HSE Procedures

SUEZ OIL COMPANY Cairo-HSE-P-11

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Planned General Inspection

Cairo-HSE-P-11
1.0 Purpose

The purpose of this procedure is to describe how Planned General Inspections are managed,
conducted, reported and followed up.

2.0 Scope of application

This procedure covers the methodology for Planned General Inspections applicable to all SUCO
operations at Cairo and the fields.

3.0 Responsibilities

3.1 Fields Inspections

Field HSE is responsible for producing a Planned Inspection schedule based on the HSE risks of the
area involved. For High risk areas the inspections should be done quarterly. For other areas a
minimum frequency of six-monthly is specified so that all areas are inspected at least twice a year.
The inspections schedules are agreed with Cairo HSE.

Maintenance Planning in the Fields issues these schedules to the concerned departments.

Area Authorities in concerned departments are responsible for carrying out inspections, preparing
inspection reports and following up actions in their areas to completion.

The inspection schedules are updated annually and approved by Field Managers and endorsed at the
Management Review Meeting in November.

The Inspector completes the written report of the inspection and returns and sends a copy to the Field
HSE or Planned Inspection Administrator who collates all findings in an inspection database.

Field HSE send copies of completed inspection reports to Cairo HSE.

Field HSE follow-up the concerned departments corrective action plans and make progress reports to
the Field Managers.

Planned Inspection Co-ordinators prepare a status report on inspection and corrective actions every
two months for Field Managers to present at the HSE Committee Meeting.

Cairo HSE, in co-operation with Administration arranges provision of appropriate training courses
for inspectors.

Field HSE is responsible for maintaining inspection files to demonstrate that corrective actions are
completed and closed out.

3.2 Cairo Office Inspections

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Cairo HSE produces a programme of inspections covering all floors of the building and relevant
shared areas. Each floor or area should be covered at a minimum every two months. For each floor,
one Division Manager is nominated as the main responsible manager for the inspections on that
floor.

Inspections are carried out to this schedule by the relevant Division Managers accompanied by HSE
representative.

The HSE representative issues the report which is endorsed by the Division Manager. Any
corrective actions will be raised either through maintenance requests or other systems.

These reports are then filed in HSE and copies sent to the concerned departments.

Corrective actions are followed up by HSE and status reported at the bi-monthly HSE Committee
Meeting.

3.3 Cairo External Workshop and Stores Inspections

The workshop and stores areas will be inspected monthly by the nominated Area Authority along
with a Cairo HSE representative.

The HSE representative issues the report which is endorsed by the Area Authority. Any corrective
actions will be raised either through maintenance requests or other systems.

Corrective actions are followed up by HSE and status reported at the bi-monthly HSE Committee
Meeting.

4.0 Procedure

4.1 Inspection Scheduling

Once a year, in October, the Cairo HSE reviews the HSE system to examine if any changes have
occurred in Legislation, organisation, activities or products that would influence the required
schedule. The Fields are advised about the changes in priority.

Field HSE then examines the significant risks and aspects and ensures that a Field inspection
schedule is prepared

Each inspection is then allocated a unique identification number.

Cairo HSE also prepares the schedule to cover Cairo Office and Workshop areas.

With the approval of the Managing Directors, the HSE General Manager may call an unscheduled
inspection at any time if there is a need to examine HSE performance in any area.

4.2 Inspection Preparation

The Inspector prepares the paperwork and forms for the inspection and obtains any checklists or
documents needed including the previous inspection reports.

4.3 Inspection Conduct

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The inspector should determine the area being inspected and arrange to cover the area. Effective
inspections will generally require around 2.5 hours to complete.

Where any sub-standard conditions or practices are identified these should be marked with a
Reference Number and recorded on the report form.

Categories of sub-standard conditions or practices to be used are:

Class A Condition or Practice that could cause serious injury or major damage.

Class B Condition or practice which has the potential to cause minor injury or damage

Class A Hazards require immediate action to control the risk.

Class B Hazards should be rectified within one month.

The inspector must ensure that all forms used can be identified with the inspection by using the
inspection identification number, and all identified sub-standard conditions or practices are given a
unique identifier for follow-up.

Finally the inspector copies the inspection report to Field Manager, HSE and any local co-ordinator.

4.4 Corrective Action and Follow-up

Corrective actions should be completed within a one month period. However, some actions may
require design work or other investment so timescales should be agreed with the Field Manager. For
actions that cannot be cleared within the month appropriate mitigating measures should be identified
to reduce the level of hazard.

For actions which are outside the authority of these managers then they must be raised to Operations
General Manager and HSE General Manager in writing.

Every two months Field and Department Managers update the status of inspections and corrective
actions at the HSE Committee Meeting.

4.5 Analysis and Reporting of Findings

In addition to reporting bi-monthly the results of audits it is also necessary to examine underlying
trends and issues that may affect the system and performance.

Once a year, in October, the Cairo HSE prepares an analysis summary for the Management Review
Meeting describing key findings. This information is used to assess the effectiveness of the
inspection system, and confirm that the commitment to continual improvement is being
implemented.

4.6 Verification of Corrective Actions

It is also necessary to verify that the corrective actions have been completed and that the solutions
proposed have been effective in resolving the hazards.

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Verification of previous inspection corrective actions is included in the scope of each inspection.
The Inspector must examine the objective evidence that the actions have been done. If they are
acceptable then the final box on the corrective action sheet can be completed and the action signed
off.

The signed off form, along with notes and references that demonstrate the action has been
completed, are returned to Field HSE Office for filing. Copies are sent to Cairo HSE to update the
central records.

If some actions are not completed to plan then it is necessary to raise the matter in importance.

For a single item not meeting the plan where there are good reasons then the matter must be
discussed with HSE and a new action plan agreed. Otherwise the situation should be discussed with
the Field or Division Manager.

5.0 Required Records

The Field HSE holds a record file for all inspections that remains open until all Corrective Actions
have been satisfactorily completed.

Records of inspections and corrective actions are maintained by Cairo HSE on the central database.

All inspections done are also recorded against the inspectors name as demonstration of competence.

6.0 Inspector Competence

Inspectors are declared competent on the basis of attending a relevant internal inspection training
course. Then they should observe for one inspection and carry out one further inspection under
supervision. Alternatively inspectors may be declared competent by observation of their
performance during training inspections.

To remain competent an auditor must carry out a minimum of four inspections per year. At one of
these inspections they must be observed by HSE for one full inspection to ensure that inspection
standards are being maintained.

Once a year an additional day of update training is also required.

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Area/Location: Date: Time: Duration:

Inspection Number: Lead Inspector: Inspector Page __ of __

Item Description Hazard Action Action: Complete?

Number Class. Number Y/N

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