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INTEGRATED SHERQ MANUAL

COMPANY POLICY

POLNOV001

REVISION NUMBER: 02

REVIEW DATE: 03.08.2014

REVISION DATE: 03.08.2015

DOCUMENT APPROVAL:

RESPONSIBLE PERSON ROLE: DATE: SIGNATURE:

W. van Jaarsveldt Document Owner 03.08.2014

F C Campher Approver 03.08.2014

N. Pillay CEO 03.08.2014

AMMENDMENT RECORD:

REVISION NUMBER PAGE STATUS – CHANGE DATE:00 ALL New Document 03.08.201201 ALL Annual Revision 03.08.201302 ALL Annual Revision 03.08.2014

INTEGRATED SHERQ MANUAL of 22DOCUMENT #: POLNOV001REVISION #: 02REVIEW DATE: 03.08.2014REVISION DATE: 03.08.2015

TABLE OF CONTENTS:1. DISTRIBUTION..........................................................................................................................4

2. PURPOSE..................................................................................................................................4

3. SCOPE.......................................................................................................................................4

4. REFERENCES.............................................................................................................................4

5. INTEGRATED MANAGEMENT SYSTEM LAYOUT.......................................................................4

6. GENERAL REQUIREMENTS.......................................................................................................4

7. CUSTOMER FOCUS...................................................................................................................9

8. SHERQ POLICY (ISO 9001 sub-clause 5.3, ISO 14001 sub-clause 4.2 & OHSAS 18001 sub-clause 4.2).............................................................................................................................................9

9. PLANNING..............................................................................................................................12

10. RESPONSIBILITY, AUTHORITY & COMMUNICATION..............................................................12

11. MANAGEMENT REVIEW.........................................................................................................13

12. RESOURCE MANAGEMENT....................................................................................................13

13. HUMAN RESOURCES..............................................................................................................19

14. INFRASTRUCTURE..................................................................................................................19

15. MEASUREMENT ANALYSIS AND IMPROVEMENT..................................................................19

16. ANALYSIS DATA......................................................................................................................21

17. IMPROVEMENT......................................................................................................................22

18. RECORDS................................................................................................................................22


1. DISTRIBUTION

This document is distributed in hardcopy and is available to all NOVA Plant Services Employees. Electronic copies of this document will be available in PDF format only.

2. PURPOSE

To compile an Integrated Management System Manual to outline the requirements of and integrated SHERQ documented system and how NOVA Plant Services employees uses the system that meets the requirements of ISO 9001:2008; ISO 14001:2004 and OHSAS 18001:2007 Codes of Practices.

3. SCOPE

This Policy Document will be applicable to all NOVA Plant Services Divisions and employees. EXCLUSIONS FROM THE SCOPE:

o All Operational Sites which are situated on the client’s property.

4. REFERENCES

ISO 9001:2008 – Clause 4.2 ISO 14001:2004 – Clause 4.4.1. OHSAS 18001:2007 – Clause 4.4.1.

5. INTEGRATED MANAGEMENT SYSTEM LAYOUT

For easy reference, the numbering used in this manual equates with the main element number of a section of the ISO 9001:2008, ISO 14001:2004 and OHSAS 18001:2007 Codes of Practices.

An objective statement on each of the elements and how the requirements of the element will be met is described. In addition, documentation applicable to each element has also been referenced.

6. GENERAL REQUIREMENTS

To ensure that an Integrated Management System (IMS) is established, documented, implemented and maintained and to indicate continual improvement to ensure overall effectiveness of the system.


HOW THESE OBJECTIVES ARE ACHIEVED:1. The identification of IMS processes:

a. The company is guided by the clauses of the code of practice for ISO 9001:2008; ISO 14001:2004 and OHSAS 18001:2007 with respect to the processes to be used. The interaction / interface between the processes are shown in Fig. 1 IMS plan.

b. The procedures cover the criteria for determining the IMS aspects of the process, the monitoring and measurement as well as corrective action to take in the event of a non-conformance.

c. The transportation of raw materials is outsourced but the activities in the loading process which affects the SHEQ of the products has been identified with the supplier and procedures. The control over this process is ensured by constant supervision by the site supervisors / operational managers over the activities of the suppliers.

