TERMINAL INSPECTION REPORT MANAGEMENT ... - CDI-T

CDI-TTERMINAL INSPECTION REPORT

MANAGEMENT QUESTIONNAIRE

Fourth Edition

1st January 2007

Management

Rev. CDI-T 1/07 Cover

(C) 2007 Chemical Distribution Institute

CDI-TERMINALS

MANAGEMENT Questionnaire


All rights reserved. Except for normal review purposes no part of this document may bereproduced, utilised, stored in any retrieval system or transmitted in any form or by any meanselectronic or mechanical, include photocopying, recording or by any information, storage orretrieval system without the written permission of Chemical Distribution Institute (CDI).

ACKNOWLEDGEMENT

The contribution made by all members of the CDI-T Technical Committee, the Centre forMaritime and Industrial Safety Technology, the European Chemical Industry Council and theAmerican Chemistry Council in the preparation of this, the Fourth Edition of the TerminalQuestionnaire, is gratefully acknowledged.

NOTICE OF TERMS OF USE

While this report has been developed using the best information currently available, it isintended to be used entirely at the user’s own risk. No responsibility is accepted by theChemical Distribution Institute (CDI) or any person, firm, corporation or organisation who orwhich has been in any way concerned with the furnishing of information or data, the compilation,publication or any translation, supply or sale of this report, for the accuracy of any informationgiven herein or for any omission herefrom or for any consequences whatsoever resulting directlyor indirectly from information contained herein even if caused by a failure to exercise reasonablecare.

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CDI-TerminalsManagement Questionnaire

INDEX OF CHAPTERS

M0 GENERAL INFORMATION

M1 MANAGEMENT RESPONSIBILITY

M2 TRAINING

M3 QUALITY MANUAL, PLANS AND STANDARDS

M4 THE SUPPLIER OF GOODS AND SERVICES

M5 THE CUSTOMER

M6 PERSONNEL

M7 OPERATIONS

M8 MAINTENANCE

M9 NON-CONFORMITY REPORTING

M10 FALL-BACK PLANS & EMERGENCY PREPAREDNESS M11 ADMINISTRATION

M12 PERSONNEL SAFETY

M13 OCCUPATIONAL HEALTH

M14 ENVIRONMENTAL PROTECTION

M15 SECURITY

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INTRODUCTION

The Background

This CDI-T Questionnaire was originally developed as part of the CEFIC “Safety and QualityAssessment System for Terminal Operations”.

The aim of the Questionnaire is to give an accurate assessment of the terminal at the time theinspection is carried out. The Questionnaire is essentially a quality assessment of the terminal,its operations and personnel, which also incorporates essential aspects of safety andenvironmental protection.

The Questionnaire does not attempt to pass or fail the terminal for any particular purpose butrather to give an assessment of performance at the time of the inspection.

The Inspector

The highest standards of ethical behaviour are expected from CDI Inspectors. The findingspresented in the Report are to be regarded as confidential and the property of the terminalowner and on no account shall the Inspector discuss the contents of the Report with any thirdparty.

The Inspector will be an observer only and shall not interfere or become involved in theoperation of the terminal or be a party in any discussion between the terminal, customer, localauthorities, etc.

A courteous and considerate approach is expected of the Inspector in all dealings with theterminal's personnel. The Inspector should take care to ensure that his actions do not in any waydelay or interfere with the normal operation of the terminal. The Inspector shall not operate anyequipment, but he may request equipment to be run or operated under test. The Inspector mayrelate industry best practice, but he is not permitted to advise on specific operational orconstructional matters.

The Inspector is expected to set a good example with respect to his own safety proceduresduring the period of the inspection. The Inspector will wear, as appropriate for the location,protective clothing and equipment including boiler suit, safety helmet, safety shoes, safetygloves, ear protectors and goggles / safety glasses.

The terminal's safety procedures and notices displayed at the terminal must be complied with bythe Inspector. The Inspector shall not enter restricted areas unless the Manager's permissionhas been obtained and any relevant permits / checklists have been completed correctly. TheInspector will not enter an enclosed space unless entry procedures are fully complied with.

The Questionnaire

There are three categories of questions, these are:

TPQ indicates a Terminals Particulars Question. These may be completed by all terminalsand principally deal with the capacity and facilities available at the terminal.

SI indicates a Self Inspection Question. Terminals having been previously inspected by CDI,may complete these questions in the days prior to the inspection taking place. These questionsprincipally concern procedures and records, and are subject to audit by the Inspector. Where anInspector finds that SI questions have not been answered correctly, the Inspector has theright to revert to a full inspection of the Chapter, the Department or the entire Terminal.

I indicates an Inspection Question. These questions will be inspected by the Inspector,irrespective of previous inspections.

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INTRODUCTION

Questions are to be answered ''Yes'' or ''No'', with provision for a ''N/A'' answer when a piece ofequipment or facility does not exist.

Questions within the Questionnaire which clearly do not apply to the terminal should be markedas N/A. Examples of non applicable questions are where an operational assessment isrequired of equipment fitted and the terminal does not carry the equipment listed.

A "No" answer to a question does not necessarily imply that the terminal is not in compliance. All"No" answers must be supported with an observation explaining the reason and/or circumstancethat exists.

Prior to the Inspection

Prior to an inspection being carried out, the terminal should complete the appropriate questionsin the Questionnaire, ready for presenting to the Inspector. This practice will greatly reduce thetime for inspection and provide the Inspector with all pertinent information regarding the terminal.

An inspection shall not normally be carried out during hours of darkness. The only exception tothis is when special arrangements have been made with the terminal Manager prior to theInspector arriving at the terminal.

The Opening Meeting

On arriving at the terminal, the Inspector will identify himself to the Manager and outline theobjectives and requirements of the inspection. The Inspector and the Manager should agreethe sequence for the inspection and construct a timetable, listing key personnel and theiravailability to assist with the inspection. The inspection should be planned and carried out in amanner which will not conflict with the safe operation of the terminal.

During the inspection, it is recommended that the Inspector is accompanied at all times by aresponsible and suitably qualified person(s), nominated by the Manager.

Proper planning at the Opening Meeting will enable the inspection to be carried out efficientlyand with the minimum of disruption to the normal working of the terminal.

The Inspection

Immediately following the Opening Meeting, the Inspector is required to ‘’go out on site’’ for 4 to5 hours to observe the actual operating conditions of the terminal.

It is a requirement that all questions, statements and information in the Questionnaire arecompleted. Sampling of questions within the report, other than pre-completed SI questions, isnot permitted. However, sampling within a particular question is permitted. For example, whenassessing the question on the operating instructions, the Inspector is not expected to sight everyoperating instruction at the terminal but only a sufficient number to make a broad judgment thatthey are displayed or readily available.

With the terminal in operation, some areas may not be capable of inspection, e.g. tanks,restricted loading bays. When any question is not addressed due to operational reasons, theN/A check box should be marked and a note made in the relevant Remarks section.

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INTRODUCTION

With the exception of "familiarity" type questions which by their nature are subjective, answers toall other questions must be based on objective evidence. Objective evidence is defined asqualitative or quantitative information, records or statements of fact which is based onobservation, measurement or test and which can be verified.

Asking for a procedure, is ‘’implicit’’ that the procedure is implemented, followed and enforced.Inspector’s will employ the methodology of ‘’tell me,’’, ‘’show me’’, ‘’prove to me’’ in establishingthe answers to questions. The assurance of the terminal's staff will not be accepted by theInspector as compliance with a particular question, without objective evidence being produced tosupport their assertions.

Should a request for the demonstration or test of a particular piece of equipment be refused,then the details will be noted in the relevant Remarks section. Requests for a test of equipmentshall not be made where this will result in a major disruption to the terminal's normal operations.i.e. stopping operations, blackout, etc.

The Closing Meeting

On completion of the inspection, the Inspector will hold a Closing Meeting with the Manager. Atthe Closing Meeting the Inspector will provide the Manager with a copy of the Report Summarycontaining the inspector’s observations and remarks.

The Inspector will discuss with the Manager the answers given in the Report Summary and ifrequested to do so, explain how the answers have been determined. Should a "No" answer orobservation be contested, then the Inspector will give the Manager the opportunity to produceobjective evidence to satisfy the requirement. If satisfactory evidence of compliance isproduced, then the answer to the question may be amended. Answers to questions, should notbe amended after the Inspector leaves the terminal.

The Manager must be given the opportunity to comment in writing on the contents of theQuestionnaire. Any written comments from the Manager will be entered to the database by theInspector.

The Manager will be requested to sign for the Report Summary. The Manager's signature is forreceipt only and does not infer that the Manager agrees with the assessment. However, theManager must be made aware that release of the Report is bound by agreement between theTerminal Company and CDI-T, in that: the Tank Terminal Company undertakes to distributecopies of the Report only via the services provided by CDI-T.

The inspection does not result in a pass or fail. The Report is for consideration by a potentialcustomer(s) only. The Inspector shall not make any recommendations for the correction of anyitems marked as "No" in the Questionnaire, nor indicate to the Manager, or any other person,the standard of the terminal or the possible eventual outcome of the inspection.

Processing the Report

During, or on completion of the inspection, the Inspector will enter all the inspection data(together with any comments from the Manager), into his computer terminal and then up-loadthe Report to the CDI-T database in accordance with the procedures governing control of theCDI-T database system.

Except in exceptional circumstances (or when instructed by CDI-T), copies of the Report mustnot be faxed, or transmitted by any other means, to any person or business who is not theterminal owner. Inspection data is privy to the Inspector (which includes persons employed bythe Inspector or under the direct control of the Inspector) and the terminal owner. Persons whodo not have approved access to the electronic database, are not permitted to sight theinspection data in hand-written or typed hard copy.

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INTRODUCTION

The use of the electronic database provides a level of security for the inspection data which isseverely compromised if information is faxed or mailed to uncontrolled third parties.

The Inspector is responsible for the security of the inspection data between the time of carryingout the inspection and uploading the Report to the database. The Inspector shall ensure that aback up of the inspection data is available in the event that the original data is lost prior touploading to the database. All hard copy Reports are to be retained by the Inspector.

CDI-T Attestation

The terminal Manager may request the issue of a CDI-T Attestation document. Theseauthenticated documents are issued by CDI Administration and serve as verification of theterminal having undertaken the CDI-T inspection.

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Letter to the Terminal Manager

This page to be given to the Terminal Manager

CHEMICAL DISTRIBUTION INSTITUTE St Martins House Business Centre Ockham Road South East Horsley Surrey KT24 6RX Tel: 44 (0)1483 281268

Fax: 44 (0)1483 285474 e-mail: [email protected]

Website: www.cdit.nl

CDI File Reference: TIR-Introduction To: The Terminal Manager

2007, 4th Edition TIR Dear Sir, AFTER THE INSPECTION At the Closing Meeting, the Inspector will request that you sign and receive a copy of the Report Summary. You are invited to add any comments that you may have at this stage, and these will be entered to the database. On departing your terminal, the Inspector is obligated to enter the report to the database as quickly as possible, though depending on his work commitment and travel, a 14 day period is permitted. Once your report is accepted on the database, the database will send you an e-mail message advising you of the report number and security code. Via the website at www.cdit.nl you may now review the report and have a period of 90 days to enter your comments. At anytime in the life of the report, you may amend Section M0 and change the access permission to the various Chemical Company Participants. CDI will provide you with every help and assistance in navigating through the various menu options. If you encounter difficulty, please do not call the Inspector, please contact CDI or the Pharox Program Manager: Mr. E. Horring: [email protected] Should you require an Attestation document or an authenticated hard copy of the report, please contact CDI. You may also display the CDI-T Inspected Logo on your company literature, details are available from CDI. Yours faithfully, CDI-T, Administration

CDI-Terminals

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ABBREVIATIONS

LIST OF ABBREVIATIONS USED IN THE QUESTIONNAIRE

ADNR Transport of dangerous goods, by navigation of the River Rhine

ACC American Chemistry Council

BCH Code for the Construction and Equipment of Ships Carrying Dangerous Chemicals in Bulk (IMO)

CDI Chemical Distribution Institute

CEFIC European Chemical Industry Council

CFC Chloro/Fluoro Compound

COF Certificate of Fitness

DWT Deadweight

ESD Emergency Shut-down

FFE Fire Fighting Equipment

GFCI Ground Fault Circuit Interrupter

I Inspection Question

IBC International Code for the Construction and Equipment of Ships Carrying Dangerous Chemicals in Bulk (IMO)

ICS International Chamber of Shipping

IFR Internal Floating Roof

ILO International Labour Organisation

IMO International Maritime Organization

IMDG International Maritime Dangerous Goods Code

ISGOTT International Safety Guide for Oil Tankers and Terminals

ISO International Standards Organisation

ISPS International Ship and Port Facility Security Code

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ABBREVIATIONS

LEL Lower Explosive Limit

LOA Length Overall

LSA Life Safety Appliances

MARPOL International Convention for the Prevention of Pollution from Ships

MOC Management of Change

MSDS Material Safety Data Sheet

N/A Not applicable or not addressed

OCIMF Oil Companies International Marine Forum

P&A Procedures and Arrangements Manual

PERC Pneumatic Emergency Release Coupling

P/V Pressure/Vacuum

RC Responsible Care

Res IMO Assembly Resolution

ROV Remote Operating Valve

RTC Rail Tank Car

RTT Road Tank Trailer/Truck

SDS Safety Data Sheet

SI Self-Inspection Question

SSSCL Ship/Shore Safety Checklist for Safe Transport, Handling and Storage of Dangerous Substances in Port Areas

TPQ Terminals Particulars Question

TSG (C) Tanker Safety Guide (Chemicals)

TSG (G) Tanker Safety Guide (Gas)

UEL Upper Explosive Limit

USCG United States Coast Guard

VEC Vapour Emission Control

VOC Volatile Organic Compound

VTU Vapour Treatment Unit

WHO World Health Organisation

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CDI Terminal Inspection ReportManagement Questionnaire

Management Report Summary

Very Important NoticeClause 8 of the Tank Terminal Company

Agreement with CDI-T

Tank Terminal Company undertakes to distribute copies of the Report only via the services provided by CDI-T.

