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Auditing

StudentName’s

Summary

Theaudit was conducted to establish the organizations commitment tosafety and management systems policy. The statement policy issupposed to be made and kept to the disposal of the management,employees and other workers to read and make any review on it. Thisis to enhance the safety against hazards and risks at workplace. Theorganization has actually made tremendous efforts in safeguarding thedocuments, records and workplace conditions through employeeinvolvement and taking corrective action as well as making followups.

Scope,Purpose and Application

Thissafety and management audit is a review of the documents, records,interviews and observation elements at Koinoni Building andConstruction Company, Geneva, and prepared by the Best Auditors Ltdfollowing a request by Duke Job, Project Manager of the operation.

Scope

Russell(2008) defines scope as the least requirement for any occupationalsafety and health management schemes, which employees expect inrelation to their safety working environment. It is worth notingthat, the research for this paper was gathered from the existingliteratures and primary research, such as interviews. The interviewerintegrated the community in order to observe their views in handlingsecurity issues.

Purpose

Accordingto Russell (2008), the role of auditing is to determine how effectiveand efficient the safety measures are being adhered to in the safetyand management as outlined in the guidelines of the organization.

Itis also mandated to give the organization a recommendation to assistin future monitoring and evaluation of these management systems inorder to decline the illness or injuries as a result of occupation inthe organization.

Definitions

Accordingto Russell (2008), hazard is risk that may result to injury or deathof an employee while risk is the chances of being exposed to injuryduring the course of an event.

Planning

Recordsand Documents

Withguidance from the table on ACC442 Workplace Safety ManagementPractices (n.d) the following table shows the audit of the recordsand documents.

QUESTION

WORLD CLASS

STRONG

MODERATE

SIGNIFICANT NON-CONFORMANTS EXIST

EFFORT REQUIRED

1.

Are you aware of records and document management safety system?

2.

Have you been trained on documents and records safety system?

3.

Can you be able to reach at the sources of documents and records safety system?

4.

Do you know how to make and keep records?

5.

Do you know how to file the records and documents?

6.

Can you access the office emails?

7.

Do you review the office records?

8.

Are you aware of the documents and records you are needed to generate conforming to required regulation?

9.

Can you be able to access the recruitment letters, minutes and other office reports?

10.

Do you know of the safe procedures in the industry and outside?

11.

Have you ever used the retention schedule?

13.

Do the records and documents satisfy your need and desires?

15.

Does the junior staff have sufficient authority in safety management?

16.

Does the top management support the employees?

17.

For which period is an employee suppose to do document and record management?

18.

Did you have any records management in your previous organization?

19.

Mention any training you have ever attended

DOCUMENT AND RECORD KEEPING

20.

What other training do you require?

RECORD ACCESS AND STORAGE METHODS

WorkplaceObservation

Withguidance from the table on ACC442workplace Safety ManagementPractices (n.d) the following table shows the audit of the workplaceobservation.

Details of requirements

WORLD CLASS

STRONG

MODERATE

SIGNIFICANT NON-CONFORMANTS EXIST

EFFORT REQUIRED

The auditor

is able to

observe

standard

requirement

1. Are there any registers on hazards?

2. Is there evidence on assessing the hazards?

3. is there up to date safety info displayed?

4. Is there any reported fatality register displayed?

5.Are forms completed

6. Are there protective equipments in the workplace?

7. Are there marked areas which are not permitted?

8. Do the above areas need any signing of the documents to be accessed?

9. Are there emergency exits clearly?

10. Emergency equipment is clearly marked and current.

11. Are the security and visitors books at disposal?

12. Is their safety equipment for the visitors?

StaffInterviews

Basedon the guidance on the table ACC442workplace Safety ManagementPractices (n.d), the following table shows the auditing of theorganization.

