In the previous module “Exploring Nova Scotia`s OHS Legislative Structure” we coached in understanding the Occupational Health and Safety Legislative Structure in Nova Scotia. This module “Improving Safety Outcomes and Legislative Compliance through a Health & Safety Management System” discusses how to move forward through the development, implementation and monitoring of an OH&S Management System.

1. Labour and Advanced Education
Improving Safety Outcomes and
Legislative Compliance through a
Health & Safety Management
System

2. Introduction
• In the previous module “Exploring Nova Scotia`s OHS
Legislative Structure” we coached in understanding the
Occupational Health and Safety Legislative Structure in
Nova Scotia.
• This module “Improving Safety Outcomes and
Legislative Compliance through a Health & Safety
Management System” discusses how to move forward
through the development, implementation and monitoring
of an OH&S Management System.

3. Objectives
1. Introduce the concept of “Health & Safety Management
Systems”
2. Identify workplace safety inputs/outputs
3. Introduce the concept of “continuous improvement” as a
driver for positive safety outcomes
4. Link the IRS and effective Health & Safety Management
Systems

4. The Organization as an Open
System
• All organizations are made up of interrelated
parts….therefore they are systems

5. Human
Resources/
Administration
Policies &
Procedures
Procurement
Provision of
Care
Clients and
Staff
Safety

6. The Organization as an Open
System
• Every system has inputs and
outputs…….regardless of healthcare sector
• All systems rely on feedback to determine how
well they are performing

7. Sample Inputs/Outputs
Input Process Output
• Resident/
Client
• Mobility of
care recipient
• Equipment
• Replacement
Parts
• Mobility
Assessment
• Positioning/
usage of
required
equipment
• Resident/
Client Re-
positioned
Continuous Improvement/Adaptation

8. Inputs and Outputs-
Workplace Safety
1. Identify the Inputs and Outputs to your
agencies “safety system”
2. What feedback do you currently rely on?

9. Inputs
• NS Act & Regulations
• WCB Legislation
• Standards
• Best Practice
• Funding/Budget
• Equipment/Supplies
• Employees
• Unions
• Safety Associations
• Hazard Alerts
SMS
Processes
• Leadership, Commitment
& Participation
• Defined Responsibility,
Accountability & Authority
• Planning
• Development
• Policy
• SOPs
• SWPs
• Implementation
• Management Review for
CQI
• Internal Audit
Outputs
• Reduced:
• Illness/Injury
• WCB Premiums
• Improved
• Compliance
• Recruitment/Retention
• Productivity
• Profitability
• Job Satisfaction
HSMS Feedback Loop
“Continuous Improvement”
Sample HSMS Inputs and
Outputs

10. What is a Health & Safety Management
System?
• Provides clear roles, responsibilities, and accountability
for OH&S documented and defined in OH&S policy,
standards, safe work practices, job descriptions and
performance management
• Focuses the organization on the proactive prevention of
workplace injury/illness vs. reacting to incidents
• Uses a continuous improvement approach

11. Inputs
• NS Act & Regulations
• WCB Legislation
• Standards
• Best Practice
• Funding/Budget
• Equipment/Supplies
• Employees
• Unions
• Safety Associations
• Hazard Alerts
SMS
Processes
• Leadership, Commitment
& Participation
• Defined Responsibility,
Accountability & Authority
• Planning
• Development
• Policy
• SOPs
• SWPs
• Implementation
• Management Review for
CQI
Outputs
• Reduced:
• Illness/Injury
• WCB Premiums
• Improved
• Compliance
• Recruitment/Retention
• Productivity
• Profitability
• Job Satisfaction
SMS Feedback Loop
“Continuous Improvement”
Sample HSMS Inputs and
Outputs
Plan
DoCheck
Act

