Document No. IMSP -7.

Revision No. 00

Section INTEGRATED MANAGEMENT SYSTEM Effective Date 01/01/2016

Subject Resources Page No. Page 1 of 6

1.0 Purpose

The purpose of this procedure is to ensure that IMS resources, roles, responsibilities and authority
requirements are defined and documented in order to ensure effective functioning of the Integrated
Management System.

2.0 Scope

This specification applies to all operations, activities, employees, departments, and contractors working
at any operation of BPS.

3.0 Compliance Obligations

3.1. ISO 14001:2015

3.2. OHSAS 18001:2007
3.3. ISO 9001:2015
3.4. All National and Provincial legislation, Codes of Practice and Local Authority By-Laws to which the
business subscribes
3.5. ZESA Mechanical & Electrical Safety Rules
3.6. ISO 31000: 2010 SAZ Risk Management – Principles & Guideline
3.7. ISO 31010: 2011 SAZ Risk Management – Risk Assessment Techniques

4.0 Abbreviations, Acronyms and Definitions

For the purposes of this specification the following definitions apply:

4.1. H.O.Ds: - Heads Of Departments.

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

4.3. IMS- Integrated Management System

4.4. Objective- an overall goal, arising from the policy that an organization sets itself to achieve and
which is quantified where applicable.

4.5. Target – detailed performance requirement, quantified where applicable, applicable to the
organization or parts thereof, that arises from the safety, health and environmental objectives and
that needs to be set and met in order to achieve those objectives.

Recommended by:
Originated by: Approved by:

Risk Officer Management Representative Power Plant Manager.

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:2016/12/06 Page 1 of 6

 Document No. IMSP -7.1

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Section INTEGRATED MANAGEMENT SYSTEM Effective Date 01/01/2016

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4.6. Significant risk – one where additional control measures are required to eliminate or reduce the risk
of loss, and attract a ranking of 21 and above. All legal nonconformities are treated as significant risk.

4.7. Objectives are broad aims for improvement of the IMS and performance.

4.8. Targets are stages for achieving the objectives.

4.9. Integrated Management Programs (IMPs) are the action plans that provide a focus for the
activities, responsibilities and resources necessary to achieve objectives in a defined time table.

4.10. KPA- Key Performance Areas

5.0 Responsibility

5.1 The Power Plant Manager shall

5.1.1 Define and review IMS roles and responsibilities at executive level and allocate resources for
IMS implementation.

5.1.2 Ensure fulfilment of all roles and responsibilities.

5.1.3 ”. Carry overall responsibility of IMS at organisational level

5.1.4 .

5.1.5 Ensures resources availability for IMS issues.

5.1.6 .

5.1.7 Define, document and communicate roles, responsibilities and authorities to HODs.

5.2 The Risk Officer shall

5.2.1 Record and communicate roles and responsibilities.

5.2.2 Maintain records of roles and responsibilities.

5.3 H.O.Ds/HOSs shall

5.3.1 Define IMS roles, responsibilities and authority at departmental/Sectionlevel.

5.3.2 Record and communicate departmental IMS roles, responsibilities and authorities.

Recommended by:
Originated by: Approved by:

Risk Officer Management Representative Power Plant Manager.

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:2016/12/06 Page 2 of 6

 Document No. IMSP -7.1

Revision No. 00

Section INTEGRATED MANAGEMENT SYSTEM Effective Date 01/01/2016

Subject Resources Page No. Page 3 of 6

6.0 Procedure

6.1. The Departments shall determine and provide the resources needed for IMS establishment,
implementation, maintenance and continual improvement considering:

a) The capabilities of, and constraints on, existing internal resources;

b) What needs to be obtained from external providers.

6.2. The Departments shall determine and provide the persons, infrastructure and environment
necessary for the operation of its processes and to achieve conformity of products and services.
6.3. The departments shall determine and provide the resources needed when monitoring or measuring
to verify the conformity of products and services to requirements. The departments shall ensure that
the resources provided:

a) Are suitable for the specific type of monitoring and measurement activities being undertaken;
b) Are maintained to ensure their continuing fitness for their purpose.

6.4. To ensure measurement traceability, the measuring equipment shall be:

a) Calibrated or verified, or both, at specified intervals, or prior to use, against measurement

standards traceable to international or national measurement standards; when no such
standards exist, the basis used for calibration or verification shall be retained as documented
information;
b) Identified in order to determine their status;
c) Safeguarded from adjustments, damage or deterioration that would invalidate the calibration
status and subsequent measurement results.

6.5. The departments shall retain appropriate documented information as evidence of fitness for purpose
of the monitoring and measurement resources.
6.6. The management shall determine the knowledge necessary for the operation of organisational
processes and to be made available to the extent necessary.

6.7. When addressing changing needs and trends, the management shall consider its current knowledge
and determine how to acquire or access any necessary additional knowledge and required updates.

6.8. The Power Plant Manager shall define and assign roles, responsibilities and authorities for:

a) Ensuring that the IMS conforms to the requirements of this International Standard;
b) Ensuring that the processes are delivering their intended outputs;
c) Reporting on the performance of the IMS and on opportunities for improvement in particular to
top management;
d) Ensuring the promotion of customer focus throughout the organization;
e) Ensuring that the integrity of the IMS is maintained when changes to the IMS are planned and
implemented.

6.9. The Power Plant Manager shall be the appointed overall responsible person for IMS at Station level.

Recommended by:
Originated by: Approved by:

Risk Officer Management Representative Power Plant Manager.

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:2016/12/06 Page 3 of 6

 Document No. IMSP -7.1

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6.10. The Power Plant Manager and the executive committee have ultimate responsibility for the
effective operation of the company’s integrated management system. Their specific responsibilities
shall be defined in their respective job descriptions.
6.11. IMS shall be a formal line function for all managers and shall be included in their job
descriptions and KPAs.
6.12. On an annual basis, departmental managers shall set operational IMS Objectives and
plans that are in line with corporate IMS Objectives and plans and commensurate with the level of
IMS risk in their respective departments in accordance with the Objectives and Planning procedure
IMSP-6.2.
6.13. Structures shall be established to ensure the effective implementation, control and
improvement of the integrated management system, and these are as follows:
6.14. The Executive Committee shall be responsible for the IMS policy formulation, strategy and
approval and allocation of the required resources. The resources include human resources,
specialist skills, technology, infrastructure, customer requirements and financial resources.
6.15. The BPS SHERQ Committee shall be responsible for performance review and monitoring
progress and the making of appropriate recommendations in accordance with the IMS Committees
procedure
6.16. HODs, whilst some are in the management Operational SHERQ Committee, shall be
responsible for the effective implementation of the IMS in their various departments and shall appoint
personnel into relevant positions for the effective IMS management.
6.17. Project team members shall be appointed for various IMS improvement projects and shall
be responsible for coordinating the implementation of the IMS program in their respective
departments.
6.18. The SHERQ team shall be responsible for offering IMS advisory services to the branches.
6.19. The lower level employees shall be responsible for maintaining and upholding the
established IMS system through participation in such activities as Actions to address risks/impacts
and opportunities.
6.20. The management representative and shall be responsible for ensuring that the integrated
management system requirements are established, implemented, and maintained. He shall report to
the PPM on IMS performance for management review.
6.21. All appointments required for effective management of the IMS shall be identified and kept
in a file.
6.22. An IMS budget shall be prepared on an annual basis. At line level this shall be integrated
into the operational budget.
6.23. IMS performance shall be the first item on the agenda of all business meetings.

7.0 Performance Indicators

7.1 Effective implementation of control systems and procedures.

8.0 Records

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

Recommended by:
Originated by: Approved by:

Risk Officer Management Representative Power Plant Manager.

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:2016/12/06 Page 4 of 6

 Document No. IMSP -7.1

Revision No. 00

Section INTEGRATED MANAGEMENT SYSTEM Effective Date 01/01/2016

Subject Resources Page No. Page 5 of 6

Doc. No. Form Title Custodian Location Retention Destruction

Responsibilities and Authorities Management

Management
8.1 Summary Representative’s 3yrs Shredding
Representative
Office
Management 3yrs Shredding
Management
8.2 IMS Management Manual Representative’s
Representative
Office
Management 5yrs Shredding
Management
8.4 Management review minutes Representative’s
Representative
Office
Management Management 3 yrs Shredding
8.5 Job Description Records Representative Representative’s
Office
Management Management 3yrs Shredding
8.6 Organograms Representative Representative’s
Office
Management 3yrs Shredding
Management
8.7 IMS Budgets Representative’s
Representative
Office
Management 3yrs Shredding
8.8 Letters of appointments
Representative

APPENDICES

Nil

9.0 References

9.1 OHSAS 18001: 2007 clause 4.4.1

9.2 ISO 9001: 2015 Clause 7.1

9.3 ISO 14001: 2015 Clause 7.1

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

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

Recommended by:
Originated by: Approved by:

Risk Officer Management Representative Power Plant Manager.

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:2016/12/06 Page 5 of 6

 Document No. IMSP -7.1

Revision No. 00

Section INTEGRATED MANAGEMENT SYSTEM Effective Date 01/01/2016

Subject Resources Page No. Page 6 of 6

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.

Recommended by:
Originated by: Approved by:

Risk Officer Management Representative Power Plant Manager.

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:2016/12/06 Page 6 of 6