2. Integrated Management Systems (IMS) Planning:a. IMS Planning to address the requirements of NOVA Plant Services Integrated

Management System (IMS) is documented and managed accordingly and will be revised as and when necessary.

3. Departments / Section which fall under the IMS are:a. Head Office: Finance; HRb. Divisions: Activity planning / Customer communication and site meetingsc. SHEQ Department: SHEQ section – interface with all operational sites and Head

Office.d. Commercial Department: Procurement and stores section – interface with Head

Office.e. Financial Department: Capital Funding.f. Human Resources Department: Training department – Interface with all operations

and Head Office.4. Departments / Sections that do not fall under the IMS

a. All Operational Sites which are situated on client’s property. The client has the authority to inspect or audit the sites for SHEQ purposes. When visiting client property, it may be a requirement to declare computers and other equipment at the security department on entry and check again on exiting the client’s premises. This clause otherwise is considered out of scope.

5. Documents applicable to ISO 9001, 14001 & OHSAS 18001 sub-clause 4.1.

a. NOVA Plant Services Integrated Management System:


Fig. 1: Interaction / Interface of the IMS Processes

6. Document Requirementsa. Objective

i. To ensure that all documents that have a bearing on the Management Systems are current, authorised and available to the users. The objective is also to comply with the requirements of the standard with respect to documented statements of the SHEW policy, IMS objectives, the IMS manual, documented procedures required by the applicable Standard, document which specify the planning, operation and control of the processes and the relevant records required by the Standard.

b. How this Objective is achieved:i. IMS Manual (ISO 9001 sub-clause 4.2.2, ISO 14001 sub-clause 4.4.4, OHSAS

18001 sub-clause 4.4.4)1. The IMS manual is written in a specific format to cover the scope of

the management system – processes and areas excluded from the management system are justified. The documented procedures established for the IMS are referred to in this manual and the interaction of processes of the SHEQ management system is described.

ii. Control of documents (ISO 9001 sub-clause 4.2.3, ISO 14001 sub-clause 4.4.5, OHSAS 18001 sub-clause 4.4.5)

1. Management Systems related documents are written in a specific format and controlled. The documents are uniquely numbered, reviewed by authorised personnel for content and technical correctness and finally authorised at management level for release and implementation.

2. The Management System of the company is documented in a four-


Management Responsibility

Sub-clause:ISO 9001 5.1-5.6

Measurement, analyses &

improvementSub-clause:

ISO 9001 8.1-8.5

Resource ManagementSub-clause:

ISO 9001 6.1-6.4

Product RealisationSub-clause:

ISO 9001 7.1-7.6

Customer Satisfaction

Cust

omer

Req

uire

men

ts

tier document structure to ensure correct execution of managerial and operational activities critical to SHEQ at different operational levels.

iii. Control of records (ISO 9001 sub-clause 4.2.4, ISO 14001 sub-clause 4.5.4, OHSAS 18001 sub-clause 4.5.4)

1. A Central Systems Administrator will maintain the system records indicating document distribution per designation, location and revision.

2. Assigned personnel in the respective departments control operation documents, maintenance documentation, Company Standing Instructions and training manuals.

3. Records are audited during scheduled internal audits. Records are identified, filed and stored at various locations and are easily retrievable. Retention time of SHEQ records are defined on the record lists and state the effective date of retention.

4. In contractually required, records will be made available for evaluation by customers. However, SHEQ records will be available to the relevant authorities and on request to Interested and Affected Parties (IAP’s).

7. Management Responsibility (ISO 9001 sub-clause 5.0, ISO 14001 sub-clause 4.4.1, OHSAS


Level 1:

Policy,

Quality

Manual

Level 2: Quality planning & Quality Procedures; Standing Instructions; Product Specifications

Level 3: Operational Procedures; Work Instructions

Level 4: Records; Other Documentation

18001 sub-clause 4.4.1)a. Management Commitment

i. Objective:1. To demonstrate continuous management commitment to the

development of an IMS system and continually improve its effectiveness through active participation in the monitoring and evaluation of the Management Systems of the entire business.

ii. How this Objective is achieved:1. Top management shall continue to communicate to the employees

and the rest of the company how important it is to meet clients as well as statutory and regulatory requirements. This communication shall take the form of management briefs, communication sessions and corporate annual report.

