Mc phillips integrated management system manual (1)

Management Systems Policy Manual. Issue No: 5 27.03.13 Page 1 of 15

Integrated Business Management System

ISO 9001 2008 ISO 14001 2004 OHSAS 18001 2007

McPhillips (Wellington) Limited Horton House Hortonwood 50 Telford Shropshire TF1 7FG

Tel: 01952 670440 Fax: 01952 670388

www.mcphillips.co.uk [email protected]

This integrated business management system is authorised in its entirety (i.e. to incorporate all pages), as the definitive document defining the Business Management System at McPhillips (Wellington) Limited.

Controlled Copy

Signed:

Safety, Training & Quality Manager


Revision Record Sheet Date

Section Page No.

New Issue No.

Reason for Change Authority

27.01.09 27.01.09 04.03.09 01.09.11 07.11.11 27.03.13

Throughout document Exclusions Section headed “Exclusions and Justifications” deleted, including “Scope Exclusion” SHE Appendix – 4.5.2 Evaluation of Compliance 4.6 Management Review All relevant sections

1 6 6

14

15

All

2 2 3 4 4 5

Amended to read ISO 9001:2008 Scope of Cover clarification Deletion of Exclusion from scope of cover. Revision to detail of Evaluation of Compliance Combined Management Review process Organisation Changes

J Butler J Butler J Butler J Butler J Butler S Bishop

This page will be re-issued to holders of controlled copies of the Business Management System, together with the revised page(s), by the Management Representative, whenever pages are revised.


COMPANY PROFILE

McPhillips (Wellington) Limited was founded by Jim McPhillips in 1963 and became a limited company in

December 1964. The Company has enjoyed sustained growth over the years and currently employs

approximately 250 people providing award winning civil engineering and building solutions throughout the

Midlands, North West England and Wales.

The Company remains family owned and managed with Peter McPhillips and Nicholas McPhillips as Joint

Managing Directors.

McPhillips has been based in Shropshire since its inception and moved to its present purpose built

headquarters at Hortonwood, Telford in 1989. This extensive facility incorporates modern office space with

fully integrated IT infrastructure, Plant Maintenance Workshop and a bespoke Training Centre.

McPhillips has always carried out operations utilising its directly employed workforce which currently stands

at over 210 highly trained, skilled and experienced construction personnel. McPhillips believes this strategy

provides reductions in risk, as well as advantages in the control of quality, resourcing, co-ordination and

health & safety. The Company is committed to local employment, with 92% of personnel living within 20 miles

of its Telford offices.

A modern fleet of plant and equipment ensures that the correct apparatus is available when required. An in-

house Plant Department provides approved servicing, repair and calibration to maintain these assets and a

rolling replacement programme guarantees efficient and reliable machinery.


MANAGEMENT POLICY PRINCIPLES

McPhillips are committed to setting and maintaining high standards of system management and co-operating with all regulatory authorities to ensure a safe, healthy and environmentally acceptable code of working practices for its activities. Our aims are to manage and reduce any negative impacts of the business on our Employees, stakeholders and the environment. Other detailed policies are available in support of this declaration and publicly available.

OBJECTIVES

The purpose of this policy is to give the overall intentions and the direction of the organisation as related to Quality, Health, Safety & Welfare of our employees, Stakeholders, our Environment and the international standards to which we subscribe. This Policy is subject to annual review or following significant changes to our business practices, it is also available to any interested party and provides the framework for establishing Quality, Health, Safety, Welfare and Environmental Targets and Objectives. This policy is a living document and is a formal statement of direction endorsed by the Senior Management Team and the Managing Directors. The following statements are made in support of the Management system.

STATEMENTS OF INTENT

• We will implement and maintain a documented SHEQ management system.

• We will provide adequate resource, time people and finance.

• We will ensure that all our employees and associates who come under our control have the requirements of our standards communicated to them and also that we will ensure these requirements are understood.

• We are committed to continual improvement of the integrated management system with regard to SHEQ activity.

• We will strive to prevent injury and ill health to employees or stakeholders who are subject to our activities.

• We are committed to prevention of pollution.

• We will comply with all relevant current and future legislative and other requirements.

• We will review our SHEQ performance through appropriate measurement & Analysis to support our continual improvement of the Management system and our associated business performance.

