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HEALTH, SAFETY AND ENVIRONMENT SPECIFICATION

STOP
Specification for PDO and contractors
DOCUMENT ID - SP 1259
REVISION
- 3.0
DATE
- 23/02/10

HSE SPECIFICATION
STOP for PDO and Contractors

Authorised for Issue by the HSE IC


Document Authorisation
Document Custodian
Hamad Khlafeen
Ref. Ind: MSE1
Date: 23/02/10

Document Authority
Namman Al Namany
Ref. Ind: MSEM
Date: 23/02/10

Document Author
Kholoud Ismail
Ref Ind: MSE11
Date: 23/02/10

The following is a summary of the most recent revisions to this document. Details of all revisions prior
to these are held on file by the Document Custodian.
Version No.
Revision 2.0

Date
6/7/2002

Author
Ali Al Mahrooqi GN074

Revision 3.0

23/02/10

Kholoud Ismail

Scope / Remarks
Title: STOP Implementation for PDO
Contractors (by CSM/72)
Subtitle: A guide to assist STOP
Implementation coordinators and team leaders
Formatted as an implementation guide and
developed in line with the DuPont STOP for
Supervision Administrators Guide and based on
the Cascade Method of Implementation.
The document was redrafted in its entirety (using
the new PDO Specification Template) as a result
of the PDO STOP Project conducted with
DuPont in June to November 2009.

User Notes:
The requirements of this document are mandatory. Non-compliance shall only be authorised by MSE
through STEP-OUT approval.
A controlled copy of the current version of this document is on PDO's EDMS. Before making reference
to this document, it is the user's responsibility to ensure that any hard copy, or electronic copy, is
current. For assistance, contact the Document Custodian.
This document is the property of Petroleum Development Oman, LLC. Neither the whole nor any part of
this document may be disclosed to others or reproduced, stored in a retrieval system, or transmitted in
any form by any means (electronic, mechanical, reprographic recording or otherwise) without prior
written consent of the owner.
Users are encouraged to participate in the ongoing improvement of this document by providing
constructive feedback.

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Contents
1.

Introduction............................................................................................... 5

2.

Implement a STOP Data Capture Sheet for a New Contractor


.................................................................................................................. 9

3.

Scheduling of Detailed STOP Interventions


................................................................................................................ 11

4.

Conducting Detailed STOP Interventions


................................................................................................................ 13

5.

Conducting Ad Hoc STOP Interventions


................................................................................................................ 14

6.

Capturing Data in the PDO STOP Database


................................................................................................................ 15

7.

Capturing Data in an Excel STOP Data Capture Sheet


................................................................................................................ 18

8.

Capturing Data using STOP Cards


................................................................................................................ 21

9.

Create Reports and Produce Charts using the PDO STOP Database
................................................................................................................ 23

10.

Produce Reports and Charts using the Excel Data Capture Sheet
................................................................................................................ 26

11.

Uploading Data from the Excel Data Capture Sheet to the PDO Database
................................................................................................................ 28

12.

The Implementation and use of STOP in the PDO Main Office


................................................................................................................ 29

13.

Ensuring that actions from STOP are Followed-up and Closed-out


................................................................................................................ 29

14.

Maintaining and Updating the PDO STOP Database


................................................................................................................ 32

14.

Maintaining and Updating the Excel Data Capture Sheets


................................................................................................................ 33

15.
Training New Users of the PDO STOP Database and the Excel Data Capture
Sheet
................................................................................................................ 35
12.

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Ensuring Compliance to STOP with Compliance Audits


................................................................................................................ 37

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13.
1
2
3
4
6

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Attachments:
................................................................................................................ 39
Definitions
STOP Audit System Observation Screen
Excel Data Capture Sheet
STOP Card
STOP Implementation and Compliance Audit document

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SPECIFICATION: STOP

1. Introduction
1.1

Purpose
SP 1259 is intended to provide a simple but detailed guide for all participants in
STOP according to their roles and responsibilities.

1.2

Scope
This Specification applies to all PDO employees and to all Contractors with contracts
tendered by PDO where the adherence to this specification has been specified as
mandatory.
Throughout this document, shall means that an activity or requirement is
mandatory.

1.3

Distribution/Target Audience
SP 1259 is targeted at all employees in PDO and contractors for whom the adherence
to this specification has been specified as mandatory (refer to ID PR 1171, Revision
4.0 of 01/01/02).
Distribution of this document is controlled by the Document Custodian.

1.4

Definitions
Refer to Attachment 1

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1.5

Description of (STOP) DuPont Safety Training Observation Program


The basic principle of STOP is that all injuries and occupational illnesses can be
prevented. The main objective of the STOP program is to train each member of the
line organization to eliminate incidents and injuries by skilfully observing people as
they work, talking with them to correct their unsafe acts, and encouraging them to
follow safe work practices.
The responsibility for safety is placed solidly within the line organization, from the top
manager on down to the first-line Leader. Each Leader is accountable for the safety
effort and performance of their area of responsibility.
STOP requires Leaders to:
Carry out Scheduled STOP Interventions according to a schedule whereby time
should be set aside to carry out a hour STOP audit on a specific area of the
worksite.
Carry out Ad Hoc STOP Interventions on a daily basis.
STOP requires encouragement of good safety practice.
STOP is not just filling out an intervention card. It requires you to follow the
intervention cycle, Decide Stop Observe Act Report. One of the most
important aspects is the communication with the personnel during the STOP
intervention. This is when the Leader can encourage good behaviour/practice and
with the individual, identify and discuss unsafe acts and hazards. Also he must make
sure the individual understands the unsafe acts and hazards.
STOP does not recommend establishing a quota system for the number of cards
filled in as it can lead to a safety competition environment with poor quality of
observations and STOP cards.
There should be an audit system for STOP cards submitted.
Submitted STOP cards should be used at the worksite during HSE or toolbox
meetings.
To help ascertain whether the Contractors interventions conform to those required of
STOP, there is a Joint Intervention Tour Checklist in Appendix 6 of the STOP
Administrators and Leaders Guide.
Objective of STOP
To eliminate incidents and injuries. The key to eliminating incidents and injuries is to
modify behaviour by observing people as they work and intervene by talking with
them to encourage safe working practices and eliminate at-risk behaviour.
Principles
STOP is based on a safety philosophy that consists of the following principles:
All injuries and occupational illnesses can be prevented.
Safety is everyones responsibility.

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Management is directly accountable for preventing injuries and occupational


illnesses.
Safety is a condition of employment.
Training is an essential element for safe workplaces.
Safety audits must be conducted.
Safe work practices must be reinforced and all unsafe acts and unsafe conditions
must be corrected promptly.
It is essential to investigate injuries and occupational illnesses as well as incidents
with the potential for injury.
Safety off the job is an important element of the overall safety effort.
Preventing injuries and occupational illnesses is good business.
People are the most critical element in the success of a safety and health program.

Main Concepts

Unsafe behaviour causes injuries.


Line management is accountable for safety.
Standards determine performance.
Silence is consent.
Behaviour indicates attitude.
Understanding increases motivation.
Hazards can be minimized.
Safety has the highest priority.
Safety is a daily responsibility.

Techniques
STOP follows the Safety Intervention Cycle; Decide Stop Observe Act Report
Decide that safety auditing is an important priority. Allocate time to audit peoples
work practices and behaviour on the job.
Stop near enough to the person so that you can clearly see what they are doing. Be
alert for unsafe acts in the first 10 to 30 seconds.
Observe everything the person is doing in a careful systematic way as you review the
audit categories in your mind; i.e. reactions of people, personal protective equipment,
positions of people, tools and equipment, specifications and house keeping.
ACT by talking with the person to reinforce safe work practices and address at-risk
behaviour.
Report your interventions and actions on a STOP safety intervention card.
The PDO STOP Database is a repository for capturing interventions and corrective
actions according to the STOP checklist and it is a resource for producing statistics
and graphic reports that will assist Leaders to proactively manage behavioural safety
in PDO.
The PDO STOP Data Capture Sheet is a Microsoft Excel based audit scheduling and
data capture sheet that has been designed to be used by PDO contractor companies
and by their subcontractors in cases where such contractors and subcontractors do
not have access to the PDO STOP Data Base.

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1.6

STOP Training
STOP training is integrated into the core HSE Learning Ladders for new PDO and
Contractor staff into the following courses:
o HSE Induction,
o HSE Tools & Skills,
o Dealing with Hazards & Risks and
o Safety Leadership courses, all of which form part of the HSE training ladder.
STOP training is progressive through the courses for all new staff, so that by the
time they finish the core HSE Learning Ladder, they will be fully familiar with the
STOP system applicable to their role.
All staff may refer to HSE training specification document SP 1157 which is available
on the HSE Training web page. Contract Holders are to ensure that their contractors
are familiar with the document, which is accessible electronically from the external
internet.

