Business Manual: Management Responsibility

• JAPL is committed to providing value added services by responding to the needs and requirements of our clients in an innovative, efficient and cost effective manner.
• JAPL conforms to statutory/regulatory requirements and recognises community needs, environmental issues and safety requirements.
• all services offered by JAPL conform to AS/NZS/ISO 9001:2008 ‘Quality management systems - Requirements'.
• JAPL strives to ensure that:
  • Client requirements are achieved,
  • products and services are provided in the most cost effective manner, and
  • improvement opportunities are identified and implemented to increase Organisation profitability.
• JAPL encourages staff to identify aspects of the Business Management System that can be improved to ensure that JAPL continues to remain the preferred choice by our Clients.
• The JAPL Business Management System is designed to integrate the requirements of ISO 9001:2008, ISO 14001:2004 and AS/NZS 4801:2001, modified to suit the ACT Government’s Client needs.

• JAPL is committed to planning, carrying out and monitoring its operations in order to:
  • Comply with relevant EPA regulations, any local council development application consent conditions and any additional Client requirements relating to the environment;
  • Set environmental targets for each major project site in an Environmental Control Checklist;
  • Prevent pollution;
  • Minimise the emission of noise, dust and polluted discharge from its premises;
  • Ensure the effects of its activities do not spread outside the work perimeter;
  • Respond promptly to any emergency situation which could cause adverse environmental impacts; and
  • Support the principles of Ecologically Sustainable Development.
• Environmental compliance will be regularly reviewed. JAPL aims to prevent problems from occurring and promotes continuous improvement towards best practice in environmental management.
• Appropriate training and instruction are provided to ensure that project staff understand how to implement the Environmental Management Plan. Staff are encouraged to offer suggestions about how environmental protection measures can be improved. Such suggestions will be assessed by JAPL management and implemented as appropriate.
• JAPL is open about its environmental policy and has made it available on our web site to anyone.
• The JAPL Environmental Management System is designed to satisfy the requirements of ISO 14001 and can be augmented to suit individual Client needs.

• It is the policy of JAPL to provide safe working conditions and practices for all employees throughout its operations.
• This policy is to be achieved by the introduction and maintenance of an accident prevention programme which has as its aims:
  • Continuous example and direction by all levels of management to ensure that employees have no doubt as to the sincerity of the Organisation in its endeavour to eliminate accidents.
  • Elimination of unsafe working conditions and practices.
  • Employment of all practical measures to safeguard employees from injury by providing guidance on Manual Handling and Occupational Overuse Syndrome.
  • Provision of appropriate formal and informal training programmes.
  • Application of sound engineering practices in design, installation and maintenance of equipment.
  • Maintaining effective procedures for accident reporting and investigation.
  • Education of all employees in the use of established procedures and adherence to safety rules and regulations summarised in the Safety Handbook.
  • Continuous review of safety performance and auditing of the safety programme.
  • To meet or exceed those standards contained in relevant Statutes affecting the consulting industry.

