Introduction to Fire Safety Management

➤ Scoping the audit:
➤ This is the process of deciding what to audit.
The level and detail of the audit will depend
upon the size and complexity of the organisation.
A multi-site offi ce-based organisation, or
an organisation with high risk processes who
rely on technical systems to control fi re, are
likely to have differing audit profi les although
there will be similarities in many areas
➤ Auditing is essentially a sampling technique
which seeks to obtain evidence across a range
of activities of the status of the management
system, therefore consideration will be required
to judge the correct level and type of sampling
that will provide reliable data.
➤ Preparation:
➤ Discussion with the auditing team, managers,
workforce and representatives regarding the
aim objectives and scope of the audit prior to
starting is critical to the success of the process
➤ Preparation and agreement of an outline audit
plan including approximate timings for interviews,
etc.
➤ Preparation of audit ‘question sets’ to ensure
that each area is addressed.
➤ Gathering evidence:
➤ As in the case of all active monitoring information,
sources for the audit are likely to come
from talking to people, undertaking site visits to
observe physical conditions activities, etc. and
the checking of documents and records
➤ Records of evidence found are recorded against
audit ‘question sets’, which on many occasions
are numerically scored
Report findings
Gathering
evidence
Agreeing a
protocol
Figure 11.9 Key stages of an audit
Monitoring, auditing and reviewing fi re safety systems
Scoping the
audit
Preparation
➤ It is very likely that if technical systems are to
be included in part of the audit process that
appropriate qualifi ed engineers may be required
to provide additional information on fi re safety
systems.
➤ Report fi ndings:
➤ The audit report should refl ect the fi ndings of
the assembled evidence upon which the auditors
have based the evaluation of the fi re safety
management system
➤ The fi ndings may be supported with quantitative
or qualitative analysis
➤ A close-out presentation may be made to the
management team and their representatives by
the auditor or audit team.
11.4.2 The report
The report should outline the system’s strengths and
weaknesses and verify compliance (or otherwise) with
standards – including legal compliance. The report
should:
➤ Assess the adequacy, or otherwise, of the safety
management system
➤ Accentuate all good practice, highlighting good
performance
➤ Benchmark against accepted standards or best
practice – detail areas of both compliance and
non-compliance
➤ Highlight areas for improvements
➤ Contain suffi cient detail and evidence to substantiate
the judgements made by the auditors
➤ Differentiate between opinion and objective fi ndings
➤ Utilise quantitative scoring systems (if these are part
of the audit system)
➤ Be easy to read.
11.4.3 Auditors and composition of audit teams
Audits may be undertaken by one or more persons. Those
chosen as auditors must be competent, whether as individuals
or as members of a team. They should be independent
of the part of the organisation or the premises
that are to be audited. The nature and extent of the audit
will determine whether it is undertaken by employees from
another part of the organization or by external auditors.
Regardless of whether the audit is to be completed
by an internal team or an external consultancy or audit
team, the involvement of managers, representatives and
employees in preparing for the audit will not only assist in
devising and implementing the audit programme, it may
also assist in completing the audit if undertaken internally.
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