SODEXO REMOTE SITES SCOTLAND · SODEXO REMOTE SITES SCOTLAND QUALITY AND HEALTH & SAFETY MANUAL...

SODEXO REMOTE SITES

SCOTLAND

QUALITY AND HEALTH & SAFETY

MANUAL

PREPARED IN COMPLIANCE WITH ISO 9001: 2008 AND OHSAS 18001: 2007

Issue Number:SMS_OHS_Quality, Health & Safety Manual_V1

Date: 01/09/2015

REMOTE SITES

Document Number SRSS QHS manual Effective Date 01/09/2015 Page 2 of 45

UNCONTROLLED WHEN PRINTED OR DOWNLOADED Date printed 11-Sep-15 © Sodexo 2015

DOCUMENT CONTROL

Management System Element SRSS QHS MANUAL

Document Title QHS Manual

Document Number SMS_QHS_Manual_V1 Version # & Revision date V1 15/08/2016

Document Owner QHSE Manager Issue date 01/09/2015

Approved by QHSE Manager Effective Date 01/09/2015

REVISION LOG

REVISION DATE

VERSION NUMBER

SECTION NUMBER

DESCRIPTION OF CHANGE REVISED BY

01/08/2015 V00 All

Revision and amendment

QHSE Manager

31/08/2015 V01 All Update and final review QHSE Manager



1. SCOPE

1.1 General 1.2 Application 1.3 Exclusions

2. NORMATIVE REFERENCES

3. TERMS AND DEFINITIONS

4. MANAGEMENT SYSTEM

4.1 General Requirements 4.2 Legal and Regulatory Requirements 4.3 Documentation Requirements

4.3.1 General 4.3.2 Manual 4.3.3 Control of Documents 4.3.4 Control of Records

5. MANAGEMENT RESPONSIBILITY

5.1 Management Commitment 5.2 Customer Focus 5.3 Corporate Policy 5.4 Planning

5.4.1 Objectives, targets and programs 5.4.2 Management System planning 5.4.3 Risk management

5.4.3.1 Hazard identification, risk assessment and controls 5.4.3.2 Food safety hazard analysis

5.4.4 Management of change 5.5 Responsibility, Authority and Communication

5.5.1 Responsibility and Authority 5.5.2 Management Representative 5.5.3 Internal Communications 5.5.4 External Communications

5.6 Management Review

6. RESOURCE MANAGEMENT

6.1 Provision of Resources 6.2 Human Resources

6.2.1 General 6.2.2 Competence, Training and Awareness

6.2.2.1 Sodexo pre-employment briefing 6.2.2.2 Employee induction 6.2.2.3 External training 6.2.2.4 Contractor, subcontractor and visitor induction



6.3 Infrastructure 6.4 Work Environment 6.5 First aid and medical services 6.6 Occupational health and hygiene

7. IMPLEMENTATION AND OPERATION

7.1 Planning of Service Delivery 7.2 Customer Related Processes

7.2.1 Determination of requirements related to service 7.2.2 Review of Customer requirements related to the service

7.3 Design and Development 7.4 Purchasing

7.4.1 Purchasing process 7.4.2 Requirements 7.4.3 Verification of purchased product/ services 7.4.4 Monitoring of vendors

7.5 Product and Service Provision 7.5.1 Control of service provision 7.5.2 Validation of processes for service provision 7.5.3 Identification and traceability 7.5.4 Customer property 7.5.5 Preservation of product 7.6 Control of Monitoring and Measuring Equipment 7.7 Operational control

7.7.1 Business development 7.7.2 Mobilisation planning 7.7.3 Health & Safety procedures 7.7.4 Food Safety

7.8 Emergency preparedness 7.9 Product recall

8 MEASUREMENT, ANALYSIS AND IMPROVEMENT

8.1 General 8.2 Monitoring and Measurement

8.2.1 Customer satisfaction 8.2.2 Internal Audit 8.2.3 External audit 8.2.4 Monitoring and measurement of process

8.3 Control of Nonconforming Product 8.4 Analysis of Data 8.5 Improvement

8.5.1 Continual improvement 8.5.2 Corrective action and preventive action



INTRODUCTION This defines the manner in which SRSS (Sodexo Remotes Sites Scotland) implemented a Management System in order to assure our customers of the high standards of quality that we strive to achieve as well as guarantee the health & safety of our employees. As part of this process we have adopted ISO 9001:2008 and OHSAS 18001:2007 as a management systems model and have interpreted its requirements for our company. Company Profile SRSS is part of a global company offering integrated Facilities Management services, specialising in food delivery, hard and soft services for the oil & gas industry. This approach ensures we create a package of support services customised to meet the individual demands of our clients. At Sodexo, we believe that quality of life contributes to improving the well-being of individuals and the performance of organisations. Our head office in Aberdeen ensures that whatever services we provide they are in compliance with all local and national legislation and industry specific requirements where our services are provided. To our clients, we deliver On-site Services and peace of mind at over 80 locations, year after year. With service, safety and quality assured, our services allow clients to get on with their business - confident they have solid support. To our 1,700-strong staff, we offer a challenging, varied and rewarding environment. We know that enduring relationships and success only come from providing good service to our clients. Our company excels each and every day due to our single fundamental belief in our people being our greatest and most important resource. We take special care in selecting remote site personnel and provide them with comprehensive training. Our investment in continuous training for our people empowers them to confidently deliver quality services to our customers, thereby contributing towards a safe and productive working environment for all who receive our services.

1. SCOPE

1.1 General

Sodexo has developed and implemented an integrated management system to demonstrate its ability to provide consistent service that meets customer and applicable regulatory requirements This manual acts as the framework document SRSS management system which is based upon and complies with the international standards; ISO 9001:2008 and OHSAS 18001:2007 respectively The purpose of this manual is to define and outline the SRSS integrated management system encompassing our compliance, governance, responsibility, policy, process and guidance. defining authorities and responsibilities of the management personnel involved in the operation of the system and to provide a general description of the operational procedures for all activities.

1.2 Application

This manual applies to SRSS facilities and operations. Although it is a system supporting document it is for management use only and will be published as a system supporting framework document upon the Energy & Resources SharePoint platform.



In relation to ISO 9001:2008 and OHSAS 18001:2007: the provision of facilities management services, hard and soft services, incorporates catering, cleaning, laundry, support services, building maintenance services across a range of clients and in offshore environment.

1.3 Exclusions SRSS provides on-site services, based on the contractual requirements of clients, and does not design and or develop any products, therefore claims exclusion from section 7.3, Design and development ISO 9001:2008: Quality management systems – Requirements.

2. NORMATIVE REFERENCES The following documents referenced below in Table 1, contain requirements, which constitute requirements of this systems manual. Table 1: Type Reference Title

Legal and other requirements

Food Safety Act 1990 Food Safety Act 1990

Food Hygiene Regulations 2006

Food Hygiene (Scotland)Regulations 2006

Food Hygiene Regulations 2013

Food Hygiene (Scotland) Regulations 2013

Health and Safety at Work Act etc 1974

Health and Safety at Work Act etc 1974

OHSAS 18001:2007 Occupational health and safety management system – Requirements

ISO 9001:2008 Quality management systems – Requirements

SRSS procedures Refer to Appendix C, D & E

Sodexo UK&I Management System

System Support/Management System Cross Reference_V1

Associated forms and documents

Global Offshore & Marine SOPs and WIs

Global Offshore & Marine SOPs and WIs

3. TERMS AND DEFINITIONS

For the purpose of this manual and system documentation, the terms and definitions in ISO 9000 Quality management systems – Fundamentals and vocabulary systems apply. SRSS: Sodexo Remotes Sites Scotland QHSE: Quality Health Safety & Environment PDCA: Plan Do Check Act SMS: Safety Management System HS: Health & Safety FS: Food Safety QAL: Quality PR: Procedure SOP: Standard Operating Procedures WI: Work Instructions GU: Guidance/ Form Pol: Policy OHS: Occupational Health & Safety



4. MANAGEMENT SYSTEM

4.1 General requirements SRSS safety management system draws upon and comprises the remotes sites business designed to continually improve its effectiveness and provide consistent service that meets both customer and applicable QHSE regulatory requirements. All work that is carried out is considered to be a series of processes, with the identification and interactions of these processes, managed in order to enable the transformation of inputs into outputs; The methodology and principles of “Plan-Do-Check-Act” (PDCA) are applied across the business through the Management System and may be referenced in the generic management system process control model. Diagram 1: PDCA approach

The integrated management system documentation describes how to implement and apply each process, and defines the criteria and methods needed to ensure operation, control and improvement. This includes responsibilities, resources, instructions and definitions of methods for monitoring and measuring the effectiveness of processes. SRSS must ensure it continually improves its QHSE performance by focusing on four priority areas

1) Communication: Encouraging the collaboration of stakeholders to actively consider and address issues through the use of effective communication and the provision of information.

2) Standardization: Ensuring policies, procedures and processes create a governance framework that provides a solid base on which to make improvements that also supports legal and company compliance.

3) Innovation: The introduction of new process, practices and equipment that bring about both QHSE benefit to Sodexo and our clients’ therefore adding value to the Sodexo brand.



4) Performance: The identification and monitoring of indicators that demonstrates Sodexo’s QHSE performance along with monthly and annual reporting on progress.

Refer to Appendix A: Service delivery process flow

4.2 Legal and others requirements SRSS have established, implemented and maintained a process for identifying, having access to and assessing applicable legal and regulatory requirements relevant to the business operations, provision of products and services and of third parties. SRSS maintains a legal and other requirements register to document applicable legal requirements to which it subscribes and complies with. The QHSE manager is responsible for identifying and documenting legal and other requirements from sources including:

commercial legal database search services

information from membership to industry associations

government publications and news releases

subscription to legislation or standards services

review of regulatory websites

participation in industry work-shops, forums and training programs. Compliance to the legal and other requirements are reviewed at least annually or whenever there are any significant changes. The legal and other requirements register is available to all employees electronically. Employees are made aware of updates to legal and other requirements via procedural updates, ToolBox talks and/or employee briefing sessions.

Refer to SRSS SMS_HS_PR_001_Legal Register_V1 Refer to SRSS SMS_HS_GU_001_Compliance Register_V1

4.3 Documentation requirements

4.3.1 General SRSS has established, documented, implemented and maintains an integrated management system and continually improves its effectiveness in accordance with the requirements of ISO 9001:2008 and OHSAS 18001: 2007 standard. A Management Representative has been appointed and shall be responsible for the identification of all procedures and instructions considered necessary to produce, in a cost effective manner, an acceptable product. He is in charge of controlling and reviewing the management system including manual, policies and process. 4.3.2 Manual This manual defines the management systems requirements, business processes and documented procedures necessary for its implementation, maintenance and improvement. 4.3.3 Control of Documents SRSS acknowledge that the management systems shall be proportionate and appropriate for the remotes sites business and shall ensure compliance with the system in the development of any client/contract specific requirements. All documents which are regarded, as part of the quality and occupational health & safety management system (e.g. manual, procedures, forms, etc.) will be formally controlled to ensure that:

they are reviewed and approved both prior to issue and after changes are made



their revision status is clearly identifiable

they are available at the point of use

they remain legible, readily identifiable and retrievable

obsolete documents are either removed or identified to prevent their inadvertent use These controls will also be applied to documents from outside sources or site specific where required. All computer data relating to the control of the SRSS management systems, records and finance are backed up on a regular basis and held in a secure area.

