XXXXXX Q-5 External Audit Preparation Processinternal Audit Pprocessq-4 Chemical & Waste Emergency Response Planning Process

Integrated Management System Manual
Date: 0405XX-
(Quality Process)XXXXXXIntegrated Management 0805XX-20142017X
System ManualInternal Audit P Process Owner: Q
(Quality Process)
Doc. Coding No. : PROC-
Rev. No. : 0203 Page: 0 of 33
QQAQCENVXXXX-5003X
XXXXXX Q-5 EXTERNAL AUDIT PREPARATION

PROCESSINTERNAL AUDIT PPROCESSQ-4
CHEMICAL & WASTE EMERGENCY RESPONSE
PLANNING PROCESS
Approval & Revision Management
Name & Designation Signature
Siti Nursakinah Bt. Abdul Hadi

Prepared by Environment OfficerSaleza Bt. Salehan
Assistant QA&QC EngineerManager
This document is the property of Global Rail Sdn Bhd. No dissemination or use allowed without prior written permission.
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Ilangko Ramasamy
Management RepresentativeMr. Anuar
Reviewed by SakminMr. Ilangko Ramasamy
Management Representative / SHEQ
Manager
Fan Boon Heng
Approved by Managing DirectorMr. Fan Boon Heng
Managing Director
Revision History
Rev. No. Date Details of changes

00 17/08/2012 Initial Issue
01 16/11/2012 Revised IMS
02 04/08/2014 Change Coding No. & Logo
03 X05x/05xx/2017xxx Change to ISO 9001:2015 and ISO 14001:2015 version
x
Rev.
00
01
02
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Contents
Approval & Revision Management 0
Revision History 1
1.1 Environmental Impact Aspect Process 3
1.1.1 Purpose 3
1.1.2 Scope 3
1.1.3 References 3
1.1.4 Abbreviations 3
1.1.5 Procedures 4
1.1.6 Records / Forms 5
Revision History 1
1.1 XXXInternal Audit Process 3
1.1.1 Purpose 3
1.1.2 Scope 3
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1.1.3 References 3
1.1.4 Abbreviations 3
1.1.5 Procedures 4
1.1.6 Records / Forms 6
1 Q QUALITY PROCESS 2
1.1 Q-5 EXTERNAL AUDIT PREPARATION PROCESS 3
1.1.1 Q-5-1 Review Documents & Handbook 4
1.1.2 Q-5-2 Train Internal Auditors & Process Owner 8
1.1.3 Q-5-3 Internal Audit 12
1.1.4 Q-5-4 Gap Analysis & Result Reporting 16
1.1.5 Q-5-5 Improve and Close Gaps 20
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Q QUALITY PROCESS
Lead Main No ISO From Input / Linked To
Quality G-3, Q, Q-1-5,

