IMS Procedures Manual ISO 9001 : 2008 ISO 14001 : 2004 ...

IMS Procedures Manual

ISO 9001 : 2008ISO 14001 : 2004

OHSAS 18001 : 2007

UNCONTROLLED WHEN PRINTED

May 2015 Issue No : 1FLOW CHARTS

JHE Ltd AMENDMENT SHEET

May 2015 Issue No: 1AMENDMENT SHEET

Manual Re-Issue on Completion of Twelve Approved Amendments

Date AmendmentNumber

Refer to Flow Chart

NumberChange Details

Approved By

Management Representative

14th May 2015 0.1 -- New document (part of the IMS which superseded and combined the

JHE and ATS)

23/5/15 0.2

(As Per MH and JW comments) Changes to Supplier Procedure

Receiving InspectionPuchasing

10/6/15 0.3 7, 12, & 13Update Supplier monitoring procedure

Added reference to Approved Supplier QuestionnaireEditorials to Control Panel Design

7/7/15

0.4 19 Addition of Electrical Installation Design Procedure

25/7/15

1.0 All Document formally approved

27/7/15

2.0 9 & 10 Update procedures as per Action Report 01

28/7/15

3.0 10Change of Complaints procedure to include location of Complaints folder

Change of Customer Satisfaction procedure to include location of Complaints folder

29/7/15

4.0 21 Update to Calibration procedure to define responsibility and location of Calibration Register

05/10/15 6.0

Various Addition of Environmental and H&S Procedures5.0

01A Addition of Risk Assessment Review in Management Review Agenda

30/6/15

J.W

JHE LtdCONTENTS LIST

Procedures

May 2015 Issue No: 1CONTENTS PAGE

Colour Coding

Black – ISO 9001: 2008Green – ISO 14001: 2004Blue – ISO 9001 : 2008 & ISO 14001: 2004 & ISO 18001: 2007Red – ISO 18001 : 2007

Front Cover --Amendment SheetContents List

Systems ProceduresFlow Chart 01 - Management ReviewFlow Chart 01B - Management Review AgendaFlow Chart 02 - Corrective / Preventive ActionFlow Chart 03 - Control of Non-conforming ProductFlow Chart 04 - Internal AuditsFlow Chart 05 - Control of DocumentsFlow Chart 06 - Control of RecordsFlow Chart 07- Approved Suppliers / SubcontractorsFlow Chart 08 - Training Flow Chart 09 - Measuring Customer SatisfactionFlow Chart 10 - Control of ComplaintsFlow Chart 11 - Receiving Inspection Flow Chart 12 - Supplier MonitoringFlow Chart 13 - Communication

Admin ProceduresFlow Chart 14 - Purchasing Flow Chart 15 - Enquiries / Tenders

Operational ProceduresFlow Chart 16 - Site Work (Daily & long term)Flow Chart 17 - Mechanical Services (in-house)Flow Chart 18 - 18B - Control Panel DesignFlow Chart 19 - Control of DrawingsFlow Chart 20 - 20A - Electrical Installation DesignFlow Chart 21 - CalibrationFlow Chart 22 - Equipment & Vehicle Inspection

Environmental ProceduresFlow Chart 23 - Review of Environmental AspectsFlow Chart 24 - Legislation Compliance and MonitoringFlow Chart 25 - Waste Management (HQ & Site)Flow Chart 26 - Environmental Incident Control

Health & Safety ProceduresFlow Chart 27 - Hazard Identification and Risk AssessmentFlow Chart 27 A - Hazard Identification and Risk Assessment Appendix AFlow Chart 28 - Legislation Monitoring and ComplianceFlow Chart 29 - Accident / Incident Reporting Flow Chart 30 - Portable Appliance Testing Flow Chart 31 - Health and Safety MonitoringFlow Chart 32 - Fire Control (Fire Drills)Flow Chart 32 A - Fire Control (Fire Risk Assessment)Flow Chart 33 - COSHH AssessmentsFlow Chart 34 - PPE inspection and issue

Systems Procedures

Purpose : To establish the means by which management are able to ensure the Quality, Environmental and Health and Safety Systems are reflecting the requirements of the International Standards, and to determine the effectiveness of the Systems.

Scope : This is applicable to all activities which are governed by the use of a controlled procedure, stated objective and / or Policy.

Responsibility : The QSHE Manager is responsible for chairing the Review Meeting. Each attendee is responsible for providing the relevant data for the review meeting including the Management Representative

Associated Records : Management Review Minutes

Commercial Director (Chair)Other personnel as instructed

Minute meeting and distribute minutes

Original - Remains on ComputerCopies - Attendees (By E-Mail)

Set Date for Follow Up Meeting if required

Raise Report and append to original Management Review Meeting Minutes

JHE Ltd MANAGEMENT REVIEW FLOW 01

May 2015 Issue No: 1

ISO 9001 : 2008 Ref : 5.6 Management Review ISO 14001 : 2004 Ref : 4.6 Management Review ISO 18001 2007 Ref : 4.6 Management Review

Convene annual Management Review Meeting

Are the systems suitable and

effective ?

Are the requirements of the standards (agenda) still being met ?

Yes

Are there any opportunities for change or improvement?

Have all points raised been closed down?

Yes

Yes

Yes

No

Make any action reports available

No

No

No

Raise Action Report. See Corrective / Preventive Action

Minute details and make arrangements to implement/achieve the improvements

Audit Findings

Assign, prepare & collate information as per agenda (see next flowchart)

JHE Ltd MANAGEMENT REVIEW AGENDA FLOW 01A


ISO 9001 : 2008 Ref : 5.6 Management Review ISO 14001 : 2004 Ref : 4.6 Management Review ISO 18001 2007 Ref : 4.6 Management Review

Management Review Agenda

Follow up from previous Management Review

The Results of Audits

Action Status

Process Performance & Service/Product Conformity

Customer Feedback including complaints

Performance of Suppliers

Changes in technologies / legislation (H&S, Env) etc.