DETAILS OF REQUIREMENTS

WORLD CLASS

STRONG

MODERATE

SIGNIFICANT NON-CONFORMANTS EXIST

EFFORT REQUIRED

1. Everyone knows what is composed of the hazard in the work.

2. can everyone can identify the hazard in the workplace

3. Does everyone know his or her responsibilities in the safety system?

4. Does everyone understand the safety procedures in the workplace?

6. Does everyone have knowledge on injury identification and reporting?

6. Is the organization safety manual in place to reviewed by employees?

7. Does the manual shows the responsibilities of affected parties in reporting the incident of the hazard?

8. Is there a support for the injured staff member to return to work in time?

9. Is there a right procedure in putting forward any safety issue?

10. Does every staff know the procedure of reporting any emergency?

MANAGEMENT

ManagementSystem

FollowingManuela (2006)guidelines,the top management followed its mandate of the organization and wasable to establish the following:

  • Formulate and implement the safety management guidelines

  • establish a document on occupation safety

  • providing leadership

  • assume overall responsibility

Inthis regard the following was observed according to the Manuela(2006)thesafety policy statement is endorsed by the project manger of theorganization and it is displayed at worksites and in company documentand is regularly discussed.

  1. The top management has shown that it is keen on safety of employees since there is safety statements and reviews.

  2. The senior management has been comparing the outcome of the safety in the company and with other companies.

  3. Management participation in setting safety standards and measurable targets and in established performance measurement systems and procedures

  4. The senior management has given safety a first hand and ensures when they meet their goals, the safety is not neglected at all cost.

  5. The management and the supervisors have demonstrated a deep belief that safety is part of their job

Policy

Followingthe set guidelines in Manuela (2006),whereby every organization should have a safety and health document,the organization actually did not turn a shoulder on it butestablished it at the exposure of every employee.Thedocument orders the management to adhere to required legislation,guidelines and procedures. In addition the, the document describesthe roles and responsibility of management in the safety systems.

Basedon Manuela (2006), there are signs that the outcome had been reviewedon the basis of safety roles and responsibilities. In this regard,the management usually record and report any risk or hazard in theorganization.

Inaddition to CCOHS (2008), the employees have been given the firstpriority to get knowledge and education on safety systems asevidenced in the policy statement and position descriptions. Theemployees have actually attended several meetings, seminars andconference on health and safety management systems.

Responsibilityand Authority

BasedCCOHS (2008) guideline, the policy documentispermitted by the chief officer or any senior employee as evidenced inappropriate signatures, positions and dates. The document shows theroles and responsibilities of every employee in terms of safety.

Usingthe AIHA guidelines, the organization has illustrated its willingnessto strengthen the safety in the organization as indicated by thepolicy document.

EmployeeParticipation

Accordingto the CCOHS (2008), the organization has established and implementedprocedures of ensuring there is active participation of organizationsafety by its level.

Basedon Manuela (2006), guidelines the organization has ensured thesupport of any injured employee in order to go back to work in time.This is shown in the statement of the commitment.

Thetop management has been having consultationwithjunior staff in ensuring the safety in the organization.

Review

Basedon Manuela (2006) guidelines, the organization has better proceduresto ensure safety in the workplace is monitored and evaluated orreviewed before and after the occurrence of the risk or hazard. Incase of any risk the objectives are outlined in time related to therisk and action taken to achieve it.

Accordingto Manuela (2006) guidelines, the organization has enough proof thatit is reviewing the safety systems due to presence of planningdocuments, minutes and schedules

Also,following Manuela (2006) guidelines, the employer has vast knowledgeon the legislation and practice of good conduct in the workplace interms of maintaining the safety management systems.

Assessmentand Prioritization

Basedon Edita Prima Ltd (2007) guidelines, the organization hasestablished and implemented assessment and prioritization ofsafetymanagement system objectives in section 4.1. It has assessed theimpact of safety systems and risk level of the hazards mentioned thenformulates the priorities from such.

Ithas identified causes and other factors which lead to hazards andrisks.

ObjectivesPlans

Thetop management has special tools that identifies, cross checks anddeals with any hazard that may arise at the work-place. The topmanagement is focused in improving the occupational safety by comingup with objectives, resources to assist in implementation andreviewing the outcomes.

