Engsol Ohsms Manual 02

OHS-MS Manual Version 00
ENGINEERING SOLUTION LIMITED
OHS MANAGEMENT SYSTEM MANUAL

[ ISO 45001]
ESL-MAN-01
P.O. Box 25349 Kampala, Uganda

Tel: +256 200 301800
www.engsol.co.ug
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AMENDMENTSTABLE
This OHS-MS manual is reviewed to ensure its continued relevance. The table below includes
any amendments made to it.
Page No. Changes Revision Date
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TABLE OF CONTENTS
AMENDMENTSTABLE ............................................................................................................................................... I
ABBREVIATIONS& DEFINITIONS .......................................................................................................................IV
1.0 INTRODUCTION .................................................................................................................................................... 1
ABOUT ENGINEERING SOLUTIONS UGANDA LIMITED ................................................................................ 1
1.1 VALUES AND BEHAVIOURS ........................................................................................................................... 1
1.1.1 RESPECT: ............................................................................................................................................................. 1
1.1.2 PROFESSIONALISM .......................................................................................................................................... 1
THROUGH HONESTY, FLEXIBILITY, DISCIPLINE, SAFETY COMMITMENT, RESPONSIBILITY AND
ACCOUNTABILITY..................................................................................................................................................... 1
1.1.3 REWARD............................................................................................................................................................... 1
1.1.4 PRODUCTS AND SERVICES ............................................................................................................................ 1
2.0 THE MANAGEMENT SYSTEM ........................................................................................................................ 2
2.1 PURPOSE .............................................................................................................................................................. 2
2.2 AMENDMENTS.................................................................................................................................................... 2
3.0 EXCLUSIONS, OUTSOURCED PROCESSES & LEGAL REQUIREMENTS ............................................ 3
3.1 EXCLUSIONS ....................................................................................................................................................... 3
3.2 OUTSOURCED PROCESSES ............................................................................................................................ 3
3.3 LEGAL REQUIREMENTS ................................................................................................................................. 3
4.0 CONTEXT OF THE ORGANIZATION ............................................................................................................ 4
4.1 THE INTERNAL AND EXTERNAL ISSUES ................................................................................................... 4
4.2 THE NEEDS AND EXPECTATIONS OF INTERESTED PARTIES ............................................................. 4
4.2 SCOPE OF THE OSHMS .................................................................................................................................... 4
4.3 OH&S MANAGEMENT SYSTEM AND ITS PROCESSES............................................................................ 4
5.0 LEADERSHIP ....................................................................................................................................................... 5
5.1 GENERAL ............................................................................................................................................................. 5
5.1.1 TOP MANAGEMENT ......................................................................................................................................... 5
6.0 HSE POLICY ........................................................................................................................................................ 6
6.1 HEALTH, SAFETY AND ENVIRONMENT POLICY .................................................................................... 6
6.2 ORGANIZATIONAL ROLES, RESPONSIBILITIES AND AUTHORITIES ............................................... 7
6.3 MANAGEMENT REPRESENTATIVE ............................................................................................................. 7
7.0 PLANNING ........................................................................................................................................................... 9
7.1 ACTIONS TO ADDRESS RISKS AND OPPORTUNITIES ............................................................................ 9
7.2 GENERAL ............................................................................................................................................................. 9
7.3 HAZARD IDENTIFICATION .......................................................................................................................... 10
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7.4 RISKS AND OPPORTUNITIES ....................................................................................................................... 11

7.5 OH&S OBJECTIVES AND PLANS TO ACHIEVE THEM .......................................................................... 11
7.6 GENERAL OBJECTIVES ................................................................................................................................. 12
7.7 PLANNING OF CHANGES .............................................................................................................................. 12
8.0 SUPPORT ............................................................................................................................................................ 13
8.1 RESOURCES ...................................................................................................................................................... 13
8.2 COMPETENCE ..................................................................................................................................................... 13
8.3 AWARENESS AND TRAINING ....................................................................................................................... 14
8.4 COMMUNICATION, PARTICIPATION AND CONSULTATION ............................................................. 14
8.5 DOCUMENTED INFORMATION ................................................................................................................... 15
9.0 OPERATION....................................................................................................................................................... 15
9.1 OPERATIONAL PLANNING AND CONTROL ............................................................................................ 15
9.2 ELIMINATING HAZARDS AND REDUCING OH&S RISKS .................................................................... 16
9.3 MANAGEMENT OF CHANGE ....................................................................................................................... 16
9.4 PROCUREMENT ............................................................................................................................................... 16
9.4.1 GENERAL ........................................................................................................................................................... 16
9.4.2 EMERGENCY PREPAREDNESS AND RESPONSE............................................................................ 17
9.0 PERFORMANCE AND EVALUATION .......................................................................................................... 18
9.1 MONITORING, MEASUREMENT, ANALYSIS AND EVALUATION ...................................................... 18
9.1.1 GENERAL .................................................................................................................................................. 18
9.1.2 CUSTOMER SATISFACTION ................................................................................................................ 18
9.2 INTERNAL AUDIT ............................................................................................................................................ 19
9.3 MANAGEMENT REVIEW ............................................................................................................................... 19
9.3.1 GENERAL .................................................................................................................................................. 19
9.3.2. INPUTS ....................................................................................................................................................... 19
9.3.3. OUTPUTS ........................................................................................................................................................... 20
10. IMPROVEMENTS ............................................................................................................................................. 21
10.1. GENERAL .................................................................................................................................................. 21
10.2. INCIDENT, NON-CONFORMITY & CORRECTIVE ACTION ......................................................... 22
10.3. IMPROVEMENT ....................................................................................................................................... 23
10.4 CONCLUSION .................................................................................................................................................... 23
ORGANISATION STRUCTURE .............................................................................................................................. 25
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ABBREVIATIONS& DEFINITIONS
CAR Corrective Action Request

