SAFETY OBSERVATION PROCEDURE

Page 1 of 21 Date of Issue: 26.04.2021 IMS-PRO-001-VER 01

 Document Document
Issue Date * Compiled By Approved by
Issue Owner
00 02-06-2016 Members of Rules & Chairman, Rules & Chairman, Rules &
Procedures Procedures Sub Procedures
Sub-Committee Committee Sub Committee

Document Revision
Revision Date Standard Document No.
No.
0 02-06-2016 IMS-PRO-001
1 26-04-2021 IMS-PRO-001-VER01

User Notes: Chairman of R&P Committee is the custodian of this document.

Controlled copy of the current version of this document is held at DLF Connect Portal. Any printed /
electronic copy of this document is uncontrolled. It is recommended that users verify that they are
using the latest version of the document at all times.

This document contains proprietary and confidential information of DLF Rentco and is intended solely
for the internal use of authorized Personnel. It should be treated as BUSINESS CONFIDENTIAL and its
external use or disclosure, unless specifically authorized is strictly prohibited.

*Procedure Revised for IMS-PRO-001-VER 01 by Chairman of Rules & Procedure Sub Committee.

S. No Team Members DLF / FM S. No Team Members DLF / FM

1 Vikram Choube DLF 18 Manoj Chaudhary JLL
2 Ashish Gupta DLF 19 Vikas Yadav C&W
3 Munish Kumar DLF 20 S Kalyan Kumar CBRE
4 Jitesh Nichani DLF 21 DP Singh DLF
5 Ramesh Chandra Joshi DLF 22 Govind Pillai CBRE
6 Kapil Shandilya DLF 23 S Thanigavel CBRE
7 Sujit Kumar DLF 24 Tejpal Aggarwal C&W
8 Sunil K Bhaduria DLF 25 Amit Kumar C&W
9 Dhiraj Singh DLF 26 Rajesh Kumar C&W
10 Nilesh Aakash Gokhe DLF 27 Kaushik Lahiri CBRE
11 KVM Nagendra DLF 28 Sumit Chaudhary CBRE
12 Hitesh Sitlani DLF 29 Sudipta Mukherjee CBRE
13 Pritam Kundu DLF 30 Ahmed Gufran JLL
14 Ashok Yadav DLF 31 Devender Khandelwal JLL
15 S Ramesh DLF 32 Paras Bhatnagar Lodhi
16 M Srinivasrao DLF 33 CM Tiwari Lodhi
17 K Sivakumar DLF 34 Piyush Chaudhary DLF

Page 2 of 21 Date of Issue: 26.04.2021 IMS-PRO-001-VER 01

 Table of Contents

S.No. Contents Page No.

1.0 PURPOSE 4
2.0 OBJECTIVES 4
3.0 RESPONSIBILITY 4
4.0 ABBREVIATIONS 5
5.0 DEFINITIONS 5
6.0 BENEFITS 6
GUIDELINES FOR PROGRAM MANAGEMENT
7
7.1 Participation
7.2 The Safety Contact 7

7.0 7.2 (a) The Six Step Process 8

7.2 (b) Safety Observation Categories 8

7.3 Schedule 9

8.0 CONTROL OF RECORDS 10

9.0 PROCESS FLOW DIAGRAM 11
10.0 KEY PERFORMANCE INDICATOR 12
11.0 ROLE OF SAFETY OBSERVATION SUB-COMMITTEE 12
12.0 TRAINING 13
APPENDICIES 13

APPENDIX A 14
APPENDIX B 15
13.0 APPENDIX C 16
APPENDIXD1 17
APPENDIX D2 18
19
APPENDIX E
21
APPENDIX F
22
APPENDIX G

Page 3 of 21 Date of Issue: 26.04.2021 IMS-PRO-001-VER 01

1.0 PURPOSE

Purpose of Safety observation is a structured and planned pro-active two-way safety

conversation with people at their work place to achieve positive change in people’s
behaviour towards safety in order to:
• Recognize and reinforce positive safety behavior
• Identify and correct behavior at risk
• Engages in conversation regarding safety concerns or issues

2.0 OBJECTIVES:

To lay down guidelines & procedures for the functioning and conducting Safety
observations by Safety Observers in order to inculcate world class safety culture
through positive change in people’s behaviour towards voluntary adherence to safe
practices.
In the picture of the Iceberg below, the invisible portion of the iceberg (Unsafe Acts
and man-made Unsafe Conditions) is the main focus of the Safety Observation process.
In other words, safety observation process helps to prevent Incidents and Injuries by
minimizing the Unsafe Acts and Conditions.

