@) ABDULLAH FALEH AL DOSSARY SONS CONTRACTING CO. LTD. Procedure : COMMUNICATION (INTERNAL & EXTERNAL) Doc. No. :1SP/COM/P. Edition No. Rev.No. INTEGRATED MANAGEMENT SYSTEM (IMS): ISO 9001:2015, ISO-14001:2015 and ISO 45001:2018. Eff. Dt. Page No. Prepared & Issued By (MR) : pe oa tare ‘Approved By GM: : Gul Roos 1.0 PURPOSE: To set procedures governing Internal & External Communication between different levels and functions within ABDULLAH FALEH AL- DOSSARY SONS CONTRACTING CO. LTD. and for communicating, receiving information, documents, responding to External Parties and thus ensures compliance with the Integrated Management System. 2.0 SCOPE: This procedure contains provisions to identify, implement and update communications necessary for the Integrated Management System and to communicate environmental issues In-side the plant and other interested parties. 3.0 DEFINITION: Al Dossary - ABDULLAH FALEH AL-DOSSARY SONS CONTRACTING CO. LTD., GAMEP - General Authority of Metrology & Environment Protection, Interested Party - Any person, organization, or group expressing interest in established IMS system of ABDULLAH FALEH AL DOSSARY SONS CONTRACTING CO. LTD., IMS : Integrated Management System, ISP : Integrated System Procedure. MR : Management Representative. 4.0 RESPONSIBILITY: General Manager, Administration Department, Project Managers, All Process Owners, Man: ‘ative & Employees at various functional levels. dDocument No. Edition No. Revision No. Effective Date [ Page No. IsP/COM/P 02 00 30.07.2018 [ 20f6 5.0 CONTROL / CHECK POINTS: SI. No. Description of Process Parameters to be Monitored Internal Communication. 1. Communication from Employees to Management: All employees are responsible for communicating information that could affect the IMS performance of the plant, in either a positive or negative manner. Employees shall use their judgment in determining the most appropriate method of communication, including + Reporting to their immediate Supervisor or Manager + Departmental Meetings + Reporting through the "Suggestion Box” a) Reporting ctly to ABDULLAH FALEH AL-DOSSARY SONS CONTRACTING CO. LTD. Staff or Contractors with specific responsibility. b) Identification of environmental aspects and impacts, identification of hazards by any individual and working team. ©) Detection of any Non-Conformities or abnormality related to IMS. 4) Identification of Incident inluding Accident and Near Miss. Concerned Process Owner & Employees of all the — functional levels,Document No. Revision No. Effective Date Page No. IsP/COM/P 00 30.07.2018 3 0of6 i SL. No. Description of Process Parameters to be Monitored Internal Communication. a) Information about new available technologies. b) Information about the product / service requirements. c)_ Legal requirements, changes published in any media need to be reported to the MR. 2. Communication from Management to concerned Employees: a) Information about the legal requirements. b) Environmental Aspect & Hazard applicable to their activity. a) Roles, Responsibilities and Authori b) Diffusion of Policies, Objectives, Targets and Management programme. ¢) Detection of Non-Conformities. 4) Information about the new available technologies. €) Information about the IMS requirements, feedback of Interested Parties, Product Information / MSDS, Enquiries, Contracts, or Order handling and any amendments in the information of major organizational changes. S. Concerned Process Owner yMR External Communication. a) Communication with National / International / Local / Legal / Regulatory bodies related to IMS. b) Obtaining the changes in the Legal requirements. c) Communicating IMS policy. d) Responding to communication from any External interested Party. e) In the event of an emergency, certain information regarding the impact will be released to public authority, whenever required. f) Significant Environmental Aspects and H: body. be communicated to the regulatory 5 | MRDocument No. Revision No. Effective Date tsP/com/P 00 30.07.2018 Description of Parameters to be Monitored with Customer. Customer communication is practiced in the following modes: a) Direct contact by the Management / Estimations Head, Business Development Manager and Project Managers. b) Customer site visits by Estimation & Quality Control engineers. c) Through identifying Customer Feedback (Complaint, appreciation, satisfactory completion of | jobs) d) Through