INTEGRATED MANAGEMENT SYSTEM

To deliver on that promise, the Group has the Integrated Management System (IMS) in place. The IMS comprises :

• Quality Management System based on the PN-EN ISO 9001 and AQAP 2110 standards,
• Environmental Management System based on the PN-EN ISO 14001 standard,
• Occupational Health and Safety Management System based on the PN-EN ISO 45001 standard,
• Energy Management System (SZEn) based on ISO 50001,
• Information Security Management System based on PN-ISO/IEC 27001,
• International Sustainability & Carbon Certification System (ISCC EU),
• Sustainability Certification System for Biomass and Biofuels (KZR INiG),
• Factory Production Control System (ZKP),
• HACCP Food Safety Management System compliant with Codex Alimentarius standard,
• Quality Management System based on the PN EN ISO/IEC 17025 standard (in place at all the organisational units which conduct research or tests using methods that require approval by the Office of Technical Inspection (UDT)),
• Risk Based Inspection Management System (RBI).

Detailed information on the results of the activities carried out based on the Integrated Management System in 2020 is available in other parts of this Integrated Report, for example:

• Description of the capital expenditure on environmental protection and the key environmental impact indicators can be found in the section ‘Environment and climate’.

• Statistics demonstrating compliance with the highest safety standards are shown in ‘Employees and contractors'.

• Data on the effects of customer health and safety activities is presented in ‘Responsibility towards customers’.

• The results of energy management are described in ‘Energy management'.

• Data on the use of biocomponents meeting the sustainability criteria is contained in ‘Feedstocks and production processes’ .

PKN ORLEN applies a process-based approach involving identification and mapping, based on an analysis of the context of the entire organisation’s operations, of the processes which are necessary to ensure compliance of its products and services offered to customers with relevant requirements, while maintaining pro-environmental production methods and pro-environmental approach, and minimising the environmental impacts, continuously improving the safety of working conditions, and meeting requirements in all areas relevant to security of information processed by the Company. The process sequence has been defined, as well as the relationships between the processes, which constitute a multi-layered mechanism that facilitates identifying and satisfying customer expectations. Individual processes are monitored and the achievement of their objectives is evaluated by checking process metrics and comparing them against adopted benchmarks. This approach allows us to manage and improve processes relying on real, measurable data. In line with the risk-based approach, process owners are responsible for identifying threats (risks) and opportunities that can potentially affect the operation and efficiency of the processes – meeting customers’ requirements and taking appropriate and ‘adequate’ measures. A process-based system of internal audits is used, which operates in accordance with a dedicated procedure and checks compliance of individual areas with the adopted standards. The improvement measures we take cover internal and external factors and identify opportunities as they open to the organisation. Any improvements to the Integrated Management System are decided on by the Company’s senior management, in line with the IMS evaluation procedure. The procedures in place specify how particular activities are to be carried out in each area.

A total of 54 processes/sub-processes were identified at the Company, for which 135 metrics were defined. The process charts specify the metrics, which include three-tiered criteria for evaluating effectiveness, defined as acceptable, requiring monitoring, or requiring corrective measures. The assessment of the delivery of the metrics is made on the basis of data entered by the process/sub-process owners into the Dok-system. 

The precautionary principle, environmental damage prevention and effective workplace safety and information security management are ensured through standardisation and implementation of systemic mechanisms, which also include preventive measures. The precautionary principle is supported by systemic mechanisms that pre-emptively address potential irregularities and are based on process analysis and elements of risk and opportunity assessment. In accordance with the precautionary principle, business activities involve taking measures to prevent environmental degradation.

The certified Management Systems in place support:

• The organisation’s ability to meet customer needs and expectations (having a certificate is often a key formal condition for establishing a business relationship; access to domestic and international markets).
• Building the competitive advantage.
• Stronger reputation of the company and its products and services both among existing and prospective customers.
• Better organisation of internal documentation (a process-based approach helps to manage the organisation and eliminate inefficiencies).
• Confidentiality (access to information is limited to authorised personnel).
• Integrity (ensuring accuracy and completeness of information and the methods used).
• Availability (authorised users are given access to information and resources when needed).
• Improved quality (lower number of customer complaints).
• Earnings growth (because of lower internal costs achieved through improved quality that meets customer expectations).
• Enhancing environmental measures and contributing to environmental protection.
• Cost reductions achieved through lower energy consumption and lower waste volumes.
• Reduced risk of crisis (avoiding industrial accidents).
• Ensuring compliance with applicable requirements (avoiding penalties).
• Promoting pro-environmental thinking.
• Identification of threats to employees’ safety and prompt implementation of preventive measures.
• Engaging all employees in creating a safe workplace - cost reductions due to lower accident rates.
• Employees’ trust in the organisation and a sense of responsibility for its activities.

