1.0 PURPOSE:

 To establish, implement & maintain a procedure to evaluate and update applicable Environmental, its Compliance obligation including legal and other requirements applicable to EMS Management System of XXX.

 2.0 SCOPE:

 Evaluation of its compliance obligations including its legal & other requirements applicable to all the activities, products & services covered under the scope of the EMS Management System.

3.0 RESPONSIBILITY:  Legal Team Members

4.0 PROCEDURE:

4.1 The Legal team of XXX periodically carries out the evaluation of its Compliance obligation including all legal & other requirements once in Six months. Periodicity of evaluation of compliance will vary for different legal & other requirements. The associated records are maintained.

4.2 The method adopted in evaluating its Compliance obligations is briefed below. Each of the identified legislation such as act/rule/ consent / other requirement is studied for every condition in the format specified for evaluating the compliance. Each of the conditions is rated for compliance using the following grades.

1. Fulfilled – Fully complied.
2. Not relevant – any condition in the legal consents, which is not applicable to KFL.
3. Still Open – but can be rectified by taking corrective action.
4. Not fulfilled – This requires an action plan to achieve compliance through the Management Program.

4.3 The evaluation of requirements to be carried out once in Six Months or whenever any new legal requirement is introduced by the Pollution Control Board / any other regulatory authority and is applicable to the firm. The evaluation covers

• License, consents, authorization
• Notifications, publications by government authorities and reply
• Compliance with other requirements
• Updating on legal requirements and other requirements

4.4      The application for renewal of consents/authorization under government statutory requirements will be given in advance as specified in the Act / Rule. The renewal frequency mentioned in the table may be altered as per the notification/intimation from the government authorities from time to time.

4.5     Corrective Action: This includes the steps taken to rectify the non-compliance observed against any of the applicable legal/other requirements. When the applicable condition is rated as 3 or 4 it is reviewed for the appropriate corrective action and action plan or if necessary EOHS management program is initiated with the responsibility and target date.

5.0 Document / record reference:

S. No	Document /Record Description	Reference No.
1	Legal Register	EMS-RG-01

1.0 PURPOSE:

 To promote Industrial Safety by identifying actual & potential emergency situations, respond to emergency situations, and preventing and mitigating the Environmental Impacts & OH&S Risks that are associated with them

2.0 SCOPE:

 Applicable for all the Activities, Processes, and Products & Services covered under the EHS Management System.

3.0 RESPONSIBILITY:

Safety Officer

4.0 PROCEDURE:

4.1 INDUSTRIAL SAFETY: Safety Officer imparts Safety awareness to all employees through in‑house training as per the need identified by concerned department Heads.

4.2 EHS Policy of the Company has been documented and displayed at salient points in the premises.

4.3 Safety Committees have been formed comprising of Operators & CFT to review / initiate actions on the following:

• The accidents that occurred during immediate past and the safety measures that are taken to avoid recurrence of such accidents.
• The requirement of any new personnel protective aids for the safety of the workmen.
• Preventive measures to be taken to eliminate unsafe conditions and unsafe acts.
• Organizing national safety day and initiating safety training classes if required etc.,

5.4 Safety Officer prepares an On-site emergency manual to meet the Emergency situation including a contingency measures Plan that briefly demonstrates the immediate reaction to be initiated by the ERT members & employees during the identified actual & potential emergency.

5.5 Onsite emergency manual is the guideline for declaring/deciding

• Emergency Situations
• The authorized person
• Duties of Emergency Response Team, individuals, and Departments.

5.6 Safety Officer conduct Mock Drills once in six months by involving relevant interested parties to evaluate the effectiveness of mock drills & respond to the identified emergency situation & shall keep the mock drill records ( EHS-F-01).

5.7 Corrective and Preventive actions in respect of industrial safety are taken on the recommendations of the department of Factory Inspectorate.

5.8 Apart from the above, trained internal EHS auditors shall carry internal audit once in six months. The recommendations from these shall be reviewed and implemented as appropriate.

5.9 Inspection of Lifting Tools & Tackles, Pressure vessels, Cranes, Electrical Installation, FO storage under the Explosives rules are organized as per the statutory requirements and the records maintained.

5.10 ERT Members shall Review the Onsite Emergency plan, particularly after the occurrence of Emergency Situation and after periodical conduct mock drill. ERT shall decide the possible changes needed to the Emergency Plan. Safety Officer shall arrange to modify the documents, in view of the above.

6.0 Document/Record reference

S. No.	Document /Record Description	Reference No.
1.	List of Emergency Response Team Members	EHS-ML-18
2.	List of Personnel Protective Equipment	EHS-ML-20
3.	Mock Drill Format	EHS-F-01
4.	List of Emergencies	EHS-ML-19

1.0 PURPOSE:

To provide a documented methodology for identifying operational controls for the identified significant Aspects/ Hazards to improve and/or control where their absence could lead to deviation from the EHS Management system.

2.0 SCOPE:

 Applicable for all the significant processes, activities covered under the scope of EHS Management System at XXX.

3.0 RESPONSIBILITY:

 Concerned Department Head

4.0 DEFINITIONS:

4.1 Operational Controls – The planning and carrying out of operations and activities should be in such a way that they are conducted under specified operating conditions. Operational controls may be documented through the use of work instructions, operational procedures, or manual codes. Examples of operational controls for handling, storage & disposal of Hazardous waste.

5.0 PROCEDURE:

5.1 The list of Significant Impacts / Risks becomes the major input for the setting of operational control procedures. All significant impacts / Risks are considered for conducting a study on the establishment of objectives and operational control procedures. CFT members carry out this study.

5.2  For all those activities calling for an operational control procedure, the respective operational team members ensure that the operational control procedures are prepared and followed in the area of significant impact/risk.

5.3  Operational control procedures are also made for activities significantly interacting with the environment/safety eg:  D.G sets, Hazardous waste handling & disposal, etc.

5.4  These procedures include instructions for controlling Environmental Aspects / OH&S Hazards relating to the operations carried out at XXX.

5.5  These procedures are also applicable to sub-contractors/suppliers at XXX where their absence could lead to deviation from EHS objectives and targets.

5.6  These operational control procedures are prepared to carry out the operations associated with the Significant Impact/ Risk in a controlled manner.

5.7  The Dept HODs approve operational controls. The details of operation Control Instructions / Work Instructions are available with respective departments. A Master List of Operation Control procedure is available with EHS MR.

5.8  Operational controls are also established wherever hazards & risks associated with changes.

5.9 Controls related to purchased goods, types of equipment & services including contractors & visitors related to the workplace. Environmental aspects & OH&S Hazards will be identified by CFT for the purchase of goods & services. For significant, control methods will be established and the same will be communicated to concerned suppliers.  At security Information on the EOH&S system will be given for the visitors and the supplier visiting XXX for the compliance with EHS management system.

5.10 Communication of Operational Controls to Employees:

The respective Implementation team members shall identify the employees who undertake the activities and operations associated with the operational controls and ensure that the requirements and operating criteria are communicated to and understood by them. For employees, this may be undertaken by including the operational controls in the training needs analysis or communication programs.

5.11 Communication of Operational Controls to Suppliers:

The respective team members shall identify the contractors, suppliers, members of the regulated community, and other members of the public who undertake activities associated with the operational controls.  Requirements for these suppliers shall be communicated. For suppliers who are members of the regulated community, requirements may be communicated through letters / verbal mode wherever required.

6.0 Document / Record reference: 

S.No	Document /Record Description	Reference No.
01.	Master List of Operational Control Procedures	EHS-ML-17

1.0 PURPOSE:

To establish, implement & maintain a Procedure for Communication, participation, and consultation with regard to EHS Aspects / Hazards and Environmental, Occupational Health & Safety Management System.

2.0 SCOPE:

This procedure is applicable to the Internal and External Communication and consultation with interested parties for the Activities, Processes, Products & Services of XXX covered under Environmental, Occupational Health & Safety Management System.

3.0 RESPONSIBILITY: As defined in the table below.

4.0 DEFINITION:

4.1 Communication: It is the process of meaningful interaction among persons of an organization & external interested parties related to the EHS Management System.

5.0 PROCEDURE:

5.1 The Communication with Internal and External Agencies shall be done in order to ensure that:

1. Internal functions at various levels are aware of the EHS Management System including the Significant Aspects / Hazards in their working area.
2. The Communication from Interested Parties is received, documented and responded to the concerned.
3. Processes for Communication with External Interested Parties on Significant Environmental Aspects/ hazards are considered.

5.2 The decisions taken regarding the concerned EHS Issues raised by any of the Interested Parties shall be routed through EHS MR.

5.3 The following table shows the various methods by which Internal and external communication is established and the responsibility for the same.

5.3.1 INTERNAL COMMUNICATION

S.No.	Topic For   Communication	Personnel To Be   Communicated	Resp. For Communication	Mode Of   Communication
1.	Awareness on the purpose of EHS Management System	All Employees	EHS MR & CFT	Notice Board & Training Programme
2.	EHS Policy	All Employees	EHS MR,  Dept Head	Poster, Cards, Display boards & Training
3.	Role & Responsibility	Concerned Employees	Respective Head of the Departments & HR	Work Instruction / Procedures
4.	Objectives And Targets	All employees	Respective Head of  the Departments	Group Discussion,   Management Review Meeting, Posters
5.	EHS Issues	Concerned Div. Heads	EHS MR	Emails, Minutes of Meetings,  Notes   Presentation.
6.	Legal and other regulatory requirements.	Concerned Employees	Legal Team	Mail mentioning legal requirement, Minute of Meeting.
7.	EHS Performance	Management Review Committee	EHS MR	Management Review Meeting

5.3.2 EXTERNAL COMMUNICATION

S.No.	Interested Party	Topic For   Communication	Mode Of Communication	Resp. of Receiving, Recording and Communicating
1.	Customer	Any relevant Information as required by the Customer	Verbal/ Letter/ emails	Marketing
2.	Local Community	Any EHS Concerns raised	Verbal / Letter/ emails	HR
3.	Supplier	Request for improving Environmental & Safety Protection.   Any Other Issues  raised Significant Impacts / Risks from their operations.	Letter/ emails	Purchase
4.	Visitors / Contractor’s	Request for improving Environmental Protection   Any Other Issues raised. Significant Impacts / Risks from their operations.	Verbal/ Letter / Notice board/emails	Concern HOD’s
5.	Banks & Insurers	Relevant Information as required	Letter/emails	Finance
6.	Media	Initiatives taken by Organization & Subsequent Development	Press-Release, Interviews, Presentation at Seminar/websites	Director
7.	Regulators (Govt. Authorities, Ministries)	a) Response to Show-Cause   b) Consents	Letter/emails	HR

5.4 Management shall decide for external communication on following points through Management Review meeting if asked for.

