abu dhabi environment, health and safety management system ... - third workshop 2012 - adeh… ·...

The Third Workshop in 2012

Abu Dhabi Environment, Health and

Safety Management System In Food

Sector

بتطبيق الخاصة 2012العمل الثالثة لعام ورشة

الصحة والسالمة ونظام أبو ظبي إلدارة البيئة

الغذاء في قطاع

ABU DHABI EHSMS

Regulatory Framework

Contents

What is EHSMS.

Benefit of EHSMS.

International Standards.

EHSMS Decree.

EHS Policy.

EHSMS Structure.

Steps for implementation.

What is Environment Health Safety

Management System?

It is an integrated system developed and implemented to

include all factors related to Environment, Health and Safety

for the purpose of protecting the environment and human

health ensuring safety of workers in workplace.

.

Benefits of EHSMS Improve:-

Business efficiency

Occupational and community health and safety.

Natural resources conservation and utilization.

Development of Emirate EHS performance database and baseline data

Efficiency in waste management.

Reduced corporate risks and liabilities.

Sustainable development.

البيئـــة

Environment

Land, Air, Water

Community

Sectors

Workers

International Standard that EHSM System is

based on:

AD EHSMS

ISO 14001

Environmental

Management

System

OHSAS 18001

Occupational

Health and Safety

Management

System

ISO 19011

AS/NZ 4360

ISO 31000

ISO 9001

Quality

Management

System

AD Environment Health Safety (EHS) Policy

Policy Main Statement:

The Government of Abu Dhabi Emirate is committed to:

1. Protect and conserve the environment;

2. To protect and promote human health and safety for all

inhabitants of the Abu Dhabi Emirate;

3. Ensure involvement of everyone living in UAE to improve

Environment, Health and Safety;

4. Ensure that all government and private entities are

aligning their plans and activities with AD EHS policy.

EHSMS Decree

Decree No. 42 issued by Crown Prince H.H Sheikh Mohamed Bin Zayed refers to functional requirements

including roles and responsibilities

The Decree was issued in June 2009 and aimed to

implement Environment, Health and Safety Management

System in the Emirate through the provision of a unified

tool at Emirate level to facilitate the implementation of relevant legislation.

EHSMS Framework Set of documents that are developed to specify the EHS

management system components.

The hierarchy of documents represents the framework

which the EHS management system is to be built and will function on a day to day basis

AD EHSMS Structure

Elements

Standard

Code of

practice Mechanism

AD EHSMS

Guidance

Documents

Technical

Guidelines

Guidelines

Non-Mandatory

Technical

Guidance

EHS Regulatory Instrument

Mandatory Technical

Requirement

AD EHSMS RF

Mandatory Management System

Requirement

AD EHSMS RF

Mandatory Management System Requirement

Elements:

– Element 01 - Roles, Responsibilities and Self-

Regulation

– Element 02 - Risk Management

– Element 03 - Management of Contractors

– Element 04 - Consultation and Communication

– Element 05 - Training and Competency

– Element 06 - Emergency Response and Management

– Element 07 - Monitoring, Investigating and Reporting

– Element 08 - Audit and Inspection

– Element 09 - Compliance and Management Review

AD EHSMS RF

Standards:

– Focused on the “Occupational Hazards”

– The level of pollutants prescribed by regulations that

are not to be exceeded during a given time in a

defined occupational environment.

