Tuesday, November 26, 2019

Safety Health & Environment Audit Tips

If you read this content, you can get ideas of :
1. What is actual job descriptions of a Safety officer
2. What are the tips to Audit Safety Health & Environments

This is more relevant to Automobile dealership Organization but you can fit it any other organization too. Please go through it -

Chapter
 Checkpoint
Purpose
Checking Method
Scoring Criteria
Mandatory ?
Additional Help
Shop
Remarks
Safety, Health & Environment
Approved Safety & Environment  policy have been displayed in the following areas (Approved by Dealer Management) :
General shop, Wash area, B&P shop, Parts room, showroom, Office & Customer lounge & Main enterance
 Awareness among all staff on safety & environment can be created by display of  policy. Also, this can be showcased to customers to improve dealership brand image
Check for the display in all the required areas
O: If  safety & environment policy are displayed in all the required areas
X: If some of the listed areas are not having the safety & environment policy displayed
Mandatory
> All staff should be aware of the Safety & Environment policy
> Check the awareness of TM's on S&E policy (pic randomly 5 TM's)
G + BP

Safety, Health & Environment
Regarding emergency procedures compliance, check the following:
a)There are emergency procedures in place for evacuation of the facility                    
b)Emergency exit sign board is available at all working places
c)Emergency Phone No. & escape route is displayed at all working places. 
d) Safe assembly area is available for emergency situation
e) Periodic drills should be held at least twice a year.Check for evidences - Reports/Photos etc
In case of emergencies, it is essential for all staff to be aware of the procedures to be followed and also to be aware of the emergency assembly area
a) Visual check of the emergency sign board & assembly area
b) Check if emergency phone no. & escape route is displayed at all working places [ reception, shopfloor, back office, wash area ]
O: If a,b c & d are met
: If one of a), b), c) or d)is not satisfied                                                                          X: If more than one of a),b),c) or d) is not satisfied          
Non Mandatory
There should be written procedure.The person responsible should be clearly identified. Check for records that mock drills have been held. All the signs related to Emergency should be of type auto glow or photolunicent type.
G + BP

Safety, Health & Environment
Safety items are available and used by the General & BP shop personnel

[Refer Annexure 9]
Looking after the safety of employees is not only a legal requirement , but also a moral obligation which leads to employee satisfaction and consequently customer satisfaction
Visual check of the operations in the reception, General & BP service shop & washing area   
O: If all the safety items are available & used by the service personnel
X: If some of the safety items are not available or are not used by the service personnel
Mandatory
BP Technicians PPEs: Safety Goggles, Dusk Mask, Solvent-Resistant / Nitrile Gloves, Leather Gloves, Shield Face Protector, leather Apron, Leather leg guard, Respirators(Filter-Type Mask),Safety Shoes (anti static & anti slip type),Technician Uniform, Paint Uniform, Technician Cap, Ear Protectors
General Technicians PPEs: Hard Helmet, Dust mask, Cotton knitted gloves, dotted gloves for grip, Safety Shoes (Anti static & anti slip type), Safety goggles, Technician Uniform, Technician Cap, Ear Protectors, for sharp edges & metal panel handling - Kevlar gloves
Washing Staff PEEs: Gumboots, Safety goggles, water resistance apron (PVC type) & cap, Ear protectors
All the PPEs should be IS (Indian Standard) approved
G + BP

Safety, Health & Environment
Safety is observed by the service staff in all aspects of their work.
The vehicles on lifts are moved to a lowered position when not being repaired or serviced
Safety has to be an important part of the work culture in the dealership. Safe work culture enhances employee productivity and customer satisfaction
Accidents in the workplace causes unnecessary delay in production which effect profitability negatively and also customer satisfaction in case customers’ vehicles are affected with this accident
Visual check of the operations in the reception, service shop [General & BP] & washing area   
O: If all the safety aspects are followed
X: If some compromise is observed in safety standards
Mandatory
 Safe working conditions should not involve 'dangerous' operations. Dangerous operations include 'running', 'working on vehicle while lift is moving', 'when staff safety not ensured by communication', 'lubricant spillage not cleared' etc.  Safe working conditions include Process Specific Personal Protective Equipment (PPE) Usage   Rule follow of Stop, Look & Go , No Mobile Phone usage in Workshop area & Follow Walk Way always. Observe the workshop during lunch breaks
G + BP