1.7

STOP and the PDO Life-Saving Rules


The STOP program should not be confused with the Life-Saving Rules. The LifeSaving Rules define minimum requirements that apply to all PDO and contractor staff
and set out the consequences that will be applied when the rules are not adhered to.
If a rule violation is observed the disciplinary procedure will be applied.
The main objective of the STOP program is to train each member of the line
organization to eliminate incidents and injuries by skilfully observing people as they
work, intervening with them to correct their unsafe acts, and encouraging them to
follow safe work practices. STOP promotes safe behaviours and is unrelated to the
disciplinary procedure.

1.8
1.8.1

Deliverables of the PDO STOP Database and the Excel Data Capture Sheet
Records and reports as produced by the PDO STOP Database as required in the case
of PDO Employees and Contract Company Employees who have access to the PDO
STOP Database or who use the Excel Data Capture Sheet. The accumulated data
from STOP scheduled visits and observations in a centralized data repository will
provide the means to produce reports and analyse trends in behaviour based safety
key performance indicators (KPIs)

1.8.2. KPIs provide safety management information that may be used for decision making
and for corrective action by line management to eliminate unsafe acts and unsafe
conditions.

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1.9

Structure, Roles and Responsibilities


The PDO HSE Department provides support to the PDO line organization and to the
Contractors of PDO through the following governance structure (figure 1.1).

Figure 1.1: PDO HSE Structure to Support STOP Implementation in PDO and for
Contractors
However, the responsibility and accountability for Behavioural Safety rests solely with
the line organisation.
The following STOP related roles or functions in the HSE Structure are important to
this specification.
BS Corporate Focal Point

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This refers to the position or function of the person in the HSE Governance
Structure who has overall responsibility for the implementation, application
and administration of STOP in PDO.
BS Contractor Focal Point
This refers to the position or function of the person (HSE Advisor or other) in
the Governance Structure who has overall responsibility for the
implementation, application and administration of STOP for a Contractor in
PDO.
BS Area Focal Point
This refers to the position or function of the person in the Governance
Structure who has overall responsibility for the implementation, application
and administration of STOP in an area or location for a Contractor in PDO.
This will be the Area HSE Advisor in the structure.
These roles and functions may be combined where all of the data administration
functions may be performed by the BS Focal Point for an Area.
The line organisation will have the overall responsibility and accountability for their:
o Compliance to the STOP Intervention schedule
o Quality of STOP interventions
o Reports produced from the STOP intervention data
o Results achieved from STOP.
The PDO HSE Department will be responsible to provide implementation and
administrative support to the PDO line organisation with:
o Implementation training for BS Focal Points
o STOP Compliance Audits

Responsibilities may be delegated to PDO and Contractor personnel as indicated


above. However the accountability would rest with the line or staff personnel charged
with ensuring, as indicated below, that requirements are met. The following
governance accountabilities may not be delegated:

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1.9.1

PDO departmental heads and their line managers shall ensure compliance to
the schedule, the quality of scheduled STOP Interventions and correct
capturing of STOP data within their areas of responsibility.

1.9.2

PDO Contract Holders shall ensure that their tendered contractors comply with
the requirements of contractors and subcontractors as set out in this policy
and specification.

1.9.3

The corporate Behavioural Safety Champion (MSE11) shall ensure that the PDO
STOP Database is maintained and updated where maintenance and updating
is required.

1.9.4

The Manager of a contract company that has a contract tendered by PDO shall
ensure that there is compliance to the schedule and the quality of STOP
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interventions and accurate capturing of STOP data within their contract


company.
1.9.5

2.

2.1

The corporate Behavioural Safety Champion (MSE11) shall ensure that there is
overall compliance to the STOP requirements.

Implement a STOP Data Capture Sheet in Excel for a


Contractor who does not have access to the PDO Data Base
Description for Implementing a STOP Data Capture Sheet
This is a spreadsheet in Microsoft Excel format. The BS Contractor Focal Point will be
required to prepare a Data Capture Sheet in the Microsoft Excel workbook that is to be
obtained from the PDO BS Corporate Focal Point (MSE11). The BS Contractor Focal
Point will only add data or make changes to the cells that are unprotected in the
workbook. The workbook consists of the following worksheets that the Focal Point
needs to be most familiar with as these worksheets require the observer to add data
or to check that information is correct:

SP1259

Contract Details Contract company name, the contract holder name and the
date of last version update to the sheet.

Biographic Detail The year and month that the sheet commences, the
Leader/Observers details, Department/Function, Area/Location and frequency of
scheduled interventions.
These lists will have to be populated with the
information for each contract company.

Data Capture All data from STOP interventions will be captured from the
STOP cards in the appropriate fields in this sheet. This includes the details of the
intervention such as the year, month and week, the observers name, the area
where the intervention took place, the observation type and the categories of the
safe or unsafe acts observed. It includes a checklist for the STOP Sub-categories
and a section for the observer to add comments.

Corrective Action Log Corrective actions that arise from STOP interventions
will be captured to the Corrective Action Log from STOP cards. This includes the
details of corrective actions such as the date and area/location where the action
was raised, a description of the deviation or non-conformance observed, the action
taken or to be taken, the person responsible for the action and the status of the
action (closed, verified and days till due or overdue).

% Compliance This is a table that shows the level of compliance to the STOP
intervention schedule of each Leader in the structure.
The name list is
automatically updated when the Focal Point adds names to the biographical detail.

STOP Schedule and Compliance % Compliance This table provides a


record of the actual compliance to the required schedule of STOP interventions
for each leader who participates in the Programme. The data in the table is
automatically updated as Focal Points update biographical details and when they

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capture the data from STOP cards submitted by leaders following their
scheduled audits.
o

Dashboard Charts This sheet automatically produces a count of the top 3 main
and subcategory unsafe acts observed and a standard selection of charts from the
data in the data capture sheet.

Note that each cell heading in each of the sheets where the BS Contractor Focal Point
is required to add data, perform editing or change fields contains a comment box with
instructions to the Focal Point.
Also note that protected cells have a grey
backgoround.
2.2

Purpose of the STOP Data Capture Sheet


The STOP Data Capture Sheet is created when a new Contractor is included as a
mandatory user of STOP where such a contractor does not have the capability to
use the PDO STOP Database.
The Sheet is designed to capture all data and produce KPI reports from STOP
interventions where these have been captured on the PDO STOP Card. STOP
data may be captured directly in the Capture Sheet where multiple users of a
Contractor have access to the Capture Sheet in a shared folder via a company
network belonging to a Contractor.

2.3

Specification to Implement a STOP Data Capture Sheet for a Contractor


o
o
o

o
o

2.4

The Contractor appoints a suitably qualified person as the BS Contractor Focal


Point for STOP
The PDO BS Area Focal Point provides the Microsoft Excel template and arranges
with the Contractor for the Contractors Focal Point to be trained to use the Data
Capture Sheet
The BS Contractor Focal Point enters the Contractors biographical data in the
Data Capture Sheet by adding this data to the lists under the biographical data
sheet headings (see cell comments for instructions to the Focal Point in the
heading cells of the Biographical Detail worksheet)
Test that the drop-down list selections include the new (or changed) data from
the biographical data list by testing the drop-down selections in the Data Capture
sheet
Update and maintain the biographic information in the above manner as and
when changes occur.

Document Control and Flow of Documentation / Information


The template for the STOP Data Capture Sheet is to be given to all for whom
STOP is mandatory and where such contractor companys dont have access to the
PDO STOP Database. Access to the Data Capture Sheet is to be given only to BS
Contractor Focal Points who are appointed by the Contractor to administer STOP
The Data Capture Sheet may be kept in a single user computer or in a shared folder
in a computer network. Only the monthly report tables and dashboard charts
produced in the Data Capture Sheet will be distributed.

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2.5

Frequency for Implementing a STOP Data Capture Sheet


The biographical data of the Contractor is loaded once initially and is then updated
as required to incorporate changes to the biographical data. The biographical data is
to be checked at least once per month at the beginning of the month.

2.6

Responsibility for Implementing the STOP Data Capture Sheet


The HSE Team Leader is to provide the Contractor with the required template for the
Data Capture Sheet and to ensure that a PDO resource is available to train the
Contractors BS Contractor Focal Point in the use of the Sheet.
The Contractor Company is to appoint a suitably qualified person as the BS
Contractor Focal Point.
The Contractors BS Focal Point is to prepare, update and maintain the biographical
data in the Data Capture Sheet.

