ENVIRONMENTAL AUDIT PROTOCOL

USER GUIDE

Authors

Copyright 2003 Thomson Legal & Regulatory Limited trading as Thomson CPD (Centre for Professional Development), ABN 64 058 914 668, 35 Cotham Road, Kew, Vic, 3101 Australia. All rights reserved. No part of this guide may be reproduced or utilised in any form or by any means, electronic or mechanical, including photocopying, recording, or by information storage or retrieval system, without written permission from Thomson CPD.

Published December 2003.

ABOUT THE AUTHORS

Graham Brown
Graham A. Brown founded Australias first full-time, independent environmental consultancy in 1970, following more than 10 years experience in the mining and petroleum exploration industries in Australia and internationally. He is a consultant to a number of commercial, industrial and government organisations and is the Principal of: Graham A. Brown and Associates PO Box 571 Kotara NSW 2289 Ph: (02) 4942 5135 Fax: (02) 4942 5191 Email: graham@grahamabrown.com.au Web site: www.grahamabrown.com.au Graham Brown holds a Master of Science degree from Melbourne University and a Bachelor of Science degree from the University of Western Australia. He helped develop the procedures for environmental impact assessment for the New South Wales and other governments in the early 1970s, and has contributed to the development of protocols for environmental auditing since the late 1980s. With over 30 years experience as an environmental consultant, he has carried out more than 500 environmental management projects in Australia and overseas for both government and industry. Graham Brown is also the author of the companion books published by Thomson CPD, Environmental Audit Guidebook (1993), Environmental Awareness and Obligations An Australian Management Perspective (1994), Environmental Management Systems Guidebook (1996) and The Waste Management and Minimisation Guidebook (2001).

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ABOUT

THE

AUTHORS

He is registered as a Senior Environmental Auditor by the Register of Certified Auditors, Quality Society of Australasia; he is a Certified Professional Environmental Auditor in the USA; he has been accredited as a Safety Auditor Environment Protection by the International Safety Rating Council (USA); and is accredited as a Principal Environmental Auditor by the UK-based Environmental Auditor Registration Association (EARA). He is a Fellow of the Australasian Institute of Mining and Metallurgy, and holds memberships of the Environment Institute of Australia, the International Association for Impact Assessment, the Environmental Auditing Roundtable (USA), the American Association of Petroleum Geologists and other professional associations.

Robert Lenton
Lenton Environmental Robert has over 30 years experience in various industries, including state and local government, mining, steel making, transport, heavy industrial engineering and private consulting. Robert has developed a solid foundation and practical knowledge of the workings and needs of these industries. He has been directly involved in the environmental and OHS management, and operating issues associated with these industries for over 25 of those years. Robert holds a Master of Environmental Management from the University of New England, a Diploma in OHS Management and is registered as a Senior Environmental Auditor by the Register of Certified Auditors, Quality Society of Australasia. In addition, Robert is a certified engineer as well as a qualified trainer. In recent years, Robert has been involved in many significant projects that have included the development of Management Systems to ISO 14001, environmental audits of various mining and manufacturing activities, and the introduction of risk assessment systems into many management systems.

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CONTENTS
Page No About Environmental Audit Protocol .....................................1 Elements ........................................................................1 Ratings ...........................................................................3 Step-by-step ....................................................................5 Installations and Updates ....................................................6 Minimum system requirements ..............................................6 Installing Environmental Audit Protocol ....................................6 Uninstalling Environmental Audit Protocol ................................7 Installation Support ............................................................7 Getting Started .................................................................7 Registration ....................................................................8 Impact of Not Registering or Re-registering ...............................9 Warning Message ...............................................................9 Renewals ........................................................................9 Main Menu .....................................................................10 New Audit .....................................................................11 Protocol Selection ............................................................12 Summary Information .......................................................13 Audit Protocol Questionnaire .............................................15 Buttons .........................................................................15 Protocol Tree ..................................................................17 Element and Sub-element Title and Element Scoring ..................17 Question and Question Scoring .............................................18 Answers ........................................................................19 Skipping Questions ...........................................................22 Professional Judgment and Scoring ........................................23 Supplementary Questions and Answers ...................................23 Category and Total Audit Scoring ..........................................24
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Executive Summary .........................................................25 Conclusion ....................................................................27 Notes ..........................................................................29 Aid Notes .......................................................................29 Guide Notes ...................................................................30 Auditors Notes ................................................................30 Recommendations ............................................................32 Reports ........................................................................34 Report Types ...................................................................35 Optional Extras ...............................................................37 Compiling a Report ...........................................................37 Printing the Report ...........................................................39 Exporting the Report .........................................................40 Locking Your Audit ..........................................................41 Existing Audits ...............................................................42 Searching ......................................................................42 Sorting Search Results .......................................................43 Opening an Existing Audit ...................................................43 Deleting an Audit .............................................................44 Legislation ....................................................................45

