QHSE MANUAL - EMCO Qatar

QHSE MANUAL

EMCO

P.O. BOX : 24125 - DOHA - QATAR. Telephone : 44359181 - Fax : 44359188 - E-Mail : [email protected]

ISSUE NO :TWO REV. 01 PAGE 1 OF 39 DATE :25.03.2014

QHSE MANUAL ISSUE NO : ONE

REV. 01 PAGE 2 OF 39

ISSUED BY APPROVED BY REVISION DATE

Pradeepkumar A. Subha Reddy 25/03/2014

TABLE OF CONTENTS

S. No. Description Page No.

1.0 Table of contents 2 2.0 Revision record 3 3.0 Definition of terms 4 4.0 Scope of the QHSE management system 4 5.0 Company profile 6 6.0 Management commitments 7 6.1 Company vision, mission & values statement 7 6.2 Quality policy 8 6.3 Health, safety & environmental policy 9 6.4 Organization 10 6.5 Responsibility and authority 10

6.5.1 Management responsibility: 10 6.5.2 The General Manager 10 6.5.3 Assistant Divisional Manager 11

6.5.4 Departmental Managers (senior managers / project managers) 12

6.5.5 Sales executive 13 6.5.6 HR and administrative manager 13 6.5.7 Project engineers / site engineers 14 6.5.8 Purchase (store) officer 15 6.5.9 Manager plant & assets 16 6.5.10 Management representative (mr) 16 6.5.11 Safety officer 17 6.5.12 Frontline engineers/supervisors/foremen 18 6.5.13 Other employees 18

6.6 Management review 18 6.7 QHSE management system planning 19

6.7.1 QHSE system procedures 19 6.7.2 QHSE planning and objectives 20 6.7.3 Main element of management system 21

6.8 Resources 32 7.0 Description & interaction of quality management system processes 33 8.0 Interaction of Quality Management System Process 36 9.0 Exclusion 37 10.0 Organisation chart 26 11.0 Amendment record sheet 27





3.0 DEFINITION OF TERMS

EMCO - Engineering Maintenance Company GM - Divisional Manager ADM - Assistant Divisional Manager MR - Management Representative DPM - Department Manager QHSE - Quality Health Safety and Environment LPO - Local Purchase Order HRD - Human Resources Development





4.0 SCOPE OF THE QHSE MANAGEMENT SYSTEM

This “QHSE MANUAL” describes the procedures for the various operations and functions of

the “QHSE Management System” of EMCO, with the activity spread over various locations in the State of Qatar, covering operations ranging from securing the Contract from the Customer/Consultant, for either Maintenance or Installation, to the point of final hand-over of the site/job to the customer, by way of ensuring complete customer satisfaction. This QHSE Manual forms the basis for the Organization’s overall procedures, both Departmental as well as the system covering the clauses of ISO 9001:2008, OHSAS 18001:2007 and ISO 14001:2004 International Standards.

This QHSE Manual is strictly controlled for any form of circulation and amendment. Only

the latest revision number shall be valid for circulation and use. The MR shall control all amendments, revisions, issues and circulation of the same.

All the procedures referred to, in this QHSE Manual have been approved by the General

Manager for use and system implementation, as detailed in the procedure for document and data control vide ref. no. QHSE/DDC- 05.

The “Distribution List” for the controlled copies of this QHSE Manual has been described

below. CONTROL COPY NO. ISSUED TO 01 General Manager 02 MR

03 Assistant Divisional Manager

04 + All the Core Committee Members Others as applicable

NOTE: The copies of the QHSE Manual may be issued as “uncontrolled copy” to different

customers / clients or to vendors / subcontractors, on request, as may be decided by the MR.





5.0 COMPANY PROFILE

EMCO - was founded in Abu Dhabi in the year of 1982, realizing the need for specialized maintenance services of industries, commercial and residential complexes. EMCO has since grown into a leading Contracting and Maintenance Company, extending its services all over the U.A.E. in the field of HVAC, Electrical, Civil, Interior Fit-outs, Elevators and Fire & Gas Detection Systems.

EMCO is a part of the ETA-ASCON Group, a conglomerate of companies well-known for their execution of major Electro-mechanical works, construction of buildings, installation of high-speed elevators, trading and assorted activities. EMCO, thus, enjoys the exclusive privilege of tremendous flexibility in terms of mobilizing its expertise and professional support towards assuring customer satisfaction of its diverse clientele.

EMCO started its operations in Qatar in the year 2002 t o offer its services to the various clients in Qatar. The Company has a warehouse, carpentry workshop, vehicle maintenance workshop, calibration lab and employee development centre in industrial area and accommodation camps in Doha and Al Khor.

The services offered by EMCO are: • Maintenance and Installation of HVAC and Electrical systems • Facilities Maintenance and Management • Civil Maintenance • Civil Construction • Refurbishment and interior fit-out works • Maintenance of Fire & Gas Detection systems • Cathodic Protection systems • Maintenance and Testing of Protection Relays

EMCO has a cl ear Organization Structure with division of responsibilities to serve the various areas of operation. Our permanent Work force and Staff caters to the needs of the growing clientele. These highly skilled engineers and technicians are drawn from the premier engineering and technical institutes and lend their expertise in the field of maintenance, renovation and extension of existing facilities and also to the installation of new facilities. On-going training programmes keep the technicians well-aware of the innovations in the industry and strengthen their commitment to excel.

Activities like Invoicing, Budget Control, Asset Management and Stores are computerised and networked for LAN & WAN with remote access facility. The procurement operation plays a vital role in the overall operation of EMCO in their endeavour to assure customer satisfaction. EMCO carries out necessary checks of all the procured/received materials in order to eliminate material rejections.

