EXCEL PARTNERSHIP, INC.

OH&S
Management System
Overview
75 Glen Road
Sandy Hook, CT 06482
(203) 426-3281

www.xlp.com

What is an Effective
Management System?

Provides an organized approach

Is based on business needs
Is based on how the business works
Is clearly defined
Is useful to all personnel
Helps the business to improve

Desirable Features of a
Management System

Manage the business in an organized way

Simple to keep running
Should be obvious why there is a need for
the specific task
Involves employees
Promotes and reviews improvement
Assists with stakeholder relationships
Helps reduce legal liabilities
Gives continuity when personnel change

Various Types of
Management Systems

Internally developed systems

External guides, such as:
ISO 9001/9002
Quality
Baldridge, EQA
Quality
ISO TS 16949
Automotive quality
AS 9000
Aerospace quality
TL 9000
Telecommunications
ISO 14001
Environment
OHSAS 18001
H&S
ILO Guidelines
H&S
Responsible Care
Chemical (EH&S)

System Improvement

Evolution of OH&S
Management
Problem avoidance:
Operate so there is no problem,
or a much reduced problem
Employee protection PPE
Transfer risk

look after yourself;

Employee responsibility

30s

2000s

Elements of an OHS
Management System

Policy

Knowledge of business issues and risks

Programs for improvement
Defined responsibilities
Defined processes, accurate and consistent:

Senior management involvement

through experience, training, documentation (as

appropriate)

Records
System checking and changes

Audits; corrective actions; reviews

The OHS Management Cycle

REQUIREMENTS FROM:

Legal - Corporate - Employees - Other Stakeholders

(PLANNING)

Executive
Management
Review

Internal & externalPolicy

communications

Management
Audit
(CHECKING)

Operations

Objectives
Plans

Work
Instructions
(DOING)

Verification - Testing - Measurement - Processes - Operat

ISO STANDARD FOR OH&S?

Background
UK BSI developed an OH&S standard: BS 8800 1996

Not a standard for registration as the requirements in it

are have the word should (not shall)

BS 8800 Proposed as the basis for ISO standard to:

First ISO conference in 1996

Second ISO conference in 2000

Large majority against

ILO/BSI NWIP was defeated by one vote

Several countries have now adopted or modified BS

8800 or OHSAS 18001

OHSAS 18001:1999
Background

Occupational Health and Safety Assessment Series

Based on ISO 14001 and BSI 8800
A standard for registration (with shall requirements, not
should)
NOT a British Standard
Created by a group of Registrars (c. 10) with support
from some Standards Bodies
No accredited certification system in place*
Not recognized by the International Accreditation
Forum*
(* at Jan. 2002)

OHSAS 18001:1999 Standard

4.2

P.A.

OH&S
4.3.1
4.3.2
4.3.3
4.3.4
4.4.1
4.4.2
4.4.3
4.4.4
4.4.5
4.4.6
4.4.7
4.5.1
4.5.2
4.5.3
4.5.4
4.6

policy
Hazard identification, risk assessment and control
Legal and other requirements
Objectives
OH&S management program(s)
Structure and responsibility
Training, awareness and competence
Consultation and Communication
Documentation
Document and data control
Operational control
Emergency preparedness and response
Performance monitoring and measurement
Accidents, incidents, non-conformance, C.A. and
Records and records management
OH&S audit
Management review

