Element 2: How Health and Safety Management Systems Work and Element 2

What they look like

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Element 2: How Health and Safety Management Systems Work and Element 2
What they look like

Learning outcomes:

On completion of this element learners should be able to:

2.1 Outline the key elements of Occupational Health and Safety Management System.
2.2 Outline the Occupational Health and Safety Management System Standard.
2.3 Explain the purpose and importance of setting policy for Occupational Health and
Safety.
2.4 Describe the key features and appropriate content for the effective Occupational Health
and Safety.

Contents

2.1 What they are and the benefits they bring 2

2.1.1 Introduction to Occupational Health and Safety Management System 2

2.1.2 The basics of a health and safety management system: The „Plan, Do, 2
Check, and Act‟ (PDCA) Model
2.1.3 Benefits of having a formal / certified occupational health and safety
management system 7
2.2 What good Health and Safety Management Systems look like 10

2.2.1 The Occupational Health and Safety Policy 10

2.2.2 Responsibilities – all workers at all levels of an organization have
Responsibility for health and safety 12
2.2.3 Practical arrangements for making it work 14
2.2.4 Keeping it Current 16

Sample Scenario with Tasks, Questions & Answers

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2.1 How health and safety management systems work and what they look
Like
2.1.1 Introduction to Occupational Health and Safety Management system

Health and safety management system is a process put in place by an employer to minimize
the risk of injury and illness. This is made possible by identifying, assessing and controlling
risks to workers in all workplace operations, identification and analysis of health and
safety hazards at the work site.

2.1.2 The basics of a health and safety management system: The „Plan, Do, Check, and
Act‟ (PDCA) Model

The notion of management systems is used often in the decision making processes in business
and unknowingly also in daily life, whether it is in the purchase of equipment, the extension
of business or more simply the selection of new furniture. The application of Occupational
Safety and Health Management Systems (OSHMS) is based on relevant OSH criteria,
standards and performance. It aims at providing a method to assess and improve performance
in the prevention of workplace incidents and accidents via the effective management of
hazards and risks in the workplace. It is a logical, stepwise method to decide what needs to be
done, how best to do it, monitor progress toward the established goals, evaluate how well it is
done and identify areas for improvement. It is and must be capable of being adapted to
changes in the business of the organization and to legislative requirements.

This concept of a process is based on the principle of the “Plan-Do-Check-Act” Deming

Cycle (PDCA), designed in the 1950s to monitor business performance on a continual basis.
When applied to OSH, “Plan” involves the setting of an OSH policy, planning including the
allocation of resources, provision of skills and organization of the system, hazard
identification and risk assessment. The “Do” step refers to actual implementation and
operation of the OSH programme. The “Check” step is devoted to measuring both the active
and reactive performance of the programme. Finally the “Act” step closes the cycle with a
review of the system in the context of continual improvement and the priming of the system
for the next cycle.

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The OSHMS approach ensures that:

 The implementation of preventive and protective measures is carried out in an

efficient and coherent manner;

 Pertinent policies are established;

 Commitments are made;

 All the workplace elements to assess hazards and risks are considered, and

 Management and workers are involved in the process at their level of responsibility.

The risks for occupational accidents and diseases at work have to be managed by the
employers and workers who are facing them. In order to ensure effective action, it is essential
to establish occupational safety and health (OSH) management systems at all workplaces for
continual improvement of working environment and preventive measures. The ILO
guidelines on occupational safety and health management systems provide guidance for
action at the national and enterprise levels.

The “Plan-Do-Check-Act” cycle (PDCA) is critical to the operation of the Occupational

Health & Safety Management System as specified by ISO 45001:2018, in terms of
achievement against set objectives and continual improvement. It can be described as
follows:

Plan: the establishment of objectives and the processes that may deliver them, in harmony
with the Occupational Health & Safety Policy established by the organization

Do: the implementation of the planned processes

Check: the monitoring and measuring of results versus the Occupational Health & Safety
Policy, including all commitments, objectives, and criteria, and the reporting of them

Act: the consequent actions taken to ensure continual improvement

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It should be noted that the PDCA cycle is a recognized management system methodology that
is used across various business management systems, but its use is both compulsory and
highly beneficial within ISO 45001:2018. The standard is written so that the sections of the
ISO 45001:2018 standard easily fit into this PDCA cycle.

