DRO1113 L6 - Monitoring Audit Student Copy PDF

INTRODUCTION TO OSH (DRO1113) TOPIC 6: MONITORING, REVIEW AND AUDIT  Lesson outcome  In the end of this session, you should be able to 1. understand basic principles in monitoring, audit and review 2. Describe proactive and reactive monitoring 3. Explain the i...

INTRODUCTION TO OSH (DRO1113) TOPIC 6: MONITORING, REVIEW AND AUDIT  Lesson outcome  In the end of this session, you should be able to 1. understand basic principles in monitoring, audit and review 2. Describe proactive and reactive monitoring 3. Explain the importance of measuring performance  Lecture outline 1. Introduction 2. Explain the proactive and reactive monitoring 3. Explain the importance of monitoring, review and audit  Introduction Traditional approach to measuring health and safety performance  Percentage profit, return on investment  Accident or injury statistics  Problems with the use of injury/ill-health statistics  There may be under-reporting  It is often a matter of chance whether a particular incident causes an injury, and they may not show whether or not a hazard is under control  An injury is the consequence of an incident and often does not reflect the potential severity  A small number of accidents may lead to complacency  Injury statistics demonstrate outcomes not causes  Why measure performance? You can’t manage what you can’t measure  Safety performance is an indicator of achievement of the overall health and safety aims and objective  Safety performance indicator can also highlight whether the organisation is successful in controlling hazards and risk or whether the organisation is having a reliable, effective and efficient safety and health system.  Measuring Performance  Main purpose → to provide information on the progress and current status of the strategies, processes and activities employed to control health and safety risk.  Effective measurement not only provides information on what the levels are but also why they are at this level, so that corrective action can be taken.  Measuring Performance  These questions should be asked to all management level – aim to get complete picture of an organization’s health and safety performance:  Where is the position relative to the overall HS aims and objectives?  Where is the position relative to the control of hazards and risks?  How does the organization compare with others?  What is the reason for the current position?  Is the organization getting better or worse over time?  Is the management of HS doing the right things and consistently?  Is the management of HS proportionate to the hazards and risks?  Is the management of HS efficient?  Is an effective HS management system in place across all parts of the organization  Is the culture supportive of HS, particularly in the face of completing demands?  Figure shows where measuring performance fits within the overall health and safety management system The health and safety management system HSG65  Figure shows where measuring performance fits within the overall health and safety management system The health and safety management system ISO 45001  What to measure?  Effective risk control Figure 1: Health and safety management system – balance approach  What to measure?  Performance measurement should cover all elements in Figure 1 Input: monitoring the scale, nature and distribution of hazards created by the organization’s activities – measures of the hazard burden. Process: active monitoring of the adequacy, development, implementation and deployment of the HSMS and the activities to promote a positive HS culture – measures of success. Outcomes: reactive monitoring of adverse outcomes resulting in injuries, ill health, loss and accidents with the potential to cause injuries, ill health or loss – measures of failure.  Measuring Performance Measuring performance has been identified as being important in maintaining and improving the health and safety operation of a company. Performance can be measured in a number of ways: Measuring near miss occurrences - A useful lessons for organizations but lead to employees failing to report accidents or near misses Accident data collection Measuring behavior - Behavior can be measured using behavioural sampling which involves randomly sampling employee behavior such as manual handling and personal protective equipment practice  Proactive/Active and Reactive monitoring  Proactive/ Active monitoring  Reactive monitoring is is where an organisation triggered after an event monitors its performance and includes identification before an incident, accident and reporting of accidents or case of ill health occurs and includes measures such resulting in injury or as audits, site inspections of property damage, premises, plant and investigation of near misses equipment, environmental occurrences and cases of monitoring and health occupational ill health. surveillance  Proactive or active monitoring ~how to measure performance~  Direct observation of conditions and of people’s behavior (sometimes referred to as unsafe acts and unsafe conditions monitoring)  Talking to people to elicit facts and their experiences as well as gauging their views and opinions; examining written reports, documents and records  Inspections  premises  plant and substances  Procedures  People  training and supervision  violence  Proactive or Active monitoring ~how to measure performance~  Observation  To improve health and safety performance, managers and supervisors must eliminate unsafe acts by observing them, taking immediate corrective action and following up to prevent recurrence  Key points in becoming a good observer  Be selective  Know what to look for Observe unsafe act  Practice  Keep an open mind Immediate correction  Guard against habit and familiarity  Do not satisfied with general impression Follow up to prevent  Record observations systematically recurrence  Proactive or Active monitoring ~how to measure performance~  Observation techniques  Stop for 10-30 seconds before entering new area  Be alert for unsafe practices – corrected as soon as you enter the area  Observe activity – do not avoid the action  Remember ABBI – look above, below, behind, inside  Develop question – ask ‘why?’ and ‘what could happen if…?’  