Roles & Responsibilities Of Site Main Controller

Roles & Responsibilities Of Site Main Controller During Fire Situation

            

                i    Determine the nature of the emergency.

                ii   Report to Emergency Command Centre (Guard House) and collect the
                     Emergency Evacuation Status Report (See Annex A and B – Emergency
                     Evacuation Status Report 1 and 2).

                iii  Direct overall activities of the Emergency Response Organization.

                iv  Liaise with officer from government agencies such as Singapore Civil Defence
                     Force (SCDF), Singapore Police Force (SPF), National Environment Agency
                    (NEA),

                v   Make sure the evacuation alarm is turned on, if necessary.

                vi  Obtain accurate reporting on the emergency situation

               vii  Receive report on accounting for personnel from Chief Fire Wardens

            viii    Decide whether evacuated employees should be re-assigned or go home
                    when the emergency is over.

           viiii    Receive SCDF Commander when the commander first arrive at site

Roles & Responsibilities Of Telephone Operator

Roles & Responsibilities Of Telephone Operator During A Fire Situation

          I      Upon hearing the plant building fire alarm activated, the telephone
                 operator shall proceed to the Fire Command Centre ( FCC) to take up
                 take up her position to man the Public Address System & message
                 broadcasting.

          ii     At the FCC the telephone operator shall update her attendance on the
                 employee emergency head count checklist located at the Fire Command
                 Center. Immediately she shall made the following announcement twice
                 via the plant building Public Address System

                Text 1 ( When the fire alarm is activated )

              “Ladies and gentlemen, your attention please, The fire alarm in this building
                has been activated. We are investigating the situation. Please remain calm
                and stand-by your speakers for further instruction. Thank you.”

                Text 2 ( False Alarm)

               “Ladies and gentlemen, your attention please, We have investigated the
                situation and found it to be a false alarm. We regret for any inconvenience
                caused. Thank you.”

                Text 3 ( Fire alarm activated and fire situation confirmed)

                “Ladies and gentlemen, your attention, please. There exists an emergency
                 situation in the building. Our Fire Fighting Team is now dealing with the
                 situation. All occupants please remain calm and stand-by your speakers for
                 further instruction.”

               Text 4 ( Fire alarm activated and evacuation is required )

               “Ladies and gentlemen , your attention, please. There exist an emergency
                situation in the building, please evacuate by the nearest exit staircase and
                obey all instructions given by the Fire Warden. Remember to avoid the use
                of lifts.”

Roles & Responsibilities Of Machinery Operators

Roles And Responsibilities Of Machine/Equipment Operators During Fire Situation

Switch off all machinery provided it is safe to do so. Refer to departmental Emergency Response Plan on what are the machinery & equipments which can be switched off in your area

Roles And Responsibilities Of Sprinkler Pump Checker

Roles And Responsibilities Of Sprinkler Pump Checker During A Fire Situation 

When the plant building fire alarm is activated, the sprinkler pump checkers and shall proceed immediately from his location to the guard post - to draw the keys from the Guardhouse and station at the pump room to ensure that the electrical and diesel pumps are running normally. - report back to the mustering point once the pumps are operating normally

Roles & Responsibilities Of Fire Fighters During A Fire Situation                

             i     Upon hearing the plant building fire alarm activation, the Fire fighting team
                   FFT) shall immediately proceed to the Fire Command Center without being
                   instructed by the Fire Command Center

            ii     At the Fire Command Center, the fire fighting team shall update their
                   attendance on the emergency head count check list for Company
                   Emergency Response Team and shall immediately don the fire retardant
                   coverall, full face respirator and simultaneously check prepare the fire
                   extinguisher & gas detector

            iii    Upon fully gowned, the fire fighting team shall assemble at the fire
                   command center awaiting for SIC further instruction

                   When fire situation is reported during office hours,
                   Fire case is confirmed - reported fire is incipient

           iv     When fire situation is confirmed, all fire fighters ( Fire Fighters Organization chart)
                   shall proceed to  the control point  together with the Site Incident Controller ( SIC)
                   carrying  with them portable fire extinguisher, gas detector and one walkie talkie

           v      Meanwhile the standby fire fighting team shall prepare themselves for
                   possible reinforcement or backup duties by preparing new set of fire
                   extinguisher and standby at the fire command center awaiting for SIC
                   instructions.

