027 - Internal, External Communication And Consultation Procedure

INTERNAL, EXTERNAL COMMUNICATION AND CONSULTATION
PROCEDURE
HSE – IMS Procedure No 27
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INTERNAL, EXTERNAL COMMUNICATION AND
CONSULTATION PROCEDURE
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HSE – IMS Procedure No 27
DISTRIBUTION LIST
DESCRIPTION
COPY SERIAL
No.
Chairman & Managing Director
1
General Manager & Managing Director
2
Operations General Mgr.
3
Deputy Operations General Mgr.
4
Finance General Mgr.
5
Deputy Finance General Mgr.
6
Exploration General Mgr.
7
Deputy Exploration General Mgr.
8
Materials General Mgr.
9
Projects General Dept.
10
Deputy Projects General Mgr.
11
Internal Auditing General Dept.
12
Administration General Dept.
13
Industrial Safety & Environmental Protection
14
Asset Integrity & Quality Management Assistant
General Manager
15
Tenders & Contracts General Dept.
16
Planning & Follow Up General Dept.
17
Legal General Dept.
18
Information Services & SVS. General Dept.
19
Sinai Fields General Mgr.
20
Sinai Fields Operations Gen. Mgr.
21
Sinai Production Gen. Mgr.
22
Sinai Drill. & W. O. Gen. Mgr.
23
Sinai Assist Field Gen. Mgr.
24
Sinai Support Service Gen. Mgr.
25
Sinai Petroleum Eng. Gen. Dept.
26
Sinai Maintenance Gen. Mgr.
27
Sinai L.P.G. Sector
28
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DESCRIPTION
COPY SERIAL
No.
Sinai Spec. Proj. & Ops. Cons. Sector
29
Sinai Marine Sector
30
Sinai Labs. Sector
31
Sinai Materials Sector
32
Sinai Fields corrosion sector.
33
Sinai Field Safety Div.
34
Ras Garra Fields General Mgr.
35
Nile Delta Gen. Mgr.
36
Nile Delta Operations Gen. Mgr.
37
Nile Delta Maintenance Gen. Mgr.
38
Nile Delta Sup. Services sector
39
Nile Delta Safety Div.
40
Port Fouad Fields Gen. Mgr.
41
Port Fouad Production Assist Gen. Mgr.
42
Port Fouad Maintenance Assist Gen. Mgr.
43
Port Fouad Support Services Assist Gen. Mgr.
44
Port Fouad Safety Dept. Mgr.
45
EGPC
46
Ieoc
47
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REVISION RECORD
Revision Number
A
0
1
2
Date
02.02.04
01.03.04
28.09.10
July 2011
Description of Changes
Draft for Review
Issued for use
Whole document
Appendixes
The custodian of this procedure is the HSE & AI General Manager and any suggested changes
to this procedure or queries about the applicability of it should be addressed to him. He is also
responsible for coordinating periodic reviews of this procedure, which will take place every two
years.
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CONTENTS
1.0 PURPOSE
6
2.0 SCOPE
6
3.0 RESPONSIBILITIES
6
3.1 GENERAL MANAGER
6
3.2 DIVISION LINE MANAGERS
7
3.3 STA MANAGER
7
3.4 HSE MANAGER
8
3.5 ALL EMPLOYEES
8
4. EXTERNAL COMMUNICATION WITH MASS MEDIA
8
5. EXTERNAL COMMUNICATION AND CONSULTATION WITH AUTHROITIES
8
6. EXTERNAL COMMUNICATION WITH INTERESTED PARTIES
9
7. INTERNAL COMMUNICATION/ CONSULTATION WITHIN PETROBEL
10
REFERENCE DOCUMENTS
10
APPENDIX 1 INTERNAL COMMUNICATION LOG SHEET FORM
11
APPENDIX 2 EXTERNAL COMMUNICATION LOG SHEET FORM
12
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1.0 Purpose
This procedure has been developed in accordance to Eni E&P Division HSE
directives. The purpose of this procedure is to describe the operational procedure
and relevant responsibilities for the application and management of communication
and consultation flows, both within the company and/ or with interested (External)
parties. These parties include:
•
•
•
•
•
•
Mass media;
Government authorities,
Surrounding communities
NGOs
Customers
Contractors
2.0 Scope
This procedure applies to all communication and consultation issues concerning
Health, Safety and Environment aspects related to Petrobel activities including
offices, fields and warehouse premises. It also applies to Contractor activities, such
as drilling and seismic operations. Communication in emergency situations is
described in Petrobel Emergency Response Plan as it also demands some degree
of confidentiality.
