Accident, Incident, Near -Miss Notification and Investigation Procedure

TABLE OF CONTENTS

1.0 INTRODUCTION

2.0 OBJECTIVE

3.0 SCOPE
3.1 Application Context

4.0 DEFINITIONS
4.1 Acronyms

5.0 RESPONSIBILITIES
5.1 Chairman of MC
5.2 HSE Representative / Compiler
5.3 HSEQ Manager
5.4 Facilities / Operations Representative
5.5 Supervisor of Injured Person

6.0 REPORTS
6.1 First Notification
6.2 Preliminary Report
6.3 Detailed Analysis Report Form
6.4 Accident/Incident/Near Misses Investigation
6.5 Incident Tracking

7.0 REFERENCE DOCUMENTS

8.0 ATTACHMENTS
8.1 Accident/Incident/Near Miss Report
8.2 Accident/Incident/Near Miss Detailed Analysis Form
8.3 Vehicle Accident Report Form
8.4 Accident/Incident Classification (Severity)
8.5 Monthly Report
8.6 Major Accidents Notification
8.7 Incident Tracking Register

MOG-HSEQ-IN-P-012 Rev A4 Page 2 of 11

 Accident, Incident, Near -Miss Notification and Investigation Procedure

1. INTRODUCTION
Reporting and recording of any event altering the normal conduction of work activities, other than
being a law requirement, is an essential tool for the analysis of HSE performances and lessons
learnt from unwanted events and, ultimately, serve as a basis for continuous improvement of the
HSE Integrated Management System; in particular, the accident investigation enables the
Company to identify structural and/or organizational weak areas, as well as to define
improvements or prevention measures aimed at preventing their recurrence.

2. OBJECTIVE
The objective of this procedure is to describe the criteria, operating activities and responsibilities
for the management of accident, incident and near-miss and for their notification and
investigation.

3. SCOPE
The scope of this document is for:
• Complying with applicable statutory requirements;

• Establishing facts, circumstances and causes of accidents, incidents, near misses and ensure
that appropriate actions are taken to prevent recurrence;

• Communicating to appropriate personnel facts and circumstances of the accident and the
main recommendations made;

• Fixing the facts related to accidents for use in relation to potential insurance claims or
litigations;

• Evaluating cost losses, including man-hours, property loss, equipment damage, production
loss, penalties and general losses;

• Reporting events to owners in due time and using suitable forms;

• Facilitating investigation on accidents, incidents and near-miss;

• Contributing to collection of statistical data and identifying trends to allow for pro-active work
to ensure continuous improvements;

• Providing input to the Management reviews as background for evaluating the efficiency and
appropriateness of the HSE Management system.

3.1 APPLICATION CONTEXT

The present procedure applies to Mellitah Oil and Gas BV's activities undertaken in
Headquarters and Operating Sites.

4. DEFINITIONS

Definitions of some terms used in the procedure are described in the following section:

MOG-HSEQ-IN-P-012 Rev A4 Page 3 of 11

 Accident, Incident, Near -Miss Notification and Investigation Procedure

Accident Undesired event giving rise to death, ill health, injury, damage or other loss
(OHSAS 18002:2008). Alternative simpler definition:
Unexpected and sudden event giving rise to undesired outcome (death, ill
health, psychophysical injury).
Average Workforce Average number of full-time and part-time employees calculated on a full-
time basis, as monthly average, during the reporting period.
Company Employee Any person employed by and on the payroll of the reporting Company,
including Corporate and Management personnel specifically involved in
exploration and production.
Persons employed under short-service contracts are included as Company
employees provided they are paid directly by the Company
Contractor Individual or organization performing work for the reporting Company,
following verbal or written agreement. “Sub-Contractor” is synonymous
with “Contractor”.
Contractor Employee Any person employed by a Contractor or Contractor’s Sub-Contractor(s)
who is directly involved in the execution of prescribed work under a
contract with the reporting Company.
Corrective action Action to eliminate the cause of a detected non conformity or other
undesirable situation.
Drilling Includes all exploration, appraisal and production drilling and workover as
well as their administrative, engineering, construction, materials supply and
transportation aspects. It includes site preparation, rigging up and down
and restoration of the drilling site upon work completion.
Environment Surroundings in which an organisation operates, incl. Air, water, land,
natural resources, flora, fauna, humans, and their interrelations.
Exploration Covers geophysical, seismographic and geological activities, inclusive of
administrative and engineering aspects, constructions, maintenance,
materials supply and transportation of personnel and equipment.
Exploration drilling is to be included under “drilling”.
Fatalities The total number of employees who died as a result of an
accident/incident. Delayed deaths that occur after the incident are to be
included if the deaths were a direct result of the accident/incident.
First Aid Cases (FAC) Cases that are not sufficiently serious to be reported as medical treatment
or more serious cases but nevertheless require minor first aid treatment,
e.g. dressing on a minor cut, removal of a splinter from a finger. First aid
cases do not result in absence from work.
Gravity Index (G.I.) The number of total days unfit for work, for Occupational Injuries and
Injuries due to Vehicle Accidents per 1,000 man-hours worked:
total days unfit for work X 1,000
total hours worked
Health A state of complete physical, mental and social well being, and not merely
the absence of disease or infirmity (WHO constitution of 1948. In this
document, Health includes Occupational Health, Medical Support and
Community Health).
HSE Integrated Management System to direct and control an organisation with regard to
Management System integrated HSE aspects.
Incident Event that had the potential to lead to an accident. An incident where no ill
health, injury, damage, or other loss occurs is also often referred to as a
“near miss”. The term “incident” includes “near-misses” (OHSAS
18001:2007).
Alternative simpler definition:
- unexpected and sudden event which, in addition to disrupting normal
work conduction, causes damages to plants, equipment, etc. without
involving persons in terms of injuries, ill health or death.

MOG-HSEQ-IN-P-012 Rev A4 Page 4 of 11

 Accident, Incident, Near -Miss Notification and Investigation Procedure

Injuries due to Any injuries, other than a fatal injuries, as a consequence of a vehicle
Vehicle Accident accident involving motorized vehicles designed for transporting people and
goods over land, e.g. cars, buses, trucks. Pedestrian accidents (e.g. struck
by a vehicle) are classified as vehicle accidents.
The Vehicle Accident is:
During Work time if occurs during the normal work activity;
To/From Workplace if occurs during the usual way from home to workplace
and back
Interested Parties See Stakeholders.
Lost Time Injury The number of lost time injuries (Fatalities + Occupational Injuries +
Frequency (LTIF) Injuries due to Vehicle Accidents) per 1,000,000 man-hours worked:

Fatalities + Occupational Injuries + Injuries due to Vehicle Accidents X

1,000,000 / Total hours worked
Medical Treatment Cases that are not severe enough to be reported as lost work day cases or
Cases (MTC) restricted work day cases but are more severe than requiring simple first
aid treatment.
Near-Miss Abnormal event likely to affect normal work conduction and, in adverse
circumstances, might have caused an incident (which, in turn, might have
resulted in an accident). Since, normally, an incident is the result of a
“chain” of events; the “near-miss” can be alternatively defined as an
abnormal event, potentially leading to an incident, where the incidental
chain has been interrupted (casually or by human intervention).
Non-conformance Non-fulfilment of a specified requirement (Manual, procedures, plans, HSE
programs, prescriptions of laws, regulations and authorizations).
Number of total days The grand total of calendar days (consecutive or otherwise, weekends
unfit for work included) after the day when the occupational injury or injury due to vehicle
accidents occurred, on which the employees involved were unfit for work
and did not work.
The day of occurrence is not included.
Observation Record of a real or potential HSE Hazardous situation notified by an
employee or following an external notification.
Occupational Any work related injury (such as cut, fracture, sprain, amputation, etc.),
Accident other than a fatal injury, which results in a person being unfit for work on
any day after the day of occurrence of the occupational injury.
“Any Day” includes rest days, weekend days, leave days, public holidays
or days after ceasing employment. Injuries due to Vehicle Accident are not
to be included in this item.
The Occupational Injury is:
On duty if occurs during the normal work activity;
Off duty if occurs during rest time (for example, when working off-shore).
Occupational health The maintenance and promotion of the highest degree of physical, mental
and social well-being of workers in all occupations.
Onshore Work All activities and operations that take place within a landmass, including
those in swamps, rivers and lakes. Activities in bays, in major inland seas,
or in other inland seas directly connected to oceans are counted as
offshore.
Offshore Work All activities and operations that take place at sea, including major inland
seas (e.g. Caspian Sea) and other inland seas directly connecting with
oceans. Includes transportation of people and equipment from shore to the
offshore location either by vessel or helicopter.
Other (as a category All activities and operations that take place within a landmass, including
of work) those in swamps, rivers and lakes. Activities in bays, in major inland seas,
or in other inland seas directly connected to oceans are counted as
offshore.
MOG-HSEQ-IN-P-012 Rev A4 Page 5 of 11
 Accident, Incident, Near -Miss Notification and Investigation Procedure

