Safety & Health Management Systems Audits

1. A unified assessment method in terms of standardization of audit checklist and adoption of a common audit scoring system. This would enhance the consistency in the auditing process and allow cross-comparison of worksites in terms of the capabilities in managing safety and health risks.
2. Mechanism to profile the maturity level for each element of the SHMS in a worksite. With the availability of the maturity profile, the management of the worksite could systematically focus its attention on improving the weaker elements to elevate the overall maturity of their SHMS to manage safety and health risks.
3. Determine whether the organization’s WSH Management System or parts of it, conforms to audit criteria.
4. Determine the ability of the organization’s WSH Management System to ensure the organization meets applicable statutory, regulatory, and contractual requirements.
5. Determination of the effectiveness of the WSH Management System to ensure the organization can reasonably expect to achieve its specified objectives.
6. As applicable, identify areas for potential improvement of the WSH Management System.

The audit will evaluate the SHMS based on the WSH Act and its subsidiary legislation, as well as the following documents used as audit criteria:

1. WSH Act
2. Relevant WSH Subsidiary Legislations
3. WSH (Safety & Health Management Systems and Auditing) Regulations 2009
4. Fire Safety (Petroleum & Flammable Materials) (Amendment) Regulations
5. Relevant Approved Singapore Standards and Codes of Practices
6. Ministry of Manpower Terms and Conditions for WSH Auditing Organizations
7. CT 17 SAC Criteria for Accreditation of Auditing Organisations
8. Reference Standard / Guide stated above based on the type of industry
9. Safety & Health Management Systems Manual for organization
10. Safety & Health Procedures for the above Organization

Audit Scope covers all the work activities at the work processes and activities in organization.

1. Audit preparation.
2. Conducting the opening meeting.
3. Familiarization tour of the workplace.
4. Communicating during the audit.
5. Collecting and verifying information; (Review of Documents / Records, Physical Inspection of Workplace, Interview of Key Personnel)
6. Generating audit findings.
7. Preparing audit conclusions.
8. Conducting the closing meeting.
9. Preparation and submission of the audit report.

Lead Auditor:

1. Lead the audit team.
2. Conduct opening meeting covering all relevant items as per auditing standard.
3. Review the results of previous audits, if any.
4. Ensure that audits are carried out according to requirements stipulated by Regulatory Authorities.
5. Assign the tasks to the audit team.
6. Keep the client informed of audit progress.
7. Reassign work as needed between the audit team members and periodically communicate the progress of the audit and any concerns to the client
8. Where the available audit evidence indicates that the audit objectives are unattainable or suggests the presence of an immediate and significant risk (e.g. Safety), the audit team leader shall report this to the client.
9. Review with the client any need for changes to the audit scope that becomes apparent as on-site auditing activities progress.
10. Attempt to resolve any diverging opinions between the audit team and the client concerning audit evidence or findings, and record unresolved points.
11. Review audit findings with his team.
12. Conduct closing meetings covering all relevant items as per auditing standards.
13. Present audit conclusions during the closing meeting.
14. Consolidate the audit report and send it to the WSH Auditing Department Head of the WSH Auditing Organization (Greensafe International Pte Ltd).

Auditor:

1. Conduct audits according to requirements from Regulatory Authorities.
2. Carry out audits as per audit itinerary.
3. Discuss audit findings with the lead auditor prior to the closing meeting.
4. Follow the directions given by the lead auditor.
5. Assist the lead auditor in presenting findings on clauses/elements audited by him during the closing meeting.

Auditee(s) / Guide:

1. Establishing contacts and timing for interviews;
2. Arranging visits to specific parts of the site or organization;
3. Ensuring that rules concerning site safety and security procedures are known and respected by the audit team members;
4. Witnessing the audit on behalf of the client;
5. Providing clarification or information as requested by an auditor.

Technical Experts:

Technical Experts will be deployed as necessary for audits.

Testimony of Audit Conducted:

Testimony will be issued to the audited organization stating the company name, location, audit criteria, audit date, and auditing organization name.

Processes for handling requests for information and complaints:

If an audited client has any request for information and complaints, he can email salesadmin@greensafe.com.sg stating clearly the client name, identity & contact details of the person making the request, and details of the complaints.

Thank you for requesting for a quotation from Greensafe International Pte Ltd (hereby known as the AO). The conditions set out in this document constitutes the legally enforceable requirements in accordance with auditing requirements between our AO and the client (i.e. organization seeking audit services or audited).

