Military reference books and manuals (2009-2023, Volume 4) - page 26
Offshore Emergency Medical Evacuation
Page 7 of 14
*See Appendix 2 and Appendix 3
** Medevac priority categorization shall be agreed within ISOS Chief Medical Officer, ISOS Duty
Manager in consultation with BP Medical Section Chief. BP Operations Health Advisor can provide
additional consultancy support if required
Note: it is the responsibility of the receiving platform or vessel the injured
or ill person to activate the medevac process
“NO chopper” medical evacuation flowchart
Medical incident
medevac
No
P1/P2/P3?*
Treatment on board
or Fit to return to work
Yes**
SD
ACG
1. Call to ERRV “Baki”
1. Call to ERRV
standby vessel
“Caspian Protector”:
Mob +(994 50) 255 4150
Mob +(994 50) 255 41
64
2. Call to Marine Department/Log. CR to arrange
alternative ERRV for the field
3. Call IMT Incident Commander to coordinate with
contractor(s) for out-of-country medevac
Mob: (994 50) 250 30 30
4. ISOS to mobilize medical assistance on
Mob: (994 50) 212 692
IP Medevac‟d to Referral Facility
yes
no
IP Treatment in Baku?
ISOS to coordinate with Referral Facility
ISOS get approval from Medical Case
Manager for out-of-country medevac
PAPER COPIES ARE UNCONTROLLED. THIS COPY VALID ONLY AT THE TIME OF PRINTING. THE CONTROLLED
VERSION OF THIS DOCUMENT CAN BE FOUND AT http://docs.bpweb.bp.com/dkazspu/component/hssesms
Offshore Emergency Medical Evacuation
Page 8 of 14
4 Roles and Responsibilities
Offshore Installation Manager (OIM):
Initiate Medevac of the Injured Person after consultation with Offshore Medic
Please refer to relevant medical evacuation flowchart
¾ From Platforms and Drilling Rigs on page 5
¾ No chopper medevac on page 7
Support supply or stand-by boat as quickly as possible to Medevac Injured
Person(s) from supply or stand-by boat to Platform
Please refer to medical evacuation flowchart for
¾ Stand-by, Supply and other Vessels without helipad on page 6
Release Offshore Medic to assist Contractor vessel in an emergency
Release Offshore Medic to accompany IP in helicopter when required
Offshore Installation Medic
Evaluate, treat and medically stabilize Injured Person for Medevac
Advise OIM of emergency Medevac necessity based on the Triage assessment
(see Appendix 2) NOTE: Only Category P1 and P2 require medical escort
Consult with ISOS Chief Medical Officer ((994 50) 212 69 21) as appropriate
Send completed medical report with the IP (see Appendix 1)
Formal Medical Handover to Medic on the vessel
Fill out Offshore Medical Evacuation Log sheet/Medevac Patient Report Form
(link to attached documents)
Communicate with BP Medical Section Chief on duty ((994 50) 221 48 77) at all
stages if required
Notify Logistics Team, e-mail: teamavlog@BP.COM and request to block IP
Vantage
Vessel Medic
Formal handover of IP from Offshore Installation Medic
Sign Offshore Medical Evacuation Log sheet and complete Medevac Patient
Report Form( link to attached documents)
Monitor ,treat and medically stabilize Injured Person (IP)
Formal handover to ISOS clinic Onshore Medical team
Liaise with ISOS CMO during transportation to Onshore
Communicate with BP Medical Section Chief on duty ((994 50) 221 48 77) at all
stages if required
Control Tier:
<<2>>
Revision Date: <<31 August 2010>>
Document Number: << AZSPU-HSSE-DOC-00085-2 >>
Print Date: 01/02/2011
PAPER COPIES ARE UNCONTROLLED. THIS COPY VALID ONLY AT THE TIME OF PRINTING. THE CONTROLLED
VERSION OF THIS DOCUMENT CAN BE FOUND AT http://docs.bpweb.bp.com/dkazspu/component/hssesms
Offshore Emergency Medical Evacuation
Page 9 of 14
Company Nominated Medical Provider (ISOS):
Provide top side support to all BP operational facilities
Advise Offshore Medic on stabilization, treatment and Medevac options
Liaise with relevant vessel‟s Medics during transportation to Onshore
Formal handover of IP from relevant vessel Medic
Dispatch an ambulance with a doctor to SPS or Sea Port within the accepted
mobilization standard of 40 minutes
Category P1 -Accompany Medevac Helicopter to offshore installation to assist
Offshore Medic and accompany the IP back to shore
P2 and P3 liaise with the relevant Vessel Medical crew and arrange land
transportation
Communicate with BP Medical Section Chief on duty ((994 50) 221 48 77) at all
stages if required
BP Medical Section Chief on duty: (Duty number (994 50) 221 48 77))
Oversee and coordinate evaluation, stabilization of Injured Person (IP) at all
stages of Medevac
Provide technical expertise for out of ordinary cases including second opinion
Coordinate with IC on medical logistics for access through Zabrat/ SPS/Sea Port
to accept IP when required
Approve out of country medical evacuation when recommended by ISOS
Notify HR on duty within IMT rota
Vessel Master with Helideck:
Initiate Contractor‟s Emergency Response Plan
Initiate Medevac of the Injured Person after consultation with vessel Medic
Call ISOS Clinic ((994 12) 493 73 54 or (994 50) 212 69 21) to mobilize
ambulance to Sea port/SPS or Zabrat Airport helipad
Call IMT Incident Commander ((994 50) 250 30 30) to support the coordination of
all onshore aspects as necessary. NOTE: Alternative contact within IMT -
Operations Section Chief ((994 50) 220 56 71)
Supply / Stand-by / or other Vessel Master without Helideck:
Contact OIM of nearest platform for assistance by medic for evaluation of IP
Please refer to medical evacuation flowchart for
¾ Stand-by, Supply and other Vessels without helipad on page 6
P1 and P2 -Contact OIM of nearest platform
P3 Cases transferred by any vessel
Incident Commander:
Support OIM or Vessel Master on Medevac logistics when requested
Support the coordination of all onshore aspects as necessary
Contact relevant operational ALT Member
Control Tier:
<<2>>
Revision Date: <<31 August 2010>>
Document Number: << AZSPU-HSSE-DOC-00085-2 >>
Print Date: 01/02/2011
PAPER COPIES ARE UNCONTROLLED. THIS COPY VALID ONLY AT THE TIME OF PRINTING. THE CONTROLLED
VERSION OF THIS DOCUMENT CAN BE FOUND AT http://docs.bpweb.bp.com/dkazspu/component/hssesms
Offshore Emergency Medical Evacuation
Page 10 of 14
5 General Contact Information
ISOS Clinic
Address: 30, Rashid Behbudov Street, Baku, Azerbaijan.
Mobile phone number:
(994 50) 212 69 21
Office Contact numbers:
(994 12) 493 7354
(994 12) 493 4089
(994 50) 212 6921
Fax:
(994 12) 493 9644
Offshore Installations staffed by ISOS Medics:
Chirag 1
Central Azeri
East Azeri
West Azeri
Deep Water Gunashli
Shah Deniz Alfa
Dada Gorgud (drilling rig)
Istiglal (drilling rig)
The ISOS Baku clinic is supported by the ISOS Moscow 24 hour Alarm Centre that will
provide full logistical and medical support in the event of a need to repatriate a patient to
his/her home or to an alternate place of medical excellence.
ISOS Moscow 24 hour Alarm Centre Contact Information:
(7 495) 937 64 77
The ISOS Moscow Alarm Center is responsible for:
Medical Evacuation arrangements for IP and Ex-Pats to home country or
alternate centre of medical excellence
Organisation of the medical evacuation Helicopter or fixed wing aircraft,
„Meet and Greet‟ arrangements at destination,
Hospital / clinic admission out-of-country arrangements prior to IP arrival,
Guarantee of payments and translation services, as required.
Vessels Contact details:
BUE duty Manager: 050 225 41 43
Control Tier:
<<2>>
Revision Date: <<31 August 2010>>
Document Number: << AZSPU-HSSE-DOC-00085-2 >>
Print Date: 01/02/2011
PAPER COPIES ARE UNCONTROLLED. THIS COPY VALID ONLY AT THE TIME OF PRINTING. THE CONTROLLED
VERSION OF THIS DOCUMENT CAN BE FOUND AT http://docs.bpweb.bp.com/dkazspu/component/hssesms
Offshore Emergency Medical Evacuation
Page 11 of 14
Appendix 1: Offshore Medical Evacuation Log sheet (link to the attached
document)
Form to be completed and transported with IP
Offshore Medical Evacuation Logsheet
From
Medic’s Name
dd/MM/yy
HH:mm
Date
Time
Installation
PATIENT DETAILS
Last Name
First Name
Date Of Birth
Occupation
Employing
Company
Vantage Number.
Illness / Accident
P1
P2
P3
Non
Priority
Immedia
Urgent
Standard
Priority
te
Stretcher / Walking
Escorted /
Unescorted
Type Transport
required
Nominated Medical
Provider informed
ETA
Contract company
rep informed
Other information
Offshore Medic
Date
Time
Name/Signature
Vessel Medic
Date
Time
Name/Signature
ISOS Doctor onshore
Date
Time
Name/Signature
Control Tier:
<<2>>
Revision Date: <<31 August 2010>>
Document Number: << AZSPU-HSSE-DOC-00085-2 >>
Print Date: 01/02/2011
PAPER COPIES ARE UNCONTROLLED. THIS COPY VALID ONLY AT THE TIME OF PRINTING. THE CONTROLLED
VERSION OF THIS DOCUMENT CAN BE FOUND AT http://docs.bpweb.bp.com/dkazspu/component/hssesms
Offshore Emergency Medical Evacuation
Page 12 of 14
Appendix 2: Triage Categories Description
Event
Evacuation
Clinical
Priority
Criteria **
Parameters
This patient requires immediate
Airway
P1.
evacuation from the installation and
compromised
cannot wait for a routine flight.
Inadequate
RED
The helicopter requested must be
breathing
Immediate
dedicated to the transportation of
Shock
< 4 hours
the patient.
Currently fitting
A medical escort will be required
Severe pain
A specialist medical team may be
Uncontrollable
required
major
haemorrhage
Altered level of
consciousness
Very hot.
The patient requires urgent
Moderate pain
P2.
evacuation from the installation but
Minor
can wait for a routine flight if no
haemorrhage
YELLOW
more than six hours.
Inappropriate
Urgent
The helicopter requested must have
history
< 10 hours
the ability to take a stretcher and
Persistent
medical escort. This helicopter can
vomiting
carry personnel other than the
Hot
patient and escort.
This patient is a standard medical
Pain
P3.
evacuation from the installation.
Fever
Evacuation should be within 24
Vomiting
GREEN
hours.
Recent problem
Standard
The patient can travel with crew
< 24 hours
change personnel and only if
specifically requested would
require a stretcher.
No medical escort normally
required.
Control Tier:
<<2>>
Revision Date: <<31 August 2010>>
Document Number: << AZSPU-HSSE-DOC-00085-2 >>
Print Date: 01/02/2011
PAPER COPIES ARE UNCONTROLLED. THIS COPY VALID ONLY AT THE TIME OF PRINTING. THE CONTROLLED
VERSION OF THIS DOCUMENT CAN BE FOUND AT http://docs.bpweb.bp.com/dkazspu/component/hssesms
Offshore Emergency Medical Evacuation
Page 13 of 14
Appendix 3 Patterns of clinical parameters for justification of evacuation
P1
-
Head injury with altered level of consciousness
-
Acute chest pain with ECG changes or any life threatening ECG rhythm‟s
disturbances
-
Acute abdomen with fever and signs of peritonitis
-
Acute eye injury with vision disturbances
-
Acute asthma attack, not responding to salbutamol and prednisone within 2
hours
-
Suspected femoral, pelvic and spinal fractures
-
Severe limb injury with open fracture
-
Complicated dislocation of limb that cannot be reduced in situ
P2
-
Distal limb closed fractures
-
Dislocation of any major joints including those relocated
-
Sudden onset of any vision disturbances, needing specialist consultation
-
Abdominal pain managed by medications
-
Renal colic
P3
Apart from the above listed all other medical conditions which compromise ability of
performing tasks/duties.
Revision/Review Log
Revision Date
Authority
Custodian
Revision Details
<<01 August 06 >>
<<G.Newcombe>>
<<A.McNulty>>
<<Initial Issue >>
<<26 February 07>>
<<G.Newcombe>>
<<A.McNulty>>
IMT Incident Commander’s
number changed, alternative
contacts for IMT
mobilisation added
<<05 October 07>>
<<A.McNulty>>
<<J.Robinson>>
Requirement for use
of one type stretchers
Control Tier:
<<2>>
Revision Date: <<31 August 2010>>
Document Number: << AZSPU-HSSE-DOC-00085-2 >>
Print Date: 01/02/2011
PAPER COPIES ARE UNCONTROLLED. THIS COPY VALID ONLY AT THE TIME OF PRINTING. THE CONTROLLED
VERSION OF THIS DOCUMENT CAN BE FOUND AT http://docs.bpweb.bp.com/dkazspu/component/hssesms
Offshore Emergency Medical Evacuation
Page 14 of 14
Requirements for
medical escort in the
helicopter based on
the Triage system
Updated contacts
05 September 2008
A McNulty
J Robinson
More clarity added to
page 5 and page 7
vessels without
helidecks and the
responsibility of the
receiving platform /
vessel to activate the
process
11 March 2009
Almaz Aghazada
Anar Hassanov
Minor changes: authority and
custodian information has
been changed
12 June 2009
Almaz Aghazada
Anar Hassanov
Changes due to the
unavailability of EWHC
15 July 2009
Almaz Aghazada
Anar Hassanov
Updates in Helicopter
activation flowchart due to
granted approval to use CHC
for P1 case medevacs
17 Dec 2009
Almaz Aghazada
Anar Hassanov
Contact numbers for vessels
ant IMT updated. No chopper
medevac flowchart added.
22 Dec
Almaz Aghazada
Anar Hassanov
R&Rs updated
12 June 2010
Almaz Aghazada
Anar Hassanov
Added Appendix 3 -
Patterns of clinical
parameters for
justification of
evacuation
Updated contacts of
stand by vessel at SD
area
Updated flowcharts
on page 5, 6, 7
(marked in red)
31 August 2010
Almaz Aghazada
Anar Hassanov
Stand by Vessel “Yarenga”
has been replaced “Caspian
Protector”. Contact details
have been updated
accordingly.
Control Tier:
<<2>>
Revision Date: <<31 August 2010>>
Document Number: << AZSPU-HSSE-DOC-00085-2 >>
Print Date: 01/02/2011
PAPER COPIES ARE UNCONTROLLED. THIS COPY VALID ONLY AT THE TIME OF PRINTING. THE CONTROLLED
VERSION OF THIS DOCUMENT CAN BE FOUND AT http://docs.bpweb.bp.com/dkazspu/component/hssesms
AzSPU Offshore Water Survival Training & Medical Policy
AzSPU Offshore Sea Survival Training
and Medical Policy Procedure
Document number:
AzSPU-HSSE-DOC-00046-2
AzSPU Offshore Sea Survival Training and
Title of Document:
CD #:
Medical Policy
Authority:
HSE & Eng Org Capability Manager
Custodian:
HSE L&OD Advisor / Learning Ops Manager
Scope:
SPU Offshore Operations
Doc. Admin.:
HSSEMS Coordinator
Issue Date:
01/08/05
Issuing Dept:
HSE & Engineering
Revision Date:
02/08/10
Control Tier:
2 - AzSPU Regional
Next Review:
02/08/11
Chapter-Page:
Control Tier:
2-AzSPU
Revision Date 02 August 10
Document Number: <<AzSPU-HSSE-DOC-00046-2>>
Print Date: 2/1/2011
PAPER COPIES ARE UNCONTROLLED. THIS COPY VALID ONLY AT THE TIME OF PRINTING. THE CONTROLLED
AzSPU Offshore Water Survival Training & Medical Policy
1.0 Purpose/Scope
The purpose of this document is to describe the minimum standards for offshore water survival
training and medical fitness evaluations for the Azerbaijan Strategic Performance Unit (AzSPU).
This controlled procedure applies to AzSPU Performance Unit employees, contractors, and
visitors engaged in offshore operations.
2.0 Definitions
BOSIET: Basic Offshore Safety Induction and Emergency Response Training
FOET: Further Offshore Emergency Training
GoM: BP Gulf of Mexico Guidelines for Medical Aspects of Fitness for Offshore Work
IASST: International Association for Safety and Survival Training
MoW: Most of the World
Offshore Medical: OGUK or other BP accredited Medical Fitness for Offshore Work
OGUK: Oil and Gas, UK
OIM: Offshore Installation Manager
OPITO: Offshore Petroleum Industry Training Organization
PUL: Performance Unit Leader
US: United States of America
Visitor: BP or contract personnel traveling to an offshore facility for the purposes of attending a
meeting or audit and will not be engaged in operational work activities.
