CIEP – ESHIA Stakeholder Engagement

Procedure

25 August 2005
Version 1.0
©2005 by Chevron Corporation

This document contains proprietary information of Chevron Corporation. Any use of this document
without express, prior, written permission from Chevron Corporation and/or its affiliates is prohibited.
 CIEP – ESHIA Stakeholder Engagement Procedure

Instructions to CIEP strategic business units (SBUs): Remove all items in blue italics and replace
with SBU-specific information.
Note: Non-italicized text is part of the CIEP standardized process.

Contents
CIEP – ESHIA Stakeholder Engagement Procedure......................................... ............................1
Overview................................................................................................................................. ...........1
Who Is a Stakeholder?................................................................................................................. .....1
Why Engage Stakeholders?.................................................................................................. ............1
Basic Concepts................................................................................................................................ ...1
The Engagement Process..................................................................................................... .............2
Prepare for Engagement................................................................................................ ...................2
Conduct Stakeholder Engagement............................................................................................... .....4
Analyze and Incorporate Findings............................................................................................ ........4
Provide Feedback............................................................................................................ .................4
Documentation............................................................................................................ ......................4
Document Control Information................................................................................. ......................4
Document List.............................................................................................................. .....................5

List of Tables
Table 1:Document Control Information.................................................................................. ........4
Table 2:Document History............................................................................................................ ....5
Table 3:Document List............................................................................................................... .......5

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 CIEP – ESHIA Stakeholder Engagement Procedure

Overview
The purpose of stakeholder engagement is to consult with community members, local officials, non-
governmental organizations (NGOs) and other important members of civil society when necessary to
achieve compliance with company standards. Stakeholder engagement shall not be viewed narrowly
as a data input/output activity or a mandatory step in a permitting or financing process. Rather, it shall
be viewed as an integral part of creating the environment necessary for long-term operation and
building company reputation. Additional guidance is provided in the Chevron International
Exploration and Production (CIEP) Environmental, Social and Health Impact Assessment (ESHIA)
Community of Practice (CoP) maintained “CIEP ESHIA Process References” document. This
document can be found in the ESHIA Support Materials folder.

Who Is a Stakeholder?
Stakeholders are essentially self-defined: they include anyone who reasonably decides he or she has
an interest in, and will be impacted by company activities. In practice, Chevron aims to engage
stakeholders who are directly affected such as regulators, partners, neighbors, community members,
and when necessary to achieve company standards, local voluntary organizations and NGOs.
Sometimes, this process also may include groups and organizations based in regional hubs, capital
cities or international locations.

Why Engage Stakeholders?

The purpose of stakeholder engagement is to:
• Allow the company to identify significant issues and correctly assess their relative importance
• Build a sense of support and buy-in for ESHIA findings and minimize later disputes or
disagreements
• Help identify potential partners (e.g., NGOs, academic researchers, government agencies) who
may assist in designing and implementing mitigation strategies
• Lay the groundwork for long-term harmonious relationships with neighbors and other key
stakeholders

Basic Concepts
All projects shall involve some measure of stakeholder engagement. The level of involvement shall be
determined case-by-case, taking into consideration the:
• Complexity of the project
• Environmental, social and health conditions in the project zone of influence
• Proximity to local communities
• Potential effects “outside the fence line”
• Potential level of stakeholder interest and concern
A project’s stakeholder engagement strategy, while always being fit-for-purpose, shall lean towards
the side of greater transparency and involvement of stakeholders necessary to be consulted for the
project to achieve company standards.
Stakeholder engagement shall:
• Identify relevant stakeholders

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CIEP – ESHIA Stakeholder Engagement Procedure

