Title: Health & Safety & Environment, Management System Manual

Doc. No: HSEM-01 Issue: B Rev: 00 Date: 01/09/2017 Page 1 of 31

Health & Safety & Environment, Management

System Manual

 Environmental Management System: ISO

14001:2015
 Occupational Health and Safety Management
System: OHSAS 18001:2007

COPY NUMBER MASTER

ISSUED TO
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Page
SL IMS Manual Reference
Number
0.1 Approvals 3
0.2 Amendments History 4
0.3 Company Profile 5

1.0 Scope & Introduction 6

2.0 Normative Reference 7

3.0 Terms and Definitions 8
4.0 Context of ( Company Name ) 11
5.0 Leadership 13
6.0 Planning 14
7.0 Support 18
8.0 Operations 23
9.0 Performance Evaluation 34
10.0 Improvement 38
I Appendix I Policy Statement
II Appendix II Company Level Objectives
III Appendix III Organization Chart
IV Appendix IV List of IMS Procedures / Process
V Appendix V Interrelation Between Environment, Health & Safety
Management System Manual, Standards, and Procedures
VI Appendix VI Register of Risk & Opportunities
VII Appendix VII Interactions of Processes

0.1 APPROVALS
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This section will show the approval/ authorization of this Environment, Health & Safety
Management System Manual. This also shows the commitment of Top Management. Approval
of this documented information consists of 3 stages as indicated preparation, review &
approval.

This documented information will be Prepared and Reviewed by HSE Manager and Approved
by Managing Director.

The table given below will indicate the signature, title, name & date of approval.

Control Signature Title Name Date

Prepared by HSE Manager

Reviewed by HSE Manager

Approved By Managing Director

0.2 AMENDMENTS HISTORY

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This section will show the revisions done on this documented information with the reasons. The
objective is to trace the document history and maintain revision control. It is the responsibility of
the IMS Coordinator to update these details.

For minor revisions only part will be revised, the revision number will be incremented. The
revision area/s will be identified by bold and italic letter and issue number will remain the
same. For major revisions / number of minor once are high (Max 9 changes), the issue number
will be incremented (this is at the discretion of HSE Manager.

Internally this documented information will be issued by taking the printouts and the revisions
will be communicated through Documented information Change Request Form (IMSF-001).
Externally this will be issued by taking the print outs, revisions will be provided if agreed
contractually – other wise it will be the responsibility of the holder to collect the revisions.

Page Revision Issue

Details Date
number Number number

Revised to comply with ISO 02/01/201

All pages 01 B
ISO 14001:2015 7
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0.3 COMPANY PROFILE

1. SCOPE & INTRODUCTION

The management system described within this manual covers the policies / processes /
procedures including the risks and opportunities associated with context and objectives of
( Company Name )(( COMPANY NAME )) in line with the requirements of:

 Environmental Management System – ISO 14001:2015 &

 Occupational Health & Safety Management System –OHSAS 18001:2007

The objectives of having Environment, Health & Safety Management System Manual are
to have both standards in one platform there to achieve:

 User friendly management system

 Simplicity
 Better control
 Effective and efficient

The scope of the Environment, Health & Safety Management System (IMS) covers the

“Scope:
.

The Exclusion List

Clause / Sub - Clause Justification

8.3 Design and Development of The nature of ( Company Name )operations does
Product & Services not include Design of any products and services
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2. NORMATIVE REFERENCE

Documents related to this manual include:

 All Procedures and Processes (Appendix IV)

 All forms, plans, inspection / test methods used in conjunction with this manual and
process procedures.
 Documents of external origin (Standards, Legal / legislative requirements, catalogs)
 Hazard Identification & Risk Assessment
 Environmental Aspect & Impact Register including list of significant environmental
aspects.
 Plan / Register of Risks and opportunity within the context of the organization
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3. TERMS AND DEFINITIONS

3.1 Acceptable Risk: Risk that has been reduced to a level that can be tolerated by the
organisation having regard to its legal obligations and its own OH&S Policy.
3.2 Audit: Systematic, independent and documented process for obtaining audit evidence
and evaluating it objectively to determine the extent to which the audit criteria are
fulfilled.
3.3 Auditor: Person with the competent to conduct an audit.
3.4 Competence: Ability to apply knowledge and skills to achieve intended results.
3.5 Compliance Obligations: Legal requirements and other requirements that ( COMPANY
NAME ) has to comply or chooses to comply with.
3.6 Conformity: Fulfillment of a requirement.
3.7 Continual Improvement: Process of enhancing the Environment, Health & Safety
system to achieve improvements in overall ( COMPANY NAME )’s performance in line
with company’s Environment, Health & Safety policy.
3.8 Corrective Action: Action to eliminate the cause of detected nonconformity.
3.9 Documented Information: Information required to be controlling and maintaining by
( COMPANY NAME ) and the medium on which it is contained.
3.10 Effectiveness: Extent to which planned activities are realized and planned results
achieved.
3.11 Environment: Surroundings in which company and site operate, including air, water,
land, natural resources, flora, fauna, humans and their interrelations
3.12 Environmental Aspects: Any element of business, activities or products, or services
which can interact with the environment.
3.13 Environmental Condition: State or characteristic of the environment as determined at
a certain point in time.
3.14 Environmental Impact: Any change to the environment, whether adverse or beneficial
wholly or partially resulting from an activity or product of the business.
3.15 Hazard; Source or situation with potential for harm in terms of human injury or ill health,
damage to property, damage to the work place environment, or combination of these.
3.16 Hazard Identification: Process of recognizing that a Hazard exists and defining its
characteristics.
3.17 Ill Health: Identifiable, adverse physical or mental condition arising from and or made
worse by a work activity and / or work-related situation.