Terminal:

Name of Inspector (s):

1.

2.

3.

Inspection Completed Date:

Terminal Manager (Signature & Name) :

(For receipt of Report Summary and confirmation of understanding of Clause 8)

Consecutive Number

Reference Inspectors' Observation / Remarks

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Chapter M0

Question GENERAL INFORMATION Yes No N/A Cat. RC

The Company:

M0.1 Name of Company or Terminal : TPQ

M0.2 Parent Company if subsidiary : TPQ

M0.3 Address of Terminal : TPQ

M0.4 Phone Number : TPQ

M0.5 Fax Number : TPQ

M0.6 E-mail: TPQ

Key Contact Personnel :

M0.7 Terminal/General Manager : TPQ

M0.8 Commercial Manager : TPQ

M0.9 Technical Manager: TPQ

M0.10 Operations Manager : TPQ

M0.11 Quality Assurance Co-ordinator : TPQ

M0.12 Health & Safety Co-ordinator : TPQ

M0.13 ISPS Port Facility Security Officer: TPQ

M0.14 Others (specify): TPQ

Hours and employees:

M0.15 Office hours : TPQ

M0.16 Operating hours : TPQ

M0.17 Number of full time employees : TPQ

Quality, HSE Certification

Quality:

M0.18 Scope: TPQ RC

M0.19 Certificate No: TPQ

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M0.20 Issued by: TPQ

M0.21 Expiry (if applicable): TPQ

Environment:



Safety:



Security:

M0.26 ISPS Certificate No: TPQ


M0.28 Others (specify) : TPQ



M0.31 Others (specify ): TPQ



Facilities :

M0.34 Number of tanks : TPQ

M0.35 Total volume (m³) : TPQ

M0.36 Range of tank sizes : TPQ

M0.37 Types of tanks (materials, coatings etc.) TPQ

M0.38 Number of jetties for sea-going vessels : TPQ

M0.39 Max. LOA. of vessels : TPQ

M0.40 Max. Summer DW of vessels : TPQ

M0.41 Max. draught alongside jetty : TPQ

M0.42 Max. draught in Fairway/approach channel : TPQ

M0.43 Number of barge jetties : TPQ

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M0.44 Max. LOA. of barges : TPQ

M0.45 Max. draught of barges : TPQ

M0.46 Number of loading racks for Road Trucks : TPQ

M0.47 Number of loading racks for Rail Cars : TPQ

M0.48 Drumming facilities : TPQ

M0.49 Nitrogen purge/blanketing facilities TPQ

M0.50 Other facilities : TPQ

(IBC's filtering units etc.)

Heating :

M0.51 Steam heating : TPQ

M0.52 Hot water Heating : TPQ

M0.53 Electrical heating systems : TPQ

M0.54 Thermal oil: TPQ

M0.55 Other heating systems : TPQ

M0.56 Specify: TPQ

Vapour emission control

M0.57 Vapour treatment systems : TPQ

M0.58 Vapour return systems : TPQ

Types/grades of products handled :

M0.59 UN CLASS 1.0, Explosives TPQ

M0.60 UN CLASS 2.0, Gases TPQ

M0.61 UN CLASS 3.0, Flammable liquids TPQ

M0.62 UN CLASS 4.0, Flammable solids TPQ

M0.63 UN CLASS 5.0, Oxidizing substances TPQ

M0.64 UN CLASS 6.0, Toxic and infectious substances TPQ

M0.65 UN CLASS 7.0, Radioactive substances TPQ

M0.66 UN CLASS 8.0, Corrosives TPQ

M0.67 UN CLASS 9.0, Miscellaneous dangerous substances TPQ

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Chapter M1

Question MANAGEMENT RESPONSIBILITY Yes No N/A Cat. RC

Quality Assurance System

M1.1 Is the terminal certified under ISO 9001:2000 or an equivalent standard ? SI

General Policy

Has the company a written policy reflecting management's active commitmentto :

M1.2 health, safety and environment (HSE) ? SI RC

M1.3 security ? SI RC

M1.4 quality ? SI RC

M1.5 Is there a Management Of Change process in place? SI RC

M1.6 Is the policy statement signed by the Chief Executive Officer ? SI RC

Does the policy statement include reference to all employees' responsibility for :

M1.7 health, safety and environment ? SI RC


M1.9 quality ? SI

Does the policy statement encourage employees' involvement in andcommitment to the company's objectives and programmes on:

M1.10 health, safety and environment ? SI RC



M1.13 Is the policy statement effectively communicated to stakeholders ? SI RC

M1.14 Does the policy statement promote openness with stakeholders ? SI RC

M1.15 Have Quality and HSE&S improvement plans and objectives been communicated to stakeholders ?

SI RC

M1.16 Is there a system to assess stakeholder perspectives of the operations of the company ?

SI RC

M1.17 Do Quality and HSE&S objectives include consideration of stakeholder perspectives ?

SI RC

Is the policy statement :

M1.18 contained in a quality manual ? SI RC

M1.19 effectively communicated within the company ? SI RC

M1.20 reviewed at least every 2 years ? SI RC

M1.21 Are Quality and HSE&S objectives and targets within the context of the Quality/HSE&S policy statement(s) ?

SI RC

M1.22 Is there a system in place to evaluate the effectiveness of communication with stakeholders?

SI RC

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M1.23 Is the RC management system performance periodically reported to stakeholders ?

SI RC

IMPLEMENTATION, OPERATION AND ACCOUNTABILITY

M1.24 Does the Quality Management System include a process to seek public opinion and input with regard to products stored and terminal operations ?

SI RC

Is there an exchange of communication concerning HSE&S risks to:

M1.25 the public ? SI RC

M1.26 stakeholders ? SI RC

Are protective measures pursued concerning HSE&S risks to:

M1.27 the public ? SI RC


M1.29 Are operating instructions implemented in a manner that protects environment, and health, safety and security of employees and the public ?

SI RC

M1.30 Does the company assist in the development of responsible laws, regulations and standards that safeguard the community, workplace and environment ?

SI RC

M1.31 Does the company encourage others to practice the principles of Responsible Care ?

SI RC

Have personnel responsible and accountable for managing, performing and verifying work affecting Responsible Care activity been given sufficient:

M1.32 training for implementation ? SI RC

M1.33 resources for implementation ? SI RC

HSE & Security Co-ordinator/Quality Assurance Co-ordinator

M1.34 Are individuals formally designated as HSE&S Co-ordinator and QualityAssurance Co-ordinator ?

SI RC

Do the Co-ordinators report directly to a senior manager:

M1.35 for HSE&S ? SI

M1.36 for Quality Assurance? SI

Does management set specific objectives for the coordinators and are the coordinators assessed against these objectives:

M1.37 for HSE&S ? SI RC

M1.38 for Quality Assurance? SI RC

M1.39 Have the Co-ordinators clearly defined authority and responsibility? SI RC

Have the customers and suppliers ready access to the company's:

M1.40 Quality Assurance Co-ordinator on quality matters ? SI RC

M1.41 HSE&S Co-ordinator on HSE&S matters ? SI RC

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Have stakeholders ready access to the company's:

M1.42 Quality Assurance Co-ordinator on quality matters ? SI RC

M1.43 HSE&S Co-ordinator on HSE&S matters ? SI RC

M1.44 Is a person formally designated or a source defined to keep the companyabreast of legislative developments in the area of Health, Safety, Environmentand Security ?

SI RC

M1.45 Are responsibilities clearly defined for assessing the impact of such legislativedevelopments and for proposing actions to comply with them ?

SI RC

Individuals Responsibility for HSE&S and Quality

M1.46 Is there an organisation chart indicating individual roles? SI RC

M1.47 Does each employee have a job description which describes their responsibilityfor HSE&S and Quality aspects of their service to the customer?

SI RC

M1.48 Has each employee an annual performance assessment in which his attitude toand accomplishment in quality and HSE&S is appraised ?

SI

M1.49 Does senior management demonstrate visible personal commitment to Quality and HSE&S ?

SI RC

Meetings

M1.50 Do senior management review goals and objectives as scheduled ? SI RC

M1.51 Are these reviews documented ? SI RC

M1.52 Does senior management hold review meetings on quality and HSE&S at leastonce every 6 months ?

I RC

Do these review meetings consider updating the HSE&S and quality system in relation to changes and MOC brought about by :

M1.53 technology ? SI RC

M1.54 operational techniques ? SI RC

M1.55 products handled ? SI RC

M1.56 and/or amended legislation ? SI RC

M1.57 Do these review meetings make use of the findings of internal audits ? SI RC

M1.58 Do these review meetings make use of the findings of external audits ? SI

M1.59 Do these meetings review reports of non-conformance ? SI RC

M1.60 Are defects revealed by reports or audits discussed during meetings and plansestablished to rectify them ?

SI

M1.61 Are Quality and HSE&S items discussed at regular meetings of senioroperational managers?

SI RC

M1.62 Does management provide suitable quality and HSE&S topic material for thesesupervisor's meetings ?

SI

M1.63 Are meetings held between supervisors and operators on matters of Qualityand HSE&S ?

SI RC

M1.64 Are minutes taken at these meetings and the identified actions followed-up? SI RC

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M1.65 Are measurements of performance related to Quality and HSE&S reviewed atsuch meetings ?

I RC

M1.66 Do the Quality and HSE&S reviews verify that adequate resources are allocated to meet the objectives and targets ?

SI RC

HSE&S and Quality Promotion

Through effective communication means, are positive attitudes promotedtowards:

M1.67 HSE&S ? SI RC

M1.68 Quality ? SI RC

Are personal/group awards and recognition schemes in place to encouragesuch attitudes towards:

M1.69 HSE&S ? SI RC

M1.70 Quality ? SI RC

Internal Audit System

Is there a documented plan for auditing management systems:

M1.71 for HSE&S? SI RC

M1.72 for Quality? SI RC

M1.73 Is the audit plan completed in the time specified ? SI RC

M1.74 Is senior management informed about the audit results ? SI RC

M1.75 Have internal auditors been trained in auditing and evaluation techniques ? SI

M1.76 Are the persons delegated the responsibility for auditing independent of the activities reported on ?

SI

M1.77 Are the procedures for auditing documented ? SI RC

M1.78 For those elements included in the audit plan, are action plans developed andare corrective actions taken as revealed necessary by the audit?

SI RC

Risk Assessment

M1.79 Is a risk assessment methodology used to evaluate the hazards of the differentareas of the terminal ? (e.g. hazop, fault-tree, cause-consequence, what-ifanalysis)

SI RC

M1.80 Is the outcome of the assessment used to reduce the risk of the hazard ? SI RC

Is the risk reduction done by :

M1.81 stopping the activity ? SI

M1.82 engineering out ? SI

M1.83 preventive measures and controls ? I

M1.84 operating discipline ? SI

M1.85 organisational measures ? SI

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Does a system exist to evaluate risk associated with:

M1.86 existing products and processes ? SI RC

M1.87 changes to existing products and processes ? SI RC

M1.88 new products and processes ? SI RC

M1.89 Does a documented system exist to ensure the distribution of technical information within the company ?

SI RC

M1.90 Are managers and employees aware of the system? SI RC

M1.91 Does terminal management review and promote risk reduction measures (byinvestments, training) ?

SI RC

M1.92 Are quality risks reduced by using dedicated equipment ? SI

Is a risk reduction plan in place for :

M1.93 safety ? SI RC

M1.94 environment ? SI RC

M1.95 health ? SI RC



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Chapter M2

Question TRAINING Yes No N/A Cat. RC

Employee Training Need AnalysisM2.1 Have training needs been identified, based on an inventory of all tasks ? SI RC

M2.2 Is the inventory reviewed in line with the MOC process ? SI

Does the training inventory identify which training needs :

M2.3 are required by legislation ? SI RC

M2.4 are critical to HSE&S ? SI RC

M2.5 are critical to Quality ? SI RC

Training Program

M2.6 Is induction training given to all employees ? SI

M2.7 Is there a documented training program ? SI

M2.8 Is the training program reviewed and updated on an annual basis ? SI RC

M2.9 Is the training program audited at least every 2 years ? SI RC

M2.10 Are records maintained of who has been trained and in what subjects ? SI RC

M2.11 Is refresher training carried out ? SI

Training for Managers

Are managers trained :

M2.12 before starting each assignment ? SI

M2.13 during each assignment ? SI

As a minimum, are the following subjects covered in the training programs :

M2.14 management responsibility ? SI RC

M2.15 quality manual, plan and standards ? SI

M2.16 HSE&S policies ? SI RC

M2.17 emergency plans ? SI RC

Training of HSE&S / Quality Assurance Co-ordinator

M2.18 Has the HSE&S Co-ordinator completed a training course on safety at workfrom an outside agency ?

