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 9001-2008 (Quality), ISO 14001-2004 (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 email 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 23 1 Jan 2010 Page 1 Send Application Form back to State Branch with Payment for the choice required. 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 9001-2008 (Quality), ISO 14001-2004 (Environmental) and AS/NZ 4801-2001 (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. 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. CCF Application/Information pack GUIDE 3.1 Issue 23 1 Jan 2010 Page 2 Send Application Form back to State Branch with Payment for the choice required. 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. 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 CCF Application/Information pack GUIDE 3.1 Issue 23 1 Jan 2010 Page 3 Send Application Form back to State Branch with Payment for the choice required. 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. 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 email we are happy to respond in the same way. CCF Application/Information pack GUIDE 3.1 Issue 23 1 Jan 2010 Page 4 Send Application Form back to State Branch with Payment for the choice required. Some system users in the early stages of developing their systems prefer to forward an email attachment to us with a number of queries, again we are happy to respond to these via email. 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 Manager-Contractor Management Systems Program. CCF Application/Information pack GUIDE 3.1 Issue 23 1 Jan 2010 Page 5 Send Application Form back to State Branch with Payment for the choice required. CCF-IMS ORDER AND CERTIFICATION APPLICATION FORM For Certification to the CCF Civil Construction Management Code Company______________________________________________________ Address___________________________________________ _________ Telephone______________ Facsimile______________Mobile ____________ Company Representative ___________________ Email 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 23 1 Jan 2010 Page 6 Send Application Form back to State Branch with Payment for the choice required. 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 $ 385.00 initial Certification application fee) Civil Construction Management Code Document $ 140.00 Integrated Management System and Software $4,885.00 GST $ 540.00 SYSTEM TOTAL $5,950.00 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) $2,400.00 Non Member PURCHASE OF NEW INTEGRATED MANAGEMENT SYSTEM (CCF – IMS) Annual Licence Fee (Covers administration, basic updated information and $ 770.00 initial Certification application fee) Civil Construction Management Code Document $ 280.00 Integrated Management System and Software. $9,769.00 GST $ 1,081.00 SYSTEM TOTAL $11,900.00 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 $4,800.00 $436.36) PAYMENT ENCLOSED $________________________ CCF Application Form GUIDE 3.1 Issue 23 1 Jan. 2010. Page 7 Send Application Form back to State Branch with Payment for the choice required.