TOPIC IV:

Occupational Safety & Health

Management System (OSHMS)

•OHSAS 18000 SERIES

• ILO-OHS 2001
COURSE OBJECTIVES

 To define what is a system

 To define what is an OSH management system
 To describe the purpose of a system
 To describe Deming Wheel & PDCA and OSH-MS
components
 To distinguish between OHSAS 18001 and ILO-OSH-
2001

2
COURSE TOPICS

 Introduction to concept of “system”

 Application of Management System to Occupational Safety
And Health
 Review of existing Occupational Safety And Health
Management Systems
 Typical occupational safety and health management systems
elements

3
 Introduction to OSHMS:

• Since the 90s, safety and health practitioners has initiated to

promulgate and implement the OSH management system based
on system approach.

• The idea of using the system approach in managing OSH was

not something new.
• Its initial proposal made by Heinrich, a safety and health expert in
1930.
• Heinrich’s Theory of Loss Causation explained that the caused of
accident was not due only to the immediate causes such as
unsafe act and unsafe condition, but also by the underlying
causes often because of loss in the management control.
The Development Of OSHMS
Liberalization of trade and economies

Increase in occupational accident and diseases

Traditional command – control mechanisms

inadequate

Systems approach pioneered by Edward

Demings

Development of standards by ISO.

Why OSHMS ?
Sytematic way to manage OSH activities in the
organisation

OSH as integral part of the organisation’s value

system

Reduction of hazards and risks,accidents,

diseases

Low absenteeism , high productivity , job

satisfaction
TEST QUESTIONS

 Why do you need a system in a management?

 What Is An OSH Management System?
 List the five Typical of OHSAS 18001 “components”.
 List the five Typical ILO-OSH 2001 “components”.
 Draw and label an ILO OSH Management System Model
 Draw and label OHSAS 18001 Management System Model

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Heinrich The Domino Theory
SOCIAL ENVIRONMENT
AND ANCESTRY

FAULT OF
PERSON

UNSAFE ACT
MECHANICAL OR
PHYSICAL HAZARD

ACCIDENT

INJURY
Heinrich Five Factors in the Accident Sequence
SOCIAL ENVIRONMENT
AND ANCESTRY

FAULT OF
PERSON

UNSAFE ACT
MECHANICAL OR
PHYSICAL HAZARD

ACCIDENT
central factor in the accident sequence

INJURY
Unsafe act and mechanical hazard constitute the
The Development Of OSHMS

1. Liberalization of trade and economies

2. Increase in occupational accident and diseases
3. Traditional command – control mechanisms inadequate
4. Systems approach pioneered by Edward Demings
5. Development of standards by ISO.
What Is A System?

An orderly set of COMPONENTS that work together for a

certain purpose

 eg.The blood circulatory system

◦ Components:
 Heart and blood vessels (artery, veins, capillaries)
◦ Purpose:
 To transport blood which contains oxygen and nutrients to all parts of
the body
 To carry wastes away to be filtered out of the body

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Why Do You Need A System

 A system is useful when there are:

 many activities have to be managed together
 complex information that are changing have to be taken
into account at all times
 A system organises and simplifies complexity
 A system provides order, structure, and focuses on the
purpose and objective of activities

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What Is An OSH Management System (OSH-MS)?

An OSH management system consists of;

 Components:
 Arrangements (plans, implementation), etc.
 Purpose:
 to ensure safety, health and welfare of workers
 to comply with regulation

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WHAT IS AN OSH MANAGEMENT
SYSTEM (OSH-MS)?
General definition ;
An OSH MS is a planned, documented and verifiable method
of managing hazards and associated risks. An OSH MS can
be simple or complex, it can be highly documented or sparingly
described and it can be home grown or based on an available
model.

What is an ISO?
Layman definition;

“YOU WRITE WHAT EVER YOU DO AND YOU DO WHAT

EVER YOUR WRITE”
What is an OSH Management System (OSH-
MS)?
General definition ;
A coordinated systematic approach to managing safety and
health risk

Requires a comprehensive and systematic process for the

ongoing identification and assessment of workplace and
risk
What is SH-MS?
Definition:
 A Safety and Health Management
System (SHMS) is a systematic approach to
managing safety and health activities by
integrating occupational safety and health
programs, policies, and objectives into
organizational policies and procedures.

