occupational health & safety - yokogawa...

Occupational Health & Safety Management Manual

Rev. B 07/18/2014 **Uncontrolled when printed or transmitted electronically** of 17


Yokogawa North America

Revision C 08/13/2015



Table of Contents 1.0 Introduction

1.1 Organization Description 1.2 Scope of Certification 1.3 Third Party Certification

2.0 Organization

2.1 Roles & Responsibilities 3.0 General Requirements

3.1 Description 3.2 Implementation & Maintenance

4.0 OH&S Management System

4.1 General Requirements 4.2 Occupational Health & Safety Policy 4.3 Planning

4.3.1 Hazard Identification, Risk Assessment and Determining Controls 4.3.2 Legal & Other Requirements 4.3.3 Objectives & Program

4.4 Implementation & Operation 4.4.1 Resources, Roles, Responsibility, Accountability & Authority 4.4.2 Competence, Training & Awareness 4.4.3 Communications, Participation & Consultation

4.4.3.1 Communication 4.4.3.2 Participation & Consultation

4.4.4 Documentation 4.4.5 Control of Documents 4.4.6 Operational Control 4.4.7 Emergency Preparedness & Response

4.5 Checking 4.5.1 Performance Measurement & Monitoring 4.5.2 Evaluation of Compliance 4.5.3 Incident Investigation, Nonconformity, Corrective Action and Preventive

Action 4.5.3.1 Incident Investigation 4.5.3.2 Nonconformity, Corrective Action & Preventive Action

4.5.4 Control of Records 4.5.5 Internal Audit

4.6 Management Review Appendices Appendix A Definitions Appendix B Occupational Health & Safety Policy Appendix C Organization Chart Appendix D OH&S Management Process



Introduction

1.1 Organization Description Since our establishment in the United States in 1957, Yokogawa has become a leading manufacturer and supplier of test, measurement, field instrumentation, process control, and information products for North America. Headquartered just 20 miles southwest of downtown Houston, Texas, Yokogawa has offices across the United States, and in Canada and Mexico.

1.2 Scope of Certification

The management of Yokogawa has approved issue of the “Yokogawa Occupational Health & Management Manual” to provide a documented description of our OH&S Management System.

The Manual will be used as a reference by Yokogawa for safety management activities.

The contents of this Manual are binding on all employees within Yokogawa and any subcontractors (apart from the organization) inside Yokogawa facilities.

It is intended that this Manual will provide the basic structure upon which we will implement specific safety policies and procedures and create safe work standards.

Yokogawa meets the requirements of OHSAS 18001 at the locations listed on the current Certificate of Conformance.

1.3 Third Party Certification

The management of Yokogawa has committed to maintaining an OH&S Management System that conforms to the OHSAS 18001 Safety Management Standard and to maintaining certification by an accredited third party. The Safety Management Representative has confirmed compliance to the OHSAS 18001 Safety Management Standard by completion of a formal written Declaration of Conformance.



2.0 Organization

2.1 Roles & Responsibilities

The personnel listed below are based within or work from Yokogawa offices. They fulfill the following roles and responsibilities:

2.1.1 President:

endorses a clearly defined Safety Policy and provides the resources to ensure that the policy is implemented and maintained at all levels

appoints the Safety Management Representative in the safety management organization with clearly defined responsibilities

approves the OH&S Management Manual

reviews the OH&S Management System and sets direction for safety programs

holds overall responsibility for the effective implementation of the OHSAS 18001 program

approves the safety objectives and targets

ensures resources necessary for the implementation of the safety management activities are provided

2.1.2 Safety Management Representative:

develops the OH&S Management System and controls its maintenance based on the requirements of the OHSAS 18001 standard;

maintains, promotes, checks, corrects and improves the OH&S Management System;

monitors the overall effective of the OH&S Management System;

reports the status and results of the safety activities to management;