Safety, Health & Environment
The General & BP technicians are carrying out 4S in their work area after servicing every vehicle
4S maintenance in work area is a basic requirement in order to achieve quality & fix-it-right. It also helps to improve the aesthetics of the service shop
Check the EM Stall, EM System Trolleys, GR stalls & GR tool trolleys, BP Stalls,
O: If 4S is maintained in all stalls and a proper parts management system is in place [for BP]
: If either 4S is inadequate or if the parts management system is improper
X: If neither 4S is well maintained nor removed parts are well managed
Non Mandatory
EM trolleys have to be well maintained from the aspect of cleanliness and orderliness. After each vehicle is serviced, oil spillage, tools, replaced parts, etc have to be removed. The removed parts must be organized and stored in a set place or shelf/racks.The technician should be able to easily find the related parts of each vehicle. After each vehicle is serviced, oil spillage, tools, replaced parts, etc have to be removed. In case of DIVA dealerships, a seperate parts storage room should be available for this purpose
G + BP

Safety, Health & Environment
4S is maintained in the Genral & BP Workshop & other areas
[Other areas includes reception, cashier, customer lounge, wash area, etc]
[AS37]
Maintaining an orderly workplace is a prerequisite for productivity and efficiency. To achieve and maintain a required standard of orderliness, certain standards have to be set as a base to operate from.
                                                                                                                               
Check the General  & BP shop & other areas for cleanliness
O: If 4S is maintained as per expectations
X: If 4S ia not upto the expectations
Mandatory
Ensure the following: No tools / tyres / parts are kept on the floor of the workshop. Tyres, under body trays or items on the floor obstructing technicians' work under or around the vehicle is counted as an item put directly on the floor. Floor & walls are free of grease,oil.water,dirt and trash. No items are left for a long time unattended in the General workshop or in the parking area. Epoxy condition in the shop floor needs to be maintained well
G + BP

Safety, Health & Environment
Fire extinguisher is available in the dealership & meets the following criteria:
a) Easily accessible
b) Filled condition
c) Checked by authorised person / vendor
d) Monthly monitoring sheet is maintained and
updated
e) For every 10 mtrs there should be one fire extinguisher of appropriate type
f) Staff should be trained in fire extinguisher use twice a year

[Refer Annexure 10  ]
In an emergency, well maintained and easily accessible fire extinguishers can save lives and property from damage
Check the fire extinguishers in the General  & BP shop
O: If  fire extinguisher is available & a,b,c & d are satisfied
X: If fire extinguishers are not available or if one of a,b,c or d is not satisfied
Mandatory
The fire extinguishers should have the appropriate type of fire fighting charges and be readily available.The area should be properly marked to identity the location and should be sectioned off to prevent obstacles from blocking access.
G + BP

Safety, Health & Environment
The General & BP shop have a ventilation & dust collection system in place
All technicians should be able to work easily without exposure to heavy and constant amount of exhaust fumes, solvents or putty dust.
Visual check of the General & BP shop
O: If a proper ventilation & dust collection system is available
: If the ventillation & dust collection system is available but not functioning / sufficient
X: If it is not available
Non Mandatory
This issue should be covered by local legislation where applicable. The dust collection system pertains to BP shop only. Dust collecting system or equipment can be pit type and pipe type. The BP shop is also recommended to have equipment to filter air from the paint booth(for solvent)
G + BP

Safety, Health & Environment
There is a first-aid kit available,in good order and accessible
The General & BP shop staff are exposed to situations where accidents can happen. For the immediate treatment of the staff who meet with accidents, it is necessary to have a first aid kit
a) Check the first aid box placed in the General & BP shop
b) Ascertain the usage by staff interviews
c) Check staff training level
O: If  first aid kit is available & meets all requirements
X: If first aid kit is not available or does not meet all requirements
Mandatory
This kit must include first aid supplies for minor and major injuries.It should be well stocked with all supplies in good condition.At least one member of staff per shift should be certified in first aid.If there are no certification courses available in the region, at least one member of staff should be trained to an appropriate level. Medicines kept in the First Aid box should be well within the expiry dates
G + BP

Safety, Health & Environment
The Dealer has a hazardous waste management system which complies with TKM guidelines [AS33]

[Refer Annexure 11]
>Vehicle servicing results in the accumulation of many hazardous wastes in dealerships. A proper management of this is a moral & legal responsibility of all Toyota dealerships
> As per the legal requirements under Hazardous waste act, all the Hazardous waste being generated in the facility / dealerships should be stored properly & disposed to only authorized vendors for further recycling.
Visual check for the process of hazardous waste management and compare with the local governmental regulations (as metioned in Consent For Operations)
O: a) Procedure for Segregation, Storage, Disposal of waste & training to TM's of dealership working in all levels.    
b) Waste disposed to vendors approved by State pollution control board
c) Audit of Hazardous waste contractor to confirm the scientific way of disposal
d) Maintaining manifest system, monthly returns, annual hazardous waste returns to SPCB [state pollution control board ]
 
