Integrated Management System
POLICY MANUAL Safety | Health | Environment | Quality GS_PO_01 | REV 03 | JANUARY 2017
Liviero IMS SHEQ POLICY MANUAL
ABOUT THIS DOCUMENT Subject:
SHEQ Policy Manual
Document no:
GS_PO_01
Revision:
03
Issue Date:
January, 2017
Next Review Date:
January, 2018
Target Audience:
Executives, Managers, Site Management, Construction Employees, SHEQ Employees, SHE Representatives
Keywords:
Context, leadership, planning, support, operation, performance evaluation, improvement
Created by:
Group SHEQ Manager & SHEQ Managers
Approved by:
Group CEO
DOCUMENT CONTROL © Liviero Group (Pty) Ltd – Not controlled in printed format REV
DATE
AUTHOR
CHANGE DESCRIPTION SUMMARY
APPROVAL NO
00
DEC12
G Van Heerden
Initial issue
12.02
01
JUN13
G Van Heerden
Change in numbering system and annual review
13.01
02
OCT14
G Van Heerden
Annual review
14.47
03
SEP16
G Van Heerden
Transformation to new International Standards ISO 45001:2017, ISO 14001:2015 & ISO 9001:2015
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Liviero IMS SHEQ POLICY MANUAL
TABLE OF CONTENTS 1.0 WELCOME TO LIVIERO........................................................................................................................................... 4 2.0 ABOUT THE SHEQ MANUAL ................................................................................................................................... 4 3.0 TERMS & DEFINITIONS .......................................................................................................................................... 4 4.0 CONTEXT OF THE ORGANIZATION ......................................................................................................................... 5 International Standards Referenced Clauses ................................................................................................................. 5 4.1 Understanding the organization and its context............................................................................................... 5 4.2 Understanding the needs and expectations of interested parties .................................................................... 5 4.3 Determining the scope of the integrated management system ....................................................................... 5 4.4 Integrated management system and its processes .......................................................................................... 6 5.0 LEADERSHIP........................................................................................................................................................... 8 International Standards Referenced Clauses ................................................................................................................. 8 5.1 Leadership & Commitment............................................................................................................................... 8 5.2 SHEQ Policy....................................................................................................................................................... 9 5.3 Organizational roles responsibilities and authorities ........................................................................................ 9 5.4 Participation and consultation .......................................................................................................................... 9 6.0 PLANNING ........................................................................................................................................................... 10 International Standards Referenced Clauses ............................................................................................................... 10 6.1 Actions to address risks and opportunities ..................................................................................................... 10 6.2 SHEQ objectives and planning to achieve them ............................................................................................. 11 6.3 Planning of Changes ....................................................................................................................................... 11 7.0 SUPPORT ............................................................................................................................................................. 11 International Standards Referenced Clauses ............................................................................................................... 11 7.1 Resources ....................................................................................................................................................... 11 7.2 Competence ................................................................................................................................................... 13 7.3 Awareness ...................................................................................................................................................... 13 7.4 Information and communication .................................................................................................................... 13 7.5 Documented Information ............................................................................................................................... 13 8.0 OPERATION ......................................................................................................................................................... 14 International Standards Referenced Clauses ............................................................................................................... 14 8.1 Operational planning and control ................................................................................................................... 14 8.2 Management of change.................................................................................................................................. 14 8.3 Outsourcing .................................................................................................................................................... 15 8.4 Procurement and externally provided processes, products or services ......................................................... 15 8.5 Contractors ..................................................................................................................................................... 15 8.6 Emergency preparedness and response ......................................................................................................... 15 8.7 Requirements for products or services ........................................................................................................... 16 8.8 Design and development of products or services – CLAUSE NOT APPLICABLE TO LIVERO SCOPE.................. 17 8.9 Production and Service Provision ................................................................................................................... 17 8.10 Release of Products or services ...................................................................................................................... 18 8.11 Control of Non-Conforming Outputs .............................................................................................................. 18 9.0 PERFORMANCE EVALUATION .............................................................................................................................. 18 International Standards Referenced Clauses ............................................................................................................... 18 9.1 Monitoring, measurement, analysis and evaluation ....................................................................................... 18 9.2 Internal audit and evaluation of compliance .................................................................................................. 19 9.3 Management review....................................................................................................................................... 19 10.0 IMPROVEMENT ................................................................................................................................................... 20 International Standards Referenced Clauses ............................................................................................................... 20 10.1 General ........................................................................................................................................................... 20 10.2 Incident Non-Conformity and Corrective Action ............................................................................................ 20 10.3 Continual Improvement.................................................................................................................................. 21
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Liviero IMS SHEQ POLICY MANUAL
1.0
WELCOME TO LIVIERO The Liviero Group is a South African multi-disciplinary, black majority owned Construction Group. With headquarters in Johannesburg and several regional offices, the Group is firmly positioned to provide support to its clients and operations throughout South Africa. Liviero covers the full spectrum of construction services including Civil Engineering, Roads and Earthworks, Building, Property Development, Mining Infrastructure, Open Cast Mining and Plant Hire. Owing to its specialised operating companies, the Group is able to provide a comprehensive ‘one stop’ construction solution to its clients. The management recognises the impact that our activities may have on the environment and those that exist within it. Therefore, the Liviero management commits to the continual improvement of its methods, employees, systems and infrastructure in achieving its goal of zero harm. This is achieved through training, effective management, transparency and a standardised company-wide integrated management system.
