TRG-HSE-004 Basic Training - Incident Reporting

TRG-HSE-004 Basic Training - Incident Reporting

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Magseis Basic Training
INCIDENT REPORTING

TRG-HSE-004 Basic Training – Incident Reporting

Date: 25.02.2015

Revision: 2

Owner: QHSE Manager

Approver: Caroline Hall

Contents

Incident reporting content

Documentation flow

Incident and reporting

Incident reporting steps

  • Manage incident
  • Emergency?

Notification timescales

Incident reporting steps

  • Reporting
  • Recordable?

Incident reporting steps

  • Investigation
  • Preventative actions

Outcomes

  • -Safety stand down
  • -Safety Alerts

Statistics

Insite

Recordable case & incident reporting definitions

Incident Reporting Process Flow

 

What is an incident?

 

“An incident is any unintended or unexpected event that led to or has the potential to lead to injury, harm to the environment, damage/loss of equipment.”

  • Incident with actual harm/loss
  • Incident without actual harm/loss (ie Near Miss)

Often only luck separates a near miss from an incident.

 

Why do we report incidents?

 

  • We report so we can learn from things that go wrong
    •  
    • Statistical data helps us to target our efforts in the right dircetion – preventing harm
    • All employees, contractors, sub-contractors and visitors have a responsibility to report QHSE incidents or events as soon as possible
    • Magseis has a responsibility to record and report all incidents, injuries, occupational diseases, certain types of dangerous occurrences and environmental damage internally and to external authorities.

 

What incidents do we report?

 

Reports are required in these circumstances:

  • All incidents occurring on Magseis owned and controlled premises
  •  
  • All employees involved in any incident, any place, when on duty for Magseis
    • Employees involved in any incident while on business travels, or on duty travelling to or from a place of work (other than daily commute to/from a normal place of work)
    •  
    • Environmental Incidents initiated by or concerning Magseis.
    •  
  • Incidents on property owned by another company but affecting Magseis operations

 

Reports are not required when:

  • Employees are on their own time outside Magseis premises.
  •  

 

Incident reporting steps

 

 

Manage Incident

Management on site shall take priority over notification and reporting, but in all cases notification should take place as soon as reasonably practical.

 

Emergency?

An Emergency is serious situation or occurrence that happens unexpectedly and demands immediate action.

Incidents classed as an emergency are;

  • Single life threatening injury or multiple injuries
  • Vessel collision or significant hull damage
  • Significant oil, fuel oil or waste water spill
  • Kidnapping
  • Actual or suspected acts of piracy
  • Marine mammal stranding
  • Significant legal sanctions for regulatory investigations

YES: The Emergency Contingency Team is mustered (in the Bergen Office)

NO: Report and inform

 

Notification timeframes

 

Incident type

First notification Time

First notification to

First notification method

Secondary notification to

Secondary notification method

Fatality

Permanent Disability

(both work and non-work related)

As soon as possible but at latest within 1 hour

 

Duty Officer by Telephone

 

Telephone call

Vessel Manager

VP Operations

CEO

QHSE Manager

VP QHSE

HR/Crewing Manager

Enter report into reporting system or email

 

Lost Work Day Case

Restricted Work Day Case Medical Treatment Case

Major Incident (equipment, environment or financial)

As soon as possible but at latest within 2 hours

Duty Officer / Vessel Manager

 

Telephone call

Vessel Manager

VP Operations

QHSE Manager

HR/Crewing Manager

VP QHSE

Enter report into reporting system or email

All other events

 

Within 24 hrs.

 

Line management

 

Standard methods of communication

 

 

Medevac (work and non-work related)

As soon as possible but at latest within 1 hour

Duty Officer / Vessel Manager

Telephone call

Vessel Manager

VP Operations

HR/Crewing Manager

Enter report into reporting system or email

For definitions of these categories see the slides at end of this presentation

 

Incident reporting steps

 

In an emergency, managing the incident on site takes priority over reporting in the system, however, the emergency response team ashore need basic information. The below form is used for that purpose.

 

 

Incident Investigation

Incident reporting steps

Incident Investigation

Basic training for the investigation of incidents is addressed in its own module. Outcomes of incident investigations are Preventive Actions

 

 

 

HIPO or Recordable?

YES: Formally Investigate

NO: Informally Investigate

 

 

Create Preventative Actions

The responsible person shall ensure that all agreed corrective and preventive actions are reasonable to complete and will resolve the issue.  

Corrective actions/tasks must not be closed until the item is completed or transferred to another system for management. There shall always be a description of the action taken or the reason for closure.

