04 Hazard Identification & Assessment

EHQMS Procedure
Hazard Identification & Assessment

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Table of Content
Document Ref. Page 1 of 12

s
1 HAZARD IDENTIFICATION & ASSESSMENT..............................................................................................3
1.1 INTRODUCTION & PURPOSE.......................................................................................................................3

1.1.1 Process Turtle Diagram..................................................................................................................................................3
1.1.2 References...........................................................................................................................................................................3
1.1.3 Terms & Definitions........................................................................................................................................................3
1.2 APPLICATION & SCOPE..............................................................................................................................4
1.3 HAZARD IDENTIFICATION REGISTER............................................................................................................4
1.4 RISK ASSESSMENT PROCESS.......................................................................................................................5
1.4.1 Hazard Identification...................................................................................................................................................... 5
1.4.2 Assessment of OHS Risks..............................................................................................................................................6
1.4.3 Eliminating Hazards & Reducing OHS Risk...........................................................................................................8
1.4.4 Reviewing & Reporting................................................................................................................................................. 9
1.4.5 Monitoring.......................................................................................................................................................................... 9
1.4.6 Escalation.............................................................................................................................................................................9
1.5 TRAINING................................................................................................................................................10
1.6 COMMUNICATION & PARTICIPATION........................................................................................................10
1.7 FORMS & RECORDS.................................................................................................................................10
1.8 HAZARD IDENTIFICATION & ASSESSMENT PROCESS MAP..........................................................................11

1 Hazard Identification & Assessment

1.1 Introduction & Purpose
The purpose of this procedure is to outline your organization’s ongoing and proactive methodology for
hazard identification and assessment in order to evaluate both existing and potential workplace hazards, and
the methods required to control or to eliminate these hazards using of the hierarchy of controls.
1.1.1 Process Turtle Diagram
With what With who
 Interested parties  Workers

 Operational activities  QEHS Manager
 Hazard register  Health & Safety Advisors
Input Activity Output
 Significant hazards Hazard identification and risk  Process improvement

 How work is organized assessment to evaluate  QEHS improvement
 Routine/non-routine work existing and potential  Hazard controls
 Past relevant incidents workplace hazards and the  Enhanced desirable effects
 Emergency situations methods to control or to  Integrated actions
 People/competence eliminate them  Understanding of risks
 Machinery and tools  New/updated practices
 Situations not controlled by  Risk assessment documents
the organization  Safe working conditions
 Actual or proposed changes  Informed workforce
 Hazard knowledge changes  Reduction in liability
How With what measure
 Risk assessment process  Levels of compliance

 OHS Hazard Register  Risk analysis
 Risk mitigation
1.1.2 References
Standard Title ISO Clauses Manual Sections
BS EN ISO 9001:2015 Quality management systems N/a N/a
BS EN ISO 14001:2015 Environmental management systems N/a N/a
BS EN ISO 45001:2018 OH&S management systems 6.1.2.1, 6.1.3
1.1.3 Terms & Definitions

Term Definition
Hazard A source of potential harm or a situation with a potential to cause loss or harm
Risk The possibility of suffering some form of loss, harm or damage
Risk Assessment Determining the risk of a hazard in combination with the likelihood of its occurrence
Risk Control Implementation of tools, and techniques that accept, eliminate, remove or transfer risk
Risk Register A formal record that captures all known risks

1.2 Application & Scope

The QEHS Manager, Health & Safety Advisors and Workers actively engage to identify workplace hazards and
mitigate the risks associated with their activities. All workers and contractors are required to take a proactive
approach to managing and reporting health and safety hazards. Opportunities that are presented through
this process are recorded in the Risk & Opportunity Register.
When a hazard is observed, they are required to take steps to manage that hazard directly (provided they are
competent and trained to safely do so) to eliminate the hazard or to get assistance from appropriate persons
to do so whenever reasonably possible.
1.3 Hazard Identification Register

