OPITO DESKTOP AUDIT APPROVAL - GUIDANCE MATRIX
TO BE SUBMITTED WITH APPLICATION FORM
The purpose of this document is to enable the applicant to map their evidence of compliance against the OPITO approval requirements. 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.
For multiple applications in a single desktop submission, evidence of compliance for section 1 (Management Systems) only needs to be submitted
once.
Note: All material submitted by the Applicant as evidence of compliance against the OPITO approval requirements must be in English. Upon closeout of the OPITO Desktop Audit, the Applicant must also ensure that the course delivery will be in English (without the use of an interpreter or
translator) during the site audit.
Reference to sections indicating a formally documented procedure: is defined as being a written description of a
prescribed course of action or process.
To Be Completed By Applicant
Applicant:
Contact Point:
Scope of Application (Title of OPITO Standard):
Applicant currently holds OPITO Approval for the delivery of the following OPITO Standards: (complete if applicable)
Title(s) …………………………………………………………………………………………………………………………………………
……………………………………………………………………………………………………………………………………………………
For Office Use Only
Date Received by OPITO:
FORMOPITO004.01A
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OPITO DESKTOP AUDIT APPROVAL - GUIDANCE MATRIX
A Procedure must be submitted for the items identified in bold text
OPITO Requirement
Explanation of evidence required
Reference where Evidence Of
Compliance can be found in submission
1.Management Systems
Management Systems are required to include the following:
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 which delegates
can expect from the OPITO approved centre.*
1.3 Organisation chart, roles and responsibilities
and authority for the management and delivery
of the OPITO approved standard.
FORMOPITO004.01A
This document should reflect the
organisation’s overall philosophy towards
complying with OPITO’s training and
assessment requirements. It should be
explicit to OPITO approval and be signed
by senior management.
This statement should be brought to the
attention of delegates by inclusion in
course materials and/or being displayed in
training areas.
A pro forma statement is available from
the documents library at www.OPITO.com
The organisation chart must show roles
and responsibilities as well as reporting
authority for the management and delivery
of the OPITO approved standard (training
provider management and staff) and
indicate the roles and responsibilities of
any third parties related to the delivery of
the OPITO standard e.g. facilities and
equipment.
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OPITO Requirement
Explanation of evidence required
Reference where Evidence Of
Compliance can be found in submission
Formally documented procedures are required which:
1.4 Ensure frequent internal audits are
conducted by appropriately trained
personnel with no conflicting interest in
the area(s) being audited (i.e. auditors
should not audit their own work) of all
system activities and procedures relative
to the OPITO standard and Approval
Criteria.*
1.5 Ensure regular review by Senior
Management of the organisation’s
delivery of OPITO courses and OPITO
approval requirements. *
1.6 Support delegate complaints.*
1.7 Control the maintenance, updating and
back-up of databases (IT and/or
manual).*
FORMOPITO004.01A
This documented procedure should be
specific to auditing of OPITO approval
requirements. All the criteria of
management systems, staff and physical
resources must be subject to internal
audit. This is in addition to actual delivery
of training and/or assessment standards
which also need to be audited. Evidence
should include an indicative audit plan.
This documented procedure should show
the process for Management review of the
delivery of OPITO training via
internal/external audit findings,
customer/delegate feedback, assessment
results, accident statistics, complaints,
appeals etc. Evidence should include
management review meeting agenda and
minutes of previous meetings.
A documented procedure which shows all
steps in dealing with delegate complaints,
the person(s) responsible, how delegates
are made aware of the procedure, what
records are kept etc.
This may be a single documented
procedure which identifies relevant
databases or controls may be included in
other procedures e.g. maintenance,
administration etc.
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OPITO Requirement
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 OPITO Standard.*
1.10 Ensure effective liaison and
communication between all sites where
training and/or assessment is
conducted.*
1.11 Ensure that OPITO administrative
requirements are fulfilled.*
These are required to include the following:
1.11.1 Delegate registration and forwarding of
delegate registration details to OPITO on a
weekly basis
1.11.2 Verification of delegate pre-requisites
(where required)
Explanation of evidence required
Reference where Evidence Of
Compliance can be found in submission
The documented procedure requires to
indicate how is this undertaken, how and
where the records are stored, who is
responsible for maintaining the records,
what security provisions are in place, etc.
