Effective Date: 01/05/2009 Ri Integrated Management [sie 3 [Ran 24 System Manual Reference Ne GM,GNOI Page 1 of 39 Approved by Exit ceagtng | Apt GM.GN.01 ‘Abu Dhabi Ditribution Company Managing Director INTEGRATED MANAGEMENT SYSTEM MANUAL Date: 36/4 [09 Reviewed by: ee PS Date: 30-48 Management Representative ‘Mr. Hani Hossni Approved by Date: 30-4 6 Effective Date: 01/05/2009 “This Document is the property of ADDC, and cannot be wsed nor given to ouside party without prior authorisation, Printouts from sof copies are ‘Uncontrolled, ales stamped in ed as "Contoled Copy"Integrated Management Wy Se System Manual Reference No: [ Page 2 of 39 Approved by: jot caatae dl apt ‘AbuDhabi Distribution Company GM.GN.O1 Managing Director Table of Contents Amendments Sheet... [Section One ~ Integrated Management System — General Requirements 4.4 Foreword. 4.2 Definitions.. 1.3. Abbreviations. 1.4 References... 1.8 ADDC Profile 4.6 ADDC Contact Information... 4.7 SCOPE OF IMS... 4.8 IMS Policy 4.9 Policy Implementation.. 4.10 Amendment to the manual 'Section Two - Organization for IMS..... 2. Responsibility and Authority 2.2 HSEQ Roles & Responsibilities of ADDC Management Staff: 2.3. Resources Management Section Three — Integrated Management System Documentation... 3.1 IMS Structure .. sciatic seainaiREIE iiss 3.2 System planning 33 Control of Documents. 3.4 Control of Records... ‘Section Four - Integrated Management System Planning. 4.1 Management Commitment... 2 Planning for Hazard / Aspects Identification, Impact / Risk Assessment & Control 4.3 Legal and other requirements. 4.4 Objectives and Targets... 45 IMS Programs... ‘This Document isthe property oF ADD, and cannot be use no vento cusde pany without pie authorisation, Prin ous om sf copies are ‘Unseoled, uns stamped ined as "Cantoled CopyEffective Date: 01/05/2009 Integrated Management Issue :2 Revision :0 System Manual Reference No: GM.GN.I GM.GN.O1 Managing Director Section Five ~ Integrated Management System Implementation and Operation, 5.1 Consultation, Communication and Participation... 5.2 Review of Customer Requirements... 5.3 Design and Development. 5.4 Purchasing... 5.5 Product Identification and Traceability... 5.6 Operational Control ..v.semem 5.7 Customer Property no 5.8 Control of Service Provisions... 5.9 Validation of Processes for Service Provision. 5.10 Preservation of products 5.11 Control of Monitoring and Measuring Equipments. 5.12 Emergency Preparedness and Response... Section Six— Integrated Management System measurement, analysis & improvement... 6.1 Monitoring and Measurement 6.2 Control of non-conforming Services. 6.3 _ Incident Investigation, Non-conformances, Corrective and preventive actions 6.4 Intemal Audits... usnnennn 6.5 Analysis of Data 6.6 Management review... 6.7 Continual improvement. 7. Appendixes... ‘This Document the property ADDL and canna be used nr given 6 ouside pry without pir authorisation, Print ous rom sf copies te UUnconle, uns staged in ed as "Controlled Copy”Effective Date : 01/05/2009 Ay, QM Integrated Management [Issue :2 Revision 0 4 . 8 Reference No GM.GNOI = System Manual Page 4 of 39 “Approved by Exe Setag dl apd pepe GM.GN.01 Managing Director Amendments Sheet ISSUE/ | PAGE SUBJECT OF THE APPROVED| DATE REV.# | NUMBER BY AMENDMENT (MR) New All ‘New Issue, as a result of integrating the HSE Issue and Quality Management systems. ‘This manual replaces the following HSE Manual Vol 129, Ch-01, Version-03 Quality Management Manual QMM Issue 02, Rev 00 This Document isthe property of ADDC, and cannot be used nr given to ouside party without prior authorisation, Print ots fom sof copies are Uncontrolled, ules stamped in red a “Controlled Copy”Effective Date : 01/05/2009. mn: 0 Ay, Integrated Management system | Issue:2_| Rev See Tete La RetreseN GMONOT [Page Sof39 | Approved by eve bel dub ‘AbuDhabi Distribution Company GM.GN.01 Managing Director ‘Section One — Integrated Management System - General Requirements _ 1.1 Foreword ‘The scope of this Integrated Management System manual is to describe how ADDC meets the latest requirements of ISO 9001, ISO 14001 and OHSAS 18001. It also explains ADDC goals, occupational health, safety & environmental performance. The ADDC Integrated Management System is a structured framework of processes for managing HSEQ activities in compliance with HSEQ Management System standards. The system's management procedures are documented to ensure that conditions, activities and tasks at ADDC affecting occupational health, safety, environmental and product conformity are planned, organized, executed, reviewed and continually improved. It is the means by which ADDC has defined organization and policies for Integrated Management System. This Manual and all other ADDC Health, Safety, Environment and Quality Management System documents remain the property of ADDC and must not be copied or distributed without the consent of the| ‘Managing Director. ‘This Documents he propery of ADD. and cannot be use no given o ouside purty without pio auborston, Print ous om sof cops ae Uncontrle, unless stumped in eds "Controlled Copy”Effective Date : 01/05/2009 MQ Integrated Management system —_[Issve:2 | Revision:0 = = Manual Reference No: GM.GN.01 erlotl apg dl Asya GM.GN.01 ‘AbuDhabi Distribution Company Managing Director 4.2. Definitions This clause defines terms used in this Manual, insofar as they have meaning differ from common usage. LQ Acceptable risk Risk that has been reduced to a level that can be tolerated by the organization having regard to its legal obligations and IMS policy. Aceident An incident which has given rise to injury, ill health or fatality. ALARP, Means to reduce a risk toa level which is “as low as reasonably practicable” and involves balancing reduction in risk