NIC Instruments &
Engineering (Pty) Ltd
P O Box 39606, Bramley, 2018
74 12th Road, Kew, Johannesburg
South Africa
Tel: +27 11 386 5000
Fax: +27 11 887 5728
E-Mail: engineering@nicinst.co.za
Website: www.nicinst.co.za
Service to the Industry Since ~ 1986
Quality Policy Manual
In Accordance With
ISO 9001 : 2008
FOR
NIC Instruments & Engineering (Pty) Ltd
Page 1 of 43
NIC Instruments &
Engineering (Pty) Ltd
P O Box 39606, Bramley, 2018
74 12th Road, Kew, Johannesburg
South Africa
Tel: +27 11 386 5000
Fax: +27 11 887 5728
E-Mail: engineering@nicinst.co.za
Website: www.nicinst.co.za
Service to the Industry Since ~ 1986
POLICY MANUAL
ISO 9001
SUBJECT
PAGE
4.2.3
MANAGEMENT
REPRESENTATIVE
43
OF
DOCUMENT NO
PM 01
REVISION NO
2
EFFECTIVE DATE
2011/08/31
APPROVED BY
DIRECTOR
INDEX OF CONTENTS
COMPILED BY
2
Procedure
Number
Description
Page
Number
Index of Contents
2
Revision Status
3
Company Profile
4
Management Responsibility (Quality, SHE, Mission Statement, Transportation,
No Smoking Policy, Employment Equity, Anti Bribery and Corruption, Change
Management, Communications Internal Policy, Drug Free Policy, HIV-Aids
Policy and HIV-Aids Policy Statement )
5 – 19
Quality / SHE Objectives
20
Management System (Planning)
21
Management System (Communication – Legal, Internal and Interested Parties)
SP 01
22
Management Responsibility (Responsibility and Authority)
SP 02
23
Management Responsibility (Representative and Review)
SP 02
24
Management Responsibility (Organogram)
SP 02
25
Resource Management
SP 03
26
Competency, Awareness and Training
SP 04
27
Document Control
SP 05
28
Control of Records
SP 06
29
Customer Related Processes
SP 07
30
Design Control (N/A)
SP 08
31
Purchasing
SP 09
32
Control of Customer Property
SP 10
33
Identification/Traceability and Monitoring Status (Product Waste)
SP 11
34
Provision of Products and Services
SP 12
35
Preservation of Products
SP 13
36
Control of Non-Conforming Products
SP 14
37
Control of Measuring and Monitoring Devices
SP 15
38
Measurement, Verification and Monitoring
SP 16
39
Internal Audits
SP 17
40
Analysis of Data
SP 18
41
Improvements, Corrective/Preventive Actions
SP 19
42
SHE Controls
SP 20
43
Page 2 of 43
NIC Instruments &
Engineering (Pty) Ltd
P O Box 39606, Bramley, 2018
74 12th Road, Kew, Johannesburg
South Africa
Tel: +27 11 386 5000
Fax: +27 11 887 5728
E-Mail: engineering@nicinst.co.za
Website: www.nicinst.co.za
Service to the Industry Since ~ 1986
POLICY MANUAL
ISO 9001
SUBJECT
PAGE
4.2.3
MANAGEMENT
REPRESENTATIVE
Page
No
Rev No
43
OF
DOCUMENT NO
PM 01
REVISION NO
2
EFFECTIVE DATE
2011/10/11
APPROVED BY
DIRECTOR
REVISION STATUS
COMPILED BY
3
Details of Revision
Approval Of
Revision
4
1
Reformatting of font
JP
5 - 22
1
Revision of Policy / Document (2011)
JP
23
2
Standard Procedure Number changed
JP
24
3
Management review will be held every six months
JP
25
2
Standard Procedure Number Changed
JP
26
3
Updated Organogram
JP
27
0
Newly Implemented
JP
28
2
Standard Procedure Number Changed
JP
29
2
Standard Procedure Number Changed
JP
30
2
Standard Procedure Number Changed
JP
31
0
N/A
JP
32
2
Standard Procedure Number Changed
JP
33
0
Newly Implemented
JP
34
0
Newly Implemented
JP
35
0
Newly Implemented
JP
36
2
Standard Procedure Number Changed
JP
37
2
Standard Procedure Number Changed
JP
38
0
Newly Implemented
JP
39
0
Newly Implemented
JP
40
2
Standard Procedure Number Changed
JP
41
2
Standard Procedure Number Changed
JP
42
2
Standard Procedure Number Changed
JP
43
0
Newly Implemented
JP
Revision Status of Manual Reviewed and Approved
Documented by : RL Momberg
Approved by : Johan Pienaar
Date : 11-10-2011
Date : 11-10-2011
Signature :
Signature :
Page 3 of 43
NIC Instruments &
Engineering (Pty) Ltd
P O Box 39606, Bramley, 2018
74 12th Road, Kew, Johannesburg
South Africa
Tel: +27 11 386 5000
Fax: +27 11 887 5728
E-Mail: engineering@nicinst.co.za
Website: www.nicinst.co.za
Service to the Industry Since ~ 1986
POLICY MANUAL
ISO 9001
SUBJECT
PAGE
N/A
OF
DOCUMENT NO
PM 01
REVISION NO
1
EFFECTIVE DATE
2011/05/26
APPROVED BY
DIRECTOR
COMPANY PROFILE
COMPILED BY
4
MANAGEMENT
REPRESENTATIVE
43
We specialise in Electrical and Instrumentation Construction, Turnkey Electrical and Instrumentation
Projects and Electrical and Instrumentation Panels.
Electrical Construction Capabilities
Our experience in the electrical construction field embraces the following:
Installation of distribution reticulation systems up to 33kV;
Installation of motor control centres;
Installation of cables and racking;
Installation of building services including lighting, power distribution, and earthing and lightning
protection;
Project Management of Electrical contracts;
Installation of General Electrical distribution and Utility Systems, including Power Factor Correction,
Energy Management, Cable/Bus bar ratings and fault level design; and
Supply and installation of Electrical Equipment in the Process and Building Industries.
Instrumentation and Automation Construction Capabilities
NIC Instruments & Engineering (PTY) Ltd has fully committed dynamic and competent instrumentation
personnel with extensive experience, exposure, and expert knowledge to take full responsibility for the
different facets of a project. NIC Instruments & Engineering (PTY) Ltd do however, from time to time,
outsource some of their expertise, from a cost effective and productive point of view, to benefit the
client. Some services offered are as follows.
-
DCS’s, PLC’s and SCADA Systems;
Instrument selection and system design;
Optimisation of various control systems;
Engineering proposals;
FMEA/HAZOP Studies;
Trip Dossier;
Area Classification;
Flow Calculations;
Control Valve Sizing;
Cause and Effect Matrix;
SABS Approvals;
Sequence Events Monitoring;
-
-
Fibre Optic Linking
Remote Controls
Telemetering Terminal Schedule
Cable Schedule
Panel Layout
Logic Diagrams
Level Measurement
Supply and Installation of
Instrumentation and Control in Process
Industry and;
System Integration (PLC and SCADA)
Light Steel Structures
We are capable of supplying and installing light steel structures such as hand rails, platforms,
barricading and angle iron and channel iron supports.
Page 4 of 43
NIC Instruments &
Engineering (Pty) Ltd
P O Box 39606, Bramley, 2018
74 12th Road, Kew, Johannesburg
South Africa
Tel: +27 11 386 5000
Fax: +27 11 887 5728
E-Mail: engineering@nicinst.co.za
Website: www.nicinst.co.za
Service to the Industry Since ~ 1986
POLICY MANUAL
ISO 9001
SUBJECT
PAGE
5.3
MANAGEMENT
REPRESENTATIVE
OF
DOCUMENT NO
PM 01
REVISION NO
1
EFFECTIVE DATE
2011/05/26
APPROVED BY
DIRECTOR
MANAGEMENT RESPONSIBILITY
COMPILED BY
5
43
QUALITY POLICY
NIC Instruments & Engineering (Pty) Ltd specialize in Electrical and Industrial Instrumentation
Construction, Turnkey Electrical and Instrumentation Projects and Electrical and Instrumentation
Panels. NIC recognizes that providing products and services of the highest possible quality is a
fundamental requirement for the future well being of our business and the relationship between our
internal and external customers. Our goal is to ensure that through established standards and
measurements, the level of quality at NIC Instruments & Engineering (Pty) Ltd matches or exceeds
our customer’s expectations. To accomplish this goal, we are committed to delivering, and in continually
striving to improvements in the quality of our products and services. We are also committed to deliver
our products and services on time and within budget, thereby achieving a high degree of customer
satisfaction.
Our objectives are:
•
Provide each internal Customer with the training, tools, skills and motivation to produce the high
quality products and services which meet or exceed our external Customer’s needs.
•
By this we need to have and maintain a complete understanding of both our internal and
external customer’s requirements and clearly focus our efforts on meeting those requirements.
•
Understand the requirements of our services and products, and the system that support it,
through the effective documentation, training and control of Records.
•
Recognize each internal customer’s responsibility for quality, empowering internal customer’s to
question processes that appear to produce discrepancies or inefficiency.
•
Make continuous improvement a part of our normal work by evaluating our own performance in
an open and constructive framework and taking corrective and preventive action to resolve
problems.
In order to provide an effective framework, NIC Instruments & Engineering (Pty) Ltd maintains a
Quality Management System (QMS) in accordance with the requirements of the International
Organization for Standardization’s ISO 9001:2008. The policy, the QMS and any associate quality
objectives will be reviewed regularly to ensure continuing suitability for our business.
DANIE ERASMUS
MANAGING DIRECTOR
07 February 2011
Page 5 of 43
NIC Instruments &
Engineering (Pty) Ltd
P O Box 39606, Bramley, 2018
74 12th Road, Kew, Johannesburg
South Africa
Tel: +27 11 386 5000
Fax: +27 11 887 5728
E-Mail: engineering@nicinst.co.za
Website: www.nicinst.co.za
Service to the Industry Since ~ 1986
POLICY MANUAL
ISO 9001
SUBJECT
PAGE
N/A
MANAGEMENT
REPRESENTATIVE
OF
DOCUMENT NO
PM 01
REVISION NO
1
EFFECTIVE DATE
2011/05/26
APPROVED BY
DIRECTOR
MANAGEMENT RESPONSIBILITY
COMPILED BY
6
43
HEALTH, SAFETY AND ENVIRONMENT POLICY
NIC Instruments & Engineering (Pty) Ltd SAFETY CULTURE
NIC Instrumentation & Engineering (Pty) Ltd. Safety culture is to achieve “Zero Tolerance” That means
to reduce the risk and strive for zero harm to people machines and environment. The process starts with
visible leadership. This means that leaders walk the talk, coaching their people to have a zero tolerance
attitude towards unsafe acts. Make safety a priority for our employees and empower to accept
responsibility for their safety and the safety of their fellow team members.
NIC Instruments & Engineering will operate its business such that:
•
Health and Safety Management is given utmost attention.
•
Every effort to prevent injury, ill Health, or loss of life arising from its activities is given top
priority.
•
Every Employee has the authority, duty and responsibility to stop any unsafe activity to prevent
occurrence of unsafe conditions.
•
Environmental impact is continuously assessed and minimized to a level as low as reasonably
practicable.
DANIE ERASMUS
MANAGING DIRECTOR
21 January 2011
Page 6 of 43
NIC Instruments &
Engineering (Pty) Ltd
P O Box 39606, Bramley, 2018
74 12th Road, Kew, Johannesburg
South Africa
Tel: +27 11 386 5000
Fax: +27 11 887 5728
E-Mail: engineering@nicinst.co.za
Website: www.nicinst.co.za
Service to the Industry Since ~ 1986
POLICY MANUAL
ISO 9001
SUBJECT
PAGE
N/A
MANAGEMENT
REPRESENTATIVE
OF
DOCUMENT NO
PM 01
REVISION NO
1
EFFECTIVE DATE
2011/05/26
APPROVED BY
DIRECTOR
MANAGEMENT RESPONSIBILITY
COMPILED BY
7
43
MISSION STATEMENT
Employees have the right to return home from work without injuries and without their health having been
detrimentally affected.
