Communication Control Procedure

Document No. Revision No. Page No.

QP-020 0 2

1.0

Objective This defines a procedure for effective internal and external communication. Scope This procedure covers the process of handling internal and external communication. Definition of Terms 3.1 External Communications Letters, fax, business proposals provided by outside institution or company, client staff and personnel. 3.2 Internal Communication any type of communication within the organization. Reference Documents 4.1 Company Policy of BSP & Company, Inc. Responsibility and Authority 5.1 The VP for Corporate Affairs shall be responsible for the proper management in handling internal communication within the company. 5.2 Department Heads shall be responsible for communicating and promoting awareness of clients requirements to all staff. Procedure 6.1 Planning 6.1.1 HR and Admin Section shall ensure that communication channel, frequency and means are established. 6.1.2 All internal memos shall be approved by the concerned department head. 6.1.3 All memos for posting shall be approved by the VP for Corporate Affairs prior to the actual posting. a. HR and Admin section shall mark memos for posting with a stamp For Posting. b. Any memo or any means of documented communication shall be posted for a maximum of two (2) weeks. All department head shall ensure that their subordinates will read all posted documents for information. 6.2 Execution 6.2.1 External Communication a. The top management shall communicate the importance of meeting clients legal requirements to ____________________________________________________________________.

2.0

3.0

4.0 5.0

6.0

all employees of the company. Document No. Revision No. Page No. QP-020 0 3

Communication Control Procedure

6.3

6.4

b. The QMR shall promote and communicate the requirements of the QMS including system procedures, Quality Policy, Quality Objectives, management program and performance, system effectiveness, customer requirements awareness and the changes of the QMS due to changing needs. 6.2.2 Company wide communication of clients requirements/external communication. a. The Project Management Manager or its equivalent shall promptly disseminate or promote awareness of all relevant normal and special client requirements and contract changes to all staff. b. A dialogue shall be established between customer and the Project Management Manager or its equivalent with regards to the quality requirements, interfaces and the communication of changes. c. Communication with clients shall be via: i. Fax; ii. Letters; iii. Emails; iv. Phone calls v. Meetings d. The Project Management Manager or its equivalent shall monitor client satisfaction. Monitoring/Effective Actions 6.3.1 The Internal Auditors shall audit this procedure as an added mechanism to ensure full compliance. 6.3.2 All Department Heads shall ensure full implementation of this procedure. Records in this procedure shall be maintained according to Control of Records Procedure.

7.0

Forms/Tables 7.1 Communication Log Sheet (Incoming) 7.2 Communication Log Sheet (Outgoing)

____________________________________________________________________.