Contractor Safety Management Procedure: Final draft for comments

1.0 Objective
Contractors comprise a significant part of the workforce across Syngene. Effective
safety management of the Contractors is, therefore, important for overall
management of safety.
The objective of this procedure is to ensure a uniform approach for the Contractor
Safety Management (CSM) so as to ensure incident free working environment for
Syngene and Contractors.

2.0 Scope
The procedure is applicable to all Contractors working at Syngene sites and
Syngene controlled sites except for the following:
2.1 Subject Matter Experts, Consultants appointed as Contractors and
Competent Authorities.
2.2 Materials or goods suppliers only and involved in no services at site.
2.3 Contractors with less than 20 manpower per day and not doing any activity
covered under permit to work (PTW) system.
2.4 Contractors who are working at site for less than 15 days continuously or less
than 30 days per annum and not doing any activity covered under PTW
2.5 Contract work involving biohazards and radiation hazard (Biohazards
covered under Biosafety).
2.6 Contract employees, who are covered under other safety procedures
(Example: Drivers covered under Travel Safety)
All these Contractors, however, are to be covered under the other relevant
procedures like biosafety, travel safety and other good engineering practices or
good lab practices. If EHSS or Infrastructure and Project work Stream decides that
any of this Contractor is to be brought within the purview of CSM procedure later
due to some specific consideration, then it should be discussed jointly by EHSS and
Infrastructure and Project Work Stream team and the decision should be taken.

3.0 Responsibility: Overall responsibility of Management, Implementation Teams

(BUs), Supply Chain Management (SCM), and EHSS is provided herein (for
detailed responsibilities of each of these functions, refer to Annexure-1).
3.1 Management: Management’s overall responsibility is to ensure that effective
CSM process is established, it is monitored periodically and upgraded as
necessary by providing adequate resources.
3.2 Supply Chain Management (SCM):
SCM follows CSM standard in conjunction with financial and other applicable
corporate policies. SCM maintains database of pre-qualified Contractor,
participates in contracts award meetings and ensures that the name of Contract
Administrator (CA) and Contract Field Administrator (CFA) are included in every
contract. Note that CA and CFA are two new roles created as a part of CSM
procedure. The responsibilities of CA and CFA are defined later in this section.
3.3 Implementation Teams (BUs): BUs should be aware of six step CSM process
as defined herein Section 6.0 and they should ensure BU specific safety
aspects related to work are included in the tender document. BUs are
responsible to carry out job specific training.
3.4 EHSS: EHSS is custodian of CSM standard and they shall ensure
implementation of CSM standard through Infrastructure and Project Work
Stream.
3.5 I&P Work stream: I&P Work stream owns this procedure. They ensure that the
CSM procedure is established across Syngene. They prepare the consolidated
Monthly report based on the KPIs defined under this procedure or as needed by
the Operational Senior Leadership Team (OSLT). I&P Work stream is
responsible for defining the timelines for each activity within the domain of CSM
procedure (Example: Date by which only Pre-Qualified contractors will work in
Syngene).
3.6 Enabling Functions (EF) EAM, Admin, EHSS, IT, HR, SCM: These functions
will have to work as Contract Administrator and appoint Contract Field
Administrator/s for the contracts handled by them. They will play a key role in
implementing CSM. Responsibilities of Contract Administrator and Contract
Field Administrator are further defined in next section (section 3.6)
3.7 Contract Administrator and Contract Field Administrator: These are the
new roles created under CSM procedure. Every contract, will have “Contract
Administrator” who will take the overall responsibility of complying with six steps
of CSM procedure with respect to the contract for which s/he is appointed as
Contract Administrator. In discharging these responsibilities, Contract
Administrator will appoint “Contract Field Administrator/s. Responsibilities of
Contract Administrator is to ensure the following:
3.7.1 Contractor is assessed and score is given as a part of Prequalification (PQ)
process as and when needed.
3.7.2 Safety conditions, both general and job specific, are included in
tender/request for quote.
3.7.3 Participate in contract pre-award meeting when needed and ensure that
Contractor has clearly understood all safety requirements of the job.
3.7.4 Organize orientation training with the help from EHSS.
3.7.5 Organize job specific training with the help from concern Contract Field
Administrator.
3.7.6 Organize Contractor Field Safety Audit (CFSA), as needed.
3.7.7 Compile data of PQ and CFSA and enter into MySetu, CSM tool
3.7.8 Review the performance of Contractors as needed and make changes in PQ
score, if required.
Explanation:
EAM can work as Contract Administrator for contracts which are controlled by them like
regular maintenance for daily activities, modification activities, utility operations, projects
which are handled by EAM independently or with the support from Biocon Team
(Biocon Biologics India Ltd or Central Utility) or any other activity for which Contractors
are directly controlled by EAM
Admin can work as Contract Administrator for contracts which are controlled by them
like general housekeeping, gardening, lab housekeeping, office boys or any other
activity for which Contractors are directly controlled by Admin. Note that Admin can
seek help from concerned BUs in organizing job specific training and CFSA.
EHSS and IT can work as Contract Administrator for contracts who are controlled by
them and which are within the purview of CSM procedure.
3.8 Contract Field Administrator (CFA)
The Contract Field Administrator is the primary focal point for day to day interaction with
Contractors. Their primary job function is the field management of contracts and
Contractors. A Contract Field Administrator can be any level supervisor, engineer or
another person who has been delegated CFA responsibility by Contract Administrator.
The CFA serves as the primary liaison with Contractor personnel while on-site work is in
progress. Functioning as an CFA requires formal documented training for CFSA, PTW
and other site management related procedures. Key responsibilities of CFA include but
are not limited to:
3.8.1 Identify hazard/risk associated with work and include in PR suitably to make
the Contractor aware.
3.8.2 Create and indicate appropriate contractual safety specifications
3.8.3 Ensure all necessary authorizations are in place.
3.8.4 Participate in scope development
 3.8.5 Ensure that all Contractor orientation/training is in place before start of
work.
3.8.6 Monitor Contractor’s overall performance and productivity.
3.8.7 Maintain financial control relative to the “type” of the contract awarded to the
Contractor. Examples: Lump Sum, Not to Exceed, Unit Price.
3.8.8 Prevent unauthorized commitments.
3.8.9 Ensure Proprietary Information Protection (PIP).
3.8.10 Prevent/Resolve issues arising out of (a) more than one Contractor
working at site or (b) more than one activity handled by a single
Contractor.
3.8.11 Approve (or disapprove) requests submitted by the Contractor.
3.8.12 Verify receipt of service.
3.8.13 Formal documentation of Contractor safety performance audits during the
course of the task, as well as documented Post Job Evaluation.
3.8.14 Ensure the Contractor meets all contractual obligations such as:
3.8.14.1 Meet all Safety, Health and Environmental requirements including
obtaining the necessary permits, provide Material Safety Data
Sheets, and monitor emission controls, etc.
3.8.14.2 Follow the scope of work.
3.8.14.3 Meet all specifications and standards.
3.8.14.4 Provide satisfactory quality of work.
3.8.14.5 Maintain proper housekeeping.
3.8.14.6 Investigate and report any incident and/or injury
3.9 Contractor
The Contractor is obliged to follow all contractual conditions. The Contractor is
responsible for controlling the manner and method of operations. Contractor is directly
responsible for the safety of its employees. They should understand the methodology of
contracting, planning and execution of work implemented on behalf of Syngene.

