AI-PS Element Guide

Element 6: Process Safety Knowledge

Doc. Reference: GU-XXX-06

Version: Issue 1.0
Date: 10 August 2011
Doc. Owner: Head of Technical Safety Engineering (MSE4)
Element Owner: EOIM Manager (UEPI)
AI-PS Element Background There are 20 elements in total within the PDO AI-PS Management
System as follows:
AI-PS in PDO
Elements list:
Assuring the safety of our people, our assets, the environment and
the company’s reputation is a core value of PDO and providing Element 1: Process Safety Culture
assurance that we are managing our major process safety risks is a Element 2: Compliance with Standards
critical aspect of our corporate governance. Asset Integrity Process Element 3: Corporate Process Safety Competency
Safety (AI-PS) describes the way we manage our assets so that the
Element 4: Workplace Involvement
process risk is As Low As Reasonably Practicable (ALARP).
Element 5: Stakeholder Outreach
What it is Element 6: Process Safety Knowledge
Element 7: HEMP
Asset Integrity Process Safety (AI-PS) is the means of ensuring that
Element 8: Plant Operating Manuals
the people, systems, processes and resources, which deliver
integrity, are in place, in use and fit for purpose throughout the Element 9: PTW
whole lifecycle of the asset. The aim is to be able to confidently Element 10: Technical Integrity
state that ‘our assets are safe and we know it’. Element 11: Contractor Management
Element 12: Training and Performance Assurance
Asset Integrity Process Safety Management is a complex area of
expertise covering a wide range of components, all of which are Element 13: Management of Change
essential to ensuring systems, processes and equipment perform as Element 14: Readiness for Start Up
required. There are a number of Elements which make up the Asset Element 15: Conduct of Operations
Integrity Process Safety management system. Element 16: Emergency Management
Structure of AI-PS Assurance in PDO Element 17: Incident Management
Element 18: Measurements and Metrics
PDO has a three-tiered approach to AI-PS assurance: Element 19: Audit and Verification of Level 2 Process
Level 1: Includes audits conducted on behalf of PDO's Internal Audit Element 20: Management Review and Continuous Improvement
Committee (IAC) as part of the Integrated Audit Plan. This includes
independent audits carried out by external bodies, such as Shell. Element 6: Process Safety Knowledge
Level 2: Includes audits carried out on behalf of Asset Managers as Background to Element
part of their own Asset level assurance processes.
Process Safety Knowledge primarily consists of written documents
Level 3: Includes task verification and assurance activities that
such as hazard information, process technology information, and
supplement the formal audit process. 
equipment-specific information.
Process Safety Knowledge primarily focuses on information that can Scope of Element
easily be recorded in documents, such as written technical
documents and specifications; engineering drawings and Development and documentation of process knowledge should
calculations; specifications for design, fabrication, and installation of start early in the asset lifecycle (i.e. during design) and continue
process equipment; and other written documents such as material throughout the life cycle of the asset or process.
safety data sheets (MSDS).
The Process Safety Knowledge Element involves:
The knowledge element involves work activities associated with
compiling, cataloguing, and making available a specific set of data  Developing, collecting, storing and maintaining Process
that is normally recorded in paper or electronic format. However, Safety Knowledge;
knowledge implies understanding, not simply compiling data.  Storing calculations, design data and similar information in
central files and in key locations in both hard and soft
Aims and Objectives of Element copies;
 Ensuring the Process Safety Knowledge remains accurate
Risk understanding depends on accurate process knowledge. Hence, and available;
this element underpins the entire concept of risk-based process  Protecting Process Safety Knowledge from inadvertent loss;
safety management; risk management methodologies cannot be  Documenting Process Safety Knowledge in a user friendly
efficiently applied without an understanding of risk.
manner;
 Ensuring accuracy;
Asset procedures, staff competency and training, asset integrity,
 Subjecting Process Safety Knowledge related information to
management of change, and incidents elements all draw on
the Management of Change Process.
information that is collected and maintained as part of the
knowledge element. Process knowledge also supports many other Process Safety Knowledge includes the following range of diagrams
AI-PS Elements.
and documents within PDO:
Efforts continue through the design, hazard review, construction, Process Safety Knowledge - Diagrams
commissioning, and operational phases of the life cycle. Many
facilities place special emphasis on reviewing process knowledge for  Process Flow Scheme (PFS & PSFS);
accuracy and thoroughness immediately prior to conducting a risk  Utility Flow Scheme (UFS);
analysis or management of change review. Knowledge of special  Process Engineering Flow Schemes (PEFS);
hazards often becomes critical to safe mothballing,  Utility Engineering Flow Schemes (UEFS);
decommissioning and demolition of process units.
 Cause and Effect matrix;
 Hazardous Area Classifications;
Knowledge is typically developed and maintained at a number of
 Area Layout including, foundation location layouts,
physical locations, but, in general, process knowledge should always
instrument layouts, electrical layouts, OHL layouts;
be available to key personnel at operating facilities.
 Site plan (sub-field layout) - General arrangement drawings
for piping, electrical, civil, instruments;
 Key Plan and Plot plan;
  Escape Routes Plan; The intended audience for the guide are the members of the AI-PS
 Safety Equipment Layout; Assurance Leadership Team (AIPSALT) although this can be used as
 Critical Valve List (including locked open and locked closed a basis for training and awareness for all staff at the asset.
valves);
 Fire and Gas layouts; Responsibilities and Accountabilities for AI-PS Element Guide
 Electrical - Single line diagram; Implementation
 Instrumentation - List of alarms and trip setting;
 Wiring Diagrams including ICTDs, FLDs FCS/DCS The Operations Manager is accountable for the Level 2 Assurance
configuration diagrams. process at the asset.

Completion of the Level 2 Self Assessment and Level 3 Verification

Process Safety Knowledge - Documents Checklists, as provided in this element guide, is the responsibility of
the Element Champions and AIPSALT. The Delivery Team Leader
 Process Safeguarding Memorandum; (DTL) is accountable for the AIPSALT.
 Operating Procedures including Standing Orders;
 Asset HSE Case; AI-PS Assurance Leadership Team (AIPSALT)
 List of Safety Critical Elements (SCEs) with their
Performance Standards (in the Computerised Maintenance The AIPSALT is comprised of the asset DTL and Process Safety
Management System, CMMS); Element Champions (PSEC).
 SCE inspection programme and preventive maintenance
routines (in CMMS); The DTL and PSEC roles include: reporting the status of the Level 3
 SCE maintenance history (in CMMS); Verification activities for the relevant Element at the AIPSALT
 Alarm catalogue; meeting; maintaining Key Performance Indicators (KPIs) for the
 HAZOP reports; Element; monitoring the effectiveness of the Level 3 Verification
 Emergency Response Plan. activities in assuring AI-PS, and recommending changes to improve
effectiveness and efficiency as appropriate; monitoring the progress
of corrective actions and improvement plans associated with that
AI-PS Element Guide Implementation Element; and leading Level 2 Self-Assessment of compliance with
the requirements of that Element.
Aims and Objectives of AI-PS Element Guide

The aim of this AI-PS Element Guide is to provide background to AI- Level 2 Assurance
PS and a structured and consistent approach to carrying out Level 2
Self Assessments and Level 3 Verification for all AI-PS Elements Level 2 Self Assessment and Audit
within PDO.
Level 2 assurance is provided by a series of AI-PS audits carried out
on behalf of Asset Directors and Operations Managers as part of
their own Directorate-Level assurance processes.
Level 2 Audits (and Level 2 Self Assessments) are conducted at each based procedures. The effectiveness of the Level 3 Verification
Directorate using standard protocols and templates described in process is assessed during the Level 2 Self Assessment process and
this series of AI-PS Element Guides. ultimately via the Level 2 Audit programme.

The Level 2 Self Assessment Checklist (provided in this AI-PS Verification Checklists
Element Guide) can be viewed as a ‘health check’ of asset
performance again the element. Completing the Level 2 Self Level 3 Verification checklists have been developed for each AI-PS
Assessment will help the asset to identify areas for improvement Element within PDO in order to provide a structured and consistent
ahead of the Level 2 Audit. approach to Level 3 Verification across all assets. The Level 3
Verification checklists are structured as a sample check or specific
Frequency of Level 2 Assurance and localised audit of the Element in question.

Level 2 Audits are conducted annually at each Directorate but the By successfully verifying that the Level 3 Verification activities are
frequency and duration may be adjusted to reflect either positive or being completed correctly it provides a strong indication that the
negative trends, recent audit findings, emerging risks and alignment element is being implemented at the ’system level’ (assessed via the
with other audit activities. The schedule of Level 2 audits is set in Level 2 Self Assessment and Level 2 Audits).
the Directorate HSE Plan.
The Level 2 Self Assessment and Level 3 Verification checklists for
The frequency of Level 2 Self Assessment should also reflect how this element are provided below.
well the asset is performing against all AI-PS Elements and be
performed no less than on an annual basis (ahead of the Level 2
Audit).

Level 3 Verification Checklist

Level 3 Verification Description

Level 3 Verification demonstrates compliance with the asset HSE

Case ‘barriers’, HSE Critical Tasks, operational procedures and other
requirements defined in the HSE Management System. These
activities provide an ongoing check that the procedures, tests and
inspections necessary to maintaining the functionality of Safety
Critical Elements and systems are completed as required so that
process risk is managed to a level that is As Low As Reasonably
Practicable (ALARP).

In summary, the Level 3 Checklists are an operational level sample

check or ‘mini audit’ completed by the asset against PDO and asset
Level 2 Self Assessment
SN Protocol Y / N / NA & evidence Possible approaches
6.1 Has an asset document register been Review and sample the drawing and
developed at the asset to include all AI-PS document index and cross reference
related documents? Is the register against the Process Safety Knowledge list
maintained and up to date? provided in the introduction of this guide.

Are the documents and drawings sampled

the most recent issue?

6.2 Has Process Safety Knowledge Review selected drawings and documents
(documents and drawings) available at the and verify that the correct TA-2 has verified
asset been approved by the appropriate and signed for the documents in use.
Technical Authority?
6.3 Have obsolete versions of Process Safety Is there an adequate filing and archiving
Knowledge been removed from use at the system?
asset and archived as necessary?  is there a retention schedule for
documentation?
 how often are files purged to
archive(s)?
 how often are archives purged?
Is retrieval of records effective?
6.4 Are controlled copies of documents used   Ask, look. If copies of Process Safety
rather than uncontrolled or "local file" Knowledge documents are kept locally
versions? check for unauthorised mark-ups, and
check version versus the official version.
6.5 Is the required information available and   Use the attached individual checklists for
accessible at all times to those who need the different types of information required.
it?
6.6 Have potential users been trained in the   Check training records. Ask.
Process Safety Knowledge management
system - what information is available,
what it is for, how to access it and how to
get it updated?
6.7 Is there a list of recent plant modifications Have the various drawings and manuals
available to review at the asset? been updated to reflect the plant
modifications identified?
SN Protocol Y / N / NA & evidence Possible approaches
6.8 Are ongoing construction activities
reflected in Process Safety Knowledge
documentation (e.g. As-Built drawings)?
Is AFC documentation communicated to
relevant personnel (including other
construction teams)?
6.9 Are operations/maintenance staff aware of Ask. Check with a potential user of the
any anomalies with the available diagrams information (e.g. functional engineer, shift
and documents? leader, operator). How would the user
know whether such information available,
How are anomalies addressed at the
and where to find the current information?
asset? Is the process adequate?
6.10 In cases where shortfalls or missing Is there a plan to rectify shortfalls or gaps
information has been identified, is there a in information?
risk-based approach that has prioritised Look at the plan - how were priorities
targets for the provision of missing decided?
information?
Are the plans on schedule?
6.11 Is there evidence that the asset makes use What are the documents being used for?
of the Process Safety Knowledge Are the documents most frequently used
documentation available to them? up to date?
Where do they note differences between
How are plant modifications communicated as built drawings and actual situation?
between shifts? What action do they take in these
circumstances?
6.12 Is there an adequate change control Discuss with interior based staff what
process implemented at the asset to changes are made locally without approval
ensure that modifications to Process and those that involve TA-2 approval.
Safety Knowledge drawings and
documents are recorded and fully Is the process consistently applied and
communicated? adequately controlled?
6.13 Have inconsistencies in organisational Ask Operations personnel if critical
arrangements between critical documents documents are up to date.
and the current asset been addressed?
E.g. Description of process equipment or
normal mode of operation in POMs
different to actual, etc.
SN Protocol Y / N / NA & evidence Possible approaches
6.14 Is process piping and equipment Review and confirm that line markings
adequately marked, e.g. comply with requirements of SP-1166.
 Are valves tagged?
 Is piping marked to show contents
and direction of flow?
 Do vessels, tanks, compressors,
etc. have nameplates and
identities?
 Are relief valve settings available?

6.15 Are Process Safety Knowledge Level 3 Check Level 3 Verification schedule.
Verification checks carried out in line with Review completed checklists. Review
the asset’s defined schedule? minutes of AIPSALT for improvement
actions.
 AI-PS Level 3 Process Safety Knowledge Verification Checklist

Asset __________________________________________________________________ Date____________

Name (Interviewee)___________________________________ Contractor / Ref. ID.____________________
Drawing or Document Number (Revision / Issue Date)_____

Yes No Remarks
1) Sampling selected Process Safety Knowledge confirm
the following with the intended user or approver:
a) Is the drawing or document the latest revision and
authorised for use?
b) Is the drawing or document made available by the asset
to the intended users? E.g. available in control room,
CCR, LECC, etc.
c) Are the intended users of the drawing or document
aware of it and know how to use it?
d) Is the drawing or document readily available and
adequately stored?
e) Does the drawing or document reflect current equipment
and operations? Confirm by site verification, e.g. walk
through a PEFS; check a section of the Plant Operating
Manual against current operating conditions, etc.
f) If marked up drawings or documents are found; have
the mark-ups been communicated to the document
custodian for review and revision?
g) Have site visits been made to verify the accuracy of
existing project drawings and have they been updated to
reflect asset modifications?

Auditor overall comments

Auditor Name________________ Signature _______________ Indicator ________________ Date______________