Q-1-1 ISO 12 Management Q-Review Q
Q AP
QA - Data & Document Management Q, Q-1-5, Q-1-6,
Q-1-2 ISO 12 Q, RP Q-1-5, RP
System RP
Q, P, T,
Q-1-3 ISO 12 QA - Create Method Statement / SOP Q-1-2 Q, P, T, E, S
E, S
QA - Qualification of External Business
QA & QC Q-1-4 ISO 12 C-1-1, Q C-1-1, AP C-1-1, Q-1-5
Partner
Q-1
Q-1-5 ISO 12 QA - Archive & Record Q, RP Q Q, Q-1-6, RP
Q-1-6 ISO 12 QA - Communication Management Q, RP G Q, Q-1-5, RP
QA - Equipment Utilization, Inspection & QSH Q-3, Q, Q-1-8, Q-1-6,
Q-1-7 ISO 12 Q, RP
Test Plan QE Q-4, AP Q-1-5, HR C-2
Q-1, Q-2, Q-
Q-1-8 ISO 12 QC - Monitoring Q Q, Q-2, Q-1-5
3, AP
Q-1-9 ISO 12 QC - Operational QC Q, RP AP Q, Q-1-5, RP
Q, Q-2, Q-1-5,
Q-2-1 N.A. Regular Improvement Meetings Q
G-3
Continiuous
Q, G,
Improvement Q-2-2 ISO 12 Correction & Corrective Action Q, G, AP Q, Q-2-4, G, AP
RP
Process
Q, G, Q, G, Q-2-4, Q-
Q-2 Q-2-3 ISO 12 Preventive Action AP
RP 1-6, C-2, AP
Q-2-4 ISO 12 Control of Nonconformity Q, G Q Q, Q-2, Q-1-6, G
Q, QSH, G, Q, Q-1-6, Q-1-5,
Q-3-1 ISO 12 SH Risk Management Q
AP HR C-2
Q, Q-1-5, Q-1-6,
Q-3-2 ISO 12 Emergency Response Planning Q
Safety & Q-3-3, HR C-2
Health Emergency Preparedness Training & Q, Q-1-5, Q-1-6,
Q-3-3 ISO 12 Q, HR HR
Management Drill HR C-2
& Control Q, Q-1-5, Q-1-6,
Q-3-4 ISO 12 Incident Investigation & Report Q, G, AP G, Q, AP
Q-3 G, G-3, AP
Q-3-5 ISO 12 QC - SH Monitoring Q Q, AP Q, Q-2, Q-1-5
Q, Q-1-5, Q-1-6,
Q-3-6 ISO 12 SH Data & Statistic Report Q
G
Q, QSH, G, Q, Q-1-6, Q-1-5,
Q-4-1 ISO 12 Environmental Risk Management Q
AP HR C-2
Q, Q-1-5, Q-1-6,
Chemical and Waste Handling & Q, HR C-2,
Q-4-2 ISO 12 Q Q-4-1, Q-4-3,
Management AP
HR C-2
Environmental Chemical & Waste Emergency Q, Q-1-5, Q-1-6,
Q-4-3 ISO 12 Q
Management Response Planning Q-3-3, HR C-2
& Control Environmental, Chemical & Waste Q, Q-1-5, Q-1-6,
Q-4-4 ISO 12 Q, HR HR
Q-4 Training & Drill HR C-2
Q, Q-1-5, Q-1-6,
Q-4-5 ISO 12 Incident Investigation & Report Q, G, AP G, Q, AP
G, G-3, AP
Q-4-6 ISO 12 QC - Environmental Monitoring Q Q, AP Q, Q-2, Q-1-5
Q, Q-1-5, Q-1-6,
Q-4-7 ISO 12 Environmental Data & Statistic Report Q
G
Prepare for Q-5-1 ISO 12 Review Documentation & Handbook Q Q, Q-1-5, Q-2-4
External Audit Q, Q-5-3, Q-1-5,
(9000,14000,1 Q-5-2 ISO 12 Train Internal Auditors & Process Owner Q HR C-2
HR C-2
8000) G,C,Q,B,P,T, Q, Q-1-5, Q-1-6,
Q-5 Q-5-3 ISO 12 Internal Audit Q
E,S Q-2-4
Q, Q-1-5, Q-1-6,
Q-5-4 ISO 12 Gap Analysis & Result Reporting Q
Q-2
Q-5-5 ISO 12 Improve and Close Gaps Q, Q-5-5 Q, Q-2, AP Q, Q-1-5, Q-1-6,
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G, AP
1.1 Q-5 EXTERNAL AUDIT PREPARATION PROCESS
Main No ISO From Input / Linked To
Q, Q-1-5, Q-2-
Q-5-1 ISO 12 Review Documentation & Handbook Q
4
Q, Q-5-3, Q-1-
Prepare for Q-5-2 ISO 12 Train Internal Auditors & Process Owner Q HR C-2
5, HR C-2
External Audit
Q, Q-1-5, Q-1-
(9000,14000,18 Q-5-3 ISO 12 Internal Audit Q G,C,Q,B,P,T,E,S
6, Q-2-4
000)
Q-5 Q, Q-1-5, Q-1-
Q-5-4 ISO 12 Gap Analysis & Result Reporting Q
6, Q-2
Q, Q-1-5, Q-1-
Q-5-5 ISO 12 Improve and Close Gaps Q, Q-5-5 Q, Q-2, AP
6, G, AP
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1.1.1 Q-5-1 Review Documents & Handbook
Q LEAD PROCESS : QUALITY GR
Q-5 MAIN PROCESS: PREPARE FOR EXTERNAL AUDIT GR
Q-5-1 PROCESS: Review Documents & Handbook GR
1.1.1.1 PROCESS Q-5-1

