ABC COMPANY LIMITED

XYZ COMPANY

INTEGRATED MANAGEMENT
SYSTEM MANUAL

Reviewed BY: Mr. --------- (Management Representative)

Signature: Dated:

Authorized by: Mr. -------

Signature: Dated

XYZ/MSM/001
Issue/Rev.: 02.0 Page 1 of 33
 Table of Content
1.0 INTRODUCTION:.......................................................................................................................................... 4

2.0 PURPOSE & SCOPE.................................................................................................................................... 4

3.0 TERMS & DEFINITIONS:.............................................................................................................................. 5

4.0 CONTEXT OF THE ORGANIZATION........................................................................................................... 8

4.1 UNDERSTANDING OF THE ORGANIZATION AND ITS CONTEXT........................................................................................................8

4.2 UNDERSTANDING THE NEEDS AND EXPECTATIONS OF INTERESTED PARTIES.....................................................................................8
4.3 DETERMINING THE SCOPE OF THE INTEGRATED MANAGEMENT SYSTEM.........................................................................................8
4.4 INTEGRATED MANAGEMENT SYSTEM AND ITS PROCESSES............................................................................................................9

5.0 LEADERSHIP............................................................................................................................................... 9

5.1 LEADERSHIP AND COMMITMENT............................................................................................................................................9

5.2 POLICY........................................................................................................................................................................... 11
5.3 ORGANIZATIONAL ROLES, RESPONSIBILITY AND AUTHORITIES.....................................................................................................13

6.0 PLANNING.................................................................................................................................................. 14

6.1 ACTIONS TO ADDRESS RISKS AND OPPORTUNITIES...................................................................................................................14

6.2 QHSE OBJECTIVES AND PLANNING TO ACHIEVE THEM..............................................................................................................15
6.3 PLANNING TO CHANGE......................................................................................................................................................16

7.0 SUPPORT................................................................................................................................................... 16

7.2 COMPETENCE.................................................................................................................................................................. 18
7.3 AWARENESS.................................................................................................................................................................... 19
7.4 COMMUNICATION............................................................................................................................................................ 19
7.5 DOCUMENTED INFORMATION.............................................................................................................................................20

8.0 OPERATION............................................................................................................................................... 21

8.1 OPERATIONAL PLANNING AND CONTROL...............................................................................................................................21

8.2 REQUIREMENTS FOR PRODUCTS AND SERVICES.......................................................................................................................22
8.3 DESIGN AND DEVELOPMENT OF PRODUCTS AND SERVICES.........................................................................................................23
8.4 CONTROL OF EXTERNALLY PROVIDED PROCESS, PRODUCTS AND SERVICES.....................................................................................25
8.5 PRODUCTION AND SERVICES PROVISION................................................................................................................................26
8.6 RELEASE OF PRODUCTS AND SERVICES...................................................................................................................................30
8.7 CONTROL OF NON-CONFORMING OUTPUTS............................................................................................................................30
8.8 ASPECTS OF OCCUPATIONAL SAFETY, HEALTH AND ENVIRONMENTAL PROTECTION OF SAFETY OF FACILITY...........................................31

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9.0 PERFORMANCE EVALUATION................................................................................................................. 33

9.1 MONITORING, MEASUREMENT, ANALYSIS AND EVALUATION......................................................................................................33

9.2 INTERNAL AUDIT...............................................................................................................................................................34
9.3 MANAGEMENT REVIEW..................................................................................................................................................... 35

10.0 IMPROVEMENT.......................................................................................................................................... 36

10.1 NONCONFORMITY AND CORRECTIVE ACTION..........................................................................................................................36

10.2 CONTINUAL IMPROVEMENT................................................................................................................................................37

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1.0 INTRODUCTION:

ABC Company Limited (XYZ Company) (hereinafter referred to as XYZ ) is a ………………….

Summary of company activities…….

2.0 PURPOSE & SCOPE

The Management of XYZ is willing to demonstrate the commitment to pursuing the highest
standards of Quality, Safety, Health and Environment practices and performance through
establishing, documenting, implementing and maintaining and continually improve the
effectiveness of Integrated Management System.

The XYZ Integrated Management System shall comply with the requirements of international
standards ISO 9001:2015, ISO 14001:2015, OHSAS 18001:2007. This Integrated Management
System shall apply to the management of all activities included in the scope below of Integral
Services Company (XYZ). Amendments to the XYZ Integrated Management System applies
introduced to improve its effectiveness, accommodate expansions in the work scope offered to
clients and to accommodate changes in turnover, workload and number of employees.

This manual covers the Integrated Management System implemented by XYZ for the following
products & services:

Scope of work ………………

3.0 TERMS & DEFINITIONS:

For the purposes of the Quality, Health, Safety and Environmental Management System the
following definitions shall apply -

Accident

An unplanned event that gives rise to ill health, injury, death, damage or other loss is called
accident.

Audit

A systematic, independent and documented process to determine whether the activities and
related results confirm to planned arrangements and whether these arrangements are
implemented effectively to achieve the organization’s policies and objectives.

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 Continual Improvement

Process of enhancing the Integrated Management system to achieve improvements in overall

performance in line with the organization’s QHSE policies and objectives is called continual
improvement.

Corrective Action

The action taken to eliminate the cause of a detected nonconformity or other undesirable situation
with root cause analysis

Environment

The surroundings in which an organization operates, including air, water, land, natural resources,
flora, fauna, humans and their interrelation. Surroundings in this context extend from within the
organization to the global system.

Environmental Aspect

Element of an organization’s activities, products or services that can interact with the environment
is known as environmental aspect. A significant environmental aspect is an environmental aspect
that has or can have a significant environmental impact.

Environmental Impact

Any change to the environment, whether adverse or beneficial, wholly or partially resulting from
an organization’s activities, products or services.

Hazard

A source or situation with the potential of harm in terms of human injury or ill health, damage to
property, damage to the environment or a combination of these.

Incident

An unplanned event, which has the potential to lead to an accident is called incident.

Interested Party

An individual or group concerned with or affected by the environmental performance of the

organization.

Management System

A composite, at any level of complexity, of personnel, resources, policies and procedures, the
components of which interact in an organized way to ensure a give task is performed, or to
achieve or maintained a specific outcome.

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 Organization

Company, corporation, firm, enterprises, authority, institution, or part of, whether incorporated or
not, public or private, that has its own functions and administrations.

