Technical Talk on OHSAS 18001: An Introduction And Experience Sharing

Thomas WONG

Certification Officer

SGS Hong Kong Limited

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An OHSAS 18001s extend of application

Depends on OH&S policy Nature of activities Complexities of activities

An organizations OH&S Management System cannot simply be transferred

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An OHSAS 18001 system needs to cover

Organization employee (full-time and part time)

Subcontractor and suppliers

visitors

Organizations own equipment / facilities

Rented and borrowed equipment / facilities

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Several important definitions

Definition OHSAS18001 Analogous toISO 9001sAnalogous toISO 14001s

Hazard()

Source or situation with a potential for harm in terms of human injury or ill health, damage in property, damage to the workplace environment, or a combination of these

Customer requirements

Environmental aspects

Risk()Combination of the likelihood and consequence of a specified hazardous event occurring

Environmental impact

Risk assessment()

Overall process of estimating the magnitude of risk and deciding whether or not the risk is tolerable

Contract review EA evaluation

Intolerable risk ()

Significant environmental aspects

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Relations between clausesHazard Identification

Risk Assessment

Policy

Objectives

ProgrammesProcedures

MonitoringAudit

Corrective / Preventive Action

Review

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The OHSAS 18001 flow

Continual Improvement

Continual Improvement

PolicyPolicy

PlanningPlanning

ImplementationImplementation

Checking & Corrective

Action

Checking & Corrective

Action

Management Review

Management Review

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4.1 General requirements

The organization shall establish and maintain an OH&S management system.

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4.2 Policy

Authorized by the top management

Appropriate to the nature and scale of the organizations OH&S risks

Include a commitment to continual improvement

Include a commitment to comply with applicable OH&S legislations and other requirements

Documented, implemented and maintained

Communicated to all employees

Available to the public

Reviewed periodically

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4.3.1 Hazard identification, risk assessment and risk control

Establish and maintain procedures for

Ongoing identification of hazards, assessment of risks and the implementation of necessary control measures

Includes: Routine and non-routine activities All personnel having access to workplace Facilities at the work place

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Types of hazard

Physical Physiological / psychological

Chemical behavioral

Biological

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Physical

Electricity: leakage, statics, sparks

Noise

Vibration

Radiation: x-ray,particle,particle, UV, laser

Fire

Extreme high/low temperature

Dusts

Fall from heights

Ambient: lighting, ventilation, temperature, humidity

Signage: lack of, unclear, inappropriate

Signals: lack of, unclear, inappropriate

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Chemical and biological

Chemical

Toxic

Corrosive

Flammable / explosive

Biological

Bacteria / viruses

Epidemics

Poisonous flora and fauna

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Physiological / psychological / behavioral

Physiological / psychological

Manual handling

Ill healthWork in sensitive / taboo trade (e.g. funeral home)

Mental abnormalitiesPhysical handicap (color blinddeaf)

BehavioralErrors in directing

Errors in operating

Errors in supervising

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What kind of hazards ???

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4.3.1 Hazard identification, risk assessment and risk control

Methods for hazard identification and risk assessment should:

Proactive

Provide for classification of risks and identification

Consistent with operating experience and the capabilities of risk control measures employed

Provide input into determination of facility requirements identification of training needs Development of operational controls

Provide for monitoring of required actions

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4.3.2 Legal and other requirements

Establish and maintain procedure for

Identifying and accessing Applicable legal requirements Applicable other requirements

Keep this information up-to-date

Communicate relevant information to employees and other interested parties

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4.3.3 Objectives

Establish and maintain OH&S objectives at each relevant function and level

The following should be considered when establishing objectives Legal and other requirements Hazards and risks Technological options Financial, operational and business requirements Views of interested parties

Consistent with OH&S policy

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4.3.4 OH&S management programs

Establish and maintain programs for achieving objectives

Shall include documentation of: Designated responsibilities and authorities for achieving the

objectives Means and time-scale for achieving the objectives

Shall be reviewed at regular and planned intervals.