Fatality
Major Injury
Minor Injury
Near Miss

Unsafe Acts and Behaviour

Unsafe Conditions (man-made)

3.0 RESPONSIBILITY

Process Owner : SO Sub – Committee

Process Operator : SO Champion & Safety Observers
Involvement of : Operational Head /CGCRM / GCRM / CRM / BM / Engineers / FSO /
HK Officer/ Security Officer

Page 4 of 21 Date of Issue: 26.04.2021 IMS-PRO-001-VER 01

4.0 ABBREVIATIONS

SO - Safety Observation
PPE - Personal Protective equipment
CGCRM - Chief Group Customer Relation Manager
GCRM - Group Customer Relation Manager
CRM - Customer Relation Manager
BM - Building Manager
FM - Facility Manager
FSO - Fire Safety Officer
HK - House Keeping
Engg - Engineer
Sec off - Security Officer

5.0 Definitions:

Safety Observation Sub Committee: A management team at Site level whose goal is
to sustain an effective safety observation at DLF Rentco and create a culture in which
workplace safety is a value.

Safety Observation: Safety observation is a structured and planned pro-active two

ways safety conversation process with people at their work place to achieve positive
change in people’s behavior towards safety in order to:
• Recognize and reinforce positive safety behavior
• Identify and correct behavior at risk
• Engage in conversation regarding safety concerns or issues

Observation Categories: A framework of classification of sources of injuries to assist

effective observations and trend analysis to identify patterns and determine action
priorities.

Unsafe act: It is a conduct or behavior (whether witnessed or not) that unnecessarily

increases the likelihood of injury, violates established safety rules, or is contrary to
expected conduct. Employees’ unsafe acts show poor safety attitudes and indicate a
lack of management commitment. An unsafe act:-
• Offers injury potential to the employee involved and may expose other people to
injury.
• Could be a violation of either an established safety rule or procedure, or of an
unwritten rule of common sense or good judgment.

Page 5 of 21 Date of Issue: 26.04.2021 IMS-PRO-001-VER 01

 • May not have been previously recognized as injury potential conduct, and may not
violate applicable existing rule or procedure but has potential for injury.
• Need not be limited to a specific job.
• Can be an action or inaction that may lead to an accident or injury or property loss if
not corrected.

Unsafe Condition: It is a condition, which may or may not have been directly caused
by the unsafe action or inaction of one or more employees in an area that may lead to an
incident or injury if uncorrected. It may also be caused by faulty design, incorrect
fabrication or construction, or inadequate maintenance and subsequent deterioration.
The key point that differentiates unsafe conditions from unsafe acts is that unsafe
conditions are normally beyond the direct control of employees in the area where the
condition is observed.

Team: It refers to a person carrying out safety observations accompanied by his direct
reporting subordinate and / or Area In-charge where observations are being carried out.
Observation data will be logged by person carrying out observation and not by the
accompanying person.

Safety Observation Round: The safety observation round is the plant/ site visit by line
manager/ supervisor to carry out safety observations. Ideally one Safety observation
round should be of 1 Hr (60 Minutes) duration. Each safety observation round consists
of multiple safety contacts (ideally 6-8).

Safety Contact (One Activity): Safety contact is the interactive process in which the
observer observes employee(s) working at a particular location identifies his (their) at-
risk behavior and carries out interaction using the six-step process of safety observation.
Ideally one contact should be completed within 05-10 min*. to maintain effectiveness
of the process.
* Ideally the safety observers should try to attain the safety observation max in 10
minutes, ideally 5 mins.

