Integrated Management System (IMS) Manual¶

Document Information

Field	Value
Document Reference	MAN_01
Issue Number	3
Issue Date	30 April 2026
Next Review	30 April 2027
Controlled By	Aaron Mason / Leanne Mason / Sean Ashton (HSQE Consultant)
Approved By	Aaron Mason, Director

Master source — this page is canonical

The IMS portal is the master source for MAN_01 and the apex of the entire AMWS management system. This manual describes how AMWS implements ISO 9001:2015, ISO 14001:2015 and ISO 45001:2018 across two complementary surfaces:

IMS portal — controlled documents, registers, policies, SOPs (where you are now)
Van Packs portal — field-operative method statements, RAMS, RA acknowledgements

Both sites are deployed via Cloudflare Pages with Cloudflare Zero Trust authentication.

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

Document Control Information¶

Rev	Changes	Date	Approved By
1	Initial Issue	01/06/2024	Aaron Mason
2	Annual Revision — clarified HSQE coordination model; aligned roles with actual structure; updated process ownership	01/10/2025	Aaron Mason
3	Substantive revision. The IMS has migrated from Obsidian vaults to a dual-portal MkDocs architecture comprising the controlled IMS portal and the operative-facing Van Packs portal, both deployed on Cloudflare Pages with Cloudflare Zero Trust authentication; the manual is restructured around this dual-surface model. New content added for the ISO 14001:2026 transition, Cyber & Information Security as a cross-cutting process, and the impact of the Worker Protection Act 2023 and Employment Rights Act 2025 on HR processes. Inline [NEW 2026] / [UPDATED 2026] tags identify all changes since Rev 2.	30/04/2026	Aaron Mason

Table of Contents¶

Introduction
Scope
Company Context
Leadership and Commitment
Planning
Support
Operation
Performance Evaluation
Improvement
References

1. Introduction¶

This Integrated Management System (IMS) Manual outlines A M Water Services Limited's approach to implementing and maintaining a systematic framework that conforms to the requirements of:

ISO 9001:2015 Quality Management Systems
ISO 14001:2015 Environmental Management Systems
ISO 45001:2018 Occupational Health and Safety Management Systems

The manual serves as a reference point for all employees, stakeholders, and interested parties to understand how A M Water Services establishes, documents, implements, maintains, and continually improves its management system to deliver high-quality water infrastructure services while protecting the environment and ensuring the health and safety of its workforce.

As a family-run business operating under our "#TEAM - Together Everyone Achieves More" philosophy, we are committed to excellence in all aspects of our operations. Our lean organizational structure integrates HSQE responsibilities within operational roles, with Aaron Mason (Managing Director) maintaining strategic oversight and hands-on operational involvement, while Jason May (Supervisor) coordinates day-to-day HSQE implementation. External HSQE consultancy from Sean Ashton supports documentation, specialist advice, and ISO/accreditation matters, ensuring that quality, safety, and environmental protection are embedded in everything we do.

2. Scope¶

2.1 Scope of the IMS¶

The scope of A M Water Services Limited's Integrated Management System covers:

"Provision of Water Utility Installation, Repair and Maintenance including Reinstatement and Grab Services."

This scope encompasses all activities undertaken by A M Water Services at its headquarters in Northampton, temporary project sites, and client locations, including those performed by subcontractors working under the control of the organisation.

2.2 Application of Standards¶

The Integrated Management System (IMS) for A M Water Services Ltd has been established to ensure full compliance with the following standards:

ISO 9001:2015 - Quality Management Systems: All requirements apply except as specified below.
ISO 14001:2015 - Environmental Management Systems: All requirements apply.
ISO 45001:2018 - Occupational Health and Safety Management Systems: All requirements apply.

Exclusion from ISO 9001:2015 Clause 8.3 - Design and Development: A M Water Services Ltd does not undertake design or development activities as part of its operations. All services provided are delivered in accordance with customer specified requirements and applicable statutory and regulatory obligations. Therefore, Clause 8.3 'Design and Development of Products and Services' is formally excluded from our Quality Management System. This exclusion does not affect the company's ability to consistently meet customer, legal, and regulatory requirements.

3. Company Context¶

3.1 Understanding the Organisation and its Context¶

A M Water Services Limited, established in 2016, operates as a well-established family-run enterprise within the water industry infrastructure sector. The company determines external and internal issues relevant to its purpose and strategic direction that may affect its ability to achieve the intended results of the IMS.