Objective

Goal in terms of QHSE that are needed to meet requirements of product or service and which are
quantified where practical

Policy
It is statement by the organization of its intentions and principles in relation to overall QHSE
performance, which provides a framework for action and the setting of its objectives and targets.

Process
It is a set of interrelated or interacting activities, which transforms inputs to outputs.

Prevention of Pollution
Use of processes, practices, materials or products that avoid, reduce or control pollution, which
may include recycling, treatment, process changes, control mechanisms, efficient use of
resources and material substitution. The potential benefits of prevention of pollution include the
cost of adverse environmental impact, improved efficiency.

Corrective Action:
Action taken to eliminate the cause of a detected nonconformity or other undesirable situation

Root Cause Analysis:

Root cause analysis is a method of problem solving that tries to identify the root causes of
problems

Preventive Action
The action taken to eliminate the cause of a potential nonconformity or other undesirable potential
situation is called preventive action.

Risk
The combination of the likelihood and consequence(s) of a specified hazardous event occurring.

Risk Assessment
The overall process of estimating the magnitude of risk and deciding whether or not the risk is
tolerable or acceptable is called risk assessment.

Validation

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 Confirmation, through the provision of objective evidence, that the requirements for a specific
intended use or application have been fulfilled.

4.0 CONTEXT OF THE ORGANIZATION

4.1 Understanding of the organization and its context

4.2 Understanding the needs and expectations of interested parties

4.3 Determining the scope of the integrated management system

The XYZ Integrated Management System shall comply with the requirements of international
standards ISO 9001:20158, ISO/TS 29001:2010, ISO 14001:2015, OHSAS 18001:2007. This
Integrated Management System shall apply to the management of all activities included in the
scope below of Integral Services Company (XYZ ). Amendments to the XYZ Integrated
Management System apply introduced to improve its effectiveness, accommodate expansions in
the work scope offered to clients and to accommodate changes in turnover, workload and number
of employees.

This manual covers the integrated management system implemented by XYZ for the following
products & services:

SCOPE OF WORK .....on services for safety & control valves and electrical & instrumentation
equipment for industrial applications.

4.4 Integrated management system and its processes

XYZ runs an Integrated Management System (IMS), in which the quality management,
environment management and occupational health and safety management system are joined
together. It regulates the strategic responsibility and the operational practices in these fields of
work across all operative plants within the company.

The IMS also fulfills, in part or in whole, the requirements of other various international and
national standards and regulations.

5.0 Leadership

5.1 Leadership and commitment

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 The board of management takes full responsibility for the effectiveness of the Integrated
Management System. It defines the corporate policy and ensures that the requirements of IMS
are integrated into the business process. The requirements of customers, authorities and laws,
and the requirements of IMS are conveyed to the whole enterprise. Additionally, it defines
superordinate objectives, which are broken down in the facilities to the local conditions, and it
performs regular management assessments. Thus, it is ensured that the IMS meets its intended
results. Moreover, it takes also include enduring the availability of the required resources and
allocating authorities, responsibilities and competencies.

5.1.1 Customer focus

Managers of the organization shall ensure that the Integrated Management System identifies and
fulfils customer requirements in the delivery of our products and services and thus facilitate
continual improvement of customer satisfaction.
The concerned Manager shall ensure at the time of submission of the tender / bid contents of
each requirement are satisfactorily defined and documented.
Otherwise, the final review is done by the General Manager.
They shall review aspects of the tender documents which relate to, technical, commercial and
legal requirements.
The Estimation Team has the responsibility of evaluating technical aspects of contracts.
Managers shall ensure that the Organization has the capability to satisfy contractual requirements
by assessing current capability and equipment availability together with available suitable,
experienced and qualified manpower.
The following Customer requirements shall be reviewed (where applicable)
a) Details of intended service or products to be provided. b) All aspects of QHSE documentation,
which may be, required. c) Special Contract requirements.
Managers or their delegates on accepting the Contract on behalf of the Organization shall have
undertaken this review and conforming to the Management System Procedure for Customer
related processes XYZ /MSP/14

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 5.2 Policy

5.2.1 Establishing the Q&HSE policy

5.2.2 Communicating the Q&HSE policy

Management determines the main features of quality, occupational health and environment
protection policies as well as facility safety in Policy Statement.

The Management thus ensures that this policy

Presents the core competence and organization of the company.

 Is obliged to the realization and continual improvement of the IMS.

 Is regularly inspected/reviewed for effectiveness.
 Is communicated and understood in the company.

5.3 Organizational roles, responsibility and authorities

The XYZ Corporate Organization chart is shown in Attachment “A”

The identification of resource requirements and provision of adequate resources including

assignment of trained personnel for management, performance of work and verification activities
including internal audits, shall be identified by the respective Manager for approval by the
responsible authority.

The concerned department Manager and M (HR) will define and communicate the job
descriptions of all the employees working for XYZ .

6.0 Planning

6.1 Actions to address risks and opportunities

The process of risk identification requires the scrutiny of the project to highlight any potential
opportunities or threats that could impact the results of the project. This identification shall be
performed systematically with each risk being associated with standardized XYZ categories as
shown below:

 Client / Partner Relations / Reputation

 Market/ Commercial & Reputation
 Contract / Claims
 Financials / Cash flow / Change Management / Escalation (Labor, materials)

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  Environment Health, Safety & Security
 Schedule (weather, engineering, supplier, and construction, fab) / LD’s
 Engineering (technical, performance guarantees, productivity)
 Resources
 Procurement/ subcontracts (pricing, delivery, productivity)
 Construction/Fabrication (labor relations, delivery, productivity)
 Quality
 Startup / Commissioning, Performance Testing

During the Pre-Contract phase, a detailed Risk Workshop will be held and a risk register will be
developed, based upon input from the participants of Risk Workshop. The main participants of
risk work shop as pre contract phase shall be Manager Proposal, Manager Business Unit, Key
Account Manager, Proposal Engineer where as participants during execution phase shall be
Project manager, Manager business unit, in charge project management group (PMG), Business
unit FC, Planning engineer or any other risk owned mentioned in risk register initiated at pre
contract phase.

