Topic guide 33.2 Organisational requirements · By its very definition an accident is an ... the likelihood of that accident occurring is reduced. Risk ... those offered by an organisation

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Unit 33: Maintaining systems for health, safety, welfare and environmental protection in the workplace

All companies within the manufacturing industry must develop policies which meet the requirements of the relevant statutory health and safety regulations and translate them to meet their own needs. To achieve this, each company must install its own health and safety management system and implement safe systems of work. These systems must be formalised and used consistently throughout the organisation. Their purpose is to ensure that all working processes and operations can be carried out with as little risk to the operative as possible.

This topic guide will cover: • health and safety policy • safe systems of work, including method statements and permits to work • safe isolation.

LinksThis topic links to:

HNC in Manufacturing Engineering Unit 6: learning outcome 1; NVQ Unit 33: learning outcomes 1, 5 and 6.

Organisational requirements33.2

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33.2: Organisational requirements

1 Health and safety policyAll organisations must have a written health and safety policy. This shows:

• the main areas of health and safety to be covered • how they will be actioned within the organisation • who is responsible.

The policy must be authorised at a high level within the organisation, then reviewed on a regular basis. As well as an overall policy, there may be a need for more specific detailed documents that describe emergency and other health and safety related procedures. These can be written booklets or paper documents, and can be available as online information or as posters located strategically about the building. An example of this is fire emergency posters.

Figure 33.2.1 shows an example form for a health and safety policy (based on Health and Safety Executive (HSE) guidelines).

Company

Manager

Assistant manager

STATEMENT OF GENERAL POLICYThe main headings and areas of health and safety, for example:● preventionofaccidents● stafftraining● consultationwithstaff● emergencyprocedures● maintenanceofhealthandsafety.

RESPONSIBILITY OF: Name/TitleWho is responsible for implementing theseactions?

ACTION/ARRANGEMENTS (customise to meet your own situation)Howthemainareascoveredbythepolicyareactuallycarriedoutbythecompany

Location of first-aid facilities and information

Location of health and safety information

Contact

Policy signed by:

Review date:

Figure 33.2.1: An example form for a health and safety policy.

The main areas covered by a policy are described in the following pages.

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Prevention of accidentsThe old adage that ‘prevention is better than cure’ is certainly true. What needs to be considered here are the controls necessary to reduce the risk of accidents occurring. By its very definition an accident is an unexpected event, so by attending to the hazards which cause accidents, the likelihood of that accident occurring is reduced. Risk assessments, which are discussed in detail in Topic guide 33.5, are an effective tool for accident prevention.

Emergency proceduresA policy must detail the actions to be taken in the event of an emergency. An emergency can include fire, flood, and gas or chemical leakage. It also includes injury to personnel and the methods by which they will be evacuated from site.

Detailed evacuation procedures must be clearly displayed throughout an organisation’s premises. This section of a policy should either detail these procedures or explain where they can be found. Training should be put in place with evacuation exercises held regularly.

Staff training Training is essential, not only in direct relation to health and safety, for example fire emergency procedures and first aid, but indirectly through the correct use of equipment and materials, and good working practices. In this section of a policy, the organisation needs to detail responsibilities for this training. There are many levels and types of training for health and safety, including:

• induction sessions for anyone new to a site • regular first-aid instruction • specific training for equipment, processes or tools • training for individual roles within a health and safety management system • qualifications in health and safety.

Induction trainingMany companies carry out some form of induction training. This is usually an introduction to the company, its key personnel and a description of how it works. Often this is not a formal session but there is a need for all staff to understand the structure and main roles of the organisation they work for, particularly with regard to health and safety.

Nowadays, health and safety induction training is often compulsory for anyone new to a workplace. This will be informal but it will be recorded as having taken place. This type of induction should be taken seriously and not seen as an irksome formality. Every workplace has its individual hazards as well as those general to all workplaces.

The locations of fire escape routes and exits, as well as alarm buttons and fire extinguishers, must be described; how to contact a first aider and the items of personal protective equipment (PPE) to be worn should be explained.

