Sarens nothing too heavy, nothing too high. Management Review 2021

SAFETY INITIATIVE

PARTICIPANTS
Mariusz Sudoł – Regional Director
Andrei Popov – Country Manager
Roman Popov – Sales Manager
Dmitry Suprunets – Project Manager
Sebastian Szlaga – Regional SHEQ Manager

MANAGEMENT REVIEW 2021
ACCORDING TO SHEQ MANAGEMENT SYSTEM REQUIREMENTS ISO 9001:2015 – ISO 14001:2015 - ISO45001:2018
A. Action list status
B. Relevant changes in external and internal issues/circumstances
According to the management systems
Needs and expectations of interested parties
Significant environmental aspects
Changes in risks and opportunities
C. Performance and effectiveness
Relevant communication with/from relevant interested parties Extent to which objectives have been met Process Performance and conformity of products and services
Nonconformities, investigations and corrective & preventive actions
Monitoring and measurement results
Audit results
Compliance obligations
Performance of external providers
Adequacy of resources
Effectiveness of actions taken to address risks and opportunities
Opportunities for improvement
Decision making and actions
Opportunities for continual improvement (S-H-E-Q)
Recommendations for improvement of the integrated management system
Resource needs
Impact on the strategic plan
Objectives and action list to address them
H. Evaluation of the Integrated Management System

A. ACTION LIST STATUS – ACTION LIST MR 2020
Perform basic subcontractor assessment (meeting the Sarens standards in relations to subcontractor assessment is not applicable on the Belarus/Russia market, was accepted to perform basic assessment and provide mere supervision to meet he required Sarens standards) - implemented
Purchase/relocate from the Group the crane around 60t capacity to meet the sales opportnities on local market – in progres, the negotiation with supplier are ongoing, estimated time of completion Q1 2022.
Purchase the one set of truck and trailer to transport the crane elemnts and balast - completed (already in operation)
Hire truck driver to operate the transport set (include the function creation: job description, risk assessment for load transport) – completed (Pacay Ruslan was hired).
Implement the Group procedures and instructions to meet the IMS requirements - completed
ACTION LIST POINTS AND REALIZTION STATUS FROM THE LAST MANAGEMENT REVIEW

B. RELEVANT EXTERNAL & INTERNAL CHANGES
According to the management systems
Needs and expectations of interested parties
Significant environmental aspects
Changes in risk and opportunities
Ongoing Covid-19 restrictions and limitations
Unfavorable political situation between EU and Belarus
Employees: to keep the stable work possition
Clients: provision of reliable service on time
Government: to pay taxes, keep the legal requirements implemented, reduce contacts with EU
Spills and leaks from machinery operation
Waste
Exhausts from machinery in operation
The current political situation on Belarus interfere the cooperation with EU Busienss Units
Risk of law changes on Belarus making difficult operations to companies with EU capital
Increased activity of the police and military forces creating the unsafe feeling to employees and the business
The increasing the fleet (crane + truck) allow to increase the visibility on the market and Brand build on the local market

C. PERFORMANCE & EFFECTIVENESS
Relevant communication interested parties
a) Customer satisfaction (strenghts&weaknesses)
The customer feedback is collect as appreciation letters.
The strenghts are:
good organisation of work,
great perfomence
and knowledge and attitude of personel
Clients asking for lower prices.
b) Customer complaints (nature of complaint and actions taken)
No customer complaints.

C. PERFORMANCE & EFFECTIVENESS
Relevant communication interested parties
c) Employee feedback (employee well being, yard visits, needs and expectations)
The company give a good equipped sanitary and rest facility with good equipped, clean kitchen, rest room, etc. This is required by law however the quality of this facility is better than in most other companies.
The company is providing a good quality equipment and maintenance, requred PPE and in general taking care of Safety which is appreciated by employees.
The only demand is a salary level. Salary on the local market, related to the existing functions, is monitored by the company to give the best performance for both sides (employer/employee).
d) Suppliers and subcontractors (supplier and subcontractor assessment, contract termination cases, returns)
The company is using trusted suppliers and subcontractors. The company subcontract the transport services and ocasionnaly crane services. The company subcontract also the maintenance services.
The services provided are assessed on a good level however finding the external company (to covr the company needs in relations to subcontracted works) with ISO certificates is not appicable.
The subcontractors operationg on the base of order or contract.
e) Government visits (result of government institutions inspections & actions taken)
No any government inspection was performed in 2020 and 2021 till September.

