Legislation in Hong Kong for Setting up a Safety Management System Business - Case Study Example

Table of Contents Table of Contents 1 Legislation in Hong Kong for Setting up a Safety Management System Business 2 1.0.Company Overview 3 2.0.How to come up with safe work practices 4 3.0.Elements of occupational safety and health 5 4.0.Occupational Health and Safety Management System Levels 7 5.0.Various Stakeholders’ Responsibilities 10 6.0.Conclusion 13 7.0.References 14 Legislation in Hong Kong for Setting up a Safety Management System Business Name: Unit: Supervisor: Submission date: 1.0. Company Overview XYZ logistic company looks forward to set up and initiate within its organization a safety management system (SMS). The company has its core business of storing goods within its building. Currently, within Hong Kong, the company has one main office and one store house with various personnel manning various departments as shown in table 1. This report will look into various Occupational Health and Safety Legislations that the SMS ought to comply with in Hong Kong to ensure its growth and development. In addition, the report will define the various safety roles that each member of the company should play within the safety organization. Table 1: Company XYZ overview 　 Head Office Warehouse Location Shatin Fo Tan Person In Charge General Manager Warehouse Manager Employment Size 40 100 Administration Department Yes Yes Account Department Yes Yes Human Resources Dept. Yes Yes Planning Department Yes No Marketing Department Yes No Maintenance Department Yes Yes Warehouse and 　 　 Logistics Staff No Yes Staff Canteen No Yes DG Category 5 Storage No 1 2.0. How to come up with safe work practices Occupational safety and health management system according to CIPROS (http://www.oshc.org.hk/others/bookshelf/CB1255E.pdf; p10) is defined as a segment of the whole management system that does help in managing risks of OSH which comes with the organization dealing. It includes the organization’s policy maintenance, reviewing and developing resources, processes and implementing, procedures, practices, responsibilities, planning activities, and organization structures as outlined in OSHAS18001. Both the contractors and the developers have the same objective of bringing a development project to its completion on time, within the set budget and at the end achieve a standard and quality satisfactory to either parties. A ‘win-win situation aims at building a relationship that looks into the completed product as well as a relationship that ensures the construction process is geared towards the benefits of all main participants. When it comes to the site safety and health context, the Hong Kong construction associations and real estate developers have a common set of occupational health and safety regulations that have to be adhered by any organization that wishes to develop a safety management system. Any organization ought to have various workplace safety practices in place. Such practice should address the most frequent and highly accident-prone hazards that are highly reported within various worksites in Hong Kong. OS&HBLD (2002; p8) experienced contractors understand how to execute public sector projects. This is in reference to safe statement working method, assessing of risk, a plan of a site safety as well as other arrangements of safety management. This fact of exposure and experience may not be all true for private sector contractors and clients, especially among smaller contractors and developers like company XYZ. Hence, various OSH regulations have been devised for use by construction industry. As such they look into: i. Foundation work execution, minor civil and building work, demolition work, renovation and maintenance work. ii. Controlling risks that come in line with disposal, debris, access, noise, hand tools, electricity among others. iii. Pre-work planning 3.0. Elements of occupational safety and health OS&HBLD (2002; p7) In order to come up with long-term strategies on safety, the government in 1995 did carry out a detailed industrial safety review. Upon completion, the review made a conclusion that all enterprises ought to embrace safety and self-regulation management, if Hong Kong should pride itself from high standards workplace health and safety achievements. It is as from this review that the government came up with SMS made of 14 elements which company XYZ should adopt as well. The system has received various promotions through issuing safety management guidance, organizing promotional visits and seminars, occupational safety charter publishing and by launching pilot schemes. The 14 elements formulated for the safety management system include: 1. Occupational health hazard protection 2. Control of accidents 3. Safety and health awareness promotion 4. Job related hazards evaluation 5. Safety committees 6. Sub-contractors election, control and evaluation 7. Emergency preparedness 8. Accident investigations 9. Personal protective equipment use 10. Inspection programme 11. Safety rules for in-house 12. Safety training 13. Safety structure 14. Safety policy. It is in line with SMS code of ethics that any organization with or more than 100 employees implement the 14 elements. In addition, such organizations ought to carry out safety audits which are done by a Registered Safety Auditors (RSAs) within 6-months and 12-monthly periods for contractors and factories respectively. To achieve this, OSHA developed various levels that gives a guideline on developing a safety management system to the contractors and developers of any industrial undertaking on how to develop, implement and maintain the project so as to ensure compliance. The four levels puts into consideration the key steps that should be applied for every SMS element listed above. The steps are plan, develop, organize, implement, measure, and audit and review. 