f01.justanswer.com · Web viewHSEQ INTEGRATED MANAGEMENT . MANUAL. HSEQ . INTEGRATED MANAGEMENT SYSTEM. Manual. Document No. FT-FM-0008. Issue Date. 09/04/2019. Page. 1 of 1. Revision

Staff Survey Tool

Contents1.Purpose22.IMS Scope23.Integrated Management System requirements34.Policies35.Management Commitment36.Responsibilities47.IMS Outline and Descriptions47.1Context of the Organisation47.2Hazard and Risk Assessment47.3Determine Legal Obligations57.4Objectives and Targets57.5Document Control67.6Customer Focus / Satisfaction67.7Contractor and Supplier Management77.8Audits & Inspections77.9Management Review77.10Continual Improvement8Appendix A – IMS Relationship Table9

1. Purpose

The [Insert] Integrated Management Systems (IMS) overview manual has been written to provide the necessary information, advice, recommendations and instructions.

The objective of the IMS is to establish the strategy for the implementation of best practice processes and operations throughout its business. This strategy has been developed to ensure that all activities and services provided by or performed within, [Insert] are conducted in a safe, efficient and consistent manner.

The effectiveness of the IMS can be viewed by but not limited to:

· Compliance with applicable rules, regulations, standards, codes and guidelines to which the company subscribes;

· Mitigation of both business and operational risks;

· Safeguarding safety and well-being of employees;

· Customer satisfaction;

· Operational improvements;

· Protection of the environment;

· Public safety, as users of our services; and

· Community and public perception.

The procedures, work instructions, forms, checklists and operational prompts that document our system are an expression of the collective knowledge. As much as possible, how we do our business will be built into our procedures and be supported by checklists, operational prompts and training. Forms and checklists are the means by which we are able to prove that we have complied with our system.

2. IMS Scope

The scope of the integrated management system (IMS) is applicable to [Insert]

This system has been developed in-line with the requirements of the following standards:

· ISO 9001:2015 Quality Management Systems

· ISO 14001:2015 Environment Management Systems

· ISO 45001:2018 Safety Management Systems

This has also included consideration for external and internal issues and the requirements of relevant interested parties that shape our organisational context, and the delivery of services.

Exclusions:

The following clauses from the standard are not considered relevant and therefore excluded from the IMS:

· ISO 9001:2015 - 8.3 Design and Development of Products and Services

· ISO 9001:2015 – 7.1.5.2 Measurement Traceability

3. Integrated Management System requirements

The IMS is designed to meet the requirements of several management procedures and codes, as well as legal requirements and company objectives.

4. Policies

The organisations commitment to systematically managing the integrated management system (IMS) is endorsed by the businesses Directors and is applied throughout the business.

· Quality and Health, Safety & Environment management policies distributed and displayed throughout the operations;

· The policies are communicated to all employees;

· The policies displayed clearly states management’s commitment to improving performance and compliance to relevant legislation; and

· Management are committed to continual improvement with a focus of customer satisfaction and a reduction of incidents and accidents.

5. Management Commitment

The Directors, together with the management team, is responsible for providing the overall leadership and values of the company. The management team is also responsible for policy development, providing the necessary resources required to operate the IMS, for ensuring the effective implementation and for taking timely action on any identified deficiencies.

6. Responsibilities

Management shall implement the Company policies and shall establish, and monitor programmes aimed at the continuous improvement of performance. The responsibility, authority and inter-relation of those personnel charged with the implementation of the IMS shall be defined. Appropriate IMS support resources shall be available to assist line management to discharge its responsibilities.

This shall be identified from the following but not limited to:

· Organisation chart;

· Position descriptions;

· IMS Compliance plan;

· Internal management system audits undertaken by third parties;

· External management system audit undertaken by accredited organisations; and

· Annual IMS Management review

The business may also obtain IMS advise and/or support from competent persons (Internally or externally).

7. IMS Outline and Descriptions7.1Context of the Organisation

The IMS was developed in conjunction with the external and internal issues which were relevant to its purpose and that affect its ability to achieve the intended outcomes. To assist in identifying these issues the following analyses are undertaken:

· Interested Parties

· Risks and Opportunities

· Strengths, Weakness, Threat and Opportunities (SWOT)

· Political, Economic, Social, Technology, Environmental and Legal (PESTEL)

These analyses are considered as a ‘live documents’ and identified actions are reviewed updated on a regular basis.

7.2Hazard and Risk Assessment

Risk management is an integral part of [Insert] practices, applied at strategic, organisational and operational levels. Risk management at [Insert] is based on prioritising the elimination of foreseeable risks, or where this can’t be achieved, applying risk controls to minimise risk as low as reasonably practical (ALARP).

Hazards relating to the business’s activities, processes, products or services may be identified as part of completing, or during the review of:

· Workplace inspections;

· HSE Conversations/Observations;

· Stakeholder input, surveys, direct feedback from employees, contractors, or other relevant persons;

· Incident reporting processes e.g. accidents, near misses and hazards;

· Risk assessments, safe work method statements (SWMS) and risk registers;

· Environmental impact/aspect registers;


· External management system audit undertaken by accredited organisations;

· Relevant legislation, code of practices or standards; and

· Consultation with regulators, industry partners or via industry forums / HSE alerts.

The Company’s hazard and risk management process is further documented in the Hazard and Risk Management Plan which includes the following:

· Risk evaluation process – Hazard identification, analysis and assessment, evaluation and controls, control effectiveness, post evaluation control and risk treatment;

· Monitoring and review processes;

· Management of change; and

· Company risk matrix including the likelihood and consequence descriptors.

7.3Determine Legal Obligations

The Directors will co-ordinate the identification and review of current applicable laws and other pertinent requirements relevant to both office and project related activities that [Insert] undertake.

This identification process will include a review of the relevant acts, regulations, licences, permits, etc. Sources of information used to identify requirements which may include:

· Relevant HSE laws, regulations and policies;

· Licences, permits, approvals and consents including commitments made in referrals, environment and social impact assessment (ESIA’s) and documentation provided to the authorities to obtain these consents;

· Relevant industry standards, codes of practice and applicable guidelines;



· Third party services provided by HSE professionals; and

· Subscriptions to relevant regulators i.e. Worksafe, Standards of Australia, EPA;

Relevant legislation has been identified and can be accessed in the legislation register which is also reviewed on a periodic basis in-line with the IMS Compliance plan.

7.4Objectives and Targets

The Company has established objectives and targets which are documented in the HSEQ Objectives and Targets. The HSEQ objectives and targets are measurable, achievable and establish the approach to managing and improving HSE performance.

Performance against these objectives and targets are monitored through various methods which may include:

· Executive management meetings;


· Annual IMS Management review;

· Internal management system audits undertaken by third parties; and

· External management system audit undertaken by accredited organisations.

7.5Document Control

All documentation and data applicable to the IMS shall be as far as practicable be standardised and controlled in accordance with the document control procedure.

All documents and data that form part of the system shall be:

· legible;

· uniquely identified;

· maintained in an orderly and accessible manner; and

· Retrievable (previous versions).

The IMS is an electronically produced word processing system of documents which is copied and available to relevant employees in a read only format. All documents, procedures, forms, etc. which comprise the IMS may be printed off but are uncontrolled copies.

IMS documents are version and data controlled all hard copies must be verified against the documents on the IMS site for validity.

Where required records shall be maintained and shall be accessible to appropriate personnel, storage shall be secure and safe. All records shall be accurate and legible and must be complete in every detail.

7.6Customer Focus / Satisfaction

In line with the company’s policies, it is [Insert] objective to provide customers with the level of service they require by identifying their needs and meeting them with the aim of enhancing customer’s satisfaction. They shall ensure that there are effective arrangements in place for communicating with customers in relation to:

· Service delivery;

· Enquiries and contracts including changes and amendments; and

· Customer feedback, including customer complaints.

One of the measurements of the performance of the IMS is that the company shall monitor information relating to the customer’s perception as to whether their requirements are being met and the level of customer satisfaction.

The Company shall liaise with the customer to ensure that the specified requirements are properly understood and can be met as part of the management process relevant to the specific project.

There are a number of methods in which are currently utilised to monitor the customers perceptions of the degree to which their needs and expectations have been fulfilled:

· Client feedback forms;

· Internal audit project review criteria;

· Post-delivery project review criteria;

· Complaints and compliments;

· Non-conformance and incident reporting;

· Schedule of deliverables;

· Monthly executive and Management team meetings; and

· Annual IMS Management reviews;

7.7Contractor and Supplier Management

Contractors and supplier’s performance shall be re-evaluated on an annual basis and a decision is to be made whether they’ll continue being engaged by the business.

This is undertaken in the supplier evaluation spread sheet which includes the following criteria:

· Safety performance (Incidents);

· Environment performance (Incidents);

· Insurances (Public liability, professional indemnity and workers compensation);

· Certifications (Quality, Safety and Environment);

· Service level agreements (SLA);

· Performance of services; and

· Competitive pricing.

7.8Audits & Inspections

To ensure compliance with [Insert] IMS and relevant legislative requirements, the following may be undertaken but not limited to:



· HSE Observations;

· HSE Office inspections;

· Internal project audits & reviews; and

· HSE audits undertaken by third party professionals (Project specific as required)

An audit schedule shall be developed and tracked in the IMS Compliance plan.

7.9Management Review

Senior management shall review the effectiveness of the IMS on an annual basis with the outcomes documented. This forms an integral part of the on-going planning of the business to ensure continuous improvement and assist in identifying gaps/improvements which require attention.

The systems reviews will be undertaken in-line with the following standards requirements:

· ISO 9001:2015 - Quality Management systems;

· ISO 45001:2018 – Occupational Health & Safety Management systems; and

· ISO 14001:2015 – Environment Management systems.

Example of content which will be covered in the review:

The status of actions from previous management reviews;

Changes in external and internal issues that are relevant to the quality, safety and environment management systems;

Information on the performance and effectiveness of the quality, safety and environment management systems;

Customer satisfaction and feedback from interested parties;

The extent to which quality, safety and environment objectives have been achieved;

Process performance and conformity of products and services;

Nonconformities and corrective actions;

Monitoring and measurement results;

Audit results – internal and external;

The performance of external providers;

the needs and expectations of interested parties, including compliance obligations; and

Consultation and participation of workers.

The adequacy of resources;

Review of the Policies;

The effectiveness of actions taken to address risks and opportunities; and

Opportunities for continual improvement.

7.10Continual Improvement

The IMS is based on Schewart’s ‘Plan, Do, Check, Act’ (PDCA) cycle and includes systems and responsibilities for achieving predetermined levels of continuous improvement.

It is necessary to identify ‘critical to business’ improvements as part of the ongoing viability of [Insert]. Continual improvement is established on a risk and value basis which is matched to our ability and resource to achieve such improvements.

There are various processes implemented to ensure continual improvement, but not limited to:

· Internal management system audits undertaken by third parties (As required);


· Annual IMS Management reviews;

· Executive management and team meetings;


· HSEQ Objectives & Targets

· HSE Observations;

· HSE Office inspections;

· Internal project audits & reviews; and

HSEQ INTEGRATED MANAGEMENT

MANUAL

HSEQ INTEGRATED MANAGEMENT SYSTEM

Manual

· HSE audits undertaken by third party professionals (Project specific as required)

Document No

FT-FM-0008

Issue Date

09/04/2019

Page

1 of 1

Revision No:

1

Any printed copy of this document is only current on the day printing and thereafter is to be verified before use. The controlled version of this document is available on the shared drive. Date printed 5/5/2017 10:14:00 am

Document No

FT-FM-0008

Issue Date

09/04/2019

Page

1 of 1

Revision No:

1


Appendix A – IMS Relationship Table

Clause

Standard

Requirement

Reference

4

9001

14001

45001

Context of the Organisation

4.1

Understanding the organisation and its context

Context analysis spreadsheet (Interested parties & PESTEL analysis)

4.2

Understanding the needs and expectations of interested parties

Context analysis spreadsheet (Interested parties analysis)

4.3

Determining the scope of the Quality management system

Determining the scope of the OH&S management system

Determining the scope of the Environment management system

IMS Overview Manual – Section 2 (IMS Scope)

Context analysis spreadsheet (Interested parties analysis)

4.4

Quality management system and it's processes

OH&S management system

Environmental management system

[Insert – Process maps]

5

9001

14001

45001

Leadership

5.1

Leadership and commitment

IMS Overview Manual – Section 5 (Management commitment)

5.1.2

Customer Focus

IMS Overview Manual – Section 7.6 (Customer focus / satisfaction)

5.2

Establishing and Communicating the Quality Policy

OHS Policy

Environmental Policy

IMS Overview Manual – Section 4 (Policies)

HSE Management Plan – Section 3 (Policies)

Quality Policy

Health, Safety and Environment Policy

Annual Management Systems review

5.3

Organizational roles, responsibilities and authorities

IMS Overview Manual – Section 6 (Responsibilities)

IMS Overview Manual – Appendix A (IMS Responsibility table)

HSE Management Plan – Section 5.2 (Organisation roles and responsibilities)

Organisation Chart

Position Descriptions

5.4

Consultation and participation of workers

HSE Management Plan – Section 5.6 (Communication and consultation)

Monthly team and Director meetings

Internal HSE newsletters/emails

HSEQ notice board

Induction & Training sessions

6

9001

14001

45001

Planning

6.1.1

General – Actions to address risks and opportunities

Context analysis spreadsheet (Risk and Opportunities)


IMS Overview Manual – Section 7.1 (Context of the organisation)

6.1.2

Environmental Aspects

HSE Management Plan – 5.9 (Environmental Aspects and Impacts)

Environmental Management plans (Project specific)

Risk Management Plan

HSE Risk Register

6.1.2.1

Hazard identification and assessment of risks and opportunities

IMS Overview Manual – Section 7.2 (Hazard and risk assessment)

HSE Management Plan – Section 5.3 (Risk and hazard identification, assessment and control)

Hazard and Risk Management Plan 4.2 (Hazard identification)

Emergency Management Plan

Risk/Hazard registers (Project specific)

HSE Risk Register

Incident and non-conformance form

HSE Job Observation Checklist

HSE Office Checklist

Corrective Action Register

Safe Work Method Statement (SWMS)

Internal/External Audits

Monthly Team meetings

6.1.2.2

Assessment of OH&S Risks to the OHS Management system




6.1.2.3

Assessment of OH&S Opportunities to the Management system




6.1.3

Determination of legal requirements and other requirements

Compliance Obligations

IMS Overview Manual – Section 7.3 (Determine legal obligations)

HSE Management plan – Section 5.8 (legal and other obligations)

Legislation register

Subscriptions to relevant regulators i.e. Worksafe, Standards of Australia, EPA

Internal and external management system audits undertaken by third parties

6.1.4

Planning action

IMS Compliance Plan

Monthly Executive Management Meetings

Annual Management Systems Review


Emergency Drill Log


6.2.1

Quality objectives

OH&S objectives

Environmental Objectives

IMS Overview manual section 7.4 (Objectives and Targets)

HSE Management plan – Section 5.1 (Health, Safety and Environment objectives and targets)

Health, Safety and Environment Policy

HSEQ Objectives and Targets

IMS Compliance Plan


Monthly Director meetings

6.2.2

Planning actions to achieve objectives

·

6.3

Planning of changes


Monthly Director and team meetings

Communications i.e. emails, noticeboard etc.

IMS Compliance plan

7

9001

14001

45001

Support

7.1.1

7.1

Resources

IMS Overview Manual – Section 6 (Responsibilities)

HSE Management Plan - Section 5.2 (Organisational roles and responsibilities)

Director - Position Description

Organisation Chart

Annual Management systems review

Monthly Director Meetings


7.1.2

People

IMS Overview Manual – Section 5 (Management commitment)

Director – Position Descriptions

Organisation Chart


Monthly Director Meetings


7.1.3

Infrastructure



Context analysis spreadsheet (Interested parties, SWOT, PESTEL, Risks and Opportunities)

7.1.4

Environment for the operation of process


Monthly staff meetings


Context analysis spreadsheet (Interested parties, SWOT, PESTEL, Risks and Opportunities)

Project resourcing and utilisation chart

Quarterly social activities

7.1.5.1

Monitoring and measuring – General

Project resourcing and utilisation chart

Schedule of deliverables spreadsheet

Internal project audit criteria

IMS Compliance plan

Client progress reports (Project specific)

7.1.5.2

Monitoring and measuring – Measurement traceability

Not required – Excluded from Scope

7.1.6

Operational Knowledge

Lessons learnt database

Internal project audit criteria

Client feedback forms


Monthly Team meetings

7.2

Competence

HSE Management plan – Section 5.5 (Training, competency and induction)

Qualifications and skills matrix

Company induction checklist

Site safety induction (Project/site specific)

7.3

Awareness

Company induction checklist

Monthly Director and team meetings

Company noticeboard

7.4.1

Communication – General

HSE Management plan – Section 5.6 (Communication and consultation)

Monthly Director and Team meetings

Internal Company HSE emails and newsletters

HSEQ notice board

Annual Management systems reviews

Client meetings (Project specific)

Company and external safety inductions and training

7.4.2

Internal communication

7.4.3

External communication

7.5.1

Documented information – General

IMS Overview Manual – Section 7.5 (Document Control)

7.5.2

Creating and updating

7.5.3

Control of documented information

8

9001

14001

45001

Operation

8.1

8.1.1

Operational planning and control – General

IMS Overview Manual

8.1.2

Eliminating hazards and reducing OH&S risks

HSE Management plan – Section 5.3 (Risk & Hazard identification, assessment and control)

Hazard and Risk Management Plan – Section 4.4 (Evaluate and Control)

HSE Hazard Register

Incident and Non-Conformance form

8.1.3

Management of change

HSE Management Plan – Section 5.6 (Communication and Consultation)

HSE Management Plan – Section 5.7 (Management of change)


Internal Company HSE emails and newsletters

HSEQ notice board


Client meetings (Project specific)

8.1.4.1

Procurement

HSE Management Plan – Section 5.14 (Subcontractor / Consultant Procurement)


Annual management systems reviews

Supplier evaluation and re-evaluation matrix

Project group meetings

Client meetings and/or progress meetings

8.1.4.2

Contractors

HSE Management Plan – Section 5.14 (Subcontractor / Consultant Procurement)






8.1.4.3

Outsourcing

HSE Management Plan – Section 5.15 (Supervision and Management of Contractors and Suppliers)






8.2.1

Customer communication

IMS Overview Manual – Section 7.6 (Customer Focus / Satisfaction)


Internal audit project review criteria

Post-delivery project review criteria

Complaints and compliments

Non-conformance and incident reporting



8.2

Emergency preparedness and response

HSE Management Plan – Section 5.13 (Emergency Management and First Aid)


Office Emergency Evacuation Drill log

IMS Compliance plan

Qualifications and Skills Matrix

HSE Office inspection checklist

HSE Hazard Register

Induction Summary

8.2.2

Determining the requirements for products and services

Client Scope of service / contract

QMP - [Insert process]

8.2.3

Review of the requirements for products and services









8.2.4

Changes to requirements for products and services



Project management process (Variations)


8.3.1

Design and development of products and services - General


8.3.2

Design and development planning


8.3.3

Design and development input


8.3.4

Design and development controls


8.3.5

Design and development outputs


8.3.6

Design and development changes


8.4.1

Control of externally provided processes, products and services

IMS Overview manual – Section 7.7 (Contractor and Supplier management)



IMS Compliance plan

8.4.2

Type and extent of control







8.4.3

Information for external providers

Contractor Scope of service / contract




8.5.1

Control of production and services provision








Schedule of deliverables

8.5.2

Identification and traceability





8.5.3

Property belonging to customers and external providers

Internal IT systems – Overseen by third party provider

8.5.4

Preservation

Project Deliverables

IT system file structure - Project data

8.5.5

Post-delivery services



8.5.6

Control of changes

QMP - [Insert process] i.e. Project variations

8.6

Release of products and services

QMP - [Insert process] i.e. Release progress and final reports

8.7

Control of nonconforming outputs





9

9001

14001

45001

Performance Evaluation

9.1.1

Monitoring, measurement, analysis and evaluation – General

Annual Management system reviews




HSE Observation forms

Incident and Non-Conformance forms

HSEQ Objectives and Targets

Internal and External audits

9.1.2

Customer satisfaction

Evaluation of compliance

IMS Overview Manual – Section 7.6 (Customer Focus / Satisfaction)




Complaints and compliments

Non-conformance and incident reporting

Monthly executive and Management team meetings



9.1.3

Analysis and evaluation

Annual IMS Management reviews

Context Analysis spreadsheet (Risks and Opportunities)

Corrective action register







9.2.1

Internal audit – General

IMS Overview manual – Section 7.8 (Audits and Inspections)

HSE Management Plan – Section 5.12 (Audits and Inspections)

Internal project audits and reviews

IMS Compliance plan (Internal audit schedule)

9.2.2

Internal audit programme

IMS Overview manual – Section 7.8 (Audits and Inspections)

HSE Management Plan – Section 5.12 (Audits and Inspections)

Internal project audits and reviews

IMS Compliance plan (Internal audit schedule)

HSE Objectives and Targets


9.3

Management review


IMS Overview manual – Section 7.9 (Management Review)

HSE Management Plan – Section 5.16 (HSE Management Systems Review)

9.3.2

Management review inputs

9.3.3

Management review outputs

10

9001

14001

45001

Improvement

10.1

General

Context analysis spreadsheet (Interested parties, SWOT, PESTEL, Risk & Opportunities)

Executive Management and team meetings

Lessons learnt database


10.2

Incident, nonconformity and corrective action

HSE Management Plan – Section 5.4 (Incident, Hazard and Near Miss reporting)

Risk Management plan

Incident and Non-Conformance form


Executive management and team meetings

10.3

Continual improvement

IMS Overview Manual – Section 7.10 (Continual Improvement)

External and internal management system audits


Executive management and team meetings

IMS Compliance plan

HSEQ Objectives & Targets

HSE Observation forms

HSE Office inspection checklists

Internal project audits & reviews

HSE audits (Project specific as required)

IMS Overview Manual

Forms / Checklists

Standard Operating Procedures

Company Policies

System Management Procedures

Records

Document No

FT-FM-0008

Issue Date

09/04/2019

Page

1 of 1

Revision No:

1


f01.justanswer.com · Web viewHSEQ INTEGRATED MANAGEMENT . MANUAL. HSEQ . INTEGRATED MANAGEMENT SYSTEM. Manual. Document No. FT-FM-0008. Issue Date. 09/04/2019. Page. 1 of 1. Revision

Documents