Transition Handover

Contracts
Transition handover portfolio

HSE Department
Current Holder
Ernest Kong -HSE HOD -
Asistant Manager & SHO
Acting Sucessor
Mohd Mustazza Bin Nazri -
SHO
SPACE ALLIANCE CONTRACTS SDN BHD
NO. 11, JALAN SC 6, PUSAT PERINDUSTRIAN SUNGAI CHUA, 43000, KAJANG, SELANGOR DARUL
EHSAN, MALAYSIA
Contracts TEL: 603-8741 9066 / FAX: 603-8741 9077 EMAIL: info@sagrp.com.my
HSE DEPARTMENT
Briefing Records
This session is to brief the acting successor of the current holder as interim head of the HSE
Department and shall execute the duties of the HSE Head until new instructions / directions are given
by the top management from SAC.
The briefing shall include the following content:
 Area Coverage of Work

 Department Key Personnel for Liaison
 Scope Coverage of Service
 Roles, Responsibilities & Authority
 Duties / Routine Works
 Corporate Filing Library – HQ Cabinet
 Corporate Filing HQ PC Softcopy
 IT & Access – HSE Related Info
 HSE Resources
Upon completion of briefing, the current holder has completed his / her transition of work and the new
acting successor shall execute the duties upon the date of acknowledgement. The predecessor
portfolio holder shall assist and guide the new holder in his / her daily duties until the last day of service
in Space Alliance Contracts Sdn Bhd.
Note: All Records, protocols, procedures, SOP, practice, information brief is recorded and implemented
up to 10th April 2021. Any changes later than that shall be the new portfolio holder’s practice.
Acknowledgement
Name Position Date Signature
Ernest Kong HSE-HOD & AM
Mohd Mustazza Bin Nazri Safety & Health Officer
Witness / Acknowledgement
Name Position Date Signature
EHSAN, MALAYSIA
HSE DEPARTMENT
Area Coverage of Work
Companies / Dept. Location Person in Charge / Liaise
M Floor: May Ho
Space Alliance Contracts (SAC) Kajang HQ Sungai Chua
1st Floor: Siew Kin / Meng Yee
Space Alliance Furniture (SAF) Bangi Office Miss Chen
Space Alliance Resources (SAR) Bangi Office Iris Chang
Space Alliance Cabinet Kajang HQ Sungai Chua Heldi Siew
Project Site Project Site Respective PM / Kwan Yik Chuan
Department Key Personnel for Liaison
Department Key Person Purpose

