29 0 897KB
This System Procedure is intended to communicate BHEL’s HPBP (UNIT -1) & SSTP, Trichy for method of compliance to EnMS standard requirement and its effective implementation.
EnMS SYSTEM PROCEDURES MANUAL (ISO 50001:2011)
BHARAT HEAVY ELECTRICALS LIMITED TIRUCHIRAPPALLI – 14
NOTE: This System Procedure is property of BHEL/HPBP (UNIT -1) & SSTP, Trichy and no part of it can be copied or photocopied or reproduced in any other way without the prior consent from Management Representative (EnMS) in writing. Any unauthorized photocopying of this document is prohibited.
ENERGY MANAGEMENT SYSTEM SYSTEM PROCEDURES BHEL/ HPBP (UNIT -1) & SSTP , Trichy
Table of Contents Sl. No.
Title Description
Page No.
SP. no
1
Distribution list
3
-
00
2
Amendment Record Sheet
4
-
00
3
Procedure for Document Control
5
001
00
4
Procedure for Record Control
8
002
00
5
Procedure for Internal Audit
10
003
00
6
Procedure for Management Review
13
004
00
7
Procedure for Control of Non-Conformities
16
005
00
8
Procedure for Corrective action
19
006
00
9
Procedure for Preventive action
21
007
00
10
Identification of Competency, Awareness & Training
23
008
00
11
Procedure for Document change request
25
009
00
12
Procedure for Communication
29
010
00
13
Procedure for Legal and other requirements
31
011
00
14
Procedure for Evaluation of Legal compliance
33
012
00
15
Procedure for Operational control
36
013
00
16
Procedure for Energy Procurement
39
014
00
Controlled Document of BHEL/HPBP (UNIT -1) & SSTP/Trichy
Rev. No.
2
ENERGY MANAGEMENT SYSTEM SYSTEM PROCEDURES BHEL/ HPBP (UNIT -1) & SSTP , Trichy
Distribution List
Copy Holder MR Systems – M&S
Copy Number 01- Master copy 02
Management Representative (MR) EnMS shall be responsible for its Updation as new revisions are issued, and ensuring that it is readily available to other personnel, where required. The Manual shall be maintained in soft-copy/hardcopy and shall be available to all interested parties in electronic mode at BHEL/HPBP (UNIT -1) & SSTP, Trichy. Soft copies shall be maintained as ‘read-only’ files whose amendments are controlled by the Management Representative. In case, additional hard copies are distributed to concerned users, the distribution record shall be maintained by Management Representative (EnMS).
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ENERGY MANAGEMENT SYSTEM SYSTEM PROCEDURES BHEL/ HPBP (UNIT -1) & SSTP , Trichy
Amendment Record Sheet
Sl. No.
Page No.
Rev. No.
Description of Change
Approved by BHEL (HPBP (UNIT -1) & SSTP) MR
Controlled Document of BHEL/HPBP (UNIT -1) & SSTP/Trichy
Effective. Date
4
ENERGY MANAGEMENT SYSTEM SYSTEM PROCEDURES BHEL/ HPBP (UNIT -1) & SSTP , Trichy
BHEL/EnMS/SP/001/00 Page : 1 of 3
1.0
PROCEDURE FOR DOCUMENT CONTROL
Issue Date: 01.07.2016 Issued by : MR (EnMS)
Objective To ensure proper and systematic method of approval and issue of documents, ensuring availability at the place of use, review and approval of change of document and data.
2.0
Scope Organization’s procedures and all the documents, which have direct bearing on energy use and performance and documents of external origin defined in the Energy Management System (EnMS).
3.0
Responsibility Management representative / Asst. Management representatives
4.0
System
4.1
In the EnMS of the organization the different types of documents being adopted are coded as follows: They will start with BHEL/EnMS/XXX/NNN/nn (NNN – serial no / nn – revision no)
4.2
4.3
Sr. No. TYPE OF DOCUMENT CODE (XXX) 1 System Manual SM 2 System Procedure Manual SPM 3 System Procedures SP 4 Operational Control Procedure OCP 5 Document DOC 6 Records REC 7 Formats FOR All the documents are controlled by their revision number, revision date and page numbers and are legible. Master list of all the documents existing in the company is made document wise as follows:
List of Formats – Energy Management System Manual Annex VIII List of Records – Energy Management System Manual Annex VII List of Documents - Energy Management System Manual Annex VI
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BHEL/EnMS/SP/001/00 Page : 2 of 3
PROCEDURE FOR DOCUMENT CONTROL
Issue Date: 01.07.2016 Issued by : MR (EnMS)
4.4
The list indicates document code, document name, effective date, revision number and signature of Approving Authority for that specific document.
4.5
As per distribution list, documents are distributed.
4.6
The Distribution list is revised as and when amendment takes place.
4.7
Authorized personnel review all the documents for adequacy before approving. The authorized persons are listed here-under: Sr. No. 1 2 3 4 5 6
Type of Document
Prepared by
EnMS System Manual System Procedure Operational Control Procedure Forms and Records Internal Document External Document
EMT EMT In charge - User area EMT – Respective area EMT MR /AMR-EnMS
Approved/Issued by MR MR Function Head Function Head/MR MR /AMR-EnMS ED/In-Charge BHEL
4.8
Only approved documents are subjected to issue.
4.9
A document can be issued either as controlled document or uncontrolled document. Uncontrolled document is so marked.
4.10
The Master Copy held with the Management Representative is stamped "MASTER” and others are stamped "CONTROLLED”.
4.11
In case of any changes are to be made, a Document Change Note to be prepared.
4.12
The concerned approving authorities shall review the request and reason for incorporation review.
4.13
When the request is accepted, change is incorporated; the revision number of document is incremented by one along with the current revision date.
4.14
Once a revision takes place and is issued, all old documents are recalled and disposedoff.
4.15
The revised copies are distributed as per the distribution list
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PROCEDURE FOR DOCUMENT CONTROL
Issue Date:: 01.07.2016 Issued by : MR (EnMS)
4.16
The documents received from external origin are referred /used for EnMS are termed as ‘External Documents’.
4.17
All External Documents will be stamped/marked as ‘External Documents’.
4.18
MR/Asst. MRs will make the required changes in soft copies of respective document and all the soft copies will be accessed as ‘Read Only’.
5.0
Standard Reference ISO 50001:2011 Energy Management Systems
6.0
Reference Documents Procedure for Change Request Doc ref: BHEL/EnMS/SP/009/00 Change Request Format Doc ref: BHEL/EnMS/FOR/001/00
7.0
Deliverables 1. List of Documents - Energy Management System Manual Annex VI 2. List of Records – Energy Management System Manual Annex VII 3. List of Formats – Energy Management System Manual Annex VIII
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BHEL/EnMS/SP/002/00 Page : 1 of 2
1.0
PROCEDURE FOR RECORD CONTROL
Issue Date: 01.07.2016 Issued by : MR (EnMS)
Objective To establish documented procedure for controlling the records affecting the Energy Management System.
2.0
Scope All records which affect the energy use, energy performance and Energy Management System (EnMS)
3.0
Responsibility Heads of all the departments, Management Representative / Asst. MRs
4.0
System
4.1
All the Records pertaining to the requirement of EnMS are maintained legibly.
4.2
The list of all the EnMS records is maintained indicating the retention time of records with record holders and location of the department where available for retrieval.
4.3
At the expiry of retention time these records are disposed off.
4.4
The responsible person whose name appears in the “List files” shall keep and maintain EnMS records at their concerned section.
4.5
The EnMS records are stored and maintained properly by the same concerned person to prevent loss, damage or deterioration.
4.6
The MR is concerned in responsible for presenting these records at the time of Internal/External EnMS Audits.
4.7
The retention period of these records are decided based on the legal and regulatory requirements and established management systems wherever applicable.
4.8
Wherever there is a requirement for maintaining the records for a stipulated period as per the contractual agreement, the same is adhered.
4.9
In the event where no specified requirement for retaining the records is available, these are kept for 2 years.
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PROCEDURE FOR RECORD CONTROL
Issue Date: 01.07.2016 Issued by : MR (EnMS)
4.10
These records are presented as reference by the concerned responsible person who is holding the record for taking necessary corrections, corrective and preventive action, if it calls for at any point of time.
5.0
Standard Reference ISO 50001:2011 Energy Management Systems
7.0
Reference Documents Procedure for Change Request Doc ref: BHEL/EnMS/SP/009/00 Change Request Format Doc ref: BHEL/EnMS/FOR/001/00
8.0
Deliverables 1. Master List of Records - EnMS Manual Annex VII
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BHEL/EnMS/SP/003/00 Page : 1 of 3
1.0
PROCEDURE FOR INTERNAL AUDIT
Issue Date: 01.07.2016 Issued by : MR (EnMS)
Objective To verify whether the Energy Management System (EnMS) activities and related results comply with the planned arrangements and to determine the effectiveness of the EnMS.
2.0
Scope As defined in the EnMS manual
3.0
Responsibility Management Representative/Asst. MRs
4.0
System
4.1
Internal audits for EnMS are planned once in a year, which specifies in audit schedules of the department & sections.
4.2
Management Representative/Asst. Management Representatives, and qualified Internal Auditors will conduct internal audits. a) b)
Educational qualification /experience/ domain knowledge for Internal Auditor is considered. Internal auditors should have good communication skills.
4.3
The audit schedules can be revised on the basis of status and importance of the activity being audited.
4.4
Before an audit, the department/section as well as auditors is intimated of scheduled audit. Similarly, Audit Plan is prepared for the complete year by MR/ Asst. MRs.
4.5
The auditor has the access to all the EnMS records of the department that he is auditing.
4.6
The auditor verifies the System, activity and the records, takes note of the noncompliance(s)
4.7
All the findings are recorded in Non-conformity/ Observation Report Form
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BHEL/EnMS/SP/003/00 Issue Date: 01.07.2016 PROCEDURE FOR INTERNAL AUDIT Page : 2 of 3 Issued by : MR (EnMS) The record consists of terms to remove the non-compliance/observation raised by Auditor by taking necessary corrective action along with the proposed target date. Similarly, a summary of audit findings is prepared by auditor in Audit Findings Report and is given to MR / Asst. MRs along with photocopies of all NC/Observation forms. 4.8
The auditee undertakes correction and corrective action based on root cause within the stipulated time and invites the auditor for verification as a follow-up action. Auditor verifies the action and if satisfied, closes the NC/Observation and sends the original form to MR / Asst. MRs. A photocopy of each closed NC/Observation is kept by the auditee for his record to be reviewed during subsequent audits.
4.9
In case the correction/corrective actions have not been undertaken by due date or the corrective action is proved to be ineffective, then, next date is agreed and process goes on till the effectiveness of the corrective action is proved.
4.10
At the time of follow-up audit, auditor verifies the effectiveness of the corrective action taken and recorded. Follow up activities are conducted during the following schedule.
4.11
In case the action taken on non-conformity results in some other non-conformity, then a new non-conformity is raised.
4.12
In case the action taken results in change of any document, then it is done as per change mechanism of SP.
4.13
Additional Internal Audit is warranted in case of the following eventualities: a) b) c) d)
Any change in the Management or Departmental Head (i.e. any person joining or leaving the organization) Major Non Conformance on the process or product Major changes in equipment which affects significant energy use Any change in the Regulatory/Statutory requirements.
4.14
All non-conformances are closed and the results of audit reports are placed in Management Review for discussion.
5.0
Standard Reference ISO 50001:2011 Energy Management Systems ISO 19011:2011, Guidance on Auditing Management Systems
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BHEL/EnMS/SP/003/00 Page : 3 of 3
6.0
PROCEDURE FOR INTERNAL AUDIT
Issue Date: 01.07.2016 Issued by : MR (EnMS)
Reference Documents 1. Procedure for Change Request Doc ref: BHEL/EnMS/SP/009/00 2. Procedure for Management Review Doc ref: BHEL/EnMS/SP/004/00 3. Change Request Format Doc ref: BHEL/EnMS/FOR/001/00 4. Non-conformity/Observation Doc ref: BHEL/EnMS/FOR/005/00
7.0
Deliverables 1. Non-conformity/Observation Doc ref: BHEL/EnMS/FOR/005/00 2. List of Internal Auditors Doc ref: BHEL/EnMS/DOC/003/00 3. List of Concession for Identified NC Doc ref: BHEL/EnMS/DOC/004/00 4. Internal Audit Schedule Doc ref: BHEL/EnMS/DOC/005/00 5. Internal Audit checklist Doc ref: BHEL/EnMS/DOC/006/00 6. Auditors Competency Matrix Doc ref: BHEL/EnMS/DOC/007/00 7. Opening Meeting Attendance Sheet Doc ref: BHEL/EnMS/REC/002/00 8. Closing Meeting Attendance Sheet Doc ref: BHEL/EnMS/REC/003/00 9. Internal Audit Finding Report Doc ref: BHEL/EnMS/REC/006/00
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BHEL/EnMS/SP/004/00 Page : 1 of 3
1.0
PROCEDURE FOR MANAGEMENT REVIEW
Issue Date: 01.07.2016 Issued by : MR (EnMS)
Objective To ensure that the Energy Management System (EnMS) is suitable and effective in satisfying the requirements of ISO 50001:2011 and the stated Energy Policy, targets and objectives.
