Safety, health and environment (“SHE”) policy and procedures
Datatec has a Group-wide SHE policy, which is complemented by individual policies at each subsidiary to ensure compliance with local regulations. Management at each subsidiary is responsible for implementing and maintaining the policy throughout the organisation, and ensuring that health and safety considerations are given priority in planning and day-to-day supervision of work. The Group CEO delegates the responsibility for maintaining a safe working environment to a health and safety committee or nominated individuals at each subsidiary. Health and safety issues are collated by the committees, nominated individuals and the Group Company Secretary, who reports to the Board.
Health and wellness
The approach to health and wellness is on a per region/operation basis, in keeping with the decentralised management model of the Group. At most operations, employees are afforded health schemes with the operations contributing the entire or part of the employee membership fee.
Health and safety committees
The subsidiary health and safety committees’ members are permanent, full-time employees acquainted with conditions and activities in the workplace. Each subsidiary elects its health and safety committee and will include representatives from various departments within the subsidiary. The committees are responsible for:
- Reviewing and recommending changes to the SHE policy
- Investigating any accident which may occur, with the objective of achieving a factual and honest assessment of the causes and thereby preventing recurrence
- Proactively identifying health and safety hazards in the work environment
- Reporting hazards to management
- Making recommendations to management to reduce health and safety hazards
- Keeping abreast of relevant legislation
- Creating awareness of workplace risks with employees
- Investigating complaints by employees relating to health and safety at work
- Setting goals for improving health and safety within the business
- Identifying health and safety training needs in the different areas of the business
- Attending meetings with health and safety inspectors if required.
Employees are responsible for taking reasonable care of their own health, carrying out lawful orders in terms of health and safety, and complying with notices, instructions, hazard and warning signs. Furthermore, it is their responsibility to report any safety risk and any accident, injury or health and safety incident to the designated health and safety representative or human resources manager.
Westcon-Comstor continually updates its assessment of health and safety across its global business. Westcon-Comstor has embarked on a global compliance programme for meeting local and regional legislation requirements, and is developing a consistent and best practice approach with an internal benchmarking audit performance programme. This programme consists of formal reviews incorporating equipment, facilities, programmes and implementation against regional and country regulations. Corrective actions/improvements are continually being developed and implemented for identified deficiencies.
A programme addressing “near miss” incidents within logistics centres has significantly reduced employee accidents and injuries. Risk of office worker musculoskeletal injuries has been reduced by adopting ergonomics best practices and an employee workstation self-assessment process.
As part of Westcon-Comstor's Global Business Compliance Council initiatives, an online global business compliance information centre has been created to address legislation and best practices in health and safety, environment, business continuity, quality and security standards. Westcon-Comstor also has developed and tested emergency plans as part of an overall business continuity strategy.
Logicalis recognises its obligation to reduce the risk of injury in the work environment and to provide a clean and safe place to work. Logicalis undertakes to comply with health and safety regulations as set out in the jurisdictions in which Logicalis operates around the world.
Each Logicalis operation has its own health and safety policy which is consistent with best practice in the applicable jurisdiction, and regularly undertakes programmes and procedures to mitigate health and safety risks, such as risk assessments and safety audits.
Logicalis also ensures that the appropriate health and safety training is provided for its employees for the role that they perform, which includes, where appropriate, the training of first aiders and fire marshals.
During FY16, Logicalis launched its group-wide online Code of Conduct training which covers the responsibilities of Logicalis as an employer and all Logicalis employees with regard to health and safety in the workplace. This training was completed by all employees in the fourth quarter of FY16 and will be conducted annually.
In Logicalis Asia, selected employees were trained as first aiders and fire marshals to help mitigate health and safety risks. Sponsored registrations of employees for key sporting events, such as the annual Standard Chartered Marathon are also planned to commence in FY17.
In FY16, all Logicalis Ireland employees completed a manual handling course. Employees were trained on how to perform specific manual handling tasks competently, complete essential risk assessment prior to completing manual handling tasks and identify ergonomic factors associated with their work activities. This course has now been included in Logicalis Ireland’s induction process for all new employees. A refresher course will be undertaken by all employees on a biannual basis. In FY17, a risk assessment will be conducted to ensure that the safety statement is up to date and accurate.
Logicalis Netherlands recognises its obligation to reduce the risk of injury in the work environment and to provide a clean and safe place to work. Logicalis Netherlands ensures compliance with the health and safety regulations applicable in the Netherlands. Logicalis Netherlands’ health and safety policy is consistent with best practice in the Netherlands. The company regularly undertakes programmes and procedures to mitigate health and safety risks, such as risk assessments and safety audits and ensures compliance with laws and regulations.
In PromonLogicalis, all employees were assisted with health and dental plans as well as company-wide voluntary health checkups. PromonLogicalis also held an annual vaccination campaign from May 2015 to June 2015 in all its offices for the employees and their families. During the 2015 campaign, 820 vaccinations were performed, reaching 33% of employees and their families. PromonLogicalis also encourages exercise by sponsoring employees participating in sporting competitions.
