Jan Kos, Chairman of the Management Board, General Director:

“Elaborated and implemented Integrated Management System guarantees satisfying our clients’ needs and their expectations about the quality of our products as well as the society’s expectations as far as the environmental protection is concerned and the staff’s expectations about creating friendly working environment. It is a tool for constant betterment of the company’s functioning.”

During 16^th and 17^th of June 2004 certified audit took place in Elektrociepłownia “Gorzów” SA, which was performed by an unit certifying quality management systems UDT-CERT. Audit was accomplished with the recommendation of the certifying unit, what confirms compatibility of the Integrated Management System with the stipulation enclosed in the international norm ISO 9001:2000 “Quality management systems – Requirements”, ISO 14001:1998 “Environmental management systems” and PN-N 18001 “Working health and safety management systems”.
It is a bigger success as Elektrociepłownia “Gorzów” SA has implemented the Integrated Management System as one of the first in the Lubuskie Porvince.

The purpose of implementing and keeping the Integrated Management System is focused on providing the most effective process of electric energy and heat production and heat distribution, as well as constant betterment of processes pursuing satisfying clients’ needs and providing environmental protection along with the safe working conditions.

Origin situation

As a result of accomplishing company organizing, the procedure of elaborating Strategy of Elektrociepłownia “Gorzów” SA. Development to 2010 has started. The management Board decided to administrate the company in accordance with the international standards of ISO, in order to improve the company’s organization and its image on the market of electric energy and heat suppliers as a stable and reliable business partner.

Purpose of the realized project was to elaborate the concept and implement the Integrated Management System as well as to prepare the company to certificate the system compatible with the norms:

• PN-EN ISO 9001:2001 Quality Management System
• PN-EN ISO 14001:1998 Environment Management System
• PN-N-18001:1999 Working Health and Safety Management System

Above standards are suppose to lead to:

• constant organization betterment,
• the use of process management,
• unification and rationalization of processes connected with electric energy production as well as heat production and distribution,
• minimizing the company’s impact on the natural environment,
• constant advancing workers’ safety

Starting point of the proceeding work was the diagnosis concerning the state of the company’s management system as far as the compatibility with the norms PN-EN ISO 9001 (quality management system), PN-EN ISO 14001 (environment management system) and PN-N 18001 (working health and safety management system) is concerned. A thorough survey examining the company’s impact on the natural environment has been performed, as well as working conditions, order keeping and fire protection. Designating a person responsible for the Integrated Management System – ISO Management Systems Plenipotentiary was the key to effective implementation. Manager of the Environmental Protection and Chemical Control Department became an Environmental Protection Coordinator and Working Health and Safety Specialist became Working Health and Safety Coordinator.

Study covered company’s activity in fields: producing electric energy, producing, transmitting and distributing heat. Computer science tool – DGA Process and DGA Quality has been used as a support for the whole project. The use of the mentioned informatics was a result of adopted assumption of building integrated management system in parallel to reducing the number of paper documentation and keeping the system’s ability of constant adjusting. Series of training for the Management Board, head staff and workers has completed the first stage of study.
Identified processes and procedures taking place in EC Gorzów SA and their interactions became the foundation of constructing the integrated management system. On the basis of the process map the Management Board has chosen the owners of the processes. The group of process owners consists of: Investment and Repair Head Specialist, Manager of the Environmental Protection and Chemical Control Department, Working Health and Safety Specialist, Personnel Specialist, Management and Organization Specialist and ISO Management Systems Plenipotentiary.

Process management has started a new quality in the approach of realizing tasks by our company. Process owners as upholders of elaborating the Integrated Management System documentation played a very important part in its implementation. A detailed schedule of meetings with the process owners and working groups has been organized in order to securedeadlines and guarantee the effectiveness of run actions.

Systematic workers’ engagement in realizing their tasks led to a success and on the 15^th of October 2003 Chairman of the Management Board introduced system’s documentation in general use with a Decree No 47/2003. Diffusion of the documentation took place with the use of the DGA Quality software in the company’s intranet. Its use lowered the costs in a considerable way. It also improved administrating the Integrated Management System by the Plenipotentiary.

The duration of implementing the Integrated Management System documentation also became a time of appointing and preparing internal auditors. Chairman of the Management Board nominated 20 auditors with a Decree no 59/2003 dated on the 7^th of October 2003. Auditors has gained the knowledge of effective verification and auditing techniques during the training course.

Satisfying results from internal audits led to selecting certifying firm and apply for the certifying audit.

Proceeding internal audits, introducing correcting actions and certifying audit performed by the certifying unit UDT which was accomplished with a success and confirmation from the UDT Technical Committee that Elektrociepłownia “Gorzów” SA meets requirements of the norms PN-EN ISO 9001 (quality management system), PN-EN ISO 14001 (environment management system) and PN-N 18001 (working health and safety management system).

Policy of the Integrated Management System is being constantly improved. We are evaluating its usefulness, forming functional strategies and programs suitable for the company’s activity.

Acknowledging our clients’ needs as a basis of our success our company:

• identifies clients’ needs and demands
• submits proposal of delivering our products on mutually beneficial conditions
• examines our clients level of satisfaction
• assures verification and use of information gained from our clients
• organizes councils concerning cooperation with our heat recipients in the heating season
• exchanges remarks with clients and fulfils expectations
• is at client’s disposal if there is any need of organizing meeting and discussing cooperation conditions
• guarantees reliability of measurement systems, on the client’s request we additionallycheck its condition
• constantly monitors parameters of our products with the use of computer software,every discrepancy is being analyzed and corrected
• guarantees that energy bought from us is being produced with minimizing unfavorable impacts on the natural environment
• assures constant monitoring emission to the atmosphere, realizes biomass co-firing program which aims in reducing influence on the environment

Circles interested in our company’s functioning according to specific standards include:

• national and regional authorities
• parliament representatives
• local community
• officers of the Environmental Protection Inspectorate
• Officers of the National Work Inspection
• National Fire Brigades
• Sanitary and Epidemic Station
• Office of the Technical Supervision
• our business partners, material and service suppliers
• company’s staff

Range of the Integrated Management System

Integrated Management System comprises of all organizational units of Elektrociepłownia “Gorzów” SA.

Quality, Environmental Protection, Working Health and Safety Policies established by the Management Board of Elektrociepłownia “Gorzów” SA constitutes framework for determining purposes concerning administration.

Senior Management points out general aims and tasks concerning accomplishing missions and policy assumptions as well as defined procedures, at the same time indicating deadlines of realization, while providing resources and people responsible for its realization.

Aims and tasks are being published in intranet service, where people responsible for its realization are defined as well as deadlines and forms of verification. Primary aims and tasks are subjects to approval and periodic verification as far as the compatibility and cohesion with the Quality Mission and Policy.

The management Board of Elektrociepłownia “Gorzów” SA and ISO Management Systems Plenipotentiary plan and carry out Quality Management System inspections in planned regular time intervals in order to ensure its constant usefulness, adequacy and effectiveness.

In Elektrociepłownia “Gorzów” SA effective internal communication system has been established which includes information and data concerning functioning and effectiveness of the Integrated Management System as well as other information and data significant for the company.

Internal communication system consists of:

• information and data concerning Quality, Environmental Protection and Working Health and safety Policy aims accomplishment,
• results of the process monitoring measurer,
• outcomes of audits and Integrated System Management inspections,
• Information about the realization state of the correcting and preventing activities,
• communication forms as well as information and data exchange.

Responsibilities concerning internal communication have been defined in specific Integrated Management System documents.

Integrated Management System documentation

Integrated Quality, Environment, Working Health and Safety Management System in Elektrociepłownia Gorzów SA has been designed, developed and implemented on the basis of process approach in order to improve clients’ satisfaction.

Activities using resources and management in order to make the reconstruction from entering into exiting data possible, are being understood as process approach.

Thank to process approach constant supervision over the links between single processes in the system is being performed.
For every process there has been defined:

1. Aim – primary aim in gaining which realization of process and procedure is being used.
2. Procedure owners belonging to specific process and procedure owner responsible for the procedure accomplishment and its development.
3. Range of using different processes and procedures presenting arranged and approved way of progressing.
4. Entering and exiting data of processes, which consists of forms, sheets, documents, resources and other elements.
5. Measuring systems monitoring processes.

Integrated Quality, Environment, Working Health and Safety Management System in Elektrociepłownia Gorzów SA is being preserved and improved by all the employees. Supervision over the system is being held by the ISO Management Systems Plenipotentiary, Environmental Protection Coordinator and Working Health and Safety Coordinator as well as Process Owners.

Integrated Management System maintenance concerns acting according to specific requirements defined in specific system documents.

Improvement is connected with planned aims and tasks realization. Actions concerning Integrated Management System maintenance and improvement are periodically evaluated through:

• internal audits,
• quality management system inspections performed by the management staff,
• control audits performed by the certifying unit,
• audits performed by the Order Maintenance, Environmental Protection and Fire Prevention Group.

preparet by
Mirosław Rawa
ISO Management Systems Plenipotentiary