qeenhsms integration guide

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Quality, Environment, Energy and Health and

Safety Management System (QEEnHSMS)

StandardQuality, Environment, Energy and Health

and Safety Management System (QEEnHSMS)

Guidance Standard-DRAFT-

Fadzilah Mohamad

HP120004


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Contents

1. Scope ................................................................................................................................... 5

2. Normative references........................................ .................. .......................... ........................ 6

3. Terms and definitions ........................................................................................................... 6

4. Context of the organization ................ .......................... .................. .......................... ........... 10

4.1. Understanding the organization and its context....................................................................... 10

4.2. Understanding the Needs and Expectations of Interested Parties............................................. 11

4.3. Determining the scope of the management system.................................................................. 13

4.4. Management System............................................................................................................... 13

5. Leadership .......................................................................................................................... 13

5.1. General................................................................................................................................... 13

5.2. Policy..................................................................................................................................... 14

5.3. Organizational Roles, Responsibilities, Accountabilities and Authorities................................. 15

6. Planning ............................................................................................................................. 15

6.1. Actions to address risk and opportunities................................................................................ 15

6.2. Objectives and planning to achieve them................................................................................ 16

7. Support ............................................................................................................................... 17

7.1. Resources............................................................................................................................... 17

7.2. Competence............................................................................................................................ 18

7.3. Awareness.............................................................................................................................. 18

7.4. Communication...................................................................................................................... 19

7.5. Documented information........................................................................................................ 20

7.5.1. General............................................................................................................................... 20

7.5.2. Creating and updating......................................................................................................... 20

7.5.3. Control of documented information.................................................................................... 20

8. Operation ........................................................................................................................... 21


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8.1. Operational Planning and Control........................................................................................... 21

9. Performance Evaluation...................................................................................................... 22

9.1. Monitoring, measurement, analysis and evaluation.................................................................. 22

9.2. Internal Audit......................................................................................................................... 23

9.3. Management Review.............................................................................................................. 24

10. Improvement................................................................................................................... 25

10.1. Nonconformity and corrective action.................................................................................. 25

10.2. Continual Improvement...................................................................................................... 25

1. Scope ................................................................................................................................... 4

2. Normative references........................................ .................. .......................... ........................ 4

3. Terms and definitions ........................................................................................................... 5

4. Context of the organization ................ .......................... .................. .......................... ............. 9

4.1. Understanding the organization and its context......................................................................... 9

4.2. Understanding the Needs and Expectations of Interested Parties............................................... 9

4.3. Determining the scope of the management system.................................................................. 11

4.4. Management System............................................................................................................... 11

5. Leadership .......................................................................................................................... 11

5.1. General................................................................................................................................... 11

5.2. Policy..................................................................................................................................... 11

5.3. Organizational Roles, Responsibilities, Accountabilities and Authorities................................. 12

6. Planning ............................................................................................................................. 12

6.1. Actions to address risk and opportunities................................................................................ 12

6.2. Objectives and planning to achieve them................................................................................ 13

7. Support ............................................................................................................................... 14

7.1. Resources............................................................................................................................... 14

7.2. Competence............................................................................................................................ 14

7.3. Awareness.............................................................................................................................. 14

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7.4. Communication...................................................................................................................... 14

7.5. Documented information........................................................................................................ 15

7.5.1. General............................................................................................................................... 15

7.5.2. Creating and updating......................................................................................................... 15

7.5.3. Control of documented information.................................................................................... 15

8. Operation ........................................................................................................................... 16

8.1. Operational Planning and Control........................................................................................... 16

9. Performance Evaluation...................................................................................................... 17

9.1. Monitoring, measurement, analysis and evaluation.................................................................. 17

9.2. Internal Audit......................................................................................................................... 17

9.3. Management Review.............................................................................................................. 18

10. Improvement................................................................................................................... 19

10.1. Nonconformity and corrective action.................................................................................. 19

10.2. Continual Improvement...................................................................................................... 20






























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1. ScopeThis specification specifies a common management system requirement and is intended to be

used as a frameworkand guidance standardfor implementing Quality, Environment, Energy and

Health and Safety Management System (QEEnHSMS) standard. It draws together the common

requirements in the mentioned management system standards (MSS) s based on the new

guidance provided by ISO standard writers , (Annex SL ( previously known as ISo Guide

83)Guide 83). Annex SL Guide 83provides a high level structure and common text which will be

utilized in new management system standards and revisions to existing standards.