• Significant Environmental Aspects / Risks
• EHS Performance.

EHS MR shall record the decision taken in the minutes of the meeting. Management of XXX has decided not to communicate its Significant Environmental aspects to external interested parties.

5.5 EHS Policy shall be circulated to all suppliers to generate awareness about Environment & Safety. The key suppliers shall be included in EHS Awareness training to make them aware of Significant Impacts / Risks from their operations and to exercise control over them.

5.6 Internal Communication effectively established between the various levels of the Organization (i.e., Top-down, bottom-up, and Horizontal communication channels) concerned department heads to their employees and to express their concerns/suggestions of employees, the suggestion box is made available at the factory.

5.7 EHS Policy is made available at main the gate for Visitors / Security. Any Concerns from Interested Parties shall be recorded in the Concerns/suggestions from interested party feedback form (EHS-F-03).

5.8 Concerns if any, raised by external interested parties are communicated through the proper channel through HR. Details of External communication with External parties are recorded by HR/Security. Details shall be recorded in the External Communication register (EHS-RG-04).

5.9 Awareness shall be given to the Security about the importance and purpose of the EHS Management System, including Awareness on Environmental Policy and communication.

5.10 Participation and Consultation

5.10.1 Participation:

 Employees / Workers are involved in Aspect and Impact analysis, hazard risk identification & risk assessment also the identification of necessary control measures. Employees are also involved in the development of EHS objectives. During risk assessment & determination of control measures due consideration is given to identify EHS objectives. Workers are involved in incident investigation & details of investigations are recorded in the incident register.

5.10.2 Consultation on Health and Safety matters:

Safety Officer conducts quarterly safety committee meetings with employee representatives, EHS MR & CFT members. The agenda for the meeting includes –

1. Development and review of systems to manage OH & S risks.
2. Any change that affects workplace safety and health.
3. Any other health and safety matters

Input for the meeting also includes feedback on concerns from interested parties. The decisions and further actions are recorded by HR and circulated to the concerned personnel for action. HR Maintains minutes of safety committees in QSA-FR-05

6.0 Document / Record reference:

S. No.	Document /Record Description	Reference No.
01.	Concerns/suggestions from interested parties	EHS-F-03
02.	External communication register	EHS-RG-04
03.	Internal Feedback form	EHS-F-05
03.	Minutes of  Meeting (Safety Committee)	QSA-FR-05

1.0 PURPOSE:

To establish, implement & maintain a procedure to ensure that all the personnel is trained appropriately to the requirements of Environmental, Occupational Health & Safety Management System including those whose work may create a significant impact / Risk on the environment and safety.

2.0 SCOPE:

 This procedure also applies to all permanent, contract employees & personnel working under the control of XXX, whose job may affect the functioning of the Environmental, Occupational Health & Safety Management System.

3.0 RESPONSIBILITY:

 HR Manager

4.0 DEFINITIONS:  

 4.1 Training – Includes all forms of training such as on-job experience and background education, programmed training, or EHS training.

4.2 Awareness – This refers to awareness on Environment & Safety Management System.

4.3 Competence – All employees or personnel working for or on behalf & under the control of XXX whose jobs can affect the Environmental, Health & Safety should be competent. This means that the education, experience, and training requirements for that job must be defined and the employee must meet the requirement.

5.0 PROCEDURE:

5.1 At XXX, training is conducted across the organization for various topics as covered in the training plan. This is to ensure that the employees are made aware of:

• The importance of conformance with the Environment & Safety policy and organizational objectives derived to meet the policy.
• The control methods derived to reduce the significance of the significant environmental aspects & OH&S Hazards identified in the area.
• The preparedness for potential emergency situations.
• Environmental Impacts / OH&S consequences actuals or potentials of their work in case of deviations and appropriate corrective actions for the same.

5.2   Competency, Training & Awareness:

Employees working or working on behalf & under the control of XXX in the areas where significant Aspects/Hazards has been identified are trained to build competency for handling the significant Aspects / Hazards. MR / HR retains the records of competency. Core Team members of the department within the scope of EHS shall be responsible for assuring that the appropriate training, awareness, and competence requirements have been defined and met. The associated records of competency are retained by the HR / MR as relevant for fulfilling the requirement of competency (PER-FR-06)

5.3 Identification of Training Needs and Training Calender:

The training needs (PER-FR-01) pertaining to the Environmental, Health & Safety Management system are identified:

1. At the start of the implementation of the EHS Management System – a training plan is derived for all departments where the common topics of training are identified. The Core Team must make sure that adequate resources are available to allow the employee to receive all appropriate training. If adequate resources are not available, the Core team members must develop a plan for completion within a reasonable time frame.
2. Activities with Significant Impacts / Hazards
3. Operation control procedures
4. Incidents that have discrepancies
5. Emergency Situations
6. After Audit from its observations
7. Change in the management system, Introduction of new product/process/ services, which has significant aspects / Hazards.
8. Induction of new employees based on the skill/competency requirements of the person.
9. Change in responsibility is based on the skill evaluation, which is kept as the base to analyze his functional competency against the requirement for the relevant function or position.
10. Based on the competence defined for specific significant process/activity.

Annual Training Calendar (PER/FR-02) will be prepared based on the above-mentioned points. After the conduct of training, attendance records are maintained. Training programs are conducted based on the responsibility and ability of the personnel, language & literacy. Competent personnel/ Agency / qualified trainer will conduct the training on the EHS Management system. The effectiveness of training will be evaluated by the concerned dept HOD. If found not effective re-training will be planned & associate records will be maintained by concerned dept Head.

6. 0 Document / Record reference

S. No.	Document /Record Description	Reference No.
1.	Skill  Matrix	PER-FR-06
2.	Training Calendar	PER-FR-02
3.	Training Need	PER-FR-01
4	Training Attendance Sheet	PER-FR-03
5	Training Feedback & Evaluation	PER-FR-04

1.0 PURPOSE:

To define, document, and communicate the roles, responsibilities, authorities, and accountability necessary to facilitate effective Environmental, Occupational Health & Safety Management through EHS implementation.

2.0 SCOPE:

 Applicable for the activities, products, services, policies carried out within the organization and included within the scope of the EHS Management System at XXX.

3.0 RESPONSIBILITY:

C.E.O

4.0 DEFINITIONS:  

• EHS MR –Environmental Occupational Health and Safety Management Representative. The EHS MR is the head of the CFT and has overall responsibility for the Department’s EHSMS.
• HOD – The Head of the department.
• Role – The position title.
• Responsibility – The duties associated with the title.
• Authority – Defined decision-making level.
• Accountable – Overall responsible
• Resources – Includes staff, time, money, and tools.
• CFT –Cross-Functional Team.

5.0 PROCEDURE:

The implementation of the EHSMS is structured as indicated in the manual. The following Teams are identified for effective implementation of the EHS Management system.

1. Cross-Functional Team
2. Legal Team
3. Audit Team
4. Emergency Response Team
5. First Aid Team
6. Safety Committee

Roles, responsibility, authority, and accountability

1.Managing Director:

• Overall responsibility for the performance of the Organization
• Overall responsibility & accountability for the EHS System, directly or through a nominated executive
• Chair and Management Review Meeting
• Define the EHS Policy
• Review and approve the EHS System manual and its amendments
• Ensures adequate resources are available for effective implementation
• Appoint Management Representative
• Approval of Purchase Orders for capital items
• Overall accountable for continual improvement of EHS Management system

2. Cross-Functional Team:

• Preparation of objectives and targets in consultation with Top Management
• Conducting departmental reviews
• Coordinate in providing resources for departmental elements of EHS.
• Providing direction to the department on the design, implementation, and maintenance of EHS
• Resolving corrective action issues
• EHS MR is accountable for the effective implementation of EHS MS
• Identify training needs for personnel directly reporting.

3. Legal Team:

• Identify applicable legislation and other requirements.
• Evaluate Legal compliance
• Communicate the legal noncompliances
• Hold review meetings on a legal requirement.
• Update with latest legislations / amendments.
• DGM-HR is accountable for compliance with EHS legal & other requirements.

4. Audit Team:

• Conduct Internal audits as per the audit schedule
• Generate audit reports
• Verify the audit closure
• EHS MR is accountable for conducting audit & NC closure

5. Emergency Response Team:

• Review emergency response & preparedness manual
• Train the people for emergency response
• Conduct the role during the mock drill
• To see the entry of unauthorized persons is restricted to areas.
• To check whether Fire Extinguishers are provided at appropriate places and are tested periodically.
• To check persons working are using proper PPE’s
• To train the personnel over the safety & to identify key areas where safety is necessary
• To identify safe assembly area
• Impart safety awareness to all employees through in-house training as per the needs identified.
• To check whether safety instructions have been prepared and displayed at relevant places through Operation control Instruction for use of Safety Personal Protective Equipment.
• To see all the effectiveness of the emergency preparedness
• An emergency response team has been constituted with Personnel from all departments to review / initiate actions for identified potential Emergency situations identify through the significant Study.
• To co-ordinate with respective Functions head for identifying different types of emergency situations and prepares an “onsite emergency plan” which briefly describes the action to be taken by the employees during identified emergency situation internally.
• To prepare an evacuation plan & to describe the plan for evacuation from the emergency area and to identify gathering point
• To prepare mitigation actions after the emergency
• To organize Mock drills or Mock exercise, to test the Onsite emergency plan for the different identified emergency situations.
• To make sure the Mock Drill records are maintained by the Safety Officer. To decide the possible changes needed in the emergency plans.
• The safety officer is accountable for compliance with Emergency preparedness and response

6. First Aid Team

• The team should regularly monitor medicines availability in the box.
• The First Aid personnel shall take care of the injured persons and in case of an emergency condition.
• The First Aid persons should take care that the injured persons are shifted to the hospital in time.
• Admin Officer is accountable for maintaining adequate first aid medicines, providing first aid to injured personnel.

7. Safety Committee:

Safety Committee shall meet as often as necessary but at least once in three months. The minutes of the meeting shall be recorded. Safety Committee shall have the right to be adequately and suitably informed. Functions and duties of the safety committee shall include-

• Dealing with all matters concerning health, safety, and environment, and to arrive at practical solutions to problems encountered.
• Creating safety awareness among all the workers.
• Undertaking educational, training and promotional activities.
• Discussing reports on safety, environmental and occupational health surveys, safety audits, risk assessments, emergency and disaster management plans and implementation of the recommendations made in the reports.
• Carrying out health and safety surveys and identifying the cause of accidents.
• Looking into any complaint made on the likelihood of imminent danger to the safety and health of the workers and suggesting corrective measures and
• Reviewing the implementation of the recommendations made by it.
• Incident investigation results & review of the effectiveness of the action taken.
• Safety Officer is accountable for conducting safety committee meeting.

