The Civil Contractors Federation Integrated Management System. Incorporating Quality, Occupational Health and Safety and Environmental Management

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1 The Civil Contractors Federation Integrated Management System Incorporating Quality, Occupational Health and Safety and Environmental Management Thank you for enquiring about CCF Management systems, our aim is to assist contractors develop and implement management systems to satisfy their business needs and the expectations of their clients. This information document provides an overview of the reasons why systems are needed in civil construction today, the content of the CCF-IMS and the steps needed to achieve systems certification. If at any time you would like more information on the management systems, or processes surrounding them, please do not hesitate to contact your local CCF Branch. As client groups nationally move to a more risk management approach to procurement of contractors services, the need for management systems such as the CCF-IMS and the certification of those systems against relevant Standards becomes an essential tool of business. It is now widely acknowledged that contractors wishing to compete in the civil construction field are significantly limited in their ability to gain client recognition of their capability if their management systems do not meet client and industry expectations. From another perspective, given the risks associated with operating a civil construction business, it makes good business sense to maintain and operate under appropriate systems to minimise the risk of breaching legislative, community and commercial obligations. The CCF aims to greatly assist contracting businesses develop appropriate systems across Health and Safety, Environmental and Quality Management by making the CCF-IMS available to contractors. It should be emphasised that the CCF has developed the CCF-IMS to generically comply with the requirements of the Civil Construction Management Code and/or the higher level Standards of ISO (Quality), ISO (Environmental) and AS/NZ 4801 (Occupational Health and Safety). By following the steps of this guide you will develop an understanding of the management system in relation to your particular business activities, and gain an understanding of how to successfully implement it within your business. The time it will take you to develop and implement the system will be defined by the time you have available to spend on the system. Naturally you may have queries along the way, CCF Staff are available by phone or to assist you in the process, so don t hesitate to contact us, and particularly the CCF staff member that provided you with this information. CCF Application/Information pack GUIDE 3.1 Issue 24 Aug 2010 Page 1

2 CCF-IMS Package Components The CCF-IMS Pack contains a number of different components, some hard copy and the remainder on CD provided with the system, the components are: 1. The Civil Construction Management Code (hard copy). 2. The user License Fee agreement (hard copy). 3. A list of CCF approved Conformity Assessment Bodies (hard copy). 4. The systems Registration form (hard copy) for return to CCF. 5. Your CCF-IMS system template and relevant software (on CD). Each of the forms will be explained to you by a CCF Staff member in detail if you choose to purchase the system, however we will provide a more detailed explanation of the components in the following sections. System Software Requirements The CCF-IMS is software based management system and as such has specific requirements in order to operate successfully. The IMs will require both MS Word 2003 (or later) and MS Access (2003 or later); it will operate successfully if you use MS Vista. For Apple users your system will require the Microsoft Word/Access Patch in order t operate. A particular issue to verify before attempting to load the system is whether your systems have Administrator Restrictions installed on them. Essentially this is a restriction to disallow any person other than your computer systems Administrator, loading unauthorised software. This facility is generally installed on larger server based systems. In order to load CCF-IMS this restriction would need to be de-activated, or the IMS loaded by the Administrator. The Civil Construction Management Code The Code is in effect a compilation and integration of the elements of International and Australian Standards for Quality, Occupational Health and Safety and Environmental Management. In addition, to make the Code more relevant to the Civil Construction Industry, CCF has written it using everyday language familiar to those working in the civil industry. The Code contains two types of text; the bold text defines the Code requirement for a particular process within your business, the italic text provides a level of explanation of the requirement. CCF-IMS is an integrated management system template that is structured to generically meet the requirements of the Civil Construction Management Code (the Code). It is the Management Code that you will be audited against in order to achieve what the industry refers to as CCF Certification. Alternatively your Integrated management system can be audited against ISO (Quality), ISO (Environmental) and AS/NZ (Occupational Health and Safety) provided you have structured your system accordingly. Please note it is your decision as to what level of certification you choose, if you have queries in this regard please contact your local CCF Branch Office. CCF Application/Information pack GUIDE 3.1 Issue 24 Aug 2010 Page 2

