Technical Talk on OHSAS 18001: An Introduction And Experience Sharing

Thomas WONG Certification Officer SGS Hong Kong Limited

An OHSAS 18001s extend of application

Depends on
OH&S policy Nature of activities Complexities of activities

An organizations OH&S Management System cannot simply be transferred

An OHSAS 18001 system needs to cover

Organization employee (full-time and part time) Subcontractor and suppliers visitors

Organizations own equipment / facilities Rented and borrowed equipment / facilities

Several important definitions

Definition OHSAS18001
Source or situation with a potential for harm in terms of human injury or ill health, damage in property, damage to the workplace environment, or a combination of these Combination of the likelihood and consequence of a specified hazardous event occurring

Analogous to ISO 9001s

Analogous to ISO 14001s

Hazard()

Customer requirements

Environmental aspects

Risk()

Environmental impact

Risk assessment Overall process of estimating the

()
Intolerable risk

magnitude of risk and deciding whether or not the risk is tolerable

Contract review

EA evaluation Significant environmental aspects

4

()

Relations between clauses

Hazard Identification Risk Assessment Policy Objectives Procedures Programmes

Monitoring Audit Corrective / Preventive Action Review

5

The OHSAS 18001 flow

Continual Continual Improvement Improvement

Policy Policy Management Management Review Review Checking && Checking Corrective Corrective Action Action Implementation Implementation Planning Planning

4.1 General requirements

The organization shall establish and maintain an OH&S management system.

4.2 Policy
Authorized by the top management Appropriate to the nature and scale of the organizations OH&S risks Include a commitment to continual improvement Include a commitment to comply with applicable OH&S legislations and other requirements Documented, implemented and maintained Communicated to all employees Available to the public Reviewed periodically
8

4.3.1 Hazard identification, risk assessment and risk control

Establish and maintain procedures for Ongoing identification of hazards, assessment of risks and the implementation of necessary control measures Includes:
Routine and non-routine activities All personnel having access to workplace Facilities at the work place

Types of hazard

Physical

Physiological / psychological behavioral

Chemical

Biological
10

Physical
Electricity: leakage, statics, sparks Noise Vibration Radiation: x-ray,particle,particle, UV, laser Fire Extreme high/low temperature Dusts Fall from heights Ambient: lighting, ventilation, temperature, humidity Signage: lack of, unclear, inappropriate Signals: lack of, unclear, inappropriate
11

Chemical and biological

Chemical Toxic Corrosive Flammable / explosive Biological Bacteria / viruses Epidemics Poisonous flora and fauna

12

Physiological / psychological / behavioral

Physiological / psychological Manual handling Ill health Work in sensitive / taboo trade (e.g. funeral home) Mental abnormalities Physical handicap (color blinddeaf)
13

Behavioral
Errors in directing Errors in operating Errors in supervising

What kind of hazards ???

14

4.3.1 Hazard identification, risk assessment and risk control

Methods for hazard identification and risk assessment should: Proactive Provide for classification of risks and identification Consistent with operating experience and the capabilities of risk control measures employed Provide input into
determination of facility requirements identification of training needs Development of operational controls

Provide for monitoring of required actions

15

4.3.2 Legal and other requirements

Establish and maintain procedure for Identifying and accessing
Applicable legal requirements Applicable other requirements

Keep this information up-to-date Communicate relevant information to employees and other interested parties

16

4.3.3 Objectives
Establish and maintain OH&S objectives at each relevant function and level The following should be considered when establishing objectives
Legal and other requirements Hazards and risks Technological options Financial, operational and business requirements Views of interested parties

Consistent with OH&S policy

17

4.3.4 OH&S management programs

Establish and maintain programs for achieving objectives Shall include documentation of:
Designated responsibilities and authorities for achieving the objectives Means and time-scale for achieving the objectives

Shall be reviewed at regular and planned intervals. Amended if there are changes to the activities and operating conditions

18

4.4.1 Structure and responsibilities

Define, document and communicate responsibilities and authorities of personnel who
Manage Perform verify activities having an effect on the OH&S risks
Top management responsibilities

Top management has the ultimate responsibilities Top management should provide resources for implementation, control and improvement of OH&S management system
19

4.4.1 Structure and responsibilities

Shall appoint a member of top management with particular responsibilities for ensuring OH&S system is properly implemented and performed The management appointee shall have defined roles, responsibilities and authority for:
Responsibilities of the management appointee

Ensuring that OH&S system requirements are established, implemented and maintained in accordance with this Specification Ensuring that reports on the OH&S system performance are presented to the top management

All management shall demonstrate their commitment to continual improvement

20

4.4.2 Training, awareness and competence

Personnel shall be competent to perform works that may impact on OH&S Competence is defined in terms of
Appropriate education Training Experience

21

4.4.2 Training, awareness and competence

Establish and maintain procedure to ensure employees are aware of
Importance of conformance to
OH&S policy and procedure The requirements of the OH&S management system The OH&S consequence, actual or potential, of their work activities, and the OH&S benefits of improved personnel performance

Their roles and responsibilities in achieving conformance to

OH&S policy and procedures The requirements of the OH&S management system Emergency preparedness and response requirements

Potential consequence of departure from specified operating procedure

22

4.4.2 Training, awareness and competence

Training procedures shall take into account differing levels of
Responsibility, ability, and literacy risk

23

4.4.3 Consultation and communication

Have procedure for
Ensuring that pertinent OH&S information is communicated to and from employees and other interested parties

Employee involvement and consultations arrangements shall be documented and interested parties informed

24

4.4.3 Consultation and communication

Employees shall:
Involved in development and review of policies and procedures to manage risks Consulted where there are changes that affect workplace health and safety Represented in OH&S matters Informed of who is their employee OH&S representative and specified management appointee

