Aw Final Jig Hssems Standard1 [PDF]

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Joint Inspection Group

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Issue 2 January 2016 HSSE Standard

Health, Safety, Security and Environmental Management System Standard for

Aviation Fuel Facilities at Airports www.jigonline.com

Health, Safety, Security and Environmental Management System Standard for Aviation Fuel Facilities at Airports (Issue 2)

Health, Safety, Security and Environmental Management System Standard Introduction Any operating entity handling aviation fuels is expected to implement and maintain an HSSE Management System (HSSEMS) that seeks to proactively improve HSSE performance in preventing injury, ill-health, environmental and security impacts. The JIG HSSE Management System Standard describes the minimum expectations with which HSSE systems shall be managed. Entities that operate to the JIG Standards are expected to meet the requirements of the JIG HSSEMS and regulatory requirements.

Purpose The purpose of this Standard is to set the minimum requirements for an HSSEMS and to enable management to establish or enhance an entity’s system based on industry best practices.

HSSEMS Documentation Hierarchy An HSSEMS is defined and supported by documents in a hierarchical structure. Documents and processes described at the top of the hierarchy (HSSE Policy, HSSEMS Elements & Expectations) are supported by Processes & Standards and Local Operational Work Procedures). In all cases, documents and processes shall meet and support the requirements of those at higher levels in the hierarchy. Figure 1: HSSEMS documentation hierarchy

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Health, Safety, Security and Environmental Management System Standard for Aviation Fuel Facilities at Airports (Issue 2)

Definitions Aim – The aspirations and overall purpose of each Element of the HSSEMS. ALARP – Short for "as low as reasonably practicable". “Reasonably practicable” involves weighing a risk against the effort, time and money needed to control it. Thus, ALARP describes the level to which workplace risks should be controlled. Entity – The legal entity, consortium or company that manages one or more locations. Expectations – Constitute the auditable requirements of the HSSEMS. Entities should establish and maintain programmes focused on meeting the Expectations. External audit – An audit conducted by personnel outside the entity. Interested party – Person or group, inside or outside the workplace, concerned with or affected by the HSSE performance of an entity. Internal audit – An audit conducted by personnel within an operating unit. Non-conformance – A failure to comply with entity requirements or standards. Permit to work – A formal recorded process used to control work which is identified as potentially hazardous. Risk – The likelihood and extent to which an incident has the potential to cause damage to people, plant or equipment, and the environment. Root cause – The underlying or original cause of an incident. Safety Walks – A Safety Walk takes managers and supervisors into the work areas where they have oversight responsibilities, to observe the work and to talk with employees about the safety of their job and other aspects of HSSE.

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Health, Safety, Security and Environmental Management System Standard for Aviation Fuel Facilities at Airports (Issue 2)

Health, Safety, Security and Environmental Management System Standard Elements 1.

Leadership, involvement and responsibility

2.

Risk assessment and control

3.

Asset design, construction and disposal

4.

Documentation and records

5.

Personnel training and competence

6.

Occupational health and hygiene

7.

Operation and maintenance

8.

Management of change

9.

Contractors and suppliers

10. Incident investigation and analysis 11. Emergency management 12. Community 13. Auditing and Management System review Appendix One – JIG JV requirements Appendix Two – HSSEMS Standard Gap Analysis Tool

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Health, Safety, Security and Environmental Management System Standard for Aviation Fuel Facilities at Airports (Issue 2)

Element 1: Leadership, involvement and responsibility Aim Management is committed to Health, Safety, Security and Environmental (HSSE) leadership as core values and makes visible commitment to HSSE systems and performance as is evident through action, consistent behaviour, and teamwork. Personnel have their authority and responsibility in the HSSEMS defined, documented and understood. To foster a working environment in which all employees and contractors are empowered to provide input to HSSE systems and outcomes. Through positive engagement and encouragement of personal responsibility for HSSE performance, employees and contractors will seek opportunities to positively contribute to the HSSE culture of the company to continually improve. Minimum expectations 1.1.

