She Management System Manual

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Safety, Health and Environmental ManagementSystem (SHEMS) Manual

OHSAS 18001:2007

ISO 14001:2004


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Table of Contents

Item Description Page

1. Foreword 2

2. Introduction 4

Corporate Vision 5

The Company 6

Product Range 8

The people 9

3. Scope of SHE Management System 4

4 S f t H lth d E i t l P li St t t 14


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1. FOREWORD

ESTABLISHMENT OF INTERGRATED SH&E MANAGEMENT SYSTEM INWINDMILL (PVT) LTD

The development and implementation of a formal Safety, Health and Environmental (SHE)

Management System at St Marnocks Factory & Westgate Head Office is an integral part of

our business goals and objectives which are to achieve long term business success in a safe

and environmentally responsible and economically sustainable manner.

The responsibility for and obligation to the SHE management system rest on all of us, from

me, the Chief Executive Officer, through all Senior, Middle and Junior managers right down

to those employees at the lowest level.

Employee training and awareness, safety, health and environmental performance

measurements, internal auditing, corrective action and management reviews of the SHE

management system shall be carried out to the requirements of OHSAS 18001:2007 and

ISO 14001:2004 and Windmill Standards, at St Marnocks Factory & Westgate Head Office,


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INTRODUCTION

GENERAL

Windmill SHE Management System Manual provides the framework for managing all

aspects of the development

SHE Management System Framework is a systematic approach which is designed to:

Ensure compliance with the regulations

Demonstrate that all hazards and aspects are adequately managed

Achieve continuous improvement in SHE performance

This framework facilitates the structured management of Safety and Health hazards and

Environmental aspects and effects associated with the business and ensure that mitigative

th d i l f t lli th h d


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WINDMILL (PVT) LTD CORPORATE VISION

CORE IDEOLOGY

CORE PURPOSE

To profitably contribute to the success of the companys customers through the supply of

agricultural inputs.

CORE VALUES

Service to the Customer above all else.

Honesty and integrity.

Hard work, productivity and continuous self improvement.

Excellence in reputation, being part of something special.


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THE COMPANY

WINDMILL is a privately owned company which until 1970, was owned exclusively by

Windmill Holland. At that time, 80% of the equity was sold to organized agriculture in

Zimbabwe. Consequently, the Zimbabwe Tobacco Association, the Zimbabwe Cotton

Growers Association, the Zimbabwe Grain Producers Association and the Farmers Co-op

Limited became shareholders. Windmill Holland retained its 20% shareholding until 1986

when, through international acquisitions, Norsk Hydro became a shareholder. Other

shareholder changes have since occurred, but the company remains 80% domestically

owned.

WINDMILL is one of the principal suppliers of chemical products for agriculture in

Zimbabwe. The company is active in the production, importation, marketing and

distribution of fertilizers, crop chemicals, animal health products, speciality fertilizers and


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For more than 20 years WINDMILL has also been an established stock feed manufacturer

and sells beef concentrates as well as phosphate licks for supplementary feeding of cattle inwinter and summer. We are also a retailer of animal health drugs and accessories. Our

product is renowned, tried and tested.

WINDMILLS product portfolio is marketed domestically by a dynamic countrywide

marketing team while export business is handled by its external shareholder, Norsk Hydro.

Over the years, WINDMILLS products have been marketed in virtually all of the

neighbouring countries.

WINDMILLs high standing as a reliable and competitive supplier of top quality chemical

products owes much to the fact that the company has Zimbabwe as its home market. In

addition to being amongst the most intensive users of fertilizers and crop chemicals in the

developing world today, Zimbabwean farmers are renowned for their discerning and

innovative attitude towards fertilizer and crop chemical usage, with the emphasis being on

i t d ffi i ll f t


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PRODUCT RANGE

FERTILIZER CROPCHEM ANIMAL HEALTH SPECIAL FERTILIZER

GRANUALTED

FERTILIZER

Herbicides Stock feeds Soluble fertilizer

BLENDED Insecticides Dips Semi soluble

AMMONIUM NITRATE Fungicides Fly remedies Foliar sprays

AMMONIUM

SULPHATE

Fumigants Antibiotics Chelated micro

nutrients

SODIUM NITRATE Suckerides Wound remedies


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WINDMILL employs about 305 permanent staff and a variable number of seasonal workers.They are employed in five departments: Finance and Administration, Marketing,

Manufacturing, Corporate Purchasing and Human Resources. Overall company policy is

directed by the Chairman and the Board of Directors. The everyday business of the

company is in the hands of a Chief Executive Officer, assisted by a Management Team which

comprises the heads of the five departments.

