Introduction The purpose of this document is to assist our Members in assessing their level of preparedness using a simple template. The template deals with the key issues of response readiness and can be used to identify any areas that might benefit from attention. Members are free to use this document as an internal audit protocol to review the level of preparedness within their operations. Alternatively they may also choose to complete this assessment in preparation for discussion with our Oil Spill Response personnel who are conducting the Annual Preparedness Review (APR) visit.
APRIL 2010
Guidelines for completion The Ready Check is divided into four sections dealing with each aspect of response preparedness. The sections include: • • • •
Management organisation and training Planning Notification and mobilisation Response
Responses to the questions are recorded on a numerical matrix indicating whether the issue is considered to be adequately addressed. Certain aspects are considered critical success factors, and failure in these areas would be material to the ability of the company to assist the Member, or more importantly, for the Member to be able to provide an effective response. The responses used should be dependent upon the context of the question.
Process for completion A number of questions will be asked to gauge the levels of preparedness particularly in the context of interface with the company. The aim is to conduct a quick and simple gap analysis of the relationship and identify any action that should be completed to ensure that Oil Spill Response resources could be effectively integrated into the response.
Response
Status
Yes / Satisfactory / This year
1
In need of action / Review / Last year
2
No / Unsatisfactory / Before last year
3
SECTION 1
Management Organisation and Training
It is essential that there is a robust management structure to lead the response to any incident. The members of the team should be aware of their individual roles and responsibilities and trained in oil spill response. The team should be aware of how Oil Spill Response fits with their management organisation. The organisation should be regularly exercised. Mana g e m e n t O r g a n i s at i o n a n d Tr a i n i n g Refere n c e d o c u m e n t - O S C P
1
M1
Is there a Management structure for dealing with an oil spill incident?
M2
Is the Management team aware of your company’s responsibilities in managing an oil spill?
M3
Is there a Response Management System in place?
M4
Have all of the team members been trained in oil spill response?
M5
Have members of the Management team been briefed on how Oil Spill Response operates?
M6
Are all members of the Management team aware of their individual roles and responsibilities?
M7
When was the Management team last exercised?
2
3
SECTION 2
Planning
There should be a contingency plan in place to coordinate the response to an oil spill. The plan brings together the various elements of the response and it should be kept up to date and tested on a regular basis. The plan should interface with other adjacent plans. the plan should have an appropriate and relevant risk assessment and identify where resources to support Tier 1, 2 and 3 responses can be accessed. Plann i n g Refere n c e d o c u m e n t - O S C P
1
P1
Is there a contingency plan in place?
P2
When was it last reviewed / updated?
P3
When was the plan last exercised?
P4
Does the plan incorporate Oil Spill Response roles and responsibilities?
2
3
Continued on next page
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Plann n i n g ( c o n t i n u e d ) Refere n c e d o c u m e n t - O S C P
1
P5
Does the plan interface with National and other adjacent local plans?
P6
Does the plan risk assessment reflect the scope of the operation and anticipate a credible level of Oil Spill Response involvement?
2
3
SECTION 3
Notification and Mobilisation
An effective response is dependent upon an effective notification and mobilisation system to alert the responders to the nature and scope of the emergency. This section deals with the system used for alerting Oil Spill Response to an emergency, and ensures that both parties are aware of the information required and the authorities needed to mobilise support. Critical information is required by the Oil Spill Response Duty Manager to evaluate the best response options for the client, which ultimately will be translated into an agreed plan of action. The Duty Manager can also be used to offer response advice to Members, should they require it. Notifi c at i o n a n d M o b i l i s at i o n Refere n c e d o c u m e n t - O S C P
1
N1
Is there a procedure in place to notify Oil Spill Response of an incident?
N2
When was it last reviewed / updated?
N3
When was the procedure last exercised?
N4
Is there a procedure in place to mobilise Oil Spill Response in the event of an incident?
N5
When was it last reviewed / updated?
N6
When was the system last exercised?
N7
Are you aware of the information needed by the company to mobilise a Tier 3 response?
N8
Are you aware of the advice and information support that can be accessed from the Oil Spill Response Duty Manager?
N9
Are you aware of the on-site advice and information support that can be accessed from the Oil Spill Response Technical Advisor?
N10
Are you aware of the response time likely to be achieved in the event of a call?
2
3
SECTION 4
Response
In order for Oil Spill Response to be able to respond effectively to the Member there is a need for infrastructure items to support the response. This section deals with these elements.
Respo n s e Refere n c e d o c u m e n t - O S C P
1
R1
Is there a safety management plan in place for response operations?
R2
Have response personnel been trained in the safety aspects of oil spill response?
R3
Is there an effective communications system to enable the coordination of response?
R4
Have secure equipment stockpile areas been identified?
R5
Have the logistics and customs arrangements been identified to import and deploy additional equipment delivered by Oil Spill Response?
R6
Has a waste management plan been developed for the response operation?
R7
When was the system last exercised?
R8
Are you familiar with Oil Spill Response’s capability to provide wildlife response and planning?
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2
3
Action Summary Action to be taken
Who
When
Management Organisation and Training M1 M2 M3 M4 M5 M6 M7
Planning P1 P2 P3 P4 P5 P6
Notification and Mobilisation N1 N2 N3 N4 N5 N6 N7 N8 N9 N10
Response R1 R2 R3 R4 R5 R6 R7 R8
TO BE COMPLETED BY BOTH PARTIES London (Registered Office) One Great Cumberland Place London W1H 7AL United Kingdom T +44 (0)20 7724 0102 F +44 (0)20 7724 0103 E london@oilspillresponse.com
Southampton Lower William Street Southampton SO14 5QE United Kingdom T +44 (0)23 8033 1551 F +44 (0)23 8033 1972 E southampton@oilspillresponse.com
Singapore 2 Jalan Samulun Singapore 629120 T +65 6266 1566 F +65 6266 2312 E singapore@oilspillresponse.com
Bahrain Aberdeen PO Box 54211 Marine House Blaikies Quay Manama Aberdeen AB11 5EZ Kingdom of Bahrain United Kingdom T +973 1773 0961 T +44 (0)1224 72 6859 F +973 1773 0058 F +44 (0)1224 72 6860 E bahrain@oilspillresponse.com E aberdeen@oilspillresponse.com
www.oilspillresponse.com Pg 4
Indonesia PT Oil Spill Response Indonesia Indonesia Stock Exchange Bldg., Tower II, 17th Flr. JI. Jend. Sudirman Kav. 52-53 Jakarta 12190 T +62 21 5291 7494 F +62 21 515 7799 E indonesia@oilspillresponse.com