Universiti Malaysia PahangFakulti Kejuruteraan Pembuatan dan

Pengurusan Teknologi

Course Title :Occupational Safety and Health Management System (OSHMS)

Introduction To OSHMS

Introduction To OSH Management System

Topic Cover:

Definition of OSHMS

Evolution of OSHMS

Elements in OSHMS

Relevant Standards

Introduction To OSHMS:

Since the 90s, safety and health practitioners has initiated to promulgate and implement the OSH management system based on system approach.

The idea of using the system approach in managing OSH was not something new. Its initial proposal made by Heinrich, a safety and health expert in 1930. Heinrich’s Theory of Loss Causation explained that the caused of accident was not due only to the immediate causes such as unsafe act and unsafe condition, but also by the underlying causes often because of loss in the management control.

Heinrich The Domino Theory

Heinrich five factors in the accident sequence

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Unsafe act and mechanical hazard constitute the central factor in the accident sequence

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Multi-CausationBehind every accident there lies many contributing factors, causes and sub-causes.

ROOT CAUSE (Lack of Control)

Cause A

Cause B

Cause C

BASIC CAUSE

Cause D

Cause E

Cause F

IMMEDIATE CAUSE

INCIDENT/ LOSS

Updated Domino Theory

This update introduced two new concepts;

• The influence of management and managerial error.

• Loss, as the result of an accident could be production losses, property damage as well as injuries

The Development Of OSHMSLiberalization of trade and economies

Increase in occupational accident and diseases

Traditional command – control mechanisms inadequate

Systems approach pioneered by Edward Demings

Development of standards by ISO.

Why OSHMS ?

Sytematic way to manage OSH activities in the organisation

OSH as integral part of the organisation’s value system

Reduction of hazards and risks,accidents, diseases

Low absenteeism , high productivity , job satisfaction

WHAT IS AN OSH MANAGEMENT SYSTEM (OSH-MS)?

General definition ;An OSH MS is a planned, documented and verifiable method of managing hazards and associated risks. An OSH MS can be simple or complex, it can be highly documented or sparingly described and it can be home grown or based on an available model.

What is an ISO?Layman definition;

“YOU WRITE WHAT EVER YOU DO AND YOU DO WHAT EVER YOUR WRITE”

WHAT IS MANAGEMENT SYSTEM?( ISO Standard definition)

ISO 14001:1996The part of the overall management system that includes organisational structure, planning activities, responsibilities, practices, procedures, processes, and resources for developing, implementing, achieving, reviewing and maintaining the environmental policy 

OHSAS 18001:1999Part of the overall management system that facilitates the management of the OH&S risks associated with the business of the organisation. This includes organisational structure, planning activities, responsibilities, practices, procedures, processes, and resources for developing, implementing, achieving, reviewing and maintaining the organisation’s OH&S policy.  

ILO-OSH:2001 and MS 1722:2003A set of interrelated or interacting elements to establish OSH policy and objectives, and to achieve those objectives.

Evolution of OSHMS

• After the successful of ISO 9000 series and ISO 14000 series,

• 1996, Discussed at an ISO International Workshop on OSH-MS Standardization – standard should under ILO,

• 1999, OHSAS 18001:1999 has been developed by an association of national standards and certification bodies, from BS 8800:1996,

• 2001, Guideline on OSH MS (ILO-OSH 2001) has being published by the ILO,

• 2003, ILO-OSHMS was adopted by Malaysia as its own standards named as MS 1722:2003 OSH MS-Guidelines

MALAYSIA’S LEGISLATIVE FRAMEWORK ON OSH-MS

Under OSHA Act 1994, Part IV, Section 15; duty and responsibility of every employer and self-employed

To ensure so far as practicable, the safety, health and welfare at work of all employees

• maintain the plant and system of work that are so far as practicable, safe and without risk to health

• so far as practicable to ensure safety and absence of risks to health – operation, handling etc

• so far as practicable, the provision such as information, training and supervision to ensure so far as practicable, safety & health

