TABLE OF CONTENTS 1. OBJECTIVE... 2 2. SCOPE... 2 3. DEFINITIONS... 2 4. RESPONSIBILITIES... 2 5. HAZARD IDENTIFICATION... 3 5.1 HAZARD AND RISK IDENTIFICATION TOOLS AND METHODS... 3 5.1.1 Take 5 Risk Assessment... 3 5.1.2 Job Hazard Analysis Risk Assessment... 4 5.1.3 Standard Work Instruction... 6 5.1.4 Risk Matrix... 6 5.1.5 Records and Review of Risk Identification Tools... 7 6. RECTIFICATION OF HAZARDS... 7 6.1 HIERARCHY OF CONTROLS... 8 7. HAZARD REPORTING AND RECORDING... 8 8. COMMUNICATION...10 9. PROCESS OWNER...10 A309296 Page 1 of 10
1. OBJECTIVE The objective of this procedure is to outline the responsibilities and processes for the identification, reporting, assessment and control of workplace Hazards. 2. SCOPE All personnel accessing PPA controlled areas or undertaking PPA controlled works are required to comply with this procedure, including employees, contractors, licensees and visitors. 3. DEFINITIONS TERM PPA Team Representative PPA Reviewer Responsible User Hazard DEFINITION A person selected by PPA Management with delegated authority to oversee the works undertaken by a contractor. PPA person authorised to review and approve a Job Hazard Analysis (JHA) in accordance with the risk tolerance levels outlined in section 5.1.4 of this procedure. A Supervisor or Manager appointed to rectify a particular Hazard, maintain the Hazard report in the Hazard Management System, and monitor the effectiveness of controls. A thing or situation which has the potential to cause harm to people, the environment, or property. 4. RESPONSIBILITIES ROLE Managers, Superintendents and Supervisors Employees and contractors Licensees RESPONSIBILITIES Personnel under their control are aware of, understand and comply with the requirements of this procedure. Comply with the requirements of this procedure. Managers and those in supervisory positions must understand and comply with the requirements of this procedure, and seek advice from PPA s Health and Safety Department should they not understand any of the requirements. They also must ensure their personnel comply with the requirements of this procedure. A309296 Page 2 of 10
ROLE Visitors RESPONSIBILITIES Comply with all reasonable instructions given by your escort. Report hazards to escort. 5. HAZARD IDENTIFICATION PPA empowers all personnel to stop work if they feel unsafe and take appropriate actions to protect people, the environment and property from harm. PPA provides a range of tools to assist in the identification of Hazards prior to commencing a task, including: Take 5 Risk Assessment; Job Hazard Analysis (JHA) Risk Assessment; and Standard Work Instruction (SWI). Personnel are expected to actively seek to identify Hazards at all times for example throughout the course of a work activity; during workplace inspections; during pre-start inspections of equipment; through incident analyses; and during auditing activities 5.1 Hazard and Risk Identification Tools and Methods 5.1.1 Take 5 Risk Assessment The Take 5 is a personal Risk Assessment used by personnel when they take 5 minutes to consider Hazards associated with the task, and plan the controls necessary to eliminate the Hazard or reduce the risk. The Take 5 is designed to quickly assess a task through a series of questions, to determine if further risk assessment is required. Where a Residual Risk Rating of Moderate, High or Extreme is determined by the Take 5, further risk assessment by way of JHA is necessary before the task may commence. Alternatively, an individual or team may decide, without conducting a Take 5, that a JHA is appropriate. Refer to 5.1.2. A309296 Page 3 of 10
Supervisors and Managers are encouraged to review Take 5 s in the field, and confirm that the identified controls are appropriate for the task and effectively manage the Hazard. Hazards which remain on completion of the task must be controlled to As Low As Reasonably Practicable (ALARP), reported to the supervisor, and recorded in the PPA Hazard Management System as per section 7. Take 5 booklets are available from the Health and Safety Team or on SharePoint. 5.1.2 Job Hazard Analysis Risk Assessment The PPA JHA Worksheet is used to plan the task, identify the Hazards, and determine control measures and rate the risk of the task before it is undertaken. The JHA Worksheet is available on SharePoint and the PPA public website. Note - A JHA Sign-on Extension Sheet is available in cases where all appropriate space for signatures on the JHA Worksheet has been exhausted. In the following instances, a JHA must be completed by all personnel involved in the task, before the task may commence: a Take 5 Risk Assessment which identifies a Moderate, High or Extreme Risk, as defined by the PPA Risk Matrix (refer 5.1.4); if a High Risk Permit is required to perform the work (e.g. Working at Height, Confined Space, Excavation, Isolation or Hot Work); if the task has been identified as complex due to the nature of the task, the equipment used or the number of people or workgroups involved; or when it is requested by the team, Task Supervisor, or Line Manager. A PPA Team Representative shall be appointed, and accountable for ensuring all relevant personnel participate in and sign on to the JHA. Once a JHA has been developed, it may remain valid for a period of no more than seven or night shifts. The JHA shall be reviewed at the commencement of each shift, as personnel join and depart the work group, and throughout the task to check the controls are implemented as stated. The JHA may be amended to reflect the changes or additions in cases where; there are minor changes to the task or conditions; or a new Hazard or risk is identified; and the PPA Reviewer agrees; A309296 Page 4 of 10
All members of the work group must initial next to the changes to demonstrate their understanding. The appropriate PPA Reviewer must then review the JHA and initial in the same place, identifying themselves as the PPA Reviewer. A new JHA shall be conducted where: it has been requested by the PPA Reviewer ; there are major changes to the task or conditions; a new workgroup or shift takes over the task; or the seven shift period lapses. The following process shall be employed to conduct the JHA: 1. ACTIVITY Break down the task step by step 2. HAZARDS Identify the Hazards using prompts provided on the PPA JHA Worksheet as a guide 3. RISK CONTROL MEASURES 4. RESIDUAL RISK RATING Determine controls to reduce the risks in accordance with Hierarchy of Controls (refer section 6.1) Using the Risk Matrix (refer 5.1.4), calculate the risk with the identified controls in place 5. TREAT THE RISK Based on the risk rating, seek input from the relevant PPA Reviewer as per Risk Tolerance Levels (refer 5.1.4) 6. SIGN THE JHA Once completed, all personnel must sign the JHA 7. REVIEW The relevant PPA Reviewer as per Risk Tolerance Levels (refer 5.1.4) must deem the stated controls to be effective to reduce the risk to the relevant rating (Low, Moderate or High), and sign the JHA 8. COMMUNICATE Communicate with other workers in the area 9. PERFORM THE TASK The JHA must remain at the work site for ease of reference. On Completion of the task, Hazards which remain a threat must be controlled to ALARP, reported to the supervisor, and recorded in the PPA Hazard Management System as per section 7. On completion of the activity, the JHA and associated documents must be provided to the Supervisor, and stored in accordance with record keeping procedures. A309296 Page 5 of 10
5.1.3 Standard Work Instruction Where a task is repeated often and typically requires a JHA to be conducted, a Standard Work Instruction (SWI) may be developed as a substitute, and approved by the Department Manager or their delegate. A SWI must be derived from a number of JHA s completed for the same task. An approved Switching Procedure may be treated as a SWI for the purpose of this procedure, and all requirements set out in this section shall apply. Each SWI must define the essential requirements, and provide instruction on how to conduct the task safely, stating the task steps, Hazards, and key processes (with pictures as appropriate), required to reduce the risk of harm. Even where a SWI has already been developed for a task, a Take 5 must be completed. Personnel are required to review the SWI and sign on, before conducting a Take 5 and recording any additional Hazards and controls which have not been stated on the SWI. If new Hazards are identified on the Take 5 and rated as a Moderate, High or Extreme Risk, the SWI must be revised and the new version document controlled, or a JHA conducted by the work group in accordance with section 5.1.2. If a High Risk Permit is required to perform the work (e.g. Working at Height, Confined Space, Excavation, Isolation or Hot Work) a JHA Is required. On completion of the task, Hazards which remain a threat must be controlled to ALARP, reported to the supervisor, and recorded in the PPA Hazard Management System as per section 7. On completion of the task, the PPA Team Representative shall note any opportunities to improve the SWI, sign to close it off, and return it to their Supervisor with all associated documentation for retention in accordance with PPA Recordkeeping Plan and PPA Recordkeeping Policy. 5.1.4 Risk Matrix Hazards identified by Take 5 or JHA shall be allocated a Residual Risk Rating, which is the Risk Rating after identified controls have been implemented. The Residual Risk Rating will determine the next steps, as described in the Risk Tolerance Levels table below. Abridged definitions of Consequences and Likelihoods are provided in all PPA Risk Assessment Tools, and accompany the Risk Matrix in the PPA Hazard Management System. A309296 Page 6 of 10
LIKELIHOOD HAZARD MANAGEMENT RISK MATRIX CONSEQUENCE Insignificant Low Moderate High Catastrophic Almost Certain MOD HIGH HIGH EXT EXT Likely MOD MOD HIGH HIGH EXT Possible LOW MOD HIGH HIGH HIGH Unlikely LOW LOW MOD MOD HIGH Rare LOW LOW MOD MOD HIGH GREEN LOW YELLOW MODERATE ORANGE HIGH RED EXTREME RISK TOLERANCE LEVELS PPA Team Representative to review. Team Representative must review the JHA and verify that identified controls can be fully implemented, and that all personnel fully understand the task and their role. Work group may proceed with caution, but be prepared to reassess the risk PPA Supervisor input required. Supervisor must review the JHA, and discuss potential additional controls with the Team Representative. If controls cannot be implemented to reduce the risk rating to green, the Supervisor must sign on to the JHA as PPA Reviewer PPA One-up Line Manager* input required. One-up Line Manager must review the risk assessment, and discuss potential additional controls with the Team Representative. If controls cannot be implemented to reduce the risk rating to yellow or green, the One-up Line Manager must sign on to the JHA as PPA Reviewer * For Example: Operations Operations Superintendent / Maintenance Maintenance Superintendent / Marine Shipping Superintendent / Engineering Engineer Task must not proceed. Input must be sought from the appropriate Manager for further advice. If controls cannot be implemented to reduce the risk rating to orange, yellow or green, the task must be reconsidered, alternative work methods employed, or a full Risk Assessment done to establish suitable controls 5.1.5 Records and Review of Risk Identification Tools All personnel are required to submit their completed Take 5 s, JHA s and SWI s to their Supervisor at the next available opportunity, so that they can be reviewed, and records maintained. 6. RECTIFICATION OF HAZARDS If it is safe to do so, all personnel are required to take reasonable steps within their authority to eliminate or otherwise control Hazards or exposure to them. The Hierarchy of Controls (refer section 6.1) must be considered in determining controls to reduce the risk to ALARP. When potential controls are identified, they should be risk assessed to ensure the controls will not introduce additional Hazards, or that any additional Hazards can also be controlled. A309296 Page 7 of 10