Mr P F J McPhillips Mr N P J McPhillips

Joint Managing Director Joint Managing Director


Scope of Cover McPhillips (Wellington) Limited is committed to maintaining and improving its service to its customers for: -

“Civil Engineering and Building Contractors incorporating the management of design and development of a wide range of construction projects to the private & public sectors.”

Quality Management McPhillips (Wellington) Limited will monitor its performance in line with Customer Satisfaction and the international standard ISO 9001:2008 and will manage its business to meet the Business Objectives of which the measurable Key Performance Indicators are listed below and at the same time strive for Continual Improvement in the Business.

Business Objectives & KPI’s

• Safety & Health

• Environmental

• Quality

• Economic Sustainability

• Honesty, Respect, Integrity

• Customer Satisfaction


MANAGEMENT SYSTEM DOCUMENTATION

The documented management system implemented at McPhillips (Wellington) Limited is based around this level 1, Policy Manual, level 2, Process Procedures, level 3, Quality Documents, level 4, Work Instructions. This document sets the management’s policy and plan for the Company. Process Procedures describe mandatory controls for all activities; from the processing of an enquiry, to the receipt of payment for services provided. There is a quality document matrix McP 01 that controls the issue status of all documents in level 3. The above-mentioned documents are all based upon the requirements of nationally / internationally recognised models / requirements / standards / specifications.

Documented System Structure

Level 1

Policy Manual

Level 2

Processes / Procedures

Level 3

Documents / Forms

Level 4

Work Instructions


Corrective Action

QAP 05

Control of Documents

QAP 01

Control of Records QAP 02

Non-Conforming Product

QAP 04

Internal Audits

QAP 03

Tendering QAP 08

Contract Awarded QAP 09

Management of Design & Drawing Reg. QAP 11 & 20

Construction

QAP 10 & 22 QAP 21

Suppliers

QAP 12

Purchasing / GI / Inv. QAP 13 & 14

Calibration QAP 16

Competency & Skills QAP 15

Valuation & Costing QAP 19

Preventive Action

QAP 06

Management Review

QAP 07

Plant

QAP 18

Customer Feedback

QAP 17

COMPANY PROCESS MAP

Customer Communication

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COMPANY CORE ACTIVITIES

COMPANY CORE ACTIVITIES

SUPPORT ACTIVITIES

SUPPORT ACTIVITIES

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Organisation Structure

BOARD OF DIRECTORS

Safety, Health

Company Secretary Training and & Safety

Quality Manager * Consultant

Commercial Director Contracts Director

Deputy Quality Manager ** ***Environmental Manager

Contracts Manager

Plant/Transport Manager

Purchasing Site Agent Yard Manager Fitters/

Manager Mechanics

Site Foreman Site Engineer Yard Foreman Lorry Drivers

General Machine

Operative Operator

* Safety, Training & Quality Manager - Stuart Bishop

** Deputy Quality Manager - Andrew Dunham

*** Environmental Manager - Stuart Mackenzie


Roles, Responsibility, Accountability & Authority

Responsibility & Authority

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Strategic Development

Marketing & Sales

Financial Matters

Quality Assurance

Client Relationship

Workforce / Plant Prog.

IT System Reliability

Staff Training &Competency

Health & Safety

Environmental

Primary Secondary


Appendix 1 HSE Management Requirements.

4.1 General Requirements

Objective. To implement and maintain a documented integrated Management System which along with the

internationally recognised standards satisfies our wider business objectives and meets our Corporate Social

Responsibility obligations.

The Business Management System scope includes the meeting of ISO 9001: 2008, ISO 14001:2004 & BS

18001: 2007 standards in full. The system is fully integrated utilising both electronic and paper media. The

core processes are ISO 9001: 2008 with supporting activities arranged for management of Health, Safety and

Environment.

Process / Procedure. N/A

Documents

Business Manual Document.

Owners: Stuart Bishop, Andrew Dunham & Stuart Mackenzie

4.2 Policy The following document is a statement of intent specific to the requirements of Environmental

Management Systems 14001:2004, Quality Management ISO 9001:2008 and Health & Safety BS 18001:

2007.

Objective. To ensure that all our employees, associates, members of the public, any other interested party or

any other body employed on our behalf is aware of our intentions with regard to Quality, Health, Safety and

the Environment while carrying out our Business Activities.


Documents

Integrated Policy Document. Page 4 of manual.

Owners: Stuart Bishop, Andrew Dunham & Stuart Mackenzie.

