USER GUIDE

SAP EHSM

SAFETY AUDIT/ACTIVITY MANAGEMENT

of

GAIL (India) Limited

1.0 Objective: To formulate a Uniform Procedure for Compliance and Reporting of Safety related Audits and Activities across GAIL.

2.0 Applicability: This application is for all installations of GAIL

3.0 Based on the activities being carried out at Plants/Pipelines/Installations following Audits/Activities mapped in SAP.

4.0 Definition: High/Medium/Low H: High Importance – Serious violations which may lead to severe consequences. M: Medium Importance - The observations which do not have immediate serious impact but may lead to serious damage if not attended timely.

L: Low Importance - The observations which do not have serious consequences but may lead to breach of safety or incidents in long run.

Additionally, Audit Recommendations highlighted by OISD in their Audit Report covering letter and T4S Audit Recommendations of PNGRB pertaining to ‘List of Critical Activities’ should be categorized as ‘High’.

1 OISD Safety Audit

2 OISD Surprise Audit

3 OISD Pre-Commissioning Audit

4 PNGRB T4S Audit

5 PNGRB IMS Audit

6 External Safety Audit (Other Than OISD/PNGRB)

7 Internal Safety Audit

8 On Site Mock Drill

9 Off Site Mock Drill

10 Risk Analysis (QRA)

11 HAZOP Study

12 Safety Committee Meeting

13 Occupational Health Committee Meeting

14 Environment Audit

15 Occupational Health Audit

16 Inter Unit Safety Audit

5.0 Create Safety Audit/Activity Log Entry (Audit/Activity Coordinator) Transaction Code: YBEU004 (Create – Audit/Activity)

Log on to ECC - PDR using T-Code ‘YBEU004’

Fill the following data;

Plant: Select from drop down values. Specify Plant in which Audit/Activity to be recorded

Type of Audit/Activity: Select from drop down list. Specify Audit/Activity for which Observations/Recommendations to be recorded.

Audit/Activity Start Date: Mention Start Date of Audit/Activity

Audit Report Receive Date: Mention date of receipt of Audit/Activity Report

Click on button after filling the required information

If Audit/Activity recommendations/observations reported 21 days beyond the receipt of Audit/Activity Report in the system, Coordinator be record reason for delay in preparation of action plan.

Additional Audit/Activity Details:

Audit/Activity from: Mention Start Date and End Data of Audit/Activity

Scope of Audit/Activity: Specify the Scope of Audit/Activity

Audit/Activity Agency: Specify the Agency from drop down list in case of ‘Third Party’ Audit/Activity

Name of Auditors/Members: List of the name of Auditors/Members involved in Audit/Activity

Click on button after filling the required information

Observation No.: Automatically generated

Reference No.: Specify reference no. of Audit/Activity as mentioned in Audit/Activity Report.

Priority: From drop down list (High/Medium/Low)

Status: Default in “Open”

Location: Select from drop down list of location under Plant Head

Sub Location: Free Text field to mention further details of location

Target Date: Mention Target Date, as agreed and approved by Competent Authority

Revised Target Date: Mention Revised Target Date, only in case of non-compliance of Audit/Action recommendation in Initial Target

Saved Status:

Milestone: Compulsorily mention by Implementer/Responsible

Audit/Activity Observation/Recommendation: Free Text field for detailed information of Observation/Recommendation

Action Taken details: Free Text field for detailed information on Action Taken details, primarily be filled by Implementer/Responsible Person

Implementer/Responsible Person: Assign CPF of Implementer/Responsible, then enter to show his/her name. Multiple assignment can be done.

Click on button after filling the required information for updating new observation/recommendation.

After updating all observations/recommendations, Click on button. Unique reference no. will be generated and email sent to Implementer/Responsible Personnel, as assigned.

Email to Implementer/Responsible

Dear Sir/ Madam,

Please find below the Audit/Activity Recommendation/Observation that has been assigned to you for

necessary action please,

Audit/Activity Type : OFF SITE MOCK DRILL Date of Audit/Activity : 04/03/2016 Location/Sub

Location : GHAZIABAD / 8" NOIDA TAPOFF Target Date : 31/05/2016 Priority : Low

Audit/Activity Number : 1000000000 Observation Number : 00003 Audit

Recommendation/Observation:

Cotton hand gloves <(>&<)> Gas mask to be used by maintenance team members.

Kindly update your action using Transaction Code YBEU004

Regards,

SAP EHS Admin

Updating Audit/Activity Observations/Recommendations in Phase Manner:

After updating the requisite observations/recommendations, Click on button. Unique reference no. will be generated and email sent to Implementer/Responsible Personnel, as assigned.