2.0
Scope Units as specified in the EnMS manual
3.0
Responsibility Management Representative
4.0
System
4.1
The Management Review is undertaken by Unit Heads along with EnMS committee members. MR / Asst. MRs conduct the proceedings. Other invitees are members of Energy Management Team and all Section Heads as appropriate.
4.2
The team as above meets once in a year to review and monitor the effectiveness of the EnMS. Additional meetings may also be held on need basis.
4.3
The Management Review Meeting is chaired by ED /Trichy and Management Representative will be the Member Secretary. In the absence of ED /Trichy, GM (SSTP) will chair the Management Review Meeting.
4.4
Management Representative / Asst. Management Representatives prepare the agenda for Management Review Meeting (MRM) and it is circulated to the members well in advance. The agenda for the MRM includes the following points: a)
Follow up action from previous Management Review
b)
Review of the Energy Policy
c)
Review of energy performance and related EnPIs.
d)
Results of evaluation compliance with legal requirements and changes in legal requirements and other requirements to which the organization subscribes
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PROCEDURE FOR MANAGEMENT REVIEW
Issue Date: 01.07.2016 Issued by : MR (EnMS)
e)
The extent to which the energy objectives and targets have been met
f)
Results of internal/external audits for EnMS
g)
Status of corrective & preventive actions.
h)
Projected energy performance
i)
Recommendation for improvement
j)
Review of work done by Energy Management Teams since previous MRM.
Outputs from the management review include any decisions or actions related to: a) b) c) d) e)
Changes in the energy performance of the organization; Changes to the energy policy; Changes to the EnPIs; Changes to objectives, targets or other elements of the EnMS consistent with the organization’s commitment to continual improvement; Changes to allocation of resources.
4.6
Proceedings of MRM are recorded in Management Review Record along with the responsibilities and target date of execution.
4.8
Follow-up and effectiveness of the decided actions are reviewed by Management Representative
4.9
Minutes of the Meeting are circulated to the committee members.
5.0
Standard Reference ISO 50001:2011 Energy Management Systems
6.0
Reference Documents 1. Procedure for Change Request Doc ref: BHEL/EnMS/SP/009/00 2. Change Request Format Doc ref: BHEL/EnMS/FOR/001/00
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BHEL/EnMS/SP/004/00 Page : 3 of 3
7.0
PROCEDURE FOR MANAGEMENT REVIEW
Issue Date: 01.07.2016 Issued by : MR (EnMS)
Deliverables 1. MRM Attendance Sheet Doc ref: BHEL/EnMS/REC/004/00 2. MRM Minutes & Action Taken Report Doc ref: BHEL/EnMS/REC/005/00
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BHEL/EnMS/SP/005/00 Page : 1 of 3
1.0
PROCEDURE FOR CONTROL OF NON-CONFORMITIES
Issue Date: 01.07.2016 Issued by : MR (EnMS)
Objective To establish, implement and maintain a procedure for identification of nonconformities to which BHEL/HPBP (UNIT -1) & SSTP should meet the requirements of applicable and covered under the scope of Energy Management system.
2.0
Scope Applicable for non-conformities in processes, activities covered under the scope of Energy Management System at BHEL/HPBP (UNIT -1) & SSTP.
3.0
Responsibility Management representative / Asst. Management representatives
4.0
System BHEL/HPBP (UNIT -1) & SSTP has established, implemented & maintained a procedure for identifying, evaluating, updating & accessing the non-conformance identified in the entire process and activities. BHEL/HPBP (UNIT -1) & SSTP ensured the necessary to identify and address both existing and potential nonconformities. An existing nonconformity is a situation where a requirement is not met. A potential nonconformity is a situation where, if action is not taken, nonconformity will potentially occur in the future. BHEL/HPBP (UNIT -1) & SSTP has determined the magnitude of the nonconformity and its impact on energy performance. Generally, this involves consideration of the extent of the nonconformity and its actual and potential effects, which includes: The disposition action for non-conformance situation can be either a. Concessional acceptance (depends on extent of the nonconformities) b. Extent of the nonconformities a. energy objectives, targets and action plans, b. significant energy uses, c. existing or planned operational or maintenance controls, or d. Other energy sources or energy uses within the organization.
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PROCEDURE FOR CONTROL OF NON-CONFORMITIES
Issue Date: 01.07.2016 Issued by : MR (EnMS)
e. Significant deviations such as:
Values outside of control limits Percent variation in value Trends identified Specified variation in EnPIs Level of variance between expected and actual performance Change in equipment efficiency Variation in specific variable performance Failure to meet objectives and targets Failure to meet a specific performance level
Depending on the nature of non-conformance Function Head (Respective department) is authorized for giving the Concessional acceptance for extent of the nonconformities as identified, which will not affect the impact on energy performance. When any extend of non-conforming strategy is detected the organization will take appropriate action to the effects, or potential effects and ensure the same problem will not be repeated in future. The appropriate corrective and preventive actions are taken accordingly and updated in the Corrective Action Request. The management representative prepares the summary on the status of the Nonconformities received, the actions taken and their effectiveness and submits the report to the management during management review meeting.
