MANAGEMENT REVIEW

MEETING 2012
and the first 6 months of 2013
,QMS ISO 9001:2008 Clause 5.6
EMS ISO 14001:2004 Clause 4.6
OHSAS 18001:2007 Clause 4.6
REQUIREMENTS
 MEETING OBJECTIVES
1. Inform and keep the Top Management
updated on the overall status of the HSEQ.
2. Top Management to take decisions, actions
and specify responsibilities for
implementation of these actions/decisions
which are to be consistent with the
commitment to continual improvement.
 Meeting Agenda
1. Review Action items from last management review.
2. Review need for changes to the Quality, OH&S and
Environmental Management Systems;
A. Review Mission Statement.
B. HSEQ Policy.
C. Organizational Chart.
D. Quality, OH&S and Environmental Objectives.
;Review audit results .3
E. Review internal audits
F. Review external audit status
4. Review compliance with legal requirements.
 Meeting Agenda
5. Review overall performance of EPROM in MIDOR
Refinery;
A. Process performance & product conformity.
B. OH & S performance.
C. Environmental performance.
6. Review of status of corrective and preventive
actions.
A. From Audit CAR’s
B. From SIR’s
 Meeting Agenda
7. Review changes to circumstances that could affect
the HSEQ system.
8. Review participation and consultation of workers
and employee.
9. Review communication from external interested
parties
10.Review customer satisfaction or feedback process
11. Review recommendations for improvement
 Agenda Item 1: Review Action Items from
previous Management Review
Action Brief Description Responsibility Status
Item(s)
2.1 Policies Update and delivered to all .Quality - OH&S - Env Done
7&9 Issue new procedure for the systematic review/update of system documents Quality Ongoing
8 Standards update procedure issuing Quality – Engineering Done
13 Ammonia levels decreasing in effluent waste water .Technical – Env Pending
11 PSI implementation .Quality – Ops Done
12 Spare parts unfit for service to be removed from warehouse .Warehouse – Maint Pending
10 & 20 Management of Contractors Procedures & evaluation of contractors through KPI’s Quality – Contracts Done
16 & 18 Customer Satisfaction procedure and form issuing Quality Done
17 SIR update of procedure and form Quality – SIR Committee Pending
19 Quality and Environmental Awareness Programme for all employees .Quality – Env Pending
6 Systematic approach towards certain departments to fulfill and enhance the quality of .Quality – All Dept Ongoing
.their work
14 & 4 Objectives and KPI’s re-evaluated to develop an integrated Performance Indicators .Quality – All Dept Ongoing
3 Org. Chart update issuing EPROM HR - MIDOR Done
15 Corrective/Preventive Actions SIR Committee – Top Done
Management
21 Lack of manpower in some departments Top Management Pending
Agenda Item 2: Review Mission Statement, HSEQ
Policy, HSEQ Objectives, Organizational Chart
• Discussion:
• Mission Statement:
1. “EPROM consider it as their mission at MIDOR Refinery to develop
an organization, which excels in operational performance,
consistent with leading international standards so that crude oil will
be processed into the required products in the most cost effective
and optimal way.” – CM.Q.PL.001 Annual Business Operating Plan.
Agenda Item 2: Review Mission Statement, HSEQ
Policy, HSEQ Objectives, Organizational Chart
Agenda Item 2: Review Mission Statement, HSEQ
Policy, HSEQ Objectives, Organizational Chart
Agenda Item 2: Review Mission Statement, HSEQ
Policy, HSEQ Objectives, Organizational Chart
Agenda Item 2: Review Mission Statement, HSEQ
Policy, HSEQ Objectives, Organizational Chart
Agenda Item 2: Review Mission Statement, HSEQ
Policy, HSEQ Objectives, Organizational Chart
• Discussion: HSEQ objectives are covered in the requirements of
contract between EPROM & MIDOR in the form of KPIs, can be
found in the annual operating plan too.
• Health & Safety Objectives:
– No. of Lost Time Incidents (LTI) – KPI 17
– No. of Restricted Work Incidents (RWI’s) – KPI 18
– No. of Medical Treatment Cases – KPI 19
– No. of First Aid Cases – KPI 20
• Environmental Objectives:
– Quality of effluent water and deviation from specifications – KPI 21 (15 incidents (2012) + 21 incidents (1st
half 2013), mostly ammonia)
– No. of spills in/outside refinery per category (large/medium/small) – KPI 22
– Emissions of SOX (Sulfur oxides) – KPI 23
• Quality Objectives:
– Number of Occurrences of Product Delivery Failure – KPI 10
– Number of Quality Complaints – KPI 11
– Monthly Quality Giveaway – KPI 12
 Agenda Item 2: Review Mission Statement, HSEQ
Policy, HSEQ Objectives, Organizational Chart