3.0 General Requirements
3.1. Offshore Medical Policy
A health assessment for non US based offshore workers, pipeline, terminal and marine base
operators, other operations and construction staff is to be performed as per OGUK Medical
Aspects of Fitness for Offshore Work guidelines or equivalent approved by the BP Occupational
Health Advisor. The AzSPU offshore fitness assessments for employees in Fitness for Task
Health Management Program can be found at URL: http://baku.bpweb.bp.com/dep/hse/health.
3.2 Offshore visitors’ medical assessment
The health risks associated with offshore work relate to the geographical location of the
installation rather than the purpose of the visit. Although, to a lesser extent, the time to be spent
there may affect the risk associated with work offshore, even for offshore visit planned to be of
short duration, individuals may unavoidably have the length of their stay extended due to
weather or operational reasons.
All visitors should therefore be assessed under Oil and Gas UK or other BP accredited Medical
Guidelines, irrespective of the purpose or duration of their planned trip.
AzSPU Offshore Sea Survival Training and
Title of Document:
CD #:
Medical Policy
Authority:
HSE & Eng Org Capability Manager
Custodian:
HSE L&OD Advisor / Learning Ops Manager
Scope:
SPU Offshore Operations
Doc. Admin.:
HSSEMS Coordinator
Issue Date:
01/08/05
Issuing Dept:
HSE & Engineering
Revision Date:
02/08/10
Control Tier:
2 - AzSPU Regional
Next Review:
02/08/11
Chapter-Page:
Control Tier:
2-AzSPU
Revision Date 02 August 10
Document Number: <<AzSPU-HSSE-DOC-00046-2>>
Print Date: 2/1/2011
PAPER COPIES ARE UNCONTROLLED. THIS COPY VALID ONLY AT THE TIME OF PRINTING. THE CONTROLLED
AzSPU Offshore Water Survival Training & Medical Policy
The simplified scope of medical screening will include:
● Photographic ID of the examinee
● Offshore Workers form - GHF34 filled in / signed
● Audiometria
● Urine analysis
● Visual Acute
● Body Mass Index
● Appropriate clinical examination
● Further investigation (e.g. blood tests, ECG, spirometry) may be required to clarify
clinical findings but are not a routine requirement.
● Drug test (Amphetamines, Phencyclidine (PCP), Opiates, Cannabis, Cocaine)
Offshore Workers form attached to the given policy (Appendix A) should be completed and
submitted to the examining doctor during the assessment.
Medical Dispensation will only be permitted with approval of Performance Unit Leaders (PULs)
under special circumstances and is not intended for general operational reasons but can be
considered in urgent situations. Additionally a personal dispensation must be signed by each
individual indemnifying BP against any possible health consequences (refer to Appendix B).
3.3. Offshore Water Survival Training
Valid certificate of OPITO approved or IASST accredited Offshore Water Survival and
Emergency Training is required for core BP and contractor employees traveling to the offshore
facilities.
All BP and contractor personnel are required to have valid OPITO approved or company
specific water survival training provided by IASST recognized training institution refreshed every
4 (four) years.
Short term visitors who make a maximum of two round trip visits or a total of 10 days offshore
per year will not be required to take the training, but must be accompanied by AzSPU BP
personnel while traveling over water and during their stay offshore. Training Dispensation letter
should be obtained from Offshore Installation Manager of the platform (refer to Appendix D). If
any exceptions to the above, approval of Vice-President is required.
The minimum requirements required for training providers to provide BOSIET for BP employees
and its contractors can be found in Virtual Training Assistant (course HSEEMR101).
3.4. Training Enrolment Policy, Standards and Duration
AzSPU Offshore Sea Survival Training and
Title of Document:
CD #:
Medical Policy
Authority:
HSE & Eng Org Capability Manager
Custodian:
HSE L&OD Advisor / Learning Ops Manager
Scope:
SPU Offshore Operations
Doc. Admin.:
HSSEMS Coordinator
Issue Date:
01/08/05
Issuing Dept:
HSE & Engineering
Revision Date:
02/08/10
Control Tier:
2 - AzSPU Regional
Next Review:
02/08/11
Chapter-Page:
Control Tier:
2-AzSPU
Revision Date 02 August 10
Document Number: <<AzSPU-HSSE-DOC-00046-2>>
Print Date: 2/1/2011
PAPER COPIES ARE UNCONTROLLED. THIS COPY VALID ONLY AT THE TIME OF PRINTING. THE CONTROLLED
AzSPU Offshore Water Survival Training & Medical Policy
In order to comply with the AzSPU offshore water survival training standard requirements,
personnel should undertake:
FIRST-TIME ATTENDEES:
a) Company specific 1-day offshore water survival training at IASST recognized Training
Center.
REFRESHERS:
a) either company specific 0,5-day offshore water survival training at IASST recognized
Training Center;
b) or OPITO approved 1-day offshore water survival refresher training (FOET) at OPITO
approved Training Center.
NOTE:
1. In order to ensure consistency with MoW offshore survival training standards, it is
recommended that employees, other than UK nationals in a view of maintaining UK
standard certificates, take priority attending company specific offshore survival course
over OPITO approved offshore survival training.
2. Employees nominated to perform Emergency Response duties as Coxswains and
Helideck Team members subsequently undertaking OPITO approved Helideck Team
member and Coxswain trainings, will need to maintain OPITO water survival training
certificates as pre-requisite to above-mentioned programs.
If employee’s OPITO approved certificate gets expired and requires attending 3-day OPITO
approved Basic Offshore Survival & Emergency Response training (BOSIET), VP approval will
be required.
4.0 Key Responsibilities
Supervisors are requested to ensure that affected personnel are informed of this procedure.
All appropriate medical and offshore water survival training documents should be submitted to
Logistics Department at least 10 (ten) days prior to the offshore travel day. Completed forms not
received 10 (ten) days in advance may be subject to delays in approval.
5.0 Procedure
AzSPU Offshore Sea Survival Training and
Title of Document:
CD #:
Medical Policy
Authority:
HSE & Eng Org Capability Manager
Custodian:
HSE L&OD Advisor / Learning Ops Manager
Scope:
SPU Offshore Operations
Doc. Admin.:
HSSEMS Coordinator
Issue Date:
01/08/05
Issuing Dept:
HSE & Engineering
Revision Date:
02/08/10
Control Tier:
2 - AzSPU Regional
Next Review:
02/08/11
Chapter-Page:
Control Tier:
2-AzSPU
Revision Date 02 August 10
Document Number: <<AzSPU-HSSE-DOC-00046-2>>
Print Date: 2/1/2011
PAPER COPIES ARE UNCONTROLLED. THIS COPY VALID ONLY AT THE TIME OF PRINTING. THE CONTROLLED
AzSPU Offshore Water Survival Training & Medical Policy
OPITO and IASST accredited basic offshore survival training is available in Baku, Azerbaijan.
Consult Virtual Training Assistant for scheduled sessions or Learning Coordinator supporting
respective team.
6.0 Key Documents, Tools, References
AzSPU HSSE & Social Training, Awareness and Competence Procedure
AzSPU HSSE Training Requirements Matrix
AzSPU HSSE Training Foundation Competency Guidelines
Virtual Training Assistant Learning Management System
AzSPU Offshore Sea Survival Training and
Title of Document:
CD #:
Medical Policy
Authority:
HSE & Eng Org Capability Manager
Custodian:
HSE L&OD Advisor / Learning Ops Manager
Scope:
SPU Offshore Operations
Doc. Admin.:
HSSEMS Coordinator
Issue Date:
01/08/05
Issuing Dept:
HSE & Engineering
Revision Date:
02/08/10
Control Tier:
2 - AzSPU Regional
Next Review:
02/08/11
Chapter-Page:
Control Tier:
2-AzSPU
Revision Date 02 August 10
Document Number: <<AzSPU-HSSE-DOC-00046-2>>
Print Date: 2/1/2011
PAPER COPIES ARE UNCONTROLLED. THIS COPY VALID ONLY AT THE TIME OF PRINTING. THE CONTROLLED
AzSPU Offshore Water Survival Training & Medical Policy
APPENDIX A
This is a copy of the Offshore Workers Form, which should be filled in by regular workers or
visitors prior to medical assessment and submitting to examining doctor.
C:\Documents and
Settings\mammy1\Des
AzSPU Offshore Sea Survival Training and
Title of Document:
CD #:
Medical Policy
Authority:
HSE & Eng Org Capability Manager
Custodian:
HSE L&OD Advisor / Learning Ops Manager
Scope:
SPU Offshore Operations
Doc. Admin.:
HSSEMS Coordinator
Issue Date:
01/08/05
Issuing Dept:
HSE & Engineering
Revision Date:
02/08/10
Control Tier:
2 - AzSPU Regional
Next Review:
02/08/11
Chapter-Page:
Control Tier:
2-AzSPU
Revision Date 02 August 10
Document Number: <<AzSPU-HSSE-DOC-00046-2>>
Print Date: 2/1/2011
PAPER COPIES ARE UNCONTROLLED. THIS COPY VALID ONLY AT THE TIME OF PRINTING. THE CONTROLLED
AzSPU Offshore Water Survival Training & Medical Policy
APPENDIX B
This is a copy of the Medical Dispensation Form, which should be filled in by offshore visitors
prior to traveling on a platform, a copy of which needs to be submitted to Occupational Health
department.
Name……………………………………………………
Position………………………………………………………..
Company………………………………………………………
Address………………………………………………………..
Contact No…………………………………………………….
Email address …………………………………………………
To:
Date:
I, (name)……………………………..will be visiting BP Azerbaijan Strategic Performance Unit offshore facility
……………….platform on ……..…..(d/m/y) and would like to verify that I am in good general health and have no
following clinical problems to prevent me from traveling offshore:
● Current infection
● Significant Hearing or visual impairment
● Impairment of mobility
● Fear of Flying or confined spaces
● Insulin dependent diabetes
● Epilepsy/fainting or loss of consciousness
● History of heart or circulatory problems
● Asthma
● Current Peptic ulcer disease
● Recent Major Surgery (within6 weeks)
● Pregnancy
● Any medication needing to be carried on person
I realize that the platform visit will involve flying on helicopter, climbing of stairs and other physical activities and
have no health related concern in that regard.
Respectfully, (print name)…………………………. signature…………
AzSPU Offshore Sea Survival Training and
Title of Document:
CD #:
Medical Policy
Authority:
HSE & Eng Org Capability Manager
Custodian:
HSE L&OD Advisor / Learning Ops Manager
Scope:
SPU Offshore Operations
Doc. Admin.:
HSSEMS Coordinator
Issue Date:
01/08/05
Issuing Dept:
HSE & Engineering
Revision Date:
02/08/10
Control Tier:
2 - AzSPU Regional
Next Review:
02/08/11
Chapter-Page:
Control Tier:
2-AzSPU
Revision Date 02 August 10
Document Number: <<AzSPU-HSSE-DOC-00046-2>>
Print Date: 2/1/2011
PAPER COPIES ARE UNCONTROLLED. THIS COPY VALID ONLY AT THE TIME OF PRINTING. THE CONTROLLED
AzSPU Offshore Water Survival Training & Medical Policy
APPENDIX C
Visiting Offshore Locations and Your Health
The Offshore Environment
Travel to and staying on an offshore location requires the traveler to experience a wide variety
of physical and environmental challenges to which they may not be accustomed.
You should report all medications and unidentified substances such as herbal medications,
dietary supplements or similar to BP Occupational Health Adviser. On arrival on the platform
inform the medic that you are carrying medications and he will register them, whether
prescribed or non prescribed that you are taking, and that you have reason to believe may
impair your ability to function or be fully alert during your visit, to the same BP authorities.
You can be assured that medical confidentiality will be observed.
If you are taking regular medication, please ensure that you bring an adequate supply in a
properly marked container.
BP is committed to providing a safe and healthy working environment for all employees,
contractors and visitors. This means an environment which protects well-being and is free from
the effects of alcohol and drug abuse. In this connection Contractors, subcontractors of any tier,
agents or visitors who perform labor or provide services on BP premises must comply with BP’s
HSSE-DOC-00079-2
In the context of this policy, "substance―includes alcohol, illicit drugs, prescription and over the
counter medication or any other substance which when used can impair an individual's ability to
perform his / her Professional duties.
BP reserves the right to test all visitors for substance abuse in the following circumstances:
Post-Incident, Reasonable Suspicion, Site/Location Unannounced Testing, and Safety
Assurance (Random or in 100% of cases).
If you require spectacles, remember to take these and take a spare pair in case of loss or
breakage.
The purpose of this document is to protect individuals and employers from predictable medical
emergencies which may arise in an isolated location.
The pregnancy is a normal physiological state but appropriate to consider any additional
medical risks faced by the pregnant visitor in an offshore environment.
AzSPU Offshore Sea Survival Training and
Title of Document:
CD #:
Medical Policy
Authority:
HSE & Eng Org Capability Manager
Custodian:
HSE L&OD Advisor / Learning Ops Manager
Scope:
SPU Offshore Operations
Doc. Admin.:
HSSEMS Coordinator
Issue Date:
01/08/05
Issuing Dept:
HSE & Engineering
Revision Date:
02/08/10
Control Tier:
2 - AzSPU Regional
Next Review:
02/08/11
Chapter-Page:
Control Tier:
2-AzSPU
Revision Date 02 August 10
Document Number: <<AzSPU-HSSE-DOC-00046-2>>
Print Date: 2/1/2011
PAPER COPIES ARE UNCONTROLLED. THIS COPY VALID ONLY AT THE TIME OF PRINTING. THE CONTROLLED
AzSPU Offshore Water Survival Training & Medical Policy
The employer of any employee who wishes to visit offshore whilst pregnant should conduct a
risk assessment and discuss the findings with the employee. On the basis of the consideration
of this risk a decision about the suitability of offshore visit whilst pregnant should be recorded in
writing.
After a risk assessment it may be reasonable to consider offshore visit but in all cases the
following must be satisfied:
● The pregnancy has been assessed and confirmed at ultrasound by a physician
as low risk.
● The employee understands and accepts the additional risks entailed in visiting
offshore whilst pregnant.
● The BP Occupational Health Adviser has been informed and agrees to offshore
visiting for named worker
Contraindications to visit offshore for pregnant women are indicated in OGUK and will be
considered by medical provider’s examined doctor.
Should you have any questions on your Health status please contact an appropriate BP
management representative or the AzSPU Occupational Health Advisor prior to your visit at
OccupHth@bp.com
Occupational Health Advisor Contact Details:
Office
994 12 437-69-48
Mobile 994 50 255-05-33
Fax
994 12 437-69-97
The purpose of any medical review is to ensure any special health needs you have can be
accommodated during your trip and that medical emergencies can be effectively dealt with.
Have a safe and pleasant trip offshore.
AzSPU Offshore Sea Survival Training and
Title of Document:
CD #:
Medical Policy
Authority:
HSE & Eng Org Capability Manager
Custodian:
HSE L&OD Advisor / Learning Ops Manager
Scope:
SPU Offshore Operations
Doc. Admin.:
HSSEMS Coordinator
Issue Date:
01/08/05
Issuing Dept:
HSE & Engineering
Revision Date:
02/08/10
Control Tier:
2 - AzSPU Regional
Next Review:
02/08/11
Chapter-Page:
Control Tier:
2-AzSPU
Revision Date 02 August 10
Document Number: <<AzSPU-HSSE-DOC-00046-2>>
Print Date: 2/1/2011
PAPER COPIES ARE UNCONTROLLED. THIS COPY VALID ONLY AT THE TIME OF PRINTING. THE CONTROLLED
AzSPU Offshore Water Survival Training & Medical Policy
Appendix D
AzSPU Offshore Water Survival Dispensation
Name of Individual(s):
Company Name:
Date of Dispensation:
Start Date:
Stop Date:
Dispensation Type:
Offshore Water Survival Training
Reason for Dispensation:
Signature:
Offshore Installation Manager
Asset:
AzSPU Offshore Sea Survival Training and
Title of Document:
CD #:
Medical Policy
Authority:
HSE & Eng Org Capability Manager
Custodian:
HSE L&OD Advisor / Learning Ops Manager
Scope:
SPU Offshore Operations
Doc. Admin.:
HSSEMS Coordinator
Issue Date:
01/08/05
Issuing Dept:
HSE & Engineering
Revision Date:
02/08/10
Control Tier:
2 - AzSPU Regional
Next Review:
02/08/11
Chapter-Page:
Control Tier:
2-AzSPU
Revision Date 02 August 10
Document Number: <<AzSPU-HSSE-DOC-00046-2>>
Print Date: 2/1/2011
PAPER COPIES ARE UNCONTROLLED. THIS COPY VALID ONLY AT THE TIME OF PRINTING. THE CONTROLLED
AzSPU Offshore Water Survival Training & Medical Policy
Revision Log
Revision Date
Authority
Custodian
Revision Details
Aug 23 2005
Holmes - Training
Holmes
Replaced AzBU with AzSPU; Deleted
Farzali - Medical
AzBU ESMS Contractor HSE Training
Requirements Procedure under 6.0 Key
Documents, Tools, References
Aug 23 2005
Holmes - Training
Holmes
Replaced definition for visitors in article 3
Farzali - Medical
into ―non-AzSPU BP and BP‖;
Sep 16 2—6
Holmes - Training
Holmes
Added web link to complete list of OPITO
approved training establishments. Link is
maintained by COGENT
Feb 1 2006
Holmes - Training
Holmes
Updated with IASST
Feb 14 2006
Almaz Agazade
Holmes
Added GoM’s Guidelines for Medical Aspects
of Fitness for Offshore Wor
30 March 2006
Yelena Mirtagavi
Holmes
Deleted words ―non-AzSPU BP and AzSPU-
BP‖ shown in the brackets for Visitors in
Section 3.0 General Requirements
30 March 2006
Yelena Mirtagavi
Holmes
Added words ―As part of medical
dispensation procedure they must submit
filled out questionnaire (Offshore Workers
form - GHF34) to the offshore medic and
Almaz Aghazada, Occupational Health
Advisor prior to their visit‖ in Section 3.0
General Requirements
30 March 2006
Yelena Mirtagavi
Holmes
Added requirement to obtain OIM agreement
to dispensate offshore survival training
requirement for visitors
30 March 2006
Yelena Mirtagavi
Holmes
Removed Medical dispensation words from
Appendix A form
25 April 2007
Gunther Newcombe
Mirtagavi
Made changes to the title of custodian
15 May 2007
Alan McNulty
Mirtagavi
Updated language in Section 3 to include
equivalent IASST accredited training.
