IMS or Individual Management System – Gap Analysis Tool by JS ISO and HSEQ Consulting

IMS System or Stage 1 - Representing Documented Gap Stage 2 - Implementation status in support of the Gap Analysis
Individual HSEQ Evidence Analysis Management System Status of
Management Status for Implentation
Plans documented Evidence –
Evidence – Yes / No
Yes / No
1. Introduction ISO system in HSEQ to manage HSEQ process in
a systematic and controlled manner
2. Reference ISO 9001,14001 & 45001
Document

3. Terms and As per the Standards

Definition

4. Context of
Organisation
4.1 Understanding Documented under the IMS or individual Plans Can be supported by an Org Mission Statement
the organization
and its context

4.2 Understanding Documented under the IMS or individual Plan or A common IMS Register tabled and implemented to
the needs and Manual reflect the needs and expectation of internal and external
expectations of interested parties against the HSEQ system in place and
workers (H&S) referenced the IMS or Plan – section 4.2
and other
interested Party
((QE)

4.3 Determining the Key Business activities and how the HSEQ
scope of the elements correlates with them is documented
HSEQ under the IMS or individual Plans - section 4.3
management
system
IMS or Individual Management System – Gap Analysis Tool by JS ISO and HSEQ Consulting

IMS System or Stage 1 - Representing Documented Gap Stage 2 - Implementation status in support of the Gap Analysis
Individual HSEQ Evidence Analysis Management System Status of
Management Status for Implentation
Plans documented Evidence –
Evidence – Yes / No
Yes / No
4.4 HSEQ Key elements of HSEQ management system Master Document Register ( MDR) of the IMS
management (Plans, procedures, Registers) outlined under the Documenation Structure or Individual Plans
system and its IMS or Individual plans – Section 4.4
processes

5. Leadership
5.1 Leadership and Documented under the IMS and individual Plans
commitment and HSEQ Policies.

Policies reflect leadership commitment –

Section5.1

5.1.1 General

5.1.2 Customer focus Documented Statement under IMS / Quality Plan

/ Quality Policy on Customer Satisfaction and
Focus
5.2 HSEQ (IMS) IMS Policy statement covering all 3 Standards HSEQ Policies signed by top management, and displayed
Policy or Individual Policy referenced under - section 5.2 in Main Office
of IMS or Individual plan
5.2.1 Establishing the Policy approved and signed by top management
Policy
5.2.2 Communication ✓ Statement under the Policy and demonstrated e.g.
of the Policy Statement under IMS Manual or Individual Plan – displayed / Website/ Inductions
section 5.2.2 ✓ Communicated evidence to internal and external
interested parties
5.3 Organizational Standalone Org Chart or documented and Documented evidence of position descriptions
roles, illustrated under an IMS Manual or reference covering HSEQ responsibility statement for employees
responsibilities under section 5.3 of individual plan
IMS or Individual Management System – Gap Analysis Tool by JS ISO and HSEQ Consulting

IMS System or Stage 1 - Representing Documented Gap Stage 2 - Implementation status in support of the Gap Analysis
Individual HSEQ Evidence Analysis Management System Status of
Management Status for Implentation
Plans documented Evidence –
Evidence – Yes / No
Yes / No
accountabilities Key Roles of Organisation positions - signed and maintained under each worker folder – HR
and authorities statements documented under IMS or Individual department
Plan on section 5.3 and additionally
5.4 Communication & Documented statement under 5.4 of the IMS ✓ Evidence of minuted Prestart, toolbox , project
Consultation and manual or individual plan communication or meetings and client meetings.
participation of ✓ Workers rep elected and active in workroup
workers Supporting Communication and consultation ✓ Any Counnseling support is in place for worker support
procedure covering all modes of communication
covering Internal and external communication
6. Planning
6.1 Actions to Documented and reference under the IMS manual A standalone IMS Biz Risk and Opportunities register
address risks and or individual Plan documented to capture the key biz risks identified and the
opportunities presenting opportunities to improve the identified HSEQ
concerns and risks - Quality Element
6.1.1 General
6.1.2 Enviro Aspects The Enviro aspect can be amalgamated under the ✓ Approved Live Enviro Aspect and Impact Register and
and Hazard IMS Risk and Opportunities register - tabled to referenced under the IMS or Env Plan
identification and capture all HSEQ risks and concerns or ✓ Approved Live CRAW for Critical HSE hazards
assessment of risks referenced under the IMS or Safety Plan
and opportunities Separate Registers maintained to support the ✓ Approved Biz Risk and Opportunities register - Quality
HSEQ Element ✓ A separate HSE Hazard Register is normally
• Aspect and Impact Register - Environment maintained to capture Hazards identified on day to day
• CRAW for H&S - operations and project activities with corrective and
• Biz Risk and Opportunities register - improvement Actions
Quality

