Company QHSE Manual

Version 1.0 Issued: 18/01/2021

(Controlled Copy No: 6 of 10)

In Compliance With:

ISO 9001:2015 Standard

ISO 14001:2015 Standard

OHSAS 18001:2007 Standard

Company

QHSE

Manual

Invicta Performance

Solutions Ltd

In compliance with:

ISO 9001:2015

OHSAS 18001:2007

ISO: 14001:2015

Invicta Performance Solutions

QHSE Manual IPS - QHSE - M

1 Version 1.0 Issued: 18/01/2021 Note: Only documents stored on the IPS QHSE document management system (https://drive.google.com/drive/folders/) are current. Printed copies should be checked to ensure that they are current.

Designation Signature

Reviewed By: Senior Management [original signed]

Approved By: Managing Partner [original signed]




Table of Contents

CONTROLLED COPIES ..................................................................................................... 4

LIST OF AMENDMENTS .................................................................................................... 4

SECTION 1 – QHSE POLICY ............................................................................................. 5

1.1 Company Quality Policy ......................................................................................... 5

1.2 Company Health and Safety (H&S) Policy .............................................................. 6

1.3 Company Environmental Management (EM) Policy ................................................ 7

1.4 Strategic QHSE Objectives ..................................................................................... 8

SECTION 2 – COMPANY INFORMATION, SCOPE, EXCLUSIONS .................................. 9

& QHSE SYSTEM ............................................................................................................... 9

2.1 Company Information ............................................................................................. 9

2.2 Scope ................................................................................................................... 10

2.3 Exclusions ............................................................................................................ 10

2.4 IPS Management QHSE Management System .................................................... 11

2.5 QHSE Management System Procedures .............................................................. 13

SECTION 3 – APPROVALS, AMENDMENTS & DISTRIBUTION ..................................... 15

3.1 Approval ............................................................................................................... 15

3.2 Amendment Procedure ......................................................................................... 15

3.3 Distribution of the QHSE Manual .......................................................................... 16

SECTION 4 – OVERVIEW OF THE QHSE SYSTEM ........................................................ 17

4.1 General Requirements ......................................................................................... 17

4.2 QHSE Manual ...................................................................................................... 19

4.3 Control of Documents ........................................................................................... 19

4.4 Control of Records................................................................................................ 20

SECTION 5 – MANAGEMENT RESPONSIBILITY ........................................................... 21

5.1 Management Commitment ................................................................................... 21

5.2 Customer Focus ................................................................................................... 21

5.3 QHSE Policy......................................................................................................... 22

5.4 Planning ............................................................................................................... 22

5.5 Responsibility & Authority ..................................................................................... 25

5.6 Communication, Participation and Consultation .................................................... 27

5.7 Management Review ............................................................................................ 28

SECTION 6 – RESOURCE MANAGEMENT ..................................................................... 29

6.1 Provision of Resources ......................................................................................... 29

6.2 Human Resources ................................................................................................ 29

6.3 Infrastructure ........................................................................................................ 30




SECTION 7 – PRODUCT OR SERVICES REALISATION ................................................ 31

7.1 Planning of Realisation Process ........................................................................... 31

7.2 Customer Related Process ................................................................................... 31

7.3 Design and Development ..................................................................................... 32

7.4 Purchasing ........................................................................................................... 34

7.5 Production and Service Operations ...................................................................... 35

7.6 Control of Measuring and Monitoring Devices ...................................................... 37

SECTION 8 – MEASUREMENT ANALYSIS & IMPROVEMENT ...................................... 38

8.1 General ................................................................................................................ 38

8.2 Monitoring & Measurement ................................................................................... 38

8.3 Control of Non-Conformity .................................................................................... 40

8.4 Accidents, Incidents, Non-Conformities, Corrective & Preventive Actions ............. 40

8.5 Analysis of Data ................................................................................................... 41

SECTION 9 – EMERGENCY PREPAREDNESS & RESPONSE ...................................... 42

9.1 General ................................................................................................................ 42

9.2 Drills & Exercises ................................................................................................. 42

9.3 Fire Fighting and Life Saving Resources .............................................................. 42

ANNEXES ......................................................................................................................... 43

Annex A: Organisational Chart ................................................................................ 43

Annex B: QHSE MS Process Flow Chart ................................................................ 43




CONTROLLED COPIES

Copy No. Accessed By Date

1 Managing Partner 01/04/2021

2 Partner 01/04/2021

3 HR and Administration Manager Not Yet Issued

4 Sales and Marketing Manager Not Yet Issued

5 Central Registry Not Yet Issued

6 Published to Website 10/03/2021

7 SPARE

8 SPARE

9 SPARE

10 SPARE

LIST OF AMENDMENTS

Amendment Page No. Subject of Amendment Date Approved By Signature

1

2

3

4

5

6

7

8

9

10




SECTION 1 – QHSE POLICY

1.1 Company Quality Policy

IPS Ltd (IPS) is a principal provider of high-quality Organisational Consultancy Services for the public and private sectors.

IPS’s objective is to provide its clients with a quality of service consistent with the highest professional standards. We are therefore committed to the concept of Quality Assurance as defined in ISO 9001:2015, recognising that no organisation or service can remain static in a world of continuously changing business environment and advancements in technology.

IPS is committed to the continual improvement of its operational and management systems to achieve excellence and to achieve innovative, safe, and economical solutions in every project undertaken. This is achieved through regular reviews of performance, business environment, working methods, and staff training.

IPS’s Company QHSE Manual is the source from which detailed quality management procedures, specific work instructions, and project quality plans for each individual project are derived.

Responsibility for upgrading and maintaining our Quality Management System and for conducting internal audits rests with IPS’s Managing Partner. This post is responsible for ensuring that best practice policies and procedures are in place - and are followed – across all areas of the company.

[Original Signed]

Ian Read

Managing Partner




1.2 Company Health and Safety (H&S) Policy

Overall responsibility for Health and Safety and Environment (H&SE) within IPS is vested in me by virtue of my appointment as Managing Partner. This H&SE Policy Statement describes the arrangements I have set up to fulfil my duty in this area. It reflects the importance that I attach to the health, safety and welfare of all employees in working for the Company and of all interested parties who may be affected by their activities.

The Company is committed to the concepts of Health and Safety at Work as described in OHSAS 18001:2007 and Environmental Management as described in ISO 14001:2015. It will, so far as is reasonably practicable, provide all staff with:

• Safe facilities and resources.

• Safe systems at work.

• Safe and healthy places of work with safe access and egress.

• Sufficient information, instruction, training and supervision to enable personnel to carry out their work/training safely without risks to their health or to the environment.

