UNCONTROLLED DOCUMENT WHEN PRINTED                                                                            1Self-Assess...
UNCONTROLLED DOCUMENT WHEN PRINTED                                            SIA                                         ...
UNCONTROLLED DOCUMENT WHEN PRINTEDThis instruction manual consists of two main sections –Construction of Section One      ...
UNCONTROLLED DOCUMENT WHEN PRINTED        This instruction manual consists of two main sections 4Section One: Management C...
UNCONTROLLED DOCUMENT WHEN PRINTED                                                                                        ...
UNCONTROLLED DOCUMENT WHEN PRINTED                                                                                        ...
UNCONTROLLED DOCUMENT WHEN PRINTED                                                      CONTINUOUS IMPROVEMENT            ...
UNCONTROLLED DOCUMENT WHEN PRINTED                                                                           CONTINUOUS IM...
CONTINUOUS IMPROVEMENT                                       UNCONTROLLED DOCUMENT WHEN                      Monitoring   ...
A proposal for a folder/file system that                                                                                  ...
Schematic: Overview of Folders Expansion Filing System - Section One 11                                                   ...
Schematic: Overview of Folders Expansion Filing System: Section Two                                                       ...
Upcoming SlideShare
Loading in …5
×

A folder sysem for uks 2008 2011

329 views
245 views

Published on

Published in: Business, Technology
0 Comments
0 Likes
Statistics
Notes
  • Be the first to comment

  • Be the first to like this

No Downloads
Views
Total views
329
On SlideShare
0
From Embeds
0
Number of Embeds
4
Actions
Shares
0
Downloads
12
Comments
0
Likes
0
Embeds 0
No embeds