6.1.3 Determination of Legal & other requirements referenced under the An active and Live Legal and other requirements Legal
legal requirements and IMS plan section 6.1.3 supported with a Legal Register implemented
other requirements Compliance Procedure
IMS or Individual Management System – Gap Analysis Tool by JS ISO and HSEQ Consulting

IMS System or Stage 1 - Representing Documented Gap Stage 2 - Implementation status in support of the Gap Analysis
Individual HSEQ Evidence Analysis Management System Status of
Management Status for Implentation
Plans documented Evidence –
Evidence – Yes / No
Yes / No

6.1.4 Planning to take Biz Planning documented under IMS or Individual ✓ HR procedure in recruiting the right people for the
action Plans - identifying all resources required for the business and sustaining turnover rates
buiz, all biz risks identified, and mitigation actions ✓ Approved Biz Risk and Opportunities register - Quality
planned for biz continuity - IMS ✓ Approved Live Enviro Aspect and Impact Register and
referenced under the IMS or Env Plan
✓ Approved Live CRAW for Critical HSE hazards
referenced under the IMS or Safety Plan
✓
6.2 HSEQ (IMS) Annual HSEQ Objectives and Targets HSEQ Objectives and Targets established and
Objectives and Targets documented with Plans to achieve them implemented

6.2.1 HSEQ Objectives Objectives set are aligned with the HSEQ Policy HSEQ Objectives was established in line with Policy
objectives requirements

6.2.2. Planning to Annual HSEQ Objectives and Targets set with Planning to achieve Objectives reflected under the Annual
achieve HSEQ Plans documented to achieve them Objective and Target implemented
Objectives
6.3 Planning of Change Management Procedure or Process Change Management Register or records established to
Changes documeted reflect changemangement

7. Support
7.1 Resources Documented under the IMS or Quality Plan
Section 7.1
7.1.1 General
IMS or Individual Management System – Gap Analysis Tool by JS ISO and HSEQ Consulting

IMS System or Stage 1 - Representing Documented Gap Stage 2 - Implementation status in support of the Gap Analysis
Individual HSEQ Evidence Analysis Management System Status of
Management Status for Implentation
Plans documented Evidence –
Evidence – Yes / No
Yes / No
7.1.2 People Documented under the IMS & Supported Records to reflect how people are selected and employed
Recruitment Procedure – qualification, training
and competency
7.1.3 Infrastructure Documented under the IMS - Section 7.1 Organisation has established
- Office
- Workshop
7.1.4 Environment for Documented under the IMS or Quality Plan - Organisation has provided :
the operation of Section 7.1.4 ✓ Office furnitures and IT equipment
processes ✓ Good Lighting and ventilation ( Temp Comfort)
✓ Amenities – Cribs , Toilets, Wash rooms
✓ Functional Workshop Facilities

7.1.5 Monitoring and Documented under the IMS or Quality Plan - ✓ Job Forcast monitored
measuring resources Section 7.1.5 on Project schedule and Manning ✓ Manning Levels monitored
forecast / Equipment moving schedule and ✓ Equipment maintenance monitored
forecast ✓ Utalisation Rates for People and Equipment monitored

7.1.6 Organizational Documented under the IMS or Quality Plan - ✓ Buiz Information provided under Induction
knowledge Section 7.1.6 ✓ Transfer of Knowledge from experienced staff to
inexperienced staff
✓ Buiz Information awalaible via websites

7.2 Competence Documented under the IMS or HR Plan and ✓ Competency Skills Matrix
supported by Recruitment Procedure ✓ Skill Needs analysis established
✓ Training certificates and records of employees filed and
maintained
IMS or Individual Management System – Gap Analysis Tool by JS ISO and HSEQ Consulting

IMS System or Stage 1 - Representing Documented Gap Stage 2 - Implementation status in support of the Gap Analysis
Individual HSEQ Evidence Analysis Management System Status of
Management Status for Implentation
Plans documented Evidence –
Evidence – Yes / No
Yes / No
7.3 Awareness Documented under the IMS or Separate Plans Implementation support records:
and supported by Communication and - Prestart Meeting
consulting Procedure - Toolbox minutes
- Alert and Email on Important matters

7.4 Communication Documented under the IMS and supported by Implementation support records:
Communication and consulting Procedure - Prestart Meeting
- Toolbox minutes
- Safety Committee Meeting Minutes
- Management Review meeting minutes
- Email Alerts
- Website /Domain
- Notice Boards
- Emergency Plans

