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Report No 6.50/238
September 1996
E&P Forum
Land Transport Safety Guidelines
Report No. 6.50/238
September 1996
E&P Forum, 2528 Old Burlington Street, London W1X 1LB
Telephone: 44-(0)171-437 6291 Fax: 44-(0)171-434 3721
Authors
This report has been prepared for the E&P Forum by their Safety, Health and
Personnel Competence Committee through their Road Safety Task Force.
Mr S. Barber
Mr M. Carouso
Mr N. Cave
Mr M. Covil
Mr R. Finch
Mr J. Godsman
Mr M. Grpinet
Mr J. Hahusseau
Mr D. Krahn
Mr E. Lebesque
Mr T. Livre
Mr G. Spring
Mr R. C Thonger
Mrs I. Thomas
The Oil Industry International Exploration & Production Forum is an international association of oil companies and petroleum industry organisations formed in 1974. It was established to represent its members interests at the International Maritime Organisation and other specialist agencies of the United Nations, and to governmental and other international
bodies concerned with regulating the exploration and production of oil
and gas. While maintaining this activity, the Forum now concerns itself
with all aspects of exploration and production operations, with particular
emphasis on safety of personnel and protection of the environment, and
seeks to establish industry positions with regard to such matters.
At present the Forum has 60 members worldwide, the majority being oil
and gas companies operating in 60 different countries, but with a number
of national oil industry associations/institutes.
Disclaimer
Acknowledgments
Whilst every effort has been made to ensure the accuracy of the information contained in this publication, neither E&P Forum nor any of its
members will assume liability for any use made thereof.
CONTENTS
INTRODUCTION
BENEFITS OF EFFECTIVE LAND
TRANSPORT MANAGEMENT SYSTEMS
PURPOSE AND SCOPE
3
4
Active Monitoring
10
Reactive Monitoring
Records
10
10
Corrective Action
10
10
Management Review
10
LAND TRANSPORT
MANAGEMENT SYSTEM
APPENDICES
6
7
2. Driver Management
13
3. Driver Training
15
Policy Statement
Strategic Objectives
18
Resources
Documentation
8
8
20
6. Drivers Handbook
22
7. Vehicle Operations
23
25
26
Planning
8
9
9
Management of Change
27
28
INTRODUCTION
The number of serious incidents and fatalities involving motor vehicles
employed in land transport remains stubbornly high, against a general
background of falling lost time injuries. These guidelines are intended to
provide the E&P industry with clear guidance and a shared aim of minimising vehicle incidents and their associated costs.
Logistics and land transport are multifunctional activities involving personnel throughout the E&P industry. All those involved in land transport share
a joint commitment to managing land transport risks in their operation and
to preventing incidents and fatalities, as stated in their HSE policies.
Companies should have in place a management system for land transport
operations based on a full and careful appraisal of the risks, followed by a
clear management strategy to minimise and control those risks to a level
as low as reasonably practicable. Land transport safety management is a
challenge for which there are no easy solutions but which needs to be
actively managed in the same way as other business activities. It requires
commitment from the top, and the attention of competent line managers
to achieve improved performance.
An assessment should be performed of transportation and logistics
issues and the associated risks. Where land transport is provided by a
contractor then the assessment should be conducted before the start of
operations and ideally as part of the pre-contract negotiations. The
assessment should ensure that the responsibilities of the operator, contractor and sub-contractor involved in the operation are clearly defined
and that the management systems of all companies involved in an operation are integrated to minimise the land transportation risks. The aim
should be to ensure that all vehicle movements are managed through
vehicle selection, provision of vehicles and transport services, equipment
outfit and vehicle allocation, and controlled by clearly identified personnel
with defined responsibilities working to agreed standards.
BENEFITS OF EFFECTIVE
LAND TRANSPORT
MANAGEMENT SYSTEMS
An effective land transport management system should yield benefits
which go well beyond the humane considerations and reduction in the
direct costs that are usually incurred when a land transport related incident
occurs.
These benefits include, but are not limited to:
reduction in loss of life and human suffering;
improvement in health and reduction in related illness;
reduction in the risks associated with transport operations;
reduction in the costs related to incidents;
control and minimisation of damage when an incident occurs;
clear responsibility for transportation and logistics issues;
compliance with legal requirements for the operations;
clear, concise and consistent vehicle operating standards;
appropriate maintenance schedules and standards;
lower maintenance costs with fewer breakdowns;
improved operational procedures, and more efficient transport use;
employee motivation through training and recognition of their skills;
reduction in air pollution through better selection and maintenance
of vehicles; and
enhancement of companys image within the local communities and
authorities.