The Directors and Supervisor (Aaron Mason - Managing Director, Leanne Mason - Director, and Jason May - Site Supervisor) monitor and reviews information about these external and internal issues through regular assessment of:

External Issues:

Water industry regulations and compliance requirements
Market conditions and customer demands
Economic factors affecting the construction industry
Environmental legislation and sustainability requirements
Technological advances in water infrastructure
Competition and market positioning
Weather conditions affecting operations
Supply chain availability and costs

Internal Issues:

Organisational capabilities and competencies
Resource availability and allocation
Safety culture and performance
Quality of service delivery
Financial performance and stability
Employee skills and training needs
Equipment and technology capabilities
Internal communication effectiveness
Lean organizational structure requiring role flexibility

3.2 Understanding the Needs and Expectations of Interested Parties¶

A M Water Services has identified the following primary interested parties whose needs and expectations are relevant to the IMS:

Interested Party	Needs and Expectations
Customers (Water Companies)	Quality work, compliance with WIRS standards, timely completion, competitive pricing, safety performance
Employees	Safe working conditions, fair treatment, job security, training and development, recognition
Regulatory Bodies	Legal compliance, accurate reporting, cooperation with inspections, environmental protection
Suppliers/Subcontractors	Fair payment terms, clear requirements, long-term relationships, safety standards
Local Community	Minimal disruption, environmental protection, local employment, emergency support
Shareholders (Directors)	Financial performance, business growth, reputation, risk management

3.3 Process Approach¶

A M Water Services adopts a process approach in developing, implementing, and improving the effectiveness of its IMS. The organisation has identified the following key processes:

Core Processes:

Water main installation and connections
Self-lay scheme delivery
Repair and maintenance operations
Grab hire services
Emergency response services

Support Processes:

Human resource management
Equipment maintenance and calibration
Supplier and subcontractor management
Document and record control
Training and competence management
HSQE coordination and system maintenance

Process Ownership: Detailed process ownership is documented in the Process Register (APP_02.1). For a lean organization, individuals often own multiple processes, with the Supervisor coordinating HSQE-related support processes.

4. Leadership and Commitment¶

4.1 Leadership Commitment¶

The Directors (Aaron Mason and Leanne Mason) demonstrate leadership and commitment with respect to the IMS by:

Taking accountability for the effectiveness of the system
Ensuring policies and objectives are established and compatible with the strategic direction
Integrating IMS requirements into business processes
Promoting risk-based thinking and process approach
Ensuring necessary resources are available
Communicating the importance of effective management and conformance
Engaging, directing, and supporting persons contributing to the IMS
Promoting continual improvement
Supporting other relevant management roles
Maintaining active involvement in daily operations as a family business

HSQE Coordination Model: Strategic HSQE oversight rests with Aaron Mason (Managing Director), who maintains hands-on operational involvement alongside Jason May (Supervisor). Day-to-day HSQE coordination is delegated to the Supervisor, who acts as the primary coordinator for IMS implementation, maintenance, and improvement activities. External HSQE consultancy from Sean Ashton provides specialist support for documentation, interpretation of standards, technical advice, and ISO/accreditation liaison.

4.2 Policies¶

A M Water Services has established, implemented, and maintains the following policies that:

Health, Safety, Environment and Quality (HSQE) Policy
Equal Opportunities Policy
Drugs and Alcohol Policy
Additional supporting policies as documented

These policies are:

Appropriate to the purpose and context of the organisation
Provide a framework for setting objectives
Include commitments to satisfy applicable requirements
Include commitments to continual improvement
Available as documented information
Communicated within the organisation
Available to interested parties as appropriate

4.3 Organisational Roles, Responsibilities, and Authorities¶

The Directors have assigned and communicated responsibilities and authorities for relevant roles within the organisation. The organisational structure clearly defines reporting lines and accountabilities, appropriate for a lean family business where individuals hold multiple responsibilities.

Key Role Allocations:

Strategic HSQE Authority & Operational Leadership: Aaron Mason (Managing Director)
HSQE Day-to-Day Coordination: Jason May (Supervisor)
Financial Authority: Leanne Mason (Director - Finance/Admin)
Site Implementation: Team Leaders (21 operational teams)
Site Supervisors: Appointed as needed for larger projects
External Specialist Support: Sean Ashton (HSQE Consultant)

Details of specific roles and responsibilities are documented in MAN_01a Accountabilities, Roles & Responsibilities Manual.

