Professional Documents
Culture Documents
MANAGEMENT QUESTIONNAIRE
Fourth Edition
Management
MANAGEMENT Questionnaire
All rights reserved. Except for normal review purposes no part of this document may be
reproduced, utilised, stored in any retrieval system or transmitted in any form or by any means
electronic or mechanical, include photocopying, recording or by any information, storage or
retrieval system without the written permission of Chemical Distribution Institute (CDI).
ACKNOWLEDGEMENT
The contribution made by all members of the CDI-T Technical Committee, the Centre for
Maritime and Industrial Safety Technology, the European Chemical Industry Council and the
American Chemistry Council in the preparation of this, the Fourth Edition of the Terminal
Questionnaire, is gratefully acknowledged.
While this report has been developed using the best information currently available, it is
intended to be used entirely at the user’s own risk. No responsibility is accepted by the
Chemical Distribution Institute (CDI) or any person, firm, corporation or organisation who or
which has been in any way concerned with the furnishing of information or data, the compilation,
publication or any translation, supply or sale of this report, for the accuracy of any information
given herein or for any omission herefrom or for any consequences whatsoever resulting directly
or indirectly from information contained herein even if caused by a failure to exercise reasonable
care.
M0 GENERAL INFORMATION
M1 MANAGEMENT RESPONSIBILITY
M2 TRAINING
M3 QUALITY MANUAL, PLANS AND STANDARDS
M4 THE SUPPLIER OF GOODS AND SERVICES
M5 THE CUSTOMER
M6 PERSONNEL
M7 OPERATIONS
M8 MAINTENANCE
M9 NON-CONFORMITY REPORTING
M10 FALL-BACK PLANS & EMERGENCY PREPAREDNESS
M11 ADMINISTRATION
M12 PERSONNEL SAFETY
M13 OCCUPATIONAL HEALTH
M14 ENVIRONMENTAL PROTECTION
M15 SECURITY
The Background
This CDI-T Questionnaire was originally developed as part of the CEFIC “Safety and Quality
Assessment System for Terminal Operations”.
The aim of the Questionnaire is to give an accurate assessment of the terminal at the time the
inspection is carried out. The Questionnaire is essentially a quality assessment of the terminal,
its operations and personnel, which also incorporates essential aspects of safety and
environmental protection.
The Questionnaire does not attempt to pass or fail the terminal for any particular purpose but
rather to give an assessment of performance at the time of the inspection.
The Inspector
The highest standards of ethical behaviour are expected from CDI Inspectors. The findings
presented in the Report are to be regarded as confidential and the property of the terminal
owner and on no account shall the Inspector discuss the contents of the Report with any third
party.
The Inspector will be an observer only and shall not interfere or become involved in the
operation of the terminal or be a party in any discussion between the terminal, customer, local
authorities, etc.
A courteous and considerate approach is expected of the Inspector in all dealings with the
terminal's personnel. The Inspector should take care to ensure that his actions do not in any way
delay or interfere with the normal operation of the terminal. The Inspector shall not operate any
equipment, but he may request equipment to be run or operated under test. The Inspector may
relate industry best practice, but he is not permitted to advise on specific operational or
constructional matters.
The Inspector is expected to set a good example with respect to his own safety procedures
during the period of the inspection. The Inspector will wear, as appropriate for the location,
protective clothing and equipment including boiler suit, safety helmet, safety shoes, safety
gloves, ear protectors and goggles / safety glasses.
The terminal's safety procedures and notices displayed at the terminal must be complied with by
the Inspector. The Inspector shall not enter restricted areas unless the Manager's permission
has been obtained and any relevant permits / checklists have been completed correctly. The
Inspector will not enter an enclosed space unless entry procedures are fully complied with.
The Questionnaire
TPQ indicates a Terminals Particulars Question. These may be completed by all terminals
and principally deal with the capacity and facilities available at the terminal.
SI indicates a Self Inspection Question. Terminals having been previously inspected by CDI,
may complete these questions in the days prior to the inspection taking place. These questions
principally concern procedures and records, and are subject to audit by the Inspector. Where an
Inspector finds that SI questions have not been answered correctly, the Inspector has the
right to revert to a full inspection of the Chapter, the Department or the entire Terminal.
Questions are to be answered ''Yes'' or ''No'', with provision for a ''N/A'' answer when a piece of
equipment or facility does not exist.
Questions within the Questionnaire which clearly do not apply to the terminal should be marked
as N/A. Examples of non applicable questions are where an operational assessment is
required of equipment fitted and the terminal does not carry the equipment listed.
A "No" answer to a question does not necessarily imply that the terminal is not in compliance. All
"No" answers must be supported with an observation explaining the reason and/or circumstance
that exists.
Prior to an inspection being carried out, the terminal should complete the appropriate questions
in the Questionnaire, ready for presenting to the Inspector. This practice will greatly reduce the
time for inspection and provide the Inspector with all pertinent information regarding the terminal.
An inspection shall not normally be carried out during hours of darkness. The only exception to
this is when special arrangements have been made with the terminal Manager prior to the
Inspector arriving at the terminal.
On arriving at the terminal, the Inspector will identify himself to the Manager and outline the
objectives and requirements of the inspection. The Inspector and the Manager should agree
the sequence for the inspection and construct a timetable, listing key personnel and their
availability to assist with the inspection. The inspection should be planned and carried out in a
manner which will not conflict with the safe operation of the terminal.
During the inspection, it is recommended that the Inspector is accompanied at all times by a
responsible and suitably qualified person(s), nominated by the Manager.
Proper planning at the Opening Meeting will enable the inspection to be carried out efficiently
and with the minimum of disruption to the normal working of the terminal.
The Inspection
Immediately following the Opening Meeting, the Inspector is required to ‘’go out on site’’ for 4 to
5 hours to observe the actual operating conditions of the terminal.
It is a requirement that all questions, statements and information in the Questionnaire are
completed. Sampling of questions within the report, other than pre-completed SI questions, is
not permitted. However, sampling within a particular question is permitted. For example, when
assessing the question on the operating instructions, the Inspector is not expected to sight every
operating instruction at the terminal but only a sufficient number to make a broad judgment that
they are displayed or readily available.
With the terminal in operation, some areas may not be capable of inspection, e.g. tanks,
restricted loading bays. When any question is not addressed due to operational reasons, the
N/A check box should be marked and a note made in the relevant Remarks section.
With the exception of "familiarity" type questions which by their nature are subjective, answers to
all other questions must be based on objective evidence. Objective evidence is defined as
qualitative or quantitative information, records or statements of fact which is based on
observation, measurement or test and which can be verified.
Asking for a procedure, is ‘’implicit’’ that the procedure is implemented, followed and enforced.
Inspector’s will employ the methodology of ‘’tell me,’’, ‘’show me’’, ‘’prove to me’’ in establishing
the answers to questions. The assurance of the terminal's staff will not be accepted by the
Inspector as compliance with a particular question, without objective evidence being produced to
support their assertions.
Should a request for the demonstration or test of a particular piece of equipment be refused,
then the details will be noted in the relevant Remarks section. Requests for a test of equipment
shall not be made where this will result in a major disruption to the terminal's normal operations.
i.e. stopping operations, blackout, etc.
On completion of the inspection, the Inspector will hold a Closing Meeting with the Manager. At
the Closing Meeting the Inspector will provide the Manager with a copy of the Report Summary
containing the inspector’s observations and remarks.
The Inspector will discuss with the Manager the answers given in the Report Summary and if
requested to do so, explain how the answers have been determined. Should a "No" answer or
observation be contested, then the Inspector will give the Manager the opportunity to produce
objective evidence to satisfy the requirement. If satisfactory evidence of compliance is
produced, then the answer to the question may be amended. Answers to questions, should not
be amended after the Inspector leaves the terminal.
