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Guidance on Full utilisation of Hearts and Minds Tools

By Kyle Bryant,2014-03-28 18:25
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Guidance on Full utilisation of Hearts and Minds Tools

Guidance on enhancement of utilisation of Hearts and Minds Tools -

    especially STOP.

    Definitions: Area employee population and the activities Area is a geographical division e.g. Qarn they are involved in. The recommended

     Areas normally have HSE Alam, Marmul number is minimum 3 max. 7 members advisers.

    A Unit is a functional section of the Meeting Frequency:

    operational unit e.g. HXM or PDO RC. The meeting frequency will be dependent These units normally do have HSE focal on the Unit or Area employee population points or Co-ordinators and the activity risk level in that particular Hearts and Minds Tools: STOP ESS, area/unit. In operational areas or units with Working Safely and the EPS-HSE tools. high risk activities are, meetings should take

     place at least ounce a week. In low Why this guidance? employee population and low activity or To enhance application of Hearts and units, the committee could be meeting only Minds as pro-active tool in incident ounce a month.

    prevention. To enhance ownership of hearts

    and minds tools in line. Functions of the committees:

    To have a supportive system in line (i.e. in

    an Area or Unit). This will be monitoring, ; Selection of the Best STOP

    supporting and advising on the observer of the month in the area aforementioned tools. or Unit

     ; Identifying STOP Reports which Guidance: are Medium, High Potential and Each area/unit will have to have to have its Near Misses and take appropriate own Hearts and Minds Committee. At the action. moment we have STOP committees and ; Giving feed back to STOP ESS champions these should be combined. Observers, Staff in an Area and Members shall be from all spectrums of area management on the analysis of employees in that Area /Unit. A leader for STOP Observations. that area or Unit must be a member ; Recommend and advice to units or (management commitment) does not have Areas on H&M tools. to attend all meetings of the committee but ; Decide on recognition scheme for must one of the key elements of the H&M tools in the area or unit. Committee. The number of members of the

    committee will be dependant on the unit or

Tools to help committees:

    1. STOP Observation Scoring Matrix - Attachment 1

    2. Guidelines for Best STOP Observer Screensavers Attachment 2

    3. Suggestions from the ESS meeting at Bandar Rodha Attachment 3

    4. Best PDO STOP Observer selection Attachment 4

    5. HSE is Team Work Recognition Guidelines (draft) Attachment 5

    1 REV1 5-8-2004

    STOP OBSERVATION SCORING MATRIX

    Card number as entered in the dbase: xxxxxxxxx

    Name of the Observer: xxxxxxxxxx

    Description of the observation as

    reported on the card:

    Points per Total Observations scoring details observed Score Points act/action

    Observation Checklist

    Number of safe acts observed (max 2) 3

    Number of unsafe acts observed (max

    2) 2

    Conversation Report

    Safe Acts Observed clearly stated 1 to 5

    Action taken to encourage continued

    safe performance 1 to 5

    Unsafe Acts Observed clearly stated 1 to 3

    Immediate corrective action clearly

    stated 1 to 5

    Action to prevent recurrence clearly

    stated 1 to 7

    All data on the card correctly stated 1 to 5

    Risk Assessment Matrix Evaluation

    Observation in High risk 30

    Observation in Medium Risk 20

    Observation in Low Risk 10

    Back

    Guidelines for Best STOP Observer Screensavers.

    (These guidelines were issued by HXM)

    Context: 1. Screensavers should be submitted Besides some very basic guidelines, there were no within the first week of every stthrules or regulations for screensavers and most other -7) month. (1

    internal communication media. This meant that any 2. The screensaver will be ‘aired’ for a number of screensavers could be displayed at any one maximum of 2 weeks.

    time, the duration that screensavers were aired 3. As Best STOP Observer differed, and not much thought was given to whether screensavers are a monthly event, a the screensaver display was the correct medium to use template should preferably be used. for the target audience of the message. Some internal (Request the template from communication documents have therefore been HXM/26)

    drafted to manage these different tools of internal 4. Screensaver guidelines stipulate that communication, including screensavers, to assist in screensavers should be used to having effective communication which reaches the convey messages that are directed intended target audience, and which is relevant and towards all staff and not to a useful to them. Therefore, the below guidelines have specific group. For example, we are been designed for BEST PDO STOP Screen not placing screensavers for Best stsavers and should be followed starting 1 October, FPM personality of the month, as 2004. that is specific to the FPM

