How to use this template

This template is an example of a fully fleshed-out mini-manual of standard operating procedures which adhere to ISO 14001:2015 requirements for an environmental management system (EMS) for the fictional construction company Black Mesa Construction.

Add this template to your organization in Process Street and you can select "edit template" to change the text within each section, and then export it as a PDF once you have completed it.

You can find the structure version of this template without the example copy here:

You are able to add new text, images, and sub-checklists into this template by using the form field widgets on the right-hand side of the editing screen.

This EMS mini-manual containing policies and procedures can be utilized by organizations of any size. This mini-manual is designed to work for companies which need to be adherent to ISO as well as for those which don't.

The ISO 14001:2015 requirements can vary between industries. If you need to view the specific standards and differences between industries, check this page of the ISO website.

More detailed information on how to work with ISO 14001:2015 can be found here.

Once you’ve started work on your own mini-manual, you can delete this section.

Introduction:

Welcome

Environmental management and principles of corporate social responsibility (CSR) are increasingly regarded by contemporary business leaders as strategically relevant aspects of business process management.

An environmental management system, or EMS, provides the means to meet environmental compliance and regulatory legislation, and offers financial, economic, and reputational benefit as well as the obvious environmental benefit.

Black Mesa Construction has developed and implemented this EMS (Environmental Management System) mini-manual in order to document the company’s standard operating procedures, improve management in the company in a general capacity, and to uphold and exceed the expectations of its customers and other interested parties, in line with the requirements of ISO 14001:2015.

Whether standing alone or integrated together with another management system, such as ISO 9001 (for quality management systems) or ISO 50001 (for energy management systems), the ISO 14001:2015 standard provides guidance and direction on how an organization should manage and mitigate its impact on the environment.

Understanding how to properly utilize the standard in-line with leading methods of business process management can bring many benefits to organizations of all sizes.

This EMS mini-manual is designed to help relevant interested parties involved to understand the full implications and responsibilities involved with establishing and maintaining an EMS within their respective organizations.

Each clause pertaining to Annex SL management system standards will be explained in parallel to ISO 14001:2015 International Standard clauses.

Links to supplementary learning materials and online resources will also be provided.

The EMS mini-manual is approved by an executive management representative.

Black Mesa Construction EMS Mini-Manual

Revision: 04
Date: 05/16/2019
Doc Number: 1

Conforms to ISO 14001:2015

Amendments:

Revision and Approval

Revision 01 - 01/02/2019 - outlined initial scope - approved by Oliver Peterson
Revision 02 - 02/09/2019 - added procedures - approved by Oliver Peterson
Revision 03 - 02/19/2019 - added SWOT analysis - approved by Oliver Peterson

Scope:

The organization is through its Environmental Sustainability Policy committed to the operation
of an Environmental Management System (EMS).

The intended outcomes of the EMS are:

  • Enhance environmental performance
  • Fulfil compliance obligations
  • Achieve environmental objectives

The organization, as an educational establishment, is also committed to supporting programmes and initiatives aimed at improving the awareness of environmental sustainability with staff and students primarily through the informal curricula but also through the taught curricula and research activities.

Therefore, the intended outcomes of the EMS are extended to include:

  • Embed a culture of sustainability

Certification to the international standard ISO14001:2015 will help achieve these intended
outcomes and demonstrates that the EMS is effective, providing value for the environment,
the organization and interested parties.

The EMS considers the environmental aspects and impacts associated with its activities,
products and services to determine the greatest risks and opportunities to the organisation.

The risks and opportunities associated with the particular context in which the organization 
operates as well as the needs and expectations of stakeholders are also considered in line
with ISO14001:2015 requirements.

This manual has been developed to help anyone navigate their way through the organization's EMS and acts as a signposting document to indicate how each of the clauses in ISO14001:2015 are addressed.

Each clause is audited internally once over the three year certification period to check compliance with the requirements of ISO14001:2015

Locations

Brightstar Miami: 355 Lincoln Road, 33189, FL, USA
Brightstar London: 43 Rivington Street, London, Greater London, EC4B 2BU, UK

Exclusion

Factors outside of EMS scope

  • Additional accounting services outsourced to Highstreet Accounting & Daughters
  • CRM, inbound marketing and sales managed with Hubspot

Procedure exclusion

New processes are often constructed collaboratively, in-line with the spirit of our EMS and policy assurances. When these processes become regular, recurring events, we perform a Failure Modes and Effects Analysis (FMEA) and formalize them into set procedures which can then be added to the database of documented procedures in our EMS mini-manual.

This approach allows us to deploy processes rapidly and engenders a standard of fault-tolerance in the process of designing new processes. It also ensures that all of our SOPs that are ultimately formalized are guaranteed to be working, actionable processes.

Normative references:

There are no normative references.

Terms and definitions:

Process

Can be defined as a series of activities and actions that can be repeated consistently to produce a transformation to a product or service from a series of inputs to a defined output.

Process approach

Environmental systems, similarly to other management systems, use a combination of sequences and interactions to produce a desired output.

When all activities and actions are managed together with consideration towards each other and the end result, this method is known as the “process approach.”

A process approach will also specify responsibility towards process owners, for example, as opposed to being considered as generic.

Therefore, when a company has an EMS that is considered an active and fluid system, taking into account all variables and their effects on the objectives, this is considered a process approach.

Inputs

The collection of elements that may be required to feed a process, for example – resources, raw material, and machinery.

Outputs

The result of a process, whether goods or services or undesirable outputs, such as wastage or pollution. It should be noted that an output is not always a final element, but may only be the input into the next process in a chain.

The Plan-Do-Check-Act cycle

The “Plan-Do-Check-Act” cycle (PDCA) is critical to the operation of the Environmental Management System as specified by ISO 14001:2015, in terms of achievement against set objectives and continual improvement.

It can be described as follows:

Plan: the establishment of objectives, and processes that may deliver them, in harmony with the
environmental policy established by the organization

Do: the implementation of the planned processes

Check: the monitoring and measuring of results versus the environmental policy, including all
commitments, objectives, and criteria, and the reporting of them

Act: the consequent actions taken to ensure continual improvement


It should be noted that the PDCA cycle is a recognized management system methodology that is used across various business management systems, but its use is both compulsory and highly beneficial within ISO 14001:2015.

Context of the organization:

The organization shall determine external and internal issues that are relevant to its
purpose and that affect its ability to achieve the intended outcomes of its environmental
management system.

Such issues shall include environmental conditions being affected by or capable of affecting the organization.

Understanding the Organization and its Context

In accordance with the first step of implementing ISO 9001 requirements, the purpose of this section is to thoughtfully align the business objectives of Brightstar Marketing with the QMS.

To fully understand the organization and its context, Brightstar Marketing determined the external and internal issues that are relevant and that affect its ability to achieve intended results.

Profit margins have exceeded milestones this previous quarter, and a survey of workplace happiness has yielded a worker satisfaction ratio of above 80%.

Brightstar is the longest-running marketing agency in the local area. Strong internal processes are reflected in the Net Promoter Score (NPS), and a high level of proprietary data gathered as a result of our consensual data gathering initiative over the past year positions us advantageously to potential upcoming GDPR regulation affecting EU data gathering.

However, unresolved compliance issues and a number of dated internal procedures pose potential risks in the face of upcoming GDPR regulation. It has also been noted that more of our clients are opting to insource for certain compliance-related needs.

