DPD Health and Safety Site Visits & Quarterly Inspections

• Site conducted

  Select

• Conducted on

  Date

• Person Undertaking Inspection

• Job Title

• Other name or job title of person completing the inspection

• Shift observed (you do not have had to have seen the whole shift

  am shift

  pm shift

  day shift

  night shift

  other
• Location
  Address

• Tick to show Instructions. Untick to remove from the print out

• Introduction
  This guidance is to assist members of the health and safety team in completing the site visit forms and provide some benchmarks for completing the Quarterly Healthm and Safety Inspections.
  
  The site visit form must be opened through the link in the dashboard, everytime a new form is needed. This ensures the unique ID is generated and you get the credit for the visit you are undertaking.
  
  The health and safety quarterly inspections are a comprehensive inspection of a site's compliance against key health and safety legislation, approved codes of practice (ACOPS) guidance and DPD Policies & Procedures.
  
  The quarterly inspections should be conducted within the first 6 weeks of each quarter, unless agreed with your line manager. This is to enable better analysis of the inspection outputs, proper review of what went well and what did not, and then enable the Analytics Team to make the required changes between inspections.
  
  Changes will not be made to the inspection mid-quarter Please provide advance notice to the Engineering and Property Managers, so they have the option to be onsite and support their site through this process.
  
  Each section will be scored and this will generate an overall score for the inspection. Scores below 80% will be identified as sites of concern, site's between 80-95% will be classed as site's requiring improvement, site's above 95% will be classed as broadly compliant, within each risk area.
  
  Currently DPD have set the overall pass rate for 2022 at 90%. The weighting of each section to the final overall score can be found below.
  
  You must use evidence to support your findings. You will be able to upload your photographs/videos at the end of each section to demonstrate your findings
  
  Any questions which are not found to be completely compliant will require action(s) to be set, so that the site can remedy the deficiencies. At the end of each section, you must detail these actions and agree the timeframe in which these must be completed.
  
  Once submitted, a summary of the findings will be sent to the site management, the regional manager/senior hub management/GM's of relevant departments, the relevant Health and Safety GM and you (or the relevant Health and Safety Manager for the site).
  
  Site(s) will have 24hrs from completion of the report to submit any evidence they feel contradicts any negative findings within the report. The evidence, along with the details of the site and date of inspection must be sent to either Mark Austin (Network), Phillip Andrew (Hubs), David Lefever (other support departments), cc'ing in the relevant Health and Safety Manager into the email.

• Initial form info:
  Health and Safety Team Dashboard and Form Link
  https://datastudio.google.com/reporting/9a8641dc-6efc-4a99-a6d8-e39e925fe144/page/p_b5nvn44vsc

• Site Dashboard access (link to be confirmed idc). Dashboard and Form Link - https://datastudio.google.com/reporting/9a8641dc-6efc-4a99-a6d8-e39e925fe144/page/p_b5nvn44vsc
  
  Click the link on the right to access the audit template as per below:
  
  This form is to be used to record all site visits by health and safety team members.
  The start of the form is the same for all visit types:

• What is the main purpose of the visit

  Select Quarterly Site Inspection VMU Quarterly Site Inspection Routine Visit/Check visit Accident/Investigation follow up Documentary review/update Training Delivery Attend H&S Meeting Other Joint Visit

  • Quarterly Site Inspection
  • VMU Quarterly Site Inspection
  • Routine Visit/Check visit
  • Accident/Investigation follow up
  • Documentary review/update
  • Training Delivery
  • Attend H&S Meeting
  • Other
  • Joint Visit

• Department(s) being inspected/visited?

  Select Operations (Warehouse, Offices and Yard) VMU Linehaul Logistics ETSF CCS Engineering IT Pick up Security Credit and Billing Other, please give details below

  • Operations (Warehouse, Offices and Yard)
  • VMU
  • Linehaul
  • Logistics
  • ETSF
  • CCS
  • Engineering
  • IT
  • Pick up
  • Security
  • Credit and Billing
  • Other, please give details below

• Other departments being checked

• All quarterly inspection question sections end with the following three questions.

• All quarterly inspection question sections end with the following three questions. Upload any non-compliance evidence to this folder relating to

  Media

• This is the section where you can upload your evidence supporting your findings relating to this section. Multiple file uploads are permitted.

• This is the section where you assign the deadline for the above action to be completed by. This should be agreed with the site before, where possible. This will be tracked and follow the escalation process for late completion of actions.

• Actions required for compliance section

  Media

• This is the section where you assign the deadline for the above action to be completed by. This should be agreed with the site before, where possible. This will be tracked and follow the escalation process for late completion of actions.
  

• Deadline for compliance actions to be completed

  Date

• Where possible, all visits (routine, quarterly inspection etc.) summary findings should be fed back to Union Health and Safety Representatives and/or employee Healthnand Safety Representatives.
  
  Feedback which is critical of management and/or individuals should not be fed back, only matters which directly affect Union members/employees, or issues which do not mention individuals, e.g. number of PPE non-compliances found, missing pop-up roller found.

• Did you discuss H&S Matters and feedback visit key finding with the site Union and/or Employee Representative(s)

  Select Yes No Representative not available at the time Follow up phone call to be arranged at earliest opportunity. No - Site does not have employee representation at this time

  • Yes
  • No Representative not available at the time Follow up phone call to be arranged at earliest opportunity.
  • No - Site does not have employee representation at this time

• Name(s) of person with who you have fed back (are going to feedback) to?

• For all other site visits (i.e. not quarterly inspection), select the relevant box from below and follow the questions, providing a headline to the reason for the visit and summary findings of that visit.

  Select Quarterly Site Inspection VMU Quarterly Site Inspection Routine Visit/Check visit Accident/Investigation follow up Documentary review/update Training Delivery Attend H&S Meeting Other Joint Visit

  • Quarterly Site Inspection
  • VMU Quarterly Site Inspection
  • Routine Visit/Check visit
  • Accident/Investigation follow up
  • Documentary review/update
  • Training Delivery
  • Attend H&S Meeting
  • Other
  • Joint Visit

• Hot topics covered at visit (select as many or as a few)

  Select COVID Work Equipment Electrical Safety COSHH/DG WPT Safe Access/Egress Manual Handling Operations Work at Height Welfare PPE Visitor/Contractor safety Supervision/Management/Training First Aid DSE Fire & Explosion Noise/Vibration Ionising Radiation/Legionella Pressure Systems Asbestos Confined Spaces Working Time

  • COVID
  • Work Equipment
  • Electrical Safety
  • COSHH/DG
  • WPT
  • Safe Access/Egress
  • Manual Handling Operations
  • Work at Height Welfare
  • PPE
  • Visitor/Contractor safety
  • Supervision/Management/Training
  • First Aid
  • DSE
  • Fire & Explosion
  • Noise/Vibration
  • Ionising Radiation/Legionella
  • Pressure Systems
  • Asbestos
  • Confined Spaces
  • Working Time

• Site checks covered at site visit

  Daily Checks

  Weekly Checks

  Monthly Checks

  COVID Marshall checks

  None

• Has visit required the review of any documentation?

  Select No - documentation on risk areas reviewed still suitable and sufficient Yes local RA and SOP require review Yes - DPD policy and/or corporate RA require review No reviews of documentation undertaken

  • No - documentation on risk areas reviewed still suitable and sufficient
  • Yes local RA and SOP require review
  • Yes - DPD policy and/or corporate RA require review
  • No reviews of documentation undertaken

• What is your opinion about standards found during this site visit for risk areas discussed

  Select Complete Compliance to all Health and Safety legislation and DPD Policies A few minor non-compliances to DPD Policies A number of minor non-compliances across a number of topic areas Signifiant non-compliance (either on a single issue, or multiple issues) Not assessed at visit

  • Complete Compliance to all Health and Safety legislation and DPD Policies
  • A few minor non-compliances to DPD Policies
  • A number of minor non-compliances across a number of topic areas
  • Signifiant non-compliance (either on a single issue, or multiple issues)
  • Not assessed at visit

• What is the action you have taken following this visit

  Select Verbally communicated to Site Management Action required by Site Management to manage and rectify failings identified Follow up e-mail/communication will be sent to Senior Site Management in addition to Action plan No Further Action was required

  • Verbally communicated to Site Management
  • Action required by Site Management to manage and rectify failings identified
  • Follow up e-mail/communication will be sent to Senior Site Management in addition to Action plan
  • No Further Action was required

• Actions/action plans should be recorded using the summary findings actions section.
  Follow up emails need to be sent separately to the completion of this form.

• If a stop work order is required at any site visit, this is to be recorded in the relevant section of the form and an email of this will be sent to the Relevant UK Operations Director/Head of Hubs, Head of Health and Safety and the above people listed for the site, including Regional Managers/Hub General Managers.

• Was a stop work order required during the visit

  Yes

  No
Stop Work Order

• Describe the reason for stop work order

• What was the stop order for

• Describe the action taken and who is investigating and resolving the issue

• Evidence supporting stop work order

  Media

• Did you issue a second stop work order

  Yes

  No

• You can complete up to three Stop work orders on one form. If more were required, you will need to complete a new site visit form, selecting ‘other’ as the reason for this visit.
  
  You need to upload the evidence for the stop work order here, but actions arising from this need to be set in the summary actions section at the end of the form.

• There is also a section for assigning actions and deadlines for stop work orders (same as actions and deadline sections above). However, these will be required to be signed off by the relevant Health and Safety Manager, once the site has marked the action as completed. N.B. Always discuss a stop work order with a Health and Safety General Manager before issuing

• Please use this space to provide any further comments and/or short summary of inspection not covered above.

• Any additional evidence required to be uploaded

  Media

• Any additional actions required by site

• Deadline for additional actions to be completed

  Date

• There is also the option to write overall conclusions and any additional actions at the end of the whole form, whether doing a quarterly inspection or a routine site visit record for any other reason, which has identified non-compliances.

WORK EQUIPMENT & MATERIAL HANDLING (9% of total)

• Manual Handling / Workplace (Health, Safety & Welfare) Regulations 1992 Check loaded pallets for secure stacking - heavy parcels on the bottom, stable stack, block stacking. Items should not be stacked over head height or so high that the operative cannot safely reach without stretching. Should be no shrink-wrap or any rubbish attached to the pallets. Check that damaged pallets are not being used and are taken out of use Are pallets loaded, stacked and handled correctly, free of damage & clear of rubbish?

  Select Pallet seen being loaded correctly, no damaged pallets being used, no rubbish present on pallet Some poor practices, some minor damage and low amount of rubbish (<10% of examples seen) Pallets unsafely stacked / damage pallets being used, not cleared of rubbish. (>10% examples

  • Pallet seen being loaded correctly, no damaged pallets being used, no rubbish present on pallet
  • Some poor practices, some minor damage and low amount of rubbish (<10% of examples seen)
  • Pallets unsafely stacked / damage pallets being used, not cleared of rubbish. (>10% examples

• Provision & Use of Work Equipment Regulations 1998 Observe dock levellers/dock plates in use. There must be no access to trailers unless the dock leveller/plate is correctly inserted. Check that trailers are correctly placed on the door to enable dock levellers/plates to be correctly used. Check equipment for signs of damage - dock leveller controls are functional, dock plates have chains and bolts fitted and are used when the dock plate is raised. At manual sites ask to see the Network Manual Dock Plate Check Sheet - this must be filled in at the start of each shift. In the event dock’s are not in use at time of inspection, review 3 examples on CCTV for Network and 10 examples at Hubs from the previous day. Are all automatic dock levellers/ manual dock plates serviceable & inserted in the trailer correctly?

  Select Auto or manual dock plate are all free from damage and inserted into the trailer correctly (viewed live or on CCTV). Damage noted to auto or manual dock plate Auto or manual dock plate not positioned correctly and/or damage seen not reported for repair

  • Auto or manual dock plate are all free from damage and inserted into the trailer correctly (viewed live or on CCTV).
  • Damage noted to auto or manual dock plate
  • Auto or manual dock plate not positioned correctly and/or damage seen not reported for repair

• Provision & Use of Work Equipment Regulations 1998 / Work at Height Regulations 2005 Observe doors in use, check for visual signs of damage and if any are observed,check that these have been correctly reported using Mainteno. Bay doors must be closed whenever there is no vehicle on the bay. Warehouse/shutter doors must be fully open in use or fully closed or appropriately cordoned off, e.g. if engineers are working on them. Are all shutter/ bay doors operational, no visible damage and fully opened when in use and fully closed when not?

  Select All shutter/bay doors free of damage and correctly in use Some minor damage noted on some (<10%) shutter/bay doors, and/or some minor observations of incorrect shutter/bay door operations Significant damage seen to a shutter/bay door in use and/or multiple (>10%) examples of minor damage noted and/or no repair requests raised and/or multiple shutter/bay doors not being operated correctly

  • All shutter/bay doors free of damage and correctly in use
  • Some minor damage noted on some (<10%) shutter/bay doors, and/or some minor observations of incorrect shutter/bay door operations
  • Significant damage seen to a shutter/bay door in use and/or multiple (>10%) examples of minor damage noted and/or no repair requests raised and/or multiple shutter/bay doors not being operated correctly

• Work at Height Regulations 2005 / DPD Trailer Net Process Every double deck trailer received at a Hub or Depot must have a net applied to the top (yellow) and bottom (white) deck. Nets must be correctly fitted and undamaged. Observations to be carried out of trailers received and trailers sent, to ensure nets are fitted before despatch. Personnel need to understand the process to be followed and also what to do if a trailer is received without nets - photos and trailer number to be forwarded to the site where the trailer was loaded. Network sites must have at least one spare of each type of net available - if this is used then it must be recorded on the run sheet and replacement nets requested. N.B. Single deck trailers do not have nets fitted. Is the Trailer Net process being followed correctly? (Observation and Q&A) (Question personnel to understand if aware of process)- Outbound/Out feed only. (N.B. applies to Double deck trailers only.)