Refer to SMS_QAL_PR_002_Document and Data Control V1

Sodexo Remotes Sites Safety Management System contains four inter-related components these are Policy, Process, Guidance and System Support. They contain the respective Energy & Resources requirements describing policies, processes and guidance information (including forms) for Sodexo's Quality, food safety and health and safety management systems. The management system is available on the Sodexo UK & Ireland Share Point Diagram 2: Control of document

4.3.4 Control of Records

Any records which are generated, as a result of using the quality and health & safety management system will be regarded as quality records. They will be retained to provide evidence of the effective operation of the system. All records will be identified, stored for a defined period of time in conditions, which protect them from damage, deterioration and loss and allow them to be retrieved as appropriate. When their retention period has been reached they will be disposed of in a defined manner e.g. incinerated, shredded or recycled. These controls will be applied to all quality records whether they are on paper or electronic media i.e. computer records. Where records are retained on computer they will be protected from access through security systems (passwords) and will be subject to regular ‘back-up’

Refer to SMS_QAL_PR_005_Retention and Control of Quality Records_V1



5. MANAGEMENT RESPONSIBILITY

5.1 Management Commitment SRSS leadership team has the ultimate responsibility for ensuring that the company meets the requirements of the Health and Safety at Work etc, 1974 and the Food Safety Act 2013, and all relevant regulations. The Managing Director has overall responsibility of health, safety and welfare matters. SRSS Leadership Team and senior managers is defined as senior leadership for the purposes of this manual and in relation to meeting the requirements of the relevant standards. SRSS Senior Leadership team has the overall responsibility for the development, implementation and maintenance of a suitable and sufficient management system that meets the needs of our customer as well as any statutory requirements. They are responsible for defining the quality and safety policies and objectives of the company and ensuring these are communicated, implemented and monitored throughout the organization. SRSS senior leadership is committed to developing, implementing, reviewing, and maintaining an effective and documented management system. This commitment includes:

Communicating the importance of meeting all contractual/customer as well as statutory and regulatory requirements;

Establishing policies and management system objectives,

Conducting management system reviews

Ensuring the availability of suitable and sufficient resources. SRSS senior leadership is ultimately responsible for food safety and health and safety at country level and in particular for:

Advising our clients on the adequacy of facilities and equipment for the production of safe and wholesome food.

Ensure that the SRSS polices and working practices are carried out correctly to ensure the health, safety and welfare of employees, contractors and visitors in their units.

Ensuring that health and safety matters are formally discussed at 90 Day HSE Plan review meetings, Operations meetings and Leadership Team meetings.

SRSS senior leadership has designated the QHSE manager as the management systems controller implementation authority responsible for the maintenance and continual development and improvement of the systems.

5.2 Customer Focus SRSS will ensure that customer requirements are understood and communicated effectively throughout the organization and to the senior leadership management team. Senior leadership will ensure customer requirements are met in such a way as to improve customer satisfaction.

Refer to SMS_QAL_PR_009_Customer Care_V1

5.3 Corporate Policy Health, Safety and Environment, Quality Policy, Food Safety Policy have been developed and implemented at the main Sodexo office and all operational units. SRSS Quality, Food Safety and Health, Safety & Environment policies are made available to all of our employees through this document. SRSS Health, Safety & Environment, Quality, Food Safety policies statements along with the Global policy statement must be displayed on notice boards throughout the business.



All areas of the SRSS business shall comply with the policy statements, system policies, processes and guidance documentation within the system. SRSS Health, Safety & Environment, Quality, Food Safety policies will be reviewed and amended where necessary. Wherever the policy statement is changed we will ensure that all employees are made aware of the changes and that the revised version of the policy is available.

Refer to SMS_QAL_PR_033_Policy procedure_V1

5.4 Planning 5.4.1 Objectives, targets and programs QHSE objectives shall be established at relevant functions and levels within the organization. These objectives are established in such a way that they are measurable and consistent with the Quality Food Safety and Health & Safety policies and are reviewed in management review. Objective and targets are consistent with the:

SRSS Quality policy

SRSS Food Safety policy

SRSS Health & Safety policy

Energy & Resources objectives and targets

Global Offshore & Marine specific objectives

Significant health & safety risk as identified on the risk assessment

Prevention of incidents and non-conformance

Legal and others requirements

Key stakeholder and client requirements

Commitment to continuous improvement QHSE manager will invite senior leadership and operations team on a quarterly basis to attend a 90 Day HSE Plan review. Once the objectives, targets and KPIs have been established or revised, the actions required to achieve these is determined and documented in an action plan. Action plans are communicated to all work areas/functional groups and resources designated as responsible for the completion of action items to ensure they are clearly understood, applied, monitored and reported.

Refer to SRSS Annual HSE Plan 2015

5.4.2 Management System planning

Quality and Health & Safety Management Systems are planned in such a way that they meet the QHSE objectives as well as general requirements which are mentioned in the standard ISO 9001:2008 and OHSAS 18001:2007. Any change to the organization, its facilities, resources or processes shall be planned in a controlled manner to ensure continuity during changes (refer to 5.4.4 Management of change) The QHSE Manager is responsible for preparing the Sodexo annual QHSE plan on behalf of the Senior Leadership team. The plan is revised and approved by the Senior Leadership team and is presented and revised on a quarterly basis to the operations team and senior leadership team.

Refer to SRSS Annual HSE plan 5.4.3 Risk management

5.4.3.1 Hazard identification, risk assessment and controls

The risk management process takes into account all activities, equipment, facilities, services, products and waste for both routine and non-routine activities, whether positive or negative, including those that SRSS has control over and can influence and includes:



identification of risks

assessment of risks

implementation of control measures to mitigate or reduce risks

implementation of additional control measures to mitigate or further reduce significant risks. Risk management activities are conducted and monitored on an ongoing basis to ensure control measures are effective, and that no new hazards are introduced when work schedules, equipment, tasks, work environment or control measures change (Refer to 5.4.4 Management of change) When determining control measures to eliminate or reduce risk as low as reasonably practicable, consideration is given to the hierarchy of control. Risks are reviewed and updated at least annually or when there has been an accident or a significant change to the operations, activities, products, services, equipment, facilities or waste, when a new hazard is identified, or if there is evidence that the control measures identified in the risk assessment were not effective (e.g. incident). The results of risk assessment activities are taken into account when setting objectives and targets.

Refer to SMS_HS_PR_002_Risk Assessment_V1 Refer to SMS_HS_GU_002a_General Area/Activity Risk Assessment_V1 Refer to SMS_HS_GU_002b_Detailed Risk Assessment_V1 Refer to SMS_HS_GU_002c_Employee Pregnancy Risk Assessment_V1 Refer to SMS_HS_GU_002d_Manual Handling Risk Assessment_V1 Refer to SMS_HS_GU_002e_Fire Risk Assessment_V1 Refer to SMS_HS_GU_002f_COSHH Risk Assessment_V1 Refer to SMS_HS_GU_002g_ Risk Assessment Register_V1 Refer to SMS_HS_GU_002h_ Risk Assessment Flowchart_V1

5.4.3.2 Food safety hazard analysis

The QHSE department conduct a periodic review of the food safety hazards associated with the services that Sodexo provides to determine which hazards need to be controlled and the degree of control required to ensure food safety. All food safety hazards that are reasonably expected to occur are identified, and a hazard assessment conducted, to determine appropriate control measures to eliminate the hazard, or control it to acceptable levels. Control measures are categorised as to whether they are managed through pre-requisite programmes (PRPs) or via the HACCP Plan. All identified food safety hazards are documented in the Food Safety Manual

Refer to SMS_FS_PR_007_HACCP_V1 Refer to SMS_FS_GU_007_HACCP_V1 Refer to SMS_FS_PR_008_General Hygiene _V1

5.4.5 Management of change

All changes, whether they are permanent or temporary, that may affect the health, safety or the environments are evaluated prior to implementation. The hazards associated with the change are evaluated, control mechanisms to eliminate or minimise risks implemented, and the impact on procedures, people, equipment, plant, environment, legal and other requirements etc. are considered. All changes are monitored and reviewed for effectiveness to ensure that no additional health, safety or environmental risks are introduced.

Refer to SMS_QAL_PR_012_Change Management_V1

5.5 Responsibility, Authority and Communication



5.5.1 Responsibility and Authority

SRSS organization chart indicates functional, quality relationships and areas of authority, which shall be maintained for each SRSS sites. Refer to Appendix B: SRSS Organization chart The senior leadership is responsible for overall strategy, policies, resources and operation of the business. As such s/he leads our Quality and Health & Safety initiatives (Refer to 5.1 Management commitment) The Supply Chain Sourcing Manager is responsible for managing supplier relations, effective stock control and the planning of purchases control. He shall provide advice and support on all commercial aspects of contracts including post contract award management. The Operations Directors/Managers are responsible for directing and controlling all activities of the/their business with emphasis on quality, cost control, service excellence and production planning plus training. They are responsible for ensuring that all operating procedures and instruction are known and followed, and ensure that all relevant employees understand the policies and procedures which affect them, by means of training and clean communications, and whether they are still applicable to the job, or need revision. They will also ensure that:

All necessary protective clothing and safety equipment is available, is in good working order and is used by staff.

All accidents and incidents are reported according in the accident reporting procedure and resulting injuries and complaints are dealt with promptly.

All accidents are investigated according to the investigation procedure.

Health and safety information, training etc. is provided as required to all employees, contractors, etc., to ensure that everyone knows and understands the company safe working practices (Safe systems of work)

The Unit Manager is responsible for effectively implementing the food safety and health and safety policies within the unit. In particular they must:

Ensure that all staff under their control is aware and implement the policies through effective training.

Ensure that all plant, fixtures and fittings within their unit are safe to use.

Liaise with the on-site client representative on matters that are within their area of responsibility, or are a shared responsibility.

All Sodexo staff must adhere to the health and safety policy and follow their supervisor’s instructions. In particular they must:

Take reasonable precautions in safeguarding the health, safety and welfare of themselves and others who may be affected by their work and must co-operate with their employer by working safely and efficiently.

Observe all health and safety rules and procedures as laid down by SRSS and use all health and safety equipment provided.

Not intentionally or recklessly interfere with or misuse anything provided in the interest of Health, safety, hygiene and welfare.

Use of personal protective equipment where required.

Bring to the attention of the appropriate Line Manager any faulty or defective plant or equipment and any other hazards or potential safety hazards, which come to their notice.