MD Managing Director
HIRA Hazard Identification and Risk Assessment
HR Human Resource
OSH-MS Occupational Safety and Health Management System
ISO International Organization for Standardization

MR Management Representative
OHSAS Occupational Health and Safety Assurance Series
PAR Preventive Action Request
HSE Health, Safety, Environment
ESL Engineering Solutions
ENGSOL Engineering Solutions Limited
Continual Improvement Recurring activity to increase the ability to fulfil requirements
Corrective Action Action taken to eliminate the cause of the existing non conformity,
defect or other undesired situation, to prevent recurrence.
Customer satisfaction A feeling of appreciation and fulfilment derived from buying products
and/or utilizing the services offered by Engineering Solutions
Hazard Source/ situation or act with a potential for harm in terms of human
injury or ill health or combination of these.
Health (occupational) Health is a state of complete physical, mental and social wellbeing
and not merely the absence of disease or infirmity. (WHO, 1984).
Occupational health is the promotion and maintenance of the highest
degree of physical, mental and social well-being of workers
Management A person appointed in writing to perform the responsibilities listed in
representative the management system
Non-conformance Non-fulfilment of a requirement
Preventive action Action taken to eliminate the cause of a potential non conformity,
defect or other undesirable situations
Processes The various steps taken by staff that lead to the provision of products
and services
Record Generated stating achieved or evidence of activities performed
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Standards Refer to ISO45001:2018
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1.0 INTRODUCTION
About Engineering Solutions Uganda Limited

Engineering Solutions Ltd (ENGSOL) Incorporated in 2001 has grown and developed from
project management and engineering consultancy business into most reliable supplier of
agricultural equipment in the Uganda market.
Engsol success and popularity is based on a cohesive unified highly skilled, committed and
happy team whose vision is to transform the quality of life of every farmer in Uganda by
increasing their overall production and yields to generate higher, sustainable household
incomes. The importance of mechanization of agricultural sector is to make farming
enjoyable, expand the possibilities for the farmer and reduce the hard labour work. This is all
based on our value and behaviours.
1.1 VALUES and BEHAVIOURS
1.1.1 Respect:
Through Unity in diversity, encouragement trust, team work and fairness
1.1.2 Professionalism
Through Honesty, flexibility, discipline, safety commitment, responsibility and

accountability.
1.1.3 Reward
Through achievement, customer and job satisfaction, fun challenge, development.

innovation, learning, being extra ordinary
1.1.4 Products and Services

 Design & fabrication e.g. of steel storage tanks, tractor trailers, water bowsers, Trailer
modifications and other metal fabrication
 Tractor Parts Warehouse and Parts Sales
 Tractor and Faming implement sales
 Tractor and Faming equipment Service and repairs.
 Milking Machine sales and services
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2.0 THE MANAGEMENT SYSTEM