Employees have the right to a safe work place where management systems are in place to ensure that
the employee’s Health and Environment, in which the employee is working, are maintained to
recognized world standards i.e., OHS Act , Mine Health Act, COID Act, and applicable legislation.
The Management and staff of NIC Instruments & Engineering (Pty) Ltd. are committed to the goals
stated above and believe that it is the responsibility of employees to realize this goal. NIC Instruments &
Engineering (Pty) Ltd, with the support of stakeholders will actively manage Safety, Health and
Environmental aspects on our projects to realize the outcome of this Mission Statement.
S-H-E-Q objectives, targets and plans
NIC Instruments & Engineering (Pty) Ltd target is to complete the proposed project with minimum
injuries. We will achieve this by implementing the company training program. The company’s line
management will also ensure that employees are aware of hazards in the work place. We also strive to
ensure that an effort is made to prevent injuries and occupational illnesses and that a Safe and Healthy
work Environment, conductive to job satisfaction and productivity, is continually improved.
•
•
•
•
Orientation and training key site personnel in S-H-E-Q process
Conducting introductory training in S-H-E-Q for management.
Training and developing S-H-E-Q officers in a management system approach
Conducting periodic S-H-E-Q system audits as well as regular representative measurements.
NIC Instruments & Engineering (Pty) Ltd SAFETY CULTURE
NIC Instrumentation & Engineering (Pty) Ltd. Safety culture is to achieve “Zero Tolerance” That means
to reduce the risk and strive for zero harm to people machines and environment. The process starts with
visible leadership. This means that leaders walk the talk, coaching their people to have a zero tolerance
attitude towards unsafe acts. Make safety a priority for our employees and empower to accept
responsibility for their safety and the safety of their fellow team members.
DANIE ERASMUS
MANAGING DIRECTOR
21 January 2011
Page 7 of 43
NIC Instruments &
Engineering (Pty) Ltd
P O Box 39606, Bramley, 2018
74 12th Road, Kew, Johannesburg
South Africa
Tel: +27 11 386 5000
Fax: +27 11 887 5728
E-Mail: engineering@nicinst.co.za
Website: www.nicinst.co.za
Service to the Industry Since ~ 1986
POLICY MANUAL
ISO 9001
SUBJECT
PAGE
5.3
MANAGEMENT
REPRESENTATIVE
OF
DOCUMENT NO
PM 01
REVISION NO
1
EFFECTIVE DATE
2011/05/26
APPROVED BY
DIRECTOR
MANAGEMENT RESPONSIBILITY
COMPILED BY
8
43
TRANSPORTATION POLICY
Successful delivery of customer projects at the Company demands a fully integrated approach
to health, safety and environmental management in our offices, on site and at client locations, in
every country where we provide our expertise:
Driving and Transportation has been identified as one of the major potential hazards to our Employees.
As an integral part of our Safety, Health, Environmental and Quality (SHEQ) management System, this
policy applies to all employees and contracted personnel:
We at NIC Instruments & Engineering will ensure that:
• Only personnel who are declared competent and are in possession of valid licenses or
certification operate Company equipment and vehicles.
• Applicable training, information and Toolbox Talks are given to our Employees to safeguard
themselves and others against common potential hazards encountered while driving or
travelling.
• All operators will be medically fit to perform their duties.
• Road transport Rules and Regulations are communicated to all drivers.
• Night driving will be limited as far as practicable.
• Only road worthy vehicles shall be used at all times.
• Proper maintenance systems shall be in place for Company vehicles.
• Daily vehicle inspections shall be performed on all Company and Contractor vehicles.
• All applicable Legislative / Regulatory requirements shall be met.
Promoting good driving behavior such as the correct following distances, defensive driving, etc.
DANIE ERASMUS
MANAGING DIRECTOR
07 February 2011
Page 8 of 43
NIC Instruments &
Engineering (Pty) Ltd
P O Box 39606, Bramley, 2018
74 12th Road, Kew, Johannesburg
South Africa
Tel: +27 11 386 5000
Fax: +27 11 887 5728
E-Mail: engineering@nicinst.co.za
Website: www.nicinst.co.za
Service to the Industry Since ~ 1986
POLICY MANUAL
ISO 9001
SUBJECT
PAGE
5.3
MANAGEMENT
REPRESENTATIVE
OF
DOCUMENT NO
PM 01
REVISION NO
1
EFFECTIVE DATE
2011/05/26
APPROVED BY
DIRECTOR
MANAGEMENT RESPONSIBILITY
COMPILED BY
9
43
NO SMOKING POLICY
NIC Instruments & Engineering strictly prohibits smoking within its office premises.
Smoking is only permitted in the marked designated smoking areas.
All employees are required to follow the NO SMOKING POLICY of the Building Management.
NIC Instruments & Engineering shall have the right to take disciplinary action against
personnel
not abiding by this policy.
DANIE ERASMUS
MANAGING DIRECTOR
07 February 2011
Page 9 of 43
NIC Instruments &
Engineering (Pty) Ltd
P O Box 39606, Bramley, 2018
74 12th Road, Kew, Johannesburg
South Africa
Tel: +27 11 386 5000
Fax: +27 11 887 5728
E-Mail: engineering@nicinst.co.za
Website: www.nicinst.co.za
Service to the Industry Since ~ 1986
POLICY MANUAL
ISO 9001
SUBJECT
PAGE
5.3
MANAGEMENT RESPONSIBILITY
COMPILED BY
MANAGEMENT
REPRESENTATIVE
10
OF
DOCUMENT NO
PM 01
REVISION NO
1
EFFECTIVE DATE
2011/05/26
APPROVED BY
DIRECTOR
43
EMPLOYMENT EQUITY
The Company is committed to ensure that its Employment Equity Objectives are achieved in a manner that
conforms fully to the following guiding principles:
•
•
•
•
•
•
•
•
•
•
•
•
A need exists to ensure that we do what may be necessary to promote Equal Opportunity in the
workplace by eliminating unfair discrimination in any Employment Policy or Practice.
The Company’s obligations with regard to Employment Equity must be exercised in such a manner
that Client Confidence in the Company is not adversely affected.
Employment Equity initiatives should be integrated with our Business Strategy.
Employment Equity must be pursued in a manner that will ensure that existing skills are retained.
The Company should ensure that the Appointment of Employees is based on merit and not tokenism.
Decisions taken will be presented to Employees in a manner that will avoid negative perceptions
developing; in other words, positive steps will be taken in order to redress historical imbalances.
The Company should ensure that the process would be fully transparent and effectively
communicated.
The Company goals to achieve will be openly communicated in order to develop positive perceptions
and support for the task.
The Company will be such that it complies fully with the provisions of the Employment Equity Act.
The Company will ensure that all Employees in the Company embrace the tasks of redressing
potential inequalities in the Company, and will develop a sense of ownership with regard to this
practice.
Decisions will be made in a manner that does not adversely affect current Employees’ Job Security.
The Company shall ensure the internal development of our designated Employees rather than recruit
designated people from external sources.
DANIE ERASMUS
MANAGING DIRECTOR
07 February 2011
Page 10 of 43
NIC Instruments &
Engineering (Pty) Ltd
P O Box 39606, Bramley, 2018
74 12th Road, Kew, Johannesburg
South Africa
Tel: +27 11 386 5000
Fax: +27 11 887 5728
E-Mail: engineering@nicinst.co.za
Website: www.nicinst.co.za
Service to the Industry Since ~ 1986
POLICY MANUAL
ISO 9001
SUBJECT
MANAGEMENT RESPONSIBILITY
COMPILED BY
PAGE
5.3
MANAGEMENT
REPRESENTATIVE
11
OF
DOCUMENT NO
PM 01
REVISION NO
1
EFFECTIVE DATE
2011/05/26
APPROVED BY
DIRECTOR
43
ANTI BRIBERY & CORRUPTION POLICY
INTRODUCTION
Bribery and corruption is, unfortunately, a feature of corporate and public life in many countries across the
world. Governments, businesses and non-governmental organisations such as Transparency International are
working together to tackle the issue but despite our collective efforts eradicating all forms of bribery and
corruption will take time. NIC therefore has a clear policy and we support our employees to make decisions in
line with our stated position.
Our corporate conduct is based on our commitment to acting professionally, fairly and with integrity. NIC does
not tolerate any form of bribery and corruption.
PURPOSE
The purpose of this policy is to set out the responsibilities of Group functions and business units in observing
and upholding our position on bribery and corruption. In developing this policy we have made reference to the
‘Business Principles for Countering Bribery’ published by Transparency International.
SCOPE
This policy applies to NIC employees (staff, contract and temporary) and extends to all our majority owned
business dealings and transactions in all countries in which we or our subsidiaries and associates operate.
Where we have a minority interest we will encourage the application of this policy amongst our business
partners including contractors, suppliers and joint venture partners.
This policy should be implemented in conjunction with the guidance on giving and accepting gifts and
hospitality within the Group Guide to Sound Business Practice.
POLICY
Our Group Business Principles set out our commitment to operate responsibly wherever we work in the world
and to engage with our stakeholders to manage the social, environmental and ethical impact of our activities in
the different markets in which we operate.
Our first principle, ‘integrity in corporate conduct’, states that NIC does not engage in bribery or any form of
unethical inducement or payment including facilitation payments and ‘kickbacks.’ All employees are required to
avoid any activities that might lead to, or suggest, a conflict of interest with the business of the Company.
Employees must declare and keep a record of hospitality or gifts accepted or offered, which will be subject to
managerial review. We do not make direct or indirect contributions to political parties.
We will uphold laws relevant to countering bribery and corruption in all the jurisdictions in which we operate,
particularly laws that are directly relevant to specific business practices. The following national law and
conventions underpin this policy:
PREVENTION AND COMBATING OF CORRUPT ACTIVITIES ACT NO. 12 OF 2004
Page 11 of 43
NIC Instruments &
Engineering (Pty) Ltd
P O Box 39606, Bramley, 2018
74 12th Road, Kew, Johannesburg
South Africa
Tel: +27 11 386 5000
Fax: +27 11 887 5728
E-Mail: engineering@nicinst.co.za
Website: www.nicinst.co.za
Service to the Industry Since ~ 1986
POLICY MANUAL
ISO 9001
SUBJECT
PAGE
5.3
MANAGEMENT RESPONSIBILITY
COMPILED BY
MANAGEMENT
REPRESENTATIVE
12
OF
DOCUMENT NO
PM 01
REVISION NO
1
EFFECTIVE DATE
2011/05/26
APPROVED BY
DIRECTOR
43
RESPONSIBILITIES
The Group Chief Executive is the main board director with primary responsibility for implementing this policy
and for reporting annually to the NIC Board of Directors. The Managing Director of the company unit will
establish appropriate responsibilities and procedures within the companies operations. If any instance of
bribery or corruption is identified, we will take remedial steps immediately.
TRAINING AND COMMUNICATIONS
We will communicate this policy and relevant guidance to employees within the company, through our
established internal communication channels. We will also communicate this policy to our suppliers,
contractors and business partners and wider stakeholders. Managers, employees and agents will receive
relevant training on how to implement this policy in the scope of their employment with in the company
RAISING CONCERNS AND SEEKING GUIDANCE
Employees are encouraged to raise concerns about any instance of malpractice at the earliest possible stage
through our confidential Incident reporting box, such reports or incidents reported by employees shall be
handled with great care & strict confidentiality.
MONITORING AND REVIEW
NIC Instruments & Engineering (Pty) Ltd. Managing Director & Financial Director will review & implement the
policy in respect of it’s suitability, adequacy, effectiveness & make improvements as appropriate. The policy
shall be reviewed on an annual basis and independent assessments of the adequacy of the policy and
disclose of any non-compliance material reported to its shareholders/Directors.
INTERNAL CONTROLS AND AUDIT
Audits are conducted internally by Department Heads and annually by our External Auditors according to the
Document List.
