OHSF-PR-08-04 Part Two Cityfibre Supply Chain Partner Assessment Version 1 Revision 1 dated 03/06/2019 - duplicate

• Site conducted

  Select

• Conducted on

  Date

• Prepared by

• Location
  Address

• Supply Chain Partner Name

• Address

• Key Personnel & Contact details

Site Audit Results

• Refer to site audit OHSF-PR-08-04 Part One and detail main issues if applicable

Next Visit

• Provisional date for next audit

  Date

• Request a provisional date for the next annual visit and place an action to add to teams Calendar and OneNote File

• Introduction
  This document is written as an auditing guide to an audit of the Supply Chain Partners’ standards and work procedures. It is a management tool that will assist in the performance monitoring of the outsourced activities.
  This document can be used as part of the health and safety planned monitoring of procedures and work processes within the company. The results will give an indication to management on the areas of good practice and those areas identified for improvement.
  It will help identify areas that could potentially cause an incident and negative consequences if a work process was not up to standard.
  Greater emphasis is placed on recording of actions and findings when carrying out any work. It requires evidence to demonstrates that procedures and standards set by CityFibre are actually implemented and work.
  It is advisable that this auditing tool is used by competent professions who understand the health and safety needs within the company. They will therefore have a broader knowledge and will ensure that all hazards and risks within the company are monitored to the correct extent.
  The scoring criteria is contained within the IAuditor Application, the operational site audit results must be transposed into Part two of the document to create an overall score and performance indicator for the Supply Chain Partner – results of which may be compared to similar organisations using the IAuditor Analytics.
  

1. Site Audit

• Has Site Audit been conducted?

  No

  Yes

• What score did the Site Visit achieve?

  less than 60%

  Between 60% & 80%

  More than 80%

2. Office / Yard Audit

• Are you conducting the Office element of the Organisation Audit

  No

  Yes

• Does the organisation Have a Health & safety Policy Statement

  Yes

  No

• Evidence: Request to See H&S Policy

• Do you review the OH&S policy periodically to ensure that it remains relevant and appropriate to the organisation ?

  Yes

  No

• Evidence: Policy Statement / management Review Minutes

• Can you demonstrate how you bring the health and safety policy statement to the attention of employees?

  Yes

  No

• Evidence: Could be training, Tool Box talks, team Briefs, Inductions - Ask supplier to demonstrate by the provision of appropriate records

• Does the Contractor consult with employees in matters of health and safety?

  Yes

  No

• Evidence: Could be training, Tool Box talks, team Briefs, Inductions, Employee Consultation Meetings - Ask supplier to demonstrate by the provision of appropriate records / Minutes

• Does the Contractor issue a safety code or safety information to its employees?

  Yes

  No

  N/A

• Evidence: (E.g. handbooks, pamphlets etc.)

• Has the organisation implemented a construction phase plan for the CityFibre project(s) it is working on?(Construction (Design and Management) Regulations 2015

  Yes

  No

• Evidence: verify CPP aligns with One held by CityFibre

• How many months since the last review of the CPP was undertaken?

  Under 12 Months

  Over 12 Months

  Over 24 months

• Evidence: Version and issue Number to be referenced

• If applicable; Has the organisation received a copies of the Construction F10 for each main project?

  Yes

  No

  N/A

• Evidence: verify F10's held match those held by CityFibre

3 Health & Safety Support

• Has the contractor appointed a competent safety adviser(s)?

  Select Internal H&S Advice External H&S Advice No H&S Competence Both Internal & external H&S Advice

  • Internal H&S Advice
  • External H&S Advice
  • No H&S Competence
  • Both Internal & external H&S Advice

• Evidence List Name & Professional Status of Designated H&S Personnel

• How often do they visit the site works?

  Daily

  Weekly

  Monthly

  Annually

  Quarterly

• Evidence: Looking for at least weekly audit inspection - See Inspection Sheets

• Does Senior Management conduct site Inspections?

  Yes

  No

• How often do they visit the site works?

  Select Daily Weekly Monthly Quarterly Annually Never

  • Daily
  • Weekly
  • Monthly
  • Quarterly
  • Annually
  • Never

• Evidence: Looking for at Monthly / Quarterly audit inspection - See Inspection Sheets

4. Subcontractors

• Is the Supply Chain Partner using additional subcontractors to carry out work on our sites? (Including Traffic Management)?