  Select Yes trailer nets process is being followed No- Minor damages noted, minimal H8S risks associated, evidence of spare nets on site No- Process not followed and/or use of damaged nets seen and/or no evidence of replenishment net request

  • Yes trailer nets process is being followed
  • No- Minor damages noted, minimal H8S risks associated, evidence of spare nets on site
  • No- Process not followed and/or use of damaged nets seen and/or no evidence of replenishment net request

• Provision & Use of Work Equipment Regulations 1998 Visually check the control panels and conveyor controls (e.g. on booms) for signs of damage. Where damage is observed, check evidence that this has been reported correctly. Damage could include missing buttons, lights not working, markings must be clear. Are all controls and control panels on conveyors in working order and in good condition? (N.B. for larger sites, a sample of at least 10 panels must be checked).

  Select Yes - All controls are in good in working order No - Some minor defects noted (<10% examples) but no H&S risks associated No - Significant defect(s) identified on machinery in use (or available of machine in use with damage) and/or multiple minor defects noted and/or no repair request(s) made

  • Yes - All controls are in good in working order
  • No - Some minor defects noted (<10% examples) but no H&S risks associated
  • No - Significant defect(s) identified on machinery in use (or available of machine in use with damage) and/or multiple minor defects noted and/or no repair request(s) made

• Provision & Use of Work Equipment Regulations 1998 Emergency stop buttons are located at the side of the conveyor and/or end of the boom, and on the control panel. These must be clearly marked and accessible. Check for any signs that they have been removed or covered over. Check also that pallets, cages or stacks of parcels have not be placed in front of the emergency stop button Are all emergency stop buttons and machine stops accessible with correct visible signage and free of damage?

  Select Emergency stop buttons accessible, visible signage and without defect(s) Emergency stop buttons with minor damage (<10% examples) Emergency stop(s) significantly damaged on machinery in use (or evidence available of machine in use with stop damaged) and/or no evidence of repair request made to minor damaged stops (>10% examples)

  • Emergency stop buttons accessible, visible signage and without defect(s)
  • Emergency stop buttons with minor damage (<10% examples)
  • Emergency stop(s) significantly damaged on machinery in use (or evidence available of machine in use with stop damaged) and/or no evidence of repair request made to minor damaged stops (>10% examples)

• Provision & Use of Work Equipment Regulations 1998 Visual inspection of conveyors to ensure that all guards are in place, pop out rollers are in positions - these are located on the end of the booms and also on the incline on the outfeed where the two belts meet. If these rollers are missing then a stop work order must be issued for that piece of equipment. Also look for signs of misuse - e.g. sitting on, climbing over or under any part of the conveyor, sensors covered or blocked to prevent the belt from stopping. Are conveyors being operated with correct guarding? (Ensure no over-riding of safety devices or adaptations to equipment, or missing pop-up rollers).

  Select Machinery being operated to full conformity, correct guarding in place, no evidence of misuse Some minor poor practices of machinery use and/or minor guarding deficiencies seen and evidence of repair request seen (<10% examples). Significant misuse of machinery and/or multiple minor non-compliances observed (>10% examples) and/or significant guarding deficiency identified

  • Machinery being operated to full conformity, correct guarding in place, no evidence of misuse
  • Some minor poor practices of machinery use and/or minor guarding deficiencies seen and evidence of repair request seen (<10% examples).
  • Significant misuse of machinery and/or multiple minor non-compliances observed (>10% examples) and/or significant guarding deficiency identified

• Provision & Use of Work Equipment Regulations 1998 Observations of equipment in use - are cages being pushed and handles in use, loaded Magnums and stillages moved by pallet truck and not by hand, brakes applied where fitted. Loaded cages must only be moved one at a time. Visual check of equipment, record any details of damage (e.g. cage handles missing or broken, brakes not working, broken panels on Magnums). Any damaged equipment must be taken out of use. Are cages, wheeled bins, bobz, magnums, stillages handled correctly, brakes applied where available, no evidence of misuse or defects?

  Select Free from damage, being operated as per procedure, no evidence of misuse Minor damage noted and evidence of repair request seen and/or minor non-compliance(s) seen challenged (<10% examples) Significant damage on in use equipment identified and/or minor damage on cages O not reported for repair and/or multiple (>10% examples) of damaged equipment in use

  • Free from damage, being operated as per procedure, no evidence of misuse
  • Minor damage noted and evidence of repair request seen and/or minor non-compliance(s) seen challenged (<10% examples)
  • Significant damage on in use equipment identified and/or minor damage on cages O not reported for repair and/or multiple (>10% examples) of damaged equipment in use

• Provision & Use of Work Equipment Regulations 1998 Observations should be made of pallet trucks in use, checking they are correctly loaded, stacks not obscuring view of direction of travel, loads correctly raised. Check to ensure there is no evidence of misuse - pallet trucks being skated on etc. Complete visual checks for damage - e.g. levers not operational, wheels damaged or missing. Any damaged equipment must be taken out of use. Evidence to be checked that damage has been reported Are pallet trucks being operated with correct handling, no evidence of misuse or defects ?

  Select Pallet trucks free from damage, being operated as per procedure, no evidence of misuse Some minor damage noted and evidence of repair request seen and/or minor non-compliances challenged, (<10% examples) No damage repair request made and/or significant damage identified on truck in use and/or operated against procedure (>10% examples)

  • Pallet trucks free from damage, being operated as per procedure, no evidence of misuse
  • Some minor damage noted and evidence of repair request seen and/or minor non-compliances challenged, (<10% examples)
  • No damage repair request made and/or significant damage identified on truck in use and/or operated against procedure (>10% examples)

• Provision & Use of Work Equipment Regulations 1998 Roller tracks are used at some sites to provide spurs or chutes, or for the split chute operation in the Hubs. Visual check for condition - if motorised are electrical connections undamaged , no split cables. Check for missing rollers, damaged wheels, possible trapping of fingers. Any defective equipment must be taken out of use and check evidence that the defect has been reported. Where possible observe the track in use - not overloaded, no sitting on, climbing on or under tracking etc. Are fixed/flexi-motorised roller tracks operated with correct handling, no evidence of misuse or defects?

  Select No free standing roller tracks at site and/or fixed/flexi-motorised track free from damage, operated as per procedure, no evidence of misuse Some minor damage noted and/or minor non-compliance challenge, No damage repair request for minor damage and/or multiple minor damaged track in • use (>10% examples) and/or significant damaged track in use and/or track operated against procedure

  • No free standing roller tracks at site and/or fixed/flexi-motorised track free from damage, operated as per procedure, no evidence of misuse
  • Some minor damage noted and/or minor non-compliance challenge,
  • No damage repair request for minor damage and/or multiple minor damaged track in • use (>10% examples) and/or significant damaged track in use and/or track operated against procedure

• Provision & Use of Work Equipment Regulations 1998 / Working at Height Regulations 2005 Aircraft steps are to be used to access blockages. DCs and Hubs have tall 9-tread steps, sites with lower level conveyors have 4-tread steps. Check that these are being used correctly, no overreaching and correct steps are being used. Ensure that only approved steps are used - no other ladders, stools or upturned totes to be used. No-one must climb up the framework of the conveyor. Check the steps for damage - wheels, brakes, damage to barriers etc. Damage can include bent framework, missing rubber feet, steps bent etc. Where damage is observed, equipment must be taken out of use and check evidence of reporting. Are steps/access ladders/aircraft steps being used as per procedure, free from damage and of adequate height for accessing chute?

  Select Yes - full compliance, no sign of defect or damage and of correct height for use Some minor defects and evidence of repair request seen Damage ladders/steps being used and/or minor defects found but no evidence of defect reported and/or incorrect height steps used

  • Yes - full compliance, no sign of defect or damage and of correct height for use
  • Some minor defects and evidence of repair request seen
  • Damage ladders/steps being used and/or minor defects found but no evidence of defect reported and/or incorrect height steps used

• Manual Handling - DPD Small Sort Process Hubs use sacks and totes for sorting smalls. These must be filled and sealed using cable tie seals. Need to check that sacks and totes are not overfilled and are not excessively heavy. They must be sealed. Network - sites receive sacks and totes and these are taken to the small sort. Procedure is in place on how the sacks must be handled and transported to the small sort. Hard copy in H&S Folder 1 s.7. Will also be in Local SOPs on the Academy. Cross reference SOP with practices observed. Seals are to be removed from totes using Fish Cutter - carry out observations to ensure that this is being done and seals disposed correctly. Drivers have been known to kick or snap seals off. Seals on white sacks are removed in Small sort using wire cutters. No other equipment is to be used. Seals to be disposed of correctly and no left on the floor. Are smalls bags and/or totes being used as per process, no evidence of misuse or damage?

  Select Yes - full compliance in process observed No - some totes/bags overloaded, incorrectly used, but minimal H&S risks associated (<10% examples) No - multiple examples of misuse (>10%) and/or process not adhered to and/or poor loading practices observed

  • Yes - full compliance in process observed
  • No - some totes/bags overloaded, incorrectly used, but minimal H&S risks associated (<10% examples)
  • No - multiple examples of misuse (>10%) and/or process not adhered to and/or poor loading practices observed

• Provision & Use of Work Equipment Regulations 1998 Workplace (Health, Safety & Welfare) Regulations 1992 Visual check of lighting in warehouses, corridors and offices. If any lights are out check Mainteno to see if these have been reported correctly. If there are blocks of lights out causing a H&S hazard then check that this has been reported and followed up. Warning indicator lights are attached to the conveyor system at automatic sites to warn of blockages. Visual checks to ensure that all of these are functioning correctly. Indicator lights are also attached to the side of the conveyors, check that these are working and there is no sign of damage. If any indicators are damaged or defective then check that they have been reported. Are all task lights (including any warning indicators) in full working order?

  Select Yes, all task lights in working order No, one or two defective lights noted, but no additional H&S risks associated No, Multiple defective lights and/or no evidence of repair request available

  • Yes, all task lights in working order
  • No, one or two defective lights noted, but no additional H&S risks associated
  • No, Multiple defective lights and/or no evidence of repair request available

• Provision & Use of Work Equipment Regulations 1998 Carry out inspection of external traffic lights on loading bays during the operation, to ensure lights are functional and correct. Where lights have internal indicators (predominantly Hub sites) check that these are showing the same as the external lights. Any defective traffic lights must have been reported - evidence required. Are all external traffic lights correctly working in coordination with the internal control panel indicators? (for larger sites a sample of at least 10 sets of lights must be checked).

  Select Lighting and indicators inspected and all in full working order Some areas identified in need of minor repair and not reported, but external traffic lights still in working order Significant defect identified and/or no evidence of repair request for any minor defects identified

  • Lighting and indicators inspected and all in full working order
  • Some areas identified in need of minor repair and not reported, but external traffic lights still in working order
  • Significant defect identified and/or no evidence of repair request for any minor defects identified

• Provision & Use of Work Equipment Regulations 1998 Visual check of panels, must be accessible, in good condition, no sign of damage. Where covers are fitted these must be in place and functional. Visual check of cables for signs of damage. Where any damage is observed, verify that this has been reported. Are electrical panels unobstructed, no damage, no unauthorised modifications and with no damaged guarding or cables?

  Select Electrical panels checked, no visible defects noted Some poor practice, areas identified for improvement but no significant H&S risks arising. Evidence of significant damage and/or minor damage but not reported for repair Oand/or panels obstructed

  • Electrical panels checked, no visible defects noted
  • Some poor practice, areas identified for improvement but no significant H&S risks arising.
  • Evidence of significant damage and/or minor damage but not reported for repair Oand/or panels obstructed

• Provision & Use of Work Equipment Register 1998 Hub sites have a register of work equipment, where barcoded equipment is identified, and this is held by the Hub Quality team. They carry out monthly checks on the equipment and these are forward to all Hub Managers. All Network sites have a Google sheet which lists the work equipment on site - ask for sight of this. Equipment is checked monthly using a form on iAuditor. Verify on iAuditor that these checks have been completed every month. Everyone in the team should have an iAuditor login. Is all work equipment recorded on the equipment register and remedial action taken on any defects identified as part of the monthly checks?(10 random equipment to be checked against list).

  Select Equipment register in place, monthly checks completed Equipment register in place, monthly check identified defects but equipment not repaired and still in use - no immediate H&S risks associated. No equipment register and/or missing checks and/or no action taken on defected equipment

  • Equipment register in place, monthly checks completed
  • Equipment register in place, monthly check identified defects but equipment not repaired and still in use - no immediate H&S risks associated.
  • No equipment register and/or missing checks and/or no action taken on defected equipment

• Provision & Use of Work Equipment Regulations 1998 Racking is used in warehouses and in Goods on Hold - visual checks on quality and for any damage (e.g. loose fittings, bowing, impact damage). Where damage is identified, check that this has been correctly reported. Some manual sites have pallet gates - visual inspection for damage such as bent frames, loose joints. Any damage must have been reported - see evidence of this. Are all racking uprights/cross beams and pallet gates free from damage/distortion?

  Select Yes - no visible damage and full compliance in process or no racking/pallet gate at site Some minor damage to racking/pallet gate but safe to continue to use Significant damage noted to racking/pallet gate and/or minor damage identified but not reported for repair and/or evidence of equipment misuse.

  • Yes - no visible damage and full compliance in process or no racking/pallet gate at site
  • Some minor damage to racking/pallet gate but safe to continue to use
  • Significant damage noted to racking/pallet gate and/or minor damage identified but not reported for repair and/or evidence of equipment misuse.