 Legislation & Legal advice
Darren Chang
 HSE Management of changes
Management Melvin Ng
 HSE related matters
John Mah
 Corporate HSE matters
 Site HSE Management issues
Kwan Yik Chuan
Project Dept  Project HSE Planning
Respective PM
 Changes of HSE SOP
 Sub-contractor HSE management
QS Department Yau MC
 Procurement Issues
 Claims / Financial matters related to
Miss Chee
Finance HSE Dept
Penny Lim
 Petty cash / payment cert enquiry
 HSE Training Matters
HR Meng Yee  HSE Man-power and recruitment issues
 HSE Staff personal issues
 Projects & Tender
PA Siew Kin
 HQ Building HSE Matters
Lee Wai Ming
 Drawings & layout enquiry
Design Team Lee Wai Kok
 Bangi Office HSE support
Angela Lee
EHSAN, MALAYSIA
HSE DEPARTMENT
Scope Coverage of Service
Companies /
HSE Responsibilities
Dept.
 Manage Staff CIDB (Card Renewal, Card Application, TRED & Course)
 Manage COVID-19 Equipment & Resources
 Control and manage all PPE & HSE Equipment
 Control and manage all Health & Medical Equipment
Space Alliance
 Control and manage all Corporate Filing System
Contracts (SAC)
 Control and manage all Fire Safety System
 Manage building safety (signage, labels)
 Manage fire drill
 Logistic & delivery (HSE Items to workplace)
 Manage COVID-19 Equipment & Resources
 Control and manage all PPE & HSE Equipment
Space Alliance  Control and manage all Health & Medical Equipment
Furniture (SAF)  Control and manage all Fire Safety System
 Manage building safety (signage, labels)
 Manage fire drill
 Equipment & Machinery PMT management
Space Alliance
Resources (SAR)
Space Alliance
Cabinet
 Deliver HSE Resources to site
 Act as representative in absence of Site HSE Personnel
Project Site
 Monitor and oversea project HSE Requirement
 Update with client / site HSE team on HSE requirement
EHSAN, MALAYSIA
HSE DEPARTMENT
Roles, Responsibilities & Authority
Main Duties HSE Responsibilities
 Create HSE Manuals, procedures and forms for the department to
Documentation operate their daily duties
 Formulate HSE plans and protocols for project team
 Formulate a HSE Plan / Project HSE plan for the tendered project
 Revert and answer questionnaires from tender (Provide attachment
and supporting doc from scanned records)
Tender
 Act as representative for HSE Department during tender interview
 Participate in tender interview
 Rectify additional questionnaires from tender confirmation
 Procure HSE resources for the department
Resources  Liaise with QS team for any purchasing
 Advice QS team & management on the requirement from HSE team
 Proposed and manage relocation of HSE personnel to respective
project
Man-Power
 Evaluate HSE staff performance
Planning
 Evaluate and assess / interview new HSE candidates and advice
management
Performance &
 Update Corporate & Project HSE statistic, reports
Monitoring
 Liaise with client / main contractors as HSE representative on HSE
issues
Communication  Liaise with government authority on HSE issues
 Advice top management on safety issues
 Advice management on HSE events such as meetings, activities
Competency &  Oversee all SAC staff HSE trainings and competency record
Training  Manage and handle all staff HSE trainings (CIDB, 1st aid, SSS, SHO)
 Study latest legal requirement, laws & new regulations by government
 Advice the management and organization on latest HSE
Legal & Other
implementation at workplace
Requirement
 Study the latest project HSE requirement and advice management on
new practice
EHSAN, MALAYSIA
HSE DEPARTMENT
Duties / Routine Works
Duration Scope
 Check SA Group to see which HQ staff absent / leave to update man-hours
 Reply to emails and enquiries from anyone for HSE related matters
Daily
 Check any latest HSE implementations from any project / client / government
 Update team if there is any latest news / update / info / instructions in HSE matters
 Join weekly meetings / site walk if you are in-charge of that project
Weekly  Prepare weekly KPI & Man-hours / HSE report if you are in-charge of that project
 Study and plan for the upcoming week HSE events
 Collect all HSE Report from all site and compile to master corporate report
 Do monthly report
 Do monthly office emergency equipment inspection
 Advice Boss to do HSE Committee Meeting, host and prepare MOM
 Attend Management Meeting
Monthly  Log-in CIDB.CIMS to check any staff CIDB is expiring and renew for them
 Distribute New CIDB Cards to key personnel
 Check your inventory to make sure all office HSE supplies in sufficient
 Ensure all filing records are up to date (at least till the month before)
 Ensure notice board is up-to-date
 Check and plan training course if required (renew license / certificate)
 HQ Fire Drill (Once)
 Change all filling label to the new labels for next year (End Year)
 Submit JKKP 8 Form (Beginning of the year)
 Appoint new HSE Committee (Issue Letters, advice management)
Yearly
 Plan new programs for the year ahead
