Verify Category A Audit Content

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1 Verify Category A Audit Content V10.0 Achilles Group Limited, All rights reserved.

2 Objective The objective of this document is to provide suppliers who have registered for a Verify Category A (V10.0) Audit with an indication of the content of the audit and to facilitate their preparation for the audit. Preparation will confer the benefit of ensuring that the right result is achieved within the time allotted for the audit. Audit Content The Verify Category A (V10.0) audit is based upon a remote management system evaluation (MSE). The Table of Audit Content below lists the audit content that will be covered during the audit. The question numbers for each aspect of the Report Template, used by the auditor to record your responses and which will become the full report, are shown in columns indicating to which aspect (i.e. health and safety, environment or quality) they are applied. The Typical Evidence Expected column lists suggestions for the type of evidence that might contain information to satisfy the related questions. Note that such lists are not exhaustive and the company may have additional or alternative forms of evidence. Not all the items of the Typical Evidence Expected may be necessary, depending on their content, to achieve full marks for any specific question. To gain full credit any forms or templates presented to the auditor must be fully completed, other than those related to accidents and incidents where the company has no such events to report. Additional information on the scoring system can be found in the Scoring Guidelines document which can be found in the confirming registration or renewal. Page 2 of 13

3 1.0 System Assurance and Compliance 1.1 Can the company demonstrate that their Quality, Health & Safety and Environmental Management Systems are assured? The company shall demonstrate if they have any formal 3rd party certification for their management systems as awarded by an independent accreditation body for quality, health and safety, environment or social responsibility? The auditor will need to establish if the accrediting body is UKAS registered or other international equivalent? Where 3rd party accreditation has not been achieved is the company prepared to operate adopt their clients Quality, Health & Safety and Environmental Management Systems? Certification Certificates Contracts of Services with clients 1.2 Can the company demonstrate compliance with the Construction, Design and Management Regulations? The auditor will establish if the company undertake any activities that fall under the CDM regulations. As part of the review the auditor shall establish if the company has identified and documented its responsibilities as defined within the CDM regulations and that the management systems clearly identify processes for meeting and discharging duties as required. 2.0 Quality Control and Assurance 2.1 Does the company have a formally approved Quality Management policy statement? The company shall demonstrate that it has a policy statement signed and endorsed by the management representative. The policy shall relate to the company activities. Quality Policy Statement Page 3 of 13

4 2.2 Does the company use processes or systems for the management and control of documentation? The company shall demonstrate that there is a formal document control process in place. The procedure must detail all aspects of the control process including issuing and withdrawal of documents. Document Control Procedure 2.3 Does the company have a controlled and documented process for the handover of completed works? The company shall demonstrate the process and/or procedures in place for the handover of completed works. The must detail the signoff process and also those individuals defined as being competent to sign off the works. Quality control procedure Client handover documents (or equivalent) Completed job sheets (or equivalent) 2.4 Does the company have in place an internal auditing/inspection programme? The company shall demonstrate that a procedure is in place for regular/programmed internal audits and inspections. The company shall specify a minimum competency level for personnel undertaking audits / inspections and that the programme covers all areas of the business. Internal auditing procedure Previous audit/inspection reports Roles and responsibilities Job descriptions Organisation charts 3.0 Training and Capability/Competence Assessment 3.1 Does the company induct new workers into the business when they first start on site? (This should include employees, sub-contractors, self-employed and visitors) The company shall demonstrate how it will induct new workers into the business when they first start. This should include employees, sub-contractors, selfemployed persons and visitors. Records of induction shall be made available and also a demonstration of the mechanisms that are used for delivery. Induction process/procedures Induction records Employee training records Site induction records Page 4 of 13

5 3.2 Has the company identified all work activities relating to their scope of service that requires formal training? The company shall demonstrate that a training matrix is in place for all categories of worker. If the company does not utilise a matrix format do they have any other system to record what training is required for each job. The company shall demonstrate that the training process confirms competency/capability requirements as well as training needs. Training matrix Employee records Job descriptions Organisation chart 3.3 Is there a system in place to ensure that existing training certificates /licences held by individuals are checked and validated on a regular basis? The company shall demonstrate that it has a means of identifying certification expiry/re-training dates and also, where necessary, competency assessments of all categories of worker. Training matrix Employee records Job descriptions Organisation chart 3.4 Does the company have programmes in place for the re-assessment/re-training of personnel? The company must demonstrate how it monitors the effectiveness of the training programmes provided. In addition to this the company shall provide evidence as to how re-training/re-assessment requirements are monitored. Training matrix Employee records Training standards and guidelines Page 5 of 13