Your organization maintains the Hazard Identification Register which is a live, continually evolving document
that provides a focus for our hazard management activities and which communicates risk information
throughout the organization.
By Select a work process, work area or specific activity and identify hazards. Review documentation such as
inspection reports, illness/injury reports, Health and Safety Committee minutes, policies and procedures,
inventory reports, safe operating procedures, checklists, job descriptions and routines, etc. Walk through the
work area and observe the practice and talk to the workers who do the job in the area.
List the potential hazards or incidents that could happen while doing a process or task. A hazard is
something with the potential to cause harm or injury. Formulas in the register will automatically rate the
hazards according to the severity and likelihood scores. Hazards rated as 'Moderate' and 'Major' are
considered significant and are prioritized for risk assessment in order to determine and implement
appropriate controls.
Risk Rating (S1)

Likelihood of Severity of Impact
Occurrence Negligible Minor Serious Major Catastrophic
Remote 1 2 3 4 5
Unlikely 2 4 6 8 10
Likely 3 6 9 12 15
Highly likely 4 8 12 16 20
Almost certain 5 10 15 20 25
Significance Score (S2)

Impact Exposure
Exposure Timeframe for
Management Control Action (MCA)
MCA
Take reasonable steps to mitigate and monitor the risk. Institute permanent
Minor controls in the long term. Permanent controls may be administrative in nature if 1 year
the hazard has low frequency, rare likelihood and insignificant consequence.
Take reasonable steps to mitigate the risk. Until elimination, substitution or

engineering controls can be implemented, institute administrative or personal
Moderate protective equipment controls. An achievable time frame must be established Within 3 months
to ensure that elimination, substitution or engineering controls are
implemented.

Impact Exposure
Exposure Timeframe for
Management Control Action (MCA)
MCA
Act immediately to mitigate the risk. Either eliminate, substitute or implement
engineering control measures. Remove the hazard at the source. An identified
Major Immediate
very high risk does not allow scope for the use of administrative controls, even
in the short term.
It provides the necessary assurances that any hazards identified during management system planning and
operational planning activities are captured and effectively managed. The Hazard Identification Register is
maintained by the QEHS Manager and is reported to Top management on a monthly basis and is used as the
input to Risk Assessment process.
All business activities are assessed to ensure that any changes to processes and operations do not result in
adverse health and safety hazards. On occasions where your organization does not have a degree of control
or influence over the hazard or risk, its details are escalated to the Risk Register for Top management action.
1.4 Risk Assessment Process

1.4.1 Hazard Identification
Using the Hazard Identification Register as a basis, the QEHS Manager and the Health & Safety Advisors are
obliged to ensure periodic assessments of the hazards and risks at each work place are carried out and to
implement the control measures required to prevent those hazards and risks, or to reduce them to the lowest
reasonable and practicable level.
This is carried out through a series of risk assessments targeted at individual working conditions and
operational hazards. To ensure the process is thorough, the Health & Safety Advisor and the Supervisor
ensure they:
1. Review all aspects and hazards associated with the of the work areas and activities performed;
2. Review non-routine activities such as maintenance, repair, cleaning and emergency response;
3. Review all incident and near-miss records;
4. Consider people who work ‘off site’, either at home, on other premises and drivers, etc.;
5. Look at the way the work is organized or ‘done’;
6. Assess the experience and age of workers and contractors doing the work and systems being used;
7. Assess foreseeable, unusual conditions such as the possible impact on hazard control procedures
that may be unavailable in an emergency situation or power failure;
8. Examine risks to visitors or the public, and other interested parties;
9. Assess groups of people that may present a different level of risk such as young or inexperienced
workers, persons with disabilities, or new or expectant mothers.
To identify potential hazards, the following questions should be asked (this is not a complete list):
1. Can any body part get caught in or between objects?
2. Do tools, machines or equipment present any hazards?
3. Can an employee make harmful contact with objects?
4. Can an employee slip, trip or fall?
5. Can an employee suffer a strain from lifting, pushing or pulling?