 Renew ISO 45001
 Host HSE Campaign
 Plan training & schedule training for the staff for upcoming year
 Join Project Meeting when called by management
 Do Tendering work is requested by management
 Register Machinery if SAF request
Regular /
 Deliver / Buy / Restock HSE Equipment and send to workplace if site team request
Common
 Issue / replace PPE with staff when requested by them
Work (No
fix timing)  Join any Tender / Kick-off meeting when request
 Prepare for interview / presentation slides if requested
 Perform procurement work for HSE if required
 Register new staff in Training Matrix, PPE Matrix & CIDB
 Go to site if there is incident / accident anytime if management request
 Go to HQ to perform HSE related duties if requested by management
Emergency
 Prepare Incident / Accident Report
/ Ad-Hoc
 Attend emergency meeting if requested by the management
 Notify DOSH if there is any major incident / accident
EHSAN, MALAYSIA
HSE DEPARTMENT
Corporate Filing Library – HQ Cabinet
File Name Subfolder Remarks Record Keeping
HSE Policy, HSE Policy, Objectives & Targets signed by
Review once every year
Objectives & Targets both MD & ED, master copy
HSE Org Chart Updates HSE team, old ones can dispose Change every new team
Master, main and the core ISO HSE
HSE MS Review if required to revise
document, the brain. Sign by ISO team
HSE ISO 45001 The ISO procedures following the structure of
Review if required to revise
Procedures ISO 45001 guideline
HSE
10.1 Procedures & The SOP of daily HSE site management in
Revise if SAC has new line of
Document HSE OSP write out. Supporting document to Procedures
industry or scope of business
– Operational Control
The annual HSE programme on how to
HSE Plan Review every year
achieve our objectives and targets
The emergency plan with protocols and roles
ERP Plan Review every year
for the SAC Group
List of HSE Forms used in performance Review / change / add if there is new
HSE Forms
monitoring and capturing form required
Committee Org Updates HSE committee team, old ones can
Change every new team
Chart dispose
HSE Minutes of Meeting Latest HSE Committee MOM since Jan 2018 File every month after meeting
10.2
Committee File a copy every year Jan / new
Committee appointment letter every year / new
Appointment Letter staff after all original letter issued
staff
out.
ERP Org Chart Latest HSE ERP Team, old ones can dispose Change if there is change of staff
Evacuation Chart Latest ERP HQ Evacuation Chart Review every year
Emergency Change if there is changes of
Latest ERP FE & 1st Aid location in HQ Plan
Equipment Plan location
Emergency SAC Group emergency line of communication
Crisis Flow Chart Review every year
10.3 Response flow chart
Plan (E.R.P) Emergency
Kajang HQ 1st aid & FE equipment inspection
Equipment Check every month
list
Inspection
ERP Drill Annual HQ fire drill record File every month
All SAC FE BOMBA Cert issued by supplier
BOMBA Cert Dispose old one after replacement
after service
SAC HQ HSE Man-hours Form since Jan 2018 File every month
HSE KPI, Man-hours Monthly HSE Man-power & Manhours breakdown
10.4 Statistic & File every month
Table record since Jan 2018
Man-hours Project Manhours
SAC annual Group Man-Hours Record File every month / year
Statistic
HSE Training Plan Annual HSE training plan (Prepared by HR) File yearly (HR to provide)
Staff HSE
All staff Personal SAC CV for Tender purpose To add and update when there is
Competency
and their competency record new staff or new competency
Records
HSE Training Post Training evaluation record form (HR to
HSE Staff Keep a copy once finish a training
Evaluation Have original record)
10.5 Competency
Keep a copy when SAF staff / sub-
Records SAF SAF CIDB & TRED Training certs
con finish training
Update when there is new staff /
CIDB All SAC Staff CIDB Slip renew of card (Recommend Check
monthly)
Training & Course All HSE related training information doc File if useful for future reference
10.6 HSE PPE Quotation All PPE quotation HSE purchase from supplier File if useful for future reference
Procurement HSE Equipment All HSE Equipment quotation HSE purchase
Records File if useful for future reference
Quotation from supplier
Medical / Health All 1st aid / COVID items quotation HSE
File if useful for future reference
Quotation purchase from supplier
HSE Service All HSE related service / inspection quotation
File if useful for future reference
Quotation HSE purchase from supplier
Others Quotation All other quotation (not categorized above) File if useful for future reference
HSE procure from supplier
EHSAN, MALAYSIA
HSE DEPARTMENT
Material Requisition MRF records for any HSE items to be File every time if there is purchasing
Form (MRF) purchased enquiry
Purchasing Order PO copy issued by QS Team Keep a record if possible
Keep a record if possible. Original
Invoice Invoice issued by supplier
give to QS