Quality Policy and Objectives

Environmental Policy and Objectives

Health & Safety Policy and Objectives

H&S results of participation and consultation

Review of Risk Assessments

Non-Conformance including incident and accident Reports

Needs or opportunities for improvement

QMS/EMS/H&S Changes (legislation & other relevant requirements)

Training Reports

Any other business

Audit Findings

Raise an Action Report allocating the next number from the Action Report Register

Distribute Action Report to named person to implement the action

a) Action Report Numberb) Date of Issuec) Type & summary of non-conformance d) Ref to any originating reporte) Actions to be implementedf) Name of person responsibleg) Target Completion Date

To Named Personnel to implement the action and return report to the Management Representative

Actions satisfactorily completed and effective?

Management Representative to sign, date and file completed report.

Update Action Report Register a) Date Completeb) If further action is required

Update Action Report Registera) Report Numberb) Date Issuedc) Summary of Action

Yes

Is a follow up audit required ? No Further Action

No

Carry out audit

Yes


ISO 9001 : 2008 Reference : 8.5 Improvement ISO 14001: 2004 Nonconformity, Corrective and Preventive Action 4.5 ISO 18001: 2007 Nonconformity, corrective action

and preventive action 4.5

Internal Audits

JHE Ltd CORRECTIVE / PREVENTIVE ACTION FLOW 02

Purpose : To define the methods to be used to implement appropriate corrective and / or preventive action to resolve or prevent non-conformances, or to identify where an action can be raised to improve a process or procedure.

Scope : This is applicable to all non-conformances noted as a direct result of the Management Review Meeting, Internal Audits, or any other failure analysis data. Additionally, this procedure covers events where actions are raised when an actual or potential improvement can be made to a process or procedure.

Responsibilities : Management Representative in conjunction with those personnel whose area requires the action.

Associated Records : Action Report, Action Report Register

Audit Findings

No

Corrective / Preventive Action is identifieda) Internal Auditb) Management Reviewc) External Assessmentd) Other

No

No

Is a corrective/preventive Action Report required? (discretion of

employee)

No action


ISO 9001 : 2008 Reference : 8.5 Improvement ISO 14001: 2004 Nonconformity, Corrective and Preventive Action 4.5 ISO 18001: 2007 Nonconformity, corrective action

and preventive action 4.5

JHE Ltd CONTROL OF NON-CONFORMING PRODUCT FLOW 03

Purpose : To define the methods of controlling products and materials which do not conform to the acceptance criteria in the specified requirements, either wholly or in part.

Scope : This is applicable to all non-conforming products or materials found at:- Goods Inwards Inspection- In-Process Inspection- Final InspectionResponsibilities : All employees

Associated Records : Concession, Material Returns, Repair forms, Inspection records, Action Register, Action Reports

Audit Findings

Yes

Non-Conforming product is identified a) In-Process Inspectionb) Other

Can a concession/agreement be made?

Yes

Detail concession/agreement

Corrective/Preventive Aciton

Purpose : To demonstrate the methods of conducting planned internal audits to verify that quality, environmental and OH & S activities comply with requirements and to determine the effectiveness of the system.

Scope : This is applicable to all IMS activities including all Manuals, Procedures (Flow Charts), Policy, and related objectives.

Associated Records : Audit Schedule , Audit Report Form, Audit Report Register

Generate Annual Audit Schedule

Obtain Relevant Current Flow Charts

Carry out audit noting findings and observations on Audit Findings

section of each flow chart.

Raise Audit Report and summarise findings from audits

Check details and sign and date Audit Report

Non-Conformances Noted ?

Update Audit Register

a) Audit Report Nob) Procedure Title / Numberc) Auditord) Date Issuede) Date Returned

Distribute Audit Report Original - Audit FileCopy (ies) - As required

Responsibilities : The Management Representative in conjunction with other appropriately trained personnel is responsible for undertaking audits of the system.

Corrective /Preventive Action

No


ISO 9001 : 2008 Reference : 8.2.2 Internal Audit ISO 14001 : 2004 Internal Audit 4.5.5 ISO 18001 : 2007 Internal Audit 4.5.5

JHE Ltd INTERNAL AUDITS FLOW 04

Audit Findings

Yes

JHE Ltd CONTROL OF DOCUMENTS FLOW 05

Associated Records: Documentation Register, (documents contained in the Documentation Register)

Purpose :To establish methods for the control of documents relating to the IMS.

Scope : This is applicable to all documents forming part of the QMS/EMS/OHS which are either generated internally or supplied by 3rd parties.

Responsibilities : The Management Representative is responsible for controlling QMS/EMS/OHSdocuments.

Generate a Documentation Register

For each new approved document produced, enter details into the Register

Changes to QMS Documents

Update Amendment Sheet of relevant Manual i.e. Policy Manual, document etc

a) Dateb) Details of Changesc) Approval by

Remove and archive old page(s) and insert New Page

a) Document Reference Numberb) Document Titlec) Issue Status (& date)d) Revision Status (& date)e) Locationf) Additional comments

After 12 changes have been incorporated into a manual re-issue

manual at next issue status

ISO 9001 : 2008 Reference : 4.2.3 - Control of Documents ISO 14001 : 2004 Control of Documents 4.4.5 ISO 18001 : 2007 Control of Documents 4.4.5


Identification and Traceability

Documents contained in the Documentation Register are identified by front page

information

Legibility of documents are maintained by electronic storage and Lever Arch File.

Copies of Master documents are held electronically off-site

Audit Findings

Update Documentation Registera) Dateb) Details of Changesc) Approval by

a) Typically 3 yearsb) Electronic records = indefinitec) Health Surveillance = 40 years minimum

Allocate a unique title/reference to all records

For computer based data, obtain a back-up daily

Allocate the minimum retention period for each record

Archive records which exceed their retention period

Purpose To establish the methods of generating, holding and controlling records that form the IMS.

Scope This is applicable to all records held which are either generated internally or supplied by 3rd parties, forming part of the IMS; including all Associated Records throughout these flowcharts.