Preventive Action Action to eliminate the cause of a potential nonconformity or other

undesirable potential situation.
Process Set of interrelated or interacting activities which transform inputs into
outputs.
Product Result of a process.
Production Covers petroleum and natural gas producing operations, including their
administrative and engineering aspects, minor construction, repairs,
maintenance and servicing, materials supply and transportation of
personnel and equipment. It covers all mainstream production operations
including wireline.
It does not cover production drilling or workover.
Remedial Measure Action with regard to an entity (product, process, activity, organisation,
etc.) aimed at solving the non-conformance
Requirement Need or expectation that is stated, generally implied or obligatory
Restricted Work Day Any work related injury which results in a person being unfit for full
Cases (RWDC) performance of a regular job on any day after the occupational injury.
Work performed may be:
- an assignment to a temporary job;
- part-time work at a regular job;
- continuation full time in the regular job but not performing all the usual
duties of the job.

Safety A state in which the risk of harm (to persons) or damage is limited to an
acceptable level.
Stakeholders Person or group having an interest in the performance or success of an
organisation.
Strategic Health Systematic, cooperative planning throughout the project life cycle to
Management (SHM) maintain the health of the workforce and promote lasting improvements in
the health of the host community.
Total Hours Worked For onshore activity the hours worked are the “total number of hours really
worked”;
For offshore workers the “hours worked” are calculated on a 12-hour
working day basis. Consequently the average man-hours worked per year
will vary from 1600 to 2300 hours/man (averaging 2000) depending upon
the shift on/off ratio. Vacations and leaves are excluded.

4.1 ACRONYMS
Acronyms used in the procedure are described in the following table:

E&P Exploration & Production

FAC First Aid Cases
G.I. Gravity Index
HSE Health, Safety and Environment
IMS Integrated Management System
LTA Loss Time Accident
LTIF Lost Time Injury Frequency
MEDEVAC Short term for Medical Evacuation
MTC Medical Treatment Cases
NCR Non-conformance report
MOG-HSEQ-IN-P-012 Rev A4 Page 6 of 11
 Accident, Incident, Near -Miss Notification and Investigation Procedure

NOC National Oil Corporation

PTD Permanent Total Disability
RWDC Restricted Work Day Cases
SHM Strategic Health Management
Owners NOC and Eni North Africa BV

5. RESPONSIBILITIES

The responsibilities relevant to the present procedure are described in the following section.

5.1 CHAIRMAN OF MC
The Chairman of MC, with the co-operation of the HSEQ Manager shall:
• Ensure all requirements of this Standard are fully in place and met;
• Evaluate event severity with HSEQ Manager only for level 3, 4and 5;
• Notify severity level 3, 4 and 5 cases to Owners (see attachment 6);
• Set up an investigation team when necessary;
• Review with Involved Managers and HSEQ Manager the completion status of
recommendations from investigation’s carried out;
• Authorise the issue of the monthly report (see attachment 5).

5.2 HSE REPRESENTATIVE / COMPILER

The HSE representative/ compliler shall:
• Comply with the reporting requirements of this procedure and local legislation;
• Investigate events with severity level 1 or 2 (attachment 4) and update the report in the
attachment 1;
• Liaise with Facilities/Operations Representative for MEDEVAC arrangements when
necessary;
• Communicate to HSEQ Manager the preliminary findings related to the event;
• Fill in the Detailed Analysis Report Form (attachment 2) and send it to HSEQ Manager.
• Maintain the Incident Tracking Register in order to document the status of every event and
to allow for identification of trends in the HSE performance.

