Leadership And Commitment Revision Date: 1 March 2018 1/RTSOG 01 Leadership... · Some examples of key roles1 & responsibilities within the fleet management department: National Transport

Leadership And Commitment

Revision Date: 1 March 2018 Review Date: 01 April 2021

RTSOG 1 ROAD TRANSPORT SAFETY OPERATION GUIDE

Engen Petroleum Limited Health, Safety, Environment and Quality Division Safety And Quality Centre of Excellence, Land Transport Safety

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Engen Division: Various Supply and Operations, HSEQ COE

Procedure Title: Management Leadership and Commitment

Document Number: RTSOG 01

Next Revision Date: 1st April 2021

Role Review Designation Date Signature

Prepare Dale Braum Contract and Transport Specialist

Review W Murdzaffa B W Mahmud

Head Land Transportation DBE

Review Sandra Redelinghuys COE - Manager Safety and Quality

Role Review Team Member Designation Date Signature

Approver





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MODULE 1

LEADERSHIP AND COMMITMENT

1. INTRODUCTION

The Management of Engen fleet operations are expected have a well-structured organization, which can manage the delivery operation safely and efficiently without Engen supervision. This will require the company to have an organizational structure, with management and staff in place to enable them to meet all their contractual, Legal, Government and Legislative obligations.

To be able to meet these obligations there must be clearly published roles and responsibilities for all staff.

They must also be sufficient, well trained, experience staff to support the size of the task covered by the

contract. The following guidelines in this operating guide is to assist the companies to understand their

obligations for organization management

2. PURPOSE & SCOPE

This Section ensures that a stewardship process is in place to measure the Road Transport operations safety

performance relative to the established expectations to maintain accountability and improve safe operation of the fleet. The operations guide include the following:

o Organization Chart and Roles & Responsibility

o Committee Meeting

o Walkabout

o Road Transport Contractor Key Performance Indicator (KPI)

The requirement stated in this module will take precedence if contradictory to PTS requirement.

3. EXPECTED RESULTS

With effective Management involvement, it is expected that all employees, supervisors and managers are

actively involved and participate in the implementation and compliance with Road Transport Safety

Management system (RTSMS) and Road Transport Safety Operations Guidelines (RTSOG) guidelines; meet all

RTSMS expectations and reduce exposure to risks.





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4. ORGANISATION CHART AND ROLES & RESPONSIBILITIES

Organizational flow chart showing roles and responsibilities for all staff must be made available and clearly defined at all time. This must be displayed and understood by all employees.

4.1 Roles & responsibilities

Some examples of key roles1 & responsibilities within the fleet management department:

National Transport Compliance Manager or Equivalent

Key Accountabilities • Set vision and strategies to reduce/control overall trucking costs, including tributary areas, fleet size, and coverage strategy

• Manage industrial relations for Customer Service • Investigate transport initiatives which impact industry • Review Accident Investigation Report • Actively manage the relationship with Hauliers • Monitor performance and ensure improvement on safety in fleet

operation

• Monitor Road Transport Contractor performance vs. Expectations

Develop strategies to control/optimize fleet expense

Ensure compliance with RTSMS and RTSOG.

Role Purpose • To obtain and manage transport resources to achieve safe, cost

effective and efficient fleet utilization while ensuring service levels

are consistently met or exceeded.

Key Competencies • Thorough knowledge of transportation and logistics • Strong labour relations and negotiating skills • Previous operational experience including HSE • Good commercial skills / understanding customer requirements • Credibility with Hauliers, Materials and Refining & Supply • Previous track record of effective change management • Strong knowledge of road tanker technical design criteria • Comprehensive knowledge of OSH Act and others regulations • Strong interpersonal skills; able to deal with Company, vendor and

industry personnel

1 Position titles may differ across business, all position titles in any module should be read as reasonable equivalent.





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KPI • HSE : Vehicle Safety, Spill, Compliance with RTSMS and RTSOG, Quality and Contaminations

• Service : Delivery Failure Rate, Customer Complaints • Efficiency : Truck utilization, Unit Cost of Trucking, Term truck

Working Hours,

• People: People management

Transport Contracts Manager

Key Accountabilities • Management of Haulier/transport contracts; ensure all contractor

operations are properly supervised and stewarded.

