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GAIL (India) Limited Vaghodia

INTEGRATED MANAGEMENT SYSTEMS MANUAL

IN LINE WITH REQUIREMENTS OF

ISO 9001:2008, OHSAS 18001:2007 & ISO 14001: 2004 DOC NO : AM01

ISSUE NO.: 02; DATE : 01.05.2012REV. NO. : 04; DATE : 01.06.2016

AUTHORISED HOLDER: COPY No.:

GAIL (India) Ltd.,GIDC INDUSTRIAL ESTATE VAGHODIA, DISTRICT VADODARA-391760

GUJARAT

REG. OFFICE : 16, BHIKAIJI CAMA PLACE, R. K. PURAM, NEW DELHI 110 066

======================================================================NO PART OF THIS DOCUMENT IS TO BE REPRODUCED IN ANY OR BY ANY MEANS,

FOR ANY PURPOSE, WITHOUT THE EXPRESS WRITTEN PERMISSION OF GAIL===========================================================

Sl.No.

DocumentRef. No.

ISO 9001:2008Clause No.

ISO 14001:2004

Clause No.

OHSAS 18001:2007Clause No.

TITLE No. ofPg.’s

Rev. Status

01 CH AM01.1 Contents 03 0202 CH AM01.2 Abbreviations 01 00

03 CH AM01.3Approval & Issue 01 00

04 CH AM01.4Amendment History 02 04

05 CH AM01.5Authorized Holders 01 00

06 CH AM01.6Company Profile 07 01

07 CH AM01.7 1 1 1 Scope 01 00

QSHE Management System Requirements

08CH AM01.8

4.1 4.1 4.1 General Requirements

09 CH AM01.9 5.3, 5.1 4.2 4.2 Policy5.4 4.3 4.3 Planning

10CH AM01.10

- 4.3.1 - Environmental Aspects

11

CH AM01.11

- - 4.3.1

Planning for Hazard Identification, Risk Assessment & Control

12CH AM01.12

5.2,7.2.1 4.3.2 4.3.2Legal and other Requirements

13CH AM01.13 5.4.1,

5.4.2,8.5.1

4.3.3 4.3.3 Objectives and Targets and Programme(s)

7.0 4.4 4.4Implementation and Operation

14

CH AM01.14 5.1, 5.2, 5.5.1,5.5.2, 6.1, 6.3,6.4

4.4.1 4.4.1

Resources, roles, responsibility and authority

15CH AM01.15

6.2.1,6.2.2 4.4.2 4.4.2

Training, Awareness & Competence

16CH AM01.16 5.5.3,

7.2.3 4.4.3 4.4.3 Communication

17 CH AM01.17 4.2.1 4.4.4 4.4.4 Documentation

18CH AM01.18

4.2.3 4.4.5 4.4.5 Documentation Control

19

CH AM01.19

7.1 4.4.6 4.4.6 Operational Control

Sl.No.

DocumentRef. No.

ISO 9001:2008Clause No.

ISO 14001:2004

Clause No.

OHSAS 18001:2007Clause No.

TITLE No. ofPg.’s

Rev. Status

20CH AM01.20

8.3 4.4.7 4.4.7Emergency Preparedness & Response

8.0 4.5 4.5 Checking and Corrective Action

21 CH AM01.21 7.6, 8.2.3, 8.2.4, 8.4

4.5.1 4.5.1 Monitoring and Measurement/ Performance/Measurement and Monitoring

22 CHAM01.22 8.2.3,8.2.4

4.5.2 4.5.2 Evaluation of Compliance

23 CH AM01.23 8.3,8.4,8.5.2, 8.5.3

4.5.3 4.5.3.2 Non Conformance & Corrective & Preventive Action

24 CH AM01.24 4.2.4 4.5.4 4.5.4 Control of Records

25 CH AM01.25 8.2.2 4.5.5 4.5.5 Internal Audit26 CH AM01.26 5.1,5.6,

5.6.1, 5.6.2, 5.6.3,8.5.1

4.6. 4.6 Management Review

27 CH AM01.27 7.1 4.4.6 4.4.6 Planning of Product realization

28 CH AM01.28 5.2,7.2, 7.2.1, 7.2.2

- - Customer related Processes

29 CH AM01.29 7.4.1, 7.4.2, 7.4.3

- - Purchasing Process

30 CH AM01.30 7.5, 7.5.1, 7.5.5

- - Production and Service Provision

Approved by: (Management Representative)

GAIL (India) Ltd. Vaghodia.INTEGRATED MANAGEMENT SYSTEM MANUAL

TITLE: ABBREVIATIONS

BLEVE : Boiling Liquid Expansion Vapour Explosion

BPCL : Bharat Petroleum Corporation Limited

E & Q : Environment and Quality

ELEC. : Electrical

IMS : Integrated Management Systems

EMS : Environmental Management System

QMS : Quality management Systems

OHSMS : Occupational Health & Safety Management Systems

ESP : Environmental System Procedure

ETP : Effluent Treatment Plant

F & S : Fire and Safety

GAIL : GAIL (India) Limited

GIDC : Gujarat Industrial Development Corporation

GNFC : Gujarat Narmada Fertilizer Company

GPCB : Gujarat Pollution Control Board

GT : Gas Turbine

HBJ : Hazira-Bijaipur- Jagdishpur

HC : Hydrocarbon

HDPE : High Density Poly Ethylene

HOD : Head of the Department

IGT : Institute of Gas Technology

INST. : Instrument

DOC. No.: CH AM01.2 REV. NO.: 00 REV. DATE: 01.10.2011 PAGE NO.4


TITLE: ABBREVIATIONS

IOC : Indian Oil Company

IPCL : Indian Petrochemical Company Limited

LLDPE : Linear Low Density Poly Ethylene

LNG : Liquefied Natural Gas

MGL : Mahanagar Gas Limited

MMSCM : Mega Metric Standard Cubic Meter

MMSCMD : Million Metric Standard Cubic Meters per Day

MMTPA : Mega Metric Tonne Per Annum

MOEF : Ministry of Environment and Forest

MR : Management Representative

MT : Metric Tonne

NTGG : Natural Gas Liquid to Gas & Gasoline

DGM (O&M) : Officer In-Charge

ONGCL : Oil & Natural Gas Corporation Limited.

OPS : Operation

PARC : Petroleum and Research Center

PSV : Pressure Safety valve

RG : Regeneration Gas

SBP : Special Boiling Point liquid

SMP : Sustaining Membership Programme

WI : Work Instruction / Operation Control Procedure

WWTP : Waste Water Treatment Plant



TITLE: APPROVAL & ISSUE

THE INTEGRATED MANAGEMENT SYSTEMS MANUAL

DOCUMENT NO. AM01 WHICH IS IN CONFORMANCE TO THE

REQUIREMENTS OF ISO 9001:2008 QUALITY MANAGEMENT

SYSTEM STANDARDS, ISO: 14001:2004 INTERNATIONAL

ENVIRONMENT SYSTEM STANDARDS, AND OHSAS 18001:2007

OCCUPATIONAL HEALTH AND SAFETY MANAGEMENT

SYSTEMS SPECIFICATION IS HEREBY APPROVED AND

ISSUED TO ALL THE AUTHORIZED HOLDERS FOR ITS

IMPLEMENTATION.

ALL THE AUTHORIZED HOLDERS ARE REQUESTED TO

ENSURE ITS COMPLIANCE IN THEIR RESPECTIVE AREAS AND

TO UPDATE IT AS AND WHEN AMENDMENTS ARE ISSUED TO

THIS DOCUMENT.

THE CHANGE MANAGEMENT OF THIS MANUAL SHALL

FOLLOW THE REQUIREMENTS OF DOCUMENT & DATA

CONTROL PROCEDURE IN THIS MANUAL.

Prepared & Reviewed By Approved By (Management Representative) (Officer in Charge / DGM (O&M)



TITLE: AMENDMENT HISTORY

Amdt No.

Amdt. date

DiscardNature of change

Insert

Sign. Issue

Controller

Chap. No. Page. No. Chap. No. Page

No. Rev

01 01.05.2012 AM01.09 21 Change of Designation AM01.9 21 01

02 01.05.2012 AM01.09 22 Omission of Word Occupier AM01.09 22

01

03 01.05.2012 AM01.14 44 Word Occupier replaced by Factory Manager AM01.14 44

01

04 01.05.2012 AM01.14 49 Word Occupier replaced by Factory Manager AM01.14 49

01

05 01.05.2012 AM01.16 56 Change of Designation AM01.16 56 01

06 01.05.2012 AM01.30 92 MFO replaced with Naphtha AM01.30 92

01

07 01.05.2012 AM01.04A 96 Target Dates Review AM01.04A 96 01

08 01.05.2012 AM01.04B 97 Target Dates Review AM01.04B 97 01

09 01.05.2012 AM01.04C 98 Target Dates Review AM01.04C 98 01

10 01.05.2012 AXM01.05 99 Change in Organogram AXM01.05 99 01

11 23.04.13 AXM01.05 99 Change in Organogram AXM01.05 99 02

12 08.01.2014 AM01.04A 95 Target Dates Review AM01.04A 96 02

13 08.01.2014 AM01.04B 96 Target Dates Review AM01.04B 97 02

14 08.01.2014 AM01.04C 97 Target Dates Review AM01.04C 98 02

15 09.07.2014 CHAM01.1 1-3 Approver CHAM01.1 1-3 0116 09.07.2014 CHAM01.3 6 Approver CHAM01.3 6 0117 09.07.2014 CHAM01.4 7 Change in Amnd History CHAM01.4 7 0318 09.07.2014 AXAM01.03 94 Change in HSE policy AXAM01.03 94 0119 09.07.2014 AXAM01.04A 95 Target Dates Review AXAM01.04A 95 0320 09.07.2014 AXAM01.04B 96 Target Dates Review AXAM01.04B 96 03

21 09.07.2014 AXAM01.04C 97 Target Dates Review AXAM01.04C 97 03

22 09.07.2014 AXAM01.05 98 Change in Organogram AXAM01.05 98 03

23 26.09.2014 CH AM 01.6 09-17 Change in Company profile details CH AM 01.6 09-17 01

DOC. No.: CH AM01.4 REV. NO.: 04 REV. DATE: 26.09.2014 PAGE NO. 7


TITLE: AMENDMENT HISTORY

Amdt No.

Amdt. date

DiscardNature of change

Insert

Sign. Issue

Controller

Chap. No. Page. No. Chap. No. Page

No. Rev

24 26.09.2014 CHAM01.1 1-3 Change of approver CHAM01.1 1-3 01

25 26.09.2014 CHAM01.3 6 Change of approver CHAM01.3 601

26 26.09.2014 CHAM01.4 7 Change in Amnd History CHAM01.4 7 & 7A

03

27 26.09.2014 CH AM 01.7 18 Change in Scope CH AM 01.7 18 01

28 26.09.2014 CH AM 01.13 30-39 Change in Objective, Targets & Programs CH AM 01.13 30-39 01

2926.09.2014

AXAM01.04A 95 Target Dates Review AXAM01.04A 9503

30 26.09.2014 AXAM01.04B 96 Target Dates Review AXAM01.04B 96 03


32 01.06.2015 AXAM01.04A 95 Target Dates Review AXAM01.04A 95 04

33 01.06.2015 AXAM01.04B 96 Target Dates Review AXAM01.04B 96 04


35 19.10.2015 CH AM01.26 81-83 Title Change CH AM01.26 81-83 01

DOC. No.: CH AM01.4 REV. NO.: 04 REV. DATE: 19.10.2015 PAGE NO. 7 A


TITLE: AUTHORIZED HOLDERS

SR. NO. AUTHORISED HOLDER COPY NO.

1MR cum AUDITOR’S COPY -MASTER COPY (HARD COPY)

01

2 GAIL VAGHODIA – LOCAL INTRANET (SOFT COPY)

Not Applicable

Note:

i. Copy Nos. 01 is issued to the Auditors (internal / external), for the duration of the audit, and are withdrawn once the audit is completed. These are maintained with the MR.

ii. Soft Copy of manuals (Read Only) is a controlled copy available in the local server for reference of interested parties / employees and is amended by the DCO with necessary approval of MR. from time to time as and when required.


GAIL (India) Ltd. Vaghodia.INTEGRATED MANAGEMENT SYSTEMS MANUAL

TITLE: COMPANY PROFILE (GAIL, Vaghodia)

MAIN FUNCTION

GAIL (India) Limited was established by the Government of India in August 1984 for handling post exploration activities relating to natural gas with the objective of accelerating and optimizing the effective and economic use of natural gas and its fractions to the benefit of national economy. GAIL was established with the authorized and paid up capital of Rs.1000 Crores and Rs. 845.65 Crores, respectively.

Within a period of 26 years, GAIL has emerged as a Gas Major of India and maintained its position as the No. 1 Gas Company in India. GAIL, in the last two decades of its existence, has created a sizeable natural gas market in the country. GAIL handles around 157 MMSCMD of Natural Gas through its Transmission Network, and holds around 90% share in Natural Gas Transmission business.

It has won the Excellent MOU Performance Award for the past 7 years consecutively, and particularly in the year 2003-04, it secured 1st place amongst PSEs with a perfect score of 1.00. It has also maintained its Navratna Status right since it was granted the same.

On International front, GAIL has been declared by PLATTS, as 1st amongst Global Gas Utilities based on Return on Invested Capital (ROIC) in its Worldwide Survey of Top 250 Energy Companies (2002). GAIL also joined Top 10 Club of Global Energy Companies based on Return on Invested Capital (ROIC) in Platts Worldwide Survey of Top 250 Energy Companies (2002). In the FORBES 2000 (2005), GAIL has been ranked 12th amongst the list of Indian Companies with the Global Rank of 1250.

It has also received several prestigious awards like NPMP, SCOPE (Institutional category), GREENTECH, and GOLDEN PEACOCK for CORPORATE GOVERNANCE, GOLDEN PEACOCK for Innovation Management, GHEWITT-CNBC, The PetroFed oil & Gas pipeline Transportation - Company of the Year for 2007-2008 Award, and HT POWERJOBS in the field of HR MANAGEMENT, ICWAI, NATIONAL and INTERNATIONAL SAFETY AWARDS from BRITISH SAFETY COUNCIL, OISD, PCRA etc.

In its two-decade long journey, GAIL has integrated across the GAS-VALUE CHAIN, and has transformed itself from purely Gas Transmission and Marketing




Company to an Integrated Gas Major in India, with an entry into the Global Market.

From a Transmission Company, GAIL has expanded downstream into Gas Processing – LPG and other Value-Added Liquid Hydrocarbon Products and Gas-based Petrochemicals. It has also leveraged its Core Competence by way of setting-up world’s largest Jamnagar-Loni Liquefied Petroleum Gas (LPG) Transmission Pipeline and further leveraged its Natural Gas and LPG Transmission Network Infrastructures for Telecommunications business.

To ensure long-term gas-supply security from multiple natural gas sources, the company has also ventured into Liquefied Natural Gas Re-gasification and Exploration and Production through Joint Ventures / Equity Participation routes. In fact, GAIL played a lead and pivotal role in sourcing R-LNG from Ras Gas, Qatar and developing R-LNG market in a market which was regulated with Administered Gas Price, around 1/3rd of the price of R-LNG.

GAIL has also realized the downstream natural gas business potential in terms of Gas-Power Convergence and Natural Gas Retailing, and hence ventured into these areas by way of Joint Ventures / Equity Participation.

Today, GAIL is the owner and operator of: India's largest Gas Transmission Networks (7847 kms)

World's longest exclusive Jamnagar-Loni LPG pipeline (1269 kms) and another one Vizag-Secunderabad LPG pipeline (653 kms.)

