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OHSAS 18001: 1999

Occupational Health and Safety Management System

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Contents

• What is a Management System?• Drivers for implementing a Health and Safety Management

System• What is OHSAS 18001• Implementation of OHSAS 18001• Q & A

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What is a Management System?

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Management Systems

• ISO 9001 Quality Management

• ISO 14001 Environmental Management

• ISO 27001 Information Security Management

• OHSAS 18001 Occupational Health and Safety Management

• Each designed to provide a systematic approach to undertaking business activities

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Management System Model

• Management systems are designed to be compatible, allowing organisation to implement any or all that fit their business needs as either stand alone or integrated systems.

• Based on the Deming model - Plan – Do – Check – Act

• Comprising of five main elements

• Policy• Planning• Implementation and Operation• Checking and Corrective Action• Management Review

• And demonstrating a commitment to continual improvement

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Benefits of an Externally Verified Management System

• External audits ensure that operational controls are maintained

• Reduced risk of accidents and financial losses

• Use of the ‘BSI registered symbol’

• Maintain legal compliance

• Drive continual improvement

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Development of Health and Safety Management Systems

• 1991 – HSG 65

• 1996 – BS 8800

• 1999 – OHSAS 18001

• 2000 – Revitalising Health & Safety

• 2004 – BS 8800 (revised)

• 2005 – OHSAS 18001 (revised)

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Document Set

• OHSAS 18001: 1999 (Revised in 2005)

Specification for occupational health and safety management systems

• OHSAS 18002: 2000

Guidelines for the implementation of OHSAS 18001

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Other Documents

• BS 8800: 2004

Guide to Occupational Health and Safety Management Systems

• HS(G) 65

Successful Health and Safety Management

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Drivers

• Moral

• Legal

• Financial

• Corporate Governance

• Insurance

• Customers

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Moral

• 235 people killed in the U.K. last year in work

related incidents

• 0.81 deaths per 100,000 workers

• 2.2 m people suffered from work related illness

• Employees working in SMEs are twice has likely to be seriously injured or killed

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Financial

• 39 million days lost per annum

• 30 million days lost due to work related illness

• 9 million due lost due to injury

• Cost to business £25 billion per annum

• Uninsured costs typically 10 x more than insurance costs.

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Corporate Governance

Company Law Review

• Private companies >£500million t/o

• PLCs > £50million t/o

• Fair and true Financial and Operating Report

• Information on risks and strategies

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Insurance

• Evidence of management of risk

• Reduction in liability

All factors that effect insurance premiums

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SOCRATES “There is but one certain thing for Managers and Supervisors alike and that is NEVER HOPE FOR SAFETY”.

STELLIOS “if you think safety is expensive – try having an accident!!!

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OHSAS 18001

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The OHSAS 18001 Approach

PlanningPlanningImplementation &

operation

Implementation & operation

Checking & corrective

action

Checking & corrective

action

Management ReviewManagement Review

Continual Improvement

policypolicy

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HS (G ) 65

External Factors Internal Factors

Audit

Initial & PeriodicStatus Review

Policy

Organising

Planning andImplementing

Measuring Performance

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The OHSAS 18001 Approach

PlanningPlanningImplementation &

operation

Implementation & operation

Checking & corrective

action

Checking & corrective

action

Management ReviewManagement Review

Continual Improvement

Initial ReviewInitial Review

policypolicy

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The OHSAS 18001 Approach

Initial ReviewInitial Review

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Status Review

Status Review

Existing information, instructions & allocated

resources

Policy

Best practice/Guidance

from Sector

Legislation & Regulations

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The OHSAS 18001 Approach

Initial ReviewInitial Review

policypolicy

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Requirements of OHSAS 18001

• Clause 4.2 OH&S Policy

• The Policy should be appropriate to the organisations OH&S risks

• Include a commitment to continual improvement

• Include a commitment to comply to legislation

• Be documented

• All employees be made aware of their individual obligations

• Be available to all interested parties

• Be reviewed for its appropriateness periodically

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We will achieve the best practiceStandards of health and safety  As a minimum we will conduct ourOperations to fully comply with all Statutory regulations concerningHealth safety and welfare

