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

INTEGRATED QHSE MANUAL ISO 9001:2008 QUALITY MANAGEMENT SYSTEM *****

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

OHSAS 18001:2007 OCCUPATIONAL HEALTH AND SAFETY MANAGEMENT SYSTEM


QHSE MANUAL

Rev No: 02 Month:Jan Year: 2013

Issued: SD Checked: WF Approved:HF

Table of Contents

INTEGRATED QHSE MANUAL............................................................................................................... 1 Table of Contents .................................................................................................................................... 2 Guidance to the Logos, Keywords, Pre-fixes used in the Manual, Procedures & Work Instructions, Forms & Attachments......................................................................................................................................... 8 Introduction ........................................................................................................................................... 10 Manual Distribution................................................................................................................................ 11 CORPORATE MISSION........................................................................................................................ 12 CORPORATE VISION........................................................................................................................... 13 Structure Of Documentation System ...................................................................................................... 14 Organization Chart for H&P Logistics & Engineering GmbH & Co KG .................................................... 15 Job Descriptions.................................................................................................................................... 16 Managing Director ............................................................................................................................. 16 Management Representative for QMS-EMS-OHS.............................................................................. 17 Project Manager ................................................................................................................................ 19 Administrator ..................................................................................................................................... 21 Operator ............................................................................................................................................ 23 Trainee.............................................................................................................................................. 25 Section 1: Scope ................................................................................................................................... 26 1.1

Scope of the QMS ..................................................................................................................... 26

1.2

Scope of the EMS ...................................................................................................................... 26

1.3

Scope of the OH&S ................................................................................................................... 26

1.4

Scope of the Integrated QMS, EMS and OH&S system .............................................................. 27

Section 2: Normative Reference ............................................................................................................ 28 2.1

Quality Management System References................................................................................... 28

2.2

Environmental Management System References ....................................................................... 28

2.3

Occupational Health and Safety Management System References ............................................ 28

Section 3: Definitions ............................................................................................................................. 29 3.1

Quality Management System Definitions .................................................................................... 29

3.2

Environmental Management System Definitions ......................................................................... 29

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QHSE MANUAL 3.3

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Occupational Health and Safety Management System Definitions .............................................. 30

Section 4: ISO 9001 requirements & common requirements with ISO 14001 and OHSAS 18001 ........... 32 4.1

General Requirements .............................................................................................................. 33

4.2

Documentation Requirements .................................................................................................... 33

4.2.1

General .......................................................................................................................... 33

4.2.2

Quality, Environmental and OH&S manual...................................................................... 34

4.2.3

Control of documents ..................................................................................................... 34

4.2.4

Control of records ........................................................................................................... 34

4.2.5

QMS Section 4 - Related Documents ............................................................................. 35

Section 5: Management Responsibility .................................................................................................. 36 5.1

Management commitment.......................................................................................................... 37

5.2

Customer focus ......................................................................................................................... 37

5.3

Quality Policy ............................................................................................................................. 37

QUALITY POLICY................................................................................................................................. 38 5.4

Planning .................................................................................................................................... 39

5.4.1

Quality objectives ........................................................................................................... 39

5.4.2

Quality management system planning ............................................................................ 39

5.5

Responsibility, authority and communication .............................................................................. 39

5.5.1

Responsibility and authority ............................................................................................ 39

5.5.2

Management representative ........................................................................................... 39

5.5.3

Internal communication .................................................................................................. 40

5.6

Management review................................................................................................................... 40

5.7

QMS Section 5 - Related Documents ......................................................................................... 41

Section 6: Resource Management ......................................................................................................... 42 6.1

Provision of resources ............................................................................................................... 43

6.2

Human resources ...................................................................................................................... 43

6.2.1

General .......................................................................................................................... 43

6.2.2

Competence, awareness and training ............................................................................. 43

6.3

Infrastructure ............................................................................................................................. 43

6.4

Work Environment ..................................................................................................................... 44

6.5

QMS Section 6 - Related Documents ......................................................................................... 44

Section 7: Product Realization

(Except 7.3 Design and Development) .................................. 45

7.1

Planning of Product Realization ................................................................................................. 46

7.2

Customer-related processes ...................................................................................................... 46

7.2.1

Determination of requirements related to the product ...................................................... 46

7.2.2

Review of requirements related to the product ................................................................ 46

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QHSE MANUAL 7.2.3 7.3

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Customer communication ............................................................................................... 47

Design and Development ........................................................................................................... 47

The design and development process is not applicable to the scope of operations carried out by H&P Logistics and Engineering .................................................................................................................. 47 7.3.1

Design and development planning ...................................... Error! Bookmark not defined.

7.3.2

Design and development inputs .......................................... Error! Bookmark not defined.

7.3.3

Design and development outputs........................................ Error! Bookmark not defined.

7.3.4

Design and development review ......................................... Error! Bookmark not defined.

7.3.5

Design and development verification .................................. Error! Bookmark not defined.

7.3.6

Design and development validation .................................... Error! Bookmark not defined.

7.3.7

Control of design and development changes ...................... Error! Bookmark not defined.

7.4

Purchasing ................................................................................................................................ 47

7.4.1

Purchasing process ........................................................................................................ 47

7.4.2

Purchasing information ................................................................................................... 47

7.4.3

Verification of purchased product .................................................................................... 48

7.5

Production and Service Provision............................................................................................... 48

7.5.1

Control of production and service provision..................................................................... 48

7.5.2

Validation of processes for production and service provision ........................................... 48

7.5.3

Identification and traceability........................................................................................... 49

7.5.4

Customer property.......................................................................................................... 49

7.5.5

Preservation of product .................................................................................................. 49

7.6

Control of monitoring and measuring equipment ........................................................................ 49

7.7

QMS Section 7 - Related Documents ......................................................................................... 50

OPERATIVE PROCESS FLOW DIAGRAM ........................................................................................... 50 MANAGEMENT OF PROCESSES ........................................................................................................ 52 Section 8: Measurement, Analysis and Improvement ............................................................................. 53 8.1

General ..................................................................................................................................... 54

8.2

Monitoring and Measurement..................................................................................................... 54

8.2.1

Customer Satisfaction .................................................................................................... 54

8.2.2

Internal Audit .................................................................................................................. 54

8.2.3

Monitoring and measurement of processes..................................................................... 54

8.2.4

Monitoring and measurement of product ......................................................................... 55

8.3

Control of Nonconforming Product ............................................................................................. 55

8.4

Analysis of Data......................................................................................................................... 55

8.5

Improvement.............................................................................................................................. 56

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8.5.1

Continual improvement ................................................................................................... 56

8.5.2

Corrective action ............................................................................................................ 56

8.5.3

Preventive action ............................................................................................................ 56

8.5.4

QMS Section 8 - Related Documents ............................................................................. 56

Section 9: ISO 14001:2004 Requirements & common requirements with

OHSAS 18001 ................. 58

4.0 Environmental Management System Requirements ......................................................................... 59 4.1

General requirements ................................................................................................................ 60

4.2

Environmental Policy ................................................................................................................. 61

4.2.1

EMS & OHS Section 4.2 - Related documents ............................................................... 61

ENVIRONMENTAL POLICY .................................................................................................................. 62 ENVIRONMENTAL OBJECTIVE ........................................................................................................... 62 OH&S POLICY ...................................................................................................................................... 63 OH&S OBJECTIVE ............................................................................................................................... 63 4.3

Planning .................................................................................................................................... 64

4.3.1

Identification of Environmental Aspects........................................................................... 64

4.3.2

Legal and Other Requirements ....................................................................................... 64

4.3.3

Objectives, Targets, and Programs ................................................................................. 64

4.3.4

EMS & OHS Section 4.3 - Related Documents ............................................................... 65

4.4

Implementation and Operation ................................................................................................... 66

4.4.1

Structure and Responsibility ........................................................................................... 66

4.4.2

Competence, Training, and Awareness .......................................................................... 66

4.4.3

Communications............................................................................................................. 67

4.4.4

Documentation ............................................................................................................... 67

4.4.5

Control of Documents ..................................................................................................... 67

4.4.6

Operational Control ........................................................................................................ 68

4.4.7

Emergency Preparedness and Response ....................................................................... 69

4.4.8

EMS & OHS Section 4.4 - Related Documents ............................................................... 69

4.5

Checking ................................................................................................................................... 70

4.5.1

Monitoring and Measurement ......................................................................................... 70

4.5.2

Evaluation of Compliance ............................................................................................... 70

4.5.3

Non-conformances, Corrective and Preventive Action..................................................... 70

4.5.4

Control of Records ......................................................................................................... 71

4.5.5

Internal Audit .................................................................................................................. 71

4.5.6

EMS & OHS Section 4.5 - Related Documents ............................................................... 71

4.6

Management Review ................................................................................................................. 73

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QHSE MANUAL 4.6 4.6.1

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Management Review ............................................................................................................. 73 EMS & OHS Section 4.6 - Related Documents ............................................................... 73

Section 10: OHSAS18001:2007 requirements. ...................................................................................... 74 4.0 Occupational Health and Safety Management System Requirements .............................................. 75 4.1 General requirements ...................................................................................................................... 76 4.1.1 OHS Section 4.1-Related Documents ...................................................................................... 76 4.2 Occupational Health and Safety Policy ............................................................................................ 77 4.2.1 OHS Section 4.2- Related Documents ...................................................................................... 77 4.3 Planning .......................................................................................................................................... 78 4.3.1 Hazard Identification, Risk Assessment and Determining

Controls ................................ 78

4.3.2 Legal and Other Requirements ................................................................................................. 78 4.3.3 Objectives and Programs .......................................................................................................... 78 4.3.5

OHS Section 4.3- Related Documents ............................................................................ 79

4.4 Implementation and Operation ......................................................................................................... 80 4.4.1 Resources, Roles, Responsibility, Accountability and Authority ................................................. 80 4.4.2 Competence, Training, and Awareness ..................................................................................... 80 4.4.3 Communication, Participation and Consultation......................................................................... 80 4.4.4 Documentation ......................................................................................................................... 81 4.4.5 Control of Documents ............................................................................................................... 81 4.4.6 Operational Control ................................................................................................................... 81 4.4.7 Emergency Preparedness and Response ................................................................................. 81 4.4.8

OHS Section 4.4-Related Documents ............................................................................. 82

4.5 Checking ......................................................................................................................................... 83 4.5.1 Performance Measurement and Monitoring ............................................................................... 83 4.5.2 Evaluation of Compliance ......................................................................................................... 83 4.5.3 Incident Investigation, Nonconformity, Corrective and Preventive Action ................................... 83 4.5.4 Control of Records .................................................................................................................... 84 4.5.5 Internal Audit ............................................................................................................................ 84 4.5.6

OHS Section 4.5-Related Documents ............................................................................. 84

4.6 Management Review ....................................................................................................................... 85 4.6 Management Review ................................................................................................................... 85 4.6.1

OHS Section 4.6-Related Documents ............................................................................. 85

INTEGRATED QHSE MANUAL REVISIONS ......................................................................................... 86

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Guidance to the Logos, Keywords, Pre-fixes used in the Manual, Procedures & Work Instructions, Forms & Attachments 1) The Header and Footer in this manual is designed to provide the means to include the company name and logo on documents, identify the document number, identify the document name, indicate the number of pages in a document,indicate the date and time a document is printed, 2) In the footer of this manual, the inclusion of the Blue-Globe, the Green-Recycle and the Yellow-Triangle Icons indicates that the document is relevant to the ISO 9001, the ISO 14001 and the OHSAS 18001 standards respectively.

