SUEZ OIL COMPANY
HSE Procedures Cairo-HSE-P-03 Paper Copy Valid one month from Print Date
HSE Internal Audit Procedure P rocedure Cairo-HSE-P-03 1.0
Purpose
The purpose of this procedure is to describe how internal HSE audits are managed, conducted and reported. 2.0
Scope of application applicatio n
This procedure covers the methodology for HSE Internal Audit applicable to all SUCO operations at Cairo and the fields. 3.0
Responsibilities
Cairo HSE is responsible for producing an internal audit schedule for the Fields and Cairo areas based on the HSE importance of the area area involved. The schedule schedule specifies specifies quarterly audits sufficient to cover the whole areas operations and activities within a yearly programme. Scopes for each audit are defined in an individual audit timetable. For each audit Field/Cairo HSE specify the scope based on the requirements of ISO 14001/OHSAS
SUEZ OIL COMPANY
HSE Procedures Cairo-HSE-P-03 Paper Copy Valid one month from Print Date
Cairo HSE maintains a list of approved auditors which is copied to the Fields. The HSE General Manager in co-operation with the Administration General Manager arranges provision of appropriate training courses courses for auditors. Field/Cairo HSE is responsible for maintaining audit files to demonstrate that their corrective actions are completed and audit non-conformities closed out. 4.0
Procedure
4.1
Audit Scheduling
Once a year, in October, the Cairo HSE reviews the HSE system to examine if any changes have occurred in Legislation, organisation, activities or products that would influence the required audit schedule. The Fields are advised about the changes in priority. HSE also examines the significant risks and aspects and ensures that schedules and scopes are constructed that balance the importance, the findings from previous audits, the logistics and the available resources to carry out the audit. The audit schedule includes sufficient scope to demonstrate that the system conforms to ISO 14001 and OHSAS 18001, whilst focusing more on performance issues.
SUEZ OIL COMPANY
HSE Procedures Cairo-HSE-P-03 Paper Copy Valid one month from Print Date
4.3
Audit Conduct
On arrival at the audit location the Lead Auditor makes contact with the appropriate persons and establishes a base office/room for the audit. Then the Lead auditor carries out a short discussion of the programme with the auditee to establish if the timetable needs to be amended. Where a team is carrying out the audit then the duti duties es of each each auditor are allocated. The auditors then carry out the audit involving interviews and observations and using the scope and any checklists/forms checklists /forms necessary. Information is verified verifi ed by examining documents and records Each Field audit must include a visit to operational areas to examine performance objectively. The Auditors prepare records or logs of their findings indicating the areas/items covered, records examined and persons persons interviewed. inter viewed. These records must must include these items even where where no nonconformities are identified, to demonstrate that good performance is recognised and that the audit scope was adhered adhered to. These notes are retained in the audit file. Where any Non-conformities are identified these should be given a Reference Number and recorded for discussion with the relevant Area Manager.
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HSE Procedures Cairo-HSE-P-03 Paper Copy Valid one month from Print Date
The original of any non-conformity record, along with all supporting notes and documents, is retained by the relevant Field/Cairo HSE. A draft copy of the audit report is sent by the Lead Auditor to Managers of the areas being audited for identification identificat ion of the proposed propos ed correcti corrective ve actions and timescales. A copy copy of the draft draft report is also sent to Cairo HSE. Managers who have actions are required to respond to the report with the proposed actions and timetable within one week of the audit. Non-conformities Non-conformities are entered entered into the audit audit database by the HSE or follow-up follow-up co-ordinator. When the proposed actions are received from the managers then the final report is issued by the Lead Auditor. The Final audit report contains the findings, the Non-conformity Notes and the summary of nonconformities extracted from the database. 4.5
Corrective and Preventive Action and Follow-up
Corrective actions and timescales are proposed by the relevant Manager and agreed by HSE.
