MPC SERVICES (UK) LIMITED

Transcription

1 BS EN ISO 14001:2015 Units 1 & 2 Heanor Gate Road Heanor Gate Industrial Park Heanor Derbyshire DE75 7RJ TEL: (01773) FAX: (01773) amber@mpcservices.co.uk Website: Copyright This Environmental Procedures Manual and the information contained herein are the property MPC Services (UK) Limited. It must not be reproduced or otherwise disclosed without prior consent in writing from MPC Services (UK) Limited. Issue 1 (14001:2015) Page 1 45 February 2018

2 AUTHORISED ISSUE REGISTER A controlled copy this Environmental Procedures Manual is held electronically on our central document filing system. Any draft issue or subsequently printed issue copy this manual is uncontrolled and must be treated as such. Controlled (C) / Uncontrolled (UnC) copies this Environmental Procedures Manual have been issued to the following: Copy Number: Status Location: Controlled by: C / UnC 1 1 C Server Environmental Management System Manager Signed: Post: Environmental Management System Manager Issue 1 (14001:2015) Page 2 45 February 2018

3 REVISION AND AMENDMENT REGISTER Date Page Number Procedure Number Revision Details Issue Number Issue 1 (14001:2015) Page 3 45 February 2018

4 INDEX ISO 9001 Reference Content Introduction Company Prile Terms and definitions 4 Context the Organisation 4.1 Understanding the Organisation and its context 4.2 Understanding the needs and expectations interested parties 4.3 Determining the scope the Environmental Management System 4.4 Environmental Management System 5 Leadership 5.1 Leadership and commitment 5.2 Environmental policy 5.3 Organisational roles, responsibilities and authorities 6 Planning 6.1 Actions to address risks and opportunities General Environmental aspects Compliance obligations Planning action 6.2 Environmental objectives and planning to achieve them Environmental objectives Planning actions to achieve environmental objectives 7 Support 7.1 Resources 7.2 Competence 7.3 Awareness 7.4 Communication General Internal communication External communication 7.5 Documentation information General Creating and updating Control documented information 8 Operation 8.1 Operational planning and control 8.2 Emergency preparedness and response 9 Performance evaluation 9.1 Monitoring, measurement, analysis and evaluation General Evaluation compliance Analysis and evaluation 9.2 Internal audit General Internal audit and programme 9.3 Management Review 10 Improvement 10.1 General 10.2 Nonconformity and corrective action 10.3 Continual improvement Issue 1 (14001:2015) Page 4 45 February 2018

5 INTRODUCTION This Environmental Procedures Manual is the means by which MPC Services (UK) Limited meets its internal and external compliance obligations with respect to environmental performance. We are obliged to ensure that our Environmental Policy is fully and completely understood by our employees, and that our procedures are implemented and maintained at all times. This Environmental Procedures Manual is written in accordance with the requirements ISO 14001:2015. All the components our Environmental Management System will be periodically and systematically reviewed by both internal and external Environmental Audit procedures. The Environmental Manager, appointed by top management, is responsible for the control all matters relating to the implementation these procedures. The monitoring our environmental impacts is carried out against all the activities undertaken by MPC Services (UK) Limited. All personnel at every level in the Organisation s structure shall practise the procedures established and reflected in this Environmental Procedures Manual. Our Environmental Management System adopts a system process approach with an emphasis on risk based thinking. In this way we can ensure that we deal with potential problems proactively with the intention mitigating issues before they occur. Issue 1 (14001:2015) Page 5 45 February 2018

6 COMPANY PROFILE MPC Services (UK) Limited MPC Services (UK) Limited is a family business based in the Midlands. It was formed in 1993 initially to provide a nationwide service supplying and fitting non mains drainage sewage treatment systems and pumping stations. From speaking to customers who had breakdowns and problems with their existing systems, it became apparent that the lack regular servicing was a major factor in the failure the units, some which had been installed many years ago. From this was born the servicing side the business where bespoke maintenance plans are fered to all customers to allow them to have peace mind so that should a failure occur, an engineer would be on site as soon as possible. We now have a fully dedicated installations department and have carried out installations all units on the market nationwide. Over the years we have excelled at ensuring the works are carried out to the highest quality, therefore have gained a following many happy customers who appreciate the personal touch we have to fer alongside our pressional standards service. MPC Services places strong emphasis on Health and Safety, Equality and Diversity, and Quality Customer Service. Our mission statement "Providing excellent customer service through teamwork and perseverance" further highlights our focus on customers and quality service. Where clients have specific policies and procedures, our team integrates these with our own quality controls. Health and Safety is paramount to MPC Services. It is crucial that work is carried out in a healthy and safe manner, and we are dedicated to ensuring a safe environment for our employees, our clients, and the public. We are CHAS, SAFEcontractor, and Constructionline registered which ensures best working practices. Risks on site are assessed by us each time we visit. MPC Services (UK) Ltd are a different type company to the servicing division most manufacturing companies. We do not maintain just one manufacturer's products but look after our client's entire range sewage treatment plants, septic tanks, filter beds, pumping stations, rainwater harvesters and associated equipment. MPC Services (UK) Ltd has been installing and maintaining sewage treatment plants, pumping stations since A recent check showed that 18 our first 20 clients remain under contract to this day, a testament to the level customer service fered. As we have previous contractual experience with various Councils, Local Authorities and housing associations, we have a tried and tested approach. Including the documenting and agreeing on any changes or amendments that may arise during the contract implementation and efficiently managing the contract, whilst demonstrating value for money and maximising operational performance. Issue 1 (14001:2015) Page 6 45 February 2018