• Add media

  Media

HSG261 - Health and Safety in Motor Vehicle Repair and Associated Industries

• The Acetylene Safety (England, Wales and Scotland) Regulations (2014) The Dangerous Substances and Explosive Atmospheres Regulations (2002) Looking at the cages in the yard areas of the VMU, ensuring all gas bottles are being stored in these cages when not in use. When the cylinders are stored in these areas they must be stored vertically and have a mechanism (ideally a chain) on each bottle to prevent them falling over. Are gas bottles secured in cages and stored vertically and individually chained in place? *

  Select Yes, all stored correctly Yes, but not all individually chained No, bottles either not chained, stored vertically or not stored in the cage

  • Yes, all stored correctly
  • Yes, but not all individually chained
  • No, bottles either not chained, stored vertically or not stored in the cage

• Control of Substances Hazardous to Health (COSHH) Regulations (2002) Used batteries for disposal are stored outside the VMU workshop in plastic boxes which fully contain any spillages of the hazardous materials inside the batteries. These plastic containers additionally have lids which must be in place as well. Are used batteries stored correctly in bunded boxes with lids in place? *

  Select Yes, stored correctly with lids in place Yes, however lids not in place No, batteries not in bunded boxes

  • Yes, stored correctly with lids in place
  • Yes, however lids not in place
  • No, batteries not in bunded boxes

• Spring loaded swing gates are located inside the workshop entrances where drivers can wait. These must be in place to prevent unauthorised persons from walking straight on to the workshop floor. They must be present at both workshop floor entrances.<br><br>Are access points/barriers to the workshop floor secured and in place? *

  Yes, and in full working order

  Yes, but defective

  No, not used or not in place

• Work at Height Regulations (2005) Protection systems must be in place to prevent a fall from height into the pit when there is no vehicle present on them. At the moment this is done through yellow and black stanchion barriers placed around open pits, going forward there will be covers installed on the pits in sections to allow for open areas of the pit to be covered to prevent the fall from height. Are pit protection systems and/or barrier in place around all inspection pits control the fall from height risk? *

  Select Yes, stored correctly with lids in place Yes, however lids not in place No, batteries not in bunded boxes

  • Yes, stored correctly with lids in place
  • Yes, however lids not in place
  • No, batteries not in bunded boxes

• Are wheel chocks being used where necessary on trailer and tractor units and are the chocks being used the correct type for the vehicle? Where vehicles are on steam wash ramps and/or repairs which require chocks. * For certain repairs, chocks may be required to prevent the vehicle from rolling. This will have to be assessed on a case by case basis and will have to be discussed with technicians on the workshop floor. One area that chocks will always be needed is when a vehicle is on the steam wash ramp (located in the yard). In terms of appropriate chocks this would be the correct weight limit and visual checks for the general condition of them.

  Select Yes, all chocks are being used where appropriate/needed Yes, chocks being used however they may not be the correct type or are damaged No, chocks not used where required and/or damaged to a degree where they are not suitable for the job

  • Yes, all chocks are being used where appropriate/needed
  • Yes, chocks being used however they may not be the correct type or are damaged
  • No, chocks not used where required and/or damaged to a degree where they are not suitable for the job

• Are pits free from spillages & debris, all lights are functional & complete, and access/egress steps are free from damage? * This question is mainly about general housekeeping primarily looking for contaminants in the pit etc. Due to the nature of the workshop this doesn’t mean perfectly clean walls etc, but more for larger scale obvious spillages and debris. For lights however, these need to be free from any damages and an intact sealed unit. Dangerous Substances and Explosive Atmospheres Regulations (2002). For steps this is more visual damage and/or corrosion etc. LA455 Safe Use of Ladders and Stepladders.

  Select Yes, all pits free from spills/debris, lights are functional and steps are free from any damage Yes, however small amounts of debris/spillages and/or non-operational lights but with housing in tact, and/or minor damage to steps No, major spillages and debris present and/or light housings are not sealed/damaged, and/or major damage to steps

  • Yes, all pits free from spills/debris, lights are functional and steps are free from any damage
  • Yes, however small amounts of debris/spillages and/or non-operational lights but with housing in tact, and/or minor damage to steps
  • No, major spillages and debris present and/or light housings are not sealed/damaged, and/or major damage to steps

• Provision and Use of Work Equipment Regulations (PUWER) (1998), Lifting Operations and Lifting Equipment Regulations (LOLER) (1998). For days when lifting equipment is used, pre-use checks must be carried out on relevant equipment and can be checked using the following sheet:Lifting equipment checks (Responses)<br><br>Have pre-use/daily inspections/checks for equipment defined under PUWER and LOLER been carried out? This includes an equipment such as cranes and pillar lifts, within the last 12 weeks? *

  Yes fully completed

  No less than 10% missing

  No more than 10% missing

• Does equipment which requires a LOLER thorough examination have an in-date examination tag present? (Sample of 3 items) * Lifting Operations and Lifting Equipment Regulations (LOLER) (1998) All LOLER tested items must have a tag on them which can be found on the piece of equipment:

  Select Yes, all items have in-date inspections No, 1 or 2 tags missing, but evidence of LOLER inspection available No, multiple items either missing tags, or no evidence of LOLER inspeciton available

  • Yes, all items have in-date inspections
  • No, 1 or 2 tags missing, but evidence of LOLER inspection available
  • No, multiple items either missing tags, or no evidence of LOLER inspeciton available

• Control of Substances Hazardous to Health (COSHH) Regulations (2002), Provision and Use of Work Equipment Regulations (PUWER) (1998), HSG258 - Controlling Airborne Contaminants at Work. This information will have to be requested from management. They will produce a pdf document which shows the thorough examination Have LEV systems had thorough examinations in the past 14 months? *

  Select Yes, completed and passed so Yes, completed, but out of date by up to 1 month No, not completed and/or out of date by 1 month or more

  • Yes, completed and passed so
  • Yes, completed, but out of date by up to 1 month
  • No, not completed and/or out of date by 1 month or more

• Control of Substances Hazardous to Health (COSHH) Regulations (2002), Provision and Use of Work Equipment Regulations (PUWER) (1998), HSG258 - Controlling Airborne Contaminants at Work. As this equipment already has a thorough examination performed this is just a general visual inspection. Are LEV systems in a good state of repair and free from damage? *

  Select Yes, fully free from damage and in good state of repair Yes, some minor damage to hoods No, significant damage to hood or any damage to piping

  • Yes, fully free from damage and in good state of repair
  • Yes, some minor damage to hoods
  • No, significant damage to hood or any damage to piping

• Provision and Use of Work Equipment Regulations (PUWER) (1998) General visual inspection. Do not rummage through toolboxes, use tools which are out and being used. If uncertain on the correct condition, consult with management Are tools in a good state of repair? Looking at a sample of 5 hand tools and 5 powered hand tools (where applicable) *

  Select Yes, no visual defects and in a good state of repair Yes, however a maximum of 1 hand tool and 1 powered hand tool has defects visual present No, multiple visual defects on 2 or more tool from each type

  • Yes, no visual defects and in a good state of repair
  • Yes, however a maximum of 1 hand tool and 1 powered hand tool has defects visual present
  • No, multiple visual defects on 2 or more tool from each type

• Dangerous Substances and Explosive Atmospheres Regulations (2002), The Acetylene Safety (England, Wales and Scotland) Regulations (2014), Provision and Use of Work Equipment Regulations (PUWER) (1998). For a full list of items to check look for Schedule 1 of the Acetylene Safety Regulations of cutting equipment (good practice list for all cutting equipment). This will also be relevant to some welding equipment. If any non-compliances are found here it is imperative that a stop work order is issued, particularly for acetylene as its decomposition can cause very high risks. Is cutting and welding equipment in good condition? Looking at hose condition, any electrical wire connections, pressure gauges, securing of any gas bottles on trollies (sample of 1 cutting equipment set and 1 welding equipment set, where present)

  Select Yes, all elements of cutting/welding equipment are in good condition Yes, however parts such as hoses are starting to show wear No, significant damage such as non-operational gauges or perished hoses

  • Yes, all elements of cutting/welding equipment are in good condition
  • Yes, however parts such as hoses are starting to show wear
  • No, significant damage such as non-operational gauges or perished hoses

• The Regulatory Reform (Fire Safety) Order 2005 covers general fire safety in England and Wales.
  In Scotland, requirements on general fire safety are covered in Part 3 of the Fire (Scotland) Act 2005, supported by the Fire Safety (Scotland) Regulations 2006.

• Review a copy of the last Fire risk assessment, usually kept in the H&S folder. Review all outstanding actions and confirm if they have been addressed or what percentage outstanding Has a fire risk assessment (FRA) been completed and all remedial actions addressed?

  Select FRA completed, all actions fully addressed. FRA completed some actions outstanding (<10%). No FRA completed and or a number of actions outstanding (>25'6)

  • FRA completed, all actions fully addressed.
  • FRA completed some actions outstanding (<10%).
  • No FRA completed and or a number of actions outstanding (>25'6)

• The Fire panel is usually located within the reception area. The panel will highlight any error codes or a red or yellow light displaying when such errors occur. The Fire panel should be clear of errors. The depot/Hub should ensure a mainteno ticket is raised to resolve the issue. Is the fire Panel free of errors and fully operational?

  Select No Errors on the Fire panel, or fault noted and reported within last 24 hours . Error on Fire panel, maintenance ticket raised greater than 24 hours Error on Fire panel and not reported

  • No Errors on the Fire panel, or fault noted and reported within last 24 hours .
  • Error on Fire panel, maintenance ticket raised greater than 24 hours
  • Error on Fire panel and not reported

• Review H&S folder 5, section 2 and note fire evacuation record for the 2 respective months, (Feb/August) Has a fire evacuation been conducted (Feb/ August) and defined assembly points in place?

  Select Evacuation drill completed 8 defined assembly point(s) in place Evacuation drill completed late and/or defined assembly point inaccessible or signage missing No evacuation drill completed (one or both missed) and/or no defined assembly point(s)

  • Evacuation drill completed 8 defined assembly point(s) in place
  • Evacuation drill completed late and/or defined assembly point inaccessible or signage missing
  • No evacuation drill completed (one or both missed) and/or no defined assembly point(s)

• All of the information for the service sheets are held on the Mainteno helpdesk system which will be accessible by the depot staff. Service interval as per the following: 1. Fire panel - twice a year 2. Emergency lighting - annually 3. Smoke/heat detectors - twice a year 4. Fire extinguishers - annually Have all contractor visits been undertaken to maintain Fire provisions. (Smoke detectors. Emergency lighting. Fire extinguisher, Fire panel) and all remedial actions addressed?

  Select Contractor service visits undertaken and remedial actions addressed Contractor visits undertaken, but no evidence of remedial actions taken available. Missing contractor visits and/or no action taken on remedial actions

  • Contractor service visits undertaken and remedial actions addressed
  • Contractor visits undertaken, but no evidence of remedial actions taken available.
  • Missing contractor visits and/or no action taken on remedial actions

• There should be sufficient FM for each respective shift, (where applicable, including weekends) to assist with the evacuation process. FM Consideration must include coverage during annual leave. 1 FM per 20 headcount. Review certificates of training (Network - H&S folder 5, section 2, Hub - hub trainer) based on the FM members displayed on the safety board. FM training should not exceed more than 3 years. Are there adequate fire marshal's, (minimum 1 per shift, plus holiday cover). Trained in the last 3 years with certificates available. FMs displayed on site safety board?

  Select Sufficient coverage per shift and FMs displayed Insufficient coverage per shift (missing <10%) but training booked and/or FM list not displayed Significant gap in FM coverage per shift (missing >25%) and/or no training booked to above missing coverage (<10%)

  • Sufficient coverage per shift and FMs displayed
  • Insufficient coverage per shift (missing <10%) but training booked and/or FM list not displayed
  • Significant gap in FM coverage per shift (missing >25%) and/or no training booked to above missing coverage (<10%)

• There should be fire signage free from damage/ obstruction directing you to your nearest exit, irrespective of where you are standing within the depot/ hub. All fire doors must have a sign that states fire door keep closed. On the external side of the Fire door, there must be signage that states Fire door keep clear, this is to provide a visual warning to ensure cars or other obstructions do not block the fire door. All Call points must have a fire action sign above, and also state your assembly point, (not blank): Is there Fire signage in place. directional evacuation signs, fire door keep closed signs, completed fire action sign above all call points filled?

  Select Fire signage in place and Fire action sign completed correctly Fire signage missing/damaged/ incomplete fire action sign (<10%) Significant amount of Fire signage missing and incomplete fire action sign (>25%)

  • Fire signage in place and Fire action sign completed correctly
  • Fire signage missing/damaged/ incomplete fire action sign (<10%)
  • Significant amount of Fire signage missing and incomplete fire action sign (>25%)

• All Fire extinguishers must be free from obstruction, accessible and no visible damage. Please note the extinguisher gauge, it will show if the extinguisher is charged correctly, (arrow should be in the green) if in the red, the extinguisher may require recharging or replacing. Extinguisher must have signage that correlates to the extinguisher type, i.e. water, CO2 either fitted to the tray or on the wall if wall mounted. Are all fire extinguisher free from obstruction, no visible damage, no issue with pressure levels, no missing pins or seals and correct classification based on signage? (Larger sites a minimum of 10 examples should be checked)

  Select Extinguishers free from obstruction and no defects noted Some extinguishers blocked and or defects noted (<10%) Significant amount of extinguishers blocked and a number of defects noted (>25%)

  • Extinguishers free from obstruction and no defects noted
  • Some extinguishers blocked and or defects noted (<10%)
  • Significant amount of extinguishers blocked and a number of defects noted (>25%)

• Fire routes leading to a fire door should be clear at all times and free from obstruction. Where bolts are fitted to fire doors, (top or bottom) these should be released when the depot/ hub is occupied as part of the daily checks Are all Fire evacuation routes clear and Fire doors free from obstruction, fire doors are not being propped open or bolted shut?