Report to the appropriate Line Manager all accidents, incidents or dangerous occurrences, in order that they can be investigated and, where necessary remedial action taken to prevent recurrence.

Seek advice or report to the appropriate Line Manager when unsure of a particular work requirement, or when visiting unfamiliar work areas.

All food handlers are responsible for the food safety standards in the area that they work. They must adhere to the food safety policy and follow their supervisor’s instructions.



Every SRSS employee has responsibility to ensure the Health & Safety of themselves and their colleagues as well as the quality of their work. Job descriptions for all personnel who manage perform and verify work affecting product and service quality shall be maintained and communicated to concerned employees.

Refer to SMS_QAL_PR_008_Job Description Procedure_V1

5.5.2 Management Representative

The QHSE Manager has been nominated as the Management Representative by SRSS senior leadership and has been given the necessary authority and responsibility to ensure the effective operation of both QHSE Management System and that the requirements of ISO 9001: 2008 and OHSAS 18001: 2007 are met and maintained The Management Representative is responsible for:

Effectively implementing and maintaining the organisation’s Quality and Health & Safety Management System to meet respectively ISO 9001:2008 and OHSAS 18001: 2007

Ensure that the integrated management system is implemented and continually improved

Managing inspection and quality assurance audits.

Reporting on the performance of both Quality and Health & Safety management system and any opportunities for improvement.

Promoting awareness of customer requirements throughout the organisation

5.5.3 Internal Communications Communication between departments is regarded as a vital element for SRSS in ensuring that we achieve customer satisfaction. This is especially so on sites where we operate we hold regular meeting at various level to ensure that information is accurate and up to date. Varying forms of media are utilised by the business in the support of management system communications from the company intranet Sodexo Net, to an e-newsletter such as the monthly brief, insight magazine and through the various communications platforms such as departmental meetings and established committees.

Refer to SMS_QAL_PR_031_Intern/Extern communication_V1

5.5.4 External Communications All requests from external parties are directed to the Marketing Director who is responsible for providing effective and timely communication to external parties in accordance with the group External Communication Policy.

Refer to SMS_QAL_PR_031_Intern/Extern communication_V1

5.6 Management Review SRSS senior leadership reviews the Quality and Health & Safety management system annually to determine its suitability, adequacy and effectiveness. Consideration is given at this meeting to a range of items as detailed in the agenda and includes our performance in meeting the needs of the business and its customers and any opportunities for the continual improvement of the system. During these reviews the senior leadership team will review at a minimum the following criteria:

Follow up actions from previous management reviews and exercises

Results of audits and incidents,

Customer feedback



Effectiveness of corrective and preventative action system

Any changes internal or external along with potential changes that could impact the corporate management system

Policy/process performance and policy/process efficiency

Cost of poor service delivery and quality

Lessons learned and emerging good practices and guidance

Continual improvement, systems design and development The output from the management review shall include any decisions and actions related to:

Improvement of the effectiveness of the management systems

Improvement of services related to customer requirements and resources required.

The recorded minutes of each meeting are signed, dated and retained.

Refer to SMS_QAL_PR_001_Management Review_V1

6 RESOURCE MANAGEMENT

6.1 Provisions of resource SRSS senior leadership is committed to provide suitable and sufficient resources for implementing, maintaining and continually improving the effectiveness of the corporate management system. In order to ensure customer satisfaction, SRSS shall enhance customer satisfaction by meeting the requirements of the contracts established, continually monitor resource availability, report any shortfalls to higher authority, allocate the right resource at the right time to deliver the service at a quality that is required by the client in an efficient and cost effective way. This applies equally across SRSS business to equipment, raw materials and labor. SRSS have appointed managers and personnel who are competent to perform their assigned tasks and who have the ability to resolve any problems either directly or through their ’line manager’.

Refer to SMS_QAL_PR_008_Job Description Procedure_V1 6.2 Human Resources 6.2.1 General SRSS shall ensure personnel carrying out work that may affect the conformity of our service requirements shall be competent and have appropriate levels of education, training, skills and experience. 6.2.2 Competence, training and awareness SRSS recognises the importance of the provision of a suitable and sufficient level of information, instruction and training in support of the competence of the business and its resource. Adequate and appropriate in-house verification requirements shall be identified and provided, so as to ensure that the specified requirements can be met and maintained. SRSS has documented and maintains a procedure to check:

- All personnel shall receive instruction in the operation of the SRSS Management System (as appropriate). Such instruction shall form part of the induction training.

- All functions that need acquired skills, and which could be adversely affected by the lack of such skills, shall be identified and training requirements planned and carried out as necessary.

- Training records are maintained for all personnel detailing experience/skills, qualifications, courses and competency.



- The competence assurance scheme is implemented and actively managed at site for all permanent employees

- All personnel are adequately trained and are competent for the tasks assigned to them. - Personnel training involves all aspects, where appropriate, of SRSS management system and

manuals. All personnel who perform tasks affecting quality will be made aware of the importance of their work and how it affects the overall quality of the products and services provided by Sodexo. The competency of personnel will be assessed through the competence assurance scheme and any requirements for training identified and provided. All training provided will be evaluated to ensure that it has been effective. Records of training, education, training and qualification will be retained in individual personal files or within the ad hoc passport for relief or transient employees.

Refer to SMS_QAL_PR_003_Recruitment, Induction and Training _V1 Refer to SMS_QAL_PR_008_Job Description Procedure_V1

6.2.2.1 Sodexo pre-employment training The Sodexo pre-employment training is compulsory for all employees prior to commencement of their employment. The pre-employment training comprises an online module that is completed prior to employment commencing, and a face to face corporate induction which takes place at SRSS HQ in Aberdeen. The training includes:

Welcome to Sodexo

Customer service excellence

HSEQ

Manual handling

Food safety

Chemical handling


6.2.2.2 Employee induction Part 1: Induction, candidates complete a 20 minute module online on the topics of > who are Sodexo,

What are our values and what are our expectations… their login details will be given with their offer

letter and will be mandatory prior to their start date.

Part 2: Face to Face Orientation, this will take place during their probationary period, ideally within

month 1, and will included a detailed run through of our Service Standards, HSEQ essentials

(Elementary Food Hygiene, PPE, Fire Safety etc) and Diversity and Inclusion training – this will be

approx. 4.5-8 hour session (content to be confirmed – myself and Domenico aim to have this

completed by the end of August)

Upon commencement of work at their unit the new employee and their direct manager complete an induction checklist which includes, but is not limited to:

workplace information (site tour and introductions)

Sodexo policies and procedures (via pre-employment e-induction)

Emergency management procedures, including first aid facilities, locations, etc.

hazard and incident reporting procedures

injury management procedures. If the client has additional induction requirements for entering a unit (including attendance at a client-specific company induction) then these are completed before attendance or commencement of work at the site as required.



On-going competence is assured by the Competence Assurance Scheme (Ref policy/procedure). All permanent employees must complete this at site within 12 months of start. Competence portfolios must be kept in the employees personal files at the work site. All required competencies must have at least 1 element revalidated every year thereafter. Verification of the competence portfolios held at site is conducted by the Learning and Development team. For ad hoc or relief teams, their on-going training is maintained in their training passport which they receive at their face to face induction at SRSS HQ. It is a mandatory requirement that ad hoc and relief staff carry their passports for every assignment and that the site manager completes these with any training delivered at site.


6.2.2.3 External training All recruited offshore personnel will be expected to attend the following external training before they are permitted to travel offshore and any required refresher training: MIST (Minimum industry Safety Training) BOSIET (Basic Offshore Safety Induction & Emergency Training) Any offshore training required by individual; clients before travelling to their offshore units e.g. Scape, DoNut to name a couple 6.2.2.4 Contractor, subcontractor and visitor induction The appointed SRSS responsible person at the unit is responsible for ensuring all contractors, sub-contractors and visitors follow the client site rules and are inducted before they commence their work. Before the contractor or sub-contractor has arrived at site to commence all RAMS and COSHH will have ben approved. The following must be adhered to but is not limited to this:

Site booking-in procedures.

Site safe access and egress routes, car parking rules etc.

Site welfare facilities and the need to maintain them in a clean, hygienic condition.

Site fire and evacuation procedures.

Site personal protective equipment rules, including requirements on head and foot protection. The requirement for other personal protective equipment to be dependent on the function of the individual and the task being undertaken.

Company accident and first aid procedures.

Restrictions on the use of plant and equipment by unauthorised people.

The requirement to examine equipment before use and withdraw defective equipment from service. Such defects to be reported to the senior company site representative.

Site health and safety consultation procedures.

The rules on complying with safety signs.

Advice on safety rules laid down by the principal contractor or the client and the requirement to comply with them at all times.

The requirement to clear up waste and debris as work progresses.

The requirement to take care for the safety and health of themselves and of others who may be affected by their acts or omissions at work.

Company disciplinary procedure as it applies to willfully ignoring safety rules.

The requirement to make themselves familiar with company health and safety procedures. All contractor and sub-contractor inductions must be recorded and signed and dated as received

Refer to SMS_HS_PR_012_Contractor visitor induction_V1



6.3 Infrastructure SRSS will provide and maintain the infrastructure needed to ensure and achieve conformity to our service and customer requirements including buildings, workspace, equipment, and support services.

Refer to SMS_HS_PR_004_Use of Equipment_V1

6.4 Work Environment SRSS will determine, provide and appropriately manage the work environment needed in order to achieve conformity to specified requirements. All physical working environments in SRSS control such as temperature, humidity, lighting and noise shall be identified and controlled to ensure the quality of service level and Health & Safety of our employees will meet the required specification. This includes but is not limited to, provision of:

adequate office facilities/kitchens/washroom/rest rooms/tea rooms, etc. (as appropriate) that are clean and well maintained

adequate lighting, ventilation and thermal comfort facilities/conditions required to complete work tasks

provision of computers, network systems and other equipment

safe equipment when not provided by client

personal protective equipment (PPE)

lockers to store personal items (where required).

Refer to SMS_HS_PR_004_Use of Equipment_V1 Refer to SMS_HS_PR_007_PPE_V1 Refer to SMS_HS_PR_013_Housekeeping_V1 Refer to SMS_HS_GU_009_First aid_V1 Refer to SMS_HS_PR_016_Stress_V1 Refer to SMS_HS_PR_025_Environmental Management_V1 Refer to SMS_HS_PR_036_Noise Control_V1

6.5 First aid and medical services Employees, contractors, subcontractors and/or visitors have access to suitable first aid and medical services during the course of their work. The allocation of first aid kits is based on risk assessment activities and is dependent on:

the nature of the hazards present that could result in injury/illness and the likely severity of that injury/illness occurring

previous occurrences of injuries/illness and incidents at the workplace

size and layout of the workplace

the number of employees at the workplace

the location of the workplace. Only appropriately trained first aiders administer first aid when required. If further medical assessment is required, injured or ill individuals are escorted to external medical facilities. Appropriate transfer to a medical facility (e.g. via ground ambulance or air) is arranged in the event of a serious injury or illness. Emergency shower and eye wash facilities are installed and maintained where risk assessment activities indicate the need for such facilities to be in place.