Revised visitor threshold to three roundtrips
and <10 days offshore.
Revised Section 5 to include equivalence
language.
20 May 2008
Alan McNulty
Mirtagavi
Updated need of separate part of training on
the use of re-breathers, preferably through
OPITO approved course or as separate
training at Heliport.
AzSPU Offshore Sea Survival Training and
Title of Document:
CD #:
Medical Policy
Authority:
HSE & Eng Org Capability Manager
Custodian:
HSE L&OD Advisor / Learning Ops Manager
Scope:
SPU Offshore Operations
Doc. Admin.:
HSSEMS Coordinator
Issue Date:
01/08/05
Issuing Dept:
HSE & Engineering
Revision Date:
02/08/10
Control Tier:
2 - AzSPU Regional
Next Review:
02/08/11
Chapter-Page:
Control Tier:
2-AzSPU
Revision Date 02 August 10
Document Number: <<AzSPU-HSSE-DOC-00046-2>>
Print Date: 2/1/2011
PAPER COPIES ARE UNCONTROLLED. THIS COPY VALID ONLY AT THE TIME OF PRINTING. THE CONTROLLED
AzSPU Offshore Water Survival Training & Medical Policy
05 June 2008
Alan McNulty
Mirtagavi
Updated health assessment process.
26 September 2008
Alan McNulty
Y Mirtagavi
Updated health assessment process with
attachment of offshore worker form and
clarity on the process of assessment
17 November 2008
Alan McNulty
Y Mirtagavi
Clarity around health dispensation to be
approved by PULs
02 December 2008
Alan McNulty
Y Mirtagavi
Clarity around health dispensation to be
approved by PULs and health dispensation
form to be filled
13 January 2009
Yuliy Zaytsev / Almaz
Y Mirtagavi
IASST accreditation acceptable as offshore
Agazade
survival training certification
20 July 2009
Greg Mattson
Y Mirtagavi
IASST company specific acceptable as
offshore survival training certification for first
attendees.
VP approval should be required for 3-day
OPITO BOSIET training.
13 October 2009
Greg Mattson
Y Mirtagavi
OPITO FTM/FTL trainings do not require
OPITO BOSIET as pre-requisite and
therefore company specific program is
sufficient
02 August 2010
Eva Wasilewska
Y Mirtagavi
Added requirement of VP approval if any
exceptions to the rules
AzSPU Offshore Sea Survival Training and
Title of Document:
CD #:
Medical Policy
Authority:
HSE & Eng Org Capability Manager
Custodian:
HSE L&OD Advisor / Learning Ops Manager
Scope:
SPU Offshore Operations
Doc. Admin.:
HSSEMS Coordinator
Issue Date:
01/08/05
Issuing Dept:
HSE & Engineering
Revision Date:
02/08/10
Control Tier:
2 - AzSPU Regional
Next Review:
02/08/11
Chapter-Page:
Control Tier:
2-AzSPU
Revision Date 02 August 10
Document Number: <<AzSPU-HSSE-DOC-00046-2>>
Print Date: 2/1/2011
PAPER COPIES ARE UNCONTROLLED. THIS COPY VALID ONLY AT THE TIME OF PRINTING. THE CONTROLLED
Azerbaijan Evacuee Management Plan
Page 1 of 56
BP Azerbaijan Operations
Azerbaijan Evacuee Management Plan
AZSPU-HSSE-DOC-00149-2
Authority:
HR Vice-President
Custodian:
Vugar Ibrahimov, HR ER Manager
Sue Adlam-Hill
Scope:
AzSPU, Azerbaijan
Document
AzSPU HSE Document Management
Administrator:
Coordinator
Issue Date:
July 1, 2008
Issuing Dept:
Central HSSE, Crisis and Emergency Response
Revision Date:
September 1, 2010
Control Tier:
2
Next Review
July 1, 2011
Date:
Control Tier:
2
Revision Date: 1 September 2010
Document Number: AZSPU-HSSE-DOC-00149-2
Print Date: 2/1/2011
PAPER COPIES ARE UNCONTROLLED. THIS COPY VALID ONLY AT THE TIME OF PRINTING.
THE CONTROLLED VERSION OF THIS DOCUMENT CAN BE FOUND AT
Azerbaijan Evacuee Management Plan
Page 2 of 56
TABLE OF CONTENTS
DISTRIBUTION LIST
5
LIST OF ABBREVIATIONS
6
SECTION 1
1.1
Purpose of the Evacuee Management Plan
7
1.2
Scope of the Evacuee Management Plan
7
1.3
Definitions
9
1.4
Plan Ownership, Maintenance and Training
9
SECTION 2
EVACUEE MANAGEMENT PLAN ACTIVATION PROCEDURE
10
2.1
Overview
10
2.2
Activation
11
2.3
Roles and Responsibilities of IMT HR Officer and HR-ESG
12
2.3.1 IMT HR Officer (Command Staff)
12
2.3.2 HR Emergency Support Group (HR-ESG) Manager
13
2.3.3 HR-ESG Administrative Support Officer
13
ROLE CHECKLISTS
2 - 3.1 IMT HR Officer (Command Staff)
14
2 - 3.2 HR-ESG Manager
15
2 - 3.3 HR-ESG Recorder
16
SECTION 3
INITIAL RECEPTION POINT (IRP)
17
3.1
IRP - Process and Layout
17
3.2
IRP - Equipment
18
3.3
Evacuation Reception Officers (EROs)
19
3.4
Medical Providers
19
3.5
Security
19
3.6
Transportation
19
3.7
IRP - Roles and Responsibilities
19
3.7.1 Company Representative
19
3.7.2 IRP Transport Escort Representative
20
3.7.3 Hospital - Company Representative
20
3.7.4 Mortuary - Company Representative
20
ROLE CHECKLISTS
3 - 3.7.1
IRP Company Representative
22
3 - 3.7.2
IRP Transport/Escort Representative
23
3 - 3.7.3
Hospital - Company Representative
24
3 - 3.7.4
Mortuary - Company Representative
25
Control Tier:
2
Revision Date: 1 September 2010
Document Number: AZSPU-HSSE-DOC-00149-2
Print Date: 2/1/2011
PAPER COPIES ARE UNCONTROLLED. THIS COPY VALID ONLY AT THE TIME OF PRINTING.
THE CONTROLLED VERSION OF THIS DOCUMENT CAN BE FOUND AT
Azerbaijan Evacuee Management Plan
Page 3 of 56
SECTION 4
EVACUATION RECEPTION CENTRE (ERP)
26
4.1
ERP - Process and Layout
27
4.1.1 Evacuee Briefing Suite
28
4.1.2 Evacuee Documentation Suite
28
4.1.3 Evacuee Medical Suite
28
4.1.4 Evacuee Welfare Suite
28
4.1.5 Relative Reception Suite
29
4.1.6 Relative Documentation Suite
29
4.1.7 Relative Welfare Suite
29
4.1.8 Reconciliation Area
30
4.1.9 Release to go process
30
4.1.10 Company Administration Suite
30
4.2
Equipment
31
4.3
Evacuation Reception Officers (EROs)
31
4.4
Medical Providers
31
4.5
Security
31
4.6.
Communication and External Affairs (C&EA)
31
4.7
ERP - Roles and Responsibilities
32
4.7.1 ERP Manager
32
4.7.2 ERP - Site Coordinator
32
4.7.3 ERP - First Arrival
33
4.7.4 ERP - Evacuee Representative
33
4.7.5 ERP - Evacuee Documentation Representative
33
4.7.6 ERP - Evacuee Welfare Representative
33
4.7.7 ERP - Evacuee Administration Unit Representative
33
4.7.8 ERP - Relatives Representative
34
4.7.9 ERP - Relatives Welfare Representative
34
4.7.10 ERP - Relatives Documentation Representative
34
4.7.11 ERP - Reconciliation Representative
34
4.7.12 ERP - Medical Representative
35
4.7.13 ERP - Travel/Accommodation Representative
35
4.7.14 ERP - Final Welfare/Exit Representative
35
4.7.15 ERP - Media Management Representative
35
ROLE CHECKLISTS
4 - 4.7.1 ERP - Manager
36
4 - 4.7.2 ERP - Site Coordinator
38
4 - 4.7.3 ERP - First Arrival
39
4 - 4.7.4 ERP - Evacuee Representative
40
4 - 4.7.5 ERP - Evacuee Documentation Representative
41
4 - 4.7.6 ERP - Evacuee Welfare Representative
42
4 - 4.7.7 ERP - Evacuee Administration Unit Representative
43
4 - 4.7.8 ERP - Relatives Representative
44
4 - 4.7.9 ERP - Relatives Documentation Representative
45
4 - 4.7.10 ERP - Relatives Welfare Representative
46
4 - 4.7.11 ERP - Reconciliation Representative
47
4 - 4.7.12 ERP - Medical Representative
48
4 - 4.7.13 ERP - Travel/Accommodation Representative
49
4 - 4.7.14 ERP - Final Welfare/Exit Representative
50
4 - 4.7.15 ERP - Media Representative
51
Control Tier:
2
Revision Date: 1 September 2010
Document Number: AZSPU-HSSE-DOC-00149-2
Print Date: 2/1/2011
PAPER COPIES ARE UNCONTROLLED. THIS COPY VALID ONLY AT THE TIME OF PRINTING.
THE CONTROLLED VERSION OF THIS DOCUMENT CAN BE FOUND AT
Azerbaijan Evacuee Management Plan
Page 4 of 56
FIGURES
FIGURE 1
Evacuee Management Plan - Overview
8
FIGURE 2
Five Stages of the Evacuee Management Process
10
FIGURE 3
Notification, Organisational Structure and Information Flow
12
FIGURE 4
ERP Evacuee Movement Flow
29
FIGURE 5
ERP Relatives Movement Flow
30
APPENDIXES
APPENDIX 1 Hospital Location List
52
APPENDIX 2 Initial Reception Point Evacuees Briefing Guidance
52
APPENDIX 3 Joint Security Guidelines
52
APPENDIX 4 Evacuation Reception Centre Evacuee Briefing Guidance
52
APPENDIX 5 Down Manned Personnel Guidance
53
APPENDIX 6 Personnel Tracking Form
53
APPENDIX 7 Forms Tracking Process and Guidance
53
APPENDIX 8 Relevant Contact Numbers
53
APPENDIX 9 Travel and Accommodation Booking Form
53
APPENDIX 10 Evacuation Reception Centre Relatives Briefing Guidance Notes
54
APPENDIX 11 Next of Kin Tracking Record
54
APPENDIX 12 Disclaimer Form
54
APPENDIX 13 Evacuee Management Plan Aide Memoir
54
Control Tier:
2
Revision Date: 1 September 2010
Document Number: AZSPU-HSSE-DOC-00149-2
Print Date: 2/1/2011
PAPER COPIES ARE UNCONTROLLED. THIS COPY VALID ONLY AT THE TIME OF PRINTING.
THE CONTROLLED VERSION OF THIS DOCUMENT CAN BE FOUND AT
Azerbaijan Evacuee Management Plan
Page 5 of 56
Distribution List
Copy
Name
Position
Electronic
Hard
No.
Copy
Copy
1
Sue Adlam-Hill
HR Vice President
X
HR Manager, Employee Relations and
X
2
Vugar Ibrahimov
ER Manager
3
Dmitriy Kirillov
HR Projects Coordinator
X
4
Anar Hassanov
CM&ER Team Leader
X
5
Rustam Mammadov
CMER Advisor
X
6
Narmina Sadikhova
CM&ER/BCP Advisor
X
7
Seymur Khalilov
C&EA Vice President
X
8
Tamam Bayatly
Communications Manager
X
9
Rashad Bayramov
Publications & Employee Programmes TL
X
10
Almaz Agazade
Health Manager
X
11
Eldar Nurizade
Security Manager
X
12
Rauf Rustamov
Compliance & Assurance Team Leader
X
13
BST, Baku
BST Center
X
14
IMT, Baku
Incident Management Center
X
15
Alternate IMC
Exports PU ERP
X
Control Tier:
2
Revision Date: 1 September 2010
Document Number: AZSPU-HSSE-DOC-00149-2
Print Date: 2/1/2011
PAPER COPIES ARE UNCONTROLLED. THIS COPY VALID ONLY AT THE TIME OF PRINTING.
THE CONTROLLED VERSION OF THIS DOCUMENT CAN BE FOUND AT
Azerbaijan Evacuee Management Plan
Page 6 of 56
LIST OF ABBREVIATIONS
C & EA
Communications and External Affairs
ERP
Evacuation Reception Point
ERO
Evacuation Reception Officers
ETA
Estimated Time of Arrival
FOC
Foreign Oil Companies
HR-ESG
HR - Emergency Support Group
IMC
Incident Management Center
IMS
Incident Management System
IMT
Incident Management Team
IRP
Initial Reception Point
NOK
Next of Kin
PAX
Passenger List
POB
Persons on Board
POS
Persons on Site
SPU
Strategic Performance Unit
SRT
Site Response Team
SSPS
Special Security Protection Services
Control Tier:
2
Revision Date: 1 September 2010
Document Number: AZSPU-HSSE-DOC-00149-2
Print Date: 2/1/2011
PAPER COPIES ARE UNCONTROLLED. THIS COPY VALID ONLY AT THE TIME OF PRINTING.
THE CONTROLLED VERSION OF THIS DOCUMENT CAN BE FOUND AT
Azerbaijan Evacuee Management Plan
Page 7 of 56
Section 1
Introduction
1.1
Purpose of the Evacuee Management Plan
The purpose of the Evacuee Management Plan is to ensure that employees involved
in an incident are cared for compassionately and professionally. The following plan
details the organisation and predetermined actions that will need to be put in place in
order to respond effectively to the emergency evacuation of personnel from both
offshore and onshore assets. It will effectively cover the evacuation process from the
moment an evacuee arrives at an airport or quayside or when an evacuee arrives at
a designated Initial Reception Point (IRP) from an onshore asset. It will apply to all
those who work for (or are contracted to) BP as per the definitions in 3 below.
The plan should be activated in conjunction with the Incident Management System
(IMS) that is directed to all activities conducted by BP in the Azerbaijan Strategic
Performance Unit (SPU). IMS is an overall organisational umbrella that conforms to
BP‟s worldwide Incident Command System style and structure.
IMS provides the basis for effective management support and response to
emergency situations occurring in any of the BP Azerbaijan and Georgia operating
centers and the structure of this plan has been designed to meet the needs of
evacuee management as required by the IMS manual.
1.2
Scope of the Evacuee Management Plan
This Plan applies whether the evacuee has been injured or not and it should be
recognised that all persons who have been evacuated will have experienced some
form of trauma. The trauma can manifest itself in different ways in different people for
a long time after the event.
Any onshore or offshore evacuation of personnel will require a well co-ordinated
response by the Incident Management Team (IMT). There will be numerous locations
where the reception, processing and welfare of the evacuees, and their friends and
relatives, will require the physical presence of a company representative. For the
purpose of this plan, these representatives will be known as Evacuation Reception
Officers (EROs). There are some members of the Azerbaijan SPU HR Department,
together with selected members of the IMT, regardless of their primary role, are
trained as EROs, a role they should be prepared to adopt when they are not formally
on-call. All those nominated as EROs must speak English, Azeri and Russian.
The ERO will act as part of the HR team under the direction of the HR Emergency
Support Group (HR ESG) Manager who will report directly to the HR Officer located
within the Command Staff of the IMT.
The scope of this plan deals with the response to an incident occurring within
Azerbaijan. A pictorial overview of the elements of the plan is shown at Figure 1.
Control Tier:
2
Revision Date: 1 September 2010
Document Number: AZSPU-HSSE-DOC-00149-2
Print Date: 2/1/2011
PAPER COPIES ARE UNCONTROLLED. THIS COPY VALID ONLY AT THE TIME OF PRINTING.
