David Brown Quality Manager

David Brown Quality Manager. Company Systems and Procedures.

[Audio] Folder/Sub folder/File management on your laptop Make it sensible, preferably obvious, and be consistent. Create a folder called Contract Specific. Within this create a subfolder for each Contract you work on. <4 digit Contract No/Contract name> Mirror the subfolder structure in E-C-M Within Q-S-E-T create subfolders: eg Within Method Statements and Risk Assessments create a subfolder for each set containing MS, RA and synchronise the file name/number. Within Quality, create sub folders: Quality Planning > Inspection & Test Plans Quality Records > One sub folder for each area of evidence you gather eg Earthworks, Reinforced Concrete, Drainage, Surfacing, Ducting Design drawings may be stored in Design or in Documentation depending upon where design responsibility lies. On (D&B) projects since the design is our repsonsiblilty then the Drawings will likely be saved in Design folder. On traditional contracts where the designer is appointed by the Client, the design drawings will be provided to us as part of the Contract Documentation and therefore will be saved under Documentation. Regardless, on your laptop, I suggest that organise the files between Current drawings and Superseded drawings. Connection to the Internet Sites use Starlink or 4G for internet connection with generally 3 WiFi networks around the offices. RJM WAP for Company Laptops R-J-M Client for Client computers R-J-M Guest for other guests’ machines and all Mobile phones including R-J-M Phones. File naming convention To ensure files can be found its important files on your machine and/or on our shared spaces are named in accordance with the following naming convention. >Contract number>File Title>Version status. eg 2209 MS 041 Erection of New Road Signs Ver 02 2209 Construction Phase Health & Safety Plan Ver09 Microsoft Office apps – Word/Excel Where we have Templates save these blank documents to your PC as a Template ie dotx or xltx. Then when you have a new file to produce File>New and choose from the list of Templates you’ve created. ECM – Enterprise Content Management A shared database where all company information is stored. Whilst viewing it through Enterprise Connect/Windows Explorer it looks very like Windows explorer, it not. In the background, it’s a database so behaved differently. It can be accessed through Enterprise Connect [in Windows Explorer] or your web browser Enterprise Connect\RJ McLeod ECM\RJ McLeod http://ecm.rjmcleod.co.uk/otcs/cs.exe?func=llworkspace Guidance found by searching for “ECM User notes” – a 6 page document. There’s an official E-C-M User Guide but at plus 40 pages long, I don’t recommend it. My Workspace Add or ‘make’ shortcuts for the Contract folder on each project you’re assigned to Favourites Add commonly used items to your favourites. eg Training records, Plant certificates, Templates folders Do not rename folders added to your Favourites. There is a plan to move to a combination of A-C-C and Sharepoint, but E-C-M is the place most information is shared for now. Training in A-C-C and Sharepoint/Teams will take place prior to the change being made and moving to the new way of working. Sharepoint/Onedrive OneDrive: Stores personal files, drafts and acts as a backup for files on your computer. SharePoint: Acts as the backbone for team document libraries and collaboration. Microsoft Teams: Uses SharePoint for team file storage and OneDrive for personal file sharing in chats. How they integrate: Files shared in Teams channels are stored in SharePoint. Files shared in Teams chats are stored in OneDrive. Both integrate seamlessly with Office apps for co authoring and version control. Be aware the impact AutoSave to Onedrive can have on file management. Specifically, if you open an existing file with a view to creating a new document based on the original one, you must save as a new filename before making any changes. Onedrive already offers us scope for sharing files and folders. Its fairly intuitive to use. Click the Share.

