Incident Management Procedure

Title: INCIDENT MANAGEMENT PROCEDURE
Document No: PSS-SHEQ-PR-IM-001 Retention Period: 5 years

Revision Prepared by: Approved by : June 2019
Status: 00
SHE Officer Human Resources
Manager
INCIDENT AND ACCIDENT MANAGEMENT PROCEDURE
PSS-SHE-IM001
DATE PRINTED: 12-Mar-2024

WARNING: Always refer to the Pump and Steel Supplies website to confirm that this print is the latest version before use.
Status: 00
Manager
1.0 OBJECTIVE
1.1 The purpose of this procedure is to ensure that incidents and accidents are reported,
investigated and appropriate corrective and preventive actions are taken.
2.0 SCOPE
2.1 This procedure describes how incidents / accidents are managed at Pump and Steel
Supplies.
3.0 RESPONSIBILITY
3.1 The SHE Officer and Quality Assurance Officer
3.1.1 Establishment, implementation and maintenance of this procedure.

3.1.2 Assist in incidents and accidents prevention strategies and major
incidents/accidents investigations.
3.1.3 Reports SHEQ incidents/accidents and statistics to top management and any
other relevant agency.
3.1.4 Analyse SHEQ statistics and report to management.
3.1.5 Provides advice on SHEQ strategies to improve performance.
3.2 SHEQ Practitioners
3.2.1 Provide guidance and coordinates investigation of incidents and accidents.

3.2.2 Report incidents/accidents to management and other interested parties /
relevant bodies e.g. NSSA.
3.2.3 Review effectiveness of corrective and preventive action and verifies their
implementation.
3.2.4 Assist in incidents/accidents prevention strategies.
3.2.5 Maintaining incident and accident reports file and register.
3.2.6 Establish incident/accident investigation teams.
3.3 Heads of Departments / Managers

3.3.1 Ensuring incident/accident prevention, reporting and investigation.
3.3.2 Ensuring immediate and long term corrective and preventive actions are
taken.
3.3.3 Maintaining incidents/accidents reports.
3.3.4 Rehabilitation of degraded environment.
3.4 Supervisors
3.4.1 Identify and report occurrences of incidents and accidents.

3.4.2 Participate in incident/accident prevention and investigations.
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Manager
3.4.3 Implement incident/accident corrective and preventive actions.
3.5 SHEQ Representatives
3.5.1 Participate in incident/accident prevention strategies / initiatives and

investigations.
3.6 Employees
3.6.1 Reporting of incidents/accidents and injuries to their supervisors.
3.6.2 Assisting as requested in all incident/accident investigations.
3.6.3 Reporting all hazardous conditions and near misses.
3.6.4 Participating in efforts to prevent incidents/accidents occurrence.
3.7 Top Management
3.7.1 Overall responsibility and allocation of resources for incidents and accidents
prevention, handling and corrective / preventive action.
4.0 COMPLIANCE OBLIGATIONS
4.1 Refer to the Legal and other requirements register PSS.

4.2 PSS Definitions Safety
4.3 General Safety Control Process
4.3.1 Data is collected at sites by:
4.3.1.1 PSS Factory – S.H.E Representatives (Departmental)
4.3.1.2 Sites – S.H.E Representatives.
4.3.2 Data and/or statistical summary data is given to the S.H.E Practitioner on a
weekly basis by S.H.E Representatives.
4.3.3 Site-specific Safety data is sent to S.H.E Officer.
4.3.4 Collated data is compiled into a S.H.E Monthly report and is also used to
generate reports for and submission to the H.O.Ds and sub Executives.
5.0 DEFINITIONS
5.1 Hours worked: Total number of hours worked, including overtime and training, during
the reporting period. This number excludes leave, sickness and other absences.
These hours must include contractors.
5.2 First Aid Cases (FACs): A First Aid case is defined as a one-time treatment and
subsequent observation of minor injuries, by qualified on-site first aiders. Such minor
injuries include the application of bandages, antiseptic, ointment, irritation of eye to
remove non-embedded foreign objects or the removal of foreign objects in a wound
by using tweezers. Simple First Aid cases never involve loss of consciousness,
restriction of work or motion, or reassignment to another job. Pump and Steel
Supplies does not report on First Aid cases.
Any case requiring medical treatment is encouraged to go to the hospital and is