Occupational Health and Safety Management System Standard

ISO 45001:2018

ISO 45001:2018 specifies requirements for an occupational health and safety (OH&S)
management system, and gives guidance for its use, to enable organizations to provide safe
and healthy workplaces by preventing work-related injury and ill health, as well as by
proactively improving its OH&S performance.
ISO 45001:2018 is applicable to any organization that wishes to establish, implement and
maintain an OH&S management system to improve occupational health and safety, eliminate
hazards and minimize OH&S risks (including system deficiencies), take advantage of OH&S
opportunities, and address OH&S management system nonconformities associated with its
activities.
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ISO 45001:2018 helps an organization to achieve the intended outcomes of its OH&S
management system. Consistent with the organization's OH&S policy, the intended outcomes
of an OH&S management system include:
a) Continual improvement of OH&S performance;
b) Fulfillment of legal requirements and other requirements;
c) Achievement of OH&S objectives.
ISO 45001:2018 is applicable to any organization regardless of its size, type and activities. It
is applicable to the OH&S risks under the organization's control, taking into account factors
such as the context in which the organization operates and the needs and expectations of its
workers and other interested parties.
ISO 45001:2018 does not state specific criteria for OH&S performance, nor is it prescriptive
about the design of an OH&S management system.
ISO 45001:2018 enables an organization, through its OH&S management system, to integrate
other aspects of health and safety, such as worker wellness/wellbeing.
ISO 45001:2018 does not address issues such as product safety, property damage or
environmental impacts, beyond the risks to workers and other relevant interested parties.

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ISO 45001:2018 can be used in whole or in part to systematically improve occupational
health and safety management. However, claims of conformity to this document are not
acceptable unless all its requirements are incorporated into an organization's OH&S
management system and fulfilled without exclusion

ILO Guidelines on OSH Management Systems (ILO-OSH 2001)

The ILO has designed these guidelines as a practical tool for assisting organizations and
competent institutions as a means of achieving continual improvement in occupational safety
and health (OSH) performance. The guidelines have been developed according to
internationally agreed principles defined by the ILO‟s tripartite constituents. The practical
recommendations of these guidelines are intended for use by all those who have
responsibility for OSH management

ILO-OSH 2001 provides a unique international model, compatible with other management
system standards and guides. It is not legally binding and not intended to replace national
laws, regulations and accepted standards. It reflects ILO values such as tripartism and
relevant international standards including the Occupational Safety and Health Convention,
1981 (No. 155) and the Occupational Health Services Convention, 1985 (No. 161). Its
application does not require certification, but it does not exclude certification as a means of
recognition of good practice if this is the wish of the country implementing the Guidelines.
The ILO Guidelines encourage the integration of OSH-MS with other management system
and state that OSH should be an integral part of business management. While integration is
desirable, flexible arrangements are required depending on the size and type of operation.
Ensuring good OSH performance is more important than formality of integration. As well as
this, ILO-OSH 2001 emphasizes that OSH should be a line management responsibility at the
organization,

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2.1.3 Benefits of having a formal / certified occupational health and safety

management system

1. Improved health and safety performance

2. Reduced cost associated with accidents and incidents
3. Improved staff relations and morale
4. Improve business efficiency
5. Improved public image and PR
6. Lower insurance premiums
7. Easier access to finance
8. Increased regulatory compliance
9. Improved confidence
10. Boost corporate and social responsibility

1. Improved health and safety performance

All the employees will have a clear understanding of how to handle key activities, whether
it‟s reporting an incident, responding to an issue, or working through a problem. When every
worker is clear about the precise protocol to follow and everyone uses the same approach
every time, then organization‟s OHS performance will improve.

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With the right OHS management system in place organization will have a clear overview of
every OHS-related activity that happens in the premises. And will have a clear, agreed-upon
record of what happened, how it was responded to and what further actions were taken.