– Mandatory and enforceable:

• Occupational Air Quality

• Occupational Noise

• Environment – by reference to EAD

requirements

AD EHSMS RF Mechanism:

Description of AD EHS Center / EHSMS mandatory process

• Integration of EHS Requirements in the Emirate of Abu

Dhabi

• Concerned Sector EHSMS Requirements

• Identify, Nominate and Register Entities

• EHSMS Submission, Review and Approval

• EHS Requirements for Low Risk Entities

• EHSMS Performance and Incident Reporting

• AD EHS Entity Registration and Licensing

• AD EHS Individual Registration and Licensing

• Notification of Principal Contractor for Construction Work

• Request to Update AD EHSMS RF and Associated

Documents

AD EHSMS RF

AD EHSMS contains 55

Codes of practice

(CoP)

Guidelines ( Non-Mandatory)

Provide guidance on how to achieve a requirement as

defined in the AD EHSMS RF / Code of Practice

Guidance is not mandatory, but it should be adopted

unless an entity chooses an alternative control

measure or course of action that achieves an

equivalent or better standard

Developed jointly by AD EHS Center and relevant

subject CA’s – usually as a subordinate document to

an approved Code of Practice.

– TG: Process of Risk Management

– TG: Safety in the Heat

– TG: Safe Removal of Asbestos Containing Materials

Steps for developing and implementing

EHSMS

Mobilize the resources

Gap analysis

Set action plan

Develop the system

Training

Implementation

Audit

Abu Dhabi Environment, Health and

Safety Management System

Implementation in the Food Sector

نظام أبو ظبي إلدارة البيئة والصحة والسالمة

في قطاع الغذاء

Contents

• Definitions

• Legislative Compliance

• EHSMS Elements

• Monitoring Compliance (Audit & Inspection)

• EHS Requirements in Food Establishment (CoPs)

• Sector Non-Conformance and Enforcement Process

Definitions

• AD EHSMS: Abu Dhabi Environment, Health and Safety

Management System

• Food Chain: This includes all stages of food production (including

feeds/fertilisers and other inputs into production), processing,

preparation, manufacturing, packing, transporting, storing,

distributing, displaying, servicing and selling it to consumers.

• Licensee: A person with valid license for operating any activity

related to food and its handling.

Definitions

• Food Business Operator: The natural or legal person(s)

responsible for ensuring that the requirements of food law are met

within the food business under their control.

• Food: Any substance, whether processed, semi-processed or raw,

which is intended for human consumption, inter-alia drink, chewing

gum and any substance which has been used in the manufacture,

preparation or treatment of “food” but does not include cosmetics or

tobacco or substances used only as drugs.

• Establishment: Any building(s) or areas(s), fixed or mobile, in which

food is handled at any stage of food chain.

Sector Specific Legislative Compliance

• Food Safety (ADFCA’s Mandates)

• AD EHSMS in the food sector (Decree 42 /2009)

EHSMS Elements

Emergency Management

Monitoring, Investigation and Reporting

Audit and Inspection

Compliance and Management Review

Roles, Responsibilities and Self-Regulation

Management of Contractors

Risk Management

Consultation and Communication

Training and Competency

1/9 Roles, Responsibilities and Self-Regulation

• AD EHS Center Board of Directors

• AD EHS Center

• SRA

• Entity

• Employer

• Self Employed Persons

• Employee

• Designer of Building and Structure

• Manufacturer, Importer and Provider of Plant, Equipment of Substance

2/9

Risk Management

• Risk Management Program

(hazard identification, who is at risk, risk evaluation and control

measures)

• Operational Safety

(to achieve acceptable risk)

• Safety Case

(high risk activities, substances or materials / major hazardous facility)

3/9

Management of Contractors

• Establishment of project EHS Requirements

• Evaluation / Selection

• Contractual Agreement

• Co-ordination and Communication

• Mobilization / Work in Progress

• Monitoring Performance

• Commissioning

• Demobilization / Decommissioning

• Contract Close-Out

4/9

Consultation and Communication

• Communication Procedure

(Internal, with contractors and external stakeholders)

