incident reporting structure · 1.4. submission of investigation report of near miss/ hazard...

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Incident Reporting Structure

Gail Gas Limited (A wholly owned subsidiary of GAIL (India) Limited)

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Table of contents

S N Subject Page No

1 Introduction 3 2 PNGRB (ERDMP) Regulation -2010 4 3 Incident Reporting Investigation Procedure O&M sites 6 4 Incident Reporting & Investigation Procedure of O&M sites

where one or two personnel are posted 19

5 Incident Reporting & Investigation Procedure of O&M sites where no personnel from GAIL Gas are posted

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6 Incident Reporting & Investigation Procedure of Project sites 16 7 Reporting & investigation schedule 22 8 Formats for use 23 9 Responsibilities Annexure 10 Emergency organization flow chart Annexure

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Introduction

Timely and correct reporting in case of any incident is very crucial. Existing Incident Reporting System across GAIL Gas was reviewed and modified in order to ensure timely and proper submission of Incident Reports, and subsequent Investigation reports, if any, to PNGRB for all the applicable installations owned and operated by GAIL Gas Limited, in terms of the Regulation 23 (1) and (2) of PNGRB (Codes of Practices for Emergency Response and Disaster Management Plan) Regulations, 2010 (ERDMP). Incident reporting system covers all aspects of reporting to GAIL Gas Management, PNGRB as per the severity of the incident. The formats for reporting the incident is provided in this document. This document is hereby referred as Incident Reporting System

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PNGRB (ERDMP) Regulation -2010 The regulation is called the Petroleum & Natural Gas Regulatory Board (Code of Practice for Emergency Response & Disaster Management Plan (ERDMP) Regulation-2010. APPLICABILITY: In addition to the other installation as defined in the Regulation the Regulation shall apply to – (a) City or local natural gas distribution facilities; (b) CNG Dispensing stations; (c) Transportation of CNG by road. Classification of emergency As per PNGRB (ERDMP) Regulation-2010, Emergency can be categorized into three broad levels on the basis of seriousness & response requirements, namely Level I: This is an emergency or an incident which (i) Can be effectively and safely managed, and contained within the site,

location or installation by the available resources; (ii) Has no impact outside the site, location or installation & not likely to danger

to life. Level II: This is an emergency or an incident which – (i) Cannot be effectively and safely managed, and contained within the site,

location or installation by the available resources; (ii) Is having or has the potential to have an effect beyond the site, location or

installation and where external support of mutual aid partner may be involved

(iii) Is likely to be danger to life, the environment or to industrial assets or reputation.

Level III: This is an emergency or an incident with off-site impact which could be catastrophic and is likely to affect the population, property and environment inside and outside the installation, and management and control is done by district administration. Although the Level-III emergency falls under the purview of District Authority but till the step in, it should be responsibility of the unit to manage the emergency. Note: Level-I and Level-II shall normally be grouped as onsite emergency and Level-III as off-site emergency. Reporting of Incident to Board: Any incident which is categorized as an emergency of Level II or Level III shall be reported to PNGRB.

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Enclosure-1 of Schedule -1E

Reporting Format

Type-I Near Miss incident

Type-II Without loss of production, supply or Human life

Type-III With loss of production, supply or Human life

Type- IV Fire

Type- V Explosion/Fire/Gas Leakage/other emergencies involving public

Location

√ √ √ √ √

Time

√ √ √ √ √

First witnessed by

√ √ √ √ √

Detail of incident

√ √ √ √ √

Action Taken √ √ √ √ √ Reporting Authority

Operator (O&M)

Operator (O&M)

Shift I/C HSE Officer

Section I/C

Internal Investigation authority

Head (HSE)

Head (HSE) Head (O&M) Head (HSE)

Head of Station

External investigation

× × √ √ √

Report to PNGRB

× × √ (*) √ (*) √ (*)

√- To be filled in/reported ×- Not required to be reported (*)- Shall also include the history of Type-I & Type-II incidents.

The entity shall put in place a documented in house accident reporting procedure and its response plan for all kind of accident/emergencies such as i) near miss accidents, ii) accident without loss of production, supply or human life, iii) accident with loss of production, supply or human life, iv) fire, v) explosion or other emergencies leading to disaster effecting outside public. The level of reporting shall also be mentioned in the procedure. The Board shall be informed in respect of the accident/ emergencies under category iii), iv) & v) above with remedial measures for avoiding recurrence in the format placed at Enclosure-1 of Schedule-1E. The entities shall investigate & report each of the above incident/accident to different level as specified in the above enclosure.

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1. Incident Reporting & Investigation Procedure O&M sites

1.1. Reporting of Near Miss/ hazard reporting All the near miss/ hazard reported at individual site, to be filled in the near miss/ hazard reporting format as well as the PNGRB (Schedule VI) format.

