Title Page
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Document No.
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Audit Title
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Client / Site
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Conducted on
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Prepared by
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Location
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Personnel
4.1 File Name, Issue Number, Page Number, Issue date
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Electronic Documentation
All electronic documentation is located on the Streetworks Server or through the internet via the Streetworks ‘Inbox’ portal.
Individual computers and the Vista program have individual password protection. Confidential account documents and
Employer documents are password protected.
ELECTRONIC BACK-UP:
Back-ups of electronic records are conducted daily (Monday-Friday) by the Administration Manager. Three-back up
copies are made and two are taken off the premises.
SUPERSEDED DOCUMENTS:
Superseded documents in electronic format (or which are converted to electronic format), will be stored on the
Streetworks Server in the relevant File.
: 2011 / Item 4.1 / 4.1.2 Superseded Documents -
Applicable control (s) in practice?
Hard Copy Hard copies are stored in accordance with Project Management Procedures or Administration Procedures as applicable. Hard copies of documentation are located: • ACCOUNTS: Accounts documentation is filed in the Financial Managers Office or on server at Head Office • IMS AND PROJECT DOCUMENTATION: IMS, Project and Reference documentation is located onsite with the Project Management Plan. • IMS MANUAL CONTROLLED COPIES: are not hard copied for use at Head Office. Any hard copy made which is not onsite with the Project Management Plan is uncontrolled. On approval of the Administration Manager, IMS Controlled Copies may be issued as required to clients, sub-contractors or suppliers. A Controlled Copies List, is maintained and supervised by the Administration Manager.
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Applicable control (s) in practice?
4.2 System and Project Review
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Audit Schedule
The annual Audit Schedule is developed by the Management Team during the first Management Review of each calendar
year (April). It is maintained by the Management Team taking into consideration the status and importance of the process and
project activities to be reviewed as well as the findings from previous reviews.
/ 2011 / IMS / Item 4.2 System and Project Review / 4.2.1 Audit Schedule
Audits are planned, conducted and any findings reported in accordance with the Internal Audit Procedure -
Applicable control (s) in practice?
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Work place inspections (OH&S and Environment)
Workplace Inspections are conducted at commencement of the project. Projects that extend past 16 weeks require an additional
Workplace Inspection to be conducted. Workplace inspections will be conducted by either a qualified employee or contract
auditor.
The Project Management Plan contains a section for Internal Audits (such as Site Inspections) and indicates the number of
inspections required for the project duration.
Workplace Inspections are included in the Project Management Plan and are located as per:
/ 2011 / IMS / Item 4.1.8 / Procedure / Project Management Plan / Site Inspection Checklist -
Applicable control (s) in practice?
4.3 Management Review
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The Management Team will conduct an annual Management Review. The IMS is a ‘living’ manual and the review will assess
opportunities for improvement and the need for changes to the IMS including the Company Policy.
The Management Review will be conducted in accordance with the Management Review Agenda Procedure
/ 2011
Records of the Management Review are kept by the Administration Manager in electronic format on the Server -
Applicable control (s) in practice?
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Management Team Meetings
Quarterly Management Team Meeting will be conducted on the third Calendar month. Agenda items for meetings will be
conducted as per the Management Team Meeting Agenda:
: 2011 / IMS / Item 4.3.3 / Management Team Agenda
The meeting will include review of Project Plans, objectives and targets together with identified performance criteria.
Records of the Minutes of the Meeting are recorded and meeting stored in accordance with IMS 4.1. -
Applicable control (s) in practice?
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Staff Meetings, OH&S Meetings, Tool Box Meetings
In addition to the above Management Review and Management Team Meetings, Streetworks conducts regular staff meetings
to ensure regular communication and consultation as detailed IMS 4.7. All personnel are encouraged to provide feedback
regarding the development of any processes or controls that will affect the safety, environmental and / or quality activities. -
Applicable control (s) in practice?
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Fortnightly Safety Inspections
As per IMS 4.8, Fortnightly Safety Inspections will be conducted at all Streetworks workplaces. These will be conducted by
the Field Supervisors / Project Managers. Any items identified as actual or potential problems will be recorded on the Site
Inspection Report. The previous inspection form will be reviewed prior to the commencement of the safety inspection.
: 2011 / IMS / Item 4.1.8 / Master Copies -
Applicable control (s) in practice?
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Audit & Inspection Results
Audit and Inspection results will be assessed at the Management Team Meetings and the Management Review and utilised to
achieve better Business Practices and improve the IMS as required.
Consultation occurs and information is shared regarding audit and inspection results via the communication forums as per IMS
4.7.
Non-conformances, incidents and corrective actions will be managed in accordance with IMS 4.4. -
Applicable control (s) in practice?