_____________________
JIMMY JOUBERT
FINANCIAL DIRECTOR
30 March 2011
Page 12 of 43
NIC Instruments &
Engineering (Pty) Ltd
P O Box 39606, Bramley, 2018
74 12th Road, Kew, Johannesburg
South Africa
Tel: +27 11 386 5000
Fax: +27 11 887 5728
E-Mail: engineering@nicinst.co.za
Website: www.nicinst.co.za
Service to the Industry Since ~ 1986
POLICY MANUAL
ISO 9001
SUBJECT
MANAGEMENT RESPONSIBILITY
COMPILED BY
PAGE
5.3
MANAGEMENT
REPRESENTATIVE
13
OF
DOCUMENT NO
PM 01
REVISION NO
1
EFFECTIVE DATE
2011/05/26
APPROVED BY
DIRECTOR
43
CHANGE MANAGEMENT POLICY
Purpose
The purpose of the Change Management Policy is to manage changes in a rational and predictable manner so
that staff and clients can plan accordingly. Changes require serious forethought, careful monitoring, and
follow-up evaluation to reduce negative impact to the user community and to increase the value of Information
Resources.
Audience
The NIC Change Management Policy applies to all individuals that install, operate or maintain systems
operations of company.
Definitions Owner:
The manager or agent responsible for the function which is supported by NIC, the individual - upon whom
responsibility rests for carrying out the project. The owner is responsible for establishing the controls that
provide security. Where appropriate, ownership may be shared by managers of different departments.
Custodian:
Guardian or caretaker; the agent charged with implementing the controls specified by the owner. The
custodian is responsible for the processing and storage of information. For mainframe applications Information
Services is the custodian; for micro and mini applications the owner or user may retain custodial
responsibilities. The custodian is normally a provider of services.
Change Management:
The process of controlling modifications to site activities and documentation to ensure that NIC is protected
against improper modification before, during, and after implementation of Project.
Change:
•
Any implementation of new functionality
•
Any interruption of service
•
Any repair of existing functionality
•
Any removal of existing functionality
Scheduled Change:
Formal notification received, reviewed, and approved by the review process in advance of the change being
made.
Unscheduled Change:
Failure to present notification to the formal process in advance of the change being made. Unscheduled
changes will only be acceptable in the event of a system failure or the discovery of security vulnerability.
Emergency Change:
When an unauthorized immediate response to imminent critical system failure is needed to prevent
widespread service disruption.
Page 13 of 43
NIC Instruments &
Engineering (Pty) Ltd
P O Box 39606, Bramley, 2018
74 12th Road, Kew, Johannesburg
South Africa
Tel: +27 11 386 5000
Fax: +27 11 887 5728
E-Mail: engineering@nicinst.co.za
Website: www.nicinst.co.za
Service to the Industry Since ~ 1986
POLICY MANUAL
ISO 9001
SUBJECT
PAGE
5.3
MANAGEMENT RESPONSIBILITY
COMPILED BY
MANAGEMENT
REPRESENTATIVE
14
OF
DOCUMENT NO
PM 01
REVISION NO
1
EFFECTIVE DATE
2011/05/26
APPROVED BY
DIRECTOR
43
Change Management
•
Every change to NIC such as: operating systems and site activities is subject to the Change
Management Policy and must follow the Change Management Procedures.
All changes affecting computing environmental facilities (e.g., air-conditioning, water, heat, plumbing,
electricity, and alarms) need to be reported to or coordinated with the leader of the change management
process.
•
•
•
•
•
•
•
•
A Change Management Committee, appointed by NIC, will meet regularly to review change requests
and to ensure that change reviews and communications are being satisfactorily performed.
A formal written change request must be submitted for all changes, both scheduled and unscheduled.
All scheduled change requests must be submitted in accordance with change management procedures
so that the Change Management Committee has time to review the request, determine and review
potential failures, and make the decision to allow or delay the request.
Each scheduled change request must receive formal Change Management Committee approval before
proceeding with the change.
The appointed leader of the Change Management Committee may deny a scheduled or unscheduled
change for reasons including, but not limited to, inadequate planning, inadequate back out plans, the
timing of the change will negatively impact a key business process, or if adequate resources cannot be
readily available. Adequate resources may be a problem on weekends, holidays, or during special
events.
Customer notification must be completed for each scheduled or unscheduled change following the steps
contained in the Change Management Procedures.
A Change Review must be completed for each change, whether scheduled or unscheduled, and
whether successful or not.
A Change Management Log must be maintained for all changes. The log must contain, but is not limited
to:
• Date of submission and date of change
• Owner and custodian contact information
• Nature of the change
• Indication of success or failure.
Disciplinary Action
Violation of this policy may result in disciplinary action which may include termination for employees and
temporaries; a termination of employment relations in the case of contractors or consultants; dismissal for
interns and volunteers; or suspension or expulsion in the case of a student.
Additionally, individuals are subject to loss of NIC Information access privileges, civil, and criminal prosecution.
DANIE ERASMUS
MANAGING DIRECTOR
07 February 2011
Page 14 of 43
NIC Instruments &
Engineering (Pty) Ltd
P O Box 39606, Bramley, 2018
74 12th Road, Kew, Johannesburg
South Africa
Tel: +27 11 386 5000
Fax: +27 11 887 5728
E-Mail: engineering@nicinst.co.za
Website: www.nicinst.co.za
Service to the Industry Since ~ 1986
POLICY MANUAL
ISO 9001
SUBJECT
MANAGEMENT RESPONSIBILITY
COMPILED BY
PAGE
5.3
MANAGEMENT
REPRESENTATIVE
15
OF
DOCUMENT NO
PM 01
REVISION NO
1
EFFECTIVE DATE
2011/05/26
APPROVED BY
DIRECTOR
43
INTERNAL COMMUNICATIONS POLICY
Telephone / Laptops / Personal Computers / Internet Usage and Email
Voice mail, email, and Internet usage assigned to an employee's computer or telephone extensions are solely for the
purpose of conducting Company business. Some job responsibilities at the Company require access to the Internet and
the use of software in addition to the Microsoft Office suite of products. Only people appropriately authorized, for Company
purposes, may use the Internet or access additional software.
Laptop / Personal Computers
Prior to being issued one of the company laptop, staff members will sign the Laptop Terms & Conditions
ADM 167 Acceptance Form and agree to all outlined policies.
Staff members should NOT attempt to install software or hardware or change the system configuration including network
settings without prior consultation with IT Support.
Employees are expected to protect laptops from damage and theft. Each staff member will be held personally responsible
for loss damage or any problems caused by their negligence as deemed by management of the company.
Staff members will provide access to any laptop computer, equipment, and/or accessories they have been assigned upon
the management’s request.
Extreme temperatures or sudden changes in temperature can damage a laptop.
You should NOT leave a laptop in an unattended vehicle.
Backups of all work, documents and emails have to be done at least once a week and saved on Server / Flash drives or
CD’s.
Software Access Procedure
Software needed, in addition to the Microsoft Office suite of products (Including chat programs, open source software etc.),
must be authorized by your manager before it is downloaded.
Internet Usage
Internet use, on Company time, is authorized to conduct Company business. Internet use brings the possibility of breaches
to the security of confidential Company information.
Prudent personal use of the internet is allowed.
Additionally, under no circumstances may Company computers or other electronic equipment be used to obtain, view, or
reach any gaming, pornographic, or otherwise immoral or unethical internet sites. Doing so can lead to disciplinary action
up to and including termination of employment.
Email Usage at Company
Email is also to be used for Company business and prudently for personal email.
Company confidential information must not be shared outside of the Company, without authorization, at any time. You are
also not to conduct personal business using the Company computer or email.
Please keep this in mind, also, as you consider forwarding non-business emails to associates, family or friends.
Viewing pornography, or sending pornographic jokes or stories via email, is considered sexual harassment.
Company Owns Employee Email
NIC as a company owns any communication sent via email or that is stored on company equipment. Management and
other authorized staff have the right to access any material in your email or on your computer at any time.
Please do not consider your electronic communication, storage or access to be private if it is created or stored on
NIC Laptops / Personal Computers / Server.
Page 15 of 43
NIC Instruments &
Engineering (Pty) Ltd
P O Box 39606, Bramley, 2018
74 12th Road, Kew, Johannesburg
South Africa
Tel: +27 11 386 5000
Fax: +27 11 887 5728
E-Mail: engineering@nicinst.co.za
Website: www.nicinst.co.za
Service to the Industry Since ~ 1986
POLICY MANUAL
ISO 9001
SUBJECT
PAGE
5.3
MANAGEMENT RESPONSIBILITY
COMPILED BY
MANAGEMENT
REPRESENTATIVE
16
OF
DOCUMENT NO
PM 01
REVISION NO
1
EFFECTIVE DATE
2011/05/26
APPROVED BY
DIRECTOR
43
DRUG-FREE WORKPLACE POLICY
It is the purpose of NIC Instruments & Engineering (Pty) Ltd is to help provide a safe and drug-free work
environment for our clients and our employees. With this goal in mind and because of the serious drug abuse
problem in today's workplace, we are establishing the following policy for existing and future employees of
NIC.
The Company explicitly prohibits:
• The use, possession, solicitation for, or sale of narcotics or other illegal drugs, alcohol, or prescription
medication without a prescription on Company or customer premises or while performing an assignment.
• Being impaired or under the influence of legal or illegal drugs or alcohol away from the Company or
customer premises, if such impairment or influence adversely affects the employee's work performance,
the safety of the employee or of others, or puts at risk the Company's reputation.
• Possession, use, solicitation for, or sale of legal or illegal drugs or alcohol away from the Company or
customer premises, if such activity or involvement adversely affects the employee's work performance, the
safety of the employee or of others, or puts at risk the Company's reputation.
• The presence of any detectable amount of prohibited substances in the employee's system while at work,
while on the premises of the company or its customers, or while on company business.
• "Prohibited substances" include illegal drugs, alcohol, or prescription drugs not taken in accordance with a
prescription given to the employee.
The Company will conduct drug and/or alcohol testing under any of the following circumstances:
RANDOM TESTING: Employees may be selected at random for drug and/or alcohol testing at any interval
determined by the NIC.
FOR-CAUSE TESTING: NIC may ask an employee to submit to a drug and/or alcohol test at any time it feels
that the employee may be under the influence of drugs or alcohol, including, but not limited to, the following
circumstances: evidence of drugs or alcohol on or about the employee's person or in the employee's vicinity,
unusual conduct on the employee's part that suggests impairment or influence of drugs or alcohol, negative
performance patterns, or excessive and unexplained absenteeism or tardiness.
POST-ACCIDENT TESTING: Any employee involved in an on-the-job accident or injury under circumstances
that suggest possible use or influence of drugs or alcohol in the accident or injury event may be asked to
submit to a drug and/or alcohol test. "Involved in an on-the-job accident or injury" means not only the one who
was or could have been injured, but also any employee who potentially contributed to the accident or injury
event in any way.
If an employee is tested for drugs or alcohol outside of the employment context and the results indicate a
violation of this policy, or if an employee refuses a request to submit to testing under this policy, the employee
may be subject to appropriate disciplinary action, up to and possibly including discharge from employment. In
such a case, the employee will be given an opportunity to explain the circumstances prior to any final
employment action becoming effective.
DANIE ERASMUS
MANAGING DIRECTOR
10 May 2010
Page 16 of 43
NIC Instruments &
Engineering (Pty) Ltd
P O Box 39606, Bramley, 2018
74 12th Road, Kew, Johannesburg
South Africa
Tel: +27 11 386 5000
Fax: +27 11 887 5728
E-Mail: engineering@nicinst.co.za
Website: www.nicinst.co.za
Service to the Industry Since ~ 1986
POLICY MANUAL
ISO 9001
SUBJECT
PAGE
5.3
MANAGEMENT RESPONSIBILITY
COMPILED BY
MANAGEMENT
REPRESENTATIVE
17
OF
DOCUMENT NO
PM 01
REVISION NO
1
EFFECTIVE DATE
2011/05/26
APPROVED BY
DIRECTOR
43
HIV / AIDS POLICY
INTRODUCTION
The following outlines NIC INSTRUMENTS & ENGINEERING (PTY) LTD’s policy and procedures for
interacting with employees who have been medically diagnosed with or who are suspected of having the AIDS
(Acquired Immune Deficiency Syndrome) virus.