2. Top management shall establish the SHEQ Policy Statements:a. NOVA Plant Services SHEQ policies have been written by

executive management in collaboration with senior management. This SHEQ policy has been approved and signed by the CEO of NOVA Plant Services.

b. The SHEQ policies will be made available to the public on request and also distributed through the entire organisation.

c. Basic SHEQ awareness training for employees at all levels of the organisation is provided with the aim of ensuring that the policies and the Management Systems are understood, implemented and maintained.

d. Copies of the policies are displayed in operational areas.3. Top management shall establish SHEQ objectives for the company –

the SHEQ objectives shall form part of the result areas and result indicators (RA/RI) of the individual managers.

4. Top management shall take an active part in the review of the management system. The NOVA Plant Services Industrial Management System is reviewed at least once per year by management to ensure its continuing suitability, adequacy and effectiveness.

5. On Resource requirements i.e. capital, operational overheads, raw materials, manpower, utilities and services as identified by senior and line management are reviewed annually and provided for in the annual operations and capital expenditure budgets and approved by the Board. Ad hoc resources are addressed and approved at Board

meetings. Pre-requisites and/or training for positions relating to SHEQ and

positions of personnel whose work may create a significant impact on the environment shall be defined in the vacancy


specification and interview form when a position is to be filled. Personnel required to perform verification activities e.g.,

auditing, in-process inspection and testing, final product inspection and testing, are selected and trained according to the requirements of the activity.

7. CUSTOMER FOCUS

Objective: To ensure that customer requirements are determined and met with the aim of enhancing customer satisfaction.

How this objective is achieved: Internal customer requirements i.e. customers inside the company e.g. the production

department served by service providers: the maintenance department, stores department, etc. Continuous discussions between the affected parties are held with the aim of taking corrective and preventive action to enhance customer satisfaction. Issues that require action are noted and followed up after the discussions.

External customer’s requirements, i.e. national, are in essence guided by the process used to render these services. The supply chain consisting of amongst others, marketing, sales and logistics which are constantly liaising with customers with respect to the quality of the service that is delivered to the customer.

In summary, issues such as quantity, quality, on-time delivery, the safe use of the equipment and environmental impacts of the product forms part of the customer focus process. Impacts on the community should be taken into consideration, during the transportation of chemicals on our public roads (Paint and related painting products).

Meetings are held with our customers. The issues discussed relate to SHEQ impacts, production forecasts, service problems and requirements and technical issues. The personnel involved from NOVA Plant Services are usually the site managers and SHEQ department.

8. SHERQ POLICY (ISO 9001 sub-clause 5.3, ISO 14001 sub-clause 4.2 & OHSAS 18001 sub-clause 4.2)

Objective: To ensure that the documented statements made on the SHEQ Policy: Is appropriate to the purpose, nature, scale and environmental impacts of its activities,

products and services. Includes a commitment to continual improvement requirements and prevention of

pollution. Includes a commitment to comply with current applicable legal and other requirements to

which the organisation subscribes which is related to its environmental aspects. Is documented, implemented, maintained and provides a framework for establishing and

reviewing quality objectives and targets.


Is communicated and understood by all personnel working for or on behalf of the organisation.

Be reviewed periodically for continuing suitability and is available to the public.

How this objective is achieved: Top management establishes and issues the policies in line with the requirements of the

IMS. The policies are reviewed by top management as and when required to keep the policies

relevant and suitable to the company’s objectives. The policies are issued to the employees as a hard copy for their reference, placed on notice

boards and communicated to them via the morning meetings and toolbox talks.

SAFETY MANAGEMENT POLICY STATEMENTProtecting people is not just the way we do business; it is who we are as individuals and collectively as a company. Our goal is to strive towards achieving Zero incidents.

NOVA Plant Services is committed to preventing the accidental loss of any resources and in particular its human resources.

