Communication, Participation & Consultation

Communication, Participation & Consultation

Requirements

Purpose

The purpose of this procedure is to describe a processes to ensure effective and appropriate ORMS information is communicated to the SCs employees, contractors and other interested parties, and to receive feedback from internal and external parties on matters relating to the ORMS.

Participation and consultation on ORMS processes is ensured from SC employees, contractors and other interested parties with a view to continually improve ORMS.

Applicability

The procedure applies to all staff, contractors, visitors and other interested parties in relation to the inward and outward communication on the matters related to HSE issues.

Requirements related to Communication, Participation and Consultation

Communication: the organization should develop procedure for internal communication among various functions and levels of the organization and for external communication with interested parties.

Consultation: the organization is required to consult with employees, contractors (e.g. selection of appropriate control measures for a specific hazard) and other interested parties (e.g. regulatory Authorities- applicability and interpretation of Legal Requirements, Emergency Services)

Participation: the organization is required to ensure active and ongoing participation of workers in the development and review of ORMS Practices and, where appropriate, the development of ORMS.

Communication

What needs to be communicated?

a) Outwards Communication

Mandatory requirements- set by standards or laws i.e. 18001, QCS2014, Ministerial Resolution No. 20 etc.

Organizations Operational Requirements- awareness campaigns, initiatives

b) Inward Communication

Communication from Employees, Contractors, Interested Parties

Outward Communication- Examples

Outward Communication- Mandatory MessageRecipientsEmployeesContractorVisitorsOther Interested PartiesORMS Policy- communication of intentionXXXXORMS Manual- communication of frameworkXProcedures- communication of requirementsXXXRoles & Responsibilities- expectation XLegal and Other Requirements- ensuring compliance XXXHSE Hazards & Risks- awareness XXXXEmergency Response -awarenessXXXSC HSE Performance- information on progress/ shortcomings XXHSE Incidents, and results of investigationsXXXInformation on occupational Illness or chronic diseases employee*XPrimary and periodic medical examinations Employee*X

Outward Communication- Examples

Outward Communication-Organizations Operational Requirements based on identified HSSE , Supreme Committees Commitments and National prioritiesMessageRecipientsEmployeesContractorVisitorsOther Interested PartiesHeat Stress CampaignxxNutrition and fasting awarenessxxSafe Passage xxx

Inward Communication

Inward Communications (examples)MessageSenderEmployeesContractorVisitorsOther Interested PartiesInformation on applicable lawsXHSSE Hazard Notification/NoticesXXXXHSSE Incident NotificationsXXXXHSSE Performance XXInspection and Audit ReportsXFeedback and ComplaintsXXXXChange in Circumstances affecting ORMSXXXX

Planning for Communication

The requirements related to mandatory and organizational communication shall be planned. The plan shall include the following points:

Message to be communicated, frequency, medium, recipients,

Responsibility and authority of communication

This is addressed by:

(Annual Communication Plan) which may updated on quarterly basis.

(Communication Authority Matrix)

Participation & Consultation

What does it mean?

The need for participation and consultation with employees, and other interested parties, is required in the following circumstances: (Examples)

Identification of hazards or risks and establishing control measures;

Encourage participation of employees by consulting with them on health, safety, security and the environmental matters;

Consultation with regulatory authorities or emergency services on interpretation of legal requirements and their application or change in emergency response arrangement or requirements of coordination with emergency services.

Participation & Consultation

How it happens

(With Employees, contractors and other interested parties)

Through meetings, and following are the requirements related to such meetings:

Setting agenda of the meeting

Identifying participants of the meeting (focal points/managers/interested parties (QFA, QSL etc.)

Identifying Roles, Responsibilities and duties of the members (participants)

Identification of frequency of the meetings

(With Regulatory Authorities)

Identification of situations in which consultation is required

Identification of Responsibility and authority to consult on behalf of SC.

Consultation Meeting Agenda

Typical agenda of Consultation meetings is as follows:

New or unfamiliar hazards (including those that can be introduced by the contractor)

New or amended controls

Changes in material, equipment, exposures etc.

Changes in legal and other requirements

Corrective actions

Changes in emergency arrangements

Results of Incident investigations