Evaluation of the OHS System Using Verifiable Evidence - Report Example

Name Professor Course Date evаluаtiоn of the ОНS System Using verifiable evidеnсе 1. An evaluation of an OHS system 1.1. Process used to audit the system To audit an OHS system of organisation the following process will be used by the auditions: I. The audit starts with a notification to the senior executive about the audit and getting their approval. II. It shall be followed by a preliminary meeting between the auditor and the senior management members of the Organisation X to develop a time schedule for the audit. III. The next stride is to create an audit plan, which should focus on key performance indicators for the performance of the OHS system. This will form the basis for conducting monitoring and reviewing the efficient of the OHS system. It further facilitates identification of necessary corrective activities and improvement needs. IV. The audit then develops a proper documentation system or chooses to use the organisations documentation system V. Auditors should then develop the tools that will be used to gather information during the inspection of the organisation. The main tool for the audit is a checklist. VI. Once the checklist, questioners and structured interviews are ready the auditors can proceed to conduct an OHS investigation on the organisation. First the auditors will check the organisations OHS system against the checklist developed to check what is in place and what is not. The checklist will target to determine the presence and level of implementation of specific parameters of an OHS system. VII. OHS programs are developed to give all employees guidance towards their responsibilities and roles. It is important to conduct an analysis of the quality of the outcomes of these programs. Therefore, questioners and interview will directly target them to determine the knowledge of their organisations OHS system and their level of compliance. VIII. Preparation of a findings report and formulating recommendations for improvement. IX. Presenting the report to the managers for action. An organisation’s senior executives ought to be fully engaged in OHS systems of their organisation. They have the ability to provide direction their juniors and thus are better placed to act on the finding of the report. 1.2. Audit tool The basic tool for the audit is a checklist. The checklist will comprise of the main elements of OHS management system that an organisation with a proper system in place should exhibit. The checklist will also double up as an OHS management system quiz sheet. Thus the tool will have two columns for collecting information. The first one is the checklist in which a check mark will be used against an element on the left to indicate that the organisation has this element in place. The second column will be filled using a scale from 1 to 5. The numbers will indicate the level of implementation of the parameter. The values will be graded as follows: 1 Nothing is in place to indicate that the parameter is implemented 2 There is little proof to indicate that the element occurs. It is most likely ignored on many occasions. 3 There is some evidence that the element is in place but there are enormous gaps in its implementation 4 There is reasonable evidence that the parameter exists; nevertheless, more efforts and tasks ought to be done before everything is in the right position. 5 There is considerable evidence that demonstrates that the parameter is embraced, but more could be done to make it more effective or consistent. 6 The evidence present is significant and demonstrates that the parameter is fully embraced and practiced. There is confidence that related actions can be effected on demand. PARAMETER Evidence of implementation Extent of implementation THE ORGANISATION HAS AN OHS POLICY AND PROPER MANAGEMENT IN PLACE The organisations Health and Safety Policy Present of a certified OHSM system Presence of proper OHSM system/plan Clearly elaborated Health and safety duties THE ORGANISATION HAVE SAFE WORK PROCEDURES AND PROCESSES IN PLACE Present of procedures for safe work Permits for safe work Reporting of incidents and investigations Organisation safety Hazardous Substances Safe handling of dangerous substances THE ORGANISATION PROVIDES OCCUPATION HEALTH AND SAFETY TRAINING TO ITS EMPLOYEES Evidence of proper employee training , licences certificates and permits THE ORGANISATION FREQUENTLY CONDUCTS HEALTH AND SAFETY INSPECTIONS AT THE WORK PLACE Regular inspections Standard checklist for inspection Hazard reporting by contractors VALUE FOR CONSULTANCY AND FREQUENTLY USE CONSULTANCY SERVICES Presence of an OHS committee Employee consultation THE ORGANISATION PERFORMS OHS MONITORING Conviction of OHS offenses Notices and warning from the government Statistics on safety performance OHS perform information Referees Insurances 1.3. Audit Report for the management Acknowledgement The auditor acknowledges the collaboration and support given by the employees and staff of the organisation and thanks them for the role the played in effecting this OHSMS audit. Confidentiality The information acquired from the organisation to facilitate this OHSMS audit will stay confidential and will only be put to use for purposes involving this audit. Declaimer The auditor prepared this report to assess the standard management of health and safety at the Organisation X. The assessment was meant to ensure that Organisation X’s management of health and safety meets legal requirements Whereas enormous efforts were done to ensure the accuracy of this audit report, the auditor will not be liable for any outcomes of its use. Introduction As part of the requirement of legal standings for OHSMS, the auditor got a formal invitation by the organisation to conduct and OHSMS audit. The audit