTW.

Situation may arise where Executing Authority is same as Area Authority (e.g. HQs).

Fill out the PTW form. Ensures that task/activity is carried out according to the SOP and controls are implemented to ensure safe operations.

Immediately report any incident happened during execution of job to Incharge HSE&QA.

2 Area Authority Area/Facility where the task/activity is carried out

Authorize PTW and verify the compliance during the execution of task/activity.

Authorized to stop work in case of noncompliance to PTW requirements.

3 ContractorThe Individual/organization carrying out the Task/ Activity on behalf of the executing department

Liaise with executing department to ensure the controls are implemented as per requirement identified in PTW

4 HSE&QA

HSE&QA will identify the risk/ hazards associated with the activity/task and propose controls. In Zones where HSE&QA representatives are not present, Zonal HSE team leader will officiate for HSE&QA responsibilities.

If required, Monitor the task/activity during execution and identify any gaps related to proposed controls. Responsible to close the PTW and maintains records.

Authorized to stop work in case of noncompliance to PTW requirements

6.2.3 PTW Process Flow

Executing Department

Execute the JobPhysical

inspection of the work site

Monitoring of thetask/activity

Closing andrecording of the

permit

Identify risk/controls and fill outPTW form section C

Fill out PTW Form Section B

Submitted forapproval

Fill out PTW Formsection A

Any Task/activityrequires PTW

IfRequired

HSE & QADepartment

Area Authority

PTW Process Flow

Not

App

rove

d

Approved



SSGC |Page 48

6.2.4 Permit DisplayCopy of the permit to work should be clearly displayed at the work site or in a location close to where the work activity is being undertaken. Executing department/Contractors are also required to ensure that a copy of the permit to work is kept and made available upon request by Area Authority/ HSE&QA.

6.2.5 PTW ClosureOnce the task/activity is completed the PTW form is returned back to HSE&QA /Zonal HSE team leader for closing and updating the records. A new PTW is required if the task/activity is not completed within stipulated time frame mentioned on PTW.

Section

3 Job Safety Analysis

6.3 Job Safety Analysis (JSA)Job safety analysis is needed for any routine/non-routine activity (Conducted outside permanent locations of SSGC i.e. Field Locations) where the work could expose persons to specific hazards. Normally following activities require JSA (SSGC-IMS/RAM-F-04):

a) Work on live pipelines like hot tapping.b) Any major/minor rehabilitation/reinforcement/maintenance work on existing distribution/

transmission network.c) Installing service connection for new schemes, (Blanket JSA may be carried out for each scheme).d) Any Emergency maintenance work.e) Any particular job/activity requiring JSA as necessitated by HSE&QA.

6.3.1 ResponsibilitiesS.No Functions Details Responsibility

1 Activity In- charge/ Supervisor

Individual who is assigned to carry out the task/activity requiring JSA

• List down the activities step wise and identify hazards and their controls

• Ensure that task/activity is carried with proposed controls

• Ensure the team/equipment involved are competent and safe

• Report any untoward situation

2 Head Of Executing Department

Head of the department who is authorizing the task/activity requiring JSA

• Authorize JSA • Ensure Adequate resources are provided to carry out

the task/activity in safe manner• Select competent team and team leader for the

activity/task• Submit a copy of JSA prior to job execution to

HSE&QA/Zonal HSE Team Leader

3 Contractor

The Individual / organization carrying out the Task/Activity on behalf of the executing department

Liaise with executing department to ensure the controls are implemented as per requirement identified in JSA



SSGC |Page 49

Section

4 Management of Change

6.4 Management of Change (MOC)Risk Assessment for any new project, major modification in existing design /facility/installation will be carried out using MOC methodology.

6.4.1 Responsibilitya. MOC OwnerMOC owner is responsible to fill out the designated section of the MOC form (SSGC-IMS/RAM-F-05)which briefly describe the details /scope of the project.b. Area AuthorityArea authority is responsible to identify the possible impacts of the change that is taking place. Generally Geographical head/Zonal HSE Team Leader is considered the area authority.c. HSE&QA DepartmentHSE&QA Department is responsible to authorize the change after assessing the risk and their controls.

6.4.2 MOC Process Flow

Area AuthorityMOC owner HSE&QA Department

Identify the need for MOC

Fill out designated section of the Form

Retu

rn in

cas

e of

any

clar

ifivc

atio

ns

Decides if MOC can be considered

Approved

Identify the possible impacts of change

Scrutinize andAuthorize the

change

Proceed with the Change

Monitoring of the task / activity

Record the change

Physicalinspection of the

work site

If Required

MOC Process Flow

7. Typical SSGC Operational Hazards and their Possible ControlsSome of the common Hazards related to SSGC operations are tabulated below and may be used while doing Risk assessment. There might be other hazards related to a particular activity/ operation or process. These hazards should be identified accordingly along with possible controls.



SSGC |Page 50

PHYSICALHazards Control MeasuresAdverse weather Shelter, personal protective equipment (PPE; cold, wind/rain-proof)

Poor/Bad housekeeping Improved safety attitude, good management, safety inspection, good work layout

Contact with hot/cold surfaces

Insulation, guarding, PPE (gloves, face shields, insulated clothing)

Drowning Life guarding, lifesaving equipment, presence of First Aiders

Excavation work Physical barriers; fencing, shoring, safe system of work, signs, caution tape

Fall from heightEdge protection, safety lines/harnesses, safe means of access, (e.g. scaffolding), safe system of work (e.g. permit to work)

Fall of material from height Alternative storage, physical means of securing

LightingGood work area design and lighting equipment, measuring of illumination (LUX level), appropriate lighting

Awkward lifting while laying pipes in trenches

Define weight limits, use mechanical means for lifting and laying of pipes

Noise Reduction at source, insulation, PPE

Slips/Trips/Falls on same level

Good maintenance of work areas, good housekeeping, good cleaning , good footwear

Stacking Good work area layout, height limits, weight limits, strong packing, mechanical assistance

Vibration Elimination or reduction at source, damping, insulation, PPE

MECHANICALHazards Control MeasuresHand tools Periodic inspection, electrical testing and maintenance

MachinesPeriodic inspection, testing and maintenance, physical barriers (guarding), safety interlocks, supervision and training

Mechanical lifting operations Periodic inspections, maintenance, supervision and training

Manual handlingRegular assessment of handling techniques, Improvisation to eliminate stress/fatigue, Training in good lifting techniques

Moving vehiclesGood road layout within premises, proper signs, vehicle maintenance, speed limit ,Enforce SSGC driving policy, defensive driving classes

Over PressureProper identification of Pressure vessels, Preventive maintenance, Pressure indicators, Alarms, PRV’s where required, Periodic inspection

ELECTRICALHazards Control MeasuresLive working Avoid (i.e. No Live Working), use competent/trained staff

Hand tools Regular inspection, testing of electrical integrity and replacement (where appropriate)

Heaters (elements) Isolate from combustible material, guarding

Machines/Electrical cablesElectrical testing and maintenance, good electrical safety design, periodic inspection for Design load vs. actual load , use of circuit breakers, lockout/Tag out, Anti-static materials, Use double insulation, proper grounding

Electrical cables/cords Use factory assembled Cords, Always use Plugs , No naked wires

Power Lines(Overhead/Buried)

Look out for signs, Contact local utilities (KE, WAPDA) for locations, stay at least 10 feet away from overhead lines, use proper PPE

FIREHazards Control MeasuresCombustible materials Avoid, reduce storage of combustible materials, isolate from sources of heat and ignition

Flammable gasesStorage of gas cylinders (e.g. hydrogen, acetylene) outside in an isolated, well-ventilated area, signs, no smoking, color-coding



SSGC |Page 51

Hazards Control Measures

Flammable solventsControlled storage, use and disposal (e.g. limit quantities held), fire proof storage, signs, no smoking, no naked flames, emergency plans

Heaters Segregation from sources of combustion, guarding special construction if used in hazardous areas

Oxidizing agentsChemicals that are a source of oxygen, e.g. hydrogen peroxide, segregate from sources of combustion (e.g. flammable solvents)

Oxygen (gas and liquid) Segregate from sources of combustion, controlled storage and use

Smoking materials Designated Smoking areas with proper ventilation, Promote No Smoking Policy

Static electricity Limit use of static generators in hazardous areas. Use of anti-static devices, earthling

Gas LeaksOdorization for timely detection where possible, Proper joining methods , Field survey , training, leak detection techniques

OTHERHazards Control MeasuresChemical: Chemical substances, Corrosives (acids, alkalis),Carcinogens, Irritants (e.g. Ammonia)

Avoid use, substitute less harmful substances, use, maintain and test engineering controls, monitor for hazardous substances, inform and train employees, use personal protective equipment (PPE), emergency plans for uncontrolled releases.

Biological: Biological agents (micro-organisms; pathogens, mutagens, carcinogens), Rodents, Snake Bite

Avoid use, substitute less harmful substances, use, maintain and test engineering controls, monitor for hazardous substances, inform and train employees, use personal protective equipment (PPE), emergency plans for uncontrolled releases. Periodic Rodent control drive, identification and elimination of snakes and other harmful reptiles specially in remote locations of SSGC

Food/ Water safetyGood food hygiene standards, good cleaning / disinfection, employee information and training, good personal hygiene, protective clothing. Testing if required from accredited lab (AKUH, PCSIR), Involve Canteen contractors, Credibility of product/Services

Ergonomics Educate/Train employees, avoid repetitive tasks, Procure Ergonomically design Products (e.g. chair, Computer desk, Tools).

