ISO 39001ROAD TRAFFIC SAFETY MANAGEMENT SYSTEM (RTS)

When Recognition Matters

WHITEPAPER

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CONTENT____

Introduction

An Overview of ISO 39001:2012

HowtoEnsureRoadTrafficSafety? KeyClausesofISO39001:2012

WhataretheBusinessBenefitsofRoadTrafficSafetyManagement?

WhyisPECBaWorthyChoice?

StepsforObtainingaPECBCertification

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PRINCIPAL AUTHORSEric LACHAPELLE, PECBMustafe BISLIMI, PECB

CONTRIBUTORS:Bardha AJVAZI, PECB

ISO39001//ROADTRAFFICSAFETYMANAGEMENTSYSTEM(RTS)2

INTRODUCTION____

Roadtrafficaccidentsarethelargestcauseofoccupationalfatalityinmostdevelopedcountries.Withouttakingprecaution,roadtrafficaccidentswillcauseseriousinjuriesorresultinlossoflives.Thechallengefororganizationsgoesbeyondprovidinganemergencyresponseplanorhavingestablishedfirstaidprocessesthatwerepreviouslyused.

Organizationsofall sizesand types, regardlesswhetherthey are involved directly or indirectly in a road trafficsystemorsimplygeneratingroadtraffic,shouldengagein a comprehensive, systematic, preventive, protective,preparatory, and mitigation process. It is no longersufficienttosimplydraftaresponseplanthatanticipatesandminimizestheconsequencesofroadtrafficcrashes.Organizationsmusttakeadaptiveandproactivemeasurestoreducetheprobabilityofsuchanevent.

ISO39001isimportantforroadsafetysinceorganizationsmustdeveloproadtrafficsafetyplanstoensuresmoothoperation within their working environment, as theyaimtoimprovethesafetyoftheirdrivers, increaselegalcompliance, reduce injuries and deaths, reduce workabsences,andreducecrash-relatedcosts.

ISO 39001, the world’s first international standard forRoad Traffic Safety Management, has been recentlydeveloped to help organizations improve the safety ofroadusersandminimizetherisksofdisruptions.

ISOhasofficially launched the ISO39001 “RoadTrafficSafety(RTS)ManagementSystem–Requirementswithguidance for use”. This standard crowns earlier partialattemptsofdifferentprogramssuchas “VisionZero”developed inSweden,and theWorldBankGlobalRoadSafetyFacilityRoadSafetyManagementSystemFramework.

ISO39001//ROADTRAFFICSAFETYMANAGEMENTSYSTEM(RTS) 3

• InUSalone,accordingtotheUSDepartmentofLabor,motorvehiclecrashescostemployers$60billionannuallyinmedicalcare,legalexpenses,propertydamage,andlostproductivity.Inadditiontothepotentiallossofhumanlifeorinjury,anaveragecrashcostsanemployer$16,500.Whenaworkerhasanonthejobcrashthatresultsinaninjury,thecosttotheiremployeris$74,000,andifafatalityisinvolved,thiscostcanexceed$500,000.

• AccordingtotheUKDepartmentofTransport,therewere24,870deathsorseriousinjuriesontheroadin2012. Their estimates show that 24% ofseriousinjuries,and30%ofroaddeathswerework-relatedroadtrafficaccidents.

• Work-relatedroadcrashesaccountforalmosthalfofalloccupationalfatalitiesinAustralia.

ANOVERVIEWOFISO39001:2012ISO39001 specifies requirements to plan, establish, implement, operate,monitor, review,maintain andcontinuallyimproveamanagementsystem,topreparefor,respondtoanddealwiththeconsequencesofroadincidentswhentheyoccur.

The requirements laid down in ISO 39001 are generic, flexibleand useful to all types of organizations. Organizations and theirleadership can show their commitment to the Global Decadeof Action for Road Safety (2011-2020) by becoming ISO 39001certified.

In view of the fact that ISO 39001 is one of the most recentlypublishedmanagement systemstandards that fully integrates ahigh level structure (ISO/Guide 83) and comprises common textwithotherstandards,itistotallyalignedwithallothermanagementsystems once the related standards have also adopted the ISOGuide83guidelines.