[Audio] Accuracy of information used in preparation of our cost reports is key to the smooth running of Contracts and vital to the financial success of each project and the wider company. It’s therefore essential that site staff ensure that information is provided in a timely manner to the relevant staff at Head/North office every week. Refer to the memo published annually for details on Costing periods. Plant returns Prepared weekly and submitted not later than the following Monday. Include all plant on hire, arrived this week or off hired this week. Where no off hire note is provided, it’s a good idea to confirm the off hire status with the relevant plant hire company. They may respond with an off hire number. Fwd this to Costing. Some plant hirers issue off hire numbers. Highlight new items or those going off hire Include rates where known Days/hrs/part weeks Timesheets Plant timesheets, checked and signed by the GF/Agent Agency labour timesheets checked and signed by the GF/Agent Material delivery notes Send everything, or at least copies of everything. Must be legible and not missing information Check they include the relevant order number. Where materials are delivered directly from the manufacturer, ensure the order number (adding manually if necessary) is included on the delivery notes. Local orders Materials only up to £500 exc VAT. Do Not use two L-Orders if it goes just over. Include Quantities, units, rates (Not total PRICES). L orders can no longer be used for small plant hire. Orders cannot be added to once submitted to Costing Material H-Orders Include Quantities, units, rates, Totals. Relevant Quotations, Cost codes. If not all materials on the quotations are to be taken up, mark up the quotation accordingly. Send Q-D-1-0-2 to Costing department to obtain an O/N. Ensure Order numbers are obtained prior to confirming the order and materials being delivered. Plant H-Orders Include Quantities, units, rates. Expected on/off hire dates Delivery notes & Invoicing Ensure suppliers know to quote order numbers on Invoices & delivery notes. If suppliers submit invoices to you, ensure the order number is shown on the paperwork before submission to Costing. Wages Complete the spreadsheet and submit to Yvonne Percival at Head office. by 12 Noon on Friday in the North by 10am on Monday in the South Applications for tax free subsistence must be submitted for all personnel new to the contract Applications for leave must be submitted before leave is taken. Vehicles All movement of hired/RJM vehicles whether it be on/off hires, moved to another site, change of driver, courtesy vehicle issued, must be notified to Costing Dept. Cost forecasting The QS will prepare the McL98 Subcontract costs with the support of the Agent/PM. The Monthly Cost forecast will be prepared monthly by the Agent/PM and QS and submitted to for inclusion in the McL15 Monthly Forecast..

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[Audio] Almost all our sites use plant and is key to the efficient running of the contract that plant is managed properly and in compliance with legislation, company procedures and expectations. Plant returns Prepared weekly and submitted not later than the following Monday. include all plant on hire, arrived this week or off hired this week. Where no off hire note is provided, it’s a good idea to confirm the off hire status with the relevant plant hire company. They may respond with an off hire number. fwd this to Costing. Some plant hirers issue off hire numbers – fwd this to Costing.. Highlight new items or those going off hire on your plant return Include rates where known on the return Provide detail on Part weeks/days/hrs Timesheets Plant timesheets, checked and signed by the GF/Agent and submitted to Costing on a weekly basis. Plant Orders Send Q-D-1-0-2 to Plant yard department to obtain an O/N, cc Costing. Include expected on/off hire dates. Include units, rates. You may have to consider overtime but will depend on project requirements. Ensure Order numbers are obtained prior to confirming the order and plant being delivered. L orders can no longer be used for small plant hire. Vehicles All movement of hired/RJM vehicles whether it be on/off hires, moved to another site, change of driver, courtesy vehicle issued, must be notified to Costing Dept. Regular Inspection of vehicles must take place weekly, be recorded on McLS031.1 and retained on site. Inspection and Certification Company procedures require an initial inspection for all large plant such as Excavators, Dumptrucks, Telehandlers and Cranes. This initial inspection includes obtaining sight of the Report of Thorough Examination (or Certificate of Newness for machines <12 months old) and is to be recorded on McLS031.2. You must record the RoTE date of expiry on the form. Faults noted on this must be closed out and recorded when fixed on the form. Thereafter regular daily inspections are to take place and be recorded on McLS031. Retain all this documentation in a folder with a section for each item of plant. The regular daily inspections can be forwarded to the supplier or our Plant Yard when faults are recorded which require repair or other attention. Refer to Quality Bulletin from May 2025 for further detail. Inspection of Small plant to be recorded on McLS032. Operator Certification A Pre Site Operator's Screening Questionaire – must be take place and be recorded on McL S 063 for all operators on site including those employed by our Plant Yard. This is to be retained along with a copy of the C-P-C-S or N-P-O-R-S card in the site files along with the Induction record. Lifting Accessories and Equipment All lifting equipment must be subject to a Thorough Examination not greater than 12 monthly intervals. Lifting Equipment used to lift people must be examined at intervals not greater than 6 months. NB If equipment such as an EngCon Tilt rotating hitch is not fixed to an excavator and not listed on the RoTE for the Excavator, it is considered a Lifting Accessory and must have its own RoTE. Lifting Accessories must be subject to a Thorough Examination not greater than 6 monthly intervals. The Report of Thorough Examination is a Statutory Legal Requirement. We can use our McL026 for recording the Thorough Examination of our own accessories. Company procedures require that our acceoories are listed as per McLS025 All portable electric tools used on site must be tested not greater than 3 monthly intervals Portable Appliance Testing All portable electric tools used on site must be tested at intervals not less than 3 monthly intervals.

