ISO 45001 : 2018 - IOSH

ISO 45001 : 2018The New International OccupationalHealth and Safety ManagementStandard

Straw Poll How many attending tonight have :ISO 9001:2015ISO 14001:2015OHSAS 18001:2007Thinking about ISO 45001:2018

Overview ISO 45001:2018 replaces OHSAS 18001:2007Why 45001?Time scaleWho am I ?This is a personal viewpoint of the standardespecially the tips ! Business management system –INTERGRATION

Clause 4 ContextClause 4.1 Understanding the organisation and itscontextClause 4.2 Needs and expectations of interestedparties including workers and which of them are orcould be legal requirements.Clause 4.3 ScopeScope to include activities products or services thatthe organisation can control or influence that canimpact the OH&S performanceClause 4.4 SMS and processes

Context clause 4.1The standard does not state how you shoulddetermine ContextPESTLE (E) Analysis (encompassing)External issuesContractors, Suppliers , New technologies, key drivers ,Cultural, social, and political factors ,relevant legislation,location of facilities , Risks and opportunitiesInternal IssuesSize , nature, and activitiesOrganisation management and business objectivesResources, knowledge and competencePlanned and foreseeable changes, Risks andopportunities -SWOT is also an option

Clause 4.2 Needs and ExpectationsWorkers at any level; customers; legal and regulatoryauthorities; parent organizations; external providers,including suppliers, contractors and subcontractors;workers’ organizations (e.g. trade unions) andemployers’ organizations; owners, shareholders,clients, visitors; insurers; the local community; thegeneral public; the media, Emergency services

Not required to document !! BUT!!!!TIP 1Excel work book Year xxxxTab 1 Context – List , add column in a table for eachstandard , and tick applicability , Say How notescolumn , Risk and opportunities column ,methodology of riskTab 2 –Stakeholders Who are they list them , say How column , Risk andoppoopportunities column , prioritise.

TIP 3Methodology for Determining Risks and opportunityThis is important especially if you have change ofpersonnel –Note standard does not determine or require this:Management discussionRAGTable for risk (c.f. Risk assessment) and reverse scoringTable for opportunities .Suggest adding this to Tab 0 of your workbook forposterity and uniform decision making

Clause 4.3 ScopeWhat does the management system cover –Documented info is required-1Clause 4.4 Management systemPDCA Model – Do not have to have a manual

Advantages of a Manual1) Reference (start point) Document2) Demonstrates the outline of the BMS to Clients3) Context demonstrates the values of thecompany and an overview – Sales pitch to clients4) Training aid

Clause 5 LeadershipClause 5.1. Leadership commitmentClause 5.2 Occupational health and safety PolicyClause 5.3 Roles and responsibilitiesClause 5.4 Consultation and participation ofworkers

Clause 5.1 Leadership CommitmentBuck stops here, Policy, integration, resources,communication, effectiveness, objectives are achieved,CIP, direction of personnel , supporting management ,protecting workers from reprisals (whistle blowing)Processes for consultation and participation, H and Scommittees , site safety tours etc.Tip 4Use a diary or excel matrix to record when some ofthese actions are undertaken as evidence

Clause 5.2 Occupational health and safetyPolicyTip 5Read the standard for the requirements –Documented information requiredClause 5.3 Roles and responsibilitiesMatrix, procedure, as decided BUTDocumented information required

Clause 5.4 Consultation and Participation ofWorkersKey requirements1) Provide time, training and resources.2) Provide timely relevant information.3) Remove barriers to participation.4) Consultation of non Managerial workers on Paragraphs4d and 4e of the clause 5.4

Clause 6 PlanningClause 6.1.1 actions to address Risk and opportunitiesClause 6.1.2 .1 Hazard IdentificationClause 6.1.2.2 Assessment of OH and S Risks andother risksClause 6.1.2.3 Assessment of OH and S opportunitiesand other Opportunities for the OH& S managementsystem.Clause 6.1.3 Legal ObligationsClause 6.1.4 Planning actionClause 6.2.1 OH & S objectives at all levelsClause 6.2.2 planning to achieve OH & S objectives

Clause 6 Planning OH&SCorporaterequirementsClause 5 Leadership andWorker participation .Clause 4.1 & 4.2Context/StakeholderClause 8.2EmergencyResponseClause 8.1 –RiskassessmentactionsClause 7supportClause 6.12Hazard ID, assessment &OpportunitiesPLANNINGClause 6. actions toaddress risks andopportunitiesPLANClause 10.2 MajorCorrective actionClause 9.2Internal auditClause 9.3.2ManagementreviewClause 4.4.1SMS ProcessesClause 6.2.1PrioritisationClause 6 .2ObjectivesClause 6.13LegalComplianceobligationsClause 10 Improvement

Clause 6.1.1 actions to address Risk andopportunitiesGeneralIssues that must be included :Clause 4.1 Context, Clause 4.2 – Stakeholders, (BusinessRisks & Business opportunities)H and S Risks & OpportunitiesHazards Clause 6.1.2.1Risks 6.1.2.2Opportunities 6.1.2.3Legal requirements 6.1.3“.that need to be addressed.”Documented information of risks and opportunities requiredand the processes needed to determine risks andopportunities must be documented

Clause 6.1.2.1 Hazard IdentificationCompany methodology for assessment of hazardsClause 6.1.2.2 Assessment of OH and S Risksand other risks - Assessment of the risks arising- (RAG, 5 by 5 table etc.)Clause 6.1.2.3 Assessment of OH and Sopportunities and other Opportunities for theOH& S management system.Assessment of the opportunities arising- ( inverted RAG,or inverted 5 by 5 table etc.) .TIP 6Use a summary excel table within the year work bookwith hazards, risks, opportunities .

