Mc phillips integrated management system manual

1. Integrated
Business Management System
ISO 9001 2008
ISO 14001 2004
OHSAS 18001 2007
McPhillips (Wellington) Limited
Horton House
Hortonwood 50
Telford
Shropshire
TF1 7FG
Tel: 01952 670440
Fax: 01952 670388
www.mcphillips.co.uk
sbishop@mcphillips.co.uk
This integrated business management system is authorised in its entirety (i.e. to incorporate all
pages), as the definitive document defining the Business Management System at McPhillips
(Wellington) Limited.
Controlled Copy
Signed:
Safety, Training & Quality Manager
Management Systems Policy Manual. Issue No: 5 27.03.13 Page 1 of 15

2. Revision Record Sheet
Date
Section Page
No.
New
Issue
No.
Reason for Change Authority
27.01.09
27.01.09
04.03.09
01.09.11
07.11.11
27.03.13
Throughout document
Exclusions
Section headed
“Exclusions and
Justifications” deleted,
including “Scope
Exclusion”
SHE Appendix – 4.5.2
Evaluation of Compliance
4.6 Management Review
All relevant sections
1
6
6
14
15
All
2
2
3
4
4
5
Amended to read ISO 9001:2008
Scope of Cover clarification
Deletion of Exclusion from scope of
cover.
Revision to detail of Evaluation of
Compliance
Combined Management Review process
Organisation Changes
J Butler
J Butler
J Butler
J Butler
J Butler
S Bishop
This page will be re-issued to holders of controlled copies of the Business Management System,
together with the revised page(s), by the Management Representative, whenever pages are
revised.
Management Systems Policy Manual. Issue No: 5 27.03.13 Page 2 of 15

3. COMPANY PROFILE
McPhillips (Wellington) Limited was founded by Jim McPhillips in 1963 and became a limited company in
December 1964. The Company has enjoyed sustained growth over the years and currently employs
approximately 250 people providing award winning civil engineering and building solutions throughout the
Midlands, North West England and Wales.
The Company remains family owned and managed with Peter McPhillips and Nicholas McPhillips as Joint
Managing Directors.
McPhillips has been based in Shropshire since its inception and moved to its present purpose built
headquarters at Hortonwood, Telford in 1989. This extensive facility incorporates modern office space with
fully integrated IT infrastructure, Plant Maintenance Workshop and a bespoke Training Centre.
McPhillips has always carried out operations utilising its directly employed workforce which currently stands
at over 210 highly trained, skilled and experienced construction personnel. McPhillips believes this strategy
provides reductions in risk, as well as advantages in the control of quality, resourcing, co-ordination and
health & safety. The Company is committed to local employment, with 92% of personnel living within 20 miles
of its Telford offices.
A modern fleet of plant and equipment ensures that the correct apparatus is available when required. An in-house
Plant Department provides approved servicing, repair and calibration to maintain these assets and a
rolling replacement programme guarantees efficient and reliable machinery.
Management Systems Policy Manual. Issue No: 5 27.03.13 Page 3 of 15

4. MANAGEMENT POLICY
PRINCIPLES
McPhillips are committed to setting and maintaining high standards of system
management and co-operating with all regulatory authorities to ensure a safe, healthy
and environmentally acceptable code of working practices for its activities. Our aims are
to manage and reduce any negative impacts of the business on our Employees,
stakeholders and the environment. Other detailed policies are available in support of
this declaration and publicly available.
OBJECTIVES
The purpose of this policy is to give the overall intentions and the direction of the
organisation as related to Quality, Health, Safety & Welfare of our employees,
Stakeholders, our Environment and the international standards to which we subscribe.
This Policy is subject to annual review or following significant changes to our
business practices, it is also available to any interested party and provides the
framework for establishing Quality, Health, Safety, Welfare and Environmental
Targets and Objectives. This policy is a living document and is a formal statement of
direction endorsed by the Senior Management Team and the Managing Directors. The
following statements are made in support of the Management system.
STATEMENTS OF INTENT
• We will implement and maintain a documented SHEQ management system.
• We will provide adequate resource, time people and finance.
• We will ensure that all our employees and associates who come under our control
have the requirements of our standards communicated to them and also that we
will ensure these requirements are understood.
• We are committed to continual improvement of the integrated management
system with regard to SHEQ activity.
• We will strive to prevent injury and ill health to employees or stakeholders who are
subject to our activities.
• We are committed to prevention of pollution.
• We will comply with all relevant current and future legislative and other
requirements.
• We will review our SHEQ performance through appropriate measurement &
Analysis to support our continual improvement of the Management system and our
associated business performance.
Mr P F J McPhillips Mr N P J McPhillips
Joint Managing Director Joint Managing Director
Management Systems Policy Manual. Issue No: 5 27.03.13 Page 4 of 15

