Contents1.Introduction52.Implement a STOP Data Capture Sheet for a New Contractor

93.Scheduling of Detailed STOP Interventions

114.Conducting Detailed STOP Interventions

135.Conducting Ad Hoc STOP Interventions

146.Capturing Data in the PDO STOP Database

157.Capturing Data in an Excel STOP Data Capture Sheet

18

8.Capturing Data using STOP Cards

219.Create Reports and Produce Charts using the PDO STOP Database

2310.Produce Reports and Charts using the Excel Data Capture Sheet

2611.Uploading Data from the Excel Data Capture Sheet to the PDO Database

2812.The Implementation and use of STOP in the PDO Main Office

2913.Ensuring that actions from STOP are Followed-up and Closed-out

2914.Maintaining and Updating the PDO STOP Database

3214.Maintaining and Updating the Excel Data Capture Sheets

3315.Training New Users of the PDO STOP Database and the Excel Data Capture Sheet

3512.Ensuring Compliance to STOP with Compliance Audits

3713.Attachments:

391Definitions

2STOP Audit System Observation Screen3Excel Data Capture Sheet

4STOP Card6STOP Implementation and Compliance Audit document

SPECIFICATION: STOP1.Introduction

1.1Purpose

SP 1259 is intended to provide a simple but detailed guide for all participants in STOP according to their roles and responsibilities. 1.2Scope

This Specification applies to all PDO employees and to all Contractors with contracts tendered by PDO where the adherence to this specification has been specified as mandatory.

Throughout this document, shall means that an activity or requirement is mandatory.

1.3Distribution/Target Audience

SP 1259 is targeted at all employees in PDO and contractors for whom the adherence to this specification has been specified as mandatory (refer to ID PR 1171, Revision 4.0 of 01/01/02).

Distribution of this document is controlled by the Document Custodian.

1.4DefinitionsRefer to Attachment 11.5Description of (STOP) DuPont Safety Training Observation Program

The basic principle of STOP is that all injuries and occupational illnesses can be prevented. The main objective of the STOP program is to train each member of the line organization to eliminate incidents and injuries by skilfully observing people as they work, talking with them to correct their unsafe acts, and encouraging them to follow safe work practices.

The responsibility for safety is placed solidly within the line organization, from the top manager on down to the first-line Leader. Each Leader is accountable for the safety effort and performance of their area of responsibility.

STOP requires Leaders to:

Carry out Scheduled STOP Interventions according to a schedule whereby time should be set aside to carry out a hour STOP audit on a specific area of the worksite. Carry out Ad Hoc STOP Interventions on a daily basis.

STOP requires encouragement of good safety practice.

STOP is not just filling out an intervention card. It requires you to follow the intervention cycle, Decide Stop Observe Act Report. One of the most important aspects is the communication with the personnel during the STOP intervention. This is when the Leader can encourage good behaviour/practice and with the individual, identify and discuss unsafe acts and hazards. Also he must make sure the individual understands the unsafe acts and hazards.

STOP does not recommend establishing a quota system for the number of cards filled in as it can lead to a safety competition environment with poor quality of observations and STOP cards.

There should be an audit system for STOP cards submitted.

Submitted STOP cards should be used at the worksite during HSE or toolbox meetings.

To help ascertain whether the Contractors interventions conform to those required of STOP, there is a Joint Intervention Tour Checklist in Appendix 6 of the STOP Administrators and Leaders Guide.Objective of STOPTo eliminate incidents and injuries. The key to eliminating incidents and injuries is to modify behaviour by observing people as they work and intervene by talking with them to encourage safe working practices and eliminate at-risk behaviour.Principles

STOP is based on a safety philosophy that consists of the following principles:

All injuries and occupational illnesses can be prevented.

Safety is everyones responsibility.

Management is directly accountable for preventing injuries and occupational illnesses.

Safety is a condition of employment.

Training is an essential element for safe workplaces.

Safety audits must be conducted.

Safe work practices must be reinforced and all unsafe acts and unsafe conditions must be corrected promptly.

It is essential to investigate injuries and occupational illnesses as well as incidents with the potential for injury.

Safety off the job is an important element of the overall safety effort.

Preventing injuries and occupational illnesses is good business.

People are the most critical element in the success of a safety and health program.

Main Concepts

Unsafe behaviour causes injuries.

Line management is accountable for safety.

Standards determine performance.

Silence is consent.

Behaviour indicates attitude.

Understanding increases motivation.

Hazards can be minimized.

Safety has the highest priority.

Safety is a daily responsibility.

Techniques

STOP follows the Safety Intervention Cycle; Decide Stop Observe Act Report

Decide that safety auditing is an important priority. Allocate time to audit peoples work practices and behaviour on the job.

Stop near enough to the person so that you can clearly see what they are doing. Be alert for unsafe acts in the first 10 to 30 seconds.

Observe everything the person is doing in a careful systematic way as you review the audit categories in your mind; i.e. reactions of people, personal protective equipment, positions of people, tools and equipment, specifications and house keeping.

ACT by talking with the person to reinforce safe work practices and address at-risk behaviour.

Report your interventions and actions on a STOP safety intervention card.

The PDO STOP Database is a repository for capturing interventions and corrective actions according to the STOP checklist and it is a resource for producing statistics and graphic reports that will assist Leaders to proactively manage behavioural safety in PDO.The PDO STOP Data Capture Sheet is a Microsoft Excel based audit scheduling and data capture sheet that has been designed to be used by PDO contractor companies and by their subcontractors in cases where such contractors and subcontractors do not have access to the PDO STOP Data Base.

1.6STOP TrainingSTOP training is integrated into the core HSE Learning Ladders for new PDO and Contractor staff into the following courses: HSE Induction, HSE Tools & Skills, Dealing with Hazards & Risks and Safety Leadership courses, all of which form part of the HSE training ladder.

STOP training is progressive through the courses for all new staff, so that by the time they finish the core HSE Learning Ladder, they will be fully familiar with the STOP system applicable to their role.All staff may refer to HSE training specification document SP 1157 which is available on the HSE Training web page. Contract Holders are to ensure that their contractors are familiar with the document, which is accessible electronically from the external internet.

1.7STOP and the PDO Life-Saving RulesThe STOP program should not be confused with the Life-Saving Rules. The Life-Saving Rules define minimum requirements that apply to all PDO and contractor staff and set out the consequences that will be applied when the rules are not adhered to. If a rule violation is observed the disciplinary procedure will be applied. The main objective of the STOP program is to train each member of the line organization to eliminate incidents and injuries by skilfully observing people as they work, intervening with them to correct their unsafe acts, and encouraging them to follow safe work practices. STOP promotes safe behaviours and is unrelated to the disciplinary procedure.1.8Deliverables of the PDO STOP Database and the Excel Data Capture Sheet1.8.1Records and reports as produced by the PDO STOP Database as required in the case of PDO Employees and Contract Company Employees who have access to the PDO STOP Database or who use the Excel Data Capture Sheet. The accumulated data from STOP scheduled visits and observations in a centralized data repository will provide the means to produce reports and analyse trends in behaviour based safety key performance indicators (KPIs)1.8.2.KPIs provide safety management information that may be used for decision making and for corrective action by line management to eliminate unsafe acts and unsafe conditions.

1.9Structure, Roles and Responsibilities

The PDO HSE Department provides support to the PDO line organization and to the Contractors of PDO through the following governance structure (figure 1.1).

Figure 1.1: PDO HSE Structure to Support STOP Implementation in PDO and for Contractors However, the responsibility and accountability for Behavioural Safety rests solely with the line organisation. The following STOP related roles or functions in the HSE Structure are important to this specification.

BS Corporate Focal Point

This refers to the position or function of the person in the HSE Governance Structure who has overall responsibility for the implementation, application and administration of STOP in PDO.

BS Contractor Focal Point

This refers to the position or function of the person (HSE Advisor or other) in the Governance Structure who has overall responsibility for the implementation, application and administration of STOP for a Contractor in PDO.

BS Area Focal Point

This refers to the position or function of the person in the Governance Structure who has overall responsibility for the implementation, application and administration of STOP in an area or location for a Contractor in PDO. This will be the Area HSE Advisor in the structure.