Typical policy courtesy of Freudenberg TP - Bill Akers

This policy document is a statement of the company’s responsibility to achieve the bestPractice available for the Health and Safety standards that are required to give the companyStatutory compliance with all current legislationAnd regulations within the EU and UK. POLICY STATEMENT As a reputable and caring company Freudenberg Technical Products will conduct its business to ensure the protection of its employees, customers, suppliers, contractors neighbours and the general public. As a minimum we will conduct our operations to fully comply with all statutory regulations concerning health safety and welfare and this will be achieved by effective management and planning with the aim of continual improvement and this policy will be reviewed periodically.These issues will receive equal priority with all other forms of business and business planningWithin the management function. Training will be made available to all levels of management and key personnel to ensure they Understand their corporate and personal responsibilities for health safety and welfare. All employees will be informed of: 1)     The company’s responsibility.2)     Managers & Supervisors responsibility3)     Personal responsibilities both to themselves and others. Signed___________________________

Health and Safety Manager

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The Managing Director has the ultimate responsibility for all Health and Safety and he must ensure that adequate funds are available and that Health and Safety is given the same priority as all other business issues within Freudenberg Technical Products

Policy continued

ORGANISATIONAL DETAILS FOR HEALTH AND SAFETY 

The managing director has the ultimate responsibility for all Health and Safety at work He will ensure that adequate funds are available and that there is an effective policy in place and that Health and Safety is monitored and given the same priority as any other part of the business. He will ensure that all systems are implemented and that an effective policy is in place with all significant matters relating to Health and Safety been reported to the parent board. 

Signed___________ Managing Director

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The OHSAS 18001 Approach

PlanningPlanning

Initial ReviewInitial Review

policypolicy

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Requirements of OHSAS 18001

• Clause 4.3 Planning, the core of the 18001 specification

• Hazard identification, risk assessment and risk control

– Agree methodology

• Identification of legal requirements

• Objective setting

• Development of Management programmes

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Initial Review - Hazard – Universal Exports

Work activity

Hazard Exposure Legal

Machine operator

- Electricity- Noise- Moving parts- Fork Lift Trucks

20 people working in the factory

8 hours per day

Max 60 min durations

Management of Health & Safety RegsNoise RegulationsElectricity at Work RegulationsProvision and Use of Work Equipment Regulations

Cleaning - Lone working- Slips & trips (wet floors- Use of chemicals – (fumes, mixing chemicals -adverse reactions etc)- Lifting- Electricity- Working at Height

Contractors – 10

Part time –

2 hours/evening

Management of Health & Safety at Work RegulationsControl of Substances Hazardous to Health (COSHH)Provision and Use of Work Equipment RegulationsManual Handling Regulations

Both contractor and Client must consider togetherrisk assessment and preventative and proactive steps to the work force, note:Health and safety responsibilities are defined by thecriminal law and cannot be passes on from one partyto another by a contract.

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Computation of Risk

Every year Every day

Lost time injury

Fatality

1 2 3

2

3

4

6

6

9

(1-3)

(1-3)

Likelihood

Severity

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Example Risk Level Estimator

Slightly harmful

Harmful Extremely harmful

Highly unlikely

Trivial Tolerable Moderate

Unlikely Tolerable Moderate Substantial

Likely Moderate Substantial IIInnntttooollleeerrraaabbbllleee

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Initial Review – Universal Exports

Work activity

Hazard Exposure Legal Control measures

risk priority

Machine operation

- Electricity- Noise- Moving parts- Fork Lift Trucks

20 people working in the factory

8 hours per day

Max 60 min durations

Management Regs

Noise Regs

Electrical Regs

Welfare Regs

- Hearing protection available- Guards (fixed)- Maintenance- PAT Testing- Trained operators

Tolerable

Priority 3 (low)

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Lets say we have no controls in place for contractors:

Activity

Hazard Exposure Legal Controls

risk Intolerable

Cleaning

- Lone working- Slips & trips (wet floors- Use of chemicals – (fumes, mixing chemicals -adverse reactions etc)- Lifting- Electricity- Working at Height

Contractor – 10

Part time - 2 hours / evening

-Contract with supplier is prime legal driver

COSHHPUWER

none Intolerable

Priority 1Verify contractors risk assessment methods and safe systems of work. Both contractor and Client must consider together risk assessment and preventative and proactive steps to the work forceHealth and safety responsibilities are defined by criminal law and cannot be passes on from one party to another by a contract…See ‘Use of contractors on HSE web site’

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Case study

• Health and safety responsibilities are defined by the criminal law and cannot be passes on from one party to another by a contract…

• See ‘Use of contractors on HSE web site’.