EMCO is committed to achieve a high level of excellence by maintaining their strong commitment to “QHSE” in terms of prevention of injuries, occupational illness & pollution of environment, technical expertise as well as customer satisfaction. EMCO is adequately equipped with an experienced Management and requisite infrastructure to meet the target and commitment in the field of Construction, Maintenance and Installation, in their specified range of activities.





6.0 MANAGEMENT COMMITMENTS

6.1 COMPANY VISION, MISSION & VALUES STATEMENT

VISION:

To be the most preferred Electro-Mechanical & Civil Engineering service provider

MISSION:

We are committed to providing Total Facilities Management Solutions to our

Customers by offering comprehensive services in Maintenance, Repairs,

refurbishment and Turnkey Civil and Electro-mechanical construction works

VALUES:

Quality : Quality is our top priority.

HSE : HSE is our prime concern.

Competitiveness : Provide value added service.

Customer Focus : Always meet and exceed our customer’s needs

and expectations

Growth : Achieve continual business growth.

Timely Completion : Complete work on time

Social Responsibility :

Behave ethically and contribute to economic

development while improving the quality of

life of the workforce and their families as well

as the local community and society

Human Values : Respect and compassion for our fellow

employees

A. SUBHA REDDY

GENERAL MANAGER





6.2 QUALITY POLICY

We are committed to be a leading Engineering Service provider by

meeting or exceeding our customer requirements and expectations in

terms of quality services.

Quality Health, Safety and Environmental policies, Corporate Social

Responsibility program and compliance to statutory regulations are

integral part of all our activities

We continually strive to improve our services, behave ethically and

contribute to economic development and to deliver our commitments to

our current as well as future clients and society, with high quality.

Quality objectives are set, communicated implemented and reviewed

periodically at Management meetings.

A. SUBHA REDDY

GENERAL MANAGER





6.3 HEALTH, SAFETY & ENVIRONMENTAL POLICY The HSE Policy of EMCO is to manage and operate our all activities including Maintenance and Installation of HVAC and Electrical Systems, Facilities Maintenance & Management, Civil Maintenance, Civil Construction, Refurbishment and Interior fit out works, Maintenance and Testing of Protection Relays, Maintenance of Fire and Gas Detection Systems in a manner that provides a safe, healthy and pollution free environment to our employees, contractors and communities in which we operate.

Our Goal:

The Management is committed to: • Implement and maintain HSE Management System in line with OHSAS 18001:2007 &

ISO 14001:2004 international standards • A systematic approach to HSE Management System, designed to ensure the compliance

of applicable legal and other requirements. • Setting objectives and targets for continual HSE performance & improvements and

making the line management accountable for achieving these targets • Prevention of injuries, ill health and pollution shall be achieved by

eliminating/substituting/ reducing & controlling hazards arising out from our operations

Our Belief:

• It is a good business practice to provide its employees with a safe, healthy and environmental friendly working environment /conditions and allocation of adequate resources.

• Deliver eco-friendly operations. • Reduce, reuse & recycle the waste generated in our operations wherever possible and

responsibly dispose of waste as appropriate.

Our Path:

• Every activity shall have a f ormal risk assessment and aspect impact assessment as appropriate.

• Measure, appraise and report on HSE performance for continual improvement. • The empowered line management staff accountable for HSE Responsibilities. • Empowering all employees to refrain from actions that are considered as threat to HSE. • Providing appropriate trainings for both new and existing employees to enhance their

skills & knowledge. • This policy shall be communicated to all personnel under the control of EMCO and

also made available to the interested parties and public. A. SUBHA REDDY

GENERAL MANAGER





Note : The above policies, Vision, Mission & values are communicated to all the employees of EMCO, irrespective of their designation and location. The Policies, Vision, Mission & Values are displayed at appropriate places. All the employees are aware of the policies and their role and responsibility towards achieving the same. 6.4 ORGANIZATION

The details of the various activities, as performed and required by the QHSE management

system and the Departments responsible for adoption and implementation as well as the reporting relationship right up to the level of Functional Heads, have been provided in the Organization chart ,with this QHSE Manual.

6.5 RESPONSIBILITY AND AUTHORITY

6.5.1 MANAGEMENT RESPONSIBILITY: NOTE :

• All the Department Managers / Project Managers as well as the concerned Project Engineers shall be the overall controlling officers for their respective departments, under the guidance of General Manager.

• The general responsibilities and commensurate authority of the different officers have been stated in the order of their respective designation and seniority i.e. General Manager, Assistant Divisional Manager, Project Managers, HR & Admin Manager, Project Engineers, Site Engineers and Purchase Officer.

6.5.2 THE GENERAL MANAGER RESPONSIBILITY AND AUTHORITY:

• To establish, formulate & implement the “Quality & HSE Policies” and the QHSE Management System in-line with the ISO 9001-2008, OHSAS 18001:2007 & ISO 14001:2004 International Standards and review the same.

• To ensure that the QHSE Management System extends throughout the organization, in all the functional and operational areas of providing service to the customers and exercising control over material and equipment procurement and usage.

• To encourage the employees to initiate and exchange ideas through suggestion and views that contributes to the improvement of the QHSE Management System.

• To plan for the up gradation of skills and optimum utilization of human resources.

• To assess the potential strengths and weaknesses of the Organization and to initiate appropriate action.





• To ensure that all the QHSE issues are discussed in the Management Review meeting and the proposed and agreed corrective actions are initiated and implemented within the agreed time frame.

• To conduct periodic and systematic review of the QHSE management system to ensure its conformity and effectiveness with this QHSE Manual.

• To decide all matters pertaining to the tendering / pricing and signing of quotations and contractual documents

• To assure the necessary expenditure for maintaining the QHSE are authorized and provide support & direction to MR.

• To decide and implement Organizational and Departmental Policies and Procedures, as per the stated requirements of ISO 9001:2008, OHSAS 18001:2007 & ISO 14001:2004 International Standards.