These roles and functions may be combined where all of the data administration functions may be performed by the BS Focal Point for an Area.The line organisation will have the overall responsibility and accountability for their:

Compliance to the STOP Intervention schedule

Quality of STOP interventions

Reports produced from the STOP intervention data

Results achieved from STOP.

The PDO HSE Department will be responsible to provide implementation and administrative support to the PDO line organisation with:

Implementation training for BS Focal Points

STOP Compliance Audits

Responsibilities may be delegated to PDO and Contractor personnel as indicated above. However the accountability would rest with the line or staff personnel charged with ensuring, as indicated below, that requirements are met. The following governance accountabilities may not be delegated:1.9.1PDO departmental heads and their line managers shall ensure compliance to the schedule, the quality of scheduled STOP Interventions and correct capturing of STOP data within their areas of responsibility.

1.9.2PDO Contract Holders shall ensure that their tendered contractors comply with the requirements of contractors and subcontractors as set out in this policy and specification.

1.9.3The corporate Behavioural Safety Champion (MSE11) shall ensure that the PDO STOP Database is maintained and updated where maintenance and updating is required.

1.9.4The Manager of a contract company that has a contract tendered by PDO shall ensure that there is compliance to the schedule and the quality of STOP interventions and accurate capturing of STOP data within their contract company.

1.9.5The corporate Behavioural Safety Champion (MSE11) shall ensure that there is overall compliance to the STOP requirements.

2.Implement a STOP Data Capture Sheet in Excel for a Contractor who does not have access to the PDO Data Base2.1Description for Implementing a STOP Data Capture Sheet

This is a spreadsheet in Microsoft Excel format. The BS Contractor Focal Point will be required to prepare a Data Capture Sheet in the Microsoft Excel workbook that is to be obtained from the PDO BS Corporate Focal Point (MSE11). The BS Contractor Focal Point will only add data or make changes to the cells that are unprotected in the workbook. The workbook consists of the following worksheets that the Focal Point needs to be most familiar with as these worksheets require the observer to add data or to check that information is correct:

Contract Details Contract company name, the contract holder name and the date of last version update to the sheet.

Biographic Detail The year and month that the sheet commences, the Leader/Observers details, Department/Function, Area/Location and frequency of scheduled interventions. These lists will have to be populated with the information for each contract company.

Data Capture All data from STOP interventions will be captured from the STOP cards in the appropriate fields in this sheet. This includes the details of the intervention such as the year, month and week, the observers name, the area where the intervention took place, the observation type and the categories of the safe or unsafe acts observed. It includes a checklist for the STOP Sub-categories and a section for the observer to add comments.

Corrective Action Log Corrective actions that arise from STOP interventions will be captured to the Corrective Action Log from STOP cards. This includes the details of corrective actions such as the date and area/location where the action was raised, a description of the deviation or non-conformance observed, the action taken or to be taken, the person responsible for the action and the status of the action (closed, verified and days till due or overdue).

% Compliance This is a table that shows the level of compliance to the STOP intervention schedule of each Leader in the structure. The name list is automatically updated when the Focal Point adds names to the biographical detail. STOP Schedule and Compliance % Compliance This table provides a record of the actual compliance to the required schedule of STOP interventions for each leader who participates in the Programme. The data in the table is automatically updated as Focal Points update biographical details and when they capture the data from STOP cards submitted by leaders following their scheduled audits.

Dashboard Charts This sheet automatically produces a count of the top 3 main and subcategory unsafe acts observed and a standard selection of charts from the data in the data capture sheet.

Note that each cell heading in each of the sheets where the BS Contractor Focal Point is required to add data, perform editing or change fields contains a comment box with instructions to the Focal Point. Also note that protected cells have a grey backgoround. 2.2Purpose of the STOP Data Capture Sheet

The STOP Data Capture Sheet is created when a new Contractor is included as a mandatory user of STOP where such a contractor does not have the capability to use the PDO STOP Database.

The Sheet is designed to capture all data and produce KPI reports from STOP interventions where these have been captured on the PDO STOP Card. STOP data may be captured directly in the Capture Sheet where multiple users of a Contractor have access to the Capture Sheet in a shared folder via a company network belonging to a Contractor.

2.3 Specification to Implement a STOP Data Capture Sheet for a Contractor

The Contractor appoints a suitably qualified person as the BS Contractor Focal Point for STOP

The PDO BS Area Focal Point provides the Microsoft Excel template and arranges with the Contractor for the Contractors Focal Point to be trained to use the Data Capture Sheet

The BS Contractor Focal Point enters the Contractors biographical data in the Data Capture Sheet by adding this data to the lists under the biographical data sheet headings (see cell comments for instructions to the Focal Point in the heading cells of the Biographical Detail worksheet)

Test that the drop-down list selections include the new (or changed) data from the biographical data list by testing the drop-down selections in the Data Capture sheet

Update and maintain the biographic information in the above manner as and when changes occur.

2.4Document Control and Flow of Documentation / Information

The template for the STOP Data Capture Sheet is to be given to all for whom STOP is mandatory and where such contractor companys dont have access to the PDO STOP Database. Access to the Data Capture Sheet is to be given only to BS Contractor Focal Points who are appointed by the Contractor to administer STOP

The Data Capture Sheet may be kept in a single user computer or in a shared folder in a computer network. Only the monthly report tables and dashboard charts produced in the Data Capture Sheet will be distributed.

2.5Frequency for Implementing a STOP Data Capture Sheet

The biographical data of the Contractor is loaded once initially and is then updated as required to incorporate changes to the biographical data. The biographical data is to be checked at least once per month at the beginning of the month.

2.6Responsibility for Implementing the STOP Data Capture Sheet

The HSE Team Leader is to provide the Contractor with the required template for the Data Capture Sheet and to ensure that a PDO resource is available to train the Contractors BS Contractor Focal Point in the use of the Sheet.

The Contractor Company is to appoint a suitably qualified person as the BS Contractor Focal Point.

The Contractors BS Focal Point is to prepare, update and maintain the biographical data in the Data Capture Sheet.

3.Scheduling of Detailed STOP Interventions3.1Description of the STOP Intervention Schedule The STOP Intervention Schedule is a requirement whereby all Leaders are scheduled according to the Leaders level to conduct a minimum number of Detailed STOP Interventions in a predetermined period in a specific area of responsibility. The frequency at which Detailed STOP Interventions are required to be done will depend on how close the Leader is to the worksite:

First Line Supervisor / HSE Advisor

-2 per month Manager

-1 per month Executive

-1 per 6 monthsLeaders are normally required to conduct scheduled Detailed STOP Interventions in the locations where they work. They may be requested to accompany Leaders or managers on their Interventions at other locations. 3.2Purpose of the STOP Intervention Schedule

The purpose of the Detailed STOP Intervention schedule is to ensure/provide that:

All areas of safety responsibility are adequately covered by routine Interventions All Leaders spend the minimum amount of their scheduled time doing Interventions There is a plan against which to measure the Leaders compliance

There is a leading indicator of management commitment to the prevention of injuries

It is possible to calculate a statistically relevant leading indicator of the number and category of safe or unsafe acts per audit hour. 3.3Specification for Scheduling STOP InterventionsThe following steps are followed in the specification for scheduling Detailed STOP Interventions: Identify all Leaders in the area, location or contract who will be required to participate in Detailed STOP Interventions New Leaders who have access to the PDO STOP Database will be included and authorised to use the Database with a Staff (MU) Number that will serve as their login code. The BS Focal Point will ensure that the level of the Leader is correctly indicated in the PDO STOP Database by selecting the Area FP tab and then the Schedules tab, and then the View / Modify Schedules tab where the Level of the Leader may be verified or changed. In the case of contractors who do not have access to the PDO Database, create a STOP Data Capture Sheet from a blank template for each Contractor Company (refer to procedure 2 above) List the names of all Leaders working for the Contractor in the biographical data sheet of the Data Capture Sheet (procedure 2 above)

Indicate the observers level, department and the required frequency of observations in the biographical data sheet

All Leaders will required to conduct a 30 minute Detailed STOP Intervention for the intervals as per their level as indicated in 3.1 above.

