MADHUSALA PRESENTATION.ppt

For the benefit of business and people
Bureau Veritas

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► Classification and certification of ships and offshore
floating units
► Risk management, quality assurance, quality control and asset
integrity management of facilities and equipment
► Periodic inspection of equipment & facilities in operation
► Conformity assessment of buildings and infrastructures
► Certification of QHSE management systems and second party
auditing services
► Testing, inspection and certification of consumer goods
► Trade facilitation services
Marine
Industry
In-service Inspection
& Verification
Construction
Certification
Consumer
Products
Government
services &
International Trade
► Commodities inspection and testing: oil & petrochemicals,
metals & minerals, agriculture
Commodities
A large and balanced portfolio of activities

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1. What is IMS
2. Why IMS
3. How to demonstrate IMS
4. Bureau Veritas Certification’s
approach to IMS

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ACCREDITATIONS
International Recognition  Global Accreditations
NETHERLANDS UNITED KINGDOM UNITED STATES
SOCIAL ACCOUNTABILITY INTERNATIONAL TRAINING
INDIA

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Integrated Management System - Awareness Training Programme
Some Questions ?
 What is “system” ?
 What is Management ?
 What is Integration ?
 What is the number of IMS ?
 What is accreditation ?
 What is Certification ?
 What is Audit ?
IMS

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Self Learning
IMS
 ISO 14001 : 2004
 OHSAS 18001:2007
 ISO 22000:2005

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What is IMS ?
 Abbreviation for `INTEGRATED
MANAGEMENT SYSTEM’
 Evolves around basic definition of
`MANAGEMENT SYSTEM’
 Uses the principles of DEMING
CYCLE
 Involves more than one type of
Management System
IMS

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A management system is simply a structured
approach to the management of a particular issue
of concern e.g.
- quality
- health and safety
- environment
- food hygiene
Definition of Management System
IMS

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Integrated Management System
Quality SystemHealth and Safety
Environmental
System
An integrated system covers two or more
separate systems within the same
management structure
IMS

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Integrated Management Systems
Integrated systems may also include other
management issues of concern e.g.
• Industrial relations
• Social accountability & ethical policies
IMS

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Basic philosophy revolves
around the Deming Wheel
‘Deming Wheel’
Plan
Do
Check
Act
IMS

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How To Demonstrate IMS ?
IMS

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Integrates the Management
systems at all levels
1
2
3
4
Level 1 Company manual
Scope, exclusions, description of
processes interrelations, policy
Level 2 Procedures
Common documentation of process
activities
Could include work instructions
Level 3 Standardised forms
Convertible into records
External documents
Customer specifications,
regulations, laws, etc.
Level 4 Records
Evidence of conformance
Mission - Vision
Policies
Typical Structure
IMS

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How to implement IMS ?
Single common manual
Have process documents for common requirements of various
systems eg) Management reviews, Internal audits, CAPA, etc
Integrated Policy & objectives
Process documents to address all requirements simultaneously
Records to address parameters related to all systems
Process Mapping to address all issues
Process metrics to demonstrate overall process performance
Identification of control points
Training on a common platform
Common audits and reviews
IMS

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1
 There are 3 basic ways of operating the multiple systems
• Separate systems
» Ensure appropriate focus on each element of the business
» Do not facilitate achievement of the organizational goals
» Lead to duplication of efforts
• Aligned systems
» Integration of common areas of standards like policy, documentation, document
control, organizational structure, competency, corrective / preventive actions, internal
audit, management review, etc
» It allows degree of separation while enabling identification of common trends /
problems and appropriate action
• Integrated system
» Implement various standards as one system
» Facilitates simulation of business improvement via ‘waste’ reduction, removal of
barriers among departments / functions thus adding to company’s competitive
advantage
 The ‘IMS’ is expected to help the company achieve their organizational
goals
How to implement IMS ?
IMS

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IMS
1
There are 3 levels of integration
LOW
• Only top management procedures and processes, such as
Management System Policy, Manuals or Management Review are
unified.
MEDIUM
• Additionally, Management procedures and processes, such as
Documents Control, Internal Audits, Preventive Action are unified
HIGH
• Additionally, Operational Procedures and processes such as
Production Control, Purchasing, Monitoring, among others, are unified
• This is the real ‘IMS’
If only the documents are collated together, it is not an IMS.
Levels of Integration

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Bureau Veritas
Certification’s
approach to IMS

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IMS
1
The documentation must be common for IMS
The system must be implemented for a minimum period of 90 days
before the date of the initial audit
At least 2 round of internal audits and 1 management review must be
completed before the initial audit
The scope and the cycle of certification must be the same for all the
systems under integration
For such systems, once approved, Bureau Veritas Certification will
provide one single certificate subject to availability of common
accreditation
Even if all the underlying systems are certified earlier, initial audit for
verification of integration is a must for IMS certification
Minimum requirements

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The Integrated system flows
throughout
Make sure integration
 Is total and
 Not restricted only to
documents
IMS