6.0 Benefits
• Demonstrate leadership commitment to safety
• Reinforce positive safety behaviour
• Raise safety awareness
• Motivate people to be committed to and responsible for safety
• Correct unsafe behaviours in a positive, proactive way
• Prevent injuries and property loss
• Establish standards/procedures
• Test understanding of standards/procedures
• Test compliance with standards/procedures
• Identify trends and weaknesses in the safety system
Page 6 of 21 Date of Issue: 26.04.2021 IMS-PRO-001-VER 01
 Note: - Safety Observations and Feedback ARE NOT:-

• A disciplinary process
• To penalise/write up people
• “I caught you” process
• A negative process
• An inspection program

7.0 Guidelines for Program Management

7.1 Participation

Scheduled Safety Observations will be performed and documented by all levels

of management.
Safety Observations are more effective if carried out along with direct reporting
subordinate or area in-charge where Safety Observation is being done.
Observation group (team) should be generally limited to 2-3 people, but does not
preclude conducting safety observations alone.

7.2 The Safety Observation

The Safety Observation will consist of scheduled time in the field when the
Safety Observation team is solely focused on observing people working at their
workplace. Discussion on issues other than safety should be avoided during
safety observation round. This could be in the plant facilities including material
loading/unloading activities, Offices (on site). As mentioned, the primary
focus is observing behaviour in the workplace but conditions (created by
someone’s unsafe act) shall not be ignored.

Each Safety Observation round is expected to be of a period of approximately 1

hour. During this process, the six-step Safety Observation process should be
used to reinforce positive acts and behaviours, discuss unsafe acts (with focus on
the consequences) and behaviours, and discuss other safety-related issues. Each
Safety Observation round will typically have multiple contacts (six-step process)
and each contact should ideally be for around 10-20 minutes to keep the process
effective.

The Safety Observation process differs from others because it explicitly

recognizes the positive/safe behaviour as well as the unsafe behaviour/concerns.
The entire discussion is meant to be a constructive way to talk to employees
about the safety of their work: acknowledging safe work, correcting unsafe work
habits and resolving issues, if any.

Page 7 of 21 Date of Issue: 26.04.2021 IMS-PRO-001-VER 01

7.2(a) The Six Step Process

1. Observe, decide how to approach the employee, stop the unsafe act (safely).
2. Comment on safe acts/behaviour.
3. Discuss any unsafe/at risk behaviour observed.
• Discuss consequences (possible injury) of the unsafe act/behaviour.
• Encourage the employee to discuss safer ways to do the job.
4. Get agreement to work safely.
5. Invite the employee to discuss other safety issues in the work place.
6. Thank the employee.

The six steps may seem unnecessary because people are conditioned to address the problems
they see immediately. This is true but the results in following the six steps are worth the
effort. While discussing safe and unsafe behaviour, it is important to avoid any confrontation
and keep the discussions positive. This is a primary aim and benefit of using the 6 steps.
People want to be treated fairly, and that includes recognition of safe practices. It is much
easier to accept correction from someone who is seen as fair and even handed, and who sees
and acknowledges the good practices as well.

It is important to get the ‘agreement’ (Step 4) to work safely but watch for the unstated “I
agree because you are the boss” response. People should work safely because they want to
work that way, and not because of the rules or the boss. So there is a need to convince
employees about the safe and the correct techniques. Success in this will avoid the need to
enforce rules or assert authority. Therefore, aim for persuasion and real, high quality
“agreements” with employees.

Safety Observation discussions do not always generate “other issues” to consider (Step 5).
The process has not failed because it has not generated any good leads from employees. The
important thing is to ask – the response may come the next day. As employees learn they will
likely be asked about other safety issues, they will be better prepared during future Safety
Observations.

Note: Refer to Appendix A for “Tips for Conducting Effective Safety Observations”.

7.2(b) Safety Observation Categories

The following observation categories have been developed to assist in the identification of
unsafe acts and behaviours. Conduct Safety Observations using these categories to stimulate
thought about the different types of safe/unsafe behaviours present in the area. If you are not
familiar with job safety requirements, engage the employee in a discussion on job safety
requirements and the safe approach to performing a job function.

Note: See Appendix B for category details.

Page 8 of 21 Date of Issue: 26.04.2021 IMS-PRO-001-VER 01

Reactions of people – Are people modifying their behaviour (unsafe to safe) when they see a
Leader/Manager in the area? Employees may sometimes react to being observed and change
their body position, adjust their PPE, switch to the correct tool, grab the handrails, wind up a
loose hose, put seatbelt on etc. This generally indicates the employee is aware of the
correct/safe work practice which, for some reason, they were not using prior to being
observed.