Safety is not just the responsibilities of the safety officers

25

4.4.4 Documentation
Establish and maintain information, in suitable medium, that:
Describes the core elements of the OH&S management system and their interactions Provides directions to related documentation

26

4.4.5 Document and data control

Establish and maintain procedures for all documents and data required by this Specification to ensure that
They can be located They are periodically reviewed, revised as necessary and approved for adequacy by authorized personnel Current versions of relevant documents and data are available at all locations where these documents and data are needed Obsolete documents and data are promptly removed Archival documents and data retained for legal or knowledge preservation are suitably identified

27

4.4.6 Operational control

Identify those operations and activities that are associated with identified risks where control measures need to be applied

4.3.1

28

4.4.6 Operational control

Plan these activities, including maintenance, in order to ensure that they are carried out under specified conditions by:
Establishing and maintaining documented procedures to cover situations where their absence could lead to deviations from the OH&S policy and objectives Stipulates operating criteria in the procedures Establishing and maintaining procedures related to identified OH&S risks of goods, equipment and services purchased and/or used, and communicating these procedures to suppliers and contractors Establishing and maintaining procedures for design of workplace, process, installations, machinery, operating procedures and work organizations, including their adaptation to human capabilities, in order to eliminate or reduce OH&S risks
29

Control from the source

Control strategies
Risk avoidance
E.g.: re-design through engineering

Risk mitigation
E.g. permit-to-work

Reduce loss
E.g. PPE

Risk transfer
E.g.: outsourced

Risk acceptance / awareness

30

Examples of Operational Control

Procedures Rules Administrative controls Licenses Permit-to-Work Signages Colour-coding PPE
31

Hierarchy of Controls
Design & Process Changes

Engineering Controls Administrative & Procedural Controls Safety Equipment PPE Emergency Response

32

What kind of controls ???

33

4.4.7 Emergency preparedness and response

Establish and maintain plans and procedures
to identify potential for, and response to incidents and emergency situations For preventing and mitigating the likely illness and injury that may be associated with them

Review these plans and procedures, especially after the occurrence of incidents or emergency situations Test such plans and procedures where practicable

34

4.5.1 Performance measurement and monitoring

Establish and maintain procedures to

Monitor and measure OH&S performance on a regular basis

These procedures shall provide for:

Both qualitative and quantitative measures Monitoring of O&S objectives achievement Proactive measures Monitor compliance with OH&S programs, operational criteria and applicable legal requirements Reactive measures Monitor accidents, ill health, incidents and other historical evidence of deficient OH&S performance Recording of data and results of monitoring and measurement

35

4.5.1 Performance measurement and monitoring

If monitoring equipment is required

Establish and maintain procedure for Calibration and maintenance of such equipment Retaining records of calibration and maintenance

36

4.5.2 Accidents, incidents, non-conformance and corrective and preventive action

Establish and maintain procedures for defining responsibilities and authority for
Handling and investigation of
Accidents Incidents Non-conformances

Take actions to mitigate any consequences from accidents, incidents or non-conformances Initiation and completion of CPA Confirmation of the effectiveness of CPA

These procedures shall require

All proposed CPA shall be reviewed through risk assessment prior to implementation
37

Accident ()

Undesired event giving rise to death, ill health, injury, damage or other loss

Incident ()

Event that gave rise to an accident or had the potential to lead to an accident [including near-miss ()]
38

4.5.2 Accidents, incidents, non-conformance and corrective and preventive action Any CPA taken shall be appropriate to the magnitude of the problems Implement and record any changes in the documented procedures resulting from the CPA

39

4.5.3 Records and records management

Establish and maintain procedures for
Identification Maintenance Disposition Of OH&S records, and audit results and reviews

OH&S records shall be

Legible Identifiable Traceable Readily retrievable Protected against damage, deterioration or loss
40

4.5.3 Records and records management

Retention times defined Records shall be maintained, as appropriate to the system and to the organization, to demonstrate conformance to this OH&S Specification.

41

4.5.4 Audit
Establish and maintain an audit program and procedures for periodic OH&S management system audits to be carried out, in order to:
Determine whether or not the system: Conforms to planned arrangements, including this Specification Properly implemented and maintained Is effective in meeting the policy and objectives Review the results of previous audits Provide information on the results of audits to management

42

4.5.4 Audit
The audit program shall be based on the results of risk assessment, and the results of previous audits Audit procedure shall cover
scope frequency methodologies competencies Responsibilities and requirements for conducting audits and report results

Where possible, audits shall be conducted by independent personnel

43

4.6 Management review

Top management shall, at determined intervals, review the OH&S system to ensure its
Continuing suitability Adequacy Effectiveness

The review process shall ensure necessary information is collected to allow this evaluation be carried out The review is documented

44

4.6 Management review

The review shall address the possible need for changes to policy, objectives and other elements of the OH&S system, based on
Audit results Changing circumstances Commitment to continual improvement

45

OHSAS 18001 certification flow

Questionnaire

On-site pre-certification

Stage 1 audit

Documentation review

On-site stage 2 audit

1 to 2 months
46

OHSAS 18001 Trainings

Lead auditor courses
5 days Detail standard requirements 3rd party audit skills For: core responsible staff and internal auditors

Internal auditor courses

2 days Detail standard requirements 1st party audit skills For: core responsible staff and internal auditors

Awareness
1 day Brief standard requirements Importance of OHSAS 18001 For: all staffs

47

Local Contact

If YOU are interested in our services, please feel free to send any enquiry to us Hotline Fax e-mail Web : (852) 2765 3620 : (852) 2333 2257 : hk.ssc@sgs.com : www.hk.sgs.com

48