Airconstruct IEQ Integrated Management Systems Manual Rev 1 01.01.17

INTEGRATED MANAGEMENT SYSTEM
MANUAL
This document is the property of Airconstruct HVAC Pty Ltd ABN: 36097396417 and is subject to copyright.
It must not be copied, downloaded or reproduced in any way what so ever and/or passed on to any third party
without the written authority of Airconstruct HVAC Pty Ltd.

Table of Contents
SECTION 1 AIRCONSTRUCT OVERVIEW ...................................................................................................................... 4
SECTION 2 AMENDMENT, DISTRIBUTION & APPROVAL ............................................................................................ 4
SECTION 3 TERMS AND DEFINITIONS ......................................................................................................................... 7
SECTION 4 CONTEXT OF AHVAC ................................................................................................................................. 7
4.1 Understanding AHVAC and its Context ............................................................................................................. 7
4.2 Understanding the Needs and Expectations of Interested Parties ................................................................... 8
4.3 Determining the Scope of the IMS .................................................................................................................... 8
4.4 IMS and its Processes ........................................................................................................................................ 9
SECTION 5 LEADERSHIP ............................................................................................................................................ 10
5.1 Leadership, Commitment & Customer Focus ................................................................................................. 10
5.1.1 General....................................................................................................................................................... 10
5.1.2 Customer Focus ......................................................................................................................................... 11
5.2 Policies ............................................................................................................................................................ 12
5.2.1 Establishing Company Policies ................................................................................................................... 12
5.2.2 Communicating the Company Policies ...................................................................................................... 12
5.3 Organisation Roles, Responsibility & Authority .............................................................................................. 13
SECTION 6 PLANNING............................................................................................................................................... 14
6.1 Risks, Aspect & Opportunity Management ..................................................................................................... 14
6.1.1 Risk, Hazard, Impact & Opportunity Identification, Assessment and Control ........................................... 15
6.1.2 Initial Safety Risks and Environmental Aspects.......................................................................................... 22
6.1.3 Compliance Obligations ............................................................................................................................. 22
6.1.4 Planning Action .......................................................................................................................................... 23
6.2 Company Objectives ....................................................................................................................................... 23
6.2.2 Planning to achieve Company objectives .................................................................................................. 24
6.3 Planning of Change ......................................................................................................................................... 24
SECTION 7 SUPPORT................................................................................................................................................. 26
7.1 Resources ........................................................................................................................................................ 26
7.1.1 General ....................................................................................................................................................... 26
7.1.2 People ......................................................................................................................................................... 26
7.1.3 Infrastructure ............................................................................................................................................. 27
7.1.4 Environment for the Operation of Processes ............................................................................................ 27
7.1.5 Monitoring & Measuring of Resources ...................................................................................................... 28
7.1.6 Organisational Knowledge ......................................................................................................................... 29
7.2 Training and Competency ............................................................................................................................... 29
7.3 Awareness ....................................................................................................................................................... 31
7.4 Communication, Consultation and Reporting ................................................................................................. 32
7.4.1 General....................................................................................................................................................... 32
7.4.2 Internal Communication ............................................................................................................................ 32
7.4.3 External Communication ........................................................................................................................... 33
7.4.4 Consultation ............................................................................................................................................... 34
7.4.5 Reporting ................................................................................................................................................... 34
7.5 Documented Information ............................................................................................................................... 35
7.5.1 General....................................................................................................................................................... 35
7.5.2 Creating and Updating ............................................................................................................................... 35
7.5.3 Control of Documented Information ......................................................................................................... 37
SECTION 8 OPERATION ............................................................................................................................................. 39
8.1 Operational Planning and Control ................................................................................................................... 39
8.2 Requirements of Products and Services ......................................................................................................... 39
8.2.1 Customer Communication ......................................................................................................................... 39
8.2.2 Determining Requirements for Products and Services .............................................................................. 40
Printed copies are uncontrolled 2

8.2.3 Review of the Requirements for Services .................................................................................................. 40
8.2.4 Changes to the Requirements for Products or Services ............................................................................ 41
8.3 Design and Development ................................................................................................................................ 42
8.3.1 General....................................................................................................................................................... 42
8.3.2 Design and Development Planning ............................................................................................................ 42
8.3.3 Design and Development Inputs ................................................................................................................ 42
8.3.4 Design and Development Controls ............................................................................................................ 43
8.3.5 Design and Development Outputs ............................................................................................................. 44
8.3.6 Design and Development Changes ............................................................................................................ 44
8.4 Control of External Products and Services ...................................................................................................... 44
8.4.1 General....................................................................................................................................................... 44
8.4.2 Type & Extent of Control ........................................................................................................................... 47
8.4.3 Information for External Providers ............................................................................................................ 48
8.5 Product and Service Provision ......................................................................................................................... 48
8.5.1 Control of Product and Service Provision .................................................................................................. 48
8.5.2 Identification and Traceability ................................................................................................................... 49
8.5.3 Customer Property..................................................................................................................................... 49
8.5.4 Preservation ............................................................................................................................................... 50
8.5.5 Post Delivery Activities............................................................................................................................... 50
8.5.6 Control of Changes..................................................................................................................................... 50
8.6 Release of Products and Services .................................................................................................................... 50
8.7 Control of Nonconforming Products and Services .......................................................................................... 51
8.8 Emergency Management ................................................................................................................................ 51
8.9 Incident Management ..................................................................................................................................... 52
SECTION 9 PERFORMANCE EVALUATION ............................................................................................................ 53
9.1 Monitoring, Measuring, Analysis and Evaluation ............................................................................................ 53
9.1.1 General....................................................................................................................................................... 53
9.1.2 Customer Satisfaction ................................................................................................................................ 55
9.1.3 Analysis & Evaluation .................................................................................................................................. 55
9.2 Internal Audit .................................................................................................................................................. 56
9.2.1 General ....................................................................................................................................................... 56
9.2.2 Audit Programme........................................................................................................................................ 56
9.3 Management Review ...................................................................................................................................... 57
9.3.1 General....................................................................................................................................................... 57
9.3.1 Management Review Inputs ...................................................................................................................... 57
9.3.2 Management Review Outputs ................................................................................................................... 58
SECTION 10 IMPROVEMENT .................................................................................................................................. 59
10.1 General ............................................................................................................................................................ 59
10.2 Non-conformity and Corrective Action ........................................................................................................... 59
10.3 Continual Improvement .................................................................................................................................. 60
ANNEX A: AMENDMENT TABLE ........................................................................................................................................ 62
ANNEX B: TERMS AND DEFINITIONS ................................................................................................................................ 63
ANNEX C: HEALTH SURVEILLANCE REQUIREMENTS ......................................................................................................... 66

AHVAC Integrated Management System
Manual
Revision No: 1 Issue Date: 01.01.17
SECTION 1 AIRCONSTRUCT HVAC OVERVIEW

Airconstruct HVAC Pty Ltd is hereinafter referred to as AHVAC.
AHVAC commenced trading in July 2001 and remains a privately held company founded by the current
Director David Jones. We are a safety and innovation focused collection of industry professionals with a
proven safety record and an ongoing commitment to Zero Harm. We have the technical and logistical
expertise, coupled with highly trained and motivated staff allowing us to deliver projects in full and on time.
Our client base requires us to travel throughout Queensland. Our operations are based in Brisbane and
Mackay and serve to support both client’s commercial requirements and our technical staff operating from
technology equipped service vehicles.
This company designs, constructs, integrates and maintains H.V.A.C equipment in industrial and
commercial environs. H.V.A.C equipment must be designed to provide an acceptable indoor environment
to keep occupants comfortable by regulating the temperature and air flow. Regular maintenance is
important to occupant’s health and the secondary systems help to keep the air free of dust, mould
organisms and particles. Airconstruct installs H.V.A.C systems in civic building, offices, operational facilities,
data centres, motor control centres, PLC rooms and other specialized applications. Additional value add
services include indoor air quality audits, energy audits of H.V.A.C equipment and commercial building
stock , plant optimization, predictive maintenance, remote monitoring and process cooling.
The legal name of our entity is Airconstruct HVAC Pty Ltd and we additional have the letters I.E.Q. attached
to our logo and trademark to promote awareness of what we believe H.V.A.C. should be about which is
ultimately Indoor Environment Quality
Airconstruct H.V.A.C strives to;

• Maintain facility assets with a clear objective of providing indoor environment quality for building
occupants.
• Reducing the energy required to provide comfort or process conditions within the context of the facility.
• Extend the lifecycle of client assets through a reliability centred approach to maintenance.
• Implement, follow and monitor an appropriate standard of Risk Management and Quality Assurance
practices with an overall focus on being held in high regard for the Safety and Service we provide by our
client’s and the community.
• Be cognisant of our obligations to our clients’ needs and to deliver cost effective quality systems and
service indicative of industry best practices.
• Engage competent highly trained specialists to evaluate the technical requirements of specifications and
the technical merits of works and to deliver to the client, a project which is correctly engineered, completed
on time, within budget and with minimisation of life cycle costs with minimum impact to the environment.
• Meet all contractual and legal obligations including compliance with the Safety Management Plan,
Statutory Requirements, Australian Standards and Codes of Practice.

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• Implement and maintain correct business and management practices, together with adequate asset
backing, to ensure financial accountability, financial stability and long term sustainability.
• Promote the best interests of the community and the environment by ensuring that clients are aware of the
effect of new developments in technology, materials and systems.
• Encourage education, training and advancement of employees including apprentices, tradespersons,

engineers and administration staff to ensure a competent and multi-skilled workforce within equal
opportunity guidelines.
• Maintain integrity and honour, uphold requirements of confidentiality, and to observe the highest
standards of business principles so as to prevent deceptive, misleading or other improper conduct.
• Follow and encourage the adoption of proper tendering practices in accordance with the relevant
Australian Standards and Codes.
SECTION 2 AMENDMENT, DISTRIBUTION & APPROVAL

An amendment list for this manual can be found at Annex A.
There are no controlled copies of this manual distributed either within or external to Airconstruct.
The only approved version of this manual is maintained by the Director (or nominated person) on
AHVACs server.
The Director has approved the Integrated Management System (IMS) and associated
documentation.
David Jones
Director
Date: 14/01/2017

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SECTION 3 TERMS AND DEFINITIONS

The terms and definitions used in this manual are generally in accordance with those used in the
standard ISO 9000:2015, ISO14001:2015, AS/NZS 4801:2001 and ISO 55001:2014.
Additional terms and definitions used at AHVAC can be found at Appendix B.
SECTION 4 CONTEXT OF AHVAC

4.1 Understanding AHVAC and its Context
To allow AHVAC to effectively and successfully operate, the IMS will incorporate the external and
internal issues that are relevant to our activities and strategic direction.
Our external and internal issues (which should include both positive and negative considerations),
which can be either positive or negative, are understood through the review of the following:
Internal:
 The aim of AHVAC (refer Section 1);

 Our Company policies (refer Section 5.2);
 The knowledge, experience and diversity of our workers (refer to Section 7.1.6); and
 How AHVAC is performing (refer Section 9).
External:
 Our compliance obligations (refer Section 4.3);

 Customer needs and expectations (refer Section 8.2.2);
 Technology;
 Industry trends and activity; and
 Our competitors and the market we operate in.
The risks and opportunities surrounding these issues will be determined (as required) as described
in Section 6.1.
The internal and external issues, risks and opportunities surrounding these issues are monitored
and reviewed as described in Section 9.

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4.2 Understanding the Needs and Expectations of Interested Parties

Due to their effect or potential effect on AHVACs ability to consistently provide quality products
and services to meet customer and applicable compliance obligations, AHVAC will determine:
 the interested parties that are relevant to the IMS; and

 the requirements of these interested parties that are relevant to the IMS;
which will be considered and requirements included into the IMS (as required) in the Operational
Planning and Control (refer Section 8.1).
AHVAC monitors and reviews information about these interested parties and their relevant
requirements as described in Section 9.
All identified improvements or non-conformances regarding the needs and expectations of

interested parties are to be recorded using the IMS improvement system (refer Section 10.2) and
reviewed at the next management review meeting (refer Section 9.3).
4.3 Determining the Scope of the IMS

Airconstruct designs, constructs, install, integrates and maintains H.V.A.C systems and equipment
in commercial and industrial situations throughout QLD.
The scope of the IMS has been developed considering:
 AHVAC external and internal issues (refer Section 4.1);

 AHVAC compliance obligations (refer Section to in 6.3);
 AHVAC departments, functions and physical boundaries;
 AHVAC activities, products and services; and
 AHVAC authority and ability to exercise control and influence.
AHVAC workers are to keep the scope of AHVACs IMS as a focus when performing activities on
behalf of AHVAC. Each product and services provided by AHVAC is to ensure that it is provided
with the commitment to ensure the product and service will enhance customer satisfaction, and
activities are conducted with consideration being provided to AHVACs internal and external issues
(refer Section 4.1) and those of interested parties (refer Section 4.2), in a safe and environmentally
friendly manner.
The AHVAC IMS has been developed and is maintained to meet the requirements of ISO
9000:2015, ISO14001:2015, AS/NZS 4801:2001 and ISO 55001:2014, to which all clauses of all
standards are relevant to Airconstruct.