THE CONTROLLED VERSION OF THIS DOCUMENT CAN BE FOUND AT
Azerbaijan Evacuee Management Plan
Page 8 of 56
Error! Not a valid link.
Control Tier:
2
Revision Date: 1 September 2010
Document Number: AZSPU-HSSE-DOC-00149-2
Print Date: 2/1/2011
PAPER COPIES ARE UNCONTROLLED. THIS COPY VALID ONLY AT THE TIME OF PRINTING.
THE CONTROLLED VERSION OF THIS DOCUMENT CAN BE FOUND AT http://docs.bpweb.bp.com/dkazspu/component/hssesms
Azerbaijan Evacuee Management Plan
Page 9 of 56
1.3
Definitions
BP Employees: Any person employed by BP, i.e. Azerbaijan staff and
expatriates.
Contractors: Any employee of a company working under contract to BP. This
category will also include sub-contractors and agency staff.
FOC Secondees: Anyone seconded or visiting from one of the shareholder
Foreign Oil Companies (FOC).
Level
1 Response: Incident involving a controlled down-manning of
personnel (I.e. down-manning of non-essential personnel as a precaution
etc.) and may require medical support at the ERP.
Level
2 Response: Incident involving
5+ casualties/fatalities and/or full
abandonment of platform/Asset (Requires medical support at IRP and ERP).
1.4
Plan Ownership, Maintenance and Training
This plan is under the ownership of the Azerbaijan SPU Human Resources Team.
The maintenance of this plan is the responsibility of the Crisis Management and
Emergency Response team.
System Maintenance
Monthly
Half
Once Yearly
As
Yearly
Relevant
Contact List Amendments
X
Procedure Review
X
Resource Review
X
Plan Review
X
Plan change due to operations/structure
X
Notification Exercise
X
Tabletop Exercise
X
Limited Exercise
X
ERO Training Exercise
X
In order to achieve and maintain competency in this role, dedicated HR team and
identified IMT personnel who will staff an IRP or Evacuation Reception Point (ERP)
will need to read and understand this plan and attend the ERO course. Thereafter,
they should familiarise themselves with the locations they may be required to attend.
A list of these locations, their addresses and contact numbers are shown in table
form in the relevant Sections and at Appendix 8. Finally they should ensure that
copies of the checklists, contained within the plan, are readily available at all times.
Control Tier:
2
Revision Date: 1 September 2010
Document Number: AZSPU-HSSE-DOC-00149-2
Print Date: 2/1/2011
PAPER COPIES ARE UNCONTROLLED. THIS COPY VALID ONLY AT THE TIME OF PRINTING.
THE CONTROLLED VERSION OF THIS DOCUMENT CAN BE FOUND AT
Azerbaijan Evacuee Management Plan
Page 10 of 56
Section 2
Evacuee Management Plan Activation Procedure
This section covers the activation procedure for the Evacuee Management Plan and
details the roles and responsibilities for the support team that will coordinate the
process.
2.1
Overview
The main responsibility for co-ordinating evacuation reception for BP falls to the IMT
HR Officer who will mobilise and delegate authority to a HR-ESG Manager who will
then take on the co-ordination of the reception teams. The Evacuee Management
Plan will only be activated following liaison between the IMT HR Officer and the
Incident Commander. The level of response will be dictated by the incident itself and
should be guided by the levels defined in Section 1 - Para 3 above. However, it is
important to follow the current BP philosophy of over-reaction.
There are five stages to the evacuee process (see Figure 2 below), all these stages
need to be implemented and co-ordinated by the HR-ESG Manager and staffed by
the EROs. Evacuees will be brought from the incident site to IRPs such as Zabrat
Airport, SPS Yard Quayside and other designated facilities (e.g. Sangachal Terminal
Training Center). In the event of a pipeline incident then the IRP should be set up at
a location as advised by the Staging Area Manager of the Site Response Team
(SRT). At the IRP they will be given support, guidance and if a Level 2 Response,
triage by a medical team. They will then be taken to either the ERP (Primary Location
for Air evacuation: Holiday Inn Hotel, Primary Location for Sea evacuation: Crescent
Beach Hotel Complex or a designated Hospital (Please see list at Appendix 1).
STAGE ONE
INCIDENT
EVACUEES
Initial Reception Point
(Airport, Harbour, Hospital Etc)
RELATIVES
STAGE TWO
Transportation to ERC
STAGE THREE
STAGE FOUR
Evacuation Reception Point
Evacuation Reception Point
Relatives
Evacuees
STAGE FIVE
Evacuation Reception Point
Reconciliation and Release to Go Process
Figure 2. Five Stages of The Evacuee Management Process
Control Tier:
2
Revision Date: 1 September 2010
Document Number: AZSPU-HSSE-DOC-00149-2
Print Date: 2/1/2011
PAPER COPIES ARE UNCONTROLLED. THIS COPY VALID ONLY AT THE TIME OF PRINTING.
THE CONTROLLED VERSION OF THIS DOCUMENT CAN BE FOUND AT
Azerbaijan Evacuee Management Plan
Page 11 of 56
If at all possible, the personnel who have been evacuated should be allowed to
remain as a group until their situation is under control and they can return to work
and/or are released. All evacuees should be encouraged to stay with BP
representatives and to go through the full Evacuee management process. However,
if they are determined to leave, whilst at the IRP, during the transport stage or at the
ERP itself, before the full process is completed, then they should be asked to sign a
legal disclaimer form (please see Appendix 12).
In the event of a major incident it is likely that Next of Kin (NOK) and other relatives
will be arriving at a variety of locations and times (In the event that they arrive at Villa
Petrolea then the canteen area could be used as a temporary holding area). These
should be supported wherever possible and should be directed to the ERP where
they can be provided with both information and counselling as required.
Although predominantly an IMT Logistics Section Chief responsibility, there is a
requirement for HR IMT Officer to provide advice with regard to transport, security,
equipment, food, water and clothing where necessary. There will also be a
requirement for support to be provided by Communications and External Affairs (C &
EA) as it is anticipated that there will be a great deal of media interest in the event of
a major incident occurring. Consideration should also be given to using press
statements to direct next of kin and friends to the ERP to assist with the reconciliation
process.
The work carried out in the ERP has a significant impact in supporting the emergency
phase of any incident where people are evacuated. The IMT will be dependent on
receiving accurate, up to date information on the status of evacuees in order to
provide confirmed data to management, supporting agencies and the media. It must
be remembered that, if the people involved are not treated properly and the
supporting agencies and media cannot obtain timely information, then the health of
individual team members and the integrity of the company is at risk.
2.2
Activation
Upon notification by the IMT HR Officer, the HR-ESG Manager will mobilise a team
consisting of an ERP Manager, a Site Coordinator and a required number of EROs
that will fulfill the roles as detailed in Sections 3 and 4. The numbers of staff required
will be dependant on the scale of the incident. In addition, representatives from
Health, C & EA, Security, Transport, Administration and OPM&S will be required to
assist with staffing roles within the Evacuee management process. The notification,
organisational structure and information flow is shown at Figure 3 below.
If an ERO is contacted during normal working hours they will be briefed by the
HR-ESG Manager or nominated ERP Manager.
If an ERO is contacted outside normal working hours they will be briefed as
above or by telephone and may be asked to go direct to the ERP or designated
IRP.
Before setting off, they should refer to the relevant check-lists (see Sections 3 & 4)
and complete as many of the initial actions as they can. It is the responsibility of the
HR-ESG Manager to notify ERP facilities managers about the activation of the
centres, but any problems with clearance or access through security cordons etc.
should be referred back to the IMT HR Officer.
Control Tier:
2
Revision Date: 1 September 2010
Document Number: AZSPU-HSSE-DOC-00149-2
Print Date: 2/1/2011
PAPER COPIES ARE UNCONTROLLED. THIS COPY VALID ONLY AT THE TIME OF PRINTING.
THE CONTROLLED VERSION OF THIS DOCUMENT CAN BE FOUND AT
Azerbaijan Evacuee Management Plan
Page 12 of 56
The HR-ESG Manager will act as the link between the IRP and the ERP. If mobilising
to a satellite point e.g. Pipeline incident, the team will arrange suitable transport
through the Logistics Section Chief in the Incident Management Center (IMC).
IMT HR
Officer
(Command Staff)
Activation & Information Exchange
HR-ESG
Information Exchange
Information Exchange
Manager
Mortuary
Hospital
Company Rep
Company Rep
Information Exchange
Information Exchange
Contractor
Liaison Officer
Injured
Information Exchange
Evacuees
Information Exchange
HR-ESG
Relative
Responder
Team
Initial
Evacuation
Reception Point
Information Exchange
Reception Point
(IRP)
(ERP)
Non- Injured
Evacuees
Figure 3. Notification, Organisational Structure and Information Flow
2.3
Roles and Responsibilities of IMT HR Officer and HR-ESG
The following roles and responsibilities detail the actions that need to be taken by the
staff that will activate, support and coordinate the Evacuee management process.
2.3.1 IMT HR Officer (Command Staff)
The Duty HR Officer provides a 24 hour “on call” service and will be part of the IMT
Command Staff that is mobilised in the event of an incident. He/she will liaise with the
Incident Commander and if it is required will activate the Evacuee Management Plan
by mobilising the HR Emergency Support Group (HR-ESG Manager). The HR
Officer will aim to account for all personnel directly involved in the incident by
obtaining the POB/POS and supply this information to the HR-ESG Manager. The
HR Officer will also liaise with the Logistics Section Chief to confirm the following:
Where the Evacuees will be going to (Heliport/Sea Port etc).
Ensure that sufficient vehicles are available for the land transportation of the
evacuees and that the relevant equipment is available (especially food, water
and clothing packs etc).
Control Tier:
2
Revision Date: 1 September 2010
Document Number: AZSPU-HSSE-DOC-00149-2
Print Date: 2/1/2011
PAPER COPIES ARE UNCONTROLLED. THIS COPY VALID ONLY AT THE TIME OF PRINTING.
THE CONTROLLED VERSION OF THIS DOCUMENT CAN BE FOUND AT
Azerbaijan Evacuee Management Plan
Page 13 of 56
Ensure that medical providers are notified to ensure they are able to provide
medical teams at the IRPs for triage purposes etc.
Once all the relevant support is activated, the responsibility of co-ordinating the
response will be delegated to the HR-ESG Manager. The IMT HR Officer will then
update the Incident Commander on the progress of HR support to the incident. They
will also ensure that the HR-ESG Manager has activated the HR-ESG Relative
Responders Team and that they are supplied with the relevant information to enable
them to effectively carry out their role.
2.3.2 HR Emergency Support Group (HR-ESG) Manager
The HR-ESG Manager will be mobilised by the HR Officer, they will then have a
threefold responsibility of ensuring that the Evacuee Management Plan is activated,
that the Relative Responder Team is established and that a Contractor Liaison
Officer is identified. In addition they will:
Call out sufficient EROs to staff the IRP/ERP using current company call-out
procedures.
If required, identify at an early stage EROs to attend the relevant hospitals
and mortuaries.
Make contact with the relevant IRP/ERP locations and notify them that rooms
will be required to assist with the Evacuation Process.
Assume the co-ordination of the transport, security and logistical support until
the ERP Manager is in place.
Co-ordination of the POB/POS will remain the responsibility of the HR IMT Officer
throughout the whole process.
2.3.3 HR-ESG Administrative Support Officer - HR
The ERO team member trained to carry out this role should have a sound
understanding of the Evacuee Management Plan and Vantage system. They will be
required to assist the HR-ESG Manager with the Evacuee management process,
which includes knowledge of how the information is co-ordinated and where it is filed
or sent to. Knowledge of the ERP system and its linkage to the Company Relative
Response Team is necessary to maintain a steady flow of information to the relatives
and friends who are contacting the company, thereby speeding the process of
reconciliation of evacuees with relatives/friends.
Checklists relevant to the above roles are shown below.
Control Tier:
2
Revision Date: 1 September 2010
Document Number: AZSPU-HSSE-DOC-00149-2
Print Date: 2/1/2011
PAPER COPIES ARE UNCONTROLLED. THIS COPY VALID ONLY AT THE TIME OF PRINTING.
THE CONTROLLED VERSION OF THIS DOCUMENT CAN BE FOUND AT
Azerbaijan Evacuee Management Plan
Page 14 of 56
IMT HR Officer (Command Staff)
SECTION 2 - 3.1
Azerbaijan SPU Evacuee Management Checklists
Function
Srl.
Objectives
Time
A
On mobilisation contact and obtain briefing from Incident Commander.
Initial
B
If mobilising HR-ESG, contact HR-ESG Manager via Switchboard or contacting directly the HR ESG Manager.
Actions
C
Arrange for POB/NOK information and PAX if helicopter involved.
Obtain current situation report, Establish if it is a level 1 or level 2 response, liaise with Incident Commander, activate Evacuee Management Plan and
D
mobilise appropriate resources as required.
E
If required, liaise with the Logistics Section Chief to:
1
Ensure that transport for evacuees is available to move them from IRP to ERP.
2
Arrange for catering facilities (food & water etc) if required.
3
Arrange for initial 20 packs of Evacuee Clothing packs, blankets and plastic bags to be made available.
4
Arrange for additional clothing packs to be made available, if required.
F
Liaise with Incident Commander and Finance Representative to assess amount of money to be given to evacuees if they require it.
G
Liaise with Security Department to ensure that sufficient staff is available to provide security for the IRPs and ERP.
H
If required, liaise with Health and Safety Officer to:
Actions
1
Contact Medical Contractor and ensure that Medical Teams are mobilised to IRP to provide triage if required
2
Contact Nominated Hospitals
I
If required, notify the following external support services:
Initial Reception Points = Zabrat Airport/ SPS Yard Quayside/ Sangachal Terminal Training Center/ Other locations as
1
appropriate
Evacuation Reception Point = Holiday Inn Hotel (Air Evac); Crescent Beach Hotel or Park Inn Hotel (Sea Evac); TISA - fall
2
back location)
J
Ensure Holding Statement has been issued to HR-ESG and check on status of press statement.
K
Ensure regular liaison with HR-ESG Manager and brief Incident Commander with regard to updates.
L
Log/Record all actions and submit log sheets and completed check list to Situation Unit (Recorder) as necessary.
Control Tier:
2
Revision Date: 1 September 2010
Document Number: AZSPU-HSSE-DOC-00149-2
Print Date: 2/1/2011
PAPER COPIES ARE UNCONTROLLED. THIS COPY VALID ONLY AT THE TIME OF PRINTING.
THE CONTROLLED VERSION OF THIS DOCUMENT CAN BE FOUND AT http://docs.bpweb.bp.com/dkazspu/component/hssesms
Azerbaijan Evacuee Management Plan
Page 15 of 56
HR-ESG Manager
SECTION 2 - 3.2
Azerbaijan SPU Evacuee Management Checklists
Function
Srl.
Objectives
Time
A
On notification obtain briefing from IMT HR Officer.
B
Mobilise to HR-ESG room in Villa Petrolea.
C
Organise prompt mobilisation of Relative Responders (as per company call out procedures).Brief Relative Response Team.
If required, organise prompt mobilisation of Evacuation Reception Officers (EROs) - as per company call out procedures. If required,
identify representatives to go to the hospitals and mortuary. Please note that the following issues should be considered when appointing
a Mortuary Representative:
D
Assess gender and religious implications with regard to the family of the deceased.
Assess if the deceased person and/or their family are known to the member of staff appointed
as
Mortuary
Representative.
Confirm that person appointed as the Mortuary Representative is comfortable in undertaking the role.
E
Ensure availability of Holding Statement for HR-ESG/ERP from the IMT.
F
Ensure availability of first Press Statement for HR-ESG/ERP from the IMT.
Actions
G
Maintain a log of events to record all incident specifics and updates.
H
Notify Contact Persons at IRPs and ERP if not already done so by IMT HR Officer.
I
Ensure that the Grab Bag containing all the documents and communications for the IRP/ERP teams is available.
J
Liaise with Logistics with regard to transport, food and water and other equipment requirements.
K
Ensure that all EROs are fully briefed prior to setting up IRP/ERP.
L
Ensure IRP Team obtain Emergency Clothing Packs (see section 3.2 for the details) and take them to IRP.
M
Ensure that all information received from IRP/ERP/Relative Responders is verified before release to other sources.
N
Ensure that master copy of POB/POS is updated (though IMT HR Officer) and that all evacuees are tracked.
O
Ensure that HR Officer (IMT) is briefed at regular intervals.
P
Ensure that ERP and Relative Responders activities/information flow is co-ordinated.
Q
Submit logs and completed checklist to Situation Unit (Recorder) as necessary.
Control Tier:
2
Revision Date: 1 September 2010
Document Number: AZSPU-HSSE-DOC-00149-2
Print Date: 2/1/2011
PAPER COPIES ARE UNCONTROLLED. THIS COPY VALID ONLY AT THE TIME OF PRINTING.
THE CONTROLLED VERSION OF THIS DOCUMENT CAN BE FOUND AT http://docs.bpweb.bp.com/dkazspu/component/hssesms
Azerbaijan Evacuee Management Plan
Page 16 of 56
HR-ESG Recorder
Azerbaijan SPU Evacuee Management Checklists
SECTION 2 - 3.3
Function
Srl.
