Property Services Health, Safety and Wellbeing …mams.rmit.edu.au/ylywaibzfcpw.pdf · 4.8 Facilities Design, ... (KPI’s) 26 7.4 Performance ... PROPERTY SERVICES Health, Safety,

This is a Property Services internal document and is only applicable to the internal operations of the RMIT Property Services Group.

PROPERTY SERVICES Health, Safety, and Wellbeing Plan

Property Services

Status: FINAL Version: 1.1

Date: 24/05/2017 DocRef: PS/OP/RC/2042

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Property Services

Health, Safety and Wellbeing Management Plan


PROPERTY SERVICES Health, Safety, and Wellbeing Management Plan

Property Services



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Index Section Title Page 1 Introduction 3 1.1 Intent 3 1.2 Objectives 3 1.3 Scope 3 1.4 Plan Development 4 1.5 Relationship with Other Documents 4 1.6 Document Hierarchy 5 2 Commitment, Planning & Administration 5 2.1 RMIT HSW Policy 5 2.2 Policy Intent 5 2.3 Policy objectives 6 2.4 RMIT Strategy 6 2.5 HSW Objectives 6 2.6 Safety Goals 7 2.7 Legislative Framework 7 2.8 Legislation Register 8 2.9 Legislative Obligations 8 2.10 Primary Duty of Care - Occupational Health and Safety Act 2004 -

Victoria 8

2.11 Documentation and Record Keeping 8 2.12 Responsibility 8 2.13 Documents and Records Kept 9 3 People 9 3.1 Leadership 9 3.2 Organisation and resources 10

3.2.1 Organisation Chart 11 3.3 Roles and Responsibilities 11

3.3.1 The Executive Director PS (EDPS) 11 3.3.2 The PS Associate Directors and Deputy Directors 11 3.3.3 PS Senior Managers 12 3.3.4 Senior Project Officers (SPO) and Senior Facility Coordinators(SFC) 12 3.3.5 The Senior HSSE Advisor 12 3.3.6 The Senior Manager Security Operations and Manager Security

Operations 13

3.3.7 PS Personnel 13 3.3.8 Contractor Managers 14

3.4 Competence and Training 14 3.5 Employee Selection 14 3.6 HSW Skills and Training Matrix 14 3.7 Role Based HSW Training and Competency 14 3.8 Management HSW Training 15 3.9 Staff Induction 15 3.10 Contractor Induction 15 3.11 Contractor Competencies 15 3.12 Induction Records 16 3.13 Communication 16



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3.14 Meetings 16 3.15 Safety Alerts 17 3.16 Contractor Pre Start meetings and Toolbox Talks 17 3.17 Health and Safety Representatives (HSR) and Committees 17 4 Managing Hazards and Risk 18 4.1 Overview 18 4.2 Risk Assessment and Management 18 4.3 Hierarchy of Control 19

4.3.1 Hierarchy of Control Diagram 19 4.4 Safety in Design, Hazard Identification (HAZID) and Hazard and

Operability Studies HAZOP 19

4.5 Safe work method statement (SWMS) 20 4.6 Risk Registers 20 4.7 Hazard Reporting 21 4.8 Facilities Design, Construction, Operations and Maintenance 21 4.9 Crisis and Emergency Management 21 4.10 Incident Management, Reporting and Analysis 22 5 Operational Safety 22 5.1 Safe Systems of Work 22 5.2 Permit to Work 22 5.3 High Risk Works – Covered by Permit to Work 23 5.4 RMIT Minimum Requirement Statements 23 5.5 Contract Services and Supplies Management 24 5.6 Contractor and Service Provider Selection and Pre-Qualification 24 5.7 Contractor HSW Plans 24 5.8 Change Management 24 5.9 Implementation 24 6 Health and Wellbeing 25 7 Measurement, Review & Improvement 25 7.1 Performance and Improvement Planning 25 7.2 HSW Critical Success Factors 25 7.3 Key Performance Indicators (KPI’s) 26 7.4 Performance Reporting 26 7.5 Performance Evaluation 26 7.6 Audits and Workplace Inspections 26 7.7 Management Reviews 27



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1 Introduction

1.1 Intent

This RMIT Property Services (PS) Health, Safety and Wellbeing (HSW) Management Plan provides the framework for implementing the evolving RMIT HSW Management System during the execution of PS business undertakings.

1.2 Objectives

This document has been developed to support Property Services to adequately manage HSW risks, minimise impact of loss events and to ensure compliance with relevant regulatory requirements. This plan supports PS in meeting its requirements under the RMIT HSW Policy and Management System and should be read in conjunction with these documents. This plan acts as a guide to identify key points of managing risks, RMIT’s HSW Management System and HSW implementation programs and is built upon RMIT’s philosophy of providing a Healthy, Safe and Secure Environment; one which enhances the experience for students and allows staff in academic and service areas to work actively and creatively without risk of injury or illness. This plan forms the structure for HSW processes, procedures and requirements which will be implemented by PS in the execution of PS’s business undertakings. The plan will be reviewed annually and updated to ensure that it remains current to PS activities, objectives and targets. This plan will be supported by the development of PS Environmental Management Plan.

1.3 Scope

This PS HSW Management Plan applies to all PS personnel and contractors engaged in the business undertakings in relation to the PS operational portfolio including all activity in relation to;

Executive Director Property Services Office

Facilities and Asset Management

Capital Works

Planning and Asset Utilisation

Real Estate Services

Risk, Reporting and Compliance This PS HSW Management Plan applies to all lifecycle stages of the RMIT facilities; from concept assessment through detail design, fabrication, construction and commissioning of the facilities, continued operational maintenance of the facilities and the decommissioning, sale, disposal and lease of RMIT’s Property portfolio. RMIT operational use of the facilities in connection with the business of running the educational and administrative activities of the university is covered under separate plans developed under the RMIT HSW Management System.



