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H & P LOGI STI CS & EN GI NEERI N G Gm bH & Co KG

PROCEDURES MANUAL UNCONTROLLED COPY


H&P LOGISTICS & ENGINEERING GmbH & Co KG BUROPARK, OBERNEULAND, HERMANN HOLLERITH STR 10, 28355 BREMEN, GERMANY

PROCEDURES MANUAL ISO 9001:2008 QUALITY MANAGEMENT SYSTEM *****

ISO 14001:2004 ENVIRONMENTAL MANAGEMENT SYSTEM *****

OHSAS 18001:2007 OCCUPATIONAL HEALTH AND SAFETY MANAGEMENT SYSTEM


PROCEDURES MANUAL

Issued: SD Checked: WF Approved: HF

THIS MANUAL CONTAINS PROCEDURES IN FOLLOWING 5 SECTIONS: 1. PROCEDURES RELATED TO QMS 2. PROCEDURES RELATED TO EMS 3. PROCEDURES RELATED TO OHS 4. PROCEDURES RELATED TO EMS & OHS 5. PROCEDURES RELATED TO QMS-EMS-OHS


PROCEDURES MANUAL QMS

Procedures Related to Quality Management System (QMS)

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Table of Contents

Table of Contents .............................................................................................................................................. 2 9AP-530-00 Quality Policy ................................................................................................................................ 3 9AP-821-00 Monitoring, Measuring and Analysis of Customer Satisfaction ....................................................... 5 9MP-710-00 Planning Product and Service Realization ..................................................................................... 7 9MP-750-00 Control of Product and Service Provision....................................................................................... 9 9MP-754-00 Customer Property ...................................................................................................................... 12 9MP-755-00 Preservation of Product ............................................................................................................... 14 9MP-824-00 Monitoring, Measuring and Analysis of Product Realization Processes......................................... 16 9QP-830-00 Control of Nonconforming Product .............................................................................................. 18 9SP-720-00 Customer Related Processes ......................................................................................................... 22

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9AP-530-00 Quality Policy 1.

Purpose

1.1

To state H&P Logistics & Engineering commitments and aspirations in regard to product performance, integrity and reliability of service in a sound a safe environment.

2.

Definitions

2.1

H & P Logistics & Engineering will consistently provide products and services that will meet or exceed the requirements and expectations of our customers. We will actively pursue ever improving quality through programs that enable each employee to do their job right the first time and every time.

3.

Leadership, Responsibilities, and Authority

3.1

Top management established the Quality Policy and the approved it in July 2012.

3.2

The Managing Director and Top Management may decide to change the Quality Policy only when the organization attains the goals and aspirations expressed or they are no longer relevant or sufficient.

4.

Reference

4.1

This document addresses clause 5.3 Quality Policy.

5.

General

5.1

The Quality Policy is assigned control number A-530-001 and is included in the Manual for the Integrated Quality and Environmental Management system.

5.2

The Quality Policy states OIGâ&#x20AC;&#x2122;s commitments and aspirations to provide customers and consumersâ&#x20AC;&#x2122; quality products and reliable services.

5.3

Based on the above commitments and aspirations H&P Logistics & Engineering developed a formalized quality management system to assure that the quality of the products we manufacture, and services we provide to our external customers meet and/or exceed their expectations in a safe and environmentally conscious manner.

5.4

The Quality Policy provides a framework for establishing specific quality objectives and provides direction for the continual improvement effort.

5.5

H&P Logistics and Engineering posted the Quality Policy throughout the organization in English. General orientation training explains and discusses the Quality Policy meaning to new employees.

5.6

H&P Logistics & Engineering communicates the Quality Policy to customers, consumers, suppliers and other interested parties. The organization displays the Quality Policy in the reception area of the organization.

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5.7

Top management reviews the Quality Policy on a six monthly basis with the procedure QEH-AP-560 at management review meetings to ensure its continual relevance and suitability.

6.

Related Documents

6.1 6.2

A-530-001, Quality Policy QEH-AP-560, Management Review

7.

Record of Revisions

Revision Section Month

Year

Summary of change

Changes highlighted in Italics

00

2012

Initial issue

NA

All

July

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9AP-821-00 Monitoring, Measuring and Analysis of Customer Satisfaction 1.

Purpose

1.1

This procedure describes the process of monitoring and measuring of customer satisfaction.

2.

Responsibilities

2.1

Top Management is responsible for determining the appropriate measures, methods and use for monitoring and measuring of customer satisfaction.

2.2

Project Manager is responsible for analyzing data and preparing reports for management review.

2.3

Project managers are responsible for customer feedback projects as assigned.

3.

Definitions

3.1

None

4.

Equipment/Software

4.1

Not applicable

5.

Instructions

5.1

Customer feedback is collected according to the Customer Related Processes Procedure 9SP-720, and through customer feedback projects assigned by management.

5.2

Project Manager analyzes customer feedback to prepare a report for management review.

5.2.1 Project Manager reviews and analyzes the customer feedback database.

(Define what criteria will be used to analyze the data. Can you assign a satisfaction rating to each item based on the content? Can you track certain issues that come up, delivery, quality, service?)

5.2.2 Data from the project managers’ calls to the client to collect feedback at the

end of the project are summarized and analyzed to determine the percent of projects meeting, exceeding or not meeting customer expectations.

5.2.3 Project Manager summarizes the information from the analysis for

management review. (Prepare a report format to help the person responsible to prepare this report. Indicate what information should be presented based on what you determine to measure and analyze.)

5.2.4 Project Manager summarizes the data from “annual” customer surveys to provide to management review.

5.3

Management identifies customer feedback projects during management review. Management assigns responsibility for the projects. Projects may include:

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5.3.1 Focus group meetings 5.3.2 Direct client communication 5.3.3 Customer satisfaction studies 5.3.4 Return customer studies 5.3.5 Other methods identified by management. 5.4

Management identifies the customer feedback projects, planned measurements, frequency and analysis during management review. Management assigns the responsibility for the projects according to Management Responsibility procedure QEH-AP-500.

5.5

The responsible person collects the data, performs the analysis and prepares a report for management review.

5.6

Management reviews the data and assigns action items according to the Management Review procedure QEH-AP-560.

6.

Forms and Records

6.1

Project records as identified by management

7.

Attachments

7.1

None

8.

Related Documents

8.1

QEH-AP-500 Management Responsibility Procedure

8.2

QEH-AP-560 Management Review Procedure

8.3

9SP-720 Customer Related Processes Procedure

9.

References

9.1

Clause 8.2.1 of the ISO 9001 standard

10.

Revisions

Revision

00

Section

Month

Year

Summary of changes

Changes highlighted in Italics

All

July

2012

Initial issue

NA

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9MP-710-00 Planning Product and Service Realization 1.

Purpose

1.1

This procedure describes planning of all product realization processes required for the Quality Management System at H & P Logistics & Engineering.

2.

Responsibilities

2.1

Management is responsible for assigning responsibility to a project manager for the quality planning for new products, processes or projects.

2.2

Design engineers are responsible for completing a design project according to the Design and Development procedure.

2.3

The project manager is responsible for completing a quality-planning table on form F-710-001.

3.

Definitions

3.1

Product Realization: Processes (from customer input through delivery and service) that lead to the creation of the final product or service.

3.2

Design Project: Planning of products, services or processes to transform a set of requirements into a product realization process.

4.

Equipment/Software

4.1

No additional equipment or software required.

5.

Instructions

5.1

As new products, processes or projects are introduced, quality objectives and product requirements are determined as appropriate.

5.1.1 Management assigns responsibility to initiate a quality-planning table, F-710-001 or design project.

5.1.2 Design projects are conducted according to the Design and Development Procedure, QEH-EP-730.

5.1.3 The project manager initiates quality-planning tables. 5.1.4 The project manager initiates process flow diagrams, as shown in typical attachment A-710-001.

5.2

Quality planning tables include:

5.2.1 Quality objectives or product requirements for the product, process or project 5.2.2 Processes, documents and resources 5.2.3 Verification, validation, monitoring, inspection and test activities 5.2.4 Criteria for product acceptance 5.3

The project manager investigates and completes each applicable section of the

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quality-planning table. 5.4

The project manager assigns responsibility and timelines for preparing documentation and implementing processes.

5.5

When the project is completed, management reviews the quality planning table to make sure that all requirements have been met, and signs to indicate approval.

6.

Documentation

6.1

F-710-001 Quality Planning Table

7.

Attachments

7.1

A-710-001 Process flow diagram typical.

8.

Related Documents

8.1

QEH-EP-730 Design and Development

9.

References

9.1

Clause 7.1 of the ISO 9001 standard

10.

Revisions

Revision

00

Section

Month

Year

Summary of change

Changes indicated in Italics

July

2012

All

Initial issue

NA

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9MP-750-00 Control of Product and Service Provision 1.

Purpose

1.1

This procedure describes the process used to provide controlled conditions under which the key product realization processes are performed.

1.2

This procedure describes the process for controlling the product or service provision needed to achieve conformity to the Quality management system.

2.

Responsibilities

2.1

Trained personnel throughout the facility perform this procedure. The procedure QEH-AP-622 outlines the process for employee competence, awareness and training.

3.

Definitions

3.1

Key product realization processes: the processes that contribute or result in the product being produced or the product being provided. Key product realization processes are identified on the Product Realization Monitoring, Measuring and Analysis table on form F-824-001.

4.

Equipment/Software

4.1

No additional equipment or software required.

5.

Instructions

5.1

Product realization processes are controlled and managed to achieve product conformance and continual improvement.

5.2

Product realization processes are planned or designed according to Planning of Product Realization Processes, 9MP-824 or Design and Development, QEH-EP-730. The design output or the planning form identifies the required controls for the process.

5.3

Criteria for workmanship, expressed as product specifications or characteristics are documented in the quality plan or specification sheet for the product.

5.4

Quality control measures that specify appropriate monitoring and control guidelines and inspection and test requirements are documented in procedures or work instructions.

5.4.1 The Measuring and Monitoring procedure identifies process inspection and test points, process monitoring requirements, tests performed, responsible person, and action criteria.

5.5

Management approves all processes and equipment by approving all process and equipment quality plans, procedures, or work instructions.

5.6

The written work instructions are presented in a clear and practical manner.

5.6.1 Illustrations, flowcharts, tables or other presentation tools are used, as appropriate, to provide clear instructions.

5.7

All processes are performed using employees qualified according to the Competence,

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Awareness and Training procedure. 5.8

Processes where resulting output cannot be verified by subsequent monitoring or measurement are validated to demonstrate the ability of the process to achieve planned results.

5.9

The need for validation is identified during the Planning of Product Realization Processes. If the planning identifies the need for validation, responsibility is assigned to a qualified employee, and performed according to the Process Validation work instruction. 5.9.1 Depending on the nature of project the company may make use of special processes that require validations. The work instruction QEH-WI-752-001 for Special process validation outlines the process for operational control validation, if applicable and neecessary. (Operational control refers to clause 4.4.6 in the EMS and OH&S manual sections).

5.10

Product release criteria and product release authority are documented on the Measuring and Monitoring Table.

5.11

Trained delivery personnel, following written work instructions and documented customer delivery requirements, provide all delivery services provided by Your Company.

5.12

Post delivery activities include installation, activities relating to service contracts, and warranty repairs. Post delivery activities are performed following documented work instruction, prints or contracts.

6.

Forms and Records

6.1

F-824-001 Product realization monitoring, measuring and analysis table

7.

Attachments

7.1

None

8.

Related Documents

8.1

Product Realization Procedures and Work Instructions

8.2

QEH-AP-622 Competence, Awareness and Training Procedure,

8.3

QEH-EP-730 Design and Development,

8.4

QEH-WI-752-001 Special Process Validation Work Instruction

8.5

9MP-824 Monitoring, Measuring and Analysis of Product and Realization Processes

9.

References

9.1

Clause 7.5 of the ISO 9001 standard

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11.

Revisions

Revision

00

Section

Month

Year

Summary of change

Changes highlighted in Italics

All

July

2012

Initial issue

NA

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9MP-754-00 Customer Property 1.

Purpose

1.1

This procedure describes the process used to identify, verify, protect and safeguard customer property.

2.

Responsibilities

2.1

Contract review / Administration staff is responsible for identifying any confidentiality requirements of customers.

2.2

It is the responsibility of all employees to follow the appropriate procedures for handling customer property.

3.

Definitions

3.1

Customer property: property owned by the customer and provided for use in meeting the requirements of the contract. Customer property can include intellectual property.

4.

Equipment/Software

4.1

No additional equipment or software required.

5.

Instructions

5.1

All property provided by the customer is identified according to the Identification and Traceability procedure 9MP-753.

5.2

Customer property is preserved and protected from damage according to the Preservation and Handling procedure 9MP-755.

5.3

Intellectual property belonging to the customer is protected according to confidentiality agreements with the customer.

5.4

All property unsuitable for use, damaged or lost is reported to the customer.All lost, damaged or unsuitable property is documented by the relevant staff and copy of the paperwork is sent to the Project Manager for reporting to the customer.

6.

Forms and Records

6.1

F830-001 plus relevant reports and communication

7.

Attachments

7.1

Nil

8.

Related Documents

8.1

9MP-753 Identification and Traceability procedure.

8.2

9MP-755 Preservation and Handling procedure.

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9.

References

9.1

Clause 7.5.4 of the ISO 9001 standard

10.

Revisions

Revision

00

Section

Month

Year

Summary of change

Changes highlighted in Italics

All

July

2012

Initial issue

NA

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9MP-755-00 Preservation of Product 1.

Purpose

1.1

This procedure describes the process for handling, packaging, storage and protection of materials, parts and products to preserve the conformity of product through delivery to its intended destination.

2.

Responsibilities

2.1

The Project Manager is responsible for this procedure

3.

Definitions

3.1

None

4.

Equipment/Software

4.1

No additional equipment or software required.

5.

Instructions

5.1

Handling

5.1.1 Product and materials are handled in a manner that protects the quality and

usability of the item. The planning of product realization processes identifies handling requirements. These requirements are documented in the process quality plans or work instructions.

5.2

Packaging

5.2.1 The Project Manager maintains a master book of current labels and packaging materials. An example of the current package and the label are dated and placed in the master book. As new labels or packaging are put into use, the old are archived and replaced by the new in the master book.

5.3

Storage

5.3.1 The storage conditions are based on the environment. The tolerance or variance of the conditions is acceptable based on the risk assessments conducted. This may be documented in quality plans.

5.3.2 Storage conditions for materials and products are identified during the

Planning of Product Realization and documented in quality plans or work instructions.

5.3.3 Materials and product in storage are inspected for expiration date and condition on a monthly basis. Expired or damaged materials or product are disposed of through the Control of Non Conforming Product procedure 9QP-830.

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6.

Forms and Records

6.1

F431-005, F740-007, F710-001

7.

Attachments

7.1

None

8.

Related Documents

8.1

9QP-830 Control of Non Conforming Product procedure

9.

References

9.1

Clause 7.5.5 of the ISO 9001 standard

10.

Revisions

Revision

00

Section

Month

Year

Summary of change

Changes highlighted in Italics

All

July

2012

Initial issue

NA

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9MP-824-00 Monitoring, Measuring and Analysis of Product Realization Processes 1.

Purpose

1.1

This procedure describes the process of monitoring and measuring of product and product realization processes required for the quality management system at H&P Logistics & Engineering.

2.

Responsibilities

2.1

Management and Project Manager or Design Engineers are responsible for identifying the appropriate measuring and monitoring of product and product realization processes according to the procedure 9MP-710 for Planning of Product Realization Processes.

3.

Definitions

3.1

None

4.

Equipment/Software

4.1

Not applicable

5.

Instructions

5.1

Monitoring and measuring requirements for each product or product realization process are documented on the Product Realization Monitoring, Measuring and Analysis Table, form F-824-001, according to the procedure 9MP-710 for Planning of Product Realization Processes and the procedure QEH-EP-730 for Design and Development.

5.2

The Product Realization Monitoring, Measuring and Analysis Table is divided into work areas.

5.3

The Table is distributed to each work area.

5.4

For each work area the Table identifies: •

Process Point

Planned Measurement

Frequency

Performed by

Acceptance Criteria

Work Instruction Reference

Record of Results

Quality Objectives

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5.5

The function responsible performs the required inspection or monitoring according to work instructions and completes the required records.

5.6

The responsible function prepares required summaries for management review.

5.7

Management analyzes the data at management review according to the procedure QEH-AP-560 for Management Review.

6.

Forms and Records

6.1

F-824-001 Product Realization Monitoring, Measuring and Analysis Table

6.2

Records as identified on the Product Realization Monitoring, Measuring and Analysis Table.

7.

Attachments

7.1

None

8.

Related Documents

8.1

QEH-AP-560 Management Review

8.2

9MP-710 Planning of Product Realization Processes

8.3

QEH-EP-730 Design and Development

9.

References

9.1

Clause 8.2.4 of the ISO 9001 standard

10.

Revisions

Revision

00

Section

Month

July

Summary of change

Changes highlighted in Italics

All

July

2012

Initial issue

NA

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9QP-830-00 Control of Nonconforming Product 1.

Purpose

1.1

This procedure describes the process used to ensure that product that does not conform to product requirements is identified and controlled to prevent its unintended use or delivery by H&P Logistics & Engineering

2.

Responsibilities

2.1

Any employee identifying nonconforming material is responsible for labeling the material according to this procedure.

2.2

Quality Assurance and Management are responsible for documenting the disposition of nonconforming material.

2.3

Site Supervisors are responsible for disposition of the material.

2.4

Project Manager is responsible for contacting customers for concession if nonconforming product is to be used.

3.

Definitions

3.1

None

4.

Equipment/Software

4.1

No additional equipment or software required.

5.

Instructions

5.1

When a material, part or product is identified as nonconforming it is immediately identified with the identification tag / label, such as F-740-007.

5.1.1 A red â&#x20AC;&#x153;Holdâ&#x20AC;? label is attached to the product or material. 5.1.2 The area supervisor may determine to scrap the item. The scrap is logged on their scrap report.

5.1.3 The material quarantined or obviously identified as nonconforming and a NCRRejected material / Disposition report is initiated on form F-830-001. The material or product is identified

a)

The nonconformity is described

b)

The location of the material or product is identified.

5.1.4 Quality control or management reviews the NCR form and identifies the disposition of the product or material as: a)

Scrap

b)

Rework to correct

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Use as is

d)

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5.1.5 Quality control or management determines if a corrective action will be initiated. a)

Specify criteria for when a corrective action is required.

b)

For example: if a trend is identified or if the individual nonconformance is serious enough to warrant a corrective action. Some organizations will require a corrective action with each nonconformance, for some this is not practical and trending or other statistics are used. If you do not issue a corrective action with each nonconformance, assign responsibility for determining when a corrective action is necessary to a the MR or Management)

5.1.6 If product will be “Used as is”, quality control or management is responsible for determining and obtaining any necessary customer concession. If there are certain uses that are not appropriate it will be noted on the NCR form.

5.1.7 The NCR form is sent back to the department holding the material. The

supervisor of the area is responsible for dispositioning the product according to the NCR form. a)

Scrap is logged on the department scrap report.

b)

Rework is sent to the appropriate process. Corrected product or material is subject to all product inspection required by the process to demonstrate conformity to requirements.

c)

If disposition is “use as is” the item is placed back in the process. If customer concession or inappropriate uses have been identified on the NCR form the form will stay with the item throughout production and to shipping to preclude its use where concession has not been obtained, or where it is inappropriate for use. Shipping employees record the customer that the product is sent to on the NCR form.

d)

Re-graded material is clearly identified with the new grade.

e)

When completed the NCR form is sent to QC to be filed.

5.2

If nonconforming product is detected after delivery or use the Project Manager will contact the customer and take appropriate remedial action, and uses the corrective action procedure QEH-QP-852 to initiate a corrective action request on form F-852001.

6.

Forms and Records

6.1

Department Scrap Reports

6.2

F-740-007 Identification tag / label

6.3

F-830-001 Rejected material / Disposition report - NCR forms

6.4

F-852-001 Corrective and Preventive Action Request

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7.

Attachments

7.1

None

8.

Related Documents

8.1

QEH-QP-852 Corrective Action

9.

References

9.1

Clause 8.3 of the ISO 9001 standard

10.

