Integrated Management System 1
Content
Integrated Management System
Quality and Environmental Management Manual for Vattenfall Power Consultant AB
CONTENTS
INTEGRATED MANAGEMENT SYSTEM ...................................................................... 3 ORGANISATION ............................................................................................................ 4 MANAGEMENT RESPONSIBILITY ............................................................................... 4 MANAGEMENT REVIEW............................................................................................... 5 HUMAN RESOURCES................................................................................................... 5 HEALTH AND SAFETY.................................................................................................. 6 CONTRACTS REVIEW .................................................................................................. 6 DESIGN CONTROL ....................................................................................................... 6 DOCUMENT CONTROL ................................................................................................ 7 PURCHASING................................................................................................................ 7 CONTROL OF CUSTOMER-SUPPLIED PRODUCTS .................................................. 7 PRODUCT IDENTIFICATION AND TRACEABILITY ..................................................... 7 PROCESS CONTROL ................................................................................................... 7 INSPECTION AND TESTING ........................................................................................ 8 CONTROL OF NON-COMPLIANCE’S........................................................................... 8 CORRECTIVE AND PREVENTIVE ACTIONS............................................................... 9 PRESERVATION OF PRODUCT................................................................................... 9 INTERNAL ENVIRONMENTAL, HEALTH & SAFETY AND QUALITY AUDITS ............ 9
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Integrated Management System
The Management System for Vattenfall Power Consultant fulfil the requirements set in the standards ISO 9001:2000 and ISO 14001:2004 as well as the Swedish regulation AFS 2001:1 (Occupational Safety and Health). To obtain a system that is comprehensible, understood by the employees, flexible and user friendly, the system is accessible on Vattenfall Power Consultant's intranet. This is the main avenue to obtain information about the management and control of Vattenfall Power Consultant operations. The system is easy to access and the computerised Management System also provides opportunities for customer focus, information and continual improvement. Revisions are on line and can be carried out rapidly. To be able to achieve this, all processes within Vattenfall Power Consultant's operations have been identified and documented procedures for these processes have been established. The processes that have been identified within the overall Vattenfall Power Consultant operations are one main process: Project execution and the following supporting processes: Business Development, Human Resources, Finance and IT. There is also a special process for managing and control of the organization, the Management Process as well as a process for control of Design and development activities. All processes are built to meet the Plan, Do, Check, Act-circle. To be able to manage operations within Vattenfall Power Consultant that have been identified to cause major environmental impacts, and to ensure that procedures are in place to prevent environmental impact and compliance with laws and regulations, certain special procedures have been put in place for the following: Routine for environmental management with procedures for environmental issues, environmental management program, communication with customers regarding environmental issues and emergencies. Public documentation of Vattenfall Power Consultant’s environmental management program and improvement efforts such as annual environmental reports etc. Legislation and other requirements Compliance Hazardous material management Waste management
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Procedures for handling of environmental issues, environmental non-compliance and training in environmental awareness are integrated into the overall system. Similarly, health and safety issues are also integrated into the overall system. The Management System is continually checked with respect to efficiency and compliance in accordance with predetermined plans and modified when needed.
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Operations are conducted in accordance with the procedures and guidelines of the Management System, unless agreements have been made with the customer to use other management systems for specific projects. If this is required, then it must be clearly stated in the Request for Proposal or in the Contract. It is each supervisor's responsibility to ensure that the employees have good knowledge of the system and that the operations are in accordance with the system. Quality plans are created for larger projects that require extensive management. The quality plan will include information regarding project staffing, organisation, scope of work, project procedures etc. Quality plans are based upon ISO 10005 and are assembled in co-operation with the customer, to be able to include all customer requirements during the completion of the project. The quality plan takes precedence over other documentation with regards to work on that particular project. The quality plan is signed off by the Vattenfall Power Consultant C.E.O. upon approval by the company overall quality and environmental management officers.
Organisation
The company is organised into eight different business areas: Kärnkraft (Nuclear), Energi & Process (Thermal), Vattenkraft (Hydropower), Vindkraft (Windpower), Elnät (Power Networks), Infra-Anläggning (Infra & Civil Engineering), Business Development and International. Within business area Thermal there is a unit known as the Combustion Technology in Nyköping, Sweden. This unit has an accredited laboratory that fulfils SWEDAC's requirements for the analyses being performed.
Management Responsibility
The organisation and key operational procedures as well as rules and regulations with respect to the management of the operations have been established in a number of Instructions and Guidelines with both company-wide and business area applicability. These Instructions and guidelines are controlled by the overall company quality and environmental management officers and approved by the company C.E.O. The company overall goals are expressed in the company vision and mission, environmental- quality and health and safety policies that are established by the company C.E.O. Reviews are performed annually and the documents are updated when specific issues arise. The C.E.O. is responsible that measurable objectives are established and that the whole operation is monitored and compared with set targets and policies.
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The C.E.O. has appointed a company-wide quality manager and a company-wide environmental manager. The C.E.O. has delegated the responsibility and authority for the development and improvement of the company Management System to the quality manager. The responsibility for the implementation of the Management System rests upon each line manager. Each line manager shall ensure that, within the staff, affected personnel have adequate proficiency and knowledge to comply with the requirements set forth in the Management System. Project managers are responsible for that environmental issues and legislative requirements are identified for each project and that the environmental checklist is used.
Management Review
The quality and the environmental management officers are responsible for co-ordinating internal audits of the Management System in accordance with set schedule. The results from completed audits form the database, from which the C.E.O. will follow up the audit and make decisions with respect to corrective actions and improvements. The company management performs the management review quarterly. During these reviews, the quality and environmental officers present the following: Results from the internal audits and any corrective or preventive measures taken. Information to what degree general and specific environmental targets has been achieved. Evaluation of the layout of the Management System and suggestion for improvements. Questions raised by interested parties.
Human Resources
Vattenfall Power Consultant's human resources policy is based upon the view that the company's main resource is its personnel. Vattenfall Power Consultant stresses the opportunity to provide the personnel training and career development to more complex tasks within the company. When there is a need for additional professional proficiency, then the company policy is to prioritise training of in-house personnel and secondly to recruit outside the company. The employees that directly impact the quality on current and future Vattenfall Power Consultant products and services will have the appropriate training and proficiency. Training and career development is conducted in a planned and systematic manner. The annual business plan process, preceded by supervisor-employee agreed targets, sets the structure for this process.
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Health and Safety
Control of the environment in which the personnel works, is an important factor for obtaining safety, to minimise work-related injuries and also for achieving satisfied employees. To be able to create a safe working environment both mental and physical impacts are considered when planning and executing a project. The requirements in AFS 2001:1 are therefore included in the procedures and guidelines for Vattenfall Power Consultant's operations.
Contracts Review
All proposals shall be based upon a detailed budget for the completion of the project. Before proposals are submitted, the proposal manager and the manager responsible for approving the proposal review these jointly. Additional reviews have to take place later before the contract is signed To ensure that the final contract is in accordance with the proposal, the project manager and the proposal manager review the contract jointly. These reviews are documented in writing and archived in the proposal or the project file. For alterations or deviations from contracts/agreement between Vattenfall Power Consultant and customer, as well as between third parties and Vattenfall Power Consultant customers, whose interests are represented by Vattenfall Power Consultant, there are formal established procedures that must be followed.
Design Control
Projects involving investigations, pre-studies and project planning are the primary services provided by Vattenfall Power Consultant. Construction of electromechanical, mechanical equipment, earth and rock works and some heat-generating plants are also major parts of the operation. A process for Design and Development activities is developed and implemented. It is Vattenfall Power Consultant’s goal to provide services that fulfil high expectations with respect to professional proficiency and that proposed technical solutions stand up to contemporary demands and opinions with respect to function, ability, environmental friendliness, value and ergonomics. Solutions provided shall comply with applicable laws and regulations. The manager for respective business area within Vattenfall Power Consultant is responsible that personnel with adequate professional experience, education and availability can complete proposed and won projects.
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Document Control
Vattenfall Power Consultant's operations create a large number of different types of documents. Documents that pertain to business operation, management of the different business areas and project-related documents are examples of documents that need to be handled in an appropriate manner. Management of controlling and reporting documentation, including the procedures for how these types of documents are registered, archived, maintained and how withdrawal of obsolete documents is managed, is described in a general routine. Specific project-routines for handling of documents are established in accordance with the general routine.
Purchasing
Purchases follow the procedures set forth for the company, unless other agreements were made with the customer, and ensures that: • • • Suppliers with adequate knowledge and experience are utilised, That appropriate requirements are put forth and That the supplier has an efficient management system that fulfils Vattenfall Power Consultant's requirements for quality and environmental compliance.
Control of Customer-Supplied Products
The requirements set forth in ISO 9001:2000 apply to customer products that are part of the final product delivered to the customer. Customer-supplied documents, drawings etc. are managed in accordance with the section Document Control.
Product Identification and Traceability
The Companies Management System provide for Identification and traceability. If a customer requests, Vattenfall Power Consultant can implement special procedures for traceability of products in the project.
Process Control
The processes within Vattenfall Power Consultant's operations have been identified and descriptions for the procedures within these processes have been established.
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The processes that have been identified within the overall Vattenfall Power Consultant operations is one main process: Project execution and the following supporting processes: Business Development, Human Resources, Finance and IT. There is also a special process for managing and control of the organization, the Management Process as well as a process for control of Design and development activities.. All processes are built to meet the Plan, Do Check, Act-circle.
Inspection and Testing
Vattenfall Power Consultant’s products are either services in certain functions for the benefit of a customer, or result-oriented work presented in a report format. When providing products in the form of services for the benefit of a customer the requirements in the actual standard for control and testing are followed. For result-oriented work, the requirements set in the procedures in the Management System for review and approval of documents are followed.
Control of Non-Compliance’s
Identified non-compliance or by customer noted non-compliance with respect to agreed requirements or conditions for services or products provided by Vattenfall Power Consultant must be managed systematically in accordance with approved procedures that ensure that: • • • • the non-compliance is analysed, corrective action is taken when a non-compliance is identified, if possible, as needed, changes are made in the agreement with the customer, experience of the non-compliance is documented within Vattenfall Power Consultant to prevent future similar non-compliance’s and the Management System is adjusted when identified non- compliance’s necessitate adjustments of the Management system.
In contracts with a customers or where Vattenfall Power Consultant has signed a general agreement of assignments, Vattenfall Power Consultant will draw up, if the customer so requires, conditions and routines ensuring secure and correct handling of non-compliances. These conditions and routines shall safeguard the customers involvement in the handling of non-compliances.
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Corrective and Preventive Actions
Due to the nature of Vattenfall Power Consultant’s products that are primarily services with a small degree of repetitiveness, the need for corrective and preventive actions are primarily within issues relating to work procedures and procedures for interaction with customers. Primarily, the main source of information for corrective action, are internal audits of quality, environmental issues and health and safety within Vattenfall Power Consultant as well as feedback of experience gained from completed projects and customer inquiries.
Preservation of Product
Vattenfall Power Consultant's products are either services in certain functions for the benefit of a customer, or result-oriented work presented in a report format. For these products, no special procedures are necessary beyond those internal Vattenfall Power Consultant procedures set forth for document and data handling. In the case where the customer calls for specific requirements for preservation of products or information, this will be covered by the contract.
Internal Environmental, Health & Safety and Quality Audits
Internal audits are performed in accordance with a set audit plan. Each business area is audited at least every third year. Major changes in organisation or personnel may justify audits with a shorter time interval than three years. Large projects can be audited with respect to fulfilment of the management system and additional requirements in the contract or other agreements with the customer. Personnel conducting the audits have been trained especially for this task and they are independent of the audited operations and organisational units. There are documented procedures describing how the audits are to be conducted and documented. The result from the audit is presented to the audited unit as well as Vattenfall Power Consultant's management, who has the discretion to implement corrective measures. Corrective measures may also include changes in procedures or documentation of the Management System. Audit reports are part of the data that is used for the Management Review. Environmental, health and safety and quality audits are tools for the Vattenfall Power Consultant management to measure the efficiency of the internal operations to be able to satisfy customers and other interested parties.
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Quality and Environmental Management Manual for Vattenfall Power Consultant AB
CONTENTS
INTEGRATED MANAGEMENT SYSTEM ...................................................................... 3 ORGANISATION ............................................................................................................ 4 MANAGEMENT RESPONSIBILITY ............................................................................... 4 MANAGEMENT REVIEW............................................................................................... 5 HUMAN RESOURCES................................................................................................... 5 HEALTH AND SAFETY.................................................................................................. 6 CONTRACTS REVIEW .................................................................................................. 6 DESIGN CONTROL ....................................................................................................... 6 DOCUMENT CONTROL ................................................................................................ 7 PURCHASING................................................................................................................ 7 CONTROL OF CUSTOMER-SUPPLIED PRODUCTS .................................................. 7 PRODUCT IDENTIFICATION AND TRACEABILITY ..................................................... 7 PROCESS CONTROL ................................................................................................... 7 INSPECTION AND TESTING ........................................................................................ 8 CONTROL OF NON-COMPLIANCE’S........................................................................... 8 CORRECTIVE AND PREVENTIVE ACTIONS............................................................... 9 PRESERVATION OF PRODUCT................................................................................... 9 INTERNAL ENVIRONMENTAL, HEALTH & SAFETY AND QUALITY AUDITS ............ 9
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Integrated Management System
The Management System for Vattenfall Power Consultant fulfil the requirements set in the standards ISO 9001:2000 and ISO 14001:2004 as well as the Swedish regulation AFS 2001:1 (Occupational Safety and Health). To obtain a system that is comprehensible, understood by the employees, flexible and user friendly, the system is accessible on Vattenfall Power Consultant's intranet. This is the main avenue to obtain information about the management and control of Vattenfall Power Consultant operations. The system is easy to access and the computerised Management System also provides opportunities for customer focus, information and continual improvement. Revisions are on line and can be carried out rapidly. To be able to achieve this, all processes within Vattenfall Power Consultant's operations have been identified and documented procedures for these processes have been established. The processes that have been identified within the overall Vattenfall Power Consultant operations are one main process: Project execution and the following supporting processes: Business Development, Human Resources, Finance and IT. There is also a special process for managing and control of the organization, the Management Process as well as a process for control of Design and development activities. All processes are built to meet the Plan, Do, Check, Act-circle. To be able to manage operations within Vattenfall Power Consultant that have been identified to cause major environmental impacts, and to ensure that procedures are in place to prevent environmental impact and compliance with laws and regulations, certain special procedures have been put in place for the following: Routine for environmental management with procedures for environmental issues, environmental management program, communication with customers regarding environmental issues and emergencies. Public documentation of Vattenfall Power Consultant’s environmental management program and improvement efforts such as annual environmental reports etc. Legislation and other requirements Compliance Hazardous material management Waste management
-
Procedures for handling of environmental issues, environmental non-compliance and training in environmental awareness are integrated into the overall system. Similarly, health and safety issues are also integrated into the overall system. The Management System is continually checked with respect to efficiency and compliance in accordance with predetermined plans and modified when needed.
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Operations are conducted in accordance with the procedures and guidelines of the Management System, unless agreements have been made with the customer to use other management systems for specific projects. If this is required, then it must be clearly stated in the Request for Proposal or in the Contract. It is each supervisor's responsibility to ensure that the employees have good knowledge of the system and that the operations are in accordance with the system. Quality plans are created for larger projects that require extensive management. The quality plan will include information regarding project staffing, organisation, scope of work, project procedures etc. Quality plans are based upon ISO 10005 and are assembled in co-operation with the customer, to be able to include all customer requirements during the completion of the project. The quality plan takes precedence over other documentation with regards to work on that particular project. The quality plan is signed off by the Vattenfall Power Consultant C.E.O. upon approval by the company overall quality and environmental management officers.
Organisation
The company is organised into eight different business areas: Kärnkraft (Nuclear), Energi & Process (Thermal), Vattenkraft (Hydropower), Vindkraft (Windpower), Elnät (Power Networks), Infra-Anläggning (Infra & Civil Engineering), Business Development and International. Within business area Thermal there is a unit known as the Combustion Technology in Nyköping, Sweden. This unit has an accredited laboratory that fulfils SWEDAC's requirements for the analyses being performed.
Management Responsibility
The organisation and key operational procedures as well as rules and regulations with respect to the management of the operations have been established in a number of Instructions and Guidelines with both company-wide and business area applicability. These Instructions and guidelines are controlled by the overall company quality and environmental management officers and approved by the company C.E.O. The company overall goals are expressed in the company vision and mission, environmental- quality and health and safety policies that are established by the company C.E.O. Reviews are performed annually and the documents are updated when specific issues arise. The C.E.O. is responsible that measurable objectives are established and that the whole operation is monitored and compared with set targets and policies.
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The C.E.O. has appointed a company-wide quality manager and a company-wide environmental manager. The C.E.O. has delegated the responsibility and authority for the development and improvement of the company Management System to the quality manager. The responsibility for the implementation of the Management System rests upon each line manager. Each line manager shall ensure that, within the staff, affected personnel have adequate proficiency and knowledge to comply with the requirements set forth in the Management System. Project managers are responsible for that environmental issues and legislative requirements are identified for each project and that the environmental checklist is used.
Management Review
The quality and the environmental management officers are responsible for co-ordinating internal audits of the Management System in accordance with set schedule. The results from completed audits form the database, from which the C.E.O. will follow up the audit and make decisions with respect to corrective actions and improvements. The company management performs the management review quarterly. During these reviews, the quality and environmental officers present the following: Results from the internal audits and any corrective or preventive measures taken. Information to what degree general and specific environmental targets has been achieved. Evaluation of the layout of the Management System and suggestion for improvements. Questions raised by interested parties.
Human Resources
Vattenfall Power Consultant's human resources policy is based upon the view that the company's main resource is its personnel. Vattenfall Power Consultant stresses the opportunity to provide the personnel training and career development to more complex tasks within the company. When there is a need for additional professional proficiency, then the company policy is to prioritise training of in-house personnel and secondly to recruit outside the company. The employees that directly impact the quality on current and future Vattenfall Power Consultant products and services will have the appropriate training and proficiency. Training and career development is conducted in a planned and systematic manner. The annual business plan process, preceded by supervisor-employee agreed targets, sets the structure for this process.
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Health and Safety
Control of the environment in which the personnel works, is an important factor for obtaining safety, to minimise work-related injuries and also for achieving satisfied employees. To be able to create a safe working environment both mental and physical impacts are considered when planning and executing a project. The requirements in AFS 2001:1 are therefore included in the procedures and guidelines for Vattenfall Power Consultant's operations.
Contracts Review
All proposals shall be based upon a detailed budget for the completion of the project. Before proposals are submitted, the proposal manager and the manager responsible for approving the proposal review these jointly. Additional reviews have to take place later before the contract is signed To ensure that the final contract is in accordance with the proposal, the project manager and the proposal manager review the contract jointly. These reviews are documented in writing and archived in the proposal or the project file. For alterations or deviations from contracts/agreement between Vattenfall Power Consultant and customer, as well as between third parties and Vattenfall Power Consultant customers, whose interests are represented by Vattenfall Power Consultant, there are formal established procedures that must be followed.
Design Control
Projects involving investigations, pre-studies and project planning are the primary services provided by Vattenfall Power Consultant. Construction of electromechanical, mechanical equipment, earth and rock works and some heat-generating plants are also major parts of the operation. A process for Design and Development activities is developed and implemented. It is Vattenfall Power Consultant’s goal to provide services that fulfil high expectations with respect to professional proficiency and that proposed technical solutions stand up to contemporary demands and opinions with respect to function, ability, environmental friendliness, value and ergonomics. Solutions provided shall comply with applicable laws and regulations. The manager for respective business area within Vattenfall Power Consultant is responsible that personnel with adequate professional experience, education and availability can complete proposed and won projects.
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Document Control
Vattenfall Power Consultant's operations create a large number of different types of documents. Documents that pertain to business operation, management of the different business areas and project-related documents are examples of documents that need to be handled in an appropriate manner. Management of controlling and reporting documentation, including the procedures for how these types of documents are registered, archived, maintained and how withdrawal of obsolete documents is managed, is described in a general routine. Specific project-routines for handling of documents are established in accordance with the general routine.
Purchasing
Purchases follow the procedures set forth for the company, unless other agreements were made with the customer, and ensures that: • • • Suppliers with adequate knowledge and experience are utilised, That appropriate requirements are put forth and That the supplier has an efficient management system that fulfils Vattenfall Power Consultant's requirements for quality and environmental compliance.
Control of Customer-Supplied Products
The requirements set forth in ISO 9001:2000 apply to customer products that are part of the final product delivered to the customer. Customer-supplied documents, drawings etc. are managed in accordance with the section Document Control.
Product Identification and Traceability
The Companies Management System provide for Identification and traceability. If a customer requests, Vattenfall Power Consultant can implement special procedures for traceability of products in the project.
Process Control
The processes within Vattenfall Power Consultant's operations have been identified and descriptions for the procedures within these processes have been established.
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The processes that have been identified within the overall Vattenfall Power Consultant operations is one main process: Project execution and the following supporting processes: Business Development, Human Resources, Finance and IT. There is also a special process for managing and control of the organization, the Management Process as well as a process for control of Design and development activities.. All processes are built to meet the Plan, Do Check, Act-circle.
Inspection and Testing
Vattenfall Power Consultant’s products are either services in certain functions for the benefit of a customer, or result-oriented work presented in a report format. When providing products in the form of services for the benefit of a customer the requirements in the actual standard for control and testing are followed. For result-oriented work, the requirements set in the procedures in the Management System for review and approval of documents are followed.
Control of Non-Compliance’s
Identified non-compliance or by customer noted non-compliance with respect to agreed requirements or conditions for services or products provided by Vattenfall Power Consultant must be managed systematically in accordance with approved procedures that ensure that: • • • • the non-compliance is analysed, corrective action is taken when a non-compliance is identified, if possible, as needed, changes are made in the agreement with the customer, experience of the non-compliance is documented within Vattenfall Power Consultant to prevent future similar non-compliance’s and the Management System is adjusted when identified non- compliance’s necessitate adjustments of the Management system.
In contracts with a customers or where Vattenfall Power Consultant has signed a general agreement of assignments, Vattenfall Power Consultant will draw up, if the customer so requires, conditions and routines ensuring secure and correct handling of non-compliances. These conditions and routines shall safeguard the customers involvement in the handling of non-compliances.
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Corrective and Preventive Actions
Due to the nature of Vattenfall Power Consultant’s products that are primarily services with a small degree of repetitiveness, the need for corrective and preventive actions are primarily within issues relating to work procedures and procedures for interaction with customers. Primarily, the main source of information for corrective action, are internal audits of quality, environmental issues and health and safety within Vattenfall Power Consultant as well as feedback of experience gained from completed projects and customer inquiries.
Preservation of Product
Vattenfall Power Consultant's products are either services in certain functions for the benefit of a customer, or result-oriented work presented in a report format. For these products, no special procedures are necessary beyond those internal Vattenfall Power Consultant procedures set forth for document and data handling. In the case where the customer calls for specific requirements for preservation of products or information, this will be covered by the contract.
Internal Environmental, Health & Safety and Quality Audits
Internal audits are performed in accordance with a set audit plan. Each business area is audited at least every third year. Major changes in organisation or personnel may justify audits with a shorter time interval than three years. Large projects can be audited with respect to fulfilment of the management system and additional requirements in the contract or other agreements with the customer. Personnel conducting the audits have been trained especially for this task and they are independent of the audited operations and organisational units. There are documented procedures describing how the audits are to be conducted and documented. The result from the audit is presented to the audited unit as well as Vattenfall Power Consultant's management, who has the discretion to implement corrective measures. Corrective measures may also include changes in procedures or documentation of the Management System. Audit reports are part of the data that is used for the Management Review. Environmental, health and safety and quality audits are tools for the Vattenfall Power Consultant management to measure the efficiency of the internal operations to be able to satisfy customers and other interested parties.
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