Integrated Procedure Manual

Integrated Procedure Manual
Document Code: IPM

Release No.: 1.0
Release Date: 03-08-2022
Research Designs and Standards Organisation:

Government of India - Ministry of Railways,
Research Designs & Standards Organization,
Manak Nagar, Lucknow, Uttar Pradesh, India-226011.
Telephone No: (0522) 2450779, 2465746

E-mail : [email protected]
Website: www.rdso.indianrailways.gov.in
Research Designs and Standards Organization
Integrated Procedure Systems Manual (Level 2)
DOC CODE: IPM RELEASE NO.1.0 DATE:03-08-2022 PAGE 2 OF 79
TABLE OF CONTENTS
TABLE OF CONTENTS ............................................................................................................. 1

AUTHORIZATION ................................................................................................................... 4
APPROVER / DISTRIBUTION LIST ............................................................................................ 5
CHANGE HISTORY & RECORD ................................................................................................ 5
ABBREVIATIONS .................................................................................................................... 6
EMCP- PROCEDURE FOR ENVIRONMENT MANAGEMENT CONTROL PROCESS ....................... 7
ECP-01 PROCEDURE FOR IDENTIFICATION OF ENVIRONMENT ASPECTS ................................ 7
ECP-02 PROCEDURE FOR WASTE CONTROL ......................................................................... 13
ECP-03 PROCEDURE FOR EMERGENCY PREPAREDNESS & RESPONSE (Including OH&SMS).. 15
ECP-04 PROCEDURE FOR ENVIRONMENTAL MONITORING & MEASUREMENT .................... 17
OHSMCP- OCCUPATIONAL HEALTH & SAFETY MANAGEMENT SYSTEM CONTROL PROCESS 20
OHSCP-01 PROCEDURE FOR HIRA & RISK CONTROL ............................................................ 20
OHSCP-02 PROCEDURE FOR INCIDENT INVESTIGATION....................................................... 31
OHSCP-03 PROCEDURE FOR CONSULTATION & PARTICIPATION .......................................... 34
OHSCP-04 PROCEDURE FOR MEDICAL SERVICES ................................................................. 37
OHSCP-05 PROCEDURE FOR OH&S MONITORING ............................................................... 39
EnMCP-PROCEDURE FOR ENERGY MANAGEMENT CONTROL PROCESS ............................... 42
EnCP-01 PROCEDURE FOR ENERGY REVIEW ........................................................................ 42
EnCP-02 PROCEDURE FOR ENERGY BASELINE & EnPI .......................................................... 46
EnCP-03 PROCEDURE FOR ENERGY OPERATIONAL CONTROL .............................................. 48
EnCP-04 PROCEDURE FOR MONITORING, MEASUREMENT & ANALYSIS .............................. 51
EnCP-05 PROCEDURE FOR ENERGY CONSERVATION ........................................................... 54
IMCP- PROCEDURE FOR INTEGRATED MANAGEMENT CONTROL PROCESS.......................... 56
IMCP-01 PROCEDURE FOR DOCUMENTS & RECORDS CONTROL .......................................... 56
IMCP-02 PROCEDURE FOR INTERNAL AUDIT ....................................................................... 62
IMCP-03 PROCEDURE FOR NON-CONFORMANCE & CORRECTIVE ACTION ........................... 65
IMCP-04 PROCEDURE FOR CONTEXT OF THE ORGANIZATION ............................................. 68
©RDSO. Only the electronic file of this document is CONTROLLED. Printed copies of this document are UNCONTROLLED.
Users of this document are responsible for ensuring that printed copies are valid at time of use.
IMCP-05 PROCEDURE FOR RISK & OPPORTUNITY MANAGEMENT ....................................... 70

IMCP-06 PROCEDURE FOR CHANGE MANAGEMENT ........................................................... 72
IMCP-07 PROCEDURE FOR SETTING OBJECTIVES, TARGETS & MANAGEMENT PROGRAMS &
ACTION PLAN ...................................................................................................................... 74
IMCP-08 PROCEDURE FOR LEGAL & OTHER REQUIREMENTS ............................................... 77
AUTHORIZATION
The Integrated Procedure (Environmental, Energy and Occupational Health & Safety
Management Systems) Manual has been prepared to meet the requirements of applicable
standards.
The organisation has desired to implement and maintain the management system procedures
with a view to ensure statutory & regulatory compliances & continual improvement.
The Integrated Procedure Manual has been authorized by the undersigned for circulation and
implementation at all levels in the organisation.
Revisions shall be prepared by MR & approved by the undersigned.
This document and the contents therein are the property of RDSO. It shall not be reproduced
either wholly or in part, without prior consent in writing from the undersigned.
Additional Director General (ADG)
APPROVER / DISTRIBUTION LIST
APPROVER LIST:
The approver record for this Manual shall hold the signatures of:
 Additional Director General (ADG)
DISTRIBUTION LIST:
The document as read only mode is available to all users in the Organization - wide intranet.
Access is freely available to all employees and adequate number of support hardcopy is also
made available.
CHANGE HISTORY & RECORD
INTEGRATED PROCEDURE MANUAL RELEASE DETAILS:
Release No. Release Date Particulars

1.0 03-08-2022 FIRST RELEASE
Details of changes are captured as under for Release No. 1.0 dated.
CHANGE RECORD:
Sl.
Page/ Clause/ Section Affected Brief Description of Change
No.
ABBREVIATIONS
Abbreviation Explanation/Definition
AISM Apex Integrated Systems Manual
CA Corrective Action
CAR Corrective Action Report
CPCB Central Pollution Control Board
COTO Context of the Organization
DG Director General
EMCP Environmental Management Control Process
EMP Environmental Management Programme
EMS Environmental Management Systems
EnB Energy baseline
EnMS Energy Management Systems
EnPI Energy Performance Indicator
HIRA Hazard Identification & Risk Assessment
HSE Health, Safety & Environment
IA Internal Audit
IMS Integrated Management System
IMCP Integrated Management Control Process
IP Interested Parties
IPM Integrated Procedure Manual
IS Indian Standard
ISO International Organisation for Standardisation
KPI Key Performance Indicator
MIS Management Information System
MR Management Representative
MRM Management Review Meeting
NC Non-Conformance
OBT Objectives and Targets
OCP Operating Control Procedure
OHSMS Occupational Health and Safety Management Systems
OHSMCP Occupational Health and Safety Management Control Process
PESTLE Political, Economic, Sociological, Technological, Legal and
Environmental
RTU Remote Telemetry Units
SEA Significant Environmental Aspect
SEU Significant Energy Use
SP System Procedures
SOP Standard Operating Procedure
SWOT Strengths, Weaknesses, Opportunities, and Threats
WI Work Instructions
EMCP- PROCEDURE FOR ENVIRONMENT MANAGEMENT

CONTROL PROCESS
 ECP-01-Procedure for Identification of Environmental Aspects

 ECP-02-Procedure for Waste Control
 ECP-03-Procedure for Emergency Preparedness & Response (Including OH&SMS)
 ECP-04-Procedure for Environmental Monitoring & Measurement
ECP-01 PROCEDURE FOR IDENTIFICATION OF ENVIRONMENT ASPECTS
1 PURPOSE
1.1 The purpose of this procedure is to state the methodology for identifying and evaluating
Environmental Aspects and also to indicate the methodology for identification of significant
Environmental Aspects and for maintaining a Register for Significant Aspects. (To Meet Cl.
6.1.2 Requirements of ISO 14001:2015).
1.2 This procedure also identifies the various environmental related operational controls (Cl.8.1
Requirement of ISO 14001:2015), monitoring and measurement and improvement activities
being taken up at RDSO (Part of Cl 9.1.1; 9.1.2 10.2 & 10.3 of ISO 14001:2015).
2 SCOPE
2.1 All Environmental activities carried out by RDSO and also resulting from the activities carried
out by RDSO.
3 PROCESS OWNER: DMR - EMS
3.1 Responsibility & Authority:
3.1.1 Overall responsible and authorised for the implementation of this procedure,
3.1.2 All Directorate Heads are responsible, authorized and accountable for identifying
environmental aspects, impacts during normal, abnormal and emergency situations and
controlling them through Operational control, as per the applicable procedures and
EMPs. Also, for ensuring compliance obligations in their departments.
4 PROCESS FLOW
•Identification of aspects in various Products/processes/activities

•Life Cycle Assessment
Input
•Environment impacts Assessment

Enablers
Resources
•Identified Significant Environmental Aspects, EMPs

•Aspects Register
Output
5 PROCEDURE
5.1 Procedure for Environmental Aspects Control Process
5.1.1 Collect information about various environmental aspects of organisation’s own
operation within defined scope and interface activities including their impacts related
to activities, considering a life cycle perspective during normal, abnormal and
emergency situations.
5.1.2 Use Environmental Aspect and Impact Analysis format for gathering the information
from the concerned Directorates.
5.1.3 While identifying, consider the following environmental aspects and their associated
impacts wherever relevant.
 emissions to air;
 releases to water;
 releases to land;
 use of raw materials and natural resources;
 use of energy;
 energy emitted (e.g. heat, radiation, vibration (noise), light);
 generation of waste and/or by-products;
 use of space.
5.1.4 During identification of aspects, past, present and future activities are to be considered.
5.1.5 Consider any accidents, minor or reportable as well as potential emergency situations
with the assistance of the concerned personnel.
5.1.6 Based on the received/validated information, identify the aspects that can have an
impact on the environment.
5.1.7 Compile the information and validate the same at site.
5.1.8 Identify Environmental Impacts as follows:
CODE TYPE OF POLLUTION /CLASSIFICATION
EA Emission To Air
RW Release To Water
RL Release To Land
RN Use of Raw Materials & Natural Resources
EU Use of Energy
EE Energy Emitted (Heat, Radiation, Vibration/Noise, Light)
SW Generation of Waste And/By-Products Including Hazardous
Waste
US Use of Space
5.1.9 During evaluation of significant environmental aspects, keep in view the applicable legal
and other requirements.Determine those aspects that have or can have significant
impact on environment. Identify them as Significant Environmental Aspect (SEA).
5.1.10 Evaluate the identified aspects for determining significant aspects using the criteria as
given in this procedure.
5.1.11 Review the aspects evaluation for correction/ clarification in coordination with DMR-
EMS & MR.
5.1.12 For Control of significant aspects in the “Environment Aspect and Impact Analysis
Format”, Management Programme / WI /OCP /SOP are to be identified.
5.1.13 Maintain and review the Environmental Aspect & Impact Analysis once a year or
whenever there is major modification / updation / addition in process / activities.
5.1.14 In addition, if there is new knowledge regarding environmental aspect and impact has
been identified during audits or in case of new risk & opportunity identified /
amendment in legal requirements.
5.1.15 Review and update the “Environmental Aspect & Impact”.
5.2 The rating criteria to be followed for Quantitative rating are as follows.
5.2.1 Scoring system
The factors score and criteria used for rating identified aspects to arrive at Risk Priority Number
(RPN) are given below:
5.2.1.1 A- PROBABILITY OF OCCURRENCE
SCORE CRITERIA
5 Continuous
4 Several times a day
3 Once a day
2 Once a week
1 Once a month or less
5.2.1.2 B-IMPACT/SEVERITY
 * Resource consumption percentage in excess of normal consumption
SCORE CRITERIA
HEALTH CRITERIA(B1) RESOURCE CRITERIA*(B2)
5 Fatal to human life Resource consumption more than 20%
4 Kills marine life, flora & fauna or global issues Resource consumption between 15-20 %
3 Human health effect Resource consumption between 10-15%
2 Causes discomfort or nuisance Resource consumption between 5-10%
1 Slight impact or negligible visual impact Resource consumption less than 5%
5.2.1.3 -CONTROLS
SCORE CRITERIA
3 Absence or not effective controls
2 Mechanism in place but not reliable
1 Available and effective
5.2.1.4 D- PROBABILITY OF DETECTION
SCORE CRITERIA
5 More than 24 hours
4 More than 12 hours

3 More than 6 hours
2 More than 1 hour
1 Immediately
5.2.1.5 DECISION CRITERIA

Risk Priority Number (RPN) = A x (B1 or B2 (Whichever is high)) x C x D
5.3 Significant Environmental Aspect (SEA):
5.3.1 Each Department shall identify all the environmental aspects and their associated
impacts and those that it can influence from its activities relevant to their work area, by
considering life cycle perspective, grouping them into type of pollution and assign RPN
against each aspect and forward to DMR-EMS / MR through Rating of Environmental
Aspects Identification & Rating Format No. RDSO/ECP01/01.
5.3.2 Consolidated list of aspects with proper grouping into the type of pollution and
department wise grouping shall be reviewed and determine those aspects can have a
Significant Environmental Aspects by using established criteria are:
 Cut-offs point for RPN ≥ 30
 Potential emergency situations,
 Legal Applicability
5.3.3 DMR-EMS / MR shall compile the consolidated list of SEA’s and communicate to
Management and to all the departments through Link Table for Link Table -
Significant Environmental Aspects Format No. RDSO/ECP01/02.
5.3.4 MR will review the SEA’s for significance, feasibility of OCP’s and objectives for
implementation, discrepancies if any are taken up with Departments concerned and
sorted out. Accepted SEA will be communicated to all departments. Simultaneously
organisation wide objectives and Directorate objectives arrived at and communicated
to all Directorates.
5.3.5 SEA will be addressed by the concerned Directorate, with a view to eliminate/mitigate
or control the impact either through OCP.
5.3.6 Environmental Management Programmes (EMP) are planned for long term/short term
programme as per Environmental Management Programme Format No.
RDSO/ECP01/03 to eliminate or mitigate impact of SEA.
5.3.7 Application of Operational Controls for the SEA. Such operational controls will be
captured as a procedure that shall be made available at related areas for understanding
and application.
5.3.8 EMP can also be taken duly recognizing the policy requirements and organisation wide
objectives, which will provide a specific action plan to achieve target.
5.3.9 The impact rating will be reviewed and revised on completion of the EMP to record the
effectiveness of the EMP, during the aspects review period. Where necessary, suitable
Operational Control Procedures will be put in place to prevent recurrence of the SEA.
Closure of EMP will be done by MRM and after closure of EMP; the concerned SEA will
be monitored for a period of one year to confirm the effectiveness of the actions taken.
5.3.10 Each Directorate will maintain its list of Environmental objectives. DMR-EMS will carry
out a progress review of EMPs on a yearly basis in the MRM to ascertain the status of
various EMPs. Progress review will be intimated to MR for use as an input to MRM.
Records related to Aspect Rating, OCP & EMP are maintained.
5.3.11 EMP details are recorded in Environmental Management Programs in Format No.
RDSO/ECP01/03.
6 DOCUMENTS REFERENCED
6.1 AISM – Clause 6.1.2, and 9.1.2

6.2 All Directorate Manuals
7 FORMATS / RECORDS
7.1 Environmental Aspects Identification & Rating – RDSO/ECP01/01
7.2 Link Table - Significant Environmental Aspects – RDSO/ECP01/02
7.3 Environmental Management Programs – RDSO/ECP01/03
8 KEY PERFORMANCE INDICATORS
8.1 No. of EMPs planned vs. completed/ under progress
8.2 No. of Environmental Incidents
ECP-02 PROCEDURE FOR WASTE CONTROL
1 PURPOSE
1.1 To establish a system for management of wastes of all kinds related to activities of RDSO.
2 SCOPE
2.1 All wastes, solids, liquids, gaseous and hazardous, generated by RDSO.
3.1.1 Overall responsible and authorised for the implementation of this procedure
3.1.2 All Directorate Head or Nominated Officer are responsible, authorized and accountable
in their respective areas, for waste segregation, control, storage and disposal as per
this procedure.
4 PROCESS FLOW
•Waste generated from processes

Input
•Waste segregation, collection, Storage & Disposal

Enablers /
Resources
•Waste Disposal & Records

Output
5 PROCEDURE
5.1 Procedure for Waste Control Process
5.1.1 Solid wastes are categorized as follows:-.
 Bio – degradable,
 Non- biodegradable,
 Metallic, and
 Hazardous
The following mechanism shall be adopted for collection of the same. All departments shall be
provided with separate bins for each type of waste generated.The colour codification of the waste bins
shall be as follows.
 Yellow : Biodegradable wastes (Food, paper, dust, etc.)

