Operations Audit

• Audit Title

• Client / Site

• Tap to enter information

  Media
• Add location
  Address

• Region / Division

  Select Cape Provinces East Coast Gauteng South Gauteng North Northern Region Central

  • Cape Provinces
  • East Coast
  • Gauteng South
  • Gauteng North
  • Northern Region
  • Central

• Conducted on

  Date

• Photo of site

  Media

• Manager Attending Audit

• Responsible General Manager

• Report Prepared by

1. Previous Audit Report( BMM Chp 6 )

• Note:
  Yes- Previous audit checked, all findings cleared.
  No- Previous audit checked, findings not cleared
  NC - Previous audit not checked.
  N/A -Not applicable (no previous audits)

• 1.1 Have all previous audit findings been cleared?

  Yes

  No

  NC

  N/A

2. Presentability (Dress Code, OPM Chp 3 Par 12)

• ATTITUDE

• 2.1 Do the Security officers appear helpful and friendly ?

  Yes

  No

• 2.2 Do the Security Officers appear positive ?

  Yes

  No

• APPEARANCE (UNIFORM)

• 2.3 Are the Security Officers dressed in the correct G4S uniform ?

  Yes

  No

• 2.4 Do all the Security officers wear their ID cards ?

  Yes

  No

• APPEARANCE (OTHER)

• 2.5 Are all Security Officers clean shaven ?

  Yes

  No

• 2.6 Do the Security Officers' uniform and appearance portray a professional image?

  Yes

  No

3. Housekeeping (OPM Chp 3 Par 14 and 15)

• 3.1 Is the security office and surrounding area neat and clean?<br>

  Yes

  No

• 3.2 Are registers kept neat and tidy?<br>

  Yes

  No

• 3.3 Are cupboards and drawers neat and tidy?

  Yes

  No

  N/A

• 3.4 Are personal belongings of the security officers stacked away neatly?

  Yes

  No

• 3.5 Are security notice boards neat and up to date?<br>

  Yes

  No

  N/A

• 3.6 Are kitchen facilities hygienically neat and clean?

  Yes

  No

  N/A

• 3.7 Are ablution facilities hygienically neat and clean?

  Yes

  No

  N/A

4. Management and Supervision (OPM Chp 1,2,4,5 and 7)

• MANAGEMENT AND SUPERVISORY RESPONSIBILITIES

• 4.1 Does the responsible manager/ Site Senior take corrective action with regards to:

• 1 Customer concerns and complaints<br>

  Yes

  No

  N/A

• 2 Disciplinary issues

  Yes

  No

  N/A

• 3 Audit findings

  Yes

  No

  N/A

• 4 Non-conformance a find during visits by supervisors and managers?

  Yes

  No

  N/A

• 4.2 Are all appointed staff issued with the correct and signed Job description?

  Yes

  No

• 4.3 Is supervision on site noticeable in terms of planned supervisory visits by the (i) RD, (ii) GM, (iii) CSM and other Managers?

  Yes

  No

• Number of Supervisory visits (Current month)

• Number of Supervisory visits (Last month)

• Number of Management visits (Current month)

• Number of Management visits(Last month)

• Number of RD visits (Last two months)

• Number of after hour Management visits (Last two months)

• 4.4 Is the OB perused by the senior/security officers on the site every day?

  Yes

  No

• 4.5 Are all the registers on the site checked by the Senior on the site on a daily basis and weekly by the CSM?

  Yes

  No

• 4.6 Does the responsible manager have a copy of the latest Ops Procedures Manual?

  Yes

  No

5. Site Instructions and Site File (OPM Chp 3 and 4 )

• SITE INSTRUCTIONS

• 5.1. Are the site Instuctions available on site and post descriptions available at the posts?

  Yes

  No

• EMERGENCY PROCEDURES

• 5.2. Is a Site specific procedures develop to cover all eventualities on the site?

  Yes

  No

• Other

• Do the site instruction make provision for:

• 5.3 Firearm control measures/ procedures if security officers are isseud with firearms on site?

  Yes

  No

  N/A

• 5.4. Searching measures/procedures?

  Yes

  No

  N/A

• 5.5. Patrolling measures/procedues?

  Yes

  No

  N/A

• 5.6. Key control measures/procedures?