Refer to SMS_HS_PR_009_Medical Services_V1 Refer to SMS_HS_GU_009_First aid_V1

6.6 Occupational health and hygiene Common hazards associated with occupational health and hygiene in the workplace includes, but is not limited to:



chemical agents such as dusts, gases and hazardous substances

biological agents such as blood, body fluids and infectious diseases

physical agents such as noise, extremes of heat/cold and vibration

fatigue or stress. Health risks are monitored on a regular basis to identify potential occupational health and hygiene hazards in the workplace, where required. Where the health risks are identified, a workplace monitoring programme is implemented to evaluate exposure and assist in the development of controls to protect health.

Refer to SMS_HS_PR_016_Stress_V1 Refer to SMS_HS_PR_025_Environmental Management_V1 Refer to SMS_HS_PR_026_Energy and water_V1 Refer to SMS_HS_PR_027_Asbestos Management_V1 Refer to SMS_HS_PR_028_Chemical and Hazardous substance_V1 Refer to SMS_HS_PR_032_Legionella_V1 Refer to SMS_HS_PR_036_Noise Control_V1

7 IMPLEMENTATION AND OPERATION

7.1 Planning of Service Delivery

SRSS will plan and develop consistent QHSE management systems needed to ensure appropriate and safe service delivery. SRSS will ensure as a minimum that the following are considered when planning the realisation activities:

Product requirements and Quality objectives;

Processes and documentation, and resources specific to the product;

Criteria for acceptability and verification, validation and inspection activities;

Records are necessary to provide evidence that product requirements have been fulfilled.

The above are evidenced by the Service Level Agreements (SLA’s) to specific clients. SRSS will ensure that all contracts or orders received shall be reviewed by an authorised person. This review shall ensure:

The customer's requirements are clearly and adequately defined and documented.

Any requirements differing from those in the original quotation are identified and the customer contacted in order that these differences are clarified and resolved and agreed before acceptance.

The company has the capability to meet contractual or order requirements.

Evidence that a contract review has been carried out and shall be maintained in the appropriate customer file for future reference purposes and shall be subject to audit.

The customer’s requirements for general safety and hygiene shall be identified and contingency plans shall be introduced and implemented to offshore and onshore personnel. Amendment and changes to contracts shall be reviewed to ensure SRSS can meet with latest requirements.

Refer to SMS_QAL_PR_014_Enquiry & Tendering _V1 Refer to SMS_QAL_PR_015_Contract Review _V1 Refer to SMS_QAL_PR_016_Control Planning_V1 Refer to SMS_QAL_PR_017_Control of Contracts_V1 Refer to SMS_FS_PR_001_Food Planning _V1



7.2 Customer Related Processes

7.2.1 Determination of requirements related to service SRSS determines, plans and implement appropriate objectives and requirements for service delivery, covering suitable and sufficient processes for verification, validation, monitoring, customer satisfaction, measurement, inspections, records and specific resources

Refer to SMS_QAL_PR_015_Contract Review _V1 7.2.2 Review of Customer requirements related to the service

SRSS will review all the requirements related to the activities prior to the commencement of execution. In the review it is ensured that:

service requirements are adequately defined and understood,

service requirements differing from those previously expressed are resolved, and the organization has the ability to meet the defined requirements.

The results of the review shall be recorded and actions arising from the review shall be maintained. The customer requirements are confirmed by the organization before acceptance where the customer provides no documented statement of requirement. Any changes in the customer requirements shall be fully reviewed and necessary amendments shall be made and communicated to the concerned personnel. SRSS shall ensure that the customers are informed about the matters related to:

product / service information

enquiries, contracts or order handling including amendments, and

customer feedback, including customer complaints Additionally customer satisfaction surveys carefully designed to capture precise customer satisfaction information including the underlying causes of the satisfaction or dissatisfaction may also be carried out. Results shall be reviewed and suitable and sufficient actions planned, developed and carried out to further enhance the efficiency and effectiveness of the company’s delivery service.

Refer to SMS_QAL_PR_009_Customer Care_V1 Refer to SMS_QAL_PR_010_Customer Complaint/Feedback _V1 Refer to SMS_QAL_PR_015_Contract Review _V1 Refer to SMS_QAL_PR_018_Contract Termination_V1

7.3 Design and Development SRSS provides on-site Services, based on the contractual requirements of clients, and does not design and or develop any products; therefore this element of the standard does not apply. Refer to section 1.3 Exclusions of this manual for reference.

7.4 Purchasing

7.4.1 Purchasing process SRSS has a policy to ensure that all purchased products and services conform to specified requirements.

Purchasing documents shall clearly describe the products or services required and shall include the following information as applicable:



Precise details of the product or service ordered, including quantity, identification type, grade, style, size, and any other relevant data as applicable.

Reference to specifications, process/inspection requirements, acceptance criteria as applicable.

Reference to national/international Standards as applicable.

Refer to SMS_QAL_PR_020_Purchasing _V1 Refer to SMS_QAL_PR_021_Supplier & Sub Contractor Appraisal_V1 Refer to SMS_QAL_PR_026_Product Identification and Traceability_V1 Refer to SMS_FS_PR_031_Food purchasing and delivery_V1

7.4.2 Requirements Purchase orders shall be reviewed and approved by an authorized person, prior to release to the supplier. A list of approved suppliers and subcontractors is maintained and the purchasing department shall select suppliers and sub-contractors on their ability to meet specified requirements.

Refer to SMS_QAL_PR_020_Purchasing _V1 Refer to SMS_QAL_PR_026_Product Identification and Traceability_V1 Refer to SMS_FS_PR_051_Food purchasing specification_V1 Refer to SMS_HS_PR_030_Contractors and supplier_V1

7.4.3 Verification of Purchased Products/Services Purchased products and services shall be subject to verification to ensure they are in accordance with requirements. Where mutually agreed and detailed on the purchase document this may be carried out on the supplier’s premises prior to release. Where specified in the contract, the customer shall be allowed to verify the acceptability or otherwise of the purchased product at source or on receipt into the company.

All equipment and facilities shall be inspected prior to use, so as to ensure there is no obvious damage, that it is suitable for appropriate tasks and that it operates safely and correctly.

Where the equipment and/or facilities do not meet the requirements as outlined above, or are found to

be non-conforming, it shall be quarantined (if practical), the customer informed and the appropriate disposition action agreed.

Refer to SMS_QAL_PR_019_Sub-Contractor Control _V1 Refer to SMS_QAL_PR_022_Receipt & Storage of Supplies Offshore_V1 Refer to SMS_QAL_PR_023_Receipt & Storage of Supplies Onshore_V1 Refer to SMS_QAL_PR_025_Control of Customer Supplied Equipment_V1 Refer to SMS_QAL_PR_026_Product Identification and Traceability_V1

7.4.4 Monitoring of vendors SRSS will use 3

rd Party vendors and suppliers to enable delivery of certain specific skills or services

we do not have within our own employees, e.g. fire extinguisher maintenance, security systems and lift maintenance to name a few but not restricted to. All 3rd party vendors and suppliers must meet a required approval standard which includes a health & safety questionnaire and an audit of their health and safety systems before they are added to the SRSS approved vendor list.



When working on any client unit on behalf of SRSS the manager responsible for the contracted services / works must monitor the task being carried out and at completion sign off that the job has been completed safely and the area where the works occurred is in a safe and tidy condition.

Refer to SMS_HS_PR_030_Contractors and suppliers_V1

7.5 Service Provision 7.5.1 Control of service provision SRSS shall identify the customer's requirements and ensure that these requirements are clearly documented, planned, and carried out under controlled conditions to ensure the required quality is demonstrated. Documented work instructions to control the process activity shall be made available to all personnel. Where the absence of such instructions would adversely affect quality, the following shall be considered (as appropriate):

HACCP Assessment

General hygiene

Legislation and codes of practice

Process requirements/specifications

Provision of suitably trained personnel

Risks arising from cross contamination

Identification and disposal of waste products

Customer care system

Maintenance of environmental system

Refer to SMS_QAL_PR_009_Customer Care_V1 Refer to SMS_FS_PR_007_HACCP_V1 Refer to SMS_FS_GU_007_HACCP_V1 Refer to SMS_FS_PR_008_General Hygiene _V1 Refer to SMS_FS_PR_009_Identification and Disposal of Waste Products_V1 Refer to SMS_FS_PR_025_Enforcement Authority _V1 Refer to SMS_FS_PR_027_Food contamination prevention_V1 Refer to SMS_HS_PR_025_Environmental Management_V1

7.5.2 Validation of processes for service provision

The process owner shall verify all defined processes which will be reviewed and approved in conjunction with the SRSS QHSE Manager The parameters that affect the quality of process are being controlled at every stage to achieve the desired results in accordance to the approved procedure. The validation of processes shall be conducted by SRSS QHSE manager at regular interval of time. Identified equipment used within SRSS will be calibrated or verified at periodic intervals either through “best practice” or statutory requirements in accordance with applicable codes or standards. Records relating to the qualification of personnel, equipment and facilities etc shall be maintained in accordance with the SRSS procedure for “Control of Records”

Refer to SMS_FS_PR_007_HACCP_V1 Refer to SMS_FS_GU_007_HACCP_V1 Refer to SMS_FS_PR_005_Inspection, Testing and Release of Finished Product _V1 Refer to SMS_QAL_002_Document and Data Control_V1



7.5.3 Identification and traceability

SRSS has documented and maintains procedures to ensure that the product and services provided by the company are identifiable throughout all stages of processing and the means by which traceability is provided. These procedures detail the requirements to ensure that at every stage in the process of providing a catering and domestic service can be traced. Also that purchased products are clearly identified to enable traceability to source.

Refer to SMS_FS_PR_007_HACCP_V1 Refer to SMS_FS_GU_007_HACCP_V1 Refer to SMS_FS_PR_005_Inspection, Testing and Release of Finished Product _V1 Refer to SMS_QAL_PR_026_Product Identification and Traceability_V1

7.5.4 Customer property SRSS has a policy to ensure that customer supplied equipment and facilities provided by the Customer are reviewed for acceptability prior to use and reported to the client if any faults occur during use.

Refer SMS_HS_PR_004_Use of Equipment_V1 Refer to SMS_FS_PR_056_HACCP unit assessment_V1

7.5.5 Preservation of product

Unit management shall ensure controlled conditions include the availability of clearly understandable service documents, the availability of written procedures, as necessary, the provision of suitable and sufficient equipment and working environments, the implementation, availability and use of monitoring and measuring equipment where deemed applicable along with suitable methods for service agreement, service delivery and post-service delivery activities.