SI RC

M2.19 Has the Quality Assurance Co-ordinator completed a training course in QualityManagement from an outside agency or by equivalent in-house training?

SI RC

Supervisor & Operator Training

Are the following subjects covered in the training programs :

M2.20 quality manual, plan and standards ? SI RC

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Chapter M2

Question TRAINING Yes No N/A Cat. RC

M2.21 operations ? SI

M2.22 maintenance ? SI

M2.23 HSE&S procedures? SI RC

M2.24 waste water treatment and handling ? SI

M2.25 vapour treatment and handling ? SI

M2.26 fire-fighting and response? SI

M2.27 emergency plans ? SI

M2.28 handling hazardous chemical products ? SI

M2.29 Are tests of knowledge and competence carried out and documented ? SI

M2.30 Is there formal transfer skill training for employees re-assigned tooperations/equipment different from those for which they are trained?

SI

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Chapter M3

Question QUALITY MANUAL, PLAN AND STANDARDS Yes No N/A Cat. RC

The Quality Manual

M3.1 Does the quality manual clearly describe a system of quality management asper ISO 9001:2000 series or equivalent ?

SI RC

Does the scope of the quality system include :

M3.2 approval of procedures on quality assurance ? SI

M3.3 company policy on quality assurance ? SI

M3.4 the organisation structure and lines of communication ? SI

M3.5 clearly defined responsibility and authority of each manager ? SI

M3.6 review of contracts for purchasing of goods and services ? SI

M3.7 assessment and selection of suppliers/sub-contractors to the company ? SI RC

M3.8 customer contract review? SI RC

M3.9 document issue and modifications ? SI RC

M3.10 method whereby the processing of customer orders is controlled? SI

M3.11 scope of operations ? SI

M3.12 audit plan ? SI

M3.13 establishing training programs ? SI

M3.14 training records ? SI RC

M3.15 reporting, investigation and analysis of non conforming service ? SI RC

M3.16 corrective action and follow-up ? SI RC

M3.17 setting of standards ? SI

Do written procedures in the Quality Manual cover the following terminaloperations:

M3.18 product quality preservation ? SI RC

M3.19 product quantity preservation ? SI RC

M3.20 safety and health ? SI RC

M3.21 environment and pollution prevention ? SI RC

M3.22 equipment design ? SI RC

M3.23 maintenance ? SI RC

M3.24 documentation ? SI RC

M3.25 tankage and piping operations ? SI RC

M3.26 bottling/drumming/filling ? SI RC

M3.27 road and rail tanker operations ? SI RC

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Chapter M3

Question QUALITY MANUAL, PLAN AND STANDARDS Yes No N/A Cat. RC

M3.28 pipeline operations, where third parties are involved ? SI RC

M3.29 computer systems and software ? SI RC

M3.30 Is the Quality Manual readily available to all members of the company ? SI RC

M3.31 Is there a document control system in place for all written procedures in theQuality Manual?

SI RC

Quality Improvement Plan and Objectives

M3.32 Has the company a quality improvement plan ? SI RC

M3.33 Is the quality improvement plan regularly reviewed ? SI RC

M3.34 Does the quality improvement plan identify new or unique methods of improving the quality of the product or service ?

SI RC

M3.35 Have realistic objectives been established to achieve all items of the quality plan ?

SI RC

M3.36 Have the quality improvement plans and objectives been communicated to employees ?

SI RC

M3.37 Has the Quality Assurance Co-ordinator been involved in setting up the plan and its objectives ?

SI

Quality Standards

M3.38 Have standards/goals been set for the performance of each manager and/ororganisation in the quality plan ?

SI RC

M3.39 Are these performance standards laid down in a document which can be audited ?

SI RC

M3.40 Have written standards/indicators been set for achieving a level of service for the company's customers ?

SI RC

Do the standards/indicators include :

M3.41 product quality preservation ? SI

M3.42 product quantity preservation/loss control ? SI

M3.43 transport unit turnaround time ? SI

M3.44 reliability of hardware ? SI

M3.45 correctness of documentation ? SI

Have quality standards been adopted for the design of :

M3.46 tankage and piping ? SI

M3.47 loading and discharging systems ? SI

M3.48 common lines and piping systems ? SI

Management

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Chapter M4

Question THE SUPPLIER OF GOODS AND SERVICES Yes No N/A Cat. RC

Purchasing

M4.1 Is there a list of materials, products, equipment and services to be purchased? SI

M4.2 Are quality and safety critical items highlighted in the list? SI

M4.3 Are written purchasing specification established for such critical items? SI

M4.4 Are meetings held between purchasing and HSE&S and Quality personnel toverify that the purchasing process follows adequate quality standards ?

SI

Quality Control

M4.5 Are checks carried out on materials and services supplied, to ensure that theymeet the contract quality specifications requirements ?

SI RC

M4.6 Are suppliers of "critical" material and services, selected on the basis of a typeof quality assessment ?

SI RC

M4.7 Is the performance of suppliers reviewed? SI RC

M4.8 Are suppliers required to maintain documentation to verify their control of quality ?

SI

M4.9 Does corrective action taken for quality failures extend to suppliers of materialsand services ?

SI

M4.10 Is material or equipment supplied inspected thoroughly and are the resultsrecorded prior to use or is there a system in place to ascertain qualityotherwise?

SI

Contractors

M4.11 Are there written criteria on the selection and use of contractors ? SI RC

M4.12 Are contractors selected on the basis of their established control of quality ? I RC

M4.13 Are the terminal's standards made known to their contractors? SI RC

M4.14 Are all contractors' staff given induction training in the terminal's safety andquality assurance requirements before being allowed to commence work ?

SI

Contacts

M4.15 Does the terminal have contact with quality assurance co-ordinators of thesuppliers of 'critical' material and services which have quality systems ?

SI

M4.16 Is the supplier's representative afforded access to the Quality Assurance Co-ordinator ?

SI

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Chapter M5

Question THE CUSTOMER Yes No N/A Cat. RC

The Contract

Is there evidence of an agreement between the Terminal and it's customers on:

M5.1 type of service to be rendered ? SI

M5.2 type of products to be handled, demands, including volume to be handled ? SI

M5.3 product characteristics/information ? SI

M5.4 Notice and programming ? SI

M5.5 Rates and tariffs ? SI

M5.6 Escalation formulae ? SI

M5.7 Agreed transfer times ? SI

M5.8 Demurrage ? SI

M5.9 Agreed transfer rates ? SI

M5.10 Invoicing and payment ? SI

M5.11 Customs' requirements ? SI

M5.12 Taxes and duties ? SI

M5.13 Cargo movement related documentation ? SI

M5.14 Operational, technical and special provisions ? SI

M5.15 Temperature controlled products ? SI

M5.16 Safety requirements ? SI RC

M5.17 Quantity control ? SI

M5.18 Indemnity and insurance ? SI

M5.19 Quality control/inspections ? SI

M5.20 Responsibility of cargo inspector and forwarding agent ? SI

M5.21 Compliance with laws and regulations ? SI

M5.22 Confidentiality ? SI

M5.23 Termination ? SI

M5.24 Cleaning and inspection ? SI

M5.25 Governing law and competent court ? SI

M5.26 Are standard written contracts used for all customers ? SI

M5.27 If yes, are these standard contracts reviewed each year on quality matters with the quality assurance Co-ordinator ?

SI

Management

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Chapter M5

Question THE CUSTOMER Yes No N/A Cat. RC

Contract Review

M5.28 Are contracts reviewed, before approval, by all functions responsible for itsimplementation ?

SI

M5.29 Are contracts approved by authorised company officials ? SI

M5.30 Are verbal contracts immediately recorded ? SI

M5.31 Are 'evergreen' contracts subjected to review ? SI

M5.32 Are deviations from the contract immediately notified to the customer ? SI

M5.33 Are regularly scheduled meetings held with customers to assess currentperformance under the contract ?

I RC

Pre-Planning and Product Information

M5.34 Does the terminal solicit from the customer, all relevant information to executethe contract satisfactorily ?

SI

Does the information include :

M5.35 full chemical name and trade name of product ? SI

M5.36 Safety Data Sheets (SDS) ? SI RC

M5.37 quality requirements of the product ? SI

M5.38 special handling requirements ? SI

M5.39 required transport documentation for all methods of transport ? SI

Do written procedures require that, before the first receipt of a product :

M5.40 an SDS has been received from the customer ? SI

M5.41 the SDS has been reviewed by designated people and if necessary, clarifications have been obtained from the customer ?

SI

M5.42 permission is given by (local) authorities to store/handle the product ? SI

M5.43 the adequacy of facilities, procedures and personnel qualifications has been assessed and, if necessary, upgraded ?

SI

M5.44 the product is compatible with all materials with which it will come in contact ?

SI

M5.45 Is there a procedure to ensure that any update of SDS is incorporated in theterminals system?

SI

Quality Control

M5.46 Does the terminal follow a procedure to handle customer's complaints ? SI

M5.47 Does this procedure require the Terminal to formally inform the customer aboutthe cause of quality defects ?

SI

M5.48 Is a documented follow-up programme in place for customer complaints ? SI

Management

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Chapter M6

Question PERSONNEL Yes No N/A Cat. RC

Recruitment

Is a profile (specification) defined for filling each position of entry into theorganisation in terms of :

M6.1 skills, professional qualification ? SI

M6.2 promotion potential ? SI

M6.3 conduct and reliability ? SI

Is a process in place for the selection of candidates including :

M6.4 interviews ? SI

M6.5 attitude/psychological tests ? SI

M6.6 check of references ? SI

back ground checks for:

M6.7 employment history? SI

M6.8 criminal record? SI

M6.9 medical examination ? SI

If temporary personnel are employed :

M6.10 are they limited to defined jobs/tasks ? SI

M6.11 is there a selection system for them ? SI

M6.12 is there an induction system for them ? SI

Performance & Development

Are performance standards and goals defined for each position :

M6.13 aligned with company objectives ? SI

M6.14 clearly related to that position's contribution to the Company's goals ? SI

M6.15 Is there a formal system of performance appraisal against such standards andgoals?

SI

M6.16 Is good performance rewarded and recognised ? I

M6.17 Is there a system of employee development through career planning? SI

Rules & Discipline

M6.18 Are there site regulations stating conditions of employment given to allemployees?

I

M6.19 Has the company a policy prohibiting the use of drugs and alcohol at theterminal ?

SI

M6.20 Has the company a written disciplinary procedure ? SI

Management

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Chapter M6

Question PERSONNEL Yes No N/A Cat. RC

Employee Review

M6.21 Are face to face employee reviews completed each year? SI

M6.22 Is there a record of such reviews ? I

M6.23 Is feedback from employees on HSE&S and Quality matters activelyencouraged?

I

Manning

M6.24 Are manning reviews carried out ? I

M6.25 Do theses reviews consider the minimum number of persons to handle emergency situations ?

I

M6.26 Do these reviews consider level of automation and address operational, surveillance and emergency situations ?

I

Is there a requirement for documented hand-over process to transferoperational responsibilities :

M6.27 shift to shift ? I

M6.28 in case of holiday or sickness ? I

Management

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Chapter M7

Question OPERATIONS Yes No N/A Cat. RC

Operating Instructions

M7.1 Are all operations broken down into their individual tasks and documented ? SI RC

M7.2 Are the operating instructions displayed or readily available ? I RC

Do these instructions cover :

M7.3 cleaning of equipment ? SI RC

M7.4 loading/unloading trucks ? SI RC

M7.5 loading/unloading railcars ? SI RC

M7.6 loading/unloading ships ? SI RC

M7.7 loading/unloading barges ? SI RC

M7.8 off-site pipe line transfer ? SI RC

M7.9 tank operation ? SI RC

M7.10 pumps ? SI RC

M7.11 compressors ? SI RC

M7.12 vapour treatment units ? SI RC

M7.13 filters ? SI RC

M7.14 drum filling ? SI RC

M7.15 tank/tank transfers ? SI RC

M7.16 sampling? SI RC

M7.17 tank gauging ? SI RC

M7.18 opening and entering a tank ? SI RC

M7.19 cleaning the tank ? SI RC

M7.20 calibration of measuring equipment ? SI RC

M7.21 purging of lines ? SI RC

M7.22 pigging of lines ? SI RC

M7.23 inspection and testing of hoses ? SI RC

M7.24 emission control ? SI RC

M7.25 handling specific products ? SI RC

M7.26 heating ? SI RC

M7.27 nitrogen blanketing ? SI RC

M7.28 handling pre-wash, slops and ballast ? SI RC

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Chapter M7


M7.29 disposal of slops and pre-washes ? SI RC

M7.30 environmental aspects ? SI RC

M7.31 safety aspects ? SI RC

M7.32 documentation and records ? SI RC

M7.33 emergency response ? SI RC

M7.34 commissioning of equipment ? SI RC

M7.35 emergency shut-down ? SI RC

M7.36 action plans for the case of defective critical equipment ? SI RC

M7.37 Is there a procedure which requires operating procedures to be kept up to date ? SI RC

M7.38 Are major modifications of operating instructions approved by management ?