• To allocate and utilize the available resources, in-line with the Organization’s requirement and existing policies.

• To decide and /or approve all the issues pertaining to customer satisfaction.

• To review all the quotations, tenders and decide on the Pricing Policy.

6.5.3 ASSISTANT DIVISIONAL MANAGER

RESPONSIBILITY AND AUTHORITY:

• To ensure that customer complaints are acted upon with prime focus and necessary and appropriate actions are taken to prevent the recurrence of the same.

• To implement all the suggested and agreed corrective actions with reference to the QHSE internal and external audits.

• To prepare, compile and distribute necessary work instructions, wherever necessary, to ensure complete staff conformity in all the aspects and features of their responsibilities that may affect the overall quality of the service provided by EMCO to its customers.

• To ensure that all the employees take part and contribute to the QHSE system.

• To ensure that all concerned personnel are trained to use company specific software and / or equipment.

• To delegate and/or implement actions in response and with regard to QHSE internal & external Audits.

• To allocate and utilize all the available departmental resources in line with the organization’s QHSE policies.

• To decide and/or approve all the departmental issues pertaining to the customer satisfaction.





6.5.4 DEPARTMENTAL MANAGERS (SENIOR MANAGERS / PROJECT MANAGERS)


• To manage all matters pertaining to the QHSE Management System requirements, specific to their concerned area of operation as mentioned in this QHSE manual as well as all the concerned procedures.

• To ensure that this QHSE manual is available to, understood and practised by all the relevant personnel concerning the implemented and/or implementation of the QHSE management system.

• To achieve business and growth of the company in terms of securing specific contracts from the customers for his stipulated area of operations, to achieve goals as set by the GM for the concerned department including the QHSE goals as well as to ensure that all the requisite functions, specific to the department, are performed in-line with the QHSE management system requirements.

• To ensure that quality, health, safety and environment regulations are adhered in all operations and to take active leadership in the implementation and enforcement of company policies and QHSE management system. Conducted HSE meetings with concerned engineers & supervisors and issue necessary instruction & information to ensure that all are aware of their responsibility towards minimizing hazards and environmental risk.

• To provide necessary Technical Support in the form of advice and guidance, to all those concerned, to ensure customer satisfaction.

• To ensure profitability and growth of the concerned department in terms of cost control, optimum resource utilization and meeting the target.

• To initiate, implement & monitor corrective actions on t he NCRs (Non Conformance Report) raised by the internal or the external QHSE audit teams.

• To envisage, plan and upgrade departmental performance and project the department’s future plans to the concerned higher authorities.

• To identify and implement the applicable and necessary statistical technique in the concerned area of operation, other than customer complaints.

• To ensure that all concerned employees viz. the departmental / project managers, project and site engineers, the site supervisors coming under their purview of operations are provided with all the necessary input in terms of manpower, material, equipment, etc. towards assuring quality service to the customer and to review the same regularly.

• To allocate and utilize all the available departmental resources in line with the organization’s quality policy.

• To decide and/or approve all departmental issues pertaining to customer satisfaction.





6.5.5 SALES EXECUTIVE RESPONSIBILITY AND AUTHORITY:

• To achieve business growth of the company in terms of securing contracts.

• To identify and visit the potential clients for securing Facilities maintenance and other contracts.

• To prepare Prequalification to meet the Business development requirements. 6.5.6 HR AND ADMINISTRATIVE MANAGER


• To manage all matters relating to the QHSE management system requirements specific to training, as mentioned in this QHSE Manual.

• To co-ordinate with Department Managers to identify trainees and to ensure that trainings are planned and conducted.

• To ensure that QHSE induction of new employees has been given before sending them to sites

• To ensure that technicians who have been promoted to staff level are undergone QHSE awareness training.

• To ensure that right personal protective equipments are issued to new employees before deployment to the sites.

• To ensure that all instructions referring to health and safety requirements are adhered to, by those in the office and accommodation camp.

• To arrange QHSE awareness test for new staff within six month of his employment.

• To ensure that Ministry of labour and Immigrations laws are followed for all the manpower employed by EMCO.

• To conduct periodic camp inspections and generate status report regarding the living conditions, hygiene, waste disposal aspects, fire prevention and fighting measures etc.

• To ensure the sufficient inventory of personal protective equipments (PPE’s) are available.

• To ensure that all the grievances of employees are redressed and documented in the system.

• To recommend and/or implement necessary training to comply with the stated requirements of ISO 9001:2008, OHSAS 18001:2007 & ISO 14001:2004 QHSE management system.

• To utilise all the available resources to impart training and to ensure QHSE requirements.

• To establish and implement Policies and Objectives, concerning the health and safety of employees.





6.5.7 PROJECT ENGINEERS / SITE ENGINEERS


• To assist the concerned Department Manager, Assistant Divisional Manager or the General Manager in the smooth execution of all project matters pertaining to his specific area of operation.

• To provide the requisite resources at the concerned work area or the job site, towards achieving the QHSE objectives in consultation with the concerned Department Manager as well as to initiate and carry out the material procurement operation.

• To ensure that occupational health and safety risk assessment and environmental aspect/impact assessment are available and control measures are implemented for all the activities being carried out at sites.

• To ensure that new / transferred employees or subcontractor personnel are given site safety induction by Safety officer/ Engineer/Supervisor before assigning job to them and record of site induction shall be maintained.

• To ensure that all tools and equipments are being inspected, maintained and send for preventive maintenance at regular interval and their history cards are maintained.

• To ensure that all the incidents including near miss are reported to HO as per the QHSE procedure and also assist in investigation to find out root causes. Take a lead role to implement the corrective and preventive actions to prevent reoccurrence in future.

• To conduct site HSE monthly meeting with site staff to discuss site related QHSE issues and assign responsibility on action items to be completed. Minutes of meeting shall be recorded and maintained.

