English 2012 - Ølen Betong AS

Quality Assurance Handbook
Ølen Betong
Version: English 2012
- A solid supplier -
Side - 1 -

The main office & plant in Ølensvåg, Norway
The plant in Murmansk, Russia: ООО «Олен Бетон»
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Table of Contents
Introduction - The Companies / Company Structure ................................. Side 4
Main Product Areas and Turnover Development ....................................... “ 5
Organisation ........................................................................................ “ 6
Philosophy and Management ................................................................. “ 6
Goals regarding Quality ......................................................................... “ 7
Goals regarding Health, Environment, and Safety (HES) ............................ “ 8
QA Handbook ..................................................................................... “ 8
Demands regarding Quality “ .............................................................. “ 9
The QA System, in general: “ ............................................................. “ 10
“ The QA Handbook ......................................................... “ 11
“ The QA Manual ............................................................. “ 11
“ The Compilation of Procedures ..................................... “ 12
“ The Staff Handbook ..................................................... “ 13
“ The HES Manual ........................................................... “ 13
Map of Norway showing our localisation of departments ............................ “ 14
Organisational chart and key personal ..................................................... “ 15
Revised December 2012
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INTRODUCTION
This QA handbook is an introduction to the QA & HSE system shared by the following
companies: Ølen Betong AS, Ølen Betong Transport AS and Ølen Betong Murmansk.
Company Structure.
The Ølen Betong Group is a concern consisting of several companies, further described in the
organisational chart below. Ølen Betong Gruppen AS is the parent company for the various firms within
the group.
The Main office is situated in Vindafjord (50 km from Haugesund).
Address: NO-5582 Ølensvåg, Norway. E-mail: mail@olenbetong.no Switchboard: +47 - 53775200.
All of the concrete activity, described in this document as ‘Ølen Betong’, is carried out within the
company known as Ølen Betong AS and several daughter companies (owned wholly or in part by Ølen
Betong AS through shareholdings). The group is a complete supplier of Ready-mixed concrete, concrete
products and prefabricated units in Norway and in northern Russia, and is divided according to its three
main groups of products:
Ready mixed Concrete
Concrete Products
Concrete Elements (Prefabricated sections/Tunnel linings/wall panels etc.)
The company, Ølen Betong AS, is organised in the same way into three product divisions, each headed
by a division manager, who is responsible for sales budgeting, production, and organising of the activity.
Division heads report to the CEO of the company.
The main administration is situated in Ølensvåg (Vindafjord municipality in Norway). At this location
there is also a factory producing concrete products (e.g. complete sewer systems, building blocks,
concrete paving stones, retaining wall blocks, and kerbstones), and a stationary mixing plant for readymixed
concrete. The concern has an on-site cement import plant in Ølensvåg. Sales offices and
stockyards for concrete products have been established at several other locations in Norway.
The manufacturing of tunnel linings takes place at the factory in Sveio. At another factory in Vindafjord,
specially designed prefabricated units for all types of buildings and similar construction are manufactured.
Stationary mixing plants and mobile mixing plants have been established at 18-20 different locations in
Norway as well as in Murmansk.
The companies in Norway are approved by “Kontrollrådet” - (Accredited Certification Body for Concrete
Products) - as producers of all types of concrete in accordance with the NS-EN 206-1 standard, as well
as existing Norwegian and NS-EN standards for concrete products and elements (prefabricated units). As
an entity, The Ølen Betong Group has experienced positive development for many years with a total
annual turnover of approximately 500-800 mill. NOK (60-100 million Euro).
Company Organisational Chart of The Ølen Betong Group 2012
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Main Product Areas in the
Ølen Betong Concrete Division
Annual turnover
ØB AS = Ølen Betong AS, ØB Betong=The companies within the group producing concrete
ØBG = All companies in th Ølen Betong Group. ØB Betong and ØBG: Turnover in partly owned
companies are included in proportion to percentage of ownership.
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Organisation
Each company in the Ølen Betong Group is headed by the General Manager (CEO) and operated
according to guidelines and limits laid down by the company’s owners and Board of Directors.
Subordinate to the General Manager is the Executive Manager of each of the operating divisions (plantmixed
concrete, concrete products and concrete elements).
The group has a common, coordinated electronic data processing system and financial system covering
several of the companies. Furthermore, the group has a common system for Concrete Technology,
Quality Assurance, Control, HSE, and Training Functions.
The functions and extent of Ølen Betong can vary. Therefore, organisational changes play an important
role in planning in order to ascertain the quality of the various tasks. Each organisation shall, at given any
time, have its own updated organisation chart.
