IMS Procedures 2005 Print

8/11/2019 IMS Procedures 2005 Print

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ITD CEMENTATION INDIA LTD

INTEGRATED M ANAGEMENT S YSTEMP ROCEDURES


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INTEGRATED M ANAGEMENT S YSTEM P ROCEDURES P ROCEDURE P- 1

Version 1.0 Page 1 of 6

ITD Cementation India Ltd

P ROCEDURE P-1 : CONTROL OF DOCUMENTS

VERSION NO . 1.0

ISSUE D ATE 1 J ULY 2005

APPROVED BY

DIRECTOR & GENERAL M ANAGER OPERATIONS


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1.0 P URPOSE

The purpose of this procedure is to ensure that all documentation of IntegratedManagement System including externally originated documents are controlled.

2.0 S COPE

This procedure covers all documentation prepared for defining IntegratedManagement System.

3.0 R ESPONSIBILITY

Direct responsibility for implementation & maintenance of this procedure shall be asfollows:

a) IMS Apex Manual andProcedures

Document controller at BU

b) Project specific IMS documentsincluding Quality / Environment/ Safety Plan

Respective Project In Charge

c) Externally originateddocuments

At Project Site

At offices other than ProjectSites

Project In Charge

Document Controller / Respective HOD

4.0 D EFINITION

1 st level document IMS Apex Manual

2nd level document IMS Procedures (including Data Sheets, Formats forRecords / Tags / Labels / Placards)

3 rd level document Operational Control Procedures

Externally originatedDocuments

All Standards / Codes / Legal Acts referred in IMS or incontract for use as reference documents.

Annexure This document to be used as reference guidelines forpreparation & maintenance of project specific Quality /Environment / Safety Plan. These shall also betreated as externally originated document fordocument control purpose. This contains followingtypes :

a) Various Data Sheets defining process &inspection parameters.


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For any amendment in the IMS Apex Manual and Procedures, the version shall beincremented by 1.0 to denote the amendment status. This exercise will be carriedout in the month of December every year. Status of amendments shall be recordedin R - 1/1 and shall be maintained at office of MR.

For any amendment in Quality / Environment / Safety Plan, the version shall beincremented by 1.0 to denote the amendment status. Status of amendments shallbe recorded in R-1/1 and shall be maintained at office of Project In Charge.

One softcopy copy of the obsolete IMS Apex Manual and Procedures shall bemaintained in the server in user area of MR and also a back up in CD shall be

maintained.

Obsolete version of Quality / Environment / Safety Plan shall be stampedObsolete and shall be retained in the office of Project In Charge till projectcompletion.

Latest standards shall be procured and the obsolete ones shall be replaced. A copyof the obsolete standards/ documents of external origin shall however bemaintained.

IMS records shall be maintained as per formats given in the document. However ifthe format(s) other than that given in this system documents is followed, the same

shall be included in the Quality / Environment / Safety Plan of that site.

6.0 C ROSS REFERENCES IMS Manual: Section 4.4

7.0 R ECORDS R 1/1: Amendment status record

8.0 R ECORDS A VAILABILITY R 1/1: Document controller for IMS Apex Manual and Procedures

: Project In Charge for Quality, Environment, Safety & Health Plan

9.0 R ECORD RETENTION As per procedure P-2


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D ATA S HEET - DS 1/1 : DOCUMENT NUMBERING S YSTEM

1.0 A BBREVIATIONS

IMS - Integrated Management System ManualP - ProcedureOCP - Operation Control ProcedureDS - Data SheetR - Specimen Record formatTL / CB / WS - Tag - Label / Caution Board / Warning Sign*

* These are used to identify status at a particular given time. These should not beconsidered as Quality / Environment / Safety records and need not be preservedas these are destroyed after the purpose is served.

2.0 B ASIS FOR NUMERICAL CODES

Each Procedure has unique identification number. Procedure number should startwith the procedure abbreviation P followed by a serial number.

Work Instruction, Data Sheet, Record, Tag - Label shall be numbered in thefollowing sequence

a) Abbreviation of the document followed by ' - 'b) Serial No of the document followed by ' / 'c) Serial No of the Procedure or abbreviation of Apex manual where this is

referred.

For specimen format specific to a Project / Site, which are not identical to thestandard formats, the Record numbering shall be as follows: R / Code No. /Relevant Procedure No. The code No. may be alphabetical, numeric oralphanumeric. The same numbering system shall be followed for DS, OCP, TLetc.

3.0 E XAMPLES OF THE NOMENCLATURE For example, procedure number for Marketing & Proposal is P-6, where P standsfor procedure & '6' is the serial number of the procedure.

Data sheet number 1 for Marketing & Proposal Procedure shall be as DS-1/6,where, in sequence, 'DS' stands for Data Sheet, 1 is the serial number of the DataSheet given in the Procedure, '6' is procedure serial No. Same method shall befollowed for the numbering of OCPs and Record.


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RECORD R 1/1 : A MENDMENT S TATUS RECORD

Sr.No.

Section Amended

VersionNo.

VersionDate

Details of Amendment


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P ROCEDURE - P-2 : CONTROL OF RECORDS

VERSION NO . 1.0


APPROVED BY



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A list of records referred in specific Quality / Environment/Safety Plan for individualsite along with its custodian shall be maintained by Project In charge.

6.0 C ROSS REFERENCES IMS Manual : Section 4.5


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D ATA S HEET - DS 1/2 : P ARTICULARS OF RECORDS

Sr.No.

RecordNo

Title Of Record Form/Register

Originator Location Frequency ofRecord

Generation

Custodian RetentionPeriod

1 1/IMS Pi Record Form ManagingDirector

Corporate Once a Year HODEngineering

Permanent

2 1/1 Amendment StatusRecord

Form M R Corporate Once a Year DocumentController

Permanent

3 1/3 Environmental Risk Assessment Register(For Routine And Non-Routine Activities)

Form ERACoordinator

Project/Depot/office

Once in SixMonths

Project InCharge/Depot

Head/BU Admn Head

ProjectCompletion/

1 Year

4 2/3 Environmental Risk Assessment Register(For PotentialEmergency Conditions )

Register ERACoordinator


Once in SixMonths


Head/ BU Admn Head

ProjectCompletion /

1 Year

5 3/3 Analysis Of SignificantEnvironmental AspectsFor ImprovementProgrammes

Form ERACoordinator


Once in SixMonths


Head/ BU Admn Head

ProjectCompletion /

1 Year

6 1/4 IMS Legislation Matrix Form CorporateHead

Environmentand

CorporateHead Safety

Corporate Once a Year Project InCharge /

Depot Head

ProjectCompletion /

3 Year

7 1/5 Improvement

Programme Details

Form Safety &

Env. Officer

Project/

Depot/office

Once a Year Project In

Charge/Dept Head /

BU AdmnHead

Project

Completion /3 years

8 1A/6-BU I

Preliminary TenderSummary

Form ManagerEstimation

BU office As and whenrequired

ManagerEstimation

1 Year

9 1B/6-BU II




ManagerEstimation

1 Year

9 1C/6 BU III




ManagerEstimation

1 Year

10 2/6 Enquiry / TenderRegister

Register ManagerEstimation

BU Office As and whenrequired

ManagerEstimation

Permanent

11 3/6 New Award Record Form ManagerEstimation

BU Office As and whenrequired

ManagerEstimation

1 Year

12 1/7 Review & VerificationPlan For Design

Form HODEngineering

BU office Once inbeginning of

project

HODEngineering

ProjectCompletion

13 2/7 Input & Output Analysis Form HODEngineering

BU Office Once inbeginning of

project

HODEngineering

ProjectCompletion

14 3/7 Design ConsultantPerformance Record

Form HODEngineering

BU Office Once inbeginning of

project

HODEngineering

ProjectCompletion

15 1 / 8 Purchase Order Form HODPurchase /

Purchase InCharge

BU Office/Project

Site

As and whenrequired

HODPurchase /

Purchase InCharge

3 Years

16 2 / 8 Questionnaire ForVendor / Supplier

Form HODPurchase /

Purchase InCharge

BU Office/Project

Site

Once in SixMonths

HODPurchase /

Purchase InCharge

Projectcompletion

17 3 / 8 List Of ApprovedVendors

Form HODPurchase /

Purchase InCharge

BU Office/Project

Site

Once in SixMonths

HODPurchase /

Purchase InCharge

Projectcompletion


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Sr.No.