4.0 Abbreviations
BU : Business Unit
CA : Contract Administrator
CFA : Contract Field Administrator
CSM : Contractor Safety Management
CFSA : Contractor Field Safety Audit
EAM : Engineering and Maintenance
EF : Enabling Function
EHSS : Environment Health Safety and Sustainability
FR : Frequency Rate
GC : Good Citizen
GCC : General Conditions of Contract
KPI : Key Performance Indicators
PQ : Pre-Qualification
RACI : Responsibility Accountability Consult Inform
SCM : Supply Chain Management
SI : Severity index
TRFR : Total Recordable (incidents) Frequency Rate

5.0 Definition:
5.1 Contractor: Contractor means an individual or an entity providing goods and/or
services to Syngene and who is not on its payroll

6.0 Procedure:
Contractor Safety Management is a six-step process. These six steps are
Step-1: Pre-Qualification
Step-2: Tender preparation
Step-3: Contractor selection and mobilization
Step-4: Orientation and training
Step-5: Managing the work
Step-6: Periodic evaluation
Steps - 1, 2,3 and 4 is normally rushed through resulting in unwarranted surprises
and/or difficulty in managing the Steps - 5 and 6. It is essential, therefore, to spend
adequate time during Steps - 1, 2, 3 and 4, to ensure ease during the execution of
Steps - 5 and 6. The first four steps are essential to laying a foundation for good
Contractor Safety Management Process.
6.1 STEP1: Contractor Pre-Qualification (PQ)
Through the Pre-Qualification step, a data bank of Contractors is built, indicating those
capable of executing the job in line with Syngene safety requirements.
6.1.1 Intent and desired outcome
The intent and desired result of the PQ step is to develop a qualified bidders list, pre-
screened for safety capability, in order to have a proper start-up of the contracting
process.
6.1.2 Procedure
For carrying out the PQ, a questionnaire is sent to the Contractor and his/her response
will be evaluated and a score assigned. Contractors scoring 75 per cent or more will be
considered as qualified for inquiry purposes. The CA or CFA CFA can visit the
Contractor work sites and obtain a first-hand assessment of their safety performance.
They must also carry out random interviews of Contractors key personnel based on pre-
qualification questionnaire listed under Annexure-2.
6.1.3 Pit Falls of Step 1: PQ Process
The following pitfalls must be prevented by Syngene while carrying out the PQ process.
6.1.3.1 Relying on statistics & information provided rather than determining how
effective the Contractor’s safety program is.
6.1.3.2 Not making use of the safety information collected from bidders during
qualification process.
6.1.3.3 Not weighing the safety factor adequately in the selection process.
6.1.3.4 Having Contractor safety standards that aren’t sufficiently rigorous or
stringent but not accounting for this factor during PQ process.
Having a great safety policy for Contractor selection, but not following it consistently:
For example, routinely making “exceptions” to hire a low-bid Contractor in spite of poor
safety performance. Following pitfalls to be prevented by Contractors:
6.1.3.5 Not featuring safety values when selling the company to prospective
clients.
6.1.3.6 Not developing the safety competency of the Contractor.
6.1.3.7 Relying solely on statistics to demonstrate the effectiveness of the safety
program.
6.1.3.8 Not considering the safety of the sub-contractors.
Explanatory Note: Most likely, many existing Contractors may not score 75% and
qualify to work with Syngene initially. In that case, time-bound upgrading program to be
offered to the Contractor by the Contract Administrator and to be monitored until the
Contractor is granted pre-qualification approved status. It is also possible that some of
the Contractors may not achieve the minimum 75% score within the prescribed time, in
that case, Syngene should decide the cut-off date for working with such Contractors.
After the date, only pre-qualified Contractors to work on the site.
6.2 STEP2: Tender preparation
This step describes the elements of contract preparation and focuses on the precise
specification of the safety requirements during contract preparation for work
execution at Syngene.
6.2.1 Intent and desired outcome
The step will ensure specific safety aspects related to work are adequately covered in
the tender document, for the Contractor to be fully aware of the safety requirements of
the job.
6.2.2 Procedure
The following elements shall comprise the contract preparation as detailed below:
6.2.2.1 Determine the scope of work for the job
6.2.2.2 Identify hazards related to work / each activity of the job
6.2.2.3 Create appropriate safety specifications for each activity of the job,
including expectations about safety tools and equipment that contractor
must provide for the work.
6.2.2.4 Determine plans and documents for the Contractor to submit prior to the
bid.
6.2.2.5 Specify capabilities of key personnel such as the site in-charge, site
supervisor, and safety supervisor, etc. and clearly define their role.
Include educational qualifications or certifications expected for people
executing certain critical activities
6.2.2.6 Specify expected behaviours, if any
6.2.2.7 Ensure that there is no ambiguity which can force a revised rate request
or extra items !
6.2.3 Prevent these Step-2 Pitfalls:
6.2.3.1 Not having a formal contract preparation process as per 6.2 section
 6.2.3.2 Not having appropriate representation of the user department on the
contract preparation team.
6.2.3.3 Using generic language which doesn’t take into account the needs of the
particular project.
6.2.3.4 Failing to specify deliverable in clear language
6.2.4 Specific Do’s
6.2.4.1 Use specific “safety” language that helps ensure a safe project by
establishing safety roles.
6.2.4.2 Assemble a contract preparation team to customize the contract language.
The team should include: contract administrators, line managers, teams
from engineering, purchasing, legal, safety, and the Contractor(s) if
required, others as necessary
6.2.4.3 Identify team members roles and responsibilities in developing specific
safety language for contracts
Note: Document captioned “General Conditions of Contract (GCC)” is crafted by the
legal department. Another document captioned “Technical Conditions of Contract” is
made available for reference. Both the documents are available on the CSM portal. The
Contract Administrator can extract suitable conditions from these documents while
preparing the tender. GCC and relevant portions from TCC are mandatory for any
contract. Any exceptions should be recorded and justified prior to award of contract.
6.3 STEP 3: Contractor Selection and Mobilization:
This step describes the CSM process for award of contract. The Pre-award meeting
with the Contractor to discuss and minute safety requirements is an important part of
this step.
6.3.1 Intent and desired outcome
This step focuses on the Contractor Safety Management requirement before the award
of the contract. This procedure shall ensure that the Contractor is aware of the
expectations concerning safety, training requirement, PPEs, procedures, audits, and
compliances. This is to ensure safe working conditions / procedures are in place at the
site, prior to beginning the job. This also ensures that the contract has in place a “built-in
cost” covering safety requirements. The procedure encourages active participation of
the top management at the Contractor’s end during the process to ensure all safety
aspects of the contract are clearly defined and understood.
6.3.2 Procedure
Review the safety documentation submitted by the Contractor. Discuss specific job
hazards and related controls with the Contractor. Ensure that the Contractor key
personnel like site in-charge safety manager, supervisors are involved in the meetings.
Document the minutes of the meetings and it should be a part of contract. Ensure
complete adherence to above procedure before finalization of an award of contract.