In response to this, recent SWOT analysis suggests budgeting for GDPR consultant and movement towards international compliance in order to position ourselves ahead of new internal teams.

Capacity for video marketing and a campaign targeting upcoming ISO standard revisions as well as promising keywords will allow us to stave competition and maintain a local market share advantage.

Strategies for Knowledge Graph ranking have also been proposed, due to certain keywords being demoted by Google’s preference for SERP Knowledge Graphs.

Complete SWOT breakdown can be found in the SWOT analysis section below.

Internal issues:

  • New multi-million contract just signed
  • New hire:  Environmental Manager
  • Unresolved compliance issues
  • Certain procedures yet to be updated

External issues:

  • Competitor bidding for same contract
  • Supply chain optimization
  • Poor brand image
  • Pound Sterling weakening post-Brexit
  • On-site regulation

Needs and Expectations of Interested Parties

Interested Parties

Interested parties may be customers, owners, suppliers, unions, bankers, etc. and to understand their needs and expectations, you must: 

  • Identify the relevant interested parties
  • Determine, monitor, and review their requirements that are Relevant to the QMS
  • Consider their expectations and needs and the impact on the ability to consistently provide products and services that meet customer, statutory, and regulatory requirements

List of interested parties:

  • Jill Catalan, CEO at Isla Villa Construction
  • James Ford, Founder & CTO at Looper
  • Black Mesa Corporation (biggest customer)
  • Process Street (used internally for workflow management and automation)
  • Lond & Sons (outsourced accounting, tax, and finance consulting)
  • Hubspot (used internally for CRM, inbound marketing and sales)
  • Toro Construction Company (biggest local competitor)

Determining the Scope of the Environmental Management System

During the establishment of the context of the organization, all members of top and middle management were gathered together and the management requirements for the standard, as well as how these requirements affected the EMS, were explained.

  • Planning & Management
    • Daily Standup Meeting Checklist (PR. 07)
    • Sprint Turnover Process (PR. 11)
    • Sprint Retrospective Process (PR. 12)
    • Sprint Planning (PR. 13)
  • Branding & Style Guides
    • Brand Identity Design (PR. 14)
  • Content Creation
    • Blog Pre-Publish Checklist (PR. 18)
    • Content Promotion Checklist (PR. 19)
  • Graphic Design
    • Graphic Design Process (PR. 15)
    • Logo Design Process (PR. 17)
  • Digital Marketing & SEO
    • PPC Audit Checklist (PR. 01)
    • PPC Daily Campaign Review Checklist (PR. 02)
    • PPC Weekly Campaign Review Checklist (PR. 03)
    • PPC Monthly Campaign Review Checklist (PR. 04)
    • Performance Marketing (PPC) Keyword Competition Analysis Checklist (PR. 05)
    • New Facebook Ads Creation Checklist (PR. 06)
    • SEO Checklist: The Keyword Research Process (PR. 08)
    • Google Analytics Audit (PR. 09)
    • Technical SEO Audit (PR. 10)
    • New Affiliate Onboarding (PR. 20)
  • Process Optimization
    • Intro to FMEA Template: Failure Mode and Effects Analysis (PR. 21)
    • Process for Improving a Process (PR. 22)
  • Accounting & Finances
    • Creating an Invoice (PR. 16)
    • Accounting Onboarding Procedures (PR. 23)
    • Expense Management Process (PR. 24)
    • Accounts Receivable Process (PR. 25)
    • Accounts Payable Process (PR. 26)
    • Income (Profit and Loss) Statement Process (PR. 27)
    • Cash Flow Report (PR. 28)
    • Balance Sheet Statement Preparation Checklist (PR. 29)
    • Business Tax Preparation Checklist (PR. 30)
    • Annual Financial Report Template (PR. 31)

It was determined that the first step towards establishing the requirements for the EMS would be to conduct a SWOT analysis.

All relevant parties from middle and top management conducted the SWOT analysis individually, and results were consolidated into a final master analysis.

Below is the final SWOT analysis:

SWOT analysis

Environmental Management System

The EMS has been established at the organization since October 2018 and has been
maintained to the international standard ISO 14001:2015 since this time.

Continuous improvement has been achieved via a Plan, Do, Check, Act framework.

An environmental review is conducted 1 year ahead of re-certification to determine any changes to the organization which may affect the intended outcomes of the EMS.

The review will include an assessment to determine any changes to the internal and external context in which it operates and the changing needs and expectations of interested parties.

Leadership:

Leadership and Commitment

Black Mesa Construction has taken great lengths to ensure that our environmental policy and objectives are strongly aligned with one another, and with the overall strategic direction of the business.

Ample provisions have been made to ensure that all resources of the EMS are allocated efficiently, and that all staff have received adequate training in accordance with their assigned responsibilities.

The Chief Operating Officer is the Executive Team member designated as the lead for
Sustainable Development.

It is the responsibility of the Chief Operating Officer to ensure that the Environmental Manager and the Board of Sustainable Development are involved in the decision making process so that adequate resources are made available to ensure compliance with the Environmental Sustainability Policy.

All members of the Business Executive Team also have responsibility for ensuring that
within their individual areas of responsibility the Environmental Sustainability Policy is
implemented.

They are also responsible for ensuring that any identified risks to the environment are
eliminated or reduced at source to as low as reasonably practicable and that the organization's
strategic development does not compromise the intended outcomes of the Environmental
Management System.

Specifically members of the Executive Team have responsibility for ensuring that staff under
their line management work within the requirements of the organization's environmental
management procedures.

This ensures that the organization meets its legal and other compliance obligations and ensures continual improvement. The Executive Team are responsible for:

  • Ensuring staff are provided with, and kept up-to-date with training as identified in
    SHE training records;
  • Ensure that the Policy is embedded into the day to day actions of staff and that
    any new projects meet the Policy commitments;
  • Enforce the use of relevant EMS documentation; adhering to environmental
    management operating procedures and record keeping relevant to their job roles;
  • Comply with the procedure for reporting Environmental Incidents/ Near Misses/
    Non Conformities;
  • Take reasonable care for the environment and co-operate with supervisory or
    senior staff to enable them to follow the organization's environmental management
    procedures;
  • Provide resources and the support necessary for identified staff to carry out their
    specific environmental management responsibilities as identified in this
    document.

Communication Methods & Frequency:

  • Weekly EMS-related updates via email (all staff),
  • Daily departmental meetings for EMS strategy,
  • Twice-weekly mid-management boardroom meetings for EMS strategy,
  • Weekly top-management meeting for EMS strategy,
  • Monthly on-site all hands (inclusive of all departments) for EMS orientation and feedback

Organizational Roles, Responsibilities and Authorities

  • Bill Banderton (Environmental Manager)
  • Sunni Clarke (CEO)
  • Barry Spinoza (HR Manager)
  • Jordan Pederson (Construction Manager)
  • Sarah Collins (On-Site Manager)
  • Sebastian van Rijswijk (Construction Expeditor)
  • Garth Edgeton (Lead Architect)
  • Anne Greene (Supervisor

Management (as listed above) retains responsibility for the performance of all internal and external performance factors at all times.

Environmental Policy

The Sustainable Development Team have defined the organization's Environmental Sustainability
Policy.

The policy is made available to interested parties on the organization's website.