To achieve this commitment to protect people, management will provide and maintain an environment which is conducive to a safe and healthy culture.

We recognise that the responsibility for health and safety is shared. All employees will be equally responsible in achieving a Zero Incident environment.

Zero Incidents and zero tolerance can be controlled through the actions of all individuals, leading by example, ensuring it becomes an inherent behaviour.

ENVIRONMENTAL MANAGEMENT POLICY STATEMENTNOVA Plant Services recognises that day-to-day operations can impact both directly and indirectly on the environment. We aim to protect and improve the environment through good management and by adopting best practice wherever possible. NOVA Plant Services will work to integrate environmental considerations into our business decisions and adopt greener alternatives wherever possible, throughout our operations.

In all our activities we aspire to: Comply fully with all relevant legal requirements, code of practice and regulations. Prevent pollution to land, air and water. Reduce water and energy usage. Minimise waste and increase recycling within the framework of our waste management

procedures. Identify and manage environmental risks and hazards. Involve customers, partners, clients, suppliers and subcontractors in the implementation of

our objectives.


Promote environmentally responsible purchasing. Provide suitable training to enable employees to deal with their specific areas of

environmental control. Improve the environmental efficiency of our transport and travel. Establish targets to measure the continuous improvement in our environmental

performance. All employees are responsible for working towards the objectives contained within this

policy.

QUALITY MANAGEMENT POLICY STATEMENTNOVA Plant Services is a renowned industrial services company that has stamped its mark in a highly competitive market. NOVA Plant Services offers skilled resources in terms of industry experience and product knowledge, developing mutually beneficial relationships with suppliers and clients.

NOVA Plant Services’ business comprises of Access Maintenance and Insulation, Abrasive Blasting and Painting. We are committed to maintaining a Quality Management System which complies with the requirements of ISO 9001.

To achieve this, NOVA Plant Services’ management and staff aspire to: Implement, maintain and continually improve as leaders in quality by supporting our

business processes within the boundaries as set out in the scope of this system. Establish quality objectives at all levels for each process identified and manage them

according to the ISO 9001 standard. Ensure that this policy is communicated and understood by means of including the policy in

our Quality Awareness training program for all employees and contractors who perform quality functions.

Sharing and communicating relevant information to interested and affected parties, stakeholders and authorities in an open and transparent manner.

Understand the needs of both our internal and external customers conform to their requirements and strive to exceed their expectations.

Provide on-going development and appropriate quality training of personnel to reinforce the concept of quality products and services.

Eliminating risks associated with our activities, products and services rendered which may cause an impact to our customers and prevent comebacks through service render.

Investigate non-conformances received to prevent reoccurrence of such non-conformances. Subjecting ourselves to third party audits by a recognised auditing authority. Meet time frames on deliverance of equipment and services rendered.

9. PLANNING


Objective: To ensure that measurable objectives, including these needed to meet the requirements for

the products produced, are established at relevant functions and levels within the company. To ensure that the planning of the IMS is carried out in order to meet the requirements of

sub-clause 4.1 of the standard as well as of the SHEQ objectives set for the company. To ensure that the integrity of the IMS is maintained when changes to the IMS is planned

and implemented.

How this objective is achieved: The achievement and maintenance of SHEQ forms part of the Key Performance indicators of

individuals who has an influence on achieving SHEQ objectives. SHEQ objectives are formulated from the SHEQ policies and declaration as well as per

function as performed in the company. The product specification for the products manufactured, establishes the quality objective

which the product must meet before it can be dispatched to the customer – during the production process the objective is to meet the requirements of the service render specification.

The audit schedule has an objective to complete a number of audits within a certain period – incomplete or outstanding audits are noted and discussed in the Management Review for corrective action.

Changes to the IMS are made as and when required by changing conditions and circumstances to maintain the IMS as current, relevant and suitable.

10. RESPONSIBILITY, AUTHORITY & COMMUNICATION

Objective: To ensure that responsibilities and authorities are defined and communicated within the

company. To ensure that a management representative(s) is appointed who will be responsible for

establishing, implementing and maintaining the IMS and also reporting to top management on the performance of the system. The Management Representative must also promote awareness of customer requirements.