3 User License Agreement and Fees Because CCF has developed the system materials it retains ownership of the material and intellectual property. The system is provided to end users under a user license agreement in a similar way that commercial software products are provided. In maintaining the systems, CCF has an obligation to prepare and advise of updates to the systems relevant to the International and Australian Standards that the systems are based on. Hence we apply a modest annual license fee which enables us to monitor and provide amendments to the systems. If and when you have your system Certified, this license fee also covers all our costs in relation to maintaining the systems and documentation relating to your certification. Please note that the actual cost of the certification audit is not included in the license fee, this is charged separately by the Certifying Body you choose to conduct the audit. By entering into the user license, you commit to the terms of the licence and to pay the ongoing annual licence fee irrespective of the level to which you use the system. The annual License Fee may be paid in an initial block for two or five years. Understanding the System Components The CCF Master IMS documents that make up the system contain the following components: The Company Systems Manual is the first section of your system and contains an introduction to your business, your key policy statements for OH&S, Quality, Environmental and Sustainability management. The manual also contains reference to your business strategic directions by detailing your business objective targets, objectives and performance measurables. The roles and responsibilities of your staff are also detailed in this area. The Company System Procedures are a series of scripted documents that define the processes your business follows to operate successfully and deliver the works you undertake. At the same time they define how you manage the quality of the works, the health and safety and environmental issues on site and throughout the business. The Company Procedural Forms are a collection of forms and checklists that are required to verify that you are following your processes and/or meeting your key obligations for managing Quality, OH&S and the environment. The Company OH&S Documents are a significant selection of supporting OH&S guidance documentation for your business, some will be relevant to your operations some might not be relevant. The Company Environmental Documents are a significant selection of supporting Environmental guidance documentation, some will be relevant to your operations some might not be relevant. The Project System or Project Management Plan is a set of documents that refers to the way in which a particular project will operate; this plan is electronically generated from the master system. In many ways this Project Management Plan resembles the essential system requirements from the Master System however the contractor electronically adds or deletes guidance and evidential documentation as required to meet the needs of the particular project. This additional documentation may be added from the Master System or from other electronic files the contractor has retained from similar projects. The aim here is to minimise the redevelopment of new documentation, rather modify documentation already generated by the system or the contractor. CCF Application/Information pack GUIDE 3.1 Issue 24 Aug 2010 Page 3

4 Customising the Systems Documents CCF-IMS as we have advised earlier is a system template in that it is generically structured to meet the Civil Construction Management Code and the relevant Standards; that is, the template does not necessarily reflect the way you operate your business. From our experience, most contractors actually follow the same processes as we describe in the documents, hence you may not need to undertake too much customization. However, where you do need to modify the systems wording, this is simply done in the same way as you would amend any word format document, that is, the section of text is highlighted and replaced or amended, then saved. If you wish to add sections of information from your own processes then this is simply a copy and paste activity. Implementing the System Experience has shown us that the best way to implement any system into your business is to use a top down philosophy where everyone in the business from the owner/s down fully commits to working under the system. It is a very similar philosophy to what you operate in your business today in that you, the business owner has created the business culture by the way you do things and the way you manage the business, this culture is adopted by your staff as the way our business operates. Like all people, our staff likes to have a level of ownership of the system; the best way to encourage this is to seek input from staff on how they see the operational aspects of the system working. One method that works well is to ask selected staff to read and advise how they would change various aspects of the documentation. Naturally only have them involved in the aspects that are relevant to their duties. As you customise each section of the system, provide training in the process and implement it immediately. Follow this up with regular checks and encouragement to adopt the system and soon staff will adopt the concept that this is the way things are done. System Certification Systems Certification refers to an independent verification process that ensures your system is adapted to suit the business and fully meets the Civil Construction Management Code and /or the relevant International and Australian Standards for Health and Safety, Environment and Quality Management. Please note that it is your decision to identify which level of certification your system is audited and certified to. The independent verification is commonly referred to as a certification audit ; this is conducted by a formally accredited Certification Body that has verified it meets the requirements to be an independent certifier of management systems. These organizations maintain their Accreditation from Australia s Accrediting Authority; JAS-ANZ. The Audit is in effect conducted by an Auditor who similarly verified he/she meets stringent professional competencies and industry expertise requirements. These auditors attend your business and review your systems documentation, its historic implementation and then visit a sample of sites to verify that the system is actually in use on a working site. CCF Application/Information pack GUIDE 3.1 Issue 24 Aug 2010 Page 4