    Directorate only. That kind of

     information is best reflected in

    2 REV1 5-8-2004

    either an FPM Newsletter, on their appreciation to staff, then it will

    department website, or as an e-mail mean far more to them if it is given

    sent to all FPM staff. Similarly, only to those who have displayed

    screensavers should not be used to exemplary Safety behaviour.

    reflect the Best STOP Observer for 6. No more than 3 Best STOP

    a specific area. That is not to say Observers should be placed on any

    that a Best STOP Observer cannot one Best STOP screensaver in any

    be chosen for an area; just that a one month.

    screensaver is the wrong medium to 7. If a further reason for the Best

    share that information. STOP screensavers is for staff in 5. The Best STOP Observers other areas to learn from the Best

    personally recognised on STOP Observer’s actions, then the

    screensavers should therefore be template should include the reason

    selected from all the STOP the person was chosen (i.e. what

    observers throughout the entire Safety behaviour did they display

    company in any given month. This that merited their recognition and

    will add value to the ‘title’ and that other staff should also be

    meaning to the process. If the doing). This message should not

    screensaver is a gesture of exceed 16 words.

    Back

    Suggestions which emanated from the ESS meeting at Bandar Rodha 2004

    1. Theme of the week

    2. Investigate all unsafe acts

    3. Track and close all unclosed STOP cards. Follow up. 4. Remind people and coach them on STOP

    5. Frequent site visit to site by Supervisors

    6. Talk with people ask them their problems in relation to safety 7. Lead by example

    8. STOP card Feedback

    9. STOP joint field inspections-with workers

    10. Feedback on STOP on Weekly meetings e.g. HSE Meetings 11. Proper counselling from HSE Advisers

    12. Act on STOP cards and give feedback

    13. Emphasize hearts and Minds to people

    14. Do more job planning

    15. Carry out proper STOP training

    16. 360 Feedback on STOP observations should be done 17. Spread lateral learning

    18. Follow up on STOP observations

    19. Appreciate publicly on safe acts

    20. Rise awareness STOP is not Punitive

    21. Tool box talks should not only by Supervisors 22. Overcome language barriers by using people who speak multiple languages.

    23. Discuss unsafe acts at the meetings

    24. Set minimum number of STOP observations per Supervisor 25. Analyse STOP reports per area/Unit concerns

    26. Analyses of STOP card should show the consequences 27. Display Hearts and Minds Static statistics

    28. Display STOP cards

    29. Plan and Prepare for H&M activities

    30. Involvement of STOP should for all

    31. Incentive for minimum safe acts and unsafe acts observations 32. Supervisors should be encouraged to do STOP observations 33. Training of Employees company wise in STOP for employees.

    3 REV1 5-8-2004

    34. Compliments rewards in Public

    35. Use Spiritual religion to convince people on behaviour modification

    36. Awareness of procedures not only Supervisors but Employees too.

    Back

    Best PDO STOP Observer selection, timing and awards.

     Last week of month Selection of local best

    Local STOP STOP observers will be

    Committees. done by Local STOP

     Committees.

    Team Leader End of the month Award the winner(s)*

     Best local STOP observer Area HSE Advisor First week of the winning criteria are be sent month

    to CSM/72

     Three best PDO Observers

    MAF STOP Comm. Same as above are selected, if required

     Three best PDO STOP CSM/7 HXM/26 2nd week Observers are screened

     The best PDO STOP CSM/7 End of the month

    Observer meets MD

    *(The award will be proportional to the potential hazard prevented by the observation.

    ndrdGenerally the first award could be RO 50, 2 RO 25 3 RO 10. Or other valuable articles.

    The Area or Unit has to decide what to offer. )

    Back

    4 REV1 5-8-2004

    PETROLEUM DEVELOPMENT

    OMAN

    “HSE IS TEAMWORK”

    RECOGNITION SCHEME GUIDELINES (GU

    ####)

    JANUARY 2004

    5 REV1 5-8-2004

“HSE IS TEAMWORK” RECOGNITION SCHEME

WHAT IS IT?

