Author Jawad Kadhum

HSE COMMUNICATION SYSTEM Rev 00331

PROCEDURE Page 1 of 6

AL- Yamama Engineering Company

HSE COMMUNICATION
SYSTEM PROCEDURE

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HSE COMMUNICATION SYSTEM Rev 00311
PROCEDURE Page 2 OF 6

1.0 PURPOSE

This procedure defines the process for:

a) Internal Consultation & Communication / awareness within the Company.

b) External Communication between ALYAMAMA ENGINEERING COMPANY and
external interested parties, such as regulatory authorities and the public / local
community groups.

2.0 SCOPE

This procedure shall be applicable to all the departments of the Company.

3.0 RESPONSIBILITY & AUTHORITY

The Management Representative / Contract Managers / Project Managers shall be

responsible for implementing this procedure in their respective area.

4.0 REFERENCE

1. OHSAS 18001 : 2007 4.4.3 Consultation & Communication

5.0 PROCEDURAL STEPS

5.1 Internal Communications / Awareness:

5.1.1 Internal communications shall be implemented to ensure that those personnel at each
relevant level and function are aware of the following:

1) The HSE Management System.

2) The importance of conformance with the Policy, Procedures and System.
3) The potential consequences of system non-conformances
4) Individual roles and responsibilities in achieving conformance with procedures,
including emergency preparedness and response
5) The significant Occupational Health & Safety Risks, Environmental Aspects
associated with work activities & the benefits of improved personal performance.

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HSE COMMUNICATION SYSTEM Rev 00311
PROCEDURE Page 3 OF 6

5.1.2 Internal Communications may be accomplished by the use of:

1) Notice boards
2) Awareness training of facility personnel, as appropriate in line with job function
3) Training of relevant job functions, as appropriate
4) Electronic notes
5) Team meetings and meeting minutes
6) Management reviews and meeting minutes
7) Corrective and Preventive Action Requests

5.1.3 Communication of HSE issues from employees to ALYAMAMA ENGINEERING

COMPANY Management Team shall be handled by the Manager representing the
affected area; in coordination with the MR.

5.1.4 Communication of changes to legal & other requirements to employees shall be taken
care by the MR and Manager (HR).

5.2 Internal Consultation:

5.2.1 Project Managers are responsible to provide arrangements to involve their employees at
different levels (including workmen) in the following processes:

1) Consultation over the development and review of policies

2) Development and review of HSE Objectives
3) Decisions on the implementation of processes and procedures to manage risks,
including carrying out of hazard identification, and in reviewing risk assessments
and risk controls relevant to their own activities.
4) Consultation over changes affecting workplace HSE e.g.: introduction of new or
modified equipments, materials, chemicals, technologies, processes procedures or
work patterns.

5.2.2 Records of such involvement are maintained by the Business Unit Head.

INTERNAL COMMUNICATION:

Personnel Responsible for

Topic for
Sl. No. To Be Communication Mode of Communication
Communication
Communicated
1 Awareness of HSE All Employees MR/HSE Awareness & Induction,& Training
Management Department/Project Programme
System Manager

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2. HSE Policy All Employees MR/HSE Notice Boards and Training,

Department/Project Display on Notice board,
Manager Conducting Training

3. Roles & Concerned Business Unit Integrated System Manual,

Responsibility Employees Head/ Procedures and Work
Project Manager Instruction. Training in HSE
plan PQP

4. Objectives & All Employees MR/Business Unit Inter office memo, Notice
Targets Head/ Board, Meeting, Management
Project Manager Review Meeting, Circulating
IOM Display in N.B.
Conducting meetings.

5 HSE Issues HSE MR/HSE Inter Office Memo, Electronic

Committee Department/Project notes
Team Manager

6. System All Employees MD/MR Management Review Meeting

Performance

5.3. External Consultation & Communications:

5.3.1 External Communication related to HSE aspects of Alyamama are carried out by Project Manager /
Business Unit Head. A log of all written and verbal communications may be maintained, if required,
by the concerned Project Manager / Business Unit Head in External Communication log

5.3.2 The concerned Project Manager / Business Unit Head shall prepare response, in consultation with
the MR, to enquiries / complaints / instructions from the Government bodies, regulatory agencies
and interested parties.

5.3.3 The Manager (HR) / MR / Business Unit Head are responsible for responding to media
communications, if any

5.3.4 Where community concerns related to a HSE emergency, Procedure for Emergency Preparedness
and Response shall be implemented.

5.3.5 The Manager (HR) / MR / Business Unit Head is responsible for determining the need for and
preparation of any notification to regulatory agencies on an as needed basis.

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HSE COMMUNICATION SYSTEM Rev 00311
PROCEDURE Page 5 OF 6

EXTERNAL COMMUNICATION:

Responsibility
Sl. Topic For Mode of
Interested
Communic Receiving,
Party
No Communication ation Recording
Communicating

1. Customer Any relevant Information as Letter Business unit Head/

required by the Customer. MR/Project Manager

2. Local -Any Environmental and Letter MD/MR/ Head of

Community occupational concern raised Division/ Manager (HR)/
Project Manager
-Significant aspect/risk that
may affect.

3. Social Any Environmental or Letter MD/MR/ Manager (HR)/

Association occupational concerns Head of Division
raised.

4. Supplier / - Request for improving Letter Head Purchase/ MR

Sub Environmental Protection
contractor
- Any other issues raised.

5. Share Initiatives taken by the Quarterly MD

Holders organization towards Report
Environmental Protection

6. Banks & Relevant Information as Letter MD/Senior Manager

Insurers required (Finance)

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7. Media Initiatives taken by Press MD /

organization & subsequent release,
development Interviews, Manager (HR)
Seminar

Regulators Response to Show cause Letter CEO/MR/ Manager

8. (Govt. Consents (HR)
Authorities,
Ministries)

9. Consultants Any relevant Information as Letter Business Unit Head /

required by the Customer. Project Manager

6.0 DOCUMENTS

NIL

7.0 RECORDS

External Communication Log