Seven Gas Processing facilities with a capacity of more than 1.2 MMTPA of LPG

India's largest gas-based Petrochemicals Complex with an installed capacity of 410,000 TPA of Polyethylene (HDPE, LDPE, LLDPE).

Optic Fibre Cable Network of more than 13,000 Kms to offer bandwidth as a Carrier's Carrier in the Telecom sector

GAIL has financial exposure in following ventures in the form of Joint Ventures / Equity Participation, in India and abroad:




Exploration and Production – Varied equity participation, ranging from 10% - 80% in 14 blocks. Out of these, one block in Myanmar having huge gas reserve and would become potential supply source for Indian markets.

LNG Re-Gasification – 12.5% in Petronet LNG Limited

Gas based Power – 12.85% in GSEG in Gujarat

City Gas Distribution and CNG/PNG – Participation in India and abroad:

Indraprastha Gas Limited in Delhi – 22.5% Mahanagar Gas Ltd. in Mumbai – 49.75%

Bhagyanagar Gas Limited in Hyderabad – 25%

Central UP Gas Ltd. in Kanpur – 22.5%

Tripura Natural Gas Co.Ltd.- 29%

Fayum Gas Co., Egypt – 19%

NatGas, Egypt – 15%

SHELL CNG, Egypt – 22%

China Gas Holdings Co. Ltd – 9%.

Project RGPPL – Ratnagiri Gas and Power Limited (Dabhol) with equity contribution of Rs.500 Crores. To play a role of sourcing LNG and operating LNG Re-gasification terminal.

GAIL has taken several major business initiatives in order to to have its sustainable long-term “Industry Leadership in Indian Natural Gas Market”, which are as follows: Sourcing of additional 2.5 – 5 MMTPA LNG from Ras Gas, Qatar

Sourcing of 5 MMTPA LNG from Iran and negotiating for another 2.5 MMTPA




Sourcing of LNG from other countries like Australia, Malasiya and other Middle-East countries

Acquiring stakes in other E and P blocks in Mynamar. Also, bidding for blocks in other countries like Indonesia, Libya, African and Middle-East countries for “Oil for Gas”.

Nodal role in import of gas through proposed Iran-India and Myanmar-India cross-border pipelines

Developed Blueprint of National Gas Grid that would integrate existing and potential sources of Natural Gas with existing and potential markets under a common infrastructure across the country. It would benefit the end-consumers in terms of uninterrupted gas supply at optimum delivered price. Above all, natural gas is an environment friendly and comparatively efficient fuel.

GAIL has more than 60 major work centers in the form of modern assets and marketing network throughout India and is efficiently managing its business operations with less than 3400 employees.

GAIL's Vision: “Be the leading company in Natural Gas and Beyond, with Global Focus, Committed to Customer Care, Value Creation for all Stakeholders and Environmental Responsibility”.

Corporate Mission: "Accelerating and optimizing the effective and economic use of Natural Gas and its fractions to the benefit ofnational economy"

GAIL-VAGHODIA1. Brief Description GAIL (India) Limited- Vaghodia is located in GIDC Industrial Estate – Vaghodia, which is at a distance of approx. 35 KM from Vadodara city. With respect to the plant operations carried out in Vaghodia, GAIL-Vaghodia is divided into mainly following four units:




Unit-I : LPG recovery Plant (also known as Gas Processing Unit)Unit-II : Compressor Station (also known as GREP)Unit-III : Naphtha PlantUnit-IV : Heat Recovery Steam Generation (HRSG)

Unit-I: Gas Processing UnitThe Gas Processing Plant was set up at a project cost of Rs 50 Crores in January 1993 for extraction of LPG from (sweetened, dehydrated and dew point depressed) Natural Gas coming from M/s ONGC’s Hazira gas processing complex through HVJ pipeline. The main product of this plant is LPG. NGL (Natural Gas Liquids) is also obtained after extraction of LPG which is further fractionated to produce Naphtha. The lean gas is supplied to downstream customers (M/s IOCL, M/s GSFC, M/s GIPCL and M/s RIL) through GAIL’s gas terminal located at Undera in Vadodara. All LPG and Naphtha produced at Vaghodia plant is sold to M/s BPCL and M/s RIL respectively. The transportation of products LPG & Naphtha from our premises through tankers are carried out by M/s BPCL and M/s RIL.

The LPG Recovery plant consists of the following sections:a) Gas receiving and drying.b) Chilldown, Expansion and Re-compressionc) Regenerationd) Fractionation

Unit-II: Compressor StationThe compressors are located adjacent to LPG Recovery Plant within plant premises. It was commissioned in 1998 for boosting pressure of Natural Gas coming from Hazira through HVJ pipeline from suction pressure 50kgf/cm2 to discharge pressure 90 Kg/Cm2 and Natural Gas after boosting pressure is again fed to HVJ line which goes to Jhabua for onward transmission. There are three centrifugal compressors driven by gas turbines, two in running mode and one in standby mode. The salient parameters are as under:-

No. of compressors : 3 Nos. Inlet pressure : 50 Kg/Cm2




Outlet pressure : 93 Kg/Cm2

BHP : 17995 KW Capacity of each compressor : 15.8 MMSCMD

In addition to the above 01 No gas engine generator (GEG) of capacity 2.25 MW is installed for power generation. A diesel engine generator of 1500 KVA has been provided for meeting the power needs of emergencies and it starts automatically if power fails.

Unit-III: Naphtha plantNaphtha plant was set up as R&D project to process Heavy Hydrocarbons (bottom stream of LPG column in LPG Recovery plant) into value added products. HHCs from LPG plant are fed to packed bed Debutanizer column after being sent to feed surge drum. Naphtha produced from Naphtha plant is sent to Naphtha storage system and further sold to M/s RIL.

Unit-IV: Heat Recover Steam Generation

HRSG was commissioned in August’2012 to generate super-heated steam to the tune of 52 MT/ Hr, at 30 kg/cm2, 325oC. The HRSG System utilizes the flue gas energy from exhaust gases from Rolls Royce RB211 Gas turbines that drives their respective compressors in open cycle, for generation of steam. After the installation of HRSG unit, the temperature of flue gas has been reduced from 450°C to about 140-150°C. The HP Steam generated in HRSG is supplied to M/s Apollo tyres.

2. Critical Business Information The organization has identified critical success factors as competitive factors. GAIL (India) Limited, Vaghodia has adopted the following efficient and effective control system as a critical success factors in this competitive world:

Maintain the quality of the product as per the guidelines issued by the BIS and the quality laboratory is accredited by NABL.

To keep the healthy relationship with the customer.




Safe and healthy working environment in the transportation of Natural Gas and Production of LPG from Natural gas.

Effectively monitor and control all environmental conditions to the protection from accidental loss.

Prevention of pollution and conserve Natural resources.

Responsibility / Accountability fixed at all levels to prevent physical injury, risk to health and damage to environment.

Continually update its technology / systems to improve the health, safety and environment conditions.

All the routine and non-routine jobs are identified and their risk assessment done. Management programme are made to reduce the high risk to low risk in various jobs.

Adopting National as well as international HSE auditing system.

Different awards related to Health, safety and environment from different organizations like OISD, BSC, GSC, Greentech etc. gives an additional weightage towards recognition.

3. Market And Customer of the Company Major Market : National

M/s Bharat Petroleum Corporation Limited (BPCL) is the only customer for LPG which is produced at Vaghodia. The product dispatched to the BPCL bottling plants through road tankers. The Naphtha plant products are purchased by private companies / parties from different areas / location across India.

Natural gas is transported through underground pipe line and distributed to the online customer viz. IOCL, GSFC, IPCL, APOLLO TYRES, SGPL etc.

4. Disaster Control Plan




GAIL-Vaghodia is having its own On-Site Disaster Control Plan to enhance our efficiency for handling any kind of emergency. Conducting mock drills once in a quarter religiously practiced in line with our onsite Disaster Control Plan. The same plan has been practiced / in action since construction of this plant. The above mentioned plan has been verified up to the satisfaction of various Statutory Authorities like representatives of Oil Industry Safety Directorate, Factory Inspectorate, Govt. of India and District Authorities etc. The above plan clearly defines the category of hazards and mitigation methods and thus the role and responsibilities of all levels of personnel involved. A procedure is being established for preventing and mitigating the hazards which may have direct / indirect impact on environment and all kinds of emergency situations.

There are 2 nos. of emergency fire tenders, 1 no of Ambulance and fire trained personnel on round the clock basis, auxiliary fire-fighting squad, first aiders in every shift and various types of fire protection and safety equipment to handle any kind of emergency at LPG Plant & Compressor station Vaghodia.

An OFF SITE DISASTER CONTROL PLAN has also been drawn up and practiced by the district administration in consultation with the Factory Inspectorate and necessary inputs from GAIL have already been submitted. Latest copy of OFF SITE DISASTER CONTROL PLAN has been received from Factory Inspectorate (DISH, Govt. of Gujarat).

4.0 Social and Welfare Development

Competitions for children of nearby Villages, Schools are motivated for thinking the theme of “OIL and FUEL CONSERVATION and ENVIRONMENT PROTECTION” on the eve of Oil Conservation fortnight and Environment day.

5.0 Mission


GAIL was established by the Government of India for handling diverse post-exploration and production activities relating to Natural Gas viz. transportation, processing, distribution and marketing of gas and its fractions and byproducts. The company has a corporate mission to:



Accelerating and optimizing the effective and economicuse of Natural Gas and its fractions to the benefit ofnational economy.

6.0 VISION:

Be the leading company in Natural Gas and Beyond, with Global Focus, Committed to Customer Care, Value Creation for all Stakeholders and Environmental Responsibility



TITLE: SCOPE

SCOPE:Integrated Management System covers the Quality Management systems, Environmental, Occupational Health & Safety requirements of GAIL, Vaghodia and follows the specification set by: ISO 9001:2008 Quality Management system- Specifications with guidance for useISO 14001:2004 Environmental Management Systems – Specifications with guidance OHSAS 18001:2007 Occupational Health and Safety Management Systems Specifications

Scope:

“ Processing of Natural Gas for Recovery and Supply of LPG and Naphtha”

The system is applicable to all the activities / product and service at GAIL, Vaghodia, for production and supply of its Products.

Exclusions

This system is not applicable to the following clauses:1. Compressor Station is excluded from the scope of Integration as Compressor Station is an

integral part of HVJ pipe line, responsible for gas transmission across the pipe line, for which ISO-9001:2008, ISO-14001:2004 and OHSAS:18001:2007 Certification is obtained separately and operated centrally by GAIL-Vijaipur work centre.

2. Clause Number 7.3 – Design and Development under ISO 9001:2008

The business process carried out by GAIL, Vaghodia does not call for design and development of the product. It is affirmed that these exclusion does not affect our ability or responsibility to provide product that meets customer and applicable regulatory requirements.

3. Clause Number 7.5.2 – Validation of Processes under ISO 9001:2008 Validation of Processes is not required as the unit is not involved in any process that can be validated through further testing and monitoring.



TITLE: GENERAL REQUIREMENTS

1.0 PURPOSE : To establish and maintain an Integrated Management System based on the Quality Management Systems as per ISO 9001:2008, Environment Management Systems Specification with Guidance for use ISO 14001: 2004, and Occupational Health & Safety Management Systems as per OHSAS 18001:2007 for all its processes, activities, products and services

2.0 SCOPE : Applicable to all processes, activities, product and services of GAIL, Vaghodia.

3.0 RESPONSIBILITY : All employees

4.0 SYSTEM REQUIREMENTS:

1. To establish an Integrated Management Systems by addressing all the Requirements of ISO 9001:2008, ISO-14001: 2004, and OHSAS 18001:2007 For easy Understanding and effective implementation supporting activities include:

a) To bring about awareness of IMS to all employees.b) To organize Initial QSHE Reviewc) To aid in identification of environmental aspects and associated impacts d) To aid in identification of hazards and associated risks.e) To take into account the following in design, implementation and maintenance of the IMS

Environmental Aspects & Associated impacts identified through IER Hazards and associated risks identification Company Environmental, Quality and Safety policy. Applicable EHS Legislation Internal / external communication records.

f) To co-ordinate IMS related activities

2. Identified the processes needed for the Integrated Management System and their application throughout the organization as given in AXAM01.01(Master list of processes). These are for the existing range of products offered based on the understanding of current requirements of customers.

3. Determined the sequence and interaction of these processes as depicted schematically in AXAM01.02( Site Organogram ).

4. Determined the criteria and methods needed to ensure that both the operation and control of these processes needed are effective. (Ref. Section 7 and 8).

5. Ensured the availability of resources and information necessary to support the operation and monitoring of these processes and periodically reviews them.



TITLE: GENERAL REQUIREMENTS

6. Established and implemented the system for monitoring, measuring and analyzing these processes.

7. Established and implemented the system of implementing actions necessary to achieve planned results and continual improvement of these processes

8. The analysis of the process data/information is used for initiating corrective and preventive action for continual improvement of the integrated management system.

9. To assist in enhancing the QSHE performance though demonstrating continual improvement, improvement Measures in Processes. Products and services which interact with the quality, safety, health and environment aspects of our organization.

10. To cross link different documents of the IMS with existing documented production / maintenance & other specified practices.

11. To organize periodic Integrated Management System review with the top management

5.0 REFERENCE:

AXAM01.01 Master List of all the Processes AXAM01.02 Sequence and Interaction of these processes P MM01.02 Procedure for Control of DocumentP MM01.04 Procedure for Quality & Environmental Records



TITLE: QUALITY AND SHE POLICY

1.0 PURPOSE:

To define the QSHE Policy of GAIL (India) Ltd, Vaghodia.

2.0 SCOPE:

Applicable to the Gas Processing Unit of GAIL (India) Limited, Vaghodia.

3.0 RESPONSIBILITY:

The DGM (O&M) is responsible for defining the Quality, Safety, Health & Environment policy, updating it to meet he requirement of the time.The responsibility of providing the policy to public on demand lies with Management Representative.

4.0 SYSTEM REQUIREMENT:

The policy will be appropriate to the customer requirements, management commitment, nature, scale and environmental impacts, occupational health and safety associated risks of all the process, activities, products or services of GPU, GAIL-Vaghodia

The policy will include commitment to continual improvement, customer satisfaction and prevention of pollution and OHS Risks.

Commitment to comply with all the relevant legislation and regulations and industry specific guidelines of Oil Industry Safety Directorate (OISD) as applicable and to which GAIL subscribes.

The top management ensures that employees at all levels within the organization understand the goals and objectives of the organization and its integrated management system. This is achieved through regular meetings and conduct of training programs.




The top management conducts management reviews and discusses the importance of the following:

i. Customer requirements.

ii. Quality, Environment and Occupational Health and Safety objectives.

iii. Statutory, legal, and regulatory requirements.

iv. Continual improvement goals.

The top management has established Quality, Safety, Health & Environment policy and quality, environment and SHE objectives, which is made known to all the personnel.

The top management conducts periodic management review.

The top management has provided adequate resources for carrying out the activities as per requirement given in chapter CHAM01.4.1 of this manual.

The top management carries out the activities relating to monitoring, measurement, analysis and improvement as described in chapter CHAM01.8.0 of this manual.

Communicating to the organization the importance of meeting customer as well as statutory and regulatory requirements as defined in the “Procedure for Legal and Regulatory Requirements” P-MM01-10

The organization has defined and documented its policy for quality, Safety, Health and Environment as per AXAM01.03

The quality, Safety, health and environment policy has been signed by the OIC Vaghodia showing commitment at the highest level. It is appropriate to the purpose of the organization as this is in line with the Vision and Mission of the Organization. Future business opportunities are identified based on the market trend / requirements, present capabilities and customer requirements.