7 TERMS AND DEFINITIONS For the purposes this document, the terms and definitions given in Annex SL apply: An Interested Party is defined as a person or organisation that can affect, be affected by, or perceive themselves to be affected by a decision or activity. Top Management is a person or group people who direct, and control, an organisation at the highest level. Environmental Aspect is an element an organisations activities, products or services that interact with the environment. Environmental Impact is the change to the environment, whether adverse or beneficial as a result from an organisations environment aspect(s). Objective is a result to be achieved. Risk is the effect uncertainty. Documented Information is information required to be controlled and maintained by an organisation and the medium on which it is contained. Life cycle is the consecutive and interlinked stages a product or service from raw material or generation from natural resources to final disposal. Performance is a measurable result in relation to the management activities, processes, products and services, systems or organisations. Outsource is to make an arrangement for an external person or organisation to perform part a function or process. Monitoring is to determine the status a system, a process or an activity. Measurement is the process to determine a value. Correction is the action taken to eliminate a nonconformity. Corrective Action is the action taken to eliminate the cause a nonconformity. Continual Improvement is a recurring activity to enhance performance. Issue 1 (14001:2015) Page 7 45 February 2018

8 4 - CONTEXT OF THE ORGANISATION 4.1 Understanding the organisation and its context requirements We must determine the external and internal factors, relevant to our purpose and which affect our ability to achieve the intended result(s) the Environmental Management System. 1. As part the implementation this Environmental Management System, top management has considered the internal and external issues relevant to our organisation and that affect our strategic direction. 2. We have documented these issues into our Scope Document (MPC Scope V1.1 February 2018) 3. Changes or additions to our external and internal issues will be reviewed as part our Management Review. Issues that could be considered are:- Staff Customers Products and services Legal and regulatory requirements Plant, equipment and machinery Resources Environment Operational sites This list is not exhaustive and any issue an internal or external nature that could or does affect our Environmental Management System will be considered. 4. We will monitor and review this information as part the Management Review process. Issue 1 (14001:2015) Page 8 45 February 2018

9 4 - CONTEXT OF THE ORGANISATION 4.2 Understanding the needs and expectations interested parties We must determine: a) who our interested parties are b) the requirements those interested parties that are relevant to the Environmental Management System c) which these requirements become our compliance obligations. 1. As part the implementation this Environmental Management System, top management has considered the interested parties that are relevant to our organisation. 2. We have documented the effect that these interested parties have on our ability to consistently provide the products / services that we fer to ensure that we meet customer, legal and regulatory requirements. 3. This information is contained within our Scope Document (MPC Scope V1.1 February 2018) and Aspects and Impacts Register. 4. The information we hold on our interested parties is reviewed as part the Management Review process. Issue 1 (14001:2015) Page 9 45 February 2018

10 4 - CONTEXT OF THE ORGANISATION 4.3 Determining the scope the Environmental Management System We are required to determine the boundaries and applicability our Environmental Management System to establish its scope. We must consider the following when determining the scope: a) the external and internal issues referred to in 4.1; b) the compliance obligations referred to in 4.2; c) our organisational units, functions and physical boundaries; d) the products and services that we provide; e) our authority and ability to exercise control and influence. All the activities, products and services within our scope will be included in the Environmental Management System. The scope will be documented and available to interested parties. 1. As part the implementation this Environmental Management System, top management have determined its boundaries and applicability in order to establish the Scope Document (MPC Scope V1.1 February 2018) 2. The scope our Environmental Management System takes into account the internal and external issues we have previously identified as well as the requirements interested parties and the products / services that we provide including any compliance obligations we are bound to. The scope also takes into account the business units from which we operate. 3. The Scope Document (MPC Scope V1.1 February 2018) will be available to any interested parties, as applicable. Issue 1 (14001:2015) Page February 2018

