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| 03.PR001 Requesting Graphics or Marketing Materials |
1.1 Complete request form
Access and download the graphic/ creative request form from SharePoint and fill in all essential details. |
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1.2 Attach reference material
To gain a clear understanding of your vision, attach any reference materials, any existing guidelines or inspirational examples that align with your expectations. |
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1.3 Specify deadline & budget
Outline the desired timeframe for the project completion and any budget |
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1.4 Arrange a call/ meeting for complex requests
For more complex projects, schedule a call or meeting with the Digital Content Coordinator for detailed discussion and clarification. |
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1.5 Review and Confirm
Once the request is received, the Digital Content Coordinator will review the details and confirm receipt by email. If any additional information is required, this will also be requested at the same time. |
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2.2 First draft presentation
The first draft is to be sent to the requester who will review the material(s) and provide feedback and gain approval. This is to ensure that the desired outcome is on track. |
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2.3 Revisions (if neccessary)
Revisions, if neccessary will be made at this stage. |
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3.1 Final approval and delivery
Once the final draft is approved, the graphic or creative material will be prepared for delivery. This will be as specified in the graphic request form. |
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3.2 Feedback and continuous Improvement
Feedback on the effect of the materials will be shared promptly by notifying the Digital Content Coordinator.
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3.3 Material to be added to SharePoint
If the graphic is to be uploaded to SharePoint as a controlled graphic, for example a logo, leaflets etc then a document request form will need to be downloaded and filled out. |
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| 04.PR001 Client Approval |
1.1 Identify Need
Identify a need to gain approval to sell product and/or services to a new customer.
You should check that the customer is not already approved by asking a finance administrator to check the company accounting system. |
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1.2 Complete New Customer Approval Form
Complete the Customer Approval Form and send to the Business Development Director for approval. |
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1.3 Approval - Business Development Director
Review the approval and, if happy to approve, sign the form and return to the originator.
This stage is implemented to ensure that the Business Development Director has the opportunity to raise any concerns based on his current market knowledge. It is not intended that a full financial appraisal is to be carried out at this stage. |
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1.4 Fully Approved?
If the requested credit limit is greater than £5k, further approval will be required and the form should be submitted to the Finance Director. |
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1.5 Approval - Finance Director
Review the completed form and review company financial statements available from companies house. Depending on the level of information available and/or it's contents, it may be necessary to obtain a credit check report.
If happy to approve, sign the form and return to the requester. |
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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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1.8 Submit for Activation
Submit completed and approved form along with any supporting documents to a Finance Administrator. |
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1.9 Customer Setup and Activation
Add and activate the customer in the company accounts package.
Setup the customer file structure on the file server.
The completed approval form should be scanned in and attached to a memo in the company accounts system. |
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| 05.PR009 Graphic Design Development Support |
1.1 Need Identified
A need for graphics design support is identified in the Project Development Plan (PDP) or for an internal project requirement.
Any graphics design work should have a detailed task assigned stating the following:
-action date
-due date*
-requester (who to contact regarding further information)
-approver
-description/specification
-attachments (supporting sketches/mock-ups of requirements)
Any dependancies which may affect the action date, along with any dependancies which make the due date critical, should be communicated before assigning the task.
*The due date is when the approved design / product is to be ready to use. Ensure to take supplier lead-times into consideration for product graphics design. This process covers the request for graphics design development for the following:
-Sales photos
-Branded promotional products
-Graphics for internal systems
-Graphics and drawings for presentations, reports and proposals
-Panel/equipment designs and drawings
-Labels for systems/equipment
-Graphic overlays |
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2.1 Create requested graphics design
Create/update requested graphics ensuring compliance with the company branding standard.
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2.2 Obtain graphics design approval
Review the graphics ensuring the graphics purpose and requirements have been achieved.
Approval is to be carried out in accordance with requirements defined in the PDP and document approval standard |
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4.1 Gather graphics design feedback
Feedback should be gathered from the requester to ensure any design improvements can be captured and implemented prior to use of the design in the future.
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| 05.PR009 Graphic Design Development Support |
1.1 Need Identified
A need for graphics design support is identified in the Project Development Plan (PDP) or for an internal project requirement.
Any graphics design work should have a detailed task assigned stating the following:
-action date
-due date*
-requester (who to contact regarding further information)
-approver
-description/specification
-attachments (supporting sketches/mock-ups of requirements)
Any dependancies which may affect the action date, along with any dependancies which make the due date critical, should be communicated before assigning the task.
*The due date is when the approved design / product is to be ready to use. Ensure to take supplier lead-times into consideration for product graphics design. This process covers the request for graphics design development for the following:
-Sales photos
-Branded promotional products
-Graphics for internal systems
-Graphics and drawings for presentations, reports and proposals
-Panel/equipment designs and drawings
-Labels for systems/equipment
-Graphic overlays |
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2.1 Create requested graphics design
Create/update requested graphics ensuring compliance with the company branding standard.
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2.2 Obtain graphics design approval
Review the graphics ensuring the graphics purpose and requirements have been achieved.
Approval is to be carried out in accordance with requirements defined in the PDP and document approval standard |
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4.1 Gather graphics design feedback
Feedback should be gathered from the requester to ensure any design improvements can be captured and implemented prior to use of the design in the future.
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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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1.5 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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