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4.4 IMS and its Processes

The IMS is designed to satisfy the requirements of ISO 9000:2015, ISO14001:2015, AS/NZS
4801:2001 and ISO 55001:2014 and comprises the following:
Document Description
IMS Manual This manual outlines the structure and principles of operation of the IMS
including procedures each of which aligns with a major element of the
Standards.
Policy Company statements, which all workers are required to comply with.
Procedures Methods or steps to be taken with regard to an area within the IMS.
Forms & registers Controlled documents used within the IMS to demonstrate compliance to the
IMS and required compliance obligations. A list of controlled documents is
contained within the Master Documents Register
Issue and Action A system for reporting and dealing with non-conformances, corrective
System actions, improvements, issues and suggestions etc.
NOTE. It may be necessary on occasions to develop additional IMS documentation to meet

new contract requirements. All documents shall be prepared under the direction of the Director
(or nominated person), and may not be controlled as per Section 7.5.
The networking of the various processes contained in this section are designed to better
understand, meet and exceed customer’s requirements while continuously monitoring and
improving all processes necessary to achieve our objectives.
The IMS is to be established and implemented (refer Section 7.5) and continually improved (refer
Section 10.3). Resources required to ensure the IMS is maintained will be provided by Director
(refer Section 7.1), with responsibility and authority being assigned for the resources (refer Section
5.3).
Effectiveness of the IMS will be determined as described in Section 9, and changes made as
required (refer Section 6.3).

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Figure 1: Diagram representing the interrelated processes and sequence of the IMS
All identified improvements or non-conformances regarding the IMS and interrelated processes
and sequence are to be recorded using the IMS improvement system (refer Section 10.2) and
SECTION 5 LEADERSHIP
5.1 Leadership, Commitment & Customer Focus
5.1.1 General
Senior management demonstrates their leadership, commitment and awareness of the IMS
through:
 Taking accountability for the effectiveness of the IMS;

 Ensuring that the Company policies (refer Section 5.2) and objectives (refer Section 6.2)
are established for the IMS and are compatible with the context (refer Section 4.1), the
needs and expectations of interested parties (refer Section 4.2) and the strategic direction
and capability (refer Section 1) of Airconstruct;

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 Ensuring the integration of the IMS requirements into our processes (refer Section 4.4);
 Promoting the use of the process approach and risk-based thinking (refer Section 6.1);
 Ensuring that the resources needed for the IMS are available (refer Section 7.1);
 Communicating the importance of effective management and of conforming to the IMS
requirements (refer Section 7.4);
 Ensuring that the IMS achieves its intended results (refer Section 9);
 Engaging, directing and supporting persons to contribute to the effectiveness of the IMS;
 Promoting improvement (refer Section 10);
 Maintaining a focus to enhance customer satisfaction (refer Sections 5.1.2 and 9.1.2);
 Identifying and addressing risks and opportunities (refer Section 6.1);
 Supporting other relevant management roles to demonstrate their leadership as it applies
to their areas of responsibility;
 Holding management review meetings (refer Section 9.3); and
 Ensure that the organisations compliance obligations are met (refer Section 4.1).
5.1.2 Customer Focus
An integral part of AHVAC is AHVACs customers. All activities conducted by AHVAC must be
conducted with a strong and genuine focus on:
 enhancing, and where possible, exceeding, our customers satisfaction (refer Section 9.1.2);
 customer requirements are determined, understood and consistently met (refer Section 8.2);
 applicable compliance obligations are determined, understood and consistently met (refer Section
4.1); and
 the risks and opportunities that can affect conformity of products and services and the ability to
enhance customer satisfaction are determined and addressed (refer Section 6.1).
All workers are required to identify risks and opportunities (refer Section 6.1), which could affect
AHVACs ability to deliver a high level of customer satisfaction and a quality of products and
service.
All identified improvements or non-conformances regarding leadership, commitment and

customer focus are to be recorded using the IMS improvement system (refer Section 10.2) and

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5.2 Policies
5.2.1 Establishing Company Policies
AHVAC has developed the following policies to guide AHVAC activities, which are to be
communicated and understood (refer Section 5.2.2), and adhered to by all AHVAC workers.
 AHVAC-IMS-POL-001 HSEQ Policy

 AHVAC-IMS-POL-002 Human Resource Policy
 AHVAC-IMS-POL-003 Fitness for Work Policy
 AHVAC-IMS-POL-004 Workplace Rehabilitation Policy
 AHVAC-IMS-POL-005 No Smoking Policy
 AHVAC-IMS-POL-006 Values and Behaviours
 AHVAC-IMS-POL-007 Electronic Device Policy
 AHVAC-IMS-POL-008 Code of Ethics and Practices
 AHVAC-IMS-POL-009 Email Policy
 AHVAC-IMS-POL-010 P-Plate Driver Policy
 AHVAC-IMS-POL-011 I.T. & Computer Use Policy
 AHVAC-IMS-POL-012 Customer Complaint Policy
 AHVAC-IMS-POL-013 Customer Service Charter
 AHVAC-IMS-POL-014 Social Media Policy
5.2.2 Communicating the Company Policies
The Director and all supervisory staff are responsible for ensuring the Company policies (refer
Section 5.2.1) have been communicated to, and understood by workers through inductions (refer
Section 7.2), awareness (refer Section 7.3), or communication methods (refer Section 7.4).
The policies are to be made available to the public and interested parties, which will be achieved
as through any of the following methods:
 providing the policy via the Company website,
 displaying the policy at head office or project site office, or
 provided via email, post, fax or in person upon request.
If a copy of a policy is to be displayed or provided to the public, it must be the current revision,
signed and dated, by the Director.
The Company policies are reviewed for continued suitability at management review meetings,
(refer Section 9.3), and amended by Director (or nominated person) as required.

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All identified improvements or non-conformances regarding the quality policy are to be recorded
using the IMS improvement system (refer Section 10.2) and reviewed at the next management
review meeting (refer Section 9.3).
5.3 Organisation Roles, Responsibility & Authority

ORGANISATIONAL ROLES
The AHVAC-IMS-FOR-003 - Organisation Chart, which is maintained by the Director (or nominated
person), is used to identify the positions at AHVAC.
RESPONSIBILITY & AUTHORITY
It is the responsibility of all AHVAC workers to participate in and contribute to the IMS. This may be
accomplished by identifying any and all areas where the quality of our products and services, the efficiency
of our operation or the well-being of our staff may be improved.
Authority for the implementation and maintenance of the IMS is described within each section of
the IMS.
Position Descriptions (PDs) are developed for all positions within the Organisational Chart,
excluding the Director. PDs are used to communicate and aid in the understanding of the
responsibility, authority and requirements of the position in relation to the IMS. Additionally,
roles, responsibility and accountability may be further communicated through internal
communication methods (refer Section 7.4).
Position Descriptions available within the I.M.S. include:
 AHVAC-HR-PD-001 Airhygienist
 AHVAC-HR-PD-002 HVAC & ELEC Apprentice
 AHVAC-HR-PD-003 HVAC & ELEC Tradesman
 AHVAC-HR-PD-004 HVAC Tradesman - leading hand
 AHVAC-HR-PD-005 Operations Supervisor
 AHVAC-HR-PD-006 Site Supervisor
 AHVAC-HR-PD-007 Admin Support
 AHVAC-HR-PD-008 Accounts Payable and Receivable
 AHVAC-HR-PD-009 Payroll Officer
 AHVAC-HR-PD-010 QA Officer
 AHVAC-HR-PD-011 Financial Controller
 AHVAC-HR-PD-012 Managing Director

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The Director and all supervisory staff are responsible for ensuring that workers understand their
responsibility and authority within the QMS.
The Director Responsibilities
The Director has the overall responsibility to ensure that the IMS is developed in accordance with the
requirements stated in the Company policies (refer Section 5.2), compliance obligations (refer Section 4.1),
and effectively implemented. The Director also has the authority to direct all staff on matters consistent
with performing their duties in accordance with the IMS requirements.
Workers Responsibilities
All AHVAC workers are responsible for ensuring that they and their colleagues follow work
processes and identify and report any system weaknesses or issues via the IMS improvement
system (refer Section 10).
All identified improvements or non-conformances regarding the organisational roles and

responsibilities are to be recorded using the IMS improvement system (refer Section 10.2) and
SECTION 6 PLANNING
When planning for the IMS, AHVAC shall consider its scope (refer Section 4.3), compliance
obligations (refer Section 4.3), internal and external issues (refer Section 4.1 and 4.2) to determine
the risks and opportunities that:
 give assurance that the IMS can achieve its intended results;
 enhance desirable effects;
 prevent, or reduce, undesired effects; and
 achieve improvement.
6.1 Risks, Aspect & Opportunity Management

The diagram below illustrates how risk, hazards, environmental aspects and opportunities are to
be managed at AHVAC. It is the responsibility of all AHVAC workers working for AHVAC, to
participate in and contribute to the risk, hazard, aspect and opportunity management process,

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which includes identification, assessing & evaluating, controlling and monitoring of risks, hazards
aspects and opportunities, relevant to their role & responsibility at/for AHVAC.
Quality, safety and environmental risks, hazards, aspects and opportunities are considered in all
areas of risk management at AHVAC, and therefore all methods to identify, assess and evaluate,
treat and control, monitor and review will equally consider quality, safety and environment
elements.
• Initial environmental & safety review • Risk Register

• Site Inspections • Risk Matrix
• Toolbox Talk/meetings • Hazardous Substance Risk
• Communication & Consultation Asessments
• Management Review • Plant & Machinery Risk Asessment
• Meetings • Supplier Evaluations
• Compliance Obligations • Subcontractor Evaluations
• Risk Assesments 1. 2. • Approved Supplier Register
• Verification of Competency ASSESS & • Emergency Plan Testing
• Customer Feedback Register IDENTIFY • Verification of Competency
EVALUATE
TRAINING &
COMMITMENT
4. 3.
MONITOR & TREAT&
REVIEW • Inductions
• Incident Register
CONTROL
• Work Instructions
• Internal Audit & To Do Schedule • User Instructions
• Site Inspections • SOP
• Risk Register • Risk Register
• Management Meetings • Verification of Competency
• Management Review • SDS Register
• Objective & Targets • Emergency Response Plan
• Customer Feedback Register • Incident Form
Figure 2 - Diagram representing the Risk & Opportunity Management process
6.1.1 Risk, Hazard, Impact & Opportunity Identification, Assessment and Control
IDENTIFICATION
It is the responsibility of all AHVAC workers working for AHVAC, to identify and report/record and
communicate potential risks, hazards, aspects and opportunities relevant to their role and
responsibility.
Risk, hazard, impacts and opportunity identification is to take into account:

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 the situation or events or combination of circumstances that has the potential for injury
and illness or to effect the environment and impact on the quality provided;
 the nature of potential injury. illness or impacts to the environment or quality relevant to
the activity, product or service; and
 past injuries, incidents and illnesses, or impacts to the environment or quality provided
Risks may be identified through (but not limited to):

 The context of AHVAC (refer Section 4.1);
 The needs and expectations of interested parties (refer Section 4.2);
 The scope of AHVAC (refer Section 4.3);
 Customer focus (refer Section 5.1.2);
 The organisational structure (refer Section 5.3);
 Initial safety risks and environmental aspects (refer Section 6.1.2);
 Objectives (refer Section 6.2);
 Resources requirements (refer Section 7.1);
 Training and competency requirements (refer Section 7.2);
 Awareness to IMS requirements (refer Section 7.3);
 Communication (refer Section 7.4);
 Planning and control of operational activities (refer Section 8.1);
 Requirements of products and Services (refer Section 8.2);
 Changes to customer requirements (refer Section 8.2.4);
 Design and development (refer Section 8.3);
 Provision of external products and services (refer Section 8.4);
 Providing products and services (refer Section 8.5);
 Release products and services (refer Section 8.6);
 Customer satisfaction (refer Section 9.1.2);
 Internal audits (refer Section 9.2);
 Management review (refer Section 9.3) and
 Non conformity and corrective actions (refer Section 8.7).
Ongoing risks, hazards, aspect and opportunities are identified through activities including:
 Site inspections (refer Section 7.1.4);
 Meetings (refer Section 7.4.2);

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 Management review meetings (refer Section 9.3); and

