Military reference books and manuals (2009-2023, Volume 4)

AzSPU Food Safety Management Programme

Page 13 of 36

PART 6.

FOOD SAFETY AUDIT GUIDANCE

6.1 Introduction

This section of the assurance programme gives information to BP managers and others who have

responsibility for catering services about the audits and inspections which are used to assure the

effective implementation of the Contractor Control Plan.

The purpose of the food safety audit and inspection program is to provide assurance and

determine compliance with the Contractor Control Plan - Catering Services Provision.

It is recommended that those who are assigned to conduct weekly hygiene inspections have at least

some understanding and knowledge of food safety and auditing. Formal quarterly and annual audits

require a deeper understanding of the subject and the experience and qualifications of such individuals

should be reflected accordingly.

Food safety audits & inspections shall be carried out according to the established schedule (see Table 3

for recommended frequencies of audits & inspections) and must comply with general site requirements

for visits. Each inspection should involve a walk through the catering facility, meeting with key personnel

and analysis of hazards by asking a series of questions that are appropriate for each stage of the

catering process. Audits will also require the examination of records.

References to the Food Safety Audits, checklists and where required guidance, are provided in this

document in Parts 7 - 9.

The following principles must be adopted for audits and inspections:

 SPU / Operations and Projects must have a schedule of planned visits, which shall be

communicated to all relevant sites and catering providers.

 One weeks notice will be given for the annual audit.

 During each Audit and Inspection, notes shall be made and any significant issues discussed

and explained to the Camp Boss, HSE Advisors, Operations Health Advisors, Operations /

Projects Sites as necessary.

 Documented records of inspections and audits must be given to and retained by the site /

facility.

 Every effort should be made to rectify any identified problems as soon as possible and an

action plan agreed and documented. Copies of all audits shall be kept and tracked by each

Operations / Projects and centrally within the SPU, and escalated if not complied with, in an

agreed time scale.

 Significant issues, representing a potential food safety or health hazard, must be escalated to

the contract Technical Specialist, Operations HSE Advisors and Az SPU Technical Authority /

Food Safety Lead (Environmental Health Specialist).

 All KPI non-conformances must be reported to the Operations and Projects including when

and how the non-conformance was rectified.

Control Tier: 2

Revision Date: 25 May 2010

Document Number: AZSPU-HSSE-DOC-00080-2

Print Date: 2/1/2011

PAPER COPIES ARE UNCONTROLLED. THIS COPY VALID ONLY AT THE TIME OF PRINTING. THE CONTROLLED VERSION OF THIS

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AzSPU Food Safety Management Programme

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6.2 Recommended Frequencies of Food Safety Audits & Inspections

The audit and inspection programme is to provide assurance and determine compliance with the

Contractor Control Plan.

Each catering provider servicing BP AzSPU staff or functioning on a BP operated site / premises must

implement a programme of food safety inspections and ensure adherence is maintained.

Table 3: Audit Frequency & Rationale

Checklist / Audit

Where

When

Who

Rationale

Food Safety Audit

Site

Annual

SPU Technical Authority /

Assesses effectiveness of

Report

Food

Safety

Lead

weekly checks

(Environmental

Health

Focus on communication /

Specialist)

resources

Ensure no long standing /

significant issues

Full structural / maintenance

review

Full training review

Catering Action

Site

Quarterly

Operations Food Safety

Check Hygiene Inspection

Report

Advisor

(SPU if not

Checklist consistency

available)

Deal with outstanding issues

Focus on site / catering

management

Review structure / layout

Review wear & tear /

maintenance

Hygiene

Site

Weekly

Health Advisors/ Site

Self-check tool

Inspection

Medic / HSE Advisors

Behavioural based

Checklist

Observations / conversations

Surveys

Site

Random

Operations / SPU Food

A review of a specific task or

Safety Advisor with

area of the catering operation

support from HSE

(e.g. HVAC review, water

Advisors / Camp Boss as

sampling, temperature control)

required

and/or pre-mobilisation of a new

facility.

Unscheduled

Site

Sporadic

Member of SPU Food

A visit in response to a specific

inspection visits

Safety Team with approval

issue or concern, which may

of Contract TS

have been raised or needs

more immediate support

Control Tier: 2

Revision Date: 25 May 2010

Document Number: AZSPU-HSSE-DOC-00080-2

Print Date: 2/1/2011

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AzSPU Food Safety Management Programme

Page 15 of 36

6.3 Annual Audit - BP AzSPU Annual Food Safety Audit

Link to BP AzSPU Annual Food Safety Audit Checklist

Sites and catering facilities will be given a minimum of one weeks notice prior to the BP Annual Audit.

The Audit notification will be made by the Technical Authority or representative of the SPU and

notification will be made to the Lead and Site HSE manager for the operation or project as required.

Every effort should also be made to notify the Contract TS and health advisor who supports the facility.

NB. It is essential that such audits are communicated through the line.

The BP AzSPU audit will likely take a whole day and consists of 2 parts. Part 1 will involve a review of all

the relevant paperwork and Part 2 involves a physical review of the catering facilities. The Annual Food

Safety Audit is designed to promote „best practice‟ and therefore is not a pass / fail audit.

The following paperwork must be available for the Annual Audit and copies of documentation may also

be requested for supply to the auditor at least 1 week prior to the audit:

 The Food Safety Policy

 HACCP Plan

 Medical screening and vaccination documentation

 All food delivery records and checks for the week before the audit

 All Temperature Records (1 month prior)

 Cleaning Schedules and checklists

 Pest Control Documentation and records of visits (3 months)

 All Training Records and Induction Training records (Current)

 Complaint / comment book or records (6 months)

 Maintenance records (for the previous 6 months) e.g. refrigeration or HVAC etc

 Recipe books and records (3 months)

 Records of water sampling and testing (e.g. potable water used for salad washing)

 Records of Internal Audits & Inspections (12 months)

 Internal client / caterer reports or meeting minutes etc

 Completed Hygiene Inspection checklist (3 months)

 Catering Action Reports

The effectiveness of weekly checks will be achieved through a combined review of completed Hygiene

Inspection Checklists and previous quarterly Catering Action Reports. This will be used to assess the

ability of the facilities owner and caterer to resolve issues.

6.4 Quarterly Audit - Catering Action Report

Link to Catering Action Report

The quarterly audit is intended to take about 4 hours in each catering facility and is mainly conducted in

the catering facility but will also require a review of the following records.

 Completed Hygiene Inspection Checklist (4 weeks)

 Temperature records (e.g. delivery, storage, cooking, blast chilling, hot holding and display

temperatures) (1 month)

 Cleaning schedules and checklists

 Training records (Current)

Control Tier: 2

Revision Date: 25 May 2010

Document Number: AZSPU-HSSE-DOC-00080-2

Print Date: 2/1/2011

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AzSPU Food Safety Management Programme

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 Medicals / vaccination records as required by BP local health policy (Current)

 Planned Preventative Maintenance programme and maintenance records

A written report and a corresponding colour coded Catering Action Report (CAR) reflecting the key

issues will be provided as soon as practicable after the quarterly audit. This colour coded CAR will

assist in prioritising the key issues identified during the audit

/ inspection along with standards or

guidance required to implement remedial actions and achieve compliance. On completion of an audit a

close down meeting shall be held.

6.5 Weekly Review - Weekly Hygiene Inspection Checklist

Link to Weekly Hygiene Inspection Checklist

The weekly inspection is intended to take about 1 hour in each catering facility. The inspection is based

on observations and conversations to assess behaviours relating to food safety and appropriate use of

available equipment. It should also provide assurance that procedures are available & implemented and

appropriate records are being maintained.

The inspection will assess the standards and checks, which are in place at the time of the inspection

and a hand written report will be supplied to the facility immediately after the inspection

6.6 Corrective Actions

The Contractor is ultimately responsible for managing the Caterer and liaising with the Operations to

track non-conformances. All non-compliances identified during pre-qualification, inspections, quarterly

and annual audits will be followed up to ensure all recommendations and non conformances are

rectified.

Failure on the part of the Contractor and/or Caterer to close any non-conformance in an agreed

timescale may result in intervention by the Operations / SPU.

6.7 Reporting

Records and relevant documentation will be kept at three primary levels:

 On-site by the Caterer and by the Contractor;

 Off-site by BP HSE Operations or Project team/s.

 BP AzSPU Technical Authority / Food Safety Lead (Environmental Health Specialist) or other

suitably appointed person.

The initially agreed audit frequency in this Food Safety Management Program may change dependant

on performance.

The Caterer and Contractor will discuss on a monthly meeting basis the following as standing items on

the agenda:

 The action tracking system; and

 Performance against the KPI‟s.

 Outstanding issues

 Agreed timescales for closeout of non-conformances

The Contractor will ensure all reports from these meetings are sent to the Contract TS who will copy the

reports to the Operations and SPU HSE teams.

Control Tier: 2

Revision Date: 25 May 2010

Document Number: AZSPU-HSSE-DOC-00080-2

Print Date: 2/1/2011

PAPER COPIES ARE UNCONTROLLED. THIS COPY VALID ONLY AT THE TIME OF PRINTING. THE CONTROLLED VERSION OF THIS

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AzSPU Food Safety Management Programme

Page 17 of 36

PART 7.

ANNUAL AUDITS

For those without access to the BP network, copies of these documents can be obtained from

Operations or Az SPU HSE.

7.1 BP AzSPU Annual Food Safety Audit Standard

The BP Food Safety Standard is contained within the Contractor Control Plan. The BP Food Safety

Audit, the KPI‟s and Action Tracking Parameters form a key part of the Contractor Control Plan (CCP),

the purpose of which is to communicate these BP food safety standards to Contractors and Caterers.

The quarterly audits and weekly reviews are designed to provide an assurance of, and assess

compliance with this standard by focussing on specific parts of the standard.

7.2 BP AzSPU Annual Food Safety Audit Report

The BP Food Safety Standard Audit Report is in Word format and can be downloaded here

PART 8.

QUARTERLY AUDITS

8.1 Action Tracking Parameters

The key audit criteria are set out in Table 2. Action Tracking Parameters and further explanation is

given in Section 5.2 Action Tracking Parameters.

8.2 Catering Action Report

The report is in Excel format and can be downloaded here. The report follows the sections in the Action

Tracking Parameters.

8.3 Catering Action Report Checklist

The checklist is in Word format and can be downloaded here. The guidelines follow the sections in the

Catering Action Report.

PART 9.

WEEKLY REVIEWS

9.1 Hygiene Inspection Checklist

The checklist is in Word format and can be downloaded here.

9.2 Hygiene Inspection Checklist Guidelines

The guidelines are in Word format and can be downloaded here. The checklist follows the sections of

the Hygiene Inspection Checklist.

9.3 Hygiene Inspection Checklist - Small Facilities

The checklist is in Word format and can be downloaded here.

9.4 Hygiene Inspection Checklist Guidelines - Small Facilities

The guidelines are in Word format and can be downloaded here. The checklist follows the sections of

the Hygiene Inspection Checklist.

Control Tier: 2

Revision Date: 25 May 2010

Document Number: AZSPU-HSSE-DOC-00080-2

Print Date: 2/1/2011

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AzSPU Food Safety Management Programme

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PART 10.

GENERAL FOOD SAFETY PRINCIPLES

It is the responsibility (delegation of responsibility to the caterer must be avoided) of the catering facility

provider to ensure the facilities and equipment are sufficient. The caterer must be allowed to work within

a safe environment which is maintained effectively. It is the direct responsibility of catering companies

(through self-governance e.g. the application of HACCP etc.) to ensure food safety.

The following guidance is intended as a foundation for ensuring „best practice‟. These principles are

derived primarily from the World Health Organisation

(WHO) and are therefore internationally

recognized principles. (WHO, Codex Alimentarius - General Principles of Food safety [Ref. 4]) and

principally the use of HACCP as a food safety control system.

10.1 Design and Facilities (Structure & Layout)

10.1.1 Location of Facilities

Food establishments should not be located anywhere where there is a threat to food safety. In particular,

food establishments must not be located in environmentally polluted areas and areas prone to flooding

and infestations of pests. E.g. locating a food premises near to a waste disposal site (where rodents and

flies would exist) or a paint shop (where foul smells might emanate).

10.1.2 Location of Equipment

Equipment must be located so that it permits access for maintenance & cleaning. Equipment should

function according to its intended use. Equipment location must not impede good hygiene practices,

including monitoring of cleaning standards or build up of food debris.

10.1.3 Premises and Rooms

Design and layout should be linear and logical (flow from raw to cooked); design of premises and rooms

must allow good hygiene practices, including protection against cross-contamination.

Food premises should be exclusively used for the food service only. Caterers should be able to

demonstrate self-regulation and be able to define minimum hygiene standards for employees to utilise

the food service areas safely and that minimum hygiene standards are maintained.

Structures provided must be soundly built of durable materials and be easy to maintain, clean and where

appropriate, able to be disinfected. Particular attention must be given to surfaces of walls, partitions,

floors, ceilings, windows, doors, and working surfaces especially in food preparation areas. It is

essential that the caterer is able to operate safely.

10.1.4 Equipment

Food equipment which comes into contact with food should be designed and constructed to ensure that,

adequate cleaning and disinfection can be maintained to avoid the contamination of food. Food

equipment should be constructed using smooth, impervious and easily cleansable materials. Where

necessary, equipment must be durable and movable or capable of being disassembled to allow for

maintenance, cleaning, disinfection, monitoring and, for example, to facilitate inspection for pests.

Although stainless steel is preferred, other materials can be used as long as wear and tear is monitored.

10.1.5 Food Control and Monitoring Equipment

Equipment used to cook, heat-treat, cool, store or freeze food must be designed to achieve required

food temperatures as rapidly as necessary and maintain them effectively. Such equipment must have

effective means of controlling and monitoring temperature, humidity, air-flow and any other characteristic

likely to affect the safety or suitability of food.

Containers for waste and inedible substances: Containers for waste, by-products and inedible or

dangerous substances, must be specifically identifiable, suitably constructed and, where appropriate, be

lockable and made of impervious material.

10.1.6 Facilities

Water supply: An adequate supply of potable water (see BP AzSPU Water Quality Management

Program) with appropriate facilities for its storage, distribution and temperature control, must be

Control Tier: 2

Revision Date: 25 May 2010

Document Number: AZSPU-HSSE-DOC-00080-2

Print Date: 2/1/2011

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AzSPU Food Safety Management Programme

Page 19 of 36

available to ensure the safety and suitability of food. Where potable water is transported to a work

location, it must be obtained from an acceptable approved source, covered in a properly designed and

dedicated water container/tanker and used for no other purpose.