It is ensured that the Quality, Safety, Occupational Health and Environment, Policy are understood by all the employees of the Organization. The policy is made known to employees through discussions, training programmes, handouts, display boards and any other means felt appropriate.

The Quality, Safety ,Health and Environment Policy is reviewed for continuing suitability during the Management Review meeting every six months and necessary actions will be taken.




5.0 QUALITY, ENVIRONMENTAL AND OCCUPATIONAL HEALTH AND SAFETY POLICY OF GAIL, VAGHODIA.

GAIL has issued separate corporate Quality policy and separate corporate Environment, Health and Safety Policy. The Quality, Safety, Health & Environment policy of GAIL, Vaghodia is extracted from the corporate Quality policy and Corporate Health, Safety and Environment Policy with specific process inputs of Vaghodia .

6.0 REFERENCE:

Corporate Environment, Health and Safety Policy of GAIL (India ) Limited.Corporate Quality policy of GAIL ( India ) limited.P MM01.01 Procedure for Management Review



TITLE: ENVIRONMENTAL ASPECTS

1.0 PURPOSE:

To identify and periodically update the environmental aspects of activities, products or services of GPU, GAIL, Vaghodia that it can control and over which it can be expected to have an influence. Environmental aspects are identified in order to determine those, which have or can have significant impacts on the environment.

2.0 SCOPE:

Applicable to all the activities carried out at GPU, GAIL- Vaghodia.

3.0 RESPONSIBILITY:

The overall responsibility for establishing, documenting and updating this system lies with Management Representative.

The responsibility for identifying and periodically updating the environmental aspects related to a department, lies with the concerned departmental heads.


Ÿ GAIL, Vaghodia has established its position with regard to its commitment to environment by means of an environmental review carried through direct inspection and measurement of

- Legislative and regulatory requirements.- Identification of significant environmental aspects.

Ÿ “Procedure for Identification of Significant Environmental Aspects” will be implemented, established and maintained to identify the environmental aspects of activities, products or services which have or can have significant impact on the environment.

The following points will be taken into account during the process of determining significance of environmental aspects:

a. Inputs (including, use of raw materials and natural resources) and outputs (including emissions to air, releases to water, waste management, contamination of land).- associated with current, relevant past and, reasonably foreseeable, i.e. future (such as plant modifications, new product introductions, new or planned developments) activities, products and services.- During normal operating, shut down / start up conditions and emergency situations.

b. Local environmental and community issues.



TITLE: ENVIRONMENTAL ASPECTS

c. Each product, component or raw material input may not be considered. Categories of products, components or raw materials may be selected to identify those aspects most likely to have significant impact.

It will be ensured that wherever possible the aspects related to the identified significant impacts are considered in setting environmental objectives.

The information on the identified environmental aspects will be kept up to date by periodically reviewing once a year, in cases of emergency situations and/ or plant modifications.

5.0 REFERENCE:

“Procedure for Identification of Significant Environmental Aspects” P MM01.13

6.0 RECORDS:

The records mentioned in the above procedure will be maintained.



TITLE: PLANNING FOR HAZARD IDENTIFICATION, RISK ASSESSMENT & CONTROL

PURPOSE:

To identify and periodically update the OHS Hazards and associated risks of activities, products or services of GAIL, Vaghodia that it can control and over which it can be expected to have an influence. OHS hazards are identified in order to determine those, which have or can have non tolerable risks.

2.0 SCOPE:

Applicable to all the activities carried out at GPU, GAIL-Vaghodia.

3.0 RESPONSIBILITY:

The overall responsibility for establishing, documenting and updating this system lies with Management Representative.

The responsibility for identifying and periodically updating the OHS hazards related to a department, lies with the concerned departmental heads.


Ÿ GAIL, Vaghodia has established its position with regard to its commitment to Occupational health and safety by means of an OHS review carried through direct inspection and measurement of

- Legislative and regulatory requirements.- Identification of unacceptable risks.

Ÿ The organization has identified the hazards associated with all its activities and products especially the ones which have or can have significant bearing on the Occupational Health & Safety and Environment. The identification of OHS risks is an on-going process that determines the status of the already identified risks and any potential new risks arising due to ongoing or new activities, products and services. The risks have been identified based on the routine and non-routine activities of the organization including the activities of the personnel having access to the work place including contractors and visitors and the use of facilities / resources at the work place. A register of OHS Hazards and Risks (RR-01) has been established on the basis of an Status Review undertaken for all the plant activities by the core group to establish the current position with regard to the OHS using risk assessment criteria based on likelyhood and severity of the potential event.

A procedure [P MM01.16] has also been established to identity the hazards and assess the associated risks of various activities which have or can have significant impact on the Occupational Health & Safety.

5.0 REFERENCE:



TITLE: PLANNING FOR HAZARD IDENTIFICATION, RISK ASSESSMENT & CONTROL

“Procedure for Identification of OHS hazards and associated non tolerable Risks P MM01.16

6.0 RECORDS:

The records mentioned in the above procedure will be maintained.



TITLE: LEGAL AND OTHER REQUIREMENTS

1.0 PURPOSE:

To identify and have access to legal and other requirements to which the organization subscribes.

2.0 SCOPE:

Applicable to legal and other requirements concerning the Customer requirements, Process, environmental aspects and OHS hazards and associated risks of GAIL, Vaghodia’s activities, products or services.

3.0 RESPONSIBILITY:

The overall responsibility for establishing, documenting and updating the system lies with the Management Representative.Key responsibility for ensuring applicable legal compliance lies with the respective user departments.


“Procedure for Legal and Regulatory requirements” will be established, implemented and maintained to identify and have access to- Applicable EHS laws and regulations- Relevant regulatory authorities - Applicable EHS legal and other environmental requirements to which organization subscribes are considered in developing, implementing and maintaining IMS.

The top management ensures that customer requirements are determined and are met (Ref. CHAM01.5.2) with the aim of enhancing customer satisfaction) the top management also ensures through Management Representative and other means the promotion of awareness of customer requirement throughout the organization. They will facilitate in the understanding of customer requirements with the aim of enhancing customer satisfaction.

The system will be modified if required to ensure product/service delivery in line with the requirements.

The Quality specifications of Products are informed to the Customer and we are having a procedure for Handling of Customer Complaints (PMM01. 12).

The procedure will also define how to track compliance to these laws. To ensure access to the latest applicable laws, regulations and updates, the respective user departments will keep themselves abreast by liaising / being informed through regulatory bodies such as Pollution Control Board, MOEF etc.



TITLE: LEGAL AND OTHER REQUIREMENTS

It will be ensured the latest revision of the applicable laws and regulations are followed.

GAIL, Vaghodia will also be informed about the changes in QSHE law by the QSHE auditors.

An up-to-date list of Acts and Rules will be prepared and maintained by concerned HOD.

5.0 REFERENCE:

“Procedure for Legal and Regulatory Requirements” P MM01.10

6.0 RECORDS:All the records mentioned in the above-mentioned Procedure will be maintained.



OBJECTIVES, TARGETS & PROGRAMME(S)

1.0 PURPOSE:

To establish and maintain documented Quality, Safety Health and Environmental objectives and targets.

2.0 SCOPE:

Applicable to each relevant function and level within the organization involved with processes, activities, products or services of GAIL, Vaghodia, developed in line with the ISO 9001;2008, ISO 14001:2004, and OHSAS 18001:2007 standard.

3.0 RESPONSIBILITY:

The overall responsibility for establishing, documenting, implementing and updating the system related to QSHE objectives, targets and programme(s) lies with the Management Representative.

The overall responsibility for establishing, documenting, implementing and updating the objectives and targets lies with the Management Representative at organization level with the approval of top management.

The overall responsibility for establishing, documenting, implementing and updating the departmental targets in line with organizational objectives lies with the respective Departmental Heads in consultation with the Management Representative.


The organization has established specific current organizational QSHE objectives in line with the Quality, Safety, Health and Environmental policy.

The Organizations’ objectives, targets and programmes (which includes commitment to prevention of pollution), are described as per “Procedure for Establishing and Updating Objectives and Targets”, “Procedure for Environmental Management Programme”.

The organization has established and is maintaining documented occupational health and safety objectives, at each relevant function and level within the organization. The procedure is described in P MM01.17: Setting/ maintaining / reviewing OHS objectives & targets and prepare OHS management programme.

Quality Objectives (as stated in AXAM01.04) have been established based on the framework provided by the Quality Policy. Organizational Objectives department’s levels and functions are appropriately assigned within the organization. Where required additional Departmental objectives may be framed based on the organizational objectives. This is detailed in the “Procedure for establishing and updating of Objectives and targets” PMM01.08.

The process objectives for various processes, where appropriate, have been established in line with the quality objectives. They are in terms of performance measures and measured & analyzed for improvement as described in CHAM01.4.5.1.




While establishing and reviewing the current organizational environmental and OHS objectives, the following details will be kept in consideration:

Legal and other requirements. Significant environmental aspects and non tolerable OHS Risks. Technological options. Where practical, use of best available technology if

economically viable, cost effective and judged appropriate. Financial, operational and business requirements such as desired growth rate. Views of interested parties such as the neighboring community, villagers. Where appropriate, preventive measures shall be taken into account. Based on the organizational objectives, measurable organization wide targets shall

be established wherever practicable.

Based on the organizational objectives and targets, measurable targets will be framed department wise, wherever possible.

The performance with respect to the departmental targets will be monitored at departmental level every three months.

The environmental and OHS management programme will include

o Designation of responsibility for achieving objectives and targets at each relevant function and level of the organization.

o Means and the time frame by which they are to be achieved, which will take care of procurement of material, shutdown and availability of resources.

Whenever new projects / plant modifications are initiated or any other new or modified activities, products or services are introduced, the Environmental and OHS Management Programme will be amended, where relevant, to ensure that it applies to such activities.

For construction of civil and other structures the programme may address planning, design, construction, commissioning, operation and decommissioning, if required.

After completion of an Environmental and OHS Management Programme, its performance will be monitored and after satisfactory performance, it will be incorporated into the system as a procedure or work instruction.

The Environmental and OHS Objectives, Targets and Programme(s) (organizational / departmental) will also be reviewed during Management Review meeting once in six months for their performance or changes, if any.

THE OHS Management Programmes are described in the OHS Management Programme Register (OMP01) wherein it details the sequence of actions to be carried out, resources required or allocated, the responsibility & authority and time frame by which the objectives and targets are to be achieved.




The procedure for preparing OHS Management Programme is described in P MM01.17: Setting/ maintaining / reviewing OHS objectives & targets and prepare OHS management programme.

GAIL, Vaghodia management will provide all resources to meet the objectives, targets and programmes.

5.0 REFERENCE

“for Establishing and Updating Objectives and Targets” P MM01.08“Procedure for Environmental Management Programme” P MM01.14

“Procedure for preparing OHS Management Programme “P MM01.17

6.0 RECORDS

All the records mentioned in the above-mentioned Procedure will be maintained.




OBJECTIVES TARGETS AND PROGRAMS WITH RESPECT TO ISO: 9001, ISO: 14001 & OHSAS: 18001

SL NO

DETAILS OF OBJECTIVE STANDARD TARGET REMARKS

1 CONTINUAL MOTIVATION AND UPDATING OF SKILLS OF PERSONNEL THROUGH HRD ACTIVITIES

ISO:9001 2015-16 Details as per ANNEXURE: AX AM 01.04A

2 STRICT ADHERENCE TO QUALITY MAINTENANCE PROGRAMME USING MODERN MAINTENANCE (MANAGEMENT) TECHNIQUE

ISO: 9001 2015-16 Details as per ANNEXURE: AX AM 01.04A

3 OPERATING PLANT AND PROCESS RELIABLY AT OPTIMUM ENERGY LEVEL

ISO:9001 2015-16 Details as per ANNEXURE: AX AM 01.04A

4 REDUCTION IN ELECTRICAL ENERGY CONSUMPTION

ISO:9001 & ISO:140001

2015-16 Under progress as per Management programReference: ANNEXURE: AX AM 01.04B

5 DEVELOPMENT OF GREENERY IN & AROUND PLANT AREA

ISO:14001 2015-16 Under progress as per Management programReference: ANNEXURE: AX AM 01.04B

6 ENVIRONMENTAL AWARENESS FOR EMPLOYEES & CONTRACTORS


7 REDUCTION OF WATER CONSUMPTION WITH RESPECT TO PREVIOUS YEAR


8 EMERGENCY AWARENESS AND MAINTAINING SAFETY FOR EMPLOYEES & CONTRACTORS

OHSAS:18001 2015-16 Under progress as per Management programReference: ANNEXURE: AX AM 01.04C

9 CATEGORISATION AND MONITORING OF HEALTH LEVEL OF EMPLOYEES

OHSAS:18001 2015-16 Under progress as per Management programReference: ANNEXURE: AX AM 01.04C




MANAGEMENT PROGRAM FOR OBJECTIVE AND TARGETS FOR ISO: 14001

TITLE: REDUCTION IN ELECTRICAL ENERGY CONSUMPTION

1. SCOPE : GPU, Vaghodia

2. OBJECTIVE: To reduce fixed electrical energy consumption.

3. TARGET: To reduce the electrical consumption by 0.5% in FY 2015-16

4. PERFORMANCE CRITERIA: Daily electrical energy consumption.

5. RESPONSIBILITY: HoD (Ops.) & HoD (Elect.)

6. ACTIVITIES: Sr. No. Description Period Responsibili

ty

6.1 Study of present electrical consumption of fixed loads (minimum electrical energy required for utility services.) June 2015 HoD

(Elect.)

6.2Explore the possibilities for suitable modification in the present process system so as to achieve savings in electrical consumption of fixed loads.

Aug 2015 HoD (Ops.)

6.3 Implementation of any modification scheme. Oct. 2015 HoD (Ops.)

6.4 Monitoring of electrical energy consumption for next three months for record. Jan. 2016 HoD

(Elect.)

6.5 Records are maintained in Energy Conservation Record file Continuous HoD (Elect.)

7. REVIEW: MR and Document Control Officer will monitor and review the progress.

8. RECORDS: Energy Conservation Record file available with HOD(Elect).





Title: DEVELOPMENT OF GREENERY IN & AROUND PLANT AREA

1. SCOPE: GPU, Vaghodia.2. OBJECTIVE: Plantation of trees in & around plant area.3. TARGET: To plant 50 trees in & around plant in FY 2015-164. PERFORMANCE CRITERIA: Nos. of trees planted & survival rate.5. RESPONSIBILITY: HoD (CIVIL)

6. ACTIVITIES: Sr. No. Description Period Responsibility

6.1 Tree plantation of 50 saplings of trees shall be planted in the FY

Apr-15 to Mar-16 HoD (Civil)

6.2 Identify location for plantation of trees. May 2015 HoD (Civil)

6.3Study of plants which will help for pollution control and Suitable for Hydrocarbon processing industry.

June 2015HoD (Civil)

6.4 Budgetary and Administrative approval for implementation of the scheme. July 2015 HoD (Civil)

6.5 Sapling shall be obtained from any Forest/Social Forestry/Horticulture nursery. Nov. 2015 HoD (Civil)

6.6 Extension of existing treated effluent water line, if required. Dec. 2016 HoD (Civil)

6.7 Survey for the trees growth/ survival rate Mar.2016 HoD (Civil)

7. REVIEW: HoD (Civil), MR and Document Control Officer will monitor and review the progress.

8. RECORDS: Available with HOD (Civil).






TITLE: ENVIRONMENTAL AWARENESS FOR EMPLOYEES & CONTRACTORS

1. SCOPE: Employees and Contractor providing services at GAIL, Vaghodia.

2. OBJECTIVE: To bring environmental awareness to all Employees & Contractors.

3. TARGET: To complete 80% employees training by March 2016.

4. PERFORMANCE CRITERIA: Nos. of employees trained under awareness training.

5. RESPONSIBILITY: MR is responsible for deciding the topics to be covered in the programme & the Faculty and informing HoD (HR) and Training In-Charge are responsible for organizing the awareness programme for the employees. Respective HoDs are responsible for conducting awareness programme for contractors and their employees.