8. Documented InformationRecord No. Record Name Maintained by Retention Period

SSGC-IMS/RAM-F-01 Hazard Identification & Risk Assessment Form HSE&QA Department 3 Years

SSGC-IMS/RAM-F-02 Environmental Aspect & Impact Assessment Form HSE&QA Department 3 Years

SSGC-IMS/RAM-F-03 Permit to Work Form HSE&QA Department 3 Years

SSGC-IMS/RAM-F-04 Job Safety Analysis Form HSE&QA Department 3 Years

SSGC-IMS/RAM-F-05 Management of Change Form HSE&QA Department 3 Years


IMS Handbook

SSGC |Page 53

IMS

FORM

SSGC

-IMS/

RAM

-F-0

1

Haza

rd Id

entif

icat

ion

& R

isk

Asse

ssm

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sion

01

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e Da

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an, 2

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QADe

part

men

t

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: In

case

whe

re H

SE&Q

A Te

am is

not

pre

sent

, Zon

al H

SE Te

am L

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r or A

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will

offi

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spon

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t. (P

leas

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artm

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Form

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n ca

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IMS Handbook

SSGC |Page 55

IMS

FORM

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RAM

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IMS Handbook

SSGC |Page 57

IMS FORM SSGC-IMS/RAM-F-03

Permit To Work FormRevision 01

Issue Date: Dec, 2016HSE&QA

Department

Note: In case where HSE&QA Team is not present, Zonal HSE Team Leader or Area Authority will officiate the responsibilities of HSE&QA Department. (Please refer Clause 5, IMS Manual)

IMS Handbook

SSGC |Page 59


Job Safety Analysis FormRevision 01

Issue Date: Jan, 2017HSE&QA

Department

HSE&QADepartment



Issue Date: Jan, 2017

Executing Dpt. must submit the JSA prior to job execution to HSE&QA Dpt Note: In case where HSE&QA Team is not present, Zonal HSE Team Leader or Area Authority will officiate the

responsibilities of HSE&QA Department. (Please refer Clause 5, IMS Manual)

Executing Department Zone Date

Job/Activity:

Activity Details:

Location: PPE Required: Hard Hat Safety Shoes Cover all Reflective Jackets Ear Plug Ear Muffs Dust Mask Face Shields Welding Shields Safety Belt/ Harness Safety Goggles Hand Gloves Breathing Apparatus Others: Any additional operational controls (If required) Fire Extinguihser Ambulance Barrication Other:

S.No Steps of field Activity Potential Hazards Controls

Activity Incharge / Supervisor Head of Executing Department

I hereby certify that all operational controls, mentioned above, will be implemented at each step of the job. The team is trained to execute the job and the equipment involved in this activity are safe to operate.

I authorize the team to conduct the job. The team is adequately resourced to execute the job safely.

Name & Designation Sign & Stamp Date Name & Designation Sign & Stamp

Date

• Executing Dpt. must submit the JSA prior to job execution to HSE&QA Dpt• Note: In case where HSE&QA Team is not present, Zonal HSE Team Leader or Area Authority will officiate the responsibilities of

HSE&QA Department. (Please refer Clause 5, IMS Manual)

HSE&QADepartment

IMS Form SSGC-IMS/RAM-F-05

Management of Change FormRevision 00



MOC No: Date

To b

e fil

led

by M

OC O

wne

r

Section A : Description of proposed change and potential hazards MOC Owner Location of Work: Expected Duration of Work

Type of Change

Permanent Temporary

Pipeline construction Physical structure/building New or modification in process/procedure New or modification in equipment/machine Material Substance Other:

Detail of MOC/Scope of MOC: (Summarize the basis for the proposed change and any potential health, safety and environment impacts resulting from the proposed change.)

The proposed change is now submitted to Area Authority for evaluation. Name & Designation Sign & Stamp Date

To b

e fil

led

by A

rea

Auth

ority

Section B : Evaluation of the impact(s) related to the change Evaluation Criteria Yes No Comments Does the proposed change meet all applicable legal or other requirements? All modifications in the existing process/ equipment are Environmentally Manageable and Safe?

Does the change requires changes in SSGC HSE Procedures Does the change will affect the use of Emergency response equipment of the location

Does the change requires any specialized training for SSGC staff Note: In case of “YES” please provide details on a separate sheet

The proposed change is now submitted to In charge HSE&QA for authorization. Name & Designation Sign & Stamp Date

To b

e fil

led

by H

SE&

QA

Section C : Authorization for change to proceed Following proposed controls should be implemented while execution of the job.

Potential hazard/risk Risk level Proposed control Responsibility Timeline

Name& Designation Sign & Stamp Date

IMS Handbook

SSGC |Page 61




Department

HSE&QADepartment





MOC No: Date

To b

e fil

led

by M

OC O

wne

r

Section A : Description of proposed change and potential hazards MOC Owner Location of Work: Expected Duration of Work

Type of Change

Permanent Temporary

Pipeline construction Physical structure/building New or modification in process/procedure New or modification in equipment/machine Material Substance Other:

Detail of MOC/Scope of MOC: (Summarize the basis for the proposed change and any potential health, safety and environment impacts resulting from the proposed change.)

The proposed change is now submitted to Area Authority for evaluation. Name & Designation Sign & Stamp Date

To b

e fil

led

by A

rea

Auth

ority

Section B : Evaluation of the impact(s) related to the change Evaluation Criteria Yes No Comments Does the proposed change meet all applicable legal or other requirements? All modifications in the existing process/ equipment are Environmentally Manageable and Safe?

Does the change requires changes in SSGC HSE Procedures Does the change will affect the use of Emergency response equipment of the location

Does the change requires any specialized training for SSGC staff Note: In case of “YES” please provide details on a separate sheet

The proposed change is now submitted to In charge HSE&QA for authorization. Name & Designation Sign & Stamp Date

To b

e fil

led

by H

SE&

QA

Section C : Authorization for change to proceed Following proposed controls should be implemented while execution of the job.

Potential hazard/risk Risk level Proposed control Responsibility Timeline

Name& Designation Sign & Stamp Date



SSGC |Page 63

INCIDENT AND ACCIDENT MANAGEMENT

IMS PROCEDURE SSGC-IMS/IAM-03

Incident and Accident ManagementRevision 00



HSE&QADepartment


SSGC |Page 64

IMS PROCEDURE SSGC-IMS/IAM-03

Incident and Accident ManagementRevision 00


Department

1. PURPOSEThe purpose of this document is to define a mechanism of reporting, investigation & taking corrective/preventive actions against incidents and accidents.

2. SCOPEThis procedure is applicable to all incidents and accidents which take place within SSGC premises or outside SSGC premises i.e. its installations or work-related sites.

3. DEFINITION a. Incident: Work-related event(s) in which an injury or ill health or property damage (regardless

of severity) or fatality occurred, or could have occurred. b. Accident: An incident in which an injury or illness or property damage actually occurs. c. Near Miss: An incident where no injury or illness or property damage occurs. d. CPR: Cardiopulmonary resuscitation


Time


SSGC |Page 65

4. PROCEDURE

4.1 Incident Classification Table

S.No Incident TypeClassi-fication

Actions to be taken Responsibilities Record

• Major fire• Major gas leakage• Explosion• Bomb blast• Vehicular accident• Significant asset/human loss

due to any untoward situation including natural disaster, damage or theft of asset/property having an estimated amount of more than Rs.20,000

• Injury/illness serious enough to result in two off workdays.

Maj

or

Inform respective departmental head/in-charge and immediately call local rescue departments, such as Fire Brigade, Bomb Disposal Squad etc. whichever is necessary.

Anyone who has witnessed or received initial information about the incident.

Follow the Emergency Response Procedure.

Security department in case within SSGC premises, Site/ Zonal HSE team leader in case it is outside the SSGC premises.

SSGC-IMS/ERP-04

Provide Help/Support to the victims such as First Aid or CPR if needed.

Only trained persons in case of CPR/First Aid is needed.

Report the incident using incident notification form to in-charge HSE&QA within four hours of the occurrence of the incident.

Zonal HSE Team leaderSSGC-IMS/IAM-F-01

HSE&QA will complete the investigation Report within four working days after receiving incident notification form.

HSE&QASSGC-IMS/IAM-F-02

HSE&QA will share the report with all concerned for necessary corrective / preventive actions.

HSE&QA

Implement Corrective / Preventive action.

Zonal HSE Team Leader and anyone who is identified in Investigation report.

Follow-up to verify the implementation of recommended corrective/preventive actions

HSE&QA

In case of gas loss, transmission/distribution department will quantify the amount of gas loss and shares the same with concerned departments along with investigation report.

Transmission/ Distribution

• Minor Injuries where only basic first Aid or less than two off days provided to the victim.

• Minor Vehicular accidents where there is no significant injury or loss.

• Any incident/Near Miss which is considered insignificant in terms of loss.

Min

or

Inform respective departmental head / in-charge.

Anyone who has witnessed or received the initial information about the incident.

Report the incident using incident notification form to in-charge HSE&QA within twenty four hours of the occurrence of the incident.

Zonal HSE Team leaderSSGC-IMS/IAM-F-01

HSE&QA will update the incident log and share the information with all concerned to avoid reoccurrence

HSE&QA



SSGC |Page 66

4.2 Investigation and Corrective ActionIncidents are investigated by the team constituted by In-charge HSE&QA. If required, a cross functional team may be formed. Depending upon the situation, Incharge HSE&QA will decide whether to investigate or not any major/minor incident/accident, considering following factors:

a. Severity of the incident/accident.b. Time lapse between reporting of the incident and the actual occurrence of the incident.c. Lack of supporting information. The investigation is carried out to determine the root cause of the problem. The investigation process covers:

a. Determination of root cause using tripod analysis.b. Determination and implementation of viable corrective/preventive actions to eliminate the causes

of incident.c. In-charge HSE&QA / Zonal HSE Team Leader ensures that the corrective/preventive actions

assigned to concerned personnel, to be completed within agreed time frame.d. It is responsibility of the Zonal HSE Team Leader to:

i. Provide leadership role in implementation of corrective/preventive actions within the agreed timescale.

ii. Ensure that corrective / preventive actions are effective in eliminating / reducing the risks.iii. Maintain record of Incident Notification Form and Incident Investigation Form of their respective

zones.

5. DOCUMENTED INFORMATIONRecord No. Record Name Maintained by Retention Period

SSGC-IMS/IAM-F-01 Incident Notification FormIn-charge HSE&QA / Zonal

HSE Team Leader3 Years

SSGC-IMS/IAM-F-02 Incident Investigation FormIn-charge HSE&QA /

Zonal HSE Team Leader3 Years


IMS Handbook

SSGC |Page 67

IMS FORM SSGC-IMS/IAM-F-01

Incident Notification FormRevision 00


Department

Date: Time: Report No. (To be filled by HSE&QA) Reported by:

Location:

SSGC Premises o Outside SSGC Premises o

Location Detail

Responsible Zone Zonal HSE Team Leader

Region

Particulars of Affected Person(s):Serial No

Name(s)

Employee ID(s)

Designation

Type of Employment

Permanent

Contractual

Contractor

Visitor

Other

Age

(Note: For further details additional page may be used)

Details of Affected Asset (If any)

Incident Type:Fire Explosion Vehicular Accident Asset Damage Work Related Injury

Theft Sabotage Natural Disaster Gas Leakage Other

Incident Consequences: Fatality Hospitalization Asset Damage First Aid Other

Incident Classification: Major Minor Near Miss

Incident Detail:


IMS Handbook

SSGC |Page 69

IMS FORM SSGC-IMS/IAM-F-02

Incident Investigation FormRevision 00


Department

NOTE:1. Please include sketch / photo where ever required to explain the accident scene / conditions2. Additional pages can be used for mentioning other details3. Transmission/Distribution department must submit the quantity of gas loss in case of any gas leakage or sabotage.


