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PROCEDURE FOR INTERNAL

AUDITS

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PROCEDURE NO. :

REV. NO. 0 DATE:

PROCEDURE FOR INTERNAL AUDITS
PAGE 1 OF 5

PROCEDURE FOR INTERNAL AUDITS

0 First issue

REV. NO. DATE BRIEF RECORD OF REVISIONS

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PROCEDURE NO. :

PROCEDURE FOR REV. NO. 0 DATE:

INTERNAL AUDITS
PAGE 2 OF 5

1.0 OBJECTIVE

To conduct Health, Safety & Environmental audits and to assess the

effectiveness of HSE management system.

2.0 SCOPE

This procedure covers all activities performed at project sites and offices.

3.0 RESPONSIBILITY

MR/MA and qualified Internal Auditors.

4.0 PROCEDURE:

4.1 Audit checklists for Health, Safety and Environment

4.1.1 The Health, Safety and Environment (HSE) audit checklists are developed
covering the following activities/areas.

1) Records
2) Safety Training
3) Safety Promotion
4) Housekeeping
5) Ladders
6) Scaffolding
7) Electrical
8) Excavation
9) Welding
10) Fire Prevention
11) Use of Personal Protective Equipment
12) First Aid
13) Fall Protection
14) Builder Hoist
15) Cranes
16) Power Tools
17) Miscellaneous
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PROCEDURE NO. :

PROCEDURE FOR REV. NO. 0 DATE:

INTERNAL AUDITS
PAGE 3 OF 5

4.1.2 SE/SS to conduct HSE audits at least once a month using the checklists and
the status of implementation / compliance shall be reported to PM.

4.1.3 PM to ensure that corrective actions are taken to rectify non-compliances

reported and informs Head - HSE Management accordingly.

4.1.4 SE/SS to prepare site specific new checklists if new activities other than
identified above are taken up. SE/SS to revise the checklists to incorporate
any new requirements based on the site specific requirements.

4.1.5 The Internal Audit of the HSE Management System is conducted at

least twice in a year. Frequency of internal audit is increased, if
required, based on results of previous audit.

4.2 Audit is conducted by Internal Auditors provided with adequate training

by competent external agency and the list of such trained auditors is
maintained by MR. If necessary, MR also decides to take the help of
external trained auditors to assist in internal auditing.

4.3 MR decides the annual audit plan at the beginning of the year for
Internal HSE Management System Audit.

4.4 Audit Planning & Scheduling

4.4.1 MR/MA identifies areas for audit based on HSE importance, the
current status of HSE system, the results of Aspect & Hazard
assessment of activities concerned and the results of previous audits.
MR/MA prepares a schedule in consultation with various HODs and
circulates the schedule to auditors & auditees.

4.4.2 MR/MA decides the scope of audit for each of HSE Management
System element based on discussion with concerned PMs and
selects the internal auditors who are independent of the area to be
audited.

4.4.3 MR/MA provides the internal auditors with information about the
previous audit findings, if any, to check the effectiveness of corrective
action taken and revalidation.

4.4.4 MR/MA ensures cordial relationship between the auditor and auditee.
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PROCEDURE NO. :

PROCEDURE FOR REV. NO. 0 DATE:

INTERNAL AUDITS
PAGE 4 OF 5

4.5 Conduct of the Audit

4.5.1 Internal auditors carry out audit based on

a. HSE Management System Manual, Procedures, OCPs.
b. Relevant HSE records.
c. Aspects / Impacts and Hazards & Risks identified and their
results.
d. HSE Management Programs
e. Relevant Legal regulations & other requirements.
f. Previous audit results.

4.5.2 The auditor, when observes nonconformity, shall raise NCR in format
which will contain observations, proposed corrective actions, actions
taken. The auditor shall record the nonconformity & the auditee shall
record the disposition & proposed corrective actions in NCR. Original
copy shall be given to MR/MA & a copy to the auditee. A copy is
retained with the auditee for reference.

4.5.3 Classification of observations raised during Audit include

Observations for Improvement

a) Minor non-conformities that can be corrected immediately.

b) Targets not achieved but there is considerable improvement and
system is in place.
c) Documents not updated / signed, but right system is followed.

Non-conformities Minor & Major

a) Repetition of previous non-conformity.

b) System requirements are not addressed.
c) Deviations from Documented system.
d) Management is deviating from its responsibilities.
e) Non-compliance to legal requirements.
f) Major grievances from interested parties.

4.5.4 Internal audit summary sheet is prepared by MR which forms an input

for Management Review Meeting.
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PROCEDURE NO. :

PROCEDURE FOR REV. NO. 0 DATE:

INTERNAL AUDITS
PAGE 5 OF 5

4.6 Follow-up Action

4.6.1 The auditee on completion of disposition & corrective actions will

intimate auditor/MR so that auditor/MR can verify the implementation
& effectiveness of corrective actions which will be recorded in NCR. If
the corrective action is effective and found to be satisfactory the non-
conformity is closed.

4.6.2 If the auditor could not fully verify the effectiveness of corrective
actions, he will endorse accordingly and which will then be verified in
the follow up audit. In such cases, MR/MA will organise a separate
follow up at a later date or can organise for verification during next
cycle of audit. MR/MA retains the original copy of NCR & a copy
shall be given to the auditee.

4.6.3 Wherever any non-conformity & corrective actions occurring in one

identified area can be extended to other areas, MR will advise the
concerned HODs to implement such corrective actions as preventive
actions.
4.6.4 MR/MA prepares a consolidated report on the internal audit
observations for submission in Management Review Meetings.

4.6.5 Un-scheduled audits may also be undertaken as per discretion of

MR/MA under the following circumstances
a. In case of repetition of same non-conformities in that area
b. If the number of non-conformities are more in that area
c. Introduction of new process / activity.
If any change in the statutory / regulatory requirements.
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