Revisions

Revision Section Month

Year

Summary of change

Changes highlighted in Italics

00

2012

Initial issue

NA

All

July

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9SP-720-00 Customer Related Processes 1.

Purpose

1.1

This procedure describes the process used for communicating with customers and reviewing information from the customer, including customer feedback.

1.2

To maintain, within the quality management system, the methods for the review of customer orders to ensure that the requirements are well understood and that the ordered products and services can be provided by Your Company.

2.

Responsibilities

2.1

Customer Service or Managing Director are responsible for taking orders from clients, determining customer requirements, and reviewing the orders for acceptance.

2.2

Project Manager is responsible for communicating with the client, keeping them informed as the project progresses, and getting feedback from the client.

2.3

Employees that receive feedback from customers are responsible for communicating the feedback to the Project Manager.

3.

Definitions

3.1

None

4.

Equipment/Software

4.1

No additional equipment or software required.

5.

Instructions

5.1

Request for product or service:

5.1.1 Orders are accepted electronically or by phone, fax or mail. 5.1.2 When a Customer Service or Managing Director receives a request for product or services from a client or a potential client, he identifies and documents customer requirements.

5.1.3 Thereafter the order is reviewed with all departments to make sure all required information has been provided. Form F-720-001 shall be used for this purposes.

For orders received by phone the concerned person is required to collect all required information from the customer and document the information in the order database. Requirements are confirmed with the customer before acceptance. Contracts may be negotiated between the customer and management. These contracts are reviewed and approved by management. Information from the contract is entered into the order database under the customer number so the customer may place multiple orders under the contract. When customer Procedure Manual QMS

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service receives an order that is part of a negotiated contract, the information

in the order is reviewed against the information in the order database. The minimum required information includes: 

A specific allocated ID

Details of order / tender

Geographical location

Commencement date

Delivery date

Special requirements

Applicable regulations

Quality requirements

Environmental requirements

OH&S requirements

Operational requirements

Training requirements

Emergency response requirements

Requirements unstated by the customer

Statutory and regulatory requirements

Additional requirements that have been identified internally but missed out by the customer.

5.1.4 Customer service / Project Manager/ managing Director reviews the requirements to make sure:

The client requirements are adequately defined and the company has the capability and capacity to meet the client requirements, Any requirements that are different than previously expressed are resolved. If the company is unable to meet the requirements the Managing Director or the person authorized by him will contact the client to resolve the differences between what you can provide and customer requirements, or tell the customer that the company cannot provide the product or service.

5.1.5 If the company is able to meet the requirements, accept the order, contract or project then the contract will be reviewed and approved by all departments with final approval from Managing Director. The administration will enter the details in the database to indicate approval. This can be done on the copy of the tender document, offer document, email, fax or posted copy.

5.1.6 Thereafter a confirmation will be sent to the customer describe the steps here. Procedure Manual QMS

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Contract amendments

5.2.1 When the client or H&P Logistics & Engineering initiates a change to an approved contract, a contract amendment is required.

5.2.2 The MD or project manager and the client discuss the contract amendment. If

both parties agree to the changes they are documented in the order database and confirmed to the customer. The project manager is responsible for communicating the changes to all employees that need to know about the changes, and relevant documents are amended.

5.3

Customer communication

5.3.1 Product Information Product information is communicated to the customer by product information sheets, catalogues, communication from Project Manager. Printed information is reviewed and approved before release according to the document control procedure. Sales and marketing information is maintained in a controlled database.

5.3.2 Enquiries, contracts or order handling (Describe your process for client

communication, an example is included here to show the type of information to include) Orders are received by customer service, and the customer service representative is responsible for communication through order acceptance. Once the order is accepted, a project manager is assigned. The project manager is responsible for communication with the client after order acceptance. The project manager keeps the client informed and gets client approval on Your Organization initiated contract amendments.

5.3.3 Customer feedback (Describe your process for soliciting, handling and

recording client feedback, an example is included here to show the type of information to include) The project manager or customer service may receive customer feedback. All customer feedback is recorded in the customer feedback database. (If you do not have that type of database set up, another option would be to maintain a file of customer feedback. The key is to design it so you can measure and analyze feedback.) The representative or project manager that receives the inquiry takes immediate action as necessary to satisfy the client. The project manager determines if the inquiry is a complaint and if corrective and preventive actions are necessary. If it is, he or she initiates a corrective action request in accordance with the procedures QEH-QP-852 for Corrective Action and QEHQP-853 for Preventive Action. Customer feedback is requested from clients by using scheduled customer surveys and routine calls to the customer.

Procedure Manual QMS

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PROCEDURES MANUAL QMS ď&#x201A;§

Customer surveys are sent out annually

ď&#x201A;§

Project managers make routine calls to the customer as the project requires, and at the end of the project to ask the customer if

requirements were met or exceeded. Results are entered into the customer feedback database. 5.4

Customer feedback, including complaints is measured and analyzed according to the procedure 9AP-821 for Monitoring, Measuring and Analysis of Customer Feedback.

5.5

Records generated with this procedure for customer related processes are retained in accordance with the procedure QEH-AP-424 for control of records.

6.

Forms and Records

6.1

Order database

6.2

Customer feedback spreadsheet

6.3

Order forms

6.4

Customer Inquiry Form

7.

Attachments

7.1

None

8.

Related Documents

8.1

QEH-AP-424 Control of records.

8.2

9AP-821 Monitoring, Measuring and Analysis of Customer Feedback

8.3

QEH-QP-852 Corrective Action

8.4

QEH-QP-853 Preventive Action

9.

References

9.1

Clause 7.2 of ISO 9001 standard

11.

Revisions

Revision Section Month

00

All

July

Procedure Manual QMS

Year

Summary of change

Changes highlighted in Italics

2012

Initial issue

NA

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PROCEDURES MANUAL QMS

Procedure Manual QMS

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PROCEDURES MANUAL EMS

Procedures Related to Environmental Management System (EMS)

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Table of Contents

Table of Contents .................................................................................................................................... 2 14AP-420-00 Environmental Policy ......................................................................................................... 3 14AP-431-00 Environmental Aspects and Impacts .................................................................................. 5 14MP-434-00 Environmental Programs ................................................................................................... 8

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14AP-420-00 Environmental Policy 1.0

Purpose

1.1.

The purpose of this procedure is to state H&P Logistics & Engineering commitments and aspirations in regard to environmental performance and reliability of activities, products and services in a sound and safe environment.

2.0

Definitions

2.1

H & P Logistics & Engineering Environmental Policy is to protect, utilize, and manage our natural resources in order to prevent pollution and to continually improve the air we breathe, the water we drink, and the earth we inhabit. We believe that “IT IS EVERYONE’S JOB TO PROTECT THE ENVIRONMENT”

3.0

Leadership, responsibilities and authority

3.1

Top management established the Environmental Policy and the President approved it in July 2012.

3.2

The Managing Director and Top Management may decide to change the Environmental policy only when the organization attains the goals and aspirations expressed or they are no longer relevant or sufficient.

4.0

Reference

4.1

This document addresses clause 4.2 of the ISO 14001:2004 Environmental standard.

5.0

General

5.1

The paragraph below provides the guidelines for formulating and approving the environmental policy.

5.2

The company‘s top management demonstrates environmental leadership through consideration and commitment to the following: •

Conduct business in a responsible manner, designed to protect the environment and to protect the health and safety of our employees, our customers, and the public.

Assess, plan, construct, and operate facilities in compliance with all applicable legislation, regulations, and to all industrial codes of practice or programs to which the company subscribes.

Set environmental objectives and targets to continually improve environmental performance and provide the management commitment and resources necessary to achieve the stated objectives.

Encourage and support research and development to improve the ability to protect the environment and maintain public health and safety and strive for the virtual elimination of any persistent toxic emissions from our operations.

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Manage and protect natural resources to ensure sustained yield in a manner consistent with all applicable regulations. Beyond, or in the absence or regulatory requirements, maintain and protect wildlife habitat and eco-systems.

Promote new technologies aimed at conserving, recycling, and renewing the resources that we utilize.

Work and consult with governments and the public in the development of regulations and policies based on sound, economically achievable technologies, and the analysis of environmental and health impacts.

Implement programs and procedures to minimize the consequences of emergency events by ensuring prompt and effective response.

Report regularly to the Management Team on our environmental status and perform audits to ensure conformance with our policies and guidelines.

6.0

Attachment

6.1

A-420-001, Environmental policy.

7.0

Revisions

Revision

00

Section

Month

Year

Summary of change

Changes highlighted in Italics

All

July

2012

Initial issue

NA

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14AP-431-00 Environmental Aspects and Impacts 1.0

Purpose

1.1

The purpose of this procedure is to describe the process to identify the environmental aspects of the activities, operations, products or services that can interact with the environment at H&P Logistics & Engineering.

2.0

Scope

2.1

Environmental reviews are used, within the constraints of the business operating parameters, to identify the elements that can be controlled and that can have significant adverse or beneficial impacts on the environment.

2.2

The environmental aspects that are associated with the activities, operations, products or services that are defined within the scope of the EMS are identified and documented.

2.3

The relationship between environmental aspects and environmental impacts is one of cause and effect where:

2.4

2.3.1

An environmental aspect refers to an element of the company's activities, operations, products or services, which can have a beneficial or adverse impact on the environment.

2.3.2

An environmental impact refers to the change, which takes place in the environment as a result of the aspect.

Reviews of environmental aspects are conducted where: 2.4.1

Initial reviews are carried out per paragraph 4.0 below to determine what the environmental aspects are, taking into consideration the inputs and outputs associated with the current and relevant past activities, products or services.

2.4.2

Intermediate reviews by the QMS / EMS / OHS steering team take into consideration normal and abnormal operations and potential emergency conditions.

2.4.3

On-going reviews are conducted for the established system by the top management group as part of the management review procedure QEH-AP-560 in order to maintain continual improvement, suitability and effectiveness of the EMS.

3.0

Responsibility

3.1

The QMS / EMS / OHS management representative is responsible for the approval, implementation and maintenance of this procedure covering environmental aspects.

4.0

Procedure

4.1

The QMS / EMS / OHS steering team, identified in the management responsibility procedure QEH-AP-500, participates in regularly scheduled monthly meetings to perform initial reviews and direct the implementation phases of EMS processes,

4.2

The current companyâ&#x20AC;&#x2122;s position with regard to the environment is established during the initial reviews and recorded on form F-431-001.

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4.2.1

For the resulting "YES" answers for the initial review questions, supporting objective evidence must be available to the QMS / EMS / OHS steering team.

4.2.2

The initial review remains an item on the QMS / EMS / OHS steering team implementation agenda until "YES" answers prevail for all relevant questions.

4.2.3

The resulting "NO" answers in the initial review questionnaire; require the items to be included as agenda items for follow up with the QMS / EMS / OHS steering team.

4.3

The identification of environmental aspects and the evaluation of the environmental impacts associated with the activities, operations, products or services considers where applicable are: â&#x20AC;&#x153;emissions to the air, releases to the water, waste management, contamination to the land, use of raw materials and natural resources, and other local environmental and community issuesâ&#x20AC;?.

4.4

The QMS / EMS / OHS steering team is responsible to identify the personnel responsible for specific environmental assessment. These personnel are responsible to perform the required environmental assessments and report the findings on worksheets, form F-431-002.

4.5

The identification of environmental aspects and the evaluation of environmental impacts make use of the Environment Assessment Worksheet, form F-431-002 and deals with a five-step identification process. Guidelines for the steps are provided in data form A-431-003.

4.6

During the process of identifying environmental aspects any incomplete, ambiguous or conflicting requirements are resolved with those responsible for imposing these requirements.

4.0

Records

5.1

Notes of the QMS / EMS / OHS steering team activities are recorded and issued using typical internal memo to summarize items such as the decisions taken, the actions taken, results, conclusions reached and next actions required, and are retained as environmental records, per procedure QEH-AP-424.

5.0

Related Documents

6.1

QEH-AP-424, Control of records

6.2

QEH-AP-500, Management responsibility

6.3

QEH-AP-560, Management review.

6.0

Documentation

7.1

F-431-001, Initial Environmental Review,

7.2

F-431-002, Environmental assessment worksheet,

7.3

Typical internal memo

7.0

Attachment

7.1

A-431-003, Guidelines for identification of aspects and impacts.

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8.0

References

8.1

Clause 4.3.1 of the ISO 14001 standard

9.0

Revisions

Revision

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Month

Year

Summary of change

Changes highlighted in Italics

All

July

2012

Initial issue

NA

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14MP-434-00 Environmental Programs 8.0

Purpose

1.1

This procedure provides for the development of the environmental programs required to achieve the objectives and targets, and provides for the process of developing action plans for those identified environmental programs.

1.2

By preparing action plans the company can focus its efforts and resources on environmental programs and areas of greatest environmental impact and/or greatest concern to internal and/or external stakeholders.

9.0

Purpose

2.1

Action Plans are developed for environmental management programs that result from the commitments expressed by the Environmental Policy.

2.2

Action plans and timing for environmental programs are developed from those environmental aspects that the QMS / EMS / OHS steering team considers of highest priority based on the significance of impact to the environment, and the commitment to continual improvement.

10.0

Responsibility

3.1

The QMS / EMS / OHS management representative is responsible to coordinate the activities associated with the development of the Environmental Programs.

3.2

The QMS / EMS / OHS steering team , is responsible to: •

Review the environmental aspects and their impacts as identified per procedure 14AP-431, Environmental Aspects and Impacts.

Review the legislative and other requirements as identified per procedure ` EHAP-432, Legal and other requirements.

In consultation with relevant levels and functions (Unit/Department Heads), set appropriate departmental environmental objectives and targets per procedure EHAP-433, and assist with identifying programs that support the objectives.

Consolidate the group objectives and targets into the overall action plan for review and approval by the Managing Director.

Assist the Unit/Department Heads to develop budgets for the approved environmental programs.

11.0

Procedure

4.1

The QMS / EMS / OHS steering team participates in consultations with Unit/Department Heads and assists the relevant levels and functions with the departmental action plans for the environmental programs.

4.2

Environmental programs that result from the Environmental Policy, focus on the three basic pollution prevention needs associated with:

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“The Water we drink, The Air we breathe, and The Earth we inhabit” Individual environmental programs covering the above are detailed in action plan instructions: •

14WI-434-001 - Water,

14WI-434-002 - Air, and

14WI-434-003 - Earth.

4.3

Additional environmental programs may result from the environmental assessment and identification worksheets used in 14AP-431 and EHAP-432.

4.4

Any additional environmental programs are similarly detailed in action plans & timing charts where action plan instructions 14WI-434-004, etc are reserved for this purpose.

4.5

The unit or department heads are responsible to develop and detail the required action plans, taking into consideration following project management items such as: •

An objective and measurable target

Action items to be taken

Responsibility for the project

Start and target completion dates for action item

The results expected to be achieved

The identification of milestone/significant dates

A time frame for regular planned progress reviews

4.6

The development of the environmental programs and project details are provided on action plan & timing chart form F-434-001. At the project management level, the activities incorporate a Plan-Do-Check-Act continual improvement philosophy.

5.0

Reviews of objectives and targets for environmental management programs

5.1

For the developing EMS, the QMS / EMS / OHS steering team reviews on monthly basis. •

The progress of each relevant level and function in achieving the objectives and targets for environmental programs. Should reviews indicate unsatisfactory progress, the QMS / EMS / OHS management rep directs the appropriate unit / department head to institute corrective and preventive action, per Procedure QEH-QP-852.

The appropriateness of environmental programs as a result of changing requirements, new environmental aspects, nonconforming incidents, emergency events, regulatory requirements, and corporate change.

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5.2

For the operating EMS, the environmental programs are reviewed during management reviews with procedure QEH-AP-560.

6.0

Records

6.1

Action Plans and Action Plan updates are issued using project management reports, such as typical internal memos and/or typical Project Management Planning Action plan and timing charts, form F-434-001 are retained in project files, per procedure QEH-AP-424 Records.

7.0

Related Documents

7.1

14AP-431, Environmental aspects and impacts

7.2

EHAP-432, Legal and other requirements

7.3

EHAP-433, Objectives and targets

7.4

QEH-AP-424, Control of records

7.5

QEH-AP-560 Management review

7.6

QEH-QP-852, Corrective action Reference Environmental Programs

7.7

14WI-434-001 - Water

7.8

14WI-434-002 - Air

7.9

14WI-434-003 â&#x20AC;&#x201C; Earth-Land

7.10

14WI-434-004, etc reserved for future programs

8.0

Documentation

8.1

F-434-001, Typical EMS project action plan & timing chart,

8.2

Typical internal memo.

9.0

Related Documents

9.1

Clause 4.3.3 of the ISO 14001 standard, Objectives, Targets and Programme(s)

10.0

Revisions

Revision

00

Section

Month

Year

Summary of change

Changes highlighted in Italics

All

July

2012

Initial issue

NA

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PROCEDURES MANUAL OCCUPATIONAL HEALTH & SAFETY

Procedures Related to Occupational Health & Safety (OHS)

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Table of Contents

Table of Contents .................................................................................................................................... 2 18AP-420-00 OH&S Policy ...................................................................................................................... 3 18AP-412-00 Initial Review ..................................................................................................................... 5 18AP-431-00 Hazard Identification, Risk Assessment and Controls ......................................................... 8 18MP-433-00 OH&S Programs ............................................................................................................. 12

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18AP-420-00 OH&S Policy 1.0

Purpose

1.1.

The purpose of this procedure is to define and authorize the Occupational Health & Safety Policy that will establish the commitment and direction for implementing and maintaining the OH&S management system so that the OH&S performance can be improved at H&P Logistics & Engineering.

2.0

Definitions

2.1

H & P Logistics & Engineering Occupational Health and Safety Policy is to prevent injury and ill health to our workforce and to continually improve the performance of the OH&S management system, while complying with the applicable legal and other requirements. All personnel are required to support the OH&S program and make health and safety a part of their daily routine and to ensure that they are following safe work methods and all personnel will be held accountable for implementing the OH&S program.

3.0

Leadership, responsibilities and authority

3.1

Top management established the OH&S Policy and the President approved it in July 2012.

3.2

The Managing Director and Top Management may decide to change the OH&S Policy only when the organization attains the goals and aspirations expressed or they are no longer relevant or sufficient.

4.0

Reference

4.1

This document addresses clause 4.2 of the OHSAS 18001:2007 Health & Safety standard.

5.0

General

5.1

The paragraph below provides the guidelines for formulating and approving the OH&S policy. The company’s top management demonstrates health and safety leadership through consideration and commitment to the following: •

Conduct business in a responsible manner, designed to protect the health and safety of our employees, our customers, and the public.

Assess, plan, construct, and operate facilities in compliance with all applicable legislation, regulations, and to all industrial codes of practice or programs to which the company subscribes.

Set health and safety objectives and targets to continually improve OH&S performance and provide the management commitment and resources necessary to achieve the stated objectives.

Encourage and support research and development to improve the ability to protect the workplace and strive for the virtual elimination of any unsafe conditions in our operations.

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Promote new technologies aimed at identifying a safe and healthy workplace.

Work and consult with governments and the public in the development of regulations and policies based on sound, economically achievable technologies, and the analysis of health and safety impacts.

Implement programs and procedures to minimize the consequences of emergency events by ensuring prompt and effective response.

Report regularly to the Management Team on our health and safety status and perform audits to ensure conformance with our policies and guidelines.

6.0

Attachment

6.1

A-420-002, OH&S policy.

7.0

Revisions

Revision

00

Section

Month

Year

Summary of change

Changes highlighted in Italics

All

July

2012

Initial issue

NA

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18AP-412-00 Initial Review 1.0

Purpose

1.1

The purpose of this procedure is to describe the process for performing the initial review of the health and safety activities at H&P Logistics & Engineering.

2.0

Scope

2.1

Health and safety reviews are used, within the constraints of the business operating parameters, to identify the elements that can be controlled and that can have significant adverse or beneficial impacts on health and safety.

2.2

Health and safety concerns are associated with the activities, operations, products or services that are defined within the scope of the OH&S system are identified and documented.

2.3

Health and safety reviews are conducted where: 2.3.1

Initial reviews are carried out to assess the current health and safety activities. The aim is to determine the extent to which good health and safety practices are in place and identifying plans, setting the priorities for implementing them and improving the management system.