6.1 Prepare a detail report of employees and contractors to be trained on EMS.

June 2015

Training In Charge

6.2Decide on EMS awareness programme for senior/middle level management and inform HoD (HR).

Sep. 2015

MR & HoD (HR)

6.3 Organize the programme to cover all employees.Nov-Feb 2015

MR & HoD (HR)

6.4Observe the effectiveness of the programme by obtaining feed back from employees in case of external training.

After each

training

Training In

Charge

6.5In case the programme is not held as per schedule, the same is to be reviewed in one month and new dates will be intimated.

- HoD (HR)

6.6 Reorganize the programme, after one year. - HoD (HR)

7. REVIEW: MR and Document Control Officer will monitor and review the progress in organizing training programme.

8. RECORDS: TRAINING RECORD AND SCHEDULE.





Title: REDUCTION OF WATER CONSUMPTION IN FY 2014-15 WITH COMPARED TO PREVIOUS YEAR

1. SCOPE: GPU, Vaghodia.

2. OBJECTIVE: Reduction in water consumption at GAIL, Vaghodia.

3. TARGET: 0.5% reduction in water consumption for the FY 2015-16.

4. PERFORMANCE CRITERIA: As per above targets.

5. RESPONSIBILITY: HOD (GPU - OPS.)


6.10.5% reduction in water consumption

for the year 2014-15 wrt previous years

2015-2016 HoD (GPU-OPS.) / HoD (Mech.)

6.2 Study of the entire water consumption scheme. Apr. 2015 HoD (GPU-OPS.)

6.3 Preparation of various water consumption outlets. May 2015 HoD (GPU-OPS.)

6.4 Identification of possible source of water loss. July 2015 HoD (GPU-OPS.)

6.5 Exploring the possibility of recycling of used water. Sep 2015 HoD (GPU-OPS.) &

HoD (Civil.)

6.6 Budgetary and Administrative approval for implementation of the scheme, Nov. 2015 HoD (GPU-OPS.) /

(F&S)/(Mech.)6.7 Execution of scheme. Mar-2016 HoD (Mech.)6.8 Evaluation of performance Apr-2016 HoD (T.S.)

6.9Preparation of performance Report and reporting to GPCB by September every year.

every year by

SeptemberHoD (T.S.)

7. REVIEW: MR and Document Control Officer will monitor and review the progress.

8. RECORDS: AVAILABLE WITH HOD (T/S) & HOD (OPS)





TITLE: EMERGENCY AWARENESS AND MAINTAINING SAFETY FOR EMPLOYEES & CONTRACTORS

1. SCOPE: Employees and Contractor providing services at GAIL, Vaghodia.

2. OBJECTIVE: To bring emergency awareness to all Employees & Contractors.

3. TARGET: To impart refresher training to 80% employees every year.

4. PERFORMANCE CRITERIA: Nos. of employees trained under awareness programme.

5. RESPONSIBILITY: HoD (F & S) is responsible for deciding the topics to be covered in the programme and faculty and informing all HoDs. HoD (F&S) is responsible for organizing the emergency awareness programme for the employees. Respective HoDs are responsible for ensuring the participation of the employees working

under them


6.1Prepare a detail report of employees and contractors to be trained on emergency preparedness.

June. 2015 HoD (F & S)

6.2

Decide on emergency preparedness awareness programme for senior/middle level management and inform HoD (HR) w.r.t. the collection of feed back from employees.

Sep. 2015

MR&

HoD (F & S)

6.3 Organize the programme to cover all employees.

Nov. 2015 MR &HoD (F &S)

6.4Observe the effectiveness of the programme by obtaining feed back from employees in case of external training.

After each

training

Training In Charge

6.5In case the programme is not held as per schedule, the same is to be reviewed in one Month and new dates will be intimated.

- HoD (F & S)

6.6 Reorganize the programme, after one year. - HoD (F & S)

7. REVIEW: MR and Document Control Officer will monitor and review the progress in organizing training programme

8. RECORDS: Training Record and Schedule.




MANAGEMENT PROGRAM FOR OBJECTIVE AND TARGETS FOR OHSAS-18001

TITLE: CATEGORISATION AND MONITORING OF HEALTH LEVEL OF EMPLOYEES

1. SCOPE: GPU, Vaghodia.2. OBJECTIVE: Categorization and monitoring of health level of employees.3. TARGET: Categorization of different employees as per annual health check & subsequent

monitoring / counseling of employees in the year 2014-15.4. PERFORMANCE CRITERIA: As per above target5. RESPONSIBILITY: HoD (HR) & HOD ( F&S )6. ACTIVITIES:

Sr. No. Description Period Responsibility

5.1 HEALTH CHECK UP 2015-2016 HoD (GPU-OPS & Mech )

CATEGORISATION AND MONITORING OF HEALTH LEVEL OF EMPLOYEES5.2 Preparation of List of employees July 2015 HoD (HR)

5.3 Preparation of health parameters for health check up Aug 2015 HoD

(HR/HOD(F&S)

5.4 Budgetary and Administrative approval for implementation of the scheme. Sept 2015 HoD (HR)

5.5 Preparation of Tender document Oct 2015 HoD (HR)5.6 Awarding of Contract Nov 2015 HoD (C &P)5.7 Schedule of employees given to hospital Nov 2015 HoD (HR)

5.8 Completion of the Health checkup scheme by target date Dec 2015 HoD (HR)/

HOD(F&S)5.9 Submission of report by hospital Jan -2016 HOD(HR)6.0 Evaluation of Health status of employees Jan -2016 HOD(F&S)

6.1 Preparation of categorization of employees as per disease etc Jan -2016 HOD(F&S)

6.2 Preparation of performance Report Feb -2016 HOD(F&S)6.3 Counseling by Doctor to employees Mar -2016 HOD(F&S)

7. REVIEW: MR will monitor and review the progress in organizing occupational health checkup program.

8. RECORDS: Health Check-Up Register/Record.



TITLE: RESOURCES, ROLES, RESPONSIBILITY AND AUTHORITY

1.0 PURPOSE:

To ensure that Roles, Responsibility and Authority in establishing, implementing, maintaining

and improving the IMS are defined, documented and communicated.

Resources and infrastructure essential to the implementation and control of the IMS are provided

Defining organization structure as well as ensuring proper Work Environment

2.0 SCOPE:

Applicable to GAIL, Vaghodia covered under the IMS established in line with ISO 9001:2008, ISO 14001:2004 and OHSAS 18001:2007 standards.

3.0 RESPONSIBILITY:

The Overall responsibility for ensuring that IMS is established in line with the Organizational goals lies with the OIC,Vaghodia.


GAIL shall define the roles, responsibility and authority in a systematic manner. Overall responsibility of Integrated Management System is with top management, which shall provide necessary technical, human & financial resources for effective implementation and maintenance of IMS. Organogram of GAIL Vaghodia complex shall be developed and maintained with reporting relation. GAIL top management shall also appoint MR with responsibility and authority for implementing and maintaining IMS. MR shall be responsible for coordinating with HODs & top management. MR shall report the performance of IMS including audit findings to the top management.

HODs are assigned the responsibility and authority of maintaining the IMS within their areas. Detailed responsibilities shall be prepared, documented and communicated to all concerned. GAIL Environment Policy also makes aware all the employees for their responsibilities towards prevention of pollution. The detailed organogram of the GAIL Vaghodia complex is developed & enclosed in AXAM01.01. Responsibilities are also defined for achieving objectives, targets, EMP’s and OHSMP’s, procedures, internal audits & action plan of management reviews.




PROVISION OF RESOURCES

The resources needed to implement and maintain the integrated management system and continually improve its effectiveness, and to enhance customer satisfaction by meeting customer requirements shall be determined by the Head of Department and communicated to the relevant authority. These resource requirements shall be reviewed (especially during management reviews) and shall be provided by appropriate means as described below.

The organization has determined and provided necessary resources needed To establish and maintain the quality management system, and improve its

effectiveness. to enhance customer satisfaction by meeting their requirements

HUMAN RESOURCES

The organization selects and assigns personnel performing work affecting product quality, or involved in activities with significant environmental aspects and non tolerable OHS risks on the basis of appropriate education, skills and experience. The organization has also a system to assess the competence of its personnel on periodic basis (Performance Appraisal and Development Report) to identify gap in the performance, if any, as well as assess their training needs to bridge the gap.

INFRASTRUCTUREResources requirement in terms of plant, machinery, tools, instruments and personnel have been identified and provided.

GAIL has gone for the best technology available in the world for the recovery of LPG from Natural Gas. Building & equipments were provided as per the recommendations of EIL. Further a well-equipped Lab with facility for assuring the quality of products is provided along with competent personnel.

These are being maintained in order to achieve conformity to product requirements and reviewed from time to time for suitability and further improvement.

The infrastructure needed for effective functioning of the IMS in terms of workspace requirements, equipment needed, the other support facilities required shall be assessed by the H.R for current work requirements and by the Head of Department for future growth. The requirement for infrastructure shall be reviewed during management reviews and meetings or at times when required. The required infrastructure shall be provided after assessing the cost- benefit implications. Material resources where required are procured as per the “Procedure for Purchase-PM07.01”




WORK ENVIRONMENT

The organization has determined and is maintaining the necessary work environment needed to achieve a positive influence on motivation, satisfaction and performance of people to enhance the overall performance of the organization and achieve uninterrupted supply of products to its customers.

This includes:

a. Environmental Legislation and guidelines.

b. Safety rules and guidance Adherence to safety rules and guidance, including use of protective equipment like helmets, Safety Belts, gloves, shoes, raincoats during rains.

b Work instructions, which define the operating work environment conditions for achieving desired production

c Facilities for people in the organization such as DCS, Computers etc., for producing and checking

d Hygiene, cleanliness etc.

Maintenance department ensures that the plant and the machinery are suitable to achieve the product conformity as detailed in the respective department Manual.

These have been documented in the respective procedures wherever needed to achieve conformity to product requirements.

5.0 ROLES OF EACH FUNCTION

5.1 D.G.M (O&M)/OIC,Vaghodia: 1. Providing necessary resources to implement IMS by arranging manpower and

budgetary support and overall IMS implementation.2. External / Internal Communication.3. Chairperson of Management Review Committee & responsible for reviewing the

suitability and effective implementation of IMS.4. Approving Policy and Objectives.5. He shall assist Director (Projects) in ensuring that the Quality Policy and Objectives

of the Organization as defined and documented by him shall be understood, implemented and maintained at all levels of the Organization.

6. He shall also nominate a Management Representative with adequate responsibility and authority as per the requirement of the international Quality System Standard ISO - 9001: 2008, Environment Management Systems ISO 14001:2004 and




Occupational Health and Safety Management Systems OHSAS 18001:2007 for LPG Recovery Plant.

7. He shall responsible for Contract Review. He has been provided with adequate responsibility and authority for carrying out the above activities. In carrying out these tasks he shall be assisted by a team of officers and staff under him.

8. He is designated as Factory Manager and as per Gujarat Factory rules, and has all the responsibility of an Factory Manager and he shall ensure the health, safety and welfare of all workers while they are at work in the factory, includes: Provision and Maintenance of plant and system of work in the factory that are

safe and without risks to health. Arrangement in the factory for ensuring safety and absence of risks to health in

connection the use, handling, storage and transport of articles and substances. The provision of such information, instruction, training and supervision as are

necessary to ensure the health and safety of all workers at work. The maintenance of all places of work in the factory in a condition that is safe

and without risks to health and he provision and maintenance of such means of access to, and egress from, such places as are safe and without such risks.

The provision, maintenance or monitoring of such working environment in the factory for the workers that is safe, without risk to health and adequate as regards facilities and arrangements for their welfare at work.

Prepare a written statement of general policy with respect to health and safety of workers at work and organization and make arrangements for carrying out this policy; also responsible to bring the statement and any revision there of to the notice of all the workers.

5.2 MR: 1. MR has the responsibility for establishing & ensuring effective implementation &

maintenance of IMS and reporting performance to the top Management.2. Internal Audits and Management Review Meetings.3. Follow up of action plan related to objective and targets.4. Corrective/Preventive actions after Internal Audit.5. External / Internal Communication.6. Ensuring that processes needed for the IMS are established implemented and

maintained.

7. Reporting on the performance of the Environment, safety , Health and Quality System including internal and external quality audit reports to the management in the Management Review meetings for review, corrective actions and for its continual improvement;

8. Analyzing the customer’s feedback

9. Ensuring the promotion of awareness of customer requirements through meetings, trainings, discussions or any other means as appropriate.




10. Liaison with external agencies on matters relating to ISO-9001, ISO 14001 and OHSAS 18001 Management System.

5.3 HOD (Operations-LPG):

1. Achieving objectives & targets related to the department.2. Communication to other departments.3. Aspect identification, hazard identification and risk assessment, impact evaluation

and operational control related to department.4. Control of IMS documentation and records related to the department.5. Training identification of the department.6. Ensuring process control for smooth Plant operation as per established procedures

and quality plan / specifications.7. Maintaining Controlled Environment for Processing.8. Authorization for release of final products to the customer.9. Ensuring compliance to all Safety and regulatory requirements in plant operation.10. To ensure availability of plant / machinery / equipment for maintenance purpose.11. He is fully responsible for process safety and safe operation of plant including

compliance to all OHS safety and statutory / mandatory regulation in the plant operations. He is also responsible for

12. Training identification of the department

In carrying out the above tasks he shall be assisted by a team of officers and staff under him.5.4 HOD (Operations-HVJ): 1. Achieving objectives & targets related to the department.

2. Communication to other departments.3. Aspect identification, hazard identification and risk assessment, impact evaluation

and operational control related to department.4. Control of IMS documentation and records related to the department.5. Training identification of the department.6. Ensuring process control for smooth Plant operation as per established procedures and quality plan / specifications.7. Maintaining Controlled Environment for Processing.8. Authorization for release of final products to the customer.9. Ensuring compliance to all Safety and regulatory requirements in plant operation.

10. To ensure availability of plant / machinery / equipment for maintenance purpose. 11. He is fully responsible for process safety and safe operation of plant including

compliance to all OHS safety and statutory / mandatory regulation in the plant operations. He is also responsible for

12. Training identification of the department




In carrying out the above tasks he shall be assisted by a team of officers and staff under him.

5.5 HOD (TS)/ ISO CO-ORDINATOR:HOD (TS) is responsible for following activities:

1. To perform pollution control activities. 2. Meeting Legal & regulatory requirements:

a) Factories Actb) Water Actc) Air Actd) EPA Act etc.

3. Control of EMS documentation and records related to the department.4. Communication to other departments.5. Responsible for issue, updation, amendments, coordination & recall of all

“CONTROLLED” documents.6. Identification of training need for the departmental.7. To conduct testing and monitoring of Air and Water quality.8. HOD (TS) is authorized to perform his responsibility for the above activities

5.6 HOD (F&S): 1. Implementation of legal rules related to department.2. Achieving objectives & targets related to the department.3. Communication to other departments.4. Aspect identification, Hazard identification and risk assessment, Impact evaluation

and operational control related to department activities.5. Control of IMS documentation and records related to the department.6. Training identification of the department.7. Review, revise and distribute on site Disaster Control Plan.8. Conducting mock drills, safety audits and fire fighting training.9. Maintenance of fire fighting equipment and emergency response system of GAIL,

Vaghodia.10. Ensuring complete safety in construction, operation and maintenance for men,

materials and equipment. 11. Ensuring the damage control with fire extinguisher of any fire or gas leakage

situation.12. Ensuring complete accident prevention, reporting and investigation measures are

taken care off.13. Ensuring that the relevant requirement of OISD norms on fire & safety are

complied with and properly maintained.14. Identifications and requirement of regular F&S training 15. Liasoning with OISD, LPA, NSC, Insurance and Statutory Authorities.