2.0
ABOUT THE SHEQ MANUAL This manual is prepared for the purpose of defining the company’s interpretations of ISO 45001:2017, ISO 14001:2015 and ISO 9001:2015 international standards, as well as to demonstrate how the company complies with those standards. This manual presents ‘Notes’ which are used to define how Liviero has tailored its integrated management system to suit its purposes. These are intended to clarify implementation approaches and interpretations for concepts which are not otherwise clearly defined in the above standards. Notes appear in italics, with Gray background. Where subordinate or supporting documentation is reference in this manual, these are indicated by bold italics.
3.0
TERMS & DEFINITIONS Liviero adopts the following terms and definitions within its Integrated Management System. Where no definition is provided, the company adopts the definitions provided in the relevant International Standards. In some cases, specific procedures or documentation may provide a different definition to be used in the context of that document; in such cases, the definition will supersede those provided for in this Manual. General Terminology Liviero – Liviero Group (Pty) Ltd and all its subsidiaries Documented Information – Includes both documents and records Document – Written information used to describe how an activity is performed. Record – Captured evidence of an activity having been done.
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Liviero IMS SHEQ POLICY MANUAL Risk-Based Thinking Terminology Risk – Negative effect of uncertainty Opportunity – Positive effect of uncertainty Uncertainty – A deficiency of information related to understanding or knowledge of an event, its consequence, or likelihood. (Not to be confused with measurement uncertainty.) Non-conforming Product Terminology Rework – Efforts to bring non-conforming product into conformance through additional operations that do not alter the original design of the product. Repair – Efforts to bring non-conforming product into conformance through additional operations that alter the original design of the product; this may be through the addition of material no specified in the original design, or through altering pre-existing design features. Scrap – The discard of non-conforming product in lieu of reworks or repair.
4.0
CONTEXT OF THE ORGANIZATION International Standards Referenced Clauses
4.1
SHEQ Manual Paragraph
4.1
4.2
4.3
4.4
ISO 45001
4.1
4.2
4.3
4.4
ISO 14001
4.1
4.2
4.3
4.4
ISO 9001
4.1
4.2
4.3
4.4
Understanding the organization and its context Liviero has reviewed and analysed key aspects of itself and its stakeholders to determine the strategic direction of the company. This required understanding internal and external issues that are of concern to Liviero and its interested parties (per 4.2 below); the context of the organisation is identified as per the document GS_AD_03 Context of the Organisation. Issues related to the context of Liviero are monitored and updated as appropriate, and discussed as part of management reviews and management meetings.
4.2
Understanding the needs and expectations of interested parties The issues determined per 4.1 above are identified through an analysis of risks facing Liviero and its interested parties. ‘Interested parties’ are those stakeholders who receive our services, or who may be impacted by them, or those parties who may otherwise have a significant interest in our company. These parties are identified as per the document GS_AD_04 Interested Parties and their Requirements. This information is used by senior management to determine the company’s strategic direction. This is defined in records of management review, and periodically updated as conditions and situations change.
4.3
Determining the scope of the integrated management system Based on an analysis of the above issues of concern, interests of stakeholders, and in consideration of its products or services, Liviero has determined the scope of the integrated management system to be as follows:
The provision of Civil Engineering, Building Construction, Mining (Opencast) Services, and Plant Services
The Liviero group of companies consists of six (6) independent businesses namely:
Liviero Group (Pty) Ltd;
Liviero Building (Pty) Ltd; Page 5 of 24
Liviero IMS SHEQ POLICY MANUAL
Liviero Civils (Pty) Ltd;
Liviero Mining & Mining Services (Pty) Ltd;
Liviero Plant (Pty) Ltd.
CONTACT DETAILS GAUTENG OFFICE
KWAZULU-NATAL OFFICE
Cnr Dytchley & Marcius Road
23 Cordova Close
Kyalami, Johannesburg
Briardene Industrial Park, Durban
PO Box 31319
PO Box 10707
Kyalami 1684
Marine Parade 4056
Tel:
+27 (0) 11 466 2644
Tel:
+27 (0) 31 571 1450
Fax:
+27 (0) 11 466 2885
Fax:
+27 (0) 31 563 4953
Web:
www.liviero.com
E-mail: info@livierogroup.com
CLAUSES NOT APPLICABLE TO LIVIERO SCOPE The following clauses of ISO 9001 were determined to be not applicable to Liviero:
Clause 8.3 Design and Development of Products or services
Liviero claims no exclusions from the ISO 45001 and ISO 14001 standards. The scope of Liviero’s market offering is detailed in document GS_AD_05 Scope. 4.4
Integrated management system and its processes a)
Process Identification Liviero has adopted a process approach for its integrated management system. By identifying the top-level processes within the company, and then managing each of these discretely, reduces the potential for nonconforming products or services discovered during production phases or after delivery. Instead, nonconformities and risks are identified in real time, by actions taken within each of the top-level processes. Note: Not all activities are considered ‘processes’ – the term ‘process’ in this context indicates the activity has been elevated to a higher level of control and management influence. The controls indicated herein are applicable only to the top-level processes identified. The following top-level processes have been identified for Liviero: i)
Marketing, Tendering & Estimating;
ii)
Building Construction
iii)
Civil Engineering;
iv)
Mining / Drill & Blast;
v)
Plant Services & Maintenance;
vi)
Outsourced Services (Suppliers, Contractors & Labour-Only Contractors);
vii)
Financial Services;
viii)
Human Resources Services;
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Liviero IMS SHEQ POLICY MANUAL ix)
SHEQ Services.
Each process may be supported by other activities; such as tasks or sub-processes. Monitoring and control of top level processes ensures effective implementation and control of all subordinate tasks or sub-processes. Each top-level process has a Top-Level Process Definition document which defines: i)
Applicable inputs and outputs;
ii)
Process owner(s);
iii)
Applicable responsibilities and authorities;
iv)
Applicable risks and opportunities;
v)
Critical and supporting resources;
vi)
Criteria and methods employed to ensure the effectiveness of the process;
vii)
SHEQ objectives related to that process.
