Westlink Management System Manual

Nomenclature

Term	Definition
AMSA	Australian Maritime Safety Authority
ASIC	Australian Securities and Investments Commission
CoR	Chain of Responsibility
DISP	Defence Industry Security Program
E8	Essential Eight (ASD cybersecurity mitigation strategies)
EPA	Environmental Protection Authority (WA)
EWP	Elevated Work Platform
HSE	Health, Safety and Environment
HSES	Health, Safety, Environment and Security
IMS	Integrated Management System
ISM	Information Security Manual (Australian Government)
ISO	International Organization for Standardization
JHA	Job Hazard Analysis
JOSCAR	Joint Supply Chain Accreditation Register
LTIFR	Lost Time Injury Frequency Rate
NHVR	National Heavy Vehicle Regulator
PCBU	Person Conducting a Business or Undertaking
PDCA	Plan-Do-Check-Act
PPE	Personal Protective Equipment
PSPF	Protective Security Policy Framework
RACI	Responsible, Accountable, Consulted, Informed
SWMS	Safe Work Method Statement
TBOSIET	Tropical Basic Offshore Safety Induction and Emergency Training
TRIFR	Total Recordable Injury Frequency Rate
WHS	Work Health and Safety
WMS	Westlink Management System

Purpose

This manual describes the Westlink Management System (WMS) — the integrated management system through which Westlink Logistics Pty Ltd manages quality, work health and safety, and environmental performance across all operations.

The WMS provides the framework for setting objectives, controlling risks, meeting statutory and regulatory obligations, fulfilling customer and defence requirements, and driving continual improvement. It is certified to ISO 9001:2015, ISO 45001:2018, and ISO 14001:2026.

This manual serves as the top-level system document. It describes what the WMS achieves and how its elements interact. Detailed procedures, work instructions, and forms are referenced throughout and maintained as controlled documents within the WMS library.

Scope

Integrated Management System Boundary

The WMS covers all activities performed by Westlink Logistics Pty Ltd in the provision of specialised logistics services. The system integrates the requirements of three international standards:

• ISO 9001:2015 — Quality Management Systems

• ISO 45001:2018 — Occupational Health and Safety Management Systems

• ISO 14001:2026 — Environmental Management Systems

Services

Westlink Logistics provides specialist heavy and oversized logistics services to the energy, mining, rail, infrastructure, and defence sectors. Services include:

• Marine transportation, chartering, and port services

• Heavy haulage and road transport

• Lifting and rigging operations

• Air transportation and charter

• Customs processing, quarantine, and freight forwarding

• Project management and technical assurance

Sites and Operations

The WMS applies to all Westlink operations in Australia and Singapore. The principal office is in Perth, Western Australia, with regional operations in Queensland. Singapore-based personnel and operations are managed directly under Westlink Logistics Pty Ltd.

Workforce

The WMS applies to all workers as defined by the Work Health and Safety Act 2020 (WA), including employees, contractors, subcontractors, labour hire, volunteers, and visitors to Westlink workplaces or worksites.

Exclusions

ISO Clause	Exclusion	Justification
ISO 9001:2015 cl.7.1.5	Monitoring and measuring resources	Westlink does not use monitoring or measuring equipment to verify conformity of products or services. Service conformity is verified through inspection, client acceptance, and documentation review.

Design and Development (cl 8.3)

Design and development (ISO 9001:2015 cl 8.3) is within the scope of the WMS. Westlink designs bespoke logistics and transport-engineering solutions — including project-freight method engineering, modularisation and transport-engineering design, bespoke warehouse and contract-logistics operating models, and custom system configurations — and controls this design and development under OPS-PRO-004 (Solutions Design Procedure). The straightforward forwarding of freight against a fully specified client instruction, where there is no solution to be designed, is operational service provision under cl 8.1 and is not design and development.

Management System Overview

Document Hierarchy

The WMS documentation follows a four-tier hierarchy. Each tier serves a distinct purpose and is controlled through the document management process described in GOV-PRO-002.