Commercial, small scale and horticultural farmers are served separately by three divisions

within the Marketing Department, each with its own management structure.

The commercial and communal sections are serviced by field agronomists who are located

throughout the country. Many of the agronomists hold University degrees. Furthermore,

they are supported by the companys Research and Development team which comprises a

number of specialists (Entomology, plant pathology etc.) under the direction of the

Research and Development Manager. This team is responsible for the evaluation and

introduction of new products into the market place, as well as giving invaluable extension

support to WINDMILLs men in the field and to the companys customer. They frequently

resolve agricultural problems which can mean the difference between success and failure to

the farmer.


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2.

SCOPE OF SHE MANAGEMENT SYSTEM

The scope of the Safety, Health & Environmental Management system is limited to St

Marnocks Factory and Westgate Head office. At WINDMILL we believe that Safety, Health

and Environmental management plays an integral part of good business practice hence our

approach to Safety Health and Environmental issues is risk based.

Our integrated SHE Management System incorporating OHSAS 18001:2007 and ISO

14001:2004 has been developed to foster a positive Safety culture, implement and maintain

hazard and risk control management system. By implementing these two systems, we

position ourselves in such a manner that issues relating employee health and safety andenvironment are identified and managed in a more focused and systematic manner. By

adopting these systems we position ourselves on an equal footing in terms of global

competition.


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3.

SHE MANAGEMENT SYSTEM MANUAL

REVISION

The SHE Manual is revised by the SHE Management Representative as and when necessary

using inputs from changes in our operational aspects and impacts, hazards and risks, safety,

health and environmental Legislation, changes in Safety, health and environmental Policy,

SHE audits, Corrective Actions and Management Reviews and revisions of the ISO 14001

Standard. The Chief Executive Officer or his appointed representatives with executive

responsibilities approves all revisions. All records of amendments and changes shall be kept

on file.

Details of the revision and issue of controlled documents including the SHE Manual are

given in the SHE System Procedure, Document Control (SHE SP 02 Document Control

Procedure.)


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IDENTIFICATION AND STATUS

Each page of the SHE Management System Manual contains the following as the header:

DOCUMENT NUMBER TITLE:

EFFECTIVE DATE ISSUED BY:

Signed

ISSUE NO. 1

DOCUMENT TYPE APPROVED BY:

Signed

Page n of m

ISSUED BY Safety, Health andEnvironmental (SHE) Manager

APPROVED BY FACTORY MANAGER

Manual Issue No This number indicates the number of times the whole

manual has been issued

PAGE NO Thi h ll h h f f h i h


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4.

SAFETY HEALTH &ENVIRONMENTAL MANAGEMENT SYSTEMS (ISO 14001:2004&OHSAS 18001:2007) REQUIREMENTS

(The numbering system used within this section is the same as the numbers of ISO

14001:2004 and OHSAS 18001:2007 Standard Clauses.)

The following gives a breakdown of the requirements of the SHE, as extracted from

the Standard OHSAS 18001:2007 AND ISO 14001:2004 and what WINDMILL hasdone or is doing to comply with them.

4.1 GENERAL REQUIREMENTS

WINDMILL has developed and implemented a documented Safety, Health and

Environmental Management System (SHEMS) which meets all the requirements of

ISO 14001:2004 and OHSAS 18001:2007. The system is implemented and operatedthroughout St Marnocks Factory and Westgate Head Office.

4.2 SAFETY HEALTH AND ENVIRONMENTAL (SHE) POLICY

The safety, health and environmental policy was developed after identification of

environmental aspects and hazards and carrying out risk assessment. The policy


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4.3 PLANNING

4.3.1 ENVIRONMENTAL ASPECTS

The organisation has established a procedure to enable the identification of

environmental aspects and impacts associated with its activities, products and

services. (SHE SP 05 Identification of Environmental Aspect and Impacts.doc) The

identification of environmental aspects also covers any new processes and those

with modified activities products or services. The procedure also enables the

evaluation and ranking of aspects and impacts by significance. The organization usedthe significance level of Impacts in setting out its safety, health and environmental

(SHE) objectives. Through this manual the organisation will ensure that records of

these are maintained and updated.

RELATED DOCUMENTS


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4.3.2 LEGAL AND OTHER REQUIREMENTS

The organization has established a Safety, Health and Environmental management system

procedure for identifying and accessing the legal and other requirements that are applicable

to the organizations activities. See (SHE SP 10 LEGAL & Other Requirements Procedure.doc)

Information on legal and other requirements is communicated to all employees in the

organization through awareness training sessions. The legal and corporate requirements are

incorporated in existing work procedures.