I RC

M7.39 Is there a procedure to communicate changes in these procedures to the appropriate personnel ?

SI RC

Planning

Are operations planned for :

M7.40 ships ? SI RC

M7.41 barges ? SI RC

M7.42 road trucks ? SI RC

M7.43 railcars ? SI RC

M7.44 drumming ? SI RC

M7.45 pipeline transfers ? SI RC

M7.46 Is comprehensive planning made for vessels loading and/or dischargingmultiple cargoes ?

SI RC

M7.47 Is this planning discussed prior to arrival of the vessel in order to optimiseturnaround times ?

SI RC

Jetty Operations

M7.48 Does the terminal have procedures in place to manage the exchange ofinformation between the vessel and the terminal, before the vessel berths, toensure the safety and timely arrival of the vessel at the berth, with both partiesready to commence operations?

SI RC

M7.49 Does the terminal have a procedure in place to ensure that a pre-cargo transferconference is undertaken, including completion of a Ship/Shore SafetyChecklist ?

SI RC

M7.50 Does the terminal have clearly defined and documented climatic and tidaloperating limits for all types and sizes of vessels visiting the terminal?

SI RC

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Chapter M7


Pilotage

M7.51 Are responsibilities for pilotage clearly defined ? SI RC

Tugs

M7.52 Are responsibilities for tugs clearly defined ? SI RC

Water Depth

M7.53 Are responsibilities for water depth surveys defined ? SI RC

M7.54 Are water depth records available ? SI RC

Transfer between Vessels

M7.55 Are the transfer operations authorised by the local authorities ? SI RC

M7.56 Is there a procedure requiring a ship/ship checklist to be duly completed andsigned by both ships and the terminal before commencing any transfer ?

I RC

M7.57 Is there a procedure requiring a written plan for the transfer ? I RC

If yes, does the procedure require the plan to cover:

M7.58 product ? SI RC

M7.59 quantity ? SI RC

M7.60 employed ship's tanks and lines ? SI RC

M7.61 handling sequence ? SI RC

M7.62 flow rates ? SI RC

M7.63 maximum pressures ? SI RC

M7.64 Is there a procedure requiring the safety and emergency response be agreedupon with both masters and the terminal before commencing any transfer ?

SI RC

M7.65 Is there a procedure requiring the method of communication be agreed uponwith both masters and the terminal before commencing any transfer ?

SI RC

M7.66 Is there a procedure requiring the terminal to check compliance with theMARPOL regulations on the pre-washing of ship's tanks ?

SI RC

Operations - Pipeline

M7.67 Are product movements pre-planned and reviewed ? SI RC

M7.68 Are communications between product receiver/dispatcher established ? SI RC

M7.69 Are emergency shut down procedures established with the receiver ordispatcher ?

SI RC

M7.70 Does the terminal follow a pipeline cargo transfer check list ? SI RC

M7.71 Are check lists signed and filed for future reference ? SI RC

M7.72 Is there a procedure on quantity control of cargoes transferred ? SI RC

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Chapter M7


M7.73 Is there a procedure on sampling and quality control of cargoes transferred ? SI RC

Operations - Drumming

M7.74 Are product movements pre-planned and reviewed ? SI RC

M7.75 Does the terminal follow a check list on the filling of drums ? SI RC

M7.76 Are check lists signed and filed for future reference ? SI RC

M7.77 Is there a procedure to check suitability of drums for the intended use ? SI RC

M7.78 Is there a procedure to ensure the marking and labeling of the drums complywith the applicable regulations ?

SI RC

M7.79 Is a system in place to detect leaking drums, before loading on vehicles? SI RC

M7.80 Is there a written procedure to prevent incompatible materials being loadedadjacent to each other or on the same vehicle ?

SI RC

M7.81 Is there a procedure to check that each trailer to be loaded is inspected forraised nails or bolts ?

SI RC

Road/Rail Operations

M7.82 Do drivers receive written safety instructions at the site entrance ? SI RC

M7.83 Are there procedures to check that drivers responsible for loading/unloading thevehicles are properly trained?

SI RC

Control of Operations

M7.84 Are operation time logs maintained ? I RC

M7.85 Are delays documented ? I RC

M7.86 Are delays analysed and causes established ? I RC

M7.87 Are corrective actions taken as revealed by investigation ? I RC

Performance monitoring of Operations

M7.88 Is performance monitoring carried out on a regular basis ? SI RC

Does performance monitoring cover the following:

M7.89 analysis of reasons of prolonged transfer times ? SI RC

M7.90 analysis of reasons of quality defects ? SI RC

M7.91 analysis of reasons of quantity discrepancies ? SI RC

M7.92 examination of reports ? SI RC

M7.93 check on follow-up actions ? SI RC

Management

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Chapter M8

Question MAINTENANCE Yes No N/A Cat. RC

Preventive Maintenance

M8.1 Is there a documented and up to date preventive maintenance programme ? SI

Does the programme include the following major items :

M8.2 tankage SI

M8.3 pipelines and valves SI

M8.4 breakaway couplings SI

M8.5 drydisconnect couplings SI

M8.6 pumps and compressors SI

M8.7 heat exchangers SI

M8.8 PV-valves SI

M8.9 loading racks SI

M8.10 bottling system SI

M8.11 drumming system SI

M8.12 sewage/draining system SI

M8.13 loading arms SI

M8.14 hoses SI

M8.15 fixed jetty equipment SI

M8.16 water treatment SI

M8.17 slop handling equipment/disposal equipment SI

M8.18 safety/emergency equipment SI

M8.19 utilities SI

M8.20 fire extinguishers SI

M8.21 fire pumps SI

Critical Instruments

M8.22 Are additional instruments installed to alarm and control undesired conditions ? I

M8.23 Are the "critical instruments" subject to extra preventive maintenance programs ?

I

M8.24 Are these "critical instruments" checked on a regular basis on functionality ? I

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Chapter M8


Maintenance - Inspections

M8.25 Is there a documented system of inspection requirements for terminalequipment ?

SI RC

M8.26 Is the frequency of inspections also determined by the results of recentinspections ?

SI

Is the following equipment subjected to an inspection by an independentoutside authority :

M8.27 weigh bridges SI

M8.28 lifting/hoisting gear SI

M8.29 pressure vessels SI

M8.30 safety/emergency equipment SI

M8.31 Is there a system for maintaining records of inspections carried out by outsideinspectors ?

SI

M8.32 Are records maintained showing details of major items replaced ? SI

Is there an inspection system, with a specified frequency, for the followingequipment:

M8.33 product transfer equipment SI

M8.34 tankage and auxiliary equipment SI

M8.35 safety installations and emergency equipment SI

M8.36 fire extinguishers SI

M8.37 fire fighting systems SI

M8.38 Are the inspection frequencies for equipment reviewed at least annually? I

M8.39 Are sub-standard or hazardous conditions reported in writing ? I

M8.40 Are hazardous conditions immediately acted upon ? SI RC

M8.41 Are inspection reports with follow-up actions available for audits ? I RC

M8.42 Is there a written procedure requiring items to be repaired in order of theirpriority ?

SI RC

M8.43 Are performance indicators defined and measured for all relevant majorequipment ?

I

M8.44 On completion of maintenance or repair is the integrity of equipment checkedprior to re-commissioning.

I

Management

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Chapter M8


Testing and Calibration of Safety and Product Quality MeasuringEquipment

M8.45 Is the measuring equipment tested and if required calibrated at regular intervalsby qualified personnel ?

SI

Is the following equipment tested at regular intervals :

M8.46 pressure gauges SI

M8.47 test frequency: SI

M8.48 gas detectors SI

M8.49 test frequency:

M8.50 calibrated frequency: SI

M8.51 in-line samplers SI


M8.53 overflow alarm SI


M8.55 insulating, earthing and grounding SI


M8.57 associated fail-safe and automatic shut-down systems SI


Testing and Calibration of Product Measuring Equipment

M8.59 Is the measuring equipment tested and calibrated at regular intervals by acompany on a Register of Assessed Companies under ISO 9001:2000 series orequivalent ?

SI

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Chapter M8


Is the following equipment tested at regular intervals :

M8.60 weigh bridges SI

M8.61 frequency: SI

M8.62 flow meters SI

M8.63 frequency: SI

M8.64 density meters SI

M8.65 frequency: SI

M8.66 tank measuring systems SI

M8.67 frequency: SI

Reviews

M8.68 Is a review carried out at least every 2 years of the preventive maintenanceprogram to determine quality and effectiveness ?

SI

M8.69 Is a review of the inspection programme carried out at least every 2 years ? SI

Management

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Page 25


Chapter M9

Question NON - CONFORMITY REPORTING ON QUALITY AND HSE&S Yes No N/A Cat. RC

Reporting

Does a written procedure define :

M9.1 what is to be reported ? SI

M9.2 SI

M9.3 the details to be reported ? SI

M9.4 SI

M9.5 when (timing) ? SI

M9.6 SI

M9.7 by whom ? SI

M9.8 SI

M9.9 to whom (distribution) ? SI

M9.10 SI

Does the scope include :

M9.11 actual losses ? SI

M9.12 SI

M9.13 potential losses ? SI

M9.14 SI

M9.15 accidents ? SI

M9.16 SI

M9.17 near misses ? SI

M9.18 SI

Does the detail include :

M9.19 prime causes ? SI RC

M9.20 SI RC

M9.21 contributory causes ? SI

M9.22 SI

M9.23 recommended corrective actions ? SI

M9.24 SI

Quality

HSE&S

Quality

Quality

Quality

Quality

HSE&S

HSE&S

HSE&S

HSE&S

Quality

Quality

Quality

HSE&S

HSEHSE&S

Quality

HSE&S

Quality

HSE&S

Quality

HSE&S

Quality

HSE&S

HSE&S

Management

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Chapter M9


Are the reports made within 24 hours of becoming aware of the occurrence?

M9.25 SI

M9.26 SI

Do addressees include :

M9.27 senior management ? SI

M9.28 SI

M9.29 the co-ordinators ? SI

M9.30 SI

Investigation

Does a written procedure define :

M9.31 what is to be investigated (scope) SI

M9.32 SI

M9.33 how the investigation is to be conducted ? SI

M9.34 SI

M9.35 by whom ? SI

M9.36 SI

Does the scope of investigation include :

M9.37 recommending corrective actions to prevent reoccurrence ?

SI

M9.38 SI

M9.39 calling for drug and alcohol test ? SI

M9.40 SI

Are investigation teams appointed in defined cases ?

M9.41 SI

M9.42 SI

Corrective Actions

Are immediate actions taken to control/contain the situation pending furtherinvestigations ?

M9.43 SI

M9.44 SI

Quality

HSE&S

Quality

HSE&S

Quality

HSE&S

Quality

HSE&S

Quality

HSE&S

Quality

HSE&S

Quality

HSE&S

Quality

HSE&S

Quality

HSE&S

Quality

HSE&S

Management

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Chapter M9


Is there a written procedure for follow-up on report recommendations ?

M9.45 SI RC

M9.46 SI RC

Does the follow-up procedure indicate :

M9.47 responsibilities ? SI RC

M9.48 SI RC

M9.49 due dates ? SI RC

M9.50 SI RC

Analysis of Reports on Record

Are reports kept on record :

M9.51 from internal sources ? SI

M9.52 SI

M9.53 from external sources ? SI

M9.54 SI

M9.55 Is trend analysis used to improve Quality and HSE&S performance and programs ?

SI RC

Are reports on records analysed for commonalties, systematic problems andtrends at least once a year ?

M9.56 SI RC

M9.57 SI RC

Are lessons learned shared :

M9.58 inside the company ? SI RC

M9.59 SI RC

M9.60 with involved customers ? SI RC

M9.61 SI RC

M9.62 with stakeholders ? SI RC

M9.63 SI RC

Quality

HSE&S

Quality

HSE&S

Quality

HSE&S

Quality

HSE&S

Quality

HSE&S

Quality

HSE&S

Quality

HSE&S

Quality

HSE&S

Quality

HSE&S

Management

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Page 28


Chapter M10

Question FALLBACK PLANS & EMERGENCY PREPAREDNESS Yes No N/A Cat. RC

Interface Management

Have contacts been established for fallback response regarding :

M10.1 cargo transfer system and tank availability ? SI RC

M10.2 product quality and quantity problem ? SI RC

M10.3 service problems ? SI RC

Alternative Supplies

M10.4 In the event of equipment failure is there a plan to provide an alternativesupply/service ?

SI

M10.5 Have procedures been established with the customer for communication afteroffice hours ?

SI

Have procedures been agreed with the customer to establish fallback plans inrelation to :

M10.6 quality of product ? SI

M10.7 berth availability ? SI

M10.8 short shipping/quantity of product ? SI

M10.9 equipment failure ? SI

Mutual Arrangements

M10.10 Has the terminal mutual arrangements with neighbours, other operators andservices to provide help in an emergency ?