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ABOUT ENVIRONMENTAL AUDIT PROTOCOL

Welcome to Environmental Audit Protocol. Environmental Audit Protocol consists of: 1. 2. 3. A series of questions (grouped into elements and sub-elements) to be answered by the auditor. Supplementary material designed to assist with the completion of the audit (Guide Notes and Aid Notes). Facilities to create an Audit Report compiled using your protocol answers and the supplementary material.

Elements
Environmental Audit Protocol 1.0 is comprised of twenty (20) elements with associated sub-elements. Each element will allow the auditor to examine the organisation, facility or site being reviewed in detail. Each question has been categorised and rated based on the potential consequences to the environment and/or organisation. 1.0 2.0 3.0 4.0 Introduction Environmental Policy Environmental Impacts Legal and Other Requirements 4.1 4.2 5.0 6.0 7.0 8.0 Legal Requirements Other Requirements

Environmental Action Plans Structure and Responsibility Environmental Management Program Training Awareness and Competence

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9.0

Communications and Complaints Management 9.1 9.2 Communications Management Complaints Management

10.0 Environmental Documentation 11.0 Document Control 12.0 Operational Control 12.1 General Procedures 12.2 Air Quality Management 12.3 Surface Water Management 12.4 Underground Water Management 12.5 Traffic Management 12.6 Noise Management 12.7 Vibration Management 12.8 Land Management 12.9 Solid Waste Management 12.10 Liquid Waste Management 12.11 Hazardous Substances Management 12.12 Radiation Management 12.13 Aboveground Storage Tanks 12.14 Underground Storage Tanks 12.15 Energy Management 12.16 Procurement and Purchasing 12.17 Product Stewardship 13.0 Environmental Emergency Preparedness and Response 13.1 Emergency Response Procedures 13.2 Spill Prevention and Control 13.3 Environmental Incident and Accident Reporting

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14.0 Monitoring and Measurement 15.0 Due Diligence 16.0 Environmental Records 17.0 Environmental Audits 18.0 Management Review 19.0 Public Environmental Statements 19.1 Mandatory Reporting 19.2 Voluntary Reporting 20.0 External Verification

Ratings
Category Certification Rating None Comments Examples This category has only been used for the certification of the audit in Element 1.0, Question 1.0.1 Good idea, good practice, etc. An enhancement that improves the organisations environmental program. System cannot work without it Inclusion of Environmental Policy in a publicly available newsletter

Desirable

5 or less

Essential Informative

20 None

Environmental Policy

This category has only been applied to questions that seek information such as questions in Element 1.0, Questions 1.0.2 and 1.0.3 This category is applied to questions that relate to requirements established by the Australian Standard AS/NZS 14001 continued

ISO 14001 Requirement

Varies

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Category Necessary

Rating 15

Comments Supports Essential category questions, i.e. if the requirement is not satisfied, the environmental program may be compromised A requirement of the Environmental or other Policy adopted by the organisation

Examples Inclusion of documented environmental objectives in the organisations environmental action plan Voluntary reporting on environmental performance of the organisation to governments, the community, etc. Evaluating the effectiveness of various components of the environmental management program

Policy Requirement

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Professional Judgment

Varies up Mainly used where to 35 the auditor is required to evaluate the performance or other aspect of the environmental management program

Recommended 10

If the requirement The presence of is not satisfied, the signage on tanks or environmental other containment program will not collapse without it Prescribed by regulatory requirements Presence of licences or other approvals

Regulatory Requirement

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Step-by-step
Step 1: Answer protocol questions, providing further information as indicated, and completing Executive Summary and Conclusion as required. Step 2: Compile report/s with components as selected. Step 3: Print or export report to desired format.

