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GUIDE TO APPROVAL
AMENDMENTS
Page Number
Glossary of Terms 4
Section 1
Introduction 6
Initial Approval 6
• Desktop Review 6
• Site Audit 7
• Costs of OPITO Approval Process 7
Section 2
Section 3
OPITO Policy: This document forms the foundation for all systems and should provide
an outline of the organisation’s overall philosophy towards OPITO training
and assessment. This requires to be explicit, promoted, implemented
and signed by senior management.
Formally A document which identifies; the steps to be taken in order to carry out a
Documented particular process, the scope/limit of the process and the person(s)
Procedure: responsible. It should be part of a controlled system. The document may
take the form of written instructions and/or be of a flowchart type.
Internal Audit: An audit conducted by the OPITO approved provider in order to measure
their ongoing compliance with OPITO approval requirements.
Duty Holder: The Operator on fixed installations and the Owner on mobile installations.
Introduction 6
Initial Approval 6
• Desktop Review 6
• Site Audit 7
• Costs of OPITO Approval Process 7
• Validity period 8
• Ongoing monitoring 8
• Registration of OPITO Delegates 8
• Schematic of OPITO Approval Process 9
INTRODUCTION
The purpose of this document is to provide information and guidance on fulfilling the
requirements for the achievement of OPITO Approval. It is intended for use by
organisations coming forward for approval for the first time as well as organisations
currently in possession of OPITO approval status.
The OPITO approval process is continually reviewed in parallel with the continuous
improvement philosophy adopted by the OPITO organisation. This revised edition of the
OPITO approvals process has been specifically designed to provide an enhanced focus on
the specific details required for the achievement and maintenance of OPITO approval and
to facilitate the desktop audit process.
INITIAL APPROVAL
To obtain OPITO approval, organisations are subject to an audit process. The purpose of
this process is to verify that the organisation can consistently deliver training and/or
assessment to the relevant OPITO Standard. Applicants should note that if approval is
dependant on the use of third parties (e.g. facilities, staff etc) a joint application must be
submitted. The audit process is conducted in two stages:
Desktop Review
The first stage, carried out by OPITO, is a desktop review of the applicant’s management
system documentation and training materials.
• Verify that the applicant has the resources in place to deliver training and/or
assessment to the OPITO Standard.
• Verify that the applicant has management systems in place that comply with the
OPITO Approval Criteria. These criteria are designed to assure quality delivery of
OPITO Standards and a copy is contained within this document.
The findings of the desktop review are provided in a report to the applicant. This report will
also contain a decision as to whether the application should proceed to the next stage or
whether further action by the applicant is required.
The second stage of the process is an audit, carried out at the applicant’s premises and
will include the observation of training and/or assessment being delivered which will be
assessed against the relevant OPITO Standard.
The second stage audit will be carried out by an Auditor or team of OPITO Auditors
depending on the type and scope of the audit. If a team is used, then one member of the
team will be nominated Team Leader and this person will be responsible for the conduct of
the audit and the reporting of audit findings.
• OPITO Staff
• OPITO Consultants
• Industry Representatives
The findings of the site audit will be recorded in a report, a copy of which will be given to
the applicant. The report will also contain a recommendation from the Auditor who
conducted the audit, to the Chief Executive as to whether the applicant is to be awarded
OPITO approval or not.
• An initial approval fee which includes desktop review costs (providing that the
second stage audit is completed within 6 months).
• The costs incurred by the Auditor/Audit Team, namely travel expenses,
accommodation and subsistence.
Further information regarding the fee structure for the various OPITO Standards may be
obtained from the Approvals Co-Ordinator in the OPITO Aberdeen, UK office or in the
OPITO Kuala Lumpur, Malaysia office.
Validity Period
Once gained, OPITO approval is valid for a period of three years and is subject to OPITO
being satisfied that compliance with the criteria under which approval was initially awarded
is being maintained.
Ongoing Monitoring
OPITO monitors compliance through review of the approved centre’s self-audit reports and
by conducting an annual onsite audit during the three-year approval period. OPITO may
also carry out unannounced visits.
Delegates attending any OPITO approved course must complete a central register form.
The registration details must be returned electronically by the training establishment to
OPITO on a weekly basis.
Further information regarding the Vantage system and the OPITO registration process
may be obtained from the Central Register Co-Ordinator in the OPITO Aberdeen, UK
office.
OPITO approved Centres are required to charge a fee to delegates attending OPITO
Approved training and/or Assessment courses, which includes registration and the costs of
the ongoing monitoring process.
Submission of
“Desk top” Audit
* Application form
and supporting material
Yes
Visit arranged
Agree visit requirements Audit team set up
Recommendati No
on
Yes
Either;
Await OPITO Chief Executive decision Review of recommendation by Executive
or,
Take remedial actions to meet approval
criteria as appropriate
Recommendati No
on
Yes
Centres seeking approval by OPITO will be required to demonstrate compliance with the
following criteria:
1. Management Systems
The centre has a formally documented, effective system for assuring the quality and
content of training and assessment and compliance with the OPITO approval
criteria.
1.1 An explicit policy for implementing and maintaining OPITO standards (signed by
Senior Management)
1.2 A Customer Service Statement which clearly defines the standards of service
delegates can expect from the OPITO approved centre.
1.3 Clearly defined and documented staff roles, responsibilities and authority for the
management and delivery of the OPITO approved Standard.
1.4 Ensure the conduct of frequent internal auditing of all areas relative to the OPITO
standard and Approval Criteria e.g. Management Systems, Physical Resources,
Staff Resources, Training & Assessment.
