Crux of HSE&S Procedure No. 7.16-01 (Motor Vehicle Safety)

This procedure provides guidelines for ensuring the safety of Lotte Chemical Pakistan Limited (LCPL) staff and contractors who travel on company business by road or air. It outlines requirements for managing risks associated with motor vehicle use, including company-owned, leased, hired, or employee-owned vehicles. Below is the summarized crux:

Purpose

• To provide guidance for LCPL staff and managers who authorize or undertake travel on company business, ensuring safe motor vehicle operations.

Scope

• Applies to all LCPL staff traveling on company business, including the use of company-owned, leased, hired, or employee-owned vehicles, taxis, chauffeured cars, and hired buses.
• Excludes specialized maintenance and service vehicles (e.g., cranes, forklift trucks).

Definitions

• Vehicle Accident: Any damage to a vehicle, regardless of injury to occupants.
• Driver: Any LCPL or contractor employee driving on company business.
• Defensive Driving: Skills to prevent accidents despite others’ actions.
• Vehicle: Any vehicle used for company business (owned, leased, hired, or authorized).
• Business: Activities conducted for LCPL.

Requirements

4.1 Principles

• The Chief Executive must ensure:
  • Safety requirements for vehicle use, including electronic devices, are specified.
  • A formal driver certification process is in place, including annual recertification and performance reviews.
  • Driver safety training is provided for new hires, relocations, and at specified intervals.
  • Safe vehicles and safety equipment meeting minimum standards are provided.
  • Hazardous material transport complies with local laws.
  • Relatives or others driving company vehicles have valid licenses and comply with insurance terms.
  • Motor vehicle incidents are reported and investigated.
  • Long-term leased or hired vehicles comply with environmental standards (NEQS).

4.2 Location Managers

• Ensure local systems/SOPs are in place to implement the above requirements.

4.3 General Affairs & Security Manager, Administration Manager, and Line Managers

• Ensure staff are aware of local driving laws and customs.
• Provide safe driving training appropriate to risks.
• Hold staff accountable for following local procedures.
• Report and investigate motor vehicle incidents.

4.4 Driver Responsibilities

• Consider hazards like adverse weather, road conditions, and risky behavior of others.
• Drive safely, comply with traffic laws, and use seat belts or helmets.
• Hold a valid license, have appropriate insurance, and report penalties.
• Avoid driving if impaired by fatigue, illness, alcohol, drugs, or medicines.
• Ensure vehicles are roadworthy and know emergency procedures.
• Report injuries and incidents to their line manager.

4.5 Risk Assessment and Controls

• Group drivers based on similar risks (e.g., sales personnel, delivery staff, office staff).
• Conduct risk assessments for each group and implement controls (e.g., training, certification, insurance).
• For high-risk groups, include ride-alongs and checks of driving records.
• Prohibit handheld cellular phone use while driving.
• Assess risks for hazardous material transport and comply with local laws.
• Approve chauffeur and bus hire companies based on safety standards.
• Ensure vehicle maintenance, emission compliance, and incident reporting.

5. Communication & Training

• Departmental and functional heads must communicate this procedure to all management and supervisory staff.

6. Documentation

• Vehicle Emission Test Reports: Ensure compliance with environmental standards.

7. References

• National Highway Safety Ordinance 2000
• National Highway Act 2001
• Provincial Motor Vehicle Ordinance 2015 (Amendments)

8. Amendments

• This is the fourth revision of the procedure, issued in November 2023.

Key Focus Areas

• Driver Safety: Certification, training, and accountability.
• Vehicle Safety: Compliance with safety and environmental standards.
• Risk Management: Group-specific risk assessments and controls.
• Incident Reporting: Mandatory reporting and investigation of motor vehicle incidents.
• Legal Compliance: Adherence to local traffic and hazardous material transport laws.

This procedure ensures the safe operation of motor vehicles used for company business, minimizing risks to LCPL personnel and complying with legal requirements.