Darwin Marine Supply Base HSEQ Quality Management Plan

Darwin Marine Supply Base HSEQ Quality Management Plan

REVISION SUMMARY Revision Date Comment Authorised 0 29.9.13 Initial input JC 1 12.1.15 General Review JC 2 3 4 5 6 7 8 9 Revision Log Revision No Details of Change 1 4.0, Quality Responsibilities, 3.0, Key Deliverables 6.0, Inspection and testing 7.0, Third Party Approval, 10.0 Quality Audits, 13.0 Compliance with Legal requirements, Appendix B HSEQ Policy, Appendix C MSB Organisational Chart 2 3 4 5 Darwin Marine Supply Base Quality Management Plan Rev 1- Page 2 of 17

Contents REVISION SUMMARY... 2 1. INTRODUCTION... 4 2. Training & Competence... 4 3. Key Deliverables... 5 4. Quality Responsibility... 5 5. Procedures... 6 6. Inspection Testing... 6 7. Third Party Contractor Approval... 6 8. Contractor Pre-Order Activities - Selected Quality Suppliers... 6 9. Document Control... 7 10. Quality Audits... 7 11. Change Control... 8 12. Non-conformance & Corrective Action... 8 13. Compliance with Legislative & Other Requirements... 8 14. Minimum Standard... 8 15. Material of goods Quality Assurances... 9 16. Review... 9 Appendix A Induction Policy... 10 Appendix B - HSEQ Policy... 11 Appendix C ASCO Australia Organisation Chart MSB... 12 Appendix D CARE Charter... 13 Appendix E - Evaluation of Compliance Review... 14 Appendix F - ASCO Group HSEQ Structure... 15 Appendix G AIMS Measuring... 16 Appendix H AIMS Review... 17 Darwin Marine Supply Base Quality Management Plan Rev 1- Page 3 of 17

1. INTRODUCTION ASCO Australia has successfully rolled out the ASCO integrated management system (AIMS) that is used for all ASCO operations world-wide the system was built around ISO9001 which ASCO Australia Achieved August 2012. It is proposed that the same AIMS framework will be utilised for the Marine Supply Base a fundamental part of the AIMS is compliance with all Health and Safety Requirements. The AIMS system uses risk-based quality management techniques to ensure compliance without the need for specific go/no go decision trees. The quality surveillance of AIMS is done through a series of meetings, KPI s, internal and external audits, and agreed corrective actions through the service improvement document (SID) process. Progress is monitored through the management meeting cycle. The whole management system is assessed and audited. ASCO Australia operate under the philosophy that Quality Management is an integral part of our business management structure, with the fundamental aim of providing a service that meets and exceeds customer requirements. ASCO Australia s commitment to Quality Management is laid down in the ASCO HSEQ Policy Statement which is the keystone of how ASCO and worldwide ASCO controlled operations conduct their operations. The framework to which ASCO Australia operates is the ASCO Integrated Management System (AIMS). This is comprised of 16 elements which make up the AIMS Business Management Manual. This AIMS Business Management Manual is the top level document for all ASCO Group companies and locations. It shall project a set of minimum standards, which provides ASCO Australia personnel with guidance in meeting the principles of good business management. The minimum standards laid down in the AIMS Manual are supported by documented operating procedures and work instructions, which define how processes and activities are managed and planned arrangements achieved. 2. Training & Competence The competence of all ASCO Australia staff is ascertained and measured through a number of processes, namely our business management system (AIMS) and through adherence to HR policies on Training and Development. In addition, the ASCO Australia Advance (appraisal) process, performance management system and skills / competency matrices are utilised. ASCO Arrival is the 13 Week Induction programme for all new employees within ASCO Australia. The Arrival process covers four areas they are, the site safety measures that is covered on arrival then the line manager, HSEQ and HR induction ASCO Australia training and regulatory training takes place as part of the induction process and as part of the ongoing training and development needs of both the individuals and the company. Updates are provided through management and safety meetings, LiveSafe Communications and safety campaigns. Updates are posted at all ASCO Australia sites and on the ASCO intranet. Selection of new employees includes a review of existing knowledge and experience, and an evaluation of training requirements for safe integration into ASCO Australia operations. This will include the checking of any training records or certificates the individuals might already possess. All employees are required to attend both company and site induction training. Furthermore at the recruitment stage, all employees are subject to a pre-employment medical which includes alcohol and drug screening. Darwin Marine Supply Base Quality Management Plan Rev 1- Page 4 of 17

