Performance Evaluation & Quality Management System Shamrock Environmental Corporation

Transcription

1 Performance Evaluation & Quality Management System Shamrock Environmental Corporation Shamrock Environmental maintains a variety of systems, processes and procedures designed to collect data and monitor performance of the various systems utilized to effectively and efficiently implement projects and operate its facilities. Shamrock Environmental s Quality Assurance Policy is included as Exhibit A. Human Resources/Staff Shamrock Environmental s staff of over 100 experienced professionals includes project managers, equipment operators, drivers, technicians, safety, administrative and support personnel. Average experience of our management staff is greater than 15 years. The quality of our staff is the most important ingredient in the service experience of our customers. Our customers agree that our staff is a cut above the competition. To maintain this level of quality, field staff implementing construction and field unit operations are supervised by experienced supervisors. Staff experience and expertise is evaluated periodically and turnover rates are monitored to assess and control the stability and experience level of the workforce again to ensure reliability and quality of the services provided. The Human Resources staff monitors employment related laws and regulations and implements systems to maintain compliance with the applicable requirements. A sampling of the requirements includes: EEOC Wage & Hour Unemployment Heath/Life Insurance HIPPA, ADA, etc. Worker/Project Safety Shamrock Environmental implements its comprehensive safety and health program (HSE Program) during implementation of all work. To oversee this implementation Shamrock Environmental employs full time safety and health professionals who hold recognized credentials including Certified Industrial Hygienist and Certified Safety Professional (CSP) and supports its safety program implementation using experienced supervisors and Site Safety & Health Officers. The HSE Program is designed to provide for compliance with OSHA, USEPA, USACE and other applicable regulatory requirements. The program is supported through Standard Operating Procedures and site-specific health and safety plans. Site-specific tasks are evaluated and Site-specific Safety and Health Plans (HASP) are developed to describe safety and health controls, inspection and oversight needed to safely and efficiently implement the work. The site-specific HASP incorporates the most Performance Evaluation & QMS Page1 of 7

2 protective provisions of the Shamrock Environmental Safety and Health Program, the client/owner safety and health standards and/or the OSHA Construction Standards as well as the project plans and specifications for the project. Safety performance is monitored by tracking: Worker s Compensation Experience Modification Ratings OSHA Recordable Incidence Rates Inspections conducted by Supervisors Inspections conducted by Management The above measurables are tracked on a quarterly basis and evaluated regularly on a project-by-project basis to assess the status and effectiveness of implementation the HSE programs, to guide continual improvement and for use in goal setting. These data are maintained by the Director of Health Safety & Environmental. In addition to tracking incident and inspection data, Shamrock Environmental maintains a database for tracking and reporting of employee safety, training, substance abuse, background checks, and medical qualifications. The system includes regular reports to management to ensure that training schedules and requalification of workers occurs within acceptable time frames. Reports routinely provided include: Physical exams/qualification updates Required training updates Random drug testing collections Driving record checks Shamrock Environmental s Health & Safety Policy is included as Exhibit B) Construction & Transportation Equipment Maintenance A key component of successful projects includes reliable and well-maintained equipment. Shamrock Environmental maintains full-time staff dedicated to the tracking and completion of preventive and non-routine maintenance and repairs of equipment. The data is tracked by each individual unit and collects data and provides maintenance reports for: Oil Change Servicing Intervals Tire Replacement/Rotation Hydraulic Lines Normal Wear and Tear Parts Inspection corrective action items Manufacturer recalls/safety notices Performance Evaluation & QMS Page2 of 7

3 In addition, the maintenance manager reviews equipment inspection reports and ensures that defects and damages are corrected in a manner that ensures safety and operational availability. Contracts/Legal Compliance General contract provisions are reviewed and evaluated prior to a proposal being sent to a customer/client to assess risks, insurance requirements, special wage & hour standards and other conditions. Upon notice of award, another review of the contract is conducted to re-assess the contract provisions and negotiate the final contract with the client/owner. The contracts are negotiated by an officer of the company. Specific items reviewed include: Risks Waivers Bonding Insurance/Additional Insured s Requirements Force majeure clauses Liquidated Damages Once the final contract has been negotiated/approved, specific provisions are communicated to the project manager. Environmental Quality & Protection As noted above, Shamrock Environmental implements its comprehensive safety and health program (HSE Program) during implementation of all work to ensure compliance with Federal State and Local environmental regulations and to ensure protection of the environment. This program provides training and systems designed to ensure compliance with applicable laws and regulations to include but not limited to: Erosion & Sediment Controls Oil/Hazardous Materials Spill Prevention Controls & Countermeasures Fugitive and process emission control & monitoring Highway Transportation of Goods & Materials Hazardous & Non-Hazardous Waste Management & Disposal Wastewater Treatment & Discharge Recycled Oil Management DOT Transportation HazMat Compliance Shamrock Environmental s Environmental Policy is included as Exhibit C) Project Scope, Schedule and Budget Project Scope Performance Evaluation & QMS Page3 of 7

