Integrated Management System

The ORLEN Group supplies highest-quality products to its customers, while striving to make its operations as neutral to the natural environment as possible, to achieve superior energy efficiency, and to maintain high OHS and information  security standards.

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-N-18001 standard,
• Information Security Management System based on the PN-ISO/IEC 27001 standard,
• International Sustainability & Carbon Certification System (ISCC EU),
• Sustainability Certification System for Biomass and Biofuels (KZRINiG),

• Factory Production Control System (ZKP),
• HACCP 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),
• Energy Management System (SZEn) based on ISO 50001.

The scope and rules governing the operation of the Integrated Management System are specified in:

• Management Systems Book along with the appendices (IMS, HACCP, ZKP, Quality, RBI, SZEn), which define and describe the individual system processes,
• System procedures approved by the President of the Management Board – Chief Executive Officer/ Members of the Management Board,
• Maps, charts and metrics for the identified processes,
• Operating procedures/manuals approved by Directors/Managers for their respective processes/areas.

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 the 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 recognising 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 supervision procedure. The procedures in place specify how particular activities are to be carried out in each area.

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.

In 2019, the following key projects were completed with respect to the Integrated Management System:

• Improvements were made to PKN ORLEN’s certified „Integrated Management System”,
• Cooperation with certification bodies with respect to Management Systems supervision was continued,
• Tools supporting the oversight of documented information were refined,
• Implementation of ICAO guidelines was continued to ensure appropriate quality of the JET A-1 fuel in the logistics chain,

• Activities aimed at covering subsequent installations of the RBI Management System and obtaining a positive audit result for the entire scope of its operation were continued,
• The Food Safety Management System was maintained and improved,
• Energy Management System based on the requirements of the ISO 50001 standard was implemented and certified,
• Sustainability Certification System for Biomass and Biofuels (KZRINiG) was implemented and certified.

Detailed information on the results of the activities carried out based on the Integrated Management System in 2019 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 ‘Safety of 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’.

In 2019, PKN ORLEN was subject to a periodic external audit. As a result, the Company obtained certificates of compliance with international standards for its activities.

The Company’s activities are assessed by certified external bodies, which audit the areas covered by the management systems in place on an annual basis. In 2019, these included:

• IMS recertification audit – Bureau Veritas Polska, Płock, Gdańsk, Świnoujście, Ostrów Wielkopolski, Szczecin, May 6th–May 10th 2019. The audit confirmed correctness of the system operation and a recommendation was given to issue new certificates confirming its compliance with the requirements of the PN-EN ISO 9001:2015, PN-EN ISO 14001:2015, PN-N-18001:2004 and PN-EN ISO/IEC 27001:20014 standards. The audit did not reveal any instances of non-compliance.
• ISCC recertification audit by Bureau Veritas Polska: Płock, Ostrów Wielkopolski, on May 15th–16th 2019. The audit did not reveal any non-compliance and the system was recertified as compliant with Renewable Energy Directive / ISCC EU Certification System.
• AQAP 2110 recertification audit by CCJ WAT: Płock, on May 28th–30th 2019. The audit did not reveal any irregularities and new certificates of the Quality Management System compliance with the AQAP 2110 and ISO 9001:2015 standards were obtained.
• Factory Production Control System audit by Polskie Centrum Badań i Certyfikacji: Płock, May 31st 2019. The audit did not reveal any non-compliance and validity of the certificates held was maintained.

The external audits revealed no instances of non-compliance and confirmed correctness of the existing systems operation. Also, recommendations were received for new certifications.

In 2019, there were 513 internal audits, 15 audits of compliance of the CO₂ emissions monitoring system, 8 audits at product vendors and service providers, and 7 ISCC audits.

Certificates issued to PKN ORLEN :

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 methods used),
• Availability (authorised users 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.

In 2019, work continued to integrate the Management Systems across the ORLEN Group with a view to harmonising the management model with PKN ORLEN’s growth strategy, in which Value Creation, People, and Financial Strength remain the pillars of growth until 2021. The Group companies engaged in the activities in line with the concept for the optimisation of the IMS functioning. IMS policies were implemented at the following key companies of the ORLEN Group: PKN ORLEN, ORLEN Administracja, Anwil, Basell ORLEN Polyolefins, ORLEN Laboratorium, ORLEN EKO, ORLEN Asfalt, ORLEN Serwis, ORLEN Upstream, IKS Solino, ORLEN KolTrans, ORLEN OIL, ORLEN Administracja, ORLEN Aviation, ORLEN Paliwa, ORLEN Projekt, ORLEN Budonaft, ORLEN Lietuva, Unipetrol Group, ORLEN Centrum Usług Korporacyjnych, ORLEN Południe, ORLEN Centrum Serwisowe, and ORLEN Ochrona.

Some companies had the following systems at their organisations certified:  AQAP 2110 Management System, Factory Production Control, Rail Transport Safety Management System (SMS), Rail Transport Maintenance Management System (MMS), Quality Management System for Welding Processes, HACCP Food Safety Management System, ISO 50001 Energy Management System, ISCC EU System, KZR INiG System, ISO 17025 Laboratory Quality Management System.