16. Impart minimum Fire & Safety measure / awareness training to all the employees of LPG Recovery Plant and also to the contractors.

17. Convening of safety committee meeting and follow up.18. Planning and processing for procurement of F&S equipment and PPEs.19. Compliance as regard to internal and external safety audits requirements.

5.7 HOD (Mech.):1. Achieving objectives & targets related to the department.2. Communication to other departments.3. Aspect identification, Hazard identification and risk assessment, Impact evaluation

and operational control related to department.4. Control of IMS documentation and records related to the department.5. Training identification of the department.6. Planning and implementing preventive maintenance with view to achieve high

availability of Mechanical equipment.7. Carrying out routine and break down maintenance of mechanical equipment.8. To prepare specifications / material requisition / technical evaluation of various

contracts, purchase requirements and various annual maintenance contracts.9. Availability of spare parts to ensure low down time.In carrying out the above tasks, he shall be assisted by a team of officers and staff under him.

5.8 HOD (Electrical): 1. Implementation of Legal rules related to department.

a) Indian Electricity Rules. b) Battery Rule

2. Achieving objectives & targets related to the department.3. Communication to other departments.4. Aspect identification, Hazard identification and risks assessment, Impact evaluation

and operational control related to department.5. Control of IMS documentation and records related to the department.6. Training identification of the department.7. Planning and implementing preventive maintenance with a view to achieve high

availability of Electrical equipment.8. Carrying out routine and break down maintenance.9. Spares parts planning to ensure low down time.10. O & M. of electrical sub-stations ensuring electrical safety aspects in plant.11. To prepare specifications for various contracts required for above-mentioned

activities.In carrying out the above tasks he shall be assisted by a team of officers and staff under him.5.9 HOD (Instrumentation):




1. Implementation of Legal rules related to department. Indian explosive act (SMPV rules) especially pressure safety valves etc.

2. Achieving objectives & targets related to the department.3. Communication to other departments.4. Aspect identification, Hazard identification and Risks assessment, Impact evaluation

and operational control related to department.5. Control of IMS documentation and records related to the department.6. Training identification of the department.7. Planning and implementing preventive maintenance with a view to achieve high

availability of Instruments.8. Carry out modifications as per process requirement.9. Carrying out predictive and break down maintenance.10. Calibration of test and measurement instrument.11. Spares parts planning to ensure low down time.


6.0 In Charge (HR): 1. Implementation of Legal rules related to department. Labour laws.2. Achieving objectives & targets related to the department.3. Communication to other departments.4. Aspect identification, Hazard identification and Risks assessment, Impact evaluation

and operational control related to department.5. Control of IMS documentation and records related to the department.6. Training identification of the department. 7. Training records and competency check.8. Organizing training for employees.9. For arranging In-house and External training for all employees as per approved

TNA / Training planner.10. Arranging and recording the training feed back obtained from the participants for

assessing the effectiveness of the training.11. For maintaining an updated training records of all personnel.

12. Necessary coordination with concerned HOD`s and the MR for identifying and approving the training requirements.

In carrying out the above tasks he shall be assisted by a team of officers and staff under him.6.1 HOD (C & P): 1. Achieving objectives & targets related to the department.2. Communication to other departments & vendors.




3. Aspect identification, Hazard identification and Risks assessment, Impact evaluation and operational control related to department.

4. Control of IMS documentation and records related to the department.5. Training identification of the department.6. Responsible for ensuring that all the planned material supplies are made timely to

enable plant facilities do not face operational interruption / upset due to non-availability of material thus causing an impact on the environment.

7. Procurement of Quality Spares, Consumables, Lab Chemicals, Capital Items and others as per the Specified Quality requirements as per C&P procedure of GAIL.

8. Works contracts except Civil Jobs 9. Identification & Disposal of Scrap and obsolete items. 10. Approval of subcontractors, and updation of the list.11. The approval of purchasing data (PO) after review.12. Verification of Purchased Product.13. Maintenance & Operation of main stores.14. Regular monitoring of the stored items.


6.2 HOD (CIVIL): 1. Achieving objectives & targets related to the department.2. Communication to other departments & contractors.3. Aspect identification, Hazard identification and Risks assessment, Impact evaluation

and operational control related to department.4. Green belt management.5. Horticulture development and maintenance.6. Control of IMS documentation and records related to the department.7. Training identification of the department.8. Record keeping and value addition for environment related jobs.

6.3 IN CHARGE (LABORATORY)1. Achieving objectives & targets related to the department.2. To mange quality control activities3. Overall functioning of laboratory as per established procedures.4. Overall responsible for maintaining the certified material or chemicals and other

tests and measuring equipments used in laboratory.5. Responsible for maintaining quality standards as per NABL accreditation6. Training identification of the department7. Record keeping and value addition for Quality Control and Laboratory.

6.4 FACTORY MANAGER




He is responsible for compulsory disclosure of information as per Factories Act, 1948 which includes:

He discloses in the manner prescribed all information regarding danger, including health hazards and the measures to overcome such hazards arising from such exposure or handling of materials/substances in the manufacture, transportation, storage and other processes to the workers employed in the factory, Chief Inspector, Local authority within whose jurisdiction the factory is situated and the general public in the vicinity.

The information includes accurate information to the quantity, specifications and other characteristics of wastes and the manner of disposal.

Drawing up & revision of on site Emergency Plan and detailed disaster controlled measure with the approval of Chief factory Inspector; Informing workers and general public in the vicinity of factory.

The safety measures required to be taken in the event of an accident taking place.

Laying down measures for the handling, usage, transportation, storage of hazardous substances outside the factory premises and publicize among the worker and general public in the vicinity.

Informing person outside the site either directly or through district emergency authority, the areas which may be affected by major accident along with nature of the accident and safety measures, do’s & don’ts to be adopted.

Be a part of local crisis group and taking appropriate actions as per Chemical Accident Rules, 1996.

In the case of emergency the roles and responsibilities are as given in Onsite / Offsite emergency plan.

The organizational structure is given in AXAM01.05.

Whenever personnel responsible for specific quality functions are not available, the immediate superior shall re-delegate their responsibilities.

Designations/ Roles specified are minimum required to carry out an activity. A higher-level person in the organization structure also can carry out the same task.

Key roles and responsibilities of personnel shown in the organization chart are as mentioned in AXAM01.05.

COMMON RESPONSIBILITIES, AUTHORITIES & ACCOUNTABILITY OF ALL HODs

1. Accountable to all processes related to the concerned Departmental Activities.2. To define functional responsibility and authority of the personnel reporting to

them.




3. Approval / Maintenance / Updation of the procedures relevant to their work areas.

4. To maintain identification and tractability as per established procedures in their work area.

5. To control non conformities including the non conforming products in their respective work area.

6. To implement corrective / preventive action for any nonconformities including the audit observations in their area.

7. To control records related to their work areas.8. To identify and impart training to the personnel reporting to them.9. To implement applicable (if any) statistical techniques identified in their work

area.10. The detailed responsibilities and authorities are defined in the relevant

procedures. These have been communicated within the organization through departmental manuals. The responsibilities and authorities of all personnel in the organization have been defined and are maintained in the form of organ gram by the respective HODs in their respective manuals and communicated by them to the concerned personnel.

11. The specific responsibility and authority of all HODs in addition to common responsibilities given above are as under.

Coordinator & Document Control Officer (DCO)The Document Control Officer has the following responsibility and authority;

1. To control all document as per established procedure.2. To maintain the master list of controlled documents.3. To keep issue records of all controlled documents.4. To identify / withdraw and preserve obsolete documents to avoid unintended

use.5. To incorporate changes in documents as per established procedure.

For authority of key personnel please refer Book of delegated Power issued by GAIL corporate office.

The detailed responsibilities and authorities are defined in the relevant procedures. These have been communicated within the organization through departmental manuals. The responsibilities and authorities of all personnel in the organization have been defined and are maintained in the form of organogram by the respective HODs in their respective manuals and are communicated by them to the concerned personnel.

6.0 REFERENCE:

Procedure for Emergency Handling (PMM01.11) PM06.01


GAIL (India) Ltd. Vaghodia.INTEGRATED MANAGEMENT SYSTEMS MANUALTITLE: TRAINING, AWARENESS & COMPETENCE

1.0 PURPOSE:

To identify training needs and ensure that all personnel who is working for or on behalf of the organizations and whose work may create a significant impact upon the environment or non tolerable risks associated with his work or affect the quality of the product have received appropriate training.

2.0 SCOPE:

Applicable to training provided to all employees/subcontractors involved directly in all the activities of GAIL, Vaghodia who is working for or on behalf of the organization and whose work may create a significant impact upon the environment.

3.0 RESPONSIBILITY:

The overall responsibility for establishing, implementing and updating the system lies with the Management representative.

Responsibility for maintaining and updating the training related documentation lies with the HOD, HR.

The responsibility for identifying needs and additional responsibility for supporting training of their personnel lies with the respective Department Heads.

4.0 SYSTEM REQUIREMENTS: “Procedure for Training” will be established and maintained by Human Resources

Department to make the employees or members or any persons working for, or on behalf, the organization at each relevant functions and level aware of

a) The importance of conformance with the quality, safety and occupational health and environmental policy and procedures and with the requirements of the integrated management system.

b) The significant environmental impacts, non tolerable risks, actual or potential, of their work activities and the environmental, quality and occupational health and safety benefits of improved personal performance.

c) Their roles and responsibilities, in achieving conformance with the quality, safety , health and environmental policy, procedures and with the requirements of the integrated management system, including emergency preparedness of response requirements.

d) The potential consequences of departure from the specified operating procedures.



Personnel performing the tasks which can cause significant environmental impacts

and non tolerable risks or affect the quality of the product will be competent on the basis of appropriate education, training and/or experience.

GAIL, Vaghodia will also require that contractors working at site / in transportation on its behalf are able to demonstrate that their employees have the requisite training / awareness so that they comply with the quality, safety, health and environmental policy and procedures of GAIL e.g. training on proper operation of vehicles, diesel engines, statutory requirement of vehicular emissions etc.

Management will determine the level of experience, competence and training necessary to ensure the capability of personnel, especially those carrying out specialized environmental as well as integrated management functions e.g. operating LPG Plant.

Training programmes will be planned and imparted to employee and contract workers whether in-house or external.

Effectiveness of training will be reviewed from time to time.

Competency of each employee is monitored as per human resources management system of GAIL, Vaghodia.

The organization has determined the necessary competence for personnel performing work affecting product quality and is available with HR Department.

The organization has established “Procedure for Training-PM08.01” for identifying training needs and provides training to personnel as per identified needs. The effectiveness of training is also evaluated.

The training process entails the following:a) Provision of training to satisfy competence needs of personnel identified.b) Evaluate the effectiveness of the actions taken i.e. the training impartedc) Ensure that the personnel are aware of the relevance and importance of their

activities and how they contribute to the achievement of the quality, environment, safety and health objectives

d) Maintenance of appropriate records of education, training, skills and experience

Fire & Safety Training shall be given to all GAIL Employees as well as to Contract employees from time to time.



5.0 REFERENCE:

“Procedure for Training” in Human Resource Department Manual P M08.01

6.0 RECORDS:

All the records in the above mentioned procedure will be maintained.



TITLE: COMMUNICATION

1.0 PURPOSE:

To receive, document and respond to relevant information and requests from- & to- interested parties, both internal and external.

2.0 SCOPE:

Applicable to communications regarding significant environmental aspects, non tolerable risks and environmental, quality as well as OHS issues concerning GAIL, Vaghodia with interested parties, this can be both internal and external.

3.0 RESPONSIBILITY:

The overall responsibility for establishing, documenting, updating the system lies with the Management Representative.The responsibility for implementing the system lies with the HODs.

4.0 SYSTEM REQUIREMENTS: With regard to its environmental aspects, OHS hazards and non tolerable risks,

quality of product and integrated management system, GAIL, Vaghodia will establish and maintain Procedure for Internal and External Communication

a) Internal communication regarding quality, OHS and environmental issues between the various levels and functions of the organization through memos, meetings, circulars, training, and sign boards, cards, etc.

b) Establishing any method for external communication about GAIL, Vaghodia’s significant environmental aspects will be decided in Management Review Meeting.

c) Receiving, documenting and responding to relevant communication from external interested parties such as PCB, public bodies/individuals, the court, investors, MOEF etc. Other responses to interested external parties concerns will include relevant information/discussions about the environmental impacts associated with the organization’s operations.

d) Legal communication on EHS issues will be done by respective HOD’S of GAIL, Vaghodia.

e) Communication related to legal cases if any will be done by HR department of GAIL, Vaghodia.

f) Necessary communications with public authorities regarding emergency planning and other relevant issues will be made.

External communication on EHS issues will be recorded and tracked.

The Quality, Environmental, Safety and Health policy and objectives and targets are communicated to all employees through discussions, training programmes, hand



TITLE: COMMUNICATION

outs, display boards and any other means as appropriate. Achievement of the quality, environment, safety and health policy and objectives are reviewed in the management review meetings.

The communication regarding the effectiveness of the integrated management system is done through the management reviews, meetings and any other avenues as felt appropriate. It is ensured that all the employees are communicated the relevant issues discussed in such meetings by the respective department/ functional heads.

The communication between management and employees is through notice boards, e-mail, suggestion schemes, and meetings and through HODs.

The senior management conducts meetings of HODs for communicating with employees as well as reviewing the working of the plant.

The organization has got its own dedicated telecom network, which facilitates easy transmission of voice and data throughout GAIL Vaghodia.

5.0 REFERENCE:Procedure for Internal and External Communication P MM01.06

6.0 RECORDS:All the records in the above mentioned procedure will be maintained.



TITLE: DOCUMENTATION

1.0 PURPOSE:

To ensure the documentation of IMS is established.

1.0 SCOPE:

Applicable to all the documents of GAIL, Vaghodia covered under IMS established in line with ISO 9001:2008 , ISO 14001:2004 and OHSAS 18001:2007 standards.

2.0 RESPONSIBILITY:

The overall responsibility for establishing, documenting, updating IMS documentation lies with the Management Representative in consultation with top Management and with the HODs for the concerned departments.

3.0 STRUCTURE OF DOCUMENTATION:Documents are structured in four layers as follows:-

Apex Manual - Level 1 Procedures - Level 2

Work Instructions - Level 3Formats - Level 4

The Documents are typically grouped as a) Apex Manuals and b) Departmental Manuals

The numbering of the manuals is as follows:-

Sr. No.

Level of Document Document Name Manual

No.