2.1 Purpose
This manual ISO 45001 Occupational Health into Health, Safety, Environment
Management System (OHS-MS) and demonstrates how Engineering Solutions complies
with these standards.
The OHS-MS is documented and maintained by Engineering Solutions to ensure that its
requirements are consistently met. This manual describes the OHS-MS and its interactions,
including the responsibilities of persons responsible for performing at different functions
within the Company. The manual also provides reference to all activities comprising the
OHS-MS to ensure compliance to the requirements of the mentioned standards.
In an effort to meet all the requirements of these standards, the company:
 Has documented policies, processes and procedures, to ensure effective planning,

operation, monitoring and control
 Has defined the roles, authorities and responsibilities required for all functions
 Ensures that control, monitoring, measurement and analysis of all processes is done in
order to implement actions necessary to achieve planned results and programs for the
continual improvement of these processes.
 Continuously provides information, instruction, training and supervision to staff in order to
improve their competence, awareness and skills with regard to OHS.
2.2 Amendments
The Management Representative (MR) is responsible for all revisions and additions being
recorded.
Changes can be suggested by any employee but must approved by the MR before being
entered into the manual.
All changes to the manual shall be recorded in the Amendments Table.
The manual is not to be distributed in its controlled form to any other locations but may be
issued in uncontrolled form to any location.
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3.0 EXCLUSIONS, OUTSOURCED PROCESSES & LEGAL REQUIREMENTS
This manual describes Engineering Solutions OHS-MS and is to be used alongside other
company manuals and standard operating procedures e.g. operations, finance&
procurement, human resources, etc.
3.1 Exclusions
All clauses of the standards have been included due to their applicability to the scope of
the OHS-MS; none has been excluded.
3.2 Outsourced processes

 Cleaning services
 Security services.
 Waste Handling Services
 Catering Services
3.3 Legal requirements

The regulations and standards that govern the industry have been determined and are
recorded and evaluated in the Register of Legal & Other Requirements. The MR will
ensure that this register is updated, maintained and reviewed regularly. Information such as
listed below will be collected, maintained and reviewed:
 Statutory and regulatory requirements of the industry
 National and local legislation concerning labour relations, quality, health and safety
 Treaties, guidelines and other related items of national and local government and other
entities.
 International treaties concerning labour, quality, health and safety, environment
 Occupational Health, safety guidelines and best practices of the industry (e.g. the ISO
OHSAS 45001,).
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4.0 CONTEXT OF THE ORGANIZATION

4.1 The Internal and External Issues
Engineering Solutions Uganda Limited has determined the internal and external issues that
are relevant to its activities and strategic direction and that affect its ability to achieve the
intended result(s) of its OHSMS.
These have been laid down in the Context of the Organization Procedure for the
organisation and for supporting functions on the basis of legal, technological, competitive
market, cultural, social and economic environments, whether international, national, as
well as from company values, culture, knowledge and performance of the organization etc.
These internal and external factors are reviewed quarterly and discussed during
management meetings.
4.2 The Needs and Expectations of Interested Parties
All Engineering Solutions interested parties have been identified and documented in the
Context of the Organization Procedure, the purpose of which is to continuously monitor
the effect or potential effect that they may have on the Company’s ability to meet its
objectives. The key interested parties are:
 Employer and employees

 Clients, suppliers& subcontractors
 Regulatory authorities (e.g. National Environment Management Authority [NEMA],
Local & City authorities etc.)
 Communities
 Visitors etc.
4.2 Scope of the OSHMS
‘The provision of project management, engineering design, fabrication construction

services’
4.3 OH&S Management System and Its Processes

Engineering Solutions has established, documented, implemented, maintained and
continually improves its management system in accordance with the requirements of the
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ISO standards. The interaction of its processes has been determined which is illustrated in
Annex 1.
5.0 LEADERSHIP
5.1 General
5.1.1 Top Management

Top management of Engineering Solutions has demonstrated leadership and commitment
with respect to the OSHMS by;
 Ensuring overall responsibility and accountability for preventing work related injuries and
ill health as well as provision of safe and healthy work place and activities
 Establishing OH&S policy and OH&S objectives that are compatible with the context and
strategic direction of the organization.
 Promoting the use of the process approach and risk-based thinking at functional levels.
 Providing resources needed for the OSHMS.
 Communicating the importance of effective system management and of conforming to the

OSHMS.
 Promoting participation, consultation, coordination of employees and improvement

through recognition of worker efforts
 Supporting other relevant management roles to demonstrate their leadership as it applies to

their areas of responsibility
 Ensuring and promoting continual improvement
 Supporting other relevant management roles to demonstrate their leadership as it applies to

their areas of responsibility;
 Developing, leading and promoting a culture in the organization that supports the intended
outcomes of the OH&S management system;
 Protecting workers from reprisals when reporting incidents, hazards, risks and
opportunities;
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 Ensuring the organization establishes and implements a process(es) for consultation and
participation of workers (see 5.4);
 Supporting the establishment and functioning of health and safety committees,
6.0 HSE Policy
6.1 HEALTH, SAFETY AND ENVIRONMENT POLICY
Engineering Solutions (U) Limited is committed to provide our customers with quality
services and ensuring as far as is reasonably practicable, the health, safety of all our
employees and all persons likely to be affected by our operations, including our clients,
subcontractors and our stakeholders.
Our Environment Health and Safety Policy objectives are: -

