HAIL CREEK

COAL PROJECT
Senior Safety Officer <:'"'
APPROVED G Morgan Construction Manager
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REVISION DESCRIPTION BY
IW
IW
APPD
REV
A
O
DATE
18/12/01 I Issued for Review
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14/01/02 I Issued for Approval

HAIL CREEK
COAL PROJECT

HAIL CREEK COAL PROJECT




Safety Management Plan Rev 0
Part 2, Section 1, Contractor Safety Management Plan Template Page i of i
HCP-8000-PP-Z-3001

Table of Contents

1 PURPOSE OF THIS TEMPLATE 1
2 THE PURPOSE OF CONTRACT SAFETY MANAGEMENT PLAN 1
3 SCOPE OF CONTRACT SAFETY MANAGEMENT PLAN 1
4 QUALITY APPROACH 3
5 RELATIONSHIP BETWEEN THE PROCESS AND THE PLAN 5
6 RESPONSIBILITIES 5
6.1 MANAGER 5
6.2 COORDINATOR 6
6.3 INDIVIDUAL 6
7 CONTENTS AND STRUCTURE OF CONTRACTOR SAFETY MANAGEMENT PLAN 6
7.1 BASE PLAN 6
7.2 OBJECTIVES 7
7.3 CONTENT AND STRUCTURE OF THE PLAN Figure 3 7
8 SAFETY MANAGEMENT PROCESS ROAD MAP 15
9 SAFETY MANAGEMENT PROCESS IMPLEMENTATION OVERVIEW 15


Figures:

Figure 1 Management Process
Figure 2 Hatch Hail Creek Coal Project Safety Management Process
Figure 3 Contractor Safety Management Plan Contents


HAIL CREEK
COAL PROJECT

HAIL CREEK COAL PROJECT




Safety Management Plan Rev 0
Part 2, Section 1, Contractor Safety Management Plan Template Page 1 of 15
HCP-8000-PP-Z-3001
1 PURPOSE OF THIS TEMPLATE

The purpose of this template is to assist the Hail Creek Project Contractors with a structured
approach to the development of their Project Safety Management Plan.

This template is an integral part of the Hail Creek Coal Project Safety Management System.
It is designed to be used by all contractors at the various stages of their business processes
for the development of the Safety Management Plan.

2 THE PURPOSE OF CONTRACT SAFETY MANAGEMENT PLAN

The Safety Plan is a vital component in the overall management of health and safety within
the Hatch Hail Creek Coal Project. It provides the primary means for people within the
project to meet the requirements of the safety policies and the strategic safety objectives.
The collection of individual tasks that constitutes the safety plan assist the various work
groups to reach their desired safety performance and provides the opportunity to
demonstrate compliance to their safety obligations.

In accordance with Hatch Hail Creek Safety Management Systems (Policy Document), it is
required that all Project Contractors will have a Safety Management Plan in place and that
each person within that group will have task/s appropriate to their responsibility.

3 SCOPE OF CONTRACT SAFETY MANAGEMENT PLAN

The Contractor Safety Management Plan Scope needs to be aligned with Hatch Hail Creek
Project Safety Management Plan in that it is based on activity and organisation.

Refer to Safety Management Plan Contents Section 7 and figure 3.

The plan must define the actions that the Contractors commit themselves to in order to
achieve the objectives stated in the Project Safety Policies.

The plan establishes tasks, targets and measures by which these objectives will be met.

NOTE:- The Hail Creek Coal Project, Project Procedure HCP-PP-G-033 SITE RULES
must be referenced as an Annexure to this Contractor Safety Management Plan
Template.

HAIL CREEK
COAL PROJECT

HAIL CREEK COAL PROJECT




Safety Management Plan Rev 0
Part 2, Section 1, Contractor Safety Management Plan Template Page 2 of 15
HCP-8000-PP-Z-3001
The Plan will:

Focus efforts towards the project common objectives;
Provide systematic identification of hazard and risk management;
Apply individual accountability for safety performance;
Instil ownership for safety performance;
Drive continuous improvement by building in performance feedback into the
project quality management.

