DAWLANCE GROUP OF COMPANIES

INCIDENTS REPORTING &

INVESTIGATION
DOC. NO. DGC-HSE/IR-001

INCIDENTS REPORTING & INVESTIGATION

CHANGE RECORD

03

02
01

13-08-12

CC # SP-12017

27-06-12

CC # SP-12003

21-05-12

CC # SP-12002

00

21-02-12

Initial Release

Rev

Date

Revision Description

DGC-QS-002.01 REV 00

Ufaq Abdul
Samad
Ufaq Abdul
Samad
Ufaq Abdul
Samad
-

Shamail
Haider
Syed Hasan
Asghar
Shamail
Haider
-

Mairaj Khan

Rashid Jamil

Prepared By

Checked By

Anwer Khan
Shamail Haider
Rashid Jamil
Tariq S
Quddusi
Approved By

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DAWLANCE GROUP OF COMPANIES

DATE: August 13, 2012

INCIDENTS REPORTING &

INVESTIGATION
DOC. NO. DGC-HSE/IR-001
REV: 03

(1.0) PURPOSE
(1.1) This procedure outlines the reporting of all types of incidents occurred in
DGC factory premises, identify root causes, fixing responsibilities and
implementation of relevant corrective & preventive actions to avoid
reoccurrence.
(2.0) SCOPE
(2.1) It applies to all departments and sections of Dawlance Group of
Companies (DGC) factories.
(3.0) DEFINITIONS
(3.1) INCIDENT: An incident is an unplanned event or chain of events, which
has, or could have caused injury or illness and/or damage (loss) to people,
assets, the environment or reputation.
(3.2) ACCIDENT: Accident is an incident which has resulted in actual harm
and/or damage to People, Assets, Environment or Reputation of the
Company.
CLASSIFICATION
(a) FATALITY:
A death resulting from a work related injury or occupational illness,
regardless of the time lapse between the incident causing the injury or
exposure or causing illness and the death
(b) LOSS TIME CASE (LTC):
Any MTC work related injury or illness which prevents that person from
doing any work the day after the accident.
(c) MEDICAL TREATMENT CASE (MTC):
Any accident in which the injured or sick person requires treatment (more
than the first aid) from a professional physician.

DGC-QS-002.02 REV 00

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DAWLANCE GROUP OF COMPANIES

DATE: August 13, 2012

INCIDENTS REPORTING &

INVESTIGATION
DOC. NO. DGC-HSE/IR-001
REV: 03

(d) OCCUPATIONAL ILLNESS:

Is any work-related abnormal health condition or disorder (physical or
mental) that is caused or aggravated by exposure to environmental factors
associated with environment, including chemical, physical, ergonomic,
biological & ergonomic factors.
(e) RESTRICTED WORK CASE (RWC):
A Restricted Work case is any work related injury which results in a work
assigned after the day the incident occurred that does not include all the
normal duties of the persons Regular Job. The restricted work assignment
must be meaningful and pre-established or a substantial part of a Regular
Job.
(f) FIRST AID CASE (FAC):
Any work related minor injury or observation of minor scratches, cuts,
burns, splinters, etc that can be treated by first aider or equivalent and
does not require a professional physician or paramedic.
(g) NEAR MISS(NMS) :
Incidents that under slightly different circumstances could have caused
injury, illness, damage to asset, environment or company reputation, but
luckily did not.
(4.0) RESPONSIBILITIES
(4.1) All departments and sections are responsible to develop and display
Health & Safety Instructions in their working areas and offices.
(4.2) All department heads and section incharges are responsible to provide
training about Health & Safety Instructions and procedure for emergency
preparedness and response.
(4.3) All department heads, shift managers and section incharges are
responsible to ensure implementation of health and safety instructions in
their working and office areas, however HSE & compliance Department
is responsible to verify and report compliance status through internal
Audit.
DGC-QS-002.02 REV 00