4.0. Occupational Health and Safety Management System Levels CIPROS (http://www.oshc.org.hk/others/bookshelf/CB1255E.pdf; pp11-12) any organization that looks forward to initiate a SMS goes generally through four levels, and which company XYZ ought to adapt. 4.1. Level 1: OSHMS planning and developing This level is the genesis of an OSHMS. Planning looks in what the system wants to achieve. It is during this stage that the question of where the process stands and where it wants to go gets answers. A comprehensive OSHMS begins here with the current condition of the company being looked into in reference to preliminary hazard analysis (PHA) and initial status review (ISR). During this level, the first audit is yet to take place. The driving factor in level 1 is to meet the legislation and attain them through development and implementation of the fundamental programmes. At this level the preparation of safety plan(s) and safety policies takes place. The safety committee is also formed and begins its operation. It is the mandate of the senior management undertaking industrial activity that ought to establish safety plan, with the personnel from safety and health providing assistance and advice. All workers, supervisors and managerial levels depending on the practicability ought to be players in the plan development. Generally, a safety plan should highlight; safety policy, expected objectives and standards, the statutory and the fulfilling of the required contractual obligations, risk that need to be addressed and the adoptable safety measures and procedures. 4.2. Level 2: OSHMS planning, developing and maintenance Planning is finalized in level 2 as well as OSHMS developing and maintaining. The first audit takes place which should be carried by an OSHC recognized safety auditor or an industrial activities registered safety auditor. The safety committee of the organization controls all the activities at this level and is quite centralized. The first audit is finalized at this level and the findings and recommendation of the audit are availed, action taken and implemented satisfactorily. 4.3. Level 3 OSHMS continual improvement This level ensures that it compliance with the requirements of the legislation. At this level organization at stake put all the effort to meet these stated requirements. The programmes of safety and health established are in line with the government regulations and the organization’s safety rules and subsequently achieve the recommended improvement. The revision of safety procedures, safety plan and safety policy occur regularly. The line management carries out hazard identification, risk control and risk assessment. At this level, a recommended registered auditor for industrial activities of who is recommended by OSHC carries out another audit and completes it satisfactorily. At this level the OSHMS has reached its maturity, following the fact that it has received a minimum of status review and cycle of continuous improvement. 4.4. Level 4: Modern and self-regulating OSHMS Modern management takes place at this level with the whole firm putting all its efforts to safety and betterment. Also at this stage there are strategies in place for a long-term basis in reference to developing resources and policies input that stream from all other levels. Subsequently, OSHMS continuously strive to exceed the requirements of regulations, accident analyses looks into the basic causes and the ultimate correction; the management looks into problems solving through alteration of the controlled OSHMS management change. The aim at this level is to ensure no accident occurs at all cost. The CEO does chair the safety committee. Also, inclusion of safety elements and their implementation is done as well as organizational made safety elements if need be. The results brought forth by the OSHC recognized auditor are hence fantastic in a period of two years. Coming up with a safety management system calls upon interplay from various key professionals and other stakeholders whom the project may affect and/or involve them indirectly or directly. 5.0. Various Stakeholders’ Responsibilities When planning and putting in place a SMS, every person involved ought to know and understand his/her role outlined clearly. In XYZ Company there are various employees and management teams playing different roles. K & M consultant Company ltd, (2005 PP9-11) in ensuring that the SMS comes to completion and continues its operation successfully, the following are some of the roles that various employees and other stakeholders ought to play to ensure healthy and safety measures are in place and achieved. 