Quick guide

Risk Management in EXMAR

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You, as a person and employee, are the most critical asset of our company and our goal is to ensure your wellbeing; by providing an

as safe as possible place to work, the right tools and helping you to promote safe practices in your work area.

This Quick Guide handbook will strengthen your awareness from preparation until the finalisation phase of your job. By adopting the improved risk management process and by engaging in the process with the right safety mind-set.

Control of work is developed to enhance and augment the efficiency and safety of the risk management process leading to a much safer execution of every job. A well-prepared and planned job is an excellent step in the direction of having a safe and well-executed job.

The level of safety in our company will ultimately be determined, not only by making this process improvement but also by the attitude, behaviour, perceptions and belief of each person. Hence, I encourage you to integrate the 5 safety I’s in your daily job.

We believe that by doing this, we will be able to achieve our common

goal of protecting you and keeping all of our assets safe.

Joris Daman

General Manager

Dear colleagues

» Take the Safety Lead and control your work! «

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‘The five Safety I’s are behavioural patterns that go beyond procedures – it is a full mindset that we must live by in all we do.’

Our Safety Mindset – The Safety I’s

INSIGHT

Seek and share knowledge of all matters related to safety at all times

INNOVATION

Strive for continuous improvement – go beyond

compliance

INFLUENCE

Use your influence power to inspire you colleagues with

good safety manners

INTERVENTION

Be the backup for your colleagues and intervene whenever you see unsafe conditions and acts

INTEGRATION

Integrate safety knowledge, contribution and commitment from all in every work processes and activity

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The Control Of Work procedure is our approach to risk management to ensure that all tasks are carried out at an acceptable risk level.

It describes how our safety procedures are applied in the three phases of our risk management 3-step process.

Control Of Work

Debriefing and lessons learnt

Toolbox talk (TBT)

Daily Coordination Meeting (DCM)

Job Hazard Analysis (JHA)

Risk Assessment (RA)

Permit to work (PTW)

PreparationFinalisation

Execution

Control of work procedure (COW)

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‘A job is regarded a well-executed job only if a proper risk assessment process was followed.’

A well-executed job

• All jobs start with a proper risk assessment – written or informal depending on the job

• The procedures and checklists are only regarded as basis for the on-site risk assessment

• All team members are actively engaged in the risk assessment process

• The actual working situation is thoroughly considered and involves inspection of the workplace and considerations for situational hazards and changes in the environment

• A toolbox talk is always conducted immediately prior to the work

• A final risk assessment prior to the job is carried out at the workplace involving a physical inspection and considering

situational conditions and changes

• All jobs end with a debriefing of the job to capture lessons learnt

and support the process of ensuring continuous improvement

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(COW)

Daily Coordination Meeting (DCM) Job risk category

Key elements in the preparation phase are to;

• Select jobs to be carried out• Make a job risk categorisation of the specific job• Make risk assessment appropriate for the risk level • Identify control measures based on principles of prevention • Prepare a permit to work or Job Hazard Analysis, if needed

Preparation

Job Hazard Analysis (JHA)

Risk Assessment (RA)

Hazard wheel Hierarchy of controls Risk matrix

Permit to work (PTW)

Lockout/Tagout

‘It is important to involve all team members in the preparation phase though dialogue and open discussions.’

Preparation

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Preparation – Key behaviours

Be sure to have sufficient insight on the job at hand• Check procedures and previous risk assessments• Seek for best practice of carrying out the job• Share and incorporate views and concerns from all crew• Promote asking questions and sharing concerns

Stay open-minded and look for new and safer ways of doing• Evaluate previous work processes and debriefings• Think ahead and proactively seek improvements• Invest time for thinking ‘outside the box’

Contribute to a positive safety discussions• Get involved in the risk assessment and engage others too• Be open to suggestions and concerns from all colleagues• Challenge ‘routine and checklist thinking’

Be sure to raise your voice if any doubts or concerns arise• Ask for clarification or new discussion if you feel uncomfortable• Intervene if you feel the risk assessment is not properly

handled• Respect if colleagues feel uncomfortable and want further

assessment

Ensure that preparation are properly integrated in the job• Incorporate all relevant safety tools and knowledge in the

risk assessment• Integrate the safety perspective in all process steps and job

solutions• Integrate different views on the safest work process

Key mindsets and behaviours in the preparation phase

INSIGHT

INNOVATION

INFLUENCE

INTEGRATION

INTERVENTION

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The Hazard wheel is a supporting tool in all phases of the risk management process.

In the preparation an execution phase for identification of hazards and risks and for enhancing situational awareness, and in the finalisation phase as basis for the work debrief and learnings.

