Quality & Environmental Manual

Quality & Environmental Manual

Dane Architectural Systems Ltd ISO 9001:2008 & ISO14001:2004

Contents

Page

Introduction

3

Confidentiality Statement

3

Scope

3

Company Profile & History

3

Management Structure

4

Quality Policy

4

Environmental Policy

5

Top Level QMS Process Map

5

Top Level EMS Process Map

6

Quality Responsibility Matrix

7

Environmental Responsibility Matrix

8

Strategic Plan, Policy & Objectives

9

Continual Improvement Model

9

Procedure & Document Matrix (IMS)

10

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Quality & Environmental Manual

Introduction The company considers that the most effective way of making known its approach and attitude to quality and environmental matters is through its Quality & Environmental Manual. The Q & E manual sets out the scope and main objectives of its Q & E policies and strategies so that customers and other interested parties may appreciate the importance placed on them by the Business. The Q & E manual also sets out the structure for the documented procedures which go to form the Quality & Environmental Management Systems, and outlines the interaction between the relevant processes The Quality Assurance Manager authorises the issue and approves all amendments to the Q & E manual. It is mandatory for all employees to observe the procedures laid down within the Q & E manual. Confidentiality Statement The information and data embodied in this manual are strictly confidential and are supplied on the understanding that they will be held confidentially and not disclosed to third parties without the prior consent of the company Scope Dane Architectural Systems Ltd. specialises in the design, manufacture and installation of commercial construction projects comprising of glazed facades, curtain walling, windows, structural glazing, entrances, brise soleil, automatic doors and shutters, architectural metal works, light structural steelworks, balustrades, staircases, canopies and bespoke feature fabrications. Company Profile & History Dane Architectural Systems specialise in the design, manufacture and installation of total Façade Solutions and Architectural Metalwork for major construction projects. The head office and manufacturing facilities are based 10 miles west of Newcastle upon Tyne comprising of a 61,000 square feet of manufacturing and office space. Dane Architectural Systems was formed in 1968, and now have a turnover in excess of £25m, employing over 150 people and delivering contracts ranging from £50K to £10m+ Dane Architectural Systems directly employ a highly skilled workforce specialising in Management, Engineering, Design, Planning and Time Served Fabricators and Fixers. Trade and safety credentials include CSCS, CWCT, CHAS, Achilles and Schuco trained. We became accredited to ISO 9001 in August 1994 and our Quality Management System (QMS) formalises established principles and best practice procedures and provides a basis for continuous improvement throughout the business. We are currently working towards ISO14001 via Lloyds PRISM scheme and our Environmental Management System (EMS) is being integrated with the QMS to expand on our best practice and continuous improvement principles Page 3 of 10 QEMP R1.7

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Quality & Environmental Manual

Management Structure

Quality Policy The Quality of our products and services is of the utmost importance for the continuity of our company. By adopting a Quality Policy aimed at complete control of every activity, maximum quality, productivity, flexibility and reduction in cost will be achieved. Every employee must be imbued with an attitude towards continuous striving for improvements The Board of Management has decided to give vigorous direction to a companywide approach to quality improvement. Quality improvement is the primary task of management as a whole. Management must enable all employees to participate in the preparation, evaluation, and implementation of quality improvement activities. Quality improvement must be a continuous activity. Attention must be given to the education and training of our employees This Quality Policy shall be given widespread publicity in the offices, works and our site activities Our Aims a) b) c) d)

To ensure that we meet all statutory and regulatory requirements placed on our business Complete satisfaction to our clients and ultimate users To be perceived within the construction industry as the leader in the field Our company to continuously improve its products, people and profitability Page 4 of 10

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Quality & Environmental Manual

Environmental Policy Protection of the environment in which we live and operate is part of Dane Architectural Systems Ltd’s values and principles and we consider it to be sound business practice. Care for the environment is one of our key responsibilities and an important part of the way in which we do business. In this policy statement we commit our company to: • Complying with all relevant environmental legislation, regulations and other environmental requirements to which we subscribe including Customer requirements where applicable. • Protecting the environment by striving to prevent and minimise our contribution to pollution of land, air, and water. • Seeking to keep wastage to a minimum and maximise the efficient use of materials and resources. • Managing and disposing of all waste in a responsible manner. • Providing training for our staff so that we all work in accordance with this policy and within an environmentally aware culture. • Regularly communicating our environmental performance to our employees and other significant stakeholders. • Developing our management processes to ensure that environmental factors are considered during planning and implementation. • Monitoring and continuously improving our environmental performance. The policy statement will be regularly reviewed and update as necessary. The management team endorses these policy statements and is fully committed to their implementation.

