EHS-IMS INTERNAL AUIDT GUIDANCE

 

Introduction:

This guidance is designed to be used as tool for internal HSE audit against OHSAS 18001:2007 & ISO 14001:2004 to ass the level of compliance.

The results of this assessment will be used to show the organisation where it is relative to the two standards mentioned above & help it understand their position & then take an improvement &/or corrective action(s) accordingly.

This guidance is based on OHSAS 18001 & ISO 14001 only & it does not include any other additional requirements (internal &/or client requirements).

Scoring System:

A scoring system is developed so as to enable the measurement of the aspect in question. The scale of the scoring system is a 0 to 100 points scale where 100 points are allocated to every single requirement so as to be measured. If a score of 100 is achieved, this means that the relevant requirement is in compliance with the standards & it is ready for external audit & certification.

The distribution of the 100 points allocated to every single requirement will be based on the criteria indicated below:

Key Area	Status of element	Weight Scale
Development	Element in question is developed/established as required by the standards	0 – 30 Points
Documentation	Element in question is documented	0 – 30 Points
Implementation	Element in question is implemented	0 – 40 Points
Total		0 – 100 Points

For every requirement the scoring will be:

·      For development:  Score up to 20 points, if suitable procedure is developed;

·      Fore documentation: Score up to 30 additional points, if the procedure is documented;

·      For implementation: Score up to 40 additional points, if the procedure is implemented;

Note: All numbers that to be used in this scoring system should be whole number.

The type of the corrective action request (CAR) based on the score that the requirement’s key area achieved will be controlled by the criteria below:

Key Area	CORRECTIVE ACTION REQUEST TYPE
	MAJOR CAR	MINOR CAR	IPROVEMENT  CAR
Development	Less than 20	21 - 28	29
Documentation	Less than 20	21 - 28	29
Implementation	Less than 27	28 - 38	39

Date:		Auditor:
Area:		Area In-charge Person:

Clause (4.1): General Requirements
Requirement				Developed	Documented	Implemented
The boundaries & scope of operation for which the HSE IMS is designed, are clearly identified
Total:
Assessor’s comments/evidences:
Signature of In-charge Person:		Signature of Auditor:

Clause (4.2): HSE Policy
Requirement				Developed	Documented	Implemented
There is HSE policy & it meets the requirements:  Suitable to the nature & scope of the undertaking;  Signed by top management;  Dated/Valid (not more than three years);  Includes the overall HSE objectives;  Includes commitment to continual improvement;  Includes commitment to at least comply with HSE laws other HSE requirements  applicable;  Communicated to all employees alongside their general HSE responsibilities;  Communicated to all concerned 3rd parties;  Review requirements of the HSE policy is stated;
Total:
Assessor’s comments/evidences:
Signature of In-charge Person:		Signature of Auditor:

Clause (4.3): HSE Planning
Sub-clause (4.3.1): Hazard identification, risk assessment & risk control
Requirement				Developed	Documented	Implemented
There is a procedure for risk assessment & it meets the requirements:  States a mechanism for hazard identification;  Requires the assessment of routine & non-routine operations/activities;  Requires the assessment of operations/activities undertaken by 3rd parties in company workplaces;  Requires the assessment of all facilities in the company’s workplaces including those facilities provided by 3rd parties;  States a mechanism for the evaluation of risks (so it can be compared & prioritized);  States a mechanism for the selection of risk’s control measures;  States how the risk assessment findings will be reflected into operation day-to-day control;  States the review requirements for conducted risk assessments;  The procedure & its records are up-to-date;
Assessor’s comments/evidences:
Sub-clause (4.3.2): HSE Legal & Other Requirements
Requirement				Developed	Documented	Implemented
There is a procedure for legal requirements & it meets the requirements:  States a mechanism for the identification of legal & other HSE requirements that applicable into undertaking;  States how the identified HSE LR & other HSE requirements are to be linked to company’s operation/activities;  States how HSE LR are to be kept up-to-date (review requirements);  States how the identified HSE LR are to be communicated to the concerned employees & 3rd parties;  The procedure & its records are up-to-date;
Assessor’s comments/evidences:
Sub-clause (4.3.3/4): HSE Objectives / Management Programs:
Requirement				Developed	Documented	Implemented
There is a procedure for HSE Objectives & Their Management Programs & it meets the requirements:  States a mechanism for the identification of HSE objectives at the different levels of the company;  States that whenever possible the identified HSE objectives are to be SMART;  States how indentified HSE objectives are to be implemented (Management Program – what/How/whose/when;  States a frequency for the measurement of the implementation of the identified objectives;  States the review requirements for the HSE objectives;  The procedure & its records are up-to-date;
Assessor’s comments/evidences:
Signature of In-charge Person:		Signature of Auditor:

Clause (4.4): HSE Implementation & Operation
Sub-clause (4.4.1): Structure & Responsibilities
Requirement				Developed	Documented	Implemented
There is a process for the identification of HSE responsibilities of all staff at all levels & it meets the requirements (this is part of the policy):  Approved & up-to-date organizational structure/chart is available;  Top management HSE responsibilities are stated;  Management HSE responsibilities are stated;  Supervisor HSE responsibilities are stated;  Employees HSE responsibilities are stated;  All HSE responsibilities that stated are communicated to the concerned employees;
Assessor’s comments/evidences:
Sub-clause (4.4.2): Training, awareness & competence
Requirement				Developed	Documented	Implemented
There is a procedure for HSE training & awareness & it meets the requirements:  States that every employee to be HSE inducted;  States that the HSE induction to include HSE-IMS & HSE Policy awareness;  Sates the HSE induction to include awareness about hazards/risks identified;  States that HSE induction to include awareness about employees general HSE responsibilities;  States that HSE induction to include awareness about actions required in the event of emergency;  States that HSE induction to include awareness about the consequences of departure from HSE procedures;  States that HSE training needs analysis to be conducted;  States that HSE training programs/courses based on the TNA to be set;  States that the HSE training programs to state requirements for HSE training refreshment;  States that the HSE training programs to state requirements for HSE & job specific internal & external training;  States that HSE training programs to state requirements for HSE training refreshment;  States the requirements for HSE training & awareness for 3rd parties;  States the requirements for HSE training evaluation;  The procedure & its records are up-to-date;
Assessor’s comments/evidences:
Sub-clause (4.4.3): HSE Consultation & Communication
Requirement				Developed	Documented	Implemented
There is a procedure for HSE consultation/HSE Information communication & it meets the requirements :  States how employees are to be involved in development & review of HSE policy & procedures (committees/councils);  States how employees are to be consulted on issues that affecting the HSE standard in the workplace;  Sates how HSE information will be communicated to employees (boards, training  ...etc)  States how relevant HSE information will be communicated to 3rd parties;  The procedure & its records are up-to-date;
Assessor’s comments/evidences:
Sub-clause (4.4.4/5): Documentation / Documents & Data Control
Requirement				Developed	Documented	Implemented
There is a procedure for the documentation of HSE-IMS The control of it& it meets the requirements:  Describes the core elements of the HSE-IMS & their interaction;  Provides direction to related documentation;  States the system for the coding system of the HSE documents;  Requires that document register/master list of documentation;  States a mechanism for identification of document location;  States the requirements of regular revision of different types of documents;  States the requirements of the availability of the right up-to-date HSE document in the right place;  States the requirements of the control of obsolete HSE documents (Archive);  The procedure & its records are up-to-date;
Assessor’s comments/evidences:
Sub-clause (4.4.6): Operational Control
Requirement				Developed	Documented	Implemented
There is a procedure for HSE operational control & it meets the requirements:  Includes the HSE requirements for the chemical Control ;  Includes the HSE requirements for 3rd parties control;  Includes the HSE requirements for the use of hand-held tools;  Includes the HSE requirements for the use of machineries & equipment;  Includes the HSE requirements  for workplace environment & welfare facilities;  Includes the HSE requirements  for HSE signage;  Includes the HSE requirements  for Safe Method Statement & Permit to Work;  Includes the HSE requirements for the first aid provision;  The procedure & its records are up-to-date;
Assessor’s comments/evidences:
Sub-clause (4.4.7): HSE Emergency Preparedness & Response (EPR)
Requirement				Developed	Documented	Implemented
There is a procedure for HSE emergency preparedness & response & it meets the requirements :  States the requirements of the identification & assessment of all potential emergencies;  Identifies persons to take charge during emergency (notification, mitigation, etc);  Details actions to be taken by employees & 3rd parties in the event of emergency;  Identifies persons with special roles during emergencies (first aid, fire wardens .. etc);  States the requirements of evacuation;  States the requirements of the interface with external emergency services;  States the requirements of the protection of vital records & documents;  States the requirements of the communication with neighbors, public & media;  States the requirements of the equipment that may need to be sued during emergency (lay-outs, contacts .. etc);  States the requirements of the critical data need to be available during emergency (lay-outs, contacts .. etc);  States the requirements of the drills / drills evaluation of the response to all potential emergencies that identified;  States the requirements of the post-emergency evaluation;  The procedure & its records are up-to-date;
Assessor’s comments/evidences:
Signature of In-charge Person:		Signature of Auditor:

Clause (4.5): HSE Checking & Corrective Actions
Sub-clause (4.5.1): HSE Performance Measurement & Monitoring
Requirement				Developed	Documented	Implemented
There is a procedure for the measure & monitor HSE performance on regular basis & it meets the requirements:  States the requirements of qualitative & quantitative HSE performance measurement;  States the requirements of the measurement of the HSE performance proactive & reactive indicator;  The procedure & its records are up-to-date;
Assessor’s comments/evidences:
Sub-clause (4.5.2): Accident, incident,  non-conformances & corrective & preventive action
Requirement				Developed	Documented	Implemented
There is a procedure for HSE accident, near misses reporting & investigation & it meets the requirements:  States the requirements of accident & near misses response & reporting/recording;  States the requirements of accident & near misses investigation & corrective actions and preventive actions;  States the requirements of accident & near misses data analysis (linked to performance measurement);  The procedure & its records are up-to-date;
Assessor’s comments/evidences:
Sub-clause (4.5.3): HSE Records & Records Management
Requirement				Developed	Documented	Implemented
There is a system for HSE records & records management:  All procedures include the requirements of records & records management (location, time to be kept .. etc);  There is a procedure for the control of HSE all documentation & documents control  as clauses 4.4.4 & 4.4.5
Assessor’s comments/evidences:
Sub-clause (4.5.4): HSE Audit
Requirement				Developed	Documented	Implemented
There is a procedure for the internal audit of HSE-IMS The control of it& it meets the requirements:  States the requirements of the audit of the implementation of the HSE management program;  States the requirements of the review of the previous audits;  States the frequency of the internal HSE-IMS audit;  States the mechanism by which HSE internal audit is to be conducted (checklists, reports, etc)  States who has to conduct the HSE internal audit;  States the requirements of corrective action request for non-conformances  States the requirements of the action plan to correct the identified non-conformances;  The procedure & its records are up-to-date;
Assessor’s comments/evidences:
Signature of In-charge Person:		Signature of Auditor:

Clause (4.6): Management Review
Requirement				Developed	Documented	Implemented
There is a procedure for the regular review of the HSE-IMS by top management & it meets the requirements:  States the requirements of the HSE data on which the review is to be based;  States the frequency of the regular review;  States the requirements  of the irregular review;  The procedure & its records are up-to-date;
Assessor’s comments/evidences:
Signature of In-charge Person:		Signature of Auditor: