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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14th May 2015 0.1 -- New document (part of the IMS which superseded and combined the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
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
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
May 2015 Issue No: 1
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
May 2015 Issue No: 1
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
May 2015 Issue No: 1
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
May 2015 Issue No: 1
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
May 2015 Issue No: 1
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
May 2015 Issue No: 1
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
May 2015 Issue No: 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
May 2015 Issue No: 1
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
May 2015 Issue No: 1
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
May 2015 Issue No: 1
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
May 2015 Issue No: 1
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
May 2015 Issue No: 1
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
May 2015 Issue No: 1
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
May 2015 Issue No: 1
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
May 2015 Issue No: 1
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
Employee attends site and undertakes work as per
contract
Is the work short term (1-2 days)?
Ensure daily Job Sheet is completed & signed off
Prepare Site File
Employee attends site and undertakes work as per
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
May 2015 Issue No: 1
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?
Make arrangements for 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
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
May 2015 Issue No: 1
No
Yes
No
JHE Ltd Control Panel Design FLOW 18A
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
Submit quote (including JHE services/materials) to client
Await client purchase order
Produce drawings for approval
Await client approval to build
Confirmation:E-mailSigned approvalFaxScan
Order materials
Purchasing
Build panel as per specifications & drawings
Is interim inspection required? Inspection Ok?
Make adjustments/rework
Install back plate into enclosure
Go to next page
Yes
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
May 2015 Issue No: 1
No
Yes
Yes
Yes
No
No
No
Yes
JHE Ltd Control Panel Design FLOW 18B
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 : 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?
Make arrangements for 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?
Make adjustments/rework
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
May 2015 Issue No: 1
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
May 2015 Issue No: 1
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
Responsibilities : Technical Director
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
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
May 2015 Issue No: 1
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
Confirmation:E-mailSigned approvalFaxScan
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
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
May 2015 Issue No: 1
No
Yes
No
Submit quote (including JHE services/materials) to client
Await client purchase order
Produce drawings for approval
Await client approval
Confirmation:E-mailSigned approvalFaxScan
Order materials
Purchasing
Install as per specifications & drawings
Is interim inspection required? Inspection Ok?
Make adjustments/rework
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
May 2015 Issue No: 1
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
May 2015 Issue No: 1
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
May 2015 Issue No: 1
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
May 2015 Issue No: 1
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
May 2015 Issue No: 1
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
May 2015 Issue No: 1
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
Date heldObservationsAny actions required
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
May 2015 Issue No: 1
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
Date heldObservationsAny actions required
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
May 2015 Issue No: 1
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
ISO 18001 : 2007 Ref 4.3.2 Legal and Other Requirements 4.4.6 Operational Control
May 2015 Issue No: 1
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
ISO 18001 : 2007 Ref 4.3.2 Legal and Other Requirements 4.4.6 Operational Control
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