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| 01.PR002 Quarterly Management Meetings |
7.1 Review Internal & External issues facing the business
Review the current issues facing the business. Update as appropriate.
These are held in the QHSE Management Plan |
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7.2 Review Interested Parties
Review the needs and requirements of the identified interested parties.
Ensure we have met the communication, management or monitoring requirements.
These are held in the QHSE Management Plan Document any reported issues. |
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8.2 Standards and Legislation
Review the implications of any recent or planned changes to standards and legislation that may have an impact on the business. |
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| 01.PR004 Monthly Management Meetings |
4.1 Review and agree amendments to Metron terminology
Discuss and agree new / amended items and allocate.
Additions and amendments should be implemented via the change management process. |
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| 04.PR001 Client Approval |
1.10 Inform QA Director
Send an email to the Quality Assurance Director informing them that a new customer has been added and hence, a Policy Compatibility Review may be required. |
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1.11 Customer Rejected
If the customer is deamed to be unsuitable, the Business Development Manager should be advised of the decision and the reasons for the decision immediately.
File the completed Customer Request Approval Form in the filing system |
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| 05.PR002 BINDT Training Management |
3.5 Carry out a risk assessment.
The execution of the training courses will be conducted as part of the core delivery processes. As such, a risk assessment for the course may be deemed necessary by the delivery process. |
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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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5.4 Couse feedback to be assessed by QA
The Training Coordinator should provide all feedback to the QHSE Manager for review. |
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5.5 Evaluate course delivery performance / feedback.
External course feedback may form an input of QHSE KPI metrics.
Any significant negative feedback or complaints will be raised as Non-Conformances. Similarly, any identified opportunities for improvement will be raised.
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| 05.PR003 BINDT Examination |
2.4 Carry out a risk assessment.
The execution of the examination will be conducted as part of the core delivery processes. As such, a risk assessment for the examination may be deemed necessary by the delivery process. |
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| 05.PR016 Registering Metron Asset |
2.4 Planned Maintenance
If any planned maintenance is required, add to the maintenance log. |
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| 05.PR026 Failed Product & Control of non-conforming outputs |
1.3 Communication made to Metron staff that a non-conforming product has been found (i.e. a Metron provided product has failed).
Details of non-conformance to be communicated to defined parties and details of steps to be taken moving forward. |
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2.1 Implement action plan and continue to follow non-conformance process.
Follow NC process.
Actions can be raised for others to complete.
If appropriate, move any non-conforming parts from the workshop or at least ensure there is awareness that work is halted.
The actions should be based on the nature, complexity, significance and urgency of the non-conformity.
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3.1 Upon completion of actions, organise a review meeting
Review results of analysis. Decide course of any follow up actions.
Decide upon communication with client.
Decide if alternative / replacement product is to be offered or alternative personnel sent out to fulfill re-do the scope of work.
Reviews of previously provided reports may be required.
A revised PDP may be required. Consult with the Engineering Director to determine course of action.
Ensure that any corrections are verified, such as inspection or the part or assessing its performance. Seek assistance of QA Manger
If any concessions are required, consult with the Engineering Director.
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4.1 Feedback to client
The agreed outputs from the review meeting, should be fed back to client.
Discuss any concerns.
Ensure the correct communication channels are followed.
Check PDP and / or contract to determine the correct process / agreed methodology.
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4.2 Complete non-conformance process
As per non-conformance process
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4.3 Follow on actions
Ensure actions are created to feedback / improve processes |
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| 05.PR040 DNV Thruster CM Contract Set Up |
8.1 Obtain feedback from client personnel - routine
Obtain monthly feedback and incorporate in monthly KPI report |
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8.2 Obtain feedback from client personnel - annual
Review performance at annual contract review |
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8.3 Review industry developments in monitoring applications
Review developments via conferences, desktop studies, discussion with other operators etc
Include in IMS annual review
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8.5 Identify NCs / IOs
Report through existing Metron processes |
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| 07.PR006 Non Conforming Goods |
1.5 Update Non Conformance
Advise the person responsible for completing the non-conformance and the agreed corrective action.
Update the non-conformance on ERP.
The NC register will be used as an i/p to the Supply Chain Management process, to help monitor, control and evaluate suppliers. |
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| 07.PR031 Supply Chain Management |
1.3 Review documentation and performance
If required, prior to the review, discuss the performance of any suppliers with the Procurement Administrator and Operations Coordinator.
Any non-conformances will be logged within the NC/IO register. This should also be checked to determine if there are any issues with suppliers that need to be taken into consideration. Discuss any issues with the QA Manager
The QHSE reports and IMS Management review minutes can also be used as inputs.
On the Memo Tab on the accounting package look for the stored copy of the Supplier Evaluation Form and associated documentation (if applicable.
If the dates on the documentation (ISO certifications, insurance etc.) have lapsed, or if there is no Supplier Evaluation Form stored, issue a new Supplier Evaluation Form to the suppliers.
A risk based approach is recommended (i.e. a more thorough review of suppliers critical to business performance is more valuable than low volume commodity suppliers). In, addition, Metron has a broad supply chain and our clients rely on us for fast delivery and so delivery times and responsiveness of suppliers should be taken into consideration.
Additional criteria to take into consideration;
-Delivery times
-Price
-Quality of products/services
-Relevant certifications/permits etc. |
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1.5 Next review date
If no dispute / issues are found, set next review date for one years time. If any disputes / issues are found, discuss with the QA Manager and agree review date based on their guidance. 1) The QA Manager has the authority to remove the supplier from the Approved supplier list if deemed appropriate.
2) Note be logged on account and if required, the supplier to be made inactive if the decision is to discontinue with the service / product provider.
3) Information to be passed back to Operations Manager. |
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| 13.PR004 Communication Matrix |
1.1 Communication matrix
Prepare communication matrix.
Consider internal communication requirements and interested parties. |
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1.2 Upload to Share
Upload and maintain matrix on Share |
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| 13.PR005 Internal Audit |
1.1 Identify monthly audits to be performed
On the first Monday of the month, review the audit schedule on Share. |
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2.3 Identify the auditee
The QHSE manager will nominate the auditor responsible.