SI RC

Emergency Response Plan

Are systems in place to ensure that the ER plan is :

M10.11 up-to-date ? I RC

M10.12 accessible/clearly communicated ? SI RC

M10.13 fully integrated with community plan ? SI RC

M10.14 tested by exercises at least once per year? I RC

Does the plan address :

M10.15 the organisation, responsibilities and authorities to report to in various type of emergencies ?

SI RC

M10.16 security requirements ? SI

M10.17 response strategies for handling emergencies ? SI RC

M10.18 medical assistance and follow-up ? SI RC

M10.19 confidentiality of the names of casualties ? SI RC

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Chapter M10

Question FALLBACK PLANS & EMERGENCY PREPAREDNESS Yes No N/A Cat. RC

Does the plan require evaluations are made after :

M10.20 an emergency ? SI RC

M10.21 each exercise ? SI RC

Communications

M10.22 Is there an emergency communication plan ? SI RC

Does the plan include communication to:

M10.23 managers and employees ? SI

M10.24 ER groups ? SI

M10.25 customers ? SI

M10.26 public and media ? SI RC


Resources

M10.28 Is a manager responsible for ensuring that ER plan, programs and proceduresare in place ?

SI

M10.29 Are ER groups established and trained ? SI

M10.30 Are reliable equipment / facilities provided ? SI RC

M10.31 Are equipment / facilities compatible with outside resources ? SI RC

Management

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Page 30


Chapter M11

Question ADMINISTRATION Yes No N/A Cat. RC

Records

Are records kept of all product transfers which include :

M11.1 quantity moved by road and rail ? SI

M11.2 quantity moved by vessels ? SI

M11.3 quantity moved by pipeline ? SI

M11.4 quantity moved by drums ? SI

M11.5 record of previous cargoes in Terminal tankage ? SI

M11.6 record of previous product in common pipeline ? SI

M11.7 methods of line cleaning ? SI

M11.8 inspections prior to transfer ? SI

M11.9 tank cleaning certificates ? SI

M11.10 Is there a signature and date on each activity report, verifying that the operationwas carried out according to the procedures ?

I

M11.11 Is there a procedure for checking the completeness and accuracy of records ? SI

M11.12 Is there a satisfactory arrangement for record filing ? I

M11.13 Are time periods established for record retention ? SI

Insurance

M11.14 Does the Terminal carry insurance cover for third party liability? I

Accounting System

M11.15 Do the invoices accurately describe the services rendered ? SI

M11.16 Have standards for payments of accounts been agreed with the customers ? SI

M11.17 Is there a system in place to check whether all accounts are settled withinagreed periods ?

SI

M11.18 Is a procedure in place for settling accounting discrepancies? SI

Order Processing

M11.19 Is there a written procedure on order processing ? SI

Does this procedure include :

M11.20 order acceptance ? SI

M11.21 checks that accepted orders comply with current contract ? SI

M11.22 responsibilities for dispatch documentation ? SI

M11.23 information to customer on status of order ? SI

M11.24 establishing key contacts ? SI

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Chapter M11

Question ADMINISTRATION Yes No N/A Cat. RC

M11.25 Is the terminal capable of electronic data interchange with customers? I

Audit of the Administrative System

M11.26 Are audits of the administrative system carried out on a regular basis ? SI

M11.27 Is there an effective action plan to follow-up the recommendations of the auditsof the administrative system ?

SI

Management

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Chapter M12

Question PERSONNEL SAFETY Yes No N/A Cat. RC

Workplace Conditions and Personnel Behaviour Monitoring

M12.1 Are safety inspections carried out ? I

M12.2 Are safety inspections carried out by management and employees together ? I

M12.3 Are personnel trained to carry out safety inspections ? I

M12.4 Following safety inspections, are required corrective actions determined ? I

M12.5 Is the implementation of corrective action followed-up and stewarded tocompletion ?

I RC

Preventive Approach

M12.6 Have hazardous activities associated with the job been identified (job safetyanalysis) ?

I RC

M12.7 Are risks related to such activities evaluated (risk assessment) ? I RC

M12.8 Are critical job skills required to carry out such activities defined, provided andsupported ?

I

M12.9 Is a process in place to continuously reduce the level of risk ? I RC

M12.10 Is safe behaviour supported by networks and interactive work teams ? I

M12.11 Are specific techniques employed to reinforce safe behaviour, improveawareness and reduce mistakes ?

I

Rules and Procedures

M12.12 Are rules and procedures documented ? SI RC

Do they provide thorough information of :

M12.13 hazards in the workplace ? SI

M12.14 how to control them ? SI

M12.15 Are rules and procedures updated to incorporate new technologies ? SI

M12.16 Are rules and procedures known to employees ? I

M12.17 Are rules and procedures communicated before beginning the assigned job ? I

M12.18 Do rules and procedures cover emergency situations as well as regularoperations ?

SI

M12.19 Are deviations carefully considered, authorised and documented before takingplace ?

I

M12.20 Is knowledge of rules and procedures and compliance with them regularlyverified ?

I

M12.21 Do operating procedures/instructions stress the need for the correct safetyprocedures and attitudes to be adopted at all times?

SI

M12.22 Is there a requirement for the supervisor to brief operators before the intendedoperation is carried out?

I

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Are there up-to-date written procedures for:

M12.23 reviewing, updating and approval of operating procedures? SI

M12.24 reporting equipment defects? SI

M12.25 rectifying equipment defects? SI

M12.26 programmed equipment tests? SI

M12.27 planned maintenance programme? SI

M12.28 inspection, testing and certification of tanks and related pipe work? SI

M12.29 programmed testing of hoses? SI

M12.30 compliance of facilities with statutory requirements at all times? SI

M12.31 emergency response? SI

M12.32 evacuation plans and drills? SI

Are there comprehensive procedures at the terminal covering work permitrequirements, to ensure the safety of:

M12.33 hot work? SI

M12.34 cold work? SI

M12.35 work on electrical equipment? SI

M12.36 entry into enclosed spaces? SI

M12.37 scaffolding? SI

M12.38 digging? SI

M12.39 intentional breaking of containment ? SI

M12.40 working at or in the vicinity of open tanks under inert gas ? SI

M12.41 Are the above listed operations only carried out after a specific written permithas been issued?

I

M12.42 Is the permit issued by an authorised person? I

Does the permit specify clearly:

M12.43 the particular item of equipment or area involved? I

M12.44 the scope of the permitted work? I

M12.45 the equipment required to do the job properly? I

M12.46 the foreseeable hazards and the precautions to be adopted in order to execute the work safely?

I

M12.47 the Personal Protection Equipment to be used? I

M12.48 the necessary steps to prepare the equipment or area for the intended work?

I

M12.49 its period of validity? I

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M12.50 Are at least 2 signed copies made of each permit, one for the issuer and oneavailable at the location ?

I

M12.51 Is a copy of all work permits retained for inspection? I

M12.52 Does the layout of the permit include a check list of all the conditions to be metbefore the permit can be used?

I

Does either the terminal manager or his deputy:

M12.53 ensure that the job in progress is periodically inspected? I

M12.54 accept the job when finished and endorse the permit accordingly? I

Entry into Confined Spaces

M12.55 Does the permit clearly show whether entry into the enclosed space can bemade with or without breathing apparatus?

I

M12.56 If breathing apparatus is not required, does the permit indicate how anadequate supply of air is to be maintained?

I

Before issuing the permit, does the issuer:

M12.57 ensure that the piece of equipment to be entered is withdrawn from service and isolated by positive disconnection or blanks?

I

M12.58 set down the requirements for cleaning and purging and check that they are properly satisfied?

I

M12.59 make sure that relevant tests are conducted of the atmosphere inside? I

M12.60 ensure that an adequate supply of breathing air is available to testers and workers charged with preparing the equipment for entry?

I

M12.61 check that specific precautions have been taken. I

Hot Work Permit

M12.62 Is a hot work permit issued to perform work involving flames or high enoughtemperatures to ignite flammable or combustible material?

I

Before issuing the permit, does the issuer satisfy himself that:

M12.63 the work location is gas free? I

M12.64 piping is isolated by positive disconnection with blinds? I

M12.65 adequate precautions are taken to prevent ignition of flammable and combustible material?

I

M12.66 the area is flushed with water or covered with clean sand, if welding or cutting is done above oily ground, ground with holes or cracked pavement?

I

M12.67 all sewers, manholes or catch basins in the vicinity of the work area are covered?

I

M12.68 catch basins with traps are continuously flushed with water? I

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M12.69 Are tests for possible flammable vapour concentrations made by a trainedperson using a combustible gas indicator before hot work is started on anyequipment or container, even though such equipment has been steamed,flushed or otherwise cleaned?

I

M12.70 Are periodic tests made to make sure that the work area remains safe duringhot work?

I

Smoking

M12.71 Are there dedicated areas where smoking is allowed? I

M12.72 Are no-smoking areas clearly signposted? I

M12.73 Are checks conducted to make sure that smoking material is not introduced inno-smoking areas?

SI

Personal Protection Equipment (PPE)

M12.74 Is there a procedure defining what safety equipment and protective clothing hasto be used and under what circumstances?

SI

M12.75 Is this procedure consistent with the protection required in the Safety DataSheet for the products involved?

SI

M12.76 Is all identified PPE in sufficient supply ? I

M12.77 Are warning signs posted in areas where PPE has to be worn, indicating whatPPE is required?

I

Which of the following PPE is specified throughout the terminal:

M12.78 hard hat? I

M12.79 safety shoes? I

M12.80 overall clothing with long sleeves? I

M12.81 safety spectacles (with side protection) or goggles? I

Is special PPE provided for critical products and operations, like:

M12.82 self contained breathing apparatus ? I

M12.83 filter mask ? I

M12.84 boots ? I

M12.85 full face protection shield ? I

M12.86 chemical suit ? I

M12.87 protective gloves? I

Are responsibilities assigned to:

M12.88 specify PPE ? SI

M12.89 procure PPE ? SI

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M12.90 test PPE ? SI

M12.91 train people in the use and care of PPE ? SI

M12.92 check PPE ? SI

M12.93 Are affected employees involved in specifying and selecting PPE ? SI

M12.94 Is a person trained in Industrial Hygiene to specify PPE ? SI

M12.95 Are affected employees trained in the use, limitations and care of PPE ? SI

M12.96 Are checks carried out on the equipment to ensure that it is maintained in goodorder ?

SI

Warning Signs

M12.97 Are caution signs used to warn against potential immediate hazards, wherethey exist?

I

M12.98 Are caution signs visible and free from obstruction? I

M12.99 Are emergency procedures posted in each work area for summoningfire/emergency assistance and first aid/fire fighting?

I

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Chapter M13

Question OCCUPATIONAL HEALTH Yes No N/A Cat. RC

Health Hazard Identification

M13.1 Have all tasks been examined to identify and evaluate all occupational healthhazards ?

SI RC

Hazardous Products Information

M13.2 Does the terminal have all the necessary product data and reference codes forproducts transported and/or handled?

I RC

M13.3 Are there written instructions from the manufacturer on product safety for allproducts transported and/or handled ?

I RC

Do these instructions include :

M13.4 product incompatibility with other products or materials ? I

M13.5 personal protection equipment ? I

M13.6 emergency procedures on over-exposure ? I

Control of Health Hazards

Are potential adverse effects on health prevented by (in order of precedence) :

M13.7 engineering the risk out ? I

M13.8 enforcing effective procedures ? I

M13.9 enforcing the use of Personal Protective Equipment ? I

M13.10 Is a review of the health hazard carried out before the first receipt of any newchemical ?

SI

M13.11 Is this review carried out by the safety coordinator or other competent person?

SI

M13.12 Are there written procedures for the handling of all products ? SI

M13.13 Are there written procedures for the safe handling and disposal of wasteresulting from interfaces, line cleaning operations and spills?

SI

Are the following items in place to respond to product releases :

M13.14 emergency alarms ? SI

M13.15 emergency procedures ? SI

M13.16 clean-up materials ? SI

M13.17 Are records maintained of the chemical substances used or stored in theorganisation's operations ?

I

Medical Examination and Monitoring

M13.18 Are pre-placement medical examinations carried out ? SI

M13.19 Are medical examinations on personnel carried out to check on exposure tocritical products ?

SI

M13.20 Is there a regular monitoring programme for areas where health hazards doexist, especially during transfer operations, to measure the exposures andverify that the hazards are being controlled at a safe level ?

SI

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Chapter M13

Question OCCUPATIONAL HEALTH Yes No N/A Cat. RC

M13.21 Is there a program in place to monitor operator exposure to products ? SI

M13.22 Are records maintained of each employee's exposure to identified chemical,biological or physical agents ?

SI

M13.23 Are records reviewed and actions taken to modify the checks as foundnecessary?

SI

Health Care Programme

M13.24 Is there a procedure for obtaining medical attention ? SI

M13.25 Is it reviewed with the medical adviser at least every year ? SI

M13.26 Is there a dedicated first aid treatment room at the terminal ? I

M13.27 Is it clearly signposted ? I

M13.28 Is it in a safe location ? I

M13.29 Are there sufficient first aid kits at critical locations at the terminal? I

M13.30 Are they also clearly signposted ? I

M13.31 Are showers and eye-washers located in the vicinity of cargo handling interfaceareas and clearly signposted ?