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Statement for: Control of Contractors POLICY:

ObjectivesTo ensure all contractors whilst carrying out work for FTP take reasonable care for their own safety as well as for the health and safety of company employees and any other persons who may be affected by their activities.

To ensure all contractors comply with the company policies and procedures and with any statutory provisions placed upon them or the company.  Implementation All Contractors must complete a permit to work before any work is carried out on Site this must include H&S Policy, Insurance Policy, Method Statement, There are NO exceptions to this rule under any circumstances All contracts will include obligations for health and safety; full details of these obligations will be available on site.All contractors will be issued with an FTP identification badge and informed of the contact person who will be responsible for implementation.All contractors will be issued with a Contractors Handout when they arrive on site. It will contain details of our Environmental Health and Safety Requirements.  REFERENCE DOCUMENTATION:Health and Safety at Work Act 1974VA 145 13 076 Permit to Work Procedure

 

Example of a Control Measure

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The OHSAS 18001 Approach

PlanningPlanningImplementation &

operation

Implementation & operation

Initial ReviewInitial Review

policypolicy

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Requirements of OHSAS 18001

• Clause 4.4 Implementation and Operation

• Structure and responsibility

• Training, awareness, competence

• Consultation and communication

• Documentation, change control

NB kept to the minimum required for effectiveness

• Operational control

• Emergency preparedness and response

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• PPE

• Visitors

• First aid

• COSHH

• Lone working

• Permit to work • Process training

Implementation and Operation

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 We will encourage all Managers and Supervisors to take ownership of Health and Safety within there areaEmployees must take ownership of there work space and equipment

Policy continuedMANAGERS

Each manager is responsible for the day-to-day safety of his work area and all employees under his control.To this end he will ensure that all employees fully understand the company Health and Safety Policy and that all company directives and procedures are fully complied with.The manager will ensure that his department has documented procedures for all Health and Safety and auditing standards.. a)     The provision and maintenance of safe plant and equipment and all safe systems of work.b)     The provision for safe storage handling and transportation of articles and substances.c)      The provision of information instruction training and supervision.d)     The provision of safe access and egresse)     The provision of a safe working environmentf)      The provision of good welfare facilities.g)     The provision of First Aid and Occupational Health facilitiesh)      Ensure any new machinery either purchased or delivered complies with all existing Health and Safety legislationi)        Prior to going into production. To assist in achieving these standards a full time Safety Manger will provide advice and resources to each of the business managers.Risk Assessments will be carried out on a 18 Month cycle except when the risk becomes intolerable or when a change in production is to be carried out Managers must ensure that the Safety Department is aware of all changes taking place that include any form or movement of machinery.Trained personnel must only carry out risk Assessments.

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Supervisors and Team LeadersHave the day-to-day responsibility for health and safety in their respective areas.

Policy continuedSupervisors and Team Leaders

On a day-to-day basis the Supervisor or Team Leader have control of health safety and welfare within their respective areas. They must be familiar with the company’s Safety Policy and actively support the company on any Safety matters this will include attendance at monthly Safety meetings and the support of any Safety training that may be taking place. Their specific responsibilities will include 1)     Ensuring that all machinery and equipment is safe and maintained as appropriate. 2)     Report all accidents near misses and dangerous occurrences and ensure that the required investigations are carried out  3)     Ensure that all employees under their control carryout their duties in a safe way at all times while at work. 4)     Maintain a good standard of housekeeping at all times  5)     Make recommendations to their business manager on matters regarding Health Safety and Welfare.

 

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Safety Representatives hold a key role of being the employee representatives on matters relating to Health, Safety and Welfare

Policy continued Safety Representatives.