The sequence of interaction of these processes is illustrated in Appendix A. Procedure GS_PR_06 Objective Setting & Achieving, describes in detail the process of objectives. Note: Appendix A represents the typical sequence of processes, and may be altered depending on customer or regulatory requirements at the job or contract level, as needed. b)
Process Controls & Objectives Each process has at least one objective established for it; this is a statement of the intent of the process. Each objective is then supported by at least one ‘metric’ or key performance indicator (KPI) which is then measured to determine the process’ ability to meet the SHEQ objective. Note: Some processes have multiple objectives and multiple metrics. This is determined by the nature of the process, it’s impact on Liviero services, and associated risks. Note: Whereas the international standards discuss process measurements and ‘SHEQ Objectives’ as separate concepts, Liviero combines them; i.e., SHEQ Objectives are used to control the processes. Additional objectives for Liviero services may be assigned, but these will also be used to measure process effectiveness. Throughout the year, metrics data is measured and gathered by process owners or other assigned managers, in order to present the data to Liviero Group and company EXCOs. The data is analysed in order that the Senior Management Teams may set goals and make adjustments for the purposes of long-term continual improvement. The specific SHEQ objectives for each process are defined in the applicable Top-Level Process Definition. Metrics, along with current standings and goals for each objective, are recorded in records of management review. When a process does not meet a goal, or an unexpected problem is encountered with a process, the corrective action process is implemented to research and resolve the issue. In addition, opportunities for improvement are sought and implemented, for the identified processes.
c)
Outsourced Processes Any process performed by a third party is considered an ‘outsourced process’ and must be controlled. The company’s outsourced processes, and the control methods implemented for each, are defined in GS_PR_16 Outsourcing Procedure. The type and extent of control to be applied to the outsourced process take into consideration: i)
The potential impact of the outsourced process on the company’s capability to provide product that conforms to requirements, Page 7 of 24
Liviero IMS SHEQ POLICY MANUAL
5.0
ii)
The degree to which the control for the process is shared,
iii)
The capability of achieving the necessary control through the purchasing contract requirements.
LEADERSHIP International Standards Referenced Clauses
5.1
SHEQ Manual Paragraph
5.1
5.2
5.3
5.4
ISO 45001
5.1
5.2
5.3
5.4
ISO 14001
5.1
5.2
5.3
ISO 9001
5.1
5.2
5.3
Leadership & Commitment a)
General Liviero Group EXCO provides evidence of its leadership and commitment to the development and implementation of the integrated management system and continually improving its effectiveness by: i)
Taking accountability of the effectiveness of the integrated management system;
ii)
Ensuring that the SHEQ Policy and SHEQ Objectives are established for the integrated management system and are compatible with the strategic direction and the context of the organization;
iii)
Ensuring the integration of the integrated management system requirements into the organization’s other business processes, as deemed appropriate (see note);
iv)
Promoting awareness of the process approach;
v)
Ensuring that the resources needed for the integrated management system are available;
vi)
Communicating the importance of effective SHEQ management and of conforming to the integrated management system requirements;
vii)
Ensuring that the integrated management system achieves its intended results;
viii)
Engaging, directing and supporting persons to contribute to the effectiveness of the management system;
ix)
Promoting continual improvement;
x)
Supporting other relevant management roles to demonstrate their leadership as it applies to their areas of responsibility.
Note: ‘Business processes’ such as finance and human resources management are outside of the scope of the IMS, but their impact on the IMS is recognised. b)
Customer focus Liviero Group EXCO adopts a customer-first approach which ensures that customer needs and expectations are determined, converted into requirements and are met with the aim of enhancing customer satisfaction. This is accomplished by assuring: i)
Customer and applicable statutory and regulatory requirements are determined, understood and consistently met;
ii)
The risks and opportunities that can affect conformity of products or services and the ability to enhance customer satisfaction are determined and addressed;
iii)
The focus on enhancing customer satisfaction is maintained. Page 8 of 24
Liviero IMS SHEQ POLICY MANUAL 5.2
SHEQ Policy Refer to GS_PO_02 SHEQ Policy Statement.
5.3
Organizational roles responsibilities and authorities Liviero Group EXCO has assigned responsibilities and authorities for all relevant roles in the company. These are communicated through the combination of the Overarching Organisation Structure and Roles, Responsibilities, Accountabilities and Authorities. In addition, the following overall IMS responsibilities and authorities are assigned as follows: Responsibility
Assigned to
Ensuring that the integrated management system conforms to applicable standards
SHEQ Manager: Group & Building Inland SHEQ Manager: Civils SHEQ Manager: Plant & Mining SHEQ Manager Building Coastal QA&E Manager: Building Coastal
Ensuring that the processes are delivering their intended outputs
Company Managing Directors and Managing Executives
Reporting on the performance of the integrated management system and providing opportunities for improvement for the management system
SHEQ Manager: Group & Building Inland SHEQ Manager: Civils SHEQ Manager: Plant & Mining SHEQ Manager Building Coastal QA&E Manager: Building Coastal
Ensuring the promotion of customer focus throughout the organization
Liviero Group EXCO
Ensuring that the integrity of the integrated management system is maintained when changes are planned and implemented
SHEQ Manager: Group & Building Inland SHEQ Manager: Civils Group SHEQ Administrator
The Liviero Group SHEQ Manager has been assigned the role of Liviero Group Management Representative, having a single point of contact to represent the Liviero Integrated Management System when dealing with external stakeholders and Certification Bodies. Other duties of the Liviero Group Management Representative may be defined herein or within other documented procedures. 5.4
Participation and consultation Liviero has established processes for participation and consultation in the development, planning, implementation, evaluation and actions for improvement of the integrated management system for nonmanagerial workers and worker representatives at all levels and functions. This is described as per the document GS_PR_02 Participation & Consultation. The following provisions have been made: a)
Mechanisms, time, training and resources necessary for participation and consultation;
b) Access in terms of clear, understandable and relevant information about the IMS; c)
Identification, mitigation or removal of barriers to participation;
Note: Obstacles and barriers can include failure to respond to worker inputs or suggestions, language or literacy barriers, reprisals or threats of reprisals and policies or practices that discourage or penalise worker participation. d) Additional emphasis to the participation of non-managerial workers in the following: i)
Determining mechanisms for participation and consultation;
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Liviero IMS SHEQ POLICY MANUAL
e)
6.0
ii)
Hazard identification & assessment of risk;
iii)
Actions to control hazards & risks;
iv)
Identification of needs of competence, training and evaluation of training;
v)
Determining information that needs to be communicated, and how it should be done;
vi)
Determining control measures and their effective use; and
vii)
Investigating incidents. non-conformities, and determining corrective actions.