           Vi    Upon activated by the SIC to proceed to the fire scene, the fire fighting
                   team stationed at the control point shall proceed to the fire scene
                   carrying with them the fire extinguishers.

           vii    Meanwhile the standby fire fighting team shall leave the command center
                   carrying a new set of fire extinguishers to the control point. These new
                   fire extinguishers shall be replaced with those used by the fire fighting
                   team.

            w    The process of moving to and fro from the fire command center to the
                    control point with new set of fire extinguisher and vice versa only stop
                    when the fire have been put out or when SCDF took over the incident
                    management and fire fighting

                   When fire situation is reported after office hours,
                   Fire case is confirmed - reported fire is incipient

                   Duty Fire fighting team  based on the weekly supervisor and company 

                   emergency response team duty roster  will fight the fire without risk to

                   their life and shall report to the Fire Command Center via Walkie Talkie
                   the following  information

                  a) what is on fire?
                  b) what material is being burnt
                  c) the extent of the fire
                  d) whether the fire location is near to any flammable chemicals

                      or risky installations

                  When fire situation is confirmed - reported fire is uncontrolled

                   If the reported fire is uncontrolled, the fire fighting team shall radioed back
                   to the Fire Command Center via their walkie talkie and report to the FCC
                   the following information before they evacuate the fire scene using the 
                   nearest fire emergency exit staircase to the Assembly Area.
           
                  a)  what is on fire?
                  b) what material is being burnt?
                  c) the extent of the fire
                  d)whether the fire location is near to any flammable chemicals or risky
                     installations

Fire Warden Roles & Responsibilities

Fire Warden Roles & Responsibilities
During A Fire Situation

 

   

  i  respective building fire wardens shall checked the sub fire alarm panel to establish the exact location of
     the fire alarm activation in his/her location immediately after being notified by the Fire Command Center
     that fire alarm has been activated at his/her floor.

 ii  Upon establish the exact location, the fire warden shall proceed to that location and immediately conduct
     physical check on his/her floor & surrounding to establish whether fire situation is confirm and report
     to the FCC via the building intercom system or via walkie talkie

iii  Instruct FW asst to switch off machinery or equipments in their purview

v prepare his building occupants for evacuation if fire not on his/her building/floor and notified the fire

    command center through floor intercom system.

v  report to fire command center if fire is on his/her building/floor through  floor intercom system and effect
   orderly evacuation immediately.

vi  Alert all occupants on his/her floor to evacuate by the nearest staircase.

vii Retrieve the building emergency headcount list from the reception & identify from the register any
    physically impaired or pregnant employees on his/her building/floor who require assistance during
    evacuation

viii Combed & checked all toilets, offices and pantry for occupants as some fearful occupants may hide in
     those areas.

 viiii Close all exit fire doors of all staircase landings

 w   Report “ALL CLEAR” to the FCC before he/she evacuate the building by the nearest exit to the
         Assembly Area                   

Methods for Tracking Action Items

Methods for Tracking Action Items

The action items arise from the Management Review Session shall be track for completion. This is to ensure that the organization has a procedure or system to monitor and track management review meeting action items and that there is an identified person in charge faithfully carrying out the identified action items to close out the identified action items 

Methods for Tracking Action Items ( such as Types of Information and Management Review Records)
S/N	Methods for Tracking ( At least two)	Description
1	Obtain updates of action items status from person in charge	Obtain the updates of identified action items status through informal one to one meeting with the person in charge of the action items or through the consultation and communication process with the stakeholders using the following means a)Interview session b)Questionnaires c)Feedback session etc
2	Use appropriate action items tracking methods	Create an excel spreadsheet on list of identified action items that require follow up actions from  the identified person in charge and monitor the status of the action items till closure. Information in the tracking excel spreadsheet should include but not restricted to : a)Types of tracking –where user shall indicate whether it is the results of an internal or external audit that requires tracking b)Findings-where user shall indicate the reasons for tracking the identified action item. If it is an audit findings, user shall indicate the audit findings. c)Action item-where user shall indicate the prescribed actions to be taken by the following up party d)Person in charge-where user shall indicate the name of the actual person following up on the action items e)Timeline-where user shall indicate the time frame to close out the action items f)Date due-where user shall indicate the date due to close the action items g)Status-where user shall indicate whether the action items have been closed out or still open and the reasons associated with each status

Coordinating Consultation Process for Implementation of WSH Management System

Coordinating Consultation Process for Implementation of WSH Management System

The objective of encouraging worker participation and consultation is to effectively ensure workers have the opportunity to contribute and to ensure that matters that may affect employee’s safety and health are addressed effectively and in a meaningful way

Consultation is the effective communication between two or more people and in terms of health and safety it is the active 2 way interaction between management and workers. Two way communication  is not just about talking but also about active listening to other person’s point of view and opinions

And for the consultation to be meaningful, the people actually doing the work that may be affected by a WSH issue must have the opportunity to express their views. 

