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AUDIT PREPARATION???? is used within the guideline documents to indicate required changes for each audit

Activity Guideline

Obtain Audit number from EPT-AVAgree Terms of Reference and timing Standard Terms of

Reference

Select and agree team members:For HSE MS audit leader and one other must be from outside OU

Request short CVs of eachDefine sub teams (e.g. 3 teams of 2) Reconfirm availability three weeks before audit

Prepare budget & open account number Budget form .xls

Identify persons to be interviewed request organisation chartsGet audit report number (from report library)Confirm availability of documents needed List of relevant HSE

documents

Set up Audit using Auditkit_2000 question data base (MS Access)

Auditkit_2000.mdb Auditkit_2000_manual.doc

Make interview schedule: allow one hour at start of each day to plan

days interviews; allow 30 minutes between interviews; each sub team to have no more than 5/6

one hour interviews per day; schedule one hour team review meeting

at end of each day.Site visits interviews: allow time for travel between sites; interview at persons place of work; interviews with workers/labour -30

minutes only.

Auditkit_2000.mdb Auditkit_2000_manual.doc

Request OU audit focal point to arrange interviews as per schedule

e-mail interview schedule as *.xls sheet(exported from Access)

Set up draft report template: audit team, TOR in appendix 4, report number in headers etc.

Report template (excluding 3.1, 3.2 findings tables)

Report tables: 3.1 HSE MS tables

3.2 Seismic tables

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3.2 Drilling tables

3.2 Facilities tables

Issue Tables (Positive/ Areas of Concern)can be used to collate issues during audit phase and used to debrief on-site staff at end of major site visits.

HSE MS

Seismic land

Seismic marine

Findings analysis tool HSE audit findings analyses spread sheet

If required E-mail the mini team member data base files and report tables to each team member

Draft e-mail text

Set-up opening and closing presentations opening presentation

closing presentation

Update if required team briefing presentation team briefing

Brief team SIEP and 3rd party membersArrange and confirm travel plans

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Prepare team member handoutsuggested contents under 7 tabs:

Tab 1 (fix a disk pocket to tab)- Draft interview schedule- HSE MS task assignment

(Auditkit_2000.mdb)- Business area task assignment

(Auditkit_2000.mdb)- TOR

Tab 2- Blank issue tables issuetables

Tab 3- Copy of team briefing slides (handout)

Tab 4- HSE MS question for team member

Auditkit_2000.mdb)

Tab 5- Business area questions

(Auditkit_2000.mdb)

Tab 6- Report writing tips and hints

Style hints

Format hintsWord usage

Appendix 2 from report

Classify_doc

Tab 7- Appendix from draft report- HSE MS Self Assessment Questionnai

SIEP

Appendix from report

Confirm availability of LCD projector

AUDIT EXECUTION

Activity Guideline

PRELIMINARY

Introductions, arrangements and logisticsOpening presentation to management Management viewgraph

set with TORopenpres

Initial team briefing and discussion Team viewgraph set teambriefAudit activity list (activity.doc)

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Review documentation requirements and check availability

Standard list of required documents

HSEdocs

Understand operation Presentation by AuditeeHazop (when required) EP 55000-17

PLANNINGConfirm Logistics Closing presentation invitation

Travel/accommodation for site visits Read documents Focus on assigned areasIf relevant to audit request auditee to prepare a short summary of the project / work (max. ¼page).Review interview schedule and confirm what info is required from each intervieweePrepare for interviews Select/ develop questions

to ask each intervieweeAuditkit_2000.mdb: team member .mdb (optional)

INTERVIEWING & SITE ACTIVITYConduct office interviews interviewschedIntroductory presentation at site shortened version of

opening presentation openpres

Site visits interviewschedDiscuss issues and confirm plansInterviews Interview prompt cardEmergency response drillComplete issue tables issuetables

VERIFICATIONSite feedback meeting Use issue tables issuetablesReview/confirm key findings with site mgt before leavingTest/verifyTeam briefing on report writing teambriefReconfirm each team member knows which part they need to write (can be done as a sub team, own choice)

Use the questionnaires as a guide and the issue tables so that nothing is missed. Use table 3.1 and relevant 3.2 table

report_tables

REPORTINGTeam review and editing process (1.5 -2 days required).

Merge 3.1 / 3.2 competed tables with report template.

report_template

Include project summary prepared by auditee in introduction.Classify recommendations Report Appendix 2Count and analyses findings:Check that the 3.1 and 3.2 tables are both continuous in the report file

select columns 1-5, of 3.1 table, copy and past in finding analysis .xls

select columns 1-5, of 3.2 table, copy and past after the 3.1 entries in finding analysis .xls

findings_analysis_tool

Each team members read whole report

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Each team member/sub team completes SIEP HSE self assessment questionnaireproduce a agreed team self assessment score for each sub element

Enter scores into finding analysis spread sheet

findings_analysis_tool

Rating discussion Report Appendix 1Finalise draft report (two team members) Correct

grammar/spelling Compete appendix 5

(Glossary) Complete Appendix 6

Prepare executive summary and closing presentation (team leader)

closepres

Review executive summary and closing presentation with teamAgree main findings with auditee department and relevant contractor mgtFinal presentationGive auditee a paper copy of draft report and disk with the closing presentation

Team debrief: what went well and what could be improved in the processLeaveFinalise the report, include key closing presentation VGs as Appendix 8 of final report printed in handout format (6 VGS /page).

Appendix 8