3) In the footer for the procedures,work instructions, forms and attachments required for the integrated Quality, Environmental and OH&S management system, a single Blue Icon indicates a document that is specific to ISO 9001, a single Green Icon indicates a document that is specific to ISO 14001 and a single Yellow Icon indicates a document that is specific to OHSAS 18001. 4) QEH – Document common to QMS,EMS & OHS 5) 9 - Document specific to QMS 6) 14 - Document specific to EMS 7) 18 - Document specific to OHS 8) EH – Document specific to EMS and OHS 9) P – Procedure 10) WI – Work Instructions 11) AP – Administration / Management procedure 12) MP – Manufacturing, Production, Service, Inventory & Emergency procedure 13) SP – Sales / Customer service procedure 14) EP – Engineering / maintenance procedure 15) QP – Quality Assurance, Quality Control, Audit, Inspection & data control procedure 16) F- Form 17) A- Attachment Examples: 1)

“ EHQP-453” relates to EMS & OHS procedure referring to clause 4.5.3 ( non conformity, corrective and preventive action) of ISO 14001 & OHSAS 18001 regarding compliance.

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2) “14AP-431” relates to ISO 14001, clause 4.3.1 ( hazard identification, risk assessment and controls) which is an administrative / management procedure 3) “9A-710-001” relates to the 1st attachment referring to ISO 9001, clause 7.1 4) “18WI-433-002” relates to the 2nd work instruction referring to OHSAS 18001, clause 4.3.3 4) All revisions are highlighted in “yellow italics” for easy identification. Eg Yellow Italics 5)

All deletions are crossed / strikethrough for identification. Eg Crossed

6)

While going thru the manuals It should be considered that due to the small size of the company, it is sharing following services with the parent company ‘Harren & Partner ShipManagement GmbH & Co KG’ 1) Building / Office space 2) First aid services 3) Fire Fighting equipment 4) IT and servers 5) Company owned cars 6) Payroll 7) Food and Kitchen 8) Reception 9) Telephone and fax 10) Photocopiers and printers 11) Website 12) Employee fitness and health plans 13) Car parking

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Introduction H & P Logistics & Engineering has developed and implemented an integrated Quality, Environmental and Occupational Health and Safety Management System in order to document the company’s best business practices, meet & satisfy the requirements and expectations of its customers, stakeholders and improve the overall management of the company.

Quality Manual The Quality Management System of H & P Logistics & Engineering meets the requirements of international standard ISO 9001:2008. This system addresses the design, development, production, installation, and servicing of the company’s products. The quality manual is divided into eight sections that correlate to the Quality Management System sections of ISO 9001:2008. Each section begins with a policy statement expressing H & P Logistics & Engineering’s obligation to implement the basic requirements of the referenced Quality Management System section. Each policy statement is followed by specific information pertaining to the procedures that describe the methods used to implement the necessary requirements.This manual describes the Quality Management System, delineates authorities, inter relationships and responsibilities of the personnel responsible for performing within the system. The manual also provides procedures or references for all activities comprising the Quality Management System to ensure compliance to the necessary requirements of the standard.This manual is used internally to guide the company’s employees through the various requirements of the ISO standard that must be met and maintained in order to ensure customer satisfaction, continuous improvement and provide the necessary instructions that create an empowered work force. This manual is used externally to introduce our Quality Management System to our customers and other external organizations or individuals. The manual is used to familiarize them with the controls that have been implemented and to assure them that the integrity of the Quality Management System is maintained and focused on customer satisfaction and continual improvement.

Environmental Manual The Environmental Management System of H & P Logistics & Engineering meets the requirements of the international standard ISO 14001:2004 and addresses the environmental issues associated with H & P Logistics & Engineering’s activities, operations, services and products. Additional environmental manual information is provided in a separate section that follows the Quality section of the manual.

Occupational Health and Safety Manual The OH&S Management System of H & P Logistics & Engineering meets the requirements of the international standard OHSAS 18001:2007 and addresses the health and safety issues associated with H & P Logistics & Engineering’s activities, operations, services and products. Additional OH&S system and manual information is provided in a separate section that follows the Environmental section of the manual.

Managing Director: Integrated QHSE Manual

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Manual Distribution The Quality, Environmental and OH&S Manual is distributed to the following in hard copy format: Managing Director, Projects Department, Administration and Quality, Environmental & OH&S Department ,

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CORPORATE MISSION The mission of H & P Logistics & Engineering GmbH & Co KG is to provide innovative and customized logistics and supply chain services with special focus on road, site and ocean transportation. We support the use of natural resources to provide safe and innovative quality service for customers while protecting the environment and creating a positive long-term social, cultural, and economic benefit for the employees, customers, suppliers and stakeholders.

Managing Director:____________ Dated: _________

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CORPORATE VISION The vision of H & P Logistics & Engineering GmbH & Co KG is to become a leader in logistics and supply chain management within its competition, with a commitment to provide cutting edge services which can be illustrated as benchmarks.

Managing Director:____________ Dated: _________

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Structure Of Documentation System

LEVEL 1 INTEGRATED QMS-EMS-OHS MANUAL

LEVEL 2 PROCEDURES MANUAL

LEVEL 3 WORK INSTRUCTIONS

LEVEL 4 FORMS & RECORDS

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Organization Chart for H&P Logistics & Engineering GmbH & Co KG

MANAGING DIRECTOR

ASSISTANT MD

QMS/EMS/OHS MANAGEMENT REPRESENTATIVE

CAPT HEIKO FELDERHOFF WIEBKE FELDERHOFF

CAPT SANJAY DEWAN

QUALITY, ENVIRONMENTAL AND OH&S DEPT

PROJECT MANAGER BASTIAN LENGE

ADMINISTRATION OPERATIONS DEPT

SITE SUPERVISOR

SEBASTIAN KLOTH AS APPOINTED

JANN KETTNER

WIEBKE FELDERHOFF

STUDENT TRAINEE THERESA MASTE

CUSTOMER SERVICE

TRAINING

BASTIAN LENGE

CAPT SANJAY DEWAN

FIRST AIDER DANIEL KUMMEL ROMAN GONCHAROV VASIL SLAVOV

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Job Descriptions Managing Director Job Title: Managing Director Purpose: Leader of the company. Substitute: President of the board Duties and Responsibilities: 

Provides vision, mission, policies and strategy of the company.

Provides sound commercial and professional principles and ensures that defined corporate objectives are pursued.

Scouts and seizes opportunities favorable to the expansion and growth of the company.

Implements the QHSE policy of the company.

Motivating all personnel of the company in observation of the policies.

Presiding over the management reviews.

Providing resources for proper functioning of the company and its QHSE system.

Approving of the company’s audit plan and ensuring that sufficient resources are provided allowing the audits and corrective & preventive actions to be professionally conducted and followed up.

Analyses the performance of the company and sets objectives and targets.

Skills/Qualifications: 

University Graduate / Engineering degree / diploma / Maritime qualification

As decided by the board

Interface: 

All internal and external parties and stakeholders.

Reporting: Reports to the President of the board.

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Management Representative for QMS-EMS-OHS Job Title: Management Representative (MR) for QMS/EMS/OHS Purpose: Fulfilling the requirements of ISO 90001:2000-5.5.2 / ISO 14001:2004-4.4.1 / OHSAS 18001:2007-4.4.Leader of the Quality, Environmental and OH&S dept. Substitute: Managing Director Duties and Responsibilities: 

Coordinating with Certifying Body.

Representing the management during certification and surveillance audits

Ensures that the Quality, Environmental and Occupational Health & Safety management system requirements and processes are established, implemented and maintained according to the specifications of the standards.

Ensures that adequate resources are available to all employees from top management.

Reports the performance of QHSE management to the Managing Director for review and as a basis for continual improvement.

Ensures the promotion of awareness of customer requirements.

Evaluating the Non conformances / Observations / Near Misses / Incident / Alerts reports and communication same to top management.

Investigation and analysis of causes of incidents and reporting them to top management.

Keeping updates on changes in, for the Company relevant, rules, regulations and guidelines and advising Management accordingly.

Planning and monitoring of 2nd and 3rd party audits.

Conducting internal audits as well as assigning Internal Auditors

Planning Management Review meetings, and keeping minutes of those meetings.

Revising the QMS/EMS/OHS manuals and documents .

Measuring & monitoring the process performance.

Advises all departments’ necessary corrective and preventive action.

Plans and conducts training & familiarization workshops for shore staff

Contributes to team effort by accomplishing related results as needed.

Skills/Qualifications: 

University Graduate / Engineering degree / diploma / Maritime qualification

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Lead Auditor for ISO 9001

Lead Auditor for ISO 14001

Lead Auditor for OHSAS 18001

5 years experience in ISO 9001,ISO 14001 and OHSAS 18001

Interface: 

Administration

Projects

Operations

Clients, vendors, suppliers and subcontractors

.Certification body

Auditors

Reporting: Reports to the Managing Director

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Project Manager Job Title: Project Manager Purpose: Leader of the projects department. Controls the entire project process from start to completion. Plans, manages, controls and analyses the entire project performance. ’Point of Contact’ person for all projects, clients, subcontractors and project stakeholders. Substitute: Managing Director Duties and Responsibilities: 

Maintains the project department staff by orienting, and training employees; ensuring that he/she and his/her team members are familiarized and trained in company’s QHSE policies and procedures; developing personal growth opportunities.

Coaching, counseling, and disciplining employees from his/her department; developing, coordinating, and enforcing systems, policies, procedures, and productivity standards.

Establishes strategic goals by gathering pertinent business, financial, service, and operations information; identifying and evaluating trends and options; choosing a course of action; defining objectives; evaluating outcomes.

Maintains quality service by enforcing quality and customer service standards; measuring, analyzing and resolving quality and customer service problems; identifying trends; recommending system improvements.

Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; benchmarking state-of-the-art practices; participating in professional societies.

Responsible for the entire project planning, execution, monitoring and delivery within the contracted time frame.

Communicates and co-ordinates with the clients and/or their agents/representatives to ensure satisfactory product realization.

Controls the non-conforming product and ensures corrective and preventive actions are initiated and completed.

Selects, approves and co-ordinates with all subcontractors, service providers and vendors and ensures that they are familiarized ,briefed and oriented with company’s QHSE policies and procedures, including any client specific requirements.

Calibration and measurement of all equipments/tools as applicable.

Contributes to team effort by accomplishing related results as needed.

Responsible for the QHSE documentation of the company in relations to projects department.

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Skills/Qualifications: 

University Graduate / Engineering degree / diploma

Min 5 years of handling projects with 2 years in maritime projects

Experience in shipping and chartering of vessels

Experience in Supply Chain Management

Sales and marketing experience is desirable

Interface: 

Administration

Operations

Quality, Environmental and OH&S

Clients, vendors, suppliers and subcontractors

Reporting: Reports to the Managing Director

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Administrator Job Title: Administrator / Assistant MD Purpose: Leader of the administration department. Controls the entire administration processes of the company. Maintains and enhances the organization's human resources by planning, implementing, and evaluating employee relations in co-operation with managing Director. Substitute: Operator/ Trainee Duties and Responsibilities: 

Maintains the admin department staff by orienting, and training employees; ensuring that he and her/his team members are familiarized and trained in company’s QHSE policies and procedures; developing personal growth opportunities.

Coaching, counseling, and disciplining employees from her/his department; developing, coordinating, and enforcing systems, policies, procedures, and productivity standards.

Travel planning and management of all employees.

Maintains quality service by enforcing quality and customer service standards; measuring, analyzing and resolving quality and customer service problems; identifying trends; recommending system improvements.

Maintains all accounting and expenses.