Management shall be visibly committed to HSSE leadership and make personal commitment to HSSE.

1.2.

Management shall ensure appropriate HSSE policies (e.g. HSSE policy statement visibly displayed and endorsed by management: Drugs & Alcohol, Mobile Phone & PPE) are in place, communicated and understood by all.

1.3.

Authority, accountability and responsibility for all personnel shall be clearly defined for each role.

1.4.

All employees and contractors shall have the opportunity and be encouraged to provide input to HSSE systems and outcomes e.g. attendance at HSSE and ‘toolbox’ meetings.

1.5.

Annual and longer-term performance goals and objectives shall be developed. These shall be based on the current risk profile of the operation; this allows performance to be analysed for informed decision-making and drive continual improvement.

1.6.

Management shall apply recognition and disciplinary programmes to reinforce desired behaviours consistent with HSSE policies and procedures.

1.7.

All applicable HSSE legislative and regulatory requirements shall be identified, assessed and the necessary actions taken to ensure compliance.

1.8.

Within their area of responsibility, managers shall provide sufficient material, financial and human resources for the effective development, operation, review, implementation and maintenance of HSSE systems.

1.9.

Managers and supervisors shall undertake site observations discussions with employees, or other information-gathering techniques, to identify desirable and undesirable behaviours and working conditions.

1.10.

Management shall participate in regular HSSE meetings to address site-specific HSSE issues and provide a mechanism for employee involvement. Management should also participate in HSSE meetings with interested parties (e.g. airport authorities).

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Health, Safety, Security and Environmental Management System Standard for Aviation Fuel Facilities at Airports (Issue 2)

Element 2: Risk assessment and control Aim To provide a common framework for the systematic and structured identification and management of risks to people, assets, the environment and reputation. Minimum expectations 2.1

2.2

2.3 2.4

A systematic approach to hazard identification and risk assessment shall be used to cover all work-related activities including management of projects and change. The approach shall identify all hazards which have the potential to cause harm or damage to people, assets, the environment or reputation, and for which controls shall be developed and implemented to reduce the risk to as low as reasonably practicable (ALARP). Less formal risk assessment techniques should be adopted to help personnel assess the potential hazards of a job, determine risks and then take appropriate actions to mitigate risk. The person assigned to carry out a task shall be trained and encouraged to think the task through before starting, to ensure it is absolutely clear what needs to be done to avoid incidents and reinforce desired behaviours. These are commonly referred to as last-minute risk assessments. Risk assessments shall be conducted by competent persons using appropriate methods/tools and shall be reviewed at a defined frequency. Security risk assessment shall be undertaken on the operation and security management plans shall be developed and implemented. Systems shall be in place to receive notification of changes to security threat levels (from national/ local government, airport authorities, oil companies etc.) and procedures are established to ensure actions are taken to reassess the risks.

2.5

Results of risk assessments shall be considered in the preparation and review of HSSE working practices, especially work instructions, emergency response plans and procedures produced by the facility and/or relevant contractors.

2.6

A Permit to Work system shall be used as appropriate to control the risks associated with nonproduction work (e.g. maintenance, repair, inspection, testing, alteration, construction, dismantling, adaptation, modification, cleaning etc.); non-routine operations; jobs where two or more individuals or groups need to coordinate activities to complete the job safely; jobs where there is a transfer of work and responsibilities from one group to another. The following hazards shall be considered by the system: • Entry into deep pits, tanks and other hazardous confined spaces (should be avoided unless necessary for maintenance purposes, in which case it shall be controlled by a confined space entry work permit) • Hot work – work of any type where heat is used or generated (e.g. by welding, flame cutting, grinding etc.) or may generate sparks or other sources of ignition • Work at heights • Electrical – work on high voltage electrical equipment or other work on electrical equipment which may give rise to danger • Energy isolation HSSE Issue 2, Copyright Joint Inspection Group 2016. Page 5 of 23

Health, Safety, Security and Environmental Management System Standard for Aviation Fuel Facilities at Airports (Issue 2) • Excavation • Cranes and lifting • Opening process equipment 2.7

Appropriate levels of residual risk transfer (e.g. insurance) shall be obtained and monitored regularly for adequacy of coverage.