No notes for slide

A folder sysem for uks 2008 2011

  1. 1. UNCONTROLLED DOCUMENT WHEN PRINTED 1Self-Assessment and future planning for business development pages 1 – 12 PART TWO Research and Development A Folder/File System and Process for the Integration of Management Practices, with Risk and Quality Control Processes, Systems and Standards Designed and Developed by Clive burgess© April 2008
  2. 2. UNCONTROLLED DOCUMENT WHEN PRINTED SIA 2 Approved Contractor Scheme United Kingdom Security trading as Avon SecurityFocus on the FutureProposal Produce by Clive Burgess Security Manager Avon Security 4 April 2008AimTo gain recognition as an Approved Contractor by the SIATo provide a quality service, retain existing customers, attract potential clients and gain their business byexceeding their expectationsObjectivesTo investigate the possibility and potential of United Kingdom Security gaining recognition as anApproved Contractor by the SIA* Standard Documented Record Requirement 1. Structure • Mission The reason for document: • Values Stakeholder See Part One Page 6-8 • Consumer • Customer  To produce a ‘set up structure’ for the organisations • Critical Success Factors future practices • Goals • Code of Practice  To show the way I gathered the relevant • Procedures information required for approval • Analysis • Performance  To set a benchmark and standards as a goal to • Approach achieve prior to the approval audit 2. Processes  To create a process for GAP auditing • Key • Service Delivery  To show a document control system (Folder • Process on PC used for ‘set up the structure’ and new • Subcontractor audit folder system and research) 3. Commercial Relationship Management  To demonstrate professionalism and 4. Financial Management commitment made to achieve company goals 5. Resources and SIA standards 6. People 7. Leadership 8. Corporate Social Responsibility Clive Burgess 9. Results CONTINUOUS IMPROVEMENT Monitoring UNCONTROLLED DOCUMENT WHEN Page 2 of 12 Clive burgess© April 2008 PRINTED
  3. 3. UNCONTROLLED DOCUMENT WHEN PRINTEDThis instruction manual consists of two main sections –Construction of Section One 3Section One: Management Control – To Do Page 4Layout of Section One - DocumentsRevised Business Plan Critical Success Factors* 1: The CustomerSection One: Management Control – Continued – Page 5 Critical Success Factors* 2: The EmployeesContract of Employment: To DoThe main sections also contain a number of sub- sections. Page 6A varying number of folders/files systems are in each sub-section. These form the basis of the auditable processSection One: Management Control has five sub-sectionsLayout of pages in sub-sections contained within Section One: Management ControlCONTINUOUS IMPROVEMENT Monitoring Page 70 - Management Control  Process Control Sub-Section Auditable DocumentsPROCESSES Audit System1 – Finance  Service Office EFQM 12 – Information  ISO 9001 2000 EFQM 2CONTINUOUS IMPROVEMENT Monitoring Page 83 – People  Management File EFQM 34 – Operations  Visitor Control EFQM 45 – Risks  Risk Management EFQM 5CONTINUOUS IMPROVEMENT Monitoring Page 95 – Risks  Management of H&S EFQM 6Processes FEED-BACK LOOP + INFORMATION CONTROL PROCESS  ISO 14001 EFQM 7BENCHMARK: Proposal for a standard audit system for small businesses Page 10Process and methods, profiles and practices that will help us achieve SIA ACS approval StandardsSchematic: Overview of Folders Expansion Filing System - Section One Page 11Schematic: Overview of Folders Expansion Filing System: Section Two Page 12
  4. 4. UNCONTROLLED DOCUMENT WHEN PRINTED This instruction manual consists of two main sections 4Section One: Management Control - To DoLayout of Section One - Documents Identifying Customer RequirementsCompany VisionCore Values and BeliefsMission StatementCompany Policy and Responsibilities Corporate Social Responsibility Health, Safety and Environmental Policy Quality Policy Information Security and Data Protection- Documented procedures" for the following three activities: 1. Control of documents 2. Control of records 3. Internal auditCode of ConductInitial Business Plan (As introduction) – with time limits and given time scale Identifying Customer RequirementsRevised Business Plan Aims and Objectives – Goal Key priority areas (KPA): Critical Success Factors* 1: The Customer Strategy Partner Development Preparation of management system standards and practices Customer Focus Control of nonconforming product Customer Complains Procedure Preventive measures Corrective action Each main section contains a number of sub- sections. Page 4 of 12 Clive burgess© April 2008