RELATED DOCUMENTS

(1) LEGAL AND OTHER REQUIREMENTS SYSTEM PROCEDURE

4.3.3 OBJECTIVES, TARGETS AND PROGRAMMES

Safety, Health and Environmental objectives and targets enable WINDMILL to achieve its


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improved and high risk operations are brought under control. Each programme/project has

the following information, defined for it:

project title

objectives

specific work activities with time frame by which they are to be achieved

performance indicators

responsibility

FACTORY Manager is responsible for projects at ST Marnocks Factory premises and may

appoint responsible persons accordingly. Resources required are tabled to the Operations

Management Committee by the SHE Manager for approval, following which funds are

released. Projects are monitored and reviewed periodically by the relevant SHE Manager or

his or her appointee using a projects monitoring checklist or form. The SHE Manager or his

appointee maintains the safety, health and environment improvements projects register.

The safety, health and environmental improvement projects register details all the projects

and their current status.


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4.4 IMPLEMENTATION AND OPERATION

4.4.1 RESOURCES, ROLES, RESPONSIBILTY, ACCOUNTABILITY AND AUTHORITY

Individual responsibilities and authority levels for employees at all levels are defined and

communicated through organograms, job descriptions, job specific performance contracts,

work procedures and improvement projects.

The safety, health and environmental management system is managed and operated

through executive management, management representatives and departmental

champions. These were appointed in terms of the system over and above their day-to-day

responsibilities. Some of the responsibilities are captured through the procedures and are

d d d h f d


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SHE issues are communicated through safety talks, awareness training, monthly, quarterly

and annual SHE performance reports, weekly highlights, posters, emails, notice boards etc

RELATED DOCUMENTS

(1)SHE SP 08 INTERNAL COMMUNICATION, PARTICIPATION AND CONSULTATION

PROCEDURE

(2)SHE SP 03 EXTERNAL COMMUNICATION, PARTICIPATIION AND CONSULATTION

PROCEDURE

(3)ANNUAL SHE REPORTS

(4)

QUARTERLY SHE REPORTS

(5)SHE MR 01-11 MONTHEND SHE REPORTS

(6)WEEKLY HIGHLIGHTS

4.4.4 DOCUMENTATION


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(2)REGISTERS

SHE MANAGEMENT SYSTEN DOCUMENT KIT


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Distribution of all SHE system documents is in two formats either in hard copy or soft copy

format. Hard copies are stamped WINDMILL (PVT) LTD AUTHORISED COPY VALID ONLY IN

BLUE INK.SHE system documentation reviews are carried out when there are significant

changes. Major changes are done once in three years

All documents of external origin that affect the safety, health and environmental system are

identified, recorded and their distribution monitored and controlled. Obsolete System

documents are destroyed and a single copy is kept in the file for reference purposes only.

RELATED DOCUMENTS

(1)Document distribution List/ Register

(2)SHE SP 02 Document control procedure

4.4.6 OPERATIONAL CONTROL

The organisation has established a procedure to identify Environmental aspects that have a


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Where an accident/ incident occurs, a thorough review of the emergency preparedness &

response procedure is carried out as required by the system.

RELATED DOCUMENTS

(1) SHE SP 11 EMERGENCY PREPAREDNESS AND RESPONSE PLAN PROCEDURE

(2) SHEMS F13 EMERGENCY DRILL ASSESSMENT REPORTS

4.5 CHECKING

4.5.1 MONITORING AND MEASUREMENT

The organisation has formulated a procedure to monitor the safety, health and

environmental trends and manage key SHE performance indicators for those activities that

have a significant impact on the environment and occupational health in order to ensure the

achievement of set SHE objectives and targets.

Measurement and control of these activities have been incorporated into existing system


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4.5.2 EVALUATION OF COMPLIANCE TO LEGAL AND OTHER REQUIREMENTS

The organization has formulated a procedure on Legal compliance assessment and details

the following information:

Measurement and evaluation at least once a year

Auditing to be done by internal or external people who have been trained in legal and

other requirements auditing.

Record of such evaluation audits.

RELATED DOCUMENTS

(1) SHE SP 13 SHE Legal Compliance Assessment Procedure.doc


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4.5.3.2 NON CONFORMITY, CORRECTIVE ACTION AND PREVENTIVE ACTION

Non-conformities to the systems requirements are raised and are investigated and

corrected on an ongoing basis. The management representative is informed for verification

of corrective and preventive action.