Tier	Document Type	Purpose	Examples
1	Policies	State commitments and intent. Set direction for the management system.	GOV-POL-001 (Quality), GOV-POL-002 (WHS), GOV-POL-004 (Environmental)
2	Manuals and Standards	Describe the management system structure, requirements, and criteria.	QHSE-MAN-001 (this manual), GOV-STD-001 (Document Management Standard)
3	Procedures, Plans, and Guidelines	Define how activities are performed, controlled, and recorded.	QHSE-PRO-001 (Incident Reporting), QHSE-PLN-003 (Environmental Management Plan)
4	Forms, Templates, Checklists, Registers, Schedules	Capture records and evidence of conformity.	QHSE-FRM-001, QHSE-CHK-001, GOV-SCH-001 (Retention Schedule)

All WMS documents follow the naming convention {Department}-{DocType}-{Sequence} as defined in GOV-STD-001. The WMS library is maintained on SharePoint with version control, approval workflows, and classification markings per the Protective Security Policy Framework (PSPF) 2025.

Order of Precedence

Where conflict exists between documents, the following order of precedence applies:

• Applicable legislation, including mandatory standards and codes of practice

• Company policies (Tier 1)

• This manual and WMS standards (Tier 2)

• Supporting procedures, plans, and guidelines (Tier 3)

Process Model

The WMS operates on a Plan-Do-Check-Act (PDCA) cycle applied to all business processes. Core process interactions are:

• Client requirements and regulatory obligations define inputs to operational planning.

• Operational processes (marine, land, air, chartering, project management) deliver services under controlled conditions.

• Support processes (competence, communication, document control, procurement) enable operational delivery.

• Performance evaluation (monitoring, audit, management review) measures effectiveness and identifies improvement opportunities.

• Improvement processes (incident investigation, corrective action, continual improvement) close the PDCA loop.

System Platform

Westlink uses the isCompliant platform to manage operational WMS processes including risk and opportunity registers, audit scheduling, corrective actions, supplier management, personnel records, hazardous substances, environmental controls, emergency planning, company objectives, incident reporting, and meeting management. The platform provides automated RACI assignment, overdue alerts, and compliance tracking.

The WMS document register is maintained on SharePoint. Finance and direct client CRM are managed in separate systems. The principles described in this manual apply regardless of the platform used to implement them.

Context and Interested Parties

Understanding the Organisation and its Context

Westlink Logistics is a specialist heavy and oversized logistics provider with over 25 years of experience serving the energy, mining, rail, infrastructure, and defence sectors. The company operates from Perth, Western Australia, with regional operations in Queensland and Singapore.

Westlink determines external and internal issues relevant to its strategic direction and the intended outcomes of the WMS through a structured context analysis. The analysis is reviewed at each management review and updated when significant changes occur.

External Issues

• Regulatory environment — WHS legislation (WA and Cth), environmental protection, chain of responsibility, dangerous goods, privacy, and modern slavery obligations

• Defence requirements — DISP membership, ISM compliance, JOSCAR pre-qualification, and client security requirements

• Market conditions — commodity cycles in energy and mining, infrastructure investment, defence procurement timelines

• Climate and environmental — physical risks to transport operations (cyclones, flooding, heat), transition risks from decarbonisation policy, client sustainability requirements

• Supply chain — vessel and equipment availability, subcontractor capacity, port and road infrastructure constraints

Internal Issues

• Organisational capability — workforce competence, restricted operation licensing, succession planning for specialist roles

• Operational complexity — multi-modal logistics (marine, land, air) across multiple jurisdictions and client sites

• Technology — information security controls, platform reliability, digital record-keeping, and business continuity

• Culture — safety-first culture, stop work authority, consultation and worker participation

Interested Parties

Westlink identifies interested parties whose needs and expectations are relevant to the WMS. The interested parties register is maintained in the management system platform and reviewed at each management review.

