Gulf Industrial Services Company Level Two

QHSE Audits
Operational Procedure : QOP-91-01 Revision: F Page 1 of 6
Revision Date: 09/10/2023

I PURPOSE

The purpose of this procedure is to provide for a system and instructions, and to
assign responsibilities for conducting internal QHSE audits.

II APPLICATION

This procedure applies to all activities comprising the QHSE system.

This procedure directly concerns QHSE MR and the executive management, and is
indirectly relevant to all departments.

III PROCEDURE

1. Internal QHSE Audit Plan/Schedule:

1.1 Internal Audits are performed at least twice a year. Scheduling of audits is done
utilizing the Qshare Central Application. The “List Audits” screen within the
application specifies the “Audit Type”: (Internal or External) “Date Planned”
“Area/Function” to be audited and a “Proposed Date” for the audit.

A report of the audit including records of Non Conformities raised is uploaded against
the relevant audit. This is done utilizing the “Add/View Reports” function.
List Audits

Add / View
Audit Type Date Planned Area/Function Proposed Date
Reports

The Annual Audit Plan/Checklist (Form 82-02-2) is used as an aid by the auditors to
ensure all relevant areas are covered during the audits.

In addition to the bi-annual scheduled audits, certain activities/locations may be

scheduled for more frequent auditing, depending on their status, importance, and past
compliance history.

1.2 Where possible, internal audit planning is synchronized with management reviews of
the QHSE system (refer to Procedure QOP-56-01, Management Review), so that
results of an auditing cycle are available for the management review meeting.

The master of this Procedure is held on the Qshare Application. Hard copies can be printed but will not be
updated. If you are working from a hard copy and in doubt of whether it is current, please refer to the Qshare
Application for the latest revision.
 QHSE Audits
Operational Procedure : QOP-91-01 Revision: F Page 2 of 6

2. Audit Team:

2.1 Personnel assigned to carry out internal audits are independent of those having direct
responsibility for the audited activity. If there is no conflict of interest, it is usually
the QHSE MR that conducts the audits. Activities that are the responsibility of the
Management Representative are usually audited by other executive managers.
Personnel from other departments are encouraged to familiarize themselves with
auditing techniques and participate in the internal auditing program as assisting
auditors.

2.2 The internal auditors undertaking the QHSE audits shall be suitably knowledgeable,
experienced and competent to undertake QHSE audits and any employee undertaking
the HSE audits shall have adequate knowledge of the OSHAD-SF.

2.3 External Auditors, Certification Bodies and Consultancy Offices engaged to

undertake an annual third party external compliance audit shall be approved by
OSHAD for conducting the 3rd party external OSH MS compliance audit in
compliance with OSHAD-SF –Mechanism 7.0 - OSH Professional Entity
Registration and OSHAD-SF – Mechanism 8.0 – OSH Practitioner Registration.

2.4 To ensure objectivity and that no conflicts of interest exist, the third party external
audit shall not be performed by an auditor / company who has assisted or is employed
by GISCO that was contracted to develop and/or implement the GISCO HSE MS
within the last two years. GISCO shall select an audit team that has relevant sector
specific experience.

3. Preparing for Audit:

3.1 Auditors prepare for an audit by fully familiarizing themselves with the applicable
standards, refreshing their knowledge of the system manuals and relevant operational
procedures, reviewing previous nonconformity reports and corrective action records,
and preparing questions and checklists.

4. Conducting and Reporting the Audit:

4.1 The department responsible for the area scheduled for audit is contacted at least one
week in advance of the proposed audit date. The department manager may respond
with a confirmation, or proposes an alternative date. Employees are encouraged to
periodically check the List of Audits page within the Qshare application to intimate
themselves of scheduled audits.

4.2 While conducting the audit, auditors seek objective evidence demonstrating whether

The master of this Procedure is held on the Qshare Application. Hard copies can be printed but will not be
updated. If you are working from a hard copy and in doubt of whether it is current, please refer to the Qshare
Application for the latest revision.
 QHSE Audits
Operational Procedure : QOP-91-01 Revision: F Page 3 of 6

the audited activities conform to the requirements of the documented QHSE system,
and whether the system is effectively implemented and maintained. When
nonconformity/observation is noted, it is brought to the attention of, and discussed
with, the auditee. Each noted nonconformity is documented using the Corrective
Actions form (a sample of the form is enclosed at the end of this procedure).