Use all senses: sight, hearing, smell, touch  Maintain a balanced approach. Observe all phase of job  Be inquisitive  Observe for ideas – not just to determine problems  Recognize good performance  Proactive or Active monitoring ~how to measure performance~  Daily/weekly/monthly safety inspections  Checking condition – carried out by staff – not more than ½ hour – use checklist & report any problem encountered  Reports from inspections  identification of the organization, workplace, inspector and date of inspection;  list of observations;  priority or risk level;  actions to be taken;  timescale for completion of the actions  Poor condition – Inspection needed Inspection in progress  Reactive Monitoring ~Measuring Failure~ injuries and work-related ill health (other losses such as damage to property; incidents, including those with the potential to cause injury, ill health or loss (near misses); Failures in risk control also need to be measured to provide opportunities to check performance, learn from failures and improve OSHMS hazards and faults; weaknesses or omissions in performance standards and systems, including complaints from employees and enforcement action by the authorities.  Who should monitor performance?  Should be measured at each management level from directors downwards.  Managers need to be personally involved in making sure that plans and objectives are met and compliance with standards is achieved  Report writing  Aims to the writing of reports and they are all about communication.  get a message through to the reader;  make the message and the arguments clear and easy to understand;  make the arguments and conclusions persuasive  Factors which help to make reports effective are structure; presentation of arguments; style; presentation of data; how the report itself is presented. following list shows a frequently used method of producing a report 1. title page 2. summary 3. contents list 4. introduction 5. main body of the report Report – key role in 6. conclusions organizing for the use of 7. recommendations decision makers 8. appendices Tell readers: what happen & 9. references. why; who was involved; what it cost if appropriate; what the result was  Review and audit  Final steps in the health and safety management control cycle are auditing and performance review  Audit is a business discipline which is frequently used, for example, in finance, environmental matters and quality. It can equally well be applied to health and safety The structures process of collecting independent information on the efficiency, effectiveness and reliability of the total health and safety management system and drawing up plan for corrective action  Review and audit  The aims of auditing should be to establish that the three major components of a safety management system are in place and operating effectively. It should show that:  Appropriate management arrangements are in place;  Adequate Risk Control Systems (RCSs) exist, are implemented and are consistent with the hazard profile of the organization;  Appropriate workplace precautions are in place  Review and audit  A well-structured auditing programme will give a comprehensive picture of the effectiveness of the health and safety management system in controlling risks.  Auditing involves sampling; so initially it is necessary to decide how much sampling is needed for the assessment to be reliable. Process auditing involves: 1. Gathering information from all level on OSHMS 2. Making informed judgement about its adequacy & performance  Review and audit Gathering information  Information sources of interviewing people, looking at documents and checking physical conditions are usually approached in the following order  Preparatory work  Meet relevant manager to discuss and agree the objective and scope  Prepare and agree on audit procedure  Gather and consider documentation  On site  Interviewing;  Review and assessment of additional documents;  Observation of physical conditions and work activities  Conclusion  Assemble the evidence;  Evaluate the evidence;  Write an audit report  Review and audit Making judgements  Essential to start with a relevant standard or benchmark against which the adequacy of a health and safety management system can be judged. If standards are not clear, assessment cannot be reliable  Auditing should not be seen as a fault-finding activity. It should make a valuable contribution to the health and safety management system and to learning  Scoring systems can be used in auditing along with judgements and recommendations  Review and audit Performance review  When performance is reviewed, judgements are made about its adequacy and decisions are taken about how and when to rectify problems  The information for review of performance comes from audits of RCSs and workplace precautions, and from the measurement of activities.  In a review, need to examine following areas:  The operation and maintenance of the existing system  How the safety management system is designed, developed and installed to accommodate changing circumstances.  In this session: 3 things I learn are... 2 things I need clarification is... 1 thing I am confident with is... THANK YOU