PRESENTATION 4 ESTABLISH AND MAINTAIN A WHS MANAGEMENT SYSTEM
PRESENTATION OBJECTIVES
At the close of this presentation you will be able to
• 4.1 Develop and provide a WHS induction and training program for all
workers as part of the organisation’s training program
• 4.2 Use a system for WHS recordkeeping to allow identification of
patterns of occupational injury and disease in the organisation, and
to maintain a record of WHS decisions made, including reasons for
the decision
• 4.3 Measure and evaluate the WHSMS in line with the organisation’s
quality systems framework
• 4.4 Develop and implement improvements to the WHSMS to achieve
organisational WHS objectives
• 4.5 Ensure compliance with the WHS legislative framework so that,
as a minimum, WHS legal requirements are achieved
DEVELOP AND PROVIDE A WHS INDUCTION AND TRAINING PROGRAM
As with any type of training, program design should follow
accepted principles of adult education, taking into
consideration four general components:
• motivation,
• transfer of information,
• opportunities to practice new skills, and
• demonstration of competence.
CONDUCTING A TRAINING NEEDS ANALYSIS (TNA)A training needs analysis will address the following types of questions:
1) What are the needs of the business?
2) Who needs to be trained / inducted?
3) What gaps exist between what the organisation needs and
has?
4) What instructional content should be covered?
5) What training methods will be most effective?
6) How will understanding and competence be evaluated?
7) How long will the training / induction sessions take?
8) How will training / inductions be scheduled and administered?
TYPES OF TRAINING
Enterprise-based delivery
Provider-based delivery Combination
Usually performed in-house by a trainer with the experience to deliver the required training.
One form of outsourced training includes sending trainees to a registered training organisation or placing the trainee on an apprenticeship/ traineeship. It might also be possible to bring a trainer/consultant into the workplace to conduct training.
An effective training course may require the use of both internal and external experts and trainers. It is common for internal trainers to have experience and knowledge on how tasks/processes are done within the organisation, and external trainers could provide government accredited training that provides more formal and generic knowledge and theory that can be used across a range of organisations.
• Various Acts and Regulations specify requirements for collecting, keeping and providing certain types of work health and safety information and records.
• The Work Health and Safety Act and the Regulations requires PCBU’s, workers, contractors and other duty holders to maintain records and other such information for specified periods of time and the required information relating to a specific hazard i.e. hazardous substances.
• There are also legal requirements for other ‘duty holders’ such as manufacturers and importers to provide information on their products to the end user.
WHS RECORD KEEPING REQUIREMENTS
• Adequate recording of the work health and safety risk management
process will help you to demonstrate that you have been actively
working to ensure work health and safety, should you need to prove
this.
• Keeping records will also help you keep track of what you have done
and are planning to do. This is likely to maximize the effective of the
process.
• Your records should show that the process has been conducted
properly and include information about the hazards and associated
risks at your workplace.
• The detail and extent of recording will depend on the size of your
workplace and the potential for major work health and safety issues.
WHS RECORD KEEPING REQUIREMENTS
WHS RECORD KEEPING REQUIREMENTSTypes of WHS Records
Sickness absence records
Workers’ individual histories of exposure (to certain substances)
Rehabilitation information
Workers compensation records
Performance appraisal and training records
Audit and inspection reports to identify faulty equipment
Workplace environmental monitoring records to identify increases in emissions, variances in exposure or changes that impact on the organisations operations.
Safety Data Sheets (SDS)
Consultation e.g. Meetings of health & safety committees, work group meeting agendas including WHS items and actions
Induction, instruction and training
Manufacturers' and suppliers' information including dangerous goods storage lists
Hazardous substance registers
Plant and equipment maintenance and testing reports
Workers compensation and rehabilitation records
First aid/medical post records
WHS records should include information on:
• how the hazards at your workplace were identified,• how the risks associated with workplace hazards were
assessed,• how control measures to manage exposure to the risks
were decided,• how control measures were implemented,• how the effectiveness of the measures were
monitored and reviewed, and• what checklists and worksheets were used when
working through the WHS risk management process.