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For Capital or Annual Works projects where RMIT or its agent(s) appoints a contractor as a Principal Contractor, management control of works and or workplaces will be assigned to these contractors as per the Occupational Health and Safety Regulations 2007 section 5.1.14.(as amended). In these circumstances business undertakings in relation to the scope covered by the agreement between RMIT and the contractor will be conducted under the contractor’s management plans and procedures which will be required to align with this plan (Principal contractors are to submit a full health, safety and environmental plan for the works that they will be undertaking which would outline their procedures and process that they will put in place, including site demarcation, to manage the safety of their workers, contractors and protect the safety of the public.) Where Principal contractor works interact with RMIT activity a state of Simultaneous operations (SIMOP’s) will occur. Not all projects will require additional plans however appropriate SIMOP’s procedures shall be developed as part of the project planning when required.

1.4 Plan Development Responsibilities and Accountabilities

This Plan is sponsored and endorsed by the Executive Director of Property Services Group. The responsibility for developing this PS HSW Management Plan and monitoring implementation, compliance and continuous improvement rests with the PS Associate Director for Risk, Reporting & Compliance All PS Deputy Directors and Associate Directors (DD and AD) are accountable for ensuring that the elements of this HSW Management Plan are suitably implemented within the required timeframes within their areas of responsibility and control. Individual HSW responsibilities and accountabilities under this plan are identified in the Leadership and Accountability section of this plan

1.5 Relationship with Other Documents – PS Quality Management Systems and RMIT HSW Management System

This HSW Management Plan is written to align in philosophy with the future overarching RMIT HSW Management System and the PS Quality Management System. Implementation of this HSW Management Plan will be subject to audit by the PS HSW and Quality Assurance teams. The implementation of this HSW Management Plan may also be subject to further audit as part of an RMIT HSW Management System audit.



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1.6 Document Hierarchy –

PS HSW PLAN

Operating Procedures

Safe Systems of Work and Permit to

Work

Minimum Requirements and

StandardsRegisters and Matix

RMIT HSW Management

System

2 Commitment, Planning & Administration

2.1 RMIT HSW Policy

The overarching RMIT HSW Policy is outlined in the RMIT HSW Policy which can be

accessed via the RMIT website. http://www1.rmit.edu.au/browse;ID=qx0rqp36sskr1

This policy applies to all staff; students, contractors and visitors as well as all University owned

buildings, leased or hired building space, structures, external areas and vehicles.

This Policy and supporting Commitment Statement will be covered as part of the PS

orientation program for all new employees and current copies of the Policy Commitment will

be displayed on HSW Notice Boards at PS Office Locations.

2.2 Policy Intent

RMIT exists to create transformative experiences for our students, getting them ready for life and work, and to help shape the world with research, innovation, teaching and engagement. RMIT is committed to providing a healthy, safe and secure environment; one which enhances the experience for students and allows staff in academic and service areas to work actively and creatively without risk of injury or illness.

http://www1.rmit.edu.au/browse;ID=qx0rqp36sskr1



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2.3 Policy Objectives

The objective of this policy is to:

prevent injury or illness in the workplace,

ensure compliance with regulatory requirements,

provide a crime free environment where students, staff and visitors can work and study

without threat or fear,

continually improve the standard of health, safety and personal security within the

workplace,

do everything that is reasonably practicable to protect the physical property both of RMIT

and of students, staff, contractors and all visitors to RMIT and

integrate health, safety and security into the University’s management structures, systems

and strategy

2.4 RMIT Strategy

The RMIT’s Strategic plan 2020 empowers the whole of community to be part of a future RMIT

University that creates life-changing experiences, harnesses passion with purpose and shapes

the world. RMIT’s Vision is encapsulated in the following SIX words:

PASSION

IMPACT

INCLUSION

AGILITY

COURAGE

IMAGINATION

SLT will develop, outline and communicate to the PS team the group strategy to deliver on its

HSW and business goals under this Strategic Plan.

RMIT Strategic Plan 2020 is located https://shapermit.com/strategic-

plan?_ga=1.192179818.1728102702.1458273346

2.5 HSW Objectives

PS is committed to the protection of the environment, the safety and security of its workforce

and all persons and communities that may be affected by PS activities. Objectives, Critical

Success Factors and KPIs, aligned with the RMIT HSW Policy objectives and PS risks, will be

set annually and Group perforce will be measured against these.

https://shapermit.com/strategic-plan?_ga=1.192179818.1728102702.1458273346

https://shapermit.com/strategic-plan?_ga=1.192179818.1728102702.1458273346



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The overall PS HSW objectives are to:

Provide healthy, safe and secure work environments

Develop a culture that values good HSW performance and recognises the link with

good business performance

Ensure that facilities, open spaces, plant and equipment are designed, procured,

constructed and commissioned to enable healthy, safe, secure and operationally

sound performance throughout their operational life whilst adding value to the Student

Experience of RMIT

Comply with all applicable legislative requirements and monitor and effectively respond

to changes in HSW legislation, standards, and codes of practice

Reduce HSW risks to As Low As Reasonably Practicable (ALARP).

Achieving these objectives is reliant on the PS meeting its HSW Critical Success Factors and

KPIs outlined in Section 7

2.6 Safety Goals

The overall safety goal of the PS is to achieve the design, construction, commissioning and

start-up and continued maintenance, operation decommissioning, sale and lease of the RMIT

University facilities open spaces, plant and equipment with continued improvement in safety

performance year on year.

A set of Key Performance Indicators (KPI’s) will be developed for PS with targets set for both

lead and lag indicators to be used to track PS performance against target.

PS will proactively promote continued HSW performance improvement by contractors in order

to achieve RMIT Objectives and will be proactive in reversing any adverse trends.

Contractors shall align their management systems to this HSW Management Plan and adopt

the relevant PS HSW objectives. Initiatives shall be implemented to achieve these objectives

and contractors shall seek to continuously improve HSW workplace performance.

