QHSE ManagementQHSE Management

Introduction and Employee Introduction and Employee inductioninduction

What is QMS?What is QMS?• Continuous quality careContinuous quality care• Systematic, structured & continuous attention Systematic, structured & continuous attention

to quality maintenance and quality to quality maintenance and quality improvementimprovement

• Reflective practice – critical self-analysis/ self-Reflective practice – critical self-analysis/ self-assessment, self-evaluation/SWOT analysisassessment, self-evaluation/SWOT analysis

• What am I/we doing in eg. Tender What am I/we doing in eg. Tender Management, Project Management?Management, Project Management?

• Why is it being done?Why is it being done?• Why is it being done in this way?Why is it being done in this way?• How well is it being done?How well is it being done?• How could I/we improve what is being done?How could I/we improve what is being done?

What is QMS? (cont)What is QMS? (cont)

SAY WHAT YOU DO SAY WHAT YOU DO & DO WHAT YOU & DO WHAT YOU SAY …. PROVE IT SAY …. PROVE IT

& IMPROVE IT& IMPROVE IT

Who is Responsible?Who is Responsible?

• You are, we all are…You are, we all are…• Quality is not a new concept – We have always Quality is not a new concept – We have always

focused on quality. Call for a more systematic focused on quality. Call for a more systematic approachapproach

• Quality is a means of continuous self-Quality is a means of continuous self-improvementimprovement

• Quality is not a science – it is common senseQuality is not a science – it is common sense• QA is the responsibility of every individual- QA is the responsibility of every individual-

starts at an individual levelstarts at an individual level• QM starts at the top and filters downQM starts at the top and filters down• Tension between accountability & improvementTension between accountability & improvement

How does it work?How does it work?

• Document ControlDocument Control• Record ControlRecord Control• Standard forms & proceduresStandard forms & procedures• Minuted MeetingsMinuted Meetings• Prevention and correction actionsPrevention and correction actions

What is OHSMS?What is OHSMS?

• Driven by legislationDriven by legislation• Consistent across all industriesConsistent across all industries• Consideration of, and compliance with, relevant Consideration of, and compliance with, relevant

legislative, regulatory and statutory obligationslegislative, regulatory and statutory obligations• Duty of careDuty of care• Hazard identification, risk assessment and risk Hazard identification, risk assessment and risk

control requirements for routine and non control requirements for routine and non routine activitiesroutine activities

• Accident and incident prevention initiativesAccident and incident prevention initiatives• Training, awareness, communication and Training, awareness, communication and

consultation requirements.consultation requirements.

Who is responsible?Who is responsible?

• The system starts at the topThe system starts at the top• The requirement is to develop an OHS The requirement is to develop an OHS

'management system', not merely a site 'management system', not merely a site 'safety program’. Responsibility for the 'safety program’. Responsibility for the system starts at the senior system starts at the senior management level and with a corporate management level and with a corporate OHS policy that applies to all projects OHS policy that applies to all projects and our working environment.and our working environment.

• We all have a responsibility to adhere. We all have a responsibility to adhere. Non-conformance can be devastating.Non-conformance can be devastating.

How does it work?How does it work?

• Workforce participation in planning and Workforce participation in planning and managing OHS improvements is an managing OHS improvements is an effective means of tapping into the effective means of tapping into the knowledge of employees and service knowledge of employees and service providers about their activities and the providers about their activities and the ways in which OHS management and ways in which OHS management and performance can be improved.performance can be improved.

• We all need to contribute to decisions We all need to contribute to decisions that may impact on health and safety at that may impact on health and safety at work.work.

How does it Work? (cont)How does it Work? (cont)

• For effective OHS management, must establish procedures for:– identifying work site and work activity OHS

hazards– assessing risks associated with these hazards

and devising ways to eliminate or minimise the risks (Eliminate → Substitute → Engineer → Administrate → Personal Protection)

– implementing and prioritising control measures

– following risk assessment and monitoring risk control measures.

What does that mean?What does that mean?