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3. Scheduling of Detailed STOP Interventions


3.1

Description of the STOP Intervention Schedule


The STOP Intervention Schedule is a requirement whereby all Leaders are scheduled
according to the Leaders level to conduct a minimum number of Detailed STOP
Interventions in a predetermined period in a specific area of responsibility.
The frequency at which Detailed STOP Interventions are required to be done will
depend on how close the Leader is to the worksite:
o
o
o

First Line Supervisor / HSE Advisor


Manager
Executive

2 per month
1 per month
1 per 6 months

Leaders are normally required to conduct scheduled Detailed STOP Interventions


in the locations where they work. They may be requested to accompany Leaders or
managers on their Interventions at other locations.
3.2

Purpose of the STOP Intervention Schedule


The purpose of the Detailed STOP Intervention schedule is to ensure/provide that:
o All areas of safety responsibility are adequately covered by routine
Interventions
o All Leaders spend the minimum amount of their scheduled time doing
Interventions
o There is a plan against which to measure the Leaders compliance
o There is a leading indicator of management commitment to the prevention of
injuries
o It is possible to calculate a statistically relevant leading indicator of the
number and category of safe or unsafe acts per audit hour.

3.3

Specification for Scheduling STOP Interventions


The following steps are followed in the specification for scheduling Detailed STOP
Interventions:
o Identify all Leaders in the area, location or contract who will be required to
participate in Detailed STOP Interventions
o New Leaders who have access to the PDO STOP Database will be included and
authorised to use the Database with a Staff (MU) Number that will serve as their
login code. The BS Focal Point will ensure that the level of the Leader is correctly
indicated in the PDO STOP Database by selecting the Area FP tab and then
the Schedules tab, and then the View / Modify Schedules tab where the
Level of the Leader may be verified or changed.
o In the case of contractors who do not have access to the PDO Database, create a
STOP Data Capture Sheet from a blank template for each Contractor Company
(refer to procedure 2 above)
o List the names of all Leaders working for the Contractor in the biographical data
sheet of the Data Capture Sheet (procedure 2 above)
o Indicate the observers level, department and the required frequency of
observations in the biographical data sheet

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o
o

3.4

All Leaders will required to conduct a 30 minute Detailed STOP Intervention for
the intervals as per their level as indicated in 3.1 above.
Changes to the level of Leaders will be updated on the Database and they will be
scheduled for Detailed STOP Interventions at the frequency required for their
new level.

Document Control and Flow of Documentation / Information


o

3.5

Frequency for Scheduling STOP Interventions


o
o

o
o

3.6

New Leaders are to be added as users on the PDO STOP Database when
they are appointed and have been trained in STOP.
Once a contractor Leaders name has been listed in the biographical data of
the Excel STOP Data Capture Sheet, he is deemed to have been scheduled
to conduct the minimum number of Detailed STOP Observations according
to his level in the organisation on an ongoing basis and no further scheduling
will be required.
Biographical changes such as changes to the status and job title of any
Leaders are to be done at the end of every month to ensure that the intervals
required for Detailed STOP Interventions are updated.
The Compliance to Schedule Report is to be produced at the end of every
month.

Responsibility for Scheduling STOP Interventions


o
o
o
o
o
o

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It is not required to distribute the STOP intervention schedule to Leaders


provided that all of the Leaders understand the requirement of them in terms
of (1) the intervals and (2) the locations where the Detailed STOP
Interventions are to be conducted.
A Monthly Compliance to Schedule Exception Report will be produced
showing the level of compliance to the schedule by all the Leaders in the
area. The report will be submitted to the senior manager of the Division or
Area and to the Behavioural Safety Champion.

The BS Area/ Contractor Focal Point is to assist new users to login to the
Database and to use it according to the requirement for their level.
The BS Area/ Contractor Focal Point is to update the Database once per month
with biographical changes (e.g. transfers and promotions).
The PDO Database Controller (IT) will ensure that the Database has the
functionality to schedule all Leaders for Detailed STOP Interventions
The BS Area/ Contractor Focal Point will produce and distribute the Monthly
Compliance to Schedule Exception Report
The Manager of the Contractor will ensure that all of the Leaders employed by
the Contractor understand and comply with the requirements of the STOP
Schedule and Specification.
For contractors using the Excel sheet the BS Contractor Focal Point will identify
and list the names of the Leaders that are employed by the Contractor in the
biographical data of the STOP Data Capture Sheet. He will update and
maintain this list by making changes as they occur.

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4. Conducting Scheduled Detailed STOP Interventions


4.1

Description of Detailed STOP Interventions


A Detailed STOP Intervention is a scheduled intervention by a Leader, preferably
accompanied by a peer, a Leader at a level below him, or an HSE resource, to a
predetermined location where personnel are engaged in work activity. The Leader will
conduct Detailed Interventions of personnel and will intervene with a person /
personnel regarding safe and unsafe acts, practices or conditions.
A measure of an individual Leaders performance may be tied to the number of his
compliance to the schedule of Detailed STOP Interventions and rewards could be
tied to quality or the results of his interventions as opposed to the actual number of
Interventions.

4.2

Purpose of Detailed STOP Interventions


The purpose of the Detailed STOP Intervention is to systematically eliminate
unsafe acts in the workplace by Leaders regularly identifying unsafe acts, conditions
and practices where work is being performed and by engaging with personnel in
such a manner that there will not be repeat incidents. This includes applying the
STOP techniques for observing, for communicating effectively with personnel, for
capturing information about safe and unsafe acts, for taking corrective action and
for making effective use of information gathered during Detailed STOP
Interventions.
In the Detailed STOP Intervention each item in each category will be observed in
detail e.g. for PPE 4 items are observed 1)Proper fit 2) Certified by recognised testing
Agencies 3) Proper maintenance 4) Proper use.

4.3

Specification for Conducting Detailed STOP Interventions


The Leader will:
o
o
o
o
o
o
o

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Prepare for the Detailed STOP Intervention by setting aside a predetermined


time slot of 30 minutes to conduct the Intervention and by arranging this with
the person who will accompany him on the Intervention
Conduct the Intervention in the area/location for about 30 minutes
Hold a conversation with personnel who have been observed and intervene
where unsafe acts or conditions have been observed using the STOP
techniques that leaders have been trained to use
Make mental notes of what he observed, the action that was taken and the
follow-up action that is required
Hold a short debriefing with the person who accompanied the Leader to share or
exchange interventions
Capture the information from the Intervention directly into the PDO STOP
Database, or
Submit STOP cards to the Focal Point, or deposit cards into a STOP Deposit
Box at the sites where such facilities are provided. The ideal practice however,
will be for all Leaders to have direct access to the PDO STOP Database
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4.4

Where Leaders have shared access to the Excel based STOP Data Capture
Sheet such as on a company network Leaders will capture their Detailed STOP
Observation directly in the capture sheet.

Document Control and Flow of Documentation / Information


o
o

4.5

Data from STOP Interventions should be captured directly in the capture


screen of the Database or in the Excel Data Capture Sheet
STOP Cards that have been filled in may either to be handed to the BS
Contractor Focal Point, or deposited in a STOP Deposit Box.

Frequency for conducting Detailed STOP Interventions


The frequency required for Detailed STOP Interventions is:
o Twice per month for Supervisors and HSE Advisors
o Once per month for Managers
o Once every six months for Executives

4.6

Responsibility for conducting Detailed STOP Interventions


o

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All Leaders of PDO and of Contractors are automatically scheduled according


to their level at the above intervals and are responsible for carrying out
Detailed STOP Interventions.

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5. Conducting Ad Hoc STOP Interventions


5.1

Description of Ad Hoc STOP Interventions


With Ad Hoc STOP Interventions the emphasis is placed more on the Intervention
(i.e. the verbal interaction) with employees and less on the use of the STOP
information. Therefore the use of STOP Cards or of capturing the data of the
intervention in the Database is discretionary, depending on whether the observer
wishes to communicate or record this information.

5.2

Purpose of Ad Hoc STOP Interventions


The purpose of the Ad Hoc STOP intervention is:
o To eliminate unsafe acts in the workplace by employees regularly identifying
unsafe acts and practices
o To intervene with personnel in such a manner that there will not be repeat
incidents of the same or similar unsafe acts.
As with the scheduled Detailed STOP Intervention, this includes:
o Applying the STOP techniques for observing and for communicating
effectively with personnel
o Capturing information about safe and unsafe acts and acting upon such
information.

