sheq integrated management system … · web viewbs en iso 9001:2015 and transition to en...

3rd Draft

0 | P a g e/ tt / fi l e _ c o n v e r t / 5 e 6 9 c b 9 8 7 3 3 8 0 2 2 3 7 1 6 4 2 b a 2 / d o c u m e n t . d o c x

Simkiss Group of Companies Bentley AvenueSlattocks MiddletonManchesterM24 2GP

0161 655 6230

Uncontrolled When SHEQ INTEGRATED MANAGEMENT SYSTEM MANUAL

Issue :1 Revision: 0 April 2018

Approved by: Paul Simkiss (Managing Director)

Simkiss Control systems LtdBentley avenue

MiddletonManchesterM24 2GP

Tel – 0161 655 6230Fax – 0161 655 [email protected]

Issue and Authorisation

SHEQ INTEGRATED MANAGEMENT SYSTEM PROCEDURES MANUAL

The Issue of this document, and the date of approval, is as stated at the footer of the page. It is the property of:

Simkiss Control Systems LtdAdditional copies may be produced, and shall be identified as controlled copies for those working within and on behalf of the organisation (employees and sub-contractors). Uncontrolled copies of whole, or part, of the Quality, Environmental, OHSAS & Procedures Manual may be issued upon request and at the discretion of the SHEQ Representative as long as they are identified as uncontrolled and it is explained to the recipient that the information contained is only correct at the time of issue and does not come under the document control procedure therefore updates would not be issued.It is imperative that all those that are issued with controlled copies wholly understand their responsibilities and tasks relating to the procedures that refer to their specific job descriptions, the organisations Quality Policy, Health & Safety Policy and Environmental Policy along with Business/Quality/Health & Safety/Environmental Objectives.

Table of Contents

Issue and Authorisation.....................................................................................................................1

Table of Contents...........................................................................................................................2


http://WWW.simkiss.co.uk/

mailto:[email protected]

Glossary of Terms..............................................................................................................................4

1.0 History.......................................................................................................................................5

2.0 Vision.........................................................................................................................................5

3.0 Mission statement.....................................................................................................................5

4.0 Core values................................................................................................................................6

5.0 Company Aims and Objectives 2019..........................................................................................7

6.0 Scope.........................................................................................................................................8

7.0 SHEQ Integrated Management Policy Statement......................................................................9

8.0 Health and Safety Policy Statement.........................................................................................10

9.0 ENVIRONMENTAL POLICY........................................................................................................11

10.0 QUALITY POLICY STATEMENT..................................................................................................12

11.0 SHEQ Integrated Management System Manual Change Register............................................13

12.0 Closest Hospital.......................................................................................................................16

13.0 Quality, Safety and Environmental Management Overview...................................................19

14.0 Responsibility & Authority.......................................................................................................21

1. Managing Director...................................................................................................................21

2. SHEQ Manager.........................................................................................................................22

3. Staff.........................................................................................................................................24

15.0 Integrated Management System.............................................................................................26

16.0 Procedures...............................................................................................................................28

Procedure 1 Monitoring, Measurement & Improvement................................................................28

Procedure 2 Internal Audit..............................................................................................................32

Procedure 3 Corrective Action, Preventive Action & Improvement................................................34

Procedure 4 Quality, Environmental, OHSAS Records.....................................................................36

Procedure 5 Control of Computerised Records and Data Protection..............................................37

Procedure 6 Resource Management...............................................................................................39

Procedure 7 Control of Engineering................................................................................................40

Procedure 8 Control of Manufacturing............................................................................................43

Procedure 9 Control of Contracting and CDM.................................................................................46

Procedure 10 Control of Drawings / Modification...........................................................................49

Procedure 11 Specification Control.................................................................................................51

Procedure 12 Control of Supplier / Supplier Approval.....................................................................53

Procedure 13 Control of Order/ Enquiry / Purchasing.....................................................................55

Procedure 14 Control of Complaints...............................................................................................57


Procedure 15 Control of SHEQ Legislation.......................................................................................60

Procedure 16 Control of Risk Assessment / Method Statement / Safe Systems Of work................62

Procedure 17 Control of Hazard Reporting / Suggestion Slips.........................................................64

Procedure 18 Control of Accident, Incident Near Miss Investigation..............................................66

Procedure 19 control of Work-Related Ill Health.............................................................................69

Procedure 20 Control of Emergency Procedures / Evacuation / Fire and First Aid..........................72

Procedure 21 Control of welfare.....................................................................................................75

Procedure 22 Control of Personal Protective Equipment................................................................77

Procedure 23 Control of Plant and Equipment................................................................................79

Procedure 24 Control of Calibration................................................................................................82

Procedure 25 Control of COSHH......................................................................................................85

Procedure 26 Control of Information, Instruction, supervision and Training..................................88

Procedure 27 Control of Display Screen Equipment........................................................................90

Procedure 28 Control of Environmental aspects and Impacts.........................................................92

Procedure 29 Control of Management............................................................................................94

Procedure 30 Control of Waste Management procedure..............................................................96

Procedure 31 Control of Job Description procedure.......................................................................96

Glossary of Terms

PDCA – Plan do check act

OH&SMS - Occupational Health and Safety Management System

IMS – Integrated management system


1.0 History

Founded in 1999 Simkiss Control Systems is a quality systems integrator providing industry with total control solutions incorporating project management, electrical & mechanical design, control panel and MCC manufacture, PLC and SCADA programming, installation and commissioning.

Driven by owner and Managing Director Paul Simkiss (letters after name) , what started as idea quickly developed into a successful business strengthened by the acquisition and integration in 2007 of Varcol Electrical Services Ltd, a well-known systems integration company name, renowned for their quality and service, established in 1973.

The 2007 acquisition lead to the foundation of the Simkiss Group now one of the largest control system manufacturers in the north of England.

Over the years Simkiss has experienced year on year growth and is now a multi-million-pound organisation with a customer base ranging from major blue-chip companies, through to small, owner operated businesses.

2.0 Vision

Simkiss commit to achieving excellence in engineering through;

Continuously developing our skilled and motivated team Working with our clients to develop fully integrated, value added solutions Promoting SIMKISS as the first choice for all

3.0 Mission statement

“To be the first choice provider of innovative electrical engineering solutions delivered by talented people” Feb 2019


4.0 Core values

Support each other

Integrity

Motivated

Knowledge, experience

Innovation

Solution focussed

Sustainable


5.0 Company Aims and Objectives 2019

1. To launch the Simkiss integrated management system (IMS), providing a seamless transition while educating all staff on updates to processes and procedures.

2. To further develop the existing CDM systems of work along with our clients, streamlining systems and processes increasing safety, environment and quality on site, while cutting down on the amount of paper used.

3. To improve communication throughout the business at all levels.

4. To increase efficiency by using the process of upskilling creating robust happy employees, increasing employee retention and creating a positive working culture. .

5. To re-launch the integrated HR system to the business.

6. To maintain continuous improvements of safety, environment and quality.

7. To create a Brexit strategy looking at the possible aspects and impacts that may or may not affect the company going forward

8. Retain 84% of turnover from existing clients through seamless delivery of goods and services while continually driving a positive safety, environment and quality culture

9. Obtain £1 Million of turnover from new clients


6.0 Scope

Simkiss has combined, streamlined and rolled out a Integrated Management Systeminto one complete framework, enabling Simkiss to work as a single unit with unified objectives

The requirements are aimed at achieving safe working practice, environmentally safe working and awareness, health and stability for staff, customers and the general public where applicable, high standards in quality/efficiency and customer satisfaction by meeting requirements through applying the Integrated Management System, continuous improvement and by avoiding nonconformity.

Under the general duties placed on employers by the Health & Safety at Work Act 1974 (as far as reasonably practicable), is the requirement to provide a safe place and safe systems of work. Simkiss Control Systems Ltd class Health and Safety as a major objective within their working strategies and make safety a main priority, encouraging staff, customer and the general publics (where applicable) health, safety and wellbeing.

With key clients operating in the critically important electricity, gas, water (utilities), rail sectors, the company is increasingly aware of the growing importance of corporate social responsibility, ensuring society progresses in a way that both secures the sustainable use of resources and that the environment is protected and nurtured both for current and future generations.

The Simkiss Control Systems Ltd, Quality, Environmental and OHSAS, Management System shall conform to all the requirements of ISO 9001:2015. ISO 14001:2015 and OHSAS 18001:2007

The Simkiss Control Systems Ltd Management System shall also ensure that all their activities conform to current statutory & regulatory requirements.


7.0 SHEQ Integrated Management Policy Statement Simkiss Control System Ltd provides a complete and comprehensive range of products and services that includes the management, design, manufacture, testing, installation and commissioning of control equipment and process instrumentation for industrial and commercial applications for clients both in the UK and overseas, that meet the requirements of ISO 9001:2015, ISO 14001: 2015 and OHSAS 18001 migration to ISO 45001 through the implementation of an Integrated Management System. This commitment will ensure the company achieves customer satisfaction, product delivery in an environmentally sustainability manner and a low risk working environment for all Staff, customers, contractors and the general public where applicable.The company works to the requirements of ISO 9001:2015, ISO 14001: 2015 and OHSAS 18001 migration to ISO 45001. Simkiss Control System Ltd will promote the following objectives to the stakeholder and employees:The implementation of appropriate organisational structures for the management of quality, health and safety and the environment with clear definition of duties and responsibilities for all employees (all persons working for and on behalf of the organisation):

The Managing Director has direct responsibility for the general overview of quality, health, safety and welfare and environment within the Company.

The implementation and promotion of defect, accident and ill health and environmental incident prevention programmes.

The delivery of training, seminars and workshops in the sharing of best practice in quality, safety environment management for all employees

The promotion of a culture that embraces quality, pollution prevention and sustainability with a low risk work environment by ensuring effective representation and participatory strategies for all the employees of Simkiss Control Systems Ltd:

Clear and comprehensible instructions and guidance for all employees and an understanding of the law and its implementation.

Motivation of employees by target setting and positive reinforcement Utilisation of practical codes of good quality, health and safety and environmental practice

which are comprehensible and accessible for all employees. Systems to ensure a satisfactory level of competence amongst employees to their level of

responsibility including adequate training.Mechanisms and systems to ensure the progressive improvement of quality, health and safety and environment for all those employed by Simkiss Control System Ltd:

Mechanisms and systems for the progressive identification and the removal of risks involving injury, quality defects or incidents involving environmental damage.

Proactive and reactive systems for monitoring and measurement of activities, achievement and performance.

Appropriate reporting systems for near misses, accidents/incidents, and ill health.Effective liaison and collaboration with the regulatory authorities, standard setting bodies, professional institutions and trade associations:

That will enable Simkiss Control System Ltd to operate in full compliance with relevant legislation

Response to internal and external changes Evaluation of national and international standards and guidance to ensure that

Simkiss Control System Ltd remains at the forefront in quality management, accident prevention and environmental controlSigned: Reviewed Date: 2 April 2019

Managing Director


8.0 Health and Safety Policy Statement

For the SIMKISS GROUP OF COMPANIES Health & Safety at Work Act 1974Our statement of general policy is:

1. To ensure that all work activities are undertaken in accordance with the Health & Safety at Work Act 1974 along with the Management of Health and Safety at Work Regulations 1999, applicable regulations and approved codes of practice.

2. To provide adequate control of health and safety risks, arising from our work activities as far is reasonably practicable, and in doing so, ensure safe and healthy working conditions, equipment and safe systems of work, thereby enhancing company efficiency and business performance, promoting a safe and positive working culture.

3. To ensure that managers, staff and all employees fully understand the scope of their responsibilities by means of their respective Induction Manual and through regular reviews, meetings and discussions.

4. To ensure that all staff are competent to undertake their task and adequate information, instruction, training and supervision is effectively communicated to and provided for employees, by means of regular meetings, training, information boards, memos, newsletters and liaison with safety representatives.

5. To involve employees and safety representatives in the health and safety organisation and systems within the company, and to provide an approachable, informed management team who liaise with safety representatives, to ensure employees have the knowledge and support necessary to secure a safe, and healthy working environment.

6. To provide and maintain safe plant and equipment for use during working activities.7. To ensure, wherever is reasonably practicable, the control of situations and safe handling of

materials and substances, hazardous to health.8. To prevent accidents and cases of work related ill health and occupational disease.9. To provide adequate first aid and welfare facilities.10. To provide effective fire & emergency prevention, and control procedures.11. To be committed to improving the health, safety and welfare within the organisation. The

responsibility of Health & Safety ultimately lies with the Managing Director, who will ensure adequate resources are available, in order that the policy of the company can be effectively carried out.

12. The Managing Director and senior management are committed to providing leadership in Health & Safety matters, their decisions will reflect the aims and objectives of the company health & safety policy and will ensure that the review and revision of this policy is this policy is carried out on an annual basis, or more frequently if deemed necessary due to change.

Signed: Date Reviewed: 20th

November 2018

Managing Director10 | P a g e

/ tt / fi l e _ c o n v e r t / 5 e 6 9 c b 9 8 7 3 3 8 0 2 2 3 7 1 6 4 2 b a 2 / d o c u m e n t . d o c x

9.0 ENVIRONMENTAL POLICY Simkiss Group is an established and quality driven company at the cutting edge of the electrical and mechanical control systems industry sector.

The company provides a complete and comprehensive range of services that includes the management, design, manufacture, testing, installation and commissioning of control equipment and process instrumentation for industrial and commercial applications both in the UK and overseas

With a large and diverse array of clients working in the critically important electricity, gas and water industry sectors, the company is acutely aware of the increasingly urgent need to secure a sustainable future for all through using resources wisely and ensuring the environment is protected and nurtured both for current and future generations

Recognising that it can and does have a range of local, regional and global environmental impacts, the company has therefore developed and implemented an Environmental Management System (EMS) that will ensure that wherever and whenever possible, it will prevent, control or minimise any impact to the environment arising from its operations and activities.

In order to ensure the environmental management system is embedded effectively across all aspects of the company, the following key commitments have been adopted:

To comply with all relevant environmental legislation, codes of practice and other requirements to which the company subscribes, and which relate to its environmental aspects

To prevent pollution of the environment whenever and wherever possible

To continually improve the environmental performance of the company through setting and reviewing, annually as minimum, relevant objectives and targets

To uphold and improve the employee environmental awareness programme.

To ensure contractors, sub-contractors and employees work in accordance with the commitments of this policy

To build upon our current good practice and develop an environmentally sound business culture.

To share this policy with employees, shareholders and customers as and when appropriate or requested

Signed: Reviewed Date: 06th December 2019

Managing Director11 | P a g e


10.0 QUALITY POLICY STATEMENT

In pursuing its business objectives, it is the policy of Simkiss Control Systems Ltd. to provide its customers with products and services which satisfy their needs and expectations in a timely and cost-effective manner. To achieve this, it is our company policy to ensure that:-

Management systems are operated which assure a consistently high level of quality, whilst meeting customer, statutory and regulatory requirements.

Customer requirements and expectations of product and service are determined and systems are developed to meet these requirements and expectations in order that they may be fulfilled in a cost-effective manner with the aim of enhancing customer satisfaction.

Contributions to quality improvement are actively encouraged.

To this end, it is our objective to maintain a quality management system in accordance with the requirements of BS EN ISO 9001:2015 and transition to EN ISO9001:2015 whilst striving to continually improve the effectiveness of our Quality Management System.

This company policy is communicated to all levels within the organisation and arrangements are in place to demonstrate that it is understood, implemented and maintained through the management system procedures. Furthermore, this policy and its objectives will be continually reviewed for suitability via our Management Review system.

………………………………………………………………. Paul SimkissManaging Director19th November 2018


11.0 SHEQ Integrated Management System Manual Change Register

Page (S)

Issue Date

Additions / Amendments / Alterations

Author Authorised By


Page (S)

Issue Date




12.0 Closest Hospital

The Closest hospital in the instance of an emergency to Simkiss Control Systems Headquarters is detailed below.