• Consultation Procedure

In risk management activities

In EHS incidents investigations

In development and review of EHS policies and objectives

With contractors and stakeholders

5/9

Training and Competency

• EHS Training Procedure

Identification and evaluation of EHS training needs

Planning and provision

Monitoring and measuring results

Review training procedure

• EHS Competency Procedure

6/9 Emergency Management

• Emergency Response and Management Program

Risk –based identification and response

Emergency response roles

Response plan

Appropriate resources

External stakeholders

Communication with SRA and emergency services

Periodic test

Monitoring and review

• Specific Emergency Response and Management Plan

Specific plans for specific emergency scenario

7/9 Monitoring, Investigation and Reporting

• EHS Targets and Objectives

• EHS Incident Investigation

• EHS Monitoring

• EHS Reporting

8/9


• EHS Audit program

• Qualifications for EHSMS Auditing Personnel

• EHS Inspection Program

• Non-conformance and Corrective Action

9/9

Compliance and Management Review

• Integrated EHS Policy

• Legal Compliance

• Operational Procedure

• Document Control

• Record Retention

• Management of Change

• Management Review


Program

Inspection

• A regular EHS inspection.

• A specific inspection

SRA Audit

• To ensure compliance to AD-EHSMS requirements.

• A regular EHS Audit.

• A specific Audit.

• With or without prior information of the audited party.


Program

Audit and Inspection Frequency (Risk Based):

EHS Requirements in Food

Establishment (CoP’s)

55 CoP’s are published,

detailed below are the

ones most relevant to the Food Sector.

Fire Prevention, Planning and Control

Dangerous Substances

• The duty holder shall establish procedures at each site, where

applicable, to control the receipt, storage, handling, and use of

flammable liquids in accord with applicable regulations in the emirate.

Emergency Escape Routes

• every building or structure designed for human occupancy is provided

with exits sufficient to permit the prompt escape of occupants in case

of fire or other emergency.

• All exit routes shall be protected in accordance with the International

Building Codes of the Emirate of Abu Dhabi

• Every exit will be clearly visible

• Exits will be marked by a readily visible sign.

• Every exit sign will be suitably illuminated.

Fire Prevention, Planning and Control

Emergency Evacuation Plan

• The purpose of an emergency plan is to ensure that the people in

the premises know what to do if there is a fire and that the

premises can be safely evacuated.

• The duty holder shall ensure that the emergency evacuation plan

is tested on a regular basis, at least twice per year.

Fire Risk Assessment

• sufficient risk assessment to be completed by a competent person

for the premises.

• Control measures for all hazards identified shall be identified and implemented.

First Aid and Medical Treatment

Machine Guarding

Fixed guards

Interlocking

guards

Automatic

guards

Trip guards

Personal Protective Equipment

Risk Assessment and Selection of PPE

• The employer shall assess the workplace to determine if hazards

are present, or are likely to be present, which require the use of

personal protective equipment, and shall be reviewed frequently

High Temperature Environments

Ladders Safety

Portable Ladders Stepladders Step Platforms

Occupational Noise

Personal protective equipment shall be provided and used to reduce sound levels within the levels of the table.

Manual Handling

• Manual handling is any transporting or supporting of a load

(including the lifting, putting down, pushing, pulling, carrying

or moving thereof) by hand or by bodily force. The load can

be animate (a person or animal) or inanimate (an object).

• Three Stage Approach to Safe Manual Handling:

1. Hazard Identification

2. Risk Assessment

3. Risk Control

Plant and Equipment

• Inspection and Testing of Plant

used to Lift People

• Positioning Plant in the

Workplace

• Operation

• Information about the Safe use of

Plant

Occupational Welfare and Hygiene

Housekeeping

• The floor of every workroom shall be maintained in a clean and, so

far as possible, dry condition. Where wet processes are used,

drainage shall be maintained and false floors, platforms, mats, or

other dry standing places should be provided where practicable.

• Workspaces shall be free from biological and chemical hazards

unless a risk assessment has been performed and proper

protective measures taken.

Aisles and Passageways

• Aisles and passageways shall be wide enough to allow

emergency egress. The minimum width shall not be less than

90cm.