 SHMS is a set of safety and health program

components that interact in an organized way.
 Why OSH-MS ?

• Globalization for systematic way to manage OSH

activities in an organization
• OSH as integral part of an organization's safety culture
and value system
• The need for organization’s safety policy and leadership
• To satisfy customer
• To comply with national legal requirements
• To meet contract requirement
• Prepare for competitive-edge market driven
• Reduction of hazards and risks, accidents, diseases
• Low absenteeism , high productivity , job satisfaction
Benefits of OHS-MS
1. Results in fewer injuries & improve morale
2. Provide cost reductions & improved profitability
3. Produce Higher performance
4. Improved company reputation
5. Ensure legal requirements
6. Meeting Social & moral obligation
7. Will improved quality

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TEST QUESTIONS
 Name the two existing OSH Management System, year
established and its’ usage
 List and explain the five Typical OSHMS “components”
 List the five Typical of OHSAS 18001 “components”.

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What are existing Management System?

ISO 14001:1996 (Environmental MS)

The part of the overall management system that includes organisational structure,
planning activities, responsibilities, practices, procedures, processes, and
resources for developing, implementing, achieving, reviewing and maintaining the
environmental policy

OHSAS 18001:1999
Part of the overall management system that facilitates the management of the
OH&S risks associated with the business of the organisation. This includes
organisational structure, planning activities, responsibilities, practices, procedures,
processes, and resources for developing, implementing, achieving, reviewing and
maintaining the organisation’s OH&S policy.

ILO-OSH:2001 and MS 1722:2003

A set of interrelated or interacting elements to establish OSH policy and objectives,
and to achieve those objectives.

ISO 45000:2018 ????

Existing OSH Management System

 There are two occupational safety and health management

system standards:
 OHSAS 18000 Series Occupational Health & Safety Management
System Standard
 This standard was established in 1999
 Widely used and certifiable
 ILO-OSH 2001 management system standard
 This standard was published in 2001
 This is a guidance standard presented to the governments of the world for
adoption

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Evolution of OSHMS

After the success of ISO 9000 series and ISO 14000 series,
• 1996, Discussed at an ISO International Workshop on
OSH-MS Standardization – standard should be under
ILO,
• 1999: OHSAS 18001:1999 was developed by an
association of national standards and certification bodies,
from BS 8800:1996,
• 2001: Guideline on OSH MS (ILO-OSH 2001) was
published by the ILO,
• 2003: ILO-OSHMS was adopted by Malaysia as its own
standards named as MS 1722:2003 OSH MS-Guidelines
OHSAS 18000 SERIES

 OHSAS 18000 is an international occupational health and

safety management system specification. It comprises of
two parts, 18001 and 18002 and embraces a number of
other publications.
 OHSAS 18001 is an Occupation Health and Safety
Assessment Series for health and safety management
systems. It is intended to help an organizations to control
occupational health and safety risks. It was developed in
response to widespread demand for a recognized
standard against which to be certified and assessed.

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Who Created OHSAS?

 OHSAS 18001 was created via a concerted effort from a

number of the worlds leading national standards bodies,
certification bodies, and specialist consultancies. A main
driver for this was to try to remove confusion in the
workplace from the proliferation of certifiable OH&S
specifications.

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International Standard bodies who Created
OHSAS
 National Standards Authority of Ireland

Standards Australia

South African Bureau of Standards

British Standards Institution

Bureau Veritas Quality International

Det Norske Veritas

Lloyds Register Quality Assurance

National Quality Assurance

SFS Certification

SGS Yarsley International Certification Services

Asociaci?spa? de Normalizaci? Certificaci

International Safety Management Organisation Ltd

Standards and Industry Research Institute of Malaysia

26 International Certification Services
 Malaysia’s Legislative Framework on OSH-MS

Under OSHA Act 1994, Part IV, Section 15 (2); Duty and Responsibility of
Every Employer and Self-employed Person.
To ensure so far as practicable, the safety, health and welfare at work of
all employees
• maintain the plant and system of work that are so far as practicable,
safe and without risk to health
• so far as practicable to ensure safety and absence of risks to health –
operation, handling etc
• so far as practicable, the provision such as information, training and
supervision to ensure so far as practicable, safety & health
• so far as practicable, to maintain safe working environment
• so far as practicable, as regards any place of work should be safe and
without risks to health
Typical OSHMS “components”