Changes to the level of Leaders will be updated on the Database and they will be scheduled for Detailed STOP Interventions at the frequency required for their new level. 3.4Document Control and Flow of Documentation / Information It is not required to distribute the STOP intervention schedule to Leaders provided that all of the Leaders understand the requirement of them in terms of (1) the intervals and (2) the locations where the Detailed STOP Interventions are to be conducted.

A Monthly Compliance to Schedule Exception Report will be produced showing the level of compliance to the schedule by all the Leaders in the area. The report will be submitted to the senior manager of the Division or Area and to the Behavioural Safety Champion. 3.5Frequency for Scheduling STOP Interventions New Leaders are to be added as users on the PDO STOP Database when they are appointed and have been trained in STOP.

Once a contractor Leaders name has been listed in the biographical data of the Excel STOP Data Capture Sheet, he is deemed to have been scheduled to conduct the minimum number of Detailed STOP Observations according to his level in the organisation on an ongoing basis and no further scheduling will be required.

Biographical changes such as changes to the status and job title of any Leaders are to be done at the end of every month to ensure that the intervals required for Detailed STOP Interventions are updated.

The Compliance to Schedule Report is to be produced at the end of every month. 3.6Responsibility for Scheduling STOP Interventions The BS Area/ Contractor Focal Point is to assist new users to login to the Database and to use it according to the requirement for their level.

The BS Area/ Contractor Focal Point is to update the Database once per month with biographical changes (e.g. transfers and promotions).

The PDO Database Controller (IT) will ensure that the Database has the functionality to schedule all Leaders for Detailed STOP Interventions

The BS Area/ Contractor Focal Point will produce and distribute the Monthly Compliance to Schedule Exception Report

The Manager of the Contractor will ensure that all of the Leaders employed by the Contractor understand and comply with the requirements of the STOP Schedule and Specification. For contractors using the Excel sheet the BS Contractor Focal Point will identify and list the names of the Leaders that are employed by the Contractor in the biographical data of the STOP Data Capture Sheet. He will update and maintain this list by making changes as they occur.

4.Conducting Scheduled Detailed STOP Interventions4.1Description of Detailed STOP InterventionsA Detailed STOP Intervention is a scheduled intervention by a Leader, preferably accompanied by a peer, a Leader at a level below him, or an HSE resource, to a predetermined location where personnel are engaged in work activity. The Leader will conduct Detailed Interventions of personnel and will intervene with a person / personnel regarding safe and unsafe acts, practices or conditions. A measure of an individual Leaders performance may be tied to the number of his compliance to the schedule of Detailed STOP Interventions and rewards could be tied to quality or the results of his interventions as opposed to the actual number of Interventions.

4.2Purpose of Detailed STOP InterventionsThe purpose of the Detailed STOP Intervention is to systematically eliminate unsafe acts in the workplace by Leaders regularly identifying unsafe acts, conditions and practices where work is being performed and by engaging with personnel in such a manner that there will not be repeat incidents. This includes applying the STOP techniques for observing, for communicating effectively with personnel, for capturing information about safe and unsafe acts, for taking corrective action and for making effective use of information gathered during Detailed STOP Interventions.In the Detailed STOP Intervention each item in each category will be observed in detail e.g. for PPE 4 items are observed 1)Proper fit 2) Certified by recognised testing Agencies 3) Proper maintenance 4) Proper use.4.3Specification for Conducting Detailed STOP InterventionsThe Leader will: Prepare for the Detailed STOP Intervention by setting aside a predetermined time slot of 30 minutes to conduct the Intervention and by arranging this with the person who will accompany him on the Intervention Conduct the Intervention in the area/location for about 30 minutes Hold a conversation with personnel who have been observed and intervene where unsafe acts or conditions have been observed using the STOP techniques that leaders have been trained to use

Make mental notes of what he observed, the action that was taken and the follow-up action that is required

Hold a short debriefing with the person who accompanied the Leader to share or exchange interventions

Capture the information from the Intervention directly into the PDO STOP Database, or

Submit STOP cards to the Focal Point, or deposit cards into a STOP Deposit Box at the sites where such facilities are provided. The ideal practice however, will be for all Leaders to have direct access to the PDO STOP Database Where Leaders have shared access to the Excel based STOP Data Capture Sheet such as on a company network Leaders will capture their Detailed STOP Observation directly in the capture sheet.

4.4Document Control and Flow of Documentation / Information Data from STOP Interventions should be captured directly in the capture screen of the Database or in the Excel Data Capture Sheet STOP Cards that have been filled in may either to be handed to the BS Contractor Focal Point, or deposited in a STOP Deposit Box.

4.5Frequency for conducting Detailed STOP InterventionsThe frequency required for Detailed STOP Interventions is:

Twice per month for Supervisors and HSE Advisors

Once per month for Managers

Once every six months for Executives4.6Responsibility for conducting Detailed STOP Interventions All Leaders of PDO and of Contractors are automatically scheduled according to their level at the above intervals and are responsible for carrying out Detailed STOP Interventions.

5.Conducting Ad Hoc STOP Interventions5.1Description of Ad Hoc STOP Interventions

With Ad Hoc STOP Interventions the emphasis is placed more on the Intervention (i.e. the verbal interaction) with employees and less on the use of the STOP information. Therefore the use of STOP Cards or of capturing the data of the intervention in the Database is discretionary, depending on whether the observer wishes to communicate or record this information.

5.2Purpose of Ad Hoc STOP InterventionsThe purpose of the Ad Hoc STOP intervention is:

To eliminate unsafe acts in the workplace by employees regularly identifying unsafe acts and practices To intervene with personnel in such a manner that there will not be repeat incidents of the same or similar unsafe acts. As with the scheduled Detailed STOP Intervention, this includes:

Applying the STOP techniques for observing and for communicating effectively with personnel

Capturing information about safe and unsafe acts and acting upon such information.5.3Specification for conducting Ad Hoc STOP InterventionsEmployees will:

Intervene with personnel when observing unsafe acts or conditions Make mental notes of what he observed, the action that was taken and the follow-up action that is required

Decide if the unsafe act has significance to inform the responsible person

Hold a conversation with personnel who have been observed and intervene where unsafe acts or conditions have been observed using the STOP techniques that he or she have been trained to use

Capture the intervention in the PDO Database or in the Data Capture sheet, or complete and submit/deposit a STOP Card (optional for Ad Hoc Interventions). 5.4Document Control and Flow of Documentation / Information

Refer to Document Control and Flow of Documentation under Scheduled STOP interventions above. The capturing of data for Ad Hoc STOP Observations is optional. 5.5Frequency for conducting Ad Hoc STOP Interventions Ad Hoc STOP Interventions have no set frequency. Completed STOP cards are to be submitted not later than the close of the last working day of each week. Where data is entered directly into the PDO STOP Database or Excel Data Capture Sheet, this should be done as soon as possible after the intervention has been made and not later than the end of the week and the last day of the month. 5.6Responsibility for conducting Ad Hoc STOP Interventions All employees have a duty and a responsibility to conduct Ad Hoc STOP interventions to address unsafe acts irrespective of the location

All Leaders are required to ensure that their direct reports conduct Ad Hoc STOP Interventions as the need or opportunity arises.

6.Capturing Data from STOP Interventions directly in the PDO STOP Database6.1Description for capturing data in the DatabasePDO Leaders and Contractors will have a MU, MUC or MUE Number that will enable them to capture data from their Detailed STOP Interventions directly into the PDO STOP Database. Capturing data from Ad Hoc STOP interventions is optional.

6.2Purpose for capturing data in the DatabaseThe PDO STOP Database provides a centralised repository for all STOP data captured throughout PDO. The purpose is to enable large amounts of data to be stored and processed in the Database which has a wide range of data analysis options and capabilities. The Database is able to produce leading and current safety indicators, based upon which Leaders can make important and proactive decisions that will improve safety in PDO. 6.3Specification for capturing data in the DatabaseThe Leader capturing his data will: Gain access to the database with the web link http//swww.pdo.shell.om through MSE11.PDO staff and Contractors log in with their own unique staff number e.g. (MUxxxxx) and click the log in tab

Contractors may use the alternate click here tab

After successful logon, the Leaders Name and Staff/Contractor Number will be displayed on the screen. If the information that is displayed is not correct, log off windows and login again with login name and password.

