Policies - Ontoit

Policies

 

Quality Management Policy

Central to the business culture of the company is our commitment to customer satisfaction.

Customer satisfaction is fundamental to what we stand for and aim to achieve because the success of our business is directly dependent on our ability to meet and consistently exceed our clients’ expectations and requirements.

We will realise this through an ongoing commitment to provide service to our clients, and by developing and implementing management systems that are open to continual improvement and consistent with our business objectives.

We will strive for efficiency and effectiveness in service delivery, building and maintaining strong business relationships with our clients.

We will take responsibility for communicating the importance of quality management and increasing employees’ awareness and involvement as part of their professional development.
We will provide access to this policy statement to interested external parties via the Ontoit website.

We will utilise structured approaches based on local and international management system standards to provide a systematic approach to service delivery.

For the purpose of our quality management, we shall adopt the requirements of AS/NZS ISO 9001:2016 as a means of delivering the following system goals:

  • Excellence in service delivery
  • Client retention
  • System and process management and improvement

Ontoit requires its management; employees and sub-consultants to participate, contribute and accept responsibility for achieving the intent of this quality management policy.

Arvind David
Managing Director


 

Health, Safety and Environmental Policy

Commitment

Central to the business culture of the company is our commitment to the health and safety of our employees, workers and visitors. Also ensuring that our activities are not harmful to the environment and the community. We will be a leader in our industry and will satisfy legislative requirements in all areas of health, safety and environment.

Company Actions

Our commitment will be achieved by:

  • Complying with all applicable laws, regulations and statutory obligations.
  • Ensure that our health, safety and environmental objectives and targets are established based on previous performance and reviewed annually.
  • Continually improve the health, safety and environment system to enhance performance.
  • Making sure employees have adequate facilities, equipment, information, instruction, training and supervision to work in a safe and healthy manner.
  • Ensuring all employees, workers and clients endorse our policies and procedures.
  • Ensuring consistent safety practices across work sites.
  • Eliminating or controlling hazards and risks.
  • Ensuring all incidents and near misses are fully investigated and corrective actions taken to prevent recurrence.
  • Provide an effective system of rehabilitation and return to work for injured employees.
  • Taking disciplinary action when people disregard health and safety procedures and practices.

Employee Actions

All employees are required to:

  • Adhere to all ontoit and client companies’ health, safety and environment policies, practices and instructions.
  • Immediately report any unsafe work practices, equipment or conditions to their manager.
  • Not misuse, damage, refuse to use or interfere with anything provided for health and safety.
  • Perform all work duties in a manner that promotes health and safety for everyone.
  • Complete a safety induction prior to attending a work site. The induction record is to be filed within the company filing system.
  • Complete a risk assessment of each site including the tasks required to reduce the likelihood of incidents/accidents. The risk assessment is to be filed within the company filing system.
  • Identify and wear the required personal protective equipment (PPE) for the various sites (e.g. hard hat, vests, safety boots, etc).
  • Identify and attend any safety training required for a particular role (e.g. rail track training).
  • Immediately report any incidents resulting in injury or having the potential to result in injury to their manager.
  • Treat people in a fair and reasonable manner, and not act in a manner that could be considered as sexual harassment, discrimination, racial or religion vilification or bullying.

Arvind David
Managing Director


 

Novel Coronavirus (COVID-19)

Purpose:

The Purpose of this Policy is to set out Ontoit’s response to the COVID-19 pandemic.

Summary:

  • The health and wellbeing of our employees is the highest priority for Ontoit.
  • Ensuring our people are safeguarded from risk while continuing to meet our customer commitments and deliverables is critically important.
  • Stay up to date. For the latest advice, information and resources, go to health.gov.au
  • As the guidance provided by the Government changes, we will update our response.
  • Our COVID-19 Working Group is meeting regularly to monitor the evolving situation and update this policy.

Given the spread of the novel Coronavirus (COVID-19) and its declaration by the World Health Organisation (WHO) as a pandemic, Ontoit is taking considered action to ensure the safety, health and wellbeing of our people, clients and communities.

Protect Others and Stop the Spread

We can all help slow the spread of COVID-19 in Australia. To protect others you must:

If you have a confirmed case of COVID-19 or in direct contact with a confirmed case, you must isolate yourself to stop the virus spreading to other people.

Employees should immediately advise their manager if they have come into direct contact with a person who has reported symptoms of COVID-19, or has contracted COVID-19.

Business Continuity

Minimising disruption to our clients is a high priority for us, second only to the health and wellbeing of our people, clients and communities. Ontoit is fully operational and our client work is continuing.

We are fortunate that our teams routinely work remotely and have the flexibility to work from home. Our teams have access to robust and secure systems that facilitate a flexible method of working.