  No

  Yes

• List Names of Additional Contractors

• Have subcontractors been formally assessed by the Supply Chain Partner?

  Yes: Evidence Provided

  No: Evidence not Provided

• Evidence: All sub-contractors who will work on our contracts must be assessed, approved & registered as per our requirements. Request Visibility of subcontractor on-boarding.

• Have subcontractors been communicated / issued the current Construction Phase Plan?

  Yes

  No

  N/A

• Evidence: formal acceptance of communication or issue of document from Subcontractor

• How frequently do the Supply Chain Partner engage / communicate with the Subcontractor(s)

  Weekly

  Monthly

  Annually

  Less than weekly

• Evidence: Meeting Minutes, Emails - reference date time and frequency of communications

• Has the Supply Chain Partner conducted analysis or verification on subcontractor competencies?

  Yes

  No

  N/A

• Evidence: Training Matrices, Training Plans, Certificates - Select three at random Using initials only and not Names, and their position. Streetworks Cert, Plant Operators etc.

• Does the Supply Chain Partner Monitor Subcontractor Performance?

  Yes: Evidence Provided

  No: Evidence not Provided

• Evidence: Trend Analysis, Injury / Accident rates / Remedial action Reports etc

5. Risk Management & Methodolgy

• Does the Supply Chain Partner supply a risk assessment relevant to the work to be carried out? (Management of H&S at Work Regulations 1999)

  Yes

  No

• Evidence: See PCI Annex B for full list of potential activities

• Does the Supply Chain Partner supply a method statement(s), relevant to the work to be carried out

  Yes

  No

• Evidence: List details of a selection of method statements, and acceptance by employees / Contractors etc

• Can the organisation demonstrate that it has a valid HAV's Risk Assessment(s)?

  Yes

  No

  N/A

• Evidence: List details of a selection Risk assessments, and acceptance by employees / Contractors etc

• Can the organisation demonstrate that it has a valid Noise Risk Assessment(s)?

  Yes

  No

  N/A

• Evidence: List details of a selection Risk assessments, and acceptance by employees / Contractors etc

• Can the organisation demonstrate that it has a valid PPE Risk Assessment(s)?

  Yes

  No

• Evidence: List details of a selection Risk assessments, and acceptance by employees / Contractors etc

• Does the Organisation have a system for identifying work with or producing substances hazardous to health? (Control of Substances Hazardous to Health Regulations 2002) COSHH

  Yes

  No

• Evidence: List details of a selection Risk assessments, and acceptance by employees / Contractors etc - Ensure correct CLP labels have been identified (Not the Old CHIP 4 Orange Pictograms)

• Does the Organisation hold the relevant Safety Data Sheets for the identified COSHH Risk Assessment?

  Yes

  No

• Evidence: List details of a selection SDS - Ensure correct CLP labels have been identified (Not the Old CHIP 4 Orange Pictograms)

• Does the organisation keep itself up-to-date about the legal and other requirements ? Detail How

  Yes

  No

• Evidence: Legal Register, Third Party Software, HSE Emails etc

6. PPE

• Does the Contractor have a Record of issue of Personal Protective Equipment (PPE)?

  Yes

  No

• Evidence: Issue / Acceptance records - purchase orders / Invoices

• Does the Contractor have a system for regular inspection maintenance and testing of PPE? (Personal Protective Equipment at Work Regulations 1992)

  Yes

  No

• Evidence: Inspection Procedure / Describe verbal methodology

7. Welfare Provision

• Does the organisation use Welfare Vehicles for all of their sites

  Yes

  No

• If the organisation relies on public amenities for their site operatives, can they demonstrate the inspection regime or permissions to use facilities?

  Yes

  No

  N/A

• Evidence: Inspection Notes with locations, Permission letters from landlords / Owners (As per PCI Requirement)

• Does the organisation have demonstrable evidence of provision of water to site operatives

  Yes

  No

  N/A

• Evidence: Receipts / Invoices / Purchase orders for issue of water etc. (As per PCI Requirement)

8. Noise

• Is there a procedure on noise management, dated, reviewed, controlled, available and been adhered to?