RELATED DOCUMENTS

(1) (SHE SP 15 Incident Reporting, Recording and Investigation Procedure.doc)

(2) (SHE SP 04 Handling of Process Non Conformances Procedure.doc)

(3) (SHE SP 17 Corrective Action & Preventive Action Procedure.doc)

4.5.4 CONTROL OF RECORDS


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4.5.5 INTERNAL AUDIT

Safety, Health and Environmental Management System audits are conducted regularly to

determine compliance and effectiveness of the system. Internal audits are conducted as per

SHE Audit Schedule with external surveillance audits being conducted biannually. A plan to

provide guidelines on how the audit program is conducted has been formulated.

A team of internal resource persons has been trained on system development and internal

auditing. Periodically the team is broken into groups and the lead auditor is appointed to

lead internal audits.

Internal audits are followed up with management reviews to consider the audit findings

among other issues. Non-conformities and/or observations are raised during an audit and

these are investigated in accordance with set procedures and corrective actions instituted


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SHE Performance

SHE policy commitments and objectives

SHE Improvement Projects/ Programmes.

SHE monitoring and measurement results

Any legal or other changes

Resource adequacy and suitability

Opportunities for continual improvement


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WINDMILL SHE MANAGEMENT SYSTEM MANUAL Page 28 of 32

BOARD OF DIRECTORS

C.E.O

Finance ManagerCorporate

Purchasing

Manager

Human Resources ManagerMarketing ManagerManufacturing Manager

Loss Control ManagerQuality ControlManager

Production

Manager

Engineering Manager

Granulation

Foreman

Materials

Handling

Manager

Stores

Manager

Factory Manager

(St Marnocks)

SHE ManagerAnimal Health Divisional

Manager

Stockfeeds Plant Manager


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PROCESS/

ACTIVITY

ASPECT/

PARAMETER

MONITORED

FREQUENCY

OF

MONITORING

MONITORING METHODS &

CONTROL ACTIVITIES

SPECS BY WHO

Bagging Dust Quarterly Dust measurement & analysis 100ppm or

10mg/m3SHE Manager

Transportation Vehicle condition

Drivers medical

condition

Load

Drivers skills

Weekly

Annually

As per

schedule5 years

Vehicle checklist

Drivers medical screening

Driver testing and licensing

Vehicle SafetyProcedure

Medical

Surveillance

Factory Manager

Electricity usage Lock out facilities

Operator skills

Daily Signage

Training

Lock out guidelines & Lock Out Tag

Out System

- Engineering

Foreman

Noise Noise exposure

levels

Annually Occupational Hygiene Monitoring

Hearing Conservation Program

Exposure level

85dB(A)

SHE Manager

Illumination Lighting levels Quarterly Illumination Surveys 360 lux at point

of operation100 lux general

environment

SHE Manager

Pressure vessels Pressure Vessel

Integrity

Bi-Annually Management of pressure vessels

procedure

- Engineering

Manager

Human Behaviour At Risk

Behaviour

Daily Peer to Peer Observations

MBWA Mgt By Walking Around

- All Section Heads


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Ablution Facilities Hygiene Daily Sanitary facilities & Hygiene

Standards

- Section Supervisor

Fire Management EmergencyPreparedness

Fire Fighting

EquipmentHot Work

Housekeeping

Flammable

Substances

Bi-Annually

Annually

Daily

Daily

Fire Emergency Drills

Servicing and Inspection of fire

fighting equipmentPermit System

Storage, usage and disposal of

flammable substances.

- Factory Manager

SHE Manager

Engineering

Foremen

Moving Machinery MachineGuarding

Operator Skills

Machine

Integrity

Annually Machine Guard Surveys Guarding ofdangerous

moving parts

EngineeringManager

Heights Work on heightsof 2meters and

above where

there are no

working

platforms

On an ongoingbasis Permit System Work at HeightSHE Rules Use of bodyharness EngineeringForemen

Industrial effluent Cleaning of

drains

Cleaning of

Factory Floors

Monthly Drain Cleaning Schedule Drains Cleaned Factory Manager

Solid Waste Waste Disposal

Practice

Monthly Waste Segregation Good

Housekeeping

Factory Manager

Buildings Structural

Integrity

Annually Inspections _ Factory Manager


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Ventilation

Illumination

Fire Protection

Emergency

Escape Routes

Chemical Fumes NOx NH3 AnnuallyMonthly

Occupational Hygiene MonitoringMedical Surveillance

- HR Manager


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7. SHE MANAGEMENT SYSTEM DOCUMENT HIERACHY

SHE POLICY

SHE POLICY MANUAL

(COMPLIANCE STATEMENTS FOR EACH STANDARD CLAUSE)

SHE MANAGEMENT SYSTEM PROCEDURES

SHE OPERATIONAL PROCEDURES

WORK INSTRUCTIONS

CHECKLISTS

PLANS

FORMS

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