2018

MILES
COMMUNICATION MANAGEMENT PLAN

Controlled Copy No.

Issued to Mile Solutions Co Limited
(Revision: 02
Compiled By: Arnold Medard
Approved By: Fadhili A Sembago
Issued Date:
Reviewed By: Abdul, Fadhili, Herman, Shagina, Chris, Staphord.
Review date:

Arnold Medard
Mile Solutions Co. Limited
INDEX

PROJECT TEAM .......................................................................................................................................1.

CONTACT LISTING...................................................................................................................................2.
MANAGEMENT INTERFACE..................................................................................................................3.
LEVEL OF MANAGEMENT INTERFACE..............................................................................................4.
STRUCTURE INTERFACE........................................................................................................................5.
INTERNAL COMMUNICATIONS............................................................................................................5.
MEETINGS...................................................................................................................................................5
REPORTS.....................................................................................................................................................7
SAFETY ALERTS........................................................................................................................................7
SAFETY DIRECTIVES................................................................................................................................7
EXTERNAL COMMINICATIONS.............................................................................................................7
CLIENT MEETINGS....................................................................................................................................7
REPORTS.....................................................................................................................................................8
REPORTING OF ACCIDENTS / INCIDENTS...........................................................................................9

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 OVERVIEW
The purpose of this procedure is to ensure that there is:

Clear communication on health, safety and environmental within Mile Solutions; and a clear system for receiving,
documenting and responding to relevant communication from external interested parties.

PROCEDURE

 2.1 Internal Communication and Reporting

 2.1.1 Communication with Employees, Contractors and Clients.

All members of the staff are required to communicate any aspects related to health, safety and environmental
performance to enable the EMS to be continually improved, and to ensure health, safety and environmental objectives
and targets are met.

The following systems have been established within Miles to enable aspects to be readily communicated:
 One weekly HOD Meeting
 HSE Representative meetings
 HSE Induction Programme
 Departmental Communication meetings
 Daily Morning Session and Daily toolbox Meeting on site.
 Project and Information meetings
 Accident/incident Reporting system

The Managing Director is responsible for ensuring that the following are communicated to the relevant Managers and
Supers. Managers are in turn accountable for ensuring the following are communicated to their team:

 Occupational Health, Safety and Environmental Policy

 Objectives and targets
 Performance against targets
 Legal and reporting requirements
 Results of audits and reviews

The Occupational Health, Safety and Environmental Policy are to be made available to relevant employees and
contractors. The policies are to be displayed in key positions and included in general induction material/programmes.
• Good communication is vital to safety, efficiency and harmony in the workplace.
• You communicate with co-workers, contractors, supervisors and managers.
• How you communicate will reflect how well you do your job and how your site’s safety will be maintained.

Organization Structure

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Page 4
 CONTACT LISTING

NAME POSITION EMAIL ADDRESS MOBILE

Fadhili A 0754 710

Managing Director fadhili@milestz.com
Sembago 005
Abdulkadiri abdul@milestz.com 0763 333
Chairman of Board
Mgheni 878
ssembago@milestz.
Staphord 0767 232
HR Manager com
Sembago 110
herman@milestz.co
Herman 0769
Project Director m
Livingstone 001000
shagina@milestz.co
Nicholaus 0754
Director Operations m
Shagina 711027
amedard@milestz.c
Arnold
SHEQ Manager om 0756050685
Medard
Christopher chrismutua@milestz
Finance Director 0718872486
Mutua .com

INTERNAL COMMUNICATIONS

Meetings
Communication between all stakeholders is an integral requirement for effective HSE management. Outlined below is
the structure and varied layers of communication between the employees at all levels, including meetings, induction
and HSE promotions.

Regular structured HSE meetings will provide a base for communicating potential issues, hazards and initiatives
throughout the course of work.

Daily Pre-Start Toolbox Meetings

Toolbox Meetings are conducted on a Daily basis by all Miles Workgroups prior to the commencement of work.
Basically the meeting format allows for supervisors, crews and individuals to address immediate issues and to
ensure general awareness of existing hazards, safety related issues and safety directions.

Minutes of the meeting are written up by the crew or designated person, with a copy forwarded to the HSE Team
within 48hrs of the completion of the meeting or as per normal communication timeframes when working in isolated
areas.

Copies are to be retained on site to assist with feedback and reference provisions to their employees. In addition to
promoting effective communication within the work the Miles working environment the process also promotes daily
reporting of identified hazards impacting on our employees.

Anticipated Duration: 5 -10 minutes

Meeting Agenda:

Scope of Works
Identified Hazards
Safety Related Issues

Reference Documentation:

 MEET – 001 Daily Toolbox Meeting

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 SMP – 001 Safety Related Meeting

Monthly Safety Meetings

Monthly Safety Meetings are undertaken on a Monthly basis by all Supervisors and Management of Miles
Workgroups. Basically the meeting format allows for e m p l o y e e , supervisors and managers to address all
operational and safety related issues co-jointly which affect the operational capacity of the Miles workforce.
The meeting agenda addresses operational, individual and safety related issues within the individual work
environments and provides an avenue for dissemination of correspondence and safety related information. Minutes of
the meeting are compiled and forwarded to all Supervisors and Managers within 3 Days of the completion of the
meeting and minutes are posted onto all work Notice Boards.

Feedback to the individual workgroups is to be undertaken by the supervisor at the first toolbox meeting upon
receipt of the meeting minutes.

