Reporting by Entities Under AD
EHSMS
Date: 12th July 2011
AD EHSMS Glossary of Terms
 AD EHSMS Regulatory Framework
includes a comprehensive Glossary
of Terms Document;
 Includes Acronyms;
 Important to ensure there is a
consistent application of technical
EHS terms and principals within the
AD EHSMS;
 Aligned with existing government &
sector definitions where possible.
Main EHSMS Component
Distinctive Features
Continual Improvement Cycle
Introduction
 Following approval of an entity EHSMS, reporting to SRA starts.
 Objectives of reporting:

To ensure implementation of the system at Emirate level and
compliance with its requirements.

To establish an EHS database, baseline and trends.

To meet the targets under the performance Contract signed with the
Executive Council.

To measure performance of EHSMS.
Approval Letter
 Request to submit Form D
 One Month.
Reporting to SRA
“Forms to be used”
Form D: Notification for EHSMS Implementation
 This Form should be submitted after the SRA approves
the entity’s EHSMS to state the commencement date for
implementation of the system.
 Submission period: within a maximum of one month
from the date of approval.
Form E: Entity Quarterly Performance Report
 This Form should be submitted to the SRA after commencement
of implementation to measure performance of an entity.
 Submission Period: Quarterly and Annual

Mid April (Jan-March)

Mid July (April-June)

Mid Oct (July-Sept)

Mid Jan (Oct-Dec)

Annual (till electronic database is establishment)
Form F: Entity Annual Third Party External Audit
 Third Party Audit of entity EHSMS should be conducted by
Auditors registered with AD EHS Center.
 1st Audit should be conducted within a max of 12 months after
implementation.
 Submission period: Annual
Form G: Entity EHS Incident Reporting
Part A – Incident Notification:
 To be submitted to the Center
for all Reportable Incidents
which include:
 Fatality
 Reportable Serious Injury;
 Reportable Dangerous
Occurrence;
 Reportable Occupational
Illness/Disease;
 Major or Moderate Pollution
Incident
 Submission period: within
24 hrs.
Part B – Incident Investigation:
 To be completed and submitted
to the Center as soon as
practicable
 Submission Period: Maximum
One Month from Date of
Incident - For all Reportable
Incidents
Incident Reporting
 An incident on an Entity controlled site.
 To any person (Employee, Contractor, Visitor, Customer, etc).
 That results in a “Reportable Serious Injury” or “Reportable
Occupational Illness / Disease”.
 Only injuries / illnesses to Direct Employees included in EHS
incident and performance KPI’s.
Form E:
EHSMS Performance Reporting
Form E: EHSMS Performance Reporting
General Information
Registration Number:
Name of Entity:
Address of Entity:
Classification Code:
Telephone Number:
Working Hours Performed this
Quarter:
Number of Employees:

Reporting Period:
Q1 (Jan-Mar)

Q2 (Apr-Jun)

Q3 (Jul-Sep)

Q4 (Oct-Dec)
Year: ___
Reporting Timeframe:
End of the
second week in
April
End of the
second week in
July
End of the
second week in
October
End of the
second week in
January
• Registration No. is for the SRA use
• A Classification Code is allocated to all government entities to be used for reporting
• It all begins with BC followed by a number (e.g.: BC01, BC02, etc..)
• Reporting period is fixed at: Q1: Jan-March, Q2: Apr-June, Q3: Jul Sep, Q4: Oct-Dec
Health and Safety Incident Consequence and Severity Summary
Health and
Safety Incident
Summary:
(Total number
of each type of
incident
Reported and
Recorded in
the Reporting
Period)
Medical
Treatment
Case:
Reportable
Dangerous
Occurrence:
First Aid
Injury:
Restricted
Workday
Case:
Reportable
Serious
Injury:
Equipment
/ Property
Damage:
Lost Time
Injury:
Journey
Incident:
Near Miss:
Reportable
Occupation
al Illness /
Disease:
Fatality:
Environment, Health and Safety Performance - Compulsory Reporting to
Relevant Authority
KPI 2-01
EHS Department
Resources
Number of Employees in
EHS Department
Number of UAE Nationals in
EHS Department
KPI 2-02
Number of EHSMS
Workshops / Seminars
or Similar Training
Organized / Performed
/ Attended
No. of Participants
KPI 2-03
Number of written warning notices received from the
SRA as a result of non-compliance to EHSMS
requirements
Title / Subject
No. of Nationals
x 100
No. of Employees in EHS Dept.
Training Level
(Management,
Supervisory,
Operational)
Duration (Hrs)
Number of warning notices received:
Number of improvement notices received:
Number of prohibition notices received:
KPI 2-04
Number of penalties / fines received:
Number of fines / penalties / prosecutions received
from the SRA as a result of non-compliance to
EHSMS requirements
Number of enforceable undertakings performed:
Total value of all fines / penalties/ enforceable
undertakings enforced (AED):
• KPIs start from 2-01 because (KPI 1-01 to 1-05 are relevant to Sectors only).
KPI 2-05
Lost Time Injury Frequency Rate
(LTIFR)
KPI 2-06
Lost Time Injury Severity Rate
(LTISR)
KPI 2-07
Total Reportable Case Frequency
(TRCF)
Number of Lost
Time Injuries in
the Reporting
Period
Number of Working Hours in
Reporting Period
No. of LTI’s x 1,000,000
Working Hours
Number of Work
Days lost due to
Injuries in the
Reporting Period
Number of Working Hours in
Reporting Period
No. of Days Lost
Working Hours
x 1,000,000
Number of Total
Reportable Cases
in the Reporting
Period
Number of Working Hours in
Reporting Period
TRC
Working Hours
x 1,000,000
KPI 2-08 – 2.09 - 2.10
Environmental Incidents Severity
(Number of Pollution Incidents in
Reporting Period)
Number of Pollution
Incidents - Minor
Number of Pollution
Incidents - Moderate
Number of Pollution
Incidents - Major
____ Spill / Release / Discharge to Land
KPI 2-11
Environmental Incident - Type
(Number of Pollution Incidents in
Reporting Period)
(Including fuel, oil, waste material
or other polluting substance)
____ Spill / Release / Discharge to Water, including Groundwater
____ Release / Discharge to Atmosphere
____ Unauthorized / Accidental Vegetation Removal or Harm
____ Accidental Harm to Animal Species
____ Unauthorized / Accidental Damage to Heritage Site / Item
____ Other (Provide Details): __________________________
KPI 2-12
Power Consumption (Total Kilowatts
(kW h) and kW h per Employee)
KPI 2-13
Water Consumption
Water use (in production processes,
office activities or as drinking water)
(Total cubic meters (m3) and m3 per
Employee)
KPI 2-14
Paper Consumption Average
number of paper pages used per
employee per month
This Reporting Quarter
Total kW h
kW h Per Employee
This Reporting Quarter
Total m3
m3 Per Employee
Total kW h
kW h Per Employee
Previous Reporting Quarter
Total m3
m3 Per Employee
kW h Per Employee
Percentage Reduction or
Increase (Indicate reduction as
a negative figure e.g. –3.5 %)
m3 Per Employee
This Reporting Quarter
Previous Reporting Quarter
Percentage Reduction or
Increase (Indicate reduction as
a negative figure e.g. –3.5 %)
Average No. of Pages used per
Employee
Average No. of Pages used per Employee
% Per Employee – Increase or
Decrease
Previous Reporting Quarter
Percentage Reduction or
Increase (Indicate reduction as
a negative figure e.g. –3.5 %)
This Reporting Quarter
KPI 2-15
Fuel Consumption Average fuel
consumption of entity owned and /or
operated vehicles (Liters per 100
kilometers)
Previous Reporting Quarter
Percentage Reduction or
Increase (Indicate reduction as
a negative figure e.g. –3.5 %)
Number of
vehicles owned
and/or operated
by entity
Average fuel
consumption of
vehicles (Combined
Cycle L/100 klms)
Number of vehicles
owned and/or
operated by entity
Average fuel
consumption of
vehicles (Combined
Cycle L/100 klms)
% Fleet Fuel Consumption –
Increase or Decrease
Continued…...
KPI 2-16
Non-Hazardous Waste Disposal
Amount of non-hazardous (solid
& liquid) waste collected by
Environmental Service
Providers for disposal
KPI 2-17
Non-Hazardous Waste Recycling
Amount of segregated nonhazardous (solid & liquid) waste
collected by Environmental
Service Providers for recycling /
reuse / further processing
KPI 2-18
Hazardous Waste Disposal
Amount of hazardous (solid and
liquid) waste collected by
Environmental Service Providers
for disposal
KPI 2-19
Hazardous Waste Recycling
Amount of hazardous (solid &
liquid) waste collected by
Environmental Service Providers
for recycling / reuse / further
processing
This Reporting Quarter
Previous Reporting Quarter
Percentage Reduction or Increase
(Indicate reduction as a negative figure
e.g. –3.5 %)
Solid (kg)
Liquid (L)
Solid (kg)
Liquid (L)
Solid (kg)
Liquid (L)
N/A
N/A
N/A
N/A
N/A
N/A
This Reporting Quarter
Solid (kg)
Liquid (L)
This Reporting Quarter
Previous Reporting Quarter
Solid (kg)
Liquid (L)
Previous Reporting Quarter
Percentage Reduction or Increase
(Indicate reduction as a negative figure
e.g. –3.5 %)
Solid (kg)
Liquid (L)
Percentage Reduction or Increase
(Indicate reduction as a negative figure
e.g. –3.5 %)
Solid (kg)
Liquid (L)
Solid (kg)
Liquid (L)
Solid (kg)
Liquid (L)
N/A
N/A
N/A
N/A
N/A
N/A
This Reporting Quarter
Previous Reporting Quarter
Percentage Reduction or Increase
(Indicate reduction as a negative figure
e.g. –3.5 %)
Solid (kg)
Liquid (L)
Solid (kg)
Liquid (L)
Solid (kg)
Liquid (L)
N/A
N/A
N/A
N/A
N/A
N/A
Form E: Calculations
19 List of KPIs to be reported by Entities
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
KPI 2-01: EHS Dept. Resources
KPI 2-02: No. of workshops/seminars
KPI 2-03: No. of written warning notice
KPI 2-04: No. of Fines / penalties / prosecutions
KPI 2-05: LTIFR
KPI 2-06: LTISR
KPI 2-07: TRCF
KPI 2-08: No. of Pollution incidents (minor)
KPI 2-09: No. of Pollution incidents (moderate)
KPI 2-10: No. of Pollution incidents (major)
KPI 2-11: type of environmental incident
KPI 2-12: Power Consumption
KPI 2-13: Water Consumption
KPI 2-14: Paper Consumption
KPI 2-15: Fuel Consumption
KPI 2-16: Non-hazardous Waste Disposal
KPI 2-17: Non-hazardous Waste Recycling
KPI 2-18: Hazardous Waste Disposal
KPI 2-19: Hazardous Waste Recycling
 Information used for most of the calculations by
different KPIs:
 No. of employees in that quarter
 No. of working hrs in that quarter
Example:
 350 employees x 8hr work days x 66 workdays over
reporting period = 184,800 hrs
KPI 2-01: EHS Dept. Resources
 This should include the number of staff working in
EHS Dept or directly involved in EHSMS
implementation
Example:
 No. of employees in EHS Dept. = 8
 No. of UAE nationals in EHS Dept.= 6
Calculation:
% UAE Nationals =
6
8
X 100 = 75%
KPI 2-02: Number of EHSMS Workshops/Seminars
or Similar Training Organized/Performed/Attended
 This should include the number of participants and duration (in
addition to subject and training level).
 These can be either organized by the entity or attended by staff
from the entity.
Training level
Example:
No. of
Participants
2
30
20
52
Title/Subject
Training level
Duration (hrs)
NEBOSH
EHS Internal Awareness
Risk Assessment
Managerial
All levels
Operational
40
5
3
48 hrs
KPI 2-05: Lost Time Injury Frequency Rate (LTIFR)
 LTIFR is The total number of Lost Time Injuries (LTI) per million
hours worked during the reporting period.
 LTI = The sum of Fatalities, Permanent Total Disabilities,
Permanent Partial Disabilities and Lost Workday Cases, but
excluding Restricted Work Cases.
Example:
 Number of lost time injuries in the reporting period = 8
 Number of working hours in reporting period= 207,872 hrs
Lost Time Injury
Frequency Rate
= # of Lost Time Injuries
# Working Hours
Lost Time Injury
Frequency Rate
=
8
207,872
X 1,000,000
X 1,000,000 = 38.48
KPI 2-06: Lost Time Injury Severity Rate (LTISR)
 LTISR is the total number of lost Workdays per million hours of
working.
 Lost workdays is the total number of rostered work days or shifts lost
on which the injured person was temporarily unable to work as a
result of lost workday case or permanent partial disability (In cases of
fatalities or permanent total disability not lost workdays are recorded)
Example:
 Number of work days lost due to injuries in the reporting period= 25
 Number of working hours in reporting period= 207,872
Lost Time Injury = # of Lost Work Days
X 1,000,000
Frequency Rate
# Working Hours
Lost Time Injury = 25
X 1,000,000 = 120.26
Frequency Rate 207,872
KPI 2-07: Total Reportable Case Frequency (TRCF)
 TRCF is the number of total reportable cases per million man hours
worked.
 TRC are the sum of Fatalities, Permanent Total Disabilities,
Permanent Partial Disabilities, Lost Workday Cases, Restricted
Work Cases and Medical Treatment Cases.
Example:
 Number of Total Reportable Cases in the Reporting Period
 Number of working hours in reporting period= 207,872
TRCF
= # of Reportable Incidents X 1,000,000
# Working Hours
=
TRCF
10
X 1,000,000 = 48.10
207,872
KPI 2-08 to 2-10: Environmental Incidents
 (Number of Pollution Incidents in Reporting Period)
 Number of Pollution Incidents - Minor
 Number of Pollution Incidents - Moderate
 Number of Pollution Incidents – Major
 Definitions Available in Form G-Guidance Notes
KPI 2-11: Environnemental Incident - Type
 (Number of Pollution Incidents in Reporting Period)
 (Including fuel, oil, water material or other polluting substances
 Spill / Release / Discharge to Land
 Spill / Release / Discharge to Water including Groundwater
 Spill / Release / Discharge to Atmosphere
 Unauthorized / Accidental Vegetation Removal or Harm
 Accidental Harm to Animal Species
 Unauthorized / Accidental Damage to Heritage Site / Item
Other (provide details)
KPI 2-12: Power Consumption


Total Kilowatts (kWh)
KWh per Employee
This Reporting Quarter
Previous Reporting Quarter
Total kW h
kW h Per Employee Total kW h
kW h Per Employee
2,335,442
5752.3
7014.9
kWh per Employee =
2848,071
Total kWh
# Employees
2,335,442
407
Percentage Reduction or
Increase (Indicate reduction as
a negative figure e.g. –3.5 %)
kW h Per
Employee
-18%
= 5752.3
% Reduction or Increase = (Current Quarter (5752.3) - Previous Quarter (7014.9) X 100 = -18%
Previous Quarter (7014.9)
= 18% Decrease in usage
KPI 2-13: Water Consumption
 Water use (in production process, office activities or as drinking water
 Total m3 per employee
This Reporting Quarter
Previous Reporting Quarter
Total m3
m3 Per Employee
Total m3
6511.02
15.9
5600.39
m3 per Employee =
m3 Per
Employee
13.7
Percentage Reduction or
Increase (Indicate reduction as
a negative figure e.g. –3.5 %)
m3 Per
Employee
16%
Total m3
6511.02
# Employees 407
= 15.9
% Reduction or Increase = Current Quarter (15.9) - Previous Quarter (13.7) X 100=16%
Previous Quarter (13.7)
= 16% Increase in usage
KPI 2-14: Paper Consumption
 Average number of paper pages used per employee per month
This Reporting Quarter
Previous Reporting
Quarter
Percentage Reduction or Increase
(Indicate reduction as a negative figure e.g. –3.5 %)
Total No. pages used per
employee
15
Average no of pages
used per emaployee
20
% per employee – increase or decrease
-25 %
Average No. Pages
Pages Paper Used
=
Used per employee
# Employees
% Reduction or
Increase =
5936
407
Current Quarter (15) – Previous Quarter (20)
Previous Quarter (20)
= 25% Decrease in usage
= 15
X 100=-25%
KPI 2-15: Fuel Consumption
 Average fuel consumption of entity owned and/or operated vehicles
 Liters per 100 kilometers (Fleet vehicles)
This Reporting Quarter
Previous Reporting Quarter
Percentage Reduction or
Increase (Indicate reduction as
a negative figure e.g. –3.5 %)
Number of
Vehicles and/
or operated
by Entity
Average fuel
consumption of
vehicles (combined
cycle L/100Klms
Number of
Vehicles
and/or
operated by
Entity
Average fuel
consumption of
vehicles ( combined
cycle L/100Klms
% fleet fuel consumption – increase
or decrease
53
19.8
58
24.8
-20%
Average Fuel
= total fuel used (78,126 liters) X 100= 19.8
Consumption
kilometers driven (395,428)
% Reduction or Increase = Current Quarter (19.8) - Previous Quarter (24.8) X 100= -20%
Previous Quarter (24.8)
= 20% Decrease in usage
KPI 2-17: Non-Hazardous Waste Recycling
 Non-Hazardous Waste Recycling
 Amount of segregated non-hazardous (solid and liquid) waste
collected by Environmental Service Providers for recycling / reuse /
further processing.
This Reporting
Quarter
Previous Reporting
Quarter
Percentage Reduction or Increase (Indicate
reduction as a negative figure e.g. –3.5 %)
Solid (kg)
Liquid (L) Solid (kg)
Liquid (L) Solid (kg)
511
244
284
480
% Reduction or Increase =
= 7% Increase in usage
+7%
Liquid (L)
-14%
Current Quarter (511) - Previous Quarter (480)
X 100 = 7%
Previous Quarter (480)
Further Information
 www.adm.gov.ae/hse
Abu Dhabi Municipality Website
 [email protected]
ADM HSE Division E-mail Address
 www.ehs.dma.abudhabi.ae
Regulatory Authority Reporting System Website
 www.adehsms.ae
Abu Dhabi Environment, Health & Safety Center Website
 www.ead.ae
Environment Agency – Abu Dhabi Website