5.0
Standard Reference ISO 50001:2011 Energy Management Systems
6.0
Reference Documents 1. Procedure for Management Review Doc. Ref: BHEL/EnMS/SP/004/00 2. Procedure for Corrective Action Doc. Ref: BHEL/EnMS/SP/006/00 3. Procedure for Preventive Action Doc. Ref: BHEL/EnMS/SP/007/00
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BHEL/EnMS/SP/005/00 Page : 3 of 3
PROCEDURE FOR CONTROL OF NON-CONFORMITIES
Issue Date: 01.07.2016 Issued by : MR (EnMS)
7.0 Deliverables 1. Non-conformity/Observation Doc. Ref: BHEL/EnMS/DOC/002/00 2. Minutes of the Management Review Doc. Ref: BHEL/EnMS/REC/005/00 3. MRM Action Taken Report Doc. Ref: BHEL/EnMS/REC/006/00 4. Internal Audit finding Report Doc. Ref: BHEL/EnMS/REC/008/00
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BHEL/EnMS/SP/006/00 Page : 1 of 2
1.0
PROCEDURE FOR CORRECTIVE ACTION
Issue Date: 01.07.2016 Issued by : MR (EnMS)
Objective To ensure proper, systematic methods are in place of taking corrective action to eliminate the cause of detected non conformity.
2.0
Scope All types of Non-conformities/Observations (Potential Non-conformities) arising from internal/external audit as well as those arising during normal working.
3.0
Responsibility All Sectional Heads, Unit Heads, MR / Asst. MRs and officers and staff of concerned Departments. Relevant records are kept by MR / Asst. MRs.
4.0
System
4.1
After taking correction, wherever possible, on a non-conformity/observation raised during internal/external audit/normal working, its root cause analysis is done and corrective action is proposed by the auditee.
4.2
Concerned department does the correction, performs Root cause analysis and corrective action is proposed with target date.
4.3
Individual/department/auditor raising the non-conformity will analyse the corrective action proposed and may agree to it by signing it and returning it to concerned department for implementing it. In case, he/department does not agree to the correction proposed, then, it is discussed between both the sides and final Corrective Action is agreed upon. In case of any dispute, the matter is referred to MR / Asst. MRs who takes the final decision.
4.4.1 After taking the corrective action, the format is filled and sent to MR / Asst. MRs / Lead Auditor for verification of corrective action. If found satisfactory, the format is signed as acceptance and NC/observation is closed. In case MR / Asst. MRs / Auditor is not satisfied with the action taken, the format is returned till the satisfied action is taken. The NC/observation is then closed and completed format is sent to MR for record. 4.4.2 Same procedure is followed in case of observations made during internal/external audit or during normal working.
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BHEL/EnMS/SP/006/00 Page : 2 of 2
5.0
PROCEDURE FOR CORRECTIVE ACTION
Issue Date: 01.07.2016 Issued by : MR (EnMS)
4.6
Audit findings are reviewed in MRM.
4.7
Corrective action taken at one unit/department can be taken as Preventive action at other units/departments
Standard Reference ISO 50001:2011 Energy Management Systems
8.0
Reference Documents 1. Procedure for Change Request Doc ref: BHEL/EnMS/SP/009/00 2. Change Request Formats Doc ref: BHEL/EnMS/FOR/001/00
9.0 Deliverables 1. MRM Action Taken Report Doc. Ref: BHEL/EnMS/REC/006/00 2. Internal Audit finding Report Doc. Ref: BHEL/EnMS/REC/008/00
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BHEL/EnMS/SP/007/00 Page : 1 of 2
1.0
PROCEDURE FOR PREVENTIVE ACTION
Issue Date: 01.07.2016 Issued by : MR (EnMS)
Objective To ensure proper and systematic method of taking preventive action so that occurrence of potential non-conformance (s) is prevented.
2.0
Scope All types of potential Non-Conformities.
3.0
Responsibility All Section Heads, HODs, MR and officers and staff of concerned departments. Relevant records are kept by MR.
4.0
System
4.1
All responsible persons mentioned above in Clause 3 shall initiate preventive action, whenever necessary, to eliminate the cause of potential nonconformities in order to prevent their occurrence. Preventive actions shall be appropriate to the magnitude of the potential problems (energy related problems) and commensurate with the potential energy issues encountered.
4.2
Organization ensures that necessary changes are made in EnMS.
4.3
Corrective action taken at one unit/department can be taken as Preventive action at other units/departments considering its magnitude & applicability.
5.0
Standard Reference ISO 50001:2011 Energy Management Systems
6.0
Reference Documents Procedure for Change Request Doc ref: BHEL/EnMS/SP/009/00 Change Request Formats Doc ref: BHEL/EnMS/FOR/001/00
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BHEL/EnMS/SP/007/00 Page : 2 of 2
7.0
PROCEDURE FOR PREVENTIVE ACTION
Issue Date: 01.07.2016 Issued by : MR (EnMS)
Deliverables 3. MRM Action Taken Report Doc. Ref: BHEL/EnMS/REC/006/00 4. Internal Audit finding Report Doc. Ref: BHEL/EnMS/REC/008/00
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BHEL/EnMS/SP/008/00 Page : 1 of 2
1.0
IDENTIFICATION OF COMPETENCY, AWARENESS & TRAINING
Issue Date: 01.07.2016 Issued by : MR (EnMS)
Objective: To ensure that competency and skill required for performing various activities in the organization are identified and necessary training is provided and assessed.
2.0
Scope All those employees working in areas where there is significant energy use.
3.0
Responsibility EnMS Training Coordinator / Area In- charge / Section Head / concerned HODs / Incharge
4.0
System
4.1
HR Department maintains Job description and responsibility of personnel performing energy related tasks and the training records.
4.2
The concerned departments identify the minimum competency and skill required to perform these tasks in consultation with Section Heads/ HODs. Accordingly, training requirements are identified based on job description / competency mapping reports. Considering this input, necessary training is imparted to the employees of the organization. The training is divided into three main categories: a) Induction Training b) Functional Training c) Energy Management System Training
4.3
Induction Training is given to all new recruits / Promotes by training centre and department concerned.
4.4
Job specific training is given by the department heads regarding the Particular/ Critical Operation in Groups / individually and recorded.
4.5
Awareness Training on Energy Management System (ISO-50001) is imparted to identified employees in group as per Training identified and as per requirement of system implementation. Training on ‘Internal Auditing’ is imparted to the identified staff to carry out internal audit activities. EnMS awareness Training is given at Fire & Safety Training a session which is held once a week to employees, trainees & Technician Apprentice training sessions etc.