It follows the Deming Cycle, or PDCA Cycle (also

known as PDSA Cycle), is a continuous quality
improvement model consisting out of a logical sequence of
four repetitive steps for continuous improvement and
learning: Plan, Do, Study (Check) and Act.

1. Plan - System planning, OSH objectives, development

and implementation
2. Do - Responsibility and accountability; Competence
and training, Hazard control system
3. Check - Performance measurement; Accident, incident
investigation; Auditing
5. Act - Preventive and corrective action, Continual
improvement
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 MAIN ELEMENTS OF MALAYSIAN
OSH-MS (MS 1722:2003)
• Adapted from ILO-OSH 2001,
• Based on the OSHA Act 1994,
• Has five main elements of Deming Wheel (PDCA),
• These elements are namely;
i. Policy,
ii. Organizing,
iii. Planning and implementation,
iv. Evaluation, and
v. Action for improvement
5 Main Elements of OSH MS

Continual
Improvement

Policy

Organizing
Action
For
Improvement
Planning &
Implementation

Evaluation
 An OHSMS System Model

OHSMS such as ILO & OHSAS 18000 are based on the

Quality Management System components of Plan, Do, Check
and Act (PDCA)

INPUTS PLAN DO POLICY OBJECTIVES

VISION Identify Hazards Enforce Procedure

HAZARDS Make Arrangements Supervise Safe & healthy
LEGISLATION Assign Responsibility Respond Emergency Workers
THIRD PARTY INPUTS Arrange resources Train Productivity
Communicate Organisation Image
ETC

CHECK
ACT
Monitor
Corrective Action Surveillance
Review Inspect
Improve Investigate
Audit
Record & Analyse
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 Detail Breakdown of MS 1722:2003 Elements

Elements Section Sub-elements

1. Policy 3.1.1 Occupational safety and health policy

3.1.2 Employee participation

2. Organising 3.2.1 Responsibility and accountability

3.2.2 Competence and training

3.2.3 Occupational safety and health management system documentation

3.2.4 Communication

3. Planning 3.3.1 Initial review

and
 3.2.2 Competence and training

3.2.3 Occupational safety and health management system documentation

Elements 3.2.4
Section Communication Sub-elements

1. Policy 3.1.1 Occupational safety and health policy

3. Planning 3.3.1 Initial review
and
implementation 3.1.2 Employee participation
3.3.2 System planning, development and implementation

2. Organising 3.2.1 Responsibility and accountability

3.3.3 Occupational safety and health objectives

3.2.2 Competence and training

3.3.4 Hazard prevention

3.2.3 Occupational safety and health management system documentation

4. Evaluation 3.4.1 Performance monitoring and measurement

3.2.4 Communication
3.4.2 Investigation of work-related injuries, disabilities, ill health, diseases
and near misses, and their impact on safety and health performance
3. Planning 3.3.1 Initial review
3.4.3 Audit
and
implementation
3.3.2 System planning, development and implementation
3.4.4 Management review

3.3.3 Occupational safety and health objectives

5. Action for 3.5.1 Preventive and corrective action
improvement
3.3.4 Hazard prevention
 3.4.2 Investigation of work-related injuries, disabilities, ill health, diseases
and near misses, and their impact on safety and health performance
3.4.3 Audit

3.4.4 Management review

Elements Section Sub-elements

1.5.Policy
Action for 3.1.1
3.5.1 Occupational
Preventive safety
and and health
corrective actionpolicy
improvement
3.1.2
3.5.2 Employeeimprovement
Continual participation

