Ba ed COMMUNICATION CONTROL PROCEDURE ‘Type of Document: | Quality Management System Procedures atti Document No. TWO-QP-AGS-004 | Rev. no. 6 Page 1 ofS Execution Date | Re ‘Change Description Ate, | Originator o New "| Newly established in accordance - acs | NOV 0.4 2016 to the 150 9001:2015, requirements, ‘This document is updated and controled if 1 bears te ro “CONTROLLED COPY” stamp. Othenase, plese refer othe Document Convo eater (OC for your odd oy. Wov 92 m6 OCT 27 Dw ingen EAR. CONTROLLED COPYTWo-0P-AGS Oo Communication Control Procedure Page 2 ofS 1.0 OBJECTIVE This procedure describes the process of handling internal and external communication of ANZA WATER DISTRICT. 20 © ScoPE ‘This procedure covers all internal and external communication of TANZA WATER DISTRICT. 3.0 DEFINITION OF TERMS 3.1 Internal Communication. Transmission of information which takes place across all levels and organizational units of the agency. 3.2, External Communication. Exchange of information and messages between an organization and other organizations, groups or individuals outside its formal structure. 3.3 Outgoing Communication. Communication from the agency to be transmitted to other agency, ‘groups or individuals. 3.4 — PACD. Public Assistance and Complaints Desk. A section in TWO that is manned at all times located near the entrance; in-charge of extending ascistance to all clients (customer, suppliers ‘and other visitors). 3.5 AGSD. Administrative and General Services Division, 3.6 PSB. Personnel Selection Board. The committee who handles recruitment, selection and placement process. 3.7 PDC. Personnel Development Committee. The committee which handles all learning and development matters of all employees. 3.8 Performance Management Team. The committee which handles the implementation of Strategic Performance Management System. 3.9 PRAISE Committee. Program on Awards, Incentives for Service Excellence Committee, The ‘Committee which handles all matters concerning awards and incentives, 4.0 REFERENCE DOCUMENTS 4.4 Control of Documented information Procedure 5.0 RESPONSIBILITY AND AUTHORITY 5.1 The Person-in-Charge in the Public Assistance and Complaints Desk (PACD) shall be responsible ‘for monitoring all external communications and ensure that all are properly logged and routed to Mark: NOV 02 2916 CONTROLLED Copy "is document i updated and contro if tre the ed CONTROLLED COPY” stamp. Otherwise, plese rh t the _ecurmentCneol Center (DCC fr your pase cop. net 7 Tbe asten.corY _|Communication Control Procedure Page 3.05 5.2 The Administrative and General Services Division (AGSD) shall be responsible for monitoring all internal communications related to human resource, administrative issuances and other communications involving all employees. (Office Order, Personne! Memo, Employees Memo, Office Memo). 5.3 The Secretary of the existing committees (ISO Committee, PDC, PSB, Grievance, PMT, PRAISE etc.) shall be responsible for monitoring all internal communications regarding his committee. 5.4 The Division Managers of all divisions shall be responsible for the internal communication within their respective divisions. 5.5 The Information Technology (IT) personnel shall be responsible for the external communication obtained through e-mail, TWD website and other web-based medi. 6.0 PROCEDURE DETAILS 6.1 Internal Communication Shall prepare the internal _communication.| | (Bersonnel memo, employee's memo, office order, iE | | | (eee) | Asso, | dion mene, commie meno | | : erat Managers, | Note: Met tte aire ena | Comberton Committees | Written memo posted at bulletin boards or | received by employee or division concerned, tents | and phone calls. oe Se eee | acs, | fe (&eatecceas Division Shall record the particular communication and) Outgoing | Managers, | disseminate to all concerned. Communication | | Secretary of | | lester | Committees | i sues Ae eit a This document is updoed and cantroted if ters the ed CONTROLLED COPY" stamp. OUrenie, please refer Re ‘Document conrol Cente IDC fr vou pdoted copy. NOV 02 2915 CONTROLLED COPY act 27 26 mmMasten coryCommunication Control | ?2=2""!2-———_meor*0sa. Procedure fees = Paesrs | | Shall receive the external communication and | __ Incoming External PACD | record in the Incoming Communication Logbook. | Communication Communication J | j | Logbook | i ieee is — as | | T / | | | | | | shat csseminate the external communication to) tacoming—_| | the concerned division or employees. Communication | | | voabook | | fe | | | / | Shall check emails, TWD website and other | Incoming web-based media daily and record al |. Communication | ‘communications. | Logbook | | (Web-based Media) | rn ne tf a | | | Shall notify or disseminate the web-based) Incoming | communication through phone calor forwarding commcuettion | Seenewiet_} | pesonnt | ara ote acl putt the cred) "it | division or employees and record tothelogbook. | | (Web-based Media) | oct 27 2016 LORY This document is updone ond controled if it beers the rod “CONTROLLED COPY" stomp. Other lesser 10 Oe ‘Document Canto Cente (DCC for your ued co. NOV 02 2006 CONTROLLED CopyCommunication Control Procedure Hel Ys 63 Outgoing Communication Concerned | shall proceed to PACD to have the particular, __ Outgoing division’ | communication recorded as outgoing, Communication employee | Logbook (External) foe s | Shall record the details of the particular outgoing) Gutgoing Paco | communication and return to the concerned! ce, | | division/employee. Logbook {External) | Concerned | Shall transmit the particular outgoing division/ | communication to the concerned agency or employee _| individual. 7.0 PERFORMANCE INDICATORS 7.1 Personnel in-charge of communications shall ensure that the same are properly logged and disseminated without delay to the concerned agency, division or employees to avoid miscommunication. 8.0 ATTACHMENTS AND FORMS: 8.1 Logbook 1 - Incoming Communication (External) 8.2 Logbook 2~ Outgoing Communication (Internal) 8.3 Logbook 3 - Outgoing Communication (External) 8.4 Logbook 4~ Incoming Communication (Web-based) his document is updoted and conto if bers the ed CONTROLLED COPY” stamp. -Cterwie, place ier to he ‘Document Conta Center (OC for your updos coy oct 7 Wie NOV 02 706 MASTER COPY CONTROLLED COPY3008907 (IeW423U}) NOLLVIINNIAIAICD SNIODLNO 00-s10-s0vWoisIAIG gaNu30NOD 4009901 (1eu493x3) NOLLYIINNIWINOD SNINOONI 00-90SD¥31008901 (!eu423x3) NOLLVDINNINIIO9 SNIODLNO ‘40D GANIOULNOD Add BaISWIN Sri to TOF —HHt | SVE suvinaiuva OL LINSNVL Wows awa | aiva oo-zco-sovfees ‘Ad09 WIASWIAL tat = f Baer hal om 20M JOVEN SEL +f NOISIAIG GaNw30No> sovingy, ava O1N3AO-NUNL suvinouvd wous awn | ava 4008907 (Peseq-G2M) NOILYIINNINWO2 DNINOONI 00-8209