1.7 Control the maintenance, updating and backup of databases (IT and/or manual)
1.8 Ensure accurate records of candidate assessment are maintained and securely
stored.
1.9 Ensure appropriate maintenance activities for all facilities and equipment to be used
during delivery of the relevant OPITO Standard.
1.10 Ensure effective liaison and communication between all sites where OPITO training
and/or assessment is conducted.
1.11 Ensure that OPITO administrative requirements are fulfilled. These are required to
include the following:
1.13 Ensure all training is conducted safely and delegate well-being is maintained at all
times.
2. Physical Resources
The centre can clearly demonstrate that there are adequate resources to ensure that
the training and assessment can be consistently delivered to the OPITO Standard.
2.1 Resource needs are identified in relation to the specific OPITO standard and are
available.
2.2 There are sufficient maintenance activities to ensure that all training equipment and
facilities are safe and fit for purpose. The system of maintenance must include:
2.2.1 A current and accurate inventory of all facilities and equipment used for the
delivery of OPITO approved training and/or assessment.
2.2.3 Third party certification of facilities and equipment where appropriate (e.g. for
lifting equipment etc).
3. Staff Resources
Staffing and resources are sufficient to deliver training and/or assessment that is
current, reliable and in compliance with the specific OPITO Standard.
3.1 There are sufficient staff with the appropriate qualifications and experience as
defined within the OPITO Standard.
3.2 There are formal job descriptions/specifications for all job roles involved in the
delivery and support of the OPITO Standard.
3.3 There are sufficient assessors and internal verifiers with the appropriate training
and competencies to ensure quality and objective assessment of staff and delegate
performance.
3.4 Ensure that staff training and development needs are regularly reviewed and a
programme is put in place to meet any requirements which are identified.
The centre has a formally documented system to ensure that reliable training and
assessment to the required OPITO standard is maintained.
4.2 Delegates are informed of OPITO’s role within the oil & gas industry and contact
points within OPITO. This may be achieved by a prominently displayed notice and
inclusion in training materials.
4.3 There is documentary evidence to confirm that training and assessment is carried
out as specified within the relevant OPITO Standard. This documentation should
include:
4.3.3 A Timetable/Programme.
4.7 Ensure the consistency, quality and objectivity of assessments across all sites
where assessment is being conducted, through internal verification.
In support of your application, please complete the OPITO Application Form and the
Approval Criteria Guidance Matrix, then submit it to OPITO in paper format along with all
supporting evidence and documentation.
The following documentation are specimens only. You will find the originals on
www.opito.com in the Document Library.
……………………………………………………………………………………..…………………………
*I/We apply for approval by OPITO as an Approved Training & Assessment Centre for the delivery of:
Title…………………………………………………….…………………………………………………………………………….
*I/We currently hold OPITO Approval for the delivery of the following OPITO Standards:
Title(s)………………………………………………… …………………….………………………………………………………
………………………………………………………………………………………………………..………………………………
(Please complete if applicable)
*I/We understand the cost of the initial inspection will be submitted to us on receipt of this application
Note: Costs incurred for the desk top review of applications not progressing to approval within a six-month period will be
invoiced accordingly. Further audit if required, will be subject to a separate quotation.
In support of your application, please complete this OPITO Application Form and the Approval Criteria Guidance
Matrix then submit them to OPITO with all supporting evidence and documentation in paper format clearly
referenced and indexed.
The purpose of this document is to enable the applicant to map their evidence of compliance against the
OPITO approval requirements. Items required to be submitted for desktop review are identified in bold
text. Applicants who currently hold OPITO Approval status do not require to submit evidence for those
sections marked with an asterisk (*), unless new systems/procedures have been devised in support of this
application. If so, these should be included in the submission for Desktop Audit Review.
To Be Completed By Applicant
Applicant:
Contact Point:
Applicant currently holds OPITO Approval for the delivery of the following OPITO Standards: (complete if applicable)
Title(s) …………………………………………………………………………………………………………………………………………
……………………………………………………………………………………………………………………………………………………
1.Management Systems
1.1 An explicit policy for implementing This document should reflect the
and maintaining OPITO Standards organisation’s overall philosophy
(signed by Senior Management).* towards complying with OPITO’s
training and assessment
requirements. It should be explicit to
OPITO approval and be signed by
senior management.
1.2 A Customer Service Statement which This statement should be brought to
clearly defines the standards of service the attention of delegates by
which delegates can expect from the inclusion in course materials and/or
OPITO approved centre.* being displayed in training areas.
A pro forma statement is available
from OPITO.
1.3 Clearly defined and documented staff This may be illustrated in:
roles, responsibilities and authority for the Organisation Charts
management and delivery of the OPITO Job
approved standard. descriptions/Specifications
Procedures
Work Instructions, etc.
2.2 There are sufficient maintenance activities Evidence may be procured via:
to ensure that all training equipment and - Equipment/facilities checklists
facilities are safe and fit for purpose. - Equipment maintenance
plans/ schedules
- Contingency plans are also
Please note that Sections 2.2.1, 2.2.2, 2.2.3 and required in the event of
2.2.4 can be audited during initial and ongoing equipment breakdown/failure
monitoring audits
3.2 There are formal job Job descriptions for all job roles
descriptions/specifications for all job roles specific to the delivery and
involved in the delivery and support of the support of OPITO Standards e.g.
OPITO Standard. instructors, assessors, support
staff, administrative staff,
maintenance staff, etc.
3.4 Ensure that staff training and This criterion relates to all staff
development needs are regularly involved in the training and/or
reviewed and a programme is put in assessment of OPITO Standards i.e.
place to meet any requirements which full-time, part-time, sub-contracted,
are identified.* etc.