CUSP induction guide - Ports of Auckland

CUSPCommpn User Safety Proceduresat the Port of AucklandInduction Guide

ContentsIntroduction 3Induction structure and learning outcomes 4Preparation for the course 6How to use the presentations and video 7Suggested induction programme 8POAL CUSP Induction presentation facilitators notesQuestions and answers 15Contacts 17

IntroductionCommon User Safety Procedures or CUSP an important Health and Safety initiativethat has been developed for the Port of Auckland Multi-Cargo area. CUSP will beintroduced effective 1 October 2006.CUSP aims to increase port users’ awareness of the potential dangers of operating in ahigh risk common user area such as the Port of Auckland’s Multi-Cargo to help ensurethe safety of all port users and visitors.CUSP covers all operators, contractors, staff and visitors within the Common UserArea of the Port of Auckland’s Multi-Cargo. These areas include Princes, Wynyard,Freyberg, Jellicoe, Marsden, Captain Cook and Queens Wharves, specified areas ofBledisloe, SeaPACK, Rail and all connecting roadways and pedestrian walkways.CUSP will affect all port users and visitors who enter the Port via Captain Cook andTinley Street Gates.Under CUSP port users will be categorised as an IPU - Inducted Port User, approvedby Ports of Auckland Limited to carry out normal operations within the Common UserAreas, or a Visitor. In order to operate as an IPU, persons must have participated in aCUSP induction and have a new IPU security card, as requested from Ports ofAuckland by the trainer/facilitator.While many will already hold a licence to operate at Ports of Auckland, have ID cardand are signed-up to the Ports of Auckland Safety Commitment document, they willnow be required to be inducted under the Common User Safety Procedures to berecognised as an IPU.It is the responsibility of each company or individual to ensure members are inductedunder CUSP.The CUSP induction covers: CUSP and the CUSP zone, IPU status and visitor access,pedestrians, vehicle and mobile equipment procedures, good housekeeping objectives,and operating in specialty areas.CUSP Induction presentations and an introductory video have been provided to theapplicable people within the relevant organisations and can also be downloaded formthe Ports of Auckland website or requested directly.This guide outlines the CUSP programme, learning outcomes of the inductionprogramme, notes for induction trainers/facilitators, suggested answers to possiblequestions and important contacts.

Induction structure and learning outcomesCommon User Safety Procedures (or CUSP) aims to increase port users’ awareness ofthe potential dangers of operating in a high risk common user area such as the Port ofAuckland’s Multi-Cargo.The induction is focused on identifying these potential dangers and providing training incommon safety and security procedures to help ensure a safer working environment.The following table outlines the learning outcomes associated with each presentationcategory of the Ports of Auckland CUSP Induction presentation.TOPICSLEARNING OUTCOMEVIDEO • Understand basic components ofCUSP• Identify the Common User Areas atthe Port of Auckland• Understand the primary safety andsecurity procedures under CUSP• Understand the purpose of CUSPand how it relates to operations at thePortCUSP Introduction • Understand the structure of CUSP• Understand the purpose and aims ofCUSPCUSP Zone (Common User Areas) • Understand and identify areasgoverned by CUSPDefinitions and illustrations • Familiarisation with terms used• Understand the difference between aVisitor and an IPU• Understand and identify controlledareas, designated walkways androadways and truck lay-bysHousekeeping • Understand that all port users have aresponsibility to tidy their designatedareas and store equipment in a safeand secure manner• Understand CUSP procedures forgood ‘housekeeping’IPU, Company visitor and visitor Portentry and exit• Understand the status of and relatedentering and exiting procedures foreach port user categoryPedestrians • Understand risks and related safetyprocedures for being a pedestrian atthe Port or operating nearpedestrians• Understand that CUSP proceduresare designed primarily to protectpedestrians, as they are most at risk