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BHEL/EnMS/SP/008/00 Page : 2 of 2
IDENTIFICATION OF COMPETENCY, AWARENESS & TRAINING
Issue Date: 01.07.2016 Issued by : MR (EnMS)
4.6
Regular training needs of all persons affecting significant energy use is identified by area in charge/ sectional head / HODs.
4.7
Training is provided in house or externally as per availability/requirement of faculty.
4.8
The Management Representative/Asst Management Representatives/ EnMS Training Coordinator will co-ordinate with Learning Centre for organizing training related to the EnMS and energy conservation and management.
4.9
MR /Asst. MRs & HODs ensure that the personnel are aware of the relevance and importance of their individual activities in contributing to EnMS.
5.0
Standard Reference ISO 50001:2011 Energy management Systems
6.0
Records Identification of Training needs for Persons affecting significant Energy Uses 1. List of Training Material Doc ref: BHEL/EnMS/DOC/009/00 2. Training Plan Doc ref: BHEL/EnMS/DOC/010/00 3. Training Records (attendance & feedback) Doc ref: BHEL/EnMS/REC/009/00
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ENERGY MANAGEMENT SYSTEM SYSTEM PROCEDURES BHEL/ HPBP (UNIT -1) & SSTP , Trichy
BHEL/EnMS/SP/009/00 Page : 1 of 4
1.0
PROCEDURE FOR DOCUMENT CHANGE REQUEST
Issue Date: 01.07.2016 Issued by : MR (EnMS)
Objective To provide a documented methodology for identifying document change request and its approvals where their absence could lead to deviation from Energy Management system documentation protocol and practices.
2.0
Scope This specification defines the basic requirements to be met in originating a proposed change to any issued EnMS Document or Specification (referred to as documents hereafter). The purpose is to: i) Ensure that proposed changes are beneficial, adequately described and justified and are submitted in a state appropriate for efficient review by the approval authorities. ii) Inform Initiators on how to obtain information on the progress and results of their change requests.
3.0
Responsibility All HODs, Section Heads and MR / Asst. MRs
4.0
System
4.1 Preparation of DCR’S 4.1.1 Initiator DCRs may be originated by anyone. 4.1.2 Document Changes DCRs shall be used to initiate changes which are considered necessary to BHEL/HPBP (UNIT -1) & SSTP documents. These proposed changes may cover any or all of the following areas:i) Changes of policy. ii) Changes to correct or extend technical content. Iii) Addition of Variants etc. to Detail Specifications. iv) Correction of editorial errors and omissions.
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ENERGY MANAGEMENT SYSTEM SYSTEM PROCEDURES BHEL/ HPBP (UNIT -1) & SSTP , Trichy
BHEL/EnMS/SP/009/00 Page : 2 of 4
PROCEDURE FOR DOCUMENT CHANGE REQUEST
Issue Date: 01.07.2016 Issued by : MR (EnMS)
4.1.3 Change Restrictions Changes to documents shall be restricted to those required for correction of any errors or omissions and those which establish significant benefits with regard to the implementation of the documents, cost implications and quality or procurement aspects. Documents shall not be changed to:i) Reduce or relax the requirements of the Local Government Act; ii) Reduce or relax the level of service or product quality; iii) Reduce or relax probity provisions; iv) Incorporate specific project requirements which may not be acceptable for subsequent programmes; and, v) Accommodate the specific requirements of a single supplier. The above restrictions should not be considered comprehensive. 4.1.4 Considerations When preparing a DCR, the Initiator shall take the following points into consideration:i) Whether the proposed change(s) affects other parts of the document being changed. ii) In this case, any necessary additional change(s) shall be included in the DCR. iii) Whether the proposed change(s) directly affects another document(s). iv) In this case, the other document(s) must be identified together with the necessary changes. v) Whether the proposed change(s) is part of a series of changes to a number of documents but does not directly affect another document(s). In this case, a separate DCR shall be raised for each additional document. No reference to the additional document(s) shall be included in the proposed DCR except, where applicable, as part of the justification for the change(s). 4.1.5 Use of “DCR” Forms DCRs shall be submitted using the DCR Form shown in Appendix 1, either in electronic or handwritten form. All relevant Boxes shall be completed and the information supplied must be to current Issues and/or Revisions of the document(s) in question. The spaces on the DCR form which are to be completed by the Initiator provide the following information:i) Identification of the Initiator. ii) Identification of the document(s) to be changed. iv) A description of the proposed change(s).
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BHEL/EnMS/SP/009/00 Page : 3 of 4
PROCEDURE FOR DOCUMENT CHANGE REQUEST
Issue Date: 01.07.2016 Issued by : MR (EnMS)
iv) A justification for the change(s). v) The proposed new text(s). Where the information required for the proposed changes is too extensive for the DCR Form, continuation sheets can be used to complete the information. As an alternative or supplement to using Continuation Sheets, pages from the existing document(s) which have been "marked up" with the proposed changes may also be submitted with the DCR Form if more convenient. 4.1.6 Submissions of DCR’s DCRs shall be submitted by the Initiator to the relevant BHEL/HPBP (UNIT -1) & SSTP identified responsibility or and email contact for initial acceptance and onward transmission to the Review Panel 4.2 Processing of DCRs 4.2.1 Numbering On receipt of a DCR, the BHEL/HPBP (UNIT -1) & SSTP, DCR Review Panel will assign a sequential number from a register using one of the series specified below:i) P00xxx - Policy DCRs. ii )M00xxx– Energy System Manual iii) SP00xxx – System Procedure DCRs. iv) T00xxx- Technical DCRs vi) R00xxx - Records DCRs xxx – running serial number The assigned number will be used for identification of a DCR through all further processing. If a DCR is incomplete in detail when received, the BHEL/HPBP (UNIT -1) & SSTP shall either:i) Hold the DCR pending receipt of the outstanding information from the Initiator, or ii) Return the DCR for completion by the Initiator. 4.2.2 Review, Approval and Implementation In accordance with internal BHEL/HPBP (UNIT -1) & SSTP working procedures a numbered DCR will be submitted to the appropriate review and approval cycle. For other than Editorial DCRs the approval of the BHEL/HPBP (UNIT -1) & SSTP Review Panel is required.
