Sustainable Development Procedure

GLD SD PRO 0005

FATAL HAZARD ASSURANCE MONITORING

1. PURPOSE
To provide assurance that critical controls relating to fatal hazards and management plans
are being effectively managed.
To outline the process at Glendell Mine for fatal hazard assurance monitoring and reporting
to Coal Assets Australia Glencore (CAAG), consistent with XCN SD PRO 0004 Core Hazard
Assurance Monitoring.

2. MAJOR HAZARDS
Ineffective management of fatal hazards and/or management plans leading to failure in
critical controls.

3. REQUIREMENTS
GLD SD PRES 0032 Fatal Hazard Critical Control Assurance Monitoring;
GLD SD TRN 0444 Fatal Hazard Critical Control Assurance Monitoring Competency
Assessment;
XstraSafe user profile;
GLD SD REG 0027 Fatal Hazard Critical Control Schedule;
GLD SD FRM 0027 Fatal Hazard Critical Control Specification Sheet Owners;
GLD Fatal Hazard Critical Control Specification Sheets.

4. PROCEDURE
4.1 Fatal Hazard Spec Sheet Process
1. Coal Assets Australia Glencore (CAAG) is responsible for the development of the Fatal
Hazard Critical Control Schedule. Glendell will review the schedule to determine:
> Applicability of Fatal Hazards;
> Critical control sheet owners;
> Managers responsible for control sheet completion, as per GLD SD FRM 0027 Fatal
Hazard Specification Sheet Owners.
GLD SD REG 0027 Fatal Hazard Critical Control Schedule will be updated to reflect the
requirement of XCN SD POL 0023 XCN Fatal Hazard Critical Control Schedule.
2. At the beginning of every month the HS & HR Administration Assistant will review GLD
SD REG 0027 Fatal Hazard Critical Control Schedule and download the appropriate Fatal
Hazard Critical Control Specification Sheets from the Glendell Intranet.
3. Specification sheets are then forwarded to fatal hazard owners via email stating the date
to be completed. Fatal Hazard Spec Sheet Owners and Managers are determined by GLD
SD FRM 0027 Fatal Hazard Critical Control Specification Sheet Owners.

GLD SD PRO 0005 Status: Approved Effective: 07/05/2014 Page 1 of 9

Fatal Hazard Assurance Monitoring Version: 7.0 Review: 07/05/2017
THIS DOCUMENT IS UNCONTROLLED UNLESS VIEWED ON THE INTRANET
 Glendell
Sustainable Development Procedure
4. Fatal Hazard Owners conduct audit and complete Fatal Hazard Critical Control
Specification Sheet ensuring that each question is answered individually and has clear
specific answers. The spec sheet is then entered into Xstrasafe by the owner no later
than Midday on the 23rd day of each month.
5. HS & HR Administration Assistant monitors entry of the Critical Control Specification
Sheets into XstraSafe and further ensures that the relevant Manager verification has
been imitated by the Critical Control Owner during the entry process.
6. The relevant Managers review the spec sheets within XstraSafe completing the
verification and sign off acknowledging information to be relevant and appropriate. The
Manager initiates further verification by selecting the Operations Manager for final sign
off within XstraSafe. This verification is to be initiated for the Operations Manager by the
relevant Department Manager no later than Midday the 28 th day of each month.
7. Operations Manager reviews and approves the spec sheets no later than Midday the 2 nd
day of each new month and advises the HS & HR Administration Assistant once all spec
sheets have been completed.
8. HS & HR Administration Assistant will run a Detailed Report Fatal Hazard Critical
Control Sheet Completion by Time Period which will then be forwarded to the General
Manager for review and verification no later than 2pm on the 2 nd day of the following
month.
The model below provides an overview of the process at Glendell Mine. XCN SD PRO 0004
Core Hazard Assurance Monitoring further describes the procedure for XCN.