The activity wise responsibilities are as shown below

S. No	Activity	Responsibility
1	Appointing a Management Representative	Managing Director
2	Selection of CFT Members	EHS MR
3	Review and approval of Policy	Prepared by EHS MR, Reviewed &  approved MD
4	Conducting Initial Review & Significant Impact / Risk Assessment	CFT
5	Setting up objectives and targets	EHS MR & CFT
6	Establishing Management Program	EHS MR & CFT
7	Approval of Management Program	Managing Director
8	Identification of Legal and Other Requirements	Legal Team
9	Providing resources for Implementation	Managing Director
10	Identifying training needs	CFT
11	Organizing Training	HR Department
12	Internal Communication	As per defined Procedure
13	External Communication
14	Document Control	EHS MR
15	Operational Control Measurement & Monitoring	CFT
16	Emergency preparedness and response	Safety Officer & ERT Members
17	Review of Procedures after emergency	ERT
18	Calibration of Instruments	QA Deputy Manager
19	Handling and Investigating NC’s	EHS MR & CFT
20	Initiating Corrective and Preventive action	EHS MR & Resp Dept HOD’s
21	Maintaining Records	CFT
22	Conducting Audit	Trained Internal Auditors
23	Conducting Management Review	Managing Director

1.0 PURPOSE:

 To establish, implement & maintain a procedure for setting EHS objectives and targets and developing the EHS Management Programme for achieving Environmental, OH&S objectives and targets.

2.0 SCOPE:

Applicable to the activities, processes, products, and services of XXX covered under the scope of EHS Management Systems.

3.0 RESPONSIBILITY:

Respective Dept Heads.

4.0 DEFINITION:

 4.1 Objective – Overall EHS goal arising from the EHS Policy that an organization sets itself to achieve, and which is quantified where practicable.

4.2 Targets – Detailed performance requirement, quantified where practicable applicable to the organization or part thereof, that arises from the EHS objectives and that needs to be set and met in order to achieve those objectives.

4.3 EHS performance – measurable results of the EHS Management System, related to an organization’s control of its environmental aspects / OH&S Hazards, based on its EHS policy, objectives, and targets.

5.0 PROCEDURE :

5.1 List of significant aspects (EHS-ML-07), List of Significant Risks & unacceptable Hazards (EHS-ML-13) is prepared based on the significant Impact / Risk assessment.

5.2 EHS MR, Dept heads shall review the significant aspects/Hazards and consider for setting as objectives.

5.3 Also whenever an Aspect/Hazard is leading to a Business concern, management can decide on taking it as an objective as policy decision along with the other set objectives.

5.4 EHS objectives and targets are established within the context of XXX and are decided based on:

1. EHS Policy – Objectives to be in line with the stated EHS Policy
2. Legal and other requirements- whether the aspect/Hazard is a legal Requirement and present status with respect to the consent /legal Requirement.
3. Technological options – whether it is technically possible to reduce the Scale of the Aspect/Hazard
4. Financial requirements- whether a financial budget is available for Implementing the necessary change
5. Operational requirement – what will be the operational control to reduce the impact/ risk
6. Business requirement – whether the objective will be important from the business point of view.
7. Views of interested parties – Views/concerns of interested parties and what should be the control and whether it will be beneficial for them.

5.5 The reviews of the above considerations are recorded in the establishment of EHS objectives (EHS-ML-15). CFT shall be involved in setting the EHS objectives.

5.6 Wherever financial sanctions are required, EHS MR shall discuss with Managing Director for obtaining necessary approvals/sanctions.

5.7 CFT shall maintain Establishment of EHS Objectives, Targets & Programme(s).

5.8 EHS objectives and targets shall be established for each relevant function by CFT. An up-to-date list of objectives and targets shall be maintained by EHS MR.

5.9 The list of EHS objectives and targets (EHS-ML-15) shall be communicated to all the relevant personnel for effective implementation of action plans and achievement of targets.

5.10 EHS objectives and targets shall be reviewed every year, if applicable, in light of new regulations, new projects and commitments, and changes in operations and updated.

5.11 The CFT shall develop a detailed EHS Management programme for achieving the objective. The programme shall detail the responsibility, time frame and the action plan by which the EHS objectives can be achieved. The Management Director shall approve the EHS Management programme. (EHS-F-02)

5.12 EHS MR shall review periodically, the progress of activities detailed in the programme for implementation and its effectiveness. In case of any deviations or changes required in the programme, CFT shall amend the programme in consultation with MR & it shall be discussed during Management Review Meeting for final approval and updating the documented programme accordingly. Progress of Management Programme shall be recorded in the Management Programme monitoring report every quarterly based on the target of Management Programme. (EHS-ML-08)

5.13 The status of the EHS objectives and Management program shall be reviewed by CFT whenever there is a project related to new or modified activities, processes, products, or services.

5.14 The progress of the Management Programme is monitored activity-wise and details are recorded. Once the EMP is completed, the status of completion is recorded in the MP closure report (EHS-F-04) and operational control / Work Instructions shall be established if required for monitoring.

5.15 The status of the EHS objectives and Management programme shall be reviewed in Management review meetings.

5.16 The EHS policy and objectives shall be reviewed and revised based on the progress, changing circumstances and as a commitment for continual improvement.

6.0    Document / Record reference:

S. No.	Document /Record Description	Reference No.
1	List of significant Aspects and Impacts	EHS-ML-07
2	List of Significant Risks & Unacceptable Hazard	EHS-ML-13
3	List of EHS Management Programme	EHS-ML-08
4	List of EHS Objectives.	EHS-ML-15
5	Management Programme closure report	EHS-F-04
6	EHS Management Program	EHS-F-02

1.0 PURPOSE:

To establish, implement and maintain a procedure for identification of legal and other requirements to which XXX subscribes & to identify how legal & other requirements are applicable to identified environmental aspects & OH&S hazards covered under the scope of the EHS Management system.

2.0 SCOPE: 

This procedure covers the method to identify and have access to applicable Legal and other requirements related to activities, processes, products, and services of XXX.

3.0 RESPONSIBILITY:

Legal Team Members (LTM). (EHS-ML-14) The legal Team Members consists of EHS MR, DGM –HR, AM-Safety, Officer Admin

4.0   DEFINITION:

4.1 Legal Requirements: These are regulatory requirements as defined by the Central or State regulatory authorities to which the XXX is liable to identify and comply.

4.2 Other Requirements: Any customer-specific requirements, statutory requirements by financial bodies, corporate-specific requirements & any other agreements with public authorities. (Ex: Customer requirements)

5.0 PROCEDURE:

5.1 The details of the List of Applicable legal requirement & other requirements to be compiled by LTM, along with the frequency of retrieval and personnel responsible for maintaining the records are defined in the Legal Register

5.2 Head responsible for compliance to legal requirement shall obtain information on the legal requirement, by referring to any of the following agency.

• Notification from Kuwait Ministries
• Information in Newspapers.
• Communication with the National Safety Council and Confederation of Kuwait Industry & Authorized Publishers.
• Subscription/contact with Bureau of Indian Standard, Book Supply Bureau, etc.
• By referring to various Factories Acts & Rules Book
• Through visiting the website to get information on the latest updates and also through member

5.3 The application for renewal of Consents / License /Authorization under Government statutory requirements shall be submitted in advance as specified in the Acts / Rules. Renewal frequency mentioned in the list of legal & other requirements may subject to change/alter as per Notification / Intimation from the government authorities from time to time. Responsible persons shall communicate relevant information on legal and other requirements to all concerned.

5.4 The following are the other requirements pertaining to the Environmental aspects / OH&S Hazards of the activities, processes, products & services, which are to be complied with:

• Customer Specific Requirements – Marketing & Quality Departments are responsible for receiving the requirement from the Customer and forwarding it to the concerned department to ensure fulfillment.
• The statutory requirement by Financial Institutions – Some of the financial institutions, Banks, Insurance companies may require the organization to comply with certain statutory norms. The finance dept shall identify and comply with those requirements and they are responsible for receiving and responding to the fulfillment of the above.
• Corporate specific Requirements – MR shall identify any corporate-specific requirements and incorporate the same and periodically check for compliance.
• Agreement with public Authorities – Public authorities like social bodies OR Industrial development authorities may require the organization to comply with their requirements. HR is responsible for receiving and responding to ensure fulfillment of such requirements.

5.5 Legal & other requirements applicable to environmental aspects & OH&S Hazards are determined during significant impact/risk study. Description of legal requirements & how legal & other requirements applicable to environmental aspects & OH&S hazards are also described in the significant impact/risk study.

6.0 Document / Record reference: 

S. No.	Document /Record Description	Reference No.
1.	Legal Register	EHS-RG-01
2.	List of Legal Team Members	EHS-ML-14

ISO 9001:2015, ISO 14001:2015 and ISO 45001:2018 share the same high-level structure which simplifies the overall approach to consolidating their requirements to create a robust set of ISO 9001, ISO 14001 and ISO 45001 QEHSMS integrated management system manual and procedures. The integrated manual and procedures combine the requirements of ISO 9001:2015, ISO 14001:2015 and ISO 45001:2018 as a framework to create a single, auditable integrated management system which reduces duplication and the potential for non-conformances during certification audits. The QEHSMS integrated management system manual adopts the key concepts, principles, and structure of ISO 9001, ISO 14001 and ISO 45001. The integrated manual templates allow all types of organization to implement the processes needed to achieve customer satisfaction, enhance sustainability, and satisfy the needs and expectations of workers, regulators and other interested parties. The integrated manual allows you to concentrate on effective implementation rather than dealing with the structure of document design and combining multiple requirements.  IMS manual supports the requirements in ISO 9001:2015, ISO 14001:2015 and ISO 45001:2018. Even though a management system manual is no longer required, there are still items that must be documented and information that is logical to maintain in a central management system manual.

The key to handling these standards efficiently is to understand the tremendous amount of commonality in requirements and expectations between them. For example, all of the management system standards require a policy, an objective, and a management review. Furthermore, each of them requires risk assessment and controls instituted for the risks identified. All of the standards require document and records control, internal audits, and corrective and preventive actions. This recognition of the common requirements has led to a methodology of integrated management systems (IMS) where requirements grouped together in the standard (clauses) can be satisfied by a single business process. Businesses can economically and efficiently meet these standards with integrated and standardized processes that meet the requirements of QMS, EMS, and  OHSMS. The goal of the manual is to make executive management knowledgeable of IMS and the steps that they can take in guiding their organization towards IMS.

Integration of Management Systems

All management systems evolve from the continual improvement cycle called Plan Do Check Act (PDCA). This basic architecture has spawned common requirements in each of the steps of the PDCA cycle for the multiple standards. For example, in the planning step, all management system standards include defining a policy, setting objectives, and creating a plan to meet the objectives and to evaluate the risks to the business. These common requirements of management systems can be met by common procedures or processes. This is a fundamental truth in the path to integrated management system standards.