Objectives/KPI’s

Customer

Design Project Management

Commercial Management

Quality Assurance

Health & Safety

Personnel, HR & Training

Information Technology

Estimating

Financial Accounts

Business Planning

Q & E Manual

Top Level Quality Management System Process Map

Purchasing

Suppliers

Manufacture

Site Installation

Customer

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Quality & Environmental Manual

Top Level Environmental Management System Process Map The Environment Dane Environmental Management System Environmental Policy HSED00020

Regulatory Reqmts Proc

Environmental Impacts Proc

HSEP00030

HSEP00040

Leglislative Docs Reg

Environmental Objectives/KPI’s

HSED00490

Environmental Aspects Reg HSED00290

Operational Control Proc’s

Communication Procedure

Emergency Preparedness

HSEP00050

HSEP00060

HSEP00070

Env Handbook

Env Marshalls

HSED00520

Monitoring & Measurement utilising Integrated EMS/QMS

Supplier Base

Audit Proc

QMR Proc

CA/PA Proc

QASP00060

QASP00050

QASP00035/40

Head Office

Works Manufacture

Site Installation

Customer Specs / reqmts

for Evaluation of Compliance and CI using PDCA methodology

AIR

Environmental Considerations/Impacts Regulatory Requirements Suppliers Head Office Operations Manufacturing Operations Site & Installation Operations Sub Contractors on Site Operations Customer Requirements Intergrated EMS/QMS

LAND

WATER

NATURAL RESOURCES

Dane will take all necessary measures to ensure our operations have minimal impact on the environment Dane will take measures to implement a system which regularly reviews regulatory requirements placed on the organisation, and ensure we comply with these requirements Where we have influence within our supply base we will ensure we source from suppliers who consider the environment and have minimal impact on it Dane will take all necessary measures to ensure our operations have minimal impact on the environment Dane will take all necessary measures to ensure our manufacturing operations have minimal impact on the environment Dane will take all necessary measures to ensure our on-site operations have minimal impact on the environment Sub Contractors brought onto site as part of Dane’s contracts will be required to operate within our ISO 14001 system. Training/Briefing will be undertaken prior to commencement of work Where stipulated within contracts Dane will comply fully with ecological and client requirements of that particular site An intergrated QMS/EMS is in operation with a shared resource for Corrective/Preventative Action, Auditing and Management Review. Please refer to the attached Document and Procedure Matrix

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Quality & Environmental Manual

Quality Responsibilities ISO 9001: 2008 Requirements 4 4.1 4.2.1 4.2.2 4.2.3 4.2.4 5 5.1 5.2 5.3 5.4 5.5 5.5.1 5.5.2 5.5.3 5.6 6 6.1 6.2 6.3 6.4 7 7.1 7.2 7.2.1 7.2.2 7.2.3 7.3 7.4 7.5 7.5.1 7.5.2 7.5.3 7.5.4 7.5.5 7.6 8 8.1 8.2 8.2.1 8.2.2 8.2.3 8.2.4 8.3 8.4 8.5.1 8.5.2 8.5.3

A

B

C

Business Area / Process D E F

G

H

I

Quality Management System General Requirements General Documentation Requirements Quality Manual Control of Documents Control of Records Management Responsability Management Commitment Customer Focus Quality Policy Planning Resp. Authority & Communication Responsibility and Authority Management Representative Internal communication Management Review Resource Management Provision of resources Human resources Infrastructure Work environment Product Realization Planning of Product Realization Customer Related Processes Identification of customer requirements Review of product requirements Customer communication Design & Development Purchasing Production & Service Provision Production Control Validation of Processes Identification and traceability Customer Property Preservation of Product Cont. of Monitoring & Meas. Devices Meas. Analysis and Improvement General Monitoring & Measurement Customer satisfaction Internal Audit Measurement & monitoring of processes Measurement & monitoring of product Control of Non-conforming Product Analysis of Data Continual Improvement Corrective Action Preventative Action Legend - Responsibility A QA/Top Management B Human Resources C Estimating D Commercial E Drawing Office