 Grey/Blue : Non- metal scrap / non-biodegradable wastes (Plastic, rubber,
packing material, Used cotton waste etc.)
 Black : Metallic wastes (any scrap metal)
 Orange/Red : Hazardous wastes (Grease, Oil, cotton waste / hand
gloves soaked with oil).
5.1.2 Personnel, who are handling waste, shall wear suitable personal protective equipments
(PPEs).
5.1.3 The collection of solid waste shall be in separate bins located inside all Directorates. The
bins shall be identified for wastes as mentioned above. Wastes collected at various
points are disposed off through authorized recyclers / Waste Management companies.
DMR-EMS are responsible for disposal of waste through approved service providers.
5.2 Waste Disposal Matrix
Sl.No. Waste Description Storage Location Handling Disposal Method Responsibility

1 Bio-degradable Designated bins at Manual Recycling Director/Civil
various location
2 Non- Designated bins at Manual All plastic wastes are disposed to Director/Civil
biodegradable various locations authorized recyclers.
3 Metallic Designated area Manual Disposed to authorized recyclers. Director/Stores
4 Used/ Spent Oil Designated area Trolley Disposed to authorized recyclers Director/Stores
5 E-Waste Designated Manual Stored in secured manner and Director/Stores
area/Stores handed over to Authorized Waste
Management Company
6 Discarded Designated Manual Stored in secured manner and Director/Stores
Batteries area/Stores handed over to Authorized
recyclers / Waste Management
Company
Note: For specific Identification, labelling & segregation during storage and disposal of wastes refer
master legal register.
Colour codification for Bio-medical waste maintained by Medical Centre (RDSO Hospital) will be as per
Bio-medical waste regulations and as per procedures in Medical Centres.
6.1 AISM – Clause 8.1
6.2 All Directorate Manuals
7 FORMATS / RECORDS
7.1 Record formats as per Directorate Manual Procedures
8.1 Disposal of Hazardous Waste on time
8.2 Disposal of Bio Medical Waste on time
ECP-03 PROCEDURE FOR EMERGENCY PREPAREDNESS & RESPONSE

(Including OH&SMS)
1 PURPOSE
1.1 To establish and maintain a procedure to identify potential hazards and respond to
accidents and emergency situations for preventing and mitigating the safety and
environmental impacts and hazards.
1.2 To establish a system for dealing with emergency situations and incidents to minimize
hazards to human health and environment.
2 SCOPE
2.1 Applicable to any fire, explosion or other disaster leading to emergency situation and to any
incidents which means, any significant, non-routine situation which endangers the
personnel, property, other interested parties or surrounding environment.
3.1.1 Responsible, authorised and accountable for managing overall organisation safety,
managing the risks & opportunities in Emergency Control Process.
3.1.2 Civil Maintenance/Safety Committee/Safety Officer is responsible for conducting mock
drills to cope up with any emergency eventualities.
3.1.3 All Directorate Head or Nominated Officer are responsible for Equipment safety in
respective Directorates, providing information to investigate accidents, incidents,
managing safety permits, evaluation of non-conformance and for co-ordinating and
implementing appropriate corrective actions. They are also responsible for emergency
control in their areas.
4 PROCESS FLOW
•Hazards/ Potential emergencies identified

Inputs
•Mitigation steps, Training of personnel Safety procedures /

audits
Enablers/
Resources
•Safe operations, No incident/accident

Outputs
5 PROCEDURE
5.1 Procedure for Emergency Preparedness & Response
 Identify potential accident/incident condition and emergency situations for the
activities in different directorates in consultation with concerned heads.
 Make all personnel aware of the aspects/ Hazards & conditions that may lead to
emergency situations, incidents, and accidents.
 Discuss the situations with concerned heads and prepare Emergency Response Plan
for the emergency preparedness and response to such situations Clearly
identify responsibilities.
 While preparing Emergency Preparedness and Response plan, consider providing,
preventing and mitigating the impact, likely illness and injury.
 Train the personnel in dealing with accidents, incidents and emergency situations.
 Carry out periodic mock drills where appropriate and practicable and keep records in
Mock Drill Report Form No. RDSO/ECP03/01.
 Interact with directorates and related external agencies as per details given in
Emergency Preparedness and Response plan.
 Review the records for deviation / noncompliance with the planned action /
response effectiveness and advise concerned directorates accordingly. Take suitable
corrective actions on deviations observed.
 Whenever any incident occurs, inform Security (RPF) & Safety Officer.
 Keep record of incidents reported and periodically review the situations with DMR -
EMS / MR.
 In case of occurrence of an incident, accidents or emergency situation, review the
emergency preparedness and response plan for its effectiveness, If necessary,
revise the plan.
 Review the implementation of emergency preparedness and response plan and in
case it is not implemented, decide the corrective action(s) in consultation with
concerned Directorate Head or Nominated Officer .
 Maintain Incident Investigation Report in Form No. RDSO/ECP03/02.
6.1 AISM – Clause 8.2 (EMS & OH&SMS)
6.2 On-site Emergency Response Plan
6.3 Fire Manual
7 FORMATS / RECORDS
7.1 Record formats as per Directorate Manual
7.2 Mock Drill Report - RDSO/ECP03/01
7.3 Incident Investigation Report – RDSO//ECP03/02
8.1 Conducting of Emergency Drills – Once in 12 months
8.2
ECP-04 PROCEDURE FOR ENVIRONMENTAL MONITORING &
MEASUREMENT
1 PURPOSE
1.1 To establish and maintain a procedure to carry out monitoring & measurement of
parameters pertaining to effective implementation of EMS.
2 SCOPE
2.1 Applicable to all activities of RDSO.
3.1.1 DMR-EMS is responsible for measurment of Environmental parameters as per Clause
9.1 of EMS.
3.1.2 Assisted by Directorate Head or Nominated Officer of respective directorates in the
monitoring & measurement of Environmental Parameters.
4 PROCESS FLOW
•Environmental parameters identifed for Monitoring &
Measurement
•Equipments for Measurement
Inputs
•Legal / Statutory requirements (UPPCB/CPCB)
•Calibration of Measuring equipment

Enablers/ •Competent Personnnel for carrying out measurements
Resources
•Maintaining the records of Monitoring & Measurement

•Reporting of Environmental parameters to authorities
Outputs
5 PROCEDURE
5.1 Procedure for monitoring and measurement of Environmental Performance
5.1.1 The various monitoring and measurement activities related to EMS, indicating the
authority responsible, authorized & the methodlogy for control are given in Annexure-
1 in this procedure.
5.1.2 The monitoring and measurement of various process characteristics during operations
are done by concerned Directorate Head or Nominated Officer as per the specified
frequency. Details of such characteristics, frequency of monitoring, applicable record
maintenance and correction/corrective actions are addressed in the respective
Directorate Manuals.
5.2 Procedure for reporting and Monitoring Environmental Incidents is as follows: (10.2
requirement):
5.2.1 Reporting of the Incident: Any environment incident should be recorded and reported.
5.2.2 What constitutes an Incident: Typically, incidents such as spills (oil/chemical), leaks,
wrong routings etc., which if left unchecked can harm the environment, are to be
categorized as Environment Incidents. Other incidents may include indiscriminate /
unsystematic disposal of waste (ex: oil disposed along with metal waste), and
unchecked loss of resources (ex: steam leaks). The definition of incident does not
include matters that are of routine maintenance nature. Incidents also include
accidents, near misses, abnormal situations etc.
5.2.3 Procedure of reporting: The incident is to be reported to the Head of the Directorates
or Nominated Officer where the incident has been noticed. Directorate Head or
Nominated Officials should serially number the report and retain in the directorate for
easy retrieval. Copy is to be sent to DMR-EMS/MR for information.
5.2.4 Follow up of Incidents: The incident should be discussed in the ensuing departmental
ISO meetings for appropriate corrective actions
5.2.5 Monitoring and Measurement: Monitoring, measurement, analysis and evaluation are
carried out as per Annexure-1, using calibrated or verified equipment and maintaining
necessary records as required.
5.2.6 Compliance Obligations (9.1.2 – EMS requirement):Directorate Head or Nominated
Officer ensure that all compliance obligations in respect of activities and services of
RDSO, relating to Environment, are compiled, up-dated and complied with, by carrying
out reviews.
5.2.7 Continual Improvement : Directorate Head or Nominated Officer ensure whether
opportunities for continual improvement have been determined and implemented.
5.2.8 Directorate Head or Nominated Officer also review whether there is continual
improvement with regard to suitability, adequacy and effectiveness of the integrated
management system.
6.1 AISM – Clause 9.1 (EMS)
6.2 Directorate Manuals
7 FORMATS / RECORDS
8.1 Timely monitoring & reporting of Environmental Parameters – 100%
8.2 No. of Environmental Incidents
9 Annexure
Annexure -1
ENVIRONMENT RELATED MONITORING AND MEASUREMENTS
Sl.
Parameters Responsibility Frequency Method
No
1 Objective and Targets with Concerned Once in Twelve Meeting and recorded in EMP.
EMP- Progress monitoring Directorate months Progress monitoring sheet.
Head
2 Legal and other requirements – Concerned Annually During MRM. Minutes of MRM
compliance Directorate reflect such review.
Head
3 Solid waste management Maintenance/ Frequently As detailed in procedure
Stores
4 Hazardous waste management DMR-EMS/ Frequently As detailed in procedure
Stores
5 Environment Incident Reports Concerned At periodic CA Minutes / MRM Minutes
and their corrective actions Directorate meetings and
Follow up on above including Head MRM
legal compliances (if any)
6 Monitoring all parameters as Civil Monthly or at Through using MME, capturing
per consent order – ambient air Maintenance specified points values and maintain records and
quality, stack emissions etc. and intervals submitting reports to authorities
as per consent order
7 Water and Wastewater quality Civil Once in 6 months By measuring devices and test kit
Maintenance and where required by
Laboratory
OHSMCP- OCCUPATIONAL HEALTH & SAFETY MANAGEMENT SYSTEM

CONTROL PROCESS
 OHSCP-01-Procedure for HIRA & Risk Control

 OHSCP-02-Procedure for Incident Investigation
 OHSCP-03-Procedure for Consultation & Participation
 OHSCP-04-Procedure for Medical Services
 OHSCP-05-Procedure for OH&S Monitoring
OHSCP-01 PROCEDURE FOR HIRA & RISK CONTROL
1 PURPOSE
1.1 To establish a system for identification & evaluation of Occupational Health & Safety Hazards,
involving the workers/contractor participation and instituting controls for unacceptable Risks.
2 SCOPE
2.1 Applicable to all routine, non-routine and emergency situations and activities carried out by
the RDSO personnel on site.
3 PROCESS OWNER: DMR – OH&SMS
3.1.1 Overall responsible and authorized for the implementation of this procedure, supported
by the Directorate Head or nominated officer.
3.1.2 The responsibility for identification, evaluation of occupational health & safety hazards and
controls within the Department lies with the Directorate Head or nominated officer.
4 PROCESS FLOW
•Identification of Hazards in various products/activities/process

Inputs
•Risk Assessment
Enablers/
Resources
•Identified prioritised unacceptable Risks & their controls

Outputs
5 PROCEDURE
5.1 General
5.1.1 The respective s Directorate Head or nominated officer and other Members, ensure
identification of Hazards by involving workers & contractors and review risk
assessment, as a planned activity and then on a continual basis, when
accidents/incidents happen, change in facilities etc.
5.1.2 Directorate Head or nominated officer will ensure that all member involved is
preferably trained to effectively carry out the Hazard Identification and Risk
Assessment.
5.1.3 To begin with the activities & sub-activities in each of the Department are listed out.
The DMR – OH&SMS will provide a checklist to ensure coverage of possible hazards.
The checklist will be updated by DMR – OH&SMS as and when required based on the
findings.
5.1.4 After the initial identification of Hazards & assessment of risks, control measures are
initiated, after which the processes of risk assessment is repeated. The HIRA format duly
completed with priority for Residual risks is forwarded by all departments to DMR-
OH&SMS, for review through ISO cell.
5.1.5 When discrepancies are noted by DMR-OH&SMS and when not in agreement with the
controls, hazards and risks etc., he/she will convey the same to concerned Directorate
Head or nominated officer.
5.1.6 The responsibility of implementing risk control plans & procedures lies with the
concerned Directorate Head or nominated officer.
5.1.7 All the OH&S risks identified by applying the procedure for identification are to be
evaluated, on a quarterly basis for effectiveness in MRM.
5.2 Methodology for Preparation of HIRA.
5.2.1 Following methodology is followed for HIRA (Hazard Identification & Risk Assessment) and
for determining controls:
5.2.1.1 Key Requisites:
 Classify the work activities
 Identify the Hazards & determine Risks.
 Occupational environment such as lighting, ventilation, hygiene, cleanliness, storage,
use of hazardous materials, Noise, odour, vibration, dust, ergonomics etc.
 Mechanical, electrical, hydraulic and pneumatic and lifting equipment and pressure
vessels etc.
 Working at height, remote, confined spaces and isolated areas etc.
 Determine existing control measures.
 Assess the Risk considering the probable failures in the existing risk control measures
(i.e. Effectiveness of existing risk control measures).
 Decide whether the risk is acceptable.
 Decide the additional Risk Control Plan to bring risk to acceptable level.
5.2.1.2 Composition of Team:
The HIRA is generally carried out by a team comprising of:
 Employees supervising the job & trained in OH&S / HIRA
 Employees with safety knowledge
 Employees with technical knowledge of the activity/Job