1.2. Applicable format for Near miss Reporting 1. Near miss/ hazard reporting format 2. PNGRB format (Schedule VI)

1.3. Investigation Procedure of Near Miss/ hazard report

Internal investigation should be done at site level by respective F&S in-charge within 48 Hrs from the time of reporting and the corrective action should be taken by respective OIC/ site in-charge in a time bound manner to avoid the reoccurrence of the same.

1.4. Submission of Investigation Report of Near Miss/ hazard report: The detail of near miss along with the corrective actions taken to avoid reoccurrence of the same should be forwarded to CO along with the monthly HSE reports. The original copy shall be retained at respective site for further reference.

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1.5. Reporting of Level I (Onsite emergency) incident at site: The reporting flow chart in case of Level- I emergency shall be as follows, (CDMT- Corporate Disaster Management Team). OIC shall ensure to prepare the emergency action flow chart (Level-I) of respective site in line with the above emergency organization structure & display the same in strategic locations. Respective site F&S in-charge shall ensure the preparation of the same & get the approval of respective OIC.

1.6. Incident Reporting Procedure - Level-I

1. OIC of respective site shall ensure to send an SMS/telephonic message regarding the incident to CEO, COO, O&M in-charge, corporate communication & F&S in-charge at CO immediately when the incident takes place.

2. In case the information about the incident is received by any other

employees of GAIL Gas or by any contractor employee working under GAIL Gas, the person receiving the message to pass it immediately to SIC, CIC & Fire & Rescue controller. All the controllers will take necessary action to control the emergency. Other employees posted at site shall provide full support in controlling the emergency.

3. OIC/ station in-charge shall ensure to prepare and forward the first

information report duly signed in the prescribed format & the PNGRB (Schedule VI) format to CEO, COO, O&M in-charge, corporate

Incident report from site / Emergency Control center

Site Incident Controller (O&M person next to OIC)

Fire and Rescue Controller (Site F&S in-charge)

Chief Incident Controller (OIC)

1. Immediately take detail information about the emergency.

2. Initiate action to stop the operation & isolate the affected area to control the emergency.

3. Provide full support to F&S controller to control the emergency.

4. Keep in touch with CIC and act according to his instruction.

1. Immediately take detail information about the emergency. Rush to the site to take charge over the situation.

2. Keep in touch with ECC, SIC, F&S controller & give instructions in case of requirement.

3. Escalate the emergency to CDMT in case of requirement. Send telephonic message to CEO, COO, O&M, F&S & CC I /Cs at corporate office, Noida.

1. Immediately rush to incident site. 2. Initiate action to control the

emergency. 3. Arrange for rescue operation if

required. 4. Start firefighting if it is there. 5. Keep in touch with SIC & CIC &

follow their instruction for effective control of the incident

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communication & F&S in-charge at CO within 24 hours from the occurrence of incident.

4. The incident reports are also kept at respective sites for further reference incase of any requirement.

1.7. Applicable format for Level-I incident 1. First information Report format 2. PNGRB format (Schedule VI)

1.8. Investigation Procedure Level-I

Internal investigation of Level-I & Type II incidents should be done at site level by respective F&S & O&M in-charge within 24 Hrs. from the time of reporting to find out the root cause of the incident. The corrective action should be taken by respective OIC/ site in-charge in a time bound manner to avoid the reoccurrence of the same.

1.9. Submission of Investigation Report: The investigation report shall be submitted to respective OIC by the investigating team within 48 hrs. from the time of occurrence of incident. The corrective action as suggested in the report shall be ensured by respective OIC/ site in-charge in a time bound manner to avoid the reoccurrence of the same. Respective OIC/ site in-charge shall ensure to forward the final investigation report along with the mitigation measures taken to avoid the reoccurrence within a week time to corporate office.

Level I Incident

OIC/ station In-charge shall ensure to send SMS/telephonic message to COO, CEO, O&M in-charge, CC & F&S in-charge at CO immediately when the incident takes place

OIC shall ensure to forward the duly signed First information report & PNGRB format to COO, CEO, O&M in-charge, CC & F&S in-charge at CO within 24 Hours from the occurrence of incident

CIC shall ensure to take necessary action in controlling the emergency with the help of site controllers.

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1.10. Level II & III incident at site: The emergency action plan reporting flow chart in case of Level-II & III (offsite emergency) emergency shall be as follows, (CDMT-Corporate Disaster Management Team, ECC- Emergency Control Center, CC – Corporate communication, CFO- Chief Finance Officer)

F&S in-charge at CO shall ensure & update the emergency organization structure (Level-II & III) in line with the above and after getting approval of competent authority shall forward to all concerned.

1.11. Incident Reporting Procedure

1. Respective OIC shall ensure to send an SMS/telephonic message regarding the incident to CEO, COO, Project in-charge, O&M in-charge, corporate communication & F&S in-charge at CO immediately when the incident takes place.