 To protect and promote health and safety of our employees and all persons likely to
be affected by our operations through prevention of accidents and ill health in line
with the international standards (BS ISO 45001);
 To provide a framework for setting the OH&S objectives for the management
system;
 Commitment to fulfill legal requirements and other requirements;
 To eliminate hazards and reduce OH&S risks as a commitment towards compliance
to the OH&S management System.
 To ensure the training of all our employees in matters regarding their work safety;
make them aware of their responsibilities in performing their tasks and
implementing this policy;
 Commitment to consultation and participation of workers in activities related to
compliance with the OH&S management system and provide full support to the
safety representatives;
 Acquire and use equipment compliant with the standards and regulations in force;
 Communicate the results achieved, the implementation of planned activities, the
achievement of objectives and remain attentive to all personnel;
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 Ensuring that the policies of our Contractors are consistent with the principles and
aims of this policy;
 The policy shall be reviewed periodically and ensure continual improvement of the Health
and Safety of all the stakeholders.
Engineering Solutions (U) Limited undertakes to share its EHS related concerns with its
suppliers and sub-contractors and help them to comply with the requirements of this
policy and to meet customers’ needs.
Engineering Solutions (U) Limited will undertake to ensure that its implementation is
monitored and controlled by a dedicated team, and we will take all the necessary measures
to achieve our objectives and communicate the policy together with its performance to all
employees, clients, government and interested or affected parties.
6.2 Organizational roles, responsibilities and authorities
Engineering Solutions respects the individual contribution of each member of the team.
The Managing Director spearheads the organization and has ensured that each individual’s
responsibilities and authorities are defined and communicated.
Management ensures that all staff is aware of their responsibilities, their level of authority
and their interrelations with other members of staff and that all of these are clearly defined
and communicated within the organization.
The company’s organisation structure shows the relationship between the respective
functions.
The employees’ targets, responsibilities and authorities are defined by management by

means of a written job description.
See the Organisation Structure in the Annex of this document.
6.3 Management Representative

Engineering Solutions has established, implemented and maintained a process(es) for
consultation and participation of workers at all applicable levels and functions, and, where
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they exist, workers’ representatives, in the development, planning, implementation,

performance evaluation and actions for improvement of the OH&S management system.
Engineering Solution has;
 Provided mechanisms, time, training and resources necessary for consultation and
participation;
 Provided timely access to clear, understandable and relevant information about the OH&S
management system;
 Determined and removed obstacles or barriers to participation and minimize those that
cannot be removed;
 Emphasized the consultation of non-managerial workers on the following:
1) Determining the needs and expectations of interested parties (see 4.2);
2) Establishing the OH&S policy (see 5.2);
3) Assigning organizational roles, responsibilities and authorities, as applicable (see 5.3);
4) Determining how to fulfil legal requirements and other requirements (see 6.1.3);
5) Establishing OH&S objectives and planning to achieve them (see 6.2);
6) Determining applicable controls for outsourcing, procurement and contractors (see

8.1.4);
7) Determining what needs to be monitored, measured and evaluated (see 9.1);
8) Planning, establishing, implementing and maintaining an audit programme(s) (see

9.2.2);
9) Ensuring continual improvement (see 10.3);
 Emphasize the participation of non-managerial workers in the following:
1) Determining the mechanisms for their consultation and participation;
2) Identifying hazards and assessing risks and opportunities (see 6.1.1 and 6.1.2);
3) Determining actions to eliminate hazards and reduce OH&S risks (see 6.1.4);
4) Determining competence requirements, training needs, training and evaluating training

(see 7.2);
5) Determining what needs to be communicated and how this will be done (see 7.4);
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6) Determining control measures and their effective implementation and use (see 8.1,
7) Investigating incidents and nonconformities and determining corrective actions (see

10.2).
7.0 PLANNING
7.1 Actions to address risks and opportunities

7.2 General
Engineering Solutions has consider the issues referred to in 4.1 (context), the requirements
referred to in 4.2 (interested parties) and 4.3 (the scope of its OH&S management system)
and determine the risks and opportunities that need to be addressed to:
a) Give assurance that the OH&S management system can achieve its intended
outcome(s);
b) Prevent, or reduce, undesired effects;
c) Achieve continual improvement.
In determining the risks and opportunities for the OH&S management system and its
intended outcomes that need to be addressed, Engineering Solutions has taken into
account:
 Hazards (see 6.1.2.1);

