Evaluate and maintain a work area WHS management system

1. PRESENTATION OBJECTIVES
At the close of this presentation you will be able to
• 4.1 Develop and provide a WHS induction and training program for all
workers as part of the organisation’s training program
• 4.2 Use a system for WHS recordkeeping to allow identification of
patterns of occupational injury and disease in the organisation, and to
maintain a record of WHS decisions made, including reasons for the
decision
• 4.3 Measure and evaluate the WHSMS in line with the organisation’s
quality systems framework
• 4.4 Develop and implement improvements to the WHSMS to achieve
organisational WHS objectives
• 4.5 Ensure compliance with the WHS legislative framework so that, as
a minimum, WHS legal requirements are achieved

2. DEVELOP AND PROVIDE A WHS
INDUCTION AND TRAINING PROGRAM
As with any type of training, program design should follow
accepted principles of adult education, taking into
consideration four general components:
• motivation,
• transfer of information,
• opportunities to practice new skills, and
• demonstration of competence.

3. CONDUCTING A TRAINING NEEDS
ANALYSIS (TNA)
A training needs analysis will address the following types of
questions:
1) What are the needs of the business?
2) Who needs to be trained / inducted?
3) What gaps exist between what the organisation needs and
has?
4) What instructional content should be covered?
5) What training methods will be most effective?
6) How will understanding and competence be evaluated?
7) How long will the training / induction sessions take?
8) How will training / inductions be scheduled and administered?

4. TYPES OF TRAINING
Enterprise-based
delivery
Provider-based delivery Combination
Usually performed in-
house by a trainer with
the experience to deliver
the required training.
One form of outsourced
training includes sending
trainees to a registered
training organisation or
placing the trainee on an
apprenticeship/ traineeship.
It might also be possible to
bring a trainer/consultant
into the workplace to
conduct training.
An effective training course may
require the use of both internal
and external experts and
trainers. It is common for
internal trainers to have
experience and knowledge on
how tasks/processes are done
within the organisation, and
external trainers could provide
government accredited training
that provides more formal and
generic knowledge and theory
that can be used across a range
of organisations.

5. • Various Acts and Regulations specify requirements for collecting,
keeping and providing certain types of work health and safety
information and records.
• The Work Health and Safety Act and the Regulations requires
PCBU’s, workers, contractors and other duty holders to maintain
records and other such information for specified periods of time
and the required information relating to a specific hazard i.e.
hazardous substances.
• There are also legal requirements for other ‘duty holders’ such as
manufacturers and importers to provide information on their
products to the end user.
WHS RECORD KEEPING REQUIREMENTS

6. • Adequate recording of the work health and safety risk management
process will help you to demonstrate that you have been actively
working to ensure work health and safety, should you need to prove
this.
• Keeping records will also help you keep track of what you have done
and are planning to do. This is likely to maximize the effective of the
process.
• Your records should show that the process has been conducted
properly and include information about the hazards and associated
risks at your workplace.
• The detail and extent of recording will depend on the size of your
workplace and the potential for major work health and safety issues.
WHS RECORD KEEPING REQUIREMENTS

7. WHS RECORD KEEPING REQUIREMENTS
Types of WHS Records
 Sickness absence records
 Workers’ individual histories of
exposure (to certain substances)
 Rehabilitation information
 Workers compensation records
 Performance appraisal and training
records
 Audit and inspection reports to identify
faulty equipment
 Workplace environmental monitoring
records to identify increases in
emissions, variances in exposure or
changes that impact on the
organisations operations.
 Safety Data Sheets (SDS)
 Consultation e.g. Meetings of health &
safety committees, work group meeting
agendas including WHS items and
actions
 Induction, instruction and training
 Manufacturers' and suppliers'
information including dangerous goods
storage lists
 Hazardous substance registers
 Plant and equipment maintenance and
testing reports
 Workers compensation and
rehabilitation records
 First aid/medical post records

8. WHS records should include information on:
• how the hazards at your workplace were identified,
• how the risks associated with workplace hazards were
assessed,
• how control measures to manage exposure to the
risks were decided,
• how control measures were implemented,
• how the effectiveness of the measures were
monitored and reviewed, and
• what checklists and worksheets were used when
working through the WHS risk management process.
WHS RECORD KEEPING REQUIREMENTS

9. INFORMATION ACCESS
HSRs are permitted to have access to information
the employer may possess on:
• actual or potential hazards at the workplace:
• the conduct or the undertaking of the
employer;
• the plant or substances used for the purpose of
that undertaking.

