Organizational Structure

Organizational structure is the basis for all Environmental Management control. In this structure are hierarchically related locals or processes that generate environmental aspects and impacts - they must be monitored. It also enables the integration of employees positions by means of descriptions of posts and functions related to environment.

The company must have an organogram that represents its well defined relations and communication in the company. The director of the company must define a professional as a representative of specific subjects of Environmental Management.

This routine purpose is to present a graphic vision of the structure of the company and of the responsible people enabling processes or locals identification where there are environmental aspects (SGA view), positions and risky tasks (MDT view) and/or assets to control maintenances (MNT view). The organizational structure allows you to create three views: 1) For the Environmental Management; 2) For Occupational Safety and Health; 3) For Fixed Assets Maintenance.

Within structure copy resource among these environments, you can create a standard structure for Environmental Management and copy it for Assets Maintenance and include these assets in their proper location. You can also copy it to Occupational Safety and Health and include functions and risky tasks in each place.

The structure can have several levels of detail. Each level has an identification that may refers to company organogram, locals and processes, etc.

Integration to Document Control - SIGAQDO

Environmental Management enables you to link documents controlled by SIGAQDO to the structure levels, for example, instructions or work procedures, and also relate it to participants of the processes.

It guarantees the participants to receive, at any change in documents, a message via email.

Procedures

To register an organizational structure for Environmental Management:

1. By selecting Organizational Structure for the first time, an add window will be displayed.

Then, when accessing this option, the structure already created for change will be displayed.

2. In Identification field, inform a name that represents the organizational structure that will be registered. It can be a company's name, a macro process of environmental control or other.
3. In Responsible field, check the person responsible for control and maintenance of environmental management system. Responsible's name is automatically displayed.

Structure assembly area displays the name informed to identify the structure.

4. To add an structure level in mounting area, select the structure identification or right click it.

By giving a right click, a menu in the inferior part of the screen with options Identification and Add will be displayed. Click Identification.

A window Identification will be displayed to inform data of organizational level process.

5. The field Code is automatically developed.
6. Inform the other data according to field help instructions.
7. If Document Control is been used, you can relate a document to an organizational level by clicking Related Document.

A window to select documents will be displayed.

8. Right click the empty area. A menu with options will be displayed.
9. Select New.

A window with a list of documents will be displayed.

10. Check the document and confirm it.

A Microsoft Word icon is displayed in related documents area.

11. Click OK to confirm the relation with the document.
12. Check the people who work in this area by clicking Participants.

Participants window is displayed. Participants are checked according to their position.

13. Click Function and with a double-click check participants positions of this organizational level.

In the inferior part of the screen, workers who already have this position will be checked.

14. If any of the workers is not related, uncheck with a double-click.
15. Click OK to confirm the participants chosen.

The window level identification is displayed.

16. If Occupational Safety and Health and Assets Maintenance are implemented, you can copy this structure organizational level to these environments and associate tasks and functions (MDT), and used equipment (MNT), respectively.
17. To take the edited level for SIGAMDT and SIGAMNT structure, check the verification boxes in the inferior part of the window.

When other levels appear (child) and are linked to an edited level (parent), a window requesting to choose what to copy will be displayed: to repass child or to choose child.

If you check the option Choose child, the window Child will be displayed enabling to individually mark the levels to be copied.

18. After configuring the process, click OK to confirm adding.
19. Continue the other levels of organization by positioning the cursor on the superior level and then right-click and check Identification.
20. Note the organization of the structure.

 

Procedures

To register an organizational structure for Occupational Safety and Health:

1. If in structure assembly the levels were copied to SIGAMDT, click the verification box in the inferior part to associate tasks and risky functions of the levels.

The structure window is rearranged with the levels checked in SIGAMDT.

2. Click the process the tasks and risky functions must be connected. Then right click and select Task.

A window to select the tasks will be displayed.

3. Check the task and confirm it.

The structure window is displayed again.

4. Then right click and select Function.

A window to select the function will be displayed.

5. Check the function and confirm it.
6. Repeat the procedures to associate tasks and functions to the other levels of the process.
7. Note the organization of the structure.

 

This procedure will enable you to have a more comprehensive idea of the risks employees take in this position at this level of the process.

 

Procedures

To register an organizational structure for Asset Maintenance:

1. If in structure assembly the levels were copied to SIGAMNT, click the verification box in the inferior part to associate equipment (assets) for each level.

The structure window is rearranged with the levels checked in SIGAMNT.

2. Click the process equipment must be connected. Then right click and select Asset.

A window to select asset will be displayed.

3. Check asset and confirm it.

The structure window is displayed again.

4. Repeat these procedures to associate equipment to the other levels of the process.
5. Note the organization of the structure.

This procedure will enable you to have a more comprehensive idea of equipment that must have preventive maintenance plans at this level of the process.