Doc No.
: OSH-P02
Procedure
Rev
:1
COMMUNICATION, PARTICIPATION AND CONSULTATION
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Unisteel Technology (M) Sdn Bhd
Rev
Date
1
01 Mar 11
st
Initiator
Change
Aziz Jaffar
Initial Release
APPROVED BY : DEPARTMENT
DESIGNATION
NAME
Quality
QA Manager
Steve Cheong
Fastener
Operation Director
Neo Eng Chong
Plastic
General Manager
Tan Kek Chiang
Surface Treatment
General Manager
Mak Wah Weng
Operation Director
David Ong
Supply Chain
Supply Chain Director
Benny Tan
Quality
VP, Quality
SM Looi
Precision Metals
SIGNATURE
DATE
Doc No.
: OSH-P02
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Unisteel Technology (M) Sdn Bhd
1.0
PURPOSE To establish a system in which the responsibilities and authorities of the organization’s Management System Occupational Safety & Health hazard, risk and information are defined and communicated to all interested parties internally and externally.
2.0
SCOPE This procedure covers: 2.1 Internal communication & consultation within the organization of its Occupational Safety & Health aspect and issues. 2.2 External communications with interested parties from the legal authorities, customers and other interested parties from the public concerning the Occupational Safety & Health hazard, risk and operational issues.
3.0
REFERENCE 3.1 Occupational Safety & Health Management System Manual
4.0
DEFINITION 4.1 VP
- Vice President
4.2 HOD
- Head of Departments
4.3 OSHMR - Occupational Safety & Health Management Representative 4.4 HSE
- Health, Safety & Environment personnel
4.5 EPR
- Emergency Preparedness and Response
4.6. Interested parties -Any internal and external interested parties who main inquire for information or complaint regarding EHS issues.
5.0
RESPONSIBILITY Respective HOD shall and ensure that the requirements of the implemented OHSAS system are communicate to their subordinates. The HSE personnel / HR department shall handle communication with external interested parties.
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6.0
FLOW CHART RESPONSIBILITY
OUTLINE / ACTIVITIES
VP
Discussion the subject matter, e.g. Occupational Safety & Health Hazards & Risk, policy and etc.
HOD
INTERFACE
Discussion with HOD or respective persons in charge of the subject matter. Prepare the document, giving
HOD
HR/Project
Identify the subject
Distribute theinformation
details on the subject matter such as when, how, how, etc.. Via e-mail Memorandum Notice Board Problem in implementing/
Feed back
Language barrier/ noncompliance Informed
VP HOD
Corrective Action & Improvement
VP
/
Head
of
Department Consultation with HOD persons.
and
the
respective
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7.0 PROCEDURE 7.1 Internal Communication 7.1.1
The organization’s Occupational Safety & Health policy, objectives and related issues shall be communicated via appropriate channels such as controlled documents, training, meetings, posters, general assembly, signboards or internal memorandum.
7.1.2
Any normal internal communication that arises will be channeled from the originator to the HOD when necessary, and through the management flow of information depending on the issues. The employee can channel back their inquiry through the use of morning meeting or briefing or suggestion form.
7.1.3
The employees are represented and consulted through the monthly Departmental Safety & Health Committee meeting . The changing or new activities and facilities in the organization shall be discussed with the employees’ representatives in the safety & health committee. The nomination of the employees representative and operation of safety & health committee shall be as per the Safety & Health Committee Regulations, 1996.
7.1.4
Once receive the suggestion form or information, the HSE personnel shall study and analyze the relevant data. If necessary, Corrective action shall be initiated. HSE personnel /HR Department shall feedback on the decision to the employee or shall display the decision on the notice board. All the internal communication for the above mentioned shall be recorded in the internal communication logbook.
7.1.5
The HSE personnel & HR Department shall ensure there are effective and
efficient
internal communication activities in the organization by: •
Displaying Occupational Safety & Health information (reported accident cases, employee’s feedback, pollution cases, recycling activities, organization chart of safety & health committee, newspaper cut out and etc.) on the notice board
•
By circulating the information.
•
Conducting Occupational Safety & Health awareness training.
•
The status and planning of the activities shall be reported in the periodical Management Review meeting.
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7.2
External Communication 7.2.1
Whoever receives the inquiry from an interested party (external) regarding the Environmental, Occupational Safety & Health issues shall attach as much information to the request and forward it to the HSE Personnel / HR Dept.
7.2.2
If written inquiry is received, the copy of the inquiry shall be forwarded to the HR Dept.
7.2.3
Dissemination of information to relevant internal parties shall be done by the HR Dept through the distribution of the information or through memorandum. If necessary, Corrective Action shall be initiated.
7.2.4
HR Dept shall issue all responses with the final approval from the Vice President.
7.2.5 The HR / Project Dept will refer to relevant party or parties to determine if there is a legal or contractual requirement to provide the information.
7.2.6
The HR / HSE members shall ensure there is a proactive external communication process to the interested parties, the process might include customer visit, advertisement, annual report and web-site. The status and planning of the activities shall be reported in the periodical management review meeting.
7.2.7
All external communication where a response is required shall be recorded in the external communication logbook.
7.2.8 Personnel responsible for external communication are defined as such, •
General Inquiry – HSE personnel / HR Dept
•
Legal & Other Requirements – Legal & Compliance Committee
•
Emergency Situation – Emergency Preparedness And Response Committee
7.2.9
Internal and external communication records shall be maintained as per Control of Records procedure.
8.0
ATTACHMENT Internal / External Communication Log Book