4 During the estimating/bidding process, the project scope and specifications are evaluated and the requirements integrated into the cost proposal/budget. In this process the following are considered: Estimated Manpower loading Quality Objectives and requirements for materials and installations Monitoring, oversight and administrative requirements Required or estimated schedule duration Cost Value Engineering options Upon project award a copy of the project specifications is provided to the Project Manager along with any notes, specifications and/or quotations for materials and subcontracted work developed for the estimate/bid. Schedule During the estimating/bidding phase, Shamrock uses Primavera SureTrak Project Manager (SureTrak) software to plan and control project schedules. SureTrak is designed to allow for many types of Project Scheduling and Modeling activities which included but are not limited to: Gantt bar charts and PERT diagrams Up to 10,000 activities per project Multi-project scheduling and resource planning Critical path scheduling Finish-to-start, start-to-start, finish-to-finish, start-to-finish and lag task relationships Free, total and negative float task relationships Durations in hours, days, weeks or in any combination Early, late and float constraints Suspend and resume activity dates Automatic and manual activity updating Target date, duration and budget baseline comparisons SureTrak schedules are presented in full color graphic scales which are simple to read and understand. Upon project award the schedule is updated and provided to the Project Manager. During implementation of the project, the Project Manager monitors the milestones and critical path items and adjusts the schedule to keep the project on schedule and/or identify conditions which might cause changes (extension or contraction) of the overall project completion. This information is used to communicate project status to the client/owner. Project Budget/Cash Management Performance Evaluation & QMS Page4 of 7

5 Shamrock establishes a budget at the beginning of every project based on the original estimate/bid. The budget is set up on an Excel Spreadsheet. The budget is shared with the corporate accounting department and Project Manager through Microsoft SharePoint. Data in the spreadsheet is maintained by the project manager or project supervisor and completed/updated on the project site daily. Weekly reviews are then conducted between management and site supervisors/project managers to regularly assess the financial status of project costs and revenues. The spreadsheet is reconciled by the Project manager with the corporation s primary financial tracking systems. The financial tracking/accounting database software is a highly customized version of Microsoft Dynamics (Solomon). This program allows for tracking in a very detailed Job Cost system that allows tracking of cost by each component (labor, equipment, material, other) in a detail task oriented manner. Reporting from the system is highly flexible and customizable. Routine report outputs include: Daily, weekly monthly costs Daily, weekly monthly revenue Labor Hours Staffing/crew data Equipment rental & operation cost Job cost breakdown For projects that require cash flow projections, a combination of SureTrak and the Solomon and/or Excel spreadsheet may be used to develop and report cash flow to the client/owner. For corporation cash flow/cash management, Shamrock Environmental works with each Vendor and/or client/owner to track and manage payables and receivables. Payment terms are reviewed and tracked through the Soloman System. Daily Reporting/Construction Quality Project Supervisors are equipped to provide daily reports to client/owner. These reports are typically project specific but may be similar to the example provided in Exhibit D. In addition, each project includes standard and unique construction quality criteria. Construction quality may be as simple as a daily review comparing the work to be conducted with the applicable project specification and follow up by the site supervisor on the completeness and conformance of the work conducted. In more complex circumstances, a project-specific Construction Quality Control (CQC) Plan may be developed. The CQC Plan typically included the following elements: Project Organization Subcontract Laboratories Project Communication Scope of Work And QC Requirements Performance Evaluation & QMS Page5 of 7

6 Summary of Work Elements Earthwork QC Requirements Surveying QC Requirements Project Document Control Submittals/Transmittals Where project specifications require submittal/transmittal of lab results and reports, transmittal of contract/specification related documents and/or product samples to the client/owner for review/approval, the process is recorded/documented in a submittal/transmittal log and accompanied by a submittal/transmittal covers sheet (Exhibit E). Change Orders The project supervisor, Project Manager and/or client/owner may identify and/or request work that is outside the scope of the original bid specifications. When work is encountered that is outside the scope of the original contract/specifications it requires approval of each party (each with contract authority) prior to implementation. Typically, the mechanism is contract/project specific but requires development of a description of the work, a schedule and agreed upon cost or unit rate. The development of any change order must also include provision for any impact to the overall planned schedule for the project. Change orders may typically be documented/approved on the example form included as Exhibit F. Geotechnical Lab/Testing for Physical Properties of Materials Samples collected of construction components and earthen materials are sent to an approved geotechnical testing laboratory and analyzed following ASTM testing procedures. Analytical Quality for Waste Receipts/Process Control Shamrock Environmental maintains a process control lab to assess the nature of incoming wastes and the operating conditions in the facility. General quality control practices instituted include analysis of reference standards, creation of calibration curves and similar QC activities. Analysis is conducted in accordance with a Waste Analysis Plan and/or Used Oil Analytical Plan. All samples collected for permit compliance or that otherwise are required to be certified are shipped off site to a NC approved analytical laboratory using chain of custody documentation procedures. Samples are analyzed using USEPA approved methods. Service Quality Performance Evaluation & QMS Page6 of 7

7 In order to assess the quality of services provided, Shamrock Environmental utilizes customer surveys. The information from these surveys is used to gauge customer satisfaction and facilitate corrective actions where needed. An example form is included as Exhibit G. Performance Evaluation & QMS Page7 of 7