Ref: OIS-E&HS-P.

03
Communications Date: 05/11/2023

Procedure Revision: 2
Page: 1 of 10

Personnel Role Acknowledged

Prepared by: QHSE

Reviewed by: Operations Head

Approved by: CEO

Prepared OIS Client

No Date Description
By Approved Approved

0 June 2017 First Issue QHSE CEO NA

1 May 2022 Second Issue QHSE CEO NA

Document Reviewed to include

2 Nov 2023 LFI Framework, Approval & QHSE CEO NA
amendment details

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 Ref: OIS-E&HS-P.03
Communications Date: 05/11/2023

Procedure Revision: 2
Page: 2 of 10

1. Purpose & Scope

Purpose
The purpose of this Procedure is to define OIS standards and expectations relating to
communication of Policies, Standards, Procedures, Practices, and Learnings, including from
Incident (both external/ internal) between various levels and function within the company,
and with interested external parties.

Scope
This procedure applies to the operational activities, administrative functions and services
of OIS.

2. Definitions
 Interested Party - Person or organization that can affect, be affected by, or perceive
itself to be affected by a decision or activity.
 Learnings: knowledge or a piece of information obtained by study or experience.
 LFI: Learning from Incidents.
 MR: Management representative is a professional who fulfills a supervisory role on
behalf of more senior members of the management team.
 Supervisor: Person whose job is to supervise someone or something

3. Responsibility
It is the responsibility of Leadership, Senior Management and Worksite Supervisors to
ensure that this procedure is complied with. It is the responsibility of all OIS employees to
co-operate with their supervisor in complying with this procedure

4. Activities/ Procedure.

Internal Communication
OIS MR shall be responsible for establishing and maintaining clear lines of communication
about the Management System within the organization.
The communication shall include, but not limited to:
 Communications about integrated management system policy updates
 Integrated management system objectives
 Significant environmental aspects and impacts
 OH&S hazards & risks

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Communications Date: 05/11/2023

Procedure Revision: 2
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 Integrated management system performance

 Outputs of management reviews
 Audit results
 Nonconformities
 Legal and regulatory issues
 Accomplishments

HSE Management System Policy and objectives shall be posted on notice boards. HSE
management system policy needs to be communicated to ensure that all staff understands
it. HSE/ MR shall actively encourage feedback and communication from employees through
Preventive & Improvement Action Request in improving organization’s performance and
achievement of HSE Management System objectives.

HSE/ MR shall avail suitable means such as internal memos, emails, notice boards,
telephone, meetings, etc. for internal communication. Further communications will be
disseminated to employees through on-the-job briefing, HSE awareness talks, and other
promotional activities. All communication related to HSE Management System shall be filed
by HSE/ MR in the communications file. HSE/ MR shall represent employees on matters
relating to health and safety.

External Communication
HSE/ MR shall handle all communications with customers, suppliers and interested third
parties and public with regards to the HSE policy. Environmental aspects will be
communicated externally as and when requested by the customers, suppliers and
interested parties.
Any complaints received shall be brought up at the management review meeting. All
personnel receiving visits, calls, letters, faxes and e-mail regarding the HSE Management
System shall forward all inquiries to the HSE/ MR.

Incident Communication
When an incident occurs, the section supervisor and the department manager should be
informed immediately. The person reporting the incident shall fill the Incident Report &
Investigation Form and submit it to the Section Supervisor. The Section Supervisor shall
investigate the incident and recommend corrective action as appropriate.

The Supervisor shall enter this information on the relevant section of the Incident
Investigation Report Form and hand the form to the Department Manager for review. The
Manager shall then decide on the appropriate corrective action and the necessary follow

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 Ref: OIS-E&HS-P.03
Communications Date: 05/11/2023

Procedure Revision: 2
Page: 4 of 10

up. Once the Manager has filled in his/her part, a copy of the form shall be forwarded to the
QHSE MR and then he, with the advice of the CEO, will determine the need to file the report
to the relevant local regulatory authorities or the other interested parties.