5 Assuming you pass these requirements you are issued a Certificate of Certification which lasts for 12 months in the case of certification to the Civil Construction Management Code, or three years in the case of the higher level standards. After the period of certification you have to be re-audited to maintain Certification. CCF provides a list of these organizations on purchase of the system. Support after Purchase CCF provides a range of support mechanisms in relation to the management systems to ensure your successful development and integration of them into your business. This support is available to you from your local CCF office where your systems query can generally be answered over the phone. If your query is of a complex nature then our Branch office may forward your query to our National Management Systems office which will respond directly to you. If you would prefer to forward your systems query by we are happy to respond in the same way. Some system users in the early stages of developing their systems prefer to forward an attachment to us with a number of queries, again we are happy to respond to these via . If you are or become a CCF Member, the full range of both complimentary and fee for service services is available to you in addition to the system support provided. If difficulties are encountered in loading the CCF-IMS or in its software operation, CCF will request its software support consultants to contact you and identify the issue. In most cases the issue can be identified and rectified with a phone call, in more complex cases the consultants may need to remotely access your computer systems to identify what the issue is. Where the consultants identify a problem with your systems that requires rectification before enabling the loading of the IMS, and you request their assistance to rectify these problems fees will apply, the consultants will provide you with a cost estimate before undertaking any action. What Happens Now Because you have already identified that you wish to do something about systems in your business, and you have had the opportunity to understand a little more about the CCF-IMS we suggest that you contact your local CCF office. The Member Services Officer will provide more details of the system and arrange, should you wish, a demonstration of the system at a mutually convenient time and location. Purchasing the System To purchase the CCF-IMS system template all you need to do is complete both the System Order form and sign the License Agreement and return with payment to your nearest CCF Office, our staff will arrange for the system to be delivered and they will also provide a short tutorial for installing and developing the system. If you wish, we can arrange for the system to be installed to your computer and a detailed tutorial to be provided, there will be a cost associated with this; the cost will be quoted by our staff member based on the time required and your location. Kind regards John Stewart National Systems Manager - Contractor Management Systems Program. CCF Application/Information pack GUIDE 3.1 Issue 24 Aug 2010 Page 5

6 CCF-IMS ORDER AND CERTIFICATION APPLICATION FORM For Certification to the CCF Civil Construction Management Code Company Address Telephone Facsimile Mobile Company Representative Address State/Territory Branch of CCF CCF Member YES/NO MEMBER NO... IMS NO.. SCOPE OF WORK CARRIED OUT (Choose and tick) E1 Earthworks U1 Underground Power Reticulation E2 Agricultural Earthworks U2 Telecommunication Reticulation E3 Dams and Tailing Dams U3 Trenchless or Directional Boring R1 Minor Road Reconstruction L1 Landscaping / Tree Management R2 Major Road Reconstruction L2 Retaining Walls R3 Subdivisional Road Works P1 Asphalt or Sealing R4 Freeway Construction KP1 Kerbing and Concrete Paving RM1 Road Maintenance KP2 Block and other Paving D1 Stormwater and Outfall Drainage PH1 Plant Hire W1 Water Reticulation and renewal M1 Mining S1 Sewer Reticulation and renewal Q1 Quarrying G1 Gas Reticulation W2 Waste Disposal PL1 Large Pipeline Construction DM1 Demolition B1 Bridge and Non Building Construction A1 Construction Authority or Client 01 Other... The Integrated Management System (IMS) is sold and provided under the conditions that CCF holds the copyright. The purchaser acknowledges that copies cannot be made and given to any person other than somebody within the company for the use of the purchasing company. Records of who purchases the IMS are kept on the database and checked prior to providing the certification certificate. The Company consents to having its name, contact details and certification status made available to supporting Stakeholder Groups for the purpose of management system evaluation. Please Note: The Company acknowledges and accepts that the CCF Integrated Management Systems are subject to an ongoing annual licence fee which is invoiced on the annual anniversary of purchase. Signed for the Purchasing Company To: Civil Contractors Federation Please charge my credit card below Bankcard Mastercard Visa Full Card Number Valid Until:./. Amount: $... Date:.. Name of Cardholder:.. Signature: CCF Application/Information pack GUIDE 3.1 Issue 24 Aug 2010 Page 6

7 CCF IMS Version 3 ORDER FORM CCF Member Pricing PURCHASE OF NEW INTEGRATED MANAGEMENT SYSTEM (CCF IMS) Annual Licence Fee (Covers administration, basic updated information and initial Certification application fee) $ Civil Construction Management Code Document $ Integrated Management System and Software $4, GST $ SYSTEM TOTAL $5, Optional Service IMS Install/Tutorial Fee Onsite Plus Travel As quoted by CCF Branch: $... Upgrade from former CCF- IMS to new CCF-IMS (includes GST of $218.18) $2, Non Member PURCHASE OF NEW INTEGRATED MANAGEMENT SYSTEM (CCF IMS) Annual Licence Fee (Covers administration, basic updated information and initial Certification application fee) $ Civil Construction Management Code Document $ Integrated Management System and Software. $9, GST $ 1, SYSTEM TOTAL $11, Optional Service IMS Install/Tutorial Fee Onsite Plus Travel As quoted by CCF Branch: $... Upgrade from former CCF- IMS to new CCF-IMS (Includes GST of $436.36) $4, PAYMENT ENCLOSED $ CCF Application Form GUIDE 3.1 Issue 24 Aug Page 7

