Safety Systems Assessment Tool Michelle Davidson Workplace Health and Safety Queensland

Overview What is a Safety Management System? Safety Management System Assessment Tool Elements assessed Examples/learnings Other relevant tools

What is a safety management system? Set of linked policies, procedures and practices in place to manage workplace health and safety risks AS 4801 “gold standard” That part of the overall management system which includes organizational structure, planning activities, responsibilities, practices, procedures, processes and resources for developing, implementing, achieving, reviewing and maintaining the OHS policy, and so managing the risks associated with the business of the organization. In general terms, a safety management system is a system focused on improving safety performance by combining and integrating planning, implementation and review processes with the management of organisational and consultative arrangements. These systems may apply to the activities of an enterprise as a whole, or they may target specific are A safety management system is not simply the existence of forms, processes, policies or documents that describe various safety aspects of an organisation. It must give effect to, or exercise, the content of the safety documentation in an on-going and managed way across an organisation that improves safety outcomes. system which is exercised by a systematic and continuous improvement approach which uses feedback to manage and improve safety outcomes. This system sets, implements and modifies benchmarks and standards for electrical safety. We have seen in the course of our work some businesses with great tome that are described as their safety management system, then when reading through it, it is obvious that it is a system purchased (and perhaps adapted via inclusion of a few terms or just the business name) and not well, if at all, implemented into the workplace

What should an effective safety management system do? Set out OHS policy and objectives Establish, assess and review the effectiveness of procedures which give effect to OHS policy and objectives Achieve conformance with OHS policy and objectives of the organisation; and Demonstrate such conformance to others (via self-declaration or certification/ registration as appropriate) Does not need to be complex, or even an expensive product – it needs to be practical, to realistically represent the specific operational requirements and activities of your business However, any effective OHSMS needs to reflect OHS issues in the organization in which it is used. An effective OHSMS can assist an organization to— • Set out OHS policy and objectives Establish, assess and review the effectiveness of procedures which give effect to OHS policy and objectives Achieve conformance with OHS policy and objectives of the organisation; and Demonstrate such conformance to others (via self-declaration or certification/ registration as appropriate

Safety Systems Assessment Tool So how can you assess your SMS – and see whether you are working towards an effective system This tool is readily Available on WHSQ website – under Injury Prevention and Management. Based on Serious About Safe Business pack, along with elements of the Online Safety Benchmarking Tool and AS4801 Developed by IPAM team, SASB (used and recognised across a number of states) The IPaM team of WHSQ have developed this tool to assist its advisors, and the general public to assess safety management systems of businesses. This tool has been based upon the SASB pack, and also includes detail from the online safety benchmarking tool (WHSQ) and AS4801. I will speak a bit about SASB and OSBT a bit later

Elements of the tool Management and Leadership Commitment Planning and Reporting Safety Consultation, Communication and Safety Climate Risk Management Safe Work Procedures, Training and Supervision Injury Management Similar to the elements of the SASB pack, the SMS assessment tool assesses through the following elements: Management and Leadership Commitment Planning and Reporting Safety Consultation, Communication and Safety Climate Risk Management Safe Work Procedures, Training and Supervision Injury Management We will discuss a bit more in the next slides

Management and leadership commitment Demonstrations of commitment include: Leading by example Communication safety responsibilities to workers Allocating time and money to safety Making safety a priority Implementing safe systems of work Encouraging reporting of incidents Valuing worker contributions WHY? Management Commitment is important because responsibility for safety starts at the top Demonstrations of commitment include: Leading by example Communication safety responsibilities to workers Allocating time and money to safety Making safety a priority Implementing safe systems of work Encouraging reporting of incidents Valuing worker contributions

Planning and Reporting Safety Procedures for workers to make reports of hazards, incidents, illnesses and injuries Workers encouraged and supported to report hazards, incidents and near misses Acting on reported issues and incidents Reviewing reports to identify trends and take appropriate action Reporting to statutory authorities (WHSQ) WHY? Reporting procedures help you identify health and safety problems, and find and implement solutions A simple reporting procedure will help you obtain information about health and safety issues in the workplace, identify problems when they arise, and address them. Some of the indicators that an employer is meeting Procedures for workers to make reports of hazards, incidents, illnesses and injuries Workers encouraged and supported to report hazards, incidents and near misses Acting on reported issues and incidents Reviewing reports to identify trends and take appropriate action Reporting to statutory authorities (WHSQ)

Consultation, Communication and Safety Climate Process for consulting with workers about health and safety matters Consultation arrangements structured so all workers have access to the consultation process Workers know about their entitlements to elect WHSR and ask to set up work group Access to information which helps to raise awareness of safety issues and solutions Why consult? (apart from the requirement to consult under legislation) Workers are directly affected by safety decisions and often see things that management just aren’t aware of. Consultation enables you to share WHS information and to take your workers views into account before you make decisions Good consultation means you get ‘buy-in’ from your workers – real involvement, not just a token effort Some of the things we look at when assessing consultation, communication and safety climate are: Process for consulting with workers about health and safety matters Consultation arrangements structured so all workers have access to the consultation process Workers know about their entitlements to elect WHSR and ask to set up work group Access to information which helps to raise awareness of safety issues and solutions

Risk Management Structured approach for identifying hazards Risk assessments conducted for uncontrolled hazards Control measures for all identified risks (controls developed in relation to relevant legislation, codes of practice, Aust Standards) Emergency preparedness and response WHY? Structured approach for identifying hazards Risk assessments conducted for uncontrolled hazards Control measures for all identified risks (controls developed in relation to relevant legislation, codes of practice, Aust Standards) Emergency preparedness and response

Safe Work Procedures, training and supervision Safe Work Procedures developed for all tasks in workplace (where risk of injury or illness identified) Regular review of Safe Work Procedures Structured Induction program Training, including Safe Work Procedures relevant to their job Supervision to ensure Safe Work Procedures are being followed WHY? Workers need to know how to do their jobs safely and need to be aware of the issues that affect their health and safety Training and supervision is all about making sure people are competent in the task they are performing and ensures that people have the knowledge and skills to work safely Developing safe work procedures is just one part – ensuring workers understand how to perform the task and perform it competently is also an important element. Some ways to assess this element include: Safe Work Procedures developed for all tasks in workplace (where risk of injury or illness identified) Regular review of Safe Work Procedures Structured Induction program, including general safety rules and responsibilities, and specific task related items Training, including Safe Work Procedures relevant to their job Supervision to ensure Safe Work procedures are being followed

Injury Management Procedures to follow if injured at work “Stay at work” and return to work/suitable duties plans developed for workers injured at workplace Resources to support and assist injured workers WHY? As employers you have obligations for workers compensation and return to work. Effective workplace rehabilitation has benefits for everyone – workers and businesses Procedures to follow if injured at work “stay at work” and return to work/suitable duties plans developed for workers injured at workplace Resources to support and assist injured workers

Examples from industry Common themes: Consultation Toolbox talks for ancillary staff WHS Committee Communication across organisation eg via newsletter Hazard identification/reporting system Formality/structure of system Risk Assessment/Safe Work Procedures Injury management processes Myself and my colleagues have used this tool with many employers across a range of industries including education Length of time taken to conduct assessment – depending on availability of evidence – several hours to all day Some common themes/outcomes from working with education Consultation Toolbox talks for ancillary staff WHS Committee Communication across organisation eg via newsletter Hazard identification/reporting system Formality/structure of system Risk Assessment/Safe Work Procedures Injury management processes

SASB - safety management system Management Commitment Consultation Safety Management System Workers Compensation Return to Safe Work Procedures Work Another safety management system available on our web site is the Serious about Safe Business pack. The pack is a practical approach to managing safety in your workplace, essentially it is a simplified safety management system comprising six fundamental elements: Management commitment Consultation Save work procedures Training and supervision Reporting safety Workers compensation and return to work The pack includes advice sheets for each element, explaining their importance in managing safety in an effective and systematic manner - along with suggestions for action and implementation as well as some handy templates. Reporting Safety Training & Supervision

SASB - self assessment The pack includes a simple self assessment tool which helps you get started with identified priority areas for improvement. Each element has three rating levels of performance: The ‘Green zone’ demonstrates you are likely to have effective safety practices in place and will need to maintain these. The ‘Orange zone’ means you are on the right track, and there are still likely to be opportunities available for improvement The ‘Red zone’ indicates it is likely that you are not managing health and safety issues effectively. Significant improvements may be required to prevent injuries and illnesses from occurring.

Online safety benchmarking tool (OSBT) Self assessment tool Confidential Includes guidance for improvement Results against: Set criteria Business size Other business in industry group And speaking about self assessments for safety management systems ….. another very useful tool on the WHSQ web site is the online safety benchmarking tool. This tool is suitable for business owners, managers, staff and safety professionals. It can: Help you to assess whether you have an effective, systematic approach to managing health and safety Allow you to compare your performance anonymously with other businesses across similar industry sectors and sizes Provide guidance to help you improve your management of work health and safety issues.

OSBT report On completion of the survey, you are provided with a report that can be used in consultation with employees, safety stakeholders and committee meetings. You can revisit the tool and use a secure confidential login to add future initiatives you have implemented, reassess your progress and celebrate your success.

Injury cost calculator Initial, overlooked, and uninsured costs: incident investigation damage replacement productivity costs + existing examples I’d also like to take this opportunity to present another tool on the WHSQ web site – the injury cost calculator. The calculator includes: incident costs, including first aid and transport of injured worker investigation costs, including time to cease production and investigate the incident damage costs, including assessment, repair and clean-up time replacement costs, including locating, hiring and training a replacement worker productivity costs, including disruption and claim management time. The injury cost calculator is a tool that assists businesses to calculate the initial and often overlooked and uninsured costs of real and potential workplace injuries. What costs are excluded? The calculator does not cover workers' compensation, general insurance (e.g. property/equipment) or any common law costs. You will need to add these costs to the total from the injury cost calculator for a more complete picture of the costs of a workplace injury. The calculator does not include less tangible costs of a workplace injury, such as poor employee morale, absenteeism, and negative customer relations and business reputation. Examples using real life scenarios have been developed to demonstrate the impact of injury on your business or organisation.

Questions?

Contact us www.worksafe.qld.gov.au 1300 369 915

What’s your most important reason for workplace safety? Work safe. Home safe.