Responsible for the entire administration duties of the company.

Controls all QHSE/ISO/OHSAS documentation in co-operation with Quality, Environmental and OH&S dept

Prepares list of acceptable sources, vendors, suppliers and subcontractors – F-740-003 and keeps it updated.

Internal communication and organizing meeting & seminars, including logistical support .

Assists Managing Director as instructed.

Contributes to team effort by accomplishing related results as needed.

Responsible for the QHSE documentation of the company in relations to admin department.

Skills/Qualifications: 

Diploma / Degree in sea transport management and / or port management

Min 2 years experience in administration and communication

Basic knowledge in Logistics and Supply Chain Management

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Interface: 

Projects

Operations

Quality, Environmental and OH&S

Human Resources ( outsourced to parent company)

Travel agents

Vendors and service providers

Reporting: Reports to the Managing Director & Project Manager as applicable

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Operator Job Title: Operator Purpose: Leader of the operations department. Controls the entire operating processes of the company. Substitute: Project Manager Duties and Responsibilities: 

Maintains the operations department staff by orienting, and training employees; ensuring that he and her/his team members are familiarized and trained in company’s QHSE policies and procedures; developing personal growth opportunities.

Coaching, counseling, and disciplining employees from her/his department; developing, coordinating, and enforcing systems, policies, procedures, and productivity standards.

Organizes road transportation and related logistical support

Communicates with suppliers, vendors and service providers.

Manages day to day operations of the company

Meetings and follow-up with clients, suppliers, vendors and service providers to ensure project execution in consultation with project manager.

Responsible for the QHSE documentation of the company in relations to operations department.

Contributes to team effort by accomplishing related results as needed.

Skills/Qualifications: 

Business management or Ship agents qualification

Min 1 year experience in operations dept of a shipping / logistics/ ship management company

Basic knowledge in Logistics and Supply Chain Management

Interface: 

Projects

Admin

Quality, Environmental and OH&S

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QHSE MANUAL ď&#x201A;ˇ

External parties, vendors, suppliers and service providers

Reporting: Reports to the Project Manager

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Trainee Job Title: Trainee / Student Assistant Purpose: Assisting any department as instructed by Adminstration. Substitute: None Duties and Responsibilities: 

Maintains records and documents as instructed

Assisting in creating presentations

Filing of documents/folders/files

Assisting in making travel arrangements of employees and guests

Contributes to team effort by accomplishing related results as needed.

Requests for training .

Skills/Qualifications: 

General qualification for university entrance.

Basic knowledge of shipping business is desirable

Interface: 

Admin

Projects

Operations

Quality, Environmental and OH&S

Reporting: Reports to the Adminstrator

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Section 1: Scope 1.1

Scope of the QMS General To provide worldwide full service logistics and supply chain management in ocean transportation and related activities offering top quality and error free services to its customers The QMS section of the integrated manual outlines the policies, procedures and requirements of the Quality Management System. The system is structured to comply with the conditions set forth in the International Standard ISO 9001:2008. H & P Logistics & Engineering has determined that some of the ISO 9001 requirements in clause 7 are not applicable to the operations at this site and are documented as exclusions.

1.2

ď&#x201A;ˇ

Identify permissible exclusions and document the justification for any exclusion.

ď&#x201A;ˇ

If none, document that there are no exclusions.

Scope of the EMS General To provide worldwide full service logistics and supply chain management in ocean transportation and related activities with highest regard and consideration to environment and the atmosphere in which the operations and services are conducted. The EMS section of the integrated manual outlines the policies, procedures and requirements of the Environmental Management System. The system is structured to comply with the conditions set forth in the International Standard ISO 14001:2004. H & P Logistics & Engineering defines and documents the scope of its Environmental Management System and includes what activities, operations, services and products are included in the EMS.

1.3

Scope of the OH&S General To provide worldwide full service logistics and supply chain management in ocean transportation and related activities with utmost regard and consideration to Occupational health and safety of its human resources. The OH&S section of the integrated manual outlines the policies, procedures and requirements of the Occupational Health and Safety Management System. The system is structured to comply with the conditions set forth in the International Standard OHSAS 18001:2007.

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H & P Logistics & Engineering defines and documents the scope of its OH&S Management System and includes what activities, operations, services and products are included in the EMS.

1.4

Scope of the Integrated QMS, EMS and OH&S system The scope of the integrated quality, environmental and occupational health and safety Management System includes the major product and service categories associated with the functions of providing worldwide full service logistics and supply chain management in ocean transportation and related activities.

.

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Section 2: Normative Reference 2.1

Quality Management System References ISO 9000 is a series of generic standards that are developed by the worldwide federation known as the International Organization for Standardization (ISO). These standards provide business with a structure for managing quality. The following documents were used as reference during the preparation of the Quality Management System: ▪

ISO 9001:2008, Quality Management Systems – Requirements

ISO 9004:2000, Quality Management Systems – Guidelines for performance Improvements

ISO 19011:2002 - Guidelines for quality and/or environmental management systems auditing.

Throughout this manual wherever the term ISO 9001 is mentioned it indicates the standard ISO 9001:2008

2.2

Environmental Management System References ISO 14000 is a series of generic standards that are developed by the worldwide federation known as the International Organization for Standardization (ISO). These standards provide business with a structure for managing environmental impacts. The following documents were used as reference during the preparation of the (EMS) Environmental Management System: 

ISO 14001:2004 - Environmental management systems – Requirements with guidance for use

Throughout this manual wherever the term ISO 14001 is mentioned it indicates the standard ISO 14001:2004

2.3

Occupational Health and Safety Management System References

OHSAS 18000 is a series of generic standards that are developed by the OHSAS Project Group 2008. These standards provide business with a structure for managing Occupational Health and Safety and enable an organization to develop and implement a policy and objectives which take into account legal requirements and information about OH&S risks. The following documents were used as reference during the preparation of the (OH&S) Occupational Health and Safety Management System: 

OHSAS 18001:2007 – Occupational health and safety management systems – Requirements

OHSAS 18002:2008 – Occupational health and safety management systems – Guidelines for the implementation of OHASA 18001:2007

Throughout this manual wherever the term OHSAS 18001 is mentioned it indicates the standard OHSAS 18001:2007 Integrated QHSE Manual

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Section 3: Definitions 3.1

Quality Management System Definitions This section is for definitions unique to H & P Logistics & Engineering. The following definitions apply:

3.2

Customer owned property: Any type of instrumentation, accessories, manuals, or shipping containers, modules, cargoes that belong to a customer.

Customer supplied product: Any type of service or material supplied to be utilized in the manufacture, modification or repair of customer-owned property.

Product: The end item result of meeting all contract terms and conditions. (eg: manufactured goods, merchandise, services etc.)

Quality Records: Documentation of those activities wherein records of said activities must be maintained will be specified in the procedure or work instruction level documents, as applicable

Wherever the term “product’ is used it may also mean “service”

Procedure: Specified way to carry out an activity or a process

QMS/EMS/OHS is the same as Quality, Environmental and OH&S

Environmental Management System Definitions This section is for the definitions unique to H & P Logistics & Engineering. The following definitions apply: 

Auditor: Person with the qualification & competence to conduct an audit

Corrective Action: Action to eliminate the cause of a detected nonconformity or other undesirable situation

Preventive Action: Action to eliminate the cause of a potential non conformity or other undesirable potential situation

Internal Audit: Systematic, independent and documented process for obtaining audit evidence and evaluating it objectively to determine the extent to which the environmental management system audit criteria set by the organization are fulfilled

Nonconformity: Non-fulfillment of a requirement

Preventive Action: Action to eliminate the cause of a potential nonconformity

Procedure: Specified way to carry out an activity or a process

Record: Document stating results achieved or providing evidence of activities performed

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Continual improvement: Recurring process of enhancing the environmental management system in order to achieve improvements in overall environmental performance consistent with the organization's environmental policy

Environment: Surroundings in which H & P Logistics and Engineering operates, including air, water, land, natural resources, flora,fauna, humans, and their interrelation

Environmental aspect: Element of the company activities or products or services that can interact with the environment

Environmental impact: Any change to the environment, whether adverse or beneficial, wholly or partially resulting from the company’s environmental aspects

 QMS/EMS/OHS is the same as Quality, Environmental and OH&S

3.3

Occupational Health and Safety Management System Definitions This section is for the definitions unique to H & P Logistics & Engineering. The following definitions apply: 

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.

Audit: Systematic, independent and documented process for obtaining audit evidence and evaluating it objectively to determine the extent to which the Occupational Health and Safety management system audit criteria set by the organization are fulfilled

Ill health: Identifiable, adverse physical or mental condition arising from and/or made worse by a work activity and/or work-related situation

OH&S objective: OH&S goal, in terms of OH&S performance that an organization sets itself to achieve.

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).

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

Ill health: Identifiable, adverse physical or mental condition arising from and/or made worse by a work activity and/or a work related situation

Incident: Work related event in which an injury or ill helath or fatality occurred or could have occurred.

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Non conformity: Non fulfillment of a requirement

Near miss: An unplanned event that did not result in injury, illness, or damage – but had the potential to do so

QMS/EMS/OHS is the same as Quality, Environmental and OH&S

.

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This section of Integrated QMS-EMS-OHS Manual incorporates the requirements that are specific to the ISO 9001:2008 and the common requirements that are common with the ISO 14001:2004 and OHSAS 18001:2007.The sections and subsections are numbered as per clauses of the standard

Section 4: ISO 9001 requirements & common requirements with ISO 14001 and OHSAS 18001

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General Requirements

H & P Logistics & Engineering has established, documented and implemented a Quality Management System (QMS) in accordance with the requirements of ISO 9001:2008. The system is maintained and continually improved through the use of the quality policy, quality objectives, audit results, analysis of data, corrective and preventive action and management review. To design and implement the QMS H & P Logistics & Engineering has: 

Identified the processes needed for the QMS and their application throughout the organization and documented them on the Process Flow Diagram.

Determined the sequence and interaction of these processes, and illustrated them on the Process Flow Diagram, shown in section 7 of the QMS

Determined criteria and methods needed to ensure that the operation and control of the processes are effective and documented them in quality plans, work instructions and the Measuring, Monitoring and Analysis Table

Ensured the continuing availability of resources and information necessary to achieve planned results and continual improvement of these processes

Established systems to monitor, measure and analyze these processes,

Established processes to identify and implement actions necessary to achieve planned results and continual improvement of these processes

H & P Logistics & Engineering manages these processed in accordance with the requirements of ISO 9001:2008. Where H & P Logistics & Engineering chooses to outsource any process that affects product conformity, H & P Logistics & Engineering ensures control over such processes. Control of such processes is identified with the QMS.

4.2

Documentation Requirements

4.2.1 General The QMS documentation includes: 

A documented Quality Policy and Quality Objectives

This integrated Quality, Environmental and OH&S Manual

Documented Procedures

Documents identified as needed for the effective planning, operation and control of our processes, and

Quality Records

The EMS documentation includes: 

A documented Environmental Policy and Objectives

This integrated Quality, Environmental and OH&S Manual

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Documented Procedures

Documents identified as needed for the effective planning, operation and control of our processes, and

Environmental Records

The OH&S documentation includes: 

A documented OH&S Policy and Objectives

This integrated Quality, Environmental and OH&S Manual

Documented Procedures

Documents identified as needed for the effective planning, operation and control of our processes, and

OH&S Records

4.2.2 Quality, Environmental and OH&S manual This Manual has been prepared to describe H & P Logistics & Engineering’s integrated Quality, Environmental and OH&S management system. Each section of the manual references documented procedures and instructions relating to the requirements outlined in that section.