• so far as practicable, to maintain safe working environment

• so far as practicable, as regards any place of work should be safe and without risks to health

Regulation 19, OSHA, 1994 - Fine not exceeding fifty thousand ringgit (RM 50,000) or to imprisonment for the term not exceeding two years or both

Duties of Employees Section 24, OSHA 1994 General duties of Employees

MALAYSIA’S LEGISLATIVE FRAMEWORK ON OSHMS

• Maintain a safe and healthy working environment• Keep work area clean and safe at all times• Stay informed of safety and health issues• Observe and comply with all established safety and health

requirements• Understand and follow safety and health guidelines included

in work instructions• Keep aisles, exits and emergency equipment clear of

obstructions

Regulation 24(1), OSHA, 1994 - Fine not exceeding one thousand ringgit (RM1,000) or to imprisonment for the term not exceeding two years or both

MAIN ELEMENTS OF MALAYSIAN OSH-MS (MS 1722:2003)

• Adapted from ILO-OSH 2001,

• Based on the OSHA Act 1994,

• Has five main elements of Deming Wheel (PDCA),

• These elements are namely;

i. Policy,

ii. Organizing,

iii. Planning and implementation,

iv. Evaluation, and

v. Action for improvement

Deming Wheel

PolicyPolicy

OrganizingOrganizing

Planning & Implementation

Planning & Implementation

EvaluationEvaluation

Continual Improvement

Action For

Improvement

Action For

Improvement

5 main elements of OSH MS

External Factors Internal Factors

Initial & Periodic Status Review

Initial & Periodic Status Review

OSH PolicyOSH Policy

AuditAudit OrganizationOrganization

Plan & ImplementPlan & Implement

Measure OSH Performance

Measure OSH Performance

Information Link Control Link

ELEMENTS OF A OSH SYSTEM

Detail Breakdown of MS 1722:2003 Elements

PolicyPolicy

The employer, in consultation with workers and their representatives, should set out in writing an OSH policy, which should be:

(a) specific to the organization and appropriate to its size and the nature of its activities

(b) concise, clearly written, dated and made effective by the signature or endorsement of the employer or the most senior accountable person in the organization

(c) communicated & readily accessible to all persons at their place of work

(d) reviewed for continuing suitability

(e) made available to relevant external interested parties, as appropriate.

Example of Safety PolicyMWA CONSULTANCY SERVICES Safety and Health Policy Statement

We are dedicated to providing a safe and healthful environment for employees and customers, protecting the public, and preserving MWA CONSULTANCY SERVICES assets and property.

At MWA CONSULTANCY SERVICES our most valuable resource are the people who work for

us. Injuries can be prevented, INSYAALLAH. To achieve this objective, MWA CONSULTANCY SERVICES will make all reasonable efforts to comply with all government regulations pertaining to safety and health issues. An effective Safety and Health Program will be carried out throughout our organization.

The Safety and Health Program will assist management and non-supervisory employees in controlling hazards and risks which will minimize employee and customer injuries, damage to customer’s property and damage or destruction of MWA CONSULTANCY SERVICES property.

All employees will follow this program. This program is designed to encourage all employees to promote the safety of their fellow employees and customers. To accomplish our safety and health goals, all members of management are responsible and accountable for implementing this policy, and to insure it is followed.

MWA CONSULTANCY SERVICES is sincerely interested in the employee’s safety. The policy of MWA CONSULTANCY SERVICES is to provide safe equipment, adequate tools and training, and the necessary protective equipment. It is the employee’s responsibility to follow the rules of safety as established for their protection and the protection of others, and to use the protective devices, which MWA CONSULTANCY SERVICES provides.

PolicyWorker Participation

Worker participation is an essential element of the OSH management system in the organization.

The employer should ensure that workers and their safety and health representatives are consulted, informed and trained on all aspects of OSH, including emergency arrangements, associated with their work.

The employer should make arrangements for workers and their safety and health representatives to have the time and resources to participate actively in the processes of organizing, planning and implementation, evaluation and action for improvement of the OSH management system.