Business Building Blocks are Processes

The fundamental organizational building blocks are the processes of an organization. This understanding is fundamental to integrated and standardized management systems. Businesses accomplish all tasks through processes that cut across functions of the business. All management system standards have requirements that are fundamentally fulfilled when processes perform a task. Processes are typically first documented and then taught to the employees of an organization.

The manual provides direction and guidance on how an organization meets quality, environmental, and/or health and safety requirements. The procedures explain how functions work together to accomplish the fundamentals of the business including sales, design, and manufacturing. Work instructions are at the task level and tell someone exactly how to conduct an operation in a process or procedure. Forms and checklists are filled out when employees perform tasks in a process.

Example of IMS Manual

1.0 About the organization

1.1 Introduction

XXXXXX has made the “Strategic Business Decision” to develop and implement an effective Integrated Management System (IMS) of ISO 9001:2015, ISO 14001:2015, and ISO 45001:2018 across all areas of the Company. The implementation of the IMS is intended to improve and sustain the overall performance of our business, products, and services. Examples of benefits include:

1. The ability to consistently provide products and services that meet customer and applicable Statutory and Regulatory requirements;
2. The ability to plan our processes and their interactions by employing the Plan-Do-Check-Act (PDCA) cycle and risk-based thinking in our daily operations;
3. The facilitating of opportunities to enhance customer satisfaction;
4. Addressing risks and opportunities associated with its context and objectives.
5. Improving the Environmental impact across the organization using the principle of sustainability
6. Improving the overall health and safety within our organization

The IMS Manual is considered the normative basis of reference to the International Standard and shall be used internally to provide an overview of ISO 9001:2015, ISO 14001:2015 and ISO 45001:2018 requirements and how they apply at XXXXXX The IMS Manual is used externally to introduce the elements of our IMS to our customers and other stakeholders to the extent necessary.

1.2 Process Approach

XXXXXX  has adopted the “Process Approach” into our daily operations including the PDCA Cycle. We have considered the utilization of Risk-Based Thinking Philosophy when developing, implementing, and improving the effectiveness of our IMS. This approach will enable XXXXXX  to enhance the overall performance of the XXXXXX  by effectively controlling the interrelationships and the interdependencies among the QMS processes. The implementation of the “Process Approach” in our IMS enables:

1. the understanding and consistency with achieving customer-specific requirements, Environmental requirements, and Health & safety requirements;
2. the consideration of our processes in terms of added value;
3. the achievement of effective process performance;
4. Improvement of our processes based on the evaluation of data and information.

1.3 Plan-Do-Check-Act cycle

The PDCA cycle can be applied to all processes and to the Integrated management system as a whole.

Figure 1: PDCA cycle

The PDCA cycle can be briefly described as follows:

• Plan: establish the objectives of the system and its processes, and the resources needed to deliver results in accordance with IMS requirements and the XXXXXX policies, and identify and address risks and opportunities;
• Do: implement what was planned;
• Check: monitor and (where applicable) measure processes and the resulting products and services against policies, objectives, requirements and planned activities, and report the results;
• Act: take actions to improve performance, as necessary.

Note: The IMS requirements include requirements for customer, Environment, and Health & safety.

 1.4 Risked-Based Thinking

The implementation of risk-based thinking is an essential tool for achieving and maintaining an effective IMS. XXXXXX effectively plans and implements various actions to address risks and opportunities to maximize the outcomes including, but not limited to achieving improved results and preventing negative effects of our products, services, and IMS.

1.5 XXXXXX Profile

Include your company profile

1.6 Organizational structure

The organization is headed by the Managing Director.

Figure 2: Organizational chart

2.0 Purpose, scope, and users

The Integrated  Management System Manual documents the management system of XXXXXX (referred herein and in other documents as “XXXXXX”) and demonstrates the capability of XXXXXX to continuously provide products that address customer requirements.

2.1 Exclusions to ISO 9001:2015 standards

Exclusion of the QMS, 8.3 Design and development of products  & 8.5.3 – Property belonging to customers or external providers. All other requirements of ISO 9001:2015 are applicable to XXXXXX. All requirements of ISO 14001:2015 and ISO 45001:2015 are applicable to XXXXXX.

3.0 Terms and definitions

For the purpose of this Integrated Management System Manual,

• For ISO 9001:2015 (QMS) XXXXXX references the terms and definitions listed in the ISO 9000:2015 QMS Fundamentals and Vocabulary document requirements with guidance for use. The 2015 revision of this document applies.
• For ISO 14001:2015 (EMS), the Definitions appearing in ISO 14001:2015 is applicable
• For ISO 45001:2018 (OHSMS), the Definitions appearing in ISO 45001:2018 is applicable

4.0 Context of the organization

4.1 Understanding the organization and its context <<Clause no. 4.1 of 9001:2015 >>,<<Clause no. 4.1 of 14001:2015 >>,<<Clause no. 4.1 of 45001:2018 >>

XXXXXX management has determined relevant external and internal issues and items that may become relevant to the XXXXXX purpose and strategic direction and may affect our ability to achieve the intended results of the IMS. XXXXXX shall monitor and review information about these external and internal issues.   XXXXXX has considered the following external issues basically,

1. Social and cultural, political, legal, regulatory, financial, technological, economic, natural and competitive environment whether international, national, regional or local.
2. Key drivers and trends having an impact on the objectives of XXXXXX.
3. Relationship with and perception and value of external interested parties.

XXXXXX has considered the following internal issues basically,

1. Governance, XXXXXX’s structure, roles and
2. Policies, objectives and the strategies that are in place to
3. Capabilities understood in terms of resources and knowledge and competence (e.g., capital, time, people, processes, systems, and technologies)
4. Relationship with and perception and values of internal interested
5. XXXXXX’s culture
6. Standards, guidelines, and models adopted by XXXXXX
7. The form and extent of the contractual relationship and
8. Identifying key interfaces between system, potential conflicts that may arise and a process for resolving

NOTE 1: Issues can include positive and negative factors or conditions for consideration.

NOTE 2: Understanding the external context can be facilitated by considering issues arising from the legal, technological, competitive, market, cultural, social and economic environments, whether international, national, regional or local.

NOTE 3: Understanding the internal context can be facilitated by considering issues related to values, culture, knowledge, and performance of the organization

4.2  Understanding the needs and expectations of interested parties <<Clause no. 4.2 of ISO 9001:2015>>,<<Clause no. 4.2 of ISO 14001:2015>>,<<Clause no. 4.2 of ISO 45001:2018>>

The effect or potential effect on our organization’s ability to consistently provide products and services that meet our customer and applicable statutory and regulatory requirements, XXXXXX has determined the following:

1. the interested parties relevant to the IMS;
2. the requirements of the identified interested parties relevant to the IMS;

XXXXXX is committed to continually monitoring, reviewing and analyzing information and relevant requirements of the interested parties to assure their requirements are effectively managed in the IMS. Some of the internal and external interested parties are listed below are considered for understanding the needs and expectations.

Citizen/public at large	XXXXXX	Media
Customers	Management	Neighbours
Bank insurers	Top Management	Emergency products, process & services
Government	Those accountable for IMS policy and its implementation	Transport products, process & services
Regulators	Those who implement, maintain IMS & Risk procedures	Dependents of staff
Stake Holders	Other staff & contractors	Products, process & providers

Figure 4: Interested parties

4.3 Determining the scope of the Quality Management System <<Clause no.4.3 of ISO 9001:2015>>,<<Clause no. 4.3 of ISO 14001:2015>>,<<Clause no.4.3 of ISO 45001:2018>>

XXXXXX has determined the boundaries and the applicability of the IMS and how it relates to our Business Core Competency. XXXXXX is committed to applying all applicable requirements of the International Standard to the intent and Scope of our IMS. The Scope of our IMS shall always be available to internal and external parties and maintained as documented information. The IMS was determined, designed, and implemented to cover and support XXXXXX Scope.

4.4 Integrated Management System and its processes <<Clause no.4.4 of ISO 9001:2015 >>,<<Clause no. 4.4 of ISO 14001:2015 >>,<<Clause no.4.4 of ISO 45001:2018 >>

XXXXXX has established and implemented the IMS, which is maintained and continually improved according to the requirements of the ISO 9001:2015, ISO 14001:2015 and ISO 45001:2018 standards including processes needed and their interactions. XXXXXX determined the processes needed for the IMS and their application through the organization.

XXXXXX determined required inputs and desired outputs of the processes, criteria, and methods needed for effective operation and control of these processes, as well as resources needed and responsibilities and authorities for processes in the IMS Cross Reference. Sequences and interactions between the processes are described in Figure 5: Process Map. During management review, top management of XXXXXX evaluates processes and makes changes needed in order to ensure that the processes achieve intended results and improve processes and the IMS.

Figure 5: Process Map

5 Leadership

5.1 Leadership and commitment <<Clause no.5.1 of ISO 9001:2015 >>,<<Clause no. 5.1 of ISO 14001:2015 >><<Clause no.5.1 of ISO 45001:2018 >>

5.1.1.  General   <<Clause no. 5.1.1 of ISO 9001:2015 >>,<<Clause no. 5.1.1 of ISO 14001:2015 >><<Clause no. 5.1.1 of ISO 18001:2018>>

Top management of XXXXXX is taking accountability for the effectiveness of the QMS and providing resources to ensure that the Quality, Environmental, Health & Safety Policy and IMS Objectives are compatible with the strategic direction and the context of XXXXXX. Top management ensures that IMS requirements are integrated into XXXXXX business processes and that the IMS is achieving the intended results. Top management communicates the importance of an effective IMS, promotes continual improvement, a process approach, and risk‐based thinking, and supports relevant management roles to demonstrate leadership to their areas of responsibility.

