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SAFETY & HEALTH OFFICER CERTIFICATE COURSE

2005/2006

PAPER 3 - WORKPLACE ASSIGNMENT

TO IDENTIFY SAFETY AND HEALTH HAZARDS IN THE OFFICE AT INFORMATION AND

COMMUNICATION TECHNOLOGY (ICT) DIVISIONS OFFICES, TENAGA NASIONAL BERHAD (TNB) AT LEVEL 30, 36, 37 AND 38, MENARA TM, KUALA LUMPUR.

NAME OF OSH TRAINER: EN AZIZ BASIRAN

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NAME OF CANDIDATE: ZAINORIN ALI

SPONSOR: TENAGA NASIONAL BERHAD

ORGANISER: THE MALAYSIAN INSURANCE INSTITUTE

DEDICATION

I thank my family for the love and care and only with their motivation and strong words that push me to excellence.

To all my respected OSH Trainers on their advice and guidance, who has been such a great inspiration to me.

To my dearest colleagues, who helped me when I most needed it. I thank you all.

For those who were not mentioned earlier, I deeply appreciate your contributions to my workplace assignment. Without all of you, I would not have

made it.

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ABSTRACT

It is important to create a comfortable working environment so that workers will not feel exhausted and stressed in places where they

have to spend hours. The objective of this paper is to provide practical advice on the principal office hazards that should be controlled in order

to prevent accidents and work related disease.

The study was done at Information and Communication Technology (ICT) Divisions offices, Tenaga Nasional Berhad (TNB) at level

30, 36, 37 and 38, Menara TM, Kuala Lumpur.

The Hazard Identification and Risk Assessment method was adopted at workplace are hoped to improve the workplace design and

environment while aiming to minimize the existing problems related to safety and health hazards.

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TITLE

To identify safety and health hazards in the office at Information and Communication Technology (ICT) Divisions offices, Tenaga Nasional

Berhad (TNB) at level 30, 36, 37 and 38, Menara TM, Kuala Lumpur.

Generally, to identify six safety and health hazards including three hazards on safety and another three hazards on health at workplace. The

Hazard Identification and Risk Assessment method was adopted to identify on each hazards present. The most common possible safety and health

hazards effect associated with working environment were as follows:

i. Ergonomic Hazard

a. Visual Display Unit (VDU) related work

b. Seating at Work

c. Manual Handling

ii. Chemical Hazard

a. Photocopier

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iii. Electrical Hazard

a. Electrocution

iv. Physical Hazard

a. Office Accidents

The most critical safety hazard and health hazard is office accidents and Visual Display Unit (VDU) related work respectively.

This analysis also shows that ICT top management should give attention to the workplace environment factors especially environment

and workstation factors.

To conclude, this paper analysis findings are hoped to improve the workplace design and environment while aiming to minimize

problem related to safety and health hazards.

TABLE OF CONTENTS

Page

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DEDICATION

ABSTRACT

TITLE

TABLE OF CONTENTS

CHAPTER 1 INTRODUCTION

CHAPTER 2 OBJECTIVES

CHAPTER 3 SCOPE

CHAPTER 4 METDOHOLOGY

CHAPTER 5 RESULTS AND DISCUSSION

CHAPTER 6 RECOMMENDATIONS

CHAPTER 7 CONCLUSION

REFERENCES

APPENDICES

LIST OF FIGURES

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3

4

5

6

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12

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1. INTRODUCTION

It is important to create a comfortable working environment so that workers will not feel exhausted and stressed in places where they

have to spend hours. The studies was done at Information and Communication Technology (ICT) Divisions offices, Tenaga Nasional Berhad

(TNB) at level 30, 36, 37 and 38, Menara TM, Kuala Lumpur. Creation of a comfortable working environment is also believed will enable

workers to put their abilities to use more effectively and refresh workplace.

The Hazard Identification and Risk Assessment method was adopted at workplace are hoped to improve the workplace design and

environment while aiming to minimize the existing problems related to safety and health hazards.

This paper is to provide practical advice on the safety and health hazards at that should be controlled in order to prevent accidents and

work related disease.

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2. OBEJECTIVE

The objective of this paper is to provide practical advice on the principal office hazards that should be controlled in order to prevent

accidents and work related disease.

3. SCOPE

The scopes of this paper are to:

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i. Identify six safety and health hazards including three hazards on safety and another three hazards on health at workplace. The

Hazard Identification and Risk Assessment method was adopted to identify on each hazards present.

ii. Carry out assessment of hazards identified. A Simple Method that provides risk analysis based on qualitative analysis.

iii. Give risk rating for each six hazards present. Events or situations assessed with the most critical conditions are identified for

each one of safety and health hazards.

iv. Provide the necessary control measures in order to eliminate or minimize the accidents and work related disease at work place.