• To ensure that trained personnel are available to operate equipments/machineries at site and also required third party certificates for lifting equipments and loose gears.

• To respond to all customer complaints in his area of operation.

• Maintaining identification and traceability at all stages of material receipt and delivery.

• Ensuring segregation and disposal of non-conforming items among all the received material from the vendors or the customers.

• Maintaining proper inspection and test status of all the in-coming materials.

• Ensuring proper storage and material handling, during execution of the project or job, at the customer specified location.

• To implement a system to meet and comply with the ISO 9001:2008, OHSAS 18001:2007 & ISO 14001:2004 international standards requirements.

• To implement and follow up a nd/or take suggested and agreed corrective actions with regard to internal / external QHSE audits.

• To decide on the materials/equipments acceptance or rejection, as per the procedures.





6.5.8 PURCHASE (STORE) OFFICER


• Ensuring timely procurement of the requisite material, spares, consumables as well as capital equipment, as per the requirement put forward by the concerned Department, against a specific material indent.

• Reviewing the LPO, before formally faxing it to the selected approved vendor or the subcontractor, so as to ensure completeness, of the purchase order, in terms of appropriate purchase data and the applicable terms and conditions.

• Exercising proper control during receipt of material from the vendors as well as on stock level, by ensuring correct & timely delivery of the ordered material either to the concerned customer or the site stores at the specified location.

• To ensure chemicals are purchased with material safety data sheet (MSDS), lifting equipments, accessories (wire sling, web sling, D-shackle, eyebolts, lifting rope, safety harness, chain block etc) with valid third party inspection certificate.

• To ensure that while forwarding materials to site a copy of LPO shall be sent so that the receiver can inspect the materials based on the specifications indicated in the purchase order.

• To ensure that while ordering any materials, its impact on HSE matters should be taken into consideration, if in doubt, the safety department personnel shall be consulted.

• To conduct periodic warehouse inspections and generate status report regarding the safe storage of materials, condition of fire prevention and fighting equipments, availability of expired materials and its disposal, house keeping standards and waste disposal aspects, fire prevention and fighting measures etc.

• To implement and follow up a nd/or take suggested and agreed corrective actions with regard to internal / external QHSE audits.

• To ensure the sufficient inventory of personal protective equipments (PPE’s) are available at warehouse.

• To ensure the data sheet of approved personal protective equipments are maintained and referred while placing the order.

• To implement the ISO 9001:2008, OHSAS 18001:2007 & ISO 14001:2004 international standards.

• To release LPOs and Work Orders only to the approved vendors /sub-contractors.

• Verify the performance of the vendors / sub-contractors on a continuous basis, to ensure quality.

• To correspond with the vendors / sub-contractors, regarding QHSE (ISO 9001:2008, OHSAS 18001:2007 & ISO 14001:2004) management system requirements.





6.5.9 MANAGER PLANT & ASSETS


• To ensure that preventive and routine maintenance of all the vehicles under his control are being carried out as per the schedule/ frequency recommended by manufactures.

• To ensure that the roadworthiness of all the vehicles is properly maintained.

• To ensure that all vehicles are provided with the necessary normal supplies as given in the QHSE/JM- 21 Journey Management

• To ensure that all vehicles are provided with a history card in which any major repairs carried out, maintenance and servicing details are recorded and maintained properly.

• To investigate all vehicle incidents/violations and ensure corrective action is being taken.

• To ensure that wastage (solid / liquid) generated in the maintenance workshop shall be collected, stored in the proper manner (labeling) and disposed off through certified agency.

6.5.10 MANAGEMENT REPRESENTATIVE (MR)

The Senior Executive has been formally appointed, by the General Manager, as the Management Representative (MR) for the successful implementation of ISO 9001:2008, OHSAS 18001:2007 and ISO 14001:2004 international standards.

He has exclusive access to the entire QHSE System as well as the authority and responsibility to ensure that the requirements and processes needed for the QHSE system are established, effectively implemented and maintained at all stages of operations of the Organization.

He shall be responsible for the following activities:

• Monitoring all aspects of the Quality, Health, Safety & Environment (QHSE) management system to ensure adequacy, relevance, consistency in performance parameters, non-conformances, preventive and corrective actions, etc.

• Controlling the issues and amendments along with the revisions of the QHSE Manual.

• Reviewing the functioning of the core committee members, at regular intervals, to ensure that OH&S risk assessment and aspects/impacts assessment, for all the on-going jobs, are suitable for the health, safety & environment in which the said activities are being carried out.

• Reporting to the top management on the performance of the QHSE management system & any need for improvement.

• Organizing management review meetings and maintaining records for the same.

• Circulating the agenda, for the management review meeting, indicating the specific elements of the quality, health, safety & environment management system that require review.

• Providing inputs, during the management review meeting, regarding the overall performance of the QHSE management system, highlighting the areas of concern, with suggestions on corrective measures to be taken.





• Planning and scheduling and monitoring the internal QHSE audit(s).

• Ensuring the timely and effective implementation of all the agreed and suggested preventive and corrective action/(s).

• Monitoring the investigation reports of accidents/ incidents/ near-misses, non-conformance / action-taken reports to give feed back to the core committee to ensure preventive actions are taken.

• Reviewing the lessons learnt from the emergency mock drills conducted at various locations.

• Ensuring the promotion of awareness of customer requirements throughout the Organisation.

• Coordinating with Certifying (Registration) Bodies and the consultants.

6.5.11 SAFETY OFFICER


• Provide assistance and advise to the concerned Project Manager in fulfilling their responsibility, including review of risk assessments.

• Inspect and evaluate all facilities, equipment and the operations in the work place for compliance with the applicable industrial safety codes, standards and regulations and enforce the same.

