REPORT APRIL

423-02 2017

Guide to preparing HSE plans

and Bridging documents
Supplement to Report 423

improve partner
Acknowledgements
IOGP Safety Committee.

Photography used with permission courtesy of

BP p.l.c. and Maersk Oil - Photographer Morten Larsen (Front cover)
©mikeuk/iStockphoto (Back cover)

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 REPORT APRIL
423-02 2017

Guide to preparing HSE plans

and Bridging documents
Supplement to Report 423

Revision history

VERSION DATE AMENDMENTS

Some of this guidance was included in version 2 of Report 423

1.0 April 2017
as an Appendix, but now is provided as a standalone document.
Guide to preparing HSE plans and Bridging documents 4

Contents

Scope 5

1. HSE Plan 6
1.1 What is an HSE plan? 6
1.2 Developing an HSE plan 6

2. Bridging document 10
2.1 What is a Bridging document? 10
2.2 Developing a Bridging document 10

Annex A – HSE Plan Checklist 13

Guide to preparing HSE plans and Bridging documents 5

Scope

This report is a supplement to IOGP 423, HSE management – guidelines for working
together in a contract environment.

It contains additional guidance to Report 423 on developing HSE plans and

Bridging documents.
Guide to preparing HSE plans and Bridging documents 6

1. HSE plan

1.1 What is an HSE plan?

An HSE plan defines what should be in place during the life cycle of the contract
and the steps required to be taken, by whom and by when in order to meet client
and contractor requirements.

The HSE plan is an important reference document for the contracting process and
should form part of the agreement at award. It may be a standalone document or
it may be incorporated in a broader contract plan. It is a document that resides
within the activity/project contract management system documentation (which
governs the activity and the contract), to demonstrate how the HSE management
system should be implemented for the contracted scope of work.

An HSE plan demonstrates how:

• the contractor or subcontractor has an effective HSE-MS applicable to the
specific work contracted appropriate to the complexity and the phase of the
contract execution
• risks, impacts or threats related to occupational health and safety,
environmental and social responsibility, process safety, quality and security
associated with the contracted work have been identified, assessed and
should be controlled by the implementation of control measures where and
when required
• the responsibilities for the execution and maintenance of all control and
recovery measures relating to the contracted work are assigned to specific,
named persons throughout the life cycle of the contract, and
• risks have been evaluated and measures taken to eliminate or reduce the
risks to an acceptable level that is As Low as Reasonably Practicable.

1.2 Developing an HSE plan

1.2.1 Process
In the tender package (at the start of Phase Three, Tender and award − refer to
IOGP 423), the client requests that a tenderer prepare an HSE plan appropriate for
the client’s requirements, the scope of work, contracting mode, risk, etc. Clients
should also outline the level of detail in the plan that is expected to be submitted
as part of the tender response.

The HSE plan is then prepared by a tenderer and reviewed and updated together
with the Client in preparation for contract award. After award, audits or reviews
may be conducted against the HSE plan.
Guide to preparing HSE plans and Bridging documents 7

An HSE plan should continue to be reviewed and updated throughout the contract
life cycle, all the way through to Phase 8, Final evaluation and close-out report.

1.2.2 Using the HSE Plan Checklist

Annex A provides an HSE Plan Checklist that can be used as a tool for developing
an HSE plan. It is based on IOGP Report 510, Operating Management System
Framework, which provides a structured and organized framework for processes
and practices (e.g. sub-systems, plans and procedures) that a company
implements to meet the Expectations of the OMS.

This checklist is designed to help clients and contractors identify the topics that
should be included in the HSE plan, but the checklist itself should not become
a part of the plan. The checklist can also be used when conducting audits and
reviews of its implementation.

Structure of the HSE Plan Checklist available in Annex A

Required? Yes/No

Exists? Yes/No

If not
Responsibility
available
Item

Check Item Client or

When is it
Contractor
needed?

Section 1: Commitment and accountability

1.1 Managers have specific responsibilities
and their behaviours set the tone
for the contract organization. They
foster commitment to HSE issues
through positive leadership qualities
and behaviours ensuring a culture is
developed and maintained to enable
safe, reliable, responsible operations
and continuous improvement.

A client can start by filling the ‘Required? Yes/No’ column in the checklist and
include that in the tender package (see IOGP 423, section 3.1). A tenderer can then
use it to prepare the initial HSE plan to submit with their tender response. During
pre-award clarifications (see IOGP 423, section 3.4), client and tenderer can work
through the checklist together as they review the HSE plan to ensure there is a
common understanding of agreed responsibilities.
Guide to preparing HSE plans and Bridging documents 8

The format of the checklist provides for certain HSE management processes and
practices to be developed by the client or the lead contractor. The decision by the
client or lead contractor to provide these will typically be based on:
• the capability assessment, i.e. identification of gaps between the client’s
minimum requirements and its evaluation of the maturity of the contractor’s
HSE-MS and of the contractor’s HSE culture in relation with the criticality of
the work
• the review and pre-award clarifications of the HSE plan at tender stage
• the degree to which each party will be involved in HSE management, e.g. the
contract mode
• specific HSE management controls exercised by client or contractor, and
• risk elimination or reduction control/barriers (prevention, detection, control,
mitigation and emergency response) mutually agreed upon by client and
contractor as the means for working together in the contract environment.
• need for HSE plan for frame agreement or Master Service Agreement (MSA)
or only call-offs

HSE management processes and practices that are required, but not available, will
be identified in the HSE plan together with specific actions, target dates and action
parties.