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INSTALLATIONS AND UPDATES

Minimum system requirements
Personal computer with Pentium or higher processor. 64Mb of RAM (higher recommended) Microsoft Office 97 and above Microsoft Windows 98/NT 4.0/Me/2000/XP operating systems with the latest service packs. Hard disk with at least 100Mb free. CD-ROM (installation purposes only). Microsoft or Microsoft-compatible mouse/pointing device. Screen resolution of at least 800x600 pixels.

Installing Environmental Audit Protocol

The CD-ROM will automatically install the appropriate program and related files on your hard disk. Insert the Environmental Audit Protocol CD-ROM in your CD-ROM drive. Some PC systems will automatically start the installation program. If the installation does not start automatically, from the Start menu select Run and enter the following installation command: D:\setup.exe (where D represents the CD-ROM drive letter).

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Uninstalling Environmental Audit Protocol

Should Environmental Audit Protocol need to be uninstalled for any reason, follow the steps below: From the Start menu select Settings then Control Panel. Doublelick the Add/Remove Programs icon, identify the name Environmental Audit Protocol in the listing and then click Add/Remove to uninstall.

Installation Support
Thomson CPDs Customer Service Team will be pleased to assist you with any questions about installing or using Environmental Audit Protocol. Phone Free Call 1800 036 186 Monday to Friday 8.45am to 5.30pm Eastern Standard Time.

Getting Started
Once your Environmental Audit Protocol has been installed, you are ready to commence environmental auditing. To open Environmental Audit Protocol, from the Start menu select Programs | CPD Business Tools | Environmental Audit Protocol

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REGISTRATION
Environmental Audit Protocol is required to be registered within 30 days of installation. A registration screen similar to the following will popup until you register, counting down 30 days after installation:

To register, call Thomson CPD on Free Call 1800 036 186. You will need to quote the Registration Number (including hyphens) displayed on your screen along with your Customer Account Number which is located on your Thomson CPD invoice or statement. Your Thomson CPD Customer Service Consultant will then read your Unlock Key to you. Enter the Unlock Key into the field provided and click OK.

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You are now registered to use Environmental Audit Protocol for the next 12 months. The Environmental Audit Protocol Main Menu will be displayed. If you have any questions, please call Thomson CPD on Free Call 1800 036 186.

Impact of Not Registering or Re-registering

If you dont register within 30 days of installation or re-register after 12 months, Environmental Audit Protocol will cease to function as expected. You will not be able to: Create a New Audit. Change an Existing Audit.

You will be able to: View Existing Audits. Print and Export Existing Audits.

If you have any questions, please call Thomson CPD on Free Call 1800 036 186.

Warning Message
A warning message will appear 30 days before expiry to ensure you are aware of the expected expiry date.

Renewals
An invoice will be sent with instructions on how to renew at the appropriate time. If you have any questions, please call Thomson CPD on Free Call 1800 036 186.

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MAIN MENU
Upon opening Environmental Audit Protocol, the following Main Menu screen is displayed.

New Audit: creates a new audit see page 11. Existing Audits: enables searching for and opening existing completed or partially completed audits see page 42. Help: displays Help information. Other Environmental Tools: displays an Adobe pdf of Thomson CPDs environmental catalogue. Copyright/Disclaimer: disclaimer information. displays Thomson CPDs copyright and

About Thomson CPD: displays further information about Thomson CPD and our product range. About the Author: displays information about the authors, Graham Brown and Robert Lenton. Exit: closes Environmental Audit Protocol.
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NEW AUDIT
To begin a new audit, from the Main Menu click New Audit. The following selection screen will be displayed:

Select your required protocol (at present there is only one protocol) with your mouse. A description of the protocol will appear in the lower field explaining why to use this protocol. With the protocol title selected, either doubleclick the protocol title or click OK to open the protocol. The Summary Information screen will be displayed.

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Protocol Selection
Over time, Thomson CPD will be updating existing audits and providing new protocols to choose from.

Environmental Audit Protocol 1.0

This protocol provides a detailed assessment of an organisations environmental management processes. The protocol examines all components of the organisation, including planning, operational control, ongoing improvement programs, monitoring, emergency response and preparedness, incident management, and internal and external reporting.By completing this audit protocol, an organisation, through its auditors, will have a detailed understanding of its level of performance and compliance with environmental requirements. For more information about the contents of the protocol, refer to About Environmental Audit Protocol (see page 1).

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SUMMARY INFORMATION
The Summary Information screen is displayed after selection of the audit protocol when creating a new audit or by clicking the Summary Information button on the Audit Protocol Questionnaire screen.

Audit Title*: the unique identifier and title of your audit. The Audit Title is used by the searching facility to identify and locate the audit. Site Address: the address of the site being audited. Press Control + Enter to begin a new line in this field. Site Owner: the owner of the site being audited. Site Occupier: the occupier of the site being audited. * compulsory field

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Facility Name: the name of the facility being audited. Main Contact: main contact of the organisation being audited. Phone: telephone number of the main contact, site or organisation being audited. Fax: fax number of the main contact, site or organisation being audited. Mobile: mobile telephone number of the main contact, site or organisation being audited. Other Facility Personnel: names and details of other key contacts at the facility being audited. Press Control + Enter to begin a new line in this field. Email: email address of the main contact, site or organisation being audited. Web Site: web site URL of the site or organisation being audited. Audit Leader: auditor, leader or project manager of the audit. Can be used in the searching facility to locate the audit. Phone: telephone number of the Audit Leader. Fax: fax number of the Audit Leader. Mobile: mobile telephone number of the Audit Leader. Audit Team: names and details of Audit Team members. Press Control + Enter to begin a new line in this field. Start Date: date the audit commenced. End Date: select the date the audit was completed. Can be used in the searching facility to locate the audit. Report Signed By: the person signing off the audit. When complete, click OK to open the Audit Protocol Questionnaire screen. Click Cancel to return to the Main Menu.

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AUDIT PROTOCOL QUESTIONNAIRE

After clicking OK from the Protocol Selection screen or doubleclicking the title from the Search for Existing Audit, the following Audit Protocol Questionnaire screen is displayed.

Buttons
Report: opens the report function enabling printing and/or exporting of the information entered into the audit see page 34. Lock: locks the audit so no changes can be made to a completed audit. An audit cannot be unlocked after it has been locked see page 41. The locked status can be used in the searching facility to locate the audit see page 43.

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Close: saves and closes the audit, returning you to the Main Menu or Search for Existing Audit screen. Summary Information: displays the Summary Information screen see page 13. Executive Summary: displays the Executive Summary field see page 25. Conclusions: displays the Conclusions field see page 27. Auditors Notes: displays the Auditors Notes field related to the current question see page 30. Recommendations: displays the Recommendations field related to the current question see page 32. Aid Note: displays the Auditor Aid Note information related to the current question see page 29. Guide Note: displays the Auditor Guide Note information related to the current question see page 30. Help: displays Help information. <<: when dark grey, moves to the previous question in the Audit Protocol Questionnaire. >>: when dark grey, moves to the next question in the Audit Protocol Questionnaire.

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Protocol Tree
The left side of the screen displays the Protocol Tree. The Protocol Tree provides an overview of the protocol and can be used as a navigational tool. Click the Element title to display the first question in that Element. Click the + next to an Element or Sub-element title to expand the Element or sub-element to display the question numbers included. Click the question number to display that question. Click the next to an Element or Sub-element title to collapse/ compact the element. Vertical and horizontal scroll bars are provided when required to enable navigation. As you move through the protocol questionnaire, the protocol tree will highlight the current question.

Element and Sub-element Title and Element Scoring

This area of the screen displays the current Element number and title. Where required, the Sub-element title is displayed below the Element title.