Additional emphasis for the inclusion of non-managerial workers in consultation of the following: i)
Determining the needs and expectations of interested parties;
ii)
Establishing policies; and
iii)
Assigning organizational roles, responsibilities, accountabilities and authorities as applicable.
PLANNING International Standards Referenced Clauses
6.1
SHEQ Manual Paragraph
6.1
6.2
ISO 45001
6.1
6.2
ISO 14001
6.1
6.2
ISO 9001
6.1
6.2
6.3
6.3
Actions to address risks and opportunities Note: Liviero deviates slightly from the approach towards risk and opportunity presented in ISO 9001. Instead, Liviero views ‘uncertainty’ as neutral, but defines ‘risk’ as a negative effect of uncertainty, and ‘opportunity’ as a positive effect of uncertainty. Liviero has elected to manage risks and opportunities separately, except where they may overlap. Formal risk management may not be utilized in all instances; instead, the level of risk assessment, analysis, treatment and recordkeeping will be performed to the level deemed appropriate for each circumstance or application. Liviero considers risks and opportunities when taking actions within the management system, as well as when implementing or improving the management system; likewise, these are considered relative to products or services. Risks and opportunities are identified as part of the ‘Context of the Organization Exercise’ defined in GS_PR_04 Context of the Organisation Statement, as well as throughout all other activities of the IMS. Risks and opportunities are managed in accordance with the GS_PR_03 Risk & Opportunities Procedure. This procedure defines how risks are managed in order to minimize their likelihood and impact, and how opportunities are managed to improve their likelihood and benefit. For operational purposes, Liviero established a process for on-going and proactive identification of hazards, including environmental aspects, the potential impact on conformity, as well as the assessment of the associated risks. This process is described in the procedure GS_PR_04 Hazard Identification and the Assessment of Risk. Liviero determined the legal and other requirements that applies to the organisation. In order to stay up-to-date with the legal requirements, as well as other requirements related to Liviero’s activities, the organisation subscribes to DigiLex Legal Registers; a web based legal register for health & safety and environment. This process is described in the procedure GS_PR_05 Legal & Other Requirements.
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Liviero IMS SHEQ POLICY MANUAL 6.2
SHEQ objectives and planning to achieve them As part of the adoption of the process approach, Liviero utilizes its process objectives, as discussed in 4.4 above, as the main SHEQ objectives for the IMS. These include overall product-related SHEQ objectives; additional product-related SHEQ objectives may be defined in work instructions or customer requirements. The process objectives have been developed in consideration that they: a)
Be consistent with the SHEQ policy;
b) Be measurable; c)
Take into account applicable requirements;
d) Be relevant to conformity of products or services and to enhancement of customer satisfaction; e)
Be monitored;
f)
Be communicated;
g)
Be updated as appropriate.
Process SHEQ objectives are defined in the minutes of management review per section 9.3 below. The planning of process SHEQ objectives is defined in section 4.4 above. 6.3
Planning of Changes Changes to the integrated management system or any of its processes are carried out in a planned manner per the procedure GS_PR_12 Control of Documents. Also refer to paragraph 7.5 Documented Information.
7.0
SUPPORT International Standards Referenced Clauses
7.1
SHEQ Manual Paragraph
7.1
7.2
7.3
7.4
7.5
ISO 45001
7.1
7.2
7.3
7.4
7.5
ISO 14001
7.1
7.2
7.3
7.4
7.5
ISO 9001
7.1
7.2
7.3
7.4
7.5
Resources a)
General Liviero shall determine and provide the resources needed to: i)
Implement and maintain the integrated management system and continually improve its effectiveness; and
ii)
Enhance customer satisfaction by meeting customer requirements.
Resource allocation is done with consideration of the capability and constraints on existing internal resources, as well as needs related to supplier expectations. Resources and resource allocation are assessed during management reviews. The documented procedure GS_PR_07 Resource Management defines these activities in detail.
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Liviero IMS SHEQ POLICY MANUAL b)
People Senior management ensures that it provides sufficient employees for the effective operation of the integrated management system, as well its identified processes.
c)
Infrastructure Liviero determines, provides and maintains the infrastructure needed to achieve conformity to product requirements. Infrastructure includes, as applicable: i)
Buildings, workspace and associated facilities;
ii)
Process equipment, hardware and software;
iii)
Supporting services such as transport;
iv)
Information and communication technology.