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Health, Safety, Security and Environmental Management System Standard for Aviation Fuel Facilities at Airports (Issue 2)

Element 3: Asset design, construction and disposal Aim To define a common framework for managing the HSSE risks associated with the design, construction and disposal of assets. Minimum expectations 3.1

Project management procedures shall be in place and include definition of required reviews, approvals and associated documentation and also set the criteria for conducting and documenting risk assessments at specific project stages to ensure that operations integrity objectives are met.

3.2

In the design and construction of new or modified facilities, industry accepted design practices and standards shall be used which: • Ensure construction is in accordance with specifications • Meet or exceed applicable regulatory requirements • Embody responsible requirements where regulations do not exist

3.3

Deviation from these design practices and standards, or from the approved design, is permitted only after review and approval by the designated authority, and the rationale for the decision has been documented.

3.4

A pre-startup review shall be performed and documented to confirm that: • Construction is in accordance with specifications and correct commissioning takes place (e.g. soak testing and hydrant flushing) • HSSE protection measures are in place • Emergency operations and maintenance procedures are in place and are adequate • Risk management recommendations have been addressed and required actions taken • Training of personnel has been accomplished • Regulatory and permit requirements are met

3.5

A formal review and documented handover from the project team to the operator is in place.

3.6

Appropriate expert advice shall be obtained to ensure that project risks, including HSSE risks, are identified and managed.

3.7

Shutdown, decommissioning or disposal of a particular facility (including mobile equipment) is controlled under project management procedures. The following minimum criteria shall be met: • Responsibility is assigned for ensuring proper procedures are in place • Applicable regulations are identified and referenced • The plan of work is formally approved • Potential hazards are identified and risk assessed (due diligence)

3.8

A post-implementation review shall be conducted after the construction or disposal of facilities, to determine if they meet expected functionality and HSSE requirements. HSSE Issue 2, Copyright Joint Inspection Group 2016. Page 7 of 23

Health, Safety, Security and Environmental Management System Standard for Aviation Fuel Facilities at Airports (Issue 2)

Element 4: Documentation and records Aim To ensure documents critical to effective HSSE management are appropriately controlled so that the information they contain is accurate, relevant, current, and accessible to employees and contractors who require them. To ensure that records required by the HSSEMS are appropriately maintained and protected from damage or loss. Minimum expectations 4.1

HSSE management systems shall be documented, to the extent required, to demonstrate conformance with applicable requirements. These documents shall be made available to employees who require access, in hard copy or electronic format.

4.2

Documentation related to HSSE management shall be controlled where adverse effects to HSSE performance could result from not using the correct version of a document.

4.3

Document control processes shall be implemented to ensure: • Documents are reviewed and approved before initial use • Approved documents are periodically reviewed and revised as necessary by authorised personnel • Documents are legible, dated (with issued and revision dates), readily identifiable, maintained in an orderly fashion, and retained for a specific time period • Obsolete documents are clearly marked or removed from circulation and use • Responsibilities for creation, modification, maintenance and approval of the controlled documents are established • Only relevant documents (e.g. policies, emergency plans) are placed in the document control system