SSGC |Page 71

IMS FORM SSGC-IMS/ERP-04

Emergency Response PlanRevision 00


Department

EMERGENCY RESPONSE PLAN



SSGC |Page 72

1. PURPOSEPurpose of the procedure is to a. Formulate plan, responsibilities and actions to be taken to handle any

emergency situation.b. Identify potential emergency situations and response plans to minimize

or avoid actual & potential hazards of any emergency situation.c. Define mechanism and frequency to test plan so as to ensure

preparedness and effectiveness of emergency response system.

2. SCOPEThis procedure is applicable to all locations of SSGC, its employees and any visitor physically present at the location of emergency site. Due to variations in nature of operations, various departments/sections have developed their own ER Plans catering for their strategic, operational and physical requirements.

3. DEFINITIONSa. Emergency Situation: An abnormal situation that calls for immediate and urgent

actions for safeguarding life of persons, protecting buildings, machines, vital installations and other assets.

b. Rescue: It refers to responsive operations that usually involve the saving of life or prevention of injury during an incident or dangerous situation.

c. Emergency Response Organization (ERO): It is a group of people, in each section (such as HO, Headquarters etc.), who prepare for and respond to any emergency incident, such as a natural disaster or an interruption of business operations.

d. Emergency Response Centre (ERC): It is a room suitably equipped to handle any potential emergency situations. All emergencies are to be reported here.

e. First Aid: It is the provision of initial care for an illness or injury. It is usually performed by non-expert, but trained personnel to a sick or injured person until definitive medical treatment can be accessed.

f. Assembly Areas: If an evacuation to the outside is appropriate, the nominated assembly areas for personnel shall be far enough away from the building, structure or workplace to ensure that, where practicable, everyone is protected from falling glass and other objects.

g. Emergency Evacuation: It is the immediate and rapid movement of people away from the threat or from the place of the hazard.

4. RESPONSIBILITIESResponsibilities for the particular department/personnel are identified in the response plans prepared by various departments and sections. Zonal HSE Team Leader will officiate for the responsibilities of HSE&QA department in zones where the HSE&QA function is not available. General responsibilities for Emergency response organization are as under:

a. Rush to the area of incident without any delay.b. Immediately assess the situation and initiate the remedial actions.c. Call the fire brigade & other emergency services like ambulances if required.d. Ask/inform all personnel present within premises, using megaphone or any other means, for

complete evacuation if situation goes out of control.e. Inform all to go back to their work places using megaphone or any other suitable means when

the situation comes under control and the area is free from any hazard.



SSGC |Page 73

5. PROCEDURESome of the potential emergency situations that might occur in SSGC along with the response plans are listed below. Sequence of actions for any response specified on each section’s ER plan may change depending upon the emergency situation.

5.1 Fire & ExplosionIn case of fire & explosion each personnel present within the premises must act as per but not limited to the following instructions:a. Give voice alarm- FIRE! In case of fire for all immediate employees in the area. b. Push the nearest located call point button in case of fire (if present).c. Immediately inform Emergency Response Organization through phone or in person. d. Try to control the fire by using fire extinguishers. Use fire extinguisher only if you have been

trained.e. Remove all explosive, inflammable and poisonous materials away to the maximum possibility.f. Shut off main valves of gas and circuit breakers.g. Stay away from the fire in case it is not controllable.h. Report to the designated Assembly Point away from the scene of fire / explosion if asked by

Emergency Response Organization through emergency exits and wait for the further instructions.

5.2 Heavy spillage of toxic/flammable chemicals or leakage of gasIn case of heavy spillage of toxic/flammable chemicals or heavy leakage of Gas each personnel present within the premises must act as per but not limited to following instructions:

a. Immediately inform Emergency Response Organization through phone or in person.b. Eliminate all ignition sources (sparks/flames/heat) from the immediate areas. c. Turn off gas supply from nearest control valve.d. In case of gas leakage in confined space, proper measures (opening windows, doors etc.) should

be taken to ventilate the gas. Ensure the availability of fire extinguishers.e. Stop leaks if this can be done without having any risk.f. Do not touch or walk through spilled material.g. Prevent entry into waterways, sewers or confined space.h. If available wear the Personal Protective Equipment recommended.i. Arrange immediate cleaning of spilled chemical by taking suitable precautions.

5.3 Heavy Rain / FloodIn case of emergency situation of heavy rain/flood, personnel must remain present within SSGC premises if the situation gets worst outside. In case of water entering in department/office each person must act as per but not limited to the following instructions:

a. Try to stop water by keeping sand bags.b. Protect building, machines, equipment, tools, parts & material.c. Shut off Electricity and Gas if necessary.

Following precautions should be taken by the departments/sections, located under rain/flood threat areas:a. Ensure no material is placed outside in open area which may be affected by rain.b. Ensure proper drainage system at vital installations so that every valve, equipment, electrical

board etc. be accessible in case of any emergency.c. Sufficient quantity of tarpaulin and rain suit is available to meet the rainy condition. d. Keep the drain line open all the time.



SSGC |Page 74

e. All pumps used for draining out the rainy water are in running condition. f. Sufficient quantity of sand bags are available to stop entering the water inside, which may be

placed in advance if required.

CLASSES OF FIREClass Material Examples Type of Fire Extinguisher to be used

A Solids Paper, wood plastic etc. • Water

B Flammable Liquids Paraffin, petrol, oil etc.• CO2 • Dry Powder

C Flammable Gases Propane, butane, methane etc. • Dry powder

D MetalsAluminum, magnesium, titanium etc.

• Sodium chloride based dry powder fire extinguisher

E Electrical ApparatusShort-circuiting, over loaded electrical cables etc.

• CO2 Fire Extinguisher

F Cooking Oil & Fat Animal fat etc.• Dry chemical based: Potassium bicarbonate• Wet: Fine chemical mist

5.4 EarthquakeIn case of earthquake shocks each personnel present within the premises must act as per but not limited to the following instructions:

a. Immediately inform Emergency Response Organization through phone or in person.b. Immediately Evacuate to Assembly Areas (in open space where you can keep distance at least

one half of the height of the building) after the shocks dampen. c. Shut off all switches and valves of main supplies of gas and electricity. (If possible) d. Maintain your senses, do not let them disperse.e. Protect yourself by sitting on side of tables, furniture & under strong structures. Be aware of

falling walls, debris, heavy objects and electrical wires.f. Stay away from loosely hanging objects that may fall after initial shock and tremors.g. Wait for further instructions from Emergency Response Organization.h. ERO should keep in touch with the metrological department / media for aftershocks and future

forecasts.

5.5 Bomb ThreatIn case of bomb threat each personnel present within the premises must act as per but not limited to the following instructions:

a. Immediately inform Emergency Response Organization through phone or in person.

b. Maintain your senses, do not let them disperse.c. Report to the designated Assembly Point if asked by Emergency

Response Organization through emergency exits and wait for the further instructions.

d. Bomb Disposal Department shall be called by Emergency Response Organization.

e. The Bomb Disposal Department shall be allowed to operate in the company premises as deemed appropriate.

f. On getting clearance from Bomb Disposal Department normal routine shall be adopted as advised by Emergency Response Organization.

Take care:Don’t try to be a hero in

emergency situations; do not place your own life or health or that of others in

dangerBe prepared for the

unexpected!



SSGC |Page 75

5.6 Building or Office Lockdown/shelter-in-placeIf a situation calls for building or office lockdown, the personnel present within premises should act as per but not limited to following instructions:

a. Remain calm and stay with your colleagues.b. Try to stay in pairs.c. Do not leave the room and/or building under a lockdown situation until asked otherwise.d. Keep quiet and away from doors and windows. e. If a gunshot is heard, lay down on the floor and shield under/behind furniture as much as

possible.

5.7 Active Shooter/Hostage SituationIn case of shooter/hostage situation each personnel present within the premises must act as per but not limited to the following instructions:

a. If it is safe to do so, exit the building; if not, lock or barricade yourself inside a room.b. Turn off lights, cover and lock the windows, and lay on the floor.c. If the shooter(s) leave the area, go to a safer place, if possible. Have an escape route/plan in

mind. Keep your hands open and visible, and follow any instructions given by law enforcement.d. Call the Police/Rangers when it is safe to do so. Remain calm, use a quiet voice, and provide as

much information as possible (your name and location, details about the shooter(s) - appearance, weapons, etc.). If you can’t speak, leave the line open so the responding authority can listen and try to pinpoint the location.

e. Cooperate and negotiate with the shooter, in order to buy as much time as possible until the rescue team reaches.

6. EVACUATIONAll Emergency evacuation routes/doors should be accessible at all times. No hindrances should be placed in the route. All employees should be familiarized with the evacuation routes of their premises. All employees should immediately evacuate their premises and assemble at the assembly areas (identified by each section). During evacuation following instructions should be followed.

a. Take only keys, wallets and essential belongings with you.b. Leave the building/premises immediately, do not try to investigate the source of the emergency.c. Walk, don’t run, to the nearest exit.d. Use stairs, not elevators.e. Assist people with special needs.f. As you make your way out, encourage those you encounter to exit as well.

7. THINGS TO BE EVACUATEDIn case of emergency, evacuation should be carried in the following order:

7.1 PersonnelThose personnel who do not have sound health such as patients of Heart, Asthma and physically/mentally disabled people are to be evacuated on priority basis.

7.2 Raw MaterialRaw material which is explosive, inflammable and poisonous must be removed. Similarly important lightweight items that are easy to carry must also be removed.



SSGC |Page 76

7.3 DocumentsImportant records and files must also be removed.

7.4 EquipmentCash Lockers, Computer Sets, External Hard-drives, Expensive Tools and Fixtures must also be removed.

8. TESTING AND EXERCISESTesting and exercise of the emergency response plan should be conducted at each location of SSGC to evaluate the effectiveness of the preparedness plan. The record and observations of the exercise should be recorded on Emergency Drill Form (SSGC-IMS/ERP-F-01).

