secbe sdl accelerate ems willmott dixon – ellmer construction month 6 – audit and review 7 april...
TRANSCRIPT
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SECBE SDL Accelerate EMS
Willmott Dixon – Ellmer Construction
Month 6 – Audit and Review
7 April 2008
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Approach
Stage 1:Establishing Audit
Programmes
Stage 4Improving the EMS
Stage 2:Corrective &
Preventative ActionStage 3:
Management Review
Stage 6:Preparing for your
ISO14001 Assessment
Stage 5:Improving Environmental
Performance
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Slide 3
Outline
• Auditing and Audit
Programming
• Exercise 1
• Corrective and
Preventative Action
• Management Review• Exercise 2• Outputs from
Management Review• Preparing for your
Assessment• Exercise 3• Questions & Answers
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Slide 4
EMS Structure
– Your POLICY covers the most significant ASPECTS and IMPACTS
– OBJECTIVES and TARGETS support the commitments of the POLICY.
– INDICATORS track progress against TARGETS
– ACTIONS enable the organisation to meet their TARGETS.
– ACTIONS might require PROCEDURES to help control them.
– The EMP outlines activities for the operation of the EMS and RESPONSIBLITIES for carrying these out.
– The EMP highlights resource requirements.
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Slide 5
Some Examples from you!
• Aspects and Impacts
• Objectives/ Targets
• Indicators
• Actions
• Procedures
• EMPs and Responsibilities
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Slide 6
Auditing
• What is an Audit?
• Why Conduct Audits?
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Slide 7
What Needs to be Audited ?
• Environmental Management System
• Scope ?• How Often ?• When ?• By Who ?
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Slide 8
Audit Procedures
• ISO14001 requirement– Scope– Frequency– Responsibilities for Conducting Audits– Requirements for Auditors– How the Audits will be Conducted– How Results are Reported, and to Whom– How Audit Results are Followed Up
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Typical Audit Procedure
Assessors &Auditors
Management Review
Planning and publishing the audit schedule
Responsibilities for audit activities
Selecting auditors
Audit notification
Audit preparation
Reporting findings
UNDERTAKING THE AUDIT
Raising non-conformances
Corrective Actions
Verify follow up activities
Audit report
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Audit - Programming
– Clearly identify scope, who, and when
– How much of the system will be audited at each audit?
– Avoid busy periods– Make audits manageable– Monitor past audits for
problem areas– Ensure programme
reflects importance– Monitor progress
against schedule
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Slide 11
Preparing for an Audit
– Establish the scope of the Audit
– Review past Audits– Obtain relevant
procedures– Gain understanding of
the EMS requirements– Prepare introductory
questions / checklist– Use pre-formatted
questionnaires if appropriate
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Slide 12
Undertaking the Audit
• The Opening Meeting– Introduce the team– Explain the purpose of the audit– Discuss audit plan inc.
timescales and closing meeting• The Audit
– Follow the checklist agree areas of non conformance
• The Closing Meeting– A summary and verification of
the audit findings– Discuss the findings of the audit
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Slide 13
Undertaking the Audit
• Conducting Audits– Record Questions and
Responses - and Who– Collect Evidence– Ask Open Questions– Probe Areas in Doubt– Help Auditees– Avoid Confrontation– Be Open About Findings– Don’t get Side Tracked
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Slide 14
Undertaking the Audit
Objective Evidence
In Depth Interviews
Specific Questions (from checklist)
Observations from Activities
Examination of Records
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Slide 15
Concluding Audits
• Follow Up & Closure– Feedback summary of findings – Identify both Conformances and
Non-Conformances– Agree action to rectify NCF’s– Agree timeframe and who is
responsible– Sign, date, and correctly reference
audit records– Identify status of audit report [e.g.
CARs Outstanding]– Verify corrective actions– Close off audits and retain,
accessibly, for period as specified
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Slide 16
Typical EMS Audit Reporting Structure
Evidence collected during the audit
Requirements of ISO 14001 or procedure criteria
EMS Auditors Internal Meeting
ConformanceNon-Conformance
Observa’s Major NCF Minor NCF
Agree follow up activities with timescales
EMS Audit conclusions presented in report by auditors
VERIFY
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Slide 17
Auditor Competence
• Assessors will check audits for evidence that the system is being maintained
• They will look at the quality of the audits
• Competence:
– Experience– Knowledge– Training
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Slide 18
Audit Programmes
• Operational
– Focus on Activities– Focus on Abnormal or
Irregular Situations• Management System
– Focus on the management requirements stipulated in the EMS
OperationsEmergencies
MANAGEMENT
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Slide 19
What Needs Auditing ?
• Operations– Procedures
• Operational
• Irregular
• Emergency
– Activities– Processes– Products– Sites, Areas or
Sections– Contracts– Teams or Shifts– Individuals
• Management
– Responsibilities– Procedures
• Legislation
• Aspects and Impacts
• Training
• Communication
• Auditing
• Document Control
– Clauses• Policy
• EMP
• Management Review
• Records
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Slide 20
Establishing an Audit Programme
• What Constitutes an Audit ?
– Checks, Tests, Drills, Client Inspections, Third
Party Assessments
• Think how you can integrate existing practices
• Make the scope of audits manageable
• Schedule audits thoughtfully
• Communicate with auditors and auditees
• Make allowance for spot audits
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Exercise 1
Audit Programming
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Lunchtime
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Slide 23
Corrective & Preventative Action
• What do you do if you find a problem ?
• What do you do if you spot a potential problem ?
• What do you do to try and identify problems before they occur ?