F G H I

Purchasing Production Project/Site Mgmt H&S Mgmt

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Quality & Environmental Manual

Environmental Responsibilities ISO 14001:2004 Requirements 4 4.1 4.2 4.3.1 4.3.2 4.3.3 4.4.1 4.4.2 4.4.3 4.4.4 4.4.5 4.4.6 4.4.7 4.5.1 4.5.2 4.5.3 4.5.4 4.5.5 4.6

A

B

Business Area / Process C D E F

G

H

Environmental Management System General Requirements Environmental Policy Environmental Aspects Legal Requirements Objectives and Targets Resources, Roles and Responsibility Competence, Training and Awareness Communication Documentation Control of Documents Operational Control Emergency Preparadness and Response Monitoring and Measurement Evaluation of Compliance Corrective & Preventative Actions Control of Records Interal Audit Management Review Legend - Responsibility A Top Management B HSE Manager C QA Manager D Production Manager

E F G H

Project/Site Manager HR Manager Env Marshalls All Staff

Environmental Marshall Responsibilities First point of contact on environmental issues on shop floor or at site Ensure waste is disposed of through correct waste channels Ensure WTN's are correctly completed and include all relevant details prior to transfer of waste Official Signoratories Checkers of Waste Transfer Notes Assist with cleaning up of oil and/or chemical spillages Environmental Competency Requirements A

B

Business Area / Process C D E F

G

H

NEBOSH Certification Environmental Management Rep Environmental Handbook Environmental Marshall Training - Environmental Awareness - Waste Segergation Training - Waste Transfer Note Completion - Emergency Response Procedures - Spill Kit Training - Raiseing Corrective Actions Site Contractors Factory Contractors Training is or will be provided in accordance with the above

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Quality & Environmental Manual

Strategic Plan, Policy & Objectives The Current objectives for the organisation are as follows; •

Maintain and promote a strong, stable and financially secure business.

•

Focus our resource strategy on developing our current staff to their fullest potential and only recruiting externally in extremis.

•

Maintain an effective performance management system (Appraisals) to encompass all personnel.

•

Consider the changing nature of Building Facade design and performance criteria and ensure that the Company is well placed to diversify and invest wherever appropriate.

•

Continuously improve all areas of our business by maintaining/further developing (wherever appropriate) our best practise procedures and quality management systems.

•

Continue to extend and optimise the use of our ERP software (I.F.S.) to provide timely and accurate management information and thereby improve business performance.

•

Develop an Environmental Management System (EMS) and obtain accreditation to ISO14001 within the next two years.

•

Seek to maintain and further extend relationships with key individuals within Main Contractors.

Continual Improvement

Customer Feedback Internal NCR’s Audit CA’s Management Reviews

Corrective Actions Preventative Actions Surveillance Audits Mgmt Reports

DO CHECK

PLAN ACTION

Continual Improvement Changes to procedures Changes to processes System Improvements

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Dane Architectural Systems LTD - Procedure and Document Matrix Corporate CORP00030 HSED00010 HSED00020 QEMP 1.6

Environmental HSEP00030 HSEP00040 HSEP00050 HSEP00051 HSEP00052 HSEP00053

Legal Requirements Procedure Environmental Aspects Procedure Operational Control Procedure - Fuel Storage - Hazardous Waste & Aerosols - WEEE

HSEP00054 HSEP00055 HSEP00056 HSEP00060 HSEP00070

- Oils & Coolants - Waste Carriers & Waste Transfer Notes - COSHH Materials & Substances Environmental Communication Proc Emergency Preparadness Procedure

HSED00280 HSED00290 HSED00520 HSED00570

Environmental Actions Env Aspects and Impacts Register Environmental Handbook (All) Emergency Response Plan

HSED00580 HSED00590 HSED00600 HSED00610 HSED00620

Emergency Response Plan Log Emergency Environmental Risk Assess Waste Stream Register BREEAM Manual Hazardous Waste Consignment Note