 X:  If no proper hazardous waste management system is available
Mandatory
Regarding hazardous waste management,
a) Proper segregation of hazardous waste in the shop floor & waste storage area as per the standard
a) Storage standards: Concrete floor, under closed shelter/roof [to avoid rain water], secondary containment, separate storage area for used batteries,
b) Hazardous Waste disposal should be done to only authorised vendors
c) Hazardous waste include waste oil, coolant, organic solvents, battery, air bags, oil filters, HFC/CFC
G + BP

Safety, Health & Environment
The Dealer has a wastewater treatment system which complies with TKM guidelines. Also,  Occupier Board is displayed as per the requirement of Environment Protection Act.  [AS34]
> Check for the availability of trained operator at the facility to maintain ETP / STP (can be onsite / outsourced)
Contaminated water is a by product in any automobile dealership but a proper management of this is a moral & legal regulations & conditions given in consent
Visual check for the process of waste water management and compare with the legal regulations
> SOP / flowchart of operation should be displayed at treatment palnt
O: a) If waste water treatment system is in place and as per local regulations & meets pH value as per the condition given in Consent For Operation [CFO] Water Act
b) Daily waste water quantity monitoring
c) Facility got adequate design to meet the futuristic requirements
d) Utilization of treated waste water as per the consent condition

X:  If no proper waste water treatment system is available
Mandatory
Waste water treatment can be done with an Effluent Treatment Plant.
 Ph values of 5~8 have to be maintained for treated water.
Occupier Board Display Location: In front of Main entrance
> Waste Water & treated water analysis need to be done by external agency & records to be maintained
G + BP

Safety, Health & Environment
Dealer facility is ISO-14001 certified and certificate is displayed in the Service Reception
ISO Certification is a commitment from dealerships towards greener Earth. It is also necessary to establish safe & healthy work ambience for all members
a) Visual check for the certificate
b) Check for the issue & expiry date of certificate
O: If ISO 14001 certificate is available & is valid
:  If ISO 14001 certification process has been initiated
X: If certificate not available / Expired
Non Mandatory
If dealer is less than 1 year old, full marks can be awarded. One ISO Certification for the entire dealer group is also acceptable
G + BP

Safety, Health & Environment
Dealer has maintained the records of accidents / Incidents and done timely reporting to TKM by using accident / Incident reporting format
Accident / Incident KPI should be maintained & visualised

[Refer Annexure 12 ]
Accidents can happen in the workplace even after adequate safety measures are adopted. It is important to understand why accident occurs and how to avoid it by sharing the know how after the occurrence of each accident
a) Check for accident /Incident reporting formats & protocol
b) Visual check of records maintained
O: All the records are updated and maintained
X: No records maintained
Mandatory
Types of accidents:
a)Non-Loss work day [NLWD]-Minor accidents: Minor cut injury, slip & Trip etc.,
b)Loss of Work day [LWD]-Major accidents: Fracture, Amputation etc.,
c) Fatal accidents : Accident which leads to Death of a member
d) Near Miss: Incident which has not resulted in injury or property damages but which has a potential to do so
'- KPI should be visualised in obhya & updateted to Dealer managemt in monthly S.H.E meeting [Check the monthly Safety Meeting MOM]
G + BP

Safety, Health & Environment
Dealer has the Safety, Health & Environment training module, training matrix & training calendar for employees

Sample Annexure 15
To strenghen the S.H.E awarness among dealer staff, periodic trainings have to be planned covering all aspects of Safety, health & Environment
a) Visual check of training modules, matrix and calendar
b) Check the training conduction evidence
O: a) Approved Environment Organization available
b) Training need matrix & training material for TM's, Office side TM's
c) ISO 14001 & Compliance training to EMR [Environment Management Representative]
d) Trainings are conducted and records maintained

: if S.H.E trainings are conducted but no records are maintained
X: if S.H.E training are not conducted
Non Mandatory
Interact with Dealer staff for confirmation of training & check the records for training conducted
G + BP

Safety, Health & Environment
Medical examination is carried out for all dealer staff at least once in a year
Employee health is of utmost importance from productivity and customer satisfaction point of view and regular health check ups play an important role in this
Check for evidence of regular medical check ups
O: If regular medical check ups are conducted [ atleast once in a year ]
: if medical check ups are conducted but not regularly
X: If  medical check ups are not done for staff or if no such practice is in place
Non Mandatory
Tie ups with hospitals / doctors for this activity is recommended. It is recommended to conduct medical examination of employee in his/her birth day month for better record keeping
G + BP

Safety, Health & Environment
The Dealer has a Visitor Management system for workshop which complies with TKM guidelines

