3.1 General Requirements:
Microsoft defines inspections and assessments as the process to verify compliance and conformance with health and safety requirements at Microsoft workplaces to ensure a safe and healthy work environment. These workplace inspections and assessments are an important part of a proactive Health and Safety culture.
The scope and frequency of workplace inspections and assessments depend on the nature and risk level of the work, the materials, substances, and equipment involved, procedures, applicable standards and legal requirements, and the changes or new information that may affect health and safety.
Workplace inspections and assessments can be carried out by the OHS/EHS team, safety committees, the Real Estate and Facilities (RE&F) team, business groups, managers, or specific external staff, and they should be planned, coordinated, performed, and documented in accordance with the guidelines of this program.
The level of risk determines the frequency to conduct inspections and assessments, as specified in Table 1. Some locations or business groups may also have additional inspection types as needed.
Table 1. Inspections and Assessments Minimum Frequency
| Type | Description | Risk Level | Minimum Frequency | Suggested Team Participants |
| Safety walk | General workplace inspections to cover all basic aspects of health and safety.
| High Medium Low | Monthly Quarterly Semiannual | RE&F, OHS/EHS manager, business representative |
| Workplace inspection | Systematic inspections to cover all aspects and conditions of health and safety. | High Medium Low | Semi-annually Annually Every other year | RE&F, OHS/EHS manager, business representative |
| Operation specific inspection | Inspections of specific task, processes, equipment, or areas of the workplace to verify and validate occupational health and safety requirements are met. | To be defined in your local risk evaluation. | As required by law or the manufacturer's manual (e.g., laser cutter – monthly) | RE&F, OHS/EHS manager, business representative |
| Assessment | Strategic review of procedures and programs like maintenance, risk/exposure assessment, training requirements, etc. | High Medium/Low | Every year Every 3 years | OHS/EHS manager, business representative, external provider |
NOTES:
- If high-risk workplaces have findings they may need to follow as frequently as monthly or more.
- Where local legislation requires a higher frequency of inspections, the more stringent requirement shall apply.
- If there are safety events or situations, an immediate inspection may be warranted.
- Please note that this table displays the minimum frequency of inspections or assessments. However, each country may choose to conduct more frequent inspections or assessments based on the level of risk involved.
- Responsibility for conducting inspections will vary by country; see Roles and Responsibilities section of this document.
Risk level description
Risk levels for a workplace safety inspection or assessment are the levels of potential exposure to hazards in different work environments and activities. Some of the factors that may influence the risk level are:
- The type and severity of hazards, such as physical, biological, chemical, and ergonomic.
- The likelihood and consequences of exposure to hazards, such as injuries, illnesses, or fatalities.
- The nature and complexity of the work activity, such as the use of machinery, tools, vehicles, or personal protective equipment.
- Work environmental factors, such as the layout, lighting, ventilation, or temperature.
- The number and characteristics of the workers, such as skills, training, supervision, or shift schedules.
Microsoft has defined the level of risk for the following areas based on the factors mentioned above; however, the level of risk may vary considering local risk analysis, therefore the following table (Table 2) is only a guideline.
Table 2. Examples Areas According to Risk Level
| Risk Level | Examples Areas |
| High | Specific tasks/areas within manufacturing, laboratories, datacenters, secured workspaces, and other areas that routinely use hazardous equipment, machines, chemicals, or processes that may cause serious harm to employees.
Storage areas for gas/liquids and other hazardous/dangerous chemicals or waste products.
|
| Medium |
Specific tasks/areas within manufacturing, laboratories, datacenters, secured workspaces, and other areas that DO NOT routinely use hazardous equipment, machines, chemicals, or processes that may cause serious harm to employees.
Facility managed spaces such as common areas, cafes, hallways, kitchens, outdoor areas, walkways, parking areas.