With an effective system in place all the above-mentioned points can be
positively addressed.
Key Elements
Addressing
Leadership and
commitment
Policy and
strategic
objectives
Organisation,
resources and
documentation
Evaluation
and risk
management
Planning
Implementation
and monitoring
Auditing and
reviewing
LAND TRANSPORT
MANAGEMENT SYSTEM
The following sections of these guidelines will assist the nominated
responsible managers in developing suitable land transport management
systems for their operations. The main objective is to ensure that their
activities are planned, carried out, controlled and directed so that risks
from transportation are minimised.
Land transport management will respond to the same fundamental principles seen in all other forms of management control.
The LTS-MS should conform to the national or international legal framework and take account of corporate transport policies within which companies conduct their business. An example Land Transport Management
System Checklist is given in Appendix 1.
The senior management of the company should demonstrate their commitment to managing land transport operations in a safe, healthy and environmentally responsible manner.
Leadership and commitment is demonstrated when management at all levels:
set a good example in terms of their own attitude and driving
performance;
allocate the necessary resources to land transportation and related
logistic issues;
put land transport safety matters high on the agenda of meetings,
including board meetings;
communicate clearly that land transport safety standards are an
important company requirement;
provide appropriate training and assessment for all drivers involved in
land transport operations;
encourage safety promotions and employees suggestions for
measures to improve safety performance, and commend safe practice;
set plans and targets, and measure vehicle safety performance of all
employees; and
insist that transport contractor operations meet required standards.
There should be a clear definition of delegated responsibility to nominated individual managers down through the management structure of the company.
Policy Statement
The senior management should make clear in a policy statement their
commitment and expectations of good HSE management. All vehicle owners and operators should formulate local land transportation HSE policies
compatible with the corporate HSE policy to improve the safety of land
transport operations.
To operate in a safe, efficient and effective manner to reduce incidents,
eliminate fatalities and to operate in an environmentally sensitive and
responsible way, the policy statement should include some or all of the
following features. It should:
be publicly available in appropriate local languages and in a bold, easy
to read format;
The LTS-MS policy statement needs to be regularly reviewed by management with emphasis on its intent, scope and adequacy.
Strategic Objectives
The Land Transport HSE policy statement provides the starting point for
establishing strategic land transport objectives.
Such objectives should aim to:
reduce the number of incidents and fatalities;
minimise the number of journeys and personnel exposure;
minimise the total number of kilometres driven;
establish driver selection, testing and training programmes;
establish and support safe land transport working procedures and
practices and to strive for an incident-free activity;
ensure that the company will employ only transport assets, facilities
and equipment which conform to acceptable standards and that they
are maintained in a safe and secure condition; and
specify the need to develop an emergency response capability in
cooperation with authorities and emergency services.
Organisation
An overall management structure for land transportation and its relation to
the implementation of the transport policy within the organisation should
be in place and made widely available. It should clearly identify those people who have an active responsibility for land transport management, and
should state what those responsibilities are. All employees who make use
of, or are affected by land transportation (i.e. everybody) should continually be made aware of their individual responsibilities.
Resources
Management should ensure that adequate resources are made available in
a timely manner to fulfil the strategic objectives set out in the companys
Land Transport Management plan.
Documentation
Documentation should be maintained to provide records of the critical
aspects of the land transportation management system. Policies and
responsibilities need to be established for the availability, maintenance and
modification of such documents.
Recording of Hazards
The hazards information gained from the risk evaluation should be documented and incorporated into the LTS-MS, which should demonstrate that:
all foreseeable hazards associated with land transport have been
identified;
the likelihood and consequences of an incident have been assessed;
controls to mitigate significant risks are in place; and
emergency response measures to mitigate incidents are in place.
Risk Reduction Measures
The company should maintain procedures to select, evaluate and implement measures to reduce risks. Emphasis should be placed on preventative measures such as enhancing driver performance, security of vehicles
and cargo, and proactive environment protection wherever practicable.
Mitigation measures should include steps to prevent escalation of any
incidents that do occur through effective emergency response.
Effective risk reduction measures and follow-up require visible commitment of management and on-site transport supervisors, as well as the
understanding and ownership of the measures by drivers.
All aspects of land transportation operations, vehicle selection and use should
be planned in line with the policy and strategic objectives of the company.
