Collection and delivery plans - tatasteeleurope.com · Code of practice – Collection and delivery plans HSC-23-2 Issue 1 Rev 2 (20-02-2020) Replaces: Issue 1 05-03-2018 Page 2 of

HSC-23-2 Issue 1 Rev 2 (20-02-2020)

Replaces: Issue 1 05-03-2018 Page 1 of 14

Health and safety

Code of practice

Collection and delivery plans

Table of contents

1 Scope and application ........................................................................................... 2

1.1 Definitions .................................................................................................... 2

2 Roles, responsibilities and competence ................................................................ 2

2.1 Roles and responsibilities ............................................................................ 2

2.2 Competence ................................................................................................ 3

3 Collection and delivery plan planning .................................................................... 4

3.1 Collection plans ........................................................................................... 4

3.2 Delivery plans .............................................................................................. 4

3.3 General considerations ................................................................................ 4

4 Collection and delivery plan content ...................................................................... 5

4.1 Collection / delivery address ........................................................................ 5

4.2 Operating times ........................................................................................... 5

4.3 Contact telephone numbers ......................................................................... 6

4.4 Mandatory personal protection equipment (PPE) ......................................... 6

4.5 Initial reception points / driver induction ....................................................... 6

4.6 On-site directions (Tata Steel Europe site) ................................................... 7

4.7 Loading / unloading arrangements ............................................................... 7

4.8 Site limitations .............................................................................................. 8

4.9 Welfare facilities ........................................................................................... 8

5 Document validation and distribution ..................................................................... 8

5.1 Collection plans / supplier delivery plans ...................................................... 8

5.2 Delivery Plans .............................................................................................. 9

5.3 Distribution ................................................................................................... 9

6 Monitor, audit and review of collection and delivery plans ..................................... 9

7 Monitor, audit and review of this code of practice .................................................. 9

Appendix 1 – Example of collection / delivery plan checklist ........................................11

Appendix 2 – Example of completed collection plan ....................................................13

Appendix 3 – Example of completed customer deliver plan .........................................14

Tata Steel Health and Safety

Code of practice – Collection and delivery plans

HSC-23-2 Issue 1 Rev 2 (20-02-2020)


1 Scope and application

This code of practice sets out the requirements for ensuring the suitable and sufficient

information reaches a delivery driver when entering and leaving Tata Steel Europe

sites. It describes what information a driver requires in order to safely access a Tata

Steel Europe site, a customer’s premises, an external warehouse, port or other Tata

Steel Europe business when collecting or delivering products or goods on behalf of

Tata Steel Europe.

All Tata Steel Europe sites, and their collection / delivery points have differing layouts,

hazards and operational requirements that necessitate specific information reaching

the driver to ensure their safety. The purpose of both a collection and a delivery plan is

to ensure that a first time driver has sufficient information, prior to arrival at a site, to

enable them to access that site safely.

1.1 Definitions

Collection plans are documents relating to the collection of a load from a location on a

Tata Steel site.

Delivery plans take two forms:

- Customer delivery plans: documents outlining the key delivery instructions for

Tata Steel Europe products or goods to their next destination (e.g. customer’s

premises or Tata Steel Europe downstream operations);

- Supplier delivery plans: documents outlining the delivery instructions for

suppliers delivering to a location on a Tata Steel Europe site.

Tata Steel Europe health and safety standards and codes of practice are mandatory on

all sites, including joint ventures where the business is operated by Tata Steel Europe.

If this code of practice creates a higher obligation than that required by local law or

regulation, it should be followed as long as full compliance with the law or regulation is

also achieved. In the unlikely scenario that a local relevant law or regulation requires a

higher standard to be followed, that law or regulation should be followed and this

should also be communicated to Group Health and Safety.

Codes of practice are part of the health and safety management system. Requirements

and responsibilities for deployment as described in ‘Governance and Accountabilities’

and/or the Health and Safety Management System Framework equally apply.

2 Roles, responsibilities and competence

2.1 Roles and responsibilities

Tata Steel Europe hubs / units / sites must formulate, communicate and maintain

suitable documentation that allows for safe collection of steel products from Tata Steel



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Europe sites and safe delivery to its next destination. Information must also be

provided to suppliers for delivery of goods to Tata Steel Europe sites.

Collection / delivery plans must be created for all despatch / delivery points on Tata

Steel Europe sites, and for all onward delivery locations.

Accountability, responsibility and the communication requirements must be clearly

defined by each Tata Steel Europe hub / unit / site to ensure the effective

implementation of this code of practice. This must include a nominated owner of the

hub/ unit / site collection and delivery plans.

The key groups of people who may be involved in the creation and use of collection

and delivery plans include:

Collection plans and supplier delivery plans

• Tata Steel Europe Supply Chain Logistics management;

• Tata Steel Europe site operations managers responsible for loading / unloading

operations;

• Tata Steel Europe loading personnel;

• Tata Steel Europe logistics contract owners;

• road haulage managing contractors

• contract haulage company managers and staff;

• delivery drivers.

Customer delivery plans

• Tata Steel Europe Supply Chain Logistics management;

• Tata Steel Europe logistics contract owners;

• Tata Steel Europe customer account teams;

• contract haulage company managers and staff;

• delivery drivers;

• delivery point management team;

• delivery offloading staff.

The relevant Tata Steel Europe hub / unit / site has a responsibility for ensuring the

haulier has received the relevant information to safely complete the delivery.

2.2 Competence

With respect to competence for creating and communicating a collection / delivery plan,

the personnel involved must be familiar with road transport operations and other Tata

Steel Europe road haulage codes of practice. The collection and delivery plan

questionnaire templates provide a checklist to guide the author through completing the

plans.



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Any individual creating either a collection or delivery plan must be able to recognise a

non-compliance within the loading / unloading operation in relation to the Tata Steel

Europe road haulage codes of practice and agree a way forward with all stakeholders

to ensure the operation is safely managed.

3 Collection and delivery plan planning

3.1 Collection plans

These should be created using a standard question set to ensure that the key steps to

loading finished products are covered (Appendix 1).

The collection plan output must align to the local area risk assessment / safe working

procedures.

The collection plan must align to HSC-23.3 Loading and unloading of road vehicles.

The driver should be issued with the collection plan before proceeding on to a Tata

Steel Europe site.

3.2 Delivery plans

With regular or high volume customers the method used to create the delivery plan is

similar to that described above for collection plans by using a checklist completed by

relevant stakeholders (Appendix 2). Good practice is for a Tata Steel Europe

representative to visit the delivery location with a haulier representative and jointly

agree the delivery plan with the site. The Tata Steel Europe commercial contact for the

customer / destination should be consulted in advance as they may wish to be involved

in the process.

Delivery plans for locations with low or irregular volumes, immediate delivery requests

or ‘spot’ / ‘one-off’ deliveries can be created by circulating the checklist for completion

by the site owner and forwarding the completed checklist to the haulier. If there is no

documented delivery plan, consideration needs to be given as to whether or not Tata

Steel Europe can accept the order from a potential customer.

It is the duty of the individual hubs/ units/ sites to ensure a review of the delivery

process is carried out.

The driver should be issued with the delivery plan before leaving the despatching site.

It is Tata Steel Europe’s responsibility to ensure that adequate processes are in place

to facilitate this.

3.3 General considerations

Language

Collection / delivery plans should be pictorial where possible to get around any

potential language barrier. They should also be available in the commonly spoken



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European languages to enable all drivers to have a clear understanding of the

procedures and to enable them to act in a safe manner.

Format

Collection / delivery plans should ideally be contained within one side of A4 with the

reverse side containing a map where necessary, especially for large sites.

The collection / delivery plans should follow a consistent layout with site opening times,

contact details, hazards and personal protective equipment (PPE) requirements clearly

displayed (see Appendices 2 and 3).

The documents should be supplemented with diagrams, maps and/or photographs

where possible. Text should be kept to a minimum to aid multilingual understanding.

Photographs of the despatch / goods inwards office are helpful. The use of staged

photographs for collection plans provides a good understanding of the process.

There is likely to be a requirement to have collection plans (and supplier delivery plans)

for each loading / delivery point on large Tata Steel Europe sites.

The communication of delivery plans may be through automated means (e.g. printed

on the reverse of the driver’s delivery paperwork) therefore the format of the plan may

be limited by the IT infrastructure on the despatching site.

4 Collection and delivery plan content

4.1 Collection / delivery address

This must be the full address of the collection / delivery location and should include the

correct postal code or street name for that site, for use with satellite navigation

systems. If there are multiple collection / delivery points on the same site, the name of

the area must be clearly displayed and communicated to the driver.

(N.B. – In the UK, Post Codes for P.O. Box addresses do not direct the driver to the delivery

site, and elsewhere in Europe, Area Codes are not sufficient to direct the driver).

4.2 Operating times

The times identified should be the first and last arrival times for the site whereby the

driver can expect to be processed. These times may not necessarily be the full opening

times for the site.

Any significant break periods within the above times, where the driver will not be

unloaded / loaded should be included in the plan (e.g. main meal breaks or unmanned

shift periods).

Reference should also be made to any situations where the driver may have to notify

the delivery or collection point before their arrival.



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4.3 Contact telephone numbers

General contact number – this should be the telephone number of a person or area

responsible for the daily transport operations and who is available during normal office

operating hours.

Out of hours contact number – the telephone number of a person or area

responsible for the daily transport operations outside normal office hours but within the

declared opening times for deliveries or collections.

Emergency contact number – this should be the telephone number of a person or

area capable of dealing with any emergency situations which may arise from accidents

or incidents involving the driver or their vehicle whilst on site.

4.4 Mandatory personal protection equipment (PPE)

This should identify the minimum level of PPE the driver will need whilst on the site.

The plans should also establish when and where the PPE should be worn.

Each site must have a process in place to ensure that the driver has the relevant PPE

prior to gaining access to the site.

Where possible, any reference to PPE should be pictorial, using the recognised blue

signs (note: the last one in the series below is a roof pole for opening trailer canopies):

4.5 Initial reception points / driver induction

The first point of contact for the driver when he reaches the site should be established.

From this point onwards, the site must take responsibility for the control of the driver

until the driver leaves. Refer to HSC-23.01 Haulier engagement, communication and

control with reference to the section on control of drivers on site.

Due consideration should be given to the location of the driver reception area. Where

possible this should be at, or close to the point of entry to the site. This is the ideal

place to check that the driver has the relevant collection plan / supplier delivery plan, or

to issue one if that is not the case. The driver may also be given further details on

driver and site safety during their stay at the site.

It is good practice at the reception point for the driver to be checked for the required

site PPE. If the driver does not have the required PPE, there are a variety of ways to

deal with this: the driver could be refused entry; the driver could be provided with the

required PPE at cost; or if more appropriate the driver could be given PPE for the

duration of his visit to be returned upon departure.



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4.6 On-site directions (Tata Steel Europe site)

Clear directions must always be given to the driver. The route selected must be

considered as part of a site flow map referenced in HSS-13 On-Site Traffic. Directions

must include how to leave the site after loading or unloading. Routes selected should

minimise interfaces with other activities such as rail and heavy plant etc. Directions on

site should be sign based with clear road markings.

Simple site maps may be used, but heavily detailed maps should be avoided as they

can reduce the driver’s concentration.

Loading and unloading points should be clearly identified with names or numbers and

should also be clearly visible to the driver.

The driver’s presence and progress should be traceable and monitored from arrival

until departure. A process may be established by the local site to accompany

occasional visitors or drivers with limited experience of the site.

4.7 Loading / unloading arrangements

Refer to HSC-23.03 Loading and unloading of road vehicles code of practice. The

collection / delivery plan should show where the driver should be during the loading /

unloading operation e.g. in a safe haven, and it should clearly show the exclusion

zones around the vehicle when loading is taking place.

If the driver is delivering Tata Steel Europe products to a customer he/she should

receive a delivery plan for that customer before leaving a Tata Steel Europe site.



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4.8 Site limitations

This section of the plan should state restrictions placed on vehicles for the site. It

should include maximum speed limits and vehicle height or width restrictions. Any

imposed restrictions should be considered for both inside and outside areas as these

often differ.

Consideration should be given to include speed in imperial and metric units depending

on the nationality of drivers visiting the site.

The inclusion of pictures for speed limits is desirable, but the unit of measure must be

clearly stated, e.g.:

MPH

4.9 Welfare facilities

The welfare facilities available to the driver during their time on the sites should be

identified. It should be established whether these facilities are freely available to the

driver or whether permission and/or special access is required.

Welfare facilities should include:

• toilet / washing facilities;

• shelter from adverse weather;

• hot drink facilities;

• area to study local rules and site procedures.

Facilities for overnight parking on site may be considered within this section of the

plans but overnight parking is generally not permitted on main Tata Steel Europe sites.

5 Document validation and distribution

5.1 Collection plans / supplier delivery plans

Validation of the final collection plan requires the approval of representatives from:

• the Tata Steel Europe logistics contract owner;

• the transport provider / managing contractor for collection plans;

• Tata Steel Europe procurement department for supplier delivery plans;

• the despatch / receiving site / mill / area.



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5.2 Delivery Plans

Methods of validation will be business unit specific however; validation of the final

delivery plan requires the approval of representatives from:

• the Tata Steel Europe logistics contract owner;

• the transport provider / managing contractor;

• the delivery location.

5.3 Distribution

Collection plans must be available for the driver before entering the despatch area.

Where collection plans control arrivals to a site, they should be made available to the

hauliers to issue to the driver. This process may utilise managing contractors if they are

used to arrange the road haulage.

Customer delivery plans must be issued to the driver before leaving the despatch site.

Tata Steel Europe hubs / units / sites must establish a system for storing controlled

copies of completed collection and delivery plans. Copies of the completed collection /

delivery plans should be sent to the road haulage providers.

6 Monitor, audit and review of collection and delivery plans

Collection and delivery plans should be reviewed every three years as a minimum.

The local Tata Steel Europe areas must inform the collection plan owners when there

are any changes to the on-site operation.

Drivers and delivery point personnel must also be encouraged to monitor and report

any changes to collection or delivery points and should be encouraged to suggest any

improvements the plans. Changes or suggestions should be reported through their

established communication channels.

7 Monitor, audit and review of this code of practice

Managers should have a process in place to evaluate the deployment and efficacy of

this code of practice in their area of responsibility.

Tata Steel Europe hubs / units / sites should ensure this code of practice is scheduled

in their internal audit program, at a minimum three year frequency. Hubs/units/sites

should review the outcomes of audits and performance measures at their health and

safety fora and make recommendations for improvement where targets, aspirations

and plans have not been achieved.

Any learning from:

• road transport related incident / accident investigations;



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• new knowledge / technology / legislation;

• results of audits;

should be fed back to the Road Transport Safety Group.

Users of this code of practice are also encouraged to feed back any comments or

experiences in the application of this document to assist in the process of continuous

improvement. Feedback should be given to the Road Transport Safety Group.

This code of practice will be reviewed by the Road Transport Safety Group every three

years and at any other point in time if obliged by any feedback mentioned above.



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Appendix 1 – Example of collection / delivery plan checklist

Collection / Delivery Plan Questions Answers

Delivery point Name:

Delivery point Address: Street

Street 2

Town

Country

Post Code

Daytime telephone number:

Out of hours telephone number:

Emergency telephone number:

Delivery Times:

From Until Breaks

Monday

Tuesday

Wednesday

Thursday

Friday

Saturday

Sunday

Periods of unavailability:

Pre-arrival / Booking-in information:

Should the delivery be booked in?

Who should be contacted to book in (confirm delivery of) the load?

Name:

Tel No.::

E-mail :

How soon before delivery should they be contacted?

What information is required to book in the loads?

Driver Equipment Requirements

What equipment does the driver require (identify as appropriate)?

Yes / No Yes / No Yes / No Yes / No Yes / No Yes / No Yes / No Yes / No



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Where should the driver report to on arrival?

Who should the driver report to on arrival?

Is a driver briefing or induction required before unloading?

Are there any facilities for parking of vehicles on site?

Discharge / Unloading Areas:

What is the site speed limit? (km/hr and/or mph)

What is the speed limit inside warehouses? (km/hr and/or mph)

Are there any one way systems?

Is the unloading area inside or outside?

Is reversing required?

Where reversing is required, who will provide a guide/banksman?

How can the reversing guide / banksman be contacted?

Are there multiple discharge points?

How is the load unloaded (overhead crane / forklift) ?

Is there a minimum gap required between product and headboard?

What is the maximum product weight you can receive? (tonnes)

Is the driver required to assist with the unloading operation?

Where should the driver be positioned during off-loading?

Are there steps or mobile platforms available to access trailers?

Site Limitations:

Are there any restrictions on vehicles accessing site?

What is the maximum vehicle height of the site?

What is the maximum vehicle length of the site?

What is the maximum vehicle width of the site?

Additional Information:

Is there a site map you can provide?

Is there any additional information that a driver would need to safely deliver a load to your premises?

Please provide Logistics safety contact details:

NB: The driver must not remove his load restraint until positioned in the unloading area.



HSC-23-2 Issue 1 Rev 2 (20-02-2020)


Appendix 2 – Example of completed collection plan



HSC-23-2 Issue 1 Rev 2 (20-02-2020)


Appendix 3 – Example of completed customer deliver plan

Documents

Collection and delivery plans - tatasteeleurope.com · Code of practice – Collection and delivery plans HSC-23-2 Issue 1 Rev 2 (20-02-2020) Replaces: Issue 1 05-03-2018 Page 2 of