Q24. How do we format a work procedure?

The layout format for a work procedure can be modified to suit your own circumstances but the example below is a good starting point where no format is currently available.

Procedure elements

Purpose and Scope

Outlines the primary purpose of the document and should be short and concise.

Definitions

Any abbreviations, acronyms and terms used in the procedure that might cause confusion and require clarification should be defined here.

Responsibilities

Defines the responsibilities for each person involved in the procedure, to be indicated by job position.

Personal

Protective

Equipment

Provides specific details of the personal protective equipment (PPE) required for the procedure.

Procedure -Preparatory

Actions

Provides specific details on any actions to be carried out before the procedure itself. Including the requirement for a toolbox talk, completing a permit-to-work form, organisation and cleaning of work areas or safety precautions and other appropriate planning or preparatory actions.

Procedure -Process

Provides a specific workflow on the actions to be carried out during the procedure. Actions should be described in the correct sequence of steps, relevant to areas in which they occur and be in sufficient detail so that the purpose of the procedure can be easily understood and followed. The use of explanatory photographs or even embedded video (in more advanced electronic systems) also should be considered.

Records

Provides information on what records are generated from this procedure - for example, a completed permit-to-work form, attendance sheet or completed checklist.

The most suitable format for your own organisation is the one that most closely reflects your own requirements.

Q25. What are management procedures?

Management procedures are a useful tool to define in general terms the processes and practices that an organisation subscribes to across its operations. They can be defined as: "corporate documents designed to provide basic information on how an organisation implements specific safety management functions by outlining minimum standards, general guidance and best practice adopted by the organisation which are most appropriate for that specific function".

Management procedures sit below corporate documents such as policy statements and vision and mission statements, but above local operational work procedures for which they form the basis.

Q26. How do we document management procedures?

If management procedures are adopted, the size and scope of work of your organisation is critical in deciding how these are to be defined and documented within your safety management system (SMS).

In the example below, to keep things simple, only four main headings have been used to define management procedures (with a simple numbering system), but other variations are possible depending on your own organisation's requirements and preferences. The sample comments in italics describe the type of content that could be included in these individual management procedures.

MP-1 Organisation

• MP-101 Policy and Objectives - Specify the organisation's current policy statements and corporate safety objectives.

• MP-102 Responsibility - Reference where job descriptions can be found and what job descriptions should define in detail for all responsibilities and accountabilities, including health and safety duties. Include organisation charts to illustrate the organisational structure at corporate and department levels with clear reporting lines, etc.

• MP-103 Competence and Training - Specify minimum competence and training requirements for employees / minimum standards or accreditations for defined safety courses and for safety training providers. Define how training and refresher training will be tracked. Define the requirement and minimum standards for third party competent persons, etc.

• MP-104 Documentation and Document Control - Outline how safety management documentation is to be managed. Define responsibility for document management. Detail minimum standards and requirements for the organisation's internal and external safety management documentation, etc.

• MP-105 Safety Communications - Define the safety communications regime within the organisation, such as management and employee meeting requirements, safety and health promotion campaigns, safety representatives, new employee safety induction process, safety signage policy and implementation, etc.

MP-2 Hazard Prevention

• MP-201 Emergency Response - Outline the organisation's emergency response plans. Define what legal requirements must be complied with. Define responsibilities and training requirements within emergency planning. Outline resources available. Define drills, etc.

• MP-202 Health and Safety Plans - Define what plans are used within the organisation, such as project plans, operational plans, etc. Define minimum plan requirements / responsibilities for development and maintenance of plans, etc.

• MP-203 Personal Protective Equipment (PPE) and Respiratory Protective Equipment (RPE) -Define requirements for the use of PPE and RPE / standards that equipment must be manufactured to / training, maintenance and inspection requirements, etc.

• MP-204 Management of Change (MoC) - Define what processes the MoC procedure applies to and how the MoC process is to be managed. Define responsibilities for MoC, etc.

• MP-205 Risk Management - Outline what risk management systems are in place. Define the risk matrix used for quantifying risk. Outline what systems are to be used for assessing risk, such as job safety analysis or other methods. Define hierarchy of controls to be used. Define whether hazard register is used, etc.

Section MP-2 can be expanded by detailing additional hazard prevention processes that your organisation finds suitable, such as planned preventive maintenance.

MP-3 Safe Work Practices

• MP-301 Permit-to-Work (PTW) - Define what activities are covered under the permit-to-work system. Outline how the system works. Define responsibilities for PTW. Specify minimum training requirements for persons undertaking PTW activities, etc.

Section MP-3 can be expanded on by detailing the safe work practices that the organisation carries out and which are relevant to it as a risk reduction measure.

MP-4 Evaluation and Improvement

• MP-401 Accident Investigation - Define the procedure for accident investigations. Define responsibilities and training requirements /investigation team composition, etc.

• MP-402 Incident Reporting - Outline the systems to be used to define what accidents and incidents are reported internally and are legally reportable to the authorities for incident and accident statistics.

• MP-403 Preventative and Corrective Actions - Define the system for generating, tracking and managing corrective actions. Define responsibilities for managing corrective actions, etc.

• MP-404 Audit and Review - Define the system in place for internal and external auditing and inspections within the organisation. Define system in place for auditing of external contractors, etc.

 
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