For each audit for that month add the relevant auditee to the auditee tab. More than one auditee tab can be added if required.
Auditee(s) should be notified in advance of when the audit is scheduled for via a meeting invite.
Auditors are to be selected to who are independent of the planned auditing process
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4.1 NCs should be closed out as part of NC process
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| 13.PR006 IMS Management Review |
1.1 Complete a review
Complete a review by filling in the template. |
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1.2 Check Standards
Ensure that all the relavant standards to the IMS are the latest revisions. |
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1.3 Check Communication Matrix
Check Communication Matrix is up to date |
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1.4 Check Retention Records
Check that the review periods are still applicable and if any documents have been archived.
Ensuring they have been processed correctly. |
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2.1 Invite Attendees
Board members
QHSE Manager
QHSE Assistant & Business Support |
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3.1 Purpose of meeting
Discuss the purpose of the meeting with all attendees |
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3.2 Review any actions
Review any actions from previous report. |
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4.1 Present the report
Present section by section and discuss any points raised |
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5.1 Comments and Amendments
Any comments and amendments should be recorded and actioned within a reasonable timescale.
A new meeting to review should be held if necessary but at a minimum the attendees should be informed of any amendments. |
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6.1 Approve management review
Ensure the management reivew is approved |
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6.2 Management Review
If the management review document is accepted, ensure it is signed by the relavant attendees and stored correctly. |
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| 13.PR008 IMS Change Management |
2.2 Complete the Change Request Form
Complete a change request form and complete all required fields. Detail the required changes along with a list of impacted processes and documents that require reference/amendments.
All supporting documentation should be attached to the Change Request Form.
Note: Any new documents created require approval using the document approval section of the change request form.
Consider impacts throughout the business. If either a new document / process is required, or there is a need to update an existing document or process, a change request form is required. |
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3.4 Implement change
The change can now be implemented. |
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4.4 Roll-out Changes and monitor effectiveness
Proceed with the associated roll-out plan - this is to include appropriate communication as required (consider email, Lunch and Learns, notice boards, toolbox talks, meetings, training, personal letters, etc. all as viable options). |
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| 13.PR010 Raising a Non-Conformance |
1.1 Potential Non-Conformance identified
The following information can be used as a reference to help facilitate the effective data entry into the NC register.
NC's can be raised by any staff member of staff.
This can be done by any means of communication to the QHSE manager.
The main process inputs are: I/P's to process:
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1.2 Review proposed non-conformance to determine if a genuine NC
Determine if the NC is a genuine non-conformity. The QHSE manager will carry out a review of the situation and if deemed necessary will record directly on the Non-Conformance Register, where the NC reference number will be generated.
If it is an Opportunity foe Improvement (OFI) then inform the Originator to send the OFI to the following e-mail address:
continuous-improvement@metrongroup.co.uk
If the NC does not match the criteria required (such as interdepartmental grievance or similar), inform the originator accordingly.
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2.1 Perform Analysis
Perform analysis of NC and complete the following within 13.TM012 Non-Compliance Report.
• Type of NC, Report reference number obtained from 13.DC024 Non-Conformance Register,
• any project number associated,
• The severity that the NC will, or could have on the business (Minor, Moderate, Major)
• Originator/raised by details,
• Report Classifications,
• Internal Report including Full details,
• list of applicable Procedures.
• Internal Investigation including Root Cause/s, Corrective Action Required,
• Investigations findings and recommendations.
Save NC Report as the report reference number in folder on SharePoint
Link to SharePoint folder
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2.2 Review and Approve Analysis
All completed fields within the 13.TM012, as above, should be checked at the time of the review.
Remedial actions/agreements reached should be inputted into Review section of 13.TM012, Internal Investigation sign off and date to be completed
Refer to 13.TM012 Non-Compliance Report
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3.1 Determine if Action is Required
If NO action is required Close the NON-CONFORMANCE. |
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3.2 Log and Allocate Actions/OFI
Log any actions Identified and Agreed into 13.DC023 Audit Actions and OFI Tracker.
Allocated actioning responsibility to department and/or individuals within 13.DC023.
Multiple actions or OFI can be added to the action plan.
Log Actions Recorded date and sign off, on NC Report.
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3.3 Review and Approve Actions
Depending on the actions required, discuss possible actions with the potential
assignees as deadlines may be set and they must align with a staff members assigned priorities.
Agree where possible and discuss with Business Unit Managers if necessary.
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4.1 Complete Actions
Complete all actions identified in 13.DC023 relating to the NC
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5.1 Review and Approve Effectiveness of Actions
Review the effectiveness of the completed actions against the original NC requirements.
It may be necessary for involved parties to review effectiveness of actions
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5.2 Determine if Actions are Effective
If actions are effective, sign and date Non-Compliance satisfied on NC Report.
If the actions undertaken have not been effective, a further NC should be raised. |
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6.1 Close the Non-Conformance
Once satisfied the NC is complete, close the NC by obtaining the signature of the QHSE Manager on the NC Report.
Obtain any relevant Senior Management comments for the close out of the NC report.
Update 13.DC024 Non-Conformance Register with the date of which the NC was closed off..
Refer to Link 13.DC024 Non Conformance register |
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| 13.PR011 Document Rentention Management |
1.1 Review/Identify Need
Document archives are reviewed at least annually and/or when limitations on storage capacity are identified |
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1.2 Archive Electronic Documents
All electronic documents are kept indefinitely.
When the retention period for electronic records has expired, they can be archived to external disk and stored in the company fire safe if necessary.
The external disk should be clearly labelled as a data archive including the creation date.
An index file should be included in the root director of the file system. |
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1.3 Archive Physical Documents
Physical copies of documents should be archived to archive boxes and retained in the company stores for future reference.
All archive boxes should be clearly and uniquely identified and provided with an index of their contents. Physical copies are only retained where specifically required. Electronic copies should always be used where possible |
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1.4 Review Physical Archive Content
The content of the physical archive should be reviewed at least annually.