• Covers and/or guardrails shall be provided to protect employees

from the hazards of holes

• in floors, open pits, tanks, vats, ditches, etc

Occupational Welfare and Hygiene

Heating, Ventilation, and Air Conditioning (HVAC)

• HVAC systems shall be designed for the specific use intended and

all outdoor air and recirculated air is filtered to remove

contaminants.

• At a minimum, the following air changes per hour will be set for

HVAC systems:

Air Change Rate Working Environment

4-6 air changes per hour; Office / general work area 20-60 air changes per hour; Commercial kitchens

6 air changes per hour; Public bathrooms 6 - 12 air changes per hour; Laboratories

Sector Non-Conformance and Enforcement Process

• Entity non conformance may be identified in several ways

including but not limited to:

• Failure to complete AD EHSMS within the agreed time

frame.

• Failure to submit reportable information to the SRA.

• Poor EHS performance.

• Following investigations/inspections.

• Failure to act on SRA requirements.

• Following complaints.

Sector Non-Conformance and Enforcement Process

The enforcement process shall be at the discretion of the SRA and

may include any of the following awards;

• Non compliance/non conformity notice.

• Written warning.

• Improvement notice.

• Prohibition Notice.

• Cancellation of entity EHSMS approval.

• Suspension of commercial license.

• Cancellation of commercial license.

Roles and Responsibilities

- Competent Authority

- Sector Regulator Authority (SRA)

- Nominated Entity

• Competent Authority

• Sector Regulatory Authority (SRA)

• Nominated Entities

Definitions:

Competent Authority

Person or organization that has the legally delegated authority, has the

capacity or power to perform a designated function.

In relation to AD EHSMS , the government department with the mandate to

protect the environment and/or health and safety (i.e., Abu Dhabi EHS

Centre)

Sector Regulatory Authority (SRA)

A regulatory authority (or regulator) is a public authority or government

agency responsible for exercising authority over some area of human

activity in a regulatory or supervisory capacity.

In relation to AD EHSMS the regulatory authorities have been nominated by

the Higher Committee to regulate EHSMS activities for the relevant sectors

(i.e., for the Food Sector the SRA is Abu Dhabi Food Control Authority

(ADFCA))

Nominated Entities

An entity that has been selected by a relevant Sector Regulatory Authority

(SRA) that is required to develop and implement a compliant EHSMS to

continue to operate in the Emirate of Abu Dhabi.

In relation to EHSMS in the Food Sector, classification shall refer to all food

business operators and entities within the food sector business involving the

processing of food or meat production, catering establishments, retail and

the storage of foods.

Roles and Responsibilities Competent Authority

The Competent Authority shall act as the Regulator for the Sector Regulatory

Authorities, and is responsible for :

Managing the development of AD EHS Regulatory Instrument (EHS RI-

Mechanism 1.0- The Integration of EHS Requirements in the Emirates

of Abu Dhabi Version 2.0)

Revision and approval of the targeted sectors EHSMS according to the

requirements of Abu Dhabi Emirate EHSMS

Monitoring the implementation of the system by all targeted sectors in

the Emirate through inspection of nominated entities.

Roles and Responsibilities Updating the EHSMS framework, if the need arises

Collect, record and collate the EHS performance data of the targeted

sectors

Submit periodical reports to the Executive Council on the performance of

the EHSMS at Abu Dhabi Emirate level

Audit the EHSMS implemented by the targeted sectors, as required

Sector Regulatory Authority (SRA) Abu Dhabi Food Control Authority (ADFCA) is a food

regulatory body working on behalf of the government of Abu

Dhabi to ensure food safety in Abu Dhabi Emirate

Abu Dhabi Food Control Authority (ADFCA) develops food

safety laws, services and activities such as food inspection,

laboratory testing, awareness, and training for the food sector

Sector Regulatory Authority (SRA’s)

ADFCA’s role as an SRA is to:

Achieve a safe and healthy environment for the protection and

preservation of the occupational health, safety and preventing injuries

and illness of all persons associated with the food sector.