Refer to SMS_QAL_PR_022_Receipt & Storage of Supplies Offshore_V1 Refer to SMS_QAL_PR_023_Receipt & Storage of Supplies Onshore_V1 Refer to SMS_QAL_PR_024_Stock Control Procedure_V1 Refer to SMS_QAL_PR_027_Stock Control Procedure Onshore_V1 Refer to SMS_FS_PR_006_Handling, Packaging, Storage, Preservation and Delivery_V1 Refer to SMS_FS_PR_007_HACCP_V1 Refer to SMS_FS_GU_007_HACCP_V1 Refer to SMS_FS_PR_029_Food Labelling_V1 Refer to SMS_FS_PR _032_Food Sampling_V1

7.6 Control of Monitoring and Measuring Equipment SRSS has established and maintains documented procedures to ensure that all necessary, Inspection, Measuring and Test Equipment is controlled and regularly checked, serviced and where required calibrated. All contracts shall be reviewed prior to execution to determine whether any inspection and test equipment, additional to that currently available is required. All inspection, measuring and test equipment shall be maintained, uniquely identified and shows evidence of the calibration status. Where calibration is carried out in-house, documented procedures shall be provided. A suitably approved test house shall carry out external calibration. The test house shall provide a certificate of calibration detailing the accuracy’s achieved, and traceability to National Standards. Records of calibration shall be maintained that provide details of results, acceptable tolerances, traceability and period of validity. Records of Equipment servicing shall be maintained as necessary. Equipment found to be outside calibration/service date should be removed immediately from the point of use and appropriate action taken.



Refer SMS_QAL_PR_028_Calibration of Measuring Test Equipment_V1

Refer to SMS_QAL_002_Document and Data Control_V1

7.7 Operational control 7.7.1 Business development SRSS uses a strategic sales approach to identify and assess key business opportunities, opportunities for organic growth and to propose solutions to customers (clients). An initial strategic analysis is conducted by the relevant stakeholders to determine whether SRSS can meet the client requirements and to determine whether to initiate the bid proposal process. If the decision is made to proceed, internal stakeholders are engaged with the aim to agree on the solution (with the overall aim of improving quality of life). This process may include:

determination of requirements specified by the customer (client), including the requirements for delivery and post-delivery activities.

determination of any requirements not stated by the client, but necessary for delivery of the project

determination of any statutory and/or regulatory requirements

determination of any other additional requirements considered necessary in order to ensure that the client requirements are met.

If pricing is included in the submission, a commercial review is conducted and pricing and budgetary quotations included in the proposal.

Refer to SMS_QAL_PR_013_Sales & Marketing _V1 Refer to SMS_QAL_PR_014_Enquiry & Tendering _V1

7.7.2 Mobilisation planning

Where there is a successful outcome from the bid process, and SRSS is awarded a contract, a transition meeting is facilitated between SRSS and the key stakeholders within the client’s team. This allows the client to express what they expect Sodexo to deliver and achieve in the first 30 days, 90 days and year of operation. A mobilisation plan is prepared which details the timelines and responsibilities for all deliverables, this phase of the new contract will include all the tasks carried by which SRSS have been contracted to deliver. To prepare a new facility for commercial operation. It typically includes hiring and training the staff who will work on the contract, either new hires, established SRSS employees or TUPE staff from the encumbent contractor if any exist. The mobilisation plan will include design reviews, preparing the unit oeprating procedures, outfitting the unit with equipment and vehicles, securing initial spare parts, and participating in startup, commissioning and performance testing.

Refer to SMS_HS_PR_0**_Mobilisation Plan_V1 Refer to SMS_HS_GU_0**_Mobilisation Plan_V1

7.7.3 Health and Safety procedures

Health, safety operational procedures have been developed to:

control situations where their absence could lead to deviations from the health and safety and environmental policy

control situations where their absence could lead to deviations from objectives and targets

to ensure the health and safety of employees, contractors, subcontractors and/or visitors to the workplace

to manage health and safety risks.



Each procedure is managed according to the control of documents procedure (refer to section 4.3.3 document control) and integrated into the management system. Refer to Health and Safety procedures list in Appendix D

7.7.4 Food Safety procedures

SRSS has developed and implemented a Food Safety Programme to demonstrate its ability to provide consistent quality and safety of foods handled and served. This programme complies with the relevant legislation and best practices and has been developed for use across all food businesses It is Sodexo’s policy that all food businesses operate using this Food Safety Programme to ensure the quality and food safety of the food products served. The Food Safety Programme details the identified pre-requisite programmes (PRPs) and critical control points (CCPs) identified during the food safety hazard analysis (refer to section 5.4.3.2). Documented procedures detail control measures, corrections, corrective actions to be taken if monitoring shows that the operational PRPs or CCPs are not in control, and record keeping

requirements. Refer to Food Safety procedures list in Appendix E

7.8 Emergency preparedness SRSS has implemented emergency preparedness and response procedures that identify the minimum arrangements to be put in place to ensure that, should an emergency occur, resources and services can be efficiently mobilised and deployed. If there are additional requirements identified by a client, building owner, risk assessment or based on the geographical positioning or layout of the site or office, then these are addressed and documented in a site-specific procedure or management plan, or the appropriate document is made available from the client or building owner.

Refer to SMS_HS_PR_002_Risk Assessment_V1 Refer to SMS_HS_GU_002e_Fire Risk Assessment_V1 Refer to SMS_HS_PR_008_Emergency Response_V1 Refer to SMS_HS_PR_009_Medical Services_V1 Refer to SMS_HS_GU_009_First aid_V1 Refer to SMS_HS_PR_010_Fire Safety_V1 Refer to SMS_HS_PR_022_Electrical Safety _V1 Refer to SMS_HS_PR_023_Gas Safety _V1

7.9 Product recall Suppliers and manufacturers of food are required to initiate food recalls where there is an identified health and safety risk to consumers. Sodexo has a procedure in place to detail the process for sites to be able to identify the origin of food inputs throughout all stages (i.e. from receipt of goods to service of products) in order to remove them from use, if required, in order to ensure food safety. In some cases recalls/withdrawals may be initiated directly by the supplier or Sodexo due to an issue that may have been identified.

Refer to SMS_FS_PR_010_Product recall_V1 Refer to SMS_FS_GU_010a_Product Recall_V1 Refer to SMS_GU_000_Product Recall template_V1 Refer to SMS_FS_PR_007_HACCP_V1



8 MEASUREMENT, ANALYSIS AND IMPROVEMENT

8.1 General SRSS is required to plan and implement suitable and sufficient monitoring, measurement, analysis and improvement processes as appropriate in order to demonstrate and maintain both service delivery levels and the full effectiveness of the management systems.

Refer to SRSS Annual HSE plan

8.2 Monitoring and Measurement 8.2.1 Customer satisfaction Customer satisfaction is regarded as one of the most important aspects of our business. As such, we will measure the degree of customer satisfaction by reviewing feedback and the use of such methodologies as questionnaires. Wherever complaints are received from customers they will be recorded, analyzed and acted upon. A summary and analysis of customer complaints will be presented for review at the management review meetings, which are held periodically. SRSS require further measures, on the key characteristics of its operations and activities that can have a significant impact on quality, environment, health and safety and customer satisfaction.

Refer to SMS_QAL_PR_009_Customer Care_V1 Refer to SMS_QAL_PR_010_Customer Complaint/Feedback _V1

8.2.2 Internal Audit SRSS will conduct internal audits at planned intervals to ensure the QHSE management system conforms to the planned arrangements, the requirements of the relevant standards and the requirements of the corporate policies. The audit plan shall be supported by a suitable scheduled program, taking into account the status and importance of the processes and areas to be audited. Units are audited on a risk based approach which is detailed in the audit plan. Unit managers will carry out self audits using the Global Audit template where each element is audited quarterly, food safety, health and safety and accommodation which will provide a monthly audit for tracking. The Operations Manager for the appointed units under their remit will audit against food safety and health and safety on an annual basis. All audit reports and action plans will be stored in a central folder that all operations managers have access to. Each operations manager is responsible for monitoring the unit managers audit and close off any actions identified. The QHSE manager is responsible for ensuring that all aspects of the QHSE Management System are audited at regular intervals to assess compliance with agreed procedures, identify non-conformances and instigate corrective and preventive action where required. The HSEQ team will audit each unit offshore annually wherever possible following the audit programme. SRSS management systems shall be independently audited to ensure that the management system is functioning as intended. Internal Audit Reports shall be used by management when reviewing the continued effectiveness of the QHSE management System.

Refer to SMS_QAL_PR_004_Internal Audit _V1 Refer to SMS_QAL_PR_029_Site Visit Reporting_V1



8.2.3 External audit Certification/registration and surveillance audits are conducted by a third-party certification/registration body on the integrated management system within a time period agreed contractually between the certification body and the company. Enforcement agencies carry out unscheduled visit to units to ensure compliance with legislation.

Refer to SMS_FS_PR_025_Enforcement Authority _V1 8.2.4 Monitoring and measurement of process The QHSE manager is responsible of monitoring SRSS activities through checking and inspection at various stages. The process performance is monitored through setting objectives. This includes the recording of information to track performance, relevant operational controls and conformance with the company management system needs and objectives, including evaluating compliance with relevant health, safety and environmental legislation and regulations. The results of the audits shall be documented and brought to the attention of the personnel having responsibility for the area audited.

Refer to SMS_QAL_PR_004_Internal Audit _V1 Refer to SMS_QAL_PR_029_Site Visit Reporting_V1

8.3 Incident investigation and control of nonconforming product SRSS management system shall include a process(s) to ensure that incident; products and or services that do and or may not conform to requirements as determined, identified and controlled so as to prevent any reoccurrence or unintended use and or delivery. The process shall define:

immediate actions to be taken following an incident, non-conformance or near miss

notification requirements within Sodexo, to the client and to external authorities

classification of incidents, non-conformances and near misses based on Sodexo global definition

investigation requirements and reporting requirements within Sodexo, and to the client and external authorities

Communication of lessons learnt from an incident, non-conformance or near miss trough Safety Alert.

All employees have the responsibility to report any incidents, non-conformity and near misses, which may include, but is not limited to:

any injury to any employee, contractor, subcontractors and/or visitor at any Sodexo office or site of any nature or severity

any incident which may have had the potential to cause an injury (near miss) including, exposure to chemical agents or physical agents, radiation or other hazards

dangerous occurrences or system failure which caused or had the potential to cause serious property damage

any unfit food (either by Sodexo or supplier), alleged food poisoning, allergic reactions, end of product testing failure

any non-fulfilment of a requirement (e.g. deviation from a procedure, practice, legal requirement, etc.).

All incidents, non-conformances and near misses are documented and include the following information:

the corrective actions taken to reduce the immediate risk

the corrective and preventive actions required to reduce the long term risk

who is responsible for addressing corrective and preventive actions and by when



requirements for reviewing the effectiveness of corrective and preventive actions. Processes within the SRSS management systems where such non-conforming products and or services may be identified include the completion of internal audits (system & compliance), inspections (routine or adhoc) and performance monitoring. The processes should establish clear management responsibilities in the identification of trends along with ensuring root cause analysis is completed, the identification of non-conformances through management system and compliance audits and to ensure a suitable and sufficient level of inspections are implemented and an adequate level of resource is available and applied. These procedures include controls for handling customer’s complaints relating to product non-conformance or the quality of the service provided.

Refer to SMS_QAL_PR_006_Non-conformance_V1 Refer to SMS_QAL_PR_007_Corrective & Preventive Action_V1 Refer to SMS_HS_PR_006_Accident, Near miss reporting & Accident Investigation_V1 Refer to SMS_FS_PR_011_Food Poisonning_V1

8.4 Analysis of Data SRSS require collecting and analysis appropriate data in relation to their service provision to enable trends in safety, quality and operational performance allowing them to be compared with progress toward objectives and lead to action to support identified improvements Data will be collected and evaluated accordingly to confirm the effectiveness of management system and operational processes and procedures demonstrating where possible and or potential improvements can be made. Results should be discussed during management reviews and should include actions arising from audits, findings resulting from incident Investigations, Customer satisfaction surveys, and exercises and tests.

Refer to SMS_QAL_PR_006_Non-conformance_V1 Refer to SMS_QAL_PR_007_Corrective & Preventive Action_V1 Refer to SMS_HS_PR_006_Accident, Near miss reporting & Accident Investigation_V1 Refer to SMS_FS_PR_011_Food Poisonning_V1 Refer to SMS_FS_PR _032_Food Sampling_V1

8.5 Improvement 8.5.1 Continual improvement SRSS shall continually improve the effectiveness of the Quality and Health & Safety management systems through the use of defined policies, objectives, audit results, analysis of data, corrective and preventative actions and management reviews. Management review meetings and internal audit will allow identification of potential nonconformities and their causes, evaluating the need for action to prevent nonconformities occurring, assessing and establishing appropriate levels of action needed, recording results of action taken, and reviewing the effectiveness of the preventive action taken.

Refer to SMS_QAL_PR_000_Managing objectives, targets and improvement plan_V1 Refer to SMS_QAL_PR_001_Management Review_V1

8.5.2 Corrective action and preventive action SRSS has documented and maintain procedures to ensure the causes of non-conforming products/services/health & safety, regulatory, administrative and customer complaints are investigated and corrective action implemented to prevent recurrence.



Corrective and prevention actions identified during internal or external audits will be actioned in accordance with the requirements of Internal Auditing Procedure SMS_QAL_PR_004_Internal Audit_V1 The responsibility and authority for initiating corrective action shall be defined in written procedures. The need for corrective and preventive action identified during in-process or final inspection will, where possible, be actioned in accordance with the requirements of the procedures and specifications covering the operation in question. The QHSE Manager is responsible for ensuring that all corrective actions are actioned effectively and promptly. Where corrective and preventive action results in changes to existing procedures, such changes shall be recorded and communicated to the appropriate personnel. The effectiveness of corrective and preventive actions will be reviewed on a regular basis during management reviews The handling of formal customer complaints will be given utmost priority and dealt with by either the Operations Director/Operations Managers or QHSE Manager. All complaints will be acknowledged in writing to the customer, and where practicable the customer will also be informed of the outcome.

Refer to SMS_QAL_PR_000_Managing objectives, targets and improvement plan_V1 Refer to SMS_QAL_PR_001_Management Review_V1 Refer to SMS_QAL_PR_006_Non-conformance_V1 Refer to SMS_QAL_PR_007_Corrective & Preventive Action_V1 Refer to SMS_QAL_PR_009_Customer Care_V1 Refer SMS_QAL_PR_010_Customer Complaint/Feedback _V1



APPENDIX A: SERVICE DELIVERY PROCESS FLOW

SRSS QUALITY AND

HEALTH & SAFETY

MANUAL

PREPARARED IN COMPLIANCE WITH ISO 9001: 2008 AND OHSAS 18001: 2007

Issue Number: Draft Date: 29/07/2015

Sales Enquiries

Enquiry/Tender Review & Feasibility study (site

visit if required)

If it is a new product Design & Develop

process for the new product

YES

NO Estimation, Quotation/ Tender

Preparation & Submission

Estimation, Quotation/Tender Preparation & Submission

Order Confirmation and review of confirmed order

Planning & Scheduling

Site Mobilisation

Checking the availability of

raw materials & consumables



Procurement

YES Material Issue

Checking the Calibration status of

equipment YES

Production

Monitoring & Measurement (Inspection & Approval)

Updating & Maintenance of stock

Supply Services/Delivery and Customer Acceptance

Invoicing & Payment Follow up

Equipment Calibration





APPENDIX B: SRSS ORGANIZATION CHART TO BE COMPLETED LATER



APPENDIX C: QUALITY PROCEDURES LIST

Procedure title Procedure reference Guidance reference

Managing objectives, targets and improvement plan procedure

SMS_QAL_PR_000_Managing objectives, targets and improvement plan_V1

SMS_QAL_PR_005_Retention and Control of Quality Records Procedures_V1 SMS_QAL_PR_032_Induction and Training_V1 SMS_QAL_PR_031_Internal/External communication_V1

Management Review Procedure SMS_QAL_PR_001_Management Review_V1

SMS_QAL_PR_002_Document and Data Control Procedure_V1 SMS_QAL_PR_004_Internal Audit Procedure_V1 SMS_QAL_PR_005_Control of Quality Records Procedure_V1

Document and Data Control Procedure SMS_QAL_PR_002_Document and Data Control V1

SMS_QAL_GU_002a_Document Transmittal Note Register_V1 SMS_QAL_GU_002b_Document Transmittal Note_V1

Recruitment, Induction and Training Procedure

SMS_QAL_PR_003_Recruitment, Induction and Training _V1

SMS_QAL_008a_ Contract of Employment_V1, SMS_QAL_008b_ Onshore Induction Questionnaire_V1, SMS_QAL_GU_008c_Job Description Form_V1, SMS_QAL_GU_008d_Training Record Card Catering Staff_V1, SMS_QAL_GU_008e_Training Record Card Facilities Staff_V1, SMS_QAL_GU_008f_Certificate of Competency_V1

Internal Audit Procedure SMS_QAL_PR_004_Internal Audit _V1

SMS_QAL_GU_004a_Internal Audit Programme/Schedule_V1, SMS_QAL_GU_004b_ Internal Audit Report_V1, SMS_QAL_GU_006b_Non-Conformance Report (NCR)_V1

Retention and Control of Quality Records Procedures

SMS_QAL_PR_005_Retention and Control of Quality Records_V1

SMS_QAL_PR_001_Management Review Procedure_V1 SMS_QAL_PR_002_Document and Data Control Procedure_V1 SMS_QAL_PR_005_Retention and Control of Quality Records Procedure_V1

Non-conformance Procedure SMS_QAL_PR_006_Non-conformance_V1

SMS_QAL_GU_006a_ Register of NCR’s_V1 SMS_QAL_GU_006b_Non-Conformance Report (NCR)_V1

Corrective & Preventive Action Procedure SMS_QAL_PR_007_Corrective & Preventive Action_V1

SMS_QAL_GU_006a_Non-Conformance Report (NCR)_V1. SMS_QAL_GU_006b_Register of NCR’s_v1

Job Description Procedure SMS_QAL_PR_008_Job Description Procedure_V1

SMS_QAL_GU_008c_Job Description Form_V1

Customer Care Procedure SMS_QAL_PR_009_Customer Care_V1

Customer Complaint/Feedback Procedure SMS_QAL_PR_010_Customer Complaint/Feedback _V1

SMS_QAL_GU_010a_Customer Complaint Register_V1

Building Technical Services Procedure SMS_QAL_PR_011_Building Technical Services _V1

SMS_QAL_PR_014_Enquiry and Tendering Procedure_V1 SMS_QAL_PR_026_Product Identification and Traceability_V1 SMS_QAL_PR_002_Document and



Data Control Procedure_V1

Change Management Procedure SMS_QAL_PR_012_Change Management_V1

SMS_QAL_GU_054a_ Meeting Reports_V1,

Sales & Marketing Procedure SMS_QAL_PR_013_Sales & Marketing _V1

SMS_QAL_PR_014_Enquiry and Tendering Procedure_V1 SMS_QAL_PR_015_Contract Review Procedure_V1

Enquiry & Tendering Procedure SMS_QAL_PR_014_Enquiry & Tendering _V1

SMS_QAL_GU_014a_Tender Register_V1 SMS_QAL_GU_014b_Tender Preparation List_V1 SMS_QAL_GU_014c_Tender Review Meeting Minutes_V1

Contract Review Procedure SMS_QAL_PR_015_Contract Review _V1

SMS_QAL_GU_015a_Purchase Order_V1 SMS_QAL_GU_014a_Tender Register_V1 SMS_QAL_GU_014b_Tender Preparation List _V1 SMS_QAL_GU_014c_Tender Review Meeting Minutes_V1

Contract Planning Procedure SMS_QAL_PR_016_Contract Planning_V1 SMS_QAL_GU_008a_Contracts of Employment_V1

Control of Contracts (Project Control) Procedure

SMS_QAL_PR_017_Control of Contracts_V1

SMS_QAL_GU_017a_Operational Handover Site Form_V1 SMS_QAL_GU_006b_ Non-Conformance Report_V1

Contract Termination Procedure SMS_QAL_PR_018_Contract Termination_V1

SMS_QAL_GU_017a_Operational Handover Site Form_V1

Sub-Contractor Control Procedure SMS_QAL_PR_019_Sub-Contractor Control _V1

SMS_QAL_GU_019_Suppliers Pre-quaification Questionairre_V1

Purchasing Procedure SMS_QAL_PR_020_Purchasing _V1

SMS_QAL_GU_008a_Approved Suppliers List_V1 SMS_QAL_GU_015a_Purchase Order Form_V1

Supplier & Sub Contractor Appraisal Procedure

SMS_QAL_PR_021_Supplier & Sub Contractor Appraisal_V1

SMS_QAL_GU_006a_Non-Conformance Report (NCR)_V1. SMS_QAL_GU__021a_Supplier Audit Report Food_V1 SMS_QAL_GU__021b_Supplier Audit Report Non Food_V1 SMS_QAL_GU_017a_Quality Control Audit of Goods Received SMS_QAL_GU_021c_Project Evaluation/Performance Form_V1

Receipt & Storage of Supplies Offshore Procedure

SMS_QAL_PR_022_Receipt & Storage of Supplies Offshore_V1

SMS_QAL_GU_017c_Quality Control Audit on Goods Received_V1 SMS_QAL_GU_039a_Site Visit Report_V1 SMS_QAL_GU_015a_Purchase Order_V1

Receipt & Storage of Supplies Onshore Procedure

SMS_QAL_PR_023_Receipt & Storage of Supplies Onshore_V1

SMS_QAL_GU_006b_Non-Conformance Report_V1 SMS_QAL_GU_006a_Non-Conformance Report Register_V1 SMS_QAL_GU_017c_Quality Control Audit on Goods Received_V1

Stock Control Procedure Offshore SMS_QAL_PR_024_Stock Control Procedure_V1

SMS_QAL_GU_024b_Shop Bond Book Galaxy System_V1 SMS_QAL_GU_024a_Stock Book Galaxy System_V1 SMS_QAL_GU_017c_Quality Control Audit on Goods Received_V1



Control of Customer Supplied Equipment Procedure

SMS_QAL_PR_025_Control of Customer Supplied Equipment_V1

SMS_QAL_GU_006b_ Non-Conformance Report_V1 SMS_QAL_GU_039a_Site Visit Report_V1

Product Identification and Traceability Procedure

SMS_QAL_PR_026_Product Identification and Traceability_V1

SMS_QAL_GU_006b_Non-Conformance Report (NCR)_V1 SMS_QAL_GU_024a_Stock Book Galaxy System_V1 SMS_QAL_GU_024b_Shop Bond Book Galaxy System_V1 SMS_FS_GU_001_Menu Summary_V1

Stock Control Procedure Onshore SMS_QAL_PR_027_Stock Control Procedure Onshore_V1

SMS_QAL_GU_020a_Credit Voucher _V1 SMS_QAL_GU_024a_Stock Book Galaxy System_V1

Calibration of Measuring Test Equipment Procedure

SMS_QAL_PR_028_Calibration of Measuring Test Equipment_V1

SMS_QAL_GU_006b_Non-Conformance Report (NCR)_V1 SMS_QAL_GU_039a_Site Visit Report_V1 SMS_QAL_GU_043a_Monthly Monitoring Form_V1

Site Visit Reporting Procedure SMS_QAL_PR_029_Site Visit Reporting_V1

SMS_QAL_GU_006b_Non-Conformance Report (NCR)_V1 SMS_QAL_GU_029_Offshore Paperwork Receipt Summary_V1 SMS_QAL_GU_039a_Site Visit Report_V1 SMS_FS_GU_029_Offshore Hygiene Inspection Report_V1

Cash Security Procedure SMS_QAL_PR_030_Cash Security_V1 Contained in Procedure

Internal/External communication SMS_QAL_PR_031_Intern/Extern communication_V1

SMS_QAL_PR_005_Retention and Control of Quality Records_V1

Training for food safety, health & safety SMS_QAL_PR_032_Induction and Training_V1;

SMS_QAL_GU_032_Induction and Training Checklist_V1

Policy procedure SMS_QAL_PR_033_Policy procedure_V1 SRSS Policies

SMS_QAL_PR_034_Core Process, Legal and other requirements_V1



APPENDIX D: HEALTH & SAFETY PROCEDURE LIST


Legal and others register SMS_HS_PR_001_Legal Register_V1

SMS_HS_GU_001_Compliance Register_V1 SMS_HS_Pr_00_V2_Core Process, Legal and Other Requirements

Risk assessment SMS_HS_PR_002_Risk Assessment_V1

SMS_HS_GU_002a_ General Area / Activity Risk Assessment_V1 SMS_HS_GU_002b_Detailed Risk Assessment_V1 SMS_HS_GU_002c_Employee Pregnancy Risk Assessment_V1 SMS_HS_GU_002d_Manual Handling Risk Assessment_V1 SMS_HS_GU_002e_Fire Risk Assessment_V1 SMS_HS_GU_002f_COSHH Assessment_V1 SMS_HS_GU_002g_ Risk Assessment Register_V1 SMS_HS_GU_002h_ Risk Assessment Flowchart_V1

Safe system of work SMS_HS_PR_003_Safe System of Work_V1

SMS_HS_GU_002g_ Risk Assessment Register_V1 SMS_HS_GU_002h_ Risk Assessment Flowchart_V1

Safe use of equipment SMS_HS_PR_004_Use of Equipment_V1

SMS_HS_GU_002a_ General Area / Activity Risk Assessment_V1 SMS_HS_GU_002b_Detailed Risk Assessment_V1 SMS_HS_GU_002g_ Risk Assessment Register_V1

Safety representative SMS_HS_PR_005_Safety Representative_V1 SMS_HS_GU_005_Use of Equipment_V1

Accident, near miss reporting & accident investigation

SMS_HS_PR_006_Accident, Near miss reporting & Accident Investigation_V1

SMS_HS_GU_006a Accident/Incident Near Miss Report Form_V1 SMS_HS_GU_006b_Accident/Incident Near Miss Investigation Form_V1

Personal Protective equipment SMS_HS_PR_007_PPE_V1

SMS_HS_GU_002a_ General Area / Activity Risk Assessment_V1 SMS_HS_GU_002b_Detailed Risk Assessment_V1

Emergency Response SMS_HS_PR_008_Emergency Response_V1

Medical Services and First Aid SMS_HS_PR_009_Medical Services_V1 SMS_HS_GU_009_First aid_V1

Fire Safety SMS_HS_PR_010_Fire Safety_V1 SMS_HS_GU_009_First aid_V1

HSE Officer inspection SMS_HS_PR_011_HSE, Fire Officer inspection_V1

SMS_HS_GU_011a_Enforcement Officer Report Record_V1

Contractor and visito induction SMS_HS_PR_012_Contractor visitor induction_V1

Housekeeping SMS_HS_PR_013_Housekeeping_V1

Preventing Slips, Trips and Falls SMS_HS_PR_014_Prevent STF_V1


Lone working SMS_HS_PR_015_Loneworking_V1


Stress management SMS_HS_PR_016_Stress_V1 SMS_HS_GU_002a_ General Area / Activity Risk Assessment_V1 SMS_HS_GU_002b_Detailed Risk



Assessment_V1

Vehicle Safety SMS_HS_PR_017_Vehicle Safety_V1


Safety Signs SMS_HS_GU_018_Safety Signs_V1


Waste Management SMS_HS_PR_019_Waste Management_V1 Waste Transfer Notes. Waste Collection Receipts.

Safety Observation SMS_HS_PR_021_Safety Observation_V1


Electrical Safety SMS_HS_PR_022_Electrical Safety _V1

SMS_HS_GU_002a_ General Area / Activity Risk Assessment_V1 SMS_HS_GU_002b_Detailed Risk Assessment_V1 • SMS_HS_GU_022a_Electrical Equipment Register_V1

Gas Safety SMS_HS_PR_023_Gas Safety _V1


Manual Handling SMS_HS_PR_024_Manual Handling Procedure_V1

SMS_HS_GU_002d_Manual Handling Risk Assessment_V1

Environmental Management SMS_HS_PR_025_Environmental Management_V1

Consignment notes for 3 years.

Energy and water management SMS_HS_PR_026_Energy and water_V1 Unit Energy Assessment Results

Asbestos management SMS_HS_PR_027_Asbestos Management_V1

Asbestos Register

Chemical and Hazardous substance management

SMS_HS_PR_028_Chemical and Hazardous substance_V1

SMS_HS_GU_002f_COSHH Assessment_V1

Confined space work SMS_HS_PR_029_Confined space _V1


Contractors and supplier management SMS_HS_PR_030_Contractors and supplier_V1

SMS_QAL_GU_019_Suppliers Pre-qualification Querstionairre_V1 SMS_QAL_GU__021a_Supplier Audit Report Food_V1 SMS_QAL_GU__021b_Supplier Audit Report Non Food_V1 SMS_QAL_GU_021c_Approved Suppliers List_V1

Health& Safety committee SMS_HS_PR_031_Health & Safety commitee_V1

SMS_HS_GU_031a_Safety Meeting Report_V1

Legionella SMS_HS_PR_032_Legionella_V1


Lifting Operation and Lifting Equipment SMS_HS_PR_033_Lifting Operation and Lifting equimpent_V1


Pressure system work SMS_HS_PR_034_Pressure system_V1


Marine transport SMS_HS_PR_035_Marine Transport_V1




Noise control SMS_HS_PR_036_Noise Control_V1


Working at height SMS_HS_PR_037_Working at height_V1


Pregnancy SMS_HS_PR_038_Pregancy procedure_V1 SMS_HS_GU_002c_Pregancy Assessment_V1

SMS_HS_PR_039_Laundry Procedure_V1




APPENDIX E: FOOD SAFETY PROCEDURE LIST


Food Planning Procedure SMS_FS_PR_001_Food Planning _V1 SMS_FS_GU_001_Menu Summary_V1 SMS_QAL_GU_024a_Food Stock Book_V1

Food Preparation Procedure SMS_FS_PR_002_Food Preparation_V1

SMS_FS_GU_023a_Cooking Time & Core Temperature Record_V1 SMS_FS_GU_016b_Display Counter Time & Temperature Record Sheet_V1

Shop Management Procedure SMS_FS_PR_004_Shop Management _V1

SMS_QAL_GU_024b_Shop Bond Book Galaxy System_V1 SMS_QAL_GU_020a_Credit Voucher_V1

Inspection, Testing and Release of Finished Product Procedure

SMS_FS_PR_005_Inspection, Testing and Release of Finished Product _V1

SMS_QAL_GU_006b_ Non-Conformance Report _V1 SMS_QAL_GU_006a_ Register of Non-Conformance Report _V1 SMS_QAL_GU_017c_ Quality Control Audit on Goods Received _V1

Handling, Packaging, Storage, Preservation and Delivery Procedure

SMS_FS_PR_006_Handling, Packaging, Storage, Preservation and Delivery_V1

SMS_QAL_GU_006b_ Non-Conformance Report _V1 SMS_FS_GU_008_Offshore Hygiene Report _V1 SMS_FS_GU_024a_Stock Book _V1 SMS_QAL_GU_017c_ Quality Control Audit on Goods Received _V1

HACCP plan SMS_FS_PR_007_HACCP_V1 SMS_FS_GU_007_HACCP_V1

HACCP Guidance SMS_FS_GU_007_HACCP_V1

General Hygiene Procedure

SMS_FS_PR_008_General Hygiene _V1

SMS_QAL_GU_008d_Training Record Card Catering Staff_V1 SMS_QAL_GU_003_Agreement to Report Infection Form_V1

Identification and Disposal of Waste Products

SMS_FS_PR_009_Identification and Disposal of Waste Products V1

SMS_QAL_GU_006b_Non-Conformance Report_V1 SMS_FS_GU_008_Offshore Hygiene Report_V1

Product recall procedure SMS_FS_PR_010_Product recall_V1

SMS_QAL_GU_006b_Non-Conformance Report (NCR)_V1 SMS_HS_GU_006a Accident/Incident Near Miss Report Form_V1 SMS_HS_GU_006b_Accident/Incident Near Miss Investigation Form_V1

Food Poisoning Outbreak SMS_FS_PR_011_Food Poisonning_V1

SMS_HS_GU_006a Accident/Incident Near Miss Report Form_V1 SMS_HS_GU_006b_Accident/Incident Near Miss Investigation Form_V1

HACCP procedures SMS_FS_PR_012_HACCP procedures_V1 SMS_FS_GU_007_HACCP_V1

Egg Policy procedure SMS_FS_PR_013_Egg Policy_V1 SMS_QAL_GU_017c_Quality Control Audit on Goods Received_V1.