11 4 - CONTEXT OF THE ORGANISATION 4.4 Environmental Management System and its processes We must establish, implement, maintain and continually improve our Environmental Management System, including the processes needed and their interactions, in accordance with the requirements the ISO Standard. The knowledge gained in 4.1 and 4.2 will be used in establishing and maintaining the Environmental Management System. 1. The processes required to effectively implement this Environmental Management System have been defined as part our Process Flowchart (MPC PFC V1.1 February 2018). This chart demonstrates the sequence and interaction these processes. 2. In order to support the operation these processes we have further method statements, risk assessments, job descriptions, best practice guidelines, toolbox talks, operational records, COSHH sheets as well as this Environmental Procedures Manual 3. Responsibility and authority for each process is defined within individual employee job descriptions. 4. The information we have defined in clause 4.1 and 4.2 will be used to establish our Environmental Management Systems, including, but not limited to the following:- environmental policy environmental aspects and impacts environmental objectives compliance obligations operational and emergency procedures. Issue 1 (14001:2015) Page February 2018

12 5 - LEADERSHIP 5.1 Leadership and Commitment General Top management must demonstrate leadership and commitment with respect to the Environmental Management System by: a) taking accountability for the effectiveness our Environmental Management System; b) ensuring that the environmental policy and environmental objectives are established for the Environmental Management System and are compatible with the context and strategic direction our organisation; c) ensuring the integration the Environmental Management System requirements into the organisation s business processes; d) ensuring that the resources needed for the Environmental Management System are available; e) communicating the importance effective environmental management and conforming to the Environmental Management System requirements; f) ensuring that the Environmental Management System achieves its intended results; g) directing and supporting persons to contribute to the effectiveness the Environmental Management System; h) promoting continual improvement; i) supporting other relevant management roles to demonstrate their leadership as it applies to their areas responsibility. 1. Top management take ultimate responsibility for the implementation and effectiveness our Environmental Management System. 2. We have established an Environmental Policy (MPC EPS V1.1 February 2018) and Environmental Objectives (MPC Obj & Trgts Programme V1.2 February 2018) that are compatible with the context our organisation and its strategic direction. 3. The system described in this manual and its supporting documents and records integrate into our business processes. Issue 1 (14001:2015) Page February 2018

13 5 - LEADERSHIP 5.1 Leadership and Commitment General (Continued) 4. We have ensured that the resources required for the Environmental Management System are available and the need for additional resources are identified and discussed as part the Management Review process. 5. As part the implementation this Environmental Management System and as part the induction process for new employees we have communicated the importance the effectiveness our system. We have done this by delivering our ISO Awareness Presentation. This process also encourages our employees to actively engage in the operation our processes to identify opportunities for improvement. 6. We will constantly monitor the performance our Environmental Management System as part the Management Review process to ensure that we achieve our intended results. Issue 1 (14001:2015) Page February 2018

14 5 - MANAGEMENT RESPONSIBILITY 5.2 Environmental Policy Top management must establish, implement and maintain an environmental policy that: a) is appropriate to the purpose and context our organisation and the nature and scale our environmental impacts as a result our operating activities; b) provides a framework for setting environmental objectives; c) includes a commitment to the protection the environment, prevention pollution and any other specific relevant commitments. d) includes a commitment to fulfil our compliance obligations; e) includes a commitment to continual improvement the Environmental Management System. The environmental policy must: a) be available and be maintained as a document; b) be communicated within the organisation; c) be available to relevant interested parties, as appropriate. 1. Our Environmental Policy (MPC EPS V1.1 February 2018) has been established and meets the requirements the ISO Standard as stated above. 2. Our Environmental Policy has been communicated to all employees and we have documented confirmation (signature acceptance etc) their understanding it. 3. Our Environmental Policy is displayed on the company server so that it is available for any interested parties to view should they wish to do so and to promote our commitment to environmental issues. Issue 1 (14001:2015) Page February 2018

15 5 - MANAGEMENT RESPONSIBILITY 5.3 Organisational roles, responsibilities and authorities Top management must ensure that the responsibilities and authorities for relevant roles are assigned, communicated and understood within the organisation. Top management must assign the responsibility and authority for: a) ensuring that the Environmental Management System conforms to the requirements the ISO Standard; b) reporting on the performance the Environmental Management System including our environmental performance to top management. 1. The roles and responsibilities for individual job roles are defined and communicated upon commencement employment. 2. Overall roles and responsibilities are defined on the Company Organisation Chart (MPC MS V1.3 February 2018). 3. We have assigned an Environmental Manager Mrs Amber Painter who is responsible for ensuring that the Environmental Management System conforms to the requirements the ISO Standard and for the reporting on the performance the Environmental Management System. Issue 1 (14001:2015) Page February 2018

