Management Systems

Audit Assignment PUP112 Introduction to Occupational Health and Safety You have just been appointed as an occupational health and safety adviser with an organisation. One of your first goals is to undertake an audit of the workplace and report on the findings to management. This initial audit will allow you to prepare an OHS management plan with accurate priorities for your work in the future, as well as the appropriate allocation of resources. WHAT TO DO: Choose a workplace where you may undertake an audit. If the workplace is small it may be appropriate to audit the ent ire place, otherwise choose a section of the workplace to investigate. You are to work in groups of a minimum of 3 and a maximum of 4 persons to prepare a report to the manager of the workplace. The aim of the report is to provide information that will assist the manager to discharge his/her obligations to their employees and the public. Information and recommendations contained in the report must be appropriate and realistic, taking into consideration the resources available to the area. ISSUES FOR AUDITING: The following report template provides you with the material that you are required to consider, as a minimum, for your report . You should feel free to insert material in support of your findings. This may include photographs or sketches and, in s ome instances, it may be relevant to include copies of documents as an appendix to the report. You may wish to add a summary to each section of the report or to include additional sections to the report. Do not feel restrained by the space left for comments in any part of the template provided. Some elements may not be relevant to the workplace you are auditing and other areas may require additional space to record comments or observations. The template is based on material provided by the Division of W orkplace Health and Safety. The original material may be viewed by clicking on Compliance Auditing at your Workplace at the following address: http://www.detir.qld.gov.au/hs/bmt/bmt.htm To carry out the audit you will need –   To understand the workplace health and safety legislation as it relates to the workplace being audited, and To be able to identify health and safety requirements or issues relevant to the workplace being audited but not expressly dealt with in this document. INFORMATION GATHERED DURING THE AUDIT SHOULD BE TREATED AS CONFIDENTIAL. IT IS NOT NECESSARY TO IDENTIFY THE WORKPLACE IN YOUR REPORT. YOU CAN PROVIDE A FALSE NAME AND ADDRESS FOR THE WORKPLACE. RESOURCES: Use the following as a basis for your investigation and reporting, but do not limit yourself to this list:         Workplace Health and Safety Act (1995), Regulations and Advisory Standards (check GoPrint and/or the Internet (http://www.detir.qld.gov.au) for the most recent editions or releases of these documents) Australian Standards (check for specific standards on the issue you are auditing. Abstracts may be obtained on the Internet at http://www.standards.com.au) and the full standards may be viewed through the Worksafe (NOHSC) documents - guidance notes, standards, reports ACEL database or microfiche CD ROMS Occupational health and safety texts Lecture notes LAC Collection SUBMISSION: Due date: Weighting: 19 May 1999 40% th Assignments are to be placed in the assignment slot in O Block C Wing, Room C603 (under the Occupational Health and Safety Noticeboard). Late submissions will attract a penalty of 10% per day. You must retain a duplicate copy of the assignment. Audit Report Workplace: Date: Audit Team: / / Introduction Brief Description of Workplace/Date of Audit/Limitations/etc. Management Systems The Act requires that a variety of consultative arrangements be established in the workplace. These elements seek to improve cooperation between employers and employees on health and safety issues in the workplace.  The Act requires employers to appoint a qualified person as a workplace health and safety officer (WHSO) if 30 or more workers are normally employed in the workplace. Section 94 (1) of the Act outlines when a principal contractor must appoint a WHSO.    Consultation on workplace health and safety matters between employers and workers or their representatives can contribute to effective management of workplace health and safety. If effective consultative mechanisms are in place, the organisation can benefit from the knowledge and experience of workers. Organisational communication can take many forms but the Workplace Health and Safety Act outlines requirements in relation to workplace health and safety representatives and committees. While the Act does not require that a workplace he a workplace health and safety representative (WHSR), workers are entitled to elect a WHSR on their own initiative or at their employer's suggestion. Workers may negotiate with the employer on such issues as the number of WHSRs at the workplace and their areas of representation, the election process, training of WHSRs and frequency of workplace inspections by the WHSR. Committees promote co-operation between employers, principal contractors and workers. The have a role in workplace health and safety training issues, in reviewing