FINAL EXAM QUESTION

MASTER IN OCCUPATIONAL SAFETY HEALTH AND RISK MANAGEMENT

SEMESTER MAY/2013

SMOM5103

MANAGEMENT SYSTEM

PART A: ANSWER ALL

PART B: ANSWER THREE (3) ONLY

 EXAM QUESTION

PART A

INSTRUCTIONS: THERE ARE TWO (2) QUESTIONS IN THIS PART. ANSWER BOTH QUESTIONS

QUESTION 1 [20 MARKS]

a. What is the meaning of Quality Management System

 _________________________________________________________________
 _________________________________________________________________
(2 marks)

b. What are the benefits of an Quality management system

• ______________________________________________________________
• ______________________________________________________________
• ______________________________________________________________
• ______________________________________________________________
• ______________________________________________________________
• ______________________________________________________________
[12 marks]

c. What are the potential setbacks of an Integrated Management System

• _____________________________________________________________

• _____________________________________________________________

• _____________________________________________________________

[6 marks]
QUESTION 2

a. What are the differences between safety and health

[4 marks]
b. What is the meaning of:
- Hazard
- Risk
[4 marks]

c. What are the responsibilities of the top management with regards to the provision of safety
and health towards their employee at workplace?

 ________________________
 ________________________
 ________________________
 ________________________
 ________________________
 _________________________

[12 marks]
PART B

INSTRUCTION: THERE ARE FIVE (5) QUESTIONS IN THIS PART

ANSWER THREE (3) QUESTIONS ONLY

QUESTION 1

a. What is food safety? [2 marks]

b. What is the intent of ISO 22000 Food Management System?

[4 marks]

c. By using the principle of Plan-Do- Check –Action, explain how the principles of HACCP are
being used in the implementation of ISO 22000 Food Management System.

[14 marks]

QUESTION 2

a. What are the requirements of Clause 4.2 of IS014001 (Environment Management System
Policy)
[8 marks]

b. What is environmental objective?

[2 marks]

c. Explain the process of performing Environment Aspect and Impact Analysis.

[12 marks]

QUESTION 3

a. What are the critical factors of Information Security Management System?

[6 marks]

b. Explain type of control of security commonly used by an organization in order to protect

their critical information? [4 marks]

c. What are the critical success factors for ISMS? [10 marks]
QUESTION 4

a. What is the difference between audit and inspection?

[6 marks]

b. List down (without explanation) type of quality management system audit

[2 marks]

c. Explain how audit contribute to the successful implementation of a Management System

and Continual Improvement.
[12 marks]

QUESTION 5

a. Why undertake Management Review?

[4 marks]

b. What do we need to discuss during Management Review Meeting?

[16 marks]
 ANSWER SCHEME

PART A

INSTRUCTIONS: THERE ARE TWO (2) QUESTIONS IN THIS PART. ANSWER BOTH QUESTIONS

QUESTION 1

a. What is the meaning of integrated management system: [2 marks]

 An integrated management system is a method that is developed to handle several
issue in the same system.
 Integrated management system combines all functions and common documents of
other systems in order to achieve effective time management.
 An integrated management system is a management system that integrates all of
an organization's systems and processes in to one complete framework, enabling an
organization to work as a single unit with unified objectives

b. What are the benefits? [12 marks]

 Integration of strategies and policies of the organization
 An integrated system provides a clear, holistic picture of all aspects of your
organization, how they affect each other, and their associated risks.
 There is less duplication, and it becomes easier to adopt new systems in future.
 Implementation of continual improvement in all areas
 Creates synergy, consistency and decreases bureaucracy, more user friendly and
simpler management system
 Faster reaction to change and challenges
 Easier compliance, less violations,
 greater staff participation and ownership
 Removal of barriers between organizational unit.
 Allows a management team to create one structure that can help to effectively and
efficiently deliver an organization's objectives. From managing employees' needs, to
monitoring competitors' activities, from encouraging best practice to minimizing
risks and maximizing resources, an integrated approach can help an organization
achieve their objectives.

c. What are the potential setbacks of an Integrated Management System [6 marks]

 Responsibility of QMS and EHS can be conflicted in some organizational

structures
  Documentation can be more intricate (more complicated and difficult to
understand).
 External third party audits can be more difficult.
 Current function head (QMS,EMS or OSHMS)may feel threatened.