12. Employees -
diverse values/beliefs/education/experience/norms/expectations/mindset
IRS
Health & Safety Management System
Demonstrated Leadership Commitment
Talk the Talk / Walk The Walk
Plan - Risk Assessment / Legislative Review / Gap Analysis /
Objectives (S.M.A.R.T) / Process Improvement Plan / Key Performance
Measures (KPIs)
Do - Vision Statement / Policy Statement / Standard Operating
Procedures (SOPs) / Safe Work Practices (SWPs)
Check - Monitor progress against Objectives / Plan / Monitor Key
Performance Indicators (KPIs)
Act - Adjust to obtain desired outcomes
= Safety Culture =
shared values/believes/education/experiences/norms/expectations/mindset

13. What a Health & Safety Management
System is NOT
• It is not a substitute for:
1. compliance with legislation;
2. having the necessary equipment or training;
3. working procedures and
4. competent personnel.
• A HSMS is not a binder on a shelf

14. HSMS Written Components
Vision Statement
OHS Policy Statement
Safety Procedures
Safe Work Practice

15. Safety Vision Statement
• Sometimes called a picture of your company
or organization in the future
• Much more than that - is your inspiration, the
framework for your strategic planning.

16. OH&S Policy Statement
• Required section 27 of the Act
• Outlines the workplaces guiding principles for
OHS
• May want to add statements – philosophy of
OHS
• Must contain statements of:
– Commitment and reason for commitment
– Co-operation
– Responsibility

17. Standard Operating Procedures (SOPs)
• Required under Section 28 (as written program)
• Process documents that describe how an activity is to be carried
out
• Include the who, what, when, where, how
• Begin with process maps
Must Haves
• Hazard Identification, Control &Inspection
• Investigation
• JOHSC
• Training /Supervision
• Evaluation
• Safe Work Practices
• Monitoring
• Maintenance or Records and Stats

18. Potential SOPs
• Exposure To Blood / Body Fluids Practice
• WHIMS
• Household Chemical Safety Practice
• Working alone
• Violence in the workplace
• Fire Extinguishers Practice
• Preventing Musculoskeletal Injuries Practice
• Transferring Clients Practice
• Refusing unsafe work
• Managing employee injuries (SAW/RTW)

19. • A document produced to detail how a specific
work task is to be performed.
• Provides step by step activities
• Describes what could go wrong or hazards
involved in each step and also documents
control measures for each.
Safe Work Practice

20. Demonstrated Leadership Commitment
• Create a Safety Culture Vision Statement
• Create a OHS Policy Statement
• Ensure that an Occupational HSMS is developed,
implemented, monitored and improved on a continual
basis.
• Provide resources (human, financial and organizational)
to ensure success of the HSMS.
• Establish authority, responsibility, accountability for the
HSMS
• Approve Standard Operating Procedures
• Develop a communication plan (safety specific)

21. Plan
• Identify legal requirements
• Identify and evaluate hazards and risks including
ranking their aspects and impacts
• Establish S.M.A.R.T. Objectives* and an Action Plan
*(Stated, Measurable, Attainable, Realistic, Time Based)

22. Do-
Development, Implementation and Monitor
• Vision Statement
• Policy Statement
• Standard Operating Procedures
• Safe Work Practices
• Monitoring and Measuring
• Managing Change
• Procurement
• Contracting
• Operational Control
• Documentation Control

23. Check: Management Review and
Continual Improvement
• Review Objectives and define new objectives on a
yearly basis
• Review Go Forward Plan ensuring it is on track on a
monthly basis.