RecordNo



Generation


18 4/8 Emergency PurchaseDocument

Register HODPurchase /

Purchase InCharge

ProjectSite

As and whenrequired

HODPurchase /

Purchase InCharge

3 Years

19 5/8 Record Of VendorEvaluation

Form HODPurchase /

Purchase InCharge

BU office Once in SixMonths

HODPurchase /

Purchase InCharge

Projectcompletion

20 6/8 Purchase Register Register Purchase InCharge

ProjectSite

As and whenrequired

Purchase InCharge

Projectcompletion

21 1/10 Weekly/MonthlyProgress Report

Form EngineerPlanning

ProjectSite

Once a Week HODPlanning

Projectcompletion

22 -- Quality Plan -- Project InCharge

ProjectSite

Once in thebeginning

Project InCharge

Projectcompletion

23 .. Environment Plan -- Project InCharge

ProjectSite


Project InCharge

Projectcompletion

24 .. Safety Plan -- Project InCharge

ProjectSite


Project InCharge

Projectcompletion

25 1/11 Plan For Construction Activities

Form Project InCharge

ProjectSite


Project InCharge

Projectcompletion

26 2/11 Quality/Environment/Safety Plan AmendmentStatus Record

Register Project InCharge

ProjectSite

As and whenrequired

Project InCharge

Projectcompletion

27 -- Minutes For Kick OffMeeting

Form BU Head ProjectSite


ContractManager

Projectcompletion

28 1/12 Inspection & Test Plan Form Project InCharge

ProjectSite


Project InCharge

Projectcompletion

29 1/13 Measurement AndMonitoring Plan


ProjectSite


Project InCharge

Projectcompletion

30 2/13 Measurement AndMonitoring Non-Conformity Report


ProjectSite

As and whenrequired

Project InCharge

Projectcompletion

31 1/14 Inspection, Measuring &Test EquipmentCalibration Plan

Form QA Engineer/ Laboratory

Officer

ProjectSite/

Depots

Once in sixmonths

QAEngineer /Laboratory

Officer

3 Year /

Projectcompletion

32 2/14 List Of Calibrated MasterEquipments

Form QA Engineer/ Laboratory

Officer

ProjectSite/

Depots

Once in sixmonths

QAEngineer /Laboratory

Officer

3 Year /

Projectcompletion

33 1/15 Monthly ConsolidatedPlant Statement

Form EngineerPlant

Maintenance

ProjectSites

Once in month HOD Plant Projectcompletion

34 2/15 Weekly Plant Report Form EngineerPlant

Maintenance

ProjectSites


35 3/15 Monthly Plant Report Form EngineerPlant

Maintenance

ProjectSites


36 1/16 Record OfNonconforming Product


ProjectSites

As and whenrequired

Project InCharge

3 Year /

Projectcompletion

37 1/17 Corrective AndPreventive Action Record


ProjectSites

As and whenrequired

Project InCharge

Projectcompletion

38 2/17 Customer ComplaintRecord


ProjectSites

As and whenrequired

Project InCharge

Projectcompletion

39 1/18 Checker's Slip Form Admin.Officer

ProjectSites

As and whenrequired

Admin.Officer

Projectcompletion

40 2/18 Stock Register / Kardex Form Admin.Officer

ProjectSites

As and whenrequired

Admin.Officer

Projectcompletion

41 1/19 Training Record Register BU- HRDHead


Project InCharge

ProjectCompletion

42 1/20 Annual Internal AuditPlan

Form Chief IA BU office Once a Year Chief -IA 3 years/Project


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Sr.No.

RecordNo



Generation


Completion

43 2/20 Internal AuditProgramme

Form Chief IA BU office Once in SixMonths

Chief -IA 3 years/Project

Completion

44 3/20 Non Conformity Report Form Auditor ProjectSite

Once in SixMonths

Chief -IA 3 years

45 4/20 Summary Of Internal Audit Report

Form Chief -IA Corporate Once in sixmonths

Chief -IA 3 years

46 1/22 Risk Assessment Form Form Project InCharge/Depot Head/ BU Admn Head

ProjectSite /

Depot /office

Once in SixMonths

Project InCharge/Depot Head/ BU Admn Head

ProjectCompletion /

1 Year

47 2/22 Critical Task AnalysisWorksheet

Form Project InCharge/Depot Head/ BU Admn Head

ProjectSite /

Depot /office

Once in SixMonths


ProjectCompletion /

1 Year

48 2/23 Legislative ComplianceRegister

Form Project InCharge/Depot Head/ BU Admn Head


Once in SixMonths


ProjectCompletion /

3 Years

Safety Records

Sr.No.

FormatFor

Report /Exercise

Details Of The Activity/ Output

From/Register

Responsibility

Location Frequencyof

Reporting /Completion


1 RA-01 Occupational safetyand health risk analysis(OSHRA)


Project Site Before thecommencement ofwork / afterany change

Project InCharge

ProjectCompletion

2 SR 1 Immediate reporting ofinjuries and dangerousoccurrence and nearmisses

Form SafetyOfficer

Project Site Immediatelyafter theincident

CorporateHead Safety

3 Years

3 SR 2 Site safety and healthinspection report form

Form SafetyOfficer

Project Site Monthly Project Incharge

ProjectCompletion

4 SR 3 Average dailymanpower form

Form SafetyOfficer

Project Site Monthly Project InCharge

ProjectCompletion

5 SR 4 Details of injuries /dangerous occurrenceform (Inquiry Register)

Form SafetyOfficer


ProjectCompletion

6 SR 5 Toolbox talk form Form SafetyOfficer


ProjectCompletion

7 SR 6 Induction training form Form SafetyOfficer


ProjectCompletion

8 SR 7 Expenditure ontreatment of injuries form

Form SafetyOfficer


ProjectCompletion

9 SR 8 Senior managementinspection form

Form SafetyOfficer

Project Site After thevisit

Project InCharge

ProjectCompletion


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Sr.No.

FormatFor

Report /Exercise

Details Of The Activity/ Output

From/Register

Responsibility

Location Frequencyof

Reporting /Completion


9 SR 9 Monthly safetysummary data sheet

Form SafetyOfficer

Project Site Monthly CorporateHead Safety

3 Years

10 SCL 1 Standards andinspection forms forworking at heights

Form FrontlineEngineer

Project Site Fortnightly Project InCharge

ProjectCompletion/Six Months

11 SCL 2 Standards andinspection forms forscaffolds


Project Site Weekly Project InCharge


12 SCL 3 Standards and

inspection forms forplant and machines

Form Frontline

Engineer

Project Site Fortnightly Project In

Charge

Project

Completion/Six Months

13 SCL 4 Standards andinspection forms forcranes and liftingdevices




14 SCL 5 Standards andinspection forms forexcavation




15 SCL - 6 Standards andinspection forms fortemporary electrification




16 SCL 7 Standards andinspection forms forpiling




17 SCL 8 Fortnightly checklist Form SafetyOfficer



18 SCL 9 Investigation of injuriesand dangerousoccurrence


Project Site Next day ofthe incident

Project InCharge


19 SCL - 10 Job Safety AnalysisForm


Project Site Oncommencement of newtask

Project InCharge


20 SCL - 11 Authorisation certificate

for crane operators andvehicle drivers

Form Project In

Charge /PlantEngineer

Project Site Monthly Project In

Charge

Project

Completion/Six Months

21 SR 10 Walkabout report Form Project InCharge

Project Site Weekly Project InCharge


22 SR 11SR 12

Subcontractorsassessment form DS





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P ROCEDURE P-3 : ENVIRONMENTAL R ISK A SSESSMENT (ERA)

VERSION NO . 1.0


APPROVED BY

DIRECTOR & GENERAL MANAGER OPERATIONS


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1.0 P URPOSE

This procedure shall be followed for Environmental Risk Assessment (ERA)involving:

Identification of the environmental aspects of ITDCems activities that it cancontrol and those it can influence; and

Determination of those aspects, which have or can have significant impacton the environment.

2.0 S COPE

The procedure shall be applicable to all activities of ITDCem undernormal/abnormal/emergency conditions at: Project Sites; Depots; and Corporate Offices.

3.0 R ESPONSIBILITY

Project In charge at sites, Head Depots, and Environmental officer in Corporateoffices shall be responsible for coordinating identification of environmental aspectsrelated to activities under ITDCem control and activities of suppliers/contractors overwhich ITDCem has influence.

Corporate Head Environment shall provide technical support for identifyingsignificant environmental aspects.