Drainage and waste disposal: Adequate drainage and waste disposal systems and facilities must be

provided. They must be designed and constructed so that the risk of contaminating food or the potable

water supply is avoided. Drainage should be constructed to minimize foul odours.

Cleaning: Cleaning facilities and equipment (including food grade chemicals) must be provided for

cleaning utensils and equipment. Such facilities must have an adequate supply of hot (see Table 4) and

cold potable water. Sinks should be dedicated for the exclusive use of cleaning.

Personnel hygiene facilities and toilets: Personnel hygiene facilities such as wash hand basins with a

supply of anti-bacterial liquid soap, hot (see Table 4) and cold water, hygienic means for drying hands,

lavatories, waste bins and changing facilities must be available to ensure that an appropriate degree of

personal hygiene can be maintained to avoid contaminating food. Toilets/lavatories must be located

such that they do not open directly into any food preparation, cooking or eating area. Storage lockers

must be provided in changing rooms.

Temperature control: Adequate facilities must be available for cooking, heating, hot holding/display,

cooling, refrigerating, cold display and freezing food, for storing refrigerated or frozen foods. Food

temperatures must be monitored (see Table 4 for standards).

Air quality and Heating, Ventilation & Air Conditioning

(HVAC): Adequate means of natural or

mechanical ventilation and/or air conditioning must be provided to minimize airborne contamination of

food, control of ambient temperature in food preparation areas, including controlling odours, vapours

and humidity. Furthermore, higher ambient temperatures in food preparation areas have the effect of

making refrigeration compressors etc. work harder (which in turn increases ambient temperatures,

refrigerated food temperatures and compromises equipment reliability).

Ventilation systems must be designed and constructed so that air does not flow from contaminated

areas to clean areas and must be easy to clean and maintain. Ventilation must be sufficient to provide a

minimum of 20 air changes per hour. Ventilation hoods and grease filters over cooking areas must

undergo regular maintenance and cleaning. Poor ventilation can have a significant impact on food

safety and the operational effectiveness of critical equipment such as chillers etc. Grease filters

should be regularly checked as these can present a potential fire risk.

Lighting: Adequate natural or artificial lighting must be provided particularly in food preparation and

service areas. Lighting fixtures must be protected to ensure that food is not contaminated by breakages.

Table 4 lists recommended illumination levels.

TABLE 4: RECOMMENDED ILLUMINATION LEVELS

Illumination

Area / Location

(Lux)*

Ablution Block

200

Office Area

500

Bakery

300

Stairways (Interior)

150

Detailed food work

500

Storage Areas

200

Dining Room

300

Toilets

200

Dormitory Living Room

200

Walk In Freezers

100

Exterior Area (Compound)

Walkway (Exterior)

Galley

500

Kitchens

500

Hallways

150

Laundry Room

250

*Measurement taken 1.2 metres above floor

Control Tier: 2

Revision Date: 25 May 2010

Document Number: AZSPU-HSSE-DOC-00080-2

Print Date: 2/1/2011

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Storage: Adequate facilities for the storage of food ingredients must be provided. Food storage facilities

must be designed and constructed to permit adequate maintenance and cleaning, avoid pest access

and harborage, allow effective protection from contamination, and provide an environment which

minimizes the deterioration of food. Separate, secure storage facilities for cleaning materials and

hazardous substances must be provided.

10.2 Control of Catering & Food Service Operations

10.2.1 Control of Food Hazards

HACCP must be adopted as a system for controlling food hazards required. This is also a

legal/international requirement in many countries. HACCP is deemed a key component within a food

safety policy (see Table 1, KPI 1).

10.2.2 Time and Temperature Control

Inadequate food time/temperature control is one of the most common causes of food poisoning,

food borne illness and/or food spoilage. Such controls include time and temperature of thawing,

cooking, cooling, processing and storage. Systems must be in place to ensure that temperature is

controlled effectively where it is critical to the safety and suitability of food. Cooked foods that need to be

chilled must be kept at or below 5˚C. Foods that are being kept hot before serving (hot-holding) must

remain at or above 63˚C. Temperature recording devices must be provided and checked at regular

intervals and tested for accuracy. It is also important that during temperature monitoring that the

temperature of food is verified as opposed to merely reading temperature gauges on cabinets which can

often be inaccurate.

It is recognized that there are certain occasions when foods can be kept outside these temperatures for

a limited period, for example to be served or displayed, when food needs to be handled during or after

processing, and when equipment is being defrosted or temporarily breaks down. Such systems must

also specify tolerable limits for time and temperature variations. It is regarded good practice to keep

high risk cold food out of temperature for no more than 20 minutes during preparation.

Thawing of frozen raw meat, fish and poultry must be done in a controlled manner, i.e. in a cold room or

refrigerator with the temperature not exceeding 10C, using a microwave oven, or a defrosting cabinet.

Defrosting using sinks/running water is not acceptable. Moreover, it is an indicator of poor management

and/or facilities.

Hot and cold storage facilities/equipment must be capable of maintaining the required temperatures and

should have external temperature displays for informal monitoring between the regular checks. Deep

freezers must operate at -18C or below, walk-in chillers and refrigerators/cold storage cases at 1C to

5C. Blast chilling equipment must be installed in all large catering facilities.

10.2.3 Microbiological Specifications

A guide for the microbiological quality of food is included in this document (UK Health Protection

Agency-HPA, Guides for Microbiological Quality of Ready-to-Eat Foods Sampled at Point of Sale)

10.2.4 Microbiological Cross-Contamination

Raw, unprocessed food should be effectively separated, either physically or by time, from ready-to-eat

foods, with effective intermediate cleaning and disinfection. This can be accomplished by using different

work surfaces for raw and cooked food during preparation, e.g. colour-coded cutting boards. Surfaces,

utensils, equipment, fixtures and fittings must be thoroughly cleaned and disinfected. If the aforesaid

has been in contact with raw food, particularly meat and poultry, disinfection should ideally be carried out

using food grade chemicals. This can be accomplished by immersion in 50 - 200ppm of hypochlorite

solution (for optimum effect, solution temperature must be less than 40C with a contact time of up to 20

minutes). Food grade sanitizers are also available for food contact surfaces (which do not require a

contact time or rinsing) as the preferred „Clean as you go‟ method. Also see notes on cleaning.

Control Tier: 2

Revision Date: 25 May 2010

Document Number: AZSPU-HSSE-DOC-00080-2

Print Date: 2/1/2011

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10.2.5 Physical and Chemical Contamination

Systems must be in place to prevent contamination of foods by foreign bodies such as glass or metal

from machinery, dust, harmful fumes and unwanted chemicals. These precautions also need to be

clearly understood by food handlers.

10.2.6 Incoming Material Requirements

Raw materials should only be purchased from reliable sources after ensuring catering suppliers‟

acceptable standards of hygiene. No raw materials or ingredients must be accepted if it is known to

contain parasites, undesirable microorganisms, pesticides, veterinary drugs or toxic, decomposed or

extraneous substances which would not be reduced to an acceptable level by normal sorting and/or

processing. Where appropriate, specifications for raw materials must be identified and applied.

Temperature requirements of goods must be verified at the point of delivery (including date codes) and

accepted/rejected as necessary. Measures must be in place to prevent cross-contamination.

Raw materials or ingredients must be inspected (e.g. for pest damage) and sorted before processing.

Canned foodstuffs must be discarded if cans show evidence of damage (e.g. badly dented, “blown”,

punctured, damaged seams, or rusty). Stocks of raw materials and ingredients must be subject to

effective stock rotation (FIFO - first in, first out). It is important that raw material suppliers are visited

where practicable.

10.2.7 Packaging

Packaging materials (e.g. packed meals, sandwiches) must be non-toxic, must not pose a threat to the

safety and suitability of food, and must provide adequate protection for foods to minimize contamination

and prevent damage.

10.2.8 Water

Potable water must be used in food handling, salad washing, processing, as an ingredient, in ice

production and steam generation (see BP AzSPU Water Quality Management Program)

10.2.9 Management and Supervision

Catering mangers and supervisors must have appropriate knowledge of food safety principles and

practices to be able to judge and minimize potential risks, and ensure that effective monitoring and

supervision takes place. Managers should be suitably trained in Food Safety BP-Food Safety for

Managers Course-intermediate or advanced. Changes in key catering management must be notified to

the facilities provider beforehand.

10.2.10 Documentation and Records

Appropriate records of cooking, processing, production, hot holding, chilling, freezing and distribution

must be kept and retained for not less than 12 months. Documentation can not only enhance the

credibility and effectiveness of the food safety control system, but can allow managers to be more

effective around food standards and may be required for due diligence/audit purposes.

10.2.11 Maintenance and Cleaning

Establishments and their equipment must be kept in an appropriate state of repair and condition through

the use of planned preventative maintenance (PPM) which includes regular deep cleaning. Cleaning

must remove food residues and dirt which may be a source of contamination. The necessary cleaning

methods and materials will depend on the nature of the facility. Disinfection may be necessary after

cleaning. Cleaning standards will be reviewed during Food Safety Audits.

Cleaning chemicals must be handled and used carefully and in accordance with manufacturers‟

instructions and stored separately from food in clearly identified containers to avoid the risk of

contaminating food. Material Safety Data Sheets

(MSDS) and COSHH (Control of Hazardous

Substances to Health) assessments should be kept on sites and staff should be made aware of any

precautions they should take in the use of such chemicals and provided with training as required.

Control Tier: 2

Revision Date: 25 May 2010

Document Number: AZSPU-HSSE-DOC-00080-2

Print Date: 2/1/2011

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10.2.12 Cleaning Procedures and Methods

Cleaning can be carried out by the application of physical methods, chemicals and heat. Cleaning

procedures must effectively remove food debris etc. from surfaces and must include disinfection as

necessary. Where cleaning chemicals are required, only food grade chemicals must be used. Most

cleaning chemicals contain hazardous substances and must be used and stored according to

manufacturers‟ recommended precautions.

10.2.13 Cleaning Programmes

Cleaning and disinfection programmes must ensure that all parts of the Catering establishment are

appropriately clean, and must include the cleaning of cleaning equipment. Documented procedures

must specify (within a schedule):

 Areas, items of equipment and utensils to be cleaned.

 Responsibility for particular tasks.

 Method and frequency of cleaning i.e. routine cleaning, deep cleaning etc.

Cleaning and disinfection must be monitored for suitability and effectiveness.

10.2.14 Pest Control Systems

The emergence of Pests (e.g. flying & crawling insects, rodents, birds, domestic animals) is directly due

to an environment, which is conducive to pest prevalence and survival. Good hygiene practices must

therefore be employed to avoid creating an environment for pests. Good housekeeping, cleaning,

inspection of incoming materials and good monitoring can minimize the likelihood of pest activity and

avoid possible infestation and thereby limit the need for pesticides.

Preventing access: Food facilities must be designed & constructed to prevent pest access and breeding

sites.

Harborage and infestation: The availability of shelter, food and water encourages pest harborage and

infestation. Potential food sources must be stored in pest-proof containers and/or stacked above the

ground and away from walls. Areas both inside and outside food premises must be kept clean. Refuse

must be stored in covered, pest-proof containers.

Monitoring and detection: Facilities and surrounding areas must be regularly examined for evidence of

infestation.

Eradication: Treatment with chemical, physical or biological agents must be carried out by licensed and

authorised pest control agencies without posing a threat to the safety or suitability of food and the

suitability of the individual who undertakes the work.

It is essential that any Pest Control advisor is properly trained and experienced in pest control.

10.2.15 Waste Management

Suitable provision must be made for the removal, storage and disposal of waste. Waste must not be

allowed to accumulate in food handling, food storage, and other working areas and the adjoining

environment. External food waste containers must be sealed and kept away from food preparation

entrances and windows.

10.2.16 Monitoring Effectiveness

Food Safety systems should be internally monitored by the caterer and externally by the contractor (see

Part 3 - Roles & Responsibilities).

10.2.17 Personal Hygiene

It is a prerequisite for catering that food handler‟s practice the highest standards of personal hygiene at

all times. This will include regular hand washing, use of head coverings, appropriate protective clothing

and good hygienic habits that will prevent the contamination of food. It is important that this is effectively

monitored and managed.

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Food handlers must maintain a high degree of personal cleanliness and, where appropriate, wear

suitable protective clothing, head covering and footwear.

Personnel must always wash their hands:

 At the start of food handling activities.

 On entering a food room.

 Immediately after using the toilet.

 After handling raw food or any contaminated material, where this could result in contamination

of other food items.

Food handlers must ensure any cut or open wound is appropriately covered.

People engaged in food handling activities must refrain from behaviour which could result in

contamination of food such as smoking, spitting, chewing or eating while at work, and sneezing or

coughing over unprotected food. SUCH BEHAVIOUR MUST BE CLOSELY SUPERVISED.

Personal effects such as jewellery, watches, pins or other items must not be worn or brought into food

handling areas if they pose a threat to the safety and suitability of food. A plain wedding band and/or

plain sleeper earrings may be accepted.

10.2.18 Fitness for Work

The health status of people known, or suspected, to be suffering from, or to be a carrier of a disease or

illness likely to be transmitted through food, must not be allowed to enter any food handling area. Any

person so affected must immediately report illness or symptoms of illness to catering management.

Medical examination and where required, vaccination of all food handlers must be carried out as per BP

policy (see BP AzSPU Fitness for Task Management Programme, “Food Handlers” section).

10.2.19 Visitors

At all times visitors to food facilities must wear protective clothing and adhere to all personal hygiene

requirements.

10.2.20 Transportation

Food, when transported must be protected from any form of contamination and for temperature

sensitive ingredients; temperature control must be maintained while in transit. Chemicals should not be

transported with food.

Where necessary, vehicles must be designed and constructed so that they:

 Do not contaminate foods or packaging.

 Can be effectively cleaned and, where necessary, disinfected.

 Permit effective separation of different foods or foods from non-food items where necessary

during transport.

 Provide effective protection from contamination, including dust and fumes.

 Can effectively maintain the temperature necessary to protect food from harmful or

undesirable microbial growth and deterioration likely to render it unsuitable for consumption.

Vehicles and containers for transporting food must be kept in an appropriate state of cleanliness, repair

and condition.

10.2.21 Training

Food safety training is essential. Food handlers must have the necessary knowledge and skills to enable

them to handle food hygienically. Those who handle strong cleaning chemicals or other potentially

hazardous chemicals must be instructed in safe handling techniques, Material Safety Data Sheets

(MSDS), Control of substances Hazardous to Health (COSHH) and Personal Protective Equipment

(PPE) requirements.

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Programmes must be in place to provide training appropriate to the nature of the food and the food

facility, including HACCP training and task-specific training for personnel with assigned critical tasks.

Training and instruction programmes must be periodically assessed for effectiveness, as well as routine

supervision and checks to ensure that procedures are being performed effectively.

Managers and supervisors of catering operations must have the necessary knowledge of food safety

principles and practices to be able to identify potential risks and take the appropriate corrective action to

remedy deficiencies. Training programmes must be routinely reviewed and updated where necessary.

Systems must be in place to ensure that food handlers remain aware of all procedures necessary to

maintain the safety and suitability of food. Hygiene should form part of induction training so the

importance is stated from day one. Refresher training (e.g. briefings, Tool Box Talks) should also be

provided to remind staff of the important issues. The follow-on training should be practical and relevant

to the work carried out. Apart from consolidating the benefits of good hygiene it also improves the skills

of staff, enhancing their confidence, motivation and pride in their work. Training records should be kept

so that evidence can be provided that staff has been properly trained.

10.2.22 Qualifications

BP recognises the following qualifications from the Chartered Institute of Environmental Health (CIEH),

Royal Institute of Public Health (RIPH) and Royal Society for the Promotion of Health (RSPH) or

equivalents as being evidence of minimum acceptable competencies:

 Managers-Advanced Certificate in Food Safety (Level 4)

 Supervisors-Intermediate Certificate in Food Safety (Level 3)

 Food Handlers-Foundation Certificate in Food Hygiene (Level 1-2)

10.3

Hazard Analysis Critical Control Points (HACCP)

HACCP is an internationally recognised and recommended system of food safety management and is a

legal requirement in many countries including the European Union. It focuses on identifying the „critical

points‟ in a process where food safety hazards could arise and putting steps in place to assure food

safety. The HACCP concept involves systematically assessing each step in the food production process

and identifying those points that are critical to food safety to produce „zero defect food‟. Technical and

financial resources can then be concentrated on the critical points to ensure they remain under control.

The key factors to be controlled are usually:

 time and temperature control

 prevention of cross contamination

 cleaning and disinfection

 personal hygiene

 pest control

Caterers are recommended to base their HACCP's on groups of products with similar processes

because of the likely changes that may be made to menus and types of products sold.

10.3.1 Preparing for a HACCP

Before any food operation can successfully implement a HACCP system, it is a fundamental pre-

requisite that the business must be operating to minimum food safety standards (see Part 5. KPI‟s).

Appropriate monitoring, critical limits, corrective action and documentation must be implemented at each

point in a process where a critical control point has been identified. Staff training and effective

supervision will significantly contribute to assuring the production of safe food.

HACCP is usually carried out by a team of people who are familiar with different facets of the operation

and have been trained in the principles of food safety and hazard analysis. This team should be drawn

from people with different skills e.g. Food safety, catering operations, procurement, etc. Management

and supervisors should be aware of what is involved in the hazard analysis process as they may need to

liaise with local enforcement officials during inspections/audits.

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Appendix 1: BP Microbiological Guidelines (Ready to Eat Food)

Microbiological quality

Food

(Colony Forming Units or CFU per gram unless stated)

Category

group

Meat

Beef burgers

Seafood

taramasalata

brawn

smoked fish

faggots

other fish (cooked)

Ham - raw (Parma/country

seafood meals

style)

kebabs

molluscs and other shellfish

(cooked)

meat meals

herring/roll mop and other raw

(shepherds/cottage pie,

pickled fish

casseroles)

Meat pies (steak and kidney,

crustaceans (crab, lobster,

pasty)

prawns)

Meat, sliced (cooked ham,

Dessert

cakes, pastries, slices, and

tongue)

desserts - with dairy cream

Meat, sliced (beef, haslet,

cakes, pastries, slices, and

poultry)

desserts - without dairy cream

poultry (unsliced)

cheesecake

scotch egg

mousse/dessert

sausages (British)

tarts, flans, and pies

sausages (smoked)

trifle

sausage roll

Dairy

cheese

salami and fermented meat

ice cream, milk shakes (non-

products

dairy)

Tripe and other offal

ice lollies, slush, and sorbet

Vegetable

coleslaw

yoghurt/frozen yoghurt (natural)

Fruit and vegetables (dried)

Ready-

pasta/pizza

to-eat

Fruit and vegetables (fresh)

meals (other)

meals

prepared mixed salads and

Sandwic

with salad

crudités

hes and

filled

Rice

without salad

rolls

vegetables and vegetable

with cheese

meals (cooked)

Savoury

Bean curd

Savoury

mayonnaise/dressings

bhaji (onion, spinach,

paté (meat, seafood, or

vegetable)

cheese-based bakery products

samosa

fermented foods

satay

flan/quiche

spring rolls

homous, tzatziki, and other

dips

Control Tier: 2

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Appendix 2: Food Sampling Record

Microbiological Examination of Food

Sampling Authority

Lab No

________________________________________________________

_____________________

Address

________________________________________________________

Sample Ref No

Tel:

________________________________

______________

Fax:

________________________________

Type of Sample ___________________________________ Weight

Report (send report to):

________________ Batch/lot No _______________

________________________

___________

Process code _____________________________________ Best before

Contact telephone No

/ display / use by date ______ /______ / ______

________________________

____________

Purpose of investigation (tick): Formal

 Informal Testing 

Laboratory investigations

Outbreak 

Suspect Item: Yes  No 

commenced at ______ am/pm

__ / __ / __

Other (details)

Quantity of food examined

________________________________________________________

________________________

__ Food detained: Yes  No 

_________

Sample Collected by ________________________________ Status

Appearance

_______________________ (No ______________)

________________________

____________________

Place of sampling

Microscopy

________________________________________________________

________________________

__(Post code_______________)

________ pH __________

Manufacturer 

Caterer 

Wholesaler 

Retail



Plate count/g Aerobic

Other ______________________________

____________ at _______ C

for ______ hrs

Date of sampling ______ / ______ / ______ Time _____________

Aerobic

am/pm

____________ at _______ C

for ______ hrs

Name of company/provider

Anaerobic

________________________________________________________

__________ at _______ C

_______________

for ______ hrs

Sample collected from: Shelf 

Display cabinet ______ C 

Coliforms/g

Fridge 

Freezer  Other ________________

______________________ E.

coli/g ________________

Storage condition at place of sampling: Temperature ____________

Salmonella spp/259

C

Humidity _______________ %

_______________ I.D. =

__________________

Condition of packaging: Clean whole and intact

 Dirty 

Listeria spp/25g

Damaged

 Leaking  Other 

__________________ I.D. =

__________________

Details

Staph. aureus/g

________________________________________________________

__________________ C.

__________________________________

perfringence/g _________

Cooking process

Vibrio spp/25

______________________________________________ Date of

________________________

Control Tier: 2

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cooking ______ / _______ / _______

____________________

Country of origin _________________________________ Mode of

Enterococci/g

transport ___________________________________

________________________

___________________

Transport condition: Time (hours):

Bacillus spp/g

__________________________________ Temperature

____________________ I.D.

_____________C

= __________________

Method of sampling: Random throughout lot 

Random

Compylobacter spp/255g

throughout accessible units 

___________ I.D. =

__________________

Isolated sample 

Other 

Yersinia spp/25g

________________________________________________

__________________ I.D. =

__________________

Storage & transport conditions since samples taken

Moulds/g

_____________________________________________ (______ C)

________________________

Yeast/g = ______________

Interpretation

________________________

____________________

In Suspected food poisoning also provide additional information

________________________

___________________

________________________

___________________

Sample received by (print): __________________________ Received

Food Examiner

from (print) _______________________________

________________________

__________________

Sample received on ______ / ______ / _______ at ___________

Microbiologist

am/pm

Temperature on receipt __________C

________________________

___________________

Storage conditions since receipt by laboratory:

Reported ___ / ___ / ___

_________________________________________________ (______

Certificate of examination

C)

issued Yes No

N.D. Not detected

N.E.

Not examined I.D.

Identification

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Appendix 3: Protocol of a Food Poisoning Outbreak

Routine Surveillance (1)

(or reports of illness received)

Potential Outbreak Observed (2)

Outbreak Confirmed (5)

Potential Outbreak Investigation (3)

Not an outbreak (4)

Outbreak over (7)

Outbreak Assessed (6)

(No Health significance)

Outbreak Continuing (8)

Empirical Control Measures

Outbreak Control group

Potential to

As Appropriate (9)

Required? (10)

Advance Knowledge (11)

Document (12)

Yes

No, but investigation

Convene Outbreak

Are Resources

Required (13)

Control group (14)

Available? (15)

Investigate and Document (16)

Control Measures

As Appropriate (17)

As appropriate (18)

Root Cause Investigation

And Data Recording (19)

Control Tier: 2

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Protocol of a Food Poisoning Outbreak - Guidance

Description

Description of Action to be taken

Routine Surveillance or

Routine surveillance can be described as food & water samples which regularly come

Reports of illness

into the laboratory showing food poisoning organisms or being observed as a

problem. Reports of illness including D&V might indicate cause for concern if in

increased numbers or symptoms significant.

Potential outbreak

Potential outbreak is observed when two or more people are thought to have a

observed

common infection which has involved a similar experience or proven infection. A

general outbreak is once which affect members of more than one private residence or

residents of an institution.

Potential Outbreak

Escalate information received and discuss with health professionals or Food Safety

Investigation

Advisor. Are the cases or samples related in any way or sporadic cases or viral?

Not an Outbreak

No further action in terms of escalation but labs and clinics should continue to monitor

for further cases.

Outbreak confirmed

See point 2 above for definition. It is important to take action quickly especially if the

organism involves person to person spread. Ensure authorities are notified as

required and medical backup is available. Labs may need to be put on standby.

Outbreak assessed

It is important to assess early the numbers involved, likely to be involved or any

trends. Symptoms should be reviewed to start to assess type of outbreak and review

initial indicators. Also what medical capability is required to treat patients.

Transportation means should be assessed.

Outbreak over

The outbreak might be of very short duration due to organisms such as S.aureus or B.

cereus.

Outbreak continuing

It might be probable that the outbreak is not single source outbreak and may involve

large numbers of individuals. This might involve escalation or activation of support

teams.

Empirical Control

In addition to treatment of patients, disinfection measures, exclusion and closure of

Measures as

food preparation areas might be required. Food chains might have to be interrogated

appropriate

and investigations up the food chain might lead to food preparation areas of factories

or plants being closed. The Food Safety advisor may have to work in conjunction with

local authorities to determine what control measures or investigations are required.

Further food samples and swabs might also be required

Outbreak Control

Depending on size and if the outbreak shows no sign of abatement, a group of

Group Required

individuals with the right expertise and knowledge should either be assembled or

communicate to assess the situation and start to take decisions. Members of the

team might include Crisis Manager, Health Manager, Health Advisors, Regional

Health Directors and Food Safety Advisors, or left to the IMT/BST. Consider inviting

management representative of the food company.

Potential to advance

It is essential to record all information properly as there will be a debrief session at

Knowledge

some point. Also, the organism might be new or science has not advance to abate the

organism in a satisfactory way.

Document

Someone should be made responsible for documentation of all information in real

time where possible.

No outbreak control

The organism involved may be known in the environment and self-contained or of

group is needed but

short duration. In this case there is no requirement to convene an outbreak control

investigation required

team but all information should be investigated in accordance with company

procedures. This might be in addition to an outbreak control team. Also root causer

investigation might be required.

Convene Outbreak

This can be done by tele/video conference. The Outbreak control team should be

Control Group

responsible for deciding what measures need to be taken to control the current

situation and bring the outbreak back under control.

Are the resources

It is important that resources are made available in terms of bringing together the

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available?

Incident Management Team or appropriate personnel and the support of the Business

support team if required.

Investigate and

Any investigations carried out should be properly investigated and documented in

Document

accordance with business requirements. Also root cause investigation might be

required

Control Measures as

The investigation may conclude that certain control measures are required until

appropriate

further notice or until control is restored.

Control Measures as

The outbreak control team might decide that certain control measures should be put

appropriate

in place until further notice or until control; is restored.

Root Cause

It is essential that an investigation debrief is conducted prior to any official or root

investigation & Debrief

cause investigation and that and Health & Safety or illness recording is correctly

completed.

The Objectives of the investigation of an outbreak

 To contain the spread of the outbreak

 Identify the outbreak location(place where the food was served or prepared)

 Identify the food vehicle(s) involved (the food eaten which gave rise to illness)

 Identify the causative agent (the organism, toxin, or poison associated with the illness that is recovered

from suffers and .or food and/or the environment under investigation, for example salmonella,

scrombotoxin or mercury

 Trace causes and carriers (especially food handlers)

 Trace the source of the causative agent(the vehicle which brought the causative agent into the outbreak

location, for example raw food or a food handler, and/or the origin of the causative agent, for example a

cow in the case of raw milk);

 Determine the causal factors (how the vehicle was contaminated and what stage of food preparation

allowed bacterial multiplication);

 Recommend how food should be prepared in the future to avoid recurrence;

 Provide data for use in surveillance;

 Provide evidence for any action further required or authorities.

Control Tier: 2

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Appendix 4: Food Poisoning Questionnaire

FOOD POISONING QUESTIONNAIRE - PAGE 1

You are requested to complete and return this form quickly to assist in investigating possible food poisoning.

PLEASE COMPLETE IN BLOCK CAPITALS

NAME:

DATE OF BIRTH:

ADDRESS:

POSTCODE:

TEL № HOME:

WORK:

WHEN AND WHERE YOU CAN BE USUALLY CONTACTED:

OCCUPATION:

PLACE OF WORK:

(PLEASE MAKE IT CLEAR WHETHER YOU ARE A FOOD HANDLER)

FAMILY DOCTOR:

TELEPHONE NO:

HAS YOUR DOCTOR BEEN CONSULTED IN THIS INCIDENT?

HAVE YOU HAD A SPECIMEN TAKEN?

ONSET OF SYMPTOMS:

DATE:

TIME:

Control Tier: 2

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FOOD POISONING QUESTIONNAIRE - PAGE 3

THREE DAYS PRIOR TO SYMPTOMS STARTING:

BREAKFAST

LUNCH

DINNER

OTHER

DESCRIPTION OF SYMPTOMS:

HEADACHES



DIARRHOEA



RASH



BLOOD STAINED DIARRHOEA



NAUSEA



DIZZINESS



VOMITING



TEMPERATURE



STOMACH CRAMPS



HOW LONG DID SYMPTOMS LAST?

(Please state separately for Diarrhoea, Vomiting, and any other symptom).

NAME AND ADDRESS OF CLOSE FAMILY AND OTHER CONTACTS WHO YOU KNOW HAVE

HAD SIMILAR SYMPTOMS:

PLEASE STATE IF ANY OF YOUR CLOSE CONTACTS ARE EMPLOYED IN FOOD HANDLING

- IF SO PLEASE GIVE NAME, ADDRESS & TEL NOS.

ANY OTHER INFORMATION WHICH YOU FEEL COULD BE RELEVANT

Control Tier: 2

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Appendix 5: Scope and Frequency of Food-Handlers Medical Assessment

Please refer to BP AzSPU Fitness for Task Management Programme, “Food Handlers” section.

N

Type of Examination

Pre-employment

Periodic (6 monthly)

Clinical form filled in / reviewed / signed

√

Full General Examination (+ BP, Urine test, BMI) and

√

Mental State Examination

General Dental Assessment

√

Vision check basic

√

Chest X-ray

√

If indicated

ECG (if over 40 y.o., if a smoker or if indicated)

√

Audiometry

√

If indicated

Drug test - 5 panel drug THC, COC, OPI, AMP, PCP

√

As needed

urine testing (Buprenorphine for Georgia based staff)

Blood Group and Type

√

If not known

10.

Urine analysis

√

11.

Stool microscopy and culture

√

12.

Medical swabs

As needed to comply with local legal

requirements

13.

Rabies

If at risk

14.

Vaccinations: D/T, Hepatitis A; Polio; Typhoid

√

Revision/Review Log

Revision Date

Authority

Custodian

Revision Details

08.07.2005

AzSPU Health

Eldar Yarmamedov

Initial issue

Manager

25.04.2008

AzSPU Health

AzSPU Food Safety /

Periodic review

Manager

Hygiene Advisor

Almaz Agazade

Eldar Yarmamedov

25.04.2009

AzSPU Health

AzSPU Food Safety /

Updated Appendix 3 - Protocol

Manager

Hygiene Team leader

of Food Poisoning Outbreak

Almaz Agazade

Eldar Yarmamedov

Reviewed and brought in

compliance with BP standards

Appendix 5

25.05.2010

AzSPU Health

Environmental Health

Front Page: Custodian title,

Manager

Specialist Eldar

Revision date and Next revision

Almaz Agazade

Yarmamedov

date are changed.

1.0 Purpose: Added reference

to OMS Group Essentials

Control Tier: 2

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AzSPU Hand-Arm Vibration Programme

1.0

Purpose/Scope

BP is committed to the HSE policy of “no harm to people” and so recognizes that hand

arm vibration is an area where ill health can arise.

This document presents the AzSPU approach to the assessment and management of

Hand Arm Vibration risks. It provides a control strategy to eliminate, or reduce to as low

as is reasonably practicable, the effects of hazardous vibration on employees working at

AzSPU locations, who are exposed to potentially harmful levels of vibration, as a result of

working with hand held power tools.

The scope of this programme relates to all tools, equipment and processes that transmit

harmful levels of vibration to the hands and arms of employees, including contractor

employees within AzSPU locations.

This programme is aimed to supervise hand arm vibration management programmes of

contractor companies using power tools and to ensure their compliance with BP

requirements and UK HSE regulations.

2.0

Definitions

AzSPU

Azerbaijan Strategic Performance Unit

Health Team

BP Azerbaijan SPU HSE and Engineering Department,

Health Team.

ALARP

As Low As Reasonably Practicable

HAV

Hand Arm Vibration

EAV

Exposure Action Value

ELV

Exposure Limit Value

3.0 General Requirements

The Control of Vibration at Work Regulations 2005, UK.

4.0 General Information

4.1 What is HAV?

Hand Arm Vibration is vibration transmitted from work processes into workers‟ hands

and arms. It can be caused by operating hand held power tools such as grinders, drills,

needle guns, cengar saws, electrical and pneumatic hammers and drills, both percussive

and rotary grinders, or by holding materials being processed by machines such as

pedestal grinders.

4.2 When it is hazardous?

Regular exposure to HAV can cause a range of permanent injuries to hands and arms,

collectively known as hand-arm vibration syndrome (HAVS).

Control Tier:

<<2>>

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4.3. Exposure Limit Value

The daily exposure limit value is the maximum amount of vibration an employee may be

Exposed to on any single day.

For hand-arm vibration the daily exposure limit value, standardized to an eight-hour

reference period, shall be 5 m/s² .Exposure shall be assessed by measuring vibration

acceleration .

4.4. Exposure Action Value

The daily exposure action value is the level of daily exposure to vibration above

Which you are required to take certain actions to reduce exposure.

For hand-arm vibration the daily exposure action (acceleration) value, standardized to an

eight hour reference period, shall be 2.5 m/s2. Recommended daily action levels are

reflected in the Table 1.

For the average overall vibration levels over the working day that cause an A(8) of

2.5m/c2 refer to Table 2.

5.0 Key roles and responsibilities

5.1 Site Manager is responsible for health and safety of all personnel at the site, but shall

assign specific responsibilities to the following personnel:

5.1.1 Site HSE Advisor

Acts as a focal point for all HAV issues, including:

 Ensuring that the use of power tools has been assessed in accordance with this

programme

 Ensuring all personnel using hand tools are trained in HAV and that training logs are

maintained.

 Monitoring HAV assessment and record sheet (see Appendix 3).

 Ensuring that personnel‟ exposure to HAV is not exceeding action value of 2.5 m/s²

A(8).

 Regularly communicating to employing company on any personnel exposed to

excessive HAV (A(8) over 2.5m/s²)

 Conducting internal audits to determine contractor compliance with this programme

 Liaise with Industrial Hygienist on any support in hand arm vibration programme,

including measurements

 Ensure that suitable PPE is available

Control Tier:

<<2>>

Revision Date: <<July 15, 2010>>

Document Number: << AZSPU-HSSE-DOC-00275-2>>

Print Date: 2/1/2011

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5.1.2 Responsible Site Personnel for Issuing Tools (Site to identify)

Those responsible for all power tools under their control shall:

 Ensure that each tool has been supplied with Tool Identification Number; Test Date;

Vibration Level and Maximum Hourly Use per Day.

 Ensure that, prior to issue, each tool is fitted with a MicroTag detailing Tool

Identification Number; Test Date; Vibration Level and Maximum Hourly Use Per Day.

Micro-tags may be colour coded as follows:

9 Red Tag -For tools above 5.0 m/s². Indicates high risk therefore Bi-monthly

assessment is required.

9 Amber - between 2.5 and 5m/s² .Assessment shall be carried out annually.

9 Green Tag-For tools below 2.5 m/s². Indicates low risk, 2-yearly assessment

is required.

 Ensure HAV Assessment and Record Sheets are issued with power tools.

5.1.3 Supervisors of personnel using power tools shall:

 Identify and implement methods or work practices to reduce workers‟ exposure to

HAV.

 Collect all HAV Assessment and Record Sheets from individuals using power tools

and filing of completed sheets for future analysis by site medic/H&S Advisor and BP

Industrial Hygienist.

 Ensure that site medics are aware and involved on any health issues related to

exposure to HAV

5.1.4 Users of Power Tools are responsible for:

 Regular visual inspection of tools to identify any defects prior to use.

 Completion of HAV Assessment and Record Sheet for tools above 2.5 m/s²

 Reporting symptoms of HAV to supervisor and/or site Medic.

 Getting adequate training in HAV and proper use of tools

5.2 Contractors shall:

 Comply with all requirements of this programme and ensure that all necessary actions

are taken to reduce exposure of their employees to hand arm vibration

 Contractors‟ companies using power tools should carry out regular audits to ensure

compliance with BP requirements and regulations .

5.3 Health Manager shall:

 Appoint a person for periodic review and update of this document.

 Support Assets in the implementation and monitoring of Hand Arm Vibration

programme

5.4

Industrial Hygienist shall:

 Be responsible for provision of technical support, guidance and advice on all aspects

of hand arm vibration management

 Carry out HAV assessment wherever required

Control Tier:

<<2>>

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 Support site HSE Advisors in conducting periodic audits at different locations to

ensure contractors‟ compliance with this programme.

5.5

PU Health Advisor shall:

 Set up and implement hand arm vibration surveillance programme if necessary

 Coordinate medical provider in implementation of Hand arm vibration surveillance

programme

6.0 CONTROL MEASURES

6.1 Overview

The control measures, which are to be considered to eliminate or reduce the effects of

hazardous vibration, are as follows:

 Elimination or Substitution

 Engineering Controls

 Procedural Controls

 Personal Protective Equipment

7.2 Elimination or Substitution

Elimination of exposure to HAV is the best control measure, therefore the question “Is it

absolutely necessary to carry out this work?” should always be asked. In a practical

working environment the more realistic outcome is for exposure to be “As Low As

Reasonably Practicable” and this can be achieved by substitution, modification or

management controls. In addition to the assessment of specific working practices

reference should be made to manufacturers‟ data on the probable magnitudes of vibration

corresponding to the types of equipment and particular conditions of use. Alternative

designs or models of equipment should be selected if this will achieve a quantifiable

reduction of risk from HAV.

7.3 Engineering Controls

Where elimination or substitution is not feasible, then consideration must be given to the

design of the product or process. The desired effect would be to design out hazardous

operations that involve power tools and equipment. Existing tools and equipment can be

modified to reduce the risk of HAVS to the worker. Manufacturer should be involved into

decision on the correct and applicable modification. If existing tools and equipment are

modified then site assessments should be conducted and recorded to take account of the

modifications. Provision of auxiliary equipment, such as handles which reduce the

vibration transmitted to the hand arm

7.4 Procedural Controls

Where workers‟ exposure regularly exceeds an A(8) of

2.5 m/s² programmes of

preventative measures are recommended. This programme will include:

 Selection of tools and machinery

 Appropriate maintenance programmes for work equipment, the workplace and

workplace systems

 Selection of consumables such as abrasives, cutting-bits etc

 Collation and assessment of vibration data

Control Tier:

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 Assessment of workplace design, layout and environment -

 Medical examination and health surveillance

 Provision of information, instruction, training and supervision

 Audit and review

 Management of subcontractors

 Inspection

 Job rotation

Where people have to work in cold areas further specific measures may include:

 Wearing warm gloves, and waterproof clothing for work in cold or wet areas

 Avoid pneumatic exhausts which discharge towards the workers hands (a flexible

hose to lead the exhaust away might help)

 Arrangements to allow workers to warm up before starting work

 Massaging and exercising fingers during regular breaks to help blood circulation.

This guidance, together with Section 6.0 of this programme, details implementation of

the above procedural controls.

7.5 Personal Protective Equipment

Keeping the hands and body warm helps to maintain good blood flow to the fingers and

reduces the risk of injury from HAVS. Various gloves, with special soft linings intended to

provide vibration isolation, are commercially available, but tests have shown that they are

not usually effective in reducing the amount of vibration reaching the workers hands. They

will usually provide little or no protection against vibration at the most damaging

frequencies, and poorly selected gloves might even increase the vibration transmitted to

the wearer‟s hands.

As a result of the poor performance of anti-vibration gloves, it is recommended

that gloves should be selected on their ability to keep hands warm.

7.6 Maintenance Strategy

Vibratory equipment shall have routine maintenance carried out:

9 Red Tag -For tools above 5.0 m/s². Indicates high risk therefore Bi-monthly

assessment is required.

9 Amber - between 2.5 and 5m/s². Assessment shall be carried out annually.

9 Green Tag-For tools below 2.5 m/s². Indicates low risk, 2-yearly assessment

is required.

The assessment should consist of maintenance checks, electrical integrity (i.e. PAT

Testing) etc, which should be in accordance with the manufacturer‟s advice.

8.0 Implementation of HAVS Control Strategy:

8.1 Identification and assessment of hazardous tools and operations

Every site should create equipment inventory.

Every employer, who uses equipment, must ensure measures are taken to reduce the

risk and to conform to the AzSPU HAV Management Programme.

Control Tier:

<<2>>

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Suppliers and vendors sending tools to BP sites are responsible for supplying the

following information with each tool:

 Tool Identification Number

 Vibration Magnitude in m/s²

 Test Date

 Maximum Hourly use per day (in order for the user not to exceed an A(8) of 2.5

m/s²

This information must accompany each tool sent to the site and will be included within the

site inventory of power tools. Prior to purchasing tools for use on BP/AzSPU sites,

information must be obtained from suppliers about the vibration magnitudes their

products are likely to create in normal use (frequency weighted acceleration in m/s²). Data

Sheets should also be obtained for existing tools and equipment from suppliers or

manufacturers. It must be borne in mind that these figures have been derived from test

lab conditions and not workforce conditions.

Vibration level should be verified at the earliest opportunity and at least during the

first service period by measuring the vibration magnitude when the tool is

operating, utilizing relevant consumables against a suitable surface by site H&S

Advisor

This information should then be used to update exposure limits/recommended working

time for that tool as identified above. The following question list provides useful guidance

for tool selection:

Control Tier:

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8.2 REGISTRATION OF TOOLS

All tools with the potential to cause exposure to vibration must be registered and supplied

by companies sending tools to site with information as detailed above. This information

will be included within the site inventory of power tools and should be added to the site‟s

HAVS monitoring spreadsheet.

To aid identification each tool must be fitted with a Micro-tag, by the person responsible

for issuing the tools, identifying Tool Identification Number; Test Date; Vibration Level and

Maximum Hourly Use Per Day (Appendix 1). A colour coding system may be used if

desired. These will be colour coded as follows -

Red Label - For tools above 2.0 m/s².

Green Label - For tools below 2.0 m/s².

The user of any tool having a vibration magnitude greater than 2.0 m/s² will be required to

complete a HAV Assessment and Record Sheet ( See Appendices) in order to ensure

that daily exposure does not exceed an A(8) of 2.5 m/s².

Assessments must be maintained on site for at least three months for inspection by the

site HSE personnel.

Examples of the Assessment and Record Sheet together with tool colour label sheets are

included as appendices.

Control Tier:

<<2>>

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AzSPU Hand-Arm Vibration Programme

8.3 AWARENESS, INFORMATION, INSTRUCTION AND TRAINING

Training is recognised as being an essential tool to raise awareness and help reduce the

risk of employee‟s health being affected by vibration. The level of training and awareness

will be as follows:

 All personnel working in AzSPU locations can receive a awareness session to

provide backg1round knowledge and information Reference to VTA number

 All personnel performing, or supervising, work involving power tools, must be

trained in the requirements of this programme. - Reference to VTA number

This will include:

•Awareness on exposure limit and action values

• Potential sources of HAV

• The health effects of HAV, including circumstances which provide entitlement to

health surveillance

• Risk factors (e.g. high levels of vibration, daily length/regularity of exposure)

• Results of any applicable assessment and/or measurements

• How to recognize and report signs of injury

• Ways to minimize risk, including:

9 Changes to working practices to reduce vibration exposure

9 Correct selection, use and maintenance of equipment

9 Maintenance of good blood circulation at work, e.g. by keeping warm and

exercising fingers

 Maintenance personnel must be given instruction and training on the repair of

equipment to ensure good maintenance practice to reduce vibration. -

 Purchasers/subcontractors to be given instruction and information regarding AzSPU

HAV management programme and its requirements.