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BHEL/EnMS/SP/009/00 Page : 4 of 4
PROCEDURE FOR DOCUMENT CHANGE REQUEST
Issue Date: 07.08.2015 Issued by : MR (EnMS)
DCRs are actioned either as: i) Rejected. ii) Approved as submitted. iii) Approved with changes. Copies of action taken DCRs are provided by the BHEL/HPBP (UNIT -1) & SSTP to the Initiator. Approved DCRs are implemented by the BHEL/HPBP (UNIT -1) & SSTP. During implementation, the DCR number, of an approved DCR, is entered in the Amendment record sheet of the revised or up-issued BHEL/HPBP (UNIT -1) & SSTP Document for each change specified. 4.2.3 Distribution A revised or up-issued document is made available via the BHEL/HPBP (UNIT -1) & SSTP web site for immediate access by Users. 4.2.4 Progress and Outcome The Initiator of a DCR may monitor its progress and establish the outcome, approval or rejection, in whole or in part, by means of contact with BHEL/HPBP (UNIT -1) & SSTP. The proposed changes in a rejected DCR may be resubmitted as a new DCR, provided that they are supported by new or additional information.
5.0
Standard Reference ISO 50001:2011 Energy management Systems
6.0
Reference Documents Procedure for Control of Document Doc ref: BHEL/EnMS/SP/001/00 Procedure for Control of Record Doc ref: BHEL/EnMS/SP/002/00
7.0
Deliverables Document Change Request Form Doc ref: BHEL/EnMS/FOR/001/00
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ENERGY MANAGEMENT SYSTEM SYSTEM PROCEDURES BHEL/ HPBP (UNIT -1) & SSTP , Trichy
BHEL/EnMS/SP/010/00 Page : 1 of 2
1.0
PROCEDURE FOR COMMUNICATION
Issue Date: 01.07.2016 Issued by : MR (EnMS)
Objective To ensure proper external and internal communication.
2.0
Scope Entire organization for internal communication and all stake holders for external communication.
3.0
Responsibility All HODs and Section Heads shall be responsible for internal communication within their Section / Department and also interdepartmental. External communication is done by department concerned / MR / Asst. MRs as applicable.
4.0
System BHEL/HPBP (UNIT -1) & SSTP/Trichy has established and implemented a system to ensure effective internal and external communication on issues concerning energy performance and management at all levels throughout the organization as under:
4.1
External communication Organization will communicate externally about its Energy Policy in following ways: (i)
4.2
Indicate ISO 50001 certification in BHEL/HPBP (UNIT -1) & SSTP/Trichy letterhead.
Internal Communication: (i) Internal communication is done within their department through verbal, writing in relevant register/log book/Maildesk/emails/ and display of notices. Further, any person working for the organization is encouraged to make suggestions on improving the EnMS as per following procedure: i. In order to encourage comments/suggestion, a Suggestion Box is kept at various locations. Suggestion Scheme is administered by BHEL/HPBP (UNIT -1) & SSTP/Trichy Energy Management Team. ii.
Suggestions received are evaluated by concerned authority for its applicability, usefulness and implementation.
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BHEL/EnMS/SP/010/00 Page : 2 of 2
5.0
PROCEDURE FOR COMMUNICATION
Issue Date: 01.07.2016 Issued by : MR (EnMS)
iii.
The comments /suggestions could also be on ways to save energy or to make improvement in monitoring / measuring / using the energy.
iv.
Circular would be issued to all employees through weekly notices. Circulars are also displayed on notice boards.
v.
All comments / suggestions received will be kept in a separate file.
vi.
Suggestions received / implemented are suitably rewarded.
vii.
The suggestions would also be deliberated / reviewed in MRM.
Standard Reference ISO 50001:2011 Energy management Systems
6.0
Reference Documents 1. Procedure for Change Request Doc ref: BHEL/EnMS/SP/009/00 2. Change Request Format Doc ref: BHEL/EnMS/FOR/001/00 3. Energy Kaizen Report Format Doc ref: BHEL/EnMS/FOR/004/00
7.0
Deliverables Energy Kaizen Report Doc ref: BHEL/EnMS/REC/009/00
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ENERGY MANAGEMENT SYSTEM SYSTEM PROCEDURES BHEL/ HPBP (UNIT -1) & SSTP , Trichy
BHEL/EnMS/SP/011/00 Page : 1 of 2
1.0
PROCEDURE FOR LEGAL AND OTHER REQUIREMENTS
Issue Date: 01.07.2016 Issued by : MR (EnMS)
Objective To establish, implement and maintain a procedure for identification of legal and other requirements to which BHEL/HPBP (UNIT -1) & SSTP subscribes & to identify how legal & other requirements are applicable and covered under the scope of Energy Management system.
2.0
Scope Applicable for all the significant energy use processes, activities covered under the scope of Energy Management System at BHEL/HPBP (UNIT -1) & SSTP.
3.0
Responsibility Management representative / Asst. Management representatives
4.0
System BHEL/HPBP (UNIT -1) & SSTP has established, implemented & maintained a procedure for identifying, evaluating, updating & accessing the applicable EnMS Legal and Other Requirements. This includes all EnMS legal and other requirements, to which the organization subscribes. Applicable EnMS legal requirements are identified and accessed by the Legal team and communicated by responsibilities in the management review meeting. The details of the List of Applicable legal requirement & other requirements to be complied by BHEL/HPBP (UNIT -1) & SSTP along with frequency of retrieval and personnel responsible for maintaining the records are defined in the legal register. Dept. Head responsible for compliance to legal requirement shall obtain information on legal requirement, by referring to any of the following agency.
Notification from State / Central Government bodies like TNSPCB, CPCB, MOEF and Electrical Inspectorate etc. Information in Newspapers. Communication with National Safety Council and Confederation of Indian Industry & Authorized Publishers. Subscription / contact with Bureau of Indian Standard, Book Supply Bureau, etc. By referring Tamilnadu Factories Acts & Rules Book
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BHEL/EnMS/SP/011/00 Page : 2 of 2
PROCEDURE FOR LEGAL AND OTHER REQUIREMENTS
Issue Date: 01.07.2016 Issued by : MR (EnMS)
Through visiting website given below to get information on latest updates and also through member
www.envfor.nic.in www.peso.gov.in www.cpcb.nic.in www.moef.gov.in www.mnre.gov.in
The application for renewal of Consents / License /Authorization under Government statutory requirements shall be submitted in advance as specified in the Acts / Rules. Renewal frequency mentioned in list of legal & other requirements may subject to change / alter as per Notification / Intimation from the government authorities from time to time. Responsible persons shall communicate relevant information on legal and other requirement to all concerned. Legal coordination responsibilities will review, at least annually, the most current EnMS national, regional, state and other requirements that are applicable to NPL. Relevant EnMS Legal & Other Requirements are communicated to the person working under the control of EnMS & relevant interested parties. This includes relevant EnMS laws and other requirements to which the organization subscribes. Applicable EnMS Legal & Other requirements are taken into account in establishment, implementation & maintenance of Energy management system. .