 OH&S risks and other risks (see 6.1.2.2);
 OH&S opportunities and other opportunities (see 6.1.2.3);
 Legal requirements and other requirements (see 6.1.3).
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As a planning process (es), Engineering Solutions has determined and assessed the risks
and opportunities that are relevant to the intended outcomes of the OH&S management
system associated with changes in the organization, its processes or the OH&S
management system.
In the case of planned changes, permanent or temporary, this assessment shall be

undertaken before the change is implemented
(see 8.1.3).
Engineering Solution shall maintain documented information on:
 Risks and opportunities;

 The process(es) and actions needed to determine and address its risks and opportunities
(see 6.1.2to 6.1.4) to the extent necessary to have confidence that they are carried out
as planned.
7.3 Hazard identification

Hazards are identified periodically among all the functions and take into account:
 routine and non-routine activities
 the activities of contractors and visitors
 the health, security and safety requirements, the physical environment, applicable legal
requirements among others
 changes in activities, legal obligations, equipment/infrastructure
 Activities conducted outside and in the vicinity of the workplace.
The outcomes of these assessments enable the identification of controls in order to prevent
harm to staff, visitors, contractors, customers, the public and other interested parties.
See Hazard Identification& Risk Assessment Procedure
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7.4 Risks and opportunities
Processes, including support processes for the delivery of project management,

engineering design, fabrication & construction have been established and are managed by
the various functions.
At each functional level, general risks and opportunities related to, environmental aspects
and elements of occupational health and safetyare identified in order to:
 Give assurance that the OH&S-MS can achieve its intended result(s)
 Enhance desirable effects
 Prevent, or reduce, undesired effects and
 Achieve improvement.
Controls are established to mitigate risks whereas plans to enhance opportunities are
implemented and evaluated to determine the effectiveness of these actions.
OH&S risk controls include administrative and or engineering controls e.g.
•Eliminate
•Reduce
•Isolate
•Control
•Substitute
•Personal Protective Equipment
Risks and opportunities have been documentedin aRisk Register and

Opportunities Registerrespectively and are reviewed quarterly.
Risk identification is a continuous process and at Engineering Solutions a hazard

analysis& risk assessment (HIRA)is conducted and monitored quarterly.
7.5 OH&S Objectives and Plans to Achieve Them
Engineering Solutions has established objectives, targets & programs at all functional
levels. These objectives are consistent with the OHS-MS policy, are S.M.A.R.T and in line
with the applicable requirements. They aim atmonitoring the performance of the OHS-MS
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with regard to Occupational health and safety. Objectives are documented and
communicated to staff.
In order to ensure that the objectives are achieved, action plansarein place, persons
responsible are defined, time lines are determined.
In order to determine whether targets are being me, objectives are monitored quarterly
although the performance status may also be presented at regular management meetings.
7.6 General objectives

Below is a general broadindication of objectives however the specific objectives (actual
targets) are described in the Engineering Solutions Objectives. REF
Objectives are also designed keeping in mind the Company’s mission aspects i.e.
Professionalism Innovation
Cost
Timeliness
effectiveness
Quality
service
7.7 Planning of Changes
Upon the realization of changes in the activities and processes of Engineering Solutions,
management will consider:
a. Purpose: Identify the purpose of the change and its potential consequences. Risk-based
thinking will be applied including the presence of resultant/potential opportunities.
b. Resources required: Identify the resources required to put the plan into effect, and assign
those resources. Where additional human and or material resources are required, the
procurement process will take effect
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c. Carry out the plan: Put the plan into place using the resources identified.
d. Monitoring/evaluation: ensure effectiveness of the implementation and also consider the

residual effects, risks, opportunities.
All changes to the management system are recorded in the Change Management Log.
See Change Management Procedure
8.0 SUPPORT
8.1 Resources
Engineering Solutions has determined and provided the resources needed to implement and
maintain the QHSE-MS and continually improve its effectiveness. These include:
 Human resources: skilled staff and consultants
 Facilities: infrastructure and work environment
 Information systems
 Financial resources
 Vehicles, tools and equipment
 Relevant statutory, regulatory and contractual requirements.
8.2 Competence
Engineering Solutions employs adequate staff, having relevant competences. Engineering

Solutions has developed a Competence Matrix to define the competencies required of each
role on basis of education, experience, skills and training. This also serves as input into
training requirements as it aids in identification of training needs but above all has guided
in the selection of personnel that are effective for daily operational and administrative
activities.
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Their performance is evaluated annually to ensure that the necessary key performance
areas have been achieved.
8.3 Awareness and training
Members of staff will continuously receive information, instruction, training and

supervision required for a wholesome quality of service, continual improvement and
compliance with regard to occupational health and safety. Activities to promote awareness
will include team meetings, trainings, educational material, OHS-MS program reviews etc.
Other actions will also be considered such as, changing processes, improving procedures,
recruiting fully trained and competent people.
Engineering Solutions will maintain records of education, training, skills and experience.
As a minimum, training records include:
 Copies of certificates or formal qualifications
 Registers of internal training
The management of Engineering Solutions has ensured that the staff is aware of the OHS
policy, OHS-MS objectives, how the staff is expected to contribute to the effectiveness of
the OHS-MS and the implications of not conforming to the management system
requirements.
8.4 Communication, Participation and Consultation