Contractors shall ensure that any subcontractors shall work in line with their management

systems that are aligned to this HSW Management Plan.

Current performance against target will be reported weekly, monthly, quarterly and annually to

PS SLT and strategies and initiatives will be developed to address key issues identified.

2.7 Legislative Framework

PS shall identify and comply with all applicable legislative requirements, monitor and

effectively respond to changes in local, state or federal and relevant international HSW

legislation, standards, and codes of practice, or initiatives that may relate to or impact PS

operations or activities in the locations RMIT operates.



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2.8 Legislation Register

The PS Senior HSW Advisor is responsible for the development, implementation and ongoing

management of the PS Legislation Register which identifies the local, state or federal principal

OHS Act/s, Subordinate Acts and Regulations (where applicable), Licences, Australian

Standards and Codes of Practice which govern the Health, Safety and Wellbeing compliance

obligations for PS.

2.9 Legislative Obligations

The Legislation Register is reviewed and where specific procedures are developed in relation to compliance obligations they are recorded within the PS Legislation Register. The Legislative Register documents and associated obligations are monitored and any

changes are communicated to the relevant personnel with plans and procedures amended

where required. RMIT/ PS will ensure staff has appropriate access to legislation, codes of

practices and Australian standards.

2.10 Primary Duty of Care - Occupational Health and Safety Act 2004 – Victoria (as

amended)

Provide or maintain plant or systems of work that are, so far as is reasonably practicable,

safe and without risks to health

Make arrangements for ensuring, so far as is reasonably practicable, safety and the

absence of risks to health in connection with the use, handling, storage or transport of

plant or substances

Maintain, so far as is reasonably practicable, each workplace under the employer's

management and control in a condition that is safe and without risks to health

Provide so far as is reasonably practicable, adequate facilities for the Wellbeing of

employees at any workplace under the management and control of the employer

Provide such information, instruction, training or supervision to employees of the employer

as is necessary to enable those persons to perform their work in a way that is safe and

without risks to health

2.11 Documentation and Record Keeping

PS shall develop systems to ensure provision of effective HSW documentation to all levels of

PS and its contractors, service providers and external stakeholders. All documentation that is

developed will be in accordance to PS-QP-0005 Document and Data Control procedure.

2.12 Responsibility

The PS Associate Director RC is accountable for ensuring records and documents associated

with PS’s management of HSW are maintained.



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2.13 Documents and Records Kept

PS will ensure through the implementation of its systems and processes that records are generated and maintained. Below are listed required HSW documents that will be accurate and contain up to date information including but not limited to:

PS specific HSW plans and procedures

Risk assessments

Hazardous materials register

Issued Permit to Works

Audit reports

Incident reports

Incident register

HSW Action tracking database

Monitoring and laboratory testing/results

Applicable employee health records

All relevant Material Safety Data Sheet (MSDS)

Training records

Function/ Service Line/ Process Owners / Departmental Heads will ensure that records

maintained are legible, readily identifiable and retrievable.

PS Plans and Procedures will be subject to periodical review and revision. These documents

shall be located on the PS main drives and key documents will also be made readily

accessible via the RMIT Website and the PS Intranet.

3 People

3.1 Leadership

PS is committed to protecting the health, safety and wellbeing of all stakeholders and will implement a top-down approach to achieving its HSW objectives, from the Executive Director (ED) Property Services and Senior Leadership Team (SLT) to employees and contractors. The SLT is committed to the HSW management system and will continuously promote HSW standards and programs. In addition, personnel will encourage positive HSW behaviour and show commitment to the HSW management system.

PS will hold personnel and contractors accountable for the success of the HSW program.

RMIT PS Leadership will demonstrate visible leadership and commitment to HSW excellence through personal example by:

Ensuring adequate resourcing is available to achieve the desired HSW outcomes

Communicating the importance of HSW excellence to the PS



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Encouraging a positive HSW culture by promotion and commitment to the following

HSW beliefs

o All hazards can be identified, assessed and controlled

o All injuries are preventable

o All PS personnel have the right and responsibility to stop or refuse work in

situations that are not safe or may cause harm

o All personnel must be trained and competent in the tasks they are

expected to perform

o Teamwork is essential in achieving HSW excellence

Frequent involvement in HSW activities such as risk assessments, and appropriate

responses to circumstances requiring HSW improvement inspections, audits, and

meetings

Reinforcement and recognition of positive HSW behaviours, initiatives or outcomes

Hold individuals accountable for their HSW behaviours and performance

3.2 Organisation and resources

PS will provide adequate and ongoing resources to ensure the design, construction and maintenance of buildings and the purchase and maintenance of materials and equipment, comply with legal requirements and relevant standards and take into consideration the HSW and wellbeing of the University community; Organisational charts for PS Functions are available on http://www1.rmit.edu.au/propertyservices%2Faboutps



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3.3 Roles and Responsibilities

PS has defined the following roles and responsibilities for various disciplines. The Roles and Responsibilities as outlined below will include, but are not limited to the following 3.3.1 The Executive Director PS (EDPS) has overall accountability for PS HSW Performance and will delegate responsibility and authority to competent personnel appropriately within PS business undertakings to ensure that HSW objectives and targets can be met. The ED will endorse the HSW Management Plan and ensure that adequate resources are made available for the maintenance of a safe, secure workplace. Resources will include equipment, human resources, expertise and training. The ED will;

Set a personal example by complying with all HSW policies and procedures

Ensure that managers demonstrate compliance with this HSW Plan and manage

practices and continual improvement in relation to HSW

Ensure that appropriate level of investigations and corrective action is undertaken

following an incident or injury

Review safety performance with the Senior Leadership Team (SLT) and report on PS

HSW Performance to the Vice Chancellors Executive (VCE)

3.3.2 The PS Associate Directors (AD) and Deputy Directors (DD) are responsible for

ensuring their teams implement and administer HSW procedures applicable to their

business functions. The AD and DD for the relevant area of responsibility has full

accountability and authority to see that HSW criteria as outlined in the HSW Management

