MOZAMBIQUE CONTINUOUS IMPROVEMENT MANAGEMENT

Presponsability matrix
ACTION CATEGORY ACTION DESCRIPTION FREQUENCY WHEN WHO STATE
Executive Summary of Environmental / Occupational Health and Safety Situations Yearly When needed Top Management / QHSE Coordinator To update
General
Visitors Welcome Booklet (LSP-9011) Yearly When needed Top Management / QHSE Coordinator Done
Items to provide before the AFNOR audit visit Yearly 2 months before audit Top Management / QHSE Coordinator Done
External Audit Planification Done
AFNOR Audit - P.P Country Presentation Yearly 2 months before audit Top Management / QHSE Coordinator
Preparatory Review and Audit Plan - Part Audit Plan Yearly 2 months before audit Top Management / QHSE Coordinator Done
Form LFO-1185 Relevant Interested Parties completed. Yearly 1rst Trimester Top Management / QHSE Coordinator To update
SWOT Analysis / Issues / Orientations made in the Compliance and QHSE application Yearly 1rst Trimester MD/Top Management To update
QHSE Manual & QHSE Policy (integrated into the QHSE Manual) Yearly 1rst Trimester Top Management / QHSE Coordinator Done
Annual Management Review Meeting Minutes (LFO-1088) Yearly 3nd Trimester Top Management / QHSE Coordinator Done
Applicable Laws and Legal Requirements List (LFO-1068) Yearly 2nd Trimester Top Management / QHSE Coordinator To update
Verification performed against applicable laws / Requirements (Regulatory audit) Yearly 2nd Trimester QHSE Coordinator To update
Risk Portfolio: LFO 1017, Risk analysis completed in Compliance and QHSE application Yearly/ when New risks appeared 2nd Trimester Top Management / QHSE Coordinator Done
QHSE Objectives & Targets (LFO-6046) Yearly 1rst Trimester Top Management Done
Management Workplace Health & Safety Committee (Implementation of the HSE Committee - when Done
applicable) Yearly When needed Top Management
Empowerments Table (LFO-1043) Yearly 1rst Trimester MD/Finance Done

Opportunity Assessment (LFO-1157) When opportunities appeared When needed Top Management / QHSE Coordinator To update
Back up positions (LFO-1181) Yearly 2nd Trimester MD/Top Management Done
Payment Execution Table (LFO-1235) Yearly 2nd Trimester MD/Finance To update
Compliance Training ( with the QHSE application) Yearly Throughout the year Everyone To update
Policies and Procedures (documentations) Up to date Throughout the year Everyone Done
Procedure LPR-1188 Internal and External Communication in Application Yearly 2nd Trimester Human Resource Done
Form LFO-1192 Organizational Knowledge Review and Plan completed Yearly 2nd Trimester Human Resource To update
Internal and External Organizational Chart (LFO-1120-IN/EXT) Yearly 2nd Trimester Human Resource Done
Job Description Form (LFO-1001) Up to date When needed Human Resource To update
Job Requisition Form (LFO-1003) Up to date When needed Human Resource To update
Human Resource Training Catalogue and Training Plan (including HSE training e.g fire fighters - first aiders) Done
(LFO-1008) Yearly 2nd Trimester Human Resource
Training attendance Form (LFO-1021) Up to date When needed Human Resource To update
Training Request Form (LFO-1025) Up to date When needed Human Resource To update
Training Evaluation Form (LFO-1026) Up to date When needed Human Resource To update
Annual Performance and Career Interview (LFO-1011) Yearly 1rst Trimester (for y-1) Human Resource Done
Client Account Opening (LFO-1035) Up to date When needed Finance/Operations Done
List of Customers Up to date When needed Sales/Operations Done
Monthly Sales Review Standard Practice (LSP-1144) Monthly Monthly Sales To update
Minutes of Meeting: with Clients, for specials operations, etc... (LSP-0004) After meetings occured After meetings occured Sales/Operations To update
Business Forecast Monthly Monthly Sales To update