The IT infrastructure we deploy is robust and we are investing in more solutions to support the delivery of our services remotely. Our staff can meet on telephone and video conferencing.

Working from Home

  • Employees are to work from if they are able to. Employees may attend our office premises or other business premises where it meets the requirements of this policy, is safe to do so and does not breach government, guidelines, directives or the advice of health authorities.
  • All employees are to complete the Working from Home Checklist and to advise their managers of any changes to their circumstances.
  • Ontoit will reimburse the purchase of equipment up to the value of $100 per employee. Equipment is limited to monitors, keyboard/mouse, USB port extenders/adapters, headset and ergonomic furniture.
  • All Ontoit employees are to proactively check-in with their manager each day, continue to communicate and work productively.
  • Managers will monitor and manage productivity and performance in accordance with our existing policies and procedures.
  • Ontoit recognises that working from home poses unique challenges that will require trust, flexibility and support. Challenges include trying to balance the need to care for the young, elderly or sick, loneliness, interruptions from other members of household (children, partners, roommates) and having sufficient bandwidth as more people work and study from home. Ontoit understands that the working conditions will not always be ideal and will be tolerant of the need for employees to deal with the challenges of working from home. Employees are asked to discuss their situation with their manager and seek flexible working arrangements where required.

Working from Ontoit Offices

Whilst it is preferable that Ontoit employees work from home during this period, we recognise that it may be necessary for people to be in the Ontoit offices from time to time to meet client needs.   It is also likely over the coming months that restrictions will continue to ease.

Ontoit has provided hand sanitisers in all offices and additional cleaning to promote a healthy workplace, and we ask our people and visitors to adhere to normal handwashing and hygiene practices.

Client or project meetings in our offices are to be avoided, unless the meeting cannot be held using the digital resources available and is needed to support services that are essential. Time spent in meetings should be minimized.

As restrictions are eased, working from Ontoit offices may take place more frequently.  In these circumstances, staff are reminded to:

  • Maintain physical distancing in line with government guidelines and the advice of the Chief Health Officer in each State/Territory;
  • Maintain physical distancing by observing the signposted directions in the office on seating distance and maximum occupants in meeting rooms.
  • Practise good hygiene, including frequent hand washing.
  • Stay home when feeling unwell.

We may need to place limits on the number of employees attending the offices during this period and/or to stagger working hours.  If employees are planning to be in the Ontoit offices, they must fill in the Staff Whereabouts register on the intranet home page.  This will enable Ontoit to identify employees who may need to self- isolate if there is a confirmed COVID-19 case at any of our office locations.

Ontoit has taken action to enhance the safety and cleanliness of the offices, including removing communal crockery and cutlery, providing recyclable disposable cups and cutlery, installing cleaning stations for both hand washing and surface cleaning and restricting access to desks where necessary to meet social distancing guidelines.  Employees must read and implement directions posted in the offices to ensure social distancing and sanitation procedures are followed.

Meeting rooms also have notices specifying the maximum number of people who can use the room, and face to face meetings should be kept as short as possible.  Given the limited space in the Sydney office, anyone intending to attend the site needs to check the roster of attendance before travelling to the office.

Working and Visiting Client Offices and Sites

Our clients implement their own measures to respond to COVID-19. Ontoit people must only visit client workplaces where it is safe to perform the visit and where there are proactive measures in place to prevent the spread of COVID-19. Managers should obtain a copy of the policies and procedures relating to COVID-19 and review them.  If in any doubt that the procedures are adequate, they must contact the Director Corporate Services.   If you are concerned that the client workplace or site at which you are working is not taking reasonable steps to prevent the spread of COVID-19, remove yourself and immediately contact the Director Corporate Services and your manager.

Employees planning to visit client offices  must fill in the Staff Whereabouts register on the intranet home page.

Vulnerable persons

  • Vulnerable persons are defined as:
  • Aboriginal and Torres Strait Islander people 50 years or over with one or more chronic medical conditions.
  • People 65 years or over with one or more chronic medical conditions.
  • People 70 years or older
  • People with compromised immune systems. Examples include those receiving immune-suppressive treatment for auto-immune diseases or people undergoing or recently having undergone chemotherapy.

If any employee falls into one of these categories, they should contact their manager, and we will look at additional measures to ensure their safety.  Any personal medical information will be kept strictly confidential.

Travel

  • Local ground travel and interstate travel is restricted to essential travel to meet the needs of the business.
  • International Travel is banned by the Australian Government under the Biosecurity Act.

More Information

For the latest advice, information and resources, go to www.health.gov.au

Call the National Coronavirus Health Information Line on 1800 020 080.  It operates 24 hours a day, seven days a week.

If you have concerns about your health, speak to your doctor.

 

Arvind David
Managing Director

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