4.4

A system shall be implemented to manage drawings, design data and other documentation securely, including the definition of responsibilities for maintaining this information. Identified documents critical to the safe design, operation and maintenance of equipment shall be maintained such that they are readily available. Drawings and documentation shall be updated as required. A set of critical drawings of the depot shall be available on site. The minimum requirements are to have drawings showing: • General Layout - showing the key elements of the site (tanks, traffic flow, process areas, civil structures). • Piping & Instrumentation Diagram (with shutdown functions incorporated or shown separately in a Cause and Effect Chart) - for complex sites where the P&ID does not fit onto one sheet then a Flow Diagram should be created. • Drainage System Layout - a P&ID should also be created if the layout drawing does not show the function clearly. • Hazardous Area - an assessment of equipment installed in the hazardous area as a record that equipment is appropriately rated (e.g. a hazardous area dossier, Explosion Protection Document). HSSE Issue 2, Copyright Joint Inspection Group 2016. Page 8 of 23

Health, Safety, Security and Environmental Management System Standard for Aviation Fuel Facilities at Airports (Issue 2) • Electrical Single Line Diagram. • Earthing Drawing. (Note that the above requirements may feature on combined or separate drawings.) 4.5

Applicable legislative requirements, guidelines, regulations, permits, codes, standards and practices shall be identified and monitored on an ongoing basis. The resultant operating requirements shall be documented and communicated to employees.

4.6

HSSE records shall be maintained, available and retained as necessary. Obsolete records shall be identified and removed or archived.

4.7

Employee health, medical and occupational exposure records shall be maintained with appropriate confidentiality and retained as necessary.

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Health, Safety, Security and Environmental Management System Standard for Aviation Fuel Facilities at Airports (Issue 2)

Element 5: Personnel training and competence Aim To ensure that employees and those working on behalf of the operation are appropriately trained and competent to carry out their work safely. Minimum expectations 5.1

The safe working skills and competencies required for each job function (including trainers) shall be identified, documented and periodically reviewed. Particular attention shall be given to functions with the potential to directly affect HSSE performance.

5.2

Systems shall be established and maintained to identify specific HSSE training needs (including legislative and regulatory) of personnel, based on their job function. Training shall be provided and refreshed at a frequency to ensure the identified working skills and competencies are achieved and maintained.

5.3

HSSE inductions shall be conducted at the start of employment, for job transfers, for new contractors, others performing work for or on behalf of the operation and visitors. Inductions shall be appropriate to the nature of the activity and shall cover the hazards to which they may be exposed, and evacuation and emergency procedures.

5.4

Training records shall be maintained.

5.5

Periodic HSSE competency evaluation shall be undertaken, including on-the-job observation. The dates and results of these evaluations shall be recorded.

5.6

Hazard communication and training programmes shall be implemented that meet local and national requirements, and include provision of information and if appropriate, training to all who may be exposed to hazardous activities and substances.

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Health, Safety, Security and Environmental Management System Standard for Aviation Fuel Facilities at Airports (Issue 2)

Element 6: Occupational health and hygiene Aim To ensure that health hazards arising from the business are identified, assessed and managed, to reduce the risk of persons developing occupational-related illness. To ensure that appropriate means are taken to promote health improvement of personnel and encourage the rehabilitation and return to work of personnel where applicable. Minimum expectations 6.1

A system shall be implemented, documented and maintained to identify, evaluate, control and monitor all occupational health hazards associated with all activities. The system shall ensure that hazard exposure levels are within accepted local regulatory standards. The system shall consider long-term health effects. The system shall be updated regularly and whenever there are significant changes.

6.2

Health risks shall be effectively managed in the workplace, appropriate first aid arrangements/access to medical services are provided, and appropriate Personal Protective Equipment is available, dependent on the location and nature of operations.

6.3

Personnel shall undergo medical assessments before starting employment to ensure their fitness for the activities required of them, as local legislation permits. All medical records shall be kept confidential.

6.4

To reduce health hazards in handling aviation products and other materials which may be held at the facility, safe handling precautions (extracted from the current Safety Data Sheets) shall be incorporated within relevant operating procedures. All Safety Data Sheets are reviewed regularly to ensure the latest versions are available.

