Warehouse Manual

Debach Enterprises Ltd

Warehouse Operations Manual

Version 1 Last Reviewed: February 2024 Approved By: S Davis

Contents Title Page: Debach Enterprises Ltd ...................................................................................................... 1 1.

Scope........................................................................................................................................ 4

2.

Warehouse Operative Responsibilities ................................................................................. 4

2.1

Health & Safety .................................................................................................................... 4

2. 2 Health and Safety at Work Act 1974 ........................................................................................ 4 2.2 Implementation of Risk Assessments ........................................................................................ 4 2.2

General Site Health & Safety ............................................................................................... 4

2.3

Designated Walkways .......................................................................................................... 5

2.4 Fire Safety .................................................................................................................................. 5 2.5 Working at Height ...................................................................................................................... 5 2.5.1. Safety Harnesses ................................................................................................................ 5 2.5.2. Legal requirements ............................................................................................................. 5 2.5.3. Non-Compliance ................................................................................................................ 6 2.5.4. Retrieval Of Casualty At Height ....................................................................................... 6 2.6

Sharp Knives ........................................................................................................................ 6

2.7

Working Alone ..................................................................................................................... 7

2.8

Accidents, incidents and near misses ................................................................................... 7

2.8.1 Accidents ............................................................................................................................. 7 2.8.2 Near Misses ......................................................................................................................... 8 2.9 Confidential Reporting System .................................................................................................. 8 2.10 Safe Systems of Work (SSOW) ............................................................................................... 8 2.11 How to guides .......................................................................................................................... 8 3

4

Professionalism ........................................................................................................................... 9 3.1

Attitude................................................................................................................................. 9

3.2

Uniform ................................................................................................................................ 9

Operations................................................................................................................................. 10 4.1

Forklift Operation Procedure ............................................................................................. 10

4.2 Defect Reporting ...................................................................................................................... 11 4.3 Operational Training ................................................................................................................ 11 4.4 New product ............................................................................................................................. 11 4.5 Non-manifested goods ............................................................................................................. 12 4.6 New process instruction ........................................................................................................... 12 4.7 Additional charging.................................................................................................................. 12 4.8 Breaking down of pallets ......................................................................................................... 12 4.9 Damages in store ...................................................................................................................... 12 4.10 Housekeeping ......................................................................................................................... 12 Page | 2 Version 1

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4.11 Pressure Washer Operation .................................................................................................... 12 5

Accreditations ............................................................................................................................ 13 5.1 BRC.......................................................................................................................................... 13 5.1.1

Food Fraud ................................................................................................................. 13

5.1.2

Organic and Allergens ............................................................................................... 13

5.2 AEO ......................................................................................................................................... 14 6

Communication ........................................................................................................................ 15 6.1 General Communication .......................................................................................................... 15 6.2 Monthly & weekly Warehouse meetings ................................................................................. 15 7

Other Information................................................................................................................ 15

7.1 Personal Property & Vehicles .................................................................................................. 15 8 Sign off ........................................................................................................................................... 16

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Warehouse Operative Responsibilities

1. Scope To describe the procedures for the warehouse staff whilst performing their normal warehouse duties. Also to describe the warehouse staff’s daily responsibilities regarding, safety, forklift checks, picking notes, RDT’s legislation & other relevant requirements.

2. Warehouse Operative Responsibilities The warehouse staff are responsible for observing all parts of this manual as well as all legal & legislative requirements. It is the warehouse staff’s responsibility to observe all aspects of his duties, which affect quality, health & safety, efficiency, and the integrity of our customers’ products.

The main responsibilities of the Warehouse Operative are detailed in the most recent job description, available from HR or on the Sage HR employee file along with the handbook of Company procedures.

2.1 Health & Safety Health & Safety Regulations place the following duty on each and every employee while at work.

• • •

To take reasonable care for the health and safety of yourself and of other persons who may be affected by your acts or omissions at work To cooperate with their employer so far is necessary, to enable any requirement or duty imposed on them to be complied with.