1.2.3 Typical layout and content

A typical HSE plan could include the following sections:

Section 1 Executive summary

Section 2 Introduction and contract HSE plan objectives

Section 3 Scope of and schedule of Work/Activity/Project

Section 4 HSE Management System. Description of how the management

system is applied within the contract, including interfaces,
and should be arranged based on the Elements found in the
contractor’s management system, e.g. the ten Elements of the IOGP
OMS Framework

Section 5 Risk Management (hazards and effects) and HSE Critical Elements.
Main control measures

Section 6 Emergency Response

Section 7 Performance Monitoring, Reporting and Continuous Improvement.

Guide to preparing HSE plans and Bridging documents 9

Contract scope specific HSE risks initially identified by client can be further
assessed by working through the HSE plan checklist provided in Annex A, and
these specific HSE risks then be addressed in the HSE plan.

The HSE plan should not be a replication of the contents of the management
system(s) documentation to be used for the contracted scope of work. It should
describe and demonstrate how this system will be implemented within the Contract
scope. The final document should be as clear and concise as possible so that it is
utilized by both management and the workforce.

For example, the management system will provide the processes and practices for
performing risk assessment but the plan should provide the program/timeline for
performing the risk assessment tasks and should document the result of the risk
assessment tasks for the activities within the scope of the contract, i.e. the risk
register and the selected control measures, etc.

For example, after going through the checklist, the following might be highlighted
as some of the key items to be addressed in the plan to include, for a sample
scope of work:
• description of the scope and work plan
• results of the risk assessment conducted as per requirements formulated in
selected HSE-MS
• applicable controls and procedures etc.
• identified stakeholders and what will be done to manage these
• recruitment and job induction training processes
• logistics, supply chain, transport modes and routes
• meeting schedules
• inspection schedules
• KPIs for the scope
• reporting process (daily, weekly, monthly)
• waste management
• grievance procedure.
Guide to preparing HSE plans and Bridging documents 10

2. Bridging document

2.1 What is a Bridging document?

Bridging documents are needed when all or part of the scope of work is to
be performed by using the contractor’s OMS, on the basis that it meets the
requirements of the client’s OMS. Bridging between client and contractor
management systems is normally only required for Mode 2 and 3 contracting,
although some form of interface document may be required for Mode 1 contracting.

The benefit of this approach is to allow the contractor’s staff to follow their
own company OMS and associated processes and practices without having to
change their approach to work with contract changes.

2.2 Developing a Bridging document

A Bridging document should be developed in three steps.

Step 1 – During Phase Three: Tender and award

When a client requires an interface and/or bridging document, the instruction
to prepare one should in the tender package together with a template the HSE
interface document. This is to be completed by the contractor and included in
the tender submission. The template can be the client’s OMS Elements and the
expectations associated to each individual Element based on HSE plan checklist
relevant for the scope. The Contractor would use it to document how its own OMS
and its application to the work will meet the client’s expectations.

The HSE interface information should provide a list of the contractor’s specific HSE
policies, processes and practices that the contractor proposes to follow during the
work activity.

The client should review the HSE interface document in order to assess the
adequacy of the contractor proposal. It might be necessary for the client to refer
back to the earlier HSE capability assessment activity.

Step 2 – A
 fter the award of contract – at the pre-mobilization and
mobilization phases
At Phase Four, Pre-mobilization, the interface information provided should be
reviewed for completeness by both the selected contractor and the client. The
primacy of the contractor’s and subcontractor’s approved procedures and/or client
procedures should be defined by the client taking into consideration the totality of
Guide to preparing HSE plans and Bridging documents 11

identified activities and to avoid joint responsibilities. This will happen in parallel to
finalizing the HSE plan.

Once agreed, the interface document would be known as the HSE bridging
document and may become part of the HSE plan. The HSE bridging document
should be jointly signed and becomes part of the agreed formal contractual
documentation (Section 5 of the HSE plan, as described in Report 423-02).

Table 1 illustrates a possible format for HSE bridging documents which,

in addition, will need a version control and approval facility.

Table 1. Bridging document template

Client Client Contractor Gaps to be Document Comments

requirements reference reference bridged primacy
document/ document/
section section
2.1 HSE 2.1.1 001.1 None Contractor None
leadership Client HSE Contractor
leadership QHSE
policy Policy
001.2 None Contractor None
Contractor
QHSE
Practice
0012.2 None Contractor None
Contractor
Leadership
inspection
guide
001.2.3 Contractor Contractor None
Contractor document
Leadership needs to define
inspection management of
protocol observed non-
conformances
2.2 Management
System
2.3 Risk
Assessments
2.4 Plant,
Equipment, tools
& materials
2.5 Personal
safety
Guide to preparing HSE plans and Bridging documents 12

Step 3 – During the execution of the contract

Any change to the scope of work arising during the execution of the work should
be reviewed to ensure that it is covered by the agreed HSE bridging document.
Changes to agreed bridging arrangements should be part of a formal MoC.

In the case of complex contract hierarchy, it is possible for bridging documents

to be developed at different levels. For example, for global contracts it is
possible for a high level global HSE bridging approach to be defined and for
location/work-specific detailed HSE bridging documents to be developed
(often termed “local call-offs”).
 Guide to preparing HSE plans and Bridging documents 13

Annex A – HSE Plan Checklist

The following generic checklist can be applied by clients in Mode 1 or the

contractor operating in Mode 2 or 3.

Required? Yes/No

Exists? Yes/No
If not
Responsibility
available
Item

Check Item Client or

When is it
Contractor
needed?

