APP_13 — Tickets and Qualifications Tracking Reference¶

Document Information

Field	Value
Document Reference	APP_13
Issue Number	3
Issue Date	1 June 2026
Next Review	1 June 2027
Controlled By	Sean Ashton (HSQE Consultant)
Approved By	Aaron Mason, Director

Master source — this page is canonical

The IMS portal is the master source for APP_13. The Excel below is a downloadable snapshot — per-person tracking of every ticket / qualification / certificate held — refreshed annually.

Download as Excel

Tip: use the floating button bottom-right to toggle wide-mode (Alt+W).

1. Purpose¶

This document provides reference to the live Tickets and Qualifications tracking system that monitors the current status of all employee certifications and training compliance at A M Water Services Limited.

2. Scope¶

This reference covers the tracking system for all qualifications and certifications as defined in APP_12 Training Matrix, monitoring expiry dates and renewal requirements for all personnel.

3. Master Tracking Document¶

3.1 Document Details¶

Document Name: Tickets and Qualifications Tracking Spreadsheet
Format: Microsoft Excel (Live Document)
Controller: Leanne Mason, Director - Finance/Admin
Location: Company Office Systems
Access: Available to management personnel upon request

3.2 Document Status¶

The master spreadsheet is the single source of truth for all current qualification statuses
This is a controlled, live document updated in real-time
Printed copies are uncontrolled and for reference only
For current status, always consult Leanne Mason

4. Tracking System Features¶

4.1 Information Captured¶

For each employee, the system tracks:

Employee name and date of birth
EUSR registration number (where applicable)
Expiry dates for all qualifications
Renewal status using colour coding
Course booking requirements
Certificate awaiting input

4.2 Status Indicators¶

The tracking system uses visual indicators:

Red highlighting = Expired or due immediately
Yellow highlighting = Expiring within 3 months
Green/No highlighting = Valid and current
"NEED COURSE" = Awaiting certificate/date input

5. Management Process¶

5.1 Update Cycle¶

Daily: New certificates logged upon receipt
Weekly: Review of upcoming expiries by Leanne Mason
Monthly: Management report on training compliance
Quarterly: Full review at management meetings
Annually: System effectiveness audit

5.2 Responsibilities¶

Leanne Mason (Document Controller)

Maintains the master tracking spreadsheet
Monitors expiry dates and arranges renewals
Updates records when certificates received
Produces compliance reports

Aaron Mason (Managing Director)

Reviews operational compliance
Approves training expenditure
Ensures WIRS requirements are met

Supervisors

Verify qualifications before task allocation
Report training needs identified on site

All Employees

Submit certificates promptly to office
Notify management of upcoming expiries

6. Interface with Other Documents¶

This tracking system operates in conjunction with:

APP_12 Training Matrix - Defines what qualifications are required for each role
SOP_4.2 Competencies and Training - Describes the training management process
Individual training records - Personal files maintained for each employee

7. Access and Queries¶

7.1 Routine Queries¶

For questions about qualification status or training bookings:

Contact: Leanne Mason
Phone: 07500 562128
Availability: Monday-Friday, 8:00 AM - 5:00 PM

7.2 Urgent Queries¶

If Leanne is unavailable and urgent verification is required:

Alternative Contact: Aaron Mason (Director)

7.3 Audit Access¶

The tracking spreadsheet is available for review during:

Client audits
WIRS assessments
ISO certification audits
Internal management reviews

8. Compliance Monitoring¶

The tracking system ensures compliance with:

WIRS accreditation requirements
Client-specific qualification requirements
Legal training obligations
ISO management system requirements

Regular reports are generated showing:

Overall compliance percentage
Upcoming training requirements
Expired qualifications requiring action
Training budget utilization

This document forms part of A M Water Services Limited's Integrated Management System and should be read in conjunction with APP_12 Training Matrix which defines role-specific requirements.

Note: This is a reference document only. The live qualification status for all personnel is maintained in the master spreadsheet controlled by Leanne Mason.

Audit trail¶

Date	Action	By	Details
Prior	See Document Control table above	—	Historical revisions recorded separately
24/04/2026	Rev 3 drafted	Sean Ashton, HSQE Consultant	2026 annual refresh. Standardised doc-control header. Added downloadable companion file. Cross-referenced APP_05 (Risk Register), APP_09 (COSHH), APP_10 (Legal Register) where relevant. Audit trail regularised.

How this document is approved

This document is maintained under AMWS's continuous-compliance model. Substantive revisions are reviewed and signed off by the Directors at the standing weekly Director / HSQE compliance call (Sean Ashton, Onyx + Leanne Mason). Currency, cross-references and minor edits are checked at the monthly Onyx site visit. The annual Management Review (September) provides the strategic-level confirmation. Compliance is therefore continuous, not gated on a single annual meeting.

This document forms part of A M Water Services Limited's Integrated Management System. Paper copies are uncontrolled when printed.

Local controlled copy

Word version of this controlled document (for offline / paper records):

Download APP_13 (.docx)

The page above is the master source — the Word doc is a snapshot for offline use.