A System to manage Contractor/Sub-Contractor from HSE perspective start from contractor selection until contract end to achieve health and safe working environment

1. Contractor
Safety
Management
System

2. Training Objective
1. Identify the OHS legal
requirements for all key parties
involved
2. Describe what health and safety
information should be evaluated
prior to selection of contractors
3. Understand the systems for
contractor management and
compliance
4. Effective management of
contractor OHS risks
5. Identify indicators for evaluating
a contractor's OHS performance

3. Course Agenda
1st Day 2nd Day
I. Understanding of CSMS II. Maintaining Contractor
01. Screening & Selection Contractor 01. Support Contractor HSE Management
02. Contractor Orientation 02. Review Contractor HSE Personnel
03. Contractor Compliance 03. Permission to Commence the work
04. Contractor Rating System 04. Monitor and Manage HSE Performance
05. Requirement for Evaluation, Acceptance
and re-evaluation by risk
05. Verify Completion (Closing)
06. HSE Information 06. Review HSE Performance
07. Contractor Personnel 07. HSE Roles & Responsible
08. HSE Training 08. Leadership Element
Wrapped Out 1-st Day Post-Assesment

4. 1st Day

5. Definisi
Client : A legal entity or individual companies that appoint
legal entity or individual companies to provide employees,
equipment, material or services
Contractor : A legal entity designated companies and
individuals to provide employees, equipment, material or
services to clients / her costumer
Sub-contractor : A company or private legal entity
designated by the contractor to provide employees,
equipment, materials or services to the contractor with
the consent of the client / customer.

6. What is CSMS?
A System to manage Contractor/Sub-
Contractor from HSE perspective start from
contractor selection until contract end to
achieve health and safe working environment

7. What is objective of CSMS?
Improve the performance of HSE in the
workplace by the company / client and
contractor HSE management system
effective management
Contractor assist in program management
- HSE program that is consistent with the
Client Expectation
Facilitating the gap between the HSE MS
Contractor, Sub Contractor and
Contractor others who work in the area of
company / client

8. Typical of Company Project Management

9. CSMS
Standard
HSE Selection
&
Evaluation
Information
As a level HSE
standards to be
achieved by the
contractor
As a tool for the
selection and
evaluation of the
basic criteria HSE
As a means of
HSE information
to contractors
Function of CSMS

10. CSMS
HSE
Proc EMP
Provide technical support and
advice on matters of HSE
regarding the selection and
management of contractors.
Maintain a list of all
the approved
contractors
Assist management in monitoring all
contractors in the work area and ensure
that requirements are met. This situation
should be reported to your supervisor
or local managers as soon as possible
Responsibility

11. 1. Screening
and selection
criteria
2. Contractor
Orientation
3. Contractor
Compliance
4. Contractor
Rating
System
5. Requirement
for Evaluation,
Acceptance and
Re-Evaluation by
Risk Category
6. HSE
Information
7. Contractor
Personnel
8. Training Procedure
8 Steps Procedures

12. • HSE criteria is only part of the selection process. Other
considerations include financial issues, quality, reliability, and
availability of contractors proposed. It may be necessary to weigh
the importance of HSE requirements on other factors, but checks
should be done on the ground level so that contractors who do not
succeed are not given further consideration.
• Each contract HSE requirements imposed by the client will be
required on a sub-contractor, should be considered in the selection
process.
1. Screening and Selection criteria

13. • Assessing the risk of the job to be given. All work
contracts can be categorized as low, medium or high, this
category will then determine the level of involvement of
the company's employer
• Exposure hazards in the workplace, the nature of the job,
and the job's location determines the risk level jobs.
Example: working in high areas with potential falls,
exposure to noise, heat stress, the danger of tripping, lifting
operations, and whether the work is done off-shore /
onshore.
1.1.Risk Identification

14. Tipe Pekerjaan Level
Risk
Crane Operation High
Forklift Operation High
Hot Work High
Warehouse Service Medium
Cathering Service Medium
Office Service Low
Training Service Low
Tipe pekerjaan dengan tingkat resiko

15. • Methods of screening and pre-qualification based on the nature and
hazards of each job. ACL provides a method for screening,
identification, and pre-qualification of contractors who have a
record of safe work before bidding. ACL is required for all high-risk
occupations. Evaluation of the contractor in relation to the history of
safe work.
1.2 Approved Contractor List (ACL)

16. a. Check ACL exist for companies that are able to provide the
necessary services.
b. If the prospective contractor does not exist in the ACL, then get
approval from management to transmit information from the
contractor HSE
c. Question - the question of the HSE management system, will be
sent to prospective contractors and equipped and then sent back,
all the requested information should be provided. No work will
begin until the contractor has completed the approval process.
1.2 Approved Contractor List (ACL)
HSE Quostionaire