Section 1: Commitment and accountability

1.1 Managers have specific responsibilities and their behaviours set the
tone for the contract organization. They foster commitment to HSE
issues through positive leadership qualities and behaviours ensuring
a culture is developed and maintained to enable safe, reliable,
responsible operations and continuous improvement.
1.2 The workforce is committed to performing activities in accordance
with company policies, standards and objectives, and in compliance
with external requirements.
1.3 Accountabilities are clearly defined and aligned with job
responsibilities, authority levels and performance objectives.
1.4 Active management participation in the HSE plan, follow-up of
activities, including worksite visits, participation in audits, event/
incident investigations and management reviews.
1.5 Communication and engagement mechanisms are established
and sustained to ensure clear and consistent reinforcement of HSE
performance for the contract. Responsibility is assigned for prompt,
appropriate and engaging communication to those involved in
delivering HSE performance.
1.6 Actions to address gaps in contract organizational leadership or
accountability identified through audit findings and event/incident
investigation.
1.7 The HSE plan with associated HSE-MS and contract specific
procedures is in place across the contract organization, with priorities
established, authorities and accountabilities assigned, and resources
allocated.
1.8 Contract responsible should be accountable for the oversight and
coordination of activities within the scope of the HSE plan. They
should also be accountable for monitoring effectiveness.
Section 2: Policies, standards and objectives
2.1 Contractor has standards that make reference to the importance
of HSE risk-based management and commitment. They establish
risk-based requirements, including the commitment to comply with
applicable regulatory, client or other requirements.
2.2 Standards and objectives are authorized by the highest level of
management/organization appropriate to the contract.
 Guide to preparing HSE plans and Bridging documents 14

Required? Yes/No

Exists? Yes/No
If not
Responsibility
available
Item

Check Item Client or

When is it
Contractor
needed?

2.3 Standards and objectives are established to manage specific projects,

contract operating activities and local issues, and are consistent with
those of company level as required.
2.4 Where different entities operate on the same facilities (including joint
venture partnerships), Standards and objectives are harmonized to
ensure a consistent message and application.
2.5 Deviations from standards and objectives are reviewed, subject to
deviation/exemption process, and documented and approved by a
competent authority for the contract.
2.6 The contract HSE plan is the prime reference for all applicable
standards relating to the contract.
2.7 HSE standards identify minimum criteria for achievement of contract
objectives.
2.8 Standards and objectives are defined, documented and
communicated across contract organization levels (including
subcontractors) to address applicable aspects of contract activities
throughout their life cycle.
2.9 HSE Policies, standards and objectives are made available and
understandable to all contract personnel and subcontractors.
2.10 Programmes, initiatives or campaigns developed at an appropriate
level of the contract to meet short and long-term objectives.
They should have clear responsibilities and timelines, and have
measureable success criteria. Programmes should stress
communication, in an appropriate language, and accessibility of
HSE Policies, standards and objectives to the workforce including
subcontractors.
2.11 Confirmation that HSE Policies, standards and objectives have
been reviewed on schedule by a competent authority, subject to
management of change (MoC), with changes documented and
approved.
2.12 Processes to gather and consolidate feedback on HSE Policies,
standards and objectives applicability and effectiveness, identifying
shortfalls against contract expectations. Feedback (whether
attributed or anonymous) can be from the workforce to contract
responsible.
2.13 Documentation to clearly demonstrate that approved deviations and
exemptions from HSE Policies, standards and objectives are regularly
risk-assessed and reviewed
2.14 Documentation and regular review of a compliance register (or
equivalent) of applicable regulatory and other requirements relative
to the contract.
2.15 The contract HSE plan indicates minimum objectives for health,
safety, environment, security and social responsibility.
2.16 Objectives include measureable success criteria based on continuous
improvement; maintaining standards; or compliance with policy,
regulatory or other requirements.
 Guide to preparing HSE plans and Bridging documents 15

Required? Yes/No

Exists? Yes/No
If not
Responsibility
available
Item

Check Item Client or

When is it
Contractor
needed?

Section 3: Organization, resources and capability

3.1 Documented contract organization with defined responsibilities,
accountabilities and authorities to effectively implement the HSE plan
and ensure compliance with legal, client and other requirements
relative to contract and contract life cycle.
3.2 The HSE organization chart to clearly show the current relationship
between functions, activities and individuals (job titles and roles). A
system should also be in place so this data is continually updated.
3.3 Workforce strategy is defined.
3.4 Management of change (MoC) process in place to assess, mitigate
and review actual and potential risks, as well as impacts on operating
activities in case of organizational or significant changes to any
aspect of the operation during contract life cycle.
3.5 A regularly updated plan – including actions to support management
of change (MoC) – should be established to ensure people in identified
critical roles can be replaced if they retire, transfer or leave their role.
Similar plans should be established by suppliers and contractors.
3.6 A competence assurance process exists to screen, select, train and
conduct ongoing assessment of the qualifications, fitness-for-task,
enabling behaviours, and supervisory needs and abilities of the
workforce to meet specified job requirements.
3.7 The contract organization has mechanisms and programmes for joint
participation and management consultation within the workforce,
including safety delegate service or ombundsman as per legal
requirement.
This supports involvement in areas including planning, risk
assessment and control, HSE performance, continuous improvement
and management of change (MoC).
3.8 Workforce representation on development of policies, standards and
objectives relative to contract and contract life cycle.
3.9 Involving and supporting contractors who are part of the workforce,
as well as suppliers of goods and/or services, again both inside the
company or external.
3.10 Efficient and timely training programmes, with periodic review
to meet contract HSE objectives and applicable legal or other
HSE requirements are in place for contract personnel (including
contracted personnel) such as:
• managers at all levels who will plan, monitor, oversee and
carry out the work including development of management and
communication skills
• supervisors at all levels who will plan, monitor, oversee and carry
out the work
• HSE specialists. They are verified to be competent in their allocated
roles. HSE critical teams (fire, first aid, Medevac) are given specific
training for the likely situations they may encounter during the contract
• HSE staff
• employees.
 Guide to preparing HSE plans and Bridging documents 16

Required? Yes/No

Exists? Yes/No
If not
Responsibility
available
Item

Check Item Client or

When is it
Contractor
needed?

