Management Review.doc

STANDARD PRACTICE PROCEDURESPP-321 MANAGEMENT REVIEW1.PURPOSEThe purpose of this procedure is to define the process for senior management review of the business including Quality, Rail Safety, OH&S and Environmental systems, which is carried out to evaluate its continuing suitability, adequacy and effectiveness in achieving the stated objectives and to assess improvement opportunities and changes needed.2.SCOPEThis procedure applies to regular senior management reviews of DEDIR business and Management Systems including Quality, Rail Safety, OH&S and Environmental systems.3.REFERENCESDEDIR-IMSMDowner EDI Rail Integrated Management System Manual4.DEFINITIONSManagement ReviewA review of the business performance and Quality, Rail Safety, OH&S and Environmental systems, by the company senior management who has direct responsibility for the systems, to evaluate the overall suitability, adequacy and effectiveness in achieving the stated objectives, to identify actions to be taken, or changes required to the management system and to identify improvement opportunities.Facility ManagerPerson in charge of the overall administration of a Downer EDI Rail Manufacturing or Maintenance Facility or site. E.g., State Manager, Superintendent, Manufacturing Manager.Facility Quality / Safety / Environment Systems Officer / Coordinator / ManagerPerson (can be more than one position) responsible for coordination of planned activities required for the implementation of quality / safety / environment management systems, as appropriate.Senior ManagementThe Executive Leadership Team and nominated personnel (Head Office) and Facility Managers (site level).5.PROCESS FLOWCHARTThe flowchart for this process is in Appendix 1 of this procedure.6.PROCESS AND RESPONSIBILITIES6.1Management Review at the Facility Level6.1.1Establish Schedule and AgendaFacility Managers shall establish an annual schedule to hold management reviews at least monthly. Facility Managers shall also develop and define a meeting agenda and nominate required participants.The Facility Manager or the Facility Quality / Safety / Environment Systems Officer / Coordinator / Manager shall ensure that the Management System Review is included into the agenda and covers the following inputs, (as applicable):-1.Quality Systemsa)Product Non-conformance, Corrective and Preventive Action Summaryb)Quality Audit, Corrective and Preventive Action Summary-Summary of internal quality audits, including performance to schedule,-Summary of third-party quality audits,-Summary of customer quality audits,-Summary of supplier visits / quality audits,-Comments on effectiveness of corrective and preventive actions taken,-Recommendations for improvement.-Other Quality Metrics.c)Customer Satisfaction-Comments on current customer satisfaction level and feedback and identified actions to improve customer satisfaction,-Review of customer complaints.d)Quality System Effectiveness-Effectiveness of quality system procedures and instructions,-Review of new and revised quality system procedures and instructions issued for the month and how they will be or have been implemented.-Action required or taken to improve effectiveness or to eliminate problems.2.Rail Safety Management Systema)Summary of Rail Safety Incident Report statuses-Number of Rail Safety Incidents raised and closed in the month,-Comments on significant incidentsb)Summary of third-party Rail Safety audits,-Significant issues raised in third-party Rail Safety Auditsc)Rail Safety System Effectiveness-Effectiveness of Rail Safety System procedures and instructions,-Review of new and revised Rail Safety system procedures and instructions issued for the month and how they will be or have been implemented.-Action required or taken to improve effectiveness or to eliminate problems.3.Occupational Health and Safety System-Effectiveness of OH&S System procedures and instructions,-Review of new and revised OH&S system procedures and instructions issued for the month and how they will be or have been implemented.-Summary of OH&S Incident statuses,-Summary of internal and third-party OH&S audits,-Status of Plant Risk Assessments,-Status of Tool box meetings-Action required or taken to improve effectiveness or to eliminate problems.4.Environmental Systems-Effectiveness of Environmental System procedures and instructions,-Review of new and revised Environmental system procedures and instructions issued for the month and how they will be or have been implemented.-Summary of Environmental Incident statuss,-Summary of communications with external parties on environmental matters-Summary of internal and third-party Environmental audits and evaluations of compliance with legal and other requirements-Action required or taken to improve effectiveness or to eliminate problems.-Summary of environmental performance and the extent to which objectives and targets have been met.6.1.2Prepare InputsThe inputs for Quality System Review shall be summarised in the Quality Metrics Report (Form:SPP3211) by each Quality Officer / Supervisor / Manager for the sites they are responsible for, to document the effectiveness of the Quality system. A copy of the Quality Metrics Report (Form:SPP3211) shall be forwarded to the Quality System Coordinator at Head Office as per the required schedule. Each facility shall prepare summary reports for reporting to Head Office on the above items, in addition to financial reporting.The Quality System Coordinator shall also prepare the Quality Metrics Report (Form:SPP3211) for the Head Office and shall produce a summary report for Downer EDI Rail from data supplied by each site.The Workplace Monthly HSE Performance Summary (Form:SPP3212) and the Monthly Incident Report (Form:SPP3213) shall be used to