01 Level 1 Apex Manual – Integrated Management Systems Manual AM01

02 Level 2 to Level 4

Operations Department Manual (LPG) M3.1

Operations Department Manual (GREP) P4

Mechanical Department Manual M3.2

Electrical Department Manual M3.3

Instrumentation Department Manual M3.4

Fire & Safety Department Manual M3.5




Civil Department Manual M3.6

Contract & Procurement Department Manual M3.7

H R Department Manual M3.8

Quality Control Laboratory M3.1L

M R Department Manual – Generic processes applicable across Organization/ applicable to M R’s Department

MM01

The documents Level 3 and Level 4 are numbered as, X.YYY.ZZ

Where, X – Type of Document

X Type of DocumentP ProcedureWI Work InstructionF Format

YYY – Manual No. andZZ – 01,02,…….., Serial Number of document for the given manual

4.1 INTEGRATED SYSTEM MANUAL (AM 01):

It is the policy level document, which indicates that all requirements of EMS, QMS and OHSMS standard as per ISO 9001:2008, ISO 14001:2004 and OHSAS 18001:2007 have been addressed, outlines the organization structure and includes responsibility of key personnel. It also provides reference and directions to all the related procedures. It is numbered as CH AM01.XXX where XXX = serial number.

4.2 INTEGRATED SYSTEM PROCEDURES (MM 01):Integrated System Procedures are given in MR Department Manual (MM 01). These procedures define the steps towards meeting the ISO 9001:2008, ISO 14001:2004, and OHSAS 18001:2007 standards requirements.

In this Manual the elements of ISO 9001, ISO-14001, and OHSAS 18001 are addressed in detail. ISP covers all the procedures referred in Integrated Management System Manual (AM01). These are generic procedures applicable across GAIL, Vaghodia.

The Environmental, Quality and Occupational Health and Safety documentation System are integrated wherever specified and applicable.




4.3 DEPARTMENTAL PROCEDURES/WORK INSTRUCTIONS MANUAL / OPERATION CONTROL PROCEDURE MANUAL:

These contain detailed instructions for carrying out those operations, which have significant environmental impacts, non tolerable risks and quality requirements and include external reference documents, where applicable. Operational control procedures / work instructions have been integrated with the requirements of IMS.

5.0 RECORDS:

The effective implementation of IMS is demonstrated by records. List of other records pertaining to integrated management at GAIL Vaghodia is also integrated with the implementation of EMS, QMS and OHSMS Policy and procedures. The records will contain all NCR’s, CAR’s & observations etc.

The records of EMS, QMS and OHSMS are integrated wherever specified and applicable.

6.0 REFERENCE:

“Procedure for Document Control” P MM01.02



TITLE: DOCUMENTATION CONTROL

1.0 PURPOSE:

To ensure all documents are controlled.

2.0 SCOPE:

Applicable to all the documents of GAIL, Vaghodia covered under IMS, established in line with ISO 9001:2008, ISO 14001:2004 and OHSAS 18001:2007 standard.

3.0 RESPONSIBILITY:

The overall responsibility for establishing, documenting and updating and document control lies with the Management Representative and with the HOD’s for the concerned departments.


4.1 Procedure for Control of Documents will be established to ensure that documents can be located Periodically reviewed, revised as necessary and approved for adequacy by the

appraising authority. Document of external origin shall also be controlled. Current versions of documents are available at all locations where operations

essential to the effective functioning of IMS. Obsolete documents are properly removed from all points of issue and points of use Obsolete documents are retained by DCO for knowledge purpose

4.2 DCO is responsible to ensure that:

1. Documents are legible, maintained in orderly manner and retained for a specified period.

2. Proper distribution as per copy No. and authorized holder's list.3. Provision for review/approval signatures and a means of indicating the latest

document revision level.4. A register to indicate the document/copy number and the names and locations of

all holders of controlled documents.

5.0 REFERENCE: “Procedure for Control of Documents” P MM01.02



TITLE: OPERATIONAL CONTROL

1.0 PURPOSE:

To identify the various operations and activities of GAIL, Vaghodia, including maintenance, to ensure that they are carried out under specified conditions.

2.0 SCOPE:

Applicable to all the departments of GAIL, Vaghodia covered under IMS, established in line with ISO 9001, ISO 14001, and OHSAS 18001 standards.

3.0 RESPONSIBILITY:

The overall responsibility for establishing, documenting, implementing and updating the system lies with the respective Department Heads.


Documented procedure and Operation control procedure will be established and maintained to cover situations where their absence could lead to deviations from the quality, safety and health and environmental policy and their objectives and targets, by the respective department in their department manual or other operating manuals.

Procedures / Work Instructions / Operation control procedure / will be documented / integrated with existing documents and implemented on the following:

a) Waste management which defines the process of identification, collection, handling storage and disposal of wastes.

b) Identification, handling, storage and disposal of hazardous materials.c) Optimum utilization and maintenance of equipment.d) Emergency preparedness and response, safety.e) Housekeeping.

Where practicable operating criteria shall be specified in the procedures and/or work instructions.

5.0 REFERENCE:MM01 - M R Department ManualM3.1 - Operations Department Manual (LPG)P4 - Operations Department Manual (GREP)M3.2 - Mechanical DepartmentM3.3 - Electrical DepartmentM3.4 - Instrument DepartmentM3.5 - Fire & Safety Department Manual



TITLE: OPERATIONAL CONTROL

M3.6 - Civil Department M3.7 - Contract and ProcurementM3.8 - HR

6.0 RECORDS:All the records as mentioned in the above manuals will be maintained.



TITLE: EMERENGENCY PREPAREDNESS & RESPONSE

1.0 PURPOSE:

To identify potential for and respond to accidents and emergency situations and prevent and mitigate the environmental impacts, OHS hazards and associated risks that may be associated with them.

2.0 SCOPE:

Applicable to all activities, products and services of GAIL, Vaghodia, covered under the scope of ISO 14001:2004, ISO 9001:2008 and OHSAS 18001:2007

3.0 RESPONSIBILITY:

The overall responsibility for establishing, documenting, implementing and updating the system lies with the HOD (Fire & Safety).

4.0 SYSTEM REQUIREMENTS: Procedures/Work Instructions for emergency preparedness and response will be

documented and implemented. It will be ensured that potential emergency situations are identified in all areas. Internal safety audits will be held once in every four months. Safety permit system is followed for all works to be conducted in the plant

premises. Safety instructions will be followed in all areas of operation. Teams to deal with the above-defined emergency situations will be formed and

trained to act in an emergency. Equipment to deal with emergency such as fire extinguishers will be maintained and

inspected at periodic intervals. First aid training and Fire & Safety training will be imparted. List of emergency telephone numbers will be readily available to reduce time in

getting the required help. The GAIL, Vaghodia will review and revise where necessary, its emergency

preparedness and response procedure, in particular, after the occurrence of accidents or emergency situations.

Where practicable, such procedures shall be tested (fire mock drills, evacuation drills etc.).

5.0 REFERENCE:Procedure for Emergency Handling, PMM01.11

6.0 RECORDS:Records in the above mentioned procedure will be maintained.



TITLE: MONITORING, MEASUREMENT & ANALYSIS

1.0 PURPOSE:

To monitor , measure and analysis on a regular basis the key characteristics of its operation and activities that can have an effect on quality of the product, significant impact on the environment and OHS hazards associated non tolerable risks.

2.0 SCOPE:

Applicable to all those departments of GAIL, Vaghodia who carry out the environmental monitoring as well as monitoring of quality and OHS performance and analysis of data.

3.0 RESPONSIBILITY:

The overall responsibility for establishing, documenting, updating this system for all the departments lies with the Management Representative.


Documented procedure for monitoring and measurement activities will be established, implemented and maintained by the concerned departments to track the key characteristics of its operations. Procedures/Work Instructions/Operation control procedure for management and tracking of waste generated of environmental procedure will be established and maintained.

Information will be recorded to track performance, relevant operational controls and conformance with the organization’s environmental objectives and targets as defined in “Procedure for Establishing and Updating Objectives and Targets”.

Monitoring equipment will be calibrated and maintained. Records to this effect will be retained.

Legal compliance will be regularly tracked.

Control of Monitoring and Measuring Devices

GAIL has determined the monitoring and measurement requirements and the devices required to show the evidence of the conformity of the product. Masters are used to calibrate the equipments wherever calibration is done in house. Requirements of various monitoring and measuring devices have been identified. Details regarding the calibration of monitoring devices are available in “Procedure for Calibration- PM05.05 & PM02.04”.




It shall be ensured that measuring and test-equipment used are capable of making the required measurements.

Comparative references, wherever used, shall be verified by an appropriate authority as capable of verifying the acceptability of the product. Such comparative references shall be rechecked at prescribed frequency, and records of calibration shall be maintained.

If required contractually or desired by customer specifically, technical data pertaining to the valid calibration of inspection measuring and test-equipment shall be made available to the customer/ customer’s representative for verifying the dimensions and that the instrument is functioning adequately

Control Procedure

For appropriate control, calibration, maintenance and use of inspection, measuring and test equipment, it shall be ensured that:

a) Instruments are selected such that they shall be capable of measuring the required dimension with accuracy and precision.

b) All departments using instruments that can affect product/ service quality shall identify the instruments and prepare a department specific “Master List of Instruments / Equipment”

c) All instruments mentioned in the list shall be calibrated and adjusted with reference to the prescribed frequency in the list or prior to use. The calibration of instrument shall be done against certified instruments having a known valid traceability to National/ International Standards.

d) The “Master-List of Instruments/ Equipment” prepared by Instrument department shall give reference to equipment type, (Name of Instrument, Make, Model) unique identification number, location, frequency of calibration & reference to self-calibration work instructions (wherever in-house calibration is proposed). The instruments shall be accepted based on the calibration/ test certificates +indicating fitness for use. “List of Master Instruments and Equipment” shall be maintained which contains a standard list of calibrated instruments/ equipment against which others will be calibrated.

e) The instrument that cannot be calibrated in house shall be sent to external agencies for calibration.

f) All inspection, measuring and test equipment shall be identified by calibration tag/sticker Number on instrument or on casing or correlated through unique identification description/ number to the calibration certificate. The calibration tags/ certificates indicate the calibration status. Calibration status is obtained by attaching a tag/ sticker Number on instrument, where practical.




In case instruments that are not calibrated/damaged, they are identified by marking ‘NOT IN USE’ on them / on the parted sticker and are segregated.

Note: Where it is impractical to put the sticker / tag on the instrument/ casing, a unique reference no. is given and calibration is monitored through “Calibration Schedule”

g)Calibration / Test certificates for all instruments/ equipment as mentioned in “Master-List of Instruments “shall be kept.

h) In case an Inspection, Measuring or Test Equipment is found to be out of required calibration limits (due to say the instrument being damaged), the products shall be inspected for validity of previous inspection.

All inspection, measuring and test equipment shall be handled by authorized personnel in order to ensure that desired fitness for use is maintained.

MEASUREMENT, ANALYSIS AND IMPROVEMENT

GENERAL

The organization has planned and implemented the monitoring, measurement, analysis and improvement processes needed to

a. Demonstrate conformity of the productb. Ensure conformity of the integrated management system

c. Continually improve the effectiveness of the integrated management system are planned and carried out in a controlled manner. This is as stated in the subsequent sections.

MONITORING AND MEASUREMENT

Customer Satisfaction

As one of the measurements of the performance of the integrated management system, the organization monitors information relating to customer perception as to whether the organization has met customer requirements.

For assessing the satisfaction of customers their feedback shall be obtained annually through customer survey through letters, fax, messages, telephonically, and in-person on the following factors

Responsiveness




Quantity

Quality

Services

Suggestions for improvement.

In case there is feedback from the customer and the area has to be improved the same shall be communicated to the concerned personnel. The findings shall be analyzed for the root cause & necessary corrective action will be taken. The potential causes are also identified and preventive actions are recommended.

Monitoring and Measurement of Processes

Performance measures for the various processes where applicable have been established and are aligned to measure the process effectiveness and efficiency. These measures are defined at the end of the processes / procedures where included as Process Measures. The organization has identified the various processes applicable and procedure for the measurement of the process is given in various departmental manuals M01 to M09. The monitoring and measurement of these processes demonstrates their ability to achieve planned results. When planned results are not achieved, correction and corrective actions are taken as appropriate.

The verification whether planned results are being attained shall be done through internal quality audits, apart from the monitoring, described above.

Monitoring and Measurement of Product

The organization monitors and measures the characteristics of the product to verify that product requirements have been met during receiving, in-process and delivery of the product.

Inspection and testing shall be carried out in accordance with the Documented Procedures and the Inspection Plan to ensure the conformance of the product to the specified requirements.

The documented Procedures and Inspection Plan for final inspection and testing shall ensure that all previous specified inspection and tests are carried out, and the results meet the specified requirements.

Natural gas received from ONGCL at Vaghodia is checked for quality in respect of Net Heating value and Gas Composition. The natural gas after the recovery of LPG, and




MFO going to the customers is also tested for Net Calorific Value & Gas Composition. The samples of LPG & MFO products from the plants are also tested.

Finally the finished products from the storage tanks of LPG & MFO are tested, and if found OK, as per specifications, released for sales.

The details of the Quality Control Procedures are given in the Procedure for the Inspection and Testing-PM02.05.

Records are established and maintained to give evidence that the product has been supplied within defined acceptable criteria. All the relevant records of testing of various products are duly signed by authorized persons.

ANALYSIS OF DATA

GAIL Vaghodia determines, collects and analyses appropriate data to demonstrate the suitability and effectiveness of the quality management system and to evaluate where continual improvement of the effectiveness of the integrated management system can be made. The analysis of data provides information relating to

a. Customer satisfactionb. Conformity to product requirements

c. Characteristics and trends of processes and products including opportunities for preventive action.

Data shall be collected on client feedback by Customer Survey, any deviations, process measures, status on achievement of quality objectives, audit findings. This would be by compiling information from records/ information sources as defined in the respective processes. Job specific data shall be collected from the personnel designated for the same. Data Analysis is done as per the “Procedure for Data Analysis” P-MM01.07.

The data collected and compiled shall be analyzed by HOD’s using suitable data analysis techniques such as trend graphs / data to demonstrate the suitability and effectiveness of the Integrated Management System. The deviations from desired requirements shall be identified and cause analysis shall be done to determine areas where corrective and preventive action can be taken for driving continual improvement.The output from this analysis serves as input to the Management Review Meetings to evaluate where continual improvement of the Integrated Management System can be made.

5.0 REFERENCE:Procedure for establishing and updating of objectives and targets, PMM01.09Procedure of Calibration, PM02.04 and PM05.05 P MM01.04 - Procedure for Corrective and Preventive Action




Procedure for the Inspection and Testing- PM02.05.“Procedure for Data Analysis” P-MM01.07.

6.0 RECORDS:The records mentioned in the above procedures will be maintained.



TITLE: EVALUATION OF COMPLIANCE

1.0 PURPOSE:

To establish, implement and maintain a procedure for periodically evaluating compliance with applicable legal requirements and other requirements to which it subscribes.

2.0 SCOPE:

Applicable to all activities, products and services of GAIL, Vaghodia, covered under the scope of ISO 9001:2008, ISO 14001:2004 and OHSAS 18001:2007

3.0 RESPONSIBILITY:

Responsibility of reporting nonconformance and taking corrective and preventive action lies with respective Head of the Department.


1. Identify the rules and regulations applicable to the operations, environmental aspects / impacts and OHS hazards and non tolerable risks of process, activities, products and services of GAIl, Vaghodia. by referring the following:

I. Pollution Control Acts, Rules and Notifications of Central Pollution control boards.II. Notifications of Ministry of Environment and Forest III. Information received from local pollution control board, directorate of factories and

boiler, department of explosive etc

2. Consolidate the list of applicable EHS Regulations in the form of Register of Applicable EHS legislation as applicable to the site or operations.

3. Update the register whenever there is information on new obligations applicable to the site within two weeks of receipt of such information collected from the above sources and convey this information to the HOD s of concerned divisions.