The Manager must be given the opportunity to comment in writing on the contents of the
Questionnaire. Any written comments from the Manager will be entered to the database by the
Inspector.
The Manager will be requested to sign for the Report Summary. The Manager's signature is for
receipt only and does not infer that the Manager agrees with the assessment. However, the
Manager must be made aware that release of the Report is bound by agreement between the
Terminal Company and CDI-T, in that: the Tank Terminal Company undertakes to distribute
copies of the Report only via the services provided by CDI-T.
The inspection does not result in a pass or fail. The Report is for consideration by a potential
customer(s) only. The Inspector shall not make any recommendations for the correction of any
items marked as "No" in the Questionnaire, nor indicate to the Manager, or any other person,
the standard of the terminal or the possible eventual outcome of the inspection.
During, or on completion of the inspection, the Inspector will enter all the inspection data
(together with any comments from the Manager), into his computer terminal and then up-load
the Report to the CDI-T database in accordance with the procedures governing control of the
CDI-T database system.
Except in exceptional circumstances (or when instructed by CDI-T), copies of the Report must
not be faxed, or transmitted by any other means, to any person or business who is not the
terminal owner. Inspection data is privy to the Inspector (which includes persons employed by
the Inspector or under the direct control of the Inspector) and the terminal owner. Persons who
do not have approved access to the electronic database, are not permitted to sight the
inspection data in hand-written or typed hard copy.
The use of the electronic database provides a level of security for the inspection data which is
severely compromised if information is faxed or mailed to uncontrolled third parties.
The Inspector is responsible for the security of the inspection data between the time of carrying
out the inspection and uploading the Report to the database. The Inspector shall ensure that a
back up of the inspection data is available in the event that the original data is lost prior to
uploading to the database. All hard copy Reports are to be retained by the Inspector.
CDI-T Attestation
The terminal Manager may request the issue of a CDI-T Attestation document. These
authenticated documents are issued by CDI Administration and serve as verification of the
terminal having undertaken the CDI-T inspection.
Dear Sir,
At the Closing Meeting, the Inspector will request that you sign and receive a copy of the
Report Summary. You are invited to add any comments that you may have at this stage, and
these will be entered to the database.
On departing your terminal, the Inspector is obligated to enter the report to the database as
quickly as possible, though depending on his work commitment and travel, a 14 day period is
permitted. Once your report is accepted on the database, the database will send you an e-mail
message advising you of the report number and security code.
Via the website at www.cdit.nl you may now review the report and have a period of 90 days
to enter your comments. At anytime in the life of the report, you may amend Section M0 and
change the access permission to the various Chemical Company Participants. CDI will
provide you with every help and assistance in navigating through the various menu options. If
you encounter difficulty, please do not call the Inspector, please contact CDI or the Pharox
Program Manager: Mr. E. Horring: ehorring@mail.pharox.nl
Should you require an Attestation document or an authenticated hard copy of the report,
please contact CDI. You may also display the CDI-T Inspected Logo on your company
literature, details are available from CDI.
Yours faithfully,
CDI-T, Administration
BCH Code for the Construction and Equipment of Ships Carrying Dangerous Chemicals in Bulk (IMO)
DWT Deadweight
I Inspection Question
IBC International Code for the Construction and Equipment of Ships Carrying Dangerous Chemicals in Bulk (IMO)
ICS International Chamber of Shipping
IFR Internal Floating Roof
ILO International Labour Organisation
IMO International Maritime Organization
IMDG International Maritime Dangerous Goods Code
ISGOTT International Safety Guide for Oil Tankers and Terminals
ISO International Standards Organisation
ISPS International Ship and Port Facility Security Code
RC Responsible Care
Res IMO Assembly Resolution
ROV Remote Operating Valve
RTC Rail Tank Car
RTT Road Tank Trailer/Truck
Terminal:
1.
2.
3.
Consecutive
Reference Inspectors' Observation / Remarks
Number
The Company:
Quality:
Management Page 1
Environment:
Safety:
Security:
Facilities :
Management Page 2
Heating :
Management Page 3
General Policy
M1.3 security ? SI RC
M1.4 quality ? SI RC
Does the policy statement include reference to all employees' responsibility for :
M1.8 security ? SI RC
M1.9 quality ? SI
M1.11 security ? SI RC
M1.12 quality ? SI RC
M1.15 Have Quality and HSE&S improvement plans and objectives been SI RC
communicated to stakeholders ?
M1.21 Are Quality and HSE&S objectives and targets within the context of the SI RC
Quality/HSE&S policy statement(s) ?
M1.22 Is there a system in place to evaluate the effectiveness of communication with SI RC
stakeholders?
Management Page 4
M1.24 Does the Quality Management System include a process to seek public opinion SI RC
and input with regard to products stored and terminal operations ?
Is there an exchange of communication concerning HSE&S risks to:
M1.26 stakeholders ? SI RC
M1.28 stakeholders ? SI RC
M1.30 Does the company assist in the development of responsible laws, regulations SI RC
and standards that safeguard the community, workplace and environment ?
M1.31 Does the company encourage others to practice the principles of Responsible SI RC
Care ?
Have personnel responsible and accountable for managing, performing and
verifying work affecting Responsible Care activity been given sufficient:
Does management set specific objectives for the coordinators and are the
coordinators assessed against these objectives:
M1.37 for HSE&S ? SI RC
Management Page 5
M1.47 Does each employee have a job description which describes their responsibility SI RC
for HSE&S and Quality aspects of their service to the customer?
M1.48 Has each employee an annual performance assessment in which his attitude to SI
and accomplishment in quality and HSE&S is appraised ?
M1.52 Does senior management hold review meetings on quality and HSE&S at least I RC
once every 6 months ?
Do these review meetings consider updating the HSE&S and quality system in
relation to changes and MOC brought about by :
M1.53 technology ? SI RC
M1.57 Do these review meetings make use of the findings of internal audits ? SI RC
M1.58 Do these review meetings make use of the findings of external audits ? SI
M1.60 Are defects revealed by reports or audits discussed during meetings and plans SI
established to rectify them ?
M1.61 Are Quality and HSE&S items discussed at regular meetings of senior SI RC
operational managers?
M1.62 Does management provide suitable quality and HSE&S topic material for these SI
supervisor's meetings ?
M1.63 Are meetings held between supervisors and operators on matters of Quality SI RC
and HSE&S ?
M1.64 Are minutes taken at these meetings and the identified actions followed-up? SI RC
Management Page 6
M1.66 Do the Quality and HSE&S reviews verify that adequate resources are allocated SI RC
to meet the objectives and targets ?
M1.68 Quality ? SI RC
M1.70 Quality ? SI RC
M1.75 Have internal auditors been trained in auditing and evaluation techniques ? SI
M1.76 Are the persons delegated the responsibility for auditing independent of the SI
activities reported on ?
M1.77 Are the procedures for auditing documented ? SI RC
M1.78 For those elements included in the audit plan, are action plans developed and SI RC
are corrective actions taken as revealed necessary by the audit?
Risk Assessment
M1.79 Is a risk assessment methodology used to evaluate the hazards of the different SI RC
areas of the terminal ? (e.g. hazop, fault-tree, cause-consequence, what-if
analysis)
M1.80 Is the outcome of the assessment used to reduce the risk of the hazard ? SI RC
Management Page 7
M1.91 Does terminal management review and promote risk reduction measures (by SI RC
investments, training) ?
M1.92 Are quality risks reduced by using dedicated equipment ? SI
M1.93 safety ? SI RC
M1.94 environment ? SI RC
M1.95 health ? SI RC
M1.96 security ? SI RC
M1.97 quality ? SI RC
Management Page 8
Training Program
M2.10 Are records maintained of who has been trained and in what subjects ? SI RC
M2.18 Has the HSE&S Co-ordinator completed a training course on safety at work SI RC
from an outside agency ?