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Bureau Veritas Certification’s
approach to IMS
The initial audit covers the verification of actual level of integration
and adequacy checks of all documentation
• This is a combination of initial audit of EMS/OHSAS and adequacy
audit of QMS
• Brief site visit
• Process description
• Mandatory documentation
• Aspect / impact & HIRA procedures, legal requirements for all systems
• Internal audit & management review related to IMS
The Main audits cover the Integrated systems with a comprehensive
check on flow of all related activities coming under the scope of
certification
The respective standards will still be the basis of auditing
IMS

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During the audit, we take a holistic view of the management system
Verify ‘integrated’ implementation
If there is a requirement in any one standard, it is mandatory to
address in the IMS Ex : Documented Procedure for Internal
Auditing,Quality Manual
Bureau Veritas Certification’s
Approach to IMS
IMS

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Benefits of Integrated
Management Systems Approach
Achieve organisational goals
Efficient use of management resources
Reliable achievement of objectives e.g.
customer requirements
legal requirements
internal performance requirements
 Promotes confidence amongst interested parties.
IMS

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Reduced documentation due to shared procedures
Streamlined implementation - e.g. combined audits, combined
training, combined management reviews
‘One culture’- environment, health and safety and quality perceived
to have equal importance
IMS

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• Where a management system (e.g. QMS) already exists,
integration may minimise barriers to the introduction of new
systems such as environmental or health and safety
• But a poorly designed, over-bureaucratic system can have the
opposite effect
• Integrated systems are not easy to understand. Poor
understanding could lead to ignorance of the ‘unknown’ systems
IMS

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Single certificate
Cost effective
Avoid multiple visits for audit
Flexibility to add more management systems with the same
documentation
Highly customized to organisation specific requirements
One stop shop for many management systems
Sustenance is cost effective
Need not deal with many certifying agencies
IMS

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© - Copyright Bureau Veritas
AIM & Sedex

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SMETA AIM : Areas covered by an audit
Business Integrity
Health & Safety Environment
Labour Standard
Suppliers Assessments Encompass:
Bribery and corruption
tax fraud, price cartels
Defined by ILO conventions
Occupational health & safety,
process safety
Environmental performance
and process impacts of the site
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Audit Principles

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List of documents
 SAQ
 Business organisation
 Quality manual
 List of employees (permanent, temporary,
agency)
 Collective Bargaining Agreements (CBA)
►List of documents that should be made available before the audit:

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List of documents
 Facility floor plan
 Applicable laws and regulations
 Labour contracts
 Employee handbook (terms and conditions
of employment)
 Collective Bargaining Agreements (CBA)
 A list of all the chemicals and solvents used
on this site
 Permits, operating licences, Certificates of
Operations, etc.
 Government Inspection Reports, e.g.,
sanitation, fire safety, structural safety,
environmental compliance, etc.
 Machinery inspection/service logs
 Accident and injury log
 Emergency action procedures
 Evacuation plan
 Time records for the past 12 months
 Payroll records for the past 12 month
 Piece rate records for the past 12 months
(if applicable)
 Insurance, tax and other required receipts
 Previous ethical trade audit
reports/corrective Action logs.
►List of documents that should be made available during the
audit:

 AIM Progress: 14 principles

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Principles – Ethical Code
 Good Practices:
Proper implementation and maintain of systems to comply with this Code
A senior management representative should be assigned for this Code
It must be communicated to all employees and suppliers
 Vitals:
• general principles about an organization's beliefs on matters such as mission,
quality, privacy or the environment.
• The effectiveness of such codes of ethics depends on the extent to which
management supports them with sanctions and rewards.
 Findings:
 No procedure available
 No appointed representative

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Employment is freely chosen
 Good Practices:
 No forced, or involuntary prison labour
 Workers are not required to lodge “deposits” or their
identity papers with their employer and are free to leave
their employer after reasonable notice.
 Vitals:
 Correct procedures and checks in place
 Written contract of employment which clearly sets out pay (standard and overtime
rate), hours, benefits, and required notice period.
 Findings:
 No valid work permits
 Not recorded ID documents
 Missing documents
 Notice periods which exceed the legal maximums
 Loans which tie a worker to their employment
 Taking deposits from a worker at the start of employment either in cash, or as a
deduction from their wage packet.

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Freedom of association
 Good Practices:
Workers have the right to join or form a trade union
Open attitude of employer
Workers’ representatives are not discriminated
 Vitals – procedures
Employers/management should meet regularly with the union
or committee
union/worker representatives should be allowed to carry out their
duties within working hours without affecting their pay
 Findings:
Negative attitude of employer
Workers representatives are discriminated
There is no union in the production site and no parallel means to communicate
between workers and management
Worker representatives are selected by the factory management rather than
elected freely by the workers.
Worker representative committee meetings rarely take place and/or minutes are
not made available to workforce.