Country Operational Procedures Up to date When needed Operations / Sales Done
Business presentation provided to clients Up to date When needed Sales To update
Business Definition – 4 Products AMT (CFO-1401) Up to date When needed Operations / Sales To update
Tender List Up to date When needed Sales To update
Customers Satisfaction Questionnaire (Throught QHSE application) or (LFO-6006) Monthly Monthly Operations / QHSE Coordinator To update
Master Feedback Report (when applicable) (LFO-6014) Up to date When needed Operations - Shipping Done
Claims Form (LFO-3007) Up to date When needed Operations / QHSE Coordinator To update
Operations Hospitality & Gift Validation Form (LFO-1084) Up to date When needed Operations To update
Hospitality & Gift Annual Report (LFO-1085) Up to date When needed Operations To update
List of Products for Storage (LFO-4182) Up to date When needed Operations / QHSE Coordinator To update
In/Out Products Form (LFO-4183) Up to date When needed Operations / QHSE Coordinator To update
Confined Spaces Checklist (LFO-4189) Up to date When needed Operations / QHSE Coordinator To update
Change Request (to be recorded into the QHSE application) (LFO-5003) Up to date When needed Operations / QHSE Coordinator To update
Non-Conformity Report Form (to be recorded into the QHSE application) (LFO-6005) Monthly Monthly Operations / QHSE Coordinator To update
Near Miss/Incident/Accident Report Form (to be recorded into the QHSE application) (LFO- To update
8005) Monthly Monthly Operations / QHSE Coordinator
Train the operations in using the NC / Incident / Accident / Near miss of the AMT QHSE To update
Application. Yearly 1rst Trimester QHSE Coordinator
To update
Communication to display: Visual Management - Display your KPIs at strategic site locations Monthly Monthly QHSE Coordinator
IT Material Stock Entrance Form (LFO-1104-RET) Up to date When needed IT service To update
IT IT Material Stock Withdrawal Form (LFO-1104-GIV) Up to date When needed IT service To update
IT Material Stock Loss/Theft Form (LFO-1104-LOSS) Up to date When needed IT service To update
List of Approved Suppliers (LFO-3008) Up to date When needed Procurement/Operations Done
Procurement Request Form (LFO-3002) Up to date When needed Procurement/Operations Done
Vendor Approval Request Form (LFO-3003) Up to date When needed Procurement/Operations To update
Procurement
 Procurement Vendor Account Opening Form (LFO-3012) Up to date When needed Procurement/Operations Done
Supplier Evaluation Form (LFO-3011) Yearly 2nd Trimester (for y-1) Operations Done
Subcontractor Management: Get record evidences in the AMT agencies v.s. AMT Corporate To update
system / synchro up to date When needed Top Management/Operations
Record Master file (LFO-5004) Yearly 2nd Trimester QHSE Coordinator Done
Environmental Risk Assessment & Management Plan (LFO-7021) Yearly/ when New risks appeared 2nd Trimester QHSE Coordinator Done
Environmental Intervention Report (LFO-7013) Up to date When needed QHSE Coordinator Done
Waste Removal Logbook (LFO-7031) Up to date When needed QHSE Coordinator Done
Yearly Environmental Sustainability Report (LFO-7032) Yearly 4th Trimester QHSE Coordinator Done
HS Risk Assessment & Management Plan (LFO-8012) Yearly/ when New risks appeared 2nd Trimester QHSE Coordinator Done
Signaling New HS Risk (LFO-8002) Up to date When needed QHSE Coordinator To update
First Aid Kit Inspection (LFO-8010) Yearly 2nd Trimester QHSE Coordinator Done
First Aid Kit Training Plan (LFO-8011) Yearly 2nd Trimester QHSE Coordinator Done
QHSE site assessement check-list (LFO-8060) Up to date When needed QHSE Coordinator To update
Forklifts and Cranes Driving Autorisation (LFO-8062) Up to date When needed QHSE Coordinator To update
Alcohol Test Report Form (LFO-8015) Up to date When needed QHSE Coordinator Done