The detailed arrangements for Health & Safety management are described in the Company Health Safety and Environment Manual. I have delegated responsibility for maintaining our H&SE procedures and for conducting internal audits to the Managing Partner. This post is responsible for ensuring that best practice H&SE policies and procedures are in place – and are followed – across all areas of the company.

[Original Signed]

Ian Read

Managing Partner




1.3 Company Environmental Management (EM) Policy

Overall responsibility for Environmental Management (EM) within IPS is vested in me by virtue of my appointment as Managing Partner. This Policy Statement describes the arrangements I have set up to fulfil my duty in this area. It reflects the importance that I attach to the potential impact that the Company’s activities may have on the environment in the areas in which it operates.

The Company is committed to the concept of Environmental Management as described in ISO 14001:2015. This includes protecting natural resources, promoting environmental stewardship, and implementing environmental best practices.

Through management and leadership, employee participation, and professional environmental support, IPS is committed to:

• Continually improving our environmental management performance through procedures established in the IPS Environmental Management System (EMS).

• Developing environmental management plans with objectives and targets to minimize adverse environmental impacts and measure our progress toward these goals.

• Minimizing the impact on the natural environment, including flora and fauna, of outdoor training activities.

• Complying with all applicable laws, regulations, and other requirements.

• Providing all IPS staff with the knowledge and tools needed to prevent negative environmental impacts.

• Implementing effective pollution prevention and waste minimization programs to reduce, reuse, and recycle materials at all Company sites and, in co-operation with our clients, on their sites where IPS staff are employed.

• Ensuring that energy and water are used responsibly.

• Responding to all incidents immediately to minimize any environmental impacts.

The detailed arrangements for EM are described in the Company EM Manual. I have delegated responsibility for maintaining our EM procedures and for conducting internal audits to the Managing Partner. This post is responsible for ensuring that best practice policies and procedures are in place - and are followed – across all areas of the company.

[Original Signed]

Ian Read

Managing Partner




1.4 Strategic QHSE Objectives

1.4.1 Customer Satisfaction

• To become the “supplier of choice” to all interested parties.

• Achieving ISO 9001:2015 certification in 2015 through implementing a Quality Management System (QMS), which complies with the international standard, ISO 9001:2015 and which demonstrates our commitment to continuous improvement.

• To be close to our interested parties and to be responsive to their needs.

• To provide better customer service than competitors.

1.4.2 Health & Safety

• To implement a Health & Safety (H&S) System which complies with the international standard OHSAS 18001:2007 and which demonstrates our commitment to continuous improvement.

• Achieving ISO 45001:2018 certification by mid-2023 through implementing a Health and Safety Management System (HSMS) that complies with the international standard ISO 45001:2018.

• Implementing a program of continuous HSMS improvement.

1.4.3 Environmental Management

• To implement an Environmental Management System (EMS) which complies with the international standard ISO 14001:2015 and which demonstrates our commitment to continuous improvement.

• To demonstrate sound environmental performance by controlling the Company’s activities, product or services and services in the environment.

• Achieving ISO 14001:2015 certification by 2015 through implementing an Environmental Management System (EMS) that complies with the international standard ISO 14001:2015.

• Implementing a program of continuous EMS improvement.




SECTION 2 – COMPANY INFORMATION, SCOPE, EXCLUSIONS & QHSE SYSTEM

2.1 Company Information

2.1.1 Company Profile

IPS Ltd (IPS) has established itself as a company that prides itself on consistently providing high quality Business and Risk Management consultancy services to the public and private sectors.

• Consultancy: Our technical and training development consultants, drawn from across multiple industries and from around the world, work with private and public sector interested parties throughout the UK to identify their needs, create tailored solutions and enhance their capability.

• Training: We help individuals and organisations to better understand the operating environment in which they work in the terms of identifying Risk and theoretical framework for developing and implementing Business Continuity and Security Management strategies.

• Technology: We leverage market-leading, innovative technical solutions for small to medium sized government and non-government organisations throughout the UK.

2.1.2 Ownership

Ian Read is the founder and co-owner of IPS, a limited liability company registered to conduct business in the UK and abroad. The Company is located and registered in England and Wales Company No: 13140146, at, Oakley House, Tetbury Road, Cirencester, Gloucestershire, GL7 1US, United Kingdom.




2.1.3 Company Vision & Mission

To be known as the leading name in providing capability and performance management consultancy services to small businesses.

We are a highly experienced British company based in Kent, working with our private and business clients to find answers to their most pressing questions and solve their organisational problems. We use our network of multi-disciplinary specialists and global insights to develop compliant, innovative, technical and non-technical, value-add solutions.

Leveraging available data, global experience and business relationships we will work with our clients to Build Capability & Optimise Performance, in doing help individuals and

organisations develop resilience, improve profitability and enhance overall performance.

IPS is a results-oriented organisation that through a sound business strategy and implementation of proven business management processes aims to exceed our customers' expectations by being the leading provider of safe, responsive, value-added services.

Our foundations will be built on trust, honesty, integrity and a shared sense of purpose. IPS will work with all interested parties to build a company name that is respected and trusted.

2.1.4 Staff & Locations

We currently employ a network of associate consultants spread across three (3) continents. Most of our associates are native English speakers, employed on a project-by-project basis.

2.1.5 External Accreditation

2.2 Scope

This QHSE Manual applies to IPS employees with respect to senior management commitment to customer satisfaction, objectives for Quality & HSE, continuous improvement and all elements of ISO 9001:2015, ISO 14001:2015 and OHSAS 18001:2007.

The Scope of IPS’s QHSE system is:

2.2.1 Quality: the provision of consultancy services, personal & professional development, curriculum design, and training support.

2.2.2 HSE: all company employees including the Main Office location.

2.3 Exclusions

The following requirements are not applicable to the operations of the company and are documented as exclusions:

Sub-Clause 7.6 Control of Monitoring & Measuring Resources: IPS business does not require the use of any measuring or calibration resources.




2.4 IPS Management QHSE Management System

IPS has developed and implemented a QHSE Management System to document the company’s best business practices, better satisfy the requirements and expectations of its interested parties and improve the overall management of the company. The purpose of the QHSE manual is to document the company’s QHSE policies, to instruct and guide employees whose actions affect the QHSE of workmanship and service in the execution of contracted jobs.

The QHSE Management System of IPS Ltd meets the requirements of the international standard ISO 9001:2015, ISO 14001:2015 and OHSAS 18001:2007. This system addresses the design, development, production, installation, and servicing of the company’s product or services.