3.18 Incident: Work related event (s) in which an injury or ill health (regardless of severity) or
fatality, or could have occurred.
3.19 Indicator: Measurable representation of the condition or status of operations,
management or conditions
3.20 Environment, Health & Safety Management System (IMS) : An Environment, Health &
Safety System which covers all the Clauses and requirements of ISO14001 and OHSAS
18001 standards
3.21 Interested Parties Satisfaction: The term refers to fulfilling the requirements and
exceed the expectations of Customers, Society, and employees by assuring the product
conformity to the customers, maintaining the better environment and safety to the
society and employees. This can be achieved by the effective implementation of IMS
including applicable legal and statutory requirements.
3.22 Interested Parties: Individual or group like Customers, Society, Employees, and
persons working for or on behalf of organization and others concerned with or affected
by the decision or activity of the Organization.
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3.23 Life Cycle: Consecutive and interlinked stages of a product or service system, from raw
material acquisition or generation from natural resources to final disposal.
3.24 Management System: Set of interrelated or interacting elements of ( COMPANY NAME
) to establish policies and objectives and processes to achieve those objectives.
3.25 Measurement: Process to determine a value.
3.26 Monitoring: Determining the status of system, a process or an activity.
3.27 Non conformance: Any deviation from work standards, practices, procedures,
regulations, Environment, Health & Safety Management System performance Etc. that
could either directly or indirectly lead to unintended use or delivery, or lead to injury or
illness, property damages, damage to ( Company Name )work place environment or a
combination of these. Non-fulfillment of a requirement.
3.28 Objectives: Overall goal, consistent with the Organization’s Policy that an organization
sets itself to achieve.
3.29 Occupational Health and Safety (OH&S): conditions and factors that affect the well
beings of the employees, Temporary workers, Contractors personnel, Visitors and any
other person in the ( Company Name )Work Place.
3.30 Organization: Persons or group of people that has its own functions with
responsibilities, authorities and relationships to achieve its objectives.
3.31 Outsource: make an arrangement where external organization performs part of
( COMPANY NAME ) function or process and supply products or services .
3.32 Performance: Measurable results of process, procedure, activity related to
Environment, Health & Safety Management System.
3.33 Policy: Intentions and direction of an organization related performance as formally
expressed by our top management.
3.34 Prevention of pollution: Use of processes, practices, techniques, materials, products,
services or energy to avoid, reduce or control the creation, emission or discharge of any
type of pollutant or waste, in order to reduce adverse environmental impacts.
3.35 Process: set of interrelated or interacting activity which transforms inputs into
output.
3.36 Preventive Action: Action to eliminate the cause of potential nonconformity.
3.37 Procedure: Specified way to carry out an activity or a process
3.38 Environment, Health & Safety Environmental and OH&S Policy (IMS Policy): It is an
Environment, Health & Safety Policy and Statement of the company of its intention and
principles in relation to its overall performance, which provides a frame work for action
and for the setting of its objectives and targets
3.39 Requirement: Need or expectation that is stated, generally implied or obligatory.
3.40 Risk: Combination of the likelihood and consequences of specified hazardous event
occurring or exposure and severity or Ill health that can be caused by the event or
exposure.
3.41 Risk Assessment: Overall process of estimating the magnitude of risk and deciding
whether or not the risk is tolerable. Effect of uncertainty.
3.42 Risks and Opportunities: Potential adverse effects (threats) and potential
beneficial effects (opportunity).
3.43 Safety: Freedom from unacceptable risk of harm
3.44 Standards: The term ‘’ refers to International Standards ISO 14001 & OHSAS 18001.
3.45 Top Management: Person or group of people who directs and controls an
organization at the highest level.
3.46 Workplace: Any physical location in which work related activities are performed under
the control of the ( COMPANY NAME ).
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4. Context of the Organization

4.1 Understanding the organization and its context
The management of ( Company Name )LLC. (( COMPANY NAME )) has determined
internal issues that are relevant to our purpose and its strategic direction and that affect
its ability to achieve the intended results of Environment, Health & Safety Management
System to satisfy the requirements of ISO 14001 & OHSAS 18001.
The management will monitor and review information related to these external and
internal issues, which may be positive and negative factors or conditions. ( COMPANY
NAME ) will understand that the external context can be facilitated by considering issues
arising from legal, technological, competitive, market, cultural, social and economic
environments, whether international, national regional or local.
4.2 Understanding the needs and expectations of interested parties
The Management of ( COMPANY NAME ) will monitor and review information about
interested parties and their relevant requirements and effects or potential effect on the
( COMPANY NAME )’s ability to provide our products and services that meet customer
and applicable statutory and regulatory requirements (such as Customs. Traffic
Directorate, Ministry of Electricity etc.) by determining the following:
a) the interested parties that are relevant our established Environment, Health & Safety
Management System
b) the requirements of interested parties that are relevant to our established
Environment, Health & Safety Management System.
4.3 Determining the scope of the Environment, Health & Safety Management System
The Management of ( COMPANY NAME ) has determined the boundaries and
applicability of the Environment, Health & Safety Management System to establish our
scope of operations. While determining the scope, ( COMPANY NAME ) has considered
the following:
a) the external and internal issues related to our context
b) the requirements of interested parties and
c) the products of ( COMPANY NAME ).
Management of ( COMPANY NAME ) has applied all the requirements of above referred
international Standards applicable within the scope of our operations. The scope of
( COMPANY NAME ) Environment, Health & Safety Management System is defined and
maintained in page 6 of this Manual as documented information including the justification
for the requirements of which are not applicable to our scope of Environment, Health &
Safety Management System.

4.4 Environment, Health & Safety Management System and its process
4.4.1 Management of ( COMPANY NAME ) shall determine the process needed for the
Environment, Health & Safety Management System (Appendix-IV) and their application
throughout the organization to enhance the performance of IMS and we have:
a) established, implemented, maintained and continually improve the IMS
b) determined the inputs required and outputs expected from these processes including
the knowledge gained from the context.
c) determined the sequences and interactions of these processes (IMS-KP-001).
d) determined and applied the criteria and methods (including monitoring,
measurements and related performance indictors) needed to ensure the effective
operation and control of these processes.
e) determined the resources needed for these processes and ensure their availability,
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f) assigned the responsibilities and authorities for these processes,

g) addressing the risks and opportunities as determined in accordance with the
requirements of Environment, Health & Safety Management System (Appendix-VI) of
this manual.
h) Evaluating theses processes performances and to implement changes needed to
ensure to achieve their intended results.
i) Improving the processes and Environment, Health & Safety Management System.