C. PERFORMANCE & EFFECTIVENESS
Objectives achievement
Quality:
….
Environment:
H&S:
The focous on implementation of ISA. The Regional SHEQ will guide us during implementation.

C. PERFORMANCE & EFFECTIVENESS
Process performance & conformity of products and services
Process performance:
All processess are going positively. Some are not fully compliant with the Group due to local legislation, eg. Risk assessment for the function. Considering to use two risk assessment to comply to local and Group requirements.
The customer satisfaction is collected basibg on verbal or appreciation letter. Consider to implement the survey send automaticaly to the customer after the job is finished.
Product and services conformity:
Client is completely informed about the service scope. Sarens understand the client needs and expectations. The potential problems and client remarks are solved immediately by the project management.
No product or service complaints. Clients are satisfy from the service.
The equipment is maintain and certified as per legal requirements.
All Complaints or Non conformities, if any, will be investigated and registered in ACC.

C. PERFORMANCE & EFFECTIVENESS
NCR’s, investigations, corrective actions & preventive actions (ACC, KPIs, Audits, Complaints)
Follow up:
No accidents or incidents were reported in 2021 till September.
No external audts were occurred.
The internal collective audit were performed remotely in HR, SALES, OPS, SHEQ, FLEET:
No fleet department within BU – subcontracted (outsourced)
Subcontractors are assessed as suppiers (due to specificity of the market - accepted) but the subcontracted personel is not informed about Sarens SHEQ requirements for subcontractors

C. PERFORMANCE & EFFECTIVENESS
Monitoring and measurement results
SHEQ results:
Multiplication factors (EU Frequency rate/ EU Severity rate)
Sr = 0.0
Fr = 0.0
No accident and incident occure in 2021 nad erlier in 2020.
Toolbox
Company toolbox is announced every month. Based on toolboxes shared by the Polish BU.
Current status: 100% = meet the target 80%
WPI
Current status: 87% = meet the target 80%
ACC
ACC in place.
The identification of dangerous situations and near missess need to be improved (every month). The accident prevention is highly connected with identification and investigation of those events.
In total dangerous situation reporting meet the target 1 per 5000whrs.
Year action plan
6 actions per planned 12 were alredy completed
2 actions per planned 12 are in progres
4 actions per planned 12 are not started yet (including ISA)

C. PERFORMANCE & EFFECTIVENESS
Monitoring and measurement results
SHEQ results:
Safety legislation
The register in place and assessed. The legal compliance audit is planned for 2021 in year action plan.
All safety legal requirements are implemented within organization.
Environmental legislation
The register in place and assessed. The legal compliance audit is planned for 2021 in year action plan.
All environmental legal requirements are implemented within organization.

C. PERFORMANCE & EFFECTIVENESS
Monitoring and measurement results
Participation:
Risk assessments
The risk assessment for all functions is available and sign by employees. The methodology is compliant with legal requirements.
Involvement & consultation
The company is basing on the Group procedures. The Group procedures were consulted with the Unions in HQ and were developed worldwide.
The management is listening the employes remarks and needs and is trying to put them in place (eg. well equipped sanitary facility: kithen/rest room).
Representation
There is no employee representative. All members of the crew can report needs and expectations and have impact on the organization.

C. PERFORMANCE & EFFECTIVENESS
6) Performance of external providers
Subcontractors:
The list of current subcontractors in place. The majority are the transport subcontractos and in the field of crane rental and maintenance.
The cooperation with all subcontractors are on the very good level. No complaints from Sarens and clients.
However the subcontractors shoud be formally informed about Sarens SHEQ requirements for subcontractors employees.