  Yes

  No

  N/A

• 5.7. Access control/procedures (employees,contractors,pets,intoxicated persons and children under 16) ?

  Yes

  No

  N/A

• 5.8. Are all registers and documentation use on the site mentioned in the site instructions?

  Yes

  No

• 5.9. Are the site instructions revised once a year and approved by the customer?

  Yes

  No

• Site File

• Does the site file includes the following:

• 5.10. Site informtion sheet G4SO123?

  Yes

  No

• 5.11 Is it correctly completed and include the following?

  Yes

  No

• 5.11.1. Company reporting structure?

  Yes

  No

• 5.11.2 Customer emergency telephone numbers?

  Yes

  No

• 5.12 Customer service assessment?

  Yes

  No

• 5.13. Latest risk survey?

  Yes

  No

  N/A

• 5.14. Dress code and disciplinary code?

  Yes

  No

• 5.16. Site Plan?

  Yes

  No

  N/A

• SITE PLAN
  Are the following included on the site plan:

• 5.16.1. Clock points and patrol routes?

  Yes

  No

  N/A

• 5.16.2. Fire fighting equipment (extinguishers, hydrants and hoses)?

  Yes

  No

  N/A

• 5.16.3. Escape routes and assembly points?

  Yes

  No

  N/A

• 5.16.4. First aid facilities ?

  Yes

  No

  N/A

6. Registers and Documentation (OPM Chp 4 Par 4 and 5)

• NOTE:
  It is a requirement to have 4 registers on a site.
  Should there be more official registers on site, complete it under "Other registers"

• OCCURRENCE BOOK (OB)

• 1. Are all incidents recorded in the OB (who, what, where, when, how)?

  Yes

  No

• 2. Are all patrols being recorded as well as the results?<br>

  Yes

  No

  N/A

• 3. Are handovers (inventory included) at the end of each shift being recorded?<br>

  Yes

  No

• 4. Are non-conformances in terms of present ability,equipment and discipline being recorded?<br>

  Yes

  No

  N/A

• 5. Are all supervisory visits being recorded in the OB <br>(person visiting, purpose of and action taken during the visit)?

  Yes

  No

• 6. Are actions taken by the supervisor / managers recorded in the OB?<br>

  Yes

  No

  N/A

• INSTRUCTION BOOK (IB)

• 1. Are instructions being recorded in the instruction book?<br>

  Yes

  No

• 2. Do all security officers sign after they have read the instructions?<br>

  Yes

  No

• ATTENDANCE REGISTER :

• 1. Do all members coming on duty or going off duty sign the attendance register correctly?

  Yes

  No

• 2. Is a roster for the period available on site?

  Yes

  No

• SUPERVISORY REGISTER

• 1. Is the register completed by all visiting managers and supervisors?

  Yes

  No

• 2. Is the supervisory register completed correctly (time of arrival and departure as well as the OB number)?

  Yes

  No

• OTHER REGISTERS

• Indicate other registers on site: (See "Firearm Control" for fire-arms)

• 1. Are these registers (any other registers) completed as per company procedures?

  Yes

  No

  N/A

• General

• 1. Are registers neat and approved copies utilised (document control)?

  Yes

  No

• 2. Are the entries in the registers clear and eligible?

  Yes

  No

7. Operations (OPM Cht 8 )

• CUSTOMER LIAISON AND MEETINGS

• 1. Do regular customer meetings take place?

  Yes

  No

• 2. Are minutes being taken and filed?

  Yes

  No

• 3. Has a customer service assessment been completed in the last month?

  Yes

  No

• 4. Were the results of the customer service assessment communicated with the security officers?

  Yes

  No

• 5. Is there a record available that non-conformances regarding the customer service assessment with a score less than 3 have been rectified?

  Yes

  No

• PATROL MONITORING SYSTEMS

• 1. Is the patrol system monitored?

  Yes

  No

  N/A

• 2. Are results analysed and discussed with the staff on site?

  Yes

  No

  N/A

• 3. Was action taken in the event of non-conformances?

  Yes

  No

  N/A

8. Equipment (OPM Chp 2)

• INVENTORY OF EQUIPMENT

• 1. Is there a complete inventory list of equipment for which security is responsible available on site?

  Yes

  No

• 2. Does the inventory list distinguish between G4S and customer equipment?