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Portfolio activity (3.1)1 Investigate how safety induction is organised and recorded within your organisation. Are

there any records at all? Are the operatives who are given induction provided with proof of their induction?

2 Carry out an audit of personnel and find out if they have all been given health and safety induction on arrival at the company. Write a brief summary report of your findings.

3 Devise a method for recording induction and providing proof to operatives that they have received health and safety induction.

Portfolio activity (3.2)Either carry out a site health and safety induction session yourself or organise others to do so. Locate an appropriate safety film as part of the induction. Record the induction and reflect on how it went. Use a feedback form. Try a number of different methods, for example:

• a straightforward talk • films (for instance www.hse.gov.uk/resources/videos.htm) • a short talk, then a revision exercise to confirm learning has taken place • group discussion.

Formal trainingAs well as the on site ‘toolbox talk’ type induction session, formal training is sometimes necessary. Again, this takes many forms, from a qualification such as those offered by an organisation like NEBOSH, to part- or one-day sessions on subjects such as basic first aid and correct manual handling. For anyone wishing to take on a health and safety role there will be some form of formal training, in many cases, with refresher training taking place at regular intervals.

A method currently gaining ground is the online course. This takes the form of information, short films, scenarios, etc., followed by a multiple choice assessment at the end. An advantage of this is that it can be completed whenever the staff member has time to do it. A disadvantage is that it can take a long time for people to get round to completing the training.

Take it furtherWhat is NEBOSH? What does the acronym stand for? What does it provide you with?

Portfolio activity (3.3, 3.4)Investigate the training records and procedures for personnel within your organisation.1 Research a list of manufacturing competencies.2 What are the competencies required for the various roles within the company and how are

personnel assessed against those competencies?3 Does the training offered to, and undertaken by, employees meet this list of competencies?4 How is this type of training organised and carried out?5 What improvements can be made to this system, particularly with regard to ensuring the right

people are employed for the right job and that any training, whether formal or informal, is being carried out?

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SupervisionSupervision often supports or follows on from training. It can be provided for:

• new employees learning their trade through formal qualifications and experience

• those who may be preparing for a change of role • someone being instructed in a new technique or operation.

Typically, a policy will detail the requirements for supervision, how it must be carried out, the identity of the supervisor and the extent to which supervision should take place. It should also state the point at which an employee can work independently. Supervision is intended to protect both the trainee and anyone working with them. It also ensures that any work a trainee carries out while in the training phase of their employment will be safe and fit for purpose.

Use of plantThe engineering and manufacturing industry is increasingly reliant on machinery to carry out its operations, from hand-held equipment such as nail guns and drills to larger, fixed equipment such as lathes and presses, and gantry cranes. All machinery is hazardous. A policy should describe safe use and maintenance of plant, for example:

• all access equipment should be regularly tested and inspected, and only used if in good condition

• safety equipment should be properly stored, inspected and worn • a systematic and fail-safe shutdown and isolation procedure should

be implemented • permits to work should be raised and issued • equipment such as lifts and hoists should be maintained regularly • training must be given before plant is used; this can be either a formal or

informal introduction, and demonstration of its safe use.

Use of substancesThe term substance covers any chemical used in the workplace – everything from paint to adhesives. While there are risks involved in the use of any chemical substance, some substances are toxic and need to be handled and stored securely. While use and handling of chemical substances is covered by the Control of Substances Hazardous to Health (COSHH) regulations, a policy needs to translate these requirements for the company or organisation. It needs to cover:

• training required for use and general handling of substances • correct storage methods • correct usage • clear labelling • correct transportation methods.

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Communication between employer and employee, and/or visitorsCommunication in this case includes ensuring that employees, sub-contractors and visitors are made familiar and conversant with both health and safety policy in general and with how it is applied within the company or organisation. It also covers disseminating the information about specific processes, machinery and chemical substances. In turn, sub-contractors must communicate the precautions and methods they will use to ensure safe working both for themselves and for others.

Portfolio activity (1.2, 3.1, 3.2)Interview a cross section of staff members from your company about the health and safety culture. Select three people – try to choose them from different areas and levels of the company.

