APP_13 — Tickets and Qualifications Tracking Reference¶

Document Information

Field	Value
Document Reference	APP_13
Issue Number	4
Issue Date	13 May 2026
Next Review	13 May 2027
Controlled By	Leanne Mason (Director — Finance/Admin)
Approved By	Aaron Mason, Managing Director

Reference document — points to Leanne's live master record

This page is the controlled reference for the Tickets & Qualifications tracking system. It describes what's tracked, who maintains it, and the management process.

The live data lives in Leanne Mason's master spreadsheet at the AMWS office — that is the single source of truth for current qualification statuses, expiry dates and renewal actions. The Excel snapshot below is a downloadable copy of the master, refreshed when SARs / audits need it; it is not the live record.

Download Excel snapshot

For current status of any qualification, consult Leanne Mason directly.

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¶

Issue	Date	Approved By	Summary
1	01/06/2024	Aaron Mason, Director	Initial issue.
2	01/06/2025	Aaron Mason, Director	Annual review.
3	01/06/2026	Aaron Mason, Director	Annual review — content reaffirmed.
4	13/05/2026	Aaron Mason, Director	Reference-pointer pattern restored: this page is the controlled reference; Leanne Mason's live qualification-tracking spreadsheet is the master record. Aligns with the documented reference-appendix pattern. Controlled-By updated to Leanne Mason. No scope change.

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.