reported under MTC.
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Manager
5.3 Medical Treatment Cases (MTCs): A Medical Treatment Case is defined as a one-
time treatment and subsequent observation of minor injuries by an appointed medical
professional. Such minor injuries include treatment by application of bandages,
antiseptic, ointment, irrigation of eye to remove non-embedded foreign objects or the
removal of foreign from a wound. MTCs never involve a loss of one or more calendar
day after the injury, regardless of the injured person's next rostered shift.
NB: Should an employee, who had previously sustained a minor injury (Non Lost Time
Injury) whilst at work, subsequently find it necessary to return for further treatment as a
direct result of the injury and is then found not fit to immediately return to his normal
duties the next calendar day, the injury shall be immediately reclassified and
statistically reflected as a LOST TIME Injury
The date of injury shall remain the same as that of the original injury but shifts lost or
reclassification as a lost time injury shall commence from the first day that the injured
persons physical restrictions incapacitates him/her from performing his/her normal
duties. This reclassification of accident will be reflected on the Daily Hospital Return.
If any the operation does not have a Full Time Medical Practitioner on site and it may
be necessary to refer the injured for special investigation to a facility away from the
factory then; such injury is not a Lost Time Injury unless further treatment is required or
the injured is given sick leave by that medical practitioner.
5.4 Lost Time Injury (LTI) : A work-related injury resulting in the employee being unable
to attend work, at his/her place of work, performing routine work functions in his/her
normal or similar occupation, on the next calendar day (whether a scheduled work
day or not) after the day of the injury. If the medical professional advises that the
injured person is unable to attend work on the next calendar day after the injury,
regardless of the injured person's next roistered shift, a lost time injury is deemed to
have occurred.
Lost time injuries include reportable and fatal injuries.
The day the injury was sustained shall not constitute the first day lost; provided that the
employee had already passed through the Time and Attendance System and had been
recorded as “at work”.
An employee who sustains an injury whilst at work after he/she have already passed
through the Time and Attendance System and is not able to resume their normal duties
the day immediately following the day of injury shall be deemed to have been involved
in a LOST TIME Injury and the injury shall be recorded statistically as such. (even if the
day following the day of injury is his day off)
Should an employee that has been involved in an incident which was originally
classified as a "Non Lost Time Injury" return for further treatment of the original injury
and is not able to return to his normal duties then the injury shall now be classified as a
LOST TIME Injury from the day he starts loosing time and all statistics should be
adjusted to reflect this.
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All “one day injuries” i.e. where 1 shift is lost (the day following the injury) due to
incapacitation shall constitute a LOST TIME Injury.
Gassing
In the case of employees being exposed to an incident of gassing where they have to
be hospitalised for observation for a period of 24 hours then:-
 Such incidents will NOT count as lost time injury for statistical purposes.
 If any one or more employee requires further observation or treatment as a result
of the gassing which exceeds the 24 hours then each of those employees will
count as an individual lost time injury. (The reason for this is that the 24 hours of
observation is a necessary safety measure and does not mean the employee was
incapacitated by the exposure to gas.)
5.5 Lost Time Injuries due to Motor Vehicle Accident
Any road related accident where the company is in full control of the vehicle
[ownership, licensing and maintenance], the driver and the conditions related to the
road [maintenance, signage] and where no third party is deemed to be liable will, for
statistical purposes, be classified as a Factory Accident.
Any road accident where any of the above do not apply but where the injured is on
official company business will be classified as an Injury on Duty- Motor Vehicle
Accident [IOD- MVA] but will not be included in Factory Accident Statistics.
Any other road accident will be classified as a Motor Vehicle Accident and will also not
be included in Factory Accident Statistics.
5.6 Injuries While Travelling: Injuries incurred while travelling are considered work
injuries when the travel is in the course of employment. In this context certain
activities are not considered to be in the course of employment. These are:
5.6.1 Normal travel (even at irregular hours) between the employee’s home and a
regular place of work (i.e. commuting).
5.6.2 Normal travel (even at irregular hours) between the employee’s home and a
regular assembly point for collection by company provided transport.
5.6.3 Deviations from work-related travel for personal reasons not in the interests of
the company.
Injuries incurred while traveling in vehicles owned by the employer are only considered
work injuries when the travel is in the course of employment
5.7 Reportable injuries: A reportable injury is an injury which results in:

5.7.1 Injury which results the death of any employee;
5.7.2 An injury, to any employee, likely to be fatal;
5.7.3 An injury which results in: unconsciousness, incapacitation from heatstroke or
heat exhaustion, oxygen deficiency, the inhalation of fumes or poisonous gas,
or electric shock or electric burn accidents.
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Manager
5.7.4 an injury which either incapacitates the injured employee from performing that
employee's normal occupation for a period totalling 14 days or more, or which
causes the injured employee to suffer the loss of a joint, or a part of a joint, or
sustain a permanent disability.
5.8 Fatality: Any Pump and Steel Supplies employee, Contractor or Contractor employee
or visitor who is involved in an incident whilst performing his duties at work and who
dies as a result of the injuries shall constitute a FATAL. Any road related fatal where
the company is in full control of the vehicle, the driver and conditions related to the
road injury of an employee shall constitute a fatality. A fatal injury may occur when an
employee is totally incapacitated for a period of time prior to death, thus requiring a
revision of injury status from ‘L.T.I’ to ‘Fatality’.
Any road related fatal where the company is in full control of the vehicle, the driver and
conditions related to the road injury of an employee shall constitute a fatal.
A fatal injury may occur such that an employee is incapacitated for a period of time
prior to expiration, thus requiring a revision of injury status from ‘LTI’ to ‘Fatality’.
If during the investigation of any fatal injury it is found that the person committed
suicide then such incident shall not count towards any statistics.
5.9 All Injuries: Sum of all recorded injuries excluding FACs
5.10 Assault while on duty: Any Pump and Steel Supplies employee, Contractor or
Contractor employee or visitor who is proven to be assaulted by any Pump and Steel
Supplies or contractor employee will be classed as an Assault on Duty case and this
incident will not be recorded as an injury on duty.
No formal statistics will be reported on for this classification.
5.11 Allocation of Injuries for Statistical purposes: any injury to an employee will count
against that employee’s team irrespective of the place where the accident occurred.
The reason for this rule is to place the behavioural responsibility back to the injured’s
team. This rule does not override the legal accountability.
5.12 Lost days due to LTIs: Number of days an employee is incapacitated to the extent
that he/she is unable to perform their normal duties for one or more calendar days
arising from injuries sustained whilst at work.
Days Lost will only begin to be incurred and accumulated on the next calendar day
following an injury.
5.13 Lost Time Injury Frequency Rate (LTIFR): This measures the number of work-
related injuries resulting in a lost time injury X 1 000 000 exposure man-hours divided
by the man hours worked.

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5.14 Non Lost Time Injury Frequency Rate (NLTIFR): Number of non-lost time injuries X
1 000 000 exposure man hours divided by the man hours worked.
5.15 Total Injury Frequency Rate (TIFR): Is the number of total recordable injuries X 1
000 000 exposure man hours divided by the man hours worked.
5.16 Occupational Illness: is any work related abnormal condition or disorder, other than
an injury, which is mainly caused by exposure to environmental factors associated
with employment. It includes acute and chronic illness or diseases, which may be
caused by inhalation, absorption, ingestion, direct contact, repetitive nature of the job,
or ergonomic conditions.
Whether a case involves a work related injury or an occupational illness is determined

by the nature of the original event or exposure, which caused the case, not the
resulting condition of the affected employee. Cases resulting from anything other than
a single event are considered to be occupational illness.
5.17 Work Related: For the purpose of this procedure, the term Work Related is used to
describe those activities for which management controls are, or should have been, in
place. In order to encourage consistency in reporting, the following activities are
considered work related:
5.17.1 All work performed by Pump and Steel Supplies employees under the control of
the company.
5.17.2 All work performed by Contractor employees on Pump and Steel Supplies
property or premises.
5.18 Nonconformity: A failure to comply with requirements i.e. PSS Policies, Legal or
other requirement.
5.19 Corrective Action: Action taken to eliminate the causes of identified non-
conformities/incidents/accidents to prevent their recurrence.
5.20 Preventive Action: Action taken to eliminate causes of potential

non-conformities/incidents/accident in order to prevent their recurrence.
5.21 Accident: An undesired event giving rise to death, ill health, injury, damage or other
loss.
5.22 Incident: Event that gave rise to an accident or had the potential to lead to an
accident or other loss.
5.23 Near Miss: An incident, which under slightly different circumstances would have
resulted in an accident.

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Manager
5.24 Cancellation Of Accident

If an employee falsely implies or reports that he was injured on the job, and following
an inquiry the case is proved to be untrue, cancellation of such incident from the Injury
record book shall only be done after a disciplinary hearing (S.I 134 of 2017). Such
cancellation shall only be done by respective Line Manager and countersigned by the
Operations Manager.
5.25 Company Premises: Company premises are those owned by Pump and Steel
Supplies, those rented by Pump and Steel Supplies and contractor’s premises, which
for a time period are fully dedicated to Pump and Steel Supplies operations.
5.26 Contractor: Any individual who undertakes work at an operation, in a part-time or full-
time capacity, but is not permanently employed by Pump and Steel Supplies. He or
she would normally be someone over whom the company has a substantial amount of
direct control, for instance through contractual obligations. This would normally
include casual and seasonal workers but exclude supplier and delivery contractors, or
those involved in delivery of products, such as coils and other Materials Department
stock items.
5.27 Critical level Safety, Health and Quality incident/complaint:- An occurrence or

sequel of occurrences, whether immediate or delayed that results or has the potential
to result in severe or large extent safety, health and quality effects, high cost
implications and major legal and Interested and Affected Parties (IAP) implications.
5.28 High level Safety, Health and Quality incident/complaints:- An occurrence or