Protection of the environment through the sustainable use of our

natural resources, and controlling identified aspects that can impact

the natural environment.

Roles & Responsibilities of ADFCA (SRA)

ADFCA shall supervise the implementation of the EHSMS in the food sector

and assume responsibility for the following:

1. Develop the Food Sector regulations and codes of practice

To ensure that the food business operator within the Emirate of Abu

Dhabi abides by the licensing requirements issued by the Authority.

ADFCA has developed the code of practice EHS RI - CoP 19.0 –

Occupational Food Handling and Food Preparation Area, Version 2,

February 2012

which has been issued by the EHS Centre -Environment Agency Abu Dhabi in February 2012


2. Identifying entities required to register

Entities required to be registered for AD EHSMS system include food

production, processing, preparing, manufacturing, packing,

transporting, storing, distribution, displaying, servicing, and selling food

to consumers

The relevant information regarding entities is collected from the

licensing department in ADFCA during the renewal or issuing of

licenses for the entities

3. Guide, Regulate and Assist Entities.

ADFCA will work with the nominated entities and guide them for the

development of their own EHSMS systems

4. Promotion, implementation and enforcement of approved AD EHS

Regulatory Instruments

5. Implement within the concerned sector agreed delegated EHS

operation

From Federal and Emirate competent Authority

Roles & Responsibilities of ADFCA (SRA )

6. Revision and approval of the EHSMS, developed by nominated

entities

To ensure compliance with the requirements of the EHSMS at Abu

Dhabi Emirate level and also the requirements of the Food Sector.

7. Monitoring the implementation of the system

Through periodical inspection and auditing of nominated entities


Inspection of nominated entities:

Workplace EHS inspections

by ADFCA to the nominated entities.

A specific inspection by ADFCA following the entity registration,

incidents, complaints, or any other reason defined by the SRA (ADFCA)

Frequency will be defined based on the Risk Category of the

Entity


The entity audit process is divided into three phases:

1. Internal EHS Audit

2. External EHS Audit (Approved third party)

3. Sector Regulatory Authority Audit

Audit shall be conducted by SRA (ADFCA) on the registered entities to

measure compliance to Abu Dhabi EHS Management System

requirements.

SRA (ADFCA ) may carry out an audit following an accident, complaint

or any other reason defined by the SRA and at the discretion of the SRA


7. Reporting to the competent authority (quarterly)

I. General Information

Number of entities registered and reporting.

Total number of employees in SRA

Total working hours performed in each quarter for SRA

Sector EHS department resources

II. Health and Safety Incident Summary

Near Miss

First Aid Injury

Equipment / Property Damage

Restricted Work Cases (Light Duties);

Lost Time Injury, Fatality ...etc


III. Environment, Health and Safety Performance

Number of nominated entities

Number of registered entities

Number of entities with approved EHSMS

Number of entities with approved EHSMS completed annual 3rd

party compliance audit against EHSMS requirements

SRA audits of entities with an approved EHSMS

SRA inspections of entities

Incident investigation undertaken by SRA on reportable incidents


Number of EHSMS Workshops / Seminars or Similar Training

Conducted by the SRA

Power Consumption

Water Consumption

Paper Consumption

Fuel Consumption

Average fuel consumption of entity owned and /or operated

vehicles.

Amount of non-hazardous (solid and liquid) waste collected by

Service Providers for disposal by all Entities with an approved

EHSMS

Others

Roles & Responsibilities of (SRA)

The Importance of EHS Reporting is to :

Provide a mechanism for ensuring that EHS policies and targets are

being achieved.

Enables corrective actions to focus on areas where they are most

needed.

Provide key information to the Competent Authority on the EHSMS

performance of different industries and Abu Dhabi Emirate enabling

benchmarking.


Reporting EHS performance also has benefits to nominated

entities and SRAs. It highlights areas of operations that if

better managed, can reduce costs and risk.