3. Key Deliverables Key deliverables applicable to the Marine Supply Base have been identified, agreed by Stakeholders and have been implemented within Marine Supply Base operations. These key deliverables will be monitored. The objective will be to ensure Quality objectives to be reviewed regularly, with the aim of delivering the highest possible level of service within the Marine Supply Base. 4. Quality Responsibility Detailed job descriptions will be developed as part of the ASCO mobilization process. As a minimum, the Quality aspects of the roles will be as follows; Marine Supply Base Manager Provide high level commitment to achieving ISO 9001 accreditation Support development and operation of AIMS To allocate adequate resources for training requirements Participate in Management Review meetings HSSEQ Department Provide high level of commitment to achieving ISO 9001 accreditation Advise on related Quality issues Will ensure Management System requirements within the Marine Supply base are established, implemented and maintained in accordance with AIMS Report on the performance of AIMS to senior management for review and as a basis for improvement of both Management & Quality systems Report on the performance of the IMS to senior management and partners for review and as a basis for improvement of the management systems Monitor the progress of Quality Management Programs objectives & targets Coordinate monthly HSEQ statistics (collection, reporting and distribution) To manage the Service Improvement Document (SID) system Develop in conjunction an audit schedule and ensure it is adhered to General Manager Northern Australia Provide high level of commitment to achieving ISO 9001 accreditation To allocate adequate resources for the Quality Systems training requirements for MSB operations To allocate IT back support to the IMS as and when required Review and comment/critique audit results and recommendations for change converse with partners regarding any and all recommendations for change Marine Supply Base Supervisors Develop, lead, manage and monitor work activities associated with waste within the MSB. To advise ASCO Australia management team and partners of all relevant waste Management issues. Develop and maintain a waste management strategy suitable for the Marine Supply Base Review the data analysis in waste amounts, recycling and Changes to regulations to ensure appropriate procedures, work instructions are implemented. Darwin Marine Supply Base Quality Management Plan Rev 1- Page 5 of 17

ASCO Australia Internal Auditors Audit all aspects of AIMS following the designed ASCO audit program and plan, as per internal Audit schedule Provide high level of commitment to achieving ISO 9001 accreditation 5. Procedures ASCO Australia will utilize our existing proven procedures as well as develop Marine Supply Base or partner specific procedures relative to the work to ensure effective execution. When developing new procedures we will look to blend our existing best practices from other operations. 6. Inspection Testing The marine supply Base will utilise the onsite Maintenance matrix to ensure all plant and equipment associated with the facility is maintained as per facility operational manuals and agreements with Darwin Port Corporation. All maintenance and inspections will be logged and tracked utilising the DPC Maintenance expert system (MEX) as per AAMSBP048, all inspections out with this will utilise the onsite plant register as per AAMSB046 7. Third Party Contractor Approval Consultation has and will take place between ASCO Australia and Stakeholders in order to achieve an approved Third Party Contractor list for Marine Supply Base activates, this list will comply with ASCO Australia standards and approval process. The approved sub contractor list will be audited for performance and HSEQ as per audit schedule. And reports will be available to Stakeholders on request. Additional audits can take place as deemed necessary by ASCO Australia or stakeholders. 8. Contractor Pre-Order Activities - Selected Quality Suppliers The selection of vendors and third party contractors is based upon their ability to meet or exceed standards associated with Marine Supply Base Activates. ASCO Australia seeks mutually beneficial relationships with all Vendors and operates under the principles of free competition. Except where goods or services are required from original equipment manufacturers, (OEM s) quotations shall be obtained in accordance with ASCO Australia Invitation to Tender procedure. Each vendor is assessed on the basis of their scope of supply market competitiveness financial stability reputation within the industry classification/certification standards, HSEQ management system Past delivery performance after sales service Vendors failing to maintain the relevant standards shall be suspended from the vendor list and may be removed if appropriate remedial action is not taken. Darwin Marine Supply Base Quality Management Plan Rev 1- Page 6 of 17