Revision of the functional plan and job descriptions takes place at the same time as organisational
changes. These are kept in the Quality Control Manual and can be checked at each revision.
Management Philosophy
Ølen Betong relies on extensive delegation of responsibility and authority in order to make use of the
human resources that exist at all levels of the organisation.
Delegation is not only limited to the relationship between the General Manager (CEO) and his closest
associates; it is prevalent at all levels of the company.
It is emphasised that although decisions made on a daily basis by those with professional skills and who
set such decisions in motion, formal responsibility is clearly defined.
Ultimately, responsibility rests with the General Manager (CEO) and the Board of Directors.
The group's Board of Directors and the Management are responsible for the shaping of joint main
objectives and strategies. Each executive manager is responsible for the shaping of partial objectives and
for furthering objectives by way of correct action plans for each operating division.
In order to motivate each employee and to make all employees draw in the same direction, the company
considers it to be of great importance to give each employee feedback and to supply wide-ranging
information.
Furthermore, Ølen Betong is actively engaged in recreational activities and utilises appraisal interviews in
order to encourage good team spirit and to create a collegiate spirit within the company.
Quality policy and quality objectives of our business
Quality Policy
Ølen Betong shall endeavour to satisfy all applicable laws, regulations and standards that form the basis
of our business, wherever relevant. Our products and production shall conform to applicable standards
and meet the requirements of our customers, the authorities and accredited certification bodies. We shall
establish, follow, and maintain a quality management system in accordance with applicable standards.
Our production facilities shall be approved and certified in accordance with these requirements and the
results of our quality control measures are to be documented.
The company shall place the customer at the centre of activities and build good customer relations.
The management will strive for long-term, sound and prudent economic management. In the same way
the company shall have a personnel policy that contributes to development of a healthy work environment
where employees feel involved and thrive, and that HSE requirements and internal compliance are parts
of planning and activity.
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The Business Concept of Ølen Betong AS:
Our mission is to produce and sell products made of concrete as well as related products and ser-vices
that meet the demands of the building and construction market.
Ølen Betong has a clear set of goals for its activities. These goals are consolidated in our vision
and business concept.
Goals Regarding Quality
The basis of our goals
Quality means conformity with specified requirements and expectations, but can also be measured to the
extent and level of customer satisfaction. These requirements for us are:
Requirements
of the Norwegian product standards (NS)
Descriptions
from consultants /architects
Specifications
/ expectations of customers
State
legislation, rules and requirements.
Guidelines from the accredited certification body (Kontrollrådet)
In order to meet these requirements we have established a detailed quality assurance system with clear
responsibility and authority relationships, work and service procedures, and a clear reporting structure.
These documents are collected in the QA Manual, Compilation of Procedures, Staff Handbook, and HSE
Manual. The Company Ølen Betong AS also has an Environmental Management Systems and an ISO
14001 Certification which is described in the Environmental Management Manual. Furthermore the
documentation include Quality Plans for larger projects, Security Handbooks, Fire Prevention Plans,
Waste Handling Plans etc.
The documents in this management system shall be available for our personnal on our computer system.
In order to increase awareness of the quality concept among each employee, the company has
established:
A
clear and precise mutual agreement regarding duties and requirements
Organisational
decentralized responsibility and authority
Daily
quality reports
Daily
production/economic reporting
Daily
warehouse reporting
Welfare
club for ensuring good benefits and working environment
Frequent
course participation for increasing levels of competency
Regular meetings for discussion of production and product improvements etc.
Our quality system is based on NS-EN ISO-9001, and complies with applicable product standards, such
as NS-EN 206-1 and corresponding standards for concrete products or prefabricated elements, as well as
the requirements from the Control Council of Concrete Products.
One role of top management is to carry out regular systematic evaluations of the suitability, adequacy,
effectiveness and efficiency of the quality management system with respect to the company’s quality
policy and objectives. Reviews of the quality system should be carried out every second year, in
accordance with “A-1110 Revision of QA system” and with “A1111 Main inspection of the QA system”. In
addition, the evaluation of procedures should be made when changes within company or in standards
occur, at the same time when it seems necessary for adaptation of the QA system to the current
management. The General Director and the QA Manager undertake annual Management Reviews in
accordance with procedure A-1112.
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Main Goal
Planned economic management shall regulate all activities within the company. We shall be one of the
leading companies in Norway in terms of quality, delivery proficiency, service and competitiveness. Our
company shall be customer oriented. The same business principles and goals shall also apply to our
business in Murmansk.
