Design and Building of Passenger Audit

Terminals & Support Facility Procedure

Buildings of 7-Airports Expansion
Project

Project 7-Airports Expansion Project

Date 01 February 2022
Ref. DAR-HSE-AP-01
Revision A
Status FOR INFORMATION

NAME POSITION SIGNATURE DATE

Prepared by Gebeyehu Sebsibie HSE Manager Original 01/02/2022
Signed
NAME POSITION SIGNATURE DATE
Reviewed and Eng. Nouhad A. Project Manager Original ---------
approved by Daou Signed

DAR-HSE-AP-01
 Contents
1. OBJECTIVE................................................................................................................................... 3

2. SCOPE........................................................................................................................................... 3

3. LEGAL AND OTCHER REEQUIPEMENTS..................................................................................3

4. DEFINITIONS................................................................................................................................ 3

4.1 AUDIT................................................................................................................................. 3
4.1.1 Compliance Audit............................................................................................................. 4
4.1.2 Process Audit.................................................................................................................... 4
4.1.3 Improvement Audit........................................................................................................... 4
4.1.4 Follow-up Audit................................................................................................................ 4
4.1.5 Ad-hoc Audit.................................................................................................................... 4
4.1.6 Non-Conformance............................................................................................................. 4
4.1.7 Correction........................................................................................................................ 5
4.1.8 Corrective action............................................................................................................... 5
4.1.9 Auditor............................................................................................................................. 5
4.1.10 Auditee............................................................................................................................. 5

5. RESPONSIBILITY......................................................................................................................... 5

6. PROCEDURE................................................................................................................................. 6

6.1 HSE Auditors........................................................................................................................... 6

7. HSE AUDIT SCHEDULE............................................................................................................... 6

8. AUDIT PREPARATION................................................................................................................. 7

8.1 Conducting the Audit, Audit Findings, preparing Audit Report and Follow-up.............................8

8.2 Review of Audit Reports............................................................................................................ 9

8.2.1................................................................................................................................................ 9
8.2.2................................................................................................................................................ 9
8.2.3................................................................................................................................................ 9

9. IMPORTANT NOTICE................................................................................................................ 11

10. AUDIT CRITERIA.................................................................................................................... 11

11. HSE DASHBOARD BASED ON KEY KPI’S.............................................................................14

DAR-HSE-AP-01
1. OBJECTIVE

To establish and maintain a procedure for planning, scheduling and organizing HSE Audits to
verify the implementation of the Employer’s HSE Expectations adopted by the contractor and
its entities. It is also to assess the:

 Functions and activities addressed in our own HSE Management System so

that compliance can be measured
 Contractor’s Compliance with the Approved Project HSE Plan
 Compliance with the applicable statutory rules & regulations and
 To provide outcome of the audits to the management and to the contractor

2. SCOPE

This procedure applies to all the activities carried out by DAR services under their control,
and also the activities carried out by the contractors in the 7-Airports Expansion Project and
the procedure is applicable only to all HSE related aspects of the organization and its entities.

3. LEGAL AND OTCHER REEQUIPEMENTS

Clause 4.5.5 of OHSAS 18001:2007 and ISO 14001:2015

4. DEFINITIONS

4.1 AUDIT

The systematic and independent examination conducted by Qualified Internal Auditors (QIA)
on the various system procedures to determine whether HSE activities and related results
comply with the planned arrangements and whether these arrangements are implemented
effectively and are suitable to achieve objectives. Depends on the situation and the nature of
the entity that is required to be audited, following are the type of audits to be conducted

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 4.1.1 Compliance Audit

This type of Audit shall be carried out as a first step, with the objective of identifying
Contractors or departments on their level of understanding of their contractual or procedural
requirements and to assess whether they are preparing their work towards meeting these
requirements.

4.1.2 Process Audit

This type of Audit shall be carried out on a single, or number of specific processes to measure
compliance at a detailed level.

4.1.3 Improvement Audit

This type of Audit is intended as assistance to improve the contractors, departments or

individual’s compliance and/or understanding of procedures, contractual requirements or
interfaces with others.

4.1.4 Follow-up Audit

A formal re-audit against Non-Conformances detected during a previous Audit.

4.1.5 Ad-hoc Audit

Any audit that may be carried out without prior notice, if deemed necessary by the Project
Manager/Project director or HSE Manager or on the instruction from the Employer.

4.1.6 Non-Conformance

It is the non-fulfilment of a requirement. The requirement may arise from the planned
documents or from the HSE performances prescribed in the System. All Non-conformances
are not directly indicated in the Audit report to bring in more ownership and reduce stress
among auditees.