MIDOR REFINERY
EPROM ORGANIZATION CHART

MIDOR Project
Director

Health & HR & Proj. Director Proj. Director

IT Quality Finance Contracts & Assistant for Assistant for
Medical Training Refinery Manager
Manager Manager Manager Material Manager Elect. & Instr. Mechanical
Manager Manager
Maintenance Maintenance

Prod.
Technical Engineering Inspection Laboratory Off-Site Operations Port
Planning
Manager Manager Manager Manager Manager Manager Manager Electrical Instrumnet WorkShop Rotating Static
Manager
Manager Manager Manager Manager Manager

FSE Manager OPERATIONS GROUP MAINTENANCE GROUP

Shift
Managers
Environment Safety Fire fighting
Manager Manager Manager

CDU/VDU Utilities A2B A2A HCK/H2 Coker

Manager Manager Manager Manager Manager Manager

Operations Dept.

Rev. Date: May 2013

Agenda Item 3: Review number of Internal audits
(As in ISO 9001, ISO 14001, OHSAS 18001)
• Reference: Internal Audit Reports during 2012
• Discussion:
The total number of Internal audits performed the past year (2012) were
41. (32 in 2011)
No, of CARs raised is 180. (70 are closed as of Dec 2012, 77 as of Jun’13)
CARs not closed due to NO REPLY are 80 as of Dec 2012
The total number of failed audits are 6 and it were for [Mechanical Static
MTC/ Contracts/ Medical/ Procurement/ Administration/ Warehouse] for
not replying and not making any effort to close raised CAR’s.
There are some depts. that are still don’t work on correcting their non
conformities.
Audit Committee performed 26 meetings during 2012
Agenda Item 3: Review number of Internal audits
(As in ISO 9001, ISO 14001, OHSAS 18001)
• Reference: Internal Audit Reports during first 6
months of 2013
• Discussion:
The total number of Internal audits performed in
the first half of 2013 were 11. (planned to be 20)
No, of CARs raised is 26. (6 were closed)
The total number of postponed audits are 9.
Audit Committee performed 10 meetings during
the 1st half of year 2013
Agenda Item 3: Review number of Internal audits

• General Comments
– Same non conformities are commonly seen in same departments over
several audits.
– Some departments have no replies/response to corrective actions for
their CARs
– Committee members are continuously dropping down from the
auditing process.
Agenda Item 3: Review External audits (TÜV NORD)
.for ISO 14001, OHSAS 18001
• Reference: Attached TÜV Report.
• Discussion:
;TÜV ISO 14001 audit report in 2012
1. There was land pollution (soil contaminated with oil) at WWTP area.
(Corrective action: contaminated soil was removed, the area was paved and trucks
unloading are instructed to park in proper place to avoid occasional spill on soil - The
place still shows some evidence of bad housekeeping; oil drippings still exist ).