Anticipated Duration: 1hr 30Min of Training

Meeting Agenda:

 Previous Minutes
 Hazard/Incident Reports
 Hazard/Safety Alerts
 Identified Safety Issues
 Non-Conformance Notices
 Corrective Action Reports
 Business/Safety Improvement Ideas

Reference Documentation:

 MEET – 003 Monthly Safety Meeting

 SMP – 001 Safety Related Meeting

Monthly HSE Manager Meeting-Miles

Review overall projects performance and review and follow up on current actions being undertaken pertaining to
safety management requirements with managing Director Consultation.

Daily Project Managers Meeting

This meeting is to be undertaken at the completion of the working day and involves the attendance and feedback from
all project key personnel in relation to the status of their areas of responsibility.

Anticipated Duration: 1hr

Meeting Agenda:

 Previous Minutes – closed off actions;

 Review of 24 hrs Performance – Production, Safety;
 Pending Actions and new actions pertaining to all sections of the operations;

Reference Documentation:

 MEET – 006 Weekly Managers Meeting

Weekly Back Order Meeting

To provide feedback in relation the progression/status of orders placed which involves the attendance of management
and stores personnel.

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 Allow s for direction in regards to follow up and also in relation to any impacts experienced via the Miles stock
ordering process.

Anticipated Duration: .5hr

Reports

Daily HSE Report

New report which is provided to Senior Management on a daily basis cover the following key information and safety
related activities:

• General
• Emergency
• Medical
• Safety and Environmental

Monthly HSE Manager’s Report

Provided by HSE Manager or Head of HSE providing statistical feedback on safety performance and identified safety
related issues. Report is predominately to provide feedback to the Managing Director.

Safety Alerts
Internal

Safety Alerts are provided to Projects for all Tier 1 related incidents. The Safety Alerts are to be addressed with team
during monthly HSE meeting and displayed on notice boards.

External

Safety Alerts from external organisations when identified as being relevant to our working environment are provided
to all projects to be addressed with team during monthly HSE meeting and displayed on notice boards

Safety Directives
These are lawful directions issued in relation to safety management and performance. Failure to comply is a serious
misconduct and may lead to the termination of employment.

SD’s are provided to Country Managers who in return will issue to their Project Managers. Directives are to be
addressed at Monthly HSE meetings so all employees are aware of expectations.

Safety Awards

There are 2 primary awards provided to the Miles:

•LTI Free Days – 500, 1000, 1500, 2000 etc (500 day increments)

•Annual Award – Excellence in safety Performance & Management of Safety

Safety Acknowledgement

There are 3 primary areas to which an Acknowledgement is issued:

 Achievement
 Innovation
 Performance

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EXTERNAL COMMINICATIONS
Client Meetings
Quarterly Contractor Meeting

Weekly Contractors meeting is outlined to discuss with the client a review of accidents, Incidents, the health of
employees, environmental issues and production. It provides a follow up on corrective actions that are closed or open
following an accident, inspection or rig audit. It is held quarterly k for an anticipated duration of one hour and attended
by HSE representative.

Reports
Business Partner Monthly OHSE Performance Summary

Business Partner Monthly OHSE Performance Summary sent every 30 th day of the month is provided to Managing
Director. The report is structured to provide the following aspects of safety;

Lag Indicators

 Total Monthly Man Hours

 Injury Frequency Rates
 Injury Statistics

Lead Indicators

 Hazards Reported
 Near Miss Reported

HSE Monthly Statistics

This report must be completed each month and forwarded to the Miles HSE Department, Managing Director or to the
Client if will be needed by the 30 th of each month as per Regulation requirement. The period of reporting is
30th/Month – 30th/Following month.

The report aims to capture the following information;

 Labour Statistics &

 Incidents for the month

Back Up Communication System

Back Communication provides a secondary means of communication when there is failure of the primary form of
communication such as use of cell phones.

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REPORTING OF ACCIDENTS / INCIDENTS

Process

To allow for a quick and efficient response to any reported accident/incident, hazard or potential hazard it is essential
to have a simple but contactable reporting structure. All Accidents/Incidents must be investigated within 24hrs of the
actual event occurring. There are varying levels of Impact classifications on the work environment and individuals as a
result of an accident/incident.

When an incident occurs, it must be reported to the immediate supervisor who will notify HSE and Project Manager. A
notification is then generated within two
hours of its occurrence and sent out to the
Managing an investigation is launched
and report completed.

When an incident occurs or a hazard has

been identified and control measures are
limited to securing the work environment
it is essential to contact the following
relevant Emergency Authorities by
dialling 000: -
i. Police
ii. Fire Brigade
iii. Ambulance
iv. State Emergency Service
(SES)
Provide the following information in calm
and clear voice: -
i. Your Name
ii. Location
iii. Nature of Emergency
iv. Approximate Number of
People Injured
v. If an evacuation is required

Apart from the above authorities the following personnel must be contacted immediately to ensure that appropriate
internal action can be instigated: -
i. Supervisor
ii. HSE Manager
iii. Project Manager
iv. Managing Director

All Loss Time Injuries sustained through an accident/incident must be reported to the Manager and Safety Co-
ordinator within 24 hours of the event
Documentation

 Accident Incident Report

 Corrective Action Report-Accident Incident
 Accident Incident Register
 SMP-008 Accident Incident Report

Timeframes
 Notifications must be raised two hours after the incident has been reported.
 Incidents Report must be completed and closed off within 72 Hours after the occurrence of the incident

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Report Structure

The reporting format for any reported accident/incident, hazard or potential hazard is to be undertaken via utilising the
provisions covering the following information:-

- Section 1 Employees’ Details

- Section 2 Accident/Incident Details
- Section 3 Supervisors Comments
- Section 4 Accident / Incident Analysis
- Section 5 Contributing Factors
- Section 6 Conclusion & Draft Recommendations
- Section 7 Comments and/or Further Recommendations
- Section 8 Agreed Action To Be Implemented

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