“HSE Is Teamwork” is a team-based, HSE recognition and reward scheme for

    use by Petroleum Development Oman (PDO) assets/service providers and contractors. While similar to PDO’s “Shukran” staff recognition and appreciation scheme, “HSE Is Teamwork” focuses on, and rewards team/contractor accomplishments rather than individual efforts. The criteria for this scheme is based solely on achieving desired HSE related targets and behaviours that have

    been determined in advance.

The objectives of the scheme are to:

; improve HSE awareness

    ; encourage safe working practices/behaviour in teams

    ; recognise and publicise good HSE performance, thereby motivating the

    workforce

    ; supplement PDO’s & Contractors’ HSE Management Systems

WHY ARE WE DOING THIS?

    As with the “Shukran” program, it is recognised that energised and motivated staff are a key enabler for business performance and improvement. The benefits of improved team work, better communication, creativity and willingness to work beyond the call of duty are directly translatable into increased value for the companies and their shareholders.

    A key element for business performance improvement is HSE. Improvements in HSE performance are directly and indirectly translated into reduction in avoidable loss, saving of human lives and suffering, cost savings related to injuries/illnesses and damage of assets/equipment, protection of the company’s license to operate, support of Sustainable Development initiatives and, ultimately, increased value to company shareholders.

    The PDO “Shukran” programme recognises individual contributions, including but not limited to HSE performance. In addition, individual HSE performance has been integrated into the annual staff appraisal scheme (see Management Circular thdated 24 June 2001, viz.:

    http://sww1.pdo.shell.om/dept/cd/csm/blocks/documentation/managementcirculars.html). However, there is no uniform corporate approach that recognises outstanding team/contractor HSE performance. Therefore, one of the major strengths of the proposed “HSE Is Teamwork” scheme will be its ability to recognise team efforts, thereby directly influencing behaviour, and affecting the Hearts and Minds of staff/workforce with respect to HSE.

    6 REV1 5-8-2004

    HOW WILL IT WORK?

    OWNERSHIP

; “HSE IS TEAMWORK” WILL BE OWNED BY EACH

    DIRECTORATE/ASSET/SERVICE PROVIDER AND CONTRACT HOLDERS.

    IT IS FOR THE BENEFIT OF ALL PDO EMPLOYEE TEAMS AND

    CONTRACTORS. THE “HSE IS TEAMWORK” SCHEME SHOULD BE AN

    INTEGRAL ELEMENT OF EACH DIRECTORATE/ ASSET/SERVICE

    PROVIDER’S ANNUAL HSE PLAN.

    ; PROGRAM COSTS FOR PDO ASSET/SERVICE PROVIDER TEAMS ARE

    BORNE BY THE ASSET/SERVICE PROVIDER. IN THE SAME TOKEN, IT IS

    PROPOSED THAT THE PROGRAM COSTS FOR CONTRACTOR

    WORKFORCE ARE BORNE BY THE CONTRACTOR. HOWEVER, THE

    CONTRACT HOLDER HAS THE CHOICE TO COVER PART OF THE COST

    FOR THE CONTRACTOR, SUBJECT TO APPROVAL OF HIS/HER

    CONTRACT OWNER AND/OR THE ASSET MANAGER.

    ; FOR PDO MANAGEMENT RECOGNITION OF CONTRACTOR’S EXCELLENT

    HSE PERFORMANCE, THE SCHEME WILL FOCUS ON OVERALL

    CONTRACTOR PERFORMANCE INSTEAD OF INDIVIDUAL CONTRACTS.

    FOR EXAMPLE, IF A CONTRACTOR HAS TWO OR MORE ACTIVE

    CONTRACTS, HSE PERFORMANCE ON EACH CONTRACT WILL BE TAKEN

    INTO CONSIDERATION PRIOR TO NOMINATION FOR AWARD.