4.4.2 To the extent necessary ( COMPANY NAME ) has:

a) maintained documented information to support the operations of our processes.
b) retained documented information to have confidence that the processes are being
carried out as planned.
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5. Leadership
5.1 Leadership and commitment
5.1.1 General
The top management of ( COMPANY NAME ) has demonstrated leadership and
commitment with respect to Environment, Health & Safety Management system by:
a) taking accountability for the effectiveness of the Environment, Health & Safety
Management System;
b) ensuring that the Environment, Health & Safety Policy and objectives are
established and are compatible with the context and strategic direction of the
organization;
c) ensuring the integration of Environment, Health & Safety Management System
requirements into the ( COMPANY NAME )’s business processes;
d) promoting the use of process approach and risk-based thinking;
e) Ensuring that the resources needed for the Environment, Health & Safety
Management System are available;
f) Communicating the importance of effective Environment, Health & Safety
Management System and it is conforming to the above referred international
standards.
g) ensuring that the Environment, Health & Safety Management System achieves its
intended results;
h) engaging, directing and supporting persons to contribute to the effectiveness of the
Environment, Health & Safety Management System;
i) promoting improvement;
j) supporting other relevant management roles to demonstrate their leadership as it
applies to their areas of responsibility.

5.1.2 Customer Focus

The Management of ( COMPANY NAME ) has demonstrated leadership and
commitment with respect to customer focus by ensuring that:
a) customer and applicable statutory and regulatory requirements are determined,
understood and consistency met:
b) the risks and opportunities that can affect conformity of products and services and
the ability to enhance customer satisfaction are determined and addressed.
c) the focus on enhancing customer satisfaction is maintained.

5.2 Environment, Health & Safety Management System Policy

5.2.1 Establishing the Environment, Health & Safety Management System Policy
The Management of ( COMPANY NAME ) has established, implemented and maintained
a Environment, Health & Safety,(Appendix-I of this manual) which is appropriate to the
purpose and context of ( COMPANY NAME ) and support our strategic direction with a
framework for setting Environment, Health & Safety objectives and commitment to
satisfy applicable requirements and to continual improve our Environment, Health &
Safety Management System.

5.2.2 Communicating the HSE Policy

( COMPANY NAME )’s Environment, Health & Safety, Policy is maintained as
documented information in Appendix-I of this manual. We will ensure Policy will be
communicated, understood and applied within ( COMPANY NAME ) and made available
to relevant interested parties as appropriate.
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5.3 Organization roles, responsibilities and authorities

Top management of ( COMPANY NAME ) has assigned and communicated and made
understood the responsibilities and authorities for relevant roles within the organization
for:
a) to ensure Environment, Health & Safety Management System confirms to the
requirements of International Standards.
b) to ensure the processes are delivered as per the intended outputs.
c) to report on the performance of Environment, Health & Safety Management System
and on opportunities for improvement, in particular to top management;
d) to ensure the promotion of customer focus throughout ( COMPANY NAME );
e) to ensure that the integrity of ENVIRONMENT, HEALTH & SAFETY system is
maintained when changes to the system is maintained when changes to the system
are planned and implemented.
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6. Planning
6.1 Actions to address risks and opportunities
6.1.1 Management of ( COMPANY NAME ) determined the Risks and Opportunities when
planning the Environment, Health & Safety Management System and applicable
requirements and the expectations of interested parties.
Risk and opportunities are determined addressing the need for:
a) ensuring the Environment, Health & Safety Management System can achieve its
intended results(s)
b) enhancing desirable effects,
c) achieving improvement.

6.1.2 The Management of ( COMPANY NAME ) is planed necessary action for the identified
risks and opportunities related to its context and how to integrate and implement the
actions into its Environment, Health & Safety processes and evaluate the effectiveness
of these actions.
Risks and opportunity related to Environment, Health & Safety Management System is
maintained as a documented information in Appendix-VI of this manual.

Environmental Aspects

A team consisting of HSE Manager and relevant project Heads have been given the
responsibility and the authority to determine environmental aspects of all
activities/processes/services (A/P/S) of the company, keeping in view of the significance
of its impact of the environment.

Significance will be decided based on environmental concern (severity and probability)

and business concern (cost, legal and regulatory requirements, difficulty, effect on other
A/P/S, image & concern of interested parties, new or modified activities, products and
services) including abnormal conditions and reasonable foreseeable emergency
situations.

For all significant aspects, an effective control & monitoring mechanism will be applied in
order to prevent them from becoming significant. These mechanisms will be in the form
of procedures, work instructions, monitoring, training… etc., depending on the level of
significance and nature of A/P/S. All new developments, new or modified A/P/S will be
assessed.

The aspects, which are considered as significant, are taken into consideration for
establishing the SMART objectives.

MD shall keep the information concerning identification and evaluation of aspects, up to

date and details of all assessment shall be documented.

This will be done on defined intervals, whenever there is a change in A/P/S, whenever
there is new A/P/S, whenever there is a change in control & monitoring mechanism and
whenever there is an incident.
Procedure for identification & evaluation of aspects is defined, documented and
implemented (Environmental Impact Assessment IMSP-008).

Hazard Identification, Risk Assessment & determining controls

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A team consisting of HSE Manager & Project HSE Team have been given the
responsibility and the authority to determine the hazard and associated risks of all
activities/processes/services (A/P/S) with its nature and time, to ensure it is a proactive
rather than reactive.

The level of risk for each identified hazard will be decided based on risk assessment
(severity and probability)

Hazards related to A/P/S/ shall be identified, prioritize and risk shall be assessed and
documented, appropriate controls shall be applied considering the results of
assessment in order to eliminate control of the risk. These mechanisms will be in the
form of procedures, work instructions, monitoring, training… etc., depending on the level
of risk and nature of A/P/S.

The results of risk assessment and effects of controls are considered when setting
SMART Objectives.

MD will keep the information concerning identification of hazards and risk assessment,
up to date.

This will be done on defined intervals, whenever there is a change in A/P/S, whenever
there is new A/P/S, whenever there is a change in control & monitoring mechanism and
whenever there is an incident.

Procedure for Hazard Identification and Risk Assessment is defined, documented and
implemented (Hazard Identification and Risk Assessment and Risk Control IMSP-006).

6.13 Compliance obligations

( COMPANY NAME ) has established Risk / Aspects & Impacts associated with its
context and maintained documented information for its compliance information:
a) determined and having access to compliance obligations related to its Environment,
Health & Safety Management System
b) determined how these compliance obligations apply to ( COMPANY NAME )
c) taking these compliance obligations into account when establishing, implementing,
maintaining and continually improving its Environment, Health & Safety
Management System.

