Information

  • Client / Site / Project

  • Conducted on

Safety Management Plan

  • Does the site have a UGL Rail safety management plan?

  • Is the safety management plan in the standard UGL Rail format (available in EIMS)

  • Has the site safety management plan been reviewed and approved by appropriate people within the past 12 mths (or as per plan)

  • Evidence of sign off by Site Manager, GM, Site Leadership Team, etc
    Consultation with Employees, Review by UGL HSSE Manager

  • Is the SMP available for review by employees, and other stakeholders?

  • Inductions, meeting minutes, specific training material and attendance records.

  • Comment

Planning

  • Are all OHS and environmental policies displayed?

  • Policies displayed where people can view and read them.

  • Are the policies communicated and discussed to employees, contractors and visitors?

  • Inductions, meeting minutes, specific training material and attendance records.

  • Comment

Legislation, Permits & Licenses

  • The site has a register of all applicable legislation standards and codes of practice

  • Legislative requirements are known, documented and administered

  • Are legislative, standards and codes of practice reflected in the Hazard & Risk Control process

  • Specific safety legislation, standards, clauses and requirements shall form part of completed hazard and risk control documents
    Are legislative guidance such as codes of practice noted in SWMS, JHA or other relevant risk docs?

  • Revisions & Updates – Is there evidence changes to relevant legislation, standards and codes of practice communicated to the work force?

  • Revisions or updates to legislation are communicated and action according to procedure Rail-P-2-2-2012 Management of HSSE Legislation.
    Evidence of updates from SafetyLaw/EnviroLaw, email updates from corporate HSSE & Systems team.

  • Permits and Licenses

  • Applicable approvals, permits and licences required for legal and other compliance exist.
    Identification of applicable legal permits and requirements noted in the SMP

  • Comment

Site Objectives and Targets

  • Does the site have suitable safety targets?

  • Site specific targets exist and relevant to the site activities, facilities etc. Targets may include leading lagging or discrete activities. Eg, pass certification audit

  • Are the site safety targets measured, displayed and action implemented when targets not met?

  • Targets are reported on and actions determined and implemented when targets not met. Are they included in monthly safety reports?

  • Are site safety targets communicated to the site stakeholders?

  • Targets and results posted on notice boards, made available to stakeholders

  • Are site Objectives and Targets aligned with UGL Rail Objectives and Targets and the UGL Rail HSSE Improvement Plan?

  • O&Ts focus on Leadership, Systems & Risk management aspects

  • Comment

Roles and Responsibilities

  • HSSE responsibilities specified for all people on site, including contractors and visitors?

  • Roles, Responsibilities & Accountabilities Matrix developed for the site?

  • Are HSSE responsibilities communicated effectively to employees, contractors and visitors?

  • Induction records, position descriptions, sub-contract. Must include environmental elements. Posters, toolbox talks and other meetings.
    Visitor sign in sheets include requirements of HSSE

  • Comment

HSSE Resourcing

  • Workplace Safety Support

  • The site has appointed a qualified and experienced HSSE professional to assist management in workplace health and safety administration, monitoring, training, coaching, inspection and auditing.
    • Position Descriptions signed off for all HSSE Personnel
    • Development Plans for HSSE or other safety responsible personnel

  • How are HSSE Resource requirements determined?

  • Financial & Physical –
    • Budget determined?
    • Based on action plan, improvement plan etc
    • Risk Assessment – eg for new item of plant
    Human Resources
    • Personnel Trained and competent for the role assigned
    • PD for HSSE Professional
    • Training Budget Allocated for Safety related training and planned activities
    IT
    • Access to UTrac available

  • Return to Work Coordinator – Is a RTW Coordinator appointed and recognised by Health Services?

  • RTW Coordinator have appropriate training to fulfil the role

  • Comment

Hazard ID & Risk Management

  • Workplace Hazards - Latent and high risk hazards and site factors that may impact health and safety have been identified?

  • The site hazard summary overview of the latent and high risk hazards and site factors that may impact everyone’s health and safety.

  • Work Activity Hazards - Hazard ID and risk assessment has been conducted for work activities?

  • HIDRA provides a work process breakdown of safety and planning requirements at the site or project level.
    HIDRA or Risk Register reviewed annually?
    HIDRA Format adopted

  • Do all high risk activities have appropriate controls (SWMS, JHA’s, Wi’s, PPE, Work Permits etc)?

  • SWMS and Work Instructions developed based on the risk assessment outcome of the HIDRA.
    SWMS or Work Instructions and prestarts/UTake5 provide work crews with detailed instructions and safety systems of work so that the work is carried out safely.

  • Are personnel conducting UTake5?

  • Risk reviews (inspections, audits etc) are being conducted

  • Risk reviews (inspections, audits etc) are undertaken by the site to ensure the effectiveness of our risk control measures – these are detailed in this plan.