Review Documents & Handbook
1.1.1.2 Purpose
This process Making sure all the document & handbook comply to ISO standard.
1.1.1.3 Scope
Yearly ISO Compliance Audit
1.1.1.4 Reference
ISO 9001: 2008
Clause 8.2.2 Internal Audit
ISO 14001:2004
OHSAS 18001:2007
1.1.1.5 Responsibility
Q Manager

1.1.1.6 Distribution List

Distribute Information about this process, train and review this process with:
Training or /Workshop: All Processes Owner, Internal Auditors
Inform: All Employees
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1.1.1.7 Process Workflow Structure
Workflow Description Responsible
INITIATING Q Manager
PROCESS Q internal process
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As basic input for the process executions following items are listed:
All internal document
INPUT Handbook Q Manager
Updated version of ISO Standard
Other information and items can be included according process needs.
Verify the actual company structures, process and business with the last ISO
ACTION Q Manager
handbook
Compliant to each other and ISO ? (Y/N)
DECISION N: Go On N Q Manager
Y: Create compliance Report archive it
N
Create Non Compliance Reports Q Manager
ACTION
N
INITIATE Q, Q-2-4 CIP & NCR Q Manager
PROCESS
ARCHIVE Archive / Save on Database Q Manager
1.1.1.8 Templates & Forms
Templates and Forms are given in (Address Link : Network/Signalling/Document Control/Internal Forms )
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1.1.1.9 Records documents & data as outcome of the process
All produced documents and records of this process will be handled according Q-1-2 and Q-1-5:
Following document coding, title and location

Retention time 7 years
HR retention time is long as employee employed
Location is in the respective department or determined department or archive for paper
according electronic database
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1.1.2 Q-5-2 Train Internal Auditors & Process Owner
Q-5-2 PROCESS: Train Internal Auditors & Process Owner GR
1.1.2.1 PROCESS Q-5-2

Train Internal Auditors & Process Owner
1.1.2.2 Purpose
This process will ensure to have a list of qualified internal auditor and train the process owner
about the internal audit process.
1.1.2.3 Scope
Internal ISO team
1.1.2.4 Reference
ISO 9001: 2008
ISO 14001:2004
OHSAS 18001:2007
1.1.2.5 Responsibility
Q Manager

1.1.2.6 Distribution List

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1.1.2.7 Process Workflow Structure
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INITIATING
Q initiated internal training Q Manager
PROCESS
Internal & external guidelines on audit
INPUT Q Manager
List of potential internal auditor
ACTION Schedule and invite internal auditors and process owner Q Manager
Schedule confirmed ? (Y/N)
DECISION N: Reschedule Q Manager
Y: Go On
Need for external consultant ? (Y/N)
DECISION N: Go On Q Manager
Y: Select and invite for the process use C-1-1
Training for internal auditors and process owner according the actual ISO and Q Manager
ACTION
process organization short exam HR
Training result sufficient ? (Y/N)
DECISION N: Repeat the training Q Manager
Y: Go On
Q Manager
ACTION Report Result and Evaluation, ready for internal audit
HR
1.1.2.8 Templates & Forms
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1.1.2.9 Records documents & data as outcome of the process

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1.2 Chemical & Waste Emergency ResponseQ-5-3 Internal

AuditXXXX Process Process
Q LEAD PROCESS : QUALITY
Q-5 MAIN PROCESS: PREPARE FOR EXTERNAL AUDIT
Q-5-3 PROCESS: Internal Audit
1.2.1 PROCESS Q-5-3