Responsibilities The Management Rep in conjunction with all personnel; specific to their respective area/dept/job title. The Purchasing Dept/IT is responsible for I.T back up.

ISO 9001 : 2008 Reference : 4.2.4 Control of Records ISO 14001 : 2004 Control of Records 4.5.4 ISO 18001 : 2007 Control of Records 4.5.4


JHE Ltd CONTROL OF RECORDS FLOW 06

After appropriate time as specified by legislation or management, destroy archived records shredding any

sensitive information

Store in a separate secure area, off site (removable disc)

Disposal of Records

Where it is necessary to dispose of records, a local subcontractor specialising in destruction of confidential information is contracted

to uplift and destroy archived documents.

Audit Findings

Ongoing review of British Standards

British Standards Records

Update British Standard Register as required

Document Reference NumberDocument TitleIssue StatusDate Entered

Associated Records: All records, Document Registers

ExternalBritish StandardsNICInternalAnnually (as a minimum)

Supplier Assessment is based on one of the following : a) Approved to ISO 9000,14000 &/or OHSAS 18001b) Historical Performance is known & is satisfactoryc) Recommendation d) Uniqueness of Service / Product e) Price availability

Purpose : To establish the methods of selecting services and/or products, material etc.

Scope : This is applicable to all suppliers and subcontractors who provide products/services which have an impact on the quality and safety of the products and services provided by JHE Ltd.

Responsibilities : The Purchasing Department and Administration

Associated Records : Purchase Orders, Purchase Requisitions, Sage Records, Approved Supplier Questionnaire, Approved Supplier List

ISO 9001 : 2008 Reference : 7.4 - Purchasing Process

Audit Findings

APPROVED SUPPLIERS / SUBCONTRACTORS FLOW 07


JHE Ltd

A new/existing supplier or subcontractor is required

Check existing Sage (supplier list) records

Can supplier or subcontractor be sourced from Preferred Supplier List

Choose supplier/subcontractor

Purchasing

Choose new supplier based on selection criteria

Yes

No

Choose supplier/subcontractor

Purchasing

Enter supplier/subcontractor onto SEC and Sage

Note: Suppliers entered on to Sage are considered 'Approved'

Management Review (Supplier Performance)

Send Approved Supplier Questionnaire (if applicable)

JHE Ltd TRAINING FLOW 08

Responsibilities : Management Rep, Commercial Director

Purpose To demonstrate the methods of carrying out and recording internal and external training undertaken

Scope This is applicable to all training and qualifications undertaken by employees of JHE Ltd

Associated Records : Employee Training Records, Employee Qualifications, Employee Certs

Audit Findings

ISO 9001 : 2008 Ref 6.2.2 Competence, Training and Awareness ISO 14001 : 2004 Competence, Training and Awareness 4.4.1 ISO 18001 : 2007 Competence, Training and

Awareness 4.4.1


Training/CPD needs are identified

Once completed update the Individual Training Records accordingly

Review training records monthly as a minimum

DateType of Traininge.g. on the job, externalAssessment of employee’s understanding

All new employees receive Induction Training within one week of commencing employment

New Employees

Existing Employees

Company proceduresOn the job

Expiry of current qualificationsNew process is introduced

Arrange training induction/course/assessment/re-cert

Site induction/training

Induction/training on-site is required

Is JHE responsible for training

Yes

Ensure Client / Main contractor provides training to JHE employees

Obtain copies of records and return to JHE HQ

Provide training as required

No

a) Y:/ (drive)b) Integrated Management System (9001, 14001, 18001) folderc) Customer Satisfaction Folder

a) Title (client and/or job number)b) Datec) Details

JHE Ltd MEASURING CUSTOMER SATISFACTION FLOW 09

Purpose :To establish the means by which the Company monitor customer satisfaction

Scope : This is applicable to all electrical and mechanical activities undertaken at the Company

Associated Records : E-mails, Letters,

Audit Findings

Responsibilities : The Management Representative is responsible for collating customer satisfaction data

ISO 9001 : 2008 Reference : 7.2.3 Customer Communication 8.2.1 Customer Satisfaction; 8.4 Analysis of Data


Control of Complaints

Measurement

An E-mail, Phone call, letter regarding customer satisfaction is received

Is feedback positive?

E-mails & Phone calls

Management Review

NoYes

Store e-mail, or scanned letter into Customer Satisfaction folder

Data is analysed at internal audit (as a minimum)

Note: Client sign off (job sheets) and client payments are classed as positive customer satisfaction

Update the Customer Satisfaction Register

No

JHE Ltd CONTROL OF COMPLAINTS FLOW 10

Purpose : To establish the methods of controlling complaints and negative feedback from customers.

Scope : This is applicable to all complaints, negatvie feedback and returns received from customers

Associated Records : Customer Complaints Register, Non-conformance forms

Responsibilities : Management Staff specific to the complaint area/dept/service are responsible. The Management Rep is responsible for collating all complaints prior to the Management Review Meeting

ISO 9001 : 2008 References : 7.2.3 Client Communication; 8.2.1 Client Satisfaction; 8.3 Control of Non-Conformances


Audit Findings

Contact customer with proposed solution

Are JHE responsible?

Update the Complaints Registera) Action takenc) Date Completed) Authority Responsible

a) Credit to Customerb) Discountc) Reworkd) Other

Reach agreement with customer on the Resolution Action to be

taken and implement the action

Review all complaints received at management review meetings

Complaints / Negative Feedback

Yes

Management Review

Inform customer of the findings and take no further action

E.G.