Freudenberg Technical Products fully supports employee representation on health safety and welfare matters.The company views Safety Representatives as playing a key role in consultations with the employer and considers the Safety Representative to be one of the main links of any Health and Safety Committee. In addition to this The Safety Representative shall promote Health and Safety to all employees and will have the following functions 1)     They will investigate complaints by an employee that relate to that employee’s Health Safety and Welfare. 2)     They will make representations to the employer on matters regarding Health Safety and Welfare.3)     They will make representations to the employer on general matters that may have Health and Safety Concerns.4)     Carryout inspections of the workplace and document in accordance with company procedures.5)     Represent all employees in consultation with officers and inspectors of the Health and Safety Executive or any other enforcing authority. 6)     Receive any instructions or information from officers or inspectors affecting the employee’s health safety and welfare. Safety Representatives should receive training to give them the skill and knowledge that will allow them to fulfil their obligations.Safety Representatives names should be included in any Inductions given to new employees.

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  Employees. It is Freudenberg Technical Products policy that all employees shall fully comply with all legislation and anySpecific safety instructions or safety procedures this forms part of their conditions of employment.

 Policy continuedEmployees. All employees have a Legal Duty while at work TO: 1)     Take responsibility for their own and that of others Health and Safety and except responsibility for all of there acts or omissions whilst in the place of work.   Co-Operate with their employer at all times enabling the employer to comply with all duties and requirements that may be placed upon them.  3)     Report to the Supervisor or Manager any faults in plant machinery and equipment or indeed any dangerous situation.  4)     Not interfere with or misuse anything that belongs to the company that is in the best interests of Health and Safety  5)     Comply with all Health and Safety Instructions given to them by any person in authority. Reporting of Faults and Dangerous Situations. Every employee has a legal duty to report to there Team Leader or Supervisor any faults to any plant or equipment.If the response they receive is not satisfactory then they should contact the Health and Safety Department.

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The Formalised System

• Paper or electronic• Stand-alone or integrated• Typical structure includes: Policy Procedures Processes Associated documents/records

e.g. Accident records, completed risk assessments (COSHH, Fire, DSE)

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Procedures

Work Instructions,checklists, forms,

Records

PolicyPolicy, Scope

Describes processeswho, what, when, where

Describes how tasks andspecific activities are done

Provides objective Evidence of compliance to OHS requirements clause 4.5

Level 1

Level 2

Level 3

Level 4

OHSMS Documentation

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The OHSAS 18001 Approach

PlanningPlanningImplementation &

operation

Implementation & operation

Checking & corrective

action

Checking & corrective

action

Initial ReviewInitial Review

policypolicy

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Requirements of OHSAS 18001

• Clause 4.5 Checking and corrective action

• Performance measuring and monitoring

• Accident, incident, non-conformance and corrective and preventive actions

• Records and records management

• Audits

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Monitoring and Measurement

Proactive

• Internal Audits• Objective achievement• Training effectiveness• Staff attitudes• Health surveillance• Exposure levels• Use of PPE

Reactive

• Unsafe acts• Near misses• Accidents• Sickness absence• Complaints• Regulatory Issues

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The OHSAS 18001 Approach

PlanningPlanningImplementation &

operation

Implementation & operation

Checking & corrective

action

Checking & corrective

action

Management ReviewManagement Review

Initial ReviewInitial Review

policypolicy

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Requirements of OHSAS 18001

• Clause 4.6 Management Review

The periodic review of the management system

• The results of Internal Audits• Changes to the OHSMS• Incident/accident reporting and outcomes• New/changes to legislation• New/changes to processes• Objectives and policy

• Consider changes to the organisation, are our objectives still relevant.

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Management Review

Audits –External

-Internal

Organisation changes

Actions Outstanding

Objectives & Targets

Accidents/Incidents

Operational Control

Legal Compliance

Policy

Training/competency

Audits –External

-Internal

Organisation changes

Actions Outstanding

Objectives & Targets

Accidents/Incidents

Operational Control

Legal Compliance

Policy

Training/competency

Improvement action

planReview

Inputs What needs to change? Outputs

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Route to Registration

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Registration Process

PHASE ONEDesk top review

PHASE TWOImplementation

audit

Address non-conformances

Introductory visit- gap analysis.

Conducted early on in the project.Identifies areas that are OK

and which areas need more work.

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Certification Benefits

• External audits ensure that operational controls are maintained

• Reduced risk of accidents/incidents and financial losses

• Use of the ‘BSI Registered symbol’

• Maintain legal compliance

• Drive Continual Improvement

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Questions?