  Select All evacuation routes clear Some Evacuation routes blocked (<10%) A number of Evacuation routes (>25%) and/or Fire doors blocked and/or bolted shut

  • All evacuation routes clear
  • Some Evacuation routes blocked (<10%)
  • A number of Evacuation routes (>25%) and/or Fire doors blocked and/or bolted shut

• Fire blanket to be visible and ideally wall hung and away from electrical items to ensure it is accessible in the event of a fire. Fire blankets must not be kept in cupboards/ drawers. Conduct visual check to note any visible defects Is there a fire blanket in place with no defects/ accessibility issues in all kitchen facilities?

  Select Fire Blanket in place & free from damage Fire blanket in place, some minor damage noted to casing or not easily accessible No Fire blanket in place or damage to fire blanket evident

  • Fire Blanket in place & free from damage
  • Fire blanket in place, some minor damage noted to casing or not easily accessible
  • No Fire blanket in place or damage to fire blanket evident

• There must be a H&S folder 5 at each site. Within the folder, there will be a weekly bell test sheet, (note, there should be an inventory list of all call points to ensure rotation of testing) There will be a separate sheet for fire doors. Fire doors should be labelled and inspected monthly and any defects noted. (A mainteno ticket should be raised for any identified defects). There will be a separate sheet for monthly emergency lighting checks & extinguishers with respective location inventories to ensure no equipment is missed during the monthly inspection Are all fire records up to date and checks completed. (weekly bell tests using different call points each week, monthly fire door, fire extinguisher and emergency lighting check? (Check back 12 weeks).

  Select All Fire checks up to date Some missing Fire checks, (<10%) for specific area, Frequently missing Fire checks across all areas, (>25%)

  • All Fire checks up to date
  • Some missing Fire checks, (<10%) for specific area,
  • Frequently missing Fire checks across all areas, (>25%)

• DPD Generic & Site Specific Safety Rules All sites must comply with the company site safety rules (this is known as the HS7) and also Local Site Safety Rules specific to the site. In the Network hard copies of these can be found in the H&S Folder 1 s.5. Once reference has been made, content of the Site Safety Rules, observations carried out to ensure compliance. Site rules include PPE use, food and drink on site, use of earphones. Local Site Safety Rules must be reviewed and signed and dated by the Site Manager within the last 12 months. If there has been a change of Site Manager then the new Manager must sign and date the Local Site Safety Rules. Have the local site safety rules been reviewed in the last 12months and in place, with evidence seen of these being followed?

  Select Local site rules reviewed in last 12 months and evidence seen of these being followed Local site rules not reviewed within last 12 months and/or a few (<10%) examples of minor breaches of these rules Multiple (>10%) examples of site safety rules not being followed and/or enforced by site management and/or significant breach of rules seen

  • Local site rules reviewed in last 12 months and evidence seen of these being followed
  • Local site rules not reviewed within last 12 months and/or a few (<10%) examples of minor breaches of these rules
  • Multiple (>10%) examples of site safety rules not being followed and/or enforced by site management and/or significant breach of rules seen

• Workplace (Health, Safety & Welfare) Regulations 1992 Visual inspection of floors and aisles for sign of damage, risks of slips, trips and falls. If any damage is observed, need to see evidence that this has been correctly reported. If significant damage is identified, has the area been cordoned off or isolated to control access? Are aisles and floors free of slip/trip hazards and no floor damage noted

  Select Aisles/ floor areas clear of slip, trip hazards & no flooring damage Some isolated areas identified for improvement and/or some minor damage to the \-1 floor with no immediate H&S risks (<10%) Multiple areas identified for improvement and/or some minor damage but not evidence of repair request and/or significant damage identified.

  • Aisles/ floor areas clear of slip, trip hazards & no flooring damage
  • Some isolated areas identified for improvement and/or some minor damage to the \-1 floor with no immediate H&S risks (<10%)
  • Multiple areas identified for improvement and/or some minor damage but not evidence of repair request and/or significant damage identified.

• Workplace (Health, Safety & Welfare) Regulations 1992 Visual inspections of docks and loading bays, under conveyors, corners and other out of the way areas for accumulation of debris, such as shrinkwrap, banding, label backing. Pallets must not be left in areas where they are likely to cause an obstruction or a H&S risk. Black trays must not be left lying loose on loading bays or on the floor. Conveyors. dock zones, out of way places have no build up of litter, including shrink wrap, pallets or unsecure black trays?

  Select Yes, all areas clear Some isolated areas identified for minor improvement, (<10% examples Multiple (>10% examples) of areas requiring minor improvement and/or significant improvement required (there has to be a H&S risk, not just untidy)

  • Yes, all areas clear
  • Some isolated areas identified for minor improvement, (<10% examples
  • Multiple (>10% examples) of areas requiring minor improvement and/or significant improvement required (there has to be a H&S risk, not just untidy)

• Workplace (Health, Safety & Welfare) Regulations 1992. Observations must include checking the interior of trailers during loading and unloading. Trailers must be clear of shrinkwrap, pallets or other slip, trip and fall hazards. Observe trailers being unloaded to see if rubbish is cleared out at the end of the tip. Trailer lights must be working or, if not, the defect must have been reported. Conveyor booms have lights at the end, check that this is working. On some sites lights are fitted to the framework around the conveyor. There should be some light source when working in the trailer.

  Select Strong levels of housekeeping, no defects noted Some minor rubbish found and/or minor slip risk present within the trailer and/or trailer light not working and alternative light source available. Trailer light not working and not reported for repair and alternative light source not available and/or significant slip/trip risk within trailer being loaded/unloaded

  • Strong levels of housekeeping, no defects noted
  • Some minor rubbish found and/or minor slip risk present within the trailer and/or trailer light not working and alternative light source available.
  • Trailer light not working and not reported for repair and alternative light source not available and/or significant slip/trip risk within trailer being loaded/unloaded

• Workplace (Health, Safety & Welfare) Regulations 1992 Check stairs for signs of damage, lifting edges, cracks or holes. If any damage is seen, ask for evidence that this has been correctly reported on Mainteno. This also includes the condition of handrails. Check also that there is no debris or spills or leaks on the floor - if any observed ensure that these are cleaned up. Stairs of sound construction and free from slip/trip hazards?

  Select Yes, fully followed Some isolated areas identified for improvement, <5 examples of minor breaches of these rules No, multiple failures identified (>5 examples) and/or single failure leading to significant health and safety risk

  • Yes, fully followed
  • Some isolated areas identified for improvement, <5 examples of minor breaches of these rules
  • No, multiple failures identified (>5 examples) and/or single failure leading to significant health and safety risk

• Workplace (Health, Safety & Welfare) Regulations 1992 Observations for any drinks bottles, cans and open coffee cups being left on top of electrical panels, control boxes and switches. There should not be open drinks cups in use in the warehouse. No drinks or bottles on top of electrical panels. Only sealed drinks permitted in warehouse?

  Select Yes, fully followed Some isolated areas identified for improvement, <5 examples of minor breaches of these rules No, multiple (>5) examples noted, and/or single failure leading to significant health and safety risk

  • Yes, fully followed
  • Some isolated areas identified for improvement, <5 examples of minor breaches of these rules
  • No, multiple (>5) examples noted, and/or single failure leading to significant health and safety risk

• Workplace (Health, Safety & Welfare) Regulations 1992 Visual inspection of the yard area for accumulation of rubbish, pallets, evidence of leaks or spills not dealt with. This can also include accumulation of rubbish in the loading bay areas. Are housekeeping standards in the yard maintained to the correct standard?

  Select Strong levels of housekeeping maintained Examples of minor housekeeping issues identified, with no immediate H&S risks asociated multiple (>5) examples of minor housekeeping issues identified and/or a single failure leading to a significant health and safety risk

  • Strong levels of housekeeping maintained
  • Examples of minor housekeeping issues identified, with no immediate H&S risks asociated
  • multiple (>5) examples of minor housekeeping issues identified and/or a single failure leading to a significant health and safety risk

• Workplace (Health, Safety & Welfare) Regulations 1992 Visual observation of external walkways for any obstruction, holes, indentations or other damage. Where damage is observed, verify that this has been reported correctly. Inspection of any landscaping or grass areas to ensure no overgrowth which could cause a tripping hazard or obstruct any walkway or access route. External walkways/ evacuation routes free of slip, trip hazards, no overgrowth and no damage (uneven surfaces/potholes etc.)?

  Select Strong levels of housekeeping and routes well maintained 0<5 minor housekeeping and/or minor damage identified Significant housekeeping issues identified and/or >5 minor separate housekeeping/damage issues identified and/or significant housekeeping/damage identified leading to a significant health and safety risk.

  • Strong levels of housekeeping and routes well maintained
  • 0<5 minor housekeeping and/or minor damage identified
  • Significant housekeeping issues identified and/or >5 minor separate housekeeping/damage issues identified and/or significant housekeeping/damage identified leading to a significant health and safety risk.

• Workplace (Health, Safety & Welfare) Regulations 1992 Visual check stored - damaged and undamaged pallets must be segregated. Undamaged pallets must be stacked no more than 10 high - this is written into the Hub SOP but not specifically stated in Network. Pallet stacks must also be secure, no instability, no stacking of larger pallets on top of smaller pallets. Visual check also of where pallets are stored - must not obstruct any walkways or access routes or cause any risk to H&S. Are pallets stored in a safe and secure manner, at an acceptable height level (10 high inline with SOP) and ensure clear segregation of damage/ undamaged pallets?

  Select Pallets stored in a safe manner, clear segregation & no risk of pallet collapse No - 1 or 2 pallets over the 10 pallets high stacks and/or 1 or 2 examples of broken pallets in the stacks seen Multiple examples of minor breaches (1 or 2 damaged pallets etc.) and/or significantly over height stacked pallets and/or unstable pallet stacks seen.

  • Pallets stored in a safe manner, clear segregation & no risk of pallet collapse
  • No - 1 or 2 pallets over the 10 pallets high stacks and/or 1 or 2 examples of broken pallets in the stacks seen
  • Multiple examples of minor breaches (1 or 2 damaged pallets etc.) and/or significantly over height stacked pallets and/or unstable pallet stacks seen.

• Workplace (Health, Safety & Welfare) Regulations 1992 Visual check of lighting in all areas of the warehouse, identify any lights which are not working and check that these have been reported on Mainteno. Note any areas where defective lighting presents a significant H&S risk and check that this has been correctly reported. Is the warehouse (including goods on hold and plant rooms) well lit?

  Select Yes Some lights are out (<10%) . Numerous lights (>10%) are out and/or have not been reported to be replaced

  • Yes
  • Some lights are out (<10%) .
  • Numerous lights (>10%) are out and/or have not been reported to be replaced

• Workplace (Health, Safety & Welfare) Regulations 1992 Visual check of lighting in all areas of the offices and corridors, identify any lights which are not working and check that these have been reported on Mainteno. Note any areas where defective lighting presents a significant H&S risk and check that this has been correctly reported. Are the foyers. corridors, offices and meeting rooms well lit?

  Select Yes Some lights are out (<10%) Numerous lights are out (>10%) and/or have not been reported to be replaced/repaired examples

  • Yes
  • Some lights are out (<10%)
  • Numerous lights are out (>10%) and/or have not been reported to be replaced/repaired examples

• Workplace (Health, Safety & Welfare) Regulations. Visual check of lighting in all areas of the yard, including car park, routes to muster points, identify any lights which are not working and check that these have been reported on Mainteno. Note any areas where defective lighting presents a significant H&S risk and check that this has been correctly reported. Is the outside (yard. staff carpark etc.) well lit?

  Select Yes Some lights are out (<10%) and have been reported to be repaired (Check Maintaino for evidence of reporting). Numerous lights (>10%) are out and/or have not been reported to be replaced

  • Yes
  • Some lights are out (<10%) and have been reported to be repaired (Check Maintaino for evidence of reporting).
  • Numerous lights (>10%) are out and/or have not been reported to be replaced

• Workplace (Health, Safety & Welfare) Regulations 1992 Visual observation of external services for any obstruction, holes or damage. Where damage is observed, verify that this has been reported correctly. Inspection of any landscaping or grass areas to ensure no overgrowth which could cause a tripping hazard or obstruct any walkway or access route to services. Inspection of areas around external services for any accumulation of rubbish, any potential slip, trip or fall hazards. External services can include LPG tanks (at 4 sites) and emergency generators (DC sites), EV charging points, air conditioning units etc. Outside services (LPG vessels, gas plant, air conditioning plant etc.) clear of slip/trip hazards, fire hazards and overgrowth?

  Select Yes No - some minor debris in area, not a significant health and safety risk No - Area poorly maintained and/or poor housekeeping

  • Yes
  • No - some minor debris in area, not a significant health and safety risk
  • No - Area poorly maintained and/or poor housekeeping

• Workplace (Health, Safety & Welfare) Regulations 1992. Identify site smoking area(s) (multiple on Hub sites) and visual check for cleanliness, accumulation of cigarette ends. Also visual check round site for evidence of smoking elsewhere. Is the smoking shelter/area clean and tidy?