  • HIDRA or Risk reviews are undertaken, and related documents are updated after incidents.

  • Changes are made to related documents, communicated to employees and other stakeholders,

  • Comment

Plant and Equipment

  • Are plant and equipment risks identified, assessed and controlled

  • The Operations Manager shall ensure that a risk assessment is completed
    Plant Risk Assessments for each item of plant – generic RAs OK.

  • Is there a plant register containing all plant and equipment?

  • Register may be in SAM/SAP, Excel, Maximo….is there a list of all plant on site?

  • Is there a process in place to correctly maintain plant and equipment

  • Preventative maintenance/ inspection schedules in SAM / Maximo etc

  • Conduct a site walk, check and item of plant and ensure:<br>- Registration Checklist completed<br>- Risk Assessment complete<br>- In plant register<br>- Operator licensed, training and competent<br>- Daily prestart completed<br>- Regular Maintenance completed

  • Out of Service or Isolated Plant and Equipment – tagged and locked or quarantined?

  • Not returned to service without technical review and sign off/approval

  • New Plant or Equipment – are reviews conducted before operation on site?

  • Updated risk assessment documents

  • Comment

Hazardous and Dangerous Materials

  • Are Hazardous & dangerous materials risks identified, assessed and controlled

  • The Operations Manager shall ensure that a risk assessment is completed
    Plant Risk Assessments for each item of plant – generic RAs OK.

  • MSDS available for all chemicals

  • MSDS located near the materials, and in a central location – stored so they are easy to find – eg alphabetically.

  • Is there a Materials register containing all hazardous and Dangerous Materials?

  • Register may be in SAM/SAP, Excel, Maximo….is there a list of all plant on site?

  • Is a pre-purchase checklist available for all materials

  • Materials Stored as per MSDS

  • Review Signage, placards MSDS located near Material and another location - eg office/First Aid room

  • Opportunities to reduce the use of materials?

  • Evidence of removal/rationalisation of materials
    Updated risk assessment documents

  • Comment

Rail Safety

  • Does the site have a Rail safety management plan?

  • Is the Rail safety management plan in the standard UGL Rail format (available in IMS)

  • Does the Site have a current interface agreement?

  • Has the Rail Safety Management Plan been reviewed and signed-off by relevant stakeholders

  • Current Version located in local records management repository – SharePoint

  • Has the site allocated a resource to coordinate and communicate rail Safety Requirements across the site and with the Rail Safety Manager?

  • PD, Rail safety Management Plan

  • Comment

Safety In Design

  • Are safety reviews conducted on production and product systems?

  • Product/production systems have a safety review conducted for:
    • Design of rolling stock
    • Maintenance tasks on rolling stock and railway infrastructure.
    • Safe design of rail safety tasks
    • Development of procedures and work instructions
    • Safety culture assessment
    • Management of change
    • Investigations
    • Implementation of effective competency management systems
    Determination and assessment of physical work demands associated with rail safety work.

  • Comment

Supplier and Subcontractor Safety Management

  • Supplier/Sub Contractor SWM’s (or equivalent) are reviewed every 3 mths for compliance

  • Site is inspecting Supplier/Sub Contractor periodically

  • Periodic inspections and audits will be carried out by the UGL Rail operations team to confirm the subcontractor is complying with its own submitted safety management plan, SWMS and UGL safety requirements.

  • Comment

PPE

  • Is there a site PPE matrix maintained and communicated amongst the site.

  • The PPE Matrix and related information shall be communicated through the site induction, signs around the site and on site HSSE notice boards.

  • Have site personnel been trained in correct use of PPE

  • Comment

Communication and Consultation

  • Are HSSE issues, topics & initiatives communicated around the site?

  • This can include any HSSE related communications in the form of posters, meeting minutes, information sessions, newsletters, emails.

  • Does the site induction comply with ENG-P-21-2-21128

  • Does the site conduct meetings as per the SSMP section 7.1.6, i.e.:<br>• Job Pre-Start Meetings<br>• Toolbox Meetings<br>• OH&S Committee/OH&S Rep. Meetings<br>• Site/project Planning Meeting<br>• Weekly OH&S Site Inspection<br>• Site/project OH&S Statistics Reporting

  • Meeting attendees, minutes, tasks etc recorded

  • Do the site notice boards have current and complete HSSE information

  • Site HSSE notice boards shall include the following information:
    • Details of Site or area first aid, emergency wardens
    • Details of site OH&S Representatives
    • Minutes of relevant, recent OH&S meetings – e.g. OH&S Committee
    • Emergency Response Information and Contacts
    • HSSE Performance Information
    • HSSE Alert

  • Comment

Training and Competency

  • Does the site have a current and complete training matrix

  • Does the site maintain accurate training records in TEM’s

  • Does the site have a forecast training program

  • Is the site inducting personnel in 3 levels of induction

  • • UGL
    • UGL Rail
    • Site specific

Site Access and Traffic Management

  • Does the site have a current traffic management plan?