Equipment is validated per the procedure LP_GD_02 Equipment Validation and maintained per the procedure LP_PR_01 Preventive Maintenance. d)
Environment for the operation of processes Liviero provides a clean, safe and well-lit working environment. Workplace Managers / Department Heads manages the work environment needed to achieve conformity to product requirements. Specific environmental requirements for products are determined during SHEQ planning and are documented in subordinate procedures, work instructions, or operational documentation. Where special work environments have been implemented, these shall also be maintained per 6.3 above. Human factors are considered to the extent that they directly impact on the quality of Liviero products or services. Note: Social aspects of the work environment are managed through activities outside of the scope of the management system. Only work environment aspects which can directly affect process efficiency or product and service quality are managed through the management system.
e)
Monitoring and measuring resources Where equipment is used for critical measurement activities, such as inspection and testing, these shall be subject to control and either calibration or verification; see the procedure GS_PR_08 Measuring Equipment Control. Note: Calibration and measurement traceability is not employed for all measurement devices. Instead, Liviero determines which devices will be subject to calibration based on its processes, products or services, or in order to comply with specifications or requirements. These decisions are also based on the importance of a measurement, and considerations of risk.
f)
Organizational knowledge Liviero also determines the knowledge necessary for the operation of its processes and to achieve conformity of products or services. This include knowledge and information obtained from: i)
Internal sources such as lessons learned, feedback from subject matter experts, and/or intellectual property;
ii)
External sources such as standards, academia, conferences, and/or information gathered from customers or suppliers.
This knowledge shall be maintained, and made available to the extent necessary. When addressing changing needs and trends, Liviero shall consider its current knowledge and determine how to acquire or access the necessary additional knowledge.
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Liviero IMS SHEQ POLICY MANUAL 7.2
Competence Liviero shall ensure that employees, including Contracted employees, performing work affecting product quality are competent on the basis of appropriate education, training, skills and experience. To this end Liviero shall: a)
Determine the necessary competence of employees that affects SHEQ performance;
b) Ensure that employees are competent on the basis of appropriate education, induction, training and experience; c)
Where applicable, take action to acquire the necessary competence; and
d) Retain appropriate documented information as evidence of competence. The documented procedure GS_PR_09 Competency & Training defines these activities in detail. Note: The integrated management system does not include other aspects of Human Resources management, such as payroll, benefits, insurance, labour relations or disciplinary actions. 7.3
Awareness Training and subsequent communication thereof ensure that employees, including Contracted employees, are aware of: a)
The SHEQ policy;
b) Relevant SHEQ objectives; c)
Their contribution to the effectiveness of the management system, including the benefits of improved performance;
d) The implications of not conforming with the integrated management system requirements. 7.4
Information and communication Liviero shall determine the need for internal and external information and communication relevant to the integrated management system and its processes, including: a)
What it will inform about and communicate;
b) When to inform and communicate; c)
Who to inform and with whom to communicate;
d) How to inform and communicate; and e)
How it will receive and maintain documented information on, and respond to relevant communications.
Liviero shall retain documented information as evidence of its information and communications as appropriate. See Procedure GS_PR_11 Information & Communication. 7.5
Documented Information Liviero’s integrated management system incorporates ISO 45001:2017, ISO 14001:2015 and ISO 9001:2015, with the aim of improving the effectiveness of the organisation. Documented information includes both documents and records. Note: Although the ISO standards use the term ‘documented information’; Liviero relies on the terms ‘document’ and ‘record’ to avoid confusion. In this context the terms are defined by Liviero as provided for in section 3.0 above. Documents and records undergo different controls as defined herein. Documented information of external origin and necessary for planning and operation shall be identified and appropriately controlled. Likewise, documented information retained as evidence of conformity shall be appropriately controlled and protected from unintended alteration.
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Liviero IMS SHEQ POLICY MANUAL These controls are applicable to those records which provide evidence of conformance to requirements; this may be evidence of product or service requirements, contractual requirements, procedural requirements, or statutory/regulatory compliance. In addition, SHEQ records include any records which provide evidence of the effective operation of the management system. The creation and control of documents required for the integrated management system is managed in accordance with procedure GS_PR_12 Control of Documents. The purpose of document control is to ensure that employees have access to the latest, approved information, and to restrict the use of obsolete information. All integrated management system documents are established, documented, implemented and maintained. A procedure, GS_PR_13 Control of Records has been established to define the controls needed for the identification, storage, retrieval, protection, retention time, and disposition of SHEQ records. This procedure also defines the methods for controlling records that are created by and/or retained by outsourced services.
8.0
OPERATION International Standards Referenced Clauses
8.1
SHEQ Manual Paragraph
8.1
8.2
8.3
8.4
8.5
8.6
ISO 45001
8.1
8.2
8.3
8.4
8.5
8.6
ISO 14001
8.1
ISO 9001
8.1
8.7
8.8
8.9
8.10
8.11
8.2
8.3
8.5
8.6
8.7
8.2 8.4
Operational planning and control Liviero shall plan and develop the processes needed for realization of its products or services. Planning of product or services realization is consistent with the requirements of the integrated management system. Such planning considers the information related to the context of the organization, current resources and capabilities, as well as products or services requirements. Planning is accomplished through: a)
Determining the requirements for products or services;
b) Communication of requirements of products and services to identified suppliers and contractors; c)
Establishing criteria for the processes and the compliance of products or services;
d) Determining the resources needed to achieve conformity to the products or services requirements; e)
Implementing control of the processes in accordance with the criteria;
f)
Determining, maintaining and retaining documented information to the extent necessary to prove that the processes have been carried out as planned and to demonstrate the conformity of products or services to their requirements.