2. In case the information about the incident is received by any other

employees of GAIL Gas or by any contractor employee working under GAIL Gas, he has to pass on the message immediately to SIC, CIC & Fire & Rescue controller. All the controllers will take necessary action to

Incident report from site / Emergency Control center

Site Incident Controller (Site O&M In-charge)

Fire and Rescue Controller (Site F&S in-charge)

Chief Incident Controller (Respective OIC)

Chief Executive Officer Head of CDMT

Chief Operating Officer

Media Coordinator In-Charge – CC

O&M Coordinator In-charge (O&M)

C&P Coordinator In-charge(C&P)

Communication Coordinator In-

charge (BIS)

Finance Coordinator CFO

Marketing Coordinator HOD (Marketing)

F&S Coordinator In-

charge (F&S)

Administration coordinator HOD (HR)

Project Coordinator - In-

charge (Proj)

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control the emergency. Other employees posted at site shall provide full support in controlling the emergency.

3. If the emergency is beyond the control of site, OIC shall declare this as a major emergency (off-site emergency) & inform all the district authority to seek their help in controlling the major emergency. Simultaneously OIC shall pass on the message regarding the major emergency to COO. COO shall give the message further to CEO & simultaneously arrange to inform other coordinators at Noida office. With the approval of CEO & COO an Emergency Response Team (ERT) shall be formed comprising the coordinators from corporate disaster management team and the ERT shall immediately move to the site to give necessary assistance to affected site in controlling the emergency. HOD (HR) shall arrange for providing necessary transport arrangement for the ERT to move to the site.

4. After the emergency is controlled, OIC shall ensure to prepare and forward the duly signed first information report in the prescribed format & the PNGRB (Schedule VI) format to Project in-charge, O&M in-charge, CC & F&S in-charge at CO with a copy to COO & CEO within 24 hours from the occurrence of incident.

5. OIC shall ensure to provide all factual data / information in the Incident

Report. Details / information which may require further investigation or further estimation shall be mentioned in the Investigation report, as the case may be. In such cases, it may be mentioned in the Incident Report that the required data / information (like estimated Direct/Indirect loss, Causes etc.) shall be provided in the Investigation Report.

6. After due approval of CEO & COO, the incident report will be forward to PNGRB within 48 hrs of occurrence of incident. F&S in-charge CO shall ensure the submission of the Incident Report to the PNGRB within 48 hours after occurrence of the incident. In the absence of F&S in-charge, O&M in-charge at CO shall ensure to forward the report to PNGRB. The scan copy of the Incident Report shall be submitted to the PNGRB through online reporting system with copies marked to CEO, COO. Hard copy shall be submitted to “The Secretary, PNGRB, 1st floor, World Trade Centre, Babar Road, New Delhi‐ 110001”.

7. The copy shall be retained at site for further reference whenever required.

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1.12. Applicable format for Level-II, III incident

1. First information Report format 2. PNGRB format (Schedule VI)

1.13. Investigation Procedure Level-II & III

a) The investigation of Level II, III & Type III, IV & V incident shall be investigated by multidisciplinary team comprising of F&S in-charge, O&M- in-charge from Noida office & respective site in-charge within 72 hours from the time of incident.

b) For Level III & Type III, IV & V incident the investigation shall be done through external agency. F&S in-charge at Noida office shall coordinate for lining up of external investigating agency. After due approval by Competent Authority Investigation report of major incidents shall be submitted to the PNGRB. The external investigation report shall be prepared within three weeks from the date of incident.

Level II & III Incident

If the situation is beyond the control of respective site, OIC shall declare the same as major emergency & shall accordingly inform mutual aid partners/ local authority for Help. Simultaneously OIC shall ensure to send SMS/telephonic message to COO. CEO, Project and O&M in-charge, CC & F&S in-charge at CO immediately.

OIC shall ensure to forward the duly signed First information report & PNGRB format to COO, CEO, O&M in-charge, CC & F&S in-charge at CO within 24 hours from the time of occurrence of emergency. OIC shall ensure to provide all factual data / information in the Incident Report.

Emergency Response Team will be formed with the approval of COO & CEO, if situation demands, comprising of coordinators from CDMT. ERT shall immediately move to site for giving assistance to site where incident has taken place. Corporate HR shall arrange for providing necessary transport arrangement for the ERT to move to the site.

F&S in-charge CO shall ensure for submission of the Incident Report to the PNGRB within 48 hours after occurrence of the incident. In the absence of F&S in-charge, O&M in-charge at CO shall ensure to forward the report to PNGRB.

OIC shall take necessary action in controlling the emergency with the site controllers.

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1.14. Submission of Investigation Report: a) The internal investigation report shall be submitted within 72 hrs. from the

time of incident. b) The external investigation report shall be submitted within three weeks

from the date of incident. c) CEO/COO office shall ensure to forward the final external investigation

report to PNGRB & to HSE sub-committee within 30 days from the date of incident.