    THEREFORE, IF A CONTRACTOR ACHIEVES A POOR HSE

    PERFORMANCE ON ANY ONE OF THE CONTRACTS, THE CONTRACTOR

    SHALL NOT BE ELIGIBLE FOR SELECTION FOR PDO DIRECTOR/MD

    AWARD. CSM SHALL PLAY AN ADVISORY ROLE ON THIS.

    ; IN THE SAME TOKEN, WHERE A CONTRACTOR IS RECOGNISED UNDER

    THIS SCHEME, PDO STAFF AND CONTRACTOR WORKFORCE WHO

    CONTRIBUTED TO THE MILESTONE ACHIEVEMENT WILL BE PART OF

    THE RECOGNITION AWARD AND/OR CELEBRATIONS, IRRESPECTIVE OF

    THEIR CONTRACT LOCATION OR AREA.

    7 REV1 5-8-2004

    ; A WEB-PAGE WILL BE CREATED ON THE PDO INTRANET/INTERNET

    WEB-SITE TO ACCESS THIS GUIDELINE, REACTIVE AND PROACTIVE

    INDICATORS, STANDARD RECOGNITION LETTERS, CHECKLIST FOR

    EVALUATING “HSE-MS IN PLACE”, AND A LIST OF PDO

    TEAMS/CONTRACTORS WHO HAVE BEEN RECOGNISED FOR “HSE IS

    TEAMWORK” ACHIEVEMENT.

    WHILST NOT MANDATORY, DIRECTORATE/ASSET/SERVICE PROVIDERS

    MAY FIND IT BENEFICIAL TO HAVE THE “SHUKRAN” ENERGISER TEAMS

    MANAGE THE “HSE IS TEAMWORK” SCHEME AS WELL. THIS WILL PROVIDE

    A CO-ORDINATED OVERVIEW AND MANAGEMENT OF BOTH INDIVIDUAL

    AND TEAM RECOGNITION AND REWARD PROCESSES WITHIN THE

    ASSET/SERVICE PROVIDER TEAM AND WILL ENSURE THAT ALL

    ALLOCATED FUNDS ARE PROPERLY MANAGED.

    HSE PERFORMANCE INDICATORS / MILESTONES

    “HSE IS TEAMWORK” RECOGNITION SCHEME WILL BE BASED ON A COMBINATION OF REACTIVE (LAGGING) INDICATORS AND PROACTIVE (LEADING) INDICATORS, SOME OF WHICH ARE DEFINED BELOW. AS A MINIMUM, ANY AWARD WILL BE BASED ON ASSESSMENT OF “HSE-MS IN

    PLACE”. EACH DEFINED TEAM MUST ESTABLISH AND PUBLICISE TARGETS AND DESIRED BEHAVIOURS AT THE BEGINNING OF THE PROGRAM. THESE SHOULD BE PERCEIVED TO BE ACHIEVABLE BY ALL PARTICIPANTS. EVERYONE WHO CONTRIBUTED TOWARDS ACHIEVEMENT OF THE TARGETS/MILESTONES SHOULD BE REWARDED. EXAMPLES OF TARGETS MAY INCLUDE:

    REACTIVE INDICATORS:

    ; YEARS WORKED WITHOUT LOST TIME INJURY

    ; MILLIONS OF HOURS WORKED WITHOUT LOST TIME INJURY

    8 REV1 5-8-2004

    ; LOSS TIME INJURY FREQUENCY (LTI PER MILLION HOURS WORKED)

    LESS THAN 0.3 FOR EXPOSURE EXCEEDING 20 MILLION HOURS ; MILLIONS OF KILOMETRES DRIVEN WITHOUT LOSS TIME INJURY ; SPECIFIC ROAD TRAFFIC ACCIDENT FREQUENCY (RTAS PER

    MILLION KM), BUT LESS THAN 0.5 FOR EXPOSURE EXCEEDING 30

    MILLION KILOMETRES

PROACTIVE INDICATORS:

    ; ASSESSMENT OF “HSE-MS IN PLACE”, USING WEB-BASED SCORING

    CHECKLIST

    ; PERCENTAGE OF EMPLOYEES/WORKFORCE WHO HAVE ATTENDED

    STOP (FOR SUPERVISORS AND EMPLOYEE) TRAINING AND

    APPROPRIATE REFRESHERS

    ; PERCENTAGE OF PLANNED STOP OBSERVATIONS (STOP AUDITS)

    COMPLETED, BUT >80%

    ; PERCENTAGE OF SUPERVISORS (>85%) WHO HAVE ATTENDED ESS

    REFRESHERS DURING THE YEAR.