• Follow up on the investigation into accidents/incidents, unusual occurrences and safety complaints, and provide technical expertise to assist in the preparation of accident/incident investigation reports.

• Review and comment on or approve work orders/ purchase orders/ method statements related to that site (wherever applicable). T he review shall evaluate the work, work environment and their inter-relationship with the worker.

• Review and approve purchase requisitions (wherever applicable) to verify and incorporate necessary safety specifications.

• Review completed Work Permits.

• Maintain safety bulletin boards and evaluate the site traffic and road signs.

• Prepare injury/illness statistical analysis report.

• Maintain records of all the inspections and surveys, in order to report results and follow-up on the compliance and corrective actions.

• Access to records, information, property or plans to form work place safety judgments;

• Physical access to all areas of the site to perform surveys, inspection or other site safety-related activities.

• If imminent danger exists, the Safety Officer is authorized, on be half of Line Management, to stop work activities.





6.5.12 FRONTLINE ENGENEERS/SUPERVISORS/FOREMEN


• Every Engineer/ Supervisor/ Foreman or any other person, who directs the activities of the workmen, shall be responsible for the prevention of injuries to employees and protection of environment under their jurisdiction.

• To accomplish this, employees shall be trained to work safely while Supervisors shall observe them closely & correct any unsafe act, enforce safety rules and regulations, assist in the investigation of accidents and incidents and take other actions necessary to ensure the safety of their employees.

• It must be made clear to every employee that safety measures are a part of their job and are not to be disregarded. Work instructions by the supervisors should include a review of the applicable industry safety procedures and standards, manufacturer’s recommendations, equipment-specific safety issues and the identification of hazards associated with each step, as identified in the Risk Assessment Sheets and aspects/ impacts assessment sheet.

6.5.13 OTHER EMPLOYEES


• All employees, as a condition of employment, shall familiarize themselves with and comply with all the health, safety and environmental regulations and instructions.

• They should use prescribed personal protection apparel and equipment and protective devices provided for machinery, equipment, tools, and processes.

• They shall develop intelligent and safe work habits, by following procedures, safe practices and safety rules and regulations, in order to protect themselves and other workers from injury and also to prevent damage to environment, materials, equipment, and facilities.

• They should contribute any suggestions that may assist in preventing accidents and injuries and protecting the environment. They shall not undertake a job, for which they do not understand the risk, hazards or safety precautions or a job, for which they have not received proper instructions, training, and authorization.

• It is the responsibility of every employee to report any accident or near-misses to their respective Supervisor.

6.6 MANAGEMENT REVIEW

The QHSE System, as adopted and implemented, shall be reviewed, not less than 4 ( four) times in a calendar year, to ensure the suitability and effectiveness of the system as per the stated guidelines of ISO 9001:2008, OHSAS 18001:2007 & ISO 14001:2004 international standards. The Management reviews shall be conducted as per the procedure ref. no. QHSE/MREV- 01. It shall be attended by all the core committee members, under the chairmanship of the General Manager. The core committee comprises of the Assistant Divisional Manager and all other Department Managers, besides the MR himself. It shall be





primarily responsible for the effective implementation of the QHSE System as per the documents and the stated guidelines of the ISO 9001:2008, OHSAS 18001:2007 & ISO 14001:2004 international standards as well as the stated Quality & HSE Policies and Objectives.

The MR shall monitor all the corrective and preventive actions along with the possible control of non-conformances for the overall service being provided by EMCO, for their timely completion and effectiveness, based on the decisions taken during management review meetings.

6.7 QHSE MANAGEMENT SYSTEM PLANNING

GENERAL

The QHSE management system, adopted and implemented in EMCO, has been designed and framed as per the stated international standard of ISO 9001:2008, OHSAS 18001:2007 & ISO 14001:2004.

ISO 9001:2008

This standard is the foundation of the quality management element of the company QHSE management system. The adaptation of ISO 9001:2008 ensures a strong foundation for well –established processes and a q uality system that supports continual improvement, business growth and efficiency.

OHSAS 18001:2007

This standard is the basis for the occupational health and safety management element of the company QHSE management system. The addition of OHSAS 18001:2007 provides a framework for an overall strategic approach to establishing and defining health & safety plans, policies and actions and for conducting business in safe and healthy manner.

ISO 14001:2004

This standard is the basis for the environmental management element of the company’s QHSE management system. The addition of ISO 14001:2004 provides a framework for overall strategic approach to establishing and defining environmental plans, policies and actions and for conducting business in an environmentally responsible manner.

6.7.1 QHSE SYSTEM PROCEDURES

The Objective of this documented QHSE system is to ensure that the overall services provided by EMCO, through the maintenance and installation / construction of electrical, air-conditioning and civil constructions, are achieved well in-line with the customer specified requirements.

The documented QHSE management system has been designed and structured in four levels as explained below:





• LEVEL I: The QHSE Manual, which explains briefly the various system elements that form the basis of this documented QHSE system and ensures that the services provided by EMCO are achieved as per the customer specified requirements.

• LEVEL II: The detailed Departmental & QHSE system procedures developed and

written, as per the stated requirements of ISO 9001-2008 , OHSAS 18001:2007 & ISO 14001:2004 QHSEsystem, along with the procedural documents as referenced in this QHSE Manual, which shall ensure that the documented quality system is implemented and sustained.

• LEVEL III: Work instructions, risk assessment & environment aspect/impact

assessment wherever necessary, have been/shall be prepared and followed, the basis and methodology of which has duly been explained in the procedure for document and data control vide ref. no. QHSE/DDC - 05.

• LEVEL IV: All the formats/registers/books records, as referenced in the procedures,

which constitute the basis of this documented Quality system and provide the objective evidence of system implementation and adoption.

