Occupational Health and Safety Management System OHSAS 18001: 1999

Contents What is a Management System? Drivers for implementing a Health and Safety Management System What is OHSAS 18001 Implementation of OHSAS 18001 Q & A

What is a Management System?

Management Systems ISO 9001 Quality Management ISO 14001 Environmental Management ISO 27001 Information Security Management OHSAS 18001 Occupational Health and Safety Management Each designed to provide a systematic approach to undertaking business activities

Management System Model Management systems are designed to be compatible, allowing organisation to implement any or all that fit their business needs as either stand alone or integrated systems. Based on the Deming model - Plan – Do – Check – Act Comprising of five main elements Policy Planning Implementation and Operation Checking and Corrective Action Management Review And demonstrating a commitment to continual improvement

Benefits of an Externally Verified Management System External audits ensure that operational controls are maintained Reduced risk of accidents and financial losses Use of the ‘BSI registered symbol’ Maintain legal compliance Drive continual improvement

Development of Health and Safety Management Systems 1991 – HSG 65 1996 – BS 8800 1999 – OHSAS 18001 2000 – Revitalising Health & Safety 2004 – BS 8800 (revised) 2005 – OHSAS 18001 (revised)

Document Set OHSAS 18001: 1999 (Revised in 2005) Specification for occupational health and safety management systems OHSAS 18002: 2000 Guidelines for the implementation of OHSAS 18001

Other Documents BS 8800: 2004 Guide to Occupational Health and Safety Management Systems HS(G) 65 Successful Health and Safety Management

Drivers Moral Legal Financial Corporate Governance Insurance Customers

Moral 235 people killed in the U.K. last year in work related incidents 0.81 deaths per 100,000 workers 2.2 m people suffered from work related illness Employees working in SMEs are twice has likely to be seriously injured or killed Top 2 industries- Construction with 71 fatalities and Agriculture with 36 4 deaths per 100,000 workers in construction and 9.5 in agriculture Main causes- 53% falls from height or being struck by moving vehicle or falling object.

Financial 39 million days lost per annum 30 million days lost due to work related illness 9 million due lost due to injury Cost to business £25 billion per annum Uninsured costs typically 10 x more than insurance costs.

Corporate Governance Company Law Review Private companies >£500million t/o PLCs > £50million t/o Fair and true Financial and Operating Report Information on risks and strategies

Insurance Evidence of management of risk Reduction in liability All factors that effect insurance premiums

SOCRATES “There is but one certain thing for Managers and Supervisors alike and that is NEVER HOPE FOR SAFETY”. STELLIOS “if you think safety is expensive – try having an accident!!!

OHSAS 18001

Continual Improvement The OHSAS 18001 Approach Continual Improvement Management Review policy Checking & corrective action Plan Do Check Act In TQM, the Deming Shewart cycle A risk based, performance driven model geared toward continual improvement. Planning Implementation & operation

HS (G ) 65 HSG(65) is the Health and Safety Executives Guide to successful OHS manaagement-and is one of the approaches in BS8800 Note the Plan, DO, Check, Act structure

Continual Improvement The OHSAS 18001 Approach Continual Improvement Initial Review Management Review policy Checking & corrective action Plan Do Check Act In TQM, the Deming Shewart cycle A risk based, performance driven model geared toward continual improvement. Planning Implementation & operation

The OHSAS 18001 Approach Initial Review Plan Do Check Act In TQM, the Deming Shewart cycle A risk based, performance driven model geared toward continual improvement.

Existing information, instructions & allocated resources Status Review Existing information, instructions & allocated resources Status Review Legislation & Regulations Best practice/Guidance from Sector Look at what legn/regs are applicable to the business What instructions/guidance already exists eg accident reporting, first aid procedures etc Are some responsibilities already defined , are risk assessments taking place are they effective, safety plan in place etc Specific sector guidance, ACOPS from HSE, Trade Associations, suppliers, etc Policy

The OHSAS 18001 Approach Initial Review policy Plan Do Check Act In TQM, the Deming Shewart cycle A risk based, performance driven model geared toward continual improvement.