This standard is intended to be used in combination of QEEnHSMS.This guidance standard does

not replicate or replace the the existing management system standard and its requirements.

However, Ccompliance to this standard shall ensure compliance with QEEnHSMS standards. It

assists organizations in reducing duplication and complexity of management system.only.

It applies to all size, andtypesand functionsof organizations.The expectation of this guidance

standard is to enable process management that produces product and services at required quality

level and yet safe and ecologically sustainable.

It is intended for organization that intendsintend to: With this guidance standard, the users will

have a guide for

i) Guide the combination of the non-integrated MSSs implemented in an organizationii) Guide the implementation of QEEnHSMSmSfor organization newly implementing the

MSSs as a package.

Compliance to this standard shall ensure compliance with QEEnHSMS standards only.

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2. Normative referencesThese standards are included for this QEEnHSMS standard subscription:

i) ISO9001:2008, Quality Management System -Requirementsii) ISO14001:2004, Environmental Management System Requirements with Guidance for

Use

iii) OHSAS18001:2007, Occupational Health and Safety Management System -Requirements

iv) ISO50001:2011, Energy Management Systems- Requirements with Guidance for Use

3. Terms and definitions3.1. Integrated Management System (IMS)

A management system that integrates all of an organizations systems and processes

into one complete framework, enabling an organization to work as a single unit with

unified objectives. In this standard it is integration of four (4) standards namely Quality

Management System (QMS), Environmental Management System (EMS), Energy

Management System (EnMS) and Occupational Health and Safety Management

System (OHSMS).

3.2. OrganizationPerson or group of people that has its own functions with responsibilities, authorities

and relationships to achieve its objectives

3.3. Interested party/ stakeholderPerson or organization that can affect (input), be affected by (process), or perceive

themselves to be affected (output) by a decision or activity. E.g. customers,

employees, owners, suppliers, community and government.

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3.4. RequirementNeed or expectation that is stated, generally implied or obligatory

3.5. Management systemSet of interrelated or interacting elements of an organization to establish policies and

objectives and processes to achieve those objectives

Note: In the context of this standard, it includes Quality, Environmental, Energy and

Health and Safety Management System (QEEnHSMS)

3.6. Top managementA person or group of people who directs and controls an organization at the highest

level. The Top management has the power to delegate authority and provide

resources within the organization.

3.7. EffectivenessExtent to which planned activities are realized and planned results achieved

3.8. PolicyIntentions and direction of an organization as formally expressed by its top

management

3.9. ObjectiveResult to be achieved through a strategic, tactical or operational statement for the

organization

3.10. RiskEffect of uncertainty

- An effect is a deviation from the expected- positive or negative



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- Uncertainty is the state, even partial, of efficiency of information related to,understanding or knowledge of, an event, its consequence, or likelihood.

- Risk is often characterized by reference to potential events and consequences,or a combination of these.

- Risk is often expressed in terms of a combination of the consequences of anevent (including changes in circumstances) and the associated likelihood of

occurrence.

3.11. CompetenceAbility to apply knowledge and skills to achieve intended results

3.12. Documented informationInformation required to be controlled and maintained by an organization and the

medium on which it is contained

- Documented information can be in any format and media and from anysource.

- Documented information can refer to: the management system, including related processes;

information created in order for the organization to operate(documentation);

evidence of results achieved (records).3.13. Process

Set of interrelated or interacting activities which transform inputs into outputs.

3.14. PerformanceMeasurable result

- - Performance can relate either to quantitative or qualitative findings.



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- - Performance can relate to the management of activities, processes, products(including services), systems or organizations.

3.15. Outsource (verb)Make an arrangement where an external organization performs part of an

organizations function or process

- An external organization is outside the scope of the management system, althoughthe outsourced function or process is within the scope.

3.16. MonitoringDetermining the status of a system, a process or an activity

- To determine the status there may be a need to check, supervise or critically

observe.

3.17. MeasurementProcess to determine a value

3.18. AuditSystematic, independent and documented process for obtaining audit evidence and

evaluating it objectively to determine the extent to which the audit criteria are

fulfilled

- An audit can be an internal audit (first party) or an external audit (second party orthird party),

- and it can be a combined audit (combining two or more disciplines).Audit evidence and audit criteria are defined in ISO 19011.