Management Representative Function: For ISO certification purposes, Aaron Mason (Managing Director) serves as Management Representative with overall responsibility for the IMS. Jason May (Supervisor) deputizes for day-to-day management system coordination and implementation.

5. Planning¶

5.1 Actions to Address Risks and Opportunities¶

A M Water Services considers internal and external issues and stakeholder requirements when determining risks and opportunities that need to be addressed to:

Give assurance that the IMS can achieve its intended results
Enhance desirable effects
Prevent or reduce undesired effects
Achieve continual improvement

Risk and opportunity management is documented in the Risk & Opportunity Register (APP_05) and follows processes detailed in SOP_3.1.

Process Ownership: The Supervisor coordinates risk assessment activities with input from Team Leaders and oversight from the Managing Director.

5.2 Hazard Identification and Risk Assessment¶

The company has established, implemented, and maintains comprehensive processes for hazard identification and risk assessment, taking into account:

Deep excavations and confined spaces
Working near live water mains
Highway working and traffic management
Manual handling of pipes and materials
Exposure to waterborne diseases
Use of chlorination chemicals
Operation of plant and machinery
Weather-related hazards

Implementation: Hazard identification is performed by competent persons including the Supervisor, Team Leaders, and Site Supervisors (when appointed). All employees are empowered and encouraged to identify and report hazards.

5.3 Environmental Aspects¶

A M Water Services determines the environmental aspects of its activities that it can control and influence, including:

Excavated material management
Fuel and oil storage/spillage
Noise from operations
Dust generation
Water resource protection
Waste management
Vehicle emissions
Protection of flora and fauna

5.4 Compliance Obligations¶

The company identifies and has access to compliance obligations including:

Water Industry Registration Scheme (WIRS) requirements
NRSWA street works qualifications
CDM Regulations 2015
Environmental permitting requirements
Waste management regulations
Health and safety legislation
Quality standards for water infrastructure

Compliance Management: The Supervisor maintains practical oversight of compliance requirements with support from Sean Ashton (HSQE Consultant) for legal register updates. Aaron Mason (Managing Director) holds ultimate accountability for legal compliance.

5.5 Objectives and Planning¶

A M Water Services establishes HSQE objectives that are:

Consistent with policies
Measurable where practicable
Monitored and communicated
Updated as appropriate

Objective Setting: Annual objectives are set by Directors in consultation with the Supervisor during Management Review. Progress is monitored monthly by the Directors and Site Supervisor.

6. Support¶

6.1 Resources¶

The company determines and provides resources needed including:

Human Resources:

Qualified operatives and supervisors
Trained equipment operators
Administrative support
Management oversight
External HSQE consultancy (Sean Ashton) as required

Infrastructure:

Office facilities at Northampton
Vehicle fleet and equipment
Welfare facilities
Storage areas

Equipment:

Excavation equipment
Grab lorries
Hand tools and safety equipment
Testing and monitoring devices

6.2 Competence¶

A M Water Services ensures personnel are competent through:

EUSR Water Hygiene certification
NRSWA operative/supervisor qualifications
Equipment operation training
Health and safety training
Regular refresher training
Competency assessments

Training Coordination: The Supervisor coordinates training needs identification and scheduling, with administrative support for record-keeping. External training providers deliver specialist courses as required.

6.3 Awareness¶

The company ensures all personnel are aware of:

The HSQE policies
Their contribution to IMS effectiveness
Benefits of improved performance
Implications of non-conformance
Relevant risks and controls

6.4 Communication¶

Effective communication processes are established for:

Toolbox talks and briefings
Safety alerts and bulletins
Management meetings
Customer liaison
Regulatory reporting
Emergency communications

Communication Coordination: The Supervisor ensures effective communication flows throughout the organization, utilizing WhatsApp groups for rapid communication and formal methods for documented communications.

6.5 Documented Information¶

The IMS maintains documented information including:

This manual and supporting procedures
Policies and objectives
Risk assessments and method statements
Training records
Inspection and audit reports
Incident records
Legal compliance registers

Document Control: Master document control is coordinated by the Supervisor with administrative support. Sean Ashton (HSQE Consultant) maintains master documentation structure. Document control processes are detailed in SOP_4.6 and SOP_4.7.