Figure 6: Leadership PDCA Cycle

5.1.2.  Customer focus   <<Clause no. 5.1.2  of ISO 9001:2015>>

Top management of XXXXXX demonstrates leadership and commitment with respect to customer focus through ensuring:

1. That customer and statutory and regulatory requirements are defined, understood, and consistently met
2. The risks and opportunities that can affect the conformity of products and the ability to enhance customer satisfaction are determined and addressed
3. The focus on enhancing customer satisfaction is maintained

5.2 Quality, Environmental, Health & Safety Policy <<Clause no.5.2 of ISO 9001:2015>>,<<Clause no.5.2 of ISO 14001:2015>>,<<Clause no. 5.2 of ISO 45001:2018>>

XXXXXX has defined the 5.2. Quality, Environmental, Health & Safety Policy as a separate document and made it available to employees and the public. This Policy represents the framework for planning and improving the IMS, and setting general and specific quality objectives. The Integrated Management System policy is appropriate to METAL PRODUCT COMPANY’s processes, products, and services, is derived from the overall policies, context, and strategy, and provides a framework for establishing and reviewing objectives. The Integrated Management System policy is approved by the DIRECTOR and is displayed in the work/prominent areas of Plants. This policy is made available in the English/Arabic language as well. Whenever required, DIRECTOR reviews the policy for its continuing suitability. IMS policy also includes a commitment to satisfy applicable requirements and continual improvement of the IMS. Our integrated quality, environmental, and Health & Safety policy are:

XXXXXX is committed to:

• The satisfaction of our customers in all respects by supplying high-quality products, complying to the relevant standards, always on time
• Fulfil our commitment through total involvement of all at XXXXXX and with continual improvement in our integrated management system.
• Identify, prevent, control and minimize adverse environmental impacts associated with our operational activities.
• Comply with all quality, environmental, Health & Safety requirements.
• Develop and maintain a highly motivated and trained workforce for effective management of the quality, environment, and Health & Safety issues.
• Communicate our environmental commitment to clients, employees and other interested parties.
• Strive to continually improve our quality, environmental and Health & Safety performance keeping in view the regulatory requirements, Health & Safety requirements, environmental requirements, community concerns, and technological advancements. Establish & maintain a healthy work environment.
• Comply with applicable legal requirements.
• Adopt the best practice of operations to prevent ill health & injuries

5.3 Organizational roles, responsibilities, and authorities <<Clause no.5.3 of ISO 9001:2015>>,<<Clause no. 5.3 of ISO 14001:2015>>,<<Clause no. 5.3 of ISO 45001:2018>>

Responsibilities and authorities for relevant roles are assigned by top management and communicated within XXXXXX Top management assigns roles and responsibilities for ensuring that the IMS conforms to ISO 9001:2015, ISO 14001:2015 and ISO 45001:2018 and reporting on the performance of the IMS, including the IMS performance, to top management, the following responsibility and authority to:

1.ensure IMS conforms to the requirements of international standard ISO 9001:2015, ISO 14001:2015 and ISO 45001:2018 ;

2. ensure the interaction of processes and their ability to achieve planned results;

3. report to top management on the results achieved by the IMS, possibilities for improvements and the needs of changes or innovations;

4. maintain IMS integrity when planning and implementing changes;

5. promote awareness of customer focus throughout the organization;

6. act as a liaison with external parties such as customers or auditors on matters relating to the IMS;

7. Resolve all matters pertaining to quality issues. The responsibility, accountability, and authority of all personnel involved in the IMS are to be defined, documented and communicated in order to facilitate effective IMS. This is to include any responsibilities and accountability that is imposed by legislation.

8. Responsibilities, accountabilities, and authorities are documented in position descriptions and throughout the IMS.

9. Where suppliers are involved, their responsibilities and accountabilities are to be clarified and documented by the responsible employee with authority.

10. All employees and Suppliers will comply with their responsibilities.

11. The Management Team are to:

1. Ensure organization-wide compliance to the IMS.
2. Appoint the IMS Management Representative.
3. Ensure that the assigned roles, responsibilities and authorities are communicated and understood.
4. Communicate the importance of meeting customer, statutory and regulatory requirements.
5. Establish appropriate policies that include a commitment to continual improvement of the IMS.
6. Establish IMS objectives.
7. Ensure that all employees are aware of:
   • Policy
   • Current IMS objectives, targets and plans.
   • The importance of compliance with the IMS.
   • Their contribution to the effectiveness of the IMS, including the benefits of improved performance.
   • Potential consequences of non-compliance with the IMS requirements.
8. Hold people accountable for carrying out assigned responsibilities and the results delivered.
9. Make resources available.
10. Participate in IMS meetings including the Management Review.
11. Actively promote and participate in IMS initiatives.

The Management Representative is to:

1. Ensure that the:
   1. IMS is established implemented and maintained in accordance with the requirements of the standards.
   2. IMS processes are delivering their intended outputs.
   3. Promotion of customer focus throughout the company.
   4. The integrity of the IMS is maintained when changes to the IMS are planned and implemented.
2. Report on the performance of the IMS for review and as a basis for continual improvement.
3. Perform the role of Administrator which has the authority to ensure access rights in the IMS, for individuals, are in-line with their levels of authorities and responsibility in the organization.
4. Monitor, communicate and incorporate changes in the legal and other requirements in the IMS.
5. Communicate amendments to the IMS.
6. Advise and provide guidance to ensure compliance to the IMS is maintained.
7. Provide guidance in developing action plans and conducting management system reviews.
8. Ensure that audits and inspections are conducted in accordance with the schedule.
9. Ensure that Mango is effectively utilized to administer and control the IMS.
10. Provide and or arrange for ongoing training and coaching to personnel with respect to IMS matters.
11. Coordinate and participate in IMS meetings including the Management Review.
12. Publish and control all IMS documents.
13. Actively promote and participate in IMS initiatives.
14. Coordinate and administer arrangements with the certification agency.

Employees are to:

1. Ensure that the IMS is effectively implemented and maintained within their area of responsibility.
2. Actively encourage all personnel to contribute towards the continual improvement of the IMS.
3. Incorporate the IMS as part of the site and departmental inspections and reviews.
4. Determine and escalate the need for resource requirements for the effective operation of the IMS.
5. Participate in IMS meetings including the Management Review.
6. Actively promote and participate in IMS initiatives
7. Promptly report any unsafe working conditions, faulty equipment, hazards/risks, injuries or incidents

Suppliers and Contractors are to:

1. Comply with the requirements of the IMS and participate in IMS promotions.
2. Promptly report any unsafe working conditions, faulty equipment, hazards/risks, injuries or incidents

Organization Structure

1. The Company recognizes that the structure of the organization needs to constantly evolve in order to meet the changing needs of clients, the market and compliance obligations.
2. The Management Team is responsible for ensuring the structure of the organization is appropriate to the current business needs and will ensure that the organization chart is regularly reviewed and maintained.

6.0 Planning

6.1 Actions to address risks and opportunities <<Clause no. 6.1 of ISO 9001:2015>>, <<Cluase no. 6.1 of ISO 14001:2015>>,<<Cluase no. 6.1 of ISO 45001:2018>>

6.1.1 General<<Cluase no. 6.1.1 of ISO 9001:2015>>,<<Cluase no. 6.1.1 of ISO 14001:2015>>,<<Cluase no. 6.1.1 of ISO 45001:2018>>

When planning our IMS, XXXXXX has taken into consideration potential issues and has determined the risks and opportunities that need to be addressed to:

1. provide assurance that the IMS can achieve its intended result;
2. enhance desirable effects;
3. prevent, or reduce, undesired effects;
4. achieve improvement;

XXXXXX has planned actions to address the above risks and opportunities and has initiated appropriate procedures to integrate and implement appropriate actions into our QMS including the evaluation of the effectiveness of our IMS processes. Any actions taken to address risks and opportunities shall be proportionate to the potential impact on the conformity of products and services.

Figure 7: Risks and Opportunities

While planning for the IMS, XXXXXX has considered the issues referred to in 4.1 and the requirements referred to in 4.2 and developed a mechanism to identify the risk and opportunity that need to be addressed to

1. Assure the IMS in place can achieve the intended outcome
2. Enhance desirable effects,
3. Prevent, or reduce undesired effects
4. Achieve improvement.

 XXXXXX has ensured actions to address these risks and opportunities which are proportional to the potential impact on, the conformity of its products, process and services, interested parties needs, and expectations or its compliance obligations. XXXXXX has planned as to how to

A. Integrate and implement the actions into its IMS processes (as per clause 4.4)
B. Evaluate the effectiveness of the actions planned and implemented
While planning products, process, and its operation, departments take into consideration, the issues related to company objectives, requirement for products, process and service, health & safety concerns.

For QMS

Business Risk and Opportunity assessment are done as per the internal and external issues to XXXXXX under its business context, interested parties needs and expectations, contracts and customer requirements, and its vision and mission in consideration. The qualitative/quantitative assessment is carried out to ensure that these risks remain under the control of XXXXXX and will not affect XXXXXX’s values, business, process, products, and services performance in the long and short run with a proper mitigation plan in a systematic manner. The effective measures will then be review and integrated with the management system in place through a proper change management process.

 6.1.2 Identification and evaluation of Environmental aspects, Hazard identification. <<Clause no. 6.1.2 of ISO 14001:2015>>,<<Clause no.  6.1.2 of ISO 45001:2018>>

Environmental Aspects

The planning process commences with the identification and updating of environmental aspects. In order to evaluate the impacts of its activities to the environment, XXXXXX shall establish, implement and maintain a procedure to identify the environmental aspects of its activities, products or services that it can control and those that it can influence taking into account planned or new developments, or new or modified activities, products, and services. These aspects, inclusive of those arising from works carried out by contractors, are registered in the “Aspects and impacts register”. XXXXXX  shall ensure that all environmental aspects that may pose significant impacts on the environment are under control and prioritized for improvements. XXXXXX shall keep this information up-to-date.

Hazard identification and Assessment of Risk and Opportunities

Identification of Hazard and Risk Analysis (HIRA) is performed for all activities of XXXXXX as per Procedure for determination of Hazard & Risk Assessment &Control. Hazards which are related to OH&S legal requirements are considered as significant; Risks which are above acceptable risk priority number are identified as significant risks, those are either covered through OH&S objectives to improve OH&S performance or controlled through operational control procedures, measuring & monitoring, training & awareness, emergency preparedness and response or combination thereof. The significant risks and aspects are reviewed annually by different departments to plan mitigation measures to minimize the impact and adoption of new technology and revising the objectives if needed.

Assessment of EH&S risks and other risks to the EH&S management system

The XXXXXX has established, implemented and maintained processes to:

a) Assess EH&S risks from the identified Environmental aspect, OH&S hazards, while taking into account the effectiveness of existing controls;

b) Determine and assess the other risks related to the establishment, implementation, operation, and maintenance of the OH&S management system.

The XXXXXX’s methodologies and criteria are defined with respect to the risk associated with their scope, nature, and timing to ensure they are proactive rather than reactive and are used in a systematic way. Documented information shall be maintained and retained on the methodologies and criteria.

Assessment of EH&S opportunities and other opportunities to the EH&S management system

The XXXXXX has established, implemented and maintained processes to assess:

a) EH&S opportunities to enhance EH&S performance, while taking into account planned changes to the organization, its policies, processes or its activities and:

1. Opportunities to adapt  work for the organization and work environment to workers;
2. Opportunities to eliminate hazards and reduce EH&S risks;

NOTE EH&S risks and EH&S opportunities can result in other risks and other opportunities to the organization.

