SP 14 - Auditing 2

Mondipak Epping
A division of MPSA
Auditing
Revision 01 Doc No: SP 14 Reviewed By: FC Engelbrecht
Owned By: JB Steenkamp
OHSAS 18001:1999 Clause Approved By: JB Steenkamp
4.5.4
Effective Date: 31 July 2006
Signature:
Document Revision Control
Rev. no Page no Changes Effected Date of Change
1. Purpose
The Company’s H&S MS needs to be audited on a planned basis to ensure that it conforms to
planned arrangements, OHSAS 18001:1999 standard, statutory and regulatory requirements and
that it is effectively implemented and maintained.
2. Scope
The procedure describes the methods used by Mondipak to ensure that internal and external audits
are carried out on a scheduled basis, which cover all aspects of the H&S MS to verify compliance
and effectiveness in accordance with the requirements of OHSAS 18001:1999 Standard.
3. Responsibility
Position Responsibility
SHEQ Manager  Responsible for the implementation and maintenance of this procedure.
4. References
Document Type Reference

Informative and Supporting  OHSACT 85 of 1993
Documentation
Procedures  SP 15 (Corrective and Preventive Action)
Records:
Name Doc No. Retention Time By Whom Where
Internal Audit Dept. Matrix 1 Year Rotational SHEQ Manager SHEQ Office
Internal Audit Checklist 1 Year Rotational SHEQ Manager SHEQ Office
Internal Audit Register 1 Year Rotational SHEQ Manager Shared drive H:
SHEQ Internal C.A.R. 1 Year Rotational SHEQ Manager SHEQ Office
Non-Conformance Report H&S SD 10 1 Year Rotational Senior QC SHEQ Office
5. Procedure
NB: All printed versions of this document are uncontrolled copies unless signed by the General Manager
Auditing Page 1 of 5
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Mondipak Epping
A division of MPSA
Auditing
No Person/s Resp.
1.
1.1.  The SHEQ Manager is responsible for the organisation of an internal
audit of the H&S MS at defined intervals. The interval is to be
structured in such a manner as to ensure each procedure is audited SHEQ Manager
at least every twelve months in accordance with the Internal Audit
Schedule
1.2.  An audit team is selected which is independent of the area being
audited and the team conducting the audit shall either be suitably
trained or be qualified as an Internal Auditor to conduct the audit.
Suitable training requires the following:
 Training in Health and Safety Management Systems;
 Training in OHSAS 18001:1999 SHEQ Manager
 Training in Auditing methods; or
 At least 2 years’ experience in the implementation of a H&S MS.
 Short courses in each of the above are deemed to be acceptable
training. Internal auditors may also be rotated between sites.
1.3.  The audit procedure shall include:
 Discussions with Departmental Managers and other relevant
personnel
 Inspection of all departments and areas
Internal Auditor
 Review of records and other relevant documentation held at different
levels
 Review of action taken in light of changes to relevant regulatory and
statutory requirements.
1.4.  Prior to the audit date, the Auditor notifies the Departmental Manager
Auditor
that an audit is to be conducted in their area of responsibility.
2. and Reporting
2.1.  An audit checklist, which accompanies each process / department, is
utilized to ensure consistency in the audit system. (Audit Checklist)
 The Auditor verifies that the H&S MS is entrenched and understood
and that all activities are documented and that the relevant Internal Auditor
employees operate in accordance with the appropriate procedures
and work instructions. This is achieved by comparing the
documentation to the specific operations and to the requirements of
OHSAS 18001:1999.
2.2.  The Auditor observes the work in progress and obtains information
from employees performing the actual tasks in order to obtain
Internal Auditor
objective evidence and identify any deviations from the Procedure or
Works Instruction.
2.3.  The Auditor uses the following auditing tools:
 Using open-ended questions allowing the employee to explain.
 Insist that employees being questioned answer for themselves.
Internal Auditor
 Not allow the department employees (under audit) to dictate the
pace of the audit.
 Re-phrase misunderstood questions.
Mondipak Epping
A division of MPSA
Auditing
No Person/s Resp.
2.4.  Written notes on variances, non-conformance and omissions are
taken and recorded. A non-complying situation may be present when:
 A requirement of the code of practice or other legal and other
requirements has been contravened.