4. METHODOLOGY

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4.1 To successful carry out hazards identification, a worker which so familiar with the workplace operation and be able to determine the at least six

types of hazards present was assigned.

4.2 The purpose of hazard identification were as follows:

i. To determine the type of hazard present; and

ii. To enable thorough assessment of hazards identified.

4.3 To fully understand the whole process or activity of a workplace the process flow chart and office layout plan were familiarized. (Appendix 1)

4.4 Task observation, walk through inspection, interview with workers at workplace were also has been carried out.

4.5 A hazards checklist was used to ensure that main areas are covered during the inspection. This was done through Hazard Identification and

Risk Assessment Form (Appendix 2).

4.6 Hazards identified were recorded and tabulated. This information was enabling to decide on the necessary course of action to be taken.

4.7 A simple method was used to provide risk analysis based on qualitative analysis. The most common method of qualitative risk analysis is the

use of the 2D Matrix Risk Table.

4.8 Once on the likelihood and consequence of each hazardous event or situation has been decided, a rating of each hazardous event or situation is

rated to determine how serious the risk is.

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5. RESULTS AND DISCUSSION

5.1 This hazards identification and risk assessment was conducted on ICT workers mainly from Helpdesk, Finance and Administration, and

System Development sections who are worked in the office environment and keyboard equipment where they have to spend long hours.

5.2 ICTs labor force component is made up of three major races, the Malay, the Chinese and the Indian. There are about 330 workers in the ICTs

offices at Menara TM.

5.3 However, lack of documentation on ICTs workplace is a major barrier for conducting hazards identification and Risk Assessment study.

5.4 The results of hazards identification and Risk Assessment shows that work related disease has long existed in the workplace. The findings had

been classified into safety and health hazards at workplace.

5.5 The most common possible safety and health hazards effect associated with working environment were as follows:

v. Ergonomic Hazard

a. Visual Display Unit (VDU) related work

b. Seating at Work

c. Manual Handling

vi. Chemical Hazard

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a. Photocopier

vii. Electrical Hazard

a. Electrocution

viii. Physical Hazard

a. Office Accident

5.6 The most critical safety hazard and health hazard is office accidents and Visual Display Unit (VDU) related work respectively.

5.7 The Risk Assessment of occurrence of musculoskeletal disorder (MSD) and visual discomforts are frequent among VDU operators. However,

visual discomforts are normally transitory and there is no indicators show that working with VDUs would cause permanent impairment to the

eyes. Visual factors include eyestrain and headaches, which affect visual performance may likely to be occurred. Other types of work or of the

job activities may cause such discomfort. Users with existing visual deficit may find them make them noticeable.

i. These symptoms may caused by:

a) Staying in the same position and concentrating on screen of VDU for a long time.

b) Poor position of VDUs

c) Poor legibility of the screen or sources documents

d) Poor lighting, including glare and reflection

e) A drifting, flickering or jittering image on the screen.

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VDUs users may also experience varying level of discomfort in the hand, wrist, forearm, neck, and lower back. An acute strain can present as

muscle fatigue, aches, pain, weakness, tenderness and / or swelling which subside with rest. The more chronic conditions function, affecting

activities of daily living, such disorders among keyboard workers have often be associated with high workloads combined deadlines. Factors,

which may contribute to the disorder, include but not limited to:

a) Fixed or sustained postures at the workstation

b) Repetitive movements

c) Increase muscle tension leading to excessive muscle fatigue

5.8 The most critical safety hazard is office accidents. Accidents dont just happened, they are caused. Based on the Risk Assessment of occurrence

of office accidents result from slip, trips and fall, lifting object, punctures or cuts. Slippery floors, unclean spillages or gripless shoes cause

slips. Trips occur over objects lying on the floor or jutting out into aisles or because of poorly surfaces. Falls can be from ladders or from

standing on chairs to reach an object.

i. Many of these accidents are mainly attributed due to as follows:

a. Poor inspection program, poor implementation of safety policies

and lack of safety education program.

b. Unsafe method mostly related to incorrect work procedure.

c. Lack personal protective equipment usage and workers negligence.

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6. RECOMMENDATION

6.1 This recommendation is intended to be interest mainly to employer, employees, and others persons on the principal office hazards that should

be controlled in order to prevent office accidents and VDU related work.