Quality Assurance QASP00010 QASP00015 QASP00020 QASP00030 QASP00035 QASP00040 QASP00050 QASP00060 QASP00070 QASP00080 QASP00085 QASP00090 QASD00030 QASD00040 QASD00050 QASD00055 QASD00065 QASD00070

Suppleir Review & Appraisal Supplier Performance Reviews Calibration FRACAS HSE FRACAS Procedure Preventative Action Quality & Env Sys Reviews Systems Auditing Record Control Document Control Standards Control Procedure Sub Cont Review & Appraisal Vendor Questionnaire Record Control Register Internal CAR SC/Supp Debit Note HSE CAR Document Control & Approval

QASD00080 QASD00090 QASD00100 QASD00110 QASD00120 QASD00130 QASD00140 QASD00150 QASD00160 QASD00180 QASD00190 QASD00200 QASD00210 SQM00010 SQM00020 SQAD00010 SQAD00015 SQAD00020 SQAD00030 SQAD00040 SQAD00045 SQAD00050 SQAD00060 SQAD00070

Systems Audit Schedule Audit Report Sheet Audit NCR Calibration Register Calibration Record Card Approved Suppliers List Calibration Record Sheet Tapes Procedure Register Document Register Standards Index Archive Removal Register Approved Suppliers List Customer Performance Survey Supplier QA Manual Sub Cont QA Manual Supplier Contact Details Sheet Sub Cont Contact Details Sht Supplier Process Flow Diagram Supplier Process Control Chart Supplier Risk Assessment Sub Cont Risk Assessment Supplier Audit Report Sub Contractor VPR Sub Contractor Quality Plan

Estimatiing Estimating Procedure Metalwork Estimating Procedure

COMP00010 COMP00020

ESTD00020 ESTD00030 ESTD00040 ESTD00045 ESTD00090 ESTD00100 ESTD00120 ESTD00130 ESTD00135 ESTD00140 ESTD00150 ESTD00160 ESTD00170 ESTD00175 ESTD00180 ESTD00200

Enquiry Appraisal Form Standard Letter 1 Standard Letter 2 Standard Letter 3 Filing Index Bill of Quantities Estimate Summary Preliminary Estimate Summary Standard Pricing Sheet Compliance Checklist Attendances Tender Return Format General Notes and Qualifications Metalwork General Notes & Quals Handover Checklist Standards Checklist

COMD00010 COMD00020 COMD00030 COMD00040 COMD00060 COMD00070 COMD00075 COMD00090 COMD00100 COMD00110 COMD00120 COMD00130 COMD00150 COMD00160

LEGEND Mainstream Quality Procedures Metalwork Quality Procedures Environmental Procedures Integrated Qual/Env Procedures Mainstream Quality Documents Metalwork Quality Documents Environmental Documents Integrated Qual/Env Documents R13.0

20.12.2012

Health & Safety

Commercial Procedure Commercial (Small Works) Proc SC Procurement Schedule Standard Letter 1 Sub Contractor Assessment SC Enquiry Document Register Attendance Schedule Standard Letter 2 SC Final Account Statement SC Checklist Meeting Minutes CVR Contract Workbook Form of Secondry Sub Contract Sales Receipts Forecast Project Trading Report Sub Contractors Terms & Cond

Personnel

HSEP00010 HSEP00020

Health & Safety Procedure H&S Management Review Proc

PERP00010 PERP00015

HSED00030 HSED00050 HSED00060 HSED00070 HSED00080 HSED00090 HSED00100 HSED00110 HSED00120 HSED00130 HSED00140 HSED00150 HSED00160 HSED00170 HSED00180 HSED00190

HAVS Policy Accident Reporting Policy HSE Training Policy

Corporate

General

CORP00010 CORP00020

Policy for Social Responsibility Ethical Policy

GEND00010 GEND00020

Terms & Conditions Drawing Register

PERP00020 PERP00030 PERP00040 PERD00010

Appraisal Procedure (Staff) Appraisal Procedure (Works) HR Procedure Fit Note Procedure Employee Right to Work Proc Emplloyment Health Declaration

