1. Monitoring, review
and audit

2. To be able to carry out a workplace inspection – produce action plan
NGC1 Management of Health & Safety
NGC1.1 Foundations in Health and Safety
Learning outcomes
To be able to use a variety of proactive and reactive monitoring procedures
To be able to carry out a workplace inspection – produce action plan
Use different types of safety inspection
To be able to review performance
Explain meaning and preparations needed for an audit
(c) Providence Training Limited

3. There are two basic types of monitoring:
NGC1 Management of Health & Safety
NGC1.1 Foundations in Health and Safety
Monitoring
There are two basic types of monitoring:
Proactive or active monitoring , by taking the initiative before things go wrong, involves routine inspections and checks to make sure that standards and policies are being implemented and that controls are working.
Reactive monitoring , after things go wrong, involves looking at historical events to learn from mistakes and see what can be put right to prevent a recurrence.
(c) Providence Training Limited

4. You can’t manage what you can’t measure..
Why measure performance?
You can’t manage what you can’t measure..
Measurement is an accepted part of the ‘ plan-do-check-act ’ management process.
to provide information on the progress and current status of the strategies, processes and activities employed to control health and safety risks.
Effective measurement not only provides information on what the levels are but also why they are at this level, so that corrective action can be taken.

5. What to measure Effective risk control
The health and safety management system comprises three levels of control:
Level 3 – effective workplace precautions provided and maintained to prevent harm to people who are exposed to the risks
Level 2 – risk control systems (RCSs): the basis for
ensuring that adequate workplace precautions are provided and maintained
Level 1 – the key elements of the health and safety management system: the management arrangements (including plans and objectives) necessary to organize, plan, control and monitor the design and implementation of RCSs.

6. Health and safety management system

7. Input: monitoring the scale, nature and distribution of hazards created by the organization’s activities – measures of the hazard burden.
Process: active monitoring of the adequacy, development, implementation and deployment of the health and safety management system and the activities to promote a positive health and safety culture – measures of success.
Outcomes: reactive monitoring of adverse outcomes resulting in injuries, ill health, loss and accidents with the potential to cause injuries, ill health or loss – measures of failure.

8. How to measure performance
The measurement process can gather information through:
Direct observation of conditions and of people’s behaviour (sometimes referred to as unsafe acts and unsafe conditions monitoring).
Talking to people to elicit facts and their experiences as well as gauging their views and opinions’.
Examining written reports, documents and records.

9. It might be useful to structure this checklist using the ‘ four Ps
NGC1 Management of Health & Safety
NGC1.1 Foundations in Health and Safety
Inspections
This may be achieved by developing a checklist or inspection form that covers the key issues to be monitored in a particular department or area of the organization within a particular period.
It might be useful to structure this checklist using the ‘ four Ps
Premises
Plant and substances
Procedures
People
(c) Providence Training Limited

10. Effective observation includes the following key points: be selective
Key points in becoming a good observer
Effective observation includes the following key points:
be selective
know what to look for practice
keep an open mind
guard against habit and familiarity
do not be satisfied with general impressions
record observations systematically.

11. Observation techniques
In addition, to become a good observer, a person must:
stop for 10 – 30 seconds before entering a new area to ascertain where employees are working;
be alert for unsafe practices that are corrected as soon as you enter an area;
observe activity – do not avoid the action;
remember ABBI – look above, below, behind, inside;

12. Observation techniques
develop a questioning attitude to determine what injuries might occur if the unexpected happened and how the job might be accomplished more safely. Ask ‘ why? ’ and ‘ what could happen if … ? ’ ;
use all senses: sight, hearing, smell, touch;
maintain a balanced approach. Observe all phases of the job;
be inquisitive;
observe for ideas – not just to determine problems;
recognize good performance.

13. Essential elements for a report are:
Reports from inspections
Essential elements for a report are:
Identification of the organization, workplace, inspector and date of inspection
List of observations
Priority or risk level
Actions to be taken
Timescale for completion of the actions

14. The checklist or inspection form should facilitate:
Inspection standards
The checklist or inspection form should facilitate:
The planning and initiation of remedial action, by requiring those doing the inspection to rank deficiencies in priority order
Identifying those responsible for taking remedial actions, with sensible timescales to track progress on implementation
Periodic monitoring to identify common themes which might reveal underlying problems in the system;
Management information on the frequency or nature of the monitoring arrangements.

15. Measuring failure – reactive monitoring
Reactive monitoring arrangements include systems to identify and report:
Injuries and work-related ill health (details of the incident rate calculation)
Other losses such as damage to property
Incidents, including those with the potential to cause injury, ill health or loss (near misses)
Hazards and faults
Weaknesses or omissions in performance standards and systems, including complaints from employees and enforcement action by the authorities.

16. Report writing
There are three main aims to the writing of reports and they are all about communication. A report should aim to:
Get a message through to the reader
Make the message and the arguments clear and easy to understand
Make the arguments and conclusions persuasive.

17. Report writing
Five factors which help to make reports effective are:
Structure
Presentation of arguments
Style
Presentation of data
How the report itself is presented

18. Structure
The structure of a report is the key to its professionalism.
Good structuring will:
Help the reader to understand the information and follow the arguments contained in the report
Increase the writer’s credibility;
Ensure that the material contained in the report is organized to the best advantage.

19. Structure
The following list shows a frequently used method of producing a report, but always bear in mind that different organizations use different formats:
1. Title page Summary
3. Contents list Introduction
5. Main body of the report
6. Conclusions
7. Recommendations
8. Appendices
9. References.

20. Review and audit
The aims of auditing should be to establish that the three major components of a safety management system are in place and operating effectively. It should show that:
Appropriate management arrangements are in place;
Adequate RCSs exist, are implemented and are consistent with the hazard profile of the organization;
Appropriate workplace precautions are in place.

21. Review and audit
The process of auditing involves:
Gathering information from all levels of an organization about the health and safety management system
Making informed judgements about its adequacy and performance.

22. Gathering information
Preparatory work
Meet with relevant managers and employee representatives to discuss and agree the objectives and scope of the audit
Prepare and agree the audit procedure with managers
Gather and consider documentation.

23. Gathering information
On site
Interviewing
Review and assessment of additional documents.
Observation of physical conditions and work activities.
Conclusion
Assemble the evidence
Evaluate the evidence
Write an audit report.

24. Performance review
In a review, the following areas will need to be examined:
The operation and maintenance of the existing system
How the safety management system is designed, developed and installed to accommodate changing circumstances.