6.1.1 Environmental Aspects

XYZ identifies the environmental aspects of the company activities, products, and services to
determine those, which have or can have significant impacts and periodically evaluate them to
control. XYZ shall determine those aspects that have or can have a significant environmental
impact using established criteria as per procedure XYZ /DWI/HSE/55.

6.1.2 Compliance Obligation

XYZ has determined and has access to the compliance obligations related to its environmental
aspects and health & safety significant hazards. Taking these compliance obligations into account
according to procedure ……….. for continual improving its HSE management system.

6.1.3 Hazard Identification and Risk Controls

XYZ established, implement and maintained a procedure for the ongoing hazard identification,
risk assessment and determination of necessary controls on routine and non-routine activities.
When determining controls, or considering changes to existing controls, consideration shall be
given to reducing the risk according to hierarchical structure .i.e. elimination, substitution,
engineering controls, signage/warning and administrative controls & personal protective
equipment.

6.1.4 Planning Action

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 Significant environmental aspects and health & safety hazards shall be reviewed every year or
whenever there is a change in system. Action plans shall be planned and taken on significant
environmental aspects, compliance obligations, risk and opportunities e.g. legal, cultural, social,
technical.

6.2 QHSE objectives and planning to achieve them

The QHSE objectives and targets of the organization shall provide effective assurance that all
products and services meet the intent and detailed requirements of each other or contract placed
with the organization thereby achieve maximum reliability for products and services. The
objectives and targets shall also enable the organization to improve the safe working practices
that will reduce impact to risk for employees and environmental conditions.

The objectives and targets of the organization shall be defined, documented and communicated
to all concerned. This shall be established at relevant functions and levels within the organization.
The organization’s objectives and targets shall also consider its technological options, its
financial, operational and business requirements, its legal and regulatory requirements its
significant environmental aspects and occupational hazards and risks and views of interested
parties.

6.3 Planning to change

Any changes to the IMS are carried out in a planned way, in the course of which in particular the
integrity, the availability of resources as well as all responsibilities and competencies are taken
into account.

7.0 Support

7.1.1 General

The Organization’s management shall provide necessary resources required like adequate
personnel, materials, infrastructure, environment and support for the proper implementation of
QHSE Management System to achieve customer satisfaction by meeting requirements
consistently. The resources provided / essential shall be reviewed in management review
meetings to determine adequacy

7.1.2 People

It is the responsibility of the Managers to ensure that personnel performing work affecting QHSE
shall be competent on the basis of appropriate education, training, skills and experience. In order
to assess the competency of personnel the following aspects shall be considered: Qualifications,
Experience, Performance Evaluation, future organization plans, Transfer, Promotion, Induction

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 for New Employees, Job related QHSE requirements, Customer Feedback, Annual Appraisals
etc. In conjunction with the QHSE Manager, it shall be ensured that the Organization’s QHSE
Policy and IMS System are understood, implemented and maintained at all levels within the
organization.

7.1.3 Infrastructure

The organization’s management shall assess, establish and maintain necessary infrastructure for
IMS implementation in terms of adequate offices, workshops and yard, equipment, support
services, etc. in order to carry out work as per plan to fulfill requirements. The individual
Projects/Sites shall assess, establish and maintain the necessary infrastructure for
implementation of IMS at pertinent locations of operation.

7.1.4 Environment for the operation of processes

The management of the organization shall provide congenial work environment to enhance the
ability of employees to perform effectively and ensure quality & safety. The elements of proper
work environment are but not limited to:
• Employee involvement and participation
• Good Housekeeping
• Appropriate Health, Safety and Environment systems, procedures and practices.
• Ergonomically arranged work areas.
• Pollution control including recycling and reduction.
• Interaction and two-way communication.

7.1.5 Monitoring and measuring resources

a) A calibration and maintenance system shall be employed to ensure that the quality of
the Organization’s Monitoring & Measuring Equipment is consistently maintained. The
system shall encompass all measuring and monitoring devices, used both in the
Workshop and On-Site. Management System Procedure, Control of monitoring and
measuring devices XYZ /MSP/22 shall be followed.

b) The concerned Manager shall have final responsibility for the calibration system. The
department managers / or their delegates are responsible for the maintenance of
measuring and monitoring devices and updating the documentation related to
calibration, repair and certification in coordination with Central Stores.

c) It shall be possible to trace the accuracy of all measuring equipment to National and / or
International Standards.

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 d) Measuring and monitoring devices shall be calibrated at regular intervals established by
stability and usage. All equipment shall have unique numbers and carry calibration
stickers stating the calibration date and the due date. The register shall be reviewed
regularly to ensure equipment calibration is up to date.

e) Each measuring and monitoring device shall be recorded in a Register, and have its
own unique Calibration Record Card.

f) The concerned Manager or delegate shall ensure that where suppliers / subcontractors
are utilized, that they conform to all Organization requirements with respect to
measuring and monitoring devices.

g) When specified, technical data pertaining to monitoring & measuring equipment shall
be made available to the customer or their representative for verification that such
equipment is functionally adequate.

h) The monitoring & measuring equipment shall be maintained well to safeguard its
integrity and avoid misuse as well as protected during handling, maintenance and
storage.

i) The calibration status including last time calibrated and next time due shall be clearly
marked on equipment in use.

7.1.6 Organizational knowledge

The knowledge of an organization is the foundation for a successful existence in the market. Due
to XYZ long business activity, the knowledge required so as to be able to carry out the processes
and to ensure the conformity of the products is available. For the transfer of this knowledge,
traditional instruction and further training measures as well as modern measures concerning
knowledge transfer from one employee to another are applied. Organization ensures that
employees exchange all possible organizational knowledge during any change of their role &
responsibilities. Manager of each department ensures that all necessary organizational
knowledge (e.g. codes, standards, intellectual property and customer provided information) is
maintained and made available to respective place and relevant employee. Organizational
knowledge is reviewed and updated as appropriate to changing needs and trends of respective
process.

7.2 Competence

a) Personnel trainings shall be based on the various job requirements and shall be subject
to consideration at Management Review Meeting.