The employer should ensure, as appropriate, the establishment and efficient functioning of a safety and health committee and the recognition of workers' safety and health representatives, in accordance with national laws and practice.

OrganizingResponsibility and accountability

The employer should have overall responsibility for the protection of workers' safety and health, and provide leadership for OSH activities in the organization.

The employer and senior management should allocate responsibility, accountability and authority for the development, implementation and performance of the OSH management system and the achievement of the relevant OSH objectives.

Organizing Structures and processes should be established which:

(a) ensure that OSH is a line-management responsibility which is known and accepted at all levels

(b) define and communicate to the members of the organization the responsibility, accountability and authority of persons who identify, evaluate or control OSH hazards and risks

(c) provide effective supervision, as necessary, to ensure the protection of workers' safety and health

(d) promote cooperation and communication among members of the organization, including workers and their representatives, to implement the elements of the organization's OSH management system

(e) fulfill the principles of OSH management systems contained in relevant national guidelines, tailored guidelines or voluntary program, as appropriate, to which the organization subscribes;

Organizing(f) establish and implement a clear OSH policy and measurable

objectives;

(g) establish effective arrangements to identify and eliminate or control work-related hazards and risks, and promote health at work

(h) establish prevention and health promotion program

(i) ensure effective arrangements for the full participation of workers and their representatives in the fulfillment of the OSH policy;

(j) provide appropriate resources to ensure that persons responsible for OSH, including the safety and health committee, can perform their functions properly

(k) ensure effective arrangements for the full participation of workers and their representatives in safety and health committees, where they exist.

OrganizingCompetence and training

The necessary OSH competence requirements should be defined by the employer, and arrangements established and maintained to ensure that all persons are competent to carry out the safety and health aspects of their duties and responsibilities.

The employer should have, or should have access to, sufficient OSH competence to identify and eliminate or control work-related hazards and risks, and to implement the OSH management system.

OrganizingOccupational safety and health management

system documentationAccording to the size and nature of activity of the

organization, OSH management system documentation should be established and maintained, and may cover(a) the OSH policy and objectives of the organization

(b) the allocated key OSH management roles and responsibilities for the implementation of the OSH management system

(c) the significant OSH hazards/risks arising from the organization's activities, and the arrangements for their prevention and control

(d) arrangements, procedures, instructions or other internal documents used within the framework of the OSH management system.

OrganizingCommunication

Arrangements and procedures should be established and maintained for: (a) receiving, documenting and responding appropriately

to internal and external communications related to OSH

(b) ensuring the internal communication of OSH information between relevant levels and functions of the organization

(c) ensuring that the concerns, ideas and inputs of workers and their representatives on OSH matters are received, considered and responded to.

Planning and Implementation Initial Review

The initial review should be carried out by competent persons, in consultation with workers and/or their representatives, as appropriate. It should: (a) identify the current applicable national laws and regulations, national

guidelines, tailored guidelines, voluntary program and other requirements to which the organization subscribes

(b) identify, anticipate and assess hazards and risks to safety and health arising from the existing or proposed work environment and work organization

(c) determine whether planned or existing controls are adequate to eliminate hazards or control risks

(d) analyze the data provided from workers' health surveillance.

The result of the initial review should: (a) be documented;

(b) become the basis for making decisions regarding the implementation of the OSH management system

(c) provide a baseline from which continual improvement of the organization's OSH management system can be measured.

Planning and ImplementationSystem planning, development and

implementationThe purpose of planning should be to create an

OSH management system that supports(a) as the minimum, compliance with national laws and

regulations

(b) the elements of the organization's OSH management system

(c) continual improvement in OSH performance

Planning and ImplementationOccupational safety and health objectives

Consistent with the OSH policy and based on the initial or subsequent reviews, measurable OSH objectives should be established, which are: (a) specific to the organization, and appropriate to and according to its

size and nature of activity

(b) consistent with the relevant and applicable national laws and regulations, and the technical and business obligations of the organization with regard to OSH

(c) focused towards continually improving workers' OSH protection to achieve the best OSH performance

(d) realistic and achievable

(e) documented, and communicated to all relevant functions and levels of the organization

(f) periodically evaluated and if necessary updated.