3.11 HSE training includes:

A. knowledge of basic industrial HSE management and rules;
security; social responsibility; emergency arrangements;
transport; first aid; work procedures PTW, JSA; hazard
awareness; stop work authority STOP; legislative requirements
B. incident reporting, investigation and audit as appropriate
C. the correct use of PPE and other protective equipment
D. instructions and information on any specific risk factors and risks
arising out of the nature of the contracted activities
E. an orientation for all personnel, especially for new recruits and
visitors to the work site.
3.12 HSE training is continuously assessed for effectiveness, employee
feedback is used.
3.13 Tools to identify and access HSE specific resources, skills and
knowledge are in place for large or complex organizations based in
multiple locations.
3.14 Competencies required for the individual roles and jobs within
the contract teams are clearly defined, including specific contract
requirements appropriate for the work to be conducted. Records are
maintained of all training and orientation provided.
3.15 Measures are in place to review individual’s or contract team’s
capability and address temporary any gaps.
3.16 Managers provide support to ensure time and resources are available
for HSE training.
3.17 System is in place to allocate appropriate and sufficient internal and
external resources to meet contract HSE objectives.
3.18 A suitable contractor management process or system used for
subcontractor assessment, interfacing to meet contractor’s and
client’s requirements. Subcontractors performance is used to assess
HSE capability of subcontractors. Subcontractor list maintained.
3.19 HSE capability and capacity of the contract’s labour force, suppliers
and contractors has been assessed and documented. Contractor
maintains a record of subcontractors’ performance.
3.20 Plans for people identification of contract HSE critical roles and how
they can be replaced if they retire, transfer or leave their role for
other reasons amongst suppliers and contractors is established.
3.21 HSE specific training, tools and initiatives to improve the risk
awareness and performance of suppliers and contractors who
provide goods and services relative to the contract are provided.
3.22 HSE training of managers and workers responsible for contracting
activities and oversight of contractors is provided.
3.23 Interfaces and other bridging mechanisms for contract activities
involving multiple parties using different management systems are
agreed up on. The HSE plan identifies and shows that Subcontractors
are well integrated into the contract.
 Guide to preparing HSE plans and Bridging documents 17

Required? Yes/No

Exists? Yes/No
If not
Responsibility
available
Item

Check Item Client or

When is it
Contractor
needed?

3.24 Alignment and relevant gaps (including roles, responsibilities

and actions) in the different management systems of the contract
participants have been identified and documented.
Section 4: Stakeholders and customers
4.1 Stakeholders, including local communities, are identified and
relationships relevant for contract activities are established.
4.2 Stakeholder mapping established including significant stakeholder
groups; partners, employees, suppliers, local communities,
regulators, non-governmental organizations and trade associations.
4.3 Stakeholder mapping provided as a starting point for communication,
active engagement, actions, planning and regular review with relation
to contract activities.
4.4 Local community engagement plans established including:
A. inclusion of diverse and vulnerable groups and sub-groups in the
community
B. early communication and response to assessment and
mitigation of potential risks, impacts or threats related to safety,
environmental, health, social or security issues
C. confirmation of compliance with stakeholder requirements where
appropriate
D. documentation of commitments and agreed actions, including
partnerships, local content and other sustainable development
and community relations initiatives
E. awareness of emergency and preparedness planning so if there
is an incident, all necessary actions protect company people and
assets, the community and the environment
F. monitoring and follow-up throughout the life cycle of contract
activities
G. accessible mechanisms to register complaints and resolve
conflicts or grievances.
4.5 Processes are in place to assess, manage and engage with
customers and other stakeholders regarding life cycle risks and
opportunities associated with the contract’s products and activities.
This includes compliance with regulatory requirements.
4.6 HSE risk management integrated into contract activities,
i.e. incorporation of specific health, safety and environment (HSE),
social responsibility and security criteria, such as:
A. processes to ensure regulatory compliance as appropriate
B. communication of risks associated with the services provided or
with the product, including its foreseeable misuse
C. a way to deal with non-conformities and complaints.
 Guide to preparing HSE plans and Bridging documents 18

Required? Yes/No

Exists? Yes/No
If not
Responsibility
available
Item

Check Item Client or

When is it
Contractor
needed?

4.7 Sources of internal and external HSE expertise established to provide

support for contract relevant products provided through company’s
value chain, particularly in the areas of:
A. handling and transport of raw materials, intermediates and final
products
B. waste management—handling, disposal and recycling of
materials
C. health, safety and environment (HSE) hazard mitigation of
materials, including acute and chronic toxicity and environmental
effects of substances
D. cumulative risk consideration during the product life cycle
E. compliance with product and chemical regulations in countries
and regions where the products are supplied
F. product information, including labelling and safety data sheets
(SDS)
G. Quality assurance and control (QA/QC) of the contract’s products.
4.8 Positive relationships are established with stakeholders and client.
Active two-way communication and engagement, seeking feedback
on performance and responsiveness to their needs at any point in the
contract life cycle, including appropriate emergency response.
Section 5: Risk assessment and control
5.1 Processes and methods are in place to manage HSE risks to an
acceptable level for the scope of contracted activities including:
A. Managing risk and determining risk acceptability is in alignment
with client expectations and requirements
B. Preferred methods for undertaking risk assessments
C. Links between the contract organization’s objectives and policies,
and the risk management process
D. Accountabilities and responsibilities for managing contract HSE
risk
E. Dealing with conflicting interests
F. Committing appropriate resources to support those accountable
and responsible for managing HSE risk
G. The way risk management performance will be measured and
reported
H. Commitment to review and improve risk management and
associated processes periodically, and in response to an event or
change in circumstances.
5.2 Hazards, effects, impacts, threats and other vulnerabilities have
been identified. Assessment of the associated contract HSE risks to
determine significant risks have been documented including; effective
controls/barriers to eliminate or reduce risks, to prevent escalation,
mitigate consequences and facilitate recovery to be implemented with
respect to each risk.
 Guide to preparing HSE plans and Bridging documents 19

Required? Yes/No

Exists? Yes/No
If not
Responsibility
available
Item

Check Item Client or

When is it
Contractor
needed?

