OHSAS 18001Awareness Course

OHSAS 18001Awareness Course

PAKISTAN INSTITUTE OF QUALITY CONTROL

AiAimm

Provides an understanding of the requirements of Occupational health & Safety Management System.

Provide an interpretation of OHSAS 18001 standard.

Provide understanding of the requirements of how Hazard & Risk can be identified, assessed controlled and managed.

1Introduction to

Safety and Health

Management

DefinitionsDefinitions

Undesired event giving rise to death,

ill health, injury, damage or other loss.

(OHSAS 18001, 3.1)

Accident

Event that gives rise to an accident or

had the potential to lead to an accident

Incident

NOTE: An incident where No ill health, injury, damage, or

other loss occurs is also referred to as “near-miss”. The

term “Incident” includes “Near-miss”

(OHSAS 18001, 3.6)

DefinitionsDefinitions

Occupational Health & Safety

Conditions and factors that effect the well being of employees, temporary workers, contractor personnel, visitors and any other person in the work place.

(OHSAS 18001,3.14)

DefinitionsDefinitions

Any deviation from work standards, practices, procedures, regulations, management system performance etc. that could either directly or indirectly lead to injury or illness, property damage, damage to the workplace environment, or a combination of these.

(OHSAS 18001, 3.8)

Non-conformance

DefinitionsDefinitions

Combination of the likelihood and consequence(s) of a specified hazardous event occurring

(OHSAS 18001, 3.14)

Risk

DefinitionsDefinitions

Sources of RisksSources of Risks• Products• Materials and their

properties• Work processes and

procedures• Equipment • Personnel• Workplace and location• Natural environment,

climatic conditions• External / interested

parties

$ 5-50$100000?

PropertyDamage and Other Uninsured costs

• Property damage Production stoppages Replacement of equipment Additional labour cost to replace injured personnel

Emergency supplies, cleanup costs Investigation costs Legal procedures and costs Penalties, fines Administrative costs Morale and motivation of workers and new hires

Loss of reputation, goodwill and business opportunities

Costs of Costs of AccidentAccident

Management System

Root Causes

Individual & Occupational

Factors

Immediate Causes

Unsafe Acts and

Conditions

Contacts Accidents

Programs and

Procedures

Checks and

Corrections

Contact Controls

Response &

Mitigation /

Reduction

Causes

Controls

Causes And Control Causes And Control ModelModel

Goals of Risk

Management

Identify all Hazards

& Loss Exposures

Evaluate the Risk

Develop Controls

Implement Controls

Review Adequacyof Controls

OHSAS 18001:1999OHSAS 18001:1999• Sets out requirements for OH&S management

system• Similar to ISO 9001 and 14001• Not industry specific• Describes good management practice but

does not state how procedures and controls are to be operated

• Does not state specific OH&S performance criteria

• Applicable to small or large organizations• Applicable to any industry, organisation or

activities

• Establish an OH&S management system• Implement, maintain and continually

improve an OH&S management system• Assure conformance with its stated OH&S

policy• Demonstrate such conformance to others• Seek certification/registration of its OH&S

management system

OHSAS 18001:1999OHSAS 18001:1999

Interrelation of OHSAS 18001 ClausesHazard IdentificationRisk Assessment

Policy

Objectives

ProgrammesProcedures

MonitoringAudit

Corrective / Preventive Action

Review

Integrated Management

ISO 9001

ISO 14001

OHSAS 18001}Many Common

Elements

Deming’s Cycle

PLAN

DO

CHECK

ACT

ContinualImprovement

ContinualImprovement

OHS PolicyOHS Policy

PlanningPlanning

OHSAS 18001

Implementation

& Operation

Checking andCorrective Action

ManagementReview

OHSAS 18001 BenefitsOHSAS 18001 BenefitsEnable organization to:

• Establish H&S policy• Identify H&S hazards and

determine risks• Identify priorities and objectives• Establish structure and program• Facilitate planning, control ,

monitoring , corrective action, auditing and review activities.

22Safety and

Health Policy, Legal and Other

Requirements

Top Management Top Management ResponsibilityResponsibility

"There shall be an occupational health and

safety policy authorized by the organization’s top

management,..."