Each section should nominate the person who is responsible to periodically conduct the exercise. The frequency and type of drill at each location should be as below:

Location Type of Emergency Drill Frequencya. Head Officeb. Regional Officesc. Billing Officesd. P&C Officese. Store (all locations)f. KT (Transmission)g. Distribution (Zonal and Sub-zonal offices)

Evacuation and Mock Emergency Drill (all employees)

Six Monthly

Fire Fighting Drill by Emergency Response Team

Six Monthly

Meter Manufacturing Plant

Evacuation and Emergency Mock Drill (all employees)

Six Monthly


Quarterly

Headquarter Stations

Evacuation and Emergency Mock Drill (all employees)

Six Monthly


Monthly

9. AVAILABILITY AND MAINTENANCE OF ER EQUIPMENT:Zonal HSE team leaders ensure that emergency detection and response equipment are identified, available and properly maintained in their respective zones. A joint inspection will be carried out periodically to verify the efficacy of ER Equipment. The record shall be maintained on Inspection and Monitoring of ER Equipment Form (SSGC-IMS/ERP-F-02). Each zonal HSE team leader shall maintain record of their respective zone and share with Incharge HSE&QA as and when required. The need for the emergency response equipment is determined by considering the hazards and associated risks with the particular location/operation/equipment/installation etc. The response equipment usually include but are not limited to:

a. Fire extinguisherb. Fire hydrant/hose/bucket/water pumpc. Smoke/gas detectorsd. Communication equipment (Mega phones, Alarm systems, walkie-talkie etc.)e. First aid boxf. ER vehicles/Ambulanceg. Breathing apparatush. Emergency lightsi. Hammer/Axe/shovel/ropes etc.



SSGC |Page 77

Frequency of inspection and monitoring of ER Equipment will be as per table given below. However if situation warrants, this frequency can be changed on the instructions of Incharge HSE&QA or Zonal HSE team leader.

Location Frequencya. Head Quarter Stationsb. Meter Manufacturing Plantc. K.T (Transmission)

Monthly

a. Head Officeb. Regional Officesc. Billing Officesd. P&C Officese. Store (all locations)f. Distribution (Zonal and Sub-zonal offices)

Quarterly

10. DOCUMENTED INFORMATION:Record No Record Name Maintained by Retention Period

SSGC-IMS/ERP-F-01 Emergency Drill Form HSE&QA Department 3 Years

SSGC-IMS/ERP-F-02 Inspection and Monitoring of ER Equipment Form HSE&QA Department 3 Years


HSE&QA Department

IMS FORM SSGC-IMS/ERP-F-01

Emergency Drill Form Revision 00



Zone Region Location Date

Type Of Emergency Drill □ Fire and Explosion □ Heavy spillage of toxic/flammable chemicals □ Heavy gas leakage □ Earthquake □ Bomb Threat □ Other :

Observations

S.No Description Time Comments 1 Emergency Siren rang at

2 Evacuation started at 3 Last person reached at the assembly point

4 Firefighting/Bomb disposal squad/other interested party reached at site

5 Emergency under control at Total time of Drill (minutes): Additional Observations (If any):

S.No Assessment Yes No

1 Emergency responders were present at the site 2 Employee were properly instructed 3 Behavior of employees was satisfactory

4 Evacuation route was satisfactory 5 SSGC firefighters were well trained 6 Firefighting equipment were up to the mark 7 Response of the medical staff was satisfactory

Overall Assessment: Satisfactory □ Unsatisfactory □

S.No Corrective Actions/Improvements Required Responsibility Target Date

Security Services Representative HSE&QA Representative

Name Signature Name Signature

IMS Handbook

SSGC |Page 79


Emergency Drill FormRevision 00


Department

HSE&QA Department


Emergency Drill Form Revision 00



Zone Region Location Date

Type Of Emergency Drill □ Fire and Explosion □ Heavy spillage of toxic/flammable chemicals □ Heavy gas leakage □ Earthquake □ Bomb Threat □ Other :

Observations

S.No Description Time Comments 1 Emergency Siren rang at

2 Evacuation started at 3 Last person reached at the assembly point

4 Firefighting/Bomb disposal squad/other interested party reached at site

5 Emergency under control at Total time of Drill (minutes): Additional Observations (If any):

S.No Assessment Yes No

1 Emergency responders were present at the site 2 Employee were properly instructed 3 Behavior of employees was satisfactory

4 Evacuation route was satisfactory 5 SSGC firefighters were well trained 6 Firefighting equipment were up to the mark 7 Response of the medical staff was satisfactory

Overall Assessment: Satisfactory □ Unsatisfactory □

S.No Corrective Actions/Improvements Required Responsibility Target Date


Name Signature Name Signature


HSE&QA Department


Inspection and Monitoring of ER Equipment Form

Revision 00 Issue Date: June, 2016


Zone Region Location Date Type Of Equipment □ Fire Extinguisher □ Fire Hydrant / Water Pump / Buckets / Hose □ Smoke / Gas Detector □ Emergency light □ Ambulance □ First Aid Box □ Communication Equipment □ Other :

CHECKLIST

S.No What to check Yes No Comments Fire Extinguisher

01 Fire extinguishers are in operable condition and not expired.

02 Pipe and nozzle do not have cracks.

03 Lever and lever pin are in place and locked.

04 All extinguishers are clearly visible and accessible. Fire Hydrant/Hose/Bucket

01 No leakage in fire hydrant system.

02 Hydrant valves are properly lubricated and operational.

03 Hose pipe is rolled and properly placed. Nozzles are attached at the end.

04 Fire buckets are maintained and adequately filled with sand. First Aid Box

01 All necessary/required medicines are available in First Aid box.

02 Medicines are not expired and valid for use. Smoke/Gas Detector

01 Alarms and Smoke/gas detectors are properly functioning. Other Equipment (if any)

01

02

S.No Observations Recommendations

1

2

3

Additional Comments (If any):


Name & Designation Signature Name & Designation Signature

IMS Handbook

SSGC |Page 81


Inspection and Monitoring of ER Equipment FormRevision 00


Department

HSE&QA Department


Inspection and Monitoring of ER Equipment Form

Revision 00 Issue Date: June, 2016


Zone Region Location Date Type Of Equipment □ Fire Extinguisher □ Fire Hydrant / Water Pump / Buckets / Hose □ Smoke / Gas Detector □ Emergency light □ Ambulance □ First Aid Box □ Communication Equipment □ Other :

CHECKLIST

S.No What to check Yes No Comments Fire Extinguisher

01 Fire extinguishers are in operable condition and not expired.

02 Pipe and nozzle do not have cracks.

03 Lever and lever pin are in place and locked.

04 All extinguishers are clearly visible and accessible. Fire Hydrant/Hose/Bucket

01 No leakage in fire hydrant system.

02 Hydrant valves are properly lubricated and operational.

03 Hose pipe is rolled and properly placed. Nozzles are attached at the end.

04 Fire buckets are maintained and adequately filled with sand. First Aid Box

01 All necessary/required medicines are available in First Aid box.

02 Medicines are not expired and valid for use. Smoke/Gas Detector

01 Alarms and Smoke/gas detectors are properly functioning. Other Equipment (if any)

01

02

S.No Observations Recommendations

1

2

3

Additional Comments (If any):


Name & Designation Signature Name & Designation Signature



SSGC |Page 83

IMS PROCEDURE SSGC-IMS/PME-05

PERFORMANCE MONITORING & EVALUATIONRevision 00


Department

PERFORMANCE MONITORING & EVALUATION



SSGC |Page 84

1. PURPOSEThe purpose of this procedure is to elaborate mechanism for monitoring, analysis and evaluation of the performance and effectiveness of Integrated Management System (IMS).

2. SCOPEThis procedure is applicable to activities pertaining to Integrated Management System (IMS).

3. DEFINITIONS & ACRONYMSa. KPI: Key Performance Indicators

4. RESPONSIBILITIESa. All Zonal HSE Team Leaders are responsible for monitoring and reporting HSE performance of

their respective zones to In-charge HSE&QA.b. All departmental heads are responsible for establishing, timely monitoring, reviewing and reporting

KPIs of their respective departments to Senior Management.c. In-charge DI shop is responsible for inspecting incoming service related parts and reporting

monthly supplier performance to in-charge HSE&QA.d. In-charge HSE&QA is responsible for disseminating monthly supplier performance of service

related parts to concerned departments. e. All concerned departmental heads are responsible for adhering to consumer service manual.f. In-charge HSE&QA is responsible for devising mechanism of internal audits at planned intervals.g. Top management is responsible for reviewing the adequacy and efficacy of Integrated Management

System (IMS).

5. PROCEDURE

5.1 HSE Progress MonitoringHSE progress is monitored by respective zonal HSE team leader through quantitative and qualitative parameters. This is done using Quarterly HSE Performance Form (SSGC-IMS/PME-F-01) available on SSGC’s intranet that gives an overall summary of the activities pertaining to HSE. Zonal HSE team leader fills out the form by 10th of every starting quarter for the preceding quarter. To discuss HSE issues and evaluate the performance of the concerned zone, Zonal HSE Team Leader holds a meeting with all concerned at least once every quarter. Zonal HSE Team Leader is responsible to record minutes of meeting. Agenda should include HSE issues such as Accidents, Identified Risks etc., action plans, Assigning responsibilities and timeline or any other information deemed necessary by Zonal HSE team leader. The minutes of these Meetings are then shared with In-charge HSE&QA to review the zonal HSE performance and take necessary decisions.

5.2 Quality Progress MonitoringDI (Development & Inspection) Shop serves as a quality gate for all incoming service related parts. In-charge DI Shop prepares monthly supplier performance report to gauge their performance and shares with Incharge HSE&QA, who then forwards it to all concerned personnel for their review and necessary actions.

HSE&QA, also carries out Quality inspection/audit of projects to ensure quality of work. Major non conformances witnessed during inspection/audit are shared with concerned department/higher management for the corrective actions and strategic decisions.

Remember: You cannot control what you do not measure, and you cannot improve what

you do not control.



SSGC |Page 85

5.3 Key Performance IndicatorsKey Performance Indicators (KPIs) are measurable values that demonstrate how effectively a department is achieving its objectives. All departmental heads ensure that KPIs of their departments are established and are aligned with company’s policy, vision and mission statements. KPIs are communicated to the concerned personnel and monitored every month. KPIs may be updated as appropriate. Following areas are covered while developing KPIs of HSE&QA:

a. Inspection of CNG/domestic/commercial/industrial connectionsb. Hazard Identification and Risk Assessmentc. Emergency drillsd. Training/awareness sessions pertaining to HSE&QAe. DI shop inspectionf. Pipeline inspection of rehabilitation work/new projects/RLNG projectg. Review/update procedures and SOPs of HSE&QAh. Health screening of staffi. Campaigns on critical HSE issues

5.4 Consumer SatisfactionThe consumer service manual has been developed by SSGC to facilitate its valuable customers. The purpose of this manual is to provide essential information regarding company’s procedures, guidelines and practices being followed. The manual covers processes for providing services to customers for gas connection, billing, payment, additions/alterations in gas load, disconnection/reconnection and to deal with gas emergencies and complaints of customers. These processes are performed by SSGC’s various departments namely Sales, Billing, Customer Relations, Measurement and Distribution. Regular customer feedback is acquired by concerned department to gauge performance and accordingly take necessary corrective actions to improve the customer satisfaction.

