Safety Document (SD)

(SaRMS) Risk Assessment Guidance

This instruction applies to:

Reference:

Peel Airports Aerodrome Manual SMS,

SD Reference Effective Date Implementation Date

Expiry Date

006 V3

01st Jan 2019 01st Jan 2020

Issued on the authority of

Executive Management Team EMT), Board of Directors.

For action by All parties responsible for the development and publication of policy and instructions:

Peel Airports Senior Management Department Managers / Supervisors All staff Third party stakeholders Peel Group “Board of Directors” Civil Aviation Authority (CAA) Health and Safety Manager HR Administration

Instruction type Internal Guidance

For information All staff

Provide a summary of the policy aim and the reason for its development / revision

The main aim of this document is to provide clarity on the process and use of the Safety and Risk Management System (SaRMS) in relation to uploading Risk Assessments. Risk assessment is the corner stone to safety and compliance management, the SaRMS portal will provide a single point of reference for all Risk Assessments both aviation and business. This process forms part of the quality assurance to the control and management of safety documentation and safety practices and forms part of the developing Quality Management System (QMS).

Contact Shane Berry, Health and Safety Manager sberry@peelairports.com Mob: 07795 527391 Office: 01302 801071

Associated documents

DSA and DTVA Aerodrome SMS

Replaces the following documents which are hereby cancelled:- 006 V2

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Audit/monitoring: Health and Safety Manger, Senior Management and department managers and supervisors will monitor compliance with the mandatory actions set out in this Instruction. Compliance with this instruction will be monitored at two levels:

1. Departmental via annual report and safety plan by the Health and Safety Manager

2. External via Independent Audit form a non-bias safety professional

Introduces amendments to the following documents: Aerodrome SMS

Notes: All Mandatory Actions throughout this instruction are in italics, red font and must be strictly adhered to.

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CONTENTS

Section Subject Applies to

1 Introduction

All departments

and staff

2 Purpose

3 SaRMS Step by Step

4 Reviewing Risks

5 Changes

6

Risk Acceptance

7

System Administrator

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1 INTRODUCTION

1.1 Risk Assessment (RA) is a fundamental process for ensuring that health and safety

in the workplace is maintained. This Safety Document provides instructions for

uploading RA’s onto the SaRMS portal. It is the responsibility and accountability that

all managers are aware of the RA’s relevant to their departments and the activities

that their staff undertakes. It is senior management’s accountability that they accept

the risk and mitigations that their staff are exposed to, through delegated

responsibility from the Executive Management Team (EMT). The SaRMS portal

provides clear transparency and accountability by having a two phased approach.

Phase 1: the RA is written by a member of the team (Risk Creator). Phase 2: the risk

assessment is accepted by the Management (Risk Owner). EMT then have the

capability to review a be aware of risks within their areas of responability.

2 PURPOSE.

2.1 The Management of Health and Safety at Work Regulations 1999 (Amended)

includes a duty to carry out an assessment of risk. This risk assessment is a working

document, which is updated by review and is based upon the principles outlined in

our Health and Safety Policy and forms an integral part of the Active Performance

Measuring Plan (APMP) that is a vital component of our Safety Management System

(SMS).

2.2 The purpose of the risk assessment is to systematically identify all hazards related to

the activities that the company undertakes. On identifying the hazard and who is

affected by the activity, the company can then look at ways to remove the hazard or

use controls that will reduce the risk of the hazard occurring to a level that is classed

has ‘as low as reasonably practicable’.

2.3 Further guidance on completing a RA can be found in the RA guidance document,

internal tool box talk sessions are delivered by the Safety Manager and IOSH

external training is also provided for identified staff.