[Audio] Construction is a tough business. But RJ McLeod consistently delivers profit margins that are 5-10 times higher than the industry average. This is a combination of good pricing, delivery risk management and disciplined commercial management at every level. A successful financial outcome on Contract Completion is not accidental. We must protect ourselves from risk. In particular: Record events and instructions Control our exposure to risk to Financial loss through unrecoverable costs, Liquidated Damages Contracts Contracts are usually let under N-E-C (E-C-C--) or fidic conditions but may occasionally be bespoke. Irrespective of which conditions are used, recording & notification of events is key. Correspondence and compliance with contractual procedures all being important for a successful outcome. A contract isn't just paperwork — it's a commercial agreement that defines five critical elements: Price – What we'll be paid Scope – Exactly what work we're responsible for Time – When we must complete the work Risk Allocation – Who carries what risks (weather, ground conditions, design changes) Change Management – How variations are handled and paid for When any of these five elements changes, there's a commercial impact. Our processes exist to protect that impact — and our profitability. You need to follow them! Instructions from client These must be in writing. Where not in writing we must confirm what they’ve asked and await their agreement. All parties must follow contractual procedures to protect themselves (ie us & the client). The Commercial Protection System Many contractors struggle because they deliver changed work without capturing the cost and time impacts. Under N-E-C contracts, we have three critical tools set out below. On other contract forms such as fidic there are similar mechanism although they have different names: Early Warning Notices (E-W-N--) Purpose: Flag potential problems before they become expensive problems. Raises awareness with the Client that an issue exists Creates a record that we identified the problem early Opens the door to collaborative solutions Protects our position if the issue becomes a compensation event When to use: As soon as you see anything that could increase cost, delay completion, or impair performance. Compensation Event Notifications (C-E-N-C-) Purpose: Formally notify that something has happened which entitles us to additional time or money. CRITICAL: You have 8 weeks (or less sometimes!) from when you become aware of the event. Miss this deadline and you lose our right to claim. This can be non negotiable depending on the Employer and working relationship. Changed scope, late design information, revised instructions Worse ground conditions than could reasonably be expected Exceptionally adverse weather Client caused delays or access issues When to use: Immediately when one of the 21 CE’s listed in the contract occurs. Quotations Purpose: Demonstrate the actual cost and time impact of the change. A quotation must be substantiated with records: timesheets, plant hire records, material invoices, subcontractor quotes, daily reports, photographs. Without substantiation, the Project Manager can reject the quotation and make their own (usually lower) assessment. Deadline: 3 weeks from when instructed to provide a quotation. Quality of information matters more than speed, but both matter. Project Manager’s instructions Under N-E-C (E-C-C--), a Project Manager’s Instruction (P-M-I--) is the formal mechanism the Project Manager (P-M---) uses to instruct the Contractor to take certain actions that change or clarify the works. P-M-I's help keep the contract flexible and responsive while maintaining control and transparency. P-M-I's must be issued in writing through the contract’s agreed method of communication Verbal instructions are not valid unless followed by written confirmation. This ensures there is a clear audit trail. P-M-I's are the PM’s formal instructions.