Planning and control of operational processes are defined in the procedure GS_PR_14 Operational Planning & Control. 8.2
Management of change Liviero shall establish processes for the control of planned changes that might impact on SHEQ risks, such as: a)
New products, processes or services;
b) Change to work processes, operational procedures, equipment or organisational structure; c)
Changes to applicable legal and other requirements;
d) Changes in knowledge or information about SHEQ risks; and
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Liviero IMS SHEQ POLICY MANUAL e)
Developments in knowledge and technology.
Management of change is done in accordance with procedure GS_PR_12 Control of Documents. 8.3
Outsourcing When applying outsourced processes within any workplace, Liviero shall control such processes if it is affecting the integrated management system. Outsourced processes and the means by which Liviero controls them are defined in procedure GS_PR_16 Outsourcing.
8.4
Procurement and externally provided processes, products or services Liviero shall ensure that purchased, or externally provided processes, products or services conform to specified SHEQ requirements. Controls shall be applied to purchased, or externally provided processes, products or services when such products or services are intended for incorporation into Liviero’s own products or services. Liviero evaluates and selects suppliers based on their ability to supply products or services in accordance with the organization's requirements. Criteria for selection, evaluation and re-evaluation are established. Purchases are made via the release of formal purchase orders and/or contracts which clearly describe what is being purchased. Received products or services are verified against requirements to ensure satisfaction of requirements. Suppliers who do not provide conforming products or services may be requested to conduct formal corrective action. These activities are further defined in the documents GS_PR_17 Procurement and GS_GD_00 Receiving and Control of Procured Products or Services.
8.5
Contractors Liviero shall establish processes for contractor engagement and the communication of SHEQ requirements prior to engagement, to ensure the requirements of the Liviero integrated management system will be met by contractors and their employees. This process shall include SHEQ criteria for selection of contractors. The proposed processes shall identify, evaluate and control SHEQ risks arising from: a)
Contractors’ activities and operations to Liviero employees;
b) Liviero’s activities and operations to the contractors’ employees; c)
Contractors’ activities and operations to other interested parties in the workplace; and
d) Contractors’ activities and operations to its own employees. These processes are further defined in procedure GS_PR_18 Contractor Engagement & Control. 8.6
Emergency preparedness and response Liviero shall identify potential emergency situations, assess SHEQ risks associated with these emergency situations, and maintain a process to prevent or minimise emergencies, including: a)
Establishing of planned response to emergency situations, including first aid;
b) Periodic testing and exercise of emergency response capability; c)
Evaluation, or when necessary revision of emergency preparedness processes, in particular after testing or the occurrence of emergency situations;
d) Communication of relevant information to employees on their duties and responsibilities;
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Liviero IMS SHEQ POLICY MANUAL e)
Communication to contractors, visitors, emergency response services, government authorities, or the local communities;
f)
Provision of training for emergency prevention, first aid, preparedness and response; and
g)
Identify and mitigate adverse SHEQ risks / impacts which stems from emergency situations.
Relevant emergency-related documented information shall be maintained and retained. This process is described in procedure GS_PR_19 Emergency Preparedness & Response. 8.7
Requirements for products or services a) Customer Communication Liviero shall implement effective communication with customers in relation to: i)
Providing information relating to products or services;
ii)
Handling enquiries, contracts or orders, including changes;
iii)
Obtaining customer feedback relating to products or services, including customer complaints;
iv)
Handling or controlling customer property;
v)
Establishing specific requirements for contingency actions, when relevant.
b) Determining the requirements related to products or services During the intake of new business Liviero evaluates: i)
Requirements specified by the customer, including the requirements for delivery and post-delivery activities;
ii)
Requirements not stated by the customer but necessary for specified or intended use, where known;
iii)
Statutory and regulatory requirements related to the products or services;
iv)
Any additional requirements determined by Liviero.
These activities are defined in greater detail in the procedure GS_PR_20 Marketing, Tendering & Estimating. c)
Review of requirements related to products or services Liviero reviews the requirements prior to its commitment to supply products or services. This review ensures that Liviero has the capability and capacity to: i)
Meet all requirements specified by the customer, including requirements for delivery and postdelivery activities;
ii)
Meet any requirements not stated by the customer, but which Liviero knows as being necessary;
iii)
Meet all requirements determined necessary by Liviero itself;
iv)
Meet all related statutory and regulatory requirements;
v)
Meet any contract or order requirements differing from those previously expressed (i.e., from a previous Liviero quote).
These activities are defined in greater detail in the procedure GS_PR_20 Marketing, Tendering & Estimating. d) Changes to requirements for products or services Liviero updates all relevant requirements and documents when the requirements are changed, and ensures that all appropriate employees are notified; see the documented procedure GS_PR_12 Control of Documents.
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Liviero IMS SHEQ POLICY MANUAL 8.8
Design and development of products or services – CLAUSE NOT APPLICABLE TO LIVERO SCOPE
8.9
Production and Service Provision a)
Control of Production and Service Provision To control its provision of products or services, Liviero considers, as applicable, the following: i)
The availability of documents or records that define the characteristics of the products or services, as well as the results to be achieved;
ii)
The availability and use of suitable monitoring and measuring resources;
iii)
The implementation of monitoring and measurement activities;
iv)
The use of suitable infrastructure and environment;
v)
The appointment of competent persons, including any required qualifications;
vi)
The validation and revalidation of special processes if applicable (see below);
vii)
The implementation of actions to prevent human error;
viii)
The implementation of release, delivery and post-delivery activities.