The user will then have four options to select: Observation; Reports; Charts; Logout. Click the Observation option and then select Record New Observation. This will open the STOP Audit System Observation Screen (refer to the sample in Attachment 2). Click the drop-down arrow in the Observation Type tab and select Normal for Ad Hoc Interventions, Vehicle related where the intervention involved vehicle usage, Scheduled visit where a Detailed STOP Intervention was conducted. The company number, name of the observer and date are automatically displayed. Click the drop-down arrow in the Directorate tab and select the directorate under which the area resides where the Leader (observer) conducted the observation. Do the same for the Dept- Function, Area and Location tabs. If no unsafe acts were observed click the All Safe tab and then type a description in the Safe Acts Observed window and type a description of actions in the Actions taken to encourage continued safe performance window

If unsafe acts were observed complete the STOP CARD OBSERVATION CHECKLIST by activating a tick in the selection options under the five Main STOP Categories

Type a description of the unsafe acts in the Unsafe Acts Observed window, and then type a description actions in the Immediate corrective action and Actions to prevent recurrence windows When all entries have been made in the STOP Audit System (Observation Screen) click the Save Observation tab, and the click the Exit Window tab

Repeat the above specification and use the Record New Observation for each and every intervention. Separate observations must not be combined in one (Intervention Screen)

Modify or edit an observation by selecting the Modify Observation tab which can be found directly below the Record New Observation tab. Database users may refer to the on-line STOP Audit System User Manual if they are uncertain of any of the specifications referred to above, or they may request assistance from the BS Focal Point in their Area. The User Manual selection tab may be found in the Login window for Contractors. By clicking on this tab the User Manual index sheet will open where the user will be able to select the required help option.6.4Document Control and Flow of Documentation / InformationThe users of the PDO STOP Database are required to work online. Reports of interventions may be defined and accessed directly by all authorised users, i.e. all PDO personnel and contractors who have access via a staff or MU Number. Authorised users may copy, print and distribute information to the personnel requiring this information.6.5Frequency for capturing data in the DatabaseThe standard specification is to complete the data entry immediately after the STOP intervention or at the earliest possible opportunity, but not later than the end of the week in which the intervention was made so that the data reflects in the period that it occurred.6.6Responsibility for capturing data in the Database Each Leader will capture his own interventions in the Database. A Leader may capture interventions in the Database on their behalf of subordinate Leaders. A BS Focal Point may capture interventions on behalf of Leaders.

In all cases the person capturing data on behalf of another will use the staff MU number of the Leader who made the intervention.

7.Capturing Data from STOP intervention directly in the STOP Excel Data Capture Sheet7.1Description for capturing Data in the Data Capture Sheet

This Microsoft Excel based data capture and data analysis tool has been developed specifically for Contractors of PDO:

To schedule STOP interventions for Leaders To capture data from STOP cards

To produce reports (tables and charts) that will provide Leaders with useful behaviour based safety indicators.There may be three types of users who will capture data in this capture sheet:

BS Contractor Focal Points who may capture data from STOP cards into the Capture Sheet, make changes to unprotected cells of the spreadsheet, perform data analysis and produce reports or graphs.

Network users who may have access to the Data Capture Sheet through a shared folder on a network may capture their STOP interventions directly in the Capture Sheet and will not do data analysis or produce reports and graphs. All users will be required to be familiar with STOP in order to understand the categories and subcategories in the STOP cards.

7.2Purpose for Capturing Data in the Data Capture Sheet

The STOP Data Capture Sheet provides a centralised repository for all STOP data captured for a Contractor. The purpose is to enable data to be stored and processed in the spreadsheet. Sort options may be used to produce meaningful leading and current safety indicators, based upon which Leaders can make important and proactive decisions that will improve safety in PDO and in the Contractors area of responsibility.

7.3Procedure for Capturing Data in the Data Capture Sheet (refer to Attachment 3)

Open the Excel spreadsheet in the designated folder in your explorer, or in the shared folder in the case of a network

Select the Data Capture worksheet, then for each STOP intervention:

Select the first blank row below the last entry in the Card Number column and enter the Year, and Month. Select the Week of the month when the STOP card was completed and enter the number 1 in that cell. Enter the Observer Name using the drop-down arrow. Select the Area where the STOP intervention was made, using the drop-down arrow.

If there were no unsafe acts observed enter a number 1 in the All Safe column.

Choose the Subcategory using the drop-down arrow where the STOP card shows an unsafe intervention under any of the five Main Categories. Type a short description of the safe or unsafe intervention or add a comment under STOP Intervention Description/Comment. More than one STOP Subcategory may be marked as unsafe in the same row.

Click the REFRESH DATA tab in the DataInput worksheet and then save the Workbook after all new entries have been captured. Carry out a regular back-up of the workbook.

7.4Document Control and Flow of Documentation / Information

The Data Capture Sheet will be under the control of the BS Contractor Focal Point, who will allow other personnel limited access to the sheet in cases such as where it is kept in a shared folder on a network or on an intranet. Only unprotected cells will be populated with captured data. There will be no distribution of the completed STOP Cards or of Intervention data that is entered in the Data Capture Sheet. Tables and graphs will be produced from the data and these may be distributed to Leaders for use in their safety meetings.

7.5Frequency for Capturing Data in the Data Capture Sheet

STOP Deposit Boxes at Contractor facilities are to be cleared of completed STOP Cards and are to be re-supplied with blank STOP Cards by the BS Contractor Focal Point at least once per week at the close of the week.

The cycle for producing reports from the STOP data is weekly, monthly and yearly. It is therefore required that users must capture intervention data before the close of the week and before the close of the month. To avoid a situation where there is an accumulation of STOP cards to be captured at the end of a reporting period, the best practice would be to capture data from STOP interventions on a daily basis.

7.6Responsibility for Capturing Data in the Data Capture Sheet

The BS Contractor Focal Point will be responsible for capturing the data from the STOP Cards

Leaders who have been trained and authorised to do so may enter their own STOP interventions directly into the Data Capture Sheet for Contractors.

8.Capturing Data from STOP Interventions using STOP Cards8.1Description and purpose for capturing data in the Database using STOP cardsPDO Leaders and Contractors MU/ MUC numbers will enable them to enter their data from their Detailed STOP interventions in the PDO STOP Database. However those who dont have access to the Database, they would capture their interventions on STOP cards.

Data would later have to be transferred from the STOP cards to the Database where it may be included in the total data pool thus ensuring that the information from the Database is representative of all areas in PDO. STOP cards may either be deposited in a STOP Deposit Box or given to a BS Focal Point. There will be a STOP Card Deposit Box situated at each site in each area where PDO Contractors work, as well as in each building at the PDO Main Offices.

Capturing data on STOP cards for Ad Hoc STOP interventions is optional.

8.2Specification for capturing data in the Database using STOP Cards8.2.1Capture an intervention using a STOP card (refer to Attachment 4):

Complete the STOP intervention Use one STOP card for each person, group or condition (safe or unsafe act) observed If no unsafe acts were observed only the All was Safe box must be ticked on the front of the card If unsafe acts or conditions were observed mark the tick box that describes the unsafe act under the six main categories on the front of the card Describe the Safe Acts Observed and the Action Taken to Encourage Continued Safe Performance in the green section on the reverse side of the card.

Describe the Unsafe Acts Observed, the Immediate Corrective Action Taken and the Action to Prevent Recurrence in the red section on the reverse side of the card

Enter Observation Date, mark YES/NO for Action Closed Out, and enter Observer Co. No.

Enter Team, Function/Resp. Section and Area/Location of the intervention.