8 CCF Software License Agreement Integrated Management System (IMS) PARTICULARS 1. Purchaser: Name:... ACN/ABN... Address: Contact person: Telephone:... Fax: License No.: Fee options: Option A: If the Purchaser is an existing CCF member: Upfront payment of 2 years license fees (with CCF members discount); or Or Option B: Upfront payment of 5 years license fees (with CCF members discount) If the Purchaser is purchasing CCF membership together with IMS: Upfront payment of 2 years license fees (with CCF members discount) and 2 years CCF member subscription fees; or Or Option C: Upfront payment of 5 years license fees (with CCF members discount) and 2 years CCF member subscription fees If the Purchaser is not a CCF member, and is not purchasing CCF membership with IMS: Upfront payment of 1 year s license fee 4. Upfront payment obligations: CCF-IMS Management System and Software package $... License fees (2 or 5 years, as elected above) $... CCF member subscription fees (2 years, as elected above) - New members only $... GST $... Total Payment: $ Ongoing Annual license fee payment obligations: License Fee: CCF members discount: $... p/a (or other amount specified by CCF from time to time) 50% discount on the license fee (or as otherwise specified by CCF from time to time) CCF Application/Information pack GUIDE 3.1 Issue 24 Aug 2010 Page 8

9 PLEASE READ THIS LICENSE CAREFULLY. IT IS AGREED: Your CCF-IMS documentation is uniquely registered to the entity specified as the purchaser ( You or Your ) at Item 1 of the Particulars on the first page ( Particulars )by the license number specified at Item 2 of the Particulars. By using the uniquely identified IMS documentation and software (referred to jointly as CCF-IMS Software ) supplied by Civil Contractors Federation ( Licensor ), you agree to be bound by the terms of this document ( License ). This License supersedes any other agreement be it verbal or written, by any person or agent of the Licensor. 1 License The Licensor grants to you a non-exclusive, non-transferable License to use the CCF-IMS Software in accordance with the terms of this License. The Licensor reserve all rights not expressly granted to you and retains ownership of the copyright and all other intellectual property rights in the CCF-IMS Software. 2 Use a) The CCF-IMS Software may only be loaded on workstations in your computer network, it is preferable to use IMS on only one workstation to avoid system duplication. b) You must not: i. Use or rely upon the CCF-IMS Software for any purpose or in any manner for which the CCF- IMS Software is not warranted; ii. Copy, reproduce, translate, adapt, vary, merge or modify or create any derivative work based on the CCF-IMS Software either in whole or in part; iii. Reverse engineer, de-compile, disassemble, reconfigure or otherwise attempt to discover the source code of the CCF-IMS Software; iv. Sell, market, network, transfer, lease, licence, rent, lend or otherwise dispose of or distribute the CCF-IMS Software, without the prior consent in writing of the Licensor; v. Use the CCF-IMS Software on a timesharing basis or to operate a service bureau facility for the benefit of third-parties; or vi. Incorporate the whole or any part of the CCF-IMS Software in any other program or system. 3 Maintenance of Software The Licensor is not required to enhance or upgrade or provide technical support for the CCF-IMS Software. 4 Risk Risk of loss or damage to the CCF-IMS Software, the media and any manuals shall pass to you upon delivery of the Software to you. CCF Application/Information pack GUIDE 3.1 Issue 24 Aug 2010 Page 9