5.3 Contractor ensure no contracted operation is performed without a

specific risk assessment.
5.4 Contractor monitor all control and mitigation measures are in place
before performing any contracted operation.
5.5 Contractor manage changes and assess associated risks, e.g.
temporary/permanent changes that affect the contract organization,
activities, assets, operations, products, plans or procedures.
5.6 Vulnerabilities and non-conformities are recognized, including
deviations from contract operating procedures or weak signals that
provide indications of potentially increasing HSE risk.
5.7 Learning from incidents, events, non-conformities and good practices
from internal and external sources are incorporated into contract risk
assessments.
5.8 Risk control and regulatory compliance plans necessary to manage
‘normal’ contract conditions, should:
A. include responses to issues including health, safety and
environment (HSE), community engagement, environmental
discharge, biodiversity and waste management
B. Be fit for purpose for the contract need, the organizational
complexity/autonomy, and the specific context and regulatory
framework in which the contract operations are located.
Sub-section 5A: Health - Risk assessment and control
5.9 Address risks related to ill health including; effective controls/
barriers to eliminate or reduce risks, to prevent escalation, mitigate
consequences and facilitate recovery to be implemented with respect
to each risk are documented. These have been communicated to
contract personnel.
5.10 A Health Management Plan has been established, if relevant, for the
contract (part of HSE plan) including:
A. Health Risk Assessment
B. Industrial Hygiene and Ergonomics
C. Medical Emergency Management
D. Management of Illness
E. Fitness for Work Assessment and Health Surveillance
F. Health Impact Assessment
G. Health Reporting and Record Management
H. Health Promotion.
 Guide to preparing HSE plans and Bridging documents 20

Required? Yes/No

Exists? Yes/No
If not
Responsibility
available
Item

Check Item Client or

When is it
Contractor
needed?

Sub-section 5B: Safety – Risk assessment and control

5.11 Safety risks including; effective controls/barriers to eliminate or
reduce risks, to prevent escalation, mitigate consequences and
facilitate recovery to be implemented with respect to each risk are
documented. These have been communicated to contract personnel.
5.12 A Safety Management Plan has been established, if relevant, for the
contract (part of HSE plan) including:
A. implementation of risk reduction measures according to the As
Low as Reasonable Practicable (ALARP) principle
B. HSE best practices used in contract so that construction, testing,
installation, maintenance and normal production activities can be
carried out in a safe manner.
5.13 Documentation of Contractor’s own construction feasibility studies
and of participation by contract management and employees, safety
delegate or ombudsman
5.14 Review of constructability analysis, if relevant, to ensure that the
design of the contract object promotes a satisfactory HSE standard
during construction, in particular:
A. Accessibility with respect to installation, lifting and cutting

B. Arrangement and installation sequence with regard to lifting
capacities, access, ergonomics, etc.

C. Production methods and access for welding, grinding, shot
blasting, surface treatment and cleaning

D. Selection and handling of materials and equipment

E. Selection, handling and use of chemicals
F. Selection of method, tools and production equipment etc. bearing
in mind noise, dust, temperature, pollution, vibration, weight and
other physical/chemical strains
G. Possibility of using fixed installations, eg. for lifting, access,
ventilation and lighting in the construction phase

H. Plan and arrange for temporary equipment/support systems,
such as access, ventilation, lighting, heating, water, production
gases, air, electricity, waste handling, firefighting and other safety
equipment, storage space, etc.
5.15 Planning and implementation of identified construction feasibility
analysis’ compensatory measures before construction activities
commence
 Guide to preparing HSE plans and Bridging documents 21

Required? Yes/No

Exists? Yes/No
If not
Responsibility
available
Item

Check Item Client or

When is it
Contractor
needed?

5.16 PPE system ensuring:

• the identification of statutory PPE requirements associated with
assessed risks
• the assessment of the need for PPE and its suitability
• procedures to record the issue of PPE and a follow up system of
inspection and replacement/recertification
• procedures to check that PPE storage is adequate and secure and
that stock is maintained as necessary
• procedures to check that PPE is issued and used correctly.
• a schedule with defined criteria for PPE renewal/replacement
• a procedure for re-certification of PPE as appropriate and
necessary.
5.17 All protective and rescue equipment that is provided is fit for purpose.
5.18 Dropped object management for construction and installation
activities ensuring:
• prevention of dropped objects
• risk assessment performance in preparation for operations (work
at height/over sea, crane/lifting, wind/weather conditions, testing)
• use integrated solutions/barriers
• use of best/recommended practice
• equipment designed to withstand the environment
• safe working conditions and maintenance access
• adequate inspections on worksites of permanent and temporary
equipment at height
• dropped object protection plan.
5.19 A road transport journey management plan is in place, which
includes the authorization of different types of journeys, the roles and
responsibilities of individuals, and covers the recovery in the event of
a problem.
5.20 For operations that take place in variable weather and environmental
conditions, a table of acceptable conditions is established, also known
as a Manual, or Matrix, of Permitted Operations (MoPO), outside of
which operations may not take place.
Sub-section 5C: Environmental – Risk assessment and control
5.21 Risks related to local and global environmental impact including;
effective controls/barriers to eliminate or reduce risks, to prevent
escalation, mitigate consequences and facilitate recovery to be
implemented with respect to each risk are documented. These have
been communicated to contract personnel.
 Guide to preparing HSE plans and Bridging documents 22

Required? Yes/No

Exists? Yes/No
If not
Responsibility
available
Item

Check Item Client or

When is it
Contractor
needed?

