Element 2: How Health and Safety

Management Systems Work and What

They Look Like. (PLAN)

Element- 02

QUESTIONS :

Q:Give an overview of the elements of a Health and Safety Management System and
the benefits of Having a formal Certified System.

Q: Discuss the main ingredients of health and Safety Management System that make it
Effective- Policy, Responsibilities, Arrangements.
Q:Give an overview of the elements of a Health and Safety Management System and

the benefits of Having a formal Certified System.

Occupational Health and Safety Management Systems

 Introduction to Occupational Health and Safety

Management Systems.

 ILO-OSH 2001: The ILO Occupational Safety and Health

Management System.

 ISO 45001: The Occupational Health and Safety Management

System standards.

Q: Discuss the main ingredients of health and Safety Management System that make it
Effective- Policy, Responsibilities, Arrangements.

Making the Management System Work – The Health and Safety Policy

 Introduction to Health and Safety Policies

 The Three Parts of a Health and Safety Policy
 Reviewing Policy
Introduction to occupational health and
safety management system.

A systematic approach to the management of an

organization’s health and safety is referred to as an
Occupational Health and Safety Management
System (OHSMS).

• Two widely recognized Occupational Health and

Safety Management Systems (OHSMSs) exist
for the systematic management of health and
safety, ILO-OSH 2001 and ISO 45001.

• both are based on the Plan-Do-Check-Act

management cycle.

There are two common OHSMSs use by organizations

internationally.
ILO-OSH 2001 and ISO 45001.
 ILO-OSH 2001 is the ILO’s own SMS
(safety management system) published
in a Guidance Note called Guidelines on
occupational safety and health management
systems.
 ISO 45001.
ISO 45001 is the OHSMS standard published by the
International Organization for Standardization
(ISO).

 Organizations are free to develop their

own OHSMS, but working to a recognized
standard can be an advantage.

PDCA management cycle:

Both SMSs are based on:

• Plan – set your
aims and objectives
and then plan how to
achieve them.

• Do – put your plans into effect; implement them.

• Check – monitor
your performance
towards the aims and
objectives that you set
yourself.

• Act – routinely
review progress and
change what you are
doing if itlooks like you
are missing your
targets.
 ILO-OSH 2001: The ILO Occupational Safety
and Health Management System:

ILO-OSH 2001: The ILO Safety and Health

Management System:
Policy (Plan) –
The health and safety policy of an
organisation is an important document that
sets out the
organization’s aims with regard to health
and safety, who is responsible for achieving
these aims, and how the aims are to be
achieved.
Organising (Plan) –
A framework of roles and responsibilities
for health and safety must be created
within the organisation, from top
management to lower management.

 Planning and implementing

(Do) –
the concept of risk assessment and the
identification and implementation of
safe systems of work and protective
measures.

 Evaluation (Check) –
monitor and review the effectiveness
of the arrangements put into place.
This might be done reactively (e.g. by
reviewing accident and ill-health
statistics), or actively (e.g. by reviewing
inspection reports).
Audit (Check) –
Arrangements must be made for the
independent, systematic and critical
examination of the SMS to ensure that all
parts are working acceptably well.
Action for improvement (Act) – Any
shortcomings identified by the review process must
be corrected as soon as possible by making whatever
adjustments are necessary to the policy, organization
and arrangements for implementation.

Continual improvement –
the SMS will not remain static but will develop over
time to become increasingly appropriate and useful to
the organisation that it exists to serve.

ISO 45001: The Occupational Health and

Safety Management System Standard.

 ISO 45001 is based on the PDCA

management cycle.

 ISO 45001 is fully compatible with other

ISO management standards such as ISO
9001 (an internationally recognized
quality management standard) and ISO
14001 (an internationally recognized
environmental management
standard).
The Benefits of Achieving Certification:
The ISO standard ISO 45001 provides an OHSMS
standard that an organisation can be externally
audited against.