4.2.3 Control of documents All of the QMS, EMS and OH&S documents are controlled according to the procedure, QEH-AP-423 for document control. The procedure defines the process for: 

Approving documents for adequacy prior to issue

Reviewing and updating as necessary and re-approving documents

Ensuring that changes and current revision status of documents are identified

Ensuring that relevant versions of applicable documents are available at points of use

Ensuring that documents remain legible and readily identifiable

Ensuring that documents of external origin are identified and their distribution controlled, and

Preventing the unintended use of obsolete documents and to apply suitable identification to them if they are retained for any purpose.

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

4.2.4 Control of records Quality, environmental and OH&S records are maintained to provide evidence of conformity to requirements and of the effective operation of the integrated system. The records are maintained according to the procedure QEH-AP-424 for Control of Records. Integrated QHSE Manual

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This procedure requires that quality, environmental and health and safety records remain legible, readily identifiable and retrievable. The procedure defines the controls needed for identification, storage, protection, retrieval, retention time and disposition of quality records.

4.2.5 QMS Section 4 - Related Documents QEH-AP-423, Document Control, QEH-WI-423-001, Documentation, QEH-AP-424, Control of Records

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ISO 9001:2008 Section 5: Management Responsibility

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Management commitment Top management has been actively involved in implementing the integrated quality, environmental and OH&S management system. It has provided the vision and strategic direction for the growth of both the quality and the environmental system, and established the quality policy, the environmental policy, and the OH&S policy along with the objectives for each. To continue to provide leadership and show commitment to the improvement of the system, management will do the following.

5.2

Communicate the importance of meeting or exceeding customer, statutory, and regulatory requirements.

Establish quality, environmental and OH&S objectives

Continually improve, realign, review the objectives to ensure sustainability

Establish the quality policy, environmental policy and OH&S policy.

Conduct quarterly management reviews.

Ensure the availability of resources.

Customer focus H & P Logistics & Engineering strives to identify current and future customer needs, to meet customer requirements and exceed customer expectations. Top management ensures that customer requirements are understood and met, by requiring compliance with documented customer communication procedures. Customer requirements are determined, converted into internal requirements, and communicated to the appropriate people in our organization. The procedure, 9SP-720 for customer related processes is established and is further detailed in the quality section of the manual (section 7.2).

5.3

Quality Policy Top management ensures that the quality policy is communicated to all employees. It is included in new employee orientation training and training on the QMS. It is posted in prominent places throughout the facility to maintain high standards within our organization. The procedure 9AP-530 is established and maintained to provide guidelines for formulating and approving the quality policy. Management reviews the policy at each management review meeting to determine the policy’s continuing suitability for our organization. The Quality Policy is documented on attachment A-530-001. The procedures, 14AP-420 and 18AP-420 covering the Environmental Policy and the OH&S Policy are established and further detailed in the Environmental and OH&S sections of the manual (sections 4.2).

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QUALITY POLICY

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.

Managing Director:

Date: ____________

The Managing Director of H & P Logistics & Engineering has formulated the quality policy. The policy is explained and discussed at the general orientation training given to all new employees and has been reviewed with all current employees. All employees are expected to know what the quality policy means to them as it affects their job or position within the company. The policy is posted in prominent locations throughout the facility.

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Attachment A-530-001

5.4

Planning

5.4.1 Quality objectives Quality objectives are established to support our organization’s efforts in achieving our quality policy and reviewed annually for suitability. Objectives have been established for the following: 

Every department

Every team

Every team leader or Department Head

Quality objectives are measurable, and reviewed against performance goals at each management review meeting. They have been documented in the management responsibility procedure.

5.4.2 Quality management system planning The quality system has been planned and implemented to meet our quality objectives and the requirements of 4.1 of the ISO 9001 standard. Quality planning takes place as changes that affect the quality system are planned and implemented. The procedure, 9MP-710 for the planning of product realization is established and is further detailed in the quality section of the manual (section 7.1).

5.5

Responsibility, authority and communication

5.5.1 Responsibility and authority An organizational chart, shown in the attachment A-550-001 has been established to show the interrelation of personnel in the organization. Job descriptions define the responsibilities and authorities of each of the positions on the organizational chart. Job descriptions and the organizational chart are reviewed and approved by top management for adequacy. These documents are available throughout the organization to help employees understand responsibilities and authorities for the integrated quality, environmental and OH&S management system. The procedure QEH-AP-500 is used to establish and maintain the method necessary to ensure the availability of resources and to assign roles, responsibilities and authorities of the personnel associated with the integrated management OH&S system. The organization chart included in the manual becomes an effective tool to demonstrate the responsibility and authority structure within the company.

5.5.2 Management representative The Quality, Environmental and OH&S management representative has been appointed by top management as Management Representative (MR). The MR holds the Lead

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Assessor qualification for ISO 9001, ISO 14001 and OHSAS 18001.The management representative has the responsibility and authority to: 

Ensure that the quality, environmental and OH&S requirements described in the policies manual and the International Standard are established, implemented and maintained,

Coordinate the maintenance of records to document and report on the performance of the integrated system to the executive management for review and make recommendations for improvement of the system,

Liaise with external agencies on matters relating to the integrated QMS, the EMS and the OH&S system,

Establish and maintain the regulatory tracking register,

Coordinate the internal audits in consultation with the Managing Director,

Ensure that employees are familiar with and have access to manuals, procedures, work instructions and records that relate to quality, environmental and OH&S issues,

Maintain records and control documents used to ensure compliance.

5.5.3 Internal communication Processes are established for communication within the organization. Methods of communicating the effectiveness of the system include department and management meetings, management review, circulation of minutes of management review meetings, Internal Audit closing meetings, and other routine business communication.

5.6

Management review H & P Logistics & Engineering establishes, implements, documents and maintains a system for the review of the integrated quality, environmental and OH&S management system. Top management reviews the system on a quarterly schedule at management review meetings. This review assesses the continuing suitability, adequacy and effectiveness of the system by identifying opportunities for improvement and needed changes. Records are maintained for each management review meeting. The procedure QEH-AP-560 provides for a system of assigning responsibilities for scheduling, conducting and recording management reviews. At planned intervals, the top management reviews the integrated management system to ensure that it is operating and functioning as planned, and is suitable, adequate, and effective. The inputs for management reviews include results of internal audits, external communications, environmental performance, OH&S performance, status of objectives and targets, status of corrective and preventive actions, follow up on actions from prior management reviews, changing conditions or situations, and recommendations for improvement. Separate quality, environmental and OH&S agendas are prepared to cover specific inputs. Results and decisions become the outputs of management review and include meeting agendas, attendance records, minutes with summary of the discussions, and documented agreed upon action items.

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Responsibilities for required actions are assigned to members of the management review team. Any decisions made during the meeting, assigned actions, and their due dates are recorded in the minutes of management review.

5.7

QMS Section 5 - Related Documents 14AP-420, Environmental Policy 18AP-420, OH&S Policy QEH-AP-500, Management Responsibility 9AP-530, Quality Policy QEH-AP-560, Management Review

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ISO 9001:2008 Section 6: Resource Management

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Provision of resources H & P Logistics & Engineering has implemented an Integrated Quality, Environmental and OH&S Management System that complies with the ISO 9001:2008, the ISO 14001:2004 and the OHSAS 18001:2007 standards. This implementation was achieved with management commitment and with sufficient resources for the implementation. To effectively maintain and continually improve the system, management determines and provides necessary resources.

6.2

Human resources

6.2.1 General To ensure competence of our personnel, job descriptions have been prepared identifying the qualifications required for each position that affects product quality, environmental aspects and health and safety risks at H & P Logistics & Engineering. Qualifications include requirements for education, skills and experience. Appropriate qualifications, along with required training, provide the competence required for each position.

6.2.2 Competence, awareness and training Qualifications are reviewed upon hire, when an employee changes positions or the requirements for a position change. Human resources maintain records of employee qualifications. If any differences between the employeeâ&#x20AC;&#x2122;s qualifications and the requirements for the job are found, training or other action is taken to provide the employee with the necessary competence for the job. The results are then evaluated to determine if they were effective. All employees are trained on the relevance and importance of their activities and how they contribute to the achievement of the objectives set out by the integrated quality, environmental and OH&S system. The procedure QEH-AP-622 is used to identify and provide the training needs for personnel involved in activities that affect the integrated Management System. The procedure ensures that such persons are aware of the need to conform to all procedures and requirements and know what they specifically need to do. The instruction QEH-WI-622-001 is established as an awareness and training tool and outlines the response to emergency incidents that relate to the well-being of personnel in the office and administrative areas of the company.

6.3

Infrastructure To meet quality, environmental and OH&S objectives, along with product and customer requirements H & P Logistics & Engineering has determined the infrastructure needed. The procedure QEH-EP-630 for infrastructure describes the process for determining, providing and maintaining the infrastructure needed to achieve conformity to product and environmental requirements. The infrastructure has been provided, and includes

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buildings, workspace, utilities, process equipment and supporting services. As new infrastructure requirements arise, they will be documented in implementation plans. Existing infrastructure is maintained to ensure product conformity. Maintenance requirements are documented in:

6.4

Preventive maintenance plans

Planned Maintenance System (PMS) operated by approved suppliers

Building maintenance plans

Work Environment A work environment suitable for achieving product conformance and improving both the environmental and OH&S performance is provided and maintained. Requirements are determined during quality planning, environmental assessments and health and safety risk management. The work environment requirements are documented and managed for continuing suitability. Data from the system is evaluated to determine if the work environment is sufficient for achieving product and environmental conformance, or if preventive or corrective action related to the work environment is required.

6.5

QMS Section 6 - Related Documents QEH-AP-622, Competence, Awareness and Training QEH-WI-622-001, Emergency awareness instructions, QEH-EP-630, Infrastructure

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ISO 9001:2008 Section 7: Product Realization (Except 7.3 Design and Development)

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Planning of Product Realization At H & P Logistics & Engineering, quality planning is required before new products or processes are implemented. The quality planning may take place as a design project, or according to the Planning of Product Realization procedure. The procedure 9MP-710 for Planning of Product Realization Processes is established, implemented and maintained to provide the system where during the planning activities, management or assigned-delegated personnel identify: 

The quality objectives and requirements for the product,

Processes, documentation and resources required

Verification, validation, monitoring, inspection and test requirements, and

Criteria for product acceptance

The output of quality planning includes documented quality plans, processes, procedures and design outputs. The Process Flow Diagram, A-710-001 included at the end of section 7 provides a description of the interaction between the processes of the system.

7.2

Customer-related processes

7.2.1 Determination of requirements related to the product H & P Logistics & Engineering determines customer requirements before acceptance of an order. Customer requirements include those: 

Requested by the customer

Required for delivery and post-delivery activities

Not stated by the customer but necessary for specified use or known and intended use

Statutory and regulatory requirements applicable to the product

Additional requirements determined by H & P Logistics & Engineering

The procedure 9SP-720 for Customer Related Processes is established, implemented and maintained to ensure that Customer requirements are determined.