to result in limited or localised extent safety, health and quality effects, high cost
implications, legal and IAP implications.
5.29 Medium level Safety, Health and Quality incident/complaints- An occurrence or

to result in safety, health and quality effects limited to site, medium cost implications
and legal and IAP implications.
5.30 Low level Safety, Health and Quality incident/ complaints:- An occurrence or
sequel of occurrences, whether immediate or delayed, that results or has the potential
to result in safety, health and quality effects that is limited only to the site with low cost
implications and no specific legal implications.
5.31 Environmental Incident: An environmental incident is a non-conformance to certain

company-specific criteria and an event, which can have an environmental impact.
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Technical deviations, like a breach of permit conditions and Non Compliance Reports
(“NCR’s”) issued that do not have an environmental impact, are not dealt with by this
classification system. Usually environmental incidents involve an unintentional or
unauthorised release of materials, which can have an impact on the environment or
on human health.
5.32 No classification environmental incident: Incidents below certain threshold

reporting limits AND with no environmental impact – No classification or administrative
action required, but it can be logged.
5.33 Level 1 Environmental incident: Incident that involves minor non-conformances that
result in no or negligible adverse environmental impact. These incidents are low
severity. See Table 1 for difference between incidents that do not need to be
classified, Level 1 incidents and Level 2 incidents. This table specifically refers to
incidents caused by the spillage of substances examples of which are mentioned
below.
Examples of Level 1 incidents:

 Minor oil and fuel spills, promptly cleaned up.
 Process of water spilling over a very limited area.
 Major spills of any substance inside secondary containment or building.
 Unauthorised release of a small quantity of general waste promptly cleaned up.
 Single wild life mortality (non-listed species) due to engineering activities, e.g.
transport, waste and effluent disposal, etc.
 Very limited, unauthorized destruction of or damage to natural forest or grassland,
etc. including fires caused by operations-related activities.
 Very limited, unauthorized destruction.
5.34 Level 2 Environmental incident: Incident that involves minor non-conformances that
result in short term, limited and no-ongoing adverse environmental impacts. These
incidents are medium severity. See Table 1 for difference between Level 1 and Level
2 incidents.
Examples of Level 2 incidents:
 Major spill of any substance outside of secondary containment or buildings.

 Unauthorized release of a substantial quantity of general waste or small
quantity of hazardous waste promptly cleaned up.
 Unauthorized, but limited destruction of, or damage to natural forest or
grassland, etc. including fires caused by operations-related activities (from 0.1
to 1.0 hectare)
 Unauthorized, but limited destruction/loss of topsoil (from 250 to 2500 cubic
metres)
 Isolated occurrences of exceeding stack emission limits.
 Isolated occurrences of exceeding water quality (ambient or discharge)
standards.
 Limited ground subsidence where there are no environmental impacts and/or
threat to people or infrastructure.
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* The same quantity of substance spilled can be either classified as a Level 1 or a

Level 2 depending on the location and potential impact of the spill. Six litres of fuel
spilled in a river course will be a Level 2, but on a concrete parking lot it will be a Level
1.
A spill that exceeds the stipulated threshold Limit 3, regardless of the location thereof
(except inside secondary containment or building) will automatically be classified as a
Level 2 incident.
A Level 2 incident is usually a spill or other event where surface, water, land, air quality
and other criteria are exceeded and there is a limited and short-term environmental
impact. In this classification level, a spill is cleaned up in a day or two or other
remedial measures are implemented, with no further impact on any part of the
environment. A large spill (say 500 litres of oil) spilled on concrete will also be
classified as a Level 2 due to the size of the spill and the potential environmental
impact it may have.
Therefore a very small quantity (Threshold Limit 1) of hazardous material spilled in a

very sensitive area will be classified as a Level 2 or even a Level 3 and not a Level 1.
It all depends on the assessment of the specialist or the environmental impact.
However, to be conservative, bigger quantities spilled (Threshold Limit 3) into the
environment will be classified as a Level 2 incident regardless if it has no
environmental impact and therefore cannot be classified as a Level 1. This excludes
spills within secondary containment.
A Level 2 non-conformance or non-compliance that cannot be closed out within 90

days will be re-classified as a Level 3 non-conformance or non-compliance.
All spills rated as Level 1 incidents or higher are incidents that must be reported
internally on accident/incident report forms. No administration action needs to be taken
for spills below threshold reporting Limit 1, but they can be logged for reference
purposes.
5.35 Level 3 Environmental incident: Incident that contains limited non-conformances or