16 6 - PLANNING 6.1 Actions to address risks and opportunities General As part the planning for our Environmental Management System, we must consider the issues referred to in 4.1 and the requirements referred to in 4.2 and determine the risks and opportunities that need to be addressed to: a) give assurance that the Environmental Management System can achieve its intended result(s); b) prevent, or reduce, undesired effects, including the potential for external environmental conditions to affect us; c) achieve continual improvement; d) identify potential emergency situations. We must then document: a) risks and opportunities that need to be addressed; b) the processes required to address risk and plan actions. 1. We have produced an Environmental Aspects and Impacts Register (MPC EAIR V1.1 February 2018) that takes into account our internal and external issues as well as the interested parties to the business. 2. The Environmental Aspects and Impacts Register (MPC EAIR V1.1 February 2018) identifies the nature the risk and whether any opportunities have arisen as a result the handling it. 3. Risk is categorised based on its magnitude and impact to us and our Environmental Management System. 4. Where necessary, actions required in order to reduce the effects risk or enhance an opportunity is documented. 5. The responsibilities and authorities for the ownership the risk is documented on the Environmental Aspects and Impacts Register (MPC EAIR V1.1 February 2018) 6. We have included into the Master Risk Register (MPC MRR V1.1 February 2018) the potential for emergency situations with respect to the environment. Issue 1 (14001:2015) Page February 2018

17 6 - PLANNING 6.1 Actions to address risks and opportunities 7. Where possible we will eliminate risk. If this is not achievable we will mitigate risk to an acceptable level or else top management will make a decision as part the Management Review process as to whether the risk is acceptable. 8. We will evaluate the effectiveness any actions taken to address risk and opportunities as part the Management Review process. This evaluation is based on monitoring and measurement activities. 9. Our Environmental Aspects and Impacts Register (MPC EAIR V1.1 February 2018) will be reviewed at least annually or more frequently in the event a change to our Environmental Management System. Issue 1 (14001:2015) Page February 2018

18 6 - PLANNING 6.1 Actions to address risks and opportunities Environmental aspects We must determine the environmental aspects associated with our activities that we can control and can influence, as well as their associated impacts, taking into account life cycle the product / service. We will take into account:- a) change, including new or development to existing products / services b) abnormal conditions and reasonably foreseeable emergency situations. We will identify those aspects that we consider significant by using established criteria and we will communicate these throughout the organisation, as appropriate. We will document the environmental aspects and impacts as well as the criteria used to determine significance and which aspects we deem to be significant. 1. We have produced an Environmental Aspects Impacts Register (MPC EAIR V1.1 February 2018) that takes into account our activities and the life cycle our products / services. 2. We have analysed the Aspects and Impacts and have determined the criteria against which we can define which aspect will then become significant. The criteria for this is documented in the Environmental Aspects Impacts Register (MPC EAIR V1.1 February 2018) 3. The Aspects and Impacts Register (MPC EAIR V1.1 February 2018) documents which aspects are deemed significant. Issue 1 (14001:2015) Page February 2018

19 6 - PLANNING 6.1 Actions to address risks and opportunities Compliance obligations We will:- a) determine and ensure we have access to our compliance obligations related to our environmental aspects b) determine how these obligations are to be applied to the business c) take into account our obligations when implementing our Environmental Management System. d) maintain a documented record our compliance obligations. 1. We have produced a Compliance Register (MPC CR V1.1 February 2018) which documents our compliance obligations and how they are applicable to us. 2. We identify our new and amended environmental legislative compliance obligations through open source methods and receipt communications. 3. The Environmental Manager will review the updates to see if they are applicable to us and how they are to be applied to the business. The results which are recorded in the Compliance Register (MPC CR V1.1 February 2018). 4. Other compliance obligations, for example, customer, regulatory or best practice guidelines are also entered into our Compliance Register, as appropriate. 5. Our compliance obligations are taken into account when setting our targets and objectives and analysing our environmental risks. Issue 1 (14001:2015) Page February 2018

20 6 - PLANNING 6.1 Actions to address risks and opportunities Planning actions We will plan:- a) to take actions to address our significant risks, compliance obligations and risks and opportunities; b) how to integrate and implement actions into our Environmental Management System processes or business processes, as applicable and evaluate the effectiveness these actions. When planning these actions we will consider our technological options and our financial, operational and business requirements. 1. We have recorded the actions to address our significant risks in the Environmental Aspects and Impacts Register (MPC EAIR V1.1 February 2018). 2. As part the Management Review process we will discuss how to integrate these actions into our business processes and ensure that the appropriate staff members are informed how this will take place. 3. Top management will take into consideration the technical, financial, operational and business options and requirements when planning these actions and will record the findings in the Management Review minutes. Issue 1 (14001:2015) Page February 2018