10. WHSMS SOFTWARE
Software packages that assist with managing and maintaining an
effective WHSMS include:
• EasyOHS
• Qudos
• Figtree
• Maus HSS bundle
• InControl
• Head Start OHS Monitoring Software
Attributes of these software packages include, reporting, incident
recording, record keeping, trend analysis, LTIFR or classifications of
injury, budgeting, signage and printing and much more.

11. MONITORING AND REVIEWING WHSMS
PROCEDURES
There are many methods that can be used to monitor and review
procedures and these should be considered part of your management
plan. You can complete:
• Self-assessments
• Physical inspections
• Checking and monitoring success of actions
• Audit and reassessment of risk to achieving objectives; and
• Key dates, time frames and deadlines should be set for
communicating, monitoring, reporting and review.

12. • The use of key performance indicators (KPIs) aligned with
operational goals work to ensure that the performance of
the organisation’s processes are measured.
• Key performance indicators must be quantifiable and
agreed upon to reflect the success of the organisation.
• They are used to provide performance goals to staff, and to
set realistic improvement targets.
USING KPIS TO MEASURE WHSMS
PERFORMANCE

13. USING KPIS TO IMPROVE WHSMS
PERFORMANCE
Quality improvement and key performance indicators aimed at
improving an WHS system should address ways in which:
• To improve productivity without putting employees at risk
• To define area(s) in which an organisation needs to improve
• To minimise risk
• Improve training and the attendance of training
• Reducing time lost due to incidents. i.e. improving rehabilitation

14. There are 5 main elements within a WHSMS that can be focussed on
for improvement:
1. Policy - Make sure that your system is aimed at WHS
improvement and ensuring that your organisation complies with
legislative policy.
2. Planning - The effective management of WHS requires that the
roles, responsibilities, accountabilities and authority of all staff
are defined in the organisations policy and procedures and job
descriptions. These responsibilities may require:
3. WHS legal and other obligations - Hazard identification, risk
assessment and control, WHS Policies aimed at the continuous
improvement of WHS processes.
IMPROVING ELEMENTS OF A WHSMS

15. 4. Implementation - WHS policies, procedures, objectives, targets, roles
and responsibilities should be implemented through rigorous document
and data control, including:
• Version control
• Staff referencing
• WHS policies and procedure manuals
• Managing hazards
• Defining requirements for contractors and suppliers; and
• Developing an appropriate emergency response capability.
5. Measurements and evaluation - Procedures relating to Inspection,
testing and monitoring including:
• Performance measurement
• Both internal and external auditing
• Incident investigation and external reporting
• Records demonstrating compliance
• Management review and implementation
• Corrective actions used to ensure that the same WHS issue
does not arise.
IMPROVING ELEMENTS OF A WHSMS

16. Employers have a “duty of care” to provide a safe work place and
systems of work in consultation with their team and to keep their
team informed about changes in WHS legislation.
The objective of the WHS Act (2011) is to ensure that a safe
workplace is created free form risk or illness or injury. For that end,
compliance must be demonstrated in regards to:
• A Safety Management System
• Responsibilities and Accountabilities
• Consultation
• Risk Management
• Information, instructions and training
• Managing injuries
• Record-keeping
• Monitoring, review and improvement
• Resource management
• Corporate risk
ENSURING COMPLIANCE

17. PRESENTATION SUMMARY
Now that you have completed this presentation you will be able to
• 4.1 Develop and provide a WHS induction and training program for all
workers as part of the organisation’s training program
• 4.2 Use a system for WHS recordkeeping to allow identification of
patterns of occupational injury and disease in the organisation, and to
maintain a record of WHS decisions made, including reasons for the
decision
• 4.3 Measure and evaluate the WHSMS in line with the organisation’s
quality systems framework
• 4.4 Develop and implement improvements to the WHSMS to achieve
organisational WHS objectives
• 4.5 Ensure compliance with the WHS legislative framework so that, as
a minimum, WHS legal requirements are achieved