6. Is an employee exposed to extreme heat or cold?

7. Is excessive noise or vibration a problem?
8. Is there a danger from falling objects?
9. Is lighting a problem?
10. Can weather conditions affect safety?
11. Is harmful radiation a possibility?
12. Can contact be made with hot, toxic or caustic substances?
13. Are there dusts, fumes, mists or vapours in the air?
Risk are identified taking account of:
1. Routine and non-routine activities;

2. Effectiveness of existing controls;
3. Activities of all persons having access to the workplace, including contractors and visitors;
4. Human behavior, capabilities and other human factors;
5. Identified hazards originating outside the workplace capable of adversely affecting the health and
safety of persons under the control of the organization within the workplace;
6. Hazards created in the vicinity of the workplace by work-related activities under the control of the
organization;
7. Infrastructure, equipment and materials at the workplace; provided by our organization or others;
8. Changes or proposed changes in the organization, its activities or materials;
9. Modifications to the integrated management system including temporary changes, and their impacts
on operations, processes, and activities;
10. Applicable legal obligations relating to risk assessment and implementation of necessary controls;
11. Design of work areas, processes, installations, machinery/equipment;
12. Design of operating procedures and work organization, including their adaptation to human
capabilities;
13. Information from employee consultations, review and improvement activities in the workplace;
14. Information on best practice;
15. Communications from workers and other interested parties;
16. The nature of hazards and the magnitude of the risk.
The hazard identification and risk assessments are completed by the Health & Safety Advisors and the
Supervisor and communicated to all workers and contractors before beginning work.
Workers play an important role in the assessment process. Being the ‘hands-on’ people, they are more aware
of potential or actual hazards.
1.4.2 Assessment of OHS Risks

The assessment of the severity of a health and safety risk drives management attention and supports
planning for mitigation. Using the Health & Safety Risk Assessment form, a qualitative risk assessment scheme
consisting of qualitative probability and impact scales is undertaken to ensure detailed understanding of the
effects of each hazard and risk.
Risk Level (S1)

Likelihood of Severity of Impact

Occurrence Negligible Minor Serious Major Catastrophic
Remote 1 2 3 4 5
Unlikely 2 4 6 8 10
Likely 3 6 9 12 15
Highly likely 4 8 12 16 20
Almost certain 5 10 15 20 25
Likelihood (S2)
Likelihood Rating
Score Likelihood
Description Percentage Probability
1 Rare May only occur in exceptional circumstances <0.1% 1 in 1,000
2 Unlikely Could occur during a specified time period 1% 1 in 100
3 Possible Might occur within a given time period 10% 1 in 10
4 Likely Will probably occur in most circumstances 50% 1 in 2
5 Certain Expected to occur in most circumstances >95% 1 in 1
Severity (S3)
Severity of Impact
Score Impact
Degree of Harm
1 Minor Minor injury not requiring first aid or no apparent injury/adverse outcome, near miss
2 Moderate Temporary minor injury/illness/first aid treatment needed, referral to A&E or GP
3 Serious Semi-permanent injury, over 3-day reportable injury. RIDDOR reportable
4 Major Major injury, or long-term incapacity/semi-permanent injury, hospital >/= 3-day absence
5 Catastrophic Death or major permanent incapacity. Multiple fatalities. Multiple permanent disabilities
Significance Score (S4)

Impact Exposure
Score Exposure
Management Control Action (MCA) Timeframe
1 to 2 Very low controls in the long term. Permanent controls may be administrative in nature 2 years
if the hazard has low frequency, rare likelihood and insignificant consequence.
3 to 4 Low controls in the long term. Permanent controls may be administrative in nature 1 year
if the hazard has low frequency, rare likelihood and insignificant consequence.
Take reasonable steps to mitigate the risk. Until elimination, substitution or

engineering controls can be implemented, institute administrative or personal
protective equipment controls. These lower level controls must not be Within 3
5 to 9 Moderate
considered as permanent solutions. Interim measures until permanent months
solutions can be implemented, develop administrative controls to limit the use
or access. Provide supervision and specific training related to the issue.