5.5 AuditAnother tool to monitor the performance of Integrated Management System is Audit. In this, periodic internal and external audits of all zones is carried out to identify non conformances/shortcomings and accordingly take necessary actions to improve the performance. For further details please refer to the procedure of “Internal Audit”.

5.6 Management ReviewTop management reviews the performance of Integrated Management System annually to ensure its effectiveness and alignment with the HSE&QA policy. Following points, but not limited to, are discussed during the review:

a. Status of actions from the previous management reviewsb. Performance and efficacy of Integrated Management System (IMS)c. Status of Key Performance Indicatorsd. Non-conformities and status of recommended corrective actionse. Audit results

Management review outputs are decisions taken during the course of review and are recorded by HSE&QA as documented information.

Record No. Record Name Maintained by Retention PeriodSSGC-IMS/PME-F-01 Quarterly HSE Performance Form Zonal HSE Team Leader 3 Years

N/A Monthly Supplier Performance In-charge DI shop 2 Years


IMS Handbook

SSGC |Page 87

IMS FORM SSGC-IMS/PME-F-01

Quarterly HSE Performance FormRevision 00

Issue Date: May, 2016HSE&QA

Department

IMS Handbook

SSGC |Page 89

IMS FORM SSGC-IMS/PME-F-01

Quarterly HSE Performance FormRevision 00

Issue Date: May, 2016HSE&QA

Department

IMS Handbook

SSGC |Page 91

IMS PROCEDURE SSGC-IMS/PIM-06

Procurement & Inventory ManagementRevision 00

Issue Date: Aug, 2016HSE&QA

Department

PROCUREMENT & INVENTORY MANAGEMENT



SSGC |Page 92

1. PURPOSEThe purpose of this procedure is: a. To procure goods, services or works for SSGC as per PPRA Rules 2004

and register suppliers in connection with their abilities to satisfactorily meet Quality, Health, Safety and Environmental requirements.

b. To ensure the conformity of ordered goods and services as per their specifications/ (TOR) Terms of Reference / SOR (Statement of Requirement).

c. To continually evaluate the quality and suppliability performance of suppliers.d. To ensure that store activities are aligned with this procedure regarding receiving, storage and

dispatch of goods at desire locations.

2. SCOPEThis procedure applies to procurement of goods, services and works as well as receiving, storage and issuance of goods.

3. RESPONSIBILITYa. Procurement department is responsible to procure goods, services or works as per codes and

guidelines mentioned in Public Procurement Regulatory Authority (PPRA) rules 2004.b. Store is responsible to verify the quantity of purchased products as per quantity mentioned in

Purchase Order (PO) and Delivery Challan (DC).c. Store is responsible to receive goods and subsequently issue to the user against requirement.d. Store ensures that the goods are properly stored especially storage and handling of chemicals is

in accordance with related MSDS (Material Safety Data Sheet) and SSGC policy.e. Store ensures that serviceable and unserviceable goods are stored in proper manner.f. Store ensures to dispatch goods at desired location against user requirement by providing / using

(in-hand/ outsource) logistic support.g. Store looks after and monitors receipts/issuances/transports/returns etc. and other transactions of

all Distribution and Transmission stores.h. User Department is responsible to inspect the procured goods as per specifications.i. User Department is responsible to communicate Stores & HSE&QA for goods, services or works

that require HSE&QA compliance.j. HSE&QA is responsible to inspect Personal Protective Equipment (PPE) received at Store. k. HSE&QA is responsible to provide training regarding HSE&QA compliance to Store/ warehouse

personnel.

4. PROCEDUREa. For service/ works, User Department sends its request to Procurement department. Procurement

department initiates the process as per PPRA rules and guidelines for selection and evaluation of suppliers as per open competitive bidding procedure (Principle of method).

b. After receiving of SOR for store stock items, Store generates Purchase Requisition and sends it to User for verification and obtaining signature of required item as per SOR which is then forwarded to Procurement department for further process at their end.

c. After supplier selection, Procurement places Purchase Order (PO).

4.1 Goods Receiving and Verification of Purchased Products a. Store receives goods and match the quantity as per PO.b. Store prepares inspection memo and sends it to User Department for quality inspection of

purchased goods. In case value of goods is above 100,000$, it gets checked through third party inspection.

c. After inspection of goods and its satisfactory report, Store generates the receiving statement of goods and sends it to Finance for payment and goods are taken in Store stock for issuance.

d. In case of any quality issue identified by the User Department, Store writes a letter to Procurement

Outputs of any process are highly dependent upon inputs provided.



SSGC |Page 93

that further informs the supplier/merchant to take corrective measure/action accordingly. Material is kept in Store till its decision.

4.2 Issuance from Stores (Inventory and stores stock items)a. Store prepares DA (Dispatch Advice) for capital nature items (Machineries, equipment, vehicles,

etc.) and hands over to respective user.b. For stores stock items, User Department generates IR/MR and brings to Store for issuance of

material.c. For replenishment of store stock items, Store generates Purchase Requisition and gets consent

from User (Distribution) and sends it to Procurement to initiate the process.

4.3 Supplier Performance AssessmentAll suppliers are assessed in terms of timely suppliability and quality by procurement and User Department.

4.4 Generated DocumentsAll related documents are system-generated.



SSGC |Page 95

IMS PROCEDURE SSGC-IMS/COE-07

Calibration of EquipmentRevision 00

Issue Date: Aug 2016HSE&QA

Department

CALIBRATION OF EQUIPMENT



SSGC |Page 96

1. PURPOSEThe purpose of this procedure is to define mechanism and responsibilities for calibration of monitoring and measurement equipment so as to ensure an optimal working providing accurate qualitative and quantitative results prior to implementation.

2. SCOPE This procedure is applicable to all equipment which are used for measuring and monitoring the services provided by the SSGC.

3. RESPONSIBILITYa. User department identifies the needs of the equipment that needs calibration from outside source and ensures the provision of adequate budget to carry out the subject activity.b. Zonal HSE Team Leaders are responsible to ensure that monitoring and measuring equipment are well maintained and calibrated to provide quality services and to prevent any incident / accident due to poor condition of equipment.

4. PROCEDUREa. Assuring the quality of a measurement is critical and pivotal. In order to achieve the finest

measurement, calibration of the following equipment is necessary and essential:i. Measuring equipment being used in the DI shop to check the parameters of service parts provided

by the vendors in order to assure their quality and performance.ii. Equipment used for measuring and monitoring the environmental performance such as exhaust

gas analyzers, pH meters etc.iii. Safety devices such as Pressure Relief Valves, Smoke detectors, Digital Pressure and Temperature

Calibrator, Conventional Pressure Gauges etc. iv. Any other equipment that needs calibration.b. Each Zonal HSE Team Leader will prepare an inventory of all the monitoring and measurement

equipment held by the zone. Calibration status record should be prepared by concerned Zonal HSE Team leaders and they will ensure its periodic frequency of calibration. The list will include the following information:

i. Unique serial number or identification number.ii. Name and type of equipment held by the zone.iii. Details about the whereabouts of the equipment.iv. Calibration frequency.v. Calibration status (date of previous calibration and next due date).c. Calibration status will be properly and adequately identified and periodically maintained on the

equipment.d. Zonal HSE Team Leaders ensure that records of calibration will be maintained with the concerned

department and will be documented on “Equipment Calibration Record” (SSGC-IMS/COE-F-01).


Record No. Record Name Maintained by Retention Period

SSGC-IMS/COE-F-01 Equipment Calibration RecordConcerned Department

3 Years

Benefits of Calibration• Confidence in using the

instrument• As a proof that instrument

is working properly• Interchangeability• Fulfills the requirement of

traceability to standards• Improved product &

service quality• Cost saving• Safety


IMS Handbook

SSGC |Page 97

HSE

&QA

Dep

artm

ent

IMS

Form

SS

GC

-IMS/

CO

E-F-

01

Equi

pmen

t Cal

ibra

tion

Rec

ord

Rev

isio

n 00

Issu

e D

ate:

Aug

201

6

Zone

Reg

ion

D

epar

tmen

t

Dat

e

S. N

o Eq

uipm

ent D

escr

iptio

n Lo

catio

n Eq

uipm

ent I

D.

Cal

ibra

tion

Freq

uenc

y C

alib

ratio

n D

ate

Nex

t due

dat

e

IMS

FORM

SSGC

-IMS/

COE-

F-01

Equi

pmen

t Cal

ibra

tion

Reco

rdRe

visi

on 0

0

Issu

e Da

te: A

ug 2

016

HSE&

QADe

part

men

t


SSGC |Page 99

IMS PROCEDURE SSGC-IMS/GSC-08

Guidelines for Suppliers and ContractorsRevision 00


Department

GUIDELINES FOR SUPPLIERS AND CONTRACTORS



SSGC |Page 100

1. PURPOSEThe HSE&QA Guidelines for Suppliers and Contractors are developed to assist suppliers/contractors to meet SSGC’s HSE&QA Policies, Procedures, Commitment & Requirements to ensure safety, integrity and quality of goods/services provided.

2. SCOPEThe Procedure is applicable to all suppliers and contractors providing goods or services to SSGC whether in SSGC premises or outside SSGC premises.

3. DEFINITIONSa. Contractor: Is an independent employer/organization who will be responsible to execute jobs

agreed with SSGC.b. Supplier: Is an independent employer/organization who is responsible to provide goods or services.c. Contract Coordinator: Is an executive of SSGC Procurement Department, who has been delegated

/ given responsibility and authority from the Head of Department to initiate and maintain the contract.

d. NEQS: National Environmental Quality Standardse. SEPA: Sindh Environmental Protection Agency

4. RESPONSIBILITIES

4.1 Suppliers/Contractors and Sub Contractorsa. Suppliers/Contractors are responsible for safety and well-being of their employees. The contractor

will also be responsible to provide relevant safety equipment (PPE) to their work force where required.

b. Suppliers/Contractors who have their own HSE&QA management system, shall provide details of the same on request.

c. The Contractor must take all necessary safety precautions related to the performance of the Contract in order to protect the work site, including all personnel and property of the SSGC, the Contractor, all third parties and the communities.

d. Contractor shall ensure that all personnel are adequately trained to perform the task assigned.e. Supplier/Contractor shall ensure compliance with SSGC policies, procedures and applicable legal

and regulatory requirements.f. Contractor shall adhere to set standards and requirements for environmental protection.