7.2.2 Review of requirements related to the product H & P Logistics & Engineering has a process in place for the review of requirements related to the product and is included in the procedure 9SP-720 (above). The review is conducted before the order is accepted. The process ensures that: 

Product requirements are defined

Contract or order requirements differing from those previously expressed are resolved

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H & P Logistics & Engineering has the ability to meet the defined requirements

Records are maintained showing the results of the review and any actions arising from the review

Where a customer does not provide a documented statement of requirement, the customer requirements are confirmed before acceptance

When product requirements are changed, H & P Logistics & Engineering communicates changes to relevant personnel and amends relevant documents

7.2.3 Customer communication With the above procedure 9SP-720, H & P Logistics & Engineering has implemented an effective method for communicating with customers in relation to:

7.3

Product or Service Information

Enquiries, contracts and order handling, including amendments

Customer Feedback, including customer complaints

Design and Development

The design and development process is not applicable to the scope of operations carried out by H&P Logistics and Engineering

7.4

Purchasing

7.4.1 Purchasing process A documented procedure QEH-AP-740 is followed to ensure that purchased materials, products and outsourced services required for the integrated quality, environmental and OH&S system conforms to the specified purchase requirements. The procedure outlines the extent of control required for suppliers. Suppliers and providers are evaluated and selected based on their ability to supply product in accordance with requirements as outlined in the procedure. Criteria for selection, evaluation and re-evaluation are documented in the procedure. Records of the evaluation and any necessary actions are maintained as quality records.

7.4.2 Purchasing information Purchasing information describes the product to be purchased, including where appropriate: 

Requirements for approval of product, processes and equipment

Requirements for qualification of personnel

Quality management system requirements

The purchasing documents are reviewed to ensure the adequacy of requirements before orders are placed with the supplier. Integrated QHSE Manual

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7.4.3 Verification of purchased product The Purchasing procedure (QEH-AP-740) describes the process used to verify that purchased product meets specified purchase requirements. If H & P Logistics & Engineering or the customer will perform verification at the supplier’s premises, the verification arrangements and method of product release are documented in the purchasing information.

7.5

Production and Service Provision

7.5.1 Control of production and service provision H & P Logistics & Engineering plans and carries out production and service provision under controlled conditions according to documented procedure 9MP-750. Controlled conditions include, as applicable: 

The availability of information that describes the characteristics of the product

The availability of work instructions

The use of suitable equipment

The availability and use of monitoring and measuring devices

The implementation of monitoring and measurement

The implementation of release, delivery and post-delivery activities

7.5.2 Validation of processes for production and service provision H & P Logistics & Engineering validates any processes for production and service provision where the resulting output cannot be verified by subsequent monitoring or measurement. This includes any processes where deficiencies become apparent only after the product is in use or the service has been delivered. Validation demonstrates the ability of these processes to achieve planned results. H & P Logistics & Engineering has documented the process for validation including: 

Defined criteria for review and approval of the processes

Approval of equipment and qualification of personnel

Use of specific methods and procedures

Requirements for records

Revalidation

H & P Logistics & Engineering may make use of special processes (securing, sea fastening and, lifting) that require validations. The work instruction QEH-WI-752-001 for Special process validation outlines the operational control and special process validation. (Operational control refers to clause 4.4.6 in the EMS and OH&S manual sections).

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7.5.3 Identification and traceability H & P Logistics & Engineering identifies the product throughout product realization according to the Identification and Traceability procedure 9MP-753. Product is identified with respect to monitoring and measurement requirements. H & P Logistics & Engineering controls and records the unique identification of the product when traceability is a specified requirement

7.5.4 Customer property H & P Logistics & Engineering exercises care with customer property while it is under its control or being used. A procedure 9MP-754 outlines the Identification, verification, protection and safeguarding of customer property provided for use. If any customer property is lost, damaged or otherwise found to be unsuitable for use, it is reported to the customer and records maintained.

7.5.5 Preservation of product H & P Logistics & Engineering preserves the conformity of product during internal processing and delivery to the intended destination per procedure 9MP-755. This preservation includes identification, handling, packaging, storage and protection. Preservation also applies to the constituent parts of a product.

7.6

Control of monitoring and measuring equipment H & P Logistics & Engineering does not possess or use any test and measuring equipment and therefore this section is not applicable H & P Logistics & Engineering has determined the monitoring and measurement to be undertaken and the monitoring and measuring equipment needed to provide evidence of conformity of product to specified requirements. The documented procedure QEH-MP760 outlines the process used to ensure that monitoring and measurement required for the integrated quality, environmental and OH&S system are carried out in a manner that is consistent with the monitoring and measurement requirements. Where necessary to ensure valid results, measuring equipment is: 

Calibrated or verified at specified intervals, or prior to use, against measurement standards traceable to international or national measurement standards

Adjusted or re-adjusted as necessary;

Identified to enable the calibration status to be determined;

Safeguarded from adjustments that would invalidate the measurement result;

Protected from damage and deterioration during handling, maintenance and storage.

In addition, Project Manager assesses and records the validity of the previous measuring results when the equipment is found not to conform to requirements. H & P Logistics & Engineering takes appropriate action on the equipment and any product affected. Records of the results of calibration and verification are maintained

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When used in the monitoring and measurement of specified requirements, the ability of computer software to satisfy the intended application is confirmed. This shall be undertaken prior to initial use and reconfirmed as necessary.

7.7

QMS Section 7 - Related Documents 9MP-710

Planning of Product Realization Processes

9SP-720

Customer Related Processes

QEH-AP-740 Purchasing 9MP-750

Control of Production and Service Provision

9MP-753

Identification and Traceability

9MP-754

Customer Property

9MP-755

Preservation of Product

QEH-MP-760 Control of Monitoring and Measuring Equipment QEH-WI-752-001

Special process validation

A-710-001

Process flow diagram, attachment

OPERATIVE PROCESS FLOW DIAGRAM

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MANAGEMENT OF PROCESSES

TENDERING

JOB ORDER

QUALITY PLANNIN AND LEGAL & OTHER COMPLIANCE

WAREHOUSE MANAGEMENT

QHSE COMPLIANCE

ENGINEERING CALCULATIONS

VENDOR MANAGEMENT

TRANSPORT MANAGEMENT

MONITORING

DELIVERY

BILLING / P&L

CHANGE MANAGEMENT

MANAGEMENT REVIEW

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CONTRACT MANAGEMENT

CUSTOMER FEEDBACK


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ISO 9001:2008 Section 8: Measurement, Analysis and Improvement

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General H & P Logistics & Engineering plans and implements the monitoring, measurement, analysis and improvement processes as needed: 

To demonstrate conformity of the product,

To ensure conformity of the quality management system, and

To continually improve the effectiveness of the quality management system.

These processes are identified in documented procedures and include determination of applicable methods, including statistical techniques, and the extent of their use.

8.2

Monitoring and Measurement

8.2.1 Customer Satisfaction As one of the measurements of the performance of the quality management system, H & P Logistics & Engineering monitors information relating to customer perception as to whether the organization has fulfilled customer requirements. The method for obtaining and using this information is identified in the procedure 9AP-821 for QMS-Monitoring, Measuring and Analysis of Customer Satisfaction and is supported by the procedures 9SP-720 for Customer Related Processes and QEH-AP500 for Management Responsibility.

8.2.2 Internal Audit H & P Logistics & Engineering conducts internal audits at planned intervals to determine whether the quality management system: 

Conforms to the planned arrangements (see 7.1), to the requirements of the International Standards and to the integrated quality, environmental and OH&S management system requirements established by the organization,

Is effectively implemented and maintained.

An audit program has been designed and implemented and identifies an audit schedule based on the importance of the areas to be audited, as well as the results of previous audits. The audit criteria, scope, frequency, methods, responsibilities and requirements for planning and conducting audits, and for reporting and maintaining results, are defined and documented in the Internal Audit procedure QEH-QP-822. The management responsible for the area being audited is responsible for ensuring that any necessary corrections and corrective actions are taken without undue delay to eliminate detected nonconformities and their causes. Follow-up activities include the verification of the actions taken and the reporting of verification results.

8.2.3 Monitoring and measurement of processes H & P Logistics & Engineering applies suitable methods for monitoring and, where applicable, measurement of the quality management system processes. These methods demonstrate the ability of the processes to achieve planned results. When planned Integrated QHSE Manual

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results are not achieved, correction and corrective action is taken, as appropriate, to ensure conformity of the product. The process for identifying and carrying out the required monitoring and measuring of processes is documented in the procedure 9MP-824 for Monitoring, Measuring and Analysis of Product Realization Processes and supported with the procedure QEH-AP500 for Management Responsibility.

8.2.4 Monitoring and measurement of product This section is not applicable as the company does not have any test or measuring devices H & P Logistics & Engineering monitors and measures the characteristics of the product to verify that product or service requirements are fulfilled. This is carried out at appropriate stages of the product realization process identified in the procedure 9MP824 for QMS-Monitoring, Measuring and Analysis of Product Realization Processes. In cases where we receive materials and components that are used in the final products for customers, we shall ensure that they are safe, healthy and environmentally friendly and also comply with the quality requirements, the instruction QEH-WI-824-001 outlines the system for performing and recording the incoming inspection activities (as applicable and appropriate). Other monitoring and measurement processes may apply where operational control instructions can include in-process inspection and final inspection activities. Evidence of conformity with the acceptance criteria is maintained. Records indicate the person authorizing release of product. Product release and service delivery does not proceed until all the planned arrangements have been satisfactorily completed, unless otherwise approved by a relevant authority, and where applicable by the customer.

8.3

Control of Nonconforming Product H & P Logistics & Engineering ensures that product which does not conform to product requirements is identified and controlled to prevent its unintended use or delivery. The controls and related responsibilities and authorities for dealing with nonconforming product are defined in the procedure 9QP-830 for Control of Nonconforming Product.

8.4

Analysis of Data H & P Logistics & Engineering determines, collects and analyses appropriate data to demonstrate the suitability and effectiveness of the quality management system and to evaluate where continual improvement of the quality management system can be made. The process for determining, collecting and analyzing this data is defined in the Management Responsibility procedure QEH-AP-500. Appropriate data includes data generated as a result of monitoring and measurement and from other relevant sources. The analysis of data provides information relating to: ď&#x201A;§

Customer satisfaction

ď&#x201A;§

Conformance to product requirements

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Characteristics and trends of processes and products including opportunities for preventive action

Suppliers

Improvement

8.5.1 Continual improvement H & P Logistics & Engineering continually improves the effectiveness of the integrated quality, environmental and OH&S management system through the use of the quality, environmental and OH&S policies, relevant objectives, audit results, analysis of data, corrective and preventive actions and management review.

8.5.2 Corrective action H & P Logistics & Engineering takes action to eliminate the cause of nonconformities in order to prevent recurrence. Corrective actions are appropriate to the effects of the nonconformities encountered. A documented procedure QEH-QP-852 defines requirements for 

Reviewing nonconformities (including customer complaints),

Determining the causes of nonconformities,

Evaluating the need for action to ensure that nonconformities do not recur,

Determining and implementing action needed,

Records of the results of action taken, and

Reviewing corrective action taken.