2. Reduced cost associated with accidents and incidents

If the organization currently has no OHS management system in place then it will
be painfully aware of how expensive it can be to correct mistakes and problems.

Every time an accident occurs, then organization will be on the back foot, at the mercy of the
consequences.

Things like:

 Staff compensation claims that push up insurance premiums

 The cost of hiring temporary staff to plug gaps in the workforce while the injured
workers recover.

But there are other indirect costs too.

A. Organization‟s workforce is its business‟ greatest asset, each accident and incident
will dent staff morale.
B. When workers feel that their employer doesn‟t take OHS management seriously,
they‟ll be less likely to engage with their work.

This has a significant knock-on effect when it comes to productivity. A Gartner survey
found that workplaces with low morale typically have lower productivity levels. A formal
OHS management system will help reduce the likelihood of incidents and accidents from
occurring and this will, in turn, lower organization‟s costs of dealing with them.

3. Improved staff relations and morale

The third benefit of OHS management systems is that they increase employee satisfaction
and help to improve staff relations and morale. All of this changes when a company invests
in an OHS management system. Employees will start to feel more comfortable and secure as
they‟ll have a set of clear OHS practices in place. After completing their training, they‟ll
know the exact guidelines to follow in any situation, helping them gain confidence while at
work. When an organization start implementing an OHS management system, we notice that
workers‟ productivity and morale will improve, employee retention rates will increase and
organization‟s growth will rise.

4. Improve business efficiency

Implementing an OHS management system is one of the best ways to improve the efficiency
of business.

An OHS management system can help in:

 Reduce the number of sick and ill days that the staff take

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 Lower the number of temporary workers need to hire
 Lower insurance premiums
 Increase staff morale and productivity
 Improve staff retention rates
 Reduce training costs (for new and temporary staff)

5. Improved public image and PR

Whoever coined the phrase “There‟s no such thing as bad publicity” obviously never worked
in Public Relation for a multinational. For modern organizations, serious health-related
accidents and injuries do become public and can cause irreparable harm to a company‟s
public image.

That‟s why putting in place an OHS management system is a sensible precaution to take. It
shows employees that their organization value their rights to a safe and healthy working
environment and have every intention of respecting this.

6. Lower insurance premiums

But an important and often overlooked cost-saving can be lower insurance premiums. In
today‟s litigation culture, insurance premiums are mandatory, but insurers will offer lower
premiums if organization can demonstrate that they are effectively controlling risks to their
workers in their premises. If the organization use an OHS management system to reduce
injuries and illnesses by – say – 20 percent, this is valuable evidence that organization can
use it to renew their premiums. If the organization‟s perceived risk is lower then this may
result in cost savings through lower insurance premiums.

7. Easier access to finance

Gaining finance from banks and investors is never easy, especially in today‟s challenging
business climate. But an OHS management system is an important part of proving to
potential investors that the organization is well-managed, with fewer accidents and injuries
and a set of clear guidelines that help the organization to respond to any incidents that occur,
organization will have a healthier bottom line and an improved chance of winning
investments that it may otherwise not.

8. Increased regulatory compliance

If there are two words that strike fear into the heart of most business owners, then these two
may be it: „regulatory compliance‟.

Regulations are increasingly stiff and the punishments are ever-fiercer.

If the organization doesn‟t have OHS management system in place, the chances of
unwittingly committing an offense are quite high, whether due to negligence or human error.
A proper OHS management system will help all the staff to stay aware of current legal
requirements. This improves organization‟s regulatory compliance and lowers the risk of
organization having to pay a fine.

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9. Improved confidence
A comprehensive OHS management system help ensure that staff members are more
protected from a wide range of threats and health problems, such as:

 Falls
 Injuries
 Repetitive strain injuries
 The effects of vibration and noise
 Skin diseases
 Asbestos-related diseases
 And more!

When employees feel safe at work, they are more likely to feel confident. As we‟ve
discussed, this feeds through to many other areas of their work such as productivity,
efficiency and retention rates. Adopting an OHS management system is one way of building
confidence that complements other actions organization can take. For example, organization
can apply for ISO 45001 certification for its business as a way of showing staff that an
organization is committed to workplace safety. These certifications are some of the best
routes towards setting up formal procedures for managing health and safety risks. If
employees see that organization actively looking after their health and safety, relations and
confidence will improve. This will lead to a more productive, more efficient workforce.