focused on establishing whether the organisation had met the minimum legal requirement of an OHSMS. It was undertaken on March 23, 2014 at the Organisation X’s premises. Audit procedure This audit adhered to the guidance and procedures outlined by the auditor parent firm Accredited Auditors Limited. The procedure use for the assessment is documented throughout the entire report. Audit Findings Parameter Evidence of implementation Extent of Implementation The organisation has an OHS policy and proper management in place yes 5 The organisation have safe work procedures and processes in place Yes 5 The organisation provides occupation health and safety training to its employees yes 4 The organisation frequently conducts health and safety inspections at the work place Yes 5 Value for consultancy and frequently use consultancy services Yes 4 The organisation performs OHS monitoring Yes 5 Compliance and non-compliance issues Organisation X exhibited high rates of compliance with OHSMS regulations stipulated by the law and the industry. There are no non-compliance issues. Conclusion and Recommendation In conclusion, Organisation X has been keen in implementation of OHSMS requirement. It has complied with all the requirements and has exhibited interest in the safety of its employees and premises. However, more needs to be done in regard to value and use of consultation between employee and management. The organisation should also value the use of external consultants. Second, the organisation needs to put more effort in training its employees on health and safety while at work. It needs to come up with updated materials for training. 1.4. procedure for evaluation to ensure organisation meets its future legal obligations Evaluating of whether the organisation meets its future legal obligation will also use a check list. Therefore, the first step is to develop a checklist of the legal requirements that the organisation must satisfy. The checklist will be used to against what the organisation has in place using a scale of 1-5 lie the one used in auditing the OHS management systems. The checklist will show areas the organisation is excelling and the areas in which more need to be done to ensure it meet future legal requirements. 2. Some important aspects in OHSMS 2.1. Regularly checking that an organisation’s OH&S system meets the needs of legislation After initial implementation of an OHS system, there is need to ensure that they system sticks to legal requirement of an OHS system. Furthermore, legislation is consistently changing as new knowledge is generated new regulations are developed, and law legislated. Therefore, it is important for organisation to stay up to date and keep their systems updated. This makes regularly checking an organisation OHSMS against legal provision indispensable. 2.2. Regular audits of the OHS Management System should be carried out The audits will make out the strengths and weakness of the OHS program in critical areas such as policy, accountability, training, hazard identification and control, communication among others. The audits identify areas which need improvement to protect employee from work related injuries or ailments. The audit also establishes organizational rewards as well as penalties that must be administered by certification or regulatory bodies. When conducted regularly, the audits ensure that the changes in gaps in the OHS system are identified as soon as they appear and thus create opportunities for constantly improving the system. The OHS system can be revised to capture new changes such as legal changes or new development in safety gadgets (American National Standards Institute., & American Industrial Hygiene Association 17). Regular audits can help develop benchmark upon which an organisation can strive to improve all the aspects of its OHS system. For instance, the organisation can identify the shortcoming of its OHS policy and find ways of making it more specific to the organisation. The same can be done for safe work procedure and processes, health and safety training of the employees, conduction of health and safety inspections at the work place, consultancy services and OHS monitoring (American National Standards Institute., & American Industrial Hygiene Association 38) 2.3. Regularly evaluating and improving an organisation’s OH&S system As noted above, regular evaluating and improving an organisation’s OHS system is necessary to ensure that the organisation OHS system is up to date. May aspect related to the OHS keep changing for instance regulation the regulate implementation of OHS systems keep evolving, the work places also keep evolving with development of new machines and processes. These come with new challenges and risks. Every time a new change is made, a gap opens up necessitating new changes so as to develop new safety measure. Also, employees keep changing in organisation; old employees retire while some move on to other organisations or engagement. With such consistent changes, regular evaluation can help identify new employee training needs and thus provide an organisations employees up today training in regard to the organisation OHS system. New literature on OHS is always presenting new best practices for ensuring health and safety at the workplace evaluation and continues improvement can ensure that the organisation benefits from best practices that have been successful elsewhere without the need to invest in researching for the methods. This way the organisation can make the OHSMS more compressive with each evaluation and improvement process. Work Cited American National Standards Institute., & American Industrial Hygiene Association. American National Standard: Occupational Health and Safety Management Systems. Fairfax, Va: American Industrial Hygiene Association, 2005. Print. Read More