6 4.0 Working Hours 4.1 Does the company keep records of all workers standard and overtime working hours? The company shall demonstrate how working hours are recorded, monitored and managed. The procedures in place must detail how this is conducted for normal and overtime hours worked. Employee Handbooks Timesheets Employee Files 5.0 Workplace Safety 5.1 Does the company have established processes to ensure compliance to legal and other legislative requirements that are applicable? The company shall demonstrate how they established, implemented and maintained procedures to identify and access all legal and other requirements. Document register Records of competent advisors Document control procedures Page 6 of 13

7 5.2 Does the company have a person who has delegated responsibility for workplace and product safety? The company shall demonstrate that it has competent health and safety support. Health and Safety Policy Job Description Organisation chart Contract of Services if provided by a third party Can the company demonstrate that the senior management team take a proactive role in the continuous improvement of health, safety and industrial hygiene within the company? Does the company have control measures in place to reduce / remove identified Health and Safety Risks The company shall demonstrate that senior management take part in both random and programmed safety inspections/tours/audits. The auditor will establish how the company commits to establishing measurable objectives and targets to ensure continued improvement aimed at elimination of work related injury and illness. The company shall establish, implement and maintain documented procedures to identify hazards/impacts and assess risks. This should also include how the company developed its methodology for hazard identification, risk assessment and risk control, based on operational experience. The auditor will establish how the company uses all forms of Risk Assessment including; Generic, Dynamic, site specific etc. The auditor will also review any risk control processes to manage works completed under a permit to work system issued by the company or by a principle contractor. Health and Safety Policy Internal audit and inspection procedures Health and Safety objectives and targets register Health and Safety Policy Risk Assessments Risk assessment procedures Permit to work systems Page 7 of 13

8 Does the company have a communication process to provide guidance to the workforce on workplace safety issues? Can the company demonstrate that they issue appropriate Personal Protective Equipment (PPE) to all workers (migrant workers, contract/ labour, full-time) that may be exposed to workplace hazards? The company shall demonstrate how it utilises a variety of methods of communication. This shall include the formal records of communication/briefings issued. As part of the process the auditor will establish how the company verify that mechanisms for communicating with personnel with poor / non-local language skills are appropriate and that hazards are understood. The process shall ensure that employees, subcontractors and where appropriate visitors are included within briefing and communication programmes. The company shall demonstrate that all workers have been issued and also given guidance on the proper handling, storage and use of PPE. The company shall demonstrate the process for the retention of PPE records and the methodology used to identify type of equipment that needs to be used. The auditor will also establish that this process is extended to all contract and temporary workers. Communications procedures Employee handbook Toolbox Talks (or equivalent) Bulletins Briefing Notes Induction processes Health and Safety Policy PPE Issue Record Training records Employee Records 5.7 Can the company demonstrate that they have assessed the hazards associated with applicable chemicals and/or hazardous substances? The company shall demonstrate the process or system in place to ensure that up to date data sheets are obtained and are retained in a central register. COSHH Register 5.8 Can it be confirmed that the company have implemented controls to prevent workers being exposed to harmful chemical, biological and physical agents/substances/materials that exceed the minimum legal exposure limits? The company shall demonstrate that workers have had the appropriate training including the identification and use of substances and/or work equipment. COSHH Procedures Training Matrix Page 8 of 13