8.2.2Submit STOP cards for data to be transferred to the Database Submit cards to BS Area/ Contractor Focal Point, or

Deposit cards in a STOP Card Deposit Box

8.2.3Collect cards from STOP Card Deposit Boxes and replenish with blank cards Unlock boxes, remove all completed cards and place a supply of blank cards for users in the unlocked section of the STOP Card Deposit Boxes Sort STOP cards by observer before capturing data from the cards in the Database 8.2.4Capture data from STOP cards to the Database Follow specifications 4.3 and 5.3 above to capture data from STOP cards to the Database.8.3Document/Information Flow when using STOP CardsObservers:

Collect blank STOP cards from the STOP Card Deposit Box Deposit completed STOP cards in the locked STOP Card Deposit BoxBS Focal Points:

Collect completed STOP cards from the STOP Card Deposit Box and replenish with blank STOP cards8.4Frequency for capturing data from STOP Cards to the Database

Collect completed STOP cards from the STOP Card Deposit Box at least once per week at the end of the week Capture data from STOP cards into the Database at least once per week and not later than the month end.8.5Responsibility for capturing data from STOP Cards to the PDO Database

It shall be the responsibility of the BS Contractor Focal Point and the BS Area Focal Point to collect STOP cards from the STOP Card Deposit Boxes and to capture data from the cards to the Database.

A Leader may capture interventions from STOP cards on their behalf of subordinate Leaders.

A BS Focal Point may also record interventions on behalf of Leaders. Where a contractor does not have access to the PDO Database it shall be the responsibility of the BS Contractor Focal Point to collect STOP cards from the STOP Card Deposit Boxes and to capture data from the cards to the Excel Data Capture Sheet.

In cases of data capturing using the PDO Database the person capturing data on behalf of another will use the staff MU number of the Leader who made the intervention on the STOP Card.

Where a contractor uses the Excel Data Capture Sheet the BS Contractor Focal Point capturing data on behalf of another will use the name of the Leader who made the observation as shown on the STOP Card.

9.Create Reports and Produce Charts using the PDO STOP Database9.1Description for Producing Reports and Charts in the PDO STOP DatabaseThe PDO STOP Database is able to store vast amounts of STOP data captured over a long period of time. The options in the Database make it possible to produce a large selection of report tables and graphs of the data for weekly, monthly, yearly or custom intervals with sort options by directorate, department/function, area and location.

9.2Purpose for Producing Reports and Charts in the PDO STOP DatabaseReports and charts are produced to provide PDO Leaders with useful and relevant leading and current indicators of behavioural safety in the organisation as a whole and in specific areas and locations. When behavioural safety information from the Database is communicated and used effectively in toolbox and in safety meetings, corrective and preventive action can have a lasting impact on reduced unsafe acts and thereby, reduced injuries. 9.3Specification for Producing Reports and Charts in the PDO STOP DatabaseThe specifications below focus on examples drawn for an Area and/or Location. Higher level sort options may be used by following the same specifications and selecting a particular Directorate, Department or Function. The screen in the Database is scalable and the user may select the required level of detail. 9.3.1An Individual Leaders Observations:

Select the Intervention tab, then Search

Select a period or data range using the drop-down arrows for From Date and To Date

Choose to access the STOP observations recorded by a Leader either by selecting By Card I, By Observer No or by Observer Name Read output from the Observation List

Produce tables and charts. 9.3.2All Leaders Report or Chart of Compliance to the Schedule:

Select the Reports tab and select Observation Type Wise In the Observation Type Wise window, select All in the Observer dropdown arrow, select a date range, select the date range and then select the Directorate and Scheduled visit in the observation Type tab. Select ALL in theObservation Status tab. Select to View Report, or Download. This will list the observations in a table made by all of the Leaders in an area and/or a location as the Percentage STOP Compliance. To produce a compliance chart select Directorate Report under the Area FP tab. Select the Year then choose either the Percentage Compliance or the Based on No of visits tab to preview a chart of the percentage compliance by Directorate or a chart showing the ACTUAL against the SCHEDULED visits. 9.3.3Produce Reports in the Database:

Select the Reports tab and select the type of reports from the drop-down options Select Analysis and choose the required sort from the drop-down options

Within each of the options, select the date range (week back, month back, year back, or based on dates)

Select All Safe in the Category List

Select Detailed Analysis to sort by Area/Location, Directorate/Dept/Function or by Category/Subcategory To go back, select Reset

9.3.4Produce Charts in the Database:

Select the Charts tab and select from Charts All, Safe vs Unsafe or Observation Type Charts In the Grouping Options, select the date range or week back, month back, year back, or based on dates Select Category, the Directorate, Department, Function, Area and Location using the drop-down selection of these tabs.

Where data is required for a specific Area or Location, select ALL in the Directorate, Department and Function tabs.

Where high level sort data is required select a specific Directorate, or Department or Function and select ALL in the rest of the selection options.

Select to Bar Chart or Pie Chart from the View tab.

Click the View Chart tab. To go back, select Reset

9.3.5Produce STOP Main Category and Sub Category Charts in the Database (Example): Select the Charts tab and select either Charts All or Observation Type Charts In the Grouping Options, select the date range (week back, month back, year back, based on dates)

Find the required graph data in the Category List tab and select either ALL or one of the main STOP categories in the Category List drop-down options Select ALL, or the required selection in Directorate, Department, Function, Area and Location tabs using the drop-down selection of these tabs

Where high level sort data is required select a specific Directorate, or Department or Function and select ALL in the rest of the selection options.

Select to Bar Chart or Pie Chart from the View tab.

Click the View Chart tab. This will set a graph for the split between Safe and Unsafe acts in a bar or a pie chart for an area and/or a location.

9.4Document Control and Flow of Documentation / InformationReports and charts of the above indicators are available to all Leaders of PDO and Contractors when they access them within the Database. The may also be distributed electronically to Leaders according to their areas of responsibility for reference in Toolbox Meetings and Safety Meetings. 9.5Frequency for Producing Reports and Charts in the PDO STOP DatabaseReports and graphs should be accessed by Leaders, or distributed to them by email at the required intervals that will enable them to review their STOP indicators for a period that corresponds with the frequency of their toolbox and/or safety meetings.The indicators should be reviewed at meetings where the intervals should be at least:

Quarterly for Corporate level

Monthly at Contractor Level

More frequently at site level.

9.6Responsibility for Producing Reports and Charts in the PDO STOP Database All Database users who have an MU Number are able to produce their own reports and graphs in the Database. The BS Area/ Contractor Focal Point for PDO and for Contractors will produce and distribute the reports and graphs for safety meetings at the required intervals.

The BS Area/ Contractor Focal Point will carry out the analysis of the information in the Database and prepare recommendations for the Leaders for their areas of responsibility.10.Produce Reports using the Excel STOP Data Capture Sheet10.1Description for Producing Reports with the Data Capture Sheet

The Data Capture Sheet has been developed to produce tables and charts (a dashboard).

A Contractor and/or each area will have a standalone spreadsheet where the STOP card data is captured only for the Leaders of the Contractor and/or the area and will enable the Contractor to produce a selection of tables and charts. 10.2Purpose for Producing Reports with the Data Capture Sheet

Reports and charts are produced to provide the Leaders and managers of Contractors with useful and relevant leading, current and lagging indicators of behavioural safety in their operations. When behavioural safety information from the STOP intervention data is communicated and used effectively in safety meetings, corrective and preventive action can have a lasting impact on reduced unsafe acts and thereby, reduced injuries.

10.3Procedure for Producing Reports with the Data Capture Sheet

The following procedure is followed to prepare and update a selection of tables and charts in the Data Capture Sheet.Table showing % Compliance to the STOP Schedule:

Select the % Compliance sheet. The sheet will be automatically updated when the BS Contractor Focal Point makes changes to the biographical data for Leaders.

The sheet will automatically be updated if any STOP cards were received for the manager or supervisor for the month when the Focal Point captures the interventions from STOP cards. This will automatically indicate the percentage compliance of each Leader to the schedule of audits for each month for of the year.

The % Compliance table will be automatically updated when the BS Focal Point activates the REFRESH DATA cell in the Data Input sheet. The % Compliance table may be distributed as a report.

Table showing Actual and Cumulative Weekly and Monthly % Compliance to the STOP Schedule:

Select the Schedule & Compliance sheet. The sheet will be automatically updated when the BS Contractor Focal Point makes changes to the biographical data for Leaders.

The table will automatically be updated if any STOP cards were received for the manager or supervisor for the month when the Focal Point captures the interventions from STOP cards. This will automatically indicate the percentage compliance of each Leader to the schedule of audits cumulatively and for each week and month for of the year. The reds and greens table will show a zero in a red background for each week where a leader did not conduct any scheduled interventions and a one in a green background for each week where a Leader conducted a scheduled intervention. The reds and greens table will be automatically updated when the BS Focal Point activates the REFRESH DATA cell in the Data Input sheet. The Schedule & Compliance table may be distributed as a report.