21 6 - PLANNING 6.2 Environmental objectives and planning to achieve them We must establish environmental objectives at relevant functions and levels taking into account significant environmental aspects, compliance obligations and risks and opportunities. Our environmental objectives will: a) be consistent with the environmental policy; b) be measurable; c) be monitored; d) be communicated; e) be updated as appropriate; f) documented. When planning how to achieve our environmental objectives, we will determine: a) what will be done; b) what resources will be required; c) who will be responsible; d) when it will be completed; e) how the results will be evaluated. We will consider how actions required to achieve our objectives can be integrated into our business processes. 1. As part our Management Review process, and taking into account our significant environmental aspects, compliance obligations and risks and opportunities, we have established and documented Environmental Objectives (MPC Obj & Trgts Programme V1.2 February 2018). 2. Our Environmental Objectives (MPC Obj & Trgts Programme V1.2 February 2018) will be discussed and communicated to all staff who will be informed their role in achieving these objectives. 3. Our performance against the documented Environmental Objectives (MPC Obj & Trgts Programme V1.2 February 2018) will be monitored as part the Management Review process. 4. Our Environmental Objectives (MPC Obj & Trgts Programme V1.2 February 2018) will be reviewed at least annually and will take into account any changes to our Environmental Management System. Issue 1 (14001:2015) Page February 2018

22 7 - SUPPORT 7.1 Resources We must determine and provide the resources needed for the establishment, implementation, maintenance and continual improvement the Environmental Management System. 1. As part the implementation our Environmental Management System we have determined the internal and external resources, human and physical, required in order for it to achieve its intended outcome and to meet our commitments and obligations. 2. Where we can, we will utilise the resources already available to us and add to them as required. 3. Resource requirements will be reviewed at least annually, or as required in the event changes, as part the Management Review process. Issue 1 (14001:2015) Page February 2018

23 7 - SUPPORT 7.2 Competence We must: a) determine the necessary competence person(s) doing work under our control that affects our environmental performance and ability to fulfil our compliance obligations; b) ensure that these persons are competent on the basis appropriate education, training, or experience; c) determine training requirements with respect to our environmental aspects and management system; d) where applicable, take actions to acquire the necessary competence, and evaluate the effectiveness the actions taken; e) retain appropriate records as evidence competence. 1. We have identified the necessary competence required to effectively implement the Environmental Management System and achieve our compliance obligations 2. We will assess the competence staff members against these requirements and record the results on their Training and Competency Records (MPC ETT V1.2 February 2017). 3. Where further competence is to be attained the methods by which the members staff will achieve this will be recorded and actioned as required. Competence can be achieved through the following methods:- Certificated training In-house training On-site training Toolbox talks 4. Where actions are taken to achieve competence, we will review its effectiveness through one or more the following activities:- On the job assessment the member staff by a competent person Performance monitoring Staff appraisal Issue 1 (14001:2015) Page February 2018

24 7 - SUPPORT 7.2 Competence 5. Competence levels will be monitored by way continual informal assessment. Where competency levels are found to be lacking or in decline then corrective action is to be defined and implemented. 6. All records relating to competency will be retained and summarised on the staff Training and Competency Records (MPC ETT V1.2 February 2017) Issue 1 (14001:2015) Page February 2018

25 7 - SUPPORT 7.3 Awareness We will ensure that any persons doing work under our control are aware : a) the environmental policy; b) the significant environmental aspects and impacts related to their work; c) their contribution to the effectiveness the Environmental Management System, including the benefits improved performance; d) the implications not conforming with the Environmental Management System requirements, including our compliance obligations. 1. All current employees and sub-contractors will be introduced to our Environmental Policy and the significant environmental aspects and impacts relevant to their roles within the Environmental Management System as part its establishment. 2. All new employees and sub-contractors will be introduced to the Environmental Policy and the significant environmental aspects and impacts relevant to their role as part the staff induction process. 3. An ISO Awareness Presentation will be delivered to all existing staff as part the initiation this Environmental Management System and for all new members staff. 4. All employees and sub-contractors will be made aware their contribution towards the Environmental Management System and the implications not conforming to our requirements and our compliance obligations. This will be in the form method statements, risk assessments, etc. Issue 1 (14001:2015) Page February 2018

26 7 - SUPPORT 7.4 Communication We will determine which internal and external communications are relevant to our Environmental Management System, and will decide: a) on what we will communicate; b) when to communicate; c) with whom to communicate; d) how to communicate; e) who communicates. When establishing our communication processes, we will take into account our compliance obligations and ensure that information is consistent with our Environmental Management System and is reliable. We will respond to relevant communications relative to our Environmental Management System and will retain records all internal and external communications made. We will internally and externally communicate information relative to our Environmental Management System to enable people working for or on our behalf to contribute to continual improvement and to meet our compliance obligations. 1. Communication can be received from one or more the following means:- Legal / regulatory bodies Customers Suppliers Industry journals Social media (Forums, blogs, twitter, LinkedIn etc) Academic bodies Research and development bodies Non-Governmental Organisations Training providers 2. Any received communication will be subject either to an immediate informal, or formal analysis as part the Management Review process. 3. The decision on what to communicate will be made, or delegated by, top management. Issue 1 (14001:2015) Page February 2018