4.0 D EFINITIONS

Environmental Aspects - Element of ITDCems activities that can interact with theenvironment. They include:

Consumption of resources including but not limited to cement, steel,aggregates, bitumen, diesel, water and paper;

Emissions of gases / vapours / dust / heat to air; Generation of noise; Generation of vibrations in ground; Discharge of wastewater; Leakage/spillage of fuels / lubricants / chemicals / adhesives / wastewater; Disposal of solid wastes such as construction debris, waste products,

packing material, containers, waste/used/unused material, food etc.; Disposal of hazardous wastes; Excavation of borrow pits; Removal of rocks / sand /soil; Compaction / stabilization of soil; Cutting of trees; and Change in catchment area characteristics.


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Environmental Impact - Any change to environment, whether adverse or beneficialwholly or partly resulting from ITDCem activities and includes:

Depletion of resources; Change in air quality in the terms of odours, ambient temperature,

suspended particulate matter, Sulphur dioxide, Nitrogen dioxide, vapours ofvolatile compounds etc;

Change in noise levels; Change in surface/ground water quality in the terms of pH, temperature,

Biochemical Oxygen Demand, Chemical Oxygen Demand, metals, toxiccompounds etc;

Damage to structures due to vibrations; Loss of natural habitat of birds / animals;

Loss of fish/fish yield; Loss of soil fertility; Loss of green cover; and Change in rate of soil erosion and siltation.

5.0 P ROCEDURE

In the case of project sites with contract period less than 4 months, HODEngineering of respective BU in consultation with Corporate Head Environment,within two weeks of mobilization, shall identify significant environmental aspectsbased on review of contract documents and / or site visit.

HOD Engineering shall communicate to the Project In Charge: Significant aspects; and Operational Control Procedures for controlling those aspects.

Detailed Environmental Risk Assessment (ERA) shall be carried out at all projectsites with contract period more than 4 months, depots, and Corporate offices as perprocedure delineated below.

Project In charge at sites / Head Depots / Environmental officer in Corporate/BUoffices shall:

Identify a group of persons working in different sections/areas and formERA-Team; and

Identify coordinator for ERA-Team

Project In charge at sites / Head Depots / Environmental officer in Corporate/BUoffices shall:

Assess training requirements of the ERA-Team for carrying out ERA; and Arrange for training if necessary in consultation with AMR BU level and

Corporate Head Environment.

ERA Team through group working shall list activities carried out in routine and non-routine conditions in the recent past, ongoing, and to be taken up in future that haveinteraction with environment and identify the interaction as environmental aspectsfor each activity.


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ERA Team shall also identify potential emergency conditions that can affectenvironment such as fire, spillage, over toppling of vehicles, surface runoff duringstorms etc.

In identification of activities and environmental aspects ERA Team shall consider: Direct activities which include all activities carried out by ITDCem and sub-

contractor at the project site/depot/office, and activities carried out byITDCem off-site; and

Indirect activities that include activities carried out by sub-contractors/suppliers for ITDCem but not at location of project/office/depot.

ERA Team shall identify environmental impact(s) associated with each of the

aspects and also affected receptor (workers/employees/general public,plants/animals, building/land, resource base).

ERA-Team shall identify existing control measures practiced to minimizeenvironmental impact.

ERA-Team shall enter routine/non-routine activities, type of activity, environmentalaspects, environmental impact, receptor and existing controls in EnvironmentalRisk Assessment Matrix using format R-1/3.

ERA Team shall enter potential emergency conditions, environmental aspects,environmental impact, and receptor in Environmental Risk Assessment Matrix using

format R-2-/3.

ERA-Team shall prioritize environmental aspects using Environmental Risk PriorityNumber (ERPN) to identify significant aspects. The criteria for estimation of ERPNshall be :

For Routine/Non-Routine Activi ties

Sr. No. Criteria Score A. Quantity (Magnitude) of Impact

Excessive 5 Very high 4

High 3 Moderate 2 Low 1 B. Probability Of Occurrence of Impact when activity is in progress

Continuous 5 Several times a day 4 Less than once a da 3 Once a week 2 Once a month or less frequent 1 C. Severit of Im act

Fatal to human life. 5 Human health effect such as illness 4 Loss of fish, lants, animals, or lobal issue 3 Causes discomfort or nuisance 2

Sli ht im act or ne li ible visual im act 1


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D. Legal Requirement Related to Aspect Covered b Le islation 10 Covered by legislation however controls in place and effective 5 Not covered by Legislation 1

E. Controls on Activity for Impact Minimization Control absent or ineffective 5 Control mechanism in lace but not reliable 3 Effective control available 1

F. Time Required for Impact DetectionMore than 24 hours 5

12 to 24 hours 4 6 to 12 hours 3

1 to 6 hours 2 Less than 1 hour 1

The Environment Risk Priorit Number ERPN = A * B * C * D * E * F

For potential emergency conditions

Sr. No. Criteria Score A. Probability of Occurrence of Emergency Condition

Ne li ible 0.1 Very low 1 Low 2 Moderate 3

High 4 B. Time Re uired for Detection of Emer enc Condition DetectionReal time continuous 0.1

Within 01 hours 1 Within 08 hours 2 Within 24 hours 3 More than 24 hours 4 C. Nature Of Conse uence such as dama e to human/animal/ lant life or

Insignificant 0.1 Ver low 1 Low 3 Moderate 5 Hi h 10

Environment Risk Priorit Number ERPN = A + B x C

ERA-Team shall decide the cut-off score of ERPN for identifying significant aspectsand state the same in R-1/3 and R-2/3 .

ERA-Team shall evaluate the significant environmental aspects in order to identify: The aspects where significance can be reduced through planning and

implementation of Improvement Programme (IP) so that the score undercriteria A: Quantity of Impacts, B: Probability of Occurrence, C: Severity ofImpact, or F: Time for Detection of Impact is reduced.

The aspects where significance can be reduced through development andimplementation of Operational Control Procedure (OCP) so that the scoreunder criteria E: Controls on Activity for Impact Minimization is reduced.


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ERA-Team shall assess the feasibility of taking up Improvement Programme interms of :

Legal Requirements (LR) in the terms of need to reduce significance so as tocomply with the legal obligation;

Views of Interested Parties (VIP) about the environmental aspect underreview;

Technological feasibility (TF) in the terms of operation & maintenancerequirements;

Financial Feasibility (FF) in the terms availability of finances; Operational Feasibility (OF) in the terms of continuous working hours and

supervision requirements; and Business Requirements (BR) such as gaining competitive edge.

Improvement programme is taken up in the cases where: IP is required for legal compliance; or IP is required in view of strong concerns of interested parties; or IP is technologically, financially, and operationally feasible; and it gives

significant business edge.

ERA-Team shall record analysis of significant aspects using format R-3/3.

ERA shall be carried out within two months from the kick-off meeting.

Project In Charge / Head Depot / Environment officer at Corporate/BU office shall

review Aspect Register.

Aspect Register shall be revised as and when a new activity is taken up or there isany change in methodology or at least once in a year

Corporate Environment Head shall review this procedure in the case of changes inenvironmental legislations and inform ERA-Teams necessary changes in ERAProcedure.

6.0 C ROSS REFERENCES

ISO 14001, Clause no. 4.3.1 :Environmental AspectsIMS-Manual : Section 3.1

7.0 R ECORDS

R-1/3 : Environmental Risk Assessment Matrix Routine/Non-Routine ActivitiesR-2/3 : Environmental Risk Assessment Matrix Potential Emergency ConditionsR-3/3 : Environmental Aspect Analysis for Improvement Programmes

8.0 R ECORDS A VAILABILITY

R-1/3 and R-2/3 for Site/Depot/Office- Project In ChargeRelevant section of R-1/3 and R-2/3 Respective HODR-3/3 Project In Charge/Head Depot/Environmental officer in Offices


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9.0 R ECORD RETENTION As per Procedure P-2.


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RECORD - R 1/3: ENVIRONMENTAL R ISK A SSESSMENT REGISTER( ROUTINE /NON -ROUTINE CONDITIONS )

Project No : Revision No : Date :

S.No.

Activity Routine/Non-

Routine

Direct/Indirect

AspectNo.

Aspect Impact Receptor

ExistingControls

Score ERPN * S /NS

A B C D E F

* S Significant, NS Non Significant, Cut Off ERPN =

RECORD R-2/3 : ENVIRONMENTAL R ISK A SSESSMENT REGISTER( P OTENTIAL EMERGENCY CONDITIONS )


S.No.

