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MANUAL

Title: ENVIRONMENTAL MANAGEMENT Unique Identifier: 36-1030


SYSTEM (EMS) MANUAL FOR
GENERATION HEAD OFFICE Document Type: GMN
PORTFOLIOS
Revision: Rev 7
Effective date: October 2008

Total pages: 30

Revision date: October 2009

Classification Controlled
Disclosure
COMPILED BY FUNCTIONAL RESP. AUTHORISED BY

..........................………. ..........................………. .........................……….


A S Els D L Herbst A Nakedi
Generation Environmental Environmental Manager: General Manager
Management Generation Division Generation Strategy,
Technology and Assurance

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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

4 Environmental Management System.............................................................6


4.1 General requirements...................................................................................6
4.2 Eskom SHE Policy......................................................................................10
4.3 Planning.......................................................................................................11
4.4 Implementation and Operation..................................................................14
4.5 Checking and Corrective Action...............................................................22
4.6 Management Review...................................................................................25

5 Records.............................................................................................................. 27
6 Annexes.............................................................................................................. 27
7 Revision Information.......................................................................................27
8 Seen and Accepted……………………………………………………………..29

Annex 1 – Cross Reference of Topics from ISO14001:2004 to 32-1030 ................30

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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.

The environmental management system is aimed at achieving and demonstrating sound


environmental management by identifying and controlling the impacts of the Generation
Head Office activities, products and services on the environment, which is in line with the
Eskom environmental policy (32-94) and objectives.

2 Scope

2.1 Purpose

The purpose of this document is to prescribe the Environmental Management System


requirements which shall be used by Generation Head Office Portfolios units (referred to
as Head Office) in order to enhance a process approach to the business.

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.

The EMS applies to the following Generation Head Office Portfolios.

 Human Resources
 Strategy, Technology and Assurance
 Finance

Environmental Impact Assessments for new generating capacity

2.3 Exclusions

The following portfolios/departments/divisions are excluded from the Generation Head


Office EMS

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.

ISO 14001:2004 Environmental Management System Standard

Imbewu Eskom Legal Register

4 Definitions and Abbreviations

4.1 Definitions

Activity Core functions of any organisation


Auditor Person with the competence to conduct an audit
Continual Recurring process of enhancing the environmental management system in
improvement order to achieve improvements in overall environmental performance
consistent with the organisation’s environmental policy.
Certification Procedure by which a third party gives written assurance that a product
process or service conforms to specified requirements (ISO/International
Electro-technical Committee Guide 2).
Corrective Action to eliminate the cause of a detected nonconformity.
action
Document Information and its supporting media
Environment Surroundings in which an organisation operates, including air, water, land,
natural resources, flora, fauna, humans, and their interrelation.
Environmental Elements of an organisation’s activities or products or services that can interact
aspect (EA) with the environment.
Environmental Any change to the environment, whether adverse or beneficial, wholly or
impact partially resulting from an organisation’s environmental aspects.
Environmental A programme that seeks to achieve a required environmental end state and
management describes how activities, that could have a negative impact on the
programme environment, will be managed and monitored and impacted areas
(EMP) rehabilitated.

Environmental Part of an organisation’s management system used to develop and implement


management its environmental policy and manage its environmental aspects.
system (EMS)
Environmental Overall environmental goal, consistent with the environmental policy, that an
objective organisation sets itself to achieve.
Environmental Measurable results of an organisation’s management of its environmental
performance aspects.
Environmental Overall intentions and directions of an organisation related to its environmental
policy performance as formally expressed by top management.
Environmental Detailed performance requirement applicable to the organisation or parts
target thereof, that arises from the environmental objectives and that needs to be set
and met in order to achieve those objectives.
Eskom as defined in the Eskom Conversion Act, 2001 means the juristic
Eskom
person referred to in Section 2 of the Eskom Act and upon conversion means
Holdings
Eskom Holdings Limited. What this implies is that the word Eskom refers to
Limited
Eskom Holdings Limited, which made up of all Divisions.

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

Non-conformity Non-fulfilment of a requirement. a “non conformance” is interpreted to include


legal non-compliance, deviations from policy, objectives and targets not met,
accidents, ineffective procedures, and deviations from specified conditions and
from other requirements of the environmental management system.

