DOC.

: MEL-QP-018
Participation & Consultation, Internal & Rev No. : 00 Date.: 26-05-2015
External Communication and Reporting
Issue No.:01 Page 1 of 2

1.0 Purpose & Scope:

This procedure describes the ways and means for communication and reporting with its employees and their interested parties,
communicating employees among various levels and functions and responding to interested parties.

2.0 Responsibility:

Overall responsibility lies with MA along with HOD’s. The responsibility of communicating with statutory authorities lies with GM.
The responsibility of communicating with interested parties lies with MA

3.0 Procedure:
3.1 Communication

3.1.1 Internal Communication:

3.1.1.1 Operational Control Procedures are communicated periodically to the employees.

3.1.1.2 Communication regarding pertinent IMS information including significant risks and hazards are done through.

3.1.1.3 Bottom-up communication on IMS issues are made through all points mentioned in paragraph 3.1 above. Any suggestion
for improving communication, IMS performance and achievements, views on IMS Policy and Objectives are also discussed
in Meetings.

3.1.1.4 Communication regarding maintenance / breakdown of operational control equipment is done through Log Book / Internal
Memos and Registers.

3.1.1.5 Communicating with contractors, suppliers and visitors are done through HR&A / Sectional In charge.

3.1.1.6 Internal Communication is also being accomplished by,

a) Notice board, b) Signage c) Electronic mail, d) Minutes of the meeting

3.1.2 External Communication:

3.1.2.1 Any query on IMS matters from interested parties is received, documented if necessary and responded and necessary
actions taken by concerned HOD.

3.1.2.2 External Communication is also being accomplished by,

b) Distribution of our IMS Policy / Display of our IMS Policy, b) Publications, c) Submission to Government, d) Electronic
mail

3.1.2.3 External Communication to Fire Brigade, Hospital, Police and other local authorities in case of necessity is done as per
Disaster Management Plan.

3.1.2.4 Communication to suppliers and contractors regarding IMS requirements are done through Store & Purchase / concerned
functional personnel.

3.2 Participation and Consultation

 DOC. : MEL-QP-018
Participation & Consultation, Internal & Rev No. : 00 Date.: 26-05-2015
External Communication and Reporting
Issue No.:01 Page 2 of 2

Participation and consultation with employees are regularly done through,

a) Hazard Identification & Risk Assessment and Control, brain-storming sessions and discussions.
b) Management and Departmental Safety Committee Meetings including employee representatives.
c) Incident Investigations including accidents and near-misses.
d) Safety Inspection Reports.
e) Safety Slogan Competition etc.
f) Regular interaction with contractors on health and safety related issues and risk reduction measures.
g) Workmen Representative is invited to attend Safety Meeting and discuss IMS concerns & issues.

3.2 Reporting
MACMET has further established and maintained procedure for relevant and timely reporting of information to concerned persons
required for monitoring and continual improvement of IMS performance.
Internal reporting covers:
a) Incident occurring reporting,
b) Non-conformance reporting,
c) IMS performance reporting, and
d) IMS Hazard identification reporting.

External reporting covers:

a) Statutory reporting requirements, and

b) Stakeholder reporting.

4.0 Records & References:

a) Risk & hazard identification record
b) Minutes of Safety Committee Meetings.
c) Register of Internal & External Communication
d) Accident / Incident Investigation Reports.
e) Near Miss Incident-Identification, Analysis & Action
f) Tool Box Talk