Howtoensureroadtrafficsafety?Organizations shall consider the followingguidelines included in themain clauses of this InternationalStandardtohelppreventroadtrafficincidents.

KEY CLAUSES OF ISO 39001:2012FollowingthenewstructureoftheISOGuide83,ISO39001isorganizedintothefollowingmainclauses:

Clause4:ContextoftheorganizationClause5:LeadershipClause6:PlanningClause7:SupportClause8:OperationClause9:PerformanceEvaluationClause10:Improvement

Eachofthesekeyactivitiesisoverviewedbelow.

CLAUSE 4: CONTEXT OF THE ORGANIZATION

Externalandinternalissuesthataffecttheorganization’sabilitytoachieveintendedoutcome(s)ofitsRTSmanagementsystemshallbedetermined,whichrelatetothefollowing:

• Theorganizationsroleintheroadtrafficsystem;• Theprocesses,associatedactivitiesandfunctionsoftheorganizationthatcanhaveanimpactonRoad

TrafficSafety;• The needs and expectations of interested parties• RoadTrafficSafetyrelatedlegalandregulatoryrequirementstowhichtheorganizationsubscribes.

CLAUSE 5: LEADERSHIP

Topmanagement is accountable for demonstrating leadership and commitment, establishing a RoadTrafficSafetypolicyandcommunicatingtheassignedrolesandresponsibilitieswithintheorganization.

ISO39001//ROADTRAFFICSAFETYMANAGEMENTSYSTEM(RTS)4

What is Road Traffic Safety Management System?

RTSMSisapartofthemanagementsystem,whichsetstheconditionsandfactorsrelatedtoroadtrafficcrashesandotherroadtrafficincidentsthathaveanimpacton,orhavethepotentialto have an impact on death or seriousinjuryofroadusers.

CLAUSE 6: PLANNING

Themostessentialpartof ISO39001andstageoftheRTSMSistheplanningphasesince itrelatestotheidentificationoftheRTSperformancefactors,definesactionstoaddressrisksandopportunities,andstatesRTSobjectivesforachieving.

DependingonthecontextoftheorganizationtheRTSperformancefactorsneedtobequantifiedwherepossibleandtheyareseparatedintothethreefollowingcategories:

• Risk exposure factors whichincludethedistancetraveled,roadtrafficvolume,andthevolumeofproductorserviceprovidedbytheorganization.

• Finalsafetyoutcomefactorsconsistofaspectssuchasthenumberofdeathsandseriousinjuries.• Intermediatesafetyoutcomefactorsarespecifiedinthefollowingtable:

CLAUSE 7: SUPPORT

ArangeofmanagementfunctionsarerequiredinordertoeffectivelyimplementandsustainasuccessfulRoadTrafficSafetyManagementSystem,including:

>> Coordination: Coordination between interested parties and employees is important for achieving theestablishedRTSobjectivesandRTStargets.

>> Resources: Relevantresourcesandanallocationframeworkshallbeestablished,implementedandmaintainedtoensurecontinualimprovementoftheRTSMSanditsobjectivesandtargets.

>> Competence:Determiningandacquiringthenecessarycompetenceofpersonsworkingintheorganizationbasedontheireducation,trainingandexperience,andretainingappropriatedocumentedinformationasevidenceofcompetence,areimportantstepsforthecontinualimprovementoftheRTSMS.

>> Awareness: Employeesoftheorganization,whohavetodowiththeRTS,shallbeawareoftheRTSpolicy,theircontributiontotheeffectivenessoftheRTSmanagementsystem,theimplicationsofnon-conformitieswiththerequirementsofISO39001andtheinformationandlessonslearnedfromroadtrafficincidents.

>> Communication: Internal and external communication includingwork groupmeetings, newsletters, anddiscussionsofadvantagesanddisadvantagesofoptionsforcontrollingspecifichazardsorpreventingunsafebehaviorshallbedetermined.

