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
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Checkpoint
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Purpose
|
Checking Method
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Scoring Criteria
|
Mandatory ?
|
Additional Help
|
Shop
|
Remarks
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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
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|
Safety, Health & Environment
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Safety items are
available and used by the General &
BP shop personnel
[Refer Annexure 9] |
 |
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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