HSE-HGN-GLN-00-0002

SAFETY
REV. 1

22-Sep-2010
QSAFE ACTION ITEM MANAGEMENT
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TABLE OF CONTENTS

1. PURPOSE ................................................................................................ 2

2. BACKGROUND ....................................................................................... 2

3. SCOPE ..................................................................................................... 2

4. DEFINITIONS ........................................................................................... 2

5. GUIDELINES ............................................................................................ 2

6. RESPONSIBILITIES ................................................................................ 4

Approved
Rev. Issue Date Amendment Description Prepared By: Reviewed by
By:
Revised to include the
guidelines and work flow
of new online follow p
QSAFE
action item management
1 22-Sep-10 Chintan Dalal Steering Jarvis Olsen
application – ‘QSAFE
Committee
Tracker’.
Also included prioritisation
criteria of action items.
QSAFE
0 1-Jun-09 First Release Chintan Dalal Steering Jarvis Olsen
Committee

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1 PURPOSE

To ensure follow-up action items generated from QSAFE observations process are properly
identified validated, assigned, completed, verified and closed.

2 BACKGROUND

QSAFE behavior-based safety process puts individual behavior under three categories:

Enabled : Well within the control of individual

Difficult : Can be done but takes extra effort
Non-enabled : Not within the control of individual

Normally “Difficult” and “Non-Enabled” behaviors represent barriers to safety (inadequate

design/maintenance, inadequate procedure, lack of availability of tools /equipment and lack of
awareness…) which need to be systemically worked on. Such barriers are flagged as “Follow-
up” during observation.

QSAFE process generates action items from mainly two sources:

• Observations flagged as “Follow-up”

• Problem solving exercise using the observation data

3 SCOPE

This applies to action items generated from QSAFE Observations process.

4 DEFINITIONS

Action Tracker: An intranet based application used for tracking actions.

QIT: QSAFE Improvement Team

SC: QSAFE Steering Committee
BAPPTrack: QSAFE data analysis software
ICB: Inventory of critical behaviours

5 GUIDELINES

5.1 What is a legitimate follow up action item?

• Problem cannot be solved by observer & observee on the spot as during observation
• Needs third party involvement to solve the problem
• Needs extra resources to attend the problem
• Conditions – can lead to At risk behaviour
• Global issue(s) : Behavioral
Conditional
Procedural

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5.2 When an observer marks Follow up during submitting his / her observation, it will be stored in
the system as follow up action item with follow up OPEN flag.

5.3 Respective Unit / Area Improvement Team (QIT) should filter and do a quality check on the
QSAFE follow-up action items to ensure:

• They require legitimate action to reduce at risk behaviours

• They are relevant and will actually improve the safety
• They are not repeated (combining the action items where necessary)

5.4 If the QIT decides not to take any action of a “Follow-up” observation, then the rationale of
decision should be fed back to the observer and documented in BAPPTrack with flag:
“Declined by QIT”

5.5 After filtration QIT will make a list of all legitimate follow up action items.

5.6 QIT will prioritize all follow up actions based on their severity and classify them in
one out of following 6 categories based on their solutions.
• Procedure: Needs Procedural Change
• Training / Communication: Needs Additional training or communication to increase
awareness
• SAP (Maintenance request): Needs to create SAP notification to avail maintenance
help to fix the problem
• Design / MOC: Needs change in the design or MOC process to be followed
• Procurement: Needs to procure new equipment, accessories
• Capital: Needs the budget more then 5000 $ to fix the problem

5.7 The observer should be contacted to have a full context and background for “follow-up” (if
necessary).

5.8 If the ownership of the action lies with other Unit/Area, then the QIT of Unit/ Area where the
action is generated and the QIT of the Unit/Area where the ownership will lie should discuss
and the agree to the action item.

5.9 The agreed action item should be forwarded to respected Unit/Area supervisor and QIT
members for corrective action.

5.10 QIT will upload all open and declined action items in ‘QSAFE Action Tracker’ and
track the progress through it.

5.11 ‘QSAFE Action Tracker’ is online application to track and manage follow up action
item data with some enhanced filtration and data trending facilities.

5.12 ‘QSAFE Action Tracker’ can be accessed from QSAFE web wage and a short cut of
the same is provided on Q-Chem’s intranet home page.

5.13 QIT will update the flags in the BAPPTrack based on the status of follow up action
item such as: OPEN, IN PROGRESS, and CLOSE.

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5.14 QIT is responsible to communicate the follow up action item data to SC every
month. Data should be updated every month in KPI spread sheet, located at
QSAFE data sharing folder every month at
Q:\Public Folder\! SECURED\QSAFE\KPI Data

5.15 Follow up action item classification data should also be updated on monthly basis
by SC members located at QSAFE data sharing folder at
Q:\Public Folder\! SECURED\QSAFE\Follow up Action Item Metrics.

5.16 QSAFE Steering Committee shall review and evaluate the entire action item tracking
process for its effectiveness on an annual basis.

6 RESPONSIBILITIES

6.1 QSAFE Facilitator – overall administrator of the action item tracking process.

6.2 SC members: Updating the data on monthly basis for KPI and follow up action item
classification.

6.3 Improvement Team: Responsible for assigning the action item to respective group /
department / QIT group and tracking the progress

6.4 Action Owner Departments – manage and coordinate the resolution of action items.

7 REFERNCE

QSAFE Action Tracker guidelines

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