Impact Exposure
Score Exposure
Management Control Action (MCA) Timeframe
engineering control measures. If these controls are not immediately accessible,
set a timeframe for their implementation and establish interim risk reduction
10 to 17 High Immediate
strategies for the period of the set timeframe. An achievable time frame must
be established to ensure that elimination, substitution or engineering controls
are implemented.
Very engineering control measures. Remove the hazard at the source. An identified
20 to 25 Immediate
High very high risk does not allow scope for the use of administrative controls, even
in the short term.
Once the risks have been identified they are prioritised in terms of their impact upon the health and safety of
our workers, each risk is assigned a significance rating to indicate the relative potential for harm. The impact
rating is used to define those risks which are to be controlled through objectives and targets, or by the
implementation of operational control procedures. The Health & Safety Advisors engage with our Workers
and Process Owners to:
1. Identify the control measures already applied to each risk, i.e. existing control measures. These may
be pro-active (reducing the probability) or reactive (reducing the impact);
2. Rank the probability of each risk occurring, after taking into account the actual effectiveness of the
existing control measures;
3. Enter the existing control measures and the associated current impact scores;
4. Undertake a risk assessment to provide more detailed understanding of the risk’s consequences;
5. Set objectives and targets for achieving impact mitigation.
By assigning a priority to the hazards and creating a ranking for an action list. The following factors play an
important role:
1. Percentage of workforce exposed;
2. Frequency of exposure;
3. Degree of harm likely to result from the exposure;
4. Probability of occurrence.
There is no one simple or single way to determine the level of risk. Ranking hazards requires the knowledge
of the workplace activities, urgency of situations, and most importantly, objective judgment.
Severity and likelihood estimations are established giving due consideration to the effectiveness of existing
control measures.
1.4.3 Eliminating Hazards & Reducing OHS Risk

The Health & Safety Advisors engage with Workers and Process Owners to develop a satisfactory response to
each hazard in order to:
1. Identify a response strategy to treat, terminate, tolerate or transfer the impact;

2. Identify response actions to improve control measures as required. These will be SMART;
3. Identify a response action owner for each action and confirm with them that they accept
accountability for implementing the action within the time allowed.

Risk treatment involves identifying the options for treating each risk, evaluating those options, assigning
accountability (for Very High, High and Moderate impacts) and taking relevant action. The following
options from the hierarchy of controls are available for treating impacts and may be applied individually or in
combination:
1. Elimination (including substitution): remove the hazard from the workplace;

2. Substitution of less hazardous processes, activities, materials and equipment;
3. Engineering Controls: includes designs or modifications to plants, equipment, ventilation systems,
and processes that reduce the source of exposure;
4. Administrative Controls: controls that alter the way the work is done, including timing of work,
policies and other rules, and work practices such as standards and operating procedures (including
training, housekeeping, and equipment maintenance, and personal hygiene practices);
5. Personal Protective Equipment: equipment worn by individuals to reduce exposure such as contact
with chemicals or exposure to noise.
These methods are also known as the hierarchy of control because they should be considered in the order
presented (it is always best to try to eliminate the hazard first, etc.). Controls are usually placed:
1. At the source - where the hazard comes from;

2. Along the path - where the hazard travels;
3. At the worker.
The Health & Safety Advisors and Process Owner are responsible for the development of the response. When
a response action is completed, the risk should be reassessed to reflect any newly introduced control
measures.
1.4.4 Reviewing & Reporting

Regular reviews are essential to ensure that hazards and risk are being appropriately managed, and that the
relevant data about them remains accurate and reliable. The QEHS Manager repeats the hazard and risk
assessment process annually, when site conditions change, when new tasks are added or when new workers
join, in order to prevent the development of unsafe working condition.
The Health & Safety Advisors review the hazard assessments as part of their routine work to ensure that the
assessments are continually relevant to all organizational activities.
Regular reports are necessary to inform and provide assurance to Top management and other key
stakeholders, that health and safety hazards are being appropriately managed. Reporting must be based on
current data captured in the Health & Safety Risk Assessments, which must be reviewed in good time for the
next reporting cycle.
1.4.5 Monitoring
Continuous systematic and formal monitoring of implementation of the health and safety assessment
process and outputs take place against appropriate performance indicators to ensure process compliance
and effectiveness. Monitoring takes a variety of forms and range from self-assessment, inspections and
internal audits, to detailed reviews by independent external experts.
1.4.6 Escalation