Prepare a list of questions. Keep them specific, although a general ‘What do you feel about health and safety?’ might prove a good icebreaker as it gives people an opportunity to express their real feelings.

Collate your findings into a report which must include recommendations for training and other actions designed to create a more positive attitude towards health, safety and welfare.

The purpose of the interviews is to uncover attitudes towards health, safety and welfare. Encourage honesty; try to tease out exactly how people really feel. Does the health and safety policy save lives and keep them safe, or do they feel it gets in the way of doing their job? Give interviewees the opportunity to make their suggestions for improvement. A further outcome should be the identification of training needs, in the form of both formal courses and in-house, informal sessions. The interviews will need to be anonymous and sanctioned by your manager.

Consultation with staffHealth and safety applies to everyone in the organisation – employees as well as management and their representatives. It is important to keep lines of communication open with staff on matters of health and safety. This will not only bring to light any concerns but also give the employee a voice in an issue which affects them directly. It will also help measures to be accepted that are sometimes seen as unnecessary or an obstacle to the activities carried out in an area. Describe who is responsible for a task and how it will be achieved, for example through regular meetings and email communication.

Maintenance of health and safetyRegular inspections are an effective way of maintaining health and safety. It is human nature to want to get a job done quickly but this can lead to corners being cut and a general disregard for the rigours of a safe and healthy approach.

All equipment and services relating to health and safety must be kept in working order. No emergency exits should be obstructed; all fire extinguishers should be regularly maintained. A policy should state who is responsible for these checks and inspections, how regularly they should be carried out and how this will be done.

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Portfolio activity (2.1–2.3. 7.1)Examine the health and safety policy used by your company or organisation. Does it include the points described on the previous pages?

2 Safe systems of workA system must be put in place to ensure work is carried out in a safe manner. In some very specific cases, this is described in a Code of Practice or guidance note. Overarching this, however, there should be a set of processes that control the way work is carried out and provide a set of checks so that vital safety checkpoints are not overlooked. The main components of a safe system of work are described in this section of the topic guide.

Risk-assessed method statementAs its name suggests, a method statement is a description of how a job or set of tasks will be carried out. It should include:

• general details of the work and details of the company or individual responsible for its completion, including the start and completion dates

• a summary of the hazards and a risk assessment which includes the methods for controlling the risk (note: a risk assessment is always required, a method statement is not)

• a step-by-step description of how the work will be carried out • any other relevant information, such as shutdown procedures, access and

perhaps a permit to work.

Permit to workA permit to work must be issued prior to commencement of any particularly hazardous work. The purpose of this type of procedure is to ensure that:

• only competent, trained staff will carry out the task • the task is described, along with its risks and any hazardous condition present • equipment is listed and therefore considered and accounted for • a correct procedure is laid down, to make sure that work is carried out in the

correct sequence and safely • work can only proceed if authorised by a competent person of sufficient

authority to allow it to go ahead.

In essence, a permit to work lets everyone know that a hazardous task is to be undertaken and that everyone involved must think twice about how it is to be done and how to minimise the risk. Examples of tasks that require a permit to work are:

• working in a confined space • working on live electrical systems or equipment • working near machinery that is in operation • working with or near a toxic substance • working with hot works (e.g. welding or asphalting)

Key termCompetent person – in the context of manufacturing, a competent person is defined as someone trained and experienced in a particular trade or activity who can be trusted to carry out the operation safely and effectively.

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• carrying out a shutdown that requires fail-safe back-up isolation (e.g. a chemical pipeline that must include back-up valves up-line from the point of work).

Where possible, the hazardous aspects of the works should be eliminated so that a permit to work is not required. However, this is not always possible. The roles involved with the issue of a permit are shown in Table 33.2.1.

Table 33.2.1: The roles typically involved with the issue of a permit to work.

Role Responsibility

Site manager Overall responsibility for issue and management of the permit-to-work system

Senior authorised person Defines the work which requires a permit to work and disseminates this information

Authorised person Actually issues the permit to work to the competent person

Competent person Signs the permit and carries out the work

Operative Works under the supervision of the competent person, such as a qualified gas fitter, electrician or welder

A permit to work can only be used for the job it has been raised for. The person authorising the permit has overall responsibility for the safe execution of the work. The information on the permit should be accurate and include:

• the description, scope and location of the work to be undertaken • the name(s) of the employee(s) who will carry out the work • hazards and associated precautions • start and finish times • signatures and authorisation.