 

 

Outcomes of incidents

 

Safety Stand Down

A safety stand down shall take place for all recordable cases (i.e. all personnel injuries classified medical treatment case or more severe).

 

The safety stand down shall be conducted according to the below;

  • A safety stand down shall be conducted on the vessel where the incident occurred, ideally at the next shift change where all crew (including marine) can be involved, but latest within 24 hrs. of the incident.
  • Prior to the safety stand down a brief facts sheet, with photographs, shall be prepared. Facts sheet shall be prepared by the Party Chief/Captain and reviewed by the Vessel Manager and/or the QHSE Manager / Advisor prior to the safety stand down.
  • In special cases the safety stand down may be extended to the fleet, but shall be agreed by the Operations Manager and approved by the CEO.
  • The safety stand down shall be led by the Captain and Party Chief, and all crew members shall attend The safety stand down shall be recorded in the reporting system
  •  

Note: the safety stand down does not replace the requirement to ensure safe return to normal activities post incident for non-involved parties

  •  
  •  

 

 

Outcomes of incidents

 

Safety alerts

Line management shall review incidents that have high learning value, and shall initiate safety alerts for the sharing across the company.

 

Proposed Safety Alerts shall be reviewed by the QHSE Department, published and distributed across the company, and further to industry associations as appropriate.

 

  •  

 

Monitoring incident statistics

 

The Party Chief and Vessel Manager shall monitor statistical information for their vessel(s) through reports entered into the reporting system according to INS-HSE-018 QHSE reporting.

 

Statistical information on Magseis QHSE performance shall be maintained and made available to the employees.

 

  • Exposure Hours
  • Summary
    • Total # of Incidents
    • Total # of Near Misses
    • Total # High Potential incidents (HiPo)
    • Total # Recordable Cases

=sum of Fatality; Permanent Total Disability; Lost Time Incident; Restricted Work Day Case; Medical Treatment Case

  • Injury / Illness Consequences'
  • Environmental Consequences
  • Property Consequences
  • Quality Non Conformances
  • Leading Indicators
    • Observations
    • QHSE Meetings
    • Toolbox talks
    • D&A tests
    • Audits
    • Inspections
    • Training
  •  Calculated Ratios

Total Recordable Case Frequency (TRCF) per million man hrs (excludes illness cases)

Lost Time Incident Frequency (LTIF) per million man hrs (excludes illness cases)

  •  

 

Insite

 

Records of incidents are recorded and monitored within the Magseis QHSE reporting system, Insite. All employees have a login to the system and can report incidents.

 

 

 

 

 

 

 

 

 

Magseis have user guides to assist you in using this programme which are held in SharePoint

 

 

 

Recordable Case Incidents

 

Incident

Sub Type / Consequence

Sub Type

Consequence

 

Description

 

Recordable Case

Injury / Illness

 

Fatality

 

A death resulting from a work related injury or occupational illness, regardless of the time intervening between the incident causing the injury or exposure or causing illness and the death.

Yes

Injury / Illness

 

Permanent Disability

 

A work related injury or illness that prevents that person from being able to perform any occupation, for which he or she is qualified, based upon his/her education, training or experience.

The person must be disabled and under the care of a physician for twelve consecutive months from the date the disability began.

Yes

Injury / Illness

 

Lost Workday Case

(Also known as Lost Time Incident, LTI)

 

Any work related injury or illness that renders the injured / ill person temporarily unable to perform their normal work or restricted work on any day after the day on which the injury occurred.

Any day includes rest days, weekend days, scheduled holiday, public holiday or subsequent days after ceasing employment. This definition is different from the OSHA (US administration) definition, which considers restricted work as a lost workday case.

A single incident can give rise to several lost workday cases, depending on the number of people injured as a result of that incident.

The number of lost work days shall also be recorded in the reporting tool.

Yes

Injury / Illness

 

Restricted Work Day Case

 

Any work related injury or illness that results in the person being unable to perform his normal duties on any day after the accident, but is able to undertake a temporary job; work at his normal job part time; work at a permanently assigned job but unable to perform all duties normally assigned to it.

The number of restricted work days shall be recorded in the reporting tool. Apply the same calculation rules for restricted workdays as apply for lost work days.

Yes

Injury / Illness

 

Medical Treatment Case

 

Any work related injury or illness that is not severe enough to be reported as fatality, lost work day case or restricted work day case, but are more severe than requiring simple first aid treatment.

Medical Treatment does not include:

• The conduct of diagnostic procedures, such as x-rays and blood tests, including the administration of prescription medications used solely for diagnostic purposes (e.g. eye drops to dilate pupils).

• Visits to a physician or other licensed health care professional solely for observation or counseling.