Plan are implemented and delivered in accordance with PS commitments. This includes:

Directing PS Line Managers to include considerations for health, safety, security and

environment during design, construction, commissioning, maintenance, operations and

decommissioning

Providing a means to control security and safety at the Campuses and at office

locations

Providing adequate communications to advise relevant parties of risks or concerns as

they are identified

Providing coordination of relevant parties as appropriate

Allocating sufficient resources for the management and implementation of the HSW

Management Plan

Contributing as necessary to the HSW Management Plan

Monitoring supervisory personnel for ownership of the HSW Management Plan



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3.3.3 PS Senior Managers (SM) are responsible for overall management of the work activity and to monitor that the activity is conducted in compliance with applicable HSW requirements. Other responsibilities include the allocation of sufficient resources to implement, develop, and maintain HSW performance throughout the execution of the work including:

Promoting the PS HSW Philosophy

Providing leadership and support to the staff under their control

Communicating PS HSW expectations to personnel

Actively participating in HSW workshops and reviews

Immediately escalating and rectifying significant HSW issues

Providing leadership on this HSW Plan for Managers

3.3.4 Senior Project Officers (SPO) and Senior Facility Coordinators(SFC) SPO and SFC Supervisory personnel include, but are not limited to: Engineers; Field Superintendents; Supervisors; and those in leadership-type roles. SPO and SFC will demonstrate ownership of HSW in their respective roles, responsibilities and overall engagement in the execution of the HSW management Plan including:

Leading by example in terms of commitment to the HSW Management Plan and by

complying with all HSW policies and procedures and relevant laws

Participating in task planning and ensuring that work procedures are prepared for all

activities and a SWMS for all hazardous tasks

Conducting ongoing assessments of the work areas and taking necessary corrective

actions to eliminate substandard practices, conditions, and/or behaviours and verifying

that the requirements of the Permit to Work are being met

Ensuring that all personnel are competent for the work that they have been engaged to

undertake.

Continuously reinforcing HSW management standards and procedures.

Ensure provision of the resources required to maintain acceptable standards of

housekeeping at the site,

Ensuring Contractors providing and maintaining adequate (fit for purpose) tools,

equipment and PPE for use by employees in the execution of their work tasks

Ensuring that contractors conduct daily pre-start safety meetings and regular tool box

meetings.

Ensuring all accidents and incidents are reported and investigated

3.3.5 The Senior HSSE Advisor shall assist in the coordination of the implementation of this HSW Management Plan including:

Preparing the HSW Management Plan

Periodically reviewing and updating the HSW Management Plan for changing HSW

requirements



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Implementing, administering and aligning the plan with RMIT HSW Policies,

Procedures & HSW management systems applicable to the PS

Being a primary contact point between RMIT University HSW on HSW issues that

involve PS

Providing leadership and support for Project HSW Appointees

Attending HAZID, HAZOP, Project Lifecycle Technical, Safety In design,

Constructability, and other risk assessment reviews

Providing HSW support to PS personnel

Oversight of incident investigations and of the HSW action tracking register

3.3.6 Senior Manager Security Operations Shall ensure provision is in place to undertake the following duties in the fulfilment of their emergency duties:

Coordinate response to any emergency situation on site or an external threat likely to

impact the site

Control movements of personnel and vehicles on and off the site during an emergency

Investigate security related matters as directed by senior management

Implement and maintain a security reporting system; and

Facilitate hiring, training and supervision of security personnel

3.3.7 PS Personnel including, but are not limited to, PS employees, Project direct-hire Employees, Contactor personnel, and Subcontractor personnel, are individually accountable and responsible for complying with the requirements set out in this HSW Management Plan including:

Accepting individual responsibility for their own safe behaviour, the safety and security

of others around them, and executing their work in an environmentally responsible

manner

Maintaining a proactive role in the implementation of the HSW Management Plan and

the achievement of PS HSW Objectives

Working in a safe manner applying their professional skills and maintaining standards

of good housekeeping

Reading instructions and conforming to HSW requirements, policies, processes,

procedures and minimum requirements applicable to their work tasks

Attending HSW training (including HSW Orientation) when scheduled

Participating in the preparation of work procedures and JSA’s for all relevant activities

on the project

Assisting in the resolution of HSW issues

Reporting substandard practices, work conditions, or behaviours to Supervisors; and



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Reporting Hazards, incidents, injuries and near misses to their Supervisor and HSW

advisor

3.3.8 Contractor Managers

Contractor Managers are directly responsible for day to day HSW in their immediate work teams and will coordinate and manage the systems in their areas of responsibility to ensure a safe working environment. Supervisors are ultimately responsible for HSW performance and compliance in their work teams.

3.4 Competence and Training

PS will make every effort to carefully select, train and develop its workforce, regularly assessing their skills and competencies to ensure their ability to carry out their duties in a safe, secure, healthy and environmentally sound manner. Systems shall be developed for identification of training needs, training and assessment programs, delivery, assessment of competency, evaluation of training effectiveness, administration and record management.

3.5 Employee Selection

HSW skills, training and assessment needs shall be appropriately identified and included in all

relevant position descriptions for all PS roles so that personnel can be selected, trained where

necessary and have their competency assessed and recorded to confirm their ability to carry

out their duties in a safe, secure, healthy and environmentally sound manner.

Contractor and Consultant organisations used by the PS shall be assessed as part of the

contactor selection process as detailed in OHS 08-CG-01.01 SELECTION & PRE-

QUALIFICATION GUIDELINES

3.6 HSW Skills and Training Matrix

PSG will establish a competency matrix for all roles. From this competency matrix a gap a training needs analysis will be generated to identify and plan for training or professional development to be implemented to fulfil the competency matrix requirements. There are some competencies that are a requirement of legislation, these have been identified and included in the training matrix. 3.7 Role Based HSW Training and Competency

Evidence of licences and certificates of competency required by PS personnel, as detailed in

the PS HSW Skills and Training Matrix, must be sighted, copied and recorded in the

Personnel files of the individual and recorded on the PS HSW Skills and Training Matrix.