Requirements of OHSAS 18001 Clause 4.2 OH&S Policy The Policy should be appropriate to the organisations OH&S risks Include a commitment to continual improvement Include a commitment to comply to legislation Be documented All employees be made aware of their individual obligations Be available to all interested parties Be reviewed for its appropriateness periodically

We will achieve the best practice Standards of health and safety   As a minimum we will conduct our Operations to fully comply with all Statutory regulations concerning Health safety and welfare Typical policy courtesy of Freudenberg TP - Bill Akers This policy document is a statement of the company’s responsibility to achieve the best Practice available for the Health and Safety standards that are required to give the company Statutory compliance with all current legislation And regulations within the EU and UK.  POLICY STATEMENT  As a reputable and caring company Freudenberg Technical Products will conduct its business to ensure the protection of its employees, customers, suppliers, contractors neighbours and the general public. As a minimum we will conduct our operations to fully comply with all statutory regulations concerning health safety and welfare and this will be achieved by effective management and planning with the aim of continual improvement and this policy will be reviewed periodically. These issues will receive equal priority with all other forms of business and business planning Within the management function. Training will be made available to all levels of management and key personnel to ensure they Understand their corporate and personal responsibilities for health safety and welfare. All employees will be informed of: 1)     The company’s responsibility. 2)     Managers & Supervisors responsibility 3)     Personal responsibilities both to themselves and others. Signed___________________________ Health and Safety Manager

ORGANISATIONAL DETAILS FOR HEALTH AND SAFETY   The Managing Director has the ultimate responsibility for all Health and Safety and he must ensure that adequate funds are available and that Health and Safety is given the same priority as all other business issues within Freudenberg Technical Products Policy continued ORGANISATIONAL DETAILS FOR HEALTH AND SAFETY The managing director has the ultimate responsibility for all Health and Safety at work He will ensure that adequate funds are available and that there is an effective policy in place and that Health and Safety is monitored and given the same priority as any other part of the business. He will ensure that all systems are implemented and that an effective policy is in place with all significant matters relating to Health and Safety been reported to the parent board. Signed___________ Managing Director

The OHSAS 18001 Approach Initial Review policy Planning Plan Do Check Act In TQM, the Deming Shewart cycle A risk based, performance driven model geared toward continual improvement. Planning

Requirements of OHSAS 18001 Clause 4.3 Planning, the core of the 18001 specification Hazard identification, risk assessment and risk control Agree methodology Identification of legal requirements Objective setting Development of Management programmes

Initial Review - Hazard – Universal Exports Work activity Hazard Exposure Legal Machine operator - Electricity - Noise - Moving parts - Fork Lift Trucks 20 people working in the factory 8 hours per day Max 60 min durations Management of Health & Safety Regs Noise Regulations Electricity at Work Regulations Provision and Use of Work Equipment Regulations Cleaning - Lone working - Slips & trips (wet floors - Use of chemicals – (fumes, mixing chemicals -adverse reactions etc) - Lifting Electricity Working at Height Contractors – 10 Part time – 2 hours/evening Management of Health & Safety at Work Regulations Control of Substances Hazardous to Health (COSHH) Manual Handling Regulations Both contractor and Client must consider together risk assessment and preventative and proactive steps to the work force, note: Health and safety responsibilities are defined by the criminal law and cannot be passes on from one party to another by a contract.

Computation of Risk Likelihood Every year Every day (1-3) Lost time injury 1 2 3 (1-3) Severity 4 2 6 Fatality 3 6 9

Example Risk Level Estimator The risks should then be classified, to decide those that are to be eliminated or controlled. A simple way to do this can be used- this risk level estimator the usual limits are: Slightly harmful-cuts, bruises, headaches=temporary absence from work Harmful->3days absence to broken limb=extended absence from work Extremely harmful- Fatality, severe disablement or occupational illness=permanent exclusion from work

Initial Review – Universal Exports Work activity Hazard Exposure Legal Control measures risk priority Machine operation - Electricity - Noise - Moving parts - Fork Lift Trucks 20 people working in the factory 8 hours per day Max 60 min durations Management Regs Noise Regs Electrical Regs Welfare Regs Hearing protection available Guards (fixed) Maintenance PAT Testing Trained operators Tolerable Priority 3 (low)

Lets say we have no controls in place for contractors: Activity Hazard Exposure Legal Controls risk Intolerable Cleaning - Lone working - Slips & trips (wet floors - Use of chemicals – (fumes, mixing chemicals -adverse reactions etc) - Lifting Electricity Working at Height Contractor – 10 Part time - 2 hours / evening -Contract with supplier is prime legal driver COSHH PUWER none Priority 1 Verify contractors risk assessment methods and safe systems of work. Both contractor and Client must consider together risk assessment and preventative and proactive steps to the work force Health and safety responsibilities are defined by criminal law and cannot be passes on from one party to another by a contract… See ‘Use of contractors on HSE web site’

Case study Health and safety responsibilities are defined by the criminal law and cannot be passes on from one party to another by a contract… See ‘Use of contractors on HSE web site’.