Not to intentionally or recklessly interfere with or misuse anything provided in the interests of health, safety and welfare in pursuance of any of the relevant statutory provisions.

The Health and Safety committee meet every 6 weeks to discuss important health and safety topics.

Anyone is welcome to attend these meetings. Dates can be found on the staff notice board in the canteen.

For anyone unable to attend but wishes to raise matters relevant to the health and safety committee they should advise their line manager or supervisor in advance of the meeting.

2. 2 Health and Safety at Work Act 1974 All staff will ensure compliance of the information contained within the warehouse manual and in line with the Health and Safety at Work Act 1974. If employees have any concerns, they must report them immediately to their line manager, and if necessary escalate it to the Health & Safety Officer or the Managing Director.

2.2 Implementation of Risk Assessments The overall responsibility for policy implementation is the Health and Safety Officer. Day to day activities rest with the Line Manager to ensure that activities have been adequately risk assessed and that safe systems of work are in operation. However, all employees are responsible for complying with and supporting the policy.

All risk assessments and safe systems of work are held centrally on the ‘W-Drive’.

2.2 General Site Health & Safety All employees must ensure they are wearing their issued PPE (Hi-Viz and Safety Boots) when entering and exiting site at all times. Failure to comply with this may result in disciplinary action.

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Warehouse Operative Responsibilities

2.3 Designated Walkways It is the responsibility of all staff to ensure that when entering our sites they adhere to the site rules and must adhere to designated walkways at all times. Designated walkways are adopted to reduce risk by segregating as far as is reasonably practicable ‘man and machine’ in busy work areas. Please refer to the Company site map.

Company Site Map

2.4 Fire Safety Annual fire safety training and fire marshal training is carried out on the Safety Hub system.

If during your normal activities the fire alarm is raised, leave your working area as quickly and calmly as possible. If you are driving your forklift truck leave the building on your truck and make your way to the Forklift Truck designated area. Park your truck up removing the keys and make your way to the fire assembly point where the incident controller will take the register ensuring that all staff are accounted for.

Fire Marshalls are responsible for ensuring the individuals in their work area have evacuated and are accounted for. They should pass any missing people’s names to the Incident Controller.

PLEASE DO NOT PUT YOURSELF AT RISK AT ANY TIME. Emergency action If you suspect, there is a gas leak – evacuate the area and inform the incident controller so they can call the emergency services. If a gas leak is detected and a flame is visible again evacuate the area, follow the site emergency procedures DO NOT ATTEMPT TO EXTINGUISH THE FLAME. Only return to the workplace when the incident controller has had clearance from the emergency services.

2.5 Working at Height 2.5.1. Safety Harnesses When staff are working at height (scissor lift & genie boom), they must ALWAYS wear safety harnesses, this equipment is designed to minimise the risk of potential injuries in the case of a fall. When harnesses are used, they must used in accordance with the training provided and be securely attached to a sufficiently strong anchor point. Staff who do not use the appropriate safety equipment will be dealt with in accordance with the Company Disciplinary Procedures.

Your safety harness is your lifeline, any faults found should be reported immediately & harness not to be used, make sure it’s given to their line manager who will dispose accordingly & a new one will be provided.

In accordance with site risk assessment, no safety harness is required when working in a man-up machine.

A safe decent system is in place on all trucks for another individual to be able to slowly let the stuck operative down should their hydraulic system fail This is done via safety valve on the manup. Please refer to Risk Assessment: WH68

2.5.2. Legal requirements The Working at Height Regulations 2005 overriding principle is that controls and procedures must be in place to do all that is reasonably practicable to prevent anyone falling:• • •

All work at height must be properly planned and organised.

All work at height must take into account weather conditions that could pose a risk to the health and safety of any person working at height.

Anyone working at height must be competent and properly trained.

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Warehouse Operative Responsibilities

• • • •

The place where work at height is undertaken must be safe.

Equipment used for working at height must be appropriately inspected.

The risks posed by fragile materials must be properly controlled.