To ensure that the communication processes are established for effective communication between all parties in the company as well as external interested and affected parties.

How this objective will be achieved: Responsibilities and authorities are indicated on the procedures and work instructions in

section dedicated to “Responsibility / Authority” As requested by the ISO 9001:2008; ISO 14001:2004 and OHSAS 18001:2007 terms, a person

is dedicated and appointed as Management Representative(s) for NOVA Plant Services to successfully establish and implement a SHEQ Integrated Management System.

Nominated people are appointed as Co-Management Representatives to assist the Management Representative(s) to establish, implement and maintain a SHEQ Integrated Management System within NOVA Plant Services operations.


Communication is achieved by pamphlets on notice boards, newsletters, and internal news magazines with respect to SHEQ related issues as well as by discussions.

The responsibility, authority ad interrelationship of all key personnel who manage, perform and verify work at NOVA Plant Services that includes SHEQ which are defined in organisational charts and in individual system documentation, operational procedures and work instructions.

Designated management structure is defined and is subject to change depending on the requirements of the company at the time.

11. MANAGEMENT REVIEW

Objective: To ensure that management review meetings are held at planned intervals to discuss the continuing suitability, adequacy, effectiveness, the need for improvement / changes of the IMS, the policies and SHEQ objectives.

How this objective is achieved: The review meeting is held at planned intervals and minutes of the meeting are recorded. Reporting is done on results of audits, customer feedback, corrective and preventive action,

follow-up actions from previous reviews, changes that could affect the improvement and monitoring and measurement.

Management decisions taken with respect to the effectiveness of the system with the aim to improve products related to customer requirements and resource needs, will be recorded and action to the relevant person.

12.RESOURCE MANAGEMENT

a. Provision ResourcesObjective: To ensure that resources needed to maintain the IMS and to continually improve its effectiveness in order to meet customer requirements and to enhance customer satisfaction is provided by the company.

How this objective is achieved: Resource requirements i.e. capital, operational overheads, raw materials,

manpower, utilities and services as identified by senior and line management are reviewed annually and provided for in the annual operations and capital expenditure budgets and approved the Board.

Ad hoc resources are addressed and approved at Board Meetings. Pre-requisites and/or training for positions relating to SHEQ shall be defined

in the vacancy specification and interview form when a position is to be filled.

Personnel required to perform verification activities e.g. auditing, in-process inspection and testing, final product inspection and testing, are selected and


trained according to the requirements of the activity.b. Work Environment

Objective: To ensure that the work environment is determined and maintained to achieve conformity to product requirements and which is environmentally friendly.

How this objective is achieved: The work environment is pre-determined by the process used to

manufacture the products. The company, however, maintains and improves the work environment in

relation to SHEQ requirements.c. Service Realisation

i. Planning of Service RealisationObjective:

To continuously determine the inspection status during all stages of service render to the client.

To plan the control measures and procedures to perform the tasks with minimal or no SHE impacts.

How this objective is achieved: Planning of product realisation takes the following into account –

SHEQ Objectives, Product Requirement and availability of raw materials, maintenance schedules as the movement of final product to the customer.

It is the responsibility of the site supervisors / safety officials to ensure control of the inspection on the various sites. The Site Supervisor is responsible to ensure that the inspection comply with statutory requirements.

d. Customer Related ProcessesObjective: To provide proper coordination between marketing and relevant departments in order to ensure that customer confidence is maintained through services rendered that consistently conforms to stated specifications and contractual agreements where agreements exist.

How this objective is achieved: Existing Customers

o The Site Mangers liaise on a daily basis with customers to discuss operational issues and planned forecasts. Should a customer require different products that the available products, viability studies will have to be done first and the customer will be told if his request can be met.

Prospective Customers (New)o The customer is either referred by other customers or contacted by

the marketing department. The customer is then being visited by the marketing department to gather information such as customer


requirements, quality of equipment and products needed, accessories and application. A credit application is forwarded to the customer. Once the credit facility is approved, an order can be placed by contacting the applicable marketing manager.