Planning and ImplementationHazard prevention

Prevention and control measures Hazards and risks to workers' safety and health should

be identified and assessed on an ongoing basis. Preventive and protective measures should be implemented in the following order of priority: (a) eliminate the hazard/risk

(b) control the hazard/risk at source, through the use of engineering controls or organizational measures

(c) minimize the hazard/risk by the design of safe work systems, which include administrative control measures

(d) where residual hazards/risks cannot be controlled by collective measures, the employer should provide for appropriate personal protective equipment, including clothing, at no cost, and should implement measures to ensure its use and maintenance.

Planning and ImplementationHazard prevention

Management of change The impact on OSH of internal changes (such as those in

staffing or due to new processes, working procedures, organizational structures or acquisitions) and of external changes (for example, as a result of amendments of national laws and regulations, organizational mergers, and developments in OSH knowledge and technology) should be evaluated and appropriate preventive steps taken prior to the introduction of changes.

A workplace hazard identification and risk assessment should be carried out before any modification or introduction of new work methods, materials, processes or machinery. Such assessment should be done in consultation with and involving workers and their representatives, and the safety and health committee, where appropriate.

The implementation of a "decision to change" should ensure that all affected members of the organization are properly informed and trained.

Planning and Implementation Hazard prevention

Emergency prevention, preparedness and responseEmergency prevention, preparedness and response arrangements should

be established and maintained. These arrangements should identify the potential for accidents and emergency situations, and address the prevention of OSH risks associated with them. The arrangements should be made according to the size and nature of activity of the organization.

They should: (a) ensure that the necessary information, internal communication and coordination are

provided to protect all people in the event of an emergency at the worksite

(b) provide information to, and communication with, the relevant competent authorities, and the neighborhood and emergency response services

(c) address first-aid and medical assistance, firefighting and evacuation of all people at the worksite

(d) provide relevant information and training to all members of the organization, at all levels, including regular exercises in emergency prevention, preparedness and response procedures

Emergency prevention, preparedness and response arrangements should be established in cooperation with external emergency services and other bodies where applicable.

Planning and ImplementationHazard prevention

ProcurementProcedures should be established and maintained to

ensure that:(a) compliance with safety and health requirements for the

organization is identified, evaluated and incorporated into purchasing and leasing specifications

(b) national laws and regulations and the organization's own OSH requirements are identified prior to the procurement of goods and services

(c) arrangements are made to achieve conformance to the requirements prior to their use.

Planning and ImplementationHazard prevention

ContractingArrangements for contractors working on site should:

(a) include OSH criteria in procedures for evaluating and selecting contractors

(b) establish effective ongoing communication and coordination between appropriate levels of the organization and the contractor prior to commencing work. This should include provisions for communicating hazards and the measures to prevent and control them

(c) include arrangements for reporting of work-related injuries, ill health, diseases and incidents among the contractors' workers while performing work for the organization;

(d) provide relevant workplace safety and health hazard awareness and training to contractors or their workers prior to commencing work and as work progresses, as necessary

(e) regularly monitor OSH performance of contractor activities on site

(f) ensure that on-site OSH procedures and arrangements are followed by the contractor(s).

EvaluationPerformance monitoring and measurement

Procedures to monitor, measure and record OSH performance on a regular basis should be developed, established and periodically reviewed. Responsibility, accountability and authority for monitoring at different levels in the management structure should be allocated.

The selection of performance indicators should be according to the size and nature of activity of the organization and the OSH objectives.

EvaluationPerformance monitoring and measurement

Both qualitative and quantitative measures appropriate to the needs of the organization should be considered. These should: (a) be based on the organization's identified hazards

and risks, the commitments in the OSH policy and the OSH objectives

(b) support the organization's evaluation process, including the management review.