6.1.3 Compliance obligation or Determination of Legal and Other Requirements<<Clause  6.1.3 of ISO 14001:2015>>, <<Clause 6.1.3 of ISO 45001:2018>>

1. XXXXXX is to ensure that all relevant legislative and other requirements are identified.
2. Legislative and other requirements may include, but are not limited to:
3. Acts and Regulations.
4. Codes of Practice.
5. Guidelines.
6. Standards.
7. Agreements with clients, communities or public authorities.
8. Corporate requirements.
9. Industry standards or codes.
10. Voluntary commitments.
11. Details of all relevant legislative and other requirements are to be contained within the Compliance Module. These will include mitigations and control methods. The verification of compliance will be reviewed by the Board.
12. The Management Team are to ensure that where possible, they are notified of changes and/or additions to legal and other requirements as those changes occur.
13. The means of ensuring notification of changes and/or additions may include:
14. Agreements with external legal or consulting organizations to monitor and advise of any changes.
15. Registering with Standards New Zealand.
16. Advice from the employer or industry associations.
17. When changes and/or additions occur they are to be included in the Compliance module and the means of verifying compliance is to be defined as previously described.
18. A review of the Compliance module will be conducted as per the annual work plan in the Board meeting. These will include:
19. Confirm that all updates to applicable legal and other requirements have been captured and included.
20. Confirm that the means of ensuring and verifying compliance are appropriate.
21. The company is to ensure that all changes, additions, and updates to the Compliance module are communicated to relevant employees, contractors, and other stakeholders.

6.2 IMS Quality objectives and planning to achieve them <<Cluase no. 6.2 of ISO 9001:2015>>,<<Cluase no. 6.2 of ISO 9001:2015>>,<<Cluase no.  6.2 of ISO 9001:2015>>

IMS Objectives have been established at all corresponding levels and processes throughout XXXXXX to implement the IMS Policy, meet and exceed requirements for product and processes, and to improve the IMS and its performance

IMS Objectives: IMS objectives are strategic, apply to the entire Company and shall:

1. be consistent with the Quality Policy;
2. be measurable and monitored;
3. take into account applicable requirements;
4. be communicated;
5. be updated as appropriate;
6. Be relevant to the conformity of products, services and enhance customer satisfaction.

IMS Performance Objectives are measurable targets for improving operational performance to ensure process conformity and customer satisfaction. They apply to all departments and functions having direct responsibility for activities that require improvement. Performance objectives and goals are established by management and through employee involvement and monitored within the framework of management reviews. XXXXXX retains documented information on the status of our ISM objectives. If shortfalls are identified, management may revise objectives, issue corrective action requests, or take other appropriate actions to address the issue.

6.3 Planning changes <<Clause 6.3 of ISO 9001:2015 >>

When changes to QMS are deemed necessary, XXXXXX shall ensure the change will comply with the requirements of QMS and shall consider:

1. the purpose of the changes and their potential consequences;
2. the integrity of IMS;
3. the availability of resources;
4. the allocation or reallocation of responsibilities and authorities.

7.0 Resources

7.1 Resources <<Clause7.1  of ISO 9001:2015>>,<<Clause 7.1  of ISO 14001:2015>>,<<Clause 7.1  of ISO459001:2018>>

7.1.1 General <<Clause7.1.1  of ISO 9001:2015>>,<<Clause 7.1  of ISO 14001:2015>>,      <<Clause 7.1  of ISO459001:2018>>

XXXXXX is fully committed to providing adequate resources required for the establishment, implementation, maintenance and continual improvement of IMS. Our committed resources include competent employees, state of the industry equipment, well-maintained work environment, and financial resources. The process for determining and communicating resource requirements is an integral part of our management review process. Our infrastructure resource considerations include:

1. management review meeting inputs and outputs;
2. capabilities and constraints on existing internal and external resources;
3. requirements and expectations provided by our external providers/vendors

7.1.2 People<<Clause7.1.2  of ISO 9001:2015 >>

XXXXXX identifies personnel training needs, provides the required training, and evaluates the effectiveness of the training provided. Personnel assigned to perform specific tasks, operations and processes are qualified on the basis of appropriate education, experience or training. Employees are made aware of the relevance and importance of their activities and how they contribute to the achievement of IMS objectives. Records of personnel qualifications and training are maintained.

7.1.3 Infrastructure <<Clause7.1.3  of ISO 9001:2015 >>

XXXXXX has determined and provided resources necessary for the establishment, implementation, maintenance and continual improvement of the IMS. Our infrastructure resource considerations include:

1. buildings, workspace and associated utilities;
2. equipment including (hardware and software);
3. transportation resources;
4. Information and communication technology.

As new infrastructure requirements are determined to be necessary, they will be documented in quality plans and other documents as required

7.1.4 Environment for the Operation of Processes <<Clause7.1.4 of ISO 9001:2015 >>

Management identifies and manages the human and physical factors of the work environment considered to be important to control processes and to achieve conforming of products and services. Evaluations include:

1. assessment of product requirements to identify where human and/or physical factors will affect product quality this is also conducted during advanced product quality planning,
2. Assessment of current working environment conditions to determine if the work environment is suitable to achieve the conforming product.
3. Implementation of work environment improvements needed to achieve the conforming product.
4. Continual assessment of the work environment to ensure that adequate human and physical factors are maintained.

7.1.5 Monitoring and Measuring Resources <<Clause7.1.5 of ISO 9001:2015 >>

7.1.5.1 General<<Clause7.1.5.1  of ISO 9001:2015 >>

XXXXXX has determined the necessary monitoring, measurement, and resources to be initiated across our IMS. The structure of internal resources includes but is not limited to:

1. monitoring and measuring equipment;
2. documented procedures and forms;
3. competent and qualified personnel

7.1.5.2 Measurement Traceability <<Clause7.1.5.2 of ISO 9001:2015 >>

Documented procedures outline the processes that control monitoring and measurement equipment used to accept products during production and service operations. The procedures also include controls prior to, and after delivery of products to our customers. Appropriate documented information is maintained and provides objective evidence of compliance and conformity.

7.1.6 Organizational Knowledge<<Clause7.1.6 of ISO 9001:2015 >>

XXXXXX considers the specific knowledge necessary for each operation and considers this as an important resource to ensure our people and processes are consistent and will achieve conformity of the product and services provided by the Company. Specific organizational knowledge is defined, maintained, and available to the extent necessary within appropriate procedures.

7.2 Competence <<Clause7.2 of ISO 9001:2015>>,<<Clause 7.2  of ISO 14001:2015>>,<<Clause 7.2  of ISO 45001:2018>>

XXXXXX has determined to the extent necessary the below elements of competence for people performing work that may affect the effectiveness of the IMS.

1. ensure employees are competent on the basis of their education, training, and experience;
2. initiate job descriptions including specific competency provisions;
3. measure job performance for each employee on an annual basis;
4. provide job and career training programs to the extent necessary;
5. Take actions when necessary to assist employees that exhibit less than desirable results.

XXXXXX ensures that the necessary competence is available for the effective operation of the processes. HODs take necessary actions regarding the following:

1. Determine the  necessary  competence  on  the  basis  of  education,  training,  skills, and experience for personnel performing work affecting IMS
2. Analyze the competence required against what is
3. Provide training or any other actions to satisfy needs. Training helps to identify the safety and health responsibilities of both management and employees at the Appropriate training programs are conducted for employees to ensure that employees are aware of the safety hazards to which they may be exposed and the proper methods for avoiding such hazards. Evaluate the effectiveness of the action taken.
4. Ensure by proper briefing and through an internal communication system that personnel are aware of the relevance and importance of their activities and how they contribute to the achievement of company
5. Maintain records of education, training, skills, and experience of the

7.3 Awareness <<Clause7.3 of ISO 9001:2015>>,<<Clause7.3  of ISO 14001:2015>>,<<Clause7.3  of ISO 45001:2018>>

XXXXXX has determined to the extent necessary persons performing work are:

1. aware of the IMS Policy;
2. aware of relevant IMS objectives;
3. aware of their contribution to the IMS effectiveness, including improved performance;
4. Implications of non-compliance to our QMS requirements.

7.4 Communication <<Clause7.4 of ISO 9001:2015>>,<<Clause7.4 of ISO 14001:2015>>,<<Clause7.4 of ISO 45001:2018>>

Top Management is responsible for determining internal and external communications relevant to the IMS, including subject, timing, method of communication, as well as who and with whom will communicate.

7.4.1 General <<Clause7.4.1 of ISO 14001:2015>>,<<Clause7.4.1  of ISO 45001:2018>>

Systems have been established within XXXXXX for internal as well as external communication regarding the effectiveness of the Integrated Management System. Plant Heads ensures that appropriate communication processes are established within XXXXXX and that communication takes place regarding the effectiveness of the IMS.

7.4.2 Internal Communication <<Clause7.4.2 of ISO 14001:2015>>,<<Clause7.4.2  of ISO 45001:2018>>

The various departments of XXXXXX determine and plan effective arrangements for communicating with customers and relevant interested parties in relation to products, process, and service information, HSE matters, inquiries, contracts or order handling and amendments Suitable systems are developed to receive customer feedback and handling customer complaints.

7.4.3 External communication <<Clause7.4.3 of ISO 14001:2015>>,<<Clause7.4.3  of ISO 45001:2018>>

Effective arrangements have been established and implemented ON WHAT, WHEN, WITH WHOM, HOW AND WHO Communicates for,

1. Internal communication among various functions and levels are defined.
2. Receiving, recording and responding to relevant Communication with external interested parties as per its compliance obligations are also defined.

XXXXXX has established, implemented and maintained processes for the participation of workers by their involvement in consultation processes and consultation with contractors, including ensuring they clearly understand their responsibilities within the IMS.

Wherever appropriate, XXXXXX consults relevant external interested parties about IMS matters. XXXXXX ensures the method of communication and language used is appropriate to the needs of the workforce and in a form that they can easily understand the information being provided to them.

7.5 Documented information <<Clause7.5 of ISO 9001:2015>>,<<Clause7.5  of ISO 14001:2015>>,<<Clause7.5  of ISO 45001:2018>>

7.5.1 General<<Clause7.5.1  of ISO 9001:2015>>,<<Clause7.5.1  of ISO 14001:2015>>,<<Clause7.5.1  of ISO 45001:2018>>

Documented information required to support the effectiveness of our IMS is controlled to ensure:

1. it is available and suitable for use, where and when it is needed;
2. it is adequately protected from loss of confidentiality, improper use, or loss of integrity.
3. distribution, access, retrieval, and use;
4. storage and preservation, including preservation of legibility;
5. control of changes;
6. Retention and disposition.

Documented information of external origin determined to be necessary for the planning and implementation of the QMS is identified as appropriate and controlled in accordance with QMS Procedures and Forms.