The Policy includes the following commitments:

  1. Continue to resource our Environmental Management System (EMS) to meet the
    standards of ISO14001 certification;
  2. Meet or exceed our compliance obligations including legal and other sector requirements
    as applicable to our environmental aspects;
  3. Implement and audit control measures to effectively manage and mitigate the 6
    significant environmental aspects;
  4. Drive continual improvement and report progress against the following objectives as set
    in the Environmental Management Plan;
  5. Support initiatives and programmes aimed at improving awareness of sustainability and
    engaging the organization community through both taught and informal curricula and
    research activities;
  6. Continue to work in partnership with the Preston community and other stakeholders to
    improve the local environment and ensure that organization operations do not have a
    detrimental effect on that community.

Although the activities contained with the Policy are centrally coordinated from Facilities
Management the success of the Policy relies on the participation of everyone.

The Policy aims are embedded into organization processes via the following:

  • New staff are directed to undertake the ‘highly recommended’ training ‘Environmental
    Management at UCLan – An Introduction’ from the HR Induction Checklist.
  • Contractors undertake the mandatory site induction which includes Environmental
    Management at UCLan.
  • New versions of the Policy are communicated to staff via the global email system ‘AU
    Lookout’
  • New versions of the Policy are communicated direct to Executive Deans, Directors, Heads of Schools and Services by the Director of Facilities Management.

The Policy is reviewed annually as part of the EMS Management Review.

Planning:

Actions to address risks and opportunities

An externally facilitated workshop was conducted in June 2016 to determine the particular
context in which the organization operates and the needs and expectations of stakeholders
including compliance obligations.

The outputs of this workshop have been used been used to determine the risks and opportunities that need to be addressed by the organisation in order to meet the intended outcomes of the EMS.

There are risks and opportunities associated with the following:

  • Environmental Aspects
  • Compliance Obligations
  • Organizational Context - Internal and External Issues
Strategies for dealing with weaknesses
  • Inefficient, obsolete equipment: 
  • Lack of physical labor: 
  • ISO 14001 certificate outdated (2004): 
  • Waste disposal too expensive: 
Strategies for dealing with threats
  • Losing contracts to local competition: 
  • Failing to meet deadlines for projects
    due to insufficient physical labor: Increase 
  • Failing ISO 14001:2015 certification:

Environmental Objectives and Planning to Achieve Them

An Environmental Management Plan is in place to manage and monitor continual improvement.

Details of the Environment Management Plan Progress Reports are available to the public on request from the SHE Section.

The Environmental Management Plan is used to facilitate delivery of the continual improvement framework laid out in the organization's Environmental Sustainability Policy.

The Environmental Management Plan is driven by the organization's identified significant environmental aspects and the associated risks and opportunities.

It sets out eight overall Objectives, SMART Targets and Actions for the following:

  • Energy/Carbon Reduction
  • Potable Water Reduction
  • Land Development & Refurbishments (including Biodiversity)
  • Pollution Prevention
  • Waste Management
  • Sustainable Procurement
  • Commuting and Business Travel
  • Environmental Management System

The plan is a three year plan which is updated annually by the Environment & Sustainability
Manager in agreement with the assigned Objective Lead

Updates include any newly agreed actions arising which can help meet the Objective. Monitoring performance is achieved via reporting against the SMART Target by Objective Leads to the Environmental Management Review twice per year.

Support:

Resources

Grant: Ford Foundation Fellowships Program

Amount: $10m

Qualifications: Various

Competence

The EMS Training Needs Analysis (TNA) is integrated in the Safety, Health and Environment TNA and identifies the training needs associated with the organization's EMS and identified significant environmental aspects.

The following training courses are currently available and these are mandatory for those persons performing tasks for or on the behalf of the organization that have the potential to cause a significant environmental impact(s):

  • An on-line training course ‘Environmental Management in Labs’ is available and is mandatory’ for postgraduate researchers working unsupervised in laboratories as well as LIS laboratory technicians. This training is required immediately following COSHH training, delivered as a classroom session by the SHE Adviser with responsibility for COSHH, with refresher training due every three years.

  • An on-line site induction has been created for contractors which provides essential environmental management information that main contractors must be aware of when working on site. The FM Development, Maintenance & Estates Section are responsible for both ensuring that their main contractors on site receive this training annually, and checking that their main contractors have management systems or processes in place to ensure that any of their sub-contractors, whose work has the potential to cause a significant environmental impact, comply with both the organization's seven.
  • Environmental Pollution (Spill Containment) training is delivered as a practical classroom session to staff who handle or are likely to encounter hazardous materials or spills including oils and chemicals, with refresher training due every three years.


Training records will be maintained by the SHE Section with reminders for refresher training sent out as necessary.

Awareness

In order that all staff at the organization have a good knowledge and awareness of the environmental management system, the Universities environmental aspects and to promote
behaviour to support the Environmental Management Policy an on-line training course
‘Environmental Management at UCLan – An Introduction’ has been developed.

This training is ‘highly recommended’ to all new staff and as a refresher to existing staff every three years. Training records are maintained by the SHE Section in the SHE TNA. The Environment & Sustainability Manager is responsible for the content of this training.

Those staff whose work is directly related to the organization's environmental aspects must
also understand their particular responsibility and accountability within the EMS.

The SHE Training Needs Analysis lists the relevant Environmental Management Operational
procedure(s) against staff roles and it is the responsibility of line managers to ensure that
staff are familiar with the operational procedures through induction and the annual appraisal
process.

Staff are also encouraged to undertake personal and professional development with plans
reviewed on an annual basis at individual annual performance appraisals undertaken by line
management.

It is a requirement for line managers to refer to the SHE training needs analysis during this appraisal to identify any gaps and/or any refresher training which may be due. These should then be added to the personal and professional development plans for the following year.

Communication

A high percentage of Sustainable Development related communications are related to
specific environmental aspects or have been identified as stakeholder requirements and
therefore become the organization's compliance obligations.

A Communications Plan has been developed to ensure that communications meet these compliance obligations and that communications are appropriately tailored to different audiences to maximise the chances of success.

The plan sets out the process of what to communicate, when to communicate, and methods of communications relevant to the different stakeholder requirements.


The Facilities Management Service has a Green Team which is made up of the following
principal staff:

  • Energy & Carbon Management Officer
  • Environment & Sustainability Manager
  • Environment & Sustainability Coordinator
  • Sustainable Travel Coordinator

Documented Information

A comprehensive list of EMS documentation is listed in the EMS index, and
includes both hard and electronic copies.

The EMS’s central documentation includes; the Environmental Sustainability Policy (FMENV002), Environmental Aspects Register (FMENV004), Environmental Management Plan (FMENV020) and the Legal Register (NewGround Legislative Update Service). The main elements of the EMS are described and relevant documentation signposted from this Manual.

An Overview of UCLan’s EMS (FMENVREC024) has been developed in diagrammatic
format to highlight the main elements of the EMS and their interaction including links to
related documentation.

Operation:

Process Management Methodology

For business process management we utilize Process Street as a workflow management powerhouse.

From here, we build, manage, deploy, update, collaborate, and automate processes in the form of checklists and templates.

Process Street's Template Overview feature allows a high-level overview of work done, combined with the Inbox for streamlined task and checklist assignment.