When necessary documents should only be disposed of when their retention period has expired. Disposal of documents should be carried out in accordance with company policies and procedures |
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| 13.PR016 New Subcontractor and Key Supplier Evaluation |
1.1 Need Identified
Prior to ordering any items a check is to be completed of the Approved Sub-Contractor and Supplier Register to ascertain whether the supplier is already approved
When the need for a new sub-contractor or supplier is identified 13.DC010 - New Sub-Contractor - Supplier Request is to be completed by the requester and sent to the QHSE Manager immediately for process
If no supplier evaluation is required, proceed to step 1.5. |
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1.2
The Sub-contractors and Suppliers form is not a prerequisite for urgent orders. Any orders deemed urgent are to be discussed with senior management. Authority to proceed will only be granted after back ground checks and appropriate due diligence checks have been completed. In this instance the purchase requisition should be authorised by senior management. |
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1.3 Identify Requirement
On receipt of 13.DC010 the QHSE manager after discussion with the Finance Manager and other relevant management will decide which evaluation form is to be sent to the supplier. The default document for new Suppliers is 13.DC011 unless the supplier is deemed a level 2 supplier, in this case 13.DC012 will be utilised. This decision will be based on the size of the supplier to be utilised, the nature of the order and if the goods concerned are safety critical components or have the potential to effect service quality.
Due to nature of our operations in terms of the maintenance of obsolete or discontinued equipment and spares Level 2 suppliers are likely to be smaller operations who are not likely to hold ISO/OHSAS certification, professional body subscriptions or relevant safety/quality/environmental statistics etc. The use of these suppliers is only to be utilised as a last resort or when no other suppliers are available.
All Sub Contractors will be subject to 13.DC011- Sub Contractors and Key suppliers Questionnaire.
Once the decision is made on which evaluation form is to be utilised the QHSE manager will prepare the necessary questionnaire and certificate of conformance and forward to the new sub-contractor/supplier along with a covering letter explaining why the information is being requested and what documents need to be supplied to GTS Metron Limited for review |
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1.4 Supplier Evaluation
Once the completed questionnaire and associated documentation is received the QHSE manager will check and collate ready for review. Form 13.DC010 is to be updated by the QHSE Manager.
If requested documentation is not provided or more information or clarifications are required, the QHSE Manager will contact the new sub-contractor/supplier direct and request the necessary information.
If no response has been obtained from the new Sub-Contractor or Supplier within 10 working days, the QHSE Manager will chase up via e mail or phone call |
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1.5 Review
The completed questionnaire and supporting documentation received from the new sub-contractor/supplier is then to be reviewed by QHSE, Finance managers, legal/contracts assessor and CEO
Once each departmental review has taken place and if approved Form 13.DC010 is to be updated and signed by the relevant management representative.
Sub-contractors and key suppliers will be subject to a pre-qualification check of their safety performance by review of their safety programs, safety training documents and safety statistics. The following information will also be a consideration for approval
ISO 9001, ISO 14001, ISO 45001 or OHSAS certification
Visit feedback from any management visits
QHSE performance
Results from any QHSE audits
When reviewing all new sub-contractors and supplier questionnaires, the relevant Manager in addition to the information provided within the relevant questionnaire, should be also be considering the following:
Are there any legal implications of using the supplier (international trade restrictions etc.)?
Are there any HSE reasons for not using the supplier?
Does the Sub-contractor/supplier hold the required insurances?
Does the supplier's credit rating etc. present an acceptable level of risk?
Are there any ethical reasons for not using the supplier?
Are there any HSE reasons for not using the supplier?
If deemed necessary, the Finance manager is to check over the companies accounts with Companies House. |
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| 14.PR002 HSSE Compliance |
1.1 Annual Review to be carried out in April of each year
The inputs to this process are:
a) Outcomes from QHSE meeting and or reporting
b) Outcomes from monthly Management meetings
c) Outcomes from IMS review. |
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1.2 Check for new/updated legislation
Check for any new/updated government legislation which is relevant to our business.
Add/update any relevant legislation changes to the following documents. |
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1.3 Review the Environmental Aspects & Impacts Register
Review the Environmental Aspects & Impacts Register. Ensure any amendments, if required, are recorded and updated. Any new legislation arising from step 1.1 will need to be added.
Any new EA's will need to be added to and updated to correspond with the relevant legislation. |
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1.4 Audit
Carry out audits. |
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1.5 Store
Store on Share |
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| 14.PR003 QHSE Meeting |
1.1 Pre-meeting preparation
Inputs from Project 29914.01 QHSE Management Meetings
In addition, a number of information sources / inputs are identified within the frocess framework.
Download latest reports |
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1.2 Any notable trends or issues?
Prepare any material that will support the meeting discussion. |
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2.1 Review any outstanding actions
Check status of any actions |
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2.2 Are we meeting objectives
Discuss objectives and performance. |
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2.3 Discuss any client complaints
Check these are up to date and that they have been logged as NC's. |
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2.4 Accident, Injuries and near misses
Accidents, injuries, near-misses, discuss
ƒ incidents that have occurred in your Metron since the last meeting,
ƒ Discuss these and ensure that any corrective or preventative actions are / have been implemented.
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2.5 Review of Legislation, Legal and Resource Requirements
If any change, make sure there are actions raised to address. |
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2.6 Review status of NC's and IO's
Discuss any significant area's |
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2.7 QHSE changes and recommendations
Discuss any changes and recommendations made.
Checks Suggestions
Consult with Workforce Safety Representative is there are any other suggestions, concerns, issues or opportunities for improvement.
Send OFI's to continuous-improvement@metrongroup.co.uk |
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3.1 Task risk Assessments
Discuss the effectiveness of the current approach. Any issues? |
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3.2 Safety inspections
Discuss the results of recent safety inspections.
ƒ Follow up on assignments for eliminating or controlling identified hazards.
ƒ Encourage employees to identify any unsafe conditions or tasks, and
ƒ Discuss ways to eliminate or control the hazards.
ƒ When appropriate, assign responsibilities for eliminating or controlling identified hazards.
Any changes recommended?