• Ensure that emergency procedures are in place, understood and

tested in line with company guidelines

• To investigate all incidents of returned loads, customer complaints,

spills, crossovers, vehicle accidents, other incidents/near misses and

progress remedial and disciplinary action when required

• Develop location specific plans to improve efficiency of operation in

line with overall business objectives

• Monitors Road Transport Contractor KPIs within geographic area.

• Serve as expert consultant to Procurement on the development of

vehicle design and specifications.

• Analyse transport incidents to determine equipment involvement and

develop solutions.

• Supervises Hauliers personnel responsible for carrying out day-to-day

delivery operations.

• Conduct Behaviour Observation System (BOS) and Road Transport

Contractor site Visit

Role Purpose • Manage Road Transport Contractor transport resources achieving cost effective and efficient fleet utilization while ensuring service levels and safety performance are consistently met or exceeded.

Key Competencies • Thorough knowledge of transport and logistics

• Previous operational experience including HSE

• Credibility with Hauliers, Materials and Refining & Supply

• Strong interpersonal skills; ability to lead and direct hourly workforce

• Comprehensive knowledge of OSH Act , and others regulations

• Strong interpersonal skills; able to deal with Company, vendor and

industry personnel





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• Strong knowledge of road tanker technical design criteria

• understanding of RTSMS and RTSOG

KPI • HSE/Quality : Vehicle Safety, Crossovers, Spills, Personal Safety

• Service : Delivery Failure Rate; Customer Complaints

• Efficiency : Truck Utilization, Unit cost of trucking; Term truck

Working Hours (joint stewardship with Order Fulfilment Team)

• People: Driver Turnover





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4.2 Example of Safety Committee organization chart





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Road Transport Contractor HSE Advisor

Key Accountabilities • Interpret OSH Act and regulations and provide guidance as they

apply to delivery operations.

• Develop, propose, and implement cost effective programs to

ensure compliance.

• Maintain HSE incident reporting system and database.

• Conduct analysis of statistics and coordinate dissemination of

lessons learned.

• Coordinate and track fleet supervisor and driver training

requirements and compliance

• RTSOG system implementation & maintenance

• Coordinate & Conduct RTSOG training & assessments

• Participate in accident investigations delivery requirement

Role Purpose • Development/Implementation/Monitoring of HSE & RTSOG

programs and training to ensure achievement of “Safe and

Efficient Deliveries”.

Key Competencies • Knowledge of safety & awareness programs

• Knowledge of Incident handling and reporting requirements

• Knowledge of RTSOG and RTSMS

• Experienced trainer and able to conduct toolbox

• Presentation and communication skills

KPI • Personal Safety, Vehicle Safety, Contaminations, Spills, Number

of BTOs trained in defensive driving, HSE Meeting, Toolbox

Meeting, Conduct Drill, Refresher Training





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Road Transport Contractor Workshop Manager (Transport Contractor)

Key Accountabilities • Schedules, supervises and maintains OEM parts and standards

• Coordinates vehicle Maintenance and Repair

• Executes day to day fleet operations

• Maintains local fleet records

• Coordinates data requirements for fleet operations analyst

• Administers operations programs affecting delivery vehicles

• Safety at workplace

Role Purpose • Executes “Safe and Efficient Deliveries” delivery operations

consistent with RTSOG and RTSMS standards and Customer

Service requirements.

Key Competencies • Ability to lead an hourly workforce

• Good technical and interpersonal skills

• Strong Operational background

• Working knowledge of OSH Act HAZMAT requirements

KPI • HSE/Quality : Vehicle Safety, contaminations, Spills at workshop

• Zero road tanker incident regarding Maintenance and Repair

• Compliance of RTSOG and local legislative requirements

4.3 Emergency Response Plan (ERP)

It is the duty of the management of Road Transport Contractor\Haulier to ensure that there is adequate

preparedness to deal with any internal or external event that can lead to an emergency. An emergency

is an event that requires immediate response to limit the threat of life, property damage, environmental

and business operations. Below is a sample of ERP Organization Chart;





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• CHIEF INCIDENT COMMAND: The MD/CEO takes the position of chief incident command who takes

the ultimate accountability of any or all emergency cases. He decides should the emergency be

declared as a crisis. He is the only individual who can make statements to the media or public.

