How to Survive an Inspection
Questions What type of inspection is being conducted? Will there be field evaluations involved? What type of information will be reviewed? At what location will the inspection occur? How long will the inspection be? When will the inspection occur?
TYPES of Inspections Review of records for specific compliance issues Review of specific pipeline facilities Review of specific circumstances related to design, installation, operations or maintenance
Field Evaluations Conducted by regulators to verify actual compliance to the regulations and company procedures. Regulators have an opportunity to evaluate the operators skill and ability to conduct tests in the field. Operator needs to be able to do the tests that are expected to be conducted to show compliance to the regulation.
Location of Inspection When there are multiple work sites determine the locations that the inspection will be conducted. Try to make sure the location is in the same area as the records and field evaluations. If records are kept at outlying sites make an effort to either get the records or schedule an inspection for that location.
When & How Long? Know the date and time frame for the inspection. Know when you are needed or people that you supervise are needed. Determine the extent of this involvement Schedule adequate time for the inspection Add time for the unexpected!
Once the Questions are Answered Try to access a copy of the inspection form to be used in the inspection Review any similar inspection forms from past inspections conducted. Don’t be afraid to prepare for obvious questions. Don’t try to change any deficiencies that cannot be corrected.
Things to do During the Inspection Provide the records in the proper format for the company Provide the records requested during the inspection Allow time for unexpected requests If the information is not in the format of the request can it be put in that format What would be the time frame for getting the information into that format.
How to handle the Inspector Inspectors vary in personality and expertise just like the operating personnel Respect and Understanding go a long way for both parties. There will be disagreements within the framework of the inspection process. The disagreements can stem from personal preference to interpretation of information
After the Inspection is Completed Determine the need for additional information. Determine if there were deficiencies that need to be corrected. Provide a means and time frame for correction or the reason the deficiency does not apply. Notify additional company personnel of the concerns.
Conclusion Do not be intimidated by an inspection or inspector. Every one worries about inspection prior to the inspection Show the work you actually perform and be open to new ideas Discuss in detail any suggestions made by the inspector Determine if suggestions can help your operation and make changes only when improvements are beneficial.