D. ADEQUACY OF RESOURCES
The Purchasing of new truck MAZ with Mercedes engine is planned.
Employment of new truck driver is planned.
When the 60t capacity crane (Chinise crane, this is the market requirements, Cinise cranes are very popular in Belarus and clients trust this crane) will be bought, the new crane operator may be employed.
There is in consideration to employ also one mechanic when the numer of fleet will be increased (in future).
No other resources needs were identified.
Still the company will subcontract the transport activities, crane rental and maintenance.

E. EFFECTIVENESS OF ACTIONS
To address risks:
The risk related to the covid-19 is under control. The local requirements and Group guidelines are respected. The Business Unit limited lossess as much as it was possible by implementing those rules. Non of BU employees were permanently excluded from activities.
The risk related to political situation is under constant monitoring. The risk is:
Travels abroad - were limited to minimum
Lack of payment by the client due to possible foreign banks account locks
Delays or cancellation of investments due to foreign banks account locks which financed the investment
The other risk are under controll by the organizations management.
To address opportunities:
The top management is listening the clients need and taking opportunities to meet them to grow the business.
The company is looking opportunities in a big Gas/energu project in Kaliningrad. The chanses to won this project are assessed on high.
The company is performing the market reasearch also in local Russian market close to the Belarus border to became visible brand. This i ongoing actions.

F. OPPORTUNITIES FOR IMPROVEMENT
Purchase of 60t Chinise crane allows to meet the local clients requirements, who trust those cranes and will increase the market share in the segment of significant competition.
Purchase of second MAZ truck allows react very quickly on clients requests
The company is looking opportunities in a big Gas/energu project in Kaliningrad
The company is striving to be the most active in WIND segment in Belarus
The organization is planning to expand on Russian market

G. DECISION MAKING AND ACTIONS
Opportunities for continual improvement
Purchase of new equipment
Increasing the numer of staff in relations to equipment
Development of IMS system to maintain the high level of management
On the IMS level (internal audit results):
Fleet: Access to AX maintenance for maintenance representative in SBEL when the company will grow - suspended
HR: Implement the yearly employee evaluation – to be discussed with Regional HR Manager
OPS: Set the document of minimum & current qualifications (competences) of staff to keep the organizational knowledge inside and protect against lost (important when company will grow) - suspended
OPS: Keep the records of Weekly Crane Inspection Reports (and others if required) on Sharepoint in new BUSIENSS UNIT tag – accepted for implementation
OPS: LMB control – obtain the access to Globe tracking and control the LMB violation – accepted for implementation
SALES: Implement the Sarens template of the offer and adopt to the local needs - suspended
SALES: If the bigger offer occur (eg. From Regional approval level) use Sarens approval sheet to assess the contractual risks – accepted for imlementation
SHEQ: Increase level of identification of dangerous situations as a prevention for future accidents and incidents – accepted for implementation

G. DECISION MAKING AND ACTIONS
Needed change to the IMS
Implementation of electronic customer satisfaction survey to collect more feedback in a documented way
Familiarization of subcontracted staff with Sarens SHEQ requirements for subcontractor employees
Focous on identification of dangerous situations & near misses to prevent potential accidents and incidents
Use BUSINESS UNIT tag in Sharepoint to store the organization documents

G. DECISION MAKING AND ACTIONS
Resource needs
The new truck and crane to meet the market requirements + the crew for those equipment
No other resources are planned.

H. EVALUATION OF THE INTEGRATED MANAGEMENT SYSTEM
Does our integrated management system meet the expected requirements?
The Business Unit is using the Group procedures and instructions. The specific ones, like legal requirements evaluation of compliance, risk assessment, environmental aspects assessment, third party identification, etc. were implemented as per local situation.
The Business Unit does not emploi the qualified SHEQ personel however is guided by the Group and Regional support. The BU management appoint the management representatives to perform SHEQ activities in BU.
Conclusion: IMS meet the expected requirements
clients are satisfy and coming back to Sarens
no accidnets and incidents, including environmental incidents
the company create the profit and developing according strategy