Planning
The plan should especially address the introduction of any new or unusual
techniques, types of transport and type of environment as well as training
requirements.
A journey management system should be operated to ensure each journey is necessary, properly organised and supported (See Appendix 9,
Journey Management Planning).
Management of Change
Any changes in the personnel, vehicles, processes and procedures of land
transport in the company have the potential for adverse effects on health,
safety and the environment. All changes should be considered in this light.
Changes which may be critical to the LTS-MS should be reviewed prior to
implementation.
Contingency and Emergency Planning
The company should maintain procedures to identify foreseeable emergencies, and develop response plans for such situations (See Appendix 10,
Emergency Response Plans and Procedures).
There should be written procedures for all safety critical land transport
activities. A monitoring system must be in place to ensure that the management system is effective, and that procedures are followed.
Active Monitoring
Active monitoring provides information on the extent to which LTS-MS
requirements are being complied with, and objectives and performance
criteria are being met.
Reactive Monitoring
Reactive monitoring provides information from the investigation of vehicle
incidents (including near misses, ill-health of drivers, vehicle/asset/environmental damage and safety statistics) that have occurred and provides
insight into the means to prevent similar incidents in the future.
Records
The company should maintain a system of records in order to demonstrate the extent of compliance with its LTS-MS policy and to document
the extent to which planned objectives and performance criteria have
been met, e.g.:
reports of inspections, audits, reviews and follow-up actions;
investigation of incidents and follow-up actions;
maintenance reports;
training records; and
security incidents.
Corrective Action
The company should define who is responsible for initiating corrective
action in the event of non-compliance with specific requirements of the
LTS-MS. Situations of non-compliance may be identified by the monitoring
programme, via communications from employees, contractors, customers,
regulatory authorities, the general public or from incident investigations.
Management Review
Senior management should carry out a review of the land transport management system at appropriate intervals to ensure its continuing suitability and effectiveness for the ongoing operations.
The review should include audit findings and the status of audit recommendations as well as reports from incident investigations. The review should
consider the continuing suitability of land transport policy and procedures
and should consider any changes in recognising hazards and assessing
risks and changes to the system or procedures since the last review.
The management review should be recorded.
10
APPENDIX 1
APPENDIX 1
The purpose of this Appendix is to provide management with a simple
checklist of the key features of a LTS-MS.
Is there a documented LTS-MS in place?
Are strategic objectives clearly defined and published?
11
12
APPENDIX 2
APPENDIX 2
Driver management is a key part of the land transport management system. This appendix provides guidance to managers and supervisors to
assist them in the management of all drivers, both professional and nonprofessional.
Driver Management
13
Drivers Hours
An important factor in vehicle incidents is driver fatigue. Work schedules
should be arranged so that drivers do not exceed specified daily and
weekly periods of duty, which include both driving and other work related
activities.
14
APPENDIX 3
APPENDIX 3
The extent and nature of training should be sufficient to ensure compliance with the companys LTS-MS policy and objectives. Such training
should meet or exceed that required by legislation and regulations.
Appropriate records should be maintained. Refresher training should be
scheduled as necessary.
Driver Training
Training Process
Any training undertaken must provide the desired outcomes and enhance
the performance of both the individual and the organisation. Positive attitudes required to achieve safe operating standards are a product of a successful safety management system which includes training as one of its
elements.
Identify training needs
Once all needs are identified, objectives must be set. These must be clear,
achievable and measurable. Objectives may fall into two categories:
Individual goals: statements relating to the ability to carry out a
particular process or task, e.g. at the end of the course the trainee will
be able to ; and
Organisational goals: to fit corporate LTS-MS targets, such as a
reduction in vehicle incidents.
Implement Training
The training given must be interesting and stimulating and the content
should meet the defined needs.
Evaluate Training
The effectiveness of the training should be measured against the objectives set.
A practical demonstration of knowledge and ability is an effective way to
assure that the training objectives have been achieved.
Driver-Induction Training
A high percentage of vehicle incidents involve drivers in their first twelve
months with a company. Hence, following selection, the importance of
induction training, supervision by senior drivers, and continuous assessment needs to be stressed.
Newly appointed drivers should attend a driving induction course before
being allowed to drive on company business. The course should be specific to the job requirement and should include the following topics:
main features of the LTS-MS, highlighting key policies, rules and
procedures;
local culture and attitude to driving;
15
At the end of induction training each driver should be given written reference material, which should preferably be in the form of a Drivers
Handbook, containing information and instructions which will help him to
undertake his duties safely and efficiently (see Appendix 6, Drivers
Handbook).