Internal Audit
1.2.2 Purpose
This process classify, manage and create guidelines how to identify, store, handle and
dispose chemical and scheduled wastes on a regular base.This process is checking the
degree of compliance all process in the company to ISO standards (9001, 14001 & 18001)To
ensure the degree of compliance of all process in the company are effectively implemented
and maintained according to ISO 9001, ISO 14001 and OHSAS 18001 standard.
1.2.3 Scope
1.2.4 All chemical and waste identified generated by Global Rail Sdn. Bhd.
Scope
Each round of
audit shall cover every department activities and process if necessary at least once a year.
1.2.5 References
ISO 9001: 201508
Clause XXX8.2.2 9.2 Internal Audit
ISO 14001:201504
Clause XXX4.5.59.2 Internal Audit
OHSAS 18001:2007
Clause XXXX4.5.54.5.5 Internal Audit
1.2.6 ResponsibilityAbbreviations
EOASST -
Environment OfficerAssistant
.
EMDC - Environment ManagerDocument Control
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ERPHR - Emergency Response PlanHuman Resources

IA - Internal Audit
ISO - International Organization for Standardization
MR - Management Representative
NCR - Non-Conformance Report
OHSAS - Occupational Health and Safety Assessment Series
PROC - Process
QAQC - Quality Assurance Quality Control
SHEQ - Safety, Health, Environment and Quality
1.2.7 Procedures
Q manager
Distribution List
1.2.8
RECORDS / PERSON
ITEM DESCRIPTION PROCESS FLOW / ACTIVITIES
FORMS INCHARGE
1.11.0 To create ERP as per law and

regulationPlanning
Internal Quality Audit shall be
conducted for at least once a year.
1.21.1
Draft of ERP include :
a) Review/improvement report
b) External advice & regulation
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RECORDS / PERSON
FORMS INCHARGE
c) Incident report
FORM-SHE- EOInfo
d) Identified access route 020N/A MR
e) Identified person in charge
and their responsibilities
N/A
f) Identified fire fighters
g) Identified first aiders
(1.2)
h) Identified all of the - Yearly
emergency materials and Internal Audit
equipment (spill kit Planning
especially for chemical spill) (1.3)
- Approved
i) Identified the chemical
Trained
response personnel
Auditor List
j) ERP Organization Chart
k) Emergency contact number
l) Finalized flow chart of the
procedure
Other information and items can be
included according process needs.
MR shall ensure the Internal Quality
Audit plan establish.
1.31.2 Draft is sent to EM for EMAsst.

review.Schedule shall be prepared MR / QAQC
and approved before generate the Engineer
details of audit program. The
schedule shall indicate the propose
month for the audit and the areas.
1.41.3 The draft is accepted. Therefore : EO / QE /

a) ERP is created DCMR /
b) EO to send ERP to Q and Asst. MR
DC for document
registration
Auditors are selected from amongst
the organizations staff. Only
qualified and trained auditors are
allowed to conduct the audit.
Training shall follow (PROC-HR-
001 : Training Process)
1.51.4 The draft is rejected. Therefore :

a) EO to find additional or EO / EMMR
external information. & Asst. MR
b) EO to make correction and _(1.4)
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RECORDS / PERSON
FORMS INCHARGE
refer to certified consultant. - Internal
c) EO to resubmit the ERP to Audit
EM Program
Audit program shall be prepared and
approved by MR.
1.61.4. Create Training and Drill Material for

1 the corresponding ERP.Audit _N/A EOInfo
program shall covered :
Audit scope/areas
Audit date and time
Audit location
Lead auditor
Auditor/Audit team
Auditee
1.71.4. Conduct training :

2 a) To communicate with HR for
drill realization
b) To involve all of the staffs
including top management
c) To brief first each persons
responsibilities
d) To brief on the ERP
tentative N/A EOInfo
e) To ensure compliance to
ERP prepared
f) To ensure compliance to
law and regulation
g) If required, invite local
authorities for professional
advice.
The auditor shall be independent of
the area to be audited and not
having direct responsibility for that
area.
1.8 Conduct Drill EO
1.9 Drill accepted?
(1.5)
1.101.5 Drill is accepted. Therefore : - Notify by
Create drill report and include email or any EOAsst.
suggestions or comments for future others QAQC
improvement. method Manager /
Notify the auditor and auditee QAQC
regarding of the approved Audit Engineer
Program.
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RECORDS / PERSON
FORMS INCHARGE
1.11 Drill is rejected. Therefore : EO