This process is described in detail in procedure GS_PR_21 Production & Service Provision. At this time, Liviero does not utilize any in-house ‘special processes’ where the result of the process cannot be verified by subsequent monitoring or measurement. Any such special processes are sent to outside suppliers, and controlled and an outsourced process per GS_PR_16 Outsourcing Procedure. b)
Identification and Traceability Where appropriate, Liviero identifies its products or services, or other critical process outputs by suitable means. Such identification includes the status of the products or services with respect to monitoring and measurement requirements. Unless otherwise indicated as non-conforming, pending inspection or disposition, or some other similar identifier, all products or service shall be considered conforming and suitable for use. If unique traceability is required by contract, regulatory, or other established requirement, Liviero controls and records the unique identification of any materials, products or services. The documented guidance document GS_GD_00 Identification & Traceability defines these methods in detail.
c)
Property Belonging to Customers or External Providers Liviero exercises care with customer or supplier property while it is under the organization’s control or being used by the organization. Upon receipt, such property is identified, verified, protected and safeguarded. If any such property is lost, damaged or otherwise found to be unsuitable for use, this is reported to the customer or supplier and records maintained. For customer intellectual property, including customer furnished data used for design, production and / or inspection, this is identified by customer and maintained and preserved to prevent accidental loss, damage or inappropriate use. This activity is defined in greater detail in the document GS_GD_00 Customer Property Procedure.
d)
Preservation Liviero preserves conformity of product or other process outputs during internal processing and delivery. This preservation includes identification, handling, packaging, storage, and protection. Preservation also applies to the constituent parts of a product. The documented procedure GS_GD_00 Preservation of Product defines the methods for preservation of product. Page 17 of 24
Liviero IMS SHEQ POLICY MANUAL e)
Post-Delivery Activities As applicable, Liviero conducts the following activities which are considered ‘post-delivery activities’: i)
Warranty / Maintenance during these stipulated periods;
ii)
Additions to the original contract.
Post-delivery activities are conducted in compliance with the integrated management system defined herein. In determining the extent of post-delivery activities that are required, Liviero considers: -
8.10
i)
Statutory and regulatory requirements;
ii)
The potential undesired consequences associated with products or services;
iii)
The nature, use and intended lifetime of products or services;
iv)
Customer requirements; and
v)
Customer feedback.
Release of Products or services Acceptance criteria for products or services are defined in appropriate subordinate documentation. Reviews, inspections and tests are conducted at appropriate stages to verify that the requirements have been met. This is done before products are released or services are delivered. Each process utilizes different methods for measuring and releasing products or services. These methods are defined in the Process Definition Documents of each Liviero Company.
8.11
Control of Non-Conforming Outputs Liviero ensures that products or services, or other process outputs that do not conform to their requirements are identified and controlled to prevent their unintended use, processing or delivery. The controls for such non-conforming outputs are defined in procedure GS_PR_23 Control of Non-Conforming Outputs.
9.0
PERFORMANCE EVALUATION International Standards Referenced Clauses
9.1
SHEQ Manual Paragraph
9.1
9.2
9.3
ISO 45001
9.1
9.2 / 9.1.2
9.3
ISO 14001
9.1
9.2 / 9.1.2
9.3
ISO 9001
9.1
9.2
9.3
Monitoring, measurement, analysis and evaluation a)
General Liviero has determined which aspects of its integrated management system must be monitored and measured, as well as the methods to utilize and records to maintain, within this document and subordinate documentation. Monitoring and measurement of the processes, as defined in 4.4 above, ensure that Liviero EXCO evaluates the performance and effectiveness of the integrated management system itself.
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Liviero IMS SHEQ POLICY MANUAL b)
Customer satisfaction As one of the measurements of the performance of the management system, Liviero monitors information relating to customer perception as to whether the organization has met customer requirements. The methods for obtaining and using this information include: i)
Recording customer complaints;
ii)
Product failures and resulting NCRs;
iii)
Repeat contracts based on past performance;
iv)
Analysis of customer satisfaction surveys.
The corrective action, and identification of risk processes shall be utilised to develop and implement plans for customer satisfaction improvement that address deficiencies identified by these evaluations, and assess the effectiveness of the results. c)
Analysis and evaluation Liviero analyses and evaluates the data and information arising from monitoring and measurement in order to evaluate: i)
Conformity of products or services;
ii)
The degree of customer satisfaction;
iii)
The performance and effectiveness of the integrated management system;
iv)
Whether planning has been implemented effectively;
v)
The effectiveness of actions taken to address risks and opportunities;
vi)
The performance of external providers;
vii)
The need for improvements to the integrated management system.
Statistical techniques used may be defined in appropriate documented procedures; in all cases, the methods are based on established standards or are otherwise determined to be statistically valid. 9.2
Internal audit and evaluation of compliance Liviero conducts internal audits at planned intervals to determine whether the integrated management system conforms to contractual and regulatory requirements, to the requirements of the subscribed international standards, and to integrated management system requirements. Audits also seek to ensure that the integrated management system has been effectively implemented and is maintained. These activities are defined in the document GS_PR_25 Internal Audit & Evaluation of Compliance.
9.3
Management review Liviero Group EXCO reviews the integrated management system at planned intervals, to ensure its continuing suitability, adequacy and effectiveness. The review includes assessing opportunities for improvement, and the need for changes to the management system, including the SHEQ Policy and SHEQ objectives. Management review frequency, agenda (inputs), outputs, required members, actions taken and other review requirements are defined in the documented procedure GS_PR_26 Management Review. Records from management reviews are maintained.