(OHSAS 18001 Clause 4.2)

Policy Linked to Policy Linked to HazardsHazards

The policy shall: …a) be appropriate to

the nature and scale of the organization’s OH&S risks;

(OHSAS 18001 Clause 4.2a)

Other References to Legal Other References to Legal Requirements in OHSAS 18001Requirements in OHSAS 18001

Clause 4.2 OH&S policy

"The policy shall: …

c) include a commitment to at least comply with current applicable OH&S legislation and with other requirements to which the organization subscribes; ..."

Communication of PolicyCommunication of PolicyThe policy shall: ...e) be communicated to all

employees with the intent that employees are made aware of their individual OH&S obligations;

(OHSAS 18001 Clause 4.2e)

Legal and Other Legal and Other RequirementsRequirements

The organization shall establish and maintain a procedure for identifying and accessing the legal and other OH&S requirements that are applicable to it.

The organization shall keep this information up-to-date. It shall communicate relevant information on legal and other requirements to its employees and other relevant interested parties.

(OHSAS 18001 Clause 4.3.2)

Other References to Legal Other References to Legal Requirements in OHSAS 18001Requirements in OHSAS 18001

Clause 4.3.3 Objectives

"... When establishing and reviewing its objectives, an organization shall consider its legal and other requirements, its OH&S hazards and risks, its technological options, its financial, operational and business requirements, and the views of interested parties."

Risk Management Risk Management ProcessProcess

Ass

ess

Ris

ks

Com

mu

nic

ate

an

d C

on

su

lt

Monit

or

an

d R

evie

w

Establish the Context

Identify Risk

Analyze RisksAnalyze Risk

Evaluate RisksEvaluate Risk

Treat Risk

Establish the Context

3Management Control of Hazards

Management Management ResponsibilityResponsibility

• OHSAS 18001 provides a systematic structure for organizations to manage hazards from the planning design stage to operational control stage, and down to emergency response

• Participation and understanding is required from all relevant levels and functions of management

Management should be aware of the process of risk creation and their role in managing it.

Management Management ResponsibilityResponsibility

Types of HazardTypes of Hazard

• Physical• Chemical• Biological• Ergonomics

Physical HazardsPhysical Hazards• Noise• Vibration• Radiation• Temperature• Pressure,Velocity,Hei

ght• Electricity• Physical

characteristics

Explosives Flammable liquids Corrosives Oxidizing materials Toxic, carcinogenic,

substances Gases and air

particulate

Chemical HazardsChemical Hazards

Biological wastes (blood, fluids, etc.)

Drugs (antibiotics, marijuana) Viruses, bacteria Parasites, insects Poisonous or diseased plants,

animals

Biological HazardsBiological Hazards

Physical Environmental Psycho-Social

Ergonomic HazardsErgonomic Hazards

Physical• Poor work,task design• Repetitive motion• Prolonged sitting• Poor layout• Poor posture• Improper lifting and handling

Ergonomic HazardsErgonomic Hazards

Environmental• Poor lighting,glare• Poor ventilation• Poor temperature control• Poor humidity control

Ergonomic HazardsErgonomic Hazards

Psycho-social• Work rest cycles• Violence,discrimination• Extraneous stress• Un even work load• Lack of personnel space• Poor inter staff relationships

Ergonomic HazardsErgonomic Hazards

4Hazard

Identification, Risk

Assessment and Risk Control

DefinitionDefinition

HAZARDHAZARDSource or situation with a potential for harm in terms of human injury or ill health, damage to property, damage to the work place environment, or a combination of these.

Hazard Identification

Process of recognizing that a hazard exists and defining its characteristics.

DefinitionDefinition

Risk

– Combination of the likelihood and consequence(s) of a specified hazardous event occurring.

– (OHSAS 18001,3.14)

DefinitionDefinition

Analysis of Clause 4.3.1 HIRARC

• The organization must have records of the results of the hazard identification and risk assessment process(es) to demonstrate conformance to the requirements of clause 4.3.1

Methods of Methods of HIRARCHIRARC

Risk Assessment is simply asking:

What can go wrong ???

How bad can it be ???

Can we tolerate it ???

How likely ???

