OP06 Preventive Action

Transcription

1 OP06 Preventive Action RESPONSIBILITY START ADDITIONAL COMMENTS AND RELATED DOCUMENTS EMS Rep 1 SELECT ADVERSE TRENDS FROM ANALYSIS OF INFORMATION RELATING TO THE ENVIRONMENTAL MANAGEMENT SYSTEM (EMS) GIVE DUE CONSIDERATION TO: 1. CUSTOMER SATISFACTION AND COST 2. ENVIRONMENTAL IMPACTS 3. LEGISLATION COMPLIANCE 4. AUDITS 2 WITH STAFF, IDENTIFY ROOT CAUSES TO PREVENT POTENTIAL PROBLEMS FROM OCCURRING. 1. ENCOURAGE STAFF TO COME UP WITH IDEAS ON HOW ENVIRONMENTAL PROBLEMS CAN BE MINIMISED OR PREVENTED. 2. RECORD AGREED ROOT CAUSES ON CONCEPT EVOLUTION: SEE ATTACHED GUIDANCE ENVIRONMENT MANAGER OTHER MANAGEMENT STAFF 3 IMPLEMENT MEASURES TO PREVENT OCCURRENCE OF POTENTIAL PROBLEMS WHERE POSSIBLE. 1. MEASURES TO BE IMPLEMENTED MUST BE EFFECTIVE AND COST BENEFICIAL 2. RISK ASSESS MEASURES IN RELATION TO ENVIRONMENTAL ISSUES EMS Rep 4 RECORD ACTION TAKEN ON APPROPRIATE FORMS AND/OR IN MINUTES OF MANAGEMENT REVIEW MEETINGS. 1. RECORD AGREED PREVENTATIVE MEASURES ON CONCEPT EVOLUTION: SEE ATTACHED GUIDANCE ENVIRONMENT MANAGER OTHER MANAGEMENT STAFF 5 CHECK FOR EFFECTIVENESS. NO 6 SATISFACTORY? ISSUE 2 PAGE 1 OF 1 DATE July 2013 APPROVED BY: Simon Chubb END YES 1. RECORD VERIFICATION EVIDENCE AND CLOSE ITEM ON CONCEPT EVOLUTION: SEE ATTACHED GUIDANCE

2 is a web-based facilities management system used by the Estates & Facilities Service of Anglia Ruskin University for a range of facilities management functions, including helpdesk call logging, buildings compliance management, and minor works project management. During 2012/13 the task management functions of this system were adapted to enable recording and tracking of ISO items, including incidents, suggestions, audit findings (non-conformances, observations, improvement opportunities), and corrective actions. The process for using for recording ISO items is as follows. 1. Open a web browser and navigate to the online system: 2. Open the Task Management module. July 2013 Page 1 of 9

3 3. To record a new item, click on the Advanced Helpdesk option. 4. Insert details of the ISO item in the following order: i) Reporter insert the reporter of the incident or suggestion, or name of the auditor or auditing company. ii) Contract select ENMA Environmental Management iii) Category this should complete automatically with Environmental once the ENMA Environmental Management contract is selected. iv) Problem select Env communications / improvement / improvement opportunity / incident / near miss /non-compliance / preventative action / observation / suggestion as appropriate. v) Raised insert the date the item occurred, and the Due By date for non-compliances referring to the agreed date for completion of corrective actions, and click the lock icon. For all other items, leave the date field blank and click the lock icon. vi) Building select the building the item refers to, or insert Off Site (NON-OFF) for nonlocation specific items. vii) Location select the specific room or location if applicable, or leave blank. viii) Req. ID insert the clause number of ISO for non-compliances, observations and other related items, or leave blank. ix) Discipline select the team or job role with responsibility for managing the item. July 2013 Page 2 of 9

4 x) Description insert a brief description of the Env communications / improvement / improvement opportunity / incident / near miss /non-compliance/ preventative action / observation / suggestion as appropriate. xi) Fault Code select the topic which most closely describes the item e.g. biodiversity, communication, document control, legal compliance. xii) Source select Audit Internal or Audit External as appropriate for audit items, or / Telephone for incidents or suggestions received. Leave all other fields blank / unchanged. July 2013 Page 3 of 9

5 5. To assign the item to a specific person with responsibility for follow-up, select the Resources option from the left hand menu, scroll through the list of names, and select a person by double clicking on their name. 6. Confirm the selection by clicking the Save and close icon from the top menu bar. July 2013 Page 4 of 9

6 7. Follow-up actions for items, such as root cause analyses, corrective action plans, verification, and item closures can be recorded by selecting the Events option from the left hand menu and clicking the create new entity icon on the top menu bar. Incidents and non-compliances must have a root-cause analysis and corrective action plan recorded. 8. Record the following details for each follow-up action. i) Event select the type of follow-up action. Events linked to the environmental account have codes beginning with E, e.g. E00: Root cause analysis. ii) Date Due insert the date when the follow-up action is due. iii) Actioned tick this box unless the follow-up action is scheduled for a future date. This box can be ticked for the majority of actions. iv) Date Actioned insert the date when the follow-up action was completed. For most actions this will be the same as the due date. v) Comments insert the details of the follow-up actions, recording any evidence associated with verification of corrective actions. July 2013 Page 5 of 9

7 9. Documents can be attached to items, for example records as evidence to verify that actions have been completed, by selecting the Documents option from the left hand menu and clicking the create new entity icon on the top menu bar. July 2013 Page 6 of 9

8 10. Record the following details for each document. i) Document Ref insert a unique number for each document related to a specific item. ii) Title insert the document title that will be displayed. iii) Repository select Environmental Management. iv) Path click the Browse button, navigate to the document to be uploaded and select it. 11. Once an item has been verified as completed, the evidence for its completion must be recorded in the Events section as the following type of event: E03: Item closed (see paragraph 7 above). July 2013 Page 7 of 9

9 12. Next select the Resources option from the left hand menu and double-click the person to whom the item was assigned. 13. Insert the date that the item was verified as completed in the Date Finished box. July 2013 Page 8 of 9

10 14. Finally, the status of the item needs to be changed to Complete by selecting the General option on the left hand menu and clicking the Mark task as complete icon on the top menu bar. -ooo- July 2013 Page 9 of 9