4. Check validity of the register and compliance with applicable legislation once in six months and identify deviations any as per Annexure I of Legal Register (FORMAT FOR VERFICATION OF LEGAL COMPLIANCE)

5. To communicate the applicable legal requirement as may be applicable in case of new / amended legislation & ensure compliance action



TITLE: EVALUATION OF COMPLIANCE

5.0 REFERENCE:

“Procedure for Legal and Regulatory Requirements” P MM01.10

6.0 RECORDS:

Records will be maintained, as per the above-mentioned procedures.


GAIL (India) Ltd. Vaghodia.INTEGRATED MANAGEMENT SYSTEMS MANUALTITLE: NONCONFORMANCE & CORRECTIVE AND

PREVENTIVE ACTION

1.0 PURPOSE:

To define responsibility and authority for identifying, investigating and analyzing the non-conformance, taking action to mitigate any impacts caused and for initiating and completing corrective and preventive actions.

2.0 SCOPE:

Applicable to non-conformities in the Integrated Management System across all departments of GAIL, Vaghodia.

3.0 RESPONSIBILITY:

The overall responsibility for establishing, documenting, implementing and updating this system lies with Management Representative.

Responsibility of reporting nonconformance and taking corrective and preventive action lies with respective Head of the Department


“Procedure for Environmental Non Conformance Control” and “Procedure for Corrective & Preventive Action” will be established, implemented and maintained for handling and investigating and determining causes of non-conformance and implementing corrective and preventive actions.

Nonconformance such as flouting EHS laws, systemic nonconformance, sudden spillage, wastage, emissions etc. are identified and recorded. The organization has established a procedure which describes the system for reporting and investigating all incidents having potential to cause harm to people, damage to property, loss of process or impact on the environment.

Responsibility and authority for handling and investigating incidents, accidents,

nonconformance, taking corrective action to mitigate any risks and for initiating and completing corrective and preventive action are described in a variety of sources including training courses, operating procedures and emergency plans.

The procedure [P MM01.18] is meant for Incident/ Accident reporting and investigating.

All corrective and preventive actions are reviewed prior to the implementation by qualified & trained personnel using risk assessment and ensuring that actions are



PREVENTIVE ACTION

appropriate to the magnitude of problems and commensurate with the OHS impacts encountered.

All changes in the documented procedures resulting from corrective and preventive action are recorded. The organization has established procedure P MM01.09 for Non-conformances and corrective actions.

Appropriate actions will be taken to minimize any impacts caused due to occurrence of a non conformity through the following means, whichever is most appropriate such as:

Elimination: complete removal. Source reduction: avoid production of waste by changes in procedure and

operation. Recycling: The use, reuse and recycling of wastes for the original or some

other purpose such as input material, material recovery or energy production.

Treatment: The destruction, detoxification, neutralization of wastes into less harmful substances.

Disposal: The discharge of wastes to air, water or land in a compliant manner.

The root cause analysis of non-conformance including potential nonconformities will be done.

Corrective and preventive actions taken will be to a degree appropriate to the magnitude of problems and commensurate with the environmental impact encountered. Corrective and preventive actions may lead to establishment of early warning system, use of alternate materials, monitoring to ensure prevention of non-conformity, modification of procedure or work instruction.

The Nonconformance including potential non conformities and their corrective and preventive actions taken or proposed will be reviewed in the Management Review Meeting.

CONTROL OF NON-CONFORMING PRODUCT

If any of the products LPG & MFO is not conforming to the requirement; it will be released only after

Blending Verifying

a. Correction of the product to meet the intended use.



PREVENTIVE ACTION

b. By authorizing its use release or acceptance under concession by a relevant authority and where applicable, by the customers.

Records of nature of non-conformity and subsequent actions taken are maintained.

Where required by contract, for non-conforming products, which do not conform to the specified requirements, the proposed use or repair of the product shall be reported for concession to the customer/ customer’s representative. In the case of nonconforming products, which may affect operations down stream, intimation is sent to the concerned section for appropriate action.

Corrected products shall be re-inspected as per the procedures for “Inspection & Testing-PM02.05”.

All non-conforming or related inspection records shall be reviewed and authorized for appropriate disposition by the concerned Departmental Head.

Corrective and Preventive Action

Documented Procedure for implementing Corrective and Preventive actions is given in PMM01.03. Additionally for specific corrective actions to be taken for Operations, relevant Procedure / Work Instructions shall be documented by the concerned department.

If Corrective and Preventive action requires any change in the documentation, the same shall be recorded and implemented as per “Procedure for Control of Document-PMM01.02”.

Corrective ActionThe “Procedure of Corrective and Preventive Action” P-MM01- shall include:

a) Effective handling of customer complaints and reports of product non-conformance.

b) Investigation of the causes of non-conformity relating to product, process and quality system and recording the results of the investigation in “Corrective and Preventive Action Report”

Effective Customer Complaint Management

Customer complaints are received by way of letters/ faxes/ telephone calls or in person and are recorded as per the “Procedure for Corrective and Preventive Action" P-MM01.03



PREVENTIVE ACTION

The customer shall be informed about the action planned. All customer complaints are resolved either by

Doing the root cause analysis and taking the necessary corrective action and or preventive action Provision of free service, where possible Sending a ‘Regret Letter’ and explaining relevant reasons Ensuring that similar errors would not take place in future

Records of all customer complaints and their resolutions along with root clause Analysis is maintained.

Preventive Action

The “Procedure for Corrective and Preventive Action“for preventive actions shall include wherever applicable:

a) The appropriate information & analysis from:i) Audit resultsii) Non-conformity reportsiii) Study of Integrated System Documentation related to the non-conformity

reports.iv) Customer complaints

b) Identification of an effective preventive action plan. Preventive actions are initiated by identifying personnel responsible and fixing the target date for completion of the proposed action.

Closure of Actions:

It shall be ensured that “Corrective Action Report” and “Preventive Action Report” shall be closed by Departmental Heads / Internal Auditors / Management Representative as follows

a) IQA findings shall be closed by the Internal Quality Auditor(s)/ Management Representative, after verifying the position effectiveness of the same.

b) EHS findings will be closed by Internal EHS Auditor(s)/Management representative.

c) Corrective and Preventive Action Reports for customer complaints/ product non-conformities/ Improvement, shall be closed by the MR after verifying the effectiveness.



PREVENTIVE ACTION

5.0 REFERENCE:

P MM01.04 - Procedure for Environmental and ControlP MM01.03 - Procedure for Corrective and Preventive ActionPMM01.02 - Procedure for Control of DocumentsPMM01.09 - Procedure for Inspection and TestingPMM01.18 - Incident/Accident Reporting

6.0 RECORDS:

Records will be maintained, as per the above-mentioned procedures.



TITLE:CONTROL OF RECORDS

1.0 PURPOSE:

An effective system for control of environmental, quality and OHS records will be maintained for demonstrating the conformance to specified requirements and effective operation of the Integrated Management System through identification, storage, protection, retrieval, retention, maintenance and disposition of all the environmental, quality and OHS records.

2.0 SCOPE:

Applicable to all records required for Integrated Management System of GAIL, Vaghodia which has been developed in line with ISO 9001-2008, ISO 14001-2004 and OHSAS 18001:2007.

3.0 RESPONSIBILITY:

The overall responsibility for establishing, documenting, implementing and updating this system lies with Management Representative.

The Departmental Heads will be responsible for ensuring that the nominated personnel collect, index, provide access, file, and store, retain, retrieve, protect and maintain and dispose off Departmental Environmental, Quality and OHS Records.


“Procedure for Control of Records” will be established, implemented and maintained for identification, collection, indexing, access, filing, storage, retention, retrieval, protection, maintenance and disposal of environmental records. This procedure will also address those records needed for implementation and operation of the environmental management system and for recording the extent to which planned objectives and targets have been met.

Control of Records

GeneralAll the results of activities described in this Manual and associated documents are recorded and maintained by concerned personnel, to demonstrate the effectiveness of the quality system. The controls applicable are detailed in the “Procedure for Quality & Environmental Records” P MM01.04

Identification

Quality, Environment and OHS records required for demonstrating conformance to specify requirements and the effective operation of the integrated system shall be




identified. The identification of quality, environment and OHS records shall be at least by a Title and/or by a Unique Number as mentioned in the Procedures.

Maintenance and Access

The designated person responsible for maintenance of records shall ensure that the records are legible, suitably stored to prevent damage and/or loss, and are appropriately collected and filed for easy retrievability.

Indexing and Filing

Records shall be filed appropriately and the records shall be indexed in a structured manner such as date wise, sequential, alphabetically etc. Suitable partition, where required shall be made in files. Incase the file becomes too bulky the subsequent records shall be transferred to another file of the same name.

Record RetentionThe records are kept in areas, which provide suitable protection from damage, deterioration, loss and unauthorized access. For records retention period and locations are specified in the respective procedures. Electronic records are kept in files / folders with various extensions based on the type of application. The files shall be organized in a structured manner being kept in various directories and/or sub directories as specified in the respective procedures.

Disposition

Once the retention period is over the records are disposed off as defined in the “Procedure for Quality & Environmental Records” P MM01.04.

Environmental, Quality and OHS records required demonstrating conformance to the requirements of ISO 9001:2008, ISO 14001:2004 and OHSAS 18001:2007 International Standard, implementation and operation of Integrated Management System and the extent of achieving planned objectives will be identified.

The identification shall be at least by a Title/Operation procedure control and/or by a Unique Number as mentioned in the Procedures/Work Instructions. They shall be legible, identifiable and traceable to the activity, product or service involved.

Pertinent records from the sub-contractors or service providers will also form a part of the environmental records such as PUC certificate, driving license, wherever applicable.

The designated person responsible for maintenance of records will ensure that the records are legible, suitably stored to prevent damage and/or loss, and are readily retrievable.

Where there is a likelihood of damage to or loss of original data, they will be photocopied.




All environmental records will be retained at least for a period specified in the associated procedures.

Where agreed contractually, environmental, quality and OHS records will be made available for evaluation by the customer or the customer’s representative for an agreed period.

The organization has established and is maintaining documented procedures for identification, collection, indexing, access, filing, storage, maintenance and disposition of OHS records as described in Procedure P MM01.04.

5.0 REFERENCE:

P MM01.04- Procedure for Control of Quality & Environmental records.

6.0 RECORDS:

Records as defined in the above mentioned procedure will be maintained.



TITLE: INTERNAL AUDIT

1.0 PURPOSE:

a) To determine whether or not the Integrated Management System.

Conforms to planned arrangements for integrated management including the requirements of the International Standard and

Has been properly implemented and documented.

b) To provide information on the results of the audit to management.

2.0 SCOPE:

Applicable to all the activities of GAIL, Vaghodia covered by the Integrated Management System in line with ISO 9001:2008, ISO 14001:2004 and OHSAS 18001:2007

3.0 RESPONSIBILITY:

1. The Management Representative will be responsible for planning, scheduling and coordinating the internal audit activities.

2. The Management Representative will also be responsible for selecting and assigning the Internal Auditors and for arranging verification of the effectiveness of the corrective action.

3. The Management Representative will be responsible for preparing the “Analysis of Internal Audit Reports” for presentation in the Management Review Meeting.

4. The Internal Environmental, Safety and Quality Auditors will be responsible for carrying out the audits and preparing the audit reports.

5. The concerned Head of the Department will be responsible for taking corrective and preventive action and closing the noncompliance of the Audit.


“Procedure for Internal Audit” will be established, implemented and followed. An “Annual Internal Environmental, Quality and OHS Audit Plan” will be

prepared for the year on the basis of the importance of the activities in various functional areas and on the environmental, quality of product and OHS results of the previous audits. It will be conducted at least once in a quarter.

Based on this plan, detailed “Internal Environmental, Quality and OHS Audit Schedule” will be issued in advance to the respective functional areas.

“Procedure for Internal Audit” will be comprehensive to cover the following: Audit scope as mentioned in sub clause 2.0 of this procedure. Frequency once in six months.




Methodologies as well as responsibilities and requirements for conducting audits i.e. use of audit checklist besides other steps.

Reporting results i.e. Through “Internal Environmental, Quality and OHS Audit Reports”

Auditor competence.

Suitably trained and approved Internal Auditors will be identified and listed.

Internal Auditors will be selected from this list for carrying out the Internal Audits as per the schedule ensuring that the selected auditors do not have direct responsibility for the activity being audited.

In case of observed non-conformities, the “Internal Environmental, Quality and OHS Audit Reports” will be completed for each nonconformity, for appropriate corrective and preventive action.

Internal auditors/ Coordinators/ MR will plan the follow up to verify and record the implementation and effectiveness of the Corrective and Preventive actions related to the audit findings.

“Analysis of Internal Environmental, Quality and OHS Audit” will be prepared for each internal audit and will be included in the Management Report, which will be presented for Management Review Meeting.




5.0 REFERENCE:

P MM01.05 - Procedure for Internal Audits

6.0 RECORDS:

Records will be maintained, as referred in the above-mentioned procedure.



TITLE: MANAGEMENT REVIEW

1.0 PURPOSE:

To ensure that the top management shall at intervals review the Integrated Management System to ensure its continuing suitability, adequacy and effectiveness.

2.0 SCOPE:

Applicable to reviews conducted at regular intervals, as decided by the top management of GAIL, Vaghodia.

3.0 RESPONSIBILITY:

The responsibility for establishing, documenting, implementing and updating the system lies with the Management Representative.


The Dy. General Manager and in exceptional cases this nominated personnel will be responsible for the Management Review of the Integrated Management System for ensuring its continuing suitability and effectiveness in meeting the requirements of ISO 9001:2008, ISO-14001: 2004 and OHSAS 18001:2007 and also the Environmental, Quality and OHS Policy and Objectives.

The “Procedure for Management Review” will be established and maintained.

The frequency of the Management Review will be at least twice in a year.

The Management Review will address the possible need for changes to policy, objectives and other elements of the integrated management system taking into consideration the environmental, quality and OHS audit results, changing circumstances and the commitment to continual improvement. The review of the policy, objectives and procedures will be carried out by the appropriate level of the Management that defined them.

Review will include the following: Results of internal audits and evaluations of compliance with legal

requirements and with other requirements to which the organization subscribes;

Communication(s) from external/ interested parties, including complaints; The environmental, quality and OHS performance of the Organization; The extent to which objectives and targets have been met; Status of corrective and preventive actions;




Changing circumstances including developments in legal and other requirements related to its environmental aspects, quality of product and customer requirements and non tolerable risks; and

Recommendations for improvement.

The scope of the review will be comprehensive, though not all elements of an Integrated Management System need to be reviewed at once and the review process may take place over a period of time.

The top management reviews the organization's integrated management system at least once in six months to ensure its continuing suitability, adequacy and effectiveness. This review includes assessing opportunities for improvement and the need for changes to the integrated management system, including the quality environmental and OHS policy and objectives. The management review process is as described in the “Procedure for Management Review” P MM01.01

The review is conducted by a Management Review Committee constituted by the OIC,, Vaghodia. The committee consists of following:

1. D.G.M (O&M)/ OIC, Vaghodia.2. Management Representative3. HOD(TS), ISO Coordinator & DCO4. HOD (Ops-LPG)5. HOD (Ops-GREP)6. HOD (Inst)7. HOD (Mech)8. HOD (Elec)9. HOD (HR)10. HOD (F&S)11. HOD (C&P)12. In Charge (Laboratory)

Review Input

The input to management review includes information on

a. Results of auditsb. Customer feedback

c. Quality, Environment and OHS Objectives.

d. Status of preventive and corrective actions

e. Follow up actions from previous management reviews




f. Changes that could affect the integrated management system

g. Recommendations for improvement

h. MOU targets vis-à-vis actual performance




i. Overall system performance for effectiveness

j. Review of Quality and HSE Policy and Objectives

Review Output

The output from the management review includes any decisions and actions related to

a. Improvement of the effectiveness of the integrated management systemb. Improvement of product related to customer requirements and

c. Resource needs.