Other benefits of EHS reporting include:

Enhancing a company’s reputation

In order for EHS reporting to be of value, data monitored and

collected shall be accurate and systematically collected


Roles and Responsibilities of Nominated Entity: 1. Develop and implement an EHSMS within their scope of work

Aligned to the requirements of Abu Dhabi Emirate EHSMS and any

other requirements specified by the SRA (ADFCA) (Sector EHSMS

and Guidelines).

The system shall be developed around the requirements detailed in the

Integrated Management System Policy

Established an EHS Management System (Manual) which at minimum

includes:

Established EHS Targets and Objectives

Adequate EHS resources

EHS review of all Activities, Products and Services

Developed a Hazard and Risk Management Program

Developed an Emergency Management Plan (Crisis Plan)

Developed an EHS Training and Competency Procedure

Developed an Incident Reporting and Investigation Procedure

Conduct EHS Awareness and Training to relevant stakeholder

Developed an EHS Performance Monitoring Plan / Procedure

Developed an Auditing Procedure

Roles and Responsibilities of Nominated Entity

1. Meet timelines for development and implementation set by the SRA

(ADFCA)

2. Actively audit their system to ensure compliance with Abu Dhabi Emirate

EHSMS.

3. Undergo an annual third party external compliance audit and submit

results to the SRA (ADFCA)


4. Report EHS incidents to the SRA (ADFCA)

First Aid Injury

Equipment / Property Damage

Lost Time Injury

Fatality ...etc

Environmental Incidents

A Lost Time Injury Severity Rate (LTISR)

No. of Days Lost / Working Hours x 1,000,000


6. Report periodically to the SRA (ADFCA) on the performance of their

EHSMS

EHS Department Resources

Number of EHSMS Workshops / Seminars or Similar Training

Organized / Performed / Attended

Number of written warning notices received from the SRA as a

result of non-compliance to EHSMS requirements

Power Consumption

Water Consumption


Water use (in production processes, office activities or as drinking

water)

Paper Consumption

Average number of paper pages used per employee per month

Fuel Consumption

Average fuel consumption of entity owned and /or operated vehicles.

Amount of non-hazardous (solid and liquid) waste collected by

Service Providers for disposal by the entity

Others

Roles and Responsibilities of Nominated Entity :

Entities Registration and

Nomination Procedure

ADFCA Role

• Assessing the risk level

• Identifying entities to be registered

• Identifying entities to be nominated

• Gaining official approval to nominate specific entities

Who is Responsible?

– Everyone –individuals,

entities, sectors,

government

– EHSMS clearly defines

responsibility

– Government is regulator

– Sectors are doers

– Community benefits

Entity Risk Assessment Process

• ADFCA will perform a risk assessment on the entities

• The assessed level of risk will specify whether an entity has

to comply with the requirement of the AD EHSMS RF or

Requirement of AD EHS RI- Mechanism 5.0- EHS

Requirement for Low Risk Entities

• The Minimum criteria to be followed:

– Complexity/ nature and frequency of operation and

activities performed.

– Number of employees

– Use, storage and/or emission of hazardous materials

Registration Process

Nomination of Entities

• Send nomination letter to the food entity

• The nominated entity acknowledge receipt

• Visiting the entity for explanation.


Notification to Entities


Approval of EHSMS

EHS Performance Reporting


Completing the

Registration form A,

submitted to ADFCA as

Softcopy/hardcopy.


• The EHSM System will be reviewed and approved by

ADFCA EHS team.

• Should the EHSM System require additional work, this

will be explained to the entity for amendment and

resubmission.

• Approval notification will be submitted.


•Inform of any changes to entity or

contact details

•Extension to any development or

implementation timeline.

•ADFCA will review the submitted

registration and will contact you if

any changes need to be made,

otherwise you will be advised that

the registration has been

approved


Notification to Entities


Approval of EHSMS

EHS Performance Reporting


Further Information

www.adehsms.ae

Abu Dhabi Environment, Health & Safety Center

http://www.adehsms.ae/