the circumstances surrounding incidents and accidents and in making health and safety recommendations. An employer/principal contractor may establish 1 or more workplace health and safety committees. Management Systems Compliance Element 1. Appointment of WHSO Tests / Documents Required Notes Compliance NA NO YES     2. Workplace Health and Safety Consultation   3. Workplace health and Safety Representative (WHSR) Entitlements   Has the employer appointed a qualified WHSO (Workplace Health and Safety Officer) when 30 or more workers are normally employed at the workplace and according to other provisions in Sections 91 – 98 of the Workplace Health and Safety Act 1995? Has the principal contractor appointed a qualified WHSO as prescribed under the Workplace Health and Safety Regulation 1995? Does the WHSO report to the employer or principal contractor and ensures accidents are investigated? Is the identity of the WHSO clearly displayed at the workplace? Is there consultation on health and safety issues between employers and workers? See requirements in relation to workplace health and safety communication, representatives and committees outlined in the Workplace Health and Safety Act Is the elected WHSR an employee and has their identity been clearly displayed in the workplace using the approved form available from the Division of Workplace Health and Safety? Has the WHSR been given the entitlements listed in Section 81(1) of the Workplace Health and Safety Act 1995? Management Systems Compliance Element 4. Establishment of Workplace Health and Safety Committee Tests / Documents Required Notes Compliance NA NO YES       Has a WHSR (or the department) requested that a committee be established? If so, has this been carried out? Does the committee meet the requirements of the Act, for example – at least 2 people, including any WHSO and WHSR are on the committee meetings are held at least once every 3 months at least half the committee members are workers members must be either the employer, principal contractor or worker at the workplace Risk Control Manual handling, hazardous substances, plant, noise and workplace environment hazards are in existence at most workplaces. The level of risk from these hazards, however, will depend on the nature of the work, the work processes and the work environment. The auditor will seek evidence o f risk control strategies that ensure compliance with the legislation by removing or reducing the risks to health and safety of persons. Risk control strategies can be developed through the risk management process. The 4 steps to risk management are – 1. 2. 3. 4. Identifying the hazards Assessing the risks associated with these hazards. Developing and implementing control measures which reduce or eliminate the risks Reviewing the control measures to ensure they are effective Risk management is something we do all the time, not just at work. For example, crossing a street (the hazard) has an element of risk. In assessing the risk of crossing the street, the person notes whether traffic is heavy or light. If the traffic is heavy, the person may use a pedestrian crossing (control measure) to reduce the risk of an accident. The same risk management principles can be applied to the workplace to minimise or eliminate the risks of injury or disease. The auditor will measure the level of compliance in relation to the major hazard areas by assessing workplace factors such as:         examination of the employer's risk assessment records workplace inspections discussions with employers and workers review of consultants' reports incident reporting records job analysis/observation records relevant standards Risk Control – Manual Handling Manual handling includes lifting, carrying, lowering, pushing, pulling, moving, holding or restraining any object. The term is also used to describe postures at work such as working in the same or position or holding the same posture or repeating the same movements for long periods. Risk Control – Manual Handling Compliance Element 1. Safe Manual Handling Tests / Documents Required  Notes Compliance NA NO YES  Are work tasks organised and workplace layout designed so that manual handling activities such as bending, reaching, twisting and/or awkward postures are kept to a minimum, or eliminated? Are there adequate control measures in place which minimise manual handling risks? Examples of control measures include mechanical handling equipment, training, job redesign, task rotation and adequate supervision. Risk Control – Hazardous Substances Employers, manufacturers, importers and suppliers of substances have specific duties relating to the control of the risks from hazardous substances. Exposure to hazardous substances can lead to skin complaints, loss of feeling to fingers and toes, external or internal burns, respiratory complaints, cancer and death. The Workplace Health and Safety (Hazardous Substances) Compliance Standard 1995 outlines more fully the requirements in relation to hazardous substances in the workplace. Employers/self employed If you use hazardous substances at your workplace you must – keep a register which contains – (a) a list of all hazardous substances used at your