6.2 Visual Display Units (VDUs) Related Work.

Most of workers are using Visual Display Units (VDUs) at workplace. In the wake of this common use of VDUs and the expressed concern

about adverse health effects among VDU operators. The VDU workstations should be ergonomically designed with maximum possible

flexibility so that they can be adapted to each individual operator.

The variety of factors contributing to VDU work risk, these require a risk reduction strategy, which embrace the solution, includes;

a) Workplace Design

b) Equipment and system factors

c) Work environment factors

d) The nature and organization

e) Maintenance of VDU equipment and furniture

f) Staff selection and pre-employment medical examinations

g) Provision of training and information

6.2.1 Workplace Design

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VDU workstations should be ergonomically designed with maximum possible flexibility so that they can be adapted to each individual

operator.

6.2.1.1 Basis for selection of workstation furniture are as follows:

i. Tasks performed at the workstation e.g. Data processing, word processing, typing, counter operation and programming.

ii. Duration and intensity of the tasks

iii. Equipment to be located at the workstation

iv. Environment in which workstation is located

6.2.1.2 Work Desk or Work Surface

i. Size. The desk or work surface shall be large enough to allow a flexible arrangement of the screen, keyboard, documents and

related equipment.

ii. Safety. Work desk or work surface, particularly the underside of the work surface, should not have any sharp edges, corners,

protrusion, or rough surfaces likely to cause injury to users or damage to their clothing.

iii. Cable Management. Facilities should be incorporated within the work desk or work surface design to accommodate the cables

required for power, data transmission, and telephone demands of the workstation and to stow ant excess cable.

iv. Storage Facilities. Storage facilities for frequently used items should be provided at each workstation.

v. Work Desk or Work Surface Height Adjustment. Where feasible height should be adjustable to the preference of each operator.

6.2.1.3 Chairs

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The chairs shall possess the following features:

i. Stable and allow the operator easy freedom of movement and a comfortable position

ii. Adjustable height in the range between 350mm and 450mm

iii. Backrest that is adjustable in both height and tilt to provide adequate back support especially at the lower back region.

iv. Reasonable firm seat cover

v. Arm rest if provided should not interfere with the keyboard operation

vi. Wheels with 5-star base for stability and mobility.

6.2.1.4 VDUs Equipment and Furniture Adjustments

The height of the seat and the position of the keyboard, the display terminal, work surface height and others should be adjusted as a

whole, so as to avoid an uncomfortable posture in continuous operation. For this purpose the following should be kept in mind:

i. It should be possible for the operator to sit on the chair with his back adequately supported by its backrest, and to allow the

entire soles of his shoes to touch floor.

ii. The height of the seat should be adjusted so as to avoid too much pressure the operators thigh.

iii. It should be possible for the fingers to reach the keyboard naturally.

iv. The upper edge of the display screen should be at a height lower than the operators eye level.

6.2.1.5 Document Holders

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The need for a document holder and the appropriate design and use of such equipment depends on the task. Document holders are important to

reduce visual and neck muscle fatigue.

6.2.2 Equipment and System Factors

When preparing specification for the acquisition of computing equipment, consideration must be given to the following aspect:.

6.2.2.1 Display Screen

i. Construction. Display screen shall conform to local or internationally recognized standards.

ii. Glare. The screen shall be free or reflective glare and reflections liable to cause discomfort to the use. If provided anti glare

filters should be easily attached to and from the VDU and instruction for cleaning should be available. The image on the screen

should stable with no perceptible flickering or others forms of instability.

iii. Adjustability. The screen swivel and tilt easily and freely to suits the needs of the operator.

iv. Contrast. The contrast between characters and the background shall be adjustable.

6.2.2.2 Keyboards

i. The keyboard shall be tilt able and separate from the screen so as to allow the operator to find a comfortable working position

avoiding fatigue in the arms or hands.

ii. The keyboard should be stable. It should not slip, tip or rock during keying activities.

iii. The case should have the following characteristics;

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a. Neutral matt finish

b. Reflection free

c. Resistance to dirt, dust and moisture

d. No sharp edges

6.2.2.3 Mouse

i. For optimal control and avoidance of excessive static muscle use, a mouse should:

a. Accommodate natural hand posture

b. Allow the wrist to rest on the work surface

c. Allow fingers to rest on push-buttons without danger of accidental operation

6.2.3 Work Environment

i. Illumination.

Room lighting shall ensure satisfactory lighting condition and an appropriate contrast between the screen and the background in

environment, taking into account the type of works and the users vision requirements.

ii. Reflections and Glare

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Two problems require special attention when lighting is considered. Firstly sharp luminance contrasts between a screen and its

surrounding must be avoided. Secondly reflections and glare must be reduce or eliminate.