The Domestic Market:
The domestic market shall be considered as all major construction and development projects in Nor-way.
For the daughter company in Russia, OOO Ølen Betong, the main market is the area around the city of
Murmansk. When relevant to larger construction sites, the main market is within the Murmansk Oblast
area.
Further Development of Our Business.
Ølen Betong is in a substantial economical position and shall be constantly aimed towards further
development of our products, production technology and processes, as well as organizational
development and customer relationships. Modern information technology (IT) shall be used in all areas
were it is possible: for production, laboratory work, control work, communications, marketing, and
administrative and financial management etc. Invoices and documents are to be scanned, processed,
distributed and stored digitally.
Order and Systemisation.
The company shall emphasize proper order and systemisation for the promotion of good wellbeing, the
work environment, and excellent productivity. This shall enhance our confidence in terms of the stable
quality of our products. This is considered to be vital for strengthening the company’s position as a
supplier of ready-mixed concrete, elements, and concrete products.
We shall act as a reliable supplier in terms of both product quality and quality of service for all our
customers.
The QA systems are divided into clear, unambiguous areas of organisation and responsibility.
These areas are as follows:
1. Organisation / planning / administrative procedures
2. Work procedures / control procedures / checklists / control printouts
3. Maintenance procedures / checklists / machine equipment / list of suppliers
The General Manager (CEO) is responsible for the follow-up of the QA systems, and at all reviews, he
or she will examine the QA systems in order to verify their appropriateness and efficiency.
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Goals regarding Health, Environment, and Safety (Internal Control)
Our goals concerning the activities of Ølen Betong are to ensure a safe and secure approach to all
aspects of our business.
The aim of safety is to protect:
- The lives and health of the persons involved
- The environment
- The plants and their production
- Knowledge and information
Our main aim is 0 injuries. All employees are responsible for their own behaviour, and for doing whatever
is necessary to prevent injuries occurring to themselves or others, or damage occurring to equipment and
products.
Through a preventative internal control system, Ølen Betong will contribute to preventing accidents and
injuries, and promote job satisfaction. This will be achieved by focusing on health, environment and
safety, alongside production, engineering, and economy. HES is part of the manager’s result area and
responsibilities. The outcome of such endeavours shall show that Ølen Betong is a leading company in
terms of safety.
As an essential part of the work in achieving the goals set by HES, Ølen Betong places great emphasis
on extensive training and information together with analysis of, and information about, non-conformities.
This is done in order to make sure that there are no re-occurrences of such incidents: to promote
motivation and professional pride, and to encourage each individual in the organisation to set standards
for him or herself.
The QA Handbook
The Ølen Betong QA Systems are described in the following chapter. Each operating department and
divisions within the company is responsible for living up to the standards set out in this handbook.
As a general description of the Ølen Betong QA Systems, the QA Handbook is binding in our relations
with our customers and the authorities. Therefore, it is to be read as a series of guidelines issued by the
Management of Ølen Betong AS to all parts of the organisation.
The QA Systems are to be frequently subjected to revision and, when necessary, in order to evaluate
suitability and efficiency so that updating, development and follow-up are verified.
Such revision will be made in cooperation with the persons responsible for operating and controlling the
QA systems. Nevertheless, other persons, either from within or from outside the company, will have the
responsibility for revision and reports.
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Side - 9 -

Demands Regarding Quality
General Description
All of the activities of Ølen Betong AS are equally important for the total quality of all products and
services that we deliver.
Therefore, each single activity in the company is of particular importance, and the established goals regarding
quality can only be attained if the management and the execution of all our activities at all levels are in
harmony with the general principles and the layout that are described in the Ølen Betong
QA Systems.
The Ølen Betong QA Systems are developed in order to ensure that our products and services are in
accordance with the concept of quality, as defined in NS-EN ISO-9001, but they have a design that is
adapted to our established structure. We point out that the structure of the QA Manual is general. There
are separate QA plans for all major projects.
In order to secure product and service quality, the main principle is that each activity is to be implemented
in a controlled way, and that each employee is responsible for the quality of his or her own work. The
fundamental elements are:
- Identification of demands
- Planning
- Execution
- Control / documentation
In order to ensure that the final products are in accordance with expectations, and to perform control
checks of them, we have established detailed requirements for the production, which will be carried out
using the appropriate resources and qualified personnel in an adapted organisation.
There are established rules for the treatment of non-conformities and modification, and there are
established demands for how one is to attend to and make use of the experience one gathers in a
systematic way.