• JAPL maintain current workers compensation insurance in both ACT and NSW. The management understands the company’s legal obligations and while the main focus is on injury prevention if an incident occurs to an employee which results in injury then an injury management plan including rehabilitation as necessary is put in place.
• Injury management is focused on interventions aimed at maintaining injured employees within the workplace or returning them to appropriate employment in a timely and cost-efficient manner. The management recognises that early intervention and a workplace focus on rehabilitation are effective in reducing the economic and human costs associated with work-related injury. Early identification, treatment and management of work-related injury or disease reduce the prospects of an injury or disease becoming a long-term worker's compensation claim. The system relies on early reporting of injury and a coordinated response from management involving all relevant parties.
• If an injury is reported to a supervisor they are required to report the incident to Simo Jaatinen [who manages/coordinates Workers Compensation] as soon as practical to get the system started.
• The essential principles of rehabilitation which are recognised by management are as follows:
  • Maintenance at work, or early and appropriate return to work, is in the best interests of all employees who have suffered a work-related injury or disease. This is the prime goal.
  • Commitment by all parties to the rehabilitation process is essential for successful outcomes.
  • Recognition that the workplace is usually the most effective place for rehabilitation to occur.
  • Rehabilitation should occur at the earliest possible time consistent with medical judgment.
  • Rehabilitation intervention should ensure that:
    • the dignity of employees is retained; and
    • employees participate actively in the process.
  • Consultation between the employer and employee (and their representatives —where appropriate) should occur at all stages of the rehabilitation process.
  • Employers will be informed of their legislative entitlements and requirements under the relevant workers’ compensation system.
  • Information will be treated confidentially, and with sensitivity, being used only for the purpose for which it was supplied.
• All relevant rehabilitation expenses are to be met by the agent responsible under appropriate legislation:
  • Return-to-work programs will aim to return the employee to work in either:
    • same job/same employer;
    • similar job/same employer, or
    • new job/same employer.
  • These are the first options to be considered when planning and implementing return to work programs. If these are inappropriate, or no position is available with the original employer, then the workers’ compensation authorities may seek to place the individual with a new employer
    • Work assigned through the rehabilitation process should be meaningful to the employee.
    • Graduated return to full time duties, permanent part-time work or reduced hours relative to pre-injury hours should be considered when planning and implementing return-to-work activities.
    • No injured employee should suffer financial disadvantage by participating in a return-to-work program.
    • Rehabilitation is most effective when linked to a workplace-based OHS program.
• This policy and program will be reviewed annually or if there is a significant change in the Workers Compensation legislation or requirements.

• JAPL values our people. We understand that it is only through their hard work that we will grow and remain successful.
• We are committed to providing a satisfying, secure and safe work environment that is free from any form of discrimination or harassment. We want our people to enjoy working for us.
• JAPL seeks to build a team of people capable of delivering high quality services in a Client-focussed manner. These people will understand that ensuring the success of the Organisation is the best way of securing their future employment. We are looking for people who are committed to the success of the Organisation.
• Where the Organisation is successful, we wish to share that success with the people who have helped us achieve it. JAPL rewards the outstanding performance of our people.

The Managing Director has the responsibility and authority to ensure that all of the Organisation's contractual and ethical commitments are met.

The Managing Director:

• Establishes and promulgates JAPL quality, safety and environmental policies, objectives and commitments to these throughout the organisation.
• Arranges for development, implementation and monitoring of Business Management System in accordance with the adopted standards;
• Ensures that Business Management System continues to conform to the adopted standards and applicable legislation;
• Appoints a Quality Manager (QM) with the authority and responsibility to maintain the Business Management System;
• Receives reports on performance of quality, environmental management and OHS&R systems and chairs management review meetings;
• Reviews and responds to requests for tenders;
• Inspects job site prior to commencement and verifies Project Management Plans or other task instructions as necessary;
• Inspects and accounts for Client provided equipment;
• Allocates Development, Integration, Maintenance and Certification tasks;
• Approves solutions and reviews progress of work;
• Approves all Organisation Operations Procedures and Project Management Plans;
• Identifies and actions training needs to ensure that staff are suitably qualified to perform defined processes;
• Liaises with Clients and reviews all contractual arrangements;
• Undertakes director duties with regard to financial accounts and annual returns and reviews general administration and accounting systems;
• Reviews major incident and accident reports with Health & Safety Officer to ensure that all actions have been taken to prevent recurrence.
• Where necessary, reports incidents and accidents to the appropriate authorities.