6.2.3.1 Ambient Temperature and Humidity

i. VDUs and their associated equipment emit heat. Adequate ventilation and air conditioning system are normally required.

ii. Air currents from VDU blowers should be directed away from the operator since excessive air movement can cause drying of

the eye surface and subsequent irritation.

iii. Consideration should be given at the purchase stage of VDUs and associated equipment wit low thermal emissions. Information

is usually available from equipment supplier.

iv. The recommended ambient air temperature is between 23 27 degrees Celsius and the maximum relatively humidity is 75%.

6.2.3.2 Ambient Noise Level

i. The VDU work area should be comparatively quite, with minimal distributing activities and noise.

ii. The affects of noise from printers, and other office equipment may be reduced by isolation, hooding or screening. The use of un-

closed dot matrix printers adjacent to operators should be avoided.

iii. Noise from cooling fan, power supplies and keyboards should be minimal and this should be an important consideration at the

purchase stage.

iv. The recommended ambient noise level for VDU work is between 40-60dB(A).

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6.2.4 Nature and Organization of Work

6.2.4.1 Job Demands

i. Work Rates

Operators should work at a steady space, consistently as opposed to maximal pace in short, sharp burst.

ii. Work Load

Increases in workload should be carefully managed with adjustment periods. Workloads should overall be realistic in relation to

the individuals capacity.

iii. Work Pauses and Rest Periods

Rest pauses are a physiological necessity if performance, efficiency and well-being are to be maintained. For most office jobs,

including VDU work, it is recommended to divide the daily work into four periods, separated by one rest pause of 10-15

minutes in the morning and one in the afternoon shift and by lunch break of about 45 minutes at mid day.

A sustained sitting posture should not be maintained for more than 20 minutes and it is recommended that keyboard operators

change task after a maximum of 50 minutes for a period of at least 10 minutes.

6.2.4.2 Job Variety and Rotation

i. The purpose of rotation through task and job variety is to allow rest of specific muscle groups and to eliminate prolonged

periods in sustained postures.

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ii. It is recommended that VDU work be interspersed with other office duties. If is not possible, operators should take productive

rest breaks away from the VDU.

iii. Productive rest tasks allow for a change in posture and the resting of muscle. These include task such as proof reading, checking

answering telephones, discussion. These should intersperse throughout the work routine.

iv. The variety tasks can be group as follows:

- Fine hand e.g. keying, writing, small tools use

- Gross are e.g. photocopying, filling, sorting

- Productive rest e.g. proofreading, checking

6.2.5 Maintenance of VDU Equipment and Furniture

To maintain a good working environment at all times and to ensure suitable adjustments of VDU equipment to actual operation, the following

measures are recommended:

i. Daily Checking and Adjustment

ii. Cleaning

6.2.6 Staff Selection and Pre-Employment Medical Examination

Employers may provide medical examinations to new workers appointed to position significant VDUs operations. Such examinations should

include screening for physical characteristics and visual abnormalities.

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The following examination are recommended:

i. Work history

ii. Medical history and subjective symptoms

iii. Ophthalmologic test i.e.

- Vision Test

- Test of eye position

- Test of amplitude of accommodation

- Measurement of ocular tension

iv. Objective musculoskeletal examinations

- Inspection and palpation

- Test of gripping strength

6.2.7 Provision of Training and Information

Training needs and information will vary according to the type of equipment, work demands and operator in respect of the topics listed below:

i. Effects of VDU operation on health

ii. Lighting and glare prevention

iii. Work practices

iv. Posture

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v. Maintenance of VDU equipment and other related equipment

vi. Health examinations and follow-up measures

vii. Exercises for VDU operation

6.3 Office Accidents

Accidents dont just happen, they are caused. Either unsafe acts or unsafe conditions or both cause the accidents. As such, accidents can be

prevented. The unsafe act is a violation of an accepted safe procedure that could permit the occurrence of an accident. The unsafe condition or

circumstances that could directly permit the occurrence of an accident. Most of accident result from a combination of contributing causes and

one or more unsafe acts and unsafe condition.

Most office accidents result from slip, trips and falls, lifting objects, punctures or cuts. Slippery floors, unclean spillage or gripless shoes cause

slips. Trips occur over objects lying on the floor or jutting out into aisles or because of poorly surfaces. Falls can be ladders or from standing

on chairs to reach an object.

Simple planning and good housekeeping as follows can avoid many of these accidents:

i. Traffic ways and aisles should be well lit, and kept clear of materials, equipment, rubbish and electric leads.

ii. Floors should be level and the use of mats discouraged. Slipped liquids and anything else dropped on the floor should be

immediately picked up or cleaned.

