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A Management Systems Approach to Ergonomics Programs
Elise Condie, M.S., CPE Senior Consultant
What is OHSAS 18001?
2
§ An interna)onal standard for occupa)onal health and safety management systems (OHSMS)
§ Helps organiza)ons to: – Iden)fy & control health and safety risks – Reduce the poten)al for accidents and losses – Aid legal compliance – Improve overall business performance
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OHSAS 18001
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§ It is not: – A guaranteed means of ensuring compliance with legisla)on – ‘Just a marke)ng exercise’ – Specific in the objec)ves and targets an organiza)on needs to set
© 2015 Environmental and Occupational Risk Management, Inc.
OHSAS 18001
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§ The elements of an effec)ve OHSMS
§ Can be integrated with other management systems (ISO 14001, ISO 9001, etc.)
§ Expected to be superseded by ISO 45001 in 2016-‐ changes have not been finalized yet
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Why Use OHSAS 18001 as a Program Framework?
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§ Solves problems using the ‘plan, do, check, act’ quality management cycle
§ Helps achieve consistency across mul)ple loca)ons
§ Provides clear policies and processes for everyone to follow § Provides a documented evidence trail for your program
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Accreditation vs. Implementation
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§ Not all systems designed to OHSAS 18001 need to be accredited
§ You can design cri)cal parts of your system to meet the standard without seeking accredita)on , e.g. your ergonomics program
© 2015 Environmental and Occupational Risk Management, Inc.
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Elements of OHSAS 18001
Commitment and policy Planning Implementa)on
and opera)on Checking Audit Management review
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Commitment and Policy
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§ Documented ergonomics policy/ program
§ Execu)ve commitment to providing essen)al program elements: – Adequate resources (so`ware, assessments, etc.) – Establishing program objec)ves and targets – Ensuring ac)ve par)cipa)on by employees – Ensuring adequate training and competency
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Gaining executive commitment
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§ Outline benefits of program: – Control workers compensa)on costs – Proac)vely and efficiently address issues – Increase worker engagement and produc)vity – Reduce waste by systema)cally addressing program inefficiencies
How Could You Do This?
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§ ‘Ergonomics’ sub-‐site on your Intranet § Include management commitment statement in your
ergonomic program
§ Set program objec)ves/targets
§ Feedback data to employees-‐ personal objec)ves and targets
§ Measure program par)cipa)on
§ Use data to determine whether resources are sufficient © 2015 Environmental and Occupational Risk Management, Inc.
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Sample Data - Change in Risk Level
-‐0.25
-‐0.2
-‐0.15
-‐0.1
-‐0.05
0
0.05
0.1
0.15
0.2
January February March April May June July August September October November December
© 2015 Environmental and Occupational Risk Management, Inc.
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Sample Data - Request Turnaround Time
0
5
10
15
20
25
30
35
40
45
1-‐Medical Request / HR
2-‐Constant Discomfort / High Risk
3-‐Frequent Discomfort / High or Mod Risk
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Feedback Data to Employees
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Feedback Data to Employees
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Measure Program Participation
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Planning
§ Systema)cally iden)fy ergo specific risks/ hazards, e.g. furniture design
§ Decide what risk you will accept § Compliance requirements have been iden)fied
§ Program document describes how this will happen
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How Might You Do This?
§ Rou)ne inspec)ons/ walkthroughs (evidence trail) § Ergonomics standards-‐ furniture, equipment
§ Legal requirements register or similar
§ Informa)on included in program document
17 © 2015 Environmental and Occupational Risk Management, Inc.
Standard Ergonomic Catalog
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Ergonomics Intranet
§ Single source of informa)on
§ Globally accessible § Hosts program
documenta)on
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Implementation & Operation
§ Clearly defined management responsibili)es
§ Responsibili)es and accountabili)es are clearly communicated
§ Training (including refreshers) is available § Specialist advice is available where needed § Systema)c consulta)on occurs
20 © 2015 Environmental and Occupational Risk Management, Inc.
What would this look like?
§ Program and guidance clearly define ‘who does what’ and ‘who decides what’
§ Training and other communica)ons convey relevant program aspects
§ Globally experienced ergonomist provides input to program
§ Employee input is solicited and used
21 © 2015 Environmental and Occupational Risk Management, Inc.
