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Doc/Rec No NCSB-HSEMS

NAKANO CONSTRUCTION SDN BHD


Reference OHSAS 18001:2007

Date 29-10-2012
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Revision No. Details of Revision (Refer to Document Control Notice, DCN)


00 New Release
01 DCN001/2010 dated 27-04-2010
02 Refer to DCN032/2011
03 Refer to DCN059/2012

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Reference OHSAS 18001:2007

Date 29-10-2012
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1.0 INDEX OF CONTENTS

Section No.
TITLE
in Manual
1.0 INDEX OF CONTENTS

2.0 COMPANY INTRODUCTION

3.0 TERMS AND DEFINITIONS

4.0 PURPOSE

5.0 GENERAL REQUIREMENTS

6.0 HEALTH SAFETY & ENVIRONMENTAL POLICY STATEMENT

7.0 HEALTH SAFETY & ENVIRONMENTAL PLANNING

8.0 LEGAL AND OTHER REQUIREMENTS

9.0 REVIEW, REVISION AND UPDATE OF DOCUMENT

10.0 ANNUAL HEALTH SAFETY & ENVIRONMENTAL TARGET AND OBJECTIVES

11.0 ANNUAL HEALTH SAFETY & ENVIRONMENTAL PROGRAM

12.0 RESOURCES, ROLES, RESPONSIBILITY, ACCOUNTABILITY and AUTHORITY

13.0 COMPETENCE, TRAINING AND AWARENESS

14.0 COMMUNICATION, PARTICIPATION AND CONSULTATION

15.0 DOCUMENTATION

16.0 CONTROL OF DOCUMENTS

17.0 OPERATIONAL CONTROL

18.0 EMERGENCY PREPARENESS AND RESPONSE

19.0 EMERGENCY RESPONS PLAN

20.0 PERFORMANCE MEASUREMENT AND MONITORING

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21.0 EVALUATION OF COMPLIANCE

22.0 INCIDENT INVESTIGATION

23.0 NONCONFORMITY, CORRECTIVE ACTION AND PREVENTIVE ACTION

24.0 CONTROL OF RECORDS

25.0 INTERNAL AUDIT

26.0 MANAGEMENT REVIEW

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2.0 COMPANY INTRODUCTION

Ever since NAKANO CORPORATION GROUP ventured its overseas arms into South East Asia
by establishing an office in Singapore in 1975, we have continued to expand our overseas
presence. A company was set up in Malaysia in 1982, under the name NAKANO (MALAYSIA)
SDN BHD. Later, a holding company was established in 1991 under the name NAKANO
CONSTRUCTION SDN BHD to serve our valued clients with professional and competent service
in meeting their specified requirements in construction activities.
With rapid business expansion for the past several years, NAKANO has progressively set up
permanent offices in Kuala Lumpur, Penang and Johor Bahru. The strategic location of these
offices has enabled us to serve our valued clients throughout Malaysia better. Our success in
Malaysia is due to our continuous commitments to provide the best service for our clients by
comprehending and transforming their needs into quality products. Our personalized service
means serving our clients with sincerity, dedication and ingenuity. With this unwavering approach,
we are determined to serve our clients fullest.
We have undertaken no less than 160 major projects in Malaysia. Our vast experience, technical
know-how and project management techniques have enabled us to attain distinctions with regard
to safety, quality and on-time completion

The following Malaysia Head Office and branches is covered by this OHSAS 18001:2007 as
below:

Kuala Lumpur Head Office


Block B, 15-4-2, Megan Salak Park,
Jalan 1/125E, Taman Desa Petaling,
57100 Kuala Lumpur.

Johor Bahru Branch


12A & 14A, Jalan Bertam 14,
Taman Daya,
81100 Johor Bahru,
Johor.

Penang Branch
345J, 2nd Floor, Bangunan Kelab Gelugor,
Jalan Sultan Azlan Shah,
11700 Penang.

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3.0 TERMS AND DEFINITIONS

Acceptable Risk
Risk that has been reduced to a level that can be tolerated by the Company having regard to its legal
obligations and HSE Policy.
Audit
An evidence gathering process which is systematic and independent to determine whether activities and
related results comply with planned arrangements and whether these arrangements are implemented
effectively and are suitable to achieve the stated objectives.
Confined Space
An irregular workplace with restricted means of entry / exit, containing hazardous atmospheric condition /
material / sustains with potential to cause severe injury or ill health.

Contract
Documents on formalized agreements or agreed requirements.

Company or Nakano
Nakano Construction Sdn. Bhd.

Continual Improvement
Set of activities that the company periodically carries out in order to enhance HSE Management System. It
is achieved by conducting audits, performing management reviews, data analysis, setting objectives and
implementing corrective and preventive actions consistent with HSE Policy.
Corrective Action
Action(s) to eliminate / prevent / reduce risk of injury / ill health / environmental pollution detected as
reoccurring nonconformity / violation of SHE rules and regulations.

Document
Information and its supporting medium in the form of records both physical and digital.

DOSH
Department of Occupational Safety and Health.

Environment
Surrounding in which Nakano operates including air, water, land, natural resources, flora, fauna, human
and their interrelation.

Environmental Aspect
Element of Nakano activities / product / service that can interact with the environment.

Environmental Impacts
Significant changes to the environment resulting from Nakano activities / product / service.

ERP
Emergency Response Plan.

Hazard
Object, source, condition or act with the potential to cause harm / injury / ill health to any person in contact.

Hazard Identification
Process of recognizing / identify presence of hazard and defining its characteristics.

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Hierarchy of Control
The preferred list of control measures, in prioritized order that can be used to eliminate or minimize risk of
injury or ill health.

Health Safety and Environmental (HSE)


Conditions and factors that directly / indirectly affects the health and well being of employees / workers /
sub-contractors / suppliers / visitors / any other person affected by the Companys operation. This also
includes affects to the ecology and preservation of natural resources.

HSE Policy
An overall intentions / directives issued by the Company highest authority possible to express HSE
compliance with legislative requirements / applicable standards, commitment toward safeguard of human
life and conservation of natural resources.

Ill Health
Visible / identifiable adverse effect towards physical well being or metal conditions arising from / worsen by
work related activities / condition of work place / chemical sustains.
Incident
Undesired / unplanned work related event resulting in physical injury / ill health / property damage /
environmental pollution.
LOTO system
Lockout Tagout system refers to isolation and identification of power supply devices during potentially
hazardous maintenance / connection operation whereby remote triggering is likely to occur.
Lost Time Injury (LTI)
Physical injury whereby the person is render incapable of performing routine / normal duty for a specific
time period.
MPSP
Minor Project Safety Plan - is the basic guidelines and details regarding typical HSE identification,
implementation, control and evaluation for any specified minor project (contract sum below RM500, 000.00)
Nonconformity
Failure to comply / fulfill with requirements of the ISO18001:2007 requirements / legislative requirements /
HSE rules and regulations / duties and responsibility of certain individual.

PIC
Person in-charge, this is referred to specific individual responsible to monitor and ensure proper completion
of overall / specific task at the workplace regardless Company staffs or sub-contractor key representative.

Preventive Action
Action(s) to eliminate / prevent risk of injury / ill health / environmental pollution before becoming any
nonconformity / violation of HSE rules and regulations.
PSP
Project Safety Plan, is the basic guidelines and details regarding HSE identification, implementation,
control and evaluation for any specified project.

Risk
Combination of the likelihood of an occurrence of a hazardous event or exposure(s) and the severity of
injury / ill health / property damage that can be caused by the event exposed.

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Reference OHSAS 18001:2007

Date 29-10-2012
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Risk Assessment
Process of evaluating the risk arising from hazard(s), taking into account the adequacy of any existing
controls, and deciding whether or not the risk(s) is acceptable.

TBM
Toolbox Meeting HSE talk to respective co-workers before starting of work.

4.0 PURPOSE

4.1 To establish safe system of work in compliance to related statutory requirements;


4.1.1 Occupational Safety and Health Act 1994 (Act 514)
4.1.2 Factories and Machinery Act 1967 (Act 139)
4.1.3 Environmental Quality Act 1974 (Act 127)

4.2 To establish safe and healthy working environment for the workers, sub-contractors and
any person that may be affected by the construction operation respective towards our
Company basic philosophy to prioritize Human Respect (Value Human Life).

4.3 To minimize and reduce risk of injury / ill health to the workers / sub-contractors / public
from exposure to hazardous activities.

4.4 To implement and enhance HSE Management System with elements of continual
improvement consistently with our HSE Policy.

