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Whilst it is recognised that all employees and subcontractors have a responsibility for monitoring health and safety performance, a formal system of monitoring is required to ensure standards are achieved and maintained. The Company have introduced procedures to monitor and measure Environmental and Health and Safety performance on a regular basis.
These procedures provide for:
Both qualitative and quantitative measures, appropriate to the needs of the Company;
Monitoring of the extent to which the Company objectives are met;
Proactive measures of performance that monitor compliance with Company procedures and legislative requirements;
Reactive measures of performance to monitor accidents, ill health, incidents and other historical evidence of deficient Health and Safety performance;
Recording results of monitoring and measurement sufficient to facilitate subsequent corrective and preventative measures.
Monitoring will take place at all levels of Management and Supervision using the format as laid out in the appropriate forms. This will allow a broad assessment to be made using the information contained in the reports. From this information we can assess our strong areas, weak areas and target a more focused approach accordingly.
The senior person on site, he will undertake a weekly inspection of the workplace. The criteria for inspection are detailed on the FlowForma form and must be followed. Any items requiring action must be noted on the report together with a timescale for the action to be completed. These inspection forms are automatically saved to the site Teams folder. During H&S department inspections, it will be checked that items are being recorded.
Each week the form is to be completed by the most senior person on site to verify that the following actions have been undertaken:
Site inspections have been carried out
Inductions and toolbox talks have been completed
Accidents and incidents including visits by clients or enforcing authorities have been reported
This form must be returned to the head office by fax every week.
As Directors and Contracts managers visit the contracts, they will report any items of concern relating to health and safety to the Management and Supervision of the site. This may be followed by an email or warning letter in severe cases, copies of which will be sent to the Safety department for record. Periodically, the Directors and Contracts managers will complete Safety inspections with the project management team.
The Health and Safety Advisor will carry out formal inspections of our contracts on a regular basis. These reports are generally produced every two weeks depending on the individual requirements of the development. The H&S Manager with input from Operations Directors, will identify the frequency the inspections will be undertaken. The decision will include level of activity on site, level of risk of works on site, historic issues or incidents or concerns on H&S performance. Where the contract is of a high-risk nature, these reports may increase to weekly, and where they are low risk or of a limited nature, they may be reduced to six weekly.
Once the reports have been produced, they will be copied as follows:
A copy will be emailed to the most senior Manager or Supervisor on site
A copy will be issued to the Directors, Managing Director and Chairman.
Site Manager must use the link in the FlowForma close out email to access the form and detail the actions taken to address any issues.
At bi-monthly intervals a safety review meeting will be undertaken at the board meeting to discuss past actions, incidents and performance together with planning for the coming months to included safety initiatives, up and coming changes in procedures and legislation.
Minutes of all review and site meetings will be logged on the system for record and disseminated via email to all those required.
In order to ensure H&S is maintained on site disciplinary action may need to be taken against individuals who fail to follow instructions or who risk the H&S of themselves or others. Site managers, Contracts Managers, Project Managers, H&S Manager and Directors can all use their discretion for temporary or permanent removal of offenders from site, dependant on the severity of the breach.
All site operatives, including subcontractors, have a responsibility to carry out any action that has been identified by any of the following reports. The senior person on site will be responsible for ensuring that he undertakes the formal monitoring of the workplace and returns the Site Management Weekly Return Form HSF 303 to the head office every week.
The Construction Directors / Contracts Managers will ensure that all site inspections conducted on sites under their jurisdiction are closed out by the person responsible and returned to the office for records purposes.
The purpose of this procedure is to clearly define the requirements of the system that will be used on all sites to collate all information relating to Health and Safety. Each and every Manager and Supervisor will be able to transfer between the sites (should the need arise), with the full knowledge that the recording of this information will be identical for each site.
At the start of each project, a full set of files will be produced and placed on site. Each folder will be clearly labelled with Folder number, Contents and Index, see Folder List and Contents below.
All files must be maintained in a complete state at all times and contain the relevant information for the specified file. If a specific piece of information is required, following a Health and Safety visit, or an accident, it should be easily obtainable from the file and should not be mixed up with other non-safety relevant information. Blank Health and Safety Forms will be contained within each applicable folder. The last form in each folder will be marked as the “Master” and must not be used; this is to be copied as required.