7.4.1 General
7.4.2 Internal Documented under IMS or Individual System Plan implementation support records:
communication and supported by Communication and Consulting - Prestart Meeting
Procedure - Toolbox minutes
- Notice Boards
- Internal Emails
- Safety Committee Meeting Minutes
- Management Review meeting minutes

7.4.3 External Documented under IMS or Individual System Plan - Email to clients / Supplier
communication and supported by Communication and Consulting - Website / Domain
Procedure - Advertisements
- Accreditations with Professional bodies
IMS or Individual Management System – Gap Analysis Tool by JS ISO and HSEQ Consulting

IMS System or Stage 1 - Representing Documented Gap Stage 2 - Implementation status in support of the Gap Analysis
Individual HSEQ Evidence Analysis Management System Status of
Management Status for Implentation
Plans documented Evidence –
Evidence – Yes / No
Yes / No

7.5 Documented Documented under the IMS or Individual Plans ✓ Master Document Register implemented
information and supported by a Doc Control and record ✓ Revision Section on document tracking the Revision
Procedure covering all below section changes
requirements ✓ Approval of Document by Top management
✓ Clear Record retrival process in place
✓ Archiving and retention periods established
7.5.1 General Covered under Doc Control Procedure
7.5.2 Creating & Covered under Doc Control Procedure
updating
7.5.3 Control of Covered under Doc Control Procedure ✓ Revision Section on document tracking the Revision
documented changes
Information ✓ Document footer has – uncontrolled when printed
8. Operation
8.1 Operational A general description of Org main Biz activity ✓ Job Forcast in place
planning and control documented under IMS or Individual Plan – e.g. ✓ Project Schedule in place
Electrical Maintenance, Manufacturing Logistics ✓ Mainteance Schedule in place
planning, project planning ✓ Utalisation rate monitoring in place
8.1.1 General
8.1.2 Eliminating Documented under IMS or under HS Plan and ✓ Project records of completed JSEA & Take 5 Records
hazards and reducing supported by a Risk Management procedure or ✓ CRAW or project Risk Register for key Hazards
OH&S risks WMS used to manage the risks identified identified and controlled for Critical HSE risks

8.1.3 Management of Documented under IMS or under HS Plan and Implemented Change and Improvement Register (CIAR
change (HSM) supported by a Change management procedure Register) for all Biz activities
8.1.4 Outsourcing
(HSM)
IMS or Individual Management System – Gap Analysis Tool by JS ISO and HSEQ Consulting

IMS System or Stage 1 - Representing Documented Gap Stage 2 - Implementation status in support of the Gap Analysis
Individual HSEQ Evidence Analysis Management System Status of
Management Status for Implentation
Plans documented Evidence –
Evidence – Yes / No
Yes / No
8.1.5 Procurement Documented under IMS or under Quality Plan and ✓ Supplier list – Prefered ( don’t require evaluation )
(HSM) supported by Purchasing and Supplier approved list ( require Periodic Evaluation)
procedure ✓ Raised PO records
✓ Receiviable records
✓ Management of bad or defective goods
(Quarrantine Area established)

8.1.6 Contractors Documented under IMS or under Quality Plan and ✓ Contractor selection and approval records
(HSM) supported by Contractor Management ✓ Contractor Management Records – Inductions,
Procedure Insurances , Injury Management , Contractor Audit
8.2 Emergency Documented under IMS or under Quality Plan and ✓ Emergency List place
preparedness and supported by Emergency Management ✓ Emergency or Evacution plan with Exits and Muster
response (EM&HSM) procedure Points in place with (You are Here)
✓ First Aid and Fire Extinguisher with valid period
✓ Evacuation Drill Records

8.2 Requirements for Documented under IMS or under Quality Plan and Manufacturer guide or Manuals for purchased equipment
products and services supported by Emergency Management
(QM) procedure

8.2.1 Customer Documented under IMS or under Quality Plan and ✓ Client Quotation & Contract approvals for provided
communication (QM) supported by Communication Procedure Services
✓ Feedback Survey Record Evidence
✓ Commendation or appreciation letters / Email
✓ Customer Complaint recorded under Corrective and
Improvement Register

8.2.2 Determining of Documented under IMS or under Quality Plan ✓ Client Contract Specifications
requirements for ✓ Client Requirements under Quote and Tender
products and services ✓ Client PO Specifications
IMS or Individual Management System – Gap Analysis Tool by JS ISO and HSEQ Consulting

IMS System or Stage 1 - Representing Documented Gap Stage 2 - Implementation status in support of the Gap Analysis
Individual HSEQ Evidence Analysis Management System Status of
Management Status for Implentation
Plans documented Evidence –
Evidence – Yes / No
Yes / No