GLD SD REG 0025 Fatal Hazard Critical Control Schedule

General Manager
Operations Manager reports to General Manager
on a monthly basis

Operations Manager

Department Manager

Spec sheets collated by HS & HR Administration

Assistant and entered into Xstrasafe

Fatal Hazard Critical Control

Spec Sheets completed by
Owners

Fatal Hazard Critical Control Sheets sent via

email to each Spec Sheet Owner as per On a monthly basis
schedule

GLD SD PRO 0005 Status: Approved Effective: 07/05/2014 Page 2 of 9

Fatal Hazard Assurance Monitoring Version: 7.0 Review: 07/05/2017
THIS DOCUMENT IS UNCONTROLLED UNLESS VIEWED ON THE INTRANET
 Glendell
Sustainable Development Procedure
4.2 Entry of Spec Sheet into XstraSafe
All Fatal Hazard Specification Sheets are entered into XstraSafe.
Access XstraSafe/Workspace/Fatal Hazard Management/Fatal Hazard Critical Control Sheet
Completion.

Select to add a new entry within XstraSafe.

4.21 First Section

Time Period: Select Time Period that sheet is completed in e.g. May 2011;
Operation Name: Change to Glendell Mine;
Area Owner / Person Responsible for Completion of Critical Control Sheet:
Name of person who completed spec sheet;
Fatal Hazard: Fatal Hazard the spec sheet relates to;
Fatal Hazard Critical Controls: The relevant number and name of spec sheet;
Any Significant changes to work methods or environment since last review: Yes
/ No. Alternatively copy response from control sheet

Once all details have been include select .

4.22 Second Section
Details for each specific question for the Fatal Hazard Critical Control Sheet is to be added
within the Fatal Hazard Questions and Issues Sub Form.

Note: Each Fatal Hazard Critical Control Specification Sheet question must be entered

separately by selecting .

GLD SD PRO 0005 Status: Approved Effective: 07/05/2014 Page 3 of 9

Fatal Hazard Assurance Monitoring Version: 7.0 Review: 07/05/2017
THIS DOCUMENT IS UNCONTROLLED UNLESS VIEWED ON THE INTRANET
 Glendell
Sustainable Development Procedure
4.3 Questions and Issues Completion

Question Number: Put the relevant question number

Question Detail: Copy question content from sheet
RED / AMBER / GREEN: Put a tick in the relevant box, remember you can only select on
colour
Please Document Findings from Activities: Copy and paste the answer to the question
Critical Control Sheets Action Sub Form: If required to add corrective actions for
issues identified during completion of Fatal Hazard Spec Sheets, select

.
NOTE: A corrective action must be assigned to any question that is ranked as being either
Red or Amber.

Once completed select and add details for another question.

When all question details have been entered for a Fatal Hazard Critical Control Spec Sheet
indicate that the sheet is ready for review and sign off by selecting Yes within the field
When Yes is selected a new tab will appear at the top of the record Fatal Hazard Critical
Control Owner Sign Off. When each sheet is completed this must be indicated as shown
below:

GLD SD PRO 0005 Status: Approved Effective: 07/05/2014 Page 4 of 9

Fatal Hazard Assurance Monitoring Version: 7.0 Review: 07/05/2017
THIS DOCUMENT IS UNCONTROLLED UNLESS VIEWED ON THE INTRANET
 Glendell
Sustainable Development Procedure
4.4 Sign Off
4.41 Fatal Hazard Critical Control Owner Sign Off
Is this Critical Control Sheet detail complete? Select Yes when all of the relevant
detail has been entered into sheet.
Name of Manager to receive Critical Control Sheet Completion for Sign off
Select the manager who is responsible for the owner completing the Fatal Hazard Critical
Control Sheet from the drop down selection list. Fatal Hazard Critical Control Specification
Sheet Owners and Managers are identified by GLD SD FRM 0027 Fatal Hazard Critical
Control Specification Sheet Owners.

Select to send an automatic email notification to the relevant manager to notify

the requirement for completion of review and sign off for each sheet.
4.42 Manager Sign Off

Do you agree to sign off: The manager selects Yes if they agree with the Fatal Hazard
Spec Sheet information.
Is a second level of sign off required?: Select Yes for each completed sheet.
Name of person for 2nd level sign off: Select the Operations Manager from the drop
down selection list.