Example of a Control Measure   Statement for: Control of Contractors POLICY: Objectives To ensure all contractors whilst carrying out work for FTP take reasonable care for their own safety as well as for the health and safety of company employees and any other persons who may be affected by their activities. To ensure all contractors comply with the company policies and procedures and with any statutory provisions placed upon them or the company. Implementation All Contractors must complete a permit to work before any work is carried out on Site this must include H&S Policy, Insurance Policy, Method Statement, There are NO exceptions to this rule under any circumstances All contracts will include obligations for health and safety; full details of these obligations will be available on site. All contractors will be issued with an FTP identification badge and informed of the contact person who will be responsible for implementation. All contractors will be issued with a Contractors Handout when they arrive on site. It will contain details of our Environmental Health and Safety Requirements. REFERENCE DOCUMENTATION: Health and Safety at Work Act 1974 VA 145 13 076 Permit to Work Procedure

The OHSAS 18001 Approach Initial Review policy Planning Implementation & operation Initial Review policy Plan Do Check Act In TQM, the Deming Shewart cycle A risk based, performance driven model geared toward continual improvement.

Requirements of OHSAS 18001 Clause 4.4 Implementation and Operation Structure and responsibility Training, awareness, competence Consultation and communication Documentation, change control NB kept to the minimum required for effectiveness Operational control Emergency preparedness and response

Implementation and Operation PPE Visitors First aid COSHH Lone working Permit to work Process training Examples of OC procedures

Employees must take ownership of there work space and equipment   We will encourage all Managers and Supervisors to take ownership of Health and Safety within there area Employees must take ownership of there work space and equipment Policy continued MANAGERS Each manager is responsible for the day-to-day safety of his work area and all employees under his control. To this end he will ensure that all employees fully understand the company Health and Safety Policy and that all company directives and procedures are fully complied with. The manager will ensure that his department has documented procedures for all Health and Safety and auditing standards.. a)     The provision and maintenance of safe plant and equipment and all safe systems of work. b)     The provision for safe storage handling and transportation of articles and substances. c)      The provision of information instruction training and supervision. d)     The provision of safe access and egress e)     The provision of a safe working environment f)      The provision of good welfare facilities. g)     The provision of First Aid and Occupational Health facilities h)      Ensure any new machinery either purchased or delivered complies with all existing Health and Safety legislation i)        Prior to going into production. To assist in achieving these standards a full time Safety Manger will provide advice and resources to each of the business managers. Risk Assessments will be carried out on a 18 Month cycle except when the risk becomes intolerable or when a change in production is to be carried out Managers must ensure that the Safety Department is aware of all changes taking place that include any form or movement of machinery. Trained personnel must only carry out risk Assessments.

Supervisors and Team Leaders Have the day-to-day responsibility for health and safety in their respective areas. Policy continued On a day-to-day basis the Supervisor or Team Leader have control of health safety and welfare within their respective areas.   They must be familiar with the company’s Safety Policy and actively support the company on any Safety matters this will include attendance at monthly Safety meetings and the support of any Safety training that may be taking place. Their specific responsibilities will include 1)     Ensuring that all machinery and equipment is safe and maintained as appropriate. 2)     Report all accidents near misses and dangerous occurrences and ensure that the required investigations are carried out 3)     Ensure that all employees under their control carryout their duties in a safe way at all times while at work. 4)     Maintain a good standard of housekeeping at all times 5)     Make recommendations to their business manager on matters regarding Health Safety and Welfare.

Safety Representatives hold a key role of being the employee representatives on matters relating to Health, Safety and Welfare Policy continued  Safety Representatives. Freudenberg Technical Products fully supports employee representation on health safety and welfare matters. The company views Safety Representatives as playing a key role in consultations with the employer and considers the Safety Representative to be one of the main links of any Health and Safety Committee.   In addition to this The Safety Representative shall promote Health and Safety to all employees and will have the following functions 1)     They will investigate complaints by an employee that relate to that employee’s Health Safety and Welfare.  2)     They will make representations to the employer on matters regarding Health Safety and Welfare. 3)     They will make representations to the employer on general matters that may have Health and Safety Concerns. 4)     Carryout inspections of the workplace and document in accordance with company procedures. 5)     Represent all employees in consultation with officers and inspectors of the Health and Safety Executive or any other enforcing authority.  6)     Receive any instructions or information from officers or inspectors affecting the employee’s health safety and welfare. Safety Representatives should receive training to give them the skill and knowledge that will allow them to fulfil their obligations. Safety Representatives names should be included in any Inductions given to new employees.