  Select Yes and/or no smoking area onsite and no evidence of on site smoking A few cigarette ends on the floor, but otherwise in a tidy condition Many cigarette ends on the floor and/or litter around the area and/or area untidy/unclean

  • Yes and/or no smoking area onsite and no evidence of on site smoking
  • A few cigarette ends on the floor, but otherwise in a tidy condition
  • Many cigarette ends on the floor and/or litter around the area and/or area untidy/unclean

• Workplace (Health, Safety & Welfare) Regulations 1992 Reg. 9 DPD Waste Disposal Process. There must be sufficient bins located at intervals around the warehouse to ensure that waste can be easily disposed of and not allowed to accumulate around the site. Visual check of the condition of these bins and also whether they need emptying. Waste must be secured, not escaping onto the floor. Where bins are labelled for segregation then waste must be correctly segregated. Bins and skips in the yard will require waste to be segregated, visual check to ensure this is done. Take photographs of any incorrect segregation, escape of waste. Check that there is no accumulation of waste food parcels as this can lead to rodent infestation. Are waste disposal facilities provided and used correctly (internal and external) with no risk of escaping waste and slips, trips or fall hazards and rodent presence?

  Select Sufficient waste disposal facilities (bins internally, skips and bins external) available and correctly used, no escape of waste. Waste disposal facilities are available and some evidence of incorrect use and/or minor escape of waste, but evidence of reporting for additional waste handling capacity seen. Lack of waste disposal facilities and/or failure to use correctly and/or significant O escape of waste and/or significant risk of slip, trip or fall and/or evidence of rodent infestation.

  • Sufficient waste disposal facilities (bins internally, skips and bins external) available and correctly used, no escape of waste.
  • Waste disposal facilities are available and some evidence of incorrect use and/or minor escape of waste, but evidence of reporting for additional waste handling capacity seen.
  • Lack of waste disposal facilities and/or failure to use correctly and/or significant O escape of waste and/or significant risk of slip, trip or fall and/or evidence of rodent infestation.

• Visual check of vehicle wash area for accumulated dirt, potential for slips, trips and falls, blocked drains. Hose must be correctly stowed and no sign of damage - this includes the jetwash wand which must be securely attached to the hose. During adverse weather conditions, this area needs to be gritted - check the Inclement Weather Plan to ensure this is taken into account. If inspection is done during icy weather then visual check of condition of the vehicle wash area. Is the jetwash/vehicle wash area clean, no accumulation of dirt, drains not blocked, hose safely stowed?

  Select No vehicle wash area on site or vehicle wash area is clean, no accumulated dirt or sludge, hose securely stowed, drains clear. Minor areas of accumulated dirt or sludge, hose not fully stowed, no significant H&S risks. Accumulation of dirt, sludge, drains blocked, hose left trailing, significant risk of slips, trips and falls.

  • No vehicle wash area on site or vehicle wash area is clean, no accumulated dirt or sludge, hose securely stowed, drains clear.
  • Minor areas of accumulated dirt or sludge, hose not fully stowed, no significant H&S risks.
  • Accumulation of dirt, sludge, drains blocked, hose left trailing, significant risk of slips, trips and falls.

• Visual inspection of fuel/AdBlue tank for signs of leaks, spills or accumulation of fuel. Hose must be stowed on the reel and there must be no sign of damage. Visual check of the inside of the fuel tank to ensure no accumulation of rainwater or fuel -any accumulation must be dealt with as hazardous waste. White mats should be placed inside the fuel tank to absorb any minor spills. Check also for the presence of an absorbent boom and white spill mats in or near the fuel tank. As above, this area must be gritted in adverse weather so, if the inspection is carried out during icy weather then check that this is done. Check that there is an Inclement. Weather Plan in place for the site. Is fuelling/AdBlue area clean, no spills or leaks or accumulation of fuel, hose securely stowed?

  Select No fuelling on site or fuelling area clean and no leaks, spills or accumulation of fuel and hose securely stowed and in good condition Minor spills and/or evidence of minor accumulation and/or hose is loose but no significant H&S risk. Accumulation of fuel, leaks, spills left and not dealt with and/or hose trailing and/or damage to hose and/or bunding full

  • No fuelling on site or fuelling area clean and no leaks, spills or accumulation of fuel and hose securely stowed and in good condition
  • Minor spills and/or evidence of minor accumulation and/or hose is loose but no significant H&S risk.
  • Accumulation of fuel, leaks, spills left and not dealt with and/or hose trailing and/or damage to hose and/or bunding full

• Workplace (Health, Safety & Welfare) Regulations 1992 Visual checks on walkways and access routes during the operation. Includes external walkways, crossing points and access routes. Are walkways and pedestrian routes clear and accessible?

  Select All walkways and access routes are clear and free from any obstruction. Slight encroachment onto walkway, minor obstruction but no significant Fl&S risk. Walkways obstructed, difficulty moving around site, vehicles parked to obstruct pedestrian movements or visibility

  • All walkways and access routes are clear and free from any obstruction.
  • Slight encroachment onto walkway, minor obstruction but no significant Fl&S risk.
  • Walkways obstructed, difficulty moving around site, vehicles parked to obstruct pedestrian movements or visibility

• Visual check of vehicles parked on site, including Linehaul vehicles. Hub, standard and DC sites have designated parking bays for vehicles. These must be used. Record any vehicles parked elsewhere, particularly where they are causing an obstruction to other vehicle or pedestrian movements. Some smaller, non-standard sites, don’t have designated parking bays marked. In these cases, observation of vehicle parking on site needs to look at where vehicles and trailers are parking, and if this is causing a H&S risk or obstruction to vehicle and pedestrian movements. Are vehicles parked in designated bays or in a way which does not cause an obstruction to other vehicle or pedestrian movements?

  Select All vehicles are parked in designated bays and not causing any obstruction. Some vehicles (max 10%) parked outside of designated bays but not causing obstruction or risk to H&S. Vehicles parked causing an obstruction to vehicle and pedestrian movements.

  • All vehicles are parked in designated bays and not causing any obstruction.
  • Some vehicles (max 10%) parked outside of designated bays but not causing obstruction or risk to H&S.
  • Vehicles parked causing an obstruction to vehicle and pedestrian movements.

• Identify the controls in place - all sites will have speed limits, majority will also have some form of one-way system. Any reversing must be minimised as far as possible or controlled - currently this is done through use of a banksman so observations of the operation to record any uncontrolled reversing. Hubs/Hub depots - there are no requirements for banksman use as all vehicles are backed onto a loading bay PM operation in the Network - identify any specified doors or vehicle movements and observe if these are being followed. In some cases (DCs) PM operation includes a drive-through process so reversing is eliminated. Observations and question drivers to establish understanding Are controls in place, understood and used to reduce risk to vehicles or pedestrians from vehicle movements on site (speed limits, one way. reversing controls etc). Speak to at least 5 drivers as well as general observations.

  Select Controls are in place and followed and no evidence observed of any failings and drivers understand controls Some lack of understanding by drivers (1 or 2 drivers not clear) and/or occasional example observed of uncontrolled reversing and/or no significant H&S risks. Multiple failures to follow controls, lack of understanding by multiple drivers when questioned.

  • Controls are in place and followed and no evidence observed of any failings and drivers understand controls
  • Some lack of understanding by drivers (1 or 2 drivers not clear) and/or occasional example observed of uncontrolled reversing and/or no significant H&S risks.
  • Multiple failures to follow controls, lack of understanding by multiple drivers when questioned.

• Visual checks of all signage - is it clear, correctly located, any missing? Are signs, walkways, pedestrian crossings, directional arrows, speed limits in place and clear?

  Select All present and clearly marked. One or two faded signs, some re-marking required but no significant H&S risks (evidence provided of repair reports made). Signs damaged, missing, or markings need redoing (no evidence or request to be repaired/replaced).

  • All present and clearly marked.
  • One or two faded signs, some re-marking required but no significant H&S risks (evidence provided of repair reports made).
  • Signs damaged, missing, or markings need redoing (no evidence or request to be repaired/replaced).

• Hubs - trailer movements are controlled by the C3 system, question Sortation Managers on the process. Trailers must also follow the traffic light system, observe trailer movements during the operation to ensure that traffic light system is followed. Network - observe at least one trailer arriving and one trailer departing to ensure that keys are locked in the key cabinet when the trailer is being loaded/unloaded and only the AM and PM Shift Managers access. Question the SMs to ensure clear understanding of the process. Are controls in place and understood to reduce the risk of trailer pull-off?

  Select Linehaul keys controlled, traffic light/ C3 system followed, AM and PM Shift Managers/ 2 Sortation Managers understand process. No issues observed but at least one Manager or operatives (Speak to at least 2 managers) showed some lack of understanding when questioned. Failures to comply with process observed and/or relevant persons spoken to unaware of processes

  • Linehaul keys controlled, traffic light/ C3 system followed, AM and PM Shift Managers/ 2 Sortation Managers understand process.
  • No issues observed but at least one Manager or operatives (Speak to at least 2 managers) showed some lack of understanding when questioned.
  • Failures to comply with process observed and/or relevant persons spoken to unaware of processes

• Every site has an Inclement Weather Plan - Network sites will have this in their H&S Folders. This details the process in place for gritting and dealing with inclement weather. Check that there are stocks of grit and snow shovels available. Sites will also have turbo gritters on site - these need to be available and functional. If observations are carried out during adverse weather then observe controls are being followed. Are controls in place to deal with adverse weather conditions, to prevent risk of loss of vehicle controls, slips, trips and falls?

  Select Inclement weather plan in place, gritters, rock salt and shovels available. Inclement weather plan not up to date, some shortage of stock. No plan in place, minimal stock on place for adverse weather conditions, no evidence that any action taken.

  • Inclement weather plan in place, gritters, rock salt and shovels available.
  • Inclement weather plan not up to date, some shortage of stock.
  • No plan in place, minimal stock on place for adverse weather conditions, no evidence that any action taken.

• Workplace (Health, Safety & Welfare) Regulations 1992 Number of sites have bridges over the conveyor - check that there is no damage to the steps, handrail is in good condition, no risks of slips, trips or falls. If any damage is observed then verify that this has been correctly reported. Are steps to access bridges and mezzanine floors in good condition, handrails in place and in good condition?

  Select Steps are in good condition, handrails in place and in good condition with no damage, 0 or no steps/bridge, mezzanine floors at site) Minimal damage to steps or handrail (<10%), no significant risk to H&S. Steps and handrails with significant damaged, risk of slips, trips or falls, or multiple minor damages noted.

  • Steps are in good condition, handrails in place and in good condition with no damage, 0 or no steps/bridge, mezzanine floors at site)
  • Minimal damage to steps or handrail (<10%), no significant risk to H&S.
  • Steps and handrails with significant damaged, risk of slips, trips or falls, or multiple minor damages noted.

• Visual check of vehicles during the operation - obvious damage to wing mirrors, lights or rear steps. Check that seatbelts are not fastened across the seat when vehicles are not in use. Where seat belt clips have been overridden, this is a complete failure for this section. Record registration numbers. Hubs remember to check Tugs, golf-carts etc. Are vehicles in good condition, no significant damage to bodywork, wing mirrors or lights. Seatbelts not fastened across the seat and being worn when observed driving. No evidence observed of smoking in vehicles? At least 10 vehicles to be checked.

  Select All vehicles in good condition, all seatbelts not plugged in across the seat (or defeated) and all vehicles following relevant site rules Condition issues on maximum of 3 vehicles, but no significant HO risk. Seatbelts plugged in on 2 or less vehicles. Significant condition issues (e.g.broken lights or wing mirrors, damaged step) and/or significant H&S risk identified and/or a number of minor issues identified on more than 3 vehicles. Seatbelts plugged in on more than 2 vehicles

  • All vehicles in good condition, all seatbelts not plugged in across the seat (or defeated) and all vehicles following relevant site rules
  • Condition issues on maximum of 3 vehicles, but no significant HO risk. Seatbelts plugged in on 2 or less vehicles.
  • Significant condition issues (e.g.broken lights or wing mirrors, damaged step) and/or significant H&S risk identified and/or a number of minor issues identified on more than 3 vehicles. Seatbelts plugged in on more than 2 vehicles

• Check stacks of parcels are not at risk of toppling over, heavier items at the bottom and lighter parcels at the top. Check heights of stacks are not much taller than chest height, maximum head height to ensure operatives do not have to reach or stretch. Look at the construction to ensure stability of the stack and ensure damage will not happen to the parcel, which could then cause instability. Are all stacks of parcels observed. stacked in safe manner. e.g. stable. not of excessive height and breakables/hazardous items at the top

  Select Yes No - a few parcels not ideally stacked, but minimal H&S risks associated No numerous examples of poorly stacked parcels, unstable, too high, potentially dangerous parcels at risk of falling.

  • Yes
  • No - a few parcels not ideally stacked, but minimal H&S risks associated
  • No numerous examples of poorly stacked parcels, unstable, too high, potentially dangerous parcels at risk of falling.

• Watch and talk to people to ensure they are practising good manual handling techniques and are able to explain what this looks like. Do not just focus on employees, try to capture at least one agency worker and/or non-employee driver handling parcels. Are good manual handling techniques observed being used, in line with their training? Watch at least 10 examples of manual handling of parcels. from at least 5 different people

  Select Yes No - one or two examples seen, where ideal manual handling techniques were not observed, e.g. excessive twisting of torso, using back instead of legs to lift etc. No more than two examples of poor manual handling observed

  • Yes
  • No - one or two examples seen, where ideal manual handling techniques were not observed, e.g. excessive twisting of torso, using back instead of legs to lift etc.
  • No more than two examples of poor manual handling observed

• Did you observe correct use of cages/pallets/sack trucks etc. for non-comms, larger and/or heavier parcels? Again speak to workers to get an understanding of when they would use handling aids etc Were manual handling aids (cages. pallets. sack trucks etc.) being used when appropriate?