In the situation of a Life-threatening emergencyCall 999 in a medical emergency – when someone is seriously ill or injured and their life is at risk.Medical emergencies can include but are not restricted to:

loss of consciousness an acute confused state fits that are not stopping persistent, severe chest pain breathing difficulties severe bleeding that cannot be stopped severe allergic reactions severe burns or scalds heart attack stroke

Call 999 from any company phone, mobile or personal mobile Once you are connected to a call handler, you'll have to answer a series of questions to establish what's wrong, such as:

Where are you (including the area or postcode)?What is the phone number you are calling from?Exactly what has happened?

This will allow the operator to determine the most appropriate response as quickly as possible.

Closest Hospital details:-Royal Oldham HospitalRochdale Rd Oldham, Manchester OL1 2JH

Driving Route step by step. Middleton

M24 2GP, UK


Simkiss Group of CompaniesBentley Avenue

SlattocksMiddleton, Manchester

M24 2GP0161 655 6230

Head west on Bentley Ave33 s (0.1 mi)

Continue on A627(M) to Royton. Take the A627/A663 exit from A627(M)3 min (2.3 mi)

At the roundabout, take the 4th exit onto A627(M) heading to Leeds/M62/Rochdale/Oldham0.7 mi

At the roundabout, take the 2nd exit onto the A627(M) ramp 0.4Mi

Merge onto A627(M) 0.9 mi

Take the A627/A663 exit toward Oldham/Royton/Shaw Continue on Chadderton Way/A627. Take West Hulme Way and Sheep foot Ln to Royal Parade in Oldham4 min (1.1 mi)

At the roundabout, take the 2nd exit onto Chadderton Way/A6270.4 mi

Turn left onto West Hulme WayGo through 1 roundabout0.2 mi

Slight left onto West Hulme Ave282 ft

At the roundabout, take the 2nd exit onto Sheep foot Ln0.3 mi

Turn right onto Rochdale Rd/A671213 ft

Turn right toward Royal Parade167 ft

Turn left onto Royal ParadeDestination will be on the right


13.0 Quality, Safety and Environmental Management Overview

Simkiss Control System Ltd recognises the importance of producing quality and the effective management of safety and environmental risks. Throughout its commercial activities and operations, it is committed to fostering:

The preservation and protection of the environment; Sustainable development; The maintenance of biodiversity; The prevention of work related injury or ill health, and High quality workmanship.

The directors of Simkiss Control System Ltd are responsible for providing a comprehensive infrastructure to support line management in discharging its quality, safety and environmental obligations. This shall include:

Control of relevant documentation; Effective supply chain management Inclusion of technical, sustainability and safety principles in any design,

procurement and operational activities; Quality, safety and environmental performance monitoring through audit and

review; Dissemination of information, including legal requirements, procedures,

statistics, reference material, relevant experience and audit recommendations;

Defect, accident and environmental incident investigation

Reviewing this policy to ensure that environmental issues arising from new developments and changes to legislation are properly considered

Simkiss follow the plan – do - check – act cycle (PDCA). The plan–do–check–act cycle (Figure 1) is a four–step model for carrying out change. Just as a circle has no end, the PDCA cycle should be repeated again and again for continuous improvement


Figure 1: Plan-do-check-act cycle

Simkiss also incorporate the plan - do - study - cycle (PDSA) (Figure 2). The model for improvement provides a framework for developing, testing and implementing changes leading to improvement. It is based in scientific method and moderates the impulse to take immediate action without the wisdom of careful study

Figure 2: Plan-do-study-act cycle


14.0 Responsibility & Authority

1. Managing Director

Simkiss managing director is - Paul Simkiss Has the responsibility to:

1. Provide ISO 9001, ISO 14001 & OHSAS direction and focus as applicable to Simkiss Control Systems Ltd business.

2. Ensure that adequate infrastructure is provided to support working environment & achieve quality, environmental & OHSAS objectives.

3. Ensure staff to carry out services for or on behalf of Simkiss Control Systems Ltd, are selected in line with business, contractual & quality requirements.

4. Ensure periodical internal audits of the quality environmental & OHSAS systems are carried out.

5. Conduct management reviews of the quality environmental & OHSAS system annually.

6. Review staff roles and responsibilities and personal development needs.

7. Continually review & authorize policy, objectives & processes.

8. Nominate the Quality Environmental & OHSAS Representative.

9. Define the company structure & organization.


2. SHEQ Manager

Simkiss SHEQ Manager is – Ben Johnson Tech IOSH AIEMA

The SHEQ role has three defined sections, these are Safety and Health, Environment and Quality. Each of these sections have different responsibilities that are outlined in the three lists below.The SHEQ Manager will report directly to the Directors with progress reports. Other responsibilities can include: -

Safety and Health.1 Establishing and maintaining the OH&SMS.2 Oversee the development and implementation of the company OH&SMS.3 Planning for and ensuring adequate funding and resources to support

anticipated OH&SMS activities identified and included in Site Specific Program Plans.

4 Ensuring that targets and objectives for company activities are tracked and progress is reported to company management.

5 Ensuring that all OH&SMS training requirements are conducted appropriately.6 Coordinating and carrying out audits assessing the overall performance of the

company OH&SMS.7 Preparing and submitting an annual update of the OH&SMS for management

review.8 Risk management and assessments 9 Control of Construction design management 10 Accident incident near miss investigations 11 Daily health and safety 12 Continues knowledge of health and safety practice acts and regulations.13 Ensure the integrated Management System enables compliance to all current

legislation & any other requirements

Environment 1 Oversight of the development and implementation of the company EMS.2 Planning for and ensuring adequate funding and resources to support

anticipated EMS activities identified and included in Site Specific Program Plans.

3 Defining significant environmental aspects, targets and objectives for company activities in agreement with company Directors.

4 Ensuring that targets and objectives for company activities are tracked and progress is reported to company management.

5 Ensuring that all EMS training requirements are conducted appropriately.6 Coordinating and carrying out audits assessing the overall performance of the

company EMS.7 Preparing and submitting an annual update of the EMS for management

review.


8 Facilitating company management involvement in the EMS process.9 Ensure the integrated Management System enables compliance to all current

legislation & any other requirementsQuality

1. Develop existing and new Quality processes/ procedures in line with ISO 9001 & company requirements.

2. Coordinate & participate in ISO 9001 management reviews.3. Ensure the Quality Management System is current and operated effectively by

all staff.4. Ensure staff are developed to apply the processes/procedures appropriate to

their own responsibilities.5. Consult with staff where problems with operation of any particular

process/procedure are identified along with appropriate action required.6. Consult with appropriate staff to ensure they are kept informed of any

changes to quality processes/procedures.7. Operate the ISO 9001 Management System and procedures as appropriate to

own activities and responsibilities.8. Maintain a controlled copy of the Quality Management System Manual in the

company’s computer system.9. Maintain one controlled hard copy of the Quality Management System Manual

all other copies being marked as uncontrolled.10.Ensure the Quality Management System is fully implemented.11.Monitor & maintain the effectiveness of the Quality Management System,

continually seeking scope for improvement.12.Promote awareness of quality principles & the need to achieve total client

satisfaction both within the company & to any persons conducting work for or on behalf of the company.

13.Check the action log weekly to ensure all actions are being solved and all persons with actions are fully aware and understand them.

14.Liaise with external assessor/awarding body to arrange audits and clarify requirement’s

15.coordinate internal or external audit requirement.16.Review the action log to check implication on Quality system and action

accordingly.17.Ensure the training needs of staff are identified and addressed in relation to

the Quality Management System.18.Ensure the integrated Management System enables compliance to all current

legislation & any other requirements

3. Staff


All have a responsibility to:

1. Apply the ISO 9001, ISO 14001 & OHSAS 18001 Management System and procedures as applicable to their work activity.

2. Operate in accordance with agreed contract responsibilities and arrangements

3. The duty to accept professional accountability and maintain the standards of professional practice as set by the appropriate regulatory body applicable to your profession or role.

4. The duty of care' responsibility for safety and health of yourself, colleagues, customers and the general public that may be affected by your actions or tasks, at the workplace report any hazards, injuries or ill health to your supervisor or employer; and. cooperate with your employer when they require something to be done for safety and health at the workplace.


25 | P a g e / tt / fi l e _ c o n v e r t / 5 e 6 9 c b 9 8 7 3 3 8 0 2 2 3 7 1 6 4 2 b a 2 / d o c u m e n t . d o c x

15.0 Integrated Management System

The principle elements of the Simkiss integrated management system is to operate on a continual improvement cycle, minimizing quality, environmental and health and safety impact while targeting total customer satisfaction at all times.

1. The company seeks to improve its overall efficiency by implementing, reviewing & continually improving the Simkiss Integrated Management System.

2. The processes of product realization & the methods for monitoring measuring, analysing & continually improving these processes, are defined in this integrated management system Manual & fully supported by our training programme.

3. The Management System will satisfy all company requirements, statutory & regulatory requirements, the criteria defined in the ISO 9001:2015 standard and the principles of ISO 9004:2015, ISO 14001:2015 & OHSAS 18001 migration to ISO 45001

The interactivity between the operating procedures, supporting the processes defined by the Management System, is illustrated in Figure.1, this continual improvement foundation is supported by the PDCA and PDSA cycles.


Continual Improvement

Resource Management Product Realisation Product Realisation


Marketing

Sales Enquiry/Log

Order Review

Order Acknowledgement

Document/Data Control and Protection

Purchasing

Design Controls

Creating

the Product/Service

Checking against

Specification

Sign Off

Invoicing/Application for Payment/Credit Control

Structure and

Responsibilities

Objectives and Policies

Recruitment

Figure 1 Process Planning

and Control Diagram

Supplier Approval

Procedure

Equipment Maintenance

CustomerRequirements

Management Review

Measuring Customer

Satisfaction

Action Logs

Internal Audits

Product & Service

Customer Interface

Staff Feedback/ Appraisals

Staff Development

Tendering / Bidding

16.0 Procedures Procedure 1 Monitoring, Measurement & Improvement Owner Craig Varley

Overall intentions & direction of the company

1. Purpose


Sets of activities, to achieve objectives

Yes

No

Define Policy

Define Processes

Implement Processes

Realize Product

Collect Data

4 Quality Records

5 Document Control

Measure/Analyse

Control of manufacturingEnquiry Through to

OrderControl of Design –Temporary Work (Sites)Planning & ResourcesPurchasing Day to Day Management Operations

Targets aimed for

Objectives

Achieved

Establish Objectives

Corrective Action

Report at Management Review

2 Internal Audit

3 Corrective Action, Preventive Actions and Improvement

1 Monitoring, Measurement & Management Review6 HR Management

This procedure defines the elements of Measurement & Analysis required to ensure all Simkiss Control Systems Ltd services conform to health and safety, environment and quality Management System requirements, realizing a cycle for Continual Improvement.

2. Policy

2.1 Simkiss Control Systems Ltd Policy is clearly defined by the Managing Director within the IMS.

2.2 The Policy is a clear definition of Simkiss Control Systems Ltd direction and the principle actions required to facilitate the establishment & planning of Quality Objectives.

2.3 Simkiss Control Systems Ltd Policy is clearly communicated to all staff.

3. Objectives

3.1 Quality Objectives are established by the Managing Director & Quality Representative, clearly defined within the Management Review and monitored for progress. (see section 6.1)

3.2 The Managing Director & Directors establish business objectives.3.3 The Quality Objectives establish the necessary benchmarks, for monitoring &

measuring both the effectiveness & efficiency of our organization & the Quality Management.

4. Measurement

4.1 The Office Procedures support the Quality Management System & also define the actions required to generate relevant data for analysis.

4.2 Data is collected from, but not restricted to: -

a) Monitoring, Measurement & Management Review – Procedure 1b) Internal Audits – Procedure 2c) Client Feedback

4.3 All data is accumulated by the Quality Representative for analysis.

5. Analysis


5.1 The SHEQ Representative collates & analyses the data to determine the following:

a) The effectiveness of Simkiss Control Systems Ltd Policy.b) The ability to achieve Planned Objectives.c) The ability to satisfy Client Requirements.d) Client & employee perception of the company.e) Adequacy of Environment & Infrastructuref) The effectiveness & efficiency of the company’s

Management/Personnel.g) The effectiveness & efficiency of the company’s Quality

Management System.h) The level of performance improvement achieved/ required.

Effectiveness=Objectives Realised. Efficiency=Objectives Realised/Resources Used.

5.2 A Management Review is held to discuss the findings.

6. Management Review/Continual Improvement

6.1 Quality, Environmental & Occupational Health issues shall be included as part of the agenda for regular Management Review Meetings (annual, at minimum). The Agenda shall include but not be restricted to: -

a) Follow-up from previous meetings.b) Results of internal auditc) Results of external auditd) Customer feedbacke) Communication from external parties(e.g. Environmental agency,

HSE) f) Performance and/or relating to Quality, Environmental, Health &

Safety g) Review of Company Policyh) Review & Setting of Objectivesi) Action Log entries & follow- up actions.j) Client Feedback.k) Work Environment & Infrastructure.l) Process Performance.m) Company Risk and opportunity’s (swot)

n) Staff Performance/Training.


o) Associate Review/Approvalp) Changes that could affect the Quality Management System.q) New targets and objectives/ recommendations for improvements r) Recommendations to improve the Quality, Environmental &

Occupational Health Management System & its implementation. s) Date of next meeting

6.2 Opportunities for improvement shall be identified to facilitate Continual Improvement & reduce the environmental impact of Simkiss Control Systems Ltd activities, enhancing client satisfaction & perception, by devising & implementing: -

a) Preventative Action to ensure potential or predictable problems does not occur.

b) Corrective Action to eliminate recurrence of existing problems.c) Continual improvement/revision to current Simkiss Control Systems

Ltd Policy & Objectives.d) Improvement/revision to the current Quality Management System, &

Procedures.e) Continuous Management/Personnel development.f) Continuous Improvement of the Environment & Infrastructureg) Continuous update of the company action log


Procedure 2 Internal Audit Owner Craig Varley

1. Purpose

To ensure internal audits are conducted at a sufficient frequency to measure the effectiveness of Simkiss Control Systems Ltd processes/ procedures.

2. ResponsibilitiesIt is the responsibility of the managing director and the senior management team toset discuss and initiate the audit schedules and to ensure that they are conducted inan efficient manner.The auditing internal team consists of

Craig Varley B.Sc(hons),MIET C.ENG Ben Johnson Tech Iosh, AIEMA Chris Hoyle tba tba tba tba

3. Scope

The scope, detail and focus of each audit are determined by previous suggestions for improvement from internal audits, management reviews & external audit suggestions, status and importance of the activity within the quality, environmental & occupational health process and Simkiss Control Systems Ltd business. All relevant clauses of the ISO 9001:2015, ISO 14001:2015 & OHSAS 18001:2018 standards & each Simkiss Control Systems Ltd process are at minimum, subject to annual audit.

4. ProcedureAll procedures are normally audited every six months. This time interval is reduced when new procedures are being introduced or when deficiencies have been found during previous audits and is increased when a procedure has been found, by several audits, to be functioning efficiently. The maximum interval between audits is twelve months.

An annual Internal Auditing Programme is prepared by the managing director and auditors selected for the audits defined. The auditor is independent from the function being audited and has been trained in internal auditing techniques.

The auditor studies the procedures to be audited and follows a selection of "transactions" through the procedure and ensures that the procedure has been followed. During the audit the auditor completes an Internal Audit Report form recording the details of the documents checked, personnel interviewed and clearly identifying any deficiencies found.


The auditor must also confirm that the system audited “complies with planned arrangements and meets the requirements of the International Standard” or state otherwise.

On completion of the audit the Internal Audit Report is given to the Managing director and senior management team who discusses the findings with the auditor and any staff responsible for the procedures audited. Corrective and Preventative actions are agreed and entered onto the audit report.

The actions agreed are monitored by the senior management team and when they have proved to be effective this is then recorded on the Internal Audit Report which is then filed.

4. Records

A progress record is used to track the overall scope of the audit against the quality, environmental & occupational health criteria. All criteria are checked over a one-year period.

An observation of standard form is completed for each audit activity, which details the type of check conducted, an overview of audit findings, and any items requiring further review.