5.3

Specification for conducting Ad Hoc STOP Interventions


Employees will:
o
o
o
o
o

5.4

Intervene with personnel when observing unsafe acts or conditions


Make mental notes of what he observed, the action that was taken and the
follow-up action that is required
Decide if the unsafe act has significance to inform the responsible person
Hold a conversation with personnel who have been observed and intervene
where unsafe acts or conditions have been observed using the STOP
techniques that he or she have been trained to use
Capture the intervention in the PDO Database or in the Data Capture sheet, or
complete and submit/deposit a STOP Card (optional for Ad Hoc Interventions).

Document Control and Flow of Documentation / Information


Refer to Document Control and Flow of Documentation under Scheduled STOP
interventions above. The capturing of data for Ad Hoc STOP Observations is
optional.

5.5

Frequency for conducting Ad Hoc STOP Interventions


o
o
o

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Ad Hoc STOP Interventions have no set frequency.


Completed STOP cards are to be submitted not later than the close of the
last working day of each week.
Where data is entered directly into the PDO STOP Database or Excel Data
Capture Sheet, this should be done as soon as possible after the intervention

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has been made and not later than the end of the week and the last day of the
month.
5.6

Responsibility for conducting Ad Hoc STOP Interventions


o
o

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All employees have a duty and a responsibility to conduct Ad Hoc STOP


interventions to address unsafe acts irrespective of the location
All Leaders are required to ensure that their direct reports conduct Ad Hoc
STOP Interventions as the need or opportunity arises.

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6.

6.1

Capturing Data from STOP Interventions directly in the PDO


STOP Database
Description for capturing data in the Database
PDO Leaders and Contractors will have a MU, MUC or MUE Number that will
enable them to capture data from their Detailed STOP Interventions directly into the
PDO STOP Database. Capturing data from Ad Hoc STOP interventions is optional.

6.2

Purpose for capturing data in the Database


The PDO STOP Database provides a centralised repository for all STOP data
captured throughout PDO. The purpose is to enable large amounts of data to be
stored and processed in the Database which has a wide range of data analysis
options and capabilities. The Database is able to produce leading and current safety
indicators, based upon which Leaders can make important and proactive decisions
that will improve safety in PDO.

6.3

Specification for capturing data in the Database


The Leader capturing his data will:
o Gain access to the database with the web link http//swww.pdo.shell.om
through MSE11.PDO staff and Contractors log in with their own unique staff
number e.g. (MUxxxxx) and click the log in tab
o Contractors may use the alternate click here tab
o After successful logon, the Leaders Name and Staff/Contractor Number will be
displayed on the screen. If the information that is displayed is not correct, log off
windows and login again with login name and password.
o The user will then have four options to select: Observation; Reports; Charts;
Logout. Click the Observation option and then select Record New
Observation. This will open the STOP Audit System Observation Screen
(refer to the sample in Attachment 2).
o Click the drop-down arrow in the Observation Type tab and select Normal
for Ad Hoc Interventions, Vehicle related where the intervention involved
vehicle usage, Scheduled visit where a Detailed STOP Intervention was
conducted. The company number, name of the observer and date are
automatically displayed.
o Click the drop-down arrow in the Directorate tab and select the directorate
under which the area resides where the Leader (observer) conducted the
observation. Do the same for the Dept- Function, Area and Location
tabs.
o If no unsafe acts were observed click the All Safe tab and then type a
description in the Safe Acts Observed window and type a description of
actions in the Actions taken to encourage continued safe performance
window
o If unsafe acts were observed complete the STOP CARD OBSERVATION
CHECKLIST by activating a tick in the selection options under the five Main STOP
Categories
o Type a description of the unsafe acts in the Unsafe Acts Observed window,
and then type a description actions in the Immediate corrective action and
Actions to prevent recurrence windows

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o
o
o

When all entries have been made in the STOP Audit System (Observation
Screen) click the Save Observation tab, and the click the Exit Window tab
Repeat the above specification and use the Record New Observation for
each and every intervention. Separate observations must not be combined in
one (Intervention Screen)
Modify or edit an observation by selecting the Modify Observation tab which
can be found directly below the Record New Observation tab.

Database users may refer to the on-line STOP Audit System User Manual if they are
uncertain of any of the specifications referred to above, or they may request
assistance from the BS Focal Point in their Area. The User Manual selection tab may
be found in the Login window for Contractors. By clicking on this tab the User
Manual index sheet will open where the user will be able to select the required help
option.
6.4

Document Control and Flow of Documentation / Information


The users of the PDO STOP Database are required to work online.
Reports of
interventions may be defined and accessed directly by all authorised users, i.e. all
PDO personnel and contractors who have access via a staff or MU Number.
Authorised users may copy, print and distribute information to the personnel
requiring this information.

6.5

Frequency for capturing data in the Database


The standard specification is to complete the data entry immediately after the
STOP intervention or at the earliest possible opportunity, but not later than the
end of the week in which the intervention was made so that the data reflects in the
period that it occurred.

6.6

Responsibility for capturing data in the Database


o
o
o

Each Leader will capture his own interventions in the Database.


A Leader may capture interventions in the Database on their behalf of
subordinate Leaders.
A BS Focal Point may capture interventions on behalf of Leaders.

In all cases the person capturing data on behalf of another will use the staff MU
number of the Leader who made the intervention.

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7. Capturing Data from STOP intervention directly in the STOP


Excel Data Capture Sheet
7.1

Description for capturing Data in the Data Capture Sheet


This Microsoft Excel based data capture and data analysis tool has been developed
specifically for Contractors of PDO:
o
o
o

To schedule STOP interventions for Leaders


To capture data from STOP cards
To produce reports (tables and charts) that will provide Leaders with useful
behaviour based safety indicators.

There may be three types of users who will capture data in this capture sheet:
o
o

7.2

BS Contractor Focal Points who may capture data from STOP cards into the
Capture Sheet, make changes to unprotected cells of the spreadsheet,
perform data analysis and produce reports or graphs.
Network users who may have access to the Data Capture Sheet through a
shared folder on a network may capture their STOP interventions directly in
the Capture Sheet and will not do data analysis or produce reports and
graphs. All users will be required to be familiar with STOP in order to
understand the categories and subcategories in the STOP cards.

Purpose for Capturing Data in the Data Capture Sheet


The STOP Data Capture Sheet provides a centralised repository for all STOP data
captured for a Contractor. The purpose is to enable data to be stored and processed
in the spreadsheet. Sort options may be used to produce meaningful leading and
current safety indicators, based upon which Leaders can make important and
proactive decisions that will improve safety in PDO and in the Contractors area of
responsibility.

7.3

Procedure for Capturing Data in the Data Capture Sheet (refer to Attachment
3)
o
o

SP1259

Open the Excel spreadsheet in the designated folder in your explorer, or in the
shared folder in the case of a network
Select the Data Capture worksheet, then for each STOP intervention:

Select the first blank row below the last entry in the Card Number
column and enter the Year, and Month.

Select the Week of the month when the STOP card was completed
and enter the number 1 in that cell.

Enter the Observer Name using the drop-down arrow.

Select the Area where the STOP intervention was made, using the
drop-down arrow.

If there were no unsafe acts observed enter a number 1 in the All


Safe column.

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o
o

7.4

Choose the Subcategory using the drop-down arrow where the STOP
card shows an unsafe intervention under any of the five Main
Categories.

Type a short description of the safe or unsafe intervention or add a


comment under STOP Intervention Description/Comment.

More than one STOP Subcategory may be marked as unsafe in the same row.
Click the REFRESH DATA tab in the DataInput worksheet and then save the
Workbook after all new entries have been captured. Carry out a regular back-up
of the workbook.

Document Control and Flow of Documentation / Information


The Data Capture Sheet will be under the control of the BS Contractor Focal Point,
who will allow other personnel limited access to the sheet in cases such as where it
is kept in a shared folder on a network or on an intranet. Only unprotected cells will
be populated with captured data. There will be no distribution of the completed
STOP Cards or of Intervention data that is entered in the Data Capture Sheet.
Tables and graphs will be produced from the data and these may be distributed to
Leaders for use in their safety meetings.

7.5

Frequency for Capturing Data in the Data Capture Sheet


STOP Deposit Boxes at Contractor facilities are to be cleared of completed STOP
Cards and are to be re-supplied with blank STOP Cards by the BS Contractor Focal
Point at least once per week at the close of the week.
The cycle for producing reports from the STOP data is weekly, monthly and yearly.
It is therefore required that users must capture intervention data before the close of
the week and before the close of the month. To avoid a situation where there is an
accumulation of STOP cards to be captured at the end of a reporting period, the
best practice would be to capture data from STOP interventions on a daily basis.

7.6

Responsibility for Capturing Data in the Data Capture Sheet


The BS Contractor Focal Point will be responsible for capturing the data from the
STOP Cards
Leaders who have been trained and authorised to do so may enter their own STOP
interventions directly into the Data Capture Sheet for Contractors.