Internal communication of OH&S includes among others email, verbal instructions,
memos, open door policy to the management team, results of internal audits, complaints,
meetings, corrective and preventive action, toolbox talks etc. The structure of the
organization allows for effective communication vertically and horizontally across the
organization.
All line management functions play a vital role in ensuring the tracking and monitoring of
OHS within their business functions. Their responsibility lies with ensuring:
 The achievement of OH&S objectives
 The identification of hazards and elimination/control of risks
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 The closure or rectification of all non-conformity, corrective and preventive action that is
registered
 The reporting of workplace injuries and accidents.
8.5 Documented information
A Documented Information Procedure of the OHS-MS which describes the procedure for
creating, reviewing, updating and storing documented information (policies, procedures,
processes and records has been created and is maintained and protected.
See the Documented Information Procedure
Policies
Manuals
Procedures
Forms &
templates
External information relevant to the planning and operation of the OHS-MS is also maintained.
9.0 OPERATION
9.1 Operational Planning and Control

Engineering Solutions has established and implemented documented plans and procedures
that describe the processes and the controls required for the provision of services in
awareness to the objectives, the potential for planned or unintended change, and the risks
and opportunities identified in the company risk register. During this planning phase,
management or other responsible personnel identify the following parameters:
a) Establishing criteria for the processes;
b) Implementing control of the processes in accordance with the criteria;
c) Maintaining and retaining documented information to the extent necessary to have

confidence that the processes have been carried out as planned;
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d) Adapting work to workers.
The output of planning activity includes resources, schedules, process, requirements and
procedures.
9.2 Eliminating hazards and reducing OH&S risks

Engineering Solutions maintains a process for the elimination of hazards and reduction of
OH&S risks using the following hierarchy of controls:
a) Eliminate the hazard;
b) Substitute with less hazardous processes, operations, materials or equipment;
c) Use engineering controls and reorganization of work;
d) Use administrative controls, including training;
e) Use adequate personal protective equipment.
9.3 Management of change

Engineering Solutions has established a process for the implementation and control of
planned temporary and permanent changes that impact OH&S performance, including:
a) New products, services and processes, or changes to existing products, services and
processes, including: workplace locations and surroundings; work organization; working
conditions; equipment; work force;
b) Changes to legal requirements and other requirements;
c) Changes in knowledge or information about hazards and OH&S risks;
d) Development in knowledge and technology.
The organization reviews the consequences of unintended changes, taking action to

mitigate any adverse effects, as necessary.
9.4 Procurement
9.4.1 General
Engineering Solutions has documented its procurement process in the procurement manual
in which it defines the responsibilities of its procurements and relationships with
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contractors and handling outsourcing. Engineering Solutions ensures that these processes
conform to the OH&S management system.
9.4.2 Emergency preparedness and response
To plan and control emergency situations, Engineering Solutions has established, and
documented implements an “Emergency Preparedness and Response” procedure
(ref)which shows the different plans in place to respond to hazardous emergency situations
this takes into account the needs of relevant interested parties, e.g. emergency services and
neighbors. This are tested biannually to check how effective they are and records
maintained.
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9.0 PERFORMANCE AND EVALUATION
9.1 Monitoring, measurement, analysis and evaluation
9.1.1 General
To effectively monitor, measure, analyse and evaluate the performance of the company
and its quality management system, Engineer Solutions has put in place effective systems
that ensure that the requirements of the standard are met.
The following has been established and documented information as evidence maintained:
 Aspects of work to be monitored and measured -REF
 Methods for monitoring, measurement, analysis and evaluation -REF
 Schedule for monitoring and measurement -REF
 Schedule for analysis of results from monitoring and measurement
Engineering Solutions evaluates the performance and effectiveness of the OH&S

management system as well as compliance of various issues through execution of internal
and external audits, customer surveys, management reviews, staff appraisals and project
meetings.
Engineering Solutions maintains a process for performance monitoring and evaluation.
9.1.2 Customer satisfaction