CORP00040 CORP00050 CORP00060 CORP00070

Smoke Free Policy Sustainable Timber Policy Employee Welfare Policy Bullying Policy

GEND00030 GEND00040 GEND00050 GEND00060

Document Register Request for Information RFI Register Contract Award Memo

PERD00020 PERD00022 PERD00025 PERD00027 PERD00030 PERD00035

Letter of Acceptance Letter of Acceptance (Group) Letter of Acceptance (W/O C/C) Letter of Acceptance (W/O C/C) (G) Company Handbook Company Handbook (group)

CORP00080 CORP00090 CORP00100 CORP00110 CORP00140 CORP00150

Industrial Relations Policy Equal Opportunities Policy Anti Harrasment Policy Management Deputies Management Structure EL & PL Insurance Policy

GEND00070 GEND00080 GEND00090 GEND00100 GEND00110 GEND00120

Handover Meeting Agenda Handover Meeting Minutes Contract Review Minutes Meeting Minutes Fax Templatte Memo Template

Risk Assessment Mobile Tower Checklist Record of Inspection of MEWPs

PERD00040 PERD00050 PERD00060

IT Policy Expenses Policy Statement for Compassionate Leave

CORP00160 CORP00170 CORP00180

PI Insurance Policy Training Policy Anti-Bribery Policy

GEND00140 GEND00150

Register of Training Attendance Memo Template (Group)

Vacuum Lifter Pre-Use Inspection Checklist Safety Harness Inspection Method Statement

PERD00070 PERD00080 PERD00085

Company Car Policy Hourly Paid Staff Contract Hourly Paid Staff Contract (Group)

HSED00200 HSED00210 HSED00220 HSED00230 HSED00240 HSED00250 HSED00260 HSED00270 HSED00300 HSDE00320 HSED00330 HSED00340 HSDE00345 HSED00350 HSED00360 HSED00370 HSED00380 HSED00390 HSED00400 HSED00410 HSED00420 HSED00430 HSED00440 HSED00450 HSED00460 HSED00470 HSED00480 HSED00490 HSED00500 HSED00510 HSED00540 HSED00550 HSED00560

Toolbox Talks

PERD00090

Salaried Staff Contract

Weekly Plant Register Record of PPE Issued Working at Height Policy Asbestos Policy Health Surveillance Policy Manual Handling Policy Construction Regs 2007 Duties Health & Safety Aspect Notification Fire Action Fire Points Map HS&E Inspection Report HSE Directors ReportInspection for Sites Safety Report Qualification & TrainingofRegister Record PAT Testing Fire Incident Report Dane Safety Committee Meeting Incident/Accident Investigation Workstation Risk Assessment Safety Audit Report Mobile Crane Checklist Fork Lift Operator Checklist Site Safety Responsibilities Visitor H&S Information Razordeck Checklist H&S Accident Statistics

PERD00095 PERD00100 PERD00110 PERD00120 PERD00130 PERD00140 PERD00150 PERD00155 PERD00170 PERD00180 PERD00185 PERD00190 PERD00195 PERD00200 PERD00205 PERD00240 PERD00250 PERD00260 PERD00270 PERD00280 PERD00290 PERD00300 PERD00305 PERD00310 PERD00320 PERD00330

Salaried Staff Contract (Group) Capital Expenditure Holiday Application Form Self Certification Form Beneficiary Notification Form New Starter Form Timesheet Work Allocation Timesheet Job Description Template Appraisal Preperation (Employee) Works Appraisal (Employee) Appraisal Preperation (Employer) Works Appraisal (Employer) Record of Appraisal Record of Appraisal (Works) Personnel Appraisal Form Business Mileage Form Private Mileage Form Mileage Form Petty Cash Claim Form Travel Inn Claim Form Induction Form Works Induction Individual Assessment Matrix Form Working Time Declaration Training Request & Authorisation Form

DRWP00010 DRWP00015 DRWP00020 DRWP00025

Architectural DO Procedure Drawing Office Proc (Mwork) Drawing Issue & Control Drawing Issue & Control (Mwork)

PURP00010 PURP00015 PURP00020

Purchasing Procedure Metalwork Purchasing Procedure Purchase Order Procedure Terms & Conditions of Purchase