Ensure that the risks from falling objects are properly controlled.

2.5.3. Non-Compliance Employees who are found not complying with the Working at Height policy will be in contravention of this policy and will be subject to disciplinary action in accordance with the Company’s disciplinary procedure. A breach of this policy will be treated as a serious disciplinary offence, particularly where the employee refuses to comply with safety at height instructions. The procedures are in place in order to prevent possible accidents. Non-compliance is a serious breach of this policy.

2.5.4. Retrieval Of Casualty At Height In the event that a casualty needs to be rescued from a fall at height the Rescue Team (Jon Chapman & Fernando as the trained First Aiders) must be called. The designated plant/equipment must be used to enable the casualty to be lowered safely to ground level. If necessary, the emergency services will be called.

If the Rescue Team is not immediately available, it is company policy that the supervisor takes control of the situation and appoints competent staff to help deal with the situation calmly and safely, at no point must anyone put themselves at risk.

Suspension trauma policy RACKING SYSTEMS: Individuals must NEVER use the racking to climb down in the event they are stuck in the air. In the event that your plant fails to descend you must use your Company phone to contact the first aid rescue team (Jon Chapman and Fernando Esora) and await their instruction.

2.6 Sharp Knives To ensure the best welfare of personnel at work the procedure on sharp knives must be followed at all times:No knives can be brought into the workplace at any time. Only knives on the Company sharp knives register can be used on site. Anyone found with knives other than Company issue will be dealt with in accordance with the Company Disciplinary Procedure.

Only two types of knives will be used by the Company and must be stored in the employee’s locker outside of working hours:1.

2.

Stanley Knives with a retractable blade.

Fixed blade safety knives.

All knives and spare blades are kept in a locked cupboard. If a replacement knife is needed, this can be obtained from the Business Development office. Any old knives and blades must be returned to the Business Development office for safe disposal when new ones are issued.

1.

2.

3.

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Always ensure an action of cutting away from the body is used.

Always ensure that a safe distance is kept between the person using the knife and other employees.

Never use blunt knives/blades.

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Warehouse Operative Responsibilities

4.

Always wear personal protective equipment if issued to you for a task. Cut resistant gloves are available from the Business Development office.

2.7 Working Alone This policy sets out the Company’s provisions on lone working. The Company discourages lone working and will avoid the need for employees to work alone where reasonably practicable. Where lone working is necessary, whether on a regular or occasional basis, the Company will take all reasonable steps to ensure the health, safety and welfare of employees working alone.

The Company will also ensure that a formal health and safety risk assessment is carried out to identify the hazards and risks of lone working and to devise and implement safe working arrangements so that the risks are eliminated or adequately controlled, thus enabling lone workers to carry out their work in a safe environment.

Please refer to the full procedure below:

Lone Working Policy

2.8 Accidents, incidents and near misses 2.8.1 Accidents In the event of an accident occurring contact your Line Manager or first aider, who will then take the details & report the incident to the Health & Safety Officer.

The information below must be noted in the Accident Book and sent to the Health & Safety Officer with Date & Time: • • • • • •

Injury to which part of the body (noting L or R) What treatment was required and given i.e. First Aider or Hospital Casualty Department Location of Accident How Accident occurred Was Protective Clothing/Equipment being worn/used Signed Statements from witness(s), if necessary

Accidents must always be entered on the day of the accident by the first aider and the injured individual with the line manager present. This information must then be provided to HR so an accident investigation and subsequent reporting can take place.

In the event of an injury where an individual refuses further treatment i.e. attending A&E, a disclaimer will be signed by the individual that they are liable for administering their own treatment and injury aftercare. Any further detriment suffered due to the injury will be deemed your own personal responsibility.

This procedure must be strictly adhered to, as the information gathered at this point could prove vital in the event of any claims that may be forth coming.

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Warehouse Operative Responsibilities

2.8.2 Near Misses A near miss is an event that has the potential to cause but does not actually result in human injury or equipment damage.