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Non-conformance and Incidents
Where a non-conformance (NCR), or Incident (safety, environmental), Quality, OH&S or Environmental Issue is identified, it is
everyone’s responsibility to ensure to report it as soon as possible to the relevant Manager or Supervisor.
Urgent issues will be followed up with the relevant Project Manager and the Senior Management team will be advised. In the
case of Environmental non-conformance, action must be taken to control and correct the issue. Immediate interventions’ include
mitigating adverse impacts on the Environment. All attempts must be made to eliminate any Environmental non-conformance
to prevent recurrence, and:
1. Review the issue
2. Determine the cause of non-conformance
3. Determine if similar non-conformances exist or could potentially exist
4. Review the mitigating actions effectiveness
5. Make changes to the Environmental Management system if required.
A Non-Conformance/Suggestion Form will be raised for any departure from the measures and controls implemented on any
work site, including incidents. In addition, the form can be used for suggestions to improve measures or controls or to report
hazards.
Non-conformances and Suggestions are reported using Non-Conformance/Suggestion Form which covers OH&S,
Environmental, Documentation and Product NCRs or Incidents.
Copies of these forms are included with the Project Management Plans and the master copy is as per:
/ 2011 / IMS / Item 4.1.8 / Project Management Plan / Non-Conformance-Suggestion Form -
Applicable control (s) in practice?
4.4 Improvement and Preventative Action
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The IMS is continually improved through the Management Review process, implementation of the policies and objectives,
internal audits and corrective actions as well as from suggestions from employees. Service and system improvements can be
pro-actively identified which increase IMS performance, quality and service delivery.
NCR’s and / or incidents will be dealt with by one or more of the following means:
• Eliminating the cause;
• Authorising use, release or acceptance where applicable and / or
• Taking action to preclude its original or unintended use
Minor problems will be rectified immediately by the Field Supervisor. Non-conformance Corrective Actions are made in
accordance with the Non-conformance Procedure. When non-conforming product is corrected it shall be subject to reverification
to demonstrate conformity to the requirements.
/ 2011 / IMS / Procedures / Non-conformance Procedure -
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Environment incidents will be dealt with by the specific Project Manager with the Environmental Officer available for
advice if required. -
Applicable control (s) in practice?
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OH&S Incident Reports may be completed on site for the OH&S Manager to review. If applicable, the OH&S Manager
and the relevant Manager will conduct an investigation. Results will be disseminated as per IMS 4.7. -
Applicable control (s) in practice?
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Relevant safety changes are provided by the OH&S Manager in consultation with the Site Supervisor or relevant Manager.
The Manager or Site Supervisor responsible for the process / activity will ensure that timely, appropriate action is taken to
eliminate any detected non-conformities and their contributing factors in accordance with processes outlined in IMS 4.4. -
Applicable control (s) in practice?
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Investigations
Investigations will be conducted when required with the aim of establishing organisational controls to prevent a recurrence,
reduce the probability of a recurrence or reduce to consequences associated with the hazard or threat.
At the discretion of the Management Team, incidents that are reportable to Worksafe may be investigated internally by the
OH&S Manager and relevant Managers. If deemed appropriate, Streetworks will utilise a qualified Consultant Investigator -
Applicable control (s) in practice?
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Communications & Recording
NCR’s, Incidents and Near Misses are reported, recorded and discussed with the relevant parties. Records are kept in the
Non-Conformance Folder in the Library.
Safety information is disseminated and discussed via the various meetings outlined in IMS 4.7 -
Applicable control (s) in practice?
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OH&S Reports including Improvements and Preventative Actions are maintained by the OH&S Manager in an OH&S Folder
located in the Library. -
Applicable control (s) in practice?
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Non-conformances are recorded in the Non-conformance Folder (Sections Q, O & E). This includes, Description-Action to
Rectify– Preventative Action – Item Closed Out or Open. -
Applicable control (s) in practice?
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Police Reports relating to burglary, or damage reports (based on incident reports from Police or Site Incident Report) are
filed in the Police Incidents Folder in the Library. -
Applicable control (s) in practice?
4.5 Legal and Legislative Compliance
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The Management Team will identify the documents that Streetworks must comply with (e.g. regulations, standards, codes of
practice etc) and copies are maintained at head office or available via other sources. Streetworks has established and maintains
subscriptions that provide access to all legal and legislative requirements that affect its operations, including those relevant to
OH&S and Environmental requirements. The documents listed in IMS 2 Scope of IMS are located in the LIBRARY –
References.
The information is communicated to all employees via the IMS procedures such as Inductions and where relevant to consultants
and sub-contractors.