Requirements not stated by the customero All orders accepted from customers are regarded as contracts.o Any customer request with regards to product specification outside

the standard product specification is evaluated in terms of cost, capability and production capacity.

o The environmental impacts of incorrect handling of the product during receiving and handling is brought to the attention of the customer – spillages outside bounded areas can cause environmental damage which is illegal as per the Environmental Conservation Act.

Review of requirements related to the product (ISO 9001 sub-clause 7.2.2)o Customer orders are reviewed by the marketing department prior to

acceptance to establish whether customer requirements with regards to quantity, delivery and specifications are within NOVA Plant Services capabilities.

o Any differences between customer requirements and NOVA Plant Services capability to comply are resolved.

o Service quality specifications are agreed by both production and marketing department heads in the form of service specification sheets (waybills).

e. ProcurementObjective: To ensure that purchased materials and services meet quality requirements.

How this objective is achieved: Purchasing information (ISO 9001 sub-clause 7.4.2)

o Purchasing is conducted in accordance with the procedures applicable to purchasing activities.

o Chemicals (Paint and related painting products) are ordered by the Operational Manager when required.

Verification of purchased products (ISO 9001 sub-clause 7.4.3)o Any request from a customer to SHEQ system requirements on

suppliers will be considered and documented in appropriate procedures and contracts between the three involved parties.

f. Production and Service RealisationObjective:

To continuously produce the required quantity and quality services at optimum process efficiency levels through correct execution of service control activities, monitoring and quality control, scheduled maintenance of units to ensure continuing process capability and using personnel exposed


to on-going training. To ensure that the operations, activities, products and services that are

associated with the significant SHEQ aspects, risks, impacts and hazards are identified and carried out in such a way as to minimise their impacts and risks on the environment, health and safety. Operational control procedures, with specific operating criteria are established and implemented so as to effectively plan and maintain these activities, goods or services. Relevant procedures will be communicated to affected service suppliers and contractors.

How this objective is achieved: Control of production and service provision (ISO 9001 sub-clause 7.5.1)

o The necessary operations and intermediate characteristics are defined, monitored and controlled throughout the operation process stages and is identified in work specific procedures and work instructions.

o Reference is also made to certain in line measuring equipment such as temperature, pressure and flow gauges. Operational personnel are trained on an on-going basis and written procedures and work instruction are available to execute the process activities in a consistent manner.

o Equipment is maintained by scheduled maintenance on certain units and breakdowns are attended to by maintenance personnel.

Validation of processes for production and service provision (ISO 9001 sub-clause 7.5.2)

o As the forecast total customer requirements during any month may vary from the budgeted requirements; operations are discussed and agreed between project and marketing departments.

o Projective figures are formally reported and discussed at management level every day during weekdays. The required corrective action is communicated by the Project Managers directly to Operational Managers and discussed at daily operational meetings.

o Actual operational output are compared to budgeted service output and reported on a monthly basis. A twelve month rolling project plan is drawn up by the applicable designated managers.

g. Annual BudgetThe relevant records shall be kept by the Financial Department

Objective for Identification and Traceability (ISO 9001 sub-clause 7.5.3)To maintain a record system that provides some information to trace final service quality back through the stages of services applied.

How this objective is achieved:


The Operational Manager is responsible for effective identification of chemicals to be used on all different working sites.

The process analysis results that are logged against sample identification and time on way bill reports provide information to trace to a certain extent, product and services.

This is crucial to make sure that the right chemical has been used according to the client specifications and processes.

Records of the above are maintained as outline in relevant work procedures and work instructions.

Objective for customer property (ISO 9001 sub-clause 7.5.4)To exercise care with customer property while it is under the organisation’s control or being used by the organisation.

How this objective is achieved: Control of Records: By identifying all customers related documents and log

such documents in the document register for easy retrieval. If any customer related documents e.g. drawings, procedures etc. is lost,

damaged or otherwise found to be unsuitable for use, the organisation shall report this to the customer and maintain records.

Objective for Preservation of product (ISO 9001 sub-clause 7.5.5, ISO 14001 sub-clause 4.4.6, OHSAS 18001 sub-clause 4.4.6)To prevent process materials and products from deterioration by suitable storage and handling and delivery practices.

