Closing Meeting Presentation for Conducting Audit

Closing Meeting Presentation for Conducting Audit

1. WELCOME TO CLOSING MEETING
BASHUNDHARA
OIL AND GAS COMPANY LTD.
BASHUNDHARA OIL & GAS COMPANY LIMITED
2
nd
INTERNAL AUDIT
07 & 08 November, 2021

2. 2Bureau Veritas Certification – Closing Meeting
Reconfirmation of audit Objectives, Scope & Criteria
Thanks to all the Auditees and Management for cooperation,
coordination and hospitality during the audit process
Audit Objectives
►Evaluation of continued fulfillment of all the requirements of QMS (ISO 9001:2015)
►Purpose is to confirm the continued conformity and effectiveness of the management system
as a whole, and its continued relevance and applicability for the scope of certification.
Scope
►Manufacturing and Sales of Bitumen
Audit Criteria
►ISO 9001:2015 standard
►Regulatory and Statutory Requirements related to specific management system.
►Organization-specific management system requirements
Bashundhara Oil & Gas Company Ltd.

3. 3Bureau Veritas Certification – Closing Meeting
Audit Process Approach followed....
► Audit of Processes, not departments
► Focus was on effectiveness of processes or activities
► Special Focus on changes and improvements since the last audit
► Audit based on sampling principle
► Field & Floor visits and Observations
► Interviews of cross-layer of persons working at the site.
► Documents / Record verification
► Comments on review of last audit NCs if any
► Revised audit plan (if applicable) shall be submitted with audit report
Bashundhara Oil & Gas Company Ltd.

4. 4Bureau Veritas Certification – Closing Meeting
Audit Findings
Positive Observations / System Strengths
Employees are competent & know their job well
Good control over the processes
Good infrastructure
Good commitment from the top management.
Realistic quality objective settings and analysis on process improvement is
present.
Good housekeeping and well decoration of equipment were found all around the
sites.
Bashundhara Oil & Gas Company Ltd.

5. AUDIT FINDINGS
BASHUNDHARA
OIL AND GAS COMPANY LTD.
Process
Auditor – Khalid Hasan Mojumder
Non-conformity : 2 nos . (Minor)

6. 6Bureau Veritas Certification – Closing MeetingBashundhara Oil & Gas Company Ltd.
Audit Findings
1. Non-conformity- Major (Process)
► According to the Clause No. 4.2 the process will identify the needs & expectations
of interested parties. But no such document was found in the process. (Clause 4.2 –
Understanding the needs & expectations of interested parties)
2. Non-conformity- Major (Process)
► According to SOP of Production Process (Doc. No. : SOP/PN-01,) the process
was supposed to maintain “Monthly Production Report” but no such document was
found. (Clause 8.1 – Operation Planning & Control)

7. AUDIT FINDINGS
BASHUNDHARA
OIL AND GAS COMPANY LTD.
Offsite, Utility & Drum Plant
Auditor - Mohammad Motaleb
Non-conformity : 1 nos . (major)

8. 8Bureau Veritas Certification – Closing MeetingBashundhara Oil & Gas Company Ltd.
Audit Findings
1. Non-conformity- Major (Offsite, Utility & Drum Plant)
► According to the Clause No. 4.2 the process will identify the needs &
expectations of interested parties. But no such document was found in the
process. (Clause 4.2 – Understanding the needs & expectations of interested parties)

9. AUDIT FINDINGS
BASHUNDHARA
OIL AND GAS COMPANY LTD.
HR & Admin
Auditor – Mohammad Masudul Al am
Non-conformity : 02 nos. (major);

10. 10Bureau Veritas Certification – Closing MeetingBashundhara Oil & Gas Company Ltd.
Audit Findings
1. Non-conformity- Major- (HR & Admin)
►1. As per section 103 of Bangladesh Labor Law, if weekly leaves cannot be given to the
workers, the due leaves must be given to them the next three (3) working days. No such
arrangement or documentation was found to justify the legal requirements was found in the
process.
►2. In case of the termination of the job under the section 31, the certificate should be
issued as per Form-13 within 15 (fifteen) days of the application of the worker.
(Clause 4.2 – Understanding the needs & expectations of interested parties)
2. Non-conformity- Major- (HR & Admin)
►The 1st Internal Audit was held on 2-3 August, 2021 in Bitumen Plant premises. The
process has participated on 2nd day on that month. Total three (4) non-conformities were
raised which had to be closed within 08-Oct-2021. But, the process didn’t close two (2) out
of four (4) of the NCRs within the time even till commencement of 2nd Internal Audit.
(Clause 10.2 –Non conformity & Corrective Action)

11. AUDIT FINDINGS
BASHUNDHARA
OIL AND GAS COMPANY LTD.
Mechanical Maint enance
Auditor- Md. Atoa r Rahman
Non- co nfor mity: 01 nos. (major);
01 nos. (minor)

