The Organization OHS Activities on Safety and Health - Example

Table of contents Table of contents 1 The organization OHS activities on safety and health 2 Role of OHS audits 2 The organization’s OHS report 2 The entry meeting audit plan 3 The details of OHS audit plan 4 The organization communication and consultation framework 5 Service provider framework 5 Internal review framework 6 The OHS design framework 6 The OHS management and responsibility protocols 7 The organization inspection testing and service framework 8 The organization OHSMS training need analysis 8 The organization risk management 9 The organization OHSMS purchasing framework 9 The organization OHSMS incident management and corrective action framework 9 The organization OHSMS handling, storage, packaging and delivery framework 10 The organization OHSMS records management and documentation framework 10 Exit meeting report 11 Summary of correction action request that is issued 12 Corrective action request audit form 12 References 13 The organization OHS activities on safety and health The OHS carries often safety inspections and audits on monthly basis in order to determine the organization’s health and safety position. The audits of health and safety are carried out by using internally developed protocols but in other instances, use of commercial audits plans are used when the process is undertaken in conjunction with government agency representative. Sometimes, the organization hires external OHS auditor who counter checks if the organization’s different key elements of health and safety conform and comply with the requirements of OHS legislation. Role of OHS audits For verification and evaluation of organization’s OHS policy procedures and practices with aim of determining if they comply with legislative requirements To determine non compliance level and incidences in the organization’s OHS management systems Forms of audits in the organization 1. Internal OHS audits 2. Self audits 3. External OHS audits 4. Certification audits The organization’s OHS report The organization’s OHS report show findings of the audit process and is shows 1. Area and element that was audited 2. Audit team 3. Audit scope 4. Persons interviewed 5. Executive summary of the process 6. Graphical representation of the findings 7. Summary of key findings with respect to non-conformance 8. Recommendations for a. Immediate corrective action b. Medium term corrective action c. Long term corrective action 9. Opportunities available for OHS improvement Role of auditors a. To plan and conduct audits b. Report audits findings and non conformance c. Assist OHs entities to address procedural deficiencies and non conformance The entry meeting audit plan The onset of an OHS auditing process is characterized by a written record by the internal OHS auditor. This is presented to the OHS management personnel for presentation during Entry meeting with either a government agency representative on OHS or an external auditor for the OHS management systems. The details of OHS audit plan Element of OHS management system being audited OHS internal auditor representative or contacted external OHS auditor Name, contact details, position/designation of the OHS audit representative If OHS contractor is consulted, name and contact details of the agency representative Name, contact details and position/designation of the internal OHS audit team leader If OHS contactor is consulted, names and contact details of members of the audit team to be used Scope of the OHS audit and process to be used Yes No OHS Communication and consultation OHS Documentation and records OHS service providers OHS management responsibilities OHS purchasing framework and procurement OHS design framework OHS risk management framework OHS training need analysis, inspection, testing and servicing framework OHS incident, management and corrective action plan framework OHS handling, storage, packaging and delivery framework OHS internal recovery framework Commencement date of audit Time auditing commenced Time auditing ended The organization communication and consultation framework Audit criteria observations Remarks Existence of consultation arrangements to share OHS information with service providers Arrangements on OHS management systems are agreed upon between employees and management Availability of OHs representatives for workgroups Consultations are made between service providers before decisions affecting their safety and health are made Communication exists on all persons on work site regarding site safety and OHS training need analysis Service provider framework Audit criteria observations remarks Available principles regulatory requirements satisfied Service providers selected on compliance basis with OHS requirements Service providers prepare and implement work site specific safety management plans Service providers have a copy of OHS management plan Service providers prepare and implement safe work method statement Service providers have safe work method compliance Service providers evaluated on OHS performance criteria Internal review framework Audit criteria observations Remarks Internal review of OHS actions are carried out at regular interval Deficiencies observed in OHS communicated to right OHS personnel for corrective action Corrective action proposed and implemented The OHS design framework Audit Criteria observation Remarks Design framework compliance with OHS legislative framework OHS risks and control identification and assessment Approval