 A technical capability for minimising the risk to the H&S MS is
missing.
Internal Auditor
 A requirement of the Procedure or Works Instruction has been
contravened.
 A lack of staff awareness or competence is demonstrated.
 Objectives and /or Targets have not been reached.
 Any requirement of the H&S Policy has not been attained or has
been contravened. .
2.5.  The Non – Conformance Report Form indicates the location of the
non-compliance and the Departmental Manager signs the non- SHEQ Manager
compliance as witness.
2.6.  All Non –Conformance Forms are forwarded to the SHEQ Manager
on completion of the audit or whenever an NCR is raised. The SHEQ
SHEQ Manager
Manager updates (Non Conformance Register) each time an NCR is
recorded.
3.
3.1.  The Internal Auditor negotiates the completion date for the corrective
action with the Departmental Head. All findings noted in the report
must be corrected by the responsible person by an agreed upon date.
Internal Auditor
The dates are recorded in on the Non Conformance Report
document, along with the chosen action plan.
3.2.  The SHEQ Manager retains the original of the Non Conformance
SHEQ Manager
Report and submits a copy to the Departmental Manager for the
Dept Manager
implementation of the required corrective action(s).
4.
4.1.  After the documented completion date of the corrective action(s), the
SHEQ Manager ascertains if closure of the non-compliance was SHEQ Manager
made.
4.2.  If found that the non-compliances have been corrected, it is
documented in the applicable area of the NCR that the findings have
been corrected and closed. The SHEQ Manager file the report(s) for SHEQ Manager
record purposes, and the Internal H&S MS Audit Programme is
endorsed accordingly.
4.3.  Should the non-compliance(s) still be in existence, the SHEQ
Manager raises a Corrective Action Request (NCR) in accordance
SHEQ Manager
with the Non-Conformance procedure against the responsible person
for the area audited.
4.4.  With each finding, a decision is made as to whether the following are Internal Auditor
required to be updated/reviewed:
 Review of the necessary operational control procedure (Is it
adequate?)
 Training Needs Analysis Matrix
Mondipak Epping
A division of MPSA
Auditing
No Person/s Resp.
 Monitoring and Measurement Procedure
 Any other related documentation
5. Management Review
5.1.  The internal H&S MS audit results form part of the Management
Review Meeting agenda during which the SHEQ Manager reports on SHEQ Manager
all new NCR’s and outstanding actions.
5.2.  Any long-term actions necessary are included in the action plan. SHEQ Manager
5.3.  Department Heads review the internal H&S MS audit results that
relate to their area(s) of control with a view to taking preventive action Department Heads /
in order to ensure that repetition of the non-compliance does not ManCom
recur.
6. PA (Supplier Audits)
6.1.  Second party audits will be conducted at least annually on the
suppliers.
 External audits on suppliers conducted by an independent and
qualified body may be accepted as a valid second party audit report. SHEQ Manager
Suppliers will be audited for evaluation to see where appropriate
requirements for approval of product, procedures, processes and
equipment,
7. Third Party Audits (External Audits)
7.1.  An accredited auditing body conducts a third party audit annually. SHEQ Manager
8. Legal Compliance Audit
8.1.  An approved authority conducts a legal compliance audit every two
years. SHEQ Manager
9. Summary
Auditing of the
NB: All printed versions of this document are uncontrolledH&S
copies MS
unless signed by the General Manager
Mondipak Epping
A division of MPSA
Auditing
Planning of internal audits.
Conducting and reporting on Audit Checklist

the internal audit
Corrective and Preventive SHEQ Internal C.A.R.

Actions
Audit Non-conformance
Re-Audit
Register
Management Review
Second Party Audits
Third Party Audits
Legal Compliance Audits

SP 14 - Auditing 2

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SP 14 - Auditing 2

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Mondipak Epping

Document Revision Control

Rev. no Page no Changes Effected Date of Change

Document Type Reference

Planning of internal audits.

Conducting and reporting on Audit Checklist

Corrective and Preventive SHEQ Internal C.A.R.

Second Party Audits

Third Party Audits

Legal Compliance Audits

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