Occupational Safety and Health( KAS3501 )

Year 3 6th Sem Group 15

Presentation Date : 6th May 2015

1

No. Matric Name

UK29663 MUHAMMAD ALIFF BIN ZOLKARNAIN

UK29532 CHEW SHI YIN

UK29536 WAN NUR ADILA HUDA BT WAN BAKHRI

UK29547 NURUL HAFIZAH BT MOHD AFINDI

UK29743 NAZATUL SHAHIRA BT ABU BAKAR

SAFETY AUDIT AT

WORKPLACE

• Workplace safety audit is one of the critical inspection of a systematic organization to minimize the loss cause by any accident.

• Most of the company done this audit periodically as they think that it is additional cost.

• Currently, there is no standard guidelines for occupational safety and health management system for audit, hence, company are allowed to follow the system which is ready made or build their own system.

INTRODUCTION

To inform the company• How well it is performing in H&S• Whether managers and others are meeting the

standards which the company has set itself-• Whether the company is complying with the H&S

laws which affect its business With the view that the company making any improvements identified as necessary from this information.

OBJECTIVE

• Technical and process audit-review on the design, development and operation of the company to make sure that it fulfill all the legislation and rules

• Hazard specific audit-to make sure that the company fulfill all the need of legislation on a hazard

• Management audit-review whether it compliances to the company’s objective

TYPE OF AUDIT

• Operation audit-carried out on operations, for examples: suitability of the safety procedure

• System audit-Link the safety procedure with the standard/ act/ rules

• Strategy audit-evaluate the current strategy and program of the company about Occupational Safety and Health

ROLE OF SECURITY AUDIT MANAGEMENT SYSTEM OF

OCCUPATIONAL SAFETY AND HEALTH

ROLE OF SECURITY AUDIT MANAGEMENT SYSTEM OF OCCUPATIONAL SAFETY AND HEALTH

Audit role from an early assessment of the status of occupational safety and health at work is carried out in stages until the results of measurement of achievement to see the strengths and weaknesses of the implemented system.

Audit is not only related with the overall information management system but also the relationship of control over the implementation and maintenance of the system.

External Factors Internal Factors

Reassessment of Early and Periodic

status

OSHA’s Policy

Organization

Plan & Implementation

Performance Measure of OSHA

Audit

Control relationshipsExternal Factors

Security audit role in safety management systems and occupational health according to HS (G) 65

Safety and health management systems and occupational health according to BS EN ISO 14001 approach

Audit

Initial status review

OSHA’s Policy

Planning

Implementation & Operations

Management check

Checking & Corrective

Action

Continuous Improvement

Through the audit, the employer and the management can systematically obtain information:

The initial status information management systems H&S in the workplace.

For a place that has never perform any safety audit, the first audit was conducted to evaluate compliance with legal provisions, standards, practices and safe work procedures. Audits also provide an assessment of the efficiency and effectiveness of the use of existing resources. Status information early in the workplace can be used as a baseline position safety and health management system in the workplace. The audit of the information management also can assess and design policies, organization and management arrangements required in the safety and health at work.

Provide current status information management system performance H&S

For workplaces that already have H&S management system is running, the audit should be done on a regular basis in addition to other routine monitoring methods. At this stage of the audit carried out for:

Determine whether management systems H&S that is, able to achieve the performance standards required H&S (for example, legislative, standards, good practices and so on); Determine the strengths and weaknesses of the management systems H&S; and Determine whether the organization really has to do and achieve anything planned.

The audit serves to examine, evaluate, inform, monitor and improve the achievement levels of safety and health management system in the workplace on an ongoing basis.Continuous audit process suggests that an increase in safety and health at work is an ongoing activity.The first audit was not possible to identify all weaknesses and shortcomings. It requires two subsequent audits.This is because employees, machines, processes and the environment is constantly changing and changing. Change and these changes will affect the performance of the elements of safety management and occupational health.Thus, the audit should also be conducted on a regular basis in accordance with the exchange and change.

COMMITMENT OF EMPLOYERS,DEVELOP THE AUDIT SYSTEM,

PLANNING AND MANAGEMENT OF AUDIT

Commitment of Employers

Decide that audit is an important element in the management system of

K&K

The employer must ensure that the freedom of audit process is always

protected, either it is internal or external audit

What is proposed in the audit must be performed as soon as possible even

though it had no legislative impact

Informing to an employees that the audit is not to finding the

faults and weaknesses of anyone but looking the ways to improve

safety and health in the workplace. Employees must

provide full of cooperation to the auditor.

The first step in the process of developing a audit system is to determine the audit policy. To create the policy, which some of issues need to be considered.

Develop the audit system

The scope and objectives of the audit

Procedures and standards to be used

Who is going to perform

Audit program

Format of audit reports and forecasts to take action against the audit findings

• When this issue was considered, then the decision can be made whether to use the audit package or develop their own audit system for the organisation.

• Audit system chosen should be the latest best practices and appropriate to the nature and complexity of the organisation

• The issue of the scope and objectives of the audit were to be the main determinant of future consideration of the issues.

• The scope of the audit is usually determined by the auditee because they require auditing.

• For example, conducted the audit for certification purposes or to evaluate the safety and health status of the system, plant, machinery and so on.

• However, the selection of audit elements, audit areas and audit activities is made with the head auditor.

