Auditing Student Name`s

The audit was conducted to establish the organizations commitment to safety and management systems policy. The statement policy is supposed to be made and kept to the disposal of the management, employees and other workers to read and make any review on it. This is to enhance the safety against hazards and risks at workplace. The organization has actually made tremendous efforts in safeguarding the documents, records and workplace conditions through employee involvement and taking corrective action as well as making follow ups.
Scope, Purpose and Application
This safety and management audit is a review of the documents, records, interviews and observation elements at Koinoni Building and Construction Company, Geneva, and prepared by the Best Auditors Ltd following a request by Duke Job, Project Manager of the operation.
Scope
Russell (2008) defines scope as the least requirement for any occupational safety and health management schemes, which employees expect in relation to their safety working environment. It is worth noting that, the research for this paper was gathered from the existing literatures and primary research, such as interviews. The interviewer integrated the community in order to observe their views in handling security issues.
Purpose
According to Russell (2008), the role of auditing is to determine how effective and efficient the safety measures are being adhered to in the safety and management as outlined in the guidelines of the organization.
It is also mandated to give the organization a recommendation to assist in future monitoring and evaluation of these management systems in order to decline the illness or injuries as a result of occupation in the organization.
Definitions
According to Russell (2008), hazard is risk that may result to injury or death of an employee while risk is the chances of being exposed to injury during the course of an event.
Planning
Records and Documents
With guidance from the table on ACC442 Workplace Safety Management Practices (n.d) the following table shows the audit of the records and 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
Workplace Observation
With guidance from the table on ACC442workplace Safety Management Practices (n.d) the following table shows the audit of the workplace observation.
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?

Staff Interviews
Based on the guidance on the table ACC442workplace Safety Management Practices (n.d), the following table shows the auditing of the organization.
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
Management System
Following Manuela (2006) guidelines, the top management followed its mandate of the organization and was able to establish the following:
* Formulate and implement the safety management guidelines
* establish a document on occupation safety
* providing leadership
* assume overall responsibility
In this regard the following was observed according to the Manuela (2006) the safety policy statement is endorsed by the project manger of the organization and it is displayed at worksites and in company document and 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
Following the 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 but established it at the exposure of every employee. The document orders the management to adhere to required legislation, guidelines and procedures. In addition the, the document describes the roles and responsibility of management in the safety systems.
Based on Manuela (2006), there are signs that the outcome had been reviewed on the basis of safety roles and responsibilities. In this regard, the management usually record and report any risk or hazard in the organization.
In addition to CCOHS (2008), the employees have been given the first priority to get knowledge and education on safety systems as evidenced in the policy statement and position descriptions. The employees have actually attended several meetings, seminars and conference on health and safety management systems.
Responsibility and Authority
Based CCOHS (2008) guideline, the policy document is permitted by the chief officer or any senior employee as evidenced in appropriate signatures, positions and dates. The document shows the roles and responsibilities of every employee in terms of safety.
Using the AIHA guidelines, the organization has illustrated its willingness to strengthen the safety in the organization as indicated by the policy document.
Employee Participation
According to the CCOHS (2008), the organization has established and implemented procedures of ensuring there is active participation of organization safety by its level.
Based on Manuela (2006), guidelines the organization has ensured the support of any injured employee in order to go back to work in time. This is shown in the statement of the commitment.
The top management has been having consultation with junior staff in ensuring the safety in the organization.
Review
Based on Manuela (2006) guidelines, the organization has better procedures to ensure safety in the workplace is monitored and evaluated or reviewed before and after the occurrence of the risk or hazard. In case of any risk the objectives are outlined in time related to the risk and action taken to achieve it.
According to Manuela (2006) guidelines, the organization has enough proof that it is reviewing the safety systems due to presence of planning documents, minutes and schedules
Also, following Manuela (2006) guidelines, the employer has vast knowledge on the legislation and practice of good conduct in the workplace in terms of maintaining the safety management systems.
