HEALTH AND SAFETY MANAGEMENT SYSTEM
OHSAS 18001
Nicola Coote
What is OHSAS 18001?
• A way to measure management systems that control OH&S risks and improve performance
• It does not state specific performance criteria
• It does not specify the exact design of the management system
• Based around elimination / minimisation of risk,
to ‘mitigate’ risk
• Requires continual improvement; prioritize
• Requires conformance with an organisation’s own safety policy
What does the system contain?
PlanningPlanning
Implementation & operation
Implementation & operation
Checking & corrective
action
Checking & corrective
action
Management ReviewManagement Review
Continual Improvement
Initial ReviewInitial Review
policypolicy
What are the benefits of OHSAS ?
Organisations can demonstrate they have a management system that is recognised
Forthcoming Accreditation in UK enables that recognised standard to be verified
Can measure / demonstrate ongoing improvement
Useful when tendering for large contracts etc
Can help to reduce insurance premium
Components of OHSAS
4.1 General requirements4.2 OH&S policy4.3.1 Planning for hazard identification, risk assessment and risk control4.3.2 Legal and other requirements4.3.3 Objectives4.3.4. OH&S management programme4.4 Implementation and operation4.4.1 Structure and responsibility4.4.2 Training, awareness and competence4.4.3 Consultation and communication4.4.4 Documentation4.4.5 Document and data control4.4.6 Operational control4.4.7 Emergency preparedness and response4.5.1 Performance measurement and monitoring4.5.2 Accidents, incidents, non-conformances and corrective action4.5.3 Records and record management4.5.4 Audit
Components of OHSAS
This breaks down into 5 key components:
1. Policy (Clause 4.2)
2. Planning (inc. ‘Legal’ and ‘Risk’) (Clause 4.3)
3. Implementation and operation (Clause 4.4)
4. Checking and corrective action (Clause 4.5)
5. Management review (Clause 4.6) Note: There is a need to conduct an initial review to ascertain where your
time and resources need to focus. Therefore the following presentation will be in 6 stages rather than 5.
so let’s have a look at how it works..
Step 1 – Initial Review
This is necessary to identify
• Where you are now in relation to OHSAS 18001
• Where the gaps are and how big they are
• What time, resources and actions are needed to implement systems that will meet the standard
Step 1 – H&S Review
Status Review
Existing information, instructions & allocated
resources
Policy
Best practice/Guidance
from Sector
Legislation & Regulations
Step 2 - OH&S Policy
• Must be signed by senior management
• State commitment to continual improvement
• Commit to comply with current H&S legislation
• Be communicated to all employees
• Be available to all interested parties
• Reviewed by senior management (reports on performance of management system must be presented to senior management)
Note: the key difference to look for is commitment to continual improvement, senior management led.
Step 2 – OH&S Policy
How do you:
? Make staff aware of the policy
? Inform them when it is changed
? Involve staff in the design / implementation of the policy
? Publicize your policy to other interested parties
? Record acknowledgement of receipt and understanding of policy, given language and literacy levels
? Keep it up to date
Step 2 – OH&S Policy Targets and Objectives
Does your policy:
? Include specific objectives and targets
? Have visible commitment of senior management (how is this commitment communicated)
? Include a commitment to continual improvement.
? Commit to comply with current applicable legislation and other relevant industry guidance and standards
? Clearly define responsibilities at all levels of employment
? Measure effectiveness / implementation of responsibilities against performance
Specific
Measurable
Achievable
Realistic
Time bound
Step 2 – PolicySetting targets and objectives
Quantify them !
Targets must
be
Step 3 - Planning
Hazard identification etc
Risk assessment system throughout whole site, which covers:
• Routine and non-routine activities
• Activities of staff, contractors, visitors etc
• Workplace facilities, conditions etc
The system must include:
• methodology for hazard identification and risk assessment
• Identification of legal requirements
• Objective setting
• system for monitoring effectiveness of actions etc
Step 3 – Planning for hazard identification
Risk assessment
When planning for hazard identification, consider:• Day to day operational and maintenance hazards
• Non-routine (one-off) hazards or deviations from routine hazards
• Methods you are going to use to identify hazards (eg spot checks, inspections)
• Methods you are going to use to identify consequences (eg fault tree analysis)
• Who is going to conduct inspections, risk assessments and how are these going to be robust; suitable and sufficient
• How are controls to be integrated into operational procedures
• Methods for consulting staff on findings and controls
• How assessments will be reviewed, eg following an incident
Step 3 – Planning
Legal requirements, objectives etc
• Identify what legislation applies
• Ensure there is a system for keeping up-to-date with legislation changes, ACoPS etc
• When setting objectives (KPI’s) ensure there is a link with relevant legislation
• Define targets you want achieved and timeframes
• Ensure that safety / worker representatives and other key personnel are familiar with systems for identifying legislation, obtaining information etc
• Ensure worker representatives and other key personnel are involved in setting targets
• Objectives and targets must be documented.