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3.19. ConformityFulfillment of a requirement

3.20. NonconformityNon-fulfillment of a requirement

3.21. CorrectionAction to eliminate a detected nonconformity

3.22. Corrective actionAction to eliminate the cause of nonconformity and to prevent recurrence

3.23. continual improvementRecurring activity to enhance performance

4. Context of the organization4.1.Understanding the organization and its context

The organization shall establish, implement and maintain an integrated management

system (IMS) of Quality, Environmental, Energy and Health and Safety Management

System (QEEnHSMS) and continually improve its effectiveness in accordance to this

standard.

The organization shall:

a) determine the processes needed for the QEEnHSMS and their applicationthroughout the organization

b) determine the sequence of interaction of these processes







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c) determine criteria and methods needed to ensure both the operation and control ofthese processes are effective

d) ensure the availability of resources and information necessary to support theoperation and monitoring of these processes

e) assess, monitor, measure where applicable and analyze these processesf) implement actions necessary to achieve planned results

These processes shall be managed by the organization in accordance with the

requirements of this QEEnHSMS standard.

When organization chooses to outsource any process that affects product/ process

conformity to requirements, the organization shall ensure control over such processes/

activities. The type and extent of control to be applied to outsourced processes shall be

defined within the QEEnHSMS.

4.2.Understanding the Needs and Expectations of Interested PartiesThe organization shall determine:

a) the interested parties that are relevant to the QEEnHSMS; and

b) the requirements of these interested parties.

In view of the stakeholder expectations, considerations shall be taken according to

organizations nature of business,processes, activities and services, such as:

i) Customer-- Feasibility study shall be carried out by the relevant functions within the

organization, in order to understand the gap between product or service

required against the organizations capacity and capability.

ii) Employee- Motivation and empowerment of employees shall be enhanced through the

employee involvement at relevant function and level of the organization.

iii) Owners

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- Owner shall set clear policy and objectives towards the future direction ofthe business organization.

iv) Suppliers- The organization shall develop strategic partnership with the suppliers by

establishing valuable supply chain management in-line with the clear

policy and objectives set by the organization.

v) Community- The organization shall develop concerns of the public regarding the

matters relating to QEEnHSMS risk.

vi) Government- The organization shall perform evaluation of compliance periodically and

made the information available to all employees.

This shall include identification and assessment of risk /and potential risk of

QEEnHSMS. This activity shall be documented. The assessment result shall be applied as

a basis of establishing, implementing and maintaining the QEEnHSMS.

The QEEnHSMS risk assessment shall take into account:

a) routine and non-routine activities;b) activities of all persons having access to the workplace (including contractors and

visitors);

c) human behavior, capabilities and other human factors;d) identified risk originating outside the workplace capable of adversely affecting the

QEEnHSMS of the organization;

e) risk created by work-related activities under the control of the organization;f) infrastructure, equipment and materials, whether provided by the organization or

others;

g) changes or proposed changes in the organization, its activities, products or services;h) modifications to the QEEnHSMS, including temporary changes, and their impacts on

its activities, products or services;








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i) any applicable legal obligations relating to risk assessment and implementation ofnecessary controls

j) the design of work areas, processes, installations, machinery/equipment, operatingprocedures and work organization, including their adaptation to human capabilities.

It shall also be consistent with the QEEnHSMS policy established by the organization and

shall lead to activities that continually improve energy the organizationsperformance.

4.3.Determining the scope of the management systemThe organization shall determine the needs, boundaries and applicability of the

QEEnHSMS to establish its scope.

When determining this scope, the organization shall considerconducting an initial review

which consist of but not limited to:

a) the processes referred to in 4.1; and

b) the requirements referred to in 4.2.

The scope shall be made available as documented information.

4.4.Management SystemThe organization shall establish, implement, maintain and continually improve the

management system, including the processes needed and their interactions, in accordance

with the requirements of this QEEnHSMS and the management system

standards/specifications to which it subscribes as defined in the Scope (4.3).

5. Leadership5.1.General

Person(s) in top management and other relevant management roles throughout the

organization shall demonstrate leadership with respect to the QEEnHSMS. The


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organization shall ensure that the management system performance achieves the intended

outcome(s).

Effective leadership requires

a) Ownership, demonstrated by commitment, understanding and involvement;b) Planning of tasks and resources within the framework of policy and objectives;c) Resource allocation ( including setting budgets);d) Assignment of responsibilities, authority and accountability;e) Support for innovationf) Coordination of planning across the organization and agreed delegation of dutiesg) Ensuring that decisions are followed through and performance assessed against

predetermined criteria

h) Determining the effectiveness of the organizations current management systemi) Identifying, planning and implementing opportunities for improvement

j) Communication of the organizations values and policies unambiguously throughoutthe organization and ensuring understanding and acceptance of these.