4.5 To demonstrate conformity with OHSAS 18001:2007 Standard by;


4.5.1 Making self-determination and self declaration
4.5.2 Seeking confirmation of its conformance by any parties having an interest in our
Company
4.5.3 Achieve certification / registration of our HSE Management System by an external
organization

4.6 To establish a HSE Committee to review and execute matters related to occupational
safety, health & environmental.

4.7 To establish a procedure for orderly and systematic control of workers and sub-contractors
to execute their duties respective towards HSE.

4.8 To provide necessary means of training and information for workers and sub-contractors
respective to safety, health and environment.

4.9 To control the use of machinery / equipment respective towards human safety and
environmental protection.

4.10 To reduce environmental impact due to our operations by applying strategic control
towards personnel awareness, machine operation, construction methods and the use of
chemicals.

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Reference OHSAS 18001:2007

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4.11 To establish emergency plans for any potential emergency situations so as to ensure
immediate appropriate response(s) is taken to safe guard human life and Company
property.

5.0 GENERAL REQUIREMENTS

5.1 The HSE Management System scope is for Provision of Building Construction and other
Civil Engineering Works defined under this manual as Impermanent Workplace. It also
covers Permanent Workplace with significant HSE aspects.

5.2 The Companys Managing Director or his delegate is required to demonstrate the
Company commitment towards occupational HSE and make official policy statement
regarding these issues.

5.3 Each employees, sub-contractors, suppliers and persons involved with our operation have
legal as well as social obligation towards the Company, co-workers, their family and the
society for compliance with Company HSE Management System.

5.4 Company HSE Management System shall be applicable under the followings;
5.4.1 Employees, sub-contractors, suppliers and any personnel performing task for the
Company
5.4.2 All operations, processes, equipment, machinery and services at the workplace
5.4.3 Activities of Company personnel or designated sub-contractor at any workplace /
premises other than the Company
5.4.4 Change in requirements / process / control / material at the workplace
5.4.5 Product / output / waste generated from processes for the Company
5.4.6 Facilities at the workplace regardless the owner of the property
5.4.7 Activities / product / waste with significant / adverse affect to the surrounding
environment of the workplace

5.5 An establishment of committee organized for the development / implementation /


monitoring / review HSE Management System and operations.

5.6 The Company shall take steps to ensure ascertaining OHSAS 18001:2007 Standard and
maintain / fulfill conditions for continual certification.

6.0 HEALTH SAFETY & ENVIRONMENTAL (HSE) POLICY STATEMENT

6.1 HSE policy statement is released by the Companys Managing Director or his delegate to
demonstrate Companys commitment at the workplace for ensuring HSE protection.

6.2 The policy is revised from time to time in conjunction with Companys HSE goals and
objectives.

6.3 Current Company HSE Policy statement as per system document (HSEMS-N01) and will
be placed at prominent location within the workplace / offices for display to all personnel
and visitors.

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Reference OHSAS 18001:2007

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7.0 HEALTH SAFETY & ENVIRONMENTAL (HSE) PLANNING

7.1 HSE Planning shall be implemented to specified workplace with Company significant
operation as follows;
7.1.1 Permanent workplace such as;
7.1.1.1 Kuala Lumpur Head Office
7.1.1.2 Johor Bahru Branch Office
7.1.1.3 Penang Branch Office
7.1.2 Impermanent workplace such as;
7.1.2.1 Construction project site solely occupied by the Company
7.1.2.2 Construction project site under Clients occupied premises

7.2 Overall coordination of HSE planning shall fall under the responsibility of Company HSE
Department. Respective Department Heads and Section PIC shall ensure that HSE
planning is implemented accordingly within respective organization.

7.3 The HSE Manager shall observe and monitor effectiveness of HSE implementation based
on the Registered of Applicable Legal and Others Requirements (HSEMS-N03). The HSE
Department shall make the necessary recommendation to Management Representative /
Department Heads for any changes.

7.4 Permanent workplace in Management System shall be defined under office workplace
environment. HSE planning for office workplace shall be simplified into Office Safety Plan
(OSP) for better understanding of routine HSE operations by office personnel.

7.5 The HSE Manager and Admin Manager / respective office PIC person shall formulate the
OSP for respective office workplace as follows;

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Reference OHSAS 18001:2007

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7.6 OSP for any permanent workplace shall be simplified to routine office operation with
significant risk control and emergency preparedness plan. Content of typical OSP shall be
as follows;
7.6.1 Office Description
7.6.2 Company HSE Committee Organization
7.6.3 Emergency Responds Plan
7.6.4 Office Safety Plan Execution
7.6.5 Incident Reporting, Investigation and Action Plan
7.6.6 HSE Documentation and Control of Document
7.6.7 Nonconformity and Action Plan
7.6.8 Statistical Analysis and Review Mechanism
7.6.9 Attachment;
7.6.9.1 Hazard Identification / Environmental Aspect Impact Risk Assessment
Table (HSEMS-N02)
7.6.9.2 Flowchart for Emergency Situations
7.6.9.3 Type of forms used

7.7 The OSP may be revised based on relevancy and effectiveness of this plan to prevent
injury, ill health and significant environmental impact at the office workplace. HSE
Manager or Admin Manager shall make the appropriate nomination to the Top
Management for changes.

7.8 Impermanent workplace shall refer to construction project solely occupied by the
Company or work within a designated workplace under Clients occupied premises. Both
workplaces shall require proper HSE planning.

7.9 HSE planning for construction projects could be divided into the following types and the
applicable HSE plans as follows;

No Types of project Applicable HSE plan Remarks


Project Safety Plan Contract sum above
1 Major project
(PSP) RM500, 000.00
Minor Project Safety Plan Contract sum below
2 Minor works
(MPSP) RM500, 000.00

7.10 Project Safety Plan (PSP) is the basic guidelines and details regarding HSE
identification, implementation, controls and evaluation for any specified Major project.

7.11 Minor Project Safety Plan (MPSP) is the typical guideline and details regarding HSE
identification, implementation, controls and evaluation for any specified Minor works
project. Contents of MPSP is designed to simplify the entire HSE implementation and
control process to suit minor works conditions and short time frames.

7.12 First and foremost, the Project Manager or project PIC and HSE Manager / HSE PIC are
required to jointly formulate specific HSE planning for their appointed project ( major /
minor). This HSE plan shall form the basic guidelines and details regarding HSE
identification, implementation, control and evaluation with compliance to Company
HSEMS.

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7.13 PSP / MPSP shall compile the impermanent workplace HSE controls under the aspect of
significant risk control and emergency preparedness plan. Content of typical PSP / MPSP
shall be as follows;
7.13.1 Project Description
7.13.2 Project HSE Committee Organization
7.13.3 Emergency Responds Plan
7.13.4 Project Safety Plan Execution
7.13.5 Incident Reporting, Investigation and Action Plan
7.13.6 HSE Documentation and Control of Document
7.13.7 Nonconformity and Action Plan
7.13.8 Statistical Analysis and Review Mechanism
7.13.9 Attachment;
7.13.9.1 Hazard Identification / Environmental Aspect Impact Risk
Assessment Table (HSEMS-N02)
7.13.9.2 Flowchart for Emergency Situations
7.13.9.3 Type of forms used

7.14 MPSP shall compile also a typical format of PSP specifically designed for minor works
which might have smaller work scope and shorter time frame. Both PSP and MPSP are
designed to provide systematical process of identification, assessment and prioritizing
HSE aspects which the Company could control or make arrangement to improve the
situation / reduce risk and conservation of natural resources.

7.15 PSP / MPSP shall be kept at the respective project site to guide project staffs regarding
implementation of HSE Management system and OHSAS for the respective project. The
HSE risks / aspects at the workplace shall be identified by means of Hazard Identification /
Environmental Aspect Impact Risk Assessment Table (HSEMS-N02).

7.16 A generic and up to date Registration of Applicable Legal and Other Requirements
(HSEMS-N03) shall be maintained by HSE Department for evaluation of compliance to
applicable legal and other requirements of each PSP / MPSP.

7.17 Hazard identification is the process of identifying potential object / source / condition with
the potential to harm / injury / ill health to any person in contact.

7.18 Hazard identification shall be proactive and take into account the followings;
7.18.1 routine and non-routine operations
7.18.2 activities exposure to all personnel in the workplace
7.18.3 human factors
7.18.4 hazards originating from outside of workplace with significant affects towards HSE
of person under control of the Company
7.18.5 infrastructure, equipment and material at the workplace
7.18.6 changes and proposing changes in the Company, operation or materials
7.18.7 modification to the HSE management system and their impact on operations,
processes and activities
7.18.8 applicable legal requirements relating to risk assessment and implementation of
necessary controls
7.18.9 Design of working environment, processes, installations, machinery / equipment,
operating procedures and work organization including their adaptation to human
capabilities

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7.18.10 Situations arise from emergency conditions and incident which may cause injury /
ill health / environmental contamination / system control failure

7.19 The Hazard Identification / Environmental Aspect and Impacts Risk Assessment table as
per HSEMS-N02 shall become the baseline HSE aspect identification and assessment for
the Company.