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It is the responsibility of the individual to ensure that the licences and certificates are current

and to update the training matrix with updates.

3.8 Management HSW Training

PS Management Personnel are required to complete specific RMIT online training modules as

part of their on-boarding into the role. Further specific training requirements shall be identified

for specific roles. As minimum managers must have an understanding of the following:

HSW Legislation

Duty of Care

Hazard Identification and Hierarchy of Control

Quantifying Risks

Assessing Incidents and Injuries

Contractors, Sub-Contractors and their Management

Incident Management

Crisis Management

RMIT HSW Management System

3.9 Staff Induction

All PS personnel must attend and successfully complete each of the following induction

program elements:

RMIT Online Induction Process;

PS Internal Induction;

RMIT Mandatory E learning modules

Any Site / Project Orientation where required

Induction refreshers may be required due to change management or other role related

requirements and PS staff shall be required to complete these refreshers in a timely manner.

3.10 Contractor Induction

All Contractors engaged by PS under maintenance or direct hire agreements must complete

the RMIT Contractor Induction.

Principle Contractors shall align to or incorporate RMIT’s Contractor induction into a site

specific induction for the works under their direct control and ensure all personnel working

under their control have completed this specific induction.

3.11 Contractor Competencies

There are a number of skills that legally require competency certificates and licences, it is the

responsibility of the contractor to ensure that these competencies and licences are held by

relevant employees under their control and documents are available for sighting on site.



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PS Vendor management processes will manage the compliance to three requirements. HSW

and Q personnel may at times audit compliance.

3.12 Induction Records

Contractors shall be required to maintain records of workers completion of induction and be

able to provide evidence upon request of RMIT.

PS Staff members shall confirm completion of relevant requirements during the on-boarding

process and details recorded into the PS Training matrix.

3.13 Communication

PS shall establish and maintain effective HSW communication within all levels of the PS

organisation, including partners, contractors, external HSW organisations and support

services, RMIT and external stakeholders, regulatory authorities, community representatives.

HSW Communications will be in accordance with the RMIT Health and Safety Communication

and Consultation procedure.

http://www1.rmit.edu.au/browse;ID=7rd0rym3khodz

3.14 Meetings

RMIT will hold structured meetings across the business where HSW is included as a priority

item on the agenda. PS identifies the following key main meetings where HSW is a priority

agenda item.

PS Senior Leadership Team Meetin

PMO Board Meeting

PMO Risk Meeting

PLT Meeting

HR OHS and Property Services Joint HSW Meeting

PS Quarterly Team Meeting

Project Progress Meetings

HSW Committee Meetings

PS SLT will incorporate HSW Performance as an agenda item into the SLT Meeting. These

meetings will address but not be limited to:

Current HSW statistics and performance

Review findings of all significant incidents

Status of HSW related regulatory submissions or notifications

Areas of concern and associated improvement plans

Contractor/ Vendor Management

http://www1.rmit.edu.au/browse;ID=7rd0rym3khodz



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All structured meetings shall be minuted; minutes from HSW Consultation and HSW

Committee Meetings are to be communicated to all levels of the PS workforce.

PS HSW meetings are a two-way forum and active participation is expected from all

personnel. All general meetings are required to address HSW matters as the first agenda

item.

3.15 Safety Alerts

PS Safety Alerts shall be developed and distributed by the PS HSW Team. Safety Alerts will

be used to notify PS personnel and Contractors of:

Positive HSW outcomes

Hazards, activities or conditions that have the potential to affect the health and safety

of employees or cause environmental harm

Near Miss or Incidents that have occurred on RMIT Campus or similar locations

Advice from external agencies or organisations highlighting potential hazards which

may be identified in RMIT operations.

HSW Alerts will be displayed on PS Intranet and distributed to PS management personnel via

email for distribution across contractors. All RMIT Safety Alerts will be in the RMIT Safety

Alert format to ensure consistency and ease of recognition.

AD RC will in collaboration with relevant stakeholders, approve Safety Alerts.

3.16 Contractor Consultation and Communication

Contractors will be required to demonstrate that they have adequate provision in place for

communication of HSW matters to their workforce; these can include but not be limited to Tool

Box, Pre Start Meetings etc.

RMIT will review these processes during spot checks.

PS Management personnel are encouraged to attend these meetings to provide input if

required.

PS will also, if required, request specific topics or detail be covered in these toolbox talks.

3.17 Health and Safety Representatives (HSR) and Committees

Health and Safety Representatives / committees shall be established in accordance with

legislative requirements. All committee meetings shall be minuted and all action items arising

from meetings shall be recorded on the Health and Safety Committee meeting agenda &

minutes. The status of the action items shall be followed up at subsequent meetings and

closed out as appropriate.



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The HSR and committee members shall be made known to the entire workforce through the

postings on PS notice boards etc.

4. Managing Hazards and Risk

4.1 Overview PS property portfolio operates across four Australian (all in Victorian OHS Jurisdiction) and two international campuses (Spain and Vietnam). With a diverse range of risk profiles associated with both the facilities and the activities of the University, therefore management of risk is paramount to achieving HSW Objectives whilst maintaining fit for purpose modern campuses. RMIT positions itself for the purposes of OHS at a standard recognised in Australia but in consideration with local laws PS recognise OHSAS 18001 Safety Management System as an appropriate risk management methodology. Risk management procedures will be developed in accordance with RMIT Risk Management Policy and Procedures, OHAS 18002 and ISO 31000 to achieve this standard. PS will identify, evaluate and mitigate hazards and develop plans to recover from incidents and accidents related to PS activity and reduce, as low as reasonably practicable (ALARP), the associated risks to employees, contractors and the broader University community and the environment.