• Objectives to consider: legal, financial and operational issues
Step 4 – Implementation and operation
The OH&S Management Programme
A programme is needed to say how the objectives will be achieved, and to include:
• Responsibility and authority for achieving the objectives
• Means and time-scales for achievement
• Arrangements for review at regular and planned intervals
• Arrangements to amend, to address changes to activities, services, operating conditions etc
Step 4 – Implementation and Operation
Example
Action Timescale Cost Responsibility Sign off
Install a new tiled floor in Cheltenham branch
End Dec 2006
£10,000 C. U. Later
Complete MH risk assessments all branches
End March 2007
£4,500 B.A.C. Ache
Complete MH training for all staff
End Sept 2007
£7,000 N.Yr. Trolley
Step 4 – Implementation and Operation
Training and competence
All personnel to be competent to:
• Perform tasks safely
• Understand importance of conformance to the OH&S policy and procedures
• Know roles and responsibilities of others
• Potential consequences of departure from policy
Training to take account of risk, literacy, ability etc.
Step 4 – Implementation and operation
General issues
• Ensure method statements are in place that detail processes to minimize or eliminate risks
• Consider industry requirements and recommended codes of practice
• Safe systems of work need to be communicated to staff with low literacy levels or poor understanding of English
• Operational plans for implementing legal and other requirements are in place
• A process should be in place to communicate changes in legislation to affected staff
• Ensure there are regular meetings as a route to communication
• Consider bulletin boards and newsletters; these should be included in auditing
Step 4 – Implementation and operation
Documentation and data control
Procedures for document control needed to ensure they:
• adequately reflect the management system
• can be located / easily retrieved
• are periodically reviewed/ updated etc
• current versions are available at all locations
• obsolete documents are removed
• Identifiable and traceable to activities
• Protected against damage
• Maintained to demonstrate conformance to OHSAS 18001
• Archived documents are retained for legal preservation
Step 4 - Operational control
What to look for
Physical checks often help to identify if controls are effective
Step 4 - Operational control
What to look for
Note the pallet in the walkway
Step 4 - Operational control
What to look for
Step 4 - Operational control
What to look for
Operational control should include contractor and customer activities
Step 4 - Operational control
What to look for
Simple observations can identify deeper problems in systems
Step 4 - Operational control
What to look for
Good / bad procedures for work at height or contractor work
Step 4 - Operational control
What to look for
Pre OHSAS 18001
Post OHSAS 18001
Step 4 – Implementation and operation
Emergency preparedness / response
System required to:
• Identify potential for incidents / emergencies (eg disaster recovery plan)
• Deal with emergency responses
• Test emergency procedures, where practicable
• Ensure staff are involved in development of plans
• Provide information to visitors, contractors etc
• Review emergency arrangements
• Record dangerous occurrences.
Step 5
Performance measurement and monitoring
Procedures must be in place to:
• Measure performance on a regular basis
• Monitor the extent to which OH&S objectives are being met
• Implement proactive monitoring measures
• Implement reactive monitoring measures
• Ensure monitoring equipment is calibrated/maintained .
Records of the above to be kept.
Step 5
Performance measurement and monitoring
• Measure against objectives and targets
• Measure actual activity against planned activity
• Measure against previous reporting of ill health, accidents and incidents
• Check completion of corrective actions
• Check whether corrective action has been effective !
Step 5
Performance measuring and monitoring
Procedures need to define responsibility and authority for:
• Handling accidents
• Investigating accidents
• Dealing with breaches in procedures that resulted in an incident / accident
• Actions to mitigate consequences arising from accidents etc
• Initiation / completion of preventive / corrective actions
• Where performance is not meeting criteria, the root causes need to be identified and addressed
Step 6
Audit and management reviewAuditing needed to establish:
• Strengths and weaknesses in management system
• Conformance with OHSAS 18001
• Whether systems are properly implemented
• Proper maintenance of systems / procedures
• Review of previous audits
• Will form basis for action plan for the next year
• Results must be communicated to relevant personnel
Audit results to be informed to senior management.
Step 6
Management reviewConsiders the overall performance of the OH&S system
• A programme of review should be identified: weekly, monthly, annually, etc.
• Frequency may need to be revised in-line with system maturity, audit outputs and results
• Audit results should form the basis of review
• Review should be documented
• Review should be linked to risk assessment
• Audit schedules should be established based upon results of risk assessments
Senior management to undertake management review
Non-Conformance to the Standard
• No risk assessments
• No objectives / targets
• Poor communication• Poor documentation• No management
review• Legal breach.
• Notice board not up to date
• PPE showing signs of wear
• Poor housekeeping
Major non-conformance Minor non-conformance
Registration Process
STAGE ONEDesk top review,
inc. clause 4.3
STAGE TWOImplementation
audit
Address non-conformances
Introductory visit- Conducted early on in the project.
Identifies areas that are OK and which areas need more work.
Nicola Coote, CFIOSH, MIIRSM, MCIPD, Sp Dip Env Man
Director
Tel; 01622 717700Website: www.phsc.co.uk