ILO OSH Guidelines: 2001

Background

Arose from the rejection in 2000 by ISO of an ILO

proposal to create an ISO OHS Standard
ILO then decided to create their own set of guidelines
ILO remit is to develop practices to protect employees
ILO is supported by the United Nations - gives
credibility to the Guidelines
ILO Website
http://www.ilo.org/public/english/protection/safework/managmnt/index.htm

gives links to the free downloadable guidelines

Full title is
Guidelines on occupational safety and health management systems

ILO Guidelines and OHSAS 18001

ILO Guidelines requirement
Policy
3.1. Occuptional safety and health policy
3.2. Worker participation
Organizing
3.3. Responsibility and accountability
3.4. Competence and training
3.5. Occupational safety and health management system documentation
3.6. Communication
Planning and implementation
3.7. Initial review
3.8. System planning, development and implementation
3.9. Occupational safety and health objectives
3.10. Hazard prevention
3.10.1. Prevention and control measures
3.10.2. Management of change
3.10.3. Emergency prevention, preparedness and response
3.10.4. Procurement
3.10.5. Contracting
3.11. Performance monitoring and measurement. Evaluation
3.12. Investigation of work-related injuries, ill health, diseases and
incidents, and their impact on safety and health performance
3.13. Audit
3.14. Management review
Action for improvement
3.15. Preventive and corrective action
3.16. Continual improvement

OHSAS 18001 clause

4.2
(4.4.3)
4.4.1
4.4.2
4.4.4, 4.4.5, 4.5.3
4.4.3
(4.3.1)
(4.3.1, 4.3.2, 4.3.3)
4.3.3
4.4.6
4.4.6
4.3.4
4.4.7
(4.4.6)
(4.4.6)
4.5.1
4.5.2
4.5.4
4.6
4.5.2
4.3.3

NOTE: Where the OHSAS 18001 clause is in brackets, the clause is not directly comparable

Third-Party
Registration/Certification
Mutual International
recognition NOT AVAILABLE

(NOTE: Registration = Certification)

Provide Accreditation to
ACCREDITATION
BODIES

REGISTRARS/
CERTIFICATION
BODIES

Who Register
SUPPLIER
COMPANIES

Approve auditors for

AUDITOR
REGISTRATION
BODIES

Note: This diagram represents the accreditation system available for ISO
9001/14001.
At present there are no nationally accepted accredited systems for
OHSAS 18001,
and the ILO Guidelines are not intended for certification.

Related Standards

OHSAS 18002 - Guidance

ISO 19011 - Auditing
Responsible Care - sector guide
Various national OHS guidelines

Hazards and Risks and OHSAS

18001/ILO

A comprehensive risk assessment of OHS hazards

and risks is required for the whole organization
not just the legislated areas, or
the high risk areas
e.g. Travel to work, Product safety where not
legislated

A full assessment will take time, and the risks

should be able to be compared with other risks
present on the site
e.g. Environmental and quality risks
This may require some external advice

Legislation and OHSAS 18001/ILO

The law requires:

Legal compliance
Selected
Risk assessments
Training program

LAW

OHSAS
18001 &
ILO

OHSAS/ILO requires in addition:

Full hazards, risk review
Improvement program
Training needs assessment
Communications
System Audit, NCs, CAs
Management review

Worker representation

OHSAS 18001 and the ILO Guidelines both

require an employee representative on
senior management OHS committees
ILO puts great stress on communicating
with, and acting on advice from,
employees

Typical OHS Management System

Documents and Procedures

Policy
Manual
Job descriptions
Procedures, instructions
Blank forms
System records

OH&S hazard and risk assessments,

training, communications, audits

Legal records
Accident, incident records
etc.

Integrated or Separate
Systems?

Decide if the procedures are to be

extensions of current ones, or separate
If separate, ensure they have the same
format, numbering, etc. so later
integration is possible
If integrated, do you want a separate
visual appearance for the OH&S MS
instructions?

e.g. italic, different typeface, etc.