  Select Yes No - one or two examples seen of aids not being used, when should have been, e.g. carrying a parcel a long distance, but cages available No - multiple examples of aids not being used when should have been, aids were being misused

  • Yes
  • No - one or two examples seen of aids not being used, when should have been, e.g. carrying a parcel a long distance, but cages available
  • No - multiple examples of aids not being used when should have been, aids were being misused

• If no team lift was able to be observed, speak to two workers to establish how they would team lift a larger item. From an observation of a team lift, was it done safely? (or if not available. talk to two workers about how they would undertake a team lift).

  Select Yes No - Some minor issues, e.g. not discussed before starting lift, did not ensure route was clear before starting lift etc. No - lift not done as safely as required (or workers were unable to explain how they would do o team lift safely).

  • Yes
  • No - Some minor issues, e.g. not discussed before starting lift, did not ensure route was clear before starting lift etc.
  • No - lift not done as safely as required (or workers were unable to explain how they would do o team lift safely).

• Provision & Use of Work Equipment Regulations 1998 Lifting Operations & Lifting Equipment Regulations 1998 Network - every FLT/Manrider should be checked every day and checks recorded on the relevant check sheet. Completed sheets will be filed in Transport Manual Folder 9. Current or the most recent sheets may be held separately in the Ops Office. Ask the person who completes the checks for the latest records but check all records throughout the quarter. If there is more than one piece of powered MHE on site there must be a separate record for each piece of equipment. All checks must be carried out by a trained operator. Hubs/Hub Depots - check electronic records to ensure that checks are recorded every time a new operator uses the equipment. Question people who are seen using the equipment to verify that they have completed the checks. Are daily checks on FLT and powered MHE complete and up to date? (check last 12 weeks records)

  Select All daily checks and electronic use checks are complete and up to date Occasional Daily Checks have been missed or one or two Hub operatives have missed checks.(Max one check missed per week no more than 3 weeks during quarter) Consistent checks missed (more than above), no individual records for each piece of equipment.

  • All daily checks and electronic use checks are complete and up to date
  • Occasional Daily Checks have been missed or one or two Hub operatives have missed checks.(Max one check missed per week no more than 3 weeks during quarter)
  • Consistent checks missed (more than above), no individual records for each piece of equipment.

• Provision & Use of Work Equipment Regulations 1998 Lifting Operations & Lifting Equipment Regulations 1998 Check that the list of FLT/MHE operators is on display, showing names, training dates and date retraining is required. Cross reference list against training certificates. Network - these are held in Transport Manual folder 9. Hubs - Hub Trainer will be able to access the certificates. Certificate must be available for every user listed. Training must have been completed in the last 3 years. Network - training will be by Mentor, if any other trainers have been used ask why this is the case. Hubs may use Mentor or AST. If training is due ask to see evidence that this has been booked. Has FLT/ powered MHE training been completed in the last 3 years?

  Select Yes. Certificates available for all operators within the last 3 years. Certificates available for the majority but one or two just over 3 year limit, or user list O doesn't reflect operators. Training not completed by accredited training provider (normally Mentor within DPD, but others could be used and would need checking). Significant number of certificates missing or training consistently out of date.

  • Yes. Certificates available for all operators within the last 3 years.
  • Certificates available for the majority but one or two just over 3 year limit, or user list O doesn't reflect operators. Training not completed by accredited training provider (normally Mentor within DPD, but others could be used and would need checking).
  • Significant number of certificates missing or training consistently out of date.

• Lifting Operation & Lifting Equipment Regulations 1998 Check that LOLER Inspection certificates are available for all lifting equipment on site (FLT, Manrider, PPT, LLOP). Network - LOLER certificates will be in Transport Manual folder 9. If hard copies are not available then speak to Transport Manager to access the latest versions. Check that LOLER inspections have been carried out within the last 6 months - certificate will show date of previous, current and next inspection. Where actions have been identified on the LOLER certificate need to see evidence that these have been completed Are up-to-date LOLER certificates available or accessible on site?

  Select LOLER certificates available and in date for all equipment and no cat. A defects LOLER certificates are available but next inspection is overdue and/or some defects identified but evidence of repairs requested is seen No LOLER certificates are available and/or defects identified and repairs not requested (or note as to why repairs are not to be undertaken).

  • LOLER certificates available and in date for all equipment and no cat. A defects
  • LOLER certificates are available but next inspection is overdue and/or some defects identified but evidence of repairs requested is seen
  • No LOLER certificates are available and/or defects identified and repairs not requested (or note as to why repairs are not to be undertaken).

• Lifting Operation & Lifting Equipment Regulations 1998 Visual check of the charging area - there should be no rubbish or other equipment stored there. It must be readily accessible for any equipment needing charging, cables must be stowed away safely with no sign of damage. Check that PPE is present - gloves, goggles, apron. Eyewash must be available in the vicinity of the charging area. Check that eyewash bottles are unopened and in date. Any opened or out of date bottles are no longer sterile and must be removed. Is charging area for FLT/ powered MHE clean and accessible with relevant PPE and eyewash available, cables safely stowed and in good condition?

  Select Area clean and accessible, PPE (gloves, apron, goggles) available, eyewash unopened and in date. Some items in charging area but no significant H&S risk, eyewash needs replacing. Items and debris in charging area, trailing cables, damaged chargers or cables, no PPE or eyewash.

  • Area clean and accessible, PPE (gloves, apron, goggles) available, eyewash unopened and in date.
  • Some items in charging area but no significant H&S risk, eyewash needs replacing.
  • Items and debris in charging area, trailing cables, damaged chargers or cables, no PPE or eyewash.

• Lifting Operation & Lifting Equipment Regulations 1998 Visual observations of FLT/powered MHE in use. Check that seatbelts are worn where provided, loads are safely carried with clear visibility of the route. No equipment is left unattended and/or with keys in. Is equipment being used correctly - no speeding. loads carried correctly. seatbelt worn, keys left in vehicle or vehicle left on unattended etc?

  Select Yes evidence seen of correct use. Some minor breaches of training/rules, no significant health and safety risks associated. Seatbelts not used and/or incorrect load carriage and/or speeding and/or keys left in unattended equipment and/or misuse.

  • Yes evidence seen of correct use.
  • Some minor breaches of training/rules, no significant health and safety risks associated.
  • Seatbelts not used and/or incorrect load carriage and/or speeding and/or keys left in unattended equipment and/or misuse.

• Lifting Operation & Lifting Equipment Regulations 1998 Visual check of equipment for damaged seat, worn or damaged seatbelt, worn tyres, damage to roof or framework. Where damage is observed, verify that it has been reported and recorded Is equipment in good condition with no sign of defect?

  Select No sign of damage, seatbelt in good condition, tyres not damage. Minor issues recorded on Daily Checks, correctly recorded. Evidence of defects having been reported. Signs of damage to seat, seatbelt, rollover protection , tyres and/or no records of defects identified and/or reported for repair

  • No sign of damage, seatbelt in good condition, tyres not damage.
  • Minor issues recorded on Daily Checks, correctly recorded. Evidence of defects having been reported.
  • Signs of damage to seat, seatbelt, rollover protection , tyres and/or no records of defects identified and/or reported for repair

• Lifting Operation & Lifting Equipment Regulations 1998 Observations of operations, speak to anyone seen using equipment, get names and cross reference against user list and training certificates. Is equipment being used by trained and authorised users only?

  Select Yes all operators are trained and training is in date. List of users is on display. Operator seen using equipment who's training was just over 3 years ago Untrained operators seen using the equipment. No list of users on display

  • Yes all operators are trained and training is in date. List of users is on display.
  • Operator seen using equipment who's training was just over 3 years ago
  • Untrained operators seen using the equipment. No list of users on display

• Control of Substances Hazardous to Health (COSHH) (2002) Checking GOH/Damages area to identify dangerous goods which have been held for breach of company policy and as per DG training. Making sure these items have been isolated and contained in relevant disposal containers (blue drums/red bins) where required. If there are any Dangerous Goods held at site. has the correct process been followed?

  Select Yes, fully followed/no dangerous goods held at site completed. Yes, partially followed, e.g. parcel segregated but form not No, not followed at all and/or multiple examples of dangerous goods parcels seen at site.

  • Yes, fully followed/no dangerous goods held at site completed.
  • Yes, partially followed, e.g. parcel segregated but form not
  • No, not followed at all and/or multiple examples of dangerous goods parcels seen at site.

• Control of Substances Hazardous to Health (COSHH) (2002) Making sure that these items have been reported to the company DGSA and/or through the Dangerous Goods Held Form. Do they know how to use relevant spill mats (grey/white)/spill kits. Do they know to use relevant PPE when clearing spillages. Do staff understand the process for spillages. including the DG held form? Sample of 5 persons including GOH/Damages operative(s).

  Select Yes, fully understood by all Yes, partially understood by at least 4 operatives (inc. GOH/Damages) No, not well understood (either not understood by GOH/Damages and/or less than 4 Opersons)

  • Yes, fully understood by all
  • Yes, partially understood by at least 4 operatives (inc. GOH/Damages)
  • No, not well understood (either not understood by GOH/Damages and/or less than 4 Opersons)

• Are relevant spill mats (grey/white)/spill kits available. An example of partially stocked may be a site that is down to 5 spill mats of each type. An example of insufficiently stocked would be lower than 5 mats or no booms (where applicable), no disposal sacks etc. or any other part of the spill kit completely missing. Are spill kits available

  Select Yes, fully stocked and available Yes, partially stocked and available No, insufficiently stocked and/or not available

  • Yes, fully stocked and available
  • Yes, partially stocked and available
  • No, insufficiently stocked and/or not available

• Looking at spillages that aren’t dealt with as per process and checking the understanding of people cleaning up spillages. Are spills and leaks dealt with promptly and effectively, and understanding shown of process to be followed?

  Select Leaks and spills all dealt with, good understanding of process to be followed (speak to at least 3 workers). Minor spills not cleared away, understanding of process not clear. Spills and leaks left and not dealt with, no understanding shown of process to be followed.

  • Leaks and spills all dealt with, good understanding of process to be followed (speak to at least 3 workers).
  • Minor spills not cleared away, understanding of process not clear.
  • Spills and leaks left and not dealt with, no understanding shown of process to be followed.

• Control of Substances Hazardous to Health (COSHH) (2002) Checking COSHH cupboards for integrity and contents being secured correctly and relevant symbols are on it. Making sure COSHH substances are not lying around when not in use. Are COSHH substances stored in relevant COSHH cupboards while not in use? Cupboards to have correct markings. be locked and free from damage.

  Select Yes, substances in cupboards while not in use with markings present, locked and free from damage Yes, however cupboards are missing correct markings and/or not locked and/or have minor damage No, substances are not stored in cupboards while not in use.

  • Yes, substances in cupboards while not in use with markings present, locked and free from damage
  • Yes, however cupboards are missing correct markings and/or not locked and/or have minor damage
  • No, substances are not stored in cupboards while not in use.

• Is the DGSA poster on display in the Goods on Hold/Damages areas?

  Select Yes Yes - but in need of replacement due to fading/damage No - poster missing

  • Yes
  • Yes - but in need of replacement due to fading/damage
  • No - poster missing

• Is the goods prohibited poster on display on s to and in the back of C&D vans in depots (check at least 5 vehicle) Check Posters are on display in relevant areas.

  Select Yes No 1 or 2 missing in vehicles checked, but on display at the site No poster not on display at the site and/or poster missing in more than 2 weeks

  • Yes
  • No 1 or 2 missing in vehicles checked, but on display at the site
  • No poster not on display at the site and/or poster missing in more than 2 weeks

• Looking in stores at sites there should be at least 2 pairs of each site Is there sufficient PPE (safety footwear and high visibility vests stock on site? (checks spares available . e.g. stores in hubs)

  Select Yes, fully stocked Yes, partially stocked (one or two items low) No, many missing items stock

  • Yes, fully stocked
  • Yes, partially stocked (one or two items low)
  • No, many missing items stock

• Personal Protective Equipment at Work Regulations (1992), Personal Protective Equipment at Work (Amendment) Regulations (2022). Is PPE being worn in correct areas and for correct tasks. E.g. safety shoes/hi-vis in appropriate operational areas (as per safety rules), eye protection, forced air ventilation hoods etc Is PPE being used correctly?

  Select Yes, fully (100% of people observed) Yes, partially (up to 3 people observed not complying) No (more than 3 people observed not complying)

  • Yes, fully (100% of people observed)
  • Yes, partially (up to 3 people observed not complying)
  • No (more than 3 people observed not complying)

• Personal Protective Equipment at Work Regulations (1992), Personal Protective Equipment at Work (Amendment) Regulations (2022). Looking at the general condition of PPE as listed in the question. Is PPE in an acceptable condition? Eg. Hi-Vis not ripped or heavily soiled, safety footwear not excessively worn down/missing laces.

  Select Yes, fully (100% of people observed) Yes, partially (above 90% of people observed) No (less than 90% of people observed)

  • Yes, fully (100% of people observed)
  • Yes, partially (above 90% of people observed)
  • No (less than 90% of people observed)

• This section follows on from some of the previously covered areas in this inspection. The primary legislation covering this section is the Workplace (Health, Safety and Welfare) Regulations 1992 and HSE ACOP L24. Look at the foyer, entrance ways and corridors around the site to ensure that they are clean. No unauthorised storage and/or clutter. If items are in these areas, consider the health and safety risk associated to justify the mark down received. Are the foyer and corridors clean, tidy and free from clutter and rubbish?