PURPOSE
The purpose of the AIDS policy is to reassure employees that AIDS is not spread through casual contact
during normal work practices and to reduce unrealistic fears about contracting an AIDS virus-related condition.
This policy also protects the legal right to work of employees who are diagnosed with an AIDS virus-related
condition and provides guidelines for situations where infection with the AIDS virus is suspected. Our policy is
to encourage sensitivity to and understanding for employees affected with a condition of the AIDS virus.
GENERAL POLICY
We are committed to maintaining a healthy work environment by protecting the physical and emotional health
and well-being of all employees in the workplace. We also have a continuing commitment to provide
employment for people with physical disabilities who are able to work. This AIDS policy is a direct outgrowth
of those commitments. It provides guidelines for situations when a question as to an AIDS virus-related
condition arises. There are three major points:
•
•
•
Employees who are diagnosed with an AIDS virus-related condition may continue to work if they are
deemed medically able to work and can meet acceptable performance standards. We will provide
reasonable performance standards and reasonable accommodation if necessary to enable these
employees to continue working.
We provide AIDS education for all employees to help them understand how the AIDS virus is spread and
to reduce unrealistic fears of contracting an AIDS virus-related condition.
The term “AIDS virus-related conditions” refers to the following four medically diagnosed conditions:
1. Presence of the AIDS antibody without symptoms of AIDS
2. Presence of an AIDS-Related Complex (ARC)
3. AIDS
4. Central nervous system infection
MEDICAL OVERVIEW
Medical experts on AIDS virus-related conditions have informed us that there is no known risk of AIDS
transmission between an affected employee and other employees through either casual or close contact that
occurs during normal work activities.
An AIDS virus-related condition is not transmitted by breathing the same air, using the same lavatories,
touching a common piece of paper, or using the same telephone. Transmission of the virus through oral
secretions or tears is not a recognized risk according to medical authorities. Additionally, the virus is very
fragile and has been found to be transmitted only through intimate exchange of bodily fluids (for example,
blood or blood-contaminated tissue fluids such as semen or vaginal fluid).
Page 17 of 43
NIC Instruments &
Engineering (Pty) Ltd
P O Box 39606, Bramley, 2018
74 12th Road, Kew, Johannesburg
South Africa
Tel: +27 11 386 5000
Fax: +27 11 887 5728
E-Mail: engineering@nicinst.co.za
Website: www.nicinst.co.za
Service to the Industry Since ~ 1986
POLICY MANUAL
ISO 9001
SUBJECT
MANAGEMENT RESPONSIBILITY
COMPILED BY
PAGE
5.3
MANAGEMENT
REPRESENTATIVE
18
OF
DOCUMENT NO
PM 01
REVISION NO
1
EFFECTIVE DATE
2011/05/26
APPROVED BY
DIRECTOR
43
The AIDS virus attacks the immune system, causing a breakdown in a person’s normal protection against
infection. This leaves the body vulnerable to life-threatening illnesses. In addition, the virus by itself can affect
the nervous system.
Individuals of all sexual preferences are at risk of contracting an AIDS virus-related condition. According to
medical experts, the AIDS virus is transmitted in the following ways: sexual contact through transmission of
semen or vaginal fluids; intravenous drug administration with contaminated needles; administration of
contaminated blood or blood products; and passage of the virus from infected mothers to their fetus or
newborn. Recent medical evidence suggests that an AIDS virus-related condition can have an incubation
period of several weeks, months or years before symptoms appear.
As is true for any person with a life-threatening illness, a person diagnosed with an AIDS virus-related
condition deserves and requires compassion and understanding. While that person is attempting to cope with
his or her own vulnerability and fears, the support and understanding of friends and colleagues can be
particularly valuable.
Some people have fears about contracting AIDS based on misinformation or lack of knowledge about how
AIDS is spread. Education providing accurate medical information can best alleviate fears of contracting an
AIDS condition.
Supervisor’s responsibilities
The physical and emotional health and well-being of all employees must be protected, and reasonable
accommodation for the medically impaired employee with an AIDS virus-related condition must be provided,
as long as the employee is able to meet acceptable performance standards. To ensure these goals are met,
the following guidelines are to be followed:
•
Any employee diagnosed with an AIDS condition is entitled, as is any other employee, to
confidentiality of their medical condition and medical records.
•
If an employee with an AIDS condition requests job accommodation for his/her medical condition, the
employee must obtain a written medical opinion that he/she (a) is medically able to work and (b) needs
reasonable job accommodation in order to maintain employment.
•
If it is deemed medically necessary, based upon current physical impairment,
NIC INSTRUMENTS & ENGINEERING (PTY) LTD and the employee’s supervisor will work to bring
about any reasonable job modification or job transfer of the employee with a diagnosed condition of
AIDS.
•
If a healthy employee refuses to work with an employee who is diagnosed with an AIDS condition and
is medically approved as able to work, job transfer or other work accommodation for the healthy
employee will only occur when medically indicated by written order of his/her physician. The medical
order must be a signed medical statement requesting this job change. In the absence of a medical
order, normal transfer procedures will be followed.
Page 18 of 43
NIC Instruments &
Engineering (Pty) Ltd
P O Box 39606, Bramley, 2018
74 12th Road, Kew, Johannesburg
South Africa
Tel: +27 11 386 5000
Fax: +27 11 887 5728
E-Mail: engineering@nicinst.co.za
Website: www.nicinst.co.za
Service to the Industry Since ~ 1986
POLICY MANUAL
ISO 9001
SUBJECT
MANAGEMENT RESPONSIBILITY
COMPILED BY
PAGE
5.3
MANAGEMENT
REPRESENTATIVE
19
OF
DOCUMENT NO
PM 01
REVISION NO
1
EFFECTIVE DATE
2011/05/26
APPROVED BY
DIRECTOR
43
HIV/AIDS POLICY STATEMENT
NIC INSTRUMENTS & ENGINEERING (PTY) LTD recognises that HIV/AIDS endangers our success by
threatening the wellbeing of our employees, and that of our clients and service providers. In an effort to deal
with the issue proactively, we are committed to assisting our employees infected with or affected by HIV/AIDS.
The details of this undertaking can be found in NIC INSTRUMENTS & ENGINEERING (PTY) LTD's HIV/AIDS
Workplace Policy document.
Our stance on HIV/AIDS is as follows:
•
NIC INSTRUMENTS & ENGINEERING (PTY) LTD will not carry out direct or indirect pre-employment
screening for HIV/AIDS as a pre-requisite for employment.
•
NIC INSTRUMENTS & ENGINEERING (PTY) LTD will endeavour to educate all employees about
HIV/AIDS prevention, transmission and treatment.
•
HIV infection, in itself, does not constitute lack of fitness to work, so an employee can not and will not be
dismissed simply because he/she is HIV-positive.
•
All medical records will be kept confidential. It is up to the employee to release information concerning
his/her HIV status if he/she chooses to.
•
If an employee is unable to work because of an AIDS-related illness, reasonable alternative working
arrangements will be made where possible.
•
NIC INSTRUMENTS & ENGINEERING (PTY) LTD will do best to protect any member of staff against
stigmatization and discrimination in the workplace. Any employees found doing this, will face disciplinary
action.
•
HIV-positive staff members will enjoy health and social protection just like any other member of staff living
with a progressive or debilitating illness.
•
HIV /AIDS will be treated like any other medical condition when it comes to medical aid cover or the
granting of sick leave.
•
Disciplinary action will be taken against any member of staff who is found to have deliberately disclosed
the HIV/AIDS status of an employee to a third party.
•
NIC INSTRUMENTS & ENGINEERING (PTY) LTD encourages its members of staff and their registered
dependants to find out their HIV status and make use of support services.
•
Credible and cost-effective vendors for such services will be communicated to staff, who will be able to
use such services discreetly. Vendors may not and will not be asked to disclose names or information of
employees using their services.
Page 19 of 43
NIC Instruments &
Engineering (Pty) Ltd
P O Box 39606, Bramley, 2018
74 12th Road, Kew, Johannesburg
South Africa
Tel: +27 11 386 5000
Fax: +27 11 887 5728
E-Mail: engineering@nicinst.co.za
Website: www.nicinst.co.za
Service to the Industry Since ~ 1986
POLICY MANUAL
ISO 9001
SUBJECT
PAGE
5.4.1
QUALITY OBJECTIVES
COMPILED BY
MANAGEMENT
REPRESENTATIVE
20
OF
DOCUMENT NO
PM 01
REVISION NO
1
EFFECTIVE DATE
2011/05/26
APPROVED BY
DIRECTOR
43
QUALITY OBJECTIVES
The primary Business Objectives of the company will be supplemented and supported by the
development of measurable agreed Business Performance Indicators by the Directors, Site Managers,
Financial Directors and Company Personnel.
These indicators are a realistic Management tool for verifying that the primary objectives established in
the Company’s Policies are attained and that the Suitability and Effectiveness of the Management
System is monitored and measured on a continual basis to ensure that Customer’s satisfaction is
maintained and that Regulatory / Legislated requirements are adhered to as documented in various
SHE Standards.
Ref SP 20 SHE Controls
Such Business Performance Indicators may be directed at Customers, external Suppliers /
Subcontractors, or internally at activities directly under the control of the Directors, Site Managers,
Financial Directors or other Senior Personnel.
All Business Performance Indicators will be measurable and manageable in order that they may be
positively influenced though the effective implementation of Corrective / Preventive Actions when
negative trends are identified or suspected.
Business Performance Indicators will be revised, removed or augmented to ensure that the program of
continual improvement is maintained and that the Company’s primary objectives are attained.
Business Performance Indicators will be reviewed on a continual basis at established Management
Review Meetings on the suitability and effectiveness of the Management System and that Regulatory /
Legislated requirements are effectively implemented and monitored
Page 20 of 43
NIC Instruments &
Engineering (Pty) Ltd
P O Box 39606, Bramley, 2018
74 12th Road, Kew, Johannesburg
South Africa
Tel: +27 11 386 5000
Fax: +27 11 887 5728
E-Mail: engineering@nicinst.co.za
Website: www.nicinst.co.za
Service to the Industry Since ~ 1986
POLICY MANUAL
ISO 9001
SUBJECT
MANAGEMENT SYSTEM
(PLANNING)
COMPILED BY
PAGE
4.1,4.2,5.2,5.4.2,5.5.3
MANAGEMENT
REPRESENTATIVE
21
OF
DOCUMENT NO
PM 01
REVISION NO
1
EFFECTIVE DATE
2011/05/26
APPROVED BY
DIRECTOR
43
MANAGEMENT SYSTEM (PLANNING)
The Management Representative / SHE Manager / QC Manager will ensure that the planning,
development and documenting of the Management System is undertaken as applicable to meet the
needs, culture and objectives of the Company.
The Management Representative / SHE Manager / QC Manager in consultation with the Directors will
ensure that the Management System is completed to established time frames, and that the system is
and remains suitable to the needs of the Company and the requirements of the International
standards ISO 9001:2008, Legislated and Regulatory Requirements including any subsequent
amendments are documented in various SHE Standards.
The Directors will verify that any revisions to the established system in no way affect its integrity or
suitability and that all such revisions are approved controlled and communicated to all Company
Personnel and interested / affected parties.
The Directors, Site Managers, Financial Directors and the Management Representative / SHE Manager
/ QC Manager will ensure that all personnel are trained in the usage of the Management System and
that all such training is applied to the operations and activities of the company.
The Management Representative / SHE Manager / QC Manager in consultation with the Directors, Site
Managers, Financial Directors and Senior Personnel will ensure that the Management System is
audited and reported upon on a regular basis and that any deficiencies / defects / incidents / accidents
identified are promptly addressed.
Additional audits will be planned to verify that any deficiencies identified are updated corrected.