ABDULLAH FALEH AL-DOSSARY SONS CONTRACTING CO. LTD. Web Site, Internet e-mail correspondence. Process Owner (Estimation, Business Development , Projects & QC Departments) ‘Communication with Contractor's / Suppliers. The IMS Team reviews all aspects of ABDULLAH FALEH AL-DOSSARY SONS CONTRACTING CO. LTD. operations involving Contractors or Suppliers, that may interact with the EMS & OHSAS or affect environmental or OHS performance. This review may involve staff from the ABDULLAH FALEH AL- DOSSARY SONS CONTRACTING CO. LTD. Projects / Procurement Departments and includes but is not limited to: © Work performed by Contractors or Suppliers, or Products or Services provided by Contractors or Suppliers, that may interact with the ABDULLAH FALEH AL-DOSSARY SONS CONTRACTING CO. LTD. ‘© Work performed by Contractors or Suppliers, or Products or Services provided by Contractors or Suppliers, that could create an Environmental Aspect. * IMS Performance of Suppliers / Cor tractor: communicated for improvement. on ‘* Communication of IMS requirements. Concerned Process Owner & Process owner (Purchase, Stores)Document No. Edition No. Revision No. Effective Date IsP/com/P 02 00 30.07.2018 Description of Process Parameters to be Monitored Responsit ity Effectiveness of the communication is estal Measuring Effectiveness of | b) Notice board, Posters & Sign Boards. Communication. | c) Memo & Forms. | Address System, Telepho shed by the following ways, depends on nature: a) Departmental Meetings, Tool Box Meetings, Training, Management Review Meetings. d) ABDULLAH FALEH AL-DOSSARY SONS CONTRACTING CO. LTD. Web Site, Emails, LAN, Public Concerned Process Owner 6.0 COMMUNICATION TECHNIQUES & INFORMATION SYSTEM: Communication Technique and Type of Information Origin of information Target Audience Annual General Meeting of Board of Directors, Performance of the Company, Vision, Mission, IMS Policy. General Manager / Management Representative / Project Managers. Stake Holder. Correspondence with regulatory body through letters (As & when required), Visit of representatives of regulatory bodies to ABDULLAH. FALEH AL-DOSSARY SONS CONTRACTING CO. LTD. : Emission through stacks, Vibration, Noise, Procedure of waste disposal, Usage of water, Generation of waste water, Treatment of waste water, Usage of fuel, raw materials and Incident monitoring. Manager General Operations / Process Owner / Management Representative. Regulatory Body Visit of authorities to ABDULLAH FALEH AL-DOSSARY SONS. CONTRACTING CO. LTD., Correspondence with Government Local Authorities through telephone etc. : Fire / Accidents / Traffic / Follow up visit by Local Authorities. Manager General Relations istration / Safety. Operations / Officer / Government & Local Authority ‘Sponsorship : Community Events ( Bis} / Humap tsources tort Comm ;Document No. Edition No. 02 1sP/COM/P "Effective Date _ Page No. 30.07.2018 6of6 Communication Technique and Type of Informa in of Information Target Audience Participation : Local actions on environment and hazard. Process Owner Admin & Services / Project Managers / Management Representative / Process Owner Human Resources. Local Community. Presentation : Facility Programmes. Membership and Involvement : Trade Associations Correspondence : Permit, Spill / Release Reporting, Compliance Issues, etc Process Owner Admin & Services / Project Managers / Public Relations Officer / Management Representa- tive. General Public Industrial Community GAMEP Management Review Meeting : Performance of IMS, Compliances / Non-Compliances, Requirements, Progress of MPs, Status of Objectives / Targets, Corrective & Preventive Actions, Audit Results. Management Representative Management Concerned Process Owner, Internal Auditors, Supervisors. Bulletin Board : Notice of IMS, Notice of deadlines etc. Management Representative Operations Supervisors All Employees Employee Suggestion Box. All Employees Management Process Owners Human Resources. Representative, 1 Supervisors 7.0 LIST OF RECORDS Description Type of ee cation piss Responsibility | Retention Communication Matrix Office Concerned Owner & MR. of the Process | Hard Concerned Process Owner & MR, Circulars, Display Boards, Inter Office Memo, Internal & External Correspondence Letters, Newsletter, E-mail, Public Address System, Alarm System. Office of the | Concerned Process Owner, MR, N Boards, etc. | Hardy soft Concerned Process Owner) 3 Years