The selection and management of ASCO Australia vendors and Third Party Contractors is carried out utilizing ASCO CARE process and include the following procedures: Supplier Evaluation and Selection procedure Invitation to tender procedure Subcontract Administration ASCO Australia adheres to the ASCO Contractor Assessment & Risk Evaluation (CARE) initiative, which we use to gauge the level of HSEQ management within our various contractors. Although we have always assessed our contractors or service providers, the CARE initiative builds upon that through five key stages. In the first instance, all contractors are required to complete a thorough questionnaire that looks at how HSEQ is managed within their organisation. Based upon the risk imported into ASCO Australia, the contractor is then likely to receive a CARE Audit, conducted by ASCO Australia HSEQ. The audit looks deeper into the management of health and safety within the company, and will also focus upon quality management specific to the work they do for ASCO Australia within the Marine Supply Base. The third key stage is the approval process. If the questionnaire and audit are satisfactory, the contractor will become CARE Approved, and will receive a certificate to substantiate this. If areas for improvement are identified during the first two stages, these will be fed back to the contractor management, who will then be given the opportunity to address these areas, and if required, guidance on how to address them. This is one of the areas which we believe makes CARE & ASCO Australia stand out from the crowd, in that we want to work with our contractors to achieve high standards in HSEQ management. The following stage relates largely to those service provides permanently based on an ASCO Australia facility the contractor induction. This will ensure that all contractor personnel have been introduced to ASCO Australia Marine Supply Base site rules, policies and procedures, and are fully aware of the high standards required. The final stage, once CARE Approval has been granted and work has commenced, are Review Meetings. These will take place between the contractor and key users of the service, with a view to address any service issues as promptly as possible. Guidance on Review meetings and problem resolution refer to ASCO Australia procedure SAPP003 contract management 9. Document Control All documents used for the execution of the Marine Supply Base will be controlled. Completed MSB related hard copy documents will be maintained in a secure and protected environment backed up electronically in line with best practice principals. Record retention details will be available to Stakeholders on request. 10. Quality Audits ASCO Australia view internal audits as a fundamental process within the philosophy of continual improvement, As such we operate an internal audit schedule which at present ensures that each business area including the Marine Supply Base is audited on an annual basis. Internal audits are performed by ASCO core Management and HSSEQ Department. The internal audit schedule is developed by taking into consideration the status and importance of areas to be audited. This method will take into account previous audit findings, incident frequency, service failure frequency etc. to determine which areas within the Marine Supply Base are priorities for audit. ASCO Australia adheres to the ASCO procedure in place in relation to internal audits, HSEQP002. Independent verification and certification will be welcomed as and when required by Stakeholders Darwin Marine Supply Base Quality Management Plan Rev 1- Page 7 of 17

11. Change Control ASCO Australia will utilize the Management of Change procedure for significant changes during Marine Supply Base operational period. The procedure includes guidance on identification of changes that needs to be managed followed by initial and formal review. This is followed by an approval stage, commissioning and implementation, and a 3-month follow up. 12. Non-conformance & Corrective Action The Service Improvement Document (SID) system is the foundation of the ASCO Australia process of addressing nonconforming product or service. Issues raised internally or externally, that has the potential to impact the Marine Supply Base operational activates or that has resulted in a service failure or a customer complaint is addressed through this system. Through the SID system issues are documented and recorded formally, and assigned to a relevant party for full investigation. Subsequently, corrective and preventive actions are implemented to eliminate reoccurrence. In addition, the ASCO HSEQ database is used to categorise the SIDs and this is used for trend analysis and subsequent sharing throughout ASCO companies worldwide. If it is the case that a Third Party Contractor is consistently failing to address SID related issues, then Third Party Contractor will be subject to notice, and a process through our CARE system will be initiated to replace non-performing Third Party Contractor. 13. Compliance with Legislative & Other Requirements ASCO Australia have a Register of Legal, Regulation and Other Requirements include appropriate codes and standards relevant to Marine Supply Base activities performed, and services provided In line with the ASCO procedure HSEQP040. The register lists the pertinent sections of the standard and also details what ASCO Australia is required to do to comply. ASCO Australia also has developed an Environmental Aspects Register in line with the ASCO Procedure HSEQP043; the register will identifies and control environmental impacts arising from marine Supply Base Activities. The ASCO Australia HSSEQ Department performs Evaluations of Compliance on a monthly basis, to ensure that the appropriate standards are being complied with all marine supply base activities. All relevant changes to legislation in regards activates will be made available to partners on request. 14. Minimum Standard The minimum standards laid down in the AIMS Manual are supported by documented operating procedures and work instructions, which define how processes and activities are managed and planned arrangements achieved. There are three levels of procedures with our Management System structure: Red Procedures - Red procedures are generally associated with Corporate Framework requirements and are mandatory procedures across all ASCO Group companies. Changes to these procedures require Executive level approval. Amber Procedures - Amber procedures generally reflect the way we conduct our operational activities. They are mandatory procedures within each ASCO Company or Business Unit. Changes to these procedures require Senior Manager Approval. Green Procedures - Green procedures are Work Instructions, Guidance Notes, etc, which do not require following line by line providing the overall objective or results are attained. Changes require Departmental Manager approval. Darwin Marine Supply Base Quality Management Plan Rev 1- Page 8 of 17