10 5 Warranty a) Subject to clauses 7(a), the CCF-IMS Software is provided "as is" and without any representations by the Licensor or any of its authorized distributors regarding the use, performance or results of the use, of the Software. b) The Licensor warrants that the media on which the CCF-IMS Software is recorded is free from defects in manufacture for a period of 30 days from the date of delivery. During this period the Licensor will replace any defective media on which the Software was supplied and any CCF-IMS Software on that media, free of charge. c) While the Licensor has endeavoured to make sure that the CCF-IMS Software works, the Licensor does not guarantee that the CCF-IMS Software will work on all computer hardware platforms or configurations and makes no warranty that the CCF-IMS Software will be error free or that use will be uninterrupted. 6 Liability a) Where conditions, warranties or other rights for your benefit are implied in this License or otherwise conferred by the Trade Practices Act 1974 (Commonwealth of Australia) and it is not lawful to exclude them, then those conditions, warranties and other rights will (but only to the extent required by law) apply to this License. Other than as set out in this License, all implied conditions, warranties and rights are excluded from this License. b) The Licensor will not be liable to you or any other person for any indirect loss, damages, costs or expenses suffered by you or any other person relating to the performance, non-performance or any breach of this License or the supply of the CCF-IMS Software. c) You agree that the Licensor will not be liable, other than as expressly set out in this License, and that you will indemnify the Licensor in respect of any liability, loss, damage, costs or expenses which you may suffer or incur as a result of your use of the CCF-IMS Software (including any claims made against you by third parties). d) No liability for consequential damages. In no event shall CCF or its agents be liable for damages whatsoever, including, without limitation, damages for loss of business profits, business interruption, loss of business information or other pecuniary loss, arising from the use of or inability to use the CCF-IMS Software product, even if CCF has been advised of the possibility of such damages. e) The Licensor disclaims all liability for any corruption of data, errors in data, inability to access data, breach of privacy, downtime as a result of or arising from the use of any link between the CCF-IMS Software and any other CCF-IMS Software. f) The Help and FAQ s contained in this CCF-IMS Software are not a substitute for professional advice. The Licensor, its employees, agents, contractors and the authors disclaim any and all liability and responsibility to any person, whether a user of this Software or not, in respect of anything (including, without limitation, any error in or omission from this CCF-IMS Software) and of the consequences of any actions taken or omitted to be taken in reliance, whether wholly or partially, upon all or any part of the content, recommendations or help contained in this CCF-IMS Software. CCF Application/Information pack GUIDE 3.1 Issue 24 Aug 2010 Page 10

11 7 Termination a) For the purpose of this License, the following are terminating events: i. The breach or threatened breach by you of any of your material obligations under this License; ii. The merger with or the takeover of you by another person; iii. Any event described in this License as a terminating event b) The License may be terminated immediately by the Licensor on the happening of a terminating event at the option of the Licensor. c) If an event specified in Clauses 8(a)(i) to 8(a)(iii) occurs, you shall immediately inform the Licensor of the event. d) Any termination of the License shall not affect any accrued rights or liabilities of either party, nor shall it affect any provision of this License which is expressly or by implication intended to continue in force after such termination. 8 Term of License a) The term of this License is perpetual, provided that this License may be terminated by the Licensor if you are in breach of this License or as otherwise set out in this License. b) Clauses 3, 6 and 7 will survive the termination of this License. Termination of this License will not prejudice any right which the Licensor may have, or but for the termination may have had, against you for a breach of this License. c) Upon the termination of this License, you or your representative must delete the Software from your computer, destroy the Software, user's manual and related materials and any copies of them which you possess or return or dispose of them in the manner directed by the Licensor. 9 Enhancements a) Software enhancements and patches to the CCF-IMS Software product, issued during the term of this License, shall be subject to all the conditions of this License. 10 General a) This License is governed by the laws of the State of Victoria. b) This License contains the entire agreement between the Licensor and you in relation to its subject matter and supersedes any prior agreements and understandings, whether written or oral. c) The CCF-IMS Software is protected by Australian and International copyright. d) All references to $ in this License are references to Australian dollars. CCF Application/Information pack GUIDE 3.1 Issue 24 Aug 2010 Page 11

12 11 License Fee a. At the time of executing this License (or if specified by the Licensor, within 30 days of being provided with an invoice by the Licensor), you must pay to the Licensor the upfront fees specified in Item 4 of the Particulars. b. The Licensor will, at least 30 days prior to each anniversary of the date of this License (or at such other time as is specified by the Licensor), provide you with an invoice for the license fee (being the amount described at Item 5 of the Particulars) ( License Fee ), for the upcoming year. You must pay the License Fee on the terms specified in the invoice. If you are a CCF member at the time the invoice is issued, you will receive the CCF members discount (being the discount described at Item 5 of the Particulars) on the License Fees payable for that year. Signed on behalf of Purchaser Signed on behalf of Civil Contractors Federation Signature: Name: Position: Date: Signature: Name: Position: Date: CCF Application/Information pack GUIDE 3.1 Issue 24 Aug 2010 Page 12