Note: Complaints are only formal when received by letter or e-mail

Relevant Manager(s)/employees to discuss and agree on complaint

cause and solution

Store complaint (email, pdf, letter scan) in 'Complaint' folder

a) Y:/ (drive)b) Integrated Management System (9001, 14001, 18001) folderc) Complaints Folder

Update the Complaints Registera) Title of complaintb) Datec) Details

a) Compliance with Purchaseb) Compliance with Advice Notec) Correct Quantitiesd) Signs of damage

No

Yes

a) Concessionb) Creditc) Returnd) Other

Purpose : To establish the methods of carrying out inspection of purchased products and materials

Scope : This is applicable to all incoming materials and products which may have an impact on the quality of service/product JHE provides

Associated Records : Delivery note, Advice note, Material Returns Note

Responsibilities : Purchasing Dept, Employee responsible for inspecting item

RECEIVING INSPECTION (Purchased Items)JHE Ltd

Audit Findings

FLOW CHART 11

ISO 9001 : 2008 Ref 7.5.1 Control of Service Provision; 8.2.4 Monitoring and Measuring of Product; 8.3 Control of Non-Conforming Product


OK?

Transfer materials to their allotted Storage Areas

Yes

Place wrongly delivered or damaged materials in the

Quarantine Area

Forward notes to office to check to made against original Purchase

Inspect the consignment

Are materials to be returned? Arrange for colleciton/delivery

Contact Supplier and agree resolution action

Hold note and await Invoice

Purchasing

Product/material is received

No

No

Yes

Purpose : To establish the methods of monitoring suppliers and sub-contractors

Scope : This is applicable to suppliers and subcontractors that provide a service on behalf on/or for JHE

Associated Records : Sage Records, SEC Records, Management Review Minutes

Responsibilities : The Management Rep is responsible for the monitoring of suppliers/subcontractors

Supplier MonitoringJHE Ltd

Audit Findings

FLOW CHART 12

ISO 9001 : 2008 Ref 7.5.1 Control of Service Provision; 8.2.4 Monitoring and Measuring of Product; 8.3 Control of Non-Conforming Product


Purchasing

Do services comply with initial contract/requirements?

Arrange for payment per contractual agreement

a) Concessionb) Creditc) Contractual amendmentc) Other

Contact Supplier and agree resolution action

Management Review

Make note in Sage records

a) Internal audit resultsb) Management Review Minutesc) External assessment resultsd) Changes to IMSe) Other

ISO 14001 : 2004 Ref: 4.4.3 Communication. ISO 9001 : 2000 Ref : 5.5.3 Communication ISO 18001 : 2007 Ref : 4.4.3 Communication, participation and consultation

Audit Findings

Communication FLOW 13


JHE LtdPurpose : To establish the methods of controlling, both internal and external communication relating to the IMS & the Company's Products/Services

Scope : This flow chart covers the methods of controlling communication relating relating to integrated (Quality, H&S, and Environmental) management system

Responsibilities : The Management Rep is responsible for the monitoring of suppliers/subcontractors

Internal Communications

The Company's IMS is available to the public via the Company website

External Communications

IMS Issues Issues

Electronic copies of the IMS & related issues are available on

the Company's Y Drive

Hard copy of the IMS & issues are available on the notice board

Other IMS issues are available to interested parties on request

Product/Service information is communicated via IMS procedures

a) Enquiries/Tendersb) Purchasingc) Complaints

Issues

Associated Records : Policies, Manuals, Management Review Minutes, E-mails, Tenders, Specifications, Website, H&S Committee minutes

H&S issues communicated via H&S Committee & tool box talks,

Admin Procedures

Purpose : To establish the methods of purchasing services/products/sub-contractors which have a direct impact on the quality of the service we provide to customers.

Scope : This is applicable to all purchased services and/or prodcuts

Associated Records : Purchase Orders, Purchase Requisitions, Sage Records

Responsibilities : The Purchasing Deparment

Determine requirements

JHE Ltd PURCHASING FLOW CHART 14

ISO 9001 : 2008 Reference : 7.4 Purchasing


Audit Findings

Phone, e-mail, send picture (of requisition) from site or fax

order to the nominated Supplier

Preferred Suppliers

Product/Services Received

Required:a) Product/materialb) Servicesc) Subcontractord) other

Receiving Inspection (for products and/or materials)

Supplier/Subcontractor approved?

Yes

No

Supplier Monitoring (for services provided)

No

No

Purpose : To establish the methods of controlling and reviewing enquiries, tenders, and contracts

Scope : This is applicable to all enquiries, tenders, and contracts dealt with; for both electrical and mechanical services

Responsibilities : Directors, Mechanical Engineering Manager

Associated Records Quotes, Contract Register

ISO 9001 : 2008 Reference : 7.2.1 Determination of requirements; 7.2.2 Review of Requirements; 7.2.3 Client Communication


On receipt of an enquiry

Is the enquiry within our capabilities and commercially viable?

Contact enquirer and inform accordingly

Has all details/scope of work been received to generate quote?

JHE Ltd Enquiries and Tenders FLOW CHART 15

Audit Findings

Contact enquirer and request all additional

information

No

Send quote to client and await client response

Evaluate details of contract and create TS number on SEC

Has quote been accepted?

No action

Site WorksMechanical ServicesControl Panel Design

Is enquiry regarding Control Panels

Yes

Yes

Control Panel Design

Operational Procedures

JHE Ltd Site Work (Daily & Long term) FLOW 16

ISO 9001 : 2008 Reference : 5.2 Customer Focus; 7.5.1 Control of Service Provision; 7.5.3 Identification and Traceability


Audit Findings

Purpose : To establish the methods of undertaking Site work, both daily jobs and long term contracts

Scope : This is applicable to all mechanical and electrical site work

Responsibilities : Project Managers, Operations Managers, Engineers, Technicians, and Apprentices

Associated Records : Job Sheets, Project Correspondence File, Delivery/Collection Sheet

Enquiries & Tenders

Is the work 'labour only'?

Arrange for employee to attend site

Employee attends site and undertakes work as per

contract

Ensure daily Job Sheet is completed & signed off

Arrange for employee to attend site


contract

Is the work short term (1-2 days)?