workplace and (b) the current MSDS for each hazardous substance used undertake and record risk management as soon as possible after the substance is first used. Risk Control – Hazardous Substances Compliance Element 2. Hazardous Substances Control Tests / Documents Required  Notes Compliance NA NO YES          Evidence is required that hazardous substances are stored, handled and used so that the risks of injury and disease are minimised or eliminated Are prohibited hazardous substances used? Asbestos in the form of amosite and crocidolite are prohibited hazardous substances and must not be used in the workplace. Has the risk management process been completed and documented? Are MSDS's for the hazardous substances used at the workplace readily available to all workers? Are labels fixed to hazardous substance containers? Are work practices associated with hazardous substances in accordance with the manufacturer's recommendations and instructions? Are workers trained in the proper use of hazardous substances and in the requirements in case of exposure to the substances? Are storage arrangements adequate to control any risk from individual substances, and to prevent risks of contamination by other substances? Is signage adequate for workers, visitors and emergency personnel? Is a register of hazardous substances kept and maintained? Risk Control – Hazardous Substances Compliance Element 3. Manufacturers and importers of substances manufacture or import substances without risk to health and safety when properly used, and supply appropriate information Tests / Documents Required     Notes Compliance NA NO YES  Are the health and safety effects of the manufactured substances ascertained, for example, through testing and examination? Are MSDSs prepared before, or as soon as possible after, manufacture or importation? Are MSDSs updated with current information? When the manufacturer or importer first supplies the substance to a person, are the relevant MSDSs given to that person? (If the person is a retailer or retail warehouse operator and the substance is contained in a consumer package that will not be opened on the retailer's or operator's premise, then an MSDS does not have to be supplied.) Are the relevant MSDSs given to an employer/self employed person, worker or worker's representative on request for a substance used at the workplace? Are current and relevant MSDSs supplied to an employer/self-employed person when first supplying the substance? An MSDS does not have to be supplied to a retailer or retail warehouse operator who supplies a hazardous substance contained in a consumer package that will not be opened on the retailer's or operator's premises. Are current and relevant MSDSs supplied on request to an employer/self-employed person, worker or worker's representative at a workplace where the substance is used or is to be used? Are appropriate labels fixed to hazardous substance containers when the substance is supplied? 4. Suppliers of substances supply substances without risk to health and safety when properly used, and adequate information is available    Risk Control - Plant Some form of plant is used at almost all workplaces and employers have an obligation to control the associated risks. Designers, ma nufacturers and suppliers of plant also have specific obligations. If employers modify plant at their workplace, they will have to meet designer and manufacturer obligations. Workplace plant includes machinery, equipment, appliance, pressure vessel, implement, tool, personal protective equipment, a component of plant and a fitting, connection, accessory or adjunct to plant. Employers Evidence is sought that the employer has met workplace health and safety obligations by controlling the risks arising from pl ant and the related work processes. There needs to be at the workplace, adequate information about (a) the use for which the plant was designed and manufactured, and (b) the conditions required to ensure the plant does not jeopardise health and safety when used properly. Risk Control – Plant Compliance Element 1. Plant is provided, used and maintained so that the risks of injury and disease are minimised or eliminated Tests / Documents Required     Notes Compliance NA NO YES  Is plant suitable for the work being undertaken? Is plant used according to manufacturer's recommendations for proper use? Are systems of work developed and implemented to minimise the risks in using plant? Is plant inspected and maintained according to nominated standards, for example, according to manufacturers' specifications? Is personal protective clothing and equipment required and, if so, is it provided to a required standard? Risk Control – Plant Compliance Element 2. Designers of plant Plant is designed so the risks of injury and disease are minimised when the plant is used properly. 