6.5

Where appropriate, preventative and corrective measures, including the control of alcohol and drug use and abuse, shall be taken to ensure personnel are fit for work.

6.6

Effective initiatives, such as health promotion programmes and employee assistance programmes, shall be in place to promote the health and wellbeing of personnel.

6.7

Effective systems shall be in place to assist the rehabilitation and return to work of personnel following a work-related injury, illness or other adverse health effects. Systems are maintained for addressing legal claims in occupational health cases.

6.8

A health surveillance programme shall be in place, based on needs as identified by a medical representative. This programme shall have qualified occupational health and hygiene specialist input with clearly defined procedures to manage the results of health surveillance. Management has the responsibility to ensure that all contractors engaged in activities on behalf of the operation have made adequate occupational health provision.

6.9

Hazard exposure levels shall comply with international good practice requirements.

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Health, Safety, Security and Environmental Management System Standard for Aviation Fuel Facilities at Airports (Issue 2)

Element 7: Operation and maintenance Aim To define a common framework for asset and quality management to allow operations to maintain plant and equipment to maximise availability, production capacity and product quality. Minimum expectations 7.1

Documented operating procedures shall be established to meet the most stringent requirements of JIG Standards (QC & Operations and HSSEMS) and applicable legislative (national and regional) and regulatory requirements. Operating procedures shall be reviewed on a periodic basis to evaluate their ongoing suitability and effectiveness.

7.2

Operations shall be carried out within operating design parameters and capabilities of the plant and equipment.

7.3

Operations shall ensure the ongoing integrity of plant and equipment. This includes documented preventive and reactive maintenance, inspection, testing and calibration of equipment, and safety, security and environmental systems. These systems shall be appropriate for the level of associated HSSE criticality.

7.4

Operations shall control the quality and availability of maintenance consumables and replacement parts.

7.5

Operating procedures contain an effective method for shift handover.

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Health, Safety, Security and Environmental Management System Standard for Aviation Fuel Facilities at Airports (Issue 2)

Element 8: Management of change Aim To prevent incidents resulting from modifications, by maintaining a systematic process and procedures to assess all changes for potential hazards and take appropriate action to manage transitional and post‐change risks to an acceptable level. Minimum expectations 8.1

Documented procedures shall be created and implemented to identify temporary and permanent changes with potential HSSE implications. Potential hazards to people, assets, the environment and reputation shall be assessed and the appropriate actions to manage those hazards shall be documented. Changes to the following are evaluated for potential HSSE impacts: • Plant and facilities • Equipment • Hardware or software • Processes • Operating procedures • Design and construction • Maintenance procedures • Composition or properties of materials • Organisational structures and responsibilities • Personnel training or competency requirements • Legislative and regulatory requirements

8.2

The procedure shall also define the specific roles and authority levels.

8.3

Each time a Management of Change process is conducted an action plan shall be included in the MOC documentation detailing assigned responsibilities and timelines. Records shall be kept and the results communicated to those who may be affected

8.4

Post-implementation reviews shall be conducted to ensure changes have been performed as intended.

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Health, Safety, Security and Environmental Management System Standard for Aviation Fuel Facilities at Airports (Issue 2)

Element 9: Contractors and suppliers Aim To ensure that selection, management and monitoring of contractors/suppliers, equipment/materials and services comply with company and regulatory HSSE requirements. Minimum expectations 9.1

An HSSE risk-based pre-qualification evaluation and selection procedure shall be used to confirm contractors and suppliers have the necessary HSSE competency and capability to successfully undertake work in a manner consistent with HSSE requirements. Prior HSSE performance shall be a criterion for contractor pre-qualification and selection. A list of qualified contractors and suppliers shall be maintained.

9.2

All contractual agreements relating to physical services conducted on site shall include documented HSSE requirements as well as defined roles, responsibilities and accountability for HSSE management. This includes reporting and investigation of incidents. Contractors shall report HSSE performance measures to the contract owner.