The Management Team Meeting will review all project documentation prior to implementation to ensure all relevant Safety,
Environmental, Quality and legal and legislative requirements have been addressed. -
Applicable control (s) in practice?
4.6 Communication and Consultation
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Quarterly Meetings with Employees
These meetings are conducted at Head Office and all employees attend. The discussions covered are in accordance
with the Quarterly Meeting Minutes Form. During this meeting, all personnel are encouraged to be involved in the development of any processes or controls that
will affect the safety, environmental and / or quality activities. Included is information and issues from the Management
Team Meeting and Management Review. -
Applicable control (s) in practice?
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Toolbox Meetings
Toolbox Meetings are held on Project Sites the day following the OH&S Meeting. The Meeting is conducted by the
Field Supervisors and all personnel on site attend. Information covered at the OH&S Meetings are communicated to
onsite personnel for information, education and discussion. -
Applicable control (s) in practice?
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Safety Alerts
Safety Alerts are generated from OH&S Meetings when an issue is raised that needs to be communicated to the field
sites as soon as possible. Clients may also provide External Safety Alerts. These are printed off and discussed at the
Fortnightly Safety Meetings. Information is then passed to employees via Safety Alerts
The Safety Alerts are communicated by two possible means (dependent on the nature of the alert):
- verbally through the Tool Box Meeting; &/or
- Distributed to all locations via Site Supervisors. The Site Supervisors are responsible to ensure all Employees
and Sub-contractors sight and sign Safety Alert. The Safety Alert Forms are returned to Head Office and the
OH&S Manager for filing in the OH&S Folder (LIBRARY). -
Applicable control (s) in practice?
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External Communication with General Public
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- Following approval by the specific Project Manager, Streetworks may communicate with the general public to
inform them of works which may impact their daily community activities. This includes, but is not limited to, planned
road closures, water supply interruption or works which are foreseeable and such communication would allow
local residents to plan around. Proforma letters are retained on the Streetworks server -
Applicable control (s) in practice?
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External Communication with Other Entities
Entities impacted by works other than the general public, such as external contractors or local businesses, shall be
communicated with following approval of the Construction Manager or delegate. Entities which could be impacted by
Streetworks construction activities, or which are, or could potentially impact Streetworks construction activities, shall be
consulted with initially following approval. The impact on either party may dictate the level of communication required, i.e.,
formally by letter or at the local level. -
Applicable control (s) in practice?
4.7 Hazard and Risk Management/Aspects and Impacts
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Master Risk Register
The Master Risk Register identifies hazards and risk levels across the company and is a centralized information source for the
SWMS process and for managers. Hazards and Risk are assessed and recorded using SWMS (Safe Work Method Statement)
and Prestart Checklist (outlined below). The Risk Matrix is included in the Project Management Plan. Project specific SWMS
unique to that site may be identified through the field and project supervisors. The annual Management Review and other
processes detailed in IMS 4.3, 4.4, & 4.5 allow any additional hazards and controls identified to inform and update the Master
Risk Register. -
Applicable control (s) in practice?
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Job Specific Controls
• SITE SPECIFIC INSPECTIONS:
A site inspection to identify Hazards and manage Risks is completed by the Project Managers and Site Supervisors pre-construction
for each work site. This is done using the Prestart Checklist. -
Applicable control (s) in practice?
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SAFEWORK METHOD STATEMENT (SWMS) INDUCTION
Streetworks has developed SPECIFIC SWMS covering various activities undertaken during construction. All SWMS are
included in the Project Management Plans. -
Applicable control (s) in practice?
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FORTNIGHTLY SAFETY INSPECTIONS
Fortnightly safety inspections will be carried out on Projects by the Site Supervisor/Project Manager and are included in
the Project Management Plan. The Project Management Plan contains a section which identifies the number of inspections
required for the Project period. -
Applicable control (s) in practice?
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AIRBORNE CONTAMINANTS / HAZARDOUS MATERIALS
To manage the risks associated with employee exposure to airborne contaminants and hazardous materials it is a requirement
for staff working with hazardous materials to follow the guidelines set out in the relevant MSDS. Copies of the MSDS can be
found in the site office, and additional sub-contractor specific MSDS are to be provided by sub-contractors prior to commencing
their works. MSDS will include details of required PPE and equipment to use.
The storage of hazardous materials on site should be limited to when works are occurring, and once no longer required on site
it is the Site Supervisor responsibility to ensure it is removed from site. If storage is a necessity, all containers are to be sealed
and clearly labelled. Warning signs are provided at the locations where hazardous materials are stored.
Where suspected asbestos is found on site, staff are to cease works, web off the area and notify the Site Supervisor/Project
Manager who will engage an approved sub-contractor to complete required disposal works.