[Audio] Complying with the Health and Safety at Work et cetera Act 1974 is fundamentally about protecting people and protecting the business. Even if you set aside the possibility of prosecution, the practical, financial, and reputational benefits make compliance with Health and Safety Law overwhelmingly worthwhile. Effective compliance dramatically reduces workplace injuries and ill‑health. Fewer accidents mean: Less downtime Fewer staff shortages Lower medical and compensation costs Good health and safety practices help avoid staff illness, accidents, and the reduce associated costs. “If you think Safety is expensive, try an accident”. Inductions All personnel on site must receive an induction before proceeding on to site. Sites canuse the Intasite platform to deliver and record inductions. Where this is not possible, sites can still use McL S 019 Record of Induction, T-B-T--, Daily Safety Briefing A dedicated Visitors induction should be used for occasional visitors who are accompanied whilst out on site. Daily Briefings All personnel working on site shall be briefed daily when being set to work by our Site Supervisors. This shall be recorded on McL S 019.1 Daily Safety Briefing Notes Weekly Safety Meeting Site staff are required to organise a Safety Meeting once per week and record points raised on McL S 019.2 Record of Weekly Safety Meeting Risk Assessments & Method Statements Often referred to as rams. Risk Assessments are required by law under the Management of Health & Safety at Work Regs 1992. Written Method Statements are not a statutory requirement in the same way, however. The Health and Safety at Work etc Act 1974 does have 3 basic requirements: A safe system of work, a safe place of work and Safe Access & egress to/from your place of work. A method statement is where we record our safe system of work along with the technical aspects of the process of whatever we are building. All personnel working on site must be briefed for the tasks they are undertaking and this must be recorded. Currently we use McL S 020 Record of rams Briefing. Our Subcontractors rams must be reviewed beforehand and verified that they have been sufficiently developed to allow work to commence. Staff should request 7 to 14 days to allow for review and revision prior to subcontractor work commencing. Control of Substances Hazardous to Health Regulations 1988. Revised in 2002 The law requires us to adequately control exposure to materials in the workplace that cause ill health. Many materials or substances used or created at work could harm your health and are listed in E-H-4-0 and CLP. These substances could be dusts, gases or fumes that you breathe in, or liquids, gels or powders that come into contact with your eyes or skin. Everything listed under E-H-4-0 will require a CoSHH Assessment. Even if not listed in C-L-P or E-H-4-0-, we should at least have a Material Safety Data Sheet. Use McLS002 to conduct a CoSHH Assessment. Click here to download Other RA Other Risk Assessments are required such as for Fire, Vibration, Manual Handling, Noise et cetera Obtain copies of our Templates for conducting these assessments from our list of McLS forms on E-C-M by clicking the link below or pasting this text into Windows Explorer: Enterprise Connect\RJ McLeod ECM\Favorites\01 Q-S-E-T Template Proforma Forms\01 McLS Forms. Site Inspections Whether by legal requirement or compliance with our procedures, site staff are required to conduct safety related inspections for various purposes. These include but are not limited to:  Site Weekly Health & Safety Inspection Site (H&S) Sub Contractors Audit Site Shut Down Checklist Site Start up Checklist OHL GS6 Works Target Inspection.