Implements internal OH&S Management System audit; (refer to section 4.5.5)

negotiates with external safety parties

conducts Safety Management Review

2.1.3 Manager/Supervisors:

know the safety policies and/or procedures applicable to the work area under their responsibility/control,

ensure the employees under their charge are familiar with the safe work practices for the job function they are performing,

monitor employees to ensure they are following safe work practices

correct any employee observed not following any safe work practice

2.1.4 Employees:

familiarize themselves to the safe work practice of any job prior to performing the job

follow all safe work practices or policies and/or procedures



2.1.5 OH&S Management Safety Committee:

members should include employees from various levels and job classifications;

discusses and decides on safety management activities

develops the safety objectives, targets and programs

reviews accident/incident reports

reviews Risk Assessments, Job Safety Analysis and Task Safety Analysis

identifies potential special training needs 3.0 General Requirements

3.1 Description The OH&S Management System is documented within this manual.

This manual shows the relationship between the OH&S Management System and OHSAS 18001 (Section 4.0 of this manual corresponds to OHSAS 18001 Section 4).

3.2 Implementation and Maintenance

It is recognized that documenting the OH&S management system is only the first step towards fully implementing its requirements. For this reason the Safety Management Representative will brief all new and existing personnel on the requirements of the OH&S Management System and ensure full compliance. The effectiveness of the implementation is measured through on-going internal audits and inspection of the OH&S management system requirements. Where implementation is deemed inadequate, steps are taken to resolve the situation in a timely manner.

The OH&S management system as a whole will be reviewed during regular management review meetings and the completeness and effectiveness of the system and any steps necessary to improve it are discussed and actioned. Whenever the OH&S management system is changed, the Safety Management Representative will make all relevant personnel aware of the new or revised OH&S Management System and monitor to ensure that implementation was effective.

4.0 OH&S Management System

4.1 General Requirements Yokogawa has established this OH&S Management Manual, integrated

procedures and forms to enable the implementation of an OHSAS 18001 compatible OH&S Management System.



As an organization, the following steps have been taken to ensure compliance:

All requirements of OHSAS 18001 have been specified within this document to ensure that all personnel concerned with its operation are aware of the requirements.

The Safety Management Representative shall take the lead to ensure that the OH&S Management System is fully implemented by all personnel.

Regular management review meetings will be held to review the implementation of the requirements and identify any actions that are required to maintain and improve the system.

The scope to which this OH&S Management System will be applied is defined as all operations which Yokogawa conducts at its locations in the United States, Canada, and Mexico.

4.2 Occupational Health & Safety Policy

Yokogawa’s OH&S policy is documented in Appendix B and is designed to reflect the health and safety needs and responsibilities of Yokogawa. In particular the policy indicates the organization’s commitment to prevent harm (including injury and ill health) to all parties affected by Yokogawa’s operation. The Safety Management Representative ensures that the policy is made known to all personnel including persons working under the control of Yokogawa and is available to interested parties upon request.

4.3 Planning

4.3.1 Hazard Identification, Risk Assessment and Determining Controls

The Safety Management Representative shall establish, implement, and maintain a procedure for ongoing hazard identification, risk assessment and determination of necessary controls. The Risk Assessment Form will be used for this purpose. The Risk Assessment is to be reviewed annually by the Safety Management Representative to ensure it mains proactive. Note: The following aspects will be considered for risk assessment form preparation:

Routine and non-routine activities

Hazards originating internally or externally to the workplace

Work operations including contractor activities

Use of infrastructure, equipment and materials

Whenever change occurs to OH&S Management System, processes equipment, personnel, materials etc.

Changes in legislation

Emergency situations & potential incidents e.g. fire, accidents



Contractors and visitors to the workplace

The capabilities of personnel including human behavior

The following hierarchy: elimination, substitution, engineering controls, signage/warnings and/or administrative controls and personal protective equipment.

4.3.2 Legal and Other Requirements

Yokogawa has identified and maintains access to legal and other requirements that are relevant to Yokogawa. These legal and other requirements include law related to safety, notification guidelines, and mandatory requirements from public authorities, agreements with the community and business world, and voluntary control plans. Yokogawa shall ensure that the applicable legal requirements and other requirements the organization subscribes are taken into account in establishing, implementing and maintaining OH&S Management System and keep this information up to date.

The Safety Management Representative determines all relevant health & safety legislation through the use of subscriptions i.e., OSHA Compliance Manual (JJ Keller), Alberta Association for Safety Partnerships, WCB Alberta-Safety Associations, “Secretaría del Trabajo y Previsión Social (STPS)” (Mexican OSHA), Association memberships and email notices.