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8.
8.1

Capturing Data from STOP Interventions using STOP Cards


Description and purpose for capturing data in the Database using STOP
cards
PDO Leaders and Contractors MU/ MUC numbers will enable them to enter their
data from their Detailed STOP interventions in the PDO STOP Database. However
those who dont have access to the Database, they would capture their interventions
on STOP cards.
Data would later have to be transferred from the STOP cards to the Database where
it may be included in the total data pool thus ensuring that the information from the
Database is representative of all areas in PDO.
STOP cards may either be deposited in a STOP Deposit Box or given to a BS Focal
Point. There will be a STOP Card Deposit Box situated at each site in each area
where PDO Contractors work, as well as in each building at the PDO Main Offices.
Capturing data on STOP cards for Ad Hoc STOP interventions is optional.

8.2

Specification for capturing data in the Database using STOP Cards

8.2.1

Capture an intervention using a STOP card (refer to Attachment 4):


o Complete the STOP intervention
o Use one STOP card for each person, group or condition (safe or unsafe act)
observed
o If no unsafe acts were observed only the All was Safe box must be ticked on
the front of the card
o If unsafe acts or conditions were observed mark the tick box that describes the
unsafe act under the six main categories on the front of the card
o Describe the Safe Acts Observed and the Action Taken to Encourage
Continued Safe Performance in the green section on the reverse side of the
card.
o Describe the Unsafe Acts Observed, the Immediate Corrective Action Taken
and the Action to Prevent Recurrence in the red section on the reverse side of
the card
o Enter Observation Date, mark YES/NO for Action Closed Out, and enter
Observer Co. No.
o Enter Team, Function/Resp. Section and Area/Location of the intervention.

8.2.2

Submit STOP cards for data to be transferred to the Database


o Submit cards to BS Area/ Contractor Focal Point, or
o Deposit cards in a STOP Card Deposit Box

8.2.3 Collect cards from STOP Card Deposit Boxes and replenish with blank
cards
o Unlock boxes, remove all completed cards and place a supply of blank cards for
users in the unlocked section of the STOP Card Deposit Boxes
o Sort STOP cards by observer before capturing data from the cards in the
Database

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8.2.4

Capture data from STOP cards to the Database


o Follow specifications 4.3 and 5.3 above to capture data from STOP cards to the
Database.

8.3

Document/Information Flow when using STOP Cards


Observers:
o Collect blank STOP cards from the STOP Card Deposit Box
o Deposit completed STOP cards in the locked STOP Card Deposit Box
BS Focal Points:
o Collect completed STOP cards from the STOP Card Deposit Box and replenish
with blank STOP cards

8.4

Frequency for capturing data from STOP Cards to the Database


o
o

8.5

Collect completed STOP cards from the STOP Card Deposit Box at least once
per week at the end of the week
Capture data from STOP cards into the Database at least once per week and not
later than the month end.

Responsibility for capturing data from STOP Cards to the PDO Database
o
o
o
o

It shall be the responsibility of the BS Contractor Focal Point and the BS Area
Focal Point to collect STOP cards from the STOP Card Deposit Boxes and to
capture data from the cards to the Database.
A Leader may capture interventions from STOP cards on their behalf of
subordinate Leaders.
A BS Focal Point may also record interventions on behalf of Leaders.
Where a contractor does not have access to the PDO Database it shall be the
responsibility of the BS Contractor Focal Point to collect STOP cards from the
STOP Card Deposit Boxes and to capture data from the cards to the Excel Data
Capture Sheet.

In cases of data capturing using the PDO Database the person capturing data on
behalf of another will use the staff MU number of the Leader who made the
intervention on the STOP Card.
Where a contractor uses the Excel Data Capture Sheet the BS Contractor Focal Point
capturing data on behalf of another will use the name of the Leader who made the
observation as shown on the STOP Card.

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9. Create Reports and Produce Charts using the PDO STOP


Database
9.1

Description for Producing Reports and Charts in the PDO STOP Database
The PDO STOP Database is able to store vast amounts of STOP data captured over
a long period of time. The options in the Database make it possible to produce a large
selection of report tables and graphs of the data for weekly, monthly, yearly or
custom intervals with sort options by directorate, department/function, area and
location.

9.2

Purpose for Producing Reports and Charts in the PDO STOP Database
Reports and charts are produced to provide PDO Leaders with useful and relevant
leading and current indicators of behavioural safety in the organisation as a whole
and in specific areas and locations. When behavioural safety information from the
Database is communicated and used effectively in toolbox and in safety meetings,
corrective and preventive action can have a lasting impact on reduced unsafe acts
and thereby, reduced injuries.

9.3

Specification for Producing Reports and Charts in the PDO STOP Database
The specifications below focus on examples drawn for an Area and/or Location.
Higher level sort options may be used by following the same specifications and
selecting a particular Directorate, Department or Function.
The screen in the
Database is scalable and the user may select the required level of detail.

9.3.1

An Individual Leaders Observations:


o Select the Intervention tab, then Search
o Select a period or data range using the drop-down arrows for From Date and
To Date
o Choose to access the STOP observations recorded by a Leader either by
selecting By Card I, By Observer No or by Observer Name
o Read output from the Observation List
o Produce tables and charts.

9.3.2

All Leaders Report or Chart of Compliance to the Schedule:


o Select the Reports tab and select Observation Type Wise
o In the Observation Type Wise window, select All in the Observer dropdown
arrow, select a date range, select the date range and then select the
Directorate and Scheduled visit in the observation Type tab. Select ALL in
theObservation Status tab.
o
o Select to View Report, or Download. This will list the observations in a table
made by all of the Leaders in an area and/or a location as the Percentage STOP
Compliance.
o To produce a compliance chart select Directorate Report under the Area FP
tab. Select the Year then choose either the Percentage Compliance or the
Based on No of visits tab to preview a chart of the percentage compliance by
Directorate or a chart showing the ACTUAL against the SCHEDULED visits.

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9.3.3

Produce Reports in the Database:


o Select the Reports tab and select the type of reports from the drop-down
options
o Select Analysis and choose the required sort from the drop-down options
o Within each of the options, select the date range (week back, month back, year
back, or based on dates)
o Select All Safe in the Category List
o Select Detailed Analysis to sort by Area/Location, Directorate/Dept/Function
or by Category/Subcategory
o To go back, select Reset

9.3.4

Produce Charts in the Database:


o Select the Charts tab and select from Charts All, Safe vs Unsafe or
Observation Type Charts
o In the Grouping Options, select the date range or week back, month back, year
back, or based on dates
o Select Category, the Directorate, Department, Function, Area and Location
using the drop-down selection of these tabs.
o Where data is required for a specific Area or Location, select ALL in the
Directorate, Department and Function tabs.
o Where high level sort data is required select a specific Directorate, or
Department or Function and select ALL in the rest of the selection options.
o Select to Bar Chart or Pie Chart from the View tab.
o Click the View Chart tab.
o To go back, select Reset

9.3.5

Produce STOP Main Category and Sub Category Charts in the Database
(Example):
o Select the Charts tab and select either Charts All or Observation Type
Charts
o In the Grouping Options, select the date range (week back, month back, year
back, based on dates)
o Find the required graph data in the Category List tab and select either ALL or
one of the main STOP categories in the Category List drop-down options
o Select ALL, or the required selection in Directorate, Department, Function, Area
and Location tabs using the drop-down selection of these tabs
o Where high level sort data is required select a specific Directorate, or
Department or Function and select ALL in the rest of the selection options.
o Select to Bar Chart or Pie Chart from the View tab.
o Click the View Chart tab. This will set a graph for the split between Safe and
Unsafe acts in a bar or a pie chart for an area and/or a location.

9.4

Document Control and Flow of Documentation / Information


Reports and charts of the above indicators are available to all Leaders of PDO and
Contractors when they access them within the Database.
The may also be
distributed electronically to Leaders according to their areas of responsibility for
reference in Toolbox Meetings and Safety Meetings.

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9.5

Frequency for Producing Reports and Charts in the PDO STOP Database
Reports and graphs should be accessed by Leaders, or distributed to them by email
at the required intervals that will enable them to review their STOP indicators for a
period that corresponds with the frequency of their toolbox and/or safety meetings.
The indicators should be reviewed at meetings where the intervals should be at
least:
o Quarterly for Corporate level
o Monthly at Contractor Level
o More frequently at site level.

9.6

Responsibility for Producing Reports and Charts in the PDO STOP Database
o
o
o

SP1259

All Database users who have an MU Number are able to produce their own
reports and graphs in the Database.
The BS Area/ Contractor Focal Point for PDO and for Contractors will produce
and distribute the reports and graphs for safety meetings at the required
intervals.
The BS Area/ Contractor Focal Point will carry out the analysis of the
information in the Database and prepare recommendations for the Leaders
for their areas of responsibility.

