This document provides guidance on setting up office processes and systems for an audit. It recommends creating folders to organize documents related to company structure, control of finances, people, operations, and information. Diagrams show a basic office layout. The main sections discuss planning preparation, recommended best practices, and a Plan Do Check Act cycle for continuous improvement.

1. a
To do
Plan Do Check Act
Focus on the Present
14 P D A R
Clive Burgess 19 April 2008
 main office processes and systems preparation for audit
Clive burgess© April 2008
UNCONTROLLED DOCUMENT WHEN PRINTED

2. UNCONTROLLED DOCUMENT WHEN PRINTED
b
Clive burgess© April 2008
To do
Plan Do Check Act
Focus on the Present
 main office processes and systems preparation for audit
Best practice as recommended by the HSE
Bad practice not recommended
Main telephone line
Office use only PC with back up
hard drive and PC lock
Printer, Fax, Outside Wall 2nd Floor Plan of House
Scanner Waste bin for shredded
recyclable paper
Small cabinet
Bedroom/Bathroom
for shedder and
Bedroom/Bathroom
A4 paper Notice Board
Lockable filing
cabinet for
personnel details
and other Hallway - Landing Manuals
documents
Stairs
including safe
location for spare Shelf
site keys Side wall
It is recommended that you do not cutter the Access door with mortise lock
Powder Fire office or use it as a storeroom
Extinguisher
Plan of basic office layout – Not to scale
Estimation of room location, but will give you a rough idea of office layout

3. UNCONTROLLED DOCUMENT WHEN PRINTED
From the information I have provided you will be able to develop c
Tell, Show, Do
and improve your auditing skills Understand
Reason: Plan Do Check Act
 To take ownership of the process
 To change and improve the system to suit
Structure
your style and business needs
 To remember how it fits together and
how it works in practice
1
Download files from my
research/reference database on
to the office PC
Create a folder system as Extract files from Create required documents as
2 3 4
follows on your PC. research/reference indicated below
There are 12 main folders in database
this system
To find the correct
document template check
in Process Folder, 12 -
Company Structure Folder Index Structure
Policy
Finance Planning
CONTROL FINANCE
 PDF Free SWOT analysis template
Organisation
Arrangements
 Preparation for business plan
Word Document Preparing a Business Plan Assets
Word Document Understanding the Planning Process
Word Document 1st Project Plan Template Appen
 Aims and Objectives
Power Point Aims and objectives
Information
18 Word Document Lean and Mean (Proposal)
Vision /Mission Statement – What you stand for and what are your business intentions
From this perspective or point of view, you can now develop your overall business policy,
Your new objectives… Your activities… Organisation and arrangements
Insurance
Documents
Insurance
How you are going to achieve these Scan and file
intentions and objectives? all of your
insurance
Now write it down documents
Clive burgess© April 2008
Plan Do, Check, Act

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d
TELL
Plan Do Check Act
Clive burgess© April 2008 NEW CONTRACTS of EMPLOYMENT
 People
Staffing and training  Management File CONTRACT
Zero Hours
 Annual Leave & Official Holiday Dates
CONTRACT
Fixed Term
 Contractual Obligations, Roles and Responsibilities
o PDF GO1 1 written statement
o PDF Employee Records (
 Disciplinary & Grievance Procedures
Scan employee’s
o PDF 20040119120459 Screening qualifications i.e.
o PDF sia get licensed
CONTROL PEOPLE
C&G/SITO
Create a training matrix Security Officer
Who What & When Training
Certificates
BS7499 Static guarding standards
o
Power Point Site induction programme UK Sec 2007
o
23 Word Document Site Safety Induction 2007
o
24 Word Document Assignment Instruction Basic Design
o
25 Word Document Use of CCTV cameras by Security Guards on
o
static sites
o Appraisals
Induction Training
Information First Aid
Manuals BS7499 Assignment Instruction
Handbook
 Book 1 (Based on City & Guilds Professional Security Officer)
 Book 2 UK S Manual (requirement) Procedures
Each different assignment will require different types of contract depending on the nature of
the work involved, the duration of the assignment and the client’s needs.
SHOW
Uniforms and equipment

5. Plan Do Check Act e
Print Read Check Process Review Regulate ‘Impact’ Maintain Execute
PROCESS MANUAL STRUCTURE (Put printed document in an A4 Folder)
(Used to understand the development of UKS’s Integrated control System & Processes)
Initial Concept 1 UseMyInfo – 2007
Concept 2 THEY (Social and cultural aspects of control in business)
H&S Flow chart 3 IOSH 0
4 The fundamental concepts for excellence DO*
5 Together UK Security trading as Avon Security
6 Basic Principles 4 ISO BSI
COMPLIANCE
7 BS 7499 Benchmark
8 Conclusions
9 A Folder System for UKS 2008
10 Structures of Organisations and Arrangements
11 Recommendations 2008
12 Folder Index 2008
13 Plan Do Check Act
14 P D A R (not sent yet – this process)*
15 Pre-Internal Audits
16 Preparing you for ISO 9001
17 1st Plan Templates
18 Lean & Mean
PDF emp08 data protection act 1998
PDF Free SWOT analysis template
19 Planning out your future 2 UK Sec 2007*
20 The Management of H&S UK Sec 2007*
PDF business plan CHECK
• Cost to benefit analysis
• Free business plan and marketing
• BS7499 Static guarding standards
Working time Directive Research 2008
PDF GO1 1 written statement Book 1 Book 2
Holiday Pay FINAL Sept 07 ACAS Payslip calculator
Statutory grievance & disciplinary procedures
PDF Employee Records
21 Site Safety Induction 2007*
Security Legislation – SIA
22 ISSUES OF UNIFORMS & PPE 2007 ACT
23 Site Safety Induction 2007
24 Assignment Instruction Basic Design
25 Use of CCTV cameras by Security Guards on static sites
26 A Supervisor’s Accident Investigations*
26 B UK Security Investigation Form
Moving On… 27 Agenda – Templates
UNCONTROLLED DOCUMENT WHEN PRINTED
Clive burgess© April 2008

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f
PLAN
Plan Do Check Act
DO Clive burgess© April 2008
Suppliers
Plan Do Check Act
Sales
CONTROL OPERATIONS
Security quotes
Process documents 1 to 27 are to be used as your
Operational manual initial
Integrated Control System and Processes Manual
(I.C.S.P.M)

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g
Clive burgess© April 2008
Plan Do Check Act
See BS7499 Static guarding standards
Standard duties
Book 1 Book 2
Code of Practice
Site records
CONTROL INFORMATION
Check Act
 Planning and Preparation First (distance) Basic Audit
Audits  Recommendations & Corrective Actions
 Put systems and processes in to practice
 Initial Internal Audit
 Corrective Actions
 SIA Workbook Check and Audit
SELF REGULATION
 Corrective Actions
 Check
 External Audit
Corrective
Actions Now you will be recognised as an
Focus on the Future
Although this folder is at the end of the system, it is in fact the first one you use in this
controlling process
Continuous Improvement
For every end there is a beginning and for every beginning there is an end
Remember
‘Only make mistakes you can get over’ and ‘if it cost you more than money you know
you’ve got a serious problem’ Plan Do Check Act - Tell, Show, Do
Understand