audit:tmo health and safety 2012/13 prepared by: aipesh

Audit:TMO Health and Safety 2012/13 Prepared by: AIpesh Patel

Client: Executive Director of Financial Services and ICT ACT~’ON PlAN Date: March 2013

Report Implem. Date Responsible Ref. Officer

4.15 QTR 2

5.7

Recommendation Priority

Where any high priority Medium remedial work is identified as

Agreed Action

Workflow process currently being developed in EDRMS

part of the annual and safety inspection checks, this should be followed up by the Health and Safety Team to ensure it is undertaken on a prompt basis by the responsible section

The gas inspection records on the Keystone System should be up to date and regularly reviewed by management to ensure it reflects the most current status for TMO properties. Management should also ensure that data relating to gas inspections is provided by the contractor T Brown on a regular basis for upload onto the Keystone System.

High

to monitor FRA Actions. Anticipated that this can be adapted to accommodate the annual H&S inspections.

Data relating to gas safety inspections is now updated on a weekly basis.

Import of data into Keystone is being resolved. A Keystone Project Board is being established to oversee the development and improvement of the Keystone system, ensuring : ¯ Effective data input ¯ Data management and

exception reporting ¯ Effective interface and

communication within KCTMO.

Done

Q1

Health Safety and Facilities Manager

Building Services Manager

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Client: Executive Director of Financial Services and ICT .&.C’II’ON Pl.~.N Date: March 2013

Report Ref.

5.12

6.10

Recommendation

The service agreement with Gas Advisory Service should be reviewed and terminated if it is no longer required as a result of the Building Services management reorganisation.

Management should ensure that the electrical inspection records on the Keystone System are up to date and accurately reflect the inspections carried out by the contractor RGE. An appropriate workaround solution should be identified to enable all the outstanding inspection records to be uploaded onto the Keystone System so that the information is up to date and accurate and can be used to monitor when inspections are due.

Priority

Medium

High

Agreed Action

The service agreement with GAS will be reviewed in June 2013.

A single database of electrical inspection records is being assembled to enable the short term planning of ongoing electrical inspections.

This data will then be stored on Keystone which will be used to plan and monitor future programmes.

Implem. Date

Q1

Q1

Q2

Responsible Officer



and

Technical Systems Manager

7.5 Information relating to Medium With immediate effect our Q1 Technical Systems asbestos related inspection target is to upload/input Manager&Health~

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Client: Executive Director of Financial Services and ICT .&.C’II’ON PlAN Date: March 2013

Report Recommendation Priority Agreed Action Implem. Date Ref.

8.2

8.12

and works carried out should be uploaded onto the Keystone System on a monthly basis. This ensures that all asbestos related inspection records on the Keystone System is up to date and complete

The Building Services ~4anager should ensure that all portable fire fighting equipment is regularly inspected by the appointed contractor and any faulty equipment identified replaced on a prompt basis. The frequency of inspections should also be monitored by management to ensure the contractor is undertaking these in line with agreed timescales

The Building Services Manager should ensure that all water quality inspection records are

High

Medium

asbestos data into Keystone within one week of the information being received. We have now also instigated a monthly audit at which point we will confirm that all information received within the preceeding month has been uploaded.

Monitoring arrangements around the RGE fire safety contract have been strengthened to include: ¯ Monthly progress

meetings ¯ Improved management

information from RGE ¯ Highlight and exception

reports Actions are agreed at the monthly meetings to ensure compliance.

Current water quality records are held and monitored on a stand alone

Q1

Q2

Responsible Officer Safety & Facilities Manager

Building Services t4anager


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Client: Executive Director of Financial Services and ICT ,~.CT~’ON PlAN Date: March 2013

Report Recommendation Priority Agreed Action Implem. Date Responsible Ref. Officer

up to date on the Keystone database. The import of this System. The frequency of data into Keystone will be checks being carried out by actioned. This will be the contractor should be overseen by the Keystone reviewed on a regular basis to Project Board. ensure compliance with agreed inspection frequencies

9.4 Medium Qtr 1 & Qtr 2 Health Safety and Facilities Manager

Appropriate performance indicators relating to health and safety inspections should be developed by management. This ensures that inspections can be monitored and any performance issues identified for appropriate corrective action to be taken where performance does not meet expectations

A range of performance indicators which can be monitored on a regular basis have now been identified to supplement the information in the Annual Report and the existing KPIs. These relate to staff, resident and contractor h&s. Reporting on the asbestos KPIs will commence this quarter with introduction of the remaining areas in Qtrl & Qtr2.

and

Policy Compliance Manager

Priority Rating:

HIGH Recommendation addresses fundamental weaknesses, which seriously compromise the effective

I accomplishment of the system’s objectives. Risks presented by the control weaknesses could be damaging

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Client: Executive Director of Financial Services and ICT ,~.C’l’~’Ol~l PlAl~l Date: March 2013

MEDIUM

LOW

in the short term. The management action required should be implemented as soon as possible, certainly within 0-3 months. Recommendation addresses serious weakness, which affect the reliance to be placed on the system. Risks presented by control weaknesses could be damaging in the medium term. Management action is required within 0-6 months. Recommendation addresses minor weaknesses, or suggests a desirable improvement. Risks presented by control weaknesses are unlikely and inconsequential. Management action is recommended to address concerns within 0-9 months.

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audit:tmo health and safety 2012/13 prepared by: aipesh

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