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DAWLANCE GROUP OF COMPANIES

DATE: August 13, 2012

INCIDENTS REPORTING &

INVESTIGATION
DOC. NO. DGC-HSE/IR-001
REV: 03

(4.4) All section incharges are responsible to report all incidents involving any
type of injury or damages to company assets like machines, dies and
moulds etc to their department head, shift managers and to Human
Resource Department on Incident Reporting form, where as in any
emergency situation, procedure for Emergency preparedness and
response (DGC-HSE/ER-001) will be followed.
(4.5) Incase of any LTC or Fatality or asset damage, Human Resource
department (HR) is responsible to send the copy of incident report to FM,
HSE & compliance, Safety & HSE council (within 04 hrs) and ask FM for
JIT nomination.
(4.6) FM is responsible to nominate Joint Investigation Team (JIT)
immediately but not later than 24 hours to carry out investigation. HSE &
compliance department will monitor the JIT proceedings.
(4.7) JIT will consist of members from core team. While nominating JIT, FM
will specify the team leader also. JIT will thoroughly investigate the root
cause of incident. The report should also suggest corrective /preventive
measures to prevent such events in future. They will also identify the
gaps/weakness in the system for improvement & strengthening of system.
(4.8) JIT is responsible to submit a copy of investigation report for JIT (annex 2) to FM after investigation is completed & after approval of FM submits
it to HR & HSE & compliance department.
(4.9) HR Department is responsible to maintain a log of all incidents and all
incident reports and periodically publish /share these findings to FM ,
Safety & HSE & compliance.
(4.10) Concerned department managers are responsible to maintain all records of
incidents/accidents originating in their department and the corrective &
preventive actions taken.
(4.11) HSE & compliance Department verifies the closure of corrective &
preventive actions in internal audits.

DGC-QS-002.02 REV 00

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DAWLANCE GROUP OF COMPANIES

DATE: August 13, 2012

INCIDENTS REPORTING &

INVESTIGATION
DOC. NO. DGC-HSE/IR-001
REV: 03

(5.0) PROCEDURE
(5.1) Concerned department manager or section in charge reports the incidents
Immediately but not later than 8 hours of its occurrence. Shift managers
will maintain the incident details in shift reports. In case of MTC
/FAC / RWC/Near Miss concerned department will report and investigate
the incident immediately but not later than 08 hours and fills the reporting
& investigation form (annex-1) giving root causes of incident and
suggesting corrective & preventive actions on Incident reporting format
and submit to FM/HR.
(5.2) HR Department will immediately provide first aid (if required) to injured
personnel at factory premises and take them to hospital for treatment if
needed.
(5.3) HR Department will update the log of incidents and ensure that only
updated incident status (log) is shared with the stake holders.
(5.4) Incase of Fatality or LTC or asset damage, HR Department will share the
incident Reports with FM, HSE& compliance department , Safety & HSE
council not later than 04 hours for information and further investigation.
FM will nominate the JIT immediately but not later than 24 hours of the
incident.
(5.5) JIT will thoroughly investigate the reported incident within the time line
defined by FM at the time of nomination. This timeline can be maximum
7 days in cases where nature of incident is complex and may require more
time for proper investigation.JIT will prepare and submit the investigation
report giving causes of incident, suggesting corrective & preventive
actions on Investigation reporting format (Annex -2) to FM. JIT will also
identify the gaps/weakness in the system for improvement &
strengthening of system.FM will assign the responsibility for actions to be
taken as recommended by JIT in the report and share the acknowledged
reports with HSE & compliance department, HR & HSE council.

DGC-QS-002.02 REV 00

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DAWLANCE GROUP OF COMPANIES

DATE: August 13, 2012

INCIDENTS REPORTING &

INVESTIGATION
DOC. NO. DGC-HSE/IR-001
REV: 03

(5.6) Concerned/assigned department managers ensure implementation of the

suggested corrective & preventive actions within their areas so that
reoccurrence of incidents are avoided.
(5.7) Concerned department managers maintain the record of corrective and
preventive actions.
(5.8) HSE & Compliance will follow up the actions taken by concerned
departments on recommendations of JIT.
(5.9) HR Department will report periodically about the effectiveness of
corrective & preventive actions, and also highlights repetitive types of
incidents and sends it to Director Manufacturing, Factory Manager &
HSE & compliance along with concerned department heads to take
appropriate actions.
(5.10) HSE & compliance Department will prepare & maintain the summary of
all reported incident.
(6.0) RELATED DOCUMENTATION
Incident Reporting & investigation format (form A & form B)
Annex 1
Investigation Report for JIT (form C) Annex - 2
Incidents Investigation Matrix
Incident Log

DGC-QS-002.02 REV 00

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