Document No. IMSP -7.

Revision No. 01

Section INTEGRATED MANAGEMENT SYSTEM Effective Date 01/07/2017

Subject Communication Page No. Page 1 of 5

1.0 Purpose

The purpose of this procedure is to describe how IMS information shall be shared among all
interested and affected parties.

2.0 Scope

This procedure applies to all communication at ZPC

3.0 Compliance Obligations

3.1 Refer to the Compliance obligations register IMSP-6.1.3/02.

4.0 Abbreviations, Acronyms and Definitions

For the purposes of this specification the following definitions apply:

4.1. H.O.Ds/HOSs: - Heads Of Departments./ Head of Section

4.2. SHERQ: - Safety, Health, Environment, Risk & Quality.

4.3. IMS- Integrated Management System

4.4. Compliance Obligations:- legal and other requirements that an organization has to
comply with

4.5. Risks and Opportunities: - potential adverse effects (threats) and potential beneficial
effects (opportunities)

5.0 Responsibility

5.1 The Technical Compliance Manager shall be responsible for the establishment and
maintenance of this procedure.

5.2 H.O.Ds/HOS shall ensure that this procedure is implemented and complied with at
departmental level.

5.3 The Public Relations Executive/ Appointed person shall be responsible for ensuring effective
internal and external communication

Originated by: Recommended by: Approved by:

IMS Project Team Technical Compliance Manager Managing Director

Printed copies, unless control stamped in red on front page, is only valid on date printed. On later date, users must verify latest revision.

Revision 00 Date printed:2019/05/27 Page 1 of 5

 Document No. IMSP -7.4

Revision No. 01

Section INTEGRATED MANAGEMENT SYSTEM Effective Date 01/07/2017

Subject Communication Page No. Page 2 of 5

6.0 Procedure

6.1. A communication process shall be established to communicate effectively Internal and

External information that is relevant to IMS. When establishing communication process(es),
the top management shall:

6.1.1. Take into account its compliance obligations Refer to IMSP 6.1.3 ;
6.1.2. Ensure that SHERQ information communicated is consistent with information generated
within the IMS and is reliable
6.1.3. Respond to relevant communications on its IMS and retain documented information as
evidence of its communications, as appropriate.

6.2. Internal Communication

6.2.1. The Top Management shall

a) Internally communicate information relevant to the IMS among the various levels
and functions of the organisation, including changes to the IMS, as appropriate.

b) Ensure that communication processes enable persons doing work under the
organisation’s control contribute to continual improvement

6.2.2. HODs/HOSs shall conduct Monthly Departmental meetings as a form of internal

communication and to ensure that minutes of these meetings are recorded and are
distributed to all members within 7 working days of holding such meetings.

6.2.3. IMS Committees

6.2.3.1. There shall be in place a ZPC SHERQ Committee whose functions shall be clearly
defined as per the SHERQ Committees Procedure IMSP-8.1.2

6.2.4. IMS Promotion and Awareness

6.2.4.1. IMS awareness campaigns shall be done as per the competence and awareness
procedure IMSP-7.2-3

6.2.5. IMS Performance Board/ Screen

6.2.5.1. An IMS performance statistics board shall be conspicuously positioned appropriately

worded and kept up- to-date.

6.2.6. IMS Suggestion Scheme

6.2.6.1. Suggestions shall be captured through formal meetings and suggestion boxes.
6.2.6.2. A record of all suggestions received shall be kept.

Originated by: Recommended by: Approved by:

IMS Project Team Technical Compliance Manager Managing Director

Printed copies, unless control stamped in red on front page, is only valid on date printed. On later date, users must verify latest revision.

Revision 00 Date printed:2019/05/27 Page 2 of 5

 Document No. IMSP -7.4

Revision No. 01

Section INTEGRATED MANAGEMENT SYSTEM Effective Date 01/07/2017

Subject Communication Page No. Page 3 of 5

6.2.7. IMS Reference Resources

6.2.8. The SHERQ department shall keep IMS resource materials such as relevant legislation,
to which the organization subscribes.

6.2.9. The Company Secretary / officer shall, on an on-going basis, identify new IMS legislation
and any changes through the government gazette and distribute to all relevant
stakeholders. IMSP 6.1.3

6.2.10. The various relevant stakeholders shall communicate to the legal department all legal
obligations governing their operations.

6.3. External Communication

6.3.1. The top management shall externally communicate information relevant to the IMS, as
established by the organization’s communication process and as required by its
compliance obligations.

6.3.2. External communication shall include monthly IMS reports and where necessary, may
include communication of significant IMS risks and opportunities to third parties.

6.3.3. Forms of external communication (outward and inward) shall include:

6.3.3.1 Presentations at seminars

6.3.3.2 Company reports such as Annual and Corporate Responsibilities

6.4 Company IMS Policy Publication

6.4 1 Newspaper articles

6.4.2 Magazine articles
6.4.3 Participation in business organizations
6.4.4 Complaints
6.4.5 Letters asking specific questions
6.4.6 Requests for general information
6.4.7 Specific communication with interested parties such as regulators and stakeholders.

6.5 Company Public relations department shall be responsible for communicating issues of
company nature to external parties.
6.6 All relevant parties, which may be affected by ZPC activities, shall be identified and
documented.
6.7 A system shall be developed to facilitate communication with external and interested parties.
6.8 The system described above shall ensure adequate response to communication from
external and interested parties.

Originated by: Recommended by: Approved by:

IMS Project Team Technical Compliance Manager Managing Director

Printed copies, unless control stamped in red on front page, is only valid on date printed. On later date, users must verify latest revision.

Revision 00 Date printed:2019/05/27 Page 3 of 5

 Document No. IMSP -7.4

Revision No. 01

Section INTEGRATED MANAGEMENT SYSTEM Effective Date 01/07/2017

Subject Communication Page No. Page 4 of 5

6.9 External communication records shall be maintained for all communication received and the
action taken.
6.10 Any external complaints raised by customers shall be dealt with in accordance with IMSP
8.1.5.

6 Performance Indicators

7.1 Adherence to the procedure

7 Records

The following records are required as evidence of compliance with this procedure:

Doc. No. Form Title Custodian Location Retention Disposal

Public Relations Public Relations 3 years Shredding
8.1 Newsletters
Office Office /Deleting
Management Management 3 years Shredding
8.2 Annual Reports
appointee appointee’s office /Deleting
Register of 3 years Shredding
Public Relations Public Relations
8.3 external /Deleting
Office Office
communication
Minutes of 3 years Shredding
SHERQ Management Management /Deleting
8..4
Committee appointee appointee’s office
Meetings

APPENDICES

Nil

8 References

8.3 OHSAS 18001:2007 clause 4.4.3

8.4 ISO 9001: 2015 Clause 7.4

8.5 ISO 14001: 2015 Clause 7.4

© Copyright, Zimbabwe Power Company - ZPC. Unauthorised duplication and/or

dissemination of this document, by any means whatsoever, for use with activities not
associated with Zimbabwe Power Company is prohibited.

Originated by: Recommended by: Approved by:

IMS Project Team Technical Compliance Manager Managing Director

Printed copies, unless control stamped in red on front page, is only valid on date printed. On later date, users must verify latest revision.

Revision 00 Date printed:2019/05/27 Page 4 of 5

 Document No. IMSP -7.4

Revision No. 01

Section INTEGRATED MANAGEMENT SYSTEM Effective Date 01/07/2017

Subject Communication Page No. Page 5 of 5

NB:
This Document’s status is that of an UNCONTROLLED DOCUMENT, if it is duplicated and/or
disseminated in any form or manner, by anyone other than the Document Controller.

Originated by: Recommended by: Approved by:

IMS Project Team Technical Compliance Manager Managing Director

Printed copies, unless control stamped in red on front page, is only valid on date printed. On later date, users must verify latest revision.

Revision 00 Date printed:2019/05/27 Page 5 of 5