Ensure daily Job Sheet is completed & signed off

Prepare Site File


contract

Complete all Site File documentation as required

Yes

No

Yes No

Issue documentation to employee (QSHE docs)

Issue documentation to employee (QSHE docs)

No

Yes

No

Yes

Yes

JHE Ltd Mechanical Services (In-house) FLOW 17

ISO 9001 : 2008 Reference : 5.2 Customer Focus; 7.3 Design & Development 7.5.1 Control of Service Provision; 7.5.3 Identification and Traceability


Audit Findings

Purpose : To establish the methods of undertaking Mechanical Services undertaken at the JHE facility

Scope : This is applicable to Mechanical Services undertaken at the JHE facility

Responsibilities : The Mechanical Engineering Manager, Mechanical Engineers/Fitters, Welders, Labourers

Associated Records : Job Register, Delivery Collection Book/Slips, Hydrostatic Pressure Testing Certificate

Enquiries & Tenders

Is the work relating to Pressure Testing?

No

Undertake work as per contract

Complete 'Hydrostatic Pressure Testing

Certificate'Undertake work as per contract/specifications

Does equipment require Collection?

Make arrangements for Collection

Ensure Delivery/Collection Slip is completed & signed

Does equipment require Collection?


Ensure Delivery/Collection Slip is completed & signed

Conduct visual and physical inspections

Inspection Ok?

Make adjustments/rework

Ensure Delivery/Collection Slip is completed & signed when item is received by

the customer

No

Yes

JHE Ltd Control Panel Design FLOW 18

Audit Findings

Purpose : To establish the methods of undertaking Control Panel Design undertaken at the JHE facility

Scope : This is applicable to all Control Panel Design

Responsibilities : Technical Director

Associated Records : Job files, Specifications, Drawings, Quotes, Client approval evidence, Test/Inspections sheets, Delivery/Collection sheets

Enquiries & Tenders

Arrange & meet with client

Complete Control Panel Enquiry Sheet

Client produces functional design specification

Client confirms loads, motor types & ratings

YesDoes specification require

JHE assistance?

No

JHE assists in completion of comprehensive specification

Confirmation:E-mailSigned approvalFaxScan

JHE produces consultation drawings, if required

Client checks drawings & confirms loads

JHE select materials

ComponentsContactorsOverloadsTerminalsCable sizes

Approved Suppliers/Subcontractos

Obtain quote for materials

Go to next page



No

Yes

No

JHE Ltd Control Panel Design FLOW 18A

Audit Findings




Submit quote (including JHE services/materials) to client

Await client purchase order

Produce drawings for approval

Await client approval to build


Order materials

Purchasing

Build panel as per specifications & drawings

Is interim inspection required? Inspection Ok?


Install back plate into enclosure

Go to next page

Yes



No

Yes

Yes

Yes

No

No

No

Yes

JHE Ltd Control Panel Design FLOW 18B

Audit Findings



Responsibilities : Controls Engineers/Panel Shop

Conduct final test and inspection

Inspection Ok? Make adjustments/rework

Is software test of PLC & HMI applicable?

Is client witness (F.A.T) requested?

Arrange for client to attend witness test

Test Ok?

Discuss & agree resolution with client

Complete test sheets. Client sign off (F.A.T)

No

YesDoes equipment require Collection?


Ensure Delivery/Collection Slip is

completed & signed

Ensure Delivery/Collection Slip is completed & signed when item is received by

the customer

Conduct software test

No

YesTest Ok?




RevisionsInternallyFrom Customer

DrawingsInternallyFrom Customer

JHE Ltd Control of Drawings FLOW 19

ISO 9001 : 2008 Reference : 5.2 Customer Focus; 7.5.1 Control of Service Provision; 7.5.3 Identification and Traceability


Audit Findings

Purpose :To establish the means to control drawings and associated revision status'

Scope : This is applicable to all drawings created by JHE as well as drawings received externally

Associated Records : Drawings


Create drawing

Store in 'Current Drawing' Folder in the Job file

A drawing for a new job is required

New Drawings

Control Panel Design

Revision to Drawings

A revision to a drawing is identified

'Save as' and amend drawing

Store in 'Current Drawing' Folder in the Job file

Store superseded Drawing in 'Archived Drawing' Folder

JHE Ltd Electrical Installation Design FLOW 20

Audit Findings

Purpose : To establish the methods of undertaking Electrical Installation Design undertaken at the JHE facility

Scope : This is applicable to all Electrical Installation Design

Responsibilities : Services Director, Operations Director, Project Manager

Associated Records : Job files, Specifications, Drawings, Quotes, Client approval evidence, Test/Inspection sheets, Delivery/Collection sheets



Enquiries & Tenders

Arrange & meet with client

Client produces functional design specification

Client confirms acceptance of design

YesDoes specification require

JHE assistance?

No

JHE assists in completion of comprehensive specification


JHE produces consultation drawings, if required

Client checks drawings

JHE select materials

Distribution EquipmentLuminairesContainmentCable sizesAccessories

Approved Suppliers/Subcontractos

Obtain quote for materials

Go to next page

Validation of design checked by qualified person

Control of Drawings

JHE Ltd Electrical Installation Design FLOW 20A

Audit Findings

Purpose : To establish the methods of undertaking Electrical Installation Design undertaken at the JHE facility

Scope : This is applicable to all Electrical Installation Design

Responsibilities : Services Director, Operations Director, Project Manager

Associated Records : Job files, Specifications, Drawings, Quotes, Client approval evidence, Test/Inspection sheets, Delivery/Collection sheets



No

Yes

No

Submit quote (including JHE services/materials) to client

Await client purchase order

Produce drawings for approval

Await client approval


Order materials

Purchasing

Install as per specifications & drawings

Is interim inspection required? Inspection Ok?