non-compliances. These incidents result in on-going, but limited environmental
impact. For example:
 Any Level 2 incident that was not closed out within 90 days.
 Continuing exceedence of air quality criteria or emission standards.
 Continuous leaks of underground storage tanks.
 Persistent ground contamination at fuel points, stockpiles, etc.
 On-going dust (product or natural and originating from mines) contamination in
areas off-site but nearby mine sites.
 Oil or fuel discharges to an environment that has no permanent streams. *
 Ground contamination by mining products such as nickel concentrate.
 Ground water pollution with very limited damage to the ground water resource.
 On-going breach of discharge standards or water quality objectives.
 Substantial ground subsidence causing environmental impacts (drainage,
habitat, etc.) and/or threat to people or infrastructure.
 Any release of material (solid, gaseous or liquid), which causes impacts to
nearby communities.
 Multiple wild life mortality of listed endangered species.
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 Unauthorized destruction of or damage to more than 1.0 hectare of natural

forest or grassland etc. including fires caused by operations-related activities.
 Unauthorized, but limited destruction/loss of more than 2500 cubic metres of
topsoil.
5.36 Level 4 Environmental incident: Incident that contains significant non-conformances
or non-compliances. Such incidents result in medium-term environmental impact.
Serious environmental impact, but not operation-threatening events. For Example:
 Saline water aerosol emission into natural bush land, killing vegetation over a
large area.
 Acid mine drainage or any other continuous release affecting aquatic flora and
fauna over a relatively large area (e.g. several kilometres of stream) or habitat.
 Soil pollution of adjacent agricultural land.
 Contamination of a local potable ground water resource.
 Contamination of local potable surface resource.
 Significant ground subsidence with long term impacts.
5.37 Level 5 Environmental incident: Incident that contains major non-conformances or

non-compliances. Such incidents result in long-term environmental impact. Company
or operation threatening implications. For example:
 A major tailings dam failure into a sensitive biological environment.
 Spillage of any substance that killed or has the potential to kill a substantial
number of aquatic life in the watercourse - long-term, over large (regional) area.
 Contamination of a potable regional ground water resource.
 Contamination of a regional surface water resource. Catchment level.
 Air emissions that may have a serious impact on local communities’ health.
 Any major non-compliance that may have significant company threatening
implications.
 Major ground subsidence causing impacts which cannot be mitigated over the
long term.
The table below gives a guide to the classification of environmental incidents.

Table 1 – Classification of Level 1 and Level 2 Environmental Incidents
Process Water
Water/Purified
Hydrocarbons
Raw Sewage
Saline Water
Hazardous
Chemicals
Slimes or
Tailings
Potable
SUBSTANC
E LOCATION ACTION INCIDENT
(In litres) TAKEN/IMPACT LEVEL

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Anywhere, Clean up. No No

apart from environmental classification
directly into a impact. or admin
0–5 0–2 <500 <100 <5000 <500 <1000
water resource action
Limit 1
or other required.
environmentally Can log it.
sensitive area.
If this is the
Threshold Reporting Limits
case, move to
the next
threshold limit.
Inside Clean up. No Level 1
secondary environmental
containment. impact.
Limit 2
5 – 2 – 500 – 100 – 5000 – 500 – 1000 – Outside Clean up. Level 2

50 20 10000 1000 10000 1000 10000
secondary Limited and
containment short term
environmental
impact.
Inside Clean up. No Level 1
secondary environmental
containment. impact.
Limit 3
>50 >20 >10000 >1000 >10000 >1000 >10000

Outside Clean up. Level 2
secondary Limited and
containment short term
environmental
impact.
6.0 PROCEDURE
6.1 Accident/Incident Notification
6.1.1 Whenever an accident/incident occurs, an initial incident/accident notification

shall be sent to the Medical department (for injury on duty - IOD) and to SSD
department for other incidents/accidents.
6.1.2 The Medical department shall attend to the injured and issue an IOD
notification to the SHEQ team.
6.1.3 The HOD where the incident/accident occurred shall work with SSD
department or SHEQ Practitioners and produce an Incident/Accident
Announcement or Flash using form PSS-SHEQ-STF-IF-001. This shall be done
within 24 hours of accident and incident occurrence and wherever formal
investigations are required. Where access is provided IsoMetrix shall be used
for incident notifications and investigation process.
6.1.4 All injuries, no matter how minor, shall be reported on the shift that they occur
and these reports shall be made to the supervisors on duty.
6.1.5 Any major incident and upwards shall be reported to the H.R Office. See table
2 below for guidance on severity of incidents.