  Yes

  No

  N/A

• Evidence: Noise Analysis records, Procedures

• Have sampling noise surveys been carried out on site?

  Yes

  No

  N/A

• Evidence: Survey Records

• Has noise assessments been part of risk assessments within the work environment and activities being carried?

  Yes

  No

  N/A

• Evidence: Risk assessment

9. Training & Competence

• Does the organisation ensure that the persons (such as staff, contractors, shift workers, casual staff, etc.) under its control performing tasks that can impact on Health & safety on CityFibre sites are competent (on the basis of appropriate education, training or experience) ?

  Yes

  No

  N/A

• Evidence: Training procedures, Gap Analysis, Training Records, NRSWA, Plant, etc

• Does the organisation evaluate the effectiveness of the training or action taken, and retain associated records ?

  Yes

  No

  N/A

• Evidence: Training procedures, Gap Analysis, Training Feedback Records

• Are your training procedures taking into account differing levels of:   responsibility, ability, language skills and literacy, and risk

  Yes

  No

  N/A

• Evidence: Training procedures, Gap Analysis, Training Feedback Records
  

• Do you conduct installation of Fibre Optic cabling within buildings or premises?

  No

  Yes

• Can you demonstrate Competence / third Party Competence for maintaining Fire barrier penetration?

  Yes

  No

• Evidence: Training Records, Training gap analysis / training program

• Evidence: Training Records, Training gap analysis / training program

10 Plant and Equipment

• Can you demonstrate a maintenance / Calibration process for smaller items of equipment?

  Yes

  No

  N/A

• Noise monitors, Vibration Monitor gas detectors, CAT & Geny units, Survey equipment , ladders, breakers etc

• Do you own or lease Plant and Machinery to conduct your operations?

  No

  Yes

• Does the Organisation have formal statutory certification of lifting equipment and Machinery?

  Yes

  No

  N/A

• Evidence: Lifting Certificates (annual) Provision and Use of Work Equipment Regulations PUWER 1998) (Lifting Operations & Lifting Equipment Regulations LOLER 1998)

• Is there a procedure on the management of vehicles, dated, reviewed, controlled, available and been adhered to?

  Yes

  No

• Evidence : procedure, maintenance & test records for plant and equipment

• Are all records available, dated, and signed and actions recorded and closed for testing and maintenance of vehicles?

  Yes

  No

  N/A

• Evidence : procedure, maintenance & test records for plant and equipment

11. Driver & Vehicles

• Is there a procedure on the management of driving, dated, reviewed, controlled, and available ?

  Yes

  No

  N/A

• Evidence : procedure, maintenance & test records for Vehicles

• Are the risks associated with driving vehicles risk assessed?

  Yes

  No

  N/A

• Evidence: Trackers, Tacho's Driver monitoring records

• Do all drivers have insurance and is this checked?

  Yes

  No

  N/A

• Evidence: Insurance checking (HR?)

• Are licences of drivers checked regularly to identify any penalties that may affect them been able to drive?

  Yes

  No

  N/A

• Evidence: License checking procedure, records (HR?)

Performance Monitoring

• Do the arrangements for monitoring and measurement arrangements include accident, incident, near miss, dangerous occurrences performance, ill health and risk control measures?

  Yes

  No

• Evidence: Supporting details of company accident trends i.e. graphs, reports etc. Indicate which, if any, were reportable under RIDDOR

• What are the RIDDOR accident statistics for the organisation for the past three years

• Evidence: Accident records, HSE Submissions

• What are the Minor Injury accident statistics for the organisation for the past three years

• Evidence: Accident records, HSE Submissions

• What are the Near Miss statistics for the organisation for the past three years

• Evidence: Accident records, Near miss submissions, Analysis

• From the previous statistical information can the organisation demonstrate:

• Risk Assessment review

  Yes

  No

• Lessons Learned

  Yes

  No

• Investigations into incidents

  Yes

  No

• What current KPI's does the organisation have for the CityFibre Projects

  Yes

  No

  N/A

• Evidence: management review, Email correspondence, Statistical analysis, Site inspection records

• Can you demonstrate that results of weekly site inspections are followed up and shortfalls rectified?

