WHS for Health and Safety Committees – NSW Edition
Lesson 4 – Topic 4: Occupational Health and Safety Systems (OHSMS)
Definition – Occupational Health and Safety Management Systems (OHSMS)
“That part of the overall management system which includes organizational structure, planning activities, responsibilities, practices, procedures, processes and resources for developing, implementing, achieving, reviewing and maintaining the OH&S policy, and so managing the WHS risks associated with the business of the organization.”
(From: Australian/New Zealand Standard 4804 General guidelines on principles, systems and supporting techniques)
There are many different OHSMS templates available. Some of them are formulated by regulatory bodies, others by WHS consultants.
An OHSMS aims to support the achievement of the highest level of WHS performance through systematic elimination or control of workplace risks. It sets an agenda for action (e.g. policies and procedures) to fulfill an organization’s duty of care in work health and safety.
There are a couple of industry standards that deal with and OHSMS, for example:
ISO 45001 – Occupational Health and Safety or
AS/NZS 4801 Occupational health and safety management systems – Specification with guidance for use
are used as the benchmark to assess (audit) Occupational Health & Safety Management systems for organizations.
Why have an OHSMS?
- a systematic approach to managing safety can contribute to optimal safety outcomes
- a concern from interested parties about WHS matters
- a desire to improve WHS performance
- requirements by external bodies
- to assist in meeting legal requirements
- meet the organization’s policy requirements
Principles of an OHSMS
An OHSMS is comprised of various “principles”. The below example has 5 principles which can be broken down into various elements.
Elements of an OHSMS
Each OHSMS contains “elements” embedded within each of the 5 principles. An element can be regarded as a “subject” and has the policies and procedures in it relevant to the OHSMS principle it is embedded in. Below are some examples of elements within each of the OHSMS principles. There are many different templates for OHSMSs. Regulators may have particular requirements for an OHSMS, for example a management system for organizations who wish to become Self Insured.
1 – WHS Policy
WHS Policy
Management commitment is essential for the success of a health and safety management program.
This commitment should be expressed in the organization’s WHS policy. This policy should be signed by the most senior person on site, and designed/reviewed in consultation with workers.
The WHS policy should include a commitment to:
- The risk management process
- Comply with relevant legislation
- Establish measurable objectives and targets for WHS
- Provide appropriate WHS training to all workers.
- The consultation process
- The dissemination of WHS information to all in the workplace.
- Regular WHS policy review to ensure its relevance
- Communicate the policy and make it available to all workers and other interested parties
- Provide sufficient resources to ensure effective implementation of the policy
- Regularly audit the OHSMS to ensure continuous improvement.
- Set safety responsibilities, accountabilities and authorities of all staff
2 – Planning
The organization should plan to meet its WHS policy objectives and targets. A way to systematically plan and manage health and safety in the workplace is to build risk management and consultation into all those activities, products and services that have WHS implications. A management plan describes the means by which the WHS policy objectives are met. This plan may be sub-divided to address specific areas of the organizations activities. Planning should consider:
1) Legal requirements and practical guidance relevant to its activities
2) The setting of objectives, targets and timeframes
3) Developing specific WHS management plans and programs
Specific WHS management programs could be designed for business activities such as:
- Purchasing goods or services
- Design
- Work procedures & document control
- Contractors, labour hire
- WHS reporting, including incident reporting and investigations
- Emergency procedures
- Hazardous chemical management
- Manual handling
- Contractor management
- WHS training and information.
So how do you Plan for Safety? A way is to build risk management into all business activities. An example of a business activity is Purchasing.
Every business purchases the services of a third party or contractors. S how do you build risk management into the business activity of purchasing the services of a contractor? The next topic: Planning for Safety – Contractor Management is an example of how this can be done.
3 – Implementation
For effective implementation, an organization should develop the capabilities and support mechanisms necessary to achieve its WHS policy. Implementation covers therefore a wide range of issues for example:
Structure and responsibility
– Financial and physical Resources
– Responsibility and accountability
– Training and competency
Training, induction & competency
– Applied to recruitment and for all workers, visitors, contractors
Consultation, communication and reporting
– Consultation on safety matters is a key area within the WHS legislation. Consultation, communication and reporting
mechanisms must be implemented that are suitable to the nature and size of the organization.
Documentation
– Policies, procedures, safety plans and other information must be documented in an organized manner.
Document & data control
– Document and data control procedures must be implemented to ensure workers are exposed to current information.
Procedures must be implemented regarding the issuance, authorization and removal of these documents.
Health & Safety Management Programs
– Methodologies for the identification, assessment and control of hazards, including public safety hazards, that are
associated with its activities, must be implemented.
Hazard identification, assessment & control
– Methodologies for the identification, assessment and control of hazards are implemented regarding processes,
design, purchasing of goods and services, inspections, selection of contractors, hazardous chemicals, plant and
equipment, emergency preparedness etc.
Emergency Procedures
– Potential emergency situations have been identified and emergency procedures are developed, documented and
regularly reviewed. This includes first aid and notification to relevant authorities.
4 – Monitoring and Evaluation
An organization should ensure there is a safety inspection, testing and monitoring program implemented that includes corrective action processes.
Inspection testing and monitoring activities should cover issues such as hazard controls, the workplace environment, health monitoring where required, calibration of testing equipment, Incident investigations, OHSMS audits, records and records management.
5 – Review and Improvement
An organization should regularly review and continually improve its OHSMS, with the objective of improving its overall WHS performance.
An OHSMS review program must be implemented to ensure its continuing suitability and effectiveness. Senior management and Officers should be involved in the program. The reviews should include OHSMS audit results, objectives, targets and performance indicators, opportunities for improvement and changing circumstances such as changes in legislation, expectations and requirements by third parties etc.
Workers and other stakeholders should be kept informed of changes and improvements flowing from the review process.
Consultation with workers and other stakeholders must occur throughout the 5 elements. A HSC can be a very effective mechanism in assisting the organization to achieve the consultation requirement.
OHSMS – A Simple Way To Get Started
The above can be quite overwhelming for small companies or those who have no OHSMS in place. The following template could be an easy start.
Below is a different but simple example of an OHSMS. It has 5 elements. The text in italics indicate procedures and policies that could be considered for each element. The procedures would with the process for managing the various topics within each element.
1) Policy, Programs & Management Responsibility
WHS Policy design, review and authorization
Define safety responsibility and accountability for all workers
Safety plans & programs
2) WHS Consultation
Consultation mechanisms such as a health and safety committee, staff meetings, toolbox talks
3) Training & information
Training Needs Analysis
Dissemination of WHS information
Safe work procedures
4) Risk Management
Workplace safety inspections
Document control
Contractor management
Hazard identification, assessment, control & review processes
Statistical information
Corrective action process
Safety reporting process
Emergency preparedness
5) Review, maintain and improve
WHS internal and third party audits
Management review
Testing and monitoring activities
Safety feedback processes.