M2.19 Has the Quality Assurance Co-ordinator completed a training course in Quality SI RC
Management from an outside agency or by equivalent in-house training?
Management Page 9
M2.21 operations ? SI
M2.22 maintenance ? SI
M2.29 Are tests of knowledge and competence carried out and documented ? SI
Management Page 10
M3.1 Does the quality manual clearly describe a system of quality management as SI RC
per ISO 9001:2000 series or equivalent ?
Does the scope of the quality system include :
M3.23 maintenance ? SI RC
M3.24 documentation ? SI RC
M3.26 bottling/drumming/filling ? SI RC
Management Page 11
M3.30 Is the Quality Manual readily available to all members of the company ? SI RC
M3.31 Is there a document control system in place for all written procedures in the SI RC
Quality Manual?
M3.34 Does the quality improvement plan identify new or unique methods of SI RC
improving the quality of the product or service ?
M3.35 Have realistic objectives been established to achieve all items of the quality SI RC
plan ?
M3.36 Have the quality improvement plans and objectives been communicated to SI RC
employees ?
M3.37 Has the Quality Assurance Co-ordinator been involved in setting up the plan SI
and its objectives ?
Quality Standards
M3.38 Have standards/goals been set for the performance of each manager and/or SI RC
organisation in the quality plan ?
M3.39 Are these performance standards laid down in a document which can be SI RC
audited ?
M3.40 Have written standards/indicators been set for achieving a level of service for SI RC
the company's customers ?
Do the standards/indicators include :
Management Page 12
Purchasing
M4.2 Are quality and safety critical items highlighted in the list? SI
M4.3 Are written purchasing specification established for such critical items? SI
M4.4 Are meetings held between purchasing and HSE&S and Quality personnel to SI
verify that the purchasing process follows adequate quality standards ?
Quality Control
M4.5 Are checks carried out on materials and services supplied, to ensure that they SI RC
meet the contract quality specifications requirements ?
M4.6 Are suppliers of "critical" material and services, selected on the basis of a type SI RC
of quality assessment ?
M4.7 Is the performance of suppliers reviewed? SI RC
Contractors
M4.11 Are there written criteria on the selection and use of contractors ? SI RC
M4.12 Are contractors selected on the basis of their established control of quality ? I RC
M4.14 Are all contractors' staff given induction training in the terminal's safety and SI
quality assurance requirements before being allowed to commence work ?
Contacts
M4.15 Does the terminal have contact with quality assurance co-ordinators of the SI
suppliers of 'critical' material and services which have quality systems ?
M4.16 Is the supplier's representative afforded access to the Quality Assurance Co- SI
ordinator ?
Management Page 13
The Contract
Is there evidence of an agreement between the Terminal and it's customers on:
M5.8 Demurrage ? SI
M5.22 Confidentiality ? SI
M5.23 Termination ? SI
M5.27 If yes, are these standard contracts reviewed each year on quality matters SI
with the quality assurance Co-ordinator ?
Management Page 14
Contract Review
M5.28 Are contracts reviewed, before approval, by all functions responsible for its SI
implementation ?
M5.29 Are contracts approved by authorised company officials ? SI
M5.32 Are deviations from the contract immediately notified to the customer ? SI
M5.33 Are regularly scheduled meetings held with customers to assess current I RC
performance under the contract ?
M5.34 Does the terminal solicit from the customer, all relevant information to execute SI
the contract satisfactorily ?
Does the information include :
M5.41 the SDS has been reviewed by designated people and if necessary, SI
clarifications have been obtained from the customer ?
M5.42 permission is given by (local) authorities to store/handle the product ? SI
M5.43 the adequacy of facilities, procedures and personnel qualifications has been SI
assessed and, if necessary, upgraded ?
M5.44 the product is compatible with all materials with which it will come in contact SI
?
M5.45 Is there a procedure to ensure that any update of SDS is incorporated in the SI
terminals system?
Quality Control
Management Page 15
Recruitment
Is a profile (specification) defined for filling each position of entry into the
organisation in terms of :
M6.1 skills, professional qualification ? SI
M6.4 interviews ? SI
M6.15 Is there a formal system of performance appraisal against such standards and SI
goals?
M6.16 Is good performance rewarded and recognised ? I
M6.18 Are there site regulations stating conditions of employment given to all I
employees?
M6.19 Has the company a policy prohibiting the use of drugs and alcohol at the SI
terminal ?
M6.20 Has the company a written disciplinary procedure ? SI
Management Page 16
Employee Review
Manning
M6.24 Are manning reviews carried out ? I
Management Page 17
Operating Instructions
M7.1 Are all operations broken down into their individual tasks and documented ? SI RC
M7.10 pumps ? SI RC
M7.11 compressors ? SI RC
M7.13 filters ? SI RC
M7.16 sampling? SI RC
M7.26 heating ? SI RC
Management Page 18
Planning
M7.40 ships ? SI RC
M7.41 barges ? SI RC
M7.43 railcars ? SI RC
M7.44 drumming ? SI RC
Jetty Operations
M7.48 Does the terminal have procedures in place to manage the exchange of SI RC
information between the vessel and the terminal, before the vessel berths, to
ensure the safety and timely arrival of the vessel at the berth, with both parties
ready to commence operations?
M7.49 Does the terminal have a procedure in place to ensure that a pre-cargo transfer SI RC
conference is undertaken, including completion of a Ship/Shore Safety
Checklist ?
M7.50 Does the terminal have clearly defined and documented climatic and tidal SI RC
operating limits for all types and sizes of vessels visiting the terminal?
Management Page 19
Pilotage
Tugs
Water Depth
M7.58 product ? SI RC
M7.59 quantity ? SI RC
M7.64 Is there a procedure requiring the safety and emergency response be agreed SI RC
upon with both masters and the terminal before commencing any transfer ?
M7.66 Is there a procedure requiring the terminal to check compliance with the SI RC
MARPOL regulations on the pre-washing of ship's tanks ?
Operations - Pipeline
M7.69 Are emergency shut down procedures established with the receiver or SI RC
dispatcher ?
M7.70 Does the terminal follow a pipeline cargo transfer check list ? SI RC
M7.71 Are check lists signed and filed for future reference ? SI RC
Management Page 20
Operations - Drumming
M7.75 Does the terminal follow a check list on the filling of drums ? SI RC
M7.76 Are check lists signed and filed for future reference ? SI RC
M7.77 Is there a procedure to check suitability of drums for the intended use ? SI RC
M7.78 Is there a procedure to ensure the marking and labeling of the drums comply SI RC
with the applicable regulations ?
M7.81 Is there a procedure to check that each trailer to be loaded is inspected for SI RC
raised nails or bolts ?
Road/Rail Operations
M7.83 Are there procedures to check that drivers responsible for loading/unloading the SI RC
vehicles are properly trained?
Control of Operations
Management Page 21
Preventive Maintenance
M8.2 tankage SI
M8.8 PV-valves SI
M8.14 hoses SI
M8.19 utilities SI
Critical Instruments
M8.22 Are additional instruments installed to alarm and control undesired conditions ? I
Management Page 22
Maintenance - Inspections
M8.31 Is there a system for maintaining records of inspections carried out by outside SI
inspectors ?
M8.32 Are records maintained showing details of major items replaced ? SI
M8.38 Are the inspection frequencies for equipment reviewed at least annually? I
M8.41 Are inspection reports with follow-up actions available for audits ? I RC
Management Page 23
M8.45 Is the measuring equipment tested and if required calibrated at regular intervals SI
by qualified personnel ?
Management Page 24
M8.61 frequency: SI
M8.63 frequency: SI
M8.65 frequency: SI
M8.67 frequency: SI
Reviews
M8.68 Is a review carried out at least every 2 years of the preventive maintenance SI
program to determine quality and effectiveness ?