Mobile equipment and company vehicles • Understand the dangers and relatedsafety procedures for operatingvehicles and mobile equipment inCommon User AreasMobile equipment in sheds • Identify dangers and understandrelated safety procedures foroperating safely in shedsMobile equipment in reefer areas • Identify dangers and understandrelated safety procedures foroperating in reefer areasParking • Understand procedures for parkingand storing vehicles and mobileequipment so not to impact uponother port usersHandling cargo • Identify risks involved in handlingcargo and understand related safetyprocedures for safe handling of cargoFumigation • Be able to identify fumigation areas atthe Port• Understand procedures governingfumigation operations at the PortReporting, Consequences andMonitoring• Understand that CUSP is driven byall businesses operating within thePort of Auckland• Understand that CUSP must befollowed when operating within theCommon User Areas• Understand that CUSP is asimportant as the person’s owncompany procedures• Understand that CUSP is a powerfuldocument under the HS&E Act• Understand personal responsibilitiesof reporting under CUSP• Understand consequences forbreaches of CUSP• Understand monitoring structure ofCUSPConclusion • Opportunity for questions andanswersOverall • Identify the potential dangers ofoperating within a Common UserArea and understand means oftaking action to reduce potentialinjury by following the CommonUser Safety Procedures outlined• Understand the all port users haveresponsibilities to limit theiroperational impact on other portusers under CUSP• Understand the importance oftolerance and communication

Preparation for the courseThe following list gives details of suggested tasks facilitators should have completedbefore the programme commences to ensure a successful induction presentation.• Ensure that you are familiar with the content of the CUSP presentation.• Save the Ports of Auckland CUSP Induction presentation to the hard drive onyour computer so it runs more smoothly.• Practice the presentation and ensure it runs smoothly on your computersystem. Request or download a different version of the presentation if you donot have the right equipment.• When arranging timelines, give plenty of time in the session for detailedexplanation and questions during each slide.• Make sure you have a supply of pens, course notes and any handouts you wishto use during your CUSP induction presentation.• Collate a list of all inductees before the day of the training – this must includethe inductee’s full name.• Inform the participants prior to arrival, of the need to submit a current NewZealand drivers license number.• Work out a numerical system for IPU number allocation (e.g. admin…0-1000drivers…1001-2000 and so on), and print off the relevant paperwork.• Before the induction begins ensure you have collated a list of everyone’s fullname and drivers licence numbers on a legible form as a register of all inductedpersonnel.• After the induction, submit all details to POAL’s security officer for CUSPsecurity card production.

How to use the presentations and videoSystem requirements if running presentation from laptop or computer:• Windows 98 or more recent• CD drive• Microsoft PowerPoint• Audio capabilities• Projector (optional)CUSP presentation options:There are two presentations included on the disc –• Ports of Auckland version including a six minute introductory video (POALCUSP Induction.ppt)• Full length version (CUSP Extended version.ppt)The Ports of Auckland version is the suggested option. It provides all the necessaryinformation as well as an easy to follow introductory video covering the main points ofCUSP.Accessing the presentations:Your organisation will have been provided with a CD entitled ‘Ports of Auckland CUSPInduction presentation and video’. Insert this disc into your PC or laptop.1) For the presentation to run smoothly it will need to be saved it to the computershard drive. If the computer does not automatically give a prompt for opening thedisc, select the CD drive through ‘My Computer’.2) Select ‘CUSP_PRESENTATION’ file. Right click selecting ‘Copy’ and right clickagain selecting ‘Paste’ on the desktop or another preferred folder. It will takearound 2mins to save.3) Open the ‘POAL CUSP Induction.ppt’ presentation from its newly saved location.4) Present as usual through PowerPoint. (Select the Full Screen option at the bottomleft corner and press ‘F5’ to view the presentation on a projector).5) Special note: A six minute introductory video will run as the second slide ofthe presentation. This will initially appear as a black screen. Position yourmouse around the middle of the screen and double click to play.Problems opening presentation files or viewing video:If you do not have the capabilities to run the presentation on a large screen you maywish to print out the slides as handouts and screen the video using a DVD.A video file will appear as the second slide of the Ports of Auckland CUSP Inductionpresentation. If this video will not run, a DVD copy of the video can be requested fromPorts of Auckland’s Health and Safety officer. It is imperative that this video isscreened at the beginning of the induction presentation.The video, presentation and all other related materials can also be downloaded fromhttp://www.poal.co.nz/publications.htm

Suggested induction programmeFacilitator introduction(Allow 5-10 minutes)• Introduce yourself and make any opening remarks.• Provide participants with a brief overview of your background and training inCUSP.• Explain that a committee formed to formulate the CUSP document. This groupconsisted of senior managers from the operating stevedores in conjunction withsenior managers from the Port of Auckland.• You may wish to highlight that the fatality in Tauranga was a catalyst for theCUSP document. A Toll employee fatally injured a P&O Ports employee whilegoing about his normal work.• Highlight that the legal framework of CUSP has been approved by Ports ofAuckland’s legal advisors, Russel McVeagh.• Explain the importance of the document and the need for all users to fullyunderstand and abide by its content.• Explain the obligations under the HS&E Act to work safely in common userenvironment like the Port of Auckland.• Begin the induction presentation with the Ports of Auckland CUSP InductionVideo.