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 b) It is the responsibility of QHSE Manager or his delegate to ensure that all trainings are
provided and completed in accordance with Organization requirements and contractual
obligations in conjunction with M (HR) and or M (QHSE)

c) All training related to the IMS is the responsibility of the QHSE Manager in conjunction
with the Manager at the respective location. They shall ensure that all personnel having
specific responsibilities related to the IMS are given training related to those
responsibilities.

d) Where any member of staff requires a particular skill or requested by the Customer,
Then the Department Manager shall consider the use of:

e) In-house training courses visiting specialist External training courses arranging for
trainee to work alongside someone with required skill.

f) New employees shall be given Induction Training appropriate to their job function to
ensure that they are capable of satisfying both Organization and Customer
requirements.

g) The competency / job skills required for each position shall be identified by the
respective Department and shall assess the same on a periodical basis.

h) Where a supplier / sub-contractor is called upon to provide skilled services, the QHSE
Representative shall ensure that the supplier / sub-contractor has appropriate
qualifications and keep a copy of these qualifications on file together with the inspection
record.

i) The organization shall maintain training matrix in two departments. HSE related
trainings as per contractual requirements of customer and national/international
regulatory body shall be maintained at QHSE department. Other trainings needs as per
organizational requirements and technical up gradation shall be identified by the Human
Resources and concerned department. These updated training records shall be kept in
record through QHSE department.

j) The effectiveness of trainings provided shall be checked during annual appraisal.

7.3 Awareness

Through regular information of the employees via various channels and media, it is ensured that
they are familiar with the policy and objectives of the enterprise and that they are aware of their
contribution to the improvement of the IMS.

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 Programs for continual improvement promote the idea of quality and demand active cooperation
in the improvement of performance.

For the improvement of the awareness of occupational safety of environment protection and
energy efficiency, special tools and programs are implemented. Among these programs are for
example dialogues with employees and regular instructions (toolbox meetings).

7.4 Communication

a) The Organization management shall establish effective communication system between

management and employees / stakeholders.

b) The communication (internal & external) shall be carried out within the organization and
with external interested parties as mentioned in the Management System Procedure for
Communication XYZ /MSP/15

c) The respective Manager shall be responsible for revision and issue of work instructions
to reflect the current work practices and maintain records in consultation with
departmental personnel, after review and acceptance by MR or his delegates the
Management System Procedure Change Control Management XYZ /MSP/12

d) Management review meetings and other additional tools mentioned below shall
facilitate two-way communication to enhance IMS effectiveness.

 QHSE Meetings to discuss matters related to QHSE aspects of the operations shall be
conducted on a regular basis.
 HSE Alert Systems to communicate the Near misses, Incidents & Accidents.
 Avoid Verbal Orders (AVO) for capturing verbal requests from customer / interested
parties and also for passing on information / work requests within the organization.

7.5 Documented Information

7.5.1 General

The documented information required by the norm and necessary for the effectiveness of the IMS
is compiled, updated and controlled.

Documented information of the IMS is compiled and controlled in the electronic Documented
Integrated Management System (DIMS)

7.5.2 Compiling and updating

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 During compiling and updating of documented information in the DIMS, these are adequately
marked. Marking includes, among others, title, date, written by, revision or issuance number,
document number. Alternations to the documents are traceable.

For compiling, centrally provided templates are used. Each document is reviewed and approved
prior to circulation as per control and documented information procedure.

7.5.3 Control of documented information

The control of the IMS documents is carried out with the support of electronic. Document
Integrated Management System (DIMS). Through this kind of control a consistent and monitored
distribution.

Filling, storage and maintenance

Documented information which constitutes proof concerning the fulfillment of requirements as

well as the effective mode of operation of the IM system is archived. The scope of archiving
should be suitable to:

 Prove the quality and general obligation to exercise diligence for possible product liability
cases.
 Prove the compliance with requirements as well as other regulations
 Prove the compliance with contractual obligations
 Enforce own warranty/guarantee claims
 The responsible departments must take care that records are appropriate stored and
protected from loss or damage, as well as ensure that they stay readable and retrievable
during the entire length of archiving.
 The securing of data preservation is the task of IT department, which prevents data loss
through redundant systems and regular data securing.

8.0 Operation

8.1 Operational planning and control

The Inspection and test Plan / Management Program describes the individual activity / aspect and
placement in the organization.

The Inspection and test Plan / Management Program shall be used to describe all major activities
/ significant aspects / risks in the area of operation.

The Inspection and test Plan is required to be used only on long term orders where this is
important for the Contractor, Operator, XYZ and the Individual to understand the Scope of Work
to be executed by whom and at what sequence.

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 The Management Program shall be developed for all the significant aspects and risks identified
within the organization and for customer requirements, if any. The Management Program shall be
communicated to suppliers and contractors, if required.
XYZ shall hence maximize the efficiency by removing ill-defined areas of responsibility.

The Inspection and test Plan shall outline the process flow, responsibility, procedures, laws,
regulations, codes and standards.

If necessary the Quality Plan shall list certificates, checklists and reports that are available or
shall be generated in the process.

8.2 Requirements for products and services

8.2.1 Customer communication

Effective customer communication shall be established related to:

 Product information.
 Enquiries, contracts or order handling, including amendments.
 Customer feedback including customer complaints.
 Operational conditions.
 HSE Related information & Report

Any differences between the requirements of the Contract and those of the Tender that arise shall
be notified to the Customer by the concerned Manager Problems should be resolved to the
mutual satisfaction of both the Organization and the Customer.

The communication (internal & external) shall be carried out within the organization and with
external interested parties as mentioned in the Management System Procedure for
Communication XYZ /MSP/15.
The QHSE representative of the respective sites shall be the employee representative for
consultation and communication regarding health and safety matters.

8.2.2 Determining requirements for products and services

The following Customer requirements related to QHSE shall be determined (where applicable)
prior to providing the products and services to customers. a) Explicit customer requirements
including delivery and post-delivery activities. b) Implied customer requirements necessary for
specified or intended use. c) Statutory / Legal and regulatory requirements related to the
product / service. d) Additional requirements determined by the organization, the Managers their
delegates on accepting the Contract on behalf of the Organization shall have undertaken.

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 8.2.3 Review of the requirements for products and services

a) The concerned PMG manager shall ensure at the time of submission of tender that they
review appropriate contents of each contract, relating to supply of products and service
to customers, to ascertain that the requirements are satisfactorily defined and
documented.

b) Otherwise, the final review shall be done by the XYZ corporate proposal DHQ along
with Estimators shall review aspects of the contract, which relate to commercial and
legal requirements.

c) The concerned Manager shall have the responsibility of evaluating technical aspects of
contracts. The concerned Manager shall ensure that the Organization has the capability
to satisfy contractual requirements by assessing current capability and equipment
availability together with available suitable, experienced and qualified manpower.

d) Amendments to contracts are approved by the operational Manager.

e) All orders / contracts and amendments reviewed and confirmed shall be communicated
to the personnel concerned.

f) Requirements of customers related to environmental aspects shall be reviewed by the

Manager in coordination with the QHSE Manager at least once a year or as per
customer requirement.