2. Organising 3.2.1 Responsibility and accountability

3.2.2 Competence and training

3.2.3 Occupational safety and health management system documentation

3.2.4 Communication

3. Planning 3.3.1 Initial review

and
implementation
3.3.2 System planning, development and implementation

3.3.3 Occupational safety and health objectives

3.3.4 Hazard prevention

 Main Components:
OHSAS 18001: ILO-OSH 2001:
1. OH&S Policy 1. Policy
2. Planning 2. Organizing
3. Implementation and 3. Planning and
Operation Implementation
4. Checking and Corrective 4. Evaluation
Action 5. Action for Improvement
5. Management Review

35
 Continual
improvement

OH&S
Management policy
review

Checking and Planning

corrective action

Implementation
and operation

OHSAS 18001 Management System Model

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 ILO OSH Management System Model
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TEST QUESTIONS
 An employer, in consultation with workers and their
representatives, should have a written OSH policy.
 a) List the basic requirement to be considered when writing
the policy
 b) List the common assurance statements on protection,
compliance, participation and improvement which are normally
considered in the body of the Safety Policy

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OSH Component; 1. Policy
Main Components:

1. OSH Policy
2. Workers Participation

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A. OSH Policy
1.The employer, in consultation with workers and their
representatives, should have a written OSH policy, which
should be:

1. specific to the organisation;

2. concise, clearly written, dated and effective;
3. communicated and readily accessible;
4. reviewed for continuing suitability; and
5. available to relevant external interested parties.

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 A. OSH Policy
2.The OSH policy should include the assurance statement
protection, compliance, participation and improvement:
1. protecting the safety and health of all members of the organisation
2. complying with relevant OSH national laws and regulations
3. workers and their representatives are consulted
4. workers and their representatives are encouraged to participate
5. continually improving the performance of the OSH management
system

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A. OSH Policy
3. Worker Participation
Ensure that workers and their safety and health
representatives:
1. participate;
2. are consulted, informed and trained.
3. have the time and resources to actively participate; and
4. establish a safety and health committee.

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Example of Safety Policy
 OSH Component; 2. Organizing
Main ComponentS:

1. Responsibility & Accountability

2. Competency and Training
3. OSH-MS Documentation &
Records
4. Communication

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B.ORGANISING:
i. Responsibility and Accountability
1.The employer should have overall responsibility for the
protection of workers’ safety and health.
2. Senior management should be appointed with
responsibility, accountability and authority for:
 development, implementation, periodic review and evaluation
of the OSH management system;
 periodic reporting to the senior management on the
performance of the OSH management system; and
 promoting the participation of all members of the
organisation.

45
B. ORGANISING:
i. Responsibility and Accountability
2. Structures and processes should be established which:
1. ensure that OSH is a line-management responsibility;
2. define and communicate responsibility, accountability and authority;
3. provide effective supervision;
4. promote cooperation and communication;
5. fulfil the principles of OSH management systems;
6. establish and implement a clear OSH policy;

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 B. ORGANISING:
i. Responsibility and Accountability

2. Structures and processes should be established which:

g) establish effective arrangements to identify and eliminate or control
work-related hazards and risks, and promote health at work;
h) establish prevention and health promotion programs;
i) ensure full participation of workers and their representatives;
j) provide resources;
k) full participation of workers and their representatives.

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B. Organising: ii. Competence and Training
1. Competence requirements should be defined by the employer.
2. The employer should have sufficient OSH competence.
3. Training programs should:
◦ cover all members of the organisation;
◦ be conducted by competent persons;
◦ provide effective and timely initial and refresher training;
◦ include participants’ evaluation of their comprehension and
retention of the training;
◦ be reviewed periodically;
◦ be documented;
4. Training should be provided to all participants at no cost and
should take place during working hours.
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B. Organising: iii. OSH Mgmt System
Documentation

1. OSH management system should include:

◦ OSH policy and objectives;
◦ OSH management roles and responsibilities;
◦ significant OSH hazards/risks arising from the organisation’s activities; and
◦ arrangements, procedures, instructions or other internal documents.
2. OSH management system should be:
◦ clearly written; and
◦ periodically reviewed.
3. OSH records should be:
◦ established, managed and maintained locally; and
◦ identifiable, traceable, and retention times specified.
4. Workers have access to records relevant to their working
environment and health.
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B. Organising:iv. Communication

 Arrangements and procedures established and maintained for:

◦ receiving, documenting and responding appropriately to internal and
external communications related to OSH;
◦ internal communication;
◦ concerns, ideas and inputs of workers and their representatives are
received, considered and responded to.