7.20 This baseline will identify HSE aspects and assess the impacts to the Company including;
7.20.1 Legal and other requirements applicable (Register of Applicable Legal and Other
Requirements HSEMS-N03)
7.20.2 Potential to cause serious injury and ill health (Hazard Identification Environmental
Aspect / Impacts Risk Assessment table HSEMS-N02)
7.20.3 Significant environmental impact and property loss
7.20.4 Control(s) to eliminate / reduce / prevent serious injury, ill health and
environmental impacts

7.21 Results of the Hazard Identification / Environmental Aspect and Impacts Risk Assessment
table (HSEMS-N02) are documented as a record for future evaluation and reference for
new project, client or processes.

7.22 The likelihood and Lost Time Injury (LTI) relative to the hazard shall be assessed to
determine risk classification as follows;

Minor Moderate Critical


LTI under 4 days LTI between 4 -59 days Fatal or LTI > 60 days
Likelihood Severity Rating Likelihood Severity Rating Likelihood Severity Rating
Minor Minor 1 Minor Moderate 2 Minor Critical 3
Moderate Minor 2 Moderate Moderate 3 Moderate Critical 4
Critical Minor 3 Critical Moderate 4 Critical Critical 5

Likelihood & Severity clarification;


Minor Lost Time Injury under 4 days
Severity
Moderate Lost Time Injury between 4-59 days
(Degree of injury)
Critical Fatal or Lost Time Injury > 60 days
Minor Rare possible to happen
Likelihood Moderate Occasionally happen
Critical Frequent happen

7.22.1 Rating classification shall be assessed as follows;


Needs for further
Risk rating Classification Definition of control status
control measures
1 Low risk Not necessary Well controlled
2 Acceptable risk Not necessary Control is sufficiently in place
3 Monitored risk Not necessary Sufficient control in place
4 Significant risk Yes Risk exceeding control
5 High risk Yes Additional control required

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7.22.2 Result / rating of assessment and classification shall be considered when


determining control measures. Significant risk and Legislative non-compliance
item must be further evaluated to ensure that probability or consequence of
occurrence is reduced substantially.
7.22.3 Environmental element impact rating shall be determined based on legal
obligation or significant impact(s).

Insignificant Significant
Likelihood Severity Rating Likelihood Severity Rating
Rare Insignificant 1 Rare Significant 3
Occasionally Insignificant 2 Occasionally Significant 4
Frequent Insignificant 3 Frequent Significant 5

7.22.4 Acceptable risk and controlled risk shall be considered adequately controlled
based on The Hazard Identification / Environmental Aspect and Impacts Risk
Assessment table (HSEMS-N02).
7.22.5 Risk classified under significant risk may have more than one control measures in
place to control / reduce likelihood of occurrence. Further re-assess and controls
shall be considered to ensure that risk is reduced / controlled.
7.22.6 Management of Change shall apply directly to Significant Risk and High Risk
hazards. Whereas Monitored Risk, Acceptable Risk and Low Risk are considered
within compliance level. Any changes or updates pertaining to the Hazard
Identification / Environmental Aspect and Impacts Risk Assessment table as per
HSEMS-N02 should be made upon triggering of Change towards risk levels.

7.23 Determining of control(s) based upon assessment rating and classification


7.23.1 Determining of control(s) shall be considered based on the following Hierarchy of
Controls to reduce risks accordingly and prevent occurrence;
7.23.1.1 Elimination
7.23.1.2 Substitution
7.23.1.3 Engineering controls
7.23.1.4 Administration controls
7.23.1.5 Personal protective equipment
7.23.2 Control measures implemented as per Hazard Identification / Environmental
Aspect and Impacts Risk Assessment table (HSEMS-N02) were based on
practicality and adequacy at the workplace.
7.23.3 When faced with significant risk with high occurrence rate, more than one control
measures may be applied.

7.24 Review on effectiveness of control measures;


7.24.1 The role of HSE Department in the Company shall be to ensure that sufficient
emphasis is placed onto certain significant risk to eliminate / reduce its probability
of occurrence
7.24.2 The HSE Committee will review from time to time the adequacy of The Hazard
Identification / Environmental Aspect and Impacts Risk Assessment table
(HSEMS-N02) and make recommendation modification
7.24.3 Annual Management Review will also include any unresolved control measures
proposed by the Site Committee and effectiveness of controls to meet Company
Annual HSE Target and Objectives

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8.0 LEGAL AND OTHER REQUIREMENTS

8.1 Legal and other requirements / instructions related to Company operations shall be taken
into consideration based on adequacy. Legal risk to compliance flow / classification as
follows;

8.2 The HSE Department shall identify and register the applicable regulations / sections of
legal and other requirements related to the Company in Register of Applicable Legal and
Other Requirements (HSEMS-N03). Abstraction shall consist from the following sources;
8.2.1 Occupational Safety and Health Act 1994 ( Act 514 ) and all its applicable
regulations
8.2.2 Factories and Machinery Act 1967 ( Act 139 ) and all its applicable regulations
8.2.3 Environmental Quality Act 1974 ( Act 127 ) and all its applicable regulations
8.2.4 Lembaga Pembangunan Industri Pembinaan Malaysia Act 1994 ( Act 520 )
8.2.5 Client requirements related to HSE
8.2.6 Others

8.3 These document shall be controlled as external reference publication according to


Procedure for Control of Documents and Records ( SP-01 ).

8.4 HSE Department shall ensure communication with the relevant Project Leaders, Project
Managers, staffs, sub-contractors and any person affected by the Company operation
regarding compliance of these requirements.

8.5 Each Company employees and sub-contractors / suppliers / workers must participate in
activities related to legal and other requirements. Element of each person duties and
responsibilities have been specified in employee job description (JD) under Company
System Manual.

8.6 HSE Department shall keep Register of Applicable Legal and Other Requirements
(HSEMS-N03) up to date and advise the Company on any legislative changes and new
requirements pertaining to HSE.

8.7 Changes or updates will take place from time to time depending on any official release /
implementation of legal and other requirements which will be monitored by HSE
Department. Changes will have to register using Document Control Notice, DCN (SP01-
QA-005) with approval from respective Department Head.

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8.8 The completed DCN (SP01-QA-05) shall be submitted to QA Executive for verification and
execution.

9.0 REVIEW, REVISION AND UPDATE OF DOCUMENT

9.1 Any changes / updates for all HSE document under this Management System shall be
initiated by the HSE Department and discussed / finalized by the Top Management.

9.2 Frequency for revision shall be determined / initiated by HSE Department with approval
from the Management Representative.

9.3 QA Executive shall ensure that the amended document is updated and disseminated to
each official recipient of HSE Management System for proper circulation / transfer of
information to key personnel and Departments.

10.0 ANNUAL HEALTH SAFETY & ENVIRONMENTAL (HSE) TARGET AND OBJECTIVES

10.1 The Project General Manager shall establish HSE Target (HSEMS-N04) for every financial
period based upon the Managing Director decision. This target shall be incorporated into
Company daily operation and implemented by every level within the Company.

10.2 Each Project Manager must ensure cooperation and participation by respective project
staffs and subordinates to meet Company HSE Targets and Objectives.

10.3 Annual HSE Target (HSEMS-N04) shall be updated annually by Top Management after
every financial year change.

11.0 ANNUAL HEALTH SAFETY & ENVIRONMENTAL (HSE) PROGRAM

11.1 Annual HSE programs shall be based on Annual HSE Target (HSEMS-N04) to derive
specific HSE activities at the beginning of every project mobilization meeting.

11.2 Project Manager shall appoint HSE PIC for the each project to execute specified HSE
programs and activities. HSE Manager will advise and assist when required.

11.3 Every Company staff and sub-contractors / suppliers / workers must cooperate and
comply with this target plan.

11.4 Each personnel HSE duties and responsibilities have been specified in employee job
description (JD) under Company System Manual and HSE Management System.

11.5 HSE Manager shall coordinate with related Department / Project Leaders / Project
Managers / HSE PIC / PIC regarding proper execution of HSE programs within the
specified time frame. Monthly result / achievement of HSE sub-topic shall be recorded in
Project Monthly HSE Report.

