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Code:P.EP..........

MANAGEMENT PROCEDURE
Electroputere Edition:1
IMS INTERNAL AND EXTERNAL Rev: 0
COMMUNICATION Page 1 of 6

Approved
President,

RECORD OF CHANGES
to current edition

Crt FM No./Date Object of change Cause of Reviewed by


No. change (name,signature)

1. Purpose and scope


The procedure describes the responsibilities and methods of achieving the internal and external
communication process of the organization with all stakeholders in the IMS fields of activity.
The provisions of this procedure apply to passive and active communication from the point of
view of the significant aspects of IMS operation.
This procedure applies throughout the whole company and covers:
- communicating the requirements, objectives, applicable working methods and outcomes between
different levels and positions in the EP organizational chart;
- Submitting appropriate responses to the relevant requests of the interested external parties.

2. Reference documents
2.1. SR EN ISO 9001:2015 Quality Management System. Requirements.
2.2. SR EN ISO 9000:2015 Quality Management System. Principles and vocabulary.
2.3. SR EN ISO 14001:2015 Environment Managemnt Systems. Requirements.
2.4. SR EN ISO 18001:2008 OSH Management Systems. Requirements.
3. Definitions and abreviations
Definitions
3.1 .1 Communication – a permanent process of transmitting information, data, work
methods, results, in oral, written or electronic form between departments, EP
positions, respectively interested parties..
Interested external party – person or group preoccupied or affected by the IMS
performance of a company.

3.2 Abrevieri:
DSC (QSD) - Departamentul Sistemul Calitatii (Quality System Department)
SMC (QMS) - Sistemul Managementului Calitatii; (Quality Management System)
DSC (QSD) -Departamentul Sistemul Calitatii (Quality Department System)
TBU - Divizia Transformatoare (Transformers Business Unit)
MBU - Divizia Motoare (Motors Business Unit)
- Directia Vanzari (Sales Department)

Issuying Dpt. Issued by / Date: Approved by / Date:


Anghel Aurel / 2018 Anghel Aurel/ 2018
IMD
Code:P.EP..........
MANAGEMENT PROCEDURE
Electroputere Edition:1
IMS INTERNAL AND EXTERNAL Rev: 0
COMMUNICATION Page 2 of 6

DC (PC) - Directia Cumparari (Purchasing Department)


SMI (IMS) - Sistemul de Management Integrat (Integrated Management
System)

4. Responsabilities and authority

4.1 The President


- Approved this procedure;
- Draws up the OH&S Polity and Objectives
- Elaborates the strategic objectives of the company and ensures they’ve been properly
communicated;
- Approves the management Program for meeting the strategic objectives of EP
- Approves the circulation of internal/external documents
- Approves the circulation list for internal documents
- Approves corrective / preventive actions that need to be taken following external
documents
- ensure the organization of a permanent propaganda activity in the field of SMI.
- Mentions each person’s duties within the labour or service agreements;
- monitoring compliance with legal requirements and other requirements with the
regulatory authority;
- implementing the IMS in the company;
- supervising the state of implementation of the provisions of this procedure;
- communicating with interested external parties, regarding the IMS.

4.2. Quality Manager


- conveys the Policy and General objectives in the field of IMS to all the departments.
- sends information about the operation of IMS to the approved certification body and
clients;
- draws up the Report for the IMS analyses;
- monitors the fulfillment of measures established following the IMS analyses.

