U.S. Applicability & Audit User s Guide

Transcription

1 U.S. Applicability & Audit User s Guide U.S. Applicability & Audit is a flexible web-based environment, health and safety compliance auditing tool with easy-to-use, regularly updated state and federal content as well as the expert guidance needed to create an integrated audit scoresheet. Links to the FAQ and Help file are available in the upper right-hand corner of each page. Usernames and passwords are distributed to licensed users. Audit scoresheets export to Excel and Compliance Audit Guidance documents export to Word and must be saved to the user s computer. Changes made to exported documents are not uploaded to U.S. Applicability & Audit and should be saved on the user s computer. Exported Excel spreadsheets include hotlinks to citations and guidance notes available on U.S. Applicability & Audit. Access to the links requires the user s username and password. Audits are retained for 2 years. 1 Home Page Access templates, reference materials, and recent audits from the home page. Use the tabs on the site to create a new template, access saved templates, browse reference materials, and search Recent Templates Click the Template Name and open recently modified audit templates. 2 3 Recent Updates Access the compiled Release Notes from OSHA, DOT, etc., that may affect your current templates. Browse Recent Updates to assess whether changes have occurred in your area of interest. If changes have occurred, you will need to review the existing template for any changes and export the scoresheet again. See page 8 for more information Specialty Technical Publishers Documents Product Profile sheets provide an overview of each of the publications integrated into the U.S. Applicability & Audit software. Registration 1 5 Updates Click Sign up for Updates and open the BNA Registration screen. Select BNA Auditor Update, and click SAVE SAVE. Bloomberg Environment Complimentary Training & Product Support , opt 5 // Mon Fri, 8:00 am 8:00 pm //

2 Create a New Template Set Audit Details 6 Click Create New Template Create New Template on the home page. (See page 1 for the button s location on the home page.) 7 Select Scope Use the drop-down menu to select a jurisdiction to include in the audit. When a state is selected, U.S. Applicability & Audit automatically integrates the corresponding federal requirement with the state requirement. Name the audit. 8 Share Template When Share this template is selected, an additional dialog displays with the option to limit the person s interaction with the audit to View and Copy or Edit. 9 Select Topics Click the Arrow icon to view the drop-down list of subjects included in a topic. Select the applicable topics. 10 Click Start Applicability to begin the Applicability Analysis Applicability Analysis The Applicability Analysis Summary is a list of topics and rulebooks you have chosen that are related to your business practices at a particular facility for the environmental and/or safety audit you chose. Before answering the applicability questions for each topic, it is a good idea especially if this is a new facility or topic for the auditor to read the supporting material. Supporting material for the topic and questions marked applicable is easily available by clicking the Reference Tools tab on the Applicability Analysis Summary page. (See page 6 for detailed information about the Reference Tools.) 11 When questions in a section are completed, Applicability Progress is updated To exclude a rulebook from the protocol, click N/A. 12 2

3 13 Click Next Rulebook to navigate through the entire audit. Answer the rulebook questions. Questions are tied to a filtering process and the answer to some questions will qualify the question as not applicable to the audit. Progress through the Rulebook Questions is automatically saved. To access the partially completed audits, click the Saved Templates tab on the home page. When all of the Rulebook questions have been answered, only the Back to Summary button displays. Click the button to return to the Summary page Answering Exception Section Questions Both EPA and OSHA will have exceptions to the regulations for certain business practices. These exceptions are included in your Applicability Analysis and are referred to as Exception questions. In some instances, Exception questions may follow a rulebook applicability question if the question was answered affirmatively. Links to regulations occur throughout the Exception questions for easy reference to applicable regulations by auditors. Sections containing unanswered Exception questions are highlighted in yellow. 3

4 15 Edit To make modifications to the Title, Topic selections, or Share properties, click the Edit button Copy To create a new template based on a previous template, click Copy. Rename it and select a new State(s) or Commonwealth of Puerto Rico as needed. 17 After completing the Rulebook Applicability questions, click Generate Protocol to create the audit. 18 Compliance Audit Guidance Expert guidance on how to comply with each regulatory question. 19 STP Guidance Click the Guide link to access STP Guidance on the specific regulatory question Federal and State Citation Direct links to the full text of federal and state regulations. 4

5 21 Generate the Scoresheet To generate the comprehensive linked scoresheet, click Excel Report Click Enable Content at the top of the Excel Scoresheet. 23 Excel Scoresheet Tabs Use the tabs to navigate to the compiled Score-Status page and each topic page. The Excel Scoresheet opens to the Cover sheet where you can add identifying information and comments. 24 Score Status To update the Score Status for Conformance, Non-Conformance, Incomplete, etc., click on the topic tab at the bottom of the Excel Scoresheet. Locate the Status column for the topic or subtopic to be updated, and using the drop-down arrow at the bottom of the frame, choose the status to be updated Updated Score Status The updated Score Status sheet is populated with the Status update

6 26 Reference Tools To prepare for an audit and save the audit team a considerable amount of time, Reference Tools are available for a Pre-Audit Prep, Regulatory Summary Reference, and Glossary. Click the Reference Tools tab to view and/or download these tools: Pre-Audit Prep To save the audit team time and ensure all parties are well informed, view pre-audit preparations on the web. Export them to Word in order to assemble pre-audit documents and take the actions prior to beginning the audit. 6

7 Regulatory Summary Reference The Regulatory Summary Reference itemizes the regulations included within the topic. If municipal or local regulations are included, they can be viewed on the web or exported to Word. Linked regulatory references, such as CFR links, are included. Glossary The STP Glossary is a comprehensive listing of terms and abbreviations, with linked regulations, used by EPA, OSHA, or DOT pertaining directly to the topic in question. Main topics have the same words or phrases; however, the definitions can be different based on the topic in question. The Glossary items can be exported to Word. 7 7

8 Recent Updates Recent Updates are arranged chronologically on the home page. Click the subject heading to view the release notes. Scroll down the document to view highlights by state and topic. Click See All Release Notes to view all releases arranged by topic. To learn more, contact your Bloomberg Environment representative at or visit bna.com The Bureau of National Affairs, Inc MKT