17. d. After receiving the return of the contractor, HSE will review the
answers of contractors and decide whether the contractor should be
added to the ACL or not, and if necessary will be done on direct
observation.
e. If the contractor is not approved, the HSE will inform the person
requesting the addition of a contractor, so that the problem of the
HSE can already be identified
f. If the contractor is approved, HSE will sign the necessary
documents and save them
1.2 Approved Contractor List (ACL)

18. g. Make sure that the contractor has valid insurance coverage and negotiate
agreements hold harmless (A provision in the agreement in which one or
both parties agree not to hold the other party responsible for any loss,
damage, or liability)
h. Department authorities will store files of approved contractors. Each
contractor on the ACL must be able to maintain the standard of the pre-
qualification or if it is not possible to be removed from the list. To
achieve this goal, all contractors must annually update the information
required and allow for periodic review of their HSE management system
1.2 Approved Contractor List (ACL)

19. 2. Contractor Orientation
In doing Contractor orientation needs to be known and in the
identification of typical jobs based on the results of the risk
analysis
Risk Analysis
High Risk Medium Risk Low Risk

20. • When a project requires a high-risk
activities, meetings will be held to
review the scope of work and
potential hazards. In this meeting
the contractor HSE strategy will be
developed to determine how the
contractor will manage HSE.
2.1. Contractor Orientation – Resiko Tinggi

21. • Kontraktor menyediakan orang dan alat
untuk pelaksanaan pekerjaan di bawah
pengawasan klien, instruksi dan sistem
manajemen HSE Klien. Kontraktor
memiliki sistem manajemen untuk
memberikan jaminan bahwa personil
mereka bertanggung jawab untuk
memenuhi syarat untuk pekerjaan
tersebut
Metodologi Pekerjaan
• Kontraktor menjalankan semua aspek
pekerjaan di bawah sistem manajemen
HSE sendiri, memberikan instruksi dan
pengawasan yang diperlukan, dan
memverifikasi berfungsinya sistem
manajemen HSE nya.

22. • Untuk proyek Resiko Sedang,
kontraktor akan diminta untuk mengisi
pertanyaan kualifikasi dan
mengembangkan rencana spesifik
berdasarkan lingkup pekerjaan dan
terkait bahaya.
2.2. Contractor Orientation – Resiko Sedang

23. Untuk proyek berisiko rendah, kontraktor
akan meninjau informasi HSE yang
berlaku untuk bahaya lingkup kerja
mereka.
2.3. Contractor Orientation – Resiko Rendah

24. • Review tahunan dan memperbarui file
kontraktor, audit lapangan secara berkala,
laporan proyek dan data kinerja lapangan , dan
statistik bulanan yang disediakan oleh kontraktor
akan digunakan untuk proses verifikasi. Audit
sederhana mungkin termasuk pengecekan
langsung pelatihan / orientasi atau sertifikat oleh
pengawas
Implementasi
Catatan
Internal
Audit
Client
Audit
3. Contractor Compliance

25. • Kontraktor akan dinilai berdasarkan pada efektivitas program HSE
mereka dan dokumen HSE mereka baik sebagai Level 1, Level 2,
Level 3
Level 3
Level 2
Level 1
Catatan HSE yang baik
Diijinkan bekerja di
wilayah client/customer
Minimum Supervision
Catatan HSE dapat
diterima namun tidak
memliki HSE program
ataupun dalam
development
Catatan HSE tidak ada
dan tidak memliki HSE
program ataupun dalam
development
4. Contractor Rating System

26. REARR
High Risk / Critical Parts and Service
1. Financially Acceptable by
procurement
2. Agreement commercial terms
3. Conducted Audit QMS,
Capability, Capacity,Specific
required scope
4. Re-Evaluation – Site visit 2 year
Medium Risk / Preferred Parts and Service
1. Financially Acceptable by procurement
2. Agreement commercial terms
3. Facility Audit to the specific required
scope
4. Re-Evaluation – Site visit as needed
Low Risk / General Parts and
Service
1. Financially Acceptable by
procurement
2. Agreement commercial
terms
3. Normally no Site visit
5.Requirement for Evaluation, Acceptance and Re-
Evaluation by Risk Category - REARR