4.3 Department Managers


- participates in IMS analyses conducted at the Department and ELECTROPUTERE
- elaborates the Department objectives and ensures that they are properly
communicated;
- approves the Management program for meeting Department Objectives
- monitor the achievement of measures stipulated in the Programs for meeting
objectives and the prevention and protection plan

4.4 Functional Department Directors/ Managers


- are reponsible for the evaluation of the activity of identifying relevant internal and
external elements, in the field of activity that influences the determination of
understanding and the operating context of ELECTROPUTERE;
- participate in IMS analyses conducted within the Department.
- elaborates Department objectives and ensures they’re properly communicated;
Issuying Dpt. Issued by / Date: Approved by / Date:
Anghel Aurel / 2018 Anghel Aurel/ 2018
IMD
Code:P.EP..........
MANAGEMENT PROCEDURE
Electroputere Edition:1
IMS INTERNAL AND EXTERNAL Rev: 0
COMMUNICATION Page 3 of 6

5. Procedure
5.1 Process objectives
Identificating those parties with whom they should communicate with, as well as the
communication methods for ensuring the effective operation of IMS. These include the
people in the company at all levels – clients, suppliers, interested external parties used
as sources for products and services.
Communication is an important factor for the effective operation of IMS and needs to
be done both internally and externally.
It is important that the messages to be communicated are clear, relevant, accurate,
understandable and addressed to all the people involved, as necessary. The accuracy of
the communication is greater in the case of written communication and therefore this
method of work will be applied to all important data, as specified in the specific
procedures.

5.2 Internal communication


Internal operational communication is carried out within planned analyses at the level
of EP/CG management. The schedule for planned analyses is a document issued by IMD
which is subjected to President approval. The document is related to the organizing of
SC Electroputere SA
Internal communication focuses on information related to IMS efficiency and includes:
- demonstrating the management’s commitment to IMS-related issues;
- policy, objectives, IMS targets;
- analyses done by the management, communicating the results of the monitoring
and measuring the performance of IMS;
- responsibilities ;
- addressing employees concerns including those related to harzards (risk factors)
and risks regarding the company’s activity, facilities and processes
- audits results;
- identified nonconformities;
- corrective and preventive actions;
- customer satisfaction;
- internal notes and decisions.
- Employees' participation in the development and implementation of the decision on
occupational safety and health;
- Adequate information that supports the continuous improvement of IMS
performance
Communication regarding the IMS is done by:
a) forwarding planning documents required by IMS provisions
b) forwarding documents with operational character
c) monitoring the IMS by inspections and IMD internal audits
d) analyses done by management and IMS audits.
Other IMS information is communicated by means of display panels, internal
publications, e-mail or intranet, analyses, written reports, job postings, training,
meetings with employees
Issuying Dpt. Issued by / Date: Approved by / Date:
Anghel Aurel / 2018 Anghel Aurel/ 2018
IMD
Code:P.EP..........
MANAGEMENT PROCEDURE
Electroputere Edition:1
IMS INTERNAL AND EXTERNAL Rev: 0
COMMUNICATION Page 4 of 6

5.2.1. Quality management, environment and OH&S programs


IMD, through competent people, ensures the drawing up of the plans and
programs for the achievement of the undertaken objectives. It is responsible for the
broadcasting and monitoring the implementation of measures from specific IMS
programs.
The plans are reviewed and updated with the emergence of changes, actions or
new projects. This program is distributed to people with responsibilities in achieving
IMS objectives.
5.2.2. IMS analysis done by the management
Participants in these analyses - Department Directors and managers, IMD,
OS&H members - analyze the state of compliance of the integrated management
system at that time, the status of the proposed objectives and the effectiveness of
the system.
At the end of the analysis, the IMD will produce a report (record), which will be
communicated to all participants. The action plan established by the analysis will be
communicated to all MC (management centres) and departments to carry out the
established measures.
Reports of IMD analyses are communicated to the MCs.
IMD staff monitor the completion of measures established during the IMS
analyses and report the results to the President.
5.2.4. IMS audits done by designated internal auditors
Internal auditors participate in scheduled or unscheduled performed by the
IMD and aim to carry out the measures in the Audit Nonconformity Report
- verification of the implementation stage and the effectiveness of IMS, as well
as the achievement status of the proposed objectives;
-analysis of Nonconformity reports;
-analysis of internal audits, corrective and preventive actions;
-stabilization of preventive actions.
At the end of the analysis, a report will be drafted to all participants.
The original report is archived.
5.3 Communication to external parties
In the communication process the focus is on the transmission of information to the
interested parties, regarding the relevant activities for the IMS. Any referral, received from
interested external parties, is directed toward the responsible persons.
The content of the information externally communicated, the degree of detail and preparation of
the information is according to the interested party:
- with neighbors: no technical data is presented, only clear and simple information on actual,
potential and environmental impacts is provided
- with public authorities: we communicated data presented in such a way that a reader with
technical background will understand and use it properly;
- with media: information for media, well prepared and presented but without going into too
much detail, regarding the organization's IMS aspects;
- with clients: effects on the environment, caused by own services; OSH conventions; feedback
from customers.
Issuying Dpt. Issued by / Date: Approved by / Date:
Anghel Aurel / 2018 Anghel Aurel/ 2018
IMD
Code:P.EP..........
MANAGEMENT PROCEDURE
Electroputere Edition:1
IMS INTERNAL AND EXTERNAL Rev: 0
COMMUNICATION Page 5 of 6

5.3.1 Communication with the customer entails information about:


- products;
- customer requests and expectations;
- changes to contracts, orders, calls to tender;
- customer complaints.
All the information communicated by the client by means of:
- direct contact;
- phone calls;
- mail;
- fax,
they are registered and sent to the secretariat or people whom they are intended for.
Periodically, questionnaires are prepared to ask customers about the quality of their work.
5.3.2 Communication with external parties interested in the environment and OSH

ANY EXTERNAL COMMUNICATION IS DONE BY OR WITH APPROVAL FROM THE


PRESIDENT
- operative responses to requests for environmental information
- operative reponses regarding any environment incident
- addresses for submission of required documents (environmental balances,
contracts, relevant studies etc.)
- immediate notification of environmental incidents to the competent authorities
(APM1, ISU2, etc.) emergency plans including estimation of damages caused
as well as the measures taken to eliminate the significant environmental
impacts
- Statement regarding payment obligations to the environmental fund, payment
of the tax for environmental fund,
- Communication with ITM3: OSS and work relations; in case of work accidents
- publications, public announcements, public debates for obtaining
environmental certifications, posters with the lists of persons certified for the
elaboration of environmental reports or impact studies, lists of specialized
companies for the recovery of waste, lists of public or private projects subject
to the assessment procedure of impacts on the environment, etc .;
- The environment protection agencies issue public debates in order for the
interested public to be entrusted with total transparency regarding the good
intentions of the applicant organization, in terms of solving the main
environmental issues and participating in the decision-making for obtaining the
environmental certifications;
- Inspectors within APM, AA4 Waters, EG (Environmental Guard) perform field
inspections, planned or unplanned periodic inspections, in special signaled
cases. Inspections are recorded by the person performing the control in the
1
Environmental Protection Agency
2
General inspectorate for emergency situations
3
Territorial Labour Inspectorate
4
Autonomous administration
Issuying Dpt. Issued by / Date: Approved by / Date:
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IMD
Code:P.EP..........
MANAGEMENT PROCEDURE
Electroputere Edition:1
IMS INTERNAL AND EXTERNAL Rev: 0
COMMUNICATION Page 6 of 6

Single Control Register; report of findings signed by the director and


representatives of the competent Authority;
- Measures with deadlines and responsibilities are established in order to
resolve the non-conformities identified in the report.
5.3.3 Communication with suppliers
- Requesting quality, non-polluting and non-dangerous materials and
technologies for EP staff, taking into considerating the implied costs
- Requesting proof of quality and MSDS (Material Safety Data Sheet)
- Supplier authorization (certification)

6. Forms
Identifying needs and requirements code F.EP. ………..
of interested relevant parties

7. Associated procedures

8. Final provisions of the procedure enter in force after approval from the
President
9. Annexes

Issuying Dpt. Issued by / Date: Approved by / Date:


Anghel Aurel / 2018 Anghel Aurel/ 2018
IMD