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Table 2: Major incidents

Description Financial Safety & Stakeholde Environment Reputation Legal Industrial Operations
Health r Relations Relations
Catastrophic > US$ >2 Complete Irreversible Prolonged Significant Strike Business
10m Fatalities breakdown national scale international multi plant affecting all Interruption
condemnatio /mine operations >21 days
n interruption
Very Critical US$ 5m 2 Fatalities Very Reversible International Loss of Strikes at Future ops
significant national scale multi NGO & plant /mine several untenable /
media permit facilities Interruption
condemnatio >15 days
n
Critical US$ 1m 1 Fatality Major Long term Serious Provisional Strikes at one Loss of
reversible public / loss of facility production
regional media outcry plant /mine >10 days
scale permit
Major US$ 500k Lost time Moderate Short term Significant Severe fines Disputes / Major
injuries reversible adverse up to marches / damage.
(LTI) regional NGO/media/ US$500K stay away Production
scale public loss up to 10
attention days
Minimal US$ 50k Medical Minimal Minor local Minor Warning Complaints Minor
Treatment effects adverse local damage.
Case NGO/ media/ Production
(MTC public loss up to 3
attention days.
Insignificant < US$ 10k First aid None Limited Public None Issues raised Easily
effects within concern with at Works addressed in
plant no official Council < 1 day
complaint Meetings for
resolution
6.1.6 Accidents and incidents occurring after working hours and during weekends
shall be reported through stand-by rooster in accordance with the Emergency
Preparedness and Response Procedure.
6.1.7 The H.R Manager shall notify the Managing director (MD) of the occurrence of
significant incidents and accidents. This shall be done within the shift of
occurrence of the incident/accident. The MD shall in turn notify the other
interested parties.
6.1.8 All LTIs and accidents / incidents with a fatality potential shall be elevated to
SHEQ committee. The communication shall be done by the M.D.
6.2 Accident/Incident Investigation
6.2.1 Investigation of Fatalities, LTIs and major incidents shall start in the next shift
and the report shall be completed within 30 calendar day of the date of
incident/accident occurrence. NLTI and minor incidents investigation shall
commence in the next shift and the report shall be completed within 14
calendar day of the date of incident/accident. Report template 10.1/02, shall be
used for the reports. Non–conformities/minor complaints and environmental

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incidents shall be raised and managed in line with the Nonconformity and
corrective action procedure IMSP-10.2.
6.2.2 The SHEQ department shall coordinate establishment of an incident/accident

investigation team as categorized in the table below:
CLASSIFICATION OF INCIDENTS / CHAIRPERSON MEMBERS

ACCIDENT (minimum requirement)
Fatal Executive Managing Director, Operations

Manager, HOD, SHEQ Officer, and
SHEQ Representative.
LTI Operations Managing Director, Operations
Manager Manager, HOD, SHEQ Officer, and
MTC HOD Managing Director, Operations
Minor Injury / FAC HOD/HOS Managing Director, Operations
Major Incident / Level 3 and 4 MD/ HOD Managing Director, Operations
environmental incidents, Complaints Manager, HOD, SHEQ Officer, and
(Critical & High level) / Property SHEQ Representative.
Damage
Minor Incidents / Level 1 and 2 HOD / HOS Managing Director, Operations
Environmental incidents, Manager, HOD, SHEQ Officer, and
Complaints(Medium & Low Level) / SHEQ Representative.
Property Damage
Business Interruptions/Level 5 MD / HOD Managing Director, Operations
Environmental incident Manager, HOD, SHEQ Officer, and
6.2.3 Minor near misses and environmental incidents shall be investigated using form
IMSP-10.2/01 while occupational health cases shall be recorded on form IMSP-
10.1/02. Root causes shall be determined for all incidents.
6.2.4 Where off the job accidents occur and a company vehicle/asset is involved a
full investigation shall be conducted.
6.2.5 The incident investigation team shall identify and gather the following:-
a. Direct / immediate cause of incidents (unsafe / high risk acts or
conditions),
b. Basic causes (personal or job factors),
c. Where necessary, assign specific tasks to each team member,
d. Description of the accident/ incident with damage estimates.
e. Normal operating procedures

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f. Location of the accident / incident site / maps

g. List of witnesses.
h. Events that preceded the accident / incident.
6.2.6 The investigation team shall visit the accident/incident site to get updated
information.
6.2.7 To facilitate effective information gathering by the investigation team, the

accident/incident scene shall be secured pending investigation, unless if a
significant hazard exists.
6.2.8 The investigation team shall wherever possible:

6.2.8.1 Prepare the necessary sketches and photographs. Label each carefully
and keep accurate records.
6.2.8.2 Interview each victim and witness. Also interview those who were
present before the accident / incident and those who arrived at the site
shortly after the accident / incident. Keep accurate records of each
interview.
6.2.8.3 Determine: what was not normal before the accident? , Where the
abnormality occurred. When it was first noted. How it occurred and
analyse the data obtained.
6.2.8.4 Establish the sequence of events.
6.2.9 The investigation team shall use the Root Cause Analysis Technique (Rcat) /
Systematic Causal Analysis Technique (SCAT) to determine the root causes.
6.2.10 In the event of a fatal incident the top management may arrange for an
independent external investigation team who will operate independently of the
internal investigation team. Depending on the discretion of executive
management, the same arrangement is made in the event of a potentially fatal
incident.
6.2.11 The investigation team shall prepare incident/accident report, which shall
include the recommended actions to prevent a recurrence and an action plan.
The report shall be signed off and distributed according to applicable
instructions.
6.2.12 The responsible managers shall implement the action plans and ensure close
out.
6.2.13 Amendments on accident/incident remedial action plans or recommendations

shall be done using form IMSP-10.1/04 authorization shall be as below:

Status: 00
Manager
CLASSIFICATION OF INCIDENTS / AUTHORISATION

ACCIDENT
Fatal H.R Manager
LTI H.R Manager
MTC SHEQ Officer

Minor Injury SHEQ Officer
Major Incident / Level 3 and 4 environmental SHEQ Officer
incidents, Complaints (Critical & High level) /
Property Damage
Minor Incidents / Level 1 and 2 Environmental SHEQ Officer
incidents, Complaints(Medium & Low Level) /
Property Damage
Business Interruptions/Level 5 Environmental Operations
incident Manager/HODs/SHEQ Officer
6.2.14 Occupational Health Cases shall be managed as follows
i. Suspected occupational health cases shall be identified at the Medical

Centre through, but not limited to; Pre-placement medical examination,
Periodical medical examination and Employee visits to medical centre
for treatment.
ii. The suspected case shall be reported to the respective HOD and SSD
department.
iii. The HR Manager shall organize for the investigation of the case.
iv. The investigation team shall comprise of, but not limited to, HOD,
HOS/Supervisor, SHEQ Officer and SHEQ Representative.
v. Appropriate action plans shall be drawn from the recommendations of
the investigation team.
6.2.15 the criterion for classification is job specific.
6.3 External Reporting
6.3.1 The HR Manager shall, in terms of section 48 of the Statutory Instrument 68 of

1990 (National Social Security Authority (Accident Prevention and Workers’

Status: 00
Manager
Compensation Scheme)), within three working days of the happening of an

accident in which a worker is disabled, or is so injured that the worker may be
certified as unfit to work for a day or more, make a record of the following:
 the name and address of the worker,
 the date and time of the accident,
 the nature of the accident,
 the place where the accident occurred,
 the worker’s earnings at the time of the accident,
 Such further particulars concerning the accident or claim to
compensation as may be relevant.
6.3.2 The SHEQ Officer shall, in terms of section 48(2) of the Statutory Instrument
(S.I) 68 of 1990 (National Social Security Authority (Accident Prevention and
Workers’ Compensation Scheme)), notify in writing and using the prescribed
WCIF 14 forms, the National Social Security Authority of any accident referred
to above and particulars thereof in not more than 14 days of the happening of
the accident.
6.3.3 In the event of the injury requiring outside medical treatment the SHEQ Officer,
shall ensure that the necessary Workmen’s Compensation documents are
prepared and signed.
6.3.4 Where incidents shall be reported to Zimbabwe Republic Police, The SHE
Officer shall ensure that this is done.
6.4 SHEQ incidents/accident registers shall be kept in each division as a minimum.
6.5 All incidents/accidents shall be classified according to type, i.e. Safety, Health,
Environment and Quality.
6.6 First aid treatment registers shall be provided in all first aid boxes.
6.7 Incidents/Accidents Claims And Cost Management
6.7.1 Details of insurance assessments, annual returns, and claims made rebates (or
Estimates insurance cover e.g. medical, fire, theft) and other related records
and documents shall be kept.
6.7.2 Costs for incidents shall be calculated (wherever necessary) and they shall
include:
6.7.2.1 Treatment time (for both first aider and the patient )+ surgical sundries
6.7.2.2 Doctor’s time+ medicines + first aid +time off+ replacement cost
6.7.2.3 Formal Investigation= participant time+ property/asset damage.

Status: 00
Manager
6.8 SHEQ Statistics – Pump and Steel Supplies shall monitor performance and report on
the following:
6.8.1 Safety:- Safety statistics including Fatality Rate, LTIFR, TIFR, Man hours etc.
6.8.2 Health:– Occupational health cases e.g. NIHL, backaches etc.
6.8.3 Environment: - environmental incidents.
6.8.4 Major Incidents: property damage, costs etc.
6.9 SHEQ Office shall analyze and trend SHEQ statistics keep employees and
management informed of the trends.
6.10 In order to check on compliance to recommendations and action plans, SHEQ

6.11 Department and Line Management shall carry out incident/accident recall, whenever
necessary, to check on progress made with regards to completion of action items.
This shall be done at least 30 days from the date of incident occurrence. This shall
also be done to maintain a high level of awareness, of the specific hazards, among
employees.
7.0 PERFORMANCE INDICATORS
7.1 Initial incident/accident notifications

