User’s Guide to Virtual or Remote (Online) Engineering & Sustainability Audits

The onset of Covid-19 and associated travel restrictions have hampered the capability of carrying out physical on-site audits.

ISO 19011:2018 allows for conducting virtual audits through interactive mediums (explained later).

Also, as per ISO standard, surveillance systems such as CCTV systems, digital cloud based data management systems can also be used as an evidence for such virtual audits.

The auditee and audit team should ensure appropriate technology requirements for virtual audits and include;

1. Ensuring use of agreed remote access protocols, including requested devices, software.
2. Conducting technical checks ahead of the audit to resolve technical issues
3. Technical skills to use the electronic devices/ equipment
4. Using floor plans/diagrams of remote locations for reference

As of now, basis the experience and literature review, following technologies exists for conducting virtual audits;

Method — 1

a. Hardware — Mobile phone/ CCTV

b. Software — WhatsApp/ MS Teams/ Zoom

Methodology — A video call is done through WhatsApp/ MS Teams/ Zoom for conducting site rounds. Site guide holds the mobile in his hand and a site-walkthrough is performed. Screenshots/ video recording is taken for objective evidences. Later on, either screen sharing or photo sharing is done for documentation review. Also, CCTV footage is obtained as per requirement.

Common issues with Method-1

1. Due to hot & humid conditions, the hands get wet and site guide might not be able to hold mobile phones.
2. Since guides hold mobile phone upright for long time, their hands get tired which necessitates frequent breaks for rest, thus increasing the audit man-hours.
3. Safety issue- site guide has to hold mobile phone in one hand and move back-forth while keeping eyes/ ears on the video call app while moving across shop floor. Can result in slip/ trip while walking or climbing stairs.
4. Mobile phone get very hot due to continuous video call over MS Teams/ Zoom and thus, becomes uncomfortable to hold and requires frequent charging.
5. In high noise machine shop floor areas, guides cannot hear what is being said by the auditor on other end (during site walkthrough video call) despite using headphones. (Noise cancelling headphone might help, but not tested)
6. Some mobile phones do not have OIS (Optical image stabilization) and hence, video calls are very shaky.
7. Video call does not recorded on the mobile phones, when internet connection gets broken/ lost.
8. This method cannot be used in hazardous areas e.g., Bulk petroleum storage tank yards, refineries, solvent processing units etc., since mobiles are not flameproof.

Method — 2

a. Hardware — Smart glasses e.g., Real Wear HMT-1, Vuzix M400 etc.

b. Software — Proprietary apps installed in smart glasses (Most of such smart glasses use MS Teams and Zoom APK optimized for the hardware)

Methodology — Smart glass is mounted on the site guide like an eye wear, hence the technical jargon — Wearable device. A video call is done through the proprietary app & recording is done.

While Method-2 solves most of the problems associated with Method-1, some issues do exist.

Common issues with Method-2

1. Not able to understand what interviewee is saying when interviewed, since guide is wearing the device. Cannot exchange or share the smart glasses under Covid-19 circumstances.
2. Very costly compared to Method-1. Proprietary software apps comes bundled with hardware (smart glass) with initial cost — about 1,20,000 Rs/- and re-occurring (yearly app subscription) — about 1,00,000 Rs/-

Common issues with both Method-1 and Method-2

1. Poor telecom network coverage leading to — hanging, blurry videos and images.
2. Due to mask usage, the voice of guide and interviewee gets muffled. People have to repeat many times, what they are saying.
3. Malpractices — People switch off the video call camera for some time (not sure if interviewee is influenced).
4. Voice lag due to technical issues.
5. Huge echo due to multiple connections/devices nearby.

So what is the most cost optimal and effective way?

Consider using adjustable chest belts for virtual audits

Such belts are useful, costs only about 900 Rs/- and eliminates some of the issues discussed under Method-1 such as Pt. 1,2,3 & 4. Portable battery banks can be easily connected while using such belts.

Pilot studies indicate considerable improvement in ease of operations by using such chest belts, both from the perspective of site guide as well as the audit team.

It is to be noted that the backbone of such virtual audits is still the network/ telecom coverage for good quality video call (to enable site walkthrough & exchange of required information).

This belt also allows for sharing reference drawings/ circuit wiring diagrams (MS Teams video call — screen sharing feature) on mobile screen which enable remote assistance option while keeping operators/ site guide’s hands free.

To buy these adjustable chest belts, refer;

1. https://www.amazon.in/Action-Pro-Adjustable-Conversion-Compatible/dp/B091CTX5F1/ref=sr_1_4?adgrpid=62698621801&dchild=1&ext_vrnc=hi&gclid=EAIaIQobChMI-6fi4LmJ8AIVQQwrCh3yLwmUEAAYASAAEgK-PfD_BwE&hvadid=398133698834&hvdev=c&hvlocphy=1007828&hvnetw=g&hvqmt=e&hvrand=1241874527688780472&hvtargid=kwd-883842644061&hydadcr=24537_1971391&keywords=chest+mount+mobile+holder&qid=1618805864&sr=8-4
2. https://www.flipkart.com/action-pro-flat-surface-placement-camera-mount/p/itmf4a259be4c060?pid=CMTG25MW5SZSWMJH

Other literature references for this article;

1. ISO 19011:2018 — https://www.iso.org/standard/70017.html
2. https://committee.iso.org/files/live/sites/tc176/files/documents/ISO%209001%20Auditing%20Practices%20Group%20docs/Auditing%20General/APG-Remote_Audits.pdf
3. https://www.tuv.com/landingpage/en/remote-services/systems/overview.html
4. https://www.pda.org/pda-letter-portal/home/full-article/virtual-audits-in-the-time-of-covid-19-for-the-auditor-and-the-host