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Each Elements score is tracked separately and is displayed as: Element = X/XXX where X= the points allocated as questions in that particular element are answered

XXX = the total possible score for that element. When Not Applicable is selected as an answer, the potential points for that question are subtracted from the total possible element score.

Question and Question Scoring

This area of the screen displays the question and its allocated scoring. Where the question is longer than the space allows, a vertical scroll bar appears to enable you to read the full question. Each Questions score is tracked separately and before the question has been answered, is displayed as: Question = 0/XX where 0= points allocated based on the answer chosen. This can range anywhere from 0 to 45.

XX = the total possible score for that question. When Not Applicable is selected as an answer, the score for that question is displayed as 0/0.

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Answers
This area of the screen displays the answer options available for the current question. Generally all questions will require an option to be checked, or in the case of multiple choice questions, a series of options to be checked.

Typical Single Choice Answer

To select an answer, click your mouse on the button next to the answer option. You can only choose one option, i.e. Yes or No or Not Applicable.

This type of answer can also be displayed as checkbox options. To select an answer, click your mouse on the checkbox next to the most applicable answer option. You can only choose one option, None or 1% to 20% or 21% to 40%, etc. The option ticked will allocate points to the question, element and total scores. Each option is likely to have a different points value, with weighting to the most desirable answer. However, if there is a Not Applicable answer option and you select it, it will untick any other option selected.
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Typical Multiple Choice Answer

To select an answer, click your mouse on the checkbox next to the answer option. You can choose more than one option, i.e. Legal and other requirements and Technological options. However, if there is a Not Applicable (Check this box only if no other box is checked) answer option and you select it, it will untick any other option/s selected. Each option ticked will allocate points to the question, element and total scores. Some answers allocate points evenly, while others have points weighted to the more important answer options. If the answer options are longer than the answer display area, a horizontal scroll bar will appear.

Typical Text Answer

Where presented with an empty field, the answer is expecting some textual information to be entered. You can either type directly into the field (formatting not possible) or compile your answer in Microsoft Word including formatting (font, bold, italics, etc.) and copy and paste into the field. The generated report will include your formatting.

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Typical Table Answers

Some answers require data that is more easily collated in a table format. Type your data directly into each cell. Click Add to insert more rows at the bottom of the table. Note: More rows can only be inserted if there is data in all rows. To delete a row, select the row and press the Delete button on your keyboard.

Typical Dropdown List Answers

To select an answer for each option, click the dropdown list arrow to display the list and select the most applicable option. A vertical scroll bar will appear when required to enable access to more options.

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Typical Date Answers

Where the answer requires a date, we have provided a calendar to enable easier date selection. To access the calendar, first tick the checkbox next to the displayed date. To enter the correct date, either type your required date over the existing date using the numbers on your keyboard or click the dropdown list arrow to display the calendar and select the required date. Click the < and > to scroll to previous or next months. The date will default to the current days date.

Skipping Questions
Where Not Applicable is the most appropriate response to some questions, Environmental Audit Protocol will skip to the next applicable question. For example, if you answer Not Applicable to question 12.10.11, Environmental Audit Protocol will deduct the appropriate points and when you click >>, will move you to the next applicable question (12.10.14).
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If you click on the questions in between, a message similar to the following message will appear:

Click OK to return to the questionnaire screen.

Professional Judgment and Scoring

Some questions require your professional judgment to allocate a score for a question. An answer option similar to the example above will be displayed. Using your professional judgment, enter the score you believe applicable. Some professional judgment answers provide a multiple choice answer below. Selecting these options doesnt allocate points to the question, element and total scores; they suggest areas you may wish to consider in your scoring and indicate which options youve considered.

Supplementary Questions and Answers

Some questions require further information. These questions will appear below the normal answer area on the screen. The answers required conform to the answer options discussed above.

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Category and Total Audit Scoring

This area of the screen displays the category allocated to the current question. Some questions have two categories allocated which are listed with a / between each category. The Audits Total Score is tracked separately and is displayed as: Total Score = X/XXXX where X= the cumulative points allocated as questions are answered

XXXX = the total possible score for the audit. When Not Applicable is selected as an answer, the potential points for the audit are subtracted from the total possible score.

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EXECUTIVE SUMMARY
Click the teal Executive Summary button at the top of the Audit Protocol Questionnaire screen to display the following:

The Executive Summary requires textual information to be entered. You can either type directly into the field (formatting not possible) or compile your answer in Microsoft Word including formatting (font, bold, italics, etc.) and copy (Ctrl+C) and paste (Ctrl+V) into the field. The generated report will include your formatting. Executive Summary text applies to the whole audit and can be included in the Audit Report if required see page 34. Completing the Executive Summary is optional. Click Save to save any changes or your work in progress. When complete, click Close.

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You will be prompted to save any changes:

Click Yes to save and return to the Audit Protocol Questionnaire screen, No to return to the Audit Protocol Questionnaire screen without saving your changes and Cancel to return to the Executive Summary screen.

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CONCLUSION
Click the teal Conclusions button at the top of the Audit Protocol Questionnaire screen to display the following:

The Conclusions requires textual information to be entered. You can either type directly into the field (formatting not possible) or compile your answer in Microsoft Word including formatting (font, bold, italics, etc.) and copy (Ctrl+C) and paste (Ctrl+V) into the field. The generated report will include your formatting. Conclusions text applies to the whole audit and can be included in the Audit Report if required see page 34. Completing the Conclusions is optional. Click Save to save any changes or your work in progress. When complete, click Close.

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You will be prompted to save any changes:

Click Yes to save and return to the Audit Protocol Questionnaire screen, No to return to the Audit Protocol Questionnaire screen without saving your changes and Cancel to return to the Conclusions screen.

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NOTES
Environmental Audit Protocol provides Aid Notes and Guide Notes as supplementary material designed to assist with the completion of the audit. Auditors Notes and Recommendations can also be included on a question-by-question basis.

Aid Notes
Aid Notes provide instructions on how to assess compliance with a question. To view the Aid Notes for a question, click the maroon Aid Note button at the top of the Audit Protocol Questionnaire screen. A screen similar to the following will be displayed:

This screen can be resized to expand or contract, with Environmental Audit Protocol providing vertical scroll bars when required. To resize, hover your mouse over the edge of the Aid Note screen until a double ended arrow appears, click your left mouse button and drag to size as required. Click Close to return to the Audit Protocol Questionnaire screen.

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Guide Notes
Guide Notes provide further guidance on the specifics within a question and are provided on a question-by-question basis. To view the Guide Notes for a question, click the maroon Guide Note button at the top of the Audit Protocol Questionnaire screen. A screen similar to the following will be displayed:

This screen can be resized to expand or contract, with Environmental Audit Protocol providing vertical scroll bars when required. To resize, hover your mouse over the edge of the Guide Note screen until a double ended arrow appears, click your left mouse button and drag to size as required. Click Close to return to the Audit Protocol Questionnaire screen.

Auditors Notes
Auditors Notes can be added to the audit on a question-by-question basis. Use this field to record observations, document titles and locations, other audit evidence, etc. These Auditors Notes can be included or excluded from the final Audit Report see page 34.

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To enter Auditors Notes for a question, click the teal Auditors Notes button at the top of the Audit Protocol Questionnaire screen. A screen similar to the following will be displayed:

This screen can be resized to expand or contract, with Environmental Audit Protocol providing vertical scroll bars when required. To resize, hover your mouse over the edge of the Auditors Notes screen until a double ended arrow appears, click your left mouse button and drag to size as required. You can either type directly into the field (formatting not possible) or compile your answer in Microsoft Word including formatting (font, bold, italics, etc.) and copy (Ctrl+C) and paste (Ctrl+V) into the field. The generated report will include your formatting. Completing Auditors Notes is optional. Click Save to save any changes or your work in progress. When complete, click Close.

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You will be prompted to save any changes:

Click Yes to save and return to the Audit Protocol Questionnaire screen, No to return to the Audit Protocol Questionnaire screen without saving your changes and Cancel to return to the Auditors Notes screen.