; OHSAS 18001 audit report in 2012

2. Some posts of Work Instructions in Coke area doesn’t hold any
evidence that they are controlled. (Corrective Action: All posts follow the
procedure of document control & distribution (CP.Q.OO.001) and preparation of
procedures and work instructions (CP.Q.OO.007) – The CAR is not formally closed.)
Agenda Item 4: Review compliance with legal
requirements
• Reference: Daily Lab. Results and Environmental electronic records

• Discussion: The governing laws (Env. Laws 48/82 and 4/94, Safety and Work labour
Laws 12/2003 and their relevant decrees) are being compared to our measurements
results.
– Environmental:
1. Effluent Water is discharged to Nubareya drain (following law 48/82)
• Total no. of deviated samples during 2012 are 92 (2.1% of total samples analyzed throughout the year 2012)
– Ammonia is 83.7% of the deviated samples.
– Phenol is 12% of the deviated samples.
• Total no. of deviated samples during the 1st half of Y – 2013 are 115 (5.6% of total samples analyzed)
– Ammonia is 87% of the deviated samples.
– Phenol is 4.3% of the deviated samples.

2. Emissions to air: There is no Law deviations (law 4/94 and its relevant decrees and updates)
concerning Air Pollutants. The most important factor that makes EEAA visits our Refinery and take
samples are the obnoxious odors and subsequent neighborhood complaints.
• Noise Measurements: At MIDOR Fences is within law limits all the time.
At Working Places: There are some “above the permissible law limits” measurements inside some places in units
because of steam leaks and similar problems. This is covered by wearing PPE and/or limiting work hours in
.the area to comply with the law

3. Hazardous Solid Wastes: Total compliance with relevant Laws through the implementation of the
Waste Management System Procedures.
 600
Yearly generated hazrdous wastes and the cummulative stored wastes in the temporary
Thousands

hazardous wastes facility until end of June 2013 540

500

400

330
Quantity in Kg

300

231

200
170
280

100

149
148
30

77.1

78
71

35.4

14.8

17.8

21.6

10.4
18.2

0.72
12.1
8.4

1.8
1.5

3.4

0.3

2.2
2.7

0.3

49
43
43
22

17

2.3
30

10
1.8 2

0
0

Waste Types

1st half Y - 2013 Cumulative stored Wastes as of end of June 2013

Agenda Item 4: Review compliance with legal
requirements
• Reference: Safety Records

• Discussion: The governing laws (Env. Laws 48/82 and 4/94, Safety and Work labour
Laws 12/2003 and their relevant decrees) are being compared to our
measurements results.
– Safety:
• Total compliance with relevant Laws through the implementation of the OHSAS
Agenda Item 5: Review Process Performance and
Process Conformity, review of Environmental
and OH & S Performance of the organization (As
in ISO 9001, ISO 14001 & OHSAS 18001)
• Reference: The attached documents
• Discussion:
 Process performance: overview of Some indicators from Solomon's Associates
that highlight the overall performance of the Refinery.
 Occupational Health Performance: Documents in Medical Dept. that
; show
1. The regular check-ups for Occupational illnesses and diseases who are more
susceptible to some risks such as (Noise – Radiation – Some gases).
2. Awareness for employees.
3. Ergonomics.
4. Disposal of medical wastes properly.
5. No. of first aid cases.
6. No. of medical treatment cases. (7 cases)
Agenda Item 5: Review Process Performance and
Process Conformity, review of Environmental
and OH & S Performance of the organization (As
in ISO 9001, ISO 14001& OHSAS 18001)

 Safety Performance: Safety KPI’s

 Environmental Performance: Environmental KPI’s

 Agenda Item 5: Review Process Performance and
Process Conformity, review of Environmental
and OH & S Performance of the organization (As
in ISO 9001, ISO 14001 & OHSAS 18001)
1st half Y - 2013 Y - 2012
MIDDLE
KPI
Avg. Jun May Apr Mar Feb Jan Dec Nov Oct Sep Aug Jul Jun May Apr Mar Feb Jan
EAST

81.0 Refinery
79 75.4 81.4 79.6 81.1 73 76.5 64.3 62.9 78.5 80.8 68.0 86.6 91.5 80.8 79.8 84.0 88.1 89.7
Utilization,%

Refinery
93.6 93.4 92.3 95.3 97.9 94.4 95.6 98.6 95.9 92.6 99.2 98.2 95.4 97.6 98.8 98.2 48.3 90.0 96.1 97.2 Availability,
%

hydrocarbon
1.0 1.5 1.9 2 2.1 2 1.4 1.3 1.3 1.3 1.3 1.1 1.7 1.4 1.6 1.0 2.7 0.8 1.1 1.3
Loss,wt%