Select to send an automatic email notification to the Operations Manager to notify

the requirement for completion of review and sign off for each sheet.
4.43 Operations Manager Sign Off

The Operations Manager receives an email that there is a Fatal Hazard Critical Control
Specification Sheet that requires review and sign off.
Do you agree to sign off: Operations Manager selects Yes.

GLD SD PRO 0005 Status: Approved Effective: 07/05/2014 Page 5 of 9

Fatal Hazard Assurance Monitoring Version: 7.0 Review: 07/05/2017
THIS DOCUMENT IS UNCONTROLLED UNLESS VIEWED ON THE INTRANET
 Glendell
Sustainable Development Procedure
4.5 Report Generation
The Operations Manager will notify the HS & HR Administration Assistant that the Fatal
Hazard Critical Control Sheets have been signed off. The HS & HR Administration Assistant
can than generate a report through XstraSafe to forward to the General Manager.
XstraSafe/ Reports and Graphs /Core Hazard Reporting/ Detailed Report Fatal Hazard
Critical Control Sheet Completion by Time Period.
Select Department and Time Period. Following Department and Time selection you may
choose View to view the report on screen or select Email after entering your name
within the email field to have the report automatically emailed.

Note: The Email option is the preferred method of report generation making it easier to
forward onto the General Manager.

5. DEFINITIONS

Term Definition
Critical Control The process employed by the site to keep the core hazard in control
e.g. Regular roof bolt anchorage checks to check that roof bolts are
effective.
Fatal Hazard The basic hazard which is present in the mining environment which
may potential cause a Catastrophic or High Risk outcome e.g. Strata
Failure.
Fatal Hazard An auditing document containing a list of items to check to confirm
Critical Control that critical controls are occurring to a quality and schedule as
Specification planned.
Sheets

Red A failure in a Critical Control which if left unchecked increases the

probability of a high or catastrophic event, a continuation of Amber
events over 2 or more periods or in 2 or more locations within the
same review period.
Amber A condition persisted for 7 days or more that required action 2 levels
or higher than the normal operating level specified in the operations
TARP, a technical failure occurred in Critical Controls that did not
increase the probability of a high or catastrophic event.

GLD SD PRO 0005 Status: Approved Effective: 07/05/2014 Page 6 of 9

Fatal Hazard Assurance Monitoring Version: 7.0 Review: 07/05/2017
THIS DOCUMENT IS UNCONTROLLED UNLESS VIEWED ON THE INTRANET
 Glendell
Sustainable Development Procedure

Term Definition

Green No issues, a positive finding.

6. ACCOUNTABILITIES

Role Accountabilities for this document

Operations Manager Review completed Fatal Hazard Critical Control Specification

Sheets and complete final approvel and sign off within
XstraSafe.
All Managers Review and approve completed Fatal Hazard Critical Control
Specification Sheets for area of responsibility;
Review and approve corrective action plans developed by
Fatal Hazard Owner.
Core Hazard Owners Complete allocated Fatal Hazard Specification Sheets within
nominated time frame;
Consult with appropriate manager if uncertain of requirements
or level of assurance that has been found during review;
Develop corrective actions in consultation with applicable
Manager if any questions are marked amber or red.
Health & Safety Manager Review and approve this procedure in line with meeting XCN
requirements for assurance monitoring.
Health & Safety Review and approve any changes to this procedure;
Coordinator
Facilitate change management associated with changes to this
procedure including communication of changes to all relevant
personnel;
Provide resources for training in this procedure where
required.
HSEC Assistant Review GLD SD REG 0027 Fatal Hazard Critical Control
Schedule to determine Fatal Hazard Critical Control
Specification Sheets due for the month;
Email Fatal Hazard Specification Sheets to appropriate Fatal
Hazard Owners;
Enter completed core hazard specification sheets into
XstraSafe when received from owners;
Forward completed Fatal Hazard Critical Control Sheets to
appropriate manager for review;
Forward completed sheets to Operations Manager for final
approval following review by Department Managers;