The finish time is particularly important because it will act as a prompt for the supervisor to check on the employee(s) if they have not returned from the work area.

Figure 33.2.2 on the next page shows an example of a basic permit to work (for hot work).

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Project name: Permit number:

Description of worksand location:

Details of equipmentto be used:

Precautions to be taken (Tick as appropriate)

Hot works area:● Other personnel who may be affected by the work should be removed from the area.● Gas cylinders must be kept upright and secured.● A suitable fire extinguisher must be present: (extinguisher must be valid and witnessed)

● water● CO

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● foam powder.● Area must be kept free of combustible materials or covered with flame-resistant sheeting.● Area to be fenced off/screened with fire-resistant sheets.● Fire watch to be present and inspect work area for signs of ignition source.

Work on walls, ceilings or partitions:● Opposite side of walls, ceilings or partitions to be checked for combustibles and moved if located.

Bitumen boilers, lead heaters, etc.:● Gas cylinders to be at least 3 m from burner.● If sited on roof, a heat insulating base must be provided.

Additional precautions:● Goggles● Flame-proof clothing● Welding/cutting gauntlets● Welding screen

The area has been inspected and is certified safe for the above work to take place provided the above-mentioned precautions are taken.

Authorised by: Accepted by:

Date/time: Date/time:

Works complete/suspended by:(sign/time)

Reason:

Inspection for signs of ignition(1 hr after cessation of works)

Permit valid from:Time and date

Until:Time and date

This permit is valid for one day only and can be renewed daily, subject to conditions or both.

Date Time Authorised by: Accepted by: Post works inspection(Sign/time)

Figure 33.2.2: A sample permit to work.

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Case study: Three tragedies • In 1974, the Flixborough chemical plant in the Midlands was devastated by an explosion that

killed 28 employees. An investigation and official enquiry were held and the cause of the tragedy established. It was found that modification had been carried out to the plant, but an inadequate assessment of any potential hazards was undertaken. No pressure testing was scheduled for the modified pipework, and any calculations carried out were limited and not fit for purpose.

• In June 1988 the oil rig Piper Alpha was destroyed by a massive explosion that killed 167 members of its crew. A condensate pipe had been temporarily sealed with a metal disk so that a pump could be removed for maintenance. The plate was still in place when the next shift took over, but the second crew was not informed. When another pump failed, the first pump was started and, due to the presence of the temporary plate, failed disastrously. Gas leaked at high pressure and ignited. Although a permit to work had been raised for the work, it did not state that the pump under maintenance must not be operated until the work was completed.

• In October 1989, an explosion at a chemical plant in Texas killed 23 people. The company procedure included the requirement for a double back-up valve or blind flange to be used as a back-up precaution during maintenance work. However, working practice at plant level did not include this precaution.

Portfolio activity (2.1, 5.1, 5.2, 7.2, 7.3)1 Carry out an ‘inquiry’ into the tragedies in the case study above. Write a brief report or

presentation addressing how an effectively implemented permit to work and risk assessment system might have prevented these tragedies.

2 Research one more accident caused by poor implementation of the permit-to-work system.3 Examine a set of permits to work raised by your company and address the questions below.

• Do they follow a similar format and have similar content to the ones discussed in this topic guide?

• What is the process employed by your company to raise and close permits to work? • Who authorises them? • Draw up a process chart for the process. • Think of one improvement that could be made to the permit-to-work system.

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3 Safe isolationBefore working on any electrical or mechanical system, the system needs to be shut down and secured so that it cannot be restarted until the work is completed.

Electrical safe isolationA procedure for safe electrical isolation is outlined in Figure 33.2.3.