Top Level Processes

  • PR. 01: PPC Audit Checklist
  • PR. 02: PPC Daily Campaign Review Checklist
  • PR. 03: PPC Weekly Campaign Review Checklist
  • PR. 04: PPC Monthly Campaign Review Checklist
  • PR. 05: Performance Marketing (PPC) Keyword Competition Analysis Checklist
  • PR. 06: New Facebook Ads Creation Checklist
  • PR. 07: Daily Standup Meeting Checklist
  • PR. 08: SEO Checklist: The Keyword Research Process
  • PR. 09: Google Analytics Audit
  • PR. 10: Technical SEO Audit
  • PR. 11: Sprint Turnover Process
  • PR. 12: Sprint Retrospective Process
  • PR. 13: Sprint Planning
  • PR. 14: Brand Identity Design
  • PR. 15: Graphic Design Process
  • PR. 16: Creating an Invoice
  • PR. 17: Logo Design Process
  • PR. 18: Blog Pre-Publish Checklist
  • PR. 19: Content Promotion Checklist
  • PR. 20 New Affiliate Onboarding
  • PR. 21: Intro to FMEA Template: Failure Mode and Effects Analysis
  • PR. 22: Process for Improving a Process
  • PR. 23: Accounting Onboarding Procedures
  • PR. 24: Expense Management Process
  • PR. 25: Accounts Receivable Process
  • PR. 26: Accounts Payable Process
  • PR. 27: Income (Profit and Loss) Statement Process
  • PR. 28: Cash Flow Report
  • PR. 29: Balance Sheet Statement Preparation Checklist
  • PR. 30: Business Tax Preparation Checklist
  • PR. 31: Annual Financial Report Template

Complete Company Procedures

PR. 01: Construction Proposal Template

Summary

This procedure defines the requirements for bidding for a large construction contract.

The Construction Manager is responsible for the implementation and management of this procedure.

Revision and Approval

Revision number: 001

Revision date: 01/02/2019

Nature of changes: Initial process documented.

Approved by: Oliver Peterson

Procedure Template & Template History: (URL)

Procedure

  1. Introduction to the Construction Proposal Template:
  2. Client Details
  3. Company Details
  4. Overview of the Project
  5. Our Company
  6. Our Portfolio
  7. Project Scope and Proposal:
  8. All Work to be Complete
  9. Details of Materials Required
  10. Our Project Management Approach
  11. Our Expectations of our Clients
  12. Proposed Project Schedule
  13. Necessary Permits
  14. Logistics Strategy Overview
  15. Our Budget Overview
  16. Generate report

PR. 02: Construction Progress Report

Summary

This procedure defines the requirements for updating a client on the status of an ongoing project.

The Construction Manager is responsible for the implementation and management of this procedure.

Revision and Approval

Revision number: 001

Revision date: 01/02/2019

Nature of changes: Initial process documented.

Approved by: Oliver Peterson

Procedure Template & Template History: (URL)

Procedure

  1. Introduction to Construction Progress Report:
  2. Project Details
  3. Current vs Expected Progress
  4. Potential Causes for Concern
  5. Progress Photo Gallery
  6. Progress by Key Performance Indicators
  7. Current Quality Overview
  8. Weather Impact Review
  9. Ongoing Health and Safety Report
  10. External Factors for Consideration
  11. Earned Value Analysis
  12. Potential Obstacle Review
  13. Requested Feedback on Progress Report
  14. Considerations for Following Progress Report
  15. Generate report

PR. 03: Inventory Management Process

Summary

This procedure defines the requirements for ordering new items, such as computers or projectors..

The Purchasing Manager is responsible for the implementation and management of this procedure.

Revision and Approval

Revision number: 001

Revision date: 01/02/2019

Nature of changes: Initial process documented.

Approved by: Oliver Peterson

Procedure Template & Template History: (URL)

Procedure

  1. Introduction:
  2. Organizing your order:
  3. Review your budget
  4. Make a preliminary order list
  5. Check the current stock inventory
  6. Update order list
  7. Placing the order:
  8. Receive approval for the order
  9. Place the order
  10. Record order tracking details
  11. Order arrivals and itinerary updates:
  12. Make note of the order upon arrival
  13. Check everything arrived accordingly
  14. Follow up with your supplier
  15. Test new items
  16. Return faulty or damaged items
  17. Ensure new stock goes to the right department
  18. Ensure new equipment is set up correctly
  19. Update inventory management system

PR. 04: ISO Container Inspection Checklist

Summary

This procedure defines the requirements for making sure your shipping containers are in good condition.

The Construction Manager is responsible for the implementation and management of this procedure.

Revision and Approval

Revision number: 001

Revision date: 01/02/2019

Nature of changes: Initial process documented.

Approved by: Oliver Peterson

Procedure Template & Template History: (URL)

Procedure

  1. Introduction
  2. Preparation:
  3. Note container identification
  4. Record ISO container inspection checklist details
  5. Make sure the container is empty
  6. Exterior checks:
  7. Check the doors
  8. Inspect the roadside of the container
  9. Examine the front
  10. Investigate the curbside of the container
  11. Survey the roof
  12. Review the bottom
  13. Interior checks:
  14. Check the container's floor
  15. Inspect the roof
  16. Examine the roadside
  17. Investigate the front
  18. Review the curbside
  19. Summary:
  20. Give your final verdict

PR. 05: Order Fulfilment Checklist

Summary

This procedure defines the requirements for successfully preparing and deliver any items your customers order.

The Construction Manager is responsible for the implementation and management of this procedure.

Revision and Approval

Revision number: 001

Revision date: 01/02/2019

Nature of changes: Initial process documented.

Approved by: Oliver Peterson

Procedure Template & Template History: (URL)

Procedure

  1. Introduction:
  2. Receiving an order:
  3. Record order details
  4. Confirm that payment has been received
  5. Retrieving products from your inventory:
  6. Check that the products are in stock
  7. Request the ordered products from your inventory
  8. Record which products were taken from storage
  9. Perform quality checks
  10. Packaging products:
  11. Print packing slip
  12. Print invoice
  13. Package the items securely
  14. Weigh and measure products
  15. Attach the shipping label to the packaging
  16. Dispatching the products:
  17. Examine your other orders for delivery overlaps
  18. Arrange the delivery
  19. Load items into the delivery vehicle
  20. Post-dispatch:
  21. Send a confirmation email to the customer

PR. 06: Order Processing Checklist

Summary

This procedure defines the requirements for ensuring the successful completion of a transaction.

The Construction Manager is responsible for the implementation and management of this procedure.

Revision and Approval

Revision number: 001

Revision date: 01/02/2019

Nature of changes: Initial process documented.

Approved by: Oliver Peterson

Procedure Template & Template History: (URL)

Procedure

  1. Introduction:
  2. Record product and client details
  3. Record which salesperson made the sale
  4. Check product Is in stock
  5. Ensure payment has been successfully made
  6. Review delivery method
  7. Note appropriate time and date for delivery
  8. Contact delivery company
  9. Notify warehouse of date and time of pickup
  10. Notify customer of delivery confirmation
  11. Record completed delivery in CRM
  12. Assign a follow up to check customer satisfaction

PR. 07: Vehicle Inspection Checklist

Summary

This procedure defines the requirements for performing a yearly vehicle inspection.

The On-Site Manager is responsible for the implementation and management of this procedure.

Revision and Approval

Revision number: 001

Revision date: 01/02/2019

Nature of changes: Initial process documented.