50
OSH Component; 3. Planning and
Implementation
Main Components:

1. Initial Review
2. System Planning, Development &
Implementation
3. OSH Objectives
4. Hazards Prevention
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C. Implementing: i. Initial Review
1. OSH management system should be evaluated by an initial review.
2. Initial review should:
◦ identify the current applicable national laws and regulations;
◦ identify, anticipate and assess hazards and risks to safety and health;
◦ determine whether planned or existing controls are adequate; and
◦ analyse the data provided from workers’ health surveillance.
3. Result of the initial review should:
◦ be documented;
◦ become the basis for making decisions regarding the system; and
◦ provide a baseline from which continual improvement can be
measured.

52
C. Implementing: ii. System Planning,
Development and Implementation

1. The purpose of planning should be to create an OSH management system that

supports:
 as the minimum, compliance with national laws and regulations;
 the elements of the organisation’s OSH management system; and
 continual improvement in OSH performance.
2. Adequate and appropriate OSH planning arrangements should include:
 clear definition, priority setting and quantification of OSH objectives;
 preparation of a plan for achieving each objective;
 selection of measurement criteria for confirming that the objectives are
achieved; and
 provision of adequate resources.

53
C. Implementing: iii. OSH Objectives

Should be:
◦ specific to the organisation;
◦ consistent with the relevant and applicable national laws and
regulations;
◦ focused towards continual improvement;
◦ realistic and achievable;
◦ documented, and communicated; and
◦ periodically evaluated.

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C. Implementation: iv. Hazard Prevention
1. Prevention and Control Measures

Hazards and risks to workers’ safety and health should be

identified and assessed on an ongoing basis. Preventive and
protective measures should be implemented in the following
order of priority:
1. eliminate the hazard/risk;
2. control the hazard/risk at source;
3. minimize the hazard/risk by the design of safe work systems;
and
4. where residual hazards/risks remain the employer should
provide PPE.

55
C. Implementation: iv. Hazard Prevention
1. Prevention and Control Measures

Hazard Prevention and Control Procedures should:

◦ be adapted to the hazards and risks;
◦ be reviewed and modified;
◦ comply with national laws and regulations; and
◦ consider the current state of knowledge.

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C. Implementation: iv. Hazard Prevention
2. Management of Change

The impact on OSH of internal changes (such as those in staffing or

due to new processes, working procedures, organisational structures
or acquisitions) and of external changes (e.g. as a result of
amendments of national laws and regulations, organisational mergers,
and developments in OSH knowledge and technology) should be
evaluated and appropriate preventive steps taken prior to the
introduction of changes.

57
C. Implementation: iv. Hazard Prevention
2. Management of Change

 A workplace hazard identification and risk assessment should

be carried out before any modification or introduction of
new work methods, materials, processes or machinery. Such
assessment should be done in consultation with and involving
workers and their representatives, and the safety and health
committee, where appropriate.
 The implementation of a “” should ensure that all affected
members of decision to change the organisation are properly
informed and trained.

58
C. Implementation: iv. Hazard Prevention
3. Emergency Prevention, Preparedness and Response

Emergency prevention, preparedness and response

arrangements should be established and
maintained. They should:
1. ensure that the necessary information, internal
communication is coordinated and provided to protect all
people;
2. provide information to, and communication with, the
relevant competent authorities;
3. address first-aid and medical assistance, fire fighting and
evacuation of all people at the worksite; and
4. provide relevant information and training to all members
of the organisation.
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C. Implementation: iv. Hazard Prevention
4. Procurement

Procedures should be established and maintained to

ensure that:
1. compliance with safety and health requirements for the
organisation is identified,
2. national laws and regulations and the organisation’s own OSH
requirements are identified; and
3. arrangements are made to achieve conformance.