Assessment and Prioritization
Based on Edita Prima Ltd (2007) guidelines, the organization has established and implemented assessment and prioritization of safety management system objectives in section 4.1. It has assessed the impact of safety systems and risk level of the hazards mentioned then formulates the priorities from such.
It has identified causes and other factors which lead to hazards and risks.
Objectives Plans
The top management has special tools that identifies, cross checks and deals with any hazard that may arise at the work-place. The top management is focused in improving the occupational safety by coming up with objectives, resources to assist in implementation and reviewing the outcomes.
Implementation
Based on Edita Prima Ltd (2007) guidelines, there are experienced employees who identify and manage the risks and all the staff are able to access the materials for the reference. In case the staff is deficient of this knowledge, the organization has set up procedure of sourcing a specialist.
The organization has implemented and maintained procedures for reducing risks through elimination, use of little hazardous things, issuing warning, controlling the administration and using hazard-protecting equipment.
Design Review and Management of Change
It has established and implemented procedures to prevent hazards and declines risks during the design level and copes with the current operations and suppliers.
It has identified roles and responsibilities in combating the current hazard in addition to review of regulations and determining appropriate scope, 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
An organization has conducts audits periodically in order to establish its effectiveness in implementing safety management systems and identification and control of hazards and risks (Russell, 2008).
It has also documented and communicated audit results to those responsible for the correction, preventing action supervisors and junior staff.
It has communicated issues raised in the audit which can generate danger or injury in future in order for the immediate action to be taken.
Review, Outcomes and Follow Up
This organization is able to review the the safety management systems to ensure it is continued sustainability, adequacy and effectiveness as evidenced by documents.
The organization has been making annual reviews and follows ups on the following: risk reduction, identification effectiveness, assessment and prioritization and best means of addressing the risks and any deficiency.
Conclusion
The organization has developed best mechanism and action in safety management system without taking anything for granted. It has not ignored involvement of employees and proper management systems of keeping records, documents and maintaining workplace has been maintained according to the set policy stipulated in the handbook in the office. The conditions are of world class and follows strict strictly the safety management system.
References
ACC Workplace Safety Management Practices. Workplace Safety Management Practices Audit Standards. Retrieved From, http://www.google.com/url?sa=t&rct=j&q=&esrc=s&source=web&cd=1&ved=0CCoQFjAA&url=http%3A%2F%2Fwww.acc.co.nz%2FPRD_EXT_CSMP%2Fgroups%2Fexternal_communications%2Fdocuments%2Fguide%2Fwcm000512.pdf&ei=QQwBU9rwCcPv0gX37IAw&usg=AFQjCNFhknC8HWRAB0IRA2GyHdsFhzNd9A&sig2=Q3CRxDdldCBsnf5GHxLWWg&bvm=bv.61535280,d.d2k
CCOHS, (2008). Inspection Checklists – General Information. Retrieved From, http://www.ccohs.ca/oshanswers/hsprograms/list_gen.html
Edita Prima Ltd, (2007). Performance Audit Manual. International publications of the National Audit Office of Finland.
Manuela, A.F. (2006). ANSI/AIHA Z10-2005: the New Benchmark for the Safety Management Systems. Retrieved From, http://www.google.com/url?sa=t&rct=j&q=&esrc=s&source=web&cd=1&ved=0CDEQFjAA&url=http%3A%2F%2Fwww.asse.org%2Fpublications%2Fstandards%2Fz10%2Fdocs%2F25-33Feb2006.pdf&ei=qQEBU5L_Co2O7QaauIEQ&usg=AFQjCNGnqHuIVKRS7sIAINPE2xv3kE8xOA&sig2=ijb0B6gSAJiPYc35JCVMUw&bvm=bv.61535280,d.d2k
Russell, J.P. (2008). Conducting a Document Review. Retrieved From, http://asq.org/quality-progress/2008/12/standards-outlook/conducting-a-document-review.html