7.5.2 Creating and updating<<Clause7.5.2 of ISO 9001:2015>>, <<Clause7.5.2 of ISO 14001:2015>>,<<Clause7.5.2   of ISO 45001:2018>>

When creating and updating documented information, XXXXXX shall ensure appropriate:

1. Identification and description (e.g. a title, date, author, or reference number);
2. Format (e.g. language, software version, graphics) and media (e.g. paper, electronic);
3. Review and approval for suitability and adequacy.

7.5.3 Control of documented information <<Clause7.5.3 of ISO 9001:2015>>, <<Clause7.5.3 of ISO 14001:2015>>,<<Clause7.5.3   of ISO 45001:2018>>

7.5.3.1  Documented information required by the IMS and by this International Standard shall be controlled to ensure:

1. it is available and suitable for use, where and when it is needed;
2. it is adequately protected (e.g. from loss of confidentiality, improper use, or loss of integrity).
3. distribution, access, retrieval, and use;
4. storage and preservation, including preservation of legibility;
5. control of changes (e.g. version control);
6. retention and disposition.

Documented information of external origin determined by XXXXXX to be necessary for the planning and operation of the quality management system shall be identified as appropriate, and be controlled. Documented information retained as evidence of conformity shall be protected from unintended alterations.

NOTE: Access can imply a decision regarding the permission to view the documented information only, or the permission and authority to view and change the documented information.

8.0 Operation <<Clause8 of ISO 9001:2015>>,<<Clause 8  of ISO 14001:2015>>,<<Clause 8  of ISO 45001:2018>>

8.1 Organizational planning and control <<Clause8.1 of ISO 9001:2015>>,<<Clause 8.1  of ISO 14001:2015>>,<<Clause 8.1  of ISO 45001:2018>>

XXXXXX defines the expectation and implements controls for each of our IMS processes. The planning of controls is required to ensure consistent acceptability of products and services. Planning processes include the definition of QMS quality objectives, development for required processes, the establishment of appropriate verification programs, and the requirement for records necessary to demonstrate the process and products conform to intended requirements. Operational planning and control are required prior to new and/or revised products or processes being implemented. During the planning phase, management will identify:

1. requirements for the products and services;
2. criteria for the processes and the acceptance of products and services;
3. resources needed to achieve conformity to the product and service requirements;
4. control of the processes in accordance with the criteria;
5. Documented information to the extent necessary to have confidence that the processes have been carried out as planned and to demonstrate the conformity of products and services to their requirements.

The output of operational planning and control includes documented quality plans, resource requirements, processes, equipment requirements, procedures, test data, and design outputs.

Figure 8: Operational planning and control

8.1.2 Eliminating hazards and reducing OH&S risks <<Ref. Clause No. 8.1.2 of  ISO 45001:2018>>

XXXXXX has established, implemented and maintained a process for the elimination of hazards and reduction of OH&S risks using the following “hierarchy of control”:

1. Eliminate the hazard;
2. Substitute with less hazardous processes, operations, materials or equipment;
3. Use engineering controls and reorganization of work;
4. Use administrative controls, including training;
5. Use adequate personal protective equipment.

 8.1.3 Management of change<<Ref. Clause No. 8.1.3 of ISO 45001:2018>>

XXXXXX has established a process for the implementation and control of planned temporary and permanent changes that impact OH&S performance, including:

a) New products, services, and processes, or changes to existing products, services, and processes, including:

• Workplace locations and surroundings;
• work organization;
• working conditions;
• Equipment;
• workforce;

b) Changes to legal requirements and other requirements;

c) Changes in knowledge or information about hazards and OH&S risks;

d) Developments in knowledge and technology.

XXXXXX has reviewed the consequences of unintended changes, taking action to mitigate any adverse effects, as necessary.

8.1.4 Procurement <<Clause no. 8.1.4 of ISO 45001:2018>>

8.1.4.1 General <<Clause no. 8.1.4,1 of ISO 45001:2018>>

XXXXXX has established, implemented and maintained a process to control the procurement of services in order to ensure their conformity to its OH&S management system.

8.1.4.2 Contractors<<Clause no. 8.1.4.2  of ISO 45001:2018>>

XXXXXX will coordinate with its contractors, to identify hazards and to assess and control the OH&S risks, arising from the:

a) contractor’s activities and operations that impact the organization;

b) the organization’s activities and operations that impact the contractors’ workers;

c) contractors’ activities and operations that impact other interested parties in the workplace.

XXXXXX has ensured that the requirements of its OH&S management system are met by contractors and their workers through a defined contractors policy or agreements. The organization’s procurement process(es) shall define and apply occupational health and safety criteria for the selection of contractors.

NOTE: It can be helpful to include the occupational health and safety criteria for the selection of contractors in the contractual documents.

8.1.4.3 Outsourcing<<Clause no.8.1.4.3 of ISO 45001:2018>>

XXXXXX has ensured that outsourced functions and processes like labours are controlled. XXXXXX has ensured that its outsourcing arrangements are consistent with legal requirements and other requirements and with achieving the intended outcomes of the OH&S management system. The type and degree of control to be applied to these functions and processes are defined within the OH&S management system.

NOTE Coordination with external providers can assist an organization to address any impact outsourcing has on its OH&S performance.

8.2 Requirements for products and services <<Clause no. 8.2 of ISO 9001:2015 >>

Communication with customers, the process of determining and reviewing the requirements related to products and changes to requirements for products are defined in the Customer Requirements and Production Planning Process Flowchart and the Customer Requirements and Production Planning Process Flow Chart.

8.2 Emergency preparedness and response <<Clause no. 8.2  of ISO 14001:2015>>,<<Clause no. 8.2   of ISO 45001:2018>>

XXXXXX has developed procedures to ensure that XXXXXX is able to respond to the accidents and foreseeable emergency/disaster situation and for preventing and mitigating the impacts associated with them considering the total business risk on XXXXXX. After identifying the potential risks or emergency situations and past experiences, action plans have been developed to overcome the emergency. (Procedure for Emergency Preparedness and Response Plan) In case of occurrence of such a situation, an H&S committee is formed to analyze the risk and necessary corrective and preventive action taken to prevent its recurrence.

List of Health & Safety Emergencies:

1) Health:-

1.  Heart Attack

2) Safety:-

1. Fire
2. Snake/Dog bite
3. Electrocution
4. Falling from Height
5. Injuries during operation/material handling

3) Environment:

1. Fire
2. Oil Spills
3. Chemical accidents
4. toxic waste dumping
5. groundwater pollution

XXXXXX has established, implemented and maintained a process needed to prepare for and respond to potential emergency situations, as identified in 6.1.2.1, including:

a) Establishing a planned response to emergency situations, including the provision of first aid;

b) Providing training for the planned response;

c) Periodically testing and exercising the planned response capability; Wherever practicable, mock drills to check the emergency preparedness are carried out at regular intervals as per (Procedure for Emergency preparedness and response plan).

d) Evaluating performance and, as necessary, revising the planned response, including after testing and in particular after the occurrence of emergency situations;

e) Communicating and providing relevant information to all workers on their duties and responsibilities;

f) Communicating relevant information to contractors, visitors, emergency response services, government authorities and, as appropriate, the local community;

g) Taking into account the needs and capabilities of all relevant interested parties and ensuring their involvement, as appropriate, in the development of the planned response.

XXXXXX has maintained and retained documented information on the processes and on the plans for responding to potential emergency situations.

8.3 Design and development of products <<Clause no.8.3 of ISO 9001:2015 >>

XXXXXX has not identified the need for Design and development of products (Refer to 2.1 – Exclusions).

8.4 Control of externally provided processes, products, and services <<Clause no.8.4  of ISO 9001:2015 >>

8.4.1 General<<Clause no.8.4.1  of ISO 9001:2015 >>

The organization shall ensure that externally provided processes, products, and services conform to requirements. The organization shall determine the controls to be applied to externally provided processes, products and services when:

a) products and services from external providers are intended for incorporation into the organization’s own products and services;

b) products and services are provided directly to the customer(s) by external providers on behalf of the organization;

c) a process, or part of a process is provided by an external provider as a result of a decision by the organization.

The organization shall determine and apply criteria for the evaluation, selection, monitoring of performance, and re-evaluation of external providers, based on their ability to provide processes or products and services in accordance with requirements. The organization shall retain documented information of these activities and any necessary actions arising from the evaluations.

8.4.2 Type and extent of control<<Clause no.8.4.2  of ISO 9001:2015 >>

The organization shall ensure that externally provided processes, products, and services do not adversely affect the organization’s ability to consistently deliver conforming products and services to its customers. The organization shall:

a) ensure that externally provided processes remain within the control of its quality management system;

b) define both the controls that it intends to apply to an external provider and those it intends to apply to the resulting output;

c) take into consideration:

1. the potential impact of the externally provided processes, products, and services on the organization’s ability to consistently meet customer and applicable statutory and regulatory requirements;
2.  the effectiveness of the controls applied by the external provider;

d) determine the verification, or other activities, necessary to ensure that the externally provided processes, products, and services meet requirements.

8.4.3 Information for external providers<<Clause no.8.4.3  of ISO 9001:2015 >>

The organization shall ensure the adequacy of requirements prior to their communication to the external provider. The organization shall communicate to external providers its requirements for:

a) the processes, products, and services to be provided;

b) the approval of:

1.  products and services;
2. methods, processes, and equipment;
3. the release of products and services;

c) competence, including any required qualification of persons;

d) the external providers’ interactions with the organization;

e) control and monitoring of the external providers’ performance to be applied by the organization;

f) verification or validation activities that the organization, or its customer, intends to perform at the external providers’ premises.

8.5 Production and service provision <<Clause no.8.5 of ISO 9001:2015 >>

8.5.1 Control of production and service provision <<Clause no.8.5.1 of ISO 9001:2015 >>

XXXXXX shall implement production and service provision under controlled conditions. Controlled conditions shall include, as applicable:

a) the availability of documented information that defines:

1) the characteristics of the products to be produced, the services to be provided, or the activities to be performed;

2) the results to be achieved;

b) the availability and use of suitable monitoring and measuring resources;

c) the implementation of monitoring and measurement activities at appropriate stages to verify that criteria for control of processes or outputs, and acceptance criteria for products and services, have been met;

d) the use of suitable infrastructure and environment for the operation of processes;

e) the appointment of competent persons, including any required qualification;

f) the validation, and periodic revalidation, of the ability to achieve planned results of the processes for production and service provision, where the resulting output cannot be verified by subsequent monitoring or measurement;

g) the implementation of actions to prevent human error;

h) the implementation of release, delivery, and post-delivery activities.

8.5.2 Identification and traceability<<Clause no.8.5.2 of ISO 9001:2015 >>

XXXXXX shall use suitable means to identify outputs when it is necessary to ensure the conformity of products and services. XXXXXX shall identify the status of outputs with respect to monitoring and measurement requirements throughout production and service provision. XXXXXX shall control the unique identification of the outputs when traceability is a requirement and shall retain the documented information necessary to enable traceability.