Approved by: Oliver Peterson

Procedure Template & Template History: (URL)

Procedure

  1. Introduction:
  2. Inspection details:
  3. Record the vehicle inspector's details
  4. Note down the vehicle operator's details
  5. Document the vehicle's details
  6. Brakes:
  7. Check the brakes
  8. Test the emergency brake
  9. Bumpers:
  10. Check front bumper
  11. Inspect rear bumper
  12. Interior:
  13. Check the horn
  14. Inspect the seat belts
  15. Make sure the front and rear defrosters work
  16. Try out the heating
  17. Check for any emergency equipment
  18. License and insurance details:
  19. Check the operator's driver's license
  20. Verify that the vehicle/operator has valid insurance
  21. Lights:
  22. Check headlights
  23. Make sure tail lights are okay
  24. Test brake lights
  25. Check turn signals
  26. Check reversing lights
  27. Test four-way flashers
  28. Make sure the license plate light is working
  29. Mirrors:
  30. Check outside mirrors
  31. Inspect inside mirror
  32. Tires:
  33. Make sure the tires and wheels match
  34. Check tire condition
  35. Check wheel alignment
  36. Make sure the spare tire is in good condition
  37. Check tools for replacing tires
  38. Under the hood:
  39. Check the brake fluid level
  40. Measure the windshield washer fluid
  41. Inspect the engine oil level and quality
  42. Examine the battery
  43. Check the power steering fluid level and quality
  44. Inspect any hoses
  45. Windshield and accessories:
  46. Check the windshield
  47. Inspect the rear window
  48. Make sure the windows are in good condition
  49. Check the window controls
  50. Inspect the windshield wipers
  51. Final verdict:
  52. Give the vehicle inspection verdict
  53. Notify owner the vehicle is ready for collection
  54. Notify owner the vehicle has failed the inspection

PR. 08: Warehouse Safety Checklist

Summary

This procedure defines the requirements for making sure that your warehouse meets safety standards.

The On-Site Manager is responsible for the implementation and management of this procedure.

Revision and Approval

Revision number: 001

Revision date: 01/02/2019

Nature of changes: Initial process documented.

Approved by: Oliver Peterson

Procedure Template & Template History: (URL)

Procedure

  1. Introduction:
  2. Warehouse safety checklist details:
  3. Record your details
  4. Record the details of the warehouse safety inspection
  5. General safety checks:
  6. Check for damage to surfaces
  7. Make sure there are no obstructions
  8. Inspect cleanliness
  9. Check warehouse lighting
  10. Examine fire precautions
  11. Make sure the warehouse is well ventilated
  12. Ensure that sufficient drainage is installed
  13. Check that all exits are clearly marked
  14. Verify that all hazardous materials are labelled
  15. Aisles:
  16. Make sure aisles are marked
  17. Check that all aisles are wide enough
  18. Storage racks:
  19. Inspect storage racks for damage
  20. Check that items are stacked safely
  21. Stairs:
  22. Examine whether all stairs are uniform
  23. Make sure railings are installed where appropriate
  24. Loading dock:
  25. Check vehicle inspections
  26. Inspect dock doors
  27. Equipment:
  28. Confirm that hard hats are being used in danger zones
  29. Make sure that all tools are being inspected regularly
  30. Inspection summary:
  31. Give a final verdict

PR. 09: Electrical Inspection Checklist

Summary

This procedure defines the requirements for performing an electrical inspection for a residential property.

The On-Site Manager is responsible for the implementation and management of this procedure.

Revision and Approval

Revision number: 001

Revision date: 01/02/2019

Nature of changes: Initial process documented.

Approved by: Oliver Peterson

Procedure Template & Template History: (URL)

Procedure

  1. Introduction to Electrical Inspection Checklist:
  2. Record the details of the inspection
  3. Record your inspector details
  4. Inspector safety checks:
  5. Are there exposed energized conductors or circuit parts?
  6. Can the risk of exposure to hazards be justified?
  7. What is the voltage of the equipment?
  8. Where are the approach boundaries for shock protection?
  9. Will the inspection involve crossing those boundaries?
  10. Has an incident energy analysis been performed?
  11. Do you know short-circuit current and clearing times?
  12. Where is the Arc Flash Boundary?
  13. Will any part of the body be within this boundary?
  14. What PPE will be used for Arc Flash protection?
  15. Is the appropriate PPE available?
  16. Is the inspector qualified for this task and risk?
  17. Fundamental residential checks:
  18. Check wiring methods for support and suitability
  19. Inspect cable installation
  20. Check boxes for suitability for use
  21. Verify that boxes are installed in suitable locations
  22. Make sure cables are secured to boxes
  23. Check boxes for conductor fill
  24. Provide boxes are positioned correctly to be flush
  25. Check splicing devices on equipment grounding conductors
  26. Make sure equipment grounding conductors are suitable
  27. Inspect floor and ceiling boxes for listing
  28. Check recessed luminaires for clearances
  29. Inspect cables in contact with thermal insulation
  30. Check wall switch locations for grounded conductors
  31. Provide overall notes about the inspection
  32. Send inspection report

PR. 10: Electrical Inspection Checklist: Motors and Vehicles

Summary

This procedure defines the requirements for performing an electrical inspection for motors and vehicles.

The On-Site Manager is responsible for the implementation and management of this procedure.

Revision and Approval

Revision number: 001

Revision date: 01/02/2019

Nature of changes: Initial process documented.

Approved by: Oliver Peterson

Procedure Template & Template History: (URL)

Procedure

  1. Intro to Motors and Vehicles:
  2. Record inspection details
  3. Run general inspection safety checklist
  4. Check ampacities and sizing are based on tables not nameplates
  5. Verify ampacities are +125% of table FLC
  6. Check the conductors which supply multiple motors
  7. Check the motor overload protection
  8. Check the short-circuit and ground-fault protection
  9. Verify there is proper overcurrent protection
  10. Make sure the motor controllers are the proper type
  11. Check MCCs for proper ratings
  12. Check the motor disconnects
  13. Inspect the controller disconnects
  14. Inspect the motor disconnects
  15. Write down overall notes regarding inspection
  16. Send report via email to key stakeholders

PR. 11: Electrical Inspection Checklist: Marinas, Docks, and Boatyards

Summary

This procedure defines the requirements for performing an electrical inspection for marinas, docks, and boatyards.

The On-Site Manager is responsible for the implementation and management of this procedure.

Revision and Approval

Revision number: 001

Revision date: 01/02/2019

Nature of changes: Initial process documented.

Approved by: Oliver Peterson

Procedure Template & Template History: (URL)

Procedure

  1. Intro to Marinas, Docks, and Boatyards:
  2. Record inspection details
  3. Run general inspection safety checklist
  4. Determine the applicability of Article 555
  5. Inspect the shore power receptacles
  6. Make sure general use receptacles are GFCI protected
  7. Check each boat can be isolated from its supply circuit
  8. Verify shore power receptacles are powered properly
  9. Review feeder and service calculations
  10. Make sure wiring methods are suitable for wet locations
  11. Make sure equipment is correctly grounded
  12. Check all wiring over and under navigable water for clearance
  13. Check wiring in motor fuel dispensing stations
  14. Make sure floating dock service equipment is adjacent
  15. Verify ground-fault protection for main overcurrent device
  16. Write down overall notes regarding inspection
  17. Send report via email to key stakeholders

PR. 12: Electrical Inspection Checklist: Electric Vehicle Charging Equipment

Summary

This procedure defines the requirements for performing an electrical inspection for electric vehicle charging equipment.

The On-Site Manager is responsible for the implementation and management of this procedure.

Revision and Approval

Revision number: 001

Revision date: 01/02/2019

Nature of changes: Initial process documented.