• Provide information about the project and its potential impacts

• Solicit appropriate stakeholder input regarding the project; potential environmental, social or
health impacts; and proposed mitigation measures or community benefit programs
When possible, facilitators of individual projects shall consider the use of engagement strategies that
when appropriate to the circumstances allow for some degree of stakeholder participation in actual
project decisions regarding alternatives, thus enhancing long-term company success.
Stakeholder engagement is a joint activity of many different project representatives, though it
primarily involves Health, Environment and Safety (HES) personnel, the Strategic Business Unit
(SBU) Policy, Government and Public Affairs (PGPA) department and legal review. Stakeholder
influence analysis and priority mapping (see below) shall identify which internal functions need to be
involved and take the subject lead for different aspects of stakeholder engagement.
Overall engagement activities with public and government stakeholders shall be coordinated and
facilitated by project or business unit PGPA staff to ensure integration with any existing government
and community work of the company.

The Engagement Process

Stakeholder engagement shall begin early enough in a project to allow findings to be integrated into
project decision making. Early engagement can include implementation of community benefit
programs and relationship building around specific ESHIA tasks.
Engagement shall be an iterative process that normally becomes a significant activity during scoping
and shall be led by the appropriate Chevron representative. Although consultants may assist in this
process, company representatives always should take the lead.
Consideration of stakeholders and possible early engagement of select representatives shall begin
during screening. Engagement shall continue through the impact assessment and into project
construction and operation. See the ESHIA Stakeholder Engagement Flowchart for more information.
To meet stakeholder engagement objectives the engagement process shall consist of the following
steps:
1. Prepare for engagement
2. Conduct stakeholder engagement
3. Analyze and incorporate findings
4. Provide feedback

Prepare for Engagement

Identify the objectives of stakeholder engagement based upon the project phase, potential impacts and
the administrative framework. To assist, the CIEP ESHIA CoP maintains example stakeholder lists
and analysis tools. These lists and tools can be found in the ESHIA Support Materials folder.
Identify stakeholders.
• Stakeholders may include regulatory authorities, government and ministry representatives,
local communities, potential local sourcing providers and NGOs. NGOs at the international
level may be engaged depending on the location and complexity of a project if their
participation will advance the achievement of company standards.
• In most parts of the world, engagement with local communities or larger social groups is
critical. Many communities have some form of representation such as traditional authorities,
councils or neighborhood leaders, who may act as spokespersons. Engagement shall include
these structures, but may go further if necessary to achieve company standards and to hear the
viewpoints of many different groups and individuals.

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 CIEP – ESHIA Stakeholder Engagement Procedure

• Use the stakeholder analysis and influence mapping tools, as appropriate, to identify the key
individuals and groups who may be impacted, their level of support for the project and the
subset of those people who have the most influence.
Identify, analyze and prioritize issues for stakeholder engagement. Stakeholder engagement issues
shall be defined on a case-by-case basis in accordance with issues of concern to key stakeholders.
They may include impacts to local subsistence resources (e.g., fisheries), project-related employment
opportunities, use of existing health infrastructure, etc. (see the ESHIA Screening-Scoping Checklist
for more information.)
• A stakeholder spreadsheet should be created so that each potential stakeholder engagement
issue can be weighted and prioritized accordingly.
• An assessment of manageability matrix should be used to prioritize the stakeholders to include
in the engagement process and identify issues that shall be actively managed.
• Determine the requirement for a participatory needs assessment. Where community benefits
are involved, design and implement a participatory needs assessment.
For reference, the CIEP ESHIA CoP maintains a stakeholder matrix, manageability matrix,
participatory needs assessment example and guidance documents. These examples and documents can
be found in the ESHIA Support Materials folder.
Develop a stakeholder engagement strategy or plan:
• The strategy and approach selected should be scaled to the different types of organizations and
individuals involved and the degree of stakeholder interest/concern in the project. For
example, if a new project will only cause minor disruption of road traffic for two months,
stakeholder engagement may be limited to one or two public information meetings. In larger
projects, stakeholder engagement may involve extensive and repeated discussions and take
place over many months.
• The stakeholder engagement strategy shall identify and make appropriate arrangements for the
following items:
■ Engagement opportunities: community forums, company initiated meetings, focus group-
style discussions with invited participants (e.g., women), publication, involvement of
NGOs, community-based organizations and other third parties
■ Roles and responsibilities: who is responsible for the engagement activity, who is the lead
spokesperson
■ Communication tactics shall be culturally appropriate and shall consider the intended
audience (e.g., education, interests, experiences)
■ Requirement for internal Chevron review, including legal, PGPA, planning and commercial
■ Stakeholder review and comment during scoping (e.g., reviewing preliminary scoping
document) prior to the development of a Terms of Reference (TOR) of the impact
assessment
■ Provision of feedback to the stakeholders
• The SBU PGPA subject matter expert and/or the qualified ESHIA facilitator shall discuss with
the ESHIA legal advisor the need for a legal review of the stakeholder engagement strategy or
plan. The decision shall be documented and record kept.
The stakeholder engagement strategy or plan shall be documented and shall be signed off by the SBU
PGPA subject matter expert and the qualified ESHIA facilitator. The strategy or plan shall be accepted
in writing by both the project manager or his/her designee and the SBU PGPA manager or his/her
designee. All normal SBU approval procedures apply.