5. Scope of Cover
McPhillips (Wellington) Limited is committed to maintaining and improving its service to its
customers for: -
“Civil Engineering and Building Contractors incorporating the management of design
and development of a wide range of construction projects to the private & public
sectors.”
Quality Management
McPhillips (Wellington) Limited will monitor its performance in line with Customer Satisfaction
and the international standard ISO 9001:2008 and will manage its business to meet the Business
Objectives of which the measurable Key Performance Indicators are listed below and at the
same time strive for Continual Improvement in the Business.
Business Objectives & KPI’s
• Safety & Health
• Environmental
• Quality
• Economic Sustainability
• Honesty, Respect, Integrity
• Customer Satisfaction
Management Systems Policy Manual. Issue No: 5 27.03.13 Page 5 of 15

6. MANAGEMENT SYSTEM DOCUMENTATION
The documented management system implemented at McPhillips (Wellington) Limited is based around this
level 1, Policy Manual, level 2, Process Procedures, level 3, Quality Documents, level 4, Work Instructions.
This document sets the management’s policy and plan for the Company. Process Procedures describe mandatory
controls for all activities; from the processing of an enquiry, to the receipt of payment for services provided.
There is a quality document matrix McP 01 that controls the issue status of all documents in level 3.
The above-mentioned documents are all based upon the requirements of nationally / internationally recognised
models / requirements / standards / specifications.
Documented System Structure
Level 1
Policy Manual
Level 2
Processes / Procedures
Level 3
Documents / Forms
Level 4
Work Instructions
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7. Corrective
Action
QAP 05
Control of
Documents
QAP 01
COMPANY PROCESS MAP
Control of
Records
QAP 02
Non-
Conforming
Product
QAP 04
SUPPORT ACTIVITIES
Internal
Audits
QAP 03
Tendering
QAP 08
Contract
Awarded
QAP 09
Management
of Design &
Drawing Reg.
QAP 11 & 20
Construction
QAP 10 & 22
QAP 21
Suppliers
QAP 12
Purchasing
/ GI / Inv.
QAP 13 & 14
Calibration
QAP 16
Competency
& Skills
QAP 15
Valuation &
Costing
QAP 19
Preventive
Action
QAP 06
Management
Review
QAP 07
Plant
QAP 18
Customer
Feedback
QAP 17
Management Systems Policy Manual. Issue No: 5 27.03.13 Page 7 of 15
CUSTOMER INPUT
Customer Communication
COMPANY CORE ACTIVITIES
COMPANY CORE ACTIVITIES
SUPPORT ACTIVITIES
CUSTOMER FEEDBACK

8. Organisation Structure
BOARD OF DIRECTORS
Safety, Health
Company Secretary Training and & Safety
Quality Manager * Consultant
Commercial Director Contracts Director
Deputy Quality Manager ** ***Environmental Manager
Contracts Manager
Plant/Transport Manager
Purchasing Site Agent Yard Manager Fitters/
Manager Mechanics
Site Foreman Site Engineer Yard Foreman Lorry Drivers
General Machine
Operative Operator
* Safety, Training & Quality Manager - Stuart Bishop
** Deputy Quality Manager - Andrew Dunham
*** Environmental Manager - Stuart Mackenzie
Management Systems Policy Manual. Issue No: 5 27.03.13 Page 8 of 15