At Logicalis Germany, employees are trained to administer first aid. External consultants are also invited to conduct health and safety assessments.
Analysys Mason has its own health and safety policy, which has been approved by Datatec. The company also has documented health and safety processes that describe roles and responsibilities in case of incidents. The health and safety policy and information is published on the company’s intranet, posted on notice boards in each office and covered during induction training. Risk assessments are carried out on a regular basis and safety audits are carried out annually. Health and safety training is ongoing to maintain up-to-date certifications for first aiders and fire marshals.
Mason Advisory’s health and safety policy is part of its accredited ISO 9001 quality management system and is available to staff via the intranet. Mason Advisory retains the services of a qualified third party to ensure that risk assessments are undertaken and that employees receive appropriate training. As a consultancy business, the day-to-day risks may appear minimal; however, Mason Advisory ensures the team remains vigilant and that administrative employees are mindful of issues that may emerge in the office environment.
Datatec head office
The head office continues to meet or exceed the Occupational Health and Safety Act 85 of 1993 (“OHS”) requirements. Datatec requested an OHS review which was conducted on the Datatec head office by Uni-Excellens, specialists in OHS consulting. Although Datatec head office is identified as a low-risk environment, there are minimum criteria Datatec is required to comply with in terms of the OHS Act. As a result of the review, first aiders, fire marshals and evacuation wardens have been trained. An emergency co-ordinator has also been appointed, who, alongside the OHS manager, will be responsible for health and safety at the head office.
During FY16, the head office OHS scorecard improved from 57% to 97% compliant. No significant incidents relating to health and safety were reported at the Datatec head office during the year.
Approach to environmental conservation
The increased use of IT in recent years has led to increased usage of energy and the generation of carbon dioxide. As a responsible corporate citizen operating in the ICT market, Datatec has a duty to help minimise energy use. By improving the efficiency of IT systems and networks, Datatec can contribute to “green IT” by helping clients become greener in their use of IT.
Some examples of how Datatec can provide more efficient IT systems include:
- consolidating server capacity usage
- consolidating server data storage
- Information lifecycle management
- Desktop power management
- Videoconferencing (to reduce travel).
In addition to assisting customers enhance their sustainability, Datatec strives to minimise its own emissions of carbon dioxide by applying the principles of green IT in its own business as part of its environmental policy.
A formal environmental policy is in place and is applied throughout the Group. The main environmental objectives contained in the policy include:
- Complying with legal environmental requirements – European Waste Electrical and Electronic Equipment (“WEEE”) regulations
- Maximising the Group’s understanding of environmental issues through gathering information and ongoing training
- Purchasing environmentally sensitive products
- Seeking to minimise waste
- Seeking to minimise energy use
- Seeking to minimise transportation impacts
- Supporting community and other environmental initiatives by active involvement
Approach to environment
Datatec is currently in the process of developing and submitting its first annual Carbon Disclosure Project (“CDP”) climate response. The CDP is an internationally acclaimed initiative that is driven by more than 827 institutional investors representing in excess of US$100 trillion in assets with the objective of gaining greater visibility into how companies are managing the risk and opportunities in response to climate change.
The world is driving ahead into the low carbon transition and shareholders are increasingly demanding such visibility. In an effort to provide more transparency to shareholders, Datatec has teamed with GCX Africa to develop, collate and submit the 2016 CDP report.
The first CDP submission will report on Datatec’s South African operations, being the head office and Westcon Southern Africa’s local operations. Datatec is aiming to expand the reporting across the entire Group over the next few years. The results of the 2016 CDP report will be disclosed in the 2017 Integrated Report.
The CDP report will provide Datatec with an opportunity to identify specific risks, opportunities and mitigation options that could have a material impact on Datatec’s business operations over the medium to long-term. The Company will engage with external professionals to mitigate and adapt to the risks identified and to take advantage of available opportunities in order to unlock maximum strategic business value from the initiative.
Westcon-Comstor is driven by a commitment to act responsibly, in an effort to minimise the impact of commercial activities on the environment. For this reason, Westcon-Comstor encourages every operation across the globe to pursue initiatives with the goal of improving the quality of life in local communities.
Westcon-Comstor’s management believes that responsible business practices significantly benefit the environment, help accelerate new business, drive cost-effectiveness and enhance loyalty. It understands its role as a responsible global corporate citizen and regularly works alongside employees, suppliers, customers, the public and environmental agencies to incorporate these efforts into its overall business strategy.
Westcon-Comstor aims to comply with environmental legislation across every region. It works to foster an environmentally conscious culture by providing employees with appropriate information and support to ensure work is done with consideration of the environment. Westcon-Comstor seeks to effectively maintain its plants and machinery to decrease environmental risks and recycle materials where possible. Its teams focus on implementing processes that assess and improve good environmental practices and encourage both internal and external communications related to performance of these practices.