The validity of the MSDS and its use on site along with site management practices shall be monitored by way of Chemical Risk
Assessment Inspections and determined prior to project starting. -
Applicable control (s) in practice?
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FALLING OBJECTS
To minimise risks associated with falling objects, all plant and equipment have nominated ‘no go zones’ for ground staff. This
information can be found on all plant and is covered in the site induction and relevant SWMS. Hard hats must be worn when
working near mobile plant and staff should utilise nominated access points and walkways.
Staff working on site are required to keep a safe and clear working area, ensuring items aren’t left on the ground near the edge
of trenches where they may risk falling. For storage and delivery of materials on site, all loads must be secured and items must
be stacked so they cannot slide, fall or collapse. -
Applicable control (s) in practice?
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FALLS
Staff are required to flag off any open trenches/pits, or organise temporary fencing on larger open excavations to minimise the
risk of falling into these areas. Working in isolation around any open trenches should, where practicable, be avoided.
Staff should follow the recommended method for getting in and out of machinery to avoid falling. This information can be found
in the plant manual or on a sticker on the side of the machine.
Materials and tools should not be left on the ground where there is a risk that someone will trip over them.
4.8 Health Monitoring and surveillance
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Where appropriate and at least where specified by legislation, the health of employees exposed to specific hazards shall be
monitored and recorded, in accordance with Streetworks IMS Section 4.0, 6.0 & 7.0.
Streetworks will identify those situations where employee health surveillance is required and will implement appropriate
systems. Employees will be provided access to their own individual results.
In addition, Streetworks engage the services of an audio testing consultant to test staff in June every two years (every even
numbered year)
4.9 Emergency Preparedness
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Streetworks Pty Ltd will identify all potential emergency situations and develop procedures for preventing and mitigating any
OH&S illness or injury and/or any environmental incidents. Emergency Incidents are managed in accordance with the Incident
Emergency Procedure. -
Applicable control (s) in practice?
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Emergency plans for Head Office are located at all main exits. An emergency evacuation plan is developed for each workplace,
including Head Office. All employees will be made familiar with the plan by the Field Supervisor. The plan will detail
• Evacuation signal
• Evacuation procedure
• Muster point
These procedures will be tested and reviewed every 12 months at Head Office, and particularly after the occurrence of any
incident or emergency situation. All staff, sub-contractor and relevant other parties will be trained in the procedures relevant to
site activities and records of the training will be maintained. -
Applicable control (s) in practice?
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Emergency response procedures specific to site are located within the site office. All employees will be made familiar with the
plan by the Field Supervisor upon induction. The plan will detail:
• Emergency Response Procedures
• Nearest medical facilities
• First aid summary
These procedures shall be tested and reviewed for each site after commencement of works, and particularly after the
occurrence of any incident or emergency situations. A procedure (PRO 80) to document the emergency scenario chosen
ensures that lessons learnt are transferrable to all Streetworks sites. This procedure shall be completed and retained as part
IMS 4.0. Procedures relevant to site to be reviewed monthly as part of site inspections. All staff, sub-contractor and relevant
other parties will be trained in the procedures relevant to site activities and records of the training will be maintained -
Applicable control (s) in practice?
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Emergency Information
Each Project Management Plan contains the following information, specific to the individual project where required:
1. Emergency Evacuation Plan
2. Emergency Telephone Numbers
3. Site Construction Rules
4. Emergency Procedures
5. Any other Site-Specific information -
Applicable control (s) in practice?
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An Emergency Response Plan for each works site will be documented and will include:
• Melway Reference
• Emergency controls necessary including
List of First Aiders.
Emergency contact numbers.
Evacuation Procedure.
On Site: The Emergency Information is displayed on the Site Shed wall for ease of reference and the information is part
of the On-Site Inductions.
Office: The Emergency Information is displayed upstairs and downstairs in a visible location at Head Office and in the
Workshop. The information is part of the Company Induction Procedure. -
Applicable control (s) in practice?
4.10 First Aid
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For each site an assessment is made prior to works commencing and a site-specific Emergency Information for Site plan is
produced. This nominates the emergency procedure to be followed and the first aiders for that site.
All full-time employees at Streetworks are trained in Level 2 First Aid and CPR. This training is updated every 2 years, with
the CPR refresher completed during the alternating years.
First Aid Kits are stored at each site in site sheds and/or containers. All Streetworks excavators, backhoes, graders and
Streetworks vehicles have a first aid kit in their cabin. When items get used on site it is the staff responsibility to notify the
administration manager so that items can be replenished before next use. The First Aid Kit checks are listed as an item on the
Fortnightly Safety Inspections.
A First Aid Kit location register is maintained by the Administration Manager: -
Applicable control (s) in practice?