The Responsible User shall facilitate the implementation of the controls, and utilise the PPA Hazard Management System to issue and track associated actions (refer section 7). Following the implementation of the controls, the Responsible User shall monitor their effectiveness, and must be satisfied that the risk has been reduced to ALARP. 6.1 Hierarchy of Controls When considering how best to control a Hazard, the Hierarchy of Controls provides guidance on the most effective options. Wherever practicable, personnel must first seek to eliminate the Hazard. Substitution should be considered as the second best option, Isolation the third, and so on down the Hierarchy. It is better to eliminate a Hazard, rather than adopt the use of PPE or an administrative solution. Eliminate the Hazard altogether For example Decommission the dangerous machine. Most Effective Substitute the Hazard with a safer alternative For example replace the machine with a safer one. Isolate the Hazard from anyone who could be harmed For example keep the machine in a closed room and operate it remotely. to Use Engineering controls to reduce the risk For example attach guards to the machine to protect users. Use Administrative controls to reduce the risk For example train workers how to use the machine safely. Use Personal Protective Equipment (PPE) For example wear gloves and goggles when using the machine. Least Effective 7. HAZARD REPORTING AND RECORDING The identification and communication of Hazards is the responsibility of all persons. All Hazards which are identified through means other than risk assessment must be reported in the following way An employee must report hazards to their Supervisor. A contractor must report hazards to their PPA Team Representative. Visitors must report hazards to their escort. A309296 Page 8 of 10
Licensee employees and contractors must report hazards to their Supervisor and PPA Company Representative. Reported hazards must be recorded in the PPA Hazard Management System by the end of the shift. If An employee identifies a hazard it must reported by them into the PPA Hazard Management System. A contractor identifies a hazard they may provide their PPA Team Representative with a completed Hazard Identification and Reporting Form or enter the hazard into the PPA Hazard Management System. If the contractor uses the Hazard Identification and Reporting Form then their PPA Team Representative must enter the hazard into the PPA Hazard Management System. A visitor identifies a hazard they may provide their escort with a completed Hazard Identification and Reporting Form or enter the hazard into the PPA Hazard Management System. If the visitor uses the Hazard Identification and Reporting Form then their escort must enter the hazard into the PPA Hazard Management System. Licensee employees that identify a hazard must report the hazard into the PPA Hazard Management System. A detailed description of the Hazard and associated risks, and a potential Risk Rating must be included in the initial report, along with any temporary controls which have been implemented. The PPA Risk Matrix is integrated in the PPA Hazard Management System for reference. A hazard reported in the PPA Hazard Management System will be allocated a Responsible User by the Health and Safety or Environment and Heritage teams. The Responsible User is required to: validate the content of the PPA Hazard Management System report; confirm the appropriateness of the potential Risk Rating; provide additional information as it becomes known; record corrective actions; allocate Controls where Hazards cannot be remedied immediately; and close Hazard reports when rectified in the workplace. Risk Ratings shall be determined both before and after controls have been implemented by: the extent of the potential consequence should the risk occur; and the likelihood of the consequence occurring; A309296 Page 9 of 10
The result of the potential Risk Rating, ranging from Low to Extreme, shall guide the response. When the Hazard has been eliminated or the risk otherwise reduced to ALARP (refer to section 6), the Responsible User shall close the PPA Hazard Management System report. The PPA Health and Safety Team shall provide advice and support in getting Hazards rectified in the workplace, and track the timeliness of Hazard rectification and close-out in the PPA Hazard Management System. 8. COMMUNICATION PPA is committed to informing relevant personnel of Hazards present in their work areas and the corrective actions taken to rectify them. The PPA Health and Safety team keeps a Hazard Register on the Health and Safety Intranet page for information regarding hazards reported and their status, and may issue Bulletins to warn personnel of Hazards in the workplace. Other PPA Departments and Port Users are invited to contact the Health and Safety Team if they would like a Bulletin to be issued on a particular hazard. Lessons Learned will be communicated by the PPA Health and Safety Team as appropriate, via Health and Safety Bulletins and established forums. 9. PROCESS OWNER The Health and Safety Manager has overall responsibility for this Procedure Date approved: 12 February 2018 Review date: 12 February 2020 Version: 5 Approved by: General Manager Corporate Affairs & Governance A309296 Page 10 of 10