[Audio] All temporary works instigated by the company shall be subject to the control procedures contained in our TW Procedures. It’s mandatory for all company operations (unless, on a particular project, another Principal Contractor’s procedure is to be adopted by agreement). Procedures Our Temporary Works procedure are pursuant to compliance with BS5975:2024. The procedure and all blank forms are available to view and download from ECM. Training All personnel on site appointed in a Temporary Works role shall receive the appropriate training for the role they have been assigned to. TW Classifications Design check category: 0 / 1 / 2 / 3 This relates to the complexity of the engineering design and define how rigorous the design check must be. Implementation risk: Very low, Low, Medium and High. Implementation risk relates to how risky the Temporary Works are to install, use, or remove on site and will dictate the level of procedural controls and risk mitigations required. Appointment of personnel – T-W-C--, T-W-S For each project, a Temporary Works Co ordinator (T-W-C--) shall be appointed formally by the Designated Individual (D-I---) using TW 003. One or more Temporary Works Supervisors (T-W-S--) shall be formally appointed by the 501 using TW 004. Temporary Works Register The T-W-C is responsible for the maintenance of the TW Register. The Register should be kept up to date to match the works required. TW Permits Permits are used to manage hold points and shall include inspections, loading, proceeding, taking into use or dismantling any temporary works (as appropriate). Permits are not required where the Implementation Risk is Very Low. For simple works eg low risk, simple formwork – one permit can be used for the entire operation rather than rewriting the same permit over and over again..

[Audio] Legislative framework Scotland has a robust environmental regulatory framework, and contractors must manage environmental impacts to comply with the law. Legislation includes: The Town and Country Planning (Environmental Impact Assessment) (Scotland) Regulations 2018, which require environmental impact assessments (EIAs) for large or environmentally sensitive construction projects. The Water Environment and Water Services (Scotland) Act 2003 and Water (Scotland) Act 1980, which regulate pollution, discharges, and impacts on watercourses. Waste‑related duty‑of‑care legislation, which makes contractors legally responsible for proper waste handling, transport, and disposal. sepa (Scottish Environment Protection Agency) also enforces environmental legislation and provides guidance on regulated activities. Contractors must comply with sepa’s expectations and regulatory processes. Failure to comply can result in fines, enforcement action, project delays, or even criminal liability. Construction & Environmental Management Plans Large‑scale construction projects in Scotland typically require robust environmental management plans to gain planning consent. CEMPs are frequently a condition of planning permission, requiring developers and contractors to implement mitigation measures, monitoring, and controls. Without effective environmental management plans, contractors risk losing planning approval or breaching conditions of consent. Although we won’t always be the authors, we should always have a copy of the document on site as we will be expected to adhere to it. Where we are responsible for drafting such documents, use the Template available to download from Enterprise Connect\RJ McLeod ECM\RJ McLeod\QSET\01 Q-S-E-T Template Proforma Forms\02 Quality Documents\Environmental Templates folder on E-C-M-. Pollution Prevention Plans P-P-P's are good practice, especially on sites with a higher risk of a pollution incident. P-P-P's are a regulatory requirement for all projects that require a Water Run off Permit from sepa before works can commence. The criteria for a permit are: the site is >4 hectares, or contains a road or track longer than 5km, or any area of >1 hectare or any length of >500m on ground with a slope of >25 degrees. Permits are often required by clients regardless of regulatory requirements. Download the Template from E-C-M here. Protected habitat & species In general, it is an offence to capture or intentionally or recklessly kill or injure protected species or damage a protected habitat. The “regulators” in Scotland and England are: NatureScot and Natural England respectively. However, in the event of a breach of legislation, prosecutions are brought by the Police authorities, and these can be made against the individual as well as their employer. Procedure E-N-0-9 Protection of plants, animals and habitats is available here on ECM. Invasive species It is an offence under the Wildlife and Countryside Act to “cause to grow” in the wild a non native plant and; it is illegal to release, or allow to escape from captivity, any animal to a place out with its native range. As with protected habitats and species, the regulators do not bring prosecutions for breaches of legislation, it is the Police authorities that do this. Company procedure E-N-0-8 Invasive non native species, is available on E-C-M by following this link Environmental Incidents and near misses Record and notify using SafetyCulture App. E-R-A Download McL105e from E-C-M Environmental Permits Download copies of Permits from E-C-M-..

Background Use of Standard Templates Quality Plans Inspection & Testing Plans – ITP Method vs Performance Specification Verifying documentation Non-conformance – Recording and administration Accreditations Internal Audits External Audits Access to BS or EN Standards.

New Starts Immediately submit Other items can follow later Expenses Mileage Holidays.