Page 21 of 43
NIC Instruments &
Engineering (Pty) Ltd
P O Box 39606, Bramley, 2018
74 12th Road, Kew, Johannesburg
South Africa
Tel: +27 11 386 5000
Fax: +27 11 887 5728
E-Mail: engineering@nicinst.co.za
Website: www.nicinst.co.za
Service to the Industry Since ~ 1986
POLICY MANUAL
ISO 9001
SUBJECT
PAGE
4.1,4.1,5.2,5.4.2,5.5.3
MANAGEMENT SYSTEM
(COMMUNICATION)
COMPILED BY
MANAGEMENT
REPRESENTATIVE
22
OF
DOCUMENT NO
PM 01
REVISION NO
1
EFFECTIVE DATE
2011/05/26
APPROVED BY
DIRECTOR
43
MANAGEMENT SYSTEM (COMMUNICATIONS)
The company’s Quality, Environmental and Health and Safety Policies and Standard Procedures have
been documented in accordance with the requirements of ISO 9001:2008.
The requirements, content and results of the Effectiveness of the implemented system will be
communicated to all company personnel / interested / affected parties through the usage of Manuals,
Notice Boards, Memos, Meetings, Minutes, Facsimiles and Training.
Input and Feed back from all levels / parties will be encouraged by Management Ref SP 06 Control of
Records and SP 18.Analysis of Data.
The established system has been developed into three tiers of documents to ensure that the controls
identified in the planning of the Management System are effective, that supporting resources including
information are available and that the programme of continuous improvement is maintained through the
measurement and analysis of recorded data: •
Policy Manual: - This document identifies, prescribes and communicates the Management
System and established Management’s commitment to the ISO 9001:2008 standards
•
Standard Procedure Manual: - The included procedures communicate & describe the
activities & controls utilized within the company maintain or improve the supply of quality
products & services provided to Customers. Additionally they ensure that the commitments &
Primary Objectives specified in the Policy Manual are monitored & complied with by all
personnel.
•
Standard Operational Procedures: - These documents include specific project / Individual
Site / Departmental / Operational Instructions, which communicate & the prescribe detailed
activities, to maintain control over Contractual / Process / Product Quality / Service to
Customers.
•
Procedural Working Documents: - These documents are used to communicate information,
Such documents will be controlled, to prescribe specific requirements, then analyzed and
retained as records to provide objective evidence to substantiate compliance to the documented
Management System, relevant Quality / Related to standards / Contractual or criteria,
established Business Performance Indicators & Company objectives.
Reference
SP 01 –Management System
Page 22 of 43
NIC Instruments &
Engineering (Pty) Ltd
P O Box 39606, Bramley, 2018
74 12th Road, Kew, Johannesburg
South Africa
Tel: +27 11 386 5000
Fax: +27 11 887 5728
E-Mail: engineering@nicinst.co.za
Website: www.nicinst.co.za
Service to the Industry Since ~ 1986
POLICY MANUAL
ISO 9001
SUBJECT
PAGE
5.2,5.5
MANAGEMENT RESPONSIBILITY
(RESPONSIBILITY AND AUTHORITY)
COMPILED BY
MANAGEMENT
REPRESENTATIVE
23
OF
DOCUMENT NO
PM 01
REVISION NO
1
EFFECTIVE DATE
2011/05/26
APPROVED BY
DIRECTOR
43
RESPONSIBILITY AND AUTHORITY
The Directors has the overall responsibility for the Management System prescribed in this Policy Manual
and for determining, in conjunction with Senior Management its continued Suitability to the
International Standards, the Company’s scope of business activities and the established objectives of
the Company.
Management and Senior Personnel are responsible for ensuring that personnel under their charge
utilize and comply with the documented Management System, to ensure that Legislated / Regulatory
Requirements are maintained and that individual Customers’ satisfaction and their unique
Requirements are monitored, attained, maintained, and improved upon.
Management and Senior Personnel are responsible for ensuring that consideration is given to the
ongoing suitability of Company’s infrastructure to attain the creation of an acceptable work environment
for all of their personnel.
The Directors in his capacity has delegated the responsibility for the developing, documenting,
implementing monitoring, maintaining and reporting on the Effectiveness of the Management System
to the appointed Management Representative.
The specific lines of responsibility and authority relevant to the requirements of the Management
System and regulatory requirements are included in the Standard Operational Procedures.
The prevention process and system defects / deficiencies is established by the pro-active commitment
of all personnel directly involved with:
• Customer Liaison.
• Resources Identification.
• Effective Procurement.
• Personnel’s Competency, Awareness and Training.
• Planning of product / test related activities.
• Adherence to established Management System Controls.
• Monitoring of required Management System Controls
The control, appraisal and reporting of process and product requirements and system compliance is the
responsibility of the Management Representative.
The control, appraisal and reporting of Environmental / Health and Safety requirements and
system compliance is the responsibility of the SHE Manager / SHE Officers.
The control, appraisal and reporting of Maintenance / Calibration requirements is the responsibility of
the Site Management / Supervision / QC Manager.
The Site Managers are responsible for allocating and maintaining competent personnel and
adequate resources to ensure that product / process requirements and environmental / Health
and Safety controls are complied with.
Page 23 of 43
NIC Instruments &
Engineering (Pty) Ltd
P O Box 39606, Bramley, 2018
74 12th Road, Kew, Johannesburg
South Africa
Tel: +27 11 386 5000
Fax: +27 11 887 5728
E-Mail: engineering@nicinst.co.za
Website: www.nicinst.co.za
Service to the Industry Since ~ 1986
POLICY MANUAL
ISO 9001
SUBJECT
PAGE
5.5.1,5.5.2,5.6
MANAGEMENT RESPONSIBILITY
(REPRESENTATIVE AND REVIEW)
COMPILED BY
MANAGEMENT
REPRESENTATIVE
24
OF
DOCUMENT NO
PM 01
REVISION NO
1
EFFECTIVE DATE
2011/05/26
APPROVED BY
DIRECTOR
43
The control, appraisal and reporting on the status of Business Performance Indicators is the
responsibility of the individual Senior Personnel, Management Representative / QC Manager and the
SHE Manager.
Performance Inadequacies together with any system deficiencies which are identified are subject to
formal Corrective / Preventive Action by Management and Senior Personnel, SHE Manager and / or the
Management Representative / QC Manager.
The Management Representative / SHE Manager / QC Manager respectively are responsible for the
planned systematic auditing and reporting on the documented Management System.
The Site Manager / SHE Manager / SHE Officer is responsible for the appraisal of product, processes
and Environmental / Health and Safety controls to approved drawings, specifications, Quality /
Environmental Control Plans and any applicable Standard Operational Procedures and for the recording
of any non-conformances or deficiencies.
The SHE Manager and other appointed Company Representatives are responsible for identifying any
Environmental Aspects, Health and Safety risks, which are relative to the Company’s operational
activities or as specified by contractual requirements and for the recording of any system nonconformances or incidents.
Environmental / Health and Safety Programmes will be generated and documented to control, monitor
and maintain the established targets and objectives.
Reference SP 03 – Resource Management
Management Representative
The Directors in his capacity has delegated the overall responsibility and authority for establishing,
communicating, implementing, maintaining and monitoring of the Management System to the appointed
Management Representative with the assistance of the SHE Manager / QC Manager.
The Directors in his capacity has delegated the Environmental, Health and Safety responsibility and
authority for establishing, communicating, implementing, maintaining and monitoring of the
Management System to the appointed the SHE Manager with the assistance of the Management
Representative.
Management Review
A formal Management Review will be held every month to verify the on-going Suitability and Integrity of
the documented Management System.
Additional Management Reviews will be held every six months to verify the ongoing Effectiveness of the
Management System against established / agreed output results, Business Performance Indicators,
which will include, additional resource requirements, results of Internal / External Audits, feedback from
Clients (negative / positive), the status of SHE Programmes, amendments to Legislated / Regulatory
requirements, Supplier Performances, status of actions from previous reviews Corrective / Preventive
and recommendations for Improvements. Records of each review will be generated and maintained.
Reference
SP 02 – Management Review
SP 20 – SHE Controls
Page 24 of 43
NIC Instruments &
Engineering (Pty) Ltd
P O Box 39606, Bramley, 2018
74 12th Road, Kew, Johannesburg
South Africa
Tel: +27 11 386 5000
Fax: +27 11 887 5728
E-Mail: engineering@nicinst.co.za
Website: www.nicinst.co.za
Service to the Industry Since ~ 1986
POLICY MANUAL
ISO 9001
SUBJECT
PAGE
5.5
MANAGEMENT RESPONSIBILITY
(ORGANOGRAM)
COMPILED BY
MANAGEMENT
REPRESENTATIVE
25
OF
DOCUMENT NO
PM 01
REVISION NO
3
EFFECTIVE DATE
2011/10/11
APPROVED BY
DIRECTOR
Page 25 of 43
43
NIC Instruments &
Engineering (Pty) Ltd
P O Box 39606, Bramley, 2018
74 12th Road, Kew, Johannesburg
South Africa
Tel: +27 11 386 5000
Fax: +27 11 887 5728
E-Mail: engineering@nicinst.co.za
Website: www.nicinst.co.za
Service to the Industry Since ~ 1986
POLICY MANUAL
ISO 9001
SUBJECT
PAGE
6
RESOURCES MANAGEMENT
COMPILED BY
MANAGEMENT
REPRESENTATIVE
26
OF
DOCUMENT NO
PM 01
REVISION NO
N/A
EFFECTIVE DATE
2009/09/07
APPROVED BY
DIRECTOR
43
The timeous identification and acquisition of any additional resources pertaining to Environmental /
Health and Safety requirements, information, finance, facilities, work environment / infrastructure,
equipment, competent / experienced personnel to minimise process / product quality and
Environmental / Safety risks and maximise the supply of quality products and services to the
Company’s Customers is addressed during, Customer Related Processes, Planning of Products and
Services, Purchasing and Management Review. Ref SP 20 SHE Controls
Necessary financial resources to facilitate the introduction, effective implementation and maintenance of
the Management System will be reviewed and made available by the Directors.
The return on such investments (R.O.I.) will be monitored through the use of Business Performance
Indicators, which are utilised and monitored to ensure protection of the Company’s Personnel and their
Families by complying with Safety & Health Legislated / Regulatory and Environmental Aspects
and to benefit and improve the supply of quality Products and Service to the Clients.
Reference
SP 03 – Resource Management
SP 20 – SHE Controls
Page 26 of 43
NIC Instruments &
Engineering (Pty) Ltd
P O Box 39606, Bramley, 2018
74 12th Road, Kew, Johannesburg
South Africa
Tel: +27 11 386 5000
Fax: +27 11 887 5728
E-Mail: engineering@nicinst.co.za
Website: www.nicinst.co.za
Service to the Industry Since ~ 1986
POLICY MANUAL
ISO 9001
SUBJECT
PAGE
6.2.2
COMPETENCY, AWARENESS AND TRAINING
COMPILED BY
MANAGEMENT
REPRESENTATIVE
27
OF
DOCUMENT NO
PM 01
REVISION NO
N/A
EFFECTIVE DATE
2009/09/07
APPROVED BY
DIRECTOR
43
Job Profiles will be documented to facilitate in the replacement / acquisition of any additional competent
personnel.
All such Job profiles will form an integral part of their subsequent Job descriptions (Letters of
Appointment), which are documented for all positions considered crucial to the Health & Safety
protection of the Personnel, the Environment and to the supply of quality products and services to
the Customers and to activities considered important to the productivity / efficiency / profitability of the
Company.
Company personnel at all levels; will be evaluated on an on-going basis to determine their individual
and collective training needs in respect to Company / Legislated / Regulatory / Customers
Requirements.
Letters of Appointment shall be issued on formal Company Letterheads to all relevant appoints
as required by the OHS Act 85.
The Directors, in consultation if necessary with Senior Personnel and the Management Representative,
will determine the level and type of training required.
Management and Senior Personnel or their appointed competent representatives will train all
responsible personnel, in their assigned duties.
The Management Representative or an acceptable external authority will undertake training in the
effective use of the Company’s Management System.
New or personnel allocated to new duties will be assessed to determine their capability and required
training needs to specific Legislated / Regulatory / Company / Customer and process requirements.
Training from approved external sources may be used for any identified training needs.
Where required training programmes will be established.
Records of all training undertaken will be generated and retained.
The effectiveness of all training given / received will be monitored through the use of Business
Performance Indicators, including the satisfaction of Customers.