New and updated legal requirements shall be recorded within the Health & Safety Legislation section of the management review meeting to ensure that they are reviewed regularly. The management review meeting minutes are communicated to all personnel and other relevant parties requiring knowledge of the relevant legal requirements.

4.3.3 Objectives and Program

Yokogawa will set out and review its health & safety objectives and targets on a regular basis within the Health & Safety Program section of the management review meeting. Details of program dates and responsibilities will be defined, and an Objective & Target spreadsheet may be developed to meet this requirement, if desired. The health & safety objectives will be aimed at relevant functions and levels within the business. When setting objectives and targets, Yokogawa will ensure that they are consistent with the OH&S policy and take into account, financial, operational and business requirements as well as technological options. In order to determine whether or not the objectives and targets are being met they will be measured, where practical, and consistent with the OH&S Policy; to allow progress to be monitored.



4.4 Implementation and Operation Appendix D includes a flowchart showing the operation of the OH&S Management System. 4.4.1 Resources, Roles, Responsibility, Accountability & Authority

The Safety Management Representative has overall responsibility for the OH&S Management System and will assign personnel to the necessary duties outlined in this manual and make available all necessary resources to ensure that the management system is fully implemented. Roles and responsibilities are defined and communicated through this management manual and any other referenced documentation. The Safety Management Representative will communicate with all designated personnel to ensure that they are fully aware of their roles and what is expected,

4.4.2 Competence, Training and Awareness

The Department Manager ensures that only personnel with suitable qualification and experience are employed on work tasks which have the potential to cause harm. The Department Manager will also ensure that personnel are aware of the health and safety consequences of their work activities and the benefits of following safe working practices. The Department Manager will ensure that all persons understand the importance of their training and experience and how they can work effectively to ensure safe working.

The Safety Management Representative will take action to ensure that training requirements are met and that the effectiveness of training to meet requirements is monitored. All personnel are appraised with respect to competence. It is ensured that records of training, education, qualification and experience are maintained.

4.4.3 Communications, Participation & Consultation

4.4.3.1 Communication

The Safety Management Representative will ensure that all personnel including contractors are made aware of issues regarding health and safety. The Safety Management Representative will also be the person responsible for receiving, recording and responding to any health and safety communications.



4.4.3.2 Participation & Consultation The Safety Management Representative shall ensure participation and representation of the workforce regarding OH&S matters by OH&S Employee Safety Committee. The OH&S Employee Safety Committee will be involved in the following activities: incident investigation, review of OH&S policies, procedures and objectives as well as hazard identification, risk assessment and the appropriate precautions to be taken, consultation where there are changes that affect their OH&S and provide employee representation on OH&S matters. The Safety Management Representative will ensure relevant external interested parties are consulted, when appropriate.

4.4.4 Documentation

Documents that are necessary to meet the requirements of this OH&S Management Manual shall be maintained as evidence of compliance. The framework of OH&S Management System documentation is as follows:

The OH&S policy included within Appendix B

The OH&S objectives recorded and maintained within the minutes of the Management Review Meeting

The scope of the OH&S Management System is defined within section 1.2

A description of the main elements of the OH&S Management System is set out in Appendix D

Documents and records required by the standard and determined by Yokogawa to ensure the planning, operation and control of processes relating to the management of OH&S risks.

OH&S Management System documents shall be maintained as required by the OHSAS 18001 Standard.

4.4.5 Control of Documents

Yokogawa maintains documented procedures to control all documents and data related to the requirements of OHSAS 18001 and ensures that:

Approve documents for adequacy prior to issue;

They can be easily located;

They are periodically reviewed, revised as necessary, and approved for adequacy by authorized personnel;

Current versions of relevant documents are available at all locations where operations essential to the effective functioning of the OH&S Management System are performed;



Changes and current revision status of documents are identified;

Ensure that documents remain legible and readily identifiable;

Invalid and/or obsolete documents are promptly removed from all points of issue or use, or otherwise assured against unintended use;

Any obsolete documents retained for legal and/or knowledge preservation purposes are suitably identified.

Documents of external origin that may be necessary for planning and operation of the OH&S management system are identified and their distribution is controlled.

4.4.6 Operational Control

The Safety Management Representative shall ensure that the controls and any necessary operating criteria are stipulated where the risk assessment process has identified precautionary measures to be implemented (see section 4.3.1). Where necessary to ensure compliance with safe working practices procedures will be prepared, implemented and maintained to define the working methods to be employed, to include contractors and visitors; where the absence could lead to deviations from OH&S policy and objectives. Operational controls shall be specifically considered when considering the purchase of goods, equipment and services.

4.4.7 Emergency Preparedness and Response

Yokogawa has established a process to identify potential risks and respond to accidents and emergency situations, and for preventing and mitigating the impact that may be associated with these identified potential risks. The types of emergencies are:

Medical Emergencies (First-aid)

Severe Weather

Fire

Yokogawa periodically conduct drills or practices to test the effectiveness of the process and to ensure necessary staff is familiar with the process. Yokogawa shall periodically review and, if necessary, revise the emergency preparedness and response procedure, particularly after an emergency situation occurrence or periodic testing of the procedure.



4.5 Checking

4.5.1 Performance Measurement & Monitoring

The Safety Management Representative may appoint a Site Representative to undertake routine inspections of the workplace and operational activities. The Site Representative will undertake regular inspections and report on performance and effectiveness of the controls using an Audit/Inspection Report or other acceptable reporting tool suce as a Help Desk Ticket, Action Item List or other form of documentation that can be tracked through completion. Any findings that warrant corrective action may be recorded on a Corrective Action form which is used to progress the corrective action to a conclusion. The Corrective Action form is the same form used by Quality and Environmental management systems. The Safety Management Representative will collect data related to the OH&S performance. Performance measures include accidents, incidents, near misses and other performance measures. These measures are monitored during the Management Review Meeting and recorded within the minutes of the meeting. Where calibrated equipment is used to measure performance it will be ensured that the equipment has a current calibration certificate.

4.5.2 Evaluation of Compliance

Conformance with legislation and other requirements Yokogawa subscribes is reviewed in accordance with section 4.3.2 and evidence of evaluation is maintained through the management review process.

4.5.2.1 Consistent with its commitment to compliance, Yokogawa shall establish, implement and maintain a procedure(s) for periodically evaluating compliance with applicable legal requirements through the use of inspections, evaluation forms such as EAP evaluation and other means.

4.5.2.2 Yokogawa shall evaluate compliance with other requirements to

which it subscribes. Yokogawa may combine this evaluation with the evaluation of legal compliance referred to in 4.5.2.1 or establish separate procedures.

4.5.3 Incident Investigation, Nonconformity, Corrective Action and Preventive Action



4.5.3.1 Incident Investigation

All incidents are required to be reported on the Incident/Accident Investigation Report which shall be passed to the Safety Management Representative for processing as soon as practical. This is the initial step to investigate the incident to:

Determine deficiencies or other factors that may cause or contribute to occurrence

Identify the need for corrective action

Identify possible preventive action

Identify opportunities for continual improvement

Communicate the results of the investigation. The following (although not limited to) are to be considered incidents for the purposes of reporting:

Accident

Near misses

Any situation that may lead to harm which is not subject to a current risk assessment

Identified corrective action or preventive action shall be in accordance with the relevant parts of 4.5.3.2.

4.5.3.2 Nonconformity, Corrective Action & Preventive Action

Incidents, near misses, external party identified nonconformities shall result in a Corrective Action. Results of audits are recorded on the Audit/Inspection Report, which will list any nonconformities identified as a result of the audit and a Corrective Action for nonconformities will be issued. The Safety Management Representative shall take responsibility for ensuring that a corrective action is added to the form and communicated to all relevant personnel. The Safety Management Representative will ensure that the corrective action takes account of the root cause of the non-conformance. The Safety Management Representative will progress the corrective action to a conclusion and ensure that the Corrective Action is effectively closed and review its effectiveness. Where necessary the Safety Management Representative will ensure that the issue is subjected to a revised risk assessment. Yokogawa understands that it is more effective to act proactively as opposed to acting reactively. The Safety Management Representative in consultation with other parties will therefore take



opportunities to reflect on situations and take preventive action wherever possible.