All eleven elements of the Hatch Hail Creek Coal Project Safety Management Process must
be addressed in the plan. Key Performance Indicators (KPI
s
) must be established. The
eleven elements of the Safety Management Process are:

1. Leadership and Commitment
2. Performance Measurement and Reporting
3. Involvement, Communication and Motivation
4. Contractor Alignment
5. Training and competency
6. Hazard and Risk Management
7. Occupational Health and Hygiene
8. Safe systems of work
9. Incident, Reporting, Investigations and Management
10. Site Management
11. The Environment

Note: To prevent confusion in this document the Safety Management Process will simply
be referred to as the Process. The Safety Management Plan will be referred to as the Plan.

An effective Plan provides the following:

a. A means to measure performance;
b. A means to motivate people to complete tasks;
c. A means to reward good safety performance;
d. Assistance in communicating responsibility for safety;
e. A check that all elements of the process are being addressed at a senior management
level;
f. A means to implement improvement.

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HAIL CREEK COAL PROJECT




Safety Management Plan Rev 0
Part 2, Section 1, Contractor Safety Management Plan Template Page 3 of 15
HCP-8000-PP-Z-3001
To help increase acceptance of the plan the tasks need to involve all people within
the contractor organisation. One way to get everyone involved and to minimise the
amount of effort to administer the plan is to include several tasks which require
multiple people to action. This may be in the form of participating or running JHAs,
carrying out inspections, etc.

4 QUALITY APPROACH

Experience has shown that the basic quality approach to business control involves six
component cycle (Figure 1). These six component cycle shall form the basis for the
structure of the contractor plan.


Figure 1 Management Process





PLAN
ASSESS RISK
SCHEDULE
EXECUTE
ANALYSE
ASSURANCE OF FUTURE
P
E
R
F
O
R
M
A
N
C
E

L
O
O
P

C
O
M
P
L
I
A
N
C
E

L
O
O
P


HAIL CREEK
COAL PROJECT

HAIL CREEK COAL PROJECT




Safety Management Plan Rev 0
Part 2, Section 1, Contractor Safety Management Plan Template Page 4 of 15
HCP-8000-PP-Z-3001
Figure 2 Hatch Hail Creek Coal Project Safety Management Process





































PLAN
Leadership and Commitment
ASSESS RISK
Hazard and Risk Management
SCHEDULE
Safety Systems of Work
Site Management
EXECUTE
Performance measurement and Reporting
Training and Competency
Occupational Health and Hygiene
Contractor's Alignment
ANALYSE
Involvement, Communication and Motivation
ASSURANCE OF FUTURE
Incident Reporting
The Environment
CO
M
PL
IA
NC
E
LO
OP
PE
RF
OR
M
AN
CE
LO
OP

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HAIL CREEK COAL PROJECT




Safety Management Plan Rev 0
Part 2, Section 1, Contractor Safety Management Plan Template Page 5 of 15
HCP-8000-PP-Z-3001
A great focus is required on the up-front (Plan and Assess Risk) of the cycle.

The (Execute, Analyse and Assurance of Future) components of the cycle
are expressed through performance monitoring, auditing and incident
investigation;
Controls to achieve continuous improvement are built in by incorporating each of
the six components in the overall structure and within the action plans relating to
each element of the plan.

5 RELATIONSHIP BETWEEN THE PROCESS AND THE PLAN

The plan will provide a quality framework within which the eleven elements of the Safety
Management process can be carried forward to provide a guarantee of continuous
improvement.

6 RESPONSIBILITIES

Safety Plan preparation and implementation relies on three main work designations in any
contract organisation the manager, the plan coordinator and the individual. Their
responsibilities are detailed below:
6.1 MANAGER

The responsible Manager is the person in charge in the organisation for which the Plan is to
be developed.

The specific responsibilities for the Manager are to

Provide resources to complete the plan;
Ensure there is involvement and buy-in of all people within the group;
Approve the objectives and targets for the group;
Ensure the group tasks are completed.

HAIL CREEK
COAL PROJECT

HAIL CREEK COAL PROJECT




Safety Management Plan Rev 0
Part 2, Section 1, Contractor Safety Management Plan Template Page 6 of 15
HCP-8000-PP-Z-3001
6.2 COORDINATOR

The appointment of a Coordinator will help ensure development and implementation of the
Plan. The responsibilities of the Coordinator are:

Begin the planning process in line with contract deliverables;
Determine the mechanics of the Plan, i.e. how it is structured, the medium on which it
is recorded and how it is communicated;
Develop the objectives ensuring involvement of all relevant parties;
Coordinate the participants to get their tasks ready prior the start of the Plan period;
Provide a means of tracking progress.
6.3 INDIVIDUAL

The Individuals referred to here are the people that make up a particular group. Safety
Plans are not for supervisors and managers only, they must include individuals. As the
intent of the Plan is to show performance and compliance, the absence of the Individual
would make these objectives impossible.

The responsibilities of the Individual are to:

Prepare task(s) to demonstrate their own performance and show compliance;
Complete tasks in the Safety Plan;
Report completed tasks to the Plan Coordinator or status recorder.

7 CONTENTS AND STRUCTURE OF CONTRACTOR SAFETY
MANAGEMENT PLAN
7.1 BASE PLAN

Base plans needs to be structured around the eleven elements of Hatch Hail Creek Coal
Project Safety Management Process. Refer to figure 2.

HAIL CREEK
COAL PROJECT

HAIL CREEK COAL PROJECT




Safety Management Plan Rev 0
Part 2, Section 1, Contractor Safety Management Plan Template Page 7 of 15
HCP-8000-PP-Z-3001
7.2 OBJECTIVES

Since the plan is the primary means of communicating safety objectives, these objectives
need to be clearly stated at the beginning of the plan. It should also be remembered that the
Hatch Hail Creek Coal Project objectives will only be achieved through the effective
implementation of the Contractor plans. Therefore objectives at the Contractor plans level
must reflect those held by the project as a whole.

The objectives should incorporate as many positive indicators as possible i.e. inputs such
as plan compliance rather than output, such as injury rates.

The format of the plan needs to be such that it allows readers to quickly identify what the
plan is trying to achieve and to clearly show individuals how their contributions through tasks
fit into the overall process.
7.3 CONTENT AND STRUCTURE OF THE PLAN Figure 3

Executive Summary

A high level summary of the Plan (one page maximum).

Mission Statement

Provides a sense of ownership and relevance to the plan.

Objectives

A Statement of long term ideals of safety management by the Contractor;
Specific project objectives;
Statistical targets that shall be included and must support the long-term targets.

Planned Activities

Activities relevant to safety risks which will be carried out during the contract period. If
contract period more than one year then planned activities need to be structured
annually;
Risk management for safety risks must be established and covered in the activity list;
A specific management plan shall be established and implemented for each Principal
Hazard identified. Refer to Principal hazard definition in Coal Mining Safety and
Health Act. These Principal Hazard Management Plans shall include a monitoring
program to ensure that controls identified for ensuring the associated risk remains at
an acceptable level are implemented and maintained;

HAIL CREEK
COAL PROJECT

HAIL CREEK COAL PROJECT




Safety Management Plan Rev 0
Part 2, Section 1, Contractor Safety Management Plan Template Page 8 of 15
HCP-8000-PP-Z-3001
All eleven elements for Safety Management process must be covered.

Action Plan

The heart of the plan;
Objective(s) for each element;
Define the specific actions that will be performed (Clear Task(s)/ Clear Target for each
objective);
Each action statement must unambiguously define the action, the target completion,
then person(s) responsible for carrying out the action, measures and verifications (refer
to figure 4 - Safety plan action items summary table).

Resources Summary

A summary of the personnel, budget, software, and hardware required to fully and effectively
implement and review the plan through the planning period.

Progress Monitoring

Indicate the method where by implementation and progress will be monitored;
A summary of the performance indicators that will be used to judge whether the plan is
effective;
Both input indicators and output indicators must be identified;
The aim is to provide assurance that improvements relative to each element are
sustainable;
The performance indicators should therefore provide a self-assessment capability and
should preferably allow a rating (which should be trended) relative to an ideal
performance.