When a folder becomes full a new folder should be created with identical setup as the original folder and named Folder number appended with a letter eg Folder 2b, Folder 2c, Folder 2d.
The Company’s own Method Statements (MS) and Risk Assessments (RA) will be placed in this file in accordance with the published index. The index will be used to identify those MS and RA’s that are not required on the project.
This file will also contain an A to Z index and will be used to collate all Methods Statements and Risk Assessments for the subcontractors. All documents are to be contained in the relevant alphabetical order under the trade contractors known Company name. If a trade contractor has subcontracted the work out, then the document is to be filed under the trade contractors name and not the name of the subcontractor. Each document is to be filed together with the Subcontractor MS-RA Review Form HSF 503 that will be completed by the Site Manager and signed off, and filed with the Method Statement briefing form that is to be signed by all operatives under the control of the trade contractor.
The PUWER and LOLER registers will be completed electronically via the project Teams folder. This file will be used to store hard copies of thorough examination lifting certificates, along with any delivery thorough examination certificates, PAT test certificates or PDI inspections will be placed into the PUWER & LOLER folder.
For equipment that is governed by the Provision and Use of Work Equipment Regulations (PUWER), the equipment must be inspected at intervals recommended by the manufacturer and a report issued. A copy of the report or a pre hire inspection check card must be obtained BEFORE the equipment is used on site.
For electrical portable tools, proof of a 3 monthly PAT test must also be obtained and a copy placed in the file. All records of all equipment certification must be retained in this file. As the equipment is recertified or removed on site, then the certificate must be marked accordingly and placed in the back of the file to avoid confusion.
The Provision and Use of Work Equipment reports of inspections (PUWER) HSF 802. This register should contain the record of seven-day inspections of equipment on site that is not covered under the LOLER regulations.
For Lifting Equipment used under the Lifting Operations and Lifting Equipment Regulations (LOLER), a Certificate of Thorough Test and Examination must be obtained and be within date. 12 months for all lifting appliances, 6 months if planned to be used for lifting persons, and six months for all lifting accessories. Appliances include mobile cranes, tower cranes, forklifts, HIAB’s and concrete pumps. Accessories include chains, strops, concrete skips, mortar bins, brick forks, block grabs and rubbish skips lifted by cranes. All certification should be obtained as the equipment arrives on site and verified BEFORE the equipment is used.
This folder will contain all relevant documentation regarding the management of Temporary works on site. The file will contain the Temporary works coordinator/supervisor appointment letters, design briefs issued to temporary works designer, temporary works register identifying all temporary works that will be managed on the project and copies of temporary works designs. The filing of Temporary Works Permit to Construct, Permit to Load and Permit to Strike is to completed in a separate file, due to the quantity that will be produced.
This file will contain the Construction Health and Safety Plan for the development together with its appendices and relevant information. The Health and Safety Plan is to be reviewed and updated as the project develops and conditions dictate. The Health and Safety Plan will also cross reference to this filing system.
Upon receipt of the notification of the start of the project, it will be the responsibility of the Health and Safety Department to produce these set of files together with all relevant forms and arrange for delivery to the site.
Operations Directors and Contracts Managers will ensure that all files are in place on the site.
It will be the responsibility of the Project Manager to ensure that this filing system is maintained in accordance with these requirements.
It will be the responsibility of the Manager / Supervisor to enter the information into these files as required. In the case of small developments in the absence of a Project Manager, the Site Manager or Supervisor will assume his responsibilities.
The site files will be checked during every inspection to ensure that they are maintained up to date with all relevant information and documentation. Any non-conformances found will be detailed on the inspection report and it will be the responsibility of the most Senior Manager or Supervisor to carry out any remedial actions required.
Any new, replacement or additional files and forms will be available from the Health and Safety Department.
Upon completion of the contract, the complete set of Health and Safety Files must be returned to Head Office for archiving. The senior person on site should contact the appropriate Director and seek guidance on who and where to send the files. The files must not be left on site or returned with the site offices. When received at the head office, the files should be placed in archive boxes and labelled with the site name, reference or job number and the archive date. Archive files should be kept for a minimum of 5 years after contract completion.
