Document No. IMSP – 7.1.
6
Revision No. 01
Section INTEGRATED MANAGEMENT SYSTEM Effective Date 20/02/2020
Subject ORGANIZATIONAL KNOWLEDGE Page No. Page 1 of 5
1.0 Purpose
This procedure aims at building organisation intelligence by enabling employees to improve the
way they work through identifying, capturing and sharing knowledge.
2.0 Scope
This procedure covers knowledge management from all ZPC employees.
3.0 Compliance Obligations
3.1 Refer to the compliance obligations register IMSP-6.1.3/01.
4.0 Abbreviations, Acronyms and Definitions
4.1 HOD/ HOS – Head of Department/ Head of Section
4.2 Knowledge Management Officer – employee appointed to coordinate the Knowledge
Management Process.
4.3 Knowledge Management Representative- appointee at site level coordinating knowledge
management processes
4.4 Case studies - This is a written examination of a given project.
4.5 Evidence review - This looks at what has been done in a particular area and records the
main outcomes.
4.6 Community of practice - Groups in the same field sharing and advising each other.
4.7 Knowledge Map - This is a practice of linking experts on a particular subject matter to
employees.
4.8 IMS - Integrated Management System comprising of ISO 9001:2015, ISO 14001:2015 and OHSAS
18001:2007.
5.0 Responsibility
Originated by: Recommended by: Approved by:
IMS Project Team Technical Compliance Manager Managing Director
Printed copies, unless control stamped in red on front page, is only valid on date printed. On later date, users must verify latest revision.
Revision 01 Date printed:2024/12/12 Page 1 of 5
Document No. IMSP – 7.1.6
Revision No. 01
Section INTEGRATED MANAGEMENT SYSTEM Effective Date 20/02/2020
Subject ORGANIZATIONAL KNOWLEDGE Page No. Page 2 of 5
5.1 The Senior Human Resources Manager shall be responsible for establishment and
implementation this procedure.
5.2 Heads of Departments and/or their appointees shall be responsible for ensuring relevant
and correct organizational knowledge is provided to the Knowledge Management Officer
for sharing.
5.3 Knowledge Management Officer in liaison with Knowledge Management Representative,
HOD/HOS and Training Department shall ensure that organizational knowledge is being
retained, maintained and shared
5.4 The Technical Compliance Manager shall be responsible for the maintenance of this
procedure
6.0 Procedure
6.1 ZPC organizational knowledge shall involve retaining, maintaining and sharing the
knowledge and experience of employees, customers, suppliers and contractors to improve
the organisation’s performance.
6.2 HODs/HOSs shall determine the organizational knowledge necessary for the operation of
process under their department or sections to achieve conformity to products and services.
6.2.1 This Organizational Knowledge can be based on :
internal sources (e.g. intellectual property; knowledge gained from
experience; lessons learned from failures and successful projects; capturing
and sharing undocumented knowledge and experience; the results of
improvements in processes, products and services)
external sources(e.g standards; academia conferences, gathering knowledge
from customers or external providers)
6.2.2 Organizational Knowledge from internal or external sources can be retained by
means of but not limited to:
a) Reports after attending trainings, conferences, exhibitions etc.
b) Routine meeting minutes
Originated by: Recommended by: Approved by:
IMS Project Team Technical Compliance Manager Managing Director
Printed copies, unless control stamped in red on front page, is only valid on date printed. On later date, users must verify latest revision.
