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    Are you certifiable?- no er oo y cer ca e or

    the right way to do health and safety?

    Get it rightfirst time

    every time.

    The frontier

    performer in

    our industry

    by Andy Stoddart & David McCulloch

    1

    . [email protected]

    IOSH East Anglia Branch4th November 2011

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    What is OHSAS 18001:2007? BS OHSAS 18001 is an Occupation Health and Safety

    Assessment Series for OH&S management systems which -

    practice framework for managing an organisations OH&S risks

    Intended to help organisations achieve and demonstrate OH&Sper ormance y con ro ng e r r s s cons s en w e rpolicy and objectives

    Develo ed in res onse to customer demand for a reco nisableOH&S standard against which their management system could beassessed and certified

    International Standard itself i.e. NOT ISO

    (18001 - Information technology - radio frequency identification

    2

    OHSAS18002 Guidelines for the implementation of OHSAS18001

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    OH&S Management System Model for 18001

    OH&S policy

    Planning

    Hazard identification, risk assessment and

    determining controls, legal and other

    requirements, objectives and programmesImplementation and operation

    esources, ro es, respons es,accountability and authority, competence,training and awareness, communication,

    participation and consultation,documentation control of documentsoperational control, emergency preparednessand response

    Checking

    er ormance measuremen an mon or ng,evaluation of compliance, incidentinvestigation, nonconformity, corrective andpreventive action, control of records, internalaudit

    3

    Management Review

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    Why bother with OHSAS 18001 Certification?

    What are the potentialbenefits of a certified

    4

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    Benefits of OHSAS 18001 Certification

    Allows organisations to identify and control OH&S risks toemployees, customers, suppliers and third parties (MoP)

    Reduces the otential for accidents with a corres ondinreduction in the costs associated with accidents at work

    Promotes a safe and healthy working environment leading toenhanced staff morale, motivation and productivity

    Reduction in sickness and absenteeism

    Provides a mechanism for identifying and evaluating legal and

    Demonstrates you have a robust approach to OH&Smanagement and provides evidence in defence of potentialcriminal and civil cases

    Enhanced organisational status and competitive advantage bydemonstrating that OH&S management is effective

    nd

    5

    Improved overall OH&S performance

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    stakeholders) that youre serious about

    health and safety i.e. your commitment

    6

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    Certification Bodies - UKAS or not?

    1. Buy a certificate off the internet!!!!

    Advantages: - quick & easy, cheap, minimal effort andmpac on organ sa on, pre-qua ca on requ remen s me

    (where potential clients dont know what their looking for) Disadvantages: - its potentially worthless and may fails to

    2. Obtain certification through a UKAS* accredited certification

    body (i.e. LRQA, BSi, SGS etc.) Advantages: - accredited third party assurance of the

    management system, credibility, benefits realised (pukkacertificate!!)

    sa van ages: - a es me, can e expens ve, ma orimpact on organisation

    The "Tick & Crown" logo provides visual assurance that you

    7

    *United Kingdom Accreditation Service Website www.ukas.com

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    Who is Anglian Water?

    Approx. 6 million customers

    27,500 km2 - largest Water

    3,800 employees (andalmost as many contractor

    Flat terrain - slow running

    rivers as grow ng reg on -

    population grown by 20% inthe last 20 years

    Highly regulated

    Ofwat

    8

    Environment Agency

    HSE

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    Wastewater

    . ,

    Approx. 4,400 Sewage Pumping Stations

    A rox. 43 700 km of Sewers + ?km of rivatesewers since 1st October 2011)

    Water 7 Raw Water Reservoirs

    Approx. 160 Water Treatment Works

    Approx. 250 Service Reservoirs

    Approx. 36,500km of Water Mains

    9

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    Our principal risks are (in no particular order):

    Working in the highway

    Electrical Risk

    Confined spaces entry

    Mechanical lifting Working under pressure (stress)

    azar ous su s ances

    Machinery/pressure systems

    Manual handling

    Slips trips and falls

    Contractors construction work

    Lone working

    Driving over 30 million business miles/year

    10

    Approx. 1200 commercial vehicles & 550 company cars

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    Our Road Map to achieving certification

    Ensured top management were fully committed

    Appointed a dedicated resource to manage the system

    Benchmarked - looked at other organisationsmanagement system approaches

    Developed the management system to comply with therequirement of OHSAS over time, so as not to burden the

    business drip feed not big bang

    Undertook formal gap analysis

    Involved LRQA from day 1 to determine most

    Phased certification of the business

    11

    again!! Then check and if necessary Tell em again

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    Management System - key features

    One-stop-s op or a up to ate OH&S in ormation

    Designed from a users point of view

    Fully electronic - intranet based but managers able to issuecontrolled hard copies