Interested Party	Needs and Expectations	Relevant WMS Requirements
Clients (energy, mining, defence, infrastructure)	Safe, timely, quality service delivery; regulatory compliance; security clearances; incident-free operations	Operational controls, KPIs, incident reporting, client communication
Workers (employees, contractors, subcontractors)	Safe workplace; fair conditions; consultation; competence development; return-to-work support	WHS policy, hazard management, consultation, training, rehabilitation
Regulators (WorkSafe WA, EPA, DISP, AMSA, NHVR)	Legislative compliance; incident notification; audit access; records availability	Legal register, incident reporting, audit programme, records management
Defence (DISP, Prime contractors)	Security compliance; ISM/E8 controls; personnel security; JOSCAR pre-qualification; classified information handling	Defence security policy, personnel screening, information security, audit evidence
Certification bodies	Conformity to ISO 9001, ISO 45001, ISO 14001; continual improvement evidence; management commitment	All WMS processes, management review, internal audit, corrective action
Suppliers and subcontractors	Clear requirements; fair evaluation; timely payment; safety expectations	Procurement controls, contractor management, prequalification
Insurers	Risk management; incident data; claims management; loss prevention	Risk registers, incident reporting, WHS performance data
Community and environment	Pollution prevention; noise and traffic management; heritage protection; responsible operations	Environmental policy, aspects register, emergency response, indigenous heritage

Leadership and Policy

Leadership and Commitment

The CEO demonstrates leadership and commitment to the WMS by establishing quality, WHS, and environmental policies, ensuring the WMS achieves its intended outcomes, directing and supporting persons to contribute to WMS effectiveness, promoting continual improvement, and ensuring adequate resources are available.

All managers demonstrate leadership within their areas of responsibility. Stop work authority is granted to all personnel, including subcontractors and visitors, without fear of reprisal.

Organisational Structure

The following table shows the current Westlink organisational structure and key WMS responsibilities.

Role	Name	Reports To	Key IMS Responsibilities
Board of Directors	—	Shareholders	Governance oversight, strategic direction, CEO appointment
Chief Executive Officer	John A. Di Giovanni	Board	Overall accountability for IMS, policy approval, management review chair, resource allocation
Finance & Technology Manager	Craig Foreman	CEO	CFO, CTO, CISO, CSO functions; information security; DISP security officer; document control; compliance oversight
Operations Manager	Rob Carbon	CEO	Operational WHS and quality; project delivery; client requirements; subcontractor management
Account & Freight Operations Manager	Aureen Scott	CEO	Freight operations quality; customs compliance; client account management
Business Development Manager	Lyndon Canton	CEO	Tender compliance; client requirements capture; JOSCAR and prequalification submissions
Regional Manager QLD	Brian Harrington	CEO	QLD operations WHS and quality; regional compliance; site safety management
Chartering Manager	Manu Kohli	CEO	Marine chartering quality; vessel compliance; maritime safety obligations
Technical Manager	Tom Maher	Operations Manager	Technical assurance; lifting and rigging compliance; equipment certification

A Schedule of Delegation to Management defines financial and operational authority limits. The CEO may delegate specific WMS responsibilities but retains overall accountability.

Policy Framework

The WMS is governed by a suite of policies that establish commitments across quality, WHS, environmental, governance, and security domains. Each policy is approved by the CEO, reviewed annually at management review, and available to interested parties on request.