5.3 HSEQ MANAGER

The HSEQ Manager shall:
• Develop Work Instructions aiming at assigning responsibilities amongst the Company
employees for communicating first information of incidents, accidents, disease and near-
misses and relevant details;
• Develop audit plan to verify compliance;
• Complete the necessary paperwork before forwarding a report to the Authority as per the
relevant legislation;
• Complete the relevant section of report form in attachment 1, once reviewed with Involved
Managers;
• Ensure all relevant employees are trained to fulfil the requirements of this procedure;
• Discuss with the Chairman of MC the detailed report and complete the section of his
competence;
• Liaise with the Company Doctor to obtain medical expertise and description of medical
treatments provided;
• Provide Corrective Action Reports related to the event and submit the detailed report (with
all attachments) to the Chairman of MC;
• Discuss with the Chairman of MC and review the constitution of an accident investigation
team and join the team in accordance with the seriousness of the event;

MOG-HSEQ-IN-P-012 Rev A4 Page 7 of 11

 Accident, Incident, Near -Miss Notification and Investigation Procedure

• Provide technical guidance and assistance to Chairman of MC / Department Managers in

analysing results of the investigation team’s report, as and when required;
• Maintain records of accidents, incidents and near-misses to meet the reporting
requirements of local legislation;
• Report accident and incident data on a monthly basis to Owners;
• Include summary of accidents, incidents, disease and near-misses into formal Business or
HSE Reports.

5.4 FACILITIES / OPERATIONS REPRESENTATIVE

The Facilities/Operations Representative ensure to:
• Complete with the HSE Representative the relevant section of report form in attachment 1.
• Evaluate event severity (attachment 4) with the Field/Complex Manager, the Functional
Manager and the HSEQ Manager;
• Liaise with the Contractor Management in case of severity level 3 or 4 injury to contractor’s
employee, to agree on Medevac arrangements;
• Review with the field Manager and the HSEQ Manager the completion status of
recommendations from investigation;
• Implement the agreed actions to prevent recurrence in his areas of responsibility.

5.5 SUPERVISOR OF INJURED PERSON

The immediate Supervisor of injured person:
• In case of injury, ensures that injured person receives required first aid and/or medical
attention;
• Provide all relevant information to HSE Representative during investigation process and
signs it for approval.

6. REPORTS
6.1 FIRST NOTIFICATION
All accidents, incidents, disease and near-misses occurred to employees or contractors
personnel, concerning the environment and the assets shall be reported to the Company
Management by the Person in Charge at the field premises, according to the Company
organisation and procedures.

If the event implies the activation of the Emergency Response Plan and procedures, this is
immediately notified to owners.
If the event is not an emergency, such information shall be firstly notified and then reported to
Mellitah Oil and Gas BV HSEQ Dept. by adopting the specific forms described in the following
section.

6.2 PRELIMINARY REPORT FORM

All accidents, incidents, diseases and near-misses must be reported to the competent Mellitah
Oil and Gas BV. Facilities/Operations Representative and to HSEQ Dept., by adopting a report
form containing all information requested in the preliminary Accident / Incident / Near-miss
Report in attachment 1.

The “Accident/Incident/Near-miss Report” form shall be filled by HSE Representative with

support of facilities/operation representative at the field premises within 24 hours for each
accident/incident/near miss event, no matter how trivial it is. It describes the immediate event
dynamics and enables the analysis of the direct causes of the event and the identification of the
suggested remedial and preventative measures to avoid recurrence.

MOG-HSEQ-IN-P-012 Rev A4 Page 8 of 11

 Accident, Incident, Near -Miss Notification and Investigation Procedure

The HSE representative is requested to identify in the same form the severity rating of the event,
according to definitions in attachment 4. When reporting near-misses, the attachment 4 will be
used to estimate the potential severity connected to the incident which might have occurred
under adverse circumstances.

The Preliminary Report is submitted to the HSEQ Manager in order to verify the completeness of
the report; it is discussed with Involved Manager and then notified to the Chairman of MC.

Major accidents notification report (attachement 6) will be prepared by the HSEQ Manager and
notified to the owners by Chairman of MC.

6.3 DETAILED ANALYSIS REPORT FORM

For every event (Accident/Incident/Near-miss) of 3, 4 and 5 severity level (attachment 4) an
analysis, as detailed as possible, shall be performed within 2 days and reported to Mellitah Oil
and Gas BV by adopting a form containing all information requested in attachment 2, in order to
check the actual causes determining the event, an estimate of the eventual damages caused,
the intervention costs incurred, and the identification of corrective measures to be or already
implemented.

The Report Form shall be prepared by HSE representative at the field/complex, which is finally
sent to the HSEQ Manager for approval. Workers HSE representive shall participate in the
analysis and also injured person if possible.

The HSEQ Manager will send the final report to Management Committee.

Once the acquisition of information on the incident is completed, the Detailed Analysis Report
Form (attachment 2) can be updated and re-issued according to the process outlined above.