Recommendations
Recommendations can be added to the audit on a question-by-question basis. Use this field to record recommendations regarding the current question. These Recommendations can be included or excluded from the final Audit Report see page 34. To enter Recommendations for a question, click the teal Recommendations button at the top of the Audit Protocol Questionnaire screen. A screen similar to the following will be displayed:

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This screen can be resized to expand or contract, with Environmental Audit Protocol providing vertical scroll bars when required. To resize, hover your mouse over the edge of the Recommendations screen until a double ended arrow appears, click your left mouse button and drag to resize as required. You can either type directly into the field (formatting not possible) or compile your answer in Microsoft Word including formatting (font, bold, italics, etc.) and copy (Ctrl+C) and paste (Ctrl+V) into the field. The generated report will include your formatting. Completing Recommendations is optional. Click Save to save any changes or your work in progress. When complete, click Close. You will be prompted to save any changes:

Click Yes to save and return to the Audit Protocol Questionnaire screen, No to return to the Audit Protocol Questionnaire screen without saving your changes and Cancel to return to the Recommendations screen.

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REPORTS
A report can be compiled at any time during an audit or when it is completed. Click the navy Report button at the top of the Audit Protocol Questionnaire screen to display the following:

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Report Types
There are five types of reports in Environmental Audit Protocol.

Full Audit Report

The Full Audit Report consists of: a title page with some information from the Summary Information screen (Audit Title, Site Owner, Site Occupier, Facility Name, Site Address, and Web Site URL). all element titles with total element scores. all sub-element titles with total sub-element scores. all questions with your answers, the allocated category and the total question scores. percentage compliant graph.

Use this report to provide a complete audit report.

Answered Questions Only

The Answered Questions Only Report consists of: a title page with some information from the Summary Information screen (Audit Title, Site Owner, Site Occupier, Facility Name, Site Address, and Web Site URL). element title of elements with completed questions with current total element scores. sub-element title of sub-elements with completed questions with current total sub-element scores. all questions with your answers and the allocated category. percentage compliant graph.

Use this report to identify which questions have been completed.

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Unanswered Questions Only

The Unanswered Questions Only Report consists of: a title page with some information from the Summary Information screen (Audit Title, Site Owner, Site Occupier, Facility Name, Site Address, and Web Site URL). element title of elements with questions yet to be completed. all questions yet to be completed with answer options, supplementary questions and answer options where applicable, the allocated category and the potential score for that question. space for your written notes. percentage compliant graph.

Use this report to identify questions yet to be completed.

Protocol Question Report

The Protocol Question Report consists of: a title page with space for information from the Summary Information screen (Audit Title, Site Owner, Site Occupier, Facility Name, Site Address, and Web Site URL). all element titles with total potential element scores. all sub-element titles with total potential sub-element scores. all questions with answer options, supplementary questions and answer options where applicable, the allocated category and the potential score for that question. space for your written notes.

Use this report if you need to print out the questionnaire to complete an audit without your computer (i.e. by hand).

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Percentage Compliant Graph

The Percentage Compliant Graph consists of: percentage compliant graph. date printed.

Use this report to identify your compliance to the audit protocol.

Optional Extras
With each report, you have the option of including: Aid Notes see page 29. Guide Notes see page 30. Auditors Notes selecting this option will include all data entered into the Auditors Notes field for each question see page 30. Recommendations selecting this option will include all data entered into the Recommendations field for each question see page 32. Executive Summary selecting this option will include all data entered into the Executive Summary field see page 25. Conclusion selecting this option will include all data entered into the Conclusions field see page 27.

To exclude any or all of these optional extras, untick the checkbox next to each option.

Compiling a Report
After selecting the Type of Report and Optional Extras you wish to include, click the Print button.

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Environmental Audit Protocol will process your request and present you with a screen similar to the following:

Tree
Toggle Group Tree button To close the left side window, click the Toggle Group Tree button. To view the left side window, click the Toggle Group Tree button again. To expand the table of contents to aid navigation, in the left side window, click the + next to Environmental Audit Protocol and + to expand each element further. Doubleclick a title to display that section in the document window.

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View
View options Change the view percentage using the dropdown menu to select your preferred viewing percentage or the full page or page width options.