Complete final inspection sheet

Yes

Flow 19

ISO 9001 : 2008 Reference : 7.6 Control of Monitoring and Measuring Devices ISO 18001 : 2007 Ref : 4.3.2 Legal and Other Requirement; 4.4.6 Operational Control


Calibration FLOW CHART 21JHE Ltd

Associated Records : Electronic Calibration Register, Calibration Certificates

Purpose : To establish the methods of controlling the identification of equipment 'in calibration' and also equipment requiring calibration

Scope : This is applicable to all measuring and test equipment which requires routine calibration

Responsibilities : Purchasing/I.T Manager, Purchasing Dept, QSHE Rep

Audit Findings

Applicable Legislation : Health and Safety at Work Act 1974; PUWER (1998) Provision and Use of Equipment at Work Regulations; The Electricity at Work Regulations1989

a) Equipment Typeb) Serial number/namec) Date/exp of equipment

Enter Details of measuring & test equipment into the

Calibration Register

Arrange for equipment to be returned collected/delivered to calibration company/service

OK ? Reject equipment

No

On return of equipment, check calibration certificate and

equipment

a) Equipment is OKb) Valid calibration certificate

Update CalibrationRegister

File Calibration cert/record

a) Date calibratedb) Calibrated byc) Comments

Is calibration required?

Yes

Yes

No

NoteEquipment with expired calibration documentation will be shall not be issued to site

Check register regularly for upcoming calibration expiry as a minimum once per month

NoteThe Electronic Calibration Register is held at: Y:/Drive / John

Welsh / Meter Calibrations

ISO 9001 : 2008 Reference : 7.6 Control of Monitoring and Measuring Devices ISO 18001 : 2007 Ref : 4.3.2 Legal and Other Requirement; 4.4.6 Operational Control


EQUIPMENT & VEHICLE INSPECTION FLOW 22JHE Ltd

Associated Records : Equipment Inspection Register, Breakdown/Repair Record, Plant Daily Maintenance & Safety Checks

Purpose : To establish the methods of controlling the inspection of all plant, equipment and tools.

Scope : This is applicable to all equipment, plant and tools that require regular inspection.

Responsibilities : Purchasing Dept, Site Operatives

Audit Findings

Allocate a unique ID to all equipment, plant and tools (where appropriate) which require

inspection

Enter details of each piece of equipment/ plant/tool into the Equipment Inspection

Register

a) Equipment Typeb) Serial Numberc) Holder or Locationd) Frequency of Inspectione) Any other relevant details

Plant, equipment and tools are checked as per specific inspection records and/or visual

inspection

No

Applicable Legislation : Health and Safety at Work Act 1974; PUWER (1998) Provision and Use of Equipment at Work Regulations; The Electricity at Work Regulations1989

Is plant, equipment, tool OK?

YesUpdate inspection record and

use equipement

Identify equipment as not fit for use

Can equipment be repaired?

NoDispose/recycle as appropriate

Complete Breakdown/Repair Record

Send equipment to Plant Fitter

Yes

Environmental Procedures

Flow 23

Undertake a review to determine the environmental aspects

Assess the aspect and establish the level of

impact

Areas of Operation

Category

Process Description

Potential Impact

Enter details of the aspects in to the Environmental Aspects Register

Yes

Enter details into the Environmental Aspects

Register

Low – only a slight impact to the environment

Medium – medium impact to the environment

Significant – Long Term detriment to the environment

Purpose : To review environmental aspects.

Scope : This is applicable to all environmental aspects.

Associated Records : Environmental Aspects List

Responsibilities : The Environmental Management Representative is responsible for reviewing environmental aspects.

Audit Findings

Yes

REVIEW OF ENVIRONMENTAL ASPECTS

EN 14001 : 2004 Reference 4.3.1 Environmental Aspects


JHE Ltd

Impact? No action requiredNo

Note findingsChangesNo

Yes

Enter details of changes in Review section

Amend aspects and set objectives and targets

On an annual basis review the Environmental Aspects

Reviewing Environmental Aspects

Date and sign review

Set targets and objectives based on level of impact

In these areas

Objectives

Actions Taken

Note:Environmental Aspects and Impacts are not available to

the public

JHE Ltd LEGISLATION COMPLIANCE AND MONITORING FLOW 24

Audit Findings

ISO 14001 – 2004 Reference 4.5.2 Evaluation of Compliance


Purpose To monitor environmental legislation to show compliance.

Scope This is applicable to all environmental legislation.

Associated Records Environmental Legislation Register; Environmental Legislation Compliance Checklist

Responsibilities The appointed Environmental Representative.

Annually check for new or changes to environmental

legislation

SEPAEnvironmental AgencyNetregsEnvirowise

New or changes to legislation?

Update Review section of the Environmental Legislation Register

No

Assess the impact of the legislation

Does it apply to the Company? No action requiredNo

Enter details of all applicable Environmental Legislation into the Review section of the Legislation

Register

Yes

Date reviewedArea coveredDetails of legislation

Assess the impact and produce or amend control documents

See Document Control Flow Chart

Update Register Date ReviewedReviewed by

Identify environmental aspects and enter control reference

Enter details into the Environmental Legislation

Compliance Checklist

Check websites

Yes

Waste must be placed in the assigned waste bins / containers /

areas

On arrival of the the approved Waste Collector direct them to the

assigned area

On uplift of the waste obtain a Waste Transfer note which should contain the following information

as a minimum

File Waste Transfer note under collectors name

Inert WasteScrap MetalsGeneral waste – general waste skip

Special (hazardous) WasteFlorescent light tubesEnd of life electrical / electronic office equipmentOily RagsDirty/Used Oils

Name of collecting organisationTransfer note reference numberDate of upliftType of wasteEC CodeQuantity (if known)

Storage and Disposal of Waste

Transfer details of waste collection into the relevant Spread

sheet

a) Name of collecting organisationb) Transfer note reference numberc) Date of upliftd) Type of wastee) Quantity (if known)

Audit Findings

Check to ensure they have a current and valid Waste Management Licence prior to useDoes organisation taking in the waste have a current and valid Waste Carrier’s Management Licence?

Are they licensed to take this type of waste?

JHE Ltd WASTE MANAGEMENT FLOW 25Purpose The purpose of this procedure is to define the methods of controlling the storage and disposal of waste materials and end of life electrical equipment

Scope This is applicable to all environmental legislation.