QUESTION 2

a. What are the differences between safety and health

Safety is relatively free from actual or potential hazards that can injure
employees.

Health has defined health as more than just the absence of disease. Rather, it is a
state of complete physical, mental and social well-being-(WHO)

[4 marks]

b. What is the meaning of?

Hazard

A hazard is any source of potential damage, harm or adverse health effects on something or
someone under certain conditions at work. Basically, a hazard can cause harm or adverse
effects (to individuals as health effects or to organizations as property or equipment losses).

Risk

Risk is the chance or probability that a person will be harmed or experience an adverse
health effect if exposed to a hazard. It may also apply to situations with property or
equipment loss.

[4 marks]

c. What are the responsibilities of the top management of an organization with regards to the
provision of safety and health?

 To provide safe system of work

 To provide leadership and supervision
 To establish policy and objective of safety and health
 To provide resources i.e. human resources, machinery and work environment
 To establish safety and health committee
 Chair the management review
[12 marks]
PART B

QUESTION 1

a. What is food safety

Food safety is related to the presence of food-borne hazards in food at the point of
consumption (intake by the consumer).
[2 marks]

b. What is the intent of ISO 22000 Food Management System?

 To control, and reduce to an acceptable level, any safety hazard identified for the
end product delivered to the next step of food chain.

 To operate and update within the framework of a structured management system

and incorporated into the overall management activities of the organization.

[4 marks]

c. By using the principle of Plan-Do- Check –Action, explain how the principles of HACCP are
being used in the implementation of ISO 22000 Food Management System.

 Hazard Analysis

Hazards (biological, chemical, and physical) are conditions which may pose an
unacceptable health risk to the consumer. A flow diagram of the complete process is
important in conducting the hazard analysis. The significant hazards associated with
each specific step of the manufacturing process are listed. Preventive measures
(temperature, pH, moisture level, etc.) to control the hazards are also listed.

 Identify Critical Control Points

Critical Control Points (CCP) are steps at which control can be applied and a food
safety hazard can be prevented, eliminated or reduced to acceptable levels.
Examples would be cooking, acidification or drying steps in a food process..

 Establish Critical Limits

All CCP's must have preventive measures which are measurable. Critical limits are
the operational boundaries of the CCPs which control the food safety hazard(s). The
criteria for the critical limits are determined ahead of time in consultation with
competent authorities. If the critical limit criteria are not met, the process is "out of
control", thus the food safety hazard(s) are not being prevented, eliminated, or
reduced to acceptable levels.
 Monitor the CCP's

Monitoring is a planned sequence of measurements or observations to ensure the

product or process is in control (critical limits are being met). It allows processors to
assess trends before a loss of control occurs. Adjustments can be made while
continuing the process. The monitoring interval must be adequate to ensure reliable
control of the process.

 Establish Corrective Action

HACCP is intended to prevent product or process deviations. However, should loss of

control occur, there must be definite steps in place for disposition of the product
and for correction of the process. These must be pre-planned and written. If, for
instance, a cooking step must result in a product center temperature between
165oF and 175oF, and the temperature is 163oF, the corrective action could require
a second pass through the cooking step with an increase in the temperature of the
cooker.

 Record keeping

The HACCP system requires the preparation and maintenance of a written HACCP
plan together with other documentation. This must include all records generated
during the monitoring of each CCP and notations of corrective actions taken.
Usually, the simplest record keeping system possible to ensure effectiveness is the
most desirable.