  • Comment

Monitoring and Measurement

  • Are employees, contractors and visitors made aware of the process for reporting incidents?

  • Evidence in the form of inductions, specific training, posters, meeting minutes. This needs to include reporting from site to up to UGL (Utrac).

  • Can the site demonstrate incidents have are being reported and managed correctly?

  • Specific UTrac incident reports completed, acknowledged and closed out.

  • Does the site report HSSE statistical data into UTrac for monthly reporting processes?

  • Timely lead and lag HSSE information needs to be entered into Utrac. This data needs to be verified during this audit, i.e. Choose a month and seek evidence for compliance.

  • Does the site report using the Rail HSSE templates in IMS, is the reporting submitted on time?

  • Does the site have an active Check-It planner in place and records exist of it being implemented?

  • Records in the form of registers, inspections, checklists, as required by Check-It. Does not require a 100% compliance to achieve full marks, but needs to be "active"

  • Does the site have safety and environmental equipment that requires calibration or specific maintenance?

  • Calibration certificates on sound monitors, gas detectors & pH monitors. Registers kept for testing and tagging.

  • Comment

Safety Improvement

  • Does the site have a current HSSE improvement plan

  • Are activities in the improvement plan reported on a regular basis against schedule and quality?

  • Comment

Auditing

  • Does site management actively participate in OHS and environmental audits?

  • Participate in the form of audit kick off/close out meetings, effective close out of actions/NCR's, communication of findings from management to personnel.
    Review of Previous NCRs, Actionss etc – completion evidence etc

  • Does the site retain copies of previous audits on record?

  • Previous audit reports accessible.

  • Comment

Safe Work Behaviour

  • Is there evidence of UGL safe work behaviour programs implemented adequately?

  • USafe
    Cardinal Rules
    UWalk
    HazOb

  • Comment

Emergency Management

  • Does the site have a detailed emergency response plan covering both environmental and OHS emergencies?

  • Evidence in the form of an emergency plan, incident response plans, procedures. Needs to include environmental plans.

  • Do records exist showing regular testing, inspection and maintenance of emergency equipment? Extinguishers, alarms, wash downs, spill kits, SCBA, etc

  • Inspections, checklists, tags, register.

  • Are employees, contractors and site personnel trained in emergency procedures? What training has been conducted?

  • Training records for emergency response, rescue, confined space, first aid, fire warden, etc.

  • Are emergency instructions and contacts clearly communicated to people on site?

  • Emergency contact sheets displayed, induction, evacuation signs/maps displayed, and emergency equipment maps.

  • Do records exist of emergency rehearsals and reviews?

  • Records of emergency drills. These must be in accordance with local legislation.

  • Comment

Incident Management

  • Does the site follow a specific process for the investigation and subsequent corrective actions surrounding the reporting of an incident, hazard or near miss?

  • Specified procedure identified in the OHS, environment or incident plan.

  • Do all incidents, hazards and near miss get investigated and corrective actions detailed in Utrac V2?

  • Review UTrac reports – for % Closeout (80% aim)
    Number of events to be closed, confirmed etc.
    Evidence from Utrac in relation to incident investigations and corrective actions as a result of incidents, inspections and HAZOB's.

  • Are corrective actions closed out appropriately and incidents closed on Utrac V2?

  • Can be reviewed under the incidents in progress section of Utrac and the action register.

  • Are preventative actions, incident findings and learning's communicated to all relevant people and organisations?

  • Evidence of incident alerts, meeting minutes (toolbox/pre-starts/incident close outs). These need to be in relation to incidents on site

  • Comment

Document Management and Control

  • Are old or incorrect or unauthorised versions of forms/documents used on site?

  • Inspect records for old forms, made up forms, inconsistent/constantly changing templates.

  • Does the site maintain the “Rail” safety filling system?

  • The HSSE standard structure filing system.
    Needs to contain the required documents, i.e. Inspections, audits, incidents, pre-starts, JHA's, etc.

  • Are safety records legible, kept protected and stored in a way that makes them easy to find?

  • Neat and tidy records, readable inspections/reports, stored in a logical filling system (not thrown in a box, draw or boot of car) and directory security model is appropriate.

  • Are documents and records archived in a manner which will enable easy retrieval for legal, health and safety purposes?

  • Documented archival process and evidence that it is followed.

  • Comment

Management Review

  • Does site management attend incident reviews/close-out meetings?

  • Attendance from meeting minutes
    Are findings communicated to personnel?

  • Does site management periodically review OHS and environmental performance, initiate feedback from personnel or promote HSSE initiatives?

  • Meeting minutes from review, reports on performance, involvement/promotion of safety initiatives.

  • Comment

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