E-SAFE HSEQ 2015 SILVER STANDARD SELF ASSESSMENT COMPLETION INSTRUCTIONS

Transcription

1 E-SAFE HSEQ 2015 SILVER STANDARD SELF ASSESSMENT COMPLETION INSTRUCTIONS Before completing the E-safe HSEQ 2015 Silver Standard Self Assessment, please read these instructions very carefully. We suggest that you print them off for future reference as they may be able to answer any queries that you have. What s included in the instructions: 1. Accessing E-Safe 2. Hard Copy Self Assessments (For units with no IT access) 3. E-safe Accounts 4. How To Complete The Self Assessment on e-safe a. Preliminary Instructions & Information b. Completing The Self Assessment Questions c. Recording Actions d. Finishing The Self Assessment e. Self Assessment Scores f. Closing Out Actions 5. HSEQ Silver Standard Self Assessment Not Visible on E-safe? 1. ACCESSING E-SAFE 1. For units WITH a Compass networked computer or using a Compass VPN: Go to to log on. 2. For units WITHOUT a compass-networked computer or a Compass VPN, but WITH a broadband enabled computer: Access to the E-safe audit system can be gained on any broadband and internet enabled computer (e.g. a client computer) via the following URL: then for security reasons, enter both your username and a password. Page 1 of 10

2 2. HARD COPY SELF ASSESSMENTS For units without access to a Compass networked computer or Compass VPN, or a broadband enabled computer, your Regional Manager will provide a hard copy HSEQ 2015 Silver Standard Self Assessment document to complete and return to him or her. It will be then be your Regional Manager s responsibility to: Arrange for an E-safe account to be set up for your unit, if necessary Ensure that an HSEQ 2015 Silver Standard Self Assessment has been assigned to your unit To transfer of data from the hard copy self assessment to the online E-safe self assessment. 3. E-SAFE ACCOUNTS There should be an e-safe account set up for every site on SAP. If not, please HSE2@compass-group.co.uk providing the details of unit number, unit name and address, your name and address and request that they investigate. Page 2 of 10

3 4. HOW TO COMPLETE THE SELF ASSESSMENT ON E-SAFE a. PRELIMINARY INSTRUCTIONS AND INFORMATION In this first section of the self assessment: Click on Preliminary Instructions and Information in the left hand navigation panel Record the full name of the person completing the self assessment in the first text box Record the employee number of the person completing the self assessment in the second text box Once you have read the HSEQ 2015 Silver Standard Self Assessment Completion Instructions, please acknowledge and confirm that you have read and understood them by clicking on the first radio button Please also acknowledge that the answers you have given are a true and accurate reflection of the level of HSEQ compliance in your unit by clicking on the second radio button. Click on Save at the bottom of the section b. COMPLETING THE SELF ASSESSMENT QUESTIONS Work your way through the 4 sections and the 100 questions of the self assessment. We suggest that you do not do this in one session but in several sessions. Click on the section title text in the left hand navigation panel to go to the section of the self assessment that you want to work on. Page 3 of 10

4 Before you indicate your current level of compliance please click on the page symbol on the right hand side of the question and you will be given further guidance on answering the question: Click on close or press the Esc key on your keyboard to return to the self assessment questions. Then click on one of the 3 radio buttons next to the question to indicate your unit's level of compliance, or on the N/A radio button if the question does not apply to your unit e.g. if you do not have any Pressure Systems, or if the form is not part of the Small Site Compliance Pack that you are using. Page 4 of 10

5 You MUST answer each question honestly so that it is a true reflection of the level of compliance in your unit at the time you answer the question. You must only give a "Fully Compliant" answer if you would be able to demonstrate immediately to an internal auditor or an external ISO auditor that there is nothing else that you could do to improve your level of compliance. If you could not, then you MUST state your answer as either Some Evidence of Compliance or No Evidence of Compliance. Back to Top c. RECORDING ACTIONS If your answer to a question is less than Fully Compliant, a "bell" will appear next to the question. Click on the bell to open a new dialogue box. Enter the action you will take, your own assessment of the importance of the particular action, and a date by which you intend to complete the action. Click on Save and Close and you will be returned to the self assessment and the list of questions. The bell on the right hand side of the question will now have a green tick on top of it. To view a list of the actions you have identified, click on View Actions on the bottom left hand corner of the screen (see screenshot above). This will provide you with a list of all of the actions you have created, identifiable to the question (See screenshot below). You can change whether the list is in ascending or descending order of completion date by clicking on the Due Date column header in the table. By clicking on the Print button, you will be able to print out this list. Click on close or press the Esc key on your keyboard to return to the self assessment questions. Page 5 of 10

