Considerations If viewing this presentation in slide show format; you will not see all of the extra information supplied within the footnotes. If you want to print this presentation for paper use; you will need to change the view to ‘Notes Page’ to enable the extra notes to print off also. SSoWPS v2.5 RTS Launch Briefing

SSoWPS v2.5 Launch Briefing Supplementary Presentation Part 1 – Quick Start Headlines Welcome to the SSoWPS v2.5 launch briefing presentation. This is supplementary and complimentary information to support the briefing video you will have accessed to show you the enhanced features created in order to create a SWP compliant to the revised 019 standard. You are required to view the Video before changing the profile setting to use SSoWPS v2.5 In order to understand why the changes have been made, you need to make yourself familiar with the revised 019 standard, which can be accessed via the Standards Portal and Safety Central which will offer even more useful information to support you. Briefings are taking place across the company to inform people of this major safety initiative.

Content of Launch Briefing Parts. Part Number Contents Part 01 Quick Start - Headlines 019 Standard - overview of changes SSoWPS v2.0 changes to deliver new 019 requirements Part 02 Video demonstration of SSoWPS v2.5 features Part 03 Steps to creating a plan in SSoWPS v2.5 Part 04 Transition Process from SSoWPS2 to SSoWPS v2.5 New value adding SSoWPS v2.5 features Part 05 Reminder of existing features Support Model / Help The complete presentation has been broken down into five manageable parts. It is advisable to start at Part 1 and then move onwards, but you can use each independently. These will serve as reference material to assist you with your role in creating a Safe Work Pack (SWP) for those working on or near the line. Part 1 is intended as a walk through the new philosophy in 019 for controlling operational & occupational risks and controls to improve safety on site. It highlights the required communications between the person creating the SWP (signified as a Planner), the Person in Charge (PIC) offering advice and guidance, before verification and approval with the Responsible Manager (RM). It then shows the changes to the v2.0 system to deliver those requirements and collaboration points required. SSoWPS v2.5 RTS Launch Briefing

Quick Start – 019 Headline changes The Standard NR/L2/OHS/019 – Safety of People at Work on or near the Line has been revised and has an extended scope. It now covers Operational Safety and Occupational Safety. So, it now covers control of risks to people from train movements and the control of risks to people from the actual work activity. This briefing addresses the changes introduced to SSoWPS - the planning system used to define the planned safe system arrangements. It is NOT the comprehensive briefing on the 019 changes – that is available on Safety Central. Standard 019 has been revised to improve the safety for all employees working on or near the line. The hyperlink will take you to safety central where you can view the 019 briefing video and the revised standard in order to underpin or refresh your knowledge on the changes. It is advisable that you have background knowledge on this to understand why the changes have been made to the SSoWPS v2.0 system and how this links the key roles together in creating a SWP. All operational staff are already in the process of being given a formal briefing on the changes to understand how it affects their particular role within the process. SSoWPS v2.5 RTS Launch Briefing

Quick Start – 019 Headline changes The Planner (of the work) creates a Safe Work Pack (SWP), which includes: Task Risk Controls Site Risk Controls Permit requirements Welfare arrangements Emergency & First Aid arrangement Runaway Risk Identification & Controls The Person in Charge (PIC) is involved in the planning of the work The hierarchy of Safe System of Work (SSoW) levels are now called Protection & Warning This slide gives a highlight of the work required to be undertaken. The Planner role is being used to formalise the person creating a pack. Though some of these arrangements have been required previously, the system now pulls them together to ease the effort in creating packs. These are a list of requirements that need to be added before approval. Initially, not all Planners will have knowledge in these areas when creating SWPs for operational use. Therefore it is now a requirement that the PIC is involved in the planning of the work to offer advice and knowledge to enable the safest possible pack to be created. It also advises that the hierarchy has now changed from ‘Green and Red Zones’ to ‘Protection and Warning’. Any member of Operational Staff that has not yet been briefed on 019 should familiarise themselves immediately in order to have the ability to understand why the ‘Planner’ may be asking for this information and to be able to contribute towards a SWP. SSoWPS v2.5 RTS Launch Briefing

Quick Start – 019 Headline changes Roles are introduced:- Planner - person planning the work / creating SWP / collaborates with the… PIC - collaborates with Planner in planning and verifies SWP & Responsible Manager - authorises pack for use Safe Work Pack (SWP) Planned, Verified & Authorised New SWP Verification Form (F01.1) introduced Updated Plan Statuses & process rules New contents to COSS Form RT9909 New form & contents to PIC Form F01.2 SSOWPS v2.5 has functionality to assist Planners to create streamlined SWP for possession support work This slide shows the main changes to Standard 019. New roles are introduced. These are the Person in Charge (PIC), the Planner and the Responsible Manager. The Planner is the person who creates and the SWP in collaboration with the PIC. The PIC verifies the SWP. The Responsible Manager then authorises it for use. New forms have been introduced along with other processes and rules being updated. As with the current 019 Standard there is a requirement for Possession Support Staff to have a SWP. Under the current standard this is detailed as a Safe System of Work (SSoW). SSoWPS v2.5 RTS Launch Briefing

Quick Start – SSoWPS delivering the changes SSoWPS v2.0 has been changed to include the new 019 requirements and assist in the production of a SWP Version will become SSoWPS v2.5 and goes LIVE on 12th June 2017. Much of the existing process remains – so should be familiar with it. The new processes and steps are illustrated in the Video Modules The transition process from the old v8 019 standard towards compliance with the new v9 019 Standard is illustrated in part 4 of these Modules. Due to the changes implemented in the revised 019 Standard, here is an overview of what is happening in SSoWPS. Most of this information has been covered in the documentation, that you as a SSoWPS user will have received. Should you not have received these, please follow the support model that has been agreed and advise your line manager who should have also been informed. If you do have any questions relating to the revised 019 standard or the SSoWPS changes, please refer to Safety Central, SSoWPS useful info or direct your questions to your local safety lead for further information and guidance. SSoWPS v2.5 RTS Launch Briefing

019 Standard changes (an overview) Part 1 – Continued… This part aims to give you a more in depth look into what the changes to the 019 Standard are, and understand where and how they impact your current role, and that of those around you.

Briefly – Hierarchy changed Old Hierarchy New Hierarchy SSoWPS v2.0 detailed 10 levels of Green / Red Zone arrangements. 2 of these levels are detailed as 1a & 1b. The system also detailed PeeWee, which was not shown in v8 of the standard, and is now an obsolete system. SSoWPS v2.5 has 8 levels with the new terms of Protection / Warning arrangements to reflect the revised 019 Standard. Where levels 2 to 8 can be used now, with or without blocked lines. Levels 1, 2 & 3 are PROTECTION and Levels 4, 5, 6, 7 & 8 are WARNING. As always, the highest level should always be selected where possible. Protection level plan series are valid for 12 months and Warning level plan series are valid for 6 months. The old terms of Green Zone and Red Zone are no longer valid, though there will be some legacy references linked to other systems. These will be changed in time. At Levels 2 to 8, these arrangements can be WITH or WITHOUT Blocked Lines SSoWPS v2.5 RTS Launch Briefing

Briefly – Task & Site Risk Control Need to be referenced within the SWP – with input from the PIC/RM. Task Risk Control Sheets Work Package Plans Task Briefing Sheets This is a new requirement for Occupational Safety. You may have included this information before, however it was not mandated. The original Standard was created to control the risks to colleagues from train movements, but there are other risks which cause injuries to our people such as site and task risks. The revised Standard will involve the person in charge in planning to identify and control site and task risks so they can effectively manage all the risks. Generally – Maintenance staff will be using the Task Risk Control Sheets (TRCS) process and Investment Projects (IP) staff will be using Work Package Plans (WPP) & Task Briefing Sheets (TBS). SSoWPS v2.5 RTS Launch Briefing

Briefly – Permits to Work Need to be selected (if required) and included in the SWP – with input from the Person In Charge and Responsible Manager This is another new requirement for Occupational Safety. You will be able to select permits (if required) for the task, through SSoWPS v2.5. i.e. permit to dig. You will be advised on this in other parts of the presentation. If in any doubt, collaboration should be made with the Person In Charge (PIC) or the Responsible Manager (RM) to understand what should be included. SSoWPS v2.5 RTS Launch Briefing

Briefly – Welfare arrangements Provide details of Welfare and Toilet facilities This requirement has always been there, however it was not previously linked in SSoWPS. Under a welfare arrangements tab you can now identify what the welfare provision will be allocated for the task. This provision should be based on the CP36 Welfare standard and there is a matrix in the Standard, which will show you the level of provision you should aim to provide depending on the number of people and number of shifts at the site of work. Network Rail have a responsibility to our staff to make sure that they receive adequate welfare arrangements. We should consider the options available within signal boxes, stations and DUs as a first port of call. The PIC will help you to choose appropriate welfare facilities if you don’t know. Each of the routes is working on a plan to improve welfare facilities, so provision for welfare will improve over time. SSoWPS v2.5 RTS Launch Briefing

Briefly – Emergency & First Aid What are the Emergency arrangements and what is the First Aid provision. Options in Standard; Full 4 Day First Aid Emergency First Aid None This requirement has again always been there, however it was not previously linked in SSoWPS. Network Rail have a responsibility to our staff to make sure that they receive adequate emergency and first aid arrangements. You must give the details of the First Aider. This can be either an appointed person or a trained first aider. Every effort should be given to detail a fully qualified option first (4 day course), however if one is not available, choose next level down (1 day course) and make sure to detail the full name of the individual. In the event that you do not have a named first aider, you can continue to produce the pack and then return later to add the information. Again, there is need for improvements in this area and the 019 Standard will assist. SSoWPS v2.5 RTS Launch Briefing

Briefly – Runaway Risk Control Does the work involve equipment subject to Runaway Risk? And if Yes – how do we control that risk New requirement for Occupational Safety – with the incident at Tebay highlighting the need. In 2004 four colleagues were killed and six seriously injured while working in a possession when a faulty trailer ran away at Tebay in Cumbria. We now look to see if this can occur by understanding if we are working in an area with a gradient of 1:100 with equipment that has the potential of running away from us. The new SSoWPS v2.5 will address Runaway Risk and make the Railway a safer place to work. The video will take you through the process of how this works and links into the runaway risk data file. We will continue to work to improve this area of safety through our continuous improvement (CI) initiatives and feedback through the SWP. Does our work have Runaway Risk or is there work within 5 miles that has a runaway risk? SSoWPS v2.5 RTS Launch Briefing

Briefly – Roles in the plan process Communication between all parties PIC (SWL in IP) Verifies Responsible Manager Authorises Planner Creates In order to make sure that we are creating the safest working arrangements possible for our staff, it is crucial that the key identified roles communicate properly within that process and includes other knowledge from sources key to deliver the work. Please note that IP will continue to use SWL rather than the role identified as a PIC. The person in charge will be appointed by the responsible manager as the single person in charge of safely delivering the work. The planner and person in charge will collaborate to produce the Safe Work Pack. By involving the person in charge it will help the planner to produce a Safe Work Pack that includes all the task and site risk controls and will allow the person in charge to understand the required work before going to site. Task risk assessments will now be undertaken and included with site risk as part of a Safe Work Pack so the person in charge can effectively manage all the risks. SSoWPS v2.5 RTS Launch Briefing

Briefly – Verification & Authorisation When the Planner created the plan did they CHECK the content Did the PIC VERIFY the plan content Did the Responsible Manager AUTHORISE the plan for use Verification & Authorisation must be recorded on the F01 Form by signatures BEFORE work at site Confirmation of Verification & Authorisation must be electronically recorded in SSoWPS v2.5 This can be done during plan creation where there is two-way communication between parties before the work takes place BUT. Can be after the work has taken place (after the first use of a plan series BUT before any subsequent uses) The process is now clearly documented to ensure that a more robust plan is created before the pack can be verified and then authorised for sign off. The system now requires you to confirm that the person in charge has verified the pack (meaning they have signed the F01.1 Form before it will allow you to confirm the RM has approved the pack. SSoWPS v2.5 RTS Launch Briefing

Briefly – Verification Form (F01.1) The Verification Form has changed – it now looks like… The old Verification form has gone – this is the new Verification Form to be signed off by the Planner (of the work), an appropriate PIC and the Responsible Manager. The system makes sure that these approvals now take place within order. If the plan is cyclical or repeated you only have to verify and authorise once (unless you make a significant change, such as a change to the level of Protection/Warning), for non-cyclical packs you will need to verify and authorise each time. The form shown is an example for illustration only. SSoWPS v2.5 RTS Launch Briefing

Briefly – New RT9909 content The new Safe Work Pack (SWP) includes Task Risk, Site Risk, Permits, Welfare, Emergency & First Aid plus Runaway Risk control arrangements. Much of the RT9909 COSS Form is still familiar in content but new content has been added… New SWP and holders for Task Risk, Site Risk etc. are detailed as appropriate through the plan. Details are shown BY COMPONENT in the PIC F01.2 part and ‘Free Text’ details added to the Hazard Directory extract (i.e. where a Red Zone Prohibition only applies to 1 line at site of the 4, the COSS can see the detail) You will notice that the hazard directory still references red zone prohibited areas, at a later stage this terminology will be updated. The form shown is an example for illustration only. SSoWPS v2.5 RTS Launch Briefing

Briefly – New F01.2 Form for PIC This is the form included in the SWP for the PIC carrying out the role on the actual shift. This is so they can brief the controls required to the group they are in charge of and then sign off on completion of the work/shift. The form shown is an example for illustration only. SSoWPS v2.5 RTS Launch Briefing

Briefly – Packs for Possession Support SSoWPS v2.5 has functionality to assist Planners to create streamlined SWPs for possession support work Some parts of the UK already did this – but for others this is new. SSoWPS v2.5 has provided a timely way to create packs appropriate to the possession through the new ‘Under PICOP’ process. The new ‘Under PICOP’ process is similar to the existing ‘Under PC’ process Note: The ‘Master Possession’ pack needs to include the pages of Sectional Appendix where Protection is placed (mileages) – otherwise a new standalone plan is required. Please Note: At times, the protection to be placed for a possession is within the same page of Sectional Appendix (SA) as the actual possession work mileages. However, there are cases where protection is placed well away from the actual possession mileage and it could be on a different page. Planners (of the work) will need to decide if it is reasonable to include extra pages to the Possession Work plan (SA pages they don’t need) or do a separate plan. This is where collaboration with the PIC is essential. SSoWPS v2.5 RTS Launch Briefing

Part 1 Complete Closing side You have now completed part 1 of the 5 and received a brief overview of the changes being made to SSoWPS to support the changes to the 019 Standard. Please continue with the other parts to further enrich your knowledge and feel free to view the 019 Standard briefing videos and material. Please visit Safety Central and SSoWPS for extra information or direct your questions to your local safety lead.