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11.6 The HSE PIC is responsible to ascertain the actual data / information regarding key
elements included in the Project Month HSE Report. The information shall be categorized
as follows;
11.6.1 New HSE implementation
11.6.2 Monthly HSE progress activities
11.6.3 HSE Promotional activities
11.6.4 Project HSE Committee
11.6.5 Project HSE Inspection
11.6.6 Incident Summary
11.6.7 Project HSE observation

11.7 The Project Monthly HSE Report will serve as important tools to record and proof HSE
program implemented in compliance with statutory requirements and OHSAS standards.

12.0 RESOURCES, ROLES, RESPONSIBILITY, ACCOUNTABILITY AND AUTHORITY

12.1 Top Management shall demonstrate commitment by establishing HSE Policy (HSEMS-
N01) and provide adequate resources essential to establish, implement, maintain and
improve HSE Management System. The Managing Director shall hold ultimate
responsibility for HSE legislative compliance and HSE Management System.

12.2 The Managing Director shall be accountable for the action and results of those operate
under the directives of the Top Management. The Managing Director specific HSE roles
and authority are as follows;
12.2.1 Ensuring that HSE Management System is established, implemented and
maintained in accordance with OHSAS Standards
12.2.2 Ensuring that the reports on the performance of the HSE Management System
are presented to Company Management for review and used as a basis for
continual improvement of the HSE Management System
12.2.3 Hold position as Chairman for Company HSE Committee

12.3 The Managing Director shall define roles and allocate functional duties towards respective
Department Heads and Managers. These individual will hold substantial responsibility
towards maintaining HSE Management System among respective field of expertise and
subordinates.

12.4 General HSE responsibilities of Department Heads and Managers are as follows;
12.4.1 Ensure that activities carried out at respective Department / field of expertise /
direct workers / subcontractors are in accordance with Registration of Applicable
Legal and Other Requirements (HSEMS-N03)
12.4.2 Ensure that activities carried out at respective Department / field of expertise /
direct workers / subcontractors are recommended HSE considered methods
12.4.3 Ensure proper implementation and effective monitoring of HSE Management
System within respective Department / project sites
12.4.4 To initiate preventive and corrective actions in the event of any nonconformity
observed at respective Department / project sites
12.4.5 To identify the training needs of respective Department personnel for HSE training
and skill improvement
12.4.6 To identify / control / maintain HSE records / document related to the Department

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12.4.7 Implementation of HSE Policy (HSEMS-N01) and HSE Target (HSEMS-04) to


incorporate with routine Departmental functions
12.4.8 Attend HSE Committee meeting and cooperate with Committee Chairman /
Management Representative for execution of HSE promotional activities

12.5 The Company shall establish Company HSE Committee and Project HSE Committee for
implementation / planning / measurement / review of sub-topics as follows;
12.5.1 Review changes for HSE Management System
12.5.2 Update legal and other requirements
12.5.3 Develop programs for safe system of work
12.5.4 Review effectiveness of safety programs
12.5.5 Inspect the workplace in respective to HSE
12.5.6 Report unsafe conditions and acts
12.5.7 Recommend action plans for unsafe conditions and acts
12.5.8 Observe risk of major environmental impact and take appropriate action to contain
/ isolate the contaminant from affecting flora and fauna system.
12.5.9 Investigate into any work-related incident, dangerous occurrence, occupational
poisoning or occupational disease
12.5.10 Study trends of incidents or diseases
12.5.11 Assist in organizing HSE promotional activities
12.5.12 Monitor and assist co-workers or subcontractors in compliance to HSE
requirements
12.5.13 Develop Company Emergency Respond Plan
12.5.14 Monitor effectiveness of control and implementation to ensure continual
improvement
12.5.15 Feedback any matters unresolved matters that required Top Management
decision

12.6 Company HSE Committee organization structure are as follows;

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12.7 The Company HSE Committee is organized by Managing Director as per indicated in
current Company HSE Committee Organization Chart (HSEMS-N05).

12.8 Committee members shall be appointed by the Chairman of the Committee. Every
members of the Committee is required to fulfill all duties and responsibilities specified
unless termination of employment / death / official removal of member by the Chairman.

12.9 The Company HSE Committee is comprise of the followings;


12.9.1 Chairman Managing Director
12.9.2 Vice Chairman Project General Manager
12.9.3 Secretary HSE Manager
12.9.4 Committee members for Employer Representatives Branch Manager from
various branch offices, Department Manager from various Departments and
Project Manager from various projects.
12.9.5 Committee members for Employee Representatives Assistant Manager from
various Departments, Assistant Project Manager from various projects and
nominated staff
12.9.6 Committee member QA Executive

12.10 Roles and Responsibility for Chairman of the Company HSE Committee are as follows;
12.10.1 Establish safety responsibilities for all level of staffs and sub-contractors
12.10.2 Promote HSE awareness among all level of staffs and sub-contractors
12.10.3 Ensure that HSE Committee is set up in compliance with any applicable statutory
requirements
12.10.4 Represent the Company Management in any matter relating to the HSE issues
discussed in the committee meeting
12.10.5 Feedback to the Managing Director / Top Management regarding any unresolved
matters / progress / activities from the committee
12.10.6 Apply suitable means to conserve / protect natural resources due to our Company
operation and take steps to minimize any possible environmental disaster
12.10.7 Review incidents and implementations for the purpose of prevention and
eliminating unsafe practices
12.10.8 Direct any person employed to take such actions deemed necessary in the
interest of HSE
12.10.9 Instruct Committee members to execute plans or investigate accident at the
workplace
12.10.10 Ensure that adequate HSE information and training are provided to the workers
and sub-contractors

12.11 Roles and Responsibility for Vice Chairman of the Company HSE Committee are as
follows;
12.11.1 Advise the Chairman and Committee regarding matters related HSE Management
System compliance
12.11.2 Assist the Committee Chairman in HSE activities for the compliance with any
applicable statutory requirements
12.11.3 Represent the Chairman during his absence for Committee meeting
12.11.4 Apply suitable means to conserve / protect natural resources due to our Company
operation and take steps to minimize any possible environmental disaster

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12.11.5 Review incidents and implementations for the purpose of prevention and
eliminating unsafe practices
12.11.6 Direct any person employed to take such actions deemed necessary in the
interest of HSE
12.11.7 Instruct Committee members to execute plans or investigate accident at the
workplace

12.12 Roles and Responsibility for Secretary of the Company HSE Committee are as follows;
12.12.1 Feedback to Chairman regarding any updates / requirements pertaining to HSE
for the Company
12.12.2 Assist with the development / amendment of Company HSE Management System
12.12.3 Provide advice and guidance to HSE Committee members
12.12.4 Record minutes of HSE Committee Meeting
12.12.5 Assist Committee members in carrying out their activities discussed in the
Committee Meeting
12.12.6 Assist the Committee with matters in compliance to relevant HSE legislation
12.12.7 Assist the Committee in providing counter measures to incident cases
12.12.8 To collect statistic on trend of incidents / disease / major spillage / major
environmental influence at the workplace
12.12.9 Assist with recording minutes of HSE Committee Meeting when needed

12.13 Roles and Responsibility for Committee Member of the Company HSE Committee are as
follows;
12.13.1 Represent respective co-workers in issues related to HSE at the workplace
12.13.2 Attend regularly scheduled Committee meetings for the purpose of discussing;
12.13.2.1 Review changes and updates for HSE Management System
12.13.2.2 Incident prevention methods
12.13.2.3 HSE promotion
12.13.2.4 Site inspections ( if necessary )
12.13.2.5 Other HSE arise matters
12.13.3 Investigate incident / dangerous occurrence upon the request of the Chairman
12.13.4 Report any unsafe condition and unsafe act at the place of work
12.13.5 Report any serious environmental issues / affects caused by our Company
operation
12.13.6 Recommend action plan for issues discussed in Committee meeting
12.13.7 Review incident cases and provide possible counter measures
12.13.8 Provide assistance / perform role-call (if necessary) during ERP

12.14 Roles and Responsibility for Committee Members of QA Executive shall be identical to
standard committee member. However, QA is required to provide feedback and assist with
incorporating System Manual / Procedures element into HSE Management System.

12.15 The Project HSE Committee will be organized at applicable project sites by respective
Project Leaders / Project Managers as added Subjective Control Features (HSEMS-N06).
The Project HSE Committee shall comprise of project site key personnel / sub-contractors
/ workers representatives as shown in Project HSE Committee organization chart
(HSEMS-N05A).