The manual is divided into nine sections that correlate to the QHSE Management System sections of ISO 9001:2015, ISO 14001:2015 and OHSAS 18001:2007. These sections are:

• Section 1 QHSE Policy and Objectives

• Section 2 Scope and Exclusions

• Section 3 Control, Approval, Revisions and Distribution of the Manual

• Section 4 Overview of the QHSE Management System Requirements

• Section 5 Management Responsibility

• Section 6 Resource Management

• Section 7 product or service Realization

• Section 8 Measurement Analysis & Improvement

• Section 9 Emergency Preparedness & Response

This manual describes the QHSE Management System, delineates authorities, inter-relationships and responsibilities of the personnel responsible for performing within the system. The manual also provides procedures or references for all activities comprising the QHSE Management System to ensure compliance to the necessary requirements of the standards.




This manual is used internally to guide the company’s employees through the various requirements of the ISO 9001:2015, ISO 14001:2015 and OHSAS 18001:2007 standards that must be met and maintained to ensure customer satisfaction, continuous improvement and provide the necessary instructions that create an empowered workforce.

This manual is used externally to introduce our QHSE Management System to our interested parties and other external organisations or individuals. The manual is used to familiarize them with the controls that have been implemented and to assure them that the integrity of the QHSE Management System is maintained and focused on customer satisfaction and continuous improvement.

References are:

• ISO 9001:2015 – Quality Management Systems – Requirements

• ISO 14001:2015 – Environment Management System – Requirements

• OHSAS 18001:2007 – Health and Safety Management System - Requirements




2.5 QHSE Management System Procedures

Document No. Document Title

QHSE Management

IPS-QHSE - M Quality, Health & Safety and Environment Manual

IPS-QHSEP-01 Control of Documents & Records

IPS-QHSEP-02 Management Responsibility

IPS-QHSEP-03 Internal QHSE Audit

IPS-QHSEP-04 Control of Nonconformity, Corrective & Preventive Actions

IPS-QHSEP-05 Measurement, Analysis and Improvement

Health, Safety and Environment (HSE)

IPS-HSEP-01 Legal and Other Requirements

IPS-HSEP-02 Identification & Evaluation of aspects & Hazards

IPS-HSEP-03 Emergency Preparedness & Response

IPS-HSEP-04 Communication, Participation & Consultation

IPS-HSEP-05 Incident, Accident Reporting and Investigation

IPS-HSEP-06 Operational Control

IPS-HSEP-07 Waste Management

Business Development

IPS-BDP-01 Sales

IPS-BDP-02 Business Opportunities (Client Request)

IPS-BDP-03 Business Opportunities (Tenders)




Human Resources & Administration

IPS-HR&AP-01 Professional Development

IPS-HR&AP-02 Managing Unplanned Training Request

IPS-HR&AP-03 Execute Training Program

IPS-HR&AP-04 Recruitment & Hiring Process

IPS-HR&AP-05 Leave Management Process

IPS-HR&AP-06 Expenses - Benefits - Payroll Process

IPS-HR&AP-07 Separation Process

IPS-HR&AP-08 Probation & Confirmation

IPS-HR&AP-09 Disciplinary Process

IPS-HR&AP-10 Payment and Ticket Process

IPS-HR&AP-11 Issuing Company Letters

Procurement

IPS-PD-01 Procurement Process

Training Support

IPS-TS-01 Job Analysis Process

IPS-TS-02 Evaluation of Training Process

Curriculum Design

IPS-CD-01 Curriculum & Course Design Process

Training Delivery

IPS-TD-01 Delivery of Training Process

Consultancy

IPS-CM-01 Strategic Change Management Process




SECTION 3 – APPROVALS, AMENDMENTS & DISTRIBUTION

3.1 Approval

This QHSE Manual has been reviewed by the Senior Management and approved by the Managing Partner of Invicta Performance Solutions Ltd.

3.2 Amendment Procedure

All amendments to this QHSE Manual will be prepared by Senior Management and approved by the Managing Partner. The revision, updating and distribution will be the responsibility of Senior Management who will be responsible for retrieving the obsolete copies of the manual.

In case of minor changes requiring the revision of one or several pages of the QHSE Manual, an amendment will be prepared for such page or pages. In such a case there will be no change to the manual, and the recipient of the amendment will have to file the amendment near the changed pages and circle those items in the manual, which are changed by the amendment. Whenever practicable the change in the document will be highlighted by drawing underline adjacent to the revised portion on the amendment. A separate Amendment Sheet will be maintained for the amendments.

Should the nature of change to QHSE Manual require revision of a substantial number of pages after several minor changes (nine amendments) the document will be reissued. The issue indicator will be incremented.




3.3 Distribution of the QHSE Manual

3.3.1 Distribution. The Managing Partner shall control distribution of QHSE manual. The QHSE Manual shall be distributed to the following:

• Managing Partner

• Partner

• HR & Administration Manager

• Sales and Marketing Manager

• Central Registry

• Website

3.3.2 Controlled Copies.

• Controlled copies of the QHSE manual will be issued in accordance with the established distribution list.

• Senior Management will ensure that the controlled copies will be updated promptly; he will distribute all amendments to the QHSE manual to all holders of the controlled copies.

3.3.3 Uncontrolled Copies. Uncontrolled copies of the QHSE Manual may be issued to the interested parties on demand for reference purposes. The uncontrolled copies shall not be updated and will be identified as “Uncontrolled Copy”.

3.3.4 Customer Copies. The Managing Partner may issue a controlled copy of the QHSE Manual to the customer for the duration of the contract if contractually required. After closing of the contract such copies will have to be collected back.




SECTION 4 – OVERVIEW OF THE QHSE SYSTEM

4.1 General Requirements

IPS is committed to an effective Quality, Health & Safety and Environment Management System (QHSEMS) based on the ISO 9001:2015, ISO 14001:2015 and OHSAS 18001:2007 standards. Our QHSE Policy documents and communicates our objectives for QHSE and our commitment to meet and exceed our customer’s needs. Through the implementation of this QHSE Management System our quality, health & safety and environment strategies are implemented and our commitments are realised.

All employees are responsible for adhering to the commitments and policies described within this manual. The QHSEMS Senior Management is responsible for coordinating, monitoring and auditing the system.

IPS has established, documented, implemented, and maintained a Quality, Health & Safety and Environment Management System (QHSEMS) in accordance with the requirements of ISO 9001:2015, ISO 14001:2015 and OHSAS 18001:2007. The system is maintained and continually improved by use of the QHSE policy, QHSE objectives, audit results, analysis of data, corrective and preventive action and management review.

The fundamental purpose of this manual is to define the existence of systems and their interaction necessary for control of all operations affecting quality, health & safety and environment. The intention of this manual is to provide a definitive guide to ensure systems, processes, procedures and record keeping is consistent throughout the company. The sequence and interaction of processes required to maintain and improve the QHSEMS are identified within the QHEMS Process Cycle using PDCA for a simplistic system of quality cycle.




• Plan for changes to bring about improvement.

• Brainstorming, group involvement, solution based, cause and effect probabilities.

• Do changes on a small scale first to trial them if necessary.

• Experimental pilot, educate, support, remediate.

• Check to see if changes are working and investigate processes.

• Collect data, graph analysis if needed, compare to target key performance indicators.

• Act to get the greatest benefit from the changes.

• Expand and standardize the process if the pilot is seen to be successful, continue formal education and support, remediation, continue to evaluate on a scheduled basis.

The overall approach can best be described by using the ISO 9001:2015, ISO 14001:2015, and OHSAS 18001:2007 models of a process-based quality, health & safety and environment management system shown below.




IPS has established, documented, implemented and maintained a QHSE Management System (QHSEMS) according to those International Standards with the aim and commitment to continually improve by meeting the Policy and Objectives stated in this manual. The objectives and the policy are under periodic review and likely to change as a result of growth and progress.

The QHSEMS comprises processes identified and sequentially implemented considering the interaction between the processes is controlled through criteria and methods communicated to the appropriate level and monitored through measurements and analysis to achieve planned results and continual improvement.

The QHSEMS documentation includes, in addition to this QHSE Manual, procedures, list of legal and regulatory requirements, forms and formats to ensure effective operation and control of the processes.

4.2 QHSE Manual

IPS has created and maintained a quality, health & safety and environment manual, which explains how the requirements of ISO 9001:2015, ISO 14001:2015 and OHSAS 18001:2007 have been incorporated into the QHSE system. Furthermore, references of the QHSE procedures, QHSE plans and QHSE records are given in the manual wherever required.

4.3 Control of Documents

The company has established and maintained procedures for control of all documentation relating to the QHSE System. The procedure ensures that:

• All documents are reviewed and approved for adequacy by authorized personnel prior to issue.

• The appropriate issues of documents are available at the location where operations essential to the effective functioning of the QHSE System are performed.

• All changes to documents are in writing, are reviewed and approved by the same functions as original documents and are distributed to all holders of controlled copies. The designated functions have access to relevant background information upon which to base their review and approval.

• The master set of applicable documents is maintained and updated by Senior Management.

• The document control procedure provides for identifying and establishing the current revision status to preclude the use of invalid documents and/or obsolete documents.

• Obsolete documents are removed from points of use and issue.




• Obsolete documents, if retained for knowledge preservation or legal purposes, are clearly identified as such.

• Documents are re-issued after a practical number of changes.

• Where applicable, the nature of the change is highlighted in the document and appropriate record.

• Documents are legible, readily identifiable and retrievable.

The procedures ensure that the documents of external origin of the Company’s QHSE System are adequately controlled and are updated. All incoming and outgoing correspondence is effectively controlled and filed for easy retrieval.

Reference Procedure:

• Control of Documents and Records, IPS-QHSEP-01

4.4 Control of Records

IPS has established a procedure for identification, collection, indexing, access filing, storage, retrieval, protection and disposition of records necessary to demonstrate the requirements for quality, health & safety and environment are met and the QHSE system is working effectively. Applicable QHSE records from the subcontractor are also controlled.

All QHSE records are maintained until receipt of defects liability retention period. The QHSE records are legible, readily retrievable, and are stored in a suitable environment to prevent damage, deterioration or loss.

The procedure defines, where and by whom the records are maintained. The procedure also provides for disposition of QHSE records after a prescribed retention period is over.

When contractually required, the customer shall be afforded access to the QHSE records pertaining to this contract.






SECTION 5 – MANAGEMENT RESPONSIBILITY

5.1 Management Commitment

The Managing Partner and Senior Management at IPS firmly believe in continual improvement in the business growth and stability through the establishment of an effective QHSE Management System. It has communicated to all members of the organisation the importance of meeting the standards of all interested parties as well as regulatory and legal requirements.

The management commits to provide adequate and timely resources for the establishment of the system and conduct management reviews as required to assess the effectiveness of the system.

5.2 Customer Focus

Customer satisfaction is an essential part of the QHSE Policy and the Senior Management will ensure the needs and expectations of all interested parties to the company.

The principal objective of the QHSE management system is to focus our organisation on all interested parties and on their satisfaction. The key to achieving high satisfaction is a good understanding of requirements and maintaining a capability to consistently fulfil these requirements.

5.2.1 Determining Customer Requirements. Customer requirements are understood broadly to include all aspects of services and associated services that can influence customer satisfaction. When relevant, this may also include customer needs and expectations.

5.2.2 Customer Needs and Expectations. When appropriate, customer needs and expectations are determined and are incorporated into customer requirements. IPS’s Management Team is responsible for collecting and analysing information on customer needs and expectations. The purpose is to gain understanding of:

• How interested parties use the services.

• How the services interface with Customer’s other operations.

• Which services’ features and characteristics are most important to interested parties and, which are perceived to be the strengths and weaknesses of the services.




Information about customer needs and expectations is collected and developed from various sources. These may include:

• Customer data on delivered product or service quality.

• Customer satisfaction surveys

• User opinion surveys

• Lost business analysis

• Compliments

5.2.3 Fulfilment of Customer Requirements. The whole QHSE system is designed and implemented to ensure that Customers’ requirements can be consistently fulfilled. QHSE system processes that most directly contribute to achieving this objective are those related to the control of services realisation processes and to monitoring and measuring of services. Sections 7 and 8 of this manual, define these processes.

5.3 QHSE Policy

The Company’s QHSE Policy is defined and approved by the Managing Partner. This Policy is published in two parts (Company Quality Policy and Company Health, Safety & Environment Policy) in Section 1 of this Manual. The contents of the QHSE Policy are disseminated throughout the company. QHSE Policy has also been communicated to employees to facilitate better understanding of its contents. Briefing on QHSE Policy and requirements of the Company's QHSE System is included in induction training for all new staff.

The policy is controlled, reviewed in the Management Review meeting for continuing suitability and provides a framework for establishing and reviewing QHSE Objectives.

5.3.1 QHSE Objectives. IPS has established measurable objectives that are consistent with the QHSE Policy and pursued at relevant levels and functions in the organisation. Some of the objectives pertain to the interested parties' requirements and all the objectives aim at continual improvement of the QHSEMS.

5.4 Planning

5.4.1 Quality Planning

IPS’s management has identified and established resources required to satisfy the requirements of its interested parties, both regarding resources and personnel and to achieve the QHSE objectives.

The Managing Partner and members of the Senior Management are responsible for ensuring that adequately trained personnel are assigned to manage, perform and verify work affecting quality of products and services supplied to interested parties.




IPS has trained personnel who carry out internal QHSE audits.

Adequacy of resources including trained personnel, resources, machines, etc., with regards to meeting the customers’ QHSE requirements, are reviewed periodically by the Managing Partner and the Senior Management during the Management Review and necessary actions are taken.

The Senior Management also ensures that the QHSE planning is done in such a way that the change process is controlled and does not affect the integrity of the QHSEMS.

5.4.2 Planning for HSE

5.4.2.1 Identification & Evaluation of Aspects & Hazards, Risk Assessment & Determining Controls.

• Identification of health & safety hazards and environment aspects and their associated risks are performed by various functions whose activities are relevant to QHSE management system, under the guidance of the relevant supervisor. Similarly, risk assessment is performed to ensure that all activities’ associated risks are considered while setting objectives & targets and management programs.

• The management of risk is based on identification, assessment, and control of risk. Risk Management is a loss control program where identification of risk and its potential consequence is the key element. Therefore, all employees should be trained to recognize potential hazards, think defensively and anticipate problems through preparation and planning, to carry out the operation with the proper protection, training, awareness, coordination and skill to avoid incidents.

• A list of Health & Safety hazards and Environment aspects and their associated risk is maintained and this list will be reviewed and updated as per the documented procedure.

• All parties involved in the same operation share Health & Safety hazards, Environment aspects and risk assessment.

• Risk assessment is an important factor in the effective planning of all Health & Safety and Environment related activities in IPS. All significant Health & Safety hazards and Environment aspects associated with the IPS business are identified, existing control measures assessed, and the required risk control plans implemented.

• All identified risks shall be reported to the direct supervisor and Senior Management, and then categorized, analysed and prioritised with respect to areas of operations with high potential for loss to be re-appraised and effective changes to be determined, documented, communicated, implemented and monitored.





• Identification & Evaluation of Aspects & Hazards, IPS-HSEP-02

5.4.2.2 Legal & Other Requirements

• IPS’s management of Health & Safety, and Environment protection for all its operational activities is governed principally by the applicable legal, other and any specific customer requirements pertaining to these operational activities.

• Where no specific Health & Safety and Environment requirements exist within an operation, IPS will manage the Health & Safety and Environment functions ensuring compliance with all customer requirements related to Health & Safety and Environment as specified in the customer’s policies, rules and regulations, procedures, international standards etc., as a means of providing its interested parties with the highest possible Health & Safety and Environment standards.

• The Senior Management has the responsibility for advising interested parties of all applicable legal requirements affecting IPS ltd operational activities. This includes the review and appraisal of any draft legal requirement(s) and guidance.

• When new legal requirement(s) is/are introduced, the Senior Management will inform all departments likely to be affected and provide advice on departmental strategy and implementation.

• All new legislative requirements will be documented in the QHSE Management System. It will be the responsibility of the Senior Management to review, update and incorporate these new requirements into the system.

• The Senior Management will inform and advise interested parties of any additional training requirements imposed by any new legal requirement(s).

• Compliance with the applicable legal requirements is a Senior Management responsibility and as such will be subject to verification by audit.

• IPS states its commitment to comply with all applicable legal & other requirements very clearly in the QHSE Policy. The QHSE Management System is a means of achieving this objective by ensuring that all management and individual responsibilities are met and that all personnel are provided with the required information, instruction and training to fulfil these responsibilities. A planned program of monitoring and audit will enable any deficiencies to be identified and the appropriate corrective actions to be taken.


• Legal & Other Requirements, IPS-HSEP-01




5.5 Responsibility & Authority

The high-level organisation of the company is defined and illustrated in the Annex A of the Manual.

The responsibility, authority and the inter-relationship of all personnel who manage, perform and verify work affecting quality, health & safety and environment have been defined, documented and communicated to them. The duties and responsibilities of the key personnel are:

5.5.1 Managing Partner

• Defines and approves the QHSE policy of the Company and ensures its implementation and maintenance.

• Approves QHSE Objectives, targets and ensures achievement of continual improvement by fulfilling them.

• Approves the QHSE Management System Documentation

• Provides adequate resources for establishing and maintaining the QHSEMS.

• Ensures that the QHSE system is reviewed at least twice per year to ensure its continuing suitability and effectiveness in satisfying the requirements of the standard.

• Is responsible for the development of the company’s business plan, marketing strategy, long term contracts, stability and profitability which includes overall charge of execution of contracts, monitoring and billing, provision of adequate fund / cash-flow, assessment, appointment and optimum utilisation of manpower, guidance and motivation of all members.

• Is responsible for provision and review of facilities and working environment.

• Approves training needs.

• Chairs the Management Review meetings.

5.5.2 Senior Management

The nominated Senior Management is responsible for implementation and Maintenance of the QHSE Management System. Specific responsibilities include:

• Ensure the establishment, implementation and maintenance of the QHSE System in accordance with the ISO 9001:2015, ISO 14001:2015, and OHSAS 18001:2007 International Standards.




• Reports on the performance of the QHSE System to the Managing Partner for review as a basis for improvement of the QHSE system.

• Organizes scheduled as well as unscheduled Management Review Meetings.

• Promoting awareness of customer requirements throughout the organisation.

• Reviews, with the interested parties, the QHSE system in their area of responsibility as and when required.

• Establishes and maintains the documents and records of the QHSE Management System.

• Establishes the internal QHSE audit plans, conduct the audits and coordinates for the external audits.

• Initiates follow-up audit activities in order to verify audits and record the implementation and effectiveness of the corrective and preventive actions taken.

• Reports the result of the internal and external audits to the Managing Partner and the Management Review meeting.

• Verifies the QHSE system manual and procedures.

5.5.3 Management Team

• Ensure that the QHSE policy of the Company is understood and implemented in their area of responsibility.

• Is responsible for provision and review of facilities and working environment in their area of responsibility.

• Approve individual training needs.

• Attend Management Review Meetings.

5.5.4 Health and Safety Representative

• Conducts Risk Assessments in all areas of the company to identify Health & Safety hazards and environment aspects and their associated risks as directed by the Managing Partner.

• Provides the Senior Management with a Risk Assessment Report within one month of conducting each Risk Assessment.

• Maintain a list of Health & Safety hazards and Environment aspects and their associated risks




• Instigate the procurement of adequate resources for establishing and maintaining the HSE Policy.

The responsibilities and authorities of other key personnel are defined in the Job Descriptions and kept in their personal file. A master copy of all job-descriptions is maintained with the Human Resources & Administration Department. Each employee is aware of their job responsibilities and authorities, as described in the job description.

5.6 Communication, Participation and Consultation

5.6.1 Internal Communication

IPS has developed a system for the effective communication between interested parties through periodic management review meetings, daily, weekly, monthly, yearly reports, phone calls, regular formal and informal meetings, etc. A detailed organisation chart and written procedures have been developed and implemented which clearly shows the reporting channel and hierarchy within the departments.

5.6.2 External Communication

IPS communicates with external interested parties with regards to significant health and safety and environment risks. Senior Management is responsible for ensuring that communication from external parties is received, documented and responded to in an effective manner.

5.6.3 Participation & Consultation

The participation of employees is achieved by their:

• Involvement in hazard identification, risk assessments and determination of controls.

• Involvement in incident investigation.

• Involvement in the development and review of OH&S policies and objectives.

• Consultation where there are any changes that affect their OH&S.

• Representation on OH&S matters.

Employees shall be informed who is the employees’ HSE representative and the Senior Management. The employees’ representative will be assigned to activate the process of communication and consultation for HSE matters and the employees’ representative will participate in the Safety Committee. Consultation will take place with contractors and interested parties where there are changes that affect their OH&S.


• Communication, Participation and Consultation, IPS-HSEP-04




5.7 Management Review

5.7.1 General. Regular Management Review meetings are being carried out, as a minimum twice a year in order to ensure the continuing suitability, adequacy and effectiveness of the QHSE system in meeting QHSE objectives, in satisfying the requirements of the Standard and meeting the customer’s requirements. The Managing Partner may organise unscheduled Management Review meetings at any time. The Management Review meeting is chaired by the Managing Partner and attended by:

• Senior Management

• Management Team

The Managing Partner may request others to participate in the management review meeting. Absentees are recorded in the minutes of the meeting.

5.7.2 Review Input The topics mentioned in procedure (Management Responsibility, IPS-QHSEP-02) as a minimum are reviewed during the meeting in addition to the agenda proposed by the Senior Management.

5.7.3 Review Output

• Minutes of the meeting are recorded and filed by the Senior Management.

• The minutes include as a minimum the actions related to.

• Improvement of the QHSE management system.

• Improvement of QHSE performance.

• Improvement of products and/or services to better meet customer requirements and increase customer satisfaction.

• Allocation of resources.


• Management Responsibility, IPS-QHSEP-02




SECTION 6 – RESOURCE MANAGEMENT

6.1 Provision of Resources

IPS has identified and established resources required to implement and improve the processes of the QHSE Management System and to satisfy the requirements of its customers, both regarding resources and personnel to achieve the QHSE Objectives.

The Company’s ability to meet present and future interested parties’ requirements (including trained personnel and resources), is reviewed periodically by the Managing Partner and Management Team during Management Reviews and necessary actions are taken to provide them in a timely manner.

6.2 Human Resources

6.2.1 Assignment of Personnel

The Managing Partner is responsible for ensuring that the personnel assigned to manage, perform and verify work affecting quality of products and service supplied to interested parties and/or health & Safety of personnel and/or Environment are competent based on relevant education, training, skills and experience.

6.2.2 Training, Awareness & Competency

The company attaches critical importance to ensuring that all personnel performing activities influencing quality, health & safety and environment shall be competent based on appropriate education, training, skills and experience. This is achieved by recruitment of suitably qualified personnel and by the provision of adequate training.

A procedure is established, requiring that all new personnel be given induction training, which will include among others:

• Introduction to Company’s QHSE Policy, QHSE Management System

• Employees own responsibility for quality, health & safety and environment.

• On-the-job training monitored by senior personnel.

The procedures also require that the Managing Partner and Senior Management review the competency of personnel performing activities affecting quality, health & safety and environment at least once every year. Based on this assessment, training is provided to satisfy the needs. The procedure assigns responsibility for provision of any such training and evaluation of the effectiveness of the training provided. The training ensures that the employees are aware of the relevance and importance of their activities and how they contribute to the achievement of the QHSE objectives.




Appropriate records of education, experience, training and qualification of personnel are maintained.

Reference Procedures:

• Managing Unplanned Training Request IPS-HR&AP-02

• Execute Training Program IPS-HR&AP-03

6.3 Infrastructure

IPS identifies, provides and maintains necessary facilities to achieve the services requirements, as well as health & safety and environment. The facilities include workspace and associated facilities like power, water, telecommunication, appropriate resources, hardware and software and supporting services such as preventive maintenance.

The facilities are reviewed for adequacy and suitability for the existing and future requirements of the product or services in the Management Review meetings.

6.3.1 Work Environment

IPS identifies and manages the human and physical factors of the work environment needed to achieve conformity of the services. These are included in the QHSE procedures and safety practices as appropriate. Induction training given to the new employees covers the relevant aspects of the work environment.

The work environment is reviewed for adequacy and suitability for existing and future requirements of the products or services in the Management Review meetings.




SECTION 7 – PRODUCT OR SERVICES REALISATION

7.1 Planning of Realisation Process

IPS carries out quality, health & safety and environment planning based on specific contract documents, procedures and work instructions that are prepared from interested parties’ specifications, international codes and practices and internal expertise and experience.

The procedures specify processes, resources and controls. The persons using the procedures are qualified and skilled. Where required, the acceptance criteria will be as per agreed inspection and test plans or as per the contractual obligations and QHSE records maintained.

7.2 Customer Related Process

7.2.1 Identification of Customer Requirements

IPS considers identification of customer requirements, which include product or service requirements, specified or unspecified by the customer but required for the intended use. Consideration is made regarding requirements concerning availability, delivery and support and legal and regulatory obligations.

7.2.2 Review of Product Requirements

The established procedure requires that all inquiries, quotations, contracts, and orders be reviewed to ascertain that the customer’s products or services requirements are adequately defined, documented and are well understood. Where no written statement or requirement is available for an order received by verbal means, the company ensures that the order requirements are agreed before their acceptance and appropriately documented. This typically happens for any variation in an order given by the interested parties.

The procedure also requires the verification of whether the company has the capability to meet the customer’s request. The procedure requires that any ambiguities in requirements be clarified with the customer prior to submission of a quotation or carrying out the work.

When there is a need to make an amendment to a contract, such an amendment is reviewed prior to acceptance, documented and passed to all concerned in the company.

Records of the contract review are maintained.




7.2.3 Customer Communication

The company has developed a system for handling customer inquiries and complaints. Customer feedback in terms of suggestions or complaints are handled through a corrective / preventive actions procedure and a customer feedback form. These are reviewed periodically in management review meetings. All concerned personnel are qualified and experienced and have in-depth knowledge of products or services to satisfy any customer query.

IPS’s procedure requires that customers’ complaints, whether written or verbal, are recorded and reviewed by authorised personnel to establish if they are justified. In case of unjustified complaints, a reasonable explanation is offered to the interested parties. All justified complaints are subject to analysis to determine immediate curative actions as well as to establish the root causes of the problems and to implement suitable corrective actions. Interested parties are notified of immediate curative measures and informed of what corrective action will be taken to avoid recurrence. Controls are established to ensure the processing of customer complaints in a timely and effective manner. The results are discussed in the management review meetings.