Example would be the development of Safe Work Procedures.   Safe work procedures  that  is developed through consultation with employees are more likely to be adhered by the employees. Similarly for risk management, organization should consult with employees on matters to do with their safety at work as the person who  do the work can be best placed to advise on whether the proposed SWP will work

Time should also be made available & interpreter provided to bring employees both literate and illiterate together to create opportunity for these employees to express their views.

There are various ways that an organization can adopt to consult the stakeholders for implementation of WSH Management System. The means of consultation may include but not restricted to the following

a)Feedback Sessions

Organization should always provide feedback session for implementation of WSH Management System because the stakeholders are the persons who will use the management system for their daily work and can be best placed to advise whether the proposed WSH Management System will work.

Feedback sessions made the employees more likely to be aware of, or readily able to help identify, hazards in their place of work. And through   feedback, employers can become more aware of hazards and WSH issues experienced by the employees. 

When there is a feedback sessions, employees can provide suggestions about how to solve WSH problems. And employee participation enables the employee to contribute on how the work can be undertaken safely.

In a feedback session, employees should be encouraged to ask questions, raise safety concerns, make safety recommendations and be a part of the problem solving process.

b)Workplace Safety and Health Committee

As part of Workplace Safety and Health (Workplace Safety and Health Committees) Regulations 2008, the occupier of every factory in which 50 or more persons are ordinarily at work, excluding persons who carry out any work which is of a temporary nature and is not ordinarily carried out in the factory shall formed 

Workplace Safety and Health Committee and elect the committee team members as well as prescribing their WSH roles & responsibilities as stipulated in the WSH Act.

The occupier shall also ensure that the Workplace Safety and Health Committee meets at least once a month to discuss matters relating to workplace safety and health of person(s) at work in that factory

At any meeting of a workplace safety and health committee of a factory, only matters relating to the safety and health of persons at work in the factory shall be discussed. Organization can take this opportunity to consult the stakeholders on the implementation of WSH Management System and ensure minutes of all Workplace Safety and Health meetings are recorded in file and maintained.

c)Formal and informal meetings which include workplace safety and health

Organization shall arrange for a formal and informal WSH meeting for the workers to contribute their suggestions on the implementation of WSH Management System. The objectives of such formal and informal meetings are to provide workers with an opportunity to exchange views and information, allowing them to make recommendations for action to a higher organization level and to create opportunity for them to generate ideas or solutions to the problems

Organization can implement a monthly communication program with all levels of employees within the organization.

d)Interview Sessions

Coordinate the implementation of WSH Management System can also be conducted through interview sessions with the stakeholders.  During the interview sessions, Interviewer shall ensure that the interviewee speak in a language that he/she is comfortable with and the interviewer shall be tactical in asking questions and he/she shall avoid asking “close ended” leading questions where the answer is ‘yes” or “no” .

Instead the interviewer shall ask questions that  starts with WHO? Where? When? What? How? And Why? and let the interviewee tells you what he knows

e)Surveys

Survey can also be used as a form of consultation on the implementation of WSH Management System.  Survey is usually taken for the whole organization or a section only and through a survey an organization can determine existing practices, standards and conditions. 

The data gathered from a survey can be analyzed to measure the effectiveness of the WSH programmes through the use of surveys where survey can be.  . To consult the stakeholders on the implementation of WSH Management System, questionnaire shall be develop on the implementation of the WSH Management System and be circulated to all levels of employees within the organization for opinions. Organization may involve their employee in the design of the survey or carrying out the survey

f)Suggestions, requests, reports and concern put forward by employees to management

Organization shall have an open door policy for health and safety issues in order to encourage all their employees to raise issues of concern. The objective is to create opportunity for employees to give their suggestions through meetings, suggestion boxes, allow employees to report all unsafe acts/conditions and  incident, to requests for appropriate and adequate resources such as PPE as well as increase the employees ownership and personal responsibility/participation in Workplace Safety and Health

g)Written and Electronic Communication

Organization can coordinate the implementation of the WSH Management System to it’s stakeholders by developing electronic form of communications. Example will be develop electronic communications on the implementation of the WSH Management System and have them displayed on their internal intranet site or internal plasma TV to inform employees about particular issues or about progress on certain kicked off HSE projects