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3.3 Emergency response
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3.4 Equipment maintenance
Any equipment issues or new equipment used? |
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3.5 COSHH & Occupational Health Surveillance
Any significant increase in risk? Any changes likely? |
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3.6 Waste management
Any significant changes to approach required? |
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3.7 Working Environment & Infrastructure
Is the working environment suitable? |
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3.8 Training
Any QHSE training needs identified / completed? |
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| 14.PR005 Reporting of Incidents |
1.2 Complete the Accident Book
The Company accident book is to be completed irrespective of the severity or nature of any injury |
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1.3 Document the Event
Complete the Accident/Incident/Near Miss Report Form.
This form is to be completed by the person involved in the event or their Line Manager and submitted to the QHSE Manager ASAP but within 24 hours of any accident/incident/near miss that meets the following criteria:
· All injuries inc first aid cases
· All accidents/incidents with potential for injury
· Property or product damage
· All near misses
When completing the form give as much information about the event as possible.
Provide a full description of the event in the appropriate field - how it happened and what caused it as well as detailing the subsequent actions taken immediately following the event.
Focus on What, where, when, who and actions taken - Include photographs/Sketches and witness statements that will aid any subsequent investigation |
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1.4 Submit completed form
The completed report form is to be forwarded to the QHSE Manager within 24 hours of occurrence.
Occurrences falling under RIDDOR are to be reported by the QHSE Manager to the Health and Safety Executive by phone immediately |
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1.5 Investigation
Submission of the Accident/Incident/Near Miss Report Form will be followed up with an investigation proportionate to the event by the QHSE Manager following 14.DC019 - Accident/Incident/Near Miss Reporting & Investigation Procedure
The purpose of any investigation is to establish the immediate cause, determine the contributory factors and decide and agree the corrective actions which are necessary to ensure that any reoccurrence of the event is not experienced. All investigations carried out by GTS Metron will be thorough and structured to avoid bias and will follow a systematic and structured approach. The steps to be followed are in line with Health and Safety Executive recommendations. |
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1.6 Complete Report
The QHSE Manager will produce an accident/incident/near miss report detailing all findings such as identifying the sequence of events and conditions that led up to the event, the immediate cause, any underlying cause and any remedial actions required to prevent any reoccurrence. |
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1.7 Communication
The completed accident/incident, near miss report will be communicated to all relevant parties
The report will also be made available to all personnel who have a direct Health and Safety responsibility and any external agencies that we have a legal responsibility to report to. |
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1.8 Lessons Learnt
Any lessons learnt from accidents/incidents or near misses reported and investigated, especially if they have wider safety implications should be shared to all GTS Metron employees and all relevant sub-contractors as part of a lessons learnt program |
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1.9 Review
All accidents/incident and near miss events and reports will be reviewed and discussed during the monthly QHSE meetings or Communications meetings in order to:
· Monitor that the completion of recommended remedial actions has been taken
· Check the ongoing effectiveness of these actions.
· Raise the awareness of events to all employees
· Ensure the full compliance with this process. |
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| 14.PR011 Personal Protective Equipment Management |
6.1 Maintenance
In most cases, personnel issued with PPE shall be responsible for maintenance. Support may be required for specific PPE such as respirators.
If required, consult with the HSE Manager.
PPE shall be well looked after and properly stored when not in use.
PPE shall be kept clean and in good repair - follow the manufacturer's maintenance schedule (including recommended replacement periods and shelf lives).
Personnel shall inspect PPE daily or prior to each use for any defects.
If required, consult with the HSE Manager.
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| 14.PR012 Waste management |
1.2 Environmental Aspects and Impacts Identification
The significance of waste related impacts must be determined through our Environmental Aspects and Impacts Register. |
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1.3 Waste Classification and Guidance
For new or unidentified waste streams, the physical and chemical characteristics need to be identified to enable appropriate and safe handling, storage, transport and disposal of the waste. Where the waste is from a new product, then a material safety data sheet (MSDS) shall be used to identify the physical and hazardous characteristics of the waste. |
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1.4 Handling and Securing Waste
All waste shall be managed as follows:
-Waste shall be segregated
-Hazardous waste will be stored separately from non-hazardous waste; different types of non-hazardous waste will be segregated from each other.
-All receptacles used to hold or transport waste must be labelled, in good condition and located on hard standing, where possible
Update Waste Management Control Summary with any new waste identified, and any changes to waste handling and save to Share - Waste Management
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1.5 Update
Update waste disposal information with any changes from above. |
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1.6 Inform
Ensure all staff are aware of waste disposal processes
Updated waste disposal information to be laminated and positioned at all bin stations
Waste Management Control Summary to be displayed on company notice board |
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| 14.PR015 Contractor health and safety management |
1.2 Prepare
The person who has organised the external contractors must notify the designated Responsible Staff Member prior to their arrival, detailing:
-Their reason for being on site.
-The work they will be carrying out
-Their contact information
-If an additional technical point of contact is required and whom that person is.
The Responsible Staff Member to complete External Contractor Assessment Sheet |
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| 14.PR017 Hand-arm vibration at work |
2.1 Is the tool to be used daily or is a main requirement to fulfil the employees role?
If Yes go to section 5.0.
If No go to section 3.0 |
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2.2 Training & controlling risk
No hand tools can be used by any employees without sufficient training and a Risk Assessment being performed.
If in any doubt discuss the use with your Line Manager, HSE Manager or HSE representative.
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2.3 Ensure equipment is in good condition
This should be provided by the supplier of the equipment.
The equipment should be ready for use. Always check the condition of the equipment prior to use, especially any worn, frayed power cables, loose parts etc. If in any doubt - DO NOT USE. Consult with the HSE Manager before proceeding with any repairs. |
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2.4 Performing Health Surveillance
Refer to Occupational Health Surveillance Process to determine risk and if health surveillance is required.
The current Exposure Limit Values (ELV) and Exposure Action Values (EAV) are currently:
For hand-arm vibration -
(a) the daily exposure limit value is 5 m/s2 A(8)
(b) the daily exposure action value is 2.5 m/s2 A(8)
Always refer to the latest issue of the regulation.
The HSE provide a useful calculator to assist in calculating exposure levels. See Guide to using the on-line hand-arm vibration exposure calculator |
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2.5 Reporting any symptoms
Irrespective of whether the use of the hand tools is under Health Surveillance, you should report any of the following symptoms to with your Line Manager of the HSE Manager.
Symptoms and effects of HAVS include:
-tingling and numbness in the fingers which can result in an inability to do fine work (for example, assembling small components) or everyday tasks (for example, fastening buttons);
-loss of strength in the hands which might affect the ability to do work safely;
-the fingers going white (blanching) and becoming red and painful on recovery, reducing ability to work in cold or damp conditions, eg outdoors.
Symptoms and effects of CTS can also occur and include:
-tingling, numbness, pain and weakness in the hand which can interfere with work and everyday tasks and might affect the ability to do work safely. Symptoms of both may come and go, but with continued exposure to vibration they may become prolonged or permanent and cause pain, distress and sleep disturbance. This can happen after only a few months of exposure, but in most cases it will happen over a few years. |
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| 14.PR018 Safe Use of Display Screen Equipment |
1.1 Complete the checklist
Complete the Workstation Assessment form.
This will be part of the induction checklist.
You should attach a copy of the Building Layout marked up with where you are currently sat during the assessment. |
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1.2 Record the findings
Completed forms should be stored in the Human Resourses Share site within the individual employee folder |
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1.3 Execute the identified actions
Any issues highlighted as a result of the workstation equipment assessment should be dealt with accordingly. Any NC/IO should be raised in the ERP Management System. |
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| 14.PR019 Use and Maintenance of Equipment |
2.1 Carry out a risk assessment on Metron operational plant and equipment.
Store completed risk assessment on share.
A risk assessment will consider:
-the manufacturer's recommendations
-the intensity of use
-operating environment (e.g. the effect of temperature, corrosion, weathering)
-user knowledge and experience
-the risk to health and safety from any foreseeable failure or malfunction
Source of information:
Manufacturer's instructions.
Maintenance of work equipment - HSE
Provision and Use of Work Equipment Regulations 1998 (PUWER)
Using work equipment safely |
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2.2 Indicate on the risk assessment which equipment requires a maintenance programme and log.
The risk assessment forms the basis of the maintenance programme and identifies which equipment requires a maintenance log. |
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3.1 For equipment deemed higher risk, create a maintenance Programme
Consult the manufacturer's guidelines and create a maintenance programme.
Store the maintenance programme.
Ensure that a manual is included in the maintenance folder. |
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4.1 Create a maintenance log for identified equipment
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5.1 Competent personnel to perform maintenance
Ensure that the Operations manager is made aware that maintenance works are to be carried out. Consult in advance to help avoid disruptions to operational delivery.
The maintenance should only be carried out by competent personnel. Third parties may be required.
A risk assessment may be required prior to commencing the maintenance works.
Regarding: The Provision and Use of Work Equipment Regulations 1998 - Regulation no. 22
Every employer shall take appropriate measures to ensure that work equipment is so constructed or adapted that, so far as is reasonably practicable, maintenance operations which involve a risk to health or safety can be carried out while the work equipment is shut down, or in other cases-
(a) maintenance operations can be carried out without exposing the person carrying them out to a risk to his health or safety; or
(b) appropriate measures can be taken for the protection of any person carrying out maintenance operations which involve a risk to his health or safety.
Additional Information:
The safe maintenance health check - HSE |
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5.2 Record that maintenance has been carried out on the attached log.
Download maintenance log for the equipment - 14 HSSE / Preventative maintenance.
Log that maintenance has been performed.
If the equipment is not safe for use, then the equipment should be placed in quarantine or marked with a red flag highlighting that the equipment cannot be used.
Storeman to record. |
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| 14.PR023 Driving for Work |
1.2 Identify vehicle
Office and Support Services Manager to identify the vehicle and licence requirements |
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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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1.4 Assign vehicle
Upon satisfactory completion of checks, Office and Support Services Manager to assign appropriate vehicle to Driver |
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1.5 Carry out daily vehicle checks
Storeman to complete and sign daily vehicle checklist each morning - Appendix 9 of Metron Driving Policy. Any defects are to be reported to the Office and Support Services Manager immediately. |
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1.6 Complete driving incident recording form
In the event of an incident, complete the Metron Incident Recording Form - Appendix 4 of Metron Driving Policy |
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1.7 Provide details to third party
Issue completed section 7.1 of Metron Incident Reporting Form to third party |
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1.8 Store
Store completed Driving Incident Recording Forms on Share |
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| 14.PR026 Portable appliance testing |
1.1 New Equipment
Refer to HSE guidelines for additional information
New equipment should be supplied in a safe condition and does not require a formal portable appliance inspection or test. However, a simple visual check is recommended to verify the item is not damaged.
New equipment will be procured via the procurement process 07.PR002 and processed via the Goods in Process 09.PR001.
Prior to use, the equipment will need to be registered as a Metron Asset. |
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1.2 Existing Equipment (Visual)
The frequency and testing requirements will be determined within the QHSE Management Plan.
A visual inspection involves checks such as;
-check plug casings for damage
-check terminals and connections are secure
-check there is no bare wire
-check for signs of overheating - discoloration
-check for misuse/ingress of liquids or foreign matter
-check cable/cord grips
In necessary, more detailed further checks can be carried out, such as:
-removal of the plug cover
-check correct fuse rating
-check correct wiring |
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1.3 Existing Equipment (Full Electrical combined test) - PAT
Once a visual inspection has been completed a full electrical combined test on the appliance can be carried out which can include the following:
-earth continuity test
-insulation resistance test
-functional check (earth leakage and load testing)
Electrical work must only be carried out by people who have the necessary knowledge, skill and experience needed to avoid danger to themselves and others.