against the time, trouble, difficulty and cost of achieving it Systematic examination to determine whether activities and related results conform to planned arrangements and whether theses arrangements are implemented effectively and are suitable for achieving the organization’s policy and objectives. Contractors Alll parties working for the Organization either as a direct Contractor or sub-contractor. It also includes Contracted Personnel who are sponsored by an agent. IMS Coordinator ‘The person who will coordinating IMS activities in his/her Function, Representative from each Directorate/department well aware and conversant with all the departments activity and systems of work, acting in behalf of their top management and responsible for implementing the IMSMS- in their departments. A release to the environment including emissions, effluents and solid/hazardous waste disposal. A. liquid discharge, usually referring to water-bome discharges to surface water, groundwater or land. Intermittent or continuous release of gaseous contaminants to the environment, usually an atmospheric discharge. Environmental An element of an organization's activities, products or Aspects services that can interact with the environment ‘This Documents the prope of ADDL and cannot be wed er given to outside prs without pri auorission, Printouts fm sof copes re Uncontol, unless stamped in eda "Contlled CopyU Effective Date : 01/05/2009 RY %, Integrated Management system | Issue:2__| Revision: 0 = 42 Manual Reference No: GM.GN.01 Page 7of 9 Approvedby Salat ragtoadl Ay GM.GN.01 ‘Abu Dhabi Distribution Company Managing Director 12.12 12.13 1214 125 1.216 12.17 12.19 1.2.20 1221 1.2.23 Environmental Impaets IMS Hazard Hazard Identification HAZOP HSEIA Incident Independent Party Interested parties Lost Time Incident (LT) Management Review Team Near Miss ‘This Document i the property of ADDC, and ean be used nor given to ouside pry without pri auhorssion. Print cuts rom sof copes re Unontol nls strped in oda "Cenlled Cy ‘Any change to the environment, whether adverse or beneficial, wholly or partially resulting from an organization’s activities, products or services An integrated management system for managing Health, Safety, Environmental and Quality Management System based on the requirements of OHSAS 18001, ISO 14001 and ISO 9001 standards. ie, the Organization structure, responsibilities, practices, procedures and resources for implementing Health, Safety, Environment and Quality Management. Source, situation or act with a potential for harm in terms of human injury or ill health, or combination of these Process of recognizing that a hazard exists and defining its characteristics. (Hazard And Operability Study), a technique by which a team critically examines a design and/or a process through a serious of logical and systematic questions for the purpose of identification and assessment of potential hazards and their ‘consequences which prevent efficient operation. Health, Safety and Environment Impact Assessment including, as required, Risk Assessment, HAZOP, Health and Environment impact assessment. Work related event in which an injury or ill health or fatality or negative impact on the environment occurred or could have occurred. Individual or group independent from ADWEA Organization conduct an activity for ADWEA Organization based on a scope of work developed by ADWEA.. Individual or group concerned with or affected by IMS performance of an organization Any work related injury or illness, which prevents that person from doing work the day after the incidenvinjury. Team comprises of Directors, Head of Planning and development, IMS Advisor and chaired by Managing Director. An incident where no injury, ill health or fatality occurs may also be referred to as near miss.Effective Date : 01/05/2009 Wy Integrated Management system | Issue:?__| Revision: 0 = = Manual Reference No: GM.GN.O1 evista oSub GM.GN.01 ‘Abu Dhabi Distribution Company Managing Director 1 1.2.24 Objectives Goals, in terms of IMS performance, that an organization sets itself to achieve. Occupational An abnormal condition (physical or mental) that is caused or Miness aggravated by prolonged or repeated exposure to environmental factors associated with employment, including chemical, physical, biological and ergonomic factors i.e. sunburn, loss of hearing, chemical harms, Food poisoning is considered as occupational illness. The party/section in charge of an activity/task/jobyproject and Authority related personnel. PIMSR Project Health, Safety & Environmental Review Functional ‘The Directorate, Division and / or Department responsible for Manager implementing the actions. Risk The combination of the likelihood and consequence(s) of a specified hazardous event occurring. Risk Assessment Overall process of estimating the magnitude of risk and deciding whether or not the risk is tolerable. ‘Complaint Anomaly reported by a Customer, End User or Authority Contract Set of services supplied and invoived by suppliers of ADDC activity performed by a qualified and competent organisation applying its own methods in accordance with the term of the contract between ADDC and the supplier. Controlled The document which is prepared, reviewed, approved, Document distributed and revised in a controlled manner to ensure that the right document will be available at the right time in the right place and to avoid unintentional use of obsolete documents, Customer ADDC’s Customers are the users of water and electricity in Abu Dhabi Emirate, External ‘Any document used as a reference apart from the Quality Documents Procedures e.g. service specifications, standards like ISO 9001. Monitoring Action of controlling and verifying that activity services or product are done as required ‘This Documents the property oF ADDC, and cannot be senor given 6 ouside party without prio authorisation, Print ous om sf copcs ae Uncotled unless stumped in eds “Controlled CopyY Effective Date : 01/05/2009 ws %, Integrated Management system | Issue:2_| Revision: 0 = Be Manual Reference No: GM.GN.O1 [Page 9 of 38 ‘Approved by: Evia tl cautag | aSyh GM.GN.O1 ‘Abu Dhabi Distrbution Company Managing Director 1237 Retention period ‘The time period, up to which the record shall be kept at ADDC, before it is either discarded or destroyed or sent to off-site. 1.2.38 Uncontrolled ‘The document, preparation, review, approval, distribution and Document revision of which are not necessary to be done in controlled manner. 1.2.39 — Product Wherever “Product” is referred to in this manual, it means the services provided by ADDC 12.40 Senior ‘The top management of ADDC (MD, DMD and Directors ) Management 1.3 Abbreviations Following are the definitions of abbreviations used in this Manual and/ or other IMS documents: 13.1 ADDC : Abu Dhabi Distribution Company 132 ADWEA : Abu Dhabi Water and Electricity Authority 13.3 PR : IMS Procedure 13.4 IMSM : Integrated Management System Manual 13.5 MR : Management Representative 13.6 RSB : Regulation and Supervision Bureau 1.3.7 HSEQ : Health, Safety, Environmental and Quality. 1.3.8 EHSMS : Abu Dhabi Environmental, Health and Safety Management 13.9 EAD : ‘Tavirenmental Agency of Abu Dhabi 1.4 References = 180.9001 = IMS Vocabulary GL.GN.01 IMS Guideline PAS99 - 2006 IsO 14001 OHSAS 18001 RSB Requirements ADWEA Requirements EHSMS of Abu Dhabi EAD Requirements “This Document i the property of ADD, and canaot he used nor given to outside party without prio authorisation. Printouts from soft copes ate Uncontoled, unless stamped in ed at “Controlled Copy” MdEffective Date : 01/05/2009 Integrated Management system —_[Issue:2 _[ Revision: 0 Manual Reference No: GM.GN.O1 Page 10 of 39 ‘Approved by SM, == evel taal ap ‘Abu Dhabi Distribution Company GM.GN.01 ‘Managing Director 4.5 ADDC Profile Abu Dhabi Distribution Co. (ADDC or the Company) was established from the electricity and water distribution functions of the former Water & Electricity Department on | January 1999. The Company is responsible for the sale and distribution of water and electricity, including operations, maintenance, meter reading, and customer billing. Abu Dhabi Distribution Company (ADDC) is in the busin ‘through an extensive pipe and cable networks to some 1.43 mns area covers the entire emirate except Al Ain City and of distribution of Water & Power water jon people in the emirate of Abu Dhabi. Our surroundings. = Aba Dhabi stand Eastern Region Wester Region “Q | _ ee oe ADDC has the key responsibility, within the water and power sector, of delivering high quality power and| ‘water services catering to 404,020 service points, till June 2008. In doing this we try to ensure that our| services meet the highest quality standards such that the levels of customer satisfaction are consistently amongst the best in the region. [ ‘The last two years has been of tremendous change for ADDC. In conjunction with its parent company| ADWEA, ADDC has embarked on a major 5-year improvement program designed to bring the Company's performance in-line with the best performing companies in the sector worldwide. Total number of ADDC Employees is 2686 till June 2008 ADDC has many plans intended to improve customer services, including: + Simplifying the method of payment + Providing an ‘easy to read! combined bill + Constructing a one-stop shop providing customer services. ‘This Documents he propery of ADD and cannot be we ner given o ouside pty without fio sutorston, Prin ous om sof cops ae Uncontrolled, unless mpd in eds *Conolled Copy”Effective Date : 01/05/2009 Integrated Management system Issue : 2 Revision: 0 Ss”, Manual Reference No: GM.GN.01 (rage t1of 39 | Te ie GM.GN.O1 ‘Abu Dab Distribution Company Managing Director Considerable financial investment is planned for a new billing system, installation of water meters, a new call centre, and IT services. ADDC also plans to reduce operational expenditure by adopting the latest and most modern business practices in all areas of the company. This with the support of our dedicated staff will help us achieve our| goal of becoming the best water and electricity Distribution Company in the Middle East. ADDC Water & Electricity supply area in the Emirate of Abu Dhabi . ADDC Customer Services Centres in Abu Dhabi Island A ADDC Customer Services Centres in Eastern Region 4 ADDC Customer Services Centres in Western Region The percentages of customers throughout the three regions are approximately: ‘Abu Dhabi Island 70% Easter Region 20% Western Region 10% ‘This Docume th propery of ADD. ni cantor be we or given to ouside pasty witoat pr authorisation. Printouts fm sf copes re Uncontrolled, nes stmped ned =Conlled CopyEffective Date : 01/05/2009 Integrated Management system | Issue:2_| Revision: 0 Manual Reference No: GM.GN.O1 12 of 39 ‘Approved by GM.GN.01 Managing Director 1.6 ADDC Contact Information Mailing Address: UAE — Abu Dhabi - P.O. Box 219 Phone: (971 2) 4166000 Fax : (971 2) 6426033 Web Site : www.adde.ae This Documents the propery of ADD and cannot be we nr given o ouside py without pir authorisation, Print ous om sof copes are Uncool, Zunes stamped in eas "Controlled CopyEffective Date 10170572009 Integrated Management system —_Issue:2 _| Revision: 0 Manual Reference No: GM.GN.OT Page 15 0f 39 Approved by ewig tae BS ‘Abu Dhabs Distribution Company GM.GN.01 Managing Director 1.7 SCOPE OF IMS ‘This Integrated Management System Manual (IMSM) is the reference document of Abu Dhabi Distribution Company (ADDC). It defines how the company is complying with the requirements of the latest revisions of ISO 9001, ISO 14001 and OHSAS 18001 standards. All requirements of the standards are comprehensively defined in this IMS Manual. Where required, references will be given to the respective IMS procedures. ‘The scope of this IMSM is to describe the IMS of ADDC, which involved in, “Distribution and sale of water and electricity in Emirate of Abu Dhabi excluding Al-Ain, this includes operations, maintenance, meter reading, and customer billing”. All the outsourced processes that may have an effect or potent identified and managed where: effect on the services conformity were 1- ADDO is following ADWEA procedures to select, evaluate, qualify, monitor the performance and re-evaluate any external partner whose performance may have an effect on our performance, service compliance and other HSEQ requirements. 2- ADDC is committed to supervise all the outsourced processes that can affect or may have a potential effect on the service conformity or HSEQ performance of ADDC through all the process| stages by our staff or other assigned consultant. 3- The outsourced processes are completely managed through the process of pre-qualifying the| suppliers and contractors and periodical re-evaluation to ensure the commitment of our partners to| ADWEA-ADDC requirements. Exclusion & Justification: Alll the ISO 9001:2008 standard Requirements are applicable to ADDC and there is no exclusion from the standard requirements. ‘This Docurent i the property of ADDL ad caanat be wee ar given to outside party without pir suhorsation, Print ous om sof copes te Uncen, unless stamped in red as "Contolld Copy”WY) Effective Date : 01/05/2009 wy Integrated Management system Issue :2__| Revision: 0 = 2 Manual Reference No: GMGNOL Page 14 of 39 “Approved by Evletcwaitiad acpdh GM.GN.O1 ‘Abu Dhabi Distribution Company Managing Director 4.8 IMS Policy ADDC seeks to develop, maintain and operate a safe, efficient, and economical water and electricity distribution service in Abu Dhabi. ADDC is committed 1. Support Abu Dhabi Government's vision on integrated management of “Sustainability Performance” in economic, environment & social perspectives and business excellence. 2. Comply with all applicable legal (Statutory and Regulatory) and other requirements to which ADDC subscribes to, e.g. the excellence models (SKEA & ADAEP). 3. Distribute water and Electricity safely, reliably, efficiently and cost effectively without compromise to quality, health, safety and environmental performance. 4. Prevent environmental pollution, occupational ill health and injuries. 5. Continually improve the effectiveness of the integrated Health, Safety, Environment and. Quality Management System (IMS). 6. Accept the corporate social responsibility in protecting the environment for the benefit of society as well as community 7. eluding customers and interested Our framework to achieve our policy shall be through 1. Promoting awareness and involvement in HSEQ Integrated Management System and Business Excellence Models of ADDC through training, team-building, motivation & ‘mass communication within ADDC and to our partners. 2. Ensuring sound business and system performance of ADDC and its partners by evaluating, the IMS compliance regularly 3. Using a combination of strategy, technology, resources, infrastructure and processes 4. Establishing, achieving and reviewing HSEQ corporate and functional objectives, targets, initiatives and programs. 5. Foresceing and managing potential emergency situations 6. Ensuring and continually improving our capabilities on performance through consultation, involvement, learning and growth Up keeping and continually reviewing the effectiveness of integrated management system Partnering with government and private sector to share best practices Participating and organizing environment and safety programs for the society and community. We will review and update (as necessary) our IMS policy and frameworks regularly to ensure continuing suitability towards achieving compliance to applicable statutory & regulatory requirements, effective IMS and business sustainability performance. Managing Director (The original has been signed) Supporting Document: PL.GN.01 Issue: 2, Rev: 0 This Document isthe property of ADDC, and cannot be usod nor gven to outse party without por auerisaon. Print ous fom soft copies ae Unewaled, unos stamped eas "Controle Copy"Effective Date : 01/05/2009 Integrated Management system —_Issue:2__| Revision: 0 Manual Reference No: GM,GN.OL ‘Approved by’ GM.GN.01 Managing Director 1.9. Policy Implementation To ensure that the policy of IMS are understood and maintained communicated at all levels within ADDC; the following measures will be followed: * New employees shall be inducted into the IMS policy statement and the requirements of the IMS documents, Internal IMS audits will be routinely conducted to ensure existing staff awareness and adherence to the IMS requirements. ‘The IMS policy statement is visually displayed in the offices, sites and will be available to interested parties and the public: 4.10 Amendment to the manu: All amendments to this IMS Manual shall be prepared by the HSEQ Department, reviewed by the ‘Management Representative (MR) and approved by the Managing Director (MD)MR. ‘The revision, updating and distribution will be the responsibility of the MR. He will be responsible for retrieving the obsolete copies of the IMS Manual In case of changes in the IMS Manual, the issue/ revision numbering will be dealt with as per the “Procedure for Control of Documents and Records (PR.GN.01)". ‘This Document isthe propery of ADD at cantat be used nor given to ouside pty without pie authorisation, Print ous om sof copss ae Uncool, lens stapes eds “Controlled Copy\UZ Effective Date : 01/05/2009 WY Integrated Management system | Issue:2 | Revision: 0 = = Manual Reference No: GM.GNO1 Page 16 of 39 “Approved by: eevletonstogd Bapt GM.GN.01 Managing Director i. ae | 2.1, Responsibility and Authority 2.1.1. Senior Management must provide strong visible leadership, commitment and involvement by ensuring that, the commitment is demonstrated through the necessary resources to develop, operate, and maintain the IMS to attain the Policy and Strategic Objectives. Senior ‘Management will ensure that full account is taken of IMS Policy requirements and should provide support for actions taken to enhance/improve the management of Health, Safety, Environment and Quality. 2.1.2 The overall responsibility for Managing IMS within ADDC rests with the MR. The Company Organizational Chart shows the inter-relationship of positions and functions within ADDC and the path of responsibility and authority in relation with the IMS. 2.1.3 ADDC shall create and sustain a culture that supports the IMS, based on: © Belief in ADDC’s desire to improve HSEQ performance. © Motivation to improve personal HSEQ performance. + Acceptance of individual responsibility and accountability for HSEQ performance « Participation and involvement at all levels in IMS implementation. © Commitment to IMS requirements and its continual improvement. 2.1.4 Apart from specific responsibilities, all ADDC staff is required to: ‘© Maintain a current knowledge of all Health, Safety, Environment and Quality matters relevant to their positions. * Carry out daily tasks according to defined procedures. * Initiate action to prevent any non-conformance. + Identify and report the non-conformance (where applicable), ‘* Recommend, initiate, or provide solutions through the MR and/or Functional Manager. « Assist the MR in verifying the implementation of actions. # Maintain records as required by the IMS. # Contribute to the continual review and improvement of the IMS. For details refer to: Company Organization Chart. (Appendix 1) * Company Job Descriptions ‘This Document isthe property of ADD, and cannot be used nor given to outside party without rie authorisation. Print ous from Soft copies are Uncontrolled, unless stamped in red as "Controlled Copy”Wy Integrated Management system — Manual vio nel dpb GM.GN.01 ‘Abu Dhabi Distribution Company Managing Director 2.2 HSEQ Roles & Responsibilities of ADDC Management Staff: Senior Management: ‘Acts as the highest level of authority in IMS related matters. Authorizes and endorses the IMS Policy Statement and IMS Objectives, IMS Manual and Organization Policies. Reviews and approve IMS training requirements and budget. Implement approved changes to the organizational structure. Review and approve ADDC Strategic objectives and targets. Grant the authority for managing IMS audit program. Review current level of IMS performance & outcome from IMS committee to provide input for the continual improvement of the IMS system. Review and approve the required budget/resources identified to meet the requirements of the IMS. Review progress reports and ensure that all planned IMS activities are completed. IMS Management Representative/ HSEQ Manager li 2. 3. 4, 5. Develop, update and communicate the ADDC IMS policies. Developing IMS Procedures and guidelines. Develop, update, communicate & organize IMS and the annual programs for implementation. Plan, develop, co-ordinate, audit & promote Health, Safety & Environmental Protection in all aspects of ADDC activities. Set, communicate and update ADDC HSEQ procedures, manuals and guidelines to be in line with the applicable local & international regulations, standards and ensuring proper implementation. Asses and monitor the IMS. Set, update & co-ordinate the implementation of the IMS training programs, Set IMS performance measures for the Organization based on the annual IMS objectives & targets as well as those established by ADWEA. Draft, maintain, authorise and distribute IMS documentation. Administer the continual review of the system, including: Internal and external audits, continual improvements, customer complaints, Management review meetings, and Reports on the performance of the IMS. Ensures all staff are aware of their responsibilities in the area of IMS. ‘This Docume isthe propery of ADD ani cannot be use nar given o ouside party without prio authorisation, Print aus om sf copies are Uncontrolled, nes stamped in eda “Cenroled Copy”Wy Integrated Management system —_Issue:2__| Revision: 0 = = Manual Reference No: GM.GN.O1 eigticnined aS | GM.GN.01 ‘Abu hat Dtrbuon Company Managing Director Projects Division Projects Division Manager Ensure that all IMS requirements are being considered at all stages of the projects, Ensure HSE Plans/ Studies to be approved prior to start the work. Identify the required HSEQ training for his Projects Division personnel Ensure that HSEQ issues are considered during the tender evaluation process. Monitor and report progress of the delivery of the HSEQ activities within the project. Identify, communicate, implement and improve the risk control measures. Follow up the HSEQ performance of the projects and take necessary actions to ensure their compliance. Direct and control the activities of Project engineers to ensure compliance to the HSEQ requirements. HR & A Department HR Manager Ensure that all HSEQ training requirements have been satisfied Ensure that all HSEQ roles, Responsibilities, accountabilities are defined within the job descriptions. Ensure that the required competencies for the staff whose performance affecting the product / service compliance are well-defined. Ensure that all HSEQ issues related to the office building are in place. Ensure that the housekeeping in all ADDC sites are met the highest standards. Supply Department ‘Supply Department Manager 1. Ensure that HSEQ requirements for contractors/ consultants are included in all stages of contract documents. . Consult with HSEQ department on HSEQ requirements on contractors/consultants and outsourced service providers. Nominate a Qualified employee to be a department IMS coordinator . Ensure that contractors have been pre-qualified in HSEQ issues as per ADWEA procedures This Documen isthe property of ADDC and cana be used noc given 1 outside party without prior auhoristion, Pint ous ram sof copes are Uncontrolled unless stamped i eas "Cetelled CopyEffective Date : 01/05/2009 Integrated Management system Issue :2 _[ Revision: 0 Manual Reference No: GM.GNOT Tpproved by: GM.GN.01 Managing Director Information Specialist Ensure that IMS documents in the ADDC intranet are monitored for new developments / updates. Ensure the IMS policy and related [MS documents are published and accessible by employees / interested parties / public. Function Manager Develop and align the functional HSEQ objectives in line with IMS requirements, where ‘applicable Identify the required competencies/ training for the staff from the function Ensure that all corrective/ preventive actions have been tracked and closed out where ‘applicable. Define resources (personnel, services and materials) required and develop and agree on action plan & budget. Monitor and record IMS performance by the Function where applicable. IMS Coordinators/IMS Employee's Representatives ‘The IMS Coordinators nominated from Divisions and Departments shall 1. Representing the Employee’s of each function in all IMS meeting with management team lentifying the IMS requirements with HSEQ Department. Coordinating in implementing and tracking of all IMS corrective/preventive actions. Coordinating for IMS training needs with HSEQ Department. Coordinating PPE materials needs and specification of all HSE related materials with HSEQ| Department. Coordinating IMS inspection with HSEQ Department. Coordinating IMS monitoring and measurement. Coordinating for implementing Occupational Health Programs. Other IMS related assignments as required by management. Competent / Authorized Staff Implement’ comply with ADDC system safety rules. Ensuring HSEQ rules enforcement for employees and contractors HSEQ induction for new employees at site Incident and near miss reporting Conduct HSEQ meetings/toolbox talks. ‘This Document the property of ADDC, and cannot be uses ar given to outside party without pir authorisation. Print ous om sf copies are Uncotole, unless stumped in eda “Cotolled CopyEffective Date : 01/05/2009 Integrated Management system Issue :2 _| Revision: 0 Reference No: GM.GN.01 Manual GM.GN.01 Managing Director Consultant Responsibilities ‘The consultants are required to review / approve the contractor HSEQ plans / Personnel prior to submitting it to ADDC HSEQ requirements have been taken in design of the ADDC equipments Review and Approve the HSE officer of the contractors undertaking the project Review and approve the HSEQ plans done by the contractor for the related project Follow up the implementation of project HSEQ plans Specific responsibilities and authorities of consultant have been defined in respective Guidelines No. GL.GN.02 Contractors & Sub-contractors Responsibilities Complying with federal, local, legislations related to HSEQ and with ADDC HSEQ Requirements that are involved in the work they undertake. Supplying and ensuring the use of necessary personal protective equipment, devices, ‘materials and tools as required and prescribed in regulations and procedures. Ensuring the reasonable measures to protect the environment and all properties Reporting and notifying promptly to HSEQ Dept. of any HSE incident. Monthly Performance reporting to HSEQ Dept. Nominating an HSE officer and Competent Person for the related project comply with the project HSEQ plans related to project Indemnifying ADDC Organization from any claim, demand or charge arising from any allegation of unsafe practice ities and authorities of contractors have been defined in respective Guidelines. 2.3 Resources Management ADDC is committed to provide all type of resources required for effective implementation and maintenance of ADDC IMS. Regular Management Review Meetings, Internal IMS Audits and Corrective and Preventive action system will identify such resources. Adequacy of resources including trained personnel, equipment, software, etc. required to meet the customer requirements and to achieve effective IMS performance are reviewed periodically during the ‘Management Review Meetings and necessary actions are taken. ‘This Document is the property of ADDC, and canna be used nox given to outside party witout pier auhorsaton, Prin ous rom soft copes are Unconole, unens starped in ed as “Contoled CopyEffective Date : 01/05/2009 Wy Integrated Management system —_Issue:2_| Revision: 0 = Reference No: GM.GN01 Manual | Reference NexGMLGNOL Page 21 of 39 Approved by: Ewa Gaptag dl Ap GM.GN.01 ‘AbuDhabi Distribution Company Managing Direstor 2.3.1 Human Resources 2.3.1.1 Bach Function Manager is responsi ‘employees working with him: = Wdentifying HSEQ competencies, le for performing the following activities related to - Developing such competencies, ~ _ Recognising individual contributio = Encouraging the sharing of best practices, = Identifying HSEQ Training Needs, + Creating ADDC image as an employer of choice 2.3.1.2 Competence, Tr: and Awareness + Professional ability consists of a combination of knowledge, expertise, experience and behaviour applied within a given context. Such ability may be identified when applied in working situations, and then validated as appropriate. * ADDC relies greatly on the skills and competence of the personnel, which have a direct effect on the HSEQ performance, quality of service and product compliance. Competence criteria have been established for all designations based on qualification, skill, expertise and past experience. ‘© Information on the abilities and qualifications of employees shall be kept in individual files. ‘MR and Funetional Managers are responsible for identifying, assessing and validating the ab ‘of employees and identifying the training needs of the employees including themselves. © Training needs are identified on annual basis on Annual Training Plan. Training needs are identified on the basis of employee’s responsibilities, authorities, educational background, experience, and the Performance Appraisal. Any additional training can be identified during the year, if required ‘© Human Resources Department in coordination with functional managers shall arrange trai during the year, according to Annual Training Plan. ing, * After completion of required training, the Human Resources Department updates Annual Training Plan and writes the details of training in Training Record Form of each employee. ion of training effectiveness is performed and recorded by any one of the ing means: - Evaluation done by the functional manager or his assignee. - Evaluating the trainees individually or as a group, depending on the subject of training as appropriate. “This Documents the proper) of ADD, an cannot be used nor given to ausde yt without prior authorisation. Prin ous fom Sf copies ae Uncool, nes tampon eda “Controlled Copy”Effective Date : 01/05/2009 RZ Integrated Management system | Issue:2_| Revision: 0 = 2 Manual Reference No: GM.GN.O1 viol al dpb GM.GN.01 ‘AbuDhabiDistibuton Company Managing Director - Evaluation done on the same date or within 3 months from the date of training, as per the subject of training and its suitability. 2.3.2 Infrastructure 2.3.2.1 ADDC Management has provided necessary infrastructure, in terms of safe workspace, associated utilities, necessary hardware, software , required PPE and other supporting services needed to achieve HSEQ performance and conformity to the services delivered. 2.3.2.2 ADDC has defined the infrastructure necessary for achieving effective and efficient HSEQ Performance and product realization while considering the needs and expectations of interested parties and its process include the following: a. Provision of appropriate infrastructure for achieving the prospective performance. b. Development and implementation of maintenance methods to ensure that the infrastructure continues to meet the organization’s needs; these methods consider the type and frequency of ‘maintenance and verification of operation of each infrastructure element, based on its criticality and usage; ¢. Evaluation of the infrastructure against the needs and expectations of interested parties; 2.3.2.3 Consideration of environmental issues associated with infrastructure, such as conservation, pollution, waste minimization and recycling. 2.3.3. Work Environment 2.3.3.1 The management of ADDC has determined and manages the work environment needed to achieve conformity to product/service requirements , safe working environment . 2.3.3.2 ADDC ensures that the work environment has a positive influence on motivation, satisfaction and performance of people in order to enhance the performance of the organization. The creation of a suitable work environment, as a combination of human and physical factors, includes the following: a. Creative work methods and opportunities for greater involvement to realize the potential of people in the organization, b. Safety rules and guidance, including the use of protective equipment, c. Ergonomics, 4. Workplace location, e. Social interaction, £. Facilities for people in the organization, . Heat, humidity, light, airflow Hygiene, cleanfiness, noise, vibration and pollution “This Document isthe propery of ADDL, snl anna be senor give to case party without prior authorisation, Prin ous fom so opis ae Uncool, unless stamped in eda "Contlled CopyWy Effective Date "01/05/2009 RZ Integrated Management system | Issue :2 Manual Evia a ytog Ap GM.GN.01 Managing Director ADDC established, documented, implemented, maintains and continually improves IMS in accordance with the requirements of the latest versions of ISO 9001, ISO 14001& OHSAS 18001 Standards. To implement the IMS, ADDC: identified the processes needed for the IMS, determined the sequence and interaction of these processes, Identified the HSE Aspects/Hazards and assess the impact/Risk of its activities, products / services and identified the proper control measures. Determined criteria and methods required to ensure the effective operation and control of these processes, activities, products and services, ensure the availability of resources and information necessary to support the operation and monitoring of these processes measures, monitors and analyses these processes and Implement action necessary to achieve planned results and continual improvement of these processes. 3.1 IMS Structure ADDC IMS Management System is comprised of a number of different tiers of documentation 3.1.1 IMS Policy It describes the overall intention of the company with regard to its IMS 3.1.2 IMS Management Manual ‘The IMS Management Manual provides an overview of the IMS System. It sets out in broad terms what the Organization intends to achieve by the adoption of an IMS System. It is the means by which the documented management system is authorised. 3.1.3 IMS Procedures ‘Those documents define the rules and regulations applicable for ADC, ADDC shall issue these documents. 3.1.4 IMS Work Instructions ‘These documents amplify, detail or give instructions to be followed in a step-by-step manner and related direetly with Organi ‘This Document isthe propery of ADDC, an canst be ised ma given o ouside party withou pio authorisation, Pincus fom sf copes are Uncond unless tape ed a “Coiled Copy”Effective Date : 01/05/2009 Wy Integrated Management system | Issue:2_[ Revision: 0 eed Manual Retestie Ni GM.GNOL Page 24 0f 39 Approved eviotll cute ap GM.GN.01 ‘AbuDinab Distrbution Company Managing Director 3.1.5 Standard Forms ‘These forms are documents that serve to register results or objective evidences that an activity has occurred, 3.1.6 IMS Records IMS Records are the result of completed forms and checklists. ‘The IMS Records index provides details of all relevant records, where they are retained, who are responsible for them, and the retention period. IMS EXPECTATIONS, IMS ELEMENTS, PROCESSES, OPERATING PROCEDURES, GUIDELINES ‘This Document the property of ADDC, and cannat ews no ivan ouside party without pir auhorsuion. Print ous fom sof copes are Unconold nes stp in eda “Contoled CopyEffective Date : 01/05/2009 Wy Integrated Management system —_Issue:2_| Revision: 0 = 24 ‘Manual Reference No: GMGN.O1 = Page 25 of 39 pproved by’ eval astag | Ap GM.GN.01 [Abu Dabs Distribution Company Managing Director 3.2. System planning The document structure described above defines how the requirements for IMS will be met. In developing IMS, ADDC has identified and provided all necessary equipment, resources and skills needed to achieve the documented IMS Policy. It has ensured the compatibility of actual methods with the documented IMSM and identified suitable verification points in the process. Besides, it has also defined the standards of acceptability for all activities and developed an IMS recording system. ‘The senior management is responsible to ensure that the integrity of the IMS is maintained when changes to the system are planned & implemented. 3.3. Control of Documents 3.3.1 To ensure that all the documents being used by any individual participating in the Integrated Management system are current and correct, ADDC developed a system for the documentation and data control. All documents are properly reviewed and approved by the defined authorities prior to issue. The ‘Control of Documents and Records Procedure (PR.GN.01’ has been established to ensure that latest issue documents are in use and obsolete documents are promptly removed from the location of use, to avoid any unintended use of such documents, Also controls for external origin documents have been established in order to ensure that these documents are identified and are distributed as per the procedure. Reference Procedures: * PR.GN.OL: IMS Procedure for Control of Documents and Records. 3.4 Control of Records 3.4.1 The ADDC Management believes that all the records, which are part of the Integrated ‘Management System, are IMS Records and are to be controlled through a proper documented system. IMS records pertaining to process and system are indexed and systematically referenced for ease of retrieval, traceability and conformity to requirements. Since IMS records are objective evidence for demonstrating the conformance with requirements, special consideration shall be given for the proper filing of these records to eliminate any damage or deterioration. Reference Procedure: PR.GN.OI : IMS Procedure for Control of Documents and Records ‘This Document isthe property of ADD an cannot be use nor given to ouside pty wihou prior authorisation, Prin ous om soft copies are Uncotled, nls stamped in eda "Conoled CopyEffective Date : 01/05/2009 Integrated Management system —__Issue:2_| Revision: 0 Manual Reference No: GM.GN.01 GM.GN.OL Management Commitment ADDC management, who is fully committed to implement and continually improve the Integrated “Management System in the Company, provides evidence of its commitment through: * Communicating to all employees the importance of meeting, Customer requirements as well as Statutory and Regulatory HSEQ requirements, wherever applicable. Establishing IMS Policy and IMS Objectives. ‘Conducting periodic Management Review Meetings. Ensuring the availability of adequate resources, for the effective implementation of the Integrated Management System. All existing and new employees will be inducted into the IMS Policy, Objectives and requirements. Internal IMS Audits will be routinely conducted to ensure the system compliance ‘The IMS Policy Statement is communicated to all employees, contractors, and interested parties and available to the public. 4.2 Planning for Hazard / Aspects Identification, Impact / Risk Assessment & Control ADDC establishes, implements and maintains a procedure to identify the Occupational Health & Safety Hazards, the Environmental Aspects of its Activities, Products and Services taking into account planned or new developments, or new modified activities, products and services in order to determine those which can have Significant Impacts / risks on People and Environment and set the necessary control measures. ‘The documented procedures "hazard / aspect identification, risk/impact assessment and determining controls" takes into account:- All routine and non-routine activities Activities of ADDC contractors, visitors having access to the workplace; Human behaviour, capabilities and human factors of ADDC Staff ; Hazard created in the vicinity of the workplace by ADDC activities under the control of ADDC; . Hazards originated outside the workplace affecting ADDC employees/Contractors. Infrastructure, Equipment and material in our workplace ,whether provided by the ADDC or others; . Changes or proposed changes in ADDC organization that can cause a risk / impact; This Documents the propery of ADDC, cant ewe mx ie ouside ay wipro aurisaton, Pa ous fm so copa as Uncool, oles amped ne Conte Copy”