Ref	Policy Title	Primary Standard/Obligation
GOV-POL-001	Quality Policy	ISO 9001:2015 cl.5.2
GOV-POL-002	Work Health and Safety Policy	ISO 45001:2018 cl.5.2
GOV-POL-003	Drug and Alcohol Policy	WHS Act 2020 (WA) s.19
GOV-POL-004	Environmental Management Policy	ISO 14001:2026 cl.5.2
GOV-POL-005	Fitness for Work Policy	WHS Act 2020 (WA) s.19
GOV-POL-006	Workplace Behaviour Policy	Fair Work Act 2009 (Cth)
GOV-POL-007	Workplace Rehabilitation and Return to Work Policy	WC&IM Act 2023 (WA)
GOV-POL-008	Indigenous Heritage Policy	Aboriginal Heritage Act 1972 (WA)
GOV-POL-009	Equal Employment Opportunity Policy	Equal Opportunity Act 1984 (WA)
GOV-POL-010	Inclusion and Diversity Policy	Fair Work Act 2009 (Cth)
GOV-POL-011	Grievance Resolution Policy	Fair Work Act 2009 (Cth)
GOV-POL-012	Anti-Bribery and Corruption Policy	Criminal Code Act 1995 (Cth) Div 70
GOV-POL-013	Modern Slavery Policy	Modern Slavery Act 2018 (Cth)
GOV-POL-014	Sexual Harassment Prevention Policy	Sex Discrimination Act 1984 (Cth)
GOV-POL-015	Privacy Policy	Privacy Act 1988 (Cth)
GOV-POL-016	Social Media Usage Policy	Fair Work Act 2009 (Cth)
GOV-POL-017	Stop Work Authority Policy	WHS Act 2020 (WA) s.84
GOV-POL-018	Whistleblower Policy	Corporations Act 2001 (Cth) Part 9.4AAA
GOV-POL-019	Gifts, Hospitality and Conflicts of Interest Policy	Criminal Code Act 1995 (Cth) Div 70
TEC-POL-001	Information Security Policy	ISM (June 2025); PSPF 2025
QHSE-POL-001	Chain of Responsibility Policy	Road Traffic (Vehicles) Act 2012 (WA) Part 4

Planning

Risk-Based Approach

Westlink applies a risk-based approach to all WMS processes, aligned with ISO 31000:2018. Risks and opportunities are identified, assessed, and treated at strategic, operational, and project levels. The risk management process is detailed in QHSE-PRO-002.

Hazard Identification and WHS Risk

Hazard identification is performed proactively through workplace inspections, job hazard analyses (JHAs), safe work method statements (SWMS), pre-start meetings, and worker consultation. The hierarchy of controls (elimination, substitution, isolation, engineering, administrative, PPE) is applied to all hazard treatments. The process is detailed in QHSE-PRO-001.

Environmental Aspects and Impacts

Westlink identifies environmental aspects and evaluates their impacts using a significance assessment methodology. Significant aspects include fuel consumption and emissions, waste generation, spill risk during marine and land transport, noise at operational sites, and heritage site interaction. The environmental aspects register is maintained in the management system platform and reviewed annually.

Legal and Other Requirements

Westlink maintains a legal register identifying all applicable legislation, regulations, codes of practice, standards, and client contractual requirements. The register is monitored through:

• State Law Publisher email subscriptions (WA legislation)

• WorkSafe WA newsletters and guidance updates

• Fair Work Australia newsletters and updates

• ATO and ASIC regulatory updates

• Defence industry notifications (DISP, ISM updates)

• Certification body communications (audit findings, standard revision notices)

Compliance is evaluated periodically as described in the performance evaluation section of this manual.

Objectives

Westlink establishes measurable objectives for quality, WHS, and environmental performance. Objectives are set at management review, communicated to relevant personnel, monitored through KPIs, and updated when conditions change. Current objectives are maintained in the management system platform.

Domain	Objective	Metric	Target	Frequency
Quality	Deliver services right first time	Client nonconformity reports	< 2 per quarter	Quarterly
Quality	Maintain client satisfaction	Client feedback score (verbal/formal)	> 80% positive	Annually
WHS	Reduce workplace injuries	Total Recordable Injury Frequency Rate (TRIFR)	< 5.0	Monthly
WHS	Zero fatalities and serious incidents	Lost Time Injury Frequency Rate (LTIFR)	0	Monthly
WHS	Close corrective actions on time	CA closure within 30 days	> 90%	Monthly
Environmental	Prevent environmental incidents	Reportable environmental incidents	0	Annually
Environmental	Reduce waste to landfill	Waste diversion rate	> 60%	Annually

Note: Objectives and targets are reviewed and updated at each management review. The values shown are current-period examples. The management system platform maintains the authoritative register of objectives and progress.

Management of Change

Changes to the WMS, operations, or organisational structure are managed through a structured process that identifies the change, assesses risks and impacts, plans implementation, communicates to affected parties, and verifies effectiveness. Changes that affect the scope or structure of the WMS are approved by the CEO.