Suggestion for improvement and actions will be communicated by the SHEQ Representative, to the person responsible for action and recorded on the company action log (see Procedure 3 Corrective, Preventive Actions and Improvement)

5. RecordsThe following are deemed as records as a result of applying this procedure

Internal audit record Spreadsheet (electronically)Company action log (electronically)


Procedure 3 Corrective Action, Preventive Action & ImprovementOwner Richard Meakin

1. Purpose

The Simkiss Control Systems Ltd action log is to identify Non-conformances & any actual or potential shortfalls in quality/environmental/Health and safety standards or Simkiss Control Systems Ltd internal processes/ procedures, suggest improvements and track any actions to ensure improvements have taken place, or potential problems are avoided.

2. Steps

1. The SHEQ Representative maintains & monitors the Action Log.2. If any person discovers a shortfall, or potential shortfall in the written

processes/procedures or a problem in the practical application of them, the details must be documented in the company action log. The relevant person who is responsible for the action is informed. Action required as a result of Customer Feedback, Customer Complaint or Management Review is also logged & tracked via the company action log.

3. Each entry in the action log to include:a. Sequential number for that yearb. Person/Date recordedc. Overview of the issue, problem or concernd. Possible solution(s), route cause analysis & who has responsibility to

action the changee. Action takenf. Date completedg. Initialled when complete

3. Responsibility

3.1 The Managing director is overall responsible for this procedure.

3.2 ALL Managers are responsible for ensuring that all employees follow his procedure

3.3 The SHEQ Representative is responsible for checking the action log ensuring that people with allocated responsibilities are aware of them and actions are progressing. Note – Once all actions on a log sheet have been completed the SHEQ Representative archives it as a Quality/Environmental/ Health & Safety Record


4. Quality records

Action Log sheets (electronically)Internal audit records (electronically)Management review meeting records (electronically)


Procedure 4 Quality, Environmental, OHSAS Records Owner Ben Johnson

1. Purpose

To define those records, which are deemed as quality, environmental, OHSAS. These records will be stored in clearly marked folders or electronic files. All records must be recorded and tracked for reference and audit purposes.

2. ResponsibilityThe SHEQ Representative is responsible for the maintenance of records. 3. Procedure

3.1 Quality, Environmental & OHSAS Records are normally electronically stored & protected detailing:

a) The record.b) The period of retention (if applicable).

3.2 Hard-copy records are available on request , filed and stored so that they remain legible, accessible and free from damage or loss.

3.4 Records are signed and dated as appropriate

4. Computerised Records

Computerised records are explained in procedure 5


Procedure 5 Control of Computerised Records and Data ProtectionOwner Paul Simkiss

1. Purpose

The Simkiss Control Systems Ltd control of computerised record and data protection regulations procedure is to ensure that all internal and external computerised documents are safe secure and backed up to cover the case of computer failure, virus, hackers, terrorist attack or loss of the building. By following this procedure two external hard drive records of all company data are always protected, while one is in operation. Simkiss take our responsibility for looking after information seriously. We follow the data Protection Act at all times when asking for or handling any information including:

Personal data shall be processed fairly and lawfully Data is processed only for the purpose(s) for which it was collected Data is adequate, relevant and not excessive Data is accurate and kept up to date Data is not kept longer than necessary Data is kept secure against unauthorised access and loss or damage

Sometimes sensitive information may also be asked for e.g. health information. We will always ask for explicit consent before collecting or using this information.

2. Responsibility

All Simkiss staff are responsible for ensuring that the data protection act is followed.

The CFO is responsible for following and actioning the rotation and safe control of computerised data in this procedure daily. In his absence the responsibility goes to the managing director to ensure this process is followed.

In the absence of both the Managing director and the CFO then the responsibility will fall to a member of the senior management team.

3. ProcedureSimkiss has three external hard drives named Simkiss 1,2 and 3.

These hard drives are set in a three-day rotation to ensure that all electronic data is backed up safe and secure.


Rotation example displayed below:

Day 1 Monday In use at Simkiss

On site in fire safe

Off site in secured location

Day 2 Tuesday In use at Simkiss

On site in fire safe

Off site in secured location

This rotation is continuous for every business working day of the year.

As a secondary security measure all data from the servers are backed up remotely on a cloud base system. The back up ensures that all data is secured and under the situation of cyber attack the data can be remotely accessed and made available to Simkiss within a matter of hours meaning only a small amount of data will be lost from the point of cyber attack to the point of last back up.

Procedure 6 Resource Management Owner Karen Taylor


Procedure 7 Control of Engineering Owner Craig Varley

1.0 PURPOSE


No

Yes

No

Yes

No

Yes

No

Yes

Applicants reviewed

Interview

Assess attitude/compatibility with

environment &

Suitable

Issue of offer letter and staff handbook/Give initial induction as appropriate

Complete training as applicable

Review Trainin

g SuitableTerminate

Employment

Job/Role descriptions defined

Further assessm

ent

Decline

Decline

Probation period

considered

Work Environment & Infrastructure monitored by

Quality Representative

&Assessed at

Management Review

References considered

as appropriate

Further Interview required

1.1 To record and control the design and planning of panels manufactured by the Company.The majority of documentation is stored on the Simkiss server under job files in an attempt to save paper in line with our environmental policy

2.0 SCOPE2.1 All activities carried out by the Engineering Department on the design and

planningproducts.

3.0 RESPONSIBILITIES3.1 The Managing director is overall responsible for this procedure.

3.2 The Engineering Manager is overall responsible for the operation of this procedure.


3.2 On each project there is a Project Engineer appointed by the Engineering Manager

And recorded on ceequal (ceequal is the program that generates quotes, job references and costing along with purchase orders). This Project Engineer may be the Managing Director, a Manager or one of the Engineers. Where the contract is based on the customers design the Production Manager/Coordinator may be appointed by the Engineering Manager.

4.0 PROCEDURE4.1 When a Job file is received, the Project Engineer studies the file and when

requiredan Order Acknowledgment is prepared, signed by the responsible person above andsent to the Customer. This is normally a Company Order Acknowledgement but

wherethe customer sends a pre-prepared Order Acknowledgement with the order then thisis used.

4.2 The activities on the project are planned using the Panel or Design Production Plan.

4.3 When requested by the client a Formal SHEQ Plan is produced and issued.Otherwise the Company's Quality, safety and environmental Systems are applied asstandard.

4.4 Any design work necessary for the project is carried out and either schematics ormarked up drawings are passed to the Drawing Office. The detailed drawings areproduced and recorded in accordance with the Control of Drawings procedure. Aseach drawing is produced it is checked by the draughtsman then passed to the

ProjectEngineer for review and then approval signature. If requested by the client copies of


the drawings are made and sent to the customer with a Document Transmittal orissued by email for approval and/or comments. As approved drawings or commentsare received back from the customers they are filed in the Drawing Office orEngineering Job File on the Simkiss server.

4.5 If changes are made to the contract specification by the customer, then these arerecorded on Project Change Forms a copy of which is sent to the customer and a copy is placed in the Job File on the Simkiss server. The change is incorporated in the design on receipt of client authorization.

4.6 As designs are verified and approved, final drawings are updated, and major items are ordered in accordance with the Purchasing Procedure. A copy of the Purchase Order is placed in the job File on the Simkiss server.

4.6 If the contract includes a programmed PLC then an order is placed with theselected company in accordance with the Purchasing procedure or the software is written in-house.

4.8 The project progresses in line with the Panel Production Plan and is reviewed at the Production Meeting by the Directors/Project Engineers. Minutes of these meetings are circulated to the Directors/Project Engineers.

4.9 All documents relating to the Project design are numbered, indexed then filed in the Job File on the Simkiss server.

4.10 When the design stage is completed the Job File may be passed to theProduction Manager / Coordinator and it is used in accordance with the Control ofManufacture procedure.

4.11 Any Operating and Maintenance Manuals or other documentation required forthe Contract are prepared by the Project Engineer and Drawing Office.

5.0 RELATED PROCEDURES5.1 Control of Enquiries and Orders Procedure 135.2 Control of Manufacturing Procedure 85.3 Control of Contracting and CDM Procedure 95.3 Drawing Control Procedure 105.4 Purchasing Procedure 13

6.0 DOCUMENTATION6.1 File Index6.2 Panel Production Plan6.3 Invoice Control sheet6.4 Project Change Form6.5 Document Transmittal Sheet6.6 Order Acknowledgement6.7 Design Production Plan


7.0 RECORDSThe Engineering Job File is retained by the Company in Job Number sequence and is retained for at least 7 years.

7.1The Production Meeting Minutes are retained by the Engineering Manager for atleast one year.


Procedure 8 Control of Manufacturing Owner Richard Meakin

1.0 PURPOSE1.1 To record and control the manufacture, inspection and testing of products by theCompany.

2.0 SCOPE2.1 All manufacturing, inspection and testing operations conducted in the Company's factory.

3.0 RESPONSIBILITIES3.1 The Managing Director is overall responsible for the operation of this procedure.

3.2 The operations Manager is directly responsible for the manufacture, inspectionand testing of products and purchasing of parts in accordance with this procedure.

3.3 The factory manager and sales and operations manager are responsible for theday to day control of the work, final inspection and test of panels in accordance withthis procedure.

3.3 The Fitter is responsible for mechanical inspection, layout of panels and for thecontrol of the stock of parts and materials for use in the production process in accordance with this procedure.

3.4 On each project there is a Project Engineer appointed by the Engineering Manager

and recorded in the Job file. This Project Engineer may be the Managing Director, a Manager or one of the Engineers. Where the contract is based on the customers design the operations Manager/Coordinator may be appointed. The Project Engineer is responsible for the technical oversight of the project, for the identification of extras and for the raising of invoices on the client.

4.0 PROCEDURE4.1On receiving a Job File the contents of the file are examined by the operationsManager / Coordinator and if not already done the activities on the project are planned using the Panel Production Plan. The special parts required to produce the panel are determined from the Quotation Sheets and Schematic Drawings. Where these have not already been ordered orders are placed by the operations Manager/Coordinator for the parts in accordance with the control of purchasing Procedure 12.

4.2As the ordered items and any free issued are received these are identified atgoods in and verified by the Factory manager/coordinator/fitter then placed on the appropriate Job Racks. The items are recorded on the Material Sheet with an initial and date. Outstanding items are chased by the operations Manager/Coordinator to ensure that all items are available for the build.


4.3When the panels are received their condition is checked, each panel is labelledwith their job number by the Fitter and any concerns are reported to the operations Manager/Factory manager/Coordinator. These are resolved with the supplier and the resolution is recorded in accordance with the Supplier Approval Procedure 11.

4.4 If the layout of the contents of the panels is not defined in the drawings then theitems are laid out by the fitter/wireman working to the information on the drawings. Any stock items required for the contract are determined from the drawings and taken out of stores. If required by the contract the client is invited into the factory to check the layouts, the client then signs a Lay Out Inspection Sheet, which is then placed in the Job File.

4.5The panels are wired and on completion tested by the Warehouse manager/Project Engineer/Approved Tester and any concerns resolved and logged on the Check List. The tests are performed as detailed on the schematic and the designs validated. The results are recorded on Panel Test Sheets, which are filed in the Job File.

4.6 If the Panel includes a PLC that has been programmed by Simkiss ControlSystems Ltd. the software is loaded into the PLC and the panel is subjected to a simulated functional test using remote devices and the integrity of the designs validated. The tests carried out are recorded on a Software Test Sheet which is filed in the Job File.

4.7The Customer is invited into the factory to test the Panels and verify the designmeets their requirements. Any concerns are addressed and rectified. On completion of the tests the customer is asked to sign a Panel Acceptance Certificate subject to any identified remedial work, which is filed in the Job File.

4.8 After testing is complete a "Tested" label is signed/ dated and applied to the panel.

4.9 If required a formal Test Certificate is issued to the client and a copy filed in the Job File.

4.10 If required a Certificate of Conformity is issued to the client and a copy filed in the

Job File

4.11 As work progresses the employees book their time on each job onto the elfbooking system and from this information the cost of each Job is determined. The progress of the job is regularly reviewed by the Project Engineer and, as payment stages in the contract are reached, the customer is invoiced for the work done and the details of the Invoice are recorded on the Invoice Sheet in the Job File.

4.12 If requests to alter the design of a panel are received from a customer theseare documented by the Project Engineer on a Project Change Form and a copy is sent to the client requesting confirmation and a copy is filed in the Job File. The changes are implemented on receipt of customer authorisation. Cost implications of


these changes are determined by the Project Engineer and the client is invoiced accordingly.

4.13 On completion of manufacture the computerised system is used toelectronically record the ‘as built’ list of material used on the project. This list can then be used to prepare Parts Lists to be prepared for the Operation and Maintenance manuals.

5.0 RELATED PROCEDURE5.1 Control of Enquiries and Orders Procedure 125.2 Control of Engineering Procedure 75.3 Control of Contracting Procedure 95.4 Purchasing Procedure 12

6.0 DOCUMENTATION6.1 File Index6.2 Panel Production Plan6.3 Invoice Control sheet6.4 Project Change Form6.5 Panel Lay Out Inspection Sheet6.6 Software Test Sheet6.7 Panel Acceptance Certificate6.8 Pressure/Insulation Test Results6.9 Panel Test And Inspection Sheet6.10 Panel Test And Inspection Sheet Siemens Top Boxes6.11 Panel Test And Inspection Sheet Siemens Relay 6.12 Control Panel Test Certificate6.13 Certificate of Conformity6.14 Tested Label6.15 Check List

7.0 RECORDS7.1 The Job File is retained by the Company in Job Number Sequence and is

retainedfor at least five years.


Procedure 9 Control of Contracting and CDM Owner Luke Mottershead

1.0 OBJECTIVE1.1 To Identify, record and control Contracting Work undertaken by the Company.

2.0 SCOPE2.1 All Contracting Work undertaken by the Company is covered by this procedure.

3.0 RESPONSIBILITIES3.1 The Managing Director is overall responsible for the operation of this procedure.

3.2 ALL Managers are responsible for ensuring that all employees follow this procedure

3.3 Within CDM appointed jobs it is the responsibility of the SHEQ Co-ordinator andproject manager to identify the legal requirements under the CDM regulation 2015

andinform the relevant authorities as and when required under the document F10

3.4 The warehouse manager and Production manager are responsible for loggingthe location of all Plant Equipment.

3.5 On each project there is a Project Engineer appointed by the EngineeringManager, they will then Appoint a SHEQ representative for the project and recorded in Extreme (computer-based system). This Project Engineer may be the Managing Director, a Manager, an Engineer or one of the Site Supervisors.

4.0 PROCEDURECONTRACTING JOBS

4.1 When a Contracting Job File is received by the Project Engineer the details ofthe project are studied and the activities required are planned using the Contractingproduction Plan.

4.2 Any Materials required are determined from the details contained in theContracting File and ordered. Whilst ordering, arrangements should be made to

havethem delivered directly to site if viable. Once and order has been generated anelectronic copy is to be saved within the job on the company computer system.

4.3 The number of electricians required are determined and are allocated to thecontract. One electrician is nominated as being responsible for the site.

4.4 Any Simkiss Plant equipment needed for the contract is determined andallocated. This is recorded by the Manager / Engineer / site supervisor logging this

onthe plant excel spread sheet. If equipment needs to be hired, then an approvedsupplier is contacted, and an order placed.


4.5 The details of the progress on the Site is recorded in the Site Diary by the personresponsible for the Site. At suitable frequencies the Site is visited by the Project Engineer/ SHEQ coordinator and reviews and audits are completed.

4.6 If any additional work is identified then the client is requested to supply a SiteInstruction authorising the work. The Site Instruction is actioned, the work and materials are recorded on a Day Work Sheet and the client is asked to sign the sheet. Both Site Instruction and Day Work sheet are placed in the Daywork or Contracting Job File. If the Site Instruction is verbal the client is again asked to sign the Day Work Sheet. If the position as to whether the work is extra to the contract is not clear then the work is recorded on a Daywork Sheet and the client is asked to sign the Sheet to confirm the work has been done. The Project Engineer then clarifies the situation and if required chases the client for the accompanying order. When this is received the order is invoiced.

4.7 As required by the customer Site Meetings are attended by the Project Engineer/ Site Supervisor / SHEQ Coordinator and actions determined in the minutes of these meetings are taken. Where no minutes are issued and extras to the contract are requested these are processed as in 4.6 above.