• What do you do to prevent a problem re-occurring
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Slide 24
ISO14001 Requirements
• Define Responsibility & Authorities for:
– Handling & Investigating– Taking Action
• To mitigate• To prevent in future
• Appropriate Response to Nature & Impact of Non-Conformance
• Update any Procedures as a Result
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Slide 25
Corrective Action
• Procedures for Correcting Problems
• Action Plans
– WHAT– WHEN– WHO
• Responsibility Defined• Check Back - Verification• Monitor Future
Performance• Learn good practice
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Slide 26
Preventative Actions
• Reducing Risk
– Procedures– Communication– Information– Training– Responsibilities– Preparedness– Audits– Reviews
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Slide 27
Spotting Problems
• Formal
– Audits – Checks– Reviews– Performance
Analysis• Ad-Hoc
– Feedback
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Slide 28
Management Review
• OK !
• Environment…..
• Looks Good….
• Moving on….
• Any Other Business….
• Have you heard my latest
ring tone ?
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Slide 29
Management Review
• What ?…….
• You don’t mean we have
to go through all this
stuff….
• WHY ?
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Exercise 2
Management Review
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Slide 31
ISO14001
• Requirements
– Review of the EMS– Documented
• Review shall address
– Policy– Objectives– Other Elements of the EMS
• In light of Audit Results• Changing Circumstances• Commitment to Continual Improvement
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Slide 32
Make it Work for You
• Treat the Management Review as an Opportunity
– Management Attention
– Feedback and Input
– Documented Commitment
– Accountability
Management
Review
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Slide 33
What does the Management Review Look Like ?
• What Format ?
• How Often ?
• How Long ?
• Can you Integrate into Other Meetings ?
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Slide 34
Barriers
• What do you think will be the barriers for your management reviews ?
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Slide 35
Good Practice
• What might you do to overcome some of these barriers ?
• What do you think is good practice when holding management reviews ?
• What do you think should be the outputs from a management review ?
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Exercise 3
Preparing for Your
ISO14001 Assessment
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Slide 37
Preparing for your ISO14001 Assessment
• Familiarise yourself with the clauses and requirements of ISO14001 and how they apply to your organisation.
• Check through the requirements of the standard to test if you can demonstrate that your organisation’s EMS has met them.
• Ensure that any improvement requirements previously identified by your assessor have been addressed.
• Ensure that any schedules developed (e.g. audits, management reviews) have been maintained.
• Avoid introducing unnecessary bureaucracy at the last minute. If the system is working (and you can prove it) this is often the best evidence.
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Slide 38
Preparing for your ISO14001 Assessment cont.
• Allow enough time in your preparation, as you don’t know what corrective action you might discover is needed.
• Make sure all documentation that will be required during the assessment is to hand and in a legible format for the assessor to review.
• Communicate to all personnel and sub-contractors about the assessment in advance. Key personnel might need more notice to make their own preparations.
• Conduct a last minute check of the site, looking for obvious signs of problems.
• Present a good first impression to the assessor which shows that the ‘management of the environment is a priority at your organisation’.
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Slide 39
Some Tips
• Verify that the EMS meets the requirements of each clause of ISO14001.
• Check that the EMS has actively been maintained since the Acorn Method Audits.
• Check that the EMS documentation remains applicable if activities have changed.
• Ensure that the EMS documentation has been distributed correctly.
• Check the knowledge of employees and sub-contractors relative to their involvement within the EMS.
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Slide 40
Some Tips cont.
• Undertake briefing sessions with employees and sub-contractors where EMS knowledge has been forgotten.
• Check that all records are in place and are up to date.
• Check the housekeeping of the site to verify that it continues to be compliant with the EMS.
• Contact your certification agency before the audit to discuss their requirements and the itinerary for the audit.
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Slide 41
Assessments:DON’Ts
• Be defensive or too
confrontational
• Try and bluff your way out
• Try and lead the auditor
• Be obstructive
• Try and waste time
• Talk for others
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Slide 42
Assessments:DO’s
• Notify people• Brief people• Involve Top Management • Make the system visible• Present a competent image • Be objective• Show eagerness to learn• Be helpful• Emphasise your successes• Explain plans for the future• Be honest
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• Any Questions?
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Slide 44
Summary
• Audit Programming
• Corrective Action
• Preventative Action
• Management Review
• Outputs from the Management Review
• Preparing for your ISO14001 Assessment
• Revisit outputs from the day
• Personal Action Plans
• Feedback Forms
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Question & Answers
Stage 1:Establishing Audit
Programmes
Stage 4Improving the EMS
Stage 2:Corrective &
Preventative ActionStage 3:
Management Review
Stage 6:Preparing for your
ISO14001 Assessment
Stage 5:Improving Environmental
Performance
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Slide 46
Stage 1
• Achievement Criteria
– Auditing Procedures
– Audit Programme
– Evidence of Audits Conducted
– Plans in Place for Reporting &
Reviewing Audit Findings
RETURN
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Slide 47
Stage 2
• Achievement Criteria
– Responsibilities Defined for Undertaking Corrective or Preventative Action
– Corrective & Preventative Actions Agreed where Non Conformances are Identified
RETURN
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Slide 48
Stage 3
• Achievement Criteria
– Schedule of Management Reviews– Evidence that Reviews Assess the
Continuing Suitability and Effectiveness of the EMS :
• Results from Audits• Performance against Objectives and Targets• Concerns among relevant interested parties• Policy, Objectives, and Procedures• Changing Circumstances
RETURN
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Slide 49
Stage 4
• Achievement Criteria
– Evidence of Environmental
Performance Initiatives
RETURN
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Slide 50
Stage 5
• Achievement Criteria
– Evidence of EMS Improvement
Initiatives
RETURN
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Slide 51
Stage 6
• Achievement Criteria
– Review your EMS against ISO14001
• Pass your Assessment
RETURN