Ideally, HIRARC should be able:• to identify all loss exposures• to foresee all possible events and

their consequences• to assess the risk accurately and

identify significant risks• to develop the most cost-effective

control measures

Methods of Methods of HIRARCHIRARC

Complete and Comprehensive Complete and Comprehensive HIRARCHIRARC

Occupations

Processes

Energy Sources & Substances

Machines & Equipment

Work Area

s

Hazards

Risk Management / Control Principles

The 6 - Step Process

1. Identifythe Hazards

2. Assessthe Risks

3. Analyze Risk Control

Measures

4. MakeControl

Decisions

5. Risk ControlImplementation

6. Superviseand Review

1. Identifythe Hazards

2. Assessthe Risks

3. Analyze Risk Control

Measures

4. MakeControl

Decisions

5. Risk ControlImplementation

6. Superviseand Review

1. IdentifyThe Hazards

2. Assessthe Risks

3. Analyze Risk Control

Measures

4. MakeControl

Decisions

5. Risk ControlImplementation

6. Superviseand Review

Risk Assessment MatrixRisk Assessment Matrix

Severity

Low consequence Very Severe

1 2 3 4 5

1 1 2 3 4 5

2 2 4 6 8 10

3 3 6 9 12 15

4 4 8 12 16 20

Hig

h

L

ow

Pro

bab

ilit

y

5 5 10 15 20 25

A Simple Risk A Simple Risk AssessmentAssessment

R = (P) x (S)

R = RiskP = Probability of occurrence /

LikelihoodS = Severity of effect (consequence)

Linked to Clause 4.5.2Linked to Clause 4.5.2Accidents, incidents, non-conformances and

corrective and preventive action

"... these procedures shall require that all proposed corrective and preventive actions shall be reviewed through the risk assessment process prior to implementation. ..."

This requirement essentially requires the organization to manage all changes arising from corrective and preventive actions. The organization may set up different risk assessment processes to assess different categories of change.

Linked to Clause 4.5.2Linked to Clause 4.5.2Accidents, incidents, non-conformances and

corrective and preventive action

Two Approaches to Two Approaches to ControlControl

Implementing operational control

on existing methods and arrangements

Changes to the existing methods and arrangements

Stages of ControlsStages of ControlsP

reven

tive S

tag

e

Corr

ecti

ve

Sta

ge

Con

tact

Sta

ge

Loss M

inim

izati

on

Sta

ge

5 Objectives and Management Programmes

Clause 4.3.3 ObjectivesClause 4.3.3 Objectives

“the organization shall establish and maintain documented occupational health and safety objectives, at each relevant function and level within the organization.

Note:Objectives should be quantified where ever practicable

Contents of Objectives

• S & H performance improvement and risk reduction objectives.

• Technology or facility (Improvement objective)

• Management and System (Improvement objective)

• Fact finding monitoring objective.

The designated responsibility and authority for achievement of the objectives at relevant functions and levels of the organization; and

The means and time-scale by which objectives are to be achieved

The organization shall establish and maintain (an) OH&S management programme(s) for achieving its objectives. This shall include documentation of:

Clause 4.3.4 OH & S Clause 4.3.4 OH & S Management Program(s)Management Program(s)

The OH & S management program (s) shall be reviewed at regular and planned intervals. Where necessary the OH & S management program (s) shall be amended to address changes to activities, products, services, or operating conditions of the organization

Clause 4.3.4 OH & S Clause 4.3.4 OH & S Management Program(s)Management Program(s)

6Implementation and Operation

Deming’s Cycle

PLAN

DO

CHECK

ACT

Clause 4.4 Implementation Clause 4.4 Implementation and Operationand Operation

• Structure and responsibilities• Training, awareness and competence• Consultation and communication• Documentation• Document Control• Operational Control• Emergency preparedness and response

4.4.1 Structure and 4.4.1 Structure and responsibilitiesresponsibilities

The roles, responsibilities and authorities of personnel who manage, perform and verify activities having an effect on the OH&S risks of the organization’s activities, facilities and processes, shall be defined, documented and communicated in order to

facilitate OH&S management.

Ultimate responsibility for occupational health and safety rests with top management.

The organization shall appoint a member of top management (e.g. in a large organization, a board or executive committee member) with particular responsibility for ensuring that the OH&S management system is properly implemented and performing to requirements in all locations and spheres of operation within the organization.

4.4.1 Structure and 4.4.1 Structure and responsibilitiesresponsibilities

Ensuring that OH&S management system requirements are established, implemented and maintained in accordance with this OHSAS specification;

Ensuring that reports on the performance of the OH&S management system are presented to top management for review and as a basis for improvement of the OH&S management system.

The organization’s management appointee shall have defined roles, responsibilities and authority for:

4.4.1 Structure and 4.4.1 Structure and responsibilitiesresponsibilities

Clause 4.4.2 Training, Clause 4.4.2 Training, awareness and competenceawareness and competence

"Personnel shall be competent to perform tasks that may impact on OH&S in the workplace. Competence shall be defined in terms of appropriate education, training and/or experience.