Objectives
Time
A
On notification attend at Villa Petrolea and report to HR-ESG Manager.
B
Obtain EXTENDED VERSION (PERSON PER PAGE) of POB from IMT HR Officer and put into folders.
C
Obtain SHORT FORM POB list.
D
RECORD and LOG as appropriate.
E
Ensure ALL INFORMATION VERIFIED/APPROVED for release.
F
Log CASUALTY DETAILS on individual log sheets.
Actions
G
Contact Contractor Companies and obtain details of their representatives attending at different external locations.
H
Ensure CALLBACK LOG SHEETS are maintained and actioned, using the appropriate Pro-forma.
I
Ensure that master POB/POS list is updated re personnel movements throughout Evacuee management process.
J
Act as “RUNNER” as required.
K
SUPPORT Team Leader as necessary.
L
RETAIN logs and completed checklists from members of the Relative Responders/EROs as appropriate.
Control Tier:
2
Revision Date: 1 September 2010
Document Number: AZSPU-HSSE-DOC-00149-2
Print Date: 2/1/2011
PAPER COPIES ARE UNCONTROLLED. THIS COPY VALID ONLY AT THE TIME OF PRINTING.
THE CONTROLLED VERSION OF THIS DOCUMENT CAN BE FOUND AT http://docs.bpweb.bp.com/dkazspu/component/hssesms
Azerbaijan Evacuee Management Plan
Page 17 of 56
SECTION 3
INITIAL RECEPTION POINT (IRP)
In the event of an offshore incident an IRP may be required at Zabrat Airport, or SPS
Yard Quayside (or bearing in mind the time a sea evacuation will take - both). In
certain circumstances it could also include a hospital and indeed an offshore platform
if the decision has been made to down-man personnel to that location. If it is a large
scale incident, then all four may be required. If the incident is at, or near to,
Sangachal Terminal then the training center at this location can be used for the
purposes of an IRP.
3.1
IRP- Process and Layout
On arrival at the IRP the evacuees will be briefed (using the prepared briefing
guidelines at Appendix 2) and given advice on how to respond to the press. They will
also be kept informed as regards Next of Kin (NOK) and given facilities to make
contact where possible. Once identities have been established and their medical
condition, evacuees will be issued with dry clothing (if required) and transported to
the Evacuation Reception Point. EROs required here are the IRP Company
Representative and Admin Support (if available).
Ideally at least three rooms will be required for the IRP process; an initial
Documentation room (Confirmation of names on PAX list), a briefing room/holding
area, a room that can be used for triage and, if at all possible, a room that can be
used by IRP staff. Room allocations for the envisaged IRPs are contained in the table
below:
Initial Reception Point (IRP)
Location
Point of Contact
Telephone Numbers
Zabrat Airport
Please see Appendix 8
Please see Appendix 8
Suggested Room Allocation
Initial Documentation Room
„Safety Briefing‟ Room
Waiting/Briefing Area
Departure Lounge
Triage Room
Medical Room
Location
Point of Contact
Telephone Numbers
SPS Yard Quayside
Please see Appendix 8
Please see Appendix 8
Suggested Room Allocation
Initial Documentation Room
Will need further visit once building is completed.
Waiting/Briefing Area
Will need further visit once building is completed.
Triage Room
Will need further visit once building is completed.
Location
Point of Contact
Telephone Numbers
Sangachal Terminal
Please see Appendix 8
Please see Appendix 8
Suggested Room Allocation
Initial Documentation Room
Teaching Classroom G29
Waiting/Briefing Area
Teaching Classroom G30
Triage Room
Teaching Classroom G34
Location
Point of Contact
Telephone Numbers
Baku Sea Port (fall back location)
Please see Appendix 8
Please see Appendix 8
Suggested Room Allocation
Initial Documentation Room
Second floor, area adjusted too the Big Conference Hall
Waiting/Briefing Area
Second floor, Big Conference Hall
Triage Room
Second floor, Big Conference Hall (area will be isolated
by partitions)
Control Tier:
2
Revision Date: 1 September 2010
Document Number: AZSPU-HSSE-DOC-00149-2
Print Date: 2/1/2011
PAPER COPIES ARE UNCONTROLLED. THIS COPY VALID ONLY AT THE TIME OF PRINTING.
THE CONTROLLED VERSION OF THIS DOCUMENT CAN BE FOUND AT
Azerbaijan Evacuee Management Plan
Page 18 of 56
3.2
IRP - Equipment
Prior to departure, the team that is designated as the IRP team will take with them
the IRP Grab Bag and also the Evacuee Emergency Clothing Packs. Full details of
equipment and storage are detailed in the table below.
IRP EQUIPMENT
IRP Grab-bag
Where Stored:
Room 187 (IMC), Villa Petrolea Building
Contents:
Papers, pens, name badges
Mobile phones (including
etc.
Satellite phone)
Portable Fax Machine (1)
Radio
Notice Board (or Flip charts
No entry, This way, Arrow
with stand)
signs
Notes:
In the event that there may be a requirement for at least two
IRPs, one additional Grab Bag is available in Rm. 187, VP
Medical Equipment
Where Stored:
Medical Room - Zabrat Airport
Contents:
Appropriately equipped medical triage packs as advised by Dr
Almaz Agazade - SPU Health Manager
Notes:
Evacuee Emergency Clothing Packs
Where Stored:
BP Consolidated Warehouse
Contents:
25 Packs/Grab-bags each of which contain the following:
1 x set of Outdoor Sportswear
1 x pair of shoes
1 x set of T-Shirt
1 x pair of socks
* There should be a variety of clothing/shoe sizes
Notes:
In addition to the 20 Emergency Clothing Packs the following
additional supplies are held in the Warehouse:
250 Outdoor Sportswear of various sizes.
250 pairs of shoes
250 pairs of socks
250 t-shirts
3.3
Evacuation Reception Officers (EROs)
Control Tier:
2
Revision Date: 1 September 2010
Document Number: AZSPU-HSSE-DOC-00149-2
Print Date: 2/1/2011
PAPER COPIES ARE UNCONTROLLED. THIS COPY VALID ONLY AT THE TIME OF PRINTING.
THE CONTROLLED VERSION OF THIS DOCUMENT CAN BE FOUND AT
Azerbaijan Evacuee Management Plan
Page 19 of 56
Following the establishment of the IRP the EROs will fulfil the roles and
responsibilities as detailed below and will complete the relevant checklists as shown
at the end of this section.
3.4
Medical Providers
In the event of a Level
2 response, a medical team (consisting of a Doctor,
Paramedic/ Driver Paramedic) will be mobilised to the relevant IRP to complete triage
on all the evacuees (In the event that at IRP is established at the SPS Yard then the
MediClub clinic staff can be approached for assistance). Mobilisation and co-
ordination of these teams is the responsibility of the IMT Medical Case Manager.
Medical teams will also be mobilised to the ERP to monitor the evacuees and provide
medical advice if required. (In the event of a Level 1 response, a medical team may
only be required at the ERP). The numbers of medical teams mobilised will depend
on the size of the incident. A quantity of triage equipment is stored in the medical
room at Zabrat Airport.
3.5
Security
In the event of the establishment of an IRP, there will be a requirement for a high
level of security to be maintained at the site. The provision of security will be provided
by BP‟s Security Department who will liaise with the Facility Security Teams at the
location. To enable this process to take place, guidelines have been developed (See
Appendix 3).
3.6
Transportation
BP vehicles will be used at all times for the transportation of evacuees (except for
casualties being taken to hospital, whereby ambulances should be used). Transport
will be used predominantly to transfer the evacuees from the IRP to the ERP. At all
times evacuees being transported must be accompanied by a person nominated as
the IRP Transport Escort Representative. BP transport can also be used to move
IRP/ERP staff to their given locations. All transport co-ordination will be conducted by
fleet dispatch, under the supervision of the IMT Logistics Section Chief.
3.7
IRP - Roles and Responsibilities
All personnel who are involved with the Evacuee management process will be
generically called Evacuation Reception Officers (EROs). There are, however, a
variety of roles that exist within the Evacuee management process, including
Company Representative at the IRP etc. A brief overview of responsibilities
associated with the staffing of an IRP is listed below. It should be noted, however,
that knowledge of and competence in more than one role will be advantageous in
ensuring team flexibility in the event of an Evacuee Management Plan activation.
3.7.1 Company Representative - Operations
The Company Representative at the IRP will ensure the following:
That the non injured evacuees from the incident site are transported to the
ERP as quickly and smoothly as possible.
Control Tier:
2
Revision Date: 1 September 2010
Document Number: AZSPU-HSSE-DOC-00149-2
Print Date: 2/1/2011
PAPER COPIES ARE UNCONTROLLED. THIS COPY VALID ONLY AT THE TIME OF PRINTING.
THE CONTROLLED VERSION OF THIS DOCUMENT CAN BE FOUND AT
Azerbaijan Evacuee Management Plan
Page 20 of 56
All evacuees must first be accounted for against the relevant POB/POS
listings and properly briefed as to what processes are to take place both at
the IRP and the ERP.
Considerable liaison will be undertaken with the management at the IRP and
the security department in planning security, welfare and privacy issues on
behalf of evacuees.
Further liaison may be required in respect of Media attention at the IRP by
providing authorised press statements and preventing unnecessary intrusion.
In the event of an onshore incident (e.g. Sangachal Terminal) then an IRP may well
be located at the nearest suitable premises, in the case of Sangachal Terminal it
could be either the Training Center or the SPS Yard. Wherever the IRP is located the
same processes will need to be followed as detailed above.
Prior to going to the IRP, the company representatives must ensure that they take
the IRP Grab Bag which holds the relevant documentation and communications
equipment. In addition they should ensure that they take 20 Evacuee Clothing Packs,
blankets and plastic bags. A full list of equipment held in the Grab Bag is shown in
the table above.
3.7.2 IRP Transport Escort Representative - Non Specific Department
This representative will be responsible for escorting the evacuees who will be
transported from the IRP to the ERP, they should be prepared to advise on the
Evacuee management process including the requirements for medical examination (if
not already conducted at the IRP), documentation process and onward travel
arrangements. This role could be fulfilled by the IRP Company Representative if the
numbers of evacuees can be transported on one bus or coach.
3.7.3 Hospital Company Representative - HR and HSSE
In the event of an incident which involves casualties, the injured personnel will be
taken to nominated hospitals within Azerbaijan. These hospitals should be treated as
an IRP especially as it is possible that these casualties may well be taken direct to
the hospital without being accounted for against the relevant POB/POS listings. It is
therefore important to have HR and Health representatives at each hospital where it
is known that casualties are being taken to. Once the identity of the casualty is
established the information must be passed to the HR-ESG Manager as soon as
possible. Other responsibilities of the Hospital Company Representative are to
ensure that the privacy of the casualties is not intruded upon by members of the
media. In addition to the security, welfare and privacy issues the role at a hospital
IRP includes responsibility towards relatives and friends of those evacuees taken
there for medical attention. Ongoing liaison with hospital management will be
necessary in order to ensure suitable arrangements are in place to cater for the
needs of relatives and friends.
3.7.4 Mortuary Company Representative - HR and HSSE
In the unfortunate event of an incident which involves fatalities, the deceased
personnel will be taken to nominated mortuaries within Azerbaijan. It is possible that
the bodies will be taken direct to the mortuary without being accounted for against
the relevant POB/POS listings. It is therefore important to have company
representatives (both HR and Health) at each mortuary where it is known that a body
Control Tier:
2
Revision Date: 1 September 2010
Document Number: AZSPU-HSSE-DOC-00149-2
Print Date: 2/1/2011
PAPER COPIES ARE UNCONTROLLED. THIS COPY VALID ONLY AT THE TIME OF PRINTING.
THE CONTROLLED VERSION OF THIS DOCUMENT CAN BE FOUND AT
Azerbaijan Evacuee Management Plan
Page 21 of 56
or bodies will be taken to. Once the identity of the casualty is established the
information must be passed to the HR-ESG Manager as soon as possible. Other
responsibilities of the Mortuary Company Representative are to ensure that the
relatives and friends of those that have died are looked after and all their immediate
needs met. At all times the procedure for “DECEASED PERSONNEL” muust be
followed.
Checklists relevant to the above roles are shown at the end of this section.
Control Tier:
2
Revision Date: 1 September 2010
Document Number: AZSPU-HSSE-DOC-00149-2
Print Date: 2/1/2011
PAPER COPIES ARE UNCONTROLLED. THIS COPY VALID ONLY AT THE TIME OF PRINTING.
THE CONTROLLED VERSION OF THIS DOCUMENT CAN BE FOUND AT
Azerbaijan Evacuee Management Plan
Page 22 of 56
IRP Company Representative (Operations)
Azerbaijan SPU Evacuee Management Checklists
SECTION 3 - 3.7.1
Function
Srl.
Objectives
Time
A
Obtain Briefing from HR-ESG Manager.
B
Obtain copies of approved Press Statements and liaise with HR-ESG re Media representation at (IRP).
Initial
C
Take Mobile Phone/Satellite Phone/IRP Grab Bag/ Clothing packs, blankets and plastic bags to IRP.
D
Obtain copies of POB/NOK lists.
Actions
E
Ascertain Estimated Time of Arrival (ETA) of evacuees.
F
Ensure transportation available between IRP and Main ERP.
G
Always wear ID badge.
H
Liaise with Airport/SPS Yard Quayside/ Facility Representatives.
I
Liaise with other Company Representatives. Especially BP Security Department.
At
J
Meet Evacuees on arrival and introduce yourself.
Initial
Carry out personnel check to ensure all accounted for - use PAX list (Create one using blank PAX list in Grab-bag if
K
necessary).
Reception
Brief (using pre-prepared brief in the IRP Grab bag) all Evacuees and explain the arrangements for:
Medical examination.
Point
L
Documentation Process.
Transportation to Evacuation Reception Area.
M
Brief regularly thereafter.
N
Ensure all Evacuees made comfortable as quickly as possible. (Refreshments- water, chocolate etc.).
O
Update HR-ESG Manager regularly and confirm who has attended the IRP.
P
Be prepared to accompany Evacuees by coach to ERP if no Transport Escort Rep. is available (complete checklist below).
Q
Log all actions.
R
Submit logs and completed checklist to Situation Unit (Recorder) as necessary.
Control Tier:
2
Revision Date: 1 September 2010
Document Number: AZSPU-HSSE-DOC-00149-2
Print Date: 2/1/2011
PAPER COPIES ARE UNCONTROLLED. THIS COPY VALID ONLY AT THE TIME OF PRINTING.
THE CONTROLLED VERSION OF THIS DOCUMENT CAN BE FOUND AT http://docs.bpweb.bp.com/dkazspu/component/hssesms
Azerbaijan Evacuee Management Plan
Page 23 of 56
IRP Transport Escort Representative
Azerbaijan SPU Evacuee Management Check Lists
SECTION 3 - 3.7.2
Function
Srl.
Objectives
Time
A
Obtain briefing from HR-ESG Manager or IRP Company Representative if sent straight to IRP.
B
Ensure that copies of POB/NOK are available at IRP.
Confirm details as regards the number of Evacuees and names of those who will be transported from
C
IRP to the ERP.
Compile PAX list of those being transported to ERP to include numbers, names and fleet number of
D
vehicle.
E
Provide Estimated Time of Arrival (ETA) of evacuees to ERP Administration Unit.
F
Liaise with Vehicle Driver and ensure he is briefed.
Actions
G
Always wear ID badge.
Liaise with BP Security Department and ensure security measures are in place to allow vehicle to leave
H
IRP easily.
I
Be prepared to brief all evacuees on the Evacuation Reception Point if asked.
All evacuees should be encouraged to attend the ERP, however, if an evacuee wishes to leave the bus
J
his details should be noted and he/she should sign the legal disclaimer form (located in the IRP Grab
Bag).
Liaise with BP Security Department at ERP and allow passengers to disembark into ERP only if
K
security is in place.
L
Log all actions.
M
Submit logs and completed checklist to ERP Administration Unit as necessary.
Control Tier:
2
Revision Date: 1 September 2010
Document Number: AZSPU-HSSE-DOC-00149-2
Print Date: 2/1/2011
PAPER COPIES ARE UNCONTROLLED. THIS COPY VALID ONLY AT THE TIME OF PRINTING.
THE CONTROLLED VERSION OF THIS DOCUMENT CAN BE FOUND AT http://docs.bpweb.bp.com/dkazspu/component/hssesms
Azerbaijan Evacuee Management Plan
Page 24 of 56
Azerbaijan SPU Evacuee Management Check Lists
HOSPITAL - COMPANY REP
SECTION 3 - 3.7.3
Function
Srl.
Objectives
Time
Obtain briefing from HR-ESG Manager (Ensure this includes info on location of which hospital
A
casualties are being taken to - see Appendix 1 for list of nominated hospitals).
B
Obtain copies of POB list.
C
Ascertain the means of communication between yourself and the ERP/HR-ESG.
D
Always wear your ID Badge.