Audit Application

1. Organization seeking audit services will be provided with Audit Application Form. The organization shall fill up all sections as stated in application form and entries in application form shall be accurate. If any particular question or section in client application is NOT Applicable, client shall clearly state it as “NOT Applicable” or “N.A”. Upon filling out the form, Greensafe will conduct a review of the application to ensure any known differences are resolved, that Greensafe has the competence and ability to perform the audit activities and the site(s) of the applicant organization’s operations, time required to complete audits and any other points influencing the auditing activity are taken into account (language, safety conditions, threats to impartiality, etc.).
2. Upon review of the application, if application is accepted, audit time will be determined based on table below and quotation will be sent to applicant by respective Sales & Marketing Staff from Greensafe. Where the application is declined, the reasons for declining the application is documented and made clear to the client within 3 working days from the date of receipt of completed application from client. The minimum time for conducting an audit will be determined in compliance to the requirements stipulated in below table as per SAC CT 17 Standard.

For Safety & Health Management Systems Audits:

For Risk Management audits,

3. Upon acceptance of the quotation, an audit plan will be established and submitted to the audit applicant/ client. The audit plan will be communicated, and the dates of the audit agreed upon, in advance, with the client.

Conducting on-site Audit

1. Audit methodology will include conducting an opening meeting, reviewing previous audit findings, familiarization tour of the workplace, obtaining and verifying information (through interview of personnel, document or record review and physical inspection) and conduct of closing meeting.
2. During SHMS or RM audits, if auditor highlight any findings that poses imminent danger to safety and health, the client shall take corrective action immediately, close the audit findings and notify the auditor immediately.
3. During Risk Management Audits:

• If client performs work at their customer sites, physical inspection shall be conducted by auditor at the customer premises also in addition to client premises. Client shall liaise with customer for arrangements and security clearance for auditors for conducting audit @ customer premises.
• During physical inspection, if auditor highlights any findings (other than those highlighted under item B), the client shall take corrective actions and notify the auditor before the issue of audit report to client.

Audit results and outcomes will be communicated during closing meeting to audit team.

Powers of WSH Auditors:

As per WSH (Safety & Health Management Systems and Auditing) Regulations 2009,

1. WSH auditors have the following powers:
2. To enter, inspect and examine at any reasonable time the workplace;
3. To inspect and examine any machinery, equipment, plant, installation or art icle in the workplace;
4. To require the production of workplace records, certificates, notices and documents kept or required to be kept under the Act, including any other relevant document, and to inspect and examine any of them;

• To make such examination and inquiry of the workplace and of any person at work at that workplace as may be necessary to execute his duties;
• To assess the levels of noise, illumination, heat or harmful or hazardous substances in the workplace and the exposure levels of persons at work therein.

The occupier of a workplace and any person at work in the workplace shall render all necessary assistance and cooperation to the workplace safety and health auditor as are necessary for him to discharge his duties.

Reporting and completing an Audit

• An audit report will be provided after the completion of audit.
• SAC Mark shall be included on the first page of the audit report.

Audit Testimony:

Greensafe may provide a testimony of the audit conducted to the audited client in soft copy. When a testimony of the audit conducted is to be provided, it shall identify the following:

• the name and geographical location of each audited client;
• the date(s) of the audit conducted;
• the management system standard and/or other normative document, including indication of issue status (e.g. revision date or number) used for audit of the client;
• the scope of audit;
• the name, address and mark of the AO;
• Any other information required by the standard and/or other normative document used for audit.

Note: Greensafe shall ensure that the SAC Mark is NOT used on a testimony issued to audited clients.

Use of Audit Report and Testimony:

1. We will not use or permit the use of the WSHAO’s audit report or testimony or the WSHAO’s mark in communication media such as the Internet, brochures or advertising, or other
2. We will not use or permit the use of an audit report or testimony or any part thereof in a misleading manner.

Reference to auditing and use of marks

• The audited client shall not use or permit the use of the AO’s audit report or testimony or the AO’s mark in communication media such as the Internet, brochures or advertising, or other documents. The audited client shall not make or permit any misleading statement regarding the audit. The audited client shall not use or permit the use of an audit report or testimony or any part thereof in a misleading manner.