The organisation who will carry out an audit must appoint an audit manager which consists of skilled staff in planning and managing audit.

Planning and Management of Audit

The manager is responsible in

Overall organisational audit program

determine the auditors (internal

or external auditor)

obtain necessary approvals for the audit

program

make and ask for the necessary

financial requirements

Usually audit is determined by the factors such as the characteristic of hazard, risk level, legislative requirements, previous practice and etc. Organisations that choose the external audit-external auditor will involve in planning and management audit Organisations that choose the internal audit- audit manager should conduct the audit itself in the overall audit plan

Planning to carry out the internal audit :

Planned the audit program; including the audit schedule and the schedule of activities in the audit.

Confirm the program with the employer and its auditor team

Identifying the necessary documents (laws, standards, guidelines, reports, etc.)

Collect the information from the checklists, questionnaires and forms.

Ensure that all confidential information are safely controlled

ORGANISING AUDIT, AUDIT SCHEDULE, AUDITING PROCESS

• The next step after audit has been planned.• If external audit is used, all plans made in

organisational level must be informed to external auditor.

• Communication between organisation and external auditor must be limited to organisation audit manager, to ensure the audit can be carried out smoothly.

• Among things that need to be organised are magnitude and behaviour of audit, terms of reference and audit schedule

Organising Audit

Magnitude and behaviour of audit:• Scope; some or the entire organisation,

specific activities, issues etc• Objective; by looking at the achievement

status or verify whether the organisation comply to the legislative need or not.

• The need for skilled manpower.• Auditor; internal or external.

• Auditing process involves time of auditor and auditee.

• To ensure smoothness of the process, both parties must consent to organise and set a schedule, which include:

1. Audit time duration2. Start and end time of audit3. Interview, visit, examination and outcome

presentation schedule

Audit Schedule

Terms of Reference• Must be clear and agreed by auditor and the auditee. • Comprises objectives and scopes of audit, audit

report form, and those who will receive copies of the report.

Auditor Requirements• Completed Workplace Heath and Safety (WHS)

management system auditor training• Must have WHS qualifications and/or relevant WHS

work experience.• It is preferred that the auditors also have suitable

experience and knowledge of WHS systems and the work environment being audited.

• Must be competent person– For external audit this is not a problem as the auditor has

the qualification certificate– For internal audit, the auditor must be as competent as

external auditor.

Internal Auditor

• Must be given competency training adequately.

• Must be trained in WHS and auditing field.• Follow auditor course handled by ISO or any

relevant authorities. • Must have special technical skills in the case of

auditing technical system or process.

• Involves 3 main steps:1. Audit meeting2. Document examination3. Workplace activity and site visit

Auditing Process

Audit Protocol• The date and scope of the audit is to be notified in

writing to the Manager of Unit 1 month prior to the scheduled audit commencing

• An initial meeting with the management and key personnel (e.g Workplace Advisory Committee Chair) of the Unit to be conducted prior to the audit

• The audit is conducted over a 5-day period, however subject to change depending on the size of audited area

• The audit is conducted by WHS Unit which may involve interviews, documentation review and/or physical inspection of areas as determined from the scope

• An audit close-out meeting will be held which provides preliminary findings and a thank you for the opportunity to audit and the official closing of the audit week

• A draft audit report is prepared by the lead auditor utilising database audit report template which outlines the recommendations for improvement in areas found to be deficient

• The draft audit report is sent to the Manager and WAC representative for consultation

• After consultation period, the final report is sent to the management of the area

COLLECTING, ANALYZING,

AND INTERPRETING AUDIT DATA

a. Interview b. Questionnaires c. Observations d. Checklist e. Confirmation f. Review documents, records and work processes

Methods of collecting data.

• Audit data can be in quantitative and qualitative• The best audit data is in quantitative because it

provide informations based on the objectives and easy for making comparisons when needed.

• Qualitative data is exposed to various interpretations as it contains subjective elements.

SAFETY AUDIT

COMPARISON APPROACH

STATISTIC APPROACH

COMPLIANCE APPROACH

OBJECTIVES APPROACH

Analyzing and interpreting audit data

• COMPARISON APPROACHAn approach when analyzing subjective characteristics which have no standards and are used universally.• STATISTIC APPROACHAn approach which frequently used by auditor. This approach use numeric data and statistic such as accidents frequency, treachery and others.• COMPLIANCE APPROACHCompliance with the requirements of an Act, Standard Rules and Safety Work Procedures.• OBJECTIVE APPROACHAnalyzing audit based on the objectives.

Reporting the auditBS8800 proposes 3 types of audit reports must be provided.1) Early reponsesShort meeting at the end of each data collecting phase.

2) Draft reportA draft audit report for final checking by the managers.

3) Final report

Final report consists of- Scops and objectives of the audit- Details of the audit plan- Name lists of the audit team- Audit dates- Reference documents that has been used for

auditing- Non-compliance observations- Weaknesses and strengths of the matter that being

audited.- Proposed repair actions for the weaknesses

Action on audit reports

• Spreading the final report

• Make a plan of action

• Monitor the action taken.

• Videohttps://www.youtube.com/watch?v=_qp29Kign58

• References Ismail Bahari. (2006). Pengurusan Keselamatan dan Kesihatan Pekerjaan (2nd Edition). McGraw-Hill. Kuala Lumpur

THANK YOU