IMPLEMENTATION OF OCCUPATIONAL
HEALTH AND SAFETY IN INDUSTRY
Module 3:
OHS Management Systems
3.1 Elements of an Occupational Health and Safety
Management System (OHSMS)
An OHSMS is a structured framework of policies, procedures, and practices for managing
occupational health and safety risks. It's designed to prevent injuries, illnesses, and fatalities in the
workplace. The core elements of an OHSMS are:
1. Policy and Commitment
• Clear OHS policy: A formal statement of the organization's commitment to OHS.
• Top management leadership: Demonstrated commitment from senior management.
• Employee involvement: Engaging employees in OHS activities and decision-making.
2. Planning
• Hazard identification and risk assessment: Identifying potential hazards and evaluating
associated risks.
• Setting OHS objectives and targets: Establishing measurable goals for OHS improvement.
• Developing OHS programs: Creating plans to address identified risks and achieve
objectives.
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3. Implementation and Operation
• Structure and responsibilities: Defining roles and responsibilities for OHS management.
• Training and competence: Providing employees with necessary OHS knowledge and skills.
• Communication and consultation: Effective communication with employees and
stakeholders.
• Documentation: Maintaining records of OHS activities and performance.
• Emergency preparedness and response: Developing plans for handling emergencies.
• Contingency planning: Identifying potential disruptions and developing response plans.
4. Performance Monitoring and Measurement
• Monitoring and measurement: Collecting data on OHS performance indicators.
• Evaluation of OHS performance: Assessing the effectiveness of OHS activities.
• Auditing: Conducting regular OHS audits to identify strengths and weaknesses.
5. Review and Improvement
• Management review: Regularly reviewing the OHSMS to identify areas for improvement.
• Continual improvement: Implementing changes to enhance OHS performance.
By following these elements, organizations can establish a robust OHSMS that effectively manages
risks and promotes a safe and healthy workplace.
3.2 Planning and Implementation in an OHSMS
Planning
The planning phase involves translating the OHS policy into actionable steps. Key components
include:
• Hazard Identification and Risk Assessment: This is the foundation of OHS planning. It
involves systematically identifying potential hazards in the workplace and evaluating the
associated risks.
• Setting OHS Objectives and Targets: Based on the risk assessment, organizations set
specific, measurable, achievable, relevant, and time-bound (SMART) OHS objectives and
targets. These should align with the overall business objectives.
• Developing OHS Programs: This involves creating detailed plans to address identified
hazards and risks. These programs may include:
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o Emergency preparedness and response plans
o Training programs for employees
o Workplace inspections and monitoring procedures
o Incident investigation procedures
o Health and safety committees or representative involvement
Implementation
Implementation is the process of putting the OHS plan into action. Key aspects include:
• Resource Allocation: Providing the necessary resources, including budget, personnel, and
equipment, to support OHS activities.
• Communication and Consultation: Effective communication with employees and other
stakeholders is crucial. This involves informing employees about OHS risks, procedures,
and their roles and responsibilities.
• Training and Competence: Ensuring that employees have the necessary knowledge and
skills to perform their jobs safely.
• Documentation: Maintaining accurate and up-to-date records of OHS activities, training,
incidents, and inspections.
• Emergency Preparedness: Ensuring that emergency plans are in place and regularly tested.
• Monitoring and Measurement: Continuously monitoring OHS performance through key
performance indicators (KPIs).
Successful implementation requires strong leadership, employee involvement, and a commitment
to continuous improvement.
3.3 Monitoring and Evaluation in OHSMS
Monitoring and evaluation are crucial components of an OHSMS to assess its effectiveness and
identify areas for improvement.
Monitoring
Monitoring is the ongoing collection and analysis of data to track progress towards OHS objectives.
This involves:
• Key Performance Indicators (KPIs): Identifying relevant metrics to measure OHS
performance, such as accident rates, incident rates, near-miss rates, and compliance rates.
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• Data Collection: Gathering data through various methods, including records, surveys,
inspections, and audits.
• Data Analysis: Analyzing collected data to identify trends, patterns, and areas of concern.
• Performance Reporting: Communicating monitoring results to management and
employees.
Evaluation
Evaluation is a systematic assessment of the OHSMS to determine its effectiveness, efficie ncy,
and impact. It involves:
• Setting Evaluation Criteria: Defining the standards and benchmarks against which the
OHSMS will be evaluated.
• Data Collection: Gathering data through various methods, including interviews, surveys,
document reviews, and performance data.
• Data Analysis: Analyzing collected data to assess the OHSMS's strengths, weaknesses,
opportunities, and threats (SWOT analysis).
• Evaluation Report: Preparing a comprehensive report summarizing the evaluation findings
and recommendations.
Benefits of Monitoring and Evaluation
• Improved OHS performance: Identifying areas for improvement and implementing
corrective actions.
• Demonstrated commitment to OHS: Showing stakeholders that OHS is a priority.
• Compliance with regulations: Ensuring adherence to legal requirements.
• Continuous improvement: Fostering a culture of continuous improvement.
• Resource allocation: Making informed decisions about resource allocation for OHS
activities.
By effectively monitoring and evaluating the OHSMS, organizations can demonstrate their
commitment to safety, enhance performance, and create a safer workplace for everyone.
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3.4 Continuous Improvement in OHSMS
Continuous improvement is the cornerstone of a successful OHSMS. It's the ongoing process of
identifying, analyzing, and implementing changes to enhance OHS performance.
Key Components of Continuous Improvement
• Employee Involvement: Encouraging employees to contribute ideas for improvement is
crucial. This can be achieved through suggestion boxes, safety committees, or open
communication channels.
• Data Analysis: Utilizing data collected during monitoring and evaluation to identify trends,
patterns, and areas for improvement.
• Root Cause Analysis: Investigating incidents and near-misses to determine the underlying
causes and implement corrective actions.
• Benchmarking: Comparing OHS performance to industry standards or best practices to
identify areas for improvement.
• Pilot Testing: Implementing changes on a small scale before full-scale implementation to
assess their effectiveness.
• PDCA Cycle (Plan-Do-Check-Act): A structured approach to problem-solving and
improvement.
Tools and Techniques
Several tools and techniques can support continuous improvement:
• Kaizen: A Japanese philosophy of continuous improvement focusing on small, incremental
changes.
• Six Sigma: A data-driven approach to reducing defects and improving processes.
• Lean: A methodology focused on eliminating waste and improving efficiency.
• Failure Mode and Effects Analysis (FMEA): A proactive approach to identifying potential
failures and their effects.
Benefits of Continuous Improvement
• Enhanced OHS performance
• Increased employee engagement
• Cost reduction
• Improved organizational efficiency
• Stronger safety culture
By embedding continuous improvement into the OHSMS, organizations can create a culture of
safety and proactively identify and address hazards.
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