7.2 Accident/incident investigation reports
7.3 Incident recall
7.4 Accident Announcement
7.5 Work related medical reports
8.0 RECORDS
Doc. No. Title Custodian Location Retention Destruction
Initial incident HODs / SHEQ SHEQ/ Departments 5 years Shredding

reports/notifications
Accident/incident HODs/SHEQ SHEQ/ Departments Indefinite Indefinite

investigation reports
Incident recall HODs/SHEQ SHEQ/ Departments 3 years Shredding
Accident Statistics SHEQ Department SHEQ Department Indefinite Indefinite
9.0 ATTACHMENTS
9.1 IMSP-10.1/01-04
Status: 00
Manager
10.0 REFERENCES
10.1 ISO 45001:2018 clause 10.1

10.2 Emergency Preparedness and Response Procedure 8.2
10.3 ISO 14001: 2015 Clause 10.2
Copyright Pump and Steel Supplies, Unauthorised duplication and/or dissemination of this document, by any means whatsoever, for use
with activities not associated with Pump and Steel Supplies is prohibited.


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Title: INCIDENT MANAGEMENT PROCEDURE

Document No: PSS-SHEQ-PR-IM-001 Retention Period: 5 years

INCIDENT AND ACCIDENT MANAGEMENT PROCEDURE

DATE PRINTED: 12-Mar-2024

3.1 The SHE Officer and Quality Assurance Officer

3.1.1 Establishment, implementation and maintenance of this procedure.

3.2 SHEQ Practitioners

3.2.1 Provide guidance and coordinates investigation of incidents and accidents.

3.3 Heads of Departments / Managers

3.4.1 Identify and report occurrences of incidents and accidents.

3.4.3 Implement incident/accident corrective and preventive actions.

3.5 SHEQ Representatives

3.5.1 Participate in incident/accident prevention strategies / initiatives and

3.7 Top Management

4.0 COMPLIANCE OBLIGATIONS

4.1 Refer to the Legal and other requirements register PSS.

Any case requiring medical treatment is encouraged to go to the hospital and is

Lost time injuries include reportable and fatal injuries.

5.5 Lost Time Injuries due to Motor Vehicle Accident

5.7 Reportable injuries: A reportable injury is an injury which results in:

5.9 All Injuries: Sum of all recorded injuries excluding FACs

DATE PRINTED: 12-Mar-2024

Whether a case involves a work related injury or an occupational illness is determined

5.20 Preventive Action: Action taken to eliminate causes of potential

DATE PRINTED: 12-Mar-2024

5.24 Cancellation Of Accident

5.27 Critical level Safety, Health and Quality incident/complaint:- An occurrence or

5.28 High level Safety, Health and Quality incident/complaints:- An occurrence or

5.29 Medium level Safety, Health and Quality incident/complaints- An occurrence or

5.31 Environmental Incident: An environmental incident is a non-conformance to certain

5.32 No classification environmental incident: Incidents below certain threshold

Examples of Level 1 incidents:

 Major spill of any substance outside of secondary containment or buildings.

* The same quantity of substance spilled can be either classified as a Level 1 or a

Therefore a very small quantity (Threshold Limit 1) of hazardous material spilled in a

A Level 2 non-conformance or non-compliance that cannot be closed out within 90

5.35 Level 3 Environmental incident: Incident that contains limited non-conformances or

 Unauthorized destruction of or damage to more than 1.0 hectare of natural

5.37 Level 5 Environmental incident: Incident that contains major non-conformances or

The table below gives a guide to the classification of environmental incidents.

DATE PRINTED: 12-Mar-2024

Anywhere, Clean up. No No

5 – 2 – 500 – 100 – 5000 – 500 – 1000 – Outside Clean up. Level 2

>50 >20 >10000 >1000 >10000 >1000 >10000

6.1 Accident/Incident Notification

6.1.1 Whenever an accident/incident occurs, an initial incident/accident notification

DATE PRINTED: 12-Mar-2024

Table 2: Major incidents

6.2 Accident/Incident Investigation

DATE PRINTED: 12-Mar-2024

6.2.2 The SHEQ department shall coordinate establishment of an incident/accident

CLASSIFICATION OF INCIDENTS / CHAIRPERSON MEMBERS

Fatal Executive Managing Director, Operations

DATE PRINTED: 12-Mar-2024

f. Location of the accident / incident site / maps

6.2.7 To facilitate effective information gathering by the investigation team, the

6.2.8 The investigation team shall wherever possible:

6.2.13 Amendments on accident/incident remedial action plans or recommendations

DATE PRINTED: 12-Mar-2024