4.8 On completion of the contract the work is inspected and tested by the customerand any concerns are resolved. If requested by the client a NIC EIC Completion and Inspection certificate is issued and the carbon copy stored in a central file.

4.9 As work progresses the employees book their time on each Job onto Elf from this

information the cost of each Job is determined. As payment stages in the contract are reached the customer is invoiced by the Project Engineer for the work done. The details of the Invoice are recorded on the Invoice Control Sheet in the Contracting Job File.

4.10 All on-site modifications carried out by Simkiss personnel are recorded on thecurrent documentation. On completion of the work this documentation is either given to the client if they are responsible for the updating of the documentation or returned to the office to be updated in accordance with the Control of Modifications Procedure.

DAYWORK JOBS4.11 Where Daywork is requested by a client that is not related to a current job,

theseare progressed as in 4.6 above except the documentation is filed in the current months Daywork file and the employees book their time to the current months `D' number.

5.0 RELATED PROCEDURES5.1 Control of Enquiries and Orders Procedure 13


5.2 Control of Manufacturing Procedure 85.3 Control of Engineering Procedure 75.4 Control of Modifications Procedure 105.5 Purchasing Procedure 13

6.0 DOCUMENTATION6.1 File Index6.2 Invoice Control Sheet6.3 Contracting Production Plan6.4 NIC EIC Completion & Inspection Certificate6.5 NIC EIC Minor works form6.6 Contracting Acceptance Certificate

7.0 RECORDS7.1 The Contracting Job File is retained by the Company in Job Number sequenceand is retained for at least five years.


Procedure 10 Control of Drawings / Modification Owner Luke Mottershead

1.0PURPOSE1.1To record and control the approval and issue of drawings produced by theCompany.

2.0SCOPE2.1All drawings produced by the Company are controlled by this procedure.

3.0RESPONSIBILITIES3.1 The Managing director is overall responsible for this procedure.


3.3 ALL Managers are responsible for ensuring that all employees follow this procedure.

4.0PROCEDURE4.1When a new drawing is prepared by the draughtsman the details of the drawingnumber, customer, Job Number and date are entered into the Drawing Log. After

thedrawing is plotted on yellow plotting paper it is reviewed by the Project Engineer andsigned as approval. This Master Copy is then filed in drawing number sequence.

4.2When prints are required for use outside of the Company these are made by theDraughtsman and recorded on a Document Transmittal Sheet or email a copy whichis then placed in the appropriate Job File.

4.3Where prints are required for manufacture these are stamped, signed and issuedby the Project Engineer. Any functional modifications are marked up on these printsby the Project Engineer then signed and dated. On completion the prints are

returnedto the draughtsman and the file is updated in line with 4.5 below.

4.4Where customer-controlled drawings are used for manufacture, should a revisedissue be received, it is reviewed by the Project Engineer and any problems resolvedwith the customer. The stamped drawings are then duly marked up with the

changesand signed by the Project Engineer. If required, the new issue of drawings may bestamped and re-issued for manufacture in this case all out of date stamped drawingsare destroyed.

4.5When an instruction is received to modify a drawing, the drawing file is changedand the details of the change are recorded via the revision levels on the drawing.

Thedrawing file is plotted on yellow paper, checked by the Draughtsman and reviewed

by


the Project Engineer and signed as approved. The old Master Copy is then destroyed

(Hard copy from the file) . The transmittal sheets and issuing emails are checked to determine who has a printof the drawing. If required prints of the new drawing are produced and issued on aDocument Transmittal Sheet or re-issued via email.

4.7 For certain clients, once the design packages are produced, by the Draughtsmanand Project Engineer, they have to be further verified by an independent Approver. The Approver’s comments are received on an Approver Report and if required the drawings are revised as in section 4.5. The revised design package then undergoes a final independent Appraiser process. The Appraiser’s comments are received on an Appraisers Report and if required the drawings are revised as in section 4.5. The package is then deemed to be G17 approved.

5.0RELATED PROCEDURES5.1Control of Engineering Procedure No 75.2Control of Manufacturing Procedure No 85.3Control of Contracting and CDM Procedure No 95.4Control of computerised records Procedure No 5

6.0DOCUMENTATION6.1Document Transmittal Sheet6.2Drawing Log6.3Appraisers Report6.4Approvers Report

7.0RECORDS7.1The master copies of the drawings are filed by the Draughtsman in DrawingNumber sequence and are retained as a permanent record by the Company.

7.2The Document Transmittal Sheets are filed by the Project Engineer in the JobFile and are retained for at least five years.

7.3The drawing Log is a permanent record retained by the Company.

7.4The electronic files are controlled in accordance with the Control of Softwareprocedure 5.


Procedure 11 Specification Control Owner Luke Mottershead

1.0OBJECTIVE

1.1To ensure that all specifications, catalogues and price lists used by the Companyare of current issue.

2.0SCOPE

2.1All standards, catalogues, data sheets, manuals and price lists used by theCompany during its operating procedures are covered by this procedure.

3.0RESPONSIBILITY

3.1 The Managing director is overall responsible for this procedure.



3.4All employees who use documents covered by this procedure are responsible for

ensuring that the documents are of the current issue level in line with this procedure.

4.0PROCEDURE

4.1DESIGN REGULATIONSThe Company has a copy of the current IEEE electrical regulations applicable to itswork. This copy is kept by the Engineering Manager and is referenced by anyemployee as required. The Engineering Manager reviews the professional press forinformation on revisions to these regulations and obtains copies of any new issues oramendments. These are used to update or replace the current copy of the

regulations.

4.2SUPPLIER CATALOGUES

The Company maintains a library of supplier catalogues, these can be in hard copyform, PDF or online through suppliers’ websites all supported price lists and datasheets. These are used during the estimating and design processes. The Companyrecognises that some documents may not always be of the current issue. In thesecases prior to using their information the user checks with the supplier to confirm thatthe details are correct. Where it is found that there are later document issues theseare requested from the supplier. When the new documents are received the

obsolete51 | P a g e


ones are destroyed, and the new ones substituted.

4.3 ISO9001:2015

The Company has a copy of the current issue of ISO9001:2015. When this standardis revised the Company will be informed by its Certification Body ACS and at that

timewill obtain a copy of the revised version.

5.0RELATED PROCEDURES

5.1Control of Enquiries and Orders Procedure No 135.2Control of Engineering Procedure No 75.3Control of Manufacturing Procedure No 85.4Control of Contracting and CDM Procedure No 95.5Purchasing Procedure No 13

6.0DOCUMENTATION

6.1There is no specific documentation associated with this procedure.

7.0RECORDS

7.1There are no specific records associated with this procedure.


Procedure 12 Control of Supplier / Supplier Approval Owner Richard Meakin

1.0PURPOSE1.1To ensure that all suppliers selected by the Company are capable of delivery ofmaterials, goods and services to the defined requirements within the agreed time

scaleat the most economic price.

2.0SCOPE2.1The suppliers of all materials, goods and services, which are used in themanufacture of the Company’s products and the provision of the Company's

services.

3.0RESPONSIBILITY3.1 The Managing director is overall responsible for this procedure.


3.3The Production Manager/ engineering manager is responsible for the maintenance

of records of Approved Suppliers and for the approval of new suppliers.

4.0PROCEDURE4.1The Accounts department maintains a controlled Supplier Approved List inelectronic form within a computer program called extreme. The extreme program displays companies who are approved to supply materials, goods and services to thecompany, staff can raise a purchase order through extreme for any company on thislist. This Approved list has been developed on the basis of the investigation of stability,certification of ISO9001 along with past performance of suppliers.

4.2Before a new supplier of services or parts who does not hold appropriate ISO 9001

independent certification or equivalent can be added to the Approved List they arerequired to prove that they can operate in accordance with the Company'srequirements. To achieve this a sample order is placed. When the goods or

servicesare received, they are verified by the relevant Manager/Coordinator to confirm theyare of the required standard. If the results are satisfactory a Supplier Approval Formmay be made out by the relevant Manager/Coordinator and passed to accounts, thesupplier is then approved and permanently added to the controlled Supplier

ApprovedList.

4.3Any instance of delivery of products from any supplier which is incorrect,excessively late, damaged or to a low standard is reported to the relevant


manager/Coordinator and the details may be recorded on the supplier's SupplierApproval Form along with a corrective action form where required. At that time thenumber of such occurrences is reviewed and if it is considered that they are

excessivethen the supplier is informed that unless their performance improves they will beremoved from the Approved List. If the poor performance continues then the

supplieris asked to submit a programme of Corrective Action. If this proves to be non-

effective,then the supplier is removed from the Supplier Approved List.

4.4Where an approved supplier cannot supply a specified proprietary item then thesame item may be purchased from a non-approved stockist of the same item.

5.0RELATED PROCEDURES5.1Purchasing5.2Control of Complaints and Rejects

6.0DOCUMENTATION6.1Supplier Approval Form6.2 corrective action form

7.0RECORDS7.1The current copy of the Approved Supplier Forms are maintained by the accountsdepartment and form a current record.

7.2The current lists of Approved suppliers are issued and maintained by the accounts

department and form a current working record.


Procedure 13 Control of Order/ Enquiry / Purchasing Owner Richard Meakin

1.0PURPOSE1.1To record and control the purchasing of materials, parts and services used in theproduction of the company's products.

2.0SCOPE2.1All materials, parts and services purchased by the Company for use in themanufacture of the Company's products.



3.3The Project Engineers, Site Supervisors, Shop Foreman and Fitter are responsible

for ensuring that the purchase orders placed by them are processed in accordancewith this procedure.

4.0PROCEDURE4.1When it is required to purchase materials, products or services for use in theproduction of the Company's products only approved suppliers as detailed on theSupplier Approval List in extreme may be used.

4.8Each purchase order need to be allocated to a job number within extreme

4.9The precise technical requirements agreed price and where applicable discounts are added to a Purchase Order. The purchase order is stored in PDF form on the server within the job file, the purchase order is also backed up and stored automatically on the extreme computer system.Purchase orders should not be printed out unless a hard copy is required, by following this process Simkiss will reduce paper usage in line with the Simkiss environmental objectives. Where appropriate the purchase order should display the requirements and make reference to the supplier's description, reference or part number and should include reference to any applicable standards and state if an inspection at sub-contractor premises is required.

4.4The details on the Purchase Order are checked by the responsible person aboveand the order is placed. The details on the order may be communicated to the

supplierby telephone and when this happens the Job number, Order number, part numbers,quantity and description are given to the supplier. Where required this verbal order isconfirmed by email acknowledgment


Electronic Orders

4.5 The pdf copy of the Order is sent by e-mail or booked over the phone with theSupplier.

4.6 When the items are received they are checked against the suppliers' paperworkand the delivery logged on the extreme program. If there are any concerns these are resolved with the supplier and maybe reported to the relevant Manager/Coordinator who processes them in accordance with the Supplier Approval procedure. The delivery will be electronically booked in on the extreme system.

4.7 When part orders are received the option to book a part delivery is available onextreme, the date is logged as to the date of delivery so as to identify delivery arrival lead times. This is used to log outstanding items and updated as and when the remaining items are received. When the order is completed, and all items have been booked in on extreme the purchase order is then closed as complete with all goods received.

4.8 Once booked in the items are located on the appropriately labelled job rack or inan appropriate location ensuring that their identity is known.

5.0RELATED PROCEDURES5.1Control of Manufacturing Procedure 85.2Control of Contracting Procedure 95.3Supplier Approval Procedure 12

6.0DOCUMENTATION6.1Purchase Order - Electronic

7.0RECORDS7.1 Copy of the order is filed in the Job File on the Simkiss server and is retained forat least seven years.

7.2 Copy of the order is stored electronically within the accounts package and retainedfor at least seven years.


Procedure 14 Control of Complaints Owner Craig Varley

1.0PURPOSE1.1To record and control all complaints received from customers with respect to theproducts and services provided by the Company.

1.2To record and control the processing of reject materials, parts and assemblies.

1.3To record and control any suggested improvements or concerns by employeeswith respect to the products and services provided by the company.

1.4To ensure customer satisfaction and perception of our performance in meetingrequirements is monitored utilising information monitoring tools at appropriate times.

2.0SCOPE2.1All serious complaints received by the Company with respect to the service andproducts of the Company.

2.2All cases of reject parts and materials being found during the manufacturing andcontracting processes. Minor defects in workmanship identified and corrected duringthe manufacturing and contracting processes are considered to be part of thoseprocesses and are therefore not covered by this procedure.

2.3Customer satisfaction information gathering and monitoring.

3.0RESPONSIBILITY3.1The Managing director is overall responsible for this procedure. The seniormanagement team are directly responsible, for investigating the cause and fordeciding on and taking the appropriate actions which are determined and raised

withintheir departments.

3.2All employees who receive serious complaints or who identify reject parts ormaterials as defined above are required to report such instances to their direct linemanager, who will then take action by filling in a CAF form in accordance with thisprocedure.

3.3All employees who identify any serious concerns with the products or servicesprovided by the company are required to report such instances immediately to theirdirect line manager in accordance with this procedure.

4.0PROCEDURE4.1The details of all serious complaints from customers concerning the service orproducts provided by the Company are recorded on a Corrective Action Form (CAF)and passed to their direct line manager who will then escalate this CAF up thecompany hierarchy.


4.2When an employee identifies reject parts or materials as defined above then theitem is labelled as `reject' and details are recorded on a CAF Form and passed to

theirdirect line manager. Where applicable the details are also entered on a SupplierApproval Form and processed in accordance with the Supplier Approval Procedure.

4.3When an employee identifies a serious concern with the operation of the company

as defined above the details are recorded on a CAF Form and passed to their directline manager.

4.4The cause of the problem is investigated by the Engineering Manager orProduction Manager/Coordinator and the findings recorded on the CAF Form. Theaction necessary to deal with the concern is taken and the details recorded on theCAF Form.

4.5The action necessary to prevent recurrence of the concern is discussed with allconcerned and the planned action is recorded on the CAF Form.

4.6All CAF Forms are reviews at the Management Review Meeting when it is decided

whether the actions taken have been effective. Once it is considered by the meetingthat this has been achieved the CAF Form is signed as cleared by the managingdirector, then scanned and filed in the Corrective Action File on the company server.

4.8 It is recognised that customer satisfaction and perception is paramount to thecontinued success and growth within the Simkiss business; hence customer satisfaction is continually measured and gauged during contact with customers. However, annually at the time of Management Review, customer satisfaction is considered via any customer feedback sources available which may include sources such as: -

Customer complaints Satisfaction questionnaires Customer Rejects and Warranty claims Financial retentions Customer retention Repeat business

Any action considered necessary as a result of this review will be minted in the report

and implemented.

5.0RELATED PROCEDURES5.1Management Review Procedure5.2 Corrective Actions Procedure5.3Supplier Approval Procedure

6.0DOCUMENTATION


6.1Corrective Action Form CAF6.2Rejected Label6.3Supplier Approval Form

7.0RECORDS7.1The corrective Action Forms are filed by the relevant Manager and retained for atleast three years.


Procedure 15 Control of SHEQ Legislation Owner Ben Johnson Tech IOSH AIEMA

1.0 PURPOSE1.1 To monitor, record and control legislation changes across the SHEQ platform as well as incorporating but not restricted to any legal legislation changes outside of the scope of SHEQ that may affect the business

2.0 SCOPE2.1All legislation changes must be identified within policy and procedures held bySimkiss, this includes new and revised legislation along with minor amendments.

3.0RESPONSIBILITY3.1The Managing director is overall responsible for this procedure


3.3 SHEQ legislation monitoring, records and control is managed by the SHEQ Co-ordinator.

3.4 The senior management team are responsible for ensuring that all legislationchanges are followed and that all Simkiss staff are aware and compliant within their departments

3.5 All employees who identify any legislations changes that have not been actionedare to notify their direct line manager immediately.

4 PROCEDURE4.2 Simkiss have identified that legislation changes mainly happen at two points

duringthe year. These months are April and October. Due to these findings a review of relevant sources is completed twice annually once in April and once in October

4.3 The company takes a proactive approach to legal compliance. For this reason,the SHEQ Co-ordinator uses a range of sources including HSE & Government Legislation websites, IOSH, IEMA, Groundworks, the small business federation, periodicals and any relevant publications where deemed appropriate to identify new or revised legislation.

