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Classification Controlled
Disclosure
COMPILED BY FUNCTIONAL RESP. AUTHORISED BY
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Environmental Management System (EMS) Manual for Unique Identifier: 36-1030
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Contents Page
Introduction......................................................................................................................... 3
1 Scope.................................................................................................................... 3
1.1 Purpose..........................................................................................................3
1.2 Applicability...................................................................................................3
2 References...........................................................................................................3
3 Definitions and Abbreviations.........................................................................4
3.1 Definitions......................................................................................................4
3.2 Abbreviations................................................................................................6
5 Records.............................................................................................................. 27
6 Annexes.............................................................................................................. 27
7 Revision Information.......................................................................................27
8 Seen and Accepted……………………………………………………………..29
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Introduction
This Environmental Management System (EMS) Manual and the associated documents
within each portfolio form the Environmental Management System for the Generation
Head Office Portfolios. This Manual is developed to meet requirements of ISO
14001:2004.
2 Scope
2.1 Purpose
2.2 Applicability
The Environmental Management System applies to Head Office for all core products and
services as defined in section 1 of this manual.
Human Resources
Strategy, Technology and Assurance
Finance
2.3 Exclusions
1.3.1 The Production portfolios – these do not form part of the Generation Head Office.
1.3.2 The Generation Nuclear Department and Primary Energy Division – these have
been excluded since they are managed independently of the Generation Division.
1.3.3 All power stations - these operate independent Environmental Management
Systems.
3 References
The following documents contain provisions that, through reference in the text, constitute
requirements of this document. These documents are subject to revision and users are
responsible to ensure that the most recent revisions of the document(s) listed below are
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used / referenced. These are available from the electronic document management
systems employed by Eskom and Generation.
4.1 Definitions
Eskom land Any land and/or servitude registered in the deeds office in Eskom’s name
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Interested party Person or group concerned with or affected by the environmental performance
of an organisation.
Internal audit Systematic, independent and documented process for obtaining audit evidence
and evaluating it objectively to determine the extent to which the environmental
management system audit criteria set by the organization are fulfilled.
The organization’s top management shall appoint a specific management
Management
representative who irrespective of other responsibilities, shall have defined
Representative:
roles, responsibilities and authority
Stakeholder Includes customers, investor’s, government, the general public and employees
Development which meets the needs of the present without compromising the
Sustainable
ability of future generations to meet their own needs (Report of the World
Development
Commission on Environment and Development, 1987)
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4.2 Abbreviations
Due to the nature of the activities and functions of the Generation Division Head Office and
the respective departments, the approach taken has been to develop and implement, a
single Environmental Management System for Generation Head Office Portfolios.
.GEM provides an advisory consultative service to all power stations, with respect to.
Environmental Impact Assessments,
Strategy development,
Legal compliance
Monitoring and reporting,
Policy development as well as
Any ad hoc guidance that they may require from time to time.
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Generation Business
Chief Officer
Managing
Director
Generation
Senior General
General Manger
Manager
Finance
Production 2
Senior General
Manager Human
Manager
Resource
Production 3
General Manager
Peaking
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The Generation Head Office Portfolios ISO 14001:2004 EMS has been established to
replicate, as close as practically possible, actual business processes. The EMS consists
of a number of electronic documents and registers. However to facilitate its
implementation and maintenance, it is complemented by certain components in hard copy
format, such as this EMS Manual.
The Generation Head Office EMS will use existing Microsoft software packages currently
in use as part of Eskom’s overall software portfolio. The entire EMS Management Folder
is stored on the R:\ Drive Generation Division Head Office local network server that is
backed-up according to a Service Level Agreement (SLA) between Generation
Environmental Management (GEM) and the Information Technology (IT) Service Provider
(Arivia.kom), via Generation Information Management (GIM). All documents stored
electronically are PDF and considered uncontrolled but final. Shared documents stored in
this way are utilised for daily information extraction. The storage area of all final controlled
documents in GEM shall be the Eskom data base PIGO.
The EMS Management Folder contains, inter alia, aspects that have been identified for
Generation Head Office Portfolios’ activities, the associated significance ratings, the
agreed objectives and targets, corrective actions and the responsible persons as well as
all relevant procedures relevant to the EMS. The folder contains the linkages to other
relevant documentation.
The EMS Management Folder has been initially populated, and will be updated and
maintained centrally by the Database Administrator, using information gleaned from
audits, assessments, incident reports and other department reports and submissions and
Management Reviews. All Departmental Managers and other selected staff have access
(either full or limited) to the EMS Management Folder via the appropriate IT channels.
This EMS Manual is intended primarily to facilitate the implementation and maintenance of
the Generation Head Office Portfolios ISO 14001 Environmental Management System
(EMS). The manual thus recognises and indicates the scope of the processes and
procedures followed during implementation and the requirements for the maintenance of,
the system. This EMS Manual references relevant documentation internal and external to
Eskom, and thus provides a “roadmap” to the overall Generation Head Office Portfolio and
includes references to:
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Generation Division subscribes to the Eskom SHE Policy EPL 32-94. Generation Head
Office EMS focuses on the environmental aspects of the SHE policy.
The SHE policy outlines the environmental commitments with respect to its operations,
activities, and overall environmental performance. During the development of this policy,
the appropriateness to the nature, scale and environmental impacts of Generation Head
Office Portfolios activities, products and services has been considered. The policy is
endorsed by the Senior Management.
The policy shall stipulate the commitments of Generation Head Office Portfolios to
continually improve its environmental management and prevention of pollution.
Generation Head Office Portfolios is also committed to comply with applicable legal
requirements and other requirements to which Generation Head Office Portfolios
subscribes which relate to its environmental aspects. The SHE policy shall provide a
framework for setting and reviewing objectives and targets, and must be maintained,
implemented and communicated to all employees of Generation Head Office Portfolios
and its contractors.
2. comply to all legislative and policy requirements, and in the absence of appropriate
principles, set standards to meet the objectives of this policy,
3. promote open communication on SHE issues with employees and other stakeholders,
4. educate, train and motivate and develop its employees in terms of occupational health,
safety and environmental issues,
5. provide and maintain a safe and healthy work environment and protect individuals
against risk associated with occupational health and safety arising out of Eskom’s
business,
6. contribute toward sustainable development through efficient resource use, and efficient
production, distribution and use of energy.
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A controlled copy of the full text of the Eskom SHE Policy, including the strategy to
implement the Policy, is available on the Eskom Intranet Environmental web site with
address;: http://genweb-gxenvironment.eskom.co.za/live/index.php
The Eskom SHE Policy was presented to, discussed and endorsed by the Eskom EXCO
Sustainability Liaison Committee. Thereafter a formal voting process was followed during
which each Managing Director, including that of the Generation Division and the appointed
representatives of the Eskom Environmental Liaison Committee accepted the
Environmental Policy and revisions. The SHE Policy is authorised by the Chief Executive
and published annually in the Eskom Sustainability report. It is made available to the
public on the Eskom web site and on request. It is also communicated to staff through
internal communication channels such as the Eskom Intranet.
5.3 Planning
The planning process commences with the identification and updating of environmental
aspects. In order to evaluate the impacts of its activities to the environment, Generation
Head Office Portfolios established, implemented and maintain a procedure to identify the
environmental aspects of its activities, products or services that can be controlled. Those
that can be influenced taking into account planned or new developments, or new or
modified activities, products and services are also identified. These aspects, inclusive of
those arising from works carried out by contractors, are registered in the "Register of
Environmental Aspects".
Generation Head Office Portfolios ensure that all environmental aspects that may pose
significant impacts to the environment are under control and prioritised for improvements.
This information is kept up-to-date.
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well as other requirements that the organisation subscribes to which relates to it’s
environmental aspects.
Generation Head Office Portfolios identified all relevant regulations, codes of practice and
guidelines that are applicable to the environmental aspects of its activities, products and
services, and record this information in the Register of Legal and Other Requirements.
Generation Head Office Portfolios keep this information up-to-date.
Based on the SHE policy and significant environmental aspects, environmental objectives
and targets are established, implemented and maintained at each function and level within
Generation Head Office Portfolios. Programmes are established, implemented and
maintained for achieving its objectives and targets.