Support

Resources

The CEO ensures adequate resources are available for WMS implementation and continual improvement. Resources include personnel with appropriate competence, infrastructure (offices, IT systems, vehicles, equipment), and a work environment appropriate for service delivery. Resource requirements are assessed at management review and during project planning.

Competence

Westlink determines the competence required for each role that affects WMS performance. Competence is established through a combination of education, training, qualifications, and experience. The process includes:

• Pre-employment verification: CV review, reference checks, interview assessment, qualification verification, pre-employment medical, right to work in Australia

• Induction: WMS orientation, site-specific induction, role-specific training requirements

• Ongoing development: performance appraisals, training needs analysis, refresher training, competence reassessment

• Prior learning: recognition of prior training and experience is accepted only where documented evidence is provided

Restricted Operations

The following operations require specific licences, tickets, or certifications. Personnel must not perform these operations without verified, current credentials.

Restricted Operation	Licence/Ticket Required
Electrical work	WA Electrical Licence
Vehicle and mobile plant operation	Relevant class of driver’s licence or high-risk work licence
Offshore operations	TBOSIET (Tropical Basic Offshore Safety Induction and Emergency Training)
Confined space entry	High-risk work licence (confined spaces)
Scaffolding	High-risk work licence (scaffolding)
Rigging	High-risk work licence (rigging)
Crane and hoist operation	High-risk work licence (relevant class)
Reach stacker operation	Reach stacker competency
Boom-type EWP operation	High-risk work licence (EWP > 11m)
Working at heights	Working at heights training

Awareness

Westlink ensures all workers are aware of the quality, WHS, and environmental policies, relevant objectives, their contribution to WMS effectiveness, the implications of not conforming to WMS requirements, and relevant incidents and lessons learned. Awareness is maintained through induction, toolbox talks, pre-start meetings, noticeboards, and the management system platform.

Personnel files are maintained for all workers and include: resume, letter of employment, induction records, employee details, bank and superannuation details, qualifications and certificates, tax declarations, and performance records.

Communication and Consultation

Westlink maintains structured internal and external communication processes. Worker consultation on WHS matters is a legislative requirement under the WHS Act 2020 (WA) and a core element of the WMS.

Communication Type	Method	Frequency	Owner
WHS performance	Graphical reports on intranet/noticeboards	Monthly	Finance & Technology Manager
HSE meetings	Face-to-face meetings with all personnel	Monthly	Operations Manager
Pre-start/toolbox	Toolbox talks and daily pre-start briefings	Daily (when active on site)	Project Manager / Supervisor
Management review	Formal review meeting	Annually	CEO
Client project meetings	Meetings per contract requirements	Per contract schedule	Project Manager
Board reporting	Board meeting papers	Monthly	CEO

Client feedback is captured through project meetings, verbal feedback, and formal records in the management system platform. Westlink actively seeks client input at project milestones and completion.

Documented Information

The WMS requires documented information to be created, updated, and controlled in accordance with GOV-STD-001 (Document Management Standard) and GOV-PRO-002 (Document Control Procedure). Key controls include:

• Approval and review: all documents are approved by designated authorities before release and reviewed at defined intervals

• Version control: SharePoint manages version history, check-in/check-out, and prevents concurrent editing conflicts

• Classification: documents are classified per PSPF 2025 (UNOFFICIAL, OFFICIAL, OFFICIAL:Sensitive) and marked accordingly

• Retention and disposal: records are retained in accordance with GOV-SCH-001 (Document Retention Schedule) and applicable legislative requirements

• Accessibility: current versions are available at point of use via the WMS library; obsolete documents are removed from active circulation

• Employee files are never deleted. Auditable records include induction records, training registers, SWMS/JHAs, incident reports, investigation and corrective action records, workers’ compensation claims, rehabilitation records, safety data sheets, environmental incident records, safety inspections, and audit reports.