Job Safety Analysis Form (LFO-8018) Up to date When needed QHSE Coordinator To update
PPEs Form (LFO-8019) Up to date When needed QHSE Coordinator Done
Toolbox Meeting Form (LFO-8022) Up to date When needed QHSE Coordinator Done
HSE Work Permit Form (LFO-8023) Up to date When needed QHSE Coordinator Done
List of Employees with WP/Habilitation (when applicable)(LFO-8031) Yearly 2nd Trimester QHSE Coordinator Done
Collaborators Consultation Report (LFO-8092) Yearly 2nd Trimester QHSE Coordinator Done
Yearly Audit Plan (LFO-6008) Yearly 1rst Trimester QHSE Coordinator To update
Audit Report (LFO-6010) Depending on audits frequencies Depending on audits frequencies QHSE Coordinator To update
QHSE Audit Checklist (LFO-6012) Depending on audits frequencies Depending on audits frequencies QHSE Coordinator To update
Fire Extinguishers Inspection (LFO-9007) Yearly 2nd Trimester QHSE Coordinator Done
Fire Extinguishers Training Plan (LFO-9008) Yearly 1rst Trimester QHSE Coordinator Done
Access Control Form (LFO-9005) Up to date When needed QHSE Coordinator Done
Emergency Contact List (LFO-9016) Yearly 1rst Trimester QHSE Coordinator Done
Emergency Response (LFO-9017) Yearly 1rst Trimester QHSE Coordinator Done
Emergency Situation Drill Plan Year (LFO-9023) Yearly 3nd Trimester QHSE Coordinator Done
Maintenance Plan (LFO-8007) Yearly 1rst Trimester QHSE Coordinator Done
Vehicles Checklist (LFO-8008) Up to date When needed/Yearly QHSE Coordinator Done
Trailers Control Checklist (LFO-8008-REM) Up to date When needed/Yearly QHSE Coordinator To update
Maintenance Form (LFO-8024) Up to date When needed/Yearly QHSE Coordinator Done
Communication to display: QHSE Policy (integrated into the QHSE Manual) Yearly 1rst Trimester QHSE Coordinator Done
Communication to display: Safety Award "LTI free" Yearly 1rst Trimester QHSE Coordinator To update
Communication to display: Driving Rules Yearly 1rst Trimester QHSE Coordinator Done
Communication to display: HSE Rules Yearly 1rst Trimester QHSE Coordinator Done
Communication to display: Emergency Contact List (LFO-9016) Yearly 1rst Trimester QHSE Coordinator Done
Communication to display: Visitor Welcome Booklet (LSP-9011) Yearly 1rst Trimester QHSE Coordinator Done
Communication Communication to display: Evacuation Plan Yearly 1rst Trimester QHSE Coordinator Done
Communication to display: MEDEVAC (Medical Evacuation) Yearly 1rst Trimester QHSE Coordinator Done
Communication to display: Memo Emergency Numbers on every desk Yearly 1rst Trimester QHSE Coordinator Done
Communication to display: QHSE Objectives & Targets (LFO-6046) Yearly 1rst Trimester QHSE Coordinator Done
Communication to display: Environmental Poster: e.g : "Think twice before Printing" - "Save Done
Water" Yearly 1rst Trimester QHSE Coordinator
Communication to display: Trace Certificate Yearly 1rst Trimester QHSE Coordinator Done
Finding from preview Findings found during audits (internal and external) have to be recorded in the QHSE To update
External Audit Application (or the action plan LFO-6009) Yearly Afetr the audit Top Management / QHSE Coordinator
Recording of the QHSE KPI's & KPIs per department into LFO-6041 Monthly Monthly QHSE Coordinator Done
Recording of the number of Worked hours in the QHSE Application Monthly Monthly QHSE Coordinator Done
Recording and processing of the Non-Conformities in the QHSE Application Monthly Monthly QHSE Coordinator Done
Recording
Recording and processing of Accidents / Incidents / Near Miss in the QHSE Application Monthly Monthly QHSE Coordinator Done
Recording and processing of Changes in the QHSE Application When needed/Monthly When needed/Monthly QHSE Coordinator Done
Recording and processing of items listed in the LFO-6009 Action Plan Monthly Monthly QHSE Coordinator Done