Debach has an inclusive culture; information about any near misses is collated and shared with the Health and Safety Officer and the Managing Director. Any near misses that occur must be immediately communicated to HR to ensure a thorough investigation is carried out at the point of the near miss occurring.

The information must be documented and discussed as part of the routine Health and Safety meetings which are held every 6 weeks. Depending on the severity of the incident a new method or process may be issued sooner, to prevent future incidents which might include damage to company or customer property.

Any updates to methods or processes will be trained and signed off with all relevant staff.

2.9 Confidential Reporting System The Company recognises the importance of providing all employees with a system to make confidential reports to the management team and the significance this has on continuous improvement and employee voice.

A system is in place to enable employees to complete a form in either the area of Operations, Health & Safety or HR which they can submit into a locked box which is checked regularly by the HR Department.

Employees are encouraged to submit any suggestions or concerns that do not require immediate attention and are reminded that the HR option is not for submitting formal issues and they should follow the Company Grievance Procedure.

Grievance Procedure

2.10 Safe Systems of Work (SSOW) A Safe system of work is a method of completing a job which eliminates identified hazards and controls risks. Good planning can significantly reduce the risks involved in a work task and a safe system of work achieves the controlled completion of the work with the minimum of risk for the individuals involved.

Safe Systems of Work relevant to warehousing operations can be found throughout the warehouse manual.

2.11 How to guides Relevant ‘how to’ guides for RDT, Touchscreens and Company provided apps are available to all employees and are held centrally on the ‘W-Drive’.

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Professionalism

3 Professionalism 3.1 Attitude Warehouse Operatives working for Debach are responsible for their behaviour whilst at work and must ensure it always reflects the Company values.

The Company will not tolerate any behaviour that is not in line with our values or any behaviour that is insulting, discriminatory or causes offence to our employees, sub-contractors or any other persons who deal with the Company. If any employee has a complaint about the way someone has behaved either towards them or another person, they should raise this to the HR Department.

Company Values

3.2 Uniform Company branded uniform is issued to all employees and must be worn at all times. As a Company ambassador it is essential that you maintain a professional image, especially as we can have visitors and customers come to our site at any time.

Non-branded hoodies, sweatshirts, t-shirts etc are not permitted. Any employee in breach of this will be dealt with in accordance with the Company Disciplinary Procedure.

Jewellery is not permitted in accordance with the BRC accreditation.

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Operations

4 Operations 4.1 Forklift Operation Procedure PURPOSE This policy has been developed to ensure safe systems of work are in place when staff work with/use Forklift Trucks on Site.

POLICY It is the policy of Debach Enterprises Limited that all our workplaces have controlled measures in place when working with Forklift Trucks.

TRAINING All employees will have internal competency training for all plant and equipment and records will be held on their personnel file.

Under no circumstances are forklift vehicles to be operated by an unlicenced individual. Licenced operatives must take care to ensure all safety practices are adhered to i.e. sounding horns, speed limits and precautions taken in busy operational areas that are in place.

In line with best practice operations observed by HSE, the Company will refresh staff training every 5 years or more frequently should it be identified that any operative is not demonstrating a satisfactory competency level.

MAINTENANCE The company expects that forklift trucks are checked / maintained on a daily basis by the person assigned to the Fork truck and they ensure the equipment is kept in good order. As per the internal competency training given on induction, the forklift daily check on the Fleetcheck app must be completed, and all defects must be reported to the Warehouse Supervisor in the first instance and then either the Ipswich Operations Manager or the Transport and Logistics Compliance Officer for booking and administrative purposes.

How to guide: Using Fleetcheck

Video how to: Using the Fleetcheck App IMPLEMENTATION All staff will ensure compliance of this policy in line with the Health and Safety at Work Act 1974, if staff have any concerns, they must immediately report it to their Line Manager and if necessary, escalate it to the Health and Safety Officer. All activities within the remit of forklift policy should be dealt with where practicable with your Line Manager to ensure your requirements are operationally safe and effective.