• Document ControlDocument Control• Record ControlRecord Control• Standard forms & proceduresStandard forms & procedures• Minuted MeetingsMinuted Meetings• Prevention and correction actionsPrevention and correction actions

(Sound Familiar)(Sound Familiar)

What is EMS?What is EMS?

• Environmental Management System (EMS) Environmental Management System (EMS) provides our company with a framework through provides our company with a framework through which its environmental performance can be which its environmental performance can be monitored, improved and controlled. monitored, improved and controlled.

• An effective EMS will:An effective EMS will:– Define environmental responsibilities for all staff. Define environmental responsibilities for all staff. – Identify opportunities to reduce waste, including raw Identify opportunities to reduce waste, including raw

materials, utility use and waste disposal costs. materials, utility use and waste disposal costs. – Reduce the risk of fines for non-compliance with Reduce the risk of fines for non-compliance with

environmental legislation. environmental legislation. – Ensure all operations have procedures to minimise their Ensure all operations have procedures to minimise their

environmental impacts. environmental impacts. – Record environmental performance against set targets. Record environmental performance against set targets. – Provide a clear audit trail. Provide a clear audit trail.

Who is responsible?Who is responsible?

• Governed by our policyGoverned by our policy• Not yet legislationNot yet legislation• We are all responsible to follow We are all responsible to follow

policypolicy

How does it work?How does it work?

• Measuring waste is essential to ensure we can Measuring waste is essential to ensure we can manage it. It is important to establish how much manage it. It is important to establish how much we waste in both quantity and cost so you can we waste in both quantity and cost so you can benchmark and monitor improvements.benchmark and monitor improvements.

• We will track figures for all our company's We will track figures for all our company's expenditure and wastes, including:expenditure and wastes, including:– Water, electricity and gas consumption - from utility bills. Water, electricity and gas consumption - from utility bills. – Effluent treatment - obtain costs from our subcontractor. Effluent treatment - obtain costs from our subcontractor. – Skips and landfill - from our subcontractors. Skips and landfill - from our subcontractors. – Packaging, paper and board - inbound and outbound. Packaging, paper and board - inbound and outbound. – VOCs, solvents and other chemicals. VOCs, solvents and other chemicals. – Consumables and office equipment. Consumables and office equipment. – By-products of manufacture and unused raw materials. By-products of manufacture and unused raw materials.

General Office InductionGeneral Office Induction

• Should include:Should include:• a copy of the Quality, OH&S and Environmental policy and an a copy of the Quality, OH&S and Environmental policy and an

explanation of its intent;explanation of its intent;•   an overview of any QHSE program and an explanation of roles and an overview of any QHSE program and an explanation of roles and

responsibilities for its implementation;responsibilities for its implementation;•   an explanation of company rules or guidelines;an explanation of company rules or guidelines;•   consultation procedures and the resolution of issues – who to see consultation procedures and the resolution of issues – who to see

about an issue, what happens if the issue is not resolved, types of about an issue, what happens if the issue is not resolved, types of issues which should go through a consultation process etc;issues which should go through a consultation process etc;

•   procedures for the reporting of accidents, incidents and hazards;procedures for the reporting of accidents, incidents and hazards;•   an explanation of workers compensation and claims and an explanation of workers compensation and claims and

rehabilitation processes;rehabilitation processes;•   emergency procedures;emergency procedures;•   any other information of a general QHSE nature e.g.. security, any other information of a general QHSE nature e.g.. security,

purchasing etc.purchasing etc.

Roles & ResponsibilitiesRoles & Responsibilities

• Current OH&S officer is ...Current OH&S officer is ...• Responsible officer is ...Responsible officer is ...• Quality Officer is …Quality Officer is …• Environment Officer is …Environment Officer is …

What do these roles mean?What do these roles mean?- Ensure we are doing what we say, Ensure we are doing what we say,

proving it and improving it.proving it and improving it.- They do not write policy, procedures, They do not write policy, procedures,

processes, etc.processes, etc.