I

M13.32 Do they trigger an alarm ? SI

M13.33 Do at least two persons per shift hold a current first aid certificate, includingresuscitation (MTM) ?

SI

M13.34 Has the advice of a medical authority been obtained to ensure that equipmentand materials in the first aid unit contain additional items required for specifichazards ?

I

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Chapter M14

Question ENVIRONMENTAL PROTECTION Yes No N/A Cat. RC

Policy and Standards

M14.1 Are annual objectives for performance in the environmental protectionprogramme established for the Terminal ?

I RC

M14.2 Does the staff include persons technically competent and appropriately licensedand/or certified in environmental protection ?

I

M14.3 Is there an employee awareness programme ? I

M14.4 Is there a community awareness programme ? I RC

General Procedures

M14.5 Are environmental reviews made prior to the introduction of new chemical to theTerminal ?

I RC

M14.6 Are environmental reviews made for new facility design and process and fordesign changes in existing facilities ?

I RC

M14.7 Do routine and emergency shut-down procedures define specific steps to betaken to ensure proper environmental safeguards ?

SI

M14.8 Do incident investigations include environmental impact ? I RC

M14.9 Do they also include financial liability assessments ? I

Waste Management

M14.10 Are there agreed arrangements with the local statutory authorities for thedisposal of waste (liquid and solid) ?

I RC

M14.11 Are waste disposal records maintained as required by legislation ? I RC

M14.12 Are waste treatment activities and quantities treated documented ? I RC

M14.13 Are wastes disposed of off-site, covered by contract or letter of agreementwhich specifies the mode of disposal, liabilities and responsibilities ?

I RC

M14.14 Are these contracts regularly reviewed for products handled ? SI RC

M14.15 Is a waste reduction programme in place which specifies goals and objectives ? I RC

M14.16 Is a hazard review conducted for the sewer system which may containflammable, reactive or toxic materials ?

SI RC

Spill Prevention and Response

M14.17 Has a survey been made within the past two years to identify the need for spillprevention and response methods and equipment ?

I

M14.18 Have response systems been put in place for on-site spills (storage, loading,unloading, drumming) ?

I

M14.19 Have response systems been put in place for off-site spills ? I

M14.20 Are fire water retention needs calculated and considered in the spill responseplan ?

SI

Air Quality Management

M14.21 Are all emission points defined and evaluated on quantity ? I

M14.22 Are emissions to the atmosphere above regulated levels documented andinvestigated ?

I

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Chapter M14

Question ENVIRONMENTAL PROTECTION Yes No N/A Cat. RC

M14.23 Are plans defined to reduce the emission to atmosphere ? SI RC

M14.24 Are there written procedures to investigate/respond to complaints by employeesor the public of odours and other emissions ?

SI

M14.25 Is there an emission control strategy for the facility, including an emission target?

SI

M14.26 Is the emission control target set voluntarily ? SI

M14.27 Is the emission control target included in the terminal operating permit ? SI

M14.28 Are the emission control targets based on national law/agreements ? SI

M14.29 Have air-inventories been done for governmental agencies ? SI

M14.30 Are non-regulatory emission checks carried out? I

Water Quality and Quantity Management

M14.31 Are piping and sewer plans available for the Terminal water and effluent lines ? I

M14.32 are piping and sewer plans up-to-date ? ? I

M14.33 Are drain valves only allowed to be opened by authorised personnel ? SI

M14.34 Are water discharges monitored for pollutants ? I

M14.35 Are water discharges and pollution measurements documented as required byapplicable legislation ?

I

M14.36 Is there an ongoing effort to improve the control of pollutant discharges ? I

M14.37 Are regular controls implemented to measure ground water contamination andmigration ?

I

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Chapter M15

Question SECURITY Yes No N/A Cat. RC

Security Standards and Procedures

M15.1 Does the terminal, as a Port Facility, have an approved ISPS Security Plan ? I RC

M15.2 Does the company security policy emphasise to their staff the importance of protecting people, property, and operational practices against loss by intentional destruction or theft ?

I RC

M15.3 Are analysis of threats, vulnerabilities and consequences conducted ? SI RC

M15.4 Is the terminal manned 24 hours or is equivalent security achieved by othermeans ?

SI

M15.5 Are security personnel direct employees of the company ? SI

Security Organisation/Administration

M15.6 Is there a direct access to senior management on security matters? I RC

M15.7 Is there regular contact with the police to plan for assistance on securityincidents ?

SI

M15.8 Is there an exchange of communication and dialogue on appropriate securityissues with employees, customers, suppliers and communities.

SI RC

Access Control

M15.9 Is there a system to monitor entry and movement of: people and vehicles to theTerminal as a security measure ?

I

M15.10 Is the allotment and duplication of keys to buildings, vehicles and areascontrolled ?

I

M15.11 Is the Terminal fenced with gates which are closed and locked when notrequired to be open ?

I

Data Security

M15.12 Is there a system to protect against illegal access to computer data andsystems ?

SI

M15.13 Is there a system to prevent the loss of computer data ? SI

M15.14 Is there a virus protection system installed ? SI

M15.15 Are back-up’s of computer data stored in a safe place remote from the locationwhere such data are processed ?

SI

M15.16 Is there a system in place to protect computer information on customers andproducts?

SI

Security Inspections

M15.17 Are inspections of facilities and operations made to verify compliance withsecurity standards at least every 6 months ?

SI

M15.18 Are checklists used to guide security inspections ? SI

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Guidance NotesChapter M0

Question GENERAL INFORMATION

Terminal/General Manager refers to the person with overall responsibility for the terminal, and is the contact person for CDI-T Inspection Report Security Code.

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Question MANAGEMENT RESPONSIBILITY

© RCMS Definition: StakeholdersPerson or persons impacted or potentially impacted by the organization's operations. These may include employees, stockholders, neighbours, emergency responders, other industries, competitors, commercial partners, public at large, NGOs, regulators, and anyone else with a personal stake in the organization's operations.

M1.1 The Quality Assurance System, adopted by the Terminal must be documented. The Inspector shouldsatisfy himself that the scope of the certification covers all relevant processes and that the depth of thesystem is adequate. The QAS should, as a minimum, comply with the requirements of ISO 9001:2000.

M1.2-20 Policy statements maybe separate or combined into a single document. The policy statement must beclear and unambiguous concerning management's commitment to the quality of the operations andservices, the safety of all operations, the health of the employees, the protection of the environment,and the security of the terminal, thereby meeting the customer's requirements at all times.

The policy statement should be signed by the CEO on the site or by the managing director of thecompany. The overall responsibility for quality and HSE&S rests at the top of the company and has toremain there.

The policy should refer to all employee's responsibility for quality and HSE&S and ensure thatcustomers' requirement's are met

The policy should refer to customers' requirements.

There should be a clear statement that management seeks and encourages involvement andcommitment to the company's quality and HSE&S programmes and objectives.

The policy should be used by management in a positive manner. It should be contained in theappropriate manuals, displayed in appropriate places and be seen clearly as a directive to allemployees. Inspectors should verify its presence in different places. Check the name and date todetermine that the policy has been signed by the acting CEO. within the last 2 years. Inspectors arenot required to examine the contents of the security plan.

M1.5 There should be a written procedure defining the Management Of Change process. The processshould be inclusive of procedural, management, product, technical and legislation changes.

M1.14 Inspectors to check wording of the policy.

M1.15 Reference Question M3.36

M1.16 Evidence should be sought of systems in place to assess stakeholder perspectives of the operationstaking place.

M1.17 RC/HSE reviews should be examined for evidence that stakeholder perspectives have beenaddressed.

M1.21 The inspector should assess the documented objectives and targets against the RC/HSE policystatement(s) ?

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M1.22 Evidence should be sought from correspondence files and response to circulars, satisfaction surveys and polls with stakeholders.



M1.23 Evidence should be sought from RC/HSE circulars and annual reports.

M1.24-28 Evidence may be sought in public awareness programs, M14.4 and M15.8

M1.29 Reference questions M7.2-36 and seek evidence of implementation.

M1.30 Evidence should be sought from the minutes of working groups of industry, regulatory and community bodies.

M1.31 Evidence should be sought from promotional events and literature, and correspondence with service providers.

M1.32-33 Reference questions seek evidence from training courses and resource allocations.

M1.34-45 This section combines two different responsibilities. A separate answer should be given for each.

The company should have a Quality and HSE&S Assurance co-ordinator. In a large company theseare full time jobs but in a smaller company these jobs may be part of another job. The function may nothave these particular titles. Others are : Safety Manager, Quality Manager etc.

The co-ordinator(s) must report directly to a senior manager on quality and HSE&S, although they mayreport to a lower level on other duties.

The proportion of time spent on quality HSE&S matters will vary with the size of the company and itsvariety in operations. Inspectors should consider this, at the end of the audit.

M1.39 By reading the job descriptions or quality and HSE&S manuals the Inspector should establish answersto this question. Inspectors are not required to examine the contents of the security plan.

M1.40-41 Evidence of these contacts should be established by sighting correspondence.

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M1.34-45 This section combines two different responsibilities. A separate answer should be given for each.

The company should have a Quality and HSE&S Assurance co-ordinator. In a large company theseare full time jobs but in a smaller company these jobs may be part of another job. The function may nothave these particular titles. Others are : Safety Manager, Quality Manager etc.

The co-ordinator(s) must report directly to a senior manager on quality and HSE&S, although they mayreport to a lower level on other duties.

The proportion of time spent on quality HSE&S matters will vary with the size of the company and itsvariety in operations. Inspectors should consider this, at the end of the audit.

M1.42 Reference questions M1.15-17

M1.43 Reference questions M1.15-17

M1.46 There should be an organisation chart for the terminal showing individual's job titles and to whom theyare responsible. These titles should be generally descriptive of the work carried out.

M1.47 Additionally each individual should have his responsibilities for quality and HSE&S clearly defined in adocument which can be audited.

M1.48 Look for documentary evidence that assessments are carried out annually.

M1.49 Evidence should be sought the verify the involvement of senior management with day to dayRC/HSE&S initiatives i.e. participation in meetings, training, promotion, signatures.

M1.50-1 Evidence should be sought from the minutes of management reviews.

M1.52 Inspectors should ask to see agenda's and minutes of these meetings or meetings where these itemsare covered to verify the answers to these questions. It should be accepted that parts of these minutesmay be confidential and hence covered up but it should be possible to see if the item was discussed atlength.

M1.53-56 Inspectors should seek documented evidence.

M1.57-58 Ask to see established plans to rectify deficiencies.

These external audits refer to 3rd party audits (customer audits, CDI-T Inspections, Government, etc)with corrective actions, responsible persons, improvement plans, etc.

M1.59 Inspectors should ask to see documented evidence of these meetings (agenda's and minutes).

M1.60 Ask what topics have recently been provided for meetings.

M1.63 Inspectors should ask for documented evidence of these meetings.

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M1.64 Inspect minutes and look for reference to earlier minutes and action items. Actions may be addressedin writing between meetings.

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M1.65 Determine from minutes whether this subject is adequately reviewed on both quality and HSE&S.

M1.66 RC/HSE reviews should be examined for evidence to verify that resources allocated are sufficient tomeet to objectives and targets.

M1.67-70 Employees should be made aware of the consequences of poor job performance, at all levels, onother employees, on customer satisfaction, costs and economic well-being of the organisation. Bulletinboards, meetings, training, publications and awards are effective ways of promoting quality andHSE&S attitudes and should be given due prominence.

M1.67-68 Consider quality and HSE&S separately.



M1.71-78 For effective control of quality and HSE&S it is necessary to audit each stage of the managementsystem. The internal company audits can be carried out by members of the staff not directly involved inthe operation. Inspectors should look for a written audit plan which may be included in the qualityHSE&S manuals. A detailed audit system is required. A document, detailing the scope, frequency andresponsibility for such audits must be available for inspection by the Inspector. Inspectors are notrequired to examine the contents of the security plan.

M1.79 Evidence should be sought from written risk assessment exercises for each area.

M1.79-97 The organization shall have a system to identify and evaluate potential HSE&S hazards and to assessand prioritise the associated risks. Products and processes encompasses equipment, productsstored and operations.

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M1.79-97 The organization shall have a system to identify and evaluate potential HSE&S hazards and to assessand prioritise the associated risks. Products and processes encompasses equipment, productsstored and operations.

M1.89 Technical information as applicable to plant, equipment and products stored.

M1.91 Evidence should be sought from the Management Review documentation.

M1.93-97 Each should be considered separately.

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Question TRAINING

All employees, trainees and interns should receive induction training to orientate them to the Companypolicies and basic quality and HSE&S procedures.

All employees are expected to have formal training in subjects related to their job. It is expected thatemployees attend regular refresher courses as defined in the training program..

Training is required whenever enhanced or additional skills are needed to support a new or changedwork activity.

M2.1-2 To identify training needs, a list of the tasks and/or job description carried out by the individual isnecessary. The inventory of tasks, also required in establishing safe working practices, is an importantpart of defining the needs of all operators.

M2.1 Inspectors should examine the inventory to establish its completeness and that it is being used toidentify the training requirements.

M2.2 Look for documentary evidence of these reviews.