6.14 Planning actions

( COMPANY NAME ) has established, implemented and maintained documented
information related to its to its scope of operations, environmental aspects, hazards and
risk taking into its severity and significance, compliance obligations, risk & opportunities.
Plans are defined to integrate and implement the actions it IMS Processes and evaluate
the effectiveness of these actions.

6.2 Environment, Health & Safety Management System Objectives and Planning to
achieve them
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6.2.1 Management of ( COMPANY NAME ) has established Environment, Health & Safety
objectives at relevant functions and processes needed for the Environment, Health &
Safety management system.
The Environment, Health & Safety objectives are :
a) consistent with Environment, Health & Safety, Environmental, Health & Safety Policy.
b) are measurable
c) taking into account applicable requirements
d) relevant to conformity of products and services to enhance customer satisfaction.
e) will be monitored, communicated and updated as appropriate.
Environment, Health & Safety objectives are maintained as documented information
(Appendix-II).

6.2.2 Planning actions to achieve Environment, Health & Safety Objectives

Management of ( COMPANY NAME ) has developed a documented information
(Appendix-II) when planning the achievement of its Environment, Health & Safety
Management determining
a) objectives – what will be done
b) what resources are required
c) responsibilities for achieving these objectives
d) time frame
e) monitoring and measures - how the results will be evaluated.

6.3 Planning of changes

The management of ( COMPANY NAME ) determines the need for changes to the
Environment, Health & Safety management system, the changes are carried out in a
planned manner considering the:
a) purpose of the changes and their potential consequences;
b) integrity of the Environment, Health & Safety Management System
c) allocation or reallocation of responsibilities and authorities.

For detail reference please see procedure of Risk Assessment & Aspect & Impact Analysis
(Procedure NO xxx), Procedure of Compliance Obligation (Procedure NO xx) and
Procedure for Objectives and targets (Procedure No xx)
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7.0 Support
7.1 Resources
7.1.1 General
The Management of ( COMPANY NAME ) has determined and provided the resources
needed for the establishment, implementation, maintenance and continual improvement
of the Environment, Health & Safety Management System considering the following:
a) the capabilities of and constraints on existing resources;
b) what needs to be obtained from external providers.

7.1.2 People
( COMPANY NAME ) has determined and provided the persons necessary for the
effective implementation of its Environment, Health & Safety Management System and
for the operations and control of its processes. ( COMPANY NAME ) has established
competency requirements for all the levels in Competency Matrix (IMS-JM-01) as a
documented information.

7.1.3 Infrastructure
The Top management has determined the need for providing adequate and suitable
infrastructure to achieve the conformity to product requirements and Interested Parties
satisfaction. Managing Director is responsible for all process operation and controls and
to ensure that adequate infrastructure is available for the process requirements.
Infrastructure requirements include:
 Workspace Building and associated utilities for company’s operation
 Adequate equipments and spare parts
 Adequate personnel protective equipment.
 Warehouse/storage facilities to stock the raw materials and products
 Environment required like accommodation, canteen to maintain good health and
safety.
 Adequate facilities to protect and meet the emergency situations

To keep motivated all personnel, the management has provided suitable supporting
facilities such as communication, transportation and accommodation facilities.

Infrastructure required achieving product conformity such as equipment, hardware,

software, workspaces and associated utilities are provided to appropriate functions.

7.1.4 Environment for the operation of processes

The top management has determined, provided and maintained suitable environment
and supporting facilities to achieve conformity of products and services.
Work environment factors such as social, psychological, physical such as noise,
temperature, humidity, lighting or weather under which work is performed is monitored
and maintained as per the regulatory (Ministry, National) requirements and as
appropriate to the operations.

Control of Process Operation include the careful selection and monitoring of raw
materials, the use of documented procedures and work instruction, continuous
monitoring and recording of process parameters to control the process as well as to
protect the work environment to its ideal condition.
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 Personnel to keep the safe work environment suitable for the respective work areas
issue Procedures/work instructions to define locations/holders for reference.
 Disposition of any waste from the process are made in line with the legal and
regulatory obligations laid by the Ministry of Environment Protection, Abu Dhabi.
Refer IMSPR- 006.
The HSE Manager will ensure that the control measures were taken to mitigate or
eliminate for the identified significant environmental impact and high risk and hazard.
The workshop facilities are provided with adequate and suitable equipment and work
environment like adequate ventilation and Personnel Protective Equipments by taking
account of the needs of relevant interested parties e.g. Emergency services and
neighbors.

7.1.5 Monitoring and measuring resources

7.1.5.1General
The management of ( COMPANY NAME ) has determined and provided the resources
needed to ensure valid and reliable results when monitoring or measuring is used to
verify the conformity of products to requirement.
The management established a process for ensuring that the resources provided are:
a) Suitable for specific type of monitoring and measurement activities being undertaken;
b) Maintained to ensure their continuing fitness for the purpose.
A documented information is maintained as evidence of fitness for purpose of the
monitoring and measurement resources.
7.1.5.2 Measurement traceability
Where measurement traceability is required or where the results of testing are significant
or essential part of providing confidence in the validity of measurement results to
Environment, Health & Safety of products, Environmental Health and Safety such as,
Weighing Machine, Fork Lifts, Cranes and other lifting equipments are carried out by
approved inspection laboratories.

Monitoring and Measuring Equipments are calibrated or verified or both at specified

intervals or as specified by the manufacturer. The laboratory responsible shall ensure
that calibration is performed according to qualified and approved procedure, and with the
frequency specified in Control Monitoring & Measurement Equipment plan (IMSF-020).

All the calibrated measuring equipments are identified by suitable labels in order to
determine its calibration status and be safeguarded and protected from damages.
The records of the results of calibration and verification shall be maintained.