Approved by: Oliver Peterson

Procedure Template & Template History: (URL)

Procedure

  1. Intro to Electrical Vehicle Charging Equipment:
  2. Record inspection details
  3. Run general inspection safety checklist
  4. Make sure all equipment, devices, and fittings are listed
  5. Check the condition of the electric vehicle coupler
  6. Make sure coupler and cable safeguards have been provided
  7. Verify the rating of branch-circuit and feeder overcurrent devices
  8. Check for the provision of a personnel protection system
  9. Check the location of disconnecting means
  10. Make sure there are backfeed prevention provisions
  11. Record location and height of charging equipment
  12. Assess the ventilation needs for any indoor charging equipment
  13. Write down overall notes regarding inspection
  14. Send report via email to key stakeholders

PR. 13: Electrical Inspection Checklist: Agricultural Buildings

Summary

This procedure defines the requirements for performing an electrical inspection for agricultural buildings.

The On-Site Manager is responsible for the implementation and management of this procedure.

Revision and Approval

Revision number: 001

Revision date: 01/02/2019

Nature of changes: Initial process documented.

Approved by: Oliver Peterson

Procedure Template & Template History: (URL)

Procedure

  1. Intro to Agricultural Buildings:
  2. Record inspection details
  3. Run general inspection safety checklist
  4. Determine the applicability of Article 547
  5. Check wiring methods for suitability for the occupancy
  6. Verify that underground grounding conductors are covered
  7. Check switches, circuit breakers, and controllers
  8. Make sure luminaires are installed
  9. Check the arrangement of service equipment is compliant
  10. Make sure an equipotential plane has been installed
  11. Verify that GFCI protection has been provided
  12. Write down overall notes regarding inspection
  13. Send report via email to key stakeholders

PR. 14: Solar Panel Installation Checklist

Summary

This procedure defines the requirements for installing a new solar panel.

The lead electrician is responsible for the implementation and management of this procedure.

Revision and Approval

Revision number: 001

Revision date: 01/02/2019

Nature of changes: Initial process documented.

Approved by: Oliver Peterson

Procedure Template & Template History: (URL)

Procedure

  1. Introduction to Solar Panel Installation:
  2. Enter the client details
  3. Assess the suitability for solar power
  4. Apply for relevant permits or permission
  5. Choose the photovoltaic system type
  6. Perform a risk assessment on the project
  7. Inspect the roof for stability
  8. Select the location of the inverter and install
  9. Build any scaffolding or support systems needed
  10. Manage the wiring from the roof to your inverter
  11. Prepare the roof for solar panels
  12. Mount the panels on the roof
  13. Connect your panels to the inverter
  14. Run post-installation checks
  15. Add a power meter to measure output
  16. Invite a local government representative for inspection
  17. Invite an electrical company representative for approval
  18. Plan an annual cleaning procedure
  19. Build a process to track grid revenue
  20. Send invoice to the client

PR. 15: Site Inspection Checklist

Summary

This procedure defines the requirements for performing an inspection on a construction site to guarantee high industry standards are maintained.

The On-Site Manager is responsible for the implementation and management of this procedure.

Revision and Approval

Revision number: 001

Revision date: 01/02/2019

Nature of changes: Initial process documented.

Approved by: Oliver Peterson

Procedure Template & Template History: (URL)

Procedure

  1. Introduction to Site Inspection Checklist:
  2. Record site details
  3. Record project details
  4. Monitor site control practices
  5. Check site facilities
  6. Review site tidiness and accessibility
  7. Assess the use of personal safety equipment
  8. Review first aid and fire safety strategy and adherence
  9. Inspect cranes and hoisting equipment
  10. Assess all compressed air equipment
  11. Check all excavations
  12. Monitor welding and gas cutting operations
  13. Perform standard review of electrical equipment
  14. Review chemical policy and adherence
  15. Inspect site approach to tools
  16. Examine all site scaffolding
  17. Check ladder use and practices
  18. Search for fall hazards
  19. Provide any further overall notes

PR. 16: Facility Inspection Checklist

Summary

This procedure defines the requirements for making sure that your warehouse is up to your business' standards.

The On-Site Manager is responsible for the implementation and management of this procedure.

Revision and Approval

Revision number: 001

Revision date: 01/02/2019

Nature of changes: Initial process documented.

Approved by: Oliver Peterson

Procedure Template & Template History: (URL)

Procedure

  1. Introduction:
  2. Facility inspection checklist details:
  3. Record your details
  4. Record the details of the facility inspection
  5. General checks:
  6. Check for damage to surfaces
  7. Make sure there are no obstructions
  8. Inspect cleanliness
  9. Check warehouse lighting
  10. Examine fire extinguishers
  11. Make sure the warehouse is well ventilated
  12. Check the supply of spare pallets
  13. Reception area:
  14. Check reception supplies
  15. Inspect the water cooler
  16. See if any vending machines need stocking
  17. Try out the phone line(s)
  18. Offices:
  19. Check office supplies
  20. Make sure there's water in the cooler
  21. Inspect whiteboards
  22. Examine computers
  23. Bathrooms:
  24. Check toiletry supplies
  25. Make sure everything works
  26. Kitchen:
  27. Inspect kitchen supplies
  28. Make sure everything works
  29. Storage:
  30. Make sure aisles are marked
  31. Check that all aisles are wide enough
  32. Inspect storage racks for damage
  33. Check that items are stacked safely
  34. Loading dock:
  35. Check vehicle inspections
  36. Inspect dock doors
  37. Make sure all vehicles are fueled up
  38. Confirm the location of all vehicle keys
  39. Workstations:
  40. Examine safety equipment
  41. Make sure tools are accounted for
  42. Inspection summary:
  43. Give a final verdict

PR. 17: Forklift Inspection Checklist

Summary

This procedure defines the requirements for making sure that your machines are up to safety and operational standards.

The On-Site Manager is responsible for the implementation and management of this procedure.

Revision and Approval

Revision number: 001

Revision date: 01/02/2019

Nature of changes: Initial process documented.

Approved by: Oliver Peterson

Procedure Template & Template History: (URL)

Procedure

  1. Introduction:
  2. Pre-inspection details:
  3. Record your details
  4. Note down inspection details
  5. Motor off checks:
  6. Check for general damage and leaks
  7. Inspect tires
  8. Determine fork condition
  9. Check the load backrest extension
  10. Make sure finger guards are present
  11. Check the overhead guard
  12. Inspect fluid levels
  13. Test the seat belt
  14. Check the battery restraint system
  15. Make sure operator's manual is in the container
  16. Verify that capacity plate is attached
  17. Motor on checks:
  18. Turn on the motor
  19. Check the accelerator
  20. Make sure that you can reverse
  21. Make sure the brakes are working
  22. Try out your horn
  23. Check the lights
  24. Test the fork operation
  25. Final forklift inspection checklist verdict:
  26. Give the final inspection verdict

PR. 18: FMEA Template: Failure Mode and Effects Analysis

Summary

This procedure defines the requirements for performing a FMEA.

The General Manager is responsible for the implementation and management of this procedure.

Revision and Approval

Revision number: 001

Revision date: 01/02/2019

Nature of changes: Initial process documented.