3.0 Responsibilities
The following are the responsibilities of key individuals to ensure the effective
functioning of the procedure in hand:
3.1 Chairman and Managing Director
•
Ensures reporting on external communications to Milan, and requests
necessary intervention;
• Informs all line Managers with the company’s policy regarding all possible
scenarios subject to communication with interested parties.
• Responds personally or assign an officer to respond to any queries from any
interested parties, such as:
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President, Ministers;
Secretary and General Director of Ministries;
Members of Parliament;
Local/international NGOs
Press and electronic international/local media
•
Ensures that suitable and adequate resources and means of communication &
consultation (if required) are made available to facilitate the internal & external
communications.
• Ensure
the dissemination of Petrobel HSE objectives through
Divisions/Departments;
• Assure clarity of responsibilities amongst Petrobel
management for the
handling of technical/specialist reports with the concerned Authorities
3.2 DIVISION LINE MANAGERS
•
•
•
•
•
•
Clearly Communicates to all his employees that only Petrobel MDs are
authorized to respond to queries from Media.
Ensures clear assignment of competent personnel to respond to communication
from relevant interested parties regarding different issues, especially in
emergency situations
Ensures that employees, from his department, participating in official meetings,
public workshops, or any event, where the presence of mass media/interested
parties is anticipated are aware of this procedure.
Ensure that employee from his department, who is also a member of the HSE
committee meeting, participates and discuses accidents lessons learned with
his departmental colleagues.
Encourage his department employees to spend time and put effort in
suggesting and highlighting HSE issues to be discussed and published in the
monthly HSE bulletin.
Ensure the external routine communication with concerned authorities are
handled as per this procedure (except the communication during emergency)
3.3 STA MANAGER
In addition to the Division line manager’s responsibilities, STA manager is also
responsible for the followings:
• Ensure support from ITC department to publish the monthly HSE bulletin.
• Ensure that the company doctor issue Health bulletin regularly.
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3.4 HSE MANAGER
In addition to Division line manager’s responsibilities, HSE manager is also
responsible for the followings:
•
•
•
•
•
•
Provides advice and support to MDs and Division Line Managers regarding the
response to communication from interested parties.
Coordinate with ITC to ensure the publication of the Periodical HSE bulletin
Discuss within his department and other department the accidents lessons
learned.
Provide help and support to ensure HSE committee is held regularly.
Updating level 3 emergency procedure received from Milan and disseminate of
relevant pages of all procedure.
Send to the labor office every six months the safety statistics as per decree
No.126 for 2003 (Law 12 for 2003).
3.5 ALL EMPLOYEES
•
Directly inform the relevant line manager in case they receive request for
information regarding HSE issues from any interested party
• Ensure not to give any statement during external meetings or events
4. EXTERNAL COMMUNICATION WITH MASS MEDIA
All Division Departments that are invited or interested in explaining/providing
information on Petrobel activities, results, programmes, projects, opinions, etc
through:
•
Participation at official meetings, public workshops, community roundtables in
which is anticipated the presence of mass media;
• Assertions and/or interviews by press or other mass media;
• Writing of articles, papers, publication in general including editorial texts;
• Participation and interviews in radio/TV programs.
Are obliged to inform, coordinate and follow the shareholders guidelines.
