CP-122 HSE Code of Practice - PDO

HEALTH, SAFETY AND ENVIRONMENT
CODE OF PRACTICE (CP-122)
PDO HSE Management System Manual
5.3 PROCEDURES
All HSE Critical Activities and their supporting tasks should have written procedures and/or work instructions in place. If these
are to be effective, they should be simple, unambiguous, understandable, relevant, and detailing clear roles and responsibilities.
More detail regarding their actual implementation is found in PDO HSE-MS Process 6 – Implementation and Operation.
In addition to controlling activities and tasks, it is important that procedures include measures aimed at improving HSE
performance or managing HSE risk. It is also important to consider how work instructions are communicated to the workforce
ahead of job execution (e.g., through Permit to Work Systems).
5.3.1 Developing Procedures
Any activity for which the absence of written procedures could result in violations or deviations to the PDO HSE Policy, breaches
of legal, regulatory, and/or other requirements, and/or performance criteria, should be identified. Documented procedures and/or
work instructions should be prepared for such activities, defining how they should be conducted whether by the company's own
employees, or by contractors acting on its behalf to ensure technical integrity and to transfer knowledge effectively. In addition,
not carrying this out risks the issuance of a non-conformity with respect to PDO‟s ISO 14001 certification.
All written procedures should be stated simply, unambiguously, and understandably, and should indicate the persons responsible
and accountable (i.e., use of RASCI), the methods to be used and, where appropriate, performance standards, and other
relevant criteria to be satisfied.
Procedures are also required for procurement and contracted activities, to ensure that suppliers, contractors, and those acting on
the company's behalf comply with the company's policy requirements that relate to them.
It is important to ensure that those who will be responsible and/or accountable for putting procedures and written instructions into
effect are closely involved in their creation, implementation, monitoring, and review with the active engagement of affected
stakeholders. Clarity and simplicity of style and language are the characteristics to aim for in writing them, consistent with
accurate coverage of the activities which they address. For example, effective procedures and work instructions contain several
important features:
1. Start with a statement of
purpose and task importance.
2. Present the task in a step-bystep
approach.
3. Express what to do positively.
4. Explain the reasons for the
steps.
5. Print / publish in a simple and
functional format.
6. Ensure review and feedback.
This is included to increase motivation and understanding, and thereby retention and
conformance. In other words, explain why the worker should comply with the
standard practice. Relate it to the worker‟s own welfare. Build a bit of pride and safe
behaviour into the document.
Define “HOW” to proceed. It is best to embed and reinforce in the relevant steps the
most important HSE-related rules. Keep these as short and simple as possible; give
the reasons for the rules and focus on the critical few.
Rather than a long list of “don‟ts,” highlight the things that the person can do to ensure
efficient, safe, and productive results. Keep the “thou shalt nots” to a minimum.
Emphasize the positives.
They answer the question “why?” As such, they also point out the most probable
sources of problems for the specific task, the things to which special HSE attention
should be paid.
Since procedures are primarily teaching and learning tools, they must be clear,
concise, correct, and complete.
Determine periodical review frequencies for task procedures to ensure continual
improvement. Ensure feedback of both commendation and correction is
communicated to all relevant parties.
In addition, documents authors should pay attention to:
Sentence structure: Avoid compound and run-on sentences. Comprehension is usually hindered by long sentence
structure.
Use of words: Avoid using words and language that the average reader may not be familiar with. Don't try to impress
people with the use of unnecessary tri-syllable words. Try to avoid using words that make suggestions appear to be edicts.
Use words like “I, You, We, They,” as little as possible and seek to avoid repetitious use of words. The author should
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