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| 01.PR002 Quarterly Management Meetings |
1.1 Prepare
Each Director/Manager is to prepare a narrative and supporting documents in advance of the meeting for their area of responsibility. |
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2.2 Review Previous Actions
Review all open task in ERP from previous meetings. Tasks stored under project 29901 - Business Management |
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8.1 Risk Register
Review and update the Busines Risk Register as required. |
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9.1 A.O.B.
Go around the room and check for any other business |
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9.2 Record Actions
Record any actions as task under the relevant project in ERP. |
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9.3 Log Meeting Note
Log a note in ERP stating that the meeting took place. List the attendees and the start and finish times.
Any supporting documents should be attached to the note. |
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| 01.PR005 Monthly Directors Meetings |
2.1 Review Previous Actions
Review all open tasks in ERP from previous meetings. Tasks are stored under project 29901 - Business Management. |
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2.3 A.O.B.
Go around the room and check for any other business |
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2.4 Record Actions
Record any actions as task under the relevant project in ERP. |
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2.5 Log Meeting Note
Log a note in ERP stating that the meeting took place. List the attendees and the start and finish times. Any supporting documents (management accounts etc) should be attached to the meeting note. |
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| 04.PR001 Client Approval |
1.6 Fully Approved?
If the requested credit limit is greater than £50k, further approval will be required and the form should be submitted to the Managing Director. |
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1.7 Approval - Managing Director
Review the completed form and the documentation attached by the finance director. Further discussion with the Finance Director and/or review of further documentation may be required.
If happy to approve, sign the form and return to the requester. |
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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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| 04.PR003 Completing FPAL Performance Review |
6.1 Review the buyer performance
Review and agree all buyer performance elements with the client.
This can be confidential to Metron, however, only with MD & KAM approval should buyer feedback be submitted without discussion with the client. |
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| 04.PR005 Qualification |
1.5 Approve Bid Preparation
Necessary approvals may be required dependant on the scope of the work for bid preparation:
Low Risk - Internal Sales Manager
Medium Risk - Business Development Director
High Risk - Managing Director
A note should be logged stating the approver has approved the bid preparation, or has stated no approval required. This can be performed by a 3rd party by email or verbal instruction.
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1.7 Complete Plan for Profit
Complete the Plan for Profit tab, which must include the last updated date, key objectives to be met to secure work & estimated lap time to complete;
E.g.
Last updated dd.mm.yy
Confirm requirements with client (xxdays)
Create and send quote (xxdays)
Deliver onshore work (xxdays/weeks)
Deliver offshore work (xxdays/weeks)
Invoice & close out (xxdays)
Necessary approvals may be required dependant on the scope of the work for bid preparation:
Low Risk - Business Development Manager
Medium Risk - Business Development Director
High Risk - Managing Director
A note should be logged stating the approver has approved the bid preparation, or has stated no approval required. This can be performed by a 3rd party by email or verbal instruction. |
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| 04.PR006 Bid Preparation |
1.2 Approve Proposal
Approve the prepared proposal using decision from Opportunity Commercial Assessment:
LOW: Approval required from Business Development Manager
MEDIUM: Approval required from Business Development Director
HIGH: Managing Director
Any changes that affect the Bid Preparation must be logged.
Log a note in ERP confirming approval has been granted. Approval can be verbal and/or written.
Create task for designated Sales Coordinator to prepare quote and advise them that this has been allocated to them.
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| 04.PR007 Awaiting Award |
1.3 Review Purchase Order/Service Order
Review PO / SO to ensure all terms are satisfactory. Approval is required from the following based on the outcome of the commercial risk assessment:
Low Risk - Business Development Manager
Medium Risk - Business Development Director
High Risk - Managing Director
Once approved, complete sales order acceptance tab. Complete the following fields in ERP on SOA tab:
1) Line items correct
2) Values correct
3) Totals correct
4) Delivery time correct
5) Delivery address correct
6) QA terms correct/acceptable
Log a note in ERP to confirm PO has been approved, and by whom.
Check the bid preparation details on the internal notes tab on ERP to ensure all the correct information has been recorded. Any changes required that affect the Bid Preparation must be logged.
Log a note on ERP to state the bid prep has been checked and is correct prior to moving to planning. |
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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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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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| 08.PR009 Recruitment of Personnel |
1.2 Compete Recruitment Approval Template and Job Description
Create Job description using template, decide on assessment and advertising options as per the template, add any job specific requirements. Make justification for role. Submit to management team for review and approval.
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1.3 Approve recruitment request and job description
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8.1 Select succesful candidate(s)
Select succesful candidate(s) and notify HR manager of decision.