• Successful certification to the management

standard means that the organisation can
demonstrate to other interested parties (such as
clients).
• The Benefits of Achieving Certification- can
give the organisation
a competitive advantage when competing against other
organizations for contracts or further work.

Q: Discuss the main ingredients of health and Safety Management System that make it
Effective- Policy, Responsibilities, Arrangements.
 Introduction to Health and Safety Policies:

The health and safety policy of an organisation is an important

document that sets out the organisation’s aims with regard to
health and safety, who is responsible for achieving these aims,
and how the aims are to be achieved.

 The foundation stone of an effective OHSMS in

any organisation is the health and safety policy.

 A good health and safety policy shows the

organisation’s general approach and commitment
to achieving particular aims and objectives.

An organisation’s occupational health and safety

management system is implemented through its
health and safety policy.

 The policy has a role in the decision-making of both

senior management, who formulate it, and other
managers, who are required to implement it.
Article 14 of the International Labor
Organization’s Occupational Safety and
Health Recommendation 1981 (R164) states
About Health and Safety policy:

 Employer is responsible for

communicating their health and
safety policy in easy language to
their workers.
 The Three Parts of a Health and Safety Policy:

A policy is normally presented in three parts:

 General Statement of Intent:

It sets aims and objectives for the organisation

to achieve. It is signed by the person in
overall control of the organisation.

 Organisation section –

The Organisation section highlights the roles and

responsibilities that exist at all levels within the
organisation. It shows the lines of responsibility and
accountability.
 Arrangements section –
 The Arrangements section- provides the
detail on how the organisation manages
health and safety. It outlines the general
arrangements that relate to health and
safety management and the specific
arrangements that relate to individual
health and safety topics and issues.

General Statement of Intent/Statement of General Policy:

  This shows the organisation’s overall approach to
health and safety management and its aims and
objectives.

 It must commit the organisation to achieving

legal compliance.

 The Statement of Intent should recognize that

managers and workers at all levels within the
organisation have a part to play in implementing
policy.

The General Statement of Intent should be:

 Signed by the person at the top of the

organisation (e.g. the Chief Executive
Officer (CEO) or Managing Director (MD))
to authorise the policy and indicate that
the policy commitment comes from the
highest level.

 Dated to indicate when the current statement was

prepared and to provide a reference point for
review.
 Health and
safety policy Aims:
 Meeting legal obligations.
 Provision of a safe workplace, safe
equipment and safe systems of work,
as well as information, instruction,
training and supervision.
 Risk assessment of all relevant workplace
activities.
 Performance monitoring.
 Effective communication and consultation with
workers.
Health and safety policy
Objectives/Targets:

• Accident rates: to achieve a reduction in

the accident or ill-health rate.
• Active monitoring: to complete successfully a
number of active monitoring activities, such as:

– Successful completion of all supervisor safety

inspections over a year.
– Completion of key activities, such as carrying out
risk assessments across the organisation.
– Delivery of training to all workers.
– Development of a consultation process to engage
the workforce.
Organisational Section:( Roles and Responsibilities):
This section of the health and safety policy deals with
people and their operational duties in relation to health
and safety.

It Outlines the Roles and Responsibilities

of each and every person within the
Organisation:
• The CEO or MD – ultimately responsible and
accountable for the entire organization.

 Management at all levels – responsible for

ensuring that all appropriate safety
measures are in place and being carried out
effectively within the part of the
organisation under their management
control.
 All employees – responsible for acting safely at
all times in the course of their duties at work.
 Competent persons – have
operational duties, but are also
considered competent to carry out
one or more specialist health and safety
duties (e.g. as first aiders or fire
marshals).
 Specialist health and safety
practitioners – responsible for
providing advice to support
management and employees in
achieving safety.
 Arrangements Section:
The Arrangements section is the largest section of
the policy.
 It deals with the general arrangements that exist to
manage general health and safety.

 the specific arrangements that are necessary to deal

with particular risks relevant to the organisation and
its activities.