Examples of non-conformance could include (but not limited to):

a. Failure of management to demonstrate commitment;

b. Failure to communicate HSE responsibilities to the subordinates;
c. Failure to take corrective/ preventive action on the deviations pointed out by safety
personnel/ internal auditors/ workmen representatives/ external interested parties;

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 d. Failure to comply with HSE communications;
e. Failure to implement the HSE program(s) and the attainment of the HSE objectives;
f. Failure to meet the legal and other requirements;
g. Failure to implement correction/corrective or preventive action in a timely manner;
h. Any deviation from the procedures.

4.1.7 Correction

Action to eliminate detected non-conformity

4.1.8 Corrective action

It is action taken to eliminate the root cause of a detected non-conformity and to prevent
recurrence of same non-conformity.

4.1.9 Auditor

Person with the competence to conduct an Audit.

4.1.10 Auditee

Entity who will be audited.

5. RESPONSIBILITY

HSE Manager/HSE Engineer is responsible for establishing the HSE Audit Procedure, setting
guidelines and performance Scoring criteria. Once the required documents are developed,
Head of the HSE is responsible for reviewing and approving the Audit Procedure documents.

Based on the approved HSE procedure and documents, it is the responsibility of the HSE
Manager/HSE Engineer for planning, scheduling and coordination of all the internal Audits.
HSE Manager must direct and approve the Auditor/Audit Team and the Audit Schedule.
They are also responsible for reporting the outcome of the Audit findings to the ‘Senior
Management’.

It is the responsibility of the Audit Team to understand the scope of the Audit, prepare the
Audit program as per the scope, coordinate with the Audit entity, conduct the Audit, prepare
the Audit report, raise Non- Conformities and submit the report to Management.

It is the responsibility of the audit entity to nominate their representative to communicate,

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coordinate, cooperate with the audit team during the audit, make all necessary arrangements
including PPE and to ensure that appropriate actions are taken to address the audit findings
raised by the audit.

6. PROCEDURE

6.1 HSE Auditors

All audits will be conducted by the nominated/authorised HSE Auditors. It is the

responsibility of the Project Manager/HSE Manager/Engineer to ensure that there are
sufficient competent HSE auditors available to effectively carry out the required HSE audits.

7. HSE AUDIT SCHEDULE

1 HSE audits will be carried out in accordance with HSE Audit Schedule

2 Any changes to Audit Schedule/Auditor will be updated and disseminated to all the
concerned.

3 Audit Schedule will only be revised if there is a major change.

4 In accordance with the Schedule, the Audit Entity will be notified through ‘Audit
Notification’ at least one week prior to the date of Audit.

Audit Notification will have the following information:

5 Audit Scope & Objective

6 Name of the Auditor/Audit Entity

7 Audit Date and Audit Program

8 Type of Audit

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 9 Additional HSE Audits may be carried out without prior notice, if deemed
necessary by the Project Manager/Resident Engineer/HSE Manager or the
instruction from the Employer.

10 Additional HSE audits may also be scheduled by the HSE

Manager/Employer/Project Director/Resident Engineer in order to review the
progress of findings made by other interested parties, or as a result of Occurrence
Reports raised. This may mean an additional audit, or an extension of the
scheduled audit scope.

11 The frequency and scope of any additional audit will be based on the nature, score
obtained from the Audit and the number of findings needing review.

12 In order to prioritize the audits the following criteria shall be taken into account:
o Risk Analysis results
o Phase of the Project
o Criticality of departmental or individual function
o Experience of personnel
o Criticality of section/site or individual output
o Critical milestones

8. AUDIT PREPARATION

Auditors identified for the Audit as per the schedule prepared are required to:

a) Plan and prepare the Audit program

b) Ensuring that Audit entity representative is identified and make arrangements for
communication and other required resources (PPE Documents, etc.) to conduct Audit.

Where applicable, the following must be reviewed by the Auditor/Audit team prior
conducting the Audit.

a) Previous audit findings;

b) Controlled HSE Documents
c) Relevant internal/external legislation
d) Consultant Audit Reports/findings in particular to the ‘Operation Control’
e) Memos, letters, etc. if applicable

If the auditor is unable to complete the audit as per the schedule, he must inform the HSE
Manager/Supervisor so that appropriate action can be taken. The appropriate action will
depend on the nature and scope of the audit in question.

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If the audit entity or the auditor wants to postpone the audit (due to any specific reason, the
party who seeks postponement has to indicate a revised date – not more than 7 working days
(acceptable to the other party) and the revised date shall be communicated to HSE
Manager/HSE Officer.