Time bound action plan and responsibility of its implementation are assigned to concerned persons while discussing any of the issues listed above. MR is to review the implementation of the decisions taken in the management review meetings.Records of meetings (in the form of minutes of meetings) are maintained by MR for a minimum period of 3 years.

CONTINUAL IMPROVEMENT

GAIL continually improves the effectiveness of the integrated management system through the use of the quality and HSE policy and objectives, audit results, analysis of data, corrective and preventive actions and management review.

The effectiveness of the Integrated Management System shall be continually improved through the following means:

Review of performance vis-à-vis the quality and HSE policy and objectives

Analysis of data as described in the section above (Chapter CHAM01.4.5.1)

Appropriate action shall be taken as per the methodology defined in CHAM01.4.5.3 corrective and preventive actions.

The data on the performance, the analysis done and the status of corrective and preventive actions shall be discussed during the management reviews to determine the progress on such improvements being initiated and to provide the necessary support and resources. The responsibilities for the specific initiative shall be defined depending on the nature of activities to be carried out.

5.0 REFERENCE:

P MM01.01 - Procedure for Management Review

6.0 RECORDS:




All the records mentioned in the above-mentioned procedures will be maintained.



TITLE: PLANNING OF PRODUCT REALIZATION

PURPOSE:To ensure that the processes needed for product realization are planned, developed and carried out in controlled manner.

2.0 SCOPE:Applicable to all products offered by GAIL, Vaghodia.

3.0 RESPONSIBILITY:The overall responsibility for establishing, documenting, implementing and updating this system lies with the Management Representative.

4.0 SYSTEM REQUIREMENTS

4.1 PLANNING OF PRODUCT REALIZATION

The requirements of the products maintaining high level of productivity and supply of the products of specified quality to its customers through effective operation and maintenance of the LPG recovery plant,Vaghodia.

The basic quality objective is to provide the products of specified quality up to the satisfaction of customers.

The product realization processes along with their interaction have been mapped and shown in AXAM01.02. The necessary resources required for the product realization have been provided. (Refer CHAM01.4.4.1).

The product realization processes, wherever necessary, for meeting conformance to product requirements have been documented.

The required verification, monitoring, inspection and test activities for the product have been established in the respective processes. Records needed to provide evidence that realization processes and resulting product meet requirements are being maintained.



TITLE: CUSTOMER RELATED PROCESS

1.0 PURPOSE:To ensure that the processes needed for product realization are planned, developed and carried out in controlled manner.



4.0 SYSTEM REQUIREMENTS

Identification of requirements related to the product

The delivery order Products are booked by our Marketing Department at Mumbai and Baroda. The delivery order contain the name of the party, name of the product, quantity to be dispatched etc. and it is being E-mailed to us. After fulfilling the various requirements for loading the product will be dispatched. We will be providing dispatch (quality) certificate along with the product. We will obtain customer feedback from our marketing department time to time by fax / E-mail / telephonically / in-person.

Review of Requirements related to the Customer

We are providing dispatch (quality) certificate of our various products to our customers. The management has reviewed the customer requirements and the Product qualities are maintained accordingly. However the customer requirements’ regarding the quantity of the product is obtained through the delivery order. Amendment to a Contract

Executive Director (Marketing & Planning) is responsible for perusing amendment to a contract and communicating to the various functional heads upon receipt of amendments.

Any change or difference in opinion about contract is resolved with the customer by the Marketing Department.

It shall be ensured that any amendment in the accepted contract is documented and accepted after doing a capability check. The accepted order amendments shall be reviewed and correctly transferred to the concerned department. Where an amendment is desired by GAIL, it shall be ensured that the customer’s approval is taken.




The records of result of the reviews and actions arising from the review are maintained.

Customer communication

The organization has determined and implemented effective arrangements for communication with customers.

a. Product Information: This is provided to clients through “Brochures/Catalogues/IS Specifications

b. Customer Feedback obtained through customer survey questionnaire. The questionnaires are analyzed and wherever necessary, corrective/preventive actions are taken as per “Procedure for Corrective & Preventive Action” PMM01.03 .

The Dispatch department is in constant touch with the customer through telephone and personal contact regarding Quality, Quantity and services provided by LPG Plant, Vaghodia.

Customer Satisfaction

As one of the measurements of the performance of the integrated management system, the organization monitors information relating to customer perception as to whether the organization has met customer requirements.

For assessing the satisfaction of customers their feedback shall be obtained annually through customer survey through letters, fax, messages, telephonically, and in-person on the following factors

Responsiveness Quantity

Quality

Services

Suggestions for improvement.

In case there is feedback from the customer and the area has to be improved the same shall be communicated to the concerned personnel. The findings shall be analyzed for the root cause & necessary corrective action will be taken. The potential causes are also identified and preventive actions are recommended.



TITLE: PURCHASING PROCESS

1.0 PURPOSE:To ensure that the processes needed for purchasing process are planned, developed and carried out in controlled manner.




PURCHASE

Purchasing Process

The basic items purchased are categorized as below:a) Raw Material – Natural Gas: The purchase of the natural gas is done through the

O & M wing. Inspection and verification of raw materials is done as per inspection plan given in annexure AXM02A.03.

b) Spares (Indigenous): These spares are purchased by C&P department.

c) Spares (Imported): Imported spares requirement are consolidated and purchased from our C&P department of Baroda office.

d) Capital items, general stores and consumables: These items are purchased by C&P department.

As spares of proprietary nature constitute the major portion of purchases, the performance of vendor is evaluated based on past experience by the indenter.

For other items, which are not likely to affect the quality of end products, no formal evaluation is done. However, based on the experience, name of the vendors whose performance is found not up to the desired level with regard to timely delivery, quality and reliability are deleted from the Data bank.

The list of the vendors is reviewed once in three years to update the same. The activity involves inclusion of new vendors which are deemed to be registered with GAIL as per contract & procurement manual of GAIL.



TITLE: PURCHASING PROCESS

Purchasing Information

Purchasing documents shall contain specifications clearly describing the product ordered including following, wherever applicable:

a. The type, class, grade, style or other precise identification.b. The description of the items, specification, drawings, process requirements,

inspection & test requirements etc.c. Requirements for approval of product, procedures, processes and equipmentd. Requirements for qualification of personnele. Quality management system requirements

The concerned C&P executives shall review and approve the purchasing/ sub-contracting documents prior to issue for adequacy of specified requirements.

Verification of Purchased Product

If required, specifically by contract, the materials to be purchased are verified at source. The intended verification arrangement and method of release are mentioned in the purchasing information. The incoming goods, irrespective of verification at source, are inspected by the user department on receipt, so as to ensure that the product conforms to required specifications.

For details please refer Procedure for Purchase PM07.01.


GAIL (India) Ltd. Vaghodia.INTEGRATED MANAGEMENT SYSTEMS MANUALTITLE: PRODUCTION AND SERVICE PROVISION

1.0 PURPOSE:To ensure that the processes needed for product and service provision are planned, developed and carried out in controlled manner.




Control of Production and Service Provision

a) The characteristics of the product are available in AXM02A.06 / AXM02A.07 / AXM02A.08.

b) All the processes are carried out in accordance with the documented procedures, work instructions and vendor manuals.

c) It shall be ensured that processes and equipments used are approved and the processes are monitored and controlled as defined in the Process Control sheets/Work Instructions/Quality Plan, as applicable in the respective functional areas.

d) The products/processes shall be verified using calibrated instruments at specified stages as defined in the Quality Plan/Quality Control Plan as applicable in the respective functional areas. The Quality Plan/Quality Control Plan shall include the acceptance criteria or make reference to the applicable Standards/Codes/Work Instructions/Method card where these are defined.

e) The equipments required for the processes were procured through EIL who made the design & development of the plant.

f) Measuring and test equipments are calibrated in accordance with Procedures for Calibration PM05.05 & PM02.04.

g) Operators are skilled and trained in their respective jobs. Work instructions are

provided to the operators/ technicians to ensure that the job is done as per specified requirements.



h) The release of the products is controlled as given in Procedure for inspection and testing- PM02.05. The delivery and post delivery activities are as it is mentioned in manual MM01.

i) Production/Installation machinery and equipments, which require to be maintained to ensure continuing process capability, shall be maintained as defined or referenced in relevant department procedure for “Process Control”.

j) LPG recovery plant, Vaghodia has incorporated most modern built-in safety and security systems during its design development, engineering, construction and operational phases. Fire protection system provided for LPG Recovery Plant is maintained by F&S department as given in manual M06.

Validation of Processes for Production and Service Provision

There is no process either for production or service provision where the resulting output cannot be verified by subsequent monitoring or measurement. Hence this clause is not applicable. As and when this clause becomes applicable, the same shall be addressed.

Identification and Traceability;

In the product realization process the products status are identified witha. Identification of In-process Materials: In-process materials shall be suitably identified by one or more of the methods followed in section 4.1 of this chapter. Wherever required, the process stage and/or job reference such as job order number/work order number shall be indicated.b. Identification of Finished product: Finished products shall be identified, wherever practicable, as in the case of in-process material to include details of job reference.c. Identification of Rejected Materials: Rejected materials shall be identified by rejected tags, stickers, display-boards or similar form of identification or separately kept in marked area to indicate that these materials are non-conforming.

d. Traceability: Where traceability is a specific requirement, the same shall be indicated.

Records indicating traceability shall be maintained.The quality specifications of products are informed to the customer and the customer complaints are handled as per the procedure for handling of customer complaints (PMM01.11).

Wherever the traceability is a requirement, the identification of the product is controlled & recorded. However spares and equipment/ instruments etc. are identified with the help of supplier, tags & nameplate, which gives description of the material.



Customer Property

LPG & MFO tankers arranged by the customer is being checked for safety aspects by representatives of Fire & Safety Department.

The various tank trucks entering the plant will be verified for safety before entry into plant premises and if any problem is there, same are communicated to the customer. It is ensured the tank truck is operated inside the plant as per the safety norms. Customer supplied products shall be verified on receipt and stored, and maintained in a manner, so as they are fit for use at the time of usage till delivery to the customer.

Customer supplied products, if lost, damaged or otherwise found unsuitable for use either on receipt or on usage; the same shall be recorded and reported to the customer.

Preservation of Product

During the internal processing as well as storage of the product prior to delivery, the product requirements are checked and verified by laboratory. Being a process plant, the products are preserved in their required state by maintaining appropriate pressure & temperature conditions


GAIL (India) Ltd. Vaghodia. INTEGRATED SYSTEM MANUAL TITLE: LIST OF MASTER PROCESSES

MASTER LIST OF MASTER PROCESSES

i. OPERATION & MAINTENANCE (GAS PROCESSING UNIT)

ii. OPERATION & MAINTENANCE (COMPRESSOR STATION)

iii. CONTRACT & PROCUREMENT

iv. FINANCE & ACCOUNTS

v. HUMAN RESOURCES

vi. SAFETY & FIRE

vii. IT & TELECOM

viii. SECURITY

ix. CIVIL MAINTENANCE

x. ELECTRICAL NAINTENANCE

xi. MECHCANICAL MAINTENANCE

xii. INSTRUMENT MAINTENANCE

xiii. QUALITY CONTROL LAB

xiv. INTERACTION WITH VENDOR/ SUPPLIER/ SERVICE PROVIDERS

DOC. No.: AXAM01.01 REV. NO.: 00 REV. DATE: 01.10.2011 PAGE NO. 97

GAIL (India) Ltd. Vaghodia. INTEGRATED SYSTEM MANUAL TITLE: SCHEMATIC OF MASTER PROCESSES

DOC. No.: AXAM01.02 REV. NO.: 00 REV. DATE: 01.10.2011 PAGE NO. 98

CONTRACT & PROCUREMENT

OPERATION & MAINTENANCE

(GAS PROCESSING UNIT)

OPERATION & MAINTENANCE (COMPRESSOR

STATION)

HUMAN RESOURCES

FINANCE & ACCOUNTS

SAFETY & FIRE

SECURITY

TECH.SERVICES

ELECTRICAL NAINTENANCE

MECHCANICAL MAINT, IT &TC

INASTRUMENT MAINTENANCE

CIVIL MAINTENANCE

QUALITY CONTROL LAB

VENDOR/ SUPPLIER/ SERVICE PROVIDER

GAIL (India) Ltd. Vaghodia.INTEGRATED SYSTEM MANUAL

TITLE: QSHE POLICY

DOC. No.: AX AM01.03 REV. NO.: 01 REV. DATE: 09.07.2014 PAGE NO. 99


TITLE: QUALITY OBJECTIVES AND TARGETS

Sr. No. QUALITY OBJECTIVES TARGETS

(From 1.4.2015 to 31.3.2016)1 Continual motivation and

updating of skills of personnel through HRD activities

1. Minimum One training per employee.

2. Organizing periodic group talks among the operation personnel, emphasizing amendments in SOP’s & safety related aspects.

2 Strict adherence to quality maintenance programmes using modern maintenance (management) techniques

100 % adherence to the planned schedules

3 Operating plant and process reliably at optimum energy level

1. Achieve plant availability to 340 days in a year.

2. Meet MOU target for the year

DOC. No.: AX AM01.04A REV. NO.: 04 REV. DATE: 01.06.2015 PAGE NO. 100


TITLE: ENVIRONMENTAL OBJECTIVES & TARGETS

DOC. No.: AX AM01.04B REV. NO.: 04 REV. DATE: 01.06.2015 PAGE NO. 101

Sr. No.

ENVIRONMENTAL OBJECTIVES

TARGETS(From 1.4.2015 to 31.3.2016)

1REDUCTION IN ELECTRICAL ENERGY CONSUMPTION

a. Reduction in Electrical energy consumption by 0.5 % as compared to last year

2 DEVELOPMENT OF GREENERY IN & AROUND PLANT AREA

To plant 50 trees in & around plant in FY 2015-16

3 ENVIRONMENTAL AWARENESS FOR EMPLOYEES & CONTRACTORS

a. Celebration of World Environment Day

b. Celebration of Oil & Natural gas Conservation fortnight

c. To complete 80% employees training through environmental awareness programme

4 REDUCTION OF WATER CONSUMPTION WITH RESPECT TO PREVIOUS YEAR

a. Overall reduction in water consumption by 0.5 % as compared to last year.

b. Monitoring of water consumption under different heads

c. To explore the possibility of reduction in water consumption


TITLE: OH & S OBJECTIVES AND TARGETS

DOC. No.: .AXAM01.04.C REV. NO.: 04 REV. DATE: 01.06.2015 PAGE NO. 102

Sr. No. OH&S OBJECTIVES TARGETS

(From 1.4.2015 to 31.3.2016)1 EMERGENCY AWARENESS AND

MAINTAINING SAFETY FOR EMPLOYEES & CONTRACTORS

1. Zero reportable accident.2. 400,000 safe man hours1. To impart refresher training

to 80% employees every year

2 CATEGORISATION AND MONITORING OF HEALTH LEVEL OF EMPLOYEES

1. Annual Health Check up of all Employees (100%) w.r.t. vital health parameters as per factories act.

2. Referal medical check up if required there off.

3. Providing 100 % PPE’s to all employees as per GAIL standard.

4. Ensuring SOP’s & work permit procedures as mentioned in Departmental Procedure Manuals to safeguard Employees Health.

5. Improving awareness of employees by conducting training programs in the field of HSEF, Celebration of National Safety Week, Fire Services Week etc.

REV. DATE.: 09.07.2014


TITLE: ORGANIZATION CHART

OC. No.: AXM01.05 REV. NO.: 04 REV. DATE: 01.07.2016 PAGE NO. 103