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
Canadian Centre for Occupational Health and Safety www.ccohs.ca
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.
Canadian Centre for Occupational Health and Safety www.ccohs.ca
Our Mandate
“to promote health and safety in the workplace and to enhance the physical and mental health of working people.”
Canadian Centre for Occupational Health and Safety www.ccohs.ca
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.
Canadian Centre for Occupational Health and Safety www.ccohs.ca
What We Don’t Do
Write legislation
Develop government policy
Provide legal advice
Perform inspections
Enforce legislation
Canadian Centre for Occupational Health and Safety www.ccohs.ca
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
Canadian Centre for Occupational Health and Safety www.ccohs.ca
OHSMS Standards
CSA Z1000
OHSAS 18001:1999 and 2007 (BSI)
ILO-OHS 2001
ANSI-AIHA Z10
And others…
Canadian Centre for Occupational Health and Safety www.ccohs.ca
Why would you want an OHSMS?
Lets you use a recognized, proven approach to
Risk management
Illness and injury reduction
Canadian Centre for Occupational Health and Safety www.ccohs.ca
Why would you want an OHSMS?
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
Canadian Centre for Occupational Health and Safety www.ccohs.ca
Why would you want an OHSMS?
All documentation related to health and safety is controlled and accessible
policies, procedures, legislation, audits, tools, checklists, training, committee minutes, reports, records etc.
Canadian Centre for Occupational Health and Safety www.ccohs.ca
Why would you want an OHSMS?
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
Canadian Centre for Occupational Health and Safety www.ccohs.ca
Why would you want an OHSMS?
Demonstrates your company’s commitment to health & safety
To your clients
To your stakeholders
To the community
Canadian Centre for Occupational Health and Safety www.ccohs.ca
Why would you want an OHSMS?
Complements other management systems, e.g.
Environment
Quality
Canadian Centre for Occupational Health and Safety www.ccohs.ca
Why would you want an OHSMS?
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
Canadian Centre for Occupational Health and Safety www.ccohs.ca
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
Canadian Centre for Occupational Health and Safety www.ccohs.ca
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
Canadian Centre for Occupational Health and Safety www.ccohs.ca
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.
Canadian Centre for Occupational Health and Safety www.ccohs.ca
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?
Canadian Centre for Occupational Health and Safety www.ccohs.ca
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
Canadian Centre for Occupational Health and Safety www.ccohs.ca
What do You Need to do to Establish an OHSMS? (cont’d)
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
Canadian Centre for Occupational Health and Safety www.ccohs.ca
What do You Need to do to Establish an OHSMS? (cont’d)
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
Canadian Centre for Occupational Health and Safety www.ccohs.ca
What do You Need to do to Establish an OHSMS? (cont’d)
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
Canadian Centre for Occupational Health and Safety www.ccohs.ca
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
Canadian Centre for Occupational Health and Safety www.ccohs.ca
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
Canadian Centre for Occupational Health and Safety www.ccohs.ca
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
Canadian Centre for Occupational Health and Safety www.ccohs.ca
Plan, Do Check, Act - Do
Implementation and documentation
Develop an implementation plan that includes:
• Resources
• Responsibilities
• Timeframes for completion
• Measurement of progress
Canadian Centre for Occupational Health and Safety www.ccohs.ca
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
Canadian Centre for Occupational Health and Safety www.ccohs.ca
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
Canadian Centre for Occupational Health and Safety www.ccohs.ca
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.
Canadian Centre for Occupational Health and Safety www.ccohs.ca
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
Canadian Centre for Occupational Health and Safety www.ccohs.ca
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
Canadian Centre for Occupational Health and Safety www.ccohs.ca
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
Canadian Centre for Occupational Health and Safety www.ccohs.ca
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
Canadian Centre for Occupational Health and Safety www.ccohs.ca
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?
Canadian Centre for Occupational Health and Safety www.ccohs.ca
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?
Canadian Centre for Occupational Health and Safety www.ccohs.ca
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
Canadian Centre for Occupational Health and Safety www.ccohs.ca
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
Canadian Centre for Occupational Health and Safety www.ccohs.ca
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
Canadian Centre for Occupational Health and Safety www.ccohs.ca
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!
Canadian Centre for Occupational Health and Safety www.ccohs.ca
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
Canadian Centre for Occupational Health and Safety www.ccohs.ca
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)
Canadian Centre for Occupational Health and Safety www.ccohs.ca
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