24. ACT
• Make changes to improve system as identified from
assessments in “check” phase
• Incorporate a continuous improvement philosophy
for safety

25. BOD
OWNERS
CEO
Senior
Leaders
MANAGERS
SUPERVISORS
EMPLOYEES
( Contractors / Volunteers)
Responsibility Accountability

26. The IRS & an Effective HSMS
Exercise #2: Please list the responsibilities (or
considerations) for each of the groups on the sheet
provided.
1. BOD /CEO Senior Leadership
2. Managers /Supervisors
3. Employees
4. JOHSC

27. IRS -HSMS Responsibilities
BOD /CEO
Senior
Leadership
• Develop OH&S Vision Statement
• Develop OH&S Policy Statement
• Undertake a Legislative Review
• Develop Annual OH&S S.M.A.R.T.
Objectives
• Develop Annual OH&S Action Plans
• Approve Standard Operating
Procedures
• Monitor OH&S Outcomes

28. IRS -HSMS Responsibilities
Managers
Supervisors
Supervisors
• Implement standard operating
procedures applicable to your area of
control
• Monitor adverse events and near misses
• Conduct workplace inspections in your
area of control
• Conduct incident investigations in your
are of control
• Develop Safe Work Practices for critical
tasks in your area of control

29. IRS -HSMS Responsibilities
Employees
Employees
(All Levels)
(Physicians/
Contractors /
Volunteers)
• Commit to Working Safely
• Adhere to OHS Policy, General Safety
Rules, SSPs and SWPs
• Report Incidents (Actual and Close
Calls? Hazards
• Apply OHS Training / Wear PPE as
Required
• Assist Co-Workers to Work Safely

30. IRS -HSMS Responsibilities
jJOHSC
• Monitor HSMS System Effectiveness
• Drive Continual Improvement of SMS
• Act as Safety Ambassadors
• Coach and Communicate Co-Workers
• Research OHS Issues as Requested
• Assist in Development of SOPs and
SWPs
• Participate in Inspections and
Investigations as Required

31. STEPS TO ZERO INCIDENTS
ORGANIZATIONS “CORE VALUES“ INCLUDE EMPLOYEE HEALTH,SAFETY AND WELLNESS
OHS VISION STATEMENT – SENIOR LEADERSHIP TEAM DEVELOPS AN OHS VISION STATEMENT
– “WHAT IS IT THAT WE WANT?”
DEMONSTRATED LEADERSHIP – “TALK THE TALK / WALK THE WALK”
OHS POLICY - GUIDING PRINCIPLES & GENERAL SAFETY RULES
ASSESS CURRENT STATE – “WHERE ARE WE NOW?”
DEVELOP ORGANIZATIONAL (S.M.A.R.T.) GOALS - “WHERE ARE WE GOING”
BUILD OHS ACTION PLAN – “HOW ARE WE GOING TO GET THERE”
DEVELOP AND IMPLEMENT HSMS
EMPLOYEES HELD ACCOUNTABLE FOR “BEHAVIORS”
EVALUATE – “HOW ARE WE DOING – NEXT STEPS”
STEPS TO SUCCESS
ORGANIZATIONS “CORE VALUES“ INCLUDE EMPLOYEE HEALTH,SAFETY AND WELLNESS
OHS VISION STATEMENT – SENIOR LEADERSHIP TEAM DEVELOPS AN OHS VISION STATEMENT
– “WHAT IS IT THAT WE WANT?”
DEMONSTRATED LEADERSHIP – “TALK THE TALK / WALK THE WALK”
OHS POLICY - GUIDING PRINCIPLES & GENERAL SAFETY RULES
ASSESS CURRENT STATE – “WHERE ARE WE NOW?”
DEVELOP ORGANIZATIONAL (S.M.A.R.T.) GOALS - “WHERE ARE WE GOING”
BUILD OHS ACTION PLAN – “HOW ARE WE GOING TO GET THERE”
DEVELOP AND IMPLEMENT SMS
EMPLOYEES HELD ACCOUNTABLE FOR “BEHAVIORS”
EVALUATE – “HOW ARE WE DOING – NEXT STEPS”
Plan
DoCheck
Act

32. Final Considerations
• Tailor the HSMS for your organization
• Use a realistic and effective auditing schedule
• Consider concurrent activities in your
organization
• Think beyond minimum compliance

33. Thank You/Questions