AI-PS Element Guide

Element 8: Plant Operating Manuals

Doc. Reference: GU-XXX-08

Version: Issue 1.0
Date: 10 August 2011
Doc. Owner: Head of Technical Safety Engineering (MSE4)
Element Owner: PTW System Coordinator (UOP7)
AI-PS Element Background There are 20 elements in total within the PDO AI-PS Management
System as follows:
AI-PS in PDO
Elements list:
Assuring the safety of our people, our assets, the environment and
the companys reputation is a core value of PDO and providing Element 1: Process Safety Culture
assurance that we are managing our major process safety risks is a Element 2: Compliance with Standards
critical aspect of our corporate governance. Asset Integrity Process Element 3: Corporate Process Safety Competency
Safety (AI-PS) describes the way we manage our assets so that the
process risk is As Low As Reasonably Practicable (ALARP). Element 4: Workplace Involvement
Element 5: Stakeholder Outreach
What it is Element 6: Process Knowledge Management
Element 7: HEMP
Asset Integrity Process Safety (AI-PS) is the means of ensuring that
the people, systems, processes and resources, which deliver Element 8: Plant Operating Manuals
integrity, are in place, in use and fit for purpose throughout the Element 9: PTW
whole lifecycle of the asset. The aim is to be able to confidently Element 10: Technical Integrity
state that our assets are safe and we know it. Element 11: Contractor Management
Element 12: Training and Performance Assurance
Asset Integrity Process Safety Management is a complex area of
expertise covering a wide range of components, all of which are Element 13: Management of Change
essential to ensuring systems, processes and equipment perform as Element 14: Readiness for Start Up
required. There are a number of Elements which make up the Asset Element 15: Conduct of Operations
Integrity Process Safety management system. Element 16: Emergency Management
Structure of AI-PS Assurance in PDO Element 17: Incident Management
Element 18: Measurements and Metrics
PDO has a three-tiered approach to AI-PS assurance: Element 19: Audit and Verification of Level 2 Process
Level 1: Includes audits conducted on behalf of PDO's Internal Audit Element 20: Management Review and Continuous Improvement
Committee (IAC) as part of the Integrated Audit Plan. This includes
independent audits carried out by external bodies, such as Shell. Element 8: Plant Operating Manuals
Level 2: Includes audits carried out on behalf of Asset Managers as Background to Element
part of their own Asset level assurance processes.
High levels of human performance are critical to achieve process
Level 3: Includes task verification and assurance activities that
safety excellence. Up to date, clear and unambiguous operating
supplement the formal audit process.
procedures provide a method of reducing the risk to the operator
and the plant and ensuring that the facility is operated consistently
using intended and proven methods. Plant Operating Manuals
(POMs) must therefore be controlled to ensure they are up to date
at all times. Procedural control is conducted throughout the
lifecycle of the facility - from its inception to decommissioning.
Aims and Objectives of Element
The aim of this element is to ensure that the facility operating
procedures meet the requirements and needs of the business.
The objective of this element is to ensure that through a Level 2 and
Level 3 audit process the facility operating procedures are being
controlled with regards to:
Preparation;
Production;
Review;
Approval;
Compliance;
Amendments following user comments;
Amendments following modification to the facility;
Amendments following changes to legislation.
Scope of Element
The scope of this element applies to all PDO asset areas within
Production Operations during all phases of the facility lifecycle.
AI-PS Element Guide Implementation
Aims and Objectives of AI-PS Element Guide
The aim of this AI-PS Element Guide is to provide background to AI-
PS and a structured and consistent approach to carrying out Level 2
Self Assessments and Level 3 Verification for all AI-PS Elements
within PDO.
The intended audience for the guide are the members of the AI-PS
Assurance Leadership Team (AIPSALT) although this can be used as
a basis for training and awareness for all staff at the asset.
Responsibilities and Accountabilities for AI-PS Element Guide
Implementation
The Operations Manager is accountable for the Level 2 Assurance
process at the asset.
Completion of the Level 2 Self Assessment and Level 3 Verification
Checklists, as provided in this element guide, is the responsibility of
the Element Champions and AIPSALT. The Delivery Team Leader
(DTL) is accountable for the AIPSALT.
AI-PS Assurance Leadership Team (AIPSALT)
The AIPSALT is comprised of the asset DTL and Process Safety
Element Champions (PSEC).
The DTL and PSEC roles include: reporting the status of the Level 3
Verification activities for the relevant Element at the AIPSALT
meeting; maintaining Key Performance Indicators (KPIs) for the
Element; monitoring the effectiveness of the Level 3 Verification
activities in assuring AI-PS, and recommending changes to improve
effectiveness and efficiency as appropriate; monitoring the progress
of corrective actions and improvement plans associated with that
Element; and leading Level 2 Self-Assessment of compliance with
the requirements of that Element.
Level 2 Assurance
Level 2 Self Assessment and Audit
Level 2 assurance is provided by a series of AI-PS audits carried out
on behalf of Asset Directors and Operations Managers as part of
their own Directorate-Level assurance processes.