Examples of how Westcon-Comstor promotes environmental awareness and sustainability include:
- Power-saving light switches, ensuring lights are turned off when offices are not in use
- Recycling programmes encouraging operations in a paperless manner, asking employees to print documents only when necessary
- Electronic signature policies reducing the volume of documents printed and shipped globally
- The online global business compliance information centre, which includes the environmental centre, containing an environmental policy and implementation manual, vendor site links and for each European country WEEE, battery and packaging declarations to each country’s requirements.
As a responsible international provider of IT solutions, Logicalis seeks to measure and minimise the way in which its commercial activities may impact the environment. Logicalis is also committed to providing practical advice and support to its customers and vendor partners to help them along the path to ever cleaner and greener IT solutions.
Logicalis recognises that a responsible attitude to green IT can lead to significant reductions in energy consumption and carbon emissions. As well as reducing greenhouse gases and operational costs, the technologies it promotes, such as remote working and video and teleconferencing, enables flexible working environment, greater productivity and improved business continuity.
Logicalis promotes remote working and videoconferencing across regional and home offices to minimise car or air transportation and reduce its carbon footprint. This is also supported through Logicalis’ schemes to encourage employees to use public transport.
Many of its local operations support initiatives for reducing power and water usage and monitoring waste reduction in its offices. These range from paper and plastic recycling to water filtration and office lighting efficiency systems.
As an early adopter of green IT ideas and activities, Logicalis welcomed the recent introduction of the Energy Savings Opportunity Scheme (“ESOS”) in the UK. The purpose of the scheme is to require qualifying organisations to measure total energy consumption, identify areas of significant energy consumption and identify cost-effective energy efficiency opportunities. The assessment noted Logicalis’ commitment to sustainability through the provision of a number of policies and initiatives, namely an energy management policy, a transport policy and a sustainable policy. Logicalis’ data centres are designed to best practice standards to measure power usage effectiveness (“PUE”) and save energy. Both Slough and Bracknell data centres have had recent energy efficiency improvements including LED lighting installations, improved data centre computer room air-conditioning units, “ecometer” building management system, “free cooling” system implementation, refrigeration direct expansion improvements, new generators and new uninterruptable power supply units. All sites have robust systems management in place and undertake efficiency drives to save energy. There are still opportunities to further reduce energy consumption including resetting cooling temperature for data halls and replacing certain existing lighting with more efficient LED solutions.
Logicalis UK promotes recycling internally and has recycling bins in all its offices across the UK. Logicalis also promotes “cycle to work” schemes as part of its flexible benefits programme.
Logicalis US seeks to:
- Conduct its operations in compliance with applicable laws, regulations, and standards concerning environmental protection
- Continually improve environmental management policies, programmes, and performance based on regulatory developments, technical developments, and community expectations
- Minimise environmental risks to employees and the communities in which Logicalis operates
- Promote employee awareness of environmental concerns, actions, and responsibilities
- Operate facilities and conduct activities taking into consideration the efficient use of energy and materials
- Minimise waste through recycling and handle/dispose of all waste through safe and responsible methods.
Logicalis in Asia-Pacific has replaced inefficient, high-energy lightbulbs with lower wattage, energy-saving lights (compact fluorescent and LEDs). Recycled paper and green office stationery are purchased for staff usage, with the latter making up part of Logicalis’ inventory on corporate premiums, which are given out during client events. Across offices in the region, Logicalis works to ensure that office cooling systems are set up at an optimal temperature and switched off after work hours and over weekends.
Logicalis Ireland promotes recycling internally with clearly marked recycling bins located in a number of key areas in the building, such as the canteen and printer area. The print management strategy has focused on reducing the number of printing devices, eliminating unnecessary printing and purchasing recycled paper. Logicalis Ireland promotes the use of public transport and cycling to work. Logicalis Ireland also promotes the government tax saver initiative through which employees can receive commuter tickets tax free as part of their employment package.
Logicalis Netherlands seeks to measure and minimise the way in which its commercial activities may impact the environment. It recognises that a responsible attitude can lead to significant reductions in energy consumption and carbon emissions. Logicalis Netherlands promotes remote working and videoconferencing internally and with customers to minimise car and air transportation. Logicalis Netherlands has vehicle leases that promote the use of hybrid vehicles. The business is actively reducing power and water usage and monitoring waste reduction in its offices, such as paper and plastic recycling, water filtration and office lighting efficiency systems.
PromonLogicalis ensures that all its offices comply with the local environmental laws. Prior to initiating projects, PromonLogicalis conducts several preventive actions like risk anticipation and control actions planning, expressed in occupational safety, health and environmental programmes. The business has obtained the ISO 14001 and OHSAS 18001 certifications, showing that the organisation is committed to the prevention of environmental impacts and continuous improvement, as part of normal business management cycle.
The Consulting division is mainly office-based, and therefore has minimal environmental impact. Nonetheless, environmental training takes place and policies and procedures are made available to all staff via the intranet.
Companies within the division have introduced initiatives that conserve resources such as paper and electricity, and general recycling is standard. Furthermore, travel is kept to a minimum by holding meetings via tele/videoconference where practical.