This information may be included in the
general assessment procedure(s).
A documented procedure which shows
that a system is in place for planned and
unplanned maintenance of facilities and
equipment.
A documented procedure which applies
only to centres having remote sites where
training is conducted e.g. TEMPSC /
fireground areas etc. Procedures are
required to demonstrate that systems
accommodate these. E.g. administration,
maintenance, document control
procedures etc.
A formally documented procedure which
shows the administration process from
booking through to certification is
required.
Note for 1.11.1: OPITO will assist in
putting an electronic registration system in
place once approval has been granted.
1.11.3 Dispensation for expired certificates
FORMOPITO004.01A
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OPITO Requirement
Explanation of evidence required
Reference where Evidence Of
Compliance can be found in submission
1.11.4 Certificate issue
1.11.5 Ensure verification of delegate identity by
means of government issued photographic
identification e.g. Passport, Driving Licence, etc.
1.12 Facilitate the identification of resources
required by candidates with individual
training and assessment requirements
and ensure availability.*
1.13 Ensure all training is conducted safely and
delegate well-being is maintained at all
times.
A documented procedure is required.
Examples of individual training and
assessment requirements include:
- English not first language
- Literacy
- Religious considerations
- Disability
Evidence of delegate’s safety may be
provided from a variety of documented
procedures, but must include as a
minimum:
- Safety Procedures
- Emergency Procedures
- JSA/Risk Assessments
- Medical Screening Procedures
- Accident Reporting and
investigation procedure
Photographic evidence of delegate’s wellbeing must include as a minimum:
- Changing rooms, toilets, showers,
washing facilities and canteen
appropriate to training provided
and the number of delegates
FORMOPITO004.01A
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OPITO Requirement
Explanation of evidence required
Reference where Evidence Of
Compliance can be found in submission
2.Physical Resources
2.1 Resource needs are identified in relation to the
specific OPITO Standard and are available.
For all Facilities and Equipment where
training is conducted, the resource needs
are identified as per relevant sections of
the OPITO Standard.
Evidence of compliance with this criterion
should be in the form of an accurate
inventory of all facilities, equipment and
personal protective equipment to be used
for the delivery of the OPITO Standard.
The actual numbers/quantities available
require to be listed. All items listed in
inventory must be supported by
photographic evidence. Details of any & all
media and reference documentation used
during the delivery of the course should
also be included.
2.2 There are sufficient maintenance activities to
ensure that all training equipment and facilities
are safe and fit for purpose. To include:
Evidence may be procured via:
- Equipment/facilities checklists
- Equipment maintenance plans/
schedules
- Contingency
plans
are
also
required in the event of equipment
breakdown/failure
- Load test certificates
2.2.1 A current and accurate inventory of all
facilities and equipment used for the delivery
of OPITO approved training and/or
assessment. (as per 2.1 above)
2.2.2 Facility and equipment maintenance
plans/contingency plans (computer or paperbased).
FORMOPITO004.01A
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2.2.3 Third party certification of facilities and
equipment where appropriate (e.g. for lifting
equipment etc).
2.2.4 Accurate recording of maintenance
activities conducted on facilities and
equipment used in the delivery of OPITO
approved training and/or assessment.
FORMOPITO004.01A
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OPITO Requirement
Explanation of evidence required
Reference where Evidence Of
Compliance can be found in submission
3.Staff Resources
3.1 There are sufficient staff with the appropriate
qualifications and experience as defined within
the OPITO Standard.
The relevant section of the OPITO
Standard clearly indicates the required
skills, experience and qualifications for
training delivery and competency
assessment. Evidence to be sufficient,
valid and must include; CVs/Résumés,
copies of certificates, staff training and
competency records to cover the staff
roles. A Competence Matrix for all staff
involved in the delivery of the standard.
Note: In situations where an OPITO
standard requires staff to hold an OPITO
certificate as evidence of competence,
and this initially cannot be achieved;
training providers could be approved to
deliver the standard provided the relevant
staff meet the evidence indicated in this
section 3.1.
Thereafter the relevant staff must
achieve certification within a 12 month
period.
3.2 There are formal job descriptions/specifications
for all job roles involved in the delivery and
support of the OPITO Standard.