HAIL CREEK
COAL PROJECT

HAIL CREEK COAL PROJECT




Safety Management Plan Rev 0
Part 2, Section 1, Contractor Safety Management Plan Template Page 9 of 15
HCP-8000-PP-Z-3001
Figure 3 Contractor Safety Management Plan Contents

Introduction:
Executive Summary (one page maximum)
Mission Statement
- Relevant corporate objectives
- Specific Project objectives
- Statistical targets

Planned Activities:
Planned Activities and their Health & Safety risks
Risk Management for Health & Safety Risks
Management Plans for Principal Hazards
All eleven elements of Safety Management process must be covered

Action Plan:
Strategies for meeting the objectives
Clear tasks
- Defined targets and action(s) for each task

Resource Summary,
specify personnel, software/hardware etc, required to fully implement the plan

Progress Monitoring:
Indicate the method(s) whereby implementation and progress will be monitored including the forum
Key performance indicators (KPIs)

Feedback to Improve:
Strategy for identifying and incorporating improvement into the plan
Forum and frequency for improvement review sessions must be included.



HAIL CREEK
COAL PROJECT

HAIL CREEK COAL PROJECT


FIGURE 4 SAFETY MANAGEMENT PLAN ACTION ITEMS SUMMARY TABLE

Safety Management Plan Rev 0
Part 2, Section 1, Contractor Safety Management Plan Template Page 10 of 15
HCP-8000-PP-Z-3001
Task
Ref.
No.
SMP Element/Sub Element Project
Manager
Construction
Manager
Line
Manager
Supervisor Workgroup
Member
Measure Quality
1 Leadership and Commitment
1.1 Visible and Proactive Leadership
1.2 Team Building
1.3 Demonstrated Commitment
1.4 Management Review
1.5 Legislative Compliance
1.6 Roles, Responsibilities and Accountability

2. Performance Measurement and Reporting
2.1 Proactive and Reactive Performance
Indicators

2.2 Workplace Observations and Audits
2.2.1 Safety observations
2.2.2 Standard Operating Procedures Audit
2.2.3 Principal Hazard Management Plans
Audit

2.2.4 Safety Management Plan Audit and
Review

2.3 Reporting


Note: Additional tasks can be created during the course of the contract which are either additional to or substitution for original tasks.

HAIL CREEK
COAL PROJECT

HAIL CREEK COAL PROJECT


FIGURE 4 SAFETY MANAGEMENT PLAN ACTION ITEMS SUMMARY TABLE

Safety Management Plan Rev 0
Part 2, Section 1, Contractor Safety Management Plan Template Page 11 of 15
HCP-8000-PP-Z-3001

Task
Ref.
No.
SMP Element/Sub Element Project
Manager
Construction
Manager
Line
Manager
Supervisor Workgroup
Member
Measure Quality
3. Involvement, Communication and Motivation
3.1 Safety Meetings/Committee
3.1.1 Toolbox Meetings
3.1.2 Shift/j ob Start Meetings (Safety Huddles)
3.1.3 Safety Action Meetings
3.2 Behaviour Focussed
3.2.1 Safety observation and coaching
3.2.2 Behaviour improvement and discipline
3.3 Information and Learning
3.3.1 Site Rules
3.3.2 Safety Alerts
4. Contractor Alignment
1

4.1 Pre-Qualification of Contractors
4.2 Pre-Contract Considerations
4.3 Tender
4.4 Mobilisation
4.5 On Site Management
4.6 Review and Close Out
5. Training and Competancy
1

5.1 Inductions
5.2 Training Program to meet training
needs

5.3 Hazard Identification and Risk
Management



1
For major Contractors only

HAIL CREEK
COAL PROJECT

HAIL CREEK COAL PROJECT


FIGURE 4 SAFETY MANAGEMENT PLAN ACTION ITEMS SUMMARY TABLE

Safety Management Plan Rev 0
Part 2, Section 1, Contractor Safety Management Plan Template Page 12 of 15
HCP-8000-PP-Z-3001
Task
Ref.
No.
SMP Element/Sub Element Project
Manager
Construction
Manager
Line
Manager
Supervisor Workgroup
Member
Measure Quality
5.4 Black Coal Competency assessed,
identified and provided for Contractor
Personnel as required in the Coal
Mining Health and Safety Act