Evaluation Investigation of work-related injuries, ill health, diseases and incidents, and their

impact on safety and health performance The investigation of the origin and underlying causes of work-related injuries, ill

health, diseases and incidents should identify any failures in the OSH management system and should be documented.

Such investigations should be carried out by competent persons, with the appropriate participation of workers and their representatives.

The results of such investigations should be communicated to the safety and health committee, where it exists, and the committee should make appropriate recommendations.

The results of investigations, in addition to any recommendations from the safety and health committee, should be communicated to appropriate persons for corrective action, included in the management review and considered for continual improvement activities.

The corrective action resulting from such investigations should be implemented in order to avoid repetition of work-related injuries, ill health, diseases and incidents.

Reports produced by external investigative agencies, such as inspectorates and social insurance institutions, should be acted upon in the same manner as internal investigations, taking into account issues of confidentiality.

EvaluationAudit

Arrangements to conduct periodic audits are to be established in order to determine whether the OSH management system and its elements are in place, adequate, and effective in protecting the safety and health of workers and preventing incidents.

An audit policy and program should be developed, which includes a designation of auditor competency, the audit scope, the frequency of audits, audit methodology and reporting.

The audit includes an evaluation of the organization's OSH management system elements or a subset of these, as appropriate.

EvaluationAudit

The audit should cover:(a) OSH policy(b) worker participation(c) responsibility and accountability(d) competence and training(e) OSH management system documentation(f) communication(g) system planning, development and

implementation(h) prevention and control measures(i) management of change(j) emergency prevention, preparedness

and response

EvaluationAudit

The audit should cover:(k) procurement(l) contracting(m) performance monitoring and

measurement;(n) investigation of work-related injuries,

ill health, diseases and incidents, and their impact on safety and health performance

(o) audit(p) management review(q) preventive and corrective action

(r) continual improvement(s) any other audit criteria or elements

that may be appropriate.

EvaluationThe audit conclusion should determine whether the

implemented OSH management system elements or a subset of these:

are effective in meeting the organization's OSH policy and objectives

are effective in promoting full worker participationrespond to the results of OSH performance evaluation

and previous auditsenable the organization to achieve compliance with

relevant national laws and regulations fulfill the goals of continual improvement and best OSH

practice.

EvaluationAudit

Audits should be conducted by competent persons internal or external to the organization who are independent of the activity being audited.

The audit results and audit conclusions should be communicated to those responsible for corrective action.

Consultation on selection of the auditor and all stages of the workplace audit, including analysis of results, are subject to worker participation, as appropriate.

Evaluation Management Review

Management reviews should:(a) evaluate the overall strategy of the OSH management system to determine

whether it meets planned performance objectives

(b) evaluate the OSH management system's ability to meet the overall needs of the organization and its stakeholders, including its workers and the regulatory authorities

(c) evaluate the need for changes to the OSH management system, including OSH policy and objectives

(d) identify what action is necessary to remedy any deficiencies in a timely manner, including adaptations of other aspects of the organization's management structure and performance measurement

(e) provide the feedback direction, including the determination of priorities, for meaningful planning and continual improvement

(f) evaluate progress towards the organization's OSH objectives and corrective action activities

(g) evaluate the effectiveness of follow-up actions from earlier management reviews.

Action for ImprovementPreventive and corrective action

Arrangements should be established and maintained for preventive and corrective action resulting from OSH management system performance monitoring and measurement, OSH management system audits and management reviews. These arrangements should include: (a) identifying and analyzing the root causes of any non-conformities

with relevant OSH regulations and/or OSH management systems arrangements

(b) initiating, planning, implementing, checking the effectiveness of and documenting corrective and preventive action, including changes to the OSH management system itself.

When the evaluation of the OSH management system or other sources show that preventive and protective measures for hazards and risks are inadequate or likely to become inadequate, the measures should be addressed according to the recognized hierarchy of prevention and control measures, and completed and documented, as appropriate and in a timely manner.