The importance of conformance to the OH&S policy and procedures, and to the requirements of the OH&S management system;

It shall establish and maintain procedures to ensure that its employees working at each relevant function and level are aware of:

Clause 4.4.2 Training, Clause 4.4.2 Training, awareness and competenceawareness and competence

Clause 4.4.3 Consultation and Clause 4.4.3 Consultation and communicationcommunication

"The organization shall have procedures for ensuring that pertinent OH&S information is communicated to and from employees and other interested parties.

Employee involvement and consultation arrangements shall be documented and interested parties informed.

Clause 4.4.4 Clause 4.4.4 DocumentationDocumentation

NOTE:It is important that documentation is kept to the minimum required for effectiveness and efficiency."

"The organization shall establish and maintain information, in a suitable medium such as paper or electronic form, that: Describes the core elements of the

management system and their interaction; and

Provides direction to related documentation.

Clause 4.4.5 Document and Clause 4.4.5 Document and data controldata control

They can be located; They are periodically reviewed, revised

as necessary and approved for adequacy by authorized personnel;

The organization shall establish and maintain procedures for controlling all documents and data required by this OHSAS specification to ensure that:

Current versions of relevant documents and data are available at all locations where operations essential to the effective functioning of the OH&S system are performed;

Obsolete documents and data are promptly removed from all points of issue and points of use or otherwise assured against unintended use; and

Archival documents and data retained for legal and knowledge preservation purposes or both, are suitably identified."

Clause 4.4.5 Document and Clause 4.4.5 Document and data controldata control

Introduction to Introduction to Document and Data Document and Data ControlControl

In the right place

Right information is available:

At the right time

In the right revision

7 Operational Control and Emergency Preparedness

Clause 4.4.6 Operational Clause 4.4.6 Operational ControlControl

The organization shall identify those operations and activities that are associated with identified risks where control measures need to be applied.

Establishing and maintaining documented procedures to cover situations where their absence could lead to deviations from the OH&S policy and the objectives;

The organization shall plan these activities, including maintenance, in order to ensure that they are carried out under specified conditions by:

Clause 4.4.6 Operational Clause 4.4.6 Operational ControlControl

Stipulating operating criteria in the procedures;

Establishing and maintaining procedures related to the identified OH&S risks of goods, equipment and services purchased and/or used by the organization and communicating relevant procedures and requirements to suppliers and contractors;

Clause 4.4.6 Operational Clause 4.4.6 Operational ControlControl

• Establishing and maintaining procedures for the design of workplace, process, installations, machinery, operating procedures and work organization, including their adaptation to human capabilities, in order to eliminate or reduce OH&S risks at their source

Clause 4.4.6 Operational Clause 4.4.6 Operational ControlControl

Operational ControlOperational Control

PersonnelEquipmentAmbient conditions / operational

environmentMaterialInformation

Provision of appropriate data

Provision of appropriate trained personnel

Provision of documented procedures, instructions and forms describing controls to be applied by reference to the appropriate:

5 Elements of Control5 Elements of Control

PROCESS

EquipmentIdentifiedCorrect TypeCapabilityConditionAvailable

PersonnelIdentified

CompetentTrained

Correct AttributesAvailable

MaterialsIdentified

Correct TypeCorrect Condition

Available

InformationIdentifiedAdequate ContentCorrect EditionCorrect ConditionCommunicatedAvailableAmbient

Conditions(Environment)

Suitable

Emergency PreparednessEmergency Preparedness

Is the last chance you have to minimise the

losses

Clause 4.4.7 Emergency Clause 4.4.7 Emergency Preparedness and Preparedness and

ResponseResponse

• The organization shall establish and maintain plans and procedures to identify the potential for, and response to ,incidents and emergency situations,and for preventing and mitigating the likely illness and injury that may be associated with them.

• The organization shall review its emergency preparedness and response plans and procedures,in particular after the occurrence of incidents or emergency situations.

• The organization shall also periodically test such procedures where practicable.