Back to 1.8 and repeat the process.
1.12 Circulate the report and hold post

mortem on the drill done. EO
1.13 Ensuring efficiency of training :
a) To communicate with HR
b) To have continuous training EO / HR
on the staffs
c) To evaluate staffs after 3
months
1.14 ERP shall be carried whenever there

are changes to the:-
a) New process (e.g. new
machinery/ activity);
b) New development or
modified activities; EO
c) New product and/ or
purchasing of any new
materials/ chemicals
d) Changes to the organization
building
e) New location of activity, and
f) Or at least once a year
1.15 ERP is to be updated. Back to

START. EO / EM
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RECORDS / PERSON
FORMS INCHARGE
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Process Workflow Structure
Initiated by Q
INITIATING
Q Manager
PROCESS Audit at least once a year.
Internal auditor list
Internal audit checklist

INPUT Q Manager
Internal & external guidelines
Checklist
ACTION Schedule and invite internal auditors and process owner Q Manager
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Schedule confirmed ? (Y/N)
DECISION N: Reschedule Q Manager
Y: Go On
Need for external consultant ? (Y/N)
Y: Select and invite for the process use C-1-1
Prepare for internal audit implementation

Q Manager
Audit Criteria:
PREPARE
AP
Audit is carried out base on the departmental procedure and ISO 9001, ISO
14001 as well as OHSAS 18001 standards.
Execute internal audit
Audit Method: Q Manager

ACTION
Carried out by observing, checking, questioning, listening AP
On a sampling basis on the activities audited.
ACTION Result report Q Manager
Existing Non Conformities ? (Y/N)
N: Go On ready for Audit

Q Manager
DECISION Y: Create list of deviations
AP, Q-2
>>> INITIATE NCR, CIP Q
Templates & Forms
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Records documents & data as outcome of the process
Q-5-4 Gap Analysis & Result Reporting
Q-5-4 PROCESS: Gap Analysis & Result Reporting GR
PROCESS Q-5-4
Gap Analysis & Result Reporting
Purpose
This process will report the result of internal audit and make analysis of it.
Scope
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ISO
Reference
ISO 9001: 2008
ISO 14001:2004
OHSAS 18001:2007
Responsibility
Q Manager
Distribution List
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INITIATING
Initiated by Q Q Manager
PROCESS
INPUT As basic input for the process executions following items are listed: Q Manager
Audit snag list
NCRs
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ACTION Consolidate and prioritize list of NCR and deviations Q Manager
Review NCRs - accepted ? (Y/N)
DECISION N: Modify List and Priority of NCR Q Manager
Y: Go On
External Consultant necessary ? (Y/N)
Y: select and Integrate into the management program
Create Report of Deviations and NCR

ACTION Q Manager
Create Correction and Corrective Action implementation plan
Review action plan o.k. ? (Y/N)
N: improve planning
DECISION Q Manager
Y: Go On
ACTION Final Implementation Plan Q Manager
PROCESS INITIATE: COM Q-2 to all AP Q Manager
Templates & Forms
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Q-5-5 Improve and Close Gaps
Q-5-5 PROCESS: Improve and Close Gaps GR
PROCESS Q-5-5
Improve and Close Gaps
Purpose
This process will review the internal audit report & analysis and make proposal for any corrective action before
the external audit and initiate the necessary steps to improve and become compliant.
Scope
ISO
Reference
ISO 9001: 2008
ISO 14001:2004
OHSAS 18001:2007
Responsibility
Q Manager
Distribution List
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Q Manager
INITIATING
Q internal preparation process with impact on AP
PROCESS G
Corrective action
INPUT Q Manager
External updated & new standard
Q Manager
Implementation plan similar to WBS for all processes and procedures affected
PREPARE
by NCRs AP
DECISION Review Implementation Plan Preparation accepted ? (Y/N) Q Manager
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N: Improve the implementation plan
Y: Go On
Q Manager
ACTION Implementation
AP
ACTION INITIATE: CIP Q-2 Q Manager
ACTION Progress report and Result Communication to Implementation Team Q Manager
Review progress and ISO compliance given ? (Y/N)
N: Back to Implementation
DECISION Q Manager
Y: Go On
ACTION Final Implementation Report Q Manager
PROCESS COM all processes ready for audit Q Manager
1.2.9
1.2.10 Records / Forms
FORM-IA-002 - Yearly Internal Audit Planning