Learning from Incidents: (Internal and External)

Objectives of Lesson Learned

The general objectives and benefits of implementing the lessons learned process are:
 To prevent similar incident by learning from that Incident which has occurred
somewhere else.
 To propagate effective methods throughout the organization by sharing and reusing
knowledge
 To eliminate mediocre or poor practices
 To continually improve the methods and processes used in the development and
management of operations
 To improve workforce productivity and performance

Lesson Learned – HSE Incidents – Internal

 Lateral Learnings are prepared based on evaluation of potential risks.
 HSE Team will be responsible to prepare Lateral Learning after finalization of Incident
Investigation report.
 HSE Manager will be responsible to communicate Lateral Learning to all Bases and
concerned personnel/departments along with applicable instructions e.g. check,
implement, communicate etc.
 Base Manager and HSE Coordinator will be responsible to share and cascade it down to
all crew Members.
 Each Base Manager is responsible to ensure that his crew members have gone through
Lateral learning and signs off on the attendance sheet.
 Lateral Learning shall be presented in Weekly HSE Meeting.
 Superintendent and Base Manager are responsible for ensuring that Base is in
compliance with all applicable learnings/recommendations made in the Lateral
Learning.
 They are responsible to take required actions for ensuring compliance with Lateral
learning recommendations.
 Action resulting out of Lesson Learned will be captured using CAPA tracker.
 Lateral Learning indicating revisions within the Management System must include clear
instructions for updating all applicable documentation.

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Communications Date: 05/11/2023

Procedure Revision: 2
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 For serious incidents, all OIS Bases shall be notified via Incident Notification report or
Email advice on the incident that has occurred in order to make Bases aware about the
same.
 Base Manager is responsible to discuss this incident with all crew members by calling
special HSE meeting.
 LFI implementation & effectiveness shall be monitored during HSE Audits.

Lesson Learned- External- HSE Alerts

 HSE Alert should be shared with all Bases to help employees, contractors and clients
become aware of newly identified HSE related issues that have significant potential for
harm to personnel, the environment or the equipment.
 Once issued, the HSE Alert must be reviewed by all personnel. HSE Alerts or Warnings
must be tracked to confirm review and compliance by worksite.
 All HSE Alerts will be distributed to all OIS through HSE Department.
 Items for HSE Alert are selected from a review of recent incidents and recommended
items from managers and supervisors.
 Normally HSE Alerts which are communicated through OIS Operations originate from
below sources:
o Client released HSE alerts
o Client Operations/Technical department HSE Alerts
o IADC
o Any Other international Safety Forum
o Product Safety Bulletins by OEM
o Alerts received from other Contractors
 Distribute HSE alert to all OIS Bases along with applicable instructions e.g. check,
implement, communicate etc. to all Bases. Base Manager shall ensure that HSE alerts
are being cascaded to all field staff and receive feedback from Field regarding the
handling of HSE alerts in the field and including the close out details of corrective action
where applicable.

 LFI Frame Work:

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 Ref: OIS-E&HS-P.03
Effective
Revision
0.0
Date
1st Jan
Communications
Oilfield Inspection Services
Date: 05/11/2023
2022 Procedure Revision: 2
Page
OIS-E&HS-PF-01
1 of 1
Learning from Incidents: Process Flow Page: 6 of 10

I n v e s t i g a t i o n r e p o r t s f i n a l i z e d &

a p p r o v e d .

LFI extracted. HSE Coordinator External LFI received/extracted. HSE

generates LFI package. Cascades/ Coordinator Cascades/ Communicate
Communicate learnings to all Base/ learnings to all Base/ Unit Focal
Unit Focal points. points.

All Base/ Unit Focal points to

acknowledge receipt of LFI

All of the above N O

HSE Co., to follow up with Base &

conditions
check receipt of LFI.
satisfactory?

Y E S

Base/ Unit Focal Point to cascade LFI

during dedicated Safety Meetings, TBT, Base Focal Point & HSE to
and Crew engagements. Crew confirm all shifts covered.
understandings shall be verified

LFI shall be posted at all

prominent places for crew
reference

N O

Any further Y E S

Conduct Fishbowl/ Deep Dive

actions
Sessions/ Reviews/ Work Stoppage
required?

HSE to verify LFI during L3 Facility

Audits as per Audit plan/ADHOC Audit/
MDSV.

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Communications Date: 05/11/2023

Procedure Revision: 2
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HSE Notice Boards

All OIS Bases shall be provided with a dedicated HSE Notice Board. Base Manager shall
designate a responsible person to update the information on the board as and when
applicable and when relevant new information is cascaded.

HSE Matters:
HSE issues are communicated through a hierarchy of meetings at various levels and
through a series of HSE statistical reports that are produced on a regular basis.
Communication and participation in HSE management activities is promoted and
encouraged at all levels. Employees and contractors communicate their HSE concerns and
recommendations with OIS management through established in-house processes. Action
items arising from HSE communications shall be recorded and tracked.