5.1. Clients Safety and health should be one of the main agenda that clients (XYZ company) should focus on as well as financial needs, for contracts to come to an end on time, safely and cost effectively the clients should: Ensure no copromisation of health and safety Ensure best value is achieved within low cost Ensure that during the process of design health and safety considerations are put in place Grant sufficient resources and time for contractor’s programme on safety to be implemented 5.2. Contractors Plan emergency ramps, loading bays, danger areas, traffic routes, routes and exits etc Ensure that safe work equipment are provided, looking into their maintenance and inspection, information and training, safe use, safety features, selection and their suitability. Ensure that excavators have safe working slope Design and anchor dump trucks and fork-lift trucks to prevent from overturn and roll-over Provide suitable warning notices and safety signs Ensure Personal protective equipment (PPE) are provided, for example fitting protective clothing, which are well maintained and comfortable Ensure the work environment if hazards free Provide suitable information and communication to ensure the employee understand how to prevent them from falling trap to hazards Conduct jobsite safety inspection regularly Ensure there is an n emergence response system and/or first aid provider on site 5.3. Employees Adhere to all rules of safety Ensure that various installed equipment and features function properly Replace immediately dull or damaged hand tools Avoid any activity like horseplay that may result to a hazard Unhealthy or ill employee should not continue working if unable to physically handle the job well Inform the line supervisor of any injury or unsafe work practice 5.4. Senior site management Ensure that the workers are informed of the present risks and measure of control required Evaluate unavoidable risks Combat risk within the origin Put in place procedures of emergency Ensure that no risk that may befall to the workers Provide appropriate training 5.5. Structural engineers, architects and other designers Discuss with the client and come onto consensus regarding health and safety terms Put in the design and the layout health and safety plans putting in mind future, repairs, maintenance and buildability Upon the client’s decision on which contractor he/she settles on provide the design’s health and safety risks Carry checks periodically and sort out problems that arise during interface with the various contractors Ensure that the safety payment contractor’s claims are certified and the final accounts are concluded 5.6. Safety supervisors and professionals Identify workplace hazards Advice and provide various alternatives to solve health or safety issues Give suggestions on various available assistances like mechanical, electrical and chemical engineering safety to solve problems at hand. Investigate incidents/accidents and give recommendations on the remedial measures Performa periodic checks and come up with a report in writing giving a summary of the findings Develop and maintain programmes that are effective on health and safety Ensure employees get safety training 6.0. Conclusion Having been in existence for a period of time, Company XYZ is well suited to commence, develop and maintain a safety management system in Hong Kong. However, its planning, development and implementation of the system must abide by the existing occupational health and safety regulations-18001 of the Hong Kong. Both the contractor and the developer do have specific interests once the project is completed and hence, their relationship should be geared towards ensuring the product is satisfactorily completed to benefit and achieve objectives of both parties. Various work safety practices in Hong Kong have to be adhered to by all developers within a construction site. Such practices are well outlined within the organization’s plan if they are conceived and put down during the pre-work planning levels. Company XYZ will have to initially conceive and plan how the 14 elements as a requirement in Hong Kong will be observed in the project in the various levels of the project development. The conception of the 14 elements plus any other element that the company finds worthy including in its projects should all undergo various development cycles. Which are to: plan, develop, organize, implement, measure, and audit and review. Company XYZ is made of various stakeholders and commencement of safety management system means other stakeholders who may either be professional or parties of interest to the project will be included in various levels. Therefore, every stakeholder has to adhere to his/her role towards ensuring safety and health during the pre-conception of the project, to its development, implementation and maintenance. 7.0. References Continual Improvement Safety Programme Recognition of System (CISPROS). Guidelines for Recognition of Occupational Safety and Health Management System, pp1-60 . Accessed http://www.oshc.org.hk/others/bookshelf/CB1255E.pdf, 6/29/15. K & M consultant Company ltd, 2005. Construction Site Safety Handbook. The Real Estate Developers Association of Hong Kong and The Hong Kong Construction Association Publishers pp 4-100. Accessed from http://www.safetypartnering.com/smd/pdf/handbook_e.pdf, 6/29/15. Occupational Safety and Health Branch Labour Department (OS&HBLD) (April 2002). Code of Practice of Safety Management. Labour Department publishers pp: 1-125, Accessed from http://www.labour.gov.hk/eng/public/os/manage.pdf, 6/29/15. Read More