Module 5 - VicForests

FOREST AUDIT PROGRAM TOOLBOX
The procedures for field activities should include:
• Examination in the field of operations that have been planned and carried out over
the period that is the focus of the audit. The target sites sampled should be the
same as those identified at the time of the pre-audit meeting. It may be
necessary to sample additional sites as a result of operational issues, or in
following up findings at the pre-selected sites, but any such field operations should
first be discussed with the auditee.
• Follow-up examination (as required) related to observations or queries.
• Review of information made available to the audit team at the field audit stage.
Observations of conditions noted during the site visits should be documented by the
Auditor at the time of field assessment, and will form the support for the conclusions
of the audit. Auditors will be required to store and maintain copies of such records.
Auditors should discuss any notable items that they observe during the field
assessment with the auditee’s representative. This should be undertaken at the
closing meeting, but may be conducted by telephone if it is not possible to undertake
this discussion at the time of audit.
If time and resources allow, Auditors may also hold on-site meetings with the
auditee’s representative(s) to discuss audit findings and non-conformance issues, and
to review plans for the remainder of the relevant audit activities. However, such
meetings are not compulsory if time and resources are limited.
Auditors should also observe the forest when travelling between audit locations noting
whether or not the observed conditions are reflected in maps or other documents.
Inconsistencies, or observations suggesting negative impacts should be noted and
may be followed up in subsequent investigations.
Auditors are expected to provide necessary vehicles to transport the audit team
during the field work. Vehicles used in audit field work must be capable of travel on
forest roads, as outlined in the HSE Plan. Auditee personnel participating in the audit
process may travel with the audit team if feasible, but will be responsible for providing
their own transportation during site visits.
Where logistical issues limit the numbers of people that can be transported on site to
take part in the field assessments, the Auditor should ensure that highest priority is
given to the audit team members and the auditee personnel that are most relevant to
the sites being examined. Other individuals will be accommodated where possible, to
the extent that space allows.
After completion of the field assessments within each region, the audit team will hold
a closing meeting with the auditee and DSE. The main purpose of these meetings is
to present preliminary audit findings in such a manner as to ensure that the factual
basis of the findings is clearly understood.
Disagreements on factual information presented at these meetings should be resolved
(if possible). It is preferable that any resolution occur before the Auditor issues the
FOREST AUDIT PROGRAM – MODULE 2 AUDIT PROCESS PAGE 12