8.1 Conducting the Audit, Audit Findings, preparing Audit Report and Follow-up

All audits must be carried out as per the schedule and the scope.

Each auditor is responsible for ensuring that audits are carried out effectively and in a
professional and unbiased manner

Audit Checklist will be used as a tool for assessing the Performance of the Entity on their
HSE Management. Marks and Weightage are considered at the Auditor’s discretion on
various elements of the document if required in accordance with the importance of the
subject in order to calculate the final score for assessing the performance of the Audit Entity.

Audit Team to conduct an ‘Opening Meeting’ with the Auditee Team to brief the purpose,
scope and the Audit Program. In the same way, during the closing meeting, Auditee must be
informed of all findings. Senior level Management from the Audit Entity is expected to
participate both in the opening and closing meeting.

A mutually agreed date for the follow up audit or the evidences to be submitted to the
auditor to close out the findings shall be worked out during the closeout meeting itself.

After the opening meeting, Auditor to carry out the audit identifies any non-conformances
against the audit scope, using the Standard template for ‘Safety Non
Conformance/Corrective Action Request’. Major breaches of HSE must be immediately
reported to the HSE Department as well as the relevant Department Manager.

It is the responsibility of the auditor to convince the Auditee about each deviation noticed
during the audit by quoting evidences and it is the responsibility of the Auditee to
investigate the root causes of such deviations and to arrive at the correction & corrective
action to be taken in consultation with the Audit team.

The detail audit report shall be sent to the Auditee representative. The HSE Manager / HSE
Officer after reviewing shall send the report of the audit findings to the Auditee and the

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 Auditee shall send the compliance status as per the agreed date back to the Auditor. Auditor
shall decide if further Follow-up is required or not.

Carry out the audit, identifying any non-conformances against the audit scope, using the
Standard template for Corrective Action Request.

Auditors are free to make suggestions/ observations related to HSE if they feel it will
improve the existing situation.

8.2 Review of Audit Reports

8.2.1
A permanent and current status database of all audits and resulting corrective action reports
shall be maintained for Management Review. For this purpose the following standard form
templates shall be used;

a) NCR/SOR Register
b) Audit Status Log Sheet

8.2.2
HSE Manager/HSE Engineer will review the audit report to ensure the following are
complied with:
a) Audits are carried out as per the planned schedule.
b) Relevant parts of the checklist are completed.
c) Sufficient objective evidence is available to support the audit findings.
d) Relevant documents are reviewed;
e) Non-Conformance Report / Corrective Action Report form is completed for any
Non-Conformities / Deficiencies noted during the audit.
f) Follow-up Audits are scheduled to close all Observations / Non-Conformities.

8.2.3

The Audit Entity will acknowledge the receipt of the final audit report along with the Non
Conformance/Corrective Action Reports and return these reports back to HSE Manager /
HSE Officer after taking appropriate action for the records. All audit related records will be
kept with the HSE Department.
Process Flow Description Responsibility Documents/Records

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 START

Revise the HSE Audit Procedure, Guidelines and HSE

Performance Scoring criteria Manager/Engineer
Developed HSE Audit
procedures & Guidelines
Review and approve the Audit Procedures,
Guidelines and performance Scoring criteria HSE Auditor/Team

No Approved

Yes

Develop and Establish Audit Schedule/Program in- Established Audit

line with the approved procedure Schedule/Program
HSE
Manager/Engineer
Review, approve and communicate the Audit
Communication of
Schedule/program to all the concerned. HSE Audit Schedule/program
Manager/Engineer

Conduct HSE Audit in accordance with the planned

schedule and submit the report. Nominated Audit team
HSE Auditor/Team

Review and send the Audit Report to all the

concerned for appropriate corrective measures. Audit Report
HSE Auditor/Team

Take appropriate action and send feedback on

‘Action Taken’ to close out the report Action Taken Report on
Contractor NCRs/SORs
Review, follow up and close out the report. Monitor
the effectiveness and send the final closeout. HSE Audit Close out report
Auditor/Team/HSE
Manager/Engineer

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9. IMPORTANT NOTICE

It is undestood that DAR is not restricting itself to the above rules and regulations.
Additional rules and regulations as dictated by the job will be issued and posted as needed.

This procedure is a live document and subject to change as and when deemed necessary
under consultation with Hill International and BAC Safety and Security Department.

10.AUDIT CRITERIA

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11.HSE DASHBOARD BASED ON KEY KPI’S

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