M2.3-5 Check against national training legislation. From the inventory tasks critical to HSE&S and quality canbe identified and training concentrated on these areas. Check that critical tasks are identified.

M2.8 The audit must be in a written form and available for the Inspector to read. The audit should be carriedout at least every two years.

M2.9 The audit must be in a written form and available for the Inspector to read. The audit should be carriedout at least every two years.

M2.10 Check personnel or training records and attendance lists for completeness.

M2.11 Refresher training should be repeated at least every two years. Look for documented evidence.Criteria for refresher training should be documented.

M2.14-17 The Inspector should review lesson plans and hand-outs in order to satisfy him/herself that eachindividual subject is covered.

M2.18-19 It is important that these individuals are trained by a recognised (outside) organisation. The Inspectorshould verify this by looking at the syllabus for the courses to determine that these courses are of anacceptable level/contents.

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Question TRAINING

M2.20-28 Operations training should be reflective of the operational facilities of the terminal, e.g.loading/unloading of ships, trucks, rail cars, etc. The inspector should verify that each operationalactivity is addressed.

M2.28 Check from training material and training records.

M2.29 Tests of knowledge are the best way of establishing the effectiveness of the training. The tests may beof a practical nature and assessed by a person other than the trainer.

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Question QUALITY MANUAL, PLAN AND STANDARDS

Companies holding a valid ISO9001:2000 or equivalent quality certificate will be in compliance withChapter M3. However evidence should be sought for compliance with questions M3.20, M3.21, M3.22and M3.29.

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Question QUALITY MANUAL, PLAN AND STANDARDS

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Question THE SUPPLIER OF GOODS AND SERVICES

The procurement of products or services should be given the same level of planning and control asinternal activities as they may be vital elements in the delivery of the proper tank storage service.

M4.1 Survey and criteria should be documented.

M4.2 Purchasing criteria should be specified. Look for documented evidence.

M4.4 Meeting should take place at least every six months and be supported by documented evidence.

M4.5 Examples should be taken at random and checked. Look for evidence that checks are carried out.

M4.6 Confirm by tracing how a 'critical' supplier has been selected.

M4.7 Check relevant review documentation for a supplier chosen at random.

M4.8 Ask the Quality Assurance Co-ordinator if suppliers records have been examined and look for externalaudit reports of suppliers.

M4.9 Ask the Quality Assurance Co-ordinator. Verify from an example.

M4.11-14 Contracting activities might include specialist activities like tank cleaning and maintenance, wastetreatment, the loading and securing of drums in containers etc.

M4.11 A written policy is expected when contractors are used, detailing contracted activities and requiring thatcontractors work to standards of the same level as the company's own ones.

M4.12 The system for controlling contractors must be as detailed as is required for own staff or refer torequirements for own staff.

M4.13 Standards for contracting should be documented and form part of the service contract. Verify byinspecting current service contracts.

M4.14 Check for documented evidence of training.

M4.15-16 The Inspector should ask the Quality Assurance Co-ordinator for detail of his contacts in othercompanies to establish the flow of information.

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Question THE CUSTOMER

A quality service meets agreed customer (purchaser) requirements at all times. Ideally suchrequirements should be explicitly defined in the contract. In practice some of them are implicit or onlygenerally defined.

M5.1-27 Verify the contract for two major customers. The agreements should be documented. If some of thesetopics are contained in the "General Conditions" only, then a procedure must be in place whereby thecustomer receives a copy of these conditions on signing the contract. The contract should inform thecustomer that these "General Conditions" are an integral part of the contract.

M5.26 Standard contracts should be in writing. Check copy.

M5.27 Look for evidence of annual review reports.

M5.28 Check if review procedure is in place and that signs of approval are given by each individual function.

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Question THE CUSTOMER

M5.29 Check for approval signatures.

M5.30 Look for appropriate faxes or telexes.

M5.31 Procedure should require all contracts to be reviewed regularly.

M5.32 Look for procedure and related correspondence and verify on a recent deviation from a contract.

M5.33 Verify from meeting schedule or visit reports.

M5.34 Ask to see the procedure for obtaining all required info.

M5.35-39 Verify each point from available documents.

M5.40-44 Receipt of the product should not start before all SDS details are provided; understood andimplemented by the Terminal. Check procedures.

M5.45 Check review procedure and relevant documents.

M5.46-47 Check that defects are documented and that effective follow-up actions are taken and communicatedto the customers.

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Question PERSONNEL

The most important resource in any organisation is that of the individual people involved. Managementshould provide a work environment that fosters excellence and a stable and secure work relationship.See also Training and Promotion of Quality Attitudes.

The confidential nature of individual records must be respected and therefore the Inspector may haveto rely on the personal assurance of the Personnel Manager that such documents exist in the files ofindividuals.

M6.2, M6.13, M6.14, M6.15 and M6.16 may only apply to the level of site foremen and above.

M6.1-3 Profile should be documented. In respect of 'conduct and reliability', there should have been contactwith previous employers a check on the individual's employment history.

M6.4-9 Look for documented evidence.

M6.10-12 There should be a written selection policy for temporary personnel as well.

M6.13-15 Personal objectives and goals should be agreed with the supervisor and recorded once a year. Theemployee should have a thorough understanding of his goals and be empowered to substantiallycontribute to their achievement. Performance against these goals should be reviewed with thesupervisor on a yearly basis.

M6.16 The Inspector should review the company system to administer salaries and other forms of recognitionand check that it is tied to an element of merit.

M6.17 Career planning is a necessary component of an overall approach to quality. Each employee shouldbe viewed as having a career within the organisation; people are more likely to take an innovativeapproach when they know that they have a long-term relationship with the organisation. Careerplanning documents should be available.

M6.18 The conditions of employment should be given in writing to all employees.

M6.19 The company policy on prohibiting the use of drugs and alcohol should be communicated in writing.

M6.20 The disciplinary procedure should be a written one and communicated to all employees. Verify byasking a sample of employees the content of this policy.

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Question PERSONNEL

M6.21-22 Regular communication should be a feature of all levels of the management. As well as frequentinformal contacts between senior management and other personnel there should also be more formalbriefings from time to time on personal performance and the working together with direct manager orsupervisor.

M6.21 Ask supervisors and employees.

M6.22 Planned personal contacts will be more effective when records are made and follow-up actions agreedupon can be checked on progress.

M6.23 Procedure and suggestions/proposals should be documented.

M6.24-26 These reviews must include manning of the jetties.

M6.27 The N/A option on this question can only be applied on terminals operating a one shift system e.g.9am to 5pm operation.

M6.27-28 The hand-over of information of ongoing operations should be adequately documented to facilitate thisprocess. It should be clear for the organisation how and when responsibilities are handed over. Lookfor documented evidence that this process is carried out in a structured way.

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Question OPERATIONS

M7.1 It should be expected that tasks for all operators' jobs would be defined and those critical to HSE&Sand quality identified. This job description would be the same as the one required in M2.1

M7.2 Operating instructions should be readily available during all hours that the Terminal is operating.Check for location.

M7.3-36 Terminals and Inspectors should be aware that these functions may be performed by third parties andinstructions/documentary evidence should support this. These functions may include the use ofportable equipment.

M7.9 Tank operation refers to non-transfer functions such as: heating, circulation, mixing, etc.

M7.23 Be aware testing and inspection may be carried out by third parties, this should be specified in theprocedures.

M7.28-29 These questions refer to both ship and terminal operations.

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Question OPERATIONS

M7.28-29 These questions refer to both ship and terminal operations.

M7.35 These instructions should also identify the circumstances when cargo operations should be shut downimmediately, (Ref: TB2.24).

M7.37 Procedure or system should be documented.

M7.38 Check procedure and how it is implemented in practice for a recent change in operating instructions.

M7.39 Changes in procedures should be effectively communicated to all levels in the Operations Department.Check how this is implemented for a recent change in operating instructions.

M7.40-43 Planning is a key element in the reduction of turnaround times. Proper planning means that ETA's arechecked with the customer and that operations are geared according to ETA's. Make random checkthat each activity is planned accordingly.

M7.46 Vessels handling multiple cargoes require more detailed planning. Check planning documents forevidence that both line-ups and handling sequences are systematically planned before arrival of thesevessels.

M7.49 Reference ISGOTT Ship/shore safety check list.

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Question OPERATIONS

M7.53 These responsibilities should extend to port and approach channels which may limit the operation ofthe terminal.

M7.54 The inspector should examine recent records.

M7.55-66 In this section, N/A answer types can only be used when no board to board transfers take place at theterminal.

M7.47 Comprehensive planning can only be when vessel (or their representative) and terminal have jointlyagreed loading/discharging arrangements prior to arrival. Select a vessel at random and look fordocumented evidence (fax- or telex messages with vessel or agent).

M7.51 The inspector should establish if a process is in place to ensure that, where required, pilotage servicesare available to the vessels.

M7.52 The inspector should establish if a process is in place to ensure that, where required, adequate tugservices are available to the vessels.

M7.55 Check in permits if operation is allowed for specific product.

M7.56 The applicable transfer checklist (e.g. IMO/ADNR/OCIMF) should be completed and signed by aloading master or his replacement and a responsible ship's officer. Terminal should also sign, as anyoperation alongside a terminal jetty is also the responsibility of that terminal.

M7.55 Inspectors should be aware that some authorities simply require transfer operations be reported anddo not issue an authorisation. In these cases the question is to be answered as a YES.

M7.57 Verify if written agreement is available for each vessel handled and signed by both terminal's andvessel's representatives. All items should be recorded for a 'yes'.

M7.64-65 Look for a written procedure on board each vessel signed by ship's and shore's representatives.

M7.66 Verify by checking procedure on vessel requiring pre-washing.

M7.67-73 This section refers to cross-fence pipeline transfer.

M7.67 Check planning documents.

M7.68 Communications should follow fixed patterns, with calls at regular intervals. Check communicationprotocol or procedure.

M7.69 Emergency shut-down procedures should be well known; readily available and systems/equipmentchecked prior to operations. Check by asking appropriate personnel.

M7.70 Look for a written evidence.

M7.71 Ask for available records/retention files.

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M7.72-73 Look for appropriate procedures

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Question OPERATIONS

M7.72-73 Look for appropriate procedures

M7.74-81 In this section, N/A answer types can only be used when no drumming takes place at the terminal.

M7.74 Check planning documents or procedures.

M7.75 Ask for available checklist at drumming plant.

M7.76 Look for records/retention files.

M7.77 Verify from procedures how this is carried out with respect to product, customer requirements, nationaland international regulations.

M7.82 These safety instructions shall define responsibilities, safety clothing, maximum speed, emergencyprocedure and response.

M7.83 The question refers to driver self loading only.

M7.84 Check procedure and records. ''Operations'', refer to all modes of transportation.

M7.85 Check procedure and records.

M7.86-87 Turnaround times should be regularly monitored; delay causes analysed and appropriate actions takento prevent recurrence. Look for documented evidence.

M7.88 Regular Performance Monitoring may take the form of internal audits and/or customer surveys

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Question MAINTENANCE

A quality tank storage service can be provided only by reliable equipment. This section seeks toensure that effective routine inspection and maintenance programmes are in place which require thatequipment is adequately serviced, lubricated and adjusted and otherwise maintained to manufactures'recommendations to prevent abnormal wear (and tear) and to detect defects before they causeaccidents or breakdowns.

Abnormal wear, accidental damage and abuse detected through preventive maintenance inspectionswill be investigated. Repair and replacement costs will be recorded and analysed as loss data.Remedial and follow up actions will be taken as is done with other accidental loss.

M8.1 Preventive maintenance should be carried out on all moving equipment. This must be separate fromany regulatory inspections.

M8.2-21 Check the maintenance programme for inclusion of each item and verify that the item is serviced inaccordance with the programme.

M8.10-11 The questions refer to the entire systems.

M8.10 The question refers to the actual bottling machinery and not the cleaning or packing processes.

M8.11 The question refers to the actual drumming machinery inclusive of the belt system.

M8.13 This refers to marine loading arms and must extend to include, emergency release systems.

M8.15 This includes mooring facilities, fendering, cranes, hose hoists, cathodic protection system, etc.

M8.23 Critical instruments may be considered as those instruments used to monitor and to prevent dangerous conditions developing, such as high level, high temperature, pressure build-up, vapour product release, etc.

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M8.25 Verify guide manual or requirements.

M8.26 Seek evidence from reports. This is intended as going further than the basic statutory requirements.

M8.37-30 Verify from records.

M8.31 Verify system and records kept.

M8.32 Check that replaced parts are noted in the records.

M8.39 Check records. It must be clear from these records that the reported conditions do not conform withstandards.

M8.40 Directive must be in writing by the highest responsible manager.

M8.41 Look for evidence from memos, reports etc. to the responsible management.

M8.42 Verify from procedure. Priorities must be clear.

M8.43 Service factors are an effective means to establish the reliability of equipment. Inspect records andsee if they are established at regular intervals.

M8.44 The word equipment may relate to pumps, tanks, pipelines, etc.

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M8.46 This question refers to safety critical gauges.

M8.46-58 The frequency of testing should be stated in procedures and verified from test records. Frequency maybe dictated by manufactures or may be mandated by local authorities.

M8.48 This question refers to both fixed and portable detectors.