3. Manufacturers of plant Manufactured plant is constructed so that the risks of injury and disease are minimised when the plant is used properly. Tests / Documents Required   Notes Compliance NA NO YES     Does the design standard take into account health and safety issues? If plant is not designed to recognise standards, have standards been established, for example, through examination and testing? Is appropriate information available on the proper use of the designed plant? Are design requirements examined to identify health and safety risks of the plant when used properly? Is the plant manufactured to the agreed design standard? If plant is not manufactured to recognised standards, has the adequacy of standards been established, for example, through examination and testing? Is information available on the proper use of the manufactured plant? Does the design standard take into account health and safety issues during proper use of the plant? If the standard is not a recognised standard, how has it been established. For example, is there evidence of adequate testing or examination? Is information available on the proper use of the imported plant?    4. Importers of plant Imported plant is designed and constructed so that risks of injury and disease are minimised when the plant is used properly.  Risk Control – Plant Compliance Element 5. Suppliers of plant Appropriate information about the safe use of the plant is available. 6. Erectors and installers of plant or specified high risk plant Plant has been erected or installed so that the risks of injury and disease are minimised when the plant is used properly 7. Owners of specified high risk plant Specified high-risk plant is maintained so that the risks of injury or disease are minimised when the plant is used properly? Tests / Documents Required   Notes Compliance NA NO YES Is information available on the use for which the plant has been designed and tested? Is information available on the safe use of the plant?  Has the plant or specified high-risk plant been erected or installed according to nominated standards, for example, manufacturers instructions?  Is plant inspected and maintained according to nominated standards, for example according to manufacturers' specifications? Risk Control - Noise Employers are responsible for controlling the risks of injury and disease associated with workplace noise. Excessive noise can result in permanent hearing loss. It can also create other problems such as stress leading to tiredness, irritability and headache. It can cause dizziness, raise blood pre ssure and increase heart rate. Noise increases the risk of accidents by disguising sounds of approaching danger or warnings, and affecting balance, concentration and communicat ion among co-workers. Risk Control – Noise Compliance Element 1. Noise levels are controlled so that the risks of injury and disease are minimised or eliminated Tests / Documents Required Notes Compliance NA NO YES Workers are not exposed to noise in excess of:  an average of 85decibals over an 8 hour period  a peak sound pressure of 140 decibels at any one time  Noise levels do not create risks to health and safety, for example, headache, loss of concentration? Risk Control - Workplace Environment The Inspector’s audit will focus on the steps you have taken in the workplace to reduce risks of injury and disease from the workplace envi ronment. Workplace environment is a broad term and includes the relationship with work practices/processes. Some examples of workpl ace environment hazards include:    floor surfaces, building fixtures, air quality, temperature, lighting and electrical fittings general housekeeping at the workplace, for example, making sure aisles and exits are not obstructed infectious diseases, workplace violence, sun exposure, shift work, confined spaces and working at heights. Given the range of risks that can be associated with the work environment, injuries or diseases can differ markedly. For inst ance, slips, trips and falls can result in sprains or fractures, while extremes of temperature can result in heat stress or hypothermia. Risk Control - Workplace Environment Compliance Element 1. Workplace environment risks are controlled so that injury and disease are minimised. Tests / Documents Required Notes Compliance NA NO YES Administrative Issues The Workplace Health and Safety Act and Regulation prescribe specific administrative requirements. Evidence is sought that cu rrent legislative requirements in relation to the following issues are met. Administrative Issues Compliance Element 1. Administrative requirements of the Act and Regulation are met. Tests / Documents Required  Notes Compliance NA NO YES Are injuries, illnesses and dangerous events reported and recorded on the approved form? Is the workplace / construction workplace registered if required by the Regulation? Is registrable plant as listed in the Regulation and used at the workplace registered as required? Is the design of registrable plant as listed in the Regulation registered with the department? Are operators of plant carrying out a ‘prescribed occupation’ as listed in the Regulation. If so do they hold current certificates of competency?     