Operations

Operational Planning and Control

Westlink plans, implements, and controls operational processes to meet requirements for service delivery. Operational planning considers client requirements, applicable legislation, risk assessments, resource availability, WHS hazards, and environmental aspects. Controls are proportionate to the risk and complexity of each operation.

Client Requirements

Client requirements are determined through tender review, contract negotiation, and ongoing project communication. Requirements include service specifications, delivery schedules, safety and environmental obligations, security clearances, and reporting expectations. Changes to requirements are managed through the management of change process.

Approval Type	Approval Authority
Tenders and quotes	Operations Executive / Senior Project Manager
Timesheets	Project Manager
Contractual documents	Per Schedule of Delegation
Purchase orders	Per Schedule of Delegation
Project deliverables	Project Manager

Supplier and Subcontractor Management

External providers are controlled based on their impact on service quality, WHS, and environmental performance. Westlink applies a tiered prequalification process:

• Major suppliers: formal prequalification per GOV-PRO-003, including WHS, environmental, and quality capability assessment

• Minor suppliers: prequalification per GOV-PRO-005, with scope limited to the specific service provided

• Performance monitoring: three deficiency instances in a rolling six-month period triggers reassessment of approved supplier status

• Contractor WHS requirements are specified in QHSE-GDL-001 (Minimum HSES Requirements for Contractors)

Chain of Responsibility

As a PCBU involved in the transport supply chain, Westlink has chain of responsibility (CoR) obligations under the Road Traffic (Vehicles) Act 2012 (WA) Part 4. CoR obligations apply to loading, scheduling, speed, fatigue management, vehicle standards, mass, dimension, and maintenance. The CoR framework is detailed in QHSE-POL-001.

WHS Operational Controls

Westlink applies the hierarchy of controls to eliminate or minimise WHS risks so far as is reasonably practicable. Operational WHS controls include:

• Safe work method statements (SWMS) for all high-risk construction work and other activities assessed as high risk

• Job hazard analyses (JHAs) for non-routine tasks and new work activities

• Site safety plans for client sites, addressing site-specific hazards, emergency arrangements, and communication protocols

• Permit-to-work systems for confined spaces, hot work, isolation, and other high-risk activities

• PPE requirements determined by risk assessment and client site requirements

• Health surveillance for workers exposed to noise, hazardous chemicals, and other health hazards per WHS Regulations 2022 (WA)

Environmental Operational Controls

Westlink implements controls to prevent pollution, reduce environmental impact, and meet client and regulatory requirements. Key environmental controls include:

• Spill prevention and response: spill kits on all vehicles and worksites, spill response training, containment procedures

• Waste management: waste segregation, licensed waste contractors, waste tracking, and diversion from landfill targets

• Dangerous goods: handling, storage, and transport per Dangerous Goods Safety Act 2004 (WA) and relevant regulations

• Noise and dust: operational controls at worksites to minimise community impact

• Heritage protection: indigenous heritage assessment and management per GOV-POL-008

Life Cycle Perspective

Consistent with ISO 14001:2026 cl.8.1, Westlink determines and applies environmental controls across the life cycle stages of the services it provides and the assets it operates. The life cycle stages considered are acquisition, use, maintenance, and end-of-life treatment or disposal. Westlink does not design physical products, so design-stage controls focus on service design (load planning, route selection, modal choice) and asset specification.

• Acquisition: fleet and plant procurement specifications include emissions class, fuel efficiency, and reparability criteria; supplier and subcontractor prequalification (GOV-PRO-003, GOV-PRO-005) flows environmental requirements down to external providers.

• Service design: route, modal, and load planning consider fuel consumption and emissions intensity; client requirement reviews capture environmental obligations imposed by the client or end use.

• Use: operational controls (fuel monitoring, spill prevention, waste segregation, noise and dust management) apply across the use phase of vehicles, plant, and operational sites.

• Maintenance: planned maintenance regimes for fleet and lifting equipment include environmental considerations (oil and coolant containment, replacement-part disposal, refrigerant handling).

• End-of-life: vehicles, plant, batteries, tyres, and IT assets are disposed of through licensed recyclers or end-of-life contractors; disposal records form part of the environmental aspects register and retention schedule (GOV-SCH-001).