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10.Produce Reports using the Excel STOP Data Capture Sheet


10.1 Description for Producing Reports with the Data Capture Sheet
The Data Capture Sheet has been developed to produce tables and charts (a
dashboard).
A Contractor and/or each area will have a standalone spreadsheet where the STOP
card data is captured only for the Leaders of the Contractor and/or the area and will
enable the Contractor to produce a selection of tables and charts.
10.2 Purpose for Producing Reports with the Data Capture Sheet
Reports and charts are produced to provide the Leaders and managers of
Contractors with useful and relevant leading, current and lagging indicators of
behavioural safety in their operations. When behavioural safety information from
the STOP intervention data is communicated and used effectively in safety
meetings, corrective and preventive action can have a lasting impact on reduced
unsafe acts and thereby, reduced injuries.

10.3 Procedure for Producing Reports with the Data Capture Sheet
The following procedure is followed to prepare and update a selection of tables and
charts in the Data Capture Sheet.

Table showing % Compliance to the STOP Schedule:


o
o
o

o
o

Select the % Compliance sheet.


The sheet will be automatically updated when the BS Contractor Focal Point
makes changes to the biographical data for Leaders.
The sheet will automatically be updated if any STOP cards were received
for the manager or supervisor for the month when the Focal Point captures
the interventions from STOP cards. This will automatically indicate the
percentage compliance of each Leader to the schedule of audits for each
month for of the year.
The % Compliance table will be automatically updated when the BS Focal
Point activates the REFRESH DATA cell in the Data Input sheet.
The % Compliance table may be distributed as a report.

Table showing Actual and Cumulative Weekly and Monthly % Compliance to the
STOP Schedule:
Select the Schedule & Compliance sheet.
o The sheet will be automatically updated when the BS Contractor Focal Point
makes changes to the biographical data for Leaders.
o The table will automatically be updated if any STOP cards were received for
the manager or supervisor for the month when the Focal Point captures the
interventions from STOP cards.
This will automatically indicate the
percentage compliance of each Leader to the schedule of audits cumulatively
and for each week and month for of the year.

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o
o

The reds and greens table will show a zero in a red background for each
week where a leader did not conduct any scheduled interventions and a
one in a green background for each week where a Leader conducted a
scheduled intervention.
The reds and greens table will be automatically updated when the BS Focal
Point activates the REFRESH DATA cell in the Data Input sheet.
The Schedule & Compliance table may be distributed as a report.

Table showing Leading, Current and Lagging Indicator Data


o
o

Select the DataInput sheet.


The BS Contractor Focal Point will enter the REFRESH DATA tab after new
data has been captured in the Data Capture sheet. This will automatically
update the following monthly performance tracking data in the table:
Unsafe Act Index
% STOP Visits Completed
Corrective Actions Open
Corrective Actions Overdue

Corrective Action Status (shown in a table)


o
o

Select the Corrective Action Log worksheet.


When the BS Contractor Focal Point captures corrective actions from the
STOP cards the Corrective Action Log this sheet will automatically update
the current status of corrective action in the table which may be distributed
as a report.

The Dashboard
o
o
o

Select the Dashboard worksheet.


The charts in the Dashboard are automatically updated when the BS
Contractor Focal Point enters the REFRESH DATA tab in the Data Input
sheet after new data has been captured in the Data Capture sheet. .
Save the Workbook.

10.4 Distribution of Reports from the Data Capture Sheet


The BS Contractor Focal Point will distribute copies of the tables and charts to the
Contract Holder, to the Manager of the Contractor and to each Leader according to
his area of responsibility.
10.5 Frequency for Producing Reports from the Data Capture Sheet
The tables and charts must be updated, refreshed and reports are to be distributed
at least once per month after the close of the month once the data of all from the
STOP cards for the month has been captured in the Data Capture Sheet.
10.6 Responsibility for Producing Reports from the Data Capture Sheet
The BS Contractor Focal Point for each Contractor and/or Area will:
o Prepare the initial Data Capture Sheet and format the tables and charts
o Update, refresh and distribute the tables and charts at the required
frequencies.

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11.

Uploading Data from the STOP Excel Data Capture Sheet for
Contractors to the PDO STOP Database

11.1 Description of uploading data from the Excel Capture Sheet to the PDO
Database
Contractors who do not have access to the PDO Database are required to make use of
the Excel Data Capture Sheet. The STOP Intervention Data that is to be captured
from STOP cards to the Excel sheet may be uploaded manually to the PDO Database
in order that the data from contractors may eventually be included in the PDO
Database. The Contract Holder will determine the requirement for uploading data to
the PDO Database for each contractor depending upon the facilities available to do so.
In the event of the Contract Holder requiring a contractor to manually upload STOP
data from Excel sheets into the PDO Database the Contract Site Manager will be
required to ensure that:
o
o

A Staff member with MU number is granted access to PDO Database for all the
Leaders of the contractor
A resource is identified for the data administration task of manually uploading
the observation data from the Excel sheet to the PDO Database

11.2 Purpose for uploading data from the Excel Capture Sheet to the PDO
Database
It is expected that STOP Intervention data must be representative of all PDO
operations and therefore it is necessary to include this data in the centralized PDO
Database which will be the repository for all STOP data and from which a common
set of reports, charts and graphs may be produced.
11.3 Specification for uploading data from the Excel Capture Sheet to the PDO
Database
o
o
o

The BS Contractor Focal Point will close off the Excel Data Capture Sheet at the
end of each month once all STOP data has been captured for the month
The REFRESH function will be activated and a back-up copy will be forwarded to
the Contract Holder, Contract Site Manager and to the BS Area Focal Point
The data summary sheet may then be used to manually capture each observation
entry for the month into the PDO Database against the name of the observer.

11.4 Frequency for uploading data from the Excel Capture Sheet to the PDO
Database
o

Monthly, at the end of each month.

11.5 Responsibility for uploading data from the Excel Capture Sheet to the PDO
Database
o

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The Contract Site Manager will appoint a person who will be responsible for
manually uploading data from the Excel sheets to the PDO Database.

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12.

The Implementation and use of STOP in the PDO Main Offices

12.1 Description of the Specification for the Main Offices


The PDO and Contractor leaders based at the PDO Main Offices are required to
participate fully in the programme by conducting Scheduled Detailed STOP
Interventions in their office areas as well as Ad Hoc Interventions in any parts of the
Main Offices.
12.2 Purpose for the implementation of STOP in the PDO Main Offices
The purpose for conducting STOP Interventions in the PDO Main Office Areas is to
raise and maintain the awareness of the need to systematically eliminate unsafe
acts in all areas and locations where people work. This is to be achieved by Leaders
regularly identifying unsafe acts, conditions and practices and by engaging with
personnel in such a manner that there will not be repeat incidents. This includes
applying the STOP techniques for observing, for communicating effectively with
personnel, for capturing information about safe and unsafe acts, for taking
corrective action and for making effective use of information gathered during
Detailed STOP Interventions.

12.3 Specification for implementing and using STOP in the PDO Main Offices
o
o
o
o
o
o
o

Leaders in the Main Office will be automatically scheduled to conduct Detailed


STOP Interventions.
Conduct Detailed STOP Interventions as per the schedule
Conduct a STOP focus hour within departmental safety meetings in order to
encourage Leaders to talk about and support STOP implementation and
feedback on other departments or contractors best practices
Conduct Ad Hoc STOP Interventions when Leaders observe safe acts, unsafe acts
or unsafe conditions
Capture data from interventions directly in the Database as indicated in
specification number 6 above
Capture interventions in the Database using STOP cards as indicated in
specification number 8 above
Create reports and produce charts using the STOP Database as indicated in
specification number 9 above

12.4 Responsibility for implementing and using STOP in the PDO Main Offices
It will be the responsibility of the HSE Team Leader to ensure that:
o Leaders in his/her directorate are identified and scheduled to carry out
STOP visits for their Offices once a month.
o HSE team leaders should accompany a leader while conducting his/ her STOP
visit.
o Ensure that all corrective actions are captured on STOP card and then
entered into the database.
o
BS Corporate Focal Points give support to HSE team leaders in the follow up

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13.