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Liviero IMS SHEQ POLICY MANUAL
10.0 IMPROVEMENT International Standards Referenced Clauses SHEQ Manual Paragraph
10.1
ISO 45001
10.1
10.2
10.3
10.1
10.2
ISO 14001
10.1
10.2
10.3
ISO 9001
10.1
10.2
10.3
General Liviero uses the integrated management system to improve its processes, products or services. Such improvements aim to address the needs and expectations of customers as well as other interested parties, to the extent possible. Improvement shall be driven by an analysis of data and the results of analysis shall be used to evaluate: a)
Conformity of products or services;
b) The degree of customer satisfaction; c)
The performance and effectiveness of the management system;
d) The effectiveness of planning;
10.2
e)
The effectiveness of actions taken to address risks and opportunities;
f)
The performance of external providers;
g)
Other improvements to the management system.
Incident Non-Conformity and Corrective Action Liviero has established processes to manage incidents and non-conformity, including reporting, investigation and taking action. Details are described in procedure GS_PR_27 Incidents, Non-conformity & Corrective Action. When an incident or a non-conformity occurs, Liviero shall: a)
Take immediate action to control and correct it, and deal with the consequences;
b) Evaluate, with the participation of workers and the involvement of other relevant interested parties, the need for corrective action to eliminate the root cause(s) of the incident or non-conformity, in order that it does not recur or occur elsewhere, by: -
c)
i)
Reviewing the incident or non-conformity;
ii)
Determining causes of the incident or non-conformity;
iii)
Determining if similar incidents, non-conformities, exist, or could potentially occur;
Review the assessment of OH&S risks and risks, as appropriate;
d) Determine and implement any action needed, including corrective action, in accordance with the hierarchy of controls and the management of change; e)
Review the effectiveness of any corrective action taken;
Corrective action shall be appropriate to the effects or potential effects of incidents or non-conformities. Records shall be retained of incidents or non-conformities, and any subsequent actions taken.
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Liviero IMS SHEQ POLICY MANUAL 10.3
Continual Improvement Through the process effectiveness reviews, done as part of Management Review, Liviero works to continually improve the suitability, adequacy and effectiveness of the Integrated management system. This includes seeking opportunities for improvement. Procedure GS_PR_28 Continual Improvement describes the processes to be followed.
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APPENDIX A – INTERACTION OF PROCESSES
METHODS Standards & Procedures
MEASUREMENT Performance
Plan
Operational Controls
OUTPUT Deliver Product
Do
PROCESS Transformation of materials, methods and resources to product
Procedures
Reference / Guidance Material
Templates / Forms / Records
Check & Act
TENDER
S A T I S PRODUCT F A C T I O N
Policy
Programme Evaluation Audits, Reporting and Monitoring
Continuous Improvement
INPUT Receive Tender Documents
R E Q U I CONTRACT R E M E N T S
Integrated Management System (IMS)
RESOURCES People & Shared Services FEEDBACK
RESOURCES Equipment & Materials
APPENDIX B – ORGANISATIONAL STRUCTURE
LIVIERO FAMILY TRUST (49%) MASIMING BCCM (51%)
LIVIERO BOARD
LIVIERO GROUP
SPECIAL PROJECTS
LIVIERO BUILDING
LIVIERO CIVILS
LIVIERO MINING
LIVIERO DRILL & BLAST
LIVIERO PLANT
FINANCE
HUMAN RESOURCES
SHEQ
(Director)
(Director)
(Director)
(Director)
(Director)
(FM: Mining Cluster)
(Business Partner: Construction Cluster)
(Manager: Group SHEQ)
(Director)
(Director)
(Director)
(Director)
(Director)
(FM: Building)
(Business Partner: Mining Cluster)
(Administrator: Group SHEQ )
(Director)
(Manager: Procurement & Estimating)
(Manager: Operations)
(Manager: Production)
(Director: Mining Plant)
(FM: Civils)
(Manager: Group Training)
(Manager: Civils SHEQ)
(Manager: Building Plant)
(Group Financial Accountant)
(Executive: Estimating Inland)
(Manager: Technical)
(Manager: Mining and Drill & Blast SHEQ)
(Executive: Regional Coastal)
(Manager: Workshop)
(Manager: Plant SHEQ)
(Executive: Operations Coastal)
(Manager: Yard Coastal)
(Manager: Building SHEQ – Coastal)
(Executive: Operations Coastal)
(Manager: Building SHEQ – Inland)
(Manager: QA&E – Coastal)
BUSINESS DEVELOPMENT
APPENDIX C – MASTER DOCUMENT REGISTER (EXAMPLE)
MASTER LIST OF IMS DOCUMENTS INTEGRATED MANAGEMENT SYSTEM Document No: GS_AD_01 Link
Type
Revision No: 03 Title
Number
Effective Date: JANUARY 2017 Revision
Effective Date
Process Owner
Location of Master Copy
Approved
Register
Master List of IMS Documents
GS_AD_01
00
Jan17
Group SHEQ
Liviero M:\\ Drive
No
Matrix
Correlation Matrix of ISO Standards
GS_AD_02
00
Jan17
Group SHEQ
Liviero M:\\ Drive
No
Statement
Organisational Context Document
GS_AD_03
00
Jan17
Group SHEQ
Liviero M:\\ Drive
No
Statement
Interested Parties and Their Requirements Document
GS_AD_04
00
Jan17
Group SHEQ
Liviero M:\\ Drive
No
Statement
Scope & Exclusions Document
GS_AD_05
00
Jan17
Group SHEQ
Liviero M:\\ Drive
No
Statement
Leadership & Commitment Document
GS_AD_06
00
Jan17
Group SHEQ
Liviero M:\\ Drive
No
Manual
SHEQ Policy Manual
GS_PO_01
00
Jan17
Group SHEQ
Liviero M:\\ Drive
No
Statement
SHEQ Policy
GS_PO_02
00
Jan17
Group SHEQ
Liviero M:\\ Drive
No
Procedure Procedure Procedure Procedure Procedure Procedure Procedure Procedure