 The number of team members will depend on and vary with the complexity of the
Activity/job.
 Representatives of Workers & Contractors as required.
5.3 Steps of preparation of HIRA
5.3.1 Step -1: Collection of information
Team collects the following information wherever possible, for each work activity:
 Activities to be carried out, its duration and frequency.
 Location/s where the activities to be carried out.
 Persons involved in the activities.
 Other persons who may be affected by the work (e.g., visitors, contractors, the public)
 Training of persons involved in the activities. & Neighboring Processes.
 Type of activities – Routine/non-routine activities, Direct/Indirect activities
 Availability of Standard Operating Procedure (SOP) for Routine Activities.
 Availability of Work permit for Non-Routine Activities.
 Size, shape, surface conditions, weight of materials that might be handled.
 Utility services such as compressed air/steam etc.
 Other materials to be used or encountered during the work
 Physical form of materials to be used and its recommendations as per Material Safety
Data Sheet (MSDS).
 Legal and other requirements applicable for the activities.
 Records of past incident/s and analysis pertaining to activities.
 Communications from employees and other interested parties (if any).
 Work place monitoring data.
 Existing Control measures to be in place.
 Health & Safety committee reports.
5.3.2 Step – 2: Hazard Identification
 Toxic release (Example: Leakage of chlorine, ammonia etc.)
 Natural calamities. (Earth quake, Floods, Severe wind storm, lightening etc.)
 Biological hazards (Example: Sources of biological hazards include bacteria, viruses,
insects, plants, birds, animals, and humans. These sources can cause a variety of health
effects ranging from skin irritation and allergies to infections (e.g., Tuberculosis, Cancer
etc.)
 Transportation & handling of Chemicals
 Disposal of Hazardous waste
5.3.3 Following three questions to be explored and recorded during hazard
identification:
 Is there a source of harm?
 Who (or what) could be harmed?
 How could harm occur?
5.3.4 Following factors are considered while identifying the hazards and
determining the risks:
 Human behaviour, capabilities and other human factors.
 past relevant incidents, internal or external to the organization, including emergencies,
and their causes;
 potential emergency situations;

 people including consideration of:
 those with access to the workplace and their activities, including workers,
contractors, visitors and other persons;
 those in the vicinity of the workplace who can be affected by the activities of the
organization;
 workers at a location not under the direct control of the organization
 actual or proposed changes in organization, operations, processes, activities and the
OH&S management system
 changes in knowledge of, and information about, hazards
 Hazards originating “outside the workplace” capable of adversely affecting the health
and safety of personnel under the control of the organization within the workplace.
 Hazards created in the vicinity “inside the workplace” by work related activities under the
control of the organization.
 Infrastructure, equipment and materials at the workplace, whether provided by the
organization or others.
 Changes or proposed changes in the organization, it’s activities and materials.
 Applicable legal obligations relating to risk assessment and implementation of
necessary controls.
 Design of workplace, processes installations, machinery / equipment, operating
procedures and work organization, including their adaptation to human capabilities.
5.4 Step – 3: Review of Existing Control Measures:
5.4.1.1 Team reviews and consider the existing control measures and their effectiveness
before arriving at initial risk rating.
5.4.1.2 The existing control measures could be one of the following:
 Administrative controls - SOP / Work Permit etc.
 Engineering Controls – Guarding / Safety Switches etc.
 PPE Controls - Suitable Personal Protection Equipment
5.4.1.3 The effectiveness of existing risk control measures (probable failures in existing risk
control measures) could be one of the following:
 Supervision / Human intervention is must for Controls.
 People not wearing PPE, / PPEs not available,
 People not aware of control measures / untrained personnel,
 Damaged PPEs etc.
5.5 Step – 4: Initial Risk Rating:
5.5.1 Initial Risk rating is done by considering the Severity, Exposure and Probability rating
for each type of risk assessed with existing controls. The rating is called Risk Priority
Number (RPN)
5.5.2 Table for Severity

What is the outcome of the event should it occur? (E.g., Morning Walk on footpath by the road and being
struck by a vehicle will score a “5” due to death and driving a forklift at work and having an accident will
also score a “5” due to the possibility that someone could die.)
Level Severity / Consequence Rating
Very Low Physical discomfort 1

Low Noticeable and requiring First Aid or slight health problem 2
Medium Temporary Disability or a person being unfit for full 3
performance of the regular job.
High Partial Permanent Disability/ Lost work Day case (LWDC) or 4
major health Problem causing LWDC
Very High Fatal/Total Permanent Disability (TPD) or severe health 5
problem Causing Fatal/TPD
5.5.3 Table for Exposure
How often is the operation involved performed? (E.g., Morning Walk on footpath will score a “2” because of
exposure for short duration of day and driving a forklift at work will score a “5” because the forklift driver
is full time and drives all day at work)
Level Exposure Rating

Very Low No Exposure 1
Low Intermittent Exposure to Hazard for less than an hour 2
Medium Exposure to hazard for 1~2 hrs. 3
High Exposure to hazard for half a work day (4hrs) 4
Very High Continuous exposure on work day (8hrs) 5
5.5.4 Table for Probability

How likely can the event or task be expected to happen? (E.g., Morning Walk on footpath by the road and
being struck by a vehicle will score a “1” due to death and driving a forklift at work and having an accident
will score a “5”)
Level Description Rating
Very low Virtually Impossible or impossible under normal 1
conditions
Low Unlikely under normal conditions 2
Medium Has happened in the Company or 50/50 chance 3
High Possible or Greater than 50% chance 4
Very High Very likely or has happened in the past 5
 RISK PRIORITY NUMBER (RPN) is obtained by multiplying the following factors:
 RPN = S x E x P. Where;
 S- Severity of harm: The risk from the hazard is determined by estimating the
potential severity of the harm.
 E- Exposure: The amount of time, number of cycles, number of people & resources
(equipment) involved.
 P- Probability: likelihood of the occurrence of Incident.
5.5.5 The Risk are categorised as per Table Below:
5.5.6 The Risks are prioritised and significant risks are actioned by implementing additional
control measures.
5.5.7 Additional control measures are recommended to reduce the Risk as per Risk Control Plan
mentioned below:
RPN PRIORITY Risk category What needs to be done?
Below 7 E Very Low Activity having RPN Below 7 is considered as Acceptable. No
Risk additional controls are necessary other than to ensure that
(Acceptable) existing controls are maintained & implemented.
7 to 15 D Low Risk Activity having RPN between 7 to 15 is considered as Tolerable

(Tolerable) risk.
No additional controls are required unless they can be
implemented at very low cost i.e., improved supervision,
enhanced monitoring.
16 to 29 C Medium Risk Additional control measures are put in place to reduce the RPN
(Significant) to Tolerable level (less than 16).
The risk reduction measures are implemented within a defined
period.
Arrangements are made to ensure that the controls are
maintained.
30 to 59 B High Risk Engineering control/Work Instructions (WI) are followed to
(Unacceptable) reduce risk to Tolerable level (less than 16).
In case of absence of Work Instructions (WI), Job/activity specific
Operational Control Procedure (OCP) is developed and followed.
The risk reduction measures are implemented within a defined
period (before start of work).
The work activity should be halted until risk controls are
implemented. If it is not possible to reduce the risk, the work
should remain prohibited.
Arrangements are made to ensure that the controls are
maintained.
60 and A Very High Risk It includes all the requirements of Priority B and necessary
above (Unacceptable) changes by Engineering Controls (for example - Fully automate
process, application of interlocks, Installation of Safety Valve,
Alarm & Detection System etc.) to reduce risk to Tolerable level
(less than 16).
The work activity is halted until risk controls are implemented. If
it is not possible to reduce the risk, the work remains prohibited.
Arrangements are made to ensure that the
Controls are maintained.
5.6 Step – 5: Residual Risk Rating :
5.6.1 The Risk rating (RPN) is reviewed based on the additional control measures taken to
mitigate the risk to tolerable levels
5.6.2 Additional control measures are recommended to reduce the Risk as per table above
5.6.3 The effectiveness of risk controls must be tested prior to implementation i.e. residual risk.
A single control will generally affect either the probability or exposure of a risk occurring.
the difference between the inherent risk and residual risk ratings (with controls applied)
will demonstrate the effectiveness of controls.
5.6.4 Hierarchy of risk control measures: while determining risk controls or considering changes
to existing controls, consideration are given to reducing the risks according to the
following hierarchy:
Hierarchy of control measures

Most
Effective
Least
Effective
5.6.5 s Directorate Head or nominated officer must ensure the principles of the Hierarchy of
Control are applied for each OHS hazard appearing in the RDSO/OHSCP01/ 01.
5.6.6 Use Checklist for HIRA Format No. RDSO/OHSCP01/02 for identifictaion of hazards
attached as Annexure-1 in this procedure.
5.6.7 It may be noted that, not all strategies, when implemented in isolation will reduce the
residual risk to a tolerable level. In such circumstances, the DMR-OH&SMS, or concerned
Directorate Head or nominated officer should consider the implementation of two or more
risk controls in conjunction to achieve the best possible risk reduction. An example of each
level of the hierarchy is given below:
Hierarchy Control Measures Examples Effectiveness
Elimination Completely remove the Removal of hazardous substance 100%
hazard from the workplace.
Substitution Change a work practice, substance Substitute old, non-adjustable office 70 to 99%
or piece of equipment to provide a chairs with ergonomic chairs to
safer environment reduce the risk of injuries, Use tools
instead of handling with
bare hands
Engineering Modify the design of the workplace Fully automate process, Application 40 to 69%
or plant and/or environmental of interlocks, Installation of Safety
conditions Valve, Alarm
& Detection System etc.
Administrative Develop procedures and systems to e.g., good housekeeping, Safe 20 to 39%
control the interaction between systems at work, Training and
people information, Welfare, Monitoring,
and hazards Training, Supervision etc.
Personal Implement PPE to prevent physical e.g., appropriate footwear, gloves 1 to 19%
Protective contact between a person and a etc.
Equipment hazard
(PPE)
5.7 Step – 6: Review of Risk Assessment
5.7.1 HIRA Format RDSO/OHSCP01/ 01 should be used for recording Hazard Identification and
Risk Assessment (HIRA). Hazard Identification and Risk Assessment (HIRA) is approved by
DMR – OH&SMS.
5.7.2 Hazard identification and Risk assessment is reviewed during MRM to keep this
information up-to-date. However, Hazard identification and Risk assessment is reviewed
before implementing changes to the activity / process / equipment / existing risk control
measures.
5.7.3 Review of Risk assessment is carried out during the following situations:
 During changes from normal operation,
 New or modified process/ installation,
 Changes in raw materials, chemicals etc.
 During expansion, contraction, restructuring
 New or modified legislation etc.
 New information/inputs from interested parties
 Outcome of Incident /Accident Investigation
5.8 OH&SMS Risks and other risks
5.8.1 The respective s Directorate Head or nominated officer with the help of other members of
Department & DMR-OH&S , shall ensure reidentification of Hazards by involving workers &
contractors and review the assessment of risks and opportunities every year once, as a
planned activity and then on a continual basis, when accidents/incidents happen, change
in facilities etc. Review of Risk assessment shall be carried out during the following
situations:
 During changes from normal operation,
 New or modified process/ installation,
 Changes in raw materials, etc.
 During expansion, contraction, restructuring
 New or modified legislation etc.
 New information/inputs from interested parties
5.8.2 RDSO
 assesses OH&S risks from the identified hazards, while taking into account the
effectiveness of existing controls;
 determines and assesses the other risks related to the establishment, implementation,
operation and maintenance of the OH&S management system.
5.9 OH&SMS opportunities and other opportunities
5.9.1 OHSMS Opportunities & Other Opportunities are identified and are recorded.The
assessment of the opportunities is done as per the table given below and actions are taken
to maximize the opportunities.
Evaluating Opportunity
Probability (A)
Benefit Rating(B) 1 2 3
Low Moderate High
Minor 1 1 2 3
Moderate 2 2 4 6
Significant 3 3 6 9
Opportunity Priority (A*B)
1 to 2 Low Not worth Pursuing at present

Can Pursue after achieving High Priority
3 to 5 Moderate
Opportunity
6 to 9 High Worth Pursuing the Opportunity
6.1 AISM - Clause 6.1, 6.1.2.2, 6.1.2.3 (OH&SMS)
7 FORMATS / RECORDS
7.1 Hazard Identification & Risk Assessment (HIRA) Register- RDSO/OHSCP01/ 01
7.2 Checklist for HIRA - RDSO/OHSCP01/ 02
8.1 Updated Risk Assessment
9 ANNEXURE
ANNEXURE-1
Checklist for HIRA Form No. RDSO/OHSCP01/ 02
Department: Team Members:

Safety Champion: Employees:
Period: Report No.:
Date:
SI. No. Consideration

1 Working at heights – above 6 feet, leading to
Fall to ground, structure and psychological effects
2 Working at high temperature / Hot surfaces
3 Working at high pressure area if any
4 Working in areas of Toxic emission /presence /leakage of gases /Laser
5 Working in areas of High noise and dust -Carbon, Sulphur, …
6 Working in confined space
7 Working in areas – using /storing Chemicals, Acid, alkali – neutralizing /diluting agents, etc.
8 Hazards to be considered from earlier “Near miss, Incidents and Accidents”
9 Due to the presence of “Stray dogs, Wild animals, Snakes, Monkeys, Bees, Wasp etc.”
10 Conditions in Depts. leading to Harassment, Sexual abuse, Mental instability, revenge /vengeance, suppressions,
harassment, exploitation, partiality
11 Due to storage of Hazardous, Non-biodegradable material, process waste, tanks, drums, open areas
12 Monitoring and measuring activities requiring complying with legal requirements.
13 Due to presence of Cryogenic liquids in the working area.
14 Restrictions to movement due to protrusion, sharp/blind turns, corners, material, unmarked glass door / windows
/panels
15 Hazards due to storage and use of Pressurised gas cylinders.
16 Leakage from roofs, pipes, taps etc. leading to slippery floors
17 Presence /Handling of Radiations, Radioactive /Reactive materials, chemicals
18 Working in the area of hot fluid /liquids – liquid Sulphur, Bitumen etc.
19 Possible explosion / fire, interaction of gases, grass, cotton waste, used oil etc.
20 Performing Hot work, Grinding, welding,
21 Vehicle movement, Absence of anti-crash barriers, objects falling from height
22 Excavations, Open drains /Pits- caving in -flooding
23 Malfunction of equipment /Equipment failure - Cranes, Lifting tools and tackles, Lifts, Fire extinguisher
24 Filling /Loading / Unloading of Engine and other accessories
25 Open storage of water and liquid more than a depth of 4 feet. -Process, fire water, sewage, effluent etc.
26 Failure of PPE - Hose failure of Self-contained breathing apparatus
27 Riots by neighbours, Labour unrest
28 Personnel with Vertigo / High BP / Low BP / Heart ailments / Epilepsy /
29 Visitors –Students, Consultants, Customers etc., intruders, Vehicular movements, Contractors, Consultants
30 Change in operating conditions

31 Working in the areas of Improper illumination, ventilation, Poor housekeeping
32 Electrical equipment /systems - short circuits, Static electricity, loose and improper connections / poor or no
earthing, Safety trips, fuses, lightning arrestors,
33 Unguarded machines – grass cutting, Welding operations, Gas cutting
34 Working in the open during extremely, hot, humid, rainy and cold conditions
35 Working in the area where storage /use of Pyrophoric material,
36 Change – Process, Physical, procedural, administrative etc.,
37 How work is organized (Social factors, workload, work hours, victimization, harassment, bullying)
38 Routine and non-routine activities
39 Hazards arising from short-term or long-term activities
40 Hazards arising from infra-structure, equipment, materials, substances & physical conditions, product and service
design of testing, assembly, production disposal etc.
41 Human factors relate to human capabilities, limitations and other characteristics, information should be applied to
tools, machines, systems, activities and environment for safe, comfortable human use and how work is performed.
42 Past relevant incidents, including emergencies
43 Potential emergency situations unplanned or unscheduled situations that require an immediate response (e.g., a
machine catching fire in the workplace, or a natural disaster in the vicinity of the workplace or at another location
where workers are performing work-related activities); Civil unrest at locations where workers are performing work
related activities which require urgent evacuation
Note: Safety Champions and Employees to ensure that evidence of all applicable Chemicals,
Gases etc. are indicated / available to support the identification.
Signature of Safety Champion/officer Signature of Employees Involved
OHSCP-02 PROCEDURE FOR INCIDENT INVESTIGATION
1 PURPOSE
1.1 To establish a system for handling and investigation of accidents and incidents related to
human health and Injury.
2 SCOPE
2.1 All accidents (undesired events giving rise to death, ill health, injury, incidents, events that gave
rise to an accident or had potential to lead to an accident) and near misses (an incident that
under slightly different circumstances could result in ill health, injury, damage or other loss).
2.2 RDSO lays great emphasis on achieving and maintaining high standards of safety. The target
for every department is to have no injury. This target can only be achieved if there is a
determination and commitment from each and every employee (including contractor’s) to
work safety, follow all safety procedures, use Personal Protective Equipment and promptly
correct all unsafe acts and conditions, however small they may be.
3.1.1 DMR – OH&SMS is overall responsible and authorised for the implementation of this
procedure, supported by the s Directorate Head or nominated officer.
3.1.2 Directorate Heads of concerned department is responsible, authorised and accountabe for
investigation and analysis of safety related events.
3.1.3 Chief Medical Officer or nominated Medical officer is responsible for identifying &
investigating occupational health related issues through periodic medical check up.
4 PROCESS FLOW
•Accidents and incidents related to human health, injury

Inputs
•Accidents and incidents Investigation

Enabler/
Resources
•Re-identification of hazards related to activities and defining control

measures
Outputs
5 PROCEDURE
5.1 Procedure for Accident Reporting
5.1.1 Any accident involving Injury to an RDSO employee or contract employee irrespective of
the nature of injury inside the notified organisation premises should be reported as
follows:-
 The injured personnel should be immediately reported or first aid treatment to be
given prior to shifting to the Hospital for treatment accompanied by the bystander for
briefing the happenings to medical authorities and the accident personnel should be
immediately reported to the immediate Supervisor of the injured.
 First-hand information to be passed on to concerned Directorate Head or nominated
officer.
 It is the responsibility of immediate supervisor/official to ensure that the evidence is
left unchanged.
 If RDSO employee sustains work injury, it is the responsibility of concerned RDSO
Personnel to fill the Accident Investigation Report in triplicate & send within 24 hrs. The
copy is retained by the originating section for information and corrective actions to
avoid recurrence of similar type of accident. The copy is sent to DMR-OH&SMS for
information & reporting to organisation Inspector (In case the injured remains away
from work for more than 48 hrs.).
 If contract employee sustains work injury, it is the responsibility of concerned RDSO
Personnel (under whom contractor is working) to fill the Accident Investigation Report
and send within 24 hrs.
5.1.2 RDSO employees and contract employees, if directly reports to hospital for treatment after
work injury, it is the responsibility of Chief Medical Officer/nominated medical officer to
take details of happening and inform concerned Directorate Head or nominated officer
and also MR / DMR-OH&SMS followed by report on formats as above.
5.1.3 DMR-OH&SMS of RDSO employee should keep a track of attendance of an injured after
work injury and inform accordingly to Admin Department.
5.1.4 Admin department will fill the prescribed format no.17 for reporting to the Office of
Directorate of Factories, as per Uttar Pradesh Factories Rules, 1950.
5.1.5 Accidents not causing injury, but has potentials are termed as “Dangerous Occurrence”.
Dangerous Occurrences needs to be reported in respective form as per Factories Act-1948
to the office of Directorate of Factories.
5.2 Accident / Incident Investigation
5.2.1 Accident/Injury/Incident irrespective of its nature needs thorough investigation.
Management will constitute committee consisting of concerned Directorate Head or
nominated officer, Dy.MR-OH&SMS and the concerned employee to investigate the root
cause and recommend suitable corrective actions to prevent recurrence of similar incident
in future.
5.3 Corrective actions
5.3.1 Based on the recommendations of the investigation, corrective actions are initiated by the
respective s Directorate Head or nominated officer and the evidence of implementation of
corrective action is submitted to Dy.MR-OH&SMS for verification of the effectiveness of
the same in preventing recurrence of such incidents.
5.3.2 The outcome of the investigation and corrective actions are communicated to the relevant
personnel involved in the process.
6.1 AISM - Clause 10.2 of OH&SMS
7 FORMATS / RECORDS
8.1 Investigation of all incidents – 100%
8.2 Trends on Incidents / Accidents
8.3 Consultation & Participation of workers for incident investigation
OHSCP-03 PROCEDURE FOR CONSULTATION & PARTICIPATION
1 PURPOSE
1.1 To establish system for consultation and communication regarding information on
Environment, Occupational Health & Safety related issues and for handling of complaints with
respect to Environment and Occupational Health & Safety Management System, to and from
employees and other interested parties.
1.2 The objective is to ensure that arrangements are in place to enable:
 Effective consultation with workers about OH&S matters
 Worker participation in OH&S activities
 Appropriate representation of workers’ perspectives in decision-making on OH&S
matters.
2 SCOPE
2.1 This procedure is applicable to communication of policies, objectives, Environment,
Occupational Health & Safety information, performance achievements and legislative
requirements & consultation arrangements.
3.1.1 Overall responsible and authorised for the implementation of this procedure, supported.
3.1.2 Directorate Head or nominated officer are responsible for implementation of this
procedure in their respective areas.
4 PROCESS FLOW
•Need for Participation and Consultation of Workmen

•Safety Committees
Input
•Workmen, including those contracted

Enablers/ •Agenda for Meetings/discussion
Resources
•Participation & Consultation are ensured

•Records of Minutes of Meeting maintained where required
Output
5 PROCEDURE
5.1 Communication of Policy
5.1.1 Ensure that Environmental, Occupational Health & Safety & objectives are
communicated to all employees by:
 E-mail & Network path: Intranet, ISO DOCUMENTATION
 Providing a small book containing policies
 Display at prominent locations within the premises and at organisation entrance.
 Arranging / conducting training awareness programs for all employees as well as
contractors with the assistance of Directorate Head or nominated officer (Personnel).
 Two-way communications are facilitated during the Monthly Communication Meeting.
 Besides, Minutes of Management Review meeting are also circulated to all concerned
department.
 The annual reports present state of it our routed performance to all stakeholders
 Ensure availability of policy / objectives to all external interested parties, on request.
5.2 Participation & Consultation
5.2.1 RDSO ensures consultation and participation of workers by their:
 Appropriate involvement in hazard identification, risk assessments and determination
of controls;
 Appropriate involvement in Incident investigation
 Involvement Health & Safety Committees.
 Review of policy & objectives
 Changes affecting and changes in their OH&SMS
 Representation of OH&S matters
 Mock Drill deviations
5.2.2 Consultation with and participation of workers can be formal or informal and
occurs when:
 Consultation where there are any changes that affect their OH&S representation on
OH&S matters.
 Consultation with contractors where there are changes that affect their OH&S.
 Participation of workers in respective departments for Identifying hazards, assessing
risks and deciding on ways to eliminate or minimize those hazards and risks
 Monitoring worker health and workplace conditions
 Resolving OH&S issues
 Providing training and information for workers
 Proposing changes that may affect the health and safety of workers.
5.2.3 Informal arrangements for OH&S consultation and participation of workers is
integrated into day-to-day activities in the workplace. It takes place in:
 Daily communication between managers and workers
 Participation in development and review of risk assessments
 Safe Work method /Job Safety Analysis
 Response to occurrences logged in the reporting system
 Active Participation in Toolbox meetings
5.2.4 Appropriate involvement in hazard identification, risk assessments and
determination of controls;
 Involve employees in the development and review of policies, objectives, and

procedures to manage risks including the carrying out of hazard identification, risk
assessment, and risk controls
 whenever there are changes affecting workplace OH&S such as new or modified
equipment, materials, chemicals, technologies, processes, procedures or work patterns,
ensure arrangements are made to consult employees and take decisions.
 Directorate Head or nominated officer represent Health and safety matters pertaining
to their areas and give feedback to management on OH&S issues for necessary actions.
 Safety committee meeting is conducted on quaterly basis to discuss OH&S problems
along with workers and it in recorded in Safety Meeting Minutes Form No.
RDSO/OHSCP03/01.
6.1 AISM – Cl. 5.4 of OH&SMS
7 FORMATS / RECORDS
7.1 Safety Meeting Minutes - RDSO/OHSCP03/01
8.1 Participation of workers as planned
OHSCP-04 PROCEDURE FOR MEDICAL SERVICES
1 PURPOSE
1.1 To establish a system for examining the Occupational Health of the employees to ensure a
safe, healthy and hazard free workplace to avoid health and safety hazards and accidents.
2 SCOPE
2.1 Applicable to all routine and non-routine situations and activities carried out by RDSO
personnel and contractors on site
2.2 All accidents (undesired events giving rise to death, ill health, injury, property damage or
environmental pollution), incidents (events that gave rise to an accident or had potential to
lead to an accident) and near misses (an incident that under slightly different circumstances
could result in ill health, injury, damage or other loss).
2.3 Applicable to all employees including trainees and future recruitment in the organisation. The
medical check-up of laborers provided by contractors will be done by contractors as per
contract worker’s safety policy.
3.1.1 Overall responsible and authorised for the implementation of this procedure,
3.1.2 Chief Medical officer/nominated medical officer is responsilble for Health and safety of all
employees.
4 PROCESS FLOW
•Medical history of Employees

Input
•Health Check up for employees

Enablers /
Resources
•Legal & Other requirements

Output
5 PROCEDURE
5.1 Procedure for Occupational Health & Examination
 At the time of joining, it is mandatory to produce a Medical Certificate of fitness, after
undergoing medical examination in the hospital proposed by the Organisation.
 Accordingly a policy on periodic medical examination for employees of RSDO is laid
down as under:-
5.1.1 Periodic Medical Examination (PME) shall be applicable to:
 All regular employees.

 Deputationists.
 Trainees
5.1.2 PME shall be carried out at regular intervals for all eligible employees as mentioned below:
 Annual Medical examinations will be done for all the employees working in the
organisation as per the Factories Act. And the Audio Metric test is done for the
employees working at hazardous process as per the Factories Act.
 Specific Periodical Medical Examination will be conducted in respect of employees
working in hazardous locations/jobs as per periodicity laid down in various
acts/rules/guidelines. Intermediate Periodical Medical Examination will be carried out
in between and the general Periodical Medical Examination for those employees who
have suffered from major diseases/accidents, or in whose case re-valuation is
advocated for various causes.
 Periodical Medical Examination will be conducted in two stages i.e. laboratory tests and
clinical examination including interview.
5.1.3 Record Management:
 The investigation reports, X-rays and hard copies of Periodic Medical Profile would be
properly maintained by the office of Directorate Head or nominated officer- Personnel
& Admin for a period of ten years in pursuance of applicable laws, in an allocated
record room.
 The findings of Periodical Medical Examination shall be kept at Directorate Head or
nominated officer- Personnel & Admin.
 In case of abnormal finding / notifiable disease, the same may be communicated to
Personnel department for necessary action.
6.1 AISM – Cl. 6.1.3 of OH&SMS
7 FORMATS / RECORDS
7.1 Health Check-up Records
8.1 Regular health check-up of employees
OHSCP-05 PROCEDURE FOR OH&S MONITORING
1 PURPOSE
1.1 To establish a system for performance measurement & proactive and reactive monitoring the
progress in achieving objectives and targets as well as operational requirements.
2 SCOPE
2.1 Applicable to the key activities of the OH& S Management Systems of the organisation which
ensures its performance according to operational requirements and the stated Management
programs.
3.1.1 Overall responsible and authorised for the implementation of this procedure, supported
by the Dy.MR – OH&SMS.
4 PROCESS FLOW
•Identification of area and parameters for monitoring and

measurement
Inputs
•Monitoring and measurement control procedures

Enablers/ •Calibrated equipment for Monitoring & Measurement
Resources
•Monitoring and measurement of OH& S performance

Outputs
5 PROCEDURE
5.1 Procedure for OH&S Monitoring and Measurement
5.1.1 The table below describes the OH&S Parameters for Monitoring & Measurement at RDSO.
5.1.2 Identify various measurements of key characteristics to be made for:
 Legal Requirements
 Monitoring progress in achieving objectives & targets
 Operational Requirements
 incident/accident data
 Heath monitoring
 Procurement, Contracting and Outsourcing
5.1.3 Decide the frequency for measurements based on requirement and incorporate the same
in relevant operational procedures /legislative registers.
5.1.4 Carry out the measurements as per stipulated frequency given in relevant operational
procedures/Legislative registers.
5.1.5 Ensure that the instruments used are calibrated for accuracy of measurement. Keep
records of calibration.
5.1.6 Keep records of the measurements carried out.
5.1.7 Review the results for the conformance with stipulated criteria and legislative /
regulatory requirements.
5.1.8 In case of any non-conformance to the threshold limits, communicate the results to all
concerned departments for necessary actions.
5.1.9 Study the magnitude of problem and decide corrective actions to eliminate the cause
of actual or potential non-conformance and to investigate any impacts caused.
5.1.10 Review the compliance status of regulatory requirements and update, if required.
5.1.11 If necessary, carry out necessary changes in procedures resulting from corrective
actions as per guidelines given in Procedure for Document Control.
5.1.12 Once in three months, Verify the records of measurements with respect to compliance
with applicable legislative requirements and in case the measurements are not carried
out as per stipulated frequencies or records are not maintained as per documented
procedures, review the same with Concerned Directorate Head or nominated officer
for further corrective action. Keep records of corrective action taken.
5.1.13 Review the progress of OH & S management programme during Management Review
Meeting.
5.2 Key Characteristics for Monitoring & Measurement
 Legal Requirements
 Monitoring progress in achieving objectives & targets
 Operational Requirements
 Identified significant hazards
5.2.1 Whenever any change to regulation occurs or when there is a significant change in the
process, the identification of various measurements.
5.2.2 Procurement, contracting and outsourcing hazards
5.3 Issue, monitor and check the usage of
5.3.1 PPEs , Tools & Machinery, Work practice during Hot Work, Excavation, Electrical Jobs
including equipment run on power, Confined Space entry, Working at Height & PPEs for
contractors during their activity in own Department
5.3.2 Carry out periodic checks and confirm the performance of safety interlocks and take
corrective actions without delay if found defective.
5.3.3 Arrange to carry out periodic medical check-ups (job specific, based on age and nature of
exposure for probable occupational hazard & related ill-ness) of employees
5.3.4 Carry out periodic medical check of contract workmen (involved in Hazardous Work as per
First Schedule of Factories Act, 1948 – if any as mentioned in GCA of tender documents)
and also for meeting the statutory requirements, if any.
5.3.5 Receive employee suggestions and review them in safety Committee
Meetings//Management review meeting for necessary action.
5.3.6 Monitor the accidents, incidents near misses and Occupational health problems in area
safety committee meetings and report the same to management and carry out necessary
investigations to find out the root cause of the accident and to take corrective action.
5.3.7 Study the magnitude of problem and decide corrective actions to eliminate the cause
of actual or potential non-conformity and to investigate any impacts caused.
5.3.8 The Hospital is functioning on the organisation on a 24 hour basis to monitor the health
condition of all employees and to ensure emergency medical care.
5.3.9 Various welfare and personnel activities are instituted in the organisation with a view to
provide employee motivation and contribute to right working environment. These are
covered in detail in Directorate Manual for Admin Processes.
5.4 Compliance to Regulatory Requirements
5.4.1 Directorate Head or nominated officer ensure that all compliance obligations in respect of
activities and services of RDSO, relating to OH&S are compiled, updated and complied
with.
6.2 Directorate Manual for Admin Processes
7 FORMATS / RECORDS
7.1 Records of Measurements
7.2 OH & S Management program review report
8.1 Monitoring & Measurement of OH&S Parameters – As per Schedule
8.2 Incidents/Accident Reporting – Decreasing trend.
EnMCP-PROCEDURE FOR ENERGY MANAGEMENT CONTROL PROCESS
 EnCP-01 - Procedure for Energy Review