  5. 5. UNCONTROLLED DOCUMENT WHEN PRINTED 5Section One: Management Control - ContinuedCritical Success Factors* 2: The Employees Organisation and Arrangements Objective Plan StrategyContract of Employment: To Do Code of Practice Customer Service and External Clients Supervision and Leadership Roles and Responsibly, Guard – Officer – Dog Warden - Licensing Pay Structure and Holiday Payment - Contractual hours and time sheets etc. Rules, Regulations, Policies and Procedures SECURITY HANDBOOK Committees and Communication ‘Prevention of damage to a Client’s premises and property thus minimising any financial losses.’  Roles and Responsibilities Involvement and Inclusion - Teamwork  Objective  Possible Assignments  Health and Safety Policy Folder Equal Opportunities and Discrimination Policy  Accident Prevention Manuals  Fire Safety  Traffic Management EFQM 2 *Risk Policy plus company policies see above  Signs and Signage  Five types of safety signs  Risk Management – The Security Guard Information, Instruction and Training  Contingency Preparedness and Emergency  Response  Standards of Behaviour Induction Training (Produce a booklet)  Professional Standards  Dress Code  Code of Conduct Measuring Performance  Working with Others – Punctuality  Customer Service – Standard of Care Intervention and Appraisals  Communication - Getting the right message across  Dealing with Suspects and Intruders  Apprehending Suspects and Intruders Instigations and Inspections – monitoring  Use of Force  Observations and Security Inspections  Organisation at Work Emergency Procedures  Security Communication Network  Assignment Details  Gate Duty and Site Patrols Fire Safety  Main Objective:-  Reception Duty and Key Control  Main Objective:- First Aid  Daily Occurrence/Security Log and Incident Reports  Site Patrols  Searching People and Vehicles CCTV’s  Reporting and Arresting Suspects  Evidence  On Site Security Control Unit and Welfare Facilities Work vehicles  Guidelines  Rules and Regulations, Policies and Procedures  Legislation – English Law Dogs  Client’s Assignment Guidelines  Taking over an assignment Audits and Auditing  Confidentiality Use of Telephones  Fraud  Time Management and Personal Organisation Review of Policies and Procedures etc Page 5 0f 12 Clive burgess© April 2008
  6. 6. UNCONTROLLED DOCUMENT WHEN PRINTED 6The main sections also contain a number of sub- sections.A varying number of folders/files systems are in each sub-section. These form the basis of theauditable processSection One: Management Control has five sub-sectionsEach of these has the description of the specific document/form required for auditing.Each different document/form requires its own unique reference numberFour of the sub- sections have an auditable process at their heartThe fifth sub- section requires three different auditable processesManagement Control  Process Control Auditable Documents1 – Finance  Service Office EFQM 12 – Information  ISO 9001 2000 EFQM 23 – People  Management File EFQM 3 A proposal for a folder/file system that4 – Operations ‘Integrates Management Practices, with Risk and  Visitor Control EFQM 4 Quality Control Processes, Systems and Standards’ – See Page 10 of this document5 – Risks  Risk Management EFQM 5  Management of H&S EFQM 6  ISO 14001 EFQM 7Layout of pages in sub-sections contained within Section One: Management Control 1) Contents 2) Schematic or Process Map 3) Key 4) Customer specifications 5) British or International standards 6) Product-related legislation 7) Scope 8) Definitions of key words used in sub- sections 9) The auditable process or processes under each management control 10) Step by step procedural guidelines Page 6 of 12 Clive burgess© April 2008