ELECTRIC FORKLIFTS When topping up electric forklift batteries, all employees must wear the PPE provided to them to prevent injury caused by acid burns. This includes gloves and goggles. The risk of acid burns has been minimised by installing self-filling stations. Any employee found to be disregarding this policy will be dealt with in accordance with the Company Disciplinary Procedure.

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Operations

GAS FORKLIFTS All Forklift Trucks that are powered by Gas - Spare gas cylinders should be stored in the appropriate lockable cages when not in use. Gas cylinders that are insitu on the forklift trucks must be parked up during breaks and overnight in the designated areas marked on site plans. The site plans are marked in order that the information is readily available to the emergency services in the event of an emergency evacuation.

Site map with gas forklift parking areas (Ipswich)

Site map with gas forklift parking areas (Clopton)

Kalmar Operation/Barrier Control The person operating the Kalmar forklift must ensure the barrier is in the down position when in operation.

There is a designated standing area for drivers whilst Kalmar is in operation. Pedestrians are not permitted in the area whilst the Kalmar is in operation.

Risk Assessment WH22 – Heavy Lift Operations Ipswich Main Yard Barrier Control The loader controls both incoming barriers and the office controls the outgoing barrier.

4.2 Defect Reporting If a driver of a forklift notes any defects on their daily check through the Fleetcheck app, a defect report is automatically generated sent to the office. If a manual Vehicle Defect Report is raised, it should be completed & handed to the Operations Manager or telephoned to the office for the defect repair to be scheduled and rectified.

A copy of the manual report form can be found on the noticeboard in the Ipswich Tea Hut.

4.3 Operational Training All employees receive internal competency training on operations within the warehouse. The training system follows a traffic light system whereby employees go through three stages ‘explained’, ‘under vision’ and ‘competent’. These training programmes are designed for each specific operation and held centrally.

Annual training on manual handling, fire marshal, fire safety awareness and diversity and inclusion is carried out on the safety hub system.

4.4 New product When a new product arrives in Devan or unloading area, staff must refer to the customer specified instruction on handling the product. The Ipswich Operations Manager or a member of the management team must be present and to ensure the customer quotation aligns with the requirements of the customer and that no additional handling or processing needs to take place without being charged appropriately.

Consignment Order (Goods In Process)

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Operations

4.5 Non-manifested goods Any product which arrives into Devan or unloading areas which is not on the packing list must be immediately reported to the Ipswich Operations Manager and/or the Business Executive Development Manager. It is imperative that this process is followed on the same day the product arrives due to inclusion within the GRN report.

For product not manifested, it should be immediately booked into DEBZZZ for audit trail purposes.

Product must NOT be disposed of unless authorisation is given from the Managing Director.

4.6 New process instruction Should product arrive in devan or unloading areas that is not correctly wrapped, stacked or packaged for safe storage within the racking system, staff should report this immediately to the stock account handler and await customer agreement for additional charging to take place.

4.7 Additional charging If any of the following activities are carried out they must be noted for additional charging purposes.

- Restack - Layer charge - New pallet or replacement pallet - Additional wrap - Inversion

4.8 Breaking down of pallets When breaking down pallets, if a different product is found within that pallet or a case is missing, these must immediately be reported to the Ipswich Operations Manager or the Executive Business Development Manager (especially in the case of bonded product).

4.9 Damages in store On occasion a pallet might break causing damage to product. Again, report this immediately to the Ipswich Operations Manager or the Executive Business Development Manager.

Do not put away broken pallets or three-legged pallets into the racking.

4.10 Housekeeping It is the responsibility of all warehouse staff to ensure they maintain a clean working area. Keeping areas free of debris helps minimise the risk of fire starting and trip hazards.

Weekly QC walk round checks are conducted via tablets and are stored electronically for audit purposes.

Risk Assessment: WH25

4.11 Pressure Washer Operation Please be advised that when using the Pressure washer, for you own personal welfare you should wear eye protection.

If you have not been issued with goggles/glasses, please contact your manager who will supply you with a pair.