OIS communicates key HSE information to employees, clients, sub-contractors, industry

partners and other interested parties. The following list is indicative, but not all-inclusive,
of the type of HSE information that is provided:
• HSE roles, responsibilities and expectations
• Management Commitment to HSE performance excellence
• Corporate HSE policies and objectives
• HSE performance statistics and trends
• Practical HSE knowledge/awareness
• HSE action item status
• HSE policies, procedures and standards
• Industry best practices
• Significant safety hazards.
• Lesson Learned
• HSE Alerts
• Incident Investigation Findings
• Annual HSE Plan
• Any other significant HSE information

Information from internal and external sources is reviewed and distributed using the
following Company communication vehicles:
• HSE Manual
• Individual HSE Alerts
• HSE Notice Boards

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Communications Date: 05/11/2023

Procedure Revision: 2
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• HSE Meetings
• Operations Management Meetings
• QHSE Monthly Review Meetings
• Monthly HSE Reports
• New Employee Orientations & Inductions
• Lateral Learnings
• HSE Memos
• Management Site visits
• Electronic distribution/ Emails

Handovers
Effective handover of relevant information is critical to continuing safe and productive
operations. The level of information provided between personnel at handover of task or
operation will depend on the personnel involved, the number of personnel involved and
the operation or activity being handed over. The information provided at handover may be
formal or informal. Formal handover information should be written, recorded and
auditable.

Tool Box Talk/ TRIC

First line supervisor shall hold TRIC meetings for all non-routine tasks or when
implementation plan is changed with the persons who will supervise and perform the
work. In the absence of an existing Job Safety Analysis for such tasks the crews will prepare
TRIC card to perform the operation safely.
Any OIS contractor, secondary contractor, vendors representatives etc. who are on site
shall be invited to attend TRIC Meeting by OIS Supervisor. Record of TBT/TRIC Meetings
shall be maintain for a period of 6 Months.
TRIC meeting shall include but not limited to following:
• Planned activities of the shift and integral HSE implications
• Roles and responsibilities of each member of crew
• All measures and actions which are necessary to control the risks and protect the
personnel, the environment and the equipment.
• Hazard Register
• Any Safety Alert which have been received
• Hazards identified during Hazard Hunt and action items
• PPE
• Encourage discussion and two way communications

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Procedure Revision: 2
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Tool Box Talk/TRIC, by date, time and content, shall be recorded in the TRIC Form by
Supervisor. Where the facilitator in the Tool Box talk does not speak national language and
where some of the crew members are not fluent in English, respective translation
assistance shall be arranged prior to the meeting.

HSE Meetings
Worksite management ensures that HSE meetings are performed on a regular basis
(minimum monthly) at all OIS Facility specifically to address HSE issues. Management
leadership and involvement is critical to the success of these meetings.
Supervisor should make efforts to encourage two-way communication with the employees
to ensure that HSE-related concerns are addressed openly at the HSE meetings including
their concern/suggestions on existing HSE Procedures.
All significant action items resulting from HSE meetings are noted as minutes of the
meeting and copy of shall be retained.
Where action item arise, each action item shall be allocated to action party and practical
closure date shall be established. All the action items shall be tracked using action tracker.
All HSE meetings shall have a core agenda. All crew members should be encouraged to
contribute in to this agenda.
All available personnel on site including Client, Service Company, Sub contractors, visitors,
vendor representatives shall be invited to attend HSE meeting and attendance is
mandatory.
Where the facilitator in the HSE meetings does not speak National Language and if some of
the team members are not fluent in English, respective translation assistance shall be
arranged prior to meeting.
Agenda of the weekly meeting includes but not limited to following:
 Discussion on any Incidents occurred during the week within OIS.
 Discussion on Safety Alerts received from Clients/Third Party /IADC/ Other
Organizations
 Sharing Lateral leanings, including from Incidents, BBS Observations etc.
 Discussion about important STOP Cards including action items
 Announcement of winner of HSE Reward Program
 Crew issues with respect to HSE aspects
 Feedback from Crew on HSE Procedures/ JSA.
 Discussion of any of the HSE Procedure once on Fortnightly basis.
 Statistical review
 MSV Findings and Status of action items
 IVMS serious violations
 Training Update

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Procedure Revision: 2
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 Client Feedback
 Any other important HSE issues

Reporting Requirements
In order to manage a business process a measurement system is necessary. HSE statistics
are kept to ensure that management, supervisors, workers, sub-contractors and Clients are
informed about the level of performance of worksites and the Company with respect to
HSE.

Documents
 Training Procedure
 Accident, Incident, CAPA Procedure
 Training Attendance Sheet
 LFI Monitoring Register.

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