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iii. Freestanding fittings should be completely stable or secured to the wall or floor. Filing cabinets should be placed so that they do

not open into aisles and should never be left with cabinet drawers open. For stability load cabinet starting from the bottom and

do not open more than one drawer at a time.

iv. Office machines and equipment should be kept in good working order. Equipment using hand-fed processes such as electric

stapler and paper guillotines should be guarded and staff trained in their proper use.

v. Many pieces of equipment using electricity can mean trailing cables, overloaded circuit, broken plug and sockets. Ensure that

qualified personnel see to these dangers.

vi. Provision of training and information

This above analysis also shows that ICT top management should give attention to the workplace environment factors especially

environment and workstation factors. ICT top management shall take into consideration the requirements under OSHA 1994, that is as stated in

the Duties of Employers (Part IV, section 15-19) that Employer must safeguard so far as is practicable, the health, safety and welfare of the

people who work for them and also Safety Information, Instruction, Training and Supervision (Section 15 (2)) Duty of employers to provide

necessary information, instruction, training, and supervision in safe practices, including information on legal requirements.

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7. CONCLUSION

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From the Hazard Identification and Risk Assessment analysis, it shows that the most critical safety and health hazards are office

accidents and VDU work related respectively.

In the wake of this common use of VDUs and the expressed concern about adverse health effects among VDU operators. The

VDU workstations should be ergonomically designed with maximum possible flexibility so that they can be adapted to each individual

operator.

Simple planning and good housekeeping can avoid many of office accidents. The ignorance these factors leads to workplace

hazards, poor worker health, disabilities and will reduce workers productivity and products quality.

This above analysis also shows that ICT top management should give attention to the workplace environment factors especially

environment and workstation factors.

To conclude, this paper analysis finding are hoped to improve the workplace design and environment while aiming to minimize

problem related to safety and health hazards.

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8. REFERENCES

1. MDC Publishers Printers (2004) Occupational Safety and Health Act and Regulations. Kuala Lumpur, MDC Publishers and Printers Sdn Bhd.

2. Departmental of Occupational Safety And Health (1996) Guidelines on Occupational Safety and Health in the Office. Kuala Lumpur, Departmental of Occupational Safety and Health.

3. Departmental of Occupational Safety And Health (2003) Guidelines on Occupational Safety and Health for Working with Video Display Units (VDUs). Kuala Lumpur, Departmental of Occupational Safety and Health

4. Departmental of Occupational Safety And Health (2004) Guidelines on Occupational Safety and Health for Seating at Work. Kuala Lumpur,

Departmental of Occupational Safety and Health.

5. Coastal Training Technologies Corporation (1997) Ergonomics: Break the RMI Habit. Virginia Beach, Coastal Training Technologies Corporation.

6. National Safety Council (1993) High Rise Office Safety & Security. USA, National Safety Council.

7. Coastal Video Communications Corporation (1996) General Safety Office. Sydney, Coastal Video Communications Corporation.

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9. APPENDICES

HAZARD IDENTIFICATION AND RISK ASSESSMENT

Department ICT DIVISION Name of Job/ Activities/

Facilities

Prepared by Checked by Approved by

Section Signature

Title of person who does

the job

OSH EXECUTIVE Name ZAINORIN ALI

Name of the supervisor/

Manager

HJH SITI ZALEHA SYED SAARI Date 9 January 2006

Step

No

Sequence of

Basic Job

Step

Hazard Identification Current Risk Control

Risk Assessment Risk Control

Hazard Effect *

Prob

**

Serv

*** Risk Ranking Recommended Action

Score Level

1. Office Work 1.1 Ergonomic Hazard

- VDU related work

- Seating at work

- Manual Handling

1.2 Physical Hazard

- Office Accidents

1.3 Electrical Hazard - Electrocution

1.4 Chemical Hazard - Photocopier

MSD, visual

discomfort Back pain, ergonomic problem

Back pain, ergonomic problem

Slip, trips, and falls

Electric shock cause fatality

Ozone gas cause headache, eye

irritation

Rest Break

Rest Break

Rest Break

Maintena

nce on

request

Competent

Regular

maintenance

3

2

2

3

1

1

2

2

1

2

2

2

6

4

2

6

2

2

Medium

Medium

Low

Medium

Low

Low

Ergonomically designed & ergonomic training

Ergonomically designed & ergonomic training

Try remove needs for manual handling that

caused injury & ergonomic training

Good housekeeping & awareness training

Follow current risk control

Not placed or close to the worker workstation