WHS RECORD KEEPING REQUIREMENTS
INFORMATION ACCESS
HSRs are permitted to have access to information the employer may possess on:• actual or potential hazards at the workplace:• the conduct or the undertaking of the employer;• the plant or substances used for the purpose of
that undertaking.
WHSMS SOFTWARE
Software packages that assist with managing and maintaining an
effective WHSMS include:
• EasyOHS
• Qudos
• Figtree
• Maus HSS bundle
• InControl
• Head Start OHS Monitoring Software
Attributes of these software packages include, reporting, incident
recording, record keeping, trend analysis, LTIFR or classifications of
injury, budgeting, signage and printing and much more.
MONITORING AND REVIEWING WHSMS PROCEDURES
There are many methods that can be used to monitor and review
procedures and these should be considered part of your management
plan. You can complete:
• Self-assessments
• Physical inspections
• Checking and monitoring success of actions
• Audit and reassessment of risk to achieving objectives; and
• Key dates, time frames and deadlines should be set for
communicating, monitoring, reporting and review.
• The use of key performance indicators (KPIs) aligned with
operational goals work to ensure that the performance of
the organisation’s processes are measured.
• Key performance indicators must be quantifiable and
agreed upon to reflect the success of the organisation.
• They are used to provide performance goals to staff, and to
set realistic improvement targets.
USING KPIS TO MEASURE WHSMS PERFORMANCE
USING KPIS TO IMPROVE WHSMS PERFORMANCE
Quality improvement and key performance indicators aimed at
improving an WHS system should address ways in which:
• To improve productivity without putting employees at risk• To define area(s) in which an organisation needs to improve• To minimise risk• Improve training and the attendance of training• Reducing time lost due to incidents. i.e. improving rehabilitation
There are 5 main elements within a WHSMS that can be focussed on
for improvement:
1. Policy - Make sure that your system is aimed at WHS
improvement and ensuring that your organisation complies with
legislative policy.
2. Planning - The effective management of WHS requires that the
roles, responsibilities, accountabilities and authority of all staff
are defined in the organisations policy and procedures and job
descriptions. These responsibilities may require:
3. WHS legal and other obligations - Hazard identification, risk
assessment and control, WHS Policies aimed at the continuous
improvement of WHS processes.
IMPROVING ELEMENTS OF A WHSMS
4. Implementation - WHS policies, procedures, objectives, targets, roles and responsibilities should be implemented through rigorous document and data control, including:
• Version control• Staff referencing • WHS policies and procedure manuals • Managing hazards• Defining requirements for contractors and suppliers; and• Developing an appropriate emergency response capability.
5. Measurements and evaluation - Procedures relating to Inspection, testing
and monitoring including:
• Performance measurement• Both internal and external auditing• Incident investigation and external reporting• Records demonstrating compliance• Management review and implementation • Corrective actions used to ensure that the same WHS issue does not
arise.
IMPROVING ELEMENTS OF A WHSMS
Employers have a “duty of care” to provide a safe work place and
systems of work in consultation with their team and to keep their
team informed about changes in WHS legislation.
The objective of the WHS Act (2011) is to ensure that a safe
workplace is created free form risk or illness or injury. For that end,
compliance must be demonstrated in regards to:
• A Safety Management System• Responsibilities and Accountabilities• Consultation• Risk Management• Information, instructions and training• Managing injuries• Record-keeping• Monitoring, review and improvement• Resource management• Corporate risk
ENSURING COMPLIANCE
PRESENTATION SUMMARY
Now that you have completed this presentation you will be able to
• 4.1 Develop and provide a WHS induction and training program for all
workers as part of the organisation’s training program
• 4.2 Use a system for WHS recordkeeping to allow identification of
patterns of occupational injury and disease in the organisation, and
to maintain a record of WHS decisions made, including reasons for
the decision
• 4.3 Measure and evaluate the WHSMS in line with the organisation’s
quality systems framework
• 4.4 Develop and implement improvements to the WHSMS to achieve
organisational WHS objectives
• 4.5 Ensure compliance with the WHS legislative framework so that,
as a minimum, WHS legal requirements are achieved