27. Informasi umum tentang ekspektasi HSE dapat dilakukan dalam
bentuk meeting atau distribusi prosedur ataupun keduanya. Namun
umunya kesemuanya digabungkan dalam bentuk Project HSE Plan
6. HSE Information
Project HSE Plan
Project HSE Plan adalah sebuah dokumen yang disepakati oleh
kedua belah pihak ( Client dan Sub Contractor) yang didasarkan
oleh “In Line” antara HSE prosedur Client dan Sub Contractor
Persyaratan persyaratan yang terdapat didalam Project HSE Plan
adalah sebagai berikut, namun tidak terbatas:

28. Project HSE Plan Content
Detail will be explained at ‘how to create
Project HSE plan? Ask your administrator

29. Kick of Meeting dilakukan guna menyampaikan informasi –
informasi yang berhubungan dengan HSE yang terkait dengan
proyek yang akan dilaksanakan.
Kick of Meeting harus dihadiri oleh Pimpinan kontraktor dan dapat
didampingi oleh Project Manager, HSE Manager dan pihak lainnya.
Project HSE Kick of Meeting
Project HSE Kick Off Meeting check list

30. Pengarahan karyawan dari kontraktor harus melingkupi sebagai
berikut:
• Kontraktor harus memahami persyaratan HSE Policy dan
standar HSE yang berlaku pada saat melakukan pekerjaan
dilokasi.
• Setiap karyawan dari kontraktor harus menyetujui bahwa
mereka telah diinformasikan dan mengerti semua hal yang
berkaitan tentang HSE sebeum bekerja dilokasi.
• Informasi tentag evakuasi untuk merespon situasi emergensi.
• Informasi tentang pertolongan pertama pada kecelakaan dan
pelaporan dari kecelakaan dan penyakit akibat kerja.
• Pengaturan supervisi dan hal yang berkaitan tentang tugas dan
tanggung jawab.
• Semua persyaratan yang ditetapkan perusahaan dan peraturan
perundangan
7. Contractor Personnel

31. 1. Karyawan ditempat kerja harus menerima pelatihan tentang
aktifitas kontraktor secara berkala
2. Pihak Klien berkewajiban memberikan pelatihan – pelatihan
ataupun program refreshing yang berkaitan dengan HSE
kepada karyawan kontraktor
3. Pihak kontraktor berkewajiban untuk memberikan pelatihan –
pelatihan tentang HSE kepada karyawannya baik secara
internal ataupun eksternal
HSE Induction
8. Training

32. 2nd Day

33. Sebelum memulai pekerjaan, HSE Representative Client membantu
kontraktor untuk pemenuhan HSE requirements
Hal ini termasuk, namun tidak terbatas pada:
 Meninjau dan menyetujui persyaratan HSE yang final, termasuk
keamanan dan / atau rencana pengelolaan lingkungan, laporan
metode kerja dan desain produk atau spesifikasi;
 Memberikan saran HSE dan informasi, termasuk menghubungi
pakar yang relevan dan penasehat HSE; dan / atau
 Mengatur pelatihan pelatihan yang diperlukan Perusahaan atau HSE
Induction
1. Support contractor HSE management

34. The Company HSE Representative checks that the HSE
requirements have been met, including comparing the implemented
controls against the requirements listed .
The Contractor representative reviews and signs to confirm that
the agreed controls have been implemented.
The Company HSE Representative signs to confirm that the
controls are adequate and that Company HSE requirements have
been met.
Where relevant , the Company HSE Representative consults with
the work site Area Scheduler / Production Manager to confirm that
the risks have been accurately identified and the controls are
satisfactory before permits are issued and permission is granted to
commence work.
2. Review contractor HSE controls

35. Any remaining job tickets or required work permits are
issued and permission to commence work is granted.
3. Permission to commence work

36. The Company HSE Representative and the contractor representative
monitor and manage HSE performance throughout the duration of the
contracted / supplied works.
Monitoring may include visits to supplier sites, auditing of contractor
activities or other formal checks as well as more informal assessments.
The Company HSE Representative’s responsibilities include
 Monitoring contractor HSE performance and providing relevant and
timely feedback;
 Providing access to HSE information and advice;
 Ensuring adequate communication and consultation of HSE issues
and requirements; and
 Coordinating the site emergency response.
4. Monitor and manage HSE performance

37. The contractor representative’s responsibilities include:
 Continual monitoring of effectiveness of contractor’s HSE controls;
 Ensuring adequate supervision of contractor / supplier work;
 Complying with Company HSE policies and procedures; and
 Reporting any HSE incidents, hazards or near-misses.
4. Monitor and manage HSE performance

38. At the conclusion of contracted works, or the delivery of supplied
goods / services, the Company HSE Representative verifies that the
works / goods have been provided as specified in the contract and that
all agreed HSE requirements were met. This may include:
 Verifying completion of works and/or receipt of goods as ordered;
 Decommmissioning of HSE controls and restoration of the site;
 Provision of Safety in Design and/or Hazard Studies documentation
for design work;
5. Verify completion