Activity Routine/Non-

Routine

Direct/Indirect

Aspect No. Aspect Impact Receptor ExistingControls

Score ERPN

A B C

All Emergency Aspects to be considered as Significant & addressed in EmergencyPreparedness & Response Plan

RECORD

R 3/3

: A

NALYSIS OFS

IGNIFICANTE

NVIRONMENTAL A

SPECTS FORIMPROVEMENT

P ROGRAMMES


S.No.

Activity Aspect AspectNo.

Impact Receptor ExistingControls

Yes/NoIP

IP

OCP

LR VIP TF FV OR BR


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P ROCEDURE P- 4 : IDENTIFICATION OF LEGAL ANDNON -REGULATORY REQUIREMENTS

VERSION NO . 1.0


APPROVED BY



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1.0 P URPOSE

This procedure shall be followed for identification of legal and other non-regulatory requirements related to environmental aspects, and occupationalsafety & health risks.

2.0 S COPE

The procedure shall be applicable to all activities of ITDCem at : Project Sites; Depots; and

Offices. 3.0 R ESPONSIBILITY

Identifying legal and non-regulatory requirements as also actions required relatedto :

Environmental Aspects : Corporate Head Environment Occupational Safety and Health Risks : Corporate Head Safety

M R shall be responsible for communicating actions required for meeting legaland non-regulatory requirements to Project In Charges at sites and Heads atDepots.

Project In Charges at Sites and Heads at Depots shall be responsible forcommunicating actions required for meeting legal and non-regulatoryrequirements to concerned employees and relevant interested parties.

4.0 D EFINITIONS

Legal Requirements : are obligations to be fulfilled for compliance of: Acts passed by Central/State Governments;

Rules framed under the Acts; Notifications Issued by the Central / State Government,; Directives Issued by Regulatory Authorities; and

Case Law.

Non-Regulatory Requirements are obligations to be fulfilled as organizationalcommitment to comply with:

Contractual Requirements; National Standards; Codes of Practice; Charters of Professional Bodies; and Societal Commitments.

5.0 P ROCEDURE

Procedure For Identification Of Legal Requirements

Corporate Head Environment and Corporate Head Safety shall be in touch with


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concerned authorities for obtaining up to date information on: Existing legislations; Amendments in the legislations; and New/potential legislations

related to environmental aspects of ITDCem activities as also those related tooccupational safety and health.

These authorities shall include: Ministry of Environment and Forests; Ministry of Labour; Central Pollution Control Board;

D G FASLI; Confederation of Indian Industry; National Safety Council; State Departments of Environment; State Pollution Control Boards; and State Departments of Labour Welfare Central Labour Institute.

Corporate Head Environment and Corporate Head Safety shall identify theobligation(s) to be fulfilled for compliance of legal requirements using formatR-1/4.

MR shall communicate the actions required for meeting legal requirements atproject sites / depots to Project In Charge /Heads.

Project In Charge / Head Depots shall communicate actions required for meetinglegal requirements to concerned employees and relevant interested parties.

Procedure For Identification of Non-Regulatory Requirements

Corporate Head Environment and Corporate Head Safety shall identify non-regulatory requirements related to environmental aspects of ITDCem activities asalso those related to occupational safety and health. These requirements shallinclude:

National Standards; Commitments of ITD Group to Public; Commitments of ITD Group to ILO and Other International Bodies; Commitments of ITDCem Management to Public; Commitments of ITDCem to Industry Associations in India; and Reports that need to be submitted to ITDCem/ITD Group Management as

a part of ESH monitoring system.

Corporate Environment Head and Corporate Safety Head shall identify theobligation(s) to be fulfilled under non-regulatory requirements using format R-2/4.

MR shall communicate the actions required in fulfillment of non-regulatoryrequirements at project sites / depots / Offices to Project In Charge / Head Depots/ Head Administration.


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Project In Charge / Head Depots /Head Administration shall communicate actionsrequired for meeting non-regulatory requirements to concerned employees andrelevant interested parties.

Corporate Head Environment and Corporate Head Safety shall review andupdate R-1/4 and R-2/4 at least once a year and keep Management informedthrough MR.


ISO 14001, Clause no. 4.3.2: Legal and Other RequirementsOHSAS 18001, Clause no. 4.3.2: Legal and Other Requirements

IMS- Manual: Section 3.2

7.0 R ECORDS

R-1/4: Environment, Occupational Safety & Health Legal Requirements MatrixR-2/4: Environment, Occupational Safety & Health Non-Regulatory RequirementsMatrix


R-1/4 and R-2/4 - for Site / Depot / Office Project In Charge / Head Depot /Head Administration

Master R-1/4 Corporate Head Environment, Corporate Head Safety, and MR

9.0 R ECORD RETENTION

As per Procedure P-2.


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RECORD - R-1/4 : ENVIRONMENT , OCCUPATIONAL S AFETY & HEALTH LEGAL REQUIREMENTM ATRIX

Project No /Depot : Revision No : Date :

Sr.No.

Act/Rule Obligation Regulatory Agency

Applicability toSite / Depot

(Yes/No)(If yes, State

relatedEnvironmental

Aspect /Occupational

Hazard)

Reasons ForNon

Applicabilityand ActionRequired inCase of

Applicability

Responsibility Target Date

MR

RECORD - R-2/4 : ENVIRONMENT , OCCUPATIONAL S AFETY & HEALTHNON -REGULATORY REQUIREMENTS M ATRIX

Project No / Depot /Office : Revision No : Date :

Sr.No.

Description of Non-Regulatory Requirement

Applicability to Site/Depot / Office

(Yes/No)(If yes, State

relatedEnvironmental

Aspect /Occupational

Hazard)

Reasons For Non Applicability and ActionRequired in Case of

Applicability

Responsibility Target Date

MR


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P ROCEDURE P- 5: DEVELOPING AND REVIEWINGIMPROVEMENT P ROGRAMMES

VERSION NO . 1.0


APPROVED BY



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1.0 P URPOSE

This procedure shall be used to develop and review Improvement Programme(s)for achieving objectives and targets set by ITDCem for improving environmentaland occupational safety & health performance.

2.0 S COPE

The procedure shall be applicable to Management Programmes to be taken upat:

Project Sites; Depots; and

BU/Corporate Offices.

Improvement Programmes shall be developed for: Reducing significance of environmental aspects for which Environmental

Risk Assessment (ERA)-Team found that it is feasible to take up suchprogramme and recorded so in R-3/3 ; and

Improving safety & health performance.

Improvement Programme(s) shall also be developed to meet objectives targetsfor:

Achieving legal compliance; and Responding to views of interested parties.

3.0 R ESPONSIBILITY

Programme Leader(s) shall be responsible for coordinating all activities relatedto development and implementation of Improvement Programme(s).

Project In charge at sites and Head Depots shall be responsible for allocatingresources for Improvement Programme (s) at site level.

BU Head and Corporate Plant Head shall be responsible for approvingresources for Improvement Programme (s) at BU Level.

Project In charge at sites, Head Depots, and Environmental officer in Corporate /BU offices shall be responsible for review of implementation of ImprovementProgramme (s).

Corporate Head Environment and Corporate Safety Head shall provide technicalsupport for developing and implementing Improvement Programme(s).

4.0 D EFINITIONS

Improvement Programme ; Programmes approved by the Management formeeting the objectives and targets set for continual improvement ofenvironmental, occupational safety, and health performance and shall include:

Change in plant/equipment for better resource (e.g. raw material, diesel,water, etc) utilization;

Change in plant/equipment for reducing air pollutant emission/noise


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generation; Change in raw material (e.g. Flyash in place of cement, stone dust in

place of cement, water based paint in place of solvent based paint etc); Retrofitting pollution control system to existing plant/equipment; Installing automatic controls; Installing automatic detection/monitoring system; Proactive measurement and monitoring; Development of new methodology for execution; and Awareness campaigns.

5.0 P ROCEDURE

Project In charge at sites, Head Depots, BU Heads at BU offices and MR atCorporate Office shall nominate Programme Leader(s) for developingImprovement Programme(s) at site / depot / BU / Corporate Level.

Programme leader shall prepare Improvement Programme using format R-1/5specifying:

Action Plan; Responsibilities for implementing the actions; Resource Requirements; and Time frame.

Project In charge at sites, Head Depots, BU Heads at BU offices and MR at

Corporate Office shall review, approve the Improvement Programme at relevantlevel, and allocate resources..

Implementation of Improvement Programme(s) shall be reviewed every monthat relevant level and amended, if necessary.