9.3

For physical services conducted on site, a system shall be implemented to assess contractor compliance and performance by auditing commensurate with HSSE risk throughout the lifecycle of the contract activities. All identified deficiencies shall be documented and corrective action(s) applied, including summary dismissal and summary contract termination.

9.4

The HSSE requirements of equipment and materials that have the potential to affect the health, safety, or security of people and protection of the environment shall be specified before purchase, hire or lease as part of the tender process. Compliance with these specifications shall be verified by the contract owner or designate.

9.5

Procedures shall be established and maintained which ensure the health and safety of all contractors working at the site. Compliance with the HSSE requirements specific to the site is mandatory for working on site.

9.6

A post-completion assessment of contractor performance shall be completed at the end of the contract period, to assist in continual monitoring of contractor performance and to update the list of qualified contractors and the comparison of contractor performance.

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Health, Safety, Security and Environmental Management System Standard for Aviation Fuel Facilities at Airports (Issue 2)

Element 10: Incident investigation and analysis Aim Incidents are reported, investigated and analysed to prevent recurrence, monitor trends and improve performance. Minimum expectations 10.1

Procedures shall be established and maintained for the identification and reporting of hazards (unsafe acts and situations) or any situation detrimental to HSSE and operations, to ensure compliance with local, regional and national legislative requirements related to incident reporting and record keeping.

10.2

A documented incident investigation procedure shall be established to identify contributing factors and root causes of incidents and potential incidents (near misses). The composition of the investigation team members shall be commensurate with the actual or potential severity or consequences of the incident or near miss.

10.3

Prioritised actions aimed at preventing the recurrence of similar events shall be implemented. Operations shall track the effectiveness and completion of corrective and preventative actions including responsible individual(s) and timelines for completion.

10.4

Incident reporting procedures shall include clear internal reporting lines, including incident notification escalation to management and participants, as needed, based on incident severity.

10.5

Lessons learned from incident investigations shall be shared with appropriate interested parties (e.g. staff, JIG HSSE Committee, participant companies and airport authority).

10.6

The results of incident and near miss investigations should be fed into the processes for hazard identification and risk assessment, emergency preparedness and response and should be discussed at relevant HSSE meetings.

10.7

HSSE performance statistics shall be regularly reported to interested parties (JIG JVs shall report as per Appendix One).

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Health, Safety, Security and Environmental Management System Standard for Aviation Fuel Facilities at Airports (Issue 2)

Element 11: Emergency management Aim To ensure that there are the necessary systems and resources in place to plan and respond to emergencies, preserve the health and safety of people, protect the environment and protect operational capabilities and reputation. Minimum expectations 11.1

The nature and scale of reasonably foreseeable emergencies shall be identified and documented. Formal response plans (e.g. emergency, pandemic response, business continuity plans) shall be established to address these potential emergency situations. All such plans and resources shall be in place for new operations before start-up. Emergencies to be considered should be based on the risk profile (assessment) of the operation and could include: • Equipment breakdown affecting ability to operate • Power failure • Product spillage • Injury/illness to staff, contractors or third parties • Significant facility asset damage • Terrorist actions, bomb warning, civil disturbance etc. • Fuel quality problems • The occurrence of an aircraft accident/incident where fuel could be a contributory factor • Fire • Stock shortages • Large scale health risks (e.g. communicable diseases)

11.2

Procedures and arrangements for the management of major emergencies shall be implemented and effectively linked to the management systems of emergency services (e.g. fire and medical) and other third party interfaces (e.g. logistics providers, airport authorities and into-plane fuelling companies).

11.3

Emergency preparedness, response plans and resources shall be site-specific. They shall be periodically reviewed and tested through drills and simulations to verify their appropriateness and effectiveness and the competencies of personnel to carry them out. Staff shall be adequately trained to ensure they are familiar with the procedures and proficient in their assigned duties. Learnings from emergency drills and simulations shall be documented and actions taken to incorporate these in the next revision of the plans.