• Control of Nonconformity, Corrective & Preventive Actions, IPS-QHSEP-04

• Business Development Procedures, IPS-BD-01, 02, 03

7.3 Design and Development

7.3.1 Design and Development Planning

The design and development of new Products and Services is planned and controlled. It includes:

• The design and development stages

• The review, verification and validation at appropriate design and development stages.

• The responsibilities and authorities for design and development

The interfaces among different organisational functions and groups are defined and effectively managed to ensure effective communication and clear assignment of responsibility.

The output from design and development planning is updated as the phases progress or change according to the customer demand.

7.3.2 Design and Development Inputs




The inputs related to new Products and Services requirements are fully determined, and records related to design and development inputs are maintained. They include:

• Contractual obligations, customer demand and performance requirements for the new Products and Services

• Applicable statutory and regulatory requirements.

The inputs are reviewed to ensure that requirements are complete, unambiguous, and not in conflict with each other.

7.3.3 Design and Development Outputs

The outputs of design and development are properly established. These outputs are reviewed and approved prior to release and implementation. The output of designs includes information enabling verification and validation to the planned requirements and performance. The output of design and development includes documents describing the new requirements, and any determined regulations or codes, in addition to any drawings for the different stages of design.

It is ensured that design and development outputs meet the design input requirements. It contains references provided for the new Products and Services, acceptance criteria and specifies the characteristics of the new Products or Services provided that are essential for its safe and proper use.

7.3.4 Design and Development Review

Appropriate people are assigned to manage and conduct systematic reviews to determine that design and development objectives are achieved in order to develop IPS’s business. These reviews are conducted at the selected points in the design and development process as well as at completion. At suitable stages, as defined in the design and development planning, reviews of design and development activities are done to:

• Evaluate the appropriateness of the results of design and development to meet requirements.

• Identify any problems and propose necessary actions.

Design reviews are conducted by the Senior Management and records are maintained.

7.3.5 Design and Development Verification

Verification activities are performed at appropriate stages, as defined in the design planning, to ensure that the design and development outputs have met the defined requirements. This includes process design (where appropriate). Records of verification activities are maintained.




7.3.6 Design and Development Validation

Validation ensures that the organisation is not only capable of evaluating their basic performance and function, but that all factors contribute to meeting the performance expected. After verification activities are done, and design & development of the new product is completed, the validation process is performed, as per design planning, to ensure that the resulting established product can meet the requirements for the specified demand. Records of validation activities are maintained.

7.3.7 Control of Design and Development Changes

Changes in design and development of products, services, or activities are identified and records of such changes are maintained. The changes are reviewed to evaluate the effect of such a change on the company's performance and the degree of investment. They are then verified, validated and approved before implementation. Records of changes are maintained.


• Job Analysis, IPS-TS-01

• Curriculum & Course Design, IPS TS-02

• Training Delivery, IPS -TS-03

• Evaluation of Training, IPS -TS-04,

• Consultancy, IPS -TS-05

7.4 Purchasing

7.4.1 Purchasing Process

In purchasing resources, and services, the company attaches critical importance to the following, to ensure that the purchases conform to the specified requirements:

• Selection and evaluation of vendors based on their ability to meet the customer requirements.

• Criterion for selection and periodic evaluation is defined and results of the evaluations and follow up actions are recorded.

• Communication of adequate details of requirements to vendors.

• Receiving inspection and verification of purchased materials.




7.4.2 Purchasing Information

Purchasing documents clearly and completely described orders and the quality, health & safety and environment requirements including the following, where applicable:

• The type, class, grade or other precise information.

• The title and applicable issue of specifications.

• Requirements for approval, or qualification of procedures, processes, resources and personnel.

• QHSE management system requirements.

The purchasing documents are reviewed for accuracy and adequacy prior to the release of the documents.

7.4.3 Verification of the Purchased Product

Verification arrangements by the customer(s) representative or the company for the vendors supplied products or services are clearly notified to the vendors.

No incoming purchases are used until verified for conformance to requirements except in urgent cases as mentioned in clause 8.2.4 in ISO 9001:2015 standard.

The QHSE records of acceptable vendors are established and maintained.


• Procurement, IPS-PD-01

7.5 Production and Service Operations

7.5.1 Operations Control

The operations conducted in IPS are consultancy & training. The system ensures that these services are carried out under controlled conditions that include the following:

• Documented procedures defining the manner of product or service where the absence of such procedures could adversely affect quality.

• Procedures to control the operations associated with the identified significant Health & Safety and Environment risks of the company’s activities, products and services, and these are communicated to suppliers/subcontractors.

• Use of suitable resources and a suitable working environment.




• Where relevant, pre-operational checks are incorporated into service activities to ensure compatibility with established parameters.

• Where international standards apply, the appropriate references are included in relevant documentation and complied with.

• All stages of the process are subject to monitoring to adjust relevant parameters and products or services characteristics.

• Approval of processes and resources, as appropriate.

• Criteria for outputs are stipulated in the procedures.

• Maintenance of the resources for continued process capability.


• Identification & Evaluation of Aspects & Hazards, IPS-HSEP-04

• Operational Control, IPS-HSEP-06

7.5.2 Validation of the Processes

All processes and products or services provided by IPS are reviewed by the relevant Team Leader and are subject to internal audit.

7.5.3 Identification and Traceability

IPS has established a system to ensure that the products or services are clearly identified during all stages from receipt to delivery and are traceable where contractual compliance is required.

Processes are established to ensure that products or services can be traced to their source and quality by:

• Identifying documents in relation to the product or service provided during specified stages of the product or service.

• Identifying the personnel performing work at each stage in the preparation and supply of the product or service.

7.5.4 Customer Property

This clause is excluded from the scope of application since it is an applicable idea, where no interested parties provide any property for usage.

7.5.5 Preservation of Product




IPS is primarily a consultancy and training company and its products and services are typically documents, e.g., reports, training materials etc. Paper and electronic files and documents are handled in a way that prevents damage and deterioration during storage and delivery. Keeping and controlling these records is covered under our control of document and records procedure.



7.6 Control of Measuring and Monitoring Devices

This clause is excluded from the scope of application since IPS is neither using any devices or testing resources, nor using any computer applications that require monitoring and controlling.




SECTION 8 – MEASUREMENT ANALYSIS & IMPROVEMENT

8.1 General

IPS will use the management reviews, internal audits, non-conformity reports, customer complaints and customer satisfaction surveys as tools to measure and monitor its performance to achieve its quality objectives. Documented records include:

• Customer perception/satisfaction.

• Incidents, Accidents (including near misses).

• Ill health instances.

• Achievement of objectives and targets.

• Compliance with the applicable legal and other requirements.