[Refer Annexure 13 ]
It is our responsibility to take care of Visitor's Safety at out workshop. Accidents can happen in the workplace even after adequate safety measures are adopted. It is important to educate / give awareness to visitors about workshop safety guidelines to ensure visitor Safety.
a) Visual check of Visitor Management guidelines display board at 3 locations,
i) Sales Reception
II) Service Reception
III) Workshop entrance
b) Check for availability of Visitor's Badge
c) Visitor induction conducted utilising point (a) & (b)
O: If  Visitor Induction is conducted for workshop visitors 
X: If Visitor Induction is not conducted for workshop visitors
Mandatory
a) Visit PIC has to conduct Visitor Induction before entering to workshop.
b) Provide Visitor's Badge & Cap to Visitors
c) Collect the Visitor's Badge & Cap form Visitors after their visit
d) Maintain hygiene of Visitor Badge & Cap
G + BP

Safety, Health & Environment
> Check for the Dealers has monitoring system to monitor Energey usage & has updated in CTDMS
> Check Dealer has  set minimum 2% reduction target
> CO2 emission monitoring & reduction activities need to be taken up among all the Dealerships
This is important In order to contribute to C02 emission reduction.
a) Check electricity entry in CTDMS for authenticity compare the electrical bill against CTDMS entry [for last 6 months ]
b) Check for the Kaizens which implemented for reducing CO2 emission
O: a) If the records are maintained of usage of electricity in CTDMS regularly [for all months ]
b) Set target for reduction & achieved target
: If CTDMS entry is missing for 1 month
X: If CTDMS entry is missing for more than  1 month or no records are maintained in CTDMS
Non Mandatory
> Management program / kaizen plan for reducton of CO2
> Promotion of Kaizen
Calculation for C02 Emission: Total Electricity Consumption (kwh) X 0.934052 (Emission Factor) = C02 Emission (Kg)
G + BP

Safety, Health & Environment
Check for Periodic Safety & Environment Inspections carried out at Dealerships by S.H.E Organisation Members including Dealer Top Management
Where: All service-related areas: Reception, workshop, parking area, parts warehouse, Oil storage area, Waste Material Storage, DG Set Location, ETP, Office area
When: At least once in a month (ideally at a set time/day)

Audit Check list refer ZZZ
- To help all service staff understand that in order to perform work that satisfies customers, workplace safety must be
the top priority.

- Having Top Management &  managers perform regular safety inspections will improve workshop safety and promote greater safety awareness among all staff.
> Visual check of documents
> Regular Audit finding checklists
> MOMs, counter measures taken & updated to Top Management evidence
O :  - Inspection conducted on regular time intervals with corrective & counter measures taken on identified points
- Regular update to Top Managemet
- Dealer Top Management Sign copy of MOM [Minutes of Meetings]

X: - No Inspeaction conducted
- Inspection conducted without Dealer Top Management presence
- No action plan / corrective / counter measures for indentifed points
- No periodic updates on counter measures taken to Dealer Top Management
Mandatory

Who:
By S.H.E Organisation Members

How:
S.H.E Organisation Members to checks service-related areas and performs the tasks below:

1. Speak directly to staff: Reinforce the safety first message and ask about any safety concerns
2. Check that work conditions are safe and that unsafe work is not being performed
3. Instruct staff to fix the problem immediately if possible; if the problem cannot be fixed immediately, the inspection leader considers appropriate countermeasures
4. Recognize initiatives that contribute to greater workplace safety and praise staff who implemented them

Inspection Route:
Example: Route A: Security> Customer Vehicle Parking>Service reception > Workshop [G & B&P] > SST storeroom+Electrical room > Warranty parts warehouse
Route B: Parts warehouse > Lubricants storeroom > Waste storage area [Oil & Hazardous Material storage] > Service parking > Control room


Safety, Health & Environment
Valid CFO (Consent for Operation given by state pollution control board) under
> Air Act
> Water Act
> Haz waste Act
> As per the water act 1974, Air act 1981, Environment Act 1986, Dealership must obtain approval from state pollution control board before start up operations & must have compliance monitoring system on periodic basis.
> Visual check of documents
 - Consents with validity
 - Monthly legal reports
 - Legal Register & updating frequency

> Visual check of Environment Information board at the facility
O :
> Valid Consent available
> Evaluating conditions given in CFO on monthly basis
> Complying conditions given in CFO
> Submitting returns to PCB [Pollution Control Board]- Monthly. Annually (Form 4 & 5)
> Monitoring of Stack & treated water analysis reports & Submission

X : Not having valid CFO
Mandatory
As per Environment Act :
> Dealership should have Consent for Establishment [CFE] before starting the facility form local Pollution control Board [PCB]
> Dealership should obtain the Consent for Operation [CFO] for operating the facility form PCB 
> Dealership should adhere to the consent provided in the CFO and should maintain all records.
> If Dealership is not meeting the standards / exceeding the capacity for which he has obtained, any time he has the privilege to amend the CFO and get new consent for Operation



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