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2. Incident Reporting Procedure for O&M sites, where only one/two O&M manpower deployed

2.1 Reporting of Level-I type of incident

2.2 Applicable format for Level-I incident 1. First information Report format 2. PNGRB format (Schedule VI)

2.3 Investigation & Submission of Report

1. Internal investigation of Level-I & Type II incidents should be done respective site O&M personnel & F&S in-charge of nearest GAIL Gas installation within 24 Hrs. from the time of reporting to find out the root cause of the incident. The corrective action should be taken by respective site O&M person in a time bound manner to avoid the reoccurrence of the same.

2. The investigation report shall be submitted to respective O&M in-charge by the investigating team within 48 hrs. from the time of occurrence of incident. The corrective action as suggested in the report shall be ensured by respective site O&M person in a time bound manner to avoid the reoccurrence of the same. Respective site O&M shall ensure to forward the final investigation report along with the mitigation measures taken to avoid the reoccurrence within a week time to corporate office.

Level-I Incident

O&M personnel posted at site shall ensure to send SMS/ telephonic message to COO, CEO, O&M in-charge, F&S in-charge & CC in-charge at CO immediately when the incident takes place.

O&M personnel posted at site shall ensure to forward the duly signed FIR & PNGRB format to COO, CEO, O&M in-charge, CC & F&S in-charge at CO within 24 hours from the time of incident.

O&M personnel posted at site shall initiate action to control the emergency with the available resources.

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2.4 Reporting of Level-II & III incident

2.5 Applicable format



1. The investigation of Level II, III & Type III, IV & V incident shall be investigated by multidisciplinary team comprising of F&S in-charge, O&M in-charge from Noida office & respective site O&M person within 72 hours from the date of incident.

2. For Level III & Type III, IV & V incident the investigation shall be done through external agency. After due approval by Competent Authority Investigation report of major incidents shall be submitted to the PNGRB.


Respective site O&M person shall ensure to send SMS/telephonic message to COO. , CEO, O&M in-charge, CC & F&S in-charge at CO immediately when the incident takes place.

Site O&M person shall ensure to forward the duly signed First information report & PNGRB format to COO, CEO, project in-charge, CC & F&S in-charge at CO within 24 hours from the time of occurrence of emergency. Site O&M person shall ensure to provide all factual data / information in the Incident Report.

ERT will be formed with the approval of COO & CEO, if situation demands, comprising of members from CDMT. ERT shall immediately move to site for giving assistance to site where incident has taken place. Corporate HR shall arrange for providing necessary transport arrangement for the ERT to move to the site


Respective site O&M person shall initiate action to control the emergency & if the situation is beyond the control then O&M person to seek the help of nearest GAIL installation & local authority in controlling the emergency.

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The external investigation report shall be prepared within three weeks from the date of incident.

3. CEO/COO office shall ensure to forward the final external investigation report to PNGRB & to HSE sub-committee within 30 days from the date of incident.

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3. Incident Reporting Procedure for O&M sites, where no manpower from GAIL Gas is deployed

3.1 Reporting of Level-I type of incident 3.2 Applicable format for Level-I incident



1. Internal investigation of Level-I & Type II incidents should be done respective designated O&M personnel & F&S in-charge at Noida office within 24 Hrs. from the time of reporting to find out the root cause of the incident. The corrective action should be taken by respective site O&M person in a time bound manner to avoid the reoccurrence of the same.

2. The investigation report shall be submitted to respective O&M in-charge by the investigating team within 48 hrs. from the time of occurrence of incident. The corrective action as suggested in the report shall be ensured by respective O&M person in a time bound manner to avoid the reoccurrence of the same. Respective site O&M shall ensure to forward the final investigation report along with the mitigation measures taken to avoid the reoccurrence within a week time to corporate office.

Level-I Incidents

The designated O&M personnel shall ensure to send SMS/ telephonic message to COO, CEO, O&M in-charge, CC & F&S in-charge at CO immediately when the incident takes place.

The designated O&M personnel shall ensure to forward the duly signed First information report & PNGRB format to COO, CEO, O&M in-charge, CC & F&S in-charge at CO within 24 hours from the time of occurrence of emergency.

The designated O&M personnel shall ensure to control the emergency through available resources at site.

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3.4 Reporting of Level-II & III type of Incident.

3.5 Applicable format 1. First information Report format 2. PNGRB format (Schedule VI)


1. The investigation of Level II, III & Type III, IV & V incident shall be investigated by multidisciplinary team comprising of F&S in-charge, O&M in-charge from Noida office within 72 hours from the date of incident.

2. For Level III & Type III, IV & V incident the investigation shall be done through external agency. After due approval by Competent Authority


Respective designated O&M person shall ensure to send SMS/telephonic message to COO, CEO, O&M in-charge, CC & F&S in-charge at CO immediately when the incident takes place.