On occasion, it may be appropriate to escalate a health and safety risk to ensure it is assessed and/or
managed by the person or party best placed to do so (able and with appropriate authority). For example,
where a more substantial or coordinated response is required than the current Process Owner can authorise
or implement will justify higher level assessment and/or management. The QEHS Manager will, as
appropriate:
1. Escalate through established lines of management accountability all hazards and risk that may
require mitigation;
2. This may take place during formal reviews, or through other simple mechanisms at management
meetings;
3. Issue reports in accordance with requirements;
4. Provide key information such as statistical data on numbers of active hazards, unassessed risks,
overdue actions, and others as appropriate.
1.5 Training
Once the control has been put into place, our workers are trained or made aware of it. Training and
awareness records, and documented sign-offs are retained to demonstrate that our workers have been made
aware of the hazards and the controls. Where hazards cannot be eliminated immediately, workers are trained
and empowered to take the necessary steps to warn others of the hazard.
1.6 Communication & Participation

Communication and participation are important elements in each step of your organization’s health and
safety management process. Effective communication and participation are essential to ensure that those
responsible for implementing control, and those with a vested interest, understand the basis on which
decisions are made and why particular actions are required.
This applies whether it is an engineering control such as a machine guard or safety interlock, an
administrative control such as a safe work procedure for cold weather or particular PPE when handling a
chemical. Hazardous or potentially hazardous conditions and acts are reported to the Health & Safety
Advisor and the Supervisor if detected by a workers, visitor or contractor.
1.7 Forms & Records

All documentation and records generated by the occupational hazard management framework are retained
and managed in accordance with the Documented Information Procedure.
Title & Description

Hazard Identification Register
Health & Safety Risk Assessment

1.8 Hazard Identification & Assessment Process Map
Identify OH&S hazards Identify related legal

arising from materials and compliance
and processes Criteria for significance: requirements (6.1.4)
1. Risk to workers
2. Probability of occurrence
3. Legal/regulatory requirements
Determine
Identify the Significant consequences of
risks and who is these requirements on
affected health and safety
hazards
Assess the risks,
opportunities, controls,
Not consequences and
Significant likelihood (6.1.3)
Undertake standard
operational control.
(6.1.5, 8.1 & 8.8) No
Formulate
Compliant?
controls
(6.1.5)
Yes
Implement solutions
and evaluate residual
risk after control (8.1 &
8.8)
Monitor and review Record and monitor

the risk. Re-assess as using the Compliance
appropriate & Legal Register

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EHQMS Procedure

Hazard Identification & Assessment

Name Signature Position Date

Page No. Context Revision Date

COMPANY PROPRIETARY INFORMATION

Document Ref. Rev

Uncontrolled Copy  Controlled Copy Date

Document Ref. Page 1 of 12

1.1 INTRODUCTION & PURPOSE.......................................................................................................................3

Document Ref. Page 2 of 12

1 Hazard Identification & Assessment

1.1.1 Process Turtle Diagram

With what With who

 Interested parties  Workers

Input Activity Output

 Significant hazards Hazard identification and risk  Process improvement

How With what measure

 Risk assessment process  Levels of compliance

1.1.3 Terms & Definitions

Document Ref. Page 3 of 12

1.2 Application & Scope

1.3 Hazard Identification Register

Risk Rating (S1)

Significance Score (S2)

Take reasonable steps to mitigate the risk. Until elimination, substitution or

Document Ref. Page 4 of 12

1.4 Risk Assessment Process

Document Ref. Page 5 of 12

6. Is an employee exposed to extreme heat or cold?

1. Routine and non-routine activities;

1.4.2 Assessment of OHS Risks

Risk Level (S1)

Document Ref. Page 6 of 12

Likelihood of Severity of Impact

Significance Score (S4)

Take reasonable steps to mitigate the risk. Until elimination, substitution or

Document Ref. Page 7 of 12

1.4.3 Eliminating Hazards & Reducing OHS Risk

1. Identify a response strategy to treat, terminate, tolerate or transfer the impact;

Document Ref. Page 8 of 12

1. Elimination (including substitution): remove the hazard from the workplace;

1. At the source - where the hazard comes from;

1.4.4 Reviewing & Reporting

Document Ref. Page 9 of 12

1.6 Communication & Participation

1.7 Forms & Records

Title & Description

Document Ref. Page 10 of 12

1.8 Hazard Identification & Assessment Process Map

Identify OH&S hazards Identify related legal

Monitor and review Record and monitor

Document Ref. Page 11 of 12

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