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 FAQs

 
  • General
  • HSE MS View
  • ISO
  • A day in the life
  • Index View

What is the documents hierarchy in PDO?

The documents hierarchy is known as the Corporate Management System (CMS), and it describes how PDO documents are structured. The system contains business polices and business practices. Business policies provide the course of action stating intentions and principles. The business practices include codes of practice, which provide a high level overview of expectation & requirements for each function, procedures which describe the specific way the activity is to be performed and specifications which are the rules for testing compliance
These are represented in figure 1:

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What is a policy?

Policies provide the course of action stating the company’s intentions and principles and are where the structure and operating framework is described.

What is a code of practice?

Code of Practice provides a high level overview of expectations & requirements for each function.

What is a procedure?

Procedures describe the specific way the activity is to be performed. In the HSE MS, it has been simplified and is now called a Process Flow.

What is a standard?

A standard provides a reliable basis for people to share the same expectations about a product or service. This helps to enhance consumer protection and confidence. ISO standards used by PDO for HSE MS include ISO 14001:2015 (Environmental) and ISO 45001:2017 (Occupational Health and Safety) standards.

Are old procedures and specifications available?

These documents are currently available in Live Link.  The Procedures will be available for 6 months after launch of the HSE MS, and will then be archived. Specifications will continue to be available in Live link, and will also be available for contractors via the internet, or via their Contract Holders if they are “Restricted”.

What has happened to all of the guidelines?

Guidelines will be available for 6 months after launch of the HSE MS, and will then be archived.

I have a SMART phone.  Can I access the HSE MS?

Yes, if you can access the HSE for contractor’s website, you will be able to access the HSE MS via your smart phone.

I get a message:   “This document is classified as” Restricted”. Please request a current copy from your Contract Holder”      What does it mean?

It indicates that some documents have a higher security classification.  They are available to HSE MS users, but the copies of these documents needs to be obtained by requesting it from the Contract Holder.

How do I get access to the HSE MS?

PDO staff can access via Intranet URL (xxxxxx) and contractor’s staff can access via internet URL (xxxxxxx).

HSE MS web page is not working, what do I do?

It is possible that the browser cache needs refreshing. Open the browser settings select Internet Options and delete the history. See figure 10.

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If that does not help, contact the HSE MS Coordinator.

I tried to print hard copies but nothing comes out?

The printer may be out of paper. Check the printer and add paper if required.

The printer could be off-line. Check and see if other users are printing.

The printer selected may be a different printer. Check that the correct printer is selected.

The printer may be faulty. Try selecting another printer and print to it

Is the new HSE MS replacing HSE documents in C9?

C9 lists requirements for contractors. It specifies individual procedures and specifications that they are obliged to comply with. The procedures have now been developed as process flows and are available as 1 page process flows. The process flows listed in C9 are in the new HSE MS.

What is the HSE MS?

The HSE MS resides within the CMS. It is a collection of formal activities and requirements from different “owners” of information. Some are provided by the HSE Corporate function, some by operations specialists, and some by current functional discipline heads (CFDH). It includes policies, codes of practice, procedures (now called Process Flows) and Specifications. They define how we are required to deliver HSE related activities safely and without harm to the environment.

What is a Process Flow?

A method of visually documenting information by using flow charts to show each stage involved in performing a certain business procedure. It takes the form of flow charts that show inputs or information requests, followed by each of the steps required to create deliverable outputs such as products or services from the inputs.  See Figure 3 which shows the detailed activities, roles, responsibilities and supporting information that is required for the Senior Management team to deliver the activities necessary to “Establish HSE  Organizational context, Structure & System”.

What is a specification?

Specifications provide the rules for testing compliance.

How do I find something in the HSE MS?

There are many ways to access the required information.
- Users can use the search function, and enter key words. This should result in a listing of the keywords, and the user can then select the correct process.
- Users can select the “Index” view which will list all of the processes numerically or alphabetically.
- Users can select drop down selections from the menu bar, and if they then arrive at a landing page, can further select processes and sub-processes on the screen.
- Users can make use of the “ISO 14001/ISO 45001” views, and Users can select elements of the relevant management system elements, and if they then arrive at a landing page, can further select processes and sub-processes on the screen.
- Users can browse the system from the “Enterprise” view, and select an element of the HSE MS, and explore it and if they then arrive at a landing page, can further select processes and sub-processes on the screen.
-Users can contact the HSE MS Coordinator for assistance.

What is a “VIEW” and what is the Enterprise view?

A view is a single page which represents a specific set of requirements. Example: The HSE MS is built on the principles of ISO14001:2015 and ISO 45001:2017. 
These views have been simplified into 1 view, called a Management System Enterprise view (Figure 2).  It shows 6 interlinking boxes. These are Leadership, Planning, Support, Operations, Performance Evaluation and Improvement. By selecting any of these boxes, it then opens a supporting page.  If Leadership (block 1) is selected, it then opens a page showing the items that are necessary to demonstrate Leadership (Figure 3). A key activity required for demonstrating Leadership is to provide the correct resources and structure to enable it to be implemented.  So if the box “
Establish HSE Organizational context, Structure & System” is selected, it opens the page as per Figure 4.

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What do the different colours mean in the HSE MS?

The colours are used to signify visually changes in responsibilities. These are to allow users to quickly identify which activities they are responsible for and which is the responsibility of another person (See Figure 9).