2.3.2

Intermediate reviews by the QMS / EMS / OHS steering team take into consideration normal and abnormal operations and potential emergency conditions.

2.3.3

On-going reviews are conducted for the established system by the management group as part of the internal audit with procedure QEH-QP-822 and management review with procedure QEH-AP-560 in order to maintain continual improvement, suitability and effectiveness of the OH&S system.

2.4

Typically, this procedure for initial reviews of the OHS system is applicable during the initial or early stages of the development of the OH&S program. The checklist results can also be used in the planning stages to identify hazards, assess risks and determine controls as described with procedure 18AP-431.

3.0

Responsibility

3.1

The QMS / QMS / EMS / OHS management representative is responsible for the approval, implementation and maintenance of this procedure covering health and safety reviews.

4.0

Procedure

4.1

The QMS / QMS / EMS / OHS steering team, referenced in the management responsibility procedure QEH-AP-500, participates in regularly scheduled monthly meetings to perform initial reviews and direct the implementation phases of OH&S processes. 4.2 The current companyâ&#x20AC;&#x2122;s position with regard to health and safety is established with the use of checklist / worksheet form F-412-001 for initial review of the office workplace and with checklist / worksheet F-412-002 for initial review of the site.

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4.2.1

For the resulting "YES" answers for the initial review questions, supporting objective evidence must be available to the QMS / QMS / EMS / OHS steering team.

4.2.2

The initial review remains an item on the QMS / QMS / EMS / OHS steering team implementation agenda until "YES" answers prevail for all relevant questions.

4.2.3

The resulting "NO" answers in the initial review checklist require the items to be included as agenda items for follow up with the QMS / QMS / EMS / OHS steering team.

4.2.4

The resulting "NO" answers in the initial review checklist require the items to be further reviewed for inclusion in the hazard identification, risk assessment and determination of controls.

4.3

The identification of health and safety concerns associated with the activities, operations, products or services considers where applicable are the “prevention of injury and ill health, continual improvement, and other local health and safety and community issues”.

4.4

The QMS / EMS / OHS steering team is responsible to identify the personnel responsible for specific health and safety assessments. These personnel are responsible to perform the required assessments and report the findings on worksheets, F-412-001 and F-412-002.

5.0

Records

5.1

Notes of the QMS / EMS / OHS steering team activities are recorded and issued using typical internal memo to summarize items such as the decisions taken, the actions taken, results, conclusions reached and next actions required, and are retained as health and safety records, per procedure QEH-AP-424.

6.0

Related Documents

6.1

QEH-AP-424, Control of records

6.2

18AP-431, Hazard identification, risk assessment and controls

6.3

QEH-AP-500, Management responsibility

6.4

QEH-AP-560, Management review

6.5

QEH-QP-822, Internal audit

7.0

Documentation

7.1

F-412-001, OH&S Initial review - office

7.2

F-412-002, OH&S Initial review – site

8.0

References 8.1 Ref guideline clause 4.1.2 of the OHSAS 18002:2008 guideline standard

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Revisions

Revision Section Month

00

Year

Summary of change

Initial issue

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18AP-431-00 Hazard Identification, Risk Assessment and Controls 3

Purpose This procedure defines the Risk Management process and its application to the OH&S management system at H&P Logistics & Engineering.

4

Scope

2.1

This procedure is used to assist the company identify how its activities, products, and services affects health and safety by identifying the hazards, setting the priorities for them, using the OH&S system to manage, control, improve upon the performance and continually improve the system.

5

Responsibilities The QMS / EMS / OHS management representative is responsible for the approval, implementation and maintenance of this procedure. The QMS / QMS / EMS / OHS steering team is responsible to identify the personnel responsible for specific health and safety assignments. Program leader(s) selected from the QMS / EMS / OHS steering team is responsible for the risk management process and for accepting or rejecting the level of risk for the project.

6

Definitions Hazard: Source, situation, or act with a potential for harm in terms of human injury or ill health, or a combination of these. Hazard identification: Process of recognizing that a hazard exists and defining its characteristics. Acceptable risk: Risk that has been reduced to a level that can be tolerated by the organization having regard to its legal obligations and its own OH&S policy. Risk: Combination of the likelihood of an occurrence of a hazardous event or exposure(s) and the severity of injury or ill health that can be caused by the event or exposure(s). Risk assessment: Process of evaluating risks arising from hazards taking into account the adequacy of any existing controls, and deciding whether or not the risk(s) is acceptable.

7

Equipment/Software None

8

Instructions As applicable, the instructions for hazard identification and risk assessment take into consideration: a. Routine and non-routine activities,

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b. Activities of all persons having access to the workplace and including visitors and contractors, c. Human behavior, capabilities and other human factors, d. Identified hazards originating outside the workplace capable of adversely affecting the health and safety of persons under the control of the company within the workplace, e. Hazards created in the vicinity of the workplace by work-related activities under the control of the company, f.

Infrastructure, equipment and materials at the workplace, whether provided by the company or others,

g. Changes or proposed changes in the company, its activities, or materials, h. Modifications to the OH&S management system, including temporary changes, and their impacts on operations, processes, and activities, i.

Any applicable legal obligations relating to risk assessment and implementation of necessary controls,

j.

The design of work areas, processes, installations, machinery, equipment, operating procedures and work organization, including their adaptation to human capabilities.

The QMS / EMS / OHS steering team identifies the personnel responsible for assignments dealing with specific hazard identification, risk assessment, and controls determination. These personnel are responsible to perform the assignments and report the findings on the risk management worksheet, F-431-005. Define and Plan the Risk Management Project A program leader and program team members are identified by the QMS / EMS / OHS steering team. The program leader initiates the project using the risk management worksheet for Hazard Identification, Risk Assessment and Determination of Controls, F-431005. The initial inputs are taken from the initial review results as performed with procedure 18AP-412 and reported on checklists F-412-001 for office and F-412002 for site . The inputs focus on the items identified as â&#x20AC;&#x153;Need Attentionâ&#x20AC;?. The information for the items is transferred to the first two columns of the risk management worksheet, F-431-005. Describe the Hazards The Program Team members record the details in F-431-005 and describe the hazard by using the guidewords. Examples of typical physical, chemical, biological, and psychosocial hazards are provided in attachment A-431-010. Procedures Manual Occupational Health & Safety Date printed 8/30/12 6:05 PM

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Assess the risk Initial assessment of risk is then identified by looking at the risk matrix in F-431005 After application of mitigating measures the residual risk is assessed by looking at the risk matrix. When determining controls, consideration is given to reducing risks according to the following hierarchy: a.

elimination,

b.

substitution,

c.

engineering controls,

d.

signage / warnings and / or administrative controls,

e.

personal protective equipment.

With the inputs available and the category of residual risk (Low/Moderate/High) the team decides whether or not the process item is at risk and the work shall proceed. A NO decision indicates that the work cannot proceed and the project leader issues a corrective action request to provide the necessary controls and health and safety improvement. A YES decision indicates that the item is a low priority item and no action is required and the work can proceed. A NO decision recognizes that the item is a high priority item and becomes a candidate for OH&S program per procedure 18MP-434 and such programs become candidates for Operational controls per procedure EHMP-446. Once the CAR is adequately addressed and the decision is converted to YES the work can proceed. Track and Report Reassessments and risk closures are done with follow ups at the steering team meetings. The OHS steering team tracking includes:

9

a.

Identifying new risk management projects

b.

Reassessing each risk on a periodic basis

c.

Closing risks

d.

Adjusting corrective action / mitigation plans or developing new plans

e.

Adjusting schedules and budgets.

Records

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7.1

Documentation and results generated with this procedure are retained as health and safety records, per procedure QEH-AP-424.

10

Documentation

F-412-001 Initial review checklist – office F-412-002 Initial review checklist – plant F-431-005 Hazard identification, risk assessment, controls worksheet 11

Attachments

A-431-010, Examples of physical, chemical, biological, and psychosocial hazards. 12

Related Documents

18AP-412, Initial review 18MP-434, OH&S programs EHMP-446, Operational controls QEH-AP-424, Control of records. 13

References

Clause 4.3.1 of the OHSAS 18001:2007 standard. 14

Revisions Revision

00

Sectio n

Month

Year

Summary of change

Changes highlighted in Italics

All

July

2012

Initial issue

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18MP-433-00 OH&S Programs 8.0

Purpose

1.1

This procedure provides for the development of OH&S programs required to achieve the OH&S objectives with targets, and provides for the process of developing action plans for those identified health and safety programs.

1.2

By preparing action plans H&P Logistics & Engineering can focus its efforts and resources on health and safety programs and areas of greatest relevant impact and/or greatest concern to internal and/or external stakeholders.

9.0

Scope

2.1

Action Plans are developed for health and safety management programs that result from the commitments expressed by the OH&S Policy.

2.2

Action plans and timing for such programs are developed from those health and safety items that the OHS steering team considers of highest priority based on their significance and the commitment to continual improvement.

10.0

Responsibility

3.1

The QMS / EMS / OHS management representative is responsible to coordinate the activities associated with the development of the OH&S Programs.

3.2

The QMS / EMS / OHS steering team is responsible to: 3.2.1

Review the health and safety risk management activities as identified with the procedure 18AP-431, Hazard identification, risk assessment and determination of controls.

3.2.2

Review the legislative and other requirements as identified with the procedure EHAP-432, Legal and other requirements.

3.2.3

In consultation with relevant levels and functions sets the appropriate departmental objectives and targets for the OH&S programs that support the objectives per procedure EHAP-433, and assist with identifying programs that support the objectives.

3.2.4

Consolidate the group objectives and targets into the overall action plan for review and approval by the Managing Director.

3.2.5

Assist the Unit/Department Heads to develop budgets for the approved health and safety programs.

11.0

Procedure

4.1

The QMS / EMS / OHS steering team participates in consultations with Department Heads and assists the relevant levels and functions with the departmental action plans for the OH&S programs.

4.2

Programs that result focus on the fundamental purpose of the OH&S management

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system to control OH&S risks and improve OH&S performance. 4.3

Individual health and safety programs cover the prevention of injury; the prevention of ill health; and the reduction of hazards are detailed in action plans: •

18WI-433-001 – Prevention of injury,

18WI-433-002 – Prevention of ill health, and

18WI-433-003 –Reduction of hazards.

4.4

Additional health and safety programs may result from the assessment and identification worksheets used in 18AP-431 and EHAP-432. Such programs are similarly detailed in action plans & timing charts where action plan instructions 18WI-434-040, etc are reserved for this purpose.

4.5

The department heads are responsible to develop and detail the required action plans, taking into consideration following project management items such as: •

An objective and measurable target

Action items to be taken

Responsibility for the project

Start and target completion dates for action item

The results expected to be achieved

The identification of milestone/significant dates

A time frame for regular planned progress reviews

4.6

The development of the health and safety programs and project details are provided on action plan & timing chart form F-434-002. At the project management level, the activities incorporate a Plan-Do-Check-Act continual improvement philosophy.

5.0

Reviews of objectives and targets for OH&S programs

5.1

For the developing OH&S system, the QMS / EMS / OHS steering team reviews on a monthly basis. 5.1.1

The progress of each relevant level and function in achieving the objectives and targets for OH&S programs. Should reviews indicate unsatisfactory progress, the QMS / EMS / OHS management rep directs the appropriate unit/department head to institute corrective and preventive action, per procedure QEH-QP-852.

5.1.2

The appropriateness of OH&S programs as a result of changing requirements, new identified hazards, nonconforming incidents, emergency events, regulatory requirements, and corporate change.

5.2

For the operating OH&S, the OH&S programs are reviewed during management reviews, with the procedure QEH-AP-560.

6.0

Records

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6.1

Action Plans and Action Plan updates are issued using project management reports, such as typical internal memos and/or typical Project Management Planning Action plan and timing charts are retained in project files, per procedure QEH-AP-424 Records.

7.0

Related Documents

7.1

QEH-AP-424, Control of records

7.2

18AP-431, Hazard identification, risk assessment and determination of controls

7.3

EHAP-432, Legal and other requirements

7.4

EHAP-433, Objectives and targets

7.5

QEH-AP-560 Management review

7.6

QEH-QP-852, Corrective action

7.7

18WI-433-001 – Prevention of injury

7.8

18WI-433-002 – Prevention of ill health

7.9

18WI-433-003 – Reduction of hazards

7.10

18WI-433-004, etc reserved for future programs

8.0

Documentation

8.1

F-433-001, Project action plan & timing chart,

8.2

Typical internal memo.

9.0 References 9.1

Clause 4.3.3 of the OHSAS 18001 standard

10.0

Revisions

Revision

Section Month

Year

00

Initial issue

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Summary of change

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PROCEDURES MANUAL EMS & OHS

Procedures Related to EMS & OHS

Procedures Manual EMS & OHS

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Table of Contents

Table of Contents .......................................................................................................................................... 2 EH-AP-432-00 Legal and Other Requirements............................................................................................... 3 EHAP-433-00 Objectives and Targets............................................................................................................ 7 EHAP-443-00 Internal and External Communication .................................................................................... 10 EHMP-446-00 Operational Control............................................................................................................... 15 EHMP-447-00 Emergency Preparedness and Response ............................................................................. 19 EHQP-450-00 Monitoring and Measurement................................................................................................ 24 EHQP-451-00 Monitoring of Alerts and Near Misses .................................................................................... 29 EHQP-452-00 Evaluation of Compliance ..................................................................................................... 33 EHQP-453-00 Incident Investigation, Nonconformity and Remedial Action ................................................... 35

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EH-AP-432-00 Legal and Other Requirements 1.0

Purpose

1.1

This procedure provides a system to track and have access to existing and planned regulatory requirements, codes of practice, and other standards of performance that establish the standard of due diligence that should be met.

1.2.1

This procedure describes the process for legal and other non legal requirements associated with the integrated Environmental and OH&S management system at H&P Logistics & Engineering.

2.0

Scope

2.1

Reviews of the legal and other non legal requirements are used, within the constraints of the business operating parameters, to identify the elements of the activities, products or services that can be controlled and that can have significant adverse or beneficial impact on both environmental and health and safety.

2.2

This procedure is established to identify the various types of legal, regulatory, customer, and other non legal requirements and to determine how they apply to the company.

2.3

Reviews of legal and other requirements are conducted where: 2.3.1

Review activities are undertaken by the QMS / EMS / OHS steering team to consider the legal and other non legal requirements as a basis for inclusion in the system.

2.3.2

For the established integrated EMS and OH&S system, the management group conducts on-going reviews as part of the management review procedure QEH-AP560 in order to maintain continual improvement, suitability and effectiveness of the system.

2.4

H&P Logistics & Engineering tracks changes in federal, provincial and local laws and regulations, industry codes of practice, and other contractual agreements containing environmental and health and safety provisions.

3.0

Responsibility

3.1

The QMS / EMS / OHS management representative is responsible for the implementation and maintenance of this procedure covering legal and other requirements and including regulatory tracking.

4.0

Procedure â&#x20AC;&#x201C; Identification of legal and other requirements

4.1

The QMS / EMS / OHS steering team participates in regularly scheduled monthly meetings to perform initial reviews and direct the implementation phases.

4.2

A register of legal and other requirements, Reg-432 as introduced with this procedure is used to manage legal and other requirements.

4.3

The identification of legal and other non legal requirements and the evaluation of their significance associated with the activities, operations, products or services considers requirements such as provided in Occupational Health and Safety Acts:

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PROCEDURES MANUAL EMS & OHS

4.4

Legislation, statutes, and regulatory requirements,

Industry codes of practice,

Decrees and directives,

Orders issued by regulators,

Permits, licenses, authorizations,

Court judgments,

Treaties, conventions, protocols

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The identification of other requirements and the evaluation of their significance associated with the activities, operations, products or services considers requirements such as: •

Contractual conditions,

Agreements with employees,

Agreements with interested parties,

Agreements with health authorities,

Non regulatory guidelines,

Voluntary principles, best practices or codes of practice, charters,

Public commitments of the organization,

Corporate / company requirements.

5.0

Procedure – Regulatory Tracking

5.1

The register, Reg-432 is used to track legal and other requirements.

5.2

The QMS / EMS / OHS management representative is responsible to: •

Coordinate the activities associated with determining how the legal and other requirements apply to the integrated EMS and OH&S system,

Establish and maintain the register of laws, regulations and industry standards,

Include the register data in procedure QEH-AP-423, Control of document,

Subscribe to environmental and health and safety law updating services (if applicable),

Participate when practical in industry associations and government initiatives on the development of standards, guidelines, policies, laws and regulations,

5.3

Revisions and updates are available through environmental and health and safety services. During the process of reviewing changed requirements, any incomplete, ambiguous or conflicting requirements are resolved with those imposing these requirements.

5.4

Depending on the impact of the changes, the QMS / EMS / OHS management rep may: •

Circulate the change to the appropriate company personnel,

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Assess the changes to the requirements to ensure that they are incorporated into the affected areas,

Submit the information to the QMS / EMS / OHS steering team to determine whether changes are required to the established objectives, targets, and other programs,

Review the monitoring and measurement activities and implement any required changes,

Update the register of legal and other requirements.

6.0

Instructions

6.1

The identification of regulatory, legal and other requirements deals with identifying and understanding the requirements applicable to the company's activities, operations, products or services.

6.2

The evaluation of legal and other non legal requirements and business concerns take into consideration the contents of new or revised requirements and include the difficulty and cost of changing the system, the effect of change of other activities and processes, the concerns of interested parties, and the effect on the public image of the company. 6.2.1

As they relate to the environmental aspects and their impacts, the legal and other non legal requirements are identified with the use of worksheet, form F-432-001 and are summarized on form F-432-002.

6.2.2

In form F-432-001 the evaluation of requirements are highlighted as having “highHi, medium-Med, low-Lo, or none-No” significance. Those evaluated as High significance are candidates for environmental programs, per 14MP-434.

6.2.3

As they relate to OH&S hazards and their risks, the legal and other non legal requirements are identified with the use of worksheet, form F-432-004 and are summarized on form F-432-005.

6.2.4

In form F-432-004 the evaluation of requirements are highlighted as having “highHi, medium-Med, low-Lo, or none-No” significance. Those evaluated as High significance are candidates for OH&S programs, per 18MP-434.

7.0

Records

7.1

The register records are retained as environmental and health and safety records, per procedure QEH-AP-424.

8.0

Related Documents

8.1

14MP-434, Environmental programs

8.3

18MP-434, OH&S programs

8.4

QEH-AP-423, Control of documents

8.5

QEH-AP-424, Control of records

8.6

QEH-AP-560, Management Review

9.0

Documentation

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PROCEDURES MANUAL EMS & OHS

9.1

Reg-432, Register for legal and other requirements,

9.2

F-432-001, Legal & other requirements identification worksheet - EMS,

9.3

F-432-002, Summary of legal & other requirements -EMS.

9.4

F-432-004, Legal & other requirements identification worksheet - OHS,

9.5

F-432-005, Summary of legal & other requirements - OHS.

10.0

Attachments

10.1

None

11.0

References

11.1

Clause 4.3.2 of the ISO 14001 and OHSAS 18001 standards

11.2

Occupational health and safety Acts of Federal Republic of Germany

12.0

Revisions

Revision

00

Section

Month

Year

Summary of change

Changes highlighted in Italics

All

July

2012

Initial issue

NA

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EHAP-433-00 Objectives and Targets 1.0

Purpose

1.1

This procedure therefore describes the process for objectives and targets associated with the integrated Environmental and OH&S management system at H&P Logistics & Engineering.

1.2

By setting objectives with appropriate targets at the relevant functions and levels,H&P Logistics & Engineering can focus its efforts and resources on areas of greatest environmental and health & safety impact and/or greatest concern to internal and/or external stakeholders.

2.0

Scope

2.1

Objectives and targets are established to meet the Environmental and OH&S Policies and become the drivers for the continual improvement of the integrated system.

2.2

The objectives and targets that are defined at each relevant function are measurable, where practicable, are consistent with legal and other requirements and are committed to continual improvement.

2.2.1

Objectives and targets are supplemented by those environmental and health and safety issues that the QMS/EMS/OHS steering team determines to be of highest priority based on the significance of impact and their risk.