6.4 ACCIDENT / INCIDENT / NEAR-MISS INVESTIGATION

Every incident and accident, including motor vehicle accidents (see report form in attachment 3),
shall be investigated to determine the root causes (both direct and underlying) and to make
recommendations to prevent their recurrence.

If the incident/accident severity level is 1 or 2 (see attachment 4), the HSE representative at the
field/complex shall update the report described in attachment 1, which becomes “final”. It can be
replaced by a formal report issued by the relevant Authorities, according to local law
requirements. Workers HSE representive shall participate in the analysis and also injured person
if possible.

If the incident/accident severity level is 3, 4 or 5 (see attachment 4); the HSE representative at
the field/complex issues a report containing all information requested in attachment 2.
According to the following priority criteria:

• Loss of human life;

• Company reputation;
• Property damage;

The Chairman of MC appoints an incident investigation team in consultation with the HSEQ
Manager for Severity 5. The HSEQ Manager may be included in the team and shall normally
include specialists from the owners and authorities.

The incident investigation team Leader shall ensure that:

• The investigation is not to establish who is to blame;

• Objectives are clear and include identification of immediate and system causes of the event;

MOG-HSEQ-IN-P-012 Rev A4 Page 9 of 11

 Accident, Incident, Near -Miss Notification and Investigation Procedure

• The report is clear, concise and contains factual evidence (possibly, a chronological list of
events) and is based on logical deductions to identify root causes. Speculation shall be
avoided in all cases;
• Recommendations indicate who is responsible for the action and when the action will be
completed;
• Positive aspects are properly addressed, not only critical factors;
• The investigation team members agree the draft before issue;
• The Person in Charge at the field and his Department / Line Manager approve the
recommendations and their comments are included in the report;
• The investigation report is issued within 10 days of the event;
• The investigation report is circulated only when any public inquiry is over or any
confidentiality clause is disclosed.

Once the investigation report is ready to be distributed, the Chairman of MC will send it to
owners.

The HSE Notices aims are:

• To fix facts and circumstances of the event;
• To identify and analyze causes;
• To define actions to be taken to prevent recurrence.

6.5 INCIDENT TRACKING

Every incident and accident, including motor vehicle accidents shall be registered in a central
register, The Incident Tracking Register (see Attachment 7) for the site to allow for tracking the
HSE performance and identifying trends to allow for pro-active interventions.

All corrective and preventive actions for the incidents including responsible persons and target
date for completion should be tracked in the Incident Tracking Register. Open actions will via
colour codes be identified for close to target date (<14 days: yellow) and overdue actions (red).
Actions are closed via logging the actual completion date.

The Incident Tracking Register will be subject to discussion at the HSE Monthly Meetings, where
status on open actions will be discussed and the effectiveness of the implemented actions
evaluated.

7. REFERENCE DOCUMENTS
The procedure makes reference to the following documents:

[Ref 1] Eni E& P Division procedure “Accident, incident, near miss, notification,
investigation and reporting 1.3.1.31”

[Ref 2] ISO 14001:2004, “Environmental management systems - Requirements with

guidance for use”.
[Ref 3] ISO 14004:2004, “Environmental management systems – General guidelines on
principles, systems and support techniques”.
[Ref 4] OHSAS 18001:2007, “Occupational health and safety management systems –
Specification”
[Ref 5] OHSAS 18002:2008, “Occupational Health and Safety Management Systems -
Guidelines for the implementation of OHSAS 18001”
[Ref 6 ISO 9001:2000, “Quality management system – Requirements”

[Ref 7] ISO 9000:2000, “Quality management system – Fundamentals and Vocabulary”

MOG-HSEQ-IN-P-012 Rev A4 Page 10 of 11

 Accident, Incident, Near -Miss Notification and Investigation Procedure

8. ATTACHMENTS

Attachment 1 MOG-HSEQ-F-085 Accident/Incident/Near-Miss Report

Attachment 2 MOG-HSEQ-F-088 Accident/Incident/Near-miss Detailed Analysis Form
Attachment 3 MOG-HSEQ-F-045 Vehicle Accident report form
Attachment 4 MOG-HSEQ-F-123 Accident/Incident Classification (severity)
Attachment 5 MOG-HSEQ-F-089 Monthly Report
Attachment 6 MOG-HSEQ-F-178 Major Accidents Notification
Attachment 7 MOG-HSEQ-F-182 Incident Tracking Register

MOG-HSEQ-IN-P-012 Rev A4 Page 11 of 11