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Document Code:

QHSE Integrated Management System QHSE IMS – L1


Revision Date: Apr-18
IMS Manual
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- Human Resources Department


- QMS Department
- HSE Department
- Training Department

The Department Managers report to the DPS General Manager.

5.3.2.1 Finance Department

The main responsibilities of the Finance Department include:

 Running and maintaining DPS financial systems in accordance with prevailing


applicable accounting standards.
 Preparation of DPS annual budget based on estimated revenue and requirements
of the various functions within DPS for performance of the works as DPS
standards, in accordance with DPS procedures and requirements by the
customer, the class and the authorities of the country having jurisdiction over the
operation.
 Monitoring and recording of operating results and verification against budgets and
plans and report that to General Manager.
 Control of accounting system and various functions within the Finance
Department.
 Ensure proper and timely year end closing process and keep good
communication with all Governmental regulatory agencies (State Auditors, Tax
Authority…etc.).
 Maintain internal control systems and activities aimed at measuring the
profitability of the company.
 Prepare financial studies, analysis, forecasting to keep the General Manager
updated on the financial status of the Company and informed about important
financial matters concerning DPS.
 Shall prepare regular cash flow projections to ensure proper cash management of
the company.
 Keeping the General Manager updated on the financial status of the Company
and informed about important financial matters concerning DPS.
 Keeping good communication with DPS Clients to ensure prompt handling of DPS
dues.
 Keeping good communications with Creditors / Banks to ensure timely funding
and financing of new projects and investments.

The department contains the following sections:

Accounts Payable / Cost Control / Transportation Cost Control:

 Ensure that all incoming invoices are properly registered on a daily basis and also
ensure that payment of invoices takes place in due time with maximum utilization
of credit terms.
 Ensure that all transactions, within area of responsibility, are correctly accounted
for in accordance with, requisitions, price lists contracts or agreements.

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Document Code:
QHSE Integrated Management System QHSE IMS – L1
Revision Date: Apr-18
IMS Manual
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Accounts Receivable:

 Ensure that DPS’s customers are invoiced timely and correctly in accordance with
established contracts and addenda.
 Follow-up on any and all outstanding payments from customers on a frequent and
regular basis.
 Prepare monthly Rig Utility and Revenue Report.

Assets:

 Keeping track of company Assets and maintaining up-to-date and accurate Assets
records.
 Ensure that all transactions relating to assets are correctly accounted for in
accordance with established procedures.

Budget & Reporting:

 Ensure that all transactions relating to assets are correctly accounted for in
accordance with established procedures.
 Prepare annual operating budget for the company including Profit & Loss
statement, Balance Sheet, Cash Flow and all relevant specifications.
 Prepare timely and accurate periodical financial statements and reports to
management.
 Ensure that books are closed correctly and on time on a monthly and yearly basis
in accordance with established procedures.
 Ensure that correct and up-to-date information is submitted to auditors during
audits.

Cost Control:

 Ensure that all transactions, within area of responsibility, are correctly accounted
for in accordance with, requisitions, price lists contracts or agreements.

Secretary:

 Ensure proper handling of confidential documents and maintain a proper filing


system for finance management.

Tax:

 Ensure that all work procedures for the area of responsibility are properly
documented, up-to-date and followed.
 Handle all tax matters relating to DPS and A.P. Moller-Maersk including payroll,
withholding, sales and stamp tax.
 Coordinate handling of tax matters between external tax consultants, Tax
Authority offices and DPS tax section.

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Revision Date: Apr-18
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Treasury:

 Daily cash management, Monetary Transactions and Cashier Function according


to established procedures.
 Responsible for that all cash and bank transactions are carried out under strict
safety and in accordance with prevailing procedures and resolutions of the
company and prevailing laws of Saudi Arabia.
 Maintain correct, accurate and up-to-date records of cash and bank transactions
in accordance with established procedures.

IT:

 Shall ensure provision of efficient and cost effective IT Services to the Company
and Staff.
 Shall ensure Data security and safety.
 Shall manage staff resources in accordance with Company Policies and
guidelines.

For more detailed information of the specific duties, responsibilities & authority of Finance
Department various sections please refer to DPS QM-Level 2 Manuals and DPS Job
Description Manual QM - Level 3.