Confidentiality

• The AO will inform the client, in advance, of the information it intends to place in the public domain. All other information, except for information that is made publicly accessible by the client, shall be considered confidential. Information about a particular audited client or individual shall not be disclosed to a third party without the written consent of the audited client or individual concerned.
• When our AO is required by law or authorized by contractual arrangements (such as with the accreditation body) to release confidential information, the client or individual concerned shall, unless prohibited by law, be notified of the information provided.
• Information about the client from sources other than the client (e.g. complainant, regulators) shall be treated as confidential, consistent with our AO’s policy.
• Personnel, including any committee members, contractors, personnel of external bodies or individuals acting on our AO’s behalf shall keep confidential all information obtained or created during the performance of our activities except as required by law.
• Our processes and where applicable equipment and facilities that ensure the secure handling of confidential information.
• Our auditors / observers / assessors / technical experts will keep all information obtained or created during the performance of the auditing organization’s activities confidential except as required by
• Information about a particular audited client or individual will NOT be disclosed to a third party without the written consent of the audited client or individual
• We will notify client about confidential information provided to third party (Regulators)
• We have processes, equipment and facilities to ensure secure handling of confidential information.

Information exchange between our AO and our clients

Our AO shall provide information and update clients on the following:

• a detailed description of the initial audit activity, including the application
• the normative requirements for auditing
• information about the fees for application and auditing
• our AO requirements for clients to:

1) comply with auditing requirements

2) make all necessary arrangements for the conduct of the audits, including provision for examining documentation and the access to all processes and areas, records and personnel for the purposes of audit and resolution of complaints

3) make provisions, where applicable, to accommodate the presence of observers (e.g. accreditation assessors or trainee auditor)

• documents describing the rights and duties of audited clients, including requirements, when making reference to its auditing in communication of any kind
• information on processes for handling complaints

We will not make or permit any misleading statement regarding the audit.

Management of Information

We are responsible for the management of all information obtained or created during the performance of auditing activities at all levels of its structure, including committees and external bodies or individuals acting on its behalf.

Notice of changes by our AO

• We will give our audited clients due notice of any changes to its requirements for auditing. We will verify that each audited client complies with the new requirements.

Notice of changes by clients

• This document serves as a legally enforceable arrangement to ensure that the audited client informs our AO, without delay, of matters that may affect the capability of the management system to continue to fulfil the requirements of the standard used for auditing. These include, for example, changes relating to:
  • the legal, commercial, organizational status or ownership
  • organization and management (e.g. key managerial, decision-making or technical staff)
  • contact address and sites
  • scope of operations under the audited management system
  • major changes to the management system and processes
  • We will take action as appropriate.
• We will take action as appropriate.

Complaints

• The AO appreciates all feedback received with regards to its auditing service and gives utmost importance to all complaints received.
• Feedback or complaints can be submitted as follows:
  • Telephone (Please contact our main line at 64291200)
  • Email (Please email to salesadmin@greensafe.com.sg)
  • Engagement with our sales officer
  • Filling out our Feedback Form (GSI-QHSP-10-F01)
• Submission, investigation and decision on complaints will not result in any discriminatory actions against the complainant.
• Your complaints will be routed to our Head of Audit within 3 working days.
• Request to appeal of audit decisions or outcomes will not be entertained due to the nature of audits performed.
• Whenever possible, the requestor of the complaint will be notified of the corrections, corrective actions or decision not take actions in writing or otherwise. The decision to be communicated to the complainant is made by, or reviewed and approved by, individual(s) not previously involved in the subject of the complaint. Whenever possible, our AO will give formal notice of the end of the complaints-handling process to the complainant.
• All complaints received are subject to requirements for confidentiality, as it relates to the complainant and to the subject of the complaint. We will determine, together with the audited client and the complainant, whether and, if so to what extent, the subject of the complaint and its resolution will be made public.

Witness Assessment

• Witness Assessments may be conducted at audited client’s premises by representatives from MOM or SAC. AO’s audited client shall permit MOM Representatives or SAC Assessors to witness the audit.
• If the auditing organisation’s audited client does not allow SAC to witness the audit, the client may not be provided with a SAC accredited report. SAC will also inform all its accredited auditing organisations of the client. If the client chooses to seek auditing services from another auditing organisation, SAC will inform the new auditing organisation that it wishes to witness the audit.

Agreement

• We will ensure that as an auditing organization under the SAC AO scheme that this document as only one collective general agreement, is a legally enforceable agreement between ourselves providing auditing services, and the client that covers all the sites within the scope of the auditing whenever there are multiple sites of a client

Payment

• In consideration for the provision of personnel in accordance with the terms of this Agreement, auditee /client shall pay audit fees as per payment terms and conditions stated in quotation.
• The above payment terms is NOT applicable if the project is awarded by Consultant.