E
Confirm identities of casualties where possible and pass information back to HR-ESG.
Actions
Liaise with Hospital Authorities and see if you can arrange a room for all the relatives.
F
Meet relatives and introduce yourself.
G
Brief all relatives on a regular basis.
Liaise with BP Health Representative/hospital authorities/medical staff, ascertain when casualties are
H
medically examined and can be visited by relatives.
I
Assist in protecting relatives from undue media attention.
J
Regularly update HR-ESG Manager.
K
Log all actions and submit logs and completed checklist to IMT Situation Unit (Recorder) as necessary.
Control Tier:
2
Revision Date: 1 September 2010
Document Number: AZSPU-HSSE-DOC-00149-2
Print Date: 2/1/2011
PAPER COPIES ARE UNCONTROLLED. THIS COPY VALID ONLY AT THE TIME OF PRINTING.
THE CONTROLLED VERSION OF THIS DOCUMENT CAN BE FOUND AT http://docs.bpweb.bp.com/dkazspu/component/hssesms
Azerbaijan Evacuee Management Plan
Page 25 of 56
MORTUARY - COMPANY REP
Azerbaijan SPU Evacuee Management Check Lists
SECTION 3 - 3.7.4
Function
Srl.
Objectives
Time
Obtain briefing from HR-ESG Manager (Ensure this includes info on location of which mortuary
the deceased are being taken to) - see Appendix 1 for list of nominated hospitals. Please note that
you should inform the HR-ESG Manager if:
A
You are uncomfortable in undertaking the role of Mortuary Rep.
If you believe that you know the deceased person and/or their family and are concerned about
how this would affect you.
B
Refer to and follow the Deceased Personnel Procedure Plan.
C
Obtain copies of POB list.
Actions
D
Ascertain the means of communication between yourself and the HR-ESG.
E
Always wear your ID Badge.
F
Confirm identities of fatalities where possible and pass information back to HR-ESG.
Liaise with BP Health Representative/Mortuary Authorities and see if you can arrange a room for all the
G
relatives.
H
Meet relatives and introduce yourself.
I
Assist in protecting relatives from undue media attention.
J
Regularly update HR-ESG Manager.
K
Log all actions and submit logs and completed checklist to IMT Situation Unit (Recorder) as necessary.
Control Tier:
2
Revision Date: 1 September 2010
Document Number: AZSPU-HSSE-DOC-00149-2
Print Date: 2/1/2011
PAPER COPIES ARE UNCONTROLLED. THIS COPY VALID ONLY AT THE TIME OF PRINTING.
THE CONTROLLED VERSION OF THIS DOCUMENT CAN BE FOUND AT http://docs.bpweb.bp.com/dkazspu/component/hssesms
Azerbaijan Evacuee Management Plan
Page 26 of 56
SECTION 4
EVACUATION RECEPTION POINT (ERP)
The addresses, contact details and suggested room allocation for the envisaged
Evacuation Reception Point are detailed in the table below. The location of the ERP will be
determined by the point of entry to onshore. i.e. either via Zabrat Airport, or the SPS Yard
Quayside. Relevant floor plans are contained within the ERP Grab-bag.
Evacuation Reception Point (ERP)
ERP Location for
Point of Contact
Telephone Numbers
Zabrat Airport
Holiday Inn (Int. Airport)
Please see Appendix 8
Please see Appendix 8
Suggested Room Allocation
Evacuee Entry Desk
Cinar Room 1/Cinar Room 2 combined - Areas to be divided
Evacuee Briefing Suite
by desks
Evacuee Documentation Suite
Evacuee Welfare Suite
Cinar Room 3
Evacuee Medical Suite
Sam Room
Relative Reception Suite
Relative Documentation Suite
In the unlikely event that relatives attend this location, then the
Relative Welfare Suite
Gilas, Nar and Alma rooms can be used for this function.
Reconciliation Area
Release to go Process Suite
Palid Room
ERP Administration Suite
Business Center Office
ERP Location for
Point of Contact
Telephone Numbers
SPS Yard Quayside
Crescent Beach Hotel
Duty Manager
Please see Appendix 8
Suggested Room Allocation
Evacuee Entry Desk
Talish Room/Lenkoran Room combined
Evacuee Briefing Suite
- Areas to be divided by desks
Evacuee Documentation Suite
Evacuee Welfare Suite
Chirag Room
Evacuee Medical Suite
Billiar Room
Relative Reception Suite
Neftchilar Room
Relative Documentation Suite
Relative Welfare Suite
Shah Deniz Room
Reconciliation Area
Office adjacent to Business Center on ground floor
Release to go Process Suite
Sales & Marketing Office
ERP Administration Suite
Business Center Office
Control Tier:
2
Revision Date: 1 September 2010
Document Number: AZSPU-HSSE-DOC-00149-2
Print Date: 2/1/2011
PAPER COPIES ARE UNCONTROLLED. THIS COPY VALID ONLY AT THE TIME OF PRINTING.
THE CONTROLLED VERSION OF THIS DOCUMENT CAN BE FOUND AT
Azerbaijan Evacuee Management Plan
Page 27 of 56
ERP Location for
Point of Contact
Telephone Numbers
Baku Sea Port
Park Inn Hotel
Please see Appendix 8
Please see Appendix 8
Suggested Room Allocation
Evacuee Entry Desk
Big Hall on the second floor
Evacuee Briefing Suite
Dan Ulduzu Room. Areas to be divided by desks and partitions
Evacuee Documentation Suite
Evacuee Welfare Suite
Evacuee Medical Suite
Area adjusted to the Dan Ulduzu Room
Relative Reception Suite
Nasimi Room
Relative Documentation Suite
Relative Welfare Suite
Fizuli Room
Reconciliation Area
Babek Room
Release to go Process Suite
Nizami Room
ERP Administration Suite
Business Center Office
Evacuation Reception Point (ERP)
Fallback Location
Point of Contact
Telephone Numbers
TISA
Please see Appendix 8
Please see Appendix 8
Suggested Room Allocation
Evacuee Entry Desk
Assembly Room (use external door for access)
Evacuee Briefing Suite
Assembly Room (Areas to be divided by use of desks)
Evacuee Documentation Suite
Assembly Room
Evacuee Welfare Suite
Classroom 201 & 202
Evacuee Medical Suite
Classroom 203
Relative Reception Suite
Drama Hall (room 310)
Relative Documentation Suite
Drama Hall (Room 310
Relative Welfare Suite
Room 309
Reconciliation Area
Room 205
Release to go Process Suite
Room 206
(with NOK)
Release to go Process Suite
Room 208
(without NOK)
ERP Administration Suite
School Library (room 209?)
4.1
ERP - Process and Layout
On arrival at the ERP the evacuees will be registered, personal information will be
obtained and they will receive an identity bracelet or similar at a reception desk before
being passed to the Evacuee Administration Representative. Relevant information will be
relayed to the HR-ESG who will pass it to the Relative Responder Team and Contractor
Liaison Officer and will also use it to brief the IMT HR Officer in the Incident Management
Center (IMC) where appropriate. Next of Kin and relatives may be received at the ERP to
permit speedy re-uniting and reconciliation.
The process is divided into two areas and is described as follows:
Area One (See Figure 4 below) caters for Evacuee Reception and contains the
following:
Control Tier:
2
Revision Date: 1 September 2010
Document Number: AZSPU-HSSE-DOC-00149-2
Print Date: 2/1/2011
PAPER COPIES ARE UNCONTROLLED. THIS COPY VALID ONLY AT THE TIME OF PRINTING.
THE CONTROLLED VERSION OF THIS DOCUMENT CAN BE FOUND AT
Azerbaijan Evacuee Management Plan
Page 28 of 56
4.1.1 Evacuee Briefing Suite
The evacuees are briefed on the current status of the incident and are made aware of the
evacuee administration process. The context of the administrative processes is explained
in full using the prepared briefing guidelines document (See Appendix 4). They will be
handed the Down Manned Personnel Guidance (See Appendix 5), refreshments are
provided and evacuees are given access to telephones. EROs involved here are the ERP
Manager and ERP Evacuee Representative.
The evacuees will then be moved to the:
4.1.2 Evacuee Documentation Suite
The evacuee‟s details are recorded at this time, along with any needs or requests.
Evacuee Tracking Forms (Appendix 6) are completed at this time. The carbon-copy part of
the form is submitted to the ERP Evacuee Administration Representative as a link back to
the Relatives area and the HR-ESG. The evacuee keeps the rest of form until they have
left the ERP (See Appendix 7 for form tracking process). Consideration at this point should
be given to the evacuee‟s onward travel requirements and the potential need for
replacement passports etc. and there may well be a requirement to have Consular
representation at this stage. All relevant Consular numbers are contained in Appendix 8.
EROs involved at this stage are the ERP Evacuee Documentation Representatives. It
should be noted that if the police require to speak to any person in connection with the
incident, it should be done at this stage. All requests to speak to BP employees should first
be cleared by the ERP Manager after consultation with the Legal Department via the IMT.
If necessary the Evacuees will be given the opportunity to attend the:-
4.1.3 Evacuee Medical Suite
This suite aims to triage those evacuees that have not already gone through a medical
check at the IRP. All evacuees will be monitored to identify potential or psychological
problems. At any stage throughout the Evacuation Point process evacuees can be taken to
the medical suite if needed or necessary, bypassing the briefing and documentation suites.
If this occurs, care must be taken to collect the required information as soon as practically
possible and to pass the details onto the ERP Evacuee Administration Representative and
onto the Relatives/Reconciliation Representative. Staff required for this suite is the ERP
Medical Representative and a Medical Team supplied by the Medical providers.
The evacuees will then be moved to the:-
4.1.4 Evacuee Welfare Suite
This suite caters for the welfare of the evacuees until such time as they are reconciled with
relatives/friends, wish to leave or are provided temporary accommodation. The function of
the suite is to ensure that the evacuees have a relatively comfortable environment in which
to wait for release. It should aim to provide additional requested support such as the use of
a telephone, money or travel and accommodation arrangements (See Appendix 9). Staff
required for this suite is the Evacuee Welfare Representative and the Travel and
Accommodation Representative. If there are relatives waiting for the evacuees they will
then be moved to the Reconciliation Area (see 1.8 below).
Control Tier:
2
Revision Date: 1 September 2010
Document Number: AZSPU-HSSE-DOC-00149-2
Print Date: 2/1/2011
PAPER COPIES ARE UNCONTROLLED. THIS COPY VALID ONLY AT THE TIME OF PRINTING.
THE CONTROLLED VERSION OF THIS DOCUMENT CAN BE FOUND AT
Azerbaijan Evacuee Management Plan
Page 29 of 56
Reception
Briefing
Documentation
Welfare
Relatives not at
From IRP
Suite
Desk
Suite
Suite
ERP
Released to
Home/Hotel/Onward
Relatives at ERP
Go
Travel
Reconciliation
Area
Figure 4 ERC Evacuee Movement Flow
Area Two (See Figure 5 below) caters for Relative Reception and contains the
following:
4.1.5 Relative Reception Suite
Following a registration and screening process (confirmation is required to ensure that they
are genuine) the arriving relatives and/or friends are brought to the reception suite where
they should be briefed on the incident and told the process of the Evacuation Reception
Point using the pre-prepared briefing guidelines at Appendix 10. Discreet screening should
take place to ascertain and identify relationships. Staff required for this suite is the
Relative Representative.
The relatives will then be moved to the:-
4.1.6 Relative Documentation Suite
The relative‟s details are recorded at this time along with any needs or requests. Relative
Tracking Forms (See Appendix 11) are completed at this time (See Appendix 7 for form
tracking process). The completed forms are submitted to the ERP Evacuee Administration
Representative as a link back to the Evacuees area and the HR-ESG. Consideration at
this point should be given to the relatives‟ onward travel requirements. EROs involved at
this stage is the ERP Relative Documentation Representative.
The relatives will then be moved to the:
4.1.7 Relative Welfare Suite
Relatives/friends are brought to the Welfare Suite and given refreshments and looked after
until such time as they are given information regarding their evacuee. The suite provides a
comfortable place to wait, and has provisions for refreshments and additional support such
as telephones. EROs involved at this stage is the ERP Relative Welfare Representative.
If there is a match with an evacuee in the ERP then the relatives will then be moved to the
Reconciliation Area.
Control Tier:
2
Revision Date: 1 September 2010
Document Number: AZSPU-HSSE-DOC-00149-2
Print Date: 2/1/2011
PAPER COPIES ARE UNCONTROLLED. THIS COPY VALID ONLY AT THE TIME OF PRINTING.
THE CONTROLLED VERSION OF THIS DOCUMENT CAN BE FOUND AT
Azerbaijan Evacuee Management Plan
Page 30 of 56
Reception/
Briefing
Documentation
Welfare
Screening
Evacuee not at ERP
Suite
Suite
Suite
Desk
Evacuee at ERP
Release to Go
Home/Onward Travel
Reconciliation
Area
Figure 5. ERC Relatives Movement Flow
4.1.8 Reconciliation Area
Once evacuees and relatives have gone through the briefing and documentation
procedure, their details are passed to the company administration suite to identify possible
matches. Providing a match has been made, the corresponding evacuee and relative are
individually taken to a private and comfortable area which permits reconciliation to take
place. Where no matches have been made, evacuees and relatives can proceed directly to
the final welfare suite where the release to go process must take place. In the event that
the evacuee is not met by relatives at the centre, then consideration should be given to
allowing them a second phone call to their Next of Kin (Telephone reconciliation). Staff
required for this suite is the Reconciliation Representative.
4.1.9 Release to Go Process
Prior to the evacuee and/or relative leaving the ERP, the final section of the
Evacuee/Relative Tracking forms must be completed and signed by the Final Welfare/Exit
Representative before they can be released to go. This ensures that there is accurate
tracking of personnel movement. They should be given extra support in terms of ongoing
travel and accommodation arrangements, and also helped to leave the area without undue
attention from press or public. Staff required for this suite is the Final Welfare/Exit
Representative.
4.1.10 Company Administration Suite
There is a requirement for an area to be set aside for the use of the company
administration functions, including processing all relevant documentation from both
evacuees and relatives to attempt reconciliation. Staff required for this suite is the Site
Coordinator, Evacuee Administration Representative and Media Representative. The ERP
Manager will also use this room as his/her office and this is where the communications link
with the HR-ESG and IRP will be located. Consideration should be given to providing
additional personnel as administration support/runners to assist where necessary. These
personnel need not be specifically trained; however, they must be company personnel who
are sensitive to the needs and requirements of the Point.
Control Tier:
2
Revision Date: 1 September 2010
Document Number: AZSPU-HSSE-DOC-00149-2
Print Date: 2/1/2011
PAPER COPIES ARE UNCONTROLLED. THIS COPY VALID ONLY AT THE TIME OF PRINTING.
THE CONTROLLED VERSION OF THIS DOCUMENT CAN BE FOUND AT
Azerbaijan Evacuee Management Plan
Page 31 of 56
4.2
Equipment
The following table details the required equipment to facilitate the ERP and the storage
locations.
ERP EQUIPMENT
ERP Grab-bag
Where Stored:
Room 187 (IMC) Villa Petrolea Building
Contents:
Papers, pens, name badges
Mobile phones (including
etc.
Satellite phone)
2 x Portable Fax Machine (To
Radio
allow incoming and outgoing
faxes)
Information/display boards (or
No entry, This way, Arrow
Flip charts with stands)*
signs
Process Forms/Log Sheets
Facility floor plans
Wristband identity tags or
similar
Notes:
*The information boards should be used to provide updated
information to both the evacuees and relatives.
4.3
Evacuation Reception Officers (EROs)
Following the establishment of the ERP the EROs will fulfil their roles and responsibilities
as follows and will complete the relevant checklists at the end of this section.
4.4
Medical Providers
Medical teams will be mobilised to the ERP to conduct triage, monitor the evacuees and
provide medical advice if required. The numbers of medical teams mobilised will depend
on the size of the incident. Guidance should be sought from the Azerbaijan SPU Medical
Advisor.
4.5
Security
In the event of the establishment of an ERP, there will be a requirement for a high level of
security to be maintained at the site. The provision of security will be provided by BP‟s
Security Department who will liaise with the Facility Security Teams at the location. To
enable this process to take place, guidelines (See Appendix 3), have been developed.
4.6
Communications and External Affairs (C&EA)
In the event of a large scale incident, it is likely that there will be a high level of media
interest. Some of this interest could be directed at ERP and/or the IRP, if this occurs there
will be a need for a representative of C & EA to be present at the ERP and possibly the
IRP to handle any media enquiries (Information should only be released after authorisation
from IMT).
Control Tier:
2
Revision Date: 1 September 2010
Document Number: AZSPU-HSSE-DOC-00149-2
Print Date: 2/1/2011
PAPER COPIES ARE UNCONTROLLED. THIS COPY VALID ONLY AT THE TIME OF PRINTING.