M8.59 This question refers to measuring equipment used for product transfer invoicing. Look for documentedevidence.

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M8.60-67 This series of questions are applicable to critical safety and quantity measurement and shall includeboth fixed and portable equipment. The frequency of testing should be stated in procedures andverified from test records.

M8.64-65 The question refers to permanent / fixed equipment and not portable hydrometers.

M8.66 This shall include all measuring devices (pressure, temperature and level, etc.

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Question NON - CONFORMITY REPORTING ON QUALITY AND HSE&S

The quality of the service provided depend for a large part on how a company handles non-conformances and customers' complaints. Therefore data should be available at every phase of theservice quality loop from soliciting business through customer reaction and feedback. The collectionand analysis of this data indicate a means of improving the service before it becomes a major issue.

This chapter combines the reporting on both Quality and HSE&S. Some terminals may operate undera combined Quality/HSE&S systems, providing a single procedure to satisfy the requirements of both.

M9.1-10 Inspect reporting procedure and verify on reporting forms.

M9.11-18 Look at reporting procedure. Verify each category on recent reporting forms.

M9.19-24 Look at reporting procedure and verify on reporting forms.

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M9.25-26 Compare dates of occurrence with report dates.

M9.27-30 Look at distribution schedule.

M9.31-36 Inspect procedure.

M9.37-40 Look at procedure and verify with report forms.

M9.41-42 Look at procedure. Verify on reports from such teams.

M9.43-44 Look at procedure and verify from reports on recent emergency.

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M9.45-46 Look at procedure and verify on reports. Names and dates should be assigned for effective follow-upactions.

M9.47-50 Inspect procedure and verify on reports.

M9.51-54 Inspect record files.

M9.55 Reference Section M1, Risk Assessment.

M9.56-57 Look at records of meetings on records analysing.

M9.58-63 Inspect procedure and look for appropriate correspondence.

M9.63 Evidence should be sought from incident and accident investigation files and RC/HSE&S circulars.

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Question FALLBACK PLANS & EMERGENCY PREPAREDNESS

Even in the best controlled operation the unforeseen occurs from time to time. To cope with suchsituations the terminal needs to have an effective fallback plan to cover failure of equipment or non-conforming products or service. Note this is not necessarily the same as an Emergency Plan .

M10.1-3 The liaison between the two companies should be close and regular. Effective quality planning shouldbe a reality. Look for evidence of this close contact for the situations indicated.

M10.4 Inspect to see if alternative delivery plans or fallback procedures are documented.

M10.5 Procedure should require names and after office phone numbers of both terminal's and customer's key-contacts.

M10.6-9 Verify if procedures are in place for each of the four items mentioned; verify from documents or byinterviewing attendees.

M10.11-14 Each Terminal should have an Emergency Response Plan. This plan must be in writing and availableat all key locations. The plan should describe the various tasks for designated persons and theirreplacements in all possible emergencies. Drills should be carried out regularly to check the plan andadjustments should be made when required.

M10.13 Compare with community plan.

M10.15-19 Each required item should be clearly defined.

M10.16 Verify from response plans.

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Question FALLBACK PLANS & EMERGENCY PREPAREDNESS

M10.20-21 Each emergency/drill should be subject to an evaluation. Check from evaluationreports/recommendations.

M10.28 Check procedure and verify the job description.

M10.29 Verify from documentation and training records.

M10.30 Equipment is only reliable when regularly tested and inspected. Verify from reports/inspection tags.

M10.31 Verify by asking responsible person.

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Question ADMINISTRATION

M11.1-9 All nine items should be recorded and kept together for subsequent examination.

M11.8 These may be carried out by third party Inspectors.

M11.9 These may be issued by third party Inspectors.

M11.10 Verify from records.

M11.11 Look for procedure and verify from records on file.

M11.12 Inspect location of record storage and protection system.

M11.13 Verify from policy or standard.

M11.14 Insurance details may be included in the terminal company's General Conditions or may form part ofthe contracts with individual customers.

M11.15-18 If not on the premises, these may be performed at the terminal company's centralised office and mayrequire copies to be provided for verification purposes.

M11.15 Check from sample taken at random.

M11.16 Verify from correspondence, minutes or contracts.

M11.17 An automatic or manual system that regularly checks payments on agreed periods must be in place.

M11.18 Evaluate procedure on recent settlement of discrepancy.

M11.19 Verify if written procedure exists.

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Question ADMINISTRATION

M11.26 Check from documented audit plan or reports. E.g. ISO9002 would require audits to take place at 12monthly intervals.

M11.27 Action plan should be in written form.

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Question PERSONNEL SAFETY

Prevention of injuries through focus on the human element and the people/work environment.

M12.1-5 The interrelation between the condition of the workplace and the personal behaviour at this workplaceis a key element in the prevention of injuries. A system should therefore be in place to optimise safetyat the workplace. Each of the five elements should be adequately documented in procedures.

M12.6 A documented safety analysis on the job description (see chapter M2) or operational proceduresshould be provided.

M12.7 The risk analysis should be documented.

M12.8 Persons carrying out critical jobs should be thoroughly informed, trained and supported to minimise therisks related to these jobs. Look for documented evidence and interview personnel.

M12.9 Look for documented evidence that a clear process is in place.

M12.10 Verify from meeting reports.

M12.11 Look for training programs, videos, etc, specific to terminal operations and verify by asking personsinvolved.

M12.12 Look for documented evidence.

M12.13-14 Verify from documents

M12.15 Verify from recent updates.

M12.16 Look for distribution scheme and verify by asking employees involved.

M12.17 Look for safeguards in distribution scheme or on checklists that such material is communicated beforebeginning the assigned job.

M12.18 Verify from documents.

M12.19 Look for documented procedures (Management of Change) on deviations. Be aware that proceduresat certain terminals may not allow deviations, in this case comment must be made and the questionanswered NO.

M12.20 Verify from document review.

M12.21 The Inspector should select an operating procedure at random and check whether appropriateemphasis is placed on the need to observe correct safety requirements and attitudes.

M12.22 Check if such requirement is endorsed in operating procedures.

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M12.23-32 Procedures should be written in detail and describe who has particular responsibilities and thestandard of performance expected. Be aware for M12.28 and M12.29 testing and inspection may becarried out by third parties, this should be specified in the procedures.

M12.33-40 The minimum requirements of each policy should be listed to demonstrate justification of the term'comprehensive'.

M12.39 The question refers to primary and secondary containment. E.g. tank, line, bund, etc.

M12.41 Check a procedure and recent case at random to verify compliance.

M12.42 Normally the terminal manager or his assistant.

M12.48 For example: isolating the tank, purging the line, disconnecting valves, etc.

M12.49 No working permit should be issued for longer than one working day

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M12.50 A copy of the WP should be either displayed at or carried by the responsible person at the location.

M12.52 The layout should be similar to those shown in Appendices F and G to ISGOTT.

M12.53 This is relevant to jobs of short duration; in the case of longer jobs, signs of updating should be evident on the permit.

M12.54 Check work permit for evidence of endorsement.

M12.55 Check a filled-in permit at random

M12.56 Acceptable alternatives include controlled compressed air, blower fan and trunking, exhaust or ejectorfan and trunking, extending to the bottom of the vessel.

M12.59 Relevant tests may be: Oxygen, Flammable and Toxic

M12.61 Specific precautions, may include the use of standby man, life lines, safety harness, etc.

M12.62 Hot work includes: burning, welding and soldering; operating gasoline, diesel or LPG drivenequipment; grinding, drilling, grit blasting or wire buffing; incendiary electrical work.

M12.64 A closed valve is not an acceptable isolation.

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12.71-73 These questions can be answered as N/A in cases where smoking is not permitted on site as a condition of employment.

M12.82-87 Basis information contained in the MSDS. Check written procedures on 'critical' products andoperations. The necessary equipment should be specified and its use enforced by rules andregulations.

M12.88-92 Check organisation chart and procedure.

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M12.88-92 Check organisation chart and procedure.

M12.90 Testing of PPE shall include, but is not limited to: the regular pressure testing of breathing air bottles,leak proof testing of gas suits and the calibration of personal exposure measuring devices.

M12.93 Verify from reports and recommendations.

M12.94 Verify from specification/recommendation reports.

M12.95 Check by asking affected operators.

M12.96 Check who has the responsibility for checking, before answering positively.

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Question OCCUPATIONAL HEALTH

Occupational health control is concerned with the protection of employees from occupational illnessand giving necessary emergency care following an injury or illness. Supervisors should educateemployees about the health hazards or products they handle or could be exposed to in their work. Inaddition supervisors should conduct programmes to ensure that all hazardous substances arecontrolled and that prompt emergency treatment is available if needed.

M13.1 As in M7.1, it should be expected that tasks for all operators' jobs are defined, analysed and thosecritical to health identified. This job inventory would be the same as the one required in M2.1

M13.2 Inspect reference material, hard copy/electronic database. This should be up to date and there mustbe evidence of it being used. TLV = Threshold Limit Value

M13.3 Verify procedures and check at random.

M13.7-9 For each identified occupational health hazard controls should be established such as engineeringmethods, appropriate procedures and personal protective equipment.

M13.10 Review should be documented and may involve supplier/manufacturer.

M13.12 Check procedures

M13.13 Procedures must be written and comprehensive.

M13.16 Inspect procedures and stocks of materials.

M13.17 This question does not include ''non-industrial'' cleaning products. Verify from records/stock reports.

M13.18 Check for documentation. Pre-placement medical examinations will usually comprise tests on over-sensitivity to particular substances or similar situations.

M13.19 Work areas with potential health hazards should be monitored for hazardous substances and levels ofexposure to ensure that employees are using controls and are instructed. As a further check periodicaltests should be carried out to check exposure to critical chemicals. Check medical procedure to seethat this is done.

M13.20 Verify from safety co-ordinator or medical advisor. Frequency of monitoring should be established.

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Question OCCUPATIONAL HEALTH

M13.22 Verify from records or exposure testing program.

M13.24 Verify with medical advisor or review papers.

M13.25 Larger Terminals should have a separate treatment room; for small terminals a simpler solution isacceptable.

M13.26 Inspect locally

M13.27 Verify by inspection.

M13.29 Verify by inspection.

M13.30 Inspect locally.

M13.33 Check by asking certificates from shift at random. MTM = mouth-to-mouth

M13.34 Must be documented.

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Question ENVIRONMENTAL PROTECTION

M14.1 Verify objectives are documented in a plan.

M14.2 Verify from qualifications. Be aware this could be met by off-site personnel.

M14.3 Programme should be documented.

M14.5 Check procedure and review documents.

M14.6 Verify from review documents in a recent project.

M14.7 Procedure should be documented and the environmental safeguards clearly identified.

M14.8-9 In the case that no incidents have occurred, this should be entered as N/A and appropriate commentmade.

M14.10 Methods for disposing of tank and line washing may include treatment, collection by registereddisposal company or incineration. Whatever arrangements have been agreed should be evidencedfrom letters etc.

M14.11 Verify against national regulations.

M14.12 Verify from records. Activities and individual quantities must be specified.

M14.13 Verify contract. Check that mode, liabilities and responsibilities are all included in the agreement.

M14.15 Programme should be documented and specific goals set.

M14.17 Look for documented evidence within period specified.

M14.18 Systems/plans should be documented.

M14.19 Verify from Emergency Response Plan or equivalent document.

M14.20 Verify from spill control plan on design document.

M14.21-30 Air quality management is a system of measures and procedures to minimise the adverse effect oftank storage activities on air quality.

M14.21 Examples of emission points on a tank terminal are :

PV-valves on fixed roof tanks

seals and walls of floating roof tanks

pump glands and seals

valve stems

leak/drip trays

exhaust emissions from boiler houses.

A recent document defining and qualifying all major air emission points should be available forinspection.

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M14.22 Levels must be specified/set and monitoring carried out.

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Question ENVIRONMENTAL PROTECTION

M14.21-30 Air quality management is a system of measures and procedures to minimise the adverse effect oftank storage activities on air quality.

M14.23 Plan should be documented and goals defined.

M14.24 A procedure which requires to investigate and report on internal/external complaints ofodours/emissions should be available.

M14.31 Plans should be specific on both sewer and process water systems.

M14.34 Verify monitoring system or monitoring reports.

M14.35 Verify documentation against legislation.

M14.36 Check for evidence of effort, e.g. close monitoring, procedural changes, investments etc.

M14.37 Check files and measurement reports.

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Question SECURITY

M15.1 Note: An ISPS Plan may not be required at certain terminals not handling sea-going vessels.

M15.4 Equivalent security may comprise supervision/assistance agreements with neighbouring company.Check agreement.

M15.6 Verify by asking personnel.

M15.7 Contact in the last two years.

M15.9 The object of this question is to verify that at any moment in time, the terminal is fully aware of who andwhat vehicles are on site.

M15.10 Spare key boxes should be kept locked and under control of a responsible person. Check for a keycontrol system.

M15.11 Verify by observation during audit.

M15.13 A system of regular back-ups and virus scanning should be in place.

M15.14 A computer data safe or another building is considered a safe place.

M15.16 Computer data should be protected by passwords or equivalent.

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TERMINAL INSPECTION REPORT MANAGEMENT ... - CDI-T

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