How this objective is achieved: Handling and Storage

o Incoming chemicals are stored and handled in accordance with site specifications. Procedures and work instructions describe the receiving, offloading and intake of chemicals as well as the storage and loading of used chemicals.

Preservationo Due to the nature of chemicals, handling and current storage

practices will not result in deterioration of the chemical or physical quality to such an extent that it will become unfit for use or dispatch.

Preservation of Scaffold Materialo All scaffold material will be stacked on pallets awaiting

transportation. In order to ensure the scaffold material lasts, systems need to be put in place to inspect the material for possible corrosion whereby defective or corroded material will be returned to the supplier for replacement.

Preservation of Insulation Material


o All insulation material used by NOVA Plant Services must be stored in such a manner that it is protected against the natural elements e.g. sun, rain etc. All insulation stored at any NOVA Plant Services facility needs to be stored in the same manner as to ensure its effectiveness during use. When transporting insulation material from the factory to the designated delivery area, such insulation material shall be protected by means of plastic bags that are used for packaging, it will also be covered with canvas and tied down during transportation in order to ensure that all goods are protected accordingly.

h. Control of monitoring and measuring devicesObjective: To maintain and calibrate identified, measuring and testing equipment utilised in the plant to ascertain reliable measurements within required measurement capabilities with calibration traceable to national standards where required.

How this objective is achieved: General

o Procedures, work instruction and manufacturer’s operating manuals are available to users and service personnel to operate, calibrate and maintain inspection, measuring and test equipment in accordance with the manufacturers operating manuals.

o Each department is responsible for identifying critical measuring and testing equipment for the plant processes.

o It is the responsibility of each department to set maintenance and calibration frequencies for the identified process measuring and testing equipment (including early warning systems) and to ensure that maintenance and calibration is done accordingly and records kept of certificates of calibration and services.

o Critical testing and measuring equipment (plant and site) is uniquely identified by engraving, labelling or tagging.

Equipmento Checks and/or calibration of the identified critical measurement

equipment conducted by an external company, findings and service history is recorded and available to interested and or affected parties.

o The frequency of checks and/or calibration is scheduled according to its criticality to quality and its reliability.

13. HUMAN RESOURCES


Objective: To identify employee training needs and to provide the necessary training to develop each employees to understand and perform his work correctly with respect to issues affecting the company’s SHEQ system requirement.

How this objective is achieved: A documented procedure is in place that describes the identification of employee training

requirements and the process of addressing the requirements. Training is carried out by using both in-house and external resources. A wide range of training is given covering both present and future development needs in

areas such as SHEQ, management/supervisor, operator and artisan training, etc. Where necessary, employees undergo formal tests to ensure that the employee meets the minimum standard.

Records of formal and awareness training are maintained by the training section and kept on site.

14.INFRASTRUCTURE

Objective: To ensure that the company provides and maintains infrastructure, i.e. buildings, workspace, equipment (i.e. hardware and software) and supporting services such as transport and communication needed to achieve conformity to product requirements.

How this objective is achieved: Buildings, workspace and associated utilities exist and are maintained and improved by the

maintenance system. Hardware and software exist and are maintained and improved by the maintenance system

as well as the IT system.

15.MEASUREMENT ANALYSIS AND IMPROVEMENT

a. Generali. Objective: To plan and monitor, measure and analyse the processes in order

to demonstrate the uniformity of the equipment and that the process is effective, shows continual improved conformance to the IMS.

How this objective is achieved: Procedures are in place to measure and monitor product quality. Internal audits are carried out to monitor existing procedures and to

identify areas for improvement.

b. Monitoring and Measurementi. Objective for customer satisfaction (ISO 9001 sub-clause 8.2.1, ISO 14001


sub-clause 4.5.1 & OHSAS sub-clause 4.5.1): To monitor customer satisfaction with the product and service delivered by the company.

How this objective is achieved: Customer satisfaction is determined by the marketing personnel

during follow-up visits. The comments of the customer is recorded and forwarded to NOVA Plant Services management team, so that corrective and preventive action can be taken.

