6- Implementation & Monitoring
All records will be kept current and up to date, and where applicable linked in to other documents, and databases. In particular driver records, and environmental records must be maintained throughout the contract period, then once the contract has been completed, archived until decided they can be destroyed.
All records should be auditable, and should always lead back to their sources to prove their credibility. Meeting minutes, must be signed by attendees, the exception being tool box meeting minutes, unless the site or location can devise a system. Environmental records will be kept in a stand alone management system, that will work in conjunction with the health and safety management system.
6.2 Compliance Monitoring
We will wherever possible provide assurance to the board of directors, people with interest in our activities, and our customers that all operations within AGESCO comply to all legal and legislative regulations, internal standards, customer guidelines, and industry best practices. We will monitor legislative changes to ensure we can comply to the above regulations with minimum impact to our business structure should changes be made, through inspections, and checklists.
These checklists and inspection sheets will be built from risk evaluations and prevention methods, known industry successes, and following guideline documents.
Where required, permits, licenses, and signed documents from authorities will be gained prior to any process that may require such permits, such as use of local land fill, use of water tables, access, or in certain circumstances explosives.
None compliances will be recorded on a remedial work plan, that will be posted, or shared on a network. The gravity of the none compliance, will dictate the attention and priority it receives. Driving none compliances, against internal regulations will receive the swiftest attention, followed by environmental none compliances, which will be managed in a separate management system. Receiving the same priority will be health, hygiene, and medical issues.
All reporting will adhere to the Risk and Loss Reporting Standard, classification of accidents, and management involvement will be clearly outlined. Timely notification of all accidents is expected, along with prompt investigation, and remediation. All HSE performance figures will be gathered monthly to allow for continuous improvement factors to evolve.
Monthly reports will be on time, within the first three days of the new month.
Client formats for monthly / accident / incident reporting will be used alongside the AGESCO formats.
All client deadlines will be met without compromise.
6.4 Remedial Action & Follow Up
Linked into records, the remedial work plan, and follow up to accidents should be thorough and complete. Remediation and follow up must indicate where a none compliance or none conformance stemmed from, what the none compliance / conformance was, the time and date of occurrence, the potential risk value as determined from the risk matrix, what applied control and recovery measures are required, and the residual risk level again taken from the risk matrix, ending with a timed completion, and moving into an improvement process to prevent reoccurrence. All follow up should be available to all, either electronically, or posted. The remedial work plan, shall be in a site specific format, that is best suited to the location, as long as relevant data can be electronically withdrawn.
In certain circumstances, a customer may request that a client specific format is used, in this instance the client format will supersede the chosen crew format.
6.5 Performance Review & Improvement
All areas of performance should be monitored to help us reach our stated targets and goals. Monthly indicator results should be posted and on view, and a track of how those figures are attained should be available, all staff should be made aware of where we stand in reaching our goals, so it is understood what action has to be taken to rectify any lagging indicators.
Senior managers / crew supervisors will regularly endorse quarterly performance reports, and ensure that the comments are made relating to success, and support is given where required.
Performance monitoring should include driver downloaded data, and associated information, environmental progress, performance against checklist schedules, visit reports from management and clients, letters of recognition including details of the award scheme that is operative on the site, and any disciplinarian measures that have been taken.
Suggestions toward improvements must be encouraged if we are to better our business and increase our gain, with this, a suggestion process must be implemented, and be driven by local management. The suggestion process should be a recognised factor in the award scheme, and should be discussed at tool box meetings.