4.4 Once a legislation change has been identified it is the responsibility of the SHEQCo-ordinator to make the company aware of this change. Actions will be delegated by the managing director with key personnel identified and delegated tasks to ensure that the company complies with the relevant legislation changes.


4.5 Legislation changes will be logged on the company action log identifying changes

to Policies and implemented control measures.

4.6 Simkiss will use the HSE.gov website as a legal register by identifying whatlegislation is applicable to the Simkiss field using the platform provided on the website. In doing this the accuracy of legislation can never be questioned.

5 DOCUMENTATION5.2 Simkiss action log

6 RECORDS6.2 The Simkiss company action log is a computer generated excel program and is stored electronically on the company’s main server.


Procedure 16 Control of Risk Assessment / Method Statement / Safe Systems Of workOwner Ben Johnson Tech IOSH AIEMA

1.0 PURPOSE1.1 To assess the risks, method and safe system of working involving safety, environment and quality to anyone who may be affected by Simkiss work activities (employees, employer, customers, visitors and the general public) so that we can consider whether we have done enough, or need to do more, to comply with the law and carry out those activities as safely, efficiently and environmentally considerately as they possibly and practicably can be.

2.0SCOPE2.1 All risk assessments, method statements and safe system of working must be identified and implemented before work commencement as well as during when applicable due to changes and after by reflection and review analysis.

3.0RESPONSIBILITY3.1 The Managing director is overall responsible for this procedure


3.3 All employees performing risk assessment, method statement and safe systems of work programs are required to have a minimum competency level of IOSH managing safely.

3.4 It is the responsibility of the SHEQ co-ordinator to audit and check periodically riskassessment, method statement and safe systems of work both within the company buildings and on site.

3.5All employees are responsible for reading, signing to identify they have understoodand adhering to all Simkiss and customer risk assessments, method statements and safe systems of work that fall within their scope of work or within an area that they are working. Failure to do so will result in disciplinary action and in severe cases termination of employment.

3.6 It is the responsibility of all employees to advise the senior member of staffimmediately if they believe the risk assessments, method statements and safe system of working to be lacking in any area, the employer, employee, customer always has the right to stop work if they have identified a reason to believe a SHEQ risk has not been controlled.


4.0 PROCEDURE4.1 Simkiss identify that Risk Assessment, Method Statement and Safe Systems Of work are similar across our scope of works, however this is not a reason for generic Risk Assessment, Method Statement and Safe Systems Of work to be used.

4.2 All jobs / tasks are to be evaluated on an individual basis taking into account any impact regarding legislation, safety, environmental or quality.

4.3 Risk Assessment, Method Statement and Safe Systems Of work are to be reviewed annually or whenever a task changes its scope for example new Coshh product or plant item to be used within the process.

4.4 Risk Assessment, Method Statement and Safe Systems Of work are to be written by a member of staff with a minimum training competency of IOSH managing safely.

4.9 All RAMS are to be checked by a competent person prior to there issue.

4.6 The RAMS must be present for all works before work commencement.

4.7 All staff working on, in or around the job/task are responsible to read, understand and document with a signature and date that they will adhere to the control measures put in place

4.0DOCUMENTATION 4.1 Simkiss RAMS

5.0RECORDS5.1All Simkiss company Risk Assessment, Method Statement and Safe Systems Ofwork are computer generated and printed hard copy for site.

5.2The electronic copy will be saved within the health and safety section of the job file

within the F-drive on the company server.

5.3All signed and dated RAMS should be scanned and stored electronically within the

job file.

5.4 These records will be saved for a minimum of 7 years


Procedure 17 Control of Hazard Reporting / Suggestion Slips Owner Richard Meakin

1.0OBJECTIVE1.1 To identify, remove, isolate and control all safety, environmental and quality hazards.

1.2 To document all hazards in a way that shows methods of control can be identified and shown to reduce or eliminate the hazards, this action can be closed out after safety controls are put in place.

1.3 To learn from all documented hazards and evolve safety measures and safe systems of work to control and prevent any hazard from becoming an accident, incident or near miss in the future. 2.0SCOPE2.1 To inform, instruct, educate and train all staff in the understanding and methodology behind hazard awareness, hazard alerting systems, reducing hazards and preventing hazards from developing in to accidents incidents and near misses across the safety environment and quality platform.



3.3 It is the responsibility of all staff to report all hazards identified to their direct line manager along with filling out the relevant First Alert Hazard Identification Form. Never walk past a hazard as it may lead to an accident incident or near miss.

3.4 It is the responsibility of the line manager to address all hazards presented to themselves on a First Alert Hazard Identification Form in a swift and efficient manner identifying safe areas and containment, control measures and ultimately to reduce or remove the hazards altogether.

3.5 It is the responsibility of the line manager to make aware the SHEQ department of the Hazard.

3.6 Once the hazard has been actioned the First Alert Hazard Identification Form willbe completed by the line manager stating what control measures have been put in place, this form is then passed to the SHEQ department to be signed off by the managing director and filed.

3.7 It is the responsibility of the managing director to finalise and close out all FirstAlert Hazard Identification Forms.


4 PROCEDURE4.1 When identifying hazards, ensure all staff working around the hazard are verbally aware and whenever practical, immediately remove / control / create a barrier around the hazard before leaving the area to follow this procedure for controlling a hazard.

4.2 All hazards are to be documented on a First Alert Hazard Identification Form.

4.3 following the closure of the hazard form, suggestion slips can be submitted into the suggestion box with further ideas and control measures leading from a hazard. Any suggestions companywide are always welcome and not restricted to hazards.

4.10 All completed First Alert Hazard Identification Forms must be handed inimmediately to your line manager, so control measures can be put in place

4.11 All First Alert Hazard Identification Forms must be acted on immediately toensure that the hazard will not affect any staff, customers, visitors or the general public. This does not mean that the hazard has to be closed out only that it needs to be controlled at this point.

4.12 All hazards are to be investigated by the SHEQ department along with beingdocumented for further discussion in management meetings along with all control measures

4.13 Once the hazard has been resolved / controlled / eliminated the First AlertHazard Identification Form need to be completed with an explanation of how the hazard has been dealt with, this is then passed to the managing director to sign and close out the final action.

4.14 Once the first alert hazard form has been closed out it is passed to the SHEQdepartment and processed

5 RELATED PROCEDURES5.1 N/A

6 DOCUMENTATION 6.1 First Alert Hazard Identification Form

6.2 suggestion box slips

7.0RECORDS7.1 All First Alert Hazard Identification Forms are kept for 10 years as hard copies and/or electric copies


Procedure 18 Control of Accident, Incident Near Miss Investigation Owner Ben Johnson Tech IOSH AIEMA

1.0OBJECTIVE1.1 Simkiss define work accident as ‘any unplanned event that resulted in injury or ill health of people, or damage or loss to property, plant, materials the environment or a loss of business opportunity’.

1.2 Accidents, incidents and near misses within the workplace are not only recorded in the accident book, but also are investigated by a competent person. They are investigated in order to obtain more information regarding the accident, incident or near miss. By obtaining this information it allows us to: a) Re-assess any risks b) Put further control measures in placec) Prevent near misses becoming accidents; prevent further accidents and or incidents of the same or similar nature. 2.0SCOPE2.1 Simkiss aim for a zero-accident incident near miss target each year, however when this is not possible Simkiss aim to learn from all aspects of accident incident near miss investigation.

2.2 Accident incident near miss investigation to be performed by a competent person and the findings to be discussed in SHEQ and management meetings along with being fed down throughout the company in the form of health environment and quality bulletins, memos, news letters and broached in all quarterly staff meetings.



3.3 The SHEQ department is responsible for all aspects of accident incident near miss investigation.

3.4 The HR department are responsible for documenting all details regarding staffs wellbeing, health monitoring or medications put in place following an accident incident near miss investigation.

3.5 It is the responsibility of the HR department to contact relevant family/ next of kin in the event of a serious accident or incident resulting in injury or ultimately death.

3.6 The SHEQ department are responsible for all RIDDOR reportable actions needing to be performed / reported to the HSE


3.7 It is the responsibility off all Simkiss staff to cooperate and be truthful, honest and helpful with all accident incident near miss investigation.

3.8 It is the responsibility of the senior management to ensure that all control measures along with information learnt, instruction and further training put in place following accident incident near miss investigation are followed and complied with preventing recurrence.

4.0PROCEDURE4.1 Simkiss will commence an Accident, Incident Near Miss Investigation following an Accident, Incident Near Miss involving any Simkiss staff, working activities, buildings, vehicles, plant, components or machinery.

4.2 A Simkiss Accident, Incident Near Miss Investigation can happen in multiple locations and situation, on our own site and on the sites of customers (dependent on the customers site our Accident, Incident Near Miss Investigation may be accompanied by an independent investigator from our customer)

4.3 The Simkiss SHEQ department will head up all investigations with an impartial outlook identifying all facts and documenting all finding on the Accident, Incident Near Miss Investigation form along with the chain of events log.

4.4 For an Accident, Incident Near Miss Investigation to commence firstly the area/zone in question needs to be made safe for the investigator to commence.

4.5 Photographs may be taken identifying areas thought to be of help to theinvestigation.

4.6 Statements taken by the SHEQ department will be signed and dated to be usedwithin the investigation, recorded statements may be taken. Statements will be taken with accompanied witnesses and never on a one to one basis.

4.7 Records need to be made available to assist the investigation for example RAMS,calibration documentation, training records, driving licences or any paperwork identified to be relevant to the investigation.

4.8Once all information has been collated the SHEQ department will document allfindings and present their findings to the senior management team headed up by the Managing director and a meeting will take place.

4.9 Following the Accident, Incident Near Miss Investigation meeting actions may beset to prevent reoccurrence, improve standards, re-train staff and inform and educate the workforce in the form of a memo, toolbox talk or staff meeting. Customers will be informed when the Accident, Incident Near Miss has occurred on their site in an attempt to share Simkiss’s finding to improve standards, knowledge and awareness across the working spectrum.


4.10 Once a Accident, Incident Near Miss Investigation has been completed andactions set only the managing director can sign off and finalize the Accident, Incident Near Miss Investigation report. The managing director will also sign and date completed actions when finalized. 5.0RELATED PROCEDURES5.1 Work-Related Ill Health

6.0DOCUMENTATION 6.1 Accident, Incident Near Miss Investigation Form6.2 Witness statement forms 6.3 Chain of events log 6.4 Accident, Incident Near Miss Investigation report6.5 Accident book

7 RECORDS7.1 All documents and evidence following an Accident, Incident Near Miss Investigation are kept for 10 years as hard copies and/or electric copies.


Procedure 19 control of Work-Related Ill Health Owner Karen Taylor

1.0OBJECTIVE1.1 Simkiss defines work related ill health as any injury or illness either caused or contributed to the resulting condition or significantly aggravated a pre-existing condition due to exposure in the working environment

1.2 It is Simkiss’s objective to identify, reduce and ultimately eliminate any injury or illness short or long term caused or contributed by a Simkiss working activity, environment, product material, plant or piece of equipment.Work related ill health includes but is not restricted to: physical injuries, ranging from sudden and obvious injury to longer-terms strains and stresses on the body, such as backache, RSI, asthma, certain cancers, hearing loss and eye-strain, along with mental ill health, such as stress, depression or anxiety.

SCOPE2.1 Simkiss aim for a zero-work related ill health target each year, however when this is not possible Simkiss aim to learn from all aspects of work-related ill health investigation (accident incident near miss investigation).

2.2 Work related ill health investigation to be performed by a competent person and the findings to be discussed in SHEQ and management meetings along with being fed down throughout the company in the form of health environment and quality bulletins, memos, newsletters and broached in all quarterly staff meetings.

2.3 Some aspects of work-related ill health are becoming more common in all working environments for example stress and anxiety, in an attempt to understand and identify early signs and symptoms Simkiss will make training available to the SHEQ department where necessary to assist in the direction and guidance for help with staff experiencing these symptoms. 3.0RESPONSIBILITY3.1 The Managing director is overall responsible for this procedure


3.3 The SHEQ and HR department is responsible for all aspects of work-related illhealth investigation (accident incident near miss investigation).

3.4 The HR department are responsible for documenting all details regarding staff’swellbeing, health monitoring or medications put in place following a work-related illhealth investigation (accident incident near miss investigation).

3.5 It is the responsibility of all senior managers, managers, SHEQ department andHR department to keep any personal information in regard to work related ill health


private.

4.0PROCEDURE4.1 A Manager may create referrals for an employee to Occupational Health for a variety of reasons:

Short-term or Long-term sickness absence

Concerns over performance or behaviour

Concerns over employee’s capacity to continue to work

Whether an employee is fit to attend a disciplinary or other meetings

Serious accident or illness at work

Its primary aim is to advise management regarding the employee’s health issues, making recommendations for adjustments that could be considered to ensure a safe/healthy working environment for that employee. It can also be an assessment of somebody’s fitness to work. This may lead to referrals for the employee to doctors or medical professionals where further expertise is needed.

Advice provided by Occupational Health in the referral process is primarily designed to support the referring manager in their decision making when dealing with a employee’s health-related issue.

Following an assessment of health by the SHEQ department a fully comprehensive report will be provided to both the employee and the employer.

All referrals can be done either at our consulting room in Bentley avenue, a suitably located clinic or an employee’s home address.

5.0RELATED PROCEDURES5.1 Control of Accident Incident Near Miss Investigation5.2 Control of Risk Assessment / Method statements / Safe Systems of Work5.3 Control of Coshh 5.4 Control of Display Screen Equipment

6.0DOCUMENTATION 6.1 Accident, Incident Near Miss Investigation Form / electronic copy6.2 Witness statement forms / electronic copy6.3 Chain of events log / electronic copy 6.4 Work Related Ill Health Investigation report / electronic copy


6.5 Accident book 6.6 Sickness Absence Return to Work Form / electronic copy

7.0RECORDS7.1 All documents and evidence following any work-related ill health are kept for 10years as hard copies and/or electric copies.


Procedure 20 Control of Emergency Procedures / Evacuation / Fire and First Aid Owner Richard Meakin

1.0OBJECTIVE1.1 This procedures objective is to outline the emergency / evacuations/ fire and first aid measures put in place to respond effectively to health, safety, environmental and quality incidents and other emergencies that might occur

2.0SCOPE2.1 To outline the procedures to be followed by staff, customers and visitors in a significant incident, emergency, evacuation situation.

2.2 Outline clear emergency roles and responsibilities

2.3 Develop, consider, share and review all emergency procedures annually.

2.4 Testing and validating systems for emergency, evacuation, Fire and First Aid procedures



3.3 Fire marshals are responsible for ensuring safe, swift and efficient evacuation in case of a fire or any evacuation emergency. Fire marshals are to be proactive in day to day fire awareness and ever ready to be reactive under emergency situations 3.4 First Aiders are responsible for aiding someone who is injured or ill, to keep them safe until they can get more advanced medical treatment by seeing a doctor, health professional or go to hospital. First aiders are to be proactive in day to day first aid awareness and ever ready to be reactive under emergency situations

3.5 The SHEQ department are responsible for the identification planning and allocation of emergency, evacuation, Fire and First Aid procedures.Testing and validating systems for emergency, evacuation, Fire and First Aid arrangements.Ensuring suitable and sufficient stock of first aid and fire equipment

3.6 The HR department are responsible for scheduling all training requirements for this procedure.

3.7 All staff are responsible for raising the alarm in an emergency.


3.8 All staff are responsible for notifying their line manager if they identify any defects or lack of stock for any fire or first aid equipment.

4.0PROCEDURE4.1 Simkiss Fire marshals, first aiders and managers are trained to be reactive in an emergency scenario. All emergency evacuation processes are engaged by the sounding of the Simkiss fire alarm system, which is remotely monitored.

Fire Marshalls – Simkiss have a minimum of one fire marshal in each area of the company for example engineering office, accounts office, production office and shop floor along with all site operatives having either fire marshal or awareness training.Fire marshal signs with names and photographs of all fire marshals are positioned on notice boards throughout the company.

First Aiders – Simkiss have two levels of first aiders, basic first aiders and advanced first aiders. All site staff are first aid trained. First aider signs with names and photographs of all first aiders are positioned on notice boards throughout the company.