8.2.4 Changes to requirements for products and services

The organization shall ensure that relevant documented information is amended, and that
relevant persons are made aware of the changed requirements, when the requirements for
products and services are changed.

8.3 Design and development of products and services

8.3.1 General

The Organization shall plan and control the design and development of the product.

During the design and development planning, the organization shall determine

a) The design and development stages,

b) The review, verification and validation that are appropriate to each design and
development stage and

c) The responsibilities and authorities for design and development

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 The organization shall manage the interface between different groups involved in design and
development to ensure effective communication and clear assignment of responsibility as per
procedure XYZ /DWI/EMS/01.

Planning output shall be updated, as appropriate, as the design and development progresses.

The outsourced designing company shall be approved by XYZ & customer for qualifications and
experience to perform the design of the specified product/service. The design documents shall
provide details of designing method, assumptions. Formulae and the calculations involved. The
design shall be reviewed and approved by client. Any concern of the customer regarding design
features shall be resolved by the project and designing department. The outsourced design
process shall be controlled by design department however PO shall be raised by Sub Contracting
Department.

8.3.2 Design and development inputs

Inputs relating to product requirements shall be determined and its records shall be maintained.
These inputs shall include

a) Functional and performance requirements,

b) Applicable statutory and regulatory requirements,

c) Where applicable, information derived from previous similar designs and

d) Other requirements essential for design and development

The inputs shall be reviewed for adequacy. Requirements shall be complete, unambiguous and
not in conflict with each other.

The product design input requirements shall be identified documented reviewed and shall include
the customer specified requirements. The outsourced design company shall be intimated about
these requirements.

8.3.3 Design and development controls

For the verification of design calculation, the primary requirement is to verify data input. Validation
of the design is performed to ensure that the final product is capable of meeting the requirements
for the specified or intended applications. Manager EMS / Section Head shall define the
requirements for design validation of the product depending on its criticality Procurement shall
ensure that vendors fulfill this requirement. Manager EMS / Section Head shall ensure that design
software used for design calculation is of applicable edition and compatible to design inputs and
make sure that all the necessary documented information of these activities are retained.

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 8.3.4 Design and development outputs

The outputs of design and development shall be in a form suitable for verification against the
design and development input and shall be approved prior to release.

Design and development outputs shall

a) Meet the input requirements for design and development,

b) Provide the appropriate information for purchasing, production and service provision

c) Contain or reference product acceptance criteria

d) Specify the characteristics of the product that are essential for its safe and proper use

The design and development outputs shall be documented in the form of drawings by the
outsourced design company

8.3.5 Design and development changes

Design and development changes shall be identified and records maintained. The changes shall
be reviewed, verified and validated and shall be approved before implementation. The review of
design and development changes shall include evaluation of the effect of the changes on
constituent parts and product already delivered.

Design and development changes including changes to design documents shall require the same
control as the original design and development as well as design documentation

8.4 Control of externally provided process, products and services

8.4.1 Type and extent of control

The quality-relevant products and services used for manufacturing products and the
accompanying documents undergo a receiving inspection.

The manufacturing or processing operations are responsible for internal deliveries, according to
the respective agreements of those concerned.

External deliveries undergo a receiving inspection regarding the order:

Depending on the product e.g. the area responsible for receiving and / or storage, the consuming
operations.

These products are used only after their release, even in the unscheduled situation of an urgent
manufacturing job.

In the case of non-conformities operations are carried out as described in chapter 8.7.

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 8.4.2 Information for external providers

Purchasing from external providers shall be carried out under the following process or
instructions:

Need determination, provision requests, inquiry, supplier instructions, Purchase order, delivery,
examination / inspection, modalities in case of changes or, respectively, non-conformity,
documentation.

As a part of the order, the following, among other are defined:

Purchase order number, supplier.

Instruction for the product, such as delivery standard, specification, quantity, identity, Safety data
sheet

Where reasonable: procedures, processes, equipment

Internal deliver address (store or yard)

Date of delivery

Material receive inspection and release

Required occupational safety criteria or specifications or environmental regulations

The services and material specific content of the orders placed by the purchasing department to
suppliers must be identical with those details in the requisition notification.

The order documents are secured in the purchasing departments and the supplier documents
(e.g. shipping notes, bill of delivery) in the offices responsible for the respective incoming goods.

8.5 Production and services provision

8.5.1 Control of production and services provision

a) After securing a contract the Customer order Input Document shall be completed by the
Project Manager or his delegate referencing Customer requirements. Project Manager
prior to the commencement of any work shall refer this document.

b) All services/production shall be carried out under controlled conditions. Such control
shall require the use of QHSE procedures and detailed work instructions identifying
service methods, hazard & risk assessments and control, environmental aspects, waste
management as well as the use of appropriate resources & equipment. Due cognizance
shall be taken of any particular QHSE requirements.

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 c) The concerned Manager shall ensure that all necessary equipment and documentation
is available at the place in order to complete the activities on the time.

d) The Project Manager or his delegate shall be responsible for ensuring control of the
production/service provision. Quality, Safety, Preservation of environment and
consistency in QHSE / workshop activities shall be ensured through employees
following detailed workshop procedural instructions. A Test / Work Repair Report with
the Maintenance Check Sheet and description of work performed, parts used etc. shall
be completed for all maintenance and repair work.

e) Where special processes are involved continuous monitoring for compliance with
documented procedures shall be undertaken to ensure that specified requirements are
met in accordance to Quality Plan / Management Program.

f) In addition to reviewing Customer requirements for each contract, the Organization

shall plan contract work activities accordingly.

g) Occupational hazards and risks involved shall be identified and shall be ensured that
risk assessment is carried out as stated in the Management System Procedure Risk
Assessment in XYZ /DWI/HSE/15 and adequate control measures are established and
communicated.

h) The Occupational Health of the personnel involved shall be monitored as per the
guidelines provided in the HSE Procedure XYZ /DWI/HSE/49

i) It is the responsibility of the Departmental Manager/Project Manager to ensure that the

Organization identifies and undertakes related planning. The Planning shall include but
not be limited to:

 Evaluation of personnel needs qualification and area of responsibility.

