ABC COMPANY LIMITED

OCCUPATIONAL HEALTH & SAFETY

MANAGEMENT SYSTEM MANUAL
PROCEDURE FOR OHSMS PLANNING AND MANAGEMENT REVIEW

1. PURPOSE:

To establish a process for the planning of Occupational Health & Safety Management System activities, and, a
process for periodic review of OH&S Management System performance.

2. SCOPE:

All elements of OH&S Management System.

3. DEFINITIONS:

The terms used in relation to management review to be understood as follows:

a) “suitability” refers to how the OH&S management system fits the organization, its operation, its culture
and business systems
b) “adequacy” refers to whether the OH&S management system is implemented appropriately
c) “effectiveness” refers to whether the OH&S management system is achieving the intended outcome.

4. REFERENCES:

ISO45001:2018 Standard - Clauses 6 : Planning

7.1 : Resources
9.3 : Management Review

5. AUTHORITY AND RESPONSIBILITY:

Managing Director

The MD is responsible for the implementation of this procedure.

The MD is authorised to provide resources for implementing this procedure.

HMR, HODs

They are responsible for implementation of the OHSMS and reporting on its performance to the top
management.

6. METHOD:

The Managing Director convenes the OHSMS Planning and Management Review meeting at a maximum
interval of six months, or before that, whenever necessary.

Participants of this meeting include the HMR, Heads of Departments, and others if any, on invitation.

As our OHSMS planning horizon is twelve months and review interval is six months, OHSMS planning related
activities are done in alternate meetings whereas management review is done in every meeting.

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Doc ID: HMR-H-M-PR-01
Signature Version: 001
Date 01-Apr-2018 01-Apr-2018 01-Apr-2018 Effective date: 01-Apr-2018
Designation HMR MD HMR Page 1 of 6
 ABC COMPANY LIMITED

OCCUPATIONAL HEALTH & SAFETY

MANAGEMENT SYSTEM MANUAL
PROCEDURE FOR OHSMS PLANNING AND MANAGEMENT REVIEW

Yearly targets are set during every alternate meeting, but reviewed and amended (if required) during every
meeting.

As part of ongoing continual improvement of OHSMS system, the top management sets and modifies (if
required) the targets for OHSMS related performance parameters during the planning & review meeting.

A. OHSMS Planning

A.1 Actions to address risks and opportunities

When planning for the OH&S management system, our organization considers its external and internal issues
(clause 4.1), the needs and expectations of workers and other interested parties (clause 4.2) and the scope of
OH&S management system (clause 4.3), and determine the risks and opportunities that need to be addressed to:
a) give assurance that the OH&S management system can achieve its intended outcome(s)
b) prevent, or reduce, undesired effects, and
c) achieve continual improvement.

For better clarity on the current OH&S context of the organization, the top management has prepared a
document titled ‘OH&S Context of the Organization (HMR-H-F-PR01-001)’. The top management monitors
and reviews the issues and requirements, and updates this document at a maximum interval of six months.

Note: Please refer the sections ‘OH&S Context of the Organization (HMR-H-M-GN-07)’ and ‘Scope of the
OH&S Management System (HMR-H-M-GN-03)’ of this manual for more details on clauses 4.1, 4.2, and 4.3 of
the ISO45001:2018 standard.

When determining and assessing the risks and opportunities for the OH&S management system and its intended
outcomes that need to be addressed, we would take into account:
- hazards
- OH&S risks and other risks
- OH&S opportunities and other opportunities, and
- legal requirements and other requirements.

In the case of planned changes, permanent or temporary, this assessment is undertaken before the change is
implemented.

The organization maintains documented information on:

- risks and opportunities, and
- the process(es) and actions needed to determine and address its risks and opportunities to the extent
necessary to have confidence that they are carried out as planned.

The Managing Director documents these risks and opportunities in the ‘Minutes of OHSMS Planning and
Management Review Meeting (HMR-H-F-PR01-003)’.

The Management Representative (HMR) maintains a ‘Master List of Identified OH&S Risks and Opportunities
(HMR-H-F-PR01-004)’ which includes all OH&S risks and opportunities identified through hazard
identification and risk/opportunity assessments, system planning, management review, internal / external audits,

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 ABC COMPANY LIMITED

OCCUPATIONAL HEALTH & SAFETY

MANAGEMENT SYSTEM MANUAL
PROCEDURE FOR OHSMS PLANNING AND MANAGEMENT REVIEW

incident / accident investigations, etc. This acts as a ready-reckoner of identified OH&S risks and opportunities
and their current status.

A.1.2 Hazard identification and assessment of risks and opportunities

A.1.2.1 Hazard identification

The organization has already established, implemented and maintaining processes for hazard identification that
is ongoing and proactive.

For details, please refer the Procedure for Hazard Identification and Assessment of OHS Risks and
Opportunities (HMR-H-M-PR-05).

A.1.2.2 Assessment of OH&S risks and other risks to the OH&S management system

The organization has already established, implemented and maintaining processes to:
a) assess OH&S risks from the identified hazards, while taking into account the effectiveness of existing
controls
b) determine and assess the other risks related to the establishment, implementation, operation and
maintenance of the OH&S management system.

For details, please refer the Procedure for Hazard Identification and Assessment of OHS Risks and
Opportunities (HMR-H-M-PR-05).

A.1.2.3 Assessment of OH&S opportunities and other opportunities for the OH&S management system

During periodic management reviews, our organization would assess:

a) OH&S opportunities to enhance OH&S performance, while taking into account planned changes to the
organization, its policies, its processes or its activities and:
1) opportunities to adapt work, work organization and work environment to workers
2) opportunities to eliminate hazards and reduce OH&S risks
b) other opportunities for improving the OH&S management system.