Accreditation Accreditation RequirementsRequirements

We are seeking to get Accreditation for the We are seeking to get Accreditation for the an an Integrated Management SystemIntegrated Management System that satisfies the following Standards:that satisfies the following Standards:

• ISO 9001 – Quality Systems ManagementISO 9001 – Quality Systems Management• ISO 14001 – Environmental Management ISO 14001 – Environmental Management

SystemsSystems• AS/NZS 4801 – Occupational Health & AS/NZS 4801 – Occupational Health &

Safety Management SystemsSafety Management Systems

Accreditation Requirements Accreditation Requirements (cont)(cont)

• Policy Statements √Policy Statements √• Quality, OH&S & Environment Quality, OH&S & Environment

Manual √Manual √• Standard Forms & Procedures √Standard Forms & Procedures √• Continual Improvement √ Continual Improvement √ (this meeting)(this meeting)

• evidence of the Systems working √evidence of the Systems working √

Moving ForwardMoving Forward

• Appointment of QA, OHS & EMS Appointment of QA, OHS & EMS OfficerOfficer

• Consolidate System Manuals into oneConsolidate System Manuals into one• Process improvementProcess improvement

– Procedure reviews for relevance including Procedure reviews for relevance including Missing proceduresMissing procedures

– Regular meetingsRegular meetings– Tracking and AuditsTracking and Audits– Changing our mind setChanging our mind set– Actively participating – ask questionsActively participating – ask questions

Process improvement Process improvement discussiondiscussion

• Systems LocationSystems Location– Z:\Shared Resources\QHSE MANAGEMENT SYSTEM\Management SystemsZ:\Shared Resources\QHSE MANAGEMENT SYSTEM\Management Systems

• Registering Corrective/Preventative Registering Corrective/Preventative ActionAction– Z:\Shared Resources\QHSE MANAGEMENT SYSTEM\Z:\Shared Resources\QHSE MANAGEMENT SYSTEM\

preventive_corrective_action_manager.xlspreventive_corrective_action_manager.xls

Document & record Document & record ManagementManagement

• A A documentdocument provides guidance and/or direction for performing work, making provides guidance and/or direction for performing work, making decisions, or rendering judgments which affect the quality of the products or decisions, or rendering judgments which affect the quality of the products or services that customers receive. A document should be construed to mean any services that customers receive. A document should be construed to mean any physical guide or direction whether written, video tape, physical sample, sample physical guide or direction whether written, video tape, physical sample, sample drawing, computer program or otherwise.drawing, computer program or otherwise.

• A A RecordRecord on the other hand proves that some type of required quality system on the other hand proves that some type of required quality system action took place. Sometimes documents become records. For instance, action took place. Sometimes documents become records. For instance, Management Review Minutes become the record that a Management Review has Management Review Minutes become the record that a Management Review has taken place. i.e. a completed document that is no longer subject to review and taken place. i.e. a completed document that is no longer subject to review and updates. updates.

• What confuses most people is that typically a form gets filled in and becomes a What confuses most people is that typically a form gets filled in and becomes a record. The form is a document and after it is filled in it, becomes a record. record. The form is a document and after it is filled in it, becomes a record.

• Remember, records normally get filled in and provide evidence that conformance Remember, records normally get filled in and provide evidence that conformance has occurred in the Quality System. Documents offer direction and guidance on has occurred in the Quality System. Documents offer direction and guidance on particular tasks. particular tasks.

• In Summary:In Summary:– A record provides evidence for what has taken place in the past.A record provides evidence for what has taken place in the past.– A document can be changed as times goes on - a work in progress. A document can be changed as times goes on - a work in progress. – Once a document becomes a record, it should not be changed anymore. Once a document becomes a record, it should not be changed anymore. – Records are retained for predetermined time periods and disposed of after they expire. Records are retained for predetermined time periods and disposed of after they expire.

Register is located at:Register is located at:– Z:\Shared Resources\QHSE MANAGEMENT SYSTEM\Document_Record_Manager.xlsZ:\Shared Resources\QHSE MANAGEMENT SYSTEM\Document_Record_Manager.xls

Q & AQ & A