  7. 7. UNCONTROLLED DOCUMENT WHEN PRINTED CONTINUOUS IMPROVEMENT 7 Monitoring0 - Management Control PROCESSES  Process Control Sub-Section Auditable Documents Each process links together with the1 – Finance next and so on to form a complete  Service Office EFQM 1 overview of the social and cultural 1- Contents aspects of control used to manage 2- Schematic or Process workplace situations, as and when they 3- Aims and Objectives develop… 4- Audits 5- Budgets, Purchasing and Action Planning 6- CAR’s 7- Communication Link Legal Guidelines 8- Finance* 9- Insurance* 10- Legal Guidelines* Self-Regulating 11- Manuals 12- Policy Proposals* Conditions 13- Policy Control* COMPLIANCE Control 14- Policy Instruction* 15- Quality Standard 16- Records 17- Register 18- Roles and Responsibilities 19- Safe Systems of Work Objective 20- Specifications Plan 2 – Information  ISO 9001 2000 EFQM 2 1- Contents 2- Schematic or Process Objective 3- Aims and Objectives Plan 4- Audits 5- Budgets, Purchasing and Action Planning 6- CAR’s 7- Communication Link Committees 8- Manuals – UK S Manual Implementation 9- New Rules and Regulations** Review CONSULTATION 10- Process Control** 11- Process Instruction** 12- Quality Standards 13- Records 14- Register Patterns 15- Roles and Responsibilities of 16- Safe Systems of Work Behaviour 17- Specifications Page 7 of 12 Clive burgess© April 2008
  8. 8. UNCONTROLLED DOCUMENT WHEN PRINTED CONTINUOUS IMPROVEMENT 8 Monitoring 3 – People  Management File EFQM 3 1- Contents 2- Schematic or Process Patterns 3- Annual Leave & Official Holiday Dates Roles and Responsibilities of Behaviour 4- Appraisals 5- Contractual Obligations, Roles and Responsibilities 6- Disciplinary & Grievance Procedures 7- Employment t Contract t Research*** Competition Cooperation TEAMWORK 8- Management Controls, BSO, BSI, Accident Investigations & Risk Assessments 9- Management Supervision and all Leaders 10- Process Control, Counselling and Retraining 11- Staff Rational 12- SIA Licensing Organisation 13- Shift Rota 14- Special Occasions and Birthdays etc 15- Training Folder 4 – Operations  Visitor Control EFQM 4 Rational Organisation Measuring Performance 1- Contents 2- Schematic or Process 3- Customer Representatives Coordination 4- Customer Complains Competence MANAGEMENT 5- Customer Service – Visitors 6- Outside Contractors 7- UK S Customers 8- Security Partners Legal Guidelines 5 – Risks  Risk Management EFQM 5 1- Contents CONDUCT 2- Schematic or Process 3- Causes of human failure Objective Patterns Plan of 4- Contractors Risk Assessments Behaviour 5- Crime - Understanding of 6- Environmental Risk Assessments 7- HSE Risk Management 2005 – 8 8- Manual Handling Risk Assessments Legal Rational 9- Operations (COSHH) Risk Assessments Guidelines Organisatio 10- PUWER Risk Assessments INCLUSION 11- Risk Assessments used in waste flows 12- Security Implementations & Associated Risk Assessments Workplace Environment 13- Security Risk Assessments 14- Weekend & Loan Worker Activity Risk AssessmentsCONTINUOUS IMPROVEMENT 15- Work Reports 2007 Monitoring Page 8 of 12 Clive burgess© April 2008
  9. 9. CONTINUOUS IMPROVEMENT UNCONTROLLED DOCUMENT WHEN Monitoring PRINTED 9  Management of H&S EFQM 6 PROCESSES Corrective 1- Contents Supervision Action Authority Intervention 2- Schematic or Process 3- Aims and Objectives COST Appraisal Committees Analysis 4- Audits 5- Budgets, Purchasing and Action Communication Roles and Responsibilities Planning BENEFIT 6- CAR’s Self-Regulating 7- External Sanctions******* Commitment 8- Manuals 9- Process Control Patten Maintenance 10- Process Instructions 11- Quality Standards 12- Records Inspections and Assessment 13- Register Investigation Appeal 14- Roles and Responsibilities Measuring Performance 15- Safe Systems of Work Sanction Strategy 16- Specifications Corrective Supervision Action FEED-BACK LOOP INFORMATION CONTROL PROCESS CONSULTATION Objective Patterns Plan of Behaviour COMPLIANCE TEAMWORK  ISO 14001 EFQM 7 1- Audits Legal Rational Guidelines Organisatio 2- Budgets, Purchasing and Action Planning MANAGEMENT 3- CAR’s 4- Communication Link & Reportable occupancies 5- Current LegislationBody Corporate Employees at all levels 6- Manuals & Register Information 7- Policy Statement Aims, Objectives & Targets Instruction 8- Process Control Objective Patterns Plan Norms or of 9- Process Instructions Conformance Behaviour 10- Quality Standards 11- Records Non- 12- Risk Assessments Conscious Errors, Mistakes 13- Roles and Responsibilities Awareness Violations 14- Safe Systems of Work Training 15- Site Plans & Site Usage History Force 16- Specifications 17- Water system Risk Assessment Rational Legal Deviant Focus Organisatio Guidelines CONTINUOUS IMPROVEMENT Workplace Monitoring Government Environment Page 9 of 12 Clive burgess© April 2008
