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OH&S Manual Content

Section 1 : Standard Requirement

• OHSAS 18001:2007 Occupational health and safety management systems - Requirements

Section 2 :OH&S Manual

• Company Profile
• Scope of Certification
• OH&S General Mapping
• OH&S Policy
• OH&S Objective, Program and Target
• OH&S Process Mapping and Interaction
• OH&S Documentation
• Resources, Roles, Responsibility, Accountability and Authority
• Management Review

Section 3 Standard Operating Procedures (S.O.P)

• Hazard identification, risk assessment and determining controls
• Legal and otherrequirements and evaluation of compliance  
• Control of documents
• Control of Records
• Incident Investigation
• Operational Control
• Emergency preparedness and response
• Communication, participation and consultation
• Internal Audit
• Nonconformity, corrective action and preventive action
• Performance measurement and monitoring
• Competence, training and awareness

Section 4 Work Instruction

• Work Instruction 1
• Work Instruction2

Section 5 Other Document, Records and Form

• Legal Register and Compliance Evaluation
• Performance Monitoring
• List of records 

SOP: Emergency Preparedness and Response

1.0 GENERAL
 
Scope:

• Compliance to clause  4.4.7 of OHSAS18001:  Emergency preparedness and response
• Applied to all activity and operational running at <name of organization>

2.0 DEFINITION 

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3.0 RESPONSIBILITY AND AUTHORITY

Safety Manager:

• Responsibility: <define the function>
• Authority: <define the function>

OSHMR:

• Responsibility: <define the function>
• Authority: <define the function>

SHO

• Responsibility
• Authority

4.0 CONTROL PROCEDURE

• First Aiders - Number of first Aiders
  • Workplace: Low risk hazards
  • No. of workers vs. No. of First Aider needed
  • Less than 20; 1 person of 1st Aider
  • 21 - 150 persons; 2 persons of 1st Aider
  • More than 150; 2 first aiders for every 150 or part thereof
  • Workplace: High risk hazards
  • No. of workers vs. No. of First Aider needed
  • Less than 20; 1 person of 1st Aider
  • More than 20; 2 first aiders for every 20 or part thereof
  • Workplace: more than 400 employee
  • No. of workers vs. No. of First Aider needed
  • More than 400; 2 first aiders for every 150 workers or part thereof and in addition a state registered nurse or medical assistant must be employed on site.
   {Source: in accordance with Guidelines on First-Aid facilities in the Workplace 1996}
• Selected first aider should be a person with have a qualities such as mature and responsible, remain calm in emergency, free to leave their work immediately to respond to an emergency and physically fit (Note: Carriers of blood borne infectious diseases, e.g. Hepatitis B, HIV, are to be discouraged).
• The name of first aider should display at appropriate place and should be identifiable for easy recognition and spotting.
• Top Management should decide the need for training considering with the hazard within the workplace and thus the type of potential injuries or occupational illnesses.
• Also, training should be conducted to evidence of proficiency of first aiders in cardiopulmonary resuscitation
• All training process will follow as SOP: Competence, training and awareness.
• Identification of potential for emergency situations in <name of company>;can be occurred from the following incidence.
• Fire - Fire Prevention…..
• Fire fighting equipment such as fire extinguisher has to be ensure readily in-place and reliable to be used during the event of fire
• Fire Fighting Plan…
• Personal Protective Equipment (PPE)…..
• First Aid Box shall be equipped in accordance with the Fourth Schedule to FM(Safety, Health and Welfare) regulations
• Response in situation of emergency
• Emergency Contact Number shall be …..
• Emergency Contact Number shall be update to ensure it still reflect with current situation
• Terrorist / Criminal case.
• Earthquake.
• Response in situation of emergency
• Where emergency is occurred as specified above,  <who> shall respond to trigger… evacuation need or not.
• Testing of emergency preparedness and response can be demonstrated throughout from the following process/activities.
• Testing of system throughout Fire Drill activity. The drill also to ensure that…..
• Internal Audit
• Review on system effectiveness will be done by annual basis during management review

5.0 CROSSED REFERRENCE SECTION

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6.0 RECORDS

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SOP: Communication, Participation and Consultation

1.0 GENERAL
 

Scope:

• Compliance to clause  4.4.3.1 of OHSAS18001: Communication and 4.4.3.2 of OHSAS18001: Participation and Consultation
• Applied to all activity and operational running at <name of organization>