PROP00010 PROP00015 PROP00020 PROP00040

Production Procedure Producion Procedure (Mwork) Goods In & Stores Procedure Shelf Life Procedure

PMIP00010 PMIP00015 PMIP00020 PMIP00030

Project Mqmt & Installation Proc Proj Mqmt & Instal. Proc (Mwork) Site requests Procedure Checklist Handover Procedure

DRWP00030 DRWP00040 DRWP00045 DRWP00050 DRWP00055 DRWP00060

Production DO Procedure Customer Sample Procedure Customer Sample Proc (Mwork) Design Change Request Design Change Request (Mwork) Programme Issue & Control Proc

DRWD00020 DRWD00030 DRWD00040 DRWD00050 DRWD00060 DRWD00070 DRWD00080 DRWD00090

Drawing Transmittal Form Calculations Sheet Calculation Transmittal Form Design Risk Assessment

Material Requisition Material Requisition (Hired Plant) Metalworks Material Requisition Cost Head Structure Hired Plant Requirement Form HP Quotation Request - Large HP Quotation Request - Small Carrier Request Form Compliance Information Request Reg Compliance Information Request Form

Route Card Route Card (Mainstream Metalwork) Route Card (Mwork) Route Card Stamps Stillage Contents Sheet Reject Items Record of Unchecked Materials Material Storage Record Sheet Components Parts List and DN Stillage Record Card Work Allocation Timesheet Stock Adjustment for IFS

DRWD00100 DRWD00110 DRWD00120 DRWD00130 DRWD00140

Contract Progress Report Drawing Office MR Form Drawing Office MR Register Transmittal Form/Schedule Calculation Record Sheet

PROD00010 PROD00013 PROD00015 PROD00017 PROD00020 PROD00040 PROD00050 PROD00060 PROD00080 PROD00090 PROD00100 PROD00110 PROD00120 PROD00130 PROD00140 PROD00160 PROD00170 PROD00200

DRWD00200 DRWD00210

Programme Issue & Approval Sht Programme Register

PMID00030 PMID00040 PMID00045 PMID00070 PMID00075 PMID00080 PMID00085 PMID00110 PMID00120 PMID00125 PMID00130 PMID00200 PMID00210 PMID00220 PMID00230 PMID00240 PMID00250 PMID00310 PMID00320 PMID00330 PMID00340 PMID00350 PMID00360 PMID00370 PMID00380 PMID00410 PMID00420 PMID00430 PMID00440 PMID00450 PMID00460

Contract Programme Project Quality Plan Project Quality Plan (Mwork) Project Method Statement Project Method Statement (MW) Site Files and Documentation Site Files Index Document Deliverables Sched I&TP I&TP (Supplier / Works) O&M Manual Curtain Walling QA Clist Cladding QA Clist Windows QA Clist Doors QA Clist Solar Shading QA Clist Rainscreen QA Clist Handover Certificate COW Letter Calibration Record Card Design Change Request Site Diary Record Confirmation of VI Damage Report Form Daywork Sheet Site Route Card/Checklist (MW) Summary Bolt List Detail Bolt List Contractors Lifting Plan Site Working Hours Material Take Off List

Commercial

ESTP00010 ESTP00015

Quality Policy H&S Policy Environmental Policy Quality & Env Manual ISO 9001:2008 Certificate

Safety Inspections Flowchart CSCS Renewals Flowchart New CSCS Applications Organising Training Grants Register of Toolbox Talk Attendances Explanation of Method Statement Masterclimber Checklist

HSE Legislative Doc Register COSHH Register Risk Assessment Register Summary of Legal Requirements Method Statement Register Risk Assessment Register

Drawing Office

Variations to Contract Drawing Office Timesheet Sample Approval Sheet Sample Register

Purchasing

PURD00010 PURD00020 PURD00025 PURD00023 PURD00050 PURD00090 PURD00100 PURD00110 PURD00120 PURD00130 PURD00140

Production

Internal Material Transfer Damaged Mat Rep Records Shelf Life Sheet Machiney Weekly Check Reports Machiney Problem/Report Schedule Production Checklist

Project Management & Installation