Internal Audit/Inspections

Purpose

This procedure outlines the process for internal audits and inspections which is to assist management to promote effective management and control through the provision of information with analysis, appraisals, recommendations and pertinent comments concerning the activities audited or inspected.

  • To ensure compliance with ISO 9001, ISO 14001, OHSAS 18001, AS/NZS 4801 and relevant legislation.
  • To ensure the effectiveness of the management system.

Responsibilities

Management is responsible for implementing this procedure.

All employees are responsible to attend at audits/inspections as required.

Procedure

Planning

Audits, inspections and other HSEQ activities shall be conducted according to the HSEQ Activities Calendar. The Calendar shall be developed by the Managing Director on a yearly basis.

The Calendar shall cover all areas of HSEQ according to the status and importance of the activity.

The Calendar also offers the opportunity to plan unscheduled audits if required and helps to inform staff that auditing is now an integral part of our operations.

Auditor Qualifications

It shall be ensured that enough auditors are trained that ensures objectivity and impartiality of the audit process. Selected staff shall be trained as internal auditors.

The Internal Audit/Inspection Procedure shall be delivered to all internal auditors. Selected internal auditors who have completed the course may be asked to attend an RAB-QSA accredited course. Internal auditors will attend an internal refresher auditing course every two years. Internal auditors will be selected to carry out audits as per the Calendar but a s a minimum shall carry out four internal audits per year.

Preparation

The audit/inspection shall commence with the auditor notifying the auditee and arranging a suitable date and time and explaining the scope and purpose. The Auditee should:

  • Inform relevant workers about the objectives and scope;
  • Appoint responsible members of staff to accompany the auditor/s;
  • Provide all resources needed n order to ensure an effective and efficient process;
  • Provide access to the facilities and evidential material as requested;
  • Co-operate with the auditor/s to permit the objectives to be achieved.

The next stage of the process is to obtain all possible documentation relevant to the procedure/process being checked. This may include procedures, work instructions, standards, specifications or even forms. It is important to spend a lot of time on the preparation as unprepared auditor can mean unnecessary time wasting and question asking during the audit.

When the team consists of more than one person a lead auditor should be established. The lead auditor should be suitably qualified to organise and control the audit/inspection, report on findings and supervise all members of the team. The lead auditor should assign specific tasks to the team members and monitor all activities closely.

From the documentation obtained, read carefully to obtain an understanding and develop some “Show Me” questions that are critical to the procedure/process. All questions shall be recorded on the System Audit Checklist.

The questions formulated are guides and will lead onto other questions. Where possible keep the questions open ended so that the auditee cannot simply answer with a “Yes” or “No”. Also select questions that require the auditee to produce objective evidence.

Inspections shall be carried out using the following checklists;

  • Field HSEQ Checklist
  • Warehouse HSEQ Checklist
  • Office HSEQ Checklist