 EnCP-02 - procedure for energy baseline & EPI
 EnCP-03 - Procedure for Energy Operational Control
 EnCP-04 - Procedure for Energy Monitoring, Measurement & Analysis
 EnCP-05 - Procedure for Energy Conservation
EnCP-01 PROCEDURE FOR ENERGY REVIEW
1 PURPOSE
1.1 To state the methodology for identifying and evaluating energy & energy consumption
1.2 To define a methodology for identification of areas of SEUs and SEU Depts.
1.3 To establish a procedure for identification, prioritization and recording of Opportunities for
improving energy performance.
2 SCOPE
2.1 All activities of RDSO resulting in the consumption of energy.
3 PROCESS OWNER: DMR-EnMS
3.1 Responsibility, Authority & Accountability:
3.1.1 Responsible & Authorised for ensuring energy review to arrive at SEUs and Opportunities
for saving Energy. Assisted by Energy Core Group (ECG).
3.1.2 Directorate Head - Electrical Maintenance will compile the consumption of electrical
energy of all departments or one energy meter shared by more than one department.
4 PROCESS FLOW
•Identification of Energy Use and Consumption in various

departments - Initial Energy Review
Input
•Energy analysis & evaluation

Enablers/
Resources
•Identified areas of Significant Energy Use & Opportunities for

improving energy performance
Outputs
4.1 PROCESS FLOW CHART
Identification of energy Sources, Forms, Use & consumption by

Departments
Listing out of the past /present energy use /consumption
Identification of Opportunities for improvement
5 PROCEDURE
5.1 Identifying and evaluating Energy and Energy Consumption
5.1.1 Energy Review comprises of careful examination of all work activities, resulting in Energy
use/consumption as Energy Aspects. For doing analysis of energy use and energy
consumption based on the measurement, past data on these parameters is required.
Apart from Energy Use and Energy Consumption data for previous period, the review also
captures Energy Variables and Persons affected by the Significant Energy Use for purpose
of developing competency and training, and energy opportunities are also identified. The
energy review shall be carried out by RDSO employees who are part of the Energy Core
group with DMR-EnMS & MR. Based on the review, Significant Energy Uses (equipment or
areas) are identified based on the ratings (AxBxCxDxE) as per rating table below:
 If Rating is more than 3 (>3) – Intolerable and considered as SEU
 If Rating is less than 3 (<3) – Tolerable and NOT considered as SEU
5.2 In case of significance is intolerable, additional control measures are recommended to bring
down the level within the defined tolerable limit of 3. The analysis of energy use /
consumption identifies the SEUs.
5.3 Based on the recommended additional control measures for SEUs, energy objectives are set
up. Further step is the preparation of Energy Management Programmes /Action Plan with
target dates for completion or implementation of the energy objectives.
5.4 While conducting the Energy Review for identifying the SEUs, the following steps may be
considered:
5.4.1 Step – 1: Identify the areas of significant consumption.
 After identifying all the activities/processes consuming energy, they must be reviewed
to identify energy intensive equipment and processes as well as the proportion and
type of energy they use. The inputs can be categorized as electricity, heating oil, natural
gas, wood, transport fuels, etc. The electricity also be considered lighting in the office,
stores, yard, air conditioning in the offices and stores, compressed air in the workshops,
running of production line, heating, storage heaters, etc.
 Source or form of energy details are captured in Identification of Source and Forms of
Energy Format No. RDSO/ EnCP01/01.
5.4.2 Step – 2: Past and present energy consumption
 For assessing the current energy usage position, there is need to identify all
energy inputs in the respective sections i.e., electricity, gas, oil,diesel,lubricants,
Hydraulic oils and so on as mentioned above.
 Based on this, we need to track these consumption details at least of three years to
form the baseline data. Meter and sub-meter readings, fuel bills, etc., should also be
used as input.
 Energy consumption details are captured in Collection of Energy Consumption Data
Format No. RDSO/ EnCP01/02.
5.4.3 Step – 3: Estimating future energy consumption
 After identifying past and present energy usage, future energy usage and consumption
to be estimated based on the data collected and trends.
 Details of energy data consumption is captured in Conversion of Energy Data to Same
Units of Energy in Format No. RDSO/ EnCP01/03.
5.4.4 Step – 4: Identify opportunities for improving energy efficiency
 Based on the review of past and present energy use along with identification of
Significant Energy Uses (SEUs), opportunities for improvement of energy performance
are identified. On the basis of data and analysis carried out, a study needs to be
conducted to determine opportunities for reducing energy usage by using low-cost
inspection, operational control activities or upgrading existing equipment.
 The opportunities identified for improving energy performance is assessed to
determine the following:
 Potential for energy reduction.
 Financial payback.
 Practicality.
 Relevance to legal requirements &
 Implementation timeframes.
 The opportunities for improvement must be ranked in decreasing order of benefit. The
most promising and achievable opportunities should form the core of the energy
objectives and targets.
 Respective Directorate Head are responsible for implementation of this procedure in
their respective departments/sections; however, detailed methodology of significant
energy assessment is given below:
 Opportunities identified for improving energy performance are captured in Register of
Opportunities in Format No. RDSO/ EnCP01/04.
 The energy review shall be updated annually, as well as in response to major changes in
facilities, equipment, systems, or process.
PROPORTION TO ENERGY SAVING POTENTIAL FOR COST LEGAL / OTHER
CONSUMPTION POTENTIAL USAGE OF INVOLVED REQUIREMENTS
(A) (B) RENEWABLE (D) (E)
RATING
ENERGY
SOURCES
(C)
1 Low, <10% of total consumption Low Not possible High No such
requirements
2 Medium, 10 to 30% of total Medium Not Mandatory; Medium Not mandatory,
consumption if implemented now, but in
that will be future may be
better applicable
3 High, 30 % to 100% of Total High More Yes, its Low Yes, its
consumption 20 mandatory mandatory
Note:
In case of significant and not minimizing / mitigating with existing controls of
energy consumption, then there must be Management Programme (MP) and
Operational Control Procedure (OCP) required.
1. Evaluation = Rating of (A x B x C x D x E)
2. Criteria for SEU = Rating More than 3, (Intolerable)
3. Motor below 7.5KW are not considered for Energy Review
6.1 AISM - Clause 6.3 of EnMS
7 RECORDS
7.1 Identification of Source and Forms of Energy- RDSO/ EnCP01/01
7.2 Collection of Energy Consumption Data- RDSO/ EnCP01/02
7.3 Conversion of Energy Data to Same Units of Energy- RDSO/ EnCP01/03
7.4 Register of Opportunities- RDSO/ EnCP01/04
8.1 Energy Cost Reduction
8.2 Energy review on time
EnCP-02 PROCEDURE FOR ENERGY BASELINE & EnPI
1 PURPOSE
1.1 The purpose of this procedure is to state the methodology for establishing the energy
baseline(s), maintaining, and recording the same; and making adjustments to the baselines,
when required.
1.2 This procedure ensures measurement of energy performance against these baselines.
1.3 This procedure also identifies the EnPIs appropriate for monitoring and measuring the
organization’s energy performance, covering the methodology for determining and updating
the EnPIs, with their periodic review.
2 SCOPE
3 PROCESS OWNER: DMR-EnMS
3.1 Responsibility, Authority & Accountability
3.1.1 Responsible & authorized for setting energy baseline and EnPIs for the organisation.
Assisted by Energy Core Group in this activity.
3.1.2 All Directorate Heads are responsible for incorporating the Energy management controls
through procedures as per their Directorate Manuals. Also, Directorate Heads are
responsible & authorized for achieving EnPI’s.
4 PROCESS FLOW
•Identified Energy use & consumption in various processes/activities

Inputs
•Analysis of Energy use and consumption

Enabler/
resource
•Identified Energy Baselines & EnPIs

Output
Identification of energy Use & consumption for specified period
Analysis of energy usage
Establishing energy base line and performance indicators for monitoring &
improvement
5 PROCEDURE
5.1 Procedure for Energy Baseline & EnPI
5.1.1 Energy Baselines are adopted by the Energy Core Group for the Whole Organisation. Based
on the data of energy usage and consumption for a period of previous of 2 years or so,
Baselines for the individual Departments are set by the Energy Core Group, in consultation
with DMR-EnMS & MR. These Baselines are maintained and recorded in Energy Base Line
& EnPIs in Format No. RDSO/ EnCP02/01. Where RDSO has data indicating that relevant
variables significantly affect energy performance, RDSO shall carry out normalization of the
EnPI value and corresponding EnBs.
5.1.2 Energy Performance Target for RDSO is received from Management and are set for
operation units as per the targets decided internally.
5.1.3 The Energy Baselines (EnB) are reviewed by Energy Core Group on an annual basis and
adjusted as and when:
 EnPIs no longer reflect organizational energy performance.
 There have been major changes to the process, operational patterns, or energy
systems.
5.1.4 DMR-EnMS & MR identifies the Energy Performance Indicators (EnPI) appropriate for
monitoring and measuring the energy performance and update the EnPIs.
5.1.5 DMR-EnMS & MR reviews and compares the EnPIs with the appropriate Energy Baselines
(EnB) and suggest appropriate actions, wherever required.
6.1 AISM - Clause 6.4 & 6.5 of EnMS.
7 RECORDS
7.1 Energy Base Line & EnPIs - RDSO/ EnCP02/01
8.1 Analysis of Energy Use and Consumption.
8.2 Compliance to EnPI
EnCP-03 PROCEDURE FOR ENERGY OPERATIONAL CONTROL
1 PURPOSE
1.1 The purpose of this procedure is to state the methodology for evaluating operations and
maintenance activities that are associated with its identified significant energy use and
consumption and ensure that they are conducted in a way that control and reduce their energy
consumption.
1.2 To have a procedure for identification of opportunities for improved performance from the
identified operations and maintenance activities.
1.3 To evolve procedures for operation and maintenance activities of these operations, by RDSO as
well as by other parties performing work on behalf of RDSO, including contractors and
consultants.
2 SCOPE
3 PROCESS OWNERS: DMR-EnMS & Respective Directorate Heads
3.1.1 Overall responsible and authorized for the implementation of this procedure, supported
by the Energy Core Group, MR & Directorate Heads.
3.1.2 Directorate Heads (SEUs): Energy management operational controls is ensured by
respective Directorate Heads which are identified as SEUs. Directorate Heads are assisted
by Energy Cell, for carrying out this activity.
4 PROCESS FLOW
•Identified areas for operational control, Design & Procurement

Products/processes/activities
Inputs
Enablers/ •Operating Control Procedures and Work Instructions

Resources
•Well operated and maintained operations, Procurement,

resulting in Energy Conservation
Output
Identification of Operational areas for Operational Control, Design and

Procurement
Monitoring and compliances of control Procedures
Monitoring of energy savings and Operations
5 PROCEDURE
5.1 RDSO plans, implements, and controls the processes, relating to its SEUs needed to meet
requirements and to implement the actions determined by: -
 establishing criteria for the processes, including the effective operation and
maintenance of facilities, equipment, systems and energy-using processes, where their
absence can lead to a significant deviation from intended energy performance.
 communicating the criteria to relevant persons doing work under the control of the
organization.
 implementing control of the processes in accordance with the criteria, including
operating and maintaining facilities, equipment, systems and energy-using processes in
accordance with established criteria.
 keeping documented information to the extent necessary to have confidence that the
processes have been carried out as planned.
5.2 Based on the significant areas for energy control and conservation and based on the action
plans and other outputs resulting from the planning process, activities shall be identified for
the department for operational controls, ensuring that they are conducted in a way to control
and reduce energy consumption, focusing on Energy objectives and Targets. The identified
operations must include, all parts of the Departmental, especially the operation, maintenance,
design and procurement of organisation equipment, facilities and any other areas that could
affect the significant energy aspects like, power & utilities, major process units etc.
5.3 Opportunities for improving performance shall be through the continual identification and
implementation of no cost measures e.g., optimizing organisation parameters, minimizing
losses, shutting down equipment when not in use, etc.
5.4 Record formats for operational control may include: -
 Checklists to avoid and minimize wastage of energy.
 Operating and maintenance plans for the unit.
 Description of service intervals for the unit, including what is subject to servicing.
 Identification of departments/stations/personnel responsible for operation and
maintenance of the unit.
 Schedule and methodology for maintenance of the relevant unit.
5.5 PROCUREMENT
5.5.1 Energy conscious procurement of energy services, products, equipment, and energy,
ensures that energy consumption is considered when decisions are made for the purchase
of machinery, equipment, products, energy and services. This is ensured by Directorate
Head -stores. Where the procurement has or can have an impact on significant energy use,
then energy efficiency should become part of the evaluation criteria, informing suppliers
that procurement is partly evaluated on the basis of energy performance. This could also
be covered by awareness and training to all personnel.
5.5.2 Suggested procurement procedures criteria should include: -
 Procurement policies, where applicable.
 Purchasing guidelines i.e., criteria to be followed if proposed products have the
potential to increase energy consumption by more than prescribed levels.
 Detailed energy assessments as required.
 Payback criteria and calculation methods, i.e., financial appraisal
 Life cycle costing.
 Vetted list of approved energy efficient spare parts and / or store of such parts.
5.5.3 When undertaking energy efficiency assignments, whether in the design or purchasing of
equipment that shall affect significant energy use and consumption, the following should
be established: -
 Criteria for when assessments are required.
 Those responsible for performing the assessment.
 The resources (Time and Financial) available.
 Investigation into the economic and technical energy efficient alternatives.
 Those responsible for the review and approval of the assessment.
 Those responsible for making final decisions on the options available.
5.5.4 There can be varying levels of assessment, depending on the criteria the organization
establishes. The greater the energy consumption, the more reason to focus on the
possibilities of reducing the consumption by designing and / or procuring the most energy
efficient equipment available in the market. These procedures should apply to all parties
performing work on behalf of the organisation, including contractors, consultants etc. The
procedures should therefore describe: -
 Communication to external contractors, service companies, consultants, etc.
 How required documented actions have been recorded.
5.5.5 By informing suppliers of the energy policy and procurement policy, the organization shall
encourage dialogue with the supplier regarding the possibility of improving energy
efficiency.
5.5.6 Organisation shall define and document energy purchasing specifications, as applicable for
effective energy use.
6.1 AISM - Clause 8.1, 8.2 & 8.3 of EnMS.
7 RECORDS
7.1 Records as per Directorate Manuals.
8.1 Adherence to operation and maintenance plan.
EnCP-04 PROCEDURE FOR MONITORING, MEASUREMENT & ANALYSIS
1 PURPOSE
1.1 The purpose of this procedure is to state the methodology for energy performance monitoring,
measurement, and analysis at planned intervals of the key processes of the organization that
determine its overall energy performance.
1.2 To have a procedure for defining and implementing the energy measurement plan and
monitoring and measurement equipment plan.
1.3 To evolve procedures for reviewing Organization’s measurement needs and ensuring that the
equipment used in monitoring and measurement of key parameters are functioning properly.
1.4 To evolve a procedure for investigation and responding to significant deviations in energy
performance.
2 SCOPE
2.1 All activities of RDSO, resulting in the significant consumption of energy (SEUs).
by the Directorate Heads & Energy Core Group.
3.1.2 Directorate Heads of SEUs are responsible for incorporating the Energy monitoring and
measurement activities as per the Monitoring Plan.
3.1.3 Energy Core Group is responsible for arriving at and analysis of energy consumption data
4 PROCESS FLOW
•Identified areas for Monitoring and Measurement

Products/processes/activities
Input
•Procedures and Work Instructions for Monitoring and

Enbaler/ Measurement
resources
•Well operated and maintained monitoring and

measurement
Output
Identification of areas for Monitoring and Measurement
Monitoring and measurement control Procedures/ Equipment used
Monitoring & Measurement of energy savings and Operations/

Maintenance activities by others
5 PROCEDURE
5.1 Procedure for Monitoring, Measurement and Analysis
5.1.1 Each Department ensures that the key characteristics of its operations that determine
Energy Performance of all critical equipment, are monitored, measured and analyzed at
planned intervals. Monitoring and measurement are done as per the Monitoring Plan and
analysis is done at least half yearly for key characteristics. Key characteristics include:
 Significant energy uses and other outputs of the energy review
 The relevant variables related to significant energy uses (SEUs)
 EnPIs
5.1.2 The effectiveness of the action plans in achieving objectives and targets and Evaluation of
actual versus expected energy consumption.
5.1.3 Monitoring and measurement of key characteristics by means of regular comparisons of
actual and expected consumption. Energy consumption is monitored through energy
performance indicators (EnPI).
5.1.4 Energy consumption may not be directly proportional to energy factors and hence the
most accurate practicable method of calculating targeted consumption is to be used.
Comparison between actual and targeted consumption highlights deviations and allows
hidden waste to be detected.
5.1.5 It is accepted that organizations will not necessarily have sufficient comprehensive
metering installed, and that introducing the same will potentially be very costly, time
consuming and disruptive. But, it is necessary that a demonstrable plan is available for
improving the provision of meters. There should be justification for the relevance of the
measurement frequency applied in relation to the identified energy consumption. Based
on the nature and scale of operations, different measurement intervals may be used, such
as monthly intervals, Quarterly etc. in the metering plan.
5.1.6 The effectiveness of the action plans in achieving objectives and targets are reviewed
yearly and actions taken based on this analysis.
5.1.7 Examples of monitoring and analysis include the following activities, which can directly
contribute to the register of energy saving opportunities:
 Continuous monitoring of the significant energy consumptions and associated energy
parameters
 Summarizing the significant energy consumption of individual units
 The comparison of actual and targeted energy consumption
 Intervention in the case of deviation from the expected energy consumption
 Analysis of significant deviations from the expected energy consumption, their causes
and remedies.
5.1.8 Energy Measurement Plan for monitoring and analysis of significant energy consumption
and energy parameters include the description of the following :-
 Yearly review of monitoring methodology
 How significant energy consumption and energy parameters are recorded
 Roles and responsibilities of relevant personnel
 How targeted energy consumption is arrived in relation to energy parameters.
 Re-assessment of conversion factors, if required and calibration of related equipment
5.1.9 The relationships between energy parameters and energy consumption are reviewed if
required, to ensure that consumption is always assessed against current best achievable
performance
5.1.10 Taking into consideration all the above parameters, an Energy Measurement Plan is
prepared and adopted by respective SEUs.
5.1.11 The Directorate Head’s are responsible to:-
 Identify the monitoring methodology being used and prepare Energy Monitoring Plan
 Identify the frequency for recording the energy consumption and energy parameters
 Determine energy performance of their relevant sections
 Review the performance as per pre-determined period
 Identify the reasons for energy consumption beyond the targeted levels
5.1.12 The monitoring of energy performance of various process units is carried out by respective
Directorate Heads on monthly basis in SEU departments.
5.1.13 When the average of EnPIs in a quarter is more than target, (criteria for minimum
deviation is nil), SEU Departments are required to analyse the energy consumption
considering planned and emergency shutdowns as applicable, if any during the period.
5.1.14 SEU department mentions the contribution of total deviations and arrive at an action plan
to close the gap,if needed,and implement the same. Action plan may not be required, if
the variations are justified with the designed values.
5.1.15 Action plans are required,when the energy performance is not accounted for.
5.1.16 When EnPIs are not achieved during two consecutive months with justification and also
after the implementation of the action, they are projected in the MRM with the
justification and the action plan initiated to bring it under control.
5.1.17 Energy monitoring Plan is captured in Format No. RDSO/EnCP04/01.
5.1.18 Energy measurement Plan is captured in Format No. RDSO/EnCP04/02.
6.1 AISM - Clause 6.6 & 9.1 of EnMS.
7 RECORDS
7.1 Energy Monitoring Plan- RDSO/EnCP04/01
7.2 Energy Measurement plan- RDSO/EnCP04/02
8.1 Energy Monitoring as per Plan.
EnCP-05 PROCEDURE FOR ENERGY CONSERVATION
1 PURPOSE
1.1 To have a procedure of administrative, operating and maintenance controls for conservation of
electrical energy in RDSO.
2 SCOPE
by the Energy Core Group & MR.
3.1.2 Directorate Heads of all departments are responsible for energy conservation in their
department.
3.1.3 Directorate Head - Electrical maintenance is responsible for energy conservation in
common areas
4 PROCESS FLOW
•Electrical / electronic equipment; lighting filments

Input
•Awareness, Displays, controls on Energy conservation

Enablers/
Resources
•Conservation of Energy and continual improvement

Output
4.1 Process Flow Chart:
Awareness on the need to save Electrical energy.
Display of posters, controls, maintenance, replacement etc.
Implementation and saving of energy.
5 PROCEDURE
5.1 Planning
5.1.1 The electrical energy conservation in the organisation is planned through Administrative,
Operation & Maintenance controls.
5.2 Administrative controls
5.2.1 Information Displays are made in Notice board to sensitize people to switch off electricity
consuming equipment and accessories like lights, Computers /laptops, fans, printers,
photocopying machines, A.C, lifts, etc. when not in use.
5.2.2 Instructions and displays are available to ensure doors are kept closed, where centralized
air-condition is in place.
5.3 Operating controls
5.3.1 The employees / people are to ensure that electricity consuming equipment and
accessories like lights, Computers /laptops, fans, printers, photocopying machines etc. are
switched off when not in use or not required.
5.3.2 Street lighting is based on timer, which is ensured by Electrical Department and where
feasible in a phased manner.
5.4 Maintenance controls
5.4.1 Departments ensure that when equipment and fitting consuming electricity when being
fitted/replaced are of energy efficient in nature while indenting/purchasing.
5.4.2 Electrical maintenance department is to ensure that periodic maintenance of A/Cs
(cleaning of filters), electrical equipments are done to ensure saving of electricity by
avoiding losses.
5.4.3 Electrical maintenance / Departments ensure that existing lighting in the departments are
changed to LED bulbs/fitting in a phased manner.
6.1 AISM - 6.2, 8.1 & 9.1 of EnMS
7 RECORDS
7.1 Records as per Directorate Manuals
7.2 Electrical Energy meter readings
8.1 Energy Savings Trend
IMCP- PROCEDURE FOR INTEGRATED MANAGEMENT CONTROL PROCESS
 IMCP-01-Procedure for Documents & Records Control

 IMCP-02-Procedure for Internal Audit
 IMCP-03-Procedurre for Non-conformance and Corrective Action
 IMCP-04-Procedure for Context of The Organization
 IMCP-05-Procedure for Risks and Opportunity Management
 IMCP-06-Procedure for Change Management
 IMCP-07-Procedure for Setting objectives, Targets & Management Programs & Action
Plans
IMCP-01 PROCEDURE FOR DOCUMENTS & RECORDS CONTROL
1 PURPOSE
1.1 To ensure that Environmental / Energy/Occupational Health & Safety Management Systems in
the organisation is effectively implemented, it is essential to control generation and issue of
documents in electronic form. This is achieved by ensuring that the correct issues of
documents and data are available in the Network. Obsolete documents and data are promptly
removed whenever an amendment is made.
1.2 To describe a system for maintenance and control of Records and ensure their easy retrieve
ability.
2 SCOPE
2.1 This procedure is applicable to all Environmental, Energy, Occupational Health & Safety
Management Systems related documents generated within the organisation and documents of
external origin.
2.2 All records covered under Environment Management System (EMS), Energy Management
Systems (EnMS), Occupational Health & Safety Management System (OHSMS).
3 PROCESS OWNER: MANAGEMENT REPRESENTATIVE (MR)
3.2 The Management Representative (MR) is responsible for the preparation, issue, revision, and
amendments to Manuals. He is also responsible for centralized controls and issue of all System
documents.
3.3 Each Directorate Head or Nominated Officer is responsible to maintain and control any
documents in hard copies / bilingual extracts displayed in their Directorates . Where applicable
/ addition they are also responsible for applicable legislative updates .
3.4 The responsibility for preparing & maintaining record matrix for records pertaining to
individual Directorates /sections lies with the respective Directorate Head or Nominated
Officer .
3.5 Concerned Directorate Head or Nominated Officer are responsible for maintenance of
Records / data applicable to those functions, in relevant formats. They are also
responsible for identification, indexing, easy access, proper filing, storage without damage and
disposal of records, after expiry of retention period.
3.6 The responsibility for preparation, revision/amendment and responsibility for approval of
various documentation is given below:
Sl. Preparation/ Approving Issuing

Document
No. Amendment Authority Authority
1. (Level 1 document) MR ADG MR
Apex Integrated Systems Manual (AISM)
Manual
2. (Level 2 document) MR ADG MR
Integrated Procedure Manual (IPM)
3. (Level 3 document) Directorate Manual (DM), Concern Directorate MR MR
with Work Instructions
5. (Level 3 document) HR Manual SPO PCPO / Nominated MR
Officer
6. (Level 3 document) OH & S Manual DMR/OH&S MR MR
7. (Level 3 document) SOPs & OCPs Concern Directorate MR MR
8. (Level 3 document) On-site Emergency DMR/EMS & Safety MR MR
Response Plan Officer
9. (Level 4 document) Forms Manual Concern Directorate MR MR
Note: Change request can be initiated by any individuals through concerned Directorate head.
Removal of obsolete hard copy documents is the responsibility of each copy holder
Removal of Obsolete Soft Copy documents is the responsibility of MR.
3.7 Responsibility for External Documents is as follows:
Sl.
External Document Controlling Authority
No.
1. ISO Certificates & ISO Standards MR
2. Legislative Statutes, Consents, Authorizations, Registrations Respective
Directorate Head
3. Property Matters & Related documents Head- Admin
4. Personnel Documents Head- Personnel

5. Equipment Manuals & Certificates of Inspection & Testing, Licenses, Respective
Permits Directorate Head
4 PROCESS FLOW
•Collect Data/Information for Documentation

•Documentation requirements as per Standard requirements
Input
•IMS Documentation,
Enablers/ •Formats, Review & Approval
Resources
•Efficient IMS,Documented System, Records, Document and

Data Control
Output •Master list of Documents & Records
5 PROCEDURE
5.1 Documentation Structure
The documentation structure of RDSO is designed in four levels as follows.
5.1.1 L1 - Apex Integrated Systems Manual:
 The Level-1 document which addresses all the requirements of applicable ISO standards
as applicable to RDSO. This Manual references to the applicable Level-2 documents.
5.1.2 L2 – Integrated Procedure Manual
 The Level-2 document which contains the process procedures referred in Level I
document. This also references the applicable forms. Reference to Level-1 and to
applicable Level-3 & 4 documents is made at the end of each procedure.
5.1.3 L3 –Directorate Manual, Work Instruction, Fire Manual, HR Manual, OH&S
Manual, SOPs and OCPs, On-site Emergency Response Plan
 DM, Work Instruction, Directorate Record format, HR Manual, OH & S Manual, SOPs,
OCPs, On-site Emergency Response Plan which are required by the organization to
ensure effective planning, operations and control of the processes as required by ISO
14001:2015, ISO 50001:2018 and ISO 45001:2018.
5.1.4 L4– Forms Manual
 The Level-4 document contains applicable forms/records to be maintained are
mentioned in each Level-2 procedure.
5.1.5 Creation of Document
 Procedure documents are prepared in the standard format as given below: Purpose;
Scope; Definitions; Responsibilities; Description; Records; References; KPI; Annexures, if
any maintaining a Master List.
 Format is identified by document number and Revision Number and the effective date.
The initial issue has the revision number as 0 & no revision number should mean 0. e.g.
Format No. Rev No._____ Date___ .
 All documents are stored in electronic form. Any print out of the document makes the
same as invalid document, which is laid down in the footer of every document as
mentioned below:
 “This document is valid only until it is viewed on Intranet in network. The unsigned
print of the same shall be treated as “invalid document”. For any printout of the same
please contact DMRs/MR.
 Register and Logbooks have document Number on their cover pages.
 Finalize the document and put up for approval
 Get the approval of documents from the approving authority
 Maintain Master List of Documents in Format No. RDSO/IMCP01/01
5.1.6 Codification System
 Level I : Document refers to AISM denoting the Apex Integrated Systems Manual. All
numbering denotes ISO standard requirements.
 In Level 2 Section No. : Numerical, with 1.0, 2.0 etc. for General Sections. PROCEDURE
No.: ECP/OHSCP/EnCP/IMSCP followed by procedure serial numbers. EMCP-
Environmental Management Control Process– Environmental Procedure, OHSMCP - for
OH&S Management System Control Process – OH&S Procedure, EnCP - Energy
Management System Control process– Energy Procedure and IMCP-Integrated
Management System Control Process – Integrated Procedure.
 Level 3 : DMs All the documents bear the document identification code as DM assigned
by MR to the Directorates.Documents applicable to the directorates for EMS, OH&SMS
& EnMS like Work Instructions Manual are uniquely identified.
 Level 4 Documents (Formats): Formats pertaining to IPM are coming under Level IV
documents. MR Office/ISO Cell is responsible for revision control of formats in IPM.
 Directorate Head or Nominated officer of respective directorates are responsible for
revision control of formats in respective Directorate Manuals.The respective Formats
are designated as:
 RDSO: Organisation Abbreviation
 XXX: Denotes System in abbreviation or Procedure No., ECP, OHSCP, EnCP, IMCP,
etc.
 XX- Denotes Record Number
 For Example: RDSO/ECP01/01, Where RDSO Represents organisation, ECP
represents Environment Control Process -01 and 01 denotes the Sl. No. of the
format.
Note:
For the first issue of Formats, the revision number is not indicated. The revision number is indicated only
from 1st revision onwards, on the Specimen Format and on the Master List.
For externally generated forms & formats. The format numbering system adopted by the Government
authorities is adopted as it is without any change.
5.1.7 Revision changes
 Any Change in the document calls for a revision also termed as release / version. These
are identified as decimal numbers, 10th such revision leads to a whole number. When a
number of changes are made, instead of decimal numbers the next whole number may
be adopted. Revision changes are made after obtaining the approval of the approving
authority on the Document Approver Record Format No. RDSO/IMCP01/02.
5.1.8 Document Changes / Revisions
 Send request for changes in a document to MR through Directorate Head.
 Whenever there is an amendment proposal, the same is reviewed by MR along with

concerned Directorates and approves / rejects the amendment.
 Amend the identified document and update the amendment sheet and inform the
users through intranet/email / over phone.
 Keep one obsolete copy stamped as “OBSOLETE” in archives for references.
 Update document amendment details in Document Amendment Request Format
No.RDSO/IMCP01/03.
5.1.9 Periodic Review of Documents
 Review the relevant documents under following condition:
 Whenever there is an introduction / amendment in objectives and targets
 Any modifications in legal requirements
 Expansion of organisation / modification in process
 Any situation requiring review
 If any new document is required, follow step 5.1 onwards
 In case any amendment in the existing document is required, follow step 5.3 onwards.
 Review all System documents once in a year for continuing suitability and issue revised
documents as per step 5.3 where necessary.
5.1.10 Drawing Control & Documents of External Origin
 Documents of External Origin: Maintain records of documents of external origin (i.e.
Laws / Applicable Regulatory requirements). Keep them updated through regular
interaction with CPCB / SPCB / Law Book Publishers as applicable. The government
website: Is referred to for updating of information on regarding changes in legislation.
5.1.11 Records Control
 Identify the Environment/Energy/ OHS information / data required to be maintained in
the Directorates as Environmental / Energy/ OHS records and collect the same.
 Decide the records to be retained. Maintain a Master List of Records in Format No.
RDSO/IMCP01/04 giving details of such records.
 Maintain the records in a legible manner, identifiable to the type of product/activity
data/location as per the retention period.
 Ensure that the records are kept in proper manner in designated locations and are
easily retrievable.
 Display Index indicating the Record File No. & Title at the location of storage.
 The Management system records shall be retained for a minimum period of three
years.
 At the end of the retention period, review the records and decide whether the records
are to be still retained or to be disposed.
5.2 The Distribution Control of the above levels of the documents is classified as follows:
5.2.1 MASTER COPY:
 Latest release of the L1, L2 & L3 are maintained as soft format in Intranet after the
required approval. Master copies of L3 documents when maintained as hard copy are
stamped as “MASTER COPY” on the cover page with review, approval details.
5.2.2 CONTROLLED COPY:
 Master copy in the INTRANET is also the Controlled copy, which is accessible to all in a
read only mode. System documents when distributed as hard copies are stamped as
“CONTROLLED COPY” on the front page in Red Color.
5.2.3 UNCONTROLLED COPY:

 Any hard copy not stamped as “CONTROLLED COPY” is an uncontrolled copy.
5.2.4 CONTROLLER OF DOCUMENT:

 Controller is the person who ensures uploading and availability of the latest version of
the document in the INTRANET and who distributes hard copies of “CONTROLLED
COPY”. The controller is also responsible & authorized for maintenance of the obsolete
documents in the INTRANET or as hard copy as applicable.
5.2.5 Document Generation:
 Documents are generated according to the needs, but are to be reviewed and approved
by the designated Approving Authority. Request for creation or revision of System
documentation is to be sent to MR, who will review and take necessary action deemed
necessary.
5.2.6 Control On Obsolete Documents
 When a document is changed and rendered obsolete, responsibility is with MR and
concerned Directorate depending upon the type of document, to ensure that obsolete
documents are not displayed on the intranet/portal or obsolete “controlled copies” are
not in circulation.
 At least one preceding obsolete version is maintained in intranet or hard copy as
applicable.
5.2.7 Control On IMS Policy
 IMS Policy is displayed in Intranet/Portal and WEBSITE. They are also displayed at
various places in the organisation and MR exercises control on the same through listing
of the display locations.
7 FORMATS / RECORDS
7.1 Master List of Documents - RDSO/IMCP01/01
7.2 Document Approver Record - RDSO/IMCP01/02
7.3 Document Amendment Request - RDSO/IMCP01/03
7.4 Master List of Records - RDSO/IMCP01/04
8 KEY PERFORMANCE INDICATIOR
8.1 No. of NC for Document Control in IA
8.2 No. of NC for Record Control in IA
IMCP-02 PROCEDURE FOR INTERNAL AUDIT
1 PURPOSE
1.1 To establish a system for carrying out Internal Systems Audits to verify the effectiveness of the
Management Systems being implemented.
2 SCOPE
2.1 Applicable to all aspects of various systems of the organisation including EMS, OH&SMS &
EnMS.
3.1.1 Management Representative (MR) is responsible for Planning and Co-ordination of IMS
Systems Audits and reporting the results to Management.
3.1.2 Directorate Heads are responsible for providing necessary co-operation for conduct of
audit and ensuring timely corrective action arising out of such audits.
4 PROCESS FLOW
•Documented System,
•Audit Plan/ Program/Schedule,
Input •Audit Check List
•Identified Trained Auditors, Auditees ,

Enablers/ •Auditing Procedure
Resources
•Audit Findings, Audit Report, Corrective Action Plan

Output •Audit Records & Review in MRM
5 Procedure for Internal Audit

5.1 Prepare Annual Audit Plan Format No. RDSO/IMCP02/01 ensuring that all the areas are
audited at least once in a year.
5.2 Prepare Audit Schedule Format No. RDSO/IMCP02/02 based on criticality of the system /areas
/ activities having critical risks / significant environment aspects/ SEU/ Significant Hazards/
Legal & other compliances, review of records of non-conformity, corrective action system and
records of previous audits and key elements of the management systems.
5.3 Circulate audit schedule to all directorates. Follow up with the auditors to carry out audits as
per the schedule.
5.4 Ensure that auditors meet the criteria as defined.
5.5 Carry out audit by using checklists, interviews, measurement, and direct observation as
appropriate to the auditee function.
5.6 Prepare the Audit Report Format No. RDSO/IMCP02/03 based on the findings and obtain
acceptance on the findings, proposed corrective action and time required to resolve the non-
conformities and submit to the Management Representative.
5.7 Handover the audit report to auditees for taking corrective action.
5.8 Carry out the corrective action for each non-conformity and inform the management
representative about the completion of corrective actions.
5.9 Arrange verification of the corrective actions taken through auditors. In case of deviation of
from proposed date of corrective action, concerned date to be extended after the approval
from concerned Directorate Heads.
5.10 Verify the actions taken by the auditee for completion and where possible its effectiveness.
Record the verification in Audit Report and submit to the Management Representative.
5.11 Review each Non-Conformity in the Audit Report for completeness and close them if they are
satisfactory.
5.12 Update the Aspects & Hazards Register, if new aspects/ hazards are identified during the
audits.
5.13 Review the NCR in the Management Review meeting to provide adequate resources for
initiating timely corrective action.
5.14 Review the audit procedure once in a year and incorporate any changes in documentation if
required.
6.2 Auditing Standard ISO 19011:2018
7 FORMATS / RECORDS
7.1 Annual Audit Plan - RDSO/IMCP02/01
7.2 Audit Schedule - RDSO/IMCP02/02
7.3 Audit Report - RDSO/IMCP02/03
8.1 No. NC in Internal Audits
8.2 Internal Audit as per Plan
9 ANNEXURE
ACTIONS TO BE TAKEN ON AUDIT FINDINGS
Type of Audit Action to be taken by
Definition Verification Closure
Finding Auditee
Verify the
Not a documented Review and take
implementation/justi
requirement but an necessary action and
Opportunity for fication. if not Closure on the
improvement in enter on the intranet
Improvement satisfactory raise intranet by
practice, process, the acceptance and
(OFI) observation in next auditor
system leading to action or refusal with
round of internal
some benefits. justification.
audit
System Breakdown Enter Correction / root Correction and Closure of NC
(Cumulative effect of cause analysis and proposed corrective by Concern
Major NC
similar deficiencies) Corrective action on action to be verified Directorate
Not followed the the intranet and by the auditor. Head in NC
system or comply with it (MR Corrective action (if format, after

requirement for L1 & L2 and applicable) may be the
Process owner / verified during next verification
directorate Head for round of internal by the
L3) audit auditor.
Non-compliance, not
affecting the
Minor NC customer, not about
quality/legal & other
requirements
fulfilment of a
mandatory
Conformity
requirement - - -
IMCP-03 PROCEDURE FOR NON-CONFORMANCE & CORRECTIVE ACTION
1 PURPOSE
1.1 To establish a procedure for non-conformance and initiate corrective actions to prevent
recurrence of non-conformities and eliminate potential causes of non-conformities.
2 SCOPE
2.1 Applicable to all areas of systems & operational process.
3.1.1 MR is Responsible, authorised and accountable for implementing this procedure.
3.1.2 Concern Directorate Heads are responsible for identifying & recording non-conformities
for operational process & system and analysing the records, coordinating, implementing
and monitoring the adequacy of Corrective Actions. They are also responsible to educate
employee & associates regarding their role w.r.t. actual / potential non conformities.
3.1.3 Concern Directorate Heads are responsible for classifying the non-conformity into Minor /
Major on basis of below guidelines.
3.1.4 Whenever a non-conformity is observed by any employee it is his responsibility to
communicate it to Directorate Head or Nominated officer.
3.1.5 DMR-OH&SMS & DMR-EMS are responsible for analysis of Safety & Environment records
respectively and deciding the corrective actions.
3.1.6 Directorate Heads or Nominated officers of respective directorates where non-
conformance is reported are responsible for taking necessary actions to control the NC
(where applicable) and arrange close out the non-conformance under intimation to MR
3.1.7 MANAGEMENT REPRESENTATIVE: issues and controls of all system records for EMS, EnMS
& OHSMS. The overall responsibility is with MR to control the changes to the records used
in IMS.
3.2 DEFINITIONS
3.2.1 Non-Conformity
 Non-fulfilment of specified requirement.
3.2.2 Corrective Action
 Action taken to eliminate the causes of an existing non-conformity, defect or other
undesirable situation in order to prevent recurrence.
3.2.3 Guidelines for Classification
 The non-conformities may be minor or major. Further there may be observation
which may or may not be necessarily non-conformity.
3.2.4 Major (Critical)
 Non-conformities which result into or may have potential to lead to process stop/ huge
losses / major breakdown / major accidents / major environmental damage / damage
of the reputation of organisation in the society, energy in-efficiency and breach of
legislation.
3.2.5 Minor
 Non-conformities which can be controlled by corrective action of some degree, which

does not lead to high degree of process stop/ huge losses / major breakdown / major
accidents / major environmental damage & Energy inefficiency & breach of legislation.
3.2.6 Opportunity For Improvement (OFI)
 Includes for opportunities for improvement, no clear evidence of having potential
for losses presently, can lead to potential non-conformity.
 Classify Major, Minor and OFI further in to Actual or Potential.
 Actual : experienced non-conformity which has occurred in past.
 Potential: which has not experienced but may occur in future
4 PROCESS FLOW
•Non-conformances in Process/ System/Operations

•Incidents
Input •Legal non-compliances & customer complaints
•Review meetings, Incidents/ Analysis of Data, Plans for CA

Enablers /
Resources
•Corrective Actions taken

•Updated Risk Register
Output
5 PROCEDURE
5.1 Procedure for Non-Conformance & Corrective Action
5.1.1 Whenever any non-conformity is observed, take immediate action to eliminate the cause
of non-conformity to prevent recurrence. Non-conformities are captured in Non-
conformity Report Format No. RDSO/IMCP03/01
5.1.2 While disposing off the non-conformance, investigate the reason(s) for non-conformity.
Take appropriate corrective action and record the results of action taken. Review and
ensure that the type of non-conformity is not recurring.
5.2 Discuss the following in monthly review meeting
 Open points from Previous meeting
 Organisation performance
 Breakdown
5.2.1 Proposed corrective actions are reviewed through risk assessment process prior to
implementation.
5.2.2 Co-ordinate the meeting of Management Review once in a year to analyse, the
effectiveness as well as continual improvement of system.
5.2.3 Prepare the report based on discussions in Management Review Meeting. Intimate
the concerned directorates about actions required.
5.2.4 Whenever implementation of corrective action needs change in documentation, follow
“Procedure on Document Control”.
6.1 AISM –10.1 & 10.2 (IMS)
7 FORMATS / RECORDS
7.1 Non-conformity Report - RDSO/IMCP03/01
8.1 Effectiveness of NC Closure
IMCP-04 PROCEDURE FOR CONTEXT OF THE ORGANIZATION
1 PURPOSE
1.1 To have a procedure for the identification of context, interested parties, issues, risks and
opportunities of the organization.
2 SCOPE
2.1 The scope of this procedure extends to all activities of RDSO within the scope of IMS.
3 PROCESS OWNER: MR
3.1.1 Responsible for ensuring implementation and compliance to the requirements specified in
this Procedure.
3.1.2 Directorate Heads are responsible for identification of IPs, issues-internal and external,
implementation of risk mitigation plans and maximising opportunities in Environment,
Energy & Occupational Health & Safety management systems in their respective
directorates.
4 PROCESS FLOW
•Identification of IPs and their issues, related risks and opportunities,

•Request for changes
Input
•Risk and opportunity assessment

Enablers/ •Assessment of impact of changes
Resources
•COTO Log, Risk & Opportunity register

•Risk and Opportunities and action plan to mitigate risks
Output •Documented Changes
5 PROCEDURE
5.1 Understanding the Organization and its context
5.1.1 RDSO determines external and internal issues that are relevant to its purpose and its
strategic direction and that affect its ability to achieve intended results of its
Environmental/Occupational Health & Safety/ Energy Management System.
5.1.2 Such issues include environmental conditions being affected by or capable of affecting
RDSO, energy related issues and OH & S related issues. RDSO monitors and reviews
information about these external and internal issues, periodically.
5.1.3 The Directorates identify their internals and external issues and these issues are also taken
into account. The directorate Heads will identify the internal and external issues related to
organizational activities and these are discussed with the Management Committee(MR &
DMRs) to decide current issues which need to be prioritized for action. Thereafter, this
exercise is repeated at least once in a year.
5.1.4 Internal and External issues are recorded in COTO Log Format No. RDSO/IMCP04/01.
5.2 Understanding the needs and expectations of interested parties
5.2.1 In order to consistently meet applicable Statutory and Regulatory requirements, to meet
environmental considerations, energy considerrations and OH & S consierations, the
organisation has determined:-
5.2.2 The interested parties that are relevant to the Environmental/Occupational Health &
Safety /Energy Management Systems.
5.2.3 Relevant expectations and needs (i.e., Requirements of these interested parties that are
relevant to the Environmental/Occupational Health & safety /Energy Management
Systems.
5.2.4 Which of these needs and expectations become its compliance obligations.
5.2.5 RDSO monitors and reviews information about these interested parties and their relevant
requirements, periodically.
5.2.6 The list of Interested Parties and their relevant requirements are determined by MR and all
DMRs. The list is reviewed and monitored at least once in a year.
5.2.7 Relevant Interested parties and their requirements are recorded in COTO Log Format No.
RDSO/IMCP04/01.
6.1 AISM - Clause 4.1, 4.2, 6.1 & 8.1.3 (OH&SMS)
7 FORMATS / RECORDS
7.1 COTO Log – RDSO/IMCP04/01
8.1 Effective review of Context in MRM
IMCP-05 PROCEDURE FOR RISK & OPPORTUNITY MANAGEMENT
1 PURPOSE
1.1 To establish a procedure for assessing and managing the Risks & Opportunities of RDSO.
2 SCOPE
2.1 Applicable to all activities, processes, and Directorates at RDSO.
3 PROCESS OWNER: MR
3.2 Responsible for consolidation of Risks & Opportunities from all departments for review in
MRM
3.3 Directorate Heads of respective departments are responsible for identification, assessment
and formulating action plan for management of Risks & Opportunities in their respective
Directorates.
4 PROCESS FLOW
•Identification of IPs and their issues, related risks and opportunities -

SWOT analysis / PESTEL analysis
Input
•Risk & Opportunity assessment

Enablers/
Resources
•Deriving action plan to mitigate risks and enhance opportunities