When establishing and reviewing its objectives, Generation Head Office Portfolios takes
into consideration the legal and other requirements, significant environmental aspects,
technological options, financial/operational/business requirements, and the views of
interested parties, and ensure that the objectives and targets are consistent with the SHE
policy, including commitment to pollution prevention, to compliance with applicable legal
requirements and other requirements, and to continual improvement.
The programmes designate the responsibility for achieving objectives and targets at each
function and level of the organisation, together with the means and time frame by which
they are to be achieved.
Objectives and targets, for significant impacts, are set by each department at Generation
Head Office Portfolios, in conjunction with Generation Environmental Management and in
line with the Eskom SHE Policy and the Generation strategic activities to implement the
policy. Uncontrolled copies of departmental objectives & targets can be viewed on, and
printed from the EMS Management Folder. Feedback on progress regarding these will
be given to the System Administrator, who will then update the database accordingly.
The Senior Management approves the objectives, targets and programmes proposed by
the EMS Forum before implementation. Objectives are reviewed/updated during formal
mini- or full Management Reviews or when required due to changes in activities, risk and
when non-conformances have been identified.
The EMR ensures that the objectives and targets are measurable if possible, and that the
progress towards achieving the objectives and targets is continually monitored and
reviewed.
The achievement of objectives, targets and programmes shall be reviewed by the EMS
Forum every 3 months. The Deputy Environmental Representative shall lead the EMS
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Generation Head Office Portfolios ensure that the programmes are amended as
appropriate for new projects and new or modified activities, products or services in order to
ensure that environmental management applies to such projects and activities. In the
event that objectives and targets in the programmes are not met, the system administrator
shall revise the programme as necessary and maintain documented evidence / records for
the actions taken to mitigate the problems.
The system administrator also maintains obsolete objectives, targets and programmes as
an EMS record for three years.
Although Generation deals with several risks across all areas of influence and cooperation
it should be noted that objectives and targets are only derived for those Activities/Aspects
that are considered to have a significant impact on the environment. All other risks are
tracked by means of the Generation risk identification process as well aspects register.
a) All environmental aspects are entered into the Generation Head Office Portfolios Risk
Assessment register, evaluated and a significance rating allocated
b) Aspects are rated as significant or not significant using the sheets in the Risk
Assessment register.
c) GEM in consultation with the relevant Departmental Environmental Representative,
makes recommendations on objectives and targets for all aspects that have a
significance rating. Other aspects rated as not significant are tracked by means of the
Risk Assessment register.
d) The EMS Management Plan is directly linked to the Generation Head Office Portfolios
Aspect Impact register.
e) All impacts that are attributed as been significant (score greater than 40- with controls)
are associated with an appropriate actions in the management plan.
f) On completion of the action it is recorded appropriately on the EMP and maintained on
the EMP for the duration of the financial yea.
g) New aspects identified are entered into the Activity/Aspects Register. The relevant
departmental EMP’s are amended by the System Administrator in consultation with the
relevant Departmental Environmental Representative.
h) Management is responsible, upon approval of the identified objectives and targets to
allocate resources (i.e. financial, personnel, etc.) to implement the EMPs.
i) EMP’s shall be implemented at department level and shall address aspects related to
that department.
j) The System administrator is responsible to ensure, through regular communication with
the various Departmental Managers for the establishment, maintenance and
implementation of the various departmental EMP’s
k) The EMP shall include clear targets, objectives and set dates for implementation.
Responsibilities shall be appropriately allocated.
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Top management of Generation Head Office Portfolios shall commit to provide resources
(including human resources and specialized skills, organizational infrastructure,
technological and financial resources) essential to the implementation and control of the
EMS. The roles, responsibilities and authorities of key personnel shall be defined,
documented, and communicated in order to facilitate effective environmental
management.
Generation Head Office Portfolios has appointed the Environmental Manager: Generation
Division as the Environmental Management Representative (EMR). The Chief
Environmental Advisor/s is appointed as the Deputy Environmental Management
Representative (DEMR) for the implementation and maintenance of the EMS. The
Environmental Advisor is appointed as the Environmental Management System
Administrator (EMSA). The Generation Head Office Portfolios have a Departmental
Environmental Representative (DER) within their respective department.
These appointed individuals’ line of authority and participation in the EMP are as follows:
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Responsibility
To expand on the responsibilities of all the different level in Generation see table 1 to 9
below:
Table 1: Responsibilities of GEM
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comment
Comply with Eskom’s Environmental Policy, directives, Continuously EMS system audits
procedures, guidelines and Instructions
Report Incidents to Department Head/GEM Within 24 Incident Report
hours of
occurrence
Attend awareness and competence training programmes As required Attendance Register
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EMS.
The EMR, the Chief Environmental Advisor / s, the Environmental Continuously EMS system audits
Advisor and Senior Management shall undertake the EMS
management review annually to ensure top management
commitment and integration of the EMS with business strategies
for its implementation and continual improvement.
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Generation Head Office Portfolios ensure all persons performing tasks for it or on its
behalf, whose work may have a significant impact on the environment, are competent on
the basis of appropriate education, training and/or experience, and shall retain
associated records.
Generation Head Office Portfolios ensure that all people performing tasks for or on
behalf of the organization, which includes contractors, sub-contractors, temporary staff
and remote workers, have had an appropriate assessment for their potential to cause a
significant environmental impact and the associated competence required.
5.4.3 Communication
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Generation Head Office Portfolios ensure that a procedure and systems are implemented
to address internal and external communication regarding environmental issues.
The first level is the Environmental Management System Manual (this document) which
includes references to the Generation Head Office Portfolios’ SHE policy (specifying the
principal objectives and environmental commitments of Generation Head Office Portfolios),
and a broad description of how Generation Head Office Portfolios addresses the ISO
14001 requirements. The EMS Manual also serves as an interface to interpret the
relationship between Generation Head Office Portfolios’ EMS and the ISO 14001
Standard. An individual document of Objectives, Targets and Programmes is developed
based on the company’s SHE policy. It demonstrates the company’s environmental
commitment on continual improvement in environmental performance. This EMS Manual
also has links to related documents that can be used for retrieval when necessary.
The second level is the Environmental System Procedures, which include all procedures
that Generation Head Office Portfolios shall follow as specified in the ISO 14001 Standard.
These procedures provide a detailed description of the EMS elements and define who
should do what, how and when. Appendix A shows the relationship between various
environmental procedures and the ISO 14001 Standard clauses. Register of
Environmental Aspects, and Register of Legal and Other Requirements are derived from
the procedures and act as the foundation of the EMS which the company subscribed to.
The third level is the Working Instructions (WIs), which are operational control procedures
or instructions, with defined responsibilities, to control the identified significant
environmental aspects associated with Generation Head Office Portfolios’ operations and
activities.
The fourth level is Environmental Records, which arise from the implementation of the
Environmental Management System Manual, Environmental Systems Procedures and
Works Instructions. Environmental Records include various checklists, reports and
meeting records, etc, as defined in each Environmental Systems Procedure and Work
Instruction.
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they shall be reviewed, revised as necessary and approved for adequacy by authorized
personnel;
that current version of relevant documents shall be available at all locations where
operations essential to the effective functioning of the environmental management
system are performed;
that documents of external origin determined by the organization to be necessary for
the planning and operation of the EMS are identified and their distribution controlled;
obsolete documents shall be promptly removed from all points of issue and use, or are
otherwise assured against unintended use; and
any obsolete documents retained for legal and / or knowledge preservation purposes
shall be suitably identified.
Generation Head Office Portfolios ensure that documentation is legible, dated (with dates
of revision) and readily identifiable, maintained in an orderly manner, and retained for a
specified period. Generation Head Office Portfolios establish, implement and maintain a
procedure for the creation and modification of the various types of documents and the
respective responsibilities for such creation and modifications.
Generation Head Office Portfolios establish, implement and maintain operation control
procedures to manage its significant environmental aspects or adopted the Eskom
procedure where applicable.
Generation Head Office Portfolios ensure that all operations and activities, carried out by
Generation Head Office Portfolios’ employees or contractors, that are associated with the
significant aspects are properly controlled, and that appropriate operational control
procedures, in terms of Environmental System Procedures and Work Instructions (WIs),
are communicated to personnel whose tasks may result in significant environmental
aspects. Generation Head Office Portfolios influence its staff and contractors by
communicating its SHE policy and other relevant Procedures and/or WIs to them.
Identified activities that are associated with significant environmental aspects are carried
out under the following conditions:
a) The Departmental Manager ensures that the departmental activities that have or may
have a negative impact on the environment have procedures or work instructions to
manage or prevent pollution.
b) The Departmental Manager ensures the management of existing procedures to
acceptable environmental management standards to prevent or mitigate a negative
impact on the environment.
c) Where procedures are not available for activities that have or may a significant impact
on the environment, relevant work instructions must be developed.
d) All activities are carried out in line with the respective procedure or work instruction.
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Relevant Procedure/s:
Generation Head Office Portfolios adopted the Eskom procedure to identify potential
emergency situations and responses to such situations in order to prevent and/or mitigate
environmental impacts that may associate with them.
Generation Head Office Portfolios review and revise the Eskom emergency preparedness
and response procedures, in particular after the occurrence of accidents or emergency
situations.
Generation Head Office Portfolios also periodically test the procedure and the
preparedness where practicable.
It should be noted that in complying to the procedure, every effort shall be made to
mitigate and prevent the adverse environmental impacts that arise from emergencies and
an accident. For more information about the Emergency Planning for the Megawatt Park
Building, contact the following number 011 800 3444
While implementing the EMS, Generation Head Office Portfolios monitor and measure the
key characteristics of its operations and activities on a regular basis. These results are
recorded together with nonconformity and the corrective action and preventive action. As
part of the checking process, a periodic audit on the EMS provide a basis for management
review.
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Records are maintained to keep track of Generation Head Office Portfolios’ environmental
performance, to demonstrate conformity to the requirements of the EMS, legal compliance,
and to maintain audit trails in accordance with the requirements of ISO 14001 Standard,
and the results achieved.
Generation Head Office Portfolios plan, establish, implement and maintain a programme
and procedures to carry out periodic environmental management system audits to:
a) determine whether or not the environmental management system:
conforms to planned arrangements for environmental management including the
requirements of ISO 14001; and
has been properly implemented and maintained;
b) provide audit results and information for management review for environmental
improvement.
The audit programme, including the schedule, is based on the environmental importance
of the activities concerned and results from previous audits. The audit procedures cover
the audit criteria, scope, frequency and methods, as well as responsibilities and
requirements for conducting audits and reporting results and retaining associated records.
Generation Head Office Portfolios conduct EMS audits on a regular basis. Timely site
environmental audits are required to ensure appropriate preventive actions being taken as
planned, and corrective actions being carried out on a timely basis.
The “plan-do-check-act” cycle require the top management of Generation Head Office
Portfolios to act and review the environmental management system periodically to ensure
its suitability, adequacy and effectiveness.
Before the Review, the EMR shall schedule for the management review and inform all the
participants, and gather all relevant records/requirements (such as change in legal
requirements) and prepare a summary report (if necessary) for discussion.
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The Senior Management, EMR, DEMR and Environmental Advisor EMS take part in the
annual management review. They assess the work done in the past year in environmental
management and evaluate the existing EMS with respect to changes in legislation,
concerns of interested parties, business activities, technology and product requirements,
and lessons gained from previous experience, etc.
a) Assess whether Generation Head Office Portfolios personnel have complied with the
SHE Policy and procedures.
b) Review recommendations concerning the Generation Head Office Portfolios ISO 14001
EMS in audits and other reviews and how these might be implemented.
c) Consider the findings of the internal EMS audit.
d) Consider the continued appropriateness of the identified environmental aspects and
their significance ratings.
e) Review targets, objectives, and environmental performance indicators to establish their
continued suitability in light of changing environmental impact and concerns, regulatory
developments, concerns among interested parties, market pressures, organisational
activity changes, and changes in the environment.
f) Determine if targets and objectives are being met.
g) Determine if capital resources are adequate for supporting the Generation Head Office
Portfolios ISO 14001 EMS requirements.
h) Review regulatory compliance.
i) Determine root causes of systemic non-conformances.
j) Determine if the operational controls, procedures, corrective actions, preventative
measures, and continuous Improvement efforts have resulted in enhanced
environmental performance.
k) Document changes that result in process improvement.
l) Determine if energy efficiencies, accounting practices and information management
systems are adequate.
m)Determine areas of improvement in organisational structure, staff expertise, practices,
administrative and operational procedures, training, work instructions, process
improvements, pollution prevention programs, energy utilisation and accounting
practices which may lead to environmental opportunities.
n) Formulate corrective actions and preventative measures as a result of the review of non
conformance
o) Verify that corrective actions have been effective and appropriate.
The review shall initiate a new “plan-do-check-act” cycle with improvements in Generation
Head Office Portfolios’ environmental performance and further enhancement of the EMS.
Findings from the management review shall be recorded in the meeting minutes and the
EMR shall retain it as an EMS record. Maintenance of the records shall be in accordance
with 36-1070 Procedure – Control of Records.
This ensures that weaknesses are identified early, noted and recorded but is not
necessarily amended immediately. Noted weaknesses are presented at the formal EMS
Management Review and only then are amendments proposed and implemented. The
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only exception to this is in cases where the anomaly is critical and requires immediate
attention.
Management review to be conducted during the period August to October to ensure that all
the resource requirements to address the significant environmental aspects are included in
the business plan. This will ensure that resources are allocated in the next financial cycle
commencing the 1st of April the following year.
The agenda includes the following standard agenda points as a minimum to review
aspects of the EMS:
Item Description
1. Opening, Welcome and Apologies
2. Declaration of Interest
3. Health and Safety
4. Acceptance of Agenda
5. Confirmation and Correction of Previous Minutes
6. Matters Arising from Previous Meeting
7. Management Review
7.1 Discussion around general EMS issues (scope, SHE Policy, etc,)
7.2 Audit Results (Internal and External)
7.3 Communication – External interested parties incl. complaints
7.4 Training, Awareness and Competence
7.5 Environmental Performance
7.5 Status of Targets and Objectives
7.6 Status of Corrective & Preventive Action (audits, incidents, etc.)
7.7 Follow-up Actions from Previous Management Review
7.8 Changes (EMS, Legislation and other Requirements, etc.)
7.9 Recommendations for Improvement (DER feedback, Practitioner forum feedback)
7.10 Management Review Outputs (EMS implementation and Suitability)
8. General
9. Closure
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6 Records
7 Annexes
8 Revision Information
2005 3 Draft 0 12 Amendment of the manual ito the SANS ISO 14001:
2004 EMS Standard – Code of Practice
13 Changes wrt the restructuring of Generation Division,
including those applicable on Generation Head Office
14 Changes wrt the frequency of EMS Management
Reviews to be held at Generation Head Office
July 2007 4 Draft 0 15 Changing of the Scope of the EMS, including the
updating of the Generation Head Office organogram
structure
16 Revision of the Document Control Procedure to
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Elsie Pule
Gx Manager Human Resources
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Documents, Correspondence
and Records
4.4.6 Operational control 4.4.6 EPC 32-245 Waste
Management Procedure
GGP 1087 Environmental
Incident Reporting Procedure
36-225 Environmental
Monitoring and Reporting
Procedure
36-264 Generation Procedure
for Reporting on Environmental
36- 259 Generation
Environmental Impact
Assessment
36-1086 Work Instruction
Contractor Management
4.4.7 Emergency preparedness 4.4.7 Emergency Planning: 32-123
and response
4.5 Checking
4.5.1 Monitoring and Measurement 4.5.1 36-1066 Monitoring,
measurement and Evaluation of
compliance Procedure
4.5.2 Evaluation of compliance 4.5.2 36-1066 Monitoring,
measurement and Evaluation of
compliance Procedure
4.5.3 Nonconformity, corrective 4.5.3 36-1067 Nonconformity,
action and preventive action Corrective and Preventative
Action Procedure
4.5.4 Control of records 4.5.4 GPC 36-3 Procedure for the
control of Correspondence and
Records
36-1070 Control of Records
Procedure
4.5.5 Internal audit 4.5.5 36-1068 Internal Audit
Procedure
4.6 Management Review 4.6
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