60
C. Implementation: iv. Hazard Prevention
5. Contracting

Arrangements for contractors working on site should:

1. include OSH criteria in procedures for evaluating and selecting
contractors;
2. establish effective ongoing communication and coordination
between appropriate levels of the organisation and the
contractor;
3. include arrangements for reporting of work-related injuries, ill
health, diseases and incidents among the contractors;
4. provide relevant workplace safety and health hazard awareness
and training to contractors;
5. regularly monitor OSH performance of contractor activities;
and
6. ensure that on-site OSH procedures and arrangements are
followed by the contractor(s).

61
OSH Component; 4. Evaluation
MAIN COMPONENT:
1. Performance monitoring.
2. Investigation of work-related injuries, ill health,
diseases & Incidents.
3. Audit.
4. Management improvement.

62
D. Evaluation: i. Performance Monitoring and
Measurement
1. Procedures to monitor, measure and record OSH performance
on a regular basis should be developed, established and
periodically reviewed.
2. The selection of performance indicators should be according to
the size and nature of activity of the organisation and the OSH
objectives.
3. Both qualitative and quantitative measures appropriate to the
needs of the organisation should be considered. These should:
 be based on the organisation’s identified hazards and risks;
and
 support the organisation’s evaluation process.
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D, Evaluation: ii. Investigation of Work-Related
Injuries, Ill Health, Diseases and Incidents, and their
Impact on Safety and Health Performance

1. The investigation of the origin and underlying causes of

work-related injuries, ill health, diseases and incidents
should identify any failures in the OSH management
system documented.
2. Investigations to be carried out by competent persons.
3. Results of investigations to be communicated to the
safety and health committee, and appropriate persons
for corrective action.
4. Corrective action should be implemented in order to
avoid repetition.

64
D. Evaluation: iii. Audit

1. Periodic audits are to be established.

2. Audit policy and program to be developed.
3. Audit to include an evaluation of the organization’s OSH
management system elements:

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D. Evaluation: iv. Management Review

1. Evaluate the overall strategy of the OSH management

system;
2. Evaluate the OSH management system’s ability to meet
the overall needs of the organisation;
3. Evaluate the need for changes to the OSH management
system;
4. Identify what action is necessary to remedy any
deficiencies in a timely manner;
5. Provide feedback direction;
6. Evaluate progress towards the organisation’s OSH
objectives and corrective action activities; and
7. Evaluate the effectiveness of follow-up actions from
earlier management reviews.
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E. Action for Improvement
Preventive and Corrective Action

Arrangements should be established and maintained for

preventive and corrective action resulting from OSH
management system performance monitoring and
measurement, audits and management reviews. These
arrangements should include:
◦ identifying and analysing the root causes of any non-conformities;
◦ initiating, planning, implementing, checking the effectiveness of and
documenting corrective and preventive action.

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Continual Improvement

Arrangements should be established and maintained for the

continual improvement of the relevant elements of the OSH
management system and the system as a whole.

68
 These Arrangements Should Take into
Account:

◦ the OSH objectives of the organization;

◦ the results of hazard and risk identifications and assessments;
◦ the results of performance monitoring and measurements;
◦ the investigation of work-related injuries, diseases, ill health and incidents,
and the results and recommendations of audits;
◦ the outcomes of the management review;
◦ the recommendations for improvement from all members of the
organisation, including the safety and health committee;
◦ changes in national laws and regulations;
◦ new relevant information; and
◦ the results of health protection and promotion programs

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Effective Management of OSH
1. There is strong management commitment
2. Established Policy, Plan and Procedures
3. The of Consultations
4. Practice of HIRARC ( Hazard Identification and Risk
Assessment and Risk Controls)
5. Provide trainings

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Summary
1. A system is a set of components that work together for a certain
purpose
2. In an OSH Management System the input for the system is
workplace hazards, legislation and expectations of others
3. The parts of OHSMS are plans, implementation, operations,
monitoring and corrective action
4. The objective or purpose of an OHSMS such as ILO-OHS 2001
or OHSAS 18001 is:
ensuring the welfare safety and health of workers and compliance with
regulations.

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