6. Hazard and Risk Management
6.1 Hazard Register Update
6.2 Job Hazard Analysis
6.3 Hazard Reporting
6.3.1 Remedial Action Items
6.3.2 Communication of Reported Hazards
7. Occupational Health and Hygiene
7.1 Monitoring of the working environment for
health hazards

7.2 Injury Management
7.3 Health Promotion Program
7.4 Fitness for Work
8. Safe Systems of Work
Note: The Contractor Safety Management Plan
must include the required Project Standard
Operating Procedures for all performed
activities

8.1 Designing for Safety
8.1.1 Provide vibrations test results as part of
Commissioning to client

8.1.2 Provide noise assessment results for
plant and equipment after
Commissioning to client

8.1.3 Provide record of Confined spaces to
Client


HAIL CREEK
COAL PROJECT

HAIL CREEK COAL PROJECT


FIGURE 4 SAFETY MANAGEMENT PLAN ACTION ITEMS SUMMARY TABLE

Safety Management Plan Rev 0
Part 2, Section 1, Contractor Safety Management Plan Template Page 13 of 15
HCP-8000-PP-Z-3001
Task
Ref.
No.
SMP Element/Sub Element Project
Manager
Construction
Manager
Line
Manager
Supervisor Workgroup
Member
Measure Quality
Client
8.1.4 Provide client with results of the lighting
surveys

8.1.5 Provide standard operating procedures
that include requirements for all static
and mobile plant construction as part of
the Contractors Scope of Work

8.2 Implementation of Project SOPs
8.3 Implementation of Project Safety and
Health Standards

8.4 Project Safety Programs
8.4.1 Hazard Identification
8.4.2 Fitness for Duty Program
8.4.3 Safety Observation Program
8.5 Emergency Response
8.5.1 Potential site emergencies identified
8.5.2 Capabilities to manage potential
emergencies assessed and available

9. Incident Reporting, Investigation and
Management

9.1 Incident Reporting
9.2 Incident Investigation
9.3 Incident Review
9.4 Feedback to Improve
9.5 Rehabilitation Program

HAIL CREEK
COAL PROJECT

HAIL CREEK COAL PROJECT


FIGURE 4 SAFETY MANAGEMENT PLAN ACTION ITEMS SUMMARY TABLE

Safety Management Plan Rev 0
Part 2, Section 1, Contractor Safety Management Plan Template Page 14 of 15
HCP-8000-PP-Z-3001



10. Site Management
10.1 Procurement
10.2 Traffic Management
10.3 Emergency Preparedness and
Response

11. The Environment
11.1 Site Waste Management
11.2 Dust Management
11.3 Hearing Conservation






HAIL CREEK
COAL PROJECT

HAIL CREEK COAL PROJECT



FIGURE 4 SAFETY MANAGEMENT PLAN ACTION ITEMS SUMMARY
TABLE


Safety Management Systems Manual Rev 0
Part 2, Section 1, Contractor Safety Management Plan Template Page 15 of 15
HCP-8000-PP-Z-3001
Annexure 1, Health & Safety Site Rules
8 SAFETY MANAGEMENT PROCESS ROAD MAP

Specifying how each element is to be implemented, by whom and when is essential for the
reliable application of the Safety Management process. The purpose of the Road Map is to
describe the supporting Contractor documentation to enable personnel to identify which
procedures and work practices are available in their work groups.

Safety Management Process Element Guideline Checklist

No. Element/Sub-Element Process
Reference
Custodian
1 Leadership and Commitment
2 Performance Measurement and Reporting
3 Involvement, Communication and
Motivation

4 Contract Alignment
5 Training and Competency
6 Hazard and Risk Management
7 Occupational Health and Hygiene
8 Safe Systems of Work
9 Incident Reporting, Investigation and
Management

10 Site Management
11 The Environment

9 SAFETY MANAGEMENT PROCESS IMPLEMENTATION OVERVIEW
No. Element/Sub-Element What We Do
1 Leadership and Commitment
2 Performance Measurement and Reporting
3 Involvement, Communication and
Motivation

4 Contract Alignment
5 Training and Competency
6 Hazard and Risk Management
7 Occupational Health and Hygiene
8 Safe Systems of Work
9 Incident Reporting, Investigation and
Management

10 Site Management
11 The Environment