Improving Your Organization's Health & Safety Performance ... · procedures to communicate information about ... selection process into the OHSMS, ... well as incidents and near misses

www.ccohs.ca

Improving Your Organization's Health &

Safety Performance with an OHS Management System

HSE 2011 Chris Moore

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

This Session

Brief introduction to CCOHS

What is an Occupational Health & Safety Management System (OHSMS)

OHSMS Standards

Benefits of an OHSMS

What 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 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 Z1000

OHSAS 18001:1999 and 2007 (BSI)

ILO-OHS 2001

ANSI-AIHA Z10

And others…


Why would you want an OHSMS?

Lets you use a recognized, proven approach to

Risk management

Illness and injury reduction



An OHSMS engages all employees

Managers, supervisors and employees all understand their roles in the system

All workplace participants are involved in creation, evaluation and continual improvement

Communication 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 workplace

Keep workers informed and involved



Demonstrates your company’s commitment to health & safety

To your clients

To your stakeholders

To the community



Complements other management systems, e.g.

Environment

Quality



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

Strong emphasis on periodic review and evaluation

Plan, Do, Check, Act cycle is the basis of most OHSMS


How do OHSMS Relate to Typical OHS Programs?

Your OHS Program outlines what everyone should do. An OHSMS lets you take a systematic approach to ensuring that:

Everyone knows what they are supposed to do

All the right things get done

The whole program is evaluated and improved on an ongoing basis


What do you need to do to implement an OHSMS?

If you have a good OHS program, you’re well on your way (programs are based on management system principles)

All elements of your OHS program are part of the OHSMS


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.


What do You Need to do to Establish an OHSMS?

1. Decide on a standard

Other management systems in place? Environment? Quality?

International? Interprovincial?

Single province?


What do You Need to do to Establish an OHSMS? (cont’d)

2. Ensure CEO/top management commitment

Must ensure that:

• Adequate resources are provided to implement and maintain OHSMS

• Workers and workers’ representatives given the authority to participate in OHSMS implementation and maintenance

• The program is monitored regularly

• Continual improvements are ongoing



3. Assign responsibility to an OHSMS Leader

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. Establish an OHSMS Team

Focal point for all activities related to OHSMS

Includes representatives from management and workers

At least one representative from each operational area of the organization

They address:

• Compliance with legislation and other requirements

• Injury and illness prevention

• OHS awareness

• Training



5. Establish other roles and responsibilities, such as:

Human Resources Manager

• Ensure staff receive appropriate training

• Maintain training records

Facilities Manager

• Select qualified suppliers and contractors, and assess their performance

• Ensure OHS compliance with OHSMS and legislation


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 documentation

Develop 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 illnesses

Emergency 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 work

Communication - 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 monitor

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

Investigate incidents

Establish written procedures for reporting and investigating work-related injuries, illnesses, fatalities as well as incidents and near misses

Communicate results and recommendations of the investigation to the appropriate workplace parties for corrective action


Check (cont’d)

Audits

Effectiveness 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 correct

Establish 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 information

Audit results and recommendations

www.ccohs.ca

Wow! That’s a lot!


Help is available!

Professional help

• Safe Workplace Associations

• OHS consultants

Training – e.g. CSA courses, CCOHS e-course

Standards themselves

• e.g. CSA Z1000 spells out what you need to do

Electronic tools

• e.g. OSH Works


CCOHS E-courses

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 OHSMS

Designed around Plan-Do-Check-Act approach to continual improvement

Provides guidance on meeting the requirements of OHSMS standards, walks you through implementation

Provides a repository for OHS and OHSMS documents and records

Allows “leaders” to assign tasks/ responsibilities, and reminds everyone when tasks are due or overdue

Lets you assess your progress towards OHSMS implementation

www.ccohs.ca

Thank you!

Chris Moore

[email protected]

905-572-2981 x4462