hazard prevention programs and ohs management systems

www.ccohs.ca

Hazard Prevention Programs and OHS

Management Systems

Health & Safety Open House Chris Moore

Canadian Centre for Occupational Health and Safety www.ccohs.ca

This Session

Brief introduction to CCOHSWhat do you need to do to set up a Hazard Prevention Program?What is an Occupational Health & Safety Management System (OHSMS)?How does your HPP relate to OHSMSs?OHSMS Standards Benefits of an OHSMSWhat you need to do to implement an OHSMS


About CCOHS

Canada’s national centre for workplace health and safety.

A federal government agency.

Governed by a tripartite Council ensures a balanced, impartial approach to workplace health and safety issues.

A world leader in the dissemination of information and best practices in understanding and improving workplace health and safety practices.

We have an established history of collaborating with many Canadian and international partners.


Our Mandate

“to promote health and safety in the workplace and to enhance the physical and mental health of working people.”


What We Do

Serve Canadians with credible, reliable tools and resources in English and French to improve workplace health and safety programs.

Provide information, training, education, management systems and solutions that support health, safety and wellness programs, and assist organizations in meeting regulatory requirements.

We have developed a wide range of products and services that empower health and safety practices in the workplace.


What We Don’t Do

Write legislation

Develop government policy

Provide legal advice

Perform inspections

Enforce legislation


What is a Hazard Prevention Program?

• Every federal workplace is required to have a Hazard Prevention Program (HPP)

• An HPP is an Occupational Health & Safety Program that is compliant with federal legislation

• Specific requirements are outlined in Part XIX of Canada Occupational Health and Safety Regulations


HPP Requirements


What is an OHSMS?

“part of the overall management of the organization that addresses OHS hazards and risks associated with its activities” – CSA Z1000

“a systematic set of plans, actions and procedures to help employers plan, do, check and act in order to manage, and continually improve, health and safety in the workplace” –LIAISON (CCOHS)

“A way of making sure you have all your ducks in a row, and keeping them there” - CM


OHSMS Standards

CSA Z1000OHSAS 18001:1999 and 2007 (BSI)ILO-OHS 2001ANSI-AIHA Z10And others…


How does your Hazard Prevention Program relate to an OHSMS?

Your HPP describes and addresses hazards in the work place. If you have a good HPP, you’re well on your way (programs are based on management system principles)All elements of your HPP are part of the OHSMS


HPP - Basic Steps

Develop a plan with a proposed implementation scheduleDecide how you are going to identify and assess hazards (e.g. job safety analysis)Identify the hazards in your work place and prioritize themPut preventive measures in placeEducate employees on hazards and preventive measuresReview everything periodically


HPP - Address these hazards

At a minimum, your plan must address the following:

Ergonomic hazardsPregnant and nursing womenViolence in the work placeWHMIS

…as well as other hazards specific to your work place


What’s in an OHSMS Standard That’s Notin Typical OHS Program Requirements

Explicit requirement for senior management leadership, commitment and responsibility

Emphasis on ongoing overall review and evaluation using the Plan Do Check Act model

Emphasis on documentation – policy, OHS objectives and targets, training, OHS communications, procedures, etc.


Why would you want an OHSMS?

Lets you use a recognized, proven approach to

Risk managementIllness and injury reduction



An OHSMS engages all employees

Managers, supervisors and employees all understand their roles in the systemAll workplace participants are involved in creation, evaluation and continual improvementCommunication is integral to OHSMS



All documentation related to health and safety is controlled and accessible

policies, procedures, legislation, audits, tools, checklists, training, committee minutes, reports, records etc.



Helps you demonstrate due diligence

Provides an overall framework for legal compliance - show what the employer is doing to provide a safe and healthy workplaceKeep workers informed and involved



Demonstrates your department’s commitment to health & safety

To your clientsTo your stakeholdersTo the community



Complements other management systems, e.g.

EnvironmentQuality



Last but not least – helps you to continually improve health and safety performance!

Strong emphasis on periodic review and evaluationPlan, Do, Check, Act cycle is the basis of most OHSMS


What do You Need to do to Establish an OHSMS?

1. Decide on a standard2. Ensure CEO/top management commitment3. Assign responsibility to an OHSMS Leader4. Establish an OHSMS Team5. Establish other roles and responsibilities, such

as Human Resources Manager, Facilities Manager

Notes from previous page

1. If you don’t know, Z1000 is a good bet. If you have locations in other countries, the most recognized standard internationally is OHSAS 18001. They are very similar. Other management systems in place? Environment? Quality?

International? Interprovincial?