 

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Pre-defined process: (Grey with double edge lines) a process that is repeated at a variety of places in the HSE MS.  It is a process that is consistent and should be mapped once.  Example: Permit to Work, confined space entry, excavation, reporting an incident, are all processes that are repeated many times per day.

Unmapped process: (Yellow with double edged lines) a process that is a NON-HSE process and is not included in the HSE MS, but is nevertheless a formal process that requires compliance.

Management – MDC-1: Senior management activities.

Supervisors processes: (Red and white box) Activities typically delivered by supervisory staff.

Worker processes: (Blue and white) Activities performed by employees.

Decision Box: (Orange Diamond) these are decision points, usually requiring alternative actions.  If yes, do A, and If No, do B.

Start / Stop Oval:  (Blue and white) indicate the start and end of an activity.

How do I navigate in the system?

To access any part of the HSE MS, move the mouse cursor over the menu at the top. If a menu item contains a sub-menu, moving the mouse over the item will immediately expand the menu displaying the sub-items. Any sub-item can then be selected.
 Navigate within the system;
- When the cursor arrow becomes a HAND then you can click on it
- The BACK button on the menu bar will take you back to the previous screen
- To search for any specific top click on the INDEX button in the side menu bar To get to the MAIN SCREEN click on the HOME button in the side menu bar
- To see more detail on a process flow diagram, click on the BUTTONS alongside the process blocks and text will pop up.
- Click outside the popup to CLOSE it.
- To EXIT the system click on FILE and EXIT

Am I allowed to make a print of the HSE MS to use it off-line?

Yes, but please note:  The date is printed onto the hard-copy as the document control system requires that a printed document is ONLY valid for the date that it is printed.

Is the HSE MS available off-line?

At present, the system is not available off-line. A project is underway to make it available in off-line situations and is planned for Q4 2018.

What do I do if I find a mistake in a process flow?

If you find something that is different from what actually happens, you see a requirement that cannot be completed as referenced in the process flow, or you are unsure if a process is correct, please email the HSE MS Coordinator. There is a form on the “contact” page that can be completed and we appreciate any feedback, as that allows the HSE MS to be corrected and to better reflect the operational requirements.

How do I report an issue I am experiencing with the HSE MS?

Please email the HSE MS Coordinator. There is a form on the “contact” page that can be completed and we appreciate any feedback, as that allows the HSE MS to be corrected and to better reflect the operational requirements.

What does the HSE MS exclude?

Many activities are not considered as HSE related, and these are currently excluded. There is a project in progress that is addressing non-HSE documents.

Who can make changes to the HSE MS?

If a change is needed, it is referred to the Process Owner, and Process Author.  They will review the changes, approve them and the HSE MS Coordinator will then publish them.

How do I find a template, checklist or form?

These can be found in the Index view, or alternatively, within the actual process, at the point where they are actually required. A link will exist which, if selected, will open the template, checklist, form or document required.

What is the ISO 14001:2015 view:

This view is a single page which represents ISO14001:2015. It shows all of the headings and subheadings as a series of interlinking boxes. It is very similar to ISO 45001, except it focuses on Environmental issues. These include Scope, Normative References, Terms and definitions, Context of the organization, Leadership, Planning, Support, Operations, Performance Evaluation and Improvement. By selecting any of these boxes, it then opens a supporting page.  If the Leadership (block 1) is selected, it then opens a page showing the items that are necessary to demonstrate Leadership (Figure 3). A key activity required for demonstrating Leadership is to provide the correct resources and structure to enable it to be implemented.  So if the box “Establish HSE Organizational context, Structure & System” is selected, it opens the page as per Figure 4. As can be seen, these are the same pages that were displayed when entering from the Enterprise view.  This is deliberate as a process is only “mapped” into a process flow once, and is re-used where necessary.

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What is the ISO 45001: 2017 view?

This view is a single page which represents ISO45001:2017. It shows all of the headings and subheadings as a series of interlinking boxes. It is very similar to ISO 14001, except it focuses on Occupational Health and Safety. These include Scope, Normative References, Terms and definitions, Context of the organization, Leadership, Planning, Support, Operations, Performance Evaluation and Improvement. By selecting any of these boxes, it then opens a supporting page.  If the Leadership (block 1) is selected, it then opens a page showing the items that are necessary to demonstrate Leadership (Figure 3). A key activity required for demonstrating Leadership is to provide the correct resources and structure to enable it to be implemented.  So if the box “Establish HSE Organizational context, Structure & System” is selected, it opens the page as per Figure 4. As can be seen, these are the same pages that were displayed when entering from the Enterprise view.  This is deliberate as a process is only “mapped” into a process flow once, and is re-used where necessary.

F4.png

What is the Roles and responsibilities view?

This view is a single page which represents the key activities of a variety of HSE critical functions (See figure 7). These include the Managing Directors view of HSE, the Directors view, a Supervisors view of the system, etc.  It captures all of the critical interfaces that they need to be aware and acts as a shortcut for them to allow them t focus on the important parts of their jobs. It shows all of the relevant activities that they perform, as a series of interlinking boxes. By selecting any of these boxes, it then opens the supporting page (see Figure 6).

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If the box for a Supervisor is opened, it shows a series of boxes listing all of the key activities that he needs to be aware of, and which he interacts with on a regular basis.  These would include the following (partial list) and each of these activities would open if they were selected (see Figure 8).

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What is the Index view?

This view is a single page which lists all of the activities, processes, sub-processes, and documents within the HSE MS. It is sorted numerically and alphabetically for ease of reference.  By selecting highlighted text, the process flow is opened.

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