6 Back to Top When you have finished a session of answering questions, please click on Save at the bottom of each of the sections so that your answers are saved within E-safe. If, when you have clicked on save at the bottom of the section of questions, the icon in the left hand navigation panel has a green tick over it, then you have fully answered all of the questions - either as fully compliant or as less than fully compliant and with an action recorded. If the icon has a yellow pencil over it, then you have missed one or more questions and should return to the section and answer it/them. If the icon has a white cross on a red background, this indicates that the section hasn t been started. Back to Top Page 6 of 10

7 d. FINISHING THE SELF ASSESSMENT When you have finished answering all of the questions, even if you have actions that are outstanding, you may click on Finish Audit at the bottom right hand corner of the screen. Once you have done this, you will be unable to change any of your answers by clicking on the radio buttons, only by closing out actions (see Closing Out Actions below). NOTE: You will be unable to finish the self assessment until you have answered every question either as Fully Compliant or Some Evidence of Compliance or No Evidence of Compliance and with an action recorded, or N/A. Back to Top e. SELF ASSESSMENT SCORES Each question within the HSEQ 2015 Silver Standard Self Assessment has been assigned a score and the score for being Fully Compliant or having Some Evidence of Compliance varies according to the relative importance of each question. Once you have started answering questions and clicked on Save at the bottom of one or more sections, an overall self assessment score will be displayed towards the top of your screen above the questions. This will be amended every time you answer more questions and click on save, or when you close out an action. Page 7 of 10

8 Back to Top f. CLOSING OUT ACTIONS When you are ready to close out an action, this can be done in several ways, depending on whether you are still in the process of completing the self assessment or if you have Finished it: 1. Closing Out Actions In A Finished Self Assessment Click on Audit Actions at the top of the audit screen. In the Master Form drop down menu, click on HSEQ 2015 Silver Standard Self Assessment, change the date in the From Date box to 01/04/2015, then on All but signed off in the Status drop down menu, and finally on the grey Filter button. This will then only show you the outstanding actions for the HSEQ 2015 Silver Standard Self Assessment. You can change whether the list is in ascending or descending order of completion date by clicking on the Due Date column header in the table. Click on the line of the action you wish to sign off so that it is highlighted in green, and then on the Sign off button in the bottom right hand corner of the screen. A new dialogue box will open, and click on OK. You will be returned to the Audit Actions list, which will not now show the action you have just signed off. Repeat this process for all actions you wish to sign off. Your original answers to the self assessment questions will be automatically amended to being Fully Compliant, the list under View Actions will be amended and your E-safe HSEQ 2015 Silver Standard Self Assessment score will be updated. Page 8 of 10

9 2. Closing Out Actions With The Self Assessment Still In Progress: You may either use the process described above, in which case the answers to individual questions will be automatically amended to being Fully Compliant, the list under View Actions will be updated and your E-safe HSEQ 2015 Silver Standard Self Assessment score will be amended. Alternatively, you can go to the question that you wish to close out, change the level of compliance from Some Evidence of Compliance or No Evidence of Compliance to Fully Compliant and click on Save at the bottom of the section of questions. By doing this, the list under View Actions will be amended, the list under Audit Actions will be amended and your E-safe HSEQ 2015 Silver Standard Self Assessment score will be updated. Back to Top Page 9 of 10

10 5. HSEQ 2015 Silver Standard Self Assessment Not Visible on E-safe? By default, the E-safe audit system only shows audits that have been assigned to you within the last 3 months. If your HSEQ 2015 Silver Standard Self Assessment is no longer visible to you, this is probably the reason. To view and continue to complete your self assessment, please follow these instructions: 1. Click inside the From Date box, highlight and delete the date 2. Click on the down arrow on the right hand side of the Master Form drop down box and click on HSEQ 2015 Silver Standard Self Assessment 3. Click on the grey Filter button on the right hand side of the screen Your self assessment should now be visible. If you have any queries about these HSEQ 2015 Silver Standard Self Assessment Completion Instructions, please HSE2@compass-group.co.uk or phone the HSE Department on Back to Top Page 10 of 10