    Simple and straightforward bite sized chunks

    Invisible and demystified quality assurance

    Hyperlinked and cross referenced to both internal & externalinformation

    Via A-Z

    Many ways to search for what you are looking for

    12

    Short cut keys to most popular information

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    Safe and Well Screenshot (a)

    13

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    Safe and Well Screenshot (b)

    14

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    Safe and Well Screenshot (c)

    15

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    Safe and Well Screenshot (d)

    16

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    Getting ready for 18001

    Roll out the system with targeted ongoing communications

    Safety team 1-2-1 with every manager duration appropriate to risk

    n erna au s un er a en o con rm mp emen a on e ec veness

    Performance reporting to management board

    does you defined system fulfil all clause requirements?

    Agreed on phased certification Coaching and support for targeted managers

    Formal pre-audit of targeted managers

    Preparing for certification presentations - providing tips, pointers,reminders, guidance to ensure we didnt not get tripped up on the

    17

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    When an inspector assessor calls

    -

    They want to see that you have embraced the main requirements of yourH&S management system

    members

    They are likely to ask how you manage H&S, important areas are:

    Risk assessment both for routine and non routine work

    Major hazard areas

    H&S objectives, targets and plans

    Competence and training

    Wheresyour riskassessment?

    Communication, participation and consultation

    Control of documents and record keeping

    Emergency preparedness and response

    Building/site management, particularly for shared occupancy

    Housekeeping

    Individuals H&S responsibilities

    18 In reality assessors could look at anything!

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    Major hazard areas

    A typical assessor question might be tell me about the majorhazard areas you and you team face and how are these managed

    The ma follow with a show me t e of uestion i.e.documentation and records

    Assessors are likely to do a reality check with team members on

    Assessors may start their visit with a site tour and ask team

    members questions before they ask managers any questions Managers must be able to demonstrate how key hazards are

    managed without much hesitation

    Team members will need to be able to demonstrate that they

    have knowledge of the key controls and how they access their riskassessments

    19

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    H&S Plans & Action Tracking

    H&S Plans are a great way for you to demonstrate howH&S is being managed proactively on an ongoing basis

    . .

    review risk assessments in January etc.

    You will need to be able to demonstrate that you have asystem for managing actions arising out of auditsinspections, accident reports, fire risk assessments, etc.

    effectively closed an action!

    If you have identified something that requires actions, then

    prov ng you can emons ra e you are manag ng rouga plan / tracking system, the assessors will be satisfiedthat it is under control

    20

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    Are you able to demonstrate the competence of the people in

    Have you a means to identify their training needs?

    Can managers readily lay their hands on training records?

    How is contractor competence assessed?

    21

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    Communication Participation and Consultation

    This usually crops up as part of another question

    How do you involve employees in the H&S decision makingprocess?

    Are you aware of the training available to Safety Reps?

    Are all teams represented at H&S committees?

    ave you got e ect ve systems or commun cat ng toteam members?

    Are Safety Reps. involved in accident / near miss

    investigations and workplace safety inspections?

    22

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    Work lace mana ement Where you have

    workplaces under yourFire management Site security

    arrangements,contro w ic may e

    occupied/used by others(e.g. contractors, tenants

    signing in etc.

    First aid Emergency plancommunication

    demonstrate how H&S isbeing managed

    Site / officeinspections

    Legionella

    Asbestos information Inductionsbe clear whom is doingwhat, when and how

    and management

    Electrical checks on Responsibility for

    neighbours emergencyarrangements identified

    systems and portableequipment

    areas

    23

    of members of the public

    orage areas ra c managemen

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    Control of documents and record keeping

    Can be a pain but essential for you to prove that you haveeffective control of documents and records

    Use controlled document registers to evidence what has beenissued, to who and when

    you are go ng o e m ss ng some ocumen s an recor sduring the assessment, make sure you can demonstrate that

    you are managing those areas A CUNNING PLAN! Evidence needs to be easily accessed, well archived using the

    correct forms

    minutes while people desperately search for records. EnsureOH&S records can be accessed easily!!

    24

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    Emergency preparedness and response

    Fire:

    Risk assessments up to date?

    ys em or manag ng ac ons ar s ng rom r s assessmen s

    Maintenance and checking of fire alarm systems?

    ,

    Fire marshal training?

    System for inducting visitors to workplace?

    First aid:

    Adequate number of trained first aiders for risk of workplace?

    First aid equipment replenished and checked?

    25

    Other potential emergency situations, e.g. gas leaks, suspicious

    packages etc.