Simkiss alarm system – The Simkiss alarm system is separated into two zones one and two. One being all offices and two being the shop floor and yard area. All areas of the building have analytic cameras that are linked to an external surveillance company called Taurus.Alarm sirens and sensors are situated in and around the building and have been installed by a fire safety professional.The Simkiss alarm system is linked to ADT contact centre where alarms be it emergency or security alarms are monitored remotely. On activation of the alarm ADT are aware and lease with the emergency services. On activation of the alarm all magnetic doors are automatically released and both automatic access and egress security gates open and remain open until the system is reset. The Simkiss Bentley avenue site is fully fitted with emergency lighting, alarm sirens, smoke and heat detectors, signage, fire points, first aid points, spill kit points, emergency muster points and emergency push button raise alarm points. This is audited annually by an external company in line with building safety and fire regulations.

4.2 The following emergency procedure steps are applicable for all emergency scenarios but not restricted to as every situation can vary

Raising the alarm. Onsite emergency response, ie use of fire extinguishers, first

aid. Summoning the emergency services and continuing to liaise

with them. Crowd management, including evacuation, where necessary

evacuation of people with disabilities to safe muster point.


Traffic management, including emergency vehicles on arrival Incident control. Providing first aid and medical assistance.

4.3 The Simkiss alarm system (including fire system) is on a service package with ADT and is serviced and maintained annually.

4.4 The Simkiss security system alarm is monitored remotely and under contract with two companies ADT for building alarm system and Taurus for analytic camera and surveillance system. These systems are maintained annually and serviced.

4.5 Simkiss sound the alarm system monthly in a controlled informative Alarm test, during this process all emergency lighting, sensors, magnetic doors, gates and all access and egress are checked and logged. Any hazards raised are addressed immediately

4.6 Full building evacuation role plays are performed twice annually and timed to check efficient evacuations.

4.7 Simkiss have in place a disaster recovery plan (DRP), this plan covers all aspects of disaster from flood or building loss to terrorist attack. The DRP is held by senior management and the SHEQ department. 5.0RELATED PROCEDURES

6.0DOCUMENTATION 6.1 Fire risk assessment file hard copy/electronic6.2 first aid information file hard copy/electronic6.2 Disaster recovery plan

7.0RECORDS7.1 All documents in line with emergency, evacuation, Fire and First Aid proceduresare kept for 7 years as hard copies and/or electric copies.


Procedure 21 Control of welfare Owner Luke Mottershead

1.0OBJECTIVE1.1 Simkiss identify welfare as facilities that are necessary for the well-being of Simkiss employees, such as washing, toilet, rest and changing facilities, and somewhere clean to eat and drink during breaks.

1.2 For remote sites chemical toilets and washing facilities, waterContainers and drinking water will need to be supplied if the site is not adequate.

1.3 Simkiss manage welfare in line with the welfare at work guidance notes from the HSE

2.0SCOPE2.1 To outline the procedures to be followed in line with the welfare at work regulations

2.2 To monitor staffing levels to ensure that all basic welfare requirements meet the industry standard for eg number of toilets needed against number of staff members.

2.3 Assess and evaluate all site work by performing a site survey to identify what requirements for welfare will be needed or are already provided before work commencement.


3.2ALL Managers are responsible for ensuring all site work is evaluated and welfare facilities are provided where lacking on site So far as is reasonably practicable.

3.3 It is the responsibility of all staff to use, respect and maintain a standard of cleanliness within all welfare facilities.

4.0PROCEDURE4.1Simkiss maintain all welfare facilities at Bentley avenue by employing a cleaning

contract, all welfare facilities are cleaned daily.

4.2By monitoring staffing levels Simkiss maintain the correct ratio of toilets to staff members required by the HSE

4.3 Simkiss Canteen/rest area is heated and furnished along with two fridges, two microwaves, toasters, kettles and a wall mounted earn that provides constant hot water. A large wide screen television is also provided for use within break periods.


4.4 A storage locker area is provided for workers wishing to change clothes, store belongings or PPE.

4.5 Simkiss provide a shower room available to all staff at Bentley avenue site.

4.6 When Simkiss are working on site as a principle contractor under the construction design management regulations welfare facilities are provided for all persons attending site.When the site is not managed by Simkiss under CDM then Simkiss do a site survey prior to work commencement date and establish what welfare facilities are available. If the site is felt to be lacking then Simkiss will contact the relevant companies involved and/or as a last result provide a mobile welfare facility.


6.0DOCUMENTATION 6.1Cathedral leasing 6.2 All relevant invoices / purchase order for rental of mobile welfare units for site6.3Cleaning contract for Bentley avenue

7.0RECORDS7.1 All documents in line with welfare procedures are kept for 10 years as hard copies and/or electric copies.


Procedure 22 Control of Personal Protective Equipment Owner Richard Meakin

1.0OBJECTIVE1.1 Simkiss defines PPE (personal protective equipment) as the last line of defencethat will protect the user against health, safety, environmental and quality risks at

work.

1.2 It is Simkiss’s objective to provide suitable and sufficient PPE to all staff as andwhen required for work activities, no work will start if the correct PPE is not in place

6.0SCOPE2.1 Simkiss will supply a high standard of PPE in line with health, safety, environmental and quality standards along with customer requirements for all work activities when required.

2.2 Only approved PPE suppliers will be used to supply PPE.

2.3 PPE will be issued to each individual and is personal to that individual (Personal Protective Equipment) and not to be shared or loaned out

2.4 Simkiss operate a new for old policy with regards to PPE, meaning that as new PPE is required the old PPE needs to be handed in and exchanged for new.


3.2 It is the responsibility of Simkiss to supply PPE free of charge to all staff performing

working activities that require PPE.

3.3 The SHEQ department are responsible for sourcing the correct PPE that meetsthe customer and safety standard for each task.

3.4 It is the responsibility of all staff to look after and keep their PPE suitable sufficient

and fit for purpose.

3.5 It is the responsibility of all staff to sign and date the PPE register on receipt ofnew PPE.

3.6 It is the responsibility of all staff to stop and raise the concerns of staff notcomplying with the PPE rules / regulations on any site or workplace while working forSimkiss

4.0PROCEDURE


4.1 Simkiss will distribute PPE as and when required to staff depending on the member

of staffs working activity

4.2 Only approved PPE suppliers will be used in the procurement of PPE

4.3 Due to the time delay when requiring PPE from suppliers Simkiss will hold aquantity of PPE at all times. This is an attempt to reduce delays on jobs due to lack

ofPPE.

4.4 PPE that is required for a specific or specialised job will be allocated to the jobthen given to the member of staff for the specific task for e.g. off shore work.

4.4 All PPE will need to be signed for on receipt of items.

4.12 There are no minimum or maximum limits of PPE per member of staff, PPE isissued as old for new with existing items or new depending on a new working task or activity

4.6 PPE stands for Personal protective equipment meaning when it is issued to a person it is then theirs and must be properly looked after and stored when not in use, eg in a dry, clean cupboard. If it is reusable it must be cleaned and kept in good condition this is the individual’s responsibility.


6.0DOCUMENTATION 6.1 PPE Register

7.0RECORDS7.1 All documents for PPE (purchase orders/ PPE data sheets/ PPE register) are

keptfor 10 years as, hard copies and/or electric copies.


Procedure 23 Control of Plant and Equipment Owner Richard Meakin

1.0OBJECTIVE1.1 Simkiss aim to control all plant and equipment to ensure that it is suitable, sufficient and fit for purpose by ensuring key control measures and driving a positive responsible working culture in the using of plant and equipment.

2.0SCOPE2.1 Plant and equipment covers a wide spectrum across the company and links with several regulations each having their own criteria’s and rules to follow. Some regulations like the working at height regulations explain the inspection of equipment like ladders and scaffolds but this is also incorporated and covered in the PUWER regs though in lesser detail. The PUWER and LOLER regs cover all working equipment and plant. All regulations are always followed and adhered to by Simkiss. The LOLER and PUWER regs group all working plant and equipment and set approved codes of practice across the board

2.2 only trained competent members of Simkiss staff to use or operate Simkiss plant or equipment.

2.3 The Provision and Use of Work Equipment Regulations 1998 (PUWER) requires that all equipment provided for use at work is -

suitable for the intended use; safe for use, maintained in a safe condition and, in certain

circumstances, inspected to ensure this remains the case;

used only by people who have received adequate information, instruction and training;

accompanied by suitable safety measures, eg protective devices, markings, warnings

2.4 Lifting Operations and Lifting Equipment Regulations 1998 (LOLER) requires that all equipment used for lifting operations is –

Fit for purpose Appropriate for the task Suitably marked and, in many cases, subject to statutory

periodic 'thorough examination' by a competent outside company

used only by people who have received adequate information, instruction and training;

Full records must be kept proving inspections, checks and repairs.




3.3 It is the responsibility of all staff to check and ensure that all equipment used is suitable and sufficient, within calibration and /or have inspection stickers or certificates. If this is not the case, then their direct line manager needs to be informed.

3.4 If a piece of plant or equipment has to be inspected before use and documented then it is the responsibility of the person using the plant or equipment to inspect and document this. If the signature/inspection sheet is missing it is the responsibility of the person using the plant or equipment to obtain this documentation before work commences and complete the paperwork.

3.5 It is the responsibility of the Store manager/ coordinator to issue all plant with a Simkiss Plant number and update the Simkiss plant list on the F drive (electronically)

3.6 The responsibility of Booking LOLER inspection checks will be allocated by a senior manager.

3.7 The responsibility of calibration booking, and inspections will be allocated by a senior manager

4.0PROCEDURE4.1 All Simkiss plant and equipment is labelled with a company plant number EG S123, the description of the item and purchase date is then added to the company Plant register

4.2 when an item of plant/equipment requires calibration to ensure the accuracy of the task being performed the details are logged on the Simkiss plant register under the calibration tab. This tab indicates up and coming calibration dates and hyperlinks calibration certificates. Simkiss use the company Service Cal for all calibrations, they themselves have a system in place that emails/contacts Simkiss to advise a date is coming up for an item to be calibrated as a secondary aback up to our system.

4.3 Simkiss have LOLER inspections every 6 and 12 months depending on the item of plant/equipment. When an item of plant/equipment requires LOLER inspection Beeweb LTD come into simkiss to perform the inspection, all certification is stored electronically, and a hard copy stored in the Lifting equipment check folder. Beeweb LDT also contact Simkiss to advice LOLER check dates are due

4.4 Every time a piece of plant or equipment is used it is the duty of the user to inspect the item to ensure that it is fit for purpose, some items of plant require checks as and when used like fork lifts and cranes

4.5 Any defects found on any plant and equipment needs to be reported immediately to your line manager.


4.6 Only trained competent members of Simkiss staff are permitted to operate plant and machinery

5.0RELATED PROCEDURES5.1 Control of Calibration5.2 Resource Management5.3 Control of Information Instruction and Training 6.0DOCUMENTATION 7.0RECORDS7.1 All documents for Plant and equipment are kept for 10 years as, hard copies

and/or electric copies.


Procedure 24 Control of Calibration Owner Craig Varley

1.0OBJECTIVE1.1 Simkiss ensure that the results of measurements and tests taken are of knownaccuracy and can be related to National Standards or Physical Standards.

1.2To ensure specialised machinery is subject to routine calibration maintenance.

2.0SCOPE2.1All manufacturing, measuring and test equipment used by the Company to

controlthe quality of its products and services.

2.2Equipment owned by employees should only be used to confirm product quality ifit is controlled under this procedure.


3.2ALL Managers are responsible for ensuring that all employees follow his procedure.

3.3The Store manager is responsible for arranging a sub-contractor tocalibrate/maintain equipment as required and for maintaining records of thecalibrations/maintenance.

3.4All employees who use measuring test equipment or precision manufacturing tools

on the companies’ behalf are responsible for ensuring that it has been calibrated inaccordance with this procedure.

4.0PROCEDURE4.1Each item of equipment covered by this procedure is given a Plant Number and aPlant and Tool Register, this is logged electronically along with a hard copy inthe calibration file.

4.2The Plant and Tool Register is located in a Plant & Equipment CalibrationFile along with electronic copies on the Simkiss server. This information defines thefrequency of calibration or maintenance and the sub-contractor approved to performthe work.

4.3Based on the dates and re-calibration frequencies defined on the register sheets


Calibration and Maintenance Programmes are prepared by the Store manager.

CALIBRATED EQUIPMENT

4.4Arrangements are made by the Store manager for the items to be calibrated inaccordance with the Crimping Tools and Instrument Calibration Programmes. Thedate of calibration, results obtained, and where applicable the external calibrationrecord number are recorded on the Plant and Tool Register sheet by the Storemanager electronically.

4.5The re-calibration period is set to avoid measuring equipment becoming out of specification before the end of that period when used normally and correctly. Shouldthe calibration lapse, the equipment must be re-calibrated before it is re-used by any

operative. The re-calibration period is reviewed and monitored by the Store managerto achieve this objective.

4.6 If an item of equipment is found to be out of calibration the Engineering Managerand Production Manager review the impact on the products since its previouscalibration. A decision, based on the tolerances of the items being checked, is takenas to whether the equipment is likely to have caused a defective service or product.

4.7Where items of equipment are able to have their calibration setting adjusted thensuch adjustments are prevented by the application of suitable seals.

MAINTAINED EQUIPMENT

4.8Arrangements are made by the Store manager for equipment requiring routinemaintenance to be serviced in accordance with the Maintenance Program. The date of maintenance, results obtained, and where applicable the external maintenance reference number are recorded on the Plant and Tool Register sheet by the Store manager.

4.9The maintenance frequency is set to avoid equipment becoming out of service.The frequency is reviewed after each service by the Store manager to achieve thisobjective.

5.0RELATED PROCEDURES5.1Control of Manufacture5.2Control of Contracting

6.0DOCUMENTATION

6.1Plant and Tool Register Sheet / electronic copy


6.2Calibration Programme (Crimping Tools & Instrument) / electronic copy

6.3Maintenance Programme / electronic copy

7.0RECORDS7.1All Plant and Tool Register Sheets and Calibration Programmes are kept for a

period of three years after their last entry is filled.

7.2All calibration certificates are kept for ten years by the Store manager.


Procedure 25 Control of COSHH Owner Richard Meakin

1.0OBJECTIVE1.1 Simkiss identifies that COSHH regulations require employers to control substances that are hazardous to health. Simkiss will prevent or reduce workers exposure to hazardous substances by:

finding out what the health hazards are; Identifying how to prevent harm to health (risk/Coshh

assessment); Providing control measures to reduce harm to health; Keeping all control measures in good working order; Providing information, instruction and training for employees and

others; Providing monitoring and health surveillance in appropriate

cases; Planning for emergencies.

2.0SCOPE2.1 Simkiss controls Coshh in line with the Control of Substances Hazardous to Health regulations 2002.

2.2 Each item of Coshh will be identified for the specific task within the working parameter and then assessed using the MSDS (material safety data sheet) identifying any risks and hazards that may be present in using the product, this information is then fed through the company to the member of staff using the Coshh item as well as the members of staff working in and around the activity.

2.3 Simkiss will always attempt to use a low risk Coshh item.

2.4 All relevant PPE will be provided on request of a Coshh product being used.



3.3 All members of staff are responsible for knowing the Coshh product they use, this entails that the MSDS has been read along with the Cosh assessment and signed and dated before work commences in line with the RAMS.

3.4 The Sheq department are responsible for generating all Simkiss Coshh assessments annually or when a product substance is changed by the manufacturer. Controlling all MSDS and Coshh assessment and the Simkiss Coshh Register for office, workshop and site.


3.5 It is the responsibility of the person buying the cosh product to - firstly Check that this is a Coshh product that Simkiss use and have on their Coshh

register. Obtain the MSDS for the Coshh product. Inform the Sheq department if the item of Coshh is an new product so a

Coshh assessment can be performed and all records updated. Store the Coshh product safely with environmental consideration in the

bunded Coshh cupboard

4.0PROCEDURE4.1 All Coshh items purchased for use at Simkiss will be used in line with the Control of Substances Hazardous to Health regulations 2002.