3.0

Responsibility

3.1 The QMS / EMS / OHS management representative is responsible to coordinate activities associated with the implementation and maintenance of this procedure covering objectives and targets. 4.0

Procedure â&#x20AC;&#x201C; Setting objectives and targets

4.1

For the Environmental management system, the QMS / EMS / OHS steering team is responsible to:

4.2

4.1.1

Review the environmental aspects and their impacts as identified with the procedure 14AP-431, Environmental Aspects and Impacts.

4.1.2

Review the legislative and other requirements as identified with the procedure EHAP-432, Legal and other requirements.

4.1.3

In consultation with relevant levels and functions set the appropriate departmental objectives and targets for the environmental programs that support the objectives. Guidelines for EMS objectives and targets are presented as data in form A-433-001.

4.1.4

Environmental programs are established per procedure 14MP-434 and the development of action plans and timing for resulting environmental programs are detailed in typical action plan format.

For the OH&S management system, the QMS / EMS / OHS steering team is responsible to:

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4.2.1

Perform initial reviews of health and safety activities in the workplace(s) as identified with procedure 18AP-412.

4.2.2

Review the health and safety risk management activities as identified with procedure 18AP-431, Hazard identification, risk assessment and determination of controls.

4.2.3

Review the legislative and other requirements as identified per procedure EHAP-432, Legal and other requirements.

4.2.4

In consultation with relevant levels and functions set the appropriate departmental objectives and targets for the OH&S programs that support the objectives.

4.2.5

Guidelines for OH&S objectives and targets are presented as data in attachment A-433-002.

4.2.6 OH&S programs are established per procedure 18MP-434 and the development of action plans and timing for resulting health and safety programs are detailed in typical action plan format. 5.0

Reviews of objectives and targets for Environmental and OH&S programs

5.1

For the developing system, the QMS / EMS / OHS steering team reviews on a monthly basis: 5.1.1

The progress of the relevant level and function in achieving their objectives and targets.

5.1.2

The appropriateness of objectives and targets as a result of changing requirements, nonconforming incidents, emergency events, regulatory requirements, and corporate change, etc.

5.2

For the operating integrated management system, the objectives and targets for environmental and health and safety programs are reviewed during management reviews, per procedure QEH-AP-560.

5.3

Should reviews indicate unsatisfactory progress, the QMS / EMS / OHS steering team directs the appropriate department head to institute corrective and preventive action, per procedure QEH-QP-852.

5.4

Corrective and preventive action requests are followed up at management reviews.

6.0

Records

6.1

Records of objective and targets for Environmental and OH&S programs resulting from procedures 14MP-434 and 18MP-434 are retained per procedure QEH-AP-424, Control of records.

7.0

Related Documents

7.1

18AP-412, Initial review

7.2

QEH-AP-424, Control of records

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7.3

14AP-431, Environmental aspects and impacts.

7.4

18AP-431, Hazard identification, risk assessment and determination of controls

7.5

EHAP-432, Legal and other requrements

7.6

14MP-434, Environmental Programs

7.7

18MP-434, OH&S Programs

7.8

QEH-AP-560, Management Review

7.9

QEH-QP-852, Corrective action

8.0

Attachments

8.1

A-433-001, Guidelines for EMS objectives and targets

8.2

A-433-002, Guidelines for OH&S objectives and targets.

9.0

References

9.1

Clause 4.3.3 of the ISO 14001 and OHSAS 18001 standards

10.0

Revisions

Revision

Section

Month

Year

Summary of change

Changes highlighted in Italics

00

All

July

2012

Initial issue

NA

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EHAP-443-00 Internal and External Communication 1.0

Purpose

1.1

This procedure describes the process for internal and external communication required for the integrated Environmental and OH&S management system at H&P Logistics & Engineering.

1.2

To keep management and employees informed of compliance with regulatory requirements, company policies and health and safety objectives and goals.

2.0

Scope

2.1

This procedure covers the communication of environmental and health and safety performance to the employees and other interested parties and is intended to motivate employees and encourage public understanding and acceptance of the efforts to improve performance.

2.2

This procedure covers the communications for all comments, concerns, or complaints received from external sources regarding environmental and health and safety matters and to provide accurate information to concerned citizens and to ensure that comments, concerns or complaints from external parties are addressed in a timely, efficient and consistent manner.

2.3

This procedure covers contractor and visitor communication, training, participation and consultation.

3.0

Responsibility

3.1

The Administration is responsible for the overall implementation of this procedure.

3.2

In supporting roles, the QMS / EMS / OHS steering team members through the QMS / EMS / OHS management representative are responsible for the provision of the documents and information required and necessary for the effective communication of environmental and health and safety performance.

3.3

With support from the top management team the QMS / EMS / OHS management rep is responsible to coordinate the public responses associated with comments, concerns, or complaints received from external sources.

3.4

In supporting roles, contractor and visitor communication, training, participation and consultation are coordinated by the personnel involved with contractors and visitors.

3.5

The supporting roles and responsibilities of personnel involved with the communication network are further detailed in this procedure and in reference procedures listed at paragraph 7 below.

4.0

Instructions â&#x20AC;&#x201C; Internal communication

4.1

The communication of EMS and OH&S performance to the executive management is provided through the following: 4.1.1

Monthly QMS / EMS / OHS steering team meetings,

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4.2

4.1.2

Annual Management Review meeting of the executive group, per QEH-AP-560,

4.1.3

Annual meeting of the Board of Directors

The communication of environmental and health and safety performance to employees is provided through the following: 4.2.1

Publication of the Environmental policy, A-420-001

4.2.2

Publication of the OH&S policy, A-420-002,

4.2.3

Communication of the Organization Chart, A-550-001,

4.2.4

Issue of and access to the EMS-OHS Management System Manual, Procedures and Instructions as controlled documents, per QEH-AP-423,

4.2.5

Overview of the system Procedures & Instructions, Forms & Attachments with Master list, F-423-001,

4.2.6

Overview of the process flow with process flow diagram, attachment A-710-001,

4.2.7

Operational control procedure EHMP-446,

4.2.8

Employee meetings,

4.2.9

Posting of information on bulletin boards,

4.2.10 Employee handbook and / or Employee Health and Safety handbook 4.3

The participation of worker (employees, voluntary workers, temporary workers) regarding environmental and health and safety matters are provided through the following: 4.3.1

To promote worker participation and consultation, one representative from the workforce is included as a member of the QMS / EMS / OHS steering team, per the management responsibility procedure QEH-AP-500.

4.3.2

Inclusion of worker representation in the Environmental Safety committee and the H & S committee

4.3.3

Opportunity for the reporting of hazards with the form F-443-004.

4.3.4

Identification of housekeeping Dos and Don’ts with attachment form A-443-010.

4.3.5

Opportunity for the reporting of problems with equipment with form F-630-001, per infrastructure procedure QEH-EP-630.

5.0

Instructions – External communication

5.1

The communication of environmental and health and safety performance externally to community and interested parties is provided through the following: 5.1.1

The Company’s annual report,

5.1.2

Participation in industry associations,

5.1.3

Customer visits,

5.1.4

Presentations to customers,

5.1.5

Communications to the media through external communications

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this par 5.0 of this procedure. 5.1.6

Company website

5.2

All employees have the basic responsibility to report any environmental and health and safety comments, concerns, or complaints that may be directed to them.

5.3

Any employee who receives a comment, concern, or complaint from a member of the public or any interested party is required to refer the person to the QMS / EMS / OHS management rep or if unavailable, forward the person to the designated backup.

5.4

5.5

5.3.1

The name and address of the person, the nature of the issue, and the operating area involved on the public response report (PRR) form F-443-002.

5.3.2

If the comment, concern or complaint is in the written form, the information is forwarded to the QMS / EMS / OHS management rep for transfer to and processing of a PRR.

5.3.3

Details concerning the comment, concern or complaint are taken seriously and considered as valuable inputs and consultations with interested parties.

5.3.4

If the issue is related to environmental and health and safety, such as noise, smoke, airborne particles, water spill, odor, wasteful practices, etc, the QMS / EMS / OHS management rep or a delegate investigates the nature of the comment, concern or complaint and initiates EMS or OH&S corrective action as outlined in the incident investigation, nonconformity and remedial action procedure EHQP-453.

5.3.5

When the persons raising the issue are known to the company, the QMS / EMS / OHS management rep responds to them by consulting with them, where appropriate, and provides an explanation of the cause of the incident with a description of planned preventive actions.

5.3.6

Responses to the media are conducted in consultation with members of the QMS / EMS / OHS steering team and top management if required. Performance reporting is further detailed in procedure EHMP-447 for response to and reporting of emergency incidents.

5.3.7

When required by regulation, the QMS / EMS / OHS management rep reports the comment, concern or complaint and the corrective and remedial action to the appropriate regulatory agency.

Processing and tracking of Public Response Reports (PRRs) 5.4.1

The processing and follow up of public response reports (PRR) are coordinated by the QMS / EMS / OHS management rep to ensure the effective resolutions of issues.

5.4.2

As described in procedure EHQP-450, the register for environmental and health and safety action reports, Reg-450 is used to manage the public response activities.

Communication with visitors. 5.5.1 Communication with visitors (customers, delivery people, the public at large, etc) is conducted by the personnel directly involved with them to emphasize the relevant safety

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items such as warning signs, safety barriers, traffic controls, access & escort requirements, personal protective equipment, hardhats, safety glasses, safety shoes, etc. 5.6

Contractor and interested parties communication, training, participation and consultation. 5.6.1

Communication with contractors is initiated during the procurement activities, per operational controls procedure QEH-AP-740 for outsourcing and purchasing.

5.6.2

Communication, participation and consultation between the contractor and the responsible company representative is continued prior to undertaking the contracted work with the completion of the checklist F-740-009.

5.6.3

During the process of providing the contracted work or services, contractors have the opportunity to report any relevant or irrelevant hazards with form F-443-004.

6.0

Records

6.1

Notes and records of communications listed in this procedure result from the procedures referenced in paragraph 7 below and including minutes of meetings, production reports, annual report, news articles, etc are retained as records, per QEH-AP-424.

7.0

Related Documents

7.1

QEH-AP-423, Control of documents

7.2

QEH-AP-424, Control of records

7.3

EHMP-446, Operational control

7.4

EHMP-447, Emergency preparedness and response

7.5

EHQP-450, Monitoring and measurement

7.6

EHQP-453, Incident investigation, non-conformity and corrective and preventive action

7.7

EH-AP-500, Resources, roles, responsibility and authority

7.8

QEH-AP-560, Management review

7.9

QEH-EP-630, Infrastructure

7.10

QEH-AP-740, Outsourcing and purchasing

8.0

Documentation

8.1

F-423-001, Master document list,

8.2

F-443-001, Public response report (PRR),

8.3

F-443-002, Hazard report form

8.4

Reg-450, Register for EMS and OH&S action reports

8.5

F-630-001, Equipment problem report.

8.6

F-740-009, Checklist for contractor communication, participation and consultation

9.0

Attachments

9.1

A-420-001, Environmental policy,

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9.2

A-420-002, OH&S policy,

9.3

A-550-001, Organization chart,

9.4

A-443-010, Housekeeping guidelines

9.5

A-710-001, Process flow diagram

10.0

Related Documents 10.1

11.0

Clause 4.4.3 of the ISO 14001 and OHSAS 18001 standards

Record of Revisions

Revision Section Month

Year

Summary of change

Changes highlighted in Italics

00

2012

Initial issue

NA

All

July

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EHMP-446-00 Operational Control 1.0

Purpose

1.1

This procedure describes the process for operational controls required for the integrated Environmental and OH&S management system at H&P Logistics & Engineering.

2.0

Scope

2.1

Operational controls describe operations and activities where it is deemed that their absence could lead to deviations from the EMS and OH&S policies, significant aspects and risks, the legal and other non legal requirements, and objectives and targets.

3.0

Responsibility

3.1

The Project Manager provides the overall leadership and has the prime responsibility for operational control.

3.2

The supporting roles and responsibilities of personnel involved in related process control activities are further detailed in this procedure and in reference instructions listed at paragraph 4.3 below.

3.3

In support of operational control, the responsibilities for control of operations extend to: •

Site Supervisor

Operations Dept

QMS/EMS/OHS Management Representative

Managing Director

4.0

Procedure

4.1

For the EMS operational control, the planning and development of operational controls follow a sequence where:

4.2

4.1.1

High significance environmental impacts are identified, per procedure 14AP-431 and assessment worksheet, form F-431-002.

4.1.2

High significance legal and other requirements impacts are identified, per procedure EHAP-432 and worksheet form F-432-001.

4.1.3

High significance items are candidates for environmental programs where action plans are detailed per procedure 14MP-434.

4.1.4

Environmental programs are candidates for operational controls, per this procedure.

4.1.5

Operational controls are developed per reference guidelines,attachment A-446-001.

For the OH&S operational control, the planning and development of operational controls follow a sequence where: 4.2.1

Areas needing attention are identified with the initial review procedure 18AP-412 and

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checklist F-412-001 for initial review of the office workplace and with checklist F412-002 for initial review of the plant-manufacturing workplace.

4.3

4.2.2

High significance hazards are identified, per procedure 18AP-431 and assessment worksheet, form F-431-005.

4.2.3

High significance legal and other requirements impacts are identified, per procedure EHAP-432 and worksheet form F-432-001.

4.2.4

High significance items are candidates for OH&S programs where action plans detailed per procedure 18MP-434.

4.2.5

OH&S programs are candidates for operational controls, per this procedure.

4.2.6

Operational controls guidelines are provided with attachment A-446-001.

are

Currently the applicable on-going operational controls focus on procedures and instructions covered in the quality section of the system: •

QEH-EP-630, Maintenance of equipment, where health and safety controls are enhanced with properly maintained equipment.

QEH-EP-730, Design & development, where safe and healthy materials and products are used and legal and regulatory requirements incorporated.

QEH-AP-740, Purchasing and outsourcing, where the acceptable supplier list incorporates health and safety considerations.

QEH-WI-752-001, Special processes where the validation of such processes enhance environmental and health and safety controls.

QEH-MP-760, Control of measuring equipment and equipment calibration, where measurement results are credible.

QEH-WI-824-001, Incoming inspection, where only safe and healthy goods are received.

4.4

When EMS programs are detailed on action plan & timing chart, such as 14WI-434-001 for the water conservation project, any applicable operational controls are indicated as a P-D-CA timing chart task.

4.5

When OH&S programs are detailed on action plan & timing chart, such as 18WI-433-001 for the prevention of injury project, any applicable operational controls are indicated as a P-DC-A timing chart task.

5.0

Records

5.1.

Operational controls documents are controlled per procedure QEH-AP-423 and records retained per procedure QEH-AP-424.

6.0

Related Documents

6.1

18AP-412, Initial review

6.2

14AP-431, Environmental aspects and impacts

6.3

18AP-431, Hazard identification, risk assessment and controls

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6.4

EHAP-432, Legal & other requirements

6.5

14MP-434, EMS programs

6.6

18MP-434, OH&S programs

6.7

14WI-434-001, Water Conservation project

6.8

18WI-434-010, Typical prevention of injury project

6.9

QEH-AP-423, Control of documents

6.10

QEH-AP-424, Control of records

7.0

Related instructions

7.1

QEH-EP-630, Infrastructure,

7.2

QEH-EP-730, Design & development,

7.3

QEH-AP-740, Purchasing and outsourcing,

7.4

QEH-WI-752-001, Special processes,

7.5

QEH-MP-760, Control of measuring equipment

7.6

QEH-WI-824-001, Incoming inspection.

8.0

Related Documentation

8.1

F-412-001 Initial review checklist – office

8.2

F-412-002 Initial review checklist – plant

8.3

F-431-002 Environmental assessment worksheet

8.4

F-431-005 Hazard identification, risk assessment, controls worksheet

8.5

F-432-001, Legal and other requirements worksheet.

9.0

Attachment

9.1

A-446-001, Guidelines for operational controls.

10.0

References

10.1

Clause 4.4.6 of the ISO 14001 and OHSAS 18001 standards

11.0

Record of Revisions

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Revision Section Month

Year

Summary of change

Changes highlighted in Italics

00

2012

Initial issue

NA

All

July

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EHMP-447-00 Emergency Preparedness and Response 1.0

Purpose

1.1

The purpose of this procedure is to establish a method to identify potential emergency situations and to respond to such emergencies.

1.2

The procedure details the methods for the reporting of emergencies and for the effective management from the time of discovery to the ultimate resolution in order to safeguard the environment and the health and safety for all interested parties.

1.3

By having a planned response to emergencies H&P Logistics & Engineering is better able to meet its strategic environmental goal of preventing pollution and its strategic health and safety goals of preventing injuries and ill health.

1.4

This procedure therefore describes the process for the management of emergencies and responses required for the integrated Environmental and OH&S management system at H&P Logistics & Engineering

2.0

Scope

2.1

This procedure is to be activated whenever an emergency occurs and applies to potential emergency situations such as the following examples: •

Spill / Release / hazardous materials

Incidents leading to serious injuries or ill health

Fires and explosions

Natural disasters, bad weather

Loss of utility / electric power

Pandemics, epidemics, outbreaks of communicable disease

Civil disturbances, terrorism, sabotage, workplace violence

Failure of critical equipment

Traffic accidents.

2.2

To illustrate the emergency preparedness and response process, this procedure focuses on the emergency situation when an incident such as a spill of any identified hazardous material occurs. The primary objective is to prevent accidental discharge into the environment while protecting the environment and the health of the workers.

3.0

Responsibilities

3.1

The Project Manager has the prime responsibility for the implementation and maintenance of this procedure reporting to the Managing Director.

3.2

In a supporting role, the QMS / EMS / OHS management representative is responsible for the portions of this procedure dealing with the directions for clean up and waste disposal.

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The QMS / EMS / OHS management rep coordinates the required external reporting to authorities and the internal reporting to management. 4.0

Procedure – Immediate response

4.1

When an emergency is discovered, the employee making the discovery is responsible for the following: 4.1.1

Do whatever is possible to control, contain, or eliminate the source of incident as long as it poses no danger to the employee.

4.1.2

Report the incident / emergency to the supervisor of the area affected once initial response is completed.

4.1.3

If the employee is unaware of the nature of the incident , the employee is required to leave the area and report the incident IMMEDIATELY to the supervisor of the operating area affected and who will take charge of the situation.

5.0

Procedure – Assessment of the situation

5.1

Whenever an emergency occurs an immediate assessment is made of the situation. Guidelines are provided below to assist with the assessment. 5.1.1 Which can cause, or is likely to cause adverse effects such as: •

Impairment to the quality of the natural environment – air, water or land for any uses that can be made of it,

Potential bodily injury,

Adverse health effects,

Impairment to safety,

Harm or material discomfort,

Property or animal life to become unfit for use,

Loss of enjoyment of normal use of property, or

Interference with the normal conduct of business.

5.1.2 Exemptions to requirements may be as follows:

5.2

Discharges of pesticides for which a license or permit has been issued and is in accordance with the license or permit.

Spills of less than 100 liters of fuels, lubricants, and coolants from a motor vehicle if the liquids have not entered or are not likely to enter surface water or wells.

If local government permission is required

The senior person on the scene of the emergency immediately determines from a position of safety whether the incident is creating a serious hazard to the people at the scene. At all times the senior person is required to be wearing proper PPE / Safety equipment and, if necessary, breathing apparatus. If a hazard was created then evacuation is to begin.

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5.3

If an immediate hazard does not exist, then an initial attempt is made to control the incident. This action is performed by people selected by the senior person on the scene and only by people wearing proper protective gear.

5.4

The identification and nature of the hazardous material placed in the vicinity of the incident is examined and the related hazardous reference sheets consulted to assess the safety position at the scene.

5.5

The area supervisor is notified as soon as possible by a person selected by the senior person on the scene.

6.0

Procedure – Evacuation

6.1

If the incident requires evacuation then:

6.1.1 The evacuation alarm is sounded. 6.1.2 The area affected by the incident is sealed off under the direction of the area's supervisor.

6.1.3 The company management is notified as soon as possible of the situation. 6.2

If the incident is not hazardous, the personnel at the scene do whatever is necessary to stop or contain the incident if it can be done safely, and report to the personnel listed below.

6.3

Monday through Sunday, immediately contact one of the persons in the order listed below Name

Ext

Mobile

Home

Torsten Bender Heiko Felderhoff (if Torsten Bender is unavailable) 7.0

Procedure – Control situation, clean up and waste disposal

7.1

The QMS / EMS / OHS management rep is contacted for directions on how to dispose of any spilled material and will obtain approvals if required from the ministry should it be necessary to flush material to sewer, transport material to landfill or make other arrangements for disposal.