GLD SD PRO 0005 Status: Approved Effective: 07/05/2014 Page 7 of 9

Fatal Hazard Assurance Monitoring Version: 7.0 Review: 07/05/2017
THIS DOCUMENT IS UNCONTROLLED UNLESS VIEWED ON THE INTRANET
 Glendell
Sustainable Development Procedure
7. REFERENCES
7.1 CAAG
XCN SD GDL 0006 6.0 Catastrophic Hazards
XCN SD POL 0023 XCN Fatal Hazard Critical Control Schedule
XCN SD PRO 0004 Core Hazard Assurance Monitoring

7.2 Glendell Mine

GLD SD PRES 0032 Fatal Hazard Critical Control Assurance Monitoring
GLD SD REG 0027 Fatal Hazard Critical Control Schedule
GLD SD FRM 0027 Fatal Hazard Specification Sheet Owners

8. CONTROL AND REVISION HISTORY

8.1 Document information

Property Value
Approved by Health and Safety Manager

Document Owner Health & Safety Coordinator

Effective Date 07/05/2014

Keywords Core Hazard, Assurance Monitoring, Fatal Hazard Critical Control Monitoring

For a complete list of document properties, select View Properties from the documents
context menu on the intranet.

8.2 Revisions

Date Review team

Version Nature of the amendment
reviewed (consultation)

Initial Issue;

D Dunn, A Drabsch, Updating accountabilities;

0 29/05/2008
T Israel, J Watson Department manager adding additional
accountabilities and adding Core Hazard Owner
Accountabilities.

Updating References to include HSEC IS

1.15.01;
0 03/03/2009 K Watling, D Dunn
Remove appendix 1 and create a new IS sheet in
its place.

1 31/05/2010 I Farrow Migrated to Sharepoint.

Updated to new format as a result of SharePoint

2 28/04/2011 K Twist, D Dunn and included new screen shots from the new
version of XstraSafe.

GLD SD PRO 0005 Status: Approved Effective: 07/05/2014 Page 8 of 9

Fatal Hazard Assurance Monitoring Version: 7.0 Review: 07/05/2017
THIS DOCUMENT IS UNCONTROLLED UNLESS VIEWED ON THE INTRANET
 Glendell
Sustainable Development Procedure

Date Review team

Version Nature of the amendment
reviewed (consultation)
Updated to reflect changes initiated by XCN to
change the Core Hazard Assurance Monitoring
Process to Fatal Hazard Assurance Monitoring;
Document renamed from Core Hazard Assurance
Monitoring to Fatal Hazard Assurance Monitoring;
3 17/11/2011 K Rumney, D Dunn
Screen shots and procedure detailed to reflect
Fatal Hazard process rather than Core Hazard
process;
Document references updated;
Document accountabilities updated.

Included existing practice that an action must be

D Dunn, K Dorahy,
4 16/05/2012 assigned against any question that is rated as Red
J Evans
or Amber.

K Dorahy, J Evans, Updated to reflect current process. Updated

5 18/09/2012
K Rumney screenshots to reflect new version of XtraSafe.

Reviewed document in line with XCN SD PRO

0004;
6 15/01/2013 K Rumney, D Dunn
Updated document referencing to include
additional XCN reference.

Amended to remove reference to Core Hazards as

these are identified as Fatal Hazards;
K Rumney, R Darr, Amended dates for Critical Control Sheets to be
7 19/03/2014
R Thomson completed and verified;
Removed reference to Xstrata Plc Std as no longer
applicable.

GLD SD PRO 0005 Status: Approved Effective: 07/05/2014 Page 9 of 9

Fatal Hazard Assurance Monitoring Version: 7.0 Review: 07/05/2017
THIS DOCUMENT IS UNCONTROLLED UNLESS VIEWED ON THE INTRANET