M8.69 Is a review of the inspection programme carried out at least every 2 years ? SI
Management Page 25
Question NON - CONFORMITY REPORTING ON QUALITY AND HSE&S Yes No N/A Cat. RC
Reporting
M9.2 HSE&S SI
M9.4 HSE&S SI
M9.6 HSE&S SI
M9.8 HSE&S SI
M9.10 HSE&S SI
M9.12 HSE&S SI
M9.14 HSE&S SI
M9.16 HSE&S
HSE SI
M9.18 HSE&S SI
M9.20 HSE&S SI RC
M9.22 HSE&S SI
M9.24 HSE&S SI
Management Page 26
Question NON - CONFORMITY REPORTING ON QUALITY AND HSE&S Yes No N/A Cat. RC
Are the reports made within 24 hours of becoming aware of the occurrence?
M9.25 Quality SI
M9.26 HSE&S SI
Do addressees include :
M9.28 HSE&S SI
M9.30 HSE&S SI
Investigation
M9.32 HSE&S SI
M9.34 HSE&S SI
M9.36 HSE&S SI
M9.40 HSE&S SI
M9.41 Quality SI
M9.42 HSE&S SI
Corrective Actions
M9.44 HSE&S SI
Management Page 27
Question NON - CONFORMITY REPORTING ON QUALITY AND HSE&S Yes No N/A Cat. RC
M9.45 Quality SI RC
M9.46 HSE&S SI RC
M9.48 HSE&S SI RC
M9.50 HSE&S SI RC
M9.52 HSE&S SI
M9.54 HSE&S SI
M9.55 Is trend analysis used to improve Quality and HSE&S performance and SI RC
programs ?
M9.57 HSE&S SI RC
M9.59 HSE&S SI RC
M9.61 HSE&S SI RC
M9.63 HSE&S SI RC
Management Page 28
Interface Management
Alternative Supplies
Mutual Arrangements
M10.10 Has the terminal mutual arrangements with neighbours, other operators and SI RC
services to provide help in an emergency ?
M10.11 up-to-date ? I RC
Management Page 29
M10.20 an emergency ? SI RC
Communications
M10.24 ER groups ? SI
M10.25 customers ? SI
M10.27 stakeholders ? SI RC
Resources
M10.28 Is a manager responsible for ensuring that ER plan, programs and procedures SI
are in place ?
M10.29 Are ER groups established and trained ? SI
Management Page 30
Records
M11.10 Is there a signature and date on each activity report, verifying that the operation I
was carried out according to the procedures ?
M11.11 Is there a procedure for checking the completeness and accuracy of records ? SI
Insurance
M11.14 Does the Terminal carry insurance cover for third party liability? I
Accounting System
M11.16 Have standards for payments of accounts been agreed with the customers ? SI
M11.17 Is there a system in place to check whether all accounts are settled within SI
agreed periods ?
M11.18 Is a procedure in place for settling accounting discrepancies? SI
Order Processing
Management Page 31
M11.26 Are audits of the administrative system carried out on a regular basis ? SI
M11.27 Is there an effective action plan to follow-up the recommendations of the audits SI
of the administrative system ?
Management Page 32
M12.2 Are safety inspections carried out by management and employees together ? I
M12.6 Have hazardous activities associated with the job been identified (job safety I RC
analysis) ?
M12.7 Are risks related to such activities evaluated (risk assessment) ? I RC
M12.8 Are critical job skills required to carry out such activities defined, provided and I
supported ?
M12.9 Is a process in place to continuously reduce the level of risk ? I RC
M12.17 Are rules and procedures communicated before beginning the assigned job ? I
Management Page 33
M12.28 inspection, testing and certification of tanks and related pipe work? SI
M12.37 scaffolding? SI
M12.38 digging? SI
M12.41 Are the above listed operations only carried out after a specific written permit I
has been issued?
M12.42 Is the permit issued by an authorised person? I
M12.48 the necessary steps to prepare the equipment or area for the intended I
work?
M12.49 its period of validity? I
Management Page 34
M12.50 Are at least 2 signed copies made of each permit, one for the issuer and one I
available at the location ?
M12.52 Does the layout of the permit include a check list of all the conditions to be met I
before the permit can be used?
Does either the terminal manager or his deputy:
M12.54 accept the job when finished and endorse the permit accordingly? I
M12.55 Does the permit clearly show whether entry into the enclosed space can be I
made with or without breathing apparatus?
M12.56 If breathing apparatus is not required, does the permit indicate how an I
adequate supply of air is to be maintained?
Before issuing the permit, does the issuer:
M12.57 ensure that the piece of equipment to be entered is withdrawn from service I
and isolated by positive disconnection or blanks?
M12.58 set down the requirements for cleaning and purging and check that they I
are properly satisfied?
M12.59 make sure that relevant tests are conducted of the atmosphere inside? I
M12.60 ensure that an adequate supply of breathing air is available to testers and I
workers charged with preparing the equipment for entry?
M12.61 check that specific precautions have been taken. I
M12.62 Is a hot work permit issued to perform work involving flames or high enough I
temperatures to ignite flammable or combustible material?
Before issuing the permit, does the issuer satisfy himself that:
M12.67 all sewers, manholes or catch basins in the vicinity of the work area are I
covered?
M12.68 catch basins with traps are continuously flushed with water? I
Management Page 35
M12.69 Are tests for possible flammable vapour concentrations made by a trained I
person using a combustible gas indicator before hot work is started on any
equipment or container, even though such equipment has been steamed,
flushed or otherwise cleaned?
M12.70 Are periodic tests made to make sure that the work area remains safe during I
hot work?
Smoking
M12.73 Are checks conducted to make sure that smoking material is not introduced in SI
no-smoking areas?
M12.74 Is there a procedure defining what safety equipment and protective clothing has SI
to be used and under what circumstances?
M12.75 Is this procedure consistent with the protection required in the Safety Data SI
Sheet for the products involved?
M12.76 Is all identified PPE in sufficient supply ? I
M12.77 Are warning signs posted in areas where PPE has to be worn, indicating what I
PPE is required?
Which of the following PPE is specified throughout the terminal:
M12.84 boots ? I
Management Page 36
M12.95 Are affected employees trained in the use, limitations and care of PPE ? SI
M12.96 Are checks carried out on the equipment to ensure that it is maintained in good SI
order ?
Warning Signs
M12.97 Are caution signs used to warn against potential immediate hazards, where I
they exist?
M12.98 Are caution signs visible and free from obstruction? I
M12.99 Are emergency procedures posted in each work area for summoning I
fire/emergency assistance and first aid/fire fighting?
Management Page 37
M13.1 Have all tasks been examined to identify and evaluate all occupational health SI RC
hazards ?
M13.2 Does the terminal have all the necessary product data and reference codes for I RC
products transported and/or handled?
M13.3 Are there written instructions from the manufacturer on product safety for all I RC
products transported and/or handled ?
M13.10 Is a review of the health hazard carried out before the first receipt of any new SI
chemical ?
M13.11 Is this review carried out by the safety coordinator or other competent SI
person?
M13.12 Are there written procedures for the handling of all products ? SI
M13.13 Are there written procedures for the safe handling and disposal of waste SI
resulting from interfaces, line cleaning operations and spills?
Are the following items in place to respond to product releases :
M13.17 Are records maintained of the chemical substances used or stored in the I
organisation's operations ?
Management Page 38
M13.29 Are there sufficient first aid kits at critical locations at the terminal? I
M13.31 Are showers and eye-washers located in the vicinity of cargo handling interface I
areas and clearly signposted ?
M13.32 Do they trigger an alarm ? SI
M13.33 Do at least two persons per shift hold a current first aid certificate, including SI
resuscitation (MTM) ?