8.0

Procedure – Reporting

8.1

External reporting. When required by legal, regulatory and other authorities, incidents are reported providing as much information as possible concerning the spill with respect to the nature and quantity of material spilled, location, time, and duration of occurrence, cause of spill, response taken and possible impact. 8.1.1

The information is coordinated by the QMS / EMS / OHS management rep. Written reports are required to be submitted to regulatory authorities once the pertinent information has been collected. The Incident Report (IR), F-447-002 is used for the purpose of obtaining initial information.

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Internal Reporting. The supervisor of the area affected is required to complete the report, F-447-002 in a timely manner with those involved with the incident or accident including the QMS / EMS / OHS management rep. who is provided with a copy of the investigation report. 8.2.1

When the incident relates to an Environmental or an OH&S non-conformance, the QMS / EMS / OHS management rep or a delegate prepares a non-conformance report (NCR) on form F-453-002 to continue the incident investigation process as described in the procedure EHQP-453 for incident investigation, nonconformity and remedial action.

8.2.2

When the incident does not relate to an Environmental or an OH&S nonconformance, the QMS / EMS / OHS management rep or a delegate prepares a corrective action request on form F-852-001 to initiate improvement process as described in the instruction QEH-QP-852 for corrective action.

9.0

Processing and tracking of investigation reports (IRs)

9.1

The processing and follow up of incident reports (IR) are coordinated by the QMS / EMS / OHS management rep to ensure the effective resolutions of issues. 9.1.1 As described in procedure EHQP-450, the register for action reports, Reg-450 used to manage the activities associated with the incident reports. 9.1.2

10.0

is

The incident reports are retained as records per QEH-AP-424 control of records.

Response plans

10.1

Response plans include the emergency organization that may assist with an emergency and their responsibilities, a list of key personnel, details of emergency services such as fire department & clean up services, internal & external communications, investigation and action plans, information on hazardous materials, health & safety and environmental awareness, and testing for effectiveness of the response system. 10.2

The effectiveness of the emergency response system is tested by the use of mock drills. A plan for unannounced mock drills covering potential emergency situations is coordinated by the QMS / EMS / OHS management rep. The form F-447-001 is used to manage mock drills and report on the effectiveness of emergency plans.

10.3

For emergency situations and responses affecting the office personnel, additional details are provided in the emergency awareness instructions, QEH-WI-622-001.

10.4

Response plans are enhanced through the integrated EMS and OH&S system elements:

11.0 11.1

Emergency response training for personnel with QEH-AP-622,

Provision and maintenance of emergency response equipment with QEH-EP-630,

Management review of emergency procedures with QEH-AP-560.

Related documents QEH-AP-424, Control of records

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11.2

EHQP-450, Monitoring and measurement

11.3

EHQP-453, Incident investigation, nonconformity and remedial action

11.4

QEH-AP-560, Management review

11.5

QEH-AP-622, Competence, training and awareness

11.6

QEH-WI-622-001, Emergency awareness instructions - office

11.7

QEH-EP-630, Infrastructure.

11.8

QEH-QP-852, Corrective action

12.0

Documentation

12.1

F-447-001 Mock drills plan,

12.2

F-447-002 Incident report, (IR)

12.3

Reg-450 Register for Action Reports,

12.4

F-453-002 Non-conformance report, (NCR).

12.5

F-852-001, P-D-C-A Corrective action request, (CAR)

13.0

References

13.1

Clause 4.4.7 of ISO 14001 and OHSAS 18001 standards

14.0

Record of Revisions

Revision Section Month

Year

Summary of change

Changes highlighted in Italics

00

2012

Initial issue

NA

All

July

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EHQP-450-00 Monitoring and Measurement 1.0

Purpose

1.1

This procedure describes the process for the monitoring and measurements required for the integrated Environmental and OH&S management system at H&P Logistics & Engineering

1.2

The procedure is to provide a method to track the effectiveness of action taken to improve the activities, operations, products and services that can that can have an impact on the environment and on health and safety.

2.0

Scope

2.1

The monitoring and measurement activities are associated with the environmental and health and safety programs that result from the fundamental needs of the Environmental and OH&S policies, and from the identification of environmental aspects, health and safety hazards, assessments of risks and their impacts, legal, regulatory and other non legal requirements to which the company subscribes.

2.2

The normal sequence of the processes that result in the effective monitoring and measurement of the relevant environmental and health and safety management activities are summarized in paragraph 4 of this procedure. 3.0

Responsibility

3.1

Through the activities described in this procedure and with support from top management the QMS / EMS / OHS management representative is responsible to coordinate the monitoring and measurement activities as a check and balance for operational control per procedure EHMP-446.

3.2

The supporting roles and responsibilities of personnel involved in monitoring and measurement is further detailed in this instruction and in reference procedures listed at paragraph 6.

4.0

Procedure – Monitoring and measurement

4.1 Environmental programs relevant to the fundamental need to improve the environment by preventing pollution and improving performance, as described in the EMS policy, attachment A420-001, are developed, monitored and measured. 4.2 Health and safety programs relevant to the fundamental need to improve the workplace by preventing injuries, preventing ill health and improving performance, as described in the OH&S policy, attachment A-420-002, are developed, monitored and measured. 4.3

Effective monitoring and measurement of health and safety programs and management activities are based on the normal sequence of activities for: •

The initial review of the management system,

The identification of environmental aspects and their impacts,

The identification of health and safety hazards, assessment of risks and determination of controls,

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4.4

The development of Environmental and OH&S programs,

The identification of operational controls,

The monitoring & measuring of characteristics.

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Initial environmental reviews as recorded in form F-431-001, per 14AP-431 result in potential programs. 4.4.1

4.5

Subsequent reviews identify environmental aspects and their related impacts as recorded in form F-431-002 where high-significance risk items evaluated are candidates for EMS programs per 14MP-434.

Initial health and safety reviews as recorded in forms F-412-001 for office and F-412-002 for plant, per 18AP-412 result in potential programs. 4.5.1

Subsequent reviews identify hazards, assess risks, and determine controls as recorded in form F-431-005, per 18AP-431 result in potential programs.

4.5.2

High-significance risk items evaluated in form F-431-005 are candidates for OH&S programs, per 18MP-434.

4.6

High-significance legal, regulatory and other non legal requirements evaluated with form F-432-001 and summarized on form F-432-002, per EHAP-432 are candidates for EMS programs.

4.7

High-significance legal, regulatory and other non legal requirements evaluated with form F-432-004 and summarized on form F-432-005, per EHAP-432 are candidates for OH&S programs.

4.8

Action plans & timing for the development of EMS programs are detailed in program instructions such as reference # 14WI-434-001 -- 004 etc, per 14MP-434.

4.9

Action plans & timing for the development of OH&S programs are detailed in program instructions such as reference # 18WI-433-001 -- 040 etc, per 18MP-433.

4.10

Operational controls for EMS and OH&S programs are developed in operational instructions, such as with the instructions QEH-WI-752-001 for special process validation and QEH-WI-824-001 for incoming inspection.

4.11

Operational instructions incorporate the requirements for recording, monitoring and measurement of the relevant characteristics per procedure EHMP-446.

4.12

As part of the monitoring and measurement activities, the procedure EHQP-451 incorporates a system to inform the regulators and top management of EMS and OH&S alerts.

4.13

The QMS-EMS-OHS procedure QEH-QP-822 for internal audit and the QMS-EMS-OHS procedure QEH-AP-560 for management reviews incorporate the monitoring and measurement of the integrated management system at the executive level.

5.0

Tracking - Monitoring and measurement

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To manage the monitoring and measurement activities and to follow up on the improvement, corrective and preventive actions taken as a result of EMS and OH&S action reports, a Register Reg-450 introduced with this procedure covers the following: •

PRR

- Public response reports, form F-443-002, per EHAP-443

IR

- Investigation reports, form F-447-002, per EHMP-447

AR

- Alert reports, form F-451-002, per EHQP-451

NCR

- Non-conformance reports, form F-453-002, per EHQP-453

CAR

- PDCA corrective action requests, form F-852-001, per QEH-QP-852

5.2

The main EMS / OH&S action report is the non-conformance report (NCR), F-453-002. The NCR is used to as an investigative tool where the above public response reports (PRR), the investigation reports (IR), and the alert reports (AR) are further investigated to implement required corrective and preventive actions.

5.3

The normal processing, follow up and tracking of the required reports follow the same practice. The above reports and requests are co-coordinated by the QMS / EMS / OHS management representative and issued to the responsible heads of departments, as applicable to the Managing Director, Project Manager and Operations, to communicate to personnel involved the need to determine the causes of non conformities. 5.3.1 CAR.

The Register, Reg-450 is used to manage the various action reports where sections are set up to house the report categories for above PRR, IR, AR, NCR, &

5.3.2 Actions reports along with a description of the condition needing to be corrected are directed to an assigned individual or the person responsible for the area where the incident occurred or the condition is present. 5.3.3

The responsible individual applies the P-D-C-A guidelines, ref attachment form A-500-003 for continual improvement to the reported problem, investigates the cause of the reported problem, evaluates and proposes the action to be taken to ensure that it will not recur and provides a promise date for implementation.

5.3.4

On or immediately after the due date for implementation of corrective action, the QMS / EMS / OHS management rep in consultation with other individuals involved determines if the action has been implemented and is effective. If more work is required to fully implement the action, a new follow up date is established. 5.3.5

Active action reports are placed in the relevant active section of the register and are reviewed and followed up by the QMS / EMS / OHS management rep or a delegate to ensure that the corrective and improvements actions are fully addressed. 5.3.6

Completed action reports are placed in the relevant completed section of the register. The cumulative action reports for each report category and filed by date of issue for both the active and completed sections of the register become a composite log/list for such reports. 5.4

Action reports are retained as records per QEH-AP-424 control of records. These records are confidential and are not made available to anyone outside the company including

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second and third party auditors, unless approved by the Managing Director. Records are provided to regulatory agencies as required by the regulations. 5.5

Action reports as organized in register Reg-450 are reviewed as part of the internal audits, per QEH-QP-822. The audits provide an independent review and a measure of the effectiveness for the corrective and preventive actions taken to address both environmental and health and safety issues. 5.6

Active action reports as maintained in the register by the QMS/EMS/OHS Management rep are reviewed at the scheduled management review meetings per QEH-AP-560 or at the call of the Managing Director.

5.7 The management review meetings dealing with corrective actions determine the extent to which the integrated management system, the procedures, the instructions, and other management activities are modified as controlled documents per QEH-AP-423, Control of documents. 6.0

Related Documents

6.1

18AP-412, Initial review

6.2

QEH-AP-423, Control of documents.

6.3

QEH-AP-424, Control of records

6.4

14AP-431, Environmental aspects and impacts

6.5

18AP-431, Identification of hazards, risk assessment and controls

6.6

EHAP-432, Legal & other requirements

6.7

14MP-434, EMS programs

6.8

18MP-434, OH&S programs

6.9

14WI-434-001 --- 14WI-434-004 etc, EMS programs instructions

6.10

18WI-433-001 --- 18WI-433-004 etc, OH&S programs instructions

6.11

EHAP-443, Internal and external communication

6.12

EHMP-446, Operational controls

6.13

EHMP-447, Emergency preparedness and response

6.14

EHQP-451, Monitoring of alerts

6.15

EHQP-453, Incident investigation, nonconformity & remedial action

6.16

QEH-AP-560, Management review

6.17

QEH-WI-752-001, Special process validation

6.18

QEH-WI-824-001, Incoming inspection

6.19

QEH-QP-822, Internal audit

6.20

QEH-QP-852, Corrective action

7.0

Documentation

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7.1

F-412-001 Initial review – Office

7.2

F-412-002 Initial review – Site

7.3

F-431-001 Initial environmental review - worksheet

7.4

F-431-002 Environmental assessment summary worksheet,

7.5

F-431-005 Identification of hazards, risk assessment and controls - worksheet

7.6

F-432-001 EMS - Legal & other requirements worksheet,

7.7

F-432-002 EMS - Summary of legal and other requirements

7.8

F-432-004 OH&S - Legal & other requirements worksheet,

7.9

F-432-005 OH&S - Summary of legal and other requirements

7.10

F-443-002 Public response report - PRR

7.11

F-447-002 Investigation report - IR

7.12

Reg-450 Register for action reports,

7.13

F-451-002 Alert report - AR

7.14

F-453-002 Non-conformance report – NCR,

7.15

F-852-001 Operational correction request – CAR.

8.0

Attachments

8.1

A-420-001 Environmental policy,

8.2

A-420-002 OH&S policy,

8.3

A-500-003, PDCA guidelines

9.0

Related Documents

9.1

Clause 4.5.1 of the ISO 14001 and OHSAS 18001 standards

10.0

Revisions

Revision

00

Section

Month

Year

Summary of change

Changes indicated in Italics

July

2012

All

Initial issue

NA

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EHQP-451-00 Monitoring of Alerts and Near Misses 1.0

Purpose

1.1

The purpose of this procedure is to establish a system to inform the regulators and the company’s top management of environmental and health and safety Alerts and Near Misses that have the potential of non-compliances with regulatory and other non legal requirements.

2.0

Scope

2.1

This procedure applies when monitoring and measurement activities related to legal requirements indicate situations where Environmental and OH&S Alerts and Near Misses need to be communicated to regulators.

2.2

As a component of monitoring and measurement, the system of Alerts and Near Misses provides a check and balance for compliance to legal requirements.

2.3

This procedure applies to the activities or conditions in the plants or offices of the company that have the potential to result in a violation of legal requirements.

2.4

Activities or conditions in the plants or offices that have the potential to result in a violation of regulatory requirements and include but may not be limited to:

3.0

Incidents leading to serious injuries or ill health

Fires and explosions

Spill / Release / hazardous materials

Natural disasters, bad weather

Loss of utility / electric power

Pandemics, epidemics, outbreaks of communicable disease

Civil disturbances, terrorism, sabotage, workplace violence

Failure of critical equipment

Traffic accidents.

Housekeeping failures

Failing to properly dispose of waste

Responsibility

3.1

Through the activities described in this procedure and with support from top management, the QMS / EMS / OHS management representative is responsible to coordinate the EMS and OH&S Alerts and Near Misses as a check and balance for compliance to legal requirements.

3.3

The supporting roles and responsibilities of personnel involved in system Alerts and Near Misses are further detailed in this instruction and in reference procedures listed at paragraph 6 below.

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4.0

Procedure

4.1

All employees have three basic responsibilities:

4.2

Issued: SD Checked:WF Approved: HF

Recognize the environmental or the health and safety problem

Correct the problem, if possible, and report it to a supervisor

If you cannot correct it, contact the area supervisor who will take proper corrective action.

When contacted by an employee regarding a health and safety alert problem, the supervisor will: •

Assess the problem

Take the appropriate corrective action

If the supervisor cannot determine the appropriate action that should be undertaken, he/she must discuss it with, (in order of priority): •

Department head

QMS / EMS / OHS management rep

Managing Director

4.3

As illustrated in procedure EHMP-447, the supervisor follows that procedure for emergency preparedness and response. The instruction QEH-WI-622-001 is used for emergency situations for administrative, office and personal areas.

4.4

Once the situation has been addressed, the supervisor records all details including date, time, names of people involved, action taken (by whom), etc on the Alert Report (AR), form F-451-002. 4.4.1

The information to be on the report as applicable includes time, place and duration of the incident, the cause if known, and any corrective actions taken.

4.4.2

This information is required to complete the corrective action process and any resulting EMS and OH&S programs, per action plan & timing chart and future programs, per procedures 14MP-434 and 18MP-434.

4.5

The supervisor immediately forwards the completed alert and Near Miss report, form F-451002 to the QMS / EMS / OHS management rep.

4.6

Upon notification of an alert or Near Miss, the QMS / EMS / OHS management rep or a delegate determines whether the incident is to be reported to the regulatory agencies and follows the appropriate regulatory reporting requirements.

4.7

If the incident is a potential non-compliance or a non-compliance or violation of a certificate of approval, the supervisor notifies the Departmental Head who reports the incident through the normal communications channels.

4.8

If the incident involves a non-conformance to a certificate of approval, the supervisor notifies the QMS / EMS / OHS management rep who notifies the appropriate regulatory authority.

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4.9

The QMS / EMS / OHS management rep reports all EMS and OH&S Alerts and Near Misses to everyone during the monthly review meeting.

4.10

All Alerts and Near Misses are investigated per procedure EHQP-453, Incident investigation, non conformity and remedial action. The QMS / EMS / OHS management rep or a delegate prepares a non-conformance report on form F-453-002 to continue the investigation process for the alert.

5.0

Processing and tracking of EMS and OH&S alert reports (ARs)

5.1 The processing and follow up of EMS and OH&S alert reports (AR) are coordinated by the QMS / EMS / OHS management rep to ensure the effective resolutions of issues. As described in procedure EHQP-450 for monitoring and measurement, the register, Reg-450 for action reports is used to manage the activities associated with the ARs. 5.2

EMS and OH&S alert reports, form F-451-002 are retained as records per QEH-AP-424 control of records.

6.0

Related Documents

6.1 QEH-AP-424 Control of records 6.2 14MP-434 EMS programs 6.3 18MP-434 OH&S programs 6.4 EHMP-447 Emergency preparedness and response 6.5 EHQP-450 Monitoring and measurement 6.6 EHQP-453 Incident investigation, nonconformity and remedial action 6.7 QEH-WI-622-001 Emergency awareness instructions 7.0

Documentation

7.1

Reg-450 Register for Action Reports,

7.2

F-451-002 Alert and Near Miss Report - ANMR,

7.3

F-453-002 Non-conformance report â&#x20AC;&#x201C; NCR.

8.0

References

8.1

Clause 4.5.1 of the ISO 14001 and OH&S 18001 standards

9.0

Revisions

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Revision

00

Section

Month

Year

Summary of change

Changes indicated in Italics

July

2012

All

Initial issue

NA

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EHQP-452-00 Evaluation of Compliance 1.0

Purpose

1.1

The purpose of this procedure is to establish an effective system to evaluate the compliance with applicable environmental and health and safety legal requirements and with other requirements to which H&P Logistics & Engineering subscribes.

1.2

This procedure describes the process for the evaluation of compliance relevant to the integrated Environmental and OH&S management system at H&P Logistics & Engineering.

2.0

Scope

2.1

The evaluation of compliance activities are associated with the environmental and health and safety programs that result from the fundamental needs of the EMS and OH&S policies, the identification of environmental aspects , the assessments of health and safety risks and their impacts, and legal & other non legal requirements.

2.2

This procedure supplements the monitoring and measuring activities and completes the improvement action loop by providing a method for processing, tracking, following up on effectiveness of the corrective and preventive actions resulting from the action reports.

3.0

Responsibility

3.1

Through the activities described in this procedure and with support from top management the EMS / OHS management representative is responsible to coordinate the monitoring and measurement activities as a check and balance for the evaluation of compliance. 3.4

The supporting roles and responsibilities of personnel are further detailed in this procedure and in reference procedures listed at paragraph 6.

4.0

Monitoring and measurement

4.1

Environmental programs relevant to the fundamental needs to prevent pollution and improve the EMS performance are developed, monitored and measured as detailed in procedure EHQP-450.

4.2

Health and safety programs relevant to the fundamental needs to prevent injuries, prevent ill health and improve the OH&S performance are developed, monitored and measured as detailed in procedure EHQP-450.

5.0

Evaluation of compliance

5.1

A multi-step approach is used to evaluate compliance where both requirements and results are reviewed at planned intervals. 5.1.1

The EMS / OHS management rep coordinates an evaluation plan with the members of the EMS / OHS steering team members once every 3 months. The form F-452-001 is used to schedule and report on the evaluation of compliance.

5.1.2

The register for legal and other requirements, Reg-432 as introduced with procedure EHAP-432, is used and reviewed to ensure that the applicable requirements are current and have been addressed.

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5.1.3

The register for EMS and OH&S action reports, Reg-450 as introduced with procedure EHQP-450, is used and reviewed to ensure that the appropriate improvement, corrective and preventive actions is taken as a result of the action reports have been addressed.

5.1.4

Evaluation of compliance findings are summarized on form F-452-001 and identified action items are followed up.

