COVID-19 Recovery EHS Guidance - Siemens plc (UK) Siemens Energy UK Siemens (& Energy) Real Estate UK - Digital Asset Management
←
→
Page content transcription
If your browser does not render page correctly, please read the page content below
COVID-19 Recovery EHS Guidance Siemens plc (UK) Siemens Energy UK Siemens (& Energy) Real Estate UK Confidential © Siemens 2020 v4: 04/06/2020 intranet.siemens.com/ehs
COVID-19 Recovery - EHS Guidance
Key Principles
1. Guidance requires & allows location / task specific adoption through a documented, suitable & sufficent Covid-19
Risk Assessment.
2. Managers/Supervisors must implement & communicate in their areas. Cross-functional collaboration will be
required.
3. Periodic reviews of guidance will be undertaken as required to adopt to dynamic changes: scientific insights, political
decisions, organisational learning.
4. A 3-phase recovery model as blueprint.
• Phase moves must be risk-based considering: regulation, health, practicality, precautionary principle.
5. Covid-19 Prevention Principles are the minimum standard for organisation and behaviours.
6. Following a hierarchy of risk control for mitigation measures.
7. Clear approach related to face coverings & masks.
8. Voluntary use of Tracing App if / once available; engaging as corporate citizens.
Page 2 04-06-2020 Confidential © Siemens 2020 RC-GB EHS
COVID-19 Recovery – EHS Guidance
Table of contents
01 | Formalities and scope
A 02 | How to apply this guidance
Introduction and 03 | Criteria for triggering recovery
general scope 04 | Three-phase recovery model
05| COVID-19 prevention principles 9 | Monitoring
B 06 | Workplaces/work organization 9.1 | Epidemiological, Medical,
Recovery 6.1 | Office workplaces and Political Monitoring
guidance 6.2 | Field Service 9.2 | Medical Monitoring (antibody testing)
6.3 | Sales 9.3 | Contact Tracing
6.4 | Manufacturing/Industrial Settings 10 | Vaccination
6.5 | Projects/Construction Sites 11 | Business Travel
6.6 | Vehicles 11.1 | Business Travel
6.7 | Working From Home During COVID-19 11.2 | Entering or Returning to the UK
07 | Masks 12 | Face to Face Meetings
08 | Real Estate 13 | Training and Awareness
8.1 | Public Areas
8.2 | Cleaning and Disinfection
8.3 | Canteens and Restaurant Services
8.4 | Visitor Management
Page 3 04-06-2020 Confidential © Siemens 2020 RC-GB EHSVersion Changes Version 4: 04/06/2020 • Phases: Phase 2 Vulnerable wording amended, Phase 1 amended common areas. • Section 5 Prevention Principles: added wording on NHS Test & Trace and getting tested. • Section 9.3 Contact Tracing: amended to include NHS Test & Trace. • Section 11.2: added for new requirements for entry to and returning to the UK from abroad. Page 4 04-06-2020 Confidential © Siemens 2020 RC-GB EHS
Part A
Introduction and general scope
Page 5 04-06-2020 Confidential © Siemens 2020 RC-GB EHSCOVID-19 Recovery – EHS Guidance
01 | Formalities and scope
Author
RC GB EHS
Date
June 04, 2020
Scope
This EHS Guidance contains guidance about COVID-19-related recovery options. As the COVID-19 situation differs from business
to business, the decision about entering the recovery phase must be made on a local basis following UK regulations (including
documented risk assessments). The guidance provided supports Business/Site Managers in creating a local scenario of recovery
and can be modified/extended as necessary.
This guidance will be published on Siemens internet in accordance with BEIS Working Safely Guidelines
Notes
As the global situation regarding the COVID-19 pandemic is volatile and new scientific knowledge and evidence will be published
over the course of coming weeks and months, this guidance will be updated as necessary (version controlled and with live version
on the Zero Harm UK intranet page). Specific guidance on HR topics (e. g. Furlough etc.), Marketing & Sales topics (e. g.
Tradeshows, Fairs, Events), Customer Service topics (e. g. Training Centres) will be communicated by the respective functions via
established channels.
Page 6 04-06-2020 Confidential © Siemens 2020 RC-GB EHSCOVID-19 Recovery - EHS Guidance
02 | How to apply this guidance
Recovery will follow UK-specific guidance/requirements defined by the government and other relevant authorities -
these requirements must always be considered and implemented first. Some fundamental questions to be thought
about when defining location specific recovery trajectories:
1. Requirements defined in this EHS Recovery Guidance document should be considered as minimum requirements
and documented within local Covid-19 Risk Assessments.
2. In many cases, UK regulation and requirements in this EHS Recovery Guidance document will be identical or at
least similar to the intended mitigation and protection levels.
3. The requirements described herein apply to Siemens employees, contractors, suppliers, temporary workers and
visitors. Exceptions to this rule are defined per topic, if applicable.
4. While travelling, employees must always follow the mitigation/protection requirements defined by their destination
Country/location/customer, without compromising the standards/requirements defined by their Country of origin.