Designated O&M person shall ensure to forward the duly signed FIR & PNGRB format to COO, CEO, Project & O&M in-charge, CC & F&S in-charge at CO within 24 hours from the time of occurrence of emergency. O&M person shall ensure to provide all factual data / information in the Incident Report.

Emergency Response Team will be formed with the approval of COO & CEO, if situation demands, comprising of members from CDMT. ERT shall immediately move to site for giving assistance to site where incident has taken place. Corporate HR shall arrange for providing necessary transport arrangement for the ERT to


Respective designated O&M person shall ensure to control the emergency with available resources at site & if the situation is beyond the control then help of nearest GAIL installation & local authority can be taken in controlling the emergency.

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Investigation report of major incidents shall be submitted to the PNGRB. The external investigation report shall be prepared within three weeks from the date of incident.


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4. Incident Reporting Procedure for Project sites Level-I

4.1. Applicable format for Level-I incident 1. First information Report format 2. PNGRB format (Schedule VI)

4.2. Investigation Procedure Level-I

Internal investigation of Level-I & Type II incidents should be done respective site project in-charge & F&S in-charge of nearest GAIL Gas installation within 24 Hrs. from the time of reporting to find out the root cause of the incident. The corrective action should be taken by respective site project in-charge in a time bound manner to avoid the reoccurrence of the same.

4.3. Submission of Investigation Report:

The investigation report shall be submitted to respective project in-charge by the investigating team within 48 hrs. from the time of occurrence of incident. The corrective action as suggested in the report shall be ensured by respective site project in-charge in a time bound manner to avoid the reoccurrence of the same. Respective site project in-charge shall ensure to forward the final investigation report along with the mitigation measures taken to avoid the reoccurrence within a week time to corporate office.

Level-I Incident

Respective site Project in-charge shall ensure to send SMS/ telephonic message to COO, CEO, Project in-charge, CC & F&S in-charge at CO immediately when the incident takes place.

Site Project in-charged shall initiate action to control the emergency with the help of nearest GAIL Gas/GAIL installation &/or local fire brigade.

Site Project in-charge shall ensure to forward the duly signed First information report & PNGRB format to COO, CEO, Project in-charge, CC & F&S in-charge at CO within 24 hours from the time occurrence of incident.

Respective site Project in-charge shall initiate action to control the emergency with the help of nearest GAIL Gas installation.

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4.4. Incident Reporting Procedure for Project sites Level-II & III

4.5. Applicable format 1. First information Report format 2. PNGRB format (Schedule VI)

4.6. Investigation & submission of the Report:

Level II & III incident

1. The investigation of Level II, III & Type III, IV & V incident shall be investigated by multidisciplinary team comprising of F&S in-charge,


Respective site project in-charge shall ensure to send SMS/telephonic message to COO. , CEO, Project in-charge, CC & F&S in-charge at CO immediately when the incident takes place.

Site project in-charge shall ensure to forward the duly signed FIR & PNGRB format to COO, CEO, project in-charge, CC & F&S in-charge at CO within 24 hours from the time of occurrence of emergency. Site project in-charge shall ensure to provide all factual data / information in the Incident Report.

ERT will be formed with the approval of COO & CEO, if situation demands, comprising of members from CDMT. ERT shall immediately move to site for giving assistance to project site where incident has taken place. Corporate HR shall arrange for providing necessary transport arrangement for the ERT to move to the site.

F&S in-charge at CO shall ensure for submission of the Incident Report to the PNGRB within 48 hours after occurrence of the incident. In the absence of F&S in-charge, project in-charge at CO shall ensure to forward the report to PNGRB.

Respective site project in-charge shall initiate action to control the emergency with the help of nearest GAIL Gas installation. If the situation is beyond the control of the site, respective site project in-charge shall declare it as a major emergency & seek the help of mutual aid partners & local authority for controlling the emergency.

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project in-charge from Noida office & respective site project in-charge within 72 hours from the date of incident.

2. For Level III & Type III, IV & V incident the investigation shall be done through external agency. After due approval by Competent Authority Investigation report of major incidents shall be submitted to the PNGRB. The external investigation report shall be prepared within three weeks from the date of incident.


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5. Reporting & Investigation Schedule

Type-I Near Miss incident

Type-II Without loss of production, supply or Human life

Type-III With loss of production, supply or Human life

Type- IV Fire/ explosion/ blowout

Type- V Explosion/Fire/Gas Leakage/other emergencies involving public

Location

√ √ √ √ √

Time

√ √ √ √ √

First witnessed by

√ √ √ √ √

Detail of incident

√ √ √ √ √

Action Taken

√ √ √ √ √

Reporting Authority

Any person

F&S/O&M/Project in-charge




Internal Investigation authority

Respective site F&S in-charge within 48 hrs.

Respective site F&S & O&M/ project in-charge within 48 hrs.