 Evaluation of equipment required fulfilling the contract obligations and the availability of
this equipment.
 Evaluation occupational hazards & risks in the various processes involved.
 Clarification of the need for the project procedures.
 Identify the various operations and activities that have significant environmental impact
and ensure adequate controls are in place.
 Establishment of specific instructions and procedures when required to ensure that
Customer QHSE requirements shall be satisfied and that all requested documentation
shall be available.
 Development of a separate Quality plan / Management Program when requested by

XYZ/MSM/001
Issue/Rev.: 02.0 Page 22 of 33
 the Customer.

j) Where appropriate or as specified by the Customer the Organization shall follow agreed
procedures for the delivery of items or equipment to maintain preservation of Quality
and Environment related issues.

k) Where appropriate necessary monitoring and measuring equipment shall be made

available for use.

l) Products/ materials after final inspection and approval shall be tagged / marked for
release, ready for delivery and post-delivery activities.

m) The Waste Management shall be carried out at the area of operation as stated in the
HSE Procedure XYZ /HSEMS/08.01

8.5.2 Identification and traceability

a) For all the items, department shall ensure by following Management System Procedure
Identification & Traceability XYZ /MSP/19 that all equipment are suitably identified by a
unique number allowing traceability to relevant documentation.

b) The service provided at the site shall be identified by reference to Customer details, Job
Number, Site location etc.

c) The department Representative or his delegate shall ensure that when requested by
the Customer a Certificate of Conformity is provided for the work, clearly referencing the
Job Number and where appropriate Quality Plan used.

d) The unique numbered delivery ticket, which is the base for invoicing, shall have
product/service listed by identification number for ease of traceability in a job.

e) The concerned Manager or their delegates shall ensure that a labeling system is
maintained which shall identify equipment/product status with respect to operational
capability and the inspection status of all material and items from suppliers.

f) The system shall use inspection status tags for incoming goods / materials and
Customer supplied materials.

g) Where it is not practical to operate a labeling Procedure, the inspection status shall be
indicated by records or documents, or as appropriate in agreement with the operational
department manager

h) Each item shall be identified and traceable through all stages of operation through IMS
records generated.

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Issue/Rev.: 02.0 Page 23 of 33
 i) Monitoring & Measuring Equipment shall be tagged with a label that shows when it was
calibrated and when it is due for calibration.

j) The Organization shall apply following control features for identification and traceability

 The incoming material shall be given proper identification as per purchase

order/client/project
 In the process the product shall be given identification number – like heat no, welding
done by, every weld joints shall be traceable
 When doing any installation work the same shall be identified by suitable means

8.5.3 Property belonging to customers or external providers

a) All Customer supplied items received by the Organization shall be inspected upon
receipt by the relevant Supervisor or his delegate for the service in accordance with
Management System Procedures, Identification & Traceability XYZ /MSP/19 and
Documented Information XYZ /MSP/01. These items shall be stored, maintained and
processed into the system after such inspection had been undertaken.

b) If there is a problem with any customer supplied item it shall be quarantined and the
customer shall be asked to provide a written instruction on the required further action.

c) In case of damage / any loss to customer property / customer facility, the customer shall
be informed and a nonconformance report shall be raised internally. The corrective &
preventive actions taken shall be reported to the Customer.

d) Intellectual property supplied / provided by the customer shall also be treated as stated
in the procedure.

8.5.4 Preservation

a) Appropriate protection of items / equipment shall be undertaken to ensure prevention of

damage and preservation during shipment as referenced in Management System
Procedure, Preservation of Product XYZ /DWI/SC/10.

b) A system shall be maintained for the preservation, segregation and handling of all items
through either repair or assembling. All precautions such as careful handling and
storage are taken to protect items from damage.

c) Designated areas for received from suppliers / final assembled items shall be provided
to ensure preservation before use or delivery. Documented procedure
Management System Procedure, Preservation of Product in store XYZ /DWI/SC/10
shall detail methods for dispatch or receipt of product. Product to be used as part of an

XYZ/MSM/001
Issue/Rev.: 02.0 Page 24 of 33
 onsite service shall be recorded and safely stored before dispatch. Consumable stock
shall be assessed at regular intervals in order to ascertain its condition.

d) Suspect items shall be placed on “Hold” until acceptability or other disposition is

established.

e) Where appropriate or as specified by the Customer the Organization shall follow agreed
procedures for the delivery of products/services to maintain preservation and quality.

f) XYZ shall be accomplishing the above by having trained and dedicated workforce as
well as written Procedures, Instructions and Drawings.

g) XYZ shall provide secure indoor and outdoor storage areas to prevent damage or
deterioration of products.

h) All products shall be stored either in original (manufacturer’s packing) or as per

manufacturer’s guidelines for storage. Where no such guidelines exist, parts and
products shall be protected by keeping the proper packing and stacked.

i) Adequate operating / maintenance procedures or work instructions shall be established

by the Manager / Supervisor for relevant activities with a view to eliminate or reduce
occupational risk.

j) Control measures for various significant aspects as referred in XYZ /IMS/02 clause
5.2.2 shall be documented. It is the responsibility of the Departmental General
Manager/Manager/Project Manager in coordination with QHSE Manager to establish
the procedures or work instructions.

k) In order to detect deterioration of the product, the condition of the parts shall be
checked while checking Monthly Stocks and any deteriorated product shall be removed
and properly identified. The control of nonconforming procedure shall be applied for
further action. In order to ensure stock rotation First in First out (FIFO) & LIFO (Last in
First Out) method shall be followed. Opportunities

8.5.5 Post-delivery activities

For technical questions or claims, the customer receives in-depth consultation by the
technical services, if needed also through diverse special departments.

8.5.6 Control of changes

During the execution of the work order, it may be necessary to introduce changes in
drawings due to change in customer’s specifications / site requirements / clarification
requested during verifications / difficulties arising during execution.

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 All changes in operations are verified and validated as a matter of principle, so that
conformity with the requirements is ensured.