For Details see procedure for Calibration and PMV (Procedure No xx)

7.1.6 Organizational knowledge

The management of ( COMPANY NAME ) has determined the knowledge necessary for
the operation of its processes and to achieve conformity of products.
Organizational knowledge which is gained by experience, lesson learned from failures
and successful deliveries of our products etc. is maintained and made available to extent
necessary. Changing needs and trends the management will determine considering
knowledge and adopt additional knowledge and update.
7.2 Competence
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The management of ( COMPANY NAME ) has determined the necessary competence of

persons working for and under the control of ( COMPANY NAME ) that affects
( COMPANY NAME ) performance and its ability to fulfill its compliance obligations are
competent on the basis of appropriate education, training, or experience. Where
applicable, necessary actions will be taken to acquire necessary competence.
Evaluation of the effectiveness of these actions taken and documented information are
maintained as evidence of achieving the competencies.
For Details see procedure for Trainings (Procedure No xx)

7.3 Awareness
( COMPANY NAME ) has adopted various techniques for awareness to employees such
as Tool Box Meetings, Environment, Health & Safety induction, Management Reviews,
notices, sign boards etc to ensure that the employees and those who works under the
control of organization is aware of Environment, Health & Safety, Environmental, Health
& Safety Policy, Environment, Health & Safety Objectives, their contribution towards
effectiveness of Environment, Health & Safety Management System including the
benefits of improved performance and implication of not conforming with the
Environment, Health & Safety system requirements.
For Details see procedure for Trainings (Procedure No xx)

7.4 Communication
( COMPANY NAME ) has determined the internal and external communications relevant
to Environment, Health & Safety Management System, which includes the details of
requirements of communication, the situation when communication is required, mode of
communication and responsibilities are clearly defined in a documented procedure
(IMSP-007).

Internal Communication
( COMPANY NAME ) has established an effective two-way communication system.
Communication from employees to management covers the following subjects:

 Identification of environmental aspects, and impacts and identification of

hazards by any individual and working team
 Detection of any nonconformities or abnormality related to IMS
 Identification of incidents
 Information about new available technologies to eliminate or to reduce the
identified environmental effect and identified hazards.
 Information about the requirements to meet the specified product
requirements
 Changes to environmental management system

Communication from management to concerned employees includes the following

subjects:
 Effectiveness of the IMS system
 Information about the legal and requirements
 Environmental authority inspection reports
 Diffusion of policies, objectives and targets and IMS program
 Detection of non conformities
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 Information about the new available technologies

 Information about the customer requirements, customer feedback and product
information, enquiries, contracts, or order handling and any amendments in the
information
 Major organizational changes
 Consequences of actual or potential of their work activities and the benefits of
improved personnel performances.

External Communication

External communication includes as follows

 Communication with interested parties related to IMS

 Obtaining the changes in the legal requirements
 Submitting of quarterly environmental reports to environmental Directorate if required
 Submitting of Annual incident reports to Ministry of labor and social affairs if required.
 Making company policy and any IMS reports publicly available.
 Responding to communication from any external interested party
 In the event of an emergency, certain information regarding the impact will be
released to public authority whenever required.

For Details see procedure for Communication (Procedure No xx)

7.5 Documented Information

7.5.1 General
( COMPANY NAME ) has established and maintained the following as part of its
Environment, Health & Safety Management System:
a) documented information required by Environment, Health & Safety, Standards such
as Policy, Objectives, Processes, Risks, Aspects, opportunities etc.
b) documented information determined by ( COMPANY NAME ) as necessary for the
effectiveness of the Environment, Health & Safety Management System such as
documented information related to process monitoring, measurement, etc.
List of documented information is maintained as per the List of external origin of
documents IMSF-002 and List of Records IMSF-005.

7.5.2 Creating and updating

( COMPANY NAME ) has developed and implemented a procedure for Control of
Documented Information to ensure appropriate:
a) identification and description such as title, date of revision, author and reference
numbers),
b) format and media.
c) Review and approval for suitability.
Refer Appendix-IV of this Manual for List of procedures & processes and List of
Records IMSF-005.

7.5.3 Control of documented information

( COMPANY NAME ) has established and implemented a procedure for Control of
Documented Information IMSP-001 to ensure documents within IMS will be controlled to
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ensure it is available and suitable for use where and when it is needed at the right place.
Also documented information within our IMS will be adequately protected from any loss
of confidentiality, improper use.

Documented Information required by ( COMPANY NAME ) are reviewed and updated,

as and when required. The authority for preparation, review & approval are defined
based on the nature & importance of the relevant document.

Distribution, access, retrieval and use of documented information will be controlled.

Current and obsolete documents will be properly identified. Proper identifications will be
given to all documents to ensure relevant versions of documented information are
available at point of use to avoid unintended use and remain legible and readily
identifiable at point of use.

Documented information of external origin determined by the organization to be

necessary for the planning and operation of the Environment, Health & Safety
management system are identified and their distribution controlled,

Documents used less than once per year may be reviewed and updated as necessary,
prior to use. Documented Information retained as evidence of conformities are protected
from unintended alterations.

For Details see procedure for Documents & records Control (Procedure No xx)
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8.0 Operation
8.1 Operational Planning and Control
( COMPANY NAME ) has developed, implemented and controlled various plans for
planning, operations and controlled the process in the form of process Maps needed to
meet the requirements for the provision of our products and services and to implement
the actions determined the risks and opportunities by:
a) determining the requirements for our products and services within the Environment,
Health & Safety Management System
b) establishing the criteria for the processes and the acceptance of products and
services
c) controls over the processes are established with the acceptable criteria
d) necessary information are determined and retained as a documented information by
implementing operational formats to have confidence of these processes is being
carried out as planned and to demonstrate the conformity of products requirements.
The management of ( COMPANY NAME ) will ensure the output of planning is suitable
for the ( COMPANY NAME ) operations and planned. Changes of plans are reviewed for
the consequences of unintended changes taking actions to mitigate any adverse effects
as necessary. ( COMPANY NAME ) does not outsource any process that affects product
conformity to requirements. Any processes required to outsource are being controlled
as per the requirements.

8.2 Requirements for products and services

8.2.1 Customer communication
( COMPANY NAME ) has established a procedure (Communication IMSP-007) to
demonstrate the method of communication within the organization and between the
BMS and Regulator Bodies, Suppliers, Manufacturers, Customers, Sub-contractors and
interested parties.

Customer communication is practiced in the following modes.

 Direct contact by or MD for providing information relating to products

 Visits by MD and staff to customer sites / in-person for handling enquiries, contracts
or orders including changes
 Obtaining customers feedback relating to products, including complaints,
 Identify and establish specific requirements for contingency actions when relevant.
The entire above are recorded in the most suitable way.

8.2.2 Determining the requirements for products and services

In an effort to thoroughly identify all customer requirements, the following are considered
as the interface with the customer when any job order takes place. MD will ensure that,

 The requirements of the products are clearly defined

 Applicable statutory and regulatory requirements if any are informed
 Other requirements which are necessary within the scope of contract.
 Product performance requirements provided by the customer
 Customer stated availability requirements.
 Customer stated delivery requirements.
 Customer stated support needs.
 Determination of application related requirements, if not provided by the customer
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 Determination of any other relevant requirements considered necessary by

organization.
 Determination of Testing and Conformance requirement if any.