THE CONTROLLED VERSION OF THIS DOCUMENT CAN BE FOUND AT
Azerbaijan Evacuee Management Plan
Page 32 of 56
4.7
ERP - Roles and Responsibilities
All personnel who are involved with the Evacuee management process will be generically
called Evacuation Reception Officers (EROs). There are, however, a variety of roles that
exist within the Evacuee management process, including Company Representative
(Manager) at the ERP as well as Site Coordinator and Evacuee, Relatives/Friends and
Reconciliation Representatives. A brief overview of responsibilities associated with the
staffing of an ERP is listed below. It should be noted, however, that knowledge of and
competence in more than one role will be advantageous in ensuring team flexibility in the
event of an Evacuee Management Plan activation.
4.7.1 ERP Manager - Operations
Overall management of the evacuation and reconciliation process is the primary role of the
Company Representative who is designated as Manager at the ERP. The ERO
representing the company in this role will carry out a variety of functions and act as the
primary link to the HR-ESG Manager. The role also requires considerable liaison with the
BP Security Department, the Company Site Coordinator, Evacuees and the Police if they
become involved. Principal duties include:
Ensuring the facilities is set out in accordance with procedures and the agreed
template.
Ensuring that the staff are briefed as to the nature of the incident and numbers of
evacuees expected.
Liaising with BP Security Department and Facility (Hotel/School) staff regarding
security and arrangements for reception of evacuees and relatives/friends.
Briefing evacuees on arrival with regard to process and ensuring initial welfare
needs are catered for.
Regularly updating the HR-ESG Manager and logging all significant actions and
decisions.
The ERO fulfilling the role of Company Representative at the ERP need not be a specialist
in the HR field.
4.7.2 ERP - Site Coordinator - HR
The Site Coordinator is responsible for the clear flow of communications throughout the
ERP, including dissemination of the Managers decisions and priorities. The role is best
served by a HR specialist, who has a firm understanding of HR Emergency Procedures
and ERP processes. As the title suggests the role is one of activity co-ordination within the
ERP, liaising with the leaders of other sections to, ensure documentation procedures are
followed and administrative collation is effective in reconciling evacuees with
relatives/friends as quickly as possible. At all times the ERP Manager should be kept
updated of all developments. The Site Coordinator will also ensure that the working
environment and welfare of EROs is taken into consideration along with that of the
evacuees, relatives and friends.
Control Tier:
2
Revision Date: 1 September 2010
Document Number: AZSPU-HSSE-DOC-00149-2
Print Date: 2/1/2011
PAPER COPIES ARE UNCONTROLLED. THIS COPY VALID ONLY AT THE TIME OF PRINTING.
THE CONTROLLED VERSION OF THIS DOCUMENT CAN BE FOUND AT
Azerbaijan Evacuee Management Plan
Page 33 of 56
4.7.3 ERP - First Arrival
This position can be taken by anyone of the EROs identified within this section. If you are
the first person to arrive at the ERP, you should make contact with the Facility Reception
(Hotel/School) and inform them that you have arrived; you should then obtain the
telephone contact numbers for the ERP and pass them to the HR-ESG Manager. The First
Arrival will then assume the role of ERP Manager until the arrival of the appointed person.
4.7.4 ERP - Evacuee Representative - Non Specific Department
The Evacuee Representative oversees the reception and documentation of evacuees
immediately following their briefing and initial welfare requirements being met. This ERO
should ensure that evacuees are given the Down Manned Personnel Guidance form (see
Appendix 5), are escorted to the documentation suite, have the necessary details recorded
and subsequently taken to the Welfare and/or Medical suites depending on individual
needs. In addition there is a need to ensure that all completed documentation is checked
and forwarded to the Administration Unit. Liaison with the Site Coordinator is vital in
ensuring updated information regarding evacuees is passed on as quickly as possible.
This will principally relate to numbers of evacuees processed and specific welfare needs.
4.7.5 ERP - Evacuee Documentation Representative - Non Specific Department
The ERO or EROs fulfilling this role liaises with and take direction from the Evacuee
Representative. The number of EROs carrying out the role of Evacuee Documentation
Representative will vary depending on the number of evacuees to be processed but will
generally be between one and three. The role requires this person to interview the
evacuees in a sympathetic manner to ensure that the required information is obtained to
allow the evacuee to be processed quickly and efficiently. The documentation
representative will be required to note personal details of the evacuee along with other
information relating to next of kin, onward transport arrangements and financial needs.
Particular skills are required to carry out such interviews and the interviewer should
consider their approach beforehand. This approach should include briefing the evacuee
about what to expect, assessing the disposition of the evacuee and being able to answer
any questions about the overall procedure.
4.7.6 ERP - Evacuee Welfare Representative - Non Specific Department
The ERO assigned to this role must be aware that the provision of advice and assistance
may be required at any stage of the evacuation reception process. The role requires a
person with a wide ranging skill base in understanding people, their individual
characteristics and emotions and being able to direct them towards proper support
processes. Being able to listen, deal with emotional upset and take an appropriate course
of support action are qualities that the Welfare ERO should be capable of. Other more
generic aspects of this role include providing evacuees with replacement clothing (if not
already provided at IRP), organising onward transport and issuing interim financial support.
4.7.7 ERP - Evacuee Administration Unit - Non Specific Department
The ERO team member trained to carry out this role should have a sound understanding
of the contents and purpose of each company ERP form, how the information is co-
ordinated and where it is filed or sent to. Knowledge of the ERP system and its linkage to
the HR-ESG Relative Responder Team is necessary to maintain a steady flow of
Control Tier:
2
Revision Date: 1 September 2010
Document Number: AZSPU-HSSE-DOC-00149-2
Print Date: 2/1/2011
PAPER COPIES ARE UNCONTROLLED. THIS COPY VALID ONLY AT THE TIME OF PRINTING.
THE CONTROLLED VERSION OF THIS DOCUMENT CAN BE FOUND AT
Azerbaijan Evacuee Management Plan
Page 34 of 56
information and thereby speed the process of reconciliation of evacuees with
relatives/friends. Liaison with the Site Coordinator should be frequent in providing
updates.
4.7.8 ERP - Relatives Representative - HR
This representative is responsible for meeting and briefing relatives and friends arriving at
the ERP in search of a particular evacuee or seeking information as to the whereabouts of
an employee involved in the incident. This role requires considerable tact and empathy in
determining relationships between enquirers and evacuees, giving adequate briefings in
relation to the procedure and obtaining the necessary documentation details. There is also
a need to forward completed documentation to the Administration Unit as soon as possible
for matching with evacuee details. The Relatives Representative also oversees the
reconciliation process between evacuees and their relatives/friends following confirmation
being received from the Administration Unit. The representative must also ensure that any
reconciliation is carried out in privacy. It will also be particularly important for consultation
to take place with the Site Coordinator when a need is identified for a specific post of
Reconciliation Representative to be established.
4.7.9 ERP - Relatives Welfare Representative - Non Specific Department
The ERO assigned to this role must be aware that the provision of advice and assistance
may be required at any stage of the Evacuation Reception process. The role requires a
person with a wide ranging skill base in understanding people, their individual
characteristics and emotions and being able to direct them towards proper support
processes.
4.7.10 ERP - Relatives Documentation Representative - Non Specific Department
The ERO or EROs fulfilling this role liaise with and take direction from the Relatives
Representative. The number of EROs carrying out the role of Relatives Documentation
Representative will vary depending on the number of relatives to be processed but will
generally be between one and three. The role requires this person to interview the
relatives in a sympathetic manner to ensure that the required information is obtained to
allow the relative to be reconciled with the relevant evacuee quickly and efficiently. The
documentation representative will require to note personal details of the relative along with
other information relating to evacuee. Particular skills are required to carry out such
interviews and the interviewer should consider their approach beforehand. This approach
should include briefing the relative about what to expect, assessing the disposition of the
relative and being able to answer any questions about the overall procedure.
4.7.11 ERP - Reconciliation Representative - HR
The Reconciliation Representative will coordinate the arrangements for confirmed
reconciliation‟s to take place, and ensure the process runs smoothly. They will liaise with
the administration suite to identify possible matches, brief corresponding evacuees and
relatives, and take them separately to a place of reconciliation which is private and
comfortable. Completes Reconciliation Form (Appendix 13).
Control Tier:
2
Revision Date: 1 September 2010
Document Number: AZSPU-HSSE-DOC-00149-2
Print Date: 2/1/2011
PAPER COPIES ARE UNCONTROLLED. THIS COPY VALID ONLY AT THE TIME OF PRINTING.
THE CONTROLLED VERSION OF THIS DOCUMENT CAN BE FOUND AT
Azerbaijan Evacuee Management Plan
Page 35 of 56
4.7.12 ERP - Medical Representative - HSSE
The Medical Representative within the ERP will be available to deal with any minor or
initial injury treatment to an evacuee or provide support in cases of an emotional or
traumatic nature that are beyond the ability or expertise of the Welfare Representative. In
all cases the nature of any support provided will be confidential. Direct liaison should be
with the ERP Manager or Site Coordinator only.
4.7.13 ERP - Travel / Accommodation Representative - Business Services
The Travel / Accommodation Representative within the ERP will be available to arrange
accommodation and onward travel for those evacuees who do not live in the close
proximity of the ERP and are unable to return home. This Representative will normally be
a member of the Business Services/Travel department. Direct liaison should be with the
ERP Manager or Site Coordinator only.
4.7.14 ERP - Final Welfare/Exit Representative - Non Specific Department
Guides the evacuees / relatives through the release to go process, ensuring that the
relevant documentation is completed, and the evacuees / relatives are kept briefed and
comfortable. Also confirms that any ongoing arrangements have been catered for.
4.7.15 ERP - Media Management Representative - C&EA
A Company Media Representative from the C & EA Department will be required to be
available in the ERP to deal with any press that may attend the location. However any
information released by the Company should be authorised by the IMT Public Information
Officer. Within the ERP, close liaison should be maintained by the Media Representative
with the ERP Manager or Site Coordinator.
Checklists relevant to the above roles are shown at the end of the section.
If an ERO is contacted during normal working hours they will be briefed by the HR-
ESG Manager or nominated ERP Manager.
If an ERO is contacted outside normal working hours they will be briefed as above
or by telephone and may be asked to go direct to the ERP or designated IRP.
(Remember if you are first at the ERP you must complete the first arrival actions as
shown at the Section 4 - 7.3 checklist below.)
Control Tier:
2
Revision Date: 1 September 2010
Document Number: AZSPU-HSSE-DOC-00149-2
Print Date: 2/1/2011
PAPER COPIES ARE UNCONTROLLED. THIS COPY VALID ONLY AT THE TIME OF PRINTING.
THE CONTROLLED VERSION OF THIS DOCUMENT CAN BE FOUND AT
Azerbaijan Evacuee Management Plan
Page 36 of 56
ERP - Manager (Operations)
Azerbaijan SPU Evacuee Management Checklists
SECTION 4 - 4.7.1
Function
Srl.
Objectives
Time
Obtain briefing from HR-ESG Manager (Ensure this includes info on location of ERP and the
A
Point of Contact at ERP)
Obtain copies of approved Press Statements and liaise with HR-ESG Manager re Media representation
B
Initial
at ERP.
C
Obtain copies of POB/NOK lists.
Actions
D
Confirm details as regards the number of Evacuees and names of those attending the Reception Centre.
E
Ascertain Estimated Time of Arrival (ETA) of Evacuees at IRP and subsequently the ERP.
F
Always wear ID badge.
G
Liaise with Facility Security and BP Security Department and ensure security measures are in place.
Nominate and brief the following responsibilities: [Roles depend on numbers of evacuees]
Site Coordinator.
At
Evacuee Representative
Evacuee Welfare Representative
Evacuation
H
Evacuee Administration Unit Representative
Reception
Evacuee Documentation Representative
Relatives Representative
Centre
Relatives Welfare Representative
Reconciliation Representative/ Final Welfare-Exit Representative
Ensure Site Coordinator has a base to operate with two telephones and two fax machines (In order to
I
separate outgoing and incoming calls/faxes).
J
Notify HR-ESG Manager on your arrival.
Control Tier:
2
Revision Date: 1 September 2010
Document Number: AZSPU-HSSE-DOC-00149-2
Print Date: 2/1/2011
PAPER COPIES ARE UNCONTROLLED. THIS COPY VALID ONLY AT THE TIME OF PRINTING.
THE CONTROLLED VERSION OF THIS DOCUMENT CAN BE FOUND AT http://docs.bpweb.bp.com/dkazspu/component/hssesms
Azerbaijan Evacuee Management Plan
Page 37 of 56
K
Pass contact telephone numbers for ERP to IRP and HR-ESG Manager.
L
Confirm rooms and facilities are suitable. (Heated/ventilated etc).
M
Confirm with facility/BP security department the arrangements for meeting evacuees and relatives.
N
Ensure refreshments available.
O
Liaise with Company Reps at all IRPs.
BRIEF all Evacuees on arrival at ERP (Use Evacuee Guidance Brief located in ERP Grab - Bag).
P
At
Remember to arrange briefing to be translated into relevant language as required.
Evacuation
Q
Liaise with Media Representative at ERP.
R
Ensure updated press releases are circulated within ERP as appropriate.
Reception
S
Liaise with Contractors representatives if they attend ERP.
Point
Conduct update briefings with Facility staff, Senior Security Representative, Police (if required) and
T
ERP Site Coordinator.
U
Along with ERP Coordinator consider ERP staff welfare issues.
V
Consider the need for replacement staff if incident is likely to be prolonged.
W
Update HR-ESG Manager regularly.
X
Log all actions and submit to ERP Company Administration Unit.
Control Tier:
2
Revision Date: 1 September 2010
Document Number: AZSPU-HSSE-DOC-00149-2
Print Date: 2/1/2011
PAPER COPIES ARE UNCONTROLLED. THIS COPY VALID ONLY AT THE TIME OF PRINTING.
THE CONTROLLED VERSION OF THIS DOCUMENT CAN BE FOUND AT http://docs.bpweb.bp.com/dkazspu/component/hssesms
Azerbaijan Evacuee Management Plan
Page 38 of 56
ERP - Site Coordinator
Azerbaijan SPU Evacuee Management Checklists
SECTION 4 - 4.7.2
Function
Srl.
Objectives
Time
Obtain briefing from HR-ESG Manager/ERP Manager (Ensure this includes info on location of
A
Initial
ERP and the Point of Contact at ERP.).
Take ERP Grab Bag to ERP or nominate someone to take it.
(Ensure it includes relevant
B
Actions
documentation/equipment for ERP purposes).
C
Always wear ID Badge.
D
Liaise with Facility Duty Manager/ERP Manager/BP Security Department regarding Facilities/Security.
E
Ensure ERP is set up according to pre defined plan using site facility plans as appropriate.
Ensure sufficient communications are in place (Telephone/Faxes etc) including two phones for
F
Company Administration Suite.
G
Liaise with HR-ESG Manager.
At
Request adequate support at the ERP - taking into account Friends/Relatives, Media attention and
H
various functions to be conducted.
Evacuation
Brief team members at ERP regarding individual roles and responsibilities, with particular reference to
I
system of evacuee processing and administration flow.
Reception
J
Liaise with Media Representative at ERP.
Point
K
Liaise with IRP Company Representatives.
L
Obtain POB/NOK lists for company use.
M
Ensure all details regarding Evacuees and NOK are sent to HR-ESG.
Liaise with Travel/Accommodation Representative regarding provision of support, onward transport
N
and/or accommodation for Evacuees and Friends and Relatives.
O
Update ERP Manager as necessary.
Control Tier:
2
Revision Date: 1 September 2010
Document Number: AZSPU-HSSE-DOC-00149-2
Print Date: 2/1/2011
PAPER COPIES ARE UNCONTROLLED. THIS COPY VALID ONLY AT THE TIME OF PRINTING.
THE CONTROLLED VERSION OF THIS DOCUMENT CAN BE FOUND AT http://docs.bpweb.bp.com/dkazspu/component/hssesms
Azerbaijan Evacuee Management Plan
Page 39 of 56
ERP First Arrival
Azerbaijan SPU Evacuee Management Checklists
SECTION 4 - 4.7.3
Function
Srl.
Objectives
Time
A
Always wear ID badge.
B
Report your arrival to the ERP reception (Hotel/School).
C
Obtain Telephone numbers for ERP/IRP (if known) and pass to HR-ESG Manager.
D
Assume the role of ERP Manager until the arrival of the appointed person.
Actions
Liaise with Duty Manager of Facility and with BP Security Department regarding the location and
E
security of the ERP.
F
Identify rooms required for the ERP using the site facility plans held in the ERP Grab Bags
G
Set up the rooms, using the equipment stored in the ERP Grab bags.
When either ERP Manager or Site Coordinator arrives at ERP, brief them on set-up and handover
H
facility to them.
Control Tier:
2
Revision Date: 1 September 2010
Document Number: AZSPU-HSSE-DOC-00149-2
Print Date: 2/1/2011
PAPER COPIES ARE UNCONTROLLED. THIS COPY VALID ONLY AT THE TIME OF PRINTING.
THE CONTROLLED VERSION OF THIS DOCUMENT CAN BE FOUND AT http://docs.bpweb.bp.com/dkazspu/component/hssesms
Azerbaijan Evacuee Management Plan
Page 40 of 56
Azerbaijan SPU Evacuee Management Checklists
ERP - Evacuee Representative
SECTION 4 - 4.7.4
Function
Srl.