Volume
67.0 77.4 53.1 73 102.1 63.3 66.8 90.5 86.1 95.4 58.5 75.9 66.1 98.5 69.3 98.0 84.0 61.4 70.6 80.0 Expansion
Index

Energy
97.0 101.4 93.8 93.2 96.8 91.7 91.7 96.9 122.2 123.9 103.5 100.2 113.3 100.3 96.1 107.2 98.8 99.8 98.1 98.5 Intensity
Index
Gross
- 12.3 9.9 7.4 9 9.5 11.1 10.4 10.8 10.2 14.1 14.3 18.1 16.8 10.6 14.9 16.1 11.4 16.9 10.5 Margin,
US$/bbl
Agenda Item 6: Review status of Corrective and
Preventive Actions. SIR’s
• Reference: SIR’s Log sheet and SIR status.
• Discussion: Decision for pending incidents are
required or they will happen again.
Agenda Item 6: Review Corrective and Preventive
Actions. SIR’s. (As in ISO 9001, ISO 14001&
OHSAS 18001)
• Briefing:
SIR’s issued during 2012: 145
SIR’s issued during 1st half Y-2013: 125
•
• The total unresolved (Open + Pending) SIR's
.are 102 (58 during the 1st half Y-2013 + 44 older SIR’s)
Agenda Item 6: Review Corrective and Preventive
Actions. SIR’s. (As in ISO 9001, ISO 14001&
OHSAS 18001)
Table 1 shows the distribution of
open/pending/closed SIR's:

TOTAL Closed Pending Open

145 104 41 0 Y-2012 issues SIR’s
125 65 41 19 1st half Y-2013
Agenda Item 6: Review Corrective and Preventive
Actions. SIR’s. (As in ISO 9001, ISO 14001&
OHSAS 18001)
Table 2 show the distribution of SIRs open/
.pending incidents according to Risk Category
• Risk category:
 Risk Category 1: Extreme Risk; should be brought to the attention of Directors and immediately progressed.
 Risk Category 2: High Priority; requires attention of Senior Management and an Action Plan developed as high
priority.
 Risk Category 3: Moderate Risk; requires an action plan at the nearest opportunity.
 Risk Category 4: Low Risk; Opportunity for industry best practice initiative providing long term safety benefits .

Risk Category*
TOTAL
4 3 2 1
35 0 19 16 0 Process Areas
54 0 43 11 0 Utilities & Off sites
2 0 2 0 0 Port
Others (Site, control rooms,
9 0 5 4 0
substations)
100 69 31 0 TOTAL
Agenda Item 6: Review Corrective and Preventive
Actions. SIR’s. (As in ISO 9001, ISO 14001&
OHSAS 18001)
Table 3 show the distribution of SIRs open/
pending incidents according to Incident
.Category
• Incident Category:
1. Loss of Product Quality.
2. Loss of Production Capacity.
3. Safety.
4. Loss of Property
5. Environment.

Incident Category
TOTAL
5 4 3 2 1
36 1 - 33 2 - Process Areas
54 14 - 36 2 2 Utilities & Off sites
2 - - 1 1 - Port
Others (Site, control rooms,
8 1 - 6 1 -
substations)
100 16 0 76 6 2 TOTAL
Agenda Item 6: Review Corrective and Preventive
Actions. SIR’s. (As in ISO 9001, ISO 14001&
OHSAS 18001)
Environmental Incidents (16)