4.2 Contract CoordinatorContract Coordinator is responsible to arrange training sessions/meetings between Contractors and HSE&QA department within 10 days of issuance of letter to proceed.

4.3 HSE&QA Department a. In-charge HSE&QA and Contract Coordinator are responsible to evaluate the capability and

competence of Supplier/Contractor regarding HSE&QA.b. In-charge HSE&QA is responsible for providing necessary information and training to Suppliers/

contractors regarding applicable SSGC’s HSE&QA Policies and Procedures.c. HSE&QA Department will carry out Inspections and Audits to ensure safety and well-being of

employees and adherence to set standards, technical specifications and guidelines.d. In-charge HSE&QA is responsible to highlight Critical Non conformances related to HSE&QA. Strict

decisions may be taken against any violation / breaches of SSGC’s safety policies/procedures/contract terms during the execution of contract.



SSGC |Page 101

5. PROCEDUREa. Contract Coordinator should ensure that this procedure be part and parcel of every contract made

by SSGC.b. Contract Coordinator must notify in-charge HSE&QA to evaluate the capability & commitment of

potential suppliers/contractors regarding HSE&QA during technical evaluation phase.c. Contract Coordinator arranges meeting between supplier/contractor and HSE&QA department

after issuance of letter to proceed. HSE&QA Awareness Form (SSGC-IMS/GSC-F-01) will be communicated and duly signed by Supplier/Contractor as well as HSE&QA Department.

d. HSE&QA Department will conduct periodic inspection/audit of worksite/supplier facility to identify gaps on issues related to HSE&QA.

e. Contractor/Supplier shall educate and adequately train their employees in order to understand the requirement of this procedure.

f. Supplier shall adhere to technical specifications provided by SSGC to ensure quality of goods provided.

g. Contractor shall perform hazard identification and risk assessment relative to their activities for the proper implementation of possible controls/personal protective equipment (PPE) or otherwise consult SSGC’s HSE&QA department to provide guidance and awareness on risk / hazards related to activity and its possible controls.

h. Contractor is liable to understand and implement “Permit to Work (PTW), Job Safety Analysis (JSA)” where required. Please refer to Risk Assessment and Management Procedure (SSGC-IMS/RAM-02).

i. Contractors are responsible to dispose of solid waste generated during their activities in an environmentally safe & responsible manner.

j. Contractor must ensure that only trained individuals meeting necessary requirements / skills will carry out the required job.

k. Any equipment used by contractor during the project must not pose any environmental and/or safety concerns, and should be in accordance with SSGC’s safety procedures and NEQS and SEPA set standards.

l. Any identified hazards discovered by the contractor that is beyond their ability and / or responsibility to fix must be immediately reported to the Contract Coordinator and HSE&QA department in writing.

m. Contractors must ensure that the work force involved must be physically fit and should not carry any contagious disease. SSGC reserves the right to ask for medical examination / tests of any employee. Contractor will bear all expenses incurred during the medical examination/Tests.

n. For Contracts related to Providing Food services / Canteen Services, Medical Reports from accredited labs must be submitted to Head of Administration Services Department for entire crew once the contract is awarded and annually for following diseases Hepatitis B & C, Tuberculosis, Chest X-Ray.

o. In case of Violations from SSGC safety standards / policies / procedures, actions will be taken to penalize the contractor depending on the severity / recurrence of breaches, as per following matrix:



SSGC |Page 102

S. No Violation Action1 Single Minor Non-Compliance Verbal warning

2 Multiple Minor Non-Compliance Written warning

3 Single Major Non-Compliance Written warning / Stop the work on site

4 Multiple Major Non-ComplianceWritten warning / Financial penalization, discontinuation

of contract


SSGC-IMS/GSC-F-01 HSE&QA Awareness Form HSE&QA Department 3 Years


HSE&QADepartment

IMS Form SSGC-IMS/GSC-F-01

HSE&QA Awareness Form(Guidelines for Suppliers and Contractors)

Revision 01

Issue Date: January, 2017

Organization Name Contact name

Contact number

Type of Contractor Mechanical Work Electrical Work Civil Work Waste Disposal Canteen Transport Manpower Contractor Pipeline Construction Third party inspection Goods Supplier Other:

Area of Working:

Contract Coordinator:

HSE&QA Awareness

Description Remarks

ISO & OHSAS Standards

HSE&QA Policy

PPE Policy

Risk Assessment and Management Procedure

Incident and Accident Management Procedure

Emergency Response Procedure

Technical Specifications/Performance and Testing Criteria

Remarks:

Supplier/Contractor Representative HSE&QA Representative

I have received and reviewed the SSGC’s HSE&QA Requirements and understand that the requirements will be applicable while supplying goods, works or services within company premises or outside company premises. I shall make sure all employees of our company and Sub-Contractor companies understand and agree to the requirements applicable to the activities our company will be performing.

I have met the Supplier’s/contractor’s representative and provided basic information of HSE&QA Policies and Integrated Management System. The Contractor has shown its commitment in adherence to Company’s HSE&QA Policies/procedures/technical specifications /and related requirements to ensure quality, safety and integrity of the goods/services provided.

Name Signature Date Name Signature Date

IMS Handbook

SSGC |Page 103



Revision 01

Issue Date: January, 2017HSE&QA

Department

HSE&QADepartment



Revision 01


Organization Name Contact name

Contact number

Type of Contractor Mechanical Work Electrical Work Civil Work Waste Disposal Canteen Transport Manpower Contractor Pipeline Construction Third party inspection Goods Supplier Other:

Area of Working:

Contract Coordinator:

HSE&QA Awareness

Description Remarks

ISO & OHSAS Standards

HSE&QA Policy

PPE Policy

Risk Assessment and Management Procedure

Incident and Accident Management Procedure

Emergency Response Procedure

Technical Specifications/Performance and Testing Criteria

Remarks:

Supplier/Contractor Representative HSE&QA Representative

I have received and reviewed the SSGC’s HSE&QA Requirements and understand that the requirements will be applicable while supplying goods, works or services within company premises or outside company premises. I shall make sure all employees of our company and Sub-Contractor companies understand and agree to the requirements applicable to the activities our company will be performing.

I have met the Supplier’s/contractor’s representative and provided basic information of HSE&QA Policies and Integrated Management System. The Contractor has shown its commitment in adherence to Company’s HSE&QA Policies/procedures/technical specifications /and related requirements to ensure quality, safety and integrity of the goods/services provided.

Name Signature Date Name Signature Date


SSGC |Page 105

IMS PROCEDURE SSGC-IMS/LOR-09

Legal & Other RequirementsRevision 00


Department

LEGAL & OTHER REQUIREMENTS



SSGC |Page 106

1. PURPOSEThe purpose of this procedure is to define mechanism and responsibilities for identifying and accessing legal and other requirements that are applicable to Integrated Management System.

2. SCOPEThis procedure covers identification and access to applicable legal and other requirements pertaining to Integrated Management System.

3. RESPONSIBILITYa. All Zonal HSE Team Leaders are responsible to ensure compliance with

legal and other requirements at their respective zones.b. In-charge HSE&QA is responsible to monitor the implementation of this procedure at SSGC.c. In-charge HSE&QA in consultation with GM (Regulatory Affairs) and GM (Legal Services) is

responsible for the identification of pertinent legal and other requirements applicable to occupational health, safety, environment and quality.

d. HSE&QA keeps copies of applicable legal and other requirements in this regard.

4. PROCEDURE

4.1 Identification of Sources for Accessing Legal & Other Requirementsa. In-charge HSE&QA in coordination with GM (Regulatory Affairs) and GM (Legal Services) identify

the sources for accessing applicable occupational health, safety, environment and quality related legal and other requirements on form “Sources for Accessing IMS Legal and Other Requirements ”(SSGC-IMS/LOR-F-01). The list mentions addresses, phone numbers, fax numbers and contact persons.

b. GM (Regulatory Affairs) and GM (Legal Services) ensure that concerned legal & regulatory authorities are contacted by sending letters/e-mails/faxes or visiting websites for obtaining laws/regulations that are relevant to occupational health, safety, environment and quality.

c. In-charge HSE&QA maintains a list of all current and applicable occupational health, safety, environment & quality related laws, regulations, standards in a manner that they are accessible/distributed to concerned personnel. List of current laws and regulations is maintained on form “List of applicable IMS Laws/regulations/standards” (SSGC-IMS/LOR-F-02).

d. Legal and regulatory requirements pertaining to occupational health, safety, environment and quality are communicated by GM (Legal Services) and GM (Regulatory Affairs) respectively to In-charge (HSE&QA).

4.2 Review of Compliance with Legal and Other RequirementsSenior management reviews the status of compliance with IMS related legal and other requirements in various meetings namely Management Committee Meeting, Project Review Meeting, Board Meeting etc.

4.3 Up-to-date information on Legal and Regulatory RequirementsGM (Regulatory Affairs) and GM (Legal Services) ensure to have all applicable legal and other requirements up-to-date. Changes to these requirements are identified by contacting concerned law book houses / regulatory authorities / websites etc. Any changes / amendments to the law / regulations / standards for enforcement from time to time is communicated to In-charge HSE&QA who further communicates the same to Zonal HSE Team Leaders and HSE representatives.

“Compliance” is just the subject of “governance” and not the other way

around.