Objectives
Time
A
Obtain briefing from ERP Manager/Site Coordinator.
Initial
B
Ensure you are in possession of copies of POB/NOK lists.
Actions
C
Always wear ID badge.
D
Ensure Evacuee documentation area is set up.
E
Brief Documentation Representatives and encourage them to wear „first name‟ badges.
Brief Evacuees on documentation process and hand them the Down Manned Personnel Guidance
F
(Copies in ERP Grab-Bag).
G
Ensure that Evacuees are given identity wristbands and are encouraged to wear them.
At
Encourage and arrange for Evacuees to contact family. Re-empathise what can or cannot be said and
H
Evacuation
request that call be kept short.
I
Confirm any notifications by Evacuees to family /friends.
Reception
J
Assess need for medical/welfare attention and refer as necessary.
Point
K
Confirm any Evacuee needs for accommodation and onward travel.
L
Ensure refreshments available.
M
Ensure Evacuees are not left unattended.
N
Provide update information to ERP Manager/Site Coordinator as appropriate.
O
Provide update information to Evacuees.
P
Assess the needs of Documentation Officers and provide support where necessary.
Q
Log all actions and submit to ERP Administration Unit.
Control Tier:
2
Revision Date: 1 September 2010
Document Number: AZSPU-HSSE-DOC-00149-2
Print Date: 2/1/2011
PAPER COPIES ARE UNCONTROLLED. THIS COPY VALID ONLY AT THE TIME OF PRINTING.
THE CONTROLLED VERSION OF THIS DOCUMENT CAN BE FOUND AT http://docs.bpweb.bp.com/dkazspu/component/hssesms
Azerbaijan Evacuee Management Plan
Page 41 of 56
Azerbaijan SPU Evacuee Management Checklists
ERP - Evacuee Documentation Rep
SECTION 4 - 4.7.5
Function
Srl.
Objectives
Time
Initial
A
Obtain briefing from ERP Manager/Site Coordinator.
Actions
B
Always wear your ID Badge.
C
Liaise with Company ERP Manager/Site Coordinator for role briefing.
D
Familiarise yourself with the ERP layout.
E
Familiarise yourself with the details you require to complete the Personnel Tracking Forms.
F
Be mindful of the range of emotions you may encounter from Evacuees.
Obtain all the basic details that are required on first name terms - Display a „first name‟ badge and introduce
At
G
yourself properly.
Engage Evacuees in meaningful conversation - Demonstrating empathy and understanding with their views or
Evacuation
H
concerns.
Reception
DO NOT simply fill in the details of the form and move onto the next person. Ensure Evacuee keeps main form
I
and that carbonated copy is given to ERP Administration Unit.
Point
J
Consider the need to refer Evacuees to the Medical or Welfare Suite if referral has not already occurred.
K
Notify the Evacuee Representative of any issues requiring urgent attention.
Submit all completed documentation to the ERP Administration Unit as soon as possible in order to support the
L
reconciliation process.
Log all actions being mindful of the need to exercise confidentiality where required and submit to ERP Company
M
Administration Unit.
Control Tier:
2
Revision Date: 1 September 2010
Document Number: AZSPU-HSSE-DOC-00149-2
Print Date: 2/1/2011
PAPER COPIES ARE UNCONTROLLED. THIS COPY VALID ONLY AT THE TIME OF PRINTING.
THE CONTROLLED VERSION OF THIS DOCUMENT CAN BE FOUND AT http://docs.bpweb.bp.com/dkazspu/component/hssesms
Azerbaijan Evacuee Management Plan
Page 42 of 56
ERP - Evacuee Welfare Rep.
Azerbaijan SPU Evacuee Management Checklists
SECTION 4 - 4.7.6
Function
Srl.
Objectives
Time
Initial
A
Obtain briefing from ERP Manager/Site Coordinator.
Actions
B
Always wear ID badge.
C
Familiarise yourself with the ERP Layout.
At
D
Meet Evacuees following briefing and prepare for documentation interview.
E
Encourage Evacuees to telephone relatives/friends.
Evacuation
F
Explain what facilities you can offer, e.g. clothing, accommodation, transport, money etc.
Reception
Be mindful of the range of emotions you may encounter from Evacuees and demonstrate empathy and
G
understanding where appropriate.
Point
H
Consider the need to refer Evacuees for longer term assistance/counselling.
I
Notify the ERP Manager/Site Coordinator of any issues requiring urgent attention.
Log all actions being mindful of the need to exercise confidentiality where required and submit to ERP
J
Administration Unit.
K
Submit all completed documentation as soon as possible in order to support the reconciliation process.
Control Tier:
2
Revision Date: 1 September 2010
Document Number: AZSPU-HSSE-DOC-00149-2
Print Date: 2/1/2011
PAPER COPIES ARE UNCONTROLLED. THIS COPY VALID ONLY AT THE TIME OF PRINTING.
THE CONTROLLED VERSION OF THIS DOCUMENT CAN BE FOUND AT http://docs.bpweb.bp.com/dkazspu/component/hssesms
Azerbaijan Evacuee Management Plan
Page 43 of 56
ERP - Evacuee Admin Unit Rep
Azerbaijan SPU Evacuee Management Checklists
SECTION 4 - 4.7.7
Function
Objectives
Time
Initial
A
Obtain briefing from ERP Manager/Site Coordinator.
Actions
B
Always wear ID badge.
C
Familiarise yourself with the ERP Layout - Set up ERP Administration Unit.
Liaise with Site Coordinator and understand how information will be shared and transferred where necessary (See
D
Form Tracking Process - copies in Grab-Bag).
At
E
Establish telephone contact with ERP Manager/Site Coordinator (If in separate room).
F
Establish telephone/facsimile contact with HR-ESG Manager (two fax machines required one in one out).
Evacuation
Obtain EXTENDED VERSION (PERSON PER PAGE) of POB, ensure necessary administrative files are
G
available and create one folder per Evacuee.
Reception
H
Log recorded details of Evacuees and send to HR-ESG Manager.
Point
I
Log Recorded details of Friends/Relatives at ERP and send to HR-ESG Manager.
J
Confirm Evacuee details against POB lists for accuracy of recording.
K
Check details of Evacuees and reports from Friends and Relatives for possible reconciliations.
L
Notify confirmed reconciliation‟s to HR-ESG Manager and ERP Site Coordinators.
M
Notify the ERP Site Coordinator of any other issues requiring urgent attention.
N
Collate all Action Logs at the end of the incident and submit to IMT Situation Unit (Recorder) as necessary.
Control Tier:
2
Revision Date: 1 September 2010
Document Number: AZSPU-HSSE-DOC-00149-2
Print Date: 2/1/2011
PAPER COPIES ARE UNCONTROLLED. THIS COPY VALID ONLY AT THE TIME OF PRINTING.
THE CONTROLLED VERSION OF THIS DOCUMENT CAN BE FOUND AT http://docs.bpweb.bp.com/dkazspu/component/hssesms
Azerbaijan Evacuee Management Plan
Page 44 of 56
ERP - Relative Representative
Azerbaijan SPU Evacuee Management Checklists
SECTION 4 - 4.7.8
Function
Srl.
Objectives
Time
Initial
A
Obtain briefing from ERP Manager/Site Coordinator.
Actions
B
Always wear ID badge.
C
Liaise with Security regarding access of relatives/friends and discrete checking process.
D
Verify NOK details on arrival of relatives.
E
Check POB listings for verification of NOK issues.
F
Maintain a log of NOK names/time of arrival.
At
Brief relatives/friends of procedures/arrangements (Use Relatives Briefing Guidance located in Grab-
G
Bag).
Evacuation
H
If possible confirm location of person they are enquiring about.
Reception
I
Assess need for medical/welfare support.
J
Provide updated information as available.
Point
K
Maintain liaison with ERP Manager/Site Coordinator.
L
Liaise with contractors‟ representatives (if they attend ERP).
M
Ensure that refreshments are available.
N
Assess the need to make accommodation and ongoing travel arrangements.
O
Log all actions and submit to ERP Administration Unit.
Control Tier:
2
Revision Date: 1 September 2010
Document Number: AZSPU-HSSE-DOC-00149-2
Print Date: 2/1/2011
PAPER COPIES ARE UNCONTROLLED. THIS COPY VALID ONLY AT THE TIME OF PRINTING.
THE CONTROLLED VERSION OF THIS DOCUMENT CAN BE FOUND AT http://docs.bpweb.bp.com/dkazspu/component/hssesms
Azerbaijan Evacuee Management Plan
Page 45 of 56
ERP - Relative Documentation Rep
Azerbaijan SPU Evacuee Management Checklists
SECTION 4 - 4.7.9
Function
Srl.
Objectives
Time
Initial
A
Obtain briefing from ERP Manager/Site Coordinator
Actions
B
Always wear your ID Badge.
C
Liaise with Company ERP Manager/Site Coordinator for ongoing briefings.
At
D
Familiarise yourself with the ERP layout.
E
Meet Relatives following briefing and complete details on the Next of Kin Tracking Form.
Evacuation
F
Be mindful of the range of emotions you may encounter from Relatives.
Reception
G
Carry out further discreet identity/NOK checks if required for confirmation purposes.
H
Explain what facilities you can offer, e.g. accommodation, transport, etc.
Point
I
Consider the need to refer Relatives to the Medical or Welfare Suite if referral has not already occurred.
J
Notify the Relative Representative of any issues requiring urgent attention.
Submit all completed documentation to the ERP Administration Unit as soon as possible in order to
K
support the reconciliation process.
Log all actions being mindful of the need to exercise confidentiality where required and submit to ERP
L
Administration Unit.
Control Tier:
2
Revision Date: 1 September 2010
Document Number: AZSPU-HSSE-DOC-00149-2
Print Date: 2/1/2011
PAPER COPIES ARE UNCONTROLLED. THIS COPY VALID ONLY AT THE TIME OF PRINTING.
THE CONTROLLED VERSION OF THIS DOCUMENT CAN BE FOUND AT http://docs.bpweb.bp.com/dkazspu/component/hssesms
Azerbaijan Evacuee Management Plan
Page 46 of 56
ERP - Relatives Welfare Rep.
Azerbaijan SPU Evacuee Management Checklists
SECTION 4 - 4.7.10
Function
Srl.
Objectives
Time
Initial
A
Obtain briefing from ERP Manager/Site Coordinator.
Actions
B
Always wear your ID Badge.
C
Liaise with Company ERP Manager/Site Coordinator for ongoing briefings.
D
Familiarise yourself with the ERP layout.
At
E
Meet relatives after they have completed the NOK documentation.
Evacuation
F
Introduce and encourage relatives/friends to provide mutual support.
Be mindful of the range of emotions you may encounter from Relatives or Friends and demonstrate
G
Reception
empathy and understanding where appropriate.
H
Consider need to refer to medical suite if necessary.
Point
I
Liaise with and notify the Relative Representative of any issues requiring urgent attention.
Log all actions being mindful of the need to exERPise confidentiality where required and submit to ERP
J
Administration Unit.
K
Submit all completed documentation as soon as possible in order to support the reconciliation process.
Control Tier:
2
Revision Date: 1 September 2010
Document Number: AZSPU-HSSE-DOC-00149-2
Print Date: 2/1/2011
PAPER COPIES ARE UNCONTROLLED. THIS COPY VALID ONLY AT THE TIME OF PRINTING.
THE CONTROLLED VERSION OF THIS DOCUMENT CAN BE FOUND AT http://docs.bpweb.bp.com/dkazspu/component/hssesms
Azerbaijan Evacuee Management Plan
Page 47 of 56
ERP - Reconciliation Representative
Azerbaijan SPU Evacuee Management Checklists
SECTION 4 - 4.7.11
Function
Srl.
Objectives
Time
Initial
A
Obtain briefing from ERP Manager/Site Coordinator.
Actions
B
Always wear your ID Badge.
C
Liaise with Company ERP Manager/Site Coordinator for ongoing briefings.
Liaise with Facility (Hotel/School) Management and familiarise yourself with the general ERP layout,
D
At
taking particular note of rooms to be used for reconciliation purposes.
E
Liaise with Evacuee, Relatives and Administration Representatives regarding reconciliation processes.
Evacuation
F
Brief Evacuees and Relatives separately, prior to reconciliation.
Reception
G
Complete Reconciliation Form (Located in ERP Grab-Bag).
H
Escort separately to reconciliation suite.
Point
I
Maintain liaison with ERP Manager/Site Coordinator.
Liaise with contractor‟s representatives (if at ERP), to inform them that their employee has been
J
reunited with their relatives.
K
Assist to departure area following reconciliation.
Log all actions being mindful of the need to exercise confidentiality where required and submit to ERP
L
Administration Unit.
Control Tier:
2
Revision Date: 1 September 2010
Document Number: AZSPU-HSSE-DOC-00149-2
Print Date: 2/1/2011
PAPER COPIES ARE UNCONTROLLED. THIS COPY VALID ONLY AT THE TIME OF PRINTING.
THE CONTROLLED VERSION OF THIS DOCUMENT CAN BE FOUND AT http://docs.bpweb.bp.com/dkazspu/component/hssesms
Azerbaijan Evacuee Management Plan
Page 48 of 56
ERP - Medical Representative
Azerbaijan SPU Evacuee Management Checklists
SECTION 4 - 4.7.12
Function
Srl.
Objectives
Time
Obtain briefing from HR-ESG Manager/ERP Manager (Ensure this includes info on location of ERP and
A
the Point of Contact at ERP.).
Initial
Ensure that relevant Medical Providers have been notified and that sufficient teams are responding to
B
the ERP as per the nature of the incident and number of casualties.
Actions
C
Arrange for any medical equipment to be taken to ERP.
D
Always wear your ID Badge.
At
E
Liaise with Company ERP Manager/Site Coordinator for ongoing briefings.
Evacuation
F
Familiarise yourself with the ERP layout and identify the Medical Room.
Reception
G
Co-ordinate medical provision (including counselling service) at site.
Point
Control Tier:
2
Revision Date: 1 September 2010
Document Number: AZSPU-HSSE-DOC-00149-2
Print Date: 2/1/2011
PAPER COPIES ARE UNCONTROLLED. THIS COPY VALID ONLY AT THE TIME OF PRINTING.
THE CONTROLLED VERSION OF THIS DOCUMENT CAN BE FOUND AT http://docs.bpweb.bp.com/dkazspu/component/hssesms
Azerbaijan Evacuee Management Plan
Page 49 of 56
ERP - Travel/Accommodation Rep
Azerbaijan SPU Evacuee Management Checklists
SECTION 4 - 4.7.13
Function
Srl.
Objectives
Time
Initial
A
Obtain briefing from ERP Manager/Site Coordinator.
Actions
B
Always wear your ID Badge.
C
Liaise with Company ERP Manager/Site Coordinator for ongoing briefings.
At
D
When required arrange onward travel/accommodation for both Evacuees and Relatives.
Evacuation
E
Complete Travel/Accommodation Form.
Reception
F
All travel/accommodation to be arranged as per current company procedures.
Point
G
Log all actions and submit to ERP Administration Unit.
Control Tier:
2
Revision Date: 1 September 2010
Document Number: AZSPU-HSSE-DOC-00149-2
Print Date: 2/1/2011
PAPER COPIES ARE UNCONTROLLED. THIS COPY VALID ONLY AT THE TIME OF PRINTING.
THE CONTROLLED VERSION OF THIS DOCUMENT CAN BE FOUND AT http://docs.bpweb.bp.com/dkazspu/component/hssesms
Azerbaijan Evacuee Management Plan
Page 50 of 56
Azerbaijan SPU Evacuee Management Checklists
ERP - Final Welfare/Exit Rep
SECTION 4 - 4.7.14
Function
Srl.
Objectives
Time
Initial
A
Obtain briefing from ERP Manager/Site Coordinator.
Actions
B
Always wear your ID Badge.
C
Liaise with Company ERP Manager/Site Coordinator for ongoing briefings.
Be prepared to receive for departure:-
At
Evacuees who have been documented but not reconciled with relatives
D
Relatives who have been documented but not reconciled with evacuees
Evacuation
Evacuees and Relatives who have been reconciled
Reception
Prior to departure ensure all relevant documentation has been cleared / stamped or signed. Retain all
E
copies of the completed paperwork.
Point
F
Ensure any further welfare/financial issues are dealt with.
G
Check accommodation/transport needs are in place.
H
Maintain liaison with contractors, evacuee, relatives and reconciliation representatives.
I
Regularly update ERP Manager/Site Coordinator regarding departures.
J
Log all actions and submit all paperwork to the ERP Administration Unit.
Control Tier:
2
Revision Date: 1 September 2010
Document Number: AZSPU-HSSE-DOC-00149-2
Print Date: 2/1/2011
PAPER COPIES ARE UNCONTROLLED. THIS COPY VALID ONLY AT THE TIME OF PRINTING.
THE CONTROLLED VERSION OF THIS DOCUMENT CAN BE FOUND AT http://docs.bpweb.bp.com/dkazspu/component/hssesms