Ensuring that Actions from STOP are Followed-up and are


Closed-out

13.1 Description of Action Follow-up and Action Close-out


Actions are created in the Database when they are captured in the Database
Observation Screen. These actions remain in the Database Observation Report as
Open until they are followed up and Closed by the observer.
Actions are created in the Excel Data Capture Sheet when they are captured in the
Corrective Action Log. These actions remain Open in the Corrective Action Log until
they are Closed-Out by the BS Focal Point at the instruction of the Line Manager or
the safety meeting leader.
13.2 Purpose of Following-up and Closing-out Actions in the Database
To ensure that:
o Actions are taken to address the Unsafe Acts and Unsafe Conditions and to prevent
their recurrence
o The Database is updated and Observation Reports reflect the current status of
actions.
13.3 Specification for Following-up and Closing-out Actions in the Database
o
o
o
o
13.4

Specification for Creating Actions, Following-up and Closing-out Actions in


the Excel Data Capture Sheet
o
o
o
o
o
o

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Follow-up on actions that are still open by addressing the shortcoming or the
exception that was believed to have been the root cause or that contributed to the
unsafe act or unsafe condition when the intervention was made
Address the shortcoming or exception by taking the required action
Open the STOP Observation (Modify) screen in the Database
Use the View-Edit function and change the Status cell from Open to Closed

The BS Contractor Focal Point captures Actions to Prevent Recurrence from


STOP cards to the Corrective Action Log may use his discretion and assign
responsibility for the action and set a close-out date for the action
The BS Contractor Focal Point sends the Corrective Action Log to the manager who
leads the safety meeting prior to the next meeting
The manager who leads the safety meeting assigns a name for the Responsible
Person and sets a close-out date for each action and communicates this in his
safety meeting
The BS Contractor Focal Point updates the Corrective Action Log with this
information and distributes the updated Corrective Action Log to all personnel
who have actions that are not closed-out to serve as a reminder
At each safety meeting all open actions are reviewed and they are closed-out by
assigning a date of close-out in the Closed Out column
In certain instances Leaders will verify that actions have been addressed and a
Date Verified will be entered in the Corrective Action Log.

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13.5 Responsibility for Following-up and Closing-out Actions in the PDO Database
It will be the responsibility of each observer to:
o Take the required action
o Follow-up to ensure that the action has been effective in addressing the
issues in the intervention
o Close the action in the Database
It will be the responsibility of the Line Manager to ensure that observers in their
areas of responsibility:
o Take action to address issues identified in their interventions
o Close-out outstanding actions in their intervention reports
It will be the responsibility of the BS Corporate Focal Point to ensure that:
o There is a periodic audit to determine the level of compliance by observers to
closing actions
o Observers and their line managers receive a report of compliance to closingout actions.
13.6

Responsibility for Creating Actions, Following-up and Closing-out Actions in


the Excel Data Capture Sheet
It will be the responsibility of each observer to:
o Record actions on their STOP cards
o Follow-up to ensure that the actions have been closed out and have been
effective in addressing the deviations / non-conformances
o Report at safety meetings when their actions have been closed-out
It will be the responsibility of the Line Manager to:
o Ensure that observers in their areas of responsibility take action to address
issues identified in their interventions
o Review the Corrective Action Log in safety meetings, assign actions and
close-out actions
It will be the responsibility of the BS Contractor Focal Point to administer the
Corrective Action Log by:
o Capturing actions from STOP cards
o Distributing the Corrective Action Log
o Updating the Corrective Action Log before and after safety meetings

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14.

Maintaining and Updating the PDO STOP Database

14.1 Description of Maintaining and Updating the Database


This part of the specification deals with the maintenance of the Database and with
changes that will require programming such as changes to the structure or
functionality of the Database.
14.2 Purpose for Maintaining and Updating the Database
To define the authority levels for doing maintenance work and for changing the
Database.
14.3 Specification for Maintaining and Updating the Database
o
o
o
o

Proposals or requests for changes to the Database must be submitted to the BS


Corporate Focal Point.
The proposed changes will be investigated in detail by the BS Corporate Focal
Point
The final proposal will be drafted in consultation with the PDO Database Controller
(IT) where detailed specifications and cost proposals will be given
The final proposal will be submitted by the STOP Champion to the Executive for
approval

14.4 Responsibility for Maintaining and Updating the Database


It will
o
o
o
o

be the responsibility of the BS Corporate Focal Point to:


Receive requests for maintenance or changes to the Database
Investigate these requests
Prepare the detailed specifications assisted by the PDO Database Controller
Submit requests for approval

It will be the responsibility of the PDO Database Controller to:


o Perform routine maintenance on the Database
o Evaluate requests for changes and make recommendations as to their
practicality
o To do the cost estimates for budgeting and approvals
o Make changes or upgrades to the Database.

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15.

Maintaining and Updating the STOP Excel Data Capture Sheet

15.1 Description for Maintaining and Updating the Data Capture Sheet
This section deals with the maintenance of, or changes to the structure, layout or
functionality of the Data Capture Sheet.
15.2 Purpose of the Procedure for Maintaining and Updating the Data Capture
Sheet
To define the authority levels for doing maintenance work and for changing the Data
Capture Sheet.
15.3 Procedure for Maintaining and Updating the Data Capture Sheet
o
o
o
o

Proposals or requests for changes to the Data Capture Sheet must be submitted to
the BS Corporate Focal Point.
The proposed changes will be investigated in detail by the BS Corporate Focal
Point (MSE11)
The final proposal will be drafted in consultation with the PDO Database Controller
(IT) where detailed specifications and cost proposals will be given
The final proposal will be submitted by the BS Corporate Focal Point to the PDO
Executive for approval

15.4 Responsibility for Maintaining and Updating the Data Capture Sheet
It will be the responsibility of the BS Contractor Focal Point to:
o Make requests for maintenance or changes to the Data Capture Sheet
It will be the responsibility of the BS Corporate Focal Point (MSE11) to:
o Receive requests for maintenance or changes to the Data Capture Sheet
o Investigate these requests
o Prepare the detailed specifications assisted by the PDO Database Controller
o Submit requests for approval
It will be the responsibility of the PDO Database Controller to:
o Perform routine maintenance on the Data Capture Sheet
o Evaluate requests for changes and make recommendations
o Make cost estimates for budgeting and approvals.

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16.

Training New Users of the PDO STOP Database

16.1 Description and Purpose for Training New Users of the Database
New Leaders of PDO and Contractors must be able to:
o
o
o

Gain access to the Database


Enter their STOP Intervention Data in the capture screen
Prepare reports and graphs

16.2 Specification for Training New Users of the Database


o
o
o
o

Gain first-time access to the Database when issued with and using the MU
Number
Open the Users Manual by clicking the Icon in the first screen
Work through the instructions and examples in the Users Manual
Obtain further assistance from the BS Focal Point for the area if required.

16.3 Responsibility for Training New Users of the Database


It will be the responsibility of the BS Focal Point to ensure that all new Leaders are
competent to use the Database.

17.

Training New Users of the STOP Data Capture Sheet

17.1 Description and Purpose for Training New Users


New users (Focal Points) will be required to attend a half day training programme at
the commencement of the contract for a new PDO Contractor or when a new Data
Administrator is appointed by a PDO Contractor.
The Focal Point of new Contractors are required to be competent to:
o
o
o
o

Create a Data Capture Sheet for the Contract from a blank template
Enter the STOP Intervention Data from STOP Cards into the capture sheet
Prepare reports and graphs
Update or make changes to the biographical data for a Contractor in the Data
Capture Sheet.

17.2 Procedure for Training New Users


When a new Contract is awarded by PDO:
o The Manager of the Contractor will appoint an HSE Advisor who will be the BS
Focal Point who will make a request to the PDO BS Area Focal to train the new BS
Contractor Focal Point
o The BS Contractor Focal Point sets up and populates a Data Capture Sheet for
the Contract / Area as part of the practical training
o PDO BS Area Focal Point ensures that the BS Contractor Focal Point is competent
for the role and function and that the Data Capture Sheet is correct.
17.3 Responsibility
It will be the responsibility of the PDO BS Area Focal point to:

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o
o
o

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Provide a template of the Data Capture Sheet


Provide training for the personnel of the Contractor
Assess the competence of the Contractors personnel to administer the Data
Capture Sheet and to ensure that the Sheet has been correctly set up.

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18.

Ensuring Compliance
Compliance Audits

to

the

STOP

Specification

with

18.1 Description of STOP Compliance Audits


A corporate STOP Compliance Audit is a formal and structured audit conducted to
assess or evaluate the level of compliance by the PDO community and by
contractors to the PDO requirements for STOP as it has been set out in this
specification and as set out in the training given to Leaders and their personnel.

18.2 Purpose of STOP Compliance Audits


The Compliance Audit will:
o
o
o
o
o
o
o
o

Review the status of implementation of STOP


Evaluate the competence of personnel to use and administer STOP
Review the quality of the STOP interventions conducted
Review the quality of the STOP cards and data captured
Review the quality and effectiveness of corrective action management
Review the Contractors Data Capture Sheets and the reports produced from the
Data Capture Sheets.
Review the Department or Area data and the reports produced from the data
Produce an audit report with recommendations.