In-charge F&S, O&M/ project at Noida & respective OIC within 72 hrs.



External investigation

× × Within 3 weeks Within 3 weeks Within 3 weeks

Report to PNGRB

× × Incident report Within 48 Hrs. & investigation report within one month

Incident report Within 48 Hrs. & investigation report within one month

Incident report Within 48 Hrs. & investigation report within one month

Guidelines for filling the Incident Report: 1. All Major, Minor and Near miss incidents shall be reported in the quarterly report. 2. Incident reporting form shall be filled up for all Major, Minor and Near Miss Incidents. 3. Summary report shall be enclosed with every quarterly report. 4. Investigations shall be carried out for all Major, Minor and Near miss Incidents. 5. Investigation report of all Major incidents shall be submitted to PNGRB. An incident shall be

treated as Major if any of the following occurs; - Fire for more than 15 minutes - Explosion / Blowout - Fatal Incident. - Loss above Rs. 5.0 Lac. - Cumulative man hours lost more than 500 hrs. - Plant Shutdown / Outage due to the incident

6. Loss time Incident shall be monitored till the affected person joins duty. In case the affected person is yet to join the duty, then the status of report submitted will be preliminary. Final report against the same incident shall be sent once he joins duty and the man - hours lost are known.

7. All columns must be filled up. 8. For any additional information use separate sheets as required. 9. Quarterly report shall be sent to PNGRB within 15 to 30 days of end of quarter. 10. Immediate reporting of incident through fax/telephone shall continue as per the prevailing system.

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FIRST INFORMATION REPORT (FIR)

INCIDENT/ ABNORMAL OCCURRENCE

(To be provided within 24 hours from the occurrence of incidence)

(Attach extra sheets, if required)

Date____________

a) Location of incident :

b) Information received from :

c) Date & Time of incident :

d) Information received by :

e) Description / narration of incident :

f) Root cause of the incident :

g) Date & time of control of incident :

h) Loss to life/ property :

i) FIR forwarded by :

Signature__________ Name_____________ Designation________

Copy to:

• C.E.O. & C.O.O. • In-charge Project-O&M, CC, & F&S at Noida office

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SCHEDULE-VI

(REFER REGULATION-23 of PNGRB ERDMP Regulation-2010) INCIDENT REPORTING FORMAT

1.Organisation 2.Sector

3.Location 4.Incident Sr. No.

5.Date of Incident 6.Time of Incident

7.Major / Minor / Near miss 8.Report - Preliminary / Final

9.Fire / Incident 10.Duration of Fire - Hrs. / Min.

11.Typ of Incident with loss of life / Injury / Fire / Explosion / Blowout / Electrocution / Fall from Height / Inhalation of Gas / Driving / Slip / Trip / Others

12. Location of Incident (Name of Plant / Unit / Area / Facility / Tank Farm/ Gantry / Road / Parking Area etc.)

13. Whether Plant Shutdown / Caused outage of the facility ? Yes / No

14.Fatalities nos. a)Employees = b)Contractor = c)Others =

15.Injuries nos. a)Employees = b)Contractor = c)Others =

16.Man Hours Lost a)Employees = b)Contractor = c)Others =

17. Direct Loss due to the Incident (Rs. In Lacks).Loss to Equipment / Machinery as per Insurance claim etc.

18.Indirect Losses : Through put / Production Loss etc.

19.Status of the Facility : Construction / Commissioning / Operation / Shutting down / Turn around, Maintenance / Startup / any other

20.Brief description of the Incident Including post Incident Measures .(Attach detail in separate sheet)

21. Whether similar Incident has occurred in past at the same location, If yes, give brief description of the incident and attach details in separate sheet.

22. Whether Internal Investigation has been completed. If no likely dates by which it will be completed.

23. Whether Internal Investigation report (Major Incident) has been submitted to PNGRB. If no, likely date by which it will be submitted.

24.Cause of Incident ( Tick the most relevant cause preferably one, maximum two)

A)Deviation from Procedure I)Not Using PPEs

B)Lack of Job Knowledge J)Equipment failure

C)Lack of Supervision K)Poor design / Layout etc.

D)Improper Inspection L)Inadequate Facility

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E)Improper Maintenance M)Poor Housekeeping

F)Improper Material Handling N)Natural Calamity

G)Negligent Driving O)Pilferage / Sabotage

H)Careless Walking / Climbing etc. P)Any other(give details)

25.Cause of Leakage - Oil ,Gas or Chemical ( Tick one only)

A)Weld leak from equipment / Lines E)Leakage due to Improper operation

B)Leak from flange, gland etc. F)Leak due to improper Maintenance

C)Leak from rotary equipment G)Normal Operation - Venting /Draining

D)Metallurgical Failure H)Any other

26.Cause of Ignition leading to Fire (Tick only one cause)

A)Near to Hot work F)Static Electricity

B)Near to Furnace / Flare etc. G)Hammering / Fall of Object

C)Auto Ignition H)Heat due to friction

D)Loose electrical connection I)Lightening

E)Near to Hot surface J) Any other (Pyrophoric etc.)

