Audit and Inspection dilemma...

from the source

Have you been ever encounter a company who has an audit and inspection every week? The butterfly in my stomach I think already stuck since my dept always on the spot!! Government Compliance, DoD Audit, Safety, QAQC and DCMA's. In my previous company, HSE dept is not part of the Audit list so it is really new to me. Each item or equipment is a hot US Government Property so they make sure we use it properly.

•  I learned that we have to separate the cleaning materials from non toxic to flammable materials. The flammable material should to store to a cabinet that doesn’t direct in the sun and have a secured lock, fire extinguisher in the side in case of emergency.
• The equipment like Auger bit, sweeper roller and such should be elevated from the ground to be able to comply with this; we can put it in a pallet, cover it if the equipment is on the open area and stick it with label that indicate what kind of equipment and the GP #.
• One of the critical and should be updated is the Timesheet. From the first column down to the Employee Signature column (which is the last column) should be well explained in the employee. How bloody our timesheet? Why it is so big deal? Well… since I’m working in a military civilian employee. My timesheet should be indicate what is my charge cost (charge cost it depending where division are you working at) and location code. What time should I suppose to start to work and what time should I fill up electronically my timesheet. How many minutes my break for the whole day. What is the flow of the timesheet after you submit it? Mistakes and error entry should be justified and approved by the Site Manager.
• You should memorized and know your PWS (performance of work) by heart and else you are busted! You have to display the entire desktop SOP or make a compilation of the entire SOP’s, updated inventory of manning, materials, situational report and monthly training.
• Even a small drill as long as it is come from a package with a manual should have a monthly inspection and keep those manuals because that is part of the audit.
• MSDS (Material Safety Data Sheet) should be visible and available to everyone. Update it monthly or whenever we have a new chemical consumable item.
• Weekly and monthly inspection for fire ext, smoke alarm, first Aid, and ladder or everything that related to safety always is updated and available for inspection purposes.
• Yard and office should always be neat and clean. No flammable such as computer cleaner exposed.
• Electrical cord should be align to quarterly bonding-grounding inspection it means each quarter has a different colors so make sure you are inspected by an electrician before the  Inspector catch you!
• Military and company hotline number should be posted every corner. US government has a non tolerance policy regarding racial and work discrimination.

Here you go my audit dilemma.. Do you want to try?