Emergency Preparedness and Response

A documented procedure (IMSP-011 Emergency preparedness) is established,

implemented & maintained to identify the potential emergencies and respond to and
emergency situations include the following:

 Identification will be based on the potential emissions to air, discharge to water and
effect to environment and eco system and those areas and activities of risk that are
not tolerable
 This procedure includes preventing and mitigating the environmental impacts and
risks and hazard that are associated with the emergencies.
 These preparedness and response will be in the form of operational control, plans,
contacts fire emergency procedure and oil and chemical spillage procedures.
 The emergency preparedness and response shall be reviewed where necessary
and amended based on occurrence of incidents or emergency situations.
This procedure also reviewed to meet the requirements and incorporates periodical
testing of the emergency preparedness and response.
Documented information related to emergency preparedness and response will be
maintained.

8.2.3 Review of the requirements for products and services

The MD (if needed Managing Director’s support will be obtained) will review all identified
customer requirements and other supportive requirements for new business acceptance
in –order to check whether requirements are clearly defined & company has the
capability to supply to meet the requirements before committing to supply products.

Post delivery requirements such as warranty / guarantee are defined and noted for
providing customer satisfaction even after products are handed over.
Any changes to the requirements differing from previously expressed will be reviewed as
earlier and resolved.

Records of requirements reviews and follow-on actions are maintained.

Tendering processes, which include reviewing of tender documents, site visits,

clarifications for details and ambiguities from client, preparations of purchase inquiries,
quantity take off, submissions of tender are carried out by the MD.

Modifications to contract either proposed by the customer or by ( COMPANY NAME ) are

recorded and properly transferred to Managing Director for incorporation in execution of
job. As required cost implication of such changes proposed shall be submitted to client
for approval.

Customer requirements are stated through bid requests and orders. At the inquiry stage
the customer’s requirements are clear and understandable and where there are
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ambiguities, clarifications are further obtained. All contracts are reviewed prior to signing
to ensure that:

 The requirements are adequately defined and documented.

 Difference between contract and tender are resolved.
 ( COMPANY NAME ) has the capability to fulfill customer requirements addressed
within the contract.
 Any additional requirements considered necessary by the organisation

A final review of customer requirements is done prior to shipment to assure that all
differences are addressed and resolved.

A documented Information will be maintained on the results of the review and any new
requirements for the products by HSE Manager.

8.2.4 Changes to requirements for products and services

Modifications or changes to the requirements for products or contract either proposed by
the customer or by ( COMPANY NAME ) are recorded and properly transferred to
Managing Director for incorporation in execution of job. As required cost implication of
such changes proposed shall be submitted to client for approval. Relevant documented
information is amended and relevant persons are made aware of the changes.

8.3 Design and Development of Products and Services

The nature of ( COMPANY NAME ) operations does not include Design of any products
and services. Hence this clause of the standard can be excluded.

8.4 Control of externally provided processes, products and services

8.4.1 General

As a control over externally provided processes, ( COMPANY NAME ) has established

and effectively implemented a Purchasing Procedure in a process flow chart IMSPR-001
to ensure that purchase materials are conform to requirements and are clearly identified
and transferred to Accounts section for the payment through cash, credit system or
generation of purchase orders. Significant waste is avoided by controlling the purchasing
process.

For other purchases once in once a year evaluation (IMSF-019) of existing suppliers will
be done by the concerned department heads, on the basis of Environment, Health &
Safety, price and performance (delivery, communication) and environmental and health
and safety aspects. Based on this evaluation these suppliers will be graded for further
business.

If uncertain circumstances material/ services are purchased from non-approved

suppliers, the Managing Director or HSE Manager responsible for such purchase defines
any specific necessary to ensure that Environment, Health & Safety is maintained.
Documented information of results of evaluations and reevaluation are retained.
8.4.2 Type and extent of control
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( COMPANY NAME ) has established various inspections on purchase products to

ensure the supplied products / materials do not adversely affect the ( COMPANY
NAME )’s ability to consistently deliver conforming products to our customers.
a) ( COMPANY NAME ) ensures externally provided processes remain within our
control of Environment, Health & Safety Management System
b) Control are define to apply to an external provider and to intends to apply output.
c) Consideration is given to the potential impact of these products on ( COMPANY
NAME )’s ability to meet customer and applicable statutory and regulatory
requirements and the effectiveness of the controls over external providers.
d) Verification, inspections and necessary activities applied to ensure that these
products and services meet the requirements.

8.4.3 Information for external providers

The purchase order / quotation shall identify the required material / service description
clearly so that the external provider can completely understand. Any additional
information required by the external provider shall be communicated in the continuing
correspondence.

When services are procured from external provider, the purchase order may refer as
applicable, to supplier’s quotation to ensure that they completely understand the
requirements and prices are agreed.

The purchasing documents clearly and completely describe the following:

 Description of materials ordered, quantity, prices and date of supply

 The product / service requirements in terms specification and compliance to specific
standards as applicable
 The packing and delivery requirement as applicable
 Approval of Products – if any
 Required qualification of persons performing job if any
 Interactions and methods and control and monitoring of performance to be applied
by ( COMPANY NAME )
 Verification or validation activities if any
8.5 Production and Service Provision
8.5.1 Control of Production and Service Provision
Operation control procedures / processes (Refer Key Process IMSPR-001) are
established under controlled condition for the all the ( COMPANY NAME ) activities.

The control of production and service activities will be assured by:

 The availability of drawings and specifications for product and or service
 The availability to necessary procedures and documented information
 The availability of suitable (maintained & calibrated) equipments
 The implementation of monitoring and measurement activities to achieve
planned results
 Receipt and release of product or application of services according to the specific
requirements
 Setting or amending of IMS Policy, Objectives, Plans and Procedures.
 Availability and use of suitable infrastructure and environment for the
operation of processes
 The necessary actions to avoid any mistakes and errors from operators
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 Implementation of release, delivery and post delivery activities.

Operational Control

Those operations and activities, which are identified as significant environmental aspects
and high risk in line with the policy, objectives & targets, legal & other requirements etc.
will be controlled.