and review of changes proposed on OHS design OHS design review consideration Construction Use of facility Maintenance of facility Demolition of facility procedures Disposal of facility procedures The OHS management and responsibility protocols Audit criteria observations remarks Work site compliance with regard to OHS requirements Service provision compliance with regard to work site specifications on safety management plans OHS information communication on the work site Provision of OHS training Risk assessment procedures conformance of illness and injury procedures Conformance of emergency procedures Conformance of OHS facility on work site Implementation of inspection and testing plans Reporting criterion of incidents Investigation procedures of OHS incidents Implementation of OHS corrective actions The organization inspection testing and service framework AUDIT CRITERIA USED observation REMARKS Inspection done Testing done Servicing done Records of inspections Records of testing Records of servicing Work environment Safety of electricity Machinery and equipment safety Clarity of exit Frequency of testing, servicing and inspection The organization OHSMS training need analysis Audit criteria Observation Remarks Training needs management Supervisors Employees Service providers OHS induction and task training Emergency procedures in place Records available on training The organization risk management Audit criteria Observations Remarks Electrical work Maintenance tasks Details of maintenance Excavation and tunneling done Work at height assessment Work cover permit details Equipment identification for site use Supervision of work (qualifications) Confined area work Working with hazardous materials The organization OHSMS purchasing framework Audit criteria observation remarks Available documents on purchasing and procurement Compliance of materials used If service providers have enough OHS training Tenders awarding criteria The organization OHSMS incident management and corrective action framework Audit criteria observation remarks Work related incidents Work related injuries and illness Reported incident/accidents and investigated Action taken to prevent incident or accident recurrence Incidents/accidents Non-compliance Non-conformance Investigated and action taken Safe work practices Non conforming materials and disposal Injury management Return to work formula Corrective action in place Consultancy level in place Corrective action implemented OHS non-compliance Effectiveness of corrective action implemented The organization OHSMS handling, storage, packaging and delivery framework Audit criteria observations remarks Persons involved in hazardous processes are licensed and competent Labeling of substances accompanied by material safety data sheet All hazards are handled, used and disposed of with respect to legislation Risk assessment undertaken for work activities conformance with safe work formula statement Maintenance of hazardous substances used on site The organization OHSMS records management and documentation framework Audit criteria observations remarks Training register Skill competency register License assessment register Minutes for OHS committee register Audit reports register Lost man hours register Frequency register of incidents/accidents Internal review reports register Illness and injury statistics register Exit meeting report At the end of the internal OHS management plan auditing, the internal audit team leader prepares record for the completed audit for presentation at a meeting with a government agency, external audit contractor or the OHS management team for review of the position of the OHS management systems. OHS elements audited Remarks Communication and consultation Purchasing Training need analysis Inspection, testing and servicing statistics Incident management and corrective action Internal reviews of OHS OHS documentation levels and records management OHS handling, storage, packaging and delivery procedures OHS risk management OHS design OHS service providers Guidelines OHS management responsibilities Summary of correction action request that is issued Corrective action Recommended action for implementation Expected date of implementation Signatories OHS internal audit team leader Date OHS internal auditor date Government agency representative Date Contractor’s representative present Date Corrective action request audit form Name of OHS internal auditor Audit number Contract and project ID Work site Audit system element OHS corrective action request number Non-compliance details Expected Response date signatory Government agency representative names date OHS representative names date OHS internal Audit team leader date Corrective action Immediate corrective action taken Expected date of implementation Proposed corrective action to prevent repeat Expected date of implementation OHS representative signatory date OHS internal auditor follow up details Corrective action request finalization date OHS internal auditor signatory Date Government agency Representatives names date signatory date References AS/NZS 4801:2001 occupational health and safety management systems- specifications with guidance for use NSW Health. Policy directive: occupational health and safety policy and workers compensation and injury management policy. sydney, 2004. —. policy directive: occupational health and safety policy and workers compensation and injury management policy. north sydney, 2005. Occupational health and safety Act 2004 (Vic) Read More