Revision 01 Date printed:2024/12/12 Page 2 of 5
Document No. IMSP – 7.1.6
Revision No. 01
Section INTEGRATED MANAGEMENT SYSTEM Effective Date 20/02/2020
Subject ORGANIZATIONAL KNOWLEDGE Page No. Page 3 of 5
c) Prior and Post outage meetings minutes
d) Brainstorming workshops or meeting minutes
e) Project review meetings minutes
f) Risk assessment workshops resolutions or reports
g) Trainee attachments to experienced personnel (e.g. apprentices to artisans,
artisans to senior experienced artisans, graduate trainees to experienced
graduates)
h) Team knowledge sharing workshops resolutions or reports
i) Questionnaires and interviews
j) Video capturing of unique events, process and activities
k) Training and awareness evaluations
l) Incident and accident reports
6.3 Each business unit shall appoint a Knowledge Management Representative whose
responsibility shall to receive knowledge for further submission to the Knowledge
Management Officer. In liaison with HODs and training department, the Knowledge
Management Representative shall also ensure that all knowledge gained from ‘external’
sources has been retained by means of a written report within 14 working days from date
of return.
6.4 Once the Knowledge Management Representative receives knowledge, he/she shall
forward it to the Knowledge Management Officer at Head Office whose appointment need
not be substantive.
6.5 The Knowledge Management Officer who shall be based at Head Office shall ensure that
the obtained knowledge is maintained and made available to all ZPC employees to the
extent necessary.
6.6 HODs/HOSs when addressing changing needs and trends shall consider the knowledge
already within the section and determine how to acquire or access any necessary additional
knowledge and required updates.
Originated by: Recommended by: Approved by:
IMS Project Team Technical Compliance Manager Managing Director
Printed copies, unless control stamped in red on front page, is only valid on date printed. On later date, users must verify latest revision.
Revision 01 Date printed:2024/12/12 Page 3 of 5
Document No. IMSP – 7.1.6
Revision No. 01
Section INTEGRATED MANAGEMENT SYSTEM Effective Date 20/02/2020
Subject ORGANIZATIONAL KNOWLEDGE Page No. Page 4 of 5
6.7 The Document Controller or his/her appointee shall receive from the Knowledge
Management Officer in form of reports or any documents representing knowledge for
uploading on the documents sharing platform.
6.8 Besides the knowledge which is obtained from employees as individuals, the Knowledge
Management Representatives may make use of (or coordinate) the following as forms of
gathering knowledge;
6.8.1 Case Studies
6.8.2 Evidence Reviews
6.8.3 Communities of Practice
6.8.4 Knowledge Map
6.8.5 Customer/Suppliers Suggestions
6.9 In carrying out the knowledge gathering activities Knowledge Management
Representatives shall keep constant contact with the Knowledge Management Officer who
is the overall coordinator of the Knowledge Management Process.
7.0 Performance Indicators
7.1 Effective organizational knowledge management and sharing.
8.0 Records
The following records are required as evidence of compliance with this procedure:
Doc. Location Retenti Disposal
Form Title Custodian
No. on
Reports, minutes, Knowledge Knowledge Retain
videos, pictures management Management Lifetime
officer Representative
APPENDICES
Originated by: Recommended by: Approved by:
IMS Project Team Technical Compliance Manager Managing Director
Printed copies, unless control stamped in red on front page, is only valid on date printed. On later date, users must verify latest revision.
Revision 01 Date printed:2024/12/12 Page 4 of 5
Document No. IMSP – 7.1.6
Revision No. 01
Section INTEGRATED MANAGEMENT SYSTEM Effective Date 20/02/2020
Subject ORGANIZATIONAL KNOWLEDGE Page No. Page 5 of 5
NIL
9.0 References
9.1 ISO 9001: 2015 Clause 7.1.6
9.2 ISO 45001:2018 Clause 7.1
9.3 ZESA Administration Note
© Copyright, Zimbabwe Power Company - ZPC. Unauthorised duplication and/or
dissemination of this document, by any means whatsoever, for use with activities not
associated with Zimbabwe Power Company is prohibited.
NB:
This Document’s status is that of an UNCONTROLLED DOCUMENT, if it is duplicated and/or
disseminated in any form or manner, by anyone other than the Document Controller.
Originated by: Recommended by: Approved by:
IMS Project Team Technical Compliance Manager Managing Director
Printed copies, unless control stamped in red on front page, is only valid on date printed. On later date, users must verify latest revision.
Revision 01 Date printed:2024/12/12 Page 5 of 5
