Risk-Free Startup: How to Integrate HSE into Project Management at the Earliest Stages

From Firefighting to a Systematic Approach: Why Safety Must Be Built in at the Design Stage

The development of an HSE culture in production inevitably leads to the realization that fixing design and construction errors during the operational phase is time-consuming, expensive, and inefficient. Ekaterina Gemberova, Head of the Safety Systems Development Department at OTEKO JSC, shares the company's practical experience in integrating safety requirements into the project management process at the earliest stages. The presentation details the journey from a situation where the HSE department was involved in facilities after the fact, to the creation of a system where safety is an integral part of the project management "iron triangle".

Using her company as an example, the speaker shows how an audit of completed construction projects revealed critical flaws: lack of fencing in hazardous areas, and uninstalled grounding and fire alarm systems. A root cause analysis showed that project managers focused exclusively on deadlines and budgets, while safety specialists were not involved in the expert review of technical specifications and facility commissioning. This required a radical overhaul of the processes.

Process Transformation: From Technical Specifications to Commissioning

To change the situation, the company implemented a comprehensive approach, starting with fundamental documents. What was done and why it matters:

• Standardization of technical specifications. A unified digital form for technical specifications was developed, including a mandatory block of HSE requirements (training, equipment, ecology, fire safety). This eliminated vague wording and outdated references to the regulatory framework.
• Mandatory expert review. A requirement was established to coordinate all technical specifications and project documentation with HSE specialists. To manage the document flow, only high-risk procurement and services are subject to expert review.
• Protecting safety priorities. A regulation was issued prohibiting changes to the scope and deadlines of safety measures without the approval of the HSE Director. This prevented the practice of "freezing" critical stages to save money.
• Development of internal standards. In addition to federal norms and rules, proprietary standards were created (e.g., for fencing and interlocking devices) that take into account the specifics of the enterprise.

Integration into the Commissioning Process

A key stage of the transformation was the harmonious integration of safety checks into the existing commissioning algorithm. The speaker breaks down two main checks:

1. Inspection during equipment installation

Conducted by a commission with the participation of an HSE expert. The focus is on the availability of documentation (passports, manuals), structural integrity, and the proper functioning of safety systems (interlocks, sensors, grounding, emergency buttons). Identified issues are classified:

• Category A (high risk): the equipment acceptance certificate is not signed, commissioning is not permitted, and the contractor does not receive payment until the issues are resolved.
• Category B (moderate risk): the certificate is signed, and the comments are entered into a consolidated register to monitor their resolution.

2. Pre-startup safety review (comprehensive testing)

Conducted according to a formalized checklist. At this stage, Category A1 appears — issues for which the operations team is responsible (lack of technological instructions, shortage of qualified personnel). If there are Category A1 issues, the comprehensive testing certificate is signed (the contractor gets paid), but the commissioning acceptance certificate is blocked until they are resolved.

Digitalization of Control and Business Benefits

An automated system was implemented to manage the process. The "Checklists" module allows for the creation of inspection sheets with links to regulatory documents, assigning responsible persons, monitoring deadlines for resolving issues, and escalating reminders.

Implementing this approach provides direct financial savings (early defect detection is dozens of times cheaper than rework), prevents disputes with contractors thanks to clear rules of the game, and reduces reputational risks by guaranteeing the normal operation of new facilities without downtime and accidents.

What you will learn from this webinar:

• How to justify the need for HSE department participation at the stage of forming technical specifications?
• How to classify issues during equipment acceptance so as not to block work, but ensure safety?
• How to distribute responsibility for eliminating violations between the contractor and the operations department?
• How to automate the process of monitoring the resolution of issues using digital checklists?
• How to overcome the resistance of builders and project managers when implementing new requirements?