Ergonomics Intranet
§ ‘Who does what’
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Training and Communications
§ Describes what to do/ who does what
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Employee input is solicited
80% 82% 84% 86% 88% 90% 92% 94% 96% 98% 100%
Survey Respo
nses
Monthly Feedback Survey Results
Employees Recommend the OES
Employees Expect to Be More Comfortable Employees Will Make Behavior Changes
© 2015 Environmental and Occupational Risk Management, Inc. 24
Checking
§ Performance is regularly assessed
§ Proac)ve and reac)ve measures are used
§ Ac)on is taken where necessary (evidence needed) § Legal compliance is monitored
§ Evidence is retained
25 © 2015 Environmental and Occupational Risk Management, Inc.
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Performance Assessment
§ Change in risk § Change in par)cipa)on § Effec)veness of evaluators § Number of requests
§ Number of program performance issues
7500
8000
8500
9000
9500
10000
9303
9723
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Audit
§ Scheduled program audits take place
§ Auditors are competent and independent
§ Performed to established criteria
§ Results are communicated as relevant
§ Audit results drive correc)ve ac)ons
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Corrective Action
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§ This system element allows you to assign and track improvement ac)vi)es
§ Can use forms, spreadsheets, or so`ware to manage this
Management Review
§ Scheduled program reviews take place § Reviews consider overall program performance
§ Review is forward-‐looking and proac)ve § Seeks input of interested external third par)es (evaluators,
training providers, customers, etc.)
§ Iden)fies decisions and ac)ons that will drive con)nuous improvement
29 © 2015 Environmental and Occupational Risk Management, Inc.
Taking a Management Systems Approach
Assess where you are now
Make a business case for change
Redevelop & re-‐
implement your new ‘system’
Review your
system and prove it is working
Monitor and
con)nually improve
Ensure ac)vi)es generate
evidence of comple)on
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Assess Where You Are Now
§ Understand the standard (OHSAS 18001) § Iden)fy the gaps in your program
– Ac)vi)es not occurring (e.g. consulta)on) – Performance not mee)ng targets
31 © 2015 Environmental and Occupational Risk Management, Inc.
Make Your Business Case
• Employees • Leadership • Clients • Others
Know why taking a
management systems
approach will benefit:
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Continuous Improvement Cycle
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Redevelop and Re-Implement
§ Include missing elements
§ Consider change management aspects when re-‐launching your program
§ If your program is very complex or geographically dispersed, consider a ‘staged’ re-‐launch
34 © 2015 Environmental and Occupational Risk Management, Inc.
Review Your System
§ Prove your system is working as intended
§ Collect evidence to support this-‐ should form the basis for a management review
§ Consider internal and external expecta)ons (employees, leadership, clients, regulators) when performing this review
35 © 2015 Environmental and Occupational Risk Management, Inc.
Monitor and Continually Improve
§ Determine the most appropriate monitoring frequency (Weekly? Monthly?)
§ Take ac)on based on the outcome of your review
§ Create an evidence trail to show that ac)ons were completed
§ U)lize local resources to help you monitor
36 © 2015 Environmental and Occupational Risk Management, Inc.
Tips For Implementation
§ Get senior management commitment
§ Ensure internal communica)ons are effec)ve
§ Con)nually review your program structure and approach against OHSAS 18001 requirements
§ Seek and ac)on internal/ external feedback
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Tips For Implementation (cont’d)
§ Establish an implementa)on team – Leadership/ authority – Stakeholder representa)on
§ Map out and share program launch and implementa)on roles, responsibili)es, and )meframes
§ Responsibili)es may vary (global vs local)
§ Get staff involved in training and incen)ves
38 © 2015 Environmental and Occupational Risk Management, Inc.
Tips For Implementation (cont’d)
§ Share program knowledge and train staff as program auditors
§ Regularly and cri)cally review and improve your system
39 © 2015 Environmental and Occupational Risk Management, Inc.
What’s Next?
§ Consider gradually conver)ng all EH&S programs to an OHSAS 18001 format a`er your first success
§ Some processes can be leveraged for more than one program
§ Consider genng your system formally accredited to the Standard if there is a business case for it
40 © 2015 Environmental and Occupational Risk Management, Inc.
Questions?
Elise Condie, M.S., CPE Senior Consultant
[email protected] 510-‐995-‐5418
41 © 2015 Environmental and Occupational Risk Management, Inc.