5.0
Standard Reference ISO 50001:2011 Energy management Systems
6.0
Reference Documents Procedure for Change Request Doc ref: BHEL/EnMS/SP/009/00 Change Request Format Doc ref: BHEL/EnMS/FOR/001/00
7.0
Deliverables Legal Register Doc ref: BHEL/EnMS/REC/013/00
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BHEL/EnMS/SP/012/00 Page : 1 of 3
1.0
PROCEDURE FOR EVALUATION OF LEGAL COMPLIANCE
Issue Date: 01.07.2016 Issued by : MR (EnMS)
Objective To establish, implement and maintain a procedure for Evaluation of legal compliance to which BHEL/HPBP (UNIT -1) & SSTP subscribes & to identify how legal & other requirements are applicable and covered under the scope of Energy Management system.
2.0
Scope Evaluation of legal & other requirements applicable to which it subscribes related to its energy use and consumption covered under the scope of Energy Management System at BHEL/HPBP (UNIT -1) & SSTP.
3.0
Responsibility Management representative / Asst. Management representatives
4.0
System A systematic periodical evaluation of EnMS legal requirements & other requirements applicable to the organization are established, implemented & maintained in the company as defined in this procedure. The evaluation is carried out by the EMT & associated records of the compliance are maintained. The frequency of periodic evaluation may vary for differing legal & other requirement. The EMT of BHEL/HPBP (UNIT -1) & SSTP periodically carries out the evaluation of all legal & other requirements once in a year. Periodicity of evaluation of compliance will vary for different legal & other requirements. MR initiates corrective actions based on evaluation report (if necessary) as per procedure for Control of non-conformances, Review & Corrective & Preventive Action Once in a year this legal procedure is reviewed and revised (where required) so as to keep it and the information developed under it up-to date The method adopted in evaluating legal & other requirements is briefed below. Each of the identified legislation such as act / rule / consent / other requirement is studied for every condition in the format specified for evaluating the compliance.
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ENERGY MANAGEMENT SYSTEM SYSTEM PROCEDURES BHEL/ HPBP (UNIT -1) & SSTP , Trichy
BHEL/EnMS/SP/012/00 Page : 2 of 3
PROCEDURE FOR EVALUATION OF LEGAL COMPLIANCE
Issue Date:01.07.2016 Issued by : MR (EnMS)
Each of the condition is rated for compliance using the following grades. 1. Fulfilled - Fully complied 2. Not relevant – any condition in the legal consents, which is not applicable to BHEL/HPBP (UNIT -1) & SSTP. 3. Still Open – but can be rectified by taking corrective action. 4. Not fulfilled – This requires an action plan to achieve the compliance through the Management Program. The evaluation of requirements to be carried out once in a year or whenever any new legal requirement is introduced by State Pollution Control Board or Central Pollution Control Board / any other regulatory authority and is applicable to the firm. The evaluation covers License, consents, authorization Notifications, publications by government authorities and reply Compliance to other requirements Updating on legal requirements and other requirements The application for renewal of consents/authorization under government statutory requirements will be given in advance as specified in the Act / Rule. Renewal frequency mentioned in the table may be altered as per the notification / intimation from the government authorities from time to time. Corrective Action: This includes the steps taken to rectify the non-compliance observed against any of the applicable legal / other requirements. When the applicable condition is rated as 3 or 4 it is reviewed for the appropriate corrective action and action plan or if necessary SHE management program is initiated with the responsibility
5.0
Standard Reference ISO 50001:2011 Energy management Systems
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ENERGY MANAGEMENT SYSTEM SYSTEM PROCEDURES BHEL/ HPBP (UNIT -1) & SSTP , Trichy
BHEL/EnMS/SP/012/00 Page : 3 of 3
6.0
PROCEDURE FOR EVALUATION OF LEGAL COMPLIANCE
Issue Date: 01.07.2016 Issued by : MR (EnMS)
Reference Documents 1. Procedure for Change Request Doc ref: BHEL/EnMS/SP/009/00 2. Change Request Format Doc ref: BHEL/EnMS/FOR/001/00
7.0
Deliverables 1. Legal Compliance Report Doc ref: BHEL/EnMS/REC/015/00
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ENERGY MANAGEMENT SYSTEM SYSTEM PROCEDURES BHEL/ HPBP (UNIT -1) & SSTP , Trichy
BHEL/EnMS/SP/013/00 Page : 1 of 3
1.0
PROCEDURE FOR OPERATIONAL CONTROL
Issue Date: 01.07.2016 Issued by : MR (EnMS)
Objective To provide a documented methodology for identifying operational controls for the identified significant energy use and to improve and/or control where their absence could lead to deviation from Energy Management system.
2.0
Scope Applicable for all the significant energy use processes, activities covered under the scope of Energy Management System at BHEL/HPBP (UNIT -1) & SSTP.
3.0
Responsibility All HODs, Section Heads and MR / Asst. MRs shall be responsible for operational control for energy use within their Section / Department and also interdepartmental. External communication is done by department concerned / MR / Asst. MRs as applicable.
4.0
System Determining operational controls involves identifying and planning of activities to make sure that critical factors affecting energy performance are known, used, and communicated to responsible personnel. Effective operational control is achieved through the following steps: 1. Determine and establish effective operating criteria “Operational control procedures” ensure that critical equipment, systems, processes and facilities are run and maintained to achieve required output and efficient performance. Operation control procedures are prepared, maintained and communicated to responsible personnel by respective user area with the due approval of respective Functional Head. Properly defined operational controls promote the efficient and uninterrupted functioning of critical equipment. Identified sources should be used and ensured to determine the recommended operating and maintenance criteria for significant energy uses and other factors that can impact energy performance: 1. Manufacturer's recommendation 2. Operation defined by system personnel who measure performance 3. Operating conditions defined by minimum process or system requirements 4. Service personnel’s suggested operating settings and maintenance intervals 5. Statistical process control 6. Benchmarking performance of similar equipment, if available or organization should generate data as benchmark from best practice and lesson learnt legacy data.
