Common Work Instructions for Directorates

Document Code: CWI

Release No.: 1.0
Release Date: 26-08-2022

Research Designs and Standards Organisation:

Government of India - Ministry of Railways,
Research Designs & Standards Organization,
Manak Nagar, Lucknow, Uttar Pradesh, India-226011.

Telephone No: (0522)2465746, 2450779,

E-mail: rdso.isomr@gmail.com
Website: www.rdso.indianrailways.gov.in
 Research Designs and Standards Organization
Common Work Instructions for Directorates (Level 3)

DOC CODE: CWI RELEASE NO.1.0 DATE:26-08-2022 PAGE 2 OF 12

TABLE OF CONTENTS

TABLE OF CONTENTS ............................................................................................................. 2

AUTHORIZATION ................................................................................................................... 3
APPROVER / DISTRIBUTION LIST ............................................................................................ 4
CHANGE HISTORY & RECORD ................................................................................................ 5
1 - WORK INSTRUCTION FOR GENERAL SYSTEM COMPLIANCE FOR DIRECTORATES .............. 6
2 - WORK INSTRUCTION FOR EMS COMPLIANCE FOR DIRECTORATES ................................... 9
3 - WORK INSTRUCTION FOR OHSMS COMPLIANCE FOR DIRECTORATES ............................ 10
4 - WORK INSTRUCTION FOR EnMS COMPLIANCE FOR DIRECTORATES ............................... 12

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 Research Designs and Standards Organization
Common Work Instructions for Directorates (Level 3)

DOC CODE: CWI RELEASE NO.1.0 DATE:26-08-2022 PAGE 3 OF 12

AUTHORIZATION

The Common Work Instructions for Directorates has been prepared meeting the requirements
of ISO 14001:2015, ISO 45001:2018 and ISO 50001:2018.

RDSO has reiterated the commitment of the organisation to implement and maintain the
Environmental, Occupational Health & Safety and Energy management systems with a view to
statutory compliances & continual improvement.

The Common Work Instructions for Directorates has been authorized by the undersigned for
circulation and implementation at all levels in the organization. Revisions shall be prepared by
Dy.MR, reviewed by MR & approved by the undersigned.

This document and the contents therein are the property of RDSO. It shall not be reproduced
either wholly or in part, without prior consent in writing from the undersigned.

Dy.MR/ISO-14001 Dy.MR/ISO-45001 Dy.MR/ISO-50001

Management Representative (MR)

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 Research Designs and Standards Organization
Common Work Instructions for Directorates (Level 3)

DOC CODE: CWI RELEASE NO.1.0 DATE:26-08-2022 PAGE 4 OF 12

APPROVER / DISTRIBUTION LIST

APPROVER LIST:
The approver record for Common Work Instructions for Directorates shall hold the signatures
of:
 Management Representative (MR)
DISTRIBUTION LIST:
The document as read only mode is available to all users in the Organization - wide intranet.
Access is freely available to all employees and adequate number of support Hardcopy is also
made available.

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 Research Designs and Standards Organization
Common Work Instructions for Directorates (Level 3)

DOC CODE: CWI RELEASE NO.1.0 DATE:26-08-2022 PAGE 5 OF 12

CHANGE HISTORY & RECORD

COMMON WORK INSTRUCTIONS FOR DIRECTORATES RELEASE DETAILS:
Release No. Release Date Particulars
1.0 26-08-2022 FIRST RELEASE

Details of changes are captured as under for Release No. 1.0 dated. 26-08-2022
CHANGE RECORD:
Sl. Page/ Clause/ Section Affected Brief Description of Change
No.

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 Research Designs and Standards Organization
Common Work Instructions for Directorates (Level 3)

DOC CODE: CWI RELEASE NO.1.0 DATE:26-08-2022 PAGE 6 OF 12

1 - WORK INSTRUCTION FOR GENERAL SYSTEM COMPLIANCE FOR

DIRECTORATES
1.1 DOCUMENT CONTROL:
 Document control system as documented is to be adopted, including the
codification of Directorate Manual and other documents in the Directorate.
 Master List of Documents and Master List of External Documents are to be
maintained in the prescribed format by the Task Force Member/Coordinator.
Documents Approver Record is also to be maintained in the prescribed format
for all the Documents in use in the Directorate, by the Task Force
Member/Coordinator, duly approved by the concerned directorate head or
authorized officer.

1.2 RECORDS CONTROL:

 Records control system as documented is to be adopted, including the
codification of Record Formats in the Directorate.

1.3 MANAGEMENT CONTROL:

 Management controls as envisaged are to be exercised by concerned directorate
head or authorized officer, providing inputs for the various Meetings and taking
actions as required. Compliances to various System Objectives and Key
Performance Indicators, Targets, Management Programs, Reviews, Monitoring
and Continual Improvement are the responsibility of concerned directorate head.
Task Force Member /Coordinator has to convene periodical ISO Meetings,
prepare agenda and minutes and ensure compliance to actions proposed in
these meetings. Inputs for Management Review Meetings are to be made
available timely by the Task Force Member/Coordinator, and follow up actions
taken based on the decision at MRM. Task Force Member/Coordinator is also
responsible for obtaining Feedback from Internal Customers, wherever required,
and for taking follow up actions on this feedback.