8.4 Assessment and Reporting of use of vibration equipment

Each tool must be marked with maximum hourly use per day. In any 12-hour shift it is

expected that, with breaks etc., no person is likely to achieve a total usage of a power tool

in excess of 8 hours. Therefore, using the action level given above, tools with a vibration

magnitude equal to, or less than, 2.5 m/s² should not, under normal circumstances, cause

the user to exceed an A(8) of 2.5 m/s² if used for 8 hours or less in a 24 hour period.

To ensure satisfactory control, when using tools with a vibration magnitude above 2.0

m/s², the risk of using that tool must be assessed. Each employee must record usage of

power tools on a HAV Assessment and Record Sheet to determine if exposure limits have

been breached (Appendix 3). Use of a power tool will have been identified during the pre-

job risk identification process and, on withdrawing a power tool with a vibration level

above 2.0 m/s² from the tool store, a HAV Assessment and Record Sheet will be issued

with the tool.

Where the same worker, in the completion of a task, uses more than one vibratory tool,

the maximum exposure time for each tool is reduced. The spreadsheet, which

accompanies this programme, allows the calculation of A(8) values when using a

combination of tools. By entering identified vibration levels and usage times for each tool

it calculates the overall A(8) value, which would occur if using those tools. If overall A(8)

values are over 2.5 m/s² then it will be necessary to reduce the usage until satisfactory

levels are achieved.

It shall be the responsibility of both the user and his employer/supervisor to ensure that

both the maximum permitted time and the daily cumulative time for the tool(s) are not

exceeded.

Control Tier:

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At the end of the day the user shall present the HAV Assessment and Record Sheet to his

supervisor who shall sign the sheet as verified and retain it on file. At regular intervals, of

not less than three months, the MEDIC or other person on site responsible for health

issues will review returned record sheets.

It is important to note that the use of the HAV Control Strategy is additional to any controls

specified in the Permit to Work system. The normal operations of AzSPU BP will still

apply in that the use of power tools will still be subject to the controls and authorisations

required by the Permit to Work System

8.5 HEALTH SURVEILLANCE

Employers of personnel carrying out work giving rise to significant risk of HAVS, i.e.

workers likely to be exposed above an A(8) of

2.0 m/s², must ensure that their

employees are annually monitored for the development of HAVS.

Such a health surveillance system will include:

 New and existing employees, identified as having significant exposure to HAVS risk

will undergo a medical assessment, including completion of a Health Surveillance

Questionnaire such as that detailed in AzSPU Health Surveillance Programme.

 Employees are encouraged to recognize and report symptoms as soon as possible to

their own Doctor, Supervisor, site Medic or other person responsible for health issues

on site, in order that controls can be introduced or reviewed to prevent symptoms

developing further.

For more detailed information on health surveillance please refer to AzSPU Health

Surveillance Programme

8.6 Analysis and Audit

At regular intervals, of not less than three months, the site medic or other responsible for

site health issues person ( e.g. H&S Advisor) will review returned HAV Assessment and

Record Sheets in order to ensure that HAV controls are being complied with, including, in

particular, that exposure of any individual has not exceeded recommended levels. In

addition the site tools inventory, color code tags; tool and task risk assessment should be

reviewed. This will help to identify any improvements to the system, and ensure that

requirements are being met.

The review should include a check on which tools are being used most frequently and to

cross check this to the HAV risk associated with those tools. In this way it may be

possible to identify and investigate the potential for high-risk tools to be changed out or

replaced, or for different method to be used to eliminate HAV risk completely

It is expected that all employers of personnel who use vibration tools at AzSPU BP

locations will have a demonstrated system to ensure controls are adequate to reduce

vibration exposure to their employees to as low as reasonably practicable.

Using this approach it will be possible to drive a continuous improvement process with

respect to HAV risk minimisation at the site.

8.7 Records

8.7.1 Health Records

The employing company should retain relevant health records, including:

• Pre-employment Health Surveillance Questionnaire

• Hand assessments - Health Surveillance Questionnaire

• Individual health surveillance records

Control Tier:

<<2>>

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8.7.2 Equipment Records

Equipment Records must be available on each installation and consist of:

 Equipment inventory

 Test certificate and Test Date

 Tool Identification Number

 Vibration Level in m/s²

 Maximum Daily Usage

8.7.3 Training Records

Training Records must be maintained by each site and copied, where applicable, to

parent companies. These will consist of:

 Course name and contents

 Attendees name and date of course

8.7.4 Exposure Records: HAV Assessment and record sheet

Exposure Records should be held for those personnel with exposure above an A(8) of 2.5

m/s² or who, after risk assessment, perform tasks, which cannot be executed within the

equipment safe working times. These records should be held on the site for at least three

years for review by the medic, H&S Advisor, Industrial Hygienist. Records should include:

 A risk assessment of the work

 Exposure times of employees who executed work out with the equipment safe

working times

Revision/Review Log

Revision Date

Authority

Custodian

Revision Details

12/12/2008

Almaz

Hijran Jafarova

Initial Issue

Aghazada

14/12/2009

 Section 4.3 /4.4 Exposure limit

Almaz

and action values established as

Aghazada

Hijran Jafarova

per the UK HSE HAV regulations

 Section 5.0 Roles and

responsibilities have been

revised

 Section 7.6 Maintenance

strategy: Color coded information

added

Almaz

Hijran Jafarova

15/07/2010

 Periodic review

Aghazada

Control Tier:

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Appendix1

VIBRATION MEASUREMENTS AND VIBRATION EXPOSURE

Vibration is measured using a meter with a „hand arm weighting‟ that filters the

signal from accelerometers to give a hand arm acceleration value in m/s².

The method of measurement involves determining the frequency weighted acceleration

values for three orthogonal axes, a_hwx, a_hwy and a_hwz. The overall vibration ahv is then

calculated as follows:

The measurements should be made on the vibrating surface as close as possible

to the centre of the gripping zone of the machine, tool or workpiece. A mounting

force should be used which is representative of the coupling of the hand to the

vibrating power tool, handle or workpiece.The vibration dose received by the

worker over a typical working day depends on the duration of exposure as well

as the level of vibration. The duration of exposure is the time actually working

with the tool on i.e. the “Trigger Time” the tool is used.

To allow different exposure patterns to be compared, they are adjusted or „normalised‟ to

a standard reference period of 8 hours.

This equivalent value over 8 hours is called the A(8) value and is determined as follows:

Where

T is the total daily duration of exposure to the vibration

a_hv,

T₀ is the reference duration of 8 hours.

If the work is such that the total daily vibration exposure consists of several operations,

with

different vibration magnitudes, then the daily vibration exposure A(8) is determined by:

Control Tier:

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where:

a_hvi is the vibration total value for the i th operation

n is the number of individual vibration exposures

Ti is the duration of the i th operation

The permissible maximum exposure time to a measured level of overall hand arm

vibration can

be calculated as follows:

where:

t = time in hours

a_hv = overall hand arm acceleration value in m/s2

The overall hand arm vibration dose to which workers are exposed should not exceed the

equivalent value of 2.5 m/s² for a period of 8 hours (2.5 m/s² A(8)). For example if you had

a tool with a vibration level of 2.0 m/s² then the permitted usage time without exceeding

the recommended daily exposure i.e. an A(8) of 2.5 m/s² would be calculated as follows:

Hence the tool can be used safely for t = 12 Hours

Where the same worker, in the completion of a task, uses more than one vibratory tool,

the maximum exposure time for each tool is reduced. Hand arm vibration calculator

(Appendix 4), allows the calculation of A(8) values when using a combination of tools. By

entering identified vibration levels and usage times for each tool, it calculates the overall

A(8) value, which would occur if using those tools. If A(8) values are over 2.5 m/s² then it

would be necessary to reduce the usage until satisfactory levels are achieved.

Control Tier:

<<2>>

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AzSPU HSE Training, Awareness and Competence Procedure

Page 2 of 13

1.0

Purpose/Scope

The purpose of this document is to describe the process of identifying Health, Safety &

Environmental (HSE) training requirements at the AzSPU level, delivering training commensurate

with defined responsibilities, and maintaining training records. This procedure applies to BP

Exploration (Caspian Sea) Ltd. full time national permanent, direct hire; expatriate in; Georgia

permanent, and agency staff in addition to contractors as defined within the Contractor HSE Training

Requirements procedure. It is at the discretion of a BP supervisor, team leader, and/or manager, to

determine if the scope of this procedure would apply to day rates working less than 6 months.

Operational Unit level procedures describe the process of identifying HSE training requirements,

delivering training commensurate with defined responsibilities, and maintaining training records.

2.0

Definitions

General HSE management system definitions are in the HSE Definitions document.

3.0

General Requirements

 ISO 14001 - Element 4.4.2 Competence, training and awareness

 BP Global HSE Compliance Framework - Step 3, Items 3.2, 3.5, 3.7, 3.9

4.0

Responsibilities

AzSPU Top Management

 Provide resources and visible management support for the HSE and compliance training

programs.

 Monitor training completion via Key Performance Indicators (KPIs), and provide incentives

and disciplinary measures as needed to ensure appropriate training and competent personnel.

AzSPU HSE & Engineering Vice President

 Annually approves the AzSPU HSE Training Requirements Matrix and AzSPU HSE Training

Foundation Competency Guidelines, working with Top Management for concurrence as

needed.

 Influences training conformance expectations across the AzSPU operational units as it relates

to this procedure.

AzSPU HSE Compliance Team Leader

 Maintains the AzSPU Compliance Task Manager (CTM) database, which includes a flag

(trigger) to identify training required by HSE legal and other compliance tasks.

 Communicates legally required training identified in CTM compliance tasks to the HSE

L&OD Advisor.

 Develops and implements compliance training.

 Develops and implements integrated HSE management system training.

 Works with appropriate subject matter experts to develop and make available a list of AzSPU

requirements for contractor training programs.

AzSPU HSE Learning and Development Advisor

 Provides assurance oversight for this procedure, AzSPU-coordinated HSE training identified

within the AzSPU HSE Training Requirements Matrix, and the AzSPU HSE Training

Foundation Competency Guidelines documents.

 VTA learning management system implementation.

Control Tier:

2-AzSPU

Revision Date: August 10, 2010

Document Number: AzSPU-HSE-DOC-00030-2

Print Date: 2/1/2011

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Page 3 of 13



Performs quality assurance of AzSPU coordinated third party providers for HSE training

courses (e.g. assurance plan, audit schedule, survey results) identified within the AzSPU HSE

Training Requirements Matrix and AzSPU Training Foundation Competency Guidelines.



Communicates AzSPU HSE training requirements defined with the AzSPU HSE Training

Requirements Matrix and AzSPU Training Foundation Competency Guidelines and

periodically assesses training completion.



Approves AzSPU coordinated HSE training course specifications as defined within the

AzSPU HSE Training Requirements Matrix and AzSPU Training Foundation Competency

Guidelines, and ensures they are defined and current.



Provides for quality and completeness of training design, including assurance that appropriate

training materials, tests, and delivery strategies are provided and maintained for all AzSPU

coordinated HSE training defined within AzSPU HSE Training Requirements Matrix and

AzSPU Training Foundation Competency Guidelines.



Ensures technical content is reviewed and verified for accuracy and completeness with

AzSPU Technical Authorities



Reviews materials for instructional quality



Facilitates updates and revisions to course materials as part of the management of change and

continuous improvement process for all AzSPU coordinated HSE training as defined within

the AzSPU HSE Training Requirements Matrix and AzSPU Training Foundation

Competency Guidelines.



Ensures approved course materials are utilized in the delivery of all AzSPU coordinated HSE

training as defined within the AzSPU HSE Training Requirements Matrix and AzSPU

Training Foundation Competency Guidelines.



Accountable for managing all aspects of AzSPU coordinated HSE training implementation

defined within the AzSPU HSE Training Requirements Matrix and AzSPU Training

Foundation Competency Guidelines.



Ensures a standardized customer response and attendance forms are utilized with each AzSPU

coordinated HSE training course defined within the AzSPU HSE Training Requirements

Matrix and AzSPU Training Foundation Competency Guidelines, as well as spot checks

customer response forms to confirm that the course is performing as intended.



Approves third party providers, facilitates contract scope requirements, conducts third party

evaluations, and recommends corrective actions when third party providers fail to meet

contractual scope requirements and/or scores “1 - Not Yet Attained Competencies” as defined

within the 3rd Party Course Evaluation Guidelines for all AzSPU coordinated HSE training as

defined within AzSPU HSE Training Requirements Matrix and AzSPU Training Foundation

Competency Guidelines.



Management and administrative oversight for training documentation as it relates to AzSPU

coordinated HSE training defined within the AzSPU HSE Training Requirements Matrix and

AzSPU Training Foundation Competency Guidelines.



Provides and regularly maintains information on available relevant training for AzSPU

coordinated HSE training as defined within the AzSPU HSE Training Requirements Matrix

and AzSPU Training Foundation Competency Guidelines.



Develops and maintains the AzSPU HSE Training Requirements Matrix, clearly identifying

training requirements for AzSPU job categories, and providing the capability to track training

completed relative to requirements for all AzSPU coordinated HSE training as defined within

the AzSPU HSE Training Requirements Matrix and AzSPU Training Foundation

Competency Guidelines.



Modifies and updates the list of required training for all AzSPU coordinated HSE training as

defined within the AzSPU HSE Training Requirements Matrix and AzSPU Training

Foundation Competency Guidelines for employees when notified of changes in HSE legal

and other training requirements.



Annually communicates employee training requirements for AzSPU coordinated HSE

Control Tier:

2-AzSPU

Revision Date: August 10, 2010

Document Number: AzSPU-HSE-DOC-00030-2

Print Date: 2/1/2011

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training as defined with the AzSPU HSE Training Requirements Matrix and AzSPU Training

Foundation Competency Guidelines, and periodically provides updates to employees,

supervisors, and the HSE Compliance Team Leader regarding training completions.

 Manages the logistics of providing the AzSPU coordinated HSE training defined within the

AzSPU HSE Training Requirements Matrix and AzSPU Training Foundation Competency

Guidelines.

 Manages and maintains training records for AzSPU coordinated HSE training programs

defined within the AzSPU HSE Training Requirements Matrix and AzSPU Training

Foundation Competency Guidelines such that they are quickly available to document training

program implementation.

 Provides material for or participates in implementation of general new employee induction

training for new employees.

 Periodically, approximately once per year, checks the compliance database against the

AzSPU coordinated HSE training as defined within the AzSPU HSE Training Requirements

Matrix and AzSPU Training Foundation Competency Guidelines to ensure all relative HSE

legal and other training is fully represented.

