Emergency Response & Preparedness Plan

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HSE SYSTEM PROCEDURE EMERGENCY RESPONSE & PREPAREDNESS PLAN 
lensReviewed by QHSE Director
lensDocument No- MAG-HSE-SP-02
lensIssue No-01
lensApproved by CFO
lensEffective Date: 09/11/ 2015

1. Purpose and Scope 

This procedure is to ensure that appropriate actions are followed during the below listed emergency cases at Hmawbi Agriculture Input Complex (HAIC).

a. Accidents, Injuries and Fatalities
b. Fire and Explosion
c. Chemical spillage
d. Gas leakage
e. Disaster i.e. Earthquake, flooding, storm at vicinity of office

2. Responsibility and Authority

ERT Organization Chart



HAIC will form an Emergency Response Team (ERT) and an Evacuation Team (ET), each of which will have a designated coordinator. HSE Manager is assigned as Commander of both teams. The commander will use all the resources available in dealing with the emergency situation.

The ERT team comprises HSE Department, technical managers, technical operators, technical supervisors and plant maintenance personnel. The purpose of ERT team is to assume overall responsibility for all emergency operations such as executing the evacuation order, developing the emergency preparedness plan to minimize life threatening and destructive events, and implementing emergency response procedures for fire, explosion, bomb threats, hazardous material spills and natural disasters.

The ET team comprises HSE Department, department managers, general supervisors, area supervisors and assigned leaders. The role of ET team is to ensure that all personnel in their respective areas have been accounted for and that a proper evacuation procedure is followed during the emergency situation.

For emergency situation, the QHSE Director will call for the Group Meeting to respond to the emergency situation in timely and effective manner. The ERT shall seek approval from Group Chairman or MD for such case that may concern with human life or necessities of huge amount of compensation.

3. Procedure

3.1 Level of Emergency 

The level of emergency for the ERT to response to be categorized into three phases

Level 1: At infant stage or lower level of emergency case such as;
a. Accident not accompanied with injury
b. Medical sickness
c. Minor pollution/spillage

Level 2: For major accidents/emergencies that may develop into a serious situation
Level 3: This phase is considered as catastrophic situation, such as big casualties, loss of lives and property.

3.2 Emergency Contact List

24 Hour Emergency Contact List shall be posted in office, production line and warehouse area. In case of emergency, any staff making the emergency call shall immediately take response action at his/her discretion and then report to supervisor or department manager promptly.

3.3 Emergency Drill

The Emergency Response Team shall exercise Emergency Response Testing and Drill as per below schedule to respond to emergency cases in timely manner. The Commander shall file all records of the emergency response action. The following records shall be maintained by Commander.
lensRecord of Personnel Attendance Log in Drill
lensCasualty Log
lensAccident Investigation Report


3.4 Emergency Preparedness and Response Procedure

3.4.1 The commander draws up the Factory emergency plan, which includes evacuation schedule, appointing area wardens, assigning first aid locations and preparing evacuation exercises.

3.4.2 The Commander shall ensure all staff members are aware of locations of firefighting and first aid equipment, and of evacuation procedures in case of emergency.

3.4.3 The ERT members are trained for the firefighting and medical first aid procedures

3.4.4 The evacuation practice will be executed every 6 months so as to ensure that all personnel are aware of their respective muster points.

3.4.5 When an emergency breaks out, the ERT team shall identify the level of emergency and take appropriate actions to respond to the incident immediately. 

3.4.6 Lower level emergency cases (Level-1) shall be managed by the Department Head of the concerned team and Factory ERT. ERT shall make incident/accident report to QHSE Department.

3.4.7 For major accidents/emergencies that may develop into a serious situation (Level-2), ERT shall meet with the Commander to decide on how to respond to the situation and at the same time, informing QHSE Department.

3.4.8 QHSE Director convenes the ERT Meeting to analyze the situation based on the information obtained.

3.4.9 For catastrophic situations (Level-3 involving casualties and sustained loss of lives, the commander shall report to QHSE Director and QHSE Director will seek approval from QHSE Committee and Head of concerned Business Unit to take appropriate action.

3.4.10 The QHSE committee shall convene to analyze the situation and will decide on an action plan. ERT will execute the plan suggested by Committee. 

3.4.11 In case of Fire/Earthquake

.1 This case is considered as Level 3 and ERT shall respond according to Fire Control Plan/Evacuation Plan as prepared.
.2 The Commander shall update QHSE Department about the situation.
.3 QHSE Committee shall convene to analyze the situation and arrange a Search and Rescue by working with the National Red-Cross and/or Fire Brigade.

3.4.12 In case of Chemical Spillage and Gas Leakage

.1 In the event of major spillage, Commander shall inform the QHSE Department. QHSE Director with convene a meeting with ERT team to take immediate recovery and clean-up action to prevent environmental pollution.
.2 The ERT shall take immediate step to
lens Contain the spillage from spreading to a wider area
lens Keeping other people, animals and vehicles away from the spillage area
lens Wearing suitable protective clothing to conduct the clean-up
.3 If it is liquid spillage, it will be soaked using absorbent material such as dry sand, soil or wood shavings. These materials will be swept with a brush and shovel, transferred into a sealed bag and disposed safely. As for solid spillage, the contaminant will be swept with a brush and shovel, transferred into a sealed bag and disposed.
.4 If there is a risk of the spillage becoming airborne, some damp sand should be scattered before attempting to decontaminate.
.5 Decontaminate/Clean-up any remaining traces of spillage by washing down and draining the contaminated water to a safe place.
.6 Once the situation is verified, the information will be relayed to the QHSE committee, affected community and relevant authority.

3.4.14 Accident, Injuries and Fatalities

.1 This case is consider as Level 2. Upon receiving the message about injuries and fatalities at workplace through email/phone/telex/fax, the commander shall immediately coordinate with the QHSE Director to collect more pertinent information about injury/illness or death of employee.
.2 The QHSE director will convene a meeting with ERT to analyze the situation based on the information obtained.
.3 The Commander shall verify with the relevant manager the condition of the injured worker to check if there is a need for immediate medical treatment.
.4 Once information about the injured worker’s condition is verified, the family /relative shall be notified.
.5 In case of death at workplace, the Commander shall arrange the death certificate and essential documents. The Labour Union or government authorities shall be notified appropriately.

Related Documents/Forms

lensEmergency Contact Number
lensFire Control Plan
lensEvacuation Plan
lensCasualty Log
lensAccident Investigation Report
lensFire Safety Duty List
lensFire Extinguisher Checklist

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