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12.16 The Project HSE Committee is comprise of the followings;


12.16.1 Chairman Project Manager
12.16.2 Vice Chairman Asst. Project Manager ( if any )
12.16.3 HSE Department Coordinator HSE Manager
12.16.4 Secretary HSE PIC
12.16.5 Committee members site staffs and representatives from active sub-contractors

12.17 Roles and Responsibility for Chairman of the Project HSE Committee are as follows;
12.17.1 Represent the Company Management in any matter relating to the HSE issues
discussed in the Project HSE Committee meeting
12.17.2 Chairman for the Project HSE Committee shall also hold temporary position in the
Company HSE Committee as committee member if the person is not already a
member in the Company HSE Committee. This is to ensure that any matters left
unresolved under the Project HSE Committee could be addressed in the
Company HSE Committee and feedback to the higher level
12.17.3 Establish safety responsibilities for all level of project staffs and sub-contractors
12.17.4 Promote HSE awareness among all level of project staffs and sub-contractors
12.17.5 Ensure that the Project HSE Committee is set up in compliance with any
applicable statutory requirements
12.17.6 Apply suitable means to conserve / protect natural resources due to our Company
operation and take steps to minimize any possible environmental disaster
12.17.7 Review incidents and implementations for the purpose of prevention and
eliminating unsafe practices
12.17.8 Direct any person employed to take such actions deemed necessary in the
interest of HSE
12.17.9 Instruct Committee members to execute plans or investigate accident at the
workplace
12.17.10 Ensure that adequate HSE information and training are provided to the workers
and sub-contractors

12.18 Roles and Responsibility for Vice Chairman of the Project HSE Committee are as follows;
12.18.1 Advise the Chairman and Committee regarding matters related HSE Management
System compliance
12.18.2 Assist the Committee Chairman in HSE activities for the compliance with any
applicable statutory requirements
12.18.3 Represent the Chairman during his absence for Committee meeting
12.18.4 Apply suitable means to conserve / protect natural resources due to our Company
operation and take steps to minimize any possible environmental disaster
12.18.5 Review incidents and implementations for the purpose of prevention and
eliminating unsafe practices
12.18.6 Direct any person employed to take such actions deemed necessary in the
interest of HSE
12.18.7 Instruct Committee members to execute plans or investigate accident at the
workplace

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12.19 Roles and Responsibility for HSE Department Coordinator of the Project HSE Committee
are as follows;
12.19.1 Provide guidance and advise for Project HSE Committee Secretary
12.19.2 Assist with establishing Project HSE Committee
12.19.3 Feedback to Chairman regarding any updates / requirements pertaining to HSE
for the project site
12.19.4 Ensure that Project HSE Committee function properly in accordance to;
12.19.4.1 HSE Management System
12.19.4.2 Company HSE Policy (HSEMS-N01)
12.19.4.3 Registered Applicable Legal and Other Requirements (HSEMS-N03)
12.19.4.4 Company HSE Target (HSEMS-04)
12.19.4.5 Mandatory Control Features
12.19.4.6 Subjective Control Features (HSEMS-N06)
12.19.5 Correspondence with local statutory body regarding implementation and
compliance of legal and Departmental requirements
12.19.6 Correspondence with Client representative respective to any matters related to
HSE at the project site and any other persons affected by our Company operation
12.19.7 Report to Company HSE Committee regarding performance and observation of
Site HSE Committee

12.20 Roles and Responsibility for Secretary of the Project HSE Committee are as follows;
12.20.1 Assist the Project HSE Committee Chairman on all matters related to Committee
operation and legislative compliance
12.20.2 Provide advice and guidance to HSE Committee members
12.20.3 Record minutes of HSE Committee Meeting
12.20.4 Assist Committee members in carrying out their activities discussed in the
Committee Meeting
12.20.5 Assist the Committee with matters in compliance to relevant HSE legislation
12.20.6 Assist the Committee in providing counter measures to incident cases
12.20.7 To collect statistic on trend of incidents / disease / major spillage / major
environmental influence at the workplace

12.21 Roles and Responsibility for Committee Member of the Project HSE Committee are as
follows;
12.21.1 Represent respective co-workers or sub-contractor in issues related to HSE at the
workplace
12.21.2 Attend regularly scheduled Committee meetings for the purpose of discussing;
12.21.2.1 Review changes and updates for HSE Management System
12.21.2.2 Incident prevention methods
12.21.2.3 HSE promotion
12.21.2.4 Site inspections
12.21.2.5 Other HSE arise matters
12.21.3 Investigate incident / dangerous occurrence upon the request of the Chairman or
any relevant parties
12.21.4 Report any unsafe condition and unsafe act at the place of work
12.21.5 Report any serious environmental issues / affects caused by our Company
operation
12.21.6 Recommend action plan to issue discussed in Committee meeting
12.21.7 Review incident cases and provide possible counter measures
12.21.8 Provide assistance / perform role-call (if necessary) during ERP

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12.22 Duties and Responsibilities of Company staffs other than Committee member are as
follows;
12.22.1 Ensure fully conversant with Company HSE Policy, procedures and ERP
12.22.2 Ensure that respective subordinates / direct workers / sub-contractors conduct
their work in accordance with safety procedures / rules and regulations
12.22.3 Ensure that respective subordinates / direct workers / sub-contractors conduct
their work without endangering themselves or any person
12.22.4 Ensure that respective subordinates / co-workers / sub-contractors are adequately
trained and alert to any hazard exposed
12.22.5 Ensure that adequate personal protective equipment (PPE) is provided to
respective subordinates / direct workers / sub-contractors / any third party
exposed to the risk generated by our Company as far as practicable
12.22.6 To set good example at all time and not to encourage unsafe practices at the
workplace
12.22.7 Ensure high standard of housekeeping and cleanliness at respective workplace.
12.22.8 Company staff may refer to respective Job Description (JD) under System
Procedure for defined HSE roles and responsibilities.
12.22.9 Documentation related respective Company staff HSE communication / affairs
shall be retained at each branch for minimum period of 3 years

12.23 Duties and Responsibilities of workers / sub-contractors / suppliers / third parties operating
within Company premises are as follows;
12.23.1 Observe all rules and regulations of the workplace
12.23.2 Work in accordance with the approved safe operating procedure
12.23.3 Report injuries, unsafe conditions and unsafe acts as soon as possible to their
respective superior / PIC
12.23.4 Cooperate with Management by using the equipment, tools and protective devices
properly to prevent injury / occupational disease / major chemical spillage /
environmental disaster
12.23.5 Ensure high standard of housekeeping and cleanliness at respective workplace
12.23.6 Perform daily after work tidiness at respective workplace location
12.23.7 Not to place any co-workers / sub-contractors / general public at risk of serious
injury
12.23.8 Providing proper warning / information / control measures to hazards generated

13.0 COMPETENCE, TRAINING AND AWARENESS

13.1 The Company has established a procedure for training needs assessment and for
providing appropriate training to specified needs. All personnel whose work may create an
impact upon the HSE at the workplace should be competent in terms of appropriate
education, training and experience.

13.2 Training programs are implemented for HSE hazards and risks, responsibility, ability and
literacy. Training program incorporates the needs to make the employees at each relevant
function and level aware of;
13.2.1 HSE consequences and impact
13.2.2 Potential risk / impact of respective work activities
13.2.3 Benefit for implementation
13.2.4 Respective roles and responsibilities
13.2.5 Conformity to HSE policy and procedures

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13.2.6 HSE Management System requirements


13.2.7 Emergency preparedness and response
13.2.8 Consequence of deviation from proper working procedures

13.3 Training procedures shall take into account the following differences;
13.3.1 Responsibility
13.3.2 Ability
13.3.3 Language skills
13.3.4 Literacy
13.3.5 Level of risk

13.4 The HSE Manager shall observe and make recommendation to Project Managers / PIC /
Department Heads regarding the need for training to specific individual or group.

13.5 The Company shall adopt the System Procedure for Staff Competency and Training (SP-
05) as standard procedure for staff competency, training and evaluation.

13.6 Project site staffs / sub-contractors / workers shall undergo training programs arrangement
by HSE PIC and any external agencies for the purpose of HSE awareness and incident /
injury prevention.

13.7 The project HSE PIC shall follow Standard Safety Construction Cycle and perform the
necessary TBM / safety briefing needed. Whereas new reporting personnel shall required
to attend New Personnel Entry Education (HSEMS-N10).

13.8 The Company shall maintain a List of Competent Person (HSEMS-N38) which clearly
specifies list of Company staffs with specific competency. This is in conjunction with Local
authorities / Client safety requirements.

13.9 This list shall be kept by the HSE Department and monitored on regular basis so as to
ensure that competent person validity are maintained for specified task as per legal
requirements.

13.10 The list shall also indicate their certificate / registration / competency expiry date as to
enable further renewal / reassessment / retraining process.

14.0 COMMUNICATION, PARTICIPATION AND CONSULTATION

14.1 Procedure for internal and external communication as per outline in System Procedure for
Control of Document and Records (SP01).