Ports of Auckland CUSP Induction presentation – Facilitator’s notesThe following notes outline the content of each slide and additional informationthat should be included in the induction presentation.1 Cover slideVIDEOPorts of Auckland CUSP Induction video - 6mins2 Introduction3 CUSP ZoneThis slide introduces CUSP, its structure and purpose.You may wish to highlight the CUSP logo (bottom left corner).The logo evolved from the fact that port users interface at theCommon User Areas of POAL’s Multi-Cargo. The danger point isat the CUSP – the point at which two arcs of a curve intersect andat which the two tangents meet.Explain that CUSP is about learning to work together – takingresponsibility, having tolerance and communicating. Many of thesafety risks encountered at the Common User Areas are due tonon-communication between the different port users.This slide highlights the areas governed by CUSP, know asCommon User Areas. Previous to CUSP there had been nooverall agreement on how port users interacted with one anotherin these areas.Emphasise that the operations within Common User Areas havethe potential to cause a fatality. CUSP provides a structure ofsafety and security procedures which are aimed at reducing therisk of potential injury.

4 Definitions5 Definitions (cont.)Definitions are a very important part of CUSP and need to be fullyunderstood. Please present each in full to ensure inductees areable to understand the remainder of the presentation.This slide explains the term Inducted Port User and theresponsibilities of an IPU under CUSP.This slide includes the definition of a visitor, a pedestrian,personal protection equipment and truck lay-bys.6 Definitions (cont.)This slide includes the definition of a controlled area.7 Definitions (cont.)This slide includes the definition of a designated walkway anddesignated roadway.8 ‘Housekeeping’CUSP now governs aspects of ‘housekeeping’, which waspreviously policed by Ports of Auckland. Under CUSP, badhousekeeping is a breach of the agreement and therefore shouldbe monitored and reported by all IPUs.9 Inducted Port User or IPUThe following slides are important as they dictate the way in whicha port user (IPU, non-IPU, Visitor or Company Visitor) is permittedto enter and exit the Port.Inducted Port Users will have a security card noting their IPUstatus with a identification number at the top right corner. Explain

10 Non Inducted Port User11 Company Visitors12 Pedestrians13 Pedestrians (cont.)that only those with a Port photo ID card will have a photo card.All others will have a CUSP IPU card with their name and IPUnumber.Persons not inducted under CUSP – or non Inducted Port Users –will only be able to enter the Port as a Visitor.Emphasise the procedures for supervising Visitors to the Port.Persons not inducted under CUSP – but having made anapproach to a company other than POAL are Company Visitors.Emphasise the procedures for supervising Company Visitors.Pedestrians are at a very high risk in Common User Areas andCUSP was developed particularly with the safety of pedestrians inmind. The following slides are crucial to the success of CUSP andneed emphasis for maximum impact.Emphasise the need for extra care and communication withdrivers when near mobile equipment.14 Company vehiclesThese slides overview the use of mobile equipment and vehicles,which pertain to more port users than most others in the inductionpresentation.The slides dictate the way in which a vehicle or mobile equipmentmust be operated and ways in which to avoid the commonpotential dangers associated with mobile equipment interfaces.Emphasise following the POAL road rules, including speed limitand the need for an amber flashing light.

15 Mobile equipmentEmphasise the IPUs responsibility to communicate with other portusers when operating mobile equipment.16 Operating mobile equipment in shedsDue to the many different port users that enter and operate withinsheds - these locations are considered extremely high risk areas.Explain that sheds are areas are where most of the common userinterfacing occurs and therefore where communication andtolerance are key. Reiterate that it is the responsibility of the IPUto define the area allocated.Emphasis communication, caution and the 5km speed limit.17 Operating mobile equipment in reefer areas18 Handling cargo19 ParkingExplain that because of the many different port users that enterand operate within reefer areas - these locations are consideredextremely high risk areas – especially for pedestrians.Emphasise the need for extreme caution and care when handlingreefer boxes.This slides cover the basic safety measures all port users shouldfollow when handling cargo.Emphasise safe handling and courteous placement of cargo.Explain that procedures for handling cargo are particularlyimportant at times of high vessel or vehicle volume. Emphasiseand reinforce that all sectors of the cargo movement industryneed to consider other port users.Reiterate that parked equipment should never interfere or impactother port users’ operations.