39. As part of the major work close-out process, the Company HSE
Representative formally assesses the HSE performance of the
contractor following the Procurement process. This information is then
used to update the ‘Contractor and Supplier’database.
Contractors are also given an opportunity to provide feedback on
Company HSE management. This feedback is reviewed by the
Company Representative, who provides a copy to the Safety and
Sustainability Team, Corporate Services.
6. Review HSE performance

40. 7. 1 Company HSE representative(s) – Page 14
The responsibilities of the Company HSE Representative(s) include:
1.Developing the scope of contracted works/supply and the associated
specifications (including HSE requirements) in consultation with
subject matter experts;
2.Identifying the technical requirements and competencies needed to
perform the contracted work/supply, in consultation with the
contractors, including arranging for pre-award site inspections where
necessary;
7. Role and Responsible (HSE)

41. 7. 1 Company HSE representative(s) – Page 24
The responsibilities of the Company HSE Representative(s) include:
3.Identifying the HSE hazards and risk management requirements for
the job, in consultation with the contractor and other relevant parties
(e.g. site manager, HSE advisors);
4.Notifying the contractor of the scope of work, the associated HSE
risks and controls required and the level of safety management
documentation required by Company, using form to record them in the
contract documents;
5.Providing relevant procedures and HSE documents, including risk
assessments of known work site hazards, and assisting in accessing and
addressing any queries in relation to Company HSE requirements and
procedures;
7. Role and Responsible (HSE)

42. 7. 1 Company HSE representative(s) – Page 34
6.Validating contractor safety records, checking contractor training and
competency records (licences, etc.), reviewing and approving HSE risk
management plans and controls and arranging any required Company
training and inductions,
7.Arranging delivery of the site-specific induction (this may be done by
a suitably qualified person nominated by the manager responsible for
the work site);
8.Approving work to commence, including ensuring any required
permits are issued, that the Authorised Issuing Officer has approved
appointment of Persons In Charge (PIC), and ensuring that all work
permit conditions are met;
7. Role and Responsible (HSE)

43. 7. 1 Company HSE representative(s) – Page 44
9.Coordinating all site works, identifying the worksite boundaries,
communicating site hazards and environmental aspects and resolving
conflicting simultaneous operations;
10.Ensuring adequate site consultation and communication takes place,
like the daily pre-start toolbox meeting. These meetings may well be led
by the contractors Site Manager / supervisor after initial handover and
commencement of works;
11.Ensuring that the site emergency response is adequate, organised and
has been communicated to all parties
7. Role and Responsible (HSE)

44. 7.2 Contractor representative(s) – Page 1
These responsibilities include:
1.Consulting with Company to identify the HSE hazards and risks arising from the
contractor’s part of the job and to understand Company HSE management
requirements;
2.Ensuring Company HSE management actions, training and competency
requirements are met;
3.Providing relevant HSE management documentation required by Company (as
listed in the contract), including contractor training and competency records (licences,
etc.);
4.Preparing HSE risk management plans and controls in consultation with relevant
contractor personnel and Company, including developing and applying appropriate
safe work methods and performing job hazard analyses (JHAs) that comply with
Company HSE system;
5.Ensuring that all relevant contractor personnel hold the required qualifications,
certificates and inductions and are equipped with the correct personal protective
equipment (PPE) and other safety equipment (e.g. personal isolation locks), as
required under law and by Company, prior to the commencement of work;
7. Role and Responsible (HSE)

45. 7.2 Contractor representative(s) – Page 2
These responsibilities include:
6.Supervising works directly, with a supervisor present on site and
contactable at all times whilst the contractor has personnel on site,
continuously monitoring for HSE hazards and conflicting simultaneous
operations and informing Company of any conflicts;
7.Coordinating and communicating with Company to ensure the
accuracy and completeness of on-site HSE risk management activities,
including monitoring the implementation and effectiveness of the
agreed risk controls; and
8.Reporting any injuries, safety and environmental hazards, near misses
and incidents to the Company HSE Representative(s) and, in the
event of a reportable incident occurring, preserving the incident scene
for investigation and assisting with the investigation of incidents.
7. Role and Responsible (HSE)

46. HSE Leader mush have followings element as
minimum skills and competences;
• Demonstrated management commitment
• Policies and principles
• Goals, objectives and plans
• Procedures and performance standards
8. Leadership Elements

47. • Line management accountability
and responsibility
• Safety personnel
• Integrated organization
structure
• Motivation and awareness
• Effective communication
• Training and development
• Incident investigation
• Audits and observations
8. Leadership Elements