Monitoring and supervision of how the entire QA systems functions in all areas takes place through
quality revisions, for which there are specified guidelines.
Ølensvåg, December 2012 Revised December 2012 by
………………………………… …………………………………
Svein Atle Berge Steinar Skartland
General manager/CEO QA/HES manager
Ølen Betong AS
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The QA Systems
General Description
The basic objectives of Ølen Betong AS in preparing the QA systems have been to build a system
according to existing routines, to incorporate new or better routines where these have been required,
while at the same time not amassing unmanageable quantities of paper.
A fundamental requirement is that the amount of documentation resulting from the QA systems is to be
used constructively such that experiences and results are brought to light and learnt from.
Furthermore, a significant part of the objectives is drafted such that reports derived from the quantities of
documents are to be related to what has been attained previously, and these can be used to achieve the
best possible operational routines.
It is also a firm fundamental idea that the QA system is designed in a way that it, in sum, will provide the
various companies with enhanced safety, better solutions, and increased earning power, all in such a
way that it will not be a negative factor in terms of competitiveness.
We maintain that the establishment of the QA system is primarily intended to initiate and further improve
solid solutions, enhanced quality, and increased productivity for ourselves while at the same time
providing our customers and the authorities with the same experience.
Ølen Betong QA Systems comprises five elements: Principle drawing of the QA System:
1. The Corporate Quality Manual
2. The Quality Assurance Manual
3. The Compilation of Procedures
4. The Staff Handbook
5. HES-Handbook – IC (Internal Control) - Environment
This includes Environmental Management,
Access Control and ISPS (Port Facility Security)
Unabridged manuals and compilations of procedures have a limited
circulation, but all documents are available to our departments /
divisions as files on our data network. Nevertheless, the Executive
Manager at each plant / department is responsible for briefing and
implementation of the systems for all of the employees in each
company. This includes unambiguous relations concerning the
organisation, easily traceable distribution of responsibility and
authority, and the development and maintenance of all tasks related
to planning, procedures, and supervision.
Environment Management System (EMS)
The company Ølen Betong AS implemented in 2012 an Environmental Management System certified in
accordance with NS-EN ISO 14001. We refer to further information on page 14. In the QA System EMS
is placed under the fifth element: HES-Handbook – IC (Internal Control) - Environment
Port Security - ISPS
Some of the ports owned by the Ølen Betong Group, are obliged to international ISPS (Security)
requirements. In 2012 this applies to the port facilities in Ølensvåg and Mølstrevåg. Documentation
regarding ISPS requirements are placed in separated manuals, kept from public access.
In the QA System ISPS is placed under the fifth element: HES-Handbook – IC (Internal Control) –
Environment, but all documentation is classified, and only accessible for cleared personnel.
1
2 3 4 5
Project QA Plan
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1. The QA Handbook (this booklet)
Information on who we are, our main goals, and our goals for quality.
A description of our organisation and the distribution of management responsibilities.
A general description of the demands made on our activities and how our QA systems attend to
these demands.
A description of the QA systems including principles for preparation.
2. The QA Manual
A general QA manual for all divisions of the company.
A separate QA Manual (KS-Plan) is prepared for larger projects. These plans are based on the
general QA-Manual, and are adjusted according to the plant's size and the demands of each
client. For all plants, the minimum requirement is that they comply with demands issued by
“Kontrollrådet” (The Norwegian Controlling Body for Concrete Products).
Special care has been taken to ensure that all manuals have the same structure and that all
joint or similar tasks have identical procedures and checklists.
The manuals are prepared in order to comply with the demands specified in NS-EN ISO-9001,
but their design is adapted to our established structure.
The QA manuals are marked “Perm 2, Kvalitetssikrings-manual” and include the following
chapters:
- Introductory Remarks
- Organisation
- Planning
- Procedures and Checklists
- Machines and Equipment
- Laboratory and Supervisory Equipment
- Lifting Equipment
- Purchase and Receipt
- Training
- Production
- Control
- Maintenance / Servicing
- Sales
- Documentation and Archiving
- Non-conformities and Corrective Measures
- Audits
- Materials
- Enclosures
The chapters in the QA manual provide a general description of how the systems work in each chapter
and in the company as a whole.
More detailed descriptions as to where, when, and by whom each operation is to be executed is
described in procedures, which are compiled in a separate compendium called Compilation of
Procedures. In the chapter called Introductory Remarks, there is a description of how our QA systems
comply with the requirements of NS-EN ISO-9001.
