Health and Safety Management
Systems
Learning outcomes
 Outline the key elements of a health and safety
management system
 Explain the purpose and importance of setting policy for
health and safety
 Describe the key features and appropriate content of an
effective health and safety policy.
Key elements of a
health and safety
management system
Key elements
Key elements of all H&S
management systems
HSG
65
OHSAS
18001
ILO-OSH
2001
Auditing &
Improvement
Group
discussion
All recognized occupational health and safety management
systems follow the same basic and common elements:
A planning phase
A performance phase
A performance assessment phase
A performance improvement
phase
Key elements
Key elements of all H&S
management systems
Planning phase
HSG
65
OHSAS
18001
Performance
phase
ILO-OSH
2001
Auditing &
Improvement
Assessment
phase
Group
discussion
Improvement
phase
Setting policy
Communication
Active
monitoring
Review
Organizing
Employee
participation
Reactive
monitoring
Continual
improvement
Identification &
assessment
Acceptance
monitoring
Procedures
Key elements
Key elements of all H&S
management systems
HSG
65
OHSAS
18001
ILO-OSH
2001
Auditing &
Improvement
Group
discussion
Common basis for HSG 65, OHSAS 18001 and
ILO-OSH 2001
Plan:
Do:
Check:
Act
Plan
Act
Do
Check
Review against
Establish
Implement
Measure
progress
plans to
standards
achieve
with
objectives
plans
objectives
for
and
health
and
compliance
standards
standards
andand
safety
withtake
managementaction
standards
appropriate
based on risk
assessment and
legal requirements
Key elements
Key elements of all H&S
management systems
HSG
65
OHSAS
18001
ILO-OSH
2001
Auditing &
Improvement
Group
discussion
HSG 65 is published in the UK by the Health & Safety
Executive (HSE) in 1991 as a guide to successful health
and safety management.
The guide is more concerned with continual improvement
than the attainment of minimum health and safety
standards.
This framework is used by HSE Inspectors when auditing
the health and safety management arrangements of
employers.
Key elements
Key elements of all H&S
management systems
HSG
65
OHSAS
18001
ILO-OSH
2001
POLICY
ORGANIZE
PLAN &
IMPLEMENT
MEASURE
PERFORMANCE
REVIEW
Auditing &
Improvement
Group
discussion
Review
Organize:
Plan
Measure:
Audit:
Policy:
and
Implement:
Put
Measure
Planned
Review
Set in
aa
clear
of
structure
and
Establish,
assessment
performance
direction,
arrangements
aims
operate
of
– and
to
and
against
arrangements
actual
objectives
deliver
maintain
vs.
agreed
the
planned
forpolicy
good
the
to
effectively
systems
standards
ensure
taking
organization
into
they
toto
account
deliver
are
reveal
to
the
where
effective,
relevant
follow
policy’s
improvement
suitable
aims
is needed
and
experiences
objectives
meet
any
also
and
legal
effectively
praise
requirements
applying
instances
lessons
as of
goodas
well
learnt
working
in-house
practice,
standards
compliance with
procedures, etc.
Key elements
Key elements of all H&S
management systems
HSG
65
OHSAS
18001
ILO-OSH
2001
Auditing &
Improvement
Group
discussion
OHSAS 18001 is an internationally recognized accredited
standard for occupational health and safety management.
The standard is similar in structure to ILO-OSH 2001, with
the main exception that it is only awarded to organizations
following a successful audit by an awarding institution.
Key elements
Key elements of all H&S
management systems
HSG
65
OHSAS
18001
ILO-OSH
2001
POLICY
PLANNING
IMPLEMENTATION
& OPERATION














CHECKING &
CORRECTIVE ACTION





MANAGEMENT
REVIEW

Auditing &
Improvement
Group
discussion
On-going
hazard
Appropriate
the resources
nature
Provide of
Procedures
Results
adequate
internal
to monitor
audits
and
identification,
risk
assessment
and
scale
of organizational
measure
evaluations
OH&S
of
Define
roles,
responsibilities
and
of
risks
performance.
compliance
and establishment
accountabilities.
necessary control measures.
Commitment
to evaluating
the
Appoint of
Procedures
Results
a senior
consultation
for
manager
Results
of
risk
assessments
prevention
ofOH&S
injury
and
with
legal
specific
etc. compliance.
Communications
from
considered
when
determining
continual
improvement
responsibilities.
Procedures
external
parties
to record,
(including
risk control
measures.
Competent
persons
in
Commitment
to analyse
at least
investigate and
complaints)
Results documented and kept
place.
comply
with legal
accidents.
OH&S
performance
up-to-date.
requirements
Effective
Procedures
for dealing
with
How
well internal
objectives
have
Establish,
implement
and
communication
structures.
Provides
aprocedure
framework
actual
orapotential
nonbeen
met
maintain
forfor
Procedures
foraccessing
employee
setting
andand
reviewing
conformity
including
taking
identifying
Status of investigations
and
consultation.
occupational
standards
corrective
action.
legal
and other
OH&S
corrective
actions
Appropriate
level of
requirements.
Communicated
Records
demonstrating
Follow
up
from
previous
documentation.
compliance
with
the and
Establish,
implement
Is
reviewed
periodically
reviews
Appropriate
operational
maintain
OH&S
objectives
management
system
&
Recommendations
for
which must
controls
– purchasing,
be measureable.
18001.
improvement
emergencies,
etc.
Internal audit programme.
Key elements
Key elements of all H&S
management systems
HSG
65
OHSAS
18001
ILO-OSH
2001
Auditing &
Improvement
Group
discussion
ILO-OSH 2001 is a guideline offering a recommended
occupational health and safety management framework.
There are main common elements with the UK’s HSG 65
and OHSAS 18001; the framework is not legally binding on
ILO member states and does not seek to replace national
laws, regulations or standards.
To be successful the ILO recognizes that there must be a
national policy on health and safety and occupational health
and safety management systems in place.
Key elements
Key elements of all H&S
management systems
HSG
65
OHSAS
18001
ILO-OSH
2001
POLICY
POLICY
Auditing &
Improvement


ORGANIZING

PLANNING &
IMPLEMENTATION






EVALUATION




ACTION FOR
IMPROVEMENT
Group
discussion
Development
Arrangements
of on
ahealth
plan
Setting
Emphasis
of onby
the
More emphasis
Performed
following
introduced
an
and
initial
responsibilities,
and
welfare
of
workers.
employee
participation
competent
and
review
maintained
of
any
for
existing
any
accountability,
Employees
and safety
Recommendations
trained
personnel
at
health
preventative
and
safety
and/or
competence,
training
representatives
to have
concerning
agreed
system. intervals.
corrective
actions in
and
communication.
sufficient
timeofand
investigation
workrelation
to performance
Plan
to
remedy
any
Cover:
Effective
supervision
resources
to allow to
related
accidents,
monitoring,
audits and
deficiencies.
ensure
protection
of
effective
participation.

Elements
of
the
injuries,
ill-health,
management
reviews.
Support
compliance
workers
disease
andofincidents.
management
Formation
a health
with national legislation
Arrangements
in place
Establishment
of
andsystem.
safety committee.
andcontinued
for
require continual
prevention
andhealth
health
Occupational

Employee
improvement.
improvement
of the
promotion
andparticipation
safety
should
be
and
management
system.
Contain
measureable
programmes.
compatible
consultation.
and
realisticorobjectives.
Worker
access
integrated
with to
the
Hazard
identification

National
legislation
records,
monitoring
organization’s
other
andcompliance.
risk assessment.
documents,
managementetc.
systems
Establish, implement

Meeting
objectives.
Health
and safety
and monitor
training
available to all
procedures.
employees.
Key elements
Key elements of all H&S
management systems
HSG
65
OHSAS
18001
ILO-OSH
2001
Auditing and
Improvement
Group
discussion
Auditing should establish how effective the following three
components of the health and safety management are in
reality:
1 Management organization and arrangements
2 Identification
measures
and
implementation
of
risk
3 Workplace precautions and control measures.
control
Key elements
Key elements of all H&S
management systems
HSG
65
OHSAS
18001
ILO-OSH
2001
Auditing and
Improvement
Group
discussion
To be effective improvement does not need to be expensive
or complex but can benefit organization:
 By decreasing the rate of injuries, ill health and damage
 By a possible reduction in the resources required to
maintain the system
 By accepting high standards and improvement in the
health and safety culture
 With overall improvements in the management system
itself.
Key elements
Key elements of all H&S
management systems
1
HSG
65
OHSAS
18001
ILO-OSH
2001
Auditing &
Improvement
Group
discussion
What are the main elements of an occupational health
and safety management system?
Key features and
content of a health
and safety policy
Key features and content
ILO
recommendations
Statement
of intent
Organization
Arrangements
Review
Group
discussion
ILO-OSH 2001 identifies that the employer, in consultation
with the workforce and their representatives, should set out
in writing a health and safety policy:
 Specific to the organization and appropriate to its size
and activities
 Concise, clearly written, dated and made effective by
the signature of the most senior accountable person
 Communicated and readily accessible to all persons at
their place of work
 Reviewed for continuing suitability
 Made available to relevant external interested parties.
Key features and content
ILO
recommendations
Statement
of intent
Organization
Arrangements
Review
Group
discussion
The ILO further recommends:
 Protecting the safety and health of all members of the
organization by preventing work-related injuries, ill
health, disease and incidents
 Complying with relevant occupational health and safety
national laws and regulations, voluntary programmes,
etc.
 Ensuring that workers and their representatives are
consulted and encouraged to participate actively in all
areas of occupational health and safety management
 Continual improvement in the performance.
Key features and content
ILO
recommendations
Statement
of intent
Organization
Arrangements
Review
Group
discussion
The statement of intent should set out in clear and simple
language the commitment of the organization to meeting its
obligations for managing the health and safety risks arising
from its normal operations.
This should include:
 A commitment to the effective management of health
and safety risks arising from the normal operations of
the organization
Key features and content
ILO
recommendations
Statement
of intent
Organization
Arrangements
Review
Group
discussion
 The aims and objectives should be set and agreed by the
health and safety committee, following consultation with
safety representatives
 It should be signed by the most senior accountable
person to signal senior management commitment to
effectively managing health and safety.
Key features and content
ILO
recommendations
Statement
of intent
What
Statement of
intent
What the
organization is
aiming to
achieve in
relation
managing health
and safety
Organization
Arrangements
Who
Review
Group
discussion
How
Organization
Arrangements
Who has
general and
specific roles &
functions in
relation to
managing
health and
safety
The measures
in place to
manage general
and specific
aspects of the
organization’s
health and
safety
Key features and content
ILO
recommendations
Statement
of intent
Organization
Arrangements
Review
Group
discussion
The policy should include the following:
 The name or job title of the senior accountable person
in the organization who is responsible for health and
safety
 The name of the Health and Safety Adviser, any safety
representatives and others who have specific roles and
responsibilities for health and safety
Key features and content
ILO
recommendations
Statement
of intent
Organization
Arrangements
Review
Group
discussion
 The commitment to employee consultation e.g. using a
safety committee, recognition of safety representatives
 Identify the relevant health and safety, welfare and
environmental issues relating to the organization's
activities
 A commitment to risk assessment, emergency
procedures, health surveillance and employment of
competent persons
 Duties towards non-employees, e.g. contractors, visitors,
members of the public
Key features and content
ILO
recommendations
Statement
of intent
Organization
Arrangements
Review
Group
discussion
 Reference to specific policies of the organization e.g.
smoking, violence to staff etc.
 Duties of employees
 Specific performance targets for the immediate and longterm future
 The aims and objectives should be set and agreed by the
health and safety committee, following consultation with
safety representatives.
Key features and content
ILO
recommendations
Statement
of intent
Organization
Arrangements
Review
Group
discussion
Common health and safety performance targets:
 A specific reduction in the number of accidents, incidents and
cases of work-related illness
 A reduction in the level of sickness absence
 A specific increase in the number of minor accidents and near
miss incidents
 A reduction in the number of civil claims
 No enforcement notices from the relevant ‘Enforcement
Agency’
 A specific improvement in health and safety audit scores
 Achievement of a nationally recognised health and safety
management system (e.g. OHSAS 18001).
Key features and content
ILO
recommendations
Statement
of intent
Organization
Arrangements
Review
Group
discussion
The setting of health and safety performance standards is an
important aspect of the statement of intent, because:
 They indicate that there is management commitment to
improve health and safety performance
 They motivate the workforce with goals
 They provide evidence during the monitoring, review and
auditing of phases of a safety management system.
Key features and content
ILO
recommendations
Statement
of intent
Organization
Arrangements
Review
Group
discussion
The organization section of the policy should define the
names and duties of the people within the organization who
are responsible for the development and communication to
the workplace of the health and safety policy.
Two key personnel to be identified are:
 the most senior accountable person for managing
occupational health and safety and
 the Health & Safety Competent Person.
Key features and content
ILO
recommendations
Statement
of intent
Organization
Arrangements
Review
Group
discussion
 Managers (e.g. directors, departmental managers,
supervisors etc.) with delegated health & safety
responsibilities
 Competent persons (e.g. occupational nurse, first
aiders, fire marshals, in-house inspection/testing
personnel, etc.)
 Safety representatives.
Key features and content
ILO
recommendations
Statement
of intent
Organization
Arrangements
Review
Group
discussion
Key features and content
ILO
recommendations
Statement
of intent
Organization
Arrangements
Review
Group
discussion
This section of the policy will outline the arrangements in
place within the organization for meeting any specific
hazards, legal requirements, etc.
This will include health and safety rules and procedures and
the provision of facilities, such as a first aid room and wash
rooms.
Key features and content
ILO
recommendations
Statement
of intent
Organization
Arrangements
Review
Group
discussion
 For evaluating and managing risks arising from
workplaces, hazardous substances, activities, fire, etc.
 Health and safety inspection and audit procedures
 Accident and illness reporting and investigation
procedure, emergency procedures, first aid
 Employee health and safety responsibilities
 Control of hazardous substances, manual handling,
noise, vibration, etc.
Key features and content
ILO
recommendations
Statement
of intent
Organization
Arrangements
Review
Group
discussion
 Electricity and electrical equipment (maintenance and
testing)
 Machinery safety (including safe systems of work), lifting
and pressure equipment permits to work procedures
 Procedures for contractors and visitors
 Catering and food hygiene procedures
 Terms of reference and constitution of the safety
committee (where appropriate).
Key features and content
ILO
recommendations
Statement
of intent
Organization
Arrangements
Review
Group
discussion
Specific arrangements






Accident investigation and reporting
Health and safety training and information
Health and safety monitoring and audit
Health surveillance
Monitoring of plant and equipment and its maintenance
Liaison with external agencies.
Key features and content
ILO
recommendations
Statement
of intent
Organization
Arrangements
Review
Group
discussion
The best control systems will deteriorate over time, or
become obsolete as a result of change, new processes,
etc.
Therefore it makes sense to periodically review the policy to
ensure it remains effective, measure the aims and
objectives and update the organizational and arrangement
sections as necessary.
When and why should an organization review its
health and safety policy?
Key features and content
ILO
recommendations
Statement
of intent
Organization
Arrangements
Review
Group
discussion
 Annually as part of a formal review cycle, and following:





A change in the health and safety responsible person
and/or health and safety competent person
Changes in management affecting delegated
responsibilities
Changes in workplace arrangements, facilities, or the
introduction of new processes
Introduction of new legislation introducing new duties
or responsibilities
A prosecution or issuing of an enforcement notice.
Key features and content
ILO
recommendations
1 a
b
Statement
of intent
Organization
Arrangements
Review
Group
discussion
What is the general content of the three sections of a
health and safety policy?
Why should the most senior person in an
organization sign the health and safety policy?
2 What should be covered in the arrangements section of a
health and safety policy?
3 Under what circumstances should a health and safety
policy be reviewed?