Clause 6.1.3 Legal ObligationsA Legal register table or similar document with a list ofregulations –how and why they apply, notes companyreference to procedures etc.Tip 7Use excel for filter or sorting and add to the year workbook.Tip 7ACan be incorporated with the environmental register –ifthe company has one (ISO 14001 requirement)

Clause 6.1.4 Planning actionElimination of hazards and risks – either by the OH & Ssystem or other BMS.Cross reference to Clause 8 (controls) and Clause 9 (M& M)Tip 8 Add plans to excel work book for year

Clause 6.2.1 OH & S objectives at all levels &Clause 6.2.2 planning to achieve OH & S objectives6.2.1 Types of objectives – linked to all relevant risks andopportunities – with the highest priority higher on the list –Quantities should be proportionate to risks andopportunities – Prioritise as in the diagramClause 6.2.2Objectives Planning , must have the following elementsWhat will be done ?by when?Who has responsibilities ?Resources ?How will the results be evaluated .Documented evidence required – Tip 9 add to excelworkbook for year?

Clause 7 SupportClause 7.1 ResourcesClause 7.2 CompetenceDetermination of competence- training needsmatrix? Retain appropriate Documented info:Clause 7.3 Awareness-(80% target )Clause 7.4 CommunicationClause 7.4.1 GeneralClause 7.4.2 Internal communicationClause 7.4.3 EXTERNAL CommunicationCommunication matrix or procedures or similarClause 7.5.1 GeneralClause 7.5.2 Creating and updatingClause 7.5.3 Document and Information controlExternal origin documentation issues !

Clause 8 OperationClause 8.1.1 General Operational Planning andControlClause 8.1.2 Eliminating Hazards and reducingRisksClause 8.1.3 Management of changeClause 8.1.4 ProcurementClause 8.1.4.2 ContractorsClause 8.1.4.3 OutsourcingClause 8.2 Emergency response

Clause 8.1.1 General Operational Planning andControlPlanning Examples, but are not limited to thosefor:a) Outcomes of consultation and participation ofworkers;b) Outcomes of hazard identification and riskassessment;c) determination of, and compliance with, legalrequirements and other requirements;d) communication;e) management of change;f) emergency preparedness and response; andg) monitoring, measurement, analysis andperformance evaluation.

Clause 8.11 (continued )Controls and criteria relating to thoseprocesses can include, for example:1) documentation and detailed systemsof work;2) specifications for the procurement ofgoods and services3) ensuring compliance with regulationsand manufacturers’ instructions;4) checking and raising the competenceof workers;

Clause 8.1.1 General Operational Planning andControl (continued)5) maintenance and inspection programmes, e.g.routine housekeeping; Lock and Tag procedures,6) health surveillance, work permits; and7) adapting work to workers, e.g. reasonableadjustments for workers with specific needs,8) appropriate design of workplaces, etc.9) FM arrangements (many issues around this areawithin a landlord /tenant situation)Documented information is required “to theextent necessary ”Use Existing Procedures and controls as far aspossible – But review requirements of standard

Clause 8.1.2 Eliminating Hazards and reducingRisksHierarchy of controls- Mandatory :Eliminate the hazardSubstitutionEngineering controls /work re- organisationAdmin: Controls/safetyPPE (last resort)Usually part of risk assessmentsClause 8.1.3 Management of changeProcesses for managing change and reviewing theconsequences. MOC procedure ( link to stakeholderslist)

Clause 8.1.4 Procurement (general)Requirement to implement and maintainprocesses for above. Extend the ISO 9001proceduresClause 8.1.4.2 ContractorsLiaise and work with contractors – meet requirements ofthe SMS- Procurement should have Occupational H and Scriteria.Clause 8.1.4.3 OutsourcingControl the process – need to define this within OH and Ssystem.

Clause 8.2 Emergency responseEstablishing a planned response to emergency situations,including the provision of first aid;b) providing training for the planned response;c) periodically testing and exercising the planned responsecapability;d) evaluating performance and, as necessary, revising theplanned response, including after testing, and, in particular,after the occurrence of emergency situations;e) communicating and providing relevant information to allworkers on their duties and responsibilities;f) communicating relevant information to contractors,visitors, emergency response services, governmentauthorities and, as appropriate, the local community;

Clause 8.2 Emergency response (continued)g) taking into account the needs and capabilities ofall relevant interested parties and ensuring theirinvolvement, as appropriate, in the developmentof the planned response.Documented information on the process(es) andthe plans for responding to potential emergencysituations are required .

Clause 9 Performance evaluationClause 9.1.1 OH&S Performance is monitoredAnalysis and evaluationYour choice of what requires monitoring , mustbe related however to risk and opportunities ,progress of objectives, effectiveness ofoperational controls.b) Methodologyc) Criteriad) Frequencye) Analysis time scales and how communicatedDocumented information is requiredKey metrics of course should be in ManagementReview. Note effectiveness !! Data pack formanagement review ?

Clause 9.1.2 Evaluation of ComplianceEvidence of monitoring and measurement been retained.By Audit,Excel legal register with extra columns.Tip 9To Legal register add extra excel columnsDate of review , What was seen (evidence details)Decision , auditors name , notes.Suggest review period Maximum yearly .Documented information of the compliance is required tobe maintained and kept as evidence.

Clause 9.2 internal AuditClause 9.2.2 internal audit programme-Audit schedule-Process audits are also required- Documented information of the report- Report – include, what you audited, who youinterviewed, what you saw, what procedures, records,instruction sheets, training, equipment, photographs ofthe process.- State decisions – grades of non conformities and types,observations – OFI .- Documented information on the audit is required

PROCESS Approach

Process approach for waste audit