SSGC |Page 107


SSGC-IMS/LOR-F-01 Sources for Accessing IMS Legal and Other RequirementsGM (Regulatory Affairs) and GM (Legal Services)

Ongoing

SSGC-IMS/LOR-F-02 List of applicable IMS Laws/regulations/standards In-charge HSE&QA Ongoing


IMS Handbook

SSGC |Page 109

IMS

FORM

SSGC

-IMS/

LOR-

F-01

Sour

ces

of a

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sing

HSE

&QA

Leg

al a

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Re

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IMS

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HSE&QADepartment

IMS FORM SSGC-IMS/LOR-F-02

List of Applicable HSE&QA Laws and Regulation

Revision 00

Issue Date: Aug, 2016

S. No Applicable Law, rule or regulatory requirement Revision number or

reference date Remarks if any

1 Pakistan Environment Protection Act - 1997 1997

2 Sindh Environment Protection Act - 2014 2014

3 Initial Environmental Examination and Environmental Impact assessment regulations

2000

4 National Environmental Quality Standards 2010

5 Factories Act 1934

6 Sindh Factories Rules 1975

7 The West Pakistan Factories Canteen Rules 1959

8 The West Pakistan Hazardous Occupants (Chromium) Rules 1963

9 Oil & Gas Regulatory Authority Licensing Conditions Sept’ 2003

10 Petroleum Act 2013

11 Petroleum Rules 2009

12 Natural Gas Rules 1960

13 Natural Gas Licensing Rule 2002

14 Electricity Act 1910

15 Electricity Rules 1937

16 Civil Defense Rules 1951

17 Explosive Rules 1940

18 Gas Transmission Technical Standards (OGRA) 2002

19 Gas Distribution Technical standards (OGRA) 2002

IMS Handbook

SSGC |Page 111


List of Applicable HSE&QA Laws and RegulationRevision 00


Department

HSE&QADepartment


List of Applicable HSE&QA Laws and Regulation

Revision 00


S. No Applicable Law, rule or regulatory requirement Revision number or

reference date Remarks if any

1 Pakistan Environment Protection Act - 1997 1997

2 Sindh Environment Protection Act - 2014 2014

3 Initial Environmental Examination and Environmental Impact assessment regulations

2000

4 National Environmental Quality Standards 2010

5 Factories Act 1934

6 Sindh Factories Rules 1975

7 The West Pakistan Factories Canteen Rules 1959

8 The West Pakistan Hazardous Occupants (Chromium) Rules 1963

9 Oil & Gas Regulatory Authority Licensing Conditions Sept’ 2003

10 Petroleum Act 2013

11 Petroleum Rules 2009

12 Natural Gas Rules 1960

13 Natural Gas Licensing Rule 2002

14 Electricity Act 1910

15 Electricity Rules 1937

16 Civil Defense Rules 1951

17 Explosive Rules 1940

18 Gas Transmission Technical Standards (OGRA) 2002

19 Gas Distribution Technical standards (OGRA) 2002


SSGC |Page 113

IMS PROCEDURE SSGC-IMS/IA-10

Internal AuditRevision 00


Department

INTERNAL AUDIT

INTERNAL AUDIT


SSGC |Page 114

1. PURPOSE The purpose of this procedure is to define mechanism and responsibilities for:

a. Planning, conducting and reporting results of internal audits related to Integrated Management System (IMS).

b. Determining causes of non-conformities identified as a result of audits conducted and implementing appropriate corrective and preventive actions.

2. SCOPEThis procedure applies to all activities related to IMS of SSGC.

3. RESPONSIBILITYa. In-charge HSE&QA is responsible for audit planning and its implementation.b. In-charge HSE&QA is responsible for arranging trainings for internal Auditors to enable them to

effectively conduct internal audits.c. In-charge HSE&QA is responsible for having a team of competent internal Auditors so that all

zones could be covered timely.d. Internal Auditors are responsible for identifying non-conformities and reporting audit results to

Zonal HSE Team Leader.e. Zonal HSE Team Leaders are responsible for ensuring that appropriate corrective and preventive

actions have been implemented.f. Zonal HSE Team Leaders are responsible for cooperating with and providing all necessary support

to internal Auditors.g. Internal Auditors are responsible for conducting follow-up audits and closing non-conformities.

4. PROCEDURE

4.1 Audit Planninga. In-charge HSE&QA prepares yearly master internal audit plan (SSGC-IMS/IA-F-01) that includes

zones to be audited along with corresponding audit months. The audit frequency is once a year which may be revised depending upon the nature of importance and past compliance history of the zone/department/area to be audited.

b. The audit planning takes into consideration the results of previous audits, accident history as well as Risk Assessment and Management. In-charge HSE&QA ensures that main activities are covered during audits. The audits cover all requirements of Integrated Management System (IMS).

c. In-charge HSE&QA communicates audit plan to concerned Zonal HSE Team Leader and Internal Auditors through memorandum at least 15 days prior to the audit. The audit plan mentions audit date(s), names of auditors etc.

4.2 Internal Auditorsa. In-charge HSE&QA ensures that a pool of competent Auditors is available to conduct audits in

accordance with yearly master internal audit plan (SSGC-IMS/IA-F-01) and nominates Auditors for each audit. In-charge HSE&QA ensures that internal Auditors are independent of those having direct responsibilities for the audited activity so as to ensure objectivity and impartiality of the audit process.

b. Internal Auditors become competent after they have satisfactorily completed at least two-day training course on IMS requirements and auditing techniques.

4.3 Audit Proceedings and Post-audit Follow-upa. During the audit, Internal Auditors seek objective evidence of compliance against the audit criteria

i.e. IMS and legal requirements. Auditors are encouraged to generate their own audit check list to reduce the risk of skipping anything important.

INTERNAL AUDIT


SSGC |Page 115

b. When any non-conformity is identified during the audit, it is discussed with the Auditee. If satisfactory objective evidence is not provided, it is recorded on the NC Report (SSGC-IMS/IA-F-02).

c. After audit completion, the audit Team Leader prepares an Internal Audit Report (SSGC-IMS/IA-F-03) clearly mentioning audit results and recommendations for improvements within 10 working days of the audit completion date. Audit Team Leader sends Audit report along with NCRs to Zonal HSE Team Leader.

d. After receiving the NCRs, Zonal HSE Team Leader analyses the root cause of the problem, proposes corrective and preventive actions after taking HSE&QA on board and mutually decides target date for implementing actions. All details are recorded on NC Report (SSGC-IMS/IA-F-02).

e. Zonal HSE Team Leader ensures that the corrective and preventive actions are implemented without delay to eliminate detected non-conformities and their causes.

f. In-charge HSE&QA has the final say in cases where disagreement takes place between the Auditor and the Auditee.

g. After implementing the corrective and preventive actions, the Auditee reports back to Audit Team Leader.

h. Audit Team Leader conducts follow-up audit in order to determine the efficacy of implemented actions. After verifying the objective evidence, the NCR is closed out by the Auditor. If further work is required to fully implement the action, a new follow-up date is decided and again the same procedure is followed.


SSGC-IMS/IA-F-01 Master Internal Audit Plan In-charge HSE&QA 3 Year

SSGC-IMS/IA-F-02 NC Report Audit Team Leader 3 Years

SSGC-IMS/IA-F-03 Internal Audit Report Audit Team Leader 3 Years

INTERNAL AUDIT

IMS Handbook

SSGC |Page 117

HSE

&QA

Dep

artm

ent

IMS

FOR

M

SSG

C-IM

S/IA

-F-0

1

Mas

ter I

nter

nal A

udit

Plan

R

evis

ion

00

Issu

e D

ate:

Jun

e, 2

016

ZONE

S YE

AR _

____

____

____

____

__

JUL

AUG

SEP

OCT

NOV

DEC

JAN

FEB

MAR

AP

R M

AY

JUN

Zone

01

Zone

02

Zone

03

Zone

04

Zone

05

Zone

06

Zone

07

Zone

08

Zone

09

Zone

10

Zone

11

Zone

12

Zone

13

Zone

14

Zone

15

Zone

16

Zone

17

Zone

18

Zone

19

Zone

20

Zone

21

Prep

ared

by

____

____

____

____

____

__

Appr

oved

by

____

____

____

____

____

___

IMS

FORM

SSGC

-IMS/

IA-F

-01

Mas

ter I

nter

nal A

udit

Plan

Revi

sion

00

Issu

e Da

te: J

une,

201

6HS

E&QA

Depa

rtm

ent

IMS Handbook

SSGC |Page 119

IMS Form SSGC-IMS/IA-F-02

NC ReportRevision 01

Issue Date: January, 2016HSE&QA

DepartmentHSE&QADepartment




NC No. TARGET COMPLETION DATE

NC Raised During Audit □ Inspection □

Audit/Inspection Date(s) ACTUAL COMPLETION DATE

Location / ZONE

Audit Team Leader & Memebers

Team Leader Signature

To b

e fil

led

by

Audi

tor

NON-CONFORMITY OBSERVED

IMS/SOP/Standard Ref. No.

To b

e fil

led

by A

udite

e

CORRECTIVE ACTION

ROOT CAUSE ANALYSIS

PREVENTIVE ACTION

To b

e fil

led

by

Audi

tor

VERIFICATION OF COMPLETION

NC ACCEPTANCE CORRECTIVE & PREVENTIVE ACTIONS ACCEPTANCE

AUDITEE SIGNATURE AUDITOR SIGNATURE

NON-CONFORMITY STATUS IN-CHARGE HSE&QA

OPEN □

Closed □

AUDITOR SIGNATURE SIGNATURE DATE

IMS Handbook

SSGC |Page 121


Internal Audit ReportRevision 00


Department


SSGC |Page 123

IMS PROCEDURE SSGC-IMS/CnC-11

Consultation & CommunicationRevision 00

Issue Date: July, 2016HSE&QA

Department

CONSULTATION & COMMUNICATION



SSGC |Page 124

1. PURPOSE The purpose of this procedure is to establish an appropriate communication system within and outside the organization to exchange and convey information regarding Integrated Management System to all concerned personnel, departments, zones, external interested parties, government authorities/agencies.

2. SCOPEThis procedure is applicable to all internal communication, consultation and external communication with employees, contractors & external interested parties, government authorities/agencies. 3. RESPONSIBILITYa. In-charge HSE&QA is responsible for communicating the IMS policies and providing information

regarding Integrated Management System (IMS) and safety alerts/vital information to all Zones and ensures that updates are communicated on time.

b. All Zonal HSE Team Leaders are responsible for communicating the IMS policies and providing information regarding Integrated Management System (IMS) and safety alerts/vital information to all personnel within their zone and ensure that information is communicated effectively within the Zone.

c. HSE&QA is responsible for receiving and responding to inquiries / requests / suggestions related to IMS from external interested parties.

d. GM (RA) is responsible for communication with Oil & Gas Regulatory Authority (OGRA) and other government agencies.

e. GM (Legal Services) is responsible for communication related to legal affairs.f. GM Procurement communicates with all suppliers and contractors on matters of HSE&QA at the

time of bidding and contracts by communicating HSE&QA requirements.g. Corporate Communication Department is responsible to communicate press releases and

responding to media inquiries on official matters of the company.

Words should be

used as tools of

communication and

not as a substitute for action.