 Consultation (refer Section 7.4.4).
These activities are conducted as scheduled on the internal audit schedule (refer Section 9.2). It is
the responsibility of the Director (or nominated person) to ensure the ongoing risks, hazards,
aspects and opportunity identification activities are conducted as scheduled.
Once a risk, hazard, opportunity or potential impact to an environmental aspect has been
identified, the Director (or nominated person) is to record the identified risks, hazards and
opportunities to the AHVAC-IMS-REG-008 Risk Register to allow the risks, hazards, opportunities
and environmental aspects/impacts to be assessed and evaluated.
ASSESSMENT & EVALUATION

Once a risk, hazard, opportunity or potential impact to an environmental aspect has been
identified, and recorded in the Risk Register, the identified risk, hazard, opportunity or potential
impact to an environmental aspect is to be assessed, evaluated and risk controls determined (as
required) to lower the risk to “As Low As Reasonably Practicable’. Risks, hazards, opportunities and
potential impacts to an environmental aspect are to be assessed using the AHVAC-IMS-REG-008
Risk Register and AHVAC-IMS-FOR-012 Risk Matrix.
Plant & Equipment

All major plant and equipment (e.g. mobile plant, excludes minor plant e.g. hand held power tools)
shall have a AHVAC-OPS-FOR-008 Plant and Equipment Risk Assessment conducted by the
Director (or nominated person) to ensure adequate controls are in place to lower the risk of using
machinery in the workplace. Where an employee is required to use major plant and equipment, a
Verification of Competency (VOC) shall be conducted prior to use of the major plant and
equipment (refer Section 7.2).
Before use each day, plant is to be checked to ensure it is safe to operate using AHVAC-OPS-FOR-
009 Plant & Equipment Pre Start Form.
Hazardous Substances
All hazardous substances shall be entered into the AHVAC-IMS-REG-010 SDS Register and relevant
SDS obtained for each chemical / substance are to be obtained prior to use. A AHVAC-OPS-FOR-
007 Hazardous Substance Risk Assessment shall be conducted by the Director (or nominated
person) on relevant substances (defined as hazardous or dangerous). To assist in the completion

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of the hazardous substance risk assessment the AHVAC-OPS-FOR-006 Hazardous Substance Risk
Assessment Guide may be used.
CONTROL
Controls to reduce the potential risk, impact and opportunities are to be implemented according
to the Hierarchy of Control:
Figure 3 – Hierarchy of Controls
Changes required to the IMS to integrate and implement the actions to address these risks,
impacts and opportunities will be achieved as described at Section 6.3.
Methods used for controlling risks, hazards, opportunities and environmental impacts include (but
not limited to):
 AHVAC-IMS-REG-008 Risk Register
 General inductions (refer Section 7.3);
 Verification of competency (refer Section 7.2);
 Electrical equipment register (refer Section 7.1.3);
 Risk assessments;
 Plant & equipment register (refer Section 7.1.3);
 Training database (refer Section 7.2);
 Site inspection checklist (refer Section 7.1.4);
 JSEA;
 Procedures; and
 Work Instructions.

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JOB SAFETY and ENVIRONMENTAL ASSESSMENT

JSEAs are to be developed to control hazards procedures, using the AHVAC-OP-JSEA-000 - JSEA
Template. Templated JSEAs (which may be used as a starting point, however each JSEAs MUST be
updated to be site/task/activity specific) have been created for:
 AHVAC-OP-JSEA-001 - Decommissioning and Disposal of Air conditioning Units - All Types

 AHVAC-OP-JSEA-002 - Demolition of Ducting and Air handling Units and Condensers
 AHVAC-OP-JSEA-003 - Demolition of Fiberglass Covered Ducting and Flexible Ducting
 AHVAC-OP-JSEA-004 - Installation of New Air-Conditioning Units - All Types
 AHVAC-OP-JSEA-005 - Installation of Ducting and Piping In a Riser
 AHVAC-OP-JSEA-006 - Installation of Ducting and Piping from Suspended Slab
 AHVAC-OP-JSEA-007 - Servicing Air Conditioning Plant and Equipment around Buildings
 AHVAC-OP-JSEA-008 - Servicing System Components Located in a Ceiling
 AHVAC-OP-JSEA-009 - Servicing System Components Located in a Plant Room
 AHVAC-OP-JSEA-010 - Servicing System Components Located on a Roof Top
 AHVAC-OP-JSEA-011 - Cleaning and Sanitation of Packaged and Ducted Systems
 AHVAC-OP-JSEA-012 - Cleaning and Sanitation of Room air Conditioners
 AHVAC-OP-JSEA-013 - Cleaning and Sanitation of Ducting and Components
 AHVAC-OP-JSEA-014 - Storage Handling and Disposal of HVAC Hygiene Products
 AHVAC-OP-JSEA-015 - Storage Handling Recovery and Disposal of Refrigerant
 AHVAC-OP-JSEA-016 - Cutting and Brazing of Copper Piping
 AHVAC-OP-JSEA-017 - Dry Nitrogen Pressure Testing of Piping
 AHVAC-OP-JSEA-018 - Testing of Electrical Equipment and Fault Finding
 AHVAC-OP-JSEA-019 - Use of Electric Equipment and Power Tools
 AHVAC-OP-JSEA-020 - Use Of Portable Residual Current Device Use
 AHVAC-OP-JSEA-021 - Working From Elevated Working Platforms and Scissor Lifts
 AHVAC-OP-JSEA-022 - Working with Material Hoists
 AHVAC-OP-JSEA-023 - Working from Platform and Extension Ladders
 AHVAC-OP-JSEA-024 - Working from Mobile or Temporary Scaffold
 AHVAC-OP-JSEA-025 - Storage Handling and use of Fuels and Hazardous Substances
 AHVAC-OP-JSEA-026 - Service Vehicles - Tyre Changes
 AHVAC-OP-JSEA-027 - Service Vehicles - Securing Loads
 AHVAC-OP-JSEA-028 - Service Vehicles - Towing Trailers
 AHVAC-OP-JSEA-029 - Working with and around Asbestos
PROCEDURES
Procedures are to be developed to control hazards, using the AHVAC-IMS-PRO-000 Procedure
Template. Procedures have been created for:

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 AHVAC-IMS-PRO-001 - Risk Management Procedure

 AHVAC-IMS-PRO-002 - Fitness for Work
 AHVAC-IMS-PRO-003 - Manual Handling
 AHVAC-IMS-PRO-004 - Environmental Procedure
 AHVAC-IMS-PRO-005 - Incident Reporting and Investigation
 AHVAC-IMS-PRO-006 - Workplace Rehabilitation and Return to Work
 AHVAC-IMS-PRO-007 - Emergency Preparedness and Response
 AHVAC-IMS-PRO-008 - Plant and Lifting Equipment
 AHVAC-IMS-PRO-009 - Training
 AHVAC-BD-PRO-001 - Business Process
 AHVAC-HR-PRO-001 - HR Procedure
 AHVAC-HR-PRO-002 - Interview Questions
 AHVAC-HR-PRO-003 - Travel Procedure
 AHVAC-BD-PRO-001 - Operational Process
 AHVAC-IMS-PRO-000 - Procedure Template
WORK INSTRUCTIONS
Work Instructions are to be developed to control hazards during processes, using the AHVAC-IMS-
WI-000 - Work Instruction Template. WIs have been created for:
 AHVAC-FIN-WI-001 - Use of Credit Cards
 AHVAC-FIN-WI-002 - Accounts Receivable
 AHVAC-FIN-WI-003 - Accounts Payable
 AHVAC-FIN-WI-004 - Purchasing of Goods and Equipment
 AHVAC-HR-WI-002 - Completing Timesheets
 AHVAC-HR-WI-003 - Completing the Payroll
 AHVAC-OPS-WI-001 - Working in the Vicinity of Exposed Live Parts
 AHVAC-OPS-WI-002 - Installation and Testing of RCDs and Electrical Equipment
 AHVAC-OPS-WI-003 - Workplace Electrical Safety - Portable Electrical Equipment
 AHVAC-OPS-WI-004 - Hot Works within Compound – Brazing
 AHVAC-OPS-WI-005 - Hot Works within Compound - Drop Saw
 AHVAC-OPS-WI-006 - How to use tablets to create electronic job dockets
 AHVAC-OPS-WI-007 - Calibration of Equipment
 AHVAC-OPS-WI-008 - Mobile Tower Erection
 AHVAC-OPS-WI-009 - Operation and use of Karcher G4000OH Petrol Pressure Washer
 AHVAC-OPS-WI-010 - Safety Observer for EWP and WAH – TBC
 AHVAC-OPS-WI-011 - Acquiring an Asbestos sample and testing procedure

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 AHVAC-OPS-WI-012 - How to use the i-Hazard app to report a Hazard in the workplace
 AHVAC-OPSH-WI-001 - Filter Washing of Air Conditioning Units - All Types
 AHVAC-OPSH-WI-002 - Strip and Clean of a Split System Air Conditioning Unit - All Types
 AHVAC-OPSH-WI-003 - Hydroflush Clean of a Split System Air Conditioning Unit - All Types
 AHVAC-OPSH-WI-004 - Condenser Coil Wash for Air Conditioning Units - All Types
 AHVAC-OPSH-WI-005 - Cleaning and Sanitation of an Ice Makers and Commercial Refrigerators
 AHVAC-OPSH-WI-006 - Servicing of Field Maintenance Equipment
 AHVAC-OPSH-WI-007 - HVAC Hygiene - Particle profiling of systems
 AHVAC-OPSH-WI-008 - HVAC Hygiene - Assess, cleaning and restore systems
 AHVAC-OPSH-WI-009 - Low Voltage Testing and Fault Finding
 AHVAC-OPSH-WI-010 - How to record HVAC service information into the Air connect Database
 AHVAC-OPSH-WI-011 - The Transport and Handling of Refrigerants
 AHVAC-OPSH-WI-012 - Manufacturers Warranty Claim – Fujitsu
 AHVAC-OPSH-WI-013 - Manufacturers Warranty Claim – Actron
 AHVAC-OPSH-WI-014 - Manufacturers Warranty Claim – Samsung
 AHVAC-OPSH-WI-015 - Manufacturers Warranty Claim - Mitsubishi Electric
 AHVAC-OPSE-WI-001 - Testing an Electrical Installation
 AHVAC-OPSE-WI-002 - Testing Electrical Safety Equipment
 AHVAC-OPSE-WI-003 - Testing Electrical Test Instruments
MONITOR & REVIEW

The following documents are used to monitor and review risks, hazards, opportunities and
environmental impacts:
 Risk Register;
 Site Inspection Checklist (refer Section 7.1.4);
 Issue & Action Register (refer Section 10.2);
 Incident Register (refer Section 8.9);
 Compliance Register (refer Section 6.1.3);
 SDS Register; and
 Audit Schedule (refer Section 9.2).
The Risk and SDS registers will be informally reviewed on a monthly basis by the Director (or
nominated person), and formally reviewed at management review meetings (refer Section 9.3).
The effectiveness of these actions will be determined as described in Section 9.

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6.1.2 Initial Safety Risks and Environmental Aspects

Safety risks/hazards and environmental aspects are identified and recorded to examine the
potential for incident or injury to workers and visitors in the workplace, and potential impact on
the environmental such as an accidental spillage and emissions.
Safety risks/hazards and environmental aspects are initially identified through a AHVAC-IMS-FOR-
004 Initial Environmental & Safety Review. The initial environmental and safety review is to
consider normal an abnormal operational conditions, as well as reasonably foreseeable emergency
situations.
Identified Safety risks/hazards and environmental aspects are then transferred to the Risk Register
(refer Section 6.1.1), where the impact of AHVAC operations on workers, visitors and the
environment is then assessed and evaluated using the Risk Matrix. Action taken against identified
risks, hazards and impacts is described at Section 6.1.4.
The criteria for determining ‘significant’ safety and environmental impacts are defined at Section
6.1.4.
The safety risks/hazards and environmental aspects are communicated and consulted as described
in Section 7.4.
Ongoing assessment of the environmental impacts is monitored through Site Inspection Checklist
(refer Section 7.1.4).
6.1.3 Compliance Obligations

AHVAC has identified, has access to, and will comply with all Acts, Regulations, Standards and
Codes of Practice that apply to AHVAC, which are contained within the AHVAC-IMS-REG-007 -
Compliance Register.
The Director (or nominated person) and all AHVAC workers are to take the compliance obligations
into account when establishing, implementing, maintaining and continually improving the IMS.
The Director (or nominated person) informally reviews (at least every 6 months, or when changes
to compliance obligations have been identified – with the latest revision date being recorded in
the register) the register to identify any new or changes to existing requirements. Where changes
have been identified, the Director (or nominated person) will determine the impact the AHVAC
and the IMS and incorporate changes to the IMS as described in Section 6.3.
The compliance register will be formally reviewed at the management review meeting (refer
Section 9.3).