Metron will usually carry out the works internally using approved equipment. |
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1.4 Label equipment
Once the appliance or lead being tested has been checked for a variety of faults, it is then given a pass or fail sticker as appropriate. |
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1.5 Update register
Update the PAT register |
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| 14.PR029 Prevention of Alcohol and Drugs Misuse |
1.1 Report any suspicion of alcohol or drug misuse to Line Manager
Any staff member should be encouraged to seek assistance from their Line Manager themselves in the first instance. If they do not, then you should bring the matter to the attention of your manager directly. |
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2.1 Explain reasons for investigation to staff member and the process to be followed
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2.2 Seek staff member's input on their deteriorating performance and/or behaviour
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2.3 Approach Staff Member's GP for advice (if applicable)
Only to be carried out with Staff Member's consent. |
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2.4 Identify any requirement for medical and/or specialist referral
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3.1 Request urgent appointment for specialist help
Refusal to accept offer of referral may result in disciplinary action being taken. |
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3.2 Prepare letter of referral
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3.3 Provide copy of letter of referral to staff member
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4.1 Review Staff Member's duties and adjust as required
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| 14.PR035 COSHH Assessment |
1.1 Ordering of new substances
When the task specific requirement for a substance is identified the CoSHH Inventory is to be checked to ascertain if a suitable substance is currently held that will serve requirements.
If no substance is currently held then the Team Lead/Line Manager or QHSE Manager is to be consulted and provided with all the relevant details including intended use of the proposed substance.
If the decision is taken to go ahead with an initial order the Team Lead, Line Manager or QHSE Manager will authorise the procurement of new CoSHH.
CoSHH is not to be ordered unless authorization is obtained from the Team Lead, Line Manager or QHSE Manager. |
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5.2 QHSE Manager sign off Summary
CoSHH assessment to be passed to the QHSE Manager for review and final sign off |
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5.3 COSHH Assessment
If the CoSHH Assessment details that the task is safe to be carried out with current control measures, then the task can proceed.
If the CoSHH Assessment details that the task is safe to be carried out subject to actions listed. All actions are to be completed before the task can proceed.
If the CoSHH Assessment details that the task is unsafe. Advise the QHSE Manager immediately. Substance to be quarantined and task not to proceed until all problems have been rectified.
No work is carried out that is liable to expose employees to substances hazardous to health unless a suitable and sufficient assessment in writing of those risks has been carried out and that the steps needed to meet the requirements of the CoSHH Regulations are recorded. |
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6.1 MONITOR COSHH
All CoSHH substances are to be kept in the designated CoSHH cabinets.
Each substance is assigned a CoSHH number which corresponds to its place within the CoSHH register and also its location within the cabinet.
Each week the storeman will carry out a check of the CoSHH cabinet to check
all substances are in their allocated space, stock levels are correct and there are no signs of damage/leaking packaging.
Any damaged/leaking packaging should be reported to the CoSHH assessor straight away and cleaned/removed as per the advice on the relevant CoSHH assessment.
If a substance is missing from the cabinet, the storeman should first ask all workshop employees if it is in use.
If it is not, a thorough search of the workshop should be carried out.
If it is still not located the QHSE manager should be informed immediately. |
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| 14.PR036 HSSE Inspection Procedure |
1.1 Preparation
Download a copy of the HSSE Inspection Form from Share |
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1.2 Inspection
Conduct the inspection mid-morning, during live working activities.
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1.3 Review
Take immediate action, if necessary, if there are any concerns relating to HSSE or Environmental Issues
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1.4 Action
Any non-conformances to be raised on ERP and any suggestions for improvements to be raised as a Suggestion
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1.5 Inform
Once the form is completed, and any actions raised, inform the OSSA.
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| 14.PR037 Risk Assessment |
1.1 SELECTING A STANDARD RISK ASSESSMENT
Standard risk assessments have been created for general onshore repetitive tasks.
Risk assessment clauses have been created for specific tasks which can be inserted into risk assessments.
Identify the activity to be undertaken and identify if a standard risk assessment has been created.
The revision of the risk assessment to be used is to be checked against the risk assessment index to ensure the most up to date version is used.
Any risk assessment received for approval that is not the correct revision will be rejected by the QHSE manager
If a standard risk assessment exists, then review to ensure it remains suitable and sufficient for the task to be undertaken.
If a pre-approved standard risk assessment is found suitable and sufficient after review for the task to be assessed, a copy is to be placed in the "project management" folder and made a tab on the relevant project channel within Teams.
If no changes are made to a standard risk assessment, then no approval is required as all standard risk assessments have been pre-approved by the QHSE manager.
Standard risk assessments are subject to a 3 monthly formal review however assessments remain under continual review and amendments to standard assessments will be made at any time if change is identified.
If any of the tasks identify the requirement to use any substances refer to the relevant CoSHH assessment.
If a CoSHH assessment is not available, please contact the QHSE manager.
Proceed to step 1.5 |
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1.2 IF STANDARD RISK ASSESSMENT REQUIRES AMENDMENT
If the standard risk assessment requires any amendment, then the assessment is to be downloaded from Share and the proposed changes made.
Check the clause register to identify if a clause exists which can be added to the standard risk assessment which covers the changes required.
If a clause exists, then add the relevant clause to the standard risk assessment and review to ensure the completed assessment remains suitable and sufficient for the task to be undertaken.
These proposed changes are to be and highlighted in yellow in order to aid the approval process.
The risk assessment is now to be sent for approval as detailed in 1.3 below
If a clause does not exist, then follow steps outlined in 1.4
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1.3 RISK ASSESSMENT APPROVAL
Once reviewed by the user the standard risk assessment with clauses added or changes made is ready for approval.
A copy is to be placed in the relevant projects "documents in progress" folder within Teams.
The QHSE manager is to be notified that a risk assessment is ready for approval by using an @mention within Teams.
The QHSE manager will approve the risk assessment and once complete will move the approved risk assessment to the "project management" folder and make the document a tab within the relevant project channel. |
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1.4 IF NO RELEVANT CLAUSE EXISTS
If no suitable clause exists, then download and make the relevant changes to the standard risk assessment following the steps detailed within the risk. assessment procedure.
Highlight all changes made to the standard risk assessment in yellow in order to aid the approval process.
The user is to review the risk assessment to ensure it is suitable and sufficient for the task to be undertaken.
When ready for approval a copy is to be placed in the relevant projects "documents in progress" folder within the Teams project channel.
The QHSE manager is to be notified that a risk assessment is ready for approval by using an @mention within Teams.