Reference
SP 04 – Competency, Awareness and Training
SP 20 – SHE Controls
Page 27 of 43
NIC Instruments &
Engineering (Pty) Ltd
P O Box 39606, Bramley, 2018
74 12th Road, Kew, Johannesburg
South Africa
Tel: +27 11 386 5000
Fax: +27 11 887 5728
E-Mail: engineering@nicinst.co.za
Website: www.nicinst.co.za
Service to the Industry Since ~ 1986
POLICY MANUAL
ISO 9001
SUBJECT
PAGE
4.2.3
MANAGEMENT
REPRESENTATIVE
OF
DOCUMENT NO
PM 01
REVISION NO
N/A
EFFECTIVE DATE
2009/09/07
APPROVED BY
DIRECTOR
DOCUMENT CONTROL
COMPILED BY
28
43
Documents and electronic data, which are identified, as being part of the Management System and the
company’s scope of business will be controlled to the extent necessary to prevent the use of Obsolete /
Superseded information.
All externally acquired documents in the form of National / International / Clients’ Standards /
Specifications / Drawings / Regulatory / Legislated Acts will be controlled and their revision status
maintained internally.
All internally produced Preventive Action Control Documents will be reviewed and approved for
adequacy by authorised personnel prior to issue.
Revisions to such controlled documents will be reviewed and approved by the same function that
originally approved the documents, unless specifically designated otherwise.
Alternative functions will have access to pertinent background information, upon which they may base
their review and approval.
The nature of any revisions will be identified and recorded.
Master Registers will be established and retained as part of the document and data control procedure,
to identify the correct revision status of documents, ensure that they are issued to the point of use, and
to preclude the use of obsolete / superseded documents.
The acquisition, reproduction, issue, retrieval, revision, archiving and disposal of controlled documents
will be regulated.
All obsolete / superseded documents will be promptly removed from areas where they are used, the
masters of such obsolete / superseded documents will be retained in archives.
Electronically produced or stored data / information / records pertinent to all aspects of the business and
the Management System will be controlled.
Reference
SP 05 – Document and Data Control
SP 20 – SHE Controls
Page 28 of 43
NIC Instruments &
Engineering (Pty) Ltd
P O Box 39606, Bramley, 2018
74 12th Road, Kew, Johannesburg
South Africa
Tel: +27 11 386 5000
Fax: +27 11 887 5728
E-Mail: engineering@nicinst.co.za
Website: www.nicinst.co.za
Service to the Industry Since ~ 1986
POLICY MANUAL
ISO 9001
SUBJECT
PAGE
4.2.4
OF
DOCUMENT NO
PM 01
REVISION NO
N/A
EFFECTIVE DATE
2009/09/07
APPROVED BY
DIRECTOR
CONTROL OF RECORDS
COMPILED BY
29
MANAGEMENT
REPRESENTATIVE
43
Records (Procedural Working Documents) generated by the Management System, will be maintained
for review, evaluation and correlation of positive and negative trends against established Business
Performance Indicators / Legislated / Regulatory Requirements.
Additionally they are also available to trace and demonstrate the monitoring and acceptability of
Products, Operational / Project activities related to Health & Safety / Environment / Quality), Clients’
requirements and the effectiveness of the Management System.
Records will be legible and identifiable as applicable to the Client, Supplier, Operation Activity,
Company Personnel, Product, Equipment, and Device or System / Act / Regulation Requirement /
Element.
Records will be stored by responsible personnel in such a manner as to make them easily retrievable, in
facilities that provide a suitable environment for minimising the possibility of loss or deterioration.
Retention periods will be specified for all records.
When requested, access to records will be given to Certification / Regulatory Authorities, Clients or their
appointed Representatives.
A designated person shall be responsible for final destruction / archiving of records by
appropriate / suitable means.
Records will include (but not necessarily limited to): Customers Orders / Amendments.
Company Purchase Orders / Amendments.
Supplier Delivery Notes.
Controlled Document Registers (Environmental/ Health & Safety Programmes / Quality
Control Plans / Work Instructions).
Inspection Reports. (Environmental/ Health & Safety / Quality)
Environmental Studies (If undertaken).
Environmental Monitoring Reports.
Corrective / Preventive Action (CAR) / Incident Registers and Reports.
Concession Requests.
Audit Programmes and Reports.
Customer / Certification Authority Audit Reports.
Management Reviews.
Maintenance Reports.
Calibration / Verification Records (Internal / External).
Training Matrix / Records.
Reference
SP 06 – Control of Records
Page 29 of 43
NIC Instruments &
Engineering (Pty) Ltd
P O Box 39606, Bramley, 2018
74 12th Road, Kew, Johannesburg
South Africa
Tel: +27 11 386 5000
Fax: +27 11 887 5728
E-Mail: engineering@nicinst.co.za
Website: www.nicinst.co.za
Service to the Industry Since ~ 1986
POLICY MANUAL
ISO 9001
SUBJECT
PAGE
7.1,7.2,8.2.1
CUSTOMER RELATED PROCESSES
COMPILED BY
MANAGEMENT
REPRESENTATIVE
30
OF
DOCUMENT NO
PM 01
REVISION NO
N/A
EFFECTIVE DATE
2009/09/07
APPROVED BY
DIRECTOR
43
All Enquires / Tenders / Quotations for Services / Products and any subsequent amendments will be
reviewed by authorised personnel prior to acceptance to ensure that: All requirements are adequately defined and documented.
Any Regulatory / Legislated features applicable to the tenders are considered.
Any Client Supplied Property is identified and taken cognisance of.
The assessment of Regulatory / Legislated / Clients’ requirements will be undertaken and
discussed by Senior Company Personnel prior to the compilation and submission of any
quotation.
Any ambiguities, queries are resolved and agreed prior to the acquisition / purchasing and
additional resources or the commencement of or project activity.
Specified requirements are within the company’s scope of supply, capability and capacity.
Any additional resources / controls are identified and taken cognisance of.
Any proposed deviations from the Client’s requirements are identified and alternatives
formally proposed to them.
All quotations (where required) are formally submitted.
Lines and methods of communication including any related to the Regulatory / Legislated
and / or Client’s satisfaction with the Project / Products / Operations / Services provided will
be established.
All received Contracts / Amendments will be correlated and verified against submitted
Company quotations (if applicable).
Any information applicable to any Regulatory / Legislated / Contracts / Amendment (s) is
timeously transferred to personnel responsible for Purchasing / Contracts / Operational
activities.
All Tenders, Contracts and Amendments will be recorded and reported upon.
Reference
SP 07 – Customer Related Processes
Page 30 of 43
NIC Instruments &
Engineering (Pty) Ltd
P O Box 39606, Bramley, 2018
74 12th Road, Kew, Johannesburg
South Africa
Tel: +27 11 386 5000
Fax: +27 11 887 5728
E-Mail: engineering@nicinst.co.za
Website: www.nicinst.co.za
Service to the Industry Since ~ 1986
POLICY MANUAL
ISO 9001
SUBJECT
PAGE
7.3
DESIGN CONTROL
(N/A)
COMPILED BY
MANAGEMENT
REPRESENTATIVE
31
OF
DOCUMENT NO
PM 01
REVISION NO
N/A
EFFECTIVE DATE
2009/09/07
APPROVED BY
DIRECTOR
43
Due to the nature of the company’s business activities, ISO 9001:2000 - 7.3 - Design Control has
not been included into the documented Management System.
However, the facility for the inclusion of this requirement has been allowed for, should the scope
of the company’s business activities be amended in the future.
Page 31 of 43
NIC Instruments &
Engineering (Pty) Ltd
P O Box 39606, Bramley, 2018
74 12th Road, Kew, Johannesburg
South Africa
Tel: +27 11 386 5000
Fax: +27 11 887 5728
E-Mail: engineering@nicinst.co.za
Website: www.nicinst.co.za
Service to the Industry Since ~ 1986
POLICY MANUAL
ISO 9001
SUBJECT
PAGE
7.4
PURCHASING
COMPILED BY
MANAGEMENT
REPRESENTATIVE
32
OF
DOCUMENT NO
PM 01
REVISION NO
N/A
EFFECTIVE DATE
2009/09/07
APPROVED BY
DIRECTOR
43
Any material, product, consumable or service procured, which could negatively impact upon the quality
of products or service provided by the Company, will be purchased from Approved Suppliers.
Consideration shall be given to the impact on the material, product, consumable or service
procured, which could negatively impact on the Safety of Personnel / Customer / Interested
Parties and the impact on the Environment, where applicable all products / services procured
shall be accompanied by a Material Safety Data Sheet. Ref to SP 20 SHE Controls
The selection of suppliers may be based upon Past Proven Historical Performance, Certification by an
Independent National / International Recognised Authority, or Black Economic Empowerment Company.
Purchase conditions will be prescribed to and agreed with suppliers / subcontractors / service providers.
Orders and any related Purchase Specifications will clearly identify requirements (as applicable) by
type, drawing number, standard, specification, revision, (including any Management System
requirements deemed necessary), certification, identification and traceability, protection, packaging,
delivery, etc.
The location of inspections including any that the Company’s Customers may wish to undertake, will be
specified, should it not be upon receipt at the Customer’s premises.
All Company requirements will be formally communicated to suppliers, who will be encouraged to
implement their own Management programmes to improve to protect the Environment, their supply of
services and products on an ongoing basis. Ref to SP 20 SHE Controls
Monitoring of suppliers will be undertaken by verification / testing of supplied, product, service or the
review of supplied documentation, any deficiencies related to quality, quantity or delivery will be
recorded.
The data resulting from such verifications / tests will be analysed on a continual basis and will form part
of the Management Representatives three monthly report.
Suppliers will where necessary, be assisted in attaining the Company’s requirements and compliance to
specified Quality / Environment / Health & Safety System Elements.
Suppliers who consistently fail to comply with the Company’s specified requirements may be removed
from the Approved Supplier’s List.
Reference
SP 09 – Purchasing
SP 20 – SHE Controls
Page 32 of 43
NIC Instruments &
Engineering (Pty) Ltd
P O Box 39606, Bramley, 2018
74 12th Road, Kew, Johannesburg
South Africa
Tel: +27 11 386 5000
Fax: +27 11 887 5728
E-Mail: engineering@nicinst.co.za
Website: www.nicinst.co.za
Service to the Industry Since ~ 1986
POLICY MANUAL
ISO 9001
SUBJECT
PAGE
7.5.4
CONTROL OF CUSTOMER PROPERTY
COMPILED BY
MANAGEMENT
REPRESENTATIVE
33
OF
DOCUMENT NO
PM 01
REVISION NO
N/A
EFFECTIVE DATE
2009/09/07
APPROVED BY
DIRECTOR
43
The Control of Customer Property includes but is not limited to: Supplied Material (s) / Product (s).
Premises / Sites.
Technical Information.
Proprietary / Confidential Information.
Customer Property, will be identified, agreed, verified, protected, monitored and controlled by suitably
qualified company personnel within the requirements of agreed contracts and the Company’s
Management System.
Should any Customer Property be subject to loss, damage or incident while in the company’s charge it
will immediately be recorded and reported to the applicable customer in writing.
Reference
SP 10 – Control of Customer Property
SP 20 – SHE Controls
Page 33 of 43
NIC Instruments &
Engineering (Pty) Ltd
P O Box 39606, Bramley, 2018
74 12th Road, Kew, Johannesburg
South Africa
Tel: +27 11 386 5000
Fax: +27 11 887 5728
E-Mail: engineering@nicinst.co.za
Website: www.nicinst.co.za
Service to the Industry Since ~ 1986
POLICY MANUAL
ISO 9001
SUBJECT
PAGE
7.5.3
IDENTIFICATION, TRACEABILITY AND
MONITORING STATUS
COMPILED BY
MANAGEMENT
REPRESENTATIVE
34
OF
DOCUMENT NO
PM 01
REVISION NO
N/A
EFFECTIVE DATE
2009/09/07
APPROVED BY
DIRECTOR
43
Identification and Traceability requirements will be documented to detail and record all specified
identification and / or traceability requirements, either stipulated by Customers / Legislated /
Regulatory or identified as an in-house Quality / Environment / Health & Safety control.