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6.1.4 Planning Action

AHVAC takes action to address risks, hazards, aspect, impacts & opportunities, as follows:
 Where the assessment of quality, safety risks and opportunities (refer Section 6.1.1) or
environmental aspects (refer Section 6.1.2) has been determined a risk or impact as
‘critical’, an objective is to be raised in the Improvement Plan (refer Section 6.2) to provide
additional control of the risk, opportunity or environmental impact.
 Determining requirements to support the IMS (refer Section 7);
 Determining requirements to control AHVACs operational activities (refer Section 8);
 Changes to compliance obligations are managed as described in Section 6.1.3); and
 Assessing and controlling identified risks, hazards and opportunities (refer Section 6.1.1).
Effectiveness of the actions is described at Section 9.
All identified improvements or non-conformances regarding risks and opportunities are to be

recorded using the IMS improvement system (refer Section 10.2) and reviewed at the next
management review meeting (refer Section 9.3).
6.2 Company Objectives

The Director is responsible to ensure that Company objectives are established and
reviewed/updated at the management review meetings (refer Section 9.3) and are documented
within the AHVAC-IMS-REG-002 Business Improvement Plan. Objectives are to be established for
relevant/functions within AHVAC as deemed appropriate by the Director, and are to take into
account significant safety risks and hazards, environmental impacts, compliance obligations and
opportunities.
Company objectives are to be:
 Measurable (eg have a start and due date, and define who is responsible for the
objective);
 Consistent with the Company policies (refer Section 5.2);
 Take into consideration the requirements of the IMS; and
 Enhance customer satisfaction (refer Section 9.1.2).
The Director is responsible for monitoring the Business Improvement Plan, which is achieved
through informal monthly reviews, and formally at management review meetings (refer Section
9.3).

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The Director and all supervisory staff are responsible for communicating relevant objectives to
workers (refer Section 7.4), and ensuring that workers understand what is required to be
achieved.
6.2.2 Planning to achieve Company objectives
The Business Improvement Plan contains information relating top how objectives are to be
achieved, which includes:
 what will be done;

 what resources will be required;
 who will be responsible;
 when it is to be completed; and
 how the results will be evaluated.
The progress/achievement of objectives will be reviewed/updated at the management review

meetings (refer Section 9.3).
All identified improvements or non-conformances regarding the Company objectives are to be

6.3 Planning of Change

IDENTIFYING CHANGE
Change can be identified through a number of sources including (but not limited to):
 New or changes to compliance obligations (refer 4.1);

 Changes to the AHVAC Scope (refer Section 4.3);
 Changes in customer focus (refer Section 5.1);
 Changes to the Company policies; (refer Section 5.2);
 Changes in roles and responsibilities (refer Section 5.3);
 Risks and opportunities (refer Section 6.1);
 Changes to Company objectives (refer Section 6.2);
 Training requirements (refer Section 7.3);
 During communication (refer Section 7.4);

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 Document reviews (refer Section 7.5);

 Operational planning and control (refer 8.1);
 Customer requirements (refer Section 8.2);
 Performance evaluation (refer Section 9);
 Customer satisfaction and feedback (refer Section 9.1.2);
 Improvements (refer Section 10).
Where opportunity for change has been identified, the opportunity is to be investigated as
described in the developing change procedure.
DEVELOPING CHANGE
When considering change, the Director is to consider the impact of the change, including (but not
limited to):
 Impact to compliance obligations (refer 4.1);

 Relevance to our Scope (refer Section 4.3);
 Impact to customer focus (refer Section 5.1);
 Compliance to the Company policies; (refer Section 5.2);
 Impact to roles and responsibilities (refer Section 5.3);
 The purpose of the change and its potential consequence, including the risk and
opportunity of the change (refer Section 6.1);
 The impact to Company objectives (refer Section 6.2);
 The impact on resources (refer Section 7.1);
 The impact training (refer Section 7.3);
 The impact on the IMS (refer Section 4.4 and Section 7.5);
 The impact to operational control (refer 8.1);
 The impact to customer requirements (refer Section 8.2);
 The Impact on provision of services (refer Section 8.5); and
 The impact to customer satisfaction and feedback (refer Section 9.1.2).
IMPLEMENTING CHANGE

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The AHVAC IMS Manual and documents can only be changed by the Director (refer Section 7.5).
When change has been approved by Director, the change is implemented by:
 Updating the IMS (refer Section 7.5);

 Updating the way products and services are provided (refer Section 8.5) and
 Communicating the change (refer Section 7.4).
MONITORING THE EFFECTS OF CHANGE
The impact of changes to the IMS will be monitored by:
 Performance evaluation & customer satisfaction (refer Section 9.1);

 Improvements (refer Section 10).
All identified improvements or non-conformances regarding planning for change are to be

SECTION 7 SUPPORT
7.1 Resources
7.1.1 General
The resources necessary for the establishment, implementation and maintenance, continual
improvement of the IMS has been determined, incorporated within the IMS (refer Section 7.1.2
and 7.1.3), and reviewed at management review meetings (refer Section 9.3).
7.1.2 People
AHVAC has determined the personnel necessary for the effective implementation, operation and
control of the IMS at Section 5.3.

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The Director may amend the personnel required within Section 5.3 as required to maintain
effective implementation of the IMS and customer satisfaction for the business.
Where AHVAC has determined that AHVAC does not have sufficient internal resources to meet the
requirements of the product or service being delivered (as identified at Section 8.2), the
requirements of the product or service may be met through engaging external resources (refer
Section 8.4).
The effectiveness of the existing resources will be monitored as described in Section 7.2 and
Section 9 (as required).
7.1.3 Infrastructure
AHVAC is committed to manage, provide and maintain the infrastructure and work environment
needed to achieve conformity of service delivery requirements and meet workplace health and
safety responsibilities.
Infrastructure will be made available as deemed appropriate by the Director including:
 Building and services;

 Equipment (computers, phones etc); and
 Transportation;
The adequacy of the infrastructure and work environment will be informally monitored by the
Director on an ongoing basis and formally as described in Section 9 (as required).
7.1.4 Environment for the Operation of Processes
Where AHVAC has control over the working environment, the Director will ensure that an
environment necessary to support operational activities is maintained.
When on customer sites, it is the responsibility of the customer to provide the environment
necessary to maintain the quality of the products and services provided. Wherever the
environment on a customer’s site is likely to negatively impact the quality of the product or service
provided by AHVAC, the workers safety or potential impact to the environment, the AHVAC
worker is to discuss options to improve the environment with the customer. If the environment is
unable to be improved, the worker is to immediately discuss the issue with the Director.
The infrastructure and work environment will be informally monitored by the Director on an
ongoing basis and formally monitored through the use of the AHVAC-OPS-FOR-010 Site Inspection
Form, which is to be completed by the Director (or nominated person), and conducted on a

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job/project specific basis as required. The frequency at which Site Inspection Form is to be
completed, is be planned in the audit schedule (refer Section 9.2).
7.1.5 Monitoring & Measuring of Resources
EMPLOYEE’s
Monitoring of employees performance is described in Section 7.2.
SUBCONTRACTORS
Subcontractors are monitored as described in Section 8.4.
HEALTH SURVEILLANCE
Health monitoring requirements are to be identified during planning activities (refer Section 6).
Requirements for health surveillance is documented at Annex C:
If there are situations where health surveillance is required, AHVAC will implement appropriate
methods to meet all compliance requirements (refer Section 6.1.3), and ensure that employees
have access to their individual health surveillance records.
PLANT & EQUIPMENT
Plant and equipment that requires monitoring is recoded within AHVAC-IMS-REG-009 Plant &
Equipment Register. It is the responsibility of the Director (or nominated person) to monitor and
maintain the plant & equipment register, and ensue that any equipment used is in date for
servicing, inspection, calibration, or has been verified, as required by manufactures instructions.
For equipment that is calibrated:
 The item must contain identification to demonstrate it calibration status (eg current
calibration sticker with date due for next calibration);
 The calibration records must be traceable to national or international measurement
standards (eg the Australian or International Standard in which the item has been
calibrated against);
 Safeguarded / protected from adjustment, damage or deterioration; and
 Used according to manufacturer’s specifications.

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Where an item has been found to be out of calibration, the Director is to determine the impact to
the quality of products and services delivered from the use of that item, and determine an
appropriate action as necessary.
7.1.6 Organisational Knowledge
Organisational knowledge, includes internal sources (eg intellectual property, experience, or

lessons learned) and external sources (eg standards, newspapers, magazines, websites, emails,
conferences, customers etc.). AHVAC captures and utilizes organisational knowledge through (but
not limited to):
 Understanding our context, including internal and external issues (refer Section 4.1 and
4.2);
 Understanding our compliance obligations (refer Section 4.1);
 Planning change (refer Section 6.3);
 Skills, experience, competency and training of workers at AHVAC (refer Section 7.3);
 Training (refer Section 7.3);
 Reviewing documents (refer Section 7.5);
 Capturing records (refer Section 7.5);
 Customer satisfaction (refer Section 9.1.2);
 Continual improvement procedures (refer Section 10).
Where workers have identified opportunities for improvements to XXXs IMS, the worker is to feed
the improvement into the IMS via the IMS improvement system (refer Section 10.2).
All identified improvements or non-conformances regarding resources are to be recorded using

the IMS improvement system (refer Section 10.2) and reviewed at the next management review
meeting (refer Section 9.3).
7.2 Training and Competency

During the recruitment process applicants will be assessed as to their ability to meet the
education, training and skills/competence as specified in the Position Description (refer Section
5.3) for the position in which they have applied for. Once the applicant has been considered

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competent for the position and approval has been sought from the Director (or nominated
person), the applicant may be offered a position within AHVAC.
The employee details are to be captured using AHVAC-HR-FOR-007 - On boarding Employee

Details Form. An employee file is to be created for all new employees. The Director (or nominated
person) enters the employee details into AHVAC-IMS-REG-005
Training Database, which is used by the Director (or nominated person) to monitor current
licenses, qualifications and any expiry dates.
The AHVAC-IMS-REG-005 Training Database is also used by the Director (or nominated person) to
identify and plan any training needs for employees.
At the commencement of duties at AHVAC, all employees will be inducted into AHVAC by the
Director (or nominated person) using the Induction Manual (PowerPoint) - AHVAC-HR-PRES-001
and the employee induction form AHVAC-HR-FOR-008 – General Induction Checklist completed
and filed on the HR file. The induction includes:
 an awareness and understanding of Company policies, and their obligations,

 review in detail those elements, which directly relate to the work to be carried out by the
person or persons being inducted and their responsibilities under the IMS and the
potential consequences of departure from specified procedures; and
 any statutory, regulatory or industry training required.
TRAINING
When training has been identified as being required for an employee (either during recruitment,
or during performance reviews), and training has been conducted by an external organisation, a
AHVAC-HR-FOR-012 Employee Training Evaluation Form is to be completed by the employee and
sent to the Director (or nominated person). The Director (or nominated person) is to discuss the
training provided with the employee’s supervisor to evaluate the effectiveness of training
provided, and ensure the training provided has produced the required outcomes, including
qualifications, demonstrated knowledge, skills and competency.
If, during the completion of the training evaluation form, the training provider has been poorly
rated, the Director (or nominated person) may use this information to update the supplier
evaluation (refer Section 8.4), if the supplier is on the approved supplier list or requires to have a
supplier evaluation conducted.
Director (or nominated person) will then update the training database, and filing the training
evaluation form on the employees HR file.