Cable rooms
Sheds
Server Labs
Meeting rooms with capacity greater than 20
|
| Low | Software lab
Offices and or office workstations
Focus, meeting, and conference rooms with capacity less than 20
|
3.2 Plan for a workplace inspection or assessment:
Before conducting a workplace inspection and/or assessment, create a schedule considering the following:
- How frequently the activity will be conducted according to Microsoft requirements (Table 1) and/or local legal requirements, when applicable.
- On which date the inspection will occur.
- Who will participate in the inspection process. It is recommended to establish a team for this purpose.
- Where and what to inspect based on the inspection checklists available in Enablon and/or local legal requirements, when applicable.
- Ensure the inspection checklist is available in Enablon. If an inspection checklist is not available in Enablon, contact Global OHS to determine if an inspection checklist is needed for your specific inspection.
- Communicate the inspection schedule to all stakeholders involved in the inspection, informing them of the purpose, expectations, and their involvement in the inspection process.
- Gather any pertinent information, such as equipment inventory, chemical inventory, maps, records from previous inspections, etc.
- Determine whether there are any safety protocols, security protocols, or PPE requirements needed to enter the work area and ensure all members of the team are compliant.
- Verify if photography is allowed in the work area.
3.3 Perform an inspection or assessment:
While performing an inspection, the inspection team must:
- Observe all areas and equipment closely, looking for workplace hazards and unsafe conditions.
- Use the inspection checklists set up in Enablon. Exceptions or deviations must be approved prior to performing an inspection and approved by OHS/EHS Regional manager.
- Ensure that all areas and activities are covered so all possible hazards are identified.
- Notify any immediate hazard so it can be corrected as soon as possible.
- Take pictures and videos of the unsafe conditions, if necessary and if allowed.
- Remain objective and respectful. Try to minimize disruption to the work and avoid interrupting workers whenever possible.
While performing an assessment, the assessment team must:
- Review the plans and programs related to workplace safety to ensure they comply with applicable legal requirements and Microsoft standards.
- Ensure all the records that show compliance with the safety programs are available.
- Verify employees are aware of their roles in various programs. The team may choose to interview a few employees to accomplish this.
3.4 Record data:
Inspections and assessments must be recorded in Enablon. While completing the inspection, data should be entered directly into Enablon, unless it is not possible to record in Enablon while performing the inspection. Conducting inspections outside Enablon and then later entering the data should be avoided. Include any observations or findings associated with the inspection or assessment. For each inspection or assessment, include the location, description, severity, and cause of each hazard, as well as the suggested action and priority level.
IMPORTANT: when an inspection or an assessment is performed by qualified and trained inspectors, as established by manufacturers and/or legal requirements, findings must be recorded in Enablon.
3.5 Action Plan:
An Action Plan must be generated in Enablon for any identified nonconformances if they cannot be corrected in real time. The Action Plan must address the root cause(s), and clearly identify the actions that will be taken to prevent the same nonconformance from occurring in the future.
The Action Plan must be assigned to an individual with the appropriate authority and area of responsibility to adequately address the nonconformance.
A feasible yet reasonable closure date must be assigned to the Action Plan and assigned to a trained and qualified individual.
The Action Plan should be developed within Enablon; the person responsible for creating the Action Plan must have access. Developing the Action Plan outside Enablon and then later entering the data should be avoided.
Note: when the Action Plan is regarding emergency preparedness (e.g., exit routes, fire extinguishers, etc.), coordinate with local Real Estate and Facilities personnel to ensure proper delegation of the action.
3.6 Follow-up:
Regular follow-up meetings should be scheduled to ensure that Actions Plans are being implemented appropriately and in a timely manner.
When the proposed deadline for an action has passed, work with the team responsible to determine the reason for the delay, how to solve the issue, if additional support is necessary, and to set a new due date accordingly. If the new due date passes, consider escalation to manager of person responsible for action.
Once the Action Plan has been implemented, close it in Enablon by entering the following information:
- Whether the finding was resolved.
- Whether it was resolved on time.
- How it was resolved.
- Attached files as additional support for completion (highly recommended).
IMPORTANT: if a finding persists, the root cause has not been properly eliminated, so further analysis is necessary to determine new preventive and/or corrective actions.