The QHSE manager will approve the risk assessment and once complete will move the approved risk assessment to the "project management" folder and make the document a tab within the relevant project channel. This section should contain a link to 14.DC027 - Risk Assessment Procedure. |
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2.1 CONSTRUCT A RISK ASSESSMENT
All offshore risk assessments require approval for each mobilisation
When a risk assessment is required then the standard offshore risk assessment is to be amended to reflect the specific project requirements using the relevant clauses contained in the offshore clause register.
If no relevant clause exists, follow guidance in step 2.3
All relevant information is to be completed such as project number and mobilisation date in the assessment number section. Further detail can be found in 14.DC027 - Risk assessment procedure.
The revision of the risk assessment to be used is to be checked against the risk assessment index to ensure the most up to date version is used.
Any risk assessment received for approval that is not the correct revision will be rejected by the QHSE manager.
If any of the tasks identify the requirement to use any substances refer to the relevant CoSHH assessment.
If a CoSHH assessment is not available, please contact the QHSE manager.
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2.2 RISK ASSESSMENT APPROVAL
The user is to review the risk assessment to ensure it remains suitable and sufficient for the task to be undertaken
Once reviewed by the user and the risk assessment is ready for approval a copy is to be placed in the relevant projects "documents in progress" folder within Teams.
The QHSE manager is to be notified that a risk assessment is ready for approval by using an @mention within Teams
The QHSE manager will approve the risk assessment and once complete
will move the approved risk assessment to the "project management" folder and make the document a tab within the relevant project channel.
If any changes are made during the approval process the risk assessment will be sent back to the user for agreement and acceptance of these changes
Proceed to 2.4 |
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2.3 IF NO RELEVANT CLAUSE EXISTS OR CHANGES TO THE STANDARD RISK ASSESSMENT ARE REQUIRED
If no suitable clause exists, then download and make the relevant changes to the standard risk assessment following the steps detailed within the risk. assessment procedure.
Highlight all changes made to the standard risk assessment in yellow in order to aid the approval process.
The user is to review the risk assessment to ensure it is suitable and sufficient for the task to be undertaken.
When ready for approval a copy is to be placed in the relevant projects "documents in progress" folder within Teams.
The QHSE manager is to be notified that a risk assessment is ready for approval by using an @mention within Teams
The QHSE manager will approve the risk assessment and once complete will move the approved risk assessment to the "project management" folder and make the document a tab within the relevant project channel.
If any changes are made during the approval process the risk assessment will be sent back to the user for agreement and acceptance of these changes. |
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3.1 PROPOSED AMENDMENTS
Any identified changes to standard risk assessment or clauses or any new clauses which require adding to the clause register are to be sent to the QHSE manager using the risk@gtsmetron.com mailbox.
All changes will be reviewed and if approved added to the relevant standard risk assessment or clause.
All amendments to standard risk assessments will be made by the QHSE manager.
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4.1 IF A COMPLETELY NEW RISK ASSESSMENT IS REQUIRED
If no standard risk assessment exists, then a new risk assessment is to be constructed.
Complete the risk assessment using the risk assessment template in accordance with GTS Metron's risk assessment procedure.
The user is to review the risk assessment to ensure it remains suitable and sufficient for the task to be undertaken
Once reviewed by the user and the risk assessment is ready for approval a copy placed in the relevant projects "documents in progress" folder within Teams.
The QHSE manager will approve the risk assessment and once complete will move the approved risk assessment to the "project management" folder and make the document a tab within the relevant project channel.
If any changes are made during the approval process the risk assessment will be sent back to the user for agreement and acceptance of these changes
Before starting the task: The approved risk assessment, which will be a Tab on the relevant team's channel is to be electronically signed by the user to state they have understood the risks involved with the task and the control measures required.
If the risk assessment is not required for a specific project, and there is no channel set up on Teams then forward a copy via e mail to the QHSE manager who will review and approve. |
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| 14.PR038 Environmental aspects and impacts procedure |
1.1 To define the environmental aspects and impacts which affect our business
Environmental Aspect : "element of an organization's activities, products or services that can interact with the environment."
Environmental Impact: "any change to the environment, whether adverse or beneficial, wholly or partially resulting from an organization's activities, products or services |
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1.2 Define activity
Define the activity. |
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1.3 Add environmental aspect
Add environmental aspect for each activity. |
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1.4 Select environmental impact of activity
State what impacts could be possible for the activity |
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1.5 State whether the activity has legal/other requirements
State whether the activity has legal/other requirements - drop down box.
If so, Update:
Legal & Other Environmental Compliance Register
Legal & Other Environmental Compliance Audit Report |
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1.6 Carry out significance assessment
Assess the significance of the aspect following the Environmental Aspects and Impacts Register scoring system. |
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1.7 Select control measures
Select (or add as required), the Operating Control measures which the business has in place for controlling the activity. |
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1.8 Upload document to Share
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| 14.PR040 Occupational Health Surveillance |
1.1 Complete risk assessment
Complete risk assessment to identify hazards in the workplace, the severity, who is at risk and the measures to be taken to control the risk. This risk assessment will help determine the requirements for health surveillance and any further steps required.
Find out whether employee is at risk from:
-noise
-vibration
-respiratory disease
-skin disease or irritation
-eye irritation
-kidney or liver damage.
In order to answer these questions, the person conducting the risk assessment must understand the full work process and all of the risks employees are exposed to.
The main area's of concern are:
-solvents
-fumes
-dusts
-biological agents
-asbestos
-lead
-compressed air
-ionising radiations
-diving
Consider:
-removing the hazard altogether
-reducing risks by changing the way work is done or use other controls
-provide protective equipment.
Some forms of Health Surveillance are required by law. Other forms of Health Surveillance are undertaken as good practice.
Control measures may not always be reliable so health surveillance can help make sure that any ill health effects are detected as early as possible. |
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1.2 Review risk assessment against health surveillance criteria
If there is still a risk to health after the implementation of the control measures from the risk assessment or there is a mandatory requirement, then a health surveillance programme should be implemented.
