1.

BACKGROUND AND INTRODUCTION

BRS Berenis S.r.l. is a manufacturer specialized in the production of cycling shorts inserts located in
Slavonski Brod, Croatia. Berenis makes an important selection of foams and fabrics to offer to its
customers the best possible combination at the required target price. Berenis is part of CyPad Group,
the multinational industrial group that encompasses CyTech - Elastic Interface, the renowned Italian
brand and leading producer of cycling pads, and Bikepad, which manufactures products made in
Mexico. CyTech - Elastic Interface is certified to the ISO ISO 9001:2015 and ISO 14001:2015
standards.

The effective management of business quality has always been a priority for Berenis in order to
manage the delivery of its products and services and safeguard its reputation in the marketplace.
However, there is still much to be gained by Berenis in continuing to introduce industry-standard
good practice processes.

Berenis has decided to adopt the ISO 9001:2015, ISO 14001:2015 and ISO 45001:2018 standards as
an effective way to put in place an Integrated Management System (IMS) to ensure that its objectives
remain current and its processes, policies and controls are continually improved. As part of this
exercise, it has decided to pursue full certification to ISO 9001:2015 and ISO 14001:2015 in order
that the effective adoption of quality best practice may be validated by an external third party.

The ISO 45001:2018 system will be developed and implemented, however the decision to obtain
certification will be determined at a later stage.

This document provides a plan for staged implementation of the IMS and all arrangements within the
system.

In order to structure the management of the organisations SHEQ concerns and legal requirements,
Berenis is committed to developing, implementing and maintaining an IMS. The IMS will integrate the
Berenis’ systems and processes into one framework. This will enable Berenis to manage and monitor
SHEQ matters as one unit. The purpose of the IMS is:
 The ability to consistently provide products and services that meet Client and applicable
statutory and regulatory requirements;
 Addressing risks and opportunities associated with its context and objectives;
 The ability to demonstrate conformity to specified IMS requirements.
DEVELOPING AND IMPLEMENTING AN IMS
The approach to IMS implementation set out below is based on the clauses within the ISO 14001 and
ISO 9001 standards, which are essentially parallel in structure, although there are differences in
focus.

The standards are based on a ‘plan-do-check-act’ methodology; this promotes continual improvement
of the IMS and ensures that it is credible, robust and reliable.

IMS PREPARATION PHASE

Developing, implementing and operating an integrated management system requires the involvement
and commitment of the organization’s leadership, the focus must adopt a process-based approach to
ensure the IMS is effective at meeting the needs of the business rather than simply addressing the
requirements of the standards.

It is proposed that a meeting be held to discuss potential SHEQ risks, any current management
practices or standards that are adopted at Group level, and whether these will be filtered down to
Berenis. Detailed discussions will ensure that agreements are made on the proposed plans and
timescales to ensure that certification is achieved before the end of 2023.

IMS PLANNING PHASE

An effective integration of existing management systems requires a planned and methodical
approach. The certification project will require the organization to commit to investing the necessary
resources to ensure success. A typical IMS certification project would include the following steps listed
below. Several of these steps could be condensed or eliminated based on the maturity and status of
the current management system(s).
 Establish Organizational Commitment to provide the resources and structure to establish,
implement and maintain the IMS
 Determine the Scope and Purpose of the IMS in order to determine the what operations /
locations will come under the discipline of the IMS and to formally document the objectives the
organization’s wishes to achieve as a result of the IMS implementation
 Conduct a gap assessment of the current systems clearly identifying (a) gaps (b) areas where
further action to achieve integration is required, (c) risks and opportunities of integration, and (d)
areas where current processes can leveraged to meet the requirements
 Develop IMS Project Plan – identifying actions required to address any gaps, and to identify
responsibilities, resources, timeframes etc. for a successful implementation. The plan will be used
to manage the project and to monitor and report on progress
 Establish the organization’s context to determine external and internal issues relevant to the
organization which can impact the intended outcomes of the IMS
 Establish / integrate / apply IMS planning methods process to take action on the identified risks
and opportunities and to identify the relevant compliance obligations
 Establish the IMS Policy to define the commitments of the organization
 Define the objectives, targets, and actions to achieve the objectives to support the commitments
of the IMS Policy
 Develop the required IMS documentation to operate the organization’s processes in an effective
and efficient manner. Utilize the environmental significant aspects, job hazards analysis and risk
assessments, compliance obligations and mandatory documented information to prioritize
document development
 Determine the required operational controls / monitoring and measurement resource identified
from the documentation activities
 Develop emergency preparedness plans / contingency plans from the information collected from
the IMS planning activities
 Conduct training needs analysis / review of competencies and develop the required training
plans / awareness sessions for the organization’s personnel at all levels
 Establish and implement a communication strategy for both internal and external interested
parties
 Establish and implement monitoring and measuring protocols to determine what needs to be
monitored and measured and define the methods used to ensure valid results
 Define and implement the internal audit program to objectively determine the current status of
the IMS
 Establish and implement incident, nonconformance and corrective action system to establish the
method for investigating and controlling incidents and nonconforming products, services, and
activities
 Conduct Management Review and continual improvement to evaluate the effectiveness of core
IMS processes
 Develop the IMS sustainment and improvement plan

IMS IMPLEMENTATION PHASE

The implementation phase of the IMS is an imperative stage of the process. The following steps will
be followed to ensure successful implementation of the IMS:

 Defining roles and responsibilities: Responsibility and authority for implementing and maintaining
specific aspects of the IMS will be defined. A review of the existing IMS structure will be
undertaken and any recommendations to Berenis will be made. IMS management system roles,
responsibilities and authorities will be defined at relevant functions and levels within the
organisation through system manuals, procedures and work instructions.
 Training delivery: Training is a key component of the implementation phase. It is envisaged that
a review of existing training will be undertaken and expanded. It is important to ensure that all
staff are aware of the IMS operations and how their roles interacts with the system and other
requirements. Training records will be maintained by Human Resources. Appropriate records will
be monitored and reviewed on a scheduled basis.
 Implementation of Operational Control Procedures: Operations and activities associated with
significant SHEQ aspects and hazards have been identified previously in the development of the
IMS. Berenis’ top management need to ensure that there are sufficient controls in place through
work procedures and practices to control these SHEQ issues. The operational control procedures
will be developed for each significant environmental aspect and health and safety hazard to
minimise EHS risk and ensure the system is maintained in accordance with the policy, the
objectives and targets, and legislation.

PHASE 3 – Control Design and Documentation

PHASE 4 – Implementation and Training

PHASE 5 – Performance Tracking

PHASE 6 – Internal Assessment and Management Review

. It details the timelines and steps that should be taken to efficiently devise and implement an
Integrated Management System that conforms and may be certified to ISO 14001:2015 and ISO
9001:2015 standards.