Navigation
Navigation options Click |< to display the first page of the compiled report. Click < to display the previous page of the compiled report. Click > to display the next page of the compiled report. Click >| to display the last page of the compiled report. Using your keyboard, enter your required page number in the field and press Enter to display that page of the compiled report.

Printing the Report

Print button Click the Print button to print the compiled report to your default printer. Use the Print Range area of the print dialog box to select specific pages to print if required. Change the Copies number in the print dialog box if you require multiple copies to be printed.

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Exporting the Report

Export button Click the Export button to export the compiled report to the any of the following formats: Acrobat Format (PDF) Microsoft Excel 97-2000 Microsoft Excel 97-2000 (Data only) Microsoft Word Rich Text Format Tab-separated text (not recommended) Text (not recommended)

Clicking Export will display the following:

Click the dropdown list arrow to display the list and select the most applicable option. Each export format has different option dialog boxes. Select applicable options and proceed through the export routine, naming the file and indicating the location to save the exported file. When the export function is complete, you will return to the Reports screen. Open the report in your exported format and make any changes as required.
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LOCKING YOUR AUDIT

To protect the integrity of the data entered into your audit, upon completion it is recommended you Lock the audit. Locking the audit will ensure no changes can be made to the current data. You cannot unlock a locked audit so ensure no further changes are required before locking. Note: locking your audit is optional. To lock your audit, from the top of the Audit Protocol Questionnaire screen, click the navy Lock button. You will be prompted to ensure you wish to lock the audit.

Click Yes to lock and return to the Audit Protocol Questionnaire screen, No to return to the Audit Protocol Questionnaire screen without locking your audit and Help to display this help information. Locked audits can be deleted from the Search for Existing Audit screen see page 42.

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EXISTING AUDITS
Searching
Environmental Audit Protocol provides a number of options to search for an existing audit. To search for and open and existing completed or partially completed audit, click Existing Audits on the Main Menu. The following screen will be displayed:

You can use one or more search options to locate your existing audit. Audit Title: enter the Audit Title text from the Summary Information screen in the Audit Title field and click Search. Audit Leader: enter the Audit Leader text from the Summary Information screen in the Audit Leader field and click Search.

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With the Audit Title and Audit Leader fields, you can enter part of a word and the search function will automatically display audits beginning with those letters (i.e. enter Th would return audits with the titles: Thomson, Thompson, Thomas, etc.) Locked Audits: to search for only locked audits, untick the View Unlocked checkbox. Unlocked Audits: to search for only unlocked audits, untick the View Locked checkbox. Search on End Date: to search for audits with a specific end date (as entered into the Summary Information screen), tick the checkbox next to Search on End Date. To enter the required date, either type your date over the existing date using the numbers on your keyboard or click the dropdown list arrow to display the calendar and select the required date. Click the < and > to scroll to previous or next months. The date will default to the current days date. View All: to view all saved audits, click View All. Clear Search: click Clear Search to begin another search. To close this screen, click the Close button (bottom right corner of the screen).

Sorting Search Results

Environmental Audit Protocol will sort audits alphabetically based on the field you select at the top of the list. These fields are Audit Title, Audit Leader, Status or End Date. The default results display is alphabetically sorted on the Audit Title.

Opening an Existing Audit

To open an existing audit, either doubleclick the title of the required audit or highlight the title of the audit and click the Show button (bottom of the screen). The Audit Protocol Questionnaire screen will be displayed.

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Deleting an Audit
To delete an audit, first locate your existing audit using the techniques above. Then highlight the required audit title and click the Delete button (bottom left corner of the screen). The following warning message will appear:

Click Yes to continue with the deletion, No to cancel.

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LEGISLATION
Included in the Help is a series of legislation matrices (for the Commonwealth and for each state and territory), detailing legislation and its corresponding areas of impact. Click the Legislation title in the left contents list to display the following screen:

Click on the link to open the relevant pdf (you must have Adobe Acrobat Reader installed on your PC).

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Then click the legislation title (within the matrix) to take you directly to the source legislation on the Austlii web site <www.austlii.edu.au>. You must be connected to the internet to view the source legislation on the Austlii web site. Note: where there is an asterisk (*) at the end of the legislation title, there is no link available.

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