ISO 14001, Clause no. 4.3.3 :Objectives, Targets, Programme(s)OHSAS 18001, Clause no. 4.3.4 : OH & S Management ProgrammesIMS-Manual : Section 3.3

7.0 R ECORDS

R-1/5 : Improvement Programme Details


R-1/5- for Site/Depot/Office Project In Charge / Head Depot / Head AdministrationR-1/5 for BU - AMR BUR-1/5 for Corporate Corporate Head Environment and Corporate Head SafetyList of Improvement Programmes for all sites in BU AMR BUList of Improvement Programmes at BU and Corporate Level Corporate HeadEnvironment, Corporate Head Safety, and MR


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9.0 R ECORD RETENTION As per Procedure P-2.


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RECORD - R-1/5 : IMPROVEMENT P ROGRAMME DETAILS


IP No.

Objective

Programme Leader

Targets

SrNo

Target (s) Reason for Taking Target Date by Which Targetto be Achieved

Resources: (Persons and/or Finance)

Key Characteristic(s) To Monitor :

SrNo

Target Characteristic Frequency

Action Plan :

Sr.No.

Actions Responsibility StartDate

Completion Date

RevisedCompletion Date

Reasons forDelay


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P ROCEDURE P- 6 : M ARKETING AND P ROPOSAL

VERSION NO . 1.0


APPROVED BY

DIRECTOR COMMERCIAL


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1.0 P URPOSE

The purpose of this procedure is to ensure that proper system is maintained inpreparation and submission of proposals which after conversion into contractswill be beneficial for the company

2.0 S COPE

The scope of this procedure is limited to the tenders / contracts for all works.

3.0 R ESPONSIBILITY

Responsibility for implementation and maintenance of this procedure lie withHOD Proposal.

4.0 D EFINITION

None required

5.0 P ROCEDURE

M ARKETING The Corporate Marketing Head manages and controls data available, that maybe required by potential customers for the purpose of pre qualification,expressing interest, obtaining further information, maintenance of approvedlistings or applications for new listings. Potential opportunities are identified fromthe government Gazette, market and industry sources and where informationpermits the requirements are determined, resources planned and assigned forprequalification activities. Potential projects of particular interest are highlightedfor more intensive investigation, strategy formulation, consultation and review ofproduct and customer requirements prior to tender stage.

TENDER RECEIPT Tender documents are collected from the customer subsequent to customer'sinquiry or advertisements in the media. Alternately based on customersrequirement the proposals are prepared. Salient information about the tenderare noted down and approval for submission from BU Head / Director(s) isobtained.

If it is decided for submission, then the tender document is forwarded toManager Estimation, who shall then proceed with estimation. HOD Proposalmay appoint project specific Manager (s) Estimation from time to time for anytender (s) and in such cases all tender documents and related records shall bewith the custody of that particular Manager(s) Estimation. HOD-Proposal shallkeep the record of the team members responsible for the tender decided forsubmission. For BU-2 & 3 one Bid Manager may be identified and appointed by

the BU Heads for tender value more than 20 Cr, however for BU-1, this shall bedone for every project. He is the representative of project team and jointly workswith the Estimation team during preparation of the tender and provides technical


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inputs. In other cases, Manager Estimation shall work as Bid Manager. Aconsultant may be appointed for design and working out quantities.

HOD-Proposal shall do the follow-up and maintain Tender & Enquiry Registerfor every tender / enquiry submitted as R-2/6 .

TENDER P ROCESSING

Inputs for tendering shall be collected from various departments as per DS-1/6 .Salient details of the tender shall be recorded in the R-1/6 . Proposal Departmentshall keep risk analysis report prepared by Commercial Department for tendervalues more than Rupees 20 Cr. For tender values less than 20 Cr Estimation

Manager shall study the commercial conditions of the tender and in case of anysalient clauses, same shall be discussed with Commercial Department. Actionsto be taken against such clauses shall be kept.

Based on requirement of the work specified in the tender a detailed timeprogram with month wise break up of activities shall be prepared.

Manager Estimation shall work out the requirements of necessary resources asbelow :-

Machinery requirement, Material requirement and

Manpower requirement for incorporating in the estimation.

M ACHINERY REQUIREMENT

For tenders of value more than Rs. 20 crores, based on specific requirements inthe programme of work, methodology of carrying out the same shall be workedout. Equipment required for various activities during project period are planneddepending on quantity of such activities to be executed in each month as laiddown in programme and complete the whole job within the stipulated completionschedule.( DS-2/6 )

Total requirement of equipment and their source of deployment is found outsuch as, whether it is to be deployed from existing company holding.

Alternatively, they are to be deployed after hiring from external sources duringproject period. Lastly, it is opted for new purchase. These shall be decided andrecorded in estimation sheet

M ATERIAL REQUIREMENT

Material required under different items is worked out from Bill of quantities of thetender document. Quantity of material required for concrete of different grade iscalculated based on the past records and mix design, if required. A generalguideline of common materials for arriving at material requirement is shown inDS-3/6. Resource requirements are recorded in the estimation sheet byManager Estimation, in consultation with HOD Proposal and Bid manager.


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BU Head will decide a Contract Manager / Project In charge for a specificproject and all relevant document and related papers shall be handed over tohim by the HOD Proposal for follow up work.

Work orders received from customers shall be reviewed and compared with theoffer/ tender documents by the concerned Contract Manager in association withthe Bid Manager and HOD-Commercial ( P-9 ). Any differences noticed shall beresolved through correspondence/ interaction with customer, which shall also bemaintained together with the tender and contract documents.

For all confirmed orders, the connected tender document shall be treated aspart of customers specifications/ requirements. After award of work, all contract

specification, drawings, etc. shall be handed over to the Contract Manager byHOD Proposal under a handing over note. Proper document control systemshall be maintained thereafter by maintaining a list of such document.

CONTRACT EXECUTION

BU Head shall intimate through R-2/6 with other Departmental heads andsectional heads about the contract (s) awarded to the company in order toinitiate respective functions.


ISO 9001:2000, Clause no. 7.1 : Planning for Product Realization and7.2 : Customer Related ProcessesIMS Manual Section 4.7

7.0 R ECORDS

R -1/6 : Preliminary Tender SummaryR -2/6 : Enquiry/Tender RegisterR-3/6 : New Award Record


R -1/6 : Preliminary Tender Summary : BU Head ProposalsR -2/6 : Enquiry/Tender Register: BU Head ProposalsR-3/6 : BU Head Commercial

9.0 R ECORD RETENTION

As per P-2


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D ATA S HEET - DS 1/6 : M ARKETING & P ROPOSAL

Sr. No Source Inputs

1 OrganizationsRepresentative(s)

1. Site visit report.

2 PlanningDepartment

1. Identification of activities, constraints & their schedule.2. Methodology along with Bid Manager.3. Resource requirement.

3 CommercialDepartment

1. Risk analysis report.2. Suggested qualifications commercial/ financial implication.3. Pre bid queries commercial

4 Plant Department 1. Availability of Plant.

5 PurchaseDepartment

1. Obtain and negotiate quotation received from Vendors.

6 EngineeringDepartment

1. Design & Drawing.2. Material Specification related to design.3. Technical qualifications4. Pre bid queries technical

7 AccountsDepartment

1. Details of taxation as per latest legislation in the state ofproject location

8 Corporate Insurance 1. Details of Insurance Premium to be considered as perguidelines.

9 Corporate Safety 1. Specific requirements such as site medical facilities etc, ifany

10 CorporateEnvironment

1. Environmental sensitivity of site2. Requirement of Environmental Clearance, if any

Note : Some of the functions of various departments will be carried out by Estimation Manager inconsultation with respective Functional departments depending upon value and nature of work.


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D ATA S HEET - DS - 2/6 : FLOW CHART FOR EQUIPMENT S ELECTION & REQUIREMENT

RECEIPT OF TENDERDOCUMENTS

PREPARATION OFMETHOD STATEMENT

PREPARATION OFDETAILED

PROGRAMME

DEFINE THE TYPE OFEQUIPMENT

REQUIRED FORVARIOUS ITEMS

FIND OUT THEPRODUCTIVITY OF

EQUIPMENT

FIND OUT THE DAILY /HOURLY DEMAND

FOR THE ITEMS (FORWHICH EQUIPMENT ARE TO BE USED)

GET THE NO. OFEQUIPMENT


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D ATA S HEET - DS 4/6 : GUIDELINES TO F IND OUT M ANPOWER REQUIREMENT

Manager(s) required are estimated depending on scope of work and employed in phasedmanner for overall supervision. A person is designated as Project In-charge, who is responsiblefor full work and all other member shall report to him through level of responsibilities.