These controls can be in the form of Code of Practices & Method Statements (Number
of Cop’s), work instructions, check points, monitoring… etc.

Objective of all these controls will be to prevent, correct and monitor the significant
impacts identified.

The effectiveness and efficiency of these controls will be monitored through impact
assessment, risk assessment, incidents, complaints… etc.
A Documented procedure is established, implemented and maintained for Operational
Control of overall organization and its activities, purchased goods & equipments,
services and to control over contractors and other visitors to workplace, to cover
situation.
8.5.2 Identification and Traceability
Where appropriate identification and traceability throughout the product realization is
done to ensure conformity of products. Identification is a requirement this shall be
controlled by unique identification and documented information shall be retained through
production process if required.
8.5.3 Property belonging to customers or external providers
( COMPANY NAME ) exercises care with the customer's property (e.g.: intellectual
properties like designs and specifications) while it is under the control or being used by
the organization. Such controls imply identification, verification, protection and
safeguarding the customer property provided for use or incorporation into the product. If
any customer property is lost, damaged or otherwise found to be unsuitable for use, this
is reported to the customer and records maintained in the form of official letters.

8.5.4 Preservation
Personnel related to products handling, storage and delivery shall be instructed to
ensure safe usage of methods and practices to prevent damage, deterioration, loss or
degradation of products / environment in order to maintain conformity to requirements.
Where manufacturer specifies special storage conditions, it shall be maintained.
( COMPANY NAME ) uses designated areas to prevent incoming materials Environment,
Health & Safety and prevent damages and deterioration. The method of preservation
and segregation shall be specified where required.
This preservation includes identification, handling, storage and protection. Preservation
also apply to the constituent parts of a product..
During processing and delivery time safe methods shall be adopted for loading,
unloading and transportation process. Where required, pallets or other suitable means
shall be used for keeping materials.
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8.5.5 Pre-delivery activities

HSE Manager ensures the post-delivery activities such as stator and regulatory
requirements, customer requirements are clearly identified in the contract or order from
customer and are met.
Consideration is given to extent of the post delivery activities are:
a) applicable statutory and regulatory requirements
b) any undesired consequences associated with the products
c) Warranty and other obligations
d) Customer requirements and their feedback.

8.5.6 Control of changes

( COMPANY NAME ) has established approach to managing all changes made to our
products such as to ensure that no unnecessary changes are made to our products and
process is not disrupted and resources are used efficiently and to ensure continuing
conformity with product requirements. All change to our products is documented and
authorized the MD. Documented information describing the results of the review of
changes will be retained.

8.5 Release of products and services

( COMPANY NAME ) has implemented series of inspections and checks at the
appropriate stages of production to ensure the customer requirements are met.
Asst. Manager Operations ensure that, the products will not dispatch or not proceed for
delivery until the necessary checks are satisfactorily carried out and completed unless
otherwise approved by any 3rd party as requested by customer.
As a evidence of conformity with the product requirements and acceptance criteria and
traceability to the releasing authority documented information are retained in relevant job
files.

8.7 Control of Accidents, Incidents, Near Misses and Corrective Action

8.7.1 Accidents, Incidents, Near Misses and Corrective Action will be controlled using the
procedure “Control of Accidents & Incidents and Corrective Actions ” procedure IMSP –004.
This procedure will allow for

 Identification of incidents.
 Correction of Incidents.
 Information to customer or any interested parties if required
 Obtaining authorization for accepting nonconformities
 Taking action appropriate to the effects, or potential effects, of the nonconformity

 Corrective Action Request (CAR) is initiated and implemented to address HSE

management system non conformances. Non conformance is a deviation from the
policy, procedure, standard, instruction, and specification, legal and regulatory
requirement or from any other requirement which ( COMPANY NAME ) established,
or to which it subscribes.
 CARs assign the responsibility for handling and investigating the non conformance, for
mitigating any impacts and risks caused and for implementing measures to prevent
recurrence of the non conformance.
 CARs may be issued to internal department, as well as its suppliers and subcontractors.
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 Upon implementation of corrective or preventive actions, CARs are followed up to verify

that the action was indeed implemented and that it is effective.
 CARs are initiated, documented, processed and monitored.
 Accidents and/or Injuries are reported and documented.
 Near miss methodology is used to report non-conformities which may initiate incidents
and/or accidents.
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 9.0 Performance Evaluation

9.1 Monitoring, Measurement, Analysis and evaluation
9.1.1 General
Environment, Health & Safety management system processes /products are monitored
and measured when required in accordance with specific plans created for the Service
or Product delivery. HSE Manager shall authorize product delivery to customer and
documented information will be maintained.

The HSE Team shall decide methods of monitoring (qualitative and quantitative) and
measurement with acceptance criteria is maintain for ( COMPANY NAME ) to ensure
valid results.

All ( COMPANY NAME ) functional processes would reflect how departments monitor
their own performance and process delivery including support departments as
Administration, to which the organization objectives are met and to monitor
effectiveness of controls.

HSE Team shall be responsible for taking correction, corrective and when planned results
are not achieved including proactive measure of performance that conformance the IMS
requirements.

Statistics and basic report writing will be used most of the cases for the reporting. Internal
audit will also be treated as good tool for monitoring and measurement processes and to
evaluate the performance and the effectiveness of the Environment, Health & Safety
Management System.

Monitoring and measurement enables environmental and health and safety to gauge its
performance, analysis root causes of problems, identify the areas where corrective and
preventive actions are needed, improve performance and increase efficiency.

Monitoring and measurement activities are controlled through operation control procedure
(IMSP-010) covers the measuring and monitoring efforts of key characteristics of
environmental and health and safety operations and activities that can have high risk and a
significant impact on the environment.
Documented information will be retained as appropriate documented information as
evidence of the results.

9.1.2 Customer Satisfaction

Customer satisfaction is monitored and measured based on customer feedback (good &
bad), market survey conducted, delivered product Environment, Health & Safety reports
(customer complaints) lost business analysis, compliments, claims etc.
All types of customer feedback (good & bad) will be forwarded to who shall register this in
a log and the bad will be entered in the customer complaint form IMSF-011.
The Environment, Health & Safety Management System Coordinator coordination with
HSE Manager shall analysis the customer complaint as per the corrective and preventive
action procedure (IMSP-005)
Market survey will be conducted as when top management feels a requirement.
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Evaluation of compliance

HSE Manager and HSE Team will identify, obtain, implement and maintain all applicable
legal and other relevant requirements related to the environmental aspects and hazard
identification and risk assessment of all activities/processes/services of the company
are taken into account in establishing, implementing and maintaining Environment,
Health & Safety Management System.