All material and products from their initial receipt, through all operation / installation / commissioning
activities will be identified and their monitoring (Inspection) status known.
Any Traceability requirement specified by the company’s Clients, will be complied with, required controls
will be monitored and reported upon.
All such identified requirements will as applicable be stipulated on: Unique Quality / Environment / Health & Safety Plans.
Project Files / Check Lists.
Internal Documents (SHE Standards / Safe Work Instructions).
Purchase Orders / Company Purchase Specifications.
The methods by which material and products will be identified and their monitoring status known, will
include:
Purchase Orders.
Suppliers Delivery Notes.
Material / Material Safety Data Sheets (if applicable).
Colour Coding.
Labels.
Project Numbers.
Quality Control Plans.
Project Planning Schedules.
Check Lists and Certification Records.
SHE Standards
Any hazardous / waste material resulting from the operational processes will be identified and
controlled to the extent necessary to avoid / minimise any impact on the Quality / Environment /
Health & Safety. Ref SP 20 SHE Controls
Any consumable materials used in the companies processes, which may be subject to recycling
e.g. oils, ink cartridges, will be identified and controlled, any Consumable Product Shelf Life (if
applicable) will be identified and controlled.
The Calibration status of Measuring and Monitoring Devices and the status of Preventive Maintenance
requirements will be controlled through the use of Calibration and Maintenance Records.
The status of all controlled Documents will be identified.
Reference
SP 11 – Identification / Traceability and Monitoring Status (Material/Products/Waste).
SP 20 – SHE Controls
Page 34 of 43
NIC Instruments &
Engineering (Pty) Ltd
P O Box 39606, Bramley, 2018
74 12th Road, Kew, Johannesburg
South Africa
Tel: +27 11 386 5000
Fax: +27 11 887 5728
E-Mail: engineering@nicinst.co.za
Website: www.nicinst.co.za
Service to the Industry Since ~ 1986
POLICY MANUAL
ISO 9001
SUBJECT
PROVISION OF PRODUCTS AND SERVICES
COMPILED BY
PAGE
7.5(8.2.3,8.2.4)
MANAGEMENT
REPRESENTATIVE
35
OF
DOCUMENT NO
PM 01
REVISION NO
N/A
EFFECTIVE DATE
2009/09/07
APPROVED BY
DIRECTOR
43
All Project Activities related to purchasing, installation, erection, commissioning, Environmental and
Health and Safety activities will be planned, controlled, monitored and evaluated to ensure their
compliance to Legislated / Regulatory / Clients’ specified requirements.
Methods of achieving these controlled conditions will as applicable be in the form of: Site / Management Meetings.
Technical Drawings.
Quality Control Plans / Project Planning Schedules
Trained and Competent Personnel.
Legally Appointed Personnel
SHE Standards (SS)
Standard Operational Procedures(where considered necessary).
Suitable Handling Equipment.
Adequate Measuring and Monitoring Devices.
Suitable Storage / Disposal Facilities.
Planned Maintenance of all Equipment.
Clean / Healthy and Safe Working Environment
Competent and authorised personnel will compile and approve all control documents and any
applicable Standard Operational Procedures will be revised in order that continuous
improvement is maintained
All equipment including transport will be registered, suitably maintained and verified to ensure their
continuous suitability, capability and integrity.
All reports resulting from projects / Checklists / Controls, including records emanating from inspection
of product, verification of processes, preventive maintenance, calibration and personnel training will be
retained, reviewed and evaluated.
Control will be exercised over any Personnel / Subcontractors who undertake any maintenance /
building activity on the Company’s Premises / Client Sites, to ensure that their activities do not
negatively impact upon any aspect of the environment, or negatively impact the Health & Safety /
controls, or cause a risk to any Company Personnel / Client Personnel..
Where considered appropriate by Management, Business Performance Indicators will be introduced to
monitor agreed production outputs.
Reference
SP 12 – Provision of Products and Services
SP 20 – SHE Controls
Page 35 of 43
NIC Instruments &
Engineering (Pty) Ltd
P O Box 39606, Bramley, 2018
74 12th Road, Kew, Johannesburg
South Africa
Tel: +27 11 386 5000
Fax: +27 11 887 5728
E-Mail: engineering@nicinst.co.za
Website: www.nicinst.co.za
Service to the Industry Since ~ 1986
POLICY MANUAL
ISO 9001
SUBJECT
PAGE
7.5.1,7.5.2,7.5.5
PRESERVATION OF PRODUCTS
MANAGEMENT
REPRESENTATIVE
COMPILED BY
36
OF
DOCUMENT NO
PM 01
REVISION NO
N/A
EFFECTIVE DATE
2009/09/07
APPROVED BY
DIRECTOR
43
Handling
Training in the correct methodology of handling of material, products and equipment will be provided, to
Company personnel / subcontractors to prevent contamination / deterioration / damage / loss and to
eliminate any risk to the health or safety of users.
Only trained and licensed personnel will be permitted to drive any type of handling equipment /
Company transport.
Any special handling methods will be specified in applicable Standard Operational Procedures / SHE
Standards or on Quality Control Plans or specific training will be provided.
Storage (Including Waste Product)
Designated storage areas / tanks / drums / racks / bins / pallets / boxes, will be provided / requested /
used to ensure that received material / product / equipment an operational consumables are protected
to minimise the risk of pollution, contamination, loss, damage or deterioration or risk the Safety of
Company Personnel, Subcontractors or any interested party.
Storage Areas / Tanks / Drums and their contents will be monitored on an on-going basis to verify
storage conditions and the integrity / safety of the stored material / product / equipment / consumable.
Any Combustible / Hazardous consumables utilised in the operational process, cleaning /
maintenance / protection / fumigation / preservation activities, or waste resulting from these
activities awaiting disposal, that could be hazardous to the health or safety of Company
personnel, or pose a threat to environmental pollution will be identified, stored and controlled; in
such a manner that such risks are eliminated.
Stock levels of products / material / consumables will be controlled / minimised and to avoid the
possibility of delays to the projects or unnecessary expenditure to the company.
Packaging and Protection
Packaging and protection requirements related to specific material / products / consumables will be
stipulated to the extent necessary, to suppliers / company personnel / Subcontractors, to ensure
conformance to safety / health or environmental requirements, specified Clients / in-house quality
criteria and to protect / preserve the integrity of such material / product / consumables.
Delivery
The information related to the availability of or access to Sites and / or the timing of deliveries of
required equipment / product (s) from the Clients / Suppliers will be documented and monitored, and
variances will be recorded and reported. The Company’s adherence to the Client’s Project
commencement date / planned activities dates / completion dates will be monitored and reported upon.
Company vehicles will be used to delivery material and / or products, all Company vehicles will
be maintained in a satisfactory road worthy condition and the continual assessment of the
licences of Company Drivers will be undertaken. Every necessary precaution will be made, to
ensure that the Company’s vehicles / handling equipment do not negatively impact upon any
environmental element.
Reference
SP 13 – Handling, Storage, Packaging, Protection and Delivery
SP 20 – SHE Controls
Page 36 of 43
NIC Instruments &
Engineering (Pty) Ltd
P O Box 39606, Bramley, 2018
74 12th Road, Kew, Johannesburg
South Africa
Tel: +27 11 386 5000
Fax: +27 11 887 5728
E-Mail: engineering@nicinst.co.za
Website: www.nicinst.co.za
Service to the Industry Since ~ 1986
POLICY MANUAL
ISO 9001
SUBJECT
PAGE
8.3
CONTROL OF NON-CONFORMING PRODUCTS
COMPILED BY
MANAGEMENT
REPRESENTATIVE
37
OF
DOCUMENT NO
PM 01
REVISION NO
N/A
EFFECTIVE DATE
2009/09/07
APPROVED BY
DIRECTOR
43
Any Health and Safety / Environmental impact / defect product or process activities which are
identified at any time as being non-conforming to: Company Purchase Order Requirements.
Specification / Standard / Regulation / Legislation / Act / Test.
Quality Control Plan Requirement.
Drawings.
Standard Operational Procedures / SHE Standards.
Identification (Traceability) Requirements.
Client Requirements.
Health and Safety / Environmental / Quality Measuring, Verification or Monitoring
Requirement
will be identified and controlled to prevent usage, further processing delivery and / or the incurement of
further unnecessary costs / complaints.
Reports will be generated / registered for all identified deficiencies / incidents and copies circulated to all
affected personnel / interested parties / legal appointed authorities as applicable.
All non-conforming material / product / process / equipment / personnel protective equipment
activities will be evaluated and dispositioned by authorised personnel.
Where considered appropriate by Senior Personnel, the Client will be formally approached to consider
any Concession Request deemed appropriate.
In the eventuality of a Concession being approved subject to certain requirements, all such
Concessions will be communicated under controlled conditions to all responsible Company personnel.
Any supplied non-conforming material / product dispositioned as unacceptable to the Company’s
purchase order requirements, will be identified, recorded and promptly returned to the supplier.
Any non-conforming product / Defect Reporting, identified by a Client (complaint) will be controlled
through the SP 14 Control of Non-conforming Products / Defects and SP 19 Improvement,
Corrective / Preventive Action Procedure.
Any deficiencies identified applicable to the non-compliance to stipulated or non-adherence to
the Management System requirements, or identified by Legislation / Regulatory bodies / Acts /
An International Certification Authority / Customer’s Auditor / Internal Audit / Quality Control
Plan / Work Instructions / SHE Standards will also be addressed through the SP 14 Control of
Non-conforming Products / Defects and SP 19 Improvement, Corrective / Preventive Action
Procedure.
Any Health and Safety Accident / Incident shall be in accordance with SP 20 – SHE Controls.
Reference
SP 14 – Control of Non-Conforming Product
SP 20 – SHE Controls
Page 37 of 43
NIC Instruments &
Engineering (Pty) Ltd
P O Box 39606, Bramley, 2018
74 12th Road, Kew, Johannesburg
South Africa
Tel: +27 11 386 5000
Fax: +27 11 887 5728
E-Mail: engineering@nicinst.co.za
Website: www.nicinst.co.za
Service to the Industry Since ~ 1986
POLICY MANUAL
ISO 9001
SUBJECT
PAGE
7.6
CONTROL OF MEASURING AND MONITORING
DEVICES
COMPILED BY
MANAGEMENT
REPRESENTATIVE
38
OF
DOCUMENT NO
PM 01
REVISION NO
N/A
EFFECTIVE DATE
2009/09/07
APPROVED BY
DIRECTOR
43
The company will consider, identify, select and provide all necessary Measuring and Monitoring
Devices to verify incoming materials, operational / service provider / processes or product
aspects conformity to specified Health and Safety / Environmental / Quality specified
requirements.
Any device, which may be utilised, as aid to assist an operational activity or verification of product will
be controlled.
All Measuring and Monitoring Devices utilised in the company will be uniquely identified, controlled,
calibrated / verified and maintained to provide objective evidence in decision-making.
The devices will be used and maintained in a manner that ensures that measurement capability is
known, and consistent with the required acceptance criteria.
The equipment will be subject to on-going calibration / verification to known standards / masters, which
themselves will be traceable to National / International Standards or approved acceptance criteria.
Any equipment identified as being outside of specified limits may necessitate in the re-inspection of
product / operation previously accepted / supplied.
Equipment owned by any individual personnel employed by the Company is also subject to these
controls.
Records of all Measuring and Monitoring Devices and their subsequent calibration / verification will be
retained.
Equipment will be used and stored in such a manner as to protect its integrity.
Reference
SP 15 – Control of Measuring and Monitoring Devices
Page 38 of 43
NIC Instruments &
Engineering (Pty) Ltd
P O Box 39606, Bramley, 2018
74 12th Road, Kew, Johannesburg
South Africa
Tel: +27 11 386 5000
Fax: +27 11 887 5728
E-Mail: engineering@nicinst.co.za
Website: www.nicinst.co.za
Service to the Industry Since ~ 1986
POLICY MANUAL
ISO 9001
SUBJECT
MEASUREMENT, VERIFICATION AND MONITORING
COMPILED BY
PAGE
7.1, 8.1, 7.4, 7.5.2,
7.5.3, 8.2.3, 8.2.4
MANAGEMENT
REPRESENTATIVE
39
OF
DOCUMENT NO
PM 01
REVISION NO
N/A
EFFECTIVE DATE
2009/09/07
APPROVED BY
DIRECTOR
43
Receiving Inspection
Purchased material / product / consumables will be verified to the extent necessary for conformance to
order requirements, prior to acceptance, or usage. Any supplied certification / Material Safety Data
Sheet (Where applicable), which may be specified, will be reviewed / verified and retained. No material
/ product supplied will be utilised in any operational / cleaning / processes / maintenance activities prior
to its acceptance, known handling / storage / use / disposal requirements.