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Where training has been provided internally, the effectiveness of training is to be determined
through a verification of competency (as deemed appropriate by Director (or nominated person).
COMPETENCY
Where a qualification exists from a Registered Training Organisation (RTO), the employee is
deemed to be competent to perform the duties in which they hold that qualification. In the event
that a qualification does not exist, or confirmation of competency is not deemed appropriate by
the Director (or nominated person), a AHVAC-HR-FOR-013 - Employee Verification of
Competency may be completed on the employee for specific tasks or activities, by the Director or
other nominated, suitably qualified person. Where a competency assessment is required, the
assessment is to be completed prior to the employee performing the task or activity unsupervised.
Regardless of holding a qualification, where the task/activity has been deemed high risk (refer
Section 6.1), the employee must be deemed competent by Director (or nominated person) using
the Employee Verification of Competency Form, prior to the employee performing the task or
activity unsupervised.
Ongoing evaluation of employee competency is monitored informally on an ongoing basis by the

Director, with informal feedback (positive or improvement suggestions) to be held as required.
Formal employee reviews are to be held annually by the Director (or nominated person) using
AHVAC-HR-FOR-017 - Employee Annual Performance Review.
Annual performance reviews are to include a review of the position description for the employee’s
position and discuss any training needs.
If at any time, employee performance is below acceptable standards and informal feedback
methods have not improved the performance, formal performance feedback methods may be
utilized with approval of the Director. These include AHVAC-HR-FOR-019 - Employee Warning
Issued Form and in extreme cases where attempts to modify poor performance has not provided
an acceptable result, an employee may be terminated and AHVAC-HR-FOR-020 - Employee Exit
Checklist and AHVAC-HR-FOR-021 - Exit Interview Questions can be used.
All identified improvements or non-conformances regarding training and competency are to be

7.3 Awareness
AHVAC will ensure that all workers are aware of:

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 The Company policies (refer Section 5.2);

 Relevant Company objectives (refer Section 6.2);
 Their role, responsibility, authority for contribution to the effectiveness of the IMS (refer
Section 5.3);
 Benefits of, and methods for improving the IMS (refer Section 10.3);
 Relevant risks, hazards, impacts and opportunities (refer Section 6.1); and
 The implications of not conforming with the IMS requirements.
through communication (refer Section 7.4), as well as training and competency (refer Section 7.2).
All identified improvements or non-conformances regarding awareness are to be recorded using

the IMS improvement system (refer Section 10.2) and reviewed at the next management review
meeting (refer Section 9.3).
7.4 Communication, Consultation and Reporting

7.4.1 General
It is the responsibility of AHVAC management to communicate, consult and report to workers and
external agencies. In addition, it is the responsibility for AHVAC management to facilitate and
support open communication and consultation at all levels within AHVAC.
7.4.2 Internal Communication

The Director shall ensure that effective communication processes are established throughout the
company in order to communicate and consult on IMS processes and requirements, Company
policies, objectives, review non-conformance results, incidents and environmental and safety
issues.
Key communication methods may include:
 Emails;
 Phone calls;
 Noticeboards;
 Informal 1:1 conversations;
 Inductions (refer Section 7.2);
 Employee performance reviews (refer Section 7.2);
 Toolbox talk / Training Record (conducted as required) – attended by relevant staff;
 Staff Meetings, as required by the manager – attended by identified staff;

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 Other Meetings (using AHVAC-IMS-FOR-007 Meeting Agenda & Minutes), scheduled as

required;
 Other meetings as required.
TOOLBOX TALK MEETINGS

Toolbox meetings are held by the relevant Manager on an as required basis for relevant staff, and
include standard agenda as per AHVAC-IMS-FOR-013 Training Record.
7.4.3 External Communication
CUSTOMER COMMUNICATION
The success of AHVAC largely depends on how well AHVAC communicates with its customers.
AHVAC expects all workers to communicate respectfully, honestly and in a timely manner to its
customers, as appropriate to the position held within AHVAC and as authorised by their position
description.
OTHER EXTERNAL COMMUNICATION
AHVAC maintains records of communication from applicable and relevant interested parties
concerning quality, workplace health and safety and environmental impacts. AHVAC will report to
external parties any significant workplace health and safety or environmental issues.
All externally generated communication (other than customer generated communication
regarding products and services provided) is to be directed in the first instance to the Director who
will decide on a course of action and the correct method of response.
Only the Director has the authority to communicate with EPA, Local Council, WHS, Media and the
public.
No other workers are permitted to communicate externally except with the approval of the
Director.
All forms of communication related to workplace health and safety and environmental matters are
retained on file with the appropriate response recorded.

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7.4.4 Consultation
Workers are consulted on matters relating to quality, safety and environment in the workplace, in
particular (but not limited to):
 When policies are created or reviewed (refer Section 5.2);
 Regarding risk, hazard opportunities and environmental impact identification,
 Regarding risk, hazard opportunities and environmental assessment and control (refer
Section 6.1);
 Regarding selecting employees who will represent them (if required, and training will be
provided where required (refer Section 7.2)); and
 When there are any changes that affect workplace health and safety (refer Section 7.1.3).
 Where it is required that an employee
Methods used to record consultation may include methods of internal communication (refer
Section7.4.2).
Workers are also encouraged to raise issues and concerns outside of internal communication
methods either with their Manager/Supervisor or through the Issue and Action System (refer
Section 10).
7.4.5 Reporting
The Director (or nominated person) shall be responsible for the reporting of quality, safety and
environmental performance, and ensuring that the management system is monitored and
improved. Quality, safety and environmental performance reporting shall include:
 Reporting in IMS performance (refer Section 9);
 Reporting on risk/hazard/impact identification (refer Sections 6.1);
 Reporting on risk/hazard/impact assessment (refer Section 6.1);
 Reporting on non-conformance and corrective action (refer 10.2);
 Compliance reporting requirements (refer Section 6.1.3); and
 External reporting requirements (refer Section 7.4.3).
A review of overall performance shall be included in each management review meeting (refer
Section 9.3).
All identified improvements or non-conformances regarding communication, consultation and
reporting are to be recorded using the IMS improvement system (refer Section 10.2) and reviewed
at the next management review meeting (refer Section 9.3).

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7.5 Documented Information

7.5.1 General
All IMS documents are controlled, are electronically stored on Google Drive, with restricted edit
access to prevent unauthorised change, and are referenced within the IMS Manual.
7.5.2 Creating and Updating
All IMS documents will containing a document title, revision number and issue date, and the
following identification convention:
Example AHVAC-IMS-FOR-000
AHVAC Airconstruct
IMS Integrated Management System
BD Business Development
FIN Finance
HR Human Resources
OPSALL Operational Process applicable to any and all employees
OPSE Operational Process specific to electrical work
OPSH Operational Process specific to all HVAC work
PD Position Description
FOR Form
MAN Manual
POL Policy
PRO Procedure
REG Register
PLA Plan
TTK Toolbox Talk
WI Work Instruction

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PRES Presentation
JSEA Job Safety & Environmental Analysis
000 Unique Number
AHVAC-IMS-REG-001 Master Documents Register contains a list of all IMS controlled documents,
revision number and issue date. The Director (or nominated person) is responsible for updating
and approving all documents contained within the IMS, and maintaining the master document
register.
All documents are to be considered as being reviewed when they are being used. If a worker using
a document determines there is an opportunity to improve the document, the worker is to discuss
the potential changes to the controlled document with Director (or nominated person). If the
change to the IMS is significant (eg change to a major procedure), the Director (or nominated
person) may require the change to be documented within the issue and action system (refer
Section 10.2), to allow the changes to be considered, communicated and consulted within AHVAC.
If the change is minor in nature (eg change to a part of a form), Director (or nominated person)
may verbally approve the change.
Changes to the IMS documentation will be conducted as described in Section 6.3.
Should the change be approved and implemented into the IMS, then notification of the change
will be communicated as required (refer Section 7.4).
Amendments to each version of the IMS Manual are recorded in the manual’s Amendment Table
and highlighted within the manual in red text. The Director (or nominated person) is responsible
for updating the manual’s Amendment Table when the Manual has been updated.
New IMS documents are to be produced by using the
 AHVAC-IMS-MAN-000 - IMS Management Manual Template

 AHVAC-OP-JSEA-000 - JSEA Template
 AHVAC-IMS-REG-000 - Register Template
 AHVAC-IMS-PRO-000 - Procedure Template
 AHVAC-IMS-PLA-000 Plan Template
 AHVAC-IMS-PRO-000 Procedure Template
 AHVAC-IMS-PRES-000 PowerPoint Template
 AHVAC-HR-INF-000 Toolbox Talk Template

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7.5.3 Control of Documented Information
All documented information (documents and records) are to be used for the conduct of AHVAC
activities only, and are to be considered confidential and not to be disclosed to any external
organisation without the consent of Director. Documented information is to be considered
confidential to protect any intellectual property of AHVAC or the document owner, and is to be
preserved from improper use, loss of integrity, and to protect the worker information that may be
contained within the documents or records.
DOCUMENT CONTROL
All controlled IMS documentation are electronically stored on Google Drive which has restricted
access to protect documents to control changes. No controlled printed copies are maintained. All
printed copies of the IMS manuals and documents downloaded electronically from Google Drive
must be considered uncontrolled and valid only on the day of printing or download. Only the
current version of the IMS documents must be used.
When changes to documents occur, the Director (or nominated person) is to ensure that obsolete
copies are identified as obsolete or destroyed, and electronic versions are archived, to prevent
their use. Changes to controlled documents are to be communicated the change through internal
communication (refer Section 7.4).
External Document Control: AHVAC may acquire external documentation during the course of
conducting business (eg international standards, manufacturer’s specifications, external design
drawings, technical manuals etc). These documents are not controlled by AHVAC. It is the
responsibility of the document owner to maintain and communicate the changes to the
documents.
Where external documents are received/acquired by AHVAC to use on a day to day basis, they are
to be recorded on the compliance register (refer Section 4.1).
Where design drawings are received by AHVAC, the details of the drawing are to be entered into
the AHVAC-IMS-REG-013 Document Transmittal Register. It is the responsibility of the Director
(or nominated person) to update and maintain the Document Transmittal Register.

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RECORD CONTROL
Records, which include completed AHVAC forms and registers, as well as external records (eg
supplier documents, customer purchase orders etc) which demonstrate compliance to the IMS are
to be retained in Google Drive.
All records are retained as electronic records, with any paper copies being scanned. Once scanned,
the paper record may be destroyed once approved for destruction by the Director.
All records are to be keep for a minimum of 7 years (unless required to be kept longer by
legislative requirements eg 30 years for health monitoring), and may only be destroyed once
approved for destruction by the Director.
All stored records must be readily retrievable, identifiable and legible.
DATA STORAGE AND BACKUP
Data protection and restore capability is performed by the following methods:
Data Protection
 All staff are to protect information from being accessed by unauthorized people;
 Firewall;
 Anti-virus protection;
 Usernames and Passwords – reissued upon employee leaving; and
 Training of staff.
Data Backup
All controlled documents and records are backed up and protected by Google Drive’s data
protection and retention policy.
Items accidentally deleted from Google Drive are retrievable 30 days.
All identified improvements or non-conformances regarding documented information are to be

Management review meeting (refer Section 9.3).

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SECTION 8 OPERATION
8.1 Operational Planning and Control
It is the responsibility of the Director (or nominated person) to determine the requirements of the
products and services and then plan, implement and control processes to ensure the requirements
for the products and services, and those of the IMS are met. The requirements of the products and
services are determined through:
 Communicating the customer (refer Section 8.2.1);

 Determining the requirements of the product or services requested by the customer
(refer Section 8.2.2);
 Determining the compliance obligations of the services requested by the customer (refer
Section 4.1);
 Developing processes, or making changes to existing processes to ensure the
requirements of the product or service are achieved and controlled (refer Section 6.3);
 Reviewing the competency of our personnel (refer Section 7.2);
 Reviewing the risks, hazards, impacts and opportunities (refer Section 6.1); and
 Determining and sourcing resources as deemed appropriate (refer Section 7.1).
All identified improvements or non-conformances regarding operational planning and control are
to be recorded using the IMS improvement system (refer Section 10.2) and reviewed at the next
Management review meeting (refer Section 9.3).
8.2 Requirements of Products and Services

8.2.1 Customer Communication
Communicating with customers is required for a number of reasons, including (but not limited to):
 providing information relating to products and services;

 handling enquiries, contracts or orders, including changes (refer Section 8.2.2 and Section
8.2.4);
 obtaining customer feedback relating to products and services, including customer
complaints (refer Section 9.1.2);
 handling or controlling customer property (refer Section 8.5.3);
 establishing specific requirements for contingency actions, when relevant.