27 7 - SUPPORT 7.4 Communication 4. Upon confirmation the decision and when, with whom and how to communicate, actions will be addressed to do so, and records retained as evidence. 5. We will communicate to all staff on the performance our Environmental Management System, including measurement results against our objectives and against our compliance obligations. 6. All communications are recorded on the Communication Record (Logical Office). 7 - SUPPORT Issue 1 (14001:2015) Page February 2018

28 7.5 Documented information General Our Environmental Management System will include: a) documented information required by this International Standard; b) documented information determined by the organisation as being necessary for the effectiveness the Environmental Management System. 1. The following documented information will be included into our Environmental Management System:- Legal / regulatory requirements Environmental Aspects and Impacts Register Scope document Environmental Policy Environmental Objectives Process Map Staff Training Matrix CRM Management Review records Internal Audit records Non-conformance / Corrective Action records Risk assessments / method statements Test records (List more / less as applicable) Issue 1 (14001:2015) Page February 2018

29 7 - SUPPORT 7.5 Documented information (continued) Creating and updating When creating and updating our documents and records, we must ensure appropriate: a) identification and description (e.g. a title, date, author, or reference number); b) format (e.g. language, stware version, graphics) and media (e.g. paper, electronic); c) review and approval for suitability and adequacy. 1. All documents referenced above have been entered the Master Document List (MPC Document Log). 2. It is the responsibility the Environmental Manager to allocate a unique reference number to each document on this list. 3. The unique number and issue date the document is displayed on that document for reference purposes. 4. All system-based documents are controlled through the stware packages in which they are utilised and therefore they do not require entry into the Master Document List (MPC Document Log). 5. Each document entered the Master Document List (MPC Document Log). is subject to an initial review and periodically (at least once annually) to ensure that it is still fit for purpose. This review could be more frequent should the need arise, e.g. when changes to the Environmental Management System take place. Issue 1 (14001:2015) Page February 2018

30 7 - SUPPORT 7.5 Documented information (continued) Control documented information Documented information required by the Environmental Management System and by the ISO Standard must be controlled to ensure: a) it is available and suitable for use, where and when it is needed; b) it is adequately protected (e.g. from loss confidentiality, improper use, or loss integrity). For the control documented information, we will address the following activities, as applicable: a) distribution, access, retrieval and use; b) storage and preservation, including preservation legibility; c) control changes (e.g. version control); d) retention and disposal. Documented information external origin that we determine to be necessary for the planning and operation our Environmental Management System, will be identified as appropriate, and be controlled. We will also retain and protect from alteration, any documented information, held as evidence conformity. 1. All documents will be available where and when they are needed to be utilised. The location each document will be recorded on the Master Document List (MPC Document Log). 2. All electronic documents will be saved securely and backed up to an fsite location. 3. All available electronic documents will be saved as a PDF for general access with edit rights available to the document owner only, or to users as required to fulfil their responsibilities. Issue 1 (14001:2015) Page February 2018

31 7 - SUPPORT 7.5 Documented information (continued) Control documented information 4. All hard copy documents are securely filed and stored in the location where they are to be utilised and will be stored in appropriately labelled document folders. 5. Changes to documents and updates to the issue number and redistribution will only be made by the Environmental Manager. 6. When changes are made to a document it will result in the Revision Number being updated to the next sequential number. 7. Changes to records are strictly prohibited unless there is evidence to support the proposed alterations. 8. All records generated as part the implementation our Environmental Management System will be retained for a minimum 12 months or as required by legal, regulatory, customer or any other requirements. The period retention is documented on the Master Document List (MPC Document Log). 9. Obsolete electronic documents and records will be retained in an Archive folder and stored in order to facilitate retrieval if required but to prevent the unintended use. 10. Documented information that originates from external sources, and that we deem necessary in order to manage our Environmental Management System, will be controlled in the same way and is recorded in the Master Document Register (MPC Document Log). 8 - OPERATION Issue 1 (14001:2015) Page February 2018

32 8.1 Operational planning and control We commit to plan, implement and control our processes in order to meet the requirements our Environmental Management System, and to implement the actions determined as part our risk analysis, by: a) establishing operating criteria for the processes; b) implementing control the processes in accordance with the operating criteria. We will control planned changes and review the consequences unintended changes, taking action to mitigate any adverse effects, as necessary. Our procurement and subcontracting will be controlled or influenced where possible and the extent control or influence will be defined. Taking into the account the life cycle our products / services we will: a) establish controls to ensure that environmental requirements are addressed in the design and development processes; b) determine and communicate our environmental requirements for the procurement products and services; c) consider the need to provide information about the potential significant environmental impacts relative to the transportation, delivery, use, end--life, treatment and final disposal our products / services. We will retain records as evidence that our processes are being carried out as planned. 1. We have established and recorded the operating criteria required in order for us to control our significant environmental aspects and impacts and to meet our compliance obligations. 2. Control methods and responsibility for maintaining those methods are documented on the Aspects and Impacts Register (MPC EAIR V1.1 February 2018) 8 - OPERATION Issue 1 (14001:2015) Page February 2018

