MEM80112 - Graduate Diploma of Engineering
MEM234026A Develop and Coordinate Engineering - Related Contingency Plans
ECA Graduate Institute, Australia
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Contingency planning: The organization for which a contingency plan has to be developed is into manufacturing field and is named Draslovka Chemical Plants present in Kolin (UNECE, 2018). It has a manufacturing plant that produces hydrogen cyanide and other caustic products. However, contingencies can be needed quite frequently since there can be sudden risk in the equipment or lack of availability of essential human resources.
1. Establish contingency plan task
a. Review existing technologies, processes, standards
Answer: Review existing technologies: At the moment, the firm does not make use of expensive or fancy technologies to cope with the risks. Occupational health and safety standards are already in place as people present in the manufacturing plant need to ensure safety while at work and understand the available processes to reach out whenever there is an emergency. There is also accident prevention act.
There are 3 technologies primarily in use inside the firm - biometric attendance system, plant to convert the raw material into finished product and quality assessor. The works are allocated for the day based on the attendance percentage of the resources for that day. This appears weak as there is no backup plan and when there is a need for an expert to assess quality, it is left as such. Therefore, there can be a schedule overlap/delay.
The present standards and processes do not have essential backup plans to address risks or sudden deviations in the events.
b. Clarify contingency plan objectives and scope with client
Answer: There are 3 objectives for the contingency plan.
- Reduce risk of disasters
- Improve preparedness of the organization to a natural catastrophe
- Predict the financial and operational requirements for a specific accident
c. Prepare task schedules and requirements for development
Answer:
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Task detail
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Schedule
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Requirement
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Past accident assessment
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3 weeks
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Reach out to employees who have been working since decades and list out the accidents faced by them
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Study of existing technologies and standards
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2 weeks
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Meet supervisors of different facilities to note down
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Advise plans for each risk situation identified
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4 weeks
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Brainstorm the accidents that can happen and develop plans to deal with them effectively
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d. Establish contingency planning team, if required, and assign
Answer: Contingency planning team: There are 3 roles that constitute contingency planning team for the chosen firm (TRP, 2011).
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Roles
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Responsibilities
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Team leader
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First person to respond to the disaster and decides the suitable recover process
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Administrator
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Brings together the stakeholders for specific incidents, administers the available resources at any specific minute, takes the responsibility to record minutes of meeting
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Coordinator
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Travels with the team leader and the team members/victims and improves the usefulness of effort taken by the team leader in the recover process. Also, coordinator is responsible to facilitate communication across different levels of management.
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2. Conduct impact assessment
a. Prepare comprehensive list of potential incidents
Answer: List of potential incidents: The firm has already faced over 3 major industrial accidents as of 2006 and there is a high probability for similar incidents to occur.
Here is a list of potential incidents (NTU, 2015):
- Exposure of resources to chemicals
- Lack of understanding on how to use a specific equipment
- A part of the manufacturing plant is not working and the process hampers all of a sudden
- Wrong choice of chemicals to produce a substance
- Poor inventory management/ underutilization
b. Rate each potential incident for impact severity level
Answer:
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Potential incident
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Likelihood
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Impact
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Exposure of resources to chemicals
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High
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High
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Lack of understanding on how to use a specific equipment
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Medium
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High
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A part of the manufacturing plant is not working and the process hampers all of a sudden
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Low
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Medium
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Wrong choice of chemicals to produce a substance
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Low
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High
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Poor inventory management/ underutilization
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Medium
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Medium
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c. Identify which incidents will be included in plan
Answer: Incidents to be included in plan: There are 2 incidents to be included in the plan:
- Exposure of resources to chemicals
- Lack of understanding on how to use a specific equipment
The reason to choose these two incidents is because they revolve around a common problem - human resource(NTU, 2015). When the human resources working in the manufacturing plant are not properly trained, there are possibilities for wrong combinations or exposure to chemicals. Since the company is already producing poisonous products, the incident in reality can cause fatal accidents to the resources.
This has to be taken seriously and the degree of safety has to improve further so employees are protected at all times.
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3. Develop contingency plan
a. Formulate an action plan to deal with each significant risk
Answer: Action plan for each risk
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Risk nature
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Action plan
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Exposure to chemicals
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Identify resources that directly use chemicals and ask them questions to test their understanding.