Engineering Solutions takes Customer satisfaction as a very critical aspect in its
operations. Engineering Solutions monitors the perception of customers in regard to
fulfillment of their needs and expectations through execution of customer surveys.
Customer surveys are executed by sending out customer feedback questionnaires to clients,
contractors.
The questionnaire design considers the various aspects of expected project deliverables
that are reviewed by the management team on monthly basis. Results are then used in
strategizing for continual improvement of products and services.
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9.2 Internal Audit
Engineering Solutions biannually conducted internal audits to check the effectiveness of its
OSH management system and service delivery for compliance and continual improvement.
The company has established procedure for internal audit.
9.3 Management review

9.3.1 General
To ensure the continuing suitability, adequacy and effectiveness of our integrated
management system in meeting our organization’s strategies, Top management conducts
formal management review meetings twice year. It also analyzes components of the
management review at regular meetings.
9.3.2. Inputs
Management Review inputs include but not be limited to:
 The status of actions from previous management reviews;

 Changes in external and internal issues that are relevant to the OHSMS including legal.
 Information on the performance and effectiveness of the OHSMS including trends in:
a) Customer satisfaction and feedback from relevant interested parties;
b) The extent to which OHSMS objectives have been met;
c) Process performance and conformity of products and services;
d) Nonconformities and corrective actions:
e) Monitoring and measurement results;
f) Audit results;
g) The performance of external providers;

 The adequacy of resources:
 The effectiveness of actions taken to address risks and opportunities
 Opportunities for improvement.
 Results of audits, and evaluations of compliance with applicable legal requirements and
with other requirements to which the organization subscribes
 The results of participation and consultation
19
 Status of incident investigations, corrective actions and preventive actions

 Recommendations for improvement as well as relevant communication(s) from external
interested parties,
9.3.3. Outputs
The primary outputs of management review meetings are management actions that are
taken to make changes or improvements to our integrated management system. During
management review meetings, top management will identify appropriate actions to be
taken regarding the following issues:
 Improvement of the effectiveness of the integrated management system and its processes;
 Improvement of product related to customer requirements;
 Opportunities and risks;
 Resource needs.
The primary outputs of management review meetings are the actions necessary to make
changes or improvements to our integrated management system and the provision of
resources needed to implement these actions. Responsibilities for required actions are
assigned to members of the management review team. Any decisions made during the
meeting, assigned actions and their due dates are recorded in the management review
minutes.
20
10. IMPROVEMENTS
10.1. General
In order to determine and select opportunities for improvement or to implement any
necessary actions to meet the requirements of customers and relevant interested parties, or
to enhance customer satisfaction, Engineering Solutions drives improvement via the
analysis of relevant data. The data inputs for the improvement process include:
I. Risk and opportunity evaluations:
2. Assessment of the changing needs and expectations of interested parties;
3. The conformity of existing products and services;
4. The effectiveness of our OHSMS;
5. Supplier performance;
6. Levels of customer satisfaction, including complaints and feedback;
7. Internal and external audit results;
8. Corrective action and non-conformance rates;
Engineering Solutions also ensures that opportunities for improvement from daily
feedback on operational performance are evaluated by the MR which are typically
implemented through the corrective action system. Opportunities for improvement from
analysis of longer-term data and trends are evaluated and implemented through the
management review process and are prioritized with respect to their relevance for
achieving our quality objectives.
21
The overall effectiveness of continual improvement program (including corrective actions

taken as well as the overall progress towards achieving corporate level improvement
objectives) is assessed through our management review process.
10.2. Incident, Non-conformity & Corrective Action
Evidence of non-conformance, customer dissatisfaction or service weakness is used to

drive our continual improvement system. Since problems may already exist, they will
require immediate correction and possible additional action aimed at eliminating or
reducing the likelihood of its recurrence.
Management with responsibility and authority for implementing corrective action are
notified promptly of product or process non-conformities. Investigating and eliminating
the root cause of these failures is a critical part of our continual improvement process.
Engineering Solutions takes action to eliminate the cause of non-conformities in order to

prevent their recurrence. Corrective actions are appropriate to the effects of the non-
conformities encountered. The documented Corrective Action Procedure defines the
requirements for:
I. Reviewing non-conformities, including customer complaints;
2. Determining the causes of product non-conformities and process deficiencies;
3. Evaluating the need for action to ensure that non-conformities do not recur;
4. Determining and implementing action needed;
5. Recording and reviewing the results of actions taken.
Follow-up audits are conducted in accordance with the internal audit process to ensure that
effective corrective action is taken and that the action is appropriate to the impact and
nature of the problem encountered. In addition, the management representative
summarizes and analyses corrective action data to identify’ trends in order to assess the
overall effectiveness of the corrective action system and to develop related
recommendations for improvement.
The resulting corrective actions are reviewed for effectiveness and are reported to Top
management in order to determine if changes to the OHSMS are required, or whether any
new risks or opportunities need to be considered during planning. Documented information
22
concerning the nature of any non-conformances and their resulting corrective actions is
retained.
The corrective actions are considered effective if the specific problem was corrected and
data indicates that the same or similar problems have not recurred. Results of data analysis
and subsequent recommendations are presented to top management for review.
10.3. Improvement
Engineering Solutions continually improves the effectiveness of its integrated management