8.5.3 Preventive action H & P Logistics & Engineering determines action to eliminate the causes of potential nonconformities in order to prevent their occurrence. Preventive actions are appropriate to the effects of the potential problems. A documented procedure QEH-QP-853 defines requirements for: 

Determining potential nonconformities and their causes

Evaluating the need for action to prevent occurrence of nonconformities

Determining and implementing action needed

Records of results of action taken

Reviewing preventive action taken

8.5.4 QMS Section 8 - Related Documents QEH-AP-500, Management Responsibility 9SP-720, Customer Related Processes 9AP-821, Monitoring, Measuring and Analysis of Customer Satisfaction Integrated QHSE Manual

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QEH-QP-822, Internal Audits 9MP-824, Monitoring and Measuring of Product and Realization Processes QEH-WI-824-001, Incoming inspection 9QP-830, Control of Nonconforming Product QEH-QP-852, Corrective Action QEH-QP-853, Preventive Action

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This section of Integrated QMS-EMS-OHS Manual incorporates the requirements that are specific to ISO 14001:2004 and the common requirements with OHSAS 18001:2007.The subsections are numbered as per clauses of the standards

Section 9: ISO 14001:2004 Requirements & common requirements with OHSAS 18001

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4.0 Environmental Management System Requirements ISO 14001:2004 is an international standard that describes the requirements for an environmental management system (EMS) and the whole of the requirements are outlined in section 4 of the standard. The sections that follow in the manual are identified to coincide with the ISO 14001:2004 numbering system and provide a clause-by-clause summary of how the requirements of the standard are fulfilled. 4.1

General Requirements

4.2

Environmental Policy

4.3.1

Environmental Aspects

4.3.2

Legal and Other Requirements

4.3.3

Objectives, Targets, and Programs

4.4.1

Structure and Responsibility

4.4.2

Competence, Training, and Awareness

4.4.3

Communications

4.4.4

EMS Documentation

4.4.5

Control of Documents

4.4.6

Operational Control

4.4.7

Emergency Preparedness and Response

4.5.1

Monitoring and Measurement

4.5.2

Evaluation of Compliance

4.5.3

Non-conformances, Corrective & Preventive Action

4.5.4

Control of Records

4.5.5

Internal Audit

4.6

Management Review

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General requirements

H & P Logistics & Engineeringâ&#x20AC;&#x2122;s executive management is responsible to establish, implement and maintain the environmental management system and to define and document the policy and objectives for and commitment to the environment as described in the EMS section of the Manual. The Process Approach for the environmental management system integrates the business components of the EMS, evaluates and documents how the requirements of ISO 14001:2004 are fulfilled and incorporates a Plan-Do-Check-Act continual improvement philosophy. The Process Flow Diagram, attachment A-710-001 is included as a reference at the end of section 4 to reflect the interaction between the processes of the management system. The Organization Chart, attachment A-550-001 is included in the manual and outlines the function required for the EMS and identifies the departmental structure and the interrelated activities, which transform inputs into outputs.

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Environmental Policy

The environmental policy and the environmental objective are defined within the scope of the EMS. The Managing Director is responsible to ensure that the Environmental Policy provides the framework for managing the needs of any interested party and stakeholder. The Environmental Policy and Objectives are communicated to all persons working for or on behalf of the company. The EMS procedure 14AP-420 is established and maintained to provide guidelines for formulating and approving the environmental policy. The Managing Director of H & P Logistics & Engineering has formulated the environmental policy. The policy is explained and discussed at the general orientation training given to all new employees and has been reviewed with all current employees. All employees are expected to know what the environmental policy means to them as it affects their job or position within the company. The Environmental Policy, attachment A-420-001 is included in the next page of this manual and is posted in prominent locations throughout the facility. The OHS procedure, 18AP-420 covering the Occupational Health and Safety Policy is established and is further detailed in the OH&S section of the manual (section 4.2). The OH&S policy, A-420-002 is included in the page that follows the Environmental policy.

4.2.1

EMS & OHS Section 4.2 - Related documents

14AP-420, Procedure for Environmental policy 18AP-420, Procedure for OH&S policy A-420-001, Attachment â&#x20AC;&#x201C; Environmental policy A-420-002, Attachment â&#x20AC;&#x201C; OH&S policy

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ENVIRONMENTAL POLICY ENVIRONMENTAL POLICY 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. ENVIRONMENTAL OBJECTIVE By continually improving the Environmental Management System, H & P Logistics & Engineering is committed to satisfying any interested party with excellence in environmental performance that comply consistently with current legislation and regulations, at the best possible cost and delivered on a timely basis. We believe that “IT IS EVERYONE’S JOB TO PROTECT THE ENVIRONMENT”

Managing Director:

__

Date: ___________

The Managing Director of H & P Logistics & Engineering has formulated the environmental policy. The policy is explained and discussed at the general orientation training given to all new employees and has been reviewed with all current employees. All employees are expected to know what the environmental policy means to them as it affects their job or position within the company. The policy is posted in prominent locations throughout the facility.

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OCCUPATIONAL HEALTH & SAFETY POLICY OH&S POLICY 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. OH&S OBJECTIVE By continually improving the Occupational Health and Safety Management System, H & P Logistics & Engineering is committed to satisfying all stakeholders with excellence in health and safety performance that complies consistently with current legislation and regulations, at the best possible cost and delivered on a timely basis. We are committed to â&#x20AC;&#x153;A SAFE & HEALTHY WORKPLACEâ&#x20AC;? Managing Director:

Date: ____________

The Managing Director of H & P Logistics & Engineering has formulated the OH&S policy. The policy is explained and discussed at the general orientation training given to all new employees and has been reviewed with all current employees. All employees are expected to know what the OH&S policy means to them as it affects their job or position within the company. The policy is posted in prominent locations throughout the facility.

Attachment 18A-420-001 Integrated QHSE Manual

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Planning

4.3.1 Identification of Environmental Aspects H & P Logistics & Engineering establishes, implements, documents and maintains a system to identify environmental aspects and related impacts that the company can control or have influence over, and determine those which are significant to the company. A consistent risk analysis process is used to determine the significance of the impacts. The EMS procedure 14AP-431 is used to assist the company identify how its 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.

4.3.2 Legal and Other Requirements H & P Logistics & Engineering establishes, implements, documents and maintains a system to explain how the information regarding its legal and other requirements is obtained, and how it makes that information known to relevant functions within the company and incorporated into the integrated EMS and OH&S system. The EMS-OHS procedure EHAP-432 is used to identify the legal and other requirements, and to determine if these requirements have significant environmental and health and safety impacts. It follows that high significance impacts and high risk items identified (with the above 4.3.1 and 4.3.2) become candidates for environmental and OH&S programs (4.3.3 below) and OH&S and environmental programs are candidates for operational controls (4.4.6 below).

4.3.3 Objectives, Targets, and Programs H & P Logistics & Engineering establishes, implements, documents and maintains a system to ensure that the objectives and targets are incorporated into the integrated EMS and OH&S system. The objectives and targets are consistent with the management system policies, which includes the commitments to compliance with legal and other requirements, continual improvement, prevention of pollution, and prevention of injuries and ill health. The EMS-OHS procedure EHAP-433 is used to describe the process of setting the objectives and targets to achieve the commitments in H & P Logistics & Engineering Environmental and OH&S policies. In addition, consideration is given to significant environmental aspects, OH&S risks, legal and other requirements, views of interested parties, technological, financial, and business issues when deciding what is to be accomplished as an objective. The objectives and targets exist at relevant functions and levels of the company, and where practical are measurable.

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The EMS procedure 14MP-434 describes 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. Environmental programs that result focus on the three basic pollution prevention needs associated with: “The Water we drink, the Air we breathe, and the Earth we inhabit” The implementation of environmental programs is effected with the use of typical action plans and instructions where the responsible personnel, benchmarks, milestones and dates, and measurements of success are identified for: 

14WI-434-001 water reuse,

14WI-434-002 air emissions and

14WI-434-003 land improvement.

The OHS procedure, 18AP-434 covering the OH&S programs is established and is further detailed in the OH&S section of the manual (section 4.3.3).

4.3.4 EMS & OHS Section 4.3 - Related Documents 14AP-431, Environmental aspects, EHAP-432, Legal and other requirements, EHAP-433, Objectives and targets, 14MP-434, Environmental programs, 18MP-434, OH&S programs, 14WI-434-001 Water conservation, 14WI-434-002 Air emissions 14WI-434-003 Waste disposal.

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Implementation and Operation

4.4.1 Structure and Responsibility H & P Logistics & Engineering establishes, implements, documents and maintains a system to define the relevant management organizational structure. Top management ensures that resources are available so that the integrated Quality, Environmental and OH&S system can be implemented, maintained, and improved. Resources include human resources,infrastructure, financial, technological resources, and others as needed are provided. The QMS-EMS-OHS procedure QEH-AP-500 is used to establish and maintain the method necessary to ensure the availability of resources and to assign roles, accountabilities, responsibilities and authorities of the personnel associated with the management system. The organization chart becomes an effective tool to demonstrate the responsibility and authority structure within the company. The company appoints a Management Representative who becomes the QMS / EMS / OHS project manager and is responsible to report to management on its implementation progress. The identity of this person is made known to all persons working under the control of the company. The QMS / EMS / OHS management representative ensures that the integrated management system is established implemented and maintained consistent with ISO 9001, ISO 14001 and OHSAS 18001, and reports to top management on the performance of the system including recommendations for improvement.

4.4.2 Competence, Training, and Awareness H & P Logistics & Engineering establishes, implements, documents and maintains a system to ensure that persons performing tasks that have or can have significant impact on the quality of products or services, the environment and on health and safety and/or relate to the legal and other non legal requirements are competent and able to do the tasks. Competence is ensured through appropriate education, training, and/or experience. Training needs are identified as they relate to the integrated system and training is provided and records maintained. The QMS-EMS-OHS procedure QEH-AP-622HAP-442 is used to identify and provide the training needs for personnel involved in activities that affect the integrated management system. The procedure ensures that such persons are aware of the need to conform to all the QMS, EMS and OH&S procedures and requirements and know what they specifically need to do. Employees are made aware of the significant environmental aspects and OH&S risks and the legal and other non legal requirements associated with their respective responsibilities, why improved performance is beneficial, and what the consequences of not following procedures and requirements are. In addition to job-specific expertise and knowledge, all personnel within the integrated system (including contractors) have general awareness on items such as the environmental and health and safety policies and emergency response.

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The QMS-EMS-OHS emergency awareness instruction QEH-WI-622-001 is established to outline the response to emergency incidents (see also 4.4.7) that may not be regulated and relate to the well-being of personnel in the office and administrative areas of the company.

4.4.3 Communications H & P Logistics & Engineering establishes, implements, documents and maintains a system to ensure that both internal and external communications are covered. The system 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. For internal communications, the EMS-OHS procedure EHAP-443 describes how the communication among the levels of the company is accomplished. For external communications, paragraph 5.0 in the procedure deals with public response and describes how external communications are received, documented, and responses provided. To supplement the method for internal worker participation and consultation, the procedure deals with external contractor and visitor communication, training, participation and consultation.

4.4.4 Documentation H & P Logistics & Engineering establishes, implements, documents and maintains a system to provide for the effective planning, operation, and control of processes related to significant environmental aspects and health and safety risks, and to demonstrate conformance to the ISO 14001 and OHSAS 18001 standard. The QMS-EMS-OHS instruction QEH-WI-423-001 provides for the system (in either electronic or paper form) that addresses the clauses of the standards, describes how the company conforms to each clause and sub-clause, and provides direction to related documentation. The QMS, EMS and OHS documentation includes a QMS-EMS-OHS management system manual, the quality policy, the environmental and OH&S policies, objectives and targets, a definition of the scope of the integrated management system. Also included are the procedures and instructions, environmental and health and safety records, various other documents identified as needed for the effective planning, operation and control of our processes, and other elements that are specific or unique to the company.

4.4.5 Control of Documents H & P Logistics & Engineering establishes, implements, documents and maintains a system for the preparation, review, approval, distribution, revision and control of documents required for the integrated Quality, Environmental and OH&S Management System.