5.3.2.2 Purchasing Department

The main responsibilities of the Procurement Department include the allocation and
sourcing of needed materials and services through the following functions:

Purchasing Section

 Ensure prompt execution of the approved materials orders whether from the local
market or from abroad, ensure that the best combination between the prices and
quality is attained, ensure that the purchasing process is in conformity with the
company’s policies and established procedures as well as with the valid
agreement between DPS and its vendors, suppliers, forwarders and agents.

Logistics Section

 Ensure prompt as well as proper release of DPS’s imported and exported


materials and equipment in conformity with DPS’s procedures, Aramco
regulations as well as with the KSA customs laws. Qualified and approved custom
clearing agents are used in the release process. Also to prompt selling of DPS’s
disposed used / junked material and equipment ensuring that the customs
imposed on such disposed equipment and materials are settled. This shall be
done for imported items only.
 Troubleshoot problems in transport equipment and allocate replacements when
needed.
 Manage transport contractors and monitor their performance.
 Manage and monitor DPS transportation personnel.
 Make available transport equipment per the rigs contractual requirements.

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Revision Date: Apr-18
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Warehouse Section

 Be in charge of receiving and shipping of materials to and from the rigs and
suppliers in addition to maintaining good control on all materials kept in the main
warehouse and yard and ascertains that the materials are properly stored in
accordance to the materials coding system and proper storing arrangements.
 Shall supervise the remote Bases warehouses (i.e. Rigs warehouse) and shall
ensure DPS Procedures are adhered to.

Stock Control Section

 Reviews periodically the materials stock levels in the main warehouse and
responsible for replenishing the stock items.
 Review the Direct Charge Requisitions (D/C Req.) and the Stock Materials
Replacement Requisition (SMRR) received from the rigs / locations and stock
requisitions (SR) for Central Warehouse stock.
 Maintain control over stock items both at the main warehouse and at the rigs.
 Ensures standardization of all stock items based on the selected quality and
specification by the relevant department within DPS.
 Adding-removing stock items as deemed necessary for the rigs operations.
 For more detailed information of the specific duties, responsibilities & authority of
Procurement and Logistics Department various sections please refer to DPS
PROLOG Manual QM Level 2 and DPS Job Description Manual Level 3.

5.3.2.3 Operations Department

There are two functions within the Operation Department:

 Onshore Operations
 Offshore Operations

They report to the DPS Operations Manager and the General Manager.

The Operations Department is in charge of all operations. The activities include:

 Safe and efficient operation and maintenance of all drilling and workover units
owned by DPS or chartered both onshore and offshore.
 Operation of DPS’s fleet of transport units, cranes, trucks and other units.
 Giving the management technical advice and assistance in contract matters,
purchase or sale of rigs and equipment, in case of modification work on existing
rigs and equipment, and in respect of building new rigs when required.
 Managing rigs contracts and maintaining daily communication with customers.
 Moving all DPS Rigs between well locations.
 Construction of new locations when required.
 Perform Transport maintenance per the maintenance schedule.

Safety and environmental considerations are an important part of the responsibilities of


the Operations Department, as DPS sees safety as a function of a good “Line
Management”

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Revision Date: Apr-18
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The Operations Department is responsible for the daily routine as:

 Careful evaluation of all material and service requisitions.


 Control of the manning of the units in compliance with contractual requirements
and DPS’s own requirements.
 Proper and timely maintenance of all equipment including certification.
 Good planning of all operations.
 Regular inspections of all work-sites.
 Safe rig moves.
 Proper handling and storing of materials at rigs and remote bases.
 Provide leadership in all issues concerning HSE.

Operation Department will arrange:

 Support bases when and where necessary.


 Maintain necessary correspondence with the rigs.
 Maintain communication on daily basis with relevant operating company.
 Monitoring of running cost against approved budgets
 Support the rigs through follow-up on swift action.
 The Operations Superintendents shall be responsible for the performance of their
respective Rigs.

To enable the Operations Department to efficiently perform its duties, a close co-
operation with the other departments is necessary. It is also utmost importance that the
Operations Department has good relations with the operating company.

5.3.2.4 Human Resources Department

The main objective of the Human Resources Department is high level of engagement and
retention of the talented and experienced employees.

The Human Resources Department is divided into the following areas each with specific
tasks:

Talent Management and Organizational Development Section:

 Responsible for selecting, recruiting and hiring the qualified caliber for both office
and field.
 Management performance, performance appraisals, engagement surveys,
disciplinary actions, promotions and any other projects in regards to enhancing
employees’ performance.
 Responsible for updating job descriptions and organizational chart.