1.4 INTERNAL AUDIT:

 It is the responsibility of concerned directorate head or authorized officer to be
available for Internal Audits and provide necessary co-operation for the Auditors,
making available the requisite data, records and information as required. Task
Force Member/Coordinator is responsible for being in readiness for the audits
and taking follow up action on audit findings.

1.5 INTERNAL CUSTOMER FEEDBACK:

 Directorate collects internal customer feedback from the identified internal
customers once in a year. Customer satisfaction ratings shall be analyzed. On the
feedback ratings, a benchmark is fixed. If the average rating falls below the
benchmark, action plan will be initiated.

1.6 NON-CONFORMANCE CONTROL:

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 Research Designs and Standards Organization
Common Work Instructions for Directorates (Level 3)

DOC CODE: CWI RELEASE NO.1.0 DATE:26-08-2022 PAGE 7 OF 12

 Non-conformance in, Objectives, KPIs, Legal compliance, incidents are captured

and suitable actions will be taken.

1.7 CORRECTIVE ACTIONS:

 Corrective actions are taken by the concerned Directorate for non-conforming
products/services. Procedural changes in the Document may be considered by
the Directorate to comply with Corrective actions. Activities and systems may be
reviewed periodically for taking corrective actions.

1.8 COMMUNICATIONS:
 Communications, both internal and external are carried out as per documented
procedure. Effective communication may be maintained within the Directorate
and among other Directorates and with external customer also as required. The
communication is made as per matrix below:

What to communicate Whom to When to How to Why to

communicate communicate communicate communicate

All
As and when Direct/Mail/
Routine jobs Directorate For compliance
required phone
Personnel
All For taking
Process incidents &
Directorate Immediate Phone corrective action
Accidents
Personnel and coordination
For firefighting
Fire Director/Civil Immediate Phone
and coordination
Inter directorates Other As and when
Mail/phone For common jobs
communication directorates required
Mitigate
Risk Register/Env.
As and when impact/establishing
Aspects/HIRA/Hazards/ ISO cell Mail
identified objectives and
Energy Review
targets
Directorate To identify and
Unsafe conditions Head /other Monthly Mail rectify the unsafe
directorates conditions
Directorate
Monthly reports Head/Process Monthly Mail For information
Owner
Directorate
Annual reports Head /Process Annually mail For information
Owner

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 Research Designs and Standards Organization
Common Work Instructions for Directorates (Level 3)

DOC CODE: CWI RELEASE NO.1.0 DATE:26-08-2022 PAGE 8 OF 12

1.9 PURCHASE CONTROL:

 Purchase and Sub-contractor control are carried out as per the documented
procedure, by the Directorate. Sub-contractor’s / Service providers are evaluated
and rated as per the documented procedure.

1.10 MONITORING AND MEASUREMENT:

 Control on Monitoring and Measuring Equipment is carried out as per the
documented procedure. It is ensured by the Directorate that measuring
equipment used are identified and periodically calibrated and maintained as per
the documented procedure. Software used for monitoring and measurement is
periodically validated by the Directorate, if applicable.

1.11 MAINTENANCE:
 It is ensured that the equipment and gadgets used in the Directorate are
properly maintained as per the documented procedure.

1.12 WORK ENVIRONMENT

 Safe work practices are to be adopted in the Directorate, with proper safety
precautions, and with proper personal protective equipment. Wherever
required, Directorate Mock Drills are organized, and employees are trained
periodically on safety in the work area and surroundings. It is ensured that
proper lighting, ventilation and environmental conditions conducive to the
welfare of the employees are provided, apart from ergonomically positioned
workplace.

1.13 RISK & OPPORTUNITY MANAGEMENT:

 COTO Log is maintained in the directorate identifying the interested parties and
requirements. Risk & opportunity management as documented is to be
adopted. Directorate is responsible for identification and evaluation of risks and
opportunities. Detailed risk assessment to be done to identify significant/ critical
risks. Significant risks have to be controlled by OCPs and Environment/ OH&S
Management programs and energy action plans. Organizational risks will be
monitored and controlled as advised.

1.14 LEGAL REQUIREMENTS/COMPLIANCE OBLIGATIONS:

 Legal requirements applicable to the directorate are followed. Any deviation to
the requirements is captured and proper corrective actions to prevent
recurrence will be taken.

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 Research Designs and Standards Organization
Common Work Instructions for Directorates (Level 3)

DOC CODE: CWI RELEASE NO.1.0 DATE:26-08-2022 PAGE 9 OF 12

2 - WORK INSTRUCTION FOR EMS COMPLIANCE FOR DIRECTORATES

1.1 ENVIRONMENTAL CONTROL:

 Environmental control system as documented is to be adopted. Directorate is
responsible for identification of aspects and for effective control of significant
aspect for the Directorate with Operations Control Procedure or Work
Instruction or with Check Lists and for containing the effects from significant
aspects within the legal requirements. For every significant aspect, the
Directorate has to identify Environmental objectives, targets and Management
Programmes, and manage EMP with short- and long-term plans. Environmental
objectives are followed up for compliance and EMPs are effectively monitored
periodically. For this purpose, Environmental records for compliances as required
are maintained by the Directorate. In case resources from other Directorates are
required for progressing with Environmental Management Programmes, MR may
be approached for coordination and redressal of connected issues.