11.4

The procedures shall be kept in locations where they will be clearly visible and where all relevant staff will have immediate and direct access to them.

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Health, Safety, Security and Environmental Management System Standard for Aviation Fuel Facilities at Airports (Issue 2) 11.5

A drawing of the installation shall be prominently displayed, identifying the location of firefighting equipment, emergency shutdown devices, alarm activation points, evacuation routes and assembly points. The location of first aid equipment should also be displayed.

11.6

Procedures shall be in place to handle media interest.

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Health, Safety, Security and Environmental Management System Standard for Aviation Fuel Facilities at Airports (Issue 2)

Element 12: Community Aim To ensure effective two‐way communication between the operation and broader stakeholders in the communities in which it operates. Minimum expectations 12.1

Management shall evaluate whether community engagement is necessary. This evaluation shall take into account the following factors: • Existence and effectiveness of airport authority community programmes • Size and proximity of local community • Sensitivity of local environment • Known concerns of the local community

12.2

Periodically, management shall assess the effectiveness of any community engagement related to HSSE information.

12.3

Systems shall be established to communicate information on HSSE aspects of operations to employees and other stakeholders.

12.4

Open communication shall be maintained with local governments, authorities, and agencies, as appropriate (e.g. airport safety committees and meetings with airlines and handling agent representatives).

12.5

Management shall inform and respond to questions and concerns from the community regarding HSSE issues, operations and emergency response processes.

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Health, Safety, Security and Environmental Management System Standard for Aviation Fuel Facilities at Airports (Issue 2)

Element 13: Auditing and Management System review Aim Effective monitoring of the HSSE Management System and HSSE performance, at all levels, by means of reviews, audits and the application of corrective and preventative action to all identified deficiencies and non-compliances. Regular management review of the system is undertaken to drive continual improvement. Minimum expectations 13.1

External HSSEMS audits shall be conducted at least once every three years.

13.2

Results of audits or inspections and corrective/preventive actions in response to findings shall be addressed through documented action plans and focus on corrective and preventive measures. Progress on implementation of action plan items shall be tracked and reported to the Board or equivalent overseeing persons.

13.3

Documented audit protocols shall be used and auditors shall be competent on the basis of both training and experience. Where possible, subsequent audits are not conducted by the same auditor.

13.4

Self-assessments (internal audits) of the HSSEMS shall be undertaken by appropriately trained internal staff at least annually to evaluate compliance status or identify any suspected problems.

13.5

A management review involving the Board or equivalent overseeing persons shall be conducted and documented at least annually, which covers at least the following: • Targets and objectives • Output from audits and inspections • Findings and trends from incident investigations, near misses and safety conversations • Changes to the risk profile (including legislative and regulatory requirements) of the operation

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Health, Safety, Security and Environmental Management System Standard for Aviation Fuel Facilities at Airports (Issue 2)

Appendix One – JIG JV requirements Incident notification, investigation and reporting

Incident notification All JV participants shall be notified by the affected location as soon as possible but within 24 hours of the occurrence of any major incident (see Table 1) involving personnel, facilities and equipment, by an agreed method of communication. This also applies to aircraft accidents and incidents where fuel could be a contributing factor. Detailed reporting and investigation procedures should be included in the procedures manual of the joint operation, including agreed forms for reporting and investigating incidents.