33 8.1 Operational planning and control 3. Process control will be evidenced through the establishment documents and records as required. These include, but are not limited to the following: COSHH Data Sheets RAMS (Risk Assessments and Method Statements) Tool Box Talks Training and Competency Records Testing and measurement records Internal / external audit Waste carrier licenses and records 4. We will take into account our environmental requirements when designing and developing new or improved products / services. We will take into account the source any raw materials required, how the product / service will be used / carried out and the requirements for final disposal where applicable. 5. Where the procurement products and services has an effect on our environmental impact we will determine and communicate our requirements to the supplier and make an informed decision on whether to utilise their services based on their ability to meet our requirements. 6. We will provide information, as appropriate, to influence the environmental impact that our product / service has. Information will be communicated on the transportation, delivery, use, end--life, treatment and final disposal our products / services, where applicable. Issue 1 (14001:2015) Page February 2018

34 8 - OPERATION 8.2 Emergency preparedness and response We will prepare for and respond to potential emergency situations identified through our risk analysis by: a) preparing to respond by planning actions to prevent or mitigate environmental impacts as a result emergency situations; b) responding to actual emergency situations; c) taking action to prevent or mitigate the consequences emergency situations; d) periodically testing the planned response actions and as a result reviewing them and revising if necessary; e) providing information and training to appropriate interested parties with respect to emergency preparedness and response f) establishing records required to have confidence that the processes are being carried out as planned. 1. Our Environmental Aspects and Impacts Register (MPC EAIR V1.1 February 2018) has defined where there is a potential for an emergency situation and a brief overview the steps we intend to take to mitigate our environmental impact in the event that emergency. 2. Where an actual emergency situation takes place we will follow the specified direction these procedures and prevent or mitigate the consequences the emergency. 3. We will also periodically, as stated in the Aspects and Impacts Register, test our emergency response procedures and record the results. After any such tests we will review these procedures to confirm their suitability and effectiveness and where necessary revise them. 4. All staff members, subcontractors and visitors will be made aware our emergency procedures in line with their roles and requirement to know them. Any person who receives such training will confirm that they understand these procedures. 5. Records required to provide evidence the planning and management emergency situations will be maintained and available. Issue 1 (14001:2015) Page February 2018

35 9 - PERFORMANCE EVALUATION 9.1 Monitoring, measurement, analysis and evaluation General We will determine: a) what needs to be monitored and measured; b) the methods for monitoring, measurement, analysis and evaluation needed to ensure valid results; c) the criteria against which we will evaluate our environmental performance; d) when the monitoring and measuring will be performed; e) when the results from monitoring and measurement will be analysed and evaluated. We will ensure that, where we use monitoring and measurement equipment it is verified or calibrated, as appropriate. We will evaluate the performance and the effectiveness the Environmental Management System and retain appropriate documented information as evidence the results. These results will be communicated internally and externally, as required, and in line with our compliance obligations. 1. Our Aspects and Impacts Register (MPC EAIR V1.1 February 2018) and Environmental Objectives (MPC Obj & Trgts Programme V1.2 February 2018) will determine what needs to be monitored and measured and the methods by which we will do so. 2. The criteria and frequency by which we will evaluate our performance will be documented in the Environmental Objectives (MPC Obj & Trgts Programme V1.2 February 2018) document. 3. Where we require the use monitoring and measuring equipment we will ensure that it is fit for purpose either by way suitable verification or calibration. The methods and results this process will be recorded in the Equipment Register (MPC Equip Register V1.1 June 2012) 4. Performance evaluation will take place as part the Management Review process. Environmental performance will be measured against our documented Environmental Objectives (MPC Obj & Trgts Programme V1.2 February 2018) and against our compliance obligations. Issue 1 (14001:2015) Page February 2018

36 9 - PERFORMANCE EVALUATION 9.1 Monitoring, measurement, analysis and evaluation General 5. The results our performance evaluation will be communicated to all staff, as appropriate. We will also communicate externally in line with our compliance obligations as required. Records these communications will be maintained. Issue 1 (14001:2015) Page February 2018