5.2

Evaluation of compliance reports as summarized on form F-452-001 are retained as records per QEH-AP-424 control of records.

6.0

Related Documents

6.1

QEH-AP-424, Control of records

6.2

EHAP-432, Legal and other requirements

6.3

EHQP-450, Monitoring and measurement

7.0

Documentation

7.16

Reg-432 Register for Legal and other requirements

7.17

Reg-450 Register for action reports,

7.18

F-452-001 Evaluation of compliance plan and report

8.0

Related Documents

8.1

Clause 4.5.2 of the ISO 14001 and OHSAS 18001 standards

9.0

Revisions

Revision

00

Section

Month

Year

Summary of change

Changes indicated in Italics

July

2012

All

Initial issue

NA

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EHQP-453-00 Incident Investigation, Nonconformity and Remedial Action 1.0

Purpose

1.1

The purpose of this procedure is to establish, implement and maintain a system to identify and prevent incidents resulting in Environmental nonconformities at H&P Logistics & Engineering.

1.2

The purpose of this procedure is to establish, implement and maintain a system to identify and prevent incidents resulting in OH&S nonconformities at H&P Logistics & Engineering.

1.3

To provide for a method to address nonconformities and taking actions to mitigate their impacts. To provide for a method for investigating incidents, determining their causes, and taking remedial actions to avoid their recurrence, evaluating the need for actions to prevent nonconformities and implementing appropriate actions designed to avoid their occurrence.

1.4

This procedure therefore describes the process for the incident investigation, nonconformity and remedial action required for the integrated Environmental and OH&S management system at H&P Logistics & Engineering.

2.0

Scope and definitions

2.1 Nonconformity is defined as non-fulfillment of a requirement and includes the incidents or complaints from the public, reportable incidents (such as injuries), environmental and health and safety alerts, emergency events, and failures to comply with the EMS and OH&S policies or procedures. 3.0

Responsibility

3.1

Through the activities described in this procedure and with support from top management, the QMS / EMS / OHS management representative is responsible to coordinate the activities associated with incident investigation, nonconformity and remedial action.

3.5

The supporting roles and responsibilities of personnel involved are further detailed in this instruction and in reference procedures listed at paragraph 7 below.

4.0

Incident investigation - reporting

4.1

All employees have the basic responsibility to report incidents of nonconformity associated as applicable with: 4.1.1

EMS and OH&S performance •

Unaddressed high rates of incidents

Unaddressed high rates of injury or illness

Unrecorded / unreported incidents

Untimely implementation of corrective action

Failure to conduct risk assessments

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4.1.2

4.2

4.3

Deviations from EMS and OH&S procedures

Failure to implement planned EMS programs

Failure to implement planned OH&S programs

Failure to achieve performance objectives

Failure to meet legal and non legal requirements

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EMS and OH&S management system •

Lack / absence of top management commitment

Failure to establish the environmental policy for the EMS

Failure to establish EMS objectives

Failure to establish the health and safety policy OH&S

Failure to establish OH&S objectives

Undefined EMS and OH&S system responsibilities

Outdated / inappropriate documentation

Failure to meet training needs

Failure to evaluate compliance to legal requirements

Failure to carry out communication

Complaints from the public

Others specific to the integrated EMS and OH&S system …

All incidents of non-conformance are reported on the non-conformance report (NCR), form F-453-002 where the following is detailed: Section 1

Background Information

Section 2

Incident Report

Section 3

Investigation and Preventive Action

The source and initial data for the NCRs are the specific reporting of public responses, incident investigations, alerts and remedial actions. The following outlines the reporting requirement for nonconformities: 4.3.1

All complaints from external parties are reported to the QMS / EMS / OHS management rep per the internal and external communication procedure EHAP-443 on PRR form F-443-002.

4.3.2

All incidents are reported immediately to a supervisor, per the emergency preparedness and response procedure EHMP-447 on IR form F-447-002.

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4.3.3

All EMS and OH&S alerts are reported per the monitoring of alerts procedure EHQP451 on AR form F-451-002.

4.3.4

Emergency office events per QEH-WI-622-001, are reported to the QMS / EMS / OHS management rep no later that the end of the shift on which they are discovered. Typical internal memo may be used for this purpose.

4.3.5

All nonconformity with the integrated EMS and OH&S system, are reported to the QMS / EMS / OHS management rep no later that the end of the shift on which they are discovered. As appropriate, the reporting is done with the use of one of the above report forms.

5.0

Incident investigation

5.1

All incidents of EMS and OH&S nonconformity are investigated promptly. 5.1.1

For incidents, alerts, and non-compliance to the system, the supervisor of the work involved is responsible for investigating the incident. The investigation team includes at a minimum the QMS / EMS / OHS management rep, the area supervisor and the key parties involved in the incident.

5.1.2

For complaints from external parties, the QMS / EMS / OHS management rep is responsible for the investigation.

5.1.3 The investigation team reviews the specific initial reports and gathers any additional information it requires to conduct a thorough investigation. 5.1.4 The investigation team conducts a root cause analysis to determine the cause(s) of the non-conformity and to identify corrective and preventive actions. Record of findings is made in section 3 of the NCR. 5.1.5

For that nonconformity where the root cause is well known and the preventive action straight forward, the QMS / EMS / OHS management rep may waive the requirement for an investigation team.

6.0

Nonconformity and corrective actions

6.1

The processing and follow up of non-conformance reports (NCR) are coordinated the QMS / EMS / OHS management rep to ensure the effective resolutions of issues. 6.1.1

As introduced in procedure EHQP-450, the register for action reports, Reg-450 is used to manage the activities associated with the NCRs.

6.1.2

The register provides for a method of recording the results of corrective and preventive actions taken are reviewing the effectiveness of the actions taken.

6.1.3

NCRs, form F-453-002 are retained as records per QEH-AP-424 control of records.

7.0

Related Documents

7.1

QEH-AP-424, Control of records

7.2

EHAP-443, Internal and external communication

7.3

EHMP-447, Emergency preparedness and response

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7.4

EHQP-450, Monitoring and measurement

7.5

EHQP-451, Monitoring of alerts

7.6

QEH-WI-622-001, Emergency awareness instructions â&#x20AC;&#x201C; Office

8.0

Documentation

8.1

F-443-002 Public response report (PRR),

8.2

F-447-002 Investigation report (IR),

8.3

Reg-450 Register for action reports,

8.4

F-451-002 Alert report (AR),

8.5

F-453-002 Non-conformance report (NCR),

9.0

References

9.1

Clause 4.5.3 of the ISO 14001 and OHSAS 18001 standards

10.0

Revisions

Revision

00

Section

Month

Year

Summary of change

Changes indicated in Italics

July

2012

All

Initial issue

NA

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PROCEDURES MANUAL QMS-EMS-OHS

Procedures Related to QMS-EMS-OHS

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Table of Contents

Table of Contents ................................................................................................................................ 2 QEH-AP-423-00 Document Control ..................................................................................................... 3 QEH-AP-424-00 Control of Records .................................................................................................... 8 QEH-AP-500-00 Management Responsibility .................................................................................... 10 QEH-AP-560-00 Management Review .............................................................................................. 15 QEH-AP-622-00 Competence, Training and Awareness .................................................................... 19 QEH-AP-740-00 Purchasing and Outsourcing ................................................................................... 23 QEH-EP-630-00 Infrastructure........................................................................................................... 28 QEH-EP-730-00 Design and Development ........................................................................................ 31 QEH-MP-760-00 Control of Measuring and Monitoring Equipment ..................................................... 33 QEH-QP-822-00 Internal Audits ........................................................................................................ 38 QEH-QP-852-00 Corrective Action .................................................................................................... 42 QEH-QP-853-00 Preventive Action.................................................................................................... 45

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QEH-AP-423-00 Document Control 1.0

Purpose

1.1

This procedure describes the process for controlling the documents required for the integrated Quality, Environmental and Occupational Health and Safety management system at H&P Logistics & Engineering

2.0

Responsibilities

2.1

QMS/EMS/OHS Management Representative in consultation with Managing Director is responsible for assigning authors for documents.

2.2

The author is responsible for writing the document, creating related forms, getting a document number and submitting the document to the department manager for review.

2.3

Head of Departments are responsible for approving documents for their area of responsibility.

2.4

QMS/EMS/OHS Management Representative is responsible for assigning document numbers, maintaining the master list, posting new and revised documents on the network, distributing hard copies of documents and revising documents.

2.5

All employees are responsible for reviewing the documents as they use them and submitting document change requests to update documents as necessary.

2.6

The network administrator is responsible for backing up the network daily.

2.7

Project Manager is are responsible for maintaining programs that control equipment, processes and programs.

3.0

Definitions

3.1

Procedure: Document outlining specific work processes and how the requirements of the ISO 9001, ISO 14001,OHSAS 18001 and ISIO 31000 standards are being met.

3.2

Work Instructions: Step by step directions on how a task should be done.

3.3

Attachments: Documents used to further clarify or show examples of information described in the procedures and work instructions.

3.4

Forms: Documents used to make a record of completing all or part of the process described in procedures and work instructions.

3.5

Records: Completed forms or information generated as a result of the process described in a document and retained as indicated in the Control of Records Procedure.

3.6

References: external documents or sources used in preparing documentation and

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completing work. 3.7

Related Documents: Other documents that may need to be altered if the current document is revised or changed.

3.8

Templates: Electronic documents used to create quality system documentation.

3.9

Software Inventory Spreadsheet: List of software being used, indicating current revisions and locations.

4.0

Equipment/Software

4.1

As listed on software inventory spreadsheet, form F-423-002.

5.0

Instructions

5.1

Document Creation

5.2

5.3

5.1.1

When the need for a document is identified QMS/EMS/OHS Representative will assign an author for the document in consultation with Managing Director. Any employee may be assigned as an author for documents in their area of expertise.

5.1.2

The author writes the document and prepares related forms.

5.1.3

The documents text fonts are in Arial.The size of main text in all documents are always Arial 11.

5.1.4

The title font size in QMS-EMS-OHS manual is 14 and subtitles 12

5.1.5

The title font size in rest of the manuals is 12

The documents include: 

The Integrated QMS-EMS-OHS Manual

Procedures manual

Work Instructions manual

Attachments manual

Forms manual

References

Templates

Approval 5.3.1

The author submits the documents to the Department Head and QMS/EMS/OHS Management Representative for review and approval; they review the revision history and approve the document. The Quality, Environmental and OH&S dept includes the document in the relevant manuals after checking and correction.

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Document Identification and Distribution 5.4.1

All documents contain the following information: Company name Title Document Number Current Revision A unique document number

5.5

5.5

Document numbering 5.4.1

Procedures, work instructions, forms and attachments are numbered using a number scheme as described in the work instruction QEP-WI-423-001 for documentation.

5.4.2

Approved documents are submitted to the Quality, Environmental and OH&S dept and entered on the Master Document List, form F-423-001. No signatures are required.

5.4.3

The Quality, Environmental and OH&S dept prints the document on white A4 paper and distributes hard copies to points of use according to the Master List.

5.4.4

Hard copies are controlled by listing the distribution of the document on the master list and identified by a clear statement in the footer in red colour as <CONTROLLED COPY @ MANAGING DIRECTOR> indicating the location of the manual along with indicate they are controlled.

5.4.5

The document templates include an auto print date at the footer. Electronic copies of all Integrated QMS-EMS-OHS manual, procedures manual, work instructions manual, attachments that are printed for use or distribution are uncontrolled copies by this print date. This is clearly mentioned in red colour in the footer as <UNCONTROLLED WHEN PRINTED> .These printed copies are only valid for 48 hours from the print date.

5.4.6

Documents of External Origin and other References are listed on the master list with a prefix of "R". The external document or reference is numbered with a label or other convenient method. Once a reference is assigned a number it can be used as a reference for numerous documents under the original number it was assigned.

Document reviews and revisions 5.5.1

Documents are reviewed during regular use and during internal audits and management reviews. Documents are updated as found necessary during these reviews.

5.5.2

Documents are revised to update or clarify information using the Document

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Change Request form, F-423-003. 5.5.3

Revisions are made electronically and changes are indicated in the document by highlighting them in Italics The document revision checklist, form F-423-004 is used to ensure that all steps are completed.

5.5.4

5.6

5.7

Revisions to documents go through the preceding document approval, identification and distribution steps. Document changes are approved by an individual in the same function that performed the original review and signed the original document indicating approval.

Obsolete Document Disposition 5.6.1

One hard copy of the obsolete document is retained and marked “Archive Copy”. The document change request is retained with the archived copy.

5.6.2

The archive copy is maintained in a file in the document control area.

5.6.3

Electronic versions of obsolete documents are marked “Archive Copy” and moved to an archive electronic folder for reference use.

Electronic Backup Company documentation is stored on the company network. An electronic backup is made daily by the network administrator.

5.8

Control of data All programs used for control of production equipment, calculations or analysis are controlled. They are listed on the software inventory spreadsheet, form F-423-002 with revision date and location of the program.

6.0

Forms and Records

6.1

F-423-001 Master Document List

6.2

F-423-002 Software Inventory Spreadsheet

6.3

F-423-003 Document Change Request Form

6.4

F-423-004 Document Revision Checklist

7.0

Attachments

7.1

None

8.0

Related Documents

8.1

QMS-EMS-OHS-001 Manual

8.2

QEH-WI-423-001, Documentation instruction

9.0

References

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9.1

Clause 4.2.3 of the ISO 9001 standard

9.2

Clause 4.4.5 of the ISO 14001 and OHSAS 18001 standards

10.0

Revisions

Revision

00

Section

Month

Year

Summary of change

Changes highlighted in Italics

All

July

2012

Initial issue

NA

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QEH-AP-424-00 Control of Records 1.0

Purpose

1.1

This procedure describes the process for controlling records generated in the integrated Quality, Environmental and Occupational Health and Safety management system at H&P Logistics & Engineering.

2.0

Responsibilities

2.1

Responsibilities for control of quality, environmental and OH&S records are listed in the Control of Records Table.

3.0

Definitions

3.1

Quality Records: Information generated from the processes described in quality system documents, and retained as indicated in this procedure.

3.2

Environmental Records: Information generated from the processes described in environmental system documents, and retained as indicated in this procedure.

3.3

OH&S Records: Information generated from the processes described in OH&S system documents, and retained as indicated in this procedure.

4.0

Equipment/Software

4.1

Not Applicable.

5.0

Instructions

5.1

Each procedure and work instruction lists the records generated in relation to the documented process. Procedures and instructions are recorded in the Master Document List, F-423-001.

5.2

Quality, environmental and OH&S records are maintained as listed in the Control of Records Table, form F-424-001. The table contains the following information: 5.2.1

Document number: the document of the management system to which the record is related.

5.2.2

Record Identification: a description of the record

5.2.3

Responsible: the position responsible for collecting and maintaining the record.

5.2.4

Index: manner in which the record is filed.

5.2.5

Filed: work area where the record is stored. When necessary, records are moved to the record archives.

5.2.6

Retention Period: minimal period for which the record is kept.

5.2.7

Disposition: what is done with the record after the retention period expires.

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5.3

Facilities 5.3.1

Access to the company records is limited to employees and authorized visitors.

5.3.2

Records are readily retrievable by referring to the records table for location and indexing.

5.3.3

All employees have access to the records that they need for carrying out responsibilities.

5.3.4

Records are stored in such a way to prevent damage, deterioration or loss. Records may be stored in files, drawers, in boxes or other designated storage.

5.4

Where agreed to contractually H&P Logistics & Engineering provides records for evaluation by the client or the clientâ&#x20AC;&#x2122;s or regulatory representatives.

5.5

After records are no longer needed and the retention period has been reached, the records are archived or disposed of.

6.0

Forms and Records

6.1

F-423-001 Master document lists

6.2

F-424-001 Quality Records Table

7.0

Attachments

7.1

None

8.0

Related Documents

7.1 in

8.1 Integrated EMS and OH&S System Procedures and Work Instructions as listed master list, F-423-001.

9.0

References

9.1

Clause 4.2.4 of the ISO 9001 standard

9.2

Clause 4.5.4 of the ISO 14001 and OHSAS 18001 standards

11.0

Revisions

Revision

00

Section

Month

Year

Summary of change

Changes highlighted in Italics

All

July

2012

Initial issue

NA

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QEH-AP-500-00 Management Responsibility 1.0

Purpose

1.1

This procedure describes the Management Responsibilities for the integrated Quality, Environmental and OH&S Management System at H&P Logistics & Engineering.

2.0

Responsibilities

2.1

Top Management is responsible for establishing the Quality Policy, the Environmental Policy, and the OH&S Policy and for reviewing them for continuing suitability.

2.2

Top Management is responsible for communicating the Policies, the importance of meeting regulatory, statutory, legal and other requirements including customer requirements.

2.3

Top Management is responsible for identifying the Key Processes to be included in the integrated system.

2.4

Top Management is responsible for identifying the environmental and health and safety processes to be included in the integrated system.

2.5

Top Management is responsible for identifying the data required for effective review of the integrated quality and environmental management system with the QMS-EMSOHS-001 Manual.

2.6

The Organization Chart, attachment A-550-001 is included in the Manual and illustrates the authority and responsibility for the functional departments. The Administration is responsible to keep the organization chart current and up to date.

2.7

To promote worker participation and consultation, one or more representative from the workforce / employee is included as a member of the QMS / EMS / OHS steering team.

3.0

Definitions

3.1

Top Management: Board of Directors, Managing Director

3.2

Management Review Team: Managing Director, Assistant MD, Project Manager, QMS-EMS-OHS Management Representative, Operations Head, Administration Head.

3.3

Product realization processes: the processes that contribute or result in the product being produced or the product being provided.

3.4

Key Processes: product realization processes, customer related processes and management system processes that are included in the system.

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4.0

Equipment/Software

4.1

Not Applicable

5.0

Instructions

5.1

Top Management has established the Quality Policy, the Environmental Policy and the OH&S Policy. The policies are reviewed for continuing suitability during Management Review meetings.

5.2

Top Management communicates the policies, along with the importance of meeting regulatory, statutory, and legal and other requirements and customer requirements in employee orientation training and during company and department meetings and functions.

5.3

Top Management identifies the Key Processes included in the system.

5.4

5.5

5.3.1

Top Management identifies the Key Processes and documents them on the Key Process Master List, form F-500-002.

5.3.2

The procedure 9MP-824 is used by Top Management to identify the key product realization processes. The Product Realization Monitoring, Measuring and Analysis Table, form F-824-001 is used to document the processes.

Identifying data required for review of the QMS Processes 5.4.1

Top Management will complete the QMS Monitoring, Measuring and Analysis Table, form F-500-001.

5.4.2

The table identifies: •

The process requiring measurement (Process Point)

The planned measurement

Measurement frequency

Function responsible for measurement (Performed by)

Function responsible for analysis (Analyzed by)

Analyses methodology

Quality Objective to measure against (Documentation)

Improvement goals (Quality Objective)

Identifying data required for review of Product Realization Processes 5.5.1

Top Management will identify what summaries are required from data generated by measuring and monitoring of product and realization processes.

5.5.2

Management will review the Product Realization Monitoring, Measuring and Analysis Table, F-824-001 and assign responsibility for preparing summary

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reports.Management will not review all inspection and test results, but will need to identify what data they need to see to make improvements in product realization processes. 5.5.3

5.6

The required summaries will be added to the Product Realization Monitoring, Measuring and Analysis Table. The procedure for monitoring, measuring and analysis of customer satisfaction 9AP-821 provides additional details.

Identifying data required for review of customer feedback 5.6.1

Management identifies customer feedback projects during management review. Management assigns responsibility for the projects and the projects may include: •

Focus group meetings

Direct client communication

Customer satisfaction studies

Return customer studies

Other methods identified by management.

5.7

Top Management conducts the initial environmental and health and safety reviews to set the stage for the in-depth reviews that identify the elements of the company’s activities, products or services that can be controlled and that can have significant adverse or beneficial impacts on the environment and on health and safety.

5.8

The environmental aspects and impacts procedure 14AP-431 is used to focus on how the company’s activities, products, and services affects the environment by identifying the aspects, setting the priorities for them, using the EMS to manage, control, improve upon the impacts and continually improve the system. The environmental assessment worksheet, F-431-002 is used to document the results.

5.9

The hazard identification, risk assessment and controls procedure 18AP-431 is used to focus on how the company’s activities, products, and services affects the health and safety by identifying the hazards, assessing risks for them, using the OH&S to manage, control, improve upon the impacts and continually improve the system. The risk management worksheet, F-431-005 is used to document the results.

5.10

At the functional levels, the management of activities incorporates a Plan-Do-CheckAct continual improvement philosophy. Guidelines for the application of the P-D-C-A cycle are provided as data on attachment, form A-500-003 and outline a 7-step problem solving approach to corrective and preventive action, and system improvement.

5.11

Management Reviews are performed by the management team on a quarterly schedule to evaluate the Integrated Quality and Environmental management system. 5.11.1 The management review procedure QEH-AP-560 provides for a system of

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assigning responsibilities for scheduling, conducting and recording management reviews of the system. At planned intervals, top management reviews both the quality and environmental management system to ensure that the integrated system is operating and functioning as planned, and is suitable, adequate, and effective. 6.0

Documentation - Forms and Records

6.1

F-431-002 Environmental assessment worksheet

6.2

F-431-005 Risk management worksheet

6.3

F-500-001 QMS Monitoring, Measuring and Analysis Table

6.4

F-500-002 Key Process Master List

6.5

F-824-001 Product Realization Monitoring, Measuring and Analysis Table

7.0

Attachments

7.1

A-500-003, Guidelines for the application of the P-D-C-A cycle

7.2

A-550-001 Organization Chart

8.0

Related Documents

8.1

QMS-EMS-OHS-001, Integrated Quality and Environmental Manual

8.2

14AP-431, Environmental aspects and impacts

8.3

18AP-431, Hazard identification, risk assessment and controls

8.4

9AP-821, Monitoring, measuring and analysis of customer satisfaction

8.5

9MP-824, Monitoring, measuring and analysis of key product realization processes

8.6

QEH-AP-560, Management review

9.0

References

9.1

Clause 5.1 of ISO 9001 standard

9.2

Clauses 4.4.1 of the ISO 14001 and OHSAS 18001 standards

10.0

Revisions

Revision

00

Section

Month

Year

Summary of change

Changes highlighted in Italics

All

July

2012

Initial issue

NA

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QEH-AP-560-00 Management Review 1.0

Purpose

1.1

This procedure describes the process for scheduling, conducting and recording management review of the integrated Quality, Environmental and OH&S management system at H&P Logistics & Engineering.

2.0

Scope

2.1

The integrated management system is reviewed by management at least once each calendar year. The number of reviews may be more frequent at the call of the Managing Director based on performance and results of the system.

2.2

The management system review is intended to improve the quality of service to the customers and to lead to improvement in environmental and health and safety performance for the company for stakeholders. Management review of the system will occur more frequently if these objectives are not obtained.

3.0

Responsibility

3.1

The Managing Director has the prime responsibility for management reviews. In supporting roles, the responsibilities of personnel involved in the management review activities are outlined in the paragraph 6.0 of this procedure.

3.2

Top Management is responsible for identifying the management review team.

3.3

It is the responsibility of the management review team to schedule and conduct management review meetings in compliance with this procedure.

3.4

The QMS/EMS/OHS Management Representative is responsible for collecting summary reports and data from the responsible functions and for ensuring adequate employee awareness of the companyâ&#x20AC;&#x2122;s integrated quality, environmental and OH&S system.

3.5

The management review team members are responsible for bringing information and progress reports on action items assigned to them at previous management review meetings, information on planned changes that could affect the system, quality, environmental and health and safety planning needs and activities and recommendations for improvements to the system.

4.0

Scheduling

4.1

The Managing Director schedules the Management Review.

4.2

Regardless of other inputs, Management review meetings are scheduled within (1) month after the completion of the internal audits, per the procedure QEH-QP-822.

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5.0

Attendance

5.1

Management Review meetings are attended by the Managing Director, Assistant MD, Project Manager, QMS-EMS-OHS Management Representative, Operations Head, Administration Head

5.2

The Managing Director, the QMS-EMS-OHS Management Representative and Project Manager must always be present. Outside Consultants, Experts and other company personnel may be invited to the meeting at the discretion of the MD.

6.0

QMS–EMS-OHS Review Input

6.1

The agenda for the QMS-EMS-OHS Management Review meetings is prepared by the QMS-EMS-OHS Management Representative with inputs from the MDand distributed to other participants. Meeting Agenda form F-560-001 is used to provide the agenda information.

6.2

The agenda is distributed at least one week in advance of the review. The topics include the following typical items for review: •

Management / departmental responsibility and Organization Chart,

Effectiveness of Quality policy, Environmental Policy and Objectives & OH&S policy and Objectives

Results of internal QMS-EMS-OHS audits

Status of Corrective/Preventive Actions

Review the Environmental aspects and impacts,

Review the Legal & other requirements including changing circumstances and developments in legal and other requirements

Regulatory agency response to the status of environmental issues,

Results of participation and consultations,

Communication from external interested parties including complaints

The OH&S performance of the organization

The extent to which objectives and targets have been met

The status of incident investigation, preventive and corrective actions

Adequacy of the QMS-EMS-OHS system,

Recommendations for improvement

Customer feedback/response to products/services provided

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Process performance/Product conformance

Follow up actions from earlier management reviews

Changes affecting the QMS-EMS-OHS system.

Quality planning – upcoming projects, status of ongoing projects and their effect on the QMS.

Resources – People & training, facility and equipment.

Overall system effectiveness

Announcement of next meeting date

Other topics may be included as required.

7.0

Review Output

9.1

Notes of the review meetings are taken by the QMS-EMS-OHS management rep or a delegate and are distributed to the attendees and persons absent, if any.

9.2

For each agenda items reviewed, the reference must be made to the improvement action required to address the concerns raised during management reviews and includes Action Items with focus on: •

improvement of the QMS-EMS-OH&S and its processes

improvement of product related to customer requirements

resource and training needs

responsibility & accountability

9.3

The notes and other related internal documents are confidential records and not available to persons outside the company. Auditors will be allowed short term access to the files to obtain documented evidence that Management Review meetings occur.

9.4

Management Review records are retained as records, per procedure QEH-AP-424.

10.0

Related Procedures

10.1

QEH-AP-424, Control of records

10.2

QEH-QP-822, Internal audit

11.0

Documentation

11.1

F-560-001 QMS-EMS-OHS Management Review Meeting Agenda,

11.2

Review notes in typical internal memo.

12.0

References

12.1

Clause 5.6 of ISO 9001 standard

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12.2

Clause 4.6 of ISO 14001 and OHSAS 18001 standards

13.0

Revisions

Revision

00

Section

Month

Year

Summary of change

Changes highlighted in Italics

All

July

2012

Initial issue

NA

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QEH-AP-622-00 Competence, Training and Awareness 1.0

Purpose

1.1

This procedure describes the process for identifying and providing the training needs for personnel involved in activities that affect the integrated Quality, Environmental and OH&S management system at H&P Logistics & Engineering.

1.2

This procedure describes the process for ensuring that each employee is competent for the job they are performing.

2.0

Scope

2.1

This instruction applies to all employees of the company because it is recognized that all personnel whether engaged on a permanent or on a temporary basis make a significant contribution.

3.0

Responsibilities

3.1

The Department Head is responsible for identifying requirements for each position that affects quality, environmental and health and safety matters and documenting these requirements in a job description.

3.2

The Human Resource Department is responsible for maintaining records of employee qualifications.

3.3

Department Heads are responsible for identifying specific training requirements for positions in their area.

3.4

Human resources and Department Heads are responsible for identifying training needs and preparing action plans.

3.5

Department Heads are responsible for scheduling training for their employees, and measuring the effectiveness of training.

3.6

Employees are responsible for completing training and giving completed action plans to their supervisor.

3.7

Department Heads are responsible for maintaining the training database for their employees.

4.0

Definitions

4.1

None

5.0

Equipment/Software No additional equipment or software required.

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6.0

Instructions

6.1

Human Resources prepare and maintain job descriptions on typical form F-622-004. The job descriptions identify education, experience and skills required for the job.

6.2

Each Department Head is responsible for identifying job specific training requirements for each position in their area. These requirements are documented in the training database.

6.3

New employees attend an orientation that includes training on: 6.3.1

The environmental system as described in the Integrated QMS-EMS-OHS manual

6.3.2

The Quality, Environmental and OH&S policies,

6.3.3

The importance of meeting regulatory, statutory and customer requirements and the need for ensuring customer satisfaction, quality, environmental and OH&S compliance.

6.3.4

The relevance and importance of their activities and how they contribute to the achievement of the quality, environmental and OH&S objectives.

6.3.5

The importance of awareness of emergency situations with a set of practical instructions, QEH-WI-622-001 to the administration personnel.

6.3.6

The importance of responding to emergency environmental and health and safety situations with the procedure EHMP-447 for emergency preparedness and response.

6.3.7

Training is repeated for all employees as management or the management representative identifies the need to retrain employees.

6.3.8

Use of employee orientation checklist F-622-005 is used to assist with the employee orientation.

6.3

When an employee is hired, changes positions or job requirements change, Human Resources obtains a resume or application from the employee documenting their qualifications. They compare the employeeâ&#x20AC;&#x2122;s qualifications against the requirements for the position. If there are requirements that the employeeâ&#x20AC;&#x2122;s qualifications do not meet, Human Resources or the Department Head will identify an action plan to provide the employee with the necessary qualifications.

6.4

The Department Head will add job specific training and dates for completion to the action plan.

6.5

The action plan may include on the job training, group training, or outside training courses. Employee training is summarized in summary report, form F-622-003.

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6.6

The employee’s supervisor schedules the required training and other items from the action plan, F-622-001. Dates are recorded on the action plan. The supervisor also adds how the training will be measured for effectiveness, including criteria.

6.7

Outside courses:

6.8

6.9

6.10

6.7.1

The employee attends the course and submits a record of attendance and any record of effectiveness such as grades or test results.

6.7.2

If there is no measure of test results the employee’s supervisor will evaluate effectiveness.

On the job training: 6.8.1

An employee that has demonstrated competence on the task may conduct on the job training.

6.8.2

The trainer conducts the training. When it is complete both the trainer and the trainee initial the action plan.

Group training: 6.9.1

The employee attends the scheduled training. The trainer and the employee initial the group training record, form F-622-002.

6.9.2

Group training may include a measurement of effectiveness such as a quiz or other exercise. If the training is evaluated this way, and the training is effective the trainer will record the results on the action plan.

6.9.3

If there is not a measure of effectiveness built into the training the employee’s supervisor evaluates effectiveness.

Training effectiveness evaluation: 6.10.1 The supervisor evaluates the training according to the plan and criteria documented on the action plan. Results of the evaluation are entered on in the training database plan. 6.10.2 If training is not effective retraining must be scheduled or other corrective action taken.

6.11

Persons that are required to perform tasks on behalf of the company or are required for temporary short-term activities that have the potential of to cause a significant environmental impact are selected on the basis of education, training, or experience.

6.12

Selected candidates are engaged through a business agreement as described in the work instruction QEH-AP-740 for Purchasing and outsourcing.

7.0

Documentation

7.1

F-622-001, Training Action Plan

7.2

F-622-002, Group Training Record

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7.3

F-622-003, Employee training summary

7.4

F-622-004, Job description form

7.5

F-622-005, Employee orientation checklist

7.6

Employee resume (CV) or application with qualifications

8.0

Related Documents

8.1

QMS-EMS-OHS-001, Manual

8.2

EHMP-447, Emergency preparedness and response

8.3

QEH-WI-622-001, Emergency awareness instructions â&#x20AC;&#x201C; office

8.4

QEH-AP-740, Outsourcing and Purchasing

9.0

References

9.1

Clause 6.2.2 of the ISO 9001 standard

9.2

Clause 4.4.2 of the ISO 14001 and OHSAS 18001 standards

10.0

Revisions

Revision

00

Section

Month

Year

Summary of change

Changes highlighted in Italics

All

July

2012

Initial issue

NA

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QEH-AP-740-00 Purchasing and Outsourcing 1.0

Purpose

1.1

This procedure describes the process for the selection and control of the providers of materials and outsourced services needed to achieve conformity to the integrated Quality, Environmental and OH&S management system at H&P Logistics & Engineering.

1.2

To establish a system for the control of purchased materials to ensure compliance with the requirements of the customers of H&P Logistics & Engineering.

2.0

Scope and definitions

2.1

Sources for purchases of supplies, materials and services are in the categories of: •

Providers, contractors who deliver out-sourced services.

Vendors who deliver general standard catalogue items,

Suppliers who deliver materials and components to the company requirements,

2.2

This procedure applies to the purchasing activities where operational controls, per the EMS-OHS procedure EHMP-446, enhance environmental controls through use of environmental friendly materials, products and outsourced services.

3.0

Responsibility

3.1

The Managing Director provides the overall leadership for this procedure and is responsible for its implementation. Due to the small size of the company and economic consideration the company and its top management believe that quality outsourcing is the key to greater success. For consulting and other strategic services it is the top management who control the entire process. For equipment, project, materials wrt day to day operation processes the Project Manager is responsible.

3.2 3.3 4.0

Instruction – Assessment of sources

4.1

The Project Manager in consultation with the personnel, who require the purchases, determines what objective evidence is needed to evaluate the overall capabilities of the sources relative to the criteria of providing safe, healthy, environmental friendly and quality products / services on time and at a competitive price.

4.2

The Project Manager in conjunction with the QMS-EMS-OHS management representative determines what objective evidence is needed to evaluate the suppliers and providers overall capabilities relative to environmental requirements.

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4.3

Objective evidence includes consideration to the experience, the training, and the education of the persons performing the tasks on behalf of the company and includes items such as type of products, the reputation of the suppliers, past performance, OHSAS, ISO, registered companies, etc.

4.4

Records of supplier assessments are documented on or attached to supplier quality assessment reports form F-740-001 4.4.1

The Project Manager or a delegate maintains a list of acceptable sources. The acceptable suppliers and providers are included in the computer system database to provide records of purchases.

4.4.2

The list of acceptable sources, form F-740-003 is used to summarize the assessment information and to confirm that the experience, training and education of the supplier / provider are appropriate.

4.5

For providers, contractors and other persons not employed by the company who might perform onsite activities that have the potential to cause environmental and health and safety impacts, the assessment includes the review of the contractor communication checklist F-740-009 where sources are required to be completed prior to the start of their work at the company facilities.

4.6

When required due to special environmental needs or concerns, providers, contractors and other persons not employed by the company who might perform onsite activities that have the potential to cause a significant environmental impact, are assessed with the satisfactory completion of the environmental checklist form F-740-004.

4.7

Vendors who provide the general-standard-catalogue items are not required to be listed on the list of acceptable sources.

5.0

Instruction â&#x20AC;&#x201C; Purchased supplies / materials

5.1

The general-standard-catalogue items are mainly office supplies required for the ongoing operation of the company. The materials and components items are mainly used in the final products provided to customers. 5.1.1

5.2

Both the standard items and the materials items are requisitioned by the users on requisition form F-740-005 and submitted to the department head for processing to the vendors. An approval from the Managing Director is required on when the costs of the items exceed Euros 5000.00.

The performance of suppliers of purchased materials is monitored. The user departments at the receiving locations perform visual inspection of incoming goods to check for damage and to confirm quantities. Supplier quality reports are prepared on form F-740-001. For materials and component items, additional details are provided in the instruction for incoming inspection, QEH-WI-824-001.

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5.2.1

When the received goods are acceptable, the supplier identification markings are used to indicate that the materials are accepted and released for departmental use.

5.2.2

For unacceptable incoming materials, the reject status is indicated on the identification tag, typical form F-740-007.

The identification tag form F-740-007 introduced with this instruction is a blank tag or label and is used to provide the required identification and status of materials. â&#x20AC;˘

The tag with a write in OK-for-Stock notation identifies acceptable materials.

â&#x20AC;˘

The tag with a write in Do not Use notation identifies unacceptable materials.

5.4

Non-conformances found in receiving form the basis for requests for corrective actions by the suppliers. The supplier corrective action request (SCAR), form F-740-002 is used to initiate and follow up on required corrective action.

6.0

Instruction â&#x20AC;&#x201C; Out-sourced service providers

6.1

The out-sourced service providers are the specialists (persons such as external consultants, onsite contractors, etc.) that are required for the services that cannot be generated internally. 6.1.1

6.2

6.3

They are requisitioned by the user of the services on requisition F-740-005 and submitted to the department head for processing to the service providers. An approval from the MD is required when the costs exceed Euros 5000.00.

Providers / Contractors / Persons that are required to perform tasks on behalf of the company that have the potential of to cause a significant impact on the integrated system are qualified on the basis of education, training, or experience. 6.2.1

Selected candidates are engaged through a business agreement and added to the list of acceptable sources after the satisfactory completion and return the environmental survey checklist F-740-004.

6.2.2

Purchase agreements with providers result after a series of requirements have been successfully negotiated. In addition to the normal commercial terms and conditions, the business agreements must include a precise description of the services required, as applicable such as name, part number, type, class, style, grade, specification and other relevant technical data.

6.2.3

Purchase agreements are issued to suppliers / providers / contractors that are included on the list of acceptable sources.

6.2.4

Purchase agreements or business agreements can be in any formats as per both parties convenience but preferably in standard forms if possible.

The performance of out-sourced service providers is monitored by the user department to ensure that the desired outputs are achieved as specified on the contracts.

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6.4

Persons that are required temporary short-term activities that have the potential of to cause a significant system impact are qualified on the basis of education, training, or experience per procedure QEH-AP-622 for competence, training and awareness.

7.0

Amendments and records

7.1

Amendments to purchase orders and business agreements have the same authority as the original issue. Amendments show the change, a description of the change, and date of change.

7.2

Purchasing documents are kept in the office payable file for processing of financial transactions and are subsequently retained as described in procedure for control of records, QEH-AP-424.

8.0

Related documents

8.1

EHMP-446, Operational control

8.2

QEH-AP-622, Competence, training and awareness

8.3

QEH-AP-424, Control of records

8.4

QEH-WI-824-001, Incoming inspection

9.0

Documentation

9.1

F-740-001 Supplier assessment reports,

9.2

F-740-002 Supplier corrective action request (SCAR),

9.3

F-740-003 List of Acceptable Suppliers / Providers, ref from computer data base,

9.4

F-740-004 EMS survey checklist,

9.5

F-740-005 Purchase requisition,

9.6

F-740-007 Identification tag / label, typical blank,

9.7

F-740-008 Typical business agreement / contract

9.8

F-740-009, Contractor communication checklist.

10.0

References

10.1

Clause 7.4 of the ISO 9001 standards

10.2

Operational control clause 4.4.6 of the ISO 14001 and OHSAS 18001 standards.

11.0

Revisions

Revision

Section

Month

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QEH-EP-630-00 Infrastructure 1.0

Purpose

1.1

This procedure describes the process for determining, providing and maintaining the infrastructure needed to achieve conformity to quality, environmental and health and safety requirements at H&P Logistics & Engineering

1.2

This procedure describes the infrastructure process and activities required for the integrated management system.

2.0

Definitions and Scope

2.1 and

This procedure applies to the maintenance activities, where quality, environmental health and safety controls are enhanced with properly maintained resources.

2.2

Facilities resources incorporate the overall physical infrastructure aspects such as buildings, offices, laboratories, work areas, transport systems, equipment, storage, communication services, telecommunications systems, and other facilities.

2.3

Workplace resources incorporate the human and physical aspects of the work environment and including financial resource management.

2.4 of

Information resources incorporate a communications network that is intended to motivate employees and other interested parties and encourage public understanding the requirements and acceptance of the efforts to improve performance.

3.0

Responsibilities

3.1

Maintenance personnel are responsible for the preventive maintenance of facilities and equipment.This job is outsourced to a maintenance company

4.0

Equipment/Software

4.1

NA

5.0

Instructions

5.1

Infrastructure needs as related to quality, environmental and health and safety matters and their significant impacts are identified during the assessment processes as outlined in procedures: •

18AP-412 for initial review,

14AP-431 for environmental aspects and impacts,

18AP-431 for hazard identification, risk assessment and controls,

EHAP-432 for legal and other requirements and

14MP-434 for EMS programs

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18MP-434 for OH&S programs

9MP-710 for Planning of product realization processes

9SP-720 for Customer related processes.