Further to Updating the same: Transaction Code: YBEU004 (Create/Edit – Audit/Activity)

Log on to ECC - PDR using T-Code ‘YBEU004’

Fill the following data;

Plant: Select from drop down values. Specify Plant in which Audit/Activity to be recorded

Type of Audit/Activity: Select from drop down list. Specify Audit/Activity for which Observations/Recommendations to be recorded.

Audit/Activity Start Date: Mention Start Date of Audit/Activity

Click on button after filling the required information

Add Audit/Activity Reference No. – Select from drop down list/search

Click on

Update the Audit/Activity Observations/Recommendations as explained earlier and

finally Click on .

6.0 Updating Safety Audit/Activity Log Entry (Audit/Activity Implementer/Responsible) Transaction Code: YBEU004 (Edit – Audit/Activity)

Log on to ECC - PDR using T-Code ‘YBEU004’

Fill the following data;

Plant: Select from drop down values. Specify Plant in which Audit/Activity to be updated

Type of Audit/Activity: Select from drop down list. Specify Audit/Activity for which Observations/Recommendations to be updated.

Audit/Activity Start Date: Mention Start Date of Audit/Activity (Not Mandatory)

Click on button after filling the required information

Audit/Activity Observations/Recommendations assigned to Implementer/Responsible will be appeared.

Select the Audit/Activity Observation/Recommendation which is to be updated

Click on to update the information further.

Status: Change Status from Open to In-Progress/Action Completed

Milestone: Select from Drop Down List (Compulsorily mention by Implementer/Responsible)

List out Target Date for Milestone and Status (Open/In-Progress/Closed)

Audit/Activity Observation/Recommendation only be ‘Action Completed’ when milestone is ‘Closed’ by implementer/Responsible.

Action Taken details: Free Text field for detailed information on Action Taken details, primarily be filled by Implementer/Responsible Person

After updating all observations/recommendations, Click on button. Further, display screen will appear the update another Audit/Activity Observations/Recommendations.

7.0 Updating Safety Audit/Activity Log Entry (Audit/Activity Coordinator) Transaction Code: YBEU004 (Edit – Audit/Activity)

Log on to ECC - PDR using T-Code ‘YBEU004’

Fill the following data;

Plant: Select from drop down values. Specify Plant in which Audit/Activity to be updated

Type of Audit/Activity: Select from drop down list. Specify Audit/Activity for which Observations/Recommendations to be updated.

Audit/Activity Start Date: Mention Start Date of Audit/Activity

Click on button after filling the required information

All Audit/Activity Observations/Recommendations pertain to Audit/Activity will be appeared.

Select the Audit/Activity Observation/Recommendation (Action Completed/Revision

of Target Date) which is to be updated

Click on to update the information further.

Status: Change Status from Open to Action Completed to Closed, if found complied after due verification.

Action Taken details: Free Text field for detailed information on Action Taken details, primarily be filled by Implementer/Responsible Person can be further detailed by Coordinator.

After updating all observations/recommendations, Click on button. Further, display screen will appear the update another Audit/Activity Observations/Recommendations.

8.0 Add Audit/Activity Learnings

Transaction Code: YBEU004 (Create – Audit/Activity)

Log on to ECC - PDR using T-Code ‘YBEU004’

Fill the following data;

Plant: Select from drop down values. Specify Plant in which Audit/Activity to be recorded

Type of Audit/Activity: Select from drop down list. Specify Audit/Activity for which Observations/Recommendations to be recorded.

Click on

Search for Audit/Activity for which learnings to be recorded. Then Add/Change Learnings

Add Learnings and Click on to record the learnings

9.0 View Safety Audit/Activity Log Report Transaction Code: YBEU005 (View – Audit/Activity)

Log on to ECC - PDR using T-Code ‘YBEU005’

Fill the following data;

a) Summary of Audit/Activity Compliance Report

Plant: Select from drop down values. Specify Plant in which Audit/Activity to be viewed

Type of Audit/Activity: Select from drop down list. Specify Audit/Activity for which Observations/Recommendations to be viewed.

From Data – To Date: Mention From Date to To Date for which Audit/Activity to be viewed (Not Mandatory).

Click on after filling the required information

b) Detailed Audit/Activity Report

Plant: Select from drop down values. Specify Plant in which Audit/Activity to be viewed

Type of Audit/Activity: Select from drop down list. Specify Audit/Activity for which Observations/Recommendations to be viewed.

From Data – To Date: Mention From Date to To Date for which Audit/Activity to be viewed.

Click on button after filling the required information

c) Milestone Audit/Activity Report

Plant: Select from drop down values. Specify Plant in which Audit/Activity to be viewed

Type of Audit/Activity: Select from drop down list. Specify Audit/Activity for which Observations/Recommendations to be viewed.

From Data – To Date: Mention From Date to To Date for which Milestone to be viewed.

Click on after filling the required information

Note: Respective Coordinator(s) will ensure updation of Audit/Activity Action Plan on 15th

& 29th

of Every Month