• INCIDENT COMMAND OPERATIONS (1): The safety manager as the incident command operation (1)

is the individual who takes full responsibility for the Emergency Response Team. He ensures that the

team is organized in accordance with the organizational guidelines and standard operating procedure

in handling the company’s emergency situations. He serves as the interface between the incident

command (2) or maintenance support team and the ERT.

• INCIDENT COMMAND (2) MAINTENANCE SUPPORT: The workshop manager who is the incident

command (2) shall perform specialized or support services in support of the ERT whenever requested.

He also takes full responsibilities of the specialized services extended.





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• EMERGENCY CO-ORDINATOR (1) & (2): The emergency coordinator acts as a liaison officer to

communicate with the various authorities as required by the emergency situation. He is also

responsible to update the chief incident command on the developments of the emergency condition.

However he shall not make any statements to the media or public.

• ERT MEMBERS: These individuals have the responsibilities for performing assigned emergency

response duties at the performance level required. All ERT members shall be trained on the specific

emergency response.

5. COMMITTEE MEETING

Below committee meeting shall be conducted to ensure efficient and safe operation is implemented on

ground. All meeting will be conducted based on the meeting agenda below and recorded in the Minutes of Meeting for future reference.

Meeting and

Frequency Engen RTSMS Process

Reviewer Meeting Agenda Minutes of Meeting

(MOM) Person in Charge

Steering Committee

(Quarterly)

• Department Head, (Chairman)

• Business Partners • National Transport

Compliance Manager

• Transport Contract Manager

• HSEQ Contractor & Transport Specialist

• Review last MOM • Discussion on Goals and

Expectation

• Review Target/ Plan • Review Implementation • Facilitates waiver

request/recommendation for

improvement

HSEQ Contractor &

Transport Specialist

Fleet Safety Committees (Quarterly)

• National Transport Manager (Chairman)

• Transport Contracts Manager

• Transport Compliance Officer


• Review last MOM

• Translate IBC plan into action

Review implementation of

RTSMS and procedures

• Oversees implementation, compliance and performance within region

• Promotes ways to enhance HSE

and Operational Excellence

Transport Compliance Officer





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Fleet Operation Meeting (FOM) Committee (Bi- Monthly)

• National Transport compliance Manager

(Chairman)



• Road Transport

contractors

• Review last MOM

• Road Transport Contractor Scorecard/KPI

• Road Transport Contractor Safety Programs

• Accident Lesson Learn Sharing

by Haulier

• Review implementation of RTSMS and procedures by

Hauliers

• Other Operation Matters

Transport Compliance Officer

Engen Contract Management Meeting (6 monthly)

Meeting and

Frequency RTMS Process Reviewer Meeting Agenda Minutes of Meeting

(MOM) Person in Charge

Contract Management Committee (CMC) Meeting (6 Monthly)




• Hauliers (members)

• Review last MOM • Road Transport

Contractor Performance towards contract

• Incident Lesson Learn Sharing regarding contract

• Other Matters regarding

contract

HSEQ Contractor &

Transport Specialist





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6. WALKABOUT

6.1 Introduction

Walkabout’s checklist helps road transport contractors to maintain a safe, organized office environment for their staff and BTOs. RT Contractors have a moral and legal obligation to preserve the well-being of their employees, and a walkabout must be completed during management site visit. This checklist is used by Engen Management Site visit to Road Transport Contractor’s office and parking base. Road Transport Contractor must make a list of all findings so that they can formulate action plans to eradicate potential problems

6.2 Checklist Matrix

6.2.1 General Safety

Management walkabouts must ensure that adequate sanitation and housekeeping

practices are being enforced at the RT contractor parking base and office. Clean toilet

facilities and hand washing are essential, and the office must be adequately ventilated

and lit. Give consideration to outside areas, and pay particular attention to lighting if

employees are leaving work after dark.

6.2.2 First Aid

Make sure an appropriate number of first-aid staffs are on duty at all times, and make

sure they have sufficient training in CPR. First-aid kits must be sensibly placed and

sufficiently stocked at all times.