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Accreditations

5 Accreditations 5.1 BRC The objective is to ensure that the quality and safety of products are maintained during their storage and distribution (and where subject to other activities such as wholesale, contracted services, etc.), and that customer confidence is upheld through audit and certification.

We undertake to comply with the scope for storage and distribution of all products from our supplier to point of delivery within the supply chain facilitating the audit requirement of our certificated activities.

The distribution of the products out of store will also be defined by the customers’ specification, especially in the case of stacking, securing, load restrictions or mixed loads.

All equipment used in the transportation of products or pallets, shall be suitable, adequately maintained and used in a way which reduces the risk of damage to the products.

Procedures will be adopted for handling damages, waste product and returns. All products found to be out of the customers specification, will be held in a segregated area and placed ‘on hold’.

All staff are trained to ensure best practice procedures are adopted including awareness of personal hygiene.

Signed training records will be held on employee personnel files.

5.1.1 Food Fraud Employees are trained on the topic of food fraud and reminded at monthly warehouse meetings to check the following on intake: description, country of origin, BBE and if there are any items present which are not on the packing list.

If there are any discrepancies, these must be reported to the Operations Manager and/or Business Executive Development Manager.

Despatched foodstuff pallets have yellow stickers “contains foodstuffs” in case they are moved through networks or approved BRC sub-contractors.

5.1.2 Organic and Allergens All organic products are allocated a specific area within the warehouse and such areas are marked out on the site map. If we are to store allergenic product this will only be stored in specified racking and the space next, above or behind must be kept empty for segregation purposes.

Employees are issued the allergen policy on induction and yearly to ensure no changes. If any employees are allergic to allergenic products, they should inform their line manager.

Allergen site map

Allergens Policy Page | 13 Version 1

Glass Policy

Spillage Policy Last Reviewed: Approved by:

February 2024

Accreditations

5.2 AEO Authorised Economic Operator (AEO) status is an internationally recognised standard.

To hold this standard, it shows our businesses’ role in the international supply chain is secure and has customs control procedures that meet Authorised Economic Operator standards and criteria.

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Communication & Other Information

6 Communication 6.1 General Communication To enable the Company to provide a first-class service to its customers it is essential that communication channels are laid out and clearly understood by all employees.

Where employees are unable to commence their duties at the agreed start time due to illness, they must inform their line manager or HR ideally before their start time but the by 9am at the latest in accordance with the Company Sickness Absence Procedures. It is essential that this call is made as early as possible to allow workloads to be re-scheduled. Only in exceptional circumstances will other forms of communication be accepted. Please refer to the Company absence procedure for more information.

6.2 Monthly & weekly Warehouse meetings We hold weekly warehouse meetings, usually on a Friday at 11.30am in the Ipswich Tea Hut for employees to attend as they wish to discuss areas of improvement for the company. This usually focuses on the processes within the warehouse and amendments that can be made to make working more efficient. The meetings are usually chaired by the Executive Business Development Manager and another member of the management team, either HR or the Operations Manager. Notes of the meeting are made and a copy is kept on the w drive.

In addition to the weekly meetings, we also hold monthly warehouse meetings. These meetings are mandatory and all warehouse employees must attend them. At the monthly meeting we discuss important topics relevant to our BRC accreditation and remind all warehouse employees the importance of following these rules. It is also an opportunity to share other important information and raise any concerns from both sides.

7 Other Information 7.1 Personal Property & Vehicles Whilst the company will take all reasonable precautions, it regrets that it is unable to accept responsibility for personal property, including vehicles, brought onto site. Valuables should not be brought to work, & drivers are urged, that if it is necessary to bring valuables to work, these items should be kept with them at all times.

Lost & Found property should be reported immediate to the Executive Business Development Manager.

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Sign Off

8 Sign off I acknowledge receipt of a complete copy of the Debach Enterprises Ltd Warehouse Handbook and agree to comply with the procedures therein.

Drivers Name Signature Date

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