10. Boost corporate and social responsibility

Having a strong OHS management system in place is an especially important part of building
organization brand‟s appeal. Over 57 percent of those surveyed said business had a
responsibility to ensure that they don‟t rely on harmful labor practices such as forced labor.
An OHS management policy shows that organization value the physical, social and mental
well-being of its employees, helping to build its public image.

2.2.1 The Occupational Health and Safety Policy

What is health and safety policy?

A health and safety policy sets out our general approach to health and safety. It explains
how we, as an employer, will manage health and safety in our business. It should clearly say
who does what, when and how.

What are the health and safety policies and procedures?

A health and safety policy sets out our general approach and commitment together with the
arrangements we have put in place for managing health and safety in our business. It is a
unique document that says who does what, when and how.

What is the importance of health and safety policy?

The purpose of the policy is to express the employer's commitment to health and safety.
Show Commitment - A policy commits the entire organization to maintain a safe workplace.

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This encourages both human and financial resources to help ensure that safety is taken
seriously within the organization.

Health & Safety Policy should contain three separate parts

 Statement of Intent – which demonstrates management‟s commitment to health and

safety and sets goals and objectives for the organization),
 Organization – the purpose of which is to allocate health and safety responsibilities
within the company
 Arrangements – which sets out in detail the systems and procedures to show how the
policy is to be implemented

Clause 5.2: OH&S policy

The OH&S policy is the mechanism by which top management formally articulates its
commitment to OH&S probity.

There are many differences in form and content of corporate policies. Their style, however, is
not as important as the clarity with which they identify functional responsibilities over
authority.
To be effective, a policy must

 Involve senior management and representatives in the preparation of the policy,

 Be seen as consistent with the workplace's objectives of operating in an efficient and
predictable manner,
 Be relevant and appropriate to the nature, scale and OHS hazards and risk associated
with that workplaces‟ needs (not adopted from another workplace), and
 Be accepted as equal in importance to the workplace's other policy objectives.

Aims & Objectives of a Health & Safety Policy

 Provide safe and healthy working conditions for the prevention of work-related injury
and ill health which are appropriate to the specific nature of the OH&S risks to which
workers and others are exposed;
 Provide a framework for setting the OH&S objectives;
 Include a commitment to fulfill legal and other requirements;
 Include a commitment to eliminate hazards and reduce OH&S risks;
 Include a commitment to continual improvement of the OH&S management system;
 Include a commitment to consultation with and participation of workers, and, where
they exist, workers‟ representatives.

It is important to share the organization‟s commitments with its workers, contractors and
others who work on behalf of the organization so that they understand top managements‟
expectations and can perform their work in a manner that contributes to meeting these
expectations. Making the health and safety policy publicly available, or available on request,
provides assurance to interested parties that the organization is doing its part to achieve
positive OH&S outcomes.

These are some of the major items to consider

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 The policy should state the arrangements in place to support and implement it. Such
items as safety meetings, safe working procedures, occupational hygiene, and
education and training should be outlined.
 The policy should address the types of hazards associated with the workplace.
Depending on the types of tasks performed and the hazards present, it may be
necessary for the employer to become fairly specific and detailed in outlining hazards
at the workplace.
 The policy should discuss active and on-going participation of employees in helping
to achieve the objectives.
 Policy statements need to be amended from time to time. They must keep pace with
the changes occurring at the workplace. CSA Z1000-14 recommends an annual
review, and as required.

2.2.2 Responsibilities – all workers at all levels of an organization have

responsibility for health and safety

Responsibilities of Individuals
Individuals have a responsibility to carry out their assigned duties. For a health and safety
program to achieve its desired results, everyone in a workplace must know their
responsibilities.
The following are samples of assignments of responsibilities designed for different-sized
organizations. Select and customize, or create your own version.

Senior Executive/Managers

 Provide a statement of policy relating to the health and safety program.