FORM-IA-001 - Approved Trained Auditor List
FORM-IA-003 - Internal Audit Program
FORM-IA-004 - Internal Audit Checklist
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FORM-HR-003 - Attendance Sheet

FORM-IA-005 - Internal Audit Summary Report
FORM-SHEQ-014 - Non-Conformance Report
FORM-DC-026 - Non-Conformance Report Log Sheet
Templates & Forms

XXXXXX Q-5 External Audit Preparation Processinternal Audit Pprocessq-4 Chemical & Waste Emergency Response Planning Process

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Integrated Management System Manual

XXXXXX Q-5 EXTERNAL AUDIT PREPARATION

Approval & Revision Management

Name & Designation Signature

Siti Nursakinah Bt. Abdul Hadi

Rev. No. Date Details of changes

Quality G-3, Q, Q-1-5,

1.1 Q-5 EXTERNAL AUDIT PREPARATION PROCESS

Main No ISO From Input / Linked To

1.1.1 Q-5-1 Review Documents & Handbook

Q LEAD PROCESS : QUALITY GR

Q-5 MAIN PROCESS: PREPARE FOR EXTERNAL AUDIT GR

Q-5-1 PROCESS: Review Documents & Handbook GR

1.1.1.1 PROCESS Q-5-1

1.1.1.6 Distribution List

1.1.1.7 Process Workflow Structure

Workflow Description Responsible

Compliant to each other and ISO ? (Y/N)

Y: Create compliance Report archive it

ARCHIVE Archive / Save on Database Q Manager

1.1.1.8 Templates & Forms

1.1.1.9 Records documents & data as outcome of the process

Following document coding, title and location

1.1.2 Q-5-2 Train Internal Auditors & Process Owner

Q LEAD PROCESS : QUALITY GR

Q-5 MAIN PROCESS: PREPARE FOR EXTERNAL AUDIT GR

Q-5-2 PROCESS: Train Internal Auditors & Process Owner GR

1.1.2.1 PROCESS Q-5-2

1.1.2.6 Distribution List

1.1.2.7 Process Workflow Structure

Workflow Description Responsible

Schedule confirmed ? (Y/N)

DECISION N: Reschedule Q Manager

Need for external consultant ? (Y/N)

Y: Select and invite for the process use C-1-1

Training result sufficient ? (Y/N)

DECISION N: Repeat the training Q Manager

ARCHIVE Archive / Save on Database Q Manager

1.1.2.8 Templates & Forms

1.1.2.9 Records documents & data as outcome of the process

Following document coding, title and location

1.2 Chemical & Waste Emergency ResponseQ-5-3 Internal

Q LEAD PROCESS : QUALITY

Q-5 MAIN PROCESS: PREPARE FOR EXTERNAL AUDIT

Q-5-3 PROCESS: Internal Audit

1.2.1 PROCESS Q-5-3

ERPHR - Emergency Response PlanHuman Resources

Training or /Workshop: All Processes Owner, Internal Auditors

Inform: All Employees

1.11.0 To create ERP as per law and

1.31.2 Draft is sent to EM for EMAsst.

1.41.3 The draft is accepted. Therefore : EO / QE /

1.51.4 The draft is rejected. Therefore :

1.61.4. Create Training and Drill Material for

1.71.4. Conduct training :

1.8 Conduct Drill EO

1.9 Drill accepted?

1.11 Drill is rejected. Therefore : EO

1.12 Circulate the report and hold post

1.13 Ensuring efficiency of training :

1.14 ERP shall be carried whenever there

1.15 ERP is to be updated. Back to

Process Workflow Structure