Audit Report Entry

Audit Report Entry for Egyptian Ship Repair & Building Company (Ministry of defense)

Audit Type:

Strength Point:

Audit Objectives:

Area for Improvement:

Observation:

The IMS policy not clearly defined the EMS and OHSMS commitment. 
the root causes and the corrective action taken not clearly linked. 
The training needs are not reflected to employee’s appraisals 
The KPIs of the department are not clearly defined (commercial, HR). 
The criteria for selecting and evaluating suppliers need to be more clear. 
Evidence of competence and also the criteria of planning the training needs are not clearly 
defined. 
The job descriptions not clearly reflect the actual experience, skills, and knowledge within 
employees and need to be more precise within technical managers. 
Responsibilities for Environment are not clearly defined 
unclear participation/consultation evidence 
Legal registers for the decree 126 for 2003 need to be clearly identified. 
Risk assessment and aspect assessment does not reflect clearly the activities. 
Legal registers for the law 4/ 1994 need to be clearly identified 
risk assessment of some changes was not clearly identified. 
some topics are not clearly communicated within employees such as management review 
results and HSE objectives.   
operational control was not clearly implemented in some areas as shown detailed previously

Minor NCR:

Major NCR:

Man Days:

Team Leader Recommandations:

Audit Findings

Clause No.	Requirements/Departement	Evidence	Result	Delete
	Understanding the organization and its context	Issue related to each department has been reviewed. The issue shows relation to department activities, aspects and hazards. The issues defined need to be enhanced to clearly reflect them to business.
	Understanding the needs and expectations of workers and other interested parties	Department interested parties have been reviewed to be determined on the interested party form. The form shows the requirements of the interested parties. Requirements are related to business, aspects and hazards. The defined interested parties need to be enhanced as well as the requirements need to be clearer.
	Determining the scope of the QMS, EMS and OHSMS	Company has defined the scope related to its IMS as defined on the application. The scope has been verified through the planning and implementation cheek.
	QMS, EMS and OHSMS and their processes	The process approach has been reviewed for each department. The process related to IMS has been observed, the input, output, resources, control and KPI. The process approach needs to be enhanced to ensure the integration of the QMS, EMS and OHSMS within the business process.
	Leadership and commitment	Top management commitment has been observed during the audit, t, by providing all possible recourses.as well as attend the opening and closing meetings
	Quality, Environment and health & safety policy	The integrated management policy (QMS, EMS and OHSMS) policy has been reviewed and observed. The IMS policy not clearly defined the EMS and OHSMS commitment.
	Organizational roles, responsibilities and authorities	Responsibilities for Environment are not clearly defined, Job descriptions for the IMS have been reviewed for different position related to the IMS different responsibilities. The job descriptions not clearly reflect the actual experience, skills, and knowledge within employees and need to be more precise within technical managers. During the reviewing Job description of (Welder) and (HSE specialist), found that it did not reflect to real competence of employees working in these positions. And the environmental responsibilities for HSE specialist are not added.
	Consultation and participation of workers	Interviewing with employees and technicians showed unclear participation/consultation evidence. Ex. Tech. Mostafa Abdelgaber and Eng. Sameh AbdelHamid
	Actions to address risks and opportunities	Legal registers for the decree 126 for 2003 need to be clearly identified. Risk assessment and aspect assessment does not reflect clearly the activities. Legal registers for the law 4/ 1994 need to be clearly identified.
	Quality, environment and health & Safety objectives and planning to achieve them	The company has defined many objectives to be achieved this year, such as enhance the performance of the dry dock, and enhance the performance of the employee's transportation and approval of 4 classification societies. All objectives plans have been reviewed with defined achievement criteria. All objectives have been achieved with evidences, such as Bureau Veritas class report ALX0/2022/U0014 dated 16/11/2022 and ABS certificate # 22-5105763-A. The achievement plan need to be enhanced
	Planning of change	The company had some changes recently which required transfer of some workshops. However, risk assessment of these changes was not clearly identified. Ex. Carpentry workshop.
	Resources	Preventive maintenance plan for equipment (maintenance 1 / 2022) Maintenance request (maintenance4 3/1/2022) for air compressor Calibration plan for equipment form 61 /2022 Calibration report for wire rope sling200M 2WR.8/11/2022 Calibration report for wire rope sling6M 9/11/2022 The company recently hired 2 HSE engineers as to improve HSE performance
	Competence	Evidence of competence and also the criteria of planning the training needs are not clearly defined (Ship building department did not request any training for training plan 2023).
	Awareness	NA
	Communication	The company established channels for communication within organization levels. However, some topics are not clearly communicated within employees such us management review results and HSE objectives.
	Documented information	The company has development documented information control procedure for controlling the company procedures and records as well as the external origin documents such as standards and codes. QA has developed a master list of documents and records.
