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| 05.PR002 BINDT Training Management |
3.6 Order Lunches
Advise the Business services assisstant of the lunches to be ordered, how many delegates and course dates. |
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3.7 Collate documentation
Print off all required training documentation. |
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3.10 Carry out training/board room preparation
Carry out room preparation as per the Training Checklist |
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4.4 Deliver Training
All tutors will be assigned with overall responsibility for each validated course of training. Written consent will be sorted prior to any tutor delivering training.
Once written consent is received this will be plcaed on file and subject to audit.
Continual assessments undertaken during the course are to be recorded on the relevant Course Continuous Assessment Form and saved.
Should the need for Student counselling be identified the student will be informed and results monitored before the student can undertake the final course assessment.
Records of all counselling are to be identified and recorded on the relevant Course Continuous Assessment Form and retained on the LMS when completed and signed by both the Trainer and Student.
Any counselling will be facilitated by the trainer. This will be performed on a one-one basis or as deemed necessary by the trainer. The training will be supported by Metron's support team through the duration._
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| 05.PR005 Training course being delivered at Metron by Metron personnel or contractor |
2.4 Order Lunches
Advise the Office and Support Services Assistant of the lunches to be ordered, how many delegates and course dates. |
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2.8 Carry out training/board room preparation
Carry out room preparation as per the Metron Delivery - Training Checklist |
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3.1 Course delivery
Carry out course delivery as per the Metron Delivery - Training Checklist. |
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3.3 Facilitate for the duration of course
Ensure snacks and lunches are ready at appropriate intervals and that rooms are cleaned at the end of each day.
If the course is more than one day, ensure all preparations are made on each day, as per sections 3.3. Once course is complete, proceed to 4.
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3.4 End of course
Carry out end of course delivery as per the Metron Delivery - Training Checklist. |
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| 05.PR008 Organisation of training held at Metron by a third party |
3.1 Order lunches and snacks
Operations Coordinator to forward on relevant details from client (no of delegates, dietary requirements etc.) |
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4.3 Facilitate for the duration of course
Ensure snacks and lunches are ready at appropriate intervals and that rooms are cleaned at the end of each day.
If the course is more than one day long, ensure all preparations are made on each day, as per sections 3.2 and 4.3. Once course is complete, proceed to 5. |
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5.1 End of Course Delivery
Ensure all rooms are tidied and any training material is sent back to the training provider. |
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| 05.PR010 Goods IN |
1.1 Receive Goods into building
Good will arrive into the building. This will usually be at reception.
Goods can be received and initial inspection completed by any staff member and must be taken to reception upon receipt.
Inspect the item in its packaging, if there is any damage to the packaging, take detailed photos and raise this with a manager before acceptance.
Mark the delivery note as 'items received' and sign your name and date. If no delivery note has been received, complete a goods received form.
The Business Services Assistant has all the information available to allow them to categorise the item into one of three possibilities (other staff members can assist if required):
(1) Operational goods:
If goods are for Operations use, these are to be passed to the Storeman along with the delivery note, who will follow this process from section 2.
(2) Non-Operational goods:
If goods are not for the use of Operations, the goods and the delivery note are to remain with the receptionist who will follow this process from section 3.
(3) Personal items:
If the goods are items delivered to the office for personal use, they are to be handed to the recipient and the process ends here. |
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2.4 Put away
(1) Clients stored assets:
Place the item on its assigned shelf, as per the asset register.
(2) Clients project assets:
Place item in a project box. Follow the setting up project boxes process.
(3) Metron project materials:
Place in the correct project box or hand to the engineer working on the project. Place the delivery note in the 'delivery notes' pigeon hole in reception. If items are hired from a 3rd party, proceed to the Hire equipment process.
(4) Metron Operational assets:
Put asset in storage location, as defined in the asset register.
Process ends |
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3.1 Identify
Categorise the item(s) further:
(1) Information Systems Department purchases - Distribute to the Business Systems Manager
(2) Metron support assets - proceed to section 3.2
Non-consumable items that require adding to the asset register.
(3) Metron non-project procurement - proceed to section 3.3
Consumable items.
Where goods received have been ordered using a GTS Metron PO, update the company accounting package to mark the goods as received. |
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3.2 Register Metron Support Assets
Remove the item(s) from packaging and add any reusable packaging to storage in the goods in area. Dispose of or recycle any packaging that cannot be reused. Throw away any foam chips to general waste.
Add the item to, or update the items details, in the asset register, using the registering assets process.
Link: Registering and updating assets process
Distribute goods to the relevant department/person. |
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3.3 Metron non-project procurement
Distribute to the relevant department/person. |
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| 05.PR037 Meals for staff working late |
1.2 Get copies of receipts
Ensure a copy of the receipt is kept and either emailed to finance@metrongroup.co.uk or handed to the receptionist within 24 working hours of the food being ordered. Detail is also to be provided on the purchase (i.e how many people & purpose of staying late).
If food is being expensed, ensure a copy of the receipt is kept for attaching to the expenses form, as per process. |
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| 07.PR010 Payments |
1.1 Identify Requirement
I/P's from:
07.PR002 Purchasing - Materials, Equipment or Services
07.PR005 Supplier Invoices
07.PR012 Payroll Process
07.PR018 Credit Card Management
07.PR008 Vat Return
07.PR007 Expenses
Identify the type of payment required:
For immediate payments refer to step 2.2 Make payment
For non-immediate payments refer to step 1.2
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1.2 Print Aged Creditor Report
Every Tuesday, following a reconciliation of the company accounts, print an aged creditor report from SAGE. |
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1.3 Review
Review each amount due alongside the supplier's payment terms and collate a proposed payments list for the following day.