15. Material of goods Quality Assurances Requisitions or request for provisions of supply or service requirements for the Marine Supply Base a plan of action will be developed to assess all components to specific quality controls. ASCO Australia will also recommend alternative products or changes if we feel they may be of benefit to Marine Supply Base Operations. 16. Review The Marine Supply Base Quality Management Plan will be reviewed bi - annually; the plan may be reviewed sooner due to ASCO Australia or Stakeholders request or concerns. ASCO Australia Management and Stakeholders will be given the opportunity to input content during such reviews. All plans will be distributed in accordance with the ASCO Australia Document Control procedure and all updated version of the plans will be located within ASCO Australia AIMS Darwin Marine Supply Base Quality Management Plan Rev 1- Page 9 of 17

Appendix A Induction Policy Darwin Marine Supply Base Quality Management Plan Rev 1- Page 10 of 17

Appendix B - HSEQ Policy Darwin Marine Supply Base Quality Management Plan Rev 1- Page 11 of 17

Appendix C ASCO Australia Organisation Chart MSB ASCO Australasia CEO General Manager Northern Australia HSSEQ Department Marine Supply Base Manager MSB Supervisor MSB Coordinator MSB Finance Officer MSS Security Darwin Marine Supply Base Quality Management Plan Rev 1- Page 12 of 17

Appendix D CARE Charter Darwin Marine Supply Base Quality Management Plan Rev 1- Page 13 of 17

EVALUATION OF COMPLIANCE Appendix E - Evaluation of Compliance Review Area Evaluated :ASCO Australia Darwin NT Evaluation carried out by : John Cowan HSEQ Advisor 15.1.13 Evaluation Number: 004 Legislation/or Other Requirements : First Aid in the Workplace Code of practice (commencement 1.1.12) as part of the work health and safety (National uniform legislation) Act & regulations 2011 This Code of Practice on first aid in the workplace is an approved code of practice under section 274 of the above mentioned act & regulations ASCO Australia has the primary duty under the WHS Act to ensure, so far as is reasonably practicable, that all personnel operating within ASCO premises are not exposed to health and safety risks arising from operational or other activities. Key Elements Reviewed: First Aid in the Workplace to ensure set ASCO Australia standards are appropriate Definitions. First aid - the immediate treatment or care given to a person suffering from an injury or illness until more advanced care is provided or the person recovers First aider - a person who has successfully completed a nationally accredited training course or an equivalent level of training that has given them the Competencies required to conduct first aid. First aid equipment includes first aid kits and other equipment used to treat Injuries and illnesses. Minimum requirements as set out within the Code of practice: provide first aid equipment and ensure each worker at the workplace has access to the equipment ensure access to facilities for the administration of first aid ensure that an adequate number of workers are trained to administer first aid at the workplace or that workers have access to an adequate number of Other people who have been trained to administer first aid. Findings: Through the approach of risk management ASCO Australia has identified the risks for all operations and as such suitable and sufficient First Aid measures are in place for Australia operations. Utilising the risk management identification process, first aid boxes, locations, contents and trained personnel is appropriate for location. Supporting information: Consultation utilising the LiveSafe Conversation process and monthly health and safety meetings, all personnel are consulted on all first aid issues HSEQP015 Planned inspection all first aid boxes and locations are inspected monthly to ensure first aid locations and levels are appropriate AUSTP043 First Aid this procedure provides practical guidance for persons undertaking the duties of First Aiders, it provides information on first aid kits, facilities for First Aid and training requirements this procedure was written with guidance from the work health and safety act 2011 work health and safety regulations 2011 and first aid in the workplace code of practice 2011 Compliance against element achieved: Yes / No If No, SID number : Evaluator Print Name: Signed : Date: Accepted by: Print Name Signed : Date: Darwin Marine Supply Base Quality Management Plan Rev 1- Page 14 of 17

Appendix F - ASCO Group HSEQ Structure Darwin Marine Supply Base Quality Management Plan Rev 1- Page 15 of 17

Appendix G AIMS Measuring Darwin Marine Supply Base Quality Management Plan Rev 1- Page 16 of 17

Appendix H AIMS Review Darwin Marine Supply Base Quality Management Plan Rev 1- Page 17 of 17