SSGC |Page 125

4. PROCEDURECommunication within Sui Southern Gas Company and with Contractors, Suppliers & External Interested Parties is illustrated as follows:

5. DOCUMENTED INFORMATIONRecord No Record Name Maintained by Retention Period

N/A HSE External Communication RecordGM (RA) / Incharge

HSE&QA3 Years

N/A Minutes of monthly Zonal HSE Team MeetingZonal HSE Team

Leader2 years

BY WHO

• HSE&QA Department• Zonal HSE Teams• All employees• In-charges• Contractors• Suppliers• Interested parties / Stakeholders (OGRA

/ MP&NR etc.)

WHAT

• IMS policies and procedures• Updates related to IMS• Hazard and Risk identification• Quality Issues, Guidelines• Safety instructions / guidelines / alerts• Inquiries, Requests• Suggestions, Lessons learnt• Objectives, Plans, Targets• Information, Complaints• Govt. Rules & Regulations• Do’s & Don’ts, • Etc.

VIA

• Cell Phone / PTCL / Microwave• Letters / Memos• Training / Tool Box Sessions• Emails• Intranet• Website• Notice Boards• Meetings• Talks• Etc.

TO WHOM

• HSE&QA Department• Zonal HSE Teams• All employees• In-charges• Contractors• Suppliers• Interested parties / Stakeholders (OGRA

/ MP&NR etc.)



SSGC |Page 127

IMS PROCEDURE SSGC-IMS/TND-12

Training & Development Revision 00


Department

TRAINING & DEVELOPMENT



SSGC |Page 128

1. PURPOSE The purpose of this procedure is to have an effective mechanism for the identification, provision and review the efficacy of Integrated Management System related training requirements for SSGC personnel. 2. SCOPEThis procedure applies to trainings pertaining to Integrated Management System and these trainings are imparted to SSGC personnel. 3. RESPONSIBILITY

Designation Responsibility

In-charge (HSE&QA)

Training needs identification.Yearly training calendar approval.Pool of competent trainers development.Training effectiveness evaluation.

In-charge (LDC)In-charge (HSE&QA) in consultation with In-charge (LDC) arrange trainings at LDC when trainings are to be organized at LDC.

Incharge HR(Organizational Development)

In-house training is the obvious choice but in cases where in-house training resources are not sufficient to equip individuals with required competency and skills or where certification is required, In-charge HSE&QA through proper channel sends nominations to Incharge HR for outside trainings.HR keeps records of all outside trainings.

4. PROCEDUREa. In-charge (HSE&QA) identifies training needs every year to enhance the level of knowledge with

regard to internationally recognized standards.b. Training needs are incorporated in yearly training calendar (SSGC-IMS/TND-F-01) which is

approved by in-charge HSE&QA. Training calendar entails the details of training programs to be conducted throughout the year. Training programs may be altered in the training calendar as deemed suitable by In-charge (HSE&QA).

c. Training programs are arranged in accordance with yearly training calendar. HSE&QA maintains a record of all such trainings. Training effectiveness is assessed using Training Feedback Form (SSGC-IMS/TND-F-02).

d. In-charge (HSE&QA) ensures that competent trainers are available to conduct quality trainings who can apply effective training techniques for managing participants and creating an effective positive learning environment.

e. When the venue of any training is LDC, training program is mutually decided by in-charge (HSE&QA) and in-charge (LDC).

f. In cases where in-house training resources are not adequate to equip individuals with required competency and skills or where certification is required from accredited certification body, In-charge (HSE&QA) identifies potential candidates for external trainings. The nominations are sent through proper channel to Incharge HR. Organizational Development section of HR makes all necessary arrangements for external trainings. HR keeps the record of all external trainings.


Record No Record Name Maintained by Retention PeriodSSGC-IMS/TND-F-01 Yearly Training Calendar HSE&QA Department 3 Years

SSGC-IMS/TND-F-02 Training Feedback Form HSE&QA Department 3 Years


IMS Handbook

SSGC |Page 129

HSE

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Prep

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____

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____

____

____

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____

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IMS

FORM

SSGC

-IMST

ND-F

-01

Year

ly T

rain

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Cale

ndar

Revi

sion

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te: A

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016

HSE&

QADe

part

men

t

IMS Handbook

SSGC |Page 131

IMS Form SSGC-IMS/TND-F-02

Training Feedback FormRevision 00


Department

HSE&QADepartment

IMS FORM SSGC-IMS/TND-F-02

Training Feedback FormRevision 00


Excellent Good Average Below Average

Poor

Name (Optional) Trainer Name Designation Topic Zone Venue Department Duration

Note: Please Tick () the appropriate box against each question.

S. No DESCRIPTION LEGEND

TRAINING

1 The objectives of the training were clearly defined.

2 The content was organized and easy to follow.

3 The materials distributed were helpful.

4 The time allotted for the training was sufficient.

5 Lessons learnt from this training will be useful in my current and future needs.

6 Overall effectiveness of the training.

TRAINER

7 Trainer was knowledgeable about the training topic.

8 Trainer was friendly and approachable.

9 Trainer encourages questions and gives acceptable replies.

10 Explanations of concepts and instructions is at an understandable level.

11 Trainer’s delivery is interesting and engages our attention throughout.

12 Overall performance of the trainer.

TRAINING ROOM

13 Training room environment & lighting.

14 Audio visual facilities & equipment.

15 Seating arrangements & ergonomics.

16 Overall facilities & arrangements.

COMMENTS/SUGGESTIONS

Signature: ______________________ Date: ______________


SSGC |Page 133

IMS PROCEDURE SSGC-IMS/MM-13

Maintenance ManagementRevision 00


Department

MAINTENANCE MANAGEMENT



SSGC |Page 134

1. PURPOSE The purpose of this procedure is to define mechanism and responsibilities for maintenance of equipment, so that any incident/accident due to lack of maintenance of equipment can be avoided and intended use of subject equipment is achieved.

2. SCOPEThis procedure is applicable to all equipment used by various departments across SSGC. 3. RESPONSIBILITYa. All Departmental Heads and Zonal HSE Team Leaders have the overall responsibility to ensure

that equipment is well maintained, so that equipment remains safe for use and does not become a cause/source for an accident and be used for its intended use.

b. In-charge HSE&QA will monitor compliance of maintenance plans and procedures across SSGC.

4. PROCEDUREa. The frequency and nature of maintenance depends upon the following:i. The manufacturer’s recommendationsii. Intensity of useiii. Operating environment (e.g. temperature, humidity, weather etc.)iv. User knowledge and experiencev. The risk to health and safety from any foreseeable failure or malfunctionb. Required steps are taken to manage any risk arising from maintenance activity. Manufacturer’s

instructions usually have recommendations on how to safely undertake maintenance of their work equipment which should always be followed.

c. Staff undertaking maintenance needs to undertake significant on-the-job risk assessment (essentially considering what could go wrong and how to avoid injury), as the situation may arise and change in ways that could not be predicted at the beginning.

d. Maintenance work is only undertaken by those who are competent to do the work, who have been provided with sufficient information, instruction and training.

e. In some cases maintenance of equipment is undertaken by the manufacturer or contractor on terms and conditions provided by SSGC.

f. Equipment used by SSGC may fall under the following categories:

S.No Descriptiona. Construction Equipment

Excavator, Forklifts, Loaders, Welding Plants, Dump Trucks, HDD machine, Bulldozers etc.

b. Equipment & Installations

Sales meter stations, Town border stations, Pressure reducing stations, Gas Compressors, Generators, Valves, Actuators, Regulators etc.

c. General Equipment

Gas pipeline and Accessories, Separators, Filters, Gauges, Meters, Safety equipment, Lighting and Electrical Products HVAC Equipment, Workshop machines, Air Compressors, Inspection & Testing equipment etc.

g. Each Departmental Head / Zonal HSE Team Leader prepares inventory of all equipment held by the zone which is documented on SSGC-IMS/MM-F-01. The list includes the following information:

i. Name / type of equipmentii. Reference number of manual / check list / SOP / procedure that defines the frequency of scheduled



SSGC |Page 135

maintenance inspections and the tasks to be performed while conducting these inspections.iii. The log book or form or register name on which the record of schedule maintenance is maintained. h. All Departmental Heads / Zonal HSE Team Leaders ensure that all maintenance inspections are

carried out as per defined frequency.

Maintenance Type Requirements

Breakdown Maintenance

i. Competent team availabilityii. Availability of Tools & Equipmentiii. Inventory level of components & accessoriesiv. Time & resource management

Preventive Maintenance

i. Preventive Maintenance Planii. Adequate financial provisions in departmental Budgetiii. Competent team availabilityiv. Availability of Tool s & Equipmentv. Inventory level of components & accessoriesvi. Time & resource management

5. DOCUMENTED INFORMATIONRecord No Record Name Maintained by Retention Period

SSGC-IMS/MM-F-01 Equipment Maintenance RecordHead of Department / Zonal HSE Team

Leader2 Years


IMS Handbook

SSGC |Page 137

IMS

FORM

SSGC

-IMS/

MM

-F-0

1

Equi

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t Mai

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ance

Rec

ord

Revi

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00

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IMS

Form

SS

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MM

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1

Equi

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Rec

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Rev

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Aug

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2016

ZONE

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____

____

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___

____

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IMS Handbook

Sample Forms

IMS Handbook

SSGC |Page 141

IMS Form SSGC-IMS/ERP-F-01

Emergency Drill FormRevision 00


Department

IMS Handbook

SSGC |Page 142

IMS

Form

SSGC

-IMS/

RAM

-F-0

1

Haza

rd Id

entif

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& R

isk

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ssm

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Revi

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201

6HS

E&QA

Depa

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IMS Handbook

SSGC |Page 143

IMS Form SSGC-IMS/IAM-F-01

Incident Notification FormRevision 00


Department

Mr. Abdullah

Mr. Kareem

IMS Handbook

SSGC |Page 144

IMS Form SSGC-IMS/ERP-F-02

Inspection and Monitoring of ER Equipment FormRevision 00


Department

IMS Handbook

SSGC |Page 145


Internal Audit ReportRevision 00


Department

IMS Handbook

SSGC |Page 146




Department

IMS Handbook

SSGC |Page 147




Department

IMS Handbook

SSGC |Page 148




Department

• Executing Dpt. must submit the JSA prior to job execution to HSE&QA Dpt• In case where HSE&QA Team is not present, Zonal HSE Team Leader or Area Authority will officiate the responsibilities of HSE&QA

Department. (Please refer Clause 5, IMS Manual).

IMS Handbook

SSGC |Page 149




Department

IMS Handbook

SSGC |Page 150




Department

IMS Handbook

SSGC |Page 151


Permit To Work FormRevision 01

Issue Date: Dec, 2016HSE&QA

Department