Reference Material

BMS Structure & BMS Responsibilities

SOMTECH ENGINEERING & CONSTRUCTION

INTRODUCTION
Up to date, clear and understandable governance controls (policy, procedures and forms) are essential for
company success. The design, implementation and effective monitoring of business governance controls
will contribute to the management of risk, support the delivery of our operations, prevent bureaucracy and
poor communication and will contribute to the business success.
The company governance controls are recorded in a hierarchal BMS document structure. To ensure
consistency each document in the BMS follows a defined categorisation (see diagram below) and a defined
format. Document format includes both physical and electronic types.

REFERENCE MATERIAL
Document hierarchy is described below.

DEFINITIONS
Management System Manual The Business Management System Manual (BMSM) provides an
introduction to our Management System. It describes how the

Function Owner: John Riley Document Owner: Zamzam Abdalla

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BMS Structure & BMS Responsibilities
SOMTECH ENGINEERING & CONSTRUCTION
System supports our business through establishing continual
improvement, how it is managed and how it is structured.
Policy Statements Policy statements define the principles governing how we operate
as a business and are set by the Executive Leadership Team to guide
decision making and demonstrate our commitment. A policy
statement summarises the overall policy, but doesn’t go into the
detail of ‘how’. It serves as a top level statement of intent and
commitment to continual improvement which is then delivered
through more detailed objectives, procedures etc.
Process Operating Model The Process Operating Model (POM) is an asset value chain
framework which consists of a sequence of distinct phases, with
phase completion gateways. Success criteria are also identified for
each phase. The POM is used to provide a guide through the BMS
Procedures Procedures define mandatory requirements. They also contain
procedural steps (the how) with reference to the specific forms.
Where appropriate Procedures outline minimum standards for
competency, roles and responsibilities and specific technical
requirements. They may also cross reference non mandatory
reference material.
Procedures consist of up to 4 components:
a) Scope & Purpose
b) Requirements
c) High level process map (Optional)
d) Procedural steps
Standard & Template Forms The BMS controls the company forms which are used to record
specific information. Once completed, they become records and
provide evidence of activities performed or results achieved.
Standard Form - Creates a record of the mandatory steps taken to
comply with the Functional Procedure and must not be altered.
Template Form - Creates a record of steps taken to comply with the
Functional Procedure but allows flexibility for enhancement.
Reference Material Contain guidance information, rather than mandatory
requirements. They may also be created to support the
implementation of processes and procedures. Contains background
information and/or training material which may be used, or not,
depending on the nature of the requirement.
Guidance information may also be published on the company
intranet or controlled locally e.g. GE700 manuals
BMS Controls Collective term for the mandatory components of BMS Policy
Statements, Procedures and Forms.

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Reference Material
BMS Structure & BMS Responsibilities
SOMTECH ENGINEERING & CONSTRUCTION

ROLES AND RESPONSIBILITIES

In order to maintain and continually improve the Business Management System (BMS), experienced and
qualified people are needed to manage and develop documented company governance controls. As
business requirements change, regular review and measurement is necessary to prevent our management
system becoming out-dated and unused. Further information on key activities to be completed at each
stage of the documentation management process can be found in the RACI Schedule at the end of this
document.
Function Owner
 The Functional Owner is ultimately accountable for the development of effective governance
controls (Policy Statements, Procedures & Forms) to meet the needs of the business.
 The Functional Owner must ensure that due account has been taken in complying with all
regulatory, BB Group, Customers, Supply Chain and other 3 rd party stakeholders requirements in
the development of BMS controls.
 The Function Owner makes the final approval on all new or updated controls. By default, this will
be the Lead of the Community of Practice or Head of Function, but this responsibility may be
delegated.
 The Function Owner must decide on how revisions or new requirements to the Management
System are to be communicated. This communication must include appropriate instructions for
implementation e.g. training, phased transition etc.
 The Function Owner must ensure there is effective governance in place over the development of
new or updated controls. This includes leading the effective engagement with other impacted
functions and with operations so as to ensure that new or updated controls are fit for purpose.
Document Owner
The ‘Document Owner’ is the appointed individual with responsibility for maintaining and improving
specific Management System controls and requirements, and for the development of new controls as
required. This individual is responsible for ensuring the following activities;
 To identify internal stakeholders and consulted groups.
 To ensure that business controls remain relevant and effective through regular document review,
typically annually. For monitoring legal, Group and stakeholder requirements.
 Responsible for engaging with functions where interdependencies exist and integration is required.
 Adopt appropriate process management techniques to both identify and manage continual
improvement effectively.
 To ensure user feedback is collected and reviewed, improvement suggestions are responded to
promptly, audit findings are actioned effectively and appropriate measures of effectiveness are
established and reviewed.
 Depending on the nature of the change, those impacted (stakeholders and consulted groups) must
be appropriately consulted in relation to the nature of the change. Additionally, it may be
appropriate to undertake a formal impact assessment of changes to documentation, in order to
ensure that BMS controls are fit for purpose.