Preservation Inspection
Material / Products / Consumables, which are stored, will be continuously assessed to ensure that; no
damage, loss, deterioration or contamination has been sustained, all identification / traceability
requirements are maintained and any protection / preservation / health and safety / environmental /
quality controls / shelf life limitations are adhered / compiled with
In-Process Monitoring
All assembly / installation / erection activities are subject to ongoing verification to ensure specified
requirement / criteria are complied with and records generated as required. These inspection and tests
will be undertaken by competent personnel, to: Specifications / Standards / Legislation / Regulations / Acts.
Quality Control Plans / Work Packs / Job Sheets.
Safe Work Instructions / SHE Standards / Check Lists / Drawings.
Specified calibrated inspection and test equipment
Final Inspection
All competed assembly / installation / erection activities are subject to final inspection and release prior
to inspection / commissioning by the Client or the Clients Representative. Records of all verifications
will be maintained for a stipulated period; to provide objective evidence to substantiate compliance to
specified requirements. Records will be supplied to Clients as contractually agreed / Interested /
Affected Parties / Legally appointed Bodies / Certification Bodies.
SP 20 - SHE Controls - SHE Monitoring and Measurement
Designated representatives will be appointed, for monitoring / measuring of any Health & Safety Risks /
Environmental aspect / impact, identified by competent responsible personnel related to any activity,
which could risk Health & Safety / Environmental (emissions to air, releases to water, contamination to
land, waste removal for disposal or recycling) or, municipal / provincial / legislation / regulations.
Such monitoring requirements will be undertaken internally utilising the specified Management System,
which include activity controls / acceptance criteria. External Suppliers may be procured, should the
measuring requirements exceed internal capabilities, or necessitate the use if specialised equipment.
All measurements identified will be recorded.
All records, including Medical records produced will be reviewed, evaluated and reported upon by the
SHE Manager or his designee. All records will be retained for specified time periods.
Reference
SP 16 – Measurement, Verification and Monitoring
SP 20 - SHE Controls
Page 39 of 43
NIC Instruments &
Engineering (Pty) Ltd
P O Box 39606, Bramley, 2018
74 12th Road, Kew, Johannesburg
South Africa
Tel: +27 11 386 5000
Fax: +27 11 887 5728
E-Mail: engineering@nicinst.co.za
Website: www.nicinst.co.za
Service to the Industry Since ~ 1986
POLICY MANUAL
ISO 9001
SUBJECT
PAGE
8.2.2,8.2.3
INTERNAL AUDIT
COMPILED BY
MANAGEMENT
REPRESENTATIVE
40
OF
DOCUMENT NO
PM 01
REVISION NO
N/A
EFFECTIVE DATE
2009/09/07
APPROVED BY
DIRECTOR
43
Internal System / Process / Compliance Audits will be planned and conducted on a systematic basis,
in order to ascertain the compliance to and effectiveness of the Management System
Personnel who are independent of the function being audited will undertake audits in compliance with
the documented procedures.
Ad hoc audits may also be undertaken against specific Process Activities or during a Corrective /
Preventive Action / Incident Investigation.
Results of all audits will be recorded and retained for a period specified within the SP 06 Control of
Records Procedure.
Management will initiate prompt Corrective Action on any deficiencies / incidents / accidents identified.
Re-Audits will be undertaken to verify that any necessary Corrective Actions have been implemented
and that they are effective.
Results of all audits will be reported upon and discussed during the quarterly Management Reviews.
Reference
SP 17 – Internal Audits
Page 40 of 43
NIC Instruments &
Engineering (Pty) Ltd
P O Box 39606, Bramley, 2018
74 12th Road, Kew, Johannesburg
South Africa
Tel: +27 11 386 5000
Fax: +27 11 887 5728
E-Mail: engineering@nicinst.co.za
Website: www.nicinst.co.za
Service to the Industry Since ~ 1986
POLICY MANUAL
ISO 9001
SUBJECT
ANALYSIS OF DATA
COMPILED BY
PAGE
8.2.3,8.2.4,8.4
MANAGEMENT
REPRESENTATIVE
41
OF
DOCUMENT NO
PM 01
REVISION NO
N/A
EFFECTIVE DATE
2009/09/07
APPROVED BY
DIRECTOR
43
The effectiveness and continuous improvement of the Management System will be monitored and
verified by responsible / appointed personnel, through the analysis of recorded data, which will be
correlated and compared against established and agreed output requirements, Business Performance
Indicators.
Such Business Performance Indicator recorded data to be analysed and correlated may include: Tenders Quoted / Contracts Obtained.
Supplier Performances
Customer Complaints / Satisfaction.
Debtors to Creditors Ratio.
System Audit / Compliance Percentage.
Audit Reports from Customer / Certification Authorities
Location / Number and Frequency of Non-conformances / Deficiencies / Incidents /
Injuries / Near Misses Identified.
Timeous closure of Non-conformances / Deficiencies / Incidents / Accidents.
Training Identified / Training Completed.
Down Time of Company Equipment.
The status of agreed Business Performance Indicators and identified Corrective Actions on any
negative variances will be reported upon by responsible Management / Senior Personnel, at the
Management Reviews following the analysis of the applicable Records.
Systematic Reviews and problem solving studies will be undertaken by authorised / appointed
personnel to identify and determine the type and extent of actions required to eliminate the
cause of any deficiency /Defect / Incidents / Accidents / negative trends which may be identified /
or potential problems / Near Misses. Ref also SP 20 – SHE Controls
Such actions may necessitate the revisiting of data stipulated on controlled Preventive Action
Documents, e.g. Quality Control Plans, Safe Work Instructions, SHE Standards / Checklists /
Drawings.
Reports will be generated / registered and circulated to all affected personnel / legally appointed
bodies / interested parties, for all identified Corrective / Preventive Actions / Incident / Accident
Reporting and SP 20 – SHE Controls
Reference
SP 18 – Analysis of Data
SP 20 – SHE Controls
Page 41 of 43
NIC Instruments &
Engineering (Pty) Ltd
P O Box 39606, Bramley, 2018
74 12th Road, Kew, Johannesburg
South Africa
Tel: +27 11 386 5000
Fax: +27 11 887 5728
E-Mail: engineering@nicinst.co.za
Website: www.nicinst.co.za
Service to the Industry Since ~ 1986
POLICY MANUAL
ISO 9001
SUBJECT
PAGE
8.5
IMPROVEMENT, CORRECTIVE AND PREVENTIVE
ACTIONS
COMPILED BY
MANAGEMENT
REPRESENTATIVE
42
OF
DOCUMENT NO
PM 01
REVISION NO
N/A
EFFECTIVE DATE
2009/09/07
APPROVED BY
DIRECTOR
43
The Company will continually strive to improve the effectiveness of the Management System and the
supply of the quality of Products and Services to its Clients.
This will be undertaken through the use of formal Corrective / Preventive Actions, to investigate and
eliminate the actual causes or potential causes of non-conformances / deficiencies related to: -
Contractual Agreements / Regulatory / Legislated Requirements
Occupational Health & Safety Requirements
Operational Activities
Proposed amendments to Storage / Handling Methods
Variances to Business Performance Indicators
Management System Requirement
Additional / Refresher Training
Changes to key personnel
Proposed changes to Suppliers / Subcontractors / Service Providers
Additionally Corrective / Preventive Actions may be generated following the identification of negative /
positive trends from the review and analysis of data resulting from the monitoring of: Suppliers Performances.
Project Planning Schedule Records.
Quality Control Plan Status.
Non-conformance / Defects Register.
Incident / Accident / Near Miss Reports -0 SP 20 – SHE Controls
Customer Complaints.
Customer Surveys.
Internal Audit Deficiencies.
Audit Reports from Certification Authorities / Customers.
Systematic Reviews and problem solving exercises will be undertaken by authorised, competent
appointed personnel to identify and determine the type and extent of actions required, to eliminate the
cause of the non-conformance / deficiency / Defect / Incident / Accident / Near Miss Reports or
potential problem.
Reports will be generated / registered and communicated to all affected personnel / interested or
affected parties, for all identified Corrective / Preventive Actions and / or Incident / Accident / Near
Miss Reports.
All Corrective / Preventive Actions and / or Incident / Accident /Near Miss Reports implemented will
be monitored by authorised appointed personnel to ensure their Effectiveness.
All Corrective / Preventive Actions and / or Incident / Accident / Near Miss Reports will be reported
upon at the Management Reviews and communicated to all affected Personnel / interested or
affected parties / Legally / Governmental Appointed Bodies. SP 20 – SHE Controls
Reference
SP 19 – Improvement, Corrective / Preventive Actions
SP 20 – SHE Controls
Page 42 of 43
NIC Instruments &
Engineering (Pty) Ltd
P O Box 39606, Bramley, 2018
74 12th Road, Kew, Johannesburg
South Africa
Tel: +27 11 386 5000
Fax: +27 11 887 5728
E-Mail: engineering@nicinst.co.za
Website: www.nicinst.co.za
Service to the Industry Since ~ 1986
POLICY MANUAL
ISO 9001
SUBJECT
PAGE
N/A
SHE CONTROLS
COMPILED BY
MANAGEMENT
REPRESENTATIVE
43
OF
DOCUMENT NO
PM 01
REVISION NO
N/A
EFFECTIVE DATE
2009/09/07
APPROVED BY
DIRECTOR
43
The Directors has appointed a team of appointed competent personnel who will consider all of the
Company’s activities, to determine their impact / aspects on SHE related to those identified activities.
Consideration will be given to current processes, activities and materials, including consumables, in an
attempt to identify alternatives, which could prevent or minimize pollution, improve efficiency and reduce
costs.
The Company has identified, documented, implemented and monitors various SHE Standards, Safe
Work Instructions to ensure compliance to Legislated / Regulatory requirements, this includes various
Legal Appointments required by the OCCUPATIONAL HEALTH AND SAFETY ACT 85 OF 1993.
The Company will utilise the services of various SHE Authorities / Experts that will assist when required
in determining the Legislated / Regulatory acts pertinent to its business activities.
The Company will take cognisance of the effect, which its business activities may have on, interested /
affected parties, including local communities, environmental consideration reports will be compiled,
whenever variations to current controls are identified.
The Company will establish and document objectives for each identified aspect and related activity.
Achievable targets and related dates will be agreed, documented and monitored, in order that
established objectives are realised.
Environmental Programmes will be established and priorities for any activity that the Company can
control and over which it can be expected to have an influence if required.
Corrective / Preventive actions will be applied to any Environmental Issue where established time
frames are not maintained or agreed targets / objectives are not attained.
Incident Reporting will be applied to any Health & Safety Accidents / Injury / Near Misses. Management
System processes or documentation deficiencies shall be recorded onto the Corrective / Preventive
Actions system.
Any new SHE Programmes initiated will be compared to any similar SHE Programmes, which were
implemented, in order that any previous problems encountered are not repeated (Preventive Action). All
Health and Safety / Environmental Programmes will include: Actions to be undertaken.
Personnel Responsible for any Action and Time Frames for Completion of all Actions.
Relevant Interfaces, Organisational, Interested / Affected Parties / Regulatory / Legislated Acts.
Targets / Objectives
Any data resulting from the SHE will be documented as applicable onto: Quality / Environmental Control Plans / Checklists
Safe Work Instructions / SHE Documents
Monitoring / Measuring Record Formats.
The SHE Manager shall report upon the status of all current Health and Safety / Environmental
Programmes monthly and at every Bi-Annual Management Review Meetings. Ref to SP 02
Management Review
Reference
SP 20 – SHE Controls
Page 43 of 43