The customer is also encouraged to visit the premises at the relevant sites for first hand exposure and knowledge of the company and to improve the relations.

Objective for internal audit (ISO 9001 sub-clause 8.2.2, ISO 14001 sub clause 4.5.4 & OHSAS 18001 sub-clause 4.5.4): To conduct scheduled internal audits with the intent to demonstrate compliance to the documented IMS and to continuously improve the Management Systems in place at NOVA Plant Services.


o A documented procedure for internal IMS auditing is in place.

Auditingo Two internal audits will be conducted per site, and one

external audit for all division within NOVA Plant Services. Planned and carried out by trained auditors.

o Each audit is a purposeful and comprehensive examination of compliance to the requirements of the Management Systems in the area audited.

o Audits are conducted at least once per year per site and cover the SANS, ISO 9001:2008, ISO 14001:2004 and OHSAS 18001:2007 elements applicable to the operational area.

o Audited finding reports are compiled by lead auditors/management representative or delegates and deviations and improvement proposals handled in accordance with the corrective action system. Theses audit findings will be discussed during the management review meeting in the presence of directors and designated managers on a six monthly basis.

o Audit findings and improvement proposals are agreed with the auditor, who is responsible for seeing that corrective action on findings has been taken and closed out.

o Audit findings are reviewed by management and the necessary changes to the system are made to ensure


continuous effectiveness and improvement of the system.o Follow-up/verification audits are conducted by internal

auditors to establish the effectiveness of closed-out corrective actions.

Objective for monitoring and measurement of processes and product (ISO 9001 sub-clauses 8.2.3 & 8.2.4, ISO 14001 sub-clause 4.5.1, OHSAS 18001 sub-clause 4.5.1)

To conduct appropriate and sufficient inspection and testing during all stages of operation to ensure that services render conforms to the client’s specification.

To monitor and measure key characteristics of operations and activities that can have a significant impact on the environment.

To monitor conformance to environmental objectives and targets and environmental legislation.


o Appropriate inspection and testing plans, procedures and work instructions are in place to monitor or verify services rendered and chemicals used, operations, intermediate service quality. Responsibilities are defined in the procedures and work instructions.

Inspection and test recordso All inspection and test records of chemicals, equipment

intermediates and service are retained for a specific period.o Waybills are also retained for a specific period.

Environmental non-conformanceso Appropriate measures as required by operational permits,

are taken; breaches in environmental compliance are reported on the prescribed documentation.

16.ANALYSIS DATA

Objective: To employ statistical techniques in order to monitor analytical performance, to identify potential non-conformances in activities that may lead to non-conforming service and to present information related to the IMS in statistical tables and graphs to the management during review meetings.

How this objective is achieved: Statistical techniques are employed in the Laboratory Analytical Assurance system to

establish the 95% confidence limits of analytical methods and to monitor analyst’s performance on control samples.

Operations management may utilise applicable statistical techniques such as normal graphs


and trend analysis to monitor process performance or to identify potential service non-conformances.

Operation performance, plant operation efficiencies, chemicals conformance are reported in graph and table format.

The SHEQ Systems Administrator provides the Management Review Meeting with statistics on total system audit findings per element and department, year to date findings, reported non-conformances, customer complaints, open, close, pending and overdue.

17.IMPROVEMENT

Objective: To maintain an effective system of corrective and preventative action with the participation of all employees, to reduce and eventually prevent the causes of actual or potential quality non-conformances reported.


o Documented procedures are in place to address actual and potential non-conformances, customer complaints and undesirable process trends. Employees are encouraged to report observed actual and potential non-conformances using a standard reporting form.

Corrective and Preventative Actiono Depending on the level of risk encountered, identified SHEQ non-conformances are

investigated to determine their root causes. Recommendations are then made to remove the identified cause(s). Actions and target dates for completion are set and recorded. Follow-up audits are conducted to establish the effectiveness of corrective actions.

o Records reflecting corrective actions are maintained.

18.RECORDS

IDENTIFICATION STORAGE RETENTION TIME DISPOSITION RESPONSIBLE PERSON

Obsolete Documents

Obsolete File 5 Years Shred System Administrator