Consider:
Days credit
Payment method
Direct Debits
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2.2 BACS
Make a payment for goods via our online banking system |
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2.3 Card Payments
Make a payment for goods using the company debit or credit card |
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2.4 Paypal Payments
Make a payment using our Paypal Account |
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2.5 Petty Cash Payments
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2.6 Foreign Currency Payments
Foreign exchange payments, which are not paid via Paypal, should be paid using, either, the international payment option via our business bank, or our dedicated Amex FX online trading account.
Check the offered exchange rates with both before processing payment.
Consider:
Is this a one-off payment?
Urgency of payment (Amex is instant)
Are we expecting to make frequent large FX transactions? If so, consider cost savings of purchasing currency in bulk. |
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| 08.PR001 New Employee Induction |
1.2 Inform relevent personnel and pass on checklist
Originator to inform IT Support Engineer of new employee and forward Induction Checklist to them. |
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1.3 Process Handover
Business Services Administrator should complete section 2 of New Employee/Internal Move Checklist and forward Checklist to IT Support Engineer. |
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1.5 Prepare Induction
Business Services Administrator to print form 08.TM007 New Employee Induction Checklist |
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1.6 Ensure completion of New Employee Induction Checklist
Business Services Administrator to ensure section 1 has been completed, Buddy to ensure section 2 has been completed, Line Manager to ensure section 3 has been completed. |
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1.7 File documentation
Business Services Administrator to add all documents to '08 Human Resources Management' site on Share. |
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| 08.PR002 Completion of Recruitment Process |
1.1 Print Induction Plan
I/P 08.PR001 New Employee Induction
An induction plan needs to be printed off in preparation for a new employee commencing employment so that they get a thorough introduction to the company.
If the employee is already an existing Metron employee an internal job position move checklist must be completed. Confirm with Line manager who Buddy will be. |
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2.1 Create file of new starter paperwork and inform Finance when created
A hard file should be created then scanned and saved in SharePoint - HR Management - current staff. Then inform Finance Admin once complete. |
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2.3 Facilitate induction activities in accordance with the plan
Schedule first week, time with Business Systems, HR & QHSE, Introduction to team including scheduling 5 mins with directors. |
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2.4 Schedule review meeting with line manager
Schedule induction review with line manager approx. 4 weeks after induction sign off |
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| 10.PR007 Software License Management |
1.1 Purchase Software
Register purchased software licenses to the following email: softwarelicensing@gtsmetron.com. If the supplier requires a personal email address, you should use the end user's email address.
Inform the Business Systems Manager that a software license has been purchased by emailing softwarelicensing@metrongroup.co.uk with the purchasing company name, software company, name of software, registered email address, passwords, purchase date of the software and any other email communication with the purchaser. |
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| 10.PR012 Author System Management |
2.2 Load working copy onto Author software
Open the Author software on the Author machine, load the working version of the IMS and change the system information version to the next version.
Admin staff carrying out the change to the IMS should be informed that the changes are ready to be made and an electronic copy of the approved changes should be forwarded.
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3.1 Implement changes
Within the Author software make the approved changes.
The Business Systems Manager should assist if any assistance is required.
The Business Systems Manager should be informed once the changes have been completed.
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3.3 Peer review changes
Business Systems Manager should compare published changes with original approved changes to ensure there are no deviations.
IMPORTANT
Only continue with the process if there are no deviations.
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4.1 Make IMS live
Upload the entire contents of the "Working Copy" folder to the GoDaddy server.
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| 14.PR011 Personal Protective Equipment Management |
4.1 Order PPE
Office & Support Services PA shall be responsible for purchasing required PPE as set out in 2.1 - 2.8. |
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| 14.PR023 Driving for Work |
1.3 Carry out driver checks
Office and Support Services Manager to carry out checks to confirm employee's driving licence status as per section 2.2.3 of Metron Driving Policy |
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1.8 Store
Store completed Driving Incident Recording Forms on Share |
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| 14.PR036 HSSE Inspection Procedure |
1.5 Inform
Once the form is completed, and any actions raised, inform the OSSA.
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1.6 Update
The OSSA will save the latest version in Share |
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| 56.PR004 CNR Engineer Passport Renewal Travel Requirements |
2.1 Photocopy Passport
If a copy of the passport is not available on the Metron database (check with OSSA), please request a copy from the relevant Metron personnel and advise the OSSA to update the system as necessary.
Photocopy passport (in colour) and send in email to Operations Coordinator: Operations@metrongroup.co.uk
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2.2 Create Draft Letter
Create draft letter using Metron headed letter template. This letter must include the following information:
- Current date
- Name of Engineer
- Home Address of Engineer
- Confirmation that engineer is currently employed at Metron
- Job Title
- Date of passport expiry
- Engineer's DOB
- Confirmation that a coloured photocopy and the letter will be taken by the engineer to the heliport
This information can be found in ERP under Human Resources and the individual engineer.
If details are not available in the HR system speak to the Office and Support Services Assistant.
Give a copy of letter to the engineer to check all details provided are correct.
If correct go to 2.3 for approval
If changes required, complete these and get engineer to check before moving onto 2.3. |
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4.1 New Passport Arrival
Inform the Operations Coordinator and Office and Support Services Assistant that the new passport has arrived.
Give this to the Office and Support Services Assistant so ERP can be updated and new scan taken for Metrons records.
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4.2 Update Systems with New Passport Details
Update Employees record on ERP in Human Resources
Scan a copy of the passport to add a copy in Share
Inform Operations Coordinator once complete.
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