  10. 10. A proposal for a folder/file system that 10‘Integrates Management Practices, with Risk and Quality ControlProcesses, Systems and Standards’ Designed and Developed  Auditable Documents Links all EFQM folders by Clive burgess© Contents April 2008 Structure of Organisation and Arrangements 1- Schematic or Process 2- Aims and Objectives - Mission 3- Audits – Internal External (this includes the Initial Internal Audits) 4- Budgets, Purchasing and Action Planning 5- CAR’s and Preventative Measures 6- Communication Link – Web Site Development – Transparency 7- Finance* Financial Management – Business Stability 8- Insurance* 9- Legal Guidelines* Rules, Regulations, Policies & Procedures in relation to Employment 10- Manuals UK S Manual and Registers 11- Policy Proposals* Corporate Social Responsibility 12- Policy Control* Data Protection & Information Control - Policy Instruction* 13- Quality Standard 14- New Rules and Regulations** 15- Process Control**- Process Instruction** 16- Employees: Values Stakeholders  Employment Contract - Annual Leave & Official Holiday Dates – Appraisals - Contractual Obligations - Roles and Responsibilities – Guards – Officers – Dog Warden – Vehicles - Equal Opportunities – Pay Structure - Disciplinary & Grievance Procedures***TUPE - Work vehicles – Dog handlers 21- Management Controls: Leadership  BSO – BSI - Accident Investigations & Risk Assessments - Understanding Crime - Contractors Risk Assessments - Environmental Risk Assessments - HSE Risk Management 2005 – 8 - Manual Handling Risk Assessments - Operations (COSHH) Risk Assessments - PUWER Risk Assessments - Risk Assessments used in waste flows - Security Implementations & Associated Risk Assessments - Security Risk Assessments - Weekend & Loan Worker Activity Risk Assessments - Work Reports 2007 - External Sanctions 22- Management Supervision and all Leaders Process Control:  Counselling and Retraining –Working Shift Rota –SIA Licensing – Holidays - Special Occasions and Birthdays etc - Staff Training Folder Matrix etc 23- Customers: Commercial Relationship Management  Customer Representatives - Customer Complains - Customer Service – Visitors Outside - Contractors UK S - Customers Security Partners 24- Records 25- Safe Systems of Work 26- Specifications BENCHMARK: Process and methods, profiles and practices that will help us achieve SIA ACS approval Standards UNCONTROLLED DOCUMENT WHEN PRINTED
  11. 11. Schematic: Overview of Folders Expansion Filing System - Section One 11 How to access folders and documents in this systemMain Folder QC Process 08 US SEC Management Control Process Control Auditable Documents 1 - Finance Service Office Full System EFQM 1 One 2 - Information ISO 9001 2000 Full System EFQM 2 Two Section One: Management Control 3 - People Management File Full System EFQM 3 Three 4 - Operations Visitor Control Full System EFQM 4 Four Work Vehicles Agenda Templates Full System 5 - Risks Risk Management Five EFQM 5 Folders 6 - 8 Management of Full System H&S EFQM 6 SixResearch and Development Section:information used for creating new processes ISO 14001 EFQM 7 Full System Seven BENCHMARK: Process and methods, profiles and practices that will help us achieve SIA ACS approval Standards UNCONTROLLED DOCUMENT WHEN PRINTED Page 11 of 12 Clive burgess© April 2008
  12. 12. Schematic: Overview of Folders Expansion Filing System: Section Two 12 Main Folder Management Control Process Control Non-Auditable Documents QC Process 08 US SEC 6 - Research QC Process 1 QC Tools Research 2 SAP 3 Six Sigma ISO 7 - Process Seven Word 9001 Documents on Researc Processes andResearch and Development Section: Use for Information Only: h Systems used in practice 8 – Profile Security Standard Associations 08 Join NASP files Membership Form 1 Two Word Documents on Projects and Process and methods, profiles and practices that will help us processes Four PDFs files on Business Web standards, services 1 ACS Assessors and practices 2 ACS Assistance achieve SIA ACS approval Standards 3 Approval Criteria Eight PDFs SIA ACS 9 – SIA ACS 08 ACS Approval Workbooks, Guides, Standards etc BENCHMARK: SI Acts and Regulations Two PDFs CBI spotlight SIA Impact of Regs SIA Plans & Case 10 – UK S Studies Internet info SIA Case Study – 4 SIA 05 08 Business Multi - Documents on web UK S Plans UNCONTROLLED DOCUMENT WHEN Page 12 of 12 Clive burgess© April 2008 PRINTED

×