Output •Update Risk Register
5 PROCEDURE
5.1 Procedure for Risks and Opportunities Management
5.1.1 Directorate Heads are responsible for identification of Process Risks & Opportunities on
annual basis and whenever there are changes demanding re-identification of Process Risks,
the following considerations are bestowed, keeping in view what can go wrong in these
areas.:
 Materials
 Measures
 Suppliers
 Customers
 Machine/equipment
 Environment
 Legal and other requirements
5.1.2 Process Risk and Opportunities identification and processing are carried out at Directorate
level by directorate head in coordination with Directorate Staffs. Risks relating to various
Management Systems are identified and recorded in the Risk Register.
5.1.3 Evaluation of Risks and Opportunities are contained in the relevant Forms i.e Risk Register
Form No. RDSO/IMCP05/01 and Opportunity Register Form No. RDSO/IMCP05/02 &
necessary evaluations are to be carried out for management of the same.
5.1.4 The Effectiveness of the actions taken to address the risks and opportunities are reviewed
by Process owners and directorate heads during Directorate Review Meetings.
5.1.5 The list of Risks & Opportunities of respective departments are maintained as part of the
DM.
6.1 AISM - Clause 6.1 & 8.1
7 FORMATS / RECORDS
7.1 Risk Register - RDSO/IMCP05/01
7.2 Opportunity Register - RDSO/IMCP05/02
8.1 Effective Risk Mitigation.
IMCP-06 PROCEDURE FOR CHANGE MANAGEMENT
1 PURPOSE
1.1 To ensure that any change brought out in the organisation either in operation, maintenance
and services or by way of process modification and design changes shall not result in loss
exposures and to identify and minimize the hazards before the employees are exposed.
2 SCOPE
2.1 This standard shall apply to all changes that affect RDSO’s operations at managed site, research
and development facilities, new projects, merged and acquired sites. Violation of this
procedure will attract punitive actions under progressive consequence management
procedure. Every operational Directorate must define areas of high potential risk with respect
to change, having regard to the fact that the change may be.
 Temporary
 Permanent
 Emergency situation
 Incremental
2.2 This procedure also applies to new facilities, design, and project management. The
Management of change process should be applied at the design phase and whenever the need
to deviate from the design intent may arise. This will not apply in case of “like for like “changes.
2.3 T h e application of this procedure is mandatory for all aspects of change on any facilities. The
procedure shall cover all kinds of Management of Technological Change, Management of
Subtle Change
3 PROCESS OWNER: MR
3.1.1 All Directorate Heads of departments are responsible for implementation of this
procedure in their respective areas.
4 PROCESS FLOW
•Identification of changes,
•Planning for Changes
Input
•Trials and Implementation

•Training to Personnel
Enablers/
•Risk/Opportunity Assessment
Resources
•Implementation of Changes
•Documentation of Changes
Output •Standardisation
5 PROCEDURE
5.1 Planning
5.1.1 Changes To Processes may be necessitated by one of the following.
 Improvement opportunities having been identified, typically to improve process
effectiveness.
 Nonconformities within a process are identified and require corrective action.
 Conditions in the industry or organisation change, requiring a process to be updated.
 New processes are added which impact on existing processes, requiring changes.
 Any other reason determined by management, including risk management
5.1.2 In such cases, the process must be changed in a controlled manner to ensure proper
authorization and implementation of the changes.
5.1.3 At a minimum, process changes shall include the steps herein.
 The request for a process change shall be documented, typically in a [CAR Form Name]
as per the [Corrective Action Procedure]. The justification for the change shall be
recorded.
 The change shall be reviewed by appropriate management, including the senior most
manager responsible for the process. Changes must be approved prior to
implementation.
 The appropriate [Process Definition Document] will be updated to reflect the change.
This document will undergo review and approval per the procedure [Control of
Documents Procedure]. The revision indicator of the [Process Definition Document] will
be incremented, and the nature of the change recorded.
 The follow-up verification step of the CAR process shall seek to ensure the change has
had the intended effect, and/or has improved the process. If not, the change may be
rolled back or a new change made to correct any new issues that arise as a result of the
change.
5.2 Changes To Process Outputs
5.2.1 Formal changes to process outputs will be used when the change is significant.
5.2.2 Minor changes may be made without formal control, however the decision on what
constitutes significant vs minor change must be agreed upon by those involved in the
change.
5.3 Changes To Documentation
5.3.1 Management system documents undergo changes when there is a need to revise them.
5.3.2 Changes to documentation are done in accordance with the procedure [Control of
Documents & Records Procedure] and Change Request Form in Format No.
RDSO/IMCP06/01 is filled.
6.1 AISM - Clause 8.2(EnMS) 8.1.3 (OHSMS) & 10.
7 FORMATS / RECORDS
7.1 Change Request Form - RDSO/IMCP06/01
8.1 No. of changes made.
IMCP-07 PROCEDURE FOR SETTING OBJECTIVES, TARGETS &

MANAGEMENT PROGRAMS & ACTION PLAN
1 PURPOSE
1.1 To identify and prioritize the objectives from the identified Significant Environmental Aspects
(SEA) and Significant Energy Uses (SEUs), OH&S critical risks and prepare Environmental
Management Program (EMP), Occupational Health & Safety Management Programs (OHSMP)
and Energy Action Plans (EnAP) respectively.
2 SCOPE
2.1 This procedure is applicable to the aspects & hazards identified during the environmental
review, and mentioned in the environmental aspect register & OHS hazard and risk assessment
register respectively, and action plans for SEUs, considering legal & other requirements as well
as views of interested parties.
2.2 Significant Energy Use (SEU) resulting out of energy reviews and energy audits.
3 Process Owner – MR
3.1.1 Management Representative is responsible for consolidating the progress on
Objectives, MP & Energy Action Plans
3.1.2 All Directorate Heads are responsible for setting objectives and targets, based on
review of Environmental Aspects Register, Hazard and Risk assessment register &
Energy Review data pertaining to their Directorate .
4 PROCESS FLOW
•Policy and Organisationwide Objectives, SAs, Significant Hazards,

Data on Energy Use & Consumpton from SEUs
Inputs
•Activity , Aspects ,Energy use and hazards from the activities

Enablers/
Resources
•Directorate Objectives, Energy Action Plan(EnAP), Management

Programmes(MPs) and Plans to achieve them.
Outputs
Identification of applicable objective to which directorate can

contribute.
Determining responsibility, resource requirement and the action plan

/consumption
Implementation, measuring, monitoring and corrections, if required.
5 PROCEDURE
5.1 Procedure for Objectives:
5.1.1 Review the Environmental / Energy Aspect Register, Hazard and Risk assessment register.
Prioritize the aspects and hazards having significant impacts and risks respectively.
5.1.2 Review the Concern of Employee & Interested parties.
5.1.3 In the prioritization of impacts & risks, give consideration to the following:
 Occurrence Probability
 Frequency of detection/ Exposure
 Nature of consequence/ severity
 Legislative requirements
 Concerns of interested parties
5.1.4 Set the objectives after reviewing the significant aspects & Risks with concerned
directorate Heads considering priorities on the basis of:
 Legislative requirements
 Management Systems Policies
 Commitment to prevention of pollution
 Views of interested parties
 Technological options
 Financial, operational and business requirements
 Continual Improvement
 Concern of Interested parties
 Social issue for the benefit of employees and interested parties surrounding the
organisation
5.1.5 Provide guidance/assistance as necessary to concerned directorate Heads and minimize
interface differences, if any.
5.1.6 Prepare the Management Programmes for the identified objectives and targets, detailing
responsibilities and time frame for each activity.
5.1.7 For new projects/ new developments for modification in existing process;
 Comply with all the legal requirements for new projects/new developments.
 Update Environmental / Significant Energy Use (SEU) / OHS Risks of the organisation.
 Study the set Objectives and Targets of the Organisation and prepare/ modify
management Programmes based on their progress considering all requirements as
given above at 5.1.1 and 5.2.
5.1.8 Prepare Directorate objectives in Format No. RDSO/IMCP07/01 for all Directorates.
5.1.9 Inform the Management Programmes, objectives, & targets to all concerned in the dept.
5.1.10 Continuously monitor and Review the progress in achievement of targets, send half yearly
progress to MR throughDMRs.
5.1.11 Prepare the consolidated reports of targets achieved and put up to Management Review
Committee once in a year for review.
5.1.12 Review the objectives achieved and set new / modified objectives, as applicable.
5.1.13 Update the status of Management Programmes once in a year.
5.1.14 After successful completion of a management program there may be need for generating
operational control procedures, besides once a management program is implemented, this
may give rise to review, revision & update of Aspects register.
5.1.15 In case management program is not completed within stipulated time this has to be
brought into the management review meeting, causes examined and new targets to be
fixed.
6.2 Directorate Manual
7 Formats/Records
7.1 Quarterly Progress Report on Management Program / Energy Action Plan
7.2 Quarterly Progress Report on Objectives & Targets
7.3 Departmental Objectives- RDSO/IMCP07/01
8 Key Performance Indicators
8.1 Objective Planned vs Achieved.
8.2 KPI Planned vs Achieved.
IMCP-08 PROCEDURE FOR LEGAL & OTHER REQUIREMENTS
1 PURPOSE
1.1 To identify and have access to the applicable legal requirements and other requirements
related to process, environmental impacts, Energy and Occupational Health & Safety
Management relating to RDSO.
1.2 To determine how these requirements can be complied with proper system for monitoring.
2 SCOPE
2.1 Identified applicable legal requirements and other requirements related to process,
environmental impacts, Energy and Occupational Health & Safety Management relating to
RDSO.
2.2 All Acts, Rules & Regulations related to Environment, Occupational Health & Safety applicable
to company operations
3 PROCESS OWNER(s): MR
3.2 MR & Concerned directorate heads will be Responsible , authorised and accountable for this
Process in their respective areas.
3.3 Directorate Heads & DMR-EnMS are also responsible for identifying applicable legal & other
requirements and they are accountable for managing compliance obligations.
4 PROCESS FLOW
4.1 Nil
5 PROCEDURE
5.1 Planning
5.1.1 Directorate Head - Admin, Finance and Personnel will identify the applicable legal and
other requirements and prepare the same as per Legal Register Format No:
RDSO/IMCP08/01 and update periodically.
 Directorate Head - Admin implement the applicable legal requirements and obtain
required licenses, permits, NOCs, approvals etc., and ensure periodical renewals as
applicable
 Directorate Head - Finance ensure the remittance of fees, levies, taxes etc., as per
stipulated time frame
 Directorate Head - personnel updates the status of compliances and monitors
periodically
 Directorate Head - Admin maintains all relevant records and registers and preserve the
same.
5.1.2 The details of evaluation are provided in table below:

Who
Sl When to Why to Evidence of
What to evaluate How to evaluate should
No evaluate evaluate evaluation
evaluate
1 Legal requirements: Monthly Collect samples from To ascertain DMR-EMS Appropriate
Ambient air quality designated points the level of records are
Waste water Subject them for compliance maintained
Stack emissions analysis and and extent
Hazardous waste measurement of
Raw water usage Note down values deviation,
Compare against to
requirement determine
Report to authorities remedial
Take corrections/ actions
corrective actions
where deviation is
noticed
2 Noise levels (Work Once in six Collect the noise -do- DMR- -do-
Zone) months readings at designated OH&SMS
points by HSE.
Noise levels are
circulated to the
concerned
departments.
4 Other requirements As defined Methodology defined To know Concern Appropriate
in in Directorate whether it Directorate records
Directorate procedure could be Head
procedures better
5 Legal requirements Yearly Collect data from To ascertain DMR- Submission
(Electricity acts) designated points, the level of EnMS of
analyse and Compare compliance, appropriate
against Targets. to records
determine
remedial
actions
6 OH&S requirements Yearly Collect data from To ascertain DMR- Submission
designated points, the level of OH&SMS of
determine
remedial
actions
7 Legal Requirements Yearly Collect data, analyse To ascertain Directorate Submission
for and Compare against the level of Head - of
HR(personnel),Finance Targets. compliance, Personnel, appropriate
& Admin to Finance, records
determine Admin
Remedial
actions
8 Energy related Legal Monthly Collect data from To ascertain DMR- Submission
Requirements designated points, the level of EnMS of
determine
remedial
actions
5.1.3 In addition to the above, methodology of evaluation could also include periodic
internal/external audits, documents/records review, facility, inspection, interviews, project
or work reviews, facility, tours and direct evaluation. The frequency of such evaluation will
be constantly reviewed based on evaluation results, as also the magnitude of variations,
including the severity and accordingly, where needed, revised. The evaluation
methodology will be reviewed periodically and changes if any is brought about during such
review.
5.1.4 Compliance with legal obligations and other requirements to which the organization
subscribes are reviewed in the MRM. Legal Compliance Records is maintained in Form No.
RDSO/IMCP08/02.
6.1 AISM - Clause 6.1.3 (EMS & OH&SMS) and 9.1.2 (EMS, EnMS & OH&SMS)
7 FORMATS/ RECORDS
7.1 As per Directorate Manual.
7.2 Legal Register- RDSO/IMCP08/01
7.3 Legal compliance Records - RDSO/IMCP08/02
8.1 Ensuring Legal Compliances – 100%

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Document Code: IPM

Research Designs and Standards Organisation:

Telephone No: (0522) 2450779, 2465746

TABLE OF CONTENTS ............................................................................................................. 1

IMCP-05 PROCEDURE FOR RISK & OPPORTUNITY MANAGEMENT ....................................... 70

Revisions shall be prepared by MR & approved by the undersigned.

Additional Director General (ADG)

APPROVER / DISTRIBUTION LIST

INTEGRATED PROCEDURE MANUAL RELEASE DETAILS:

Release No. Release Date Particulars

EMCP- PROCEDURE FOR ENVIRONMENT MANAGEMENT

 ECP-01-Procedure for Identification of Environmental Aspects

ECP-01 PROCEDURE FOR IDENTIFICATION OF ENVIRONMENT ASPECTS

•Identification of aspects in various Products/processes/activities

•Environment impacts Assessment

•Identified Significant Environmental Aspects, EMPs

1 Once a month or less

3 Absence or not effective controls

2 Mechanism in place but not reliable

1 Available and effective

5.2.1.4 D- PROBABILITY OF DETECTION

4 More than 12 hours

5.2.1.5 DECISION CRITERIA

6.1 AISM – Clause 6.1.2, and 9.1.2

ECP-02 PROCEDURE FOR WASTE CONTROL

•Waste generated from processes

•Waste segregation, collection, Storage & Disposal

•Waste Disposal & Records

 Yellow : Biodegradable wastes (Food, paper, dust, etc.)

Sl.No. Waste Description Storage Location Handling Disposal Method Responsibility

ECP-03 PROCEDURE FOR EMERGENCY PREPAREDNESS & RESPONSE

•Hazards/ Potential emergencies identified

•Mitigation steps, Training of personnel Safety procedures /

•Safe operations, No incident/accident

•Calibration of Measuring equipment

•Maintaining the records of Monitoring & Measurement

DOC CODE: IPM RELEASE NO.1.0 DATE:03-08-2022 PAGE 20 OF 79

OHSMCP- OCCUPATIONAL HEALTH & SAFETY MANAGEMENT SYSTEM

 OHSCP-01-Procedure for HIRA & Risk Control

OHSCP-01 PROCEDURE FOR HIRA & RISK CONTROL

•Identification of Hazards in various products/activities/process

•Identified prioritised unacceptable Risks & their controls

DOC CODE: IPM RELEASE NO.1.0 DATE:03-08-2022 PAGE 21 OF 79

DOC CODE: IPM RELEASE NO.1.0 DATE:03-08-2022 PAGE 22 OF 79

 Employees with technical knowledge of the activity/Job

DOC CODE: IPM RELEASE NO.1.0 DATE:03-08-2022 PAGE 23 OF 79

 potential emergency situations;

5.5.2 Table for Severity

DOC CODE: IPM RELEASE NO.1.0 DATE:03-08-2022 PAGE 24 OF 79

Very Low Physical discomfort 1

Level Exposure Rating

5.5.4 Table for Probability

DOC CODE: IPM RELEASE NO.1.0 DATE:03-08-2022 PAGE 25 OF 79

7 to 15 D Low Risk Activity having RPN between 7 to 15 is considered as Tolerable

DOC CODE: IPM RELEASE NO.1.0 DATE:03-08-2022 PAGE 26 OF 79

Hierarchy of control measures

DOC CODE: IPM RELEASE NO.1.0 DATE:03-08-2022 PAGE 27 OF 79

DOC CODE: IPM RELEASE NO.1.0 DATE:03-08-2022 PAGE 28 OF 79