• External communication: environmental requirements relevant to transportation, delivery, use, and end-of-life of client cargo are communicated to subcontractors through contract terms and to clients through project communications, in accordance with ISO 14001:2026 cl.8.1 d).

Emergency Preparedness and Response

Westlink maintains emergency response procedures to prepare for and respond to potential emergency situations that could affect worker safety, the environment, or operations. Emergency arrangements are detailed in QHSE-PRO-007 and include:

• Emergency response plans for each operational site and project

• Trained first aiders and emergency wardens

• Regular emergency drills and exercises

• Communication protocols for notifying regulators, clients, and emergency services

• Post-incident review and plan updates

Performance Evaluation

Monitoring, Measurement, and Analysis

Westlink determines what needs to be monitored and measured, the methods for monitoring and measurement, when monitoring and measuring must be performed, and when results must be analysed and evaluated.

Performance Area	Key Metrics	Data Source	Reporting Frequency
Quality — audit effectiveness	Action close-out rate, frequency, timeliness	Management system platform	Quarterly
WHS — injury performance	LTIFR, TRIFR, injury by severity and body part	Management system platform + finance system	Monthly
WHS — lead indicators	Hazard reports, inspections completed, training compliance	Management system platform	Monthly
Environmental — incident performance	Environmental incidents, spills, regulatory notices	Management system platform	Quarterly
Environmental — resource consumption	Fuel use, waste volumes, diversion rate	Operational records	Annually
Competence	Performance appraisals completed vs headcount	Management system platform	Annually
Legislation compliance	Compliance audit results, regulatory notices	Management system platform	Per audit schedule

Calibrated and Verified Monitoring Equipment

Consistent with ISO 14001:2026 cl.9.1.1 and ISO 9001:2015 cl.7.1.5, Westlink ensures that monitoring and measurement equipment used to demonstrate conformity of environmental and quality performance is calibrated or verified at specified intervals, identified to determine its calibration status, and safeguarded from adjustments that would invalidate results. A calibrated and verified equipment register is maintained linked to the environmental aspects register.

Equipment Type	Purpose	Verification Method	Frequency
Fuel flow meters / telematics	Fuel consumption and emissions intensity	OEM service certificate or licensed-installer verification	Annual
Noise meters	Worksite noise level measurement	Field calibrator pre-use; laboratory calibration	Pre-use (field); annual (laboratory)
Weighbridges and load cells	Mass measurement (CoR, waste mass)	NMI-traceable verification	Annual or per regulator schedule
Spill volume measurement	Spill quantity reporting	Calibrated graduated containers; estimation guide	Verified on issue and annually
Gas detectors (confined-space, hot work)	Atmospheric monitoring	Bump test pre-use; full calibration per manufacturer	Pre-use (bump); 6-monthly (calibration)

Equipment found out of calibration is removed from service and the validity of previous measurements assessed. Calibration and verification records are retained in accordance with GOV-SCH-001.

Client Satisfaction

Westlink monitors client satisfaction through project meetings, verbal feedback, formal feedback records, and post-project reviews. Client feedback is recorded in the management system platform and analysed for trends at management review. Major clients have scheduled meetings for regular feedback exchange.

Internal Audit

Westlink conducts internal audits at planned intervals to verify that the WMS conforms to the requirements of ISO 9001, ISO 45001, ISO 14001, and Westlink’s own WMS requirements. The internal audit programme considers the importance of processes, changes affecting the organisation, and results of previous audits.

• Audit frequency: at least annually for each WMS process, with additional audits triggered by incidents, changes, or poor performance

• Auditor competence: internal auditors are independent of the activity being audited and trained in audit techniques

• Audit results: findings are classified as nonconformities, observations, or opportunities for improvement and tracked through the corrective action process

Management Review

The CEO chairs an annual management review to assess the continuing suitability, adequacy, and effectiveness of the WMS. The quorum for management review is the CEO and the external QHSE Consultant. Attendees include the Finance & Technology Manager, Operations Manager, senior project managers, and others as required.