A.1.3 Determination of legal requirements and other requirements

The organization has already established, implemented and maintaining processes to:
a) determine and have access to up-to-date legal requirements and other requirements that are applicable to its
hazards, OH&S risks and OH&S management system
b) determine how these legal requirements and other requirements apply to the organization and what needs to
be communicated
c) take these legal requirements and other requirements into account when establishing, implementing,
maintaining and continually improving its OH&S management system.

For details, please refer the Procedure for Determination and Compliance Evaluation of Legal and Other
Requirements (HMR-H-M-PR-06).

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 ABC COMPANY LIMITED

OCCUPATIONAL HEALTH & SAFETY

MANAGEMENT SYSTEM MANUAL
PROCEDURE FOR OHSMS PLANNING AND MANAGEMENT REVIEW

A.1.4 Planning action

The organization would plan:

a) actions to:
1) address these risks and opportunities
2) address legal requirements and other requirements
3) prepare for and respond to emergency situations
b) how to:
1) integrate and implement the actions into its OH&S management system processes or other business
processes;
2) evaluate the effectiveness of these actions.

The organization would take into account the hierarchy of controls (clause 8.1.2) and outputs from the OH&S
management system when planning to take action.

When planning its actions, our organization would consider best practices, technological options and financial,
operational and business requirements.

A.2 OH&S objectives and planning to achieve them

A.2.1 OH&S objectives

Our organization has already established OH&S objectives at relevant functions and levels in order to maintain
and continually improve the OH&S management system and OH&S performance.

We would make sure that our OH&S objectives …

a) are consistent with the OH&S policy
b) are measurable (if practicable) or capable of performance evaluation
c) take into account:
1) applicable requirements
2) the results of the assessment of risks and opportunities
3) the results of consultation with workers and workers’ representatives
d) are monitored
e) are communicated, and
f) are updated as appropriate.

A.2.2 Planning to achieve OH&S objectives

When planning how to achieve its OH&S objectives, the organization would determine:
a) what will be done
b) what resources will be required
c) who will be responsible
d) when it will be completed
e) how the results will be evaluated, including indicators for monitoring, and

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 ABC COMPANY LIMITED

OCCUPATIONAL HEALTH & SAFETY

MANAGEMENT SYSTEM MANUAL
PROCEDURE FOR OHSMS PLANNING AND MANAGEMENT REVIEW

f) how the actions to achieve OH&S objectives will be integrated into the organization’s business
processes.

The organization is maintaining and retaining documented information on the OH&S objectives and plans to
achieve them. Heads of each department maintain OH&S Objective Realization Plan (HMR-H-F-PR01-002)
duly approved by the Managing Director.

A.3 Resources

The organization shall determine and provide the resources needed for the establishment, implementation,
maintenance and continual improvement of the OH&S management system.

Examples of resources include human, natural, infrastructure, technology and financial.

Examples of infrastructure include the organization’s buildings, plant, equipment, utilities, information
technology and communications systems, and emergency containment systems.

B. Management review

The top management reviews the organization’s OH&S management system, at planned intervals (every six
months), to ensure its continuing suitability, adequacy and effectiveness.

The management review topics (inputs) include:

a) the status of actions from previous management reviews
b) changes in external and internal issues that are relevant to the OH&S management system, including:
1) the needs and expectations of interested parties
2) legal requirements and other requirements
3) risks and opportunities
c) the extent to which the OH&S policy and the OH&S objectives have been met
d) information on the OH&S performance, including trends in:
1) incidents, nonconformities, corrective actions and continual improvement
2) monitoring and measurement results
3) results of evaluation of compliance with legal requirements and other requirements
4) audit results
5) consultation and participation of workers
6) risks and opportunities
e) adequacy of resources for maintaining an effective OH&S management system
f) relevant communication(s) with interested parties, and
g) opportunities for continual improvement.

Note: The management review topics (agenda) listed above need not be addressed all at once. The organization
would determine when and how the management review topics are addressed.

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 ABC COMPANY LIMITED

OCCUPATIONAL HEALTH & SAFETY

MANAGEMENT SYSTEM MANUAL
PROCEDURE FOR OHSMS PLANNING AND MANAGEMENT REVIEW

The outputs of the management review include decisions related to:

- the continuing suitability, adequacy and effectiveness of the OH&S management system in achieving its
intended outcomes
- continual improvement opportunities
- any need for changes to the OH&S management system
- resources needed
- actions, if needed
- opportunities to improve integration of the OH&S management system with other business processes,
and
- any implications for the strategic direction of the organization.

The top management would communicate the relevant outputs of management reviews to workers and workers’
representatives.

The Managing Director documents the review outputs in the ‘Minutes of OHSMS Planning and Management
Review Meeting (HMR-H-F-PR01-003)’.

7. RECORDS:

The following records are maintained.

Sl. Retention Custodian(s)

No. Record Title / ID Format Medium Period
1 OH&S Context of the Organization English, Text Paper Perpetual Managing
(HMR-H-F-PR01-001) Director
2 OH&S Objective Realization Plan English, Text Paper Min 3 years MD, HODs
(HMR-H-F-PR01-002)
3 Minutes of OHSMS Planning and English, Text Paper Min 3 years Managing
Management Review Meeting Director
(HMR-H-F-PR01-003) and attachments
4 Master List of Identified OH&S Risks and English, Text Electronic, Perpetual HMR
Opportunities (HMR-H-F-PR01-004) paper

8. DOCUMENT AMENDMENT HISTORY:

Version No. Summary of changes from previous version of the document Changes sought by Remarks of HMR
V-001 First version released for implementation. N/A Nil

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Doc ID: HMR-H-M-PR-01
Signature Version: 001
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Designation HMR MD HMR Page 6 of 6