12. 12Bureau Veritas Certification – Closing MeetingBashundhara Oil & Gas Company Ltd.
Audit Findings
1. Non-conformity- Minor- (Mechanical Maintenance)
►During audit it was observed that, needs and expectations was not identified as per QMS
standard. (Clause 4.2 – Understanding the needs & expectations)
2. Non-conformity- Major- (Mechanical Maintenance)
►The process maintaining it's quality objectives but not updated regularly. It was also
observed that, objectives taken was not measureable. (Clause 10.2 – Nonconformity and
Corrective action)

13. AUDIT FINDINGS
BASHUNDHARA
OIL AND GAS COMPANY LTD.
Elect rical & Instrumentation
Auditor- Khalid Hasan Majum der
Non-confor mity: 01 nos. (Major)
01 nos. (Minor )

14. 14Bureau Veritas Certification – Closing MeetingBashundhara Oil & Gas Company Ltd.
Audit Findings
1. Non-conformity- Major- (Electrical & Instrumentation)
►There were 70 nos. earthing pit available in overall plant area like in jetty, substation area
and crude oil tank area, diesel tank area, boiler house, rubber powder workshop, LAB, DCS
room, ADU/VDU etc. Earthing resistance was checked at frequent interval. Last test was
done on 15.06.2021. As per test report, among 70 nos. pit 26 nos. have higher resistance
value (greater than 1 ohm), where electrical earthing, lighting earthing, potential earthing
was existing. However, the process didn’t take any action regarding this legal requirement
violation. (Clause 4.2 – Understanding the needs & expectations of interested
parties)
1. Non-conformity- Minor- (Electrical & Instrumentation)
►From the record (Check list of 10/14 MVA 33/11 KV Transformer, Doc. No. FR/PA-MN-10,
26 Jul 2021, 00), it was found that, main tank silica gel colour and tap changer tank silica gel
color recorded as percent basis considering colour blue to pink. However, colour changing
and variation with respect to percentage not defined properly. Record keeper/operator
writes down the record based on their experience and personal perception. (Clause 8.1 –
Operational Planning & Control)

15. AUDIT FINDINGS
BASHUNDHARA
OIL AND GAS COMPANY LTD.
Supply Chain
Auditor- Shams- E-Adath
Non- confor mity: 02 nos. (Major)
02 nos. ( Minor )

16. 16Bureau Veritas Certification – Closing MeetingBashundhara Oil & Gas Company Ltd.
Audit Findings
1. Non-conformity- Major- (Supply chain)
►The 1st Internal Audit was held on 2-3 August, 2021 in Bitumen Plant premises. The
process has participated on 3rd day on that month. Total three (3) non-conformities were
raised which had to be closed within 08-Oct-2021. But, the process didn’t close any of the
NCRs within the time even till 2nd Internal Audit. (Clause 10.2.1- Non Conformity &
Corrective Action)
2. Non-conformity- Major- (Supply chain)
►Supplier Selection Criteria was not found during the audit. But no Supplier Selection
Criteria & Supplier Evaluation Management was found during audit. (Clause 8.4.1 – Control
of externally provided processes, products & services)

17. 17Bureau Veritas Certification – Closing MeetingBashundhara Oil & Gas Company Ltd.
Audit Findings
3. Non-conformity- Minor- (Supply chain)
►During audit it was observed that, needs and expectations was not identified as per QMS
standard. (Clause 4.2 – Understanding the needs & expectations of interested parties)
4. Non-conformity- Minor- (Supply chain)
►The process maintaining it's quality objectives but not updated regularly. It was also
observed that, objectives taken was not measureable. (Clause 6.2 – Quality Objectives &
Planning to Achieve them)

18. AUDIT FINDINGS
BASHUNDHARA
OIL AND GAS COMPANY LTD.
Sales, Marketing & Distribution
Auditor- Mahmudul Isl am Ta pu
Non-conformity : 01 nos. (Major)

19. 19Bureau Veritas Certification – Closing MeetingBashundhara Oil & Gas Company Ltd.
Audit Findings
1. Non-conformity- Major- (Sales, Marketing & Distribution)
►Relevant SOP for the process like “Sales & Marketing Contract- SOP/SM-01”, “Customer
Satisfaction Survey – SOP/SM-03”, “Customer complains – SOP/SM-02” was not available
during the audit. However, the responsible personnel was not aware about the SOP and its
associated documents. (Clause 10.2 – Understanding the needs & expectations of
interested parties)

20. 20Bureau Veritas Certification – Closing Meeting
Nonconformity Management
►Specific correction, Containment Action
►Root cause analysis (7D, 8D, 5-Why or customer specific)
►Systemic corrective actions
►Submission of evidences with respect to above within defined period
Important -
►All NCRs to be closed / resolved within 60 days from last day of the audit
►An on-site follow-up audit would be required within 30 days from the agreed closure date.
►Delay in closing the NCRs may result in delay in the 2
nd
internal audit & certification
decision, eventually leading to the loss of continuity w.r.t original certification approval.
Bashundhara Oil & Gas Company Ltd.

21. 21Bureau Veritas Certification – Closing Meeting
Questions, If any
Bashundhara Oil & Gas Company Ltd.