6.3.3 Prevent these Pit Falls:

To assume that the Contractor has read all safety-related documentation given to him
as part of tender can be the biggest pitfall. Contractors usually tend to focus on what
they consider as the main work and may not read all safety conditions. It is essential,
therefore, to invite his attention during the pre-award meeting on the expected safety
conditions which could have a bearing on the cost and time (Example: Half-a-day
training for the entire work force).
Note: Use the checklist given under Annexure-3 for pre-award meetings to ensure that
all important points are captured.
6.4 STEP 4: Contractor Orientation and Training
This step describes the procedure for orientation and training at Syngene sites. The
desired outcome of this procedure is knowledge, understanding and commitment to
safety requirements by the Contractor and his workforce.
6.4.1 Intent and desired outcome
The step aims at ensuring that all the work done in the initial three steps of the CSM
process viz Contractor Pre-selection, Contract Preparation and Contract Award,
culminating effectively at this point and contract workers accept and participate actively
in the “safety culture” of the site.
6.4.2 Specific Do’s
6.4.2.1 Assign knowledgeable, experienced people and sufficient resources for
effective orientation and training.
6.4.2.2 Review the regulatory requirements.
6.4.2.3 Discuss the work-specific safety plans.
6.4.2.4 Measure the understanding of requirements of the project by the Contractor.
6.4.2.5 Evaluate effectiveness regularly.
6.4.3 Procedure: Syngene Safety Orientation
All Contractors, and sub-Contractors are required to attend Syngene Site Safety
Orientation and job specific trainings, a prerequisite towards the issuance of permanent
gate pass to the site. To the extent possible and practical, Contractors shall submit the
names of new employees to undergo training in advance; Syngene will schedule the
training and advise the Contractor of the time and venue so that planned work is not
delayed as a result of lack of training.
The training may normally require approximately one day but the site can decide the
exact duration, depending on the site conditions and job nature. The training should last
a minimum of half a day. Normally General Safety Orientation and training should be for
an additional 2 hrs minimum followed by job specific training for 2 hrs minimum.
Refresher retraining within 6 months to be given and only then the gate pass should be
renewed. For more details on training and employability criteria for specific jobs like
blaster, driver, electrician refer to Annexure-4.
6.4.4 Prevent these Step 4 Pitfalls
6.4.4.1 Produce a “one-size-fits-all” orientation and training
6.4.4.2 Treat orientation and training as a burden
6.4.4.3 Irrelevant orientation and training distant from the safety messages
communicated in earlier steps
6.4.4.4 Choosing an ineffective facilitator for the training delivery
6.4.4.5 Understanding orientation and training as an “event,” not as an ongoing effort
6.5 STEP 5: Managing the Work
This step describes the process to manage contractor works at Syngene sites to carry
out Contractor Field Safety Audit (CFSA) and evaluate the performance of Contractor
regularly on defined parameters.
6.5.1 Intent and desired outcome
This procedure has been developed to uniformly and consistently manage the works
across all Syngene sites including assessing field safety execution against contract
requirements, assuring that audits or safety visits are directed at injury prevention
rather than “policing” and to particularly install a follow-up process which drives the
continuous improvement and prevent repetition of common errors.
6.5.2 Procedure: General
The owner and Contractor work together during the execution of the work and carry out
the activities such as:
6.5.2.1 Contractor Field Safety Audits (CFSA)
6.5.2.2 Audit /inspection of lifting tools tackles and electrical hand tools
6.5.2.3 Audit/inspection of all incoming construction equipment
6.5.2.4 Random inspection of scaffolding material (prior to erection)
 6.5.2.5 Maintain orientation and training records
6.5.2.6 Assess skill set training requirements for different worker categories and
monitor compliance
6.5.2.7 Incident investigations (“near-misses” should be investigated as well, not
just injuries)
6.5.2.8 Update job safety plans
6.5.2.9 Periodic review of safety systems
6.5.2.10 Broad communication of findings as learning
6.5.3 Communication Tools for Contractors
The following points can be regarded as communication tools for Contractors:
6.5.3.1 Hold group meetings prior to beginning each day’s work
6.5.3.2 Use bulletin boards or status boards in the workplace to display
performance statistics and safety messages
6.5.3.3 Schedule regular safety meetings focusing on specific areas
6.5.3.4 Hazard communication programs
6.5.3.5 Procedure for waste disposal
6.5.3.6 Spill prevention by containing drips/leaks, general housekeeping
6.5.3.7 Holding group meetings prior to beginning each day’s work
6.5.3.8 Using bulletin boards or status boards in the workplace to display
performance statistics and safety messages
6.5.3.9 Scheduling regular safety meetings focusing on specific relevant topics
6.5.4 Syngene to evaluate:
6.5.4.1 If all roles and responsibilities regarding monitoring of safety activities is
clearly defined
6.5.4.2 To confirm if there is an existing “partnership” between the owner and
Contractor for monitoring safety activities
6.5.4.3 Do safety activities focus primarily on “violations” or on prevention
6.5.4.4 Are safety plans updated when the work environment changes
6.5.4.5 Is the learning communicated effectively for monitoring safety activities
6.5.5 Contractor Field Safety Audit (CFSA)
CFSA for Contractors focuses on gathering field data to improve compliance
immediately at the site. Major benefits of CFSA are
6.5.5.1 Quick compliance
6.5.5.2 Prevent injuries and property loss.
6.5.5.3 Check the understanding of the contract and its compliance with
standards and contractual agreements.
6.5.5.4 Identify weaknesses in the safety systems
6.5.5.5 On a regular basis, assess the performance of Contractor in quantifiable
parameter like severity index
6.5.5.6 Provide data for Key Performance Indicators (KPIs) from repeat audits
For CFSA methodology refer to Annexure-5. CFSA track those who are following all
rules (termed ‘Good Citizen as per ‘the CFSA terminology), violators, violations, severity
of violations measured on the scale 1 to 5 to be read as:
Severity 1: Untidy, doesn’t meet expectations.
Severity 2: Rubbish blocks access. Excessive accumulation of trash
Severity 3: Rules or Procedure violation.
Severity 4: Serious hazard: imminent danger that can cause serious injury.
Severity 5: Imminent Danger: stop work and correct immediately; can cause
fatality.
Compilation of Contractor Field Safety Audit data is to be done Monthly.
STEP 6: Periodic Evaluation of Contractor Performance:
This procedure describes the process to be followed while undertaking post-contract
evaluation at Syngene sites. It also establishes a protocol towards eliminating poor
performers and rewarding achievers.
6.6.1 Intent and purpose
The procedure aims at driving the desired outcome, wherein the Contractor works on
improving future performance and Syngene on the contracting process. Further, the
intent of this procedure is also to review the Contractor scoring data in the PQ process.
Syngene can upgrade or downgrade the score based on the demonstrated
performance.
6.6.2 Procedure
Evaluation should be done at least once every six months or at the end of the contract
period, whichever is earlier. Syngene and the Contractor must jointly evaluate
Contractor safety performance against the contractual expectations, taking into account
the effectiveness of meetings held during execution, CFSA results, PTW compliance
and similar points. Syngene will determine whether the Contractor continues to be on
the bid list and decide on Contractor eligibility for future work. Syngene to make the
appropriate comments /recommendations in the PQ registration database. While
evaluating Contractor’s safety performance, consider the following points:
6.6.2.1 Injuries/illness/incidents
6.6.2.2 Lost time Injuries (LTI)
6.6.2.3 TRC- FR
6.6.2.4 Near Misses
6.6.2.5 Property and Vehicle Damage
6.6.2.6 Severity Index – as per CFSA
6.6.2.7 Follow-up on action points
6.6.2.8 Behavior
6.6.2.9 Cooperation