Apart from the regulations contained in the System Books, the Integrated Management System currently includes 74 procedures:

• 8 Environmental Management System procedures
• 3 procedures for AQAP 2120 requirements
• 53 Quality Management System procedures
• 2 Occupational Health and Safety Management System procedures
• 5 Information Security Management System procedures
• 1 Sustainability Certification System for Biomass and Biofuels procedure
• 1 Energy Management System procedure
• 1 procedure of the co-hydrogenation process certification system

In 2020, the following were updated:

• JET A1 Book – supervision of quality of aviation turbine fuel during production, storage and distribution
• the Risk Based Inspection (RBI) Management System Book
• the Factory Production Control (ZKP) System Book
• the Energy Management System (EMS) Book

The OHS Management System covers all of the Company’s organisational units. In 2020, PKN ORLEN S.A. took steps related to transition to a new standard. After a positive outcome of an audit carried out on September 2nd-3rd 2020 to verify compliance with OHSAS 18001, we were audited for compliance with the requirements of ISO 45001.

Then, on September 4th–11th 2020, the auditors of Bureau Veritas Polska Sp. z o.o. (BV) conducted a surveillance audit of the Integrated Management System with respect to the Quality Management System, Environmental Management System and Information Security Management System, combined with an upgrade of the Occupational Health and Safety System to ISO 45001.

The audit confirmed that we fulfil the requirements of the new standard and we received certificate No. PL010344/U, issued on November 30th 2020 by Bureau Veritas Certification Holding SAS-UK Branch, which is valid until June 19th 2022.

Entities operating in the field of production of bio-components, processing of biomass, purchase, import or intra-Community purchase of biomass or bio-components which are to be counted towards the National Indicative Target (NIT), are obliged to obtain a certificate confirming that they fulfil the sustainability criteria.

At PKN ORLEN S.A., compliance with the sustainability criteria is confirmed by the use of the International Sustainability & Carbon Certification System (ISCC EU), which enables identification of energy carriers produced in a sustainable way using renewables.

ISCC EU is aimed at protecting the biosphere and rational land management, but also sustainable social development and reduction of greenhouse gas emissions, by enabling emission volume tracking at every stage of the biomass and biofuel production process. Implementation of the ISCC is a confirmation that the company cares about environmental protection and builds its image of an environmentally committed business.

ISCC helps producers to organise the biofuels production and distribution processes in accordance with the European legal requirements, and enables potential customers to verify greenhouse gas emissions volumes at each stage of production, i.e. cultivation, harvesting, storage, processing and delivery to the final recipient.

1. Update of the HACCP System Documentation, development of new solutions to improve food safety, and preparation of new documents forming part of the HACCP System Documentation in connection with the expansion and calibration of the food and beverage offering and following an analysis of the current documentation by the Food Safety Advisor.

2. Development of the PKN ORLEN S.A. Food Safety Policy, its approval by the President of the Management Board and implementation.

3. Performance of IMS audits, introduction of remote audits due to the pandemic.

4. Completion of audits of the suppliers of food products to the service stations, introduction of remote audits due to the pandemic.

5. Activities improving the skills and qualifications of HACCP auditors, participation in training as part of the process run to calibrate the food and beverage offering.

6. Additional visits and training at pre-trained DOFO stations in connection with the upgrade to the 2.0 standard.

7. HACCP training for newly opened facilities and in the case of new food services offered at CODO stations, as well as for new Stop Cafe/Stop Cafe Bistro/Stop Cafe 2.0 contracts at DOFO stations, introduction of remote training due to the pandemic.

8. Provision of a supervised copy of the HACCP Book to the County Sanitary Inspector in connection with the service station format upgrade to the 2.0 standard.

9. Update of regulations related to food and nutrition security, including regulations introduced for the duration of the COVID-19 pandemic.

10. ‘Chameleon’ project – participation in implementation activities, offering opinions on the solutions and assumptions adopted for the purpose of implementing new retail formats at PKN ORLEN S.A.

11. Development of a procedure necessary for an official approval of the food service activities at PKN ORLEN service stations.

12. Taking steps to expand the HACCP Food Safety Management System documentation by developing: requirements for suppliers of packaging materials for food products, requirements for transport service providers delivering food products to service stations, requirements for food producers, and instructions for sales from food trucks.

13. Operational activities related to the Covid-19 pandemic and requiring review/analysis and development of new documents/instructions and issuing opinions on new documents/instructions, including:

a) participation in teleconferences on coronavirus emergency instructions – discussing and working out preventive measures and human and food safety needs related to the coronavirus outbreak.
b) issuing opinions on the guidelines of the Head of Control and Security Office concerning organisation of the movement of people and materials at PKN ORLEN S.A.’s protected sites due to the potential risk of coronavirus infection.
c) activities undertaken to prepare food handling guidelines for service stations to ensure protection against coronavirus infection; the materials were developed for the needs of Retail and then distributed for use at service stations.
d) preparation of an inquiry to the State Sanitary Inspection on the course of action to take in the case of coronavirus threat or infection.
e) Analysis of and opinions on various issues, including:
- materials relating to planned activities at service stations as regards hygiene and customer service,
- cleaning instructions – cleaning products,
- providing coffee accessories to customers,
- quality and use of disposable gloves,
- quality and use of sanitisers and disinfectants.