Hsem-Sp-0014 Nidaa Journey Management

SAFETY MANAGEMENT SYSTEM PROCEDURE
JOURNEY MANAGEMENT

DOCUMENT CONTROL
Document ID Document Name Comment
HSEM-SP-0014 Journey Management

x Version Description Originator Reviewer Approver

21/12/11 0 Safe Work Procedure IA MJ NH

JOURNEY MANAGEMENT
CONTENTS
1 Purpose ...................................................................................................................................................... 3
2 Responsibilities .......................................................................................................................................... 3
3 Definitions .................................................................................................................................................. 3
4 Procedure Details ....................................................................................................................................... 3
4.1 Prior to Travel .................................................................................................................................... 3
4.2 Commencing travel ............................................................................................................................ 4
4.2.1 Upon check-in at (site) camp ......................................................................................................... 4
4.3 Return journey ................................................................................................................................... 4
4.4 Contact Person .................................................................................................................................. 4
4.5 Communication failure ....................................................................................................................... 4
4.6 Changes to the proposed route listed on the Journey Form ............................................................. 4
4.7 Completion of journey ........................................................................................................................ 5
4.8 Emergency Call Procedure ................................................................................................................ 5
Appendix 1 Journey Management Flow Chart .................................................. Error! Bookmark not defined.

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JOURNEY MANAGEMENT

1 PURPOSE
Travelling in remote areas exposes individuals to additional risks. The purpose of the NIDAA AL EAMAR
Journey Management Procedure is to ensure all individuals reach their appointed destination safely. The
procedure provides a system which enables NIDAA AL EAMAR management to account for the
whereabouts of all individuals, while performing work related activities in remote areas.
2 RESPONSIBILITIES
It is the responsibility of the traveler to ensure that they have read and have an understanding of this
procedure, and to follow the guidelines that are in this procedure pertaining to their travel.
3 DEFINITIONS
Contact person - means person appointed by the relevant department head and named in the Journey
Form. Their role is to monitor the journey.
Individual-means an employee, contractor, subcontractor, and support service provider
Person travelling - means the person travelling, or if more than one person travelling, the person appointed
by the relevant department head who shall be responsible for the journey and other persons travelling in the
vehicle(s)
Remote area - means an area located for example, in the in the Pilbara, outside Pilbara townships which is
away from the infrastructure required in a emergency
Trip-meter - means a device built-in the vehicle dashboard (near the odometer) which tracks distance
travelled (refer to vehicle manual)
4 PROCEDURE DETAILS
CONTRACTORS, SUBCONTRACTORS &SUPPORT SERVICE PERSONNEL
All contractors and subcontractors shall advise NIDAA AL EAMAR, by completing a site access request
outlining any plans to travel to site and the purpose of the visit. Upon approval by a NIDAA AL EAMAR
Project manager, arrangements shall be made to obtain a copy of the NIDAA AL EAMAR Journey
Management Plan and accompanying procedures and forms prior to travel arrangements being made.
4.1 PRIOR TO TRAVEL

A person travelling shall not embark on any journey without adequate knowledge and maps of the route to
be taken. If unsure of an area the person travelling shall contact the site that they are travelling to and
contact the administrator or project manager who shall assume the role of contact person for that phase of
the journey.
The person travelling shall;
Complete the journey form in conjunction with their nominated contact person;
Attach copy of itinerary of flights;
Collect relevant maps, personal protective equipment, and a copy of the Journey Form;
Sealed roads shall be given priority over the use of unsealed roads where possible;
Contact person to register the booking out of all equipment.
Contact person to advise the site office (if applicable) of estimated time of arrival (ETA), number of persons
travelling and meal requirements.

JOURNEY MANAGEMENT
4.2 COMMENCING TRAVEL

The person travelling shall:
Carry out vehicle inspection.

Know how to change a vehicle tyre.
Set vehicle trip-meter to zero.
Comply with all special instructions listed on Journey Form.
Maintain communications as per Journey form.
4.2.1 Upon check-in at (site) camp

Site camp supervisor shall assume the role of contact person.
Person travelling shall comply with all camp rules if applicable.
4.3 RETURN JOURNEY

Advise the site project manager or administrator of departure.

Advise the contact person named on journey form of departure date, time and estimated arrival
time and route of travel.
Carry out vehicle and equipment inspection.
Set vehicle trip-meter to zero.
Maintain communications with contact person.
4.4 CONTACT PERSON

The contact person shall:
Notify the site involved and Perth office of journey details i.e. names,
Numbers, dates of travel, accommodation requirements, airport collection arrangements, catering
requirements etc.
If using email to communicate journey details the contact person shall receive acknowledgment of
their email prior to travel. (Receive-read notification is unacceptable).
Communicate with person travelling as per Journey Management Plan Ensure all equipment has
been returned, register the returns.
4.5 COMMUNICATION FAILURE

If a check call is not made within one hour of the agreed time, the contact person shall:
Attempt to establish contact by making calls on all available communication channels.

If unable to establish contact within five minutes, the contact person shall initiate further response
actions by contacting the appropriate personnel such as the Project manager.
An incident report form is to be filled out and a copy of the journey plan attached.
4.6 CHANGES TO THE PROPOSED ROUTE LISTED ON THE JOURNEY FORM

Any changes to the journey route shall be communicated and agreed to, by the contact person prior to
commencement of the change. Both the person travelling and the contact person must note on their copy
of the Journey Management Plan the following;
Proposed changes
Time of communication
Date of communication
Signature

JOURNEY MANAGEMENT
4.7 COMPLETION OF JOURNEY

Remove all NIDAA AL EAMAR property from hire vehicles

Return property to collection point i.e.: maps, satellite phone, EPIRB and any other equipment that
they may have been issued.
4.8 EMERGENCY CALL PROCEDURE

In the event of an emergency, the radio, satellite telephone call procedure is:
State: EMERGENCY, EMERGENCY, EMERGENCY
When acknowledged:
State your name

Nature of emergency
Location
Assistance required
Number of people involved

JOURNEY MANAGEMENT
Appendix 1 Journey Management Flow Chart


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SAFETY MANAGEMENT SYSTEM PROCEDURE

x Version Description Originator Reviewer Approver

HSEM-SP-0014 HSEM-SP-0014 NIDAA JOURNEY MANAGEMENT .DOCX 2 OF 6

Individual-means an employee, contractor, subcontractor, and support service provider

4.1 PRIOR TO TRAVEL

The person travelling shall;

HSEM-SP-0014 HSEM-SP-0014 NIDAA JOURNEY MANAGEMENT .DOCX 3 OF 6

4.2 COMMENCING TRAVEL

Carry out vehicle inspection.

4.2.1 Upon check-in at (site) camp

4.3 RETURN JOURNEY

Advise the site project manager or administrator of departure.

4.4 CONTACT PERSON

4.5 COMMUNICATION FAILURE

Attempt to establish contact by making calls on all available communication channels.

4.6 CHANGES TO THE PROPOSED ROUTE LISTED ON THE JOURNEY FORM

HSEM-SP-0014 HSEM-SP-0014 NIDAA JOURNEY MANAGEMENT .DOCX 4 OF 6

4.7 COMPLETION OF JOURNEY

Remove all NIDAA AL EAMAR property from hire vehicles

4.8 EMERGENCY CALL PROCEDURE

State: EMERGENCY, EMERGENCY, EMERGENCY

State your name

HSEM-SP-0014 HSEM-SP-0014 NIDAA JOURNEY MANAGEMENT .DOCX 5 OF 6

Appendix 1 Journey Management Flow Chart

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