6.6.3 Prevent these Step Six Pitfalls

For Owners
6.6.3.1 Not performing this important step
6.6.3.2 Not learning from mistakes; continuing to repeat them
6.6.3.3 Surprising each other with missed expectations
6.6.3.4 Unfairly blaming the Contractor for poor performance when Syngene
may have been the sole or at least partial contributor to the performance
issue
6.6.3.5 Not advising Contractor as the job progresses
Note: Use checklist points given under Annexure 6 for periodic evaluation
6.6.4 Auditing:
Audit of the system should be done at least once every two years.

7.0 Key Performance Indicators (KPI):

It is important to track the implementation progress of “Contractor Safety Management”
procedure. Indicators help to identify strengths and weakness in the system. Important
KPIs are listed below. Syngene can define additional KPIs as needed.
7.1 KPI for PQ
7.1.1 Number of Contractors requiring pre-qualification process
7.1.2 Number of Contractors whose pre-qualification process is under progress
7.1.3 Number of Contractors whose pre-qualification process including final score is
completed
7.1.4 Number of qualified Contractors
7.1.5 Number of qualified Contractors currently working at the site
7.1.6 Number of Contractors currently working at site who are yet to be qualified
7.2 KPI for CFSA
Safety goals must be as important and challenging as the goals for schedule and cost
control for project. Each Contractor must understand their safety objectives as clearly
as they understand their budget and work deadlines. Define the safety objectives and
agree on the measurement process. Recognition of safety excellence should be based
on the performance and not limited to lagging indicators of number of incidents.
7.2.1 Number of CFSA scheduled and the number of CFSA carried out (Numbers and
%). It is recommended to carry out at least one CFSA per month per Contractor
per site.
7.2.2 Severity Index and trend graph.
7.2.3 Percentage of Good Citizens and trend graph
7.2.4 Total number of violations observed and trend graph
7.2.5 Total number of violations of severity 4 and 5
7.2.6 Injury/illness/incidents / near miss statistics as per agreed indicators
Note: Add any other site-specific indicators. The indicators should be monitored on a
monthly basis. These indicators can be for individual Contractors and/or combined for
Syngene. It is also important to understand that the Severity Index of the Contractor’s
site is a direct reflection of how intensely the plant management is involved in managing
the safety aspects of the job.

8.0 Bench mark: Every contractor to achieve the following benchmark performance
 Severity index: two or less
 Number of good citizens: 90% or more
 Number of 4 and 5 severity violations: 0
 Number of violations: downward trend over a period of time (final target is 0)
  Number of pre-qualified Contractors working at site: 100%. The time period for
achieving 100% to be decided after getting the initial data on pre-qualification
from Contractors
 Percentage compliance with respect to scheduled CFSA should be 80% and
more

9.0 Deviation procedure: Deviation if any from CSM process should be authorized by
the EHSS head or concerned implementation team head in consultation with EHSS.
While granting the deviation, the reasons must be noted.

10.0 RACI Matrix: The RACI matrix is given under Annexure-7

List of Annexures:
Annexure1: Responsibilities
Annexure2: Pre-qualification questionnaire and guidelines for assessment
Annexure3: Checklist for Pre-Award meeting
Annexure4: Training
Annexure5: CFSA Methodology
Annexure6: Periodic Evaluation Checklist
Annexure7: RACI Matrix
ANNEXURE 1: RESPONSIBILITY
1.0 Management: The Management’s responsibility is to ensure the
establishment of an effective CSM process with periodic monitoring. The
Management is responsible for the following:
1.1 Establish procedures focusing on providing each site with an effective
Contractor safety management process.
1.2 Commit resources to implement Contractor safety management
program and to sustain continuous improvement of Contractor safety.
1.3 Establish accountability for performance against specific safety goals
and/or objectives.
1.4 Verify (through first and second-party audits) the degree of compliance
with established standards and practices and implementing appropriate
corrective actions.
1.5 Participate in activities which visibly demonstrate a commitment to On-
Site Contractor safety.
1.6 Paying adequate attention to Contractor safety when forming joint
ventures, making acquisitions, deactivating facilities, and dismantling
facilities.
2.0 Supply Chain Management (SCM):
The Supply Chain Management (SCM) team follows CSM standard in conjunction
with financial and other applicable corporate policies. The SCM maintains a
database of pre-qualified Contractors, participates in contracts award meetings and
ensures that the name of Contract Administrator and Contract Field Administrator
are included in every contract.
2.1 Contractors’ Data Base and Pre-qualification: -
2.1.1 Ensure implementation of Contractor Prequalification process as per
CSM procedure.
2.1.2 Evaluate Contractors with support from Contract Administrator and the
maintenance of Contractor database
2.1.3 The members of selection team may visit the Contractor site where
similar work is in progress to evaluate Contractor together with CFA.
2.2 Contract Preparation:
2.2.1 Ensure the implementation of requirements of step two of Contractor
Safety Management Procedure (tender preparation)
 2.2.2 Communicate the clear scope of work based on the inputs received.
2.2.3 Ensure that all safety related information is included in the PR.
2.2.4 Ensure appropriate contractual safety specifications is indicated in the
work order.
2.2.5 Verify documentation requested from Contractor prior to bid, if any.
2.2.6 Clarify general conditions, plant specific and special conditions, if any, for
the knowledge of Contractors.
2.3 Contract Award:
2.3.1 Ensure implementation of requirements of step three from Contractor
Safety Management Standard (Pre-award meeting to explain safety
conditions)
2.3.2 Obtain written confirmation from the Contractor on thorough
understanding of the safety requirements defined in the bid package
2.3.3 Provide feedback to the Contractor based on reviews.
2.3.4 Ensure that the Contractor key personnel i.e. Owner, Site In-charge,
Safety Manager are involved in the bid meetings.
2.3.5 Document minutes of the bid meetings, bid clarification meetings and
pre-award meetings.
2.3.6 Issue the template of Safety plan / Contractor Safety Management terms
and conditions along with the bid document.
2.4 Contract evaluation:
2.4.1 Get the evaluation done.
2.4.2 Use the evaluation data towards awarding any future work.
2.4.3 If the contract is for a long stretch of time, evaluation must be undertaken
every six months.
2.4.4 Communicate to Contractor in writing about their performance on safety
during the work execution
2.4.5 Ask the Contractor to improve on in areas where they scored low.
2.4.6 In all the above activities, request for necessary support from the end
user.
3.0 Implementation Teams (BUs):
3.1.1 Be aware about the prequalification (PQ) requirement
 3.1.2 Ensure that BU specific safety aspects are included in the tender/request
for quote (RFQ)
3.1.3 To participate in pre-award meeting together with SCM when requested
3.1.4 To ensure that the critical mass of trained personnel is available within
specific BU/EF to oversee compliance with respect to CSM process
during the execution of work
3.1.5 To ensure the Contractor Field Safety Audits (CFSA) is carried out when
needed (for example: contracted manpower assisting operations in BU)
4.0 Enabling Functions (EF) EAM, Admin, HR, EHSS; IT, SCM:
4.1.1 To work as “Contract Administrator” for the contracts which are
controlled by them and ensure compliance of all six steps of CSM for
those contracts and Contractors
4.1.2 To ensure that general as well BU specific safety aspects are included in
the tender/request for quote (RFQ)
4.1.3 To participate in pre-award meeting together with the SCM team when
needed
4.1.4 To ensure that the critical mass of trained personnel are available within
their EF to ensure compliance with respect to all six steps of CSM
process specially during the execution
4.1.5 To ensure that the Contractor Field Safety Audits (CFSA) are carried out
when needed
4.1.6 To review the performance of Contractor periodically
4.1.7 To look for opportunities for rationalization of number of Contractors and
cost saving opportunities without compromising safety
4.1.8 To appoint “Contract Field Administrator/s” as a helper to discharge the
responsibility
5.0 EHSS
5.1.1 Maintain the CSM Standard
5.1.2 Support to the line organization in the implementation of the Contractor
Safety Management Procedure
5.1.3 Promote awareness that the Contractor safety competency is an asset to
manage
5.1.4 Enable a network to share and leverage information, knowledge, needs,
and solutions with appropriate personnel
 5.1.5 Discover and promote tools and practices to aid in the implementation of
Contractor safety programs and achievement of excellence in Contractor
safety
5.1.6 Conduct periodic review of PQ, CFSA and other activities
5.1.7 Ensure participation of safety team in Contractor Field Audit when
needed
5.1.8 Verify compliance to safety requirements as indicated in the work order
and expectation deliberated with Contractors
5.1.9 Participate in incident investigation process when needed
5.1.10 Conduct General Safety Trainings.
5.1.11 Collect and analyze Contractor safety metrics for trends, key
learnings, and advise on appropriate corrective actions
5.1.12 The Development and Management of web enabled site and solutions
related to CSM.
6.0 Contractor
The Contractor is obliged to follow all contractual stipulations. Without prejudice to
generality of what has been stated above, the Contractor will also to ensure the
following:
The Contractor is responsible for controlling the manner and methods of its operations
and is directly responsible for the safety of its employees. They should understand the
methodology towards contracting, planning and execution of work implementation by
Syngene.
The Contractor’s supervision should undertake necessary steps to ensure the safety of
its employees. The Contractor responsibilities should include but not be limited to;
6.1.1 Provide the site with individuals well trained to execute their assigned
tasks.
6.1.2 Contractor to assign suitable contract supervisor as needed.
6.1.3 Appropriate safety instructions / training of employees
6.1.4 Ensure adherence to safety rules, standards, procedures and practices
6.1.5 Provide appropriate PPE and equipment to workforce
6.1.6 Maintain all the necessary licenses and records as per site and legal
requirements
6.1.7 Report any near misses, incidents and support in investigating incidents
6.2 Contractor Supervisor
The Contractor Site Supervisor is the connection between Syngene and the Contractor
employees. In cooperation with the site in-charge of his company and CFA, he
coordinates the work of his team on site. He is responsible for the quality and safety of
himself and his employees and the execution of the work.
The Contractor’s supervisor shall review the safety requirements with his employees
prior to the beginning of each job. Documentation of this review to be forwarded to the
CFA or his representative as necessary.
In many cases several Contractors work together. Supervisor is responsible to
synchronize the activities as instructed by CFA. This will be normally done during
regular meetings.
6.3 Contractor Employee
The Contractor Employee has to be a well-trained and competent informed person. The
instructions to these Contractor employees should be given through Contractor
Supervisor only.
ANNEXURE2: CONTRACTOR PRE-QUALIFICATION QUESTIONNAIRE
The questionnaire is designed to help Syngene to formally register the Contractors
from a safety perspective in our database. This document to be completed in order to
align with Syngene EHSS requirements. All answers given may be subject to further
scrutiny at a later date. Forward the documentation requested with your response
within 15 days. In the future, Syngene to send the enquiry only to Contractors
registered in database as a prequalified contractor.

General Company Details (#)

Name of the Company :

Address :

Contact Name :
Contact Number :
Email ID :
Turnover for the last 3 financial years:
Value of the top three contracts executed or being executed in the last two years:
Please indicate the type of services offered and for which you wish to be registered

1.0 EHSS Policy, Safety Accreditation and Awards

1.1 Do you have an EHSS Policy? If yes, please attach. (Y/N)
1.2 What health and safety accreditation does your company have - such as ISO
14001, ISO 45001?

1.3 Are you awarded with Safety or work excellence certificate? If yes, share details

2. 0 Organization Structure
2.1 Provide a broad organogram of your organization

2.2 Do you have a separate Safety department?

If yes, provide a detail organogram of the safety department with the name of the
person heading the department and name and designation of a person to whom he is
reporting (Y/N)

3.0 People Management

3.1 Do you carry out Pre-employment health check-up and annual medical test for
your employees? (Y/N)

3.2 Does the annual medical test includes any specific check- up test for those
working at elevated heights? (Y/N). if yes, please describe.

3.3 Do you issue any card to employees who pass the work at height test? (Y/N)

3.4 What is the minimum academic qualification of supervisors you intend to provide?

3.5 What is the relevant experience of supervisors you intend to provide?

3.6 What is the minimum qualification of the employee handling electrical work? Do
they possess the necessary licenses from issuing authorities? Specify details.

3.7 How many employees are normally supervised by a single dedicated supervisor?

3.8 Do you have a qualified safety officer with a diploma in safety? (Y/N)

3.9 How many employees are normally supervised by a safety officer?

3.10 Do you have trained first aid providers? (Y/N)

3.11 Are all your employees covered under ESI and PF as applicable? (Y/N)

3.12 Are all your employees covered under relevant insurance schemes? (Y/N)
3.13 Provide the name of your insurance agency details for the past 3 years?
3.14 State the amount you have claimed from insurance agency in last 3 year?
3.15 Do you tie-up with local hospitals near the work place?
3.16 Do you provide full-time ambulance at site or have a tie-up for ambulance
services?
3.17 Do you provide ESI, PF to the workers working at site?
3.18 Do you apply for certificate related to BOCW?
3.19 State the transport arrangement for workers?
3.10 Do you provide rest shed for workers?
3.11 State the plans in place to provide clean drinking water and sanitary facilities

4.0 Training

4.1 Provide supporting training documents such as training policy, sample training
modules and records, specific training modules for high risk activities namely work at
elevated height, confined space, lock out, tag out and hot work.

4.2 Do you provide fire-fighting training to your employees? (Y/N)

4.3 What is the frequency of refresher training?

4.4 Do you celebrate National Safety week? – conduct awareness training,

competition for the employees during NSD.

5.0 Execution Practices

5.1 Your methodology for assessing risk before a job is undertaken? Attach working
examples.

5.2 Are your employees aware about Job Safety Analysis (JSA)? Attach working
examples

5.3 Do you practice of daily tool box talks? (Y/N) if yes attach samples

5.4 Are you aware about the Permit to Work system for

5.4.1 LOTO (Y/N)

5.4.2 Confined space entry (Y/N)
5.4.3 Work at height and (Y/N)
5.4.4 Hot work (Y/N)
5.4.5 Electrical work (Y/N)

Attach the details of important measures you follow on each of these.

5.5 If required for the work, what out of the following ISI marked PPEs do you provide
to your employees as a standard practice?

5.5.1 Safety Shoes (Y/N)

5.5.2 Safety Goggles (Y/N)
5.5.3 Safety Helmets (Y/N)
5.5.4 Fluorescent Jackets (Y/N)
5.5.5 Safety hand gloves (Y/N)
5.5.6 Safety harness (Y/N)
5.5.7 Electrical rated gloves (Y/N)

5.6 How frequently are your site engineers expected to carryout site safety inspection
/audit? Attach working examples.
5.7 Do you have the practice of undertaking:
5.7.1 Second-party audit (Y/N)
5.7.2 Third- party audit (Y/N)
If yes, provide broad details

5.8 What is the practice followed in reporting and investigating incidents? Attach
examples

5.9 Attach the incident record as follows for the last 3 years, year wise
• Number of fatalities, if any
• Total Number of incidents
• Total Number of major incidents
• Total Number of first aid cases
• Total Number of incidents per million man-hours

6.0 Competent authority certification, licenses and inspection of portable tools

6.1 Do you ensure competent authority certification for equipment and tools, as
applicable? (Y/N)

6.2 Do you ensure that certain jobs such as electrical work are always carried out by
the employees holding valid license? (Y/N)

6.3 Do you have a system of inspection of portable tools used at the site? If yes, do
you provide the validity stickers. (Y/N)

6.4 Do you provide the validity stickers. (Y/N)

7.0 Penalty
7.1 Have you ever been penalized for any statutory violation?
If yes, give details (Y/N)

8.0 Sub-Contractors

8.1 Do you apply all the policies that you have to sub-contractors as well? (Y/N)

8.2 if answer to this question Number 8.1 is yes, provide the sample questionnaire
that is sent to sub-contractors to assess their performance

8.3 If answer to this question Number 8.1 is No, what are the exceptions?

9.0 House keeping

9.1 Does your team carry out housekeeping after end of the day’s work?
9.2 Do you segregate materials and store at site properly?
9.3 What is the ratio of housekeeping personnel to number of workmen?
9.4 How do you dispose the scrap?
10.0 Other Information
10.1 Please provide other relevant information which you feel relevant for registration

Acknowledgement and Signature of Contractor

Guidance for scoring (Not to be shared with Contractor)

1. The assessment is to be done once every three years or at the closure of
contract, whichever is the earlier or on-need basis. (for example, if any serious
incident takes place at the Contractor site)

2. All Questions carry 5 marks. If some of the questions are not applicable ask the
Contractor to state accordingly. Passing marks should be 75% of the total marks for
which he is assessed.

3. Based on information given by the Contractor, the assessor has to grade the
marks between 0 and 5 for each question.

4. For all Yes/No questions either 5 or 0 marks with necessary document proof.

5. For highlighted questions, no marks to be given. This data is collected as it may

be relevant during execution

6. For the following questions additional guidance is given below

6.1 For question 1.1 If the EHSS policy duly is signed by the owner/M.D/CEO
available, assign 5 marks, else mark it as 0.
6.2 For question 3.4 give 5 marks if supervisor’s qualification is 12th pass/equivalent
or above, else 0 marks
6.3 For question 3.5 scoring as below (i) 5 years and above - 5 marks (ii) 4 – less
than 5 years – 4 marks (iii) 3 – less than 4 years - 3 marks (iv) less than 3 years - 0
marks
6.4 For question 3.6 - for electrical work, if a person is qualified (diploma or above) or
holds a license issued by the licensing authority assign 5 marks, else 0 marks.
6.5 For question 4.1 if the Contractor provides sample training module for (i) hot work
(ii) lock out tag out (iii) confined space (iv) work at height (v) some training record -
assign5 marks. If some of the trainings are not applicable, check which trainings are
applicable and assess accordingly. The purpose is to confirm through this question
whether the Contractor is imparting training to the workforce.
6.6 For question 4.3 - If refresher training is given minimum once in a year, assign 5
marks. If no refresher training given, mark as 0 and if the refresher training is at a
frequency more than a year, assign 3 marks.
6.7 For question 5.1 - if any document such as job safety analysis (JSA)/work
instruction/SOP is submitted, assign 5 marks, else 0 marks
6.8 For question 5.3, - if the answer is yes, assign 2 marks; if the document is
attached assign 5 marks; if the answer is no, assign 0 marks
6.9 For question 5.4, - if the answer for each of the five sub-question is yes, assign 5
marks, otherwise assign proportionate marks
6.10 For Question 5.5, - if yes for shoe, goggle and helmet - assign 1 mark. If any of
the item is no, assign 0 marks. For rest of the items, assign 1 mark each for every
yes.
6.11 For question 5.6 - If the audit is carried out once every 15 days assign 5 marks,
once a month - assign 3 marks, once every 2/3 months - assign 2 marks, for the rest
assign 0 marks
6.12 For Question 5.7 - if no audit carried out - assign 0 marks. If only second party
audit is carried out - assign 2 marks, and if both second- and third-party audits are
carried out - assign 5 marks
6.13 For question 5.8 - if the procedure is available - assign 2 marks, and if some
example of investigation is available - assign 5 marks. If good example of
investigation is given but no procedure - assign 3 marks. If no procedure and no
procedure then assign 0 mark
6.14 For question 5.9 - if the incident record is provided - assign 5 marks, else 0
mark. If the Contractor claims that there is no injury at site, probe further to ascertain
his claim
6.15 For question 8.2 - if the sample questionnaire is provided then assign 5 marks,
else 0 mark
ANNEXURE 3: Check list for pre-award meeting
Discuss the following points with Contractor during pre-award meeting.
1. Get the confirmation that Contractor has read and understood the General
Conditions of Contract.
2. Get the confirmation that Contractor has read and understood the Technical
Conditions of Contract.
3. Inform the Contractor that he has to spare his labor force half-a-day for general
safety training and half-a-day for job specific safety training. The permanent gate
pass for his employees will be issued only on completion of the trainings
4. Inform the Contractor that monthly Contractor Field Safety Audits will be carried
out in which his site in-charge need to participate. The Contractor is expected to
display CFSA results in his site office.
5. Discuss PTW requirements and get a commitment that he has understood the
Syngene PTW requirements.
6. Discuss the PPE requirements for the job and have a clear understanding about
which PPE will be provided by (a). Contractor and (b) Syngene.
7. Check and confirm with Contractor that he is providing the people with minimum
qualification and experience for various jobs as prescribed under PTW
procedure.
8. Inform the Contractor that he has to bring all portable equipment after testing.
Color coded sticker to be stuck by the concerned department on verification.
9. Inform the Contractor about the penalties for violations, if any.
10. Inform the Contractor about the termination clause for as safety violation.
11. Make MOM and get it signed by both the parties (Syngene and Contractor)
and this should form the part of contract
ANNEXURE 4: TRAINING
1.0 The information provided during the training will include, but is not limited to
topics such as:
1.1 Specific corporate requirement as applicable (Safety Policy)
1.2 Site Specific Safety Orientation
1.3 Job rules, personal safety and conduct
1.4 Hazards reporting
1.5 Reporting of injuries
1.6 Emergency procedures
1.7 Permit to Work
1.8 Use of PPE’s
1.9 Internal driving policy, rules
1.10 Gas cylinder handling
1.11 Safe use of tools and tackles
1.12 Housekeeping
1.13 Reporting near miss
1.14 High risk activities as per requirement
1.15 Handling of Chemicals and glass-wares: ‘Do’sand Don’ts
1.16 Waste handling
1.17 Material movement
1.18 Rewards, recognition and disciplinary measure.
The goal of the standardized Safety Orientation for Contractor employees is to set
minimum standards and requirements for completing the work safely; to ensure a
consistent approach across the entire site and to help ensure conformance to site safety
policies and procedures. At the end of each module of training for high risk activity, a
brief review of the major topics will be conducted. Assessments/tests will be
administered to ensure that everyone has understood what was taught during the
training session.
2.0 Contractor’s supervisor’s role in workers’ orientation
The attitude of employees toward incident prevention depends a great deal upon the
attitude of the supervisor. The supervisor must take an active interest in the new worker,
ensuring that the necessary safety information is provided and that the new worker is
adjusting well to the job. A major focus area for Syngene will be towards the attitudes
and behaviors of the supervisors working on site.
The following action steps are a part of the Contractor’s supervisors’ orientation of the
new worker:
2.1 Ask about last job
2.2 Describe the new job
2.3 Show worker around work area; point out hazards
2.4 Introduce worker to others
2.5 Describe basic rules
2.6 Give worker a test run on tools and equipment
2.7 Monitor new employee safety performance. Provide coaching where
necessary.
2.8 Check back to see how the worker is progressing.
3.0 Contractor’s Supervisor's Re-Orientation
All supervisors that are promoted on site or moved from one area/activity to another
must be re-orientated to their new area and responsibilities by the Contractor’s Safety
Manager. Information to be covered includes:
3.1 Supervisor's safety responsibilities and project requirements
3.2 Safe Work Procedure Training
3.3 Safety motivation
3.4 Safe practices for specific crafts
3.5 Incident reporting/investigations
3.6 Conducting effective tool box talk
3.7 Working with Chemicals
3.8 The Syngene site and governmental requirements
3.9 Effects of unsafe acts, conditions and incident on productivity
All supervisors must learn and enforce the appropriate Syngene site safety rules
applicable to their work. They must set an example for their subordinates and
co-workers by their compliance with work rules and their leadership in safety. They must
actively participate in the safety program by observing and correcting unsafe acts and
conditions. A separate training programs for supervisors can be conducted by Syngene
as needed.
4.0 Periodic Safety Training
The Syngene site is required to organize periodic safety training / motivational programs
at site. The Contractor shall arrange to participate in all programs if asked to do so.
Date, time and venue of the programs shall be announced to the Contractors well in
advance.

5.0 Trade and Skill Training

Appropriate training can be organized, when needed, to ensure that a jobholder, either
supervisor or worker, is competent to do his job safely. Trade and skill training that is
required in the industries are:
5.1 Lifting Supervisor
5.2 Crane operator
5.3 Scaffold Supervisors
5.4 Scaffold Erectors
5.5 Equipment Operator
5.6 Forklift Operator
5.7 Slinging and Rigging Operator
5.8 Drivers of mobile equipment
5.9 Licensed Electrical Workers
5.10 First Aid Training
5.11 Rescue Team Training
The Contractor shall ensure that such training is provided at periodic intervals. All
training information, records, and certificates will be properly documented and made
available for verification.