In order to boost the management system performance, adequate resources shall be

provided too.

NOTE- This can also be shown, for example, by motivating and e mpowering persons to contribute to the

effectiveness of the QEEnHSMS.

5.2.PolicyTop management shall establish a QEEnHSMS policy. The policy shall:

a) be appropriate to the purpose of the organization,b) provide the framework for setting and reviewing of QEEnHSMS objectives;c) include a commitment to satisfy applicable requirements including legal, customer

and other requirements

d) include a commitment to continual improvement of the QEEnHSMSe) be communicated within the organization

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f) be available to interested parties and public, as appropriateg) is regularly reviewed, and updated as necessary

The organization shall retain documented information on the QEEnHSMS policy and the

cross-references to its objectives and target set.

5.3.Organizational Roles, Responsibilities, Accountabilities and AuthoritiesTop management shall ensure that the responsibilities, accountabilities and authorities for

relevant roles are assigned and communicated within the organization.

Therefore, a structure of organization shall be decided by the Top Management.

Top management shall assign the responsibility, accountability and authority for

a) ensuring that the QEEnHSMS conforms to the requirements of this standard

b) reporting on the performance of the QEEnHSMS to top management

The responsibilities, accountabilities and authorities shall be clearly defined and

documented, as which should promote towards the organizations achievement of the

policy and objectives.

(NOTE-

i)

Since the management roles throughout the organization shall demonstrate leadership (asper 5.1) to the QEEnHSMS, assigning of Management Representative is optional to the

organization)

ii) The exercise of clause 5.3 shall be accounted in line with the requirements of clause 6.

6. Planning6.1.Actions to address risk and opportunities

The organization shall consider the issues referred to in 4.1 and the requirements referred

to in 4.2 and determine the risks and opportunities that need to be addressed, through

initial review,to

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a) assure the management system can achieve its intended outcome(s)b) prevent or reduce, undesired effectsc) realize opportunities for improvement.The organization shall:

a) evaluate the need to plan actions to address these risks and opportunities, and

b) determine where applicable, on how to

i) integrate and implement these actions into its QEEnHSMS processes (see8.1)

ii) ensure information will be available to evaluate if the actions have beeneffective (see 9.1)

6.2.Objectives and planning to achieve themTop management shall ensure that QEEnHSMS objectives are established and

communicated for relevant functions and levels within the organization.

The QEEnHSMS objectives shall:

a) be consistent with the QEEnHSMS policyb) be measurablec) take into account applicable requirementsd) be monitored and updated as appropriate

The organization shall retain documented information on the QEEnHSMS objectives.

To achieve its QEEnHSMS objectives, the organization shall determine:

a) who will be responsibleb) what will be donec) what resources will be required


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d) when it will be completede) how the results will be evaluated

This involves considerations such as

a)analysis of what the organization needs for an effective management systemb)identification of required components and activitiesc)establishing the current situation including, identification of processes and

activities

d)establishing of an implementation plane)documentation of proceduresf) ensuring relevant resources are availableg)training of management personnelh)training of employees

e) In order to achieve maximum effectiveness and to satisfy customer and stakeholderexpectations, it is essential that the management system be appropriate to the type of

activity, the products and services being offered and to the expectation of interested

parties.

7. Support7.1.Resources

The organization shall determine and provide the resources needed for the QEEnHSMS.

This shall be carried out during the initial review. Management should identify, prioritize

and provide the appropriatehuman, information, infrastructure, work environmentand

financial resources essential to the implementation of an organizations policies and the

achievement of all its objectives. To provide these resources, it may be necessary to:

a) Train or retrain personnel to acquire the necessary skillsb) Seek additional personnel, either on a temporary or permanent basis to acquire the

necessary skills

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c) Improving the performance of an organization requires the involvement and cooperationof all employees and the development of a supportive organizational culture.. It also

requires an environment where employees have the opportunity and are motivated to

effectively contribute as part of the team.

7.4.CommunicationThe organization shall determine the need for internal and external communications

relevant to the QEEnHSMSduring abnormal and emergency conditionsincluding with a

number of parties, for example:

a) External parties such asi) Regulatory or statutory authorities;ii) The communityiii)The media

b) Internal parties such asi) Key holders;ii) Safety and security personnel;iii)Relevant management personnel

Abnormal condition arises from an activity which does not occur on a routine basis. But, it

causess impact to organizations QEEnHSMS activities or management system..