>> Documented information: Theorganizationshallcreate,updateandcontroldocumentedinformationrequiredbytheISO39001InternationalStandardandthosedeterminedbytheorganization,asbeingnecessaryfortheeffectivenessoftheRTSmanagementsystem.

ISO39001//ROADTRAFFICSAFETYMANAGEMENTSYSTEM(RTS) 5

1. Road design and safe speed especially considering separation, side areas and intersection design;2. Use of appropriate roads, depending on vehicle type, user, type of cargo and equipment;3. Use of personal safety equipment, especially seat belts, child restraints, helmets for bikers and

motorcyclists, and the means to see and be seen;4. Using safe driving speed, also considering vehicle type, traffic and weather conditions;5. Fitness of drivers, especially considering fatigue, distraction, alcohol and drugs;6. Safe journey planning (the need, amount, mode, route, of travel and the choice of vehicle and driver);7. Safety of vehicles, especially occupant protection, protection of other road users, crash avoidance

and mitigation, roadworthiness, vehicle load capacity and securing of loads;8. Appropriate authorization to drive/ride the class of vehicles being driven/ridden;9. Removal of unfit vehicles and drivers/riders from the road network;10. Post-crash response and first aid, emergency preparedness and post-crash recovery and rehabilitation.

Clause 8: Operation

Theplanningandcontroloftheorganization’soperationsandprocessesshallbedeterminedandimplementedtoaddresstheRTSperformance,objectivesandtargets.Theorganizationshallalsoprepareandrespondtoactualdeathandseriousinjuriescausedbytrafficincidents,basedonitsemergencyprocedures.

CLAUSE 9: PERFORMANCE EVALUATION

AftertheimplementationoftheRTSMS,ISO39001requirespermanentmonitoringofthesystemaswellasperiodicreviewstoimproveitsoperationsby:

• Monitoring,measuring,analyzingandevaluatingtheRTSMS• Investigatingroadtrafficincidents,and• Conductinginternalauditsandmanagementreviews.

CLAUSE 10: IMPROVEMENT

Anorganizationisrequiredtopracticeproceduresforidentifyingnonconformitiesandtakingcorrectiveandpreventiveactions. Thesenonconformitiesshallthenbereacteduponanddealtwithbytakingrelevantactionstoeliminatetheircauses,thusassuringcontinualimprovementoftheRTSMS.

WHAT ARE THE BENEFITS OF ROAD TRAFFIC SAFETY MANAGEMENT?Aswithallthemajorundertakingswithinanorganization,itisessentialtogainthebackingandsponsorshipoftheexecutivemanagement.Byfar,thebestwaytoachievethisistoillustratethepositivegainsofhavinganeffectivequalitymanagementprocessinplace,ratherthanhighlightthenegativeaspectsofthecontrary.Todayaneffectivequalitymanagementsystem isnotaboutbeing forced into takingaction toaddressexternalpressures,butitsimportancereliesonrecognizingthepositivevalueofqualitymanagementwhengoodpracticeisembeddedthroughoutyourorganization.

Predictable and effective

response to road

Protection ofpeople

Maintenance of vitalactivities of the

organization

Betterunderstandingoftheorganization

Cost reduction Respect of the interested parties

Protection of the reputationand brand

Confidence ofclients

Competitiveadvantage

Legalcompliance

Regulatorycompliance

Contractcompliance

The adoption of an effective road traffic safety management process within an organization will have benefits in a number of areas, examples of which include:

1. Reducedeathandseriousinjury;2. Increaseconfidenceintheorganizationfrominterestedparties;3. Conformity;4. Theimplicationsforhealth&safetylegislationanddutiesofcarecanbecorrectlyconsidered;5. Avoidanceofliabilityactions;6. Costreduction;and7. Increasetimelydeliveryofproductsandservices.

ISO39001//ROADTRAFFICSAFETYMANAGEMENTSYSTEM(RTS)6

WHYISPECBAWORTHYCHOICE?Implementation of a RTSMS with IMS2 methodology

ConsideringthewelldocumentedbenefitsofimplementingaRoadTrafficSafetymanagementsystembasedonISO39001,makestheproposaleasiertodecideon.