Function Owner: John Riley Document Owner: Zamzam Abdalla

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BMS Structure & BMS Responsibilities
SOMTECH ENGINEERING & CONSTRUCTION
 Changes to documentation are drafted using standard BMS templates and processed through to
the BMS Admin Team for deployment into the BMS.
 Changes are appropriately communicated to all relevant users and other interested parties. Where
necessary, training must also be provided to up-skill those impacted by the change.
Communities of Practice (incl. Centres of Excellence & Enabling Function SME groups)
 Communities of Practice are groups of users, experts and internal stakeholders who are consulted
as part of introducing new and revised documented requirements into the Management System.
 On request, as part of a Community of Practice, individuals must review the content of drafted
documents and confirm (or not) that the content is appropriate and feasible to implement
throughout the Company. Individuals should consult within their Hubs and Delivery Units to be able
to provide representative feedback and comment.
 Communities of Practice must have a good understanding of the content being reviewed and how
this will interact with the wider Management System.
Users
 Document Users must reference the Management System database to use the latest version of a
document.
 It should be borne in mind when using Activity (RACI) Schedules, that roles may be undertaken by
individuals with different Job Titles.
 For the benefit of all, any discrepancies or improvements identified must be highlighted to the
Document Owner via the Improvement Suggestion function within the Management System.
 Document Users may also be consulted for comment as Consulted Groups when appropriate.
Management System Editor & Analyst
 Provides overall coordination of the Management System database.
 Responsible for ensuring there is a coordinated and integrated approach when amending the
management system and introducing change.
 Ensure that documents are fit for purpose, including consistency of format and language etc.

Function Owner: John Riley Document Owner: Zamzam Abdalla

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BMS Structure & BMS Responsibilities
SOMTECH ENGINEERING & CONSTRUCTION

NUMBERING CONVENTION- FUNCTION / DOCUMENT TYPE / SERIES NUMBER

Differentiator Category Reference

Function Audit and Assurance ANCE
Business Efficiency BSEF
Commercial Management CMCM
Communications and PR COMM
Design (incl. BIM) DESN
Engineering (incl. Temp Works, Surveying, Materials) ENGN
Finance and Reporting FINC
Ground Engineering (incl. each GE Technique, Testal) BBGE
Health, Safety and Environment HSEN
Human Resources (incl. Learning & Development) HRES
Information Technology ITSS
Insurance INSR
Legal LEGL
Manufacturing (incl. Modular Systems+, ESI) MNFG
Market and Business Development MKBD
Planning PLNG
Procurement and Supply Chain PRCT
Project Leadership Management and Controls (incl. PMP) PLMC
Quality QUAL
Risk RISK
Specialist Plant (incl. Birse Plant Hire) SPLT
Sustainability SUST
Traffic Management TMAN
Work Winning WWIN
Document Type Policy PO
Procedure PC
Standard Form SF
Template Form TF
Reference Material RM
Manual MA

Function Owner: John Riley Document Owner: Zamzam Abdalla

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Reference Material
BMS Structure & BMS Responsibilities
SOMTECH ENGINEERING & CONSTRUCTION
Document Definition Series No
Numbering Cross Lifecycle 000
Business Development 100
Work Winning 200
Pre-Commencement 300
Project Delivery 400
Integration and Handover 500
Operate and Maintain 600
Enhance 700

Function Owner: John Riley Document Owner: Zamzam Abdalla

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BMS Structure & BMS Responsibilities
SOMTECH ENGINEERING & CONSTRUCTION

CHANGE MANAGEMENT – RACI SCHEDULE

community
Document Owner

Impacted
OwnerFunction

Management
BMS Editor

Line
Description

Documentation Change Management

Draft changes to documentation based on
improvement suggestions, audit and
1 A/R I C
investigation findings and any legislative
updates
Identify those to be consulted on change and
2 A/R I C
issue for comment
Review of drafted documents undertaken by
2 A R
the ‘consulted group’ (co-ord by Doc Owner)
Review the responses and make any
3 A R
necessary changes to the proposal
Review final drafted documents and either
4 approve, reject and redraft, or reject and I A R
cancel the change
Communication of Change
‘Company All’ email issued regularly with
5 overview of additions, changes and deletions C A/R
made to the BMS
Focussed communication when a significant
6 A R C
change is made to the BMS
Quarterly MS Update Presentation to be
7 made available via FAQ/HELP section of the C C A/R
Management System database
Checks to ensure such communications have
8 taken place as part of routine site visits and A/R I
inspections
Implementation of Change
Ensure staff are up to date with any additions
9 or changes to the Management System that A/R
may significantly affect how they work
Ensure that correct revisions of documents
are being used during routine site visits,
10 A/R
inspections, internal audits and Monthly
Team Reviews

Key
R – Responsible, A – Accountable, C – Consult, I - Inform

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BMS Structure & BMS Responsibilities
SOMTECH ENGINEERING & CONSTRUCTION

Function Owner: John Riley Document Owner: Zamzam Abdalla

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