  Yes: Evidence Provided

  No: Evidence not Provided

Environmental Controls

• Does the organisation retain waste transfer certificates / Consignment notes? (required to be retained for two years minimum)

  Yes

  No

• Evidence: (Training/ WTN / WCN)

• Has the organisation provided Environmental awareness training?

  Yes

  No

• Evidence: (Training records / Toolbox talks

• Can the organisation demonstrate that it only uses licensed waste disposal contractors

  Yes

  No

  N/A

• Evidence: Waste Contractor Lisences

• Can the organisation demonstrate that it monitors the environmental performance of the sub-contractor.

  Yes

  No

  N/A

• Evidence: (Training/ WTN / WCN)

• Does the organisation implement waste recycling on both site and main office premises?

  Yes

  No

• Evidence: (Training/ WTN / WCN)

Quality Control

• If applicable, Do you have process in place to monitor Streetworks CAT B and C incidents?

  Yes

  No

  N/A

• Evidence: Symology / Eton Bentley Streetworks software, Section 74 and 81 reports from authorities

• If you manage the noticing arrangements can you demontrate competence in this area

  Yes

  No

  N/A

• Evidence: Training Records / Certificates

• Does the organisation identify / control nonconforming product (tag and segregate / Quarrantine areas etc)?)

  Yes

  No

  N/A

• Evidence: Stock control process, Materials receipts, storage / warehouse records / Non conformance records - registers

• Is there a formal inspection and test procedure for incoming material if so, can you demonstrate?

  Yes

  No

  N/A

• Evidence: Stock control process, Materials receipts, storage / warehouse records / Non conformance records - registers

• Is there a formal inspection and test procedure for outgoing material? Demonstrate?

  Yes

  No

  N/A

• Evidence: Stock control process, Materials receipts, storage / warehouse records / Non conformance records - registers
  

Information Security

• Evidence: External Certification cert, audit reports (Internal / External)

• Do you have a certified ISO 27001:2013 Management System?

  Yes

  No

• Is there secure access control to the main office building?

  Yes

  No

• Evidence: Reception log, / Key card registers / other access controls

• Have you completed and returned the CityFibre Information security questionnaire in the past three years?

  Yes

  No

• Evidence: Email correspondence, COUPA submission to Procurement department,

• Can you demonstrate how you communicate the CityFibre supply Chain partner Policies to your personnel?

  Yes

  No

  N/A

• Evidence: Noticeboards, team briefs, training records

• Can you demonstrate your Information Classification policy

  Yes

  No

• Evidence: Classification Policy / control of documents and records, Document control software.

Business Continuity & Ethics

• Evidence: External Certification cert, audit reports (Internal / External)

• Do you currently maintain a certified ISO 22301:2012 management system?

  Yes

  No

• Have you completed and returned the CityFibre business Continuity questionnaire in the past three years?

  Yes

  No

• Evidence: Email correspondance, COUPA submission to Procurement department, or completed CityFibre Form BCSF-PR-09-4 BCM Customer-Supplier Questionnaire

• Have you identified any potential Business continuity areas

  Yes

  No

• Evidence: BC Procedures, management meeting minutes etc

• Have you tested any of the scenarios

  Yes

  No

• Evidence: BC Procedures, management meeting minutes etc Testing Records / feedback

• Do you have an anti-bribery and corruption policy?

  Yes

  No

• Do you have confidential means by which staff can raise concerns?

  Yes

  No

  N/A

• Evidence Anti Bribery Policy statement / Process / Handbook / employee guides - Version and revision numbers, date of issue etc

• Do you have a modern Slavery Policy?

  Yes

  No

  N/A

• Evidence Modern Slavery Policy - Version and revision number, date of issue etc

• Do you have record all employees working hours and conform to the Working Time Regs?

  Yes

  No

  N/A

• If you employ personnel whose first language is not English can you demonstrate that you perform Right to Work checks on them?

  Yes

  No

  N/A

Audit Complete ?

• Please upload any relevant files or images that you have not already uploaded (files must be in image or PDF format).

  Media

• Supply Chain Partner Representative

• Name and contact details of SCP Representative

• Signature of SCP Representative

  Sign

• Signature of CFH Auditor

  Sign