4.3 Planning – The following procedure defines how our Business Management System satisfies the

requirements of our Business Activity, ISO 9001: 2008, 14001:2004 & BS 18001: 2007. Business planning is

core to the success of our operation and the following activities are specific our Objectives.

4.3.1 Aspects and Impacts. Hazard Identification, Risk Assessment and Control.

Objectives. To ensure that all our activities whether administrative, support such as maintenance and supply

yard, site work evaluate their activities with regard to Environmental impact.

Analysis will determine our organisational activities that have an interaction with the Environment. We will

endeavour to evaluate both site and Head Office. When established our Aspects and Impacts evaluation will

be the basis for generating meaningful, measurable and achievable targets and objectives.

Specific controls will be in place to mitigate any potential adverse effects; these may take the form of

Training, Inspections, Communication, and Work Instruction, Toolbox talks. Consideration will be for

normal and abnormal scenarios.



Documents.

Aspects and Impacts Register

SHEQ KPI’s

HS Risk Assessments

Env. Risk Assessments

Training Database


4.3.2 Legal & Other Requirements.

Objectives. To ensure that the organisation and its activities fully comply with current & future Legislation

and also to any other requirements that may have influence on the organisations activities.

Our Organisation will evaluate the applicable legislation that applies, we will endeavour to meet all current

and future legislative requirements, we will review our continuing compliance by regular reviews at agreed

frequencies, action plans will be implemented with timing and responsibility allocated to ensure satisfactory

closure.

We will also meet any other applicable requirements that may apply due to the customer or sector

requirements or indeed any positive influences that the company my deem benefit.


Documents

Environmental Legislation Register

Health & Safety Legislation Register

Management Review Minutes.

Other Requirements.


4.3.3 Targets and Objectives

Objectives. A management programme will be developed, establishing measurable, quantifiable standards,

measured in comparison to an agreed normalisation factor. The targets and objectives will be meaningful,

responsibility will be allocated and targets will be allocated achievable time frames. Targets and Objectives

will be established in line with our Policy, The Business & Financial influence, Interested parties and the

wider global issues that affect us all.

As a result of historical analysis and our review of significant Aspects and Impacts we will establish, review

and meet an agreed annual programme of action, which will be a demonstration of our continual

improvement and commitment.


Documents.

KPI’s



4.4 Implementation and Operation

4.4.1 Resources, Roles, Responsibility, Accountability & Authority.

Objectives. To ensure all employees engaged whether indirectly or directly involved in our business activities

has a complete understanding of their obligations with regard to Quality, Health, Safety and The

Environment.

Process / Procedure QAP 15 Competency and Skills.

Documents

Zone Plan. Site & HQ.

Organisational chart.

Defined Roles & Responsible. See HR records.


4.4.2 Competence, Training, Awareness.

Objectives. To ensure all employees and company associates engaged by or on behalf of the company, full or

part time, Head quarters or site specific have the required competence to fulfil their obligations with regard to

SHEQ.

All employees, associates and contractors employed directly or indirectly are involved in the company 14001:

2004 training and Awareness process. Records of these activities will be maintained.

Process / Procedure QAP15 Competency & Skills.

Documents

Induction.

Training Evaluation Questionnaire.

Environmental Facts

Mc Phillips certification / Training Data base.

CITB Training Plan.


4.4.3 Communication. ( 4.4.3.1 Participation & 4.4.3.2 Consultation)

Objectives. To establish effective, useful and appropriate mediums of communication with a view to

supporting our commitment of endeavouring to ensure our employees associates and interested parties

understand our intentions in regard to SHEQ.


Internal Communication – Presentations & Tool Box Talks

Documents

Notice Board.

Newsletter.

Web site. www.mcphillips.co.uk Induction.



4.4.4 / 4.4.5 Documentation & Control of Documentation

Objectives. To identify and control the required documents for the system, to ensure availability where

required, to ensure the latest authorised version is only available, to retain, locate and dispose of spent

documents in the approved manner.

Process / Procedure QAP 1 Control of Documents

Documents.

Document Matrix.


4.4.6 Operational Control

Objectives- To ensure all our activities are controlled in both normal and abnormal circumstance.