1.0 DIRECT EXECUTION

Activities are identified under the scope of work. Magnitude of work of each activity isassessed.

Based on the working fronts of such activities, number of zones of operation is decided.

Manpower in each zone is decided.

Head of each Zone is assisted by shift personnel (Engineering Assistants/ Supervisors)depending upon the size of each zone and type of work in the zone. If more than one shiftworking is to be resorted to, then number of shift personnel shall be increased to achievereasonable progress.

2.0 OTHERS ENGINEERS & SUPPORTING STAFF

2.1 Engineer : Quality assuranceEngineer / Engg. Asst: Quantity surveyEngineer : Plant running and maintenanceSuperintendent : Field surveyEngineer / Engg. Asst.: PlanningEngineer / Officer : Safety & Environment

Accounts Officer : with support staff accountant(s) , and Office Asst(s) Administrative Officer : with support staff like assistant officer(s) and Office Asst(s) Stores and purchase officer : One number with support staff like assistant officer(s) andOffice Asst(s)Engineering assistant/ Supervisors are attached to Engineers as per requirement.

3.0 SKILLED WORKMEN

Skilled workmen for Plant operation, maintenance, electrification, plumbing etc areengaged along with plant deployment, workshop, and site facilities.

4.0 UNSKILLED / SEMISKILLED WORKMEN

Unskilled / Semi skilled workmen assist plant operators, mechanic, and electrician.General site labourers are estimated depending on miscellaneous work.


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D ATA S HEET - DS- 5/6 : GUIDELINES S HEET FOR ESTIMATION

Information To Be Considered General Location Scope of Work Time of Completion Validity of Tender Details of EMD from Client ( If any ) - Bank Guarantee / DD / Pay Order Value of Work (If any) Variation (+/-) of Contract Value Escalation Payment Terms Other Requirements

Consideration Of Estimate Basic Assumptions Basic Material Prices Basic Labour Rates Progress assumed Activity-wise time schedule ( Program of work )

Cost Estimate

Labour Plant Direct Material Labour Contract / Subcontract Indirect Material GCE cost / General cost estimate ( Mobilisation & Demobilisation cost ) On-cost


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D ATA S HEET - DS- 6/6 : CHECK -LIST FOR S ITE VISIT REPORT

1. Name of the person visited site2. Client name3. Consulting Engineers4. Location of Site5. Brief description of railway facilities6. Electric power supply7. Details of soil strata8. Details of site topography9. Material price10. Hire plant rate11. Details of utility authority12. Contractors-item rate for labour only13. Availability of local labour14. Area available for waste disposal15. Area available for labour camp16. Medical facilities in nearby areas including ambulance17. Nearby habitations likely to be affected due to project activities18. Nearest source of diesel supply19. Source of water supply20. Availability of sand and gravel


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AS PERCENTAGE OF TENDER VALUE :

VALUE TO BE ABSORBED BY CONTRACT

INITIAL DETAILS :

24. CASH / FINANCE CONTRACT :

25. FINANCING ARRANGEMENTS (IF ANY ) :

26. FOREIGN CURRENCY EXPOSURE

PAYMENT CURRENCY (IES)

CURRENCY (IES) OF SPEND :

% SPEND IN CURRENCY OTHER THAN PAYMENTCURRENCY :

HOW IS RISK COVERED :

27. PAYMENT TERMS :

VALUATION METHODS :MINIMUM PAYMENT:

TIME FOR PAYEMNT :

RETENTION LIMIT OF RETENTION ( IF ANY ) :

RELEASE OF RETENTION:

28. TAXATION CONSIDERATION

29. COST OF BID (THIRD PARTY COSTS):

30. DESIGN WORK REQUIRED

31 OTHER COMMENTS/ REMARKS

CONTRACT CONDITIONS TO BE CHECKED BY

BONDS TO BE CHECKED BY

INSURANCES TO BE CHECKED BY :PREPARED

SENIOR ESTIMATOR

Date:


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RECORD - R- 1B/6 : P RELIMINARY TENDER S UMMARY ( FOR BU 2 )

Tender No :

Date :

Due Date:

1 Project:

2 Project Description And Location :

3 Country : Clearance :

4 Client :

5 Client Financial Standing :

6 Main Contract: Subcontract: Management Contract :

Main Contractor If Not Company Submitting Bid :

7 Partner (S) % And Financial Standing :

8 Engineer / Architect :

9 Form Of Contract Conditions :

10 Adverse Physical Conditions Clause :

11 Time Extension For Inclement Weather :

12 Unusual Conditions Of Contract :

13 Law Of Contract :

Arbitration :

14 Contract Commencement Date :

Contract Period :

Maintenance Period :

15 Currency Of Bid :

16 Tender Value : (Approx) In Rupees

17 Price Fluctuation :

Fixed Price :Fixed Fees :Tender Validity :

18 Gross Margin : %Nett Margin : %


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19 Sponsor Fee (If Any)

20 Other Fees (If Any)

21 Liquidated Damages :

Maximum :Bonus :Maximum :Ld On Milestone :Maximum :

22 E C D G Cover :

Date Applied For / Received :Type :Comments :

23 Bonds : Callbasis

Period Expiry Date % Value

23.1 Tender /EMD23.2 Performance Security23.3 Advance Payment (Mob Adv)23.4 Advance Payment (Eqpt Adv )

23.5 Advance Payment (Secured Adv)

23.6 Comments Upon Wording, Unfair Calling, Cover, etc.

24 Other Contingent Liabilities (Excluding Bonds)

24.1 Parent Company Guarantee :

Percentage :

25 New Plant Requirements :

25.1 As Percentage Of Tender Value :

25.2 Percentage Value To Be Absorbed By Contract :

25.3 Initial Details :

26 Foreign Currency Content Amount Equivalent

26.1 Currency Type :

27 Type Of Contract :

27.1 Cash Contract :

27.2 Finance Contract :

27.3 Financial Arrangements :28 Payment :

28.1 Minimum : Frequency :

28.2 Payment Terms :


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28.3 Retention :

28.4 Retention Release :

29 Cash Profile (Including New Plant)

29.1 Currency :

29.2 Peak :

30 Taxation Consideration :

31 Cost Of Bid :

32 Design Work Required :

33 Joint Venture Partners (S) Cross Guarantees :

34 Known / Anticipated Competitors :

35 Other Comments/ Remarks :

Conditions Checked By :

Bonds Checked By :

Insurance Checked By :

Prepared

Estimating Engineer


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RECORD - R 1 C/6 : P RELIMINARY TENDER S UMMARY ( FOR BU 3 )

TENDER NO :

DUE DATE :

1 Project Description And Location :2 Owner :3 Main Bidder ( If Not ITDCem) :4 Engineer / Consultant :5 Tender Validity :

6 Contract Period :7 Defect Liability Period :8 Tender Value : ( Approx. ) In Rs :

9 Price Fluctuation :10 Variation :11 Extra Items :12 Liquidated Damages :

Minimum :Maximum :LD On Milestone (If Any)

13 Bonds : CallBasis

Period Expiry Date %Value

13.1 Tender / EMD13.2 Performance Security13.3 Advance Payment ( Mob Adv )13.4 Advance Payment ( Eqpt Adv )13.5 Advance Payment ( Secured Adv )14 New Plant Requirements :15 Payment :15.1 Minimum : FREQUENCY15.2 Payment Terms :15.3 Retention :15.4 Retention Release :16 Taxation Consideration :17 Arbitration :18 Cost Of Bid :19 Design Work Required :20 Known / Anticipated Competitors :

21 Other Comments/ Remarks, If Any

Prepared Checked Checked Approved Approved

Estimate Comm.Engg Mgr.

HOD Proposal VP/Gm Managing Director/Director

Note : Approval Of Director Required For Value More Than 10 Crores.


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RECORD - R- 2/6 : ENQUIRY / TENDER REGISTER

Enquiry No. /Tender No.

Client Project Description EMD TenderSubmission

Date

Validity Remarks


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RECORD - R - 3/6 : NEW A WARD RECORD

Contract No : Location : Contract Value :

Date Of Award :

LOI/LOA Ref. No.