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    Audits should be based on risk, programmed and cover all

    Inspections are ideal supplements to formal audits and canbe undertaken at a local level by system users

    Actions arising out of audits and inspection must be managedand implemented

    esu s o au s are ey npu o e managemen rev ewprocess

    26

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    Housekeeping-no excuses!!!

    Its important to keep risk to a minimum through good

    housekeeping and tidy methodical work practices

    Those responsible or workplaces, must ensure they are

    safe, clean and tidy

    You (and your assessor) dont want to be stepping aroundpiles of rubbish and discarded equipment on workplaces. Ifits not supposed to be there get rid of it!

    Make sure ou have clearl labelled areas for anquarantined equipment

    Dont miss the flipping obvious e.g. missing guarding onmachiner o en electrical anels un uarded voids etc.

    Do a walk through ask yourself does it look right?

    27

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    Pitfalls to achieving certification

    What do ou think arethe potential pitfalls?

    28

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    OHSAS 18001 Potential Pitfalls

    Not doing it for the right reason ust for a badge on the wall

    Quote from unnamed non UKAS certification body Mostorganisations want OHSAS 18001 certification to qualify for a

    Local Authority or for a supply chain requirement. Assuming that what works well for one organisation will also work

    Getting bogged down by quality assurance

    Creating excessive paperwork

    Failure to involve your certification body at an early stage

    Quoting OHSAS 18001 clause numbers and requirements inrocedures - use our or anisations lan ua e NOT OHSAS

    Not engaging your workforce dont lock yourself away and launchit big bang style

    29

    Setting zero non conformity targets!!

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    Learning points

    Middle management commitment is as essential as topmanagement

    Adopt a just culture - NOT a no blame culture

    Involve the business - design system from a users point

    Ensure managers understand non conformities are

    against the system not them Keep it simple - challenge the value of each document

    Must be adequately resourced - both implementationand on oin maintenance and im rovement

    Be prepared to identify and tackle previouslyunrecognised risks and issues

    30

    More effort required in low risk environments i.e.offices perception that there are no risks to manage

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    Anglian Waters Just Culture

    Was I knowinglybreaking the

    Would most peoplehave behaved inNO YES NO BLAME

    NOYES

    Were the rules c lear and workable?

    Was adequate training/information provided?

    NO

    NOREVIEWSYSTEM

    AND/ORTRAINING

    DELIBERATE, RECKLESS OR NEGLIGENT ACT FURTHERCOACHING

    AND/ORTRAININGREQUIRED

    31

    START DISCIPLINARY

    PROCEDURE

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    - Ensure responsibilities are clearly defined and understood

    including contractors and other building users

    If appropriate consider phased certification

    It costs money!! dependant on size and complexity of the

    Gap analysis (2 man days)

    Stage 2 Assessment (30 man days)

    days)

    3 yearly re-certification (15 man days)

    32

    It takes longer (and costs more) than you think!!

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    Evidence of success the stats!!!

    2003/04 2004/05 2005/06 2006/07 2007/08 2008/09 2009/10 2010/11

    0.48 0.42 0.39 0.39 0.37 0.39 0.37 0.30

    6 2 6 4 3

    Accident Frequency

    Rate

    Employee - Majors

    29 28 32 29 16

    6 7 2 1 2

    6 10 4 4 3

    Employee - >3 day

    Employee DO's

    Contracor - Majors

    7 11 8 9 11

    1 5 2 1 3

    Total No. ofRIDDOR

    Contractor - >3 day

    Contractor DO's

    50 43 36 48 51 50 46 34

    7 12 4 2 5

    Accidents

    Total No. of RIDDOR

    DO's

    System rolled out from 2007 rules clear and unambiguous AFR decreased from 0.5 in 03/04 to 0.3 in 10/11

    33

    .safety

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    Accident Rate v System Maturity Graph

    absence of formal mana ementsystem - ad-hoc control

    ents/

    AF

    behavioural safety

    system development /implementation

    robust H&S mgt systemacci

    anglian water

    certification achieved

    34

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    Evidence of success - continued

    Sickness levels reduced from 8 days/employee/year to 5.5days/employee/year (in line with the CBI private sector averagefor the UK)

    implemented for areas of deficiency

    Results from latest HSE Climate Survey -undertaken May 2011show improvement in all categories particularly workmatesn uence an r s ta ng prev ous y un erta en n

    Better understanding of risk profile in business through robustaudit and inspection regime

    Year-on-year mprovements n near m ss report ng

    2006/07 - 298

    2007/08 - 543

    2008/09 - 946

    2009/10 - 1319

    35

    -

    2011/12 - 1401 (Apr-Sep)

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    -

    certification

    management system against the requirements of

    OHSAS18001 The work for you, not the other way round!!

    Dont be afraid to re uest another assessor if

    necessary

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    ny uest ons

    38