Amended if there are changes to the activities and operating conditions

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4.4.1 Structure and responsibilities

Define, document and communicate responsibilities and authorities of personnel who Manage Perform verify activitieshaving an effect on the OH&S risks

Top management has the ultimate responsibilities

Top management should provide resources for implementation, control and improvement of OH&S management system

Top management responsibilities

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4.4.1 Structure and responsibilities

Shall appoint a member of top management with particular responsibilities for ensuring OH&S system is properly implemented and performed

The management appointee shall have defined roles, responsibilities and authority for: Ensuring that OH&S system requirements are

established, implemented and maintained in accordance with this Specification

Ensuring that reports on the OH&S system performance are presented to the top management

All management shall demonstrate their commitment to continual improvement

Responsibilities of the management appointee

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4.4.2 Training, awareness and competence

Personnel shall be competent to perform works that may impact on OH&S

Competence is defined in terms of Appropriate education Training Experience

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4.4.2 Training, awareness and competence

Establish and maintain procedure to ensure employees are aware of Importance of conformance to

OH&S policy and procedure The requirements of the OH&S management system

The OH&S consequence, actual or potential, of their work activities, and the OH&S benefits of improved personnel performance

Their roles and responsibilities in achieving conformance to

OH&S policy and procedures The requirements of the OH&S management system Emergency preparedness and response requirements

Potential consequence of departure from specified operating procedure

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4.4.2 Training, awareness and competence

Training procedures shall take into account differing levels of Responsibility, ability, and literacy risk

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4.4.3 Consultation and communication

Have procedure for Ensuring that pertinent OH&S information is

communicated to and from employees and other interested parties

Employee involvement and consultations arrangements shall be documented and interested parties informed

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4.4.3 Consultation and communication

Employees shall: Involved in development and review of policies and

procedures to manage risks Consulted where there are changes that affect

workplace health and safety Represented in OH&S matters Informed of who is their employee OH&S

representative and specified management appointee

Safety is not just the responsibilities of the safety officers

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4.4.4 Documentation

Establish and maintain information, in suitable medium, that: Describes the core elements of the OH&S

management system and their interactions Provides directions to related documentation

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4.4.5 Document and data control

Establish and maintain procedures for all documents and data required by this Specification to ensure that They can be located They are periodically reviewed, revised as necessary

and approved for adequacy by authorized personnel Current versions of relevant documents and data are

available at all locations where these documents and data are needed

Obsolete documents and data are promptly removed Archival documents and data retained for legal or

knowledge preservation are suitably identified

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4.4.6 Operational control

Identify those operations and activities that are associated with identified risks where control measures need to be applied

4.3.1

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4.4.6 Operational control

Plan these activities, including maintenance, in order to ensure that they are carried out under specified conditions by: Establishing and maintaining documented procedures to

cover situations where their absence could lead to deviations from the OH&S policy and objectives

Stipulates operating criteria in the procedures Establishing and maintaining procedures related to identified

OH&S risks of goods, equipment and services purchased and/or used, and communicating these procedures to suppliers and contractors

Establishing and maintaining procedures for design of workplace, process, installations, machinery, operating procedures and work organizations, including their adaptation to human capabilities, in order to eliminate or reduce OH&S risks

Control from the source

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Control strategies

Risk avoidance E.g.: re-design through engineering

Risk mitigation E.g. permit-to-work

Reduce loss E.g. PPE

Risk transfer E.g.: outsourced

Risk acceptance / awareness

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Examples of Operational Control

Procedures

Rules

Administrative controls

Licenses

Permit-to-Work

Signages

Colour-coding

PPE

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Hierarchy of Controls

Design & Process ChangesDesign & Process Changes

Engineering ControlsEngineering Controls

Administrative & ProceduralAdministrative & ProceduralControlsControls

Safety EquipmentSafety Equipment

PPEPPE

EmergencyEmergencyResponseResponse

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What kind of controls ???

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4.4.7 Emergency preparedness and response

Establish and maintain plans and procedures to identify potential for, and response to incidents and

emergency situations For preventing and mitigating the likely illness and

injury that may be associated with them

Review these plans and procedures, especially after the occurrence of incidents or emergency situations

Test such plans and procedures where practicable

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4.5.1 Performance measurement and monitoring

Establish and maintain procedures to Monitor and measure OH&S performance on a regular basis

These procedures shall provide for: Both qualitative and quantitative measures Monitoring of O&S objectives achievement Proactive measures

Monitor compliance with OH&S programs, operational criteria and applicable legal requirements

Reactive measures Monitor accidents, ill health, incidents and other historical

evidence of deficient OH&S performance Recording of data and results of monitoring and

measurement

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4.5.1 Performance measurement and monitoring

If monitoring equipment is required Establish and maintain procedure for

Calibration and maintenance of such equipment Retaining records of calibration and maintenance