27. Was the Incident Avoidable? Yes / No

28.The Incident could have been avoided by the use of / or by : (Tick the most relevant point preferably one , maximum two )

A)Better Supervision F)Personal Protective Equipment

B)Adhering to specified operating procedure G)Better Equipment

C)Imparting Training H)Management Control

D)Giving adequate time to do the activity through proper planning

I)Adhering to specified maintenance Procedure

E)Adhering to the work permit system

J)Adhering to specified Inspection / Testing Procedures

K)Any other information :

Name & Signature OIC/Site in-charge

26

GAIL Gas Limited [A wholly owned subsidiary of GAIL (India) Limited]

FIRE & SAFETY DEPARTMENT

NEAR MISS/ HAZARD REPORTING

(To be filled by person reporting Near Miss/ Hazard)

Date: Time: Detail of Near Miss/ Hazard:

Date: Signature: _______________ Name of person reporting: _______________ Place: ----------------------------------------------------------------------------------------------------------------------------

(To be filled by F&S In charge after investigation)

Date and Time of the receipt of information:

Root Cause:

Suggestive measures to avoid reoccurrence:

Date: Signature: __________________ Place: Name: ____________________ ---------------------------------------------------------------------------------------------------------------------

(To be filled by OIC/ site in-charge).

Action taken on the suggestive measure:

Signature: _______________ Name :______________ Date: Place:

----------------------------------------------------------------------------------------------------------------------------

27

GAIL Gas Limited [A wholly owned subsidiary of GAIL (India) Limited]

Investigation Report Format

Name of Investigating Team Members:

Detail of incident:

a) Date & Time: b) Location: c) Equipment affected: d) Name of injured/fatality if any: e) Detail of losses: f) Date & time of control: g) Any other:

Methodology of information collection:

Reference documents:

Technical detail:

Incident description:

Action taken to control:

Root cause analysis:

Lapses:

Recommendation:

Any other remark:

Signature of investigating team:

1. 2. 3.

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Corporate Disaster Management Team (Coordinators)

S N Name of coordinator Designation

1 Head of Corporate Disaster Management Team Chief Executive Officer

2 Technical Coordinator Chief Operating officer

3 Administration, Human resource, Welfare Service & Security Coordinator

In-charge- (HR)

4 Finance Coordinator In-charge – (Finance)

5 Media and Public Relation Coordinator In-charge (Corporate Communication)

6 Project Coordinator In-charge Project

7 O&M Coordinator In-charge O&M

8 Transport & Logistics Service Coordinator In-charge (C&P)

9 Fire & Safety Coordinator In charge F&S

10 Communication Coordinator In-charge- (BIS)

Site Controllers

S N Name of controllers Designation

1 Chief Incident Controller OIC of respective sites

2 Site Incident Controller O&M personnel of respective sites.

3 Fire & Rescue Controller F&S in-charge of respective sites

A) Roles & Responsibilities of Coordinators 1. The role of Head of CDMT (Chief Executive Officer) a) Keep in touch with COO & obtaining a speculative continuous review of possible developments

along with other coordinators & chalk out the plan for such scenario to determine most probable course of action in controlling the emergency. Assign responsibilities to other coordinators & officers as per the requirement to control the emergency. To form emergency response team & the team will move to the affected site for assistance.

2. Technical Coordinator (Chief Operating Officer) a) Render technical guidance in assessing scale of emergency and take corrective action to

minimize damage to equipment/plant in consultation with other coordinators.

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b) Assign responsibilities to other coordinators & officers as per the requirement to control the emergency.

c) To constitute the emergency response team selecting the coordinators from CDMT & with the approval of head of CDMT, mobilize the team to site for providing assistance to the site of emergency.

3. Administration, Human resource & Welfare Service & Security Coordinator – In-charge- (HR)

a) To coordinate with mutual aid members and other external agencies, b) To direct them an arrival of external agencies to respective coordinators at desired locations, c) To activate the medical center and render first aid to the injured, arrange ambulance &

coordinate with hospitals for prompt medical attention to causalities, d) To ensure head counts at assembly points, e) To mobilize transport to various teams for facilitating the response measure, f) To monitor entry and exit of personnel into and out of premises g) To ensure only authorized personnel enter into the premises. h) To regulate the flow of traffic into and out of premises and control the mob outside, if any,

with the assistance of the police, i) To provide administrative and logistic assistance to various teams, j) To arrange evacuation as directed by the CIC and in coordination with the civil authorities like

police, panchayat/ municipal authorities etc. k) Coordinate welfare activities like provision of food, water and the care for the relatives of

injured persons. l) Arrange transportation help as required to cope up the requirement of emergency situation

effectively.