37 9 - PERFORMANCE EVALUATION 9.1 Monitoring, measurement, analysis and evaluation Evaluation compliance We will evaluate the fulfilment our compliance obligations by: a) determining the frequency that compliance will be evaluated; b) evaluating compliance and taking action if required; c) maintaining knowledge and understanding our compliance status; d) maintaining records to confirm compliance. 1. We will define the frequency compliance evaluation and record this into the Compliance Register (MPC CR V1.1 February 2018). 2. The Environmental Manager will be responsible for ensuring compliance and taking any required action as necessary. 3. Our compliance status will be recorded into the Compliance Register (MPC Obj & Trgts Programme V1.2 February 2018). 4. The results compliance evaluation will be discussed as part the Management Review process. Issue 1 (14001:2015) Page February 2018

38 9 - PERFORMANCE EVALUATION 9.2 Internal audit We will conduct internal audits at planned intervals to provide information on whether our Environmental Management System: a) conforms to: 1) our own requirements for our Environmental Management System; 2) the requirements the ISO Standard; b) is effectively implemented and maintained. We will: a) plan, establish, implement and maintain an audit programme(s) including the frequency, methods, responsibilities, planning requirements and reporting, which shall take into consideration the importance the processes concerned, changes affecting our organisation, and the results previous audits b) define the audit criteria and scope for each audit; c) select auditors and conduct audits to ensure objectivity and the impartiality the audit process; d) ensure that the results the audits are reported to relevant management; e) take appropriate correction and corrective actions without undue delay; f) retain documented information as evidence the implementation the audit programme and the audit results. 1. An Internal Audit Schedule (MPC IAC V1.1) has been established to confirm the audits that are to be carried out to check that our Environmental Management System meets the ISO and our requirements. 2. The Internal Audit Schedule (MPC IAC V1.1) describes the process to be audited, the identity the auditor, the clauses relative the ISO Standard that will be covered and the month in which the audit will take place. 3. The Internal Audit Schedule (MPC IAC V1.1) can be amended in the event changes to the Environmental Management System or when deficient areas were identified during previous audits. 4. For every audit we will establish an Internal Audit Checklist (MPC IAC V1.1) which will describe what we want to check, how we want to check it and who we want to check it with. Issue 1 (14001:2015) Page February 2018

39 9 - PERFORMANCE EVALUATION 9.2 Internal audit 5. Auditors will be selected to ensure that they do not audit their own work. 6. The audit results and findings will be recorded on the Internal Audit Checklist (MPC IAC V1.1) 7. Where actions are required to rectify any findings, they will be recorded on a Non- Conformance and Corrective Action Report (MPC NCR V1.2 July 2013). The unique reference number that report will be recorded, and the report attached to the Internal Audit Checklist for reference. 8. Any corrections and corrective actions (if applicable) that are to be implemented will be done so in line with the severity the non-conformance. 9. The results all audits will be reported to a member management who will review the adequacy the audit and its findings as well as the implementation any required corrections and corrective actions (if applicable). Issue 1 (14001:2015) Page February 2018

40 9 - PERFORMANCE EVALUATION 9.3 Management Review Top management will review our Environmental Management System, at planned intervals, to ensure its continuing suitability, adequacy and effectiveness. Management Review will take into consideration:- a) status outstanding actions from previous Management Reviews; b) changes in external and internal issues relevant to our Environmental Management System; c) changes to the needs and expectations interested parties, including compliance obligations; d) changes in significant environmental aspects; e) changes to risks and opportunities; f) the extent to which environmental objectives have been achieved; g) information regarding environmental performance including non-conformances and corrective actions, monitoring and measurement results, fulfilment compliance obligations and audit results; h) adequacy resources i) communications from interested parties, including complaints; j) opportunities for improvement. The outputs the Management Review will include:- a) conclusions on the continuing suitability, adequacy and effectiveness the Environmental Management System; b) decision related to continual improvement opportunities; c) decisions regarding the need for change to the Environmental Management System, including resources; d) actions required to achieve environmental objectives, if required; e) opportunities to integrate the Environmental Management System into the business processes; f) any implications for the strategic direction the company. The results Management Review will be recorded. 1. Management Reviews will be carried out on a quarterly basis to review the effectiveness our Environmental Management System during the previous review period. Issue 1 (14001:2015) Page February 2018

41 9 - PERFORMANCE EVALUATION 9.3 Management Review 2. The Management Review will be attended by top management (or members there) to ensure that the management system is being implemented as planned. 3. The Management Review will also be attended by the person(s) responsible for reporting on the performance the Environmental Management System and on opportunities for improvement as defined in clause The Management Review will consider all items referred to in the summary requirements above and these inputs will be set out in the Management Review Agenda (MPC MRA V1.2 December 2016). 5. Prior to the Management Review our Environmental Manager will ensure that all the required evidence is available to assess the performance the Environmental Management System and ensure that fact based, informed decisions can be made. 6. Where actions are required in order to improve or correct the Environmental Management System they will be defined as Management Review outputs. 7. Excerpts from the Management Review will be communicated to all staff and interested parties as required. Issue 1 (14001:2015) Page February 2018