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A record of communication with the customer is to be stored electronically within Google Drive
and Microsoft Outlook.
Where required or appropriate by Director (or nominated person), meetings with customers that
discusses product, service or quality requirements are to be recorded on minutes. Minutes may be
recorded on the customer documentation or using AHVAC-IMS-FOR-002 - Meeting Agenda &
Minutes.
Any communication from the customer, which is positive or negative, is to be recorded within the
QMS (refer Section 9.1.2).
8.2.2 Determining Requirements for Products and Services
AHVAC, plans and develops processes required to ensure quality of product and service is
delivered that meets or exceeds the customer expectation. For AHVAC to be able to deliver
products and services that meet or exceed customer requirements, AHVAC needs to clearly
understand the customers’ needs (both communicated and implied), expectations and specific job
details and completion time frames.
AHVAC may utilise a number of methods to determine customer requirements including:
 Quotes;
 Tenders;
 List of specifications;
 Compliance Obligations (refer Section 4.1);
 Email (containing required specifications);
 Customer purchase orders (containing required specifications); or the preferred method;
and
 AHVAC-BD-PRO-001 - Business Process.
AHVAC is to identify any contradicting product or service requirements, and clarify these prior to a
final review of the requirements (refer Section 8.2.3).
8.2.3 Review of the Requirements for Services
Where the requirements of services have been determined (as described in Section 8.2.2), it is the
responsibility of the Director to review the requirements of the product or service to ensure that
AHVAC has the ability to meet the requirements of the product and service being requested by the
customer through:
 Reviewing the requirements specified by the Customer including delivery and post
delivery requirements (refer Section 8.2.1);

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 Determining requirements not stated by the customer, but necessary for the intended
use;
 Determining/reviewing and relevant compliance obligations (refer Section 4.1);
 Determining any contradicting product or service requirements, (refer Section 8.2.3);
 Reviewing the competency of AHVAC personnel (refer Section 7.2);
 Reviewing the risks and opportunities (refer Section 6.1);
 Ensuring the infrastructure (refer Section 7.1.3) and the environment (7.1.4) is adequate
to deliver to the requirements; and
 Sourcing resources as deemed appropriate (refer Section 7.1).
The customer’s requirements are to be confirmed by AHVAC before work commences on

delivering the products or services. This may be achieved through means deemed suitable by
Director, including an agreed/signed contract, purchase order, email or completed AHVAC-BD-
FOR-001 - New Customer Enquiry Card and AHVAC-OPS-FOR-019 - Project Change Request.
8.2.4 Changes to the Requirements for Products or Services
Where changes to the products or services provide by AHVAC are either determined as being
required by AHVAC or are requested by the customer, AHVAC is to manage the changes as
described in Section 6.3.
Where changes are required after work has commenced, the change is to be documented and
agreed to by the customer. Methods used to document the change may include:
 Email;
 Minutes of customer meeting (refer Section 7.4);
 New/modified customer purchase order; or
 AHVAC-BD-FOR-001 - New Customer Enquiry Card and AHVAC-OPS-FOR-019 - Project
Change Request.
All identified improvements or non-conformances regarding changes to the requirements of

products and services are to be recorded using the IMS improvement system (refer Section 10.2)
and reviewed at the next Management review meeting (refer Section 9.3).

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8.3 Design and Development

AHVAC has developed a Design and Development process and manages it within the following
process.
8.3.1 General
AHVAC designs and develops H.V.A.C equipment in industrial and commercial situations. H.V.A.C:
heating, ventilation and cooling systems. Design and development activities will be planned (refer
Section 8.3.2), design requirements (inputs) clearly determined (refer Section 8.3.3), controlled
(refer Section 8.3.4), and design produced (refer Section 8.3.5).
8.3.2 Design and Development Planning
The design and development planning at AHVAC is the responsibility of the Director (or nominated
person). When planning the design, the Director (or nominated person) is to consider:
 the nature, duration and complexity of the design and development activities;
 the required process stages, including applicable design and development reviews;
 the required design and development verification and validation activities;
 the responsibilities and authorities involved in the design and development process;
 the internal and external resource needs for the design and development of products and
services;
 the need to control interfaces between persons involved in the design and development
process;
 the need for involvement of customers and users in the design and development process;
 the requirements for subsequent provision of products and services;
 the level of control expected for the design and development process by customers and
other relevant interested parties; and
 the documented information needed to demonstrate that design and development
requirements have been met.
The following documents can be used for this process:

AHVAC-BD-FOR-003 - Project Scope - Design And Construct
8.3.3 Design and Development Inputs
The inputs into design activities conducted by AHVAC includes:

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 functional and performance requirements;

 product lifecycle;
 information derived from previous similar design and development activities;
 compliance obligations (refer Section 4.1); and
 potential consequences of failure due to the nature of the products and services.
It is the responsibility of Director (or nominated person) to ensure all design and development
inputs have been established and are unambiguous for the design. Any ambiguous or conflicting
design information must be resolved through communication with the customer (refer Section
8.2.1).
8.3.4 Design and Development Controls
AHVAC will apply controls to the design and development process to ensure that:
 the results to be achieved are defined;

 reviews are conducted to evaluate the ability of the results of design and development to
meet requirements;
 verification activities are conducted to ensure that the design and development outputs
meet the input requirements;
 validation activities are conducted to ensure that the resulting products and services meet
the requirements for the specified application or intended use;
 any necessary actions are taken on problems determined during the reviews, or
verification and validation activities; and
 documented information of these activities is retained.
controls have been met during the design activity.
The design is to be verified by the customer prior to final release of the design. The design
verification is preferably received through a formal ‘approval’ process, however may be achieved
through other methods of communication with the customer (refer Section 8.2.1).
Where designs are communicate between the designer and either the customer or AHVAC
workers, the details are to be entered into the AHVAC-IMS-REG-013 Document Transmittal
Register. It is the responsibility of the Director (or nominated person) to update and maintain the
Document Transmittal Register.

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8.3.5 Design and Development Outputs
The design and development outputs is achieved through producing a design that meets the
customer requirements (refer Section 8.2.2).
Design output information is to include if/where appropriate) information about:
 potential significant environmental impacts associated with the transportation or delivery;

 use; and
 end-of-life treatment and final disposal of the products or services.
Once the design is verified/approved by the customer (refer Section 8.3.4) the final design marked
as approved and is released to the customer, or to the AHVAC workers.
outputs have been produced by the design activity.
8.3.6 Design and Development Changes
Changes to the design inputs (refer Section 8.3.2) will require changes to the design. Changes to
the design are to be controlled and conducted as described in Section 6.3.
Once the design change has been implemented into the design, the design is to be validated and
verified/approved (refer Section 8.3.4) and new design produced (refer Section 8.3.5) and AHVAC-
IMS-REG-013 Document Transmittal Register updated by Director (or nominated person).
All identified improvements or non-conformances regarding the design and development process
are to be recorded using the QMS improvement system (refer Section 10.2) and reviewed at the
next management review meeting (refer Section 9.3).
8.4 Control of External Products and Services

8.4.1 General
AHVAC does engage subcontractors or external suppliers that are likely to adversely affect the
quality of the final product or service, or are likely to introduce risks, hazards or impacts to the
environment.
AHVAC has determined control measures to be applied to suppliers and subcontractors to ensure
the requirements of the IMS are maintained.

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INITIAL SUPPLIER AND SUBCONTRACTOR EVALUATION
Suppliers or subcontractors that directly affect the quality of the final product or service delivered
by AHVAC are to be evaluated prior to being engaged to supply materials, products or a service to
AHVAC. Suppliers or subcontractors that do not directly affect the final product or service
delivered by AHVAC are not required to be evaluated (eg an assessment would not be conducted
on a stationary supplier (as the supply of stationary will not directly affect the quality of the final
product by AHVAC)), however would be conducted on a subcontracted HVAC parts supplier or
subcontracted HVAC installer or service provider).
Where it has been identified that the supplier or subcontractor will impact the quality of the final
product or service delivered by AHVAC, an initial supplier or subcontractor evaluation will be
conducted by the Director (or nominated person).
Where the Director (or nominated person) can access the AHVAC-IMS-REG-006 Supplier &
Subcontractor Register, the Director (or nominated person) can record the supplier/subcontractor
evaluation directly into the register, using scoring guidelines contained in the register.
Where access to the supplier & subcontractor register is not available, a AHVAC-IMS-FOR-014 –
Supplier-Subcontractor Evaluation Form is to be completed for the supplier/subcontractor
evaluation and forwarded to the Director (or nominated person) for entering into the supplier &
subcontractor register.
The Director (or nominated person) will review the supplier & subcontractor register and
determine if the supplier or subcontractor is ‘approved’ or ‘not approved’ to supply products or
services to AHVAC, by updating the ‘Status’ column within Supplier & Subcontractor Register.
UNACCEPTABLE SUPPLIER OR SUBCONTRACTOR PERFORMANCE
Should a D score be allocated to any supplier or subcontractor during the supplier – subcontractor
evaluation or re-evaluation, under any classification, this score is to be used to initiate discussion
with the supplier or subcontractor in an endeavour to improve performance by Director (or
nominated person). Should Director (or nominated person) assess any supplier or subcontractor as
unacceptable (a relative judgement made by those conducting the assessment), Director is to be
notified, to determine the course of action to be taken, and update the AHVAC-IMS-REG-006
Supplier & Subcontractor Register accordingly. Director may determine that a supplier or
subcontractor be an ‘approved’ supplier, even though the supplier or subcontractor has scored a
D. If a supplier or subcontractor is ‘not approved’ the supplier or subcontractor may only be
engaged to supply materials, products or a service to AHVAC, with approval from Director.

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The supplier – subcontractor evaluation ratings within the Supplier & Subcontractor Register will
be updated by Director (or nominated person) at any time if a supplier or subcontractor
performance becomes inadequate.
REASSESMENT OF SUPPLIER OR SUBCONTRACTOR PERFORMANCE
Re-assessment of the suppliers or subcontractors are to be conducted annually for those suppliers
or subcontractors listed as ‘approved’ on AHVAC-IMS-REG-006 Supplier & Subcontractor Register,
by the Director (or nominated person).
Performance of suppliers or subcontractors and/or Supplier & Subcontractor Register will be

reviewed at the management review meetings (refer Section 9.3).
PURCHASING
Only suppliers or subcontractors that have a status of ‘approved’ within the Supplier &
Subcontractor Register may be engaged to supply products or services where the products or
services can directly affect the quality of the final product or service, delivered by AHVAC.
Suppliers and subcontractors not effecting the quality of the final product or service may be
engaged without an evaluation, or being on the Supplier and Subcontractor Register, with the
verbal approval of the Director (or nominated person).
When considering to purchase products or materials, consideration is to be given to ‘Reduce

Reuse and Recycle’.
 Reduce – purchase the minimum amount necessary to achieve the task;

 Re-use – wherever possible (and not impacting the quality of the product being provided),
consider re-using products and materials from other AHVAC activities; and
 Recycle - wherever possible (and not impacting the quality of the product being provided),
consider recycling products and materials from other AHVAC activities, other recycling
options, and purchasing recycled products.
After consideration has been given to ‘reduce, re-use, recycle’, and products or materials need to
be purchased, during the purchasing process, the lifecycle of the products or materials is to be
considered, with priority to given to products that have the least impact to the environment and
don’t jeopardise the quality of the product being produced by AHVAC (eg purchase products with
the least amount of disposable packaging).
When purchasing the following Work Instructions are used to manage this process:

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 AHVAC-FIN-WI-004 - Purchasing of Goods and Equipment.
GOODS RECEIVED
Where received goods appear to have been potentially damaged, or the correct quantity has not
been delivered, a note is taken as to the identification on packing and condition of packaging, or
quantity received, on the suppliers documentation (eg delivery docket, picking slip or Tax Invoice).
When goods arrive damaged the receiver of the goods requests replacement of goods from the
supplier. Damaged goods are identified and stored to prevent unintended use prior to return.
8.4.2 Type & Extent of Control
SUPPLIERS
The controls used to manage suppliers, that directly affect the quality of the final product or
service delivered by AHVAC are as follows:
 Purchase orders – to be generated only for items over $1,000 (refer Section 8.4.1);
 Initial Supplier Assessments (refer Section 8.4.1);
 Delivery paperwork (eg delivery docket, picking slip, Tax Invoice), refer Section 8.4.1;
 Issue and action system (refer Section 10.2);
 Director inspections (informal);
 Supplier contracts/agreements (if required);
 Supplier re-assessments (refer Section 8.4.1); and
 Management review (refer Section 9.3).
SUBCONTRACTORS
The controls used to manage suppliers, that directly affect the quality of the final product or
service delivered by AHVAC are as follows:
 Quotes or purchase orders;

 Initial Subcontractor Assessments (refer Section 8.4.1);
 Competency & Training (refer Section 7.2);
 Inductions and Awareness (refer Section 7.3);
 Issue and action system (refer Section 10.2);

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 Director inspections (informal);

 Site Inspections (refer Section 6.1);
 Subcontractor contracts/agreements (if required);
 JSEA review (if required) using AHVAC-OPS-FOR-011 - JSEA Review Form;
 Subcontractor re-assessments (refer Section 8.4.1); and
 Management review (refer Section 9.3).
8.4.3 Information for External Providers
When seeking products and services from external suppliers, the Director (or nominated person),
is to ensure that the information relative to the requirements of the products or services being
sought is clearly communicated to the supplier, to ensure the supplier provides the products are
services to meet AHVACs requirements. This information may be communicated through meetings
with the supplier (to be recoded using AHVAC-IMS-FOR-002 - Meeting Agenda & Minutes),
Purchase orders, quotes, or other means deemed acceptable to the Director.
Supplied products are to be verified as described in Section 8.4.1.
All identified improvements or non-conformances regarding the control of external products and
services are to be recorded using the IMS improvement system (refer Section 10.2) and reviewed
at the next management review meeting (refer Section 9.3).
8.5 Product and Service Provision

8.5.1 Control of Product and Service Provision
Products and services at AHVAC are controlled through:
 AHVAC-BD-PRO-001 - Business Process

 AHVAC-FIN-FOR-001 - Standard Terms and Conditions of Sale
 AHVAC-OPS-PLA-001 - Site Management Plan
 AHVAC-OPS-FOR-017 - Project Management Plan
 AHVAC-BD-PRO-001 - Operational Process
The Director will determine the most appropriate control method (or combination of methods)
based on the customer requirements (refer Section 8.2).

