POLICIES, PROCEDURES, RISK MANAGEMENT AND WHS

PRESENTATION OUTLINE

The following areas are covered in this presentation:

• Policies

• Standard Operating Procedures (SOPs)

• Safe Manual Handling

• Communicating Policies and Procedures

• Procedure Manuals

• Identifying Potential Hazards

• Controlling Hazards

• Recording and Reporting Incidents/Accidents

• Evaluating of Procedures

POLICIES

• State an organisation’s official

view on a particular matter

• Is generally written at a high level

• Boards or senior managers usually

approve policies to give direction

to the organisation’s activities.

PROCEDURES

• States the steps taken to

implement the policy

• Details how a policy is

implemented

• Can evolve over time as new

tools emerge or operating risks

change

OPERATIONAL PROCEDURES

Elements of Operational Procedures

Clearly tied to policies

Useful and practical: procedures need to be developed with the user in mind with a clear guide for day-to-day action indicating

Consult with workers: who will be responsible for implementing the procedures need to be involved in development

Accurate: procedures should be accurate and up-to-date

Understandable: procedures should be written so that the steps that users need to take are easily understood and followed.

PROCEDURES MANUAL

• Commonly across most organisations procedures are grouped to

form a manual – referred to as an Operations Procedures

Manual or just an ‘Ops Manual’

Operations Procedures Manual

Safety Operations Manual Driver Operations Manual

Finance Division Operations Manual

Quality Systems Procedure Manual

LEGISLATIVE AND STANDARDS FRAMEWORK FOR OPERATIONS PROCEDURES

Regulatory Framework

ISO 9001

Australian Dangerous Goods Code

Safety Data Sheets

Other industry regulations

Other Commonwealth, State and Territory Regulations

Other Jurisdictions’ Requirements

STANDARD OPERATING PROCEDURES (SOPS)

SOPs

Best practice guide that will usually allow you to avoid issues and errors if followed correctly

If you are unsure how to complete a particular process (including whether or not it is appropriate to use formal or informal communication) you should ask a

supervisor or experienced colleague whether or not an SOP exists for that process

Following and developing SOPs will allow you to display initiative, improve productivity and show structured continuous improvement

WRITING SOPS

Type Many decisions More than 10 steps? Best SOP Format

1 No No Simple steps

2 No Yes Hierarchical or graphic

3 Yes No Flowchart

4 Yes Yes Flowchart

Types of SOP Formats

Simple Steps format: for routine procedures

Hierarchical steps: for long procedures (consider the use of images)

Flowchart/Graphic: for procedures that require many decisions

EXAMPLE SOP: SAFE MANUAL HANDLING

Make sure your path is clear

Step 1

Size up the load (weight, size and shape)

Step 2

Place feet close to object. Adopt balanced position

Step 3

Bend knees in semi squat to get a good handhold. Lift load keeping it close to the body.

Step 4

EXAMPLE SOP: SAFE MANUAL HANDLING

Use your leg muscles to lift the load and allow it to rest in fully extended arms

Step 5

Move your feet in the direction of travel – don’t twist at your hips or shoulders.

Step 6

Using leg muscles lower the load by bending your knees in a semi squat to a comfortable degree. Don’t let go of the load until it is secure

Step 7

COMMUNICATING POLICIES & PROCEDURES

Methods of communication

Verbal instructions

Meetings

Memos, newsletters

Written procedures

Training sessions

DEVELOPING &/OR UPDATING POLICIES, PROCEDURES AND WORK REQUIREMENTS (LIKE KPIS)

When developing or updating policies, procedures and work requirements,

ensure thought is given to whether controls for existing hazards/risks will

be affected.

You should also be aware of any new hazards/risks that are introduced as

a result of the new/updated policies, procedures and/or work

requirements.

Whether introducing change or making updates, make sure that you:

1. Identify potential hazards/risks

2. Control potential hazards/risks

3. Report any incidents or near misses that occur

IDENTIFY POTENTIAL HAZARDS

IDENTIFY POTENTIAL HAZARDS

CONTROLING HAZARDS

RECORDING AND REPORTING INCIDENTS/ACCIDENTS

Incident Report Form

This report must be completed in the event of:1. A safety hazard being spotted which cannot be rectified immediately, or2. After an accident, occurrence or near miss

Area:

Supervisor:

Date Time:

Circle to show whether hazard or incident

What happened?

Circle whether corrective action was taken or required

What was done?

Is accident investigation required? Yes No

How often is this likely to happen? Rarely Occasionally Often

How severe was the hazard incident? Minor Marginal Major Catastrophic

Reports and signed by:

Forward to:

Supervisor: OH&S Representative OH&S Committee:

RECORDING AND REPORTING INCIDENTS/ACCIDENTSSteps to be taken Special note

Check the site Secure the site. Government inspectors will need to inspect, and ensure other workers are not at risk of injury.

Interview co-workings and the injured person as soon as possible

Use a checklist to ensure a full history is obtained.

Observe the task being performed Observe failures in the system i.e. what were some of the factors that could have contributed to the accident?

Draw a diagram of the site Include:• Layout• Work operations• Materials involved• How the accident happened

Discuss the incident with the Health and Safety Committee

Did the failures occur due to:• Poor training methods?• Poor design of safety equipment?• Poor machinery design?• Lack of warning signs?• Insufficient maintenance?• Workflow problems?• Unsafe operation of equipment?

What actions can be taken to avoid the same accident?

EVALUATION OF PROCEDURES

Systematic View of Evaluation

SOPImplementation

(Output)

SOPDevelopment

(Transformation)

SOP NeedsAssessment

(Input)

SOPEvaluation(Feedback)