Mostcompaniesnowrealizethatitisnotsufficienttoimplementageneric,“onesizefitsall”roadsafetyplan.Foraneffectiveresponse,withrespecttomaintainingtheroadtrafficsafetymanagementsystem,suchaplanmustbecustomizedtofittoacompany.Amoredifficulttaskisthecompilationofanimplementationplanthatbalancestherequirementsofthestandard,thebusinessneedsandthecertificationdeadline.

ThereisnosingleblueprintforimplementingISO39001thatwillworkforeverycompany,buttherearesomecommon steps thatwill allow you to balance the frequent conflicting requirements and prepare you for asuccessfulcertificationaudit.

PECBhasdevelopedamethodology(pleaseseeexamplebelow)forimplementingamanagementsystem;the“IntegratedImplementationMethodologyforManagementSystemsandStandards(IMS2)”,anditisbasedonapplicablebestpractices.ThismethodologyisbasedontheguidelinesofISOstandardsandalsomeetstherequirementsofISO39001.

1.1 Initiating the RTSMS

1.2 Understanding the organization

1.3 Analyze the Existing System

1.4 Leadership and Project Approval

1.5 Scope

1.6 Safety Policy

1.7 Risk Assessment

1.8 RTS Performance Factors

2.1 Organizational Structure

2.2 Document Management

2.3 Design of Controls and Procedures

2.4 Communication

2.5 Training, Awareness & Competence

2.6 Incident Management

3.1 Monitoring, Measurement, Analysis and Evaluation

3.2 Internal Audit

3.3 Management Review

4.1 Treatment of Non-conformities

4.2 Continual Improvement

1. Plan 2. Do 3. Check 4. Act

2.7 Operations Management

IMS2isbasedonthePDCAcycledividedintofourphases:Plan,Do,CheckandAct.Eachphasehasbetween2and8stepsforatotalof18steps.Inturn,thesestepsaredividedinto101activitiesandtasks.This‘PracticalGuide’considersthekeyphasesinyourimplementationprojectfromstarttofinishandsuggeststheappropriate‘bestpractice’foreachone,whiledirectingyourtofurtherhelpfulresourcesasyouembarkonyourISO39001journey.

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The sequence of steps can be changed (inversion, merge). For example, the implementation of themanagement procedure for documented information can be done before the understanding of theorganization.Manyprocessesareiterativebecauseoftheneedforprogressivedevelopmentthroughouttheimplementationproject;forexample,communicationandtraining.

Byfollowingastructuredandeffectivemethodology,anorganizationcanbesure itcoversallminimumrequirements for the implementation of a management system. Whatever methodology used, theorganizationmustadaptittoitsparticularcontext(requirements,sizeoftheorganization,scope,objectives,etc...)andnotapplyitlikeacookbook.

StepsforobtainingaPECBCertificationToensurethatorganizationsorindividualsachieveplannedanddesiredRTSMSresults,thefollowingstepswillserveasguidanceonhowtobecomePECBCertifiedonISO39001–RoadTrafficSafety

For Organizations: For individuals:

1.Implementthemanagementsystem 1.Participateinthetrainingcourse

2.Performinternalauditandreviews 2.Registerforthecertificationexam

3.Selectpreferredcertificationbody 3.Sitforthecertificationexam

4.Performapre-assessmentaudit(optional) 4.Applyforthecertificationschemeuponsuccessfulcompletion

5.Performthestage1audit 5.Obtaincertification

6.Performthestage2audit(on-site)

7.Performafollow-upaudit(optional)

8.Registerthecertification

9.Assurecontinualimprovementbyconductingsurveillanceaudits

ForfurtherdetailsrelatingthetypesoftrainingsandcertificationsthatPECBoffers,pleasevisitourwebsite:www.pecb.com

RTSMS Projects

Plan

Do

Check

Act

4 Phases

21 Steps

101 Activities

Undefined tasks

ISO39001//ROADTRAFFICSAFETYMANAGEMENTSYSTEM(RTS)8

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