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The QMS-EMS-OHS procedure QEH-AP-423 is used to control documents, so that the latest versions of the manual with its system procedures and work instructions are distributed. The QMS-EMS-OHS documents are controlled with this procedure that also defines the process for: 

Approving documents for adequacy prior to issue

Reviewing and updating as necessary and re-approving documents

Ensuring that changes and current revision status of documents are identified

Ensuring that relevant versions of applicable documents are available at points of use

Ensuring that documents remain legible and readily identifiable

Ensuring that documents of external origin are identified and their distribution controlled, and

Preventing the unintended use of obsolete documents and to apply suitable identification to them if they are retained for any purpose

4.4.6 Operational Control H & P Logistics & Engineering establishes, implements, documents and maintains a system for the identification of the critical functions related to the EMS and OH&S policies, significant aspects and risks, the legal and other requirements, and objectives and targets. Operational controls describe operations and activities where it is deemed that their absence could lead to deviations from the objectives and targets. The EMS-OHS procedure EHMP-446 is used to establish, implement and maintain a system of operational control to ensure that the processes that affect the environment and health and safety are carried out under controlled conditions. The required instructions provide sufficient details so that the company can conform to the policies, objectives and targets, the legal and other non legal requirements, address any impacts from significant aspects and risks and ensure that deviations from planned arrangements do not occur. The applicable system requirements are communicated to employees and to persons that are required to perform tasks on behalf of the company or are required for temporary short-term activities. Following operational controls include procedures, work instructions and systems for activities covered in the Quality section of the manual such as: 

Infrastructure – refer QEH-EP-630

Outsourcing and purchasing – refer QEH-AP-740

Special process validation – refer QEH-WI-752-001

Control of measuring and monitoring equipment – refer QEH-MP-760

Incoming inspection – refer QEH-WI-824-001

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4.4.7 Emergency Preparedness and Response H & P Logistics & Engineering establishes, implements, documents and maintains a system for the identification of potential emergencies and accidents that can impact the environment and health and safety in order to be prepared to respond to actual situations. By having a planned response to emergencies we are able to meet our strategic goals of preventing pollution, reducing negative impacts on the environment, and preventing injuries and ill health to the personnel. The EMS-OHS procedure EHMP-447 for emergency preparedness and response outlines a method for the reporting and for the effective management of an incident / accident from the time of discovery to the ultimate disposal in order to comply with the applicable legislation governing the effects on the environment and health and safety. With consideration to specific health and safety, environmental and ecosystem effects from incidents and accidental releases, the procedure applies to emergencies where incidents include accidental emissions to the atmosphere, accidental releases to water and land and accidental events associated with injuries and ill health in the workplace.

4.4.8 EMS & OHS Section 4.4 - Related Documents QEH-AP-423, Control of documents QEP-WI-423-001, Documentation EHAP-443, Internal and external communications EHMP-446, Operational control EHMP-447, Emergency response â&#x20AC;&#x201C; plant QEH-AP-500, Management responsibility QEH-AP-622, Competence, training and awareness QEH-WI-622-001, Emergency instructions â&#x20AC;&#x201C; office

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QHSE MANUAL 4.5

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Checking

4.5.1 Monitoring and Measurement H & P Logistics & Engineering establishes, implements, documents and maintains a system for the monitoring that is conducted and the measurements that are taken to determine how the system is performing and the data generated from this activity is analyzed and improvement action identified. The EMS-OHS procedure EHQP-450 for monitoring and measurement outlines the methods to monitor and measure the key characteristics of the companyâ&#x20AC;&#x2122;s activities, operations, products and services that can that can have an impact on the environment and on health and safety. The monitoring and measurement activities are associated with the various environmental and OH&S programs that result from the fundamental needs of the environmental and OH&S policies, and from the impacts relative to the assessments of environmental aspects and health and safety risks, legal, regulatory and other non legal requirements to which the company subscribes. The EMS-OHS procedure EHQP-451 for monitoring of alerts is established to respond to environmental and health and safety alerts and outlines a system to inform regulators and H & P Logistics & Engineering top management of non-compliances with regulatory requirements. As a component of monitoring and measurement, the system for the monitoring of alerts provides a check and balance for compliance to legal requirements. In support of monitoring and measurement, the QMS-EMS-OHS procedure QEH-MP-760 is established to outline a system to ensure that equipment and measuring devices related to measurements are calibrated and maintained.

4.5.2 Evaluation of Compliance H & P Logistics & Engineering establishes, implements, documents and maintains a system for the evaluation of compliance with the applicable legal and other requirements to which the company subscribes. The EMS-OHS procedure EHQP-452 outlines the methods to evaluate the compliance with applicable legal requirements and with other requirements. The procedure provides for 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. The 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.

4.5.3 Non-conformances, Corrective and Preventive Action H & P Logistics & Engineering establishes, implements, documents and maintains a system to identify and correct actual and potential nonconformities that can impact the environment and health and safety and respond effectively to actual situations. The EMS-OHS procedure EHQP-453 outlines the system to identify incidents resulting in environmental and health and safety nonconformities and to provide for a method to Integrated QHSE Manual

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correct them and taking actions to mitigate their impacts. The procedure makes sure the non-conformances are not only first addressed to mitigate environmental impact, but that further investigation occurs to determine their cause, and action taken to avoid recurrence. Preventive actions are then those actions resulting from an evaluation as to why nonconformities occurred and taking action to prevent their recurrence. To supplement the corrective and preventive action system for environmental and health and safety non-conformities, the QMS-EMS-OHS procedure QEH-QP-852 is established to outline a system to deal with the corrective and preventive actions required for operational non-conformances that are not directly related to environmental or health and safety issues.

4.5.4 Control of Records H & P Logistics & Engineering establishes, implements, documents and maintains a system to control the records that serve as verification that the system is functioning and that the company is in conformance to the standard and to its own QMS, EMS and OH&S requirements. The QMS-EMS-OHS procedure QEH-QP-424 outlines the methods for the maintenance of quality, environmental and health and safety records are maintained to provide evidence of conformity to requirements and of the effective operation of the integrated QMS, EMS and OH&S management system. The procedure defines the controls needed for identification, storage, protection, retrieval, retention time and disposition of the records.

4.5.5 Internal Audit H & P Logistics & Engineering conducts internal audits at planned intervals to determine if the integrated quality, environmental and health and safety management system conforms to the requirements of the ISO 9001, the ISO 14001 and the OHSAS 18001 International Standards and to the management system requirements established by the organization and that the system is effectively implemented and maintained. The QMS-EMS-OHS procedure QEH-QP-822 outlines an audit program that is designed and implemented to identify an audit schedule based on the importance of the areas to be audited, as well as the results of previous audits. The audit criteria, scope, frequency, methods, responsibilities and requirements for planning and conducting audits, and for reporting and maintaining results, are defined and documented. Auditors are selected and trained so that objectivity and impartiality of the audit process are assured. The management responsible for the area being audited is responsible for ensuring that any necessary corrections and corrective actions are taken without undue delay to eliminate detected nonconformities and their causes. Follow-up activities include the verification of the actions taken and the reporting of verification results.

4.5.6 EMS & OHS Section 4.5 - Related Documents QEH-QP-424 Control of records EHMP-450 Monitoring and measurement EHMP-451 Monitoring of alerts Integrated QHSE Manual

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EHQP-452 Evaluation of compliance EHQP-453 Incident investigation, nonconformity, and remedial action QEH-MP-760 Control of monitoring and measuring equipment QEH-QP-822 Internal audit QEH-QP-852 Corrective action â&#x20AC;&#x201C; operations

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QHSE MANUAL 4.6

Management Review

4.6

Management Review

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H & P Logistics & Engineering establishes, implements, documents and maintains a system for the review of the integrated quality, environmental and health and safety management system. Top management reviews the system quarterly at management review meetings. This review assesses the continuing suitability, adequacy and effectiveness, identifying opportunities for improvement and needed changes for the management system. Records are maintained for each management review meeting. The QMS-EMS-OHS procedure QEH-AP-560 provides for a system of assigning responsibilities for scheduling, conducting and recording management review of the QMS, the EMS and the OH&S system and ensures that at planned intervals, top management reviews the system to ensure it is operating and functioning as planned, is suitable, adequate and effective. The inputs for management reviews include results of internal audits, external communications, quality, environmental and health and safety performance, status of objectives and targets, status of corrective and preventive actions, follow up on actions from prior management reviews, changing conditions or situations, and recommendations for improvement. Results and decisions become the outputs of management review and include meeting agendas, attendance records, minutes with summary of the discussions, and documented agreed upon action items.

4.6.1 EMS & OHS Section 4.6 - Related Documents QEH-AP-560, Management review

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This section of the Integrated QMS-EMS-OHS Manual incorporates the requirements that are specific to the OHSAS 18001:2007 standard. The subsections are numbered as per clauses of the standard

Section 10: OHSAS18001:2007 requirements.

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4.0 Occupational Health and Safety Management System Requirements OHSAS 18001:2007 is an international standard that describes the requirements for an Occupational Health and Safety management system (OH&S). The whole of the requirements are outlined in section 4 of the standard. The sections that follow in the manual are identified to coincide with the OHSAS 18001:2007 numbering system and provide a clause-by-clause summary of how the requirements of the standard are fulfilled. 4.1

General requirements

4.2

OH&S policy

4.3.1

Hazard identification, risk assessment and determining controls

4.3.2

Legal and Other Requirements

4.3.3

Objectives and programme(s)

4.4.1

Resources, roles, responsibility, accountability and authority

4.4.2

Competence, training, and awareness

4.4.3

Communication, participation and consultation

4.4.4

Documentation

4.4.5

Control of documents

4.4.6

Operational control

4.4.7

Emergency preparedness and response

4.5.1

Performance measurement and monitoring

4.5.2

Evaluation of compliance

4.5.3

Incident investigation, nonconformity, corrective action and preventive action

4.5.4

Control of records

4.5.5

Internal audit

4.6

Management review

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4.1 General requirements H & P Logistics & Engineering executive management is responsible to establish, implement and maintain the occupational health and safety management system and to define and document the policy and objectives for and commitment to health and safety as described in the OH&S Manual section. As introduced in this OH&S section 4.1, the OHS procedure 18AP-412 is used to assist the company perform an initial review to assess the current health and safety activities with the aim of determining 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. The Process Approach for the OH&S management system integrates the business components of the company, evaluates and documents how the requirements of OHSAS 18001:2007 are fulfilled and incorporates a Plan-Do-Check-Act continual improvement philosophy.

4.1.1 OHS Section 4.1-Related Documents 18AP-412 Procedure for Initial Review

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4.2 Occupational Health and Safety Policy The Occupational Health and Safety policy and the Occupational Health and Safety objective are defined within the scope of the OH&S management system. The Managing Director is responsible to ensure that the OH&S Policy provides the framework for managing the needs of any interested party and stakeholder. The OH&S Policy and Objectives are communicated to all persons working for or on behalf of the company. As introduced in this OH&S section 4.2, the OHS procedure 18AP-420 is established and maintained to provide guidelines for formulating and approving the Occupational Health and Safety policy. The Managing Director of H & P Logistics & Engineering has formulated the Occupational Health and Safety policy. The policy is explained and discussed at the general orientation training given to all new employees and has been reviewed with all current employees. All employees are expected to know what the policy means to them as it affects their job or position within the company. The OH&S Policy, attachment A-420-002 is included in the page that follows the Environmental policy in the EMS section of this integrated manual.

4.2.1 OHS Section 4.2- Related Documents 18AP-420 Procedure for Occupational Health and Safety policy A-420-002 Attachment â&#x20AC;&#x201C; Occupational Health and Safety policy

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4.3 Planning 4.3.1 Hazard Identification, Risk Assessment and Determining Controls H & P Logistics & Engineering establishes, implements, documents and maintains a system to identify health and safety hazards, assess risks associated with them and determine the necessary controls. A consistent risk analysis process is used to identify hazards, assess risks, determine controls, implement controls, monitor & review and manage changes. As introduced in this OH&S section 4.3.1, the OHS procedure 18AP-431 is used to assist the company identify how its activities, products, and services affect 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. It follows that high priority hazards identified become candidates for OH&S programs (4.3.3 below) and these are candidates for operational controls (4.4.6 below).