Action for Improvement Continual improvement

Arrangements should be established and maintained for the continual improvement of the relevant elements of the OSH management system and the system as a whole. These arrangements should take into account:

(a) the OSH objectives of the organization

(b) the results of hazard and risk identifications and assessments

(c) the results of performance monitoring and measurements

(d) the investigation of work-related injuries, diseases, ill health and incidents, and the results and recommendations of audits

(e) the outcomes of the management review

(f) the recommendations for improvement from all members of the organization, including the safety and health committee, where it exists

(g) changes in national laws and regulations, voluntary program and collective agreements

(h) new relevant information

(i) the results of health protection and promotion program

The safety and health processes and performance of the organization should be compared with others in order to improve health and safety performance.

Essential Features of OSH-MSOther people experience (not mine) has shown that if OSH-MS is to be effective, successful, sustainable and ongoing it must contain the following features :Visible management commitment to safetySound safety policySafety to be a line management responsibilityCompetent safety advisersHigh, well understood, safety standardsTechniques to measure safety performanceRealistic safety targets and objectsAudits of safety standards and practicesEffective safety trainingThorough investigation and follow-up of injuries &

incidentsEffective motivation and communication

(go back)

MANAGEMENT COMMITMENT

1. ensure that OSH is a line-management responsibility, which is known and accepted at all levels;

2. define and communicate to the members of the organisation the responsibility, accountability and authority of persons who identify, evaluate or control OSH hazards and risks;

3. provide effective supervision, as necessary, to ensure the protection of employees' safety and health;

4. promote cooperation and communication among members of the organisation, including workers and their representatives, to implement the elements of the organisation's OSH management system;

5.fulfil the principles of OSH management systems contained in relevant national guidelines or voluntary programmes, as appropriate, to which the organisation subscribes;

6. establish and implement a clear OSH policy and measurable objectives;

7. establish effective arrangements to identify and eliminate or control work-related hazards and risks, and promote health at work;

8. establish prevention and health promotion programmes;

9. ensure effective arrangements for the full participation of employees and their representatives in the fulfilment of the OSH policy;

10.provide appropriate resources to ensure that persons responsible for OSH, including the safety and health committee, can perform their functions properly; and

11.ensure effective arrangements for the full participation of workers and their representatives in safety and health committees, where they exist.

WORKER PARTICIPATION

There are many ways that workers can and should participate in OSH-MS activities. IOHA suggests that representatives should be actively involved in:

i. Emergency Preparedness,

ii. Task Analysis,

iii. Safety Assessments,

iv. Evaluation and revision of standard operating procedures (SOPs) and work instructions Training programs, and

v. Evaluations or audits.

Active member in:

i. Safety & Health Committee

ii. Emergency Response/Volunteer Fire Fighting Team

iii. First Aid Team

iv. Housekeeping Inspection Team

v. HIRARC/JSA Team

vi. Internal Audit Team

WORKER PARTICIPATION

Campaign and Program;i. Safety and Health Week or Month

ii. Fire Drill / Chemical Spillage Drill / etc.

iii. Awareness Campaign / Exhibition / Display

iv. No Smoking Day

v. Zero Accident Competition (Monthly, Quarterly or Yearly)

vi. Inter Department Housekeeping Competition

vii. Gotong-royong

viii. Employee of the month (to include Safety criteria)

ix. Contests and competitions

x. Newsletter/Bulletin

xi. Safety message through gifts, souvenirs, etc.

WORKER PARTICIPATION

Active as an individual in taking part of;i. Safety and Health Contests/Competitions

• Slogan, Logo & Poster Drawing Competition

• Spot the Unsafe Acts & Unsafe Conditions in Picture

ii. Safety and Health Quiz

iii. Safety Suggestion Competition

iv. Reporting of Hazards, Unsafe Conditions, etc.

v. Personal Health Monitoring / Medical Check Up

vi. Blood Donation Campaign

WORKER PARTICIPATION