Level 2 Audits (and Level 2 Self Assessments) are conducted at each
Directorate using standard protocols and templates described in
this series of AI-PS Element Guides.
The Level 2 Self Assessment Checklist (provided in this AI-PS
Element Guide) can be viewed as a health check of asset
performance again the element. Completing the Level 2 Self
Assessment will help the asset to identify areas for improvement
ahead of the Level 2 Audit.
Frequency of Level 2 Assurance
Level 2 Audits are conducted annually at each Directorate but the
frequency and duration may be adjusted to reflect either positive or
negative trends, recent audit findings, emerging risks and alignment
with other audit activities. The schedule of Level 2 audits is set in
the Directorate HSE Plan.
In summary, the Level 3 Checklists are an operational level sample
check or mini audit completed by the asset against PDO and asset
based procedures. The effectiveness of the Level 3 Verification
process is assessed during the Level 2 Self Assessment process and
ultimately via the Level 2 Audit programme.
Verification Checklists
Level 3 Verification checklists have been developed for each AI-PS
Element within PDO in order to provide a structured and consistent
approach to Level 3 Verification across all assets. The Level 3
Verification checklists are structured as a sample check or specific
and localised audit of the Element in question.
By successfully verifying that the Level 3 Verification activities are
being completed correctly it provides a strong indication that the
element is being implemented at the system level (assessed via the
Level 2 Self Assessment and Level 2 Audits).

The frequency of Level 2 Self Assessment should also reflect how

well the asset is performing against all AI-PS Elements and be The Level 2 Self Assessment and Level 3 Verification checklists for
performed no less than on an annual basis (ahead of the Level 2 this element are provided below.
Audit).

Level 3 Verification Checklist

Level 3 Verification Description

Level 3 Verification demonstrates compliance with the asset HSE

Case barriers, HSE Critical Tasks, operational procedures and other
requirements defined in the HSE Management System. These
activities provide an ongoing check that the procedures, tests and
inspections necessary to maintaining the functionality of Safety
Critical Elements and systems are completed as required so that
process risk is managed to a level that is As Low As Reasonably
Practicable (ALARP).
Level 2 Self Assessment
SN Protocol Y / N / NA & evidence Possible approaches
8.1 Does the latest version of the Plant Ask operations and asset process
Operating Manual reflect the current engineering staff.
utilities & process equipment and
operating conditions of the facility?
8.2 Are operators involved in the production of Ask the operators.
the Plant Operating Manual?
8.3 Do operations staff have access to the Witness process for accessing procedures.
latest version of the Plant Operating
Manual?
8.4 Does the latest version of the Plant Does the POM contain adequate sections
Operating Manual meet the content on:
requirements of SP-1074? Philosophies
Safety
Process Description
Normal Operating Conditions
Alarms & Trips
Plant Control & Logging
Shutdown
Utility Systems
Consumables
First-Line Maintenance
Reference Drawings

Review Operating Procedures for general

condition
8.5 Has there been a requirement to use the Review step-out justification and form an
step-out approval process for the Plant opinion of its adequacy.
Operating Manuals in the last twelve
months?
8.6 Draft Plant Operating Manuals are used for Ask the operator. Review training records.
training on new stations. Are the changes
that are made to the procedures, following
commissioning, communicated to the
operators?
8.7 Has the Plant Operating Manual been
reviewed in the last three years, in
accordance with PR-1052?
SN Protocol Y / N / NA & evidence Possible approaches
8.8 Have all permanent changes to the Plant
Operating Manuals been forwarded to the
custodian?

8.9 Have all relevant, permanent changes Confirm POM is current and that any
been incorporated in the current version of changes are subject to a MoC process.
the Plant Operating Manual?
8.10 Are Plant Operating Manual Level 3 Check Level 3 Verification schedule.
Verification checks carried out in line with Review completed checklists. Review
the assets defined schedule? minutes of AIPSALT for improvement
actions.
 AI-PS Level 3 Plant Operating Manual (POM) Verification Checklist

Asset ________________________________________________________________ Date ___________

Name (Interviewee) _________________________________ Contractor / Ref. ID. ___________________

Plant Operating Manual (Doc. No. & Rev.) ______________

Yes No Remarks
1) Plant Operating Manual use

Are operators using the latest approved version of the

POM?
Are hard copies of the POM kept at key locations i.e.
control rooms, MAF, LECC?
Is the location of each hard copy recorded?

Do the hard copies contain all the latest updates to the

POM?
Are the hard copies fit for purpose?

Are all hard copies authorised?

Have all previous versions been removed?

2) Plant Operating Manual update/amendment

For a section of the POM (e.g. start-up; normal operating

conditions, alarms & trips, shutdown; etc.), check the
following:
a) Have operators made amendments to the
operating procedures to reflect the true status of
the plant?
b) Where the operator has made amendments
have these been recorded?
c) Where the operator has made changes to
parameters (alarms, trips, set points,
consumable levels) have these been risk
assessed and recorded?
d) Where the operator has made changes have
these changes been annotated to all authorised
copies of the POMs?
e) Have all proposed changes been assessed and
verified by the production supervisor prior to
inclusion in the POM?
Is there a master set-point/instrument register for the
facility?
Have all operators undergone a period of training for the
introduction of new facilities/modification to existing plant?
Auditor overall comments

Auditor Name________________ Signature _______________ Indicator ________________ Date _____________