Contract Period : (Months)

Project Name :

Work Description:

Client Details

Name :

Postal Address :

Designation :

Phone: Fax : Email:

Note :

Date : BU - Head

CC : Departmental Heads & Sectional Heads


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P ROCEDURE - P-7 : ENGINEERING P ROCEDURE

VERSION NO . 1.0


APPROVED BY

DIRECTOR & GENERAL MANAGER OPERATIONS


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1.0 P URPOSE

Purpose of this procedure is to ensure that the design and development activities,to be performed by the organization, are identified in time and are planned andcontrolled, so that :

the product meets the functional and performance requirements with dueconsideration to:

- applicable statutory, regulatory and contractual requirements,- safety of the product,- safety of persons and environment under influence of the product,- economy.

temporary and supporting structures for product realization meet thefunctional and performance requirements with due consideration to,

- applicable statutory, regulatory and contractual requirements,- safety of these elements,- safety of persons and environment under influence of these

elements,- economy.

2.0 S COPE

This procedure shall be applicable for controlling the design and development ofpermanent as well as temporary/ supporting structures as per requirements.

3.0 R ESPONSIBILITY

Direct responsibility for implementation of this procedure shall be with BU-HODEngineering.

4.0 D EFINITION

a) Permanent structure - The structure, which is required to be constructed asper contract and will be handed over to customer after construction.

b) Temporary or supporting structure: The structure, which will not be handedover but will be required for constructing permanent structure or its part.

c) Design and development validation. : The process to ensure that theresulting product is capable of meeting the requirements for specifiedapplication or intended use.

5.0 P ROCEDURE

The requirement of broad design of permanent structure shall be identified by theBU HOD Proposal during tender stage. Contract Manager or Project in-chargeshall identify the detailed design requirement of permanent as well as temporary


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components of structure, in the drawings.- By developing/referring specifications of structure or

components of structure.

Review of design and development shall be carried out at following stages, asfound appropriate:

a. Planning of design and development,b. To check adequacy of inputs for design,c. Analysis and design of components of structure or whole structure,

as per requirement,d. Drawings,e. Bill of quantities,

f. Specifications for materials, construction and erection,g. Erection/operation methodology.

Review of design and development is aimed to evaluate the ability of outputs ofdesign and development to meet the requirements of product identified throughinputs. Problems identified during review serve as guide for corrective actions, sothat, outputs necessarily meet the input requirement.

Verification of design and development shall be done to ensure that outputs meetthe input requirements of design and development. This will be covered in theanalysis and design of structure and / or in the drawings. This will further be

substantiated by maintaining the input-output analysis record as per R-2/7 .

Validation of the design and development of the part and whole structure will bedone wherever necessary and planned.

Any change in design and development, if necessary as per customer'srequirement or own requirement, shall be carried out. The change so done shallbe reviewed and verified as required and records shall be maintained to thiseffect in the form of notes/correspondences or changed design & drawings.

Outsourcing of design activity: Design of any structure during tendering orexecution stage may be outsourced. BU HOD Engineering will decide whetherthe Design / Design Review / Design Verification will be carried out In-House orengaging outside Agency. In case it is decided that the Design related activity willbe carried out through outside Agency, BU HOD Engineering or any personauthorized by him shall prepare the Design development plan. Review andverification may also be outsourced. In such cases BU HOD Engineering or anypersons authorized by him will coordinate these processes and necessarysupporting documents of Review or Verification by the Service Provider will bemaintained. During the tendering stage, BU HOD-Proposal shall provideinformation to BU HOD-Engineering to evaluate the requirement of outsourcing.During execution stage, Contract Manager or Project-in-Charge shall providenecessary details, such as, schematic drawing, loadings, material availability atsite etc to BU HOD-Engineering to facilitate decision making for outsourcing.

After a decision has been taken to outsource the design, the same shall becommunicated to HOD-Proposal/Project In charge who shall then prepare


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Subcontract Indent for outsourcing the design activities. Indent shall then be sentto HOD Engineering for approval. Delegation Authority for approval of WorkOrders related to Sub-contracting of Design related activities shall be as follows:

Sub ContractingValue Up To(Lakh)

Authority Level

Signatory I Signatory II5 but 100 but 250 Director Managing Director

Performance of the service provider for outsourced design activities shall bemonitored and controlled by BU HOD Engineering as per delivery of design(R 1/7 ).

BU HOD Engineering shall assess the performance of consultant during designdelivery process (DS-1/7) . Performance analysis will be based on observationson review and verification of various design elements/activities carried out byconsultant. Observations on review and verification shall be recorded in R-1/7 .Observations on input-output analysis recorded in R-2/7 shall also be the basisfor consultants performance analysis. Summary of performance of eachconsultant shall be maintained by BU HOD Engineering for future reference asper R-3/7 .


ISO 9001 : 2000 Clause 7.3 Design and development of productIMS Manual Section 4.7

7.0 R ECORDS

R 1/7 : Review and verification plan for designR 2/7 : Input-Output AnalysisR 3/7 : Design consultant performance record


R 1/7 : BU HOD EngineeringR 2/7 : BU HOD EngineeringR 3/7 : BU HOD Engineering

9.0 R ECORD RETENTION As per procedure P-2.


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RECORD - R-1/7 : REVIEW & VERIFICATION P LAN FOR DESIGN

Project Code & Name: Date :Scope of DesignReference

SrNo

Activity & DesignParticulars

Responsibility TargetDate

Status Remarks/Observations

HOD Engineering

RECORD - R-2/7 : INPUT & OUTPUT A NALYSIS

Project Code & Name: Date :Scope of DesignReference

Sr.No. Input Analysis For Design

1. Functional and Performance requirements2. Statutory and regulatory requirements3. Information derived from previous similar designs4. Additional requirement for carrying out Design

Output Analysis For Design

1. Meet the requirement for Input

2. Information for purchasing materials3. Product acceptance criteria

4. Characteristics of the structure that are essential for itssafe and proper use

Design Verification

Design & drawings have been reviewed with respect to the Input information and found tobe in order.

HOD - Engineering


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RECORD - R-3/7 : DESIGN CONSULTANT P ERFORMANCE RECORD

BU :

SrNo

Date Name ofConsultant

Scope Of Assignment

Including Job No.

Address, Phone/ Fax etc.

Observationson

ConsultantsPerformance

Date ofIntroduction

BU HOD Engineering


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P ROCEDURE P 8 - P URCHASING

VERSION NO . 1.0


APPROVED BY

DIRECTOR COMMERCIAL


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1.0 P URPOSE

To provide documented procedures so that purchased materials and vendorsconform to the specified requirements.

2.0 S COPE

This procedure is applicable to the purchase of Critical and Important Items onlyas in Material Procurement Plan as referred in DS-2/11 . For other items (exceptadministrative items e.g. utensils, personal items, kitchen items, bedding ,stationary etc) clause no. 5.3 to 5.10 and 9.0 to 10.3 shall be referred.

3.0 R ESPONSIBILITY

Direct responsibility for this procedure shall be with Corporate Purchase Head.Responsibility of providing items to project sites will lie with HOD Purchase for BUpurchase, Project In-charge for purchase at Project site and Import includingCustom Clearance with Import In-charge. Capital Purchase, Cement, Steel,Bitumen, Furnace Oil, Light Diesel Oil, Import Substitution matters etc. shall beresponsibility of Corporate Purchase. For Spare Parts & Plants directresponsibility shall lie with Corporate Purchase while Assisting responsibility shallbe with HOD Plant.

4.0 D EFINITIONS

Vendors -- This term includes Suppliers of Items & materials.

Critical and Important Items -- These items significantly impact the final productquality and is part of the permanent works handed over under a contract.

Capital Purchase -- Assets of the company like plant and machinery, capitalpurchases capitalized in the books of account or specifically treated as such asper the company procedure.

BOQ -- Bill of Quantity as per awarded tender / contract

MOU Memorandum of Understanding between Vendor and Purchaser

5.0 P ROCEDURE

5.1 After award of the Contract a list of the purchased products required for thatproject along with their lead time for procurement shall be prepared. This shall bepart of Quality Plan as referred in DS-1/11 . This will specify whether a particularmaterial shall be purchased from site, BU or Corporate Office. This MaterialProcurement Plan shall be prepared by the Project - In charge in concurrence withCorporate Purchase Head. However for projects of short duration this may beprepared in the Kick Off meeting itself in concurrence with Corporate PurchaseHead.