8.6 Release of products and services

a) For all Service Operations the In Process Inspection and Testing shall be carried out in
accordance with documented procedures/client requirements

b) For the repair and maintenance of rental equipment all In-Process Inspection and
Testing Hold Points shall be referenced on the appropriate time sheets / checklists.

c) It can happen upon a written order from customer when an emergency has occurred.
The product shall be registered by Coordinator / Supervisor or by their delegates for
positive recall. 8.2.7.1 Final inspection shall only be undertaken by suitably qualified
and Company/customer approved third parties and / or authorized company personnel
and if acceptable shall then be tagged with a green “Accepted” label. No product /
equipment is dispatched until final inspection is completed

d) Final inspection shall be carried out by using the same checklist as used for incoming
inspection or a defined part of it.

8.7 Control of non-conforming outputs

a) The Company shall deal with nonconforming products and services by one or more of
the following:

 Eliminate nonconformity by taking necessary corrective / preventive actions.

 Authorizing its use, release or acceptance under concession with approval of
customer if necessary
 Take necessary action to avoid its use or application as it is.

b) Nonconforming items within the area of Operation shall be identified and where
practical segregated to prevent inadvertent use, shipment or mixing to conforming Items
as per Management System Procedure Control of Nonconforming Product XYZ
/MSP/03.

c) Nonconforming items related to health, safety and environmental issues shall be

identified and necessary proactive and reactive corrective and preventive actions shall
be initiated by the Concerned Project Manager in coordination with the QHSE Manager

d) A Nonconformance Report shall reference these nonconforming items; identifying the

item(s) and the nature of the nonconformance. Nonconformance reports shall have
identifiable reference numbers to differentiate various non-conformances arising due to

XYZ/MSM/001
Issue/Rev.: 02.0 Page 26 of 33
 production, repairs, services, inspection, HSE issues, internal audits etc. The QHSE
Manager /concerned / Project Manager shall receive and review all Nonconformance
Reports.

e) The accidents, incidents or nonconformance related to HSE issues shall be reported,

handled and investigated as stated in the Management System Procedure, Accident /
Incident Investigation and Reporting in HSE Procedure XYZ /MSP/06

f) The disposition of nonconforming items / material submitted for review shall be decided
by the QHSE Manager / concerned Project Manager.

g) All nonconformance relating to quality, HSE shall be detailed in a similar manner and
shall also are referenced for the attention of the concerned Manager / QHSE Manager

h) Nonconforming Product or Equipment shall be tagged with a Nonconforming tag and

placed in a designated area

8.8 Aspects of occupational safety, health and environmental protection of safety of

facility.

The Managers of the organization shall ensure that the Integrated Management System
identifies and fulfils customer requirements in the delivery of our products and services and
thus facilitate continual improvement of customer satisfaction.
The concerned Manager shall ensure at the time of submission of the tender / bid contents
of each requirement are satisfactorily defined and documented.
Otherwise, the final review is done by the General Manager.
They shall review aspects of the tender documents which relate to, technical, commercial
and legal requirements.
The Managers/Estimation Team has the responsibility of evaluating technical aspects of
contracts. Managers shall ensure that the Organization has the capability to satisfy
contractual requirements by assessing current capability and equipment availability
together with available suitable, experienced and qualified manpower.
The following Customer requirements shall be reviewed (where applicable)
a) Details of intended service or products to be provided. b) All aspects of QHSE
documentation, which may be, required. c) Special Contract requirements.
Managers or their delegates on accepting the Contract on behalf of the Organization shall
have undertaken this review and conforming to the Management System Procedure for
Customer related processes XYZ /MSP/14
Environmental Aspects
Project Managers in coordination with the QHSE Department shall identify the
XYZ/MSM/001
Issue/Rev.: 02.0 Page 27 of 33
 environmental aspects associated with the activities, products or services at their respective
locations which have or can have significant impact on the environment. The significant
aspects relevant to the existing operational conditions shall be determined from those
environmental aspects and recorded. The Register for Environmental Aspects shall be
updated on a regular basis based on the prevailing environmental conditions. The control of
Environmental Aspects shall be carried out as per the HSE Procedure XYZ /DWI/HSE/54.
Legal Requirements
The QHSE Manager or his delegate shall keep track of the latest legislative / statutory /
regulatory information pertaining to the QHSE activities in the area of operation and
maintain records in a register as per procedure XYZ /DWI/HSE/51. The updated information
shall be distributed to the personnel concerned and records maintained. The QHSE
Manager or his delegate shall ensure that the register is updated in accordance with the
significant environmental aspects identified in the area of operation as per procedure
XYZ /DWI/HSE/54.
Risk Management
The Manager in coordination with the QHSE representative shall be responsible for the
Risk Management in the respective locations. The Functional Operation Groups at the
respective locations shall identify the hazards, prioritize the risk factors and provide
adequate controls for activities of all personnel involved directly or indirectly to ensure safe
working practices. The Hazard identification, risk assessment and risk control shall be
practiced according to the Management System Procedure for Risk Management in HSE
Procedure XYZ /DWI/HSE/15. The QHSE representative shall maintain all relevant records
as required by the procedure.

9.0 Performance evaluation

9.1 Monitoring, measurement, analysis and evaluation

a) A calibration and maintenance system shall be employed to ensure that the quality of
the Organization’s Monitoring & Measuring Equipments is consistently maintained. The
system shall encompass all measuring and monitoring devices, used both in the
Workshop and On-Site. Management System Procedure, Control of monitoring and
measuring devices XYZ /MSP/22 shall be followed.

b) The concerned Manager shall have final responsibility for the calibration system. The
department managers / or their delegates are responsible for the maintenance of
measuring and monitoring devices and updating the documentation related to
calibration,

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 c) It shall be possible to trace the accuracy of all measuring equipment to National and / or
International Standards.

d) Measuring and monitoring devices shall be calibrated at regular intervals established by

stability and usage. All equipment shall have unique numbers and carry calibration
stickers stating the calibration date and the due date. The register shall be reviewed
regularly to ensure equipment calibration is up to date.

e) Each measuring and monitoring device shall be recorded in a Register, and have its
own unique Calibration Record Card.

f) The concerned Manager or delegate shall ensure that where suppliers / subcontractors
are utilized, that they conform to all Organization requirements with respect to
measuring and monitoring devices.

g) When specified, technical data pertaining to monitoring & measuring equipment shall
be made available to the customer or their representative for verification that such
equipment is functionally adequate.

h) The monitoring & measuring equipment shall be maintained well to safeguard its
integrity and avoid misuse as well as protected during handling, maintenance and
storage.

i) The calibration status including last time calibrated and next time due shall be clearly
marked on equipment in use.