The Quality Manager reports to the MD and is responsible and has authority to carry out the following duties:

• Initiate corrective action to prevent product non-conformance,
• Identify and record product quality problems,
• Conduct problem investigations and/or provide solutions,
• Verify the effectiveness of such solutions,
• Control further processing, delivery or installation of non-conforming product until correction of the deficiency,
• Issue and maintain all controlled documents,
• Maintain Quality Records,
• Co-ordinate internal Audits,
• Ensure that Business Management System operates effectively,
• Report to Directors on all facets of the System,
• Ensure that all work injury and Workers Compensation reports are completed, received from project sites and then filled in the appropriate register;
• Ensure that details of accidents statistics are kept current and recorded;
• Arrange for Occupational Rehabilitation as required under the Act;
• Maintain the Organisation’s OHS&R register in a tidy and current condition;
• Arrange in conjunction with MD and Workers Compensation Insurance Organisation for occupational rehabilitation in accordance with the rehabilitation policy.
• Keep employee data base updated and accident statistics current and recorded.

Project Managers report to the MD and are responsible and authorised to:

• Prepare Project Management Plans (PMPs) and other task instructions;
• Ensure the project management system conforms to the PMP and the requirements of the relevant standards by day to day supervision of consulting personnel;
• Liaise with Clients, Client representatives and consulting personnel to ensure timely completion of tasks and integration of the system components.
• Resolve any issues of fault occurrences and halt integration until any relevant and significant problems are solved;
• Order materials and equipment for development, integration, maintenance and certification purposes;
• Review contract documentation and approve staged deliverables of software and documentation;
• Manage On-Site sub contractors and liaise with employees and suppliers to obtain feedback of the Organisation’s Business Management system;
• Review documentation such as site instructions, variances and additional information provided by the Client or agent and advise the Managing Director of impacts and actions taken;
• Implement Operations Procedures for control of non-conformances, corrective and preventive actions, including inspection and accounting for Client provided equipment, software and information,
• Assist with the formation and implementation of the Organisation’s environmental and OHS&R management plans and priorities and monitor sites to ensure that specific policies are fulfilled;
• Identify and action training needs to ensure that the supervised staff and subcontractors are suitably qualified to perform defined processes;
• Ensure all significant events are recorded in a site diary, or an equivalent log, and prepare, monitor and report on integration programs,
• Ensuring all required testing and inspection of equipment, software and documentation is performed;
• Ensuring installations are correctly commissioned;
• Carry out handovers to Clients;
• Supervise and assist consultants with the development and implementation of safe working procedures on site;
• Safety induction of any new employees on site and recording / filing of employee’s acknowledgment of induction.
• Assist the Safety Officer by monitoring the Organisation’s OHS&R system and making recommendations accordingly;
• Ensure that the necessary furniture/equipment/competent labour and materials are provided to enable work to be carried out safely; and
• Assume the responsibilities of the Managing Director when he/she is absent.

Consultants report to the Project Manager and are responsible and have authority to carry out the following duties:

• Day to day running of site activities.
• Ordering materials, hardware and software for analysis, development and integration.
• Reporting of all faulty materiel received.
• Halting installation until any relevant and significant problems are solved.
• Liaising with the Project Manager to ensure timely receipt and installation of components.
• Maintenance of test and inspection records.
• Maintenance of site diaries or equivalent logs.
• Liaise with Client and Client agents.
• Instruction of less-qualified personnel with regard to on-site OHS&R, Environmental Management and Quality System requirements, and other general instruction as necessary
• Ensure that any health and safety issues are rectified as soon as possible; and
• Ensure that any incidents or accidents that occur on site are reported to management.

• Know their responsibilities because organisational lines of communication are established and agreed;
• Know what is required of them when assigned a task;
• Know when to do that task in accordance with the agreed schedule;
• Know how to do that task, as a result of their training and experience;
• Have a duty to take all reasonably practical steps for their own health and safety and of others affected by their actions at work;
• Must comply with the safety procedures and directions agreed between management and employees with nominated or elected health and safety functions;
• Must not wilfully interfere with or misuse items or facilities provided in the interests of health safety and welfare of Organisation employees; and
• Must, in accordance with agreed Organisation procedures, report potential and actual hazards to their supervisor or their elected health and safety representatives.