  Yes

  No

• 3. Did the customer counter sign the inventory list indicating his / her agreement?

  Yes

  No

• CONDITION OF EQUIPMENT

• ARE THE FOLLOWING IN GOOD WORKING CONDITION:

• 1. Two way radios?

  Yes

  No

  N/A

• 2. Guard monitoring system?

  Yes

  No

  N/A

• 3. Torches?<br>

  Yes

  No

  N/A

• 4. Office equipment?

  Yes

  No

• 5. Vehicle(s)?

  Yes

  No

  N/A

• Vehicle handover/ takeover done correctly?

  Yes

  No

  N/A

• Equipped with vehicle management system?

  Yes

  No

  N/A

• Vehicle management system checked by management and corrective action taken?

  Yes

  No

  N/A

• EQUIPMENT CHECKS :

• 1. Is equipment on site checked and results recorded in the OB on a regular basis?

  Yes

  No

• 2. Is action taken on replacing / repairing unserviceable / broken equipment?

  Yes

  No

  N/A

9. Training and Personnel Development (OPM Chp 2 Par 9)

• CONTRACT MANAGER / SITE SENIOR KNOWLEDGE AND REQUIREMENTS

• 1. Did the site senior / CM complete the necessary courses in terms of the minimum requirements by the customer?

  Yes

  No

• 2. Know his / her responsibilities, tasks and functions?

  Yes

  No

• 3. Know the reporting structures?

  Yes

  No

• 4. Have sound knowledge regarding the site instructions?

  Yes

  No

• 5. Sound knowledge of the Company's policies and procedures?<br>

  Yes

  No

• 6. Understand the customer's core business and procedures on site?

  Yes

  No

• ON SITE TRAINING

• 1. Is there a site knowledge training plan G4S119 available?

  Yes

  No

• 2. Is there an 'on the job' training programme?

  Yes

  No

• 3. Is training conducted according to the training plan?

  Yes

  No

  N/A

• 4. Have all the test results been recorded in the training file (written test, observation test, search test, patrolling test, etc.)?

  Yes

  No

• 5. Do security officers on site have a sound knowledge of the site instructions?<br>

  Yes

  No

• 7. Do security officers who fail, rewrite within two weeks?

  Yes

  No

• 9. Do new members receive proper site induction and are the records available?

  Yes

  No

  N/A

10. Key Control (OPM Chp 11 Par 12 )

• IS THERE ANY KEY RESPONSIBILITY ON SITE?

  Off

  On

• SAFEKEEPING OF KEYS

• 1. Are keys kept in a lockup key cupboard?

  Yes

  No

• 2. Are the key cupboards out of reach to the general public?

  Yes

  No

• 3. Are spare keys kept in a safe place, away from the security officers?

  Yes

  No

• ISSUING AND CONTROL OF KEYS

• 1. Is a key list available indicating how many and what keys are kept on site?

  Yes

  No

• 2. Are all keys numerically numbered and tagged and do they correspond with the master key list?

  Yes

  No

• 3. Is there specimen signatures or a list available against which keys will be issued?

  Yes

  No

• GENERAL- Are procedures in place should:

• 1. Key(s) not be returned on time?

  Yes

  No

• 2. A key be broken or lost?

  Yes

  No

11. Firearm Control (OPM Cht 2 Par 13 )

• ARE THERE ANY FIREARMS ON SITE?

  Off

  On

• SAFEKEEPING OF FIREARMS

• 1. Are firearms locked away in a safe when not in use?

  Yes

  No

• 2. Is the key to the safe in possession of the appointed responsible person

  Yes

  No

• 3. Is a SABS safe available and boldted to a wall ?

  Yes

  No

• 4. Is a bullet trap available ?

  Yes

  No

• ISSUING AND CONTROL OF FIREARMS

• Are the following registers in place:

• 1. Firearm control register?

  Yes

  No

• 2. Firearm register for the issuing of firearms?

  Yes

  No

• 3. Ammunition register when ammunition is issued?

  Yes

  No

• 4. Firearm discharge register (may be kept at the regional office)?

  Yes

  No

• Are the following available and checked during issuing:

• 1. Competency certificates?

  Yes

  No

• 2. Valid ID book?

  Yes

  No

• 3. PSIRA Card ?