4.5.4 Control of Records

Records shall be maintained as evidence that the requirements of this OH&S Management Manual have been met. The records will be maintained so that they can be located and referred to easily. These records include but are not limited to:

Management Review Meeting Minutes

Audit/Inspection Report

Incident/Accident Investigation Report

Corrective Action

Risk Assessments

Safety Committee Meeting Minutes

Training records 4.5.5 Internal Audit

An internal audit Program is devised on an annual basis ensuring that all parts of the OH&S Management System (as defined within this OH&S Management Manual) are reviewed to ensure that they continue to meet the requirements of OHSAS 18001. The internal audits are undertaken by appropriately trained and/or capable auditors and recorded on an Audit/Inspection Form. The Audit/Inspection Form shall be stored on the Health & Safety server or other designed location in accordance with the retention policy. The Safety Representative and staff are currently trained in conducting such an audit and are currently responsible to complete the audit. Note: Internal Audits are supplemental to Inspections (section 4.5.1) and are directed towards ensuring that the OH&S Management System defined in this manual are implemented correctly.

4.6 Management Review

Management review meetings are undertaken to the requirements of OHSAS 18001 and all pertinent aspects are reviewed and actions taken as required. The meeting is undertaken at least annually in accordance with the OHSAS 18001 Standard. The meeting is attended by the Safety Management Representative and members of top management. The management review meeting is used as the pivotal means of ensuring that Yokogawa’s OH&S Management System are fully implemented and effective.



APPENDIX A

Definitions “acceptable risk” Risk that has been reduced to a level that can be tolerated

“accident” An incident that has given rise to harm

"controlled copy" The issue of a document that will be updated whenever it is

revised.

"controlled issue" The issue of a document where proof of receipt is sought

“corrective action” Action to eliminate the cause of a problem or issue

“hazard” Source, situation or act with potential for harm to persons

“incident” Events which can lead to harm

“management manual” The documented health & safety system including other documented procedures

“management procedures” The procedures documenting the OH&S MANAGEMENT SYSTEM

“management system” The defined methods, practices and organization to meet the health & safety requirements. The term OH&S Management System is synonymous

“OH&S” Occupational Health & Safety

“preventive action” Action to eliminate the cause of a potential problem or issue

“risk” Combination of the likelihood and severity of an event

“risk assessment” Process of evaluating risk

“the standard” BS EN OHSAS 18001

Note: The words "shall", "must" and "will" denote a mandatory requirement and "should" denotes a recommendation. The word "may" denotes permission and is neither a recommendation nor a requirement.



APPENDIX B

Occupational Health & Safety Policy

It is the policy of Yokogawa to maintain a safe and healthy working environment for our employees that is free of hazards and in compliance with applicable statutory and regulatory requirements. Employees have a responsibility to themselves, their families, fellow employees, and to the company to work within the standards of safety which have been established by Yokogawa. This responsibility can only be met by working continuously to promote safe work practices and maintaining our property and equipment in safe operating condition. Personal injury and loss of property is preventable.

Daniel Duncan President/CEO Yokogawa Corporation of America

In recognition that employee safety and health is of paramount importance, management will champion the following initiatives to create, maintain, and promote a safe and healthy work environment. Observe statutory and regulatory requirements related to health and safety. Establish and promote a proactive health and safety management system. Seek to eliminate or minimize hazards by conducting risk assessments. Promote open health and safety communications with employees, customers,

shareholders, members of the local community, and contractors to maintain the integrity of our health and safety system.

Provide necessary education and training.

Provide resources to perform scheduled audits aimed at continual health and safety improvements.



APPENDIX C

OH&S Organizational Chart

President & CEO

VP Finance & Business

Operations

Corporate Compliance

Manager

Corporate

HSE Manager

Managers and Supervisors

Employees



Employees

APPENDIX D

OH&S Management Processes

OH&S Policy

Legal

Requirements

Management

Review

Incidents

Health & Safety

Programme

Objectives

Training

Hazards

Identification

Risk Assessment

OH&S

Management

Manual

Company

Operations

Internal Auditing

Communications