Food Preparation and Equipment SMS_FS_PR_014_Food Preparation and Equipement_V1

SMS_QAL_GU_017c_Quality Control Audit on Goods Received_V1 SMS_QAL_GU_006b_Non Conformance Reports_V1 SMS_FS_GU_007_HACCP_V1

Food preparation surface SMS_FS_PR_015_Food preparation surface_V1

SMS_QAL_GU_017c_Quality Control Audit on Goods Received_V1

Food storage procedure SMS_FS_PR_016_Food storage_V1

SMS_FS_PR_016a_Temperature Record Sheet_V1 SMS_QAL_GU_017c_Quality Control Audit on Goods Received_V1



Food supply and receipt procedure SMS_FS_PR_017_Food supply and Receipt _V1

SMS_QAL_GU_017c_Quality Control on Goods Received_V1 SMS_QAL_GU_024a_Stock Book Galaxy System_V1 SMS_QAL_GU_024c_Annual Stock Week Code Chart_V1

Alleged allergen procedure SMS_FS_PR_018_Allegged allergen_V1 SMS_FS_GU_018a_Allergen Incident Form_V1

Breakage control procedure SMS_FS_PR_019_Breakage control_V1

SMS_QAL_GU_006b_Non-Conformance Report (NCR)_V1 SMS_FS_GU_019a_Glass/Crockery Breakage Record Sheet_V1

Cleaning and sanitisation procedure SMS_FS_PR_020_Cleaning and sanitisation_V1

SMS_FS_GU_020_Dishwasher Temperature Control Record_V1 SMS_HS_GU_013a_Area Checklist_V1 SMS_HS_GU_013b_Cleaning Checklist_V1 SMS_HS_GU_013c_Cabin Checklist_V1

Control of chemical and food procedure SMS_FS_PR_021_Control of chemical and food_V1

SMS_FS_PR_030_Food Poisoning and Contamination_V1 SMS_HS_GU_002f_COSHH Assessment_V1

Cooking and reheating procedure SMS_FS_PR_022_Cooking and reheating_V1

SMS_FS_GU_016a_Cooking Times & Core Temperature Record_V1 SMS_FS_GU_022a_Blast Chill Form_V1 SMS_FS_GU_043a_Calibration Form_ V1

Cooking procedure SMS_FS_PR _023_Cooking_V1

SMS_FS_GU_023a_Cooking Times & Core Temperature Record_V1 SMS_FS_GU_043a_Calibration Form_ V1

Defrosting procedure SMS_FS_PR_024_Defrosting_V1

SMS_FS_GU_007_HACCP_V1 SMS_QAL_GU_006b_ Non-Conformance Report_V1 SMS_FS_GU_024a_DefrostingForm_V1

Enforcement Authority procedure SMS_FS_PR_025_Enforcement Authority _V1

SMS_HS_GU_011a_Enforcement Officer Report Record_V1

Food Allergen procedure SMS_FS_PR_026_Food Allergen_V1 SMS_FS_GU_018a_Allergen Incident Form_V1

Food contamination prevention procedure SMS_FS_PR_027_Food contamination prevention_V1

"MS_FS_GU_039b_Maintenance Log_V1 SMS_QAL_GU_017c_Control Audit on Goods Received_V1

Food hygiene training procedure SMS_FS_PR _028_Food hygiene training_V1

SMS_QAL_GU_003b_Pre Employment Food Safety Questionnaire_V1 SMS_QAL_GU_003a_Agreement to Report Infection_V1 SMS_QAL_GU_032_Food Safety Employee Induction Checklist_V1

Food Labelling procedure SMS_FS_PR_029_Food Labelling_V1

SMS_FS_GU_018a_Allergen Incident Form_V1 SMS_QAL_GU_021a_Supplier Audit Report (Food)_V1 SMS_QAL_GU_017c_Quality Control Audit on Goods Received_V1

Food poisoning and contamination procedure

SMS_FS_PR _030_Food poisoning and contamination_V1

SMS_FS_GU_030_Alleged Food Poisoning_V1 SMS_FS_GU_018a_Allergen Incident Form_V1 SMS_QAL_GU_006c_‘Foreign Body Report_V1

Food purchasing and delivery procedure SMS_FS_PR_031_Food purchasing and SMS_QAL_GU_017c_Quality Control



delivery_V1 Audit on Goods Received_V1 SMS_QAL_GU_043a_Callibration Form_V1 SMS_QAL_GU_006b_Non-Conformance Report Form_V1

Food Sampling procedure SMS_FS_PR _032_Food Sampling_V1

SMS_FS_GU_030_Alleged Food Poisoning Preliminary Investigation_V1 SMS_FS_GU_018a_Allergen Incident Form_V1 SMS_QAL_GU_006b_Non-Conformance Report_V1

Food service procedure SMS_FS_PR_033_Food service_V1

SMS_FS_GU_016a_Temperature Record Refrigerator/Freezer Record_V1 SMS_FS_GU_022a_Cooking Times and Core Temperature Record_V1 SMS_FS_GU_016b_Display Counters Time and Temperature Record_V1

Fresh fruit and veg procedure SMS_FS_PR _034_Fresh fruit and veg SMS_FS_GU_007_HACCP_V1 SMS_QAL_GU_006b_Non-Conformance Form_V1

Goods received procedure SMS_FS_PR _035_Goods received_V1

SMS_QAL_GU_017c_Quality Control Audit on Goods Received_V1 SMS_QAL_GU_006b_Non-Conformance Report_V1

Grow your own procedure SMS_FS_PR_036_Grow your own_V1

SMS_HS_GU_002a_ General Area / Activity Risk Assessment_V1 SMS_HS_GU_002b_Detailed Risk Assessment_V1 SMS_QAL_GU_008d_V1 SMS_HS_GU_002g_ Risk Assessment Register_V1

Ice cream and Sorbet procedure SMS_FS_PR_037_Ice cream and Sorbet_V1 SMS_FS_GU_007_HACCP_V1

Long life cook chill procedure SMS_FS_PR_038_Long life cook chill_V1 SMS_FS_GU_007_HACCP_V1

Maintenance of equipment procedure SMS_FS_PR_039_Maintenance of equipment_V1

SMS_HS_GU_022c_Electrical Defect Register_V1

Pest control procedure SMS_FS_PR_040_Pest control_V1

SMS_FS_PR-012_Unit HACCP Assessment Procedure_V1 SMS_FS_GU_006b_Non Conformance Report_V1

Retail procedure SMS_FS_PR_041_Retail_V1

SMS_FS_GU_023a_Cooking Times & Core Temperature Record_V1 SMS_FS_GU_016b_Display Counter Time & Temperature Record Sheet_V1

Storage Packaging and Containerisation procedure

SMS_FS_PR_042_Storage Packaging and Containerisation_V1

SMS_QAL_GU_017c_Quality Control Audit on Supplier SMS_QAL_GU_006b_Non-Conformance Report

Temperature probe use and calibration procedure

SMS_FS_PR _043_Temperature probe use and calibration_V1

SMS_FS_GU _043a_Temperature probe use and calibration_V1 - SMS_FS_GU_043b_Failed Monthly Informal Calibration Report_V1

Transportation of food procedure SMS_FS_PR_044_Transportation of food_V1

SMS_FS_GU_016d_Temperature Exemption Form _V1 SMS_FS_PR_012_Unit HACCP Assessment Procedure_V1 SMS_FS_GU_043a_Monthly Probe_V1

Vacuum packing procedure SMS_FS_PR_045_Vacuum packing_V1

Vending procedure SMS_FS_PR_046_Vending_V1

SMS_QAL_GU_046a_Vending Machine Maintenance Record_V1 SMS_FS_GU _043a_Temperature probe use and calibration_V1 - SMS_FS_GU_043b_Failed Monthly Informal Calibration Report_V1

Storage of Canned food and goods SMS_FS_PR_047_Canned food and SMS_QAL_GU_017c_Quality Control



procedure goods_V1 Audit on Goods Received_V1 SMS_FS_PR_007_Unit HACCP Assessment Procedure_V1 SMS_QAL_GU_006b_Non-conformance report_V1

Storage of Dry food procedure SMS_FS_PR_048_Dry food_V1 Great Card Food Safety

Storage of chilled food SMS_FS_PR_049_Storage of chilled food_V1

SMS_FS_GU_016a_Temperature Record Refrigerator/Freezer Record_V1. SMS_FS_GU _043a_Temperature probe use and calibration_V1 - SMS_FS_GU_043b_Failed Monthly Informal Calibration Report_V1

Tuna fish information procedure SMS_FS_PR _050_Tuna fish information_V1

SMS_FS_GU_028_Training Record Card_V1 SMS_FS_GU_016a_Temperature Record Refrigerator/Freezer Record_V1 SMS_QAL_GU_017c_Quality Control Audit on Goods Received_V1

Food purchasing specification SMS_FS_PR_051_Food purchasing specification_V1

SMS_QAL_GU_017c_Quality Control Audit on Goods Received_V1 SMS_FS_GU_043a_Temperature Probe Use & Calibration_V1

Frozen Food – Thawing Process Checklist

SMS_FS_PR_052_Frozen Food – Thawing _V1

SMS_FS_GU_006a_Non-Conformance Report_V1 SMS_FS_GU_024a_Defrost Log Form_V1 SMS_FS_GU _043a_Temperature probe use and calibration_V1 - SMS_FS_GU_043b_Failed Monthly Informal Calibration Report_V1

Food Preparation – Fresh/Dried Fruit & Vegetable Checklist

SMS_FS_PR_053_Food Preparation – Fresh/dried Fruit & Vegetable_V1

SMS_FS_PR_007_Unit HACCP Assessment Procedure_V1 SMS_FS_GU_006b_Non-Conformance Report_V1 SMS_FS_GU_043a_Monthly Probe_V1 SMS_FS_GU_023a_Cooking Time & Core Temperature Record Form_V1 SMS_FS_GU_019a_Glass/Crockery Breakage Record_V1

Point of Service Checklist SMS_FS_PR_054_Point of Service_V1

SMS_FS_GU_022a_Cooking Times and Core Temperature Record_V1 SMS_FS_GU_016b_Display Counters Time and Temperature Record_V1 SMS_FS_GU_043a_Monthly Probe Form_V1 SMS_FS_GU_016c_Food storage Temperature Exemption Form_V1

Personal Health & Hygiene procedure SMS_FS_PR_055_Personal Health & Hygiene_V1

SMS_FS_GU_028a_Training Record Card_V1 SMS_FS_PR_055_Personal Health & Hygiene_V1 SMS_FS_GU_055_Personal Hygiene Notes_V1





APPENDIX F POLICIES





Date post:	13-Feb-2020
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