  Select Yes Some unauthorised storage in the area, but not creating a significant H&S risk Area unclean and/or full of unauthorised storage creating a significant HESS risk, e.g. fire, slip/trip etc.

  • Yes
  • Some unauthorised storage in the area, but not creating a significant H&S risk
  • Area unclean and/or full of unauthorised storage creating a significant HESS risk, e.g. fire, slip/trip etc.

• As above, review all offices and meeting rooms to ensure they are clean, no unauthorised storage creating health and safety risks, or trailing/hanging cables. If there are non-compliances, you should mark down according to the health and safety risk presented by the non-compliance. E.g. Stacks of boxes around the office is a greater risk, against a stack of boxes tucked up against a wall, or cables trailing across the main walkway of an office is a greater risk, that hanging underneath a screen or underneath a desk. Are the offices and meeting rooms clean, tidy and free from excessive storage and trailing cables?

  Select Yes Some trailing cables not tidied away and/or some clutter not tidied away but not creating a significant H&S (e.g. slip) risk Area full of clutter and/or unclean and/or trailing cables creating significant H&S risks

  • Yes
  • Some trailing cables not tidied away and/or some clutter not tidied away but not creating a significant H&S (e.g. slip) risk
  • Area full of clutter and/or unclean and/or trailing cables creating significant H&S risks

• Do the desks/workstations allow for good safe working? Are any chairs present and have 5 coasters (wheel) and all free rolling. Is the top of the monitor approximately at the eye level of the user. Are the workstations full of clutter, or allow clear mouse movement and hands/wrists in an optimal position. Are the managers' workstations (standing) free from trip risks around the area. Are all desks and workstations laid out following the principles of the The Health and Safety (Display Screen Equipment) Regulations 1992

  Select Yes Some minor advisories to assist a better workstation layout on one or two desks/workstations and/or some minor clutter in work area Numerous workstations/desks not following the principles set out for healthy working at a workstation/desks and/or area full of clutter

  • Yes
  • Some minor advisories to assist a better workstation layout on one or two desks/workstations and/or some minor clutter in work area
  • Numerous workstations/desks not following the principles set out for healthy working at a workstation/desks and/or area full of clutter

• Are the sites sanitary provisions (male, female and disabled) clean, tidy and appropriately stocked?

  Select Yes Toilets in need a slight clean, one or two stalls requiring loo rolls, one or two stall door locks not working and reported (check Maintaino for evidence of reporting) Facilities in need of a clean, numerous stalls without loo rolls, multiple stall doors not locking, broken facilities not reported for repair

  • Yes
  • Toilets in need a slight clean, one or two stalls requiring loo rolls, one or two stall door locks not working and reported (check Maintaino for evidence of reporting)
  • Facilities in need of a clean, numerous stalls without loo rolls, multiple stall doors not locking, broken facilities not reported for repair

• Are the washing facilities (male. female and disabled) clean. tidy and appropriately stocked?

  Select Yes Sinks/hand dryers in need of a slight clean, one or two basins requiring soap, one hand dryer not working but alternative(s) available and reported (check Maintaino for evidence) Sinks/hand dryers in need a cleaning, numerous sinks requiring soap, numerous hand dryers not working

  • Yes
  • Sinks/hand dryers in need of a slight clean, one or two basins requiring soap, one hand dryer not working but alternative(s) available and reported (check Maintaino for evidence)
  • Sinks/hand dryers in need a cleaning, numerous sinks requiring soap, numerous hand dryers not working

• Check site showerhead, shower curtain for evidence of limescale build up. Is the site shower(s) clean and tidy

  Select Yes or no shower(s) at site Evidence of slight mildew/limescale build up Shower in need of significant cleaning

  • Yes or no shower(s) at site
  • Evidence of slight mildew/limescale build up
  • Shower in need of significant cleaning

• As well as checking records, check the top of the shower mixer unit for evidence of dust, indicating shower has not been run. Has the site shower(s) been run for at least one minute per week? (check previous 6 weeks of records)

  Select Yes or no shower(s) at site One of two weeks missed, but others all completed Numerous checks missed

  • Yes or no shower(s) at site
  • One of two weeks missed, but others all completed
  • Numerous checks missed

• As per question, check the physical records for evidence of cleaning.<br><br>Have all cleaning logs been completed at relevant times for all facilities in the last 7 days?

  Yes

  No - less than 10% missed

  No - more than 10% missed

• Check the water machine/fountain/drinking water tap is working correctly.<br><br>Is drinking water available to all persons on site?

  Yes

  No

• has an alternative arrangement been made, e.g. bottled water?

  Yes

  No

• Is the crew room(s) clean and tidy?

  Select Yes Some minor cleaning required, e.g a few cups left out, one or two tables requiring wiping over Crew room untidy, crew room in need of cleaning, bins overflowing etc.

  • Yes
  • Some minor cleaning required, e.g a few cups left out, one or two tables requiring wiping over
  • Crew room untidy, crew room in need of cleaning, bins overflowing etc.

• Check through cupboards in the crew room(s) for any unauthorised electrical equipment. If any portable electrical item does not have a PAT sticker, please check the age of the item to ensure it is needed. Check the condition of accessible leads to ensure they are in good condition (please unplug first before handling any electrical cables). Are crew room electrical items (e.g. kettles) authorised, in apparent good condition and PAT tested within specified timeframe (or less than 24 months old)

  Select Yes All items authorized, in apparent good working order, but outside testing timeframe by less than 3 months Unauthorised items available for use, testing more than 3 months beyond required test/retest, items in unsafe condition

  • Yes
  • All items authorized, in apparent good working order, but outside testing timeframe by less than 3 months
  • Unauthorised items available for use, testing more than 3 months beyond required test/retest, items in unsafe condition

• The Health and Safety (First-Aid) Regulations 1981, (2013/2018 amendment) There should be sufficient first aiders for each respective shift, (*where applicable including weekends) to assist an injured party. FA Considerations, must include coverage during annual leave. 1 FA per 50 headcount. Review certificates of training (Network: H&S folder 5 section 3. Hub: record managed by hub trainer) based on the FA members displayed on the safety board. FA training should not exceed more than 3 years Are there adequate First aiders per shift, (1 FA per 50 headcount, taking into account holidays/ shifts/ weekends) FA training certificates available. FA list displayed on the site safety board?

  Select Sufficient coverage per shift, 3 yearly certificates in place and FA displayed Insufficient coverage per shift (missing <10%) FA list not displayed, missing training certificates Significant gap in FA coverage/ FA certification (missing >25%)

  • Sufficient coverage per shift, 3 yearly certificates in place and FA displayed
  • Insufficient coverage per shift (missing <10%) FA list not displayed, missing training certificates
  • Significant gap in FA coverage/ FA certification (missing >25%)

• All depots/ hubs must have first aid boxes. The sites' respective first aiders must check the first aid provisions. First aid boxes must be easily identifiable, such as first aid signage on the first aid box and or a green sign above. There is no legal list of what is required within the first aid box, there may be an inventory list within the box, therefore compare the contents against the list. As a guide there should be: ● A leaflet giving general guidance on first aid (eg HSE’s leaflet Basic advice on first aid at work – see Q10); ● 20 individually wrapped sterile plasters (of assorted sizes), appropriate to the type of work (you can provide hypoallergenic plasters if necessary); ● Two sterile eye pads; ● Four individually wrapped triangular bandages, preferably sterile; ● Six safety pins; ● Two large, individually wrapped, sterile, unmedicated wound dressings; ● Six medium-sized, individually wrapped, sterile, unmedicated wound dressings; ● At least three pairs of disposable gloves If missing provisions are noted, understand what steps have been taken to replenish stock. Also, understand if any injuries have been reported or are colleagues helping themselves. Are First Aid kits available, visible FA signage. stocked, and all items in date, (for larger sites, sample 25% in different zones)?

  Select First aid kits available, stock replenished and in date with visible signage Some First aid kits missing / some replenishment of stock required & or No FA signage Significant amount of missing First aid kits, low stock levels and or out of date stock

  • First aid kits available, stock replenished and in date with visible signage
  • Some First aid kits missing / some replenishment of stock required & or No FA signage
  • Significant amount of missing First aid kits, low stock levels and or out of date stock

• Where there is a risk of chemical splashback, (i.e. topping up FLT battery, filling vehicle with adblu) eye wash provisions must be available. Check that the eye wash has not been opened, (if opened, the eye wash must be discarded, understand if any injury has occured on site) Eye wash has an expiration date on the rear of the bottle, this must be checked. Is Eye wash in place, unopened and in date for FLT charging area. Diesel/ Adblue zones?

  Select Eye wash in place, unopened and in date at all required zones Eye wash missing for one zone & or eye wash opened or date expired Number of missing eye wash across multiple zones and or out of date or opened

  • Eye wash in place, unopened and in date at all required zones
  • Eye wash missing for one zone & or eye wash opened or date expired
  • Number of missing eye wash across multiple zones and or out of date or opened

• Speak to 10 individuals who are not responsible for stage 1 or stage 2, using a mixture of office based, warehouse and driving (where applicable). Do workers understand what to do in the event of an accident? Ask minimum of 5 people

  Select Yes (all people asked) Yes (2 people not aware) No (more than 2 people not aware

  • Yes (all people asked)
  • Yes (2 people not aware)
  • No (more than 2 people not aware

• Ask and question about inputting accidents, how to manage an accident as it happens, and collect relevant evidence such as photos, statements (if possible), witness names etc Is the stage 1 process understood by relevant persons? Ask at least 3 people (eg. SMs, first aiders)

  Select Yes (all people asked) Yes (1 person not aware) No (more than 1 person not aware)

  • Yes (all people asked)
  • Yes (1 person not aware)
  • No (more than 1 person not aware)

• Looking at the IMS dashboard and note if incidents show ‘Completed On Time’ or not for the relevant site<br><br>Have all Stage 2 investigations been completed and signed off within the timeframe in the last three months to date?

  Yes (100%)

  Yes (90%)

  No (less than 90%)

• Check relevant training records (Academy in Network and speak to trainers in Hub) Has all IMS training been completed for Stage 1 and Stage 2 for relevant people?

  Select Yes, all complete and up to date No, however training is booked and awaiting completion (no more than 5 people in total with training outstanding) No, more than 5 relevant persons training not completed (stage 1 or stage 2) person and/or less than 5 persons, but not booked to be completed

  • Yes, all complete and up to date
  • No, however training is booked and awaiting completion (no more than 5 people in total with training outstanding)
  • No, more than 5 relevant persons training not completed (stage 1 or stage 2) person and/or less than 5 persons, but not booked to be completed

• For near misses which have required an investigation this has been completed and within the timeframe allocated. Has the number of allocated near miss investigations been completed for the site within timeframe?

  Select Yes, completed fully or over allocation No, but over 90% of investigations completed on time No, less than 90% of investigations completed on time

  • Yes, completed fully or over allocation
  • No, but over 90% of investigations completed on time
  • No, less than 90% of investigations completed on time

• Not just all the same category (as per question)<br><br>Is there range near miss categories? A variety of types in different categories eg. not all near misses being for upturned pallets

  Yes, fully diverse

  Yes, partially diverse

  No, only isolated categories

• Looking at whether the detail given in both the near miss and/or the investigation is sufficient and fully and accurately completed.<br><br>Do near misses contain sufficient detail? Take a sample of at least 7 near misses across the last 3 months

  Yes, 6/7 or greater

  Yes, 5/7 or greater

  No, less than 5

• As per question.<br>Divide the number of near misses recorded by the number of accidents to get the ratio. This should be (year to date near misses) / (year to date accidents). <br>Whilst not a target, near misses must be exceeding incidents. This ratio may be refined over time, but demonstrates the effort sites are making to identify and record near misses.<br><br>Are site reported near misses greater than the number of reported IMS incidents?

  Yes - greater than 1:90 ratio

  Yes - greater than 1:50 ratio

  Yes - below 1:50 ratio

• Check against site targets.<br><br>Are daily checks completed to target for the last 3 months?

  Yes, fully complete

  Yes, 90% of target

  No, less than 90%

• Are daily checks completed to target for the last 3 months?<br><br>Check against site targets.

  Yes, fully complete

  Yes, 90% of target

  No, less than 90%

• Are monthly checks completed to target for the last 3 months?<br><br>Check against site targets.

  Yes, fully complete

  No, not complete

• If a question has been answered as a fail. is this reflected in summary of the check? I.e. 'Everything is OK' when the score is less than 100% Looking at all DWM checks if a score is below 100% but the end column says ‘everything ok’ then the correct boxes haven’t been selected and issues are not being correctly identified.

  Select Yes - no obvious discrepancies No - <5 discrepancies within the last 3 months No - >5 discrepancies within the last 3 months

  • Yes - no obvious discrepancies
  • No - <5 discrepancies within the last 3 months
  • No - >5 discrepancies within the last 3 months

• If issues have been raised, can evidence be provided to show corrective action? As with the above question, if issues are found but no corrective action is supplied/investigated then there is a discrepancy.

  Select Yes, issues raised/noted and corrective actions started and/or raised Yes, issues raised but corrective actions not assigned No, issues found but not raised through correct channels resulting in no corrective action being able to be assigned

  • Yes, issues raised/noted and corrective actions started and/or raised
  • Yes, issues raised but corrective actions not assigned
  • No, issues found but not raised through correct channels resulting in no corrective action being able to be assigned

• Have all Agency inductions be completed and recorded before any work was done? (Check records and ask sample of at least 5 Agency operatives) Network : check on Academy that all Agency inductions (HS11) have been completed. During observations identify and ask Agency operatives when they started and what training they received and when. Take names and cross reference against Academy records. Training must be completed BEFORE any work is undertaken. Hubs : speak to Hub trainers to identify Agency inductions completed and training records available. As above with regard to questioning of Agency operatives. Cross reference details against Hub training records.