The security coordinator is responsible for security of the installation during any incident or emergency situation and for implementing the action below. a) Obtaining an approved visitor list so that they can be escorted outside safely. b) Maintain the security of the premises during emergency and evacuation. c) Assist authorities in the event of civil unrest or when required organizing additional security at

the emergency scene. d) Obtaining initial briefing from Site incident controller & providing security information & or

status reports to chief incident controller during the emergency. e) Assuming responsibilities for any task delegated by CIC & f) Assessing the emergency, identify security specific problems and recommended solutions to

CIC.

4. Finance Coordinator- In-charge (F&A) a) Mobilize his team for any financial help as per company’s procedure as required by the other

coordinators. b) Maintain the record of such financial assistance.

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5. Media and Public Relation Coordinator- In-charge (Corporate Communication) a) Responsible for creating communications strategies and formulates appropriate messaging

regarding the emergency to be communicated to internal and external agencies/ media.

6. Project Coordinator (Project In-charge) a) Ensure the project contractors with their personnel, tools/tackles & other resources are

present at site.

b) Arrange for the material required, if available, from the project store

c) Provide help in controlling the emergency.

7. O&M Coordinator (O&M In-charge) a) Ensure that O&M personnel are present at site with proper tools & tackles.

b) Arrange for any external help regarding repairing, replacing any equipment, machine etc. if required.

c) Arrange the logistics, spares/materials from the O&M store.

d) Arrange for providing support in controlling the emergency.

8. Transport & Logistics Service coordinator – In-charge (C&P)

a) Ensure the store is manned for issuance of any material, if required.

b) Arrange for emergency procurement if required.

c) Arrange for the transport of material to the site.

9. Fire & safety Coordinator – In-charge (F&S)

a) Act as per the instruction of Technical coordinator.

b) Move to the site if the assistance is sought by site & as advised by technical coordinator for providing assistance for fire & rescue operation.

10. Communication coordinator – In-charge (BIS/ Telecom)

a) To ensure the availability of all communication channels for easy & fast communication in case of emergency.

B) Roles & Responsibilities of site controllers

1. Chief Incident controller

The Chief Incident Controller (CIC) shall have overall responsibility to protect personnel, site facilities, and the public before, during, and after an emergency or disaster. The CIC shall be present at the site for counsel and overall guidance. The responsibilities of the Chief incident controller shall include the following:-

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a) Assessment of situation and declaration of emergency as onsite or offsite b) Mobilization of O&M, project personnel at emergency site. c) Activation emergency control center d) CIC to take decision on seeking assistance from mutual aid members and external

agencies like police, fire brigade, hospitals etc. e) Continuous review of situation and decide an appropriate response strategy f) Taking stock of causalities and ensure timely medical attention g) Ensuring correct accounting & position of personnel after the emergency h) Ordering evacuation of personnel as and when necessary i) Taking decision in consultation with District Authorities when an off-site emergency to be

declared.

2. The site incident controller SIC

a) The SIC shall maintain a workable emergency control plan, establish emergency control center, organize and equip the organization with emergency response plan.

b) The SIC shall make quick decision & taking full charge. c) The SIC shall communicate to the Emergency Control Centre where it can coordinate

activities among groups. d) The SIC shall responsible for ensuring that appropriate local & national government

authorities are notified. e) The SIC shall also ensure the response to the incidents or the emergencies as the case

may be is in line with entity procedures, coordinating business continuity or recovery plan from the incident.

f) The SIC shall also coordinate if any special support is required for the above purpose.

3. Fire Safety Controller - Site F&S in-charge

a) To take charge of all firefighting & rescue operations and safety matters. b) To ensure that key personnel are called in and to release crew of firefighting operations as

per emergency procedure. c) Assess functioning of his team and communicate with the CIC and or administrative controller

for any replenishment or replacement of manpower or firefighting equipment. d) Direct the fire brigade personnel and mutual aid members to their desired roles as also

proper positioning of the manpower and equipment. e) To decide the requirement of mutual aid and instruct CIC who in turn will contact mutual aid

members & local fire brigade. f) To coordinated for firefighting & rescue operation. g) To ensure that the causalities are promptly sent to first aid center/ hospital through medical

coordinator. h) Ensure empty & loaded vehicle are removed to safer area to the extent possible so as not to

affect emergency handling operation.

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i) Continually keep in touch with the SIC &/ or CIC and implement the emergency combat strategies as communicated by him

C) Role of non-essential persons whose roles are not defined

a) Do not get panicky b) Do not spread rumor c) Do not rush to incident site to witness the scene d) Be ready for providing help if called for e) Walk fast but do not run in up wind direction and move to safe place (assembly point) and

wait for further instruction. f) Return to work place after declaration of normalcy.

incident reporting structure · 1.4. submission of investigation report of near miss/ hazard...

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