8.5.3 Property belonging to customers or external providers<<Clause no.8.5 of ISO 9001:2015 >>

XXXXXX has not identified the need for Property belonging to customers or external providers in its operation (Refer to 2.1 – Exclusions).

8.5.4 Preservation <<Clause no.8.5.4 of ISO 9001:2015 >>

XXXXXX shall preserve the outputs during production and service provision, to the extent necessary to ensure conformity to requirements.

NOTE Preservation can include identification, handling, contamination control, packaging, storage, transmission or transportation, and protection.

8.5.5 Post-delivery activities <<Clause no.8.5.5 of ISO 9001:2015 >>

XXXXXX shall meet requirements for post-delivery activities associated with the products and services. In determining the extent of post-delivery activities that are required, XXXXXX shall consider:

a) statutory and regulatory requirements;

b) the potential undesired consequences associated with its products and services;

c) the nature, use and intended lifetime of its products and services;

d) customer requirements;

e) customer feedback.

NOTE: Post-delivery activities can include actions under warranty provisions, contractual obligations such as maintenance services, and supplementary services such as recycling or final disposal.

8.5.6 Control of changes <<Clause no.8.5.6 of ISO 9001:2015 >>

XXXXXX shall review and control changes for production or service provision, to the extent necessary to ensure continuing conformity with requirements. XXXXXX shall retain documented information describing the results of the review of changes, the person(s) authorizing the change, and any necessary actions arising from the review.

8.6 Release of products and services <<Clause no.8.6 of ISO 9001:2015 >>

XXXXXX shall implement planned arrangements, at appropriate stages, to verify that the product and service requirements have been met. The release of products and services to the customer shall not proceed until the planned arrangements have been satisfactorily completed, unless otherwise approved by a relevant authority and, as applicable, by the customer. XXXXXX shall retain documented information on the release of products and services. The documented information shall include:

a) Evidence of conformity with the acceptance criteria;

b) Traceability to the person(s) authorizing the release.

8.7 Control of nonconforming outputs <<Clause no.8.7 of ISO 9001:2015 >>

 8.7.1 XXXXXX shall ensure that outputs that do not conform to their requirements are identified and controlled to prevent their unintended use or delivery. <<Clause no.8.7.1  of ISO 9001:2015 >>

XXXXXX shall take appropriate action based on the nature of the nonconformity and its effect on the conformity of products and services. This shall also apply to nonconforming products and services detected after delivery of products, during or after the provision of services. XXXXXX shall deal with nonconforming outputs in one or more of the following ways:

a) correction;

b) segregation, containment, return or suspension of the provision of products and services;

c) informing the customer;

d) obtaining authorization for acceptance under concession.

Conformity to the requirements shall be verified when nonconforming outputs are corrected.

8.7.2 XXXXXX shall retain documented information that: <<Clause no.8.7.2 of ISO 9001:2015 >>

a) describes the nonconformity;

b) describes the actions taken;

c) describes any concessions obtained;

d) identifies the authority deciding the action in respect of the nonconformity.

9.0 Performance evaluation<<Clause no.9.0 of ISO 9001:2015>>,<<Clause no. 9.0 of ISO 14001:2015>>,<<Clause no. 9.0  of ISO 45001:2018>> 

9.1 Monitoring, measurement, analysis and evaluation <<Clause no.9.1 of ISO 9001:2015>>,<<Clause no. 9.1 of ISO 14001:2015>>,<<Clause no. 9.1  of ISO 45001:2018>>

9.1.1. General <<Clause no.9.1.1 of ISO 9001:2015>>,<<Clause no. 9.1.1 of ISO 14001:2015>>,<<Clause no. 9.1.1  of ISO 45001:2018>>

The ownership teams, Operations Managers and process owners in XXXXXX  define what will be monitored and measured, as well as the methods and timing for monitoring and measuring. Results of the monitoring and measuring will be evaluated at appropriate levels and functions in XXXXXX and the top‐level management will evaluate the performance of the QMS during the management review. XXXXXX shall determine:

a) what needs to be monitored and measured;

b) the methods for monitoring, measurement, analysis, and evaluation, as applicable, to ensure valid results;

c) the criteria against which XXXXXX will evaluate its environmental performance and appropriate indicators;

d) when the monitoring and measuring shall be performed;

e) when the results from monitoring and measurement shall be analyzed and evaluated.

XXXXXX shall ensure that calibrated or verified monitoring and measurement equipment is used and maintained, as appropriate. XXXXXX shall evaluate its environmental performance and the effectiveness of the environmental management system. XXXXXX shall communicate relevant environmental performance information both internally and externally, as identified in its communication process and as required by its compliance obligations. XXXXXX shall retain appropriate documented information as evidence of the monitoring, measurement, analysis and evaluation results.

9.1.2.  Customer satisfaction<<Clause no. 9.1.2 of ISO 9001:2015 >>

XXXXXX monitors information relating to customer perception of our continual ability to fulfil their requirements. Maintaining customer satisfaction is one of the principal objectives of the IMS. Collecting and analyzing customer feedback and complaints, and customer satisfaction is conducted during management review. Customer satisfaction data is used by management to identify opportunities for improvement

9.1.2 Evaluation of compliance<<Clause no. 9.1.2 of ISO 14001:2015 >>,<<Clause no. 9.1.2 of  ISO 45001:2018 >>

XXXXXX has established, implemented and maintained a process for evaluating compliance with legal requirements and other requirements. XXXXXX has:

a) determined the frequency and methods for the evaluation of compliance;

b) Evaluate compliance and take action if needed;

c) Maintain knowledge and understanding of its compliance status with legal requirements and other requirements;

d) Retain documented information about the compliance evaluation results.

9.1.3. Analysis and evaluation of compliance<<Clause no. 9.1.3 of ISO 9001:2015 >>

XXXXXX analyzes and evaluates appropriate data and information arising from monitoring and measurement. The results of the analysis are used to evaluate:

1. conformity of products;
2. the degree of customer satisfaction;
3. the performance and effectiveness of the QMS;
4. if planning has been implemented effectively;
5. the effectiveness of actions taken to address risks and opportunities;
6. the performance of external providers;
7. the need for improvements to the QMS.
8. determine the frequency that compliance will be evaluated;
9. evaluate compliance and take action if needed;
10. Maintain knowledge and understanding of its compliance status.

XXXXXX shall retain documented information as evidence of the compliance evaluation result(s).

9.2 Internal audit <<Clause no.9.2  of ISO 9001:2015>>,<<Clause no. 9.2  of ISO 14001:2015>>,<<Clause no. 9.2  of ISO 45001:2015>>

XXXXXX plans and conducts internal audits at planned intervals. Internal audits are conducted to verify quality activities and related results comply with planned expectations including customer contractual requirements and other IMS requirements as deemed necessary and applicable. The Business Manager is responsible for organizing and coordinating the internal audit to ensure that the audit scope, the frequency, and methods are defined, and the following requirements are satisfactorily achieved:

1. definition of audit responsibilities;
2. definition of requirements for planning and conducting the audit including taking appropriate correction and corrective actions without undue delay;
3. assurance of auditor independence;
4. recording of audit results;
5. communication of audit results to management;

9.3Management review <<Clause no.9.3  of ISO 9001:2015>>,<<Clause no. 9.3 of ISO 14001:2015>>,<<Clause no. 9.3  of ISO 45001:2018>>

Top Management of XXXXXX conducts regular reviews of the IMS, approximately every Six months, according to the Procedure for Management Review.

10. Improvement<<Clause no. 10.0  of ISO 9001:2015>>, <<Clause no. 10.0  of ISO 14001:2015>>, <<Clause no. 10.0  of ISO 45001:2018>>

10.1.  General <<Clause no. 10.1  of ISO 9001:2015>>, <<Clause no. 10.1  of ISO 14001:2015>>, <<Clause no. 10.1  of ISO 45001:2018>>

XXXXXX determines and selects opportunities for improvement and implements any necessary actions to meet customer requirements and enhance customer satisfaction. These include:

1. improving products to meet requirements, as well as to address future needs and expectations;
2. correcting, preventing, or reducing undesired effects;
3. improving the performance and effectiveness of the QMS.

10.2. Incidents,  Nonconformity and corrective action <<Clause no. 10.2  of ISO 9001:2015>>, <<Clause no. 10.2  of ISO 14001:2015>>, <<Clause no. 10.2  of ISO 45001:2018>>

XXXXXX handles nonconformities in order to control and correct them and deal with the consequences, according to the Procedure for evaluating non‐conforming product ‐ material and documenting CARs. XXXXXX has established a corrective action system to investigate and document the root cause and actions to correct supplier, internal, and customer‐reported nonconformities. Corrective actions are assigned to a responsible individual and tracked by number and completion date according to the Procedure for evaluating non‐conforming product ‐ material and documenting CARs.

10.3 Incident investigation <<Clause no.  10.2  of ISO 45001:2018>>

XXXXXX has established, implemented, and maintained a procedure to record, investigate and analyze incidents in order to

Determine underlying OH&S deficiencies and other factors that might be causing or contributing to the occurrence of incidents;

Identify the need for corrective action;

Identify opportunities for preventive action;

Identify opportunities for continual improvement;

Communicate the results of such investigations.

The investigations will be performed in a timely manner. The results of incident investigations shall be documented and maintained. When an incident or a nonconformity occurs

a) React in a timely manner to the incident or nonconformity and, as applicable:

Take action to control and correct it;

deal with the consequences;

b) Evaluate, with the participation of workers (see 5.4) and the involvement of other relevant interested parties, the need for corrective action to eliminate the root cause of the incident or nonconformity, in order that it does not recur or occur elsewhere, by:

Investigating the incident or reviewing the nonconformity;

Determining the causes of the incident or nonconformity;

Determining if similar incidents have occurred, nonconformities exist, or if they could potentially occur;

c) review existing assessments of OH&S risks and other risks, as appropriate (see 6.1);

d) determine and implement any action needed, including corrective action, in accordance with the hierarchy of controls (see 8.1.2) and the management of change (see 8.1.3);

e) Assess OH&S risks that relate to new or changed hazards, prior to taking action;

f) Review the effectiveness of any action taken, including corrective action;

g) Make changes to the OH&S management system, if necessary.

10.3 Continual improvement  <<Clause no. 10.3  of ISO 9001:2015>>, <<Clause no. 10.3  of ISO 14001:2015>>, <<Clause no. 10.3  of ISO 45001:2018>>

XXXXXX continually improves the suitability, adequacy, and effectiveness of the IMS.XXXXXX considers the results of analysis and evaluation, and the outputs from management review, to determine if there are needs or opportunities to be addressed as part of continual improvement. Projects, project status, and responsibilities are recorded in the Continual Improvement Project Log.