18.3 Specification for STOP Compliance Audits


For audits in the PDO Community the PDO BS Corporate Focal Point will:
o Arrange the audit team members and advise the date and time for the audit
o Conduct the audit or assign the responsibility for conducting the audit to a
member of the PDO HSE structure
o Produce a report following the audit using the STOP audit template (see
attachment).
For audits at contractor sites the PDO HSE Team Leader will:
o Advise the Contract Holder and the Manager of the Contractor of the date and
time for the audit
o Arrange the audit team members
o Conduct the audit or assign the responsibility for conducting the audit to a
member of the PDO HSE structure
o Produce a report following the audit using the required audit template (refer to
Attachment 6).

18.4 Distribution of Reports from STOP Compliance Audits


The PDO Corporate Focal Point will submit the audit report to the Senior Manager of
the Department or Area and to the PDO Behavioural Safety Champion.
For contractor audits The PDO HSE team leader will submit the audit report to the
Contract Holder, the Manager of the Contractor and to the PDO Behavioural Safety
Champion.

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18.5 Frequency for STOP Compliance Audits


The frequency for corporate STOP Compliance Audits should be every three years.
18.6 Responsibility for STOP Compliance Audits
The BS Corporate Focal Point will have the overall responsibility to:
o Evaluate the competence of personnel to use and administer STOP
o Review the quality of the STOP interventions conducted by personnel
o Review the quality of the STOP cards and data captured by personnel
o Review the Data and reports in the Database
o Produce an audit report with recommendations
For audits at contractor sites the BS Area Focal Point will have the overall
responsibility to conduct STOP Compliance Audits and / or to appoint HSE
personnel to conduct the audits.

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19.

Attachments

Attachment 1: Definitions
Ad Hoc STOP Intervention
An Ad Hoc STOP Intervention that may be made at any time when any
Leader observes an unsafe act or a condition that may cause injury in any area
or location.
BS Corporate Focal Point
This refers to the position or function of the person in the HSE Governance
Structure who has overall responsibility for the implementation, application
and administration of STOP in PDO.
BS Contractor Focal Point
This refers to the position or function of the person (HSE Advisor or other) in
the Governance Structure who has overall responsibility for the
implementation, application and administration of STOP for aContractor in
PDO.
BS Area Focal Point
This refers to the position or function of the person in the Governance
Structure who has overall responsibility for the implementation, application
and administration of STOP in an area or location for aContractor in PDO.
This will be the Area HSE Advisor in the structure.
CFDH
This refers to the position or function of the person in the HSE Governance
Structure who has overall responsibility for STOP in PDO.
Contractor
Any person who is not an employee of PDO or a company that has been
intervened by PDO to perform certain activities as determined in a contract.
Database Administrator
This is the person appointed to update, maintain or administer the PDO STOP
Database.
Detailed STOP Intervention
Refers to a scheduled STOP Audit where Interventions are detailed for each
category e.g. for a PPE 4 items are observed 1) Proper fit 2) Certified by
recognised testing Agencies 3) proper maintenance 4) Proper use. Detailed
Intervention is preferred to the term Audit (to avoid confusion with second and
third party audits of the STOP specifications and practices).
Executive
A strategic level leader who leads by example, is usually a member of the
organisations most senior management team, is responsible for strategic
planning, and accountable for implementing strategy by obtaining and

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controlling resources and achieving safe, productive work, both at site and
remotely.
Contractor
For the purposes of this Specification, this is a Contractor of PDO that may or
may not have employees who are registered with an MU Number on the PDO
STOP Database.
Leader
Refers to both managers and supervisors and the title Leader may be used in
this specification instead of the titles of Manager or Supervisor.
Manager / Senior Manager
A leader who leads by example, carries out the planning and direction of work
through interfacing with, and supporting Leaders and/or managers and their
teams to achieve safe, productive work, both at site and remotely.
PDO Database Controller (IT)
This is a person who is employed by PDO to develop and maintain the PDO
STOP Database.
PDO STOP Database
This is referred to as STOP Audit System in PDO. A database developed
within PDO to capture all STOP intervention data and to produce reports and
graphs.
PDO STOP Data Capture Sheet
An Excel based data capture and report writing application for the use of
Contractors who do not have access to the PDO Database.
STOP Audit System Observation Screen
This is the data capture screen in the PDO STOP Database that is used by
observers to capture interventions and corrective actions taken directly in the
Database instead of using a STOP card. (Refer to Attachment 3).
STOP Card
This is the card that is used in PDO by observers to capture interventions and
corrective actions instead of capturing this information directly in the
Database. The intervention data is transferred from the STOP card to the
Database at a later stage. (Refer to Attachment 4).
STOP Compliance Audit
A STOP Compliance Audit shall refer to a formal and structured audit to
assess the compliance to STOP best practice and to the STOP specification
as it has been developed and customised for PDO.
STOP Deposit Box
This is a deposit box for completed STOP Cards to be submitted. It may also
be used as a point for the collection of blank STOP Cards.
Supervisor (First Line Supervisor)
Any person who will at any time will oversee the work or work related activity
of others e.g. a Permit Holder. A first line Supervisor is a leader who leads by
example, supervises, coaches, directs and is responsible for ensuring that work

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being carried out by his/her team is safe, productive, allocating individual tasks
as necessary and solving problems as they occur.

Attachment 2: PDO STOP Audit System Observation Capture Screen

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Attachment 3:

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Sample STOP Data Capture Sheet in Excel

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Attachment 4: STOP Card

Front of the STOP Card

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Back of the STOP Card

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Attachment 6:

STOP Implementation and Compliance Audit document

STOP IMPLEMENTATION AND


COMPLIANCE AUDIT
Audit conducted with all External Contractors to PDO by PDO HSE
Department
1. STOP IMPLEMENTATION STATUS
No. Requirement
Yes
1.1
1.2
1.3
1.4
1.5
1.6
1.7

2. SCHEDULING OF LEADERS FOR STOP


OBSERVATIONS AND COMPLIANCE TO SCHEDULES
No. Requirement
2.1
2.2
2.3
2.4

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Comment

Yes

No

Comment

Yes

No

Comment

Yes

No

Comment

Yes

No

Comment

Compliance by Leaders to the STOP schedule is available & correct


The dashboard indicators are up to date and are correct
Reports are produced timeously
Reports are submitted to the Leaders according to their level
Up to date reports are displayed on notice boards

6. THE MANAGEMENT OF CORRECTIVE ACTIONS FROM


STOP
No. Requirement
6.1

No

The Biographical data in the Capture Sheet is up to date


The Capture Sheet is properly maintained & is functioning correctly
The Focal Point collects / receives STOP cards timeously
STOP data is captured to the Capture Sheet timeously
STOP data is captured accurately from STOP cards

5. PRODUCING REPORTS USING THE STOP DATA


CAPTURE SHEET
No. Requirement
5.1
5.2
5.3
5.4
5.5

Yes

Detailed STOP observations are conducted according to standard


STOP cards are completed for all Detailed observations
STOP cards are deposited / submitted timeously
STOP cards are completed correctly and accurately
Leaders conduct Ad Hoc STOP observations according to standard

4. CAPTURING DATA IN THE STOP DATA CAPTURE


SHEET
No. Requirement
4.1
4.2
4.3
4.4
4.5

Comment

All Leaders have been scheduled according to their level


Leaders know and understand the scheduled requirement
The schedule and actual compliance to schedule is up to date
Leaders comply to the schedule

3. CONDUCTING STOP OBSERVATIONS


No. Requirement
3.1
3.2
3.3
3.4
3.5
3.6

No

A Focal Point has been appointed and has been trained


All Leaders who have been employed for 1 month or more are trained
The STOP Procedure is available as required
The STOP Data Capture Sheet is has been implemented
STOP Deposit Boxes are installed as required
STOP Deposit Boxes are installed as required
The STOP Procedure is available as required

Leaders record corrective action (CA) in STOP cards

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6.2
6.3
6.4

CA's are captured from STOP cards to the Data Capture Sheet
CA's are reviewed by Leaders in safety meetings
The CA Log is maintained and is up to date

7. THE REVIEWING OF STOP DATA IN SAFETY


MEETINGS
7.1
7.2
7.3
7.4
7.5
7.6

Compliance by Leaders to the STOP schedule is reviewed


The STOP dashboard is reviewed
The CA Log is reviewed
New corrective actions are recorded in safety meetings
New corrective actions are captured in the Data Capture Sheet

No.

Requirement

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Yes

Page 48

No

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