Keep a record if possible. Original
Delivery Order DO issued by supplier
give to QS
All HSE PPE / Services (Exclude penalty) Keep a record, original record give
HSE Back-Charges
records. Use project form to QS
All SAC Group Corporate Monthly Report
10.7 HSE Reports - File and update every month
since Jan 2018
PPE Matrix All SAC Staff PPE issuance log Update when there is new staff
Keep a record. Original HSE HOD
approved and give the staff to attach
Staff PPE PPE Inspection Any new requisition of PPE from staff.
10.8 in monthly claim to submit to
Record accounts dept.
File according to the department.
PPE Issuance Any new staff, all PPE issuance record in the
Resigned staff record can be
Record log.
disposed.
Keep original signed by MD record
HSE Memo issued from corporate HQ to all
10.9 HSE Memo - only if there is new rule or
staff
implementation
Incident / Accident All incident / accident required by client to Keep a copy of signed report if there
Accident &
10.1 Report submit official report is any incident
Incident
0 DOSH JKKP 8 Form, to log in SAC MyKKP
Report DOSH JKKP 8 Form Keep a record in file annually
account and report yearly
List of Legal Register with the remarks and Change if there is requirement to
Legal Register
signed by MD with date. amend
Others Non-HSE related regulation documents Original give to QS
10.1 Legal & DOSH related information records & log book Original give to QS
1 Government DOSH
copy
CIDB CIDB related information or records Original give to QS
UBBL UBBL related act or records Original give to QS
10.1
HIRARC HIRARC copy from any project Keep a copy if required
2
Plant / Machinery /
List of all PMET under HSE monitoring list in
Tools & equipment Update if required
SAC
List
Plant & Equipment / List of all PMET specs under HSE monitoring
10.1 Keep a copy in filing
Machineries / Machinery Specs in SAC
3
Equipment All DOSH CF copies under HSE monitoring in
DOSH PMA / PMT Keep a copy in filing
SAC
All PMET inspection report by competent
Inspection Report Keep a copy in filing
inspector under HSE monitoring in SAC
Hand sanitizer SDS from the pharmacy
Chemical Hand Sanitizer Keep a copy in filing
10.1 supplier
Hazards Risk
4 Floor sanitizer SDS from the pharmacy
Assessment Floor Sanitizer Keep a copy in filing
supplier
Sub-con HSE Sub-con mandatory HSE SOP to be attached Update if there are changes in sub-
Requirement in LOA. (QS Department should have a copy) con HSE requirement
Keep a copy in file. HSE team in
10.1 Sub-Con HSE Sub-con HSE Sub-con post evaluation from project after end
project to fill, email a copy to project
5 Management Evaluation contract or finish project
& QS team.
Sub-con HSE Keep a summary log if possible, at
Log of Project HSE Penalty record
Penalty / NCR HQ file.
File MOM every month (get a copy
SAC Management Monthly management meeting
from email / server)
ISO ISO Briefing, Audit MOM & attendance list File MOM when there is session
10.1 HSE MOM
6 (Internal) Internal HSE
HSE internal department briefing File MOM when there is session
Meeting
File MOM when there is session (get
Project Meeting Corporate Project Meeting
a copy from email / server)
10.1 HSE HQ & Site HSE Campaign attendance and
Keep a copy annually
7 Campaign material/ report / records
10.1 Waste PPE Disposal PPE disposal from HQ Keep a record when required
EHSAN, MALAYSIA
HSE DEPARTMENT
8 Management Waste Disposal Waste disposal from HQ / site Keep a record when required
Management Management of change record form to be filled
10.1
of Change when there is new implementation or major Keep a record when required
9
(MOC) changes of culture at work
EHSAN, MALAYSIA
HSE DEPARTMENT
Corporate Filing – HQ Master PC Softcopy
File Name Subfolder Remarks
10.1.1 Policy-Objectives-Targets Master copy editable HSE Policy, Objectives & Targets file
HSE Procedures 10.1.2 Manuals & Procedures All ISO related HSE Manuals & Procedures (Master Doc)
10.1
& Document 10.1.3 Org Chart Editable HSE Org Chart
10.1.4 HSE Forms All ISO registered HSE Master Forms
10.2.1 HSE Committee Master HSE Committee Org. Chart
10.2 HSE Committee 10.2.2 Appointment Letter Committee appointment letter template
10.2.3 HSE MOM All Master HQ Committee editable MOM
10.3.1 SAC HQ Man-Hours Master KPI Log & Records with Man-Power breakdown log
HSE KPI & Man- 10.3.2 SAC HQ Man-Power Log Template for project man-hour, manpower record
10.3
Hours 10.3.3 SAC Project Man-Hours All project monthly man-hours record (back-up)
10.3.4 SAC Corporate Annual KPI Master Log for annual KPI record
10.4.1 HSE Staff Competency All HSE Staff Competency (Folder divide by names)
HSE 10.4.2 Training Matrix SAC & SAF Master Training matrix log
10.4 Competency &
Training 10.4.3 SAC HSE Competency All SAC staff related HSE competency certs (CIDB, TRED)
10.4.4 HSE Training HR related HSE training documents & information records
10.5.1 ERP Info ERP Master Org Chart for HQ