5. EXTERNAL COMMUNICATION AND CONSULTATION WITH AUTHORITIES
Contacts with/ response to any local Communities (e.g. NGOs..etc) and
Government Agencies other than EGPC, EGAS e.g. EEAA will be done by HSE
manager through EGPC/ EGAS. HSE manager will directly contact EGPC/
EGAS HSE department for any consultation or clarification related to contact
with response to all NGOs or other government agencies.
Technical documents, reports and/ or communications related to HSE issues
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(e.g reports, guidelines / ...etc) received from EGPC/ EGAS will be directed to
HSE manager, who will either review or appoint a competent person to review
and prepare for the required action. HSE manager will be responsible to reply
the concerned counterpart in EGPC or EGAS.
All high level contacts with government authorities, such as: President,
Ministers, Prime ministry and board of ministries, Parliamentary Secretary and
Legislative Offices and Members of Parliament if required will be by the
Chairman and General Manager only.
6. EXTERNAL COMMUNICATION WITH INTERESTED PARTIES
This section aims at describing the management of relationships with interested
parties in general and with contractors particularly. This responsibility is usually
assigned to Technical Divisions/Departments in order to solve operational
problems.
Divisions/Departments ensure the internal dissemination of information between
concerned departments. Besides, if necessary, they can inform their next high
level responsible about possible direct actions or the involvement of other
departments.
Communication with Contractors
Contractors shall be informed on Petrobel -HSE Management System and
initiatives during the tendering process. Therefore after the award of contract
they are obliged to act specifically in compliance with Petrobel policies and HSE
Management System.
At this scope, Petrobel:
• Sends to Contractors the HSE policy and, in case of tenders and start-up of cooperations, also relevant HSE procedures;
• Inserts, if necessary, specific HSE instructions for the execution of assigned
duties;
• Performs a systematic control on Contractor’s work through audits/ inspections,
specifically on HSE issues, in order to confirm Petrobel’s commitment in
ensuring a correct approach of Contractors activities on HSE matters.
EXTERNAL COMMUNICATION WITH LABOR OFFICE:
This section aims at describing the management of relationships with labor
office. This responsibility is usually assigned to HSE department.
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7. INTERNAL COMMUNICATION/ CONSULTATION WITHIN PETROBEL
Internal HSE communication and consultation are systematically carried out through
actions, such as:
•
•
•
•
•
•
•
•
Directives regarding HSE objectives defined by the Top Management and
cascaded down to Divisions/Departments and operating sites;
Dissemination of HSE audit results to concerned Departments through
Corrective Action Reports (CAR) forms for the implementation of recommended
action.
Drawing up and circulation of accidents/ Incidents investigation reports for the
implementation of lessons learned.
Publishing of HSE bulletin on the company intranet;
Diffusion of reports about emergency drills;
HSE awareness meetings/ sessions;
HSE committee meetings minutes;
Dissemination of policies, procedures and documents of the HSE Integrated
Management Systems;
REFERENCE DOCUMENTS
• Eni-E&P Division HSE Directives
•
Petrobel HSE MS rev. 0 , 2004
• EN ISO 14001:2004
• OHSAS 18001: 2007
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HSE – IMS Procedure No 27
APPENDIX 1
Ref.: HSE – F – 27 – 01 – 4.4.3
INTERNAL COMMUNICATION LOG SHEET
INCOMING
S
FAX /
MEMEO /..
OUTGOING
REF.
Rev 2
DATE
SUBJECT
RECEIVED
FROM
DELIVERED
TO
Internal, External Communication And Consultation Procedure
TAKEN ACTIONS / REMARKS
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HSE – IMS Procedure No 27
APPENDIX 2
Ref.: HSE – F – 27 – 02 – 4.4.3
EXTERNAL COMMUNICATION LOG SHEET
INCOMING
S
FAX /
MEMEO /..
OUTGOING
REF.
Rev 2
DATE
SUBJECT
RECEIVED
FROM
DELIVERED
TO
Internal, External Communication And Consultation Procedure
TAKEN ACTIONS / REMARKS
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