5.22 An Environment Management Plan has been established, if relevant,

for the contract (part of HSE plan) including:
A. implementation of risk reduction measures according to the Best
Available Techniques (BAT) and Best Environmental Practice (BEP)
B. Best Available Techniques (BAT) used in Contract so that
construction, testing, installation, maintenance and normal
production activities can be carried out in an environmentally
friendly manner
C. emission and spill management
D. use/substitution/discharge of chemicals and chemical
composition in imported materials and substances
E. radiation
F. energy efficiency (carbon footprint)
G. waste management
H. transport of dangerous goods.
Sub-section 5D: Security – Risk assessment and control
5.23 Risks and threats related to security of people, assets, information
and reputation including; effective controls/barriers to eliminate
or reduce risks, to prevent escalation, mitigate consequences and
facilitate recovery to be implemented with respect to each risk are
documented. These have been communicated to contract personnel.
5.24 A Security Management Plan has been established, if relevant, for the
contract (part of HSE plan) including:
A. compliance with the Voluntary Principles on Security and Human
Rights (VPSHR)
B. legislation and local expectation
C. capability and intent of local criminal/terrorist elements
D. vulnerability and attractiveness of contract assets to criminal/
terrorist elements
E. physical protection measures
F. information protection measures
G. personal protection measures.
5.25 A memorandum of understanding on security co-operation has
been agreed with the host authorities in order to describe the
arrangements and responsibilities for managing security.
Sub-section 5E: Social Responsibility – Risk assessment and control
5.26 Risks related to social impact (social responsibility to employees, the
local community and other stakeholders) including; effective controls/
barriers to eliminate or reduce risks, to prevent escalation, mitigate
consequences and facilitate recovery to be implemented with respect
to each risk are documented. These have been communicated to
contract personnel.
 Guide to preparing HSE plans and Bridging documents 23

Required? Yes/No

Exists? Yes/No
If not
Responsibility
available
Item

Check Item Client or

When is it
Contractor
needed?

5.27 A Social responsibility Management Plan has been established, if

relevant, for the contract (part of HSE plan) including:
A. social aspects, people’s livelihoods, access to resources or land
B. resettlement of indigenous people, or loss of livelihood, if
applicable, in line with stakeholder and community expectations
C. consultation with, and provision of information to, affected
communities by contract activities, recognizing the limitations
within the host country (language, culture, educational levels,
poverty levels, gender restrictions)
D. prevention of human rights violations.
Section 6: Asset design and integrity
6.1 Baseline information and results of risk assessments are used as
input to location, design or selection decisions for contract activities.
6.2 Criteria, specifications and standards for the design, construction/
selection, commissioning, modification and decommissioning of
contract associated facilities, equipment and materials are defined to
address risks and verify conformity throughout their life cycle.
6.3 Procedures to ensure facilities and/or equipment are operated within
defined design and operating limits at all times are established,
maintained and communicate to contract personnel who operate,
maintain, inspect and manage them.
6.4 Processes are in place to identify and manage HSE critical risk
controls/ barriers to prevent a major incident.
6.5 Processes to maintain, replace, test, inspect, calibrate, certify and
verify performance of contract associated facilities and equipment to
ensure safe operations. These activities are performed at frequencies
appropriate to the level of risk, and deviations from specified criteria
are managed.
6.6 An accessible register of contract associated HSE critical facilities or
equipment and their minimum performance criteria including:
A. any long-term effects that might degrade integrity, and the
expected rate of degradation of static equipment
B. inspection intervals and acceptance criteria
C. identification of the technical authority responsible for establishing
the performance criteria for the facility, component or equipment
D. process engineering flow schemes/process and instrumentation
diagrams
E. safety alarms documentation showing the basis for operation
F. plot plans
G. hazardous areas classification
H. Each individual piece of equipment is uniquely identified, and
referenced to the appropriate standard
I. Where required the classification, licensing authority, test
certificates are clearly identified
 Guide to preparing HSE plans and Bridging documents 24

Required? Yes/No

Exists? Yes/No
If not
Responsibility
available
Item

Check Item Client or

When is it
Contractor
needed?

6.7 Where tradesmen provide their own equipment as part of a

contracted-in situation, then such equipment is included in
assessment and inspection, to assure they comply with contract
specifications.
Section 7: Plans and procedures
7.1 Plans and procedures relevant to contract activities are established,
documented and maintained in accordance with identified legal
and other requirements in line with the risk level defined by
the organization and the required risk controls. Procedures are
consistent with client requirements and cover; health; safety;
environment; security and social responsibility.
7.2 HSE critical activity procedures are available and should:
A. provide clear guidance on how to perform the related tasks safely
and reliably
B. ensure that each step has been carried out and often include a
checklist of actions
C. be developed by specialists. These are controlled documents
D. ensure any deviation from them requires MoC. A record is
maintained of all deviations authorized
7.3 Work instructions relevant for contract activities are available to all
employees including Subcontractors and include:
A. simple, clear and often brief documented directions on how a task
is conducted by individuals or teams at workplace level
B. issued in accordance with the risk controls within defined plans
and procedures, which typically address activities involving
many tasks
C. available in employee’s own language and/or communicated
verbally and be supported by written directions to a trained and
competent member of the workforce
D. specifying monitoring requirements and the need for protective
measures or other controls.
7.4 Contract specific HSE plans and procedures, including revisions, are
subject to approval at an appropriate level of authority.
7.5 Contract specific HSE plans and procedures are supported
by guidance and training as appropriate to enable effective
implementation by competent resources.
7.6 Processes are in place to ensure the latest version of an approved
contract specific HSE plan or procedure is available at point of use.
7.7 HSE plan includes, or make reference to, a contractor led verification
plan as per IOGP 423.
 Guide to preparing HSE plans and Bridging documents 25

Required? Yes/No

Exists? Yes/No
If not
Responsibility
available
Item

Check Item Client or

When is it
Contractor
needed?