2. Must ensure that:Adequate resources are provided to implement and maintain OHSMSWorkers and workers’ representatives given the authority to participate in OHSMS implementation and maintenanceThe program is monitored regularlyContinual improvements are ongoing

3. Has specific responsibilities and authority with regard to OHSMS

Ensures processes to identify and minimize/eliminate hazards and risks are in place and workingReports on OHSMS performance to management and workersLeads implementation of improvements identified by OHSMS reviewEnsures participation of all workplace parties in the process

4. Focal point for all activities related to OHSMSIncludes representatives from management and workersAt least one representative from each operational area of the organizationThey address: Compliance with legislation and other requirementsInjury and illness preventionOHS awarenessTraining


Plan, Do, Check, Act - Plan

Identify OHS legislation and other requirements, including collective agreements, industry standards, etc., that apply to your industry and workplace Identify and prioritize OHS issues within your organization, including hazards and risks Identify deficiencies and opportunities for improvement in the OHSMS Establish objectives and targets that are appropriate to your organization and its commitment to continuous improvement


Plan (cont’d)

In the planning process, you should assess:Existing workplace health and safety programs and procedures Previous assessments of your workplace health and safety programs Policies and procedures for : • Communication • Procurement • Contracting • Incident Investigation • OHS and Wellness training and education

Industry standards


Plan (cont’d)

Assess:Resources (human, financial and technical) assigned to the workplace health and safety processes and programs Other relevant management systems already in place


Plan, Do Check, Act - Do

Implementation and documentationDevelop an implementation plan that includes:• Resources• Responsibilities• Timeframes for completion• Measurement of progress


Do (cont’d)

Consider:Prevention and protection - implementing proactive measures to eliminate or minimize health and safety hazards and prevent the occurrence of injuries and illnessesEmergency plans - establish and maintain procedures to prevent and respond to emergencies


Do (cont’d)

Consider:Training - All employees must be aware of their roles and responsibilities and be competent and trained on the hazards and potential risks of their workCommunication - establish and maintain procedures to communicate information about health and safety in the workplace


Do (cont’d)

Consider:Procurement - Establish a process regarding the purchase of products, supplies, equipment, materials and other goods consistent with OHSMS Contracting - Integrate the contractor selection process into the OHSMS, considering OHS performance criteria, contractor qualifications, etc.


Do (cont’d)

Consider:Change management - All aspects of change must be evaluated, including:• Design stage for new processes or operations • Significant changes occur to equipment, work

procedures, staffing, products, services, suppliers or organizational structure

• Developments in health and safety knowledge and technology

• New or amended legislation and other requirements


Do (cont’d)

Consider:Documentation - OHS policy and performance measures, assignment of duties and responsibilities for OHSMS implementation, regulatory compliance, etc.• Available to all employees as appropriate


Do (cont’d)

Consider:Document control - The various documents required for the OHSMS should be created, approved, maintained, and revised to ensure they are appropriate and up to date• Documents must be properly controlled

using specific procedures


Do (cont’d)

Consider:Record control - All records must be properly identified, filed for ready retrieval, and retained for the time period required under the law• Privacy requirements must also be

considered, to ensure that only the appropriate people will have access to the information


Plan, Do, Check, Act - Check

Evaluate the effectiveness of your OHSMS

Consider:Are the OHS policy and objectives being achieved? Have risk controls been implemented and been effective? Have OHSMS system failures been addressed, including accidents, incidents, illnesses and near misses?


Check (cont’d)

Evaluate the effectiveness of your OHSMS

Consider:Are training programs for employees effective? Are communication programs, for employees and external interested parties, effective? Is information for the continual improvement of the OHSMS being produced, reviewed and used?


Check (cont’d)

Measure and monitorAchievements and performance, both in terms of OHS in the workplace and the OHSMS, must be monitored, measured and recorded

Investigate incidentsEstablish written procedures for reporting and investigating work-related injuries, illnesses, fatalities as well as incidents and near missesCommunicate results and recommendations of the investigation to the appropriate workplace parties for corrective action


Check (cont’d)

AuditsEffectiveness of the OHSMS in achieving the objectives and targets Effectiveness of worker and worker representative participation Compliance with the OHSMS Standard Compliance with OHS laws and other requirements Implementation and completion of evaluations, actions and reviews Promotion of continuous improvements and improved procedures, practices and programs


Check (cont’d)

Evaluate and correctEstablish and maintain procedures to identify any real or potential non-conformances and to address the preventive and corrective actions necessary. Consider:• Investigation of incidents • Inspections • Management of change processes • Audits of the OHSMS • Recommendations from the workplace health and

safety committee • Suggestions/concerns received from workers and

worker representatives


Plan, Do, Check, Act - Act

Regularly scheduled reviews of the OHSMS by top management.

Consider:OHS objectives and targets OHS policy Hazard and risk identification and assessment results Monitoring and measurement results Preventive and corrective actions Changes in OHS Legislative requirements New OHS related informationAudit results and recommendations

www.ccohs.ca

Wow! That’s a lot!


Help is available!

Professional help• Safe Workplace Associations • OHS consultants• CCOHS

Training – e.g. CSA courses, CCOHS e-coursesStandards themselves • e.g. CSA Z1000 spells out what you need to do

Electronic tools• e.g. OSH Works


CCOHS E-courses

Federal Hazard Prevention Program

Occupational Health, Safety and Environmental Management Systems: Awareness (free overview)

Occupational Health and Safety Management Systems(more detailed explanation of what you need to do)

Occupational Health, Safety and Environmental Management Systems (if you are going to implement both OHS and Environmental Management Systems)


OSH Works

Web-based framework for your OHSMSDesigned around Plan-Do-Check-Act approach to continual improvementProvides guidance on meeting the requirements of OHSMS standards, walks you through implementationProvides a repository for OHS and OHSMS documents and recordsAllows “leaders” to assign tasks/ responsibilities, and reminds everyone when tasks are due or overdueLets you assess your progress towards OHSMS implementation

www.ccohs.ca

Thank you!Chris Moore

[email protected] x4462

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