4.3 Auditors fill out the Corrective Actions form, describing the noted nonconformity.

NONCONFORMITY – non-fulfillment of a requirement. Nonconformity can be any

deviation from: relevant work standards, practices, procedures, legal requirements etc
or QHSE management system requirement (ISO 9001: 2008, 3.6.2, 45001, 3.11, ISO
14001, 9.2 and OSHAD SF Version 3.0)

OBS – This includes potential non-conformances that might have an impact on the
QHSE system, OR areas with scope for improvement. Observations does not require
a corrective action, and

Details of the corrective action are mutually agreed between the auditor and auditee.
This includes problem, root cause determination, correction, corrective action and
proposed date of completion.

4.4 The Corrective Actions form is then entered on Qshare under the Corrective Action
section.

4.5 A complete form of the audit detailing areas audited, records and procedures verified,
and areas where nonconformity were found is documented and uploaded as “Audit
Reports” within the Qshare application. (A sample of the form is enclosed at the end
of this procedure).

4.6 The annual external compliance audit results shall be submitted to DMAT by
completing and submitting OSHAD-SF – Form F – Annual External OSH MS Audit
Form and the detailed audit report within 30 calendar days of the entity receiving the
report. All submission shall be made through the AlAdaa system.

4.7 GISCO shall submit a detailed action plan for all major non-compliance(s) identified
during the audit, including timescales for completion. This action plan shall be done
as per QOP-101-02 Corrective Action.

4.8 GISCO shall ensure that the DMAT is updated as to the progress of implementation
of the corrective actions.

The master of this Procedure is held on the Qshare Application. Hard copies can be printed but will not be
updated. If you are working from a hard copy and in doubt of whether it is current, please refer to the Qshare
Application for the latest revision.
 QHSE Audits
Operational Procedure : QOP-91-01 Revision: F Page 4 of 6

5. Annual Third Party External OSH MS Compliance Audit:

5.1 GISCO shall undergo an annual third party HSE MS compliance audit that as a
minimum meets the following criteria,

 review of the GISCO HSE MS to ensure regulatory compliance to the OSHAD-SF,

DMAT requirements and other Federal and Emirate HSE requirements; and

5.2 GISCO shall undertake their initial third party external compliance audit within one
year of official notification of approval of their HSE MS from DMAT.

5.3 Subsequent annual audits shall be undertaken within one year of the previous third
party external compliance audit date.

6. Corrective Action and Follow Up:

6.1 Once, a nonconformity is identified and documented; further processing of the

nonconformity is done according to standard corrective action procedure (Procedure
QOP-101-02, Corrective Action).

6.2 On, or immediately after the due date for implementation of the corrective action, the
auditor follows up with an inquiry or an audit to determine if the effectiveness of the
corrective action. When there is objective evidence that the corrective action is
effective, the audit corrective action status is updated to “complete”. If more work is
needed to fully implement the action, a new “complete by” date is agreed upon.

IV ASSOCIATED DOCUMENTS

 Audit Nonconformity Report : Form 82-02-1

 Corrective Actions: Form 85-01-1
 Annual Audit Plan/Checklist : Form 82-02-2
 Operational Procedure QOP-101-02: Corrective Actions
 Operational Procedure QOP-94-01: Management Review

The master of this Procedure is held on the Qshare Application. Hard copies can be printed but will not be
updated. If you are working from a hard copy and in doubt of whether it is current, please refer to the Qshare
Application for the latest revision.
Gulf Industrial Services Company (GISCO)

CORRECTIVE ACTION FORM CAR No:

Corrective Action Preventive Date of Completion:

Source of CAR : Audit Customer Supplier Internal Problem Complaint/s

Non‐Conforming Process/es Non‐Conforming Product/Service (Please tick appropriate box)

Date: Recorded By:

Problem Statement:

Correction:

Root Cause:

Corrective Action Person(s):

What steps should be considered to avoid a repeat of the problem:

Effectiveness of Corrective Action:

Form No: 85-01-1 Rev. A

Gulf Industrial Services Company (GISCO)

Audit Ref.:
AUDIT REPORT
Department: Auditee:

Area / Function: Page of

Date:

PSN Documents /Records Verified NCR

REPORT

Auditor (Sign, Date):

Form 82-02-03 Rev. A