  Yes

  No

• Are the following issued with the firearms:

• 1. Permits to be in the possession of a firearm?

  Yes

  No

• 2. Firearm license?

  Yes

  No

• GENERAL

• 1. Are procedures in place should firearm(s) not be returned on time?

  Yes

  No

• 2. Are procedures in place should a firearm be lost, stolen or damaged?

  Yes

  No

• 3. Are handguns carried in holsters (with a clip)?

  Yes

  No

• Ammunition

• 1. Is reloaded ammunition used at the site?

  No

  Yes

• 2. Are old ammunition removed from the site?

  Yes

  No

• LIST THE FIRE ARMS ON SITE:

12. Health and Safety (OPM Cht 11 Par 3 )

• Health and Safety file?

• 1. Is the correct file and index implemented?

  Yes

  No

• 2. Is the Health and Safety policy in the file?

  Yes

  No

• SAFETY AWARENESS/TRAINING

• 1. Did all staff receive site specific safety induction before starting work at the site?

  Yes

  No

• 2. Does a procedure exist on site that describes the incident reporting procedure?

  Yes

  No

• 3. Are the Toolbox Talks available on site ?

  Yes

  No

• 4. Are the Toolbox Talks presented on a regular basis as a means to inform and make employees aware of the risks? (Can evidence be provided that TBT are communicated to all the employees on site?)

  Yes

  No

• 6. Are the Safety Matters presented on a regular basis as a means to inform and make employees aware of the risks? (Can evidence be provided that It is communicated to all the employees on site?)

  Yes

  No

• HEALTH AND SAFETY RISK ASSESSMENT :

• 1. Is a health and safety risk assessment been completed for the site?

  Yes

  No

• 2. Are risks properly identified and ranked according to the risk rating?

  Yes

  No

• 3. Can evidence be provided as proof of measures taken to mitigate the risks?

  Yes

  No

• PERSONAL PROTECTIVE EQUIPMMENT
  GENERAL REQUIREMENTS- Ensure PPE compatibility issues have been considered and that one piece of PPE not restrict the effectiveness of another piece of PPE)

• 1. Is PPE issued on an individual basis?

  Yes

  No

  N/A

• 2. Is the PPE suitable for the type of work being undertaken?

  Yes

  No

  N/A

• 3. Is the PPE in good condition?

  Yes

  No

  N/A

• 4. Is the PPE appropriately replaced?

  Yes

  No

  N/A

• ARE THE SECURITY OFFICERS ON THE SITE AWARE OF

• 1.The health and safety policy ?

  Yes

  No

• 2.Top 5 Health and Safety Risks facing the site?

  Yes

  No

• 3. Who the appointed safety representative for the site is?

  Yes

  No

• 4. Do the officers knows the difference between a risk, hazard, near miss and accident?

  Yes

  No

• 5. Do the officers believe G4S takes H&S seriously ?

  Yes

  No

• List the hazards/risks identified at the site and note any recommendations.

• Add Pictures of the hazards/risks identified

  Media

13. Contract compliance

• 13.1 Site posted according to contract and contract schedule?

  Yes

  No

  N/A

14. Summary

• Any additional information available / observations noted

• Short summary or general impressions

15. Audit Risk Level

• Risk rating for this audit

  Red

  Amber

  Green

• Internal control weakness, high business risk area, non-compliance with legislation / regulations or contractual agreement and/or contravention of company policy.
  Requires management’s immediate attention for resolution.

• Internal control weakness, medium business risk area, compliance with legislation / regulations and contractual agreement and/or company policy which should receive management’s attention during a period not exceeding 2 months

• Issues that are fully or partially compliant and adhere to company requirements and standards.
  Outstanding issues requires management attention.

16. Audit findings discussion and Closure

• Recommended corrective actions

• I confirm I have had the contents of this audit report explained to me.

• Management attending audit and / or responsible manager

  Sign

• Responsible Manager (if audit was not attended by responsible manager) "Responsible Manager" is regarded to be the General Manager responsible for that site

  Sign

• I confirm that the contents of this audit report was explained to the manager/ responsible manager attending the audit

• Person conducting this Audit

  Sign

• Corrective Action Report to reach the Compliance Department by:

  Date

• All actions on this report have been completed on:

  Date

• Follow -up audit to be concluded by:

  Date