The following may not involve any treatment but for purposes of severity classification, will reported as Medical Treatment:

• any loss of consciousness.

• significant injury or illness diagnosed by a physician or other licensed health care professional for which no treatment is given or recommended at the time of diagnosis. Examples include: punctured ear drums, fractured ribs or toes, byssinosis and some types of occupational cancer.

• needle stick injuries and cuts from sharp objects that are contaminated with another person’s blood or other potentially infectious material.

• occupational hearing loss.

 Note that the classification is dependent upon the treatment received, not on where or who did the treatment.

Yes

 

Non-Recordable Case Incidents

 

Incident

Sub Type / Consequence

Sub Type

Consequence

 

Description

 

Recordable Case

Injury / Illness

 

First Aid Case

 

Any work related injury or illness not sufficiently serious to be reported as medical treatment or more serious cases but nevertheless require minor first aid treatment, e.g. dressing on a minor cut, removal of a splinter from a finger.

An incident is classified as a First Aid if the treatment of the resultant injury or illness is limited to one or more of the 14 specific treatments.

These are:

1. using a non-prescription medication at non-prescription strength;

2. administering tetanus immunizations;

3. cleaning, flushing or soaking wounds on the surface of the skin;

4. using wound coverings such as bandages, Band-Aids™, gauze pads, etc or using butterfly bandages or Steri-Strips™;

5. using hot or cold therapy;

6. using any non-rigid means of support, such as elastic bandages, wraps, non-rigid back belts, etc,

7. using temporary immobilization devices while transporting an accident victim (e.g. splints, slings, neck collars, back boards, etc);

8. drilling of a fingernail or toenail to relieve pressure, or draining fluid from a blister;

9. using eye patches;

10. removing foreign bodies from the eye using only irrigation or a cotton swab;

11. removing splinters or foreign material from areas other than the eye by irrigation, tweezers, cotton swabs or other simple means;

12. using finger guards;

13. using massages;

14. drinking fluids for relief of heat stress.

No

Environmental

- Spill to catchment

- Spill to environment

- Release to air

- Physical harm to habitat

- Physical harm to wildlife

Any incident that adversely affects the environment. This can range from insignificant effect to major environmental impact.

High

Severe environmental damage.

Magseis is required to take extensive measures to restore the environmental situation.

Medium

Localised, more than transient, disturbance with significant impact on the environment.

Minor

Little or insignificant effect on the environment.

Little or no actual or potential for environmental damage. Emissions, discharge, waste etc all within acceptable or regulatory limits and under adequate control.

N/A

Equipment

Equipment Incident

 

Any incident that causes direct damage or loss of equipment or property to a value greater than 15 000 USD.

A major equipment loss or damage shall be any equipment loss above the value of 500 000 USD. All major equipment incidents shall be formally investigated and are insurance claimable. Vessel Managers shall be able to provide details of any additional paperwork required for insurance purposes.

Equipment losses under 15 000 USD (e.g loss of individual acoustics) should be reported through the onboard asset register and/or pool equipment routines and not in Insite.

N/A

Quality

Non Conformance

Non compliance with a Policy, Standard, Procedure, Work Instruction, legal requirements or recognised safe working practice.

Where possible include a reference to the procedure.

A non conformance shall be recorded when; an activity is not in accordance with a procedure, work instruction, law, regulation, a contract or agreement with a customer; some equipment or part of equipment is not working as supposed; a substance does not meet a specified set of criteria or where a safe system of work is not followed.

N/A

Financial

Financial

Financial loss through loss of production time or poor project planning

N/A

Illness / Injury

Non Work Related Injury / Illness

 

An injury or illness that is not caused by or related to the work being performed.

Do not name the patient, however, a brief description of the illness/injury should be included to allow trending.

N/A

 

Near miss & High Potential Incidents

 

Incident

Sub Type / Consequence

Sub Type

Consequence

 

Description

 

Recordable Case

Near Miss

 

Injury/Illness

Environmental

Quality

Financial

Equipment/Property

 

An event that could have caused injury, illness or unscheduled event to personnel, equipment or the environment, but due to circumstances did not.

 

Near Misses have potential consequences defined

No

High Potential (HIPO)

 

Injury/Illness

Environmental

Quality

Financial

Equipment/Property

 

High Potential is a sub classification applied to incidents or near misses where the actual or potential outcome is considered serious.

HiPo’s are normally classed as High risk (red zone) on the Risk Assessment Matrix (RAM), but may sometimes have a medium risk.

As a guideline they should have severity of 4 or 5 on the RAM, regardless of likelihood.

 

High Potential Incidents shall be thoroughly investigated and the lessons learned shared and applied to prevent future significant incidents.

No