9. Roles, Responsibility, Accountability & Authority
Responsibility
& Authority
Managing
Directors
SHEQ
Manager
Commercial
Director
Contract
Director
Company
Secretary
Accountant
Contracts
Managers
Site Agent
Site Foreman
Strategic
Development
Marketing &
Sales
Financial
Matters
Quality
Assurance
Client
Relationship
Workforce /
Plant Prog.
IT System
Reliability
Staff Training
&Competency
Health &
Safety
Environmental
Primary
Secondary
Management Systems Policy Manual. Issue No: 5 27.03.13 Page 9 of 15

10. Appendix 1 HSE Management Requirements.
4.1 General Requirements
Objective. To implement and maintain a documented integrated Management System which along with the
internationally recognised standards satisfies our wider business objectives and meets our Corporate Social
Responsibility obligations.
The Business Management System scope includes the meeting of ISO 9001: 2008, ISO 14001:2004 & BS
18001: 2007 standards in full. The system is fully integrated utilising both electronic and paper media. The
core processes are ISO 9001: 2008 with supporting activities arranged for management of Health, Safety and
Environment.
Process / Procedure. N/A
Documents
Business Manual Document.
Owners: Stuart Bishop, Andrew Dunham & Stuart Mackenzie
4.2 Policy The following document is a statement of intent specific to the requirements of Environmental
Management Systems 14001:2004, Quality Management ISO 9001:2008 and Health & Safety BS 18001:
2007.
Objective. To ensure that all our employees, associates, members of the public, any other interested party or
any other body employed on our behalf is aware of our intentions with regard to Quality, Health, Safety and
the Environment while carrying out our Business Activities.
Process / Procedure. N/A
Documents
Integrated Policy Document. Page 4 of manual.
Owners: Stuart Bishop, Andrew Dunham & Stuart Mackenzie.
4.3 Planning – The following procedure defines how our Business Management System satisfies the
requirements of our Business Activity, ISO 9001: 2008, 14001:2004 & BS 18001: 2007. Business planning is
core to the success of our operation and the following activities are specific our Objectives.
4.3.1 Aspects and Impacts. Hazard Identification, Risk Assessment and Control.
Objectives. To ensure that all our activities whether administrative, support such as maintenance and supply
yard, site work evaluate their activities with regard to Environmental impact.
Analysis will determine our organisational activities that have an interaction with the Environment. We will
endeavour to evaluate both site and Head Office. When established our Aspects and Impacts evaluation will
be the basis for generating meaningful, measurable and achievable targets and objectives.
Specific controls will be in place to mitigate any potential adverse effects; these may take the form of
Training, Inspections, Communication, and Work Instruction, Toolbox talks. Consideration will be for
normal and abnormal scenarios.
Management Systems Policy Manual. Issue No: 5 27.03.13 Page 10 of 15

11. Process / Procedure. N/A
Documents.
Aspects and Impacts Register
SHEQ KPI’s
HS Risk Assessments
Env. Risk Assessments
Training Database
Owners: Stuart Bishop, Andrew Dunham & Stuart Mackenzie
4.3.2 Legal & Other Requirements.
Objectives. To ensure that the organisation and its activities fully comply with current & future Legislation
and also to any other requirements that may have influence on the organisations activities.
Our Organisation will evaluate the applicable legislation that applies, we will endeavour to meet all current
and future legislative requirements, we will review our continuing compliance by regular reviews at agreed
frequencies, action plans will be implemented with timing and responsibility allocated to ensure satisfactory
closure.
We will also meet any other applicable requirements that may apply due to the customer or sector
requirements or indeed any positive influences that the company my deem benefit.
Process / Procedure. N/A
Documents
Environmental Legislation Register
Health & Safety Legislation Register
Management Review Minutes.
Other Requirements.
Owners: Stuart Bishop, Andrew Dunham & Stuart Mackenzie
4.3.3 Targets and Objectives
Objectives. A management programme will be developed, establishing measurable, quantifiable standards,
measured in comparison to an agreed normalisation factor. The targets and objectives will be meaningful,
responsibility will be allocated and targets will be allocated achievable time frames. Targets and Objectives
will be established in line with our Policy, The Business & Financial influence, Interested parties and the
wider global issues that affect us all.
As a result of historical analysis and our review of significant Aspects and Impacts we will establish, review
and meet an agreed annual programme of action, which will be a demonstration of our continual
improvement and commitment.
Process / Procedure. N/A
Documents.
KPI’s
Owners: Stuart Bishop, Andrew Dunham & Stuart Mackenzie
Management Systems Policy Manual. Issue No: 5 27.03.13 Page 11 of 15