10.5.2 Crisis Management Plan Flow chart for all SA Group emergency management
10.5.3 Floor Plan SAC Kajang & SAF floor plan
10.5 ERP 10.5.4 First Aid Kit First aid kit information
10.5.5 Fire Extinguisher FE Information (BOMBA cert..etc)
10.5.6 Fire Drill Annual Fire Drill Record for HQ
10.5.7 Emergency Equipment Inspection Monthly HQ Emergency equipment inspection records
10.6.1 MOS MOS Copies from project (Not HQ)
Hazards
10.6 10.6.2 HIRARC HIRARC copies from project (Not HQ)
Management
10.6.3 SWMS SWMS copies from project (Not HQ)
10.7.1 PPE Issuance Master Log Master Log for SAC Group staff PPE Record
PPE
10.7 10.7.2 PPE Price Editable PPE Price Log
Management
10.7.3 PPE Requisition / Inspection Records Scanned copies of staff PPE requisition in pdf
10.8.1 Material Requisition Form Scanned / Original copies of MRF
10.8.2 Quotation Copies of quotation record from supplier
10.8.3 PO Scanned copies of PO from QS Dept
HSE Scanned copies of invoice from supplier before submit
10.8 Procurement 10.8.4 Invoice
original to QS
Records 10.8.5 Payment Cert Scanned copies of Payment cert from QS
Scanned copies of DO from supplier before submit original
10.8.6 DO
to QS
10.8.7 Back-charge Scanned copies of back-charged records
Incident & 10.9.1 Incident Accident Report All SAC incident reports
10.9
Accident Report 10.9.2 DOSH JKKP 8 Annual DOSH JKKP 8 record since 2018
10.1 HSE Monthly One file 1 month report. Additional folder is for scanned
0 Report signed copy in pdf.
Monthly management meeting MOM. Get from Email / HQ
10.11.1 SAC Management Meeting
server
HSE 10.11.2 Project Department Meeting Project HQ meeting, keep pdf file scan copy
10.1 Communications 10.11.3 HSE Internal HSE internal meeting.
1 (Internal & Any ISO related briefing, meeting, discussion attendance
10.11.4 ISO
External) scan copy record
10.11.5 SAC SAC Letters
10.11.6 SAF SAF letters or memo related to HSE
10.12.1 Legal Register Latest Legal Register for SAC Group
10.1 Legal & 10.12.2 DOSH All useful DOSH information and documents copies
2 Government 10.12.3 CIDB All useful CIDB information and document copies
10.12.4 DOE All useful DOE information and document copies
EHSAN, MALAYSIA
HSE DEPARTMENT
10.12.5 CLAB All useful CLAB information and document copies
10.12.6 Immigration All useful Immigration information and document copies
All useful Accommodation Act information and document
10.12.7 Accommodation Act
copies
10.12.8 UBBL All useful UBBL information and document copies
Plant,
10.1 Machinery, One folder 1 type of equipment / machinery / tools with their
3 Tools & specs and info inside. Scanned copies of pdf
Equipment
10.1 Chemicals & One folder 1 type of chemicals with their SDS inside.
4 Waste Scanned copies of pdf
10.1 Waste
Waste disposal records
5 Management
10.1
Logistic Floor Plans of the Office
6
10.1
COVID-19 COVID-19 Documents & materials since MCO
7
10.1 One folder 1 HSE Campaign with attendance list scanned
HSE Campaign
8 copies inside
10.1
Security Security Name tag label
9
10.2
HSE Awards SAC HSE Awards scanned certs / photos
0
10.2 SAC HQ master memo with a folder for scanned signed
HSE Memo
1 copies in pdf
10.2 HSE Violation &
SAC Penalty schedule master editable log
2 Penalty Records
10.23.1 Sub-Con HSE Requirement Latest SAC Sub-Con HSE requirement SOP
Scanned copies sample of sub-con HSE evaluation from
10.23.2 Sub-Con HSE Evaluation
10.2 project HSE files
Sub-Contractors
3 Sample LoA from QS team with Sub-con HSE requirement
10.23.3 Letter of Award (LoA)
attachment
10.23.4 Work Order (WO) Work Order sample copies from QS Team
10.2
MOC Management of change records
4
10.2
ISO ISO 45001 related documents (exclude attendance list)
5
10.2 Project & One folder 1 Project with proper HSE filing system. Similar to
6 Contracts HQ filing structure.
10.2
Tender One folder 1 Project with all necessary documents inside
7
Claim SAC monthly claim folder (Personal Use)
Filing structure for new projects. Copy and paste in new
Filing Template
project HSE Folder
Office Forms All Project, HR, Account, QAQC, ISO related forms
Photo One folder 1 project / event photo
Useful SAC / HSE Icons and image for presentation or
Stationary & Pictures
documentation use
Miscellaneous SAC Document All Company information
SAC Memo SAC Memo issued by HR
SAR SAR information and document
Signage & Notice Board All signage template and notice board template
Tag & Labels All site / office / filing labels and tag stationaries
Videos SAC Events Video
EHSAN, MALAYSIA
HSE DEPARTMENT
IT & Access – HSE Related Info
Item Access Functions
SAC: thai.sk@sagrp.com.my
Password: Sa87419066 1. Register new staff
CIDB Account
2. Register SICW course
SAF: foongwl@sagrp.com.my 3. Register CIDB Green
Website:
Password: sAF1060054 Card
CIDB.CIMS.com
4. Update TRED
SAR: johnmah11@hotmail.com 5. Renew CIDB Card
Password: john1196
1. Register SHO / SSS