Potential Drivers

Legislation regulators
Compliance with increasing employee protection laws
Reduced surveillance for good performance

Employee and family pressure

Wider availability of information (e.g. www) generates

greater awareness of job hazards

Poor press coverage when incidents occur

Customers and contractual requirements
Insurance and Bankers demand increased
premiums if there is poor performance

Cost of Implementing an
OH&S MS

Costs can vary considerably, based on:

Size and complexity of organization and
processes
Prior understanding of employees - other
management systems in place
Status of current EH&S management system
Status of other management systems
Physical geography of sites

02-13217a

Cost Breakdown
Out-of-pocket
Out-of-pocket costs:
costs: 10-20%
10-20%
Training
Consulting
Registration (non-accredited at

present)

Reallocation
Reallocation of
of resources:
resources: 80-90%
80-90%
Time
People

02-13218

Registration Costs

Similar to ISO 9001 costs

Typically $1000 - $1500 per auditor per
day
Additional costs may include
administrative fees, application fees, and
travel and living expenses for the auditor
Integrated audits or multi-site registrations
can reduce costs

02-13219

Internal Resource Needs

Management Representative

Steering Committee

10-20% of time

Area Coordinators

50-100% of time

20-30% of time

Internal Auditors

5-10% of time

Note:
This represents a typical breakdown for
a medium to large organization.
Smaller organizations will probably not
require Steering Committees or
Area Coordinators

02-13220

Resource Costs and timescales

If there is an existing legally-compliant

system:
Probably 8-12 months to fully implement
OHSAS 18001 or ILO
Roughly 3 person-years of effort for a 500
person facility
Average 12 months to certification

Less time and effort will be required if

other registered management systems
(14001, 9001) are already in place
02-13221

First Steps
Define the System Issues:
What are the existing management systems?
Use existing systems wherever possible
Are the existing systems adequate? Do they need
revising?
Do NOT build an OH&S MS on inadequate foundations
Decide an appropriate degree of integration
How far will the OH&S MS extend? (scope)
What internal and external resources are required?
What training is required?
Collect data - measure current performance
Dont over-complicate it
Documentation, systems etc.
Set realistic improvement plans

First Steps
Define the People Issues:

Is it another buzzword?
How will top management show involvement &
commitment?
How will employees feel involved?
Who will be the project leader?
Do they have professional project planning skills?
Who will be the OH&S Representative?
Do they have the rebound capability?
Who will be responsible for external communications?
What will be communicated?
Who will the system auditors be?
Note: QMS auditors will need a different set of
understanding and skills to audit an OHSMS

Summary: Advantages of
Implementing an
OHSAS 18001/ILO OH&S MS

Assists with regulatory compliance

Enables a confident dialogue with the
Regulators
Reduces the possibility of "whistle blowing"
about your failures

Gives confidence and image when

Disclosing information, talking to employees
Recruiting employees

Gives a consistent framework for different

management systems

Summary: Advantages of
Implementing an
OHSAS 18001/ILO OH&S MS

Demonstrates professional credentials

Bank loans, Insurance cover

Improved treatment

Shows professional response to

Shareholder pressure
Shows professional response to
stakeholder pressures

Employees, local community

Summary: Obstacles to
Implementing an
OHSAS 18001/ILO OH&S MS

Not cheap, but savings through reductions in lost

work days can be very significant
The decision to register or not to register should
be business driven
Requires senior management commitment and
time for training
Demonstrated continual improvement is required
A comprehensive assessment is required of the
hazards and risks of products, activities, services
at the workplace is required

not simply compliance focused

Summary: Obstacles to
Implementing an
OHSAS 18001/ILO OH&S MS

It needs a willingness by H&S professionals to use a

new approach that:
is system based
involves others in a two way information flow
is not the traditional command and control
integrates H&S professionals within other systems
requires processes to be formally defined
requires failures to be documented & investigated
There is often limited manpower, and everyone needs
to help in the initial implementation process

Excel Partnership, Inc.

Excel Partnership, Inc. provides a full range of

consulting, public and in-house training in
international standards, regulatory requirements, and
process improvement techniques which maximizes
performance and profitability for your company
Contact us or visit our website for ways in which we
can help support your organizations OH&S MS
implementation or other business process
improvement activities

Excel Partnership, Inc.

Excel Partnership, Inc.

75 Glen Road
Sandy Hook, CT 06482
1-800-374-3818
www.xlp.com