2.0 DEFINITION 

• Interested party: person or group, inside or outside the workplace (3.23), concerned with or affected by the OH&S performance (3.15) of an organization (3.17) (OHSAS 18001:2007, Clause 3.10)
• DOSH: Department of Occupational Safety and Health
• Communication:  A transfer of information, ideas and emotions between one individual or group of individuals to another parties

3.0 RESPONSIBILITY AND AUTHORITY

Safety Manager:

• Responsibility: <define the function>
• Authority: <define the function>

OSHMR:

• Responsibility: <define the function>
• Authority: <define the function>

SHO

• Responsibility
• Authority

4.0 CONTROL PROCEDURE

• Importance of effective communication;
• For manager – employee relations:
• Effective communication of information and decision is an essential component for management-employee relations.
• The manager cannot get the work done from employees unless they are communicated effectively of what he wants to be done.
• Manager should also be sure of some basic facts such as how to communicate and what results can be expected from that communication.
• Most of management problems arise because of lack of effective communication.
• Chances of misunderstanding and misrepresentation can be minimized with proper communication system.
• For motivation and employee morale:
• Communication is also a basic tool for motivation, which can improve morale of the employees in an organization.
• Inappropriate or faulty communication among employees or between manager and his subordinates is the major cause of conflict and low morale at work.
• Manager should clarify to employees about what is to be done, how well are they doing and what can be done for better performance to improve their motivation.
• He can prepare a written statement, clearly outlining the relationship between company objectives and personal objectives and integrating the interest of the two.
• For employees:
• It is through the communication that employees submit their <work reports, comments, grievances and suggestions> to their <seniors or management>.
• Organization should have effective and speedy communication policy and procedures to avoid delays, misunderstandings, confusion or distortions of facts and to establish harmony among all the concerned people and departments.
• It is important for company to take into account for external communication input from interested parties to ensure that message from them will be managed in proper way.
• Communication approach;
• Employee: Email, Memo, CAR, Notice Board
• Customer: Email, written official letter/notice
• DOSH: Email, Safety Log Book, written official letter/notice
• Participation of workers
• Top management
• Review and update of policies, procedures and OH&S issues
• Provision of facility with take consideration on OH&S matter
• Take into consideration for the issue raised
• Review the OH&S reports including document / records addressed in the Management Review, SOP: HIRARC, SOP: Legal and other requirements and evaluation of compliance and SOP: Performance Monitoring
• Management Representative
• To communicate if there any changes in legal as defined in SOP: Legal and other requirements and evaluation of compliance,
• To communicate the relevant output from  Management Review
• HR Manager
• Training execution as per planned in <Training Needs Analysis>
• Carry out OH&S training and awareness as defined in the SOP: Competence, training and awareness
• To ensure competency of personnel especially in meeting with OH&S legal aspect.
• Manager
• Escalate any OH&S information to employee
• Safety Officer
• Carry out duty described in the Occupational Safetyand Health (Safety and Health Officer) Regulations 1997
• Safety Committee
• Participate any OH&S activity organized by top management to create awareness and consciousness towards OH&S
• Conduct a workplace inspection to comply an Occupational Safety and Health (Safety and Health Committee) Regulations 1996
• Employee (in general)
• Participate any OH&S activity organized by top management to create awareness and consciousness towards OH&S
• Address commitment to contribute company OH&S Objectives, program and target
• Notification/acknowledgement of company’s OH&S Management System for those personnel has liaised with the interested parties including if there any changes of OH&S
• To compliance company OH&S established procedures and work instruction at all time in the workplace.
• OH&S communication with clients
• OH&S Matters are amongst item discussed at all management if required by the customers.
• If there specified in the customer requirement, the meetings are to be attended by all levels of key members of the Company, the client representative and the Health, Safety & Environment General Manager. Details are to be recorded in each meeting. All Engineers Technician shall concentrate on Health, Safety & Environment aspects;
• All input of communication shall meet with the item requirement defined in the Contract (details can refer to the Other Requirement Register and Compliance Evaluation)
• OH&S communication with subcontractor;
• Subcontractor undertaking site work will have to submit a Health, Safety & Environment plan or proceed according to company Health, Safety & Environment manual by which the scope of work to be performed. <Confirm relevancy> 
• Subcontractor should study well the HSE company manual and follow the Health, Safety & Environment procedures, give adequate instructions to their employees regarding Health, Safety & Environment. <Confirm relevancy>
• Communication with subcontractor also subject to the requirement addressed in the contract with client (details can refer to the Other Requirement Register and Compliance Evaluation)
• Toolbox HSE meeting  <Confirm relevancy>
• Toolbox meeting shall be conducted prior the EIA and/or environmental monitoring or site audit / inspection activity can be started.
• Input of toolbox meeting will be obtained through JSA and to be delivered by HSE personnel or client representative.
• The information also being briefed for another relevant topics such as hazard, risk, legal statutory, client’s safety protocols update and other safety and health news.
• Attendance record shall be maintained and where required, it should be submitted to client.
  