9.1.1 Customer satisfaction

a) The Managers of the organization shall ensure that the Integrated Management System
identifies and fulfils customer requirements in the delivery of our products and services
and thus facilitate continual improvement of customer satisfaction.

b) The concerned Manager shall ensure at the time of submission of the tender / bid
contents of each requirement are satisfactorily defined and documented.

c) Otherwise, the final review is done by the General Manager.

d) They shall review aspects of the tender documents which relate to, technical,
commercial and legal requirements.

e) The Manager/Estimation Team has the responsibility of evaluating technical aspects of

contracts. Managers shall ensure that the Organization has the capability to satisfy
contractual requirements by assessing current capability and equipment availability
together with available suitable, experienced and qualified manpower.

XYZ/MSM/001
Issue/Rev.: 02.0 Page 29 of 33
 f) The following Customer requirements shall be reviewed (where applicable)

g) Details of intended service or products to be provided. b) All aspects of QHSE

documentation, which may be, required. c) Special Contract requirements.

h) Managers or their delegates on accepting the Contract on behalf of the Organization

shall have undertaken this review and conforming to the Management System
Procedure for Customer related processes XYZ /MSP/14.

9.1.2 Analysis and evaluation

Analysis of data shall be carried out using statistical techniques in the company to facilitate
preventive action on various tasks that are critical to company business.

9.2 Internal audit

a) A system for QHSE audit shall be established. The audits shall be performed in
accordance with a specified plan, which states on which activities an audit is to be
carried out and when it is to be carried out.

b) Suitably trained personnel, not directly responsible for performing the activity or
operation, shall perform the audit by following Management System Procedure, Internal
Audit, and XYZ /MSP/02.

c) The result of the audits shall be documented on an Audit Summary Report and
corrective actions initiated, where required by auditee / management of the area
audited.

d) The company shall perform follow up Audits, if required on areas where a

nonconformance has been detected to verify and record the implementation and
effectiveness of the corrective and/ or preventive actions taken.

e) Results from Audits shall be subject for review in the Management Review meeting.

f) All detected nonconformities shall be closed in maximum 60 days or suitable

explanation shall be given if the target date needs extension.

9.3 Management review

9.3.1 General

a) Management Review Meetings of the overall IMS shall be held at least once a year or
more often if required to ensure that the policy & objectives of the organization are
being met fully and the system is effective. Minutes shall be taken which shall form part
of the IMS records.

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 b) All Managers / department heads concerned shall attend the meeting.

c) The meeting shall review the corrective actions and preventive actions taken on
nonconformities / deficiencies, to analyze our ability to meet the requirements from both
internal and external customers as well as the performance of the suppliers.

d) The resource need shall be identified and addressed.

e) The results of the Internal Audits & External Audits shall be the subject of Management
Review to ensure the Integrated Management System’s overall suitability, adequacy
and effectiveness

9.3.2 Management review input

a) The Management Review Agenda shall include but not limited to the following: IMS
suitability, adequacy and effectiveness, its implementation progress, statutory / legal
rules / regulatory standards, resources, outstanding actions, QHSE records, audits,
suggestions, user feed backs, nonconformance, facilities, equipment, complaints,
training, customers, suppliers, environment, changing scenarios, occupational risks,
emergency response effectiveness, cost / revenue, corrective & preventive actions and
competition.

b) All HSE related activities shall be reviewed; examples - Medical / Lost Time Incidents,
Near Miss Incidents, Waste Management, Significant aspects, risk assessments etc.

c) The QHSE Officer shall compile the feedback from the employees related to health and
safety and report during the Management Review meeting.

d) The Management representative or his delegate shall maintain and collect information
from QHSE records / logs etc. necessary for the meeting as per the agenda.

e) The pending issues from earlier management reviews shall be taken up for early
resolution.

9.3.3 Management review output

a) Management review minutes shall capture and record the agenda items discussed, the
action plan drawn and the personnel responsible for implementation.

b) The minutes shall be distributed to all attendees / personnel concerned for necessary
corrective / preventive actions and continual improvement.

10.0 Improvement

10.1 Nonconformity and corrective action

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Issue/Rev.: 02.0 Page 31 of 33
 A corrective action system shall be established to detect and correct any condition, which causes
or may cause nonconformance to any aspect related to quality, safety and environment. If
required as part of the corrective action, necessary revision is done to the documented manual,
procedures, instructions, forms etc.

A documented Corrective action & preventive action procedure XYZ /MSP/05&06 includes:

a) a) Investigating the source and cause of the nonconformity to prevent recurrence on

subsequent occasions.

b) b) Analysis of nonconforming products, services and QHSE related documentation to

determine and eliminate potential causes of the Nonconformance.

c) c) Suitable controls to ensure that corrective actions are taken and that they are
effective.

d) d) The recording and implementing of procedural changes resulting from corrective

action and preventive actions.

e) Preventive action as per documented preventive action procedure XYZ /MSP/06 shall
be implemented as appropriate when information is obtained from process and work
operations which affect product quality, safety and environment, audit results, QHSE
records and customer complaints, to detect, analyze and eliminate potential causes of
nonconformities.

f) Preventive action shall be applied as above and investigated for root cause analysis.
Once the cause has been determined, preventive measures shall be applied and the
effectiveness reviewed at an appropriate time.

g) The risks involved in the corrective and preventive actions taken on safety and
environmental accidents / incidents or non-conformances shall be assessed prior to
implementation.

h) The effectiveness of corrective and preventive measures shall be reviewed as required

under Management System Procedure, Management review (XYZ /MSP/04). XYZ has
a preventive maintenance system in place guided by Technical Manuals, field
experience, resolved nonconformities and Management System Procedures / Work
Instructions / Forms.

10.2 Continual improvement

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Issue/Rev.: 02.0 Page 32 of 33
 QHSE Policy, objectives & targets, Management Programs, audit findings, data analysis,
change control management, corrective / preventive actions, management reviews etc.
shall be used as drivers to effect continual improvement of Company Integrated
Management System.

XYZ/MSM/001
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