12. 4.4 Implementation and Operation
4.4.1 Resources, Roles, Responsibility, Accountability & Authority.
Objectives. To ensure all employees engaged whether indirectly or directly involved in our business activities
has a complete understanding of their obligations with regard to Quality, Health, Safety and The
Environment.
Process / Procedure QAP 15 Competency and Skills.
Documents
Zone Plan. Site & HQ.
Organisational chart.
Defined Roles & Responsible. See HR records.
Owners: Stuart Bishop, Andrew Dunham & Stuart Mackenzie.
4.4.2 Competence, Training, Awareness.
Objectives. To ensure all employees and company associates engaged by or on behalf of the company, full or
part time, Head quarters or site specific have the required competence to fulfil their obligations with regard to
SHEQ.
All employees, associates and contractors employed directly or indirectly are involved in the company 14001:
2004 training and Awareness process. Records of these activities will be maintained.
Process / Procedure QAP15 Competency & Skills.
Documents
Induction.
Training Evaluation Questionnaire.
Environmental Facts
Mc Phillips certification / Training Data base.
CITB Training Plan.
Owners: Stuart Bishop, Andrew Dunham & Stuart Mackenzie
4.4.3 Communication. ( 4.4.3.1 Participation & 4.4.3.2 Consultation)
Objectives. To establish effective, useful and appropriate mediums of communication with a view to
supporting our commitment of endeavouring to ensure our employees associates and interested parties
understand our intentions in regard to SHEQ.
Process / Procedure. N/A
Internal Communication – Presentations & Tool Box Talks
Documents
Notice Board.
Newsletter.
Web site. www.mcphillips.co.uk
Induction.
Owners: Stuart Bishop, Andrew Dunham & Stuart Mackenzie.
Management Systems Policy Manual. Issue No: 5 27.03.13 Page 12 of 15

13. 4.4.4 / 4.4.5 Documentation & Control of Documentation
Objectives. To identify and control the required documents for the system, to ensure availability where
required, to ensure the latest authorised version is only available, to retain, locate and dispose of spent
documents in the approved manner.
Process / Procedure QAP 1 Control of Documents
Documents.
Document Matrix.
Owners: Stuart Bishop, Andrew Dunham & Stuart Mackenzie.
4.4.6 Operational Control
Objectives- To ensure all our activities are controlled in both normal and abnormal circumstance.
Process / Procedure
Operational Control EP 55-EP59 - EP64
Operational Control HSP 01- Site
Operational Control HSP 02- Workshop & Depot
Operational Control HSP 03 - Offices
Documents – Permits to Work – Safe Systems of Work (Risk Assessments) – Method Statements
Work Instructions
Waste Management Plans & Analysis.
Certification.
Licences.
Consents.
Environmental Risk Assessment
Suppliers, Contractors & Purchasing.
HO Site Plans including drains, utilities, fire hydrant, local watercourses, Emergency lighting and call points,
chemical and fuel storage locations.
Owners: Stuart Bishop, Andrew Dunham & Stuart Mackenzie.
4.4.7 Emergency Preparedness and Response
Objective- Our objective is to ensure we mitigate the adverse effects of any foreseeable Emergency scenario
wherever our business activity is involved, we will practise our response scenario, measure, analyse and
improve on it. The objective is to protect Human Beings, Safe Guard the Environment and ensure our
business can be swiftly brought back on line; our philosophy is that of prevention.
Documents
Computer Back Up
Environmental Risk Assessments
Environmental Work Instructions
H & S Risk Assessments
H & S Work Instructions
Emergency Response Performance Analysis.
Owners: Stuart Bishop, Andrew Dunham & Stuart Mackenzie
Management Systems Policy Manual. Issue No: 5 27.03.13 Page 13 of 15