	Operational planning and control	During the site visit the production of tug yassin operations has been checked as a sample Documented information: JOB order 50/1 149/144 tug yassin Planning & Schedule 149/144 (MS PROJECT / PRIMAVIRA ) Sea water fresh water-cooling diagram 3515-725-01sir 22/2/2022 Welding schedule 3515-200-0-SIR Bill of materials Tanks testing plan 35/5/220/18/SRI NDT plan 220-24-3515 Company developed work instructions for the activities which is published in workplaces. Also PPE’s are provided to employees. However, operational control was not clearly implemented in some areas: 1. Some employees and contractors were moving without any PPE’s in workshops 2. PPE assessment need to be enhanced 3. Chemicals handling need to be enhanced 4. Hot work implementation conditions need to be enhanced 5. Smoking areas were not clearly defined 6. Car speed in within the company was not clearly defined 7. Working at height need to be reviewed including scaffolding inspection 8. Housekeeping need to be enhanced 9. More attention to be paid for painting activities operational control 10. Accessibility and preparedness of fire extinguishers need to be enhanced 11. More attention to be paid for fall protection in the sea 12. Cranes loads need to be labeled clearly 13. Noise measurements to be improved upon job activities 14. Scrap area need to be clearly defined 15. Reflectors to be applied for the equipment’s 16. FL drivers need more training on HSE instructions 17. Coordination need to be enhanced between clinic and HSE department 18. Inspection for tools and equipment in the workshop need to be enhanced 19. Safe guarding for machines need to be reviewed 20. Contractor management need to be reviewed
	Determination of requirements for products and services and Emergency preparedness and response	The company has conducted many drills regarding the HSE such as sea pollution drill dated 6/9/2022 and fire on ship 7/6/2022. Also the company has established and renews many protocols for firefighting cooperation, such as with ENF dated 24/10/2022. Also the company approved the firefighting system from the Navy deface, fire department. The company develop new hall to receive customers and also prepare new types of marketing tools to represent the company’s services. The General Authority for Red Sea ports contract was executed with 2 marine tugboats Tractors system, tensile strength of 70 Ton on 8/9/2021 after studying the conditions brochure announced from the General Authority for Red Sea ports on 30/5/2021.
	Design and development of products and services	This clause is excluded due to the company activities which doesn't include any design activity. The company receives the design and manufacturer according to design and class supervision.
	Control of externally provided processes, products and services	Approving to supply navigational equipment for the necessity of building 2 marine tugs with a tensile strength 70 Ton for Alexandria Port Authority. Practice was made regarding the certification number 2 for 2021, and booklet of requirement for the specification was created on 28/3/2021. Technical and financial offers were submitted to this practice from 4 companies and Marcom Trade was approved as the best offer after studying the technical and financial offer with the examination committee. A contract was concluded with number 4076 on 27/5/2021. The criteria for selecting and evaluating suppliers need to be more clear.
	Production and service provision	During the site visit the production of tug yassin operations has been checked as a sample from the design layout drawing and building the fixtures to build the required tug body piece number according to the detailed drawing. Documented information: Workshop drawing CO2 ROOM Alignment report of propeller shaft with turbo coupling after chock fast QC(71/2) 29/7/2022
	Release of products and services	Inspection report VT& Dimensions QC8 29/7/2022 BOLLARD pull trim load case for p999trials
	Control of nonconforming outputs	During the audit the non-conformity output (NCO) process is observed, however, there is no NCO found during the audit.
	Monitoring, measurement, analysis and evaluation	The KPIs of the departments are not clearly defined (Commercial, HR). The training needs are not reflected to employee’s appraisals.
	Internal audit	The internal audit program has been reviewed, and sample of the audits conducted have been reviewed. There 5 NCR have been raised during the audit. The corrective actions for all NCRs have been checked. Last IA dated 12/11/2022. The IA program doesn't clearly define how the frequencies of auditing have been determined.
	Management review	Management review is clearly discussing all the inputs of the standard requirements. Conducted 13/11/2022. The MR explains the action taken and decision required.
	General	The company top management has been observed to do his best to improve the service of the company include the infrastructure improvement. The company start to communicate on Egypt vision for 2050 for carbon foot print.
	Nonconformity and corrective action	The numbers of CA taken are 6, the root causes and the corrective action taken not clearly linked. The company uses the in-process inspection NC to enhance the management system such as NC for in-process-inspection # 14 to plan to have leaser alignment device.
	Continual improvement	The company has established a tool of improvement through the policy, objectives, IA, management review and corrective action
	Use of logo and trademark	The use of logo conducted as per GCB instructions.

Audit Team

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Auditees

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