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Element 2
How Health and Safety
Management Systems Work and
What They Look Like

• Give an overview of the elements

of an occupational health and
safety management system and
the benefits of having a
formal/certified system.
Learning Outcome
• Discuss the main ingredients of
OHSMS that make it effective –
policy, responsibilities,
arrangements.

Section 2.1

Discuss the health and safety management

system and their benefits

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• An order-based idea to manage an

Organization’s health and safety is
referred to a Safety Management
Explanation of system (SMS). Below mentioned two
SMSs are based on” PDCA
Fundamental Management Cycle”.
Elements of Health - P – Plan
- D – Do
and Safety
- C – Check
Management - A – Act

• ILO-OSH 2001 - Guidelines on

Occupational Safety and Health
Management System
• ISO 45001- Occupational Health and
Safety Standard

The PDCA cycle help to balance

between the organizational
management systems and individual
behavior.

• Plan – Where you are right- now and

where you want to be in future

• Do – Doing or implementation of
PDCA Cycle established policy plans practically

• Check – Check reliability of the

scheme to see if the program goes
ahead as planned.

• Act – Change practical methods if any

shortcoming is identified

Key Elements of ILO OSH 2001-

Guidelines on health and safety
management system

• Policy (Plan)
ILO OSH 2001 • Organising (Plan)
• Planning and
Implementation (Do)
• Evaluation (Check)
• Action for Improvement (Act)

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Key Elements of ILO OSH 2001-

Guidelines on health and safety
management system

• Policy (Plan) – Set out OHS

aims and objective of the
organisation with clear
statement.
ILO OSH 2001
• Organising (Plan) - Sets out
the organisation framework
with clear roles and
responsibilities for health and
safety at all levels in the
organisation.

Key Elements of ILO OSH 2001-

Guidelines on health and safety
management system

• Planning and Implementation

(Do) – Contains the detail and
systematic arrangements for
managing H&S such as risk
ILO OSH 2001 assessments, SSWs, PTWs, H&S
Trainings,
• Evaluation (Check) – Procedures
for monitoring the health and
safety through Active and
Reactive Monitoring methods,
Internal Audits, and Performance
review

Key Elements of ILO OSH 2001-

Guidelines on health and
safety management system

• Action for Improvement

(Act) – Make correction for
ILO OSH 2001 the issues found in the
review
- Preventive and corrective
action
- Continual Improvement

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Key clauses of Occupational

Health and Safety Management
Standard.

General Clauses
• Clause 1 – Scope
• Clause 2 – Normative
ISO 45001 References
• Clause 3 – Terms and
Definitions
• Clause 4 – Context of
Organisation
• Clause 5 – Worker Participation
& Leadership

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Key clauses of Occupational

Health and Safety Management
Standard.
SMS Clauses
• Clause 6 – Planning (Plan)
ISO 45001 • Clause 7 – Support (Do)
• Clause 8 – Operation (Do)
• Clause 9 – Performance
Evaluation (Check)
• Clause 10 – Improvement (Act)

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Benefits of Health and Safety Management System

Enhance Reducing Effectiveness in

Legal International
Management workplace roles and
Compliance recognition
Commitment accidents responsibilities:

Effective health
Reduce staff Improving Risk Reduce Support
and safety
turnover management financial costs business
auditing

Attracts
Increasing staff Continual Increasing the
interested
morale improvement production
parties

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Section 2.2

Key Feature and Content of An

Effective Health and Safety Policy

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Introduction to Health and Safety Policy

Health and Safety Policy must be

• Specific and appropriate to organization

• Clearly written by top management
• Dated and signed by most senior person
• Easily accessible and communicated
• Reviewed and updated

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Introduction to Health and Safety Policy

Standard Guidance about Policy

• Recommendation R164 (Article 14)

• Clause 5.2 of ISO 45001

• HSW Regulation 1974 (Article 2a)

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Components of Health and Safety Policy

•General Statement of Intent

•Organization Section

•The Arrangement Section

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General Statement of Intent

Content of the General Statement of Intent

• Setting overall aims and objectives.

• Protecting the health and safety of workers
• Complying with laws and Regulation
• Achieving standards.
• Reminds workers at all levels of their responsibilities.
• Signed and dated by the most senior person.
• Regular review.

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SMART Targets

• Specific – clearly defined, precise.

• Measurable – towards a target, quantified.
• Achievable – it can be done.
• Reasonable – within timescale, and resources.
• Time-bound – deadline, timescale.

e.g., ‘review all 48 risk assessments within a 12-

month period’.

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SMART Targets

Reason for setting SMART Targets

• Make clear priorities and intentions

• Keeps employees motivated
• Promote teamwork
• Helps workers to take ownership of their work.
• Helps to measure the performance
• Requirement of ILO-OSH 2001
• Shows the management commitment

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SMART Targets

Points to consider when setting SMART Target

• Statutory and other Requirements

• Level of Risk:
• Technological Choices
• Requirements of various types
• Ideas of Interested Parties

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Organisational Section

Organisational Section sets out the roles and

responsibilities for everyone within the organisation
• Outlines the chain of command for health and
safety management.
• Identifies the roles and responsibilities of staff.
• Usually includes an organisational chart relating
to H&S
• Shows lines of communication and feedback.

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Organisational Section

Reasons for clear roles and responsibilities

• Increase their morale and give ownership.

• Shows commitment and leadership
• Provide Assistance to the workers
• Help to draw clear lines of communication and reporting
• Help to identify individual competencies and training needs
• Reduce conflict and stress between worker
• Create a positive culture
• Assist in allocating accountabilities

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Arrangement Section

Content of general • Developing safe systems of

arrangement section work.
• Carrying out risk assessments. • Welfare and first-aid provision.
• Information, instruction and • Fire safety and prevention.
training. • Emergency procedures.
• Accident and near-miss • Compliance monitoring,
reporting, recording and including auditing.
investigation.
• Consultation with workers.

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Arrangement Section

Specific Arrangement • Control of crowds.

• Confined Spaces & Contractor • Control of transport risks.
• Drugs, alcohol and smoking • Specific health surveillance
• Lone working. requirements.
• Noise-exposure control. • Fire & Electricity
• Vibration-exposure control. • Material/ Load Handling
• Control of exposure to toxic • Waste disposal.
materials.

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Review Health and Safety Policy

• After Suitable Interval • Enforcement Action

• Technological Changes • Worker complains and
• Process Changes consultation
• Change in Key Personal • After an accident
• Change in Management Structure • Merger or takeover
• Legislative Changes • On the needs of the third party
• Change of Work Patterns
• Change in Management
Standards

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Summary

In t his element, we have:

Looked at the ILO-OSH 2001 OHSMS, which can be summarised as: Policy, Organising, Planning and Implementation, Evaluation, Action for Improvement,
and Audit.

Outlined the ISO 45001 SMS: Context of the organisation; Leadership and worker participation; Planning; Support; Operation; Performance evaluation;
Improvement.

Explained that the policy is usually presented in three parts: the General Statement of Intent, the Organisation section, and the Arrangements section.

Noted that OHS policies have to be reviewed in order to stay current and relevant, and that reviews might be carried out periodically, or in response to
changes.

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