• Identified environmental impacts.

8.2 Monitoring & Measurement

8.2.1 Customer Satisfaction

Customer satisfaction is measured and monitored through the range of activities listed in Section 5.2.2 of this manual. IPS’s Senior Management encourages the introduction of innovative schemes for obtaining customer response. The analysis of the feedback, (including complaints), is done by Senior Management using appropriate tools and techniques. The feedback is used as a key performance indicator for the QHSE Management System.

8.2.2 Internal Audit

IPS has established a procedure to ensure the QHSE activities and related results throughout the company are regularly audited to check their compliance to plan arrangements and to determine the effectiveness of the QHSE system. Audits are scheduled based on the status and importance of the activity as well as previous audit results. The procedure requires however, that each activity be audited at least once a year. The Senior Management establishes an annual internal audit plan. The procedures ensure that in all cases the auditors are independent from the persons responsible for the area being audited.

All non-conformities discovered during the audit are recorded separately and the audit report is established. The results of the audit are communicated to the Senior Management in the management review meeting. They are responsible for taking the agreed corrective actions in a timely manner. The procedure requires that the implementation and the effectiveness of the corrective action be verified and recorded in the follow-up audit, which is initiated by the Senior Management.





• Internal QHSE Audit, IPS-QHSEP-03

8.2.3 Measurement and Monitoring of Processes

The measuring and monitoring of processes is done by implementation of the specified procedures, quality & inspection plans, and validation of special processes:

• QHSE system processes are monitored by a variety of approaches and techniques, as appropriate for a particular process and its importance. These include:

o Monitoring trends in corrective and preventive action requests.

o Analysing product or service conformity and other QHSE performance data and trends.

o Measuring and monitoring Customer Satisfaction.

When a QHSE system process does not conform to requirements, the Senior Management may request the manager responsible for the process to implement a corrective action, in accordance with Control of Non-Conformity, Corrective and Preventive Action Procedure.

8.2.4 Measurement and Monitoring of Products or Services

Monitoring Activities are carried out to verify that the specified requirements for the products and service are met.

Inspection and checking of all incoming materials is carried out to verify the compliance with the requirements as per documented procedures. IPS ensures that no incoming products or services are used until inspected.

All products or services are monitored at appropriate stages to ensure that they meet the contracted requirements.

Monitoring records are maintained to demonstrate that required checking has been undertaken and clearly indicate the Pass/Fail status of the delivered product or service. In case the service fails, the procedure for control of non-conformity applies. Records clearly identify whether the product or service was satisfactory or not. The authority is identified in the records.

A procedure is maintained to ensure that the monitoring status of the product or service is known at all stages.


• Control of Non-Conformity, Corrective & Preventive Action, IPS-QHSEP-04




8.3 Control of Non-Conformity

IPS has established a procedure for identification, recording, evaluation, segregation (when practical), disposition and immediate reporting of any instances of non-conformity prior to delivery of new Products and Services.

The authority and responsibility for review and disposition of non-conformities in products and services are defined in the procedure.

Non-conforming products or services can be:

• Reworked / Redone to meet specified requirements.

• Accepted with concession (upon customer approval) which shall be reported to the customer or customer’s representative.

• Rejected.

The procedure requires that, in addition to the immediate disposition, the reason for non-conformities is analysed for root cause to determine corrective and preventive actions to avoid recurrence. In all cases, information concerning non-conforming products or services is fed back to appropriate interested parties.

When the non-conformance is rectified by rework, it is re-checked in accordance with the documented procedures.


• Control of Non-conformity, Corrective & Preventive Actions, IPS-QHSEP-04

8.4 Accidents, Incidents, Non-Conformities, Corrective & Preventive Actions

IPS’s QHSE Management System requires that prompt and effective corrective action be taken in all cases where a process- or system-related non-conformity is found.

Non-conformities discovered are recorded and reported to the respective manager. The procedure ensures that the reasons for the occurrence of a non-conformity are thoroughly studied to determine the root cause. Results of these investigations are recorded.

The manager thereupon implements the corrective action that is commensurate with the magnitude of the problem and the risks encountered. The manager monitors that the implementation of corrective actions taken is recorded in appropriate system documents.

The procedures also require that available information be studied to detect, analyse and eliminate potential causes of non-conformities. Information on preventive action thus taken is submitted by Senior Management to the Management Review. The procedure determines the steps needed to deal with problems requiring preventive action. When a preventive action is initiated, controls are applied to ensure that it is effective.




Personnel are encouraged to indicate the areas where potential non-conformities may occur and report such situations to Senior Management. Any suggestions on possible improvements of the QHSE Management System are also welcomed from all staff.


• Control of Non-conformity, Corrective & Preventive Actions, IPS-QHSEP-04

• Incident & Accident Reporting & Investigation, IPS-HSEP-05

8.5 Analysis of Data

IPS collects and analyses appropriate data to ensure the suitability and effectiveness of its QHSE Management System. The data comprises of but is not limited to:

• customer feedback.

• inspection reports indicating conformance to customers’ requirements.

• suppliers and process trends.

• achievement of objectives and targets.


• Measurement, Analysis and Improvement, IPS-QHSEP-05




SECTION 9 – EMERGENCY PREPAREDNESS & RESPONSE

9.1 General

IPS has established a procedure for ensuring that it has identified the potential emergency situations, established preventive measures and response plans to respond at any time to accidents, emergency and hazardous situations involved in its operations. These have been developed in such a way to provide an effective response to any foreseeable emergency to mitigate the Health & Safety and Environment impacts associated with them.

These emergency procedures and contingency plans have been formulated and developed based on the information obtained from Identification & Evaluation of Aspects & Hazards and risk assessment processes and will be reviewed and revised on a regular basis. Particular attention will be given to:

• The occurrence of any accidents or emergency and the introduction of new work activities.

IPS’s emergency procedures and contingency plans will complement and support all customer emergency response arrangements.

9.2 Drills & Exercises

Emergency response exercises will be conducted periodically and wherever possible will be “Live” exercises. Where “Live” exercises are not practicable, “Table-top” exercises will be planned and conducted. All emergency response exercises will be carried out in such a way as to comply with IPS QHSE Policy, aims and objectives and meet all emergency response requirements.

Drills and exercises reports are documented and recorded.

9.3 Fire Fighting and Life Saving Resources

Fire Fighting and Life Saving resources are provided at IPS main office. These resources are surveyed and certified annually.


• Emergency Preparedness & Response, IPS-HSEP-03

• Incident, Accident Reporting & Investigation, IPS-HSEP-05




ANNEXES

Annex A: Organisational Chart

Annex B: QHSE MS Process Flow Chart

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Company QHSE Manual

Documents

Transcript of Company QHSE Manual