In larger companies, quality assurance and internal control are an important element in managing and maintaining the business. In smaller companies, however, it can often be difficult to fully dedicate oneself to such systems and processes for reporting, control and improvement work. Nevertheless, it is important that the paperwork is in order, in case of loss or damage, or if deficiencies are discovered in the quality of the production process or the finished product.
An important distinction: Quality assurance and internal control are not the same thing
Although almost everyone uses the terms "internal control" and "quality assurance" alongside each other - a habit we are reinforcing with this article - there is a clear distinction between the two processes. Both are part of active HSE work, and both processes are required by law to a greater or lesser extent, even though quality control is largely regulated by civil law between companies. They interact with each other, but it is helpful to separate internal control from quality assurance in order to understand their purpose.
Quality assurance in brief
Kvalitetssikringsprosessen på sin side, har som målsetning å skape enhetlige standarder for kvalitet på produkter og tjenester. Innenfor mange bransjer finnes det kvalitetskrav som er lovpålagte, så vel kvalitetskrav som er mer eller mindre frivillige, selv om sertifiseringer av kvalitet og standarder gjerne er en betingelse for kontrakter med større selskaper.
Standards for quality used in this work are often defined as NS - Norwegian Standard, EN - European Norm, or as ISO: Standards that are compiled and issued by the International Organization for Standardization, which is a non-governmental umbrella organization to create uniform standards for most of the world.
From a purely scientific and philosophical point of view, it is difficult to measure quality. In practical terms, what we do is measure and document whether "a recipe has been followed" and not "how the food actually tasted". In the event of a deviation, if a product or a workflow did not work in accordance with the desired objective, you can go back and look at all the production steps as they are logged, such as the measurement of the thickness of a used metal element, the type of weld seam that has been laid and the position in which the finished product was assembled, as well as who carried out the various production steps and who had the active management.
-In this way, quality assurance work also interferes with many of the general HSE routines, which can draw on the logging and routine work done in connection with daily quality assurance.
The ISO-9000 standard as an example of quality assurance
If we use the ISO 9000 system as a good and widespread example of quality assurance systems, we can summarize some of the ideal benefits of this system, when implemented correctly:
When the quality assurance reporting system works, it gives company management, contractors and others in governing positions a mountain of knowledge to stand on, enabling them to make informed decisions based on facts.
Beyond this, the ISO-9000 system is in many ways a universal language that makes it easier to communicate wishes and needs, across borders, cultures and languages, so that many parties can know what is expected of them in terms of standard practices and product quality.
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In large projects, this means money saved and higher quality for customers and end-users, but also a clear workflow and security for those carrying out the various work steps. This also means that companies that follow the ISO-9000 system are preferred when large projects are looking for partners, and many of the certified companies see a marked increase in inquiries and actual assignments.
Internal control in brief
Internal control in Norway, on the other hand, is something that is directly prescribed by the authorities, by virtue of the Internal Control Regulations, or; "Regulations on systematic work with health, safety and the environment in businesses". This is an overarching control system that includes quality control and uses similar practical methods to systematize control work and supervision of many other factors.
The internal control regulations draw on various Norwegian legislation, such as the Working Environment Act, the Act on the Supervision of Electrical Installations, the Act on Fire and Explosion Protection, and the Pollution Control Act. Petroleum extraction and shipping are not covered by the Internal Control Regulations, but they have corresponding regulations that are adapted to the special conditions. The document is published jointly by all related ministries, and can be ordered in the current paper version from the Norwegian Labor Inspection Authority.
The aim of the regulation is for companies in Norway to develop uniform systems for how they carry out their HSE work. The purpose clause in the regulation requires systematic implementation of improvements with regard to the working environment, safety, preventive health work, and prevention of environmental damage from products and services provided, as well as that construction and further use shall be safe for third parties.
The internal control system is checked by many different supervisory authorities
In addition to the above, various authorities check that the internal control regulations are followed up in a company. For a company in the construction industry, this can mean checks on a number of different points, and the paperwork must be submitted in the event of an inspection. Inspections may come from the Norwegian Labor Inspection Authority, but also from many other bodies, such as the fire brigade, the county governor's office or the Norwegian Environment Agency.
What should be included in your internal control system for audits?
This includes published instructions on the use of protective equipment, such as hard hats, work uniforms or vests in eye-catching colors, or dust masks and gas masks. There may be general fire instructions, or specific fire and safety instructions for handling potentially hazardous materials, such as gas, fuel or other chemicals.
The agreement on responsibility and control of electrical installations should also be available. In addition, it should be stated who the safety representative and members of the AMU committee are at the workplace. In addition, it should be possible to refer to an induction program for new employees, evidence of completed risk analyses, and checklists for annual review and assessment of your HSE system.
Deviation reports should be available in a systematized form, together with deviation management. Employee appraisals should also be documented, and there should be action plans for how the company handles various challenges that are
Everyone who works on construction sites or large facilities must also carry an HSE card. It is the employer's responsibility to order the card, as well as being responsible for all other HSE routines. In addition to this, contractors must check that the card is in place, but they must also require a self-declaration of HSE routines, so as not to be held responsible if the internal control regulations are not followed.