7.8 An emergency preparedness and response plan (ERP) has been

established, if relevant, for the contract (part of HSE plan) including
procedures for:
A. personnel refuge, evacuation, rescue and medical treatment
B. prevention, mitigation and monitoring of environmental effects of
emergency response
C. communication with authorities, relatives and other relevant
parties
D. mobilization of company equipment, facilities and personnel, as
well as third party resources
E. oil spill response
F. evacuation from country/region, i.e. evacuation arrangements
which are commensurate with the in-country risk and which
recognise the logistical difficulties of the locus of operation,
particularly where this might be a remote location in a difficult
country.
7.9 Effective training, practice drills, emergency equipment maintenance
and continuous improvement in place.
7.10 Sufficient resources and response equipment, as well as the means
to communicate with all affected stakeholders if an incident occurs in
place.
7.11 A business continuity plan (BCP) complementing ERP for provision
of effective prevention, necessary redundancy, and recovery for the
contract organization, while maintaining system integrity and value
chain commercial activities relative to the contract.
7.12 BCP describing: How physical and human resources will be deployed
during and following a threat such as a security incident, information
technology failure or disease epidemic.
7.13 Clear identification of client, contractor and third parties’ role and
responsibilities in contingency, emergency, crisis and continuity
management situations applicable for the contract.
7.14 An appropriately manned response centre is set up to co-ordinate
contingency, emergency, crisis and continuity management
responses.
7.15 All personnel are made aware of contract contingency, emergency,
crisis and continuity management procedures and their individual
roles and responsibilities in the different situations. Instructions are
available and understood in the language of the individuals.
 Guide to preparing HSE plans and Bridging documents 26

Required? Yes/No

Exists? Yes/No
If not
Responsibility
available
Item

Check Item Client or

When is it
Contractor
needed?

Section 8: Execution of activities

8.1 Processes are in place to prepare for contract activities and ensure
operational readiness and integrity of systems before commencing
work, and to confirm interfaces/handovers are established:
A. ‘tool-box talks’ and job safety analysis (JSA)
B. last-minute risk assessment or personal task risk assessment
C. observation and intervention by supervisors (e.g. as part of the
verification plan activities)
D. behaviour based safety (BBS) tools to reinforce positive actions
and consolidate information for analysis and organization-wide
learning
E. operational readiness reviews (ORRs) documenting intentions,
roles and responsibilities; where and when readiness activities
should be carried out; technical issues that should be addressed;
and the necessary technical expertise of personnel
F. Pre-start-up review subset of ORR to ensure health, safety and
environment (HSE) and other relevant measures are in place and
working as per design
G. Permit to work system (PTW) for high risk activities with potential
health, safety and environment (HSE) consequences also taking
account of ‘simultaneous operations’. The permit details the work
to be done and the controls and other precautionary measures to
be applied. Any MoC, if applicable, is referenced to PTW and LOTO
requirements during maintenance work and periods of temporary
change
H. fatigue management taking into account the influence of
circumstances outside of work, shift rotations and working
conditions
I. fitness to work identifying, assessing and managing risks
associated with tasks that place specific physical or psychological
demands on contract employees.
8.2 Processes are consistently applied to ensure contract activities and
tasks are executed as prepared.
8.3 Suitable and sufficient supervision exists to confirm each contract
activity and/ or task is executed in compliance with the plans and
procedures and delivers the expected outcome.
8.4 A stop work authority culture and process whereby it is clearly
everyone’s duty to stop work during a contract activity in the event
of an unsafe condition or act that could affect personnel and/or the
environment is maintained. Contract personnel are empowered to
stop a job until the problem is corrected.
8.5 Feedback on performance and behaviour is sought and acted upon
for contract activities. Good performance and positive behaviours are
recognized, reinforced and rewarded. Processes in place to manage
inadequate performance or unacceptable behaviour.
 Guide to preparing HSE plans and Bridging documents 27

Required? Yes/No

Exists? Yes/No
If not
Responsibility
available
Item

Check Item Client or

When is it
Contractor
needed?

Section 9: Monitoring, reporting and learning

9.1 Processes are in place to monitor, measure, check, validate and
record characteristics of contract operations, products and HSE plan
(and verification plan if separate document) to ensure implementation
and compliance with the HSE-MS and achievement of its objectives.
These include:
A. learning from incidents, events and non-conformities from both
internal and external sources
B. implementation of appropriate remedial actions (with application
of MoC as appropriate) to address event causes, strengthen risk
controls/barriers and prevent recurrence
C. checking of closure of actions or plans.
9.2 HSE plan includes monitoring of:
A. number of stakeholder grievances received for contract and
closure of actions to address concerns (e.g. concerns of local
communities)
B. Contract related overdue inspection and maintenance, and
unscheduled downtime
C. status of contract critical risk controls/barriers that prevent major
incidents
D. activities (exercises, drills, response times) related to contract
emergency response, crisis planning and business continuity
E. conformity with contract work controls (e.g. job planning, permit
to work, work authorization)
F. frequency and results of contract observations of work tasks
G. timely closure of contract follow-up actions identified through
work control monitoring or task observations
H. contract HSE-MS processes are effectively implemented,
consistently complied with and
I. controlling assessed HSE risks
J. the timeliness of corrective and preventative contract action
implementation
K. trends, including repeat findings and significant new findings of
contract activities and operations
L. the ongoing suitability of documentation for addressing assessed
risks including non-routine or abnormal situations, simultaneous
activities, or adverse environmental or societal conditions.
M. contract personnel training programme implementation
N. sickness absence
 Guide to preparing HSE plans and Bridging documents 28

Required? Yes/No

Exists? Yes/No
If not
Responsibility
available
Item

Check Item Client or

When is it
Contractor
needed?

