NEW BONG ESCAPE, HYDROELECTRIC POWER PLANT

LEHRI, DISTRICT MIRPUR, AJ&K

ISO 9001:2008 QUALITY MANAGEMENT SYSTEM

QUALITY PROCEDURE ISO Clause 5.5.3 : Internal Communication

Title Internal and External Communication

Document No : QP-55-02 Date : 02nd June 2014

Management
Issue No. 1 Rev. 0 Page : 1 of 4

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AMENDMENT RECORDS

It is the responsibility of the holder of this document to ensure that this copy is kept up-to-date by the
inclusion of all amendments. Alterations to this document are not permitted without prior approval of PGM.

Rev. No. Revision Description / History Change by Date

PREPARED BY REVIEWED & ISSUED BY APPROVED BY

SO to PGM Management Representative Plant General Manager

nd nd nd
Dated : 2 June 2014 Dated : : 2 June 2014 Dated : : 2 June 2014

© QMS NBE HPP No copying without TNBRP AJK’s permission except as permitted by copyright law.
 1.0 PURPOSE
 To establish and maintain an effective internal communication between the
various levels of employees and sections within the station.
 To establish and maintain effective external communication between the station
and external parties.
2.0 SCOPE
The scope of this procedure shall cover all forms of communication with internal and
external parties such as verbal, written and electronic on quality-related management
system of the station.

3.0 RESPONSIBILITIES AND USERS

 Management Representative (MR) is responsible for the contents of this
procedure and its update.
 All HODs, Engineers, Executives and Supervisors are users of this procedure.
 The General Manager shall receive all written external communication. The duty
SSCE shall receive all verbal external communication.
4.0 REFERENCE
 Procedure QP-56-01 Management Review
 Procedure QP-72-02 Customer Communication
 Procedure QP-55-03 Customer Complaint & Survey

5.0 DEFINITION
 MR: Quality Management Representative
 DC: Document Controller
 HOD : Head of Department
 SSCE : Senior Shift Charge Engineer
6.0 PROCEDURE
6.1 INTERNAL COMMUNICATION
1. Communication through normal channels
2. The station's existing channels of in-station communication shall also be used
for internal communication of quality-related information. These channels are
as follows:
a) Daily Meetings, Weekly Executive Meeting, periodic Management-
meet-staff gatherings, other station mass gatherings.
b) Meetings of various committees, whether permanent or established
from time to time.
c) Ad-hoc one-to-one or small-group discussions.

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 d) Distribution of circulars, instructions, notices and reports to various
functions and levels.
e) In-station training sessions, including induction training for new staff.
3. In all the above channels of communication, all parties are encouraged to
voice their ideas, views and comments for healthy discussion, thus achieving
effective communication and ultimately contributing to improved quality of
management.
4. Communication through internal newsletter.
All communications shall be made through the internal station newsletter.
With this, all staff shall be made aware of all events and updates on new
development.

5. Communication through E-mail.

Any quality-related communications through e-mail must be properly
documented. The DC shall be responsible to compile the hardcopy of the
document where quality issues are highlighted.

6. Communication through Suggestion Boxes

In the case of suggestion boxes, the communication is from the staff. Staff are
a valuable source of information related to actual impacts occurring at site
and are in better position to forward realistic waste minimization ideas. This
mode of communication channel shall be made readily available for use by
staff. All suggestions boxes are to be opened weekly. Suggestions are to be
forwarded to Special Officer to PGM and shall be discussed in the weekly
executive meeting if any, resulting in follow-up actions.

7. Recognition Communication.
Any staff who contributes innovative ideas for quality improvement or for
improvement performance shall be given due recognition and rewards by the
station.

7.2 EXTERNAL COMMUNICATION

 Head (Business Support Services) is responsible to liaise and coordinate any
external communication with regards to security and local area matters.
 SSCE/SCE are responsible to liaise with NPCC / RCC on matters related to
generating Units and 132 kV line Switching as per Procedure QP-72-02 and
Approved Operating Procedures.
 The customer complaint is covered under Procedure QP-55-03 Customer
Complaint & Survey
 For the yearly audit, the MR shall communicate with the certification body 2
months before the actual audit date.

8.0 RELATED DOCUMENTS

 Nil

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