Table showing Leading, Current and Lagging Indicator Data Select the DataInput sheet. The BS Contractor Focal Point will enter the REFRESH DATA tab after new data has been captured in the Data Capture sheet. This will automatically update the following monthly performance tracking data in the table:

Unsafe Act Index

% STOP Visits Completed

Corrective Actions Open

Corrective Actions Overdue

Corrective Action Status (shown in a table) Select the Corrective Action Log worksheet. When the BS Contractor Focal Point captures corrective actions from the STOP cards the Corrective Action Log this sheet will automatically update the current status of corrective action in the table which may be distributed as a report.

The Dashboard Select the Dashboard worksheet.

The charts in the Dashboard are automatically updated when the BS Contractor Focal Point enters the REFRESH DATA tab in the Data Input sheet after new data has been captured in the Data Capture sheet. . Save the Workbook.

10.4Distribution of Reports from the Data Capture Sheet

The BS Contractor Focal Point will distribute copies of the tables and charts to the Contract Holder, to the Manager of the Contractor and to each Leader according to his area of responsibility.

10.5Frequency for Producing Reports from the Data Capture Sheet

The tables and charts must be updated, refreshed and reports are to be distributed at least once per month after the close of the month once the data of all from the STOP cards for the month has been captured in the Data Capture Sheet.

10.6Responsibility for Producing Reports from the Data Capture Sheet

The BS Contractor Focal Point for each Contractor and/or Area will:

Prepare the initial Data Capture Sheet and format the tables and charts

Update, refresh and distribute the tables and charts at the required frequencies. 11.Uploading Data from the STOP Excel Data Capture Sheet for Contractors to the PDO STOP Database

11.1Description of uploading data from the Excel Capture Sheet to the PDO DatabaseContractors who do not have access to the PDO Database are required to make use of the Excel Data Capture Sheet. The STOP Intervention Data that is to be captured from STOP cards to the Excel sheet may be uploaded manually to the PDO Database in order that the data from contractors may eventually be included in the PDO Database. The Contract Holder will determine the requirement for uploading data to the PDO Database for each contractor depending upon the facilities available to do so. In the event of the Contract Holder requiring a contractor to manually upload STOP data from Excel sheets into the PDO Database the Contract Site Manager will be required to ensure that:

A Staff member with MU number is granted access to PDO Database for all the Leaders of the contractor

A resource is identified for the data administration task of manually uploading the observation data from the Excel sheet to the PDO Database 11.2Purpose for uploading data from the Excel Capture Sheet to the PDO DatabaseIt is expected that STOP Intervention data must be representative of all PDO operations and therefore it is necessary to include this data in the centralized PDO Database which will be the repository for all STOP data and from which a common set of reports, charts and graphs may be produced. 11.3Specification for uploading data from the Excel Capture Sheet to the PDO Database The BS Contractor Focal Point will close off the Excel Data Capture Sheet at the end of each month once all STOP data has been captured for the month The REFRESH function will be activated and a back-up copy will be forwarded to the Contract Holder, Contract Site Manager and to the BS Area Focal Point The data summary sheet may then be used to manually capture each observation entry for the month into the PDO Database against the name of the observer. 11.4Frequency for uploading data from the Excel Capture Sheet to the PDO Database Monthly, at the end of each month.11.5Responsibility for uploading data from the Excel Capture Sheet to the PDO Database

The Contract Site Manager will appoint a person who will be responsible for manually uploading data from the Excel sheets to the PDO Database.12.The Implementation and use of STOP in the PDO Main Offices12.1Description of the Specification for the Main OfficesThe PDO and Contractor leaders based at the PDO Main Offices are required to participate fully in the programme by conducting Scheduled Detailed STOP Interventions in their office areas as well as Ad Hoc Interventions in any parts of the Main Offices. 12.2Purpose for the implementation of STOP in the PDO Main OfficesThe purpose for conducting STOP Interventions in the PDO Main Office Areas is to raise and maintain the awareness of the need to systematically eliminate unsafe acts in all areas and locations where people work. This is to be achieved by Leaders regularly identifying unsafe acts, conditions and practices and by engaging with personnel in such a manner that there will not be repeat incidents. This includes applying the STOP techniques for observing, for communicating effectively with personnel, for capturing information about safe and unsafe acts, for taking corrective action and for making effective use of information gathered during Detailed STOP Interventions.

12.3Specification for implementing and using STOP in the PDO Main Offices Leaders in the Main Office will be automatically scheduled to conduct Detailed STOP Interventions. Conduct Detailed STOP Interventions as per the schedule

Conduct a STOP focus hour within departmental safety meetings in order to encourage Leaders to talk about and support STOP implementation and feedback on other departments or contractors best practices Conduct Ad Hoc STOP Interventions when Leaders observe safe acts, unsafe acts or unsafe conditions Capture data from interventions directly in the Database as indicated in specification number 6 above

Capture interventions in the Database using STOP cards as indicated in specification number 8 above Create reports and produce charts using the STOP Database as indicated in specification number 9 above12.4Responsibility for implementing and using STOP in the PDO Main OfficesIt will be the responsibility of the HSE Team Leader to ensure that:

Leaders in his/her directorate are identified and scheduled to carry out STOP visits for their Offices once a month. HSE team leaders should accompany a leader while conducting his/ her STOP visit.

Ensure that all corrective actions are captured on STOP card and then entered into the database.

BS Corporate Focal Points give support to HSE team leaders in the follow up

13.Ensuring that Actions from STOP are Followed-up and are Closed-out13.1Description of Action Follow-up and Action Close-outActions are created in the Database when they are captured in the Database Observation Screen. These actions remain in the Database Observation Report as Open until they are followed up and Closed by the observer.Actions are created in the Excel Data Capture Sheet when they are captured in the Corrective Action Log. These actions remain Open in the Corrective Action Log until they are Closed-Out by the BS Focal Point at the instruction of the Line Manager or the safety meeting leader.

13.2Purpose of Following-up and Closing-out Actions in the DatabaseTo ensure that:

Actions are taken to address the Unsafe Acts and Unsafe Conditions and to prevent their recurrence The Database is updated and Observation Reports reflect the current status of actions.13.3Specification for Following-up and Closing-out Actions in the Database Follow-up on actions that are still open by addressing the shortcoming or the exception that was believed to have been the root cause or that contributed to the unsafe act or unsafe condition when the intervention was made Address the shortcoming or exception by taking the required action

Open the STOP Observation (Modify) screen in the Database Use the View-Edit function and change the Status cell from Open to Closed13.4Specification for Creating Actions, Following-up and Closing-out Actions in the Excel Data Capture Sheet The BS Contractor Focal Point captures Actions to Prevent Recurrence from STOP cards to the Corrective Action Log may use his discretion and assign responsibility for the action and set a close-out date for the action

The BS Contractor Focal Point sends the Corrective Action Log to the manager who leads the safety meeting prior to the next meeting

The manager who leads the safety meeting assigns a name for the Responsible Person and sets a close-out date for each action and communicates this in his safety meeting

The BS Contractor Focal Point updates the Corrective Action Log with this information and distributes the updated Corrective Action Log to all personnel who have actions that are not closed-out to serve as a reminder

At each safety meeting all open actions are reviewed and they are closed-out by assigning a date of close-out in the Closed Out column

In certain instances Leaders will verify that actions have been addressed and a Date Verified will be entered in the Corrective Action Log.