• All documents, mentioned above, shall be reviewed ,approved & controlled by the

concerned issuing authority, by allotting to each of these documents, an Issue Number., a Rev. (revision) no. a s well as a Copy Number and shall identify the person or the Department as the Holder of that particular document. The detailed procedure regarding document issue, its control & its procedure for distribution have been detailed in the procedure for document and data control vide ref. no. QHSE/DDC - 05.

• All controlled copies of the procedures and the Quality Manual shall be marked as

“CONTROLLED COPY” on the front Page of the respective document. • A master Register no. QREG/MASTER – 01, in electronic format, shall be maintained

by the MR to track all the documents referred to in the documented Quality system.

6.7.2 QHSE PLANNING, GOALS AND OBJECTIVES EMCO has defined and documented various departmental & basic QHSE system & procedures, as per the stated standards of ISO 9001:2008 QMS, ISO 14001:2004 EMS & OHSAS 18001:2007 OH&S and has detailed, thereof, how the QHSE requirements and the prime objectives would be met in terms of functional and operational requirements. For projects, Inspection & Test plans (ITP) and HSE Plans are maintained. References to such plans have been made in the corresponding applicable procedures, where the aspect of planning has been taken care of, in addition to the coverage made by procedures. EMCO, in an effort to provide the customer with world-class service, has given due consideration and special attention to the following activities:





• Strict compliance with the documented procedures that have been prepared with the ultimate objective of ensuring customer satisfaction.

• Identification method and acquisition technique for all the functions, operations and processes, including the necessary resources in terms of competent manpower and effective & operational equipment / machines and the skills that influence the overall quality of service provided by EMCO.

• Updating of the overall Quality of Service, on the basis of statistical analysis of the Quality objectives, including the development of new facilities.

• Identification of suitable verification method, as per the functional and operational requirement, at all stages of EMCO’s operations.

• To comply with all the Local Regulations in the area of QHSE. Non-compliance shall be, (irrespective of who points out the same) investigated and controlled.

• HSE Policy shall be reviewed, at least every year, to ensure that it is adequate to cover all the risks faced by the Company’s operations.

• Hazard identification and risk assessment shall be a continuous process and the Company shall comply with all the Local Regulations in the area of QHSE. Tolerable risk, in all our activities, shall be maintained well within the “Low” range, as defined in the work procedure on “Risk assessment”.

• Roles and responsibilities, of all typical levels of the Company, shall be clearly defined to indicate the QHSE responsibilities and attitude surveys/ behavior sampling shall be conducted periodically to study the role perceptions of various levels of persons.

• Weekly toolbox talks and group meetings (as and when necessary) shall be considered as an important means of two-way communication between the management and employees. This shall be monitored and nurtured with all the seriousness it deserves. A dequate documentation shall be insisted on this and any non-compliance of this shall be put up in the management review meetings.

• All new employees should receive QHSE induction before their deployment at site. All supervisors shall attend at least one QHSE Awareness session every year. R efresher session on QHSEMS shall be arranged for all employees as and when required. A ll managers and engineers shall attend at least one safety management session every year.

• Identification and preparation of QHSE records.

6.7.3 MAIN ELEMENT OF HSE MANAGEMENT SYSTEM

• Our QHSE management in EMCO is built around two important documents, viz “QHSE Procedures”, “Risk Assessment Sheets” and “Environment Aspect & Impact Assessment Sheets”. These form the backbone of the QHSE Management System in EMCO. Formulation of these involved various levels of people. P ost its formulation, all

R1





technicians were informed of the same and their feedback obtained through tool box talks.

• In our QHSEMS, QHSE management system consists of eight basic elements, all of which are explained in this manual. U nder each element, the relevant reference documents and typical outputs, required to comply with the said element, have been specified.

• The last element, viz. QHSE procedures, is explained separately and in detail in the QHSE procedure Manual. I t includes details of all the Procedures, Risk assessme and Environmental Aspect & Impact Assessment. Considering the ever-changing work environment in the Maintenance operations , t his document shall be under constantly updated. In addition to this, few lists have been created to be a single source reference to all those concerned. These are also enclosed in this manual. All checklists and formats are also enclosed, at the end of the Procedure Manual, to serve as a ready reckoner to all employees.

ELEMENTS OF H S E MANAGEMENT SYSTEM

• Commitment of Management Element 1

• Identification of Hazards and Risk assessments and Environmental Aspect & Impact Assessments Element 2

• HSE Training and Communication Element 3

• Subcontractor Management Element 4

• Emergency Preparedness and Response Element 5

• HSE Monitoring & Improvements Element 6

• Internal Audit and Management Review Element 7

• QH S E Procedures Element 8





Element – 1 Commitment of Management: Expectations: • Clear description of roles, responsibilities and authorities at various levels. • Establish and maintain an HSE Management System, in line with the OHSAS

18001:2007 & ISO 14001:2004 requirements and the operations of the Company. • Allocate necessary resources to achieve HSE goals and objectives. • Be a law abiding, corporate citizen. • Display your commitment to the HSE matters consistently, by setting examples. • Conduct management review meeting, at regular intervals, as per the guidelines given in the relevant QHSE procedure. Reference Documents: • HSE Policy • Goals and Objectives • Responsibilities • All legal & other documents • QHSE/MREV-01 Management Review Proof of compliance: • Minutes of HSE meetings • File notes on HSE matters • Inspection and action taken reports.





Element - 2

Identification Of Hazards & Risk Assessment And Environmental Aspect & Impact Assessment Expectations: • Ensure that only competent personnel are included in the OH&S risk & Environmental

aspect / impact assessment committee. • Ensure that the committee members appropriately review all OH&S risk &

environmental aspect / impact assessment at regular intervals. • Ensure that all changes, made to the OH&S risk & environmental aspect / impact

assessment, are communicated to all those concerned. • Arrange for field verification of about 10% of all the OH&S risk & environmental

aspect / impact assessment, to ensure their adequacy every year. • Ensure the availability of OH&S risk & environmental aspect/impact assessment for all

the activities, likely to be taken up in every new job, at the Tendering stage as far as possible.