DOSH MyKKP Account
2. Call for inspection
SAF: SAFSAGRP123
(equipment / plant /
Website: Password: SAF1043650
tools PMT issue)
DOSH.MyKKP.com
3. Register DOSH site
Username:
sacmeeting@spacealliancecontracts.onmicrosoft.co
m
1. For HSE Committee
Microsoft Team App Password: Alli@nce-9066 (as per 01st April Meeting
2021)
Check with Siew Kin regularly if there is
changes
Access PC to HSE Server

HSE Server
Call Gevyson for assistant
Printing / Internet /
Server / Scanning / IT Call Gevyson for assistant
issue
EHSAN, MALAYSIA
HSE DEPARTMENT
HSE Resources
Item Remarks Location
Safety Helmet
Safety Vest
Safety Shirt
Ear Muff
Ear Plug
Bump Cap
Visitor’s Safety Shoes Kajang HQ Warehouse &
PPE
Respirator Store room
Respirator Cartridge
Face Shield
Safety Goggles
Impact Gloves
Safety Goggles
Body Harness & Safety Lanyard
HSE Equipment Security Tap Card Machine Kajang HQ Store room
1st Aid Equipment M Floor Cabinet
Hand Sanitizers
Kajang HQ Warehouse
Medical Equipment Floor Detergent
Face Mask
M Floor Cabinet
Sanitizing Suit
Certificate
Safety Induction Sticker
Stationaries M Floor Cabinet & Drawer
Safety Induction Label
Stationaries
DOSH Log Book
Books ISO 45001 Book M Floor Drawer
ISO 14001 Book
EHSAN, MALAYSIA
HSE DEPARTMENT
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Contracts

Transition handover portfolio

The briefing shall include the following content:

 Area Coverage of Work

Mohd Mustazza Bin Nazri Safety & Health Officer

Department Key Personnel for Liaison

Department Key Person Purpose

Item Access Functions

1. Register SHO / SSS

Access PC to HSE Server

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