6.2.3 Access Routes

Make sure exit routes are clearly marked with illuminated signage, and test emergency

lighting regularly. Make sure exit doors open outward to promote a fast, safe exit, and

remove any obstructions. Offices must have evacuation procedures clearly displayed.

6.2.4 Fire Safety

Place fire extinguishers at strategic intervals throughout the office, and subjected to a

visual examination every month. Make sure all fire extinguishers have clearance around

them for easy access, and train staff on how to use them.

6.2.5 Walkways

Walkabout must ensure floors are smooth and free from tripping hazards. Check steps,

ramps and handrails to ensure these elements are in a suitable state of repair, and

remove obstructions in aisles and corridors to promote safer access.





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6.2.6 Electrical Safety

Check electrical cords to ensure appliances are safe to use. Ensure outlets are fitted with

a cover plate to prevent accidental contact with electricity. Circuits must be clearly

identifiable in the relevant fuse panel box and be accessible in an emergency. Ensure

electrical equipment is safely grounded and power points are not overloaded. Circuit

breakers must be present on all appliances.

6.2.7 Hazardous Materials Make sure hazardous materials are stored in an appropriate, secured cabinet, and make

safety data sheets easily accessible to staff to avoid the risk of injury.

6.2.8 Documentation Monitor office walls to ensure all Safety posters are on display. Check if all lesson learned

materials are shared.





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6.3 Checklist Sample

Below illustrate how to perform the checklist effectively.

Location of walkabout

Personnel who

perform the walkabout

Findings on the

checklist items

Checklist Items





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7. KEY PERFORMANCE INDICATORS (KPI)

7.1 Introduction

Key Performance Indicators provide a Management tool to support the execution of operational excellent (safe, convenient, low cost, error free) order fulfillment and customer relation management processes. They also provide detail to aid in problem solving; opportunity identification and are used for coaching and target setting.

The Haulier KPI is divided into 2:

HSE Performance: Haulier overall monthly HSE performance which includes incident cases, GPS/OTC violations, D&A test and defect found during inspection

Service Level Performance: Haulier overall monthly commitment towards delivery services which includes tanker availability, non-delivery cases, late attendance, truck breakdown and complaint cases.

7.2 Principles

Key Performance Indicators (KPI) principles are as follows:

• Indicators Include both "performance indicators" and "diagnostic indicators"

"performance indicators" are used for monitoring, comparison, tracking and performance reviews

"diagnostic indicators" provide detail to aid in problem solving/opportunity identification and are used for coaching and target setting

• Indicators will provide measures covering Safety, Efficiency, Quality, Service, Controls and Personnel

• Indicators will be mapped to roles in the model organization

• Indicators will be consistent with the data requirements of the planning, budget and stewardship process

• Each Manager/ Supervisor has a set of Performance Indicator's that he/she is responsible for.

7.3 Frequency





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The KPI needs to be monitored on monthly basis. The final data will be submitted to ENGEN Centre of Excellence (COE) by 5th every month from both ENGEN fleet and hauliers, the latter

having been approved by the respective ENGEN Transport Departments. Hauliers are allowed

to justify and request for waiver if the number submitted by GPS/OTC provider does not tally

with Hauliers numbers. This needs to be properly documented and filed for future reference.

7.4 Performance Matrix

Below is performance matrix table for HSE Performance KPI. Hauliers need to file all the GPS/OTC

violations counts for future reference. KPI data must be discussed at the safety meetings and be

endorsed by senior management before submitted to Engen Performance analyst by the 5th of

each month.

Metric/Indicator Units of Measure

Definition Objective Target/ Rate

1 Loss time Injury

Frequency

LTI / 200K working

hours

Total lost time injury per 200k working hours

Eliminate incidents which

affect RKP 0

2 Accident

involving fatality

Number Number of accident resulting

in fatality


affect people 0

3 Accidents frequency

MVA/mil kilometres

Total vehicle incidents per

million kilometres travelled


affect people 0

4

Spill Index

spill > 1 litre / 100K

deliveries

Spill per 100,000 deliveries

Eliminate product spills and

environmental damage

0

5

Crossover Index { Crossover /

(100K deliveries *

no of product)