6.0 Employment criteria for site personnel:

The Contractor shall ensure to appoint site personnel (Engineers/ Supervisor/ Skilled/
Semiskilled/ unskilled tradesmen) based on his previous best performance and
background. The following category of persons, who are likely to work on site, must
possess the desired “Licenses” issued by the competent authorities. The Owner shall
review the original copy and retain a photocopy with him.
6.1 Any type of blasting
 6.2 Electricians or Wiremen
6.3 Drivers of mobile equipment
Annexure 5: CFSA Methodology
1.Responsibility : CFSA to be organized by CA and CFA

2. Frequency : At least one CFSA per month per Contractor per site.

3. Team composition:
3.1 Contract Field Administrator (CFA leader responsible for organizing CFSA and
finally entering the data in the portal) - Mandatory member
3.2 Contractor representative - Mandatory member
3.3 One trained auditor from CSM Task Team - Optional
3.4 EHSS representative - Optional
3.5 User member - Optional
3.6 Any other member as requested by EHSS - Optional

4. Audit duration: Minimum 30 minutes to a maximum of 2 hours depending upon

site requirements. Do not carry out an audit beyond 2 hours.

5. Good Citizens, Violators and Violations: Team to note initially number of people
working at the site during the audit period observe at least 80% or more people
working at the site to have a representative sample. Note the number of Good
Citizens, Violators and Violations.

6. Severity and Severity Index: Rate each violation on the scale of 1 to 5 as follows:
Severity 1: Untidy, doesn’t meet expectations.
Severity 2: Rubbish blocks access. Excessive accumulation of trash
Severity 3: Rules or Procedure violation.
Severity 4: Serious hazard: imminent danger that can cause serious injury.
Severity 5: Imminent Danger: stop work and correct immediately; can cause a
fatality.
The average severity index is to be calculated as follows:

Ʃ (Violation X severity of violations)

Average Severity Index (SI) =
Ʃ(Violations)
7. Data entry and active follow-up: Enter the data into the portal together with the
action plan. Follow up actively with the Contractor to complete the action plan. It is
important to follow up actively since certain activities in the project move fast and
then recommendations given during the audit at the later date become irrelevant.
(Examples: recommendation is given to barricade the excavated pit. After few days,
the pit will be refilled and then the recommendation will be irrelevant).

8. Example
One typical example of CFSA is given below:
Situation: Observation done during unloading the cryogenic nitrogen container from
the vehicle.

Data Analysis and Benchmark

ANNEXURE 6: Periodic evaluation check list
During periodic evaluation check the following points:
1. Number of incidents
2. Overall performance of a Contractor as per CFSA data, namely severity index,
repeated violations, percentage of good citizens and promptness with which he
has complied with action points arising out of CFSA
3. PTW violations
4. Overall competency of his supervisor
5. Attitude and behavior of his site people
Note: Based on the above points, the Contract Administrator to decide whether any
upgradation of downgrading in his pre-qualification score is necessary
Annexure 7: RACI Matrix
S. N Activity Responsibility Accountability Consult Inform

1.0 Pre-qualification over all CSM TASK Infra

responsibilities Team structure and
Project work
stream

1.1 Compile list of Contractors and services SCM I and P work EAM, EHSS, CSM TT,
requiring PQ and decide CA and CFA for stream Admin, IT and EHSS
each service. CSM TT

1.2 Send PQ questionnaire to Contractors SCM I and P work CSM TT, CSM TT
stream EHSS and
EAM

1.3 Assess responses received, give scores Assigned CA I and P work CSM TT, CSM TT
and upgradation plan as necessary. and CFA stream EHSS and
(Refer to 1.1) EAM

1.4 Decide the cut-off date for completion of I and P work I and P work EAM, EHSS, CSM TT
pre-qualification process including stream stream SCM and CSM
completion of upgradation program for all TT
existing Contractors

1.5 Final list of qualified Contractors with SCM I and P work EAM, EHSS, CSM TT,
services to be made ready stream SCM and CSM EHSS, EAM
TT and all BU
heads

1.6 Qualified Contractors list updated as and SCM I and P work EAM, EHSS, CSM TT,
when necessary stream SCM and CSM EHSS, EAM
TT and all BU
heads

2.0 Tender preparation Contract Contract EAM, EHSS,

field administrator Legal, Admin,
administrator SCM,
concerned
user member
(BU)

2.1 Selection of pre-qualified Contractors for SCM SCM User member

sending enquiry (BU/enabling
function)

2.2 Enquiry to include all safety related CA, CFA SCM EHSS, EAM CSM TT
aspects

3.0 Contractor selection and mobilization SCM SCM CA, CFA,

overall responsibility EHSS, EAM

3.1 Meeting with Contractor in presence of CA, CA, CFA SCM

CFA to explain safety conditions and
prepare MOM using annexure-3 checklist
(For repeat contract which are within the
period of less than 12 months, CA has to
 decide in consultation with SCM whether it
is needed or existing contract MOM can be
consider as valid)

3.2 Ensure that every order mentions the SCM SCM EAM, EHSS,
name of contract administrator and User Member
contract field administrator (BU)

4.0 Orientation and Training

4.1 Ensure that general orientation and safety EHSS EHSS

training modules is prepared and kept up
to date.

4.2 Job specific training modules with clear User Member User Member
Do’s and Don’ts are prepared and kept up (BU/EF) (BU/EF)
to date.

4.3 Arrange for temporary gate pass CFA CA

4.4 General safety training is done EHSS CFA

4.5 Endorsement on temporary gate pass is EHSS CFA

obtained from EHSS as an evidence of
completion of general safety training.

4.6 Job specific training is done, and CFA CA

endorsement is done on temporary gate
pass

5.0 Managing the work CFA CA

5.1 Get the consolidate current list of contracts CSM TT I and P work SCM, EAM, Concerned
in-force stream EHSS, Admin CA, CFA

5.2 Prepare the quarterly schedule for CFSA CSM TT I and P work SCM, EAM, Concerned
and share with concerned CA and CFA stream EHSS, Admin CA, CFA

5.3 Carryout the CFSA as per schedule, enter Concerned Concerned CSM TT Information
the data and recommend corrective action CA, CFA CA, CFA through
through portal and follow-up till the portal
completion.

6.0 Periodic evaluation

6.1 Carryout periodic evaluation as per the Concerned Concerned CSM TT Information
annexure 6 check list point CA, CFA CA, CFA through
portal

6.2 Recommend upgradation, down gradation Concerned Concerned CSM TT Information

of Contractors score to SCM CA, CFA CA, CFA through
portal

6.3 Make changes in the score SCM SCM CSM TT, Information
EHSS, I and P through
Work stream portal