HSE Procedures Cairo-HSE-P-03
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Paper Copy Valid one month from Print Date
For a single Non-conformity not meeting the plan where there are good reasons then the matter must be discussed with the auditee and a new action plan agreed. Otherwise it should be re-raised at Category 1 in a new NCN report. If a substantial number are not completed then all the unresolved actions are collated into one Nonconformity at Category 1 against ISO 14001/OHSAS 18001 Clause 4.5.2, Non-conformity, Corrective and Preventive Action. The new action plan on the form should include both correcting the original defects and a further plan to correct correct the failure in the corrective action system. system. However, However, auditees have to present significant documented evidence to demonstrate that the corrective action system has been adequately followed. 5.0
Required Records
The Field and Cairo HSE hold a record file of each audit including all documents and reports prepared during during the audit. This remains remains open until all Corrective Corrective Actions have been satisfactorily satisfactorily verified. Records of audits and corrective actions are maintained by HSE on a database. The HSE General Manager retains all summary and analysis reports.
HSE Procedures Cairo-HSE-P-03
SUEZ OIL COMPANY
Paper Copy Valid one month from Print Date
Example Audit Programme e
Activity
0-10.00
Production Manager
Verify previous audit NCN's hazards, risk assessments, environmental aspect identifications, controls & monitoring. Handling & reporting of accidents and and incidents. Operating procedures Emergency response and communication HSE Policy, objectives, management reviews, legal requirements 0-12.00
Chemical Labs
Verify previous audit NCN's Monitoring/measurements, Monitoring/measureme nts, analyses p lans, calibration,
Notes/Items to Check
HSE Procedures Cairo-HSE-P-03
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Paper Copy Valid one month from Print Date
Audit No: Department:
Example HSE Audit Report Procedure:
Standard:
Date:
Focus Area:
Location:
Scope of Audit:
Previous NCN's Raised and Current Status:
HSE Procedures Cairo-HSE-P-03
SUEZ OIL COMPANY
Paper Copy Valid one month from Print Date
Audit No:
EXAMPLE NONCONFORMANCE NOTE
Date:
Standard/Procedure:
Location:
NCN Number:
Clause:
Department:
Category:
FINDINGS:
Lead Auditor:
AUDITEE RESPONSE (corrective / preventive actions
Accepted by (Auditee):
d)
HSE Procedures Cairo-HSE-P-03
SUEZ OIL COMPANY
Paper Copy Valid one month from Print Date
Example Audit Database and Findings Report
Audit Date
20/09/2005
Audit No.
2005-02
NCN No.
Description and Consequence
2005-10
OHSAS requires that the organisation "shall establish and maintain…" emergency plans. The Emergency Plan states this should be reviewed annually. The HSE Document Control Procedure (Caireo HSE-P-01) states this should be a maximum of 2 years. T he current versiuon was issued in September 2003.
Category of Finding
Process/ Area/ Department
Minor
HSE
Standard
OHSAS 18001
Clause
4.4.7
Auditor
P.Jarvis
Action No.
Investigation of Causes
A2005-16
Changes in staffing has allowed this item to slip
A2005-17
20/09/2005
2005-02
Issue 3.2 February 2007
2005-11
OHSAS requires that the organisation establish and maintain plans and procedures to cover situations for "preventing and mitigating the likely illness and injury that may be associated with..." emergency situations. SUCO is aware of the need for special arrangements to be made for disabled employees working in the office, but has taken no action yet.
Minor
HSE
OHSAS 18001
Next Revision Date - 31/12/08
4.4.7
P.Jarvis
Page 9of 9
A2005-18
The pla ns for for disabled people have been developed but are not documented within the emergency plan.
Responsibility
Deadline
Update and Reissue the Emergency Plan
HSE
14/12/200 5
Determine and Publish an improved system for timely updates of critical HSE Documents.
HSE
14/12/200 5
Prepare a briefing Paper with the range of available options.
HSE
20/10/200 5
Corrective Action