14.2 Internal communications include providing information to various levels and functions in
the organization that are responsible for performance regarding the HSE hazards / aspect
/ impacts and risk, monitoring, audit and management review.

14.3 External communications include receiving, documenting and responding to HSE hazards
/ aspect / impacts and risk at the workplace.

14.4 Circulation / correspondence with interested parties and internal communication among
the various levels of the Company. Various communications with the sub-contractors /

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suppliers and visitors to the workplace pertaining HSE hazards / aspect / impact and risk.

14.5 Receiving, documenting and responding to relevant communications shall be traceable


and comply with System Procedure for Control of Document and Records (SP01).

14.6 Based on Company HSE Management System, the following is established, implemented
and maintained;
14.6.1 Participation of workers and sub-contractors in hazard identification environmental
aspect / impact, risk assessment and determination of controls
14.6.2 Involvement in incident investigation by the HSE Committee
14.6.3 Involvement in development and review of HSE Policy and annual HSE target of
the Company
14.6.4 Consultation for any changes in legal and other requirements by HSE Department
14.6.5 Promotional activities to raise awareness within the workplace organized by
respective HSE PIC
14.6.6 Correspondence with external interested parties regarding HSE matters

15.0 DOCUMENTATION

15.1 HSE controlled documentation under this HSE Management System shall be listed in
Document Master List (SP01-QA-004). The Document Master List is necessary for the
traceability of documents / procedures to meet System requirements.

15.2 The master copy of HSE controlled documentation shall be maintained by QA Executive
as per System Procedure Control of Document and Records (SP-01).

15.3 Any new document release and revision under this HSE Management System shall be
updated to the Document Master List (SP01-QA-004) by QA Executive as per System
Procedure Control of Document and Records (SP-01).

15.4 Copy of up to date Document Master List (SP01-QA-004) is to be kept at each project site
for reference purpose.

15.5 HSE reference publication of external document / legislation reference shall include;
15.5.1 Occupational Health And Safety Assessment Series ISO 18001:2007
15.5.2 Occupational Safety and Health Act 1994 (Act 514) regulations and orders
15.5.3 Factories and Machinery Act 1967 (Act 139) regulations rules and orders
15.5.4 Environmental Quality Act 1974 (Act 127) regulations rules and orders
15.5.5 Local Government Act 1976
15.5.6 Pesticide (Pest Control Operator) Rules 2004
15.5.7 Earthwork By-law 1996
15.5.8 Street, Drainage & Building Act 1974
15.5.9 Lembaga Pembangunan Industri Pembinaan Malaysia Act 1994 (Act 520)
15.5.10 Workmens Compensation Act 1952 (Act 273)

15.6 All current updates of the reference material are available from QA Department at Kuala
Lumpur Head Office.

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15.7 HSE documentation shall also include records by the Company which is necessary to
determine effective planning, operational control for HSE Management System.

16.0 CONTROL OF DOCUMENTS

16.1 All controlled documents is established according to OHSAS and maintained in


accordance with System Procedure for Control of Document and Records (SP01).
Documents shall retain specific information and details including;
16.1.1 Approval of the relevant documents for adequacy prior to issue
16.1.2 Review and updates as per the requirements and revision of documents
16.1.3 Ensuring clear identification of changes and current revision of status of
documents
16.1.4 Ensuring relevant version of applicable document is made available to the point of
use
16.1.5 Ensuring legibility and readily identification of documents
16.1.6 Ensuring that the documents of external origin, legal rules, acts and reference
standards used for planning and operation are identified and distribution as
external controlled documents
16.1.7 Ensure traceability to the point of origin, distribution and history of changes
16.1.8 Prevention of unintended use of obsolete documents and identification of such
documents as OBSOLETE, when they are retained for knowledge preservation
purpose

16.2 All documents are made legible, dated, identifiable, maintained in an orderly manner and
retained for a specified period. Further the procedure also defines the mechanism which
ensures availability of appropriate / current documents at places of use, removal of
obsolete documents and update of controlled documents.

16.3 Records of all current and valid documents and also background information related to
changes are maintained. Whenever an amendment is made, the entire document / related
page is released with next revision status as per established procedure. Master
distribution list of all such documents is maintained with latest revision status of
documents including the distribution list of controlled copy holders. Please refer to System
Procedure for Control of Document and Records (SP01-QA-002).

17.0 OPERATIONAL CONTROL

17.1 The Company shall establish operational control for activities that are associated with the
identified significant HSE hazards / aspect and implementation of controls is necessary to
manage the HSE risks.

17.2 Operational control shall also be implemented to specified workplace with Company
significant operation as follows;
17.2.1 Permanent workplace such as;
17.2.1.1 Kuala Lumpur Head Office
17.2.1.2 Johor Bahru Branch Office
17.2.1.3 Penang Branch Office
17.2.2 Impermanent workplace such as;
17.2.2.1 Construction project site solely occupied by the Company

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17.2.2.2 Construction project site under Clients occupied premises

17.3 HSE Operational Control for permanent workplace shall be limited control of significant
risk activities described in OSP only. The Company HSE Committee will play key role in
monitoring, control and review of any HSE control measures implemented for permanent
workplace.

17.4 HSE Operational Control for impermanent workplace shall vary accordingly to project site
conditions and applicable requirements.

17.5 Relevant operational controls for impermanent workplace are established and maintained
as follows;
17.5.1 Identified operational controls applicable to the activities and integrated
operational controls in the overall HSE Management System
17.5.2 Controls related to purchased goods, equipment and services
17.5.3 Controls related to sub-contractors and other visitors to the workplace by
providing appropriate induction / training / information
17.5.4 Documented Standard Operating Procedures / Method of Statement to cover the
situation, where their absence could lead to deviation from the HSE policy
(HSEMS-N01) and Annual HSE Target (HSEMS-N04)
17.5.5 Identified operating criteria in the Operational Control plans where their absence
could lead to deviation from the HSE policy (HSEMS-N01) and Annual HSE
Target (HSEMS-N04)
17.5.6 Appropriate planning for the operation control and maintenance activities is done
in order to ensure that the operation activities are carried out under specified
conditions as per established procedure

17.6 Operational controls are necessary to comply with Company HSE policy (HSEMS-N01)
and Annual HSE Target (HSEMS-N04). The Company shall implement these controls
mainly to impermanent workplace. Controls may vary according to scope of works /
contract agreement.

17.7 Project operational controls are elaborated in the Subjective Control Features (HSEMS-
N06) for easy reference and implementation.

17.8 Project HSE operational control is consisted of the following steps and measures by;
17.8.1 Project Leader / Project Manager shall notify HSE Manager regarding new project
details and schedule. HSE Department shall assist with identifying applicable
Subjective Control Features (HSEMS-N06) needed
17.8.2 Project Manager shall execute System Procedure for Project Mobilization (SP10)
and initiate the necessary meetings with Client / Consultant / Sub-contractors /
Suppliers
17.8.3 Project Manager shall notify officially to each appointed sub-contractors / suppliers
/ staffs regarding HSE requirements and enforcement for the mentioned project
17.8.4 Project Manager shall assign project HSE PIC to execute plans described in PSP
for project HSE control
17.8.5 Project PIC and HSE PIC shall collaborate to ensure daily workplace operation is
well under control as per System Procedure for Work Control and Monitoring
(SP11)
17.8.6 Applying Safety Construction Cycle as follows;

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17.8.6.1 Daily starting of work, sub-contractors and workers shall gather at


designated location for TBM briefing and perform risk assessment for
respective task by Project Manager / HSE PIC / Project PIC
17.8.6.2 PIC shall ensure that respective workers / sub-contractors perform daily
operation safely and efficiently
17.8.6.3 HSE PIC shall perform inspection / checks the workplace to ensure
compliance.
17.8.6.4 They shall provide proper guidance and control to any person to carry
out safety working procedures
17.8.6.5 PIC shall provide TBM briefing to respective workers if there is any
change from earlier operation
17.8.6.6 Upon completion of daily operation each sub-contractor / worker shall
take measures to maintain tidiness of respective workplace before
reporting to individual PIC for end of day reporting
17.8.6.7 Illustration for standard Safety Construction Cycle are as follows;

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Check by HSE PIC

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Date 29-10-2012
Health Safety & Environmental Management Page 29 of 37
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17.9 Subjective Control Features (HSEMS-N06) applicable to different topic / trade based on
adequacy and availability in the project site as indicated in the document on page 1.

17.10 Additional HSE controls shall be implemented based on new applicable legal or other
requirements initiated by HSE Department or HSE Committee. Decision for changes shall
be finalized during HSE Committee meeting. Notification of changes shall be executed by
QA Executive as per System Procedure Control of Document and Records (SP-01).