system through the effective application of the corporate policies, objectives, auditing and
data analysis, corrective and preventive actions and management reviews.
The continual improvement process begins with the establishment of our corporate policies
and objectives for improvement, based on objectives contained in our business plan and
customer targets and goals. Customer satisfaction, internal audit data, process and product
performance data, and the cost of poor quality or risk control are then compared against
objectives or KPIs to identify additional opportunities for improvement.
The overall effectiveness of continual improvement program, including corrective actions

taken, as well as the overall progress towards achieving corporate level improvement
objectives, are assessed through our management review process.
10.4 CONCLUSION
This integrated manual summaries the content of the ISO 4500 1:2018 standard and
describes the scope of the Engineering Solutions in relation to the standard requirements.
Therefore strict adherence top to the guideline herein by all the staff of Engineering
Solutions will achieve a great milestone towards compliance with these standards.
23
24
ORGANISATION STRUCTURE
MANAGING Costing
DIRECTORS Engineer/QHSE
ADMINISTRATIO
PRODUCTION FINANCE AFTER SALES
N
Human Resource Production Chief Finance After Sales

Manager Manager Officer Manager
Store Keeper Receptionist Accountant Parts Supervisor Service Supervisor
Procurement Parts Admin

QC Inspector -
Office Attendant Mechanical
Officer
Warehouse Drivers and

Cooks & Cleaners Supervisor Mechanics
25

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OHS-MS Manual Version 00

ENGINEERING SOLUTION LIMITED

OHS MANAGEMENT SYSTEM MANUAL

P.O. Box 25349 Kampala, Uganda

Page No. Changes Revision Date

7.4 RISKS AND OPPORTUNITIES ....................................................................................................................... 11

CAR Corrective Action Request

ISO International Organization for Standardization

Standards Refer to ISO45001:2018

About Engineering Solutions Uganda Limited

1.1 VALUES and BEHAVIOURS

Through Unity in diversity, encouragement trust, team work and fairness

Through Honesty, flexibility, discipline, safety commitment, responsibility and

Through achievement, customer and job satisfaction, fun challenge, development.

1.1.4 Products and Services

2.0 THE MANAGEMENT SYSTEM

In an effort to meet all the requirements of these standards, the company:

 Has documented policies, processes and procedures, to ensure effective planning,

All changes to the manual shall be recorded in the Amendments Table.

3.0 EXCLUSIONS, OUTSOURCED PROCESSES & LEGAL REQUIREMENTS

3.2 Outsourced processes

 Waste Handling Services

3.3 Legal requirements

 Statutory and regulatory requirements of the industry

 International treaties concerning labour, quality, health and safety, environment

4.0 CONTEXT OF THE ORGANIZATION

4.2 The Needs and Expectations of Interested Parties

 Employer and employees

4.2 Scope of the OSHMS

‘The provision of project management, engineering design, fabrication construction

4.3 OH&S Management System and Its Processes

5.1.1 Top Management

 Providing resources needed for the OSHMS.

 Communicating the importance of effective system management and of conforming to the

 Promoting participation, consultation, coordination of employees and improvement

 Supporting other relevant management roles to demonstrate their leadership as it applies to

 Ensuring and promoting continual improvement

 Supporting other relevant management roles to demonstrate their leadership as it applies to

 Supporting the establishment and functioning of health and safety committees,

6.0 HSE Policy

6.1 HEALTH, SAFETY AND ENVIRONMENT POLICY

Our Environment Health and Safety Policy objectives are: -

6.2 Organizational roles, responsibilities and authorities

The employees’ targets, responsibilities and authorities are defined by management by

See the Organisation Structure in the Annex of this document.

6.3 Management Representative

they exist, workers’ representatives, in the development, planning, implementation,

Engineering Solution has;

1) Determining the needs and expectations of interested parties (see 4.2);

2) Establishing the OH&S policy (see 5.2);

3) Assigning organizational roles, responsibilities and authorities, as applicable (see 5.3);

5) Establishing OH&S objectives and planning to achieve them (see 6.2);

6) Determining applicable controls for outsourcing, procurement and contractors (see

7) Determining what needs to be monitored, measured and evaluated (see 9.1);

8) Planning, establishing, implementing and maintaining an audit programme(s) (see

9) Ensuring continual improvement (see 10.3);

 Emphasize the participation of non-managerial workers in the following:

1) Determining the mechanisms for their consultation and participation;