Organisation Generation Head Office Portfolios


Organisations within Generation’s structure, reporting to the Managing Director
Portfolio:
Generation

Preventive Action to eliminate the cause of a potential nonconformity.


action
Pollution The direct and indirect alteration of the physical, chemical or biological
properties of a resource which results in it being less fit for any beneficial
purpose for which it may reasonably be expected to be used
Prevention of Use of processes, practices, techniques, materials, products, services or
pollution energy to avoid, reduce or control (separately or in combination) the creation,
emission or discharge of any type of pollutants or waste, in order to reduce
adverse environmental impacts.
Procedure Specified way to carry out an activity or a process.
Record Document stating results achieved or providing evidence of activities
performed.

The probability of an event occurring multiplied by the consequences of that


Risk
event.

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)

The process of deciding if an item or service can comply with agreed


Validation:
requirements

The process of deciding if an item or service complies with agreed


Verification:
requirements by carrying out functional testing

Waste An undesirable or superfluous by-product, emission, or residue of any process


or activity which has been discarded, accumulated or been stored for the
purpose of discarding or processing. It may be gaseous, liquid or solid or any
combination thereof and may originate from a residential, commercial or
industrial area. This definition includes industrial waste water, sewage,
radioactive substances, mining, metallurgical and power generation waste.
(GN 227, GG20978, 17 March 2000, White paper on Integrated Pollution and

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Waste Management for South Africa)

4.2 Abbreviations

EMS Environmental Management System

EMR Environmental Management Representative

GEM Generation Environmental Management

SID Sustainability and Innovation Division

EIA Environmental Impact Assessment

ELC Environmental Liaison Committee

EMP Environmental Management Programme

KPI Key Performance Indicator

CAD Corporate Audit Department

GEXCO Generation Executive Committee

GIM Generation Information Management Department

Gx Eskom Generation Division

AFD Assurance & Forensic Department

ISO International Organisation for Standardisation

5 Environmental Management System

5.1 General requirements

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 Environmental Management provides assurance to the Managing Director


Generation Division and Chief Officer: Generation Business.

Generation Business Organogramme:


The diagram below depict the applicability, green coloured blocks, of this manual in
relationship with the overall Generation Business Organogramme

Generation Business
Chief Officer

Managing
Director
Generation

Senior General General Manager


Manager Strategy,
Production 1 Technology &
Assurance

Senior General
General Manger
Manager
Finance
Production 2

Senior General
Manager Human
Manager
Resource
Production 3

General Manager
Peaking

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5.1.1 Electronic Database

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.

5.1.2 Intent of this EMS Manual

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:

 The Eskom SHE Policy;


 Statements of responsibility and authority;
 An overview of the company’s environmental procedures and controls;
 The identification of the resources and training allocated to management,
performance of work and verification activities including internal audit;

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 The appointment of the Environmental Management Representative (EMR); and


 The arrangement for periodic management reviews.

This EMS Manual covers the “Environmental Management System Requirements”


elements of the ISO 14001 EMS Standard. Hence, this EMS Manual must be read in
conjunction with the ISO 14001: 2004 EMS Standard – Code Of Practice. It is a
prerequisite that the reader is familiar with the ISO 14001 EMS Standard.

Figure 1: The ISO 14001:2004 Environmental Management System “Loop”

The cornerstone of the EMS is


management commitment, to
ensure continual improvement Environmental Policy is based on the
environmental aspects of the
business, and is the driver for the
EMS. The Policy is designed to set
the direction for the business and
Top Management should be carefully developed through
reviews the EMS at a consultative process.
regular intervals, to
ensure its continuing
suitability, adequacy Includes environmental
and effectiveness. aspects identification and
significance rating, the
setting of objectives and
targets, and identifying
legal and other
requirements.

This includes EMS


elements such as
structure & responsibility,
training & awareness,
communication, document
control, operational control
and emergency
This deals with the monitoring preparedness & response
& measurement of
environmental management
programmes, record keeping, The SANS ISO 14001 EMS Standard provides
audits and environmental non- guidance on the development and implementation of
conformances and the environmental management systems and principles,
closing-out thereof. and their co-ordination with other management
systems. The standard is intended for use as a
voluntary, internal management tool. Eskom has
decided to adapt and implement its environmental
management systems to be compliant to the SANS
ISO 14001 EMS Standard.

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5.2 Eskom SHE Policy

(ISO 14001 Standard Clause 4.2)

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.