18.0 EMERGENCY PREPARENESS AND RESPONSE

18.1 The Company shall establish / develop / implement / maintain plans to identify any
potential emergency situations and ensure proper responds by all personnel operating
within Company controlled premises.

18.2 Proper responds towards actual emergency situations shall ensure adequate prevention /
mitigation associated with adverse HSE consequences or escalation of emergency
situation.

18.3 The Company shall take into consideration potential emergency situations arise from the
workplace and take reasonable measures to safeguard any person affected other than
Company staffs / sub-contractors / workers / suppliers.

18.4 It is the duty of the HSE Committee to revise from time to time the effectiveness of
Company Emergency Response Plan (ERP) in an actual emergency situation. Any
changes / modification / new procedures must be approved by Chairman of the Committee
before official notification of changes as per System Procedure for Control of Documents
and Records (SP-01).
18.5 The Company ERP must be made known to all affected personnel at the workplace before
commencement of work. New Personnel Entry Education shall include adequate
information regarding ERP. All personnel operating within the Company designated
premises must familiarize themselves with details of the ERP details.

19.0 EMERGENCY RESPONSES PLAN

19.1 The Company shall establish procedures to identify potential foreseeable incident /
emergency situation thus providing adequate plan to prevent / control / mitigate such risk
as to safeguard human life and Company interests.

19.2 The Company ERP shall be comprised of the following typical workplaces;
19.2.1 Work in an conventional office environment
19.2.2 Work performed at a new / solely occupied construction site
19.2.3 Work performed at a Client occupied premises / factory environment

19.3 The HSE Committee initial duty in the organization / project site is to establish suitable
location emergency assembly point. The default location being identify as the emergency
assembly point are as follows;
19.3.1 Permanent workplace (office) Assembly point shall be determined at front car
park area with role call being conducted by Admin Manager or Branch Manager.

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Reference OHSAS 18001:2007

Date 29-10-2012
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19.3.2 Impermanent workplace (project site) Assembly point will be located in front of
project site office.
19.3.3 The emergency assembly point may change depending on relevancy and
effectiveness of evacuation / assembly purpose. The Company / Project HSE
Committee shall decide and make the necessary recommendation.

19.4 The Company / Project HSE Committee shall also establish a secure and effective
emergency escape route plan at the respective workplace.

19.5 HSE Committee organized for the specified location shall assist the HSE PIC to ensure full
conversant of ERP for their respective sub-contractors / workers / suppliers and possible
Clients / third parties affected.

19.6 List of emergency situation covered HSE Management System which will trigger specific
Company ERP are as listed below;

No Workplace Emergency situation arise


1 HQ office / Branch office  Fire Outbreak in office building (HSEMS-N16)
 Civil Disturbance (HSEMS-N17)
2 Construction site  Fire Outbreak in construction building (HSEMS-N18)
solely occupied  Civil Disturbance (HSEMS-N17)
 Major Chemical Spillage (HSEMS-N19)
 Natural Disaster Floods (HSEMS-N20)
 Incident Case (HSEMS-N21)
3 Construction site  Fire Outbreak in Client premises (HSEMS-N22)
within Client operational  Civil Disturbance (HSEMS-N17)
premises
 Major Chemical Spillage (HSEMS-N19)
 Natural Disaster Floods (HSEMS-N20)
 Incident Case (HSEMS-N21)
 Electrical outage at Client Premises (HSEMS-N23)

19.7 ERP is illustrated / elaborated by simple flowchart for simple understanding and enable
swift reference guide in the event of any specified emergency situations.

19.8 Respective PIC / Supervisor on duty shall be responsible to perform role-call during
emergency situation where emergency evacuation / assembly are executed.

20.0 PERFORMANCE MEASUREMENT AND MONITORING

20.1 The Company shall establish, develop, implement and maintain programs to monitor and
measure of identified HSE parameters by proactive as well as reactive measure
periodically at the workplace.

20.2 Implemented for monitoring and measurement of actual HSE performance on regular
basis based on the followings;

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Reference OHSAS 18001:2007

Date 29-10-2012
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System
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20.2.1 Provide measures to meet Company need as well as monitor the key
characteristics of operations, which have significant HSE Hazards, and
achievements of HSE objectives and operational process and the activities
20.2.2 Monitoring performance, operational control points and conformity to the
objectives and targets
20.2.3 Monitoring effectiveness of HSE controls at the workplace
20.2.4 Proactive measures of performance that monitor conformance with the HSE
programs
20.2.5 Reactive measures of performance that monitor ill health, incidents (including
accidents, incidents, occupation poisoning, occupational diseases, etc.) and other
historical events of deficient HSE performance
20.2.6 Statistical data of monitoring and measurement to facilitate subsequent corrective
and preventive actions analysis
20.2.7 Environmental incident records and prevention measurements
20.2.8 Equipment used for Monitoring and measuring are also calibrated / verified to
ensure accuracy / required precision as per the documented procedure
maintained

20.3 Measurement shall be applied to the following different workplace environment;


20.3.1 Permanent workplace such as;
20.3.1.1 Kuala Lumpur Head Office
20.3.1.2 Johor Bahru Branch Office
20.3.1.3 Penang Branch Office
20.3.2 Impermanent workplace such as;
20.3.2.1 Construction project site solely occupied by the Company
20.3.2.2 Construction project site under Clients occupied premises

21.0 EVALUATION OF COMPLIANCE

21.1 The HSE Department shall monitor and evaluate Company HSE policy (HSEMS-N01) and
Register of Applicable Legal & Others Requirements (HSEMS-N03) with current up to date
statutory as well as Client requirements.

21.2 Frequency of evaluation for Register of Applicable Legal & Others Requirements
(HSEMS-N03) shall refer to expiry date of elements within the registry or annually by the
HSE Manager during financial period change.

21.3 Department Heads and Company staffs is obligated to notify the HSE Department
regarding any recent changes / updates from respective department / field of specialty /
Clients requirements.

21.4 The HSE Department shall notify Chairman of HSE Committee regarding any recent
changes and updates. Upon approval from the Chairman, the HSE Committee Secretary
shall organize HSE Committee meeting to review these new requirements.

21.5 Upon confirmation, The HSE Department shall revise applicable documents / records by
registering with QA Executive using Document Control Notice (SP01-QA-005) in
accordance with System Procedure for Control of Documents and Records (SP01).

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Reference OHSAS 18001:2007

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21.6 All changes / updates of evaluation shall be clearly recorded by Quality Assurance
Department for traceability.

21.7 Proactive monitoring and measurement for project site shall includes the followings
predetermined checklist;

No Activities / Verification / Inspection Frequency Performed by

1 Tool Box Meeting (HSEMS-N11) Daily HSE PIC

2 PPE preventive maintenance / verification Daily PIC

First Aid Box Checklist (HSEMS-N24 or HSEMS-


3 Monthly HSE PIC
N25)

4 Firefighting equipment verification Monthly HSE PIC

5 Emergency Equipment Checklist (HSEMS-N15) Monthly HSE PIC

As when
6 Permit to Work issuance (HSEMS-N13) HSE PIC
required

New Sub-contractor Entry Requirement


7 Upon entry HSE PIC
(HSEMS-N07)

8 New Personnel Entry (HSEMS-N10) Upon entry HSE PIC

9 Mobile Crane Inspection Checklist (HSEMS-N28) Upon entry HSE PIC

Backhoe / case Inspection Checklist (HSEMS-


10 Upon entry HSE PIC
N29)

11 Scissor Lift Inspection Checklist (HSEMS-N30) Upon entry HSE PIC

12 Skylift Inspection Checklist (HSEMS-N31) Upon entry HSE PIC

13 Forklift Inspection Checklist (HSEMS-N34) Upon entry PIC

Air Compressor Inspection Checklist (HSEMS-


14 Upon entry PIC
N35)

Legitimate site personnel registration


15 Upon entry PIC
( Foreign workers )

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Reference OHSAS 18001:2007

Date 29-10-2012
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Min once
16 Safety Patrol Checklist (HSEMS-N14) every 3 HSE PIC
months

17 Company staffs medical examination Annual External agency

Permit to Conduct Demolition Works As when


18 PIC
(HSEMS-N33) required

21.8 Reactive monitoring and measurement as include the followings by the PIC / HSE PIC
with details of investigation, cause analysis, risk assessment, initiating corrective action
and preventive action;
21.8.1 Incident reporting with LTI to personnel (HSEMS-N26)
21.8.2 Incidents reporting without LTI to personnel (HSEMS-N27)
21.8.3 Occupation poisoning / diseases based on medical report by hospital / clinic

21.9 HSE Manager shall advise the Project Leader regarding legal requirements for reporting of
incident cases based on Register of Applicable Legal & Other Requirements (HSEMS-
N03) and HSE reference publication - Guideline on Safety and Health (Notification of
Accident, Dangerous Occurrence, Occupational Poisoning and Occupational Disease)
Regulation 2004 (NADOPOD).