M13.34 Has the advice of a medical authority been obtained to ensure that equipment I
and materials in the first aid unit contain additional items required for specific
hazards ?
Management Page 39
General Procedures
M14.5 Are environmental reviews made prior to the introduction of new chemical to the I RC
Terminal ?
M14.6 Are environmental reviews made for new facility design and process and for I RC
design changes in existing facilities ?
M14.7 Do routine and emergency shut-down procedures define specific steps to be SI
taken to ensure proper environmental safeguards ?
M14.8 Do incident investigations include environmental impact ? I RC
Waste Management
M14.10 Are there agreed arrangements with the local statutory authorities for the I RC
disposal of waste (liquid and solid) ?
M14.11 Are waste disposal records maintained as required by legislation ? I RC
M14.15 Is a waste reduction programme in place which specifies goals and objectives ? I RC
M14.16 Is a hazard review conducted for the sewer system which may contain SI RC
flammable, reactive or toxic materials ?
M14.17 Has a survey been made within the past two years to identify the need for spill I
prevention and response methods and equipment ?
M14.18 Have response systems been put in place for on-site spills (storage, loading, I
unloading, drumming) ?
M14.19 Have response systems been put in place for off-site spills ? I
M14.20 Are fire water retention needs calculated and considered in the spill response SI
plan ?
M14.22 Are emissions to the atmosphere above regulated levels documented and I
investigated ?
Management Page 40
M14.27 Is the emission control target included in the terminal operating permit ? SI
M14.31 Are piping and sewer plans available for the Terminal water and effluent lines ? I
M14.37 Are regular controls implemented to measure ground water contamination and I
migration ?
Management Page 41
M15.1 Does the terminal, as a Port Facility, have an approved ISPS Security Plan ? I RC
M15.2 Does the company security policy emphasise to their staff the importance of I RC
protecting people, property, and operational practices against loss by
intentional destruction or theft ?
M15.3 Are analysis of threats, vulnerabilities and consequences conducted ? SI RC
Security Organisation/Administration
M15.7 Is there regular contact with the police to plan for assistance on security SI
incidents ?
M15.8 Is there an exchange of communication and dialogue on appropriate security SI RC
issues with employees, customers, suppliers and communities.
Access Control
M15.9 Is there a system to monitor entry and movement of: people and vehicles to the I
Terminal as a security measure ?
M15.10 Is the allotment and duplication of keys to buildings, vehicles and areas I
controlled ?
M15.11 Is the Terminal fenced with gates which are closed and locked when not I
required to be open ?
Data Security
M15.12 Is there a system to protect against illegal access to computer data and SI
systems ?
M15.13 Is there a system to prevent the loss of computer data ? SI
M15.15 Are back-up’s of computer data stored in a safe place remote from the location SI
where such data are processed ?
M15.16 Is there a system in place to protect computer information on customers and SI
products?
Security Inspections
M15.17 Are inspections of facilities and operations made to verify compliance with SI
security standards at least every 6 months ?
M15.18 Are checklists used to guide security inspections ? SI
Management Page 42
Terminal/General Manager refers to the person with overall responsibility for the terminal, and is the
contact person for CDI-T Inspection Report Security Code.
Management GN Page 1
Management GN Page 2
Management GN Page 3
M1.1 The Quality Assurance System, adopted by the Terminal must be documented. The Inspector should
satisfy himself that the scope of the certification covers all relevant processes and that the depth of the
system is adequate. The QAS should, as a minimum, comply with the requirements of ISO 9001:2000.
M1.2-20 Policy statements maybe separate or combined into a single document. The policy statement must be
clear and unambiguous concerning management's commitment to the quality of the operations and
services, the safety of all operations, the health of the employees, the protection of the environment,
and the security of the terminal, thereby meeting the customer's requirements at all times.
The policy statement should be signed by the CEO on the site or by the managing director of the
company. The overall responsibility for quality and HSE&S rests at the top of the company and has to
remain there.
The policy should refer to all employee's responsibility for quality and HSE&S and ensure that
customers' requirement's are met
The policy should refer to customers' requirements.
There should be a clear statement that management seeks and encourages involvement and
commitment to the company's quality and HSE&S programmes and objectives.
The policy should be used by management in a positive manner. It should be contained in the
appropriate manuals, displayed in appropriate places and be seen clearly as a directive to all
employees. Inspectors should verify its presence in different places. Check the name and date to
determine that the policy has been signed by the acting CEO. within the last 2 years. Inspectors are
not required to examine the contents of the security plan.
M1.5 There should be a written procedure defining the Management Of Change process. The process
should be inclusive of procedural, management, product, technical and legislation changes.
M1.14 Inspectors to check wording of the policy.
M1.15 Reference Question M3.36
M1.16 Evidence should be sought of systems in place to assess stakeholder perspectives of the operations
taking place.
M1.17 RC/HSE reviews should be examined for evidence that stakeholder perspectives have been
addressed.
M1.21 The inspector should assess the documented objectives and targets against the RC/HSE policy
statement(s) ?
Management GN Page 4
M1.23 Evidence should be sought from RC/HSE circulars and annual reports.
M1.24-28 Evidence may be sought in public awareness programs, M14.4 and M15.8
M1.30 Evidence should be sought from the minutes of working groups of industry, regulatory and community
bodies.
M1.31 Evidence should be sought from promotional events and literature, and correspondence with service
providers.
M1.32-33 Reference questions seek evidence from training courses and resource allocations.
M1.34-45 This section combines two different responsibilities. A separate answer should be given for each.
The company should have a Quality and HSE&S Assurance co-ordinator. In a large company these
are full time jobs but in a smaller company these jobs may be part of another job. The function may not
have these particular titles. Others are : Safety Manager, Quality Manager etc.
The co-ordinator(s) must report directly to a senior manager on quality and HSE&S, although they may
report to a lower level on other duties.
The proportion of time spent on quality HSE&S matters will vary with the size of the company and its
variety in operations. Inspectors should consider this, at the end of the audit.
M1.39 By reading the job descriptions or quality and HSE&S manuals the Inspector should establish answers
to this question. Inspectors are not required to examine the contents of the security plan.
M1.40-41 Evidence of these contacts should be established by sighting correspondence.
Management GN Page 5
M1.34-45 This section combines two different responsibilities. A separate answer should be given for each.
The company should have a Quality and HSE&S Assurance co-ordinator. In a large company these
are full time jobs but in a smaller company these jobs may be part of another job. The function may not
have these particular titles. Others are : Safety Manager, Quality Manager etc.
The co-ordinator(s) must report directly to a senior manager on quality and HSE&S, although they may
report to a lower level on other duties.
The proportion of time spent on quality HSE&S matters will vary with the size of the company and its
variety in operations. Inspectors should consider this, at the end of the audit.
M1.42 Reference questions M1.15-17
M1.46 There should be an organisation chart for the terminal showing individual's job titles and to whom they
are responsible. These titles should be generally descriptive of the work carried out.
M1.47 Additionally each individual should have his responsibilities for quality and HSE&S clearly defined in a
document which can be audited.
M1.48 Look for documentary evidence that assessments are carried out annually.
M1.49 Evidence should be sought the verify the involvement of senior management with day to day
RC/HSE&S initiatives i.e. participation in meetings, training, promotion, signatures.
M1.52 Inspectors should ask to see agenda's and minutes of these meetings or meetings where these items
are covered to verify the answers to these questions. It should be accepted that parts of these minutes
may be confidential and hence covered up but it should be possible to see if the item was discussed at
length.
M1.53-56 Inspectors should seek documented evidence.
These external audits refer to 3rd party audits (customer audits, CDI-T Inspections, Government, etc)
with corrective actions, responsible persons, improvement plans, etc.