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4.5.2 Accidents, incidents, non-conformance and corrective and preventive action

Establish and maintain procedures for defining responsibilities and authority for Handling and investigation of

Accidents Incidents Non-conformances

Take actions to mitigate any consequences from accidents, incidents or non-conformances

Initiation and completion of CPA Confirmation of the effectiveness of CPA

These procedures shall require All proposed CPA shall be reviewed through risk

assessment prior to implementation

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Accident ()Undesired event giving rise to death, ill health, injury, damage or other loss

Incident ()

Event that gave rise to an accident or had the potential to lead to an accident

[including near-miss ()]

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4.5.2 Accidents, incidents, non-conformance and corrective and preventive action

Any CPA taken shall be appropriate to the magnitude of the problems

Implement and record any changes in the documented procedures resulting from the CPA

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4.5.3 Records and records management

Establish and maintain procedures for Identification Maintenance DispositionOf OH&S records, and audit results and reviews

OH&S records shall be Legible Identifiable Traceable Readily retrievable Protected against damage, deterioration or loss

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4.5.3 Records and records management

Retention times defined

Records shall be maintained, as appropriate to the system and to the organization, to demonstrate conformance to this OH&S Specification.

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4.5.4 Audit

Establish and maintain an audit program and procedures for periodic OH&S management system audits to be carried out, in order to: Determine whether or not the system:

Conforms to planned arrangements, including this Specification

Properly implemented and maintained Is effective in meeting the policy and objectives

Review the results of previous audits Provide information on the results of audits to

management

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4.5.4 Audit

The audit program shall be based on the results of risk assessment, and the results of previous audits

Audit procedure shall cover scope frequency methodologies competencies Responsibilities and requirements for conducting audits

and report results

Where possible, audits shall be conducted by independent personnel

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4.6 Management review

Top management shall, at determined intervals, review the OH&S system to ensure its Continuing suitability Adequacy Effectiveness

The review process shall ensure necessary information is collected to allow this evaluation be carried out

The review is documented

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4.6 Management review

The review shall address the possible need for changes to policy, objectives and other elements of the OH&S system, based on Audit results Changing circumstances Commitment to continual improvement

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OHSAS 18001 certification flow

Questionnaire

Stage 1 auditOn-site pre-certification

Documentation review

On-site stage 2 audit

1 to 2 months

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OHSAS 18001 Trainings

Lead auditor courses5 daysDetail standard requirements3rd party audit skillsFor: core responsible staff and internal auditors

Internal auditor courses2 daysDetail standard requirements1st party audit skillsFor: core responsible staff and internal auditors

Awareness1 dayBrief standard requirementsImportance of OHSAS 18001For: all staffs

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Local Contact

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Hotline : (852) 2765 3620

Fax : (852) 2333 2257

e-mail : hk.ssc@sgs.com

Web : www.hk.sgs.com

Technical Talk on OHSAS 18001: An Introduction And Experience SharingAn OHSAS 18001s extend of applicationAn OHSAS 18001 system needs to coverSeveral important definitionsRelations between clausesThe OHSAS 18001 flow4.1 General requirements4.2 Policy4.3.1 Hazard identification, risk assessment and risk controlTypes of hazardPhysicalChemical and biologicalPhysiological / psychological / behavioralWhat kind of hazards ???4.3.1 Hazard identification, risk assessment and risk control4.3.2 Legal and other requirements4.3.3 Objectives4.3.4 OH&S management programs4.4.1 Structure and responsibilities4.4.1 Structure and responsibilities4.4.2 Training, awareness and competence4.4.2 Training, awareness and competence4.4.2 Training, awareness and competence4.4.3 Consultation and communication4.4.3 Consultation and communication4.4.4 Documentation4.4.5 Document and data control4.4.6 Operational control4.4.6 Operational controlControl strategiesExamples of Operational ControlHierarchy of ControlsWhat kind of controls ???4.4.7 Emergency preparedness and response4.5.1 Performance measurement and monitoring4.5.1 Performance measurement and monitoring4.5.2 Accidents, incidents, non-conformance and corrective and preventive action4.5.2 Accidents, incidents, non-conformance and corrective and preventive action4.5.3 Records and records management4.5.3 Records and records management4.5.4 Audit4.5.4 Audit4.6 Management review4.6 Management reviewOHSAS 18001 certification flowOHSAS 18001 TrainingsLocal Contact