document the effectiveness of the Safety & Environmental systems by each Safety & Environmental Coordinator for the sites they are responsible. A copy of the Workplace Monthly HSE Performance Summary (Form:SPP3212) and the Monthly Incident Report (Form:SPP3213) shall be forwarded to the Safety, Health and Environmental Advisor at Head Office by the third (3rd) working day of the next month for which the report was written.6.1.3Conducting MeetingFacility Managers shall conduct meetings as scheduled and review business performance, site Quality performance, Rail Safety and Environmental systems to evaluate the overall performance, effectiveness and suitability of these systems. Records of these meetings shall be kept.6.1.4Corrective ActionsDeficiencies identified during these reviews shall be documented and personnel responsible for corrective action shall be assigned to implement required improvements. The status of implementation shall be reported at the next reporting cycle.6.2Management Review at Head Office6.2.1Establish Schedule and AgendaThe CEO shall establish and issue an annual schedule for management review meetings and proposed meeting agenda. The agenda should (but is not limited to) include the review of the following items:Minutes of previous meeting,HSE Statistics and summariesQuality & quality metricsFinancial reportsInventoryNew businessCustomer survey (as applicable)Feedback on management system performance and improvement activities (as applicable)Business performance statistics and resultsThe following shall be included in the meeting agenda when required:-Review of Quality and HSE Policy Statements.The following shall also be added to the management meeting agenda as and when it is judged necessary by the Management Team.-Quality related issues arising from the Quality Metrics, Business Plans or customer feedback-Human Resources and any resource constraints6.2.2Prepare InputsExecutive Managers shall prepare monthly reports for the CEO as required in the reporting calendar issued each year. These reports shall be prepared in a standard format and shall contain budget and financial KPIs, comments on progress made against business objectives, comments on key business issues.The CEO shall prepare a monthly CEO report for submission to Downer EDI corporate. The CEO report shall be inclusive of financial performance, performance against business objectives and shall summarise key business issues and business outlook.The CFO and the Finance Department shall prepare Contract Review and Revenue / Loss Contribution Details and the Executive Leadership Team Management Report. The Executive Leadership Team Management Report shall contain:standard financial reportingdashboard and KPIsQA metricsHSE Statistics and summaries.The report shall be distributed by the Finance Department to the members of the Executive Leadership Team for preparation for the meeting.The General Manager Quality shall prepare a report on the status of the QA Metrics and report on issues related to the effectiveness of the Quality Management System. The report shall identify trends, improvements and any issues related to the implementation of the Quality Management System.The General Manager Safety & Environment Zero Harm shall submit summary reports on HSE, on issues related to the effectiveness of the Safety and Environmental Management Systems with a summary of key issues and achievements to targets for discussion in management meetings.6.2.3Conducting MeetingsManagement Meetings shall be held on a monthly basis, and shall be chaired by the Chief Executive Officer or delegate and attended by the Executive Leadership Team. The agenda for the management meeting shall be established and shall be included in the management meeting minutes. The minutes of the previous months meeting shall be issued to all participants in advance enabling them to prepare for the meeting. Actions to be taken shall be recorded in the minutes of meetings. The General Manager Quality shall follow up agreed actions related to the Quality Management System and the General Manager Safety & Environment Zero Harm shall follow-up agreed actions related to the Safety and Environmental Management System in conjunction with the applicable General Manager responsible for the Facility. Meeting minutes and an action list shall be produced for issues identified during the meeting.6.2.4Corrective ActionsNominated Managers shall ensure that the need for corrective actions is communicated and actions are implemented within their area of responsibility. The status of the implementation shall be reported at the next reporting cycle.6.3Management Review Integrated Management System6.3.1A detailed review of the performance of the Integrated Management System shall be conducted by the General Manager Quality and the General Manager Safety & Environment Zero Harm and their direct reports annually. These reviews may be conducted separately for Quality and HSE in which case representatives from each function should attend (eg. The General Manager Safety & Environment Zero Harm or nominated representative shall attend the Quality Review and the General Manager Quality or nominated representative shall attend the HSE Review).6.3.2The agenda items of these reviews shall include as a minimum:a)Management System Review QualityPrevious Management Review outcomes and Action Plan,Review of general operations current and future business conditions,Review Third Party Certification program,Suitability of Quality Metrics,Suitability and currency of policies (Quality),Suitability of and adequacy management system documentation (Manuals, SPPs, CWIs & forms),Continuous Improvement Initiatives,Review progress on Quality Objectives, KPIs and Metrics,Quality strategy, obj