7. Operation¶

7.1 Operational Planning and Control¶

A M Water Services plans, implements, and controls processes needed to meet requirements through:

Detailed project planning
Risk assessments and method statements
Work instructions and procedures
Permit systems
Quality control checks
Environmental controls

Planning Responsibility: The Supervisor leads operational planning with input from Team Leaders and approval from the Managing Director for significant projects.

7.2 Emergency Preparedness and Response¶

The company maintains emergency procedures for:

Excavation collapse
Struck services
Confined space incidents
Chlorine exposure
Environmental spillages
Traffic accidents
First aid and medical emergencies

Emergency Coordination: The Supervisor serves as primary emergency coordinator with 24/7 availability. Emergency response procedures are documented in APP_16.

7.3 Management of Change¶

Changes are managed systematically including:

New equipment or technology
Process modifications
Personnel changes
Legislative updates
Customer requirement changes

Change Management: The Supervisor coordinates change management with Director approval for significant changes. Impact assessments consider HSQE implications.

7.4 Control of Externally Provided Processes¶

Subcontractors and suppliers are controlled through:

Approved supplier lists
Pre-qualification assessments
Performance monitoring
Regular audits
Clear specifications

Supplier Management: The Supervisor maintains supplier relationships and performance monitoring.

8. Performance Evaluation¶

8.1 Monitoring, Measurement, Analysis and Evaluation¶

The company monitors and measures:

Safety performance indicators
Quality metrics and customer satisfaction
Environmental performance
Compliance status
Training completion
Equipment calibration

Performance Analysis: The Supervisor collects and analyses performance data, reporting to Directors monthly and feeding into Management Review.

8.2 Internal Audit¶

Internal audits are conducted to verify:

Conformance to IMS requirements
Effective implementation
Compliance with standards
Opportunities for improvement

Audit Programme: The Supervisor coordinates the internal audit programme with support from Sean Ashton (HSQE Consultant). Audits are conducted at least annually with additional audits for high-risk areas. See SOP_6.2 for detailed audit procedures.

8.3 Management Review¶

Senior management reviews the IMS at planned intervals (minimum annually), considering:

Previous action status
Changes in context
Performance information
Audit results
Improvement opportunities
Resource needs

Management Review Process: The Supervisor prepares Management Review documentation and coordinates the review meeting. Directors chair the review and approve outputs. See SOP_6.4 for detailed process.

9. Improvement¶

9.1 Nonconformity and Corrective Action¶

When nonconformities occur, the company:

Takes action to control and correct
Evaluates the need for corrective action
Implements corrective actions
Reviews effectiveness
Updates the IMS as necessary

Corrective Action Management: The Supervisor coordinates corrective action implementation and effectiveness reviews. Serious nonconformities are escalated to Directors.

9.2 Continual Improvement¶

A M Water Services continually improves through:

Analysis of performance data
Customer feedback
Employee suggestions
Industry best practices
Technology advances
Lessons learned

Improvement Culture: All employees are encouraged to suggest improvements through multiple channels including toolbox talks, direct communication with supervisors, and formal suggestion schemes. The Supervisor evaluates and coordinates implementation of improvement opportunities with Director approval for significant changes.

10. References¶

10.1 Key Documents¶

Accountabilities, Roles & Responsibilities Manual
Risk & Opportunity Register (APP_05)
Legal & Compliance Register (APP_10)
Training Matrix (APP_12)
Organisational Chart
Process Register (APP_02.1)

10.2 Standard Operating Procedures¶

All SOPs as detailed in the SOP Contents, including:

Communication and consultation procedures
Risk assessment procedures
Training and competence management
Document control procedures
Monitoring and measurement procedures
Audit procedures
Management review procedures
Improvement procedures

10.3 Forms and Templates¶

Risk assessment templates
Audit checklists
Training records
Incident reports
Management review minutes

10.4 External Support¶

This IMS is supported by Sean Ashton (HSQE Consultant) for specialist advice, documentation maintenance, and technical interpretation of standards. The consultant works in close coordination with Jason May (Supervisor) to ensure practical implementation aligned with business operations and maintains liaison with certification bodies for ISO/accreditation matters.

This document forms part of A M Water Services Limited's Integrated Management System and should be read in conjunction with MAN_01a Accountabilities, Roles & Responsibilities Manual and relevant Standard Operating Procedures.

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