Nominated HSE Advisors:

 Defines operational unit’s HSE training requirements.

 Assist in preparation of compliance awareness, integrated HSE management system, and

other HSE training materials as requested, including addition of operational unit-specific

information when needed.

 Participate in Train-the-Trainer sessions when available, to assist in providing HSE training to

their business.

 Participates in selection of 3^rd party training providers where applicable to provide HSE

training.

 Implement the HSE training program in accordance with the training requirements defined

within the AzSPU HSE Training Requirements Matrix, AzSPU Training Foundation

Competency Guidelines and operational unit level HSE training procedures/ matrices.

 Periodically (recommended quarterly), check on the status of training completions for the

year and notify Operational Unit Leaders and the AzSPU HSE Compliance Team Leader if

there are discrepancies between required training and training expectations defined within the

AzSPU HSE Training Requirements Matrix, AzSPU Training Foundation Competency

Guidelines and Operational Unit level HSE training procedures/training matrices.

 Follow up and scheduling for personnel who are late in meeting HSE training requirements

defined within the AzSPU HSE Training Requirements Matrix, AzSPU Training Foundation

Competency Guidelines and Operational Unit level HSE training procedures/matrices.

Technical Authorities - Various Subjects

 Provide technical oversight and guidance for HSE training course content (e.g., objectives,

required audiences, delivery methods, provider, etc.) defined within the AzSPU HSE Training

Requirements Matrix, AzSPU Training Foundation Competency Guidelines, and Operational

Unit level HSE training procedures/matrices.

 Recommend new HSE course development as well as revision to existing HSE training

programs in accordance with applicable BP policies and procedures.

Supervisors:

 Assure individuals working for them are competent and effective in performing assigned

compliance tasks.

 Ensure persons working for them and performing tasks that have the potential to cause a

significant impact on HSE or compliance issues are competent on the basis of appropriate

Control Tier:

2-AzSPU

Revision Date: August 10, 2010

Document Number: AzSPU-HSE-DOC-00030-2

Print Date: 2/1/2011

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education, training, or experience.



Have performance contracts/evaluations that take into account whether they have routinely

performed assurance activities (such as work observations, performance reviews, facility

walk-arounds, and other activities that assist in observing worker performance) to confirm

that individuals who are or may be working for them are competent and effective in

performing assigned compliance tasks and managing HSE impacts.



Ensure persons working for them are allowed to perform their tasks with up to date training

certificates and/or dispensation, if applicable.



Ensure monthly review of training validity for BP and core contractor personnel working at

operational sites and formal notification to Operational Site Manager(s) of training expiry

dates 60 days in advance.



Ensure formal notification to core contractors’ management and/or respective Contract

Accountable Managers of the contractor personnel training expiry dates 60 days in advance

from Operational Site Manager(s) and/or designee.



Be responsible for identifying where a dispensation/deviation should be given if training

certificates are expired and have it verified by Authorizing person defined for each role as per

AzSPU Procedure for Deviation

(AzSPU-HSE-DOC-00011-2) or any other applicable

procedures/policies.



Agree mitigations set with Operational Site Manager(s) if dispensation/deviation is given to

members of staff when training certificates are expired.



Suspend members of personnel from performing of the respective part of their duties if their

training certificates are expired and no dispensation/deviation is applicable and/or given.



Approve minimum mitigations required as part of dispensation/deviation process in the form

of a successful formal reassessment using agreed set of questionnaire. Records of successful

assessment shall be kept with dispensation/deviation form by the Operational Site Controller

and be made available for auditors at any time.

Site Managers, Procurement, and Contract Technical Specialists

 Communicate AzSPU HSE training expectations for contractors.

 Periodically check contractor training programs and contractor performance as part of the

overall Contractor Oversight process.

Course Instructors

 Provide courses according to approved course specifications and with approved course

materials.

 Have attendees sign course registers, and ensure attendance is documented within the VTA by

delivering the attendance register to a VTA Administrator and/or the AzSPU HSE Training

coordinator.

 For AzSPU coordinated HSE training courses defined within the AzSPU HSE Training

Requirements Matrix and AzSPU Training Foundation Competency Guidelines with a graded

test, course instructors review test results, determine whether attendees pass required courses,

and notify attendees and AzSPU HSE Training coordinator of failed test results.

Learning Coordinators

 Provides assurance oversight for Operational unit level HSE training procedures and matrices

(if required).

 Administers VTA learning management system for operational unit coordinated HSE training

defined within operational unit level HSE training procedures/matrices.

 Performs quality assurance of operational unit coordinated HSE training course third party

providers (e.g. assurance plan, audit schedule, survey results) identified within defined within

operational unit level HSE training procedures/matrices.

 Communicates operational unit HSE training requirements defined within operational unit

Control Tier:

2-AzSPU

Revision Date: August 10, 2010

Document Number: AzSPU-HSE-DOC-00030-2

Print Date: 2/1/2011

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level HSE training procedures/matrices, periodically assesses training completion.



Approves operational unit coordinated HSE training course specifications as defined within

operational unit level HSE training procedures/matrices, and ensures they are defined and

current.



Provides for quality and completeness of training design, including assurance that appropriate

training materials, tests, and delivery strategies are provided and maintained for all

operational unit coordinated HSE training defined within operational unit level HSE training

procedures/matrices.



Ensures technical content is reviewed and verified for accuracy and completeness with

AzSPU and operational unit Technical Authorities.



Reviews materials for operational unit coordinated HSE training defined within operational

unit level HSE training procedures/matrices for instructional quality



Facilitates updates and revisions to course materials as part of the management of change and

continuous improvement process for all operational unit coordinated HSE training as defined

within operational unit level HSE training procedures/matrices..



Ensures approved course materials are utilized in the delivery of all operational unit

coordinated HSE training defined within operational unit level HSE training

procedures/matrices.



Accountable for managing all aspects of operational unit coordinated HSE training

implementation defined within operational unit level HSE training procedures/matrices.



Ensures AzSPU standardized customer response and attendance forms are utilized with each

operational unit coordinated HSE training course defined within operational unit level HSE

training procedures/matrices, as well as spot checks customer response forms to confirm that

the course is performing as intended.



Approves third party providers, facilitates contract scope requirements, conducts third party

evaluations, and recommends corrective actions when third party providers fail to meet

contractual scope requirements and/or scores “1 - Not Yet Attained Competencies” as defined

within the 3rd Party Course Evaluation Guidelines for all operational unit coordinated HSE

training defined within operational unit level HSE training procedures/matrices.



Management and administrative oversight for training documentation as it relates to

operational unit coordinated HSE training defined within operational unit level HSE training

procedures/matrices.



Provides and regularly maintains information on available relevant training for operational

unit coordinated HSE training as defined within operational unit level HSE training

procedures/matrices.



Develops and maintains the operational unit level HSE training procedures/matrices, clearly

identifying training requirements for operational unit job categories, and providing the

capability to track training completed relative to requirements for all operational unit

coordinated HSE training as defined within operational unit level HSE training

procedures/matrices.



Modifies and updates the list of required training for all operational unit coordinated HSE

training as defined within operational unit level HSE training procedures/matrices for

employees when notified of changes in HSE legal and other training requirements.



Annually communicates employee training requirements for operational unit coordinated

HSE training defined within operational unit level HSE training procedures/matrices, and

periodically provides updates to employees, supervisors, and the HSE Compliance Team

Leaderregarding training completions.



Manages the logistics of providing operational unit coordinated HSE training defined within

operational unit level HSE training procedures/matrices.



Manages and maintains training records for operational unit coordinated HSE training

programs defined within operational unit level HSE training procedures/matrices, such that

they are quickly available to document training program implementation.

Control Tier:

2-AzSPU

Revision Date: August 10, 2010

Document Number: AzSPU-HSE-DOC-00030-2

Print Date: 2/1/2011

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 Periodically, approximately once per year, checks the compliance database against the

operational unit coordinated HSES training defined within operational unit level HSE training

procedures/matrices to ensure that all relevant HSE legal and other training is fully

represented.

5.0

Procedure

HSE training requirements and competence management will be performed in accordance with this

procedure to ensure that BP employees and contractors are provided with the necessary training in

HSE issues based on their positions. This will enable personnel to conduct their work tasks in a way

that safeguards the environment; protects employee and community health, safety; meets social

obligations; meets legal and other requirements; and meets the requirements of BP HSE Policy.

5.1

Identification of Employee HSE Training Needs

Personnel throughout the AzSPU require different levels of AzSPU and operational unit HSE training.

The AzSPU Training Requirements Matrix and AzSPU Training Foundation Competency Guidelines

identify the minimum AzSPU coordinated HSE training required for each person/position, and is

developed by:

 Reviewing personnel job descriptions, applicable operational controls and functional

organization charts to identify HSE responsibilities and required competencies for personnel.

 Interviewing personnel, team leaders and managers as-needed to clarify responsibilities and

required competencies.

 Analyzing personnel job responsibilities and required competencies to identify appropriate

level of AZSPU and site HSE training requirements.

 Reviewing compliance task assignments in CTM, including training that is mandated by legal

and other requirements.

Management of change processes and periodic reviews of the HSE training assessment process enable

the AzSPU Training Requirements Matrix and AzSPU HSE Training Foundation Competency

Guidelines to reflect current personnel job category requirements.

HSE training requirements include (as appropriate to the job responsibilities):

 Induction training.

 Specialist Training.

 Management system training.

 Compliance training - how legally required HSE training is identified, provided, evaluated

and recorded.

 Other training, such as training included in the employee’s Personal Development Plan,

training dictated by the employee’s work location (i.e., AzSPU, operational unit-specific,

Asset-specific) and training identified by supervisors or other interested parties.

Completion of required training is tracked in VTA, and training non conformance is reported through

VTA for employees who are late or do not complete required training.

5.1.1 New Employee HSE Induction Training

One type of training identified through the training assessment process is an initial new

employee HSE induction. Inductions are carried out for employees on joining the company,

as appropriate to their job assignments. These inductions include HSE issues, compliance

awareness, management systems, and actions to be taken in the event of an HSE or social

accident/incident.

Control Tier:

2-AzSPU

Revision Date: August 10, 2010

Document Number: AzSPU-HSE-DOC-00030-2

Print Date: 2/1/2011

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5.1.2 Specialist Training

Where there is a need for specialist HSE or social training, the AzSPU HSE Training

coordinator in consultation with Nominated HSE Advisors, is responsible for identifying

appropriate training. If this requires participation in external HSE or social training courses,

HSE resources will be consulted to ensure the appropriateness of the identified course.

Once approved by Nominated HSE Advisors, specialist courses are included in the AzSPU

HSE Training Requirements Matrix and AzSPU HSE Training Foundation Competency

Guidelines for that job category. Line Managers/Team Leaders review and have input on

their employee’s training plans, and are to:

1) ensure that realistic requirements and

timescales are identified; and 2) make employees available for identified training sessions.

5.1.3

Management System Training

The AzSPU HSE Compliance Team Leaderis responsible for developing and conducting

integrated HSE management system training for those elements of the management system

applicable to all assets and sites. This training will be integrated with asset and site level

specific training and will incorporate:

 Any updates to the integrated HSE management system.

 Conformance with the HSE regulatory policy and procedures.

 Compliance with HSE legal requirements and reporting of non-compliances.

 Overview of significant HSE aspects and impacts associated with operations.

 Incorporation of significant HSE aspects and compliance requirements into

Objectives, Targets and Management Programmes.

The initial and refresher management system training obligations are included within the

AzSPU HSE Training Requirements Matrix, AzSPU HSE Training Foundation Competency

Guidelines, and operational unit level HSE training procedures/matrices.

5.1.4 Compliance Training

AzSPU HSE legal and other requirements compliance training is identified and included

within the AzSPU Training Requirements Matrix, AzSPU HSE Training Foundation

Competency Guidelines, in CTM, in the AzSPU HSE Compliance Training and

Communication Strategy

(2008-2009+) and in operational unit level HSE training

procedures/matrices. This training:

 Provides awareness of BP’s compliance expectations, the AzSPU HSE compliance

program and the importance of compliance.

 Conveys information on how to access compliance tasks in CTM, and the source of

other compliance tools and resources (e.g. Compliance Position Papers).

 Provides guidance to individuals on how to discharge their HSE compliance

accountabilities - complete compliance tasks.

 Provides guidance to supervisors on how to oversee their direct reports who perform

HSE compliance tasks.

 Provides information on where to obtain guidance if compliance requirements are not

clear.

 Provides regulatory-required communications.

 Provides information on the procedure for confidentially reporting compliance

concerns.

5.1.5 Other HSE Training Requirements

Additional HSE training added to an employee’s list of training requirements includes

Control Tier:

2-AzSPU

Revision Date: August 10, 2010

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Print Date: 2/1/2011

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training identified in the employee’s Personal Development Plan, training dictated by the

employee’s work location (i.e., AzSPU, operational unit-specific, Asset-specific) and training

identified by supervisors or other interested parties.

5.2

HSE Training Design and Development

HSE training is designed to provide the knowledge, skills and competencies identified in the AzSPU

HSE Training Requirements Matrix, AzSPU HSE Training Foundation Competency Guidelines, and

operational unit level HSE training procedures/matrices. Training is designed and developed by:

 Establishing a list of training objectives that will be covered in each course.

 Identifying the recommended target audience.

 Determining appropriate training environment (classroom, online such as computer based

training (CBT), or on-the-job) as well as instructional methods (instructor-led, including the

selection and certification of qualified instructors or third party providers, and CBT).

 Determining methods to evaluate training effectiveness, including confirmation that trainees

obtain desired knowledge, skills, and competencies.

 Determining refresher frequency.

 Developing training materials.

 Standardizing AzSPU and operational unit HSE training (e.g. content, materials, delivery

method, providers, etc.) where applicable.

AzSPU HSE training as defined within the AzSPU HSE Training Requirements Matrix and AzSPU

HSE Training Foundation Competency Guidelines is developed to deliver on approved course

specifications. AzSPU coordinated HSE social and training course specifications shall include

approved criteria specific to that course as follows:

Course Name

Course Tag

Provider

Duration

Certification Date

Accreditation

Objectives

Intended For

Content

Expiration Date

Appropriate HSE developed training materials may include self-study, electronic courses, train-the-

trainer sessions, and traditional in-classroom instruction. When available, courses are provided

through VTA.

5.3

HSE Training Implementation

AzSPU coordinated HSE training is implemented in accordance with the training programs defined in

the AzSPU HSE Training Requirements Matrix and AzSPU Training Foundation Competency

Guidelines and includes assigning instructors and support staff, scheduling, and identifying suitable

facilities.