 Maintain overall responsibility for the health and safety program.
 Ensure that all established health and safety policies are administered and enforced in
all areas.
 Ensure that all personnel are aware of and effectively practice the policies and
procedures set out in the health and safety program.
 Provide information, instructions, and assistance to all supervisory staff in order to
protect the health and safety of all employees.
 Understand and enforce the incident prevention policy as well as the occupational
health and safety legislation.
 Provide all supervisory staff with proper, well-maintained tools and equipment, plus
any personal protective devices which may be required.
 Provide ongoing health and safety education or training programs and approved first
aid training courses as required.
 Monitor departments and projects and hold them accountable for their individual
health and safety performance.

Line Management/Supervisors

 Co-operate with health and safety committee members

 Provide instructions to employees about safe work procedures. As part of the routine
duties, the supervisor shall require employees to use personal protective equipment as
appropriate.
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 Provide an example for others by always directing and performing work in a safe
manner.
 Conduct regular inspections for unsafe practices and conditions and ensure prompt
corrective action.
 Work in cooperation with others in determining safe practices, enforcing their
observance, developing procedures for dealing with violations and general safety and
incident prevention.
 Enforce all established safety regulations and work methods. Take corrective action as
necessary to ensure compliance with the rules.
 Know and apply the workplace safety policy and relevant occupational health and
safety legislation.
 Arrange for medical treatment as required, including transportation to a doctor or
hospital as necessary.
 Report all incidents immediately, investigate all incidents fully, and advise
management on how to prevent similar incidents in the future.
 Carry out regular inspections of the work place to ensure a safe and healthy
environment.
 Hold regular safety meetings to review safety conditions and general safety policies.
 Accompany the government inspector during inspections.
 Be aware of the hazards that exist for the short term, temporary and newly hired
employee. Ensure that new employees receive detailed safety instructions before they
are allowed to start work.

Employees

 Carry out work in a manner so as not to create a health and safety hazard to yourself
or others.
 Participate in education and training.
 Assist in the reduction and controlling of incident and illness producing conditions.
 Report any incidents, near misses, injuries, or illnesses.
 Use the correct tools and equipment for the job.
 Keep tools and personal protective equipment in good condition or replace when
necessary.
 Use the required safety equipment and personal protective equipment.
 Report defects in workplace equipment.
 Develop a personal concern for health and safety -- for yourself and for others,
particularly newcomers and young people.
 Suggest ways to eliminate hazards or control risk.
 Read, understand, and comply with workplace health and safety policy, safe work
practices and procedures.
 Co-operate with health and safety committee members and representatives.
 Participate in medical surveillance (e.g., hearing conservation programs, medical
monitoring, etc.).

Safety Co-coordinators/Officers

 Advise management and employees on:

o preventing injury and illness to personnel and damage to plant and equipment
o legal requirements affecting safety, health and well-being
o provision and use of protective clothing and equipment

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o suitability, from a safety viewpoint, of new equipment, and validity of all
appropriate test certificates
o potential hazards on new contracts before work starts and precautions required
o Changes in legislation, standards, etc.
 Record and analyze information on injuries, illness, damage, and production loss.
 Assess incident trends and review overall safety performances.
 Maintain contact with professional bodies (e.g., medical systems, engineers,
occupational hygienists, etc.).
 Take part in workplace discussions on injury, health and welfare, damage control.
 Keep up-to-date with recommended codes of practice and new health and safety
literature.
 Administer the health and safety program.
 Assist in incident investigations, analysis and preparation of incident reports and
summaries.
 Prepare inspection reports.
 Ensure that corrective action has been taken whenever deficiencies are identified.
 Assist with health and safety seminars, education, or training.

2.2.3 Practical arrangements for making it work

To implement a policy, health and safety activities must be identified and assigned. While
each workplace will do this in its own way, there are some general issues which should be
addressed:

 The policy should state that the workplace has clear rules for healthy and safe work
behavior. It should clarify who is responsible for developing, observing, and
enforcing the rules.
 There should be clear guidelines for maintaining and operating equipment and
machinery. Again, individual responsibilities must be clarified.
 The policy should state what type of education or training program will be provided
by the company to ensure that employees can meet their responsibilities. This learning
could include first day orientation, on-the-job training, and refresher courses.
 The means for providing employees with information about basic or specific
workplace hazards, and detailed written procedures for hazardous jobs should be
outlined.
 Regular worksite health and safety meetings at all levels of the organization are an
essential part of a good safety program. The policy could identify what issues will be
discussed at these meetings, what can be communicated verbally, and what should be
in writing.