4.3.2 Legal and Other Requirements H & P Logistics & Engineering establishes, implements, documents and maintains a system for identifying and accessing the legal and other requirements that are applicable and to explain how the information regarding its legal and other requirements is obtained. As introduced in the EMS section 4.3.2, the EMS-OHS procedure EHAP-432 is used to identify the legal and other non legal requirements to which the company subscribes, and describes how the information is made known to relevant functions within the company and incorporated into the integrated EMS and OH&S management system.

4.3.3 Objectives and Programs H & P Logistics & Engineering establishes, implements, documents and maintains a system to ensure that the objectives and targets are incorporated into the integrated EMS and OH&S system. The objectives and targets are consistent with the management system policies, which includes the commitments to compliance with legal and other requirements, continual improvement, and prevention of pollution, and prevention of injuries and ill health. As introduced in the EMS section 4.3.3, the EMS-OHS procedure EHAP-433 is used to describe the process of setting the objectives and targets to achieve H & P Logistics & Engineeringâ&#x20AC;&#x2122;s environmental and health and safety commitments and objectives. As introduced in this section of the OH&S manual, the OHS procedure 18MP-433 provides for the development of the OH&S programs required to achieve the objectives and targets, and provides for the process of developing action plans for those identified OH&S programs. Programs that result focus on the fundamental health and safety needs to control OH&S risks and improve OH&S performance. The implementation of OH&S programs is effected with the use of typical action plans and instructions where the responsible

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personnel, benchmarks, milestones and dates, and measurements of success are identified for: 

18WI-433-001 Prevention of injury

18WI-433-002 Prevention of ill health and

18WI-433-003 Reduction of hazards.

4.3.5 OHS Section 4.3- Related Documents 18AP-431, Hazard identification, risk assessment and controls, EHAP-432, Legal and other requirements, EHAP-433, Objectives and targets, 18MP-433, OH&S programs, 18WI-433-001 Prevention of injury, 18WI-433-002 Prevention of ill health, 18WI-433-003 Reduction of hazards.

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4.4 Implementation and Operation 4.4.1 Resources, Roles, Responsibility, Accountability and Authority H & P Logistics & Engineering establishes, implements, documents and maintains a system to define the relevant management organizational structure. Top management ensures that resources are available so that the integrated QMS, EMS and OH&S system can be implemented, maintained, and improved. Resources including human resources, specialized skills, infrastructure, financial, technological resources, and others as are provided as needed. The QMS-EMS-OHS procedure QEH-AP-500 is used to establish and maintain the method necessary to ensure the availability of resources and to define roles, allocate responsibilities and accountability and delegate authorities to facilitate an effective management of the system.

4.4.2 Competence, Training, and Awareness H & P Logistics & Engineering establishes, implements, documents and maintains a system to ensure that persons performing tasks that have or can have significant impact on the environment and on health and safety and relate to the legal and other non legal requirements are competent and able to do the tasks. Competence is ensured through appropriate education, training, and/or experience. Training needs are identified and provided and records maintained. The EMS-OHS procedure QEH-AP-622 is used to identify and provide the training needs for personnel involved in activities that affect the integrated QMS, EMS and OH&S management system. The procedure ensures that such persons are aware of the need to conform to all procedures and requirements and know what they specifically need to do.

4.4.3 Communication, Participation and Consultation H & P Logistics & Engineering establishes, implements, documents and maintains a system to ensure that both internal and external communications are covered. The system 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. For internal communications, and as introduced in the EMS section 4.4.3, the EMS-OHS procedure EHAP-443 describes how the communication among the levels of the company is accomplished. For external communications, paragraph 5.0 in the procedure deals with public response and describes how external communications are received, documented, and responses provided. To supplement the method for internal worker participation and consultation, the procedure deals with external contractor and visitor communication, training, participation and consultation.

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4.4.4 Documentation H & P Logistics & Engineering establishes, implements, documents and maintains a system to provide for the effective planning, operation, and control of processes related to significant environmental aspects and health and safety risks, and to demonstrate conformance to the ISO 9001, ISO 14001 and OHSAS 18001 standards. The instruction QEH-WI-423-001 provides for the system (in either electronic or paper form) that addresses the clauses of the standard, describes how the company conforms to each clause and sub-clause, and provides direction to related documentation

4.4.5 Control of Documents H & P Logistics & Engineering establishes, implements, documents and maintains a system for the preparation, review, approval, distribution, revision and control of documents required for the integrated Quality, Environmental and OH&S Management System. The procedure QEH-AP-423 is used to control documents, so that the latest versions of the manual with its system procedures and work instructions are distributed.

4.4.6 Operational Control H & P Logistics & Engineering establishes, implements, documents and maintains a system for the identification of the critical functions related to the EMS and OH&S policies, significant aspects and risks, the legal and other requirements, and objectives and targets. Operational controls describe operations and activities where it is deemed that their absence could lead to deviations from the objectives and targets. As introduced in the EMS section 4.4.6, the EMS-OHS procedure EHMP-446 is used to establish, implement and maintain a system of operational control to ensure that the processes that affect the environment and health and safety are carried out under controlled conditions. Depending on the nature of your business, operational controls may include procedures and work instructions and systems for activities such as: 

Infrastructure – refer QEH-EP-630

Outsourcing and purchasing – refer QEH-AP-740

Special process validation – refer QEH-WI-752-001

Control of measuring and monitoring equipment – refer QEH-MP-760

Incoming inspection – refer QEH-WI-824-001

4.4.7 Emergency Preparedness and Response H & P Logistics & Engineering establishes, implements, documents and maintains a system for the identification of potential emergencies and accidents that can impact the environment and health and safety in order to be prepared to respond to actual situations. By having a planned response to emergencies we are able to meet our strategic goals of preventing pollution, reducing negative impacts on the environment, and preventing injuries and ill health to the personnel. Integrated QHSE Manual

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As introduced in the EMS section 4.4.7, the EMS-OHS procedure EHMP-447 for emergency preparedness and response outlines a method for the reporting and for the effective management of an incident / accident from the time of discovery to the ultimate disposal. The QMS-EMS-OHS instruction QEH-WI-622-001 is established to provide awareness and outline the response to emergency incidents that may not be regulated and relate to the well-being of personnel in the office and administrative areas of the company.

4.4.8 OHS Section 4.4-Related Documents QEH-AP-423, Control of documents QEH-WI-423-001, Documentation EHAP-443, Internal and external communications EHMP-446, Operational control QEH-EP-630, Infrastructure QEH-AP-740,Outsourcing and purchasing QEH-WI-752-001, Special process validation QEH-MP-760, Control of measuring and monitoring equipment QEH-WI-824-001 Incoming inspection EHMP-447, Emergency preparedness and response QEH-AP-500, Management responsibility QEH-AP-622, Competence, training and awareness QEH-WI-622-001, Emergency awareness instruction

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4.5 Checking 4.5.1 Performance Measurement and Monitoring H & P Logistics & Engineering establishes, implements, documents and maintains a system for the monitoring that is conducted and the measurements that are taken to determine how the system is performing and the data generated from this activity is analyzed and improvement action identified. As introduced in the EMS section 4.5.1, the EMS-OHS procedure EHQP-450 for monitoring and measurement outlines the methods to monitor and measure the key characteristics of the companyâ&#x20AC;&#x2122;s activities, operations, products and services that can that can have an impact on the environment and on health and safety. As introduced in the EMS section 4.5.1, the EMS-OHS procedure EHQP-451 for monitoring of alerts is established to respond to environmental and health and safety alerts and outlines a system to inform the regulators and H & P Logistics & Engineering top management of non-compliances with regulatory requirements. As a component of monitoring and measurement, the system for the monitoring of alerts provides a check and balance for compliance to legal requirements. In support of monitoring and measurement the QMS-EMS-OHS procedure QEH-MP-760 is established to outline a system to ensure that equipment and measuring devices related to measurements are calibrated and maintained.

4.5.2 Evaluation of Compliance H & P Logistics & Engineering establishes, implements, documents and maintains a system for the evaluation of compliance with the applicable legal and other requirements to which the company subscribes. As introduced in the EMS section 4.5.2, the EMS-OHS procedure EHQP-452 outlines the methods to evaluate the compliance with applicable legal requirements and with other requirements.

4.5.3 Incident Investigation, Nonconformity, Corrective and Preventive Action H & P Logistics & Engineering establishes, implements, documents and maintains a system to identify and correct actual and potential nonconformities that can impact the environment and health and safety and respond effectively to actual situations. As introduced in the EMS section 4.5.3, the EMS-OHS procedure EHQP-453 outlines the system to identify incidents resulting in environmental and health and safety nonconformities and to provide for a method to correct them and taking actions to mitigate their impacts. To supplement the corrective and preventive action system for environmental and health and safety non-conformities, the QMS-EMS-OHS procedure QEH-QP-852 is established to outline a system to deal with the corrective and preventive actions required for operational non-conformances that are not directly related to environmental or health and safety issues.

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4.5.4 Control of Records H & P Logistics & Engineering establishes, implements, documents and maintains a system to control the records that serve as verification that the system is functioning and that the company is in conformance to the standard and to its own QMS, EMS and OH&S requirements. The procedure QEH-AP-424 outlines the methods for the maintenance of quality, environmental and health and safety records are maintained to provide evidence of conformity to requirements and of the effective operation of the integrated QMS, EMS and OH&S management system.

4.5.5 Internal Audit H & P Logistics & Engineering conducts internal audits at planned intervals to determine whether the integrated quality, environmental and health and safety management system conforms to the requirements of the ISO 9001, the ISO 14001 and the OHSAS 18001 International Standards and to the management system requirements established by the organization and that the system is effectively implemented and maintained. The procedure QEH-QP-822 outlines an audit program that is designed and implemented to identify an audit schedule based on the importance of the areas to be audited, as well as the results of previous audits. The audit criteria, scope, frequency, methods, responsibilities and requirements for planning and conducting audits, and for reporting and maintaining results, are defined and documented. Auditors are selected and trained so that objectivity and impartiality of the audit process are assured. The management responsible for the area being audited is responsible for ensuring that any necessary corrections and corrective actions are taken without undue delay to eliminate detected nonconformities and their causes. Follow-up activities include the verification of the actions taken and the reporting of verification results.

4.5.6 OHS Section 4.5-Related Documents QEH-AP-424, Control of records EHMP-450, Monitoring and measurement EHMP-451, Monitoring of alerts EHQP-452, Evaluation of compliance EHQP-453, Incident investigation, nonconformity, and remedial action QEH-MP-760, Control of monitoring and measuring equipment QEH-QP-822, Internal audit QEH-QP-852, Corrective action

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4.6 Management Review 4.6 Management Review H & P Logistics & Engineering establishes, implements, documents and maintains a system for the review of the integrated quality, environmental and health and safety management system. Top management reviews the system quarterly at management review meetings. This review assesses the continuing suitability, adequacy and effectiveness, identifying opportunities for improvement and needed changes for the management system. Records are maintained for each management review meeting. The procedure QEH-AP-560 provides for a system of assigning responsibilities for scheduling, conducting and recording management review of the integrated QMS, EMS and OH&S system and ensures that at planned intervals, top management reviews the system to ensure it is operating and functioning as planned, is suitable, adequate, and effective.

4.6.1 OHS Section 4.6-Related Documents QEH-AP-560, Management review

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INTEGRATED QHSE MANUAL REVISIONS Rev.

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