Documentation & Implementation Plan for IMS

Sr.

Tasks

#
Stage 1.

Time
Frame

Responsibl
e Person

05 working days

My Self

02 working days

My Self

01 working days

Management

Requirements Gathering and GAP Analysis

Basic Understanding of Business ins & Outs
Review of existing management & operational
practices/procedures.
Review of organization structure and communication
channels (reporting hierarchies) procedure
Review of Existing Roles and Responsibilities along
with assigned authorities
Review of management, quality, HSE and other
policies defined by the management.
Review of Quality Management Controls/procedures
and Supporting Formats.

Development of GAP analysis report by

highlighting (As-Is and To-Be Model)
Approval of GAP Analysis.

STATUS

Stage 2 .Updating and Customization of existing documents

Development of Management System Committee
and assign their responsibilities and time frame.
Revision of Job descriptions and Organization chart.
Add Direct and indirect (matrix) reporting in
organization chart. In Job Description add authorities
as defined by management.
Distribution of JD and Organization chart to the
relevant persons.
Update IMS Common Procedures in consultation with
relevant officials.
1. Control of Documents& records
2. Management responsibility & Review
3. Managing Non Conformity in Operations
/Services &
4. Corrective Action & Preventive Action
5. Internal Audit
Upon completion of each procedure, formal approval will
be taken from Management.
Revise and update Formats associated with
procedure assign them accurate numbers

01 working day

Managment

03 weeks from
start of project

Management &
ISO committee

01 day

Team

03 days each
procedure

Management &
ISO committee
& Team

Total 15 days

05 days

Stag 3 .Intermediately Understanding & Awareness Session

Communicating the importance of IMS and enforcement
action in case of any negligence.
Quality & HSE Management System training for
employees and managers
Communication of Common applicable IMS procedures can
be called as HSE training for employees and managers as
per ISO and OHSAS.
Introduction of Integrated Management System to all
employees and managers

(01 day for each

batch)
03 days

Management
Staff
&

 How to follow the procedures and developed formats in

their routine job

Lower staff

Stage 4. Revision or Development of procedures related to Quality Management System

(Including associated Forms)
Develop or Update Quality Management Procedures in
consultation with relevant officials.
6. Design or Engineering
7. Project Planning
8. Project Execution or Management
9. Estimation & Budgeting
10.Administration and HR Management
11.Procurement & Purchasing
12.Project Quality Control & Management
1. Upon completion of each procedure, formal approval will
be taken from Management.
2. Revise and update Formats associated with procedure
assign them accurate numbers

10 days for each

procedure
100 working days
approx

Stage 5. Revision or Development of procedures related to HSE Management System (Including

associated Forms)
Develop or Update Quality Management Procedures in
consultation with relevant officials.
13.Hazard Identification & Risk Assessment
14.HSE Induction &Tool Box Training procedure
15.Controlling & Managing HSE at Site
16.Project HSE Plan
17.Permit to work(Hot work ,Confined Space
,Excavation)
18.Waste Management Plan
19.Transport Management Plan
20.Monitoring & measurement
21.Incident Investigation
22.
3. Upon completion of each procedure, formal approval will
be taken from Management.
Revise and update Formats associated with
procedure assign them accurate numbers

05 days for each

procedure
100 working days
approx

Stage 6. Common Implementation and Maintenance of Records

1. Detailed Awareness &One on One Sessions with

concern Team.

Generalized understanding & Interpretation training for all

employees about procedures and complete system
Conduct One on One meeting with relevant manager and
staff

2. Maintaining System & Record

3

Recording all the formats required by approved

procedures
Recording Customer feedback
Evaluating Suppliers & Sub contractor performance
Setting QHSE objective & Review the status
Highlighting and Recording NCRs and perform Root cause
analysis. Take Correction and Corrective action
Performance Appraisal of Employees
Reviewing & Updating Risk Assessment if any changes
occurs to operations
Workers representative safety committee minutes of
meeting
Recording to PTWs at Site
Recording of Near Missed Reports and Incidents
Recording No of Man Hours Worked and HSE statistics

3. Controlling Documents & Records

numbering scheme follow-up on all the formats
Master list of formats, Document Distribution List, Control of
external origin documents, Incoming and outgoing fax logs
Procedure ,Records identification
traceability and retention time

according

to

scheme,

Procedure for storing and preserving the records.

IT backup plan ,Physical storage of files ,retrieval procedure of
records

4. Training & Development

Training need assessment for all

Training Matrix & Plan
Maintaining All types of training records at Site as
well as at office.

5. Meetings
6

Safety Meetings(Monthly)
Management Meetings(Monthly)
Management Review Meeting ( Bi Annually)

6. Operation
7

Site visits
HSE inspection and safety tours
Monitoring the waste management
Monitoring the pollution(noise, air, dust and land)
Reporting the top management

7. Conducting Internal Audit

8

Internal Audit

8. Taking Actions
9

Corrective and Preventive Actions

9. Continual Improvement

Corrective and Preventive action

Analysis of data
Management review results
Updated government requirements