Employees. All employees have a Legal Duty while at work TO:    Employees. It is Freudenberg Technical Products policy that all employees shall fully comply with all legislation and any Specific safety instructions or safety procedures this forms part of their conditions of employment.  Policy continued Employees. All employees have a Legal Duty while at work TO:   1)     Take responsibility for their own and that of others Health and Safety and except responsibility for all of there acts or omissions whilst in the place of work.   Co-Operate with their employer at all times enabling the employer to comply with all duties and requirements that may be placed upon them. 3)     Report to the Supervisor or Manager any faults in plant machinery and equipment or indeed any dangerous situation. 4)     Not interfere with or misuse anything that belongs to the company that is in the best interests of Health and Safety 5)     Comply with all Health and Safety Instructions given to them by any person in authority. Reporting of Faults and Dangerous Situations. Every employee has a legal duty to report to there Team Leader or Supervisor any faults to any plant or equipment. If the response they receive is not satisfactory then they should contact the Health and Safety Department.

The Formalised System Paper or electronic Stand-alone or integrated Typical structure includes: Policy Procedures Processes Associated documents/records e.g. Accident records, completed risk assessments (COSHH, Fire, DSE)

OHSMS Documentation Policy, Scope Policy Level 1 Level 2 Describes processes who, what, when, where Procedures Work Instructions, checklists, forms, Level 3 Describes how tasks and specific activities are done Provides objective Evidence of compliance to OHS requirements clause 4.5 Level 4 Records

The OHSAS 18001 Approach Initial Review policy Checking & corrective Planning Implementation & operation Checking & corrective action Initial Review policy Plan Do Check Act In TQM, the Deming Shewart cycle A risk based, performance driven model geared toward continual improvement.

Requirements of OHSAS 18001 Clause 4.5 Checking and corrective action Performance measuring and monitoring Accident, incident, non-conformance and corrective and preventive actions Records and records management Audits

Monitoring and Measurement Proactive Internal Audits Objective achievement Training effectiveness Staff attitudes Health surveillance Exposure levels Use of PPE Reactive Unsafe acts Near misses Accidents Sickness absence Complaints Regulatory Issues Most organisations have the reactive measures but not all have the proactive measures,

The OHSAS 18001 Approach Initial Review Management Review policy Planning Implementation & operation Checking & corrective action Management Review Initial Review policy Plan Do Check Act In TQM, the Deming Shewart cycle A risk based, performance driven model geared toward continual improvement.

Requirements of OHSAS 18001 Clause 4.6 Management Review The periodic review of the management system The results of Internal Audits Changes to the OHSMS Incident/accident reporting and outcomes New/changes to legislation New/changes to processes Objectives and policy Consider changes to the organisation, are our objectives still relevant.

Management Review Review Inputs What needs to change? Outputs Audits –External -Internal Organisation changes Actions Outstanding Objectives & Targets Accidents/Incidents Operational Control Legal Compliance Policy Training/competency Improvement action plan Review Business concerns Stakeholder expectations - shareholders expect minimum environmental liability and regulators expect regulatory compliance. Regulatory requirements - specify discharge standards and management practices. Public perception - effect on public image of the organization Industry leading practices - Chemical Industry Association Responsible Care, optional standards & codes of practices. Abatement costs - costs of changing/reducing the impact. Production - effect of changing/reducing the impact on other activities and processes. Environmental concerns Relative contribution - contribution of factor compared to local/regional/ global contribution. Scientific evidence - no evidence of effects of CFCs in the 1970s whilst now there is evidence, over time scientific evidence may support further effects. Sensitivity of receiving environment - quality and use of surface water into which you are discharging and speed at which environment recovers from impact. Temporal and spatial variations affecting sensitivity. Scale of impact - graphical scale of impact e.g. local, regional, global. Probability of occurrence - likelihood of impact occurring e.g., high, medium, low - this is important for abnormal and emergency activities. Duration of impact - length (temporal) of impact (including whether impact is reversible).

Route to Registration

Registration Process Introductory visit- PHASE ONE gap analysis. Conducted early on in the project. Identifies areas that are OK and which areas need more work. PHASE ONE Desk top review Address non-conformances PHASE TWO Implementation audit

Certification Benefits External audits ensure that operational controls are maintained Reduced risk of accidents/incidents and financial losses Use of the ‘BSI Registered symbol’ Maintain legal compliance Drive Continual Improvement

Questions?