9 5.9 In the event of an injury in the workplace can the company demonstrate they have adequate emergency first aid facilities onsite? The auditor will establish if there are medical points with facilities located throughout the workplace and that the company provide facilities when working away from the main office. In addition to this the company must demonstrate that qualified emergency first aid personnel are easily identified e.g. badges First Aid training records First aid stock monitoring process Training Matrix Occupational Health procedure Site Establishment procedure (or equivalent) 5.10 Does the company have arrangements in place for investigating and reporting of Accidents and Incidents and Near Misses in their worksites? 6.0 Occupational Health The company shall demonstrate that it has a nominated person who reports all accidents and incidents to government agencies and where applicable a corporate Head Office. The company must also have a system in place to maintain records of accidents and incidents (This includes safety & environmental incidents). In addition the company must have a documented process for undertaking investigations into accidents/incidents and near miss occurrences. Preventative action plans shall also be in place to support the investigation procedures. The auditor will be required to review any prohibition or Improvement notices within the last 5 years. Accident and Incident Reporting Procedure Accident and Incident Investigation Procedure Records of Accidents. Incidents and Investigations Training Matrix Web check: Web check: / 6.1 Does the company have a nominated person who has responsibility for occupational health / industrial hygiene? The company shall identify a suitably competent person with responsibility for the occupational health programme. Organisation Chart Job description Occupational Health policy/procedure Page 9 of 13

10 7.0 Emergency Planning 7.1 Does the company have a controlled process for the identification and implementation of emergency arrangements? The company shall demonstrate that they have controlled processes for the identification and implementation of work site specific emergency arrangements. Site specific emergency arrangements shall also be communicated to all applicable personnel. The company must also demonstrate that they have tested the effectiveness of their emergency arrangements. The company must also demonstrate that there is a programme in place that ensures that all emergency (fire and evacuation) equipment is checked regularly by a competent person. Emergency Procedures Fire evacuation plans Risk Assessments Records of Fire Drills Equipment testing certificates 8.0 Environmental Management 8.1 Does the company have an environmental policy statement? The company shall have a documented Environmental Management Policy that has been endorsed by a senior manager within the organisation. The Policy should be applicable to the scope of services supplied and contain a commitment to reduction of pollution. Environmental Management Policy 8.2 Are the company s environmental management systems documented? The company should have a documented environmental management system that allows the organisation to mitigate and manage their environmental impact. The environmental management system should be aligned to the principles of ISO14001: Environmental Management Manual Page 10 of 13

11 8.3 Does the company manage the Aspects and Impacts associated with their scope of services? The company shall have documented the Aspects of the business that impact on the environment. Aspects and impacts register 8.4 Does the company have control measures in place to reduce/remove identified environmental risk? The company shall demonstrate risk assessments managing the company environmental impacts. Environmental Risk Assessments Site Environmental Management Plans 9.0 Waste Management 9.1 Does the company ensure that it disposes of all its waste in a legal and proper manner? The company shall demonstrate that all waste is disposed of in a legal manner Waste transfer processes Use of registered waste carriers 10.0 Selection and Management of the Supply Chain 10.1 Has the company appointed a management representative with overall authority for subcontractor / supplier selection and management? The company shall demonstrate that it has appointed an individual with responsibility for supply chain / subcontractor selection and management. The competency requirements for this person must clearly be identified. Organisational Chart Job Description Roles and Responsibilities Page 11 of 13

12 10.2 Does the company ensure effective management of their supply chain? The company shall demonstrate documented processes for the assessment of suppliers / subcontractors prior to engagement. The company shall maintain records of suppliers and subcontractors that have met documented company standards. These arrangements shall include a process for pre start H&S inspections of activities and the minimum Safety, Environmental and Quality expectations of the supply chain. The company should have a process to verify the competency of subcontractor personnel. Supply chain selection procedures Pre-qualification questionnaires and assessments 11.0 Use of Work Equipment, Vehicles and Machines 11.1 Does the company have arrangements in place for ensuring that all plant, hand tools and equipment are approved prior to use? The company shall demonstrate documented processes for the maintenance, inspection and calibration of plant and equipment. In addition to this the company shall demonstrate how inspection / calibration / maintenance and servicing is scheduled and managed. The company shall have controlled processes to ensure and demonstrate the competency of personnel involved in the maintenance and servicing of plant and equipment. Register / List of applicable plant and equipment Competency certificates of fitters / maintainers / inspectors Certificates of Inspection / Calibration Records of maintenance / servicing / pre start and periodic checks Page 12 of 13

13 12.0 Insurance and Warranty 12.1 Can the company demonstrate that it has adequate insurance to cover not only its scope of works, also its workforce and surrounding environment? The company shall demonstrate that the scope of business insurance held applies to the scope of services being offered. Certificates of business insurance Supporting Insurance schedules Page 13 of 13

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