General health and safety management arrangements:

 Carrying out risk assessments.
 Identifying and supplying health and safety information,
instruction and training.
 Accident and near-miss reporting, recording and investigation.
 Consultation with workers on health and safety matters.
 Developing safe systems of work and permit-to-work systems to
control hazards.
 Welfare and first-aid provision.
 Housekeeping.
 Fire safety and prevention.
 Emergency procedures.
 Communication of health and safety matters, including hazards
and control measures.
Examples of specific risks and problems within an organisation
that may need specific arrangements include:

• Lone working.
• Noise-exposure control.
• Vibration-exposure control.
• Control of exposure to toxic materials.
• Control of crowds.
• Control of transport risks.
• Specific health surveillance requirements.
• Waste disposal.
Reviewing Policy:

It is good practice to review policy on a regular basis (e.g.

annually). However, there are other circumstances which
could give rise to reviews.

Circumstances that might require a review of policy:

• Technological changes (e.g. introduction of new plant or processes).

• Organisational changes (e.g. changes to key personnel, such as a new
CEO or MD, or changes to themanagement structure of the
organisation).
• Legal changes, such as the introduction of new legislation applicable to the
organisation.
• Changes to the type of work that the organisation does (e.g. when work
arrangements change).
• Where an audit, investigation or risk assessment suggests the policy is no longer
effective.
• When requested by a third party, such as an insurance company or client.
• Following enforcement action.
• Following consultation with the workforce.
• A change of buildings, workplace or worksite.
• After a certain amount of time has passed since the last review (e.g. an
annual review is a common practice).

The aim of the review is to make sure that the policy is up-to-date
and accurate. The date of the last review should be recorded on
policy documents to indicate how current they are.
 Setting SMART Objectives:

When health and safety objectives are set for

an organisation, those objectives should be
SMART.

S: SPECIFIC (a clearly defined, precise

objective).
M: Measurable (it Should be possible to
measure progress towards the target).

A: Achievable – (it can be done; it

is possible).
R: Reasonable – (within the timescale
set and with the resources allocated.

Time-bound – ( a deadline or timescale is

–

set for completion of the objective.)

Example:
Improve the safety culture of the organisation’
is not SMART objective.

because it fails to meet many of the criteria of

a SMART objective.

It is not S: specific :(it does not identify a

precise target to be achieved.)

It is not M: Measurable: (it is not easily

measurable).

It is not A:
Acheivable:(it is not
Acheivable).
It is not R: Reasonable (not
reasonable within the timescale set and with
the resources allocated).

T: Time Bound-(and it does not have a

deadline for when success should be
achieved).

However, the objective:

Review all 48 risk assessments
within a 12-month period’ is a
SMART objective. The target is
precisely defined, a number is
given that allows easy
measurement of success and a
timescale has been allocated.
When setting health and safety objectives
are set what factors should be considered?.

• Who is going to set objectives

– the involvement of senior
management, perhaps with guidance
from health and safety
practitioners/advisers.

• How objectives will be set at

each functional level :

objectives need to be set at

different levels or within
different parts of the organisation
to achieve organisational goals.

• Legal and other requirements

objectives must recognise legal
standards and other requirements set
by.
 Hazards and risks – the
hazards inherent in the
workplace and the risks created
must be taken into account
when setting objectives.

• Technological options –as

technology changes, organization’s
should take advantage of new
technology and set objectives
accordingly.
• Financial, operational, and
business requirements –
health and safety objectives
should be related with financial,
operational and business
objectives so that there is no
conflict of goals.
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Prepared by : Engr: Muhammad Kamran.
Saudi Aramco HSE Professional.
QUESTIONS:
1. Why might the health and safety policy
of two organizations’, both undertaking
similar work, be different?

2. What are the three key parts of a

health and safety policy?

3. Who should sign the policy

statement?

4. What health and safety responsibilities

do all workers have?

5. What does a safety organisation chart

show?