4.2 Once a Coshh item has be identified as being required for a task the following steps must be taken

1. Identify if the Coshh item is on the simkiss Coshh register.

1.1 If the item is not on the Coshh register obtain the MSDS and inform the SHEQ department so a Coshh assessment can be completed.1.2 If the Coshh product is on the Coshh register advise the SHEQ department of your purchase and obtain the MSDS and Coshh assessment from the SHEQ department for reading and signing before work commencement.

2. Provide the MSDS and the Coshh assessment to the members of staff that will be using the Coshh product

2.1 All staff working with or in the vicinity of the Coshh product being used must read, understand and adhere to the safety and environmental guidance within the Coshh assessment then sign the Coshh assessment and keep this document with the RAMS for the job.

3. Store the Coshh product in line with the requirements stated on the Coshh assessment

4. Ensure that the Coshh assessment is always present for the task and is current and signed

4.3 The Coshh assessments will be revised annually or if a product substance, chemical compound or ingredient is changed.


6.0DOCUMENTATION


6.1 Material safety data sheet (MSDS)

6.2 Simkiss Coshh assessment

6.3 Simkiss Coshh register

7.0RECORDS7.1 All documents for Coshh are kept for 10 years as, hard copies and/or electric

copies.


Procedure 26 Control of Information, Instruction, supervision and Training Owner Karen Taylor

1.0OBJECTIVE1.1To ensure that all employees are adequately trained, instructed, supervised andcompetent in the Company's safety, environmental and quality systems as well ashaving the manufacturing competency, skill and qualifications necessary to ensurethat the Company's standards are kept high and meet current legislation along with

allCustomer' requirements.

2.0SCOPE2.1To ensure all employees in the Company have the correct information,

instruction,supervision and training to achieve good quality, safety and environmental standardsin line with Simkiss policy and procedures. 3.0RESPONSIBILITY3.1The Managing Director is responsible for this procedure, with responsibilities forthe implementation of this procedure throughout the senior management team.


3.3 It is the HR Co Ordinator’s responsibility to record, review and ensure that alltraining and competency is current and up to date for all employees, along withbooking further training as and when required.

4.0PROCEDURE4.1The Managing Director and senior management identifies the minimumcompetency (experience, training and qualifications) for each of the positions in theCompany, this is then recorded by the HR Co Ordinator in the form of a Job

Descriptionwhich is logged on the HR ELF system electronically for each position.

4.2The existing competency (experience, skills and training) of each employee isrecorded on a personnel Training Record electronically on the HR ELF system by

theHR Co Ordinator. These are updated whenever formal training is given or each yearwith the employee’s experience. When an employee is undergoing "on the jobtraining" that employees training record is updated when the employee hasdemonstrated that they are competent in the training area covered.

4.3The information defined above is obtained on all applicants for new positions in the

Company and compared with the Job Description Form of the post. If it is decided to


employ an applicant who does not have the defined requirements, then a trainingprogramme is developed and implemented.

4.4When an existing employee is considered for another position in the Company then

the procedure defined in 4.3 is followed.

4.5When there are changes in the operations of the Company these areconsidered at the Management Review Meeting and the training implications determined. Training Programmes are developed for any employees affected by the changes and the HR Co Ordinator records the training received on the HR ELF system electronically.

4.6Care is taken when allocating work not to allocate work that is outside of thecompetency of the employees.

5.0RELATED PROCEDURES5.1None

6.0DOCUMENTATION 6.1Training Record Form (demonstrated on ELF HR system)

6.2Job Description templets (demonstrated on ELF HR system)

7.0RECORDS7.1The personnel Training Record is filed by the HR Coordinator and is kept for atleast ten years after the employee leaves the service of the Company.


Procedure 27 Control of Display Screen Equipment Owner Paul Simkiss

1.0OBJECTIVE1.1To ensure that all employees are adequately assessed and trained in visual display unit equipment in line with the display screen equipment regulation 1992 amended 2002.

2.0 SCOPE2.1 To ensure all employees in the Company are assessed and adequately trained/informed about the annual VDU assessments to ensure safe working practice while at their desk/ work station 3.0RESPONSIBILITY3.1 The Managing Director is responsible for this procedure.He is responsible for the implementation of this procedure throughout the seniormanagement team.

3.2 The senior management team are responsible for ensuring that an annual VDU assessment is performed on all staff working with display screen equipment. This includes new employees as they join the company and get assigned a work station after their induction process.

3.3 The SHEQ department are responsible for performing the annual VDUassessments and passing the relevant findings on to the individuals line manager.

3.4 The HR department are responsible for scanning and storing all VDU assessments

electronically on the ELF HR system, each record will be stored for a minimum of 10years. 4.0PROCEDURE4.1 The SHEQ department will assess everyone in the company to identify who will require a VDU assessment under the display screen equipment regulation.

4.2 Employees identified as requiring a VDU assessment will be given a working with VDU guide leaflet. The leaflet explains working with VDUs and the health issues and risks associated with VDU users.

4.3 After employees have read the VDU leaflet the SHEQ department will have adiscussion with each employee about VDU’s answering any queries and questionsthat the leaflet has raised.

4.4 Once the employee has a clear understanding of VDU’s they are given aquestionnaire that will help them identify if any areas of there work station can beimproved to reduce hazards. 4.5Once the questionnaire is complete and returned to the SHEQ department a90 | P a g e


time will be set to go through the questionnaire with the employee. This will give time for the SHEQ co Ordinator to assess the relevant work space to improve and reduce the hazards associated with VDU

4.6 While some improvements may be made immediately like screen height for example other hazards identified will be passed to the employee’s line manager for actions to be set and closed down

4.7 VDU assessments will be performed annually, when new employees start the company and or after any work station changes or new equipment issue. 5 RELATED PROCEDURES5.1 NONE

6 DOCUMENTATION 6.1 Working with VDU’s leaflet 6.2 VDU questionnaire

7 RECORDS7.1 The VDU Training Record is filed by the HR Coordinator and is kept for at least

ten years after the employee leaves the service of the Company.


Procedure 28 Control of Environmental aspects and Impacts Owner Ben Johnson Tech IOSH AIEMA

1.0OBJECTIVE1.1 Simkiss recognises that through the delivery of its services, there are elements (aspects) of its activities that can or do have direct and indirect (e.g. use of external suppliers, contractors etc) impacts on the environment. By identifying these aspects and impacts Simkiss aim to reduce and where ever possible eliminate these identified aspects and impacts reducing the overall Simkiss environmental footprint.

2.0SCOPE2.1 Simkiss is committed to assessing, within the scope, all its environmental aspects in order to identify those significant environmental aspects i.e. those environmental aspects that have or could have a significant environmental impact.

3.0RESPONSIBILITY3.1The Managing Director is responsible for this procedure, with responsibilities forthe implementation of this procedure throughout the senior management team.


3.3 The SHEQ department is responsible for identifying and monitoring the aspects and impacts of the company along with keeping the aspects and impacts register up to date.

3.4 Designers are responsible for identifying any aspects and impacts that may be created by a design at the design stage in any project

3.5 All staff performing risk assessment are responsible for identifying any aspects and impacts arranging control measures and informing the SHEQ department

4.0PROCEDURE 4.1 Aspects and impacts should be identified at the design stage and risk assessment stage within jobs.

4.2 Once aspects and impacts are identified the SHEQ department should be notified so that the relevant information can be added to the aspects and impacts register.

4.3 Control measures are to be investigated and put in place accordingly. Where ever possible elimination of the aspect or impact is achieved, where this is not possible reduction or alternative control measures are advised.

4.4 All information gathered, and control measures put in place need to be added to the Aspects and impacts register.


4.5 The aspects and impacts register will be monitored and maintained by the SHEQ department

4.6Simkiss ensures that all significant environmental aspects are regularly reviewed to ensure both existing and potential significant environmental impacts are effectively and consistently managed.

5.0RELATED PROCEDURES5.1 None

6.0DOCUMENTATION6.1 Aspects and impacts register 7.0RECORDS7.1 All records in line with this procedure are kept for at least ten years as hard or

electronic copies.

S


Procedure 29 Control of Management Owner Paul Simkiss

1.0OBJECTIVE1.1 Simkiss Control Systems Ltd. recognises that an essential feature of Safety, health, Quality and environmental impact is to ensure that concerns are not just remedied but that knowledge of the source of the problem is gained and action is taken to prevent recurrence. In this way the Company aims to improve Safety, health, Quality and environmental, reduce its costs, and improve its service to its clients, creating a positive teamwork culture.

2.0SCOPE2.1 This procedure covers all areas of Company's operations. It is the Management Review of the Companies IMS system along with any aspects or impacts that the company has encountered.

3.0RESPONSIBILITY3.1The Managing Director is responsible for this procedure, with responsibilities forthe implementation of this procedure throughout the senior management team.

3.2 ALL Managers are responsible for ensuring that all employees follow companyProcedures and complete corrective action, hazard reports, accident forms, incidentnear miss reporting and inform managers of any aspect or impact that they believethe company can improve on or requires the company’s attention for discussion in

themanagement meeting.

3.3 The Managing Director is responsible for ensuring that all data pertaining to theIMS system is examined to determine the causes of the concerns and corrective

actionIs taken to prevent recurrence.

3.4 All Directors and Managers are required to attend the Management Review andCorrective Action meeting and to take those actions agreed by the meeting away tocorrect and implement all actions so they can be closed out and discussed in the

nextmeeting.

3.5 The managing director is responsible for signing off the completed correctedactions for the company once it is believed that they have been actioned reviewed

andfinalised.

4.0PROCEDURE4.1 The management review is held annually and is attended by the managing director and all senior management at Simkiss.


4.2 The management Review agenda is formulated from data gathered from the following sources

Corrective actions Hazard reporting Accident incident near miss reports Complaints Company internal audits and KPIs External audits

Each point above generates actions and discussion points that may lead to further actions set.4.3 All agenda points are discussed, and actions are set to rectify and learn from subject matter Simkiss filter down actions, improvements and findings to improve the quality, safety and environmental outlook within the company creating a positive culture with continual learning.

4.3 The effectiveness of the actions previously planned and taken from previous meetings are verified noted and recorded.

4.3 Once a Corrective Action is considered to have been cleared and signed off by the managing director this is recorded in the minutes of the meeting

5.0RELATED PROCEDURES5.1 All procedures in the Company manuals.

5.0DOCUMENTATION 5.1 Management review meeting agenda5.2 Management review meeting minuets

7.0RECORDS7.1 All Minutes of the Management Review and Corrective Action Meeting are kept as a hard copy and/or electronic copy for a period of ten years


Procedure 30 Control of Waste Management procedure

1.0OBJECTIVEThis procedure defines the required level of performance needed in order to store, transfer and dispose of waste materials in manner that reduces Health, Safety and Environmental risks to an acceptable level, whilst ensuring legislative

compliance.

2.0SCOPEThe procedure covers all areas within which Simkiss Control Systems Ltd activityoccurs including contractors and subcontractors.

3.0RESPONSIBILITY3.1 Simkiss Control Systems staff shall -• manage and dispose of waste materials in the manner laid out within this

procedure• report any breaches of this procedure using the Hazard reporting procedure

3.2 Contractors and Subcontractors• dispose of their own waste materials in a manner that ensures legislative

compliance• ensure that waste carriers are certificated to carry waste materials• ensure disposal sites are licensed to accept the waste materials they produce• ensure records of the wastes removed are maintained and can be examined at

any time• ensure that copies of any waste related documentation are included within the

site file

4.0PROCEDURE4.1 INTRODUCTION

The responsibility for waste disposal lies ultimately with the waste producer who remains liable until the waste is lawfully transferred to the licensed waste disposal facility, when liability transfers to the licensee.The waste carrier will only be held liable if environmental harm occurs when the

waste is in their control and the producer cannot be identified. It is, therefore, in the interest of waste producers to develop contacts with waste management contractors to ensure that the Duty of Care, as defined inSection 34 of the Environmental Protection Act 1990 is complied with.All waste must be disposed of by a registered waste disposal contractor. The waste producer shall ensure that all waste consigned to a waste disposal contractor, or agent is always disposed of to a suitability licensed site.When selecting a waste disposal contractor, it is advisable to contact the local waste disposal authority, who can usually supply the names of companies and can indicate the more reputable onesto deal with.In making the decision to use a particular contractor, the waste producer should be


certain that the contractor is acceptable and suitable for the work required.The regulations require that a system of record keeping and transfer notes be made available for inspection. A written description of the waste and transfer notes must be kept for a minimum of three years.All waste from Simkiss Control Systems sites will fall into the category known as 'industrial waste'. This includes waste from offices and sites, as well as

manufacturing and building activities. The provision of the Duty of Care regulations applies to the management and disposal of industrial waste.

4.2 DEFINITION OF WASTEThe Waste Management Licensing Regulations 1994 replaced for England and Wales by the Environmental Permitting Regulations 2010 defines waste as any substance

or object which the producer or persons in possession of it, discards or intends to or is required to discard.

4.3 WASTE TYPESThere are essentially three types of waste that are produced from Simkiss Control Systems Limited activities.

1. Commercial waste – Waste produced in offices etc.2. Industrial waste – Waste produced on industrial and construction sites,

including that produced in offices and premises on the location.3. Hazardous waste – a controlled waste type that is identified in the

Hazardous Waste (England and Wales) Regulations 2005

The category of the waste will determine how the waste shall be appropriately stored,

transferred and disposed of.

4.4 SITE WASTE MANAGEMENT PLAN (SWMP)It is a requirement of the Site Waste Management Plan 2008 that on all construction projects in excess of £300K that a SWMP is prepared.

4.5 DUTY OF CAREIt is a requirement of the Environmental Protection Act 1990 (EPA 90) Section 34 –Duty of Care for waste management that anyone who produces, imports, carries, keeps, treats or disposes of controlled waste, i.e. industrial, commercial or domestic waste have a duty to pass on the waste to an authorised person. In the case of industrial, commercial and hazardous waste it is necessary to fill in a transfer note.

4.6 Preventing Illegal Disposal, Treatment or Storage of WasteEvery person who is subject to the duty of care must ensure not only that they do not commit an offence but that any other person does not. In practice, this means that a waste holder is responsible for taking steps to prevent offences involving waste that they have controlled at some point. They must try to prevent other people from disposing, treating or storing the waste:


without a licence breaching the conditions of a licence in a manner likely to cause pollution or harm to health.

For example, a waste producer should try to ensure that all the waste consigned to a waste management contractor or their agent is always disposed of to suitably

licensed sites, and if the producer has any reason to suspect that the waste is not being

handled correctly, they should check whether unlicensed disposal of the waste is occurring.Where waste is being disposed of illegally, the producer should notify the

Environment Agency and make alternative arrangements. If this is not practical, the producer

should make additional checks on future consignments of the waste.

Simkiss Control Systems Limited must:

• Identify and describe the waste it produces adequately• Store the waste it produces safely and under control• Transfer its waste to appropriate persons (both transport and disposal)• Ensure that the waste is treated or disposed off appropriately• Keep records of all types of waste transfer

9. PRODUCTION OF WASTE

Most activities within Simkiss Control Systems Ltd produce waste. Reducing waste at

source means less potential for causing environmental impairment and higher profits.

Each pound saved on the costs of raw materials is a direct cost, i.e. the saving goes straight to the bottom line.

In order to identify, investigate and prioritise waste reduction opportunities, the company will consider and follow where appropriate the waste minimisation

hierarchy.

• Elimination – can the activity be altered in order to prevent the production of the waste.

• Substitution – can a material be replaced so as to produce a less hazardous waste.

• Reduce – can an activity be modified so as to minimise the quantity of waste produced.

• Reuse – can a material be reused within the same or another activity.• Recycle – can the material be removed from site and recycled• Disposal – if a material has to be disposed of, choose the most environmental

acceptable option.


The preferred disposal options in order of preference are treatment, incineration andFinally landfill. Landfill is the last resort because there use, transfers waste from one location to another and merely temporarily isolates the waste from the environment, rather than treating it or converting it to less harmful substances.

As part of Simkiss Control Systems Ltd commitment to continuously improve its environmental performance, the company will develop objectives and targets to reduce the production of waste.