13.5Responsibility for Following-up and Closing-out Actions in the PDO DatabaseIt will be the responsibility of each observer to:

Take the required action Follow-up to ensure that the action has been effective in addressing the issues in the intervention Close the action in the DatabaseIt will be the responsibility of the Line Manager to ensure that observers in their areas of responsibility:

Take action to address issues identified in their interventions Close-out outstanding actions in their intervention reportsIt will be the responsibility of the BS Corporate Focal Point to ensure that:

There is a periodic audit to determine the level of compliance by observers to closing actions

Observers and their line managers receive a report of compliance to closing-out actions.13.6Responsibility for Creating Actions, Following-up and Closing-out Actions in the Excel Data Capture SheetIt will be the responsibility of each observer to:

Record actions on their STOP cards Follow-up to ensure that the actions have been closed out and have been effective in addressing the deviations / non-conformances

Report at safety meetings when their actions have been closed-out

It will be the responsibility of the Line Manager to:

Ensure that observers in their areas of responsibility take action to address issues identified in their interventions

Review the Corrective Action Log in safety meetings, assign actions and close-out actions

It will be the responsibility of the BS Contractor Focal Point to administer the Corrective Action Log by:

Capturing actions from STOP cards Distributing the Corrective Action Log Updating the Corrective Action Log before and after safety meetings

14.Maintaining and Updating the PDO STOP Database

14.1Description of Maintaining and Updating the DatabaseThis part of the specification deals with the maintenance of the Database and with changes that will require programming such as changes to the structure or functionality of the Database.

14.2Purpose for Maintaining and Updating the DatabaseTo define the authority levels for doing maintenance work and for changing the Database.14.3Specification for Maintaining and Updating the Database Proposals or requests for changes to the Database must be submitted to the BS Corporate Focal Point.

The proposed changes will be investigated in detail by the BS Corporate Focal Point

The final proposal will be drafted in consultation with the PDO Database Controller (IT) where detailed specifications and cost proposals will be given

The final proposal will be submitted by the STOP Champion to the Executive for approval

14.4Responsibility for Maintaining and Updating the DatabaseIt will be the responsibility of the BS Corporate Focal Point to:

Receive requests for maintenance or changes to the Database

Investigate these requests

Prepare the detailed specifications assisted by the PDO Database Controller

Submit requests for approval

It will be the responsibility of the PDO Database Controller to:

Perform routine maintenance on the Database

Evaluate requests for changes and make recommendations as to their practicality

To do the cost estimates for budgeting and approvals Make changes or upgrades to the Database.15.Maintaining and Updating the STOP Excel Data Capture Sheet15.1Description for Maintaining and Updating the Data Capture SheetThis section deals with the maintenance of, or changes to the structure, layout or functionality of the Data Capture Sheet.

15.2Purpose of the Procedure for Maintaining and Updating the Data Capture SheetTo define the authority levels for doing maintenance work and for changing the Data Capture Sheet.15.3Procedure for Maintaining and Updating the Data Capture Sheet Proposals or requests for changes to the Data Capture Sheet must be submitted to the BS Corporate Focal Point.

The proposed changes will be investigated in detail by the BS Corporate Focal Point (MSE11) The final proposal will be drafted in consultation with the PDO Database Controller (IT) where detailed specifications and cost proposals will be given

The final proposal will be submitted by the BS Corporate Focal Point to the PDO Executive for approval

15.4Responsibility for Maintaining and Updating the Data Capture SheetIt will be the responsibility of the BS Contractor Focal Point to:

Make requests for maintenance or changes to the Data Capture Sheet

It will be the responsibility of the BS Corporate Focal Point (MSE11) to:

Receive requests for maintenance or changes to the Data Capture Sheet

Investigate these requests

Prepare the detailed specifications assisted by the PDO Database Controller

Submit requests for approval

It will be the responsibility of the PDO Database Controller to:

Perform routine maintenance on the Data Capture Sheet

Evaluate requests for changes and make recommendations

Make cost estimates for budgeting and approvals.16.Training New Users of the PDO STOP Database16.1Description and Purpose for Training New Users of the DatabaseNew Leaders of PDO and Contractors must be able to: Gain access to the Database

Enter their STOP Intervention Data in the capture screen

Prepare reports and graphs16.2Specification for Training New Users of the Database Gain first-time access to the Database when issued with and using the MU Number Open the Users Manual by clicking the Icon in the first screen

Work through the instructions and examples in the Users Manual

Obtain further assistance from the BS Focal Point for the area if required.16.3Responsibility for Training New Users of the DatabaseIt will be the responsibility of the BS Focal Point to ensure that all new Leaders are competent to use the Database. 17.Training New Users of the STOP Data Capture Sheet17.1Description and Purpose for Training New UsersNew users (Focal Points) will be required to attend a half day training programme at the commencement of the contract for a new PDO Contractor or when a new Data Administrator is appointed by a PDO Contractor. The Focal Point of new Contractors are required to be competent to:

Create a Data Capture Sheet for the Contract from a blank template

Enter the STOP Intervention Data from STOP Cards into the capture sheet

Prepare reports and graphs

Update or make changes to the biographical data for a Contractor in the Data Capture Sheet.17.2Procedure for Training New UsersWhen a new Contract is awarded by PDO:

The Manager of the Contractor will appoint an HSE Advisor who will be the BS Focal Point who will make a request to the PDO BS Area Focal to train the new BS Contractor Focal Point

The BS Contractor Focal Point sets up and populates a Data Capture Sheet for the Contract / Area as part of the practical training

PDO BS Area Focal Point ensures that the BS Contractor Focal Point is competent for the role and function and that the Data Capture Sheet is correct.

17.3Responsibility

It will be the responsibility of the PDO BS Area Focal point to:

Provide a template of the Data Capture Sheet

Provide training for the personnel of the Contractor

Assess the competence of the Contractors personnel to administer the Data Capture Sheet and to ensure that the Sheet has been correctly set up.

18.Ensuring Compliance to the STOP Specification with Compliance Audits18.1Description of STOP Compliance Audits

A corporate STOP Compliance Audit is a formal and structured audit conducted to assess or evaluate the level of compliance by the PDO community and by contractors to the PDO requirements for STOP as it has been set out in this specification and as set out in the training given to Leaders and their personnel. 18.2Purpose of STOP Compliance AuditsThe Compliance Audit will:

Review the status of implementation of STOP

Evaluate the competence of personnel to use and administer STOP

Review the quality of the STOP interventions conducted

Review the quality of the STOP cards and data captured

Review the quality and effectiveness of corrective action management

Review the Contractors Data Capture Sheets and the reports produced from the Data Capture Sheets. Review the Department or Area data and the reports produced from the data Produce an audit report with recommendations.18.3Specification for STOP Compliance AuditsFor audits in the PDO Community the PDO BS Corporate Focal Point will:

Arrange the audit team members and advise the date and time for the audit

Conduct the audit or assign the responsibility for conducting the audit to a member of the PDO HSE structure

Produce a report following the audit using the STOP audit template (see attachment).For audits at contractor sites the PDO HSE Team Leader will:

Advise the Contract Holder and the Manager of the Contractor of the date and time for the audit

Arrange the audit team members

Conduct the audit or assign the responsibility for conducting the audit to a member of the PDO HSE structure

Produce a report following the audit using the required audit template (refer to Attachment 6).18.4Distribution of Reports from STOP Compliance Audits

The PDO Corporate Focal Point will submit the audit report to the Senior Manager of the Department or Area and to the PDO Behavioural Safety Champion.

For contractor audits The PDO HSE team leader will submit the audit report to the Contract Holder, the Manager of the Contractor and to the PDO Behavioural Safety Champion.

18.5Frequency for STOP Compliance AuditsThe frequency for corporate STOP Compliance Audits should be every three years. 18.6Responsibility for STOP Compliance AuditsThe BS Corporate Focal Point will have the overall responsibility to: Evaluate the competence of personnel to use and administer STOP Review the quality of the STOP interventions conducted by personnel

Review the quality of the STOP cards and data captured by personnel

Review the Data and reports in the Database Produce an audit report with recommendationsFor audits at contractor sites the BS Area Focal Point will have the overall responsibility to conduct STOP Compliance Audits and / or to appoint HSE personnel to conduct the audits.19.Attachments

Attachment 1: Definitions

Ad Hoc STOP InterventionAn Ad Hoc STOP Intervention that may be made at any time when any Leader observes an unsafe act or a condition that may cause injury in any area or location.

BS Corporate Focal Point

This refers to the position or function of the person in the HSE Governance Structure who has overall responsibility for the implementation, application and administration of STOP in PDO.

BS Contractor Focal Point

This refers to the position or function of the person (HSE Advisor or other) in the Governance Structure who has overall responsibility for the implementation, application and administration of STOP for aContractor in PDO.