Preparation – Hazard identification

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PressureLiquid or gas that has been compressed or is under a vacuum

MotionMoving objects, machinery or parts that can cause harm

GravityThe force by the attraction of all other masses to the earth

Electrical Presence and flow of an electrical charge

MechanicalComponents of a mechanical system – rotation, vibration

ChemicalsChemicals that has potentials to create hazard to people, equipment or environmentBiologicalLiving mechanisms that pose a threat to human health

TemperatureHeat or cold thermal energy of objects or environmentStress strainUnexpected snap of stretched objects due to breaking or unsecured attachment NoiseProduced sound that poses a threat to human health

Organisa-tion

InstructionTeamwork require-ments

Simultane-ous tasks

People

Experience

Mental focusPhysical require-ments

Tools & equipment

Condition

Suitability

Handling

Working environ-ment

Work site

Weather

House-keeping

Situational hazards – The different situational conditions which are factors that can increase or decrease the level of safety in execution of a job

Energy hazards – The typical energy hazards to be aware of in the risk assessment and planning of a specific job

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• When standard operating procedure cannot be followed• When performing the job involves simultaneous operations (SIMOPS) • When bypassing a safety device• When one or more of the following hazardous activities are part of the job: • Works on critical equipment. • Any type of hot works • Enclosed space entry • Working at height (aloft and outboard) • Works on high voltage • Non-compliant isolation of equipment • Isolations that create hazards (e.g. isolation of fire line on deck) • Diving operations • High hazardous crane operations • Works performed by contractors • Working on pressurized vessels

Regular Maintenance• Working on Safety Equipment• Works with electrical equipment or maintenance • Exhaust fan maintenance • AE valves clearance check /adjustment• ME injection replacement• Purifier heater cleaning

Any job related to cleaning • Deck Cleaning • Cleaning the workshop, accommodation…• Wood working job• Inspection of an equipment (but not maintenance)• Greasing of life boat• Working on top of piping

Following jobs are always considered

Examples of jobs typically assessed to be

Examples of jobs typically assessed to be

Preparation – Job Risk Categorisation

HIGHHazardous

Job

MEDIUMHazardous

Job

LOWHazardous

Job

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Preparation

– Risk Assessment of the job

HIGHHazardous

Job

MEDIUMHazardous

Job

LOWHazardous

Job

• Risk Assessment & Permit to work are needed

• Prior to the job a Toolbox Talk is carried out and the RA is discussed with the team

• A Job Hazard Analysis (Simpler version of the RA) is needed

• Prior to the job a Toolbox Talk is carried out and the JHA is discussed with the team

• No written risk assessments are needed

• Informal risk assessment are done at the Toolbox Talk together with the job team

Toolbox talk

Risk assessment

Permit to Work

Toolbox talk

Job Hazard Analysis

Toolbox talk

Informal risk assessment

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Preparation – Hierarchy of control‘Always try to remove the risk before trying to control it. Regard PPE as the last method for protection.’

Elimination

Substitution

Isolation

Engineering

Administration

Personal protection equipment

Eliminate the hazard completely

Substitute the hazard with something less dangerous

Fence off, mechanical brake and electrical switch off etc.

Redesign the equipment and or the work processes

Introduce administrative controls such as procedures, permits and check points

Provide people with personal protection equipment (PPE)

Workplace Hazard

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Preparation – Permit to work The permit to work (PTW) controls and coordinates highly hazardous jobs and reduces the risk to as low as reasonably practicable (ALARP).

The Lockout/Tagout (LOTO) is a procedure for controlling hazardous energy.

Typical energy sources

• Electricity

• Mechanical energy

• Hydraulic pressure• Pressurized steam• Chemical energy

• Thermal energy

Typical energy

isolation devices

• Restraint blocks• Electrical circuit breakers• Disconnect switches

• Slide gates

• Slip blinds

• Live valves

DANGERDO

NOT OPERATE

Lockout/Tagout

Acceptable region

Intolerable

region

Tolerable

region As low as reasonably practicable

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Preparation – Safeguards

Safeguards are applied either to;

• reduce the likelihood of an event escalating (Preventive Safeguards) or• reduce the severity of the consequences (Mitigative Safeguards).

Ha

zard

s

Co

nse

qu

en

ces

Event

Incident

Preventive Safeguards

Mitigative Safeguards

prevent an initiating event from proceeding to an undesirable incident.

reduce the

consequences after an incident has occurred.

Preventive Safeguards

Mitigative Safeguards

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Preparation – Safe guards

Examples of PREVENTIVE safeguards

• Procedures • Inspections • Planned maintenance • Safe work practices • Lockout/Tagout • Permit to work • Job hazard analysis • Risk assessment • Compliance to regulations • Communications • Training and supervision• Coaching • Contingency plan • Pressure relief etc.