Payroll and Remuneration Section:

 Responsible for Implementing the remuneration programs and payroll


administration for DPS employees.
 Responsible for managing the total headcount of DPS on monthly basis.

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Document Code:
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Revision Date: Apr-18
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Rev. No.: 06
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Manning Section:

 Responsible for Coordinating and manning up rig crews. This section is


considered to be the main point of contact with field employees regarding all HR
related issues.
 Manage Human Resources by proper allocation of competent personnel to the
rigs per the contractual requirements.

Expat Affairs Section:

 Responsible for planning, coordinating and implementing all HR issues related to


expatriate employees, accommodations and flight reservations.

Labor Relations Section:

 This Section handles all the passports and visa procedures, residence paperwork,
work permits and desert passes as per the labor law. Social insurance certificates
shall obtain for DPS Drilling contracts and handling labor law procedures with
different Labor offices.

Medical Section:

 Responsible for all medical related issues in the Company.


 Management of health care program.
 Management of illness for work program.

5.3.2.5 Training Department:

 Responsible for determining training needs for all employees, ensuring all needs
are met (based on DPS training matrix) and developing employees to be
competent enough for effective and efficient performance.
 Perform promotions for the field positions at all levels.
 Responsible for managing DPS training activities.

5.3.2.6 QMS Department:

The QMS department is delegated the authority and responsibility for ensuring that IMS,
conforming of international standards, is established and maintained within DPS.

Furthermore the QMS section is responsible for ensuring that additional requirements to
the IMS from the authorities and the operating companies are implemented and
maintained in systematic manner.

The responsibilities of QMS department shall include the following:

 Conduct Audits.
 Follow up vendor assessment.
 Support Rigs.
 Audit Service Providers.

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Revision Date: Apr-18
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 Propose Improvement.
 Revise Management System as needed.
 Support Departments.

5.3.2.7 HSE Department:

The HSE Section is delegated the authority and responsibility for ensuring that HSE,
conforming of international standards, is established and maintained within DPS.

Furthermore the HSE section is responsible for ensuring that additional requirements to
the HSE from the authorities and the operating companies are implemented and
maintained in systematic manner.

The responsibilities of HSE Section shall include the following:

 ISPS code implementation offshore.


 Rigs Support.
 Participate in Audits both internal and external.
 Propose Improvements.
 Disseminate learnings.
 Follow up implementation of action plans.
 Inspect Equipment and personnel.
 Prepare approved equipment list.
 Investigate incidents.
 Install IVMS in DPS vehicles and monitor driver’s performance.

Security:

 Provide additional security services per the current and emerging security threats
in the country on the area being affected.
 Manage head office security.
 Manage security teams at the bases and the rigs as needed.
 Liaise with security resources and consultants.
 Provide security advice.
 Manage security provider and monitor the performance.
 Propose security improvement schemes.

The HSE Section has also a supporting function to DPS Organization in respect to:

 Distribution of relevant laws and regulations in respect of QMS;


 Coordination and standardization of all QMS related documentation;
 Control and follow up of the preparation of procedure and instructions; and
 Provision of qualified Safety Engineers to specific rigs to support implementation
and understanding of DPS Quality Management System.

For more detailed information of the specific duties, responsibilities & authority of QM-
HSE Department please refer to DPS Level 2 procedures and DPS Job Description Level
3.

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Document Code:
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Revision Date: Apr-18
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5.3.2.8 Out Sources Services

Engineering & Maintenance Department

The Engineering Department is managed from EDC head quarter and in charge of new
designs, new buildings and large modifications i.e.: new rigs, large modifications to
existing rigs (change of design) and equipment and maintenance of DPS equipment
required for performing the works under the drilling contracts.

When conducting projects of building new rigs, performing large modifications of existing
units and conducting major repairs / upgrades to DPS units, the responsibilities of the
Engineering Department shall include the following:

Projects / New Build

 Prepare a project budget or a Project Application (PA) based on the stated


requirements from the clients and from within DPS and have this budget or PA
approved by the top Management.
 For large modifications and new build prepare Project Quality Plan (QMS Level 3)
and have the plan approved by the General Manager.
 Assign a project team, who shall be responsible for the execution of the project
and shall report to the Project Supt. who shall report to the Engineering Manager.
 Delivery of the project to the client Department per the specified project scope of
work and quality in cooperation with QMS Section.
 Shall insure projects are completed in an efficient and safe manner.
 Carry Periodical verification to the completed parts of the project to ensure
conformance with the Project Quality Plan.
 Have the projects on the phases completed there off checked and certified when
applicable by an accredited authority.
 Maintain complete set of document for all the works performed under the projects
including test results and drawings.
 Perform start up-commissioning at the project and deliver to concerned line
Management within DPS.

Maintenance - Workshop

The Maintenance Department is headed by DPS Maintenance Superintendent and shall


be responsible for ensuring that DPS Maintenance Management System is properly
functioning at all DPS work locations, and to do that the responsibilities of the
Engineering Department shall include:

 Develop, update and maintain DPS’s Planned Maintenance System.


 Develop, update and maintain controlled work instructions covering all the main
equipment being utilized at all DPS locations.
 Verify that maintenance work performed at DPS locations is in compliance with
the DPS Maintenance Management System and follow up out-standings.

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PMS

 Contract the repair and maintenance works to be performed at external


subcontractor’s facilities and follow up the execution and the final delivery to
ensure compliance with DPS requirements.
 Ensure smooth running of the Maintenance Management System and provide
technical support to rig personnel.
 Base maintenance is responsible for maintenance of any issues related to the
head office premises.

Commercial Department

 Responsible for promoting DPS activities in oil and gas local and international
market, and handling tender documents.
 Ensure that DPS departments review and have input in all bids and before signing
of contracts to assure ability to comply with requirements.
 Determine and implement an effective arrangement for communicating with
clients in relation to ongoing contracts, inquiries, order handling including
amendments and client feedback including complaints.
 Prepare prequalification offers (tenders and bids) for local and international clients
to ensure maximum utilization of DPS fleet.
 Carry required market surveys to explore potential business opportunities.
 Evaluate received tenders based on available rigs and market requirements and
determine specified client requirements and requirements not stated by client but
necessary to intended use.
 Communicate Clients requirements with concerned DPS departments to assure
organization has the ability to meet defined requirements.
 Prepare bids to customers in consultation with DPS Top Management.
 Resolve contractual issues with DPS customers and give advice to Operations
Department.
 Execute Business Development and market positioning of DPS locally and
internationally by promoting and setting marketing strategy and plans for DPS
services to maintain and improve DPS’s position in the market.
 Perform market research, prepare and update market analysis to keep
management informed with the market demand and GAP Analysis.
 Establish contacts with major players in Oil and Gas Market to ensure setting up
of Sales Channels and to supervise activities with customers.
 Finalize prequalification, tender’s documents and negotiate contracts in respect of
the service to secure future business for DPS.
 Handling of all inquiries, bids and tenders with the concerned departments to
ensure that a bid document is being submitted to the customer requesting the
service.
 Execute contracts preparation and commercial negotiation to ensure that all terms
are well understood by all parties concerned.
 Execute the budgeting and pricing of DPS projects aiming to reach optimum
benefit to DPS.
 Conduct customer relationship management to maintain good mutual relationship
with DPS customers.

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Revision Date: Apr-18
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 Perform Business Performance Reviews and KPIs with major Oil & Gas
companies in order to strengthen DPS’s market position.
 Monitor other departments operations in accordance with DPS signed contracts
with our clients to ensure optimum Customer Relationship Management (CRM).

Legal Department

Litigation

 Ensure the statutory compliance with local laws.


 Keep records and confidential information of all cases and investigations of DPS.
 Provide inter-departmental legal assistance.
 Coordinate with outside legal counselors.
 Handling arbitration and mediation cases.
 Follow up all new laws issued, amendments of laws in force and decrees enacted
by the State relating to the business of DPS, and keeps the Management
informed.
 Handling the disputes and conflicts with outside parties.
 Coordinate with DPS’s external legal advisor / lawyer.
 Handle legal disputes with the clients.

Contracts

 Drafting, reviewing and negotiating contracts.


 Contract modifications.

Insurance

 Maintain insurance coverage for the properties according to DPS’s policy, also
responsible for negotiating and concluding insurance contracts.
 Maintain DPS insurance as per management direction and drilling contract
requirements.
 Submit insurance claims, follow up with the departments concerned and arrange
for settlement by insurance company.
 Study the insurance market and suggest changes to service.

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