20 FumigationFumigation must be treated with great respect. Spend time onthese slides, highlighting the things to look for when encounteringa fumigation area in operation.21 Fumigation (cont.)22 MonitoringReiterate that the CUSP procedures are as important as any otherprocedure that the employee works under, including anydocuments that exist in the inductees own company. CUSP wasdeveloped by a committee and takes all port users’ safety andoperational needs into account.23 Explain that vessel crew may not be inducted under CUSP at thePort of Auckland or even aware of the new CUSP procedures. AllIPUs need to be alert to breaches of CUSP by a vessel crew.24 See page 14 in this guide for some expected questions andsuggested answers.

Notes• Inductees need to take away a complete knowledge of the sections of CUSPthat affect their specific areas of work. Provide full information on all aspects ofCUSP and emphasise components which may directly affect specific inducteegroups.• Make sure all inductees know and understand the areas that are affected byCUSP.• Reference can be made to the HS&E Act and the responsibilities of bothmanagement and the worker to act responsibly in all situations.• Constantly reiterate the dangers of pedestrian and mobile equipment interfaces,especially when drivers from a wide range of employers operate mobileequipment in close proximity.• The reporting process for CUSP means that all persons who enter the securitygates are accountable in some way. All persons that enter the Port gate arerepresentatives of their group or organisation and all actions are accountableunder CUSP.• Remind inductees that CUSP does not cover Bledisloe or Fergusson containerterminals.

Questions and AnswersQ : Will I be turned away at the gate if I do not have an IPU number?A : No. You will not be turned away. You will be allocated VISITOR STATUS. Thismeans you and your vehicle will be escorted to the IPU you wish to contact forbusiness. They will be responsible for you from that time on.Q: Does the CUSP procedure override my company procedures?A: No. Your company procedures run alongside the CUSP procedure. CUSP is theadhesive that links all other procedures under the common user scenario. Yourcompany procedures are not likely to take into account other users of the Port, soCUSP does.Q: Can anyone report a breach of the CUSP document?A: Yes. If you think the procedure was breached in any way, take the information toyour own employer who will inform Ports of Auckland. Alternatively, inform agatekeeper or security guard of the issue and they will register the incident.Q: What happens if I am found to be breaching CUSP?A: Retraining may be required if the problem is ongoing. The end result of continuedbreach of CUSP may lead to loss of your IPU status.Q: Do I need to submit my driver license number?A: Yes because this links proof of the safety induction to photo ID and therefore yourname.Q : What does a company allocated IPU number mean on the data collection forms?A: This number is the one allocated to you by your company. It includes 4 digits, fore.g. 0001 or 4400. It will be printed on your IPU card together with your full name.

Q: Is this a legal document that I must abide by?A: The CUSP document has been submitted to Ports of Auckland’s legal advisorsRussell McVeagh with the result that no problems were foreseen as to theimplementation of such a safety document.Q: Has OSH or ACC been involved in the development of CUSP.A: Yes, throughout the entire process. ACC sat in on the majority of meetings and OSHwere contacted in the initial stages.If you have encountered a question not listed here and you feel it would behelpful to have a suggested answer provided please forward the question toPorts of Auckland’s Health and Safety advisor and it will be added to the onlinecopy of this guide.

ContactsPOAL website:CUSP information can be accessed and downloaded from the Ports of Aucklandwebsite at www.poal.co.nzGo to the ‘Publications’ page to download the POAL CUSP Induction Presentation,introductory video or an updated version of the Induction Guide.Or go to ‘About Us’, ‘Security’ to access general information and updates on CUSP atthe Port of Auckland.Ports of Auckland’s Health and Safety:Steve GroenewegenHealth and SafetyDDI phone +64 9 348 5350Mobile +64 21 632 668groenewegens@poal.co.nzPorts of Auckland’s Security Officer:Mike GladmanPort Security OfficerDDI phone +64 9 348 5201Mobile +64 27 229 6144gladmanm@poal.co.nzAlternative contacts:Ben WilkinsonOperations Manager Multi-CargoDDI phone +64 9 348 5235Mobile +64 27 232 3301wilkinsonb@poal.co.nzMatt BallHead of CommunicationsDDI phone +64 9 348 5262Mobile +64 21 495 645ballm@poal.co.nz