  Select All Agency training completed before work carried out, records complete. One or two Agency operatives training signed off after work started but all other training on time Number of Agency operatives not trained or training carried out consistently late.

  • All Agency training completed before work carried out, records complete.
  • One or two Agency operatives training signed off after work started but all other training on time
  • Number of Agency operatives not trained or training carried out consistently late.

• Has all induction training been carried out for employees within the prescribe timescales (Check records and ask sample of at least 5 employees)? All employees must receive induction training when they start, including Manual Handling. Speak to employees, ask them what training they received, take names and cross reference with the Academy (Network) or Hub Trainer.

  Select All induction training is completed and recorded. One or two employees trained late but otherwise all completed on time. Significant number of employees not trained on time or training outstanding

  • All induction training is completed and recorded.
  • One or two employees trained late but otherwise all completed on time.
  • Significant number of employees not trained on time or training outstanding

• Has refresher training been carried out by end October, or is there a plan in place to ensure this is done? Network : Refresher training is recorded on the Academy, access dashboard for the site being audited, to see process of Annual Refresher training. Where there is still refresher training outstanding, ask the Depot what plan they have in place to complete this. Hubs : speak to Hub Trainer and ask to see training records for refresher training.

  Select All refresher training is up to date, or there is a plan set up to ensure that this is done. Small number (max10%) of training outstanding or not planned in. Refresher training not completed and no plan in place to ensure that this is carried out.

  • All refresher training is up to date, or there is a plan set up to ensure that this is done.
  • Small number (max10%) of training outstanding or not planned in.
  • Refresher training not completed and no plan in place to ensure that this is carried out.

• Has training been carried out to an acceptable standard (through questioning of 10 staff using Manual Handling or Refresher training as an example)? Ask people how training was delivered - use Manual Handling as an example. They should make reference to practical demonstrations, questioning, use of videos. Ask if they thought the training was to a good standard - obviously this is subjective but a sample size of 10 should give a consensus of opinion.

  Select All those spoken to state that training was delivered to a good standard. Majority (min 8) of those questioned thought training was to a good standard. Those spoken to stated that the training was not to an acceptable standard.

  • All those spoken to state that training was delivered to a good standard.
  • Majority (min 8) of those questioned thought training was to a good standard.
  • Those spoken to stated that the training was not to an acceptable standard.

• Has Manual Handling training been carried out or refreshed within the last 12 months. Network : check Academy for Manual Handling training. There are two Modules, one for new starters and one for refresher training (this includes links to some of the core tasks). Check if there is any Manual Handling training outstanding. Hub : speak to Hub Trainer and ask for training information on Manual Handling.

  Select All Manual Handling training has been carried out and signed out within the last 12 months. Majority of Manual Handling training has been carried out within last 12 months but a few outstanding (max10%). Significant number of outstanding training.

  • All Manual Handling training has been carried out and signed out within the last 12 months.
  • Majority of Manual Handling training has been carried out within last 12 months but a few outstanding (max10%).
  • Significant number of outstanding training.

• Has the site got any young persons (under 18s) working on site and if so has a Young Persons Risk Assessment been completed? Ask the site if there are any people working on site, under 18 years of age. If so, ask to see the Young Persons Risk Assessment which should have been carried out. Speak to the young person in question, ask if they had been made aware of any H&S issues, if they knew who their Manager was and if they were being supervised. Under 18 numbers can be confirmed against the Mercury dashboard.

  Select No young persons, or Young Persons risk assessment has been completed and young person is aware of the significant findings.. Young persons working at sites, Risk Assessment in place bu young person not aware of some or all significant findings. Young person on site but no Young Persons Risk Assessment undertaken.

  • No young persons, or Young Persons risk assessment has been completed and young person is aware of the significant findings..
  • Young persons working at sites, Risk Assessment in place bu young person not aware of some or all significant findings.
  • Young person on site but no Young Persons Risk Assessment undertaken.

• Have Toolbox Talks or briefings been carried out in the last 3 months? Visual check for promotional posters or evidence of briefings on display. Ask Managers if they have carried out any H&S briefings in the last 3 months. Ask a selection of people if they have received any briefings or promotions and if so on what topics. Sites may have copies of briefings or promotions on file.

  Select Yes, two or more have been carried out in the last 3 months. One Toolbox Talk or briefing has been carried out in the last 3 months. No briefings or Toolbox Talks carried out.

  • Yes, two or more have been carried out in the last 3 months.
  • One Toolbox Talk or briefing has been carried out in the last 3 months.
  • No briefings or Toolbox Talks carried out.

• Have all Monthly H&S Meetings been held? All sites must hold a H&S meeting every month using the template on iAuditor. Ask to see records of these meetings - Network can be checked on iAuditor. If a meeting has been missed, ask why this was the case.

  Select Yes, meeting has been held every month. One meeting has been missed in the last 3 months (with explanation). Two or more meetings have been missed in the last 3 months

  • Yes, meeting has been held every month.
  • One meeting has been missed in the last 3 months (with explanation).
  • Two or more meetings have been missed in the last 3 months

• Are there at least 4 people in attendance at every H&S meeting and has the Site Manager attended at least one meeting in the last 3 months? Check the minutes of the meetings for a list of attendees - there must be a minimum of 4 people in attendance and the Site Manager must attend at least one meeting in the 3 month period. If the attendance is less than 4 at any meeting, or if the Site Manager hasn’t attended during the quarter then ask why this is the case.

  Select At least 4 people have attended every meeting in the last 3 months. One meeting in last 3 months had less than 4 people in attendance (with explanation) Two or more meetings in last 3 months had less than 4 people in attendance. Site Manager has not attended a meeting in the last 3 months.

  • At least 4 people have attended every meeting in the last 3 months.
  • One meeting in last 3 months had less than 4 people in attendance (with explanation)
  • Two or more meetings in last 3 months had less than 4 people in attendance. Site Manager has not attended a meeting in the last 3 months.

• Is there a Suggestion Box on site? Suggestion Boxes are usually located on the wall in the crew room or corridor, or in the Hubs by the staff entrance door. There should be some means available to make suggestions - HS20 is the form which has been developed for this but there must be some paper and pen available so that suggestions can be made if required. Confirm box is empty and the person responsible is aware and checking the box frequently.

  Select Suggestion Box is present, pen and paper (HS20) are available. Suggestion Box is present but no pen or paper available. Suggestion Box not present.

  • Suggestion Box is present, pen and paper (HS20) are available.
  • Suggestion Box is present but no pen or paper available.
  • Suggestion Box not present.

• Are employees aware of location of the Suggestion Box? (speak to at least 10 employees) Question people on where the Suggestion Box is located and record responses.

  Select Yes, every person questioned knew the location of the Suggestion Box. Majority (80%) of those questioned knew location of the Suggestion Box. Less than 80% of those questioned knew location of the Suggestion Box.

  • Yes, every person questioned knew the location of the Suggestion Box.
  • Majority (80%) of those questioned knew location of the Suggestion Box.
  • Less than 80% of those questioned knew location of the Suggestion Box.

• Is the H&S Law Poster on display and local contact details up to date? This will be on display in the crew room, corridor or in the entrance area. There is a box at the bottom where the site must record contact details for the Site Manager and H&S/Union Rep (if there is one). These details must be up to date

  Select Poster is on display. local contact details are added and up to date Poster is on display but local contact details are missing or not up to date H&S Law Poster is not on display

  • Poster is on display. local contact details are added and up to date
  • Poster is on display but local contact details are missing or not up to date
  • H&S Law Poster is not on display

• Is the Health and Safety Manager poster on display?<br><br>Every site has been provided with a poster showing the name and contact details (plus photo) of their H&S Manager. This must be on display on site where it can be widely seen

  Yes

  Yes, but faded and/or damaged

  No - poster is missing

• Is the content of any Toolbox Talks or briefings relevant and useful, including warehouse and driver team talk (questioning and checking content)? Ask 2 warehouse ops (4 in Hubs). 2 Managers. 2 Agency and 2 MRFs/ODFs (Network). Question people as indicated above, ask them what the content was of the toolbox talk or briefing and ask them how useful and relevant they found it. This is subjective but a wide enough sample should provide an indication of the effectiveness of these toolbox talks or briefings.

  Select Content is clear, information is useful and relevant. Content is acceptable, but not found to be useful or relevant Content is not useful or relevant to site operations.

  • Content is clear, information is useful and relevant.
  • Content is acceptable, but not found to be useful or relevant
  • Content is not useful or relevant to site operations.

• Is the Crew Room Folder present and all information up to date? Network sites have a folder located in the crew room which contains information including H&S Statement of Intent, Site Safety Rules, Fire Evacuation Plan and Procedure, minutes of last H&S meeting, latest promotions or toolbox talks. Visual check of the folder to ensure that all the required information is present and that it is up to date.

  Select Folder is present and all information is up to date Folder is present but some of the information is not up to date? Crew Room Folder is not present.

  • Folder is present and all information is up to date
  • Folder is present but some of the information is not up to date?
  • Crew Room Folder is not present.

• Is the Employee Liability Insurance Certificate on display and in date? Visual check that the certificate is on display - this may be in the reception area or in the corridor. The certificate expires every year on 30th June so check that the certificate on display is the current version.

  Select Certificate is on display and is up to date. Certificate is on display but is not the current version. Certificate not on display anywhere on site

  • Certificate is on display and is up to date.
  • Certificate is on display but is not the current version.
  • Certificate not on display anywhere on site

• Is there evidence of the visitor book being used correctly. i.e visitors correctly signing in/out Check the last three weeks entries to ensure that all visitors who have signed in, have signed out and completed relevant information within.

  Select Yes m No, <10% of information missing, eg a few time out missing No, multiple details missing from visitor book

  • Yes
  • m No, <10% of information missing, eg a few time out missing
  • No, multiple details missing from visitor book

• Is there a copy of the company and site safety rules available and up to date in reception?<br><br>As per question, check the site safety rules are available with the visitor book.

  Yes

  No

• Has the HS5. HS6 and HS7 paperwork been completed fully for the last month (go back further if less than 5 examples) Any omissions should be down marked in the question, but consider the health and safety risk associated with the omissions as to how much of a mark down is needed. Although, if multiple (three or more) minor failures are noted, this should be fully marked down.

  Select Yes No, a few minor omissions, or incorrect information, but does not lead to significant risk concern No, either a number omissions or issue(s) which could have exposed to significant risks

  • Yes
  • No, a few minor omissions, or incorrect information, but does not lead to significant risk concern
  • No, either a number omissions or issue(s) which could have exposed to significant risks

• Are all relevent permit to works (currently HS9 and/or HS10) completed? As above, check the last month’s permits to work, to form an opinion. If less than 5 permits in the last month, go back further.

  Select Yes - all present where expected and fully completed OR n/a as none required No - all present where expected but a few minor sections missed (not leading to increase in risk) No - either forms missing where required, or where forms present sections missing

  • Yes - all present where expected and fully completed OR n/a as none required
  • No - all present where expected but a few minor sections missed (not leading to increase in risk)
  • No - either forms missing where required, or where forms present sections missing

• Is the site defect log complete and where required in line with completed contractor packs on site Check the last month's entries, to ensure complete and accurate.

  Select Yes No - 1 or 2 differences within last 6 weeks No - more than 2 anomalies within the last 6 weeks.

  • Yes
  • No - 1 or 2 differences within last 6 weeks
  • No - more than 2 anomalies within the last 6 weeks.

• If the building is Pre- 2000. an asbestos plan and register should be in place and available for contractors? As per question. If unsure, speak to Richard Chicken - General Manager, Property Contracts and he will be able to confirm if the site has asbestos containing material (ACMs) within.

  Select Asbestos register not required or asbestos confirmed as not present Asbestos report not available

  • Asbestos register not required or asbestos confirmed as not present
  • Asbestos report not available

• Who is accompanying you on the initial walk round of the inspection? All depots and hubs must ensure a management representative accompanies you during the audit. It is their responsibility to make the necessary arrangements and support you during the audit process. This will ensure, in the event a HSE visit occurs, the sites are prepared and have visibility of H&S processes and procedures Name of the person accompanying you on the inspection State the name of the individual accompanying you on the visit, If you have selected, “Other” then also include their job title.

  Select Depot Manager, General Manager, Distribution Centre Manager Workshop Manager 0 Depot Quality Manager Operations Manager Shift Manager OJT No-one made available other (please detail on following question)

  • Depot Manager, General Manager, Distribution Centre Manager
  • Workshop Manager 0 Depot Quality Manager
  • Operations Manager
  • Shift Manager
  • OJT
  • No-one made available
  • other (please detail on following question)

• Specify

• Name of the person accompanying you on the inspection

• Feedback - https://docs.google.com/forms/d/e/1FAIpQLSenVgufg4b-1HXgFkYSKlz3u-DyCy0gv-vBLSIqVBw3mJEOeA/viewform?usp=sf_link Please take any opportunity to complete a feedback form. All positive and negative.Once an inspection has been completed please encourage your site to also complete a feedback form about the inspection. The more feedback we receive the easier it will be to ensure the system is effective for all of us. Please also encourage the site to provide feedback using this for

  Select Depot Manager, General Manager, Distribution Centre Manager Workshop Manager 0 Depot Quality Manager Operations Manager Shift Manager OJT No-one made available other (please detail on following question)

  • Depot Manager, General Manager, Distribution Centre Manager
  • Workshop Manager 0 Depot Quality Manager
  • Operations Manager
  • Shift Manager
  • OJT
  • No-one made available
  • other (please detail on following question)