Approved by: Oliver Peterson

Procedure Template & Template History: (URL)

Procedure

  1. Intro to FMEA Template: Failure Mode and Effects Analysis:
  2. Record the stakeholders involved in the analysis
  3. Define the scope of your investigation
  4. Determine all the functions within the process
  5. Identify all the possible failures for each function
  6. Identify all the consequences for each failure mode
  7. Determine the severity rating for each effect
  8. Establish the root causes for each failure mode
  9. Calculate the occurrence rating for each cause
  10. Determine the existing process controls for each cause
  11. Calculate the detection rating for each control
  12. Calculate the Risk Priority Number (RPN) for each failure mode
  13. Calculate the criticality for each failure mode
  14. Identify corrective actions and responsibilities
  15. Estimate projected RPNs and criticality for proposed solutions
  16. Establish a tracking process to monitor solution performances
  17. Upload your finished FMEA grid

PR. 19: SWOT Analysis

Summary

This procedure defines the requirements for performing a SWOT analysis.

The General Manager is responsible for the implementation and management of this procedure.

Revision and Approval

Revision number: 001

Revision date: 01/02/2019

Nature of changes: Initial process documented.

Approved by: Oliver Peterson

Procedure Template & Template History: (URL)

Procedure

  1. Introduction:
  2. Preparation:
  3. Collect basic information
  4. Determine SWOT objective
  5. Record points of contact for all departments
  6. Record point of contact for sales department
  7. Record point of contact for marketing department
  8. Record point of contact for HR department
  9. Record point of contact for support department
  10. Record point of contact for product department
  11. Record additional points of contact
  12. Request SWOT feedback from all departments
  13. Request SWOT feedback from sales department
  14. Request SWOT feedback from marketing department
  15. Request SWOT feedback from HR department
  16. Request SWOT feedback from support department
  17. Request SWOT feedback from product department
  18. Request SWOT feedback from additional contacts
  19. Receive SWOT feedback from different sources
  20. Strengths:
  21. Make a list of strengths
  22. Weaknesses:
  23. Make a list of weaknesses
  24. Opportunities:
  25. Make a list of possible opportunities
  26. Threats:
  27. Make a list of possible threats
  28. SWOT results:
  29. Observe your SWOT table so far
  30. SWOT strategy:
  31. Compare opportunities against strengths (OS)
  32. Compare opportunities against weaknesses (OW)
  33. Compare threats against strengths (TS)
  34. Compare threats against weaknesses (TW)
  35. Conclude your SWOT Analysis with a well-defined strategy

PR. 20: Process for Improving a Process

Summary

This procedure defines the requirements for the process for improving a process.

The General Manager is responsible for the implementation and management of this procedure.

Revision and Approval

Revision number: 001

Revision date: 01/02/2019

Nature of changes: Initial process documented.

Approved by: Oliver Peterson

Procedure Template & Template History: (URL)

Procedure

  1. Note which process needs optimizing
  2. What: Identify the elements of the process
  3. How: Rethink the methods currently used
  4. Remove non-essential steps
  5. Note which steps can be automated

PR. 21: Company Research Checklist

Summary

This procedure defines the requirements for gathering important information on a company you will be pitching to in the near future.

The Research Analyst is responsible for the implementation and management of this procedure.

Revision and Approval

Revision number: 001

Revision date: 01/02/2019

Nature of changes: Initial process documented.

Approved by: Oliver Peterson

Procedure Template & Template History: (URL)

Procedure

  1. Introduction:
  2. Preparation:
  3. Enter company details
  4. CRM:
  5. Check your CRM for existing company data
  6. Assess any prior engagement with your content
  7. Website research:
  8. Read through key pages
  9. Identify any key updates from press and media releases
  10. Determine how you align with their goals
  11. Social media research:
  12. Assess the company's LinkedIn page
  13. Evaluate content and messaging on Twitter
  14. Financial data:
  15. Locate and analyze most recent financial reports
  16. Summarize important learnings
  17. Final step:
  18. Input findings into company's CRM page
  19. Consolidate research into a document

PR. 22: Creating an Invoice

Summary

This procedure defines the requirements for generatig an invoice in minutes with simple automation..

The accountant is responsible for the implementation and management of this procedure.

Revision and Approval

Revision number: 001

Revision date: 01/02/2019

Nature of changes: Initial process documented.

Approved by: Oliver Peterson

Procedure Template & Template History: (URL)

Procedure

  1. Introduction:
  2. Information:
  3. Enter invoice info
  4. Enter client info
  5. Enter your info
  6. Invoice:
  7. Generate the invoice
  8. Receive money
  9. Contact the client to pursue payment
  10. Receive late payment

PR. 23: Accounts Receivable Process

Summary

This procedure defines the requirements for requesting and recording payments made to your company.

The accountant is responsible for the implementation and management of this procedure.

Revision and Approval

Revision number: 001

Revision date: 01/02/2019

Nature of changes: Initial process documented.

Approved by: Oliver Peterson

Procedure Template & Template History: (URL)

Procedure

  1. Introduction:
  2. The buyer:
  3. Record buyer details
  4. Establish your credit practices:
  5. Send the buyer a credit application
  6. Run a credit check on the purchasing company
  7. Send the buyer your terms of sale
  8. Invoicing:
  9. Check customer payment terms
  10. Generate and send invoice in your accounting software
  11. Tracking:
  12. Record your activity digitally
  13. Make a second physical copy
  14. Establish monthly contact with your client
  15. Accounting for accounts receivable:
  16. Record for sales on credit of services
  17. Record for sales on credit of goods

PR. 24: Accounts Payable Process

Summary

This procedure defines the requirements for handling outgoing payments in an efficient and compliant manner.

The accountant is responsible for the implementation and management of this procedure.

Revision and Approval

Revision number: 001

Revision date: 01/02/2019

Nature of changes: Initial process documented.

Approved by: Oliver Peterson

Procedure Template & Template History: (URL)

Procedure

  1. Introduction:
  2. Purchase order:
  3. Enter purchase order details
  4. Send to the vendor accounting department
  5. Send to the receiving department
  6. Send to the senior accountant in your department
  7. File a copy for internal records
  8. Receiving report:
  9. Create a receiving report
  10. Document validation:
  11. Gather the receiving report, PO, and vendors invoice
  12. Double check a three-way match
  13. Report errors to relevant team member
  14. Confirm all documents have been amended
  15. Payment:
  16. Enter the invoice into the accounts payable account
  17. Check dates to avoid penalty charges
  18. Schedule the payment
  19. Stamp all documents
  20. Create voucher for the documents
  21. Store in paid voucher/invoice file

PR. 25: Income (Profit and Loss) Statement Process

Summary

This procedure defines the requirements for determining how much money your company has earned and spent each quarter.

The accountant is responsible for the implementation and management of this procedure.

Revision and Approval

Revision number: 001

Revision date: 01/02/2019

Nature of changes: Initial process documented.

Approved by: Oliver Peterson

Procedure Template & Template History: (URL)

Procedure

  1. Introduction:
  2. Gross profit:
  3. Record your sources of revenue
  4. Calculate total revenue
  5. Record your costs of goods sold (COGS)
  6. Calculate gross profit
  7. Net income:
  8. List all other operating expenses
  9. Calculate profit before taxes
  10. Calculate net income
  11. Retained earnings:
  12. Consult previous year's report for retained earnings (RE)
  13. Take net income/loss and add to RE

PR. 26: Cash Flow Report

Summary

This procedure defines the requirements for creating a quarterly cash flow report.

The accountant is responsible for the implementation and management of this procedure.

Revision and Approval

Revision number: 001

Revision date: 01/02/2019

Nature of changes: Initial process documented.