Identification will be focusing on requirements specific to the company’s A/P/S, general

environmental laws, Labor laws and authorizations, licenses and permits.

All these requirements will be logged-in with details in a central point. This will be
communicated to persons working under the control of the ( COMPANY NAME ) and
other relevant interested parties using any one or more of the following – trainings,
distribution of copies, discussions, posters… etc.

Contacts/memberships/agreements…. etc. will be made with the source-organizations

in order to be informed on amendments, new requirements… etc.

A documented procedure for identifying, obtaining, implementing and maintaining legal

and other requirements is established. A documented procedure (Compliance &
Evaluation of Legal & Other Requirements IMSP-012) for identifying and complying with
legal and other requirements for the IMS is established and also its requirements are
updated periodically.

The relevant legislative requirements are identified, implemented and monitored for
conformance to IMS requirements applicable for ( COMPANY NAME ) activities.
A detailed master registers of legislation / requirements, applicable to ( COMPANY
NAME ) activities are maintained in the list of external origin documents.

Evaluation of Compliance: A documented procedure for evaluating the legal and other
requirements is established and implemented (Compliance & Evaluation of Legal &
Other Requirements IMSP-012). Records of such evaluation shall be maintained.

9.1.3 Analysis and evaluation

Management of ( COMPANY NAME ) has established a various techniques to collecting,
analyzing and evaluating appropriate data and information arising from monitoring and
measurement. The results of analysis are used to evaluate:
 conformity of products and processes
 results of customer satisfaction survey
 performance & effectiveness of Environment, Health & Safety Management system
 effective implementation of plans
 effectiveness of the actions applied for the identified risks and opportunities
 need for improvement to ENVIRONMENT, HEALTH & SAFETY Management
system.
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9.2 Internal Audit

9.2.1 Internal audits of IMS will be conducted in accordance with “Internal Audit Procedure”
IMSP-003 at a planned intervals to provide information on where the IMS is conforms to
( COMPANY NAME ) requirements and International Standards.
9.2.2 Frequency of audits of specific areas and or specific requirements will vary with the need
defined in the audit plan / programme. As a minimum all the areas will be audited at least
once in a year. That variation will be reflected in the required audit plans along with the
scope, the methods and assigned auditors.
All the auditors will be trained to meet the basic requirements. The results of audit will be
recorded to enable management and others take timely corrections, corrective action
and to allow for proper verification of effectiveness. Results of the audit shall be informed
to management. Documented information as evidence of the implementation of the audit
programme and the results are retained.
9.3 Management Review
9.3.1 General
In order to assure the continuing suitability, adequacy, effectiveness and alignment with
the strategic direction, top management (Managing Director, MD, and as minimum) will
conduct periodic (at least once in year) reviews of the IMS. Other staffs may be invited to
attend this, as required.
It will be the MD’s responsibility to coordinate these reviews. ISO coordinator shall
prepare and circulate relevant schedules and agenda of these meeting to all expected
participants at least one week ahead.
9.3.2 Management Review Inputs
The Management review will be planned and carried out taking into consideration of the
following:
 Status previous management review output
 Changes in external and internal issues that are relevant to the Environment, Health
& Safety Management system.
 Information on the performance and effectiveness of the Environment, Health &
Safety Management System, including trends in:
1. Customer satisfaction and feedback from relevant interested parties and
compliance obligations
2. Significant environmental aspects
3. The extent to which IMS / ENVIRONMENT, HEALTH & SAFETY Objectives have
been met
4. Process performance and conformity of products and services
5. Nonconformities, incident investigation and corrective actions
6. Monitoring and measurement results
7. The performance of external providers / suppliers
 The adequacy of resources
 Risk and opportunities and the effectives of actions taken
 Opportunities for improvement
 Result of audits – Internal IMS Audit, 3rd party Audit
 Status of Incident investigations, corrective and preventive actions taken on non-
conformity
 Review of Statutory and Regulatory requirements and fulfillment of its compliance
obligations
 Relevant communication from interested parties including complaints
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 Opportunities for continual improvement.

 All Agenda Items from ISO 14001:2015 & OHSAS 18001:2007
9.3.3 Management Review Outputs
Actions associated with the following are included in the output from the management
review
 Opportunities for improvement
 Any need for changes to Environment, Health & Safety Management System
 Resource needs
IMS Coordinator to prepare review minutes and circulate to all participants.
Document information for the Management reviews will be retained as an evidence of
the results of these reviews.
10. Improvement
10.1 General
As a part of improvement of ( COMPANY NAME )’s performance, to meet customer
requirements and to enhance customer satisfaction the management of ( COMPANY
NAME ) determines and selects opportunities for improvement and implement necessary
actions which includes:
a) ways and methods for improving products to meet requirements as well as future
needs and expectations of customer and other interested parties.
b) Investigating, correcting, preventive or reducing the effects of non conformances
c) Improve performance and effectiveness of the Environment, Health & Safety
Management System.
10.2 Nonconformity and corrective action
( COMPANY NAME ) has established, documented and implemented a procedure for
dealing with Nonconformity (IMSP-004). In the event of nonconformity, including any
complaints from customer and interested parties, the person notices the non conformity
or receive the complaints must react as applicable to take actions to control, correct and
deal with the consequences.
Evaluation of the need for the actions to eliminate the causes of the non conformities in
order that it does not reoccur or occur elsewhere by reviewing & analyzing, determining
the causes and determining if similar nonconformities exists or could potentially occur
necessary actions will be implemented which are appropriate to the effects of the
nonconformities encountered.
Review will be done to determine the effectiveness of any corrective actions taken. If
necessary risks and opportunities which was identified during planning will be updated
and necessary changes made within Environment, Health & Safety Management
System.
Documented Information of Nonconformities, subsequent actions and results of
corrective actions are retained as evidence.
10.3 Continual Improvement
Continual improvement of Environment, Health & Safety Management System’s
suitability, adequacy and effectiveness will be achieved through the use of:
 Results of analysis and evaluation
 A required output from management review
 Needs of opportunities