Methodologies to mitigate risk and hazards on Campus should prevent incidents (i.e. reducing the probability of occurrence) and mitigate chronic and acute effects (i.e. reducing the consequences). Effective risk reduction measures and follow-up will involve management commitment and on-site supervision, as well as the understanding and ownership of personnel. PS development and planning processes shall be established for the planning and sequencing of PS works to allow PS personnel to recognise, assess and mitigate various hazards and risks particular to the works. The PS gateway process stages the risk assessment process giving stakeholders opportunity to assess all possible risks from different prospective. Contractors will ensure that the risks of activities they are engaged to execute are risk

assessed, and are controlled to ALARP.

4.2 Risk Assessment and Management

Appropriate structured risk assessments shall be conducted for all PS activities to ensure that

hazards which pose potential Health, Safety, Security or Environmental risks are identified,

assessed and controlled by elimination or reduction to be ALARP as defined within the RMIT

Health and Safety Risk Management Procedure

http://www1.rmit.edu.au/browse;ID=yqd68zjq7fhn

Risk analysis and assessment shall be conducted in accordance with the RMIT Risk

Assessment Instruction http://www1.rmit.edu.au/browse;ID=9817zhcyj1ho1

http://www1.rmit.edu.au/browse;ID=yqd68zjq7fhn

http://www1.rmit.edu.au/browse;ID=9817zhcyj1ho1



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4.3 Hierarchy of Control

Once hazards and risks have been identified and assessed, control measures (single or in

combination) shall be implemented to eliminate or reduce risks to be ALARP.

The “Hierarchy of Control” shown below shall be used when assigning control measure with

preference given to the higher control strategies. Where risks cannot be eliminated they will be

reduced by application of the hierarchy of control as outlined in the RMIT Health and Safety

Risk Management Procedure.

4.3.1 Hierarchy of Control Diagram

4.4 Safety in Design, Hazard Identification (HAZID) and Hazard and Operability Studies

HAZOP

Safety in Design is a process defined as the integration of hazard identification and risk

assessment methods early in the design process to eliminate or minimise the risks of injury

throughout the life of the product being designed. It encompasses all design including

facilities, hardware, systems, equipment, products, tooling, materials, energy controls, layout,

maintenance and configuration.

Formal Safety in Design workshops shall be conducted throughout project development

stages and as part of the PS Gateway process, in accordance with the PS guideline (G3 P023

Safety in Design and HAZOP Study) and in particular whenever the change of scope or nature

of the project significantly alters the risk profile due to new introduced hazards.

These studies shall systematically identify the HSW hazards associated with all activities and

specifically address known key risk areas relevant to the scope of work being assessed. The

workshops shall also assess potential emergency scenarios and the types of response

equipment and support required for control and recovery.

A Hazard Identification process (HAZID) will be applied to all project briefs during the

development of the business case. The purpose of the HAZID is to aid PS analyse key safety

requirements and potential costs through a structured approach to the identification of main

Most Effective

Less Effective



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hazards, potential undesirable consequences and the evaluation of the severity and likelihood

of what is identified at early stages of the project.

Hazard and Operability (HAZOP) study’s and workshops will be conducted on a risk basis as

identified by the HAZID process and outputs shall be recorded in project HSW Risk Registers

and include detail of identified hazards, recommended actions and controls including the

identification of Safety Critical Equipment.

4.5 Safe work method statement (SWMS)

Safe work method statements are tools designed to assist in reviewing proposed work tasks or

activities, the environment where these tasks are undertaken and the measures required to

mitigate hazards. It is a way of becoming aware of the hazards involved in doing the job and

taking action to prevent an injury.

Contractors will be required to provide SWMS relevant to the works scopes that they have

been engaged to execute. SWMS must be representative of the task and environmental

considerations of each job and not generic in nature.

For all medium and high risk work a task and site specific SWMS relating to the activity and

site specific hazards and controls shall be prepared.

SWMS shall be prepared in line with the RMIT Safe Work Method Statement Instruction

http://www1.rmit.edu.au/browse;ID=l558kq8hqams1

4.6 Risk Registers

PS shall establish and maintain an overall PS HSW risk register in line with the RMIT Register

Instruction http://www1.rmit.edu.au/browse;ID=rfkq6vx4900s1

Where required project specific risk registers shall be compiled and contractors shall establish

their own registers which shall include;

A description of each hazard

The quantitative or qualitative assessments of current likelihood, consequence to

determine levels of risk and priority of actions required, and/or escalation

The prevention, control, mitigation or recovery measures implemented

The quantitative or qualitative assessments of residual likelihood, consequence and

risk following implementation of controls

A determination of the tolerance of the residual risk in accordance with RMIT risk

tolerance/appetite.

All control measures arising from hazard identification / risk management processes shall be

recorded in the relevant project or departmental HSW Risk Registers. Risk registers will be

periodically reviewed to determine control measure effectiveness and current status.

http://www1.rmit.edu.au/browse;ID=l558kq8hqams1

http://www1.rmit.edu.au/browse;ID=rfkq6vx4900s1



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Risk registers will be reviewed following each incident to determine if existing known/available

controls may have failed.

4.7 Hazard Reporting

PS requires the immediate reporting of any potential unmitigated hazard that has the potential

to do harm in line with the requirements set out in the RMIT Hazard and Incident, Investigation

and Reporting Procedure http://www1.rmit.edu.au/browse;ID=g9z90npvr4hb

All PS staff and contractors are empowered by management to, where it is safe to do so,

rectify unprotected hazards immediately. Where this cannot be done the area should be made

safe and the hazard reported immediately to the relevant SFC, SPO or contractor supervisor

and the relevant HSE personnel.

Hazards requiring further facilities management action shall be entered into Archibus for follow

up by facilities management contractors.

Hazards related to works undertaken by contractors are to be rectified by the contractor

immediately they become aware of the hazard.