9.3 Transfer of learning for outcomes from contract monitoring and

reporting processes is ensured through:
A. alerts or bulletins
B. ‘Tool-box talks’
C. communication packs
D. HSE-MS feedback
E. training.
9.4 Contract incidents, events and non-conformities (with actual and/
or potential consequences) are reported, recorded and classified to
defined criteria, and investigated to determine direct and underlying
causes.
9.5 Reporting system in place to collect and classify data against clear
definitions to facilitate benchmarking and public reporting. The
system includes indicators, definitions and severity levels, and
functionality to track and log the progress of implementing identified
actions to prevent recurrence of events or to correct conditions.
9.6 When classifying data, reporting boundaries should be to carefully
defined and constructed to ensure inclusion of all events and
incidents relevant to the contract. Depending on the focus of each
indicator, boundaries can vary, e.g. safety of the workforce versus
social responsibility for local communities.
9.7 Recording system include records of:
A. personnel injury
B. safety events and anomalies
C. material and non-conformity losses
D. occupational illness cases
E. environmental events and incidents (incidental emissions of
pollutants and impacts), their type and seriousness.
F. security events and incidents or non-conformities
G. logistics events and incidents
H. social responsibility events and incidents or non-conformities.
9.8 A contract reporting procedure is in place which complies with
client requirement, and which covers all HSE events, incidents and
non-conformities. Procedure includes report and notification to
Authorities as per regulations in place.
9.9 Processes define and establish leading and lagging contract key
performance indicators (KPIs) using measures designed to improve
HSE performance and behaviours. KPIs are regularly reviewed to
ensure they provide meaningful information.
9.10 Leading indicators are defined to ensure that low-risk events that
occur more frequently do not dominate reporting at the expense of a
focus on high-risk events.
 Guide to preparing HSE plans and Bridging documents 29

Required? Yes/No

Exists? Yes/No
If not
Responsibility
available
Item

Check Item Client or

When is it
Contractor
needed?

9.11 A KPI to ensure actions from reporting and feedback process are
completed in a timely manner, i.e. action tracking with completion of
actions.
9.12 Monitored and reported contract data is reviewed to ensure quality in
terms of consistency, accuracy and completeness.
9.13 Lagging indicators are defined to record events, consequences and
other outcomes to assess retrospective HSE performance.
9.14 A system of analysis and feedback to personnel is in place to review
HSE performance measurements. Analysis aim to identify underlying
causal factors, i.e. enabling factors such as culture, leadership and
capability.
9.15 A contract investigation procedure is in place to establish root
causes of HSE events and incidents; actions that minimize potential
recurrence and satisfying any statutory requirements for reporting
and investigation.
9.16 Contractor’s management provides necessary support for incident
investigations, and recovery.
9.17 Investigation teams to be organized as required by the HSE plan, and
be led by a competent HSE investigator.
Section 10: Assurance, review and improvement
10.1 A documented, risk-based assurance process, including scheduled
independent contract audits, is established.
10.2 Audits are in compliance with HSE Plan, e.g.
A schedule of audits is in place for the duration of the contract,
to cover:
• the assessed risk of the activity to be audited
• the status of the HSE-MS processes to be covered and
implemented at each level of the organization
• HSE-MS and contract requirements have been cascaded to create
consistent implementation
• findings of previous audits
• general approach, individual behaviours and accepted practices
that contribute to underlying performance and culture
• aligned with particular objectives, such as compliance with
regulations
• documentation, including processes and practices, remains
effective and fit for purpose.
10.3 Audits are planned and line management and client kept informed.
10.4 Auditors have appropriate levels of confirmed competency and are
independent of the activity or location being audited.
10.5 Improvement recommendations from auditors are considered and
incorporated via the agreed actions. Corrective actions are addressed
as soon as practical.
 Guide to preparing HSE plans and Bridging documents 30

Required? Yes/No

Exists? Yes/No
If not
Responsibility
available
Item

Check Item Client or

When is it
Contractor
needed?

10.6 Management undertake a documented review of the HSE

performance at prescribed frequency and on a risk basis take into
account; the outputs from contract Monitoring, reporting and learning
(OMS Element 9) as well as contract assurance and audit findings,
and account for owner feedback on the other OMS Elements. The
improvements identified are documented and incorporated into
contractor’s improvement plan.
10.7 Contract data and performance KPIs are assessed to understand
risk control/ barrier weaknesses and identify opportunities for
improvement.
10.8 Improvements based on assurance findings, lessons learned, and
internal and external good practices are planned, communicated
and embedded within the contract HSE-MS to drive continuous
improvement.
10.9 Identified contract improvement actions are planned and
communicated, with implementation tracked to completion.
Guide to preparing HSE plans and Bridging documents 31
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This report is a supplement report to

IOGP Report 423, HSE management
– guidelines for working together in a
contract environment.
It contains additional guidance to
Report 423 on developing HSE plans
and Bridging documents.