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ENERGY MANAGEMENT SYSTEM SYSTEM PROCEDURES BHEL/ HPBP (UNIT -1) & SSTP , Trichy
BHEL/EnMS/SP/013/00 Page : 2 of 3
PROCEDURE FOR OPERATIONAL CONTROL
Issue Date: 01.07.2016 Issued by : MR (EnMS)
Existing operational and maintenance criteria already in place within the organization should be incorporating it into the EnMS as it relates to energy performance especially as related to the efficient operation of equipment. Operational control procedures - EnMS are coded as follows: They will start with BHEL/EnMS/OCP/DDD/NNN/nn (DDD – Department/ NNN – serial no / nn – revision no) 2. Operate according to established controls BHEL/HPBP (UNIT -1) & SSTP, operating and maintenance criteria are implemented through training, communication and documentation. These could include work instructions, equipment logbooks, instruction sheets, checklists, postings, or other relevant documents made readily available to operating personnel and other operational controls may also be physical devices, as well as the use of certified or other specialty qualified personnel BHEL/HPBP (UNIT -1) & SSTP, ensure the operating criteria are clear and accurate and appropriate employees, trainees and contractors are aware of them 3. Communicate operational controls BHEL/HPBP (UNIT -1) & SSTP, ensure an operational controls are communicated to the appropriate personnel, including on-site contractors or suppliers performing work associated with the significant energy uses. Effective communication of operational controls and the associated defined operating conditions should be followed: 1. On-the-job training 2. Sunrise meeting 3. Classroom training 4. Work instructions and/or equipment operating procedures 5. Work area postings 6. Logbooks listing defined operating conditions and collecting data on actual operation 7. Contractor/supplier meetings and handbooks 8. Brochures or other outreach materials Regular inspections (monthly) are used to confirm the operational controls are being followed and the criteria being met and ensure operational controls for essential operations were monitored and maintained to achieve continual improvement.
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BHEL/EnMS/SP/013/00 Page : 3 of 3
5.0
PROCEDURE FOR OPERATIONAL CONTROL
Issue Date: 01.07.2016 Issued by : MR (EnMS)
Standard Reference ISO 50001:2011 Energy management Systems
6.0
Reference Documents Procedure for Change Request Doc ref: BHEL/EnMS/SP/009/00 Change Request Format Doc ref: BHEL/EnMS/FOR/001/00
7.0
Deliverables Operational Controls procedure Doc ref: BHEL/EnMS/FOR/002/00
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ENERGY MANAGEMENT SYSTEM SYSTEM PROCEDURES BHEL/ HPBP (UNIT -1) & SSTP , Trichy
BHEL/EnMS/SP/014/00 Page : 1 of 3
1.0
PROCEDURE FOR ENERGY PROCUREMENT
Issue Date: 01.07.2016 Issued by : MR (EnMS)
Objective To establish, implement and maintain a procedure for procurement to which BHEL/HPBP (UNIT -1) & SSTP subscribes & to identify how energy goods and services are applicable and covered under the scope of Energy Management system.
2.0
Scope This procedure shall govern all purchases of energy goods and services procurement process covered under the scope of Energy Management System at BHEL/HPBP (UNIT -1) & SSTP.
3.0
Responsibility Head Purchase, Management representative/ Asst management representatives & Energy Management Team
4.0
System Procurement of Energy Services, Products, Equipment and Energy 1. When procuring energy services, products and equipment that have, or can have, an impact on significant energy use, suppliers are informed that procurement is partly evaluated on the basis of energy performance. 2. BHEL/HPBP (UNIT -1) & SSTP works has established and implements the criteria for assessing energy use, consumption and efficiency over the planned or expected operating lifetime when procuring energy intensive products, equipment and services which are expected to have a significant impact on the overall energy performance. 3. BHEL/HPBP (UNIT -1) & SSTP will establish a Green Purchase policy to direct minimizing adverse environmental impacts and include our commitments towards enhancing energy performance by procuring energy efficient equipment and life-cycle costing of energy intensive equipment. Energy considerations in procurement have been documented and informative guidelines for procuring energy efficient equipment documented in and communicated to the suppliers as appropriate.
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BHEL/EnMS/SP/014/00 Page : 2 of 3 Input 1.Need for Energy related product/service
PROCEDURE FOR ENERGY PROCUREMENT Process Writing a Requisition
Issue Date: 01.07.2016 Issued by : MR (EnMS)
Output 1. Requisition for related product/service
Person Responsible 1. PC/Requisitioner
2. Approved Requisition
2.EMT/Section Head
3. Available Go to step Not available - 4
3.PC/Requisitioner
NO
2. Requisition For related product/service
Approving of Requisiton?
Yes
Available?
3.Approved Requisition
NO Yes
Collecting Quotations
4. Quotation
4.Approved Quotation
4.PC/Requisitioner
5. PO
5.PC/Requisitioner
6 Delivered Goods
6. Supplier
7.Approved Delivered Goods
7.PC/Requisitioner
8. Goods received Note (GRN)
8. Requisitioner
9. Goods in Store
9. Requisitioner
NO Approval of Quotation?
5.Approved Quotation
Yes Writing an LPO
6. PO Delivery of Goods to Office/Site
Yes
7 Delivered Goods Inspection of Delivered Goods?
8.Approved Delivered Goods Release of Goods to Store
9. Goods Received Note 10. Goods in Store
Yes Release to Site/ Office for use
Accoutability
10. Ensured Application
for
11. Procurement End
10. Requisitioner
11.PC/Requisitioner
11. Used goods
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BHEL/EnMS/SP/014/00 Page : 1 of 3
5.0
PROCEDURE FOR ENERGY PROCUREMENT
Issue Date: 01.07.2016 Issued by : MR (EnMS)
Standard Reference ISO 50001:2011 Energy management Systems
6.0
Reference Documents Procedure for Change Request Doc ref: BHEL/EnMS/SP/009/00 Change Request Format Doc ref: BHEL/EnMS/FOR/001/00
7.0
Deliverables o SAP System o Green Energy Policy
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41