Technical Talk on OHSAS 18001: An Introduction And Experience Sharing

Thomas WONG Certification Officer SGS Hong Kong Limited An OHSAS 18001’s extend of application…

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

An organization’s OH&S Management System cannot simply be transferred

2 An OHSAS 18001 system needs to cover…

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

„ Organization’s own equipment / facilities „ Rented and borrowed equipment / facilities

3 Several important definitions

Analogous to Analogous to Definition – OHSAS18001 ISO 9001’s ISO 14001’s

Source or situation with a potential for harm in terms of human injury or ill health, damage in property, Customer Environmental Hazard(危害) damage to the workplace requirements aspects environment, or a combination of these

Combination of the likelihood and Environmental Risk(風險) consequence of a specified hazardous event occurring impact

Risk assessment Overall process of estimating the magnitude of risk and deciding Contract review EA evaluation (風險評估) whether or not the risk is tolerable

Significant Intolerable risk environmental (不可承受風險) aspects

4 Relations between clauses

Hazard Identification Risk Assessment

Policy

Objectives

Procedures Programmes

Monitoring Audit

Corrective / Preventive Action

Review

5 The OHSAS 18001 flow

ContiContinnualual ImprovementImprovement

Policy Policy

ManManaagegemementnt ReviewReview Planning Planning CheckingChecking & & CorrectiveCorrective ActionAction

ImpleImplemmeenntatiotationn

6 4.1 General requirements

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

7 4.2 Policy

„ Authorized by the top management „ Appropriate to the nature and scale of the organization’s 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

9 Types of hazard

Physiological / Physical psychological

Chemical behavioral

Biological

10 Physical

„ Electricity: leakage, statics, sparks „ Noise „ Vibration „ Radiation: x-ray,αparticle,βparticle, 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 Biological „ Toxic „ Bacteria / viruses „ Corrosive „ Epidemics „ Flammable / „ Poisonous flora and explosive fauna

12 Physiological / psychological / behavioral

Physiological / Behavioral psychological „ Errors in directing „ Manual handling „ Errors in operating „ Ill health „ Errors in supervising „ Work in sensitive / taboo trade (e.g. funeral home) „ Mental abnormalities „ Physical handicap (color blind、deaf)

13 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 „ Top management has the ultimate responsibilities 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 • Ensuring that OH&S system requirements are of the established, implemented and maintained in management accordance with this Specification appointee • 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 Safety is not workplace health and safety just the responsibilities • Represented in OH&S matters of the safety • Informed of who is their employee OH&S officers representative and specified management appointee

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 4.3.1 associated with identified risks where control measures need to be applied

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 Control from procedures and work organizations, including their adaptation the source to human capabilities, in order to eliminate or reduce OH&S risks

29 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 Undesired event giving rise to Accident (事故) death, ill health, injury, damage or other loss

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

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 Internal auditor courses 5 days 2 days Detail standard requirements Detail standard requirements 3rd party audit skills 1st party audit skills For: core responsible staff and For: core responsible staff and internal auditors 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 : (852) 2765 3620 „Fax : (852) 2333 2257 „e-mail : [email protected] „Web : www.hk.sgs.com

48