Reference documents: • OH&S risk & environmental aspect/impact assessment committee members • QHSE/HIRA (Hazard identification and risk assessment) • QHSE/EAIA (Environment Aspect & Impact assessement) • SF/FR-16 & SF/FR-17 Near Miss & Suggestion report cards Proof of compliance: • Availability of OH&S risk & environmental aspect/impact assessment sheets at sites. • Feedback, received from sites, regarding the OH&S risk & environmental aspect /

impact assessment for activities.





Element – 3 HSE Training and Communication

Expectations: • Maintain a database of all training records to enable easy retrieval of training data. • Nurture a transparent work culture to facilitate free flow of upward communication,

through toolbox talks and “Suggestion / Near miss” report cards. • Based on the training feedback, improve the course coverage, course materials and the

efficiency of the trainers. • Develop and maintain a methodology to evaluate the effectiveness of a training, by

monitoring the performance of the trainees on the job, after they have attended the training session.

• Issue an annual training calendar to facilitate the administration of the training sessions. • Translate as many QHSE procedures, and OH&S risk & environmental aspect/impact

assessments, as possible to regional languages to facilitate better understanding of the concepts, by technicians of various nationalities.

• Ensure that QHSE induction and all other training sessions are held as per the relevant

QHSE procedure. Reference documents:

• QHSE/CTA-14 Competence Training & Awareness • QHSE/TBT-22 Toolbox talk / Group meetings.

Proof of compliance:

• Translated copy of various HSE documents • Training calendar and training records.





Element – 4 Subcontractor Management

Expectations: • Maintain a suitable database for the QHSE Performance records of the subcontractors. • Demand the same standard of QHSE performance from the subcontractors, as that

expected from Department employees. • Audit the subcontractors’ premises, as found necessary, during the period of their

association with us.. • Consider the QHSE performance of the subcontractors and give due weightage while

evaluating their offers. • Conduct a pre-job meeting with the subcontractor, after award of a job, to communicate

to them our QHSE requirements and to provide them with the relevant documents (reporting formats) for their use.

Reference documents: • QHSE/ VSA-03 Vendor/Sub-contractor Assessment Proof of compliance: • Sub contractor agreement copy • Audit report of sub-contractor’s premises • Minutes of meeting with the sub contractor.





Element – 5 Emergency Preparedness and Response. Expectations: • Ensure that camp-specific emergency response plans are prepared, based on t he

Divisional plan issued. • Review the inspection reports of the emergency equipment & the lessons learnt during

the practice drills. Reference documents: • QHSE/EPR-33 Emergency Preparedness and Response Proof of compliance:

• Inspection records of the emergency equipment.

• Records of practice drills.

• Awareness of the emergency response among the employees





Element – 6 HSE Monitoring and Improvements

Expectations: • Consider HSE aspects in all performance review meetings, at the Division level and

also at the site level. • Ensure that exclusive HSE monitoring meetings are held, as per the frequency given in

the respective work procedure. • Communicate, to the chairpersons, the importance of meetings and tips on how to

conduct HSE meetings effectively. • Communicate, to all those concerned, the difference between Preventive action and

Corrective action . Every Preventive action taken shall be recorded as an improvement in the QHSE Management System of EMCO.

• Ensure that periodical HSE inspections and audits are conducted, as per the respective

work procedure. • Monitor the HSE improvements being carried out, in the Company as a whole and

ensure that appropriate actions are taken on all the “suggestions/ near misses” reported through the scheme and the concerned is kept informed.

Reference documents: • QHSE/MREV-01 Management Review • QHSE/ IAUD-13 Internal Audit • QHSE/INS-18 QHSE Inspection • QHSE/MMM-32 Monthly Monitoring Meeting Proof of compliance: • Minutes of Monthly Monitoring Meetings • Text of message being communicated through toolbox talks. • Details of corrective and preventive actions taken on the feedback obtained from sites. • Formal listing of the improvements carried out to the QHSE Management System.





ELEMENT – 7

Internal Audit and Management Review Expectations: • In-house resource personnel shall conduct at least two full HSE audits and four partial

HSE audits every year. • All Managers shall, during their site visits, v erify the implementation of atleast one

aspect of the HSE management system and send a qualitative report to the GM / MR, for their information and suitable action, if any.

• No member, without prior approval from the GM and prior information to the MR,

shall miss the Management review meetings. • All decisions, taken during a Management Review Meeting, shall be binding on t he

members, who were not present for the meeting, as well. • All ongoing HSE programs shall be reviewed, in the Management review Meetings, and

the need for introducing new HSE programs shall be discussed and decided. Reference Documents: • QHSE/MREV-01 Management Review • QHSE/ IAUD-13 Internal Audit • Goals and Objectives Proof of compliance: • Minutes of the Management review meetings • Internal Audit reports • Action taken reports • HSE program records.