Associated Records Waste Transfer Notes

Responsibilities Storeman, Office Manager

ISO 14001 – 2004 Reference 4.4.6 Operational Control


Note: General waste created on site is disposed off using Principle Contractor/ Clients waste bins.Other waste is brought back to HQ

JHE Ltd ENVIRONMENTAL INCIDENT CONTROL FLOW 26

Purpose To establish the actions to be taken in the event of accidental or malicious incidents which result in an environmental incident.

Scope This is applicable to all incidents which result in environmental contamination or impacts, and aslo includes assessment and recording of the incident; actions taken; improvements to prevent or minimise recurrence of the incident.

Associated Records Environmental Incident Record

Audit Findings

Responsibilities The MD, EMR and, where relevant other staff. The customer may also be involved depending on the impact of the incident.

ISO 14001 : 2004 Reference : 4.4.7 Emergency Preparedness and ResponseMay 2015 Issue No: 1

All incidents and near misses must be reported to the MD

Enter details into an Environmental Incident Record

a) Date of the Incidentb) Timec) Aread) Job Number (if applicable)e) Details of the Incidentf) Category of the Incident

The incident is assessed and depending on the category, actions taken accordingly

On completion of any actions taken, update the Environmental Incident Record

The cause of the incident is assessed and details entered into the Environmental Incident Record

a) Actions takenb) Date and Time completed

From the assessment, operational improvements or additional actions may be identified to prevent repeat

incidents. Any such details are entered into the Environmental Incident Record

Testing

At least annually a practice exercise will be undertaken to check the effectiveness of the

Incident Control Procedure

The practice exercise will consist of various elements

a) Selection of a Categoryb) Setting up an incident using inert materialsc) Witness activitiesd)Complete dummy incident report

Assess results of the exercise and report findings

Satisfactory?

File report in the Environmental Incident File

Review procedure with management and agree changes as required

No

Repeat exercise

Yes

Health & Safety Procedures

HAZARD IDENTIFICATION AND RISK ASSESSMENT FLOW 27

Review the controls with thosepersons with responsibilities for the processes.

Review each hazard and identify the additional controls (if required) to prevent or minimise the

risk identified. Record details on the Risk Assessment Record

Produce and approve MethodStatements (if applicable)

Open a Risk AssessmentRecord

b) Task / Operations / Areac) Name of person undertaking the assessmentd) Date of the assessment

Where risks or hazards are identified establish the category based on Appendix A (next

flowchart)

Record the Risk Rating of the hazard on the Risk Assessment Record

Issue RAMS to those persons involved in the processes and provide training provided as

required

Enter the Method Statementreferences on the Risk Assessment Record

File the Risk Assessment records in the Risk Assessment folder on the shared drive

JHE Ltd

Purpose To define the methods of identifying hazards in the work place and on site plus the methods of assessing the associated risks in those areas.

Scope This is applicable to all areas where hazards may be encountered

Responsibilities THE QSHE Manager, Supervisors, Electricians, Labourers, Fitter

Records Risk Assessment Records; Method Statements

Applicable Legislation Management of Health and Safety at Work Regulations 1999

ISO 18001 : 2007 4.3.1 Hazard Identification, risk assessment and determining controlsMay 2015 Issue No: 1

Audit Findings

Audit Findings

HAZARD IDENTIFICATION AND RISK ASSESSMENT- APPENDIX A

Hazard / Risk CategoriesThe category of risk level is defined as the type of hazard and its potentialimpact on the product and end user, and the likelihood of a hazard occurringbased on the process. The table below demonstrates the method of allocatingthe level of risk

(L) = the Likelihood of the hazard occurring

(S) = the Severity of the outcome

L X S = R (Risk Rating)

Risk Level0-10 = Not Significant11-15 = Needs consideration16-20 = Significant> 20 = Highly Significant

Appendix A

JHE Ltd FLOW 27A

Risk Rating Matrix

Likelihood

Sev

erity

5432

525201510

4 3 220 15 1016 12 812 9 68 6 4

ISO 18001 : 2007 4.3.1 Hazard Identification, risk assessment and determining controlsMay 2015 Issue No: 1

1 5 4 3 2

154321

LEGISLATION MONITORING AND COMPLIANCEJHE Ltd FLOW 28

Audit Findings

As a minimum annually check to establish if new legislation

has been introduced or if changes have been

introduced to existing legislation

Update Review section of Register to show that no change is required and legislation has

been reviewed

New or changed legislation

No

Yes

Enter new legislation into the Register

Enter details into Review (amendment) Page of register

Date reviewedLegislationScopeDetails of Legislation

No further actionApplicable?No

Yes

Transfer details into Compliance Checklist

Establish Control Measure(s) to Comply

Internet access to HSE information service and

notifications

Purpose : To define the methods of monitoring relevant legislation and ensuring that JHE are compliant with the relevant legislation.

Scope This is applicable to all H&S legislation which is relevant to JHE

Responsibilities The QSHE Manager and External Consultant

Records Legislation Register; Legislation Compliance Checklist

ISO 18001 : 2007 Ref 4.3.2 Legal and Other Requirements; 4.5.2 Evaluation of Compliance


Is the Company already compliant to the updated

legislation?

Enter details into Review (amendment) Page of Compliance Checklist

Yes

No Corrective / Preventive Action

All accidents/incidents/near misses must be reported to the immediate Supervisor or

Manager.

Record details in the Accident Book

Section 1: Name, home address and occupation of injured person.

Section 2: Details of person making the entry if not the injured person.

Section 3: Time, date, location and description of what happened and signature of the person entering the details. The member should tick the box to allow the rep to receive the full report.

Go to HSE Website and follow current RIDDOR Process

Is accident reportable under RIDDOR?