Positions of people – Are people positioning their body in a way that reduces the potential for
injury? This includes Ergonomics in office and operating/maintenance environments

Personal protective equipment (PPE) – Are people utilizing the appropriate PPE (as per the
activity), using it correctly, and is it in good condition?

Tools and equipment – Are the proper tools being used? Are they being used correctly? Are
they in good condition?

Procedures – Are adequate procedures in place? Are they understood and being followed?

Orderliness Standards (Housekeeping) – Is the work area orderly?

Each of these categories has sub categories and it is expected to refer to these details while
carrying out the safety observation. Please refer Appendix-B.

7.3 Schedule & Frequency

A critical factor in the success of the Safety Observation program is conducting

Observations consistently and at a reasonable frequency. Safety Observations rounds
should be conducted in all shifts and all areas to ensure all employees benefit from the
program.

Planning is important to make sure the effort is focused and to ensure the various
areas/locations are receiving appropriate level of attention.

A schedule for safety observation by Group SO Champion (Group Safety Observation

Champion is a member of the SO Sub Committee designated for each group / project to
cover all buildings / sites) will be prepared in advance. The individual and the line
management where the safety observation is scheduled for a particular day should plan
the visit in such a way that any major/critical activity being performed in that area is
properly covered in the observation process.

Page 9 of 21 Date of Issue: 26.04.2021 IMS-PRO-001-VER 01

The following minimum frequency for Safety Observation rounds shall be followed by all.

Position Area Frequency Remarks

Operation Head / Mall
Full Business 1 Per month With GCRM/CRM/FM
Head / CGCRM
Day/ Evening Shift - With BM
Respective
GCRM / FM 2 Per Month / Engg. of respective buildings
Locations
under him.
Respective 1 every week in Day / Evening
BM/ CRM 2 Per Month
Locations shift with Eng/FSO
Engr. / FSO/ HK Off/ Sec Respective
4 Per Month In his shift
Off Locations

Refer appendix “C” for “Guidelines for Conducting Safety Observations”.

8.0 CONTROL OF RECORDS

(Refer Appendix”D” for Safety Observation Form)

All scheduled Safety Observations must be documented. Recordkeeping is required for

three reasons.
1. Ensure that scheduled Safety Observations are occurring on the specified
frequency.
2. Allows trending to provide indicators, which allow management of safety.
3. Capturing action items to allow resolution in a timely manner.

When and what to document: Should be done at the time of observation while team is
still together but not in the presence of the person(s) being observed. Other points to
consider are as follows:

• Indicate the Safety Observation team members, the location, the time of day, and the
duration of the Safety Observation.
• Do not use names of those contacted.
• Indicate what is safe and going well.
• Note what is unsafe and any corrective action taken during the Safety Observation.

Page 10 of 21 Date of Issue: 26.04.2021 IMS-PRO-001-VER 01

 • All observations should be marked as closed or open. Also include the Responsible
Department name against each observation.

Follow-Up is the Line Organization responsibility:

• Ensure corrective action has been completed.

• Analyse findings to identify trends and safety strengths and weaknesses.
• Develop action plans to address negative trends and weaknesses.
• Note any items requiring follow-up on next Safety Observation.

9.0 PROCESS FLOW DIAGRAM

SC assigns SO champions to
Group SO champion is assigned Data is being sent by SO
collect the data and analyze
to each group / project by SO champion to SOSC chairman on
overall unsafe situation/hr and
Sub Committee a monthly basis.
circulate report monthly.

Each group SO champion BM collects the information

finalizes SO schedule for one and fills it in prescribed format CGCRM/GCRM/CRM FM is
month and communicates the for data collation. Any action responsible to close out open
same to all, including assigned which needs escalation must be actions within assigned time.
external observers highlighted in the report

SO forms are filled out in

Actions that can not be closed
electronic within one week of
in assigned time to be captured
SO round is conducted by SO schedule and sent to group
by SO Champion for discussion
Safety Observer as per schedule SO champion. Person not
in Safety Observation Sub
having computer access must
Committee meeting.
send hard copy of SO reports.

Page 11 of 21 Date of Issue: 26.04.2021 IMS-PRO-001-VER 01

10.0 Key Performance Indicators (KPI’s)

1. Actual Vs Schedule Observation Rounds per month.

2. To calculate Unsafe Act /Unsafe Condition per observation hour (Group Level) and bring
in reducing trend and shift toward Safe Acts and Safe Conditions.
3. % of corrective actions completed (Building/Site Level)

For detailed analysis of safety observation following matrices will be monitored

1. Observations category-wise (number and percentage) and Graphical Representation of

the same.