1.2 WASTE CONTROL:

 Waste control as documented is to be adopted, including the classification of
wastes. Waste segregation is done at the source itself and special attention is
given to hazardous wastes. Waste control records as required are maintained.
Wastes generated are periodically monitored.

1.3 EMERGENCY CONTROL:

 Emergency control system as documented is to be adopted, including the
emergency response procedures. Based on incidents and accidents, corrective
actions may be reviewed. Mock Drills are conducted once in 6 months to review
the preparedness for emergency situations. Emergency situations are properly
recorded and intimation sent to concerned statutory bodies as documented,
taking corrective actions.

1.4 LEGISLATIVE CONTROL/COMPLIANCE OBLIGATIONS:

 Legislative control system as documented is to be adopted, including statutory
compliances as required by the Directorate. It is ensured that the legislative and
other requirements to which the company subscribes are complied with in the
Directorate and Compliance records are maintained. It is ensured by the
Directorate that proper Personal Protective Equipment are used in places where
they are required. Records for compliance for the above are maintained.

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 Research Designs and Standards Organization
Common Work Instructions for Directorates (Level 3)

DOC CODE: CWI RELEASE NO.1.0 DATE:26-08-2022 PAGE 10 OF 12

3 - WORK INSTRUCTION FOR OHSMS COMPLIANCE FOR

DIRECTORATES

1.1 HAZARD CONTROL:

 Hazard control system as documented is to be adopted. Directorate is
responsible for identification of hazards and for effective control of significant
hazard for the Directorate with Operations Control Procedure or Work
Instruction or with Check Lists and for containing the effects from significant
hazards within the legal requirements. For every significant hazard, the
Directorate has to identify OH&S objectives, targets and Management Programs,
and manage OH&S MP with short- and long-term plans. OH&S objectives are
followed up for compliance and OH&S MPs are effectively monitored
periodically. In case resources from other Directorates are required for
progressing with OH&S Management Programs, MR may be approached for
coordination and redressal of connected issues.

1.2 ACCIDENT & INCIDENT CONTROL:

 Accident and incident control system as documented is to be adopted, including
the Investigation procedures. Accidents and incidents taking place in the
Organization are properly documented and necessary actions are taken, duly
informing the concerned statutory authorities about the incidents/accidents and
based on the investigations, corrective actions are instituted.

1.3 HEALTH CONTROL:

 Health control system as documented is to be adopted to establish a system to
examine the Occupational Health of the employees to ensure a safe, healthy and
hazard free workplace to avoid health and safety hazards and accidents.

1.4 HEALTH CHECK-UPS:

 The requirement of this procedure is indirectly ensured through the Contractor
or the Service provider for contract workers and directly for the employees of the
organization.
 Health check-ups are conducted in a frequency of once in 6 months for
employees working in hazardous process. Whereas, Heath check-ups are
conducted once in a year for the employees those who are working in non-
hazardous process.

1.5 MONITORING AND MEASUREMENT:

 Control on Monitoring and Measuring OH&S is carried out as per requirements.

1.6 PARTICIPATION AND CONSULTATION:

 Participation and consultation of workmen/workers representatives are to be
done.

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 Research Designs and Standards Organization
Common Work Instructions for Directorates (Level 3)

DOC CODE: CWI RELEASE NO.1.0 DATE:26-08-2022 PAGE 11 OF 12

 Directorate ensures participation of employees, in hazard identification, risk

assessments and determination of controls, incident/accident investigation
review of OH&S policies and objectives and changes in OH & S systems and in
safety committees.
 Consultation with and participation of Employees is ensured in OH&S matters,
making decisions about OH & S, identifying hazards, assessing risks and deciding
on ways to eliminate or minimize those hazards and risks, Monitoring worker
health and workplace conditions, Resolving OH & S issues, providing training and
information for employees, proposing changes that may affect the health and
safety of employees.

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 Research Designs and Standards Organization
Common Work Instructions for Directorates (Level 3)

DOC CODE: CWI RELEASE NO.1.0 DATE:26-08-2022 PAGE 12 OF 12

4 - WORK INSTRUCTION FOR EnMS COMPLIANCE FOR

DIRECTORATES
1.1 ENERGY CONTROL:
 Energy control system as documented under EnPM is to be adopted.
 Directorate is responsible for identification of Energy uses, Energy consumption
and Significant Energy uses as documented and for effective control of significant
Energy use of the Directorate, Operations Control Procedure or Work Instruction
are developed for containing the effects from significant energy use wherever
required.
 Directorate shall monitor on monthly basis to have effective control on Energy
consumption and to optimize the Significant Energy use.
 While procuring equipment / services, it is ensured that energy efficiency
requirement is included in the tender documents in order to maintain the energy
performance of the organization

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