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5.2 Project execution/Store In charge shall prepare Stores Purchase Indent ( SPI,indicating the Contract or Location, Date, Full item description, Specifications,Quantity to order) for those materials which are to be purchased from depot or BUOffice or Corporate office or at site itself. Except for all critical and important items(non stock items), Depot In charge shall check the availability at area depot andforward the Indent to Corporate Purchase Head / HOD Purchase for Procurementaction after consultation wherever required with Corporate Plant Head. This shallthen be sent to HOD-Purchase or BU purchase or Depot In charge or SitePurchase In charge for subsequent action. A Purchase Indent in the form ofmemos / verbal messages / fax / e-mail should not be entertained. However, incase of emergency, indent in the above form shall be accepted giving proper

justification. Enquires against such Indent shall be issued but no orders shall beplaced until receipt of proper purchase indent.

5.3 In order to ensure control and regulation of purchase activity proper enquiryshall be floated to the vendors available in the existing vendors list and to theprobable vendors as per clause 6.0. Enquiries are required to be floated for allCritical and Important items. However, in case of routine standard, and day-to-dayitems written enquiries may or may not be floated.

5.4 Repeated enquiries need not be floated in following cases also.a) Where rate contracts exist.b) Where MOUs exist.

5.5 In the event of a single response to any enquiry due to any of the followingreasons :a) Paucity of time / less reaction time available with purchaser.b) No other Manufacturer / dealer has quoted in spite of follow up.c) Supplier is an OEM (Original Equipment Manufacturer) .

Negotiations should be held with the party and approval to be taken.

5.5 The Quotations / Offer received in writing or telephonically should be entered on aComparative Sheet. However Comparative Sheet need not be made in thefollowing cases

a) The number of quotations to be compared are less.b) Terms and conditions of all the quotations are same and only Basic price or

all inclusive price is varying.c) There are only one or two small value items per quotation.

5.6 Negotiations should be carried out with maximum numbers of parties to get thebest rates, best commercial terms and the delivery period. The same is to berecorded on Comparative Sheet in case the comparative sheet is prepared and incase the comparative sheet is not prepared it is to be recorded on the quotationsor Indent and signed.

5.7 Purchase Order containing all purchasing data shall be raised as per format R-1A/8 and R-1B/8 and distributed as per marking in the P.O. copies.


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White Copy(original)

- To the supplier.

Yellow Copy - Accounts department / Bill passing section.Green Copy - Purchase department.Pink Copy - Site / Store / receiving section.

Delivery schedule shall be stipulated in the terms and condition of PurchaseOrder. The authorized persons shall do review and approval of purchase order.

5.8 Supply of materials, services, etc. will be monitored with respect to its completion.Delivery, Specification, etc. against the Purchase Order shall be verified and

controlled at the receipt points i.e. Depots / sites.

5.9 Any amendments to Purchase Order shall be in the same format and containreference to the original P.O.

5.10 PO follow up shall be done in Purchase Register as per R- 6/8 and it shall beresponsibility of Site Store In charge at Site / Depot In charge at depot.

6.0 V ENDOR A PPROVAL

Existing vendors as on dated 15.04.03 who have been approved by virtue of pastexperience shall be listed in R 3/8 . Each depot and BU office shall maintain

such list. Similarly, a list of approved vendors for a specific project site shall beprepared in R - 3/8 by Purchase In charge at Site and a copy of the same is to beforwarded to HOD Purchase for record. While approving a new vendor, aquestionnaire as given in R - 2/8 for Vendors shall be prepared. On the basis ofsuch information, the HOD - Purchase or Purchase In Charge / EngineerCommercial at site shall decide whether or not to give sample order. First order tovendor shall be considered as sample order. Only after getting the report ofsample order it would be decided whether to register the Vendor or not and thereasons for this approval or rejection shall be recorded under remarks. Howeverthe other competitors can be considered for further enquiries.

7.0 V ENDOR EVALUATION & DEREGISTRATION

Performance of the vendors shall be assessed by the Project In-charge for sitereceipt and Depot In charge for store receipt from the various records of supply asper R - 5/8 . This evaluation shall be done once in six months or twice for theproject of duration less than a year. The criteria used would include performancewith respect to quantity, quality and delivery time as per DS 1/8 . A copy of thesame to be sent to HOD Purchase quarterly.

8.0 V ERIFICATION OF P URCHASED P RODUCT

Whenever it is required to verify purchased product at the vendors premises theverification arrangement and the method of products release shall be specified inthe Purchase Order.


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As may be specified in the Quality Plan for Inspection & Testing as per R-1/12 vendor shall conduct the necessary Inspection / Testing and furnish the relevantTest Certificate.

If contractually agreed, customer or his representative shall be afforded the rightto verify the purchased products at vendors or companys premises. Suchverification shall not be used by the company as evidence of effective control ofquality by the vendor.

9.0 E MERGENCY P URCHASE FROM S ITE

For purchasing materials to meet emergency requirement at site not exceeding

Rs.20 lakh the Site Purchase In charge shall get the approval of the Project-Incharge for the same as per R-4/8 and proceed with procurement. This copy of R-4/8 shall be sent to HOD-Purchase for transaction value more than Rs 5 lakh.Purchase Order shall be made subsequently for all such Purchase. Thisemergency purchase shall also include emergency purchase of materials to bearranged from Depot / BU Office/Corporate Purchase .

10.0 C ASH P URCHASE

10.1 This provision is provided only at site/ depot to meet the urgent, immediatematerial requirements which arise at site and not meeting those requirements cancause a delay in execution of major jobs at site. This provision is to be used very

discretely by the Project In charge/Depot In-charge judging urgency in hiscapacity. However cash purchase can be done for bill value of less than Rs 5000per transaction where no PO is required and same transaction cannot berepeated in a week for the same item.

10.2 Procedure to be followed for Cash purchase :

a) Cash Purchase is to be initiated on a SPI with a clear endorsement byProject In-charge/Depot In-charge recommending so.

b) Since there shall be no P.O. for such a transaction following records are tobe maintained :

i) Cash Purchase register with site Purchase In-charge/Cashier at Depotclearly indicating the SPI No., item description, quantity received,checkers slip no., cash memo no. details, amount expended as percash memo, signature of purchase, cashier and Project In-charge/Depot In-charge against each purchase.

ii) Cash Memo clearly indicating whether paid/ unpaid.iii) Receipt from party if paid or stamp of paid on cash receipt.iv) Relevant checkers slip of material having received in the local stores.v) The inspection/ acceptance of the material at the time of each

purchase shall be treated as final and binding on the site/ depot.

11.0 R EPEAT ORDER

11.1 Repeat orders, without calling for fresh quotations may be placed against previouspurchase order within a period of one year of its issue or six months from the dateof completion of supply. No repeat order shall be placed for higher price on early


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D ATA S HEET : DS- 1/8 : CRITERIA FOR P ERFORMANCE A NALYSIS OF VENDOR

CRITERIA OF PERFORMANCE ANALYSIS OF VENDOR

Parameter Good Satisfactory PoorQuantity As per PO Delivered 20 % less Delivered more than 20 %

lessQuality Exactly as per PO

specification--- Lot Rejected

Time Schedule As per PO Delay less than 20 %

of Scheduled time

Delay more than 20 % of

Scheduled time

Score Description

100 If Vendor received all GOOD in all three categories

90 If Vendor received two GOOD and one satisfactory

80 If Vendor received one GOOD and two satisfactory

70 If Vendor received two GOOD and one poor

60 If Vendor received one GOOD and two poor

50 If Vendor received two SATISFACTORY and one POOR

40 If Vendor received one SATISFACTORY and two POOR

30 If Vendor received all POOR

ACTION TO BE TAKEN ON THE BASIS OF SCORE

1. Find out the total SCORE.

2. Find out the average SCORE per ORDER per ITEM of particular VENDOR and takeappropriate action as follows :

Sl. No. Avg. Score Act ion To Be Taken

1 Till 60 Continue the Vendor

2 Less than 60 & till 40 Give Warning Letter

3 Less than 40 Deregister the Vendor


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D ATA S HEET DS 2/8 : P ROCUREMENT A UTHORITY

AUTHORITY LEVEL : All Purchase Orders must be signed by two authorities. Level of authority for signingpurchase order is given below :

PROCUREMENT PURCHASE ORDER SIGNATORIES

Authority LevelType ofProcurement

Landed ValueUpto (withoutescalation )

( Rs. )Signatory 1 *Commercial /Procurement

Signatory 2Projects

5,00,000 Site Purchase In Charge / SiteComm. Head

Project In Charge

25,00,000 BU Purchase HOD / BUComm. HOD

Contract Manager

50,00,000 Corp Purchase Head Vice President

1,00,00,000 Corp Purchase H