Principal contractors shall put in place hazard reporting processes that ensure all hazards

relating to their works are identified, reported and tracked to closure. Action tracking records

will be made available to PS when required

In the case of an accident or incident this must be reported to RMIT Security as per the

emergency response procedure. http://www1.rmit.edu.au/browse;ID=ha7n4x4g0gf6

PS HSE personnel will audit and review RMIT and contractor hazard reporting methodologies

to ensure appropriate management practices are in place to manage the mitigation of risks

relating to the hazard

4.8 Facilities Design, Construction, Operations and Maintenance

All RMIT facilities shall be designed and constructed to meet RMIT Design standards,

operational requirements and statutory regulations in such a way that the design and

construction enhances overall HSW performance and reduces operational lifecycle HSW risks

to ALARP.

4.9 Crisis and Emergency Management

PS shall establish and implement Incident Response and Contingency Plans to ensure that

there are decisive and effective responses to all credible HSW incidents and emergencies in

line with RMIT systems and procedures. Details of these plans are contained within the

University Incident and Crisis Management Manuals.

http://www1.rmit.edu.au/browse;ID=g9z90npvr4hb

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Overarching emergency response plans and procedures will define clear roles, responsibilities

and communication channels with provision for each Campus.

Response will provide protection of all RMIT personnel, students, the public and assets.

The suitability of response plans and equipment will be periodically tested and revised as part

of a continual improvement process.

Details of RMIT Critical Incident Management Policy and Procedures can be accessed via

http://www1.rmit.edu.au/browse;ID=ek6g51xhb4m1

4.10 Incident Management, Reporting and Analysis

PS shall establish and implement systems which ensure that PS incidents and near misses

are reported, managed, investigated and analysed in accordance with the RMIT Hazard and

Incident, Investigation and Reporting Procedure.


PS or the relevant contractor shall investigate their incidents at a level appropriate to the

severity or potential severity of the incident. Where necessary, PS HSW advisors will provide

assistance to contractors with incident investigations.

Where Law requires notification of a specific type of incident these shall be reported to the

applicable Agency (ies). Reports to agencies will be made following appropriate consultation

with and approval by EDPS, ADRC, RMIT legal Counsel and in accordance with relevant

RMIT internal procedures.

The systems shall ensure that findings from incident investigations are used to establish

control measures to minimise impact and prevent recurrence.

Incident statistics shall be collated and analysed for emerging trends across the business to

assist in planning prevention programs to reduce incidence rates and consequences of these

emerging or static trends.

5 Operational Safety

5.1 Safe Systems of Work

PS shall develop, implement, maintain and continuously improve documented safe systems of

work for all high risk works.

In addition, for activities where RMIT has Minimum Requirements statement in relation to the

control of specific hazards detailed requirements will be develop and communicated to

relevant stakeholders.

5.2 Permit to Work

PSG will develop and implement a Permit to Work System for all High Risk Works as defined

by RMIT or relevant legislation to control certain types of potentially hazardous work. It is also

http://www1.rmit.edu.au/browse;ID=ek6g51xhb4m1




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a means of establishing effective communication and understanding between PSG personnel

specifying the work to be done and the personnel or contractors who are going to undertake

the works.

The issue of a permit does not in itself make a job safe. It is primarily used to record and communicate agreed conditions and risk mitigation controls to be applied to work activity where hazards have been identified. The overarching Permit to Work Procedure and High Risk Permits can be accessed via the RMIT PS Contractor Management page on the PS website. http://www1.rmit.edu.au/browse;ID=6ivzpel6t061

5.3 High Risk Works – Covered by Permit to Work

o Confined Space

o Work at Height

o Fire Isolations

o Service Isolation and Lock Out

o Hot Work

o Hazardous Materials

o Roof Access

o Radio Frequency

o Arbour Works

o Excavation

5.4 RMIT Minimum Requirement Statements

PS shall develop Minimum Requirement Statements outlining the expectation of the

minimum standard to be applied in relation to specific activities, hazards or Risks. A list

of Minimum Requirement Statements is outlined below but is not limited to. A full list of

statements will be made available on the PS Website.

General Safety Rules

House keeping

Manual Handling

Fire prevention

Safety Signage and Barricading

Safety Observers

Traffic Management

Equipment Safety

Driving

Elevated Work Platforms

Portable Ladders

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5.5 Contract Services and Supplies Management

PSG will develop, implement, maintain, monitor and review a management system for

contractors and vendors.

PS shall assess, select, manage and monitor contractors, suppliers and service providers to

ensure that they comply with all regulatory and RMIT HSW requirements.

5.6 Contractor and Service Provider Selection and Pre-Qualification

PS DD’s/ AD’s for the relevant business function shall be involved in the assessment and

selection of contractors and suppliers, in the preparation of HSW exhibits for contract

documents, and in the ongoing management of contractors for all contract lifecycle stages.

5.7 Contractor HSW Plans

Contractors are required to develop, implement and maintain their own HSW Management

Systems relevant to works to be undertaken in RMIT. Contractor systems will be aligned with

the requirements of this HSW Management Plan and shall conduct any activities designated to

them in a manner as not to endanger the health, safety or Wellbeing of any personnel, or

present a risk to assets or the environment. Contractors that do not have HSW Management

systems, shall work in line with this HSW management plan and comply with RMIT

requirements.

For major projects a Principal Contractor shall be appointed and a project specific HSW

Management Plan shall be developed by the Principal Contractor.

5.8 Change Management

PS shall establish systems so that significant changes are assessed to ensure that existing

and new hazards are identified, evaluated and managed so as not to present an unacceptable

level of HSW risk.

5.9 Implementation

PS is responsible for ensuring that changes are appropriately considered and approved and

recorded before they are implemented. These changes shall be made using the PS Change

Management and Gateway Process. Changes involving major revisions to operating

procedures or involving significant cost will be submitted to SLT for approval.