Yes

No

No action requiredIs an investigation required?No

ACCIDENT/INCIDENT REPORTINGJHE Ltd FLOW 29Purpose : To establish the methods of controlling the reporting accidents and incidents and the subsequent investigation

Scope : This is applicable to the reporting and investigation of all incidents, near misses and accidents

Responsibilities : THE QSHE Manager, Supervisors, Electricians, Labourers, Fitter

Records : Accident/Incident Investigation Report

Applicable Legislation : Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995

Assess the details to establish thecauses

Once the causes are known update the Incident Investigation Report

Agree actions to be taken and update the Accident / Incident Report

a) Action to be takenb) Those responsible for the actions

Monitor the actions and on completion check if they are satisfactory

Update the Incident InvestigationReport

This may involve:Interviews with peopleAssessment of the site / areaAssessment of equipment.

OK?

Yes

a) Date completedb) Checked by

Yes

No

ISO 18001 : 2007 Ref 4.5.3.1 Incident InvestigationMay 2015 Issue No: 1

Audit Findings

Management Review

Audit Findings

Enter details into the PAT register

Every 2 years arrange to have equipment tested by a competent

person

On completion of testing obtain a certificate

Update the PAT register (unless this is provided by the competent third party

undertaking the PAT inspectiona) Date checked

Remove any equipment which is found to be faulty or has failed a test

Control/identify equipment to ensure that it is not used

Arrange for replacement item or repair (if required)

Faulty Equipment

a) Descriptionb) Serial numberc) Date entered

Testing Equipment

PORTABLE APPLIANCE TESTING (PAT)JHE Ltd FLOW 30Purpose : To define the methods of testing portable, electric or electronic appliances.

Scope : This is applicable to all equipment that has been identified as requiring PAT testing

Responsibilities : The QSHE Manager

Records : Test Certificates: Portable Appliance Test Register

Applicable Legislation : Electricity at Work Regulations 1989, Health and Safety at Work Act 1974

ISO 18001 : 2007 Ref 4.3.2 Legal and Other RequirementsMay 2015 Issue No: 1

a) DO NOT USE label/signb) Place in a safe quarantined area

Audit Findings

Arrange periodic visits to office, workshop and sites

Carry out checks

Record findings on the H&SMonitoring report

Date of inspectionInspected bySite/DeptNames of persons interviewedProcesses checkedDetails of findings

Monitor the actions and on completion check if they are satisfactory

File report

This may involve:Interviews with peopleAssessment of the site / areaAssessment of equipment.

ActionRequired?

Yes

Detail actions required

Issue H&S Inspection report and arrangements to

persons assigned actions

On completion re-check action and update report

H & S MONITORINGJHE Ltd FLOW 31

Purpose : To control the periodic inspection of sites, workshop and offices to monitor and assess the effectiveness of the H&S System.

Scope: This is applicable to all H & S Monitoring

Responsibilities: The QSHE Manager

Records: H&S Monitoring Reports

Applicable Legislation: Health and Safety at Work Act 1974

ISO 18001 : 2007 Ref 4.5.1 Monitoring and MeasurementMay 2015 Issue No: 1

No

No

Yes

Audit Findings

Every 12 months conduct a fire drill

Observe the response by staff during the fire drill

Fire Inspections

Fire Drills

Date heldObservationsAny actions required

Record details of drill

Action reqd?Yes

Carry out action

Carry out fire drill to check effectiveness of action

OK?Drill completed

Check fire equipment annually as a minimum


Record details of inspection

Action reqd? Yes Carry out action

Carry out fire drill to check effectiveness of action

OK?Inspection completed

AlarmsExit signs and doorsFire extinguishers

Yes

FIRE CONTROLSJHE Ltd FLOW 32

Purpose : To determine the methods of carrying out fire drills and inspections.

Scope: This is applicable to all drills and inspections undertaken

Responsibilities: The Health and Safety Representative.

Records: Fire Drill and Inspection Record, Audit Report, Actions Reports

Applicable Legislation: Fire (Scotland) Act 2006

ISO 18001 : 2007 Ref 4.3.2 Legal and Other Requirements


NoNo

No

Audit Findings

Every 12 months review the Fire Risk Assessment

Undertake fire risk assessments if the following have changed

Fire Risk Assessment Review


Record details of assessment along with any findings

Where actions are required review with relevant parties and raise an

Action

OK?

Yes

No

No

File Action report

ProcessesMaterialsChemicalsRoom configuration

On completion of the actions check that they have been

completed in line with requirements and are effective

ISO 18001 : 2007 Ref 4.3.2 Legal and Other Requirements 4.4.6 Operational Control


FIRE CONTROLSJHE Ltd FLOW 32A

Audit Findings

Enter details of all chemicals used into the COSHH Register

Undertake assessment

Record details of assessment along with any findings on the

assessment record

Sign off assessment record and update the COSHH Register

Product name / Description and UseManufacturer

Raise a COSHH Record

Action Reqd?Yes

Review

Make changes to the instruction

Issue new instruction

Ensure all employees using the substance is aware of COSHH

assessment and controls

COSHH ASSESSMENTSJHE Ltd FLOW 33

Purpose : To set out the methods of undertaking COSHH asessments

Scope: This is applicable to all COSHH Assessments undertaken

Responsibilities: THE QSHE Manager, Supervisors, Electricians, Labourers, Fitter

Records: COSHH Register; COSHH Records

Applicable Legislation Control of Substances Hazardous to Health Regulations 2002 (COSHH) as amended



No

Audit Findings

PPE ISSUEJHE Ltd FLOW 34

Purpose : To control the issue, instruction and checks of PPE

Scope: All PPE issued

Responsibilities: QSHE Manager, Supervisors, Employees

Records: PPE Issue Register

Applicable Legislation: PPE at Work Regulations 1992


Issue No: 1

Responsibility

Issue PPE as required (free of charge)

Provide instruction on use of PPE if required

No action

Management

Obtain signature of recipient

Prior to use, conduct visual inspection of PPE

Issue of PPE

Checks of PPEAll staff

Is new PPE required? Request replacement of PPE

No

Yes

May 2015

IMS Procedures Manual ISO 9001 : 2008 ISO 14001 : 2004 ...

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