Clause 4.4.7 Emergency Clause 4.4.7 Emergency Preparedness and Preparedness and

ResponseResponse

Management Control Of Management Control Of HazardsHazards

• Chemical handling• Compressed Gases• Confined Spaces• Ergonomics• Fire Prevention• Hazards Waste

Disposal• Machine Tools and

Powered Machinery

• Hot Work• Lifting Equipment• Mobile Equipment-

Forklift & Industrial Trucks

• Stairs & Stairways• Ladders• Scaffoldings

Examples of jobs requiring permits are:

1. Hot Work 2. Cold Work3. Electrical Work4. Confined Space Entry5. Excavations & Civil Work6. Vehicle Entry7. Radiography

Permit-to-Work / Subcontractor Working on Site

Permit-to-Work / Subcontractor Working on Site

8Checking,Corrective Action,andManagement Review

OHSAS 18001OHSAS 18001

4.5.1 Performance measurement and monitoring

4.5.2 Accidents, incidents, non-conformance and corrective and preventive action

4.5.3 Records and records measurement

4.5.4 Audit4.6 Management review

4.5.1 Performance 4.5.1 Performance measurement and measurement and

monitoringmonitoring

• Qualitative and Quantitative

• Proactive and Reactive

• Extent OH&S Objectives are met

Proactive Performance Measures

• Compliance with S&H programs

• Operational criteria• Compliance with

legislation & regulatory requirements

4.5.1 Performance 4.5.1 Performance measurement and measurement and

monitoringmonitoring

Reactive Performance Measures

• Accidents• Ill health• Incidents, including

near-misses• Other deficiencies

4.5.1 Performance 4.5.1 Performance measurement and measurement and

monitoringmonitoring

4.5.2 Accidents, incidents, non-4.5.2 Accidents, incidents, non-conformances and corrective and conformances and corrective and

preventive actionpreventive action

Process

General ImmediateAction

Recording

Investigation

CorrectiveAction

PreventiveActionFollow-up

4.5.3 Records and records 4.5.3 Records and records managementmanagement

Records should be appropriate to:

• the system• the organisation• demonstrate conformance

to the “standard”

Should have procedures for:

• Identification• Maintenance• Disposition

4.5.3 Records and records 4.5.3 Records and records managementmanagement

4.5.4 Audit4.5.4 AuditTo assess performance and adequacy in delivering performance:

• Assess compliance to standard

• Determine if the system is effective in meeting the organisation’s policy and objective

The organization shall establish and maintain an audit program(s) and procedures for periodic OH&S management system audits to be carried out , in order to:a) determine whether or not the OH&S:

1) conforms to planned arrangements for environmental management including the requirements of this OHSAS Specification; and

2) has been properly implemented and maintained; and

3) is effective in meeting the organisation’s policy and objectives

contd.. over

Internal Audit Internal Audit ProgrammeProgrammeOHSAS 18001, Clause 4.5.4OHSAS 18001, Clause 4.5.4

b) review the results of previous audits c) provide information on the results of audits to management

The audit program, including any schedule, shall be based on the results of risk assessments of the organization’s activities and the results of previous audits. The audit procedures shall cover the scope, frequency, methodologies and competencies, as well as the responsibilities and requirements for conducting audits and reporting results.

Internal Audit Internal Audit ProgrammeProgrammeOHSAS 18001, Clause 4.5.4OHSAS 18001, Clause 4.5.4

• The topics to be addressed• Who should attend• Responsibilities of individual

participants• Information to be brought to

the review

Consider issues such as:

4.6 4.6 Management Management

ReviewReview

suitability of current OH & S policy setting or updating of OH & S objectives

for continual improvement in the forthcoming period

adequacy of current hazard identification, risk assessment and risk control processes

current levels of risk and the effectiveness of existing control measures ...

Agenda

4.6 4.6 Management Management

ReviewReview

Company needs to complete at least one management review prior to any certification audit

4.6 4.6 Management Management

ReviewReview

9Certification Audit

Certification ProcessCertification Process

DocumentReview

Pre-Audit(Stage 1)

Certification Audit

(Stage 2)

Certification Certification ApproachApproach

• Pre-Audit (On-site review - required for most clients)– Certification audit preparation & planning

– Determine state of readiness

– Client planning meets standard’s requirements

• Certification Audit (On-site review)– Implementation

– Effectiveness

Objectives of Certification Objectives of Certification AuditAudit

• Confirm complies with “standard”

• Determine management system is based on identified hazards and is appropriate to risk

• Determine management system is designed to achieve and is achieving regulatory compliance and continual improvement

• Confirm organisation comlpiance with own policies and procedures

• Ensure certification body’s reputation and the value of third party certification