The AzSPU HSE Training coordinator is accountable for managing all aspects of AzSPU coordinated

HSE training implementation. Asset Training Coordinators are accountable for managing all aspects

of operational unit HSE training implementation defined outside the scope of this procedure.

5.4

Refresher Training

Refresher training is identified for select HSE training and provided as appropriate. The need for

refresher HSE training for employees is determined based on both the course itself and as part of an

employee’s annual performance appraisal. When needed, supervisors can enroll employees into

refresher courses defined within the AzSPU HSE Training Requirements Matrix, AzSPU Training

Foundation Competency Guidelines and operational unit level HSE training procedures/matrices.

Control Tier:

2-AzSPU

Revision Date: August 10, 2010

Document Number: AzSPU-HSE-DOC-00030-2

Print Date: 2/1/2011

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5.5

Drills and Exercises

Drills and exercises are fundamental in assessing the existing systems and operations in place for

certain types of courses and skills. Drill and exercise schedules are implemented by subject matter

experts.

5.6

Contractor Training

Contractors working within the AzSPU are responsible for developing and implementing a

comprehensive HSE training program to meet legal and other requirements, meet BP-specific

requirements, and ensure competency of personnel performing work for BP.

Overall contractor HSE training program expectations are included in contracts as appropriate.

Contractors are required to identify training obligations applicable to their work, including but not

limited to AzSPU and operational unit level HSE training, ensure their staff obtains all required

training, provide competent employees, maintain training documentation including attendance records

for at least five years, and provide training program documentation and training records to BP upon

request. Refer to Appendix A, AzSPU Minimum Contractor HSE Training Requirements.

Contractor oversight procedures are established to communicate contractor training requirements and

to periodically check contractor training programs and contractor performance.

5.7

AzSPU and Operational Unit HSE Awareness / Toolbox Talks and Safety Meetings

AzSPU Toolbox talks and Safety Meetings are performed on a regular basis, and progressively cover

relevant HSE issues. Operational unit and site level toolbox talks and safety meetings are managed at

a operational unit/site level and covered in operational unit/site procedures.

Topics may include:

 Environmental and Social Policies

 Environmental and Social Aspects and Impacts

 Legal and Other Requirements

 Objectives and Targets

 Environmental and Social Management Programs

 Structure and Responsibilities

 Training, Awareness and Competency

 Communication

 Environmental and Social Management System Documentation

 Operational Control

 Emergency Preparedness and Response

 Monitoring and Measurement

 Non Conformance and Corrective and Preventative Action

 Records

 Environmental and Social Management System Auditing

 Management Review

Toolbox talks and safety meetings are not documented within the VTA learning management system.

Documentation is at the discretion of the team leader or manger and shall be retained on file at the

site/office.

Control Tier:

2-AzSPU

Revision Date: August 10, 2010

Document Number: AzSPU-HSE-DOC-00030-2

Print Date: 2/1/2011

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5.8

Competency

HSE competency of personnel is achieved through experience, training courses, toolbox talks, safety

meetings and on the job (OJT) training. Supervisors assure individuals working for them are

competent and effective in performing assigned compliance tasks. Supervisors also ensure persons

working for them and performing tasks that have the potential to cause a significant impact on HSE or

compliance issues are competent on the basis of appropriate education, training, or experience.

Supervisors confirm employee competence through processes such as work observations,

performance reviews, facility walk-arounds, effective completion of CTM compliance tasks, and other

activities that assist in observing worker performance. Individual performance evaluations are

conducted annually to assess an individual’s overall competency and effectiveness in performing

assigned compliance tasks and managing HSE impacts.

5.9

HSE Training Evaluation and Improvement

AzSPU coordinated HSE training courses, defined within the AzSPU HSE Training Requirements

Matrix and AzSPU Training Foundation Competency Guidelines, are routinely evaluated for

adequacy of content, testing, presentation, and documentation. Improvements may be required

regarding the quality of HSE training courses and to keep training up-to-date. Evaluation activities

include:

 Customer response forms for each training course.

 Graded tests, quizzes, or demonstrated competence as appropriate for the training course.

 Third party course evaluations.

Employees attending AzSPU coordinated courses defined within the AzSPU HSE Training

Requirements Matrix and AzSPU Training Foundation Competency Guidelines are encouraged to

comment on training. Comments are forwarded to course trainers for review and action where

appropriate. Where action is deemed necessary at the discretion of the course trainer, the course

trainer discusses with the AzSPU HSE Training coordinator, to agree on actions required.

5.10

Training Records

Attendance and completion of AzSPU coordinated training courses defined within the AzSPU HSE

Training Requirements Matrix and AzSPU Training Foundation Competency Guidelines is

documented in VTA learning management system. The following records are retained by HSE & TD

and Human Resources Management:

 AzSPU HSE Training Requirements Matrix, AzSPU Training Foundation Competency

Guidelines, and records of training completed.

 Annual Performance Appraisal Records.

 AzSPU coordinated HSE training materials defined within AzSPU HSE Training

Requirements Matrix and AzSPU Training Foundation Competency Guidelines

document.

 Comments received on Training Courses

 Job descriptions - reviewed and updated, where applicable, as part of the performance

appraisal process.

The AzSPU HSE Training coordinator is responsible for management and administration oversight

for all AzSPU coordinated HSE training records as defined within the AzSPU HSE Training

Requirements Matrix and AzSPU Training Foundation Competency Guidelines. The asset or project

Training Coordinators are responsible for management and administration oversight for all other HSE

training records. VTA is the system to document training completed, reporting training attendance as

Control Tier:

2-AzSPU

Revision Date: August 10, 2010

Document Number: AzSPU-HSE-DOC-00030-2

Print Date: 2/1/2011

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well as other training compliance/status reporting.

6.0 Key Documents/Tools/References

AzSPU HSE Training Foundation Competency Guidelines

Virtual Training Assistant Learning Management System

Appendix A

AzSPU Minimum Contractor HSE Training Requirements

SPA

All Field-Based Contractors Employees:

Site Inductions

Operational Unit

Behavioral Safety Observation Training

HSE L&D TL

CoW training as per Job profile requirements

HSE L&D TL

Contract Supervisors/Leads/Foreman:

Site Inductions

Safety Observations and Conversations Training

Operational Unit

CoW training as per Job profile requirements

HSE L&D TL

Revision/Review Log

Revision Date

Authority

Custodian

Revision Details

September 1998 AD Little

R. Norman

Initial Issue

July 2000

G. Vidrine

J. Casey

Consistency with BP EMS Guidelines

F. Askerov

Control Tier:

2-AzSPU

Revision Date: August 10, 2010

Document Number: AzSPU-HSE-DOC-00030-2

Print Date: 2/1/2011

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August 2000

G. Vidrine

G. Stacey

Consistency with EMS Guidelines

R. Gallagher

April 2004

L. Emmons

S. Sultanova

Consistency with EMS requirements

September 28,

Gunther

Mary Holmes,

Updated to combine several training

2005

Newcombe

Yuliy Zaytsev

procedures into one, address integrated

HSE MS, describe the AzSPU training

matrix, incorporate the role of the

compliance database for identification of

“legal and other requirement” training,

and to address requirements of the

revised ISO 14001 standard.

February 27,

Gunther

Yelena Mirtagavi

Overall review

2007

Newcombe

August 20, 2007

Gunther

Yelena Mirtagavi

Reflected changes in moving towards

Newcombe

BSA

January 17, 2008

Yelena Mirtagavi

Naiba Ahmadova

Reflected changes in moving towards

SOC

March 11, 2008

Yelena Mirtagavi

Ilaha

Management system and compliance

Akhmedova

training requirements updated by

Rebecca Heath and Ilaha Akhmedova has

become document custodian.

May 21, 2008

Yelena Mirtagavi

Ilaha

Updated SPA for SOC program

Akhmedova

August 27, 2008

Yelena Mirtagavi

Ilaha

Updated HSE training requirements

Akhmedova

guidelines for contractor staff

March 28, 2009

Yelena Mirtagavi

Ilaha

Added HSE Training dispensation form

Akhmedova

April 6, 2009

Yelena Mirtagavi

Ilaha

Incorporated Exports PU specific

Akhmedova

documents on training validity

May 13, 2009

Yelena Mirtagavi

Ilaha

Amended alignment with AzSPU

Akhmedova

Procedure for Deviation.

September

29,

Yelena Mirtagavi

Ilaha

Removed reference to safety immersion

2009

Akhmedova

programs for contractors

January 29, 2009

Yelena Mirtagavi

Leyla

Removed reference to Social trainings.

Balaglanova

August 02, 2010

Yelena Mirtagavi

Y.Mirtagavi

Changed custodian and issuing

department.

August 10, 2010

Yelena Mirtagavi

Y.Mirtagavi

Changed titles as per organizational

change.

Added requirement to verify CTM

required trainings.

Removed reference to security trainings

Control Tier:

2-AzSPU

Revision Date: August 10, 2010

Document Number: AzSPU-HSE-DOC-00030-2

Print Date: 2/1/2011

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AzSPU Heat Stress Management Programme

1.0 Purpose/Scope

The purpose of this document is to provide information necessary to establish,

operate and maintain effective programmes to protect the health of employees,

contractors and others from exposure to heat stress while working for BP

Exploration Caspian Sea Ltd.

This controlled document applies to Azerbaijan Strategic Performance Unit

(SPU) engaged in the exploration, drilling, production and transportation of oil;

including all related construction activities.

2.0 Definitions

Calorie

The amount of heat required to raise 1 gram of

water 1 degrees C (based on a standard

temperature of 16.5 to 17.5 degrees C)

Conduction

The transfer of heat between materials that contact

each other. Heat passes from the warmer material

to the cooler material. For example, a worker's skin

can transfer heat to a contacting surface if that

surface is cooler, and vice versa

Dry bulb temperature

The temperature as measured by a thermal sensor,

such as an ordinary mercury-in-glass thermometer,

that is shielded from direct radiant energy sources

Evaporative cooling

Cooling that occurs when sweat evaporates from

the skin. High humidity reduces the rate of

evaporation and thus reduces the effectiveness of

the body's primary cooling mechanism

Globe temperature

The temperature inside a blackened, hollow, thin

copper globe

Heat

A measure of energy in terms of quantity

Heat Cramp

There is a sudden onset of pain and cramps in the

extremities; occurs after prolonged vigorous

exercise especially in hot environments. There may

be nausea and hypotension (low blood pressure)

and in some cases hyperventilation.

Heat Exhaustion

A progression from heat cramp and it is a more

severe condition. It is more likely in the dehydrated,

unfit, the elderly and those who have high blood

pressure. It is caused by both salt and water loss.

Heat Hyperpyrexia,

Caused by exactly the same conditions as heat

or Heat Stroke

exhaustion. It begins as heat exhaustion, but when

the body's system for losing heat is overwhelmed

the core body temperature rises rapidly and tissue

Control Tier:

<<2>>

Revision Date: 16.07.2010

Document Number: << AZSPU-HSSE-DOC-00109-2>>

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AzSPU Heat Stress Management Programme

damage occurs. This affects mainly the brain,

kidneys and liver. The circulation collapses. This

condition can be fatal if not treated rapidly.

Heat Strain

The net physiological load resulting from heat

stress

Heat Stress

The heat load on the body with contributions from

both metabolic heat production and external

environmental factors

Heat Syncope

A heat related condition where blood, which would

normally be circulated to the heart and brain, tends

to pool in the leg veins, thereby causing fainting.

Metabolic heat

A by-product of the body's activity.

Natural wet bulb

The temperature measured by exposing a wet

sensor,

temperature

such as a wet cotton wick fitted over the bulb of a

thermometer, to the effects of evaporation and

convection. The term natural refers to the

movement of air around the sensor.

Radiation

The transfer of heat energy through space. A

worker whose body temperature is greater than the

temperature of the surrounding surfaces radiates

heat to those surfaces. Hot surfaces and infrared

light sources radiate heat that can increase the

body’s heat load

3.0 General Requirements

OGP Health Aspects of Work in Extreme Climates within the E& P Industry.

Labor Code of the Republic of Azerbaijan (Eng)

Labor Code of the Republic of Azerbaijan (Az)

4.0 Key Responsibilities

Line Managers/Supervisors shall

 Be responsible for assessment and management of health risks within

their areas of responsibility

 Provide input when required to the heat stress risk assessment

processes

 Review health risk assessment findings and recommendations, as well as

the systems established to implement and track the resulting actions

 Ensure that people assigned for work in high temperature are medically

assessed for their fitness for task

 Ensure findings and recommendations from the health risk assessment

are communicated to all necessary personnel, including contractors and

Control Tier:

<<2>>

Revision Date: 16.07.2010

Document Number: << AZSPU-HSSE-DOC-00109-2>>

Print Date: 2/1/2011

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AzSPU Heat Stress Management Programme

visitors to the site

 Ensure a heat stress risk assessment is completed for the tasks where

the hot working conditions could be a problem

 Ensure all measures and recommendations resulting from the heat stress

risk assessment are undertaken

 Ensure all people working within their area of control are made aware of

any health risks, including those related to heat stress, associated with

their activities or work place and of the necessary precautions

 Ensure the suitability of the personal protective equipment provided for

people carrying out, or affected by, the activity

 Record and report any illness and/or problem that is associated with heat

stress via the established HSE reporting procedures

Health Manager (or designee) shall

 Ensure maintenance and periodic review of this document

 Provide technical support, guidance and advice as requested on heat

stress related issues

 Ensure that relevant training programmes are available

Employees shall

 Take all necessary precautions for working in hot conditions see

Precautions for Working in Hot Environment.

5.0 Procedure

5.1 Heat Stress Causes

5.1.1 Individual Susceptibility

It is difficult to predict just who will be affected and when, because individual

susceptibility varies. In addition, environmental factors include more than the

ambient air temperature. Radiant heat, air movement, conduction, and relative

humidity all affect an individual's response to heat.

Age, weight, degree of physical fitness, degree of acclimatization, metabolism,

use of alcohol or drugs, and a variety of medical conditions such as hypertension

all affect a person's sensitivity to heat. Even the type of clothing worn must be

considered.

Note: Prior heat injury predisposes an individual to additional injury.

5.1.2 Temperature

The higher the air temperature, the less heat the body can lose by convection,

conduction and radiation. If the temperature of the environment increases above

Control Tier:

<<2>>

Revision Date: 16.07.2010

Document Number: << AZSPU-HSSE-DOC-00109-2>>

Print Date: 2/1/2011

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AzSPU Heat Stress Management Programme

skin temperature, the body will actually gain heat from the environment instead

of losing heat to it. There are three relevant temperatures:

 Air temperature

 Radiant temperature

 Surface temperature

5.1.3 Air Humidity

The amount of moisture present in the air determines whether moisture (sweat)

in vapour form flows from the skin to the environment or vice versa. In general

the moisture concentration at the skin will be higher than in the environment,

making evaporative heat loss from the skin possible.