14. 4.5 Checking
4.5.1 Performance, Monitoring and Measurement.
Objective- To ensure suitable monitoring & measurement of both system and business activities are in place to
ensure suitable ongoing targets and objectives are established, driving the organisation forward in the spirit of
continual improvement with mutual benefit for the business, the community, our employees and the
Environment. The following influences are an example but not an exhaustive list of suggested measurable.
An appropriate normalisation factor will be agreed to ensure the measures have meaning.
Reduction of skips used M3.
Quantity of Construction material recycled Wood, Polythene, Brick and Mortar etc
Fuel used in litres converted to C02. Conversion factor is 2.68.
Kwhrs of Electricity used converted to C02. Conversion factor is 0.43.
Kwhrs of gas consumed converted to C02. Conversion is 0.19
Kgs of paper recycled against quantity purchased.
Litres of water used / saved.
System performance audits completed on time, concerns closure in target.
RIDDOR Accident Statistics, Near Miss and Health issues
Process / Procedure N/A
Documents
Business KPI’s
Owners: Stuart Bishop, Andrew Dunham & Stuart Mackenzie
4.5.2 Evaluation of Compliance.
4.5.2.1
4.5.2.2
Objectives- We have established a method to ensure our business and the system is and remains fully
compliant with all its Legal and other Requirements.
Process / Procedure.
Evaluation of Compliance – Environmental Legislation
Evaluation of Compliance – H & S Legislation
Documents
SMS
Internal & External Audits
R G Wilbrey – Facility, Equipment & Site Inspections
Review of Near Misses & Risk Assessments
Contract Managers and /or Directors Observations
EMS
Internal & External Audits
Regulatory Inspections – i.e. EA & Clients
Review of Incidents
Environmental Managers and /or Directors Observations
Management Review
Owners: Stuart Bishop, Andrew Dunham & Stuart Mackenzie.
Management Systems Policy Manual. Issue No: 5 27.03.13 Page 14 of 15

15. 4.5.3 Non Conformity, Corrective Action, & Preventive Action.
Objectives- to ensure all environmental concerns whether a near miss, actual situation, concern raised as a
result of any of our SHEQ triggers is progressed to satisfactory closure.
Process / Procedure
QAP 04 – Control of Non-Conforming Product
QAP 05 – Corrective Action
QAP 06 – Preventive Action
RG Wilbrey (Consultants) Ltd –Monthly Site Inspection Reports
Documents.
NCR Monitor
Observations Monitor
Complaints Register
Owners. Stuart Bishop, Andrew Dunham & Stuart Mackenzie
4.5.4 Control of Records.
Objective- To identify, store and dispose of all required Management System Records. To ensure they remain
available and legible, they are not circulated to unauthorised recipients whether intentionally or not, records
subject to Data Protection Act will be treated accordingly. Records can be hard paper, Marketing material,
magazines or electronic and includes our intranet facility.
Process / Procedure. QAP 2 Control of Records.
Documents
Quality Document Matrix.
Owners: Stuart Bishop, Andrew Dunham & Stuart Mackenzie
4.5.5 Internal Audits.
Objectives- To establish a full programme of auditing activity to ensure continuing suitability of all system
Manuals, Policy, Procedures, Documents, Work Instructions and statutory obligations are effective and
opportunity for improvement is identified.
Process / Procedure QAP 3 Internal Audit.
Documents.
Quality Audit Programme
Environmental Audit Programme
Health & Safety Audit Programme
Owners: Stuart Bishop, Andrew Dunham & Stuart Mackenzie
4.6 Management Review.
Objectives- To ensure at least once per annum our complete management system is reviewed for continuing
suitability.
Process / Procedure.
QAP 0 7 Management Review
EP 54 Management Review
H&S Management Review
Documents
Owners: Directors & Safety, Training & Quality Manager & Environment Manager
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