16
APPENDIX 3
company name;
date of expiry of permit (usually two to three years linked to refresher
17
APPENDIX 4
Communication and Motivation Methods to
Improve Land Transport Safety
18
APPENDIX 4
Tool box meetings can be supported by a weekly one page safety flash
covering a particular point of concern.
Supervision
Because of the nature of driving activities, drivers may have little regular
contact with supervisors which can lead to difficulties in maintaining effective motivation. Supervisors and managers should show a genuine interest
in the welfare of drivers, the tasks they perform and their achievements.
This interest and recognition of skills, knowledge and good performance
will assist in developing a sense of self-esteem and pride in the job.
Whenever possible drivers should be consulted on matters affecting their
job and working environment.
Drivers must be aware that good safety performance is one of the principal objectives of supervisors and management. The rationale of policies
and procedures and the consequences of not following them should be
clearly communicated.
19
APPENDIX 5
Risk Evaluation and Management of
Land Transport
20
APPENDIX 5
Risk Assessment
The level of risk associated with each of the identified hazards can be
assessed after the probability of occurrence is determined and the possible consequences are defined.
Risk Management
A variety of risk reduction measures may be employed, appropriate to the
nature, probability and severity of the LTS-MS. Prevention measures are
designed to prevent the realization of hazards. Such measures include:
reducing the exposure of drivers and passengers to unnecessary
journeys;
reducing fuel consumption and thereby reducing emissions to the
environment;
limiting systems; and
vehicle data recorders.
These may also include organisational and system measures, such as:
intrinsically safer designs;
quality assurance, maintenance and inspection procedures;
scheduling plans that take account of human factors;
clear and well-communicated work instructions, e.g. Drivers
Handbook;
use of Material Safety Data Sheets (MSDS) when transporting
hazardous cargoes; and
substance abuse programmes.
21
APPENDIX 6
Drivers Handbook
1. Foreword
2. Company Land Transport Safety Policy
3. Emergency Telephone Numbers
4. The Professional Driver
risks of driving
common causes of incidents
vehicle incident prevention measures
defensive driving and drivers responsibilities
company safety rules
product/cargo information
5. Legal Responsibilities (as applicable)
driving hours and rest periods
what to do when an incident occurs
weight limits
authorised routes and parking areas
6. Vehicle Cleanliness
washing vehicles and cab cleanliness and housekeeping
safe use of cleaning materials
7. Loading and unloading
instructions on correct loading and unloading
emergency uplift and cargo handling equipment
specialist cargo handling
passenger care
8. Technical
vehicle operation
vehicle safety features
inspection
9. Emergency Response
incident procedures
cargo shedding and spill containment
breakdown procedures
first aid
fire fighting
22
APPENDIX 7
APPENDIX 7
This appendix provides guidance to managers and supervisors to assist
them in the management of vehicle operations. The management of vehicle operations should take into account the following.
Vehicle operations should take account of the journey management
plan.
Freight should only be carried on vehicles that are properly designed
for the purpose.
Vehicles should not be overloaded.
Attention should be given to positioning of heavy or dense loads so as
not to overload or damage any part of the vehicle or to affect its
stability.
Freight should be securely fixed before movement and proper use
made of pallets and dunnage. All freight vehicles should be equipped
with securing equipment (including lashings, chains, binders, nets as
necessary) and there should be clear instructions as to its proper use.
The vehicle should have adequate locking and security, particularly for
the transportation of hazardous materials (a safe/secure parking area
should be provided for overnight stops).
Drivers should be briefed on the special provisions applicable to the
load and their understanding of those provisions checked before
movement. When transporting chemicals or materials of a hazardous
nature the driver must be competent to handle any incident that may
occur. The relevant Materials Safety Data Sheets must also be carried
on the vehicle.
Potentially reactive chemicals or materials should be segregated so
that they cannot be brought into contact with each other.
The company should comply with government or other local
regulations and restrictions including such aspects as route
restrictions, requirements for police escort, action in event of
obstructions, etc. This may be equally applicable to wide/high loads.
Where journeys by road are part of an international journey which
may include other transport modes (rail, sea, air) the requirements
for freight classification packaging and labelling may need to comply
with the requirements of internationally-based recommendations/
regulations.
Audio-visual warning devices for reversing will help avoid third party
crush incidents.
Carriage of passengers and freight in same vehicle.