Management Review Inputs

• Status of actions from previous management reviews

• Changes in external and internal issues relevant to the WMS

• WMS performance data: quality, WHS, and environmental KPIs; nonconformities and corrective actions; audit results; compliance evaluation results

• Client satisfaction and feedback

• Adequacy of resources

• Effectiveness of actions to address risks and opportunities

• Opportunities for continual improvement

Management Review Outputs

• Decisions on continual improvement opportunities

• Changes needed to the WMS

• Resource requirements

• Updated objectives and targets for the next period

Management review records are retained in the management system platform. Actions arising from management review are tracked through the corrective action process.

Health Surveillance

Workers exposed to health hazards (noise, hazardous chemicals, asbestos, silica) undergo health surveillance as required by WHS Regulations 2022 (WA). Surveillance programmes are determined by risk assessment and monitored for trends. Health surveillance records are maintained as confidential personnel records.

Improvement

Incident Investigation

All incidents, near misses, and hazards are reported and investigated in accordance with QHSE-PRO-001. Investigation depth is proportionate to the actual or potential severity of the event. The investigation identifies root causes, not just immediate causes, and determines corrective actions to prevent recurrence.

Notifiable incidents are reported to WorkSafe WA within the timeframes required by the WHS Act 2020 (WA) s.38. The incident scene is preserved for at least 24 hours or until an inspector releases it.

Nonconformity and Corrective Action

When a nonconformity is identified — through audits, incidents, client complaints, regulatory notices, or worker reports — Westlink takes action to control and correct it, evaluates the need for action to eliminate root causes, implements corrective actions, and reviews their effectiveness. The process is detailed in QHSE-PRO-004.

For service delivery nonconformities, the response includes client notification, containment of the nonconforming service, root cause analysis, and corrective action implementation. Records of nonconformities, actions taken, and effectiveness verification are retained.

Continual Improvement

Westlink continually improves the suitability, adequacy, and effectiveness of the WMS through:

• Analysis of performance data and trends at management review

• Internal audit findings and opportunities for improvement

• Lessons learned from incidents and project completion reviews

• Worker consultation and suggestions

• Benchmarking against industry standards and client expectations

• Adoption of improved technology, tools, and working methods

References

Standards

• ISO 9001:2015 Quality Management Systems — Requirements

• ISO 45001:2018 Occupational Health and Safety Management Systems — Requirements

• ISO 14001:2026 Environmental Management Systems — Requirements

• ISO 31000:2018 Risk Management — Guidelines

• ISO 19011:2018 Guidelines for Auditing Management Systems

Legislation

• Work Health and Safety Act 2020 (WA)

• Work Health and Safety (General) Regulations 2022 (WA)

• Environmental Protection Act 1986 (WA)

• Dangerous Goods Safety Act 2004 (WA)

• Road Traffic (Vehicles) Act 2012 (WA)

• Workers’ Compensation and Injury Management Act 2023 (WA)

• Fair Work Act 2009 (Cth)

• Privacy Act 1988 (Cth)

• Modern Slavery Act 2018 (Cth)

Defence and Security

• Defence Industry Security Program (DISP) requirements

• Information Security Manual (ISM) — June 2025

• Protective Security Policy Framework (PSPF) 2025

• JOSCAR pre-qualification requirements

Key Internal Documents

The complete WMS document register is maintained on SharePoint. Key procedures referenced in this manual include:

• GOV-STD-001 — Document Management Standard

• GOV-PRO-002 — Document Control Procedure

• GOV-SCH-001 — Document Retention Schedule

• QHSE-PRO-001 — Hazard and Incident Reporting and Investigation Procedure

• QHSE-PRO-002 — Risk Management Procedure

• QHSE-PRO-004 — Corrective Action Procedure

• QHSE-PRO-007 — Emergency Preparedness and Response Procedure

• QHSE-GDL-001 — Minimum HSES Requirements for Contractors

• DEF-POL-001 — Defence Security Policy

• TEC-POL-001 — Information Security Policy