5.2

Infrastructure is maintained by a service provider whose maintenance staff perform the maintenance according to work instructions.

5.3

Personnel are instructed to immediately report any real or perceived equipment problems to the administration in form F-630-001.

6.0

Related Documents

6.1

18AP-412, Initial review

6.2

14AP-431 for environmental aspects and impacts,

6.3

18AP-431, Hazard identification, risk assessment and controls

6.4

EHAP-432 Legal and other requirements,

6.5

14MP-434 for EMS programs

6.6

18MP-434 OH&S programs

6.7

9MP-710 for Planning of product realization processes

6.8

9SP-720 for Customer related processes.

7.0

Documentation

7.1

F-630-001 Equipment problem report,

7.2

F-630-002 Equipment maintenance record.

8.0

References

8.1

Clauses 6.3 and 6.4 of the ISO 9001 standard

8.2

Operational control – reference Clause 4.4.6 of ISO 14001 & OHSAS 18001 standards

9.0

Revisions

Revision

00

Section

Month

Year

Summary of change

Changes highlighted in Italics

All

July

2012

Initial issue

NA

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QEH-EP-730-00 Design and Development 1.0

Purpose

1.1

This procedure describes the process for controlling the design and development of product or services needed to achieve conformity to the integrated Quality and Environmental management system at H&P Logistics & Engineering.

2.0

Scope

2.1

There is no design and development activity carried out by the company

3.0

Responsibilities

3.1

NA.

4.0

Definitions

4.1

Design Verification: determination that the product meets requirements.

4.2

Design Validation: determination of the productâ&#x20AC;&#x2122;s ability to meet user needs.

4.3

Design Changes: changes made to the inputs or plan during design and development activities.

5.0

Equipment/Software

5.1

NA

6.0

Procedures

6.1

NA

7.0

Related Documents

7.1

EHMP-446 Operational controls (EMS-OHS procedure).

7.2

9SP-720 Customer related processes.

8.0

Documentation

8.1

NA

9.0

References

9.1

Clause 7.3 of ISO 9001 standard

9.2

Operational control clause 4.4.6 of ISO 14001 and OHSAS 18001 standards

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10.0

Revisions

Revision

00

Section

Month

Year

Summary of change

Changes highlighted in Italics

All

July

2012

Initial issue

NA

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QEH-MP-760-00 Control of Measuring and Monitoring Equipment 1.0

Purpose

1.1

This instruction outlines the requirements for the control of equipment used to measure and monitor characteristics that affect the Quality, the Environmental and the OH&S performance at H&P Logistics and Engineering.

1.2

This instruction describes the process for the control of measuring and monitoring equipment required for the integrated management system.

2.0

Scope and definitions

2.1

This instruction applies to the required tools, whether employee owned, customer owned or company supplied.

2.2

Five (5) types of measuring equipment are recognized: •

For “Indication Purposes Only” where tools are used for the purpose of providing basic measurements.

For “Verification Purposes” where tools are used for the purpose of demonstrating conformance to requirements.

For “Validation Purposes” where reference standard tools are used as masters for the comparison purposes.

For “Precision Purposes” where precision tools are used for the purpose of precise inspection and control at production operations and set-ups of production equipment.

For “Process control” where precision instruments are used for the purpose of confirming and controlling production equipment set up parameters.

2.3

This instruction applies to inspection and measuring equipment where equipment calibration and control enhance quality, environmental and health and safety controls through credible measurement results.

3.0

Responsibilities

3.1

All employees using measuring and monitoring equipment are responsible to:

3.2

3.1.1

Inform the Project Manager when monitoring or measurement equipment needs to be added or deleted from the Equipment List.

3.1.2

Check the calibration status of measuring and monitoring equipment prior to using the equipment.

3.1.3

Calibrate and maintain equipment as assigned.

Management is responsible to:

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3.3

3.2.1

Provide suitable operational conditions for equipment.

3.2.2

Provide proper safeguarding for equipment.

3.2.3

Designate the Project Manager .

3.2.4

Assign responsibility for calibration and maintenance of equipment.

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The Project Manager is responsible to: 3.3.1

Maintain the equipment list and equipment files.

3.3.2

Schedule calibration.

3.3.3

Review calibration reports for subcontracted calibration services.

4.0

Equipment/Software

4.1

As required to generate the equipment logs and calibration records.

5.0

Instructions

5.1

Measuring Equipment is maintained, calibrated and controlled as follows: 5.1.1

Equipment is identified on the calibration list F-760-001. All measuring and monitoring equipment is put on the list, and the following information is recorded on the list: a) Name of equipment b) Manufacturer c) Model d) Serial number e) H&P Logistics & Engineering equipment identification number f) Calibration required (Yes or No) g) Maintenance required (Yes or No) h) Frequency i)

Responsibility for calibration

j)

Last calibration

k) Next date of calibration l)

Location of records

m) Location of record storage n) Location of equipment o) Equipment tolerance levels

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The Project Manager maintains the equipment list.

5.2

Before measuring equipment is put into use, an initial verification is done and documented. Only equipment that passes verification is put into use.

5.3

Equipment maintenance and calibration instructions, related measuring or monitoring work instructions, or equipment manuals document the instructions for performing calibration. This information includes: ▪

Calibration and maintenance requirements

Scope and range of use of equipment

Method of calibration

Acceptance criteria for calibration

Certification of calibration equipment

Storage and work conditions

5.4

Equipment is handled, preserved and stored in a manner that protects its accuracy and fitness for use. If precautions in addition to standard plant practice and standard plant conditions are required, they are outlined in the equipment manual, the calibration or maintenance work instructions or related measuring and monitoring work instructions.

5.5

Maintenance and calibration of measuring equipment 5.5.1

All measuring equipment is used within the operational conditions specified in equipment manuals.

5.5.2

An individual qualified according to the Competence, Awareness and Training procedure, QEH-AP-622 performs equipment maintenance and calibration as assigned.

5.5.3

Calibrations are performed against certified equipment having a known valid relationship to internationally or nationally recognized standards. Where no such standard exists, the basis used for calibration is documented.

5.5.4

All maintenance and calibration is documented in an Equipment Log or Equipment file.

5.5.5

The calibration status of equipment requiring calibration is clearly labeled on the equipment. a) A label, typical form F-760-002 stating the date of the most recent calibration and date of next calibration indicates that the equipment is calibrated at prescribed intervals as indicated on the Equipment List. b) A label stating, “Out of Service” indicates that the equipment is not in use. The reason that the equipment is out of service is indicated on the Equipment List, in the Equipment Log, or in the Equipment File.

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c) Records of calibration are maintained in an equipment log, and indicate the calibration status of the equipment. 5.5.6

Whenever the equipment is found to be out of calibration, corrective action is initiated, including an assessment of the impact on the product.

5.5.7

The Project Manager reviews calibration reports from subcontractors upon receipt. The calibration report will include: a) Before and after readings b) The traceable number of the equipment used for calibration c) The tolerance d) Calibration results e) Calibration procedure reference

5.5.8

If a calibration report indicates that equipment was out of calibration, the impact on product that had been produced since the last valid calibration date is assessed and documented. The Project Manager initials and dates the report upon review and any further action taken is recorded.

5.6

Where test software is used as a form of inspection, it is checked to prove it is capable of verifying the acceptability of product or the monitoring required prior to its release for use during production. It will be listed on the equipment list and checked at prescribed intervals.

6.0

Documentation

6.1

F-760-001 Calibration List,

6.2

F-760-002 Typical calibration label,

6.3

Equipment Logs

6.4

Calibration Certificates and Records

7.0

Attachments

7.1

None

8.0

Related Documents

8.1

QEH-AP-622 Competence, Awareness and Training

9.0

References

7.2

9.1

Clause 7.6 of the ISO 9001 standard

7.3

9.2

Clause 4.5.1 of the ISO 14001 and OHSAS 18001 standards

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10.0

Record of Revisions

Revision Section Month

Year

Summary of change

Changes highlighted in Italics

00

2012

Initial issue

NA

All

July

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QEH-QP-822-00 Internal Audits 1.0

Purpose

1.1

This procedure outlines the process for performing internal audits of the integrated Quality, Environmental and OH&S management system at H&P logistics & Engineering.

1.2

To verify that quality, environmental and occupational health and safety activities comply with requirements and to determine the effectiveness of the system.

2.0

Scope

2.1

Internal audits are carried out on a schedule established each year.

2.2

The audit schedule is based on the status and priority of each activity and all activities and areas of the organization are covered by the audit over a period of time.

3.0

Responsibilities

3.1

The QMS-EMS-OHS management representative and/or lead auditor are responsible for scheduling and initiating the audits and maintaining the master schedule.

3.2

Top management is responsible for reviewing all corrective actions resulting from internal audits.

3.3

Management is responsible for selecting an Lead Auditor.

3.4

The Lead Auditor is responsible for selecting the audit team, communicating with the auditee to arrange the audit, and preparing the final audit report.

3.5

A management staff person is responsible to attend the opening and closing meetings.

3.6

The Department Heads are responsible for initiating corrective and preventive actions for all the issues raised during the audits.

3.7

The audit team is responsible for planning, organizing, performing and reporting results for the internal audit.

4.0

Definitions

4.1

Audit Team: May be one or more auditors, including the lead auditor.

5.0

Equipment/Software

5.1

No additional equipment or software required.

6.0

Instructions

6.1

The management representative works with management to prepare a master schedule for internal audits. The schedule includes all areas of the facility, and is

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based on the status and importance of the area being audited. 6.1.1

The schedule identifies when the audits will take place and what areas will be audited. .

6.1.2

The table F-822-003 for Applicable QMS procedures by work area identifies which procedures of the quality management system apply to each work area of the facility.

6.1.3

The table F-822-004 for Applicable EMS and OH&S procedures by work area identifies which procedures for the environmental and OH&S sections of the management system apply to each work area of the facility.

6.1.4

The master schedule is evaluated at management review. It is revised based on: a) The results of the audits. b)

The number of corrective actions generated.

c)

System problems identified by corrective actions

d)

Number of preventive actions generated

e) Other relevant information. 6.2

6.3

The Lead Auditor initiates the internal audits based on the master schedule. 6.2.1

The Lead Auditor schedules the audit with the manager of the area to be audited.

6.2.2

The Lead Auditor identifies an audit team and lead auditor by selecting trained auditors, independent of the area to be audited and available on the scheduled day or days.

6.2.3

The Lead Auditor schedules the opening meeting for the auditors and the representative(s) of the area to be audited.

The lead auditor documents the scope of the audit on the audit plan form F-822-001. The scope is based on the area to be audited, and the procedures and instructions of the integrated management system that apply to that area. 6.3.1

6.4

The lead auditor prepares the audit plan and the audit team reviews appropriate documentation.

The audit team reviews previous audit reports for the area. All corrective actions that have been completed from previous audits that require follow-up are identified on the audit reports. 6.4.1

The lead auditor assigns follow-up on the corrective actions to the members of the audit team.

6.4.2

The auditors get the appropriate corrective action forms from the corrective action coordinator.

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6.5

The Lead Auditor leads the opening meeting with the representative(s) of the area to be audited.

6.6

The audit team performs the audit according to the audit plan and approved checklists and auditors record audit results of the audit on the checklists. 6.6.1

The internal audit checklist F-822-005 is used to describe the specific audit points to be audited. Auditors document their observations and record all nonconformances on the checklist.

6.7

Compliance to the requirements of the ISO 9001:2008, the ISO 14001:2004 and the OHSAS 18001:2007 standards is determined by observation, interview and record results using the internal audit checklist as a guide.

6.8

Follow-up on corrective actions is completed. The auditor documents the results of the corrective action on the corrective action form. 6.8.1

If the corrective action has been effective, the auditor closes the corrective action by checking the “Effective” box, and signing and dating the date closed line.

6.8.2

If the corrective action was not effective, the auditors check the “Not Effective Box”.

6.8.3

The auditors note on the appropriate audit report if corrective actions have been effective, or if they will be reissued.

6.8.4

The auditors return the corrective action forms to the corrective action coordinator.

6.8.5

The corrective action coordinator will handle the corrective actions according to the Corrective Action procedure, QEH-QP-852.

6.9

The audit team holds a review meeting to agree on and write up corrective action requests on form F-852-001.

6.10

The audit team holds a closing meeting with the representatives of the area audited, including a management person with responsibility for the area being audited. All non conformances are explained and the status of the area audited is summarized.

6.11

The lead auditor prepares an internal audit report on form F-822-002 including a summary of the findings, a table of corrective action requests and a copy of each corrective action request

6.12

The lead auditor puts all audit records into the audit file.

6.13

The records included are the internal audit plan, the auditors checklists and the internal audit report, including the table of corrective action requests

7.0

Related Documents

7.1

QEH-QP-852 Corrective Action

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8.0

Documentation

8.1

F-822-001 Internal Audit Plan

8.2

F-822-002 Internal Audit Report

8.3

F-822-003 Applicable QMS Procedures by Work Area

8.4

F-822-004 Applicable EMS and OH&S Procedures by Work Area

8.5

F-822-005 Audit Checklist

8.6

F-852-001 Corrective action request.

9.0

References

7.4

9.1

Clause 8.2.2 of the ISO 9001:2008 standard

7.5

9.2

Clause 4.5.5 of the ISO 14001:2004 and OHSAS 18001:2007 standards.

10,0

Record of Revisions

Revision Section Month

Year

Summary of change

Changes highlighted in Italics

00

2012

Initial issue

NA

All

July

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QEH-QP-852-00 Corrective Action 1.0

Purpose

1.1

This procedure describes the process for eliminating the cause of nonconformances or incidents or near misses through the use of the Corrective Action system.

2.0

Responsibilities

2.1

It is the responsibility of all employees to initiate a Corrective Action Request when they identify a nonconformance or incident or near miss.

2.2

It is the responsibility of the Department Head, with input from management as appropriate, to investigate and initiate action for each Corrective Action Request issued.

2.3

It is the responsibility of the Department Head to track the Corrective Action Requests and maintain the database according to this procedure.

3.0

Definitions

3.1

Corrective Action: action taken to eliminate the cause of a nonconformance or any incident or any near miss that has occurred, and prevent recurrence of the nonconformance or incident or near miss. (In this case a nonconformance or incident or near miss has already occurred)

3.2

Preventive Action: action taken to eliminate the cause of a potential nonconformance or incident and prevent the nonconformance or incident from occurring. (In this case a nonconformance or incident has not yet occurred and hence Preventive action procedure QEH-QP-853).

3.3

Preventive action can also be defined where a nonconformance or incident or near miss has occurred at one facility or project and action is taken to prevent recurrence of similar nonconformance or incident at another facility

4.0

Equipment/Software

4.1

No additional equipment or software required.

5.0

Instructions

5.1

Corrective Action Requests 5.1.1

Any employee discovering a nonconformance fills out a Corrective/Preventive Action Request (CPAR) on form, F-852-001, and forwards it to the Department Head.

5.1.2

When a complaint is received from a client, the employee receiving the complaint fills out a CPAR, and forwards it to the Department Head.

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All observations/ NCâ&#x20AC;&#x2122;s related to internal audits are documented on a CPAR.

The QMS-EMS-OHS dept assigns a number to each CPAR with a due date. 5.2.1

The CPAR is entered in the Corrective Action Database maintained by the QMS-EMS-OHS Dept.

5.2.2

The CPAR is forwarded to the Department Head who mist determines the root cause of the problem and recommends a corrective action and ensures implementation.

5.2.3

Upon completion of the Corrective Action the CPAR form is completed and returned to the QMS-EMS-OHS department who will updates the database, and schedules follow-up.

5.2.4

Each week the Department Head checks to see what CPARs are due for follow-up, and ensure closure before due date .

5.2.5

After the Department Head closes the corrective action and it is evident that the action was not effective a new CPAR is initiated by the QMS-EMS-OHS Management Representative. The QMS-EMS-OHS dept updates the database accordingly.

5.2.7

The Department Head prepares a summary of the corrective actions to be reviewed at management review according to the procedure QEH-AP-560 for Management Review.

5.3

The processing and follow up of corrective action requests (CAR) are coordinated by the QMS-EMS-OHS Management Representative to ensure the effective resolutions of issues.

5.4

The CPARs are retained as records per QEH-AP-424 Control of records.

6.0

Forms and Records

6.1

F-852-001 Corrective/Preventive Action Request

7.0

Attachments

7.1

None

8.0

Related Documents

8.1

QEH-AP-424 Control of records

8.2

QEH-AP-560 Management review

8.3

QEH-QP-853 Preventive Action Procedure

9.0

References

9.1

Clause 8.5.2 of the ISO 9001 standard

9.2

Clause 4.5.3 of the ISO 14001 and OHSAS 18001 standards

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10.0

Revisions

Revision

00

Section

Month

Year

Summary of change

Changes highlighted in Italics

All

July

2012

Initial issue

NA

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QEH-QP-853-00 Preventive Action 1.0

Purpose

1.1

This procedure describes the process for preventing or eliminating the cause of non conformances or incidents through the use of the Preventive Action system.

2.0

Responsibilities

2.1

It is the responsibility of all employees to initiate a Preventive Action Request when they identify a potential nonconformance or incident.

2.2

It is the responsibility of the Department Head, with input from management as appropriate, to investigate and initiate action for each Preventive Action Request issued.

2.3

It is the responsibility of the Department Head to track the Preventive Action Requests and maintain the database according to this procedure.

3.0

Definitions

3.1

Corrective Action: action taken to eliminate the cause of a nonconformance or any incident or any near miss that has occurred, and prevent recurrence of the nonconformance or incident or near miss. (In this case a nonconformance or incident or near miss has already occurred and hence procedure QEH-QP-852 )

3.2

Preventive Action: action taken to eliminate the cause of a potential nonconformance or incident and prevent the nonconformance or incident from occurring. (In this case a nonconformance or incident has not yet occurred and hence Preventive action procedure QEH-QP-853). 3.3 Preventive action can also be defined where a nonconformance or incident or near miss has occurred at one facility or project and action is taken to prevent recurrence of similar nonconformance or incident at another facility or project

4.0

Equipment/Software

4.1

No additional equipment or software required.

5.0

Instructions

5.1

Preventive Action 5.1.1

Any employee can initiate a Preventive Action Request (PAR), F-852-001 when a condition is observed that could result in a future nonconformance or incident.

5.1.2

The CPAR is written up on the Corrective/Preventive Action Request form, with the Preventive Action box checked.

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5.1.3

The QMS-EMS-OHS dept assigns numbers to the PARs following the same procedure as the CPARs.

5.1.4

The Department Head proposes an action to prevent the nonconformance or incident from occurring by implementing immediate action and measures the results. Results are recorded on the CPAR.

5.1.5

The effectiveness of Preventive Actions is reviewed at Management Review with the procedure QEH-AP-560. Management signs and closes the PAR when they determine that the action taken was effective.

5.2

The processing and follow up of preventive action requests (PAR) are coordinated by the QMS-EMS-OHS Rep to ensure the effective resolutions of issues.

5.3

The CPARs are retained as records per procedure QEH-AP-424, Control of records.

6.0

Forms and Records

6.1

F-852-001 Corrective/Preventive Action Request

7.0

Attachments

7.1

None

8.0

Related Documents

8.1

QEH-AP-424, Control of records

8.2

QEH-AP-560 Management review

8.3

QEH-QP-852 Corrective Action Procedure

9.0

References

9.1

Clause 8.5.3 of the ISO 9001 standard

9.2

Clause 4.5.3 of the ISO 14001 and OHSAS 18001 standards

10.0

Revisions

Revision

00

Section

Month

Year

Summary of change

Changes highlighted in Italics

All

July

2012

Initial issue

NA

Procedures Manual QMS-EMS-OHS Date printed 8/30/12 6:02 PM

Page 46 of 48

<UNCONTROLLED WHEN PRINTED >


PROCEDURES MANUAL QMS-EMS-OHS

Procedures Manual QMS-EMS-OHS Date printed 8/30/12 6:02 PM

Page 47 of 48

<UNCONTROLLED WHEN PRINTED >

Issued: SD Checked:WF Approved: HF


PROCEDURES MANUAL QMS-EMS-OHS

Procedures Manual QMS-EMS-OHS Date printed 8/30/12 6:02 PM

Page 48 of 48

<UNCONTROLLED WHEN PRINTED >

Issued: SD Checked:WF Approved: HF

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