Vehicle Operations
23
Passenger Compartments
All seating should be securely fixed; passengers should be seated whilst
travelling. The maximum passenger load should be indicated on the vehicle. There should be means for the driver to observe passengers carried in
the rear of the vehicle. On trucks, buggies and semi-trailers converted to
passenger carrying service, fixed sides should be fitted to the passenger
space at least to the height of seated passengers. For off road, rough road
and all uses with significant risk of roll over, all occupants should have roll
bar protection. The occupants of light commercial vehicles should be protected by a steel body shell if roll bar protection is not provided. Sideways
facing seats should be avoided where possible.
Seat Belts
The use of seat belts by all occupants of cars, vans and goods vehicles
should be mandatory. Belts should be of the lap/sash configuration incorporating automatic retraction and deceleration activated emergency locking mechanismsoften referred to as inertia reels. Where there are
more than two seats in a row, lap belts are acceptable for centre seat passengers. For vehicles used in off road operations, consideration may need
to be given to the use of four point harnesses. Where a vehicle has rear
seats, except for buses, these seats should be fitted with seat belts. On
buses, seat belts should be worn by the driver and front seat passengers
and, as a minimum, by all passengers seated in front of an open space,
e.g. on a rear seat facing the aisle or on a seat adjacent to the doorway.
Speed Limits
Speed limits set for premises and road systems should be seen to be
enforced by line management. Speed limits where defined shall be prominently displayed in all vehicles. Speed limiting rules for vehicles on public
roads should be set with caution. Enforcing compliance with a limit which
is significantly lower than the limit set by traffic authorities or lower than
local norms may increase vehicle hazards due to overtaking.
Tyre Pressures and Condition
Tyres are an important safety feature requiring careful selection, and operators should be guided by manufacturers recommendations. The condition of tyres has a significant effect on vehicle steering, road holding, fuel
consumption and braking performance. Tyres need to be maintained at the
correct operating pressure. The tyre pressures recommended should be
displayed on vehicles and drivers should be given the means to check
them. Drivers should be responsible for checking tyre condition on a regular basis, and reporting any deficiencies.
Electronic Tachographs (Vehicle Data Recorders)
Electronic tachographs/vehicle data recorders are an effective way of monitoring: driving hours; duty hours; rest periods; acceleration and braking
rates; speeds and unscheduled stops.
24
APPENDIX 8
APPENDIX 8
Care
Supervisors and drivers should ensure that all vehicles are roadworthy and
correctly fitted with the appropriate safety equipment before a journey
commences. Care of the vehicle should be the responsibility of the driver.
Both driver and supervisor have the following responsibilities in respect of
vehicle care:
daily and weekly inspections of the vehicle on the basis of checklists
(tyres, fluids, brakes, steering, batteries, lights etc.);
ensuring defects that have an immediate effect on safety are reported
and that they have been repaired before the vehicle is put back into
operation;
ensuring that non-critical defects are attended to in a timely manner;
and
ensuring that servicing and maintenance are carried out as scheduled.
Maintenance
In order to ensure that proper levels of safety are maintained, all vehicles
should be subject to a regular road worthiness inspection, the frequency
of which should be determined on the basis of local regulations, manufacturers recommendations, vehicle age, distances travelled and operating
conditions.
Management should therefore ensure road worthiness of all vehicles by
implementation of an effective maintenance programme which should
include:
setting of appropriate maintenance standards;
establishment of schedules for inspection and testing;
ensuring check-lists cover all safety related items;
availability of appropriately qualified and equipped staff with efficient
working facilities to adequately inspect and maintain vehicles;
an adequate supply of spare parts;
an effective system for drivers to report defects;
a procedure for vehicles to be taken out of service until critical defects
are rectified;
ready access for drivers to maintenance, inspection and current defect
status reports; and
special detailed inspection and repair procedures for vehicles involved
in incidents.
25
APPENDIX 9
Journey Management Planning
26
APPENDIX 10
APPENDIX 10
The roles and responsibilities of employees dealing with emergencies
should be documented. To assess the effectiveness of response plans,
procedures should be established to test emergency plans by scenario
drills and other suitable means, at appropriate intervals, and to revise them
as necessary in the light of the experience gained. Procedures should also
be in place for the periodic assessment of emergency equipment needs
and the maintenance of such equipment in a ready state.
27
APPENDIX 11
Post-Incident Procedures
Vehicle Recovery
Vehicle recovery is hazardous and should only be undertaken by a trained
specialist using equipment dedicated for recovery purposes.
28
APPENDIX 11
29