Crossover per 100,000 deliveries

*grades

Maintain product quality by

eliminating contaminations

0

6 Security Infringement

/Pilferage

Number Total Security Infringement

/Pilferage number

Eliminate security incident 0





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7 Speed Violation

@ 80km/hr

Index = total violation/to

tal driver

Index of total violation per total

driver

Control and promote safe

driving < 5

8 Speed Violation

@ 60km/hr


tal driver


driver


driving

< 5

9

Driver Working >12Hrs per day


tal driver


driver

Control fatigue issue

< 5

Metric/Indicator Units of Measure

Definition Objective Target/ Rate

10 Continuous

Driving >4 Hrs


tal driver


driver


< 5

11 Maximum Driving >9 Hrs per day driver


tal


driver


< 5

12 Minimum rest between shift <

10 hours

Index = total violation / total driver


driver


< 5

13 Maximum Driving >54 Hrs

per week


tal driver


driver


< 5

14 Maximum Working >72 Hrs

per week


tal driver


driver


< 5

15 Harsh Braking /

Harsh Acceleration


tal driver


driver


driving

< 5

16 Truck stop at unauthorised rest stop (per

GPS)

Number Total Truck stop at unauthorised rest

stop (per GPS)

Eliminate security incident and

accident

< 5





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17 Truck travel on unauthorised

route (per GPS)

Number Total Truck travel on unauthorised route (per GPS)

Eliminate security incident and

accident

< 5

18 Drug & Alcohol

Test

percentage of drivers

tested

Percentage of headcount target

Eliminate incident and compliance to

transport regulation

>10%

19 Defect found during Road

Tanker Safety Inspection

Number of defect

Number of Defect found during Road

Tanker Safety Inspection by TS

Eliminate incident and compliance to

RTOG 0

Note: Rate calculation is calculated as “total number of violation/100k travelled” and rate should not be more than five. Working hours will be based on the country agreed standard, which must be documented in the Hauliers own procedures and approved by Engen.





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8. APPENDIX

1. Checklist Matrix

This check list should be considered as back-up to management, it does not remove from line management the necessity for regular checking that their staff and contractors are working in a safe manner and that machinery and equipment meet statutory and Company requirements.

Walkabout Checklist

Name :________________________ Location:_____________________

Time:_________________________ Date:________________________

Items Remarks

General Safety Findings

Adequate sanitation and housekeeping practices

are being enforced:

Clean toilet facilities (adequately ventilated and lit)

hand washing (adequately ventilated and lit) adequate lighting (employees are leaving

work after dark)

First Aid Findings

Make sure an appropriate number of first-aid

staff are on duty at all times, and make sure they:

have sufficient training in CPR (Try to gauge understanding)

First-aid kits must be sensibly placed and sufficiently stocked at all times

Access Routes Findings

Make sure:





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exit routes are clearly marked with illuminated signage, and test emergency lighting regularly

exit doors open outward to promote a fast, safe exit, and remove any obstructions.

evacuation procedures clearly displayed

Fire Safety Findings

Make sure all fire extinguishers:

placed at strategic intervals throughout the office, and subjected to a visual examination every month.

have an 18-inch clearance around them for easy access, and train staff on how to use them.

Items Remarks

Walkways Findings

Walkabout must ensure:

floors are smooth and free from tripping hazards.

Check steps, ramps and handrails to ensure these elements are in a suitable state of repair, and remove obstructions in aisles and corridors to promote safer access

Electrical Safety Findings

Check electrical cords to ensure appliances are

safe to use:

outlets are fitted with a cover plate to prevent accidental contact with electricity

Circuits must be clearly identifiable in the relevant fuse panel box and be accessible in an emergency





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electrical equipment is safely grounded and power points are not overloaded.

Circuit breakers must be present on all appliances.

Hazardous Material Findings

Make sure:

hazardous materials are stored in an appropriate, secured cabinet, and make safety data sheets easily accessible to staff to avoid the risk of injury.

Documentation Findings

Monitor office walls to ensure:

all Safety posters are on display all lesson learned materials are shared

Documents

Leadership And Commitment Revision Date: 1 March 2018 1/RTSOG 01 Leadership... · Some examples of key roles1 & responsibilities within the fleet management department: National Transport