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Safety and Hygiene conditions
 Good practices:
A safe and hygienic working environment
Regular and recorded health and safety training
Access to clean toilet facilities, potable water
Sanitary facilities for food storage, clean and safe accommodation
A senior management representative should be assigned
for health and safety
 Vitals:
• By implementing properly local laws and regulations firms may
achieve improved working standards and conditions for all staff.
 Findings:
Not recorded and investigated incidents
Not recorded training sessions, missing documents
No valid permits
Not assigned H&S responsible
Missing of protective devices on machinery
Insufficient electrical, chemical safety

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Child labor
Good Practices:
No new recruitment of child labour
Company contribution to child found programmes
Vitals:
The minimum work age is 18 years old.
Children and young persons under 18 shall not be
employed at night or in hazardous conditions.
Findings:
Use of underage workers

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Wages & Benefits
 Good practices:
All workers shall be provided with written and understandable information
about their employment conditions
Deductions from wages are not allowed without the expressed permission of
the worker concerned.
All disciplinary measures should be recorded.
 Vitals:
 Weekly work hours not more than 48
Over time as per Factories Act
There is minimum standard working hours in India,
only regular work hours. (Factories Act)
 Findings:
Incorrect calculation of overtime wages
Unpaid overtime wages
Paying less than minimum wage
No pay slips issued

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Working hours
 Good Practices:
In any event, workers shall not on a regular basis be required to work in
excess of 48 hours per week and shall be provided with at least one day
off for every seven day period on average.
Overtime shall be voluntary, shall not exceed 12 hours per week, shall not
be demanded on a regular basis and shall always be compensated at a
premium rate.
• Vitals:
In a quarter, overtime should not exceed 50 hours. Overtime can happen
randomly and thus is not a regular work practise (Factories Act )
 Findings:
Excessive overtime hours
Inaccurate time records
Two different time records
Night shift exceed 8 hrs
Overtime restricted employees doing overtime work
Working on rest days
Involuntary overtime

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Discrimination
 Baseline Requirement:
Maintain workplaces that are free from discrimination. The basis for
recruitment, hiring, placement, training, compensation, and advancement
should be qualifications, performance skills and experience.
 Good practices:
There is no discrimination in hiring, compensation, access to training,
promotion, termination or retirement based on race, caste, national origin,
religion, age, disability, gender, marital status, sexual orientation, union
membership or political affiliation.
 Vitals:
Job related decisions should be given based on job related qualifications,
performance skills and experience of the employees, rather then personal
characteristics.
 Findings:
Do not ensure equal opportunities for foreign
workers

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Regular employment
 Good Practices:
 Extent work on the basis of recognised employment relationship established through
national law and practice
 Labour or social security laws shall not be avoided
 Vitals:
 Implement Human Resources system to manage all legally and client specific requirements
relating to contractual arrangements.
 Ensure all recruitment systems identify, manage and deliver the terms and conditions that
workers are entitled to.
 develop systems to monitor employment agencies to ensure they provide contracts and
entitled terms and conditions to agency workers
 Findings:
 Contracts of employment not developed
 Notice periods not given
 Terms and conditions not explained to workers
 Changes to terms and conditions without consultation
 Excessive probation periods
 Repeated temporary contracts

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Sub-contracting & home-working
 Good Practices:
Extend of work performed under national law and practises
Proper management of sub-contracting, home-working
No sub-contracting unless previously agreed with Client
 Vitals:
• As long as the good or service provided is legal, any oral agreement between
two parties can constitute a binding legal contract.
 Findings:
No documented passport or work
permit of workers coming from
outside
Unregistered home-working
Unfairly renewed temporary work
contract

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Harsh or inhumane treatment
 Good Practices:
The threat of physical abuse, sexual or other harassment and verbal abuse or
other forms of intimidation shall be prohibited.
 Vitals:
Discrimination on the basis of origine,
nationality, religion, race, gender, age or sexual
orientation
 Findings:
Confirmed evidence of physical discipline
abuse or sexual harassment
No respect of personal dignity, rights or privacy
HR department hide information

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Entitlement to work
Good Practices:
Workers only with legal right to work
Agencies must supply registered workers
Vitals:
Valid authorization to work. This can be determined by requesting the
documents that attest to the approval of foreigners employed by the
company.
Findings:
No implemented process to control
agencies and related regulations
Workers without legal right to work

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Environment
 Good Practices:
 Suppliers as a minimum shall meet the requirements of local and national laws related to
environmental standards
 Suppliers shall seek to make continuous improvements in their environmental performance
 Where appropriate suppliers must be able to demonstrate that they have the relevant valid
permits for use and disposal of resources e.g. water, waste, etc.
 Vitals:
 Supplier shall identify, monitor and control its impacts on the environment
 It should include responsibilities, procedures and practises
 Findings:
 A formal policy is not written down or
communicated
 Waste collection and disposal not managed
 Waste water pH parameters do not comply
with local regulation

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Business Integrity
 Baseline Requirement:
• Companies should operate honestly and fairly in accordance with local law.
 Good practices:
 Risk Assessment Analyzes
 Free and fair competition
 Policies and procedures to cover key areas
 Privacy and data protection
 Maintaining proper records to verify compliance
with laws & regulations
 Transparent system in place for confidentially
reporting and to avoid corruption
 Findings:
 Policy document is not available
 There is no copy of local and national regulations and
client requirements

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Thank you for your
attention

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