Communicating the contents of a health and safety policy to a workforce

Methods Include:

 Giving employees their own personal copy of the policy or a summary of it;
 Displaying the policy on noticeboards.
 Explaining the content of the policy at team briefings or tool-box talks and during
induction or refresher training courses.

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 Referring to the policy in internal newsletters, booklets, emails and intranet
communications.
 Making the policy an agenda item at meetings of the health and safety committee.

Source Reference:
https://www.hseblog.com/nebosh-igc-1-health-safety-management-systems-policy/

Here is a sample of a series of questions that could be put in "Yes / No" checklist:

 Does the statement express a commitment to health, safety, and well-being? Are
obligations towards employees made clear?
 Does it say which senior officer is responsible for seeing that it is implemented and
for keeping it under review, and how this will be done?
 Is it signed by senior executive?
 Have the views of managers and supervisors, safety professionals, and health and
safety committees or representatives been taken into account?
 Were the duties set out in the statement discussed with the people concerned? Do they
understand how their performance is to be assessed and what resources they have to
carry out their tasks safely?
 Does the statement make clear that cooperation on the part of all employees is vital to
the success of the health and safety policy?
 Does it say how employees are to be involved in health and safety matters, for
example, by being consulted, by taking part in inspections, or by participating on a
health and safety committee?
 Does it show clearly how the duties for health and safety are allocated, and are the
responsibilities at different levels described?
 Does it say who is responsible for the following matters?
o Investigation reports and incident records.
o Fire precautions and evacuation procedures.
o First aid.
o Safety inspections.
o Education and training program.
o Ensuring legal requirements are met.
 Is management solely responsible for providing a healthy and safe working
environment?
 Is employer's concern for health and safety as great as concern for economic financial
and marketing matters?
 Does it include the names of individual managers who are responsible for making the
safety policy work in specific areas or departments?
 Does it state the employer's duty to give education and training in health and safety to
all employees?
 Does it outline the development and maintenance of health and safety roles and
procedures?
 Does it include planned programs for health and safety at work?
 Does it ensure that health and safety matters will be taken into account when planning
new methods processes or premises?
 Does it include arrangements for disclosing information, including multilingual
information, on health and safety and well-being matters?
 Does it explain how money is to be made available to support health and safety?
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 Do all employees have copies of their employer's health and safety policy?
 Are workplace representatives consulted about periodic revisions and updating of the
employer's health and safety policy?
 Has the policy been reviewed with the health and safety committee?
 Does it state who will review the policy and how often it will be reviewed?
 Are there effective arrangements for drawing the policy to the attention of all
employees?
 Is the delegation of duties logical and successive throughout the organization?
 Is it clear that the ultimate responsibility for safety rests with senior management?
 Are the responsibilities of senior managers written into the policy or into job
descriptions?
 Are there procedures and controls in place that ensure accountability?
 Is health and safety performance an essential ingredient of performance appraisals?
 Do line managers understand and accept the nature of their health and safety
responsibilities?
 Are there arrangements for liaison with contractors?
 Are all individuals aware of their legal responsibilities?

2.2.4 Keeping it Current

Reviewing of Health and Safety Policies

Circumstances that would require a health and safety policy to be reviewed, such as

 Significant changes in the structure of the organization and/or a change of premises;

 After the introduction of new or changed processes or work methods;
 Following changes in key personnel;
 Following changes in legislation;
 Where audits, risk assessments, monitoring exercises or accident investigations show
that the policy is no longer effective or relevant;
 As a result of consultation with the workforce;
 Following enforcement action and after a sufficient period of time has elapsed since
the previous review to suggest that another one is due.

Source Reference:
https://www.hseblog.com/nebosh-igc-1-health-safety-management-systems-policy/

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