Medical surveillance is a legal requirement for the following workplace exposures:
-Particular types of asbestos
-Work with lead
-Work with ionizing radiation
-Work with those substances hazardous to heath that are subject to Schedule 6 of the Control of Substances Hazardous to Health Regulations 2002.
If health surveillance it is not required, review the risk assessment and ensure that any changes to the workplace are still implemented.
Risk assessments and the controls applied to the risks must remain relevant to the actual activities taking place. |
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2.1 Appoint a responsible person
To help setup an effective health surveillance system, a responsible person should be assigned. This person should be trained to make basic routine checks, such as skin inspections for first signs of redness. The responsible person could be a supervisor, employee representative or a first aider.
For more complicated assessments, such as medical fitness for specific jobs, lung function tests, hearing tests, etc. an Occupational Health Nurse or a Physician can perform the assessment and do various examinations. This will need to be arranged by the HR department.
The HR Department is responsible for Managing, monitoring and reviewing the Occupational health service, which includes this surveillance process.
Both the HSE Manager and a trained first aider can be called upon to help carry out basic routine checks.
Metron staff are not expected to diagnose the cause of the symptoms of an employees' ill-health. |
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2.2 Involving Employees
When setting up heath surveillance arrangements, it is important to involve your employees at an early stage as they should understand their own duties and the purpose of health surveillance.
Identify all employees who are at risk as determined out in 1.1 and advise them of these risks. |
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2.3 Carry out self checks
As well as employers carrying out checks on employees, employees can also highlight whether they think they are also at risk when carrying out self-checks. If required, awareness training will be provided. If there are any concerns, speak to the person responsible person for health surveillance.
For more complicated assessments, an occupational nurse or doctor can ask about symptoms or carry out periodic examinations. |
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2.4 Medical surveillance
Common examples of Health Surveillance:
-Display Screen Equipment Use: Vision Screening; Muscular Assessment; Work Station Assessment
-Drivers: Occupational Health Assessment
-Manual Handling work: Occupational Health Assessment or questionnaire
-Noise: Hearing test if exposure at levels of 80Db or above
-Vibration: Self reporting examination or questionnaire + Occupational Health examination if required
-Asbestos, lead, compressed air: Occupational Health Assessment
-Substances Hazardous to Health: Varies depending on substance. Self reporting; Occupational Health Assessment; Respiratory function tests; Skin surveillance; Blood test; Urine tests
-Ionising Radiations: Dosimetry; Personal monitoring
-Laser users: Eye examination
-Confined spaces - use of respirators: Occupational Health medical
-Pregnant workers: Occupational Health Assessment or questionnaire
-Night work: Occupational Health Assessment or questionnaire
-Young workers: Occupational health Assessment or questionnaire |
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3.1 Involving an occupational health professional
The HR department will contact an occupational health professional if an employee(s) requires an examination.
All offshore personnel will undergo medicals, administered by Survivex. We will endeavour to use this supplier for any additional occupational health appointments, but another supplier may be used.
Make sure when meeting the Occupational Health professional that the requirements of them are discussed in terms of what services they will provide.
Employees are entitled to attend health surveillance appointments within paid working time and Metron will bear the cost. |
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3.3 Work place adjustment
After the health surveillance appointment - carry out any work place adjustments as recommended by the occupational health professional. You may need to adapt the workplace or even move affected staff to alternative duties. |
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3.4 Action on health risks
Consider the following when implementing action on health risks as identified by the occupational health professional:
-What work has the employee been doing/for how long?
-Have all risks in the work activity been assessed?
-Have you chosen the most effective and reliable controls?
-Have you considered all routes of exposure?
-Is the employee trained, both for the job and in the use of any equipment used to control risk?
-Have you maintained/checked the control measures to make sure they stay effective?
-Is any necessary personal protective equipment (PPE), including protective clothing, provided and used correctly?
-Is any necessary respiratory protective equipment (RPE) provided and used correctly?
-Is RPE and PPE maintained?
-Could activities outside work have caused ill health?
You should consider all the above, in tandem with the results from the subsequent health surveillance, when implementing additional or improved control measures. |
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4.1 Health Surveillance Records
Update health record after consultation with occupational health professional. A health record must be kept for all employees under health surveillance. These should include details about the employee and the health surveillance procedures relating to them.
These details should include:
-Surname
-Forname(s)
-Gender
-Date of birth
-Permanent address
-National Insurance number
-Date present employment started
-The date health surveillance checked were carried out and by whom
-The outcome of the test/check
-The decision made by the occupational health professional in terms of fitness for task and any restrictions required. This should be factual; and only relate to the employee's functional ability and fitness for specific work, with any advised restrictions.
Medical records compiled by an externally appointed doctor or nurse and may contain information obtained from the individual during the course of health surveillance. This information may include clinical notes, biological results and other information related to health issues not associated with work. This information is confidential and should not be disclosed without the consent of the individual.
Where any health information is written down, such as lung function test reports, records have to be kept for a minimum of 40 years. These are normally kept by the Occupational Health provider.
If no further action required.
If any follow up appointments are required go to 3.0. |
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| 15.PR003 Communication Meeting |
1.1 Schedule Meeting
The meeting schedule and standard agenda is developed on an annual basis by the Managing Director and agreed at the annual management review meeting.
Additional meetings may be schedules to suit business needs. |
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1.2 Prepare and Collate Presentation Sections
Each Director prepares their section of the presentation and submits to the Managing Director for collation 2 days prior to the meeting.
Managing Director to collate individual sections. |
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1.3 Conduct Meeting
Conduct Meeting in accordance with the agenda.
Record any points raised requiring further discussion, information or action as meeting minutes and distribute to all directors. |
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| 15.PR004 Annual Management Review & Objectives Setting |
1.7 Complete actions and update documents as required
Ensure any changes to IMS documents are made through the change control procedure. |
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| 56.PR004 CNR Engineer Passport Renewal Travel Requirements |
2.3 Passport Renewal Letter Approval
Check letter includes all details listed in 2.2 along with the colour copy of the passport provided.
If this is correct, sign the letter and give back to the Operations Coordinator - go to 2.4.
If changes are required, give back to Operations Coordinator to update - go back to 2.2.
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