2024 – Module 9: Operational Controls and Contract Management

Expectations

9.1 Have defined criteria for what requires a standard operating procedure (SOP) or other operating, maintenance, or field risk assessment tools and have documented procedures and standards in place to meet those criteria.

9.2 The documented procedures and standards are used as the basis for on-the-job training and competency verifications and are audited by an assigned individual.

9.3 The documented procedures and standards are known and followed by all people performing the work, including contractors.

9.4 Must have permits for high-risk work (e.g., confined space, hot work, critical lifts) that include an assessment of the risks and sign-off authority.

9.5 Develop and follow a document management process that includes revision control, approval, and retention.

9.6 Ensure documents are readily available, known, and followed.

9.7 Contractors’ bid documents must include a general safety and health plan that identifies any associated hazards with the potential to cause significant injuries or illnesses as a result of their work and details the controls that will be used to manage these hazards. The cost of this plan should be detailed in the bid.

9.8 The bid assessment must consider the contractor’s ability to successfully complete the scope of the work without adverse safety and health impacts.

9.9 Before work begins on any on-site contract, all contractor personnel must be given appropriate orientation, safety, and health induction training, including applicable emergency response procedures and incident reporting.

9.10 For all onsite contracting companies, a competent mine operator employee must be designated as the Contract Owner responsible for monitoring and reviewing the contractor’s activities and performance. The Contract Owner must also be notified and approve the use of subcontractors.

9.11 There must be a process to ensure that all contractor tools and equipment are inspected and confirmed to be safe and that the contract owner approves any chemicals and other materials brought to the site.

9.12 All engineering, design, and construction must meet or exceed local legislation and regulatory requirements.

9.13 There must be a list of critical structures (including fixed platforms, walkways, stairwells, and handrails) that:

Are Inspected by a competent person on a defined frequency
Have specific criteria that considers all forms of degradation such as corrosion, vibration, impact damage, earth movement and storm damage.
Produces a documented report detailing items that need to be repaired with priorities assigned and actions taken to address issues.

Integrating Safety and Health in Operations and Maintenance

Integrating safety and health into operations and maintenance is crucial for predicting and preventing incidents and ensuring a secure work environment. This involves organizing work predictably, specifying procedures, and implementing controlled measures for high-risk activities. The key elements are safe work procedures and permits to work. It should be noted that whenever engineering and design codes, standards or regulatory requirements are absent or inadequate, either ISO standards (www.iso.org), American National Standards Institute (ANSI), Australian Standards (AS/NZS) or European Standards (EN) should be referenced and followed to ensure safe work practices among contract and non-contract employees.

Safe Work Procedures and Permits to Work

Safe work procedures provide a specified approach to conducting activities. They are generated from risk assessments and should involve workers, be used for training, and be audited by supervisors. Misuse or avoidance should be corrected, while adherence should be reinforced positively. In instances where tasks are not inherently predictable, such as in non-routine work, it is imperative to establish procedures for risk assessment and measures to enhance control and predictability in the work task. If the safe outcome of the task is uncertain, it should not be attempted until there is certainty. Examples include hot work, confined space entry, high voltage electrical work, lifting and rigging, energy isolation, etc. Permits offer controlled procedures for high-risk tasks. Misuse or avoidance is addressed through corrective discipline, and adherence is recognized positively.

Role of Line and Senior Management

Line and senior management play a crucial role in preventing incidents. Safety is considered a line function, with a focus on integrating safety and health into operations and maintenance activities. A key area of emphasis for line management within the CORESafety SHMS is to integrate safety and health seamlessly into operations and maintenance activities. Attaining excellence in mine safety involves executing work tasks in an organized and predictable manner.

Data Collection and Management Records

Collecting safety and health data and maintaining appropriate records, including policies, objectives, responsibilities, audit investigations, and management reviews, is essential. Documentation should align with organizational size, complexity, and risks. Further, the SHMS should identify those documents that require retention and maintenance while not detracting from proactive efforts. Finally, consideration should be given to backing up key information in multiple places that are accessible on and off online networks. This practice becomes especially important if there is an emergency.

Designing and Commissioning

Designing, procuring, and commissioning new facilities should prioritize safety and health performance throughout the operational life. The “hierarchy of controls” and good design principles should minimize risks. Compliance with standards and regulatory requirements is crucial. As an example, safety and health management requirements should be incorporated as a part of all relevant design reviews for construction, operation and maintenance for new fixed installations, mobile equipment and systems.  Importantly, the design and construction for any project should include safety and health management considerations that target regulatory standards as the minimal allowable risk on site.

Contract Management

Contractors are often hired for specific, high hazard tasks and play a crucial role in safety and health management within facilities, whether they are contract workers or involved in project work. However, they frequently encounter comparable, if not greater, risks compared to company employees and have historically sustained more fatalities and serious injuries than mine-based employees. Without proper guidance and instruction on working safely, contractors may introduce new hazards to the workplace, posing risks to both themselves and company workers. Project proposals should include safety and health criteria. Contractors must be pre-screened for safety and health competencies. Ensuring contractors are aware of safety requirements is vital, and factors like selection, orientation, and enforcement contribute to success outlined below:

Selection and bidding: Contractor selection should be conducted using a screening process to ensure adequate safety and health management competencies and experience. Contractors should know the company’s safety and health management requirements in the bidding process.

Orientation and training: Once selected, contractors, vendors and visitors should be provided adequate orientation and any ancillary training necessary to understand site rules, safe work and emergency procedures, communication protocols or other site requirements.

Enforcement: Company employees should be authorized to question the safety and health practices and behaviors of any contractor or other third party working on site.

Procurement policy: Companies should develop a safe procurement policy in which purchases of fixed or mobile equipment include coordination with the vendor to ensure the equipment comes engineered with all necessary safety features and controls, e.g., noise control on stationary motors and pumps, maintenance access points on mobile equipment, diesel exhaust controls, etc.

Conclusion

A comprehensive approach to integrating safety and health in operations and maintenance involves safe work procedures, permits, management involvement, data management, and collaboration with contractors. This ensures a secure work environment and prevents incidents throughout the facility’s operational life.

9.1 Resources

9.2 Resources