The PS Change Management procedure is located:

https://docs.google.com/a/rmit.edu.au/viewer?a=v&pid=sites&srcid=cm1pdC5lZHUuYXV8cHJ

vcGVydHktc2VydmljZXMtc3RhZmYtaW50cmFuZXR8Z3g6MzMzNGU1Zjc1YzU5Y2U4MA

https://docs.google.com/a/rmit.edu.au/viewer?a=v&pid=sites&srcid=cm1pdC5lZHUuYXV8cHJvcGVydHktc2VydmljZXMtc3RhZmYtaW50cmFuZXR8Z3g6MzMzNGU1Zjc1YzU5Y2U4MA

https://docs.google.com/a/rmit.edu.au/viewer?a=v&pid=sites&srcid=cm1pdC5lZHUuYXV8cHJvcGVydHktc2VydmljZXMtc3RhZmYtaW50cmFuZXR8Z3g6MzMzNGU1Zjc1YzU5Y2U4MA



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6 Health and Wellbeing

PS will ensure that all health hazards arising from our business are identified, assessed and

managed in order to reduce the risk of persons developing occupational related illness and to

ensure that appropriate means are taken to assist the return to work of those disabled by

disease or injury.

PS will align with the RMIT processes and systems in relation to Health Surveillance, Workers

Compensation, Injury, Stress and Fatigue Management as well as Early Intervention and

Fitness for Work.

7 Measurement, Review & Improvement

7.1 Performance and Improvement Planning

PS shall develop and maintain plans for improving HSW performance.

PS shall set specific targets and objectives that demonstrate continuous performance

improvement, safeguarding the integrity of assets, planning for existing operations and

management of change.

To achieve its objectives PS shall:

Integrate Health, Safety, Environmental and Security activities into the Business Plan

Establish HSW performance improvement objectives and targets

Drive HSW performance improvement plans

Review the results of performance monitoring and audit on a frequent basis and modify the

plans as required, thereby creating a continuous improvement process

Involve the workforce in the overall management system and to produce feedback on the

implementation of HSW Policies.

PS shall establish HSW Critical Success Factors and Key Performance Indicators (KPIs) for

the group. HSW performance for the group and contractors shall be measured and monitored

with results reported to SLT.

7.2 HSW Critical Success Factors

The following are seen as critical Success factors within PS

Compliance with all applicable HSW legislation, standards, and codes of practice that

may affect the PS;

HSW commitment at all levels of the PS organisation;

Promotion and encouragement of a zero harm philosophy among all of the personnel

involved in executing PS Business including contractors and sub-contractors;

Implementation of initiatives in line with the RMIT HSW Management System;

Ensuring full compliance with this PS HSW Management Plan;



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Ensuring all PS personnel fully understand their role and HSW requirements including

the need to behave safely and to demonstrate respect for the environment and the

community in which they work;

Provision of sufficient resources for the management of HSW across all PS activities

including the provision of appropriate training to ensure that competency and safety

awareness targets are met;

Development and implementation of a HSW audit program covering all PS;

Promoting positive HSW behaviour and outcomes;

Taking timely and appropriate action in response to inappropriate HSW behaviour and

outcomes;

7.3 Key Performance Indicators (KPI’s)

PS will develop KPI’s for HSW measurement and report performance to RMIT based on these.

PS KPI’s will focus on the following areas:

PS Staff and Contractor HSW performance

Audits and inspections conducted

Prompt and diligent action closure

7.4 Performance Reporting

HSW Performance Reporting shall be reported in the Weekly, Monthly and Yearly HSW

Reports in a format determined by EDPS and AD RC.

7.5 Performance Evaluation

SLT shall review all HSW Performance Reports and evaluate the performance against the

goals and targets and where necessary shall recognise and reward positive HSW outcomes

and take action to drive improvement where HSW performance is unsatisfactory.

7.6 Audits and Workplace Inspections

PS shall ensure that appropriate HSW auditing and inspection is conducted on the activities of

PS and all contractors, service providers and suppliers used. This will include workplace

inspections, internal audits and contractor audits.

Remedial Actions raised will be incorporated into the PS HSW Action Tracker and tracked to

closure.

The PS shall be subject to independent audit by RMIT to assess compliance with the RMIT

HSW Management Strategy and RMIT HSW Management System.



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7.7 Management Reviews

Periodic Management HSW Reviews shall be undertaken to show commitment to the HSW

goals and objectives and to continuous improvement at the highest level. Management HSW

Reviews shall seek to determine the effectiveness of the HSW Strategy and HSW Plan and

how well these are being implemented by PS.

PROCEDURE EFFECTIVENESS AND REVIEW PERIOD This procedure will be reviewed and updated every two years to ensure ongoing effectiveness. The performance indicators that will be used to measure effectiveness will be: [detail procedure effectiveness indicators, what forms/records/actions will be evident to show procedure compliance/effectiveness]. Commencement Date: Date Procedure is approved and published. Review Date: Minimum of 2 years from endorsement.



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ACCOUNTABILITIES

Sponsor: Executive Director Property Services.

Implementation: Associate Director Property Services RC

Compliance: Associate Director Property Services RC

Development/Review: RC Safety

Process Owner/Originator

Senior Advisor Health and Safety

Approval & Review Authority:

Endorsement: Executive Director Property Services

Accountable: Associate Director Property Services RC

Interpretation and advice: Senior Advisor Health and Safety

Data collection and analysis:

Senior Coordinator, Quality Management Systems, Property Services

Reporting Associate Director Property Services RC

DEFINITIONS AND ACRONYMS/KEYWORDS

Definitions and acronyms:

Terms used should be included for clarification. Shall be consistent with the relevant policy where applicable, acronyms should be used sparingly.

Key Words For Search Engine

Procedures will be housed on the Property Services intranet/RMIT web site. The provision of key words will assist stakeholder to locate the relevant information through the ‘search’ function.

AMENDMENT RECORD

Issue No Issue Date

Nature of Amendment

1 29/03/17 Final Version Issued for Endorsement