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In addition to the above, AHVAC product and service provision is controlled through:
 Maintaining a focus on the needs and expectations of the customer (refer Section 5.1.2);
 Identifying and controlling risks and opportunities (refer Section 6.1);
 Managing change to product and service provision (refer Section 6.3);
 Ensuring required personnel are available, trained and competent to conduct required
activities (refer Sections 7.1.2, 7.2 and 7.3);
 Ensuring the environment is suitable to conduct required activities (refer Section 7.1.4);
 Ensuring monitoring and measuring equipment is maintained and suitable to conduct
required activities (refer Section 7.1.5);
 Requirements for the product and services is clearly communicated and understood
between the customer, workers (refer Section 7.4);
 Clearly understanding customer specifications and requirements (refer Section 8.2);
 Controlling the provision of external products and services (refer Section 8.4);
 The product and services are identifiable and traceable (refer Section 8.5.2);
 The products and services are inspected prior to release to the customer (refer Section
8.6);
 Controlling of any products and services non conformances (refer Section 8.7); and
 Monitoring customer satisfaction (refer Section 9.1.2).
8.5.2 Identification and Traceability
The requirements for Identification and Traceability are defined as follows:
Products and services - are identified through the use of unique job numbers, which is recorded on
product or service specific documentation.
Where calibrated equipment is used, the serial number and calibration dates (last conducted and
next due dates) ae recorded on the product or service specific documentation.
8.5.3 Customer Property
AHVAC stores, maintains and protects customer property including intellectual property, materials
and equipment. All customer property is to be identified and stored to prevent any loss or
damage, should this occur then a non-conformance is recorded and acted upon (refer Section
10.2), and the customer is notified accordingly.

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8.5.4 Preservation
AHVAC workers are to ensure that all efforts are taken to protect the product during internal
processing and delivery to the customer, in order to maintain conformity to requirements.
AHVAC ensures the work environment is adequate and maintained to a suitable standard, to
support the preservation of product (refer section 7.1.4).
8.5.5 Post Delivery Activities
Post-delivery activities of AHVAC are to include consideration to:
 compliance requirements (refer Section 4.1);

 the potential undesired consequences associated with the products and services;
 the nature, use and intended lifetime of its products and services;
 customer requirements (refer Section 8.2.2); and
 customer feedback (refer Section 9.1.2).
Post-delivery activities are to be determined and included within the requirements of the product
and services provided by AHVAC (refer Section 8.2).
8.5.6 Control of Changes
Changes to the provision of services is conducted as described in Section 6.3.
All identified improvements or non-conformances regarding the product and service provision are
8.6 Release of Products and Services

Products and services are provided to AHVACs customers, to meet the customer’s requirements
(refer Section 8.2.2). The Director (or nominated person) checks and / or inspects all products and
services provided by AHVAC prior to release to the customer, to ensure that all aspects of the
customers’ requirements and expectations have been met or exceeded.
To ensure AHVAC has delivered the product or services, customer satisfaction is monitored (refer
Section 9.1.2).

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All identified improvements or non-conformances regarding the release of product and service are
8.7 Control of Nonconforming Products and Services

Where the products or services provided to the customer have been identified as nonconforming
(eg through either customer feedback, inspections or internal audits), the issue is to be actioned as
described in Section 10.2.
Where possible, the nonconforming product is to be isolated and identified as non conforming, to
prevent unintended use. The Director is to be notified of the nonconforming product, for Director
to determine the appropriate course of action, which may include informing the customer and
obtaining authorisation for acceptance by the customer, or rectification/replacement of the
nonconforming product or service.
All identified improvements or non-conformances regarding the control of nonconforming product

or service are to be recorded using the QMS improvement system (refer Section 10.2) and
8.8 Emergency Management

AHVAC has documented procedures for the management of emergencies at Head Office (AHVAC-
IMS-PRO-007 Emergency Preparedness and Response). At project sites wherever AHVAC are
Principal Contractor AHVAC-IMS-PRO-007 is to be customized for the site. Emergency plans must
describe roles and responsibilities and actions taken in the event of a potential emergency, as
identified on the Risk Register (refer Section 6.1).
For Head Office, it is the responsibility of the Director (or nominated person) to:
 ensure that testing of emergency plans is performed at Head Office on all identified
possible emergencies on an annual basis;
 to ensure that the results of the emergency testing has been recorded using AHVAC-IMS-
FOR-008 Emergency Drill Reporting; and
 any changes required to improve the response to an emergency are made.
For project sites, it is the responsibility of the Site Supervisor to

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 ensure that testing of emergency plans is performed for the site on identified possible
emergencies on an annual basis, or as the risk of potential emergency is
identified/realised (eg potential emergency rescue from confined space is realised when
confined space activities are about to commence, and testing of confined space
emergency is not required once confined space is no longer occurring on site),
 to ensure that the results of the emergency testing has been recorded using AHVAC-IMS-
FOR-008 Emergency Drill Reporting, and
 any changes required to improve the response to an emergency are made.
Emergency plans are to be displayed on site and at Head Office in a prominent position.
8.9 Incident Management

Where an incident has occurred, the immediate response is to preserve life. When safe, actions
shall be taken to render first aid to the injured and alert the emergency services. The incident
must be controlled by the person(s) responding, ensuring plant, equipment or the location where
the incident occurred is safe.
The incident site shall not be disturbed unless it is for the purpose of saving life or preventing
further injury to other persons. All details of incident scene alterations shall be recorded by
persons at the incident scene, and made available to the investigation team or inspectorate.
AHVAC Manager or person in charge of the site shall ensure that assistance is given to make the
incident scene safe, and assist emergency services in their recovery or response role. Where
evacuation of the worksite is required, the Manager or person in charge of the site shall ensure
that all workers under the control of AHVAC are evacuated to the emergency assembly area, and
are accounted for.
Where the injury or illness involves a chemical substance used at the site, the Manager or person
in charge of the site shall ensure a copy of the Safety Data Sheet (SDS) accompanies the injured
worker to the medical facility.
Nominated employees shall be trained in basic and/or advanced first aid, and be prepared to
assist in administering first aid to those who are injured at a worksite.
INCIDENT NOTIFICATION AND INVESTIGATION
For the requirements regarding Incidents are to be reported and investigated refer to AHVAC-IMS-
PRO-005 Incident Reporting and Investigation.

Manual
All completed AHVAC-IMS-FOR-009 Incident Forms are to be forwarded to Director for entering
into the AHVAC-IMS-REG-011 Incident Register for monitoring, review and data analysis.
SECTION 9 PERFORMANCE EVALUATION

9.1 Monitoring, Measuring, Analysis and Evaluation
9.1.1 General
AHVAC has determined what will be monitored and measured, the method for monitoring and
measuring, when it is to be monitored and measured and when the results are analyses and
evaluated as follows:
What will be The method for When is it When are the results
monitored and monitoring & measuring monitored & analysed
measured measured
Customer AHVAC-IMS-REG-003 When feedback is Informally – monthly

Satisfaction (refer Issue & Action Register received by Director
Section 9.1.2)
Formally –
Management Review
(refer Section 9.3)
Performance of AHVAC-IMS-REG-006 Management Management Review

Suppliers (refer Supplier & Subcontractor Review (refer (refer Section 9.3)
Section 8.4) Register Section 9.3)
Performance of AHVAC-IMS-REG-006 Management Management Review

Subcontractors Supplier & Subcontractor Review (refer (refer Section 9.3)
(refer Section 8.4) Register Section 9.3)
Employee Informal - observation Informally - ongoing Informally – ongoing

Performance
Formal - AHVAC-HR-FOR- Formally - Annually Formally –
017 - Employee Annual Management Review
Performance Review (refer Section 9.3)
Achievement of AHVAC-IMS-REG-002 Management Management Review

Objectives (refer Business Improvement Review (refer (refer Section 9.3)
Section 6.2) Plan Section 9.3)
Non-conformances, AHVAC-IMS-REG-003 As issues are Informally – monthly

Corrective Actions

Manual
measured measured
and Improvement Issue & Action Register identified by Director

opportunities (refer
Formally –
Section 10)
Management Review
(refer Section 9.3)
Incidents AHVAC-IMS-REG-011 As incidents occur Informally – monthly

Incident Register by Director
Formally –
Management Review
(refer Section 9.3)
Hazards Substances AHVAC-IMS-REG-010 SDS As new Hazards Informally – 6

Register Substances enter monthly by Director
the workplace.
Formally –
As SDS identified as Management Review
5 years old (refer Section 9.3)
Resource Usage AHVAC-IMS-REG-012 Monthly/Quarterly Informally – monthly

Resource Usage Register as waste is by Director
generated or energy
Formally –
consumed
Management Review
(refer Section 9.3)
Results of: AHVAC-IMS-FOR-006 - Informally – On

 Internal Audits Internal Audit Report receipt of the audit
report
AHVAC-REG-004
Formally –
Audit Schedule
 External Audits Management Review
(refer Section 9.2) External audit report (refer Section 9.3)
Monitoring & Visual Inspection Prior to use Informally – monthly

Measuring by Director
AHVAC-IMS-REG-009 As details change for
Equipment
Plant & Equipment plant and equipment Formally –
Register Management Review

Manual
measured measured
(refer Section 9.3)
Risks and AHVAC-IMS-REG-008 As risks and Informally – monthly

opportunities (refer Risk Register opportunities are by Director
Section 6.1); identified
Formally –
Management Review
(refer Section 9.3)
Wherever possible, trends will be identified, and corrective action taken as required (refer Section
10.2).
9.1.2 Customer Satisfaction
Customer satisfaction is an integral part of AHVACs IMS. Customer satisfaction (both positive or
negative) are to be captured through many ways, including through customer communication
(refer Section 8.2.1).
Feedback, compliments and complaints are to be recorded using AHVAC-IMS-FOR-010 Customer

Feedback Form and if any complaints are received, are to be captured using AHVAC-IMS-FOR-011
Customer Complaint Form.
in the AHVAC-IMS-REG-003 Issue & Action Register (refer Section 10.2).
It is the responsibility of the Director (or nominated person) to ensure that customer feedback is
captured and recorded as described in this procedure.
9.1.3 Analysis & Evaluation
Verification and validation activities are carried out through continual monitoring of products and
services provided.
Analysis is conducted through (but not limited to) the following methods:
 Informal inspections by the Director/Site Supervisor;

Manual
 Compliance obligations (refer Section 4.1);

 Competency and training (refer Section 7.2);
 Communication with customers (refer Section 8.2.1);
 Criteria determined at Section 9.1.1; and
 Management review meetings (refer Section 9.3).
All identified improvements or non-conformances regarding the monitoring, measuring, analysis

and evaluation are to be recorded using the IMS improvement system (refer Section 10.2) and
reviewed at the next Management review meeting (refer Section 9.3).
9.2 Internal Audit

9.2.1 General
Internal audits are to be conducted as planned on the Audit Schedule (refer Section 9.2.2) to
ensure that the activities of AHVAC are:
 Compliant with the IMS;

 Compliant with compliance obligations (refer Section 6.1.3); and
 That the IMS is effectively implemented and maintained.
9.2.2 Audit Programme
The AHVAC-IMS-REG-004 Audit Schedule details all the elements of the IMS that is required to
audited. Internal Audit schedules are to be planned on an annual basis, with each element being
scheduled upon its importance. The frequency of audits for each element will be verified based on
the results of the previous audits. At a minimum, each element will be audited once per annum.
Audit dates entered in the schedule must be achieved.
The Director (or nominated person) will maintain the Audit Schedule and delegate persons to
perform the internal audits upon their knowledge of the element, audit skills and their
objectivity/impartiality of the section/process of the IMS being audited. No person may audit
their own work.
The audit schedule contains the scope of each internal audit (eg IMS Section number) and the IMS
manual section number contains the audit criteria (eg what is required of the IMS within that
section).