Please refer to Appendix ’E’ for format of KPI

Each group/building shall provide the KPI data for last month by 1st week of current
month to SO Sub Committee Chairman.

11.0 Role of the Safety Observation Sub-committee

The SO Sub-Committee, will audit and monitor the overall Safety Observation program
to assure the quality of the program. This sub-committee does not normally perform
Safety Observations as a body, but checks that the frequencies are being followed, all
areas are covered, reporting is being done as required, follow up is being done and
action items are being addressed and closed within a reasonable period of time as given
below:

Injury Action Required Timeline Remarks

Potential to rectify the Unsafe
Condition
Fatal Immediate Suspend the activity till the
Potential safer actions are implemented
and put adequate / suitable
control measures in place.
Serious Immediate within 24 hours Suspend the activity till the
Potential safer actions are implemented
(LWC, RWC, and put adequate / suitable
MTC) control measures in place.
Minor Immediate within 48 hours Suspend the activity till the
Potential safer actions are implemented
(FAC) and put adequate / suitable
control measures in place.

Page 12 of 21 Date of Issue: 26.04.2021 IMS-PRO-001-VER 01

12.0 Training

Operation Head / CGCRM / GCRM / CRM / FM are responsible and accountable to

ensure all their Management Staffs are trained to conduct effective Safety Observations.
Line Managers will ensure that resources are provided for Safety Observation training
as per the guidelines from the SO Sub Committee. Training records must be maintained
at each site. Frequency of training is as follows.
1. Initial Training - On Joining the SO Team.
2. Refresher Training – Once every year.
3. Any Change in Standard/Procedures.
4. During SO review made by SO committee for the site, as on need basis.

13.0 Appendices:

APPENDIX A - Tips for Conducting Effective Safety observations

APPENDIX B - Safety Observation Category Details
APPENDIX C - Guidelines for Conducting Safety Observations
APPENDIX D - Safety Observations Report Format
APPENDIX E - Format for KPI’s
APPENDIX F - Safety Observations Monthly Dashboard
APPENDIX G - Safety Observations Classification

Page 13 of 21 Date of Issue: 26.04.2021 IMS-PRO-001-VER 01

 APPENDIX A

Tips for Conducting Effective Safety Observations

1. Do not take notes during the observation contact.

2. Emphasis should be placed on people activity, not “things.”
3. Safety Observations should not generate merely a list of things to do.
4. Employees should be observed working prior to initiating discussion.
5. Employees should be “put-at-ease” early in the process. This takes time and should not
be rushed.
6. Employees should be thanked or congratulated for their actions that reflect good safety
practices, rule, compliance, etc.
7. The Observation team should ask questions, not deliver lectures. The objective is to
get employees to personally recognize the need to upgrade their safety performance.
Discussions should be skillfully guided, but not be manipulative.
8. Discussion should be open, honest, and direct, but not argumentative or confrontational.
The discussion needs to be a mutual learning experience.
9. Employees should be encouraged to comment on any safety concerns they may have.
These should be written down (after discussion with the employee and in a location
where employee cannot observe this note taking) as evidence that follow-up will be
made. The results of this follow-up need to be subsequently communicated to the
employee. Employee’s supervisor should also be kept appropriately informed.
10. Employees should be thanked for their constructive participation in the process.
11. Observation results should not, unless the employee’s conduct is particularly
inappropriate, become the basis for disciplinary action. Disciplinary action should be
taken by direct supervision based on evidence they have personally developed coupled
with individual employee’s performance history.
12. The unsafe acts seen should be recorded at the Safety Observation wrap-up. They can
be summarized with other Safety Observation reports for the period to assist in trend
analysis, etc. These summary reports can be used throughout the organization as
information to assist in safety discussions. In addition, the findings should be
distributed within the specific line organization where the observation occurred.
13. These Safety Observations become a powerful activity in support of the total safety
effort. They require management presence in the workplace actively interacting with
employees on a subject that is employee oriented (their safety). These Observations are
an effective means for improving morale in the workplace.

Page 14 of 21 Date of Issue: 26.04.2021 IMS-PRO-001-VER 01

 APPENDIX - B

SAFETY OBSERVATION CATEGORY DETAILS

REACTION POSITIONS PERSONAL

TOOLS AND ORDERLINESS
PROTECTIVE PROCEDURES
OF PEOPLE OF PEOPLE EQUIPMENT STANDARDS
EQUIPMENT
(Housekeeping)
-Uneasiness - Striking Clothing -Right for Job Is Standard Is Workplace
Against Procedure
-Stopping or -Right for Job -Used Correctly -Adequate for -Orderly?
Changing -Struck by Job?
Work -Eyes & Face -In Safe Are Orderliness
-Caught Condition -Available (Housekeeping)
Between ? /Established? Standards
-Ears

-Falling - In -Being Known,

-Head Unsafe Maintained? Understood,
Condition?
-Temp. -& Followed?
-Hands & Arms
Extremes
-Feet & Legs
Are Materials &
- Respiratory
-Elec. Current Tools Put Away
System
-Inhaling -Properly?
-Trunk
-Absorbing
-Swallowing
-Posture

Type &
Number of '-
Motions

-Load
Handled

-Work Area
Design

-Tools &
Grips

-Vibration

-Lighting

-Noise
- Radiations

Page 15 of 21 Date of Issue: 26.04.2021 IMS-PRO-001-VER 01

 APPENDIX C

GUIDELINES FOR CONDUCTING SAFETY OBSERVATIONS

OBJECTIVE:

Conduct safety observations with operators/working employees during their normal daily
work, while at work, without interfering with operating safety. It is essential that observer is
familiar with the operation, safety rules and safe operating procedures.

PLAN:

- Safety observation will normally be conducted by leadership familiar with operations.

- Each team schedule to do observations should do so within the framework of the structured
observation system, using the observations team approach.
- Effort should be made to cover all locations on a sequential basis. However, short-term
specific focus changes could be on high incident/ risk activities.

PROCEDURE

The Safety Observation starts by entering the operating area and observing safe operating
practices as well as any operating deficiencies by the operators.

The Safety Observer observes the operators for several minutes. At a convenient stop point,
reinforce the good operating practices with the operators and point out consequences like
nature of injuries, ill-health and property damage, if observed. Thank everyone for their time
when done. However, if serious or multiple deficiencies are found, the leader/team should use
their judgment to assure the continued safe operation of the equipment. Such actions may
include giving extensive feedback at the end of the operator’s shift, or, under extreme
conditions, stopping the operation including taking the equipment out of service, if necessary.
Situations such as this should be handled in consultation with the facility in-charge (e.g. BM).

• The leader/team follows the same procedure in other locations for the allotted 1 hour
Observation time period.
• The leader/team completes the Safety Observation report and submits to the specified
person/location.
• The observation location should be noted for each “observation” on the Safety
Observation report.

Use the “follow-up items / remarks” section for any other safety items observed during the
session. The leader/team filling out the report should ensure that the follow-up is done.

Page 16 of 21 Date of Issue: 26.04.2021 IMS-PRO-001-VER 01

 APPENDIX D-1
SAFETY OBSERVATION TEMPLATE
Observation Categories Injury Potential Type
Unsafe
RP Reaction of People SI Serious Injury UC
Condition
Minor
PPE Personal Protective Equipment MI SC Safe Condition
Injury
P Procedure FT Fatality UA Unsafe Act
PP Position of People NI No Injury SA Safe Act
TE Tools & Equipment
HK Housekeeping

Behavioral Sub Action

Name of Department/Location of Task Safety Observation Category UC / Injury Duration Observation Taken
Designation Date Observation Remarks
Observer observation Description Standards Category UA Potential (in minutes) Status
Description

Page 17 of 21 Date of Issue: 26.04.2021 IMS-PRO-001- VER 01

 APPENDIX D-2

Guidelines to fill the Safety Observation Report:-

Unit Name: - Fill name of the building/ site where safety observation is being carried out.

Area/Section: - Write down the name of area where safety observation is being carried out.

Team: - Write down the name of member(s) doing safety observation. Ideally two persons
should be involved in safety observation process. Ensure involvement of one person from the
concerned area.

Date: Mention the date of safety observation.

Time: Mention the time in format: From hrs…; to hrs ……

Working Day/ Off Day: Mention either safety observation has been carried out in working
day or off day (off day shall include Sunday, holiday and other than office hours).

Work/Activity Detail: - Write down the work details including numbers of persons where
safety contact has been made.

Observation: - Mention point wise details of safety observations for each contact.

Responsibility:- For each observation mention the responsibility of respective Facility In

charge (e.g. BM)

Observation Category (RP/PP/PPE/TE/PRO/OS):- Write down category of each

observation. Refer appendix D to select appropriate category.

UC (Nos.):- Write down the number for each unsafe condition by multiplying with the number
of persons who are exposed to /involved in unsafe condition e.g., three persons are working in
an area where floor is slippery due to oil leakage we need to write down it as 1 x 3=3 unsafe
conditions. (i.e. UA x nos. of persons exposed to / involved in UC)

UA (Nos.):- Write down the number for each unsafe act by multiplying with the number of
persons who are involved in unsafe act e.g. two persons doing floor cleaning work without
wearing nose mask. The nos. of UA would be 1 x 2 = 2 nos. (i.e. UA x nos. of persons
involved in UA). To determine the UC/UA nos. for Observation Category RP/PP/PPE,
following formula can be used: - UC /UA nos. = 1 no. UC/UA observed x nos. of person
exposed / involved in UC/UA

Page 18 of 22 Date of Issue: 26.04.2021 IMS-PRO-001-VER 01

For Observation Category TE/PRO/OS: - UC /UA nos. = 1 no. UC/UA observed x total
nos. of person being observed

Remarks (Close /Open Status):- Mention the status of each observation as Open / Close. The
Close status shall be mentioned for the observation for which immediate corrective action has
been taken at site during observation contact. Open status will be mentioned for the points
which could not be closed during observation contact.

Total: - Mention the total nos. of UC and UA found in each observation contact in respective
column.

General Comments: - Write down any general comment/remark observed during safety
observation contact.

APPENDIX E
Format for KPI’s
KPI -1: Actual Vs Schedule Safety Observations Round per Month

Safety
Observation Safety Observation Per Month
Building/ Freq.
Who Nos.
Site Name
Scheduled Actual % of
Nos./Month
(Nos.) (Nos.) adherence
Operation Head / Mall Head /
1
CGCRM
GCRM / CRM 2
FM/BM 2
Engr. / FSO/ HK Off/ Sec Off 4

KPI -2: UA/UC per observation hour

Observation per hour

Building/Site Name Who UA UC
Operation Head / Mall Head / CGCRM
GCRM / CRM
FM/BM
Engr. / FSO/ HK Off/ Sec Off
Total

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 KPI-3: %age of Corrective Action Completed

Safety Observation Closed Safety

Points % age Closed Safety
Observation Points
Observation Points
(Nos.) (Nos.)
Building/Site Name
Till Till Till
For the For the For the
Previous To date Previous To date Previous To date
Month Month Month
Month Month Month

Matrix: Graphical Representation of Observations Categories

Observation Total UA in Category Total UC in Category Total

Category Nos. % of total Nos. % of total Nos. % of total
Reaction of People
Position of People
PPE’s
Tool & Equip
Procedure
Housekeeping /
Orderliness
Standards

Page 20 of 22 Date of Issue: 26.04.2021 IMS-PRO-001-VER 01

 APPENDIX –F

Safety Observations Dashboard

Total Number of SO Rounds Done

Total Number of SO Rounds Scheduled

% Compliance to Schedule

US/Hr

% of corrective actions completed (Status – Open/Close)

Number of observations with the potential for Fatal Injury

Number of observations with the potential for Serious Injury

Number of observations with the potential for Minor Injury

Page 21 of 22 Date of Issue: 26.04.2021 IMS-PRO-001-VER 01

 APPENDIX – G

SAFETY OBSERVATIONS ROUNDS CLASSIFICATION

Safety
Contact

Safety Safety Personal Protective

Observation Equipment
Contact
Round
Reaction of People

Position of People
Safety
Contact Procedure

Tools & Equipments

Orderliness Standard /
Housekeeping

Safety Round Each Safety Round to be of 60 mins

Safety Contacts At-least 3 Safety Contacts (3 Activities) per Safety Round

SO Categories At-least 3 Categories per Safety Contact

Page 22 of 22 Date of Issue: 26.04.2021 IMS-PRO-001-VER 01