Combined iCMS audit checklist for COFELY operational sites

• Document No.

• Audit Title

• Audit Completed At:

• Add location
  Address

• Conducted on

  Date

1.1 Site Manual (Procedure reference OP1/OP3/SA2)

• 1.1.1 Is the site manual the current COFELY format

  Yes

  No

  N/A

• 1.1.1a Is the site manual up to date and been reviewed in the last 12 months

  Yes

  No

  N/A

• 1.1.1b Is the site manual accessible to all site personnel

  Yes

  No

  N/A

1.2 Site Manual – Health & Safety (Procedure reference OP3/SA2/SP6/RAP1/COSHH1/PTW1)

• Does the site manual include the following documents / Information:

• 1.2.1 Current Company policy statements

  Yes

  No

  N/A

• 1.2.1 Site Specific H & S information including Risk , COSHH assessments and Method Statements, Site Accident Book (Confirm all site personnel are aware of information)

  Yes

  No

  N/A

• 1.2.1 Current Sub-Contractor Information

  Yes

  No

  N/A

• 1.2.1 Identifies the Permit to Work system in use (COFELY or Customer)

  Yes

  No

  N/A

• 1.2.1 Site Specific Induction Procedure (Site personnel/ Sub-contractors)

  Yes

  No

  N/A

• 1.2.1 Site Specific Fire, Evacuation & Emergency Procedures

  Yes

  No

  N/A

1.3 Site Records (Procedures Reference OP3/QA3/SA2/SP4/SP6)

• Are the Following site records available and up to date:

• 1.3.1 Planned Maintenance Planner & completed tasks (COFELY)

  Yes

  No

  N/A

• 1.3.1 Planned Maintenance Planner & completed tasks (Sub-Contractor including insurance certification, RA, COSHH, MS , Calibration and training record etc as required )

  Yes

  No

  N/A

• 1.3.1 Standby Generator tests

  Yes

  No

  N/A

• 1.3.1 Site Specific Environmental Aspects/ Objectives and Targets

  Yes

  No

  N/A

• 1.3.1 Site Specific Operational Disaster Recovery Plan

  Yes

  No

  N/A

• 1.3.1 Site Specific Signing in Procedure for all staff (Inc sub-contractors & visitors)

  Yes

  No

  N/A

• 1.3.1 Site Utility readings

  Yes

  No

  N/A

• 1.3.1 Completed toolbox talks

  Yes

  No

  N/A

• 1.3.1 Completed time sheets

  Yes

  No

  N/A

• 1.3.1 Previous site audit reports (internal / external audits Inc completed corrective actions)

  Yes

  No

  N/A

• 1.3.1 Site Specific correspondence ( Inc letters, email, memos etc)

  Yes

  No

  N/A

• 1.3.1 Document Control (Inc filing, archives issue & amendment etc)

  Yes

  No

  N/A

• Are the Following site records available and up to date:

• 1.3.2. Engineers quality of work checks (QAC1/QAC2)

  Yes

  No

  N/A

• 1.3.2 Sub- contractor quality of work checks (QAC1)

  Yes

  No

  N/A

• 1.3.2 Sub-contractor attendance form (SAF1)

  Yes

  No

  N/A

• 1.3.2 Engineers Tool Checks (Inc PPE0 (ETC1)

  Yes

  No

  N/A

• 1.3.2 Site Tool/ Equipment Register (TI1)

  Yes

  No

  N/A

• 1.3.2 Site Test Equipment Calibration Record (Inc Certificates)

  Yes

  No

  N/A

• 1.3.2 Site PAT test register (current and in date)

  Yes

  No

  N/A

• 1.3.2 Site Ladder Log ( Current and in date) (LAD1)

  Yes

  No

  N/A

• 1.3.2 Site / Engineer Vehicle inspection ( VRFV1 / VRFC1)

  Yes

  No

  N/A

• Audit Completed On:

  Date

2.1 Customer Meetings / Reviews (Procedures Reference OP1/OP3/SP2)

• Are the Following site records available and up to date:

• 2.1.1 Have relevant Customer meetings / reviews taken place

  Yes

  No

  N/A

• 2.1.1 Do the records demonstrate completed corrective actions have been achieved in the records of meetings / reviews

  Yes

  No

  N/A

• 2.1.2 Have relevant management / supervisory visits taken place

  Yes

  No

  N/A

• 2.1.2 Completed Monthly Contract Review (MCR1/ MCR1b)