2 PROCESS 2.1 All staff who have been identified to complete RA’s must attend training, if not

previously completed by proof of training, training must be attended. Training can be provided by the Health and safety Manager through internal training or by the IOSH Managing Safely qualification

2.2 On completion of suitable or equivalent training the identified staff will be provided

with a unique login and be set up as a Risk Creator (Risk Assessor) each Risk Assessor will be identified to a Risk Owner

3 SaRMS STEP by STEP 3.1 Login: Every user will be firstly presented with the SaRMS login screen. Dependant

on the login and password each user will be taken to specific screen. The screen will be dependent on the preferences set up by the administrator. The view RA you can either be a Risk Creator (specific individual login details per person) Risk Owner (specific individual login details per person) and read only (login: by typing in the site

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location either doncaster or durham and the password readonly) this provided the capability for all staff to be able to login in a review their risk whenever they need.

3.2 Module Screen: The next screen that you will be presented with will be the module

screen. The modules that you see will be relevant to your login rights, for RA click onto the Task Risk module.

3.3 Task Risk Screen: The next screen will be the Task Risk Screen, if you are a Risk

Creator you will see the RA’s that you are working on. By using the status drop down list at the top of the screen, you can look at what you have done including incomplete (still being written), Draft, approval (sent to risk owner) or live (risk owner as accepted the RA).

If you are a Risk Owner you can see the RA’s that are for your approval and what are live under your areas of responsibility.

Also available on the top of the screen next to the status drop down list is another drop down list for areas or departments. This drop-down list allows you to search the RA’s by specific areas.

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At the base centre of the Task Risk Screen are several other tabs, Home: will return you to the main screen for your current login. Back: will take you back to the last screen. New Task Record: enables you to start a new RA

3.4 New RA: By clicking on the New Task Risk you will be taken to main RA screen. All

of the text boxes either drop down or free text that is salmon in colour is a mandatory requirement (this is echoed throughout the whole system)

If you are a Risk Creator the Responsible Owner will be automatically pre-filled, if you have more than 1 owner you will have a choice to make. The first set of questions helps set the scene and provides the initial traceability. The main box that requires some attention is the free test box that is asking for a summary of task(s). For example: Use of main yard during delivery of goods. (It’s important to try and keep this short if possible due to this text being used to help identify risks as you move forward, imagine this being the main heading)

As you scroll down this screen you are presented with a number of options, firstly once all of the salmon boxes are complete at the base of the screen you will be provided with 2 options; option 1 you have a tab to save task as incomplete (as a Risk Creator you can go back to this as many times as you wish and it will be saved as draft). Option 2 a tab will appear once all mandatory boxes are complete for the

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submission to the task owner Note: Once a task as been submitted to the owner it cannot be retrieved until the owner as accepted or declined the RA

At the base right of the screen is an option to produce a report of the current RA.

At this stage you also can add attachments, such as SSOW, SOP’s that a relevant to this RA. This could also be old paper based RA’s helping provide evidence of legal compliance.

3.4 Adding Activities: When a task summary is medium to high risk it will require more

detailed analysis and will need to be broken down in to activities, for example the summary that we used earlier “Use of yard during delivery of good” will have a multiple of task elements and therefore Hazards.

In the centre of the screen in a long blue tab stating “Click here to add activities” click on this tab to be taken to the next step

3.5 Activity Risks: At this stage you now break down the RA.

The first box is tick box to identify who may be harmed by this element (you can click as many as you need)

The next box is a text free box for “Initial Risk Details” using the earlier example you could have “Movement of vehicles in the yard”. In this text box also add potential Hazards and Consequences such as: “Movement of vehicles in the yard, Hazards include: Other vehicles, pedestrians, lighting not sufficient to task, weather conditions, vehicle speed. Leading to: Vehicle accidents damaging facilities and goods, road traffic incidents with other vehicles, Vehicle incidents with persons causing fractures or even fatality”

The next two boxes provide the calculation tool to provide a semi-quantifiable risk

matrix; this is set at 5x5 but can be amended by the system administrator

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By completing the risk matrix calculation you will be provided with a risk level, this

level can be set by the administrator including the colours that are seen. This provides you with an initial risk level to this activity

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The next part is text free box to allow you to prescribe what mitigations that are in

place, by scrolling down the screen you now have the opportunity to cover what controls are currently being used or practiced, back to the example could be:

“All drivers are currently trained in the fleet that they use, signage is inplace to show speed

limits, lighting in the area of the yard is adequate to task for the current activities. Actions: PPE to be warn by all staff Walkways need identifying and demarking”

This example has identifed some actions to improve this activity or could cover what is only in place. You now need to complete a new risk matrix useing the same 5x5 matrix but taking into account what the controls have done to making this activity safer.

