previous : Part 2.05 - Auditing
2.06 Internal Auditing
Internal auditing at XYZ OSHMS is currently carried out by the OSH Representatives, within the framework of the consultative method agreed upon between management and employees.
The ‘Key elements of due diligence’ are listed as:
- Component 1.0 – Health and safety policy and programme
- Component 2.0 – Duties of employers and others
- Component 3.0 – Occupational health and safety committees*
- Component 4.0 – Contractors
- Component 5.0 – Hazard identification, assessment and control
- Component 6.0 – Instruction and training
- Component 7.0 – Communication
- Component 8.0 – Human resources
- Component 9.0 – Notification of accidents and DOSH infringement notices
- Component 10.0 – Auditing and review.
*NOTE DISCUSSION ON COMMITTEES WILL NOW ENCOMPASS ALL CONSULTATIVE METHODS THAT ARE ACCEPTABLE TO THE MAJORITY OF EMPLOYEES – AT XYZ, THIS INCLUDES THE OSH REPRESENTATIVES.At XYZ, the questionnaires provided for each of the components may be checked for compliance in an internal audit by the OSH Representatives.
Generally, the auditing consists of site inspections and comparison of what is sighted, to the various internal policy demands and those of various statutory authorities. It is this comparison that ensures a more analytical approach to safety than the straight-forward inspection process using the checklists provided in Chapter 8. Occasionally, ad hoc situations may arise (eg incident occurs that demonstrates potential breakdown of an internal OSH procedure, or information indicates a system needs an update) where the OSH Representatives need to carry out a very localised audit – a ‘partial audit’ -of the OSHMS as it applies to that area.
OSH Representatives have access to core XYZ OSHMS documents, including this OSH manual, and the right to compare theoretical, documented procedures with the actual, physical application of those procedures.
The OSH Representatives have a duty to report any non-compliance issues to the XYZ General Manager at the earliest possible convenience. Notwithstanding this requirement, all audit reports are to be presented in a timely manner to the General Manager.
Timing of Audits
Audits are not to confused with inspections, which may occur daily – even hourly - in some situations. Audits tend to apply to the longer-term operations of a business, and include checks and comparisons of documentation, including OSH programmes, policies and procedures.
As is suggested in the section on the safety management plan (section 2.02-1), XYZ management could instigate an internal audit as soon as possible after the two OSH Representatives have been trained. These two representatives would apply the ‘Due Diligence’ audit tool provided, prepare a report which would include conformance and non-conformance issues. From this, plans of appropriate control are made by management, and hopefully implemented. The OSH Reps may then carry out another audit to check non-compliance issues have been corrected, and to what degree. It may then be decided a two yearly audit is sufficient for XYZ (with the provision that any major alteration may demand an ad hoc decision to be made to instigate another audit).
Audit questions
Various questions relating to the elements outlined in the DOSH ‘Due Diligence’ publication are provided in a checklist format, and allow for the auditor to tick whether or not the relevant question has been adequately answered or not, along with space for ‘action plan’ notes for later discussion.
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