Table 1 - Major incident categories Safety and health Fatality or disabling injury Lost time incident Restricted work incident Vehicle incident involving H&S consequences Medical treatment incident

Consequence categories Environment >20 litre spill to the environment (water or soil) >150 litre spill from primary containment, but not reaching the environment Aircraft spills (notify participant contract holder only) Effluent discharge to the environment above local legal limit Vapour releases to the environment above local legal limits

Serious near miss

Operations Product quality incident Emergency shutdown process Any incident involving fire Misfuelling Aircraft damage – an incident where any vehicle or piece of equipment causes damage to an aircraft

Incident involving media coverage or community impact

Incident investigation Following the initial reporting, a thorough investigation of both immediate and underlying causes of the incident shall be implemented. A preliminary report is required within 7 days of the incident occurring. The preliminary report should include details of the initial investigation findings and indicate the initial preliminary and contributory root causes. It should also contain recommendations made by the incident investigation team for draft corrective and preventative actions. An agreed investigation report format is to be used for this purpose. The completed form is to be circulated to each participant. Interim reports shall be issued at least quarterly until the incident investigation is completed. The interim report(s) shall include the underlying and root causes of the incident in the incident description and the corrective actions that have been agreed by management (including responsibility for action and target date) and show the status of corrective actions (open/closed). HSSE Issue 2, Copyright Joint Inspection Group 2016. Page 20 of 23

Health, Safety, Security and Environmental Management System Standard for Aviation Fuel Facilities at Airports (Issue 2) A final investigation report shall be published to show that all corrective actions have been implemented (closed). HSSE incident statistics and operational statistics report HSSE incident statistics and operational statistics shall be reported monthly, using the JIG online HSSE dashboard reporting system. Emergency exercises and drills Live exercises shall be conducted annually to test at least one scenario identified within the emergency plan. Ideally this will include involvement of emergency services (e.g. fire and medical) and other third party interfaces (e.g. logistics providers, airport authorities and other fuel handling companies). Evacuation drills shall be conducted at least annually to test the evacuation procedures and train staff on the evacuation procedures.

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Health, Safety, Security and Environmental Management System Standard for Aviation Fuel Facilities at Airports (Issue 2)

Appendix Two – HSSEMS Standard Gap Analysis Tool The following steps are suggested to ensure an effective gap analysis is conducted and an authorised action plan is used to close any gaps: •

Identify the gap between the way your organisation manages HSSE issues and the expectations detailed in the JIG HSSEMS Standard.

•

Identify tasks and determine resource requirements and the responsible persons to close any identified gaps.

•

Monitor closure plans routinely, addressing remaining tasks on a priority basis.

•

Ensure the appropriate decision-makers in your organisation receive the gap analysis results and approve the action plan.

The JIG HSSEMS Standard Gap Analysis Tool can be used to manage these steps. HSSEMS Standard Gap Analysis Tool The following table shows how the Gap Analysis Tool can be used to identify gaps, record and assign actions and manage the process through to completion. Ref

Element Requirement

Risk Rating Gap Yes No High Med Low

Element 1: Leadership, involvement and responsibility Minimum Expectations 1.1.   Management shall be visibly committed to HSSE leadership and make personal          commitment to HSSE.

X

1.2.   Management shall ensure appropriate HSSE policies (e.g. HSSE policy          statement visibly displayed and endorsed by management, Drugs & Alcohol, Mobile Phone & PPE) are in place, communicated and understood by all. 1.3.   Authority, accountability and responsibility for all personnel shall be clearly          defined for each role.

M

X

Proposed Action To Close Gap

Responsible Planned Person Start Date

Planned Finish Date

Establish General target and Manager plan for Management safety walks

01/01/2016 15/01/2016

Establish a Operations process to Manager ensure contractors partcipate in relevant HSSE meetings

01/01/2016 31/03/2016

Status % Complete or Closed

Comments

X

1.4.   All employees and contractors shall have the opportunity and be encouraged to          provide input to HSSE systems and outcomes e.g. attendance at HSSE and ‘toolbox’ meetings.

X

H

The actions can be prioritised based on the risk ranking assigned to each gap. The risk ranking will be determined by the entity. The complete Excel spreadsheet template will be available for download from the JIG website. This template is not mandatory and can be modified for an individual entity’s purpose.

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