5.0 CROSSED REFERRENCE SECTION

• SOP: Hazard identification, risk assessment and determining controls
• SOP: Legal and Other Requirements and Evaluation of Compliance
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6.0 RECORDS

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SOP: Internal Audit

1.0 GENERAL
 

Scope:

• Compliance to clause  4.5.5 of OHSAS18001: Internal Audit
• Applied to all activity and operational running at <name of organization>

2.0 DEFINITION 

• Audit: systematic, independent and documented process for obtaining “audit evidence” and evaluating it objectively to determine the extent to which “audit criteria” are fulfilled (OHSAS 18001:2007 Clause 3.2)
• NC: Nonconformity raised reflected by lapse in the implementation of OHSAS 18001, applicable legal and/or company established procedures.
• OFI: Opportunity for improvement. Conformance has been displayed but may potential to be incompliance if control measure not taken.

3.0 RESPONSIBILITY AND AUTHORITY

Lead Auditor:

• Responsibility:
• Lead the audit team.
• Chairperson of audit session
• Accountability:
• To ensure audit execution will be carried out as per planned.
• To ensure internal audit objectives are met
• Authority:
• Decision maker of audit findings determination.
• Approve the closure of NCR. 

Auditor:

• Responsibility:
• Carry-out audit as per agenda.
• Accountability:
• Provide evidence of process conformance.
• Authority:
• To issue NCR Report.
• To close NCR Report once received countermeasure from respective department.

Auditee

• Responsibility:
• Provide objective evidence of conformity on their process.
• Accountability:
• To ensure the objectives of internal audit are met.
• Authority:
• NIL

4.0 CONTROL PROCEDURE 

• Selection of auditors
• <OHSMR> shall nominate Auditors to conduct internal audit.
• Auditor should be selected with fulfill either one of the following criteria;
• an internal auditor, who had attended audit training and having a basic knowledge of OHSAS 18001 standard requirement and relevant legal such as OSHA 1994 and FMA 1967. Lead auditor will be selected based from seniority. or,
• Third party appointed and recognized by the Top Management with proven of competency qualification. He/she will act as a Lead Auditor.
• Where necessary, training will be arranged for internal auditor to assure their competency. The process shall follow as per  SOP: Competence, training and awareness
• Pre-Audit
• Lead auditor will prepare the Audit Plan.
• The Audit Plan should define the audit criteria, scope and process need to be audited.
• Lead Auditor has to ensure the selection of auditors is meeting the objectivity and impartiality of the audit process.
• Lead auditor will organize the auditors which not audit their own work.
• Audit Plan will be distribute to the auditor prior assessment conducted.
• During Audit
• Auditor will conduct the audit as per Audit Plan
• Audit tools need to be used;
• Audit Checklist.
• OHSAS 18001 Standard Requirement (where necessary)
• Audit method:
• Based from records
• cross reference with the procedure and work instruction
• Observation of process
• Interview to the process owner
• All findings should be recorded down to the Audit Checklist.
• Classification of findings
• Comply and fulfill with the OHSAS 18001 Requirement, applicable legal and company procedures (OK)
• Observation or OFI
• NC: Non-compliance with the OHSAS 18001 standard, legal requirement and company procedures.
• Next to do for the findings;
• All OFI should be listed in the Audit Summary for Lead Auditor further action
• Any NC, Auditor should follow action determined in the SOP: Nonconformity, corrective action and preventive action and submit to Lead Auditor
• Post Audit
• Lead Auditor compile the OFI and keep as an input for management review.
• <CPAR> form will issue to the respective parties and should follow as SOP: Nonconformity, corrective action and preventive action.
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5.0 CROSSED REFERRENCE SECTION

• SOP: Nonconformity, corrective action and preventive action
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6.0 RECORDS

• CPAR
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SOP: Nonconformity, corrective action and preventive action

1.0 GENERAL
 

Scope:

• Compliance to clause  4.5.3.2 of OHSAS 18001: Nonconformity, Corrective Action and Preventive Action
• Applied to all activity and operational running at <name of organization>