5. Measures to mitigate the risk of infection must always follow the hierarchy of risk control*.
6. The requirements outlined in this guidance will also apply to employees working at multi-occupancy sites. Local
management of Siemens will align their implementation with landlords/local management.
*https://www.hse.gov.uk/construction/lwit/assets/downloads/hierarchy-risk-controls.pdf
Page 7 04-06-2020 Confidential © Siemens 2020 RC-GB EHSCOVID-19 Recovery - EHS Guidance 03 | Criteria for triggering recovery UK Coronavirus Regulations/Government Advice Decisions by Siemens Management (Country/Local) Suspension of various contact restrictions in public and Business criticality assessment of a function lies with site private environments (including travel ban and and/or BU management immigration restrictions) COVID-19-related occupational health and safety Risk assessment of a function lies with site and/or BU standards management UK-specific recovery trajectories/plans Page 8 04-06-2020 Confidential © Siemens 2020 RC-GB EHS
04 | Conceptional three-phase recovery model
(based on Government advice and subject to change)
Antibody testing and app-based contact tracing
Vaccination
Date Date Date Date Time
Phase One Phase Two Phase Three
Employees (in accordance with UK Employees (in accordance with UK Employees (in accordance with UK
regulation) regulation) regulation)
• Vulnerable individuals & household must • Vulnerable individuals subject to individual risk • Vulnerable individuals can resume public
shelter in place. assessment before returning to work. interactions.
• Everyone will maximise social distancing • Everyone must maximise social distancing • Low-risk populations should minimise time
in public. in public. in crowded environments.
• Avoid socialising in groups as defined by UK • Socialise in groups as defined by UK • Non-essential travel can resume.
regulation. regulation.
• No non-essential travel. • Minimise non-essential travel. Working Arrangements Phase
Phase Zero: • Resume normal staffing of worksites.
Working Arrangements Working Arrangements • Vulnerable individuals can return to workplace Normal:
Partial to
Gate
Gate
• Measures must be based on documented risk • Measures must be based on documented risk based on documented risk assessment.
Gate
• Common areas resume normal operations
comparable
complete assessment assessment.
• Continue homeworking (where possible). • Continue homeworking (where possible). under limited physical distancing protocols. pre-Covid-
lockdown • Maximise social distancing on site, minimum • Maximise social distancing on site, minimum • Sales activities can resume .
distance 2m. distance 2m. • Larger venues (like events, conferences,
19
• (Industrial/Manufacturing/Project Sites) Where • (Industrial/Manufacturing/Project Sites) Where trade shows) can operate with limited
minimum social distancing is not possible, minimum social distancing is not possible, physical distancing protocols.
specific risk assessment must determine specific risk assessment must determine • Gyms can remain open with standard
alternative controls. alternative controls. sanitation protocols.
• No non-business critical travel. • Minimise non-essential travel.
• Common areas (e.g. canteens) remain closed • Controlled opening of common areas (e.g.
unless required for welfare standards, social canteens) with limited occupancy and
distancing must be observed. observation of social distancing.
• Sales engagement to customers. • Sales engagement to customers to resume
predominantly remotely selectively upon risk assessment.
• Gyms must remain closed. • Gyms can open with strict physical distancing
(in accordance with UK regulation).
Locations must develop and implement appropriate risk assessment for the following:
Page 9 Social distancing;
04-06-2020 mitigation
Confidential measures:
© Siemens e.g., protective equipment, temp checks, sanitation and disinfection, travel, occupancy levels
2020 RC-GB EHSPart B
Recovery guidance
Page 10 04-06-2020 Confidential © Siemens 2020 RC-GB EHSCOVID-19 Recovery - EHS Guidance
05 | COVID-19 prevention principles
General principles that have already been applied during the pandemic phase continue to be important
Description in the recovery phase because they prevent a repeated increase of infections.
No Requirements
1 Maintain physical/social distancing (>2m) in all cases.
Consider smart distancing (having social contact while avoiding physical proximity)
2 For example, via comprehensive home-working, avoidance of business travel and internal/external face-to-face meetings,
using virtual methods (such as Teams), without compromising on the performance of the organisation.
Individual hygiene rules: no handshakes or other greeting habits involving physical contact, cough/sneeze in elbow, single-use
paper tissues, regular hand-washing (water and soap for >20 s), hand disinfection if hand-washing is not possible, no touching
3 of eyes/mouth/nose with hands.
Collective hygiene: enhanced cleaning regimes, particularly of ‘hot spots’/common touch points.
Stay/go home if you feel unwell (for example high temperature or new continuous cough or loss or change to your sense of
4 smell or taste).
Stay/go home if you’ve had contact with a confirmed or presumed COVID-19 positive person (including notification from NHS
5 Test & Trace). Employees presumed positive or who have COVID-19 symptoms must not be at work, must adhere to NHS
advice and arrange a test via NHS.
6 Wear personal protective equipment where defined by local risk assessment.
Page 11 04-06-2020 Confidential © Siemens 2020 RC-GB EHS06 Workplaces/Work organisation –
6.1 | Office workplaces
The ongoing infection risk requires that the number of employees in offices must be kept to a level that allows effective social distancing.
Description Returning to the office must be based on local risk assessment (in conjunction with RE & FM where applicable) to ensure that increased
occupancy does not compromise COVID-19 principles and increase infections.
No Requirements
Managers will determine business-critical roles and associated employees who can work on-site (temporary, full-time). Other employees to continue working
1 from home wherever possible.
Managers understand (to the extent Data Privacy and HR rules allow) which of their employees are vulnerable due to age and/or chronic illness. Those
2 employees should continue working from home.
Maintain social distancing between employees (>2m) working on-site. Consider: (but not limited to)
Flexible work hours, rotation, staggered start/finish (breaks/lunch), distribution to office areas with lower occupancy, avoiding F2F seating, occupy only every
3 second/third desk or row (depending on configuration).
Controls on pedestrian routes, bottlenecks, enclosed kitchenettes/toilets/changing facilities/corridors/stairs/reception or security desks, Goods-In/Out
arrangements.
Managers will consider the following factors when identifying employees who can work on-site:
4 A | Employees with constraints on working from home (e.g. due to poor infrastructure, wellbeing, lone working considerations etc.)
B | Employees with constraints on office-based work (e.g. caring responsibilities)
Desk sharing must be avoided. The same desk must not be shared by two individuals in the same work day.
5 Desk cleaning prior to use by the next person must be ensured.
As far as possible, where staff are split into teams or shift groups, fixing these teams or shift groups so that where contact is unavoidable, this happens
between the same people.
6 Identifying areas where people directly pass things to each other, for example office supplies, and finding ways to remove direct contact, such as using drop-
off points or transfer zones.
7 Plan with Facilities Managers regarding increased cleaning/sanitation regimes.
Page 12 04-06-2020 Confidential © Siemens 2020 RC-GB EHS06 Workplaces/Work organisation –
6.2 | Field Service
Employees working in Field Service can be exposed to increased infection risk while working at customer locations.
Description In addition, exposure can occur during required business travel and in accommodation.
No Requirements
Adequate controls must be identified by local documented risk assessment prior to undertaking work in line with all Government guidelines.
1 Customer-required control measures and plans must be considered prior to site visit and communicated to engineers.
2 Field service engineers to complete point-of-work risk assessment upon arrival at customer location.
Existing control measures (e.g. wearing PPE) must be continuously monitored and adjusted (as appropriate) as required (e.g. change in UK regulation/HSE
3 advice).
4 Risk assessment must consider social distancing when planning travel and accommodation (including fatigue risk if accommodation not available).
5 Reducing the number of people each person has contact with by using ‘fixed teams or partnering’ (so each person works with only a few others)
Page 13 04-06-2020 Confidential © Siemens 2020 RC-GB EHS06 Workplaces/Work organisation –
6.3 | Sales
Employees working in Sales can be exposed to increased infection risk when meeting customers. In addition, exposure can occur during
Description required business travel and in accommodation.
No Requirements
Evaluate the need for travel to a customer in the first place, explore other avenues of communication.
Business travel must be evaluated in line with UK social distancing requirements (>2m) and government face covering advice on public/mass transport.
1 If the decision is made to travel, travel-related precautionary measures need to be determined by risk assessment and in addition a BTAT (Business Travel
Assessment Tool) for overseas travel.
2 Customer-required control measures must be considered prior to visit.
Customer requirements must always be followed unless they do not meet UK regulatory and/or Siemens requirements. Whilst on-site, social distancing must
3 be ensured.
Page 14 04-06-2020 Confidential © Siemens 2020 RC-GB EHS06 Workplaces/Work organisation –
6.4 | Manufacturing/Industrial Settings
The ongoing infection risks requires that the number of employees in manufacturing/industrial settings must be kept to a level that
ensures social distancing via technical and/or organisational measures as identified in local risk assessment. When social distancing
Description cannot be ensured, additional control measures (e.g. PPE) must be applied. Regular cleaning and disinfection (where required) of
operating areas must be performed (for example, machinery, tools, equipment used by several employees) in order to maintain high
hygiene standards.
No Requirements
The existing local measures/restrictions already introduced must continue to be observed.
1 All measures/restrictions (e.g. splitting of shifts, rotation) must be continuously monitored and evaluated and then adjusted if necessary.
Cleaning and disinfection plans for items including machinery, tools, equipment used by several employees must be established and implemented as per
2 local risk assessment.
Maintain social distancing between employees (>2m) working on-site. Consider: (but not limited to)
• Flexible work hours, rotation, staggered start/finish (breaks/lunch), distribution to shop floor/office areas with lower occupancy, avoiding F2F seating,
occupy only every second desk or row.
3 • Controls on pedestrian routes, bottlenecks, enclosed kitchenettes/toilets/changing facilities/corridors/stairs/reception or security desks, Goods-In/Out
arrangements.
• Where >2m cannot be maintained, evaluate physical barriers, avoid F2F working, side by side or back to back preferred.
• Reducing the number of people each person has contact with by using ‘fixed teams or partnering’ (so each person works with only a few others)
Desk sharing must be avoided. The same desk must not be shared by two individuals in the same work day.
4 Desk cleaning prior to use by the next person must be ensured.
5 Plan with Facilities/Maintenance Managers regarding increased cleaning/sanitation regimes.
Page 15 04-06-2020 Confidential © Siemens 2020 RC-GB EHS06 Workplaces/Work organisation –
6.5 | Projects/Construction Sites
The ongoing infection risks requires that the number of employees in project/construction settings must be kept to a level that ensures
social distancing via technical and/or organisational measures as identified in local risk assessment. When social distancing cannot be
Description ensured, additional control measures (e.g. PPE) must be applied. Regular cleaning and disinfection (where required) of operating areas
must be performed (for example, machinery, tools, equipment and plant used by several employees) in order to maintain high hygiene
standards.
No Requirements
Where Siemens are in control of a project/construction site (e.g. Principal Contractor), risk assessment must be carried out to determine whether the site can
1 be opened whilst maintaining UK regulatory requirements/Government advice and Siemens internal COVID-19 requirements.
Review & update of Construction Phase Plans, Inductions, Site Rules etc. Consider informing public of social distancing e.g. public walkways crossing site
Where Siemens are a sub/contractor, local risk assessment must determine whether Siemens staff can be deployed in accordance with UK
2 regulatory/internal Siemens requirements (i.e. social distancing).
3 The Construction Leadership Council (CLC) Site Operating Procedures will be applied to all sites.
The existing local measures/restrictions already introduced must continue to be observed, including project/site offices.
4 All measures/restrictions must be continuously monitored and evaluated and adjusted if necessary.
5 Cleaning and disinfection plans for items including machinery, tools, plant and equipment must be established and implemented as per local risk assessment.
Plan with Facilities/Construction Managers regarding increased cleaning/sanitation regimes of welfare facilities, site and security offices
6 Minimise use of portable toilets.
Maintain social distancing between employees (>2m) working on-site. Consider: (but not limited to)
• Flexible work hours, rotation, staggered start/finish (breaks/lunch), distribution to areas with lower occupancy, avoiding F2F working, side by side preferred.
• Controls on pedestrian routes, bottlenecks, enclosed kitchenettes/toilets/changing facilities/corridors/stairs/reception or security desks, Goods-In/Out
7 arrangements..
• Where >2m cannot be maintained, evaluate physical barriers, avoid F2F working, side by side or back to back preferred.
• Reducing the number of people each person has contact with by using ‘fixed teams or partnering’ (so each person works with only a few others)
Page 16 04-06-2020 Confidential © Siemens 2020 RC-GB EHS06 Workplaces/Work organisation –
6.6 | Vehicles
Description Principles to follow when risk assessing the use of vehicles in relation to COVID-19.
No Requirements
Adequate controls must be identified by local documented risk assessment for vehicle use in line with all Government guidelines and applying the hierarchy
1 of risk control (i.e. can travel be eliminated in the first instance).
Social distancing must be maintained in vehicles – vehicles must not be shared if possible and safe to do so (no ride sharing), multi-occupancy vehicles to be
2 avoided. Public transport must avoided for business related travel*
Where social distancing cannot be maintained/not safe to do so: mitigation measures required such as fixed pairing systems for workers, ensuring good
3 ventilation to increase air flow, regular cleaning of the vehicle, possible physical screen in vehicle.
Plan journeys ahead to minimise contact with intermediate locations (e.g. petrol stations, services), ensure drivers have access to toilet facilities during
4 journeys and at destinations.
Use of PPE to be considered; gloves for re-fueling and/or business activities, safe removal and disposal of single-use gloves to avoid contamination once
5 back in vehicle, provide more waste facilities and instruction on how to safely dispose of PPE/wipes etc.
Robust vehicle cleaning regimes to be implemented; wiping down of vehicle hotspots (handles, steering wheel, gear stick, other controls), clear instruction on
6 hand washing/sanitizing (& provision of product), in tandem with cleaning regime for tools and equipment to avoid cross-contamination.
Further/more stringent controls to be considered for shared vehicles (e.g. pool cars/vans, hire cars)
Clear communication and instruction on process(es) to follow, e.g. hand washing technique, avoiding touching face, good respiratory hygiene, cleaning
7 processes, waste disposal process, social distancing, use of gloves/PPE and any other vehicle related risk control processes.
*does not include commuting
Page 17 04-06-2020 Confidential © Siemens 2020 RC-GB EHS06 Workplaces/Work organisation –
6.7 | Working From Home During COVID-19
The HSE guidance has stated that those working at home temporarily do not need to do home workstation assessments. Due to the BEIS
Guidance issued on 11/05/20, it is now apparent that a significant proportion of employees currently working at home will do so on a longer
Description term basis. Siemens recognises it is now appropriate to review home workstation arrangements and requirements below now form the
minimum standard.
No Requirements
Scope: employees who usually work in an office but have been working from home since the beginning of ‘lockdown’. Employees returning to the office at the
1 beginning of June are exempt from this process.
A DSE Self-Assessment must be carried out by all in-scope employees. Business units must provide as a minimum the HSE’s DSE Checklist for completion
2 to ensure the basic requirements of home workstation are met in this intermediate period.
Business units must provide assistance on how to complete the self-assessment for those finding it difficult, and to Line Managers on responding to findings
3 of self-assessments, closure of corrective actions and determining potential equipment needs for individuals.
Business units must clearly communicate the routes of assistance escalation for employees and Line managers to take where further support is required
4 (e.g. EHS practitioners, Occupational Health Referrals).
The results of the assessment may conclude that certain equipment is required. Business units must decide which equipment should be sourced from
5 existing supplies in offices, and what should be procured by exception. Where employees have already been allocated with specialist equipment through
DSE assessment at the office (e.g. chair with additional lumbar support), this equipment must be relocated to the individual’s home.
Business units need to consider consulting Real Estate for the collection or delivery of existing office equipment as sites may have specific occupancy limits
6 and visitor number controls in place to ensure social distancing. If collections by employees are necessary, Real Estate/FM must be consulted to ensure
social distancing can be maintained at site.
Results of the DSE Self-Assessment and subsequent discussion with Line manager may provide an indication on whether an individual needs to return to an
7 office due to ‘home circumstances’ not being suitable for continued working from home (i.e. “home circumstances” as outlined in BEIS Guidance).
The DSE aspect should only be one element of the decision to return an individual to the workplace.
In addition, business risk assessments must cover other working from home hazards such as communications, activity being done, lone working, stress &
8 mental health etc.
Page 18 04-06-2020 Confidential © Siemens 2020 RC-GB EHSCOVID-19 Recovery - EHS Guidance
07 | PPE –
7.1 Mask Rationale
This Covid-19 Recovery EHS Guidance provides details on topics associated with recovery – including masks
This ensures Siemens follows a consistent framework related to :
Description • provision and wearing of masks
• location specific adaptation of mask wearing requirements/recommendations
Key information related to masks:
Wearing masks never diminishes the need to adhere to the Covid-19 basic principles (social distancing, respiratory and hand hygiene). Be aware of
1 complacency.
2 Applicable regulatory and customer requirements must always be followed.
3 Siemens follows a risk-based approach in determining the need to wear a mask (including determining type of mask).
4 If keeping social distancing rules (>2m) cannot be met, hierarchy of risk control must be followed, potentially resulting in masks needing to be worn.
5 Business Unit EHS Leads should continue to use the existing mask/PPE ordering process in place for Siemens UK.
Page 19 04-06-2020 Confidential © Siemens 2020 RC-GB EHSCOVID-19 Recovery - EHS Guidance
7.2 – Face Coverings
A face covering can be very simple and may be worn in enclosed spaces where social distancing isn’t possible. It just needs to cover
Description your mouth and nose. It is not the same as a face mask.
Key information related to :
Wearing face coverings never diminishes the need to adhere to the Covid-19 basic principles (social distancing, respiratory and hand hygiene). Be aware of
1 complacency.
UK Government is now advising that people should aim to wear a face-covering in public enclosed spaces where social distancing is not always possible and
2 they come into contact with others that they do not normally meet, for example on public transport or in some shops.
Wearing a face covering is optional and is not required by law, including in the workplace. If you choose to wear one, it is important to use face coverings
3 properly and wash your hands before putting them on and taking them off.
Where employees wish to wear face coverings in the workplace, they must be informed of safe use. Use of face coverings must not compromise pre-
existing risk controls.
Employees must be informed of the following, as a minimum:
• Wash your hands thoroughly with soap and water for 20 seconds or use hand sanitiser before putting a face covering on, and after removing it
• When wearing a face covering, avoid touching your face or face covering, as you could contaminate them with germs from your hands
3 • Change your face covering if it becomes damp or if you’ve touched it
• Continue to wash your hands regularly
• Change and wash your face covering daily
• If the material is washable, wash in line with manufacturer’s instructions; if it’s not washable, dispose of it carefully in your usual waste
• Practise social distancing wherever possible
Page 20 04-06-2020 Confidential © Siemens 2020 RC-GB EHS08 | Real Estate –
8.1 | Public Areas
It is the objective that at infrastructure owned, rented or leased by Siemens, compliance with social distancing rules during planned
occupancy during the COVID-19 pandemic is ensured by organisational means.
Description A public area can be considered as the entry/egress points of a building, security kiosks/gatehouses, reception areas, concierge, routes
leading to office/operational areas, lobbies, restaurants, cafes etc. This includes in buildings occupied by more than one Siemens
business unit (i.e. Zebra sites) and those shared with non-Siemens businesses.
No Requirements
RE/FM/landlords are responsible for developing and implementing concepts for ensuring that social distancing rules are complied with. Tenants must be informed
and adhere to this process. Rules to be defined per location must take into account simplicity, transparency, and acceptance (common sense) by personnel.
The following practical measures should be considered:
• Density requirements must be defined based on the specific infrastructure unit/location.
• Considering (where appropriate) a flow of pedestrian traffic: labelling of directions up/down in stairways and toward/back in aisles.
1 • Elevators: only one person is allowed to ensure social distancing.
• For break rooms, kitchens, restrooms, meeting rooms, locker rooms, shower facilities, IT bars, terraces, and smoking areas, the maximum allowable number of
simultaneous occupants must be determined and clearly indicated.
• Review of car parking arrangements taking into account increase in use of cars to get to work.
• Gyms/exercise facilities must be temporarily closed until further notice.
• If required (distance, frequency), shielding (for example, polycarbonate shielding) in reception areas, coffee bars, IT bars should be used.
2 Decisions made by RE/FM/landlords and tenants about who takes responsibility for COVID-19-related measures must be defined/clarified locally.
3 RE/FM/Facilities must consult with and support the businesses in implementing social distancing requirements.
Page 21 04-06-2020 Confidential © Siemens 2020 RC-GB EHS08 | Real estate –
8.2 | Cleaning and Disinfection
Surface cleaning and disinfection of areas like floors, desks, tables, door/window handles, switches (such as light, A/C), and handrails
Description are important measures for maintaining high hygiene standards during the COVID-19 pandemic. Hand disinfectant is provided in hot-spot
areas (like main entrances and canteens).
No Requirements Remarks
Minimum requirements
The cleaning and disinfection procedures being practiced in the mitigation/protection phase are continued: For example, cleaning
for cleaning agents,
1 and disinfection protocols should be implemented on a regular daily and evening schedule. Plans should be reviewed (with
disinfectants (surfaces:
cleaning service providers) and adjusted if necessary. This responsibility lies with SRE and site management.
1:100 dilution bleach)
The hand hygiene procedures being practiced in the mitigation/protection phase will continue. Provision/practices should be and hand sanitizers (>
2 reviewed in terms of coverage and availability (with cleaning service providers) and adjusted if necessary. This responsibility lies 60 percent ethanol or
with SRE and site management. Iso-propanol) must be
met.
3 Reference the deep-cleaning requirements in the event of a COVID-19 case or presumed case.
Page 22 04-06-2020 Confidential © Siemens 2020 RC-GB EHS08 | Real estate –
8.3 | Canteens and Restaurant Services
Social distancing rules during planned occupancy during the COVID-19 pandemic must be ensured in restaurant services and canteens
Description by predominantly organisational means.
No Requirements
1 Re-opening of restaurant services and canteens must follow UK regulatory requirements.
Capacity of restaurant services and canteens must be aligned with the number of on-site personnel to ensure that social distances can be maintained:
• Social distancing in on-site traffic areas
• Extended serving hours (to facilitate social distancing)
2 • Assigning defined time slots for dining for specific departments/functions
• Takeaway offerings
• Seating modification (for example, one side of tables only; all facing one direction)
• Using contactless payment methods
3 No open food and beverages associated with offerings like salad bars, dessert bars, freshly squeezed beverages.
4 Employees who do not have the option to eat/drink at their workplace should be given priority access to restaurant services and canteen facilities.
Temporarily (during the COVID-19 pandemic), eating and drinking at the workplace in the office environment (in general, production areas and labs are not
5 included) is allowed.
6 Consider protection of restaurant/canteen personnel through risk assessment (for example polycarbonate shields in cashier areas, food distribution areas).
Page 23 04-06-2020 Confidential © Siemens 2020 RC-GB EHS08 | Real estate –
8.4 | Visitor management
Visitors and delivery service providers, suppliers, contractors, and associated personnel are a potential source of risk with respect to
introducing infection to Siemens employees. In addition, it must be ensured that those external personnel understand the Siemens
Description COVID-19-related internal rules (relevant to them). If applicable, the host should also communicate ahead of time to any visitors if there
are any PPE requirements that must be followed at the site.
No Requirements
Location must define and implement requirements to ensure that visitors and personnel from delivery service providers, suppliers, and contractors:
• Meet site access criteria (e.g. including temperature checks* if in use, questions about travel to foreign countries, contact with confirmed positive cases,
health-related questions)
1 • Are familiar with relevant COVID-19-related on-site rules
• Location-specific procedures may include generation of required records.
• Update visitor inductions with site COVID-19 precautions.
• Consideration of out of hours contractor works.
Hosts must inform security/reception of planned visitors in order to maintain a register of expected visitors.
Hosts must ensure the site-based precautionary measures have been communicated to the visitor ahead of travelling to site.
2 During check-in/security, enhanced measures must be implemented to avoid transmission person to person (e.g. use of polycarbonate screens, social
distancing markings/barriers etc) and via surfaces (e.g. avoidance of signing in books, pens, cleaning of visitor ID badges and lanyards etc).
After entering the premises, visitors, suppliers, and/or contractor personnel should be directed by the host/responsible person. The host/coordinator ensures
that the applicable COVID-19-related requirements are applied. They also ensure that visitors/suppliers and contractor personnel are accompanied to the
3 exit and are checked out.
*If in use determined by BU/site specific risk assessment controls and maintains social distancing requirements, not expected in all settings
Page 24 04-06-2020 Confidential © Siemens 2020 RC-GB EHS09 | Monitoring
9.1 | Epidemiological, Medical, and Political Monitoring
The withdrawal of COVID-19-related restrictions depends on epidemiological progress and future capabilities in treatment, testing, and
Description vaccination; this impacts political decision-making on the national, regional, and local levels. These decisions will trigger organizational
decision-making. It is therefore important to monitor and understand these developments.
No Requirements
The Existing UK COVID-19 Response Team and CMT continuously monitor epidemiological, medical, and political developments and prepare/implement
1 organisational response strategies. They are supported by the Government Affairs function.
Page 25 04-06-2020 Confidential © Siemens 2020 RC-GB EHS09 | Monitoring
9.2 | Medical monitoring (antibody testing)
Antibody testing should identify who has already had a Covid-19 infection and has some immunity to a potential reinfection.
It can support the psychological confidence of individuals returning to work. Currently, the impact of serology testing on recovery is
Description unclear as there is insufficient test data and scientific evidence that would support the conclusion that a positive antibody test result
offers a “carte blanche” in terms of untightening or suspending the COVID-19 principles.
No Requirements
Antibody testing (= serology testing):
1 • Availability (timing, quantities) and cost → expected June 2020
• Validity (specify (>97 percent) and sensitivity (>97percent))
Criteria for testing: Testing must be voluntary. It should be free-of-charge to all employees. Analysis can be conducted by an accredited third-party laboratory.
2 Test priorities for specific functions may be introduced due to availability/test capacity. Have COVID-19 test options in the local area available for employees
(e. g. to support fast track mobilisation of service to entry countries where test result is a pre-requisite for entry clearance).
More test results will increasingly enable Siemens to improve medical consultancy for its employees; in addition, more substantiated and confident
3 conclusions can be drawn about implementing more recovery measures in the future.
Siemens generally will not pursue PCR-based testing to use as intelligence for drawing conclusions about recovery measures. This is solely performed
4 by hospitals and general practitioners to secure a diagnosis. Exceptions will be made in the case of employees who need PCR test results as a prerequisite
for traveling certain Countries, if this is a legal and/or customer requirement.
Page 26 04-06-2020 Confidential © Siemens 2020 RC-GB EHS09 | Monitoring
9.3 | Contact Tracing
NHS Test & Trace forms an essential part of the UK Government’s strategy.
Description Tracing apps are a state-of-the-art tool for identifying COVID-19 contact people and can help to identify chains of infections.
It is expected that there will be an apps provided by UK NHS and multinationals (such as Alphabet, Apple).
No Requirements
Siemens employees must heed any notification to self-isolate from the NHS Test & Trace system. Employees who are contacted by an NHS Test and Trace
1 Advisor and instructed to isolate must inform their Line Manager
Siemens considers tracing apps to be suitable and effective and encourages employees to register and use them. Registering and use is generally voluntary.
2 Exceptions are possible if UK government regulations in future require mandatory use.
3 Siemens IT will publish recommended/trusted apps that can be installed on company devices.
Page 27 04-06-2020 Confidential © Siemens 2020 RC-GB EHS10 | Vaccination
Vaccination is the most effective way to achieve immunity of participating employees to Covid-19. Therefore it is an important tool for
Description knowing when to suspend existing Covid-19 restrictions. It is not currently available, but in active development and expected to be
available potentially in 2021.
No Requirements
1 A comprehensive Covid-19 vaccination programme must be established by Siemens UK. Vaccination will be provided free-of-charge and on a voluntary basis.
Page 28 04-06-2020 Confidential © Siemens 2020 RC-GB EHS11.1 | Business Travel
Description Business travel is an activity during which people are inevitably in close proximity with other people, therefore imposing an increased
infection risk. Due to restrictions (including immigration prohibitions, quarantine regulations), travel becomes more complex to plan and
execute.
No Requirements
As a principal rule, travel must be avoided and substituted by virtual meetings without compromising on the performance of the organisation.
Any travel deemed business critical must be so by documented risk assessment and in compliance with SC 230 (E2E Travel@Siemens).
1 As part of the pre-travel risk assessment, ensure that appropriate contingency planning regarding your health, safety & security is considered. If travelling
overseas this should include business continuity requirements associated with the task or project, e.g. repatriation arrangements in the case of airport and/or
border closures, medical facilities and the ability to self-isolation if you experience symptoms of COVID-19.
As a general rule, employees who fly or rent a car should carry a face covering and sanitising wipes with them and wipe down communal and/or high physical
2 contact areas, to reduce the likelihood of transferred infection through touch. Avoid public transport and use individual means of transportation (car). If
travelling by car, you must travel alone to maintain social distancing of >2m.
Upfront awareness of immigration requirements for destination country and return requirements for Country of origin (entry prohibitions, quarantine
3 requirements): for example, using data from Foreign and Commonwealth Office , Siemens GM SEC Travel Security and the Business Travel
Assessment Tool (BTAT)
4 Before travelling, ensure that the host or the customer is consulted to confirm any specific requirements or temporary restrictions that may affect your trip.
UK Government is now advising that people should aim to wear a face-covering in public enclosed spaces where social distancing is not always possible and
5 they come into contact with others that they do not normally meet, for example on public transport or in some shops.
6 Overnight stays must be logged centrally by using the SAP Concur and ensuring the accommodation meets social distancing guidelines by UK government.
7 For private travel, we recommend similar procedures.
Page 29 04-06-2020 Confidential © Siemens 2020 RC-GB EHS11.2 | Entering or Returning to the UK
Due to new Covid-19 restrictions in force from 8th June 2020, entering the UK has become more complex to plan and execute for both
Description residents and visitors.
No Requirements
It is the responsibility of each business host to inform workers coming into the UK of the enhanced requirements below and to ensure all requirements are
1 being followed. It is also the responsibility of the host to check on the health of each individual prior to them travelling.
All persons (residents and visitors) entering the UK borders* are required to fill in an online form to provide your journey and contact details before you travel.
2 The form can be found here. Evidence of the form completion may be required at the border.
All persons (residents and visitors) will be required to self isolate* (at home for residents and at the place you are staying for visitors) for 14 days. Exceptions
3 are allowed for certain workers (see 4 below).
A list of those workers who are not required to self isolate can be found here. However a personal company headed letter will be required to be carried by the
4 exempted individual. Details and a template are attached as an Appendix to this document.
If anyone is feeling ill with symptoms of Covid-19 during the travel to the UK let the staff, crew or captain of the train/ boat/ bus or plane know and they will
5 advise of your actions required at the destination.
6 Upon arrival in the UK public transport should be avoided and be used as a last resort with a mouth and nose face covering.
*apart from Ireland, Channel Islands and the Isle of Man
Page 30 04-06-2020 Confidential © Siemens 2020 RC-GB EHS12 | Face to Face meetings
Face to face meetings present a risk of transmission because social distancing cannot always be ensured to the extent required.
Description Face to face meetings should therefore be avoided as a general rule. Instead, virtual technology should be used.
No Requirements
Requirements for face to face meetings are described in COVID-19 Prevention Principles
• Social distancing (> 2 m) is required
1 • Individual hygiene rules are applied by each meeting participant (no handshakes, coughing/sneezing in elbow, proper hand hygiene)
• Preventative measures for public areas are in place
• Meeting participants are notified of specific preventative measures
2 If face to face meetings/training/workshops are not avoidable, all applicable COVID-19 principles must be followed.
Page 31 04-06-2020 Confidential © Siemens 2020 RC-GB EHS13 | Training and Awareness
During the COVID-19 pandemic, clear and comprehensive information and / or training for employees, managers, contractors, and
Description visitors must be ensured. This supports the acceptance and implementation of the established measures. UK-specific regulations must
be complied with.
No Requirements
Inform and train on upcoming strategies, guidance contents, and important topics such as use and handling of masks, responsible behavior, and general
1 rules (such as COVID-19 Prevention Principles).
Suitable and available communication channels and media, including screens, print media (sets of slides, notices and handouts, posters, table talkers), social
2 media (Yammer with Q&As, intranet), e-mail, virtual meetings should be used.
3 Use of ready-to-use information collateral for the public from official and acknowledged institutions (like PHE, HSE, WHO, CDC) is recommended.
4 Consider potential involvement of Employee Councils/Committees where necessary.
Page 32 04-06-2020 Confidential © Siemens 2020 RC-GB EHS13 | Emergency Management
Description Emergency arrangements updates due to COVID-19.
No Requirements
Review and update emergency plans/procedures to ensure social distancing requirements can be maintained wherever safe to do so (e.g. spacing out
1 muster points, consideration of staff numbers). Even for non-H&S related emergency events, social distancing still needs to be maintained.
Review number of incident management personnel (e.g. first aiders and fire/emergency marshals) available after reduced occupancy to ensure there is
2 adequate coverage.
Update first aid procedures and fire/emergency marshal procedures in line with social distancing and other COVID-19 precautionary requirements and
3 ensure staff are adequately trained in any additional controls required.
Page 33 04-06-2020 Confidential © Siemens 2020 RC-GB EHSContact Details
Louise Harry
Director of EHS
Phone: +44 (0)7921 242215
E-mail: louise.harry@siemens.com
siemens.com
Page 34 04-06-2020 Confidential © Siemens 2020 RC-GB EHSAppendix Page 35 04-06-2020 Confidential © Siemens 2020 RC-GB EHS
You can also read