When the humidity is low, a large amount of evaporation takes place and

increased cooling results. In a very humid climate evaporation of body sweat is

difficult since the surrounding air is already highly saturated with water.

This explains why hot humid days produce more heat problems than hot dry

days.

5.1.4 Wind Speed

Convective and evaporative heat loss increases with increasing wind speed.

5.1.5 Clothing Insulation

Clothing functions as a barrier to heat and moisture transfer between skin and

environment. In this way it can protect against extreme heat and cold, but at the

same time it hampers the loss of excessive body heat generated during physical

effort.

5.2 Temperature Monitoring

Since the measurement of deep body temperature is impractical for monitoring

the workers’ heat load, the measurement of environmental factors is required.

Using portable heat stress meters or monitors, environmental heat

measurements should be made at (or as close as possible to) the specific work

area where the worker is exposed. When a worker is not continuously exposed

in a single hot area but moves between two or more areas having different levels

of environmental heat (or when the environmental heat varies substantially at a

single hot area) environmental heat exposures should be measured for each

area and for each level of environmental heat to which the worker is exposed.

Measurement methods, calculations, exposure limits and recommendations are

provided in Heat Measurement Methods and Formula..

Control Tier:

<<2>>

Revision Date: 16.07.2010

Document Number: << AZSPU-HSSE-DOC-00109-2>>

Print Date: 2/1/2011

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AzSPU Heat Stress Management Programme

5.3 Prevention and Control of Heat Stress

5.3.1 Engineering Controls

The five major types of engineering controls used to reduce heat stress in hot

work environments are:

 Ventilation

 Air cooling

 Fans

 Shielding

 Insulation

Heat reduction can also be achieved by using power assists and tools that

reduce the physical demands placed on a worker.

5.3.2 Acclimatisation

Acclimatization of an individual is a major factor in preventing heat-related

problems. Any person when exposed for the first time to heat will develop signs

of strain, such as elevated body temperature, high pulse rate and sweating. But

the body will, over a series of days spent working in the heat, make a series of

adjustments.

Acclimatization to the heat through short exposures followed by longer periods of

work in the hot environment can reduce heat stress.

New employees and workers returning from an absence of two weeks or more

should have 5-day period of acclimatization. This period should begin with 50 %

of the normal workload and time exposure the first day and gradually building up

to 100% on the fifth day.

5.3.3 Fluid Replacement

Cool water (between 10^o C and 15^o C) or any cool liquid (except alcoholic

beverages) should be made readily available to workers to encourage them to

drink small amounts frequently (for example, one cup every 20 minutes). Ample

supplies of liquids should be placed close to work areas, and workers

encouraged to salt their food well.

People who sweat profusely must be encouraged to drink large amount of water

whether they are thirsty or not. Thirst is a poor indicator in preventing

dehydration because by the time thirst is felt the problem already exists.

Control Tier:

<<2>>

Revision Date: 16.07.2010

Document Number: << AZSPU-HSSE-DOC-00109-2>>

Print Date: 2/1/2011

PAPER COPIES ARE UNCONTROLLED. THIS COPY VALID ONLY AT THE TIME OF PRINTING. THE

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AzSPU Heat Stress Management Programme

5.3.4 Food and Salt

Eating well balanced meals at regular intervals is important.

The body requires a certain amount of salt to function correctly but the routine

use of salt tablets is not recommended. Salt tablets cause stomach irritation,

which may provoke nausea and vomiting.

It is important that employees who work in a high heat environment be

encouraged to eat a normal diet from which they will find all of the necessary

salt.

5.3.5 Education

Employee education is important because it can ensure that workers:

 Are aware of the need to replace fluids and salt lost through sweat

 Can recognize dehydration, exhaustion, fainting, heat cramps, salt

deficiency, heat exhaustion, and heat stroke as heat disorders

 Are aware of first aid measures during heat stress

See Heat Stress.

5.3.6 Work and Rest Periods

Pursuant to Article 233 of the Labour Code of Azerbaijan, if the temperature

goes above 41 °C the work in hot and open area workplaces, as well as in

offices with no air conditioning, shall be stopped and employees shall be

given breaks for cooling. The 41 °C criteria is effective from 17 May 2009,

previous criteria was 45 °C.

Alternating work and rest periods, with longer rest periods in a cool area, can

help workers avoid heat stress.

Where possible, work should be moved indoors or to cooler areas.

Work area should be shielded from the dust and sun.

Provision should be made for workers to have access to shady areas to rest

during work breaks.

If possible, heavy work should be scheduled during the cooler parts of the day

and appropriate protective clothing provided.

Extra workers should be assigned to very demanding and strenuous tasks.

Supervisors should be able to detect early signs of heat stress and should permit

workers to interrupt their work if they are uncomfortable or unwell.

5.3.7 Work Monitoring

Control Tier:

<<2>>

Revision Date: 16.07.2010

Document Number: << AZSPU-HSSE-DOC-00109-2>>

Print Date: 2/1/2011

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AzSPU Heat Stress Management Programme

Only fit, healthy workers should be allowed to work in conditions where severe

heat stress is a possibility.

Every worker who works in extraordinary conditions that increase the risk of heat

stress should be personally monitored. Personal monitoring can be done by

checking the heart rate, recovery heart rate, oral temperature, or extent of body

water loss.

5.3.8 Protective Clothing / PPE

Certain work in hot conditions may require Personal Protective Equipment

including insulated gloves, insulated suites, ice vests, wetted or reflective

clothing.

Before selecting an item of Personal Protective Equipment, it is necessary that

an assessment of suitability of that equipment be undertaken. The assessment

should:

 Identify the risk with respect to a job or particular circumstances

 Take into account the characteristics and standards of the proposed

personal protective equipment

 Establish the suitability of the equipment for the risk involved and for the

personal characteristics of the user

6.0 Key Documents/Tools/References

1. Heat Disorders and Health Effects.

2. Evaluating Heat Stress and Strain.

3. Heat Measurement Methods and Formula.

4. Fitness for Task Health Assessment Scope and Frequency.

5. Presentations on Heat Stress.

6. Posters

 Heat Stress and First Aid

 Am I Dehydrated?

7. Leaflets

 HSE “Sun Protection Advice for Employers of Outdoor Workers”

 HSE “Heat Stress in the Workplace. What you need to know as

an Employer”

 Working in the Sun

8. Occupational Health, J.M. Harrington, Fourth Edition

9. American Conference of Governmental Industrial Hygienists (ACGIH).

Documentation of the Threshold Limit Values and Biological Exposure

Indices

Control Tier:

<<2>>

Revision Date: 16.07.2010

Document Number: << AZSPU-HSSE-DOC-00109-2>>

Print Date: 2/1/2011

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ice HSE Manu

Page 2 of 32

TABLE OF CONTENTS

INTRODUCTION

ABBREVIATIONS

III

MY KEY TO OFFICE HSE

IV EMERGENCY PREPAREDNESS - LIFE SAFETY PLAN

LIFE SAFETY PLAN

REPORTING EMERGENCIES

V HAZARDS IDENTIFICATION, EVALUATION AND REPORTING

HAZARD IDENTIFICATION AND EVALUATION

REPORTING HAZARDS

BEHAVIORAL SAFETY PROGRAMMES: BOSS/ SOC

OFFICE SAFETY INSPECTIONS

REPORTING INCIDENTS

VII

AUTHORIZATION TO PERFORM NON-ROUTINE WORKS

VIII

HSE MEETINGS

OFFICE HSE GUIDELINES AND PRACTICES

HOUSEKEEPING

MATERIALS STORAGE

SPILL RESPONSE

TRAINING

OFFICE EQUIPMENT

OFFICE ERGONOMICS

MANUAL LIFTING AND CARRYING

SLIPS AND FALLS

VENTILATION, AIR QUALITY

ELECTRICAL SAFETY

FIRE SAFETY

WASTE MANAGEMENT

FIRST AID FACILITIES

TRANSPORT SAFETY

ATTACHMENTS

OFFICE HSE INSPECTION CHECKLIST / ACTION PLAN

CAR ACCIDENT ACTIONS

DISPLAY SCREEN EQUIPMENT CHECKLIST

REVISION/REVIEW LOG

Control Tier:

<<2>>

Revision Date: 03 February 2011

Document Number: << AZSPU-HSSE-DOC-00082-2>>

Print Date: 2/8/2011

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ice HSE Manu

Page 3 of 32

INTRODUCTION

This HSE Manual is intended to be a personal guide for office related HSE subjects for AzSPU

office-based staff in order to help prevent accidents/incidents improve occupational health and

create awareness of the working environment.

The purpose of this Manual is to familiarize office personnel and visitors with:

• HSE policies and procedures applicable to the office environment

• General office HSE guidelines & practices

Useful HSE guidelines, tips & practices have been included in this Manual to explain AzSPU

requirements on such matters as HSE training, office inspections, reporting unsafe and unhealthy

conditions, dealing with emergencies and incidents, fire prevention, etc. While the Manual is

intended for use in offices, the principles it contains may also be applied to offices at other AzSPU

operating facilities.

It is important to read, understand and personnel shall implement the various requirements outlined

in this manual in order to maintain safe and healthy workplaces. This manual is not

meant/proposed to be all-inclusive.

Should employees require further advice or assistance on office HSE related matters/issues, they

should refer to their immediate supervisors, HSE Advisors or Central HSE.

A copy of the AzSPU Health, Safety, Security and Environmental Policy is included in the Manual

(Page 5). The AzSPU HSSE Policy sets out management’s commitment to HSE performance.

AzSPU Management committed to providing a safe, healthy workplace and to accident, incident

prevention.

ABBREVIATIONS

AzSPU - Azerbaijan Strategic Performance Unit

HSE - Health, Safety & Environment

GR - BP’s Golden Rules of safety

LSP - Life Safety Plan

CM&ER Team - Crisis Management and Emergency Response Team

HR - Human Resources

PPE - Personal Protective Equipment

SOC - Safety Observations Conversations

BOSS - Behavioral Observation Safety System

FW - Fire Wardens

ERP - emergency risqué plan

IMP - Incident management plan

VTA - Virtual Training Assistant

OCO - Old City Office

OPM&S - Office Property Management and Services

DSE - display screen equipment - Suggest Policy to be signed by Rashid Javanshir

Control Tier:

<<2>>

Revision Date: 03 February 2011

Document Number: << AZSPU-HSSE-DOC-00082-2>>

Print Date: 2/8/2011

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ice HSE Manu

Page 5 of 32

III

MY KEY TO OFFICE HSE

In many health, safety and environmental incidents the major contributory cause has been

associated with people’s behavior. In office environments it is easy to presume it is “safe”, in

doing can lead to complacency when considering personal safety.

Applying consistent standards in every office location to address the main hazards and risks will

help move AzSPU towards our goal of delivering “no accidents, no harm to people and no

damage to the environment”. OMS is the tool to help us achieve these standards.

My Key to office HSE supports the Elements in OMS by describing the minimum standards

expected from office-based personnel working in BP, under the following key headings:

• Emergency procedures

• Spill Response

• Incident / Accident Reporting

• Training

• Risk Assessment

• Ergonomics

• Travel Care

• Work/Home Balance

• Housekeeping

• Stair Code

• Car Park/Garage & Driving

• Waste Management

• Energy & Water Reduction.

Please, read and familiarize yourself with these expectations. AzSPU personnel shall follow

these expectations in the offices, whilst traveling or in other locations:

Emergency procedures:

• Report to BP reception on arrival at any site/office

• Ensure you know the evacuation procedure including alarms and muster points

• Meet and accompany visitors and ensure they understand the emergency response

procedure including contact numbers

• Commence all meetings with evacuation notice/safety moment / HSE issues & concerns.

• Familiarise yourself with your HSE representative, fire warden, first aider and

occupational health adviser

Spill Response

• In case of any hydrocarbon or petrochemical and/or chemical spill noticed at the building

and outside of its perimeter report BP reception.

• Provide information on location of spill observed, type of spill and volume.

Reporting

If you are concerned that any activity, which does not comply with BP’s expectations you are

empowered to challenge the practice and if necessary stop the work.

• Never “walk by” if you see something wrong. Stop and have a conversation

• Immediately report all HSE concerns or issues, also incidents (injuries, spills, near miss)

to your supervisor

Control Tier:

<<2>>

Revision Date: 03 February 2011

Document Number: << AZSPU-HSSE-DOC-00082-2>>

Print Date: 2/8/2011

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ice HSE Manu

Page 6 of 32

• Notify potentially affected people.

Risk Assessment

Before undertaking any task, a pre-job risk assessment and a safety discussion should be

conducted. Hazards and risks associated with the task should be identified, and required

measures should be implemented to mitigate risks for:

• Ergonomic and Manual handling

• Chemicals and substances

• Travel

• MoC - Management of Change to: organisation, process etc.

• Other e.g. office moves, team building

Ergonomics

• Ensure that you have an ergonomic assessment which includes, posture, seating,

monitor, lighting, noise, manual handling. This can be done trough completing DSE

questionnaire in Healthy Computing tool.

• Ensure that you know your DSE Champion. If not known please refer to the Health

Website or Occupation Health Team (OccupHth@bp.com)

• Ergonomic practice should be adopted at all times e.g. when working from home, hot-

decking or using a laptop.

For more details please see page 15.

Travel Care

Seek information on risks prior to travelling:

• Get a travel health assessment together with appropriate inoculations

• Compile a travel plan including: contacts, collection from airports, security advice for

area, road familiarization prior to driving.

• All travelers are provided with the Guest Info Booklet upon arrival in Baku by BP M&A

reps. All BP travelers may listen BP Safety Info during the trip from airport to Baku.

When staying in a hotel always:

• Check the nearest emergency evacuation route from your room

• Keeping a flashlight near the bed is recommended.

• In an evacuation take your room key

Reference BP Fire Safety Booklet (IChem): Hotel fire Safety

http://fireengineering.bpweb.bp.com/userattachments/S8_BP%20ICHEME%20Hotel%20Fire

Work/Home Balance

• Decide on the key issues that will help you maintain a sensible work/home balance in

order to enhance your well-being and maintain good health. Then plan your work and

home schedules to achieve this.

• Maintain reasonable working hours, taking time off for weekends, flexi-days and

holidays. Where possible balance periods of heavy workload and frequent travel with

time off and suitable rest breaks. Note: This may need to be addressed as a group/team.

Control Tier:

<<2>>

Revision Date: 03 February 2011

Document Number: << AZSPU-HSSE-DOC-00082-2>>

Print Date: 2/8/2011

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Military reference books and manuals (2009-2023, Volume 4) - page 18