ISO 14001 EMS Mini-Manual Procedures

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:

• ISO 14001 EMS Structure Template

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.

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

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

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.

There are no normative references.

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.

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 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.

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.

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.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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.

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.