A new score will be calculated and a residual risk score given. Once you have

completed the activity click submit to manager or save as incomplete. Both will take you to the main RA page. If you click submit to manager the next screen will show

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the activity ticked green showing you are happy, if you save as incomplete it will show a red cross showing you have not yet finished this activity.

As you can see the main screen now shows the status being green against that

activity (you are happy with that activity) it provides the text form initial risk description showing hazards and consequence and the matrix numbers are from the residual risk score, this helps to show how safe this is from the main screen. If you want to see the full breakdown of that activity just click on the text.

The box below breaks down the RA for quick assessment and oversight. It shows

how many activities the main heading is broken down into. It shows were those activities were initially and then showing those activities with controls and the residual risk. The example above shows the initial risk was high but after controls the risk is low.

The next stage is to add another activity, submit the RA to the owner for approval or

save as incomplete. Back to our example we could add other activates such as:

• Movement of pedestrians

• Reversing vehicles

• Snow and ice on the yard

• Lone working

• Fork lift use

To add the extra activities, follow the guide form above clicking on the blue tab to add a new activity and repeat.

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The above image shows a similar RA to our example and is broken down into 8

activites. This as been sent to the owner for approval therefore save as or submit buttons are no longer avalible.

4 REVIEWING RISKS 4.1 One of the biggest issues with reviewing RA’s is the time it takes it is also the

traceability to the RA process. The SaRMS system enables risks to be assessed quickly by answering some simple questions if the risk is still valid and no change required it can take as little as 30 seconds to do. Any change to the RA is logged with a date, time and who made the change with the change.

The image below shows that this live RA is due review, by showing the review tab

next to the live risk.

To review this RA click onto the review tab.

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You will be asked if the risk is still relavant, if you answer “no” you will be asked to archive this risk but before you do this you must given a reason for the risk no longer being required. You must enter a minimum of 20 characters in the text free box

If you answer “Yes” you will be asked some further questions, if there are no

changes to this RA the questions will all display green.

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If the answers all show green and therefore no change, click Confirm Review button

and the the RA is updated

If any of the questions show a significant change is required they will display in red

you will be asked to modify the RA. Click the Modify Risk button and follow the guidance from above.

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The above RA was last reviewed on the 06/12/2017 and is shown next to the live risk

indicator. 5 CHANGES 5.1 Changes to RA are difficault to log and sometimes find the SaRMS Task Risk will

display a green (i) Indicator icon shown in both ths image above which logged a change to the responsible person and the image below.

If you click on the green icon a futher window will display. The image below shows a window, there have been 2 changes to this element and

you can view all the changes by clicking on the next or previous buttons. The changes are shown which include a date and time to the change and what the change was.

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6 RISK ACCEPTANCE 6.1 As a Risk Owner you have a responsibility both morally and legally to assess that

your staff are not exposed to risk and that they are operating safely. The identified risk creator will prepare the Task Risk. Once submitted you must read and accept the risk (make it live) or decline and ask the creator to make improvements following your recommendations

As the owner you will receive an email stating that a Risk is requiring approval, login to the SaRMS with your unique details and review the RA. At the base of the main screen is an approval area either accept the risk yes/no put in the date and type your name, once completed click submit.

7 SYSTEM ADMINISTRATOR 7.1 The system administrator is the Health and Safety Manager any change requests

can be made direct or during the SaRMS meetings.