Advisory Elements While not prescribed in the legislation, the following advisory elements are considered effective management strategies for i mproving workplace health and safety  Management commitment  Health and safety policy  Emergency planning  Suppliers, sub-contractors and purchasing controls You can use the performance indicators under each advisory element to assess these workplace health and safety management str ategies. Advisory Element - Management Commitment Management commitment is an important factor in the effective management of workplace health and safety. For an organisation to maintain profitability, management commitment is required in such areas as production, quality and staff relations. This management commitment is also required in health and safety and must start at the top of the organisation and extend through all levels. A lack of top management commitment will inevitably result in an inef fective health and safety program. Advisory Element – Management Commitment Compliance Element 1. Willingness to take action to improve and maintain effective workplace health and safety systems Tests / Documents Required   Notes Compliance NA NO YES Is the employer/manager aware of health and safety issues at their workplace? Does the employer/manager believe high standards of health and safety can be reached? Are adequate resources allocated so those high standards can be achieved? Are staff appropriately trained so they can carry out their duties in a safe manner? Does the manager/employer lead by example, that is, does their decision-making and behaviour reflect positive workplace health and safety attitudes? Do duty statements/job descriptions for employer/manager/s include health and safety responsibilities? Is workplace health and safety performance of the employer/manager regularly evaluated and documented?      Advisory Element – Health and Safety Policy As a basis to a workplace health and safety management system, each workplace should develop a clear, concise statement of its health and safety policy. This should be more than duplicating the obligations in the Workplace Health and Safety Act. The policy should include health and safety objectives, and the responsibilities of the organisation, management and workers. The policy is the basis upon which effective workplace health and safety procedures are built. Developing the policy statement in consultation with workers can facilitate acceptance of its objectives by all staff. Advisory Element – Health and Safety Policy Compliance Element 2. Health and Safety Policy Tests / Documents Required  Notes Compliance NA NO YES Has a policy statement been developed in consultation with workers and, if applicable, unions? Does the policy outline workplace health and safety responsibilities of the organisation, management and workers? Is the policy statement signed and dated by owner/chief executive officer? Is the policy displayed in a prominent place in the workplace? Is the policy reviewed at least every 2 years, and reissued if necessary?     Advisory Element – Emergency Planning The development of a plan and procedures to effectively deal with emergencies, and the provision of appropriate equipment, are important aspects of a healthy and safe workplace. Fire extinguishers and specialised plant and equipment to deal with toxic spills, are examples of emergency equipment. To ensure established procedures can meet changing workplaces or environments, emergency systems should be regularly reviewed, and upgraded as necessary. Advisory Element – Emergency Planning Compliance Element 3. Emergency Planning Tests / Documents Required  Notes Compliance NA NO YES Is there evidence of documented procedures to effectively deal with an emergency? Is there a system of communication so all workers, visitors and neighbouring businesses can be notified as necessary? Are emergency procedures tested and evaluated on a regular basis? Are procedures provided for both on-site and off-site emergencies? Have appropriate personnel been assigned roles in emergency procedures and their names/titles displayed and communicated? Are procedures in place so injured people can receive the earliest possible treatment? Does the emergency response plan allow for appropriate involvement of relevant authorities, for example, Police, State Emergency Service, Local Authority and the Fire Service?       Advisory Element – Suppliers, Sub-Contractors and Purchasing Controls The activities of suppliers and sub-contractors can impact on workplace operations and, if not managed effectively, jeopardise workplace health and safety. Employers' management systems, therefore, should extend to their dealings with persons contracting to supply goods and services. The auditor will seek evidence that the purchasing system takes workplace health and safety into account, and that appropriate authorisation is received before ordering goods and services. Advisory Element – Suppliers, Sub-Contractors and Purchasing Controls Compliance Element 4. Suppliers, Sub-Contractors and Purchasing Controls Performance Indicators Tests / Documents Required  Notes Compliance NA NO YES Does the employer require suppliers/sub-contractors to conform to nominated health and safety standards at the following stages: (a) Before the contract is signed (b) Prior to the commencement of work (c) During the progress of work   Does purchasing take into account workplace health and safety issues? Are strategies in place to ensure compliance with workplace standards? Conclusions Recommendations