2.0 DEFINITION 

• Corrective action: action to eliminate the cause of a detected nonconformity (3.11) or other undesirable situation (OHSAS 18001:2007,Clause 3.4)
• nonconformity: non-fulfillment of a requirement (OHSAS 18001:2007,Clause 3.11)
• preventive action: action to eliminate the cause of a potential nonconformity (3.11) or other undesirable potential situation (OHSAS 18001:2007,Clause 3.18)

3.0 RESPONSIBILITY AND AUTHORITY

Safety Manager:

• Responsibility: <define the function>
• Accountability: <define the function> 
• Authority: <define the function>

OSHMR:

• Responsibility: <define the function>
• Accountability: <define the function> 
• Authority: <define the function>

SHO

• Responsibility <define the function>
• Accountability <define the function>
• Authority <define the function>

4.0 CONTROL PROCEDURE

• Identification of non-conformity can be defined as following inputs;
• If there any incidents was happened defined in SOP: Incident Investigation.
• Nonconformity raised during Internal Audit
• Any emergency situation happened as identified in SOP: Emergency Preparedness and Response.
• Feedback received from interested parties reflected by incidence or occurrence with respect to the OH&S matters as partly defined in the SOP: Communication, participation and consultation.
• Non-compliance result from the monitoring activities as defined in SOP: Performance measurement and monitoring.
• Identification of potential non-conformity can be defined as following inputs;
• Any feedback received from interested parties with respect to potential occurrence and incident that may happened with respect to the OH&S matters as partly defined in the SOP: Communication, participation and consultation.
• Any finding under category of opportunity for improvement raised during internal and/or external audit.
• Potential non-conformity Issue highlighted during management review where decision made by <who> for action need to be taken.
• Corrective Action and Preventive Action Requisition;
• Whenever a nonconformity / potential nonconformity are identified, immediately highlight and report to <who> for confirmation. In case of Internal Audit, Lead Auditor has full authority in making on his decision.
• <who> or Auditor (in Internal Audit) shall verify and record the potential problem / nonconformity in the <CPAR> form. Where necessary or serious failure potentially may occurred, <who> shall than call respective person and arrange for meeting. Input of meeting then will be used in determining root caused and measures need to be taken.
• Investigation of the problem and Determining Root Cause
• Respective process owner shall investigate the problem and evaluate its significant and impact on OH&S.
• The root cause of the problem shall be determined and a suitable solution to the non-conformity shall be initiated.
• Evaluations of the nonconformities shall indicate what corrective actions to take to eliminate the root causes of the nonconformities or potential nonconformities.
• Determining and Implementing Corrective and/or Preventive Action
• The corrective action shall be initiated to a degree appropriate to the magnitude of the incident or non-conformity and it shall prevent further recurrence.
• The personnel responsible in providing and implementing the corrective action shall complete the <CPAR> with the following information :-
• Action Proposed to prevent recurrence so as action taken to rectify the problem.
• Date which the corrective action shall be completed.
• Where appropriate, analysis and support data is necessary to address the potential occurrence of problem.
• The <team… or who> shall analyze all relevant data/record to identify the cause of the potential nonconformities, the need for action, determining and implementing the actions needed to prevent occurrence of nonconformities.
• The completed <CPAR> shall be submitted to the <OHSMR> for attention.
• The CPAR shall be reviewed together with the Managing Director and/or QMR upon approval of the proposed corrective action, the implementation shall be carried out.
• Verification of Action
• The <OHSMR> shall verify that the corrective and/or preventive actions are taken and are effective.
• If the action taken is not effective in resolving the problem, the <OHSMR>  shall bring it to the attention of the relevant party concerned and another corrective action plan may be initiated.
• If there any <CPAR> is unable to close within the dateline given, QMR should get feedback from the relevant parties and stating the valid reason of unclosed issue.
• At time, the action implemented may result in changes of affected documents; the personnel concerned shall follow the procedures stated in Control of Documents for any amendments.
• Reviewing Corrective & Preventive Actions
• Result of <CPAR> shall be discussed during management review by <who>
• The purpose of discussion in the management review is to ensure the effectiveness of implementation of the corrective and preventive actions
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5.0 CROSSED REFERRENCE SECTION

• SOP: Incident Investigation
• SOP: Control of Documents
• SOP: Control of Records
• SOP: Communication, participation and consultation
• SOP: Performance measurement and monitoring
• SOP: Emergency Preparedness and Response

6.0 RECORDS

• CPAR