 Verification

Verification has several steps. The scientific or technical validity of the hazard
analysis and the adequacy of the CCP's should be documented. Verification of the
effectiveness of the HACCP plan is also necessary. The system should be subject to
periodic revalidation using independent audits or other verification procedures.

[14 marks]
QUESTION 2

a. What are the requirements of Clause 4.2 of IS014001 (Environment Management

System Policy)
[8 marks]

 Must be appropriate to the nature, scale, environment impact of its

activities, product or services
 Commitment to Continual improvement
 Commitment to complying to legal requirements
 Provide framework for setting environmental objectives and target
 Documented, implemented and maintained

b. What is environmental objective? [2 marks]

Overall environmental goal, consistent with the environmental policy, that an

organization gets itself to achieve

c. Explain the process of performing Environment Aspect and Impact Analysis.

QUESTION 3

a. What are the critical factors of Information Security Management System?

• Confidentiality: Protecting information from unauthorized parties.

• Integrity: Protecting information from modifying from unauthorized users.
• Availability: Making the information available to authorized users.
[6 marks]

b. Explain type of control of security commonly used by an organization in order to protect

their critical information?

Security controls can also be categorized according to their nature, for example:

• Physical controls e.g. fences, doors, locks and fire extinguishers;

• Procedural controls e.g. incident response processes, management oversight,
security awareness and training;
• Technical controls e.g. user authentication (login) and logical access controls,
antivirus software, firewalls;
• Legal and regulatory or compliance controls e.g. privacy laws, policies and clauses.
[4 marks]

c. What are the critical success factors for ISMS?

To be effective, the ISMS must:

• have the continuous, unshakeable and visible support and commitment of the
organization’s top management;
• be managed centrally, based on a common strategy and policy across the entire
organization;
• be an integral part of the overall management of the organization related to and
reflecting the organization’s approach to risk management, the control objectives
and controls and the degree of assurance required;
• have security objectives and activities be based on business objectives and
requirements and led by business management;
• undertake only necessary tasks and avoiding over-control and waste of valuable
resources;
• comply with the organization philosophy and mindset by providing a system that
instead of preventing people from doing what they are employed to do, it will
enable them to do it in control and demonstrate their fulfilled accountabilities.

[10 marks]
QUESTION 4

a. What is the difference between audit and inspection?

• Audit is a systematics examination of a system/ Inspection is more operational

checking
• Audit Periodical/ Inspection More frequent or can be random
• Audit is based on standard criteria/ Using checklist

[6 marks]

b. List down (without explanation) type of quality management system audit

• First party (Internal audit)

• Third party audit (certification audit) [2 marks]

c. Explain how audit contribute to the successful implementation of a Management System

and Continual Improvement.

• Identification of conformance
• Identification of non-conformance
• Identify opportunity for improvement
• Training for staff/workers
• Evidence of top management commitment
• Provide indicative of the level of implementation of a MS
• Systematic and factual
• Internal control (internal audit)
• To get feedback from staff/workers

[12 marks]
QUESTION 5

a. Why undertake Management Review?

• You need to ensure that the provisions of the management system and its
effectiveness are reviewed.
• The meetings need to review current management & operational performance data
and ensure that improvement opportunities have been addressed.

[4 marks]

b. What do we need to discuss during Management Review Meeting?

The meetings could include a review of the following, as applicable:

• The minutes of the previous management meetings & a review of outstanding

actions from the last management meetings
• Current organisational structure and resources
• R & D initiatives & development projects
• Operational performance indicators
• Results of audits
• Product, process and system non-conformances
• Status of Corrective / Preventive Actions
• Recommendations for improvement
• Planning for training
• Changes that could affect the system i.e. regulations or legislation

[16 marks]

Marks allocation: 2m for points discussed in each stage + 1m for example = 3m

*Examiners required to use their own judgment when awarding marks.