  Yes

  No

  N/A

• 2.1.2 Completed Managers Check List (MCL1 (Health Care) / MCL2 (Regions)

  Yes

  No

  N/A

• 2.1.2 Have roles, responsibilities and authorities been defined and communicated to site personnel

  Yes

  No

  N/A

• 2.1.2 Have relevant site personnel appraisals taken place

  Yes

  No

  N/A

• 2.1.2 Have staff completed relevant training identified as a result of annual appraisal

  Yes

  No

  N/A

3.1 Procurement (Procedures Reference OP1/OP3/OP4/SP3)

• Are the Following site records available and up to date:

• 3.1.1 Have all materials & Services been correctly requisitioned (Inc copies of quotation / purchase orders / delivery notes / invoicing/ Docuware sign off) ( ORF1/IS1)

  Yes

  No

  N/A

• 3.1.1 Is the procedure for receipt/ storage and goods returned understood by site personnel

  Yes

  No

  N/A

3.2 Site Accommodation and Activities (Procedure reference OP1/OP3/SP6/COSHH)

• 3.2.1 Are all plant rooms / areas (Inc workshops, stores, welfare and office) maintained in a clean and tidy condition

  Yes

  No

  N/A

• 3.2.1 Are all non public areas secured when not in use

  Yes

  No

  N/A

• 3.2.1 Is appropriate spill equipment PPE, First Aid and Eye Wash equipment available

  Yes

  No

  N/A

• Are the Following site records available and up to date:

• 3.2.2 Are Chemicals controlled and stored correctly

  Yes

  No

  N/A

• 3.2.2 Are COSHH assessment /MSDS been produced and registered for all substances and are available at point of use

  Yes

  No

  N/A

• 3.2.2 Is site waste effectively controlled, managed and appropriately disposed off as required by current legislation

  Yes

  No

  N/A

• 3.2.2 Have sub-contractors removed relevant waste from site following sub-contractor visits

  Yes

  No

  N/A

4.1 Emergency Lighting

• 4.1.1 Is there current and up to date test schedule for emergency lighting installation on site

  Yes

  No

  N/A

• 4.1.1 Has the installation been maintained and tested in accordance with the schedule produced

  Yes

  No

  N/A

• 4.1.1 Is a current annual test certificate available for the installation

  Yes

  No

  N/A

• 4.1.1 Have any defects reported as a result of testing been repaired and records amended to confirm corrective action

  Yes

  No

  N/A

4.2 Fire Alarm /Suppression Systems

• Are the Following site records available and up to date:

• 4.2.1 Is a current site specific fire alarm logbook available (Inc records of periodic maintenance and test) in accordance with current legislation.

  Yes

  No

  N/A

• 4.2.1 Is there a site record of fire evacuation drills (Inc who maintains the record COFELY /Customer)

  Yes

  No

  N/A

• 4.2.1 Date of last fire evacuation drill completed

  Date

• 4.2.1 Does the site have a current fire risk assessment

  Yes

  No

  N/A

• 4.2.1 Date of last review of fire risk assessment

  Date

• 4.2.1 Are records for fire extinguisher and suppression systems available and up to date (including confirmation of any completed repairs)

  Yes

  No

  N/A

4.3 REFCOM / “F” Gas

• Are the Following site records available and up to date:

• 4.3.1 Does the site have a up to date REFCOM /”F” Gas logbook available

  Yes

  No

  N/A

• 4.3.1 Are the records being maintained in accordance with current legislation

  Yes

  No

  N/A

• 4.3.1 Where COFELY engineers maintain refrigeration equipment is there evidence to confirm the COFELY REFCOM database has been updated

  Yes

  No

  N/A

4.4 Water Treatment / Hygiene

• Are the Following site records available and up to date:

• 4.4.1 Are there current and up to date logbooks for water treatment and water hygiene

  Yes

  No

  N/A

• 4.4.1 Do the records include periodic testing of hot and cold water taps, shower, calorifier, stored water heater, CWS storage tank temperatures

  Yes

  No

  N/A

• 4.4.1 Have any cooling towers been identified on site and information forwarded to the COFELY central database

  Yes

  No

  N/A

4.5 Control of Asbestos

• Are the Following site records available and up to date:

• 4.5.1 Is there a Asbestos register on site to confirm the presence of Asbestos

  Yes

  No

  N/A

• Is the register made freely available to all site based and visiting personnel (Inc Sub-contractors)

  Yes

  No

  N/A

• 4.5.1 Date of last review

  Date

• 4.5.1 Are site and visiting personnel aware of the COFELY policy for working with Asbestos

  Yes

  No

  N/A

4.6 Heating Installations and Plant

• Are the Following site records available and up to date:

• 4.6.1 Are we responsible for boilers and heating appliance and plant on site

  Yes

  No

  N/A

• 4.6.1 Are service records available

  Yes

  No

  N/A

• 4.6.1 Date of last service

  Date

• 4.6.1 Is a Landlords Safety Certificate required

  Yes

  No

  N/A

• 4.6.1 Date of last certificate issued if applicable

  Date

4.7 Electrical Installation Testing

• Are the Following site records available and up to date:

• 4.7.1 Is there a current fixed wiring electrical test certificate available for site

  Yes

  No

  N/A

• 4.7.1 Date last certificate issued

  Date

• 4.7.1 Is lightening protection installation and maintenance COFELY responsibility

  Yes

  No

  N/A

• 4.7.1 Is a current installation test certificate available

  Yes

  No

  N/A

• 4.7.1 Date last certificate issued

  Date

4.8 Pressure Systems

• Are the Following site records available and up to date:

• 4.8.1 Have pressure systems been identified on site

  Yes

  No

  N/A

• 4.8.1 Are identified systems controlled by an insurance scheme of inspection in accordance with current legislation

  Yes

  No

  N/A

• 4.8.1 Date of last insurance inspection

  Date

4.9 Lifting Equipment

• 4.9 Are the Following site records available and up to date:

• 4.9.1 Are COFELY responsible for any lifting equipment including, lifting appliance, passenger carrying lifts, slings, shackles and harnesses

  Yes

  No

  N/A

• 4.9.1 Are there current test insurance certificates available

  Yes

  No

  N/A

• 4.9.1 Date of last periodic test / insurance inspection

  Date

4.10 Misc

• 4.10 Has the site identified any systems/ installation which require statutory inspection and test not covered in sections 4.1-4.9

  Yes

  No

  N/A

• 4.10 Confirm details of systems / installations identified (see additional notes

  Yes

  No

  N/A

4.11 Control of Waste

• 4.11.1 Are we acting as a waste broker for the site and are there records to support this

  Yes

  No

  N/A

• 4.11.2 Has any hazardous waste been identified on site

  Yes

  No

  N/A

• 4.11.3 Are Waste Transfer notes available for all waste (Inc. Hazardous Waste) on site for all waste removed

  Yes

  No

  N/A

• 4.11.4 Do we have a current waste carriers license for sub-contractors who remove waste from site as part of their work activities

  Yes

  No

  N/A

4.12 DSE Assessments

• 4.12.1 Do any of our staff have any special requirements relating to work stations

  Yes

  No

  N/A

• 4.12.2 Has a form DSE1 been completed

  Yes

  No

  N/A

4.13 Expectant Mothers

• 4.13.1 Do we have any expectant mothers on site

  Yes

  No

  N/A

• 4.13.2 Has a form NEMRA1 been completed

  Yes

  No

  N/A

4.14 Young Person / Trainee Management

• 4.14.1 Are there any young persons or trainees on site

  Yes

  No

  N/A

• 4.14.2 Do these persons work under supervision at all times

  Yes

  No

  N/A

• 4.14.3 Has form YPRA1 been completed

  Yes

  No

  N/A

• Press to add Non conformance

NCR

• Report No.

• System / iCMS Ref:

  Select Quality SHE Commercial Technical CODIS H.R

  • Quality
  • SHE
  • Commercial
  • Technical
  • CODIS
  • H.R

• Details of System / iCMS Ref:

• LEVEL OF NON-CONFORMANCE

  Major

  Minor

  Observation

• Details of Discrepancy:

• Proposed Corrective & Preventative Action Target Date:

• Person Responsible:

  Sign

• Verification of Corrective Action: to be completed by the Auditor/Manager Comments:

• Auditor/Manager:

  Sign

• Corrective and Preventative action must be completed within 26 days of the audit.

• Audit Completed By:

  Sign

• Audit Completed On:

  Date

• Audit Findings Agreed By:

  Sign