Implementation

Basedon Edita Prima Ltd (2007) guidelines, there are experienced employeeswho identify and manage the risks and all the staff are able toaccess the materials for the reference. In case the staff isdeficient of this knowledge, the organization has set up procedure ofsourcing a specialist.

Theorganization has implemented and maintained procedures for reducingrisks throughelimination,use of little hazardous things, issuing warning, controlling theadministration and using hazard-protecting equipment.

DesignReview and Management of Change

Ithas established and implemented procedures to prevent hazards anddeclines risks during the design level and copes with the currentoperations and suppliers.

Ithas identified roles and responsibilities in combating the currenthazard in addition to review of regulations and determiningappropriatescope, degree and design.

Procurement

  • The organization has identified and evaluated risks pertaining to products purchased before being introduced into workplace.

  • The organization has established requirements for supplies and equipment in order to control potential safety risks

  • It has ensured that purchased products are of the standard required.

Audits

Anorganization has conducts audits periodically in order to establishits effectiveness in implementing safety management systems andidentification and control of hazards and risks (Russell, 2008).

Ithas also documented and communicated audit results to thoseresponsible for the correction, preventing action supervisors andjunior staff.

Ithas communicated issues raised in the audit which can generate dangeror injury in future in order for the immediate action to be taken.

Review,Outcomes and Follow Up

Thisorganization is able to review the thesafetymanagement systems to ensure it is continued sustainability, adequacyand effectiveness as evidenced by documents.

Theorganization has been making annual reviews and follows ups on thefollowing: risk reduction, identification effectiveness, assessmentand prioritization and best means of addressing the risks and anydeficiency.

Conclusion

Theorganization has developed best mechanism and action in safetymanagement system without taking anything for granted. It has notignored involvement of employees and proper management systems ofkeeping records, documents and maintaining workplace has beenmaintained according to the set policy stipulated in the handbook inthe office. The conditions are of world class and follows strictstrictly the safety management system.

References

ACCWorkplace Safety Management Practices.Workplace Safety Management Practices Audit Standards. RetrievedFrom,http://www.google.com/url?sa=t&amprct=j&ampq=&ampesrc=s&ampsource=web&ampcd=1&ampved=0CCoQFjAA&ampurl=http%3A%2F%2Fwww.acc.co.nz%2FPRD_EXT_CSMP%2Fgroups%2Fexternal_communications%2Fdocuments%2Fguide%2Fwcm000512.pdf&ampei=QQwBU9rwCcPv0gX37IAw&ampusg=AFQjCNFhknC8HWRAB0IRA2GyHdsFhzNd9A&ampsig2=Q3CRxDdldCBsnf5GHxLWWg&ampbvm=bv.61535280,d.d2k

CCOHS,(2008). InspectionChecklists – General Information.Retrieved From,http://www.ccohs.ca/oshanswers/hsprograms/list_gen.html

EditaPrima Ltd, (2007).PerformanceAudit Manual.Internationalpublications of the National Audit Office of Finland.

Manuela,A.F. (2006). ANSI/AIHAZ10-2005: the New Benchmark for the Safety Management Systems.RetrievedFrom, http://www.google.com/url?sa=t&amprct=j&ampq=&ampesrc=s&ampsource=web&ampcd=1&ampved=0CDEQFjAA&ampurl=http%3A%2F%2Fwww.asse.org%2Fpublications%2Fstandards%2Fz10%2Fdocs%2F25-33Feb2006.pdf&ampei=qQEBU5L_Co2O7QaauIEQ&ampusg=AFQjCNGnqHuIVKRS7sIAINPE2xv3kE8xOA&ampsig2=ijb0B6gSAJiPYc35JCVMUw&ampbvm=bv.61535280,d.d2k

Russell,J.P. (2008). Conductinga Document Review.Retrieved From,http://asq.org/quality-progress/2008/12/standards-outlook/conducting-a-document-review.html