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CIEP – ESHIA Stakeholder Engagement Procedure

A copy of the stakeholder engagement strategy or plan and its acceptance shall be sent to the SBU
ESHIA process advisor for record keeping as per the requirements of the CIEP Operational
Excellence Information Management (OEIM) process.

Conduct Stakeholder Engagement

Prepare consultation materials, including core messages, project description, data acquisition and
follow on contact information. Develop a plan for the specific audiences to be engaged and type of
consultation materials most appropriate for them.
Implement the engagement strategy.

Analyze and Incorporate Findings

After conducting stakeholder consultations, analyze and incorporate the findings through:
• Written notes on discussions or formal meeting minutes
• Entry of information into a consultation tracking database (spreadsheet or other tool that
captures all of the comments and from whom they were received)
• Analysis of consultation findings
• Feedback into project activities, update of project plans, approaches and/or report(s), as
appropriate
• Documentation of project decisions on how to respond to specific views and comments
received

Provide Feedback
Provide feedback to the stakeholders on how their views and concerns have been addressed. The
feedback shall be transparent and timely. Monitor and document stakeholders’ responses to the
feedback received.
Stakeholder engagement shall transition to ongoing community engagement activities in Chevron
Project Development and Execution Process (CPDEP) Phases 4 and 5 and shall be addressed in the
ESHIA management plan.

Documentation
The stakeholder engagement strategy or plan, together with the copies of the consultation materials,
the findings of consultation, the project decisions arising in response to consultation, the feedback
given and the stakeholder response to the feedback, shall all be documented and collated. The
documentation shall be reviewed by the ESHIA legal advisor and signed off by the SBU PGPA
subject matter expert and the qualified ESHIA facilitator and held on record within the SBU as
required by the CIEP OEIM process by the SBU ESHIA process advisor.
Insert any additional SBU language here.

Document Control Information

Table 1:Document Control Information

Description CIEP Common SBU-Specific

Revision Date 25 August 2005 Insert last revision date

Next Revision Due 25 August 2008 Insert next revision due date

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 CIEP – ESHIA Stakeholder Engagement Procedure

Description CIEP Common SBU-Specific

Control Number Optional

Table 2:Document History

Version Date Notes

Number

1.0 25 August 2005 Initial release

Document List
The following table provides a list of documents referenced in this procedure.
Table 3:Document List

Attachment Title File Name

ESHIA Support Materials ESHIA Support Materials

ESHIA Stakeholder Engagement CIEP_ESHIA_StakeholderEngagementFlowchart.ppt
Flowchart
ESHIA Screening-Scoping Checklist CIEP_ESHIA_ScreeningScopingChecklist.doc

Version 1.0. Revised 25 August 2005. 5

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