Procedure No: 1.02-02
CRUX OF THE PROCEDURE:
The HSE&S Procedure No. 1.02-02 for the handover of line and technical management jobs establishes a structured framework to ensure that incoming personnel receive comprehensive information relevant to their roles. Key points include:
- Purpose & Scope: The procedure aims to facilitate effective handovers for personnel newly appointed, promoted, or transferred to management positions across various locations, including the plant site and city office.
- Handover List: A written handover list must be prepared for each management job, covering technical, health, safety, environmental, organizational, and administrative aspects.
- Responsibilities: The process involves collaboration between outgoing and incoming job holders as well as line managers. They must review and update the handover list before the transition.
- Timeline: A suitable handover timeline should be agreed upon, ideally allowing for overlap between outgoing and incoming job holders to maintain continuity.
- Documentation: The outgoing job holder must document the completion of the handover process, keeping records in a database and maintaining a file with relevant documents for audits.
Overall, the procedure is designed to enhance management efficiency and ensure a seamless transition in roles, with clearly defined responsibilities and documentation requirements.
SUMMARY
The source outlines HSE&S Procedure 1.02-02, created by Lotte Chemical Pakistan Limited, detailing the process for the handover of line and technical management jobs. The purpose is to ensure that personnel who are newly appointed, promoted, or transferred to a management role receive a comprehensive briefing on relevant technical, health, safety, environmental, organizational, and administrative matters. This procedure applies to management job changes across the Plant Site, City Office, and Raw Water Pumping Station, requiring a written, up-to-date handover list for every management position. The document specifies that the handover must be completed within a three-month timescale and requires affirmations from all relevant parties to be signed in a new Job Handover database. It mandates that auditable documentation, including hard copies and digital records, must be maintained for all handovers, with the Chief Executive ensuring all managers are aware of their responsibilities.
Questions & Answers
Q1. What is the main purpose of the HSE&S Procedure No. 1.02-02?
The main purpose of this procedure is to ensure that newly appointed, promoted, or transferred personnel in management jobs receive a suitable handover of technical, health, safety, and environmental matters, along with organizational and administrative aspects relevant to their specific role and department.
Q2. Where does this handover procedure apply?
This procedure applies to the Plant Site, City Office, and Raw Water Pumping Station when there is a change in job holders for management positions.
Q3. What must be included in the handover list?
The handover list must be a written document that includes relevant issues and information pertinent to the management job. Each department is required to develop a comprehensive list based on specific job responsibilities.
Q4. Who is responsible for ensuring the handover list is up-to-date?
The Chief Executive is responsible for ensuring that a handover list exists for every management job, and that it covers all necessary items. Additionally, the outgoing job holder’s line manager must review the list with the outgoing job holder prior to the transition.
Q5. What steps should be taken before the handover of a job?
Before the handover, the outgoing job holder should:
- Review the handover list with the line manager.
- Ensure the list is comprehensive and up-to-date.
- Identify the most important issues specific to the plant for the incoming job holder .
Q6. How long should the handover period last?
The handover period should be agreed upon as soon as the appointment is known, with a maximum timeframe of three months allowed for the transition process.
Q7. What must be done to document the completion of the handover?
Documentation should include an affirmation of the handover signed by incoming and outgoing job holders, along with their line managers. Records must be maintained in a Job Handover Database to ensure auditable documentation.
Q8. What is the role of Functional Heads in this procedure?
Functional Heads are responsible for ensuring that a handover system is in place for new appointments and job transfers, as well as maintaining auditable documentation that confirms the completion of the handover process.