Examples of MITIGATIVE Safeguards

• Incident Response planning• Emergency Shut Down system• Emergency fire water system• Emergency response

(on site & off site)• Active fire protection• Blast resistance control rooms• Lanyard with shock absorber• Safety net• Physical shielding• Buffer/overflow tank• Service fluid -level/gas

detection, alarm and shutdown• Flame arrestor• Minimisation of ignition sources

– Explosion proof electrical equipment

• Personal Protective Equipment (PPE)

PREVENTIVEsafeguards

(hardware/human)

MITIGATIVEsafeguards

(hardware/human)

Co

nse

qu

en

ces

Ca

use

s

Event

Hazard

Hazard

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(COW)

Toolbox talk (TBT)

The key elements in the execution phase are to:

• Conduct inspection at the work site and the toolbox talk before starting the job

• Maintain high situational awareness• Manage change

• Ensure continuous communication among team members

Execution

‘Stay aware of the situation and task as well as your own and team members behaviour.’

Execution

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Execution – Key behaviours

Keep collecting inputs about changes in the situation• Stay alert of changes and behaviour that add risks to the job• Use your knowledge and experience in your assessment of

the situation• Seek clarification and ask questions of you are in doubt or

have concerns

Capture improvement possibilities• Be aware of the danger of routine thinking • Proactively look for improvements in the ongoing work

process• If possible implement the safer ways right away

Be a good role model by showing good safety behaviour• Demonstrate good safety behaviour as top priority in the job

execution• Influence your colleagues by giving constructive and appreci-

ate safety feedback during the work• Learn good experiences and feedback from your colleagues

React whenever you feel the situation gets unsafe• Ask for clarification or new discussion if you feel insecure

about the planned work process• Stop unsafe acts immediately when you see them• Watch out for complacency!• Respect interventions from others even if it delays the job

Make sure to keep high safety awareness during the work• Keep the safety mindset a top priority – not only as an initial preparation phase• Keep the safety discussion alive during the operation• Integrate new inputs and concerns in the job

Key mindsets and behaviours in the execution phase

INSIGHT

INNOVATION

INFLUENCE

INTEGRATION

INTERVENTION

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The Toolbox Talk is:

• A dialogue among all team members about safe and efficient execution of the job

• Conducted at the worksite or as close to it as practical• Carried out right before starting the job

Execution – Toolbox talk

Work plan Risks

& controls

Approach Other

questions

Common

understanding

among all

team

members

The job can start

Task, steps, tools,

responsibilities, communication

Risk assessment

& control

measures

Work site/ -situation & work posture

Concerns &

new ideas

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Execution – Dynamic risk assessment

Distracted, fatiqued or

unfocused team members

Changes in work

conditions

Poor team communication

Your own awareness

Changes in weather

Anything out of the ordinary

Anyconflicts

Situational awarenessEach situation is unique and develops differently. To stay alert towards potential signs of danger, we must make dynamic risk assessments during the work.

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(COW)

Debriefing and lessons learnt

The key elements in the completion phase are to;

• Tidy up and restore the workplace• Conduct a job debriefing to evaluate the job process and behaviours• Capture any lessons learnt

Finalisation

‘A job is well executed when the workplace is completely restored and when we have reviewed the process, actions and outcomes to capture possible learnings in a short debriefing.’

Finalisation

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Finalisation – Key behaviours

Capture knowledge and experience from the job carried out• Seek and share new knowledge attained during the job• Clarify issues if in doubt

Make room for thorough evaluation of the job just carried out• Focus on what went well and should be implemented as

future practice• Discuss if anything can be improved or done more safely next

time

Enhance the positive performance and behaviour shown in the job• Acknowledge and highlight the good performance from

team members• Discuss potential lacking safety behaviour and give input for

correction

Evaluate if the job gave rise to any intervention situations• Discuss if the work gave rise to the need for corrections or

interventions• Acknowledge if anyone intervened and discuss the situation

Integrate the finalisation phase as part of the job• Keep safety as the overriding concern in the finalisation of

the job• Make sure that important learnings are shared and reported

if needed• Incorporate contributions from all team members in the

evaluation of the work process

Key mindsets and behaviours in the execution phase

INSIGHT

INNOVATION

INFLUENCE

INTEGRATION

INTERVENTION

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A job debriefing:

• Is done right after the job is carried out at the work place• Is part of the final inspection of the restored worksite• Involves active participation from all team members• Focuses on capturing thoughts on what made the job successful• Also captures and shares challenges to overcome

Finalisation – Job Debrief

‘Leave the workplace safe and take time out for evaluation and improvement discussions. Remember to share important learnings.’

Observationduring job execution

DebriefDiscuss the job just completed.

Relevant

findings are shared

more broadly.

What went well and

what did not?

How can we improve?

Toolbox talkbefore job execution

23 Mad

e by

:

Exmar 10 golden rules

1. Use Permit to Work to execute job safely

2. Isolate and target Zero Energy

3. Say no to overriding system, equipment and procedure

4. Plan lift and control work area

5. Keep aware of hazards and control

6. Intervene and stop unsafe acts and conditions

7. Conduct and participate in a Toolbox Talk

8. Maintain good housekeeping

9. Protect with correct PPE

10. No abuse of drug and alcohol