8.2.3 Review of the Documented under IMS or under Quality Plan Management Review Meeting Minutes
requirements for
products and services
8.2.4 Changes to the Documented under IMS or under Quality Plan ✓ Management Review Minutes
requirements for ✓ CAIR Register
products and services
8.3 Design and Not all Companies do Design and Development Design & Development Strategies & Plans
development of and if they are not doing any D&D it will be NA
products and services
8.3.1 General Not all Companies do Design and Development Design & Development Strategies & Plans
and if they are not doing any D&D it will be NA
8.3.2 Design and Not all Companies do Design and Development Design & Development Strategies & Plans
development planning and if they are not doing any D&D it will be NA
8.3.3 Design and Not all Companies do Design and Development Design & Development Strategies & Plans
development inputs and if they are not doing any D&D it will be NA

8.3.4 Design and Not all Companies do Design and Development Design & Development Strategies & Plans
development controls and if they are not doing any D&D it will be NA
8.3.5 Design and Not all Companies do Design and Development Design & Development Strategies & Plans
development outputs and if they are not doing any D&D it will be NA
8.3.6 Design and Not all Companies do Design and Development Design & Development Strategies & Plans
development Changes and if they are not doing any D&D it will be NA

8.4 Control of Documented under IMS or under Quality Plan – • Contractor Selection and evaluation process records
externally provided supported by: • Supplier Selection and evaluation process records
processes, products • Purchasing and Supplier procedure - QMS
and services/out • Contractor Management Procedure - HSEQ
IMS or Individual Management System – Gap Analysis Tool by JS ISO and HSEQ Consulting

IMS System or Stage 1 - Representing Documented Gap Stage 2 - Implementation status in support of the Gap Analysis
Individual HSEQ Evidence Analysis Management System Status of
Management Status for Implentation
Plans documented Evidence –
Evidence – Yes / No
Yes / No
sourcing, procurement
and contractors - QMS
8.5.6 Control of Documented under IMS or under Quality Plan – • Master Doc Register
changes supported by: • Contract Document Revisions
ITPs & QC forms as required • Change Management Form / record
• Corrective and Improvement Register
• Measuring and Testing Sheets

8.6 Release of Documented under IMS or under Quality Plan Any documented records of product / service marketing and
products and services Promotion Plans and strategy
8.7 Control of Documented under IMS or under Quality Plan and • Test Result sheets &
nonconforming outputs supported by Non-Conformance and Corrective • Corrective or analysis report
Procedure • CAIR Register

9. Performance
evaluation
9.1 Monitoring, Documented under IMS or under Quality Plan ✓ HSEQ compliance Activities matrix
measurement, ✓ CAIR register effectiveness output
analysis and ✓ Monthly or Quarterly HSEQ performance Report
performance ✓ Annual HSEQ Stats Reports (Leading and lagging
evaluation Factors)
✓ Survey Feedback / Letters / Emails
✓ CIAR Register / Legal Register

9.1.1 General
9.1.2 Evaluation of Documented under IMS or under Quality Plan Legal Compliance Register
Compliance
9.1.2 Customer Documented under IMS or under Quality Plan ✓ Customer Feedback
satisfaction Internal Audit Procedure ✓ Project Debriefs with customer
IMS or Individual Management System – Gap Analysis Tool by JS ISO and HSEQ Consulting

IMS System or Stage 1 - Representing Documented Gap Stage 2 - Implementation status in support of the Gap Analysis
Individual HSEQ Evidence Analysis Management System Status of
Management Status for Implentation
Plans documented Evidence –
Evidence – Yes / No
Yes / No
✓ CIAR Register
9.1.3 Analysis and Documented under IMS or under Quality Plan ✓ TRIFR – HS,
evaluation ✓ Customer Satisfaction Analysis Report
9.2 Internal Audit Documented under IMS or under Quality Plan and Completed Internal Audit Report
supported by an Internal Audit Procedure Workplace Inspections

9.2.1 General Internal Audit Schedule or Program

9.2.2 Internal audit Documented under IMS or under Quality Plan and Internal Audit Schedule or Program
Programme supported by an Internal Audit Procedure

9.3 Management Documented under IMS or under Individual plans ✓ Management Review Minutes
Review ✓ Corrective and Improvement Action Register
9.3.1 General
9.3.2 Management Documented under IMS or under Individual plans ✓ Management Review Minutes
Review Inputs ✓ Corrective and Improvement Action Register
10. Improvement
10.1 General
10.2 Incident, Documented under IMS or under Individual plans ✓ Incident Register
nonconformity and and supported by an Incident Procedure / ✓ Corrective and Improvement Action Register
corrective action Corrective and Improvement Procedure

10.3 Continual Documented under IMS or under Individual plans ✓ Corrective and Improvement Action Register
improvement and supported by Corrective and Improvement – Effectiveness monitored and improved as
Procedure required