M1.59 Inspectors should ask to see documented evidence of these meetings (agenda's and minutes).
M1.60 Ask what topics have recently been provided for meetings.
Management GN Page 6
Management GN Page 7
M1.65 Determine from minutes whether this subject is adequately reviewed on both quality and HSE&S.
M1.66 RC/HSE reviews should be examined for evidence to verify that resources allocated are sufficient to
meet to objectives and targets.
M1.67-70 Employees should be made aware of the consequences of poor job performance, at all levels, on
other employees, on customer satisfaction, costs and economic well-being of the organisation. Bulletin
boards, meetings, training, publications and awards are effective ways of promoting quality and
HSE&S attitudes and should be given due prominence.
M1.71-78 For effective control of quality and HSE&S it is necessary to audit each stage of the management
system. The internal company audits can be carried out by members of the staff not directly involved in
the operation. Inspectors should look for a written audit plan which may be included in the quality
HSE&S manuals. A detailed audit system is required. A document, detailing the scope, frequency and
responsibility for such audits must be available for inspection by the Inspector. Inspectors are not
required to examine the contents of the security plan.
M1.79 Evidence should be sought from written risk assessment exercises for each area.
M1.79-97 The organization shall have a system to identify and evaluate potential HSE&S hazards and to assess
and prioritise the associated risks. Products and processes encompasses equipment, products
stored and operations.
Management GN Page 8
M1.79-97 The organization shall have a system to identify and evaluate potential HSE&S hazards and to assess
and prioritise the associated risks. Products and processes encompasses equipment, products
stored and operations.
Management GN Page 9
All employees, trainees and interns should receive induction training to orientate them to the Company
policies and basic quality and HSE&S procedures.
All employees are expected to have formal training in subjects related to their job. It is expected that
employees attend regular refresher courses as defined in the training program..
Training is required whenever enhanced or additional skills are needed to support a new or changed
work activity.
M2.1-2 To identify training needs, a list of the tasks and/or job description carried out by the individual is
necessary. The inventory of tasks, also required in establishing safe working practices, is an important
part of defining the needs of all operators.
M2.1 Inspectors should examine the inventory to establish its completeness and that it is being used to
identify the training requirements.
M2.2 Look for documentary evidence of these reviews.
M2.3-5 Check against national training legislation. From the inventory tasks critical to HSE&S and quality can
be identified and training concentrated on these areas. Check that critical tasks are identified.
M2.8 The audit must be in a written form and available for the Inspector to read. The audit should be carried
out at least every two years.
M2.9 The audit must be in a written form and available for the Inspector to read. The audit should be carried
out at least every two years.
M2.10 Check personnel or training records and attendance lists for completeness.
M2.11 Refresher training should be repeated at least every two years. Look for documented evidence.
Criteria for refresher training should be documented.
M2.14-17 The Inspector should review lesson plans and hand-outs in order to satisfy him/herself that each
individual subject is covered.
M2.18-19 It is important that these individuals are trained by a recognised (outside) organisation. The Inspector
should verify this by looking at the syllabus for the courses to determine that these courses are of an
acceptable level/contents.
Management GN Page 10
M2.20-28 Operations training should be reflective of the operational facilities of the terminal, e.g.
loading/unloading of ships, trucks, rail cars, etc. The inspector should verify that each operational
activity is addressed.
M2.28 Check from training material and training records.
M2.29 Tests of knowledge are the best way of establishing the effectiveness of the training. The tests may be
of a practical nature and assessed by a person other than the trainer.
Management GN Page 11
Companies holding a valid ISO9001:2000 or equivalent quality certificate will be in compliance with
Chapter M3. However evidence should be sought for compliance with questions M3.20, M3.21, M3.22
and M3.29.
Management GN Page 12
Management GN Page 13
The procurement of products or services should be given the same level of planning and control as
internal activities as they may be vital elements in the delivery of the proper tank storage service.
M4.4 Meeting should take place at least every six months and be supported by documented evidence.
M4.5 Examples should be taken at random and checked. Look for evidence that checks are carried out.
M4.8 Ask the Quality Assurance Co-ordinator if suppliers records have been examined and look for external
audit reports of suppliers.
M4.9 Ask the Quality Assurance Co-ordinator. Verify from an example.
M4.11-14 Contracting activities might include specialist activities like tank cleaning and maintenance, waste
treatment, the loading and securing of drums in containers etc.
M4.11 A written policy is expected when contractors are used, detailing contracted activities and requiring that
contractors work to standards of the same level as the company's own ones.
M4.12 The system for controlling contractors must be as detailed as is required for own staff or refer to
requirements for own staff.
M4.13 Standards for contracting should be documented and form part of the service contract. Verify by
inspecting current service contracts.
M4.14 Check for documented evidence of training.
M4.15-16 The Inspector should ask the Quality Assurance Co-ordinator for detail of his contacts in other
companies to establish the flow of information.
Management GN Page 14
A quality service meets agreed customer (purchaser) requirements at all times. Ideally such
requirements should be explicitly defined in the contract. In practice some of them are implicit or only
generally defined.
M5.1-27 Verify the contract for two major customers. The agreements should be documented. If some of these
topics are contained in the "General Conditions" only, then a procedure must be in place whereby the
customer receives a copy of these conditions on signing the contract. The contract should inform the
customer that these "General Conditions" are an integral part of the contract.
M5.28 Check if review procedure is in place and that signs of approval are given by each individual function.
Management GN Page 15
M5.32 Look for procedure and related correspondence and verify on a recent deviation from a contract.
M5.34 Ask to see the procedure for obtaining all required info.
M5.40-44 Receipt of the product should not start before all SDS details are provided; understood and
implemented by the Terminal. Check procedures.
M5.46-47 Check that defects are documented and that effective follow-up actions are taken and communicated
to the customers.
Management GN Page 16
The most important resource in any organisation is that of the individual people involved. Management
should provide a work environment that fosters excellence and a stable and secure work relationship.
See also Training and Promotion of Quality Attitudes.
The confidential nature of individual records must be respected and therefore the Inspector may have
to rely on the personal assurance of the Personnel Manager that such documents exist in the files of
individuals.
M6.2, M6.13, M6.14, M6.15 and M6.16 may only apply to the level of site foremen and above.
M6.1-3 Profile should be documented. In respect of 'conduct and reliability', there should have been contact
with previous employers a check on the individual's employment history.
M6.4-9 Look for documented evidence.
M6.10-12 There should be a written selection policy for temporary personnel as well.
M6.13-15 Personal objectives and goals should be agreed with the supervisor and recorded once a year. The
employee should have a thorough understanding of his goals and be empowered to substantially
contribute to their achievement. Performance against these goals should be reviewed with the
supervisor on a yearly basis.
M6.16 The Inspector should review the company system to administer salaries and other forms of recognition
and check that it is tied to an element of merit.
M6.17 Career planning is a necessary component of an overall approach to quality. Each employee should
be viewed as having a career within the organisation; people are more likely to take an innovative
approach when they know that they have a long-term relationship with the organisation. Career
planning documents should be available.
M6.18 The conditions of employment should be given in writing to all employees.
M6.19 The company policy on prohibiting the use of drugs and alcohol should be communicated in writing.
M6.20 The disciplinary procedure should be a written one and communicated to all employees. Verify by
asking a sample of employees the content of this policy.
Management GN Page 17
M6.21-22 Regular communication should be a feature of all levels of the management. As well as frequent
informal contacts between senior management and other personnel there should also be more formal
briefings from time to time on personal performance and the working together with direct manager or
supervisor.
M6.21 Ask supervisors and employees.
M6.22 Planned personal contacts will be more effective when records are made and follow-up actions agreed
upon can be checked on progress.
M6.23 Procedure and suggestions/proposals should be documented.
M6.27 The N/A option on this question can only be applied on terminals operating a one shift system e.g.
9am to 5pm operation.
M6.27-28 The hand-over of information of ongoing operations should be adequately documented to facilitate this
process. It should be clear for the organisation how and when responsibilities are handed over. Look
for documented evidence that this process is carried out in a structured way.
Management GN Page 18
M7.1 It should be expected that tasks for all operators' jobs would be defined and those critical to HSE&S
and quality identified. This job description would be the same as the one required in M2.1
M7.2 Operating instructions should be readily available during all hours that the Terminal is operating.
Check for location.
M7.3-36 Terminals and Inspectors should be aware that these functions may be performed by third parties and
instructions/documentary evidence should support this. These functions may include the use of
portable equipment.
M7.9 Tank operation refers to non-transfer functions such as: heating, circulation, mixing, etc.
M7.23 Be aware testing and inspection may be carried out by third parties, this should be specified in the
procedures.
M7.28-29 These questions refer to both ship and terminal operations.
Management GN Page 19
M7.35 These instructions should also identify the circumstances when cargo operations should be shut down
immediately, (Ref: TB2.24).
M7.37 Procedure or system should be documented.
M7.38 Check procedure and how it is implemented in practice for a recent change in operating instructions.
M7.39 Changes in procedures should be effectively communicated to all levels in the Operations Department.
Check how this is implemented for a recent change in operating instructions.
M7.40-43 Planning is a key element in the reduction of turnaround times. Proper planning means that ETA's are
checked with the customer and that operations are geared according to ETA's. Make random check
that each activity is planned accordingly.
M7.46 Vessels handling multiple cargoes require more detailed planning. Check planning documents for
evidence that both line-ups and handling sequences are systematically planned before arrival of these
vessels.
Management GN Page 20
M7.53 These responsibilities should extend to port and approach channels which may limit the operation of
the terminal.
M7.54 The inspector should examine recent records.
M7.55-66 In this section, N/A answer types can only be used when no board to board transfers take place at the
terminal.
M7.47 Comprehensive planning can only be when vessel (or their representative) and terminal have jointly
agreed loading/discharging arrangements prior to arrival. Select a vessel at random and look for
documented evidence (fax- or telex messages with vessel or agent).
M7.51 The inspector should establish if a process is in place to ensure that, where required, pilotage services
are available to the vessels.
M7.52 The inspector should establish if a process is in place to ensure that, where required, adequate tug
services are available to the vessels.
M7.55 Check in permits if operation is allowed for specific product.
M7.56 The applicable transfer checklist (e.g. IMO/ADNR/OCIMF) should be completed and signed by a
loading master or his replacement and a responsible ship's officer. Terminal should also sign, as any
operation alongside a terminal jetty is also the responsibility of that terminal.
M7.55 Inspectors should be aware that some authorities simply require transfer operations be reported and
do not issue an authorisation. In these cases the question is to be answered as a YES.
M7.57 Verify if written agreement is available for each vessel handled and signed by both terminal's and
vessel's representatives. All items should be recorded for a 'yes'.
M7.64-65 Look for a written procedure on board each vessel signed by ship's and shore's representatives.
M7.68 Communications should follow fixed patterns, with calls at regular intervals. Check communication
protocol or procedure.
M7.69 Emergency shut-down procedures should be well known; readily available and systems/equipment
checked prior to operations. Check by asking appropriate personnel.
M7.70 Look for a written evidence.
Management GN Page 21
Management GN Page 22
M7.74-81 In this section, N/A answer types can only be used when no drumming takes place at the terminal.
M7.77 Verify from procedures how this is carried out with respect to product, customer requirements, national
and international regulations.
M7.82 These safety instructions shall define responsibilities, safety clothing, maximum speed, emergency
procedure and response.
M7.84 Check procedure and records. ''Operations'', refer to all modes of transportation.
M7.86-87 Turnaround times should be regularly monitored; delay causes analysed and appropriate actions taken
to prevent recurrence. Look for documented evidence.
M7.88 Regular Performance Monitoring may take the form of internal audits and/or customer surveys
Management GN Page 23
A quality tank storage service can be provided only by reliable equipment. This section seeks to
ensure that effective routine inspection and maintenance programmes are in place which require that
equipment is adequately serviced, lubricated and adjusted and otherwise maintained to manufactures'
recommendations to prevent abnormal wear (and tear) and to detect defects before they cause
accidents or breakdowns.
Abnormal wear, accidental damage and abuse detected through preventive maintenance inspections
will be investigated. Repair and replacement costs will be recorded and analysed as loss data.
Remedial and follow up actions will be taken as is done with other accidental loss.
M8.1 Preventive maintenance should be carried out on all moving equipment. This must be separate from
any regulatory inspections.
M8.2-21 Check the maintenance programme for inclusion of each item and verify that the item is serviced in
accordance with the programme.
M8.10-11 The questions refer to the entire systems.
M8.10 The question refers to the actual bottling machinery and not the cleaning or packing processes.
M8.11 The question refers to the actual drumming machinery inclusive of the belt system.
M8.13 This refers to marine loading arms and must extend to include, emergency release systems.
M8.15 This includes mooring facilities, fendering, cranes, hose hoists, cathodic protection system, etc.
M8.23 Critical instruments may be considered as those instruments used to monitor and to prevent
dangerous conditions developing, such as high level, high temperature, pressure build-up, vapour
product release, etc.
Management GN Page 24
M8.26 Seek evidence from reports. This is intended as going further than the basic statutory requirements.
M8.39 Check records. It must be clear from these records that the reported conditions do not conform with
standards.
M8.41 Look for evidence from memos, reports etc. to the responsible management.
M8.43 Service factors are an effective means to establish the reliability of equipment. Inspect records and
see if they are established at regular intervals.
M8.44 The word equipment may relate to pumps, tanks, pipelines, etc.
Management GN Page 25
M8.46-58 The frequency of testing should be stated in procedures and verified from test records. Frequency may
be dictated by manufactures or may be mandated by local authorities.
M8.48 This question refers to both fixed and portable detectors.
M8.59 This question refers to measuring equipment used for product transfer invoicing. Look for documented
evidence.
Management GN Page 26
M8.60-67 This series of questions are applicable to critical safety and quantity measurement and shall include
both fixed and portable equipment. The frequency of testing should be stated in procedures and
verified from test records.
M8.64-65 The question refers to permanent / fixed equipment and not portable hydrometers.
M8.66 This shall include all measuring devices (pressure, temperature and level, etc.
Management GN Page 27
The quality of the service provided depend for a large part on how a company handles non-
conformances and customers' complaints. Therefore data should be available at every phase of the
service quality loop from soliciting business through customer reaction and feedback. The collection
and analysis of this data indicate a means of improving the service before it becomes a major issue.
This chapter combines the reporting on both Quality and HSE&S. Some terminals may operate under
a combined Quality/HSE&S systems, providing a single procedure to satisfy the requirements of both.
M9.11-18 Look at reporting procedure. Verify each category on recent reporting forms.
Management GN Page 28
Management GN Page 29
M9.45-46 Look at procedure and verify on reports. Names and dates should be assigned for effective follow-up
actions.
M9.47-50 Inspect procedure and verify on reports.
M9.63 Evidence should be sought from incident and accident investigation files and RC/HSE&S circulars.
Management GN Page 30
Even in the best controlled operation the unforeseen occurs from time to time. To cope with such
situations the terminal needs to have an effective fallback plan to cover failure of equipment or non-
conforming products or service. Note this is not necessarily the same as an Emergency Plan .
M10.1-3 The liaison between the two companies should be close and regular. Effective quality planning should
be a reality. Look for evidence of this close contact for the situations indicated.
M10.4 Inspect to see if alternative delivery plans or fallback procedures are documented.
M10.5 Procedure should require names and after office phone numbers of both terminal's and customer's key-
contacts.
M10.6-9 Verify if procedures are in place for each of the four items mentioned; verify from documents or by
interviewing attendees.
M10.11-14 Each Terminal should have an Emergency Response Plan. This plan must be in writing and available
at all key locations. The plan should describe the various tasks for designated persons and their
replacements in all possible emergencies. Drills should be carried out regularly to check the plan and
adjustments should be made when required.
Management GN Page 31
M10.30 Equipment is only reliable when regularly tested and inspected. Verify from reports/inspection tags.
Management GN Page 32
M11.1-9 All nine items should be recorded and kept together for subsequent examination.
M11.14 Insurance details may be included in the terminal company's General Conditions or may form part of
the contracts with individual customers.
M11.15-18 If not on the premises, these may be performed at the terminal company's centralised office and may
require copies to be provided for verification purposes.
M11.15 Check from sample taken at random.
M11.17 An automatic or manual system that regularly checks payments on agreed periods must be in place.
Management GN Page 33
M11.26 Check from documented audit plan or reports. E.g. ISO9002 would require audits to take place at 12
monthly intervals.
Management GN Page 34
Prevention of injuries through focus on the human element and the people/work environment.
M12.1-5 The interrelation between the condition of the workplace and the personal behaviour at this workplace
is a key element in the prevention of injuries. A system should therefore be in place to optimise safety
at the workplace. Each of the five elements should be adequately documented in procedures.
M12.6 A documented safety analysis on the job description (see chapter M2) or operational procedures
should be provided.
M12.7 The risk analysis should be documented.
M12.8 Persons carrying out critical jobs should be thoroughly informed, trained and supported to minimise the
risks related to these jobs. Look for documented evidence and interview personnel.
M12.9 Look for documented evidence that a clear process is in place.
M12.11 Look for training programs, videos, etc, specific to terminal operations and verify by asking persons
involved.
M12.12 Look for documented evidence.
M12.16 Look for distribution scheme and verify by asking employees involved.
M12.17 Look for safeguards in distribution scheme or on checklists that such material is communicated before
beginning the assigned job.
M12.19 Look for documented procedures (Management of Change) on deviations. Be aware that procedures
at certain terminals may not allow deviations, in this case comment must be made and the question
answered NO.
M12.20 Verify from document review.
M12.21 The Inspector should select an operating procedure at random and check whether appropriate
emphasis is placed on the need to observe correct safety requirements and attitudes.
Management GN Page 35
M12.23-32 Procedures should be written in detail and describe who has particular responsibilities and the
standard of performance expected. Be aware for M12.28 and M12.29 testing and inspection may be
carried out by third parties, this should be specified in the procedures.
M12.33-40 The minimum requirements of each policy should be listed to demonstrate justification of the term
'comprehensive'.
M12.39 The question refers to primary and secondary containment. E.g. tank, line, bund, etc.
M12.48 For example: isolating the tank, purging the line, disconnecting valves, etc.
M12.49 No working permit should be issued for longer than one working day
Management GN Page 36
M12.50 A copy of the WP should be either displayed at or carried by the responsible person at the location.
M12.52 The layout should be similar to those shown in Appendices F and G to ISGOTT.
M12.53 This is relevant to jobs of short duration; in the case of longer jobs, signs of updating should be evident
on the permit.
M12.56 Acceptable alternatives include controlled compressed air, blower fan and trunking, exhaust or ejector
fan and trunking, extending to the bottom of the vessel.
M12.61 Specific precautions, may include the use of standby man, life lines, safety harness, etc.
M12.62 Hot work includes: burning, welding and soldering; operating gasoline, diesel or LPG driven
equipment; grinding, drilling, grit blasting or wire buffing; incendiary electrical work.
M12.64 A closed valve is not an acceptable isolation.
Management GN Page 37
12.71-73 These questions can be answered as N/A in cases where smoking is not permitted on site as a
condition of employment.
M12.82-87 Basis information contained in the MSDS. Check written procedures on 'critical' products and
operations. The necessary equipment should be specified and its use enforced by rules and
regulations.
M12.88-92 Check organisation chart and procedure.
Management GN Page 38
M12.90 Testing of PPE shall include, but is not limited to: the regular pressure testing of breathing air bottles,
leak proof testing of gas suits and the calibration of personal exposure measuring devices.
M12.96 Check who has the responsibility for checking, before answering positively.
Management GN Page 39
Occupational health control is concerned with the protection of employees from occupational illness
and giving necessary emergency care following an injury or illness. Supervisors should educate
employees about the health hazards or products they handle or could be exposed to in their work. In
addition supervisors should conduct programmes to ensure that all hazardous substances are
controlled and that prompt emergency treatment is available if needed.
M13.1 As in M7.1, it should be expected that tasks for all operators' jobs are defined, analysed and those
critical to health identified. This job inventory would be the same as the one required in M2.1
M13.2 Inspect reference material, hard copy/electronic database. This should be up to date and there must
be evidence of it being used. TLV = Threshold Limit Value
M13.3 Verify procedures and check at random.
M13.7-9 For each identified occupational health hazard controls should be established such as engineering
methods, appropriate procedures and personal protective equipment.
M13.10 Review should be documented and may involve supplier/manufacturer.
M13.17 This question does not include ''non-industrial'' cleaning products. Verify from records/stock reports.
M13.18 Check for documentation. Pre-placement medical examinations will usually comprise tests on over-
sensitivity to particular substances or similar situations.
M13.19 Work areas with potential health hazards should be monitored for hazardous substances and levels of
exposure to ensure that employees are using controls and are instructed. As a further check periodical
tests should be carried out to check exposure to critical chemicals. Check medical procedure to see
that this is done.
M13.20 Verify from safety co-ordinator or medical advisor. Frequency of monitoring should be established.
Management GN Page 40
M13.25 Larger Terminals should have a separate treatment room; for small terminals a simpler solution is
acceptable.
Management GN Page 41
M14.2 Verify from qualifications. Be aware this could be met by off-site personnel.
M14.7 Procedure should be documented and the environmental safeguards clearly identified.
M14.8-9 In the case that no incidents have occurred, this should be entered as N/A and appropriate comment
made.
M14.10 Methods for disposing of tank and line washing may include treatment, collection by registered
disposal company or incineration. Whatever arrangements have been agreed should be evidenced
from letters etc.
M14.11 Verify against national regulations.
M14.12 Verify from records. Activities and individual quantities must be specified.
M14.13 Verify contract. Check that mode, liabilities and responsibilities are all included in the agreement.
M14.21-30 Air quality management is a system of measures and procedures to minimise the adverse effect of
tank storage activities on air quality.
M14.21 Examples of emission points on a tank terminal are :
PV-valves on fixed roof tanks
seals and walls of floating roof tanks
pump glands and seals
valve stems
leak/drip trays
exhaust emissions from boiler houses.
A recent document defining and qualifying all major air emission points should be available for
inspection.
Management GN Page 42
Management GN Page 43
M14.21-30 Air quality management is a system of measures and procedures to minimise the adverse effect of
tank storage activities on air quality.
M14.23 Plan should be documented and goals defined.
M14.36 Check for evidence of effort, e.g. close monitoring, procedural changes, investments etc.
Management GN Page 44
M15.1 Note: An ISPS Plan may not be required at certain terminals not handling sea-going vessels.
M15.4 Equivalent security may comprise supervision/assistance agreements with neighbouring company.
Check agreement.
M15.6 Verify by asking personnel.
M15.9 The object of this question is to verify that at any moment in time, the terminal is fully aware of who and
what vehicles are on site.
M15.10 Spare key boxes should be kept locked and under control of a responsible person. Check for a key
control system.
M15.11 Verify by observation during audit.
Management GN Page 45