21.10 Any instruments / equipment used for the above measurement and monitoring shall
comply with Company System Procedures for Calibration of Equipment (SP12) as when
required.

21.11 First Aid Box inspection in the permanent workplace (office environment) shall be
specified using First Aid Box Checklist for Office (HSEMS-N25). For all other impermanent
workplace (construction project site) first aid box shall follow First Aid Box Checklist
(HSEMS-N24) criteria.

21.12 Details and recommendation for improvement / control with regards to Company operation
shall be discussed / feedback during annual Management Review Meeting.

22.0 INCIDENT INVESTIGATION

22.1 The Company shall establish, implement and maintain accident / incident record ,
investigation and analysis for the purpose;
22.1.1 Determining HSE deficiencies and other factors that may have contributed to the
occurrence of incidents
22.1.2 Identify the need for corrective action
22.1.3 Identify opportunities for preventive action
22.1.4 Identify opportunities for continual improvement
22.1.5 Communicate the result of such investigation

22.2 The HSE PIC / HSE Manager shall initiate the investigation using specified document as
Incident Report (HSEMS-N26 or HSEMS-N27).

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22.2.1 Project Manager / HSE PIC shall initiation System Procedure for Corrective and
Preventive Action (SP16) in accordance to flowchart for Incident Emergency Procedure
(HSEMS-N21). For the case of near miss incidents, exercise of System Procedure for
Corrective and Preventive Action (SP16) shall not be compulsory depending decision of
HSE Manager.

22.3 Implementation / Action plan shall be reviewed by Company / Project HSE Committee to
ensure adequate control / sufficient preventive measures are in place thus reducing
possible chances of reoccurrence.

22.4 Records of incidents / accidents / occurrence with proper actions / counter measures shall
be kept by HSE PIC at the project site until end of project whereby it shall be relocated to
respective branch office for record keeping purposes. All incident reports with supporting
documents must be kept proper minimum period of 5 years for DOSH inspection.

23.0 NONCONFORMITY, CORRECTIVE ACTION AND PREVENTIVE ACTION

23.1 Nonconformity is interpreted as failure to comply / fulfill with requirements of the OHSAS
requirements / applicable legislative requirements / HSE rules and regulations / duties and
responsibility of certain individual.

23.2 The Company shall establish, implement and maintain procedure for handling major
nonconformity under System Procedure SP14 and take the necessary corrective action(s)
and preventive action(s) under System Procedure SP16. These procedure shall define
requirements for;
23.2.1 Identifying and correcting nonconformity thus applying the necessary actions to
mitigate undesired consequences
23.2.2 Investigation of nonconformity and performing cause analysis thus applying the
necessary actions to avoid their reoccurrence
23.2.3 Evaluating the need for action(s) to prevent nonconformity and implementing
appropriate actions to avoid their occurrence
23.2.4 Documentation, records and communication regarding all information related to
corrective action(s) and preventive action(s)
23.2.5 Review effectiveness of corrective action(s) and preventive action(s) applied

23.3 New significant changes from applied corrective action and preventive action need to put
into consideration for updating relevant Company OHSAS procedures and documents;
23.3.1 Hazard Identification / Environmental Aspect / Impact Risk Assessment Table
(HSEMS-N02)
23.3.2 Registered of Applicable Legal & Other Requirements (HSEMS-N03)

23.4 Corrective action(s) / preventive action(s) taken to eliminate the causes of actual /
potential nonconformity appropriate to the magnitude of problems created by the HSE risk
encountered.

23.5 Project Manager / HSE PIC upon discovery of major nonconformity shall issue Corrective
and Preventive Action Request (CPAR) SP16-QA-001 as per mentioned under System
Procedure for Corrective and Preventive Action SP16 (CPA).

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Reference OHSAS 18001:2007

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23.6 Closure of CPAR shall require verification from person of issuance / authorizing
Department after review by HSE Committee being deem effective in reducing / eliminating
possible undesired reoccurrence.

23.7 Any other significant changes to related System Procedures and OHSAS procedures shall
also be review by Company HSE Committee for appropriate implementation / changes /
updates relatively. The HSE Department shall be responsible to monitor and initiate
necessary changes and update Quality Assurance Department appropriately using DCN
(SP01-QA-005) under System Procedure for Control of Documents and Records (SP01).

24.0 CONTROL OF RECORDS

24.1 The Company shall establish and maintain records as necessary to demonstrate
conformity towards OHSAS standards and requirements. Records applicable under
OHSAS procedures shall be stored accordingly based on offices and project site.

24.2 Proper identification of stored records shall be listed in Master File List (SP01-QA-002)
under respective department or project site.

24.3 Documentation storage and retrieval shall be based on the principle of System Procedures
for Control of Documents and Records (SP01) with consideration for efficient traceability
and retrieval.

24.4 The HSE Department shall hold the master file for HSE Management System and
applicable records to reflect Company compliance under OHSAS requirements.

24.5 Retention period for HSE records shall maintain for a minimum of 3 years except for
accident report for 5 years and monthly report for 10 years.

25.0 INTERNAL AUDIT

25.1 The Quality Assurance Department shall ensure that periodic internal audit for HSE
Management System is planned and carried successfully.

25.2 Objective of internal audit shall be to determine the followings;


25.2.1 Conformation of HSE Management System planning arrangement with the
OHSAS requirements and standards
25.2.2 HSE Management System is well implemented and maintained
25.2.3 Effectiveness of Company HSE Policy (HSEMS-N01) and Target (HSEMS-N04)
being achieved
25.2.4 Providing the necessary details and information on the result of audit to the
Management

25.3 Audit program will be plan by the Management Representative to focus on the followings;
25.3.1 Determining audit criteria, scope, frequency and methods
25.3.2 Selection of internal auditors
25.3.3 Duties and responsibilities
25.3.4 Personnel competencies

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25.3.5 Requirements for planning and auditing


25.3.6 Result reporting
25.3.7 Records retention period

25.4 The Management Representative will also initiate internal audit for project with significant
size / contract value / HSE programs during such time when deem necessary to assess
the status of compliance respective to the followings;
25.4.1 HSE Management System
25.4.2 Company HSE Policy (HSEMS-N01)
25.4.3 Registered Applicable Legal and Other Requirements (HSEMS-N03)
25.4.4 Company HSE Target (HSEMS-04)
25.4.5 Subjective Control Features (HSEMS-N06)

25.5 Internal audit preparation and process shall incorporate System Procedure for Internal
Audit (SP15) and applied all the necessary CPAR requirements.

25.6 All CPAR issued during internal audit must be handled with utmost urgency and responds
as soon as possible by the affected Department / PIC. Usually this should not exceed 14
days from date of issue and return to the Lead Internal Auditor for review / closing.

26.0 MANAGEMENT REVIEW

26.1 The Managing Director / Director shall review the Company HSE Management System at
planned intervals to ensure its continuing suitability, adequacy and effectiveness. Review
shall include assessing opportunities for improvement and the need to make changes to
the HSE Management System based upon HSE policy (HSEMS-N01) and Annual HSE
Target (HSEMS-N04).

26.2 The Management Review shall discuss and review all the following aspects pertaining to
OHSAS status for the specific duration;
26.2.1 Results of internal audit
26.2.2 Evaluate compliance towards applicable legal and other requirements
26.2.3 Results of participation and consultation by interested parties
26.2.4 Reveal relevant communication(s) from external interested parties
26.2.5 Reveal any complaints received pertaining to HSE
26.2.6 HSE performance of the Company
26.2.7 Status of achievement pertaining to HSE Annual Target (HSEMS-N04)
26.2.8 Status of incident investigations, corrective actions and preventive actions
26.2.9 Incident case analysis and statistic
26.2.10 Follow-up action from previous review meeting
26.2.11 Changing circumstances, including developments in legal and other requirements
related to HSE
26.2.12 Recommendation for improvement

26.3 Results of Management Review Meeting shall be consistent with Companys HSE
commitment and element of continual improvement. Based on provided data and
feedbacks, the meeting shall finalize or make amendment for the followings;
26.3.1 HSE performance
26.3.2 HSE policy and objectives

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26.3.3 HSE resources


26.3.4 Other related element pertaining to HSE Management System

26.4 Results of Management Review Meeting shall be made available for communication and
consultation purpose.

END OF DOCUMENT

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