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| 14.PR015 Contractor health and safety management |
1.5 Re-assess
Any reasonable objections regarding the future disruption should be taken into consideration (i.e. works will affect training courses, projects etc.) and amendments to the scope/schedule should be implemented as appropriate.
If no objections are raised and there are no changes to the planned dates, then continue to 1.6
If the scope of work has not changed, go-to 1.5 but if the planned dates have changed then revert to 1.3.
If the scope of work has changed, revert to 1.1 |
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| 14.PR029 Prevention of Alcohol and Drugs Misuse |
2.4 Identify any requirement for medical and/or specialist referral
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4.1 Review Staff Member's duties and adjust as required
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| 15.PR001 Quarterly Board Meetings |
1.1 Prepare and Collate Board Pack
Each director prepares their relevant section of the Board Pack and submits to the Managing Director 2 days before the meeting. The Managing Director collates the Board Pack sections in preparation for the meeting. |
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1.3 Generate Minutes
Create draft meeting minutes and distribute to Board of Directors for approval. |
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1.4 Review and Approve Minutes
Review minutes and respond to Managing Director with comments and/or approval |
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1.5 Issue and Save Minutes
Save minutes to Board Governance share site and inform other board members that minutes have been issued. |
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| 15.PR002 Business Governance |
1.2 Quarterly Management Meeting
Quarterly meeting with the following objectives:
-To ensure that a detailed review of all areas of the business is carried out by the full management team on a quarterly basis |
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1.3 Monthly Management Meeting
Monthly meeting with the following objectives:
-High level review of Operational Improvement Project progress.
-Assess current business performance against current KPIs
-Prioritize current operational improvement opportunity schedule based on revised KPI assessments
-Agree Operational Improvement Project Program for next three months, assign and agree responsibilities. |
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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 |
1.1 Review of Previous Year's Business Performance
Each company director creates a review section for each of their directorates based on the previous years target and actual performance and submits to the Managing Director for collation.
The Managing Director collates each section in preparation for the Review Meeting.
Sources of information
-IMS Performance Management Reviews
-QHSE Management meetings
-Monthly Management meetings |
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1.3 Conduct Annual review meeting
Review of previous year's performance
The SWOT analysis will be used to understand, develop or revise the context of the organisation and the Risk Register |
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1.4 Prepare operational plans and strategy documents to deliver business objectives
Revise Operational plans and strategy documents to deliver business objectives. |
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1.5 Revise business plan
Revise business plan for next financial year. |
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1.6 Summarise and agree actions
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1.8 Distribute & Archive
Distribute approved documents to the company Directors.
Store on Share site 15 - Board Governance |
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| 52.PR012 MOUK Responding to an Emergency |
1.2 Notify higher management
Notify higher management and discuss approach in notifying next of kin.
Do not discuss with outside sources (e.g. media, etc).
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1.3 Notify next of kin
Details for next of kin can be found in ERP, under human resources. This information is only visible to management.
Notify next of kin with information received. If required, discuss update schedule from the client and offer support as required.
Ensure it is clear not discuss with outside sources (e.g. media, etc.).
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1.4 Await update from client and communicate
Communicate any updates from the client to all relevant parties. Ensure all details are recorded in writing.
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1.5 Make arrangements as necessary
Make arrangements as required (e.g. hospital, family, etc.)
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| 56.PR005 CNR emergency response |
2.1 Notify higher management
Notify higher management and discuss approach in notifying next of kin.
Do not discuss with outside sources (e.g. media, etc).
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2.2 Notify next of kin
Details for next of kin can be found in ERP, under human resources or personnel files. This information is only visible to management.
Notify next of kin with information received. If required, discuss update schedule from the client and offer support as required. Ensure contact details are given for Metron and that the next of kin is aware of lines of the official communication and who to speak to about the situation.
Ensure it is clear not to discuss the situation with outside sources (e.g. media, etc.).
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2.3 Make arrangements as necessary
Make arrangements as necessary
Make arrangements as required (e.g. hospital, family, etc.).
Ensure these are communicated to the response staff listed.
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2.4 Await update from client and communicate
Communicate any updates from the client to all relevant parties. Ensure all details are recorded in writing.
Return to 1.3 to update next of kin as necessary. Continue to update as required by the situation.
If no further updates are required from the client and the need for emergency response is finished, proceed to 2.5.
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2.5 Document details of situation
Document details of situation
Document details of the situation, including a timeline of events and all actions taken.
Review with management team and discuss best place for this to be saved. Save, once agreed.
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