Select an approved test lamp or voltage indicator

Replace or repair

Locate means of isolation for entire installation

Secure isolation by switching o� and locking isolation switches

Verify that complete isolation is dead:Phase – Earth Phase – Neutral Phase – Earth

Fit warning labels

Recheck that voltage or testlamp is still functioning correctly against known supply

DEAD

LIVE

Begin work Replace or repair andreset installation

YES NO

Discover why with care

YES

Verify that the device is functioning correctly bytesting on a known supply or proving unit

Satisfactory?

Satisfactory?

Satisfactory?

NO

Figure 33.2.3: A safe isolation fl ow chart.

LinkThis section is linked to HNC in Manufacturing Engineering Unit 6: LO5.

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Mechanical isolationThere is no generic step-by-step procedure covering the shutdown and isolation of mechanical equipment (including pipelines). The main reason for this is, of course, the sheer range of equipment and systems. A single, detailed flow chart would not be appropriate for all of them. HSG253 does, however, provide a general flow chart, or baseline tool, for mechanical shutdown and isolation.

Basic precautions for isolation include: • pipelines, including liquid and gas flow systems, to be fitted with isolation

valves up-line of the point at which work is to take place • engineering machinery such as lathes and drills to be fitted with interlocks

that prevent the equipment restarting once the screen or guard is removed • incorporating no-volt protection into the electrical controls for machine

devices. This is designed to prevent a machine from restarting after restoration of power. Restart can only be achieved by operating the ‘start’ button.

The HSE Code of Practice, ‘HSG253 The safe isolation of plant and equipment’, lays down a set of ground rules that can be applied in most situations, including:

• a permit to work must be raised and risk assessment carried out before any shutdown and isolation procedure takes place

• establishing the necessary authorisation for allowing the shutdown to proceed

• setting roles and responsibilities for personnel involved in the shutdown • providing training to ensure competence • providing clear procedures for the shutdown.

Case study: Health and safety firstAn electrician was sent to install the supplies for extra equipment in a small industrial unit producing specialised agricultural equipment. Wanting to carry out a safe isolation procedure in order to make final connections, he set about tracing out the relevant cable runs to ensure he isolated the correct circuits. The manager of the manufacturing company, on seeing the electrician painstakingly tracing wiring, became impatient and concerned about the amount of money this might cost; he angrily demanded that the electrician make the final connections and finish the job. The electrician tried to explain why it was important to switch off the correct supplies. Exasperated, the manager went to the main incoming supply point and pulled the main fused switch from ‘on’ to ‘off’. The unit was plunged into darkness, and silence, apart from the outraged shouts of machinists and welders. The electrician switched on his torch and set to work. One of the workers, now angry at losing the supply to his welder, located the main switch and turned the supply back on. The electrician received a fatal 400-V shock.

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Portfolio activity (1.1, 1.2, 3.1–3.4, 5.2, 6.3, 8.1, 8.2) Read the case study and answer the questions below.1 What does this case study say about the communication channels within this

manufacturing company?2 What does it say about the health and safety culture at the manufacturer’s premises?3 How could training have helped prevent this incident (consider specific training

and induction)?4 Which warning signs might have helped prevent this incident?5 What is the safe isolation procedure?6 How should the electrician have responded to the manager’s impatience?

Checklist At the end of this topic guide you should be familiar with: health and safety policies and their typical contents guide, including the need for training operating safe systems of work, including: writing method statements operating a permit-to-work system carrying out safe isolation, both mechanical and electrical.

Further reading and resourcesExample method statements and template: www.healthandsafetyworksni.gov.uk/example_method_statements_and_template

Health and safety training: www.hse.gov.uk/pubns/indg345.pdf

Permit-to-work systems: www.powys.gov.uk/uploads/media/indg98_en.pdf

AcknowledgementsThe publisher would like to thank the following for their kind permission to reproduce their photographs:

DK Images: Paul Harris (1)

All other images © Pearson Education

Every effort has been made to trace the copyright holders and we apologise in advance for any unintentional omissions. We would be pleased to insert the appropriate acknowledgement in any subsequent edition of this publication.

Documents

Topic guide 33.2 Organisational requirements · By its very definition an accident is an ... the likelihood of that accident occurring is reduced. Risk ... those offered by an organisation