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3. The Compilation of Procedures
The Compilation of Procedures is prepared using the same profile for the various divisions within Ølen
Betong AS. However, they are divided into different chapters, mainly in accordance with our different
executive departments & divisions, but also in order to easily differentiate between certain similar tasks,
checklists and descriptions.
Procedures and checklists have been prepared for all tasks that influence the total quality of all our
products and services.
The compilation of procedures include the following sections:
Section 3.1 Compilation of Procedures
· Administrative procedures
· Working Procedures
· Supervision Procedures
The procedures in each chapter are divided into groups according to the main areas of the chapter.
Section 3.2 Maintenance Procedures
· Procedures for maintenance, machinery and equipment
· Assembly of machinery parts and equipment parts
· Suppliers and services
· State of readiness, staff list
Section 3.3 Checklists / Forms
· Checklists for maintenance, machinery and equipment
The various forms for checklists listed below are compiled and divided into 6 different sections:
Section 3.4 1. Tenders, sales and delivery of concrete and concrete products
2. Production, operation and maintenance
Section 3.5 3. Control
Section 3.6 4. Administration and personnel
5. Economy and accounting
6. Price lists – overview / layout
Section 3.7 7. Forms from the print office
Section 3.8 8. Price lists, brochures
Section 3.9 Product leaflets, made by own staff
Brochures, made by own staff
In order to simplify the identification of procedures, we have introduced an index system:
Administrative Procedures are indicated by A
Working Procedures are indicated by B
Supervision Procedures are indicated by C
Maintenance Procedures are indicated by D
Checklists are indicated by E
In addition, all procedures and checklists shared by several divisions are numbered.
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4. The Staff Handbook
The staff handbook is prepared in order to secure data and information on all relationships between the
companies and their employees. The handbook is distributed to all employees.
General part
It contains information about the company such as main goals, strategies, action plans, and a section on
company culture and motivation. Organisation, divisions, turnover and product information is also
included. In addition, this section contains the terms and conditions governing employment and work
assignments, including the company's obligations towards its employees as well as demands placed
upon them. There is a separate section on protective measures and environmental work, which contains
information on protective services, protective work, and rules governing safety and protection.
Furthermore, there is a description of the company’s insurance arrangements, various initiatives for
furthering the wellbeing of staff, as well as job satisfaction and rules for gifts given to employees. The
general part concludes with rules and regulations concerning the employees' use of, and buying of the
company's products and services.
Division part
This part contains information regarding special rules and arrangements in the individual divisions.
5. The HES-manual (Health, Environment & Safety)
HES is the 5th element in our Quality Assurance system and consists of:
1. HES Handbook
2. HES Information Board
3. Internal Control Reports
The HES Handbook applies to all parts of the company and describes the following areas:
0. Overview of documentation
1. Goals and philosophy
2. Organisation, liability and authority
3. Laws and regulations
4. System responsible
5. Training
6. Planning
7. Documentation and filing
8. HES Inspections
9. Non-conformities and Corrective Measures
10. Purchase and Receipt
11. Safety work
12. Feedback from experience
13. Alarm information
14. Fire protection
15. Data security
16. Labelling
17. Waste treatment
18. Safety of machinery
19. HES related procedures
20. Working Environment Committee (WEC)
21. Enclosures
HES Information Boards have been erected at central locations in all departments. The boards contain
information about alarm phone numbers required for emergency situations, information about safety in
the company, plans for fire protection, and an overview of the safety organisation.
IC Reports will be printed out following every HES inspection. These inspections will be held strictly in
accordance with our procedures for the various areas, divisions and departments. The results will be
examined and discussed in the subsequent HES meeting. Action will be taken in accordance with
decisions and reports from the meeting. In order to prepare tasks and actions to be executed
continuously, the company utilises a joint work and HES list.
The reports are filed in the section for IC reports
Environmental management systems (NS-EN ISO 1401)
Ølen Betong AS has implemented the NS-EN ISO 14001 environmental standard.
ISPS – International Ship Port Security
The company has several ship port facilities that are subject to the international ISPS regulations on port
security.
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You will find our products and sales offices in:
Vindafjord - Ølen
Vindafjord - Sandeid
Suldal
Tysvær
Haugesund
Bergen
Bærum - Oslo
Stord
Sveio
Murmansk (Russia)
Hammerfest - Meland
Kirkenes (KFB) Murmansk
Vadsø (KFB)
Lillesand (Ribe)
Kristiansand (Ribe)
Vest-Agder (3 plants/Agder)
Several mobile mixing plants
Ølen Betong AS sine anlegg
Ølen
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www.olenbetong.no
E-mail: mail@olenbetong.no
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