This policy shall be available to the public. ELP 32-94

The following statements are contained in this policy:

Eskom, as a provider of energy and associated services, will:-

1. establish appropriate management systems to address safety, occupational health and


environmental issues with a view to minimising risk and ensuring continual
improvement. This will include the prevention of pollution and environmental
degradation where sustainable,

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

Generation Head Office Portfolios shall follow a “plan-do-check-act” process to facilitate


continual environmental performance improvements. The planning process includes the
identification and updating of Generation Head Office Portfolios’ Register of Environmental
Aspects, and the Register of Legal and Other Requirements. Together with Generation
Head Office Portfolios’ SHE policy, Generation Head Office Portfolios’ objectives and
targets are established, and appropriate programmes are formulated to achieve the
objectives and targets.

5.3.1 Environmental Aspects

(ISO 14001 Standard Clause 4.3.1)

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.

Relevant procedure: 36-1061 Procedure - Identification of Environmental Aspects and


Significance Evaluation

5.3.2 Legal and Other Requirements Procedure

(ISO 14001 Standard Clause 4.3.2)

Generation Head Office Portfolios established, implemented and maintain a procedure to


identify and maintain access to legal requirements that are relevant to the organisation, as

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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.

Relevant procedure: 36-1062 Procedure - Review of Legal and Other Requirements

5.3.3 Objectives and Targets

(ISO 14001 Standard Clause 4.3.3)

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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Forum in reviewing the achievement of the objectives, targets and programmes as


necessary.

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.

5.3.4 Environmental Management Programme

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.

Environmental Management Programmes (EMP’s) at Generation Head Office Portfolios


are established and maintained as follow:

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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l) Progress on EMP’s shall be reported to the System Administrator, who is responsible


for updating the EMS Folder. The Generation Division Head Office Environmental
Management Representative reports the status of the Generation Division Head Office
ISO 14001 EMS to the Generation EXCO and other appropriate forums.
m) The necessary means viz. resources, internal manpower, training and development,
are provided for the realisation of the environmental management programmes and
plans.
n) Review of EMP – quarterly sign off by senior management during a GEM management
review.

5.4 Implementation and Operation

The implementation of the EMS is achieved by:


 Requiring Generation Head Office Portfolios to clearly defining the roles,
responsibilities and authorities of key personnel,
 staff training.
 maintaining effective communication channels,
 adopting effective document and operational controls
 maintaining sufficient awareness on emergency preparedness among the staff.

5.4.1 Resources, Roles, Responsibility & Authority

(ISO 14001 Standard Clause 4.4.1)

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:

EMS Organisation Chart

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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

OUTPUT TARGET REFERENCE


Responsible, on behalf of Generation Head Office Portfolios, to Continuously EMP
ensure that the strategic activities needed to implement the
Environmental Policy are identified and appropriately managed
Provide opportunity for input from relevant staff, into the Review cycle Written comments.
Environmental Policy during the review process. Ensure that the of the Policy
Policy is in line with Generations strategic intent.
Co-ordinate the process to identify the environmental aspects, Annually ISO 14001 EMS for
determine significance ratings and establish objectives and GXHOP and audit
targets. results
On behalf of Generation establish and maintain the legal register. Monthly Legal register accessible
Ensure that it is accessible to all Generation employees to employees
Establish and maintain an appropriate EMS Management Folder Annually EMS Management
for the implementation and operation of the ISO 14001 Folder, EMS manual
Environmental Management system. Give inputs in terms of the and relevant
maintenance of this EMS Manual and other relevant documentation in place
documentation.
Ensure that appropriate audits and management reviews take As per plan Relevant programmes
place, and provide assurance that monitoring, measurement and
corrective action formulation is performed.
Ensure, on behalf of Generation Head Office appropriate As required Attendance Register
identification and implementation of awareness and competence
training programmes
Maintain and review Environmental Management Programme As Agreed Monitoring schedule
(EMP) on an interval as agreed upon, with input from the
Departmental Environmental Representatives.
Ensure that adequate and appropriate monitoring is conducted on Month End Report
all areas identified in the Aspects Register
Ensure that any changes (- or +) to the departmental EMP and/or On occurrence EMS correspondence
activities and all updated information, are brought in writing to the
attention of the System Administrator, who will make the
necessary changes

Table 2: Responsibilities of Senior Management of Generation Head Office

OUTPUT TARGET REFERENCE


Support the establishment and maintenance of the ISO 14001 Continuously EMS system audits
EMS.
Influence the revisions of the Environmental Policy and ensure an Continuously EMS documentation,
understanding and compliance with the Policy, directives, audit results and
procedures, guidelines and Instructions. management review
Participate and provide input into the Management Review Annually Management Review
Process. Meeting/ written

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comment

Agree the process of identification of aspects and impacts. As required EMP


Ensure that appropriate objectives and targets have been
established and included into the EMP.
Ensure awareness of the significant environmental aspects of their Continuously Awareness and EMP
business and exercise appropriate levels of operational control
over their respective departments
Ensure personnel receive appropriate competence and awareness As per Training matrix, training
training. schedule attendance
Ensure that employees within the department are informed of the Continuously Training and awareness
environmental aspects of their business and their responsibility in
this regard.
Ensure the timeous submission of all EMS-related reports Continuously EMS reports

Table 3: Responsibilities of Generation Head Office Employees

OUTPUT TARGET REFERENCE


Support the establishment and maintenance of ISO 14001 EMS Continuously EMS system audits

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

Table 4: Environmental Management Representative (EMR)

OUTPUT TARGET REFERENCE


This is the appointed EMR and has the responsibility and Continuously EMS system audits
authority for:
a) ensuring that EMS requirements are established,
implemented and maintained in accordance with the ISO
14001 standard;
b) ensuring that sufficient resources are allocated for the proper
implementation of the environmental policy and the EMS;
c) regularly reviewing the policy and the effectiveness of the
EMS, and ensuring that the necessary changes are made.
EMR is also the Chairman of the Management review and has the Continuously EMS system audits
responsibility and authority for:
a) leading the Management Review to establish and implement
the EMS according to ISO 14001 standard, and monitoring
the performance of the EMS;
b) coordinating internal EMS audits to ensure the EMS has been
properly implemented and maintained;
c) handling and investigating nonconformity and ensuring
corrective and preventive action has been taken to mitigate
any impacts caused;
d) reporting on the performance of the EMS to the top
management for review and as a basis for improvement of the

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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.

Table 5: Deputy Environmental Management Representative/s (DEMR)

OUTPUT TARGET REFERENCE


This position has the responsibility and authority for: Continuously EMS system audits
a) assisting the EMR to ensure the EMS is effectively
implemented and maintained in accordance with ISO 14001
standard;
b) assuming the responsibility and action of the EMR when the
EMR is unavailable.
c) Chairman of the EMS forum

Table 6: Environmental Management System Administrator (EMSA)

OUTPUT TARGET REFERENCE


This position has the responsibility and authority for: Continuously EMS system audits
a) assisting the EMR to ensure the EMS is effectively
implemented and maintained in accordance with ISO 14001
standard.
b) Co-ordinate the EMS forum meetings and ansuring all actions
from such a forum are appropriately recorded and closed out.

Table 7: Environmental Management System Forum (EMS Forum )

OUTPUT TARGET REFERENCE


This committee comprises the, DEMR, Departmental Continuously EMS system audits
Environmental Representatives (DER’s) and Environmental
Advisor EMS and is responsible for:

a) the establishment and implementation of the EMS;


b) the establishment and review of objectives, targets, and
programmes;
c) ensuring the effective implementation of environmentally-
related operational controls and programmes;
d) the internal communication of environmental matters between
management and employees; and promoting environmental
awareness among company staff;
e) the review of complaint records, nonconformity, corrective
action and preventive action reports and the adoption of
preventive actions as necessary;
f) providing leadership in the pursuit of environmental issues;
g) any other EMS activities that are assigned by the EMR;
h) holding regular meeting (at approximately three-month
intervals).

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Table 8: Management Review

OUTPUT TARGET REFERENCE


The Management Review systematically examines the EMS to Continuously EMS system audits
ensure the suitability, adequacy and effectiveness of the EMS.
The Management Review comprises of the EMR, Chief
Environmental Advisor / s, the Environmental Advisor and Senior
Management.

Table 9: Departmental Mangers

OUTPUT TARGET REFERENCE


The Function / Departmental Managers are responsible for: Continuously EMS system audits
a) establishing controls for the identified significant
environmental aspects for his/her function team / department
according to procedures and instructions;
b) ensuring that the EMS is properly implemented and that
environmental matters are properly handled at all stages;

5.4.2 Competence, Training and Awareness

(ISO 14001 Standard Clause 4.4.2)

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.

Generation Head Office Portfolios establish, implement and maintain procedures to


identify the training needs associated with its environmental aspects and its EMS, and
develop programmes to ensure awareness and competence, at each relevant function
and level, by addressing:
 the roles and responsibilities in achieving conformity with the environmental
management system;
 the importance of conformity with the environmental policy, the procedures and the
requirements of the structured EMS;
 the significant environmental aspects and related actual or potential impacts
associated from their work activities and the environmental benefits of improved
personal performance;
 the potential consequences of departure from specified operating procedures;
Relevant procedure: 36-x1063 Procedure - Training

5.4.3 Communication

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(ISO 14001 Standard Clause 4.4.3)

Generation Head Office Portfolios ensure that a procedure and systems are implemented
to address internal and external communication regarding environmental issues.

Relevant procedure: 36-1064 Procedure - Communication

5.4.4 Environmental Management System Documentation

(ISO 14001 Standard Clause 4.4.4)

The Environmental Management System documentation encompasses four levels as


described below:

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.

5.4.5 Control of Documents

(ISO 14001 Standard Clause 4.4.5)

The essences of EMS documentation controls are:

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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.

Relevant procedure: 36-1065 Procedure - Control of Documents

5.4.6 Operational Control Procedure

(ISO 14001 Standard Clause 4.4.6)

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:

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 Expenditure
36-259 Generation Environmental Impact Assessment
36-1086 Work Instruction Contractor Management

5.4.7 –Emergency Preparedness and Response

(ISO 14001 Standard Clause 4.4.7)

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

Relevant procedure: Emergency Planning: 32-123

5.5 Checking and Corrective Action

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.

5.5.1 Monitoring & Measurement

(ISO 14001 Standard Clause 4.5.1)

Generation Head Office Portfolios establish, implement and maintain procedures to


monitor and measure, on a regular basis, the key characteristics of its operations and
activities that have significant impacts on the environment. This includes procedures for
tracking of performance, applicable operational controls and conformity with the
company’s objectives and targets, as well as the calibration and maintenance of
monitoring equipment. The information of environmental monitoring is documented.

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Relevant procedure: 36-1066 Procedure- Monitoring, Measurement and Evaluation of


Compliance

5.5.2 Evaluation of Compliance

(ISO 14001 Standard Clause 4.5.2)

To meet the company’s commitment to compliance, Generation Head Office Portfolios


regularly (bi-annually) monitor and evaluate the compliance status of the applicable
environmental legal requirements (section 4.5.2.1) and other requirements (section
4.5.2.2) that the company subscribes to. The records of the results of the periodic
evaluations are retained.

Relevant procedure: 36-1066 Procedure – Monitoring, Measurement and Evaluation of


Compliance

5.5.3 Non Conformity, Corrective and Preventative Action

(ISO 14001 Standard Clause 4.5.3)

Continual improvement of the EMS is achieved by identifying nonconformity, correcting


nonconformity, and preventing nonconformity from occurring again. Regarding
nonconformity and its subsequent corrective / preventive action, Generation Head Office
Portfolios establish, implement and maintain a procedure which defines the responsibilities
and authorities to:
 handle and investigate nonconformity;
 take action to mitigate the impacts caused;
 initiate and complete corrective and preventive actions;
 ensure that the corrective or preventive actions taken to eliminate the causes of actual
and potential nonconformity are appropriate to the magnitude of problems and
commensurate with the environmental impacts encountered;
 record the results of corrective and prevention actions taken;
 review the effectiveness of corrective action and preventive action taken;
 implement and record any changes in the documented procedures resulting from
corrective and preventive action; and
Generation Head Office Portfolios shall also ensure that any necessary changes are made
to environmental management documentation.

Relevant procedure: 36-1067 Procedure - Nonconformity, Corrective and Preventative


Action

5.5.4 Control of Records

(ISO 14001 Standard Clause 4.5.4)

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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 establish, implement and maintain a procedure to


denote the identification, storage, protection, retrieval, retention and disposition of
environmental records, to ensure that such records are legible, identifiable, and traceable
to the activity, product or service involved, and that they are stored and maintained in such
a way that they are readily retrievable and protected against damage, deterioration or loss.
The retention period of each type of environmental records are specified.

Relevant procedure: 36-1070 Procedure - Control of Records

5.5.5 Internal Audit

(ISO 14001 Standard Clause 4.5.5)

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.

Relevant procedure: 36-1068 Procedure - Internal Audit

5.6 Management Review

(ISO 14001 Standard Clause 4.6)

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.

5.6.1 The Management Review process covers the following:

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.

A strategic management review shall be convened once annually. In addition a review


shall be held in workshop mode prior to the strategic MR.

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.

4.6.2 The Management Review agenda

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

4.6.3 Additional Reviews


In addition to the annual EMS Management Review, additional reviews on various sections
of the system e.g. the database actions, progress reports, Legislation, EMP action status
and so on, is conducted on a regular basis or as determined by business needs. The
findings of the review are documented and implemented in the new cycle.

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4.6.4 Database Review


Regular updating of the database is also regarded as part of the EMS review process.
During the review, the System Administrator updates actions, EMPs and progress reports
on the database, with inputs from the various Departmental Managers

4.6.5 Review at Departmental level


In addition, environmental meetings, at intervals appropriately determined, are held at
departmental level to monitor the progress of the implementation of the departmental EMP.
Results from these meetings are also utilised to review the EMS as and when necessary.
.

6 Records

This manual generates no records

7 Annexes

The following Annexes are attached:

Annex 1 – Cross Reference of Topics from ISO 14001:2004 to 36-1030

8 Revision Information

Date Rev Remarks


2002 1 Draft 0 New document established by GEM Nico Gewers
2003 2 Draft 0 9 Changes wrt the restructuring of Generation Division,
including those applicable on Generation Head Office
10 Changes wrt the the frequency of EMS Management
Reviews to be held at Generation Head Office
11 Changes wrt strategies to meet the objectives of the
Eskom SHE Policy, as proposed at the EMS
Management Review held on 20 May 2003
 Changes wrt updates on environmental legislation
applicable on Generation Head Office

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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reflect the introduction GEMDOC


17 Amendment of Environmental Management
Programme
18 The exclusion of the Departmental Environmental
Representatives as the point of contact between GEM
and the various departments in favour of the various
Departmental Managers
19 Introduction of work instruction gemdoc filing system
index [gho env w. 09] work instruction

September 5 Draft 0 Management Structure of Generation Head Office


2007
2008-08-20 6 Draft 0  Update the previous manual to the new format for
manuals
 New structure for Eskom Generation Division.
Update information to close-out the findings of the
previous external audit.
2008-10-16 7 Draft 0  Remove Procedures and Works Instructions from the
manual
 Reference relevant procedures in Manual

20 Seen and Accepted

This Document has been seen and accepted by:


Martin Buys
Gx Manager Finance

Elsie Pule
Gx Manager Human Resources

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Annex 1 – Cross Reference of Topics from ISO14001:2004 to 36-1030

ISO ISO 14001:2004 Description 36-1030 Relevant Policies / Procedure /


14001:200 Para # Work Instructions Reference
4 No’s
Para #
1. Scope 1.
1.1 General 1.
1.2 Application 1.
2. Normative References 2.
3. Terms and Definitions 3.
4. Environmental 4.
Management System
4.1 General Requirements 4.1
4.2 Environmental policy 4.2 EPL 32-94 – SHE Policy
ELP 32-97 – Environmental
Land Policy
GGP 1327 - Atmospheric
Emission Management Policy
GGS 1086 - Standard For
Emission Monitoring And
Reporting
4.3 Planning 4.3
4.3.1 Environmental aspects 4.3.1 32-1061 Identification of
Environmental Aspects and
Significance Evaluation
Procedure
4.3.2 Legal and other requirements 4.3.2. 36-1062 Review of Legal and
Other Requirements Procedure
4.3.3 Objectives and targets 4.3.3
4.3.4 Environmental Management 4.3.4
Programme
4.4 Implementation and 4.4.
operation
4.4.1. Resources, roles, 4.4.1
responsibility and authority
4.4.2 Competence, training and 4.4.2 36-1063 Training Procedure
awareness
4.4.3 Communication 4.4.3 36-1064 Communication
Procedure
4.4.4 Documentation 4.4.4
4.4.5 Control of documents 4.4.5 36-1065 Procedure - Control of
Documents. GPC 36-2 Writing
and Controlling Management
System Documents
GST 36-1 Standard For
Management System

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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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