Process / Procedure

Operational Control EP 55-EP59 - EP64

Operational Control HSP 01- Site

Operational Control HSP 02- Workshop & Depot

Operational Control HSP 03 - Offices

Documents – Permits to Work – Safe Systems of Work (Risk Assessments) – Method Statements

Work Instructions

Waste Management Plans & Analysis.

Certification.

Licences.

Consents.

Environmental Risk Assessment

Suppliers, Contractors & Purchasing.

HO Site Plans including drains, utilities, fire hydrant, local watercourses, Emergency lighting and call points,

chemical and fuel storage locations.


4.4.7 Emergency Preparedness and Response

Objective- Our objective is to ensure we mitigate the adverse effects of any foreseeable Emergency scenario

wherever our business activity is involved, we will practise our response scenario, measure, analyse and

improve on it. The objective is to protect Human Beings, Safe Guard the Environment and ensure our

business can be swiftly brought back on line; our philosophy is that of prevention.

Documents

Computer Back Up

Environmental Risk Assessments

Environmental Work Instructions

H & S Risk Assessments

H & S Work Instructions

Emergency Response Performance Analysis.



4.5 Checking

4.5.1 Performance, Monitoring and Measurement.

Objective- To ensure suitable monitoring & measurement of both system and business activities are in place to

ensure suitable ongoing targets and objectives are established, driving the organisation forward in the spirit of

continual improvement with mutual benefit for the business, the community, our employees and the

Environment. The following influences are an example but not an exhaustive list of suggested measurable.

An appropriate normalisation factor will be agreed to ensure the measures have meaning.

Reduction of skips used M3.

Quantity of Construction material recycled Wood, Polythene, Brick and Mortar etc

Fuel used in litres converted to C02. Conversion factor is 2.68.

Kwhrs of Electricity used converted to C02. Conversion factor is 0.43.

Kwhrs of gas consumed converted to C02. Conversion is 0.19

Kgs of paper recycled against quantity purchased.

Litres of water used / saved.

System performance audits completed on time, concerns closure in target.

RIDDOR Accident Statistics, Near Miss and Health issues

Process / Procedure N/A

Documents

Business KPI’s


4.5.2 Evaluation of Compliance.

4.5.2.1

4.5.2.2

Objectives- We have established a method to ensure our business and the system is and remains fully

compliant with all its Legal and other Requirements.

Process / Procedure.

Evaluation of Compliance – Environmental Legislation

Evaluation of Compliance – H & S Legislation

Documents

SMS

Internal & External Audits

R G Wilbrey – Facility, Equipment & Site Inspections

Review of Near Misses & Risk Assessments

Contract Managers and /or Directors Observations

EMS

Internal & External Audits

Regulatory Inspections – i.e. EA & Clients

Review of Incidents

Environmental Managers and /or Directors Observations

Management Review



4.5.3 Non Conformity, Corrective Action, & Preventive Action.

Objectives- to ensure all environmental concerns whether a near miss, actual situation, concern raised as a

result of any of our SHEQ triggers is progressed to satisfactory closure.

Process / Procedure

QAP 04 – Control of Non-Conforming Product

QAP 05 – Corrective Action

QAP 06 – Preventive Action

RG Wilbrey (Consultants) Ltd –Monthly Site Inspection Reports

Documents.

NCR Monitor

Observations Monitor

Complaints Register

Owners. Stuart Bishop, Andrew Dunham & Stuart Mackenzie

4.5.4 Control of Records.

Objective- To identify, store and dispose of all required Management System Records. To ensure they remain

available and legible, they are not circulated to unauthorised recipients whether intentionally or not, records

subject to Data Protection Act will be treated accordingly. Records can be hard paper, Marketing material,

magazines or electronic and includes our intranet facility.

Process / Procedure. QAP 2 Control of Records.

Documents

Quality Document Matrix.


4.5.5 Internal Audits.

Objectives- To establish a full programme of auditing activity to ensure continuing suitability of all system

Manuals, Policy, Procedures, Documents, Work Instructions and statutory obligations are effective and

opportunity for improvement is identified.

Process / Procedure QAP 3 Internal Audit.

Documents.

Quality Audit Programme

Environmental Audit Programme

Health & Safety Audit Programme


4.6 Management Review.

Objectives- To ensure at least once per annum our complete management system is reviewed for continuing

suitability.

Process / Procedure.

QAP 0 7 Management Review

EP 54 Management Review

H&S Management Review

Documents

Owners: Directors & Safety, Training & Quality Manager & Environment Manager