Manual
CONDUCTING THE AUDIT
An internal auditor/s is to be appointed to conducts the audit using the AHVAC-IMS-FOR-006 -

Internal Audit Report as scheduled in the AHVAC-IMS-REG-004 Audit Schedule. Appointed
internal auditors are to be objective and impartial to the audit process.
The auditor will examine objective evidence and ascertain whether the system element is
operating in accordance with AHVACs requirements (eg according to relevant procedures).
Completed audit forms are returned to the Director (or nominated person).
Elements not meeting the organisation’s requirements are to be recorded in detail. The Director
(or nominated person) will review the completed internal audit report and raise corrective actions
as defined in Section 9.3. Director (or nominated person) is to discuss the results of the audits with
relevant managers or supervisors.
All audit results will be informally reviewed by the Director (or nominated person) when received
and formally review by the Director at the next management review meeting (refer Section 9.3).
It is the responsibility of the Director (or nominated person) to ensure that internal audits are
conducted according to this procedure.
All identified improvements or non-conformances regarding internal audits are to be recorded

using the IMS improvement system (refer Section 10.2) and reviewed at the next management
review meeting (refer Section 9.3).
9.3 Management Review

9.3.1 General
A Management Review Meeting (MRM) is to be held at least annually to ensure the IMS remains
suitable, adequate, effective and aligned to the strategic direction of AHVAC.
9.3.1 Management Review Inputs

Personnel attending the MRM include the Director and other personnel as required by the Director.
Items to be discussed/ reviewed are specified in AHVAC-IMS-FOR-002 - Management Review

Agenda-Minutes.

Manual
The review of data within the MRM should include data which indicates any trends (where
applicable). Typically this may include summaries of non conformance reports, performance
results/trends etc., which would indicate improvement or deterioration of the system.
9.3.2 Management Review Outputs
Minutes of the meeting are recorded on the AHVAC-IMS-FOR-002 - Management Review Agenda-
Minutes. Minutes include brief notes of the discussions/review activities, including references to
documents, which are tabled for review purposes. The minutes are to include any required actions
determined during the meeting, responsibility for the actions and due dates for when the actions are to be
completed.
The Director approves the minutes of all management review meetings, and retains meeting minutes to
monitor the completion of determined actions.
FOLLOW UP
The Director (or nominated person) periodically reviews all actions and completion dates
identified in the minutes / issue and action register, to ensue actions are either achieved by due
dates, or determine revised due dates, where the status and importance of the action has changed
since the management review meeting.
Details of these completion dates are included in the minutes of the next management review
meeting.
Where proposed improvements are either inadequately implemented or failed to provide the
expected results, the Director (or nominated person) is to raise an issue and action (refer Section
10.2).
All identified improvements or non-conformances regarding the management review are to be


Manual
SECTION 10 IMPROVEMENT
10.1 General
AHVAC IMS relies on all workers to contribute to the improvement of the IMS to correct, prevent
or reduce undesirable outcomes, to continue to meet customer requirements and to enhance
customer satisfaction.
Methods for identifying opportunities for improvement include (but not limited to):
 planning for change (refer Section 6.3); and

 continual improvement (refer Section 10.3).
Method to action identified opportunities, ensuring suitability and improve the IMS are described
at Sections 10.2 and 10.3.
10.2 Non-conformity and Corrective Action

A non-conforming process is any process that produces an undesirable or unintended outcome.
A non-conforming product or service is any product or service (either received or

produced/provided) that does not meet requirements.
In both cases, action is required to correct the non-conformance.
Any product received or produced that does not meet requirements is to be identified and where
possible, isolated from use and the Director (or nominated person) notified.
The Director will determine the appropriate course of action for the non-conforming product or
service.
When a nonconforming product has been identified, an Issue and Action is to be raised by the
Director (or nominated person), for reporting and investigation of the non-conforming product.
Where the Director (or nominated person) can access the AHVAC-IMS-REG-003 Issue & Action
Register, the Director (or nominated person) can record the issue and action directly into the
register.
Where access to the issue & action register is not available, a AHVAC-IMS-FOR-005 - Issue and
Action Form is to be raised for reporting and investigation of the non-conforming product.

Manual
Completed issue and action forms are to be forwarded to the Director (or nominated person) for
entering into the issue & action register.
Where an issue & action has been raised, a review of, and investigation into, the non-conformance
will be carried out by the Director (or nominated person) to identify the most effective methods to
correct the non conformance, prevent further occurrences of the non conformance, and to ensure
that the methods used to correct the non-conformances, have been effective. This review may use
methods such as internal audits and continual inspection.
The raised issue & action will not be closed out within the issue & action register until the review
has been completed, and corrective action verified (if required).
If the non conformance is significant, repetitive, or at the discretion of the Director, a Root Cause
Analysis may be carried out and documented on the Issue and Action form or register (as
appropriate).
Where changes are required to the IMS as a result of a corrective action, they are to be managed
as described in Section 6.3.
The Issue & Action Register is maintained by, and is the responsibility of, the Director (or
nominated person). The register is to be informally reviewed monthly by Director (or nominated
person), and is formally reviewed at the management review meetings (refer Section 7.4).
MANAGEMENT REVIEW OF NON-CONFORMANCES
Review of the AHVAC-IMS-REG-003 Issue & Action Register is included in the management review
meetings (refer Section 9.3) to determine any outstanding issues, recurring non-conformances or
trends that may require further corrective action or root cause analysis.
Should the review reveal any non-conformance, poor quality, repetitive conditions, which may
cause potential risks to the company, the Director may add the issue to the AHVAC- AHVAC-IMS-
REG-008 Risk Register (refer Section 6.1). In addition, at the discretion of the Director, the issue
may be added to the AHVAC-IMS-REG-002 Business Improvement Plan (refer Section 6.2).
10.3 Continual Improvement

Continual improvement opportunities can be achieved through many methods, including (but not
limited to):
 Changes to compliance obligations (refer Section 4.1);

 Risk and opportunities (refer Section 6.1);

Manual
 Objectives (refer Section 6.2);

 Planning of services (refer Section 8.1);
 Customer communication (refer Section 8.2.1);
 Customer requirements (refer Section 8.2.2);
 Customer satisfaction and feedback (refer Section 9.1.2);
 Analysis and evaluation of performance (refer Section 9.1.3);
 Management review meetings (refer Section 9.3);
 Nonconforming procedures, products or services (refer Section 10.2); and
 Improvements, suggestions and ideas – which can be made anytime, via email or in
person to any member of the management, or more formally through the IMS
Improvement System.
Figure 4 – ISO 9001:2015 Continuous Improvement Cycle (Plan-Do-Check-Act)

Manual
ANNEX A: AMENDMENT TABLE
ISSUE DATE DETAILS
1 27/2/2017 Initial issue of IMS Manual

Manual
ANNEX B: TERMS AND DEFINITIONS

Term Abbreviation
Context Internal and external issues that can have an effect on AHVACs
approach to developing and achieving its objectives
Competence The ability to apply knowledge and skills to achieve intended
results
Competent Person A person who has acquired through training, qualification, or
experience, or a combination of these, the knowledge and skills,
qualifying that person to perform the task required
Complaint An expression of dissatisfaction made to AHVAC related to our
product or service, or the complaint handling process itself,
where a response or resolution is explicitly or implicitly expected
Continual Improvement A re-occurring activity to enhance performance
Control of risks the process of elimination or minimization of risks
Customer A person or organisation that could or does receive a product or

service that is intended for or required by AHVAC
Customer Satisfaction A customers perception of the degree to which the customers
expectations have been fulfilled
Customer Service The interaction between AHVAC with our customers throughout
the lifecycle of a product or service
Defect A non-conformity elated to an intended or specified use
Design & Development A set of processes that transforms requirements for an object
into more detailed requirements for that object
Documented Consists of IMS controlled documents and IMS records
Information
Documents All IMS specifications, instructions and communications – both
hard copy & electronic format
Hazard A source or a situation with a potential for harm in terms of
human injury or ill-health, damage to property, damage to the
Hazard Assessment See risk assessment
environment, or a combination of these
Hazard Identification The process of recognizing that a hazard exists and defining its
characteristics

Manual
Term Abbreviation
Health Surveillance Monitoring of individuals for the purpose of identifying changes
in health status that may be due to occupational exposure to a
hazard
Improvement An activity to enhance performance
Improvement Form Form for reporting issues and suggestions to be entered into and
acted upon within the IMS
Improvement System System for reporting and dealing with non-conformances,
corrective and preventive improvements, issues and suggestions
Incident Any
etc unplanned event resulting in, or having a potential for injury,
ill- health, damage or other loss
Infrastructure A system of facilities, equipment and services needed for the
operation of AHVAC
Interested Party Individual(s) or group(s) concerned with, or affected by the
performance or activities of AHVAC
Internal audit Auditing of the IMS conducted by trained AHVAC staff, or suitably
trained person
ISO International Standards Organisation
AHVAC Airconstruct
Management Coordinated activities to direct and control AHVAC
MRM Management Review Meeting
Management System A set if interrelated or interacting elements of AHVAC to establish

policies, objectives and processes to achieve those objectives
Non-conformity A non-fulfilment of a requirement
Opportunity A desirable (eg new: practices, products, markets, customers,

partnerships, technology etc.)
Objective A result to be achieved
Objective evidence Data supporting the existence or verity of something
Organisation Airconstruct (AHVAC)
Output A result of a process
Outsource Make an arrangement whee an external organisation performs
part of AHVACs function or process
Performance A measurable results

Manual
Term Abbreviation
Policy Intentions and direction of AHVAC as formally expressed by our
top management
Procedure A specified way to cay out an activity or a process
Process A set of interrelated or interacting activities that uses inputs to
deliver an intended results
Product An output of AHVAC that can be produced without any
transaction taking place between AHVAC and the customer
IMS AHVAC Integrated Management System
Records Recorded evidence of compliance with the IMS
Requirement A need or expectation that is stated, generally implied or
obligatory
Risk The effect of uncertainty on AHVAC operations and activities, or
the likelihood and consequence of that injury or harm occurring
Risk Assessment the overall process of estimating the magnitude of risk and
deciding what actions will be taken
Service An output of AHVAC that can be produced with at least one
activity performed between AHVAC and the customer
Specification A set of requirements
System A Set of interrelated or interacting elements
Traceability Ability to trace the history, application or location of an object
Validation Confirmation through the provision of objective evidence that the
requirements for a specific intended use on application have
been fulfilled
Verification Confirmation through the provision of objective evidence that
specified requirements have been fulfilled
Work Environment A set of conditions in which work is performed
Workers AHVAC workers working on behalf of AHVAC

Manual
ANNEX C: HEALTH SURVEILLANCE REQUIREMENTS

Hazard Hazard
Acrylonitrile Mercury (inorganic)
Arsenic (inorganic) 4,4' methylene bis (2-chloroaniline) (MOCA)
Benzene Noise
Cadmium Organophosphate pesticides
Chromium (inorganic) Pentachlorophenol (PCP)
Creosote Polycyclic aromatic hydrocarbons (PAH)
Crystalline silica Thallium
Isocyanates Vinyl chloride
Lead (inorganic)

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INTEGRATED MANAGEMENT SYSTEM

without the written authority of Airconstruct HVAC Pty Ltd.

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SECTION 1 AIRCONSTRUCT HVAC OVERVIEW

Airconstruct H.V.A.C strives to;

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• Encourage education, training and advancement of employees including apprentices, tradespersons,

SECTION 2 AMENDMENT, DISTRIBUTION & APPROVAL

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SECTION 3 TERMS AND DEFINITIONS

SECTION 4 CONTEXT OF AHVAC

 The aim of AHVAC (refer Section 1);

 Our compliance obligations (refer Section 4.3);

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4.2 Understanding the Needs and Expectations of Interested Parties

 the interested parties that are relevant to the IMS; and

All identified improvements or non-conformances regarding the needs and expectations of

4.3 Determining the Scope of the IMS

The scope of the IMS has been developed considering:

 AHVAC external and internal issues (refer Section 4.1);

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4.4 IMS and its Processes

NOTE. It may be necessary on occasions to develop additional IMS documentation to meet

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 Taking accountability for the effectiveness of the IMS;

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5.1.2 Customer Focus

All identified improvements or non-conformances regarding leadership, commitment and

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 AHVAC-IMS-POL-001 HSEQ Policy

5.2.2 Communicating the Company Policies

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5.3 Organisation Roles, Responsibility & Authority

RESPONSIBILITY & AUTHORITY

Position Descriptions available within the I.M.S. include:

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The Director Responsibilities

All identified improvements or non-conformances regarding the organisational roles and

6.1 Risks, Aspect & Opportunity Management

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• Initial environmental & safety review • Risk Register

Figure 2 - Diagram representing the Risk & Opportunity Management process

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Risks may be identified through (but not limited to):

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 Management review meetings (refer Section 9.3); and

ASSESSMENT & EVALUATION

Plant & Equipment

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Figure 3 – Hierarchy of Controls

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JOB SAFETY and ENVIRONMENTAL ASSESSMENT

 AHVAC-OP-JSEA-001 - Decommissioning and Disposal of Air conditioning Units - All Types

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 AHVAC-IMS-PRO-001 - Risk Management Procedure

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MONITOR & REVIEW

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6.1.2 Initial Safety Risks and Environmental Aspects

6.1.3 Compliance Obligations

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