How to set up an OHS Management System (OHSMS)

Often people ask me how to set up an OHS Management System (OHSMS) from scratch.

This is easier then what most people think. This article is about how I set up and managed OHSMS during my career.

I have always seen an OHSMS as a structure to organize your policies and procedures.

There are many tools available in industry that can help you build a structure for an OHSMS. The structure that I will use for this article is very simple and looked like this:

1) OHS Policy and Responsibilities
2) Planning for Safe Work
3) Training and Information
4) Consultation
5) Risk management
6) Promote, monitor, review, improve

Each of these 6 points can be called Elements (of the OHSMS). For each element, procedures can be written, dealing with various topics that fit within that element. Here are some examples:

For Element 1 - OHS Policy and Responsibilities -, consider the following procedure titles:

OHS Policy design : (i.e. Who writes, reviews and approves it. How often is it reviewed and by whom. There are probably different people involved).

OHS responsibilities : (i.e. What are the OHS responsibilities, accountabilites and authorities of all levels within the organization. Certain individuals may have specific responsibilities.

For Element 2 - Planning for Safe Work -, consider the following procedure titles:

Contractor management (e.g. What do contractors need to do and comply with in order to work on your site, how do you supervise contractors whilst on your site)

Purchasing: (e.g. How do you ensure that, when you purchase goods or services, all items comply with relevant legislation and your company OHS standards.)

Creating Safe Operating Procedures: (e.g. Who can write, review and approve these? Are there minimum standards of information that every SOP must include?)

For Element 3 - OHS Training & Information -, consider the following procedure titles:

Training Needs Analysis (e.g. What is your process for finding out what OHS training each person and each level in the organization must receive. Who does it, who approves it etc.)

OHS Information :(e.g. How is OHS information disseminated in your workplace, notice boards, emails, meetings, toolbox talks etc.)

Continue this for each element.

Put procedures in a different binder for each element, include an index and revision dates and there you have a decent start for an OHSMS. Ensure that someone is made responsible for it's maintenance and notifies relevant personnel about any revisions made.

Typically, there is one other document that sits above all of this: The Safety Manual. This document could describe the OHSMS and identifies who has overall responsibility for it. It may also include the general or corporate OHS policy.

Of course OHS Committees and OHS Reps should be involved in the entire process.

Every OHSMS must be tailored to the specific needs of the organization. The above example is just what it is: an example. Every organization should create their own but hopefully this might just get you started.

Erik Gunzel

OHS Discussion forum

Feel free to ask OHS questions or share OHS experiences. This blog is used to share OHS information that may be of assistance to businesses in implementing OHS Management Systems.

For other OHS services please visit my website http://www.coastalohs.com