    ; SUCCESSFUL EXECUTION OF HSE PLANS (SUBJECT TO AUDIT

    VERIFICATION), AND >90%

    ; PERCENTAGE OF PEOPLE IN HSE-CRITICAL ROLES (>90%) IN TEAM

    WHO HAVE BEEN ASSESSED COMPETENT

    ; PERCENTAGE OF HSE ADVISERS WHO HAVE COMPLETED HSE

    SKILLS PORTFOLIO ASSESSMENT AND HAVE BEEN ISSUED

    APPROPRIATE CERTIFICATES

    9 REV1 5-8-2004

    FOR USE OF PROACTIVE INDICATORS, TARGETS WILL BE SET BY THE ASSET TEAM (OR CONTRACT HOLDER) AT THE BEGINNING OF THE YEAR, OR AT START OF THE CONTRACT. FOR EXAMPLE, AN ASSET TEAM COULD SET STOP OBSERVATION TOURS FOR KEY STAFF/SUPERVISORS AND SET A MINIMUM TARGET OF 80% FOR MONTHLY AVERAGE ON ACTUAL TOURS EXECUTED AGAINST PLAN, AND GIVE THE AWARD RECOGNITION AT THE END OF THE YEAR.

    TARGETS SHOULD BE ACHIEVABLE IN A 6 TO 12 MONTH PERIOD. CUMULATIVE TARGETS MAY BE SET FOR LONGER PERIODS OF TIME, IN PARTICULAR FOR LONG TERM CONTRACTS WITH PDO, E.G. RIGS, WELL PULLING HOISTS, ENGINEERING SERVICES, ETC. FOR EXAMPLE, OVER THE COURSE OF A FOUR YEAR CONTRACT, EACH 12 MONTH PERIOD COULD CONSTITUTE A SPECIFIC TARGET PERIOD, AND FOR EACH 12 MONTH MILESTONE ACHIEVED, AN INCREASINGLY VALUE OF REWARD WOULD BE GIVEN. UNDER THE SCHEME, IT IS RECOMMENDED TO AWARD STAFF WITH LONG-LASTING SOUVENIRS, E.G. WRIST WATCHES, T-SHIRTS, FACE-CAPS, TOWELS, ETC. EACH WITH APPROPRIATE INSCRIPTION OF TYPE OF AWARD. HOWEVER, CONTRACTORS MAY CHOOSE LIMITED CASH AWARD (E.G. R.O 5/- OR 10/-), AS THE WORKFORCE TENDS TO PREFER THIS, BUT IT SHOULD NOT BE ALLOWED TO BECLOUD OBJECTIVES OF THE SCHEME. WORKING SAFELY IS A CONDITION FOR EMPLOYMENT AND DOES NOT REQUIRE TO BE PAID FOR.

    RECOGNITION OF CONTRACTORS HSE PERFORMANCE HSE PERFORMANCE HAS BECOME AN INTEGRAL PART OF TENDER EVALUATION, AND ONE OF THE CONDITIONS FOR CONTRACT RENEWAL. GIVING RECOGNITION TO CONTRACTORS FOR THE ACHIEVEMENT OF SIGNIFICANT HSE MILESTONES IS A POSITIVE WAY TO REINFORCE PDO'S COMMITMENT TO HSE. IN ADDITION TO THE “HSE IS TEAMWORK” SCHEME

    WILL GIVE THE CONTRACT HOLDER AN OPPORTUNITY TO DEMONSTRATE HSE LEADERSHIP AND FULFIL HIS OBLIGATIONS UNDER THE CONTRACT. THE AWARD SCHEME WILL BE SUBJECT TO ASSESSMENT OF “HSE-MS IN

    PLACE”, AND THE CONTRACT HOLDER WILL USE A CHECKLIST TO ASSIST HIM/HER IN THE ASSESSMENT.

    10 REV1 5-8-2004

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