Schedule a training session for questions that were unanswered.
Expose the trained resources to manufacturing facility to assess how they respond to accidents.
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No knowledge about equipment
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Identify resources that are using specific equipment.
Ask supervisor to train them about usage of equipment.
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Chemical attack
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Categorize chemicals present inside the facility based on the severity of impacts. For instance, the most poisonous one can be marked with a suitable danger symbol and people can just learn the symbols and carefully use them.
Stick posters around the manufacturing plant for the resources to know the deadly combinations that should be avoided.
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Unavailability of employees
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Create a register of employees who can be used for 2 departments and can be adjusted as backup.
Train them together.
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b. Ensure occupational health and safety (OHS) requirements, and other regulatory requirements and enterprise procedures
Answer: Occupational health and safety (OHS) requirements: There are 3 OHS legislative procedures that need to be implemented by this firm.
- Approved codes of practice
- Occupational health, safety and welfare act
- Toxic substance
At this instance, it is important to cover the occupational illness and involve workplace safety and insurance board to address the affected employee inside the workplace.
c. Determine resources required to support plans
Answer: Resources needed to support plans: There are a number of resources to support the action plans mentioned above.
- External resource who can educate the employees about chemicals and add information about deadly chemicals
- Supervisor who can quote the human resource need for a facility of the manufacturing plant to run efficiently each day
- Educational materials in multimedia format for the employees to quickly understand how equipment works (WHO, 1999)
- Employee attendance system (technology) to keep note of the employees present in a day and arrange backup accordingly
d. Assign responsibility for each planned action
Answer:
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Planned action
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Responsibility
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Training resources
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Establish strategy to involve human resources in this plan.
Coordinate both the ends.
Assess the compliance levels.
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Categorizing chemicals
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Take the help of supervisor.
Categorize the chemicals based on the severity/poisonous nature.
Allocate a person who can ensure that they are not misplaced at the end of the day.
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Employee attendance system
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Make note of the attendance rate for a particular day
Train employees to use it without fail
Train supervisor to use round robin structure to allocate employees for the facility
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e. Determine costs associated in planned responses
Answer: Costs associated in planned responses: Training resources can cost about $70 per resource. Categorizing chemicals can cost less than $500 on the whole.
Employee attendance system can cost about $3000 right from implementation till training of the employees to get acquainted to the system.
f. Determine trigger points for planned responses
Answer: - Human error during categorization of chemicals: - Too many absentees on a specific day that even the backup resources are unavailable (Bitsch et al, 2003)
- Training has not reached the desired audience and the employee continues to mix the chemicals.
- Supervisor absent on a specific day that people have not got instructions
- Cost exceeds the proposed number
g. Review plan proposals and costs with client and stakeholders to required
Answer: Plan proposal and cost reviews: The plans mentioned so far are certainly helpful to mitigate the probability of accidents. Since the company has already faced a couple of them due to poor knowledge of employees and due to insufficient training and technology systems, the plans along with their costs definitely seem to be worthy. The only concern now is to work on sudden cost overheads during the implementation of the plan.
The cost will have to be adjusted accordingly so we are prepared for overheads.
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4. Implement and maintain the plan
a. Finalise planning, including ensuring preparation of all required instructions.
Answer: Finalize planning with drawing and specifications: The plan to implement the actions above is as follows:
- Begin with the training of first 50 resources who have been performing well and can take the responsibility to inform their peers about it
- Assess the accuracy
- Implement the attendance system to one of the facilities with the lowest number of people to determine change resistance. Extend it in due course of time to other facilities.
Communicate plan with all personnel
The first step is to arrange a brainstorming session by including all the 3 roles to sit together and list down the resources to be included for training.
The second step is to let the coordinator to arrange the first batch of the resources and let supervisor intervene and reflect on the changes. This can help understand if he/she is interested and the need for external trainers.
The next step is to reach out to the top management to conduct the training for the entire facility on single day.
Standard procedures to ensure plan is maintained
- Enter in the log sheet if the plan is followed for the day
- Have employee feedback session weekly where the employees reflect their concerns
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