Element – 8 QHSE Procedures Expectations: • Ensure the availability of all work procedures and O H&S risk and Environmental

Aspects/Impacts assessments at all sites • Ensure that the QHSE procedures and OH&S risk and Environmental Aspects/Impacts

assessments, available at site, are the latest ones. • Whenever a revision is issued, the earlier copies shall be withdrawn. • Maintain a clean and hygienic work environment. • Maintain a work-area, that is neat , clean & free from any occupational health hazards • Maintain the environmental noise exposure of all employees to less than 85 dB. • Maintain the sanitary facilities at the workspot, in a hygienic condition • Provide rest shed, drinking water, etc at workplaces, particularly during the summer

months. • Provide and maintain washing facilities, eye wash and emergency showers, wherever

required. • Arrange for minimum level of lighting, as prescribed in the respective Codes,

depending on the type of activities being carried out. • Take all possible measures to ensure that the health and welfare of the employees are

protected and that they are fit for the job. • Provide necessary PPE wherever required. • Take all possible measures to reduce the exposure of employees to a hazardous

environment. • Educate the employees on occupational hazards. • Ensure that all activities are carried out , a s per OH&S risk and Environmental

Aspects/Impacts assessments. • Ensure that the hazards and control measures are communicated to the workmen, as a

part of the daily work instructions. • Ensure that appropriate work procedures are followed in the day to day work. • Ensure the availability and usage of relevant safety appliances at all work places. • Ensure that the notified persons inspect all accessories, power tools and machinery, at

regular Intervals & as per the work procedure and the checklists. • Ensure that all critical activities are properly supervised and relevant permits are used

with all precautions duly followed, as indicated in the permits. • Ensure that all unexpected incidences/ accidents are properly reported and investigated. • Maintain a database of all the “Near misses” reported through the “Near Miss/

Suggestion” card scheme and communicate the summary, on a w eekly basis, to all employees, through toolbox talks.

• Ensure that hazardous or harmful materials are handled with due care and are not discharged to the atmosphere (land, water or air).

• Ensure that any uncontrolled discharge or spillage of such hazardous/ harmful materials is reported to the appropriate authorities.





• Ensure that generation of waste is minimized to the possible extent, by better planning and possible reuses.

• Ensure that MSDS is made available for all chemicals and the salient features of the chemical are communicated to the users.

• Ensure the control of all emissions and discharges, to the environment, within the allowable limits, as prescribed in the standards.

Reference Documents: • All QHSE procedures • All the OH&S risk and Environmental Aspects/Impacts assessments • LI 5 List of hazardous jobs and critical activities • LI 6 List of Chemicals/ MSDS • Control copy of legal and other documents Proof of compliance: • Pest control records / contracts • Current food handler certificate of all cooks • Trained first aider certificates • Training records • Deployment of identified cleaners in all camps • A1 Inspection sheets • Risk assessment sheets • Environmental Aspects/Impacts assessments • Various Inspection reports and the action taken on the same • Accident reports and investigation reports • Closed permits maintained at sites • Availability of respective MSDS at site wherever chemicals are being handled. • Knowledge about the chemicals at the level of technicians, wherever applicable. • Sewage disposal at all camps through appropriate means. • Solid waste management compliance in camps.





6.8 RESOURCES

EMCO identifies the resource requirements for implementation of the QHSE system, as per the international standards of ISO 9001-2008, ISO 14001:2004 & OHSAS 18001:2007 and provides for adequate resources, in terms of qualified, trained & experienced personnel, equipment of adequate capacity and safety features and all the necessary allied support services along with all requisite systems and procedures, as may be deemed fit for application and system implementation. With this objective in mind, EMCO has prepared documented procedures for various aspects, covering the department operations as well as the functions of QHSE management system.





7.0 Description & Interaction of QHSE Management System Processes

Tendering & Winning of Contracts are planned and done, vide procedure QHSE/TWC-05.

Execution of construction Contracts for Air-conditioning, Civil and Electrical projects are done vide procedure QHSE/EC-07

8 Execution of maintenance Contracts

for Air-conditioning, Civil & General are carried out vide procedure QHSE/EC-07

Execution of Maintenance Contracts

Start

Execution of Construction Contracts 7.1

Nature of EMCO’s Business

7.2 7.2

7.3 7.4

A





Purchase of material & spares are planned & done vide procedure QHSE/PUR-02.

EMCO’s vendors and sub-contractors are

evaluated, approved and monitored vide procedure QHSE/VSA-03.

EMCO’s construction equipments and

vehicles are inspected and maintained vide procedure QHSE/EVM-08 & QHSE/INS-18

EMCO’s measuring and testing instruments

are calibrated / verified, as per procedure QHSE/CVMI-09.

Handling, storage & preservation of

materials are done vide Procedure QHSE/WH-04

EMCO’s QHSE Management System

documents & data are controlled vide procedures QHSE/DDC-05

B

7.5

A

7.6

7.7

7.8

7.9

7.10





EMCO’s QHSE Management System records are identified and controlled vide procedure QHSE/CR-12.

Non-conforming product is identified and

handled vide procedure QHSE/CNP-10. EMCO plans appropriate corrective/

preventive actions to improve its process vide procedure QHSE/CPA-11.

EMCO’s human resource development is

done vide procedure QHSE/CTA-14. EMCO establishes Quality and HSE Policy

& Objectives and monitors their deployment vide procedure QHSE/PDMA-15

EMCO verifies, periodically, the

implementation status and effectiveness of the Company’s QHSE Management System vide procedure QHSE/IAUD-13.

EMCO’s top management reviews the

effectiveness of the Company’s QHSE Management System and plans necessary corrective actions vide procedure QHSE/MREV-01.

End

B

7.11

7.12

7.13

7.14

7.15

7.16

7.17





8.0 INTERACTION OF QHSE MANAGEMENT SYSTEM PROCESS





9.0 EXCLUSION

All the requirements of ISO 9001:2008 are applicable to the EMCO Qatar scope of work hence, there is no exclusion.





10.0 ORGANISATION CHART





11.0 AMENDMENT RECORD SHEET

AMEND-MENT NO.

PARA / SEC. NO.

PAGE REF.

OLD REV. NO.

OLD ISSUE DATE

NEW REV. NO.

NEW ISSUE DATE

NATURE OF AND REASONS FOR CHANGE

AND SIG.

01 6.7.2, 6.7.3 6.8 & 9 20 to 31, 32 & 37 0 25/03/2013 01 25/03/2014

Addition of main elements of OH&S, Goals &

Objectives & Exclusion