Approved by: Oliver Peterson

Procedure Template & Template History: (URL)

Procedure

  1. Introduction:
  2. Preparation:
  3. Gather financial documents
  4. Calculate changes in the balance sheet
  5. Analyze cash activities:
  6. Determine the sources and uses of cash accounts
  7. Create the worksheet:
  8. Create the header and columns
  9. Label the rows
  10. Populate the worksheet:
  11. Compute total cash receipts
  12. Compute total cash disbursements
  13. Calculate net cash flow
  14. Verify and save the final cash flow statement

PR. 27: Balance Sheet Statement Preparation Checklist

Summary

This procedure defines the requirements for creating a snapshot of your company’s financial position.

The accountant is responsible for the implementation and management of this procedure.

Revision and Approval

Revision number: 001

Revision date: 01/02/2019

Nature of changes: Initial process documented.

Approved by: Oliver Peterson

Procedure Template & Template History: (URL)

Procedure

  1. Introduction:
  2. Preparation:
  3. Gather necessary information
  4. Know the balance sheet's basic accounting equation
  5. Building the statement:
  6. Create the header of the balance sheet
  7. Determine and classify assets
  8. Calculate total assets
  9. Determine and classify liabilities
  10. Compute total liabilities
  11. Determine stockholders' equity
  12. Calculate stockholders' equity
  13. Compute liabilities and stockholders' equity
  14. Review the balance sheet

PR. 28: Business Tax Preparation Checklist

Summary

This procedure defines the requirements for preparing necessary information and materials to file the business tax return.

The accountant is responsible for the implementation and management of this procedure.

Revision and Approval

Revision number: 001

Revision date: 01/02/2019

Nature of changes: Initial process documented.

Approved by: Oliver Peterson

Procedure Template & Template History: (URL)

Procedure

  1. Introduction:
  2. First step:
  3. Record tax advisor/accountant contact details
  4. Analysis of current and past financial data:
  5. Collect copies of federal and state tax returns
  6. Consult copies of articles of incorporation
  7. Calculate year end balance sheets
  8. Review year-end bank statements
  9. Review gross receipts from sales or services
  10. Check sales records (for accrual based taxpayers)
  11. Calculate total returns and allowances
  12. Gather business checking/savings account interest
  13. Identify other income
  14. Personal identification of owners:
  15. List all business owners' details
  16. Note the identification number of the business
  17. Benefits, loans and transactions documents:
  18. Compile details of fringe benefits
  19. Gather documents of business loans
  20. Gather records of all business insurance
  21. Locate information on interest expenses
  22. Document legal fees
  23. Payroll data:
  24. Collect payroll forms
  25. List commissions paid to subcontractors
  26. Record wages paid to employees
  27. Expense details:
  28. Collate all advertising costs
  29. Document all transportation and travel expenses
  30. Record office supply expenses
  31. Record rental expenses
  32. List any other expenses
  33. List of assets and depreciation:
  34. Disclose asset acquisitions
  35. Work out your depreciation expense schedules
  36. Document details of asset dispositions
  37. IRS correspondence:
  38. Find any communications with the IRS
  39. Compile and deliver the documentation:
  40. Schedule meeting with your tax adviser/accountant

PR. 29: Annual Financial Report Template

Summary

This procedure defines the requirements for creating a comprehensive overview of all financial, operational, and strategic activity of the organization.

The accountant is responsible for the implementation and management of this procedure.

Revision and Approval

Revision number: 001

Revision date: 01/02/2019

Nature of changes: Initial process documented.

Approved by: Oliver Peterson

Procedure Template & Template History: (URL)

Procedure

  1. Introduction:
  2. Gather financial statements:
  3. Contact accounting department for financial statements
  4. Determine any additional sections of the report
  5. Verify financial data:
  6. Check liabilities plus equity is equal to total assets
  7. Check retained earnings has been updated
  8. Check profit before taxes is present
  9. Add the increase/decrease to year opening cash balance
  10. Confirm all figures are correct
  11. Describe the errors that have been identified
  12. Request errors to be amended
  13. Add a section explaining the report's structure
  14. Letter from the CEO:
  15. Send your CEO the financial overview
  16. Add the CEO's letter to the report
  17. Senior management profiles:
  18. Contact HR for a list of directors and senior management
  19. Contact each for a brief quote about annual performance
  20. Plans for the future:
  21. Enter the company's strategic plan
  22. Add info on new product and services for coming year
  23. Include the accompanying adjusted projections
  24. Submit for review:
  25. Pass to a colleague for review and editing assistance
  26. Submit to the CEO for review
  27. Obtain signatures from the CEO and CFO
  28. Gain top management & board of directors' approval
  29. Submit to the relevant regulatory body

Performance evaluation:

Monitoring, measuring, analysis and evaluation

The organization monitors environmental performance in the following ways:

  • Environment & Sustainable Development Governance Structure
  • Progress against Environmental Objectives
  • The Green Scorecard

The organization measures environmental performance in the following ways:

  • Environmental Management Operational Procedures
  • Estate Management Records
  • Calibration of Equipment

Internal Audit

A key part of checking compliance with both EMS operational procedures and the requirements of ISO 14001:2015 is via an internal audit programme.

The EMS audit programme is coordinated by the Environment & Sustainability Manager and
details the frequency and general focus of internal audits.

The programme is recorded within the EMS Action Tracking System. The schedule may be altered at any time as necessary to ensure all areas are audited at a frequency determined by the associated risk of non-compliance.

A template for internal audit reports has been set up and is stored via Cloud within the company's Process Street account organization.

Internal audits performed on a bi-quarterly basis.

Management Review

The organization uses its Environment and Sustainable Development Governance Structure to
ensure thorough consideration and review of the continued adequacy of the EMS.

In summary; the Director of Facilities Management chairs the Environmental Management
Review Meeting of the EMS.

The group is coordinated by, and records of the meetings retained by the Environment & Sustainability Manager, within the SHE Section’s S: drive.

To ensure that the group includes each of the requirements of ISO 14001:2015 at least annually,
a Structure Template is maintained by the Environment & Sustainability Manager.

Improvement:

Improvements

This EMS is due to be reviewed by executive management every 6 months. The Environmental Manager is responsible for organizing and chairing this meeting.

All notes from each review committee meeting will be uploaded into this section of the EMS.

The items to be improved for consideration in the next review committee meeting are as follows:

  • Formalization of the DMAIC process for procedure improvement.
  • Formalization of the DFSS process for procedure creation.
  • Formalization of the procedure for identifying environmental objectives to determine whether DFSS is necessary.
  • Creation of process diagrams and maps to illustrate the various flows within the company.
  • Creation of a procedure for environmental management administration applicable to the role of the Environmental Manager
  • Creation of a procedure for the timely update of the EMS mini-manual in line with individual procedure updates.

Disclaimer:

  1. Process Street is not affiliated or in partnership with the International Organization for Standardization (ISO). The materials on Process Street’s website are provided on an as-is basis and are for educational purposes. Process Street makes no warranties, expressed or implied, and hereby disclaims and negates all other warranties including, without limitation, implied warranties or conditions of merchantability, fitness for a particular purpose, or non-infringement of intellectual property or other violation of rights.

  2. Further, Process Street does not warrant or make any representations concerning the accuracy, likely results, or reliability of the use of the materials on its website or otherwise relating to such materials or on any sites linked to this site.

Sign up for a FREE account and
search thousands of checklists in our library.

Sign up for a FREE account and search thousands of checklists in our library.