Emergency condition arises from activities which cause serious impact to organizations

QEEnHSMS activities or management system..

The communication activity shall consider what, when and to whom the organization should to

communicate

a) what to communicateb) when to communicate

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c) to whom it will communicate7.5.Documented information

7.5.1. GeneralThe organizations QEEnHSMS shall include:

a) documented information required by this standardb) documented information determined by the organization as being required

for the effectiveness of the QEEnHSMS which include operational

processes and procedures.

7.5.2. Creating and updatingThe process for creating and updating documented information shall ensure

appropriate:

a) Description and document index (e.g. a title, date, author, number, revisionstatus )

b) format (e.g. language, software version, graphics) and media (e.g. paper,electronic)

c) review and approval for adequacyNOTE The extent of documented information for a QEEnHSMS can differ from one organization

to another due to:

i) the size of organization and its type of activities, processes, products and services,ii) the complexity of processes and their interactions, and

iii) the competence of persons7.5.3. Control of documented information

Documented information required by the organizations QEEnHSMS and by this

standard shall be controlled.

Control of documented information shall include the following, as applicable:

a) Access


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b) Identificationc) Distributiond) Storage and preservatione) Retrieval and usef) Control of changes (e.g. version control)g) Preservation of legibility (i.e. clear enough to read)h) Prevention of the unintended use of obsolete informationi) Retention and disposition

Documented information of external origin determined by the organization to be

necessary for the planning and operation of the QEEnHSMS shall be identified as

appropriate, and controlled.

When establishing control of documented information, the organization shall

ensure that there is adequate protection for the documented information (e.g.

protection against compromise, unauthorized modification or deletion).

NOTE Access implies a decision regarding the permission to view the documented information

only, or the permission and authority to view and change the documented information, etc

8. Operation8.1.Operational Planning and Control

The organization shall determine, plan, implement and control those processes of

QEEnHSMS needed to address the risks and opportunities determined in 6.1 and to meet

requirements, by:

a) establishing criteria for those processesb) implementing the control of these processes in accordance with the criteriac) keeping documented information to demonstrate that the processes have been

carried out as planned.

Processes which are important to product or service quality, safey or environmental

impact including significant energy use should be planned, approved, monitored and


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e) ensure that the results of the audits are reported to the top management and otherrelevant management levels

f) retain documented information as evidence of the results.9.3.Management Review

Top management shall review the organization's QEEnHSMS, at planned intervals, to

ensure its continuing suitability, adequacy and effectiveness.

The management review shall include consideration of:

a) the status of actions from previous management reviews;b) Review of QEEnHSMS policyc) information on the QEEnHS performance, including trends in:

i) monitoring and measurement evaluation results including objectives and targets evaluation of compliance to legal and other requirements,

ii) nonconformities and corrective actions andiii) audit resultsiv) relevant communication with internal and external parties including

complaints

d) changes in external and internal issues that are relevant to the QEEnHSMS,e) opportunities for continual improvementf) projected performance for the following period

The outputs of the management review shall include decisions related to continual

improvement opportunities and the possible need for changes to the QEEnHSMS.

The organization shall retain documented information as evidence of the results of

management reviews.


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10.Improvement10.1. Nonconformity and corrective action

The organization shall:

a) identify nonconformities,b) react to the nonconformities, and as applicable

i) take action to control, contain and correct them,ii) deal with the consequences

c) The organization shall also evaluate the need for action to eliminate the causesof nonconformities, including:

d) reviewing nonconformitiese) determining the causes of nonconformities,f) identifying if potential similar nonconformities exist elsewhere in the

QEEnHSMS

g) Evaluating the need for action to ensure that nonconformities do not recur oroccur elsewhere

h) determining and implementing action needed, andi) reviewing the effectiveness of any corrective action taken.

j) making changes to the QEEnHSMS, if necessaryCorrective actions shall be appropriate to the effects of the nonconformities

encountered.

The organization shall retain documented information as evidence of the nature of the

nonconformities and any subsequent actions taken, and the results of any corrective

action.

10.2. Continual ImprovementThe organization shall continually improve the suitability, adequacy or effectiveness of

the QEEnHSMS.


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Top management needs to ensure that the implementation of the management system

include provision for continual improvement on a sustainable basis.

Continual improvement refers to the actions taken throughout the organization to increase

the effectiveness and efficiency of activities and processes to provide added benefits to

both the organization and its customers.

NOTE The organization can use the processes of the QEEnHSMS such as leadership,

planning and performance evaluation, to achieve improvement.

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