10. STORAGE OF WASTE

The correct storage of waste materials is one area where potential environmental liabilities can be significantly reduced. The Duty of Care Regulations requires that wastes are "kept safely", i.e. action is taken by the holder to prevent the escape of wastes from control. Protection of waste containers from damage and wear is the responsibility of all waste producers.

Solid waste, which could become windborne, or attract animals, vermin or birds, should be stored incovered skips to prevent the likelihood of windblown debris or interference by

wildlife.In some cases, segregation of waste substances may be required to aid disposal. Skips must be identified as to the waste to be disposed in them.

Hazardous waste must be stored in areas that are secure in order to prevent access to unauthorised persons, (this includes the general public).

10.1 SkipsAll skips used must fulfil the following requirements.• skips must be in good condition and free from corrosion or wear;• skips should be located on good quality surfaced ground;• skips should be located away from surface/foul drains and water courses• skips should be covered to prevent waste becoming windborne or attracting

wildlife• access to skips must be controlled, either locked or in a locked compound. On

secure sites, skips need not be lockable• clearly labelled – specifying permitted and prohibited waste types• only wastes which are specifically permitted can be put in skips, this must be

checked with the waste contractor.• empty containers with residues must not be put into skips, without first checking

whether they are permitted at the disposal site used by the skip contractor. There should be no pour able residues.

All skips on site should be regularly reviewed to ensure compliance with the above requirements.

11. HAZARDOUS WASTE


11.1 Hazardous Waste RegulationsIn 2005 the EU term 'hazardous waste' replaced the old UK term "special waste".

There are about 180 newly hazardous wastes (wastes not previously regarded as Special) including everyday items such as fluorescent tubes and TV sets, which are now subject to hazardous waste consignment procedures and can only be land filled in a dedicated hazardous site.

The relevant statutory instruments are:

• Special Waste Amendment (Scotland) Regulations 2004 (SSI 2004 no.112) as amended by

SSI 2004/204• Hazardous Waste (England and Wales) Regulations 2005 (SI 2005 No. 894)• List of Wastes (England) Regulations 2005 (SI 2005 No. 895)• Hazardous Waste (Wales) Regulations 2005 (SI 2005 No. 1806)• List of Wastes (Wales) Regulations 2005 (SI 2005 No. 1820).

The List of Wastes Regulations reproduces the European Waste Catalogue (EWC) whereas theHazardous Waste Regulations define hazardous waste and set out the new consignment procedures.

11.1.1 Prohibition on Mixing of Hazardous WasteRegulation 19 prohibits the mixing of hazardous waste with:

• a different category of hazardous waste• non-hazardous waste• any other substance or material.

However, mixing by disposal or recovery operations is not illegal if it is allowed underthe conditions of their permit.

Where hazardous wastes have been illegally mixed, the holder has a duty to separate

them, provided separation is:(a) technically and economically feasible, and(b) necessary to comply with the Waste Framework Directive (e.g. to protect human health and The environment).

The Environment Agency has recently issued guidance on the mixing of hazardous waste.

Mixing is banned if:• an undesired reaction or phase separation would occur• mixing compromises the treatment of one of the waste streams• it dilutes or hides the identity of a hazardous waste• it prevents recycling and recovery.


11.1.2 NotificationProducers of hazardous waste have a duty to notify their premises to the

Environment Agency. This duty applies to all producers of industrial waste. Retail, office, dental, medical, veterinary and agricultural premises are only required to notify the Agency if they produce more than 200kg per annum of hazardous waste. The Agency must be notified every 12 months, and a fee is payable. After receiving the notification, the Agency will issue a premises code.

It is an offence to remove waste from premises which are neither notified nor exempt.

Exempt premises are still required to ensure that waste is removed only by an authorised person, e.g. a registered carrier.

11.2 Licences for Waste StorageA waste management licence is not required for the temporary storage of waste on the producer’s premises pending its disposal. However, a licence is required for hazardous waste in quantities exceeding:• 23,000 litres (liquid, in containers)• 80m3 (non-liquid, in containers)• 50m3 (non-liquid, not in containers but in a secure place).These totals represent the aggregate quantities of hazardous waste on a particular site. Hazardous waste by definition is harmful to the environment, and may be

harmful, corrosive or poisonous to personnel. The storage requirements are, therefore, more stringent than for normal controlled non- hazardous waste.

11.3 Storage of Hazardous WasteHazardous Wastes must be stored in areas that are secure in order prevent access

to unauthorised persons (this includes the general public).The fact that wastes are hazardous means that greater care must be taken in their storage.When storing hazardous substances, attention must be paid to:• labelling• record keeping• spill prevention• mixing of incompatible materials.

Where liquid wastes are stored in bulk, care must be taken to ensure that storage tanks are:

• suitable for the material being stored• sound• adequately bunded• adequately labelled and with some means of detecting the level of the contents.

Where incompatible materials are handled on the same site, e.g. acids and cyanide salts, it must be emphasised that these materials are to be kept separate.


Attention should be paid to ensuring that the “wrong tanks” cannot be filled and that in

the case of spills or other foreseeable accidents the risks of contact are minimised.

Wherever possible the following general guidelines should be followed.

• Choose the correct container and location. Wastes should be stored under cover, away from direct sunlight, wind and rain. In the case of non-hazardous wastes this requirement may be satisfied by the use of sealed containers such as wheelie bins typically holding up to 1m3 or enclosed roll-on bins with a capacity of up to 20m3. Where greater access is required, open skips and roll-ons provide some degree of protection.

• Hazardous wastes, depending on their form, may be stored either in similar containers or in tanks, drums or other smaller containers. In such cases storage under cover is important to protect the integrity of the container.

• Storage areas for wastes should be secure from the general public, in particular children, and clearly marked so as to indicate the hazards of the stored material.

Ensure Adequate LabellingContainers for the storage of wastes should be adequately labelled. This is

particularly important where a number of different types of wastes are produced or handled on

the same site.Hazardous wastes must not be placed in containers provided for general rubbish. Such errors may lead to hazardous material being handled as non-hazardous thus putting the carrier (as well as others) at risk, or may lead to the waste being

improperly disposed of.Adequate labelling should also ensure that when waste is collected the correct material is removed. In the case of hazardous wastes, adequate labelling is required by law and is necessary both to inform potential handlers of the risks and to ensure that non-compatible materials are not stored or transported together.

Keep Storage of Waste to a MinimumAs far as practicable the storage of wastes should be kept to a minimum. This is both good housekeeping and, in the case of hazardous wastes, reduces the risks associated with the storage of large quantities of hazardous materials.If it is envisaged that skips or barrels of special waste will be stored for some weeks prior to off-site disposal, it is advisable that some means of protection from the weather is provided. Volatile liquid waste (e.g. solvents or paint) must be protected from sun to minimise the likelihood of vapour expansion.

12 TRANSFER OF WASTE TO AUTHORISED PERSON

12.1 Selection of Waste Carriers and Disposal SitesThe waste producer or holder should ensure that waste is only transferred to an authorised person. The categories of authorised persons are:• a Waste Collection Authority


• the holder of a waste management licence or PPC permit or someone who is exempt from holding a licence

• a registered carrier of controlled waste, or someone who is exempt from registration

• a Waste Disposal Authority in Scotland.

Provisions for the registration of waste carriers have been made by the Controlled Waste (Registration of Carriers and Seizure of Vehicles) Regulations 1991 (SI 1991 No. 1624), as amended. Before using a waste carrier Simkiss Control Systems Ltd should check the carrier's registration by asking to see the certificate of

registration or an official copy of the certificate provided by the Agency. Official copies are numbered and marked to show they have been checked. Photocopies must not be taken as proof of registration. Such checks should be carried out at regular intervals to ensure that registration has not lapsed.

12.2 Disposal SitesThe company disposing of the waste should check that the disposal, treatment or transfer facilities used for its wastes are properly licensed or legally exempt to accept those wastes. This must be checked, first with the facility and subsequently by confirming the details with the Environment Agency office for the area where the

facility is located.

13 RECORDS OF WASTE TRANSFER & DISPOSAL

All transfers of waste from areas within which Simkiss Control Systems Ltd activities are occurring must be made with the appropriate documentation. Simkiss Control Systems Ltd must ensure for all types of waste that:• All notes are fully completed• The waste being transferred can be accepted at the final disposal site• All notes adequately describe the waste being transferred• All notes are signed and dated

A record of waste transfers must be retained within the Waste Transfer Note file.

The Environmental Protection (Duty of Care) Regulations 1991 (SI 1991 No. 2839), as amended, came into force on 1 April 1992, and make provision for a system of transfer notes and record keeping. The regulations state that, on transfer of the

written description of, both the transferor (the giver of the waste) and the transferee (the receiver of the waste) must complete and sign a transfer note. The transfer note

must contain the information given below.

1. Identification of the waste and:(a) its quantity(b) whether it is loose or in a container on transfer(c) if in a container, the type of container


(d) the place and time of transfer(e) a six-figure code from the European Waste Catalogue.

2. Name and address of transferor and transferee.

3. Whether the transferor is the producer or importer of the waste.

4. If the transferee is authorised for transport purposes, which of those purposes apply.

5. The category of authorised person that the transferee (and transferor, where applicable) comes under, or which exemption applies, and why they are exempt

In England and Wales, you should describe the quantity and types of each different waste being transferred on the Transfer Note, both in words and by reference to the appropriate codes in Schedule 1 of the List of Wastes (England) Regulations 2005 and the List of Wastes (Wales) Regulations 2005

If you are operating in Northern Ireland, you currently need to describe the quantity and types of each different waste being transferred both in words and by reference

to the appropriate codes in the List of Waste Regulations (Northern Ireland) 2005,

which establishes a list of wastes and hazardous wastes.

In Scotland, you should describe the quantity and types of each different waste being transferred on the WTN, both in words and by reference to the appropriate codes in the European WasteCatalogue (EWC).Any transfer notes that arise as a result of Simkiss Control Systems Ltd activities should be kept for a minimum of 3 years within the Waste Transfer Note file. Contractors should retain waste transfer documentation and make them available for inspection by Simkiss Control Systems Ltd.

13.2 Hazardous Waste – Consignment NotesThe waste producer is responsible for giving each consignment of hazardous waste

a consignment code, using a system set up by the Agency. Under the 2005 Regulations, there is no longer a requirement to pre-notify the Agency of consignments of hazardous waste.

Details required relevant to the waste are:Part A

1 Consignment Code2 Details of site where waste is being removed3 Premises code (if applicable)4 Details of where waste is to be removed to5 The waste producer id different to 2


Part B

1 The process which gave rise to the waste2 Standard Industrial Classification (SIC) which gave rise to the waste3 Details of the waste• Description• European Waste Code (EWC)• Quantity (KG)• Component /Concentration of Waste• Physical form• Hazard Code• Number & type of container4 For each EWC Identified transport details (Obtained from Section 14 of SafetyData Sheets)• Packing Group• UN identification number• Proper shipping name• UN Class• Details of any special handling requirements

Standard procedure (regulation 36)

Three or four copies of the consignment note are required, depending on whether the

producer andconsignor is the same person. The consignment note is reproduced in Schedule 4 to the Regulations.1. The waste producer fills in Parts A and B of the consignment note, and gives all

the copies to the carrier.2. The carrier completes Part C, and gives all three copies back to the waste

producer (or consignor).3. The waste producer or consignor completes Part D, then:(a) one copy is kept by the producer(b) one copy is kept by the consignor (if different(c) two copies go to the carrier.4. The two carrier's copies travel with the waste, and the carrier gives them to theconsignee (i.e. waste management contractor).5. The consignee completes Part E, then:(a) one copy is kept by the consignee(b) one copy goes back to the carrier.

A Schedule of Carriers is required where more than one carrier transports the consignment (see regulation 37).

Multiple Collections (regulation 38)This procedure applies where one carrier collects several consignments of

hazardous waste, which all go to the same consignee. A multiple consignment collection note is required.

The carrier prepares:


• two copies for the carrier• one copy for each waste producer• one copy for each consignor (if different from the waste producer).The carrier completes Parts A and B on each copy. Before the waste is collected:• the waste producer completes the Annex on each copy• the consignor and carrier sign declarations to the Annex on each copy• the carrier returns a completed copy to the producer (and consignor if separate).After the last consignment has been collected, the carrier completes the relevant

parts of Section C on both remaining copies of the note.On delivery, the carrier gives both copies to the consignee. The consignee

completes the relevant parts of Section C and completes the certificate in Part D, on both

copies.The consignee keeps one copy and passes the other back to the carrier.The regulations contain specific provisions for rejected consignments (regulation 42) and consignment of waste by pipeline.

Records (regulation 49)The producer or holder and (if different) the consignor shall keep a record of the

following information regarding the hazardous waste consignment:• quantity• nature• origin• destination• frequency of collection• mode of transport, including identification of carrier• treatment method

and keep the records for at least three years after the transfer of the waste.Any consignment notes that arise as a result of Simkiss Control Systems Ltd

activities should be kept for a minimum of 3 years within Waste Transfer Note file. Contractors should retain waste transfer documentation and make them available for inspection

by Simkiss Control Systems Ltd.

14. WASTE TREATMENT

With effect Oct 2007 Landfills cannot accept untreated waste. Simkiss ControlSystems Ltd therefore has a choice. We can treat the waste ourselves or ensure that it is treated elsewhere before being landfilled. In practice, everyone involved in the decision to send waste to landfill must understand who is going to treat it.The following options are available to Simkiss Control Systems Ltd as producers:


• Treat our own waste and provide information about the treatment for subsequent holders; or

• ensure that the waste will be treated by a subsequent holder before it is landfilled.

14.1 Treating Own WasteTreatment under the Landfill Regulations is defined by using the ‘three point test’,

with all three criteria having to be met for waste to have been pre-treated:

1. It must be a physical, thermal, chemical, or biological process including sorting2. It must change the characteristics of the waste3. It must do so in order to

i. reduces its volume; or (c) facilitate its handling; orii. reduce its hazardous nature; or (d) enhance recovery

In general, we can comply by segregating one or more types of waste for some form of recycling or treatment and hence diversion from landfill.

When treated by Simkiss Control Systems Ltd and prior to the waste being transferred

we will need to provide confirmation to the landfill operator that the waste has been treated. It is good practice for Simkiss Control Systems Ltd as a waste producer or the new holder to always complete a written declaration stating:

• The type of treatment;And if relevant,

• the amount of waste sorted out for recovery or alternative treatment;

In the case of doubt, the landfill operator would presume that the waste has not been treated. It will therefore be in the producer’s or current waste holder’s own interest to provide a written declaration to confirm the above. This can be incorporated into a waste transfer note or a declaration.

The landfill operator is also responsible for checking the ‘basic characterisation’ of the

waste if the landfill operator is not treating the waste they will be relying on the producer or holder for this information

14.2 Treatment By Other PartiesProducers are not obliged to treat their waste themselves and on occasion Simkiss Control Systems Ltd may simply buy this service from a waste contractor. Individual producers will need to decide the option that best suits the waste and their circumstances. In some cases, the producer may opt to have the waste treated elsewhere for practical reasons such as lack of space for storing separated

materials.

15 WASTE BROKERS


A Waste Broker is a person or organisation, which arranges for the disposal of Controlled Waste on behalf of another party. After the 31 December 1994 a Waste Broker is required to be registered with the local waste regulation authority. -

The Waste Broker should:-• Make contact with a company who is licensed to dispose of waste.• Provide details of the waste.• Obtain an estimate for its disposal.• Obtain a copy of the company’s waste disposal site licence to verify that it covers

thehazardous waste to be disposed of.

16 RISK ASSESSMENT

Work involving the removal of hazardous waste i.e.:-• Equipment containing PCB’s• Batteries containing acid• Circuit Breakers and Gas Insulated Switchgear containing degradation products

from arcing or flashovers• Spate containing PCBs or elevated levels of heavy metalsshould not be carried out until an assessment of the risk has been carried out.

16.1 Prevention and ControlAll risks must be identified, eliminated or controlled. Suitable personal protection equipment must be provided for employees who might be exposed to a risk to their health and safety, if that risk cannot be adequately controlled by means that are equally or more effective.

5.0RELATED PROCEDURESHazard reporting procedure6.0DOCUMENTATION 7.0RECORDS


sheq integrated management system … · web viewbs en iso 9001:2015 and transition to en...

Documents