BS Area Focal Point

This refers to the position or function of the person in the Governance Structure who has overall responsibility for the implementation, application and administration of STOP in an area or location for aContractor in PDO. This will be the Area HSE Advisor in the structure.CFDH

This refers to the position or function of the person in the HSE Governance Structure who has overall responsibility for STOP in PDO.

Contractor

Any person who is not an employee of PDO or a company that has been intervened by PDO to perform certain activities as determined in a contract.

Database Administrator

This is the person appointed to update, maintain or administer the PDO STOP Database.

Detailed STOP InterventionRefers to a scheduled STOP Audit where Interventions are detailed for each category e.g. for a PPE 4 items are observed 1) Proper fit 2) Certified by recognised testing Agencies 3) proper maintenance 4) Proper use. Detailed Intervention is preferred to the term Audit (to avoid confusion with second and third party audits of the STOP specifications and practices).

Executive

A strategic level leader who leads by example, is usually a member of the organisations most senior management team, is responsible for strategic planning, and accountable for implementing strategy by obtaining and controlling resources and achieving safe, productive work, both at site and remotely.

Contractor

For the purposes of this Specification, this is a Contractor of PDO that may or may not have employees who are registered with an MU Number on the PDO STOP Database.

Leader

Refers to both managers and supervisors and the title Leader may be used in this specification instead of the titles of Manager or Supervisor.

Manager / Senior Manager

A leader who leads by example, carries out the planning and direction of work through interfacing with, and supporting Leaders and/or managers and their teams to achieve safe, productive work, both at site and remotely.

PDO Database Controller (IT)

This is a person who is employed by PDO to develop and maintain the PDO STOP Database.

PDO STOP Database

This is referred to as STOP Audit System in PDO. A database developed within PDO to capture all STOP intervention data and to produce reports and graphs.

PDO STOP Data Capture Sheet

An Excel based data capture and report writing application for the use of Contractors who do not have access to the PDO Database.

STOP Audit System Observation Screen

This is the data capture screen in the PDO STOP Database that is used by observers to capture interventions and corrective actions taken directly in the Database instead of using a STOP card. (Refer to Attachment 3).

STOP Card

This is the card that is used in PDO by observers to capture interventions and corrective actions instead of capturing this information directly in the Database. The intervention data is transferred from the STOP card to the Database at a later stage. (Refer to Attachment 4).

STOP Compliance Audit

A STOP Compliance Audit shall refer to a formal and structured audit to assess the compliance to STOP best practice and to the STOP specification as it has been developed and customised for PDO.

STOP Deposit Box

This is a deposit box for completed STOP Cards to be submitted. It may also be used as a point for the collection of blank STOP Cards.

Supervisor (First Line Supervisor)

Any person who will at any time will oversee the work or work related activity of others e.g. a Permit Holder. A first line Supervisor is a leader who leads by example, supervises, coaches, directs and is responsible for ensuring that work being carried out by his/her team is safe, productive, allocating individual tasks as necessary and solving problems as they occur.

Attachment 2: PDO STOP Audit System Observation Capture Screen

Attachment 3: Sample STOP Data Capture Sheet in Excel

Attachment 4: STOP Card

Front of the STOP Card

Back of the STOP Card

Attachment 6: STOP Implementation and Compliance Audit documentSTOP IMPLEMENTATION AND COMPLIANCE AUDIT

Audit conducted with all External Contractors to PDO by PDO HSE Department

1. STOP IMPLEMENTATION STATUS

No.RequirementYesNoComment

1.1A Focal Point has been appointed and has been trained

1.2All Leaders who have been employed for 1 month or more are trained

1.3The STOP Procedure is available as required

1.4The STOP Data Capture Sheet is has been implemented

1.5STOP Deposit Boxes are installed as required

1.6STOP Deposit Boxes are installed as required

1.7The STOP Procedure is available as required

2. SCHEDULING OF LEADERS FOR STOP OBSERVATIONS AND COMPLIANCE TO SCHEDULES

No.RequirementYesNoComment

2.1All Leaders have been scheduled according to their level

2.2Leaders know and understand the scheduled requirement

2.3The schedule and actual compliance to schedule is up to date

2.4Leaders comply to the schedule

3. CONDUCTING STOP OBSERVATIONS

No.RequirementYesNoComment

3.1Detailed STOP observations are conducted according to standard

3.2STOP cards are completed for all Detailed observations

3.3STOP cards are deposited / submitted timeously

3.4STOP cards are completed correctly and accurately

3.5Leaders conduct Ad Hoc STOP observations according to standard

3.6

4. CAPTURING DATA IN THE STOP DATA CAPTURE SHEET

No.RequirementYesNoComment

4.1The Biographical data in the Capture Sheet is up to date

4.2The Capture Sheet is properly maintained & is functioning correctly

4.3The Focal Point collects / receives STOP cards timeously

4.4STOP data is captured to the Capture Sheet timeously

4.5STOP data is captured accurately from STOP cards

5. PRODUCING REPORTS USING THE STOP DATA CAPTURE SHEET

No.RequirementYesNoComment

5.1Compliance by Leaders to the STOP schedule is available & correct

5.2The dashboard indicators are up to date and are correct

5.3Reports are produced timeously

5.4Reports are submitted to the Leaders according to their level

5.5Up to date reports are displayed on notice boards

6. THE MANAGEMENT OF CORRECTIVE ACTIONS FROM STOP

No.RequirementYesNoComment

6.1Leaders record corrective action (CA) in STOP cards

6.2CA's are captured from STOP cards to the Data Capture Sheet

6.3CA's are reviewed by Leaders in safety meetings

6.4The CA Log is maintained and is up to date

7. THE REVIEWING OF STOP DATA IN SAFETY MEETINGS

7.1Compliance by Leaders to the STOP schedule is reviewed

7.2The STOP dashboard is reviewed

7.3The CA Log is reviewed

7.4New corrective actions are recorded in safety meetings

7.5New corrective actions are captured in the Data Capture Sheet

7.6

No.RequirementYesNo

HEALTH, SAFETY AND ENVIRONMENT SPECIFICATION

STOP

Specification for PDO and contractors

DOCUMENT ID- SP 1259

REVISION- 3.0

DATE- 23/02/10

Authorised for Issue by the HSE IC

PRIVATEDocument AuthorisationDocument AuthorityDocument CustodianDocument AuthorNamman Al Namany

Ref. Ind: MSEM

Date: 23/02/10Hamad Khlafeen

Ref. Ind: MSE1

Date: 23/02/10Kholoud Ismail

Ref Ind: MSE11

Date: 23/02/10

The following is a summary of the most recent revisions to this document. Details of all revisions prior to these are held on file by the Document Custodian.

PRIVATEVersion No.DateAuthorScope / RemarksRevision 2.06/7/2002Ali Al Mahrooqi GN-074Title: STOP Implementation for PDO Contractors (by CSM/72)Subtitle: A guide to assist STOP Implementation coordinators and team leaders

Formatted as an implementation guide and developed in line with the DuPont STOP for Supervision Administrators Guide and based on the Cascade Method of Implementation. Revision 3.023/02/10Kholoud Ismail

The document was redrafted in its entirety (using the new PDO Specification Template) as a result of the PDO STOP Project conducted with DuPont in June to November 2009.

User Notes:

The requirements of this document are mandatory. Non-compliance shall only be authorised by MSE through STEP-OUT approval.

A controlled copy of the current version of this document is on PDO's EDMS. Before making reference to this document, it is the user's responsibility to ensure that any hard copy, or electronic copy, is current. For assistance, contact the HYPERLINK "mailto:Alain.AG.Moonen@pdo.co.om?subject=WEBCD Assistance Request"Document Custodian.

This document is the property of Petroleum Development Oman, LLC. Neither the whole nor any part of this document may be disclosed to others or reproduced, stored in a retrieval system, or transmitted in any form by any means (electronic, mechanical, reprographic recording or otherwise) without prior written consent of the owner.

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Users are encouraged to participate in the ongoing improvement of this document by providing constructive HYPERLINK "../../../Documents and Settings/Local Settings/Temporary Internet Files/Local Settings/Temporary Internet Files/mu91201/WEBCD/DRS/word/Document_feedback.doc"feedback.