FORMOPITO004.01A
Job descriptions for all job roles specific
to the delivery and support of OPITO
Standards. To include instructors,
assessors, support staff, administrative
staff, maintenance staff, etc.
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OPITO Requirement
3.3 There are sufficient assessors and internal
verifiers with the appropriate training and
competencies to ensure quality and objective
assessments.
Explanation of evidence required
Reference where Evidence Of
Compliance can be found in submission
As for 3.1
Formally documented procedures are required which:
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.*
This procedure relates to all staff
involved in the training and/or
assessment of OPITO Standards i.e. fulltime, part-time, sub-contracted, etc.
3.5 Ensure that regular confirmation of staff
competency is undertaken.*
This may be a “stand alone” procedure
or be part of the training & development
process/procedure. To include
instructors, support staff, maintenance
staff etc.
4.Training & Assessment
4.1 Information, advice and guidance on training and
assessment is provided to potential delegates,
delegates and their representatives.
4.2 Delegates are informed of OPITO’s role within
the oil & gas industry and contact points within
OPITO.
FORMOPITO004.01A
This process would normally be included
in administrative procedures. Additional
documentation may include:
- Course Joining Instructions
- Course Information sent to
delegates/delegates’
representatives
- Sample of completion certificate
This may be achieved by a prominently
displayed notice and/or inclusion in
training materials.
This is available from the OPITO website
documents library at www.OPITO.com
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OPITO Requirement
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:
4.3.1 Assessment checklists including assessment
methods, clearly referenced against the relevant
OPITO Standard.
4.3.2 Detailed lesson/exercise plans, clearly
referenced against the relevant OPITO Standard
(including delivery methods
(explanation/demonstration/practice),
instructor/delegate ratios, resources to be used,
time allocation, location of training, staff roles
etc).
Explanation of evidence required
Reference where Evidence Of
Compliance can be found in submission
Assessment checklists referenced against
the learning outcomes contained within
the standard.
Lesson plans (theory and practical)
referenced against the training
programme and learning outcomes
contained within the standard, plans need
to be sufficiently detailed to ensure that
training is consistently delivered.
The Theoretical lesson plan sets out what
information is going to be delivered and
the sequence of delivery to enable a
competent instructor to deliver the lesson
plan consistently and must cover all the
elements of the OPITO Standard, as a
minimum. The theoretical lesson plan
should also contain facility and equipment
required.
The Practical Exercise Plan should
contain:
 A description of the scenario and staff
roles, with supporting drawings/plans
so it is clear what the delegates will be
expected to practice and demonstrate.
 A list of PPE required by the delegates
 Planned timing of exercises
 Facilities, equipment & props to be
used
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OPITO Requirement
4.4 A Timetable/Programme to cover course delivery
and enable sufficient time for effective
administration of the programme in line with the
OPITO Standard.
Explanation of evidence required
Reference where Evidence Of
Compliance can be found in submission
 Safety points to be covered in tool box
talk
 References which may include, e.g.
supporting Instructor guidance,
relevant operational procedures, JSAs,
lift plans in the case of Rigger Training
Examples of documentation which should
reflect the optimum time allocations set
out in the OPITO Standards may include:
- Course Programme Timetable
- Administration and break times
Formally documented procedures are required which:
4.5 Ensure candidate assessment is conducted
in alignment with OPITO Standard
requirements.*
4.6 Support candidate appeals against
assessment decisions relating to treatment
within the assessment process.*
4.7 Ensure consistency, quality and objectivity
of assessments*
FORMOPITO004.01A
A documented procedure which outlines
all steps of the candidate assessment
process, to include addressing the needs
of delegates who are deemed not yet
competent. This may be combined with
the appeals procedure (4.6).
A documented procedure which outlines
the process involved in a candidate
appealing against an assessment
decision. This is a separate issue from a
delegate who wishes to complain about
service etc.
A documented procedure which outlines
all steps required for quality assurance of
the assessment process. This may
include:
- Meetings with Assessors where
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OPITO Requirement
Explanation of evidence required
-
-
FORMOPITO004.01A
Reference where Evidence Of
Compliance can be found in submission
support and advice to assessors
is provided
Sampling of assessment evidence
to verify assessor’s decisions and
assessment
Record keeping
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