TOTAL

11 Water Pollution
1 Particulates
2 Flare
2 Spill
 Agenda Item 6: Review Corrective and Preventive
Actions. SIR’s. (ISO 14001& OHSAS 18001)
• Examples for some pending SIR’s:
Risk Immediate Action / Preliminary
Remedy/ agreed actions Description SIR no.
Cat. root cause
This incident had been discussed before on 19/9/2012 Disscused at SIR committee no 9/ 2013
& 22/1/2013 and the agreed actions was as follow : dated 30/5/2013 (See SIR no
-There is fixed ammonia analyzer system but this 3917,3932,3942)
system is malfunctioned because it is exposed to oil , SO The root cause as stated in the technical
investigation is required from Technical & Instrument report dated 29/5/2013: the high
to fix this problem ammonia in the effluent discharge water
- If the above solution is failed, Instrument to purchase from waste water unit is:
a portable ammonia analyzer device compatible with -Due to change in the feeding crude
the condition of the Biological system. type.
Till now no feedback from instrument about the above -the malfunction of the bio sludge
The level of ammonia
solution. recycles pumps 54P11 A/B/C because 3946
in effluent discharge
it is highly recommended as stated in Technical report no spares are available in the ware and 10(
3 (attached) to re-establish the bio -augmentation ,house
water exceeds the law
other
limit (law limit is
emergency program application in order to early )SIR’s
3ppm)
recover from upsets in waste water feed quality to
WWTP
No feedback from MIDOR about this solution
-Operations to fulfill the recommendations in the recent
technical report dated 28/5/2013.
-Also committee is required from instrument,
Technical ,Environment ,Utility to put the required
scenario and to following up the implementation of the
above recommendations
Agenda Item 6: Review Corrective and Preventive
Actions. SIR’s. (OHSAS 18001)
Safety Related Incidents (76)
TOTAL

7 Loss of Containment (Haz.)

23 Equipment Failure
22 Unsafe Condition
12 BSWP & Op. error
4 RTA
8 Others
76
 Agenda Item 6: Review Corrective and Preventive
Actions. SIR’s. (ISO 14001& OHSAS 18001)
• Examples for some pending SIR’s (Continued):
Risk Immediate Action /
Area Category
Remedy/ agreed actions Description SIR no.
Preliminary root cause
Immediate Actions:
Comments: 1. Areas contaminated with
1- Monitoring of trucks from the hydrocarbon were purged
moment it enter the gate till .using fire water
finishing loading and get outside
Jet leakage occur in truck loading area
the refinery need to be enhanced
at the floor and around area from a
as it is obvious that one of the
truck before and after loading which
trucks entered from the gate to
lead to contamination of the street
the loading area while its drain
from truck loading area to gate 2.
opened and no one notice that
While Fire Crew was monitoring the
(Offsite Crew & Safety) till the fire
activities in the loading area @ 22:00,
crew took the lead.
one of the jet trucks enters the loading
2- A clear responsibility need to
arm and the truck drain was open 3795
Offsite 2 be established to define who is
which cause leakage at the floor and
responsible for visual inspection
contaminate the area with
& monitoring of trucks from its
hydrocarbon.
entrance from the refinery gate to
At the same day @ 00:45 another jet
the loading area and until getting
truck after finishing loading we notice
out.
that the truck was leaking from the top
3- To assure that Truck Drivers
so it contaminated the area all the way
are aware enough with the safety
.till gate number 2
regulations inside the refinery
(Through Safety Induction
Course/ Safety Signs/ Safety
.handbook………..etc)
Agenda Item 7: Change circumstances that could
affect HSEQ system (As in ISO 9001, ISO 14001&
OHSAS 18001)
Reference: None

Discussion: Is there any legal or other regulatory

requirements that happened during the last year
?that could affect our HSEQ system
.Environmental law update -
Agenda Item 8: Results of Participation and
Consultation (As in OHSAS 18001)
• Reference: Safety Suggestions Scheme,
Participation of Employees in Incident
investigation and Assessment of Risks.
• Discussion: All area of improvement.
Agenda Item 9: Review Communication from
External Interested Parties, including Complaints
(As in ISO 14001 & OHSAS 18001)
